Attachment_1_-_Performance_Work_Statement _W912CJ-16-T-0007 _v1_(25_JAN_2016).pdf

W912CJ-16-T-0007

Attachment 1 – PWS TX210 Grounds Maintenance

25 January 2016

PERFORMANCE WORK STATEMENT (PWS)

Grounds Maintenance Services for TX210 Round Rock AFRC located at 651 N. Red Bud LN, Round Rock, TX, 78665

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide grounds maintenance services for TX210 Round Rock AFRC located at 651 N. Red Bud LN, Round Rock, TX, 78665. The

Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform grounds maintenance services as defined in this Performance

Work Statement except for those items specified as government furnished property and services.

The contractor shall perform to the standards in this contract.

1.2 Background: The U.S. Army Reserve strives to maintain the outside appearance of their facilities at a level that will give an outstanding initial impression to military personnel, civilian employees, visitors and the surrounding community.

1.3 Objectives: The objective of this Performance Work Statement (PWS) is to outline the 63rd

RSC requirements for grounds maintenance services by providing a clear scope of work, descriptions of specific task required to complete the scope of work and definitions of key terms and acronyms used within the document.

1.4 Scope: The Contractor shall provide landscaping and grounds maintenance services in accordance with the terms, conditions and standards contained herein. All area measurements provided by the government are estimated only. The contractor shall be responsible for verifying all measurements and square footage provided on plans and task listings.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and one (1) 12-month option year.

TX210 Grounds Maintenance 22 January 2016

1.6 General Information

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1, Contractor Inspection Requirements). The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The

QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection;

discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies;

procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation. The QCP shall be delivered to the contracting office with the contractor’s proposal. After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system. If changes to the QCP are made after contract award the contractor shall submit a copy of the new

QCP to the KO and COR within 5 working days of the effective change.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.3 Federal Government Holidays: Facilities will be closed on Federal Holidays and on training holidays as announced by the Chain of Command or the President. If a holiday falls on a regular work day, the services shall be rescheduled in the same week to either the day preceding or following the holiday. If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. The scheduled holidays are:

New Years Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

1.6.3.1 When an unforeseen facility closure, inclement weather or other event found to be an acceptable delay by the Contracting Officer precludes completion of services on a regularly scheduled workday, the Contracting Officer shall have the following options.

1. Reschedule the work to be performed the following day, or other day as determined by the

Contracting Officer.

2. Reschedule the work on a day that is mutually satisfactory.

3. Forego the work and reduce the contract price to reflect the reduced value of the services performed.

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 A.M. to 4:00 P.M. (0800 to 1600) Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at

TX210 Round Rock AFRC located at 651 N. Red Bud LN, Round Rock, TX, 78665.

1.6.6 Type of Contract: The government will award a Firm Fixed Price (FFP) Contract.

1.6.7 Security Requirements: Contractor personnel (to include subcontractors) performing work under this contract must have a favorable national agency investigation at time of the proposal submission, and must maintain the level of security required for the life of the contract.

The security requirements are in accordance with the attached Antiterrorism/Operations Security

Review Coversheet.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The

Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the

Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the

Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the

Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s

Quality Control Plan.

1.6.8 Anti-Terrorism Program:

1.6.8.1 The Contractor shall allow the Government to conduct periodic inspections to ensure adherence to access control procedures in accordance with DoD Anti-Terrorism Program.

5152.209-4000 DOD LEVEL I ANTITORRISM (AT) STANDARDS (FEB 2009).

1.6.8.2 Special Qualifications: AT Level I Training. This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR within 30 calendar days of contract award and within 45 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The https://atlevel1.dtic.mil/at

Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the

Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: Shall be provided at time of contract award.

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between

8:00 A.M. to 4:00 P.M. (0800 to 1600), Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.6.11.1 Contract Manager: The name of this person, and an alternate or alternates who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting

Officer no later than 14 days after contract award. This notification shall include, at a minimum, the name and phone numbers (for both work and after hour emergency notification) for the manager and alternate(s). The project manager and alternate(s) must be able to read, write, speak, and understand English.

