PERFORMANCE WORK STATEMENT Amendment 0001.docx

PERFORMANCE WORK STATEMENT

Snow and Ice Removal and Grounds Maintenance Services Providence VA Medical Center and Associated Facilities

1. General Requirements

1.1 Purpose

The Contractor shall provide all management, supervision, labor, equipment, tools, materials, supplies, transportation, and other resources necessary to perform grounds maintenance, snow removal, snow relocation, off-site snow hauling, and ice-control services in accordance with this Performance Work Statement (PWS).

The Contractor shall perform all work safely, promptly, professionally, and in a workmanlike manner while minimizing disruption to VA operations, patients, visitors, employees, emergency services, facility access, and surrounding property.

1.2 Place of Performance

Services shall be performed at the following locations:

1. VA Medical Center (VAMC) Providence, 830 Chalkstone Avenue, Providence, Rhode Island.

2. VA Facility, 500 Valley Street, Providence, Rhode Island.

3. Harwood Center, 385 Niagara Street, Providence, Rhode Island.

The applicable service areas and site-specific requirements are identified in Appendices A through E.

1.3 Period of Performance

The contract consists of one base year and four option years, subject to exercise by the Government in accordance with the contract.

Each contract year shall have its own applicable pricing and quantities. The annual snowfall allowance shall reset at the beginning of each contract year and shall not carry over to another year. The maximum annual quantity of five hundred (500) cubic yards established for CLIN 0003 shall also apply separately to each contract year, with no carryover of unused quantities.

The annual quantity of twelve (12) jobs established for CLIN 0007 shall apply separately to each contract year, without carryover of unused quantities.

1.4 General Contractor Responsibilities

The Contractor shall:

· Provide sufficient personnel, equipment, materials, supervision, and management to meet all contract requirements.

· Coordinate services with the VA Facilities Management Service (FMS) Supervisor, Contracting Officer's Representative (COR), or other designated Government representative.

· Protect Government property, buildings, landscaping, pavement, drainage systems, utilities, and other site features.

· Maintain required service, inspection, application, quantity verification, and performance records.

· Promptly report safety hazards, property damage, equipment malfunctions, and conditions affecting performance.

· Perform work within the contracted scope and obtain written authorization from the Contracting Officer before undertaking additional work requiring a contractual change.

1.5 Official Weather Measurement and Operational Conditions

The National Weather Service (NWS), through https://www.weather.gov/, shall serve as the official source of weather measurement data used for contract billing and weather-event verification.

Rhode Island T.F. Green International Airport (KPVD), Warwick, Rhode Island, shall be the designated reporting station for determining billable snowfall quantities under CLIN 0005.

Official NWS snowfall measurements recorded for KPVD and published through NWS reporting products shall govern billable snowfall quantities. Contractor measurements, snow drift depths, and unofficial weather reports shall not be substituted for official NWS snowfall measurements.

Actual conditions at the covered VA facilities shall govern operational response, safety precautions, and the need for snow and ice-control services. The absence of measurable snowfall or freezing precipitation at KPVD shall not relieve the Contractor of required services when hazardous conditions exist at the covered facilities.

Ice-only events shall be verified through available NWS weather records, Contractor treatment logs, and documented conditions at the covered VA facilities. NWS records need not establish freezing precipitation at KPVD when actual hazardous icing conditions at the facilities support the need for authorized treatment.

If official KPVD snowfall measurements are unavailable, the Contractor shall notify the COR. The Contracting Officer shall determine the appropriate alternate measurement method.

2. CLIN 0001 — Lawn Mowing, Trimming, and Edging

2.1 Improved Grounds

The Contractor shall maintain approximately 5.3 acres of improved grounds at the Providence VA Medical Center, as identified in Appendix C, and designated improved grass areas at Harwood Center, as identified in Appendix E.

The Contractor shall mow designated improved grounds as necessary to maintain grass height generally between three (3) and six (6) inches. The Contractor shall avoid scalping, uneven cutting, and excessive grass height.

The Contractor shall collect or mulch grass clippings. Visible clippings and debris shall be removed from sidewalks, curbs, entrances, driveways, and paved areas following mowing.

Portable high-cubic-feet-per-minute (CFM) blowers shall not be used to remove trimmings or debris from sidewalks and paved areas during normal working hours where personnel are present or vehicles are parked.

The Contractor shall schedule work to minimize disruption to facility operations.

2.2 Edging

The Contractor shall edge sidewalks, driveways, curbs, and other concrete or asphalt edges within designated improved grounds at least every other mowing cycle.

Edging shall be neat and consistent with the surrounding landscape. The Contractor shall prevent damage to pavement, curbs, tree roots, irrigation components, and adjacent vegetation.

2.3 Trimming

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 within designated improved grounds.

Trimming shall be performed concurrently with mowing. Trimmed areas shall be maintained at a height consistent with the surrounding lawn.

The Contractor shall prevent damage to trees, shrubs, bark, trunks, root flares, irrigation components, and other landscape features.

