B.01.01_RFP_Exhibit_-_PWS_Technical_Exhibits.pdf

7.1

EXHIBIT 1

Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Para. PRS Standard

Quality

Maximum Allowable Degree of Deviation from Requirement

Method of

Surveillance

The Proportion of Required Service to

Total Contract Price Per

Round

5.2 PRS # 1.

Park Mowing Services.

(Critical Element)

See PWS Para. 5.2

No Major

Defects, No More Than One Minor

Defect Within Any One

Mowing Area Per Round

Planned 20%

5.21 PRS #2

Mowing of Roadways (Critical Element)

See PWS Para.

5.2.1

Planned 20%

5.2.2 PRS #3

Lagoon Mowing (Critical Element)

See PWS Para.

5.2.2

Planned 20%

5.2.3 PRS #4

Highway Sign Mowing (Non-Critical Element)

See PWS Para.

5.2.3

Planned 5%

5.3 PRS #2

Trimming.

(Non-Critical Element)

See PWS Para. 5.3

Planned 5%

5.4 PRS # 3

Policing of Mowing Areas (Non-Critical Element)

See PWS Para. 5.4

Planned 5%

5.5 PRS # 4

Cleanup.

(Non-Critical Element)

See PWS Para. 5.5

Planned 5%

5.6 PRS # 5

Timeliness (Critical Element)

See PWS Para. 5.6

100% Inspection

10%

7.2

EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Proof of Insurance Once Prior to the Start of Work and Annually Thereafter

1 Copy

Hard copy or electronic

Caleb Young 16435 E.

Stockton Lake Dr. Stockton, MO 65785 caleb.j.young@ usace.army.mil

Quality Control Plan (See Attachment 9)

Within 10 days of contract award.

Whenever Revisions are Made Thereafter.

Same as Above Same as Above Same as Above

Accident Prevention Plan/Safety Plan and AHA

Same as Above Within 10 days of contract award.

Whenever Revisions are Made Thereafter

Same as Above Same as Above Same as Above

Corps Watch Acknowledgement

Same as Above and whenever new employees are hired.

Same as Above Same as Above Same as Above

Monthly Man Hours

Each Month On the Monthly Invoice.

Same as Above Same as Above Same as Above

Invoices Monthly While work is being performed

Same as Above Same as Above Same as Above mailto:caleb.j.young@usace.army.mil mailto:caleb.j.young@usace.army.mil

7.3

EXHIBIT 3

ANTI-TERRORISM/OPERATION SECURITY REQUIREMENTS

All Contractor and all associated sub‐Contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative). The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

All Contractor and all associated sub‐Contractors employees will receive a CORPS Watch information paper (provided by the authorized Government representative) and provide a written acknowledgement to the COR, no later than 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract.

The Contractor must pre‐screen candidates using the E‐verify Program (http://www.dhs.gov/E‐ Verify) website to meet the established employment eligibility requirements. The vendor must ensure that the candidate has two valid forms of Government issued identification to ensure the correct information is entered into the E‐verify system. An initial list of verified/eligible candidates must be provided to the COR no later than 3 business days after the initial contract award.

Per the E-Verify Website the following exemptions apply:

Employers whose contracts are exempt from the E-Verify federal Contractor rule are not required to enroll in E- Verify. A contract is considered exempt if any one of the following applies: (1) It is for fewer than 120 days. (2) It is valued at less than $150,000, the simplified acquisition threshold (Source: http://www.uscis.gov/e-verify/federal- Contractors/exemptions-and-exceptions).

All contract employees, including subContractor employees who are not in possession of the appropriate security clearance, will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas.

(End of Antiterrorism/Operation Security Requirements) http://www.dhs.gov/E http://www.uscis.gov/e-verify/federal-

7.4

EXHIBIT 4

Stockton Lake Project Corps Watch Information Paper

And Employee Acknowledgement Sheet

1. In modern times, Security is simply EVERYONE’s responsibility. We owe it to our organization, our families, and ourselves to constantly be vigilant about what goes on around

us. Trust your instincts. We rely on our senses every day of our lives. If a behavior or activity makes you feel uncomfortable, report it. If it doesn’t look, sound, or smell right, report it. The simple rule is, “If you see something, say something!”

