24 October 2024

PERFORMANCE WORK STATEMENT

Tulsa Headquarters Grounds Maintenance

Southwestern Power Administration

PART 1
GENERAL INFORMATION

1. GENERAL: This is a Performance Work Statement (PWS) for a nonpersonal

services contract to provide Grounds Maintenance. 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 nonpersonal services necessary to perform as defined in this PWS except for
those items specified as Government furnished property and services. The Contractor
shall perform to the standards in this PWS when work is performed.

1.2 Maintain Improved Grounds

1.2.1. Mow. Contractor shall mow and edge all turf areas at a frequency and method that
ensures all areas always present an attractive appearance with a height no higher than 2.5
inches. Mulching mowers shall be used; however, non-mulching mowers may be
permitted in some areas and shall be approved by the Contracting Officer or their
designee. Grass clippings shall be cleared from walkways, roadways and blown onto the
grass. When ground maintenance is considered complete it shall be uniform in
appearance, free of skips, gaps, rutting, or scalping.

1.2.2. Edge. The contractor shall edge sidewalks, driveways, street edges, curbs, and
other hard-surfaced areas located within the improved grounds so that grass height
matches surrounding area grasses. Edging shall include removal of vegetation from
expansion joints and cracks in sidewalks, driveways, curbs, and other hard surfaces. The
contractor shall cut back grass, vegetation, and weeds no more than 1/2” from the surface
edged, maintaining an even contour with the edged surface, uniform in appearance and
free of scalping, rutting, and uneven or rough cutting.

1.2.3. Trim. The contractor shall trim grass and weeds around trees, shrubs, buildings,
fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed
obstacles and temporary obstacles/objects to include Cooling Tower & Generator area, on
improved grounds. Trimming height shall match surrounding area grass height. The
contractor shall trim all areas concurrent with mowing. The contractor shall remove or
mulch grass clippings when visible after trimming, before leaving the work area.
1.2.4. Irrigation. The contractor shall maintain, adjust, and repair existing lawn irrigation
systems.

1.2.4.1. Operation of irrigation systems. The contractor shall oversee the programming,
setup, monitoring, adjustment, etc., of irrigation system controllers in a manner that
irrigates improved grounds to maintain the health of the turf ensuring no ponding of
water or excessive runoff. This includes lawns, plants, flowers, landscaped areas, and
manual watering if required due to malfunctioning water sprinkler heads. Contractor
shall practice water conservation measures whenever possible and shall avoid overspray
onto pavements, sidewalks, roadways, etc. The contractor shall program watering outside
of normal working days business hours and ensure programming is appropriate for the
weather season.

1.2.4.2. Maintenance of irrigation systems. The contractor shall maintain all irrigation
system components including sprinkler heads, radio, electrical, and plumbing aspects,
hydraulic valves and troubleshooting the system’s central control. Maintenance includes
but is not limited to controllers/sensors, draining, winterizing, spray nozzles and bodies,
and replacing damaged or broken control devices, and repair of ruptured pipes or
sprinkler heads. The contractor shall make all repairs In Accordance With (IAW) the
current Uniform Plumbing Code (UPC). The contractor shall maintain equipment and
systems to be efficient and in good operational working order. In the event of damage or
other occurrence which leads to undesired water leakage to any part of the irrigation
system, the contractor is required to take the steps necessary to stop or prevent further
water leakage within the time specified below. Said actions shall be considered part of
routine maintenance. Once that action has occurred, the replacement of pipes, pumps,
controllers, clocks/timers, or backflow prevention devices shall be considered in scope of
this contract, but not considered routine maintenance of irrigation systems; and shall be
addressed on a case-by-case basis. For the case-by-case irrigation replacement parts, the
contractor will provide a proposal. Proposals will be negotiated and mutually agreed
upon by contracting parties.. Contractor shall test and maintain all containment devices
(backflow prevention devices) as necessary upon installation and at least annually
thereafter. The contractor shall respond within 24 hours to make repairs or modifications
to stop or prevent uncontrolled water leakage. The Contracting Officer or their designee
will contact the contractor when necessary.

1.2.4.3. Test. The contractor shall check/test all systems once a week during operational
season to ensure they are functional. Remote control systems and all accessories shall be
adaptable to the existing controllers. Submittal of test schedule shall be submitted to the
Government within 15 working days after contract award.

