Performance_Work_Statement_-_Off_Post_Grass_Cutting.doc

TECHNICAL EXHIBITS

TECHNICAL EXHIBITS

TECHNICAL EXHIBIT 1

ESTIMATED WORK LOAD

Contracted work sites include academic and administrative areas, trails, roadways, historic fortifications, the motor pool, dog parks, embankments, hospital, child development centers, middle & elementary schools.

The total approximate acreages for IMPROVED GROUNDS is eighty (80) acres.

The total approximate acreages for SEMI-IMPROVED GROUNDS is forty nine (49) acres.

The Government reserves the right to assign specific areas to be cut on certain days and certain times.

The grass areas along what is known as Thayer Walk shall periodically be edged. (See section 4.13.1).

HISTORICALLY, the crew size of this grass cutting contract has been eight (8) to ten (10) people, plus the PM and the QC.

A.

IMPROVED CUTTING AREAS can require as many as twenty-eight (28) cuts per year.

B.

SEMI-IMPROVED CUTTING AREAS have been cut as many as three (3) times per year. Some are only cut one (1) time while a select few are cut two(2) times.

TECHNICAL EXHIBIT 2

SEMI-IMPROVED GROUNDS

CLIPPING REMOVAL

SEMI-IMPROVED GROUNDS where approx. six and a quarter (6 ¼ ) acres will require clipping removal.

AREA SII: Approximately five and one half (5.5) acres - embankment west of Quarters 1 through 9.

AREA NI: Approximately one quarter (0.25) acre - embankment east of Washington Road, between Ruger Road from stairway to corner near entrance to post cemetery.

AREA NII: Approximately one quarter (0.25) acre - embankment and ditch adjacent to driveway north of Building 900, Keller Army Hospital.

AREA SI: Approximately one quarter (0.25) acre - gravel area along the south side of Building 708, tennis center.

TECHNICAL EXHIBIT 3

QUALITYASSURANCE

COR inspections will be conducted based on Contractor’s daily status report. The COR will record on the daily inspection report, the time, date and any discrepancies. General locations that require Contractor re-performance may be indicated on the inspection form. However the COR will not necessarily return to the area and point out the deficiencies. The COR will only conduct one (1) re-inspection of any area during each cutting cycle. A second other than satisfactory rating of any specific area during its current cutting cycle shall be the basis for nonpayment for that cutting area for that cutting cycle.

Joint inspections between the COR and Contractor personnel may be conducted at the discretion of the Contracting Officer (KO). The KO will be the final approving authority when a determination is to be made as to the proper mowing of an area, or the proper accomplishment of a contracted service. A provided map detailing the areas for cutting of the improved and semi-improved grass locations will guide the COR recording information on the daily inspection report and Contractor during submission of the daily status report.

TECHNICAL EXHIBIT 4

ADDITIONAL AREAS WHEN AND IF NEEDED

The additional areas added, if and when needed, and subsequent line items for option years will be figured as follows. Any improved, semi-improved or unimproved area that can be calculated as whole acres will be charged according to the per acre price for that line item. Any area that consists of more than a whole acres (i.e. 1 ¼, 1 ½, OR 1 ¾), will be calculated as such and invoiced as ¼, ½, or ¾ of the per acre price.

Example: ($50.00 per acre) one acre will be invoiced as $50.00. 1 ½ acres will be invoiced as $75.00.

Any improved, semi improved or unimproved area that is less than an acre will be calculated in square feet and will be invoiced according to the square foot price. For that line item, any area that consists of more than a whole acre and cannot be calculated as ¼, ½, or ¾ will be invoiced using both the acre and square footage line item.

Example: ($50.00 per acre) (.0050 per square foot) 100 square feet will be invoiced as $.50 1 acre, 100 square feet will be invoiced as $50.50

STATEMENT OF WORK

1. GENERAL

1.1. SCOPE OF WORK: The Contractor shall provide all administrative support and supplies, management, labor, materials, equipment and tools, necessary to perform the following services on approximately (129) acres. Grass cutting, trimming, removal of grass clippings, edging, sapling and small tree cutting and removal and selected ground clearing, cleaning and waste and debris removal. Services shall be performed at the United States Army Garrison (USAG) at West Point, New York For detailed areas see map at technical exhibit 3.

1.1.1. HOURS/DAYS OF OPERATION: All services in public areas shall normally be performed between 7:00 A.M. and 4:30 P.M. (Eastern Standard Time (EST) Monday through Friday, including selected Federal Holidays). Services in areas adjacent to family housing units shall have services performed no earlier than 8:00 A.M. (EST) Monday through Friday. See Section F for list of observed Federal Holidays. Mowing activity shall take place even when there are residents active on the area to be serviced.

Except as noted:

a. Keller Army Community Hospital (KACH) Start 8:00A.M. Monday morning

b. West Point Elementary School (Building #’s 705A& 705) open day start after 3:00 P.M.