2. The Contractor and all associated sub‐Contractors shall brief all employees on the local iWATCH, Corps Watch, or See Something, Say Something program (training standards provided by the requiring activity ATO – herein, below). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 5 calendar days after contract award.

3. Give as many details as you can and report, at a minimum, the following:

(1) What you witnessed including the date, time and location.

(2) Description of who was involved.

(a) Male or Female?

(b) Height, build, hair/skin color, and age.

(c) English speaking or otherwise?

(3) Vehicle description /license number??

(4) Have you seen this activity before?

4. How to report:

In an emergency call 911.

Contact the Stockton Lake Project Office at 417-276-3113.

Contact your immediate supervisor or the COR for your contract.

CORPS WATCH EMPLOYEE ACKNOWLEDGEMENT SHEET

Printed Name Signature Date

7.5

EXHIBIT 5

LAKE MAP

A copy of the Stockton Lake Map showing routes and locations of Parks and Recreation Areas can be found at the following link:

https://usace.contentdm.oclc.org/utils/getfile/collection/p16021coll7/id/8141

If the link does not work, you can copy and paste it into your browser to access the lake map.

https://usace.contentdm.oclc.org/utils/getfile/collection/p16021coll7/id/8141

7.6

EXHIBIT 6

APPROXIMATE MOWING ACREAGE CHART

Areas Estimated Acreage

Minimum No. of

Mowing’s

Maximum No. of

Mowing’s Crabtree Cove 26 8 14 Cedar Ridge 29 8 14

Masters 11 8 14

High Point Access 1 8 14

Mutton Creek Group Camp 19 8 14

Mutton Creek Access 6 8 14

Ruark Bluff East 55 8 14

Ruark Bluff West 33 8 14

Ruark Bluff Day Use Area 14 8 14

Greenfield Access 3 8 14

Highway Signs .2 8 14

7.7

EXHIBIT 7

MOWING AREA MAPS

7.8

EXHIBIT 8

SAMPLE INVOICE

FROM: Contractor's Name INVOICE NO: __________

Address INVOICE FOR MONTH OF: __________

Telephone Number DATE OF INVOICE: __________

DATES OF SERVICE: ___________

CONTRACT NUMBER: __________________

DELIVERY ORDER#: _____________

# OF MAN HOURS: ____________

TO: Project Name

Address

DATE CLIN QUANTITY DESCRIPTION UNIT

PRICE

AMOUNT

Total

7.9

EXHIBIT 9

QUALITY CONTROL PLAN EXAMPLE

Contract Number:

Contractor:

Contract Title:

I will personally assure that all elements of this contract are completed as stated. The following methods will be used to ensure satisfactory services.

Inspection:

1. All work will be personally supervised and inspected by myself or a designated Alternate Quality Control Person (QCP).

Name of Primary QC Person: Phone:

Designated Alternate QCP: Phone:

2. Contract maps and specifications will be utilized to insure completeness of services performed.

3. A copy of the contract specifications and maps/drawings will be kept onsite by the QCP while work is being performed as a reference to ensure that requirements are met.

4. All elements defined in the Performance Requirements Summary of the Performance Work Statement will be checked for completeness prior to leaving the area.

Deficiencies:

1. Minimal deficiencies should occur as a result of a thorough Quality Control System.

2. Should a deficiency occur, measures will be taken to correct the deficiency within the timeframes required by the contract. The deficiency should be noted and changes to the QC system made to prevent future deficiencies.

Signature Title Date:

7.10

EXHIBIT 10

HIGHWAY SIGN MOWING DRAWING

7.11

EXHIBIT 11

SAMPLE QUALITY ASSURANCE SURVEILLANCE PLAN

CONTRACT# TBD

SECTOR A PARK MOWING SERVICES

STOCKTON LAKE PROJECT OFFICE

1. Introduction This quality assurance surveillance plan (QASP) has been developed to objectively assess the contractor support of the Governments requirements as prescribed under the terms and conditions of this contract. The QASP is designed to assess and document contractor performance and systematic surveillance method for each listed service. Surveillance, while performed primarily by the Quality Assurance Evaluator (QAE), may be performed by any member of the Project Delivery Team (PDT). Changes of team members may be accomplished by contract modification as required by the contracting officer.