Damage to trees or shrubs caused by the Contractor shall be corrected at the Contractor's expense. If a plant becomes unhealthy or dies as a result of Contractor damage, the Contractor shall replace it with a plant of the same size and type within fifteen (15) days after the damage is identified, subject to coordination with the COR.

2.4 Irrigation System Seasonal Maintenance

The Contractor shall perform seasonal startup and winterization of the irrigation system serving the area in front of Building 14 and the island containing the main flagpole near the parking garage.

The Contractor shall coordinate spring startup and fall winterization with the COR or designee. The Contractor shall inspect accessible system components during these services and report observed leaks, damage, malfunctioning components, or other conditions requiring Government attention.

Repairs beyond routine seasonal startup and winterization are excluded unless expressly included in the contract.

2.5 Semi-Improved Grounds

The Contractor shall maintain approximately 1.5 acres of semi-improved grounds identified in Appendices C and E.

Grass shall be maintained between eight (8) and twelve (12) inches in height. Mowing shall be performed as necessary to remain within this range and prevent excessive growth, obstruction, or an unkempt appearance.

The Contractor shall avoid scalping, rutting, damage to adjacent improved grounds, and damage to trees, utilities, or other site features. Clippings shall be collected or mulched as appropriate, and serviced areas shall be left in a neat condition.

2.6 Contractor-Caused Damage

The Contractor shall repair improved grounds damaged by its vehicles, equipment, personnel, or operations.

Damaged lawn areas shall be restored by seeding or sodding, as appropriate, to match the surrounding lawn. Other damaged areas shall be restored to match adjacent materials, grades, and finishes.

The Contractor shall promptly notify the COR of damage and coordinate repairs that may affect utilities, structures, drainage, or other site features. Repairs for Contractor-caused damage shall be at the Contractor's expense.

2.7 Scope Limitations

The grounds maintenance services under this CLIN are limited to the activities expressly identified in this PWS. Fertilization, lime application, pest control, soil aeration, and routine tree, shrub, and hedge maintenance are not included, except for trimming and correction of Contractor-caused damage expressly required by this PWS.

2.8 Performance Standard

The Contractor shall maintain designated grounds in accordance with the required grass heights, mowing, edging, trimming, and seasonal maintenance requirements.

At least 95 percent of inspected items shall conform to the applicable requirements. Identified deficiencies shall be corrected within the timeframe directed by the COR.

3. CLIN 0002 — Grounds Cleanup and Debris Removal

3.1 Fall Leaf and Debris Removal

During the fall season, the Contractor shall remove fallen leaves, branches, and associated debris from designated grounds identified in Appendices C and E.

The Contractor shall collect and legally dispose of removed materials at an off-site location in accordance with applicable requirements.

Designated landscaped areas, entrances, sidewalks, and other included locations shall be maintained free of excessive leaf accumulations and debris that create slip hazards, obstruct drainage, or detract from the facility's appearance.

The COR shall coordinate cleanup schedules and priorities based on site conditions.

3.2 Downed Limbs and Fallen Trees

The Contractor shall remove downed tree limbs and fallen trees within the covered sites when the work is within the contracted scope and can be performed safely.

The Contractor shall provide access to appropriate equipment and trained personnel necessary for the authorized work, including a bucket truck, chipper, and trained chainsaw crews where required.

The Contractor shall establish appropriate safety controls, protect pedestrians and vehicles, and coordinate work near buildings, utilities, roads, and occupied areas.

Hazardous trees, large fallen trees, damaged limbs, and conditions requiring specialized equipment or emergency action shall be reported promptly to the COR. Work outside the contracted scope or involving structural or utility hazards shall not proceed without appropriate Government direction and authorization by the Contracting Officer.

3.3 Cleanup Requirements

The Contractor shall remove debris generated by its own operations and leave serviced areas in a neat condition.

Routine cleanup associated with mowing and edging shall be included in CLIN 0001. Seasonal leaf removal and other cleanup specifically identified in this CLIN shall be invoiced under CLIN 0002. The same service shall not be invoiced under both CLINs.

3.4 Performance Standard

At least 95 percent of inspected cleanup items shall conform to the applicable requirements. Deficiencies shall be corrected within the timeframe directed by the COR.

4. CLIN 0003 — Snow Relocation and Off-Site Hauling

4.1 General Requirements

The Contractor shall relocate accumulated snow to designated on-site storage locations and provide off-site hauling and disposal when required to maintain parking, roadways, pedestrian access, emergency access, and other designated areas.

The Contractor shall plan personnel, equipment, transportation, and disposal capacity based on the anticipated annual snowfall allowance of seventy (70) inches and the site conditions identified in this PWS.

CLIN 0003 shall be measured and paid by the cubic yard of authorized snow relocation and off-site hauling, as applicable, rather than by the number of jobs performed. The maximum quantity under CLIN 0003 shall be five hundred (500) cubic yards per contract year. The contract pricing schedule shall establish the applicable unit price per cubic yard and the annual quantity for each contract year.

The Contractor shall provide the resources necessary to perform the work within the scope and quantities established in the contract pricing schedule. Work exceeding the established annual quantity shall require advance written authorization from the Contracting Officer through an appropriate contractual action.

