Arcadia_PCMC_Scope_of_Work.docx

PERFORMANCE WORK SCHEDULE

PROJECT CONSOLIDATED MAINTENANCE CONTRACT

(EMBANKMENT MOWING AND HERBICIDE APPLICATION)

ARCADIA LAKE, OKLAHOMA

Revised November 13, 2018

This Scope of Work (PWS) consists of a general section supplemented by exhibits and appendices. A Table of Contents is provided on the following pages.

The general section contains requirements that apply to all work to be performed under the provisions of this PWS. The exhibits contain detailed listings or examples referred to in the general section and the Performance Requirements. The appendices contain a description of the facilities to be serviced and the work to be performed.

Any reference to paragraphs or subparagraphs in this PWS will refer to those in the general section unless otherwise noted.

TABLE OF CONTENTS

Para.

No. Paragraph Title

1 Scope of Work 2 Definitions 3 References 4 Initiation, Execution, & Acceptance of Work 5 Personnel 6 Equipment 7 Performance Requirements 8 Contractor Quality Control 9 Deductions for Deficient Work 10 Safety 11 Reporting Defective Facilities 12 Required Insurance & Insurance Certificate 13 Pre-work Conference 14 Contractor Submittals 15 Billing

EXHIBITS

No. TITLE 1 Mowing (Performance Base) 2 Performance Requirements Table 3 Quality Control Inspection Log 4 Example of Job Hazard Analysis 5 Invoice Format

APPENDICES

B Herbicide Application

1. SCOPE OF WORK. The work required under this PWS provides for the mowing of Dam Embankment and Lawn Areas at Arcadia Lake.

2. DEFINITIONS.

2.1. Contracting Officer (KO). An individual entrusted in an organization by appointment in accordance with applicable regulations, has the authority to enter into and administer contracts and make determinations and findings with respect thereto.

2.2. Contracting Officer Representative (COR). An individual who is designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions on contracts.

2.3. Contractor Quality Control (CQC). The contractor's system of controlling the quality of services provided under the provisions of the contract.

2.4. Deficient Service. Any service provided by the contractor that does not meet the Performance Standards specified in the Performance Requirements given in Exhibit 1.

2.5. Government. The term "Government" as used herein means the United States of America.

2.6. Mowing (Performance Base) This means that the contractor is responsible for recognizing that the vegetation is in need of a mowing in accordance to height requirements and then preforms a mowing.

2.7. Performance Requirement (PR). The Government's requirement for each service provided under the contract. Performance Standard (PStd) specifies the minimum standard (quality) for each service provided under the contract.

2.8. Project. The term "project" as used herein means all Government property and easements at Arcadia Lake.

2.9. Public Use Area (PUA). Parks as well as overlooks, nature and hiking trails, access points, and other areas used by the public for recreation.

2.10. Quality. Conformance with the contract PWS.

2.11. Quality Assurance (QA). The procedure by which the Government determines CQC is functioning effectively.

2.12. Regulations. The term "regulations" refers to any local, state, or Federal law or regulation applicable to operation or maintenance of the project.

2.13. Workday. Any day, Monday through Friday, exclusive of Federal holidays. This definition should not be interpreted to mean work is not required by this PWS on other days.

3. REFERENCES. Corps of Engineers Safety and Health Requirements Manual, (EM 385-1-1) is hereby incorporated into this PWS. The safety manual will be furnished the contractor after contract award, or may be found on-line at http://www.usace.army.mil/CESO/pages/EM385-11.aspx.

4. INITIATION, EXECUTION, AND ACCEPTANCE OF WORK.

4.1. Initiation and execution of work shall be in accordance with this specification and the COR.

4.1.1. The Contractor is responsible for recognizing with his or her QA that the vegetation is at its required length to be mowed. If it is determined that the grass needs to be mowed, it is the contractor’s responsibility to mobilize and preform duties necessary.

4.1.2. It is the Contractors responsibility to determine whether the conditions of the embankment are suitable to mow. This means that the mowing will be performed in a safe and effective manner without rutting or scalping the embankment. Mowing’s shall not accrue two days prior to rain fall unless overruled by the COR.

4.1.3. It is the Contractors responsibility to recognize that there will only be six mowing’s take place on this embankment per season. Any further work performed, that is not authorized by the COR, will be at no additional cost to the Gov. The contractor shall also recognize that only one mowing is permitted per month unless otherwise stated by the COR.

