P09 SOW LOU Landscaping Ice and Snow Removal Services REV 6.17.2026.docx

STATEMENT OF WORK (SOW)

Landscaping and Snow Removal Services Robley Rex Veterans Affairs (VA) Medical Center Louisville, Kentucky

1. DESCRIPTION

1.1. Establish the requirements to provide landscaping and snow removal services at the Robley Rex VA Medical Center located at 800 Zorn Ave, Louisville, KY 40206. The contractor shall provide all labor, supervision, equipment, tools, materials, insurance, and transportation necessary to perform landscaping and snow removal services on all designated driveways, parking lots, sidewalks, entrances and ensure safety and accessibility during each service. The Contractor shall assume full responsibility for compliance with all Federal, State, City and County laws, rules, and regulations. VA Security requirements apply.

2. SCOPE OF WORK

2.1. Landscaping Services: The contractor shall perform landscaping services on all designated areas identified and provided in the Landscaping Improvement Key Plan. Services include:

2.1.1. Completing a site survey with the Contracting Officer Representative (COR) and/or alternate CORs prior to commencement of services.

2.1.2. Plant and bush beds shall be fertilized, edged, and mulched.

2.1.3. Weeds shall be removed or eradicated without damaging other plants.

2.1.4. Hedges, shrubs, and small trees shall be trimmed and pruned to maintain natural growth, ensuring clearance from buildings.

2.1.5. Herbicide spraying (all-season weed killers) for weed control shall occur at least four (4) times per option period, with applications of thirty (30) days apart.

2.2. Snow and Ice Removal: The contractor shall perform snow and ice removal and maintenance on all designated areas identified and provided in the Snow and Ice Removal Plan. Services include:

2.2.1. Completing a site survey with the COR and/or alternate CORs prior to commencement of services.

2.2.2. Preparation of the site prior to inclement winter weather conditions or as requested by the COR and/or alternate CORs.

2.2.3. Plowing, shoveling, blowing, etc., non-destructive methods to remove snow and ice accumulation. Operations shall continue to maintain clear and safe surfaces.

2.2.4. Application and re-application (as necessary to maintain performance standards) of dissolvable de-icing and anti-icing materials.

2.2.5. Relocation or hauling of snow to locations on-site approved by the COR or alternate CORs.

2.2.6. Operations shall not interfere with normal hospital operations, such as parking, police activities, ambulance pick-up/drop-off, valet, etc. Contractor shall coordinate with the COR and/or alternate CORs.

2.2.7. Periodic monitoring of required locations after a snowfall.

3. APPLICABLE LAWS, RULES, REGULATIONS, ETC.

3.1. The contractor shall comply with all applicable laws, rules, regulations, etc., such as:

3.1.1. Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA) regulations, and Kentucky regulations

3.1.2. VA Medical Center policies and directives

4. SAFETY AND HEALTH REQUIREMENTS

4.1. Contractor’s personnel shall provide and wear appropriate Personal Protective Equipment (PPE) at all times.

4.2. Equipment shall be operated safely and with caution around patients, staff, and vehicles.

4.3. All hazardous conditions shall be reported immediately to the COR or alternate CORs.

5. HOURS OF OPERATION

5.1. The Contractor shall provide landscaping and snow removal services 24 hours per day, 7 days per week, including after normal business hours, weekends, and federal holidays.

5.2. Accumulation levels defining the hours of operation will determined solely by the COR or alternate CORs.

6. AREAS OF SERVICE

6.1. Landscaping Services: The Contractor shall service all areas identified in the Landscaping Improvement Key Plan (see Attachments A), parking lots and edges of parking lots.

6.1.1. Hedges

6.1.2. Shrubs

6.1.3. Sidewalks

6.1.4. Small trees within 5 feet of buildings

6.1.5. Building perimeters

6.2. Snow and Ice Removal: The Contractor shall service all areas identified in the Snow and Ice Removal Plan (see Attachment B), including operational and critical areas:

6.2.1. Loading docks

6.2.2. Ambulance pick-up and drop-off zones

6.2.3. Valet pick-up and drop-off zones

6.2.4. Supply areas

6.2.5. Electrical switchgear areas

6.2.6. Generators

7. PERFORMANCE REQUIREMENTS

7.1. Landscaping Services: The Contractor’s performance shall comply with the American Society of Landscape Architect’s standards. Enhancing plant beauty and health without allowing contact with buildings, hedges are maintained to their natural mature height and shape. These services apply only to outdoor planting, not inside planting.

7.1.1. Ensure all vegetation is cleared from building structures within five (5) feet.

7.1.2. Trees should be pruned to maintain limbs at a height of eight (8) feet above sidewalks and thirteen (13) feet above streets, drives, and public ways.

7.1.3. Annually fertilize, weed guard and mulch plant/bush beds.

7.1.4. Remove or eradicate all weeds manually, mechanically, or chemically ensuring no damage to healthy plants, shrubs, or grass.

7.1.5. Contractor shall remove any dead plantings in the bedding and planted areas, replace and maintain them with plants supplied by others.

7.1.6. Contractor shall plant and maintain fifty (50) eight (8) inch in pots and planters around the site annually, plants supplied by others.

