Performance_Work_Statement_draft.doc

Performance Work Statement (PWS)

Tree Trimming Services

3Vision Statement

1. Description of Services

2. General Requirements

2.1. Business Relations

2.2. Location and Hours of Work

3. Performance Requirements

3.1. Maintenance Tree Pruning Services

3.2. Emergency Tree Trimming Service

3.3. Palm and Coconut Tree Pruning Services

4. Special Requirements

4.1. Government Scheduled Power Outages for Aerial Operations Near High Voltage Power Line Tree Pruning

4.2. Excavation Permit

4.3. Government Remedies

4.4. Herbicide Application

4.5. Special Qualifications

4.6. Work Site Cleanup and Disposal of Green Waste

4.7. Coordinate with Provost Marshals Office

4.8. Stop Work

4.9. Security and Safety

4.10. Display of ID Badges/Vehicle Signs

4.11. Contractor’s Safety Plan

5. Environmental Requirements

6. Government Furnished Utilities

7. Deliverables

7.1. Contractor Manpower Reporting (CMR)

8. Definitions Attachments

Performance Work Statement (PWS) Tree Trimming Services Vision Statement Provide sustainable facilities and services to support and improve the quality of Hawaii’s Military community and enhance War Fighter readiness and well-being. Also, to provide quality tree care and service to our communities and completely satisfy our customers.

1. Description of Services The contractor shall provide all labor, supervision, equipment, and materials necessary to perform tree pruning; removal of limbs, trees, stumps, and brushes; emergency tree services and palm and coconut tree pruning on all Army installations on the island of Oahu, i.e., Fort Shafter, Tripler Army Medical Center, Aliamanu Military Reservation, Schofield Barracks, Wheeler Army Airfield, Helemano Military Reservation, Kipapa Army Storage Area, Pilila'au Army Recreation Center, Kahuku Training Area, and Bellows Air Force Station. Services shall be performed in accordance with the ANSI A300 Standards, Part 1, American National Standard for Tree Care Operations-Tree, Shrub and Other Woody Plant Maintenance Standard Practices with the exception that tree maintenance and aerial tree operations shall be performed by a certified arborist, certified tree worker, or by a trained-worker under the direct supervision of a certified arborist or certified tree worker as stated in paragraph 4.5. Services shall also comply with all local, state, and Federal regulations.

2. General Requirements

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1. Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.2. Location and Hours of Work

2.2.1. Service Call Hours. Normal workdays are Monday through Friday except US Federal Holidays. Core hours of work are from 7:30 a.m. to 4:30 p.m. daily. There may be occasional weekend work to be approved by the COR at no additional cost to the government.

2.2.2. Emergency Work. The contractor may be called to perform emergency work 24 hours a day / 7 days a week (24/7) affecting life, health, or safety; Monday through Sunday. The contractor must identify a main point of contact to be available to receive phone calls 24/7 for emergency work notification.

3. Performance Requirements

The following section specifies the Performance Objectives and Performance Elements for the contract.

Contractor must submit a work schedule within two business days after issuance of each task order. Work schedule shall identify the work order #, the address of the service work order, and the start/end dates.

3.1. Maintenance Tree Pruning Services

The COR shall submit a service order to prune all trees. The contractor shall submit a work order form with a job estimate to the COR within three (3) work days after receipt of the service order. The work order form shall indicate all measurements such as the trunk diameter at breast height (DBH) which is required to classify and quantify the pruning services required. Negotiation and meeting with the contractor may be required to clarify the scope of the work. Then the contracting office will issue a task order for the work. Contractor shall complete the work orders as scheduled, which are mutually agreed to by the contractor and the Government. The Government reserves the right to reschedule services. Coordinate all changes to the schedule with the COR.

3.1.1. Pruning of Non-woody, Tree-like Plants, Multi-Trunk Palms, and Fruit and Seed Pods. The cost is on a per plant basis regardless of the size of the plant specimen.