4.1.4. After work is initiated and completed it will be the COR or any other gov. QA’S responsibility to ensure that work was completed and is in compliance with the PWS before ant monthly payment is made.

5. PERSONNEL. Provide personnel necessary to accomplish all work required by this PWS within specified time limits.

5.1. Experience and Skills. Provide personnel that are experienced and demonstrate proficiency in the skills required performing the various types of work specified.

5.2. Supervision.

5.2.1. Provide one supervisor on the project who shall have full authority to direct any work required. This supervisor and alternates, who shall have full authority to execute work during his absence, shall be designated in writing.

5.2.2. The contractor shall provide the COR a telephone number the on-site supervisor can be reached between 8:00 a.m. and 4:30 p.m. on all days work is being performed. Use of a cellular type phone is recommended.

6. EQUIPMENT. Furnish equipment necessary to accomplish work required performing the various types of work specified.

6.1. Equipment Inspections. Upon request, the contractor shall present equipment for inspection; the COR shall establish the time and location for these inspections. Equipment shall not be used until it has passed inspection.

6.2. Equipment Requirements. All equipment used to perform work under this PWS must be in good operating and mechanical condition and shall comply with EM 385-1-1.

6.2.1. All safety devices provided by the manufacturers of push and riding mowers shall function as designed.

6.2.2. Edgers shall be equipped with a rotary blade in an upright position. A protective guard for the blade shall be provided.

6.3. Equipment Operation.

6.3.1. Mowing equipment shall be operated in a manner that will allow for discharge of grass clippings away from roads, ponds, facilities, etc., and prevent damage to turf.

6.3.2. Power operated trimming equipment shall not be used around any shrubs or trees with a diameter less than 3 inches at breast height.

6.4. Vehicle Operation and Parking. While performing work under this contract, vehicles shall be operated and parked only on roads, parking areas, or pullouts unless the COR approves use of other areas.

6.5. Signs located on each side of the vehicles shall mark all sedans and trucks used by the contractor to perform work under this PWS. Signs may be painted on the doors or magnetic signs may be attached to the doors. Magnetic signs shall not be removed at any time vehicles are at the project. Lettering shall be at least 2 inches high. Each sign shall contain the following:

ARCADIA LAKE

MOWING SERVICES

PROVIDED BY

(Contractor's Name)

7. PERFORMANCE REQUIREMENTS. PRs for work performed under this PWS are given in Exhibit 3. The contractor's performance will be evaluated using these PRs as follows:

7.1. Services provided by the contractor will be inspected for compliance with PStds. Those not meeting PStds shall be considered deficient. Major or recurring minor deficiencies will result in a letter of correction being issued by the COR.

7.2. Deficient services are determined during initial QA inspections since the purpose of QA is to determine how well CQC is functioning. The results of inspections are not changed as a result of satisfactory re-performance.

8. CONTRACTOR QUALITY CONTROL. Establish and execute a CQC Program in accordance with clause 52.246-4 “Inspection of Services” to assure that all work required by this PWS is completed on schedule and in accordance with the PRs in Exhibit 3.

8.1. The results of all quality control inspections conducted by the contractor shall be entered on the Quality Control Inspection Log (SWT Form 990, Exhibit 4). A copy of completed inspection logs shall be furnished the COR weekly.

8.2. The COR may waive the requirements in subparagraph 8.1. if he determines proper CQC can be achieved without the required submissions. The COR will normally make this determination on the basis of actual performance by the contractor.

9. DEDUCTIONS FOR DEFICIENT WORK. Deductions from the contractor's scheduled earnings shall be made for services that do not meet the PStds in Exhibit 1. Deductions for documented defects will be made in accordance with the following procedures:

9.1. Each service found deficient and re-performed by the contractor: No deduction.

9.2. Each service found deficient and performed by the Government: Deduction for loss in value shall be based on the Government's cost for performing the work.

9.3. Each service found deficient and performed by another contractor: Deduction is the contract price paid the other contractor to perform the work.

9.4. Each service found deficient and not re-performed by anyone, or work not performed at all: Deduction for loss in value shall be based on estimates of the contractor's cost for performing the work, i.e., labor, materials, equipment costs, work schedules, etc. Loss in value shall be based on the contract bid price or applicable portion thereof.