1.6.12 Identification of Contractor Employees: The Contractor (to include subcontractors) shall provide each employee an Identification (ID) Badge, which includes at a minimum, the

Company Name, Employee Name and a color photo of the employee. ID Badges for Key

Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work under this contract. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. A listing of issued identification cards shall be furnished to the

Contracting Officer prior to the contract performance date and updated as needed to reflect

Contractor and Subcontractor personnel changes. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13. Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government.

The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.14 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.15 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR

Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The

Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the

Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.7 Deliverables: The Contractor shall provide the COR with a list of pesticides, herbicides, fungicides, and any other chemicals to be used in the performance of this contract with Material

Safety Data Sheets (MSDS) sheets. The Contractor shall have 10 days to provide changes to the list of chemicals, if required. After award, the Contractor shall report any addition or deletion of chemicals to the COR within 72 hours of the anticipated change for approval.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3. CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.10. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11. QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.13. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.14. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The

Government does not have privity of contract with the subcontractor.

2.1.15. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.16. WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.1.17. BRUSH. Weeds, grass, vegetation, shrubs or saplings that have grown to a height greater than 18 inches.

2.1.18. CLEAR-CUT. To remove or cut brush.

2.1.19. DEBRIS. Leaves, grass cuttings, tree and shrubbery limbs, construction waste

(excluding any waste generated by another Contractor) and similar waste material.

2.1.20. EDGING. The cutting of overhanging vegetation away from the edges of a hard surface

(curbs, sidewalks, driveways, etc.) to include actual depth penetration of soil.

2.1.21. GRASS. Botanical, any plant of the Grameneae family which is characterized by narrow leaves with parallel veins. The leaves are composed of blade, sheath, and ligulae. The plants have jointed stems and fibrous roots and inconspicuous flowers usually arranged in spikelets.

2.1.22. GROUNDS. All land and water acreage on the installation. Precautions shall be taken to prevent scalping, uneven mowing, rutting by equipment, and damage to trees and shrubs. The contractor shall repair or replace shrubs and trees damaged during mowing operations. All mowing equipment shall be properly adjusted. Grounds are grouped into the following three categories:

2.1.22.1. IMPROVED. This category includes acreage on which intensive development and maintenance activities must be planned and performed routinely. This category normally applies to areas within the built-up section of an installation containing lawns, landscaping, parade grounds, athletic facilities, and similar areas. Grass will be cut between 2 and 3 inches high as scheduled. Activities include mowing, trimming, and edging. Includes picking up all visible grass trimmings, fallen tree limbs, trash and other debris.

2.1.22.2. SEMI-IMPROVED. Grounds that require a scheduled maintenance of a lesser frequency than improved grounds. Requires mowing only, no trimming or edging performed except for along fences. Grass will be cut between 2 and 3 inches high as scheduled. Includes picking up all visible grass trimmings, fallen tree limbs, trash and other debris.

2.1.22.3. UNIMPROVED. Grounds not included in the above categories. Areas requiring very limited service. Grass will be cut between 2 and 4 inches high as scheduled. Requires mowing only, no trimming, edging or pruning performed, except for along fences. Includes picking up all fallen limbs from trees, trash and other debris.

2.1.23. FIRING RANGE MAINTENANCE. This applies to all areas inside the fence surrounding a firing range. The firing range will be maintained to the standard of semi-improved grounds except as follows. All grass inside the actual firing area will be kept to less than one (1) inch in height. The firing area is defined as all areas under the roof line, the firing points, and areas under the baffles, target line area and all areas inside the berm surrounding the firing range.

At the option of the contractor, the grass may be sprayed to keep this firing area from growing.

The berm (all sides) will be cut between 2 to 4 inches high as scheduled. All other flat areas not described above will be cut between 2 and 3 inches high.

2.1.24. POLICING GROUNDS. The pickup and disposal of litter, such as paper, bottles, cans, cardboard, plastic, rags, tree limbs, branches, twigs, broken glass, chunks of concrete, leaves, tumbleweeds, dead animals, paper and plastic hung in trees or fences, and other items identified by QAE(s) as trash and other debris. Trash cans located on the grounds will be emptied each time the grounds in that area are mowed.