1.1.1.2 Mowing activity shall not take place when there are unsupervised children in the mowing areas, such as playgrounds. The Contractor shall notify the Contracting Officer's Representative (COR). This shall not be an excusable reason for non‑performance.

1.2. BACKGROUND INFORMATION: The USAG at West Point is located approximately fifty (50) miles north of New York City, on the west bank of the Hudson River, in what is commonly called The Hudson Valley. The majority of work performed for this contract takes place on the 2,000 acre cantonement area.

1.2.1. AREA OF RESPONSIBILITY: USMA has been the premier training facility for Army Officers since 1802. Today, more than four thousand Academy Cadets and over fifteen hundred assigned or attached military personnel are supported at West Point. West Point is a National Historical Site and as such, receives more than two million visitors per year. The Contractor is responsible for ensuring that West Point turf is maintained in a highly presentable condition. The appearance of Contract employees and equipment shall reflect in a manner befitting a designated National Historic Site, and as otherwise stated in this statement of work.

1.2.1.2. TURF MAINTENANCE MAP, Technical Exhibit 3 indicates boundaries of areas to be serviced but do not indicate features in detail. The Contractor shall carefully examine the areas on which the work is to be performed to determine existing features, obstacles, vegetation, terrain and other constraints that may influence the performance of services under this contract. Maps are only approximate figures and are not to be used as an exact numerical sum of the maintenance areas.

1.3. PERSONNEL: The Contractor shall provide a work force possessing the skills, knowledge and training to satisfactorily perform the services required by this contract. Personnel performing under this work statement shall remain employees of the Contractor and shall not be considered employees of the Government.

1.3.1. CONFLICT OF INTEREST: The Contractor shall not employ any employee of the United States Government or the Department of Defense, either military or civilian, if such employment would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Defense, unless such person receives prior approval in writing from the Contracting Officer, hereinafter called KO.

1.3.2 CONDUCT OF PERSONNEL: The KO or the COR will require the Contractor to remove, from the job site, any employee working under this contract, for reasons of misconduct, security, or found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the KO that such action is in the best interest of the Government. The Installation Commander has the authority to bar individuals from the installation. Such removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this work statement.

1.3.3 CONTRACTOR REPRESENTATIVE: The Contractor shall designate an on site Contractor representative, hereinafter called the Project Manager, who shall be physically present during, 7:00 A.M. to 4:30 P.M., including selected Federal Holidays. The Project Manager shall conduct overall management, coordination, furnish liaison with the Government, be the point of contact with the Government and shall have the authority to make decisions for the Contractor on all matters pertaining to this contract.

1.3.3.1 ALTERNATE: The Contractor shall also provide an alternate Project Manager, who shall have the same authority as the Project Manager when the Project Manager is absent from the project during working hours. The alternate Project Manager may be the individual designated as the Quality Control Manager. The Contractor shall designate an alternate who shall be authorized to act on behalf of the Contractor in the absence of the Project Manager.

1.3.3.2 QUALITY CONTROL MANAGER: The Contractor shall designate a representative who shall have authority to act as the Contractors Quality Control Manager. The Quality Control Manager may be the alternate for the Project Manager, however THE PROJECT MANAGER SHALL NOT BE THE QUALITY CONTROL MANAGER. The Quality Control Manager shall administer the Contractors Quality Control Program. The Quality Control Manager shall have authority to ensure that performance deficiencies are corrected before final inspection of areas by the Government.

1.3.4. SAFETY VESTS: Contractor personel are required to wear lime, Class 2 safety vests with prismatic reflective stripes while performing contract operations on the Installation .

1.3.5. PERSONAL APPEARANCE: Contractor personnel shall wear shirts at all times. Trunks and cut‑off, un-hemmed pants, shall not be worn, by Contractor personnel, while performing services under this Contract.

1.3.6. MINIMUM PERSONNEL QUALIFICATIONS: The Contractors' Project Manager, the designated alternate and the Quality Control Manager, shall speak, read and write in the English language. Other Contractor employees, if not able to speak, read or write in the English language must have an individual working with them who can interpret comprehensively and competently. This is critical in an emergency situation.

1.3.7. CONTRACTOR PERSONNEL IDENTIFICATION: The Contractor shall provide the names, addresses, and telephone numbers for the Project Manager, alternate, and Quality Control Manager, to the KO within ten (10) calendar days after contract award. The Contractor shall orally notify the KO of changes as they occur and provide written changes, to the KO, not later than twenty‑four (24) hours after effective date of the change of personnel.

1.4. VEHICLE REGISTRATION: Motor vehicles operated on USMA property shall have a valid state license. Vehicles shall be registered with the USMA Provost Marshall's office located at Building 616, prior to commencement of Contract work. State licenses, inspection and registration shall be maintained current during the time the vehicle is in use on this Installation.

1.4.1. VEHICLE OPERATION: Contractor personnel operating motor vehicles on the installation shall have a valid state operator license for the category of vehicle being operated and shall comply with USMA vehicle operation directives regarding motor vehicle use on the installation. Military Police may perform spot stop and search of any vehicle on USMA, which may cause delays.

