36C25022Q0052.docx

36C25022Q0052

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

610-22-1-6091-0007 36C25022Q0052 10-20-2021 Leitch, Sally L 317-988-1538 10-21-2021 12:00 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis IN 46240 X 561730 $8 Million N/A X Department of Veterans Affairs VA Medical Center Northern Indiana Health Care System 2121 Lake Ave Fort Wayne IN 46805 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis IN 46240

See website at:

https://www.fsc.va.gov/einvoice.asp for instructions & for invoicing website at:

https://www.tungsten-network.com/ customer-campai g ns/veteransaffairs X See CONTINUATION Page The Northern Indiana Health Care System (NIHCS), Fort Wayne campus requires a Contractor to provide Grounds Maintenance services in accordance with the Performance Work Statement.

Quoters are encouraged to submit a quote in accordance with the Instructions to Quoters found in Section E of this solicitation. No extensions will be provided on this solicitation.

This is a Unrestricted Solicitation and has subcontracting opportunities. All subcontracting requirements shall be required in accordance with the clauses of this RFQ.

This procurement is being procured under FAR Parts 13 & 16 as a Indefinite Delivery Indefinite Quantity (IDIQ) contract using Simplified Acquisition Procedures.

Government reserves the right to award without exchanges.

Contract Ceiling $975,000.00 See CONTINUATION Page 610-3620162-6091-851100-2543 010050100 Sally L. Leitch Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration will be handled by the following individuals:

a. Contractor: _______________________ Address: _______________________

Contractor Point of Contact (POC) for Contract: __________________________

Alternate POC for Contract: ______________________ Title: ______________________ Phone: ______________________ Email: ______________________

PRIME DUNS: ____________ TAX ID: ____________ Business Size: ______________ SUB DUNS: ____________ TAX ID: ____________ Business Size: ______________

b. GOVERNMENT: Contracting Officer 00250 Sally L Leitch, 317-988-1538 Sally.Leitch@va.gov Department of Veterans Affairs Network Contracting Office (NCO 10) 8888 Keystone Crossing Suite 1100 Indianapolis, IN 46240

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

c. Other [x] Monthly to: https://www.tungsten-network.com/customer-campaigns/veteransaffairs

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Tungsten Network: https://www.tungsten-network.com/customer-campaigns/veteransaffairs

5. QUOTE SUBMISSION: Follow the submission instructions provided in the Instructions to Quoters.

6. LATE QUOTE SUBMISSION: Late submissions shall not be considered.

7. QUESTIONS: All questions shall be submitted no later than 9:00 AM Eastern Time on 10/20/2021 to Sally.Leitch@va.gov. Phone calls shall not be accepted.

B.2 ELECTRONIC INVOICE SUBMISSION AND INVOICING

VENDOR ELECTRONIC INVOICE SUBMISSION REQUIREMENTS AND METHODS

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – the FSC uses a third-party contractor, Tungsten Network (referred to OB10), to transition vendors from paper to electronic invoice submission. Please go to website: https://www.tungsten-network.com/customer-campaigns/veteransaffairs to enroll in the program and begin submitting the electronic invoices, free of charge.

1. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI website is: http://www.x12.org

1. Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

2. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

2. FSC e-Invoice Contact Information: 1-877-353-9791

2. FSC e-Invoice email: vafsccshd@va.gov

BILLING AND INVOICING

1. In accordance with this contract, all services shall be billed in arrears monthly.

2. Contractor shall only bill for services rendered and for line items delivered.

3. A proper invoice that is submitted for payment, shall be accepted, and certified for payment if:

i. Monthly invoice is submitted in arrears, no later than the 20th business day of the following month that services were rendered.

ii. Invoice contains in addition to the information required for submission of a ‘proper’ invoice in accordance with FAR 52.212-4(g) the following information:

a. Name and Address of the Contractor

b. Invoice Date and Invoice Number

c. Contract Number

d. Contract Order Number

e. Purchase Order Number

f. Date Range of Services Provided

g. Description of Services Provided

h. Line/Sub-Line-Item number(s) of services provided

i. Quantity of each Line/Sub-Line Item

j. Unit Rate for each Line/Sub-Line Item

k. Total Cost for each Line/Sub-Line Item

l. Total Invoice Cost

4. The Certifying Official will confirm the information in the submitted invoice to the contract and invoice to ensure it is correct and valid.

i. If the invoice submitted is not a proper invoice, the certifying official shall refuse the invoice with a detailed statement as to why the invoice was refused.

ii. Contractor shall make corrections and resubmit using a separate invoice number, notating the invoice number it is replacing.