4.2 On-Site Snow Storage

The Contractor shall move snow to on-site storage locations designated by the Government.

Snow shall not be piled or stored in designated roads, parking spaces, accessible routes, emergency access areas, or prohibited locations identified in Appendix D.

Snow shall be placed to preserve the greatest practicable number of parking spaces and maintain safe vehicle circulation, visibility, pedestrian access, and drainage.

The Contractor shall obtain Government direction before using an on-site storage location that has not been designated for that purpose.

4.3 Off-Site Hauling and Disposal

Snow that cannot be accommodated in authorized on-site storage locations shall be transported to Contractor-provided off-site storage or disposal locations.

The Contractor shall provide the labor, equipment, vehicles, transportation, loading, hauling, and disposal necessary to perform the authorized work. Disposal shall comply with applicable requirements.

Snow shall not be deposited on unauthorized property or in a manner that obstructs drainage, traffic, emergency access, or pedestrian routes.

4.4 Measurement and Quantity of Snow Relocation and Hauling

For CLIN 0003, the unit of measure shall be one (1) cubic yard (CY) of snow relocated or hauled under the requirements of this CLIN. Payment shall be based on the authorized, documented, and accepted quantity of work performed multiplied by the applicable contract unit price per cubic yard.

The maximum quantity for CLIN 0003 shall be five hundred (500) cubic yards per contract year. Each contract year shall have its own applicable quantity and pricing. Unused quantities shall not carry over from one contract year to another.

The Contractor shall document the quantity of snow relocated or hauled, the date of service, the locations serviced, the work performed, the equipment used, the number and capacity of hauling vehicles, and the off-site disposal destination, when applicable. The Contractor shall provide supporting records, including load tickets, disposal receipts, or other quantity verification documentation, as applicable, to the COR upon request and with invoices as required by the contract.

Before commencing work, the Contractor shall coordinate with the COR regarding the method used to measure and document cubic-yard quantities. The Government shall review the supporting documentation to verify the quantities claimed.

The same volume of snow shall not be counted more than once for payment under CLIN 0003 solely because it is moved between locations or handled during successive operations.

The Contractor shall not exceed the annual quantity of five hundred (500) cubic yards without advance written authorization from the Contracting Officer through an appropriate contractual action. Notification to, or acknowledgment by, the COR does not constitute authorization for additional quantities or compensation.

4.5 Relationship to Snow Removal

CLIN 0005 covers plowing, shoveling, and clearing snow from designated areas. CLIN 0003 covers the authorized relocation of accumulated snow to designated storage areas and off-site hauling, measured in cubic yards and subject to the maximum annual quantity of five hundred (500) cubic yards. The Contractor shall coordinate both activities to ensure that designated areas are restored to usable condition.

Normal drifting, repeat plowing, and routine shoveling required to maintain access shall be included in CLIN 0005 and shall not independently justify additional charges under CLIN 0003.

Snow relocation and hauling shall be invoiced under CLIN 0003 only when the work meets the requirements and pricing basis of that CLIN. The same labor, equipment operation, service, or volume of snow shall not be invoiced under multiple CLINs.

4.6 Authorization and Records

The Contractor shall document snow relocation and hauling, including the date, service location, work performed, quantity in cubic yards, equipment used, duration, and disposal destination, when applicable.

The Contractor shall notify the COR when on-site storage capacity is insufficient, additional hauling is anticipated, or the cumulative quantity of snow relocation and hauling approaches the annual limit of five hundred (500) cubic yards.

The Contractor shall not perform work requiring an increase in the contracted quantity or scope without advance written authorization from the Contracting Officer through an appropriate contractual action.

4.7 Performance Standard

The Contractor shall maintain safe access and restore designated parking and traffic areas in accordance with this PWS. Snow relocation and hauling shall not leave unauthorized piles, obstruct required access, or damage Government property.

The Contractor shall maintain accurate quantity records and comply with the annual quantity limit and authorization requirements established for CLIN 0003.

5. CLIN 0004 — Sidewalk, Steps, Ramps, and Entrance Ice Control

5.1 General Requirements

The Contractor shall provide complete ice-control services for designated pedestrian areas across all covered facilities, including the Providence VA Medical Center, the VA facility at 500 Valley Street, and Harwood Center.

Services shall include designated sidewalks, steps, stairs, stair and ramp landings, entrance ramps, accessible routes, and other pedestrian areas identified in Appendices A and E.

The Contractor shall monitor and treat these areas as necessary to maintain safe pedestrian access throughout changing winter conditions, including melting, refreezing, freezing precipitation, and recurring ice formation.

5.2 Definition of a Job

For CLIN 0004, one (1) job shall represent complete ice-control service across all covered facilities during a continuous icing event.

Each job shall include the initial inspection, treatment, follow-up inspections, and repeat applications necessary to maintain safe pedestrian access for the first twenty-four (24) hours.