1.4.2. CONTRACTOR VEHICLE IDENTIFICATION: Contractor owned and/or operated vehicles used in the performance of services under this contract on this installation shall be marked as commercial Contractor vehicles with door signs indicating the Contractors name (firm name). The signs may be painted on the door or may be of the magnetic type.

1.5. QUALITY CONTROL: The Contractor shall provide and implement a complete Quality Control Program (QCP). The Contractor shall provide the QCP, in writing, to the KO within ten (10) calendar days after date of award of the contract, for review and acceptance. The Contractor shall incorporate changes, which are suggested or required by the KO, within five (5) calendar days after receipt by the Contractor. Contractor originated changes to the QCP shall be submitted to the KO not later than five (5) calendar days prior to effective date of change. The Contractor is responsible for quality control. All inspection and corrective actions, procedures and reporting shall support this concept. The QCP shall:

1.5.1. Be structured to ensure independence from any other parts of the Contractors organization.

1.5.2. Direct accountability for performance to the Contractors management personnel.

1.5.3. Be a comprehensive program to plan and deliver quality services that meet contract requirements, to the Government, by establishing an inspection system that covers all services described in this contract. The QCP shall be the basis for checking and controlling the quality level of all performance elements and shall describe a method acceptable to the Government of identifying deficiencies in the quality of service performed under this contract before the level of performance becomes unacceptable.

1.5.4. Identify potential and actual problem areas in providing services and fulfilling the requirements of the Contract.

1.5.5. Specify the title of the individual who shall perform inspections and the title of the individual who shall be responsible for corrective action.

1.5.6. Describe methods of direct and indirect communications with the Government regarding performance of the Contract. The communications shall include regular and formal meetings with the Government. Informal communications shall be addressed.

1.5.7. Ensure that surveillance objectives are provided for, timeliness of performance, maintenance of quality of work performance and adherence to Government standards as well as systematic observations and inspections, of functions, services, equipment and materials.

1.5.8. Define responsibility and authority of the Quality Control Manager.

1.5.9. Specify scheduled or unscheduled, announced or unannounced inspections of all functional areas, procedures, equipment, and facilities.

1.5.10. Include QCP checklist format for approval by the KO.

1.5.11. The Contractor shall be required to maintain documentation of all Contractor quality control inspections and corrective actions by the Contractor, throughout the term of this contract. Inspection documents shall be made available to the KO or COR within two (2) hours of verbal request. The documents shall address, as a minimum; all services to be performed under this contract, processes for corrective actions without dependence upon Government direction, inspection procedures, corrective actions to be taken throughout the life of the Contract.

1.6. QUALITY ASSURANCE: The Government will monitor the Contractor's performance under this contract using the quality assurance procedures specified in Technical Exhibit 4, Quality Assurance.

1.6.1. PERFORMANCE EVALUATION MEETINGS:A pre‑performance meeting will be held two (2) weeks prior to the first Monday in April, in each option year. Thereafter, the KO will schedule meetings as determined necessary. The Contractors' Project Manager shall meet with the COR once daily during the first thirty (30) work days of the base year contract. Within five (5)calendar days after award of the contract, a pre‑performance meeting will be held. The purpose of the meeting will be to discuss matters pertaining to the statement of work, and to clarify any questions about the requirements for the performance of the services.

1.7. PHYSICAL SECURITY:The Government will not be responsible in any way for damage to the Contractors supplies, materials, equipment and property or to Contractors personal belongings that are damaged or destroyed by fire, theft, accident or other disaster.

1.8. COORDINATION WITH GOVERNMENT OPERATIONS: Performance of work by Contractor personnel under the terms of this contract shall not interfere with regularly scheduled Government activities. The Contractor shall ensure work around buildings is conducted in such a manner so as not to interfere with the buildings activities, operations or personnel, nor create safety and/or fire hazards. Government action that impedes the Contractors operations shall be the responsibility of the Contractor to immediately notify the COR. During the period of this Contract, the academic and administrative facilities will continue to be occupied and functioning. The Contractor shall conduct services, cooperatively, to minimize interference with or annoyance to building occupants. The KO or the COR will perform all coordination, which may be required between other activities or Contractors, who may be required to perform or utilize those areas of Contractor responsibility. Such activities might be pest control, fertilization, or on going Construction Projects.

1.9. CONSERVATION OF UTILITIES: Contractor personnel shall operate under conditions which preclude misuse of Government furnished utilities.

1.10. FIRE PROTECTION: Contractor shall comply with applicable fire protection and fire prevention directives, as listed in Section 6 Applicable Documents of this work statement.

1.11. ACCIDENT REPORTING: Contractor shall notify the KO and COR within two (2) hours of any accident or incident in which there is property damage or personal injury. This notification shall be followed up with a written report, to the KO, within twenty‑four (24) hours of the occurrence of the accident/incident. The Contractor shall report accidents in accordance with the requirements indicated in OSHA Safety and Health Standards as listed in Section 6, Applicable Documents of the work statement.