B.3 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

As prescribed in FAR Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts and contracts that exceed $250,000.00 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to Federal Awardee Performance and Integrity Information System (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

Each contractor whose contract award is estimated to exceed $250,000.00 requires a CPARs evaluation. A government Focal Point will register your contract within 30 days after award and, at that time, you will receive and email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions you may contact the Customer Support Desk at DSN: 684-1690 or COMM: 207-438-1690.

For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have 60 days to submit any comments and re-assign the report to the CO.

Failure for the contractor’s representative to respond to the evaluation within those 60 days will result in the governments evaluation being placed on file in the database with a statement that the contractor failed to respond. The Contractor’s representative will be locked out of the evaluation and may no longer send comments.

B.4 PRICE/COST SCHEDULE INFORMATION

The maximum total of an awarded contract for Grounds Maintenance and Snow Removal Services in accordance with the Performance Work Statement (PWS) shall not exceed $975,000.00.

Contractor shall provide all necessary labor, management, equipment, and transportation to provide grounds maintenance and snow removal services as stated in the PWS.

Evaluation of Options - For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all quotes relative to each other and will not affect the ranking of quotes based on price, unless after reviewing the quotes, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

If FAR 52.217-8 is utilized at the end of the contract, prices of any possible extension or extensions will be the awarded pricing for the most currently awarded period pricing. The Government is not obligated to exercise any of the option years under FAR 52.217-9.

Estimated Quantities: The Government has provided their best estimate as to the number of items/units that will be required over the base year and all four one-year option periods. The need for services may change due to needs of the medical center. There is no guarantee that the exact number items/units listed in the price schedule will be needed at all times.

Minimum Guarantee: The minimum guarantee for this contract is $6,000.00 over the life of the contract and all options.

Maximum Contract Value: The maximum value of this contract shall be no more than $975,000.00 over the life of the contract, all options, and modifications.

Breakdown of Services and Pricing can be found in Section D.

Billing: While the contract is estimated, the contractor shall bill once monthly in arrears. Contractor shall bill by CLIN/Sub-CLIN equaling the total number for the month. Invoices submitted through Tungsten shall include all requirements of the Billing and Invoicing section of this solicitation and FAR 52.212-4(g) in order to have payments certified.

For Example: October 2020 invoice will be submitted in November of 2020 listing all the required information as listed in the SOW and 52.212-4(g):

· CLIN 0001 Monthly Total of XXXX.

· Sub-Clin 0001AA Remove/treat frozen surfaces at @ $XX = $XX

· Sub-Clin 0001AB Lawn mowing/trimming at @ $X= $XX

B.5 PRICE/COST SCHEDULE

ITEM INFORMATION

Snow and Ice Removal Services In Accordance with the PWS

Contract Period: Base POP Begin: 11-01-2021 POP End: 10-31-2022

0001AA

Remove and/or treat for frozen surfaces including snow removal

Contract Period: Base

0001AB

Snow and Ice removal 2.0 inches or less

0001AC

Snow and ice removal 2.0 inches to 8.0 inches

0001AD

Snow and ice removal 8.1 inches or more

Grounds Maintenance Services

Contract Period: Base

0002AA

Lawn mowing, trimming (weed eating), blowing/sweeping, debris removal

0002AB

Mulching of landscaping beds

0002AC

Weeding, cleaning of landscaping beds and planters

0002AD

Trim trees and shrubs

0002AE

Edging of solid surfaces

0002AF

Fall soil preparation of lawns and over seeding

0002AG

4-Step fertilization, herbicide, pesticide, fungus treatment

0002AH

Additional fall leaf, lawn debris removal twice weekly in peak fall season

0002AJ

Tree trimming and removal of storm damages and dead tree branches when contacted by the COR

