D09.6 Program Management
The contractor will submit a Program Management Plan to describe the proposed management approach to the entire contract effort inclusive of a staffing plan and equipment plan. The contractor will also submit a yearly Maintenance Schedule (see sample at end of document) for approval by Grounds Maintenance.
D09.6.1 Function & Qualifications of Supervisor
The contractor will assign a supervisor to oversee any work performed at the Worksite and to act as contractor’s liaison with Grounds Maintenance. The contractor will ensure the supervisor (a) inspects the Worksite daily (Monday through Friday) except on legal holidays and (b) provides direction to the contractor’s employees and subcontractors. The contractor will ensure any supervisor (a) speaks, writes, reads, and understands English and (b) is capable of writing schedules and monthly reports and of noting any deficiencies that need correcting. The contractor will ensure that any supervisor has at least 3 years of landscape maintenance supervision experience.
D09.6.2 General Protection Efforts
The contractor will use reasonable efforts to protect the worksite from damage, including all existing plant materials, structures, facilities, utilities, and natural areas, both above and below ground. As soon as possible after the contractor discovers any damage to the worksite, the contractor will report the damage to Grounds Maintenance. If the contractor causes any damage to the worksite, the contractor will, at the contractor’s expense, ensure that the damaged object or area is restored to the state that it was in before the contractor caused the damage.
D09.6.3 Air Force Common Output Level Standards Transition Management
Offerors must be prepared to transition between AF COLS Levels annually and will submit a transition management plan which outlines their strategy for transitioning between levels of service. This plan will include as a minimum a detailed description of the strategy for adjusting both staffing and equipment to adjust to an increased or decreased level with approximately 6 months’ notice. For instance the U.S. Government could require the contractor to transition from AF COLS Level 4 in FY19 to AF COLS Level 1 in FY20, and back to AF COLS Level 4 in FY21, or any other levels at the U.S. Government’s sole discretion. As a reminder, the U.S. Government anticipates notifying the contractor of the new AF COLS Level at least 6 months prior to a level of service change via contracting officer memorandum and will formally follow up with a task order at the new level.
D09.6.4 Contaminant Spills
The contractor will use best efforts to protect Grounds Maintenance’s property from chemical, fuel, oil, or other contaminant spills. If a spill occurs, the contractor will notify Grounds Maintenance and seek direction. No spill will be touched or remedy attempted without proper safety equipment, clothing, masks, or other items as required by OSHA.
Herbicide use is regulated and will be done with care and by certified individuals. Two of the most common herbicides are glyphosate and triclopyr (sold under a variety of brand names). Application of chemicals on woody plants is done in various ways depending on the plant. Three methods are: (1) the basal bark method, (2) the cut stem method, and (3) the foliar spraying method. Herbicide and pesticide certifications and permits may be required depending on the situation.
The contractor will conduct any environmental cleanup needed as a result of any chemical or fuel spill that occurs in the course of business
Blowing & Washing of Materials
The contractor will not blow or otherwise place into any storm water drain or structure any soil, chemicals, litter, mulch, soil amendments, or other materials.
D09.6.5 Policing/Morning Cleanup
The contractor will scout grounds for trash and leaf debris around all walkways, courtyards, landscape beds, lawns, and parking lots If necessary, blow or sweep debris into a pile and remove from site.
Inspect all palm trees for seedpods and palm fronds in need of removal using a pole saw. Taking care not to damage understory plantings. Sweep up debris as needed. At this time scout for spider webs in the landscape beds and trees, on lampposts and buildings.
Scout all landscape beds, brick paver walkways, and parking lots for weeds and remove them by hand.
D09.6.6 Protection of Contractor’s Property
The contractor understands that Tyndall AFB is not an insurer and that the contractor is responsible for securing, safeguarding, and protecting against damage and theft the contractor’s and any of the contractor’s employees’ or subcontractors’ material and operations. Some states have their own OSHA-approved plans, which may have different or more stringent requirements.