1.12. SAFETY: Contractor shall safeguard and maintain all Government property as well as provide for the safety and well‑being of personnel employed in the performance of this contract. The Contractor shall comply with USMA safety regulations. The Contractor shall implement a safety program for employees performing work under this contract. The Contractor shall submit the safety plan to the KO ten (10) calendar days prior to the start of contract performance. Revisions shall be submitted, in writing, three(3) calendar days prior to effective date of change.

1.12.1. Contractor shall comply with the Occupational Safety and Health Act (OSHA). Contractor personnel shall wear protective clothing and devices required by OSHA during the performance of tasks requiring such clothing or devices.

1.13. SMOKING: Contractor personnel shall not be permitted to smoke, while performing any services under this Contract. Performance services include; operating power equipment, rubbish/waste and debris removal processes, equipment re‑fueling, and all other services specified in this Contract.

1.15. MOWING SCHEDULES: The typical mowing schedule, as submitted by the Contractors' Project Manager, is subject to verbal change, by the KO/COR, due to; changes to Academy activities (scheduled or unscheduled/announced or unannounced) or climatic conditions that cause growth rate changes or turf brown‑out. The Contractor will be notified, orally, a minimum of twenty‑four (24) hours in advance of any changes to submitted schedules. The Government reserves the right to orally re‑schedule contracted operations throughout the period of performance of this contract. Examples of events to be accommodated by schedule changes are, graduation ceremonies, outdoor concerts, R‑Day, home football games and other support that may be required to include exercises conducted at training sites. When possible, the KO, or COR will notify the Contractor a minimum of twenty‑four (24) hours prior to implementation of required re‑scheduling of contracted operations. Verbal schedule changes may be issued, to the Contractor, when in the opinion of the KO, continued operation of mowing equipment would or could cause damage to the grass or landscape. The Government reserves the right to orally direct the Contractor to cease mowing operations in areas where new plantings, shrubbery and ground cover, have been established.

2. DEFINITIONS

For the purpose of this contract, those definitions specified below shall apply.

2.1. STANDARD DEFINITIONS:

2.1.2. CONTRACT LINE ITEM NUMBER (CLIN): An item of work and materials for which the Contractor shall receive compensation.

2.1.3. CONTRACTING OFFICER (KO): A person duly appointed, with the authority to enter into, to change and to administer contracts on behalf of the Government.

2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An individual designated, in writing, by the Contracting Officer, who performs specific contract administrative functions.

2.1.5. QUALITY ASSURANCE (QA). A methodology used by the Government, to assure that the quality of goods and services received, are acceptable, in accordance with established standards and requirements of this contract

2.1.6. QUALITY ASSURANCE EVALUATOR (QAE): The Government representative responsible for checking Contractor performance.

2.1.7. QUALITY CONTROL (QC): Those actions taken, by the Contractor, to evaluate services performed and to ensure that requirements of this contract are met, and the actions taken, by the Contractor to identify contractual shortcomings, before services become OTHER THAN ACCEPTABLE.

2.1.8. QUALITY CONTROL PROGRAM (QCP). The program by which the Contractor controls the quality of services so they meet the requirements for this contract.

2.2. TECHNICAL DEFINITIONS:

2.2.1. BOUNDARIES: Natural and artificial permanent features (such as ditches, tree lines, embankments, fence lines and pavement) or specified distances from structures that identify the limits of areas within which work is to be performed under this contract.

2.2.2. BROWNOUT: (Dormant turf) Brownout is a term applied to turf that has temporarily ceased growth as a result of environmental conditions.

2.2.3. BRUSH. Weeds, grass, vegetation, woody plants and saplings that have a height greater than (18) inches.

2.2.4. CLIPPINGS: Those portions of grass and other vegetation generated as a result of Contractor operations.

2.2.5. CYCLE. As completing one time, the contracted services, in each specifically identified area.

2.2.6. DEBRIS: Compostable material, which includes, but is not limited to leaves, grass clippings and wood chips.

2.2.7. EDGING: The removal of vegetation from walkways, curbs, sidewalk expansion joints and paved areas.

2.2.8. FILAMENT LINE TRIMMER: Commonly referred to as an "FLT or weed whacker(TM) weed eater(TM)". A power tool, utilizing filament line and centrifugal force, used for trimming grass around obstacles.

2.2.9. GRASS: Vegetation that is normally cut to a specified height with hand or power tools.

2.2.10. HEIGHT OF CUT: The measurement of leaf and stem portion retained immediately following mowing and trimming operations.

2.2.11. HEIGHT OF CUT MEASUREMENT: Measurement taken from soil line to uppermost portion of leaf and stem retained following mowing and trimming.

2.2.12. HERBACEOUS: Plants having no persistent woody tissue above the ground.

2.2.13. IMPROVED GROUNDS: This category includes lawns, athletic fields and landscaped areas where scheduled land maintenance activities are performed. Land maintenance activities include mowing, irrigation, fertilization, cultivation, seeding, pest management, raking, clipping removal, and grass trimming.