A new billable event shall begin only after at least six (6) consecutive hours without freezing precipitation or recurring icing conditions. Continued refreezing or recurring ice formation without the required six-hour break shall remain part of the same event.

If icing conditions continue beyond twenty-four (24) hours, the Contractor shall notify the COR and may request additional compensation. Additional compensation shall require advance written authorization from the Contracting Officer through an appropriate contract modification.

The annual quantity shall be twenty (20) jobs per contract year. Services exceeding this quantity shall require advance written authorization from the Contracting Officer through an appropriate contractual action.

Repeat applications during the same authorized job shall not be invoiced separately.

5.3 Approved Products

The Contractor shall use an environmentally preferable Calcium Magnesium Acetate (CMA) product, such as Inferno or an approved equal, for designated pedestrian surfaces. The COR shall approve the product before use.

Sand shall not be substituted for the required approved ice-melt product.

The Contractor shall apply products in accordance with manufacturer instructions and prevailing conditions. Excessive application that creates additional hazards, damages surfaces, or obstructs drainage is prohibited.

5.4 Accessible Routes and Emergency Access

The Contractor shall maintain designated accessible routes, curb ramps, pedestrian access points, entrances, and access around fire hydrants and post indicator valve (PIV) pipes identified in Appendices A and B.

The Contractor shall ensure that ice-control operations do not obstruct pedestrian routes, emergency equipment, or building entrances.

5.5 Application Records

Before using a product requiring Government approval, the Contractor shall submit the product name, manufacturer, intended application, and applicable safety and handling information to the COR.

The Contractor shall maintain records identifying the date, time, location, product, approximate quantity applied, and personnel performing each application. Records shall be provided to the COR upon request and submitted with invoices as required by the contract.

5.6 Relationship to Snow Removal and Garage De-Icing

CLIN 0004 covers complete ice-control service for designated pedestrian areas across all covered facilities, including repeated treatments required by changing weather and surface conditions.

Ice control for designated roads, parking lots, and the Providence VA parking garage during measurable snowfall events shall be included under CLIN 0005.

Ice control for these areas during freezing rain or other ice-only events with no measurable snowfall shall be covered under CLIN 0007.

Parking garage de-icing shall comply with Section 6.9 and the applicable garage-specific requirements.

No ice-control service shall be invoiced under multiple CLINs.

5.7 Performance Standard

All designated pedestrian areas shall receive required ice-control treatment using approved products and methods. The Government will evaluate compliance through site inspections, application records, and documented deficiencies.

6. CLIN 0005 — Snow Removal

6.1 General Requirements

The Contractor shall provide snow removal services for all designated roads, parking lots, drive lanes, sidewalks, steps, stairs, ramps, entrances, accessible routes, and the roof level of the Providence VA parking garage.

Services shall be provided at:

· Providence VA Medical Center, 830 Chalkstone Avenue.

· Davis Park Lot, located south of the Providence VA Medical Center off Chalkstone Avenue.

· The VA Facility at 500 Valley Street.

· Harwood Center, 385 Niagara Street.

The applicable service boundaries and snow removal zones shall be identified in Appendices A, D, and E.

6.2 Snowfall Trigger and Frequency

The Contractor shall initiate snow removal when accumulation exceeds one (1) inch and/or within one hour after the snow stops, subject to applicable site conditions and the requirement to maintain safe access.

The Contractor shall perform repeated plowing, shoveling, and clearing during a snow event as necessary to maintain safe and accessible conditions. A single clearing operation shall not satisfy the Contractor's obligations when continuing snowfall, drifting, refreezing, or additional precipitation requires further service.

All designated snow removal zones shall be treated as high priority. The Contractor shall deploy sufficient personnel and equipment to service designated zones concurrently to the extent necessary to meet the required performance standards.

Drive lanes shall be plowed regardless of parking lot occupancy. Snow shall be positioned to preserve the greatest practicable number of parking spaces while maintaining safe vehicle circulation, pedestrian access, accessible parking, emergency access, and visibility.

6.3 Snowfall Measurement and Annual Allowance

Snow removal shall be priced using the fixed unit price per inch established in the contract pricing schedule. The annual snowfall allowance shall be seventy (70) inches for each contract year.

The seventy-inch allowance represents the maximum measured snowfall quantity covered by the annual snow-removal pricing line item. It does not limit the number of plowing, shoveling, or clearing operations required to meet this PWS.

The National Weather Service reporting station at Rhode Island T.F. Green International Airport (KPVD), Warwick, Rhode Island, shall be the official snowfall measurement station for this contract.

Snowfall quantities invoiced under CLIN 0005 shall be based exclusively on official NWS snowfall measurements for KPVD published through https://www.weather.gov/.

Contractor measurements, snow drift depths, and unofficial weather reports shall not be used to determine billable snowfall quantities.

If official KPVD snowfall measurements are unavailable, the Contractor shall notify the COR. The Contracting Officer shall determine the appropriate alternate measurement method.

For invoicing purposes:

1. The Contractor shall document measured snowfall associated with each snow event using official KPVD NWS records.

2. The Contractor shall submit an invoice after each completed snow event, supported by the required snowfall and service records.