3.1.2. Hedgerow Pruning. The price for tall hedgerow pruning is based upon 10 linear feet increments.

3.1.3. Spot Pruning. The price for spot pruning shall be based upon the diameter of the branch/limb.

3.1.4. Tree Removal. The Government will identify the tree requiring removal by marking or tagging the tree or by showing the tree to the contractor on a site visit. The section of the tree remaining after the trunk, leaders, and crown are removed to a height of 4.5 feet above ground level or less. Contractor shall remove as much of the stump as possible. The standard for stump removals is one to three feet above the ground. It depends on the level of terrain and what the equipment will permit. The removal of the trees stump and surface roots is exclusive of the tree removal service. The contractor shall submit a work order form with a job estimate to the COR within three (3) work days after receipt of the service order. The contractor shall determine the trunk DBH measurements as required for the work order form.

3.1.5. Stump Removal. The stump removal service shall include the removal of the raised mound of roots and soil around the base of the tree and all exposed surface roots within 20 feet of the stump. The contractor shall submit a work order form with a job estimate to the COR within three (3) days after receipt of the service order. The contractor shall determine the stump diameter as required for the work order form.

3.1.6. Herbicide Treatment of Green Stumps. The COR shall submit a service order to herbicide a green stump in lieu of removal after the top of the tree is removed. The contractor shall submit a work order form with a job estimate to the COR within three (3) days after receipt of the service order. The contractor shall determine the stump diameter as required for the work order form.

3.1.7. Woody Brush Removal/Cleanup. The COR will submit a service order to remove/cleanup woody brush. The contractor shall remove all woody brush top growth, other plant debris, litter non-hazardous materials, and discarded junk weighing less than 50 pounds within the area of assignment. The remaining brush stems shall not be pointed or greater than 5 inches in length. The contractor shall submit a work order form with a job estimate to the COR within three (3) work days after receipt of the service order. The contractor shall determine the square footage of the area as required for the work order form.

Performance Standards

a) STD: Complete work order form with a job estimate within three (3) work days after receipt of the service order.

AQL: 90% of job estimates received within three (3) work days monthly.

b) STD: Complete work orders as scheduled.

AQL: 95% of work orders completed as scheduled monthly.

Deliverables A001 Work Order Form with a Job Estimate A002 Work Schedule

3.2. Emergency Tree Trimming Service

3.2.1. Emergency Service Calls. Fee paid by the Government to the Contractor for the contractor to be on site to assess the emergency service order work within two (2) hours after notification to provide a work order form with a job estimate and perform emergency service order work in addition to the usual line item charges. This fee shall be priced on a Firm-Fixed Price basis to cover costs associated with providing the COR a sufficient job estimate and to satisfy the emergency service order hazardous situation.

The COR shall notify the Contractor telephonically for all emergency service calls. Contractor shall report to site to assess the emergency service order within two (2) hours after notification and notify the COR of line items to be ordered for emergency. COR shall give contractor verbal agreement to proceed with emergency work. Contractor shall complete the work orders as scheduled, which are mutually agreed to by the contractor and the Government. Contractor will submit a job estimate within one (1) workday. The Government reserves the right to reschedule services. Coordinate all changes to the schedule with the COR.

There is a fee paid by the Government to the contractor for the contractor to be on site to assess the emergency service work within two (2) hours after notification. This fee shall be priced on a firm-fixed price basis to cover the costs associated with providing the COR a sufficient job estimate and to satisfy the emergency service order hazardous situation.

3.2.2. Emergency Service Order. Work to be performed urgently. For emergency service work requiring the Contractor to satisfy a hazardous situation, the Government will allow the Contractor to complete the remaining (non-hazardous work) within a mutually agreed upon timeframe between the COR and contractor after the hazardous condition is satisfied.

Performance Standards

a) STD: Be on site within two (2) hours after notification.

AQL: 100% on site within two (2) hours after notification.

b) STD: Complete work orders as scheduled.

AQL: 100% of work orders completed as scheduled monthly.

Deliverables A001 Work Order Form with a Job Estimate A002 Work Schedule

3.3. Palm and Coconut Tree Pruning Services

Contractor shall complete the work orders as scheduled, which are mutually agreed to by the contractor and the Government. Work orders will include cyclic maintenance of palm trees and coconut trees. The Government reserves the right to reschedule services. Coordinate all changes to the schedule with the COR.