Snow and Ice Removal Services

Contract Period: Option 1 POP Begin: 11-01-2022 POP End: 10-31-2023

1001AA

Remove and/or treat for frozen surfaces including snow removal

Contract Period: Option 1

1001AB

Snow and Ice removal 2.0 inches or less

1001AC

Snow and ice removal 2.0 inches to 8.0 inches

1001AD

Snow and ice removal 8.1 inches or more

Grounds Maintenance Services

Contract Period: Option 1

1002AA

Lawn mowing, trimming (weed eating), blowing/sweeping, debris removal

1002AB

Mulching of landscaping beds

1002AC

Weeding, cleaning of landscaping beds and planters

1002AD

Trim trees and shrubs

1002AE

Edging of solid surfaces

1002AF

Fall soil preparation of lawns and over seeding

1002AG

4-Step fertilization, herbicide, pesticide, fungus treatment

1002AH

Additional fall leaf, lawn debris removal twice weekly in peak fall season

1002AJ

Tree trimming and removal of storm damages and dead tree branches when contacted by the COR

Snow and Ice Removal Services

Contract Period: Option 2 POP Begin: 11-01-2023 POP End: 10-31-2024

2001AA

Remove and/or treat for frozen surfaces including snow removal

Contract Period: Option 2

2001AB

Snow and Ice removal 2.0 inches or less

2001AC

Snow and ice removal 2.0 inches to 8.0 inches

2001AD

Snow and ice removal 8.1 inches or more

Grounds Maintenance Services

Contract Period: Option 2

2002AA

Lawn mowing, trimming (weed eating), blowing/sweeping, debris removal

2002AB

Mulching of landscaping beds

2002AC

Weeding, cleaning of landscaping beds and planters

2002AD

Trim trees and shrubs

2002AE

Edging of solid surfaces

2002AF

Fall soil preparation of lawns and over seeding

2002AG

4-Step fertilization, herbicide, pesticide, fungus treatment

2002AH

Additional fall leaf, lawn debris removal twice weekly in peak fall season

2002AJ

Tree trimming and removal of storm damages and dead tree branches when contacted by the COR

Snow and Ice Removal Services

Contract Period: Option 3 POP Begin: 11-01-2024 POP End: 10-31-2025

3001AA

Remove and/or treat for frozen surfaces including snow removal

Contract Period: Option 3

POP End: 10-01-2025

3001AB

Snow and Ice removal 2.0 inches or less

3001AC

Snow and ice removal 2.0 inches to 8.0 inches

3001AD

Snow and ice removal 8.1 inches or more

Grounds Maintenance Services

Contract Period: Option 3

3002AA

Lawn mowing, trimming (weed eating), blowing/sweeping, debris removal

3002AB

Mulching of landscaping beds

3002AC

Weeding, cleaning of landscaping beds and planters

3002AD

Trim trees and shrubs

3002AE

Edging of solid surfaces

3002AF

Fall soil preparation of lawns and over seeding

3002AG

4-Step fertilization, herbicide, pesticide, fungus treatment

3002AH

Additional fall leaf, lawn debris removal twice weekly in peak fall season

3002AJ

Tree trimming and removal of storm damages and dead tree branches when contacted by the COR

Snow and Ice Removal Services

Contract Period: Option 4 POP Begin: 11-01-2025 POP End: 10-31-2026

4001AA

Remove and/or treat for frozen surfaces including snow removal

Contract Period: Option 4

4001AB

Snow and Ice removal 2.0 inches or less

4001AC

Snow and ice removal 2.0 inches to 8.0 inches

4001AD

Snow and ice removal 8.1 inches or more

Grounds Maintenance Services

Contract Period: Option 4

4002AA

Lawn mowing, trimming (weed eating), blowing/sweeping, debris removal

4002AB

Mulching of landscaping beds

4002AC

Weeding, cleaning of landscaping beds and planters

4002AD

Trim trees and shrubs

4002AE

Edging of solid surfaces

4002AF

Fall soil preparation of lawns and over seeding

4002AG

4-Step fertilization, herbicide, pesticide, fungus treatment

4002AH

Additional fall leaf, lawn debris removal twice weekly in peak fall season

4002AJ

Tree trimming and removal of storm damages and dead tree branches when contacted by the COR

Estimated Period of Performance Totals

Base Period

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Total Estimated Contract Value

B.6 PERFORMANCE WORK STATEMENT

1) INTRODUCTION

a) The VA Northern Indiana Health Care System (NIHCS) has a requirement for grounds maintenance services to include snow and ice removal and lawn care services at the Fort Wayne, Indiana campus.