3. The billable snowfall quantity shall be the measured snowfall attributable to the event, subject to the remaining annual allowance.

4. The Contractor shall maintain a cumulative record of snowfall invoiced and the remaining annual allowance.

5. The allowance shall reset at the beginning of each contract year, without carryover.

6. Drift depth and repeat clearing shall not be added to measured snowfall or invoiced as additional inches.

A snow event shall be considered separate when the preceding precipitation has ended and at least six (6) consecutive hours have elapsed without additional snowfall.

The Contractor shall maintain records identifying the event date, official KPVD measured snowfall, service locations, personnel and equipment deployed, services performed, cumulative annual snowfall quantity, and remaining allowance.

Supporting NWS documentation shall be submitted with invoices. Records shall also be provided to the COR upon request.

6.4 Snow Drifting and Repeat Operations

The Contractor's per-inch price shall include normal snow drifting and the associated plowing, shoveling, and repeat operations necessary to maintain the required service levels.

Snow drifts shall be cleared when they obstruct designated roads, parking spaces, sidewalks, accessible routes, entrances, emergency equipment, or other required access areas.

Drift depth shall not be added to measured snowfall or invoiced as additional inches. The Contractor shall plan for ordinary drifting and wind redistribution as part of its pricing and performance obligations.

If exceptional drifting or other unusual conditions create a substantial workload beyond the defined scope, the Contractor shall document the condition and notify the COR. Additional compensation may be provided only if authorized in advance by the Contracting Officer through an appropriate written contractual action.

6.5 Annual Allowance Monitoring and Excess Snowfall

The Contractor shall notify the COR in writing when cumulative snowfall reaches fifty-six (56) inches, representing 80 percent of the annual allowance, and again when snowfall reaches sixty-three (63) inches, representing 90 percent of the annual allowance.

Each notice shall identify the cumulative measured snowfall, the remaining allowance, and anticipated operational requirements.

The Contractor shall promptly notify the COR when the annual allowance is exhausted.

Snowfall exceeding seventy (70) inches in a contract year is not included in the annual snow-removal allowance. Any additional compensated snow-removal work beyond that allowance shall require advance written authorization and an appropriate contractual action by the Contracting Officer before the Contractor undertakes the additional work.

The COR may monitor conditions, request supporting documentation, and provide technical direction within the existing contract scope, but the COR's acknowledgment of the snowfall total or notification of the allowance being exhausted does not authorize additional compensation.

The Contractor shall continue to comply with applicable safety and emergency notification requirements. No additional payment shall be due for work beyond the annual allowance unless authorized in accordance with the contract.

6.6 Parking Space Restoration and Snow Storage

Following each snow event, the Contractor shall restore 100 percent of designated parking spaces to usable condition, subject to applicable safety restrictions and site conditions.

The Contractor shall relocate snow to authorized storage locations or arrange off-site hauling in accordance with CLIN 0003. Quantities claimed under CLIN 0003 shall be measured and documented in cubic yards and shall be subject to the applicable annual quantity limit and authorization requirements.

Snow shall not be stored in prohibited locations identified in Appendix D or otherwise obstruct drainage, traffic, emergency access, or pedestrian routes.

6.7 Roads and Parking Lots

Snow removal shall cover the following designated parking areas:

· P1, P2, P3, P3A, P4, P5, P5A, P5B, P5C, P6, P7, P8, P10, P14, and DAV.

· The roof level of the Providence VA parking garage.

· Davis Park Lot.

· The parking lot at 500 Valley Street.

· Designated areas at Harwood Center.

Appendix D shall identify the applicable Providence VA Medical Center roads, parking areas, snow removal zones, and prohibited snow storage locations. Appendix E shall identify applicable Harwood Center areas.

6.8 Parking Garage Snow Removal

6.8.1 General Requirements

The Contractor shall remove snow from the roof level of the Providence VA parking garage using approved equipment and methods that protect the garage structure, precast concrete surfaces, expansion joints, drainage systems, snow gate, and persons in and around the facility.

The Contractor shall use the designated snow gate and dumping area in accordance with Government instructions. Garage snow removal procedures and access restrictions shall be reviewed before work begins.

6.8.2 Preseason Planning and Inspection

Before the first snowfall of each season, the Contractor shall:

1. Identify and mark expansion joints that may be obscured by snow and are vulnerable to plowing damage.

2. Submit a snow removal logistics plan describing plowing sequences, snow gate operations, dumping procedures, pedestrian protection, and equipment movements.

3. Establish procedures for clearing foot-traffic areas before the vehicle deck, subject to immediate safety conditions and Government direction.

4. Establish barriers and exclusion zones to prevent pedestrian entry into areas where snow will be discharged over the snow gate.

5. Inspect the snow gate for proper functionality and report defects to the Government before use.

6. Ensure operators are trained in snow gate operation and applicable fall-protection procedures.

7. Review drainage conditions and identify areas requiring additional monitoring during winter operations.

The Contractor shall not operate a defective snow gate or perform an unsafe dumping operation. Structural damage, unsafe conditions, and equipment malfunctions shall be reported promptly to the COR.