3.3.1. Spiking of Palm Trees. Spiking of palm trees are allowed only for coconut trees which are not accessible by aerial lift. Royal palms shall NOT be spiked.

Performance Standards

a) STD: Complete work as scheduled.

AQL: 90% of work orders completed as scheduled.

Deliverables A002 Work Schedule

4. Special Requirements

4.1. Government Scheduled Power Outages for Aerial Operations Near High Voltage Power Line Tree Pruning The contractor shall notify the COR when energized high voltage power lines do not permit aerial operations work and coordinate with the COR a power outage to allow for safe work performance.

4.1.1. De-energize High Voltage Electrical Transmission Lines. The Government will de-energize high voltage electrical transmission lines to allow the contractor to work on trees near such lines. To the extent possible, the Government will schedule outages during normal duty hours. The Government reserves the right to schedule the outages on holidays and on weekend days from 7:30 a.m. to 4:30 p.m. to minimize the impact of the outage on the installation. The Government will provide 30 days advance notice to the contractor of such scheduled outages.

4.2. Excavation Permit

Prior to performing any excavation work, the contractor shall secure an Excavation Permit. Permit forms are obtained from and completed forms submitted to the Engineering Section, Operations and Maintenance Division, Directorate of Public Works, 947 Wright Avenue, Wheeler Army Airfield. If underground utilities are known to exist in the immediate work area, the contractor shall locate and stake out the utility lines prior to excavating. The underground utilities shall be protected from damages at all times. Damaged utilities shall be reported to the COR immediately or Work Order Desk at 656-1275.

4.3. Government Remedies

The Contracting Officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items (May 2014), for contractor's failure to correct nonconforming services.

4.4. Herbicide Application

Any application of herbicide shall be performed by or directly supervised by a certified State of Hawaii Pesticide Applicator.

The contractor shall maintain an herbicide application log which shall contain, as the minimum, the following information: (a) date of application, (b) herbicide applied, (c) actual quantity by volume or weight of herbicide used, (d) the approximate area or linear feet covered during application, (e) the location where herbicide was applied. The contractor shall submit to the COR the completed log of the month within five (5) working days after the end of the month.

4.5. Special Qualifications

The contractor shall provide workers who, through related training and on-the-job experience, are familiar with the techniques and hazards of tree pruning and removal work and the equipment used in such operations. Tree maintenance and aerial tree operations shall be performed by a certified arborist, certified tree worker, or by a trained-worker under the direct supervision of a certified arborist or certified tree worker.

4.5.1. Certified Arborist. An individual who is certified as a “Certified Arborist” by the International Society of Arboriculture (ISA). This certification includes a minimum of 3 years of full-time experience in arboriculture professionally applying the use of knowledge involved in pruning, fertilization, installation and establishment, diagnosis and treatment of tree problems, cabling and bracing, climbing, or other services that directly relate to arboriculture.

4.5.2. Certified Tree Worker. An individual who is certified as a “Certified Tree Worker” by the International Society of Arboriculture (ISA). This certification includes a minimum of 18 months of full-time climbing experience professionally climbing trees in a safe and efficient manner to perform tree care. They have knowledge in the major aspects involved in tree care including, tree biology, cabling, planting, pruning and safety.

4.6. Work Site Cleanup and Disposal of Green Waste

All debris resulting from trimming shall be cleaned from the work site after each trim to include the immediate area, roof tops, gutters and other property.

4.6.1. Damages. Any damage to lawns or grass areas caused by the contractor shall be repaired by the contractor within twenty-four (24) hours of completion of that work at no additional cost to the Government. The contractor should use caution when driving vehicles on grass areas to prevent rutting, impressions, or other damage to the lawn or turf.

4.6.2. Green Waste Disposal. The Contractor shall dispose of the green waste in strict accordance with the City and County of Honolulu and State of Hawaii regulations for the disposal of solid waste. Green waste disposal alternatives which will reduce, reuse, recycle, and/or transform the waste are acceptable.