10. SAFETY.

10.1. Safety Plan. Furnish the COR a safety plan to implement the general policies and procedures for safe operation and maintenance of the project in accordance with EM 385-1-1. The safety plan shall include, but not be limited to the following:

10.1.1. Procedures for training employees in responsibilities for safety of others, including the general public.

10.1.2. Requirements for wearing or utilizing personal safety equipment and apparel.

10.1.3. Procedures for handling, reporting, and correcting unsafe conditions, practices, and safety violations.

10.1.4. Procedures for treating and transporting injured persons to medical facilities.

10.1.5. Fire prevention plans.

10.1.6. Job hazard analyses shall include an evaluation of hazards that might be encountered for an operation, and proposed methods and techniques for accomplishing each job in a safe manner. Contractor personnel shall be thoroughly indoctrinated with job hazard analyses, especially at the start of a major job. Initially, the safety plan shall include, but not be limited to, job hazard analyses for the jobs listed below. However, the contractor shall prepare additional analyses as the need arises and/or the COR directs, and shall be submitted for approval within one (1) week. An example of a job hazard analysis is given in Exhibit 5.

10.1.6.1. Loading and unloading of equipment (analysis for each type of equipment to be used to perform services required by this specification).

10.1.6.2. Equipment operation and maintenance (for each type of equipment).

10.1.6.3. Vehicle operation and maintenance.

10.2. Safety Violations. If a contractor's employee persists in not following the safety requirements of this specification or the contractor's safety plan, the employee shall be permanently discharged upon the request of the COR.

10.3. Personal Clothing and Safety Apparel. Contractor personnel shall wear clothing suitable for the weather and working conditions. The minimum shall be short-sleeve shirt and long trousers (no sleeveless shirts or tank tops, or shorts). Clothing shall be in good repair. Personnel will wear additional protective apparel when required by Section 5, EM 385-1-1.

10.4. Accident Reports.

10.4.1. Notify the Contracting Officer and COR immediately, of all known accidents that occur at the project and result in death or serious injury.

10.4.2. Investigate all accidents involving contractor or subcontractor employees that result in death, traumatic injury, occupational disease, or damage to property, materials, supplies and equipment incidental to work performed under this specification. The results of investigations shall be reported to the COR immediately, and in writing on ENG Form 3394, Accident Investigation Report, within one (1) workday following the accident.

10.5. Exposure Reports. Maintain an accurate record of exposure data (man-hours worked) and submit the figure in writing monthly by the 2nd workday of the following month.

11. REPORTING DEFECTIVE FACILITIES. While performing work, contractor personnel shall observe the condition of Government facilities. Damaged, defective, and/or inoperative facilities shall be reported to the COR each workday.

12. REQUIRED INSURANCE AND INSURANCE CERTIFICATE. Pursuant to FAR 28.301(b) for the protection of the Government, and FAR 28.306(b) and 52.228-5, Work on a Government Installation, the Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance:

12.1Worker’s Compensation and Employer’s Liability: Workers' compensation and employers' liability insurance in compliance with applicable state statutes, with a minimum liability coverage of $100,000.

12.2General Liability: Comprehensive general liability insurance for bodily injury in the minimum limits of $500,000 per occurrence. Property damage liability insurance shall be required in an amount of at least $100,000.

12.3Automobile liability: Liability insurance shall be written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

13. PREWORK CONFERENCE. The COR shall conduct a Prework Conference with the contractor to discuss the provisions of this specification and the contractor's submittals listed in paragraph 14 below. As a minimum, the officer of the company that signed the contract and the on-site supervisor shall represent the contractor. The COR shall establish the location, date, and time of the Prework Conference after consultation with the contractor.

14. CONTRACTOR SUBMITTALS. Unless otherwise noted, the contractor shall submit the documents listed below to the COR prior to starting work. All submittals, other than copies of contracts, shall be typed and the original and one copy shall be furnished the COR. If it is determined any of the submittals do not comply with this PWS, the contractor shall resubmit these documents within one (1) week.

14.1. Names of on-site supervisor and his alternate (submit prior to initiation of work and prior to changing designated employees) (subparagraph 5.2.1.).

14.2. Safety Plan (subparagraph 10.1.).

14.3. Job Hazard Analysis (subparagraph 10.1.6.)

14.4. Exposure reports (submit by 2nd workday of each month) (subparagraph 10.5.).

14.5. Insurance certificates (submit within 5 calendar days of notification of contract award) (subparagraphs 12.1 through 12.3).