2. Objective The objective of this contract is to provide park mowing services for areas listed the Performance Work Statement (PWS), U.S. Army Corps of Engineers, Stockton Lake Project Office. The QASP will provide oversight capability to ensure that the Contractor is delivering services that conform to the contract requirements as stated in the Performance Requirements Summary (PRS). It will also identify methods used for evaluation and surveillance of the Contractor.

3. Goals of the PDT The PDT will strive to achieve efficiencies in contract performance and improve customer support.

The team promotes good business decisions to meet customer requirements, fosters partnerships with industry to ensure exchanges of information with the contractor and other business experts, develops performance metrics, develops Performance Based Acquisition (PBSA) requirements, and develops technical requirements. After contract award, the contractor may become a member of the PDT. The planning and managing of this service contract will continue throughout the life of the requirement.

3.1. Contract Management

The team is responsible for managing contract performance in accordance with the QASP, assessing and documenting contractor performance in accordance with the QASP, identifying opportunities to improve performance throughout the life of the contract and completing reviews in the Contract Performance Assessment Reporting System (CPARS) if required.

3.2. Mission Support

All members of the PDT are responsible for determining if the contract continues to support the needs of the organization and notifying the Contracting Officer (KO) if it does not. In this context, members of the PDT should consider whether there are tasks covered by the contract which are no longer required, whether there are needs related to the contracts purpose which are not covered by contract but could or should be, and whether they have received any customer complaints regarding scope.

4. Roles and Responsibilities

4.1. Contracting Officer (KO) – John Akin, 816-389-3577

4.1.1. Ensures performance of all necessary actions for effective contracting.

4.1.2. Ensures Compliance with the contract terms.

4.1.3. Safeguards the interests of the United States in the contractual relationship.

4.1.4. Assures that the contractor receives impartial, fair and equitable treatment under this contract.

4.1.5. Ultimately responsible for the final determination of the adequacy of the contractors performance.

4.2. Project Manager – Rod Hendricks, 816-389-3011

4.2.1. Acts as an acquisition consultant and serves as a liaison between the U.S. Army Corps of Engineers, Kansas City District (CENWK) and the requesting project office, as well as liaison between CENWK and the supporting contracting office.

4.3. Contracting Officers Representative/Quality Assurance Representative (COR/QAE) – Caleb Young, 816-389-3006

4.3.1. Responsible for technical administration of the contract.

4.3.2. Assures proper surveillance of the contractor’s performance.

4.3.3. Maintains the quality assurance file.

4.3.4. Provides documentation of contractor performance to the KO.

4.3.5. Not empowered to make and contractual commitments or to authorize and changes on the governments behalf.

4.4. Contractor - TBD

4.4.1. Responsible for performing the requirements of the contract.

4.4.2. Responsible for providing Quality Control measures to ensure that contract requirements are met.

4.4.3. Provide best practices suggestions on how requirements can be met in accordance with current industry standards to the benefit of the government and the contractor.

5. Performance Management

5.1. Market Research

PDT meeting may be scheduled throughout the life of the contract. Attendees at specific team meetings may vary based on the circumstances or issues to be covered at each meeting. The goal of the PDT is to give all members or stakeholders the ability to maintain the highest quality representative service to our customers and propose/initiate improvements throughout the life of the contract. Continual contract assessment will be focused on ensuring the contract as written, continues to meet the needs of the customer.

5.2. PDT Meetings

PDT meeting may be scheduled throughout the life of the contract. Attendees at specific team meetings may vary based on the circumstances or issues to be covered at each meeting. The goal of the PDT is to give all members or stakeholders the ability to maintain the highest quality representative service to our customers and propose/initiate improvements throughout the life of the contract. Continual contract assessment will be focused on ensuring the contract as written, continues to meet the needs of the customer.