2.1.25. RUBBISH. Waste material such as metal, glass, crockery, paper, wrappings, and container cartons.

2.1.26. TRIMMING GRASS/WEED. The cutting of grass and weeds in areas that is inaccessible to mowers due to obstacles.

2.1.27. TURF. A surface layer of soil containing a dense growth of grass and its matted roots.

2.1.28. WEED. Any plant growing where it is not desired. Plants such as, but not limited to:

clover, dandelions, purslane, chickweed, plantain, knot weed, black medic, and volunteer trees are also considered weeds. Grass in plant, rock, and shrub beds, cracks in sidewalks, streets, and parking lots is also a weed.

2.3. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation

CFR Code of Federal Regulations

CMR Contract Manpower Reporting

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

DA Department of the Army

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of 1996

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Facilities: The Government will not provide on-site storage space to be used in the performance of this PWS.

3.2. Utilities: The Government will provide electric power and water needed to perform the tasks outlined in this PWS. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.3. Equipment: The Contractor shall provide all grounds maintenance equipment as appropriate to efficiently perform the work required in this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Mowing. Contractor shall cut grass to no higher than a height between 2 to 3 inches. Grass clippings shall be removed or may be mulched if the lawn maintains a neat appearance and no clippings are visible. Lawns shall present a neat, groomed, and manicured appearance at all times.

5.2. Edging. Sidewalks, driveways, curbs, and other concrete or asphalt edges located within the property boundaries shall be edged on the same day as mowing. Edging shall include removal of vegetation from cracks in sidewalks, driveways and curbs presenting a straight vertical edge.

Contractor shall make sure that vegetation does not obscure, hide interfere or restrict proper operation of sprinkler heads.

5.3. Trimming. Grass and weeds around trees, shrubs, fencing, poles, fence posts, fire hydrants, parking lot, and other fixed obstacles within the property boundaries shall be trimmed to a level matching surrounding area grass height. All areas shall be trimmed concurrent with mowing and edging. Damage to trees, shrubs and hedges by the contractor from trimming shall be repaired, or replaced with COR approval within 15 days at no cost to the government. Fence lines shall be maintained at the mowing cycle frequency on both sides of the fence (if accessible). The outside of the fence shall be maintained to a distance of 20 ft outside the fence line. The fence line shall be kept clear of all vegetation growing on the fence.

5.4. Pruning. Hedges, bushes and shrubs shall be pruned and/or trimmed to maintain a neat, clean and even appearance. Dead and/or dying limbs and branches shall be removed, the canopy and the crown of the hedge, bush and/or shrub shall be thinned and the hedge, shrub or bush shall be shaped to an even height with straight sides if planted in a row or be given a slightly rounded appearance if a single standing plant.

5.5. Policing Grounds. The contractor shall perform general litter cleanup before and after grounds maintenance. Clean-up shall include, but not be limited to the removal and disposal of all debris such as tree limbs, tree leaves, branches, dry brush, sticks, twigs, bottles, cans, small rocks, paper, and other foreign objects.

5.6. Weed Control. The contractor shall remove weeds from shrubs, cultivated plant beds, hedges, bushes, and other vegetated areas. The contractor shall remove weeds and dead grass from expansion joints, cracks in sidewalks, other paved areas and from around walls, walkways, pathways, trees, shrubs, poles, fences, valve posts, and all other foundations to maintain a neat appearance. Herbicides shall be applied IAW the 63rd RSC Pest Management Plan available/located at the Directorate of Public Works, Environmental Division. Contractor shall post warning signs around the boundary of the area being treated with herbicides. Signage shall be posted immediately prior to treatment and shall remain in place for four hours after the treatment.

5.7. Conservation of Utilities. The contractor shall make sure employees practice utilities conservation. The contractor shall be responsible for operating under conditions that prevent the waste of utilities.