1.2.4.4. Backflow Prevention Devices. The contractor shall inspect, test, and maintain
all anti-siphon or backflow prevention devices IAW the most current edition of the
Oklahoma Cross-Connection Control Manual. Perform testing within one year of the date
of the last test by an ASSE-Certified Cross-Connection Control Technician. Prepare
annually, Backflow Prevention Device Assembly Test and Maintenance Reports, and
make available to the Contracting Officer or their designee. In the event a repair action is

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agreed to by the parties, comply with the City of Tulsa’s Water Code, Oklahoma Uniform
Building Code page 9, Section 608.16.5.,

1.2.5. Remove Debris/Police Grounds. The contractor shall perform general debris
removal in all areas prior to mowing. The contractor shall collect and depose of items
including but not limited to removal and disposal of natural debris, (tree limbs, dry brush,
rodent habitats, dead animals, and man-made debris (i.e., trash) to maintain a neat and
professional appearance.

1.2.5.1. Debris Removal and Disposal. The contractor shall dispose of all debris at the
contractor’s expense at an off-site location IAW existing local, state, and federal
regulations.

1.2.5.2. Storm Debris. The contractor shall remove and dispose of tree limbs, wind, and
storm damage debris on the ground within one (1) working day when debris creates a
safety hazard or unsightly appearance, as determined and communicated by the
Contracting Officer or their designee, to ensure these areas are free of storm debris. This
shall include weekends and holidays.

1.2.6. Leaf Removal. The contractor shall remove leaves, as necessary, to maintain a
neat and clean appearance. Leaves should be removed from the site. Throughout the year,
the Contractor shall remove all accumulations of leaves including areas of minor
accumulation due to isolated leaf drop and shall check all storm drain openings on the
premises and remove any leaves or debris that have accumulated on the grate or in the
drain.

1.2.7. Fertilization. All lawns, trees, and ground cover shall be fertilized consistent with
common local landscaping practices. Application by the Contractor shall employ the best
practices to minimize chemical runoff. The fertilizer used shall be of a balanced type that
supplies all the nutrients required for providing sustainable growth and development. The
fertilizer application rate for the trees will be determined by tree type, girth, and height.
Prior to application, the Contractor shall schedule time of application with the
Contracting Officer or their designee.

1.2.7.1. Aerate Soil. Soil shall be aerated one aeration per year by mechanical methods
of piercing the ground to provide an adequate air supply to the soil and promote sustained
plant life.

1.2.8. Weed Control.

The contractor shall control weeds in improved grounds through execution of a weed
control program appropriate for the area to maintain a professional appearance. All joints
and cracks in sidewalks, parking lots, driveways, curbs, asphalt, and concrete pavements,
shall present a neat, clean, manicured appearance free of weeds and grass. The contractor
shall use only herbicides approved by Southwestern’s Division of Environmental, Health,
Safety and Security, and signed off by the Contracting Officer or designee and must be
applied by certified personnel.

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1.2.9. Lawn Renovation. If storm damage occurs, the contractor shall repair damaged
lawn areas and dispose of any resultant collected debris to extent that a uniform and
manicured appearance is restored.

1.2.10. Prune Trees, Shrubs, Hedges and Perennials. The contractor shall prune, shear
and trim shrubs and Crepe Myrtles to maintain their natural growth characteristics to
enhance the beauty and health of the plant. Maintain hedges to their natural mature height
and shape. Contractor shall keep all hedges uniform in appearance and shape with new
growth not exceeding four (4) inches. Prune shrubs, plants, hedges, and ground cover
three (3) inches away from buildings, fences, curbing, sidewalks, and other fixed
obstacles. The contractor shall keep all ground cover and plants within the bed borders.
The contractor shall prune all plants around the landscape and ground lights to allow
lighting to function as designed. The contractor shall prune shrubs and hedges located on
street corners, curb easements, etc. to keep from obstructing the view of oncoming traffic.
Keep areas beneath shrubs and hedges free of all grass, weeds, vegetation, and debris.
Remove volunteer tree growth seedlings.

1.2.10.1 Maintain Plant Beds. The contractor shall maintain plant beds, including
adding mulch, to appear fresh, neat, and manicured.

1.3 Maintain Unimproved Grounds

1.3.1. Mow. The contractor shall maintain grass height between three (3) and five (5)
inches in all unimproved ground areas.