5.3. Performance Assessment

All performance assessment data will be reviewed. If performance improvement is necessary, the corrective action will be requested from the contractor.

5.4. Incentives

There will be no incentives under this contract. Any negative incentives will be accomplished via the Inspection of Services clause or entry of appropriate reports in CPARS if required.

5.5. Surveillance Procedures

The surveillance procedures included within this QASP will be used to measure the contractor’s performance on this acquisition. Procedures for reductions in price when services do not meet contract requirements will be accomplished via the Governments rights under the Inspection of Services clause.

6. Performance Assessment

6.1. This QASP is based on the premise that the contractor, not the Government, is responsible for the management and quality control actions needed to meet the standards of the contract.

6.2. Assessment of Performance

Following is the approach the team will use to assess the contractor’s performance against the performance thresholds/metrics identified in the contact.

6.2.1. A Performance Requirements Summary is included in the PWS, and is repeated below for quick reference purposes. This document summarizes the performance thresholds required by the Government in the contractor’s performance. These performance objectives directly relate to mission essential items. The performance thresholds briefly describe the minimum acceptable levels of service required for each objective, and are critical to mission success.

Contract Performance Requirements Summary:

Para. PRS

Quality

Maximum Allowable Degree of Deviation from Requirement

Method of Surveillance

The Proportion of

Required Service to

Total Contract Price Per

Round

5.2 PRS # 1.

Park Mowing Services.

(Critical Element)

See Paragraph

5.2 of the

PWS.

Planned 20%

5.21 PRS #2

Mowing of Roadways

(Critical Element)

See Paragraph

5.2.1 of the PWS.

5.2.2 PRS #3

Lagoon Mowing

(Critical Element)

See Paragraph

5.2.2 of the PWS.

No Major Defects, No More Than One Minor

Defect Within Any One

Mowing Area Per Round

5.2.3 PRS #4

Highway Sign Mowing

(Non-Critical Element)

See Paragraph

5.2.3 of the PWS.

Planned 5%

5.3 PRS #2

Trimming.

(Non-Critical Element)

See

Paragraph

5.3 of the

PWS.

Planned 5%

5.4 PRS # 3

Policing of Mowing Areas

(Non-Critical Element)

See Paragraph

5.4 of the

PWS.

Planned 5%

5.5 PRS # 4

Cleanup.

(Non-Critical Element)

See

Paragraph

5.5 of the

PWS.

Planned 5%

5.6 PRS # 5

Timeliness

(Critical Element)

See

Paragraph

5.6 of the

PWS.

100% Inspection

10%

7. Surveillance Procedures: These surveillance procedures have been developed and deigned to provide the QAE instructions on how to perform surveillance and document findings on this contract for inspection services for the U.S. Army Corps of Engineers Stockton Project Office Boundary Clearing and Maintenance Contract.

7.1. QAE may inspect any aspect of the contractor’s performance at any time during the contract.

7.2. Any non-conformance with contract requirements is a “defect”. The term defective is used in reference to a service output that does not meet the outputs associated with the standard.

7.3. The Performance Thresholds recognize the contractor is not a perfect manager and unforeseen and uncontrollable problems do occur. QAE’s are to be objective, fair, and consistent in evaluating contractor performance against the standards.

8. Performance of Surveillance: Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP

8.1. Planned Sampling

8.2. 100 Percent Inspection

8.2.1. Sample Size: The lot size is the number of areas mowed in one round of scheduled mowing for a specific month. As a starting point for random sampling, the QAE may select the normal level of the total lot size for a given month. From that starting point, a modification of the sample size may be made for reasons of QAE personnel availability and Contractor performance to date. If the Contractor has demonstrated questionable or poor performance for two consecutive months, the Government may tighten the level of surveillance.

Example Sample Size Chart Normal Inspection – 50% Reduced – 20% Tightened – 100%

8.2.2. Sampling Procedures: The QAE, working with the Operations Project Manager shall prepare the schedule to assure adequate coverage of inspections for their projects. Each inspection may consist of up to a 100% inspection of all work performed on a specific day.