2.2.14. LAWNS are areas where plants defined as grass, weeds, and other herbaceous vegetation are regularly cut.

2.2.15. MOWING: The cutting process in which a portion of leaf is removed from grass and grass‑like vegetation grown as a lawn.

2.2.16. TRANSFER STATION COMPOST SITE: Site is located off Route 293, approximately two (2) miles from Washington Gate. Access to this site is arranged through USMA Transfer Station personnel, located at Range 4.

2.2.17. SAPLING: A woody plant three (3) inches or less in diameter as measured six (6) inches from the ground line.

2.2.18. SCALPING: The unacceptable practice of removing grass leaf or plant stems to or below soil level.

2.2.19. SEMI‑IMPROVED GROUNDS: Grounds that require scheduled land maintenance of a lesser degree than improved grounds. This category includes embankments, ditches, hillsides, picnic areas and storage areas.

2.2.20. SHRUB: A low, usually several‑stemmed woody plant; a growth of shrubs, shrubs collectively.

2.2.21. SITE: For purposes of this contract, site shall mean all USMA areas and those areas which are not USMA such as Mountain Avenue in Highland Falls, in which the Contractor has operational responsibility.

2.2.22. SMALL TREE: A woody plant six (6) inches or less in diameter, as measured six (6) inches from the ground.

2.2.23. TREE LINE: Line of three (3) or more trees, which form a natural boundary.

2.2.24. TRIMMING: An integral part of mowing which includes the cutting of grass and other vegetation from around woody plants, trees, vines, building foundations, guardrails, walls, pipelines, fences, parking bumpers, picnic tables, grills, and other obstacles.

2.2.25 USAG: United States Army Garrison

2.2.26 USMA: United States Military Academy

2.2.27. WASTE: Waste includes beverage containers, paper, plastic, wire, glass, metal and other items that may be found within the contract operating area.

2.2.28. WEED: A plant of no value in a specific location or one that tends to overgrow or choke out more desirable plants. Any plant growing where it is not desired.

2.2.30. WOODY PLANTS: Vegetation having rigid stems, branches that persist above ground.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

The Government will provide the property and services listed below.

3.1. PROPERTY (Staging Area): Contractor shall not use property provided by the Government for any purpose other than in the performance of this contract. The Government may provide an open (unfenced) storage area, for equipment the Contractor utilizes in this contract. This area will remain the property of the Government. These premises will be provided under the following conditions.

a. Contractor shall maintain the staging area so there are no signs of fuel and lubricant leakage caused by his operation.

b. Contractor shall not store equipment-awaiting repair, at the staging area, for more than five (5) calendar days. Any equipment that cannot or will not be repaired within five (5) calendar days shall be removed from the staging area.

c. Contractor shall be responsible for keeping the staging area clean and orderly on a daily basis. All housekeeping and cleanup requirements as set forth in EM 385‑1‑1 shall be performed daily. Accumulation of waste material and debris will not be tolerated and will result in the Government withdrawing its permission to utilize the provided space. If the Contractor loses his right to the staging area, the Contractor shall be required to vacate the premises within five (5) calendar days. No equipment other than that required for performance of this contract shall be allowed within the confines of the staging area. At no time shall firearms, ammunition, or weapons of any kind be brought to the staging area.

3.1.1. FACILITIES: Contractor may use the Compost and Transfer Station located off Route 293, (approximately two (2) miles from Washington Gate), for disposal of waste and debris. The Contractor shall be responsible for separating the debris (limbs, brush, leaves, grass, weeds, and wood chips) and disposing of them accordingly. Any plastic used for transport of materials to the compost pile or other non‑biodegradable waste shall be disposed of at the Transfer Station (Range 3). The hours of operation of the Transfer Station and Compost sites are Monday through Friday weekly, 8:00 A.M. to 4:00 P.M. No loads for Range 4 disposal are accepted after 3:00 P.M. Separation of compostable materials (grass and weeds) from chips, brush and limbs shall be required. Leaves and clippings shall be transported to the compost site on the same day as generated or no later than 9:00 A.M. the day following the collection.

3.1.2. REFUSE CONTAINER: Contractor shall use refuse containers (sidewalk containers or dumpsters) for disposal of waste. Refuse containers shall not be used for the disposal of debris.

3.1.3. PARKING: Contractor's privately owned vehicles (POV's) shall not park in any project sites. Parking will be available at the staging area or Buffalo Soldier Field.

3.2. UTILITIES: The Government will make available, to the Contractor, cold water from exterior spigots of buildings and within public rest rooms.

3.2.1. COMMUNICATIONS: Media coverage to disseminate information to USMA residents and activities concerning Contractor operations and responsibilities, as well as addressing resident or activity responsibilities will be accomplished by the Government.

3.2.2. EMERGENCY MEDICAL CARE: The facilities of the USMA hospital, Keller Army Community Hospital (KACH), are available for use by the Contractor only for emergency treatment of Contractor personnel injured during performance of services under this contract. Charges to the Contractor for the use of said facilities will be at prevailing rates for the services provided. Billing and payment shall be arranged by separate transaction between KACH and the Contractor. The hospital is at USMA Building 900.