D09.6.7 Quality Site Assessment
Weekly, the contractor’s Account Manager will communicate with the property representative on any landscape issues requiring immediate attention. Standard practice is for the contractor to perform monthly inspections of the property to ensure that performance of this agreement meets the standards required by the contractor's Scope of Work and protects the overall wellbeing of the property’s landscape. These inspections are called the Quality Site Assessment (QSA). The standard QSA will include maintenance tasks to be completed with completion dates along with photo-documentation. There will be no carryover items from month to month. QSA inspections will include a representative of the property.
D09.6.8 Staffing Plan
The contractor will provide a staffing plan with proposed workforce composition (to include seasonal hiring) showing labor category, contractor manning equivalents (CMEs), and associated number of hours for each functional area to meet all Grounds Maintenance requirements for the base period and all option years. The contractor may provide a staffing matrix which includes labor category descriptions and, if applicable, include information on cross utilization of CMEs across functional areas. The staffing plan will also outline what steps the contractor will take to ensure qualified personnel with the required clearance/investigations are available to satisfy the contract security requirements by for the duration of the contract vehicle.
Safety Measures and Programs
The contractor will comply with all applicable federal and state laws, ordinances, rules, regulations, and orders of any public authority, including OSHA, related to the safety of persons and protection of property. The contractor will initiate, maintain, and supervise all safety precautions and programs in connection with the landscaping services.
General Safety Resources
Avoid toxic landscape products or materials whenever possible. Crew leaders will carry documentation on emergency contacts for all crewmembers, including themselves, in the event of a medical emergency, including any known drug allergies.
Every landscape maintenance worker, whether a full-time or temporary worker, has the federally protected right to a safe work environment. OSHA is the agency that sets and enforces safety standards and has specific standards for landscape and horticultural services. The contractor will adhere to personal safety standards to include ear, hand, and foot protection, power tools, respiratory protection, and more. OSHA stipulates that training must be conducted in the language spoken by workers, which means Spanish for a large segment of the local workforce.
Safety Data Sheets
Safety Data Sheets (SDSs), which were called Material Safety Data Sheets (MSDSs) until 2015, are designed to provide workers and emergency personal with the proper procedures for handling or working with a particular substance. Any chemical used in the landscape industry will have an online searchable SDS. A brief by OSHA, Hazard Communication Standard: Safety Data Sheets, explains how to read an SDS. All chemicals used for landscaping are required to be tracked through the base Hazardous Materials Office.
Dig Safe - 811
The three-digit hotline, 811: Know what’s below. Call before you dig, was created to provide a nationwide, easily accessible resource for contractors, home owners, farmers, and landscape maintenance crews. The 811 call center manages requests in all 50 states.
Uniforms and Vehicles
The contractor will ensure that the contractor’s employees wear uniform shirts with the contractor’s name or logo clearly visible, proper shoes, and equipment required by State Safety Regulations. The contractor will ensure that uniforms are maintained in a neat and presentable condition. The contractor will ensure that each of contractor’s vehicles has a readable sign stating the contractor’s (a) telephone number and (b) name or logo. The contractor will ensure that all the contractor’s vehicles at the worksite are in a clean and presentable condition.
Function and Qualifications of Supervisor
The contractor will assign a supervisor to oversee any work performed at the worksite and to act as the contractor’s liaison with Grounds Maintenance. The contractor will ensure that the supervisor (1) inspects the worksite daily (Monday through Friday) except on legal holidays, and (2) provides direction to the contractor’s employees and subcontractors. The contractor will ensure that any supervisor (1) speaks, writes, reads, and understands English and (2) is capable of writing schedules and monthly reports and of noting any deficiencies that need correcting. The contractor will ensure that any supervisor has at least 3 years of landscape maintenance supervision experience.
Use of Subcontractors
The contractor may subcontract a portion of the work once approved by Grounds Maintenance and provided security access. The contractor will ensure any subcontractor’s name and qualifications are submitted to Grounds Maintenance no later than 5 days before the date the subcontractor begins working at the worksite. The contractor will supervise any subcontractor and guarantee the subcontractor’s work quality and safety pursuant the Contract.