5.8. MOWING CYCLE FREQUENCY. The cycle frequency shall be to complete a set number of cycles during contract period. The cycles shall be completed as needed as determined by the

COR. The COR or AFOS will determine when a cycle is needed and will contact the contractor by phone and/or mail and request the service. The contractor is then required to complete the cycle within 5 working days of the date of request. The COR or AFOS also has the option to develop a schedule of cycles to be completed within a time period, i.e., one each week during the months of April through August. The schedule of service will be provided to the contractor during the post award conference. Each cycle shall begin no earlier than 7:30 a.m. on the first work day of the week and completed no later than 4:30 p.m. on the last work day of the week unless coordinated and approved by the COR or AFOS. No work shall be done on weekends or holidays.

Regardless of reason, the contractor shall not be paid for mowings not completed during the contract period. The contractor shall also not be paid for mowings completed in excess of the quantities stated in the contract without the Contracting Officers approval prior to the mowing.

5.9. CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant

Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1)

Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6)

Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit

Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The

XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website.

The specific formats for the XML direct transfer may be downloaded from the website.

Performance Requirements Summary

PWS Required Service Performance

Standard

Acceptable

Level of

Performance

Surveillance

Method

Deduction

Para

5.1.

Grass/Vegetation

Mowing

Cut to uniform height of

2 to 3 inches with clippings removed or distributed uniformly

100% Visual Inspection by COR or QAE

5% of the monthly amount invoiced

Para

5.3.

Trimming

Grass and weeds in the area trimmed matches height and appearance of surrounding mowed grass

100% Visual Inspection by COR or QAE

2% of the monthly amount invoiced

Para

5.4.

Pruning Hedges, bushes and shrubs shall be pruned and/or trimmed to maintain a neat, clean and even appearance.

100% Visual Inspection by COR or QAE

5.2.

Edging A clear line of demarcation shall be maintained between lawn and adjoining sidewalks, curbs, etc.

100% Visual Inspection by COR or QAE

5.5.

Policing Grounds Shall pick up and dispose of trash, litter and debris as part of each mowing operation.

The trash, litter and debris will be disposed of properly off of the property.

100% Visual Inspection by COR or QAE

Note: Government surveillance of contractor performance is not limited to the

Performance Objectives as outlined in this PRS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

TX210 Round Rock AFRC

Quality Assurance Surveillance Plan

Solicitation # W912CJ-16-T-0007

TABLE OF CONTENTS

Subject Para

1. Overview 1

2. Description of Services 1

3. Roles and Responsibilities 1

4. Contract Quality Requirements 2

5. Government Surveillance 2

6. Non-Conforming Performance 3

7. Data Analysis 4

8. Acceptance of Services 4

9. Monthly COR Activity Report 4

10. Contractor Manpower Reporting (CMR) 4

11. Quality Assurance Surveillance File 4

12. Contractor Performance Assessment Reporting System (CPARS) 5

13. Record Retention 5

14. QASP Changes 5

1. OVERVIEW

1.1 Purpose. The purpose of this plan is to identify the methods and procedures the

Government will use to ensure it receives the services/products under this contract as identified in the Performance Work Statement (PWS).

1.2 Intent. The intent of this plan is to hold the Contractor accountable for quality control and to encourage the contractor to take appropriate steps to control and improve quality. The

Contractor is responsible to develop an efficient methodology to ensure they meet and/or exceed the required thresholds of service as outlined in this acquisition. The Government intends to perform surveillance on this contract in accordance with (IAW) this Quality Assurance

Surveillance Plan (QASP), but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The Government reserves the right to perform quality assurance at the subcontract level and perform quality assurance at the contractor's place of business, if applicable. Non-conforming services discovered with subcontractors will be addressed with the prime contractor for resolution.

2. DESCRIPTION OF SERVICES

2.1 Scope of Work. The Contractor shall provide grounds maintenance services in accordance with the terms, conditions and standards contained herein. All area measurements provided by the government are estimated only. The contractor is responsible for verifying all measurements and square footage provided on plans and task listings.

2.2 Contract. This will be a Firm Fixed Price (FFP) contract for performance of grounds maintenance services at the facility known as TX210 Round Rock AFRC. Quality Control is the responsibility of the contractor. The contractor is responsible for developing a Quality

Control Plan and for the delivery of quality services/supplies to the Government (see FAR

52.246-1, Contractor Inspection Requirements). The COR or their designee shall perform inspections of the services provided and shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items

(May 1997) or the appropriate Inspection of Services clause.