3.2.3. FIRE PROTECTION: The Government will provide fire protection services. The emergency telephone number is 117, on post, or 446‑4949 from housing or off post.

3.2.4. The Government will provide irrigation, fertilization, seeding, cultivation and pest control services.

4. CONTRACTOR FURNISHED PROPERTY

4.1. Contractor shall furnish all necessary vehicles, equipment, tools, maintenance, fuel, oil and other supplies, which are required to accomplish the work.

4.1.2. EMPLOYEE IDENTIFICATION: The Contractor shall provide an identification badge for each employee performing services under this contract. The employee's name, position, and name of Contractor shall be prominently displayed on the identification badge.

4.2. EQUIPMENT: Contractor shall furnish grass cutting equipment as follows:

4.2.1. Contractor shall provide and utilize all mowing equipment. Mowing equipment, such as "mulching decks" or mowing equipment with clipping collection apparatus in place and operational may be used. On rotary mowers, the lowest portion of the blade shall not extend below the sides or rear of the housing. If side/rear discharge mowing decks are used, they shall follow all manufacturer specifications and shall not be modified. The Contractor shall follow all (OSHA) safety and health standards.

4.2.1.2. Self‑propelled walk behind and rotary type mowers shall be equipped with operational positive disengagement mechanisms, which disable the drive mechanism and the mower blades.

4.2.1.3. The Contractor shall have safety shields and deflectors on all filament line trimmers (FLTs) and edgers.

4.2.1.4. Floatation turf tires will be used on tractors, lawn mowers and other vehicular equipment.

4.2.1.5. All riding type equipment shall have rollover protection installed and operational in accordance with manufacturers' specifications.

4.2.1.6. Noise reduction devices shall be on all equipment and shall be used.

4.2.1.7. The Contractor shall supply traffic safety devices such as cones, flags, warning signs. Employees shall wear lime, class 2 vests with prismatic reflective strips. The signs shall be a minimum of thirty‑six (36) inches by thirty‑six (36) inches.

4.2.1.8. Any equipment found, by the Contractor or COR, to be in an unsafe condition shall be removed from the work site immediately and shall not be returned to work, until all deficiencies have been corrected and the COR notified orally of the repair action

4.3. The Contractor shall provide grass-cutting and related services that shall include, but may not be limited to, the following tasks.

4.4. The Project Manager, Alternate Project Manager and/or Quality Control Manager shall be designated, in writing, to the KO no later than ten (10) calendar days after award of this contract and/or within twenty‑four (24) hours of a change in personnel.

4.4.1. The Contractor shall designate a representative, hereinafter called the Project Manager (PM), who shall be in charge of all work to be completed under this contract. The Project Manager shall have complete authority to act for the Contractor, direct work and ensure personnel and equipment readiness and safety. The Project Manager shall not be designated as the Quality Control Manager.

4.4.2. The Contractor shall designate an alternate Project Manager, hereinafter called the Alternate, who shall be authorized to act on behalf of the Contractor in the absence of the Project Manager. The Alternate will have the same authority as the Project Manager and shall be present when the Project Manager is absent from the project during working hours. The Alternate Project Manager may be the Quality Control Manager.

4.4.3. The Contractor shall designate a representative who shall have authority to act as the Contractor’s Quality Control Manager. The Quality Control Manager shall administer the Contractor’s Quality Control Program. The Quality Control Manager shall have the authority to ensure correction of performance deficiencies prior to final inspection by the Government.

4.4.4. Contractor shall designate responsibility for inspection of completed services to the Project Manager and/or the Quality Control Manager. The designated individual shall provide the COR with a Weekly Status Report no later than 8:00 A.M. on Monday, of work accomplished the previous week and current work status.

4.5. SERVICES:

4.5.1. The Contractor shall submit to the COR every Monday a Weekly Performance Report listing the CLINs, areas, and date of cutting. Both the Contractor and the COR shall sign and initial this submission. Contractor requests for deviations from the schedule shall be submitted and approved by COR before the change is initiated.

4.5.5.1. The Weekly Performance Report shall include as a minimum the following information; operation locations, number of personnel working and the operation that the crew is performing. An example of this would be; "Area S1 area was completed on 9/27/2015 and there is currently a five person mowing crew operating at bldg. 1207”.

4.6. MOWING AREA CLEAN UP: (Policing). The Contractor shall ensure that prior to each mowing operation, the areas are cleared of all obstacles that are likely to damage equipment or be shredded or thrown by the equipment, such as; rocks, wire, sticks, broken limbs, beverage containers, papers and any other waste and or debris.

4.6.1. The Contractor shall transport the waste/debris that is collected. The Contractor shall ensure that waste/debris is covered during transport to prevent accidental spillage. The Contractor shall immediately pick up accidental spillage.

4.6.2. All debris and obstacles shall be removed and be disposed of as directed elsewhere in the contract. Waste, such as plastic bags, cups and metal cans, shall be disposed in sidewalk containers or dumpsters.