4.7. Coordinate with Provost Marshals Office

The contractor shall consult with the installation Provost Marshals Office prior to performing work that will affect traffic flow on major thoroughfares and intersections and shall ensure that the re-direction of vehicular traffic at the job site is in accordance with instructions provided by the Provost Marshal.

4.8. Stop Work

The contractor shall report all stop work requests from other parties to the COR immediately to resolve the conflict before the close of the business day.

4.9. Security and Safety

4.9.1. Security Requirements. The contractor shall follow installation procedures as required by the Provost Marshal's Office for securing contractor personnel identification cards and vehicle passes for performing work on the installations.

4.9.2. Level 1 Anti-Terrorism (AT). SEE RCO-HI LOCAL CLAUSES, SAFETY/INSTALLATION RULES, 52.242-5001 DOD LEVEL 1 ANTI-TERRORISM (AT) STANDARDS.

4.9.3. Access to Army Installations Personnel and Vehicles. See RCO-HI LOCAL CLAUSES, SAFETY/INSTALLATION RULES 52.242-5000 ACCESS TO ARMY INSTALLATIONS-PERSONNEL AND VEHICLES.

4.9.4. iWATCH Training. IWATCH within the Army is a nation-wide modern version of a neighborhood watch program focused on the threat of terrorist activity. It is an anti-terrorism awareness program that the contractors' workforce, while on Army installations, must be all familiar with to promote and enhance reporting suspicious activity or behavior. The program has two elements: "passive" and "active". The passive element is an individual's situational awareness of his or her surroundings. The active element of IWATCH involves individuals taking action to report suspicious behavior or activities to law enforcement for more investigation.

Contractor personnel, to include subcontractors, performing on or within an Army controlled facility, area or on an Army installation are required to brief and train their personnel on line at IWATCH Training US Army. Contractor personnel shall train all personnel within five (5) days of contract award or within five (5) days of hiring action. Contractors shall report all completed training to the COR within seven (7) days of contract award or hiring action.

4.10. Display of ID Badges/Vehicle Signs

Contractor personnel shall wear the ID badge at all times when performing work under this contract at a Government site, including while attending Government meetings and conferences that may take place outside the Government facility. Unless otherwise specified in the contract, each contractor employee 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 such placement. All contractor vehicles shall be identifiable with a sign bearing the company's name.

4.11. Contractor’s Safety Plan

The contractor shall implement an Occupational Safety Plan to ensure the safety of their personnel, as well as the protection of government personnel and property. The contractor is sole responsible for compliance with all federal, state and local laws, and the Occupational Safety and Health Act (OSHA). Additionally, the contractor is responsible for the safety of all sub-contractor employees. The Occupational Safety Plan shall be used during the performance of the work described in the contract. The Occupational Safety Plan will be approved by the Contracting Officer’s Representative (COR) prior to commencement of any work described in the contract. The contractor shall submit the Occupational Safety Plan to the COR within 30 calendar days after contract award or 5 days prior to commencement of on-site work, whichever occurs first.

If the Occupational Safety Plan is revised, the contractor shall submit the revision in writing to the COR.

5. Environmental Requirements

Restrictions to Protect Hawaiian Hoary Bat: The Government will assign only emergency work and work that will have no impact on the endangered Hawaiian Hoary Bat (Lasiurus Cinereus Semotus) during its pupping season starting 1 June and ending 15 September of each year for the following installations: Schofield Barracks, Mendonca Park, Wheeler Army Airfield, Schofield Barracks West Range and East Range, Field Station Kunia, Kahuku Training Area and Makua Military Reservation. The Contractor shall stop all work and immediately notify the COR upon sighting of a roosting bat in any assigned tree. There shall be no cutting or trimming of any tree over 15 feet tall. Measures must be followed to maintain compliance with the US Fish and Wildlife Federal Endangered Species Act (1973).

6. Government Furnished Utilities

The Government will furnish water from existing faucets and electricity from existing outlets at no cost to the contractor. The Government will not provide any other utility or property.