3. ROLES AND RESPONSIBILITIES.

Government Personnel:

Contracting Officer (KO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The KO is the only person who can legally commit the Government and only the KO, as the Government’s agent, can modify the contract/order. The KO is the final authority for determining the adequacy of the Contractor’s performance. KO decisions arising under or relating to the contact are final.

Contracting Officer’s Representative (COR) – An individual designated in writing by the KO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor’s performance, accept services). The

COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority rests solely with the KO.

Contract Administrator – The official Government representative delegated authority by the

Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

Property Administrator – An authorized representative of the Contracting Officer appointed in accordance with agency procedures responsible for administering the contract requirements and obligations relating to Government property in possession of a Contractor.

Contractor Personnel:

Program Manager – Responsible for running complex programs and projects. Supervises the project team and manages conflicts within different departments. Plans and sets project goals and milestones and develops risk management strategies. Defines resources and schedules for the implementation of the program. Clearly defines requirements and sets targets accordingly.

Recognizes areas for internal improvement and develops plans for implementing

The improvements.

Quality Manager - Promotes quality achievement and performance improvement throughout the organization. Develops, implements, communicates and maintains a quality plan to bring the

Company's Quality Systems and Policies into compliance with quality system requirements.

Direct the activities of quality personnel to measure key quality characteristics of processes from inception to completion. Establishes the standards of service for customers or clients.

4. CONTRACT QUALITY REQUIREMENTS

4.1. Quality Control Program. The Contractor's Quality Control Program requirements are defined in Part 5 of the PWS. The Contractor shall develop, maintain, enforce and document a

Quality Control Plan (QCP) which complies with the requirements of this contract and outlines how they will ensure the Government will receive all the services required by the contract at the specified quality level.

4.2. Government Quality Assurance. The Government will perform Quality Assurance oversight of the Contractor and Contractor’s QCP IAW the QASP to ensure acceptable levels of contract performance are achieved and that the contractor is performing acceptable levels of

Quality Control thus ensuring fully acceptable services are provided.

5. GOVERNMENT SURVIELLANCE

5.1. Methods of Surveillance include but are not limited to:

• 100% Inspection - Reserved for the highest risk areas where consequence of failure is high

(i.e. life or limb are threatened) or there is likelihood of mission failure.

• Random Sampling - When a service is performed relatively frequently and a statistically valid sample can be selected for audit. The most appropriate method for frequently recurring tasks.

• Periodic Sampling - Planned sampling of a service at specific predetermined dates and times. May be appropriate for tasks that occur infrequently.

• Customer Feedback – Not necessarily a valid method of surveillance but a good indicator for areas surveillance should be conducted or intensified.

5.2. Monthly Surveillance Schedule. The COR will develop a monthly schedule of surveillance activities based on the Performance Standards as outlined in the Performance Requirements

Summary (PRS), as well as any other critical contractual requirements determined to be higher risk requiring oversight. The PRS will be an attachment to the QASP. The surveillance outlined in the monthly schedule will be as detailed and in-depth as necessary to provide the Government with the objective quality evidence required to support acceptance of the services provided by the Contractor. The schedule will provide planned periodic surveillance during all required hours of the Contractor’s operation. The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel. The schedule will identify the method of surveillance, the date of inspection, place of inspection, activity to be monitored, and who will conduct the surveillance (dates and times can be altered without a formal change to the schedule as long as all inspections are performed). DA Form 5475-R (Surveillance Activity

Checklist) (http://armypubs.army.mil/eforms/pdf/A5475.PDF) may be used for this purpose.

The monthly schedule will be completed no later than seven calendar days prior to the beginning of the period it covers and a copy forwarded to the KO for information and review.

5.3. Inspection instructions/checklists. The COR will develop inspection instructions/checklists for all planned inspections which may require special instructions on how to perform the inspection, what observations should be made with specific details of what to look for acceptable performance. DA Form 5476, Surveillance Checklists

(http://armypubs.army.mil/eforms/pdf/A5476.PDF) may be used for this purpose.