15. BILLING.

15.1. Submit an original invoice when work is completed.

15.2. Invoices shall be prepared in the format shown at Exhibit 6.

15.3. Exposure reports shall be submitted before an invoice will be accepted.

15.4. Invoices and supporting documents shall be delivered or mailed to the Project Manager, Keystone Lake Project Office, 23115 W. Wekiwa Road, Sand Springs, OK 74063.

EXHIBIT 3

PERFORMANCE REQUIREMENTS

PERFORMANCE REQUIREMENTS

APPENDIX A

APPENDIX B

Herbicide Application

EXHIBIT 4 QUALITY CONTROL INSPECTION

EXHIBIT 5

EXAMPLE OF JOB HAZARD ANALYSIS

Attachment 1- Page 1

Attachment 1- Page 1

ACCIDENT PREVENTION PROGRAM

JOB HAZARD ANALYSIS

PROJECT

Trailer safety chains will be properly placed on towing vehicle when transporting equipment. Assure equipment trailer is level and truck and trailer brakes are set. Check for overhead clearances (power lines, tree limbs, etc.). Check for objects or obstacles behind equipment before backing. Trailer bed and ramps shall be clean of oil, gravel, dirt, or materials that could become slippery or cause the equipment being unloaded to lose traction. Equipment will be lined up with trailer so it can be loaded with a minimum amount of adjustment when on the ramp or trailer.

10. ___________________________________________________________________________ DISCUSSED WITH CONTRACTOR/ON-SITE SUPERVISOR (Signature/Date)

11. ___________________________________________________________________________ CONTRACTING OFFICER or REPRESENTATIVE (Signature/Date)

EXHIBIT 6

INVOICE FORMAT

BILLING FOR

MAINTENANCE CONTRACT

PROJECT: SHEET __ OF __

CONTRACTOR: DATE: __________

ADDRESS: CONTRACT NO: W912BV- - -____

BILLING PERIOD: THROUGH INVOICE NO: __________

PAYMENT TERMS: _____________________________

(Payment Discount or N/A)

BID ITEM/ IWO NO. AMOUNT

PAYMENT REQUESTED: ___________

CONTRACTOR (Signature/Date)

APPENDIX A

MOWING

1. FACILITIES TO BE SERVICED. Arcadia Dam embankment and contiguous areas.

2. FREQUENCIES AND TIMES OF SERVICE.

2.1. Mowing shall be performed 15 March through 30 September.

2.2. Work shall be performed between 7 a.m. and 7 p.m., any day Sunday through Saturday.

3. DESCRIPTION OF WORK. Limits and estimated acreage of mowing areas are shown on the map at the end of this Appendix.

3.1. Dam Embankment area shall be mowed to a height of 6 inches minimal and 12 inches maximal.

3.2. Trimming. Every time the embankment area is mowed, trimming shall be accomplished around piezometers, staff gauges, relief wells, manholes, guard posts, and buildings located on the embankment; along the edge of the embankment riprap; and around guardrail and signposts on both sides of the embankment road.

3.3. Edging shall be accomplished along all concrete walkways and curbs that are flush with the ground each time areas are mowed.

3.4. Herbicides. In lieu of trimming the contractor may apply herbicides approved by the COR. A list of proposed products with manufacturers Material Safety Data Sheets (MSDS) shall be submitted for review and approval. Herbicides shall be applied by a certified applicator; proof of certification shall be provided before any application of herbicides. Each time herbicides are applied the contractor shall submit an application report; forms will be furnished by the COR. Only areas approved by the COR may be sprayed with herbicide.

3.5. Cleanup. Prior to mowing, the contractor shall remove rocks and debris that are likely to damage equipment or be thrown by the mower. The Contractor is also responsible for picking up and discarding any litter or refuse but not limited to that is within 20 feet of mow line and or maintained road way. After mowing is accomplished, the contractor shall remove vegetation and debris from parking lots and paved walkways.

4. RESTRICTIONS ON WORKING. Work shall not be started unless the grass and ground are dry enough for smooth cutting and equipment will not cause rutting of the ground. The contractor shall use good judgment in determining whether conditions are suitable for mowing operations. In cases where the contractor and the COR about the suitability of conditions for mowing operations, the COR will determine whether work shall progress or stop.

5. PERFORMANCE REQUIREMENTS. The work performed under this appendix shall comply with the PRs given in Exhibit 3.

APPENDIX B

APPLICATION HERBICIDE/PESTICIDES

1. FACILITIES TO BE SERVICED. Dam embankments, levees and dikes, public use areas, improved areas and structures, resource management areas, and other areas not specifically identified on Government-owned project grounds at Arcadia Lake Embankment, Oklahoma.