4.6.3. Obstacles that hinder the mowing operation and are too large to be removed by normal means; i.e., construction material, abandoned appliances or partially surfaced large rocks, shall be reported to the COR. Removal of these materials will be at the discretion of the Government.

4.7. FUEL AND FUEL MIXTURES:

4.7.1. The Contractor shall store and dispense from fuel containers equipped with spill-proof spouts that meet current NYS Performance Standards for Portable Fuel Containers.

4.7.2. Fuel shall not be dispenced into a fuel tank, when equipment is within (20) feet from any building.

4.7.3. Fuel shall not be dispenced into a fuel tank, when equipment is within (50) feet from a stream or body of water.

4.7.4. No equipment shall be fueled while on lawn areas.

4.8. EQUIPMENT OPERATION AND MAINTENANCE:

4.8.1. The manufacturer’s recommendations for operation and maintenance of all equipment shall be followed.

4.8.2. Contractor’s equipment shall not be left unattended, for any reason. The Contractor shall ensure that personnel operating any machine have means by which to notify appropriate Contractor repair personnel, in the event of equipment breakdown, without leaving the machine unattended.

4.8.3. Riding mowing equipment shall not be operated on slopes greater than the manufacturers designed capability. This applies to both "across slope" and "with slope" mowing.

4.8.4. Failure to provide safe equipment, safely operate equipment, or perform operations as stated in appropriate contract clauses shall be just cause for the Government to stop Contractors work. Work may resume after corrective action is taken and verbally approved by the COR.

4.8.5. The Contractor shall keep all equipment properly adjusted. Rotary blades, reels, knives, edger blades and grass clippers shall be sharpened so that the finished work shall be of a standard comparable to similar work in commercial practices.

4.8.6 The Contractor shall take all appropriate measures to prevent injury to persons in and around the mowing area. Often, this may involve stopping the equipment and waiting for pedestrian(s) to move out of the area. Crucial to pedestrian safety in or near a mowing area is having the proper safety devices attached and working on all operating equipment.

4.8.7. All roadside mowing shall be conducted with safety cones and Men Working Signs in place and where necessary a minimum of one (1) flag person.

4.8.8. All mowing operations shall be performed in such a manner as to prevent damage to turf, nearby trees, shrubs, perennials, ground covers, structures, utility and site fixtures and parked vehicles.

4.8.8.1. The Contractor shall take all appropriate measures to prevent injury to base of trees and shrubs. Trees and shrubs that, in the opinion of the COR, die as the result of equipment scrapes or trimming shall be replaced at the Contractors expense with a replacement to be determined by the COR.

4.8.7.2. The KO will determine the replacement costs for those plants or ground cover that were damaged by Contractor operation. The replacement costs shall be obtained from the most current edition of the Council of Tree and Landscape Plant Appraiser's (CTLA) Guide to Tree and Shrub Replacement Value.

4.8.7.3. Mulch areas shall be mowed around in such a way as to blow minimal clippings into a mulched area. The Contractor shall also take all appropriate measures to prevent damage to mulch areas.

4.9. MOWING HEIGHTS: The grass shall be cut to two and a half (2 ½ ) to three (3) inches high, for Improved Grounds and three and a half (3 ½ ) to four (4) inches high in Semi-Improved Grounds.

4.9.1. The Government will request changes in height of cut to accommodate changes in weather and growing conditions, such as; drought. Drought stressed turf may require temporarily raising the mowing height.

4.9.2. IMPROVED GROUNDS: There are approximately (80) acres of Improved Grounds. Additional areas may be added as required. These areas have historically; had as many as twenty‑eight (28) mowing cycles.

4.9.2.1. Historically, mowing frequency during dry periods in July and August has been reduced to prevent excessive turf brownout and subsequent weed encroachment.

4.9.2.2. Immediately after mowing is accomplished, Contractor shall remove vegetation and debris from paved areas, walkways, roads and parking areas that were deposited as a result of the mowing operations. Accumulated grass clippings dense enough to cause damage to underlaying turf or be unsightly shall be removed on the same day the cutting was accomplished. Water shall not be used to remove clippings from roadways or other paved areas.

4.9.2.3. Grounds which have been disturbed by snow removal or other operations and result in interference with contracted mowing operations, shall be referred to the COR.

4.9.3. Thayer Walk (Area TW)

1.

Work shall be performed on Mondays or Fridays only as coordinated weekly with the COR.

2.

Grass to be cut to a consistent height of two (2) inches to two and one half (2 ½)inches..

3.

All non-mowable surfaces that interface with the mowing area and foundations around buildings, monuments and other structures will be neatly trimmed at each cutting cycle.

4.

All excess grass clippings shall be removed either by raking or efficient grass collection apparatus and disposed of in accordance with Section 3.1.1.

5. Edging of Thayer Walk shall be perfomed during every fourth mowing cycle or whenever vegetation extends over the edge of the surface more than two (2) inches ( see Section 4.13).