5.4. Documentation of Inspections. All inspections/observations will be documented and will include as a minimum date and time, who performed the inspection, what was inspected, to what standard and the results. Successful or exceptional performance will be documented as well as deficiencies in Contractor performance. Documentation will be maintained for future reference, audit, and proof of inspection and past performance documentation. DA Form 5481, Tally

Checklist (http://armypubs.army.mil/eforms/pdf/A5481.PDF) may be used for this purpose.

http://armypubs.army.mil/eforms/pdf/A5475.PDF http://armypubs.army.mil/eforms/pdf/A5476.PDF http://armypubs.army.mil/eforms/pdf/A5481.PDF

6. Non-Conforming Performance. The COR will provide written notification to the Contractor each time an unacceptable observation has been recorded and ask the Contractor to correct the problem or re-accomplish the service. All valid non-conformances observed by the

Government will be documented! The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given a time line after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within the indentified time line will be reported to the Contracting Officer. DA Form 5481, Tally Checklist

(http://armypubs.army.mil/eforms/pdf/A5481.PDF) may be used for this purpose.

6.1. Customer Feedback. For customer feedback or complaints it is recommended that the DA

Form 5477, Customer Complaint Record, http://armypubs.army.mil/eforms/pdf/A5477.PDF be used. Customer feedback can be in any form, verbal or written, but no matter the format the

COR will maintain a record of the feedback, positive or negative.

a. If immediate response to a complaint is required, the COR will provide the response to the requester as soon as practical.

b. The COR will conduct an investigation to determine the validity of any negative comments received.

c. If the negative comment is determined not to be valid, if possible, the COR will inform customer of the reason(s) as soon as practical.

d. For validated negative comments that are true contractual non-conformances see paragraph 6.

If this non-conformance is a more serious (systemic in nature) deficiency or recurring deficiency that could indicate a trend the COR should see paragraph 6.2.

e. The COR will follow up with the customer of the corrective action taken by the contractor, if applicable.

6.2. Contract Deficiency Reports. The COR will report more serious (systemic in nature) deficiencies or recurring deficiencies that could indicate a trend by using the DA Form 5479-R, Contract Discrepancy Report (http://armypubs.army.mil/eforms/pdf/A5479.PDF) . The Contract

Discrepancy Report will state the Contract Requirement, the specific contract reference and the specific violation (s) to the requirement. The COR will forward copies of Contract Discrepancy

Reports (CDR) to the KO within one (1) working day. The KO will notify the Contractor and request corrective action to the specific non-conformance, identification of the root cause and corrective action for the root cause with a required suspense date. The KO may require the

Contractor to re-perform any services that do not meet contract requirements at no additional cost to the Government. The Contractor will return a copy of the completed and signed DA Form

5479-R along with their Corrective Action Plan (CAP) to the KO for review, approval and inclusion in the contract/order file. The KO should include the COR in the review of the CAP http://armypubs.army.mil/eforms/pdf/A5481.PDF http://armypubs.army.mil/eforms/pdf/A5477.PDF http://armypubs.army.mil/eforms/pdf/A5479.PDF and re-inspection of services that were found deficient to ensure the CAP included adequate root cause analysis, corrective action for the root cause and that it was accomplished in the timeframe agreed upon. The KO and COR will not consider the CDR closed until all deficiencies have been corrected and all agreed upon actions of the CAP have been completed. Contractor’s failure to follow through and complete corrective actions will be reported immediately to the KO for further action. (Note: if the COR has to repeatedly perform re-inspection there could be a

Government re-inspection cost which could be recovered from the Contractor). The COR will also follow-up after the Contractor has completed the corrective action to ensure that the

Contractor’s corrective action was sufficient to preclude recurrence.

7. Data Analysis. The COR shall perform and document analysis of available data monthly and make adjustments to the surveillance schedule as required based on the results of the analysis.

Analysis shall be used to look for and document trends in performance which may indicate shifts in performance risk that could result in increased or reduced surveillance. Data can be based on

Government observations or Contractor observations. Negative trends noted using Government observations could result in issuing the Contractor a CDR. Trends noted using Contractor data should never result in a CDR unless the Contractor is not addressing the negative trend.