6.8.3 Equipment Restrictions and Plowing Procedures

The Contractor shall comply with the following restrictions:

· Snow shovels may be used.

· Plow trucks shall not exceed 10,000 pounds fully loaded, including the vehicle, spreader, and installed equipment.

· Plow blades contacting precast surfaces shall have properly maintained rubber cutting edges or approved rubber-tipped edges.

· Skid-steer equipment, whether track-mounted or tire-mounted, shall not be used for garage snow removal.

· Snow shall not be stockpiled on the garage deck. Temporary accumulation immediately at the snow gate before controlled discharge may be permitted under the approved procedure; long-term stockpiling is prohibited.

· Plows should approach deck seams at an angle no greater than 75 degrees where reasonably practicable.

· Plow blades should be held approximately one (1) inch above the deck surface during plowing to reduce the risk of damaging precast concrete surfaces and joints.

The Contractor shall use the least damaging effective equipment and immediately report any damage caused by its operations.

6.9 Parking Garage De-Icing

The Contractor shall use only de-icing products approved for the garage's precast concrete surfaces.

Authorized product categories are:

· Calcium Magnesium Acetate (CMA), applied in accordance with manufacturer instructions and the approved application plan.

· Urea-based de-icers, when approved by the Government and applied in accordance with manufacturer instructions.

Rock salt and other unapproved chemicals shall not be used on precast garage surfaces.

Before the first freeze of each season, the Contractor shall submit the proposed primary de-icing product and at least one alternate product for Government approval. The Contractor shall coordinate with the Government maintenance team to inspect garage drains, identify plugged drains or ponding, and identify areas requiring frequent monitoring or treatment.

Garage de-icing equipment shall comply with the restrictions in Section 6.8.3. Truck-based spreaders shall not exceed a combined fully loaded vehicle and spreader weight of 10,000 pounds. Hand spreaders, walk-behind spreaders, and other suitable lightweight equipment are permitted and recommended.

Drainage blockages, ponding, structural concerns, and conditions beyond the Contractor's authorized scope shall be reported to the COR.

Parking garage de-icing materials, equipment, labor, and applications during measurable snowfall events shall be included in CLIN 0005. Ice-only events without measurable snowfall shall be covered under CLIN 0007.

6.10 Response Time and Hours of Operation

The Contractor shall maintain 24-hour-per-day, seven-day-per-week response capability for snow and ice events throughout the applicable winter service period.

The Contractor shall respond within one (1) hour of notification or the applicable triggering condition. For this requirement, response means arrival on site and commencement of required initial operations. The Contractor shall continue operations as necessary to meet the applicable service requirements.

The Contractor shall maintain sufficient personnel, equipment, materials, and supervisory coverage to meet response requirements, including during nights, weekends, holidays, and successive snow events.

The Contractor shall promptly notify the COR of conditions that may prevent timely performance and document the reason, affected locations, corrective actions, and estimated recovery time.

6.11 Personnel and Equipment Records

For each snow or ice event, the Contractor shall maintain records identifying personnel, hours worked, work locations, equipment used, materials applied, and services performed.

These records shall support performance verification and invoicing. Records of labor or equipment usage shall not independently establish entitlement to additional payment for work covered by the per-inch unit price.

6.12 Performance Standard

The Contractor shall clear all designated areas within the required deadlines, maintain accessible routes, restore designated parking spaces, comply with garage equipment and material restrictions, and meet the one-hour response requirement.

The Government will evaluate compliance through site inspections, event checklists, dispatch and arrival records, application logs, and Contractor documentation.

7. CLIN 0006 — Emergency and Unanticipated Grounds Services The Contractor may be required to perform emergency or unanticipated grounds services that fall outside the routine services covered by the other contract line items. Examples include the removal of fallen trees, hazardous limbs, or significant storm debris requiring specialized equipment or additional resources beyond the established scope of routine services.

The Contractor shall promptly notify the Contracting Officer or COR of the condition. The Contractor shall not perform separately billable emergency work without prior written authorization from the Contracting Officer, except as otherwise expressly authorized by the contract.

Emergency work shall be priced and paid in accordance with the applicable contract terms and the authorization issued by the Contracting Officer. Routine services already included under another contract line item shall not be billed separately under this line item.

8. CLIN 0007 — Road, Parking Lot, and Parking Garage Ice Control (Ice-Only Events)

8.1 General Requirements

The Contractor shall provide ice-control services for designated roads, parking lots, drive lanes, and the Providence VA parking garage during freezing rain, sleet, refreezing, or other icing conditions when no measurable snowfall occurs.

Services shall cover all designated areas identified in Appendices D and E, including applicable roads and parking areas at the Providence VA Medical Center, Davis Park Lot, the VA facility at 500 Valley Street, and Harwood Center.

The Contractor shall provide all labor, supervision, equipment, transportation, approved de-icing materials, and other resources necessary to maintain safe vehicle circulation, parking access, and emergency access.