6.

All signs of grass cutting activity shall be removed from sidewalks and walkways.

4.10. QUALITY OF MOWING: Mowing shall result in a smooth cut of uniform height. Uncut vegetation, resulting from the lack of mowing overlap, or the washboard look from too fast a mowing speed, or scalping as a result of operation or mechanical condition of equipment will not be accepted and will result in an OTHER THAN SATISFACTORY inspection.

4.11. SEMI‑IMPROVED GROUNDS: There are approximately (49) acres of Semi-Improved Grounds. Semi‑improved grounds shall be cut to a cutting height of three and one‑half ( 3 ½ ) to four (4) inches. Cutting frequency is one (1), two (2) or three (3) times per growing season (see SCHEDULE). The Contractor shall cut and remove clipping debris from selected semi‑improved grounds (see TE 2).

4.11.1. Debris created as a result of cutting operations, shall be removed from the area of operation and may be transported to the compost site located at Range 4. Chipping of woody plant material is permitted however, chips shall be contained and removed from the operation site.

4.11.2. On the last working day of each month, the Contractor shall submit to the COR the cutting schedule for semi‑improved grounds for the following month.

4.11.3. Semi‑Improved Grounds shall be completed during the week in which they are scheduled. In order to avoid overlap between cutting cycles, work not performed by the end of a cycle shall be considered a non‑reperformable deficiency and the entire area shall not be payable.

4.12.1. Work not performed or not re‑performed by the end of a cycle shall be considered a deficiency and shall be rated as OTHER THAN SATISFACTORY.

4.12. SPECIAL REQUIREMENTS:

4.12.1. The Contractor shall be responsible for movement of and replacement of benches, trash receptacles or other obstacle, which hinder mowing or trimming within the cutting areas covered by this contract.

4.13. EDGING:

4.13.1. Edging of curbs along Thayer Walk shall be accomplished with a power edger that utilizes a blade capable of providing a neat well‑defined edge. The edge shall be one‑quarter (¼ ) inch wide and one and a half (1 ½ )to two (2) inches deep.

4.13.2. Edging of walks and other surfaced areas that do not have a well‑defined edge shall be edged with FLTs.

4.13.3. Edging frequency shall be concurrent with every fourth improved mowing cycle or whenever vegetation extends over the edge of the surface more than two (2) inches. This shall be the control.

4.13.4. Cleanup of edged areas shall include removal of dirt and other materials caused by the edging operation. The sidewalks shall be swept or blown clear of all materials that cannot be removed by shovel and broom.

4.14. TRIMMING:

4.14.1. FLTs shall not be used for mowing open areas of Improved Grounds except on slopes where wheeled mowers could damage the grass or cannot operate safely.

4.14.2. Trimming shall include the removal of vines, saplings and other undesirable vegetation growing adjacent to building foundations, fence lines, walls and culverts. Vines, saplings and other vegetation shall be removed from walls, fences, other structures after having been cut at ground level.

4.14.3. Abrasions or other damage to young trees or shrubs caused by negligent operation of Contractor equipment will result in damage claims against the Contractor.

4.14.4. Power mowers shall not be operated closer than two (2) feet from unmulched young trees, shrubs, or flowerbeds. Such areas shall be trimmed with hand operated shears. Trimming around obstacles such as signposts, pipes, trees larger than five (5) inches in diameter, fences, walls, and rocks shall be done primarily with walk behind mowers and FLTs.

5. APPLICABLE DOCUMENTS:

Documents applicable to services to be performed under this work statement are listed below. All documents are mandatory.

5.1. It is the bidder’s responsibility to ensure that his/her bid price(s) for the supplies or services required by this solicitation include the cost for complying with the applicable portions of EM 385‑1‑1.

- Occupational Safety and Health Administration (OSHA) 29 CFR 1910 OSHA Safety and Health Standards

- USMA Fire Prevention and Fire Protection Regulations

- Applicable NFPA Guidelines

- Equipment manufacturer’s specification and maintenance information

- American National Standard of Occupational and Educational Eye and Face Protection ANSI ‑ Z87.1 ‑ 1978

- American National Standard Manual on Uniform Traffic Control Devices for Streets and Highways ANSI‑D6.1‑1978

- Corps of Engineers Manual, EM 385‑1‑1 (latest revision), "General Safety Requirements".

- Current C.T.L.A. Guide to Tree and Shrub Replacement Value

- CFR Title 42, Part 50‑0204, subparts A & E, Par. 50‑204.4 (tools and equipment) 50‑204.1 Occupational Noise Exposure

The address to obtain a copy of the Corps of Engineers Manual, EM 385‑1‑1 will be made available, upon written request to the Contracting Officer. Federal regulations and other documents are available through the U.S. Government Printing Office in Washington D.C. 20402.

New York regulations and documents are available from Wolf Road Albany, NY.

6. The Contractor shall submit the following plans, reports and schedules as specified below:

- Quality Control Plan, Section 1.5

- Mowing Schedule, Section 1.15