7. Deliverables

7.1. Contractor Manpower Reporting (CMR)

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of this contract for the Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/ and then click on Department of the Army CMRA or the icon of the DoD organization that is receiving or benefiting from the contracted services.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2015. Contractors may direct questions to the help desk by clicking on Send an email which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Components CMR website.

8. Definitions

Branch Diameter. The diameter of the branch measured at the point where the main axis is attached to the main stem just before the branch collar. The diameter is determined by measuring the girth of the main axis with a steel measuring tape and dividing the measured girth by 3.14. When a clean cut is performed, the diameter of the cut on the main stem will be used by the Government as a means to estimate the branch diameter of the limb pruned. If a heading cut is performed, the diameter of the cut on the remaining portion of the limb will be used as the branch diameter.

Clearance Zone. The designated space around a building, structure, utility line, sidewalk, road, or other element in the landscape that ideally should not contain any part of the tree’s crown. Limbs and branches encroaching into a clearance zone require removal by proper pruning.

Diameter Breast Height (DBH). The diameter of the tree trunk at four and one-half (4.5) feet from ground level. The diameter is determined by measuring the girth of the trunk with a steel measuring tape and dividing the measured girth by 3.14. Calculated DBH values are rounded upwards and reported to the nearest whole inch.

a. DBH measurement of a single-trunked tree for tree removal service. If the tree divides into two (2) or more limbs or leaders at or above 4.5 feet above ground level, the tree is considered as single-trunked with one DBH measurement.

b. DBH measurement of a multiple-trunked tree for tree removal service. If the tree has more than one limb or leader arising from a point below 4.5 feet above ground level, the tree is considered as multiple-trunked and each limb or leader is considered as a separate trunk with a measurable DBH. Each leader shall be considered as a single and separate tree for payment purposes only if the DBH of the leader is equal to or greater than 13 inches. The leaders with DBHs less than 13 inches shall be grouped together and considered as a single tree in the 12 inch DBH category, regardless of the fact the sum of their DBHs may exceed 12 inches.

c. DBH measurement for tree pruning. Each tree requiring service shall have only one DBH measurement. If the tree has multiple limbs or leaders arising from a point or points below 4.5 feet, the DBH measurement shall be made just below the point on the trunk where the limb or leader closest to the ground is attached.

Hazardous Situation. Situation wherein a tree or part of a tree is causing or has a high risk of causing damage to real property or injury to people.

Job Estimate. Estimate work/cost according to contract price list to fill out Work Order Form.

Leader. One of the many dominant, upright trunks of a multiple-trunked tree. For the tree removal service, a leader is considered as a single tree if it is attached to the trunk at a point less than 4.5 feet above ground level and has a DBH equal to or greater than 13 inches.

Non-woody, Tree-like Plant. A plant species that does not produce a woody main stem but is tree-like because of its height is usually in excess of 10 feet. Examples of non-woody species are travelers palm, agave, banana, papaya, and white bird of paradise.

Palm Trees. Tropical or subtropical trees belonging to the palm family. Palm species such as the coconut, royal, manila, foxtail, Mexican, Chinese, and Pritchardias are single-trunked. The areca, MacArthur, fishtail, cycad, and sago species are multiple-trunked with several stems emerging at ground level to form a clump. The stem of palms is pole-like with a terminal crown of large pinnate or fan-shaped leaves.

Pruning. The selective removal of dead or live, undesirable branches and limbs in a careful and systematic manner so as to not damage other parts of the tree. Pruning techniques that take into consideration the specific and predictable responses of trees to pruning and which follow standards developed by the arboriculture industry preserve and enhance the beauty, structural integrity and functional values of trees. The various types of pruning and their objectives are indicated below.

a. Maintenance Pruning of Mature Trees. Maintenance pruning shall maintain the mature tree in a safe, healthy, and attractive condition and improve the structural stability of the tree. It shall consist of crown cleaning of branches 2 inches in diameter and greater, and, as required, crown raising and/or crown reduction to provide clearances for real property, utilities, vehicles, and human activities. The raising and reduction pruning work will require removal of live, healthy branches 0.5 inches in diameter and greater.