1.3.2. Trim. The contractor shall trim grass and weeds around trees, shrubs, fences,
poles, fire hydrants, and other fixed obstacles and temporary obstacles/objects on
unimproved grounds ensuring height matches surrounding area grass height. The
contractor shall trim all areas concurrent with mowing.

1.4 Perform Snow/Ice Removal. The contractor shall remove snow and ice from
entrances, steps, landings, sidewalks, parking lots, driveways, and ADA ramps. The
contractor shall clear snow and ice before the normal building operating hours to prevent
slip hazards. Furthermore, the Contractor shall clear snow and ice during normal building
operating hours and is authorized to divert work to accomplish the task. The Contractor
shall notify the Contracting Officer or their designee of the diversion plan. The
Contracting Officer or their designee retains the right to determine what type of services
and the duration of diverted services for the removal of snow and ice. Anticipation of no
more than three (3) snow/ice removal days per season.

1.4 SPECIAL REQUIREMENTS

1.4.1. Trees. The contractor shall prune trees as necessary. Accomplish pruning IAW the
American National Standards Institute ANSI A300 Part 1 industry standards. The pruning
shall lift, remove, and/or cutback branches that conflict with building integrity, utility line

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clearances, pedestrian safety, parking safety and normal traffic safety. Prune trees
annually according to the tree species best practices.

1.4.1.1. Tree Care. Tree supports shall be kept in good condition, functioning at all times
and be removed when no longer needed. All trees and shrubs shall be fully protected.
Tree stakes, tree ties, and guy wire shall be of materials that are comparable to those
existing on site and shall be replaced or repaired by the contractor as needed. Supports or
braces are to be repositioned as often as necessary to prevent damage to the tree or shrub
trunk.

Trimming: To promote optimum efficiency and safety for all foot and vehicular traffic,
trees and shrubs shall be kept trimmed to clear all roads, drives, and walking areas. Any
limbs, branches touching or brushing buildings, fences, or other structures are also to be
trimmed to provide clearance and free air circulation. Remove all debris generated from
trimming operations.

Pruning: Trees and shrubs shall be pruned by the Contractor to remove dead or diseased
foliage or branches to help control or direct growth, increase quality, and to add structural
strength to the trees and shrubs. Remove all debris generated from pruning operation.

1.4.1.2. Tree Standards. The contractor shall perform all tree work IAW contract PWS
and the following tree care standards, latest addition. See below regulatory information.

ANSI A300 – Standard Practices for Tree Care Operations including referenced
Combined Federal Regulations (Utility Pruning and Emergency Service Restoration)

ANSI A300 (Part 1) – Tree Pruning

ANSI A300 (Part 3) – Tree Support Systems (Cabling, Bracing, and Guying)

ANSI Z60.1 – American Standards for Nursery Stock

ANSI Z133.1 – Safety Requirements for Tree Care Operations

1.4.1.3. Tree and Stump Removal. The contractor shall perform tree and stump removal
upon issuance of a job order issued by the COR under a separate order issued by the CO.
The contractor shall remove stump and perimeter roots by completely removing all
growth to a minimum of eight (8) inches below grade. The contractor shall grind or
remove stumps within five (5) working days of the tree removal date. If the contractor
chooses to grind the stumps, the contractor shall remove the stump-grinding debris the
same day grinding is performed. In areas where a lawn sprinkler system exists, the
contractor shall backfill with topsoil, and lay sod to match the existing ground grade. In
areas where no lawn sprinkler system exists, the contractor shall backfill with topsoil and
compact to match existing grades. Trees identified for removal shall be considered within
the following categories: large, medium, and small, based on their diameter. The
contractor shall determine the diameter of the tree by measuring 4.5 feet above the

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ground. The contractor shall measure trees with multiple trunks as follows: The
contractor shall measure all trunk diameters and shall record the largest trunk diameter.
Each remaining trunk diameter shall be halved. All values will then be added together to
obtain the final tree diameter.

Large Trees: Diameter 36” and above and Medium Trees: Diameter 24” to less than 36”,
remove within 10 working days from the job order date.

Small Trees: Diameter less than 24”, remove within five (5) working days from the job
order date.

Saplings: Not Required.

1.4.1.4. Emergency Tree and Stump Removal. The contractor shall perform emergency
tree and stump removal only after the issuance of an emergency order by the Contracting
Officer.

Large Trees and Medium Trees: Remove within two (2) working days from the job order
date.

Small Trees: Remove within one (1) working day from the job order date.