7.1.7. Contractor shall spray herbicide for weed control along all sidewalks, in and around parking lot edges, and building perimeters.

7.2. Snow and Ice Removal: The contractor shall provide a 24-hour contact number and service calls shall be responded to within one (1) hour. Removal shall begin within two (2) hours after the initial service call. The contractor and its personnel shall base the services performed as stated in the following requirements:

7.2.1. When snowfall is announced by local authorities or the National Oceanic and Atmospheric Administration (NOAA), the Contractor and its personnel shall pretreat all roadways, parking lots, walkways, sidewalks, exterior steps and landings.

7.2.2. If a snowfall is estimated to start during normal business hours, pre-treat two (2) hours prior to the start of normal business to treat as much surface area as possible to reduce effects during the day of the snowfall. If a snowfall is estimated to begin outside of normal business hours, pretreat two (2) hours prior to the estimated start of the snowfall. If unclear on the estimated start of the snowfall, contact the COR or alternate COR(s) to determine the estimated start time.

7.2.3. During the snowfall, the Contractor and its personnel shall not allow more than one-half (½) inch of accumulation on primary roadways and primary parking lots at any time. However, for secondary roadways and secondary parking lots accumulation may be permitted up to one (1) inch while the focus remains on primary roadways and parking lots.

7.2.4. During the snowfall, the Contractor and its personnel shall not allow more than one-half (½) inch of accumulation on primary walkways, sidewalks, exterior steps, and landings at any time. However, for secondary walkways, sidewalks, exterior steps, and landings accumulation may be permitted up to one (1) inch while the focus remains on primary walkways, sidewalks, exterior steps, and landings.

7.2.5. After the snowfall, the Contractor and its personnel shall maintain all roadways, parking lots, walkways, sidewalks, exterior steps, and landings visible with no ice build-up within two (2) hours after the last accumulation.

7.2.6. The Contractor and its personnel shall monitor the weather and surface conditions periodically every two (2) hours up to twenty-four (24) hours after the last accumulation of snow or ice to maintain clear and safe surfaces.

7.2.7. After the snowfall, the Contractor and its personnel shall verify that all surfaces are visible with no snow or ice build-up within one (1) hour after the last accumulation.

8. EQUIPMENT AND MATERIALS

8.1. The equipment and materials shall be appropriate for use in required areas and will not damage VA property, roadways, storm drains and inlets, sidewalks, landscaping, buildings, the environment, wildlife, etc.

8.2. There is no government owned property provided to this requirement and no space will be provided for storage of equipment or materials. The equipment and materials shall be removed from VA premises after each snowfall. This removal should be conducted in a manner that does not disrupt normal business hours, particularly during morning and afternoon traffic.

8.3. The contractor is responsible for all repair or replacement costs resulting from property damage caused by contractor operations.

9. ENVIRONMENTAL CONSIDERATIONS

9.1. The contractor shall utilize Magic Salt (treated rock salt composed of sodium chloride, magnesium chloride, and molasses), which is a non-corrosive ice melt material compliant with all applicable regulations. Vendors shall provide and quote only this approved material. The COR will review submitted materials to ensure compliance and will approve or reject use based on regulatory standards.

9.1.1. Magic Salt (treated rock salt containing sodium chloride, magnesium chloride, and molasses) is compliant with all applicable regulations and standards and has successfully been used by the facility in previous events. Reference Material Safety Data Sheet (MSDS) (Att. 1).

9.2. De-icing agents shall be minimized near storm drains and building entrances.

9.3. Snow and ice piles containing debris shall be relocated or disposed of as directed by the COR.

9.4. The herbicide used shall be glyphosate and/or phosphate-free, such as vinegar or nitrate-based formulation.

9.5. Weed guard for planters shall be biodegradable cloth, paper or cardboard type.

10. COMMUNICATION AND REPORTING

10.1. The Contractor shall maintain communication with the COR or alternate CORs before, during, and after all services following this PWS.

10.2. The Contractor shall provide and maintain a 24-hour contact number, shall respond to calls to service from the COR or alternate CORs within one (1) hour.

10.3. The Contractor shall report at the site within two (2) hours after responding back to the COR or alternate CORs.

10.4. A service report shall be submitted to the COR or alternate CORs after each snowfall and shall include:

10.4.1. Start and end times

10.4.2. Areas serviced and methods used

10.4.3. Quantities and types of materials applied

10.4.4. Weather conditions and operational issues encountered

11. SECURITY AND ACCESS

11.1. Contractor employees shall check in and out as directed by the COR or alternate CORs.

11.2. The contractor is responsible for the security of all vehicles, equipment, and materials brought onto VA property.

11.3. All Contractor personnel shall comply with VA security requirements and identification procedures in accordance with VA Directive 0710 Personal Security and Suitability Program

11.3.1. A National Security Investigation will be initiated, processed and adjudicated prior to contracted personnel arriving on location to perform work.

12. EXEMPTIONS

12.1. If required, nothing in this SOW excludes the ability of VA personnel or approved volunteers from performing any of the above actions to prevent the interruption of medical care access for our Veterans.

(End Statement of Work)