8.2.3. Evaluation Procedures: Using the appropriate Surveillance Checklists, the QAE will inspect services within a park as determined in the above sampling procedures.

Surveillance Checklists shall be completed for the mowing services inspected.

Surveillance Checklist form is included as Exhibit D. Completed Surveillance Checklists shall be maintained on file throughout the duration of the contract. All deficiencies in mowing shall be recorded. Each service is evaluated using the checklist to determine if deficiencies are noted in critical or non-critical elements of the stated standards. Failure to perform satisfactory service in any critical element constitutes a major defect. Failure to perform satisfactory service in any non-critical element constitutes a minor defect.

Single minor defects do not require corrective action. Failure to perform satisfactory service in any two non-critical elements (two minor defects) in the same serviced area constitutes a major defect. Critical and non-critical elements are described in detail for each service in Part 5. Major defects require corrective action, or, if no corrective action is taken or corrective action taken is not satisfactory, a deduction in payment is warranted.

8.2.4. Analysis of Results: The service performance for any given service day is evaluated based on the results of the surveillance inspections. Surveillance checklists shall be reviewed daily to determine if stand-alone minor defects previously reported have been corrected in subsequent services. Although it is not acceptable to combine a minor defect in mowing services in one area with another same or similar minor defect in another area in the same park to make a major defect, trends should be noted by reviewing checklists that show repeated minor defects in services which should be brought to the attention of the Contractor.

8.2.5. Inform Contractor’s Contract Manager: Single minor defects will not require corrective action or payment deduction, but the Contractor should be notified that a minor defect has been noted in a service performed. For the first incident of a major defect, a verbal notification shall be made by the QAE to the Contractor or the crew foreman. For a second incident with no effort of correction, written notification shall be made. A third failure to take corrective action on a specific defect will require a Contract Discrepancy Report to be forwarded to the Contractor (See Exhibit B). Defects that exceed the Performance Threshold may require a deduction in payment based upon the percentages shown in the PRS. See Exhibit C for an example payment deduction.

8.2.6. Evaluate Contractor’s Corrective Action: After the contractor documents the proposed Corrective Action, the QAE will evaluate the proposed CA and forward the record to the KO for review. The KO has final say in the corrective action or payment deduction if warranted.

9. QASP Exhibits

9.1. Exhibit - Contract Discrepancy Report

9.2. Exhibit - Payment Deduction Example

9.3. Exhibit - Quality Assurance Checklist

QASP 9.1 EXHIBIT

Contract Discrepancy Report

QASP 9.2 EXHIBIT

SAMPLE PAYMENT CALCULATION

Mowing Services Random Sampling

Per Round Value: 1000.00 Golden Galleons

The following table shall be used to calculate the payment for each mowing or other services based upon satisfactory completion of each requirement in accordance with the specifications. All major defects shall result in computation of a deduction in payment for that service, unless Contractor takes corrective action to repair items.

PARAGRAPH REQUIREMENT PERCENT

5.1 Basic Services

5.2 Park Mowing 20

5.2.1 Roadway Mowing 20

5.2.2 Lagoon Mowing 20

5.2.3 Highway Sign Mowing 5

5.3 Trimming 5

5.4 Policing 5

5.5 Clean-up 5

5.6 Timeliness 10

COMPUTATION EXAMPLES:

(One Round of Mowing Costs 1000.00 Golden Galleons)

On June 15, a scheduled service day, two locations in a mowing area were not mowed satisfactorily (major defect). The defect was not corrected. The deduction from payment would be calculated as follows: 1000 x 20% = 200.00. The deduction would therefore be

200.00 from the total payment for the round. Total payment for the round would be 800.00 Golden Galleons.

On May 15, 3 pieces of shredded trash and 3 limbs longer than two feet in length were observed in a mowing area during a round of mowing. Neither defect was corrected. Since both defects were non-critical elements (minor defects) of the mowing service and two minor defects constitute a major defect, the deduction in payment would be calculated as follows: 1000 x 5% = $50. The deduction from the cost for the round would be 50.00. Total payment would be 950.00 Golden Galleons.

QASP 9.3 EXHIBIT

Quality Assurance Checklist Example