Saplings: Not required.

1.4.2. PLANTING TREES, SHRUBS, PERENNIALS AND VEGETATIVE BEDS.

The contractor shall, upon notification by the Contracting Officer through the issuance of
a separate order, perform planting of trees, shrubs, perennials, and vegetative beds to
include but not limited to removal and disposal of trees, shrubs, perennials, or vegetative
beds being replaced; and performance of maintenance after planting to include watering,
pruning, and insect and disease prevention to promote survivability. Brace, cable, guy to
keep trees supported in a vertical position.

1.4.2.1. Remove, Replace, and/or Plant, Trees, Shrubs and Perennial Flowers. The
contractor shall remove and replace dead and diseased, insect-infected, or damaged trees,
shrubs, and perennial flowers with the same species, unless otherwise directed by the
Contracting Officer or their designee. Contractor shall perform this service in the Spring
(April) and Fall (September). The outcome of these actions shall result in healthy, pest-
and disease-free plants, shrubs, and trees with a neat, clean, and freshly manicured
appearance.

1.4.2.2. Size of Plants. The size of all plants used for replacement or new planting will be
as follows: deciduous trees (2 ½” in trunk diameter minimum), shrubs (2 year grown in
5-gal container, minimum) and perennial flowers (1-gal minimum).

1.4.2.3 Warranty. The contractor shall provide at least a one-year warranty from the
nurseries or growers from which all new plant materials are purchased. The contractor

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shall replace any defective plant within the appropriate period of such warranty. These
warranties shall include labor cost for removal and replacement. Replace plants with the
same size and species within fifteen (15) working days of notification from the
Contracting Officer or their designee, unless a substitute plant has been approved by the
Contracting Officer or their designee.

1.4.3. Safety Plan. Within 15 working days of contract award, the Contractor shall
submit a Safety Plan for review and acceptance by Southwestern’ s Division of
Environmental, Health, Safety, and Security. The Contractor shall remedy any
deficiencies identified by Southwestern’s Division of Environmental, Health, Safety, and
Security in order to obtain final approval within 30 working days of contract award.

Period of Performance. The period of performance shall be for one (1) Base Year of 12
months and two (2) 12-month option years. The Period of Performance reads
1.6 General Information
1.6.1 Recognized Federal Holidays.
New Year’s Day Labor Day
Birthday of Martin Luther King Jr. Columbus Day
Washington’s Birthday Veterans Day
Memorial Day Thanksgiving Day
Juneteenth National Independence Day Christmas Day
Independence Day

1.6.2 Hours of Operation. The contractor is responsible for conducting business

between the hours of 0700 to 1630 Monday through 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. The Contractor
must always 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.

1.6.3 Place of Performance. The work to be performed under this contract will be
performed at 6655 S. Lewis Ave., Tulsa, OK 74136.

1.6.4 Type of Contract. The government will award a Firm Fixed Price contract.

1.6.5 Security Requirements. Contractor personnel performing work under this

contract must be a US citizen at the time of the proposal submission and throughout the
period covered by the resulting contract.

When visiting a Southwestern facility or site requiring entry, the Contractor shall have an
escort always provided by Southwestern. Coordination with the Contracting Officer or
their designee shall be made prior to any visit to a Southwestern property or facility to
ensure that an escort will be available.

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When entering a Southwestern facility, a Visitor’s Badge, may be required and additional
time to obtain the badge should be allotted.

• Visitor’s badges, when required, shall be displayed above the waist in an

easily observable position.
• Visitor’s badges are issued to the individual and shall not be passed or shared
with any other individual.

1.6.6 Key Control. Keys for exterior lock boxes and security fences will be issued.
Control and accountability shall be the responsibility of the Contractor. Lost keys shall
be reported immediately to the COR and shall be at the expense of the Contractor to
replace.

1.6.7 Special Qualifications. All Contractor personnel shall comply with Occupational
Safety and Health Administration (OSHA) regulations.

1.6.8 Post Award Conference/Periodic Progress Meetings. The Contractor agrees to

attend a post award conference convened by the contracting activity or contract
administration office in accordance with Federal Acquisition Regulation Subpart 42.5.
The Contracting Officer, Contracting Officers Representative (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.