2. DESCRIPTION OF WORK.

2.1 Grass/Gravel Areas. Apply herbicides to control vegetative growth around structures, gravel parking areas and maintenance compounds. Spray perimeters of maintenance compounds. Where perimeter spraying is required, a band 12” wide of herbicide will be applied. The locations of Grass/Gravel areas are illustrated on provided maps and table A-3

2.2 Riprapped Areas. Apply herbicides to the riprapped areas of embankments, outlet channels, dikes, and other riprapped areas to control woody and non-woody vegetation. Application methods range from spot spraying to blanket spraying to control vegetation. If the Performance Requirement is not met after the first application, any re-application will be at the expense of the contractor. The location and size of riprap areas are illustrated on provided maps and table A-3

2.3 The performance objectives of the areas listed below are intended to be a total kill soil sterilant type of product.

2.3.1 Gravel parking lot at the project office and roadway across the top of the dam.

2.3.2 Spray concrete rock drainage ditches on both left and right side of downstream embankment, with a 6” band on both sides of the ditch.

2.3.3 Spray cattails along drainage ditch below the dam embankment.

2.4. The performance objectives of the areas listed below are intended to be total kill of existing grass and annual weeds. It is understood that woody species and small brush of greater than two inches in diameter may not receive a total kill from these products.

2.4.1 Spot spray both right and left upstream slope from the waterline to the crest of the embankment.90% kill rate of targeted vegetation within two weeks after application.

2.4.2 Spot spray riprap on both left and right tail water outlet channel from the waterline to the top of the riprap.

2.5 Gopher Control. Apply a pesticide, “GO Die Gopher” or equal, on embankment areas. Product is to be plowed into the ground in accordance with manufacturer’s recommendation. Equipment used on embankment must be approved by the COR.

2.5.1 Arcadia Project. Apply pesticide to downstream slope of embankment.

3. SPECIAL TECHNICAL PROVISIONS. All work required by this specification shall conform to the following special technical provisions.

3.1. General.

3.1.1. Pesticides shall be stored off Government property.

3.1.2. Cleaning of pesticide containers and decontamination procedures shall be performed off Government property.

3.1.3. Pesticide containers shall be disposed of off Government property. The contractor shall provide the location of the refuse disposal site used for work performed under this specification.

3.1.4. The contractor shall comply with the procedures set forth in the Project's Oil and Hazardous Substance Incident Contingency Plan.

3.1.5. The contractor shall be responsible to ensure compliance with the applicable laws.

3.1.6. The contractor shall be responsible for any additional compliance requirements regarding the appropriateness and use of approved chemicals.

3.2. Products.

3.2.1. All pesticides used at the facilities must be registered or ruled exempt from the registration requirements.

3.2.2. "Restricted Use" pesticides shall be used only after approval by the COR.

3.2.3. The Contractor shall provide a copy of the Material Safety Data Sheets (MSDS) to the COR for each type of pesticide used.

3.2.4. The Government’s use of trade names (as shown on the maps) shall not imply a requirement for the use of that chemical. Trade names are merely provided to assist the contractor in determining the performance objectives of this contract. The use of trade name equivalent herbicide products is approved provided the product is compatible with State Pesticide Laws and meets the performance objectives of the contract.

3.3. Restrictions on Work.

3.3.1. The COR shall be notified at least 24 hours in advance of the time and location that applications will be made, and immediately preceding applications.

3.3.2. Applications in areas normally occupied by project personnel or visitors shall be performed during periods of low use. Appropriate signs shall be posted and remain in place until the risk of exposure has been minimized.

3.3.3. All applications shall be made in accordance with the pesticide manufacturer's recommendations and all applicable Federal, State, and local regulations.

3.3.4. The COR may request pesticide application inspections from State or local environmental officials to ensure public and environmental safety.

3.3.5. The contractor shall submit an application report each time pesticides are applied. The Government will provide Pest Control Data (ENG Form 4768-R) after award of a contract.

4. PERFORMANCE REQUIREMENTS. The work performed under this appendix shall comply with the PRs given in Exhibit 2.

Soil Cement Area

15.70

Rock Drain Ditch @ Entrance Gate

2.16

Concrete Drainage Ditches

1.30

Drainage Ditch Below Dam

.11

Gopher Control

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