b. Young Tree Pruning. Young tree pruning shall remove dead and broken branches 0.5 inches and greater, develop a strong scaffold branch system, and raise the crown to provide clearance. In addition, guy wire and staking materials installed during planting are removed when tree is well-established in the ground.

c. Crown Cleaning. Pruning with the objective of eliminating or reducing potential tree hazards that are detectable by careful visual observation from the ground. Crown cleaning shall remove (1) dead branches and limbs; (2) branches and limbs which are dying or of low vigor as a result of disease and/or insect damage as indicated by, but not limited to, the presence of cavities, borer holes, peeling bark, and discolored bark; (3) branches and limbs which have axis tears, scars, and/or pruning cut(s) such as flush cuts or heading cuts, which have not healed properly and show signs of decaying; (4) cracked or split branches and limbs; (5) branches or limbs which intermittently or continuously touch and/or rub and abrade a larger or structurally stronger branch unit; (6) unwanted sucker and water sprout growth attached to the trunk and limbs of mature trees; (7) weakly attached branches originating from the end of broken or stubbed branches/limbs to allow for the development of one or two branches with better attachments (8) low growing, weeping, or drooping branches to provide the proper clearance under the tree's canopy; (9) stubs resulting from broken or improperly pruned branches or limbs; and (10) excessive, undesirable live branches attached to a large, horizontal limb which will produce more weight or more resistance to wind than the limb is likely to support. In addition, crown cleaning requires the removal of (1) all detached branch units lodged in the tree, (2) epiphytic plants such as banyans, ferns, brassaia growing on of the tree, and (3) foreign objects in the tree such as, but not limited to, shoes, wire, plastic bags, toys and lumber.

d. Crown Reduction. Pruning of undesirable live branches and limbs with the objective of reducing the vertical height or lateral spread of a tree to eliminate hazards created by the tree's excessive growth to provide crown clearances for utility lines and structures.

e. Crown Raising. Pruning of undesirable live branches and limbs with the objective of increasing the height of the crown above ground level to provide proper vertical clearances for buildings, vehicles, pedestrians, and to improve sight views.

Service Order. A work control document generated by the Government’s automatic data processing system which identifies a specific job as requested by personnel working or residing on the installation. Each service order document is assigned an identification number.

Stub. An undesirable short length of a limb remaining after a break or incorrect pruning is made that has a length of three (3) feet or less and with no branch growth arising from the main axis. If the limb length is greater than three (3) feet or if branches are attached, the limb remnant is classified as a branch unit.

Stump. The section of the tree remaining after the trunk, leaders, and crown are removed to a height of 4.5 feet above ground level or less.

Task Order. A contract for services that provides for the issuance of orders for the performance of tasks during the period of the contract.

Type A Tree. A tree that has a vertical, columnar, or pyramidal shaped crown. The tree usually has a single trunk with evergreen, needle-like or scale-like leaves such as cypress and pine trees.

Type B Tree. A tree that has a vase, globose, or round shaped crown. The tree usually is single-trunked with 3 to 5 dominant limbs. Leaves are flattened and broad of various shapes and sizes.

Type C Tree. A tree that has a broad spreading shaped crown. The tree usually is single-trunked with several large limbs. Leaves are flattened and broad of various shapes and sizes.

Woody Brush. Dense growth of weedy species of trees such as haole koa, Christmas berry, albizzia, Formosan Koa, African tulip, and bamboo with undergrowth of weedy grass, shrubs, and vines to include all dead vegetation. All trees up to a DBH of six inches in the area of concern shall be considered as woody brush.

Work Order Form. Form used by the contractor to provide estimated work/cost for service orders.

Performance Requirement Summary (PRS)

AQL: 90% of work order forms with job estimates received within three (3) working days monthly.

b) Complete work orders as scheduled.

AQL: 95% of work orders completed as scheduled monthly.

Reperform at no additional cost

AQL: 100% on site within two (2) hours after notification.

b) Complete work order as scheduled.

AQL: 100% of work orders completed as scheduled.

Contract Discrepancy Report (CDR)

Reperform at no additional cost

AQL: 90% of work orders completed as scheduled.

Reperform at no additional cost