1.6.9 Contracting Officer’s Designee. The Contracting Officer’s designee contact

information will be provided by the Government to the Contractor within 10 working
days after contract award and within 30 working days after any changes. The
Contracting Officer’s designee monitors all technical aspects of the contract and assists in
contract administration The Contracting Officer’s designee 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, specifications; monitor Contractor's performance and
notifies both the Contracting Officer and Contractor of any deficiencies; coordinate
availability of government furnished property, and provide site entry of Contractor
personnel. The Contracting Officer’s designee is not authorized to change any of the
terms and conditions of the resulting order.

1.6.10 Identification of Contractor Employees. All contract personnel 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

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or reports produced by contractors are suitably marked as contractor products or that
contractor participation is appropriately disclosed.

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 PART 2
DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific

supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter, 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.

2.1.3. CONTRACTING OFFICER'S DESIGNEE. An employee of the U.S.

Government appointed by the Contracting Officer to provide technical direction for 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
if that direction is within the scope of the contract, does not constitute a change, and has
no funding implications. This individual does NOT have the authority to change the
terms and conditions of the contract.

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 if that
direction is within the scope of the contract, does not constitute a change, and has no
funding implications. This individual does NOT have the 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. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government
property.

2.1.8. WORKDAY. The number of hours per day the Contractor provides services in
accordance with the contract.

2.1.9. WORK WEEK. Monday through Friday, unless specified otherwise.

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2.1.10. WORKING DAY. Mondays, Tuesdays, Wednesdays, Thursdays, and Fridays,
except Federal holidays or when the Government facility is closed due to local or national
emergencies, administrative closings, or similar Government directed facility closings.

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 PART 3
GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Materials. The following materials will be supplied by the Government:

Security briefing for contract personnel

Identification Badges

(A list of applicable policies and procedures that apply to this contractor should be
included somewhere in this document. It’s come up that some directives apply to
contractors and are not being discussed with them nor are they listed in the contract
language.)

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 PART 4
CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General. The Contractor shall furnish all personnel, supplies, equipment, facilities,
and services required to perform work under this contract.

4.2 Materials/Equipment. The Contractor shall supply/provide all materials, supplies,

and equipment necessary to meet the requirements under this PWS.

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 PART 5
ATTACHMENT/TECHNICAL EXHIBIT LISTING

5. Attachment/Technical Exhibit List.

5.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

5.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

5.3. Attachment 3 – Property/Ground Drawing

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 TECHNICAL 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.

Performance Objective Standard Performance Method of

Threshold Surveillance

PO 1 1.2, No more than four (4) Re-performance

Maintain Improved Grounds inclusive defects per month within one (1)
1. Mow working day of
2. Edge notification
3. Trim
4. Irrigation
5. Remove Debris/Police
Grounds
6. Leaf Removal
7. Fertilization
8. Weed Control
9. Lawn Renovation
10. Prune Trees, Shrubs,
Hedges, and Perennials

PO 2 Maintain Unimproved 1.3, No more than two (2) Re-performance

Grounds inclusive defects per month Within one (1)
1. Mow working day of
2. Trim notification or a
mutually acceptable
timeframe to the
CO/COR/CO
designee and
contractor.

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PO 3 Special Requirements 1.4.1., No more than one (1) Re-performance
1. Trees inclusive defect per month Within two (2)
working days of
notification or a
mutually acceptable
timeframe to the
CO/COR/CO
designee and
Contractor

TECHNICAL EXHIBIT 2f

DELIVERABLES SCHEDULE

Deliverable Frequency Medium/Format Submit To

[Continue to insert the [Same as above.] [Same as above.] [Same as
deliverables in above.]
accordance with the
example provided above.]
INSURANCE
[Same as above.] [Same as above.] [Same as above.] [Same as
above.]
1.2.4.3. Irrigation System 15 working days Electronic pdf CO;
Test Schedule after contract via email COR or CO
award (preferred) or Designee
two (2) hard
copies
1.2.4.4. Backflow 10 working days Electronic pdf CO;
Prevention Device after completion via email COR or CO
Assembly Test and of backflow (preferred) or Designee
Maintenance Reports prevention two (2) hard
device assembly copies
test
1.2.8. Herbicide 10 working days Electronic pdf CO;
Application Report after each via email COR or CO
application of (preferred) or Designee
herbicide two (2) hard
copies
1.4.3. Safety Plan 15 working days Electronic pdf CO;
after contract via email COR or CO
award (preferred) or Designee
two (2) hard
copies

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ATTACHMENT 3 – PROPERTY/GROUND DRAWING

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