Actual conditions at the covered VA facilities shall determine the need for treatment and operational response.

8.2 Definition of a Job

For CLIN 0007, one (1) job shall represent complete ice-control services across all designated roads, parking lots, drive lanes, and the Providence VA parking garage during an ice-only weather event.

Each job shall include initial inspection, treatment, follow-up inspections, and repeat applications necessary to maintain safe conditions throughout the applicable event.

A new billable event shall begin only after at least six (6) consecutive hours without freezing precipitation or recurring icing conditions.

Repeat treatments during the same event shall be included in the job price and shall not be invoiced separately.

The annual quantity shall be twelve (12) jobs per contract year. Each contract year shall have its own applicable pricing and quantity. Unused quantities shall not carry over to another contract year.

8.3 Weather Verification and Service Determination

Ice-only events shall be identified using available official National Weather Service weather records published through https://www.weather.gov/, supported by Contractor treatment logs and documented conditions at the covered VA facilities.

The absence of measurable snowfall or freezing precipitation at the designated KPVD reporting station shall not relieve the Contractor of required ice-control services when hazardous conditions exist at the covered facilities.

Official NWS records shall provide supporting weather information. Actual conditions at the VA facilities shall determine the need for treatment and emergency response.

The Contractor shall document the date, time, locations, observed conditions, services performed, and materials applied for each ice-only event.

8.4 Approved Materials and Equipment

The Contractor shall use de-icing products and application methods appropriate for the designated surfaces and approved by the Government where required.

Parking garage de-icing shall comply with Section 6.9, including restrictions on approved products and equipment.

Rock salt and other unapproved chemicals shall not be used on precast garage surfaces.

The Contractor shall comply with applicable manufacturer instructions, environmental requirements, and VA safety procedures.

8.5 Response Time and Performance Requirements

The Contractor shall maintain 24-hour-per-day, seven-day-per-week response capability throughout the applicable winter service period.

The Contractor shall respond within one (1) hour of notification or the applicable triggering condition, consistent with Section 6.10.

The Contractor shall continue inspections and treatments as necessary to maintain safe access during the applicable ice-only event.

All designated service areas shall be treated as high priority.

8.6 Pricing and Invoicing

CLIN 0007 shall be priced at a fixed unit price per job (JB).

Payment shall be based on authorized, documented, performed, and accepted ice-control jobs multiplied by the applicable contract unit price.

The job price shall include all labor, equipment, transportation, approved de-icing materials, inspections, initial treatments, and necessary repeat applications during the applicable event.

Invoices shall identify the service date, weather event, locations serviced, materials applied, work performed, and applicable unit price.

Supporting documentation shall include available NWS weather records, Contractor treatment logs, and documented site conditions.

Services included under CLIN 0005 shall not be invoiced under CLIN 0007. The same service, application, labor, or equipment operation shall not be invoiced under multiple CLINs.

8.7 Annual Quantity and Additional Authorization

The maximum annual quantity under CLIN 0007 shall be twelve (12) jobs per contract year.

The Contractor shall notify the COR when the cumulative number of ice-only jobs approaches the annual contracted quantity.

Services exceeding the annual quantity shall require advance written authorization from the Contracting Officer through an appropriate contractual action.

Notification to or acknowledgment by the COR shall not constitute authorization for additional compensation.

8.8 Performance Standard

The Contractor shall maintain safe vehicle circulation, parking access, emergency access, and other designated areas throughout ice-only events.

The Contractor shall comply with approved material requirements, parking garage equipment restrictions, response times, application records, and applicable safety requirements.

The Government will evaluate compliance through site inspections, service records, application logs, dispatch and arrival records, and documented deficiencies.

9. Contract Administration and Invoicing

9.1 Contract Administration

The Contractor shall perform all services in accordance with this PWS, the contract pricing schedule, applicable site restrictions, and authorized contractual direction.

The COR may provide technical direction within the scope of the contract but may not authorize changes to contract scope, price, or terms unless separately authorized under applicable contracting authority.

Changes to scope, locations, performance requirements, quantities, or contract terms shall be authorized only through written action by the Contracting Officer.

9.2 Invoicing

The Contractor shall submit invoices through Tungsten Network, formerly known as OB10, with a copy emailed to the COR, in accordance with the contract's invoicing instructions.

Each invoice shall include, at a minimum:

· Contract number.

· Contractor name.

· Invoice number.

· Invoicing period and service date or dates.

· Applicable CLIN and description.

· Quantity, unit of measure, unit price, and extended price.

· Supporting documentation required by the contract.

Invoices for CLIN 0001 and CLIN 0002 shall identify the service dates, locations, and work performed, consistent with the contract pricing schedule.

Invoices for CLIN 0003 shall identify the service date or dates, service locations, work performed, quantity of snow relocated or hauled in cubic yards, applicable unit price per cubic yard, extended price, hauling activity, and disposal destination, when applicable.

Invoices shall include supporting quantity verification documentation as required by the contract. The cumulative quantity invoiced during each contract year shall not exceed five hundred (500) cubic yards unless additional quantities have been authorized in advance by the Contracting Officer through an appropriate contractual action.

Invoices for CLIN 0004 shall identify the ice-control job, covered facilities, treatment dates, locations, products applied, and supporting application records. Multiple applications included within a single job shall not be invoiced as separate jobs.

Invoices for CLIN 0005 shall identify the snow event date, official KPVD measured snowfall, billable inches, cumulative annual snowfall invoiced, and remaining annual allowance.

The Contractor shall include official National Weather Service snowfall documentation published through https://www.weather.gov/ to support the billable snowfall quantity.

Invoices for CLIN 0007 shall identify the ice-only event, service dates, locations, treatments performed, products applied, applicable unit price, and supporting service records.

Available NWS weather records and documented VA site conditions shall support verification of ice-only events. Official snowfall measurements shall not be required to establish the need for ice-control services when hazardous conditions are documented at the covered facilities.

Any invoice for additional compensated work beyond the annual snowfall allowance, CLIN 0003 annual quantity limit, or CLIN 0007 annual quantity shall reference the applicable written contractual action issued by the Contracting Officer.

The Government will review invoices for consistency with the contract, authorized services, quantities, supporting records, and applicable acceptance requirements. Payment shall be subject to the contract terms.

9.3 Acceptance and Deficiencies

The Government will evaluate completed services through inspections, review of service records, and verification of performance requirements.

The Contractor shall correct deficiencies attributable to its performance within the timeframe directed by the COR, consistent with the urgency and safety implications of the deficiency.

Correction of deficient work does not relieve the Contractor of other contractual obligations.

9.4 Contract Termination

The Government's rights to terminate the contract shall be governed by the contract and applicable termination clauses.

The Government may terminate the contract in whole or in part when authorized under the contract. Compensation for services properly performed and accepted, if any, shall be determined in accordance with applicable contract terms and termination provisions.

10. Quality Assurance

10.1 General

The Government will evaluate Contractor performance through site inspections, review of service records, monitoring of response and completion times, and review of documented deficiencies and customer complaints.

Customer complaints may be considered supplemental performance information but shall not be the sole basis for determining compliance.

10.2 Performance Requirements Summary

CLIN 0001 — Lawn Mowing, Trimming, Edging, and Seasonal Maintenance Performance Standard: Designated grounds maintained in accordance with required heights and service standards.

Acceptable Quality Level: At least 95 percent of inspected items conform; deficiencies corrected within directed timeframe.

Surveillance Method: Scheduled inspections, measurements, and service records.

CLIN 0002 — Grounds Cleanup and Debris Removal Performance Standard: Designated areas free of excessive leaf accumulations and included debris.

Acceptable Quality Level: At least 95 percent of inspected items conform; deficiencies corrected within directed timeframe.

Surveillance Method: Site inspections, task checklists, and service records.

CLIN 0003 — Snow Relocation and Off-Site Hauling Performance Standard: Authorized snow relocation and hauling measured and documented in cubic yards; annual quantity limited to 500 cubic yards unless additional quantities are authorized in writing by the Contracting Officer. Snow shall be stored or removed without obstructing required access or damaging property.

Acceptable Quality Level: 100 percent compliance with quantity, documentation, designated storage, access, and safety requirements.

Surveillance Method: Site inspections, quantity verification records, hauling records, disposal receipts, and COR verification.

CLIN 0004 — Pedestrian Ice Control Performance Standard: All designated pedestrian areas across covered facilities receive complete ice-control service, including repeat treatments as necessary.

Acceptable Quality Level: 100 percent compliance with approved materials and designated access requirements.

Surveillance Method: Site inspections and application records.

CLIN 0005 — Snow Removal and Response Performance Standard: Designated areas cleared within required deadlines; response and official NWS snowfall records maintained.

Acceptable Quality Level: 100 percent compliance with mandatory response, access, measurement, and equipment requirements.

Surveillance Method: Event checklists, inspections, dispatch logs, official KPVD snowfall documentation, and Contractor service records.

CLIN 0007 — Road, Parking Lot, and Parking Garage Ice-Only Control Performance Standard: Designated roads, parking lots, drive lanes, and parking garage areas receive required ice-control treatments during ice-only events, including repeat applications as necessary.

Acceptable Quality Level: 100 percent compliance with approved materials, response times, access, safety, and equipment requirements.

Surveillance Method: Site inspections, application records, dispatch logs, NWS weather documentation, and documented VA site conditions.

Critical safety, accessibility, and mandatory equipment requirements shall not be excused solely because an overall inspection score meets the applicable acceptable quality level.

10.3 Contractor Quality Control

The Contractor shall monitor its performance and ensure that work meets the requirements of this PWS.

The Contractor shall maintain service records and document corrective actions, including the date and time each deficiency was corrected.

For CLIN 0003, the Contractor shall maintain quantity verification records sufficient to substantiate the cubic yards claimed for payment and track the cumulative quantity invoiced during each contract year against the applicable annual maximum.

For CLIN 0005, the Contractor shall maintain official NWS snowfall records…