2) BACKGROUND

a) Location NIHCS – Fort Wayne 2121 Lake Avenue Fort Wayne, IN 46805

b) Period of Performance

i) Contract shall be for a 6-month base period with four 1-year options to extend services at the convenience of the Government.

ii) Base Year: 11/1/2021 – 10/31/2022

c) County of Services

i) Allen County

d) Work Hours:

i) NIHCS normal business hours are 7:00 am to 4:30 pm, Monday – Friday, excluding Federal Holidays listed below.

(1) New Year’s Day

(2) Martin Luther King Day

(3) Presidents Day

(4) Memorial Day

(5) Juneteenth

(6) Independence Day

(7) Labor Day

(8) Columbus Day

(9) Veterans Day

(10) Thanksgiving

(11) Christmas

(12) Any other day declared to be a Federal Holiday by the President of the United States.

ii) Contractor shall provide snow and ice removal, snow hauling off campus and deicing services 24 hours per day, 7-days a week including holidays during the snow and ice season.

iii) Contractor shall provide lawn care and landscaping services during normal business hours, and on weekends from approximately April 1 – October 31.

3) APPLICABLE REGULATIONS

a) EPA

i) Federal Insecticide Fungicide and Rodenticide (FIFRA) Act of June 25, 1947

ii) 40 CFR 170 Pesticide Worker Protection Standard

b) Applicators of lawn chemicals classified as restricted use shall provide a copy of their current commercial pesticide/fertilizer applicator certification prior to applying any lawn chemicals on VA Property. http://codes.lp.findlaw.com/incode/15/16/5

c) OSHA

i) 29 CFR 1910.1200

ii) 29 CFR 1910 Subpart I Personal Protective Equipment

4) SCOPE

a) Contractor shall provide all personnel, equipment, tools, supervision, vehicles, transportation, chemicals and other items and services necessary to ensure that grounds maintenance is performed at the NIHCS – Fort Wayne campus in a manner that will maintain healthy grass, trees, shrubs, plants, and present a clean, neat, and professional appearance. Snow and Ice removal services shall be performed in a manner that provides a safe and satisfactory environment.

b) Qualifications & Responsibilities

i) Contractor shall provide the Contracting Officer Representative (COR) a Point of Contact List. Contractor shall update this list whenever there are changes made.

ii) Contractor shall provide current Indiana State Pesticide Application Certification to include the names of Certified Applicators and Certificate of financial responsibility.

iii) Storage space is not provided by the NIHCS for lawn care and snow removal equipment and supplies.

iv) Contractor shall be responsible to ensure Contractor personnel providing grounds maintenance and snow removal services are fully trained and competent on the procedures and equipment used to perform the work in accordance with this PWS to include all appropriate licenses required.

v) Contractor personnel shall wear visible identification badges and company uniforms approved by the COR at all time while on the NIHCS premises.

vi) Contractor shall park in the appropriate designated parking areas. Information regarding parking is available from the VA Police Section or from the COR.

vii) Contractor shall not possess weapons on the NIHCS premises.

viii) Contractor personnel shall not smoke on the NIHCS premises at any time.

ix) Enclosed containers, including tool kits, shall be subject to search at any time. Violations of VA regulations as a result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

x) Contractor personnel shall interrupt their work at any time to avoid interference with patient care and all normal functions of the facility, to include utility services, fire protection, and passage of facility patients.

xi) Contractor shall perform all services in the most efficient manner.

xii) Contractor shall be liable for any damages to government property and privately owned vehicles that occur while services are being performed.

xiii) Contractor shall take such safety precautions reasonably necessary to protect the lives and health of occupants of the facility.

xiv) Contractor shall immediately correct conditions that the Contracting Officer (CO) or Contracting Officer Representative (COR) or designee may deem safety concerns. If the contractor fails or refuses to comply promptly, the Contracting Officer may issue corrective action which may include termination for default.

xv) Contractor is solely responsible for maintenance of repair of contractor’s equipment pertaining to wear and tear, due to any damage incurred in the performance of this contract, or for any loss or damage to material or equipment while at the NIHCS.

c) Check-In Procedures

i) Upon arrival at the NIHCS premises, all Contractor personnel shall check-in with the COR during normal business hours or the AOD when services are provided after normal business hours.

ii) Contractor personnel shall check-in with the AOD during non-business hours such as weekends, or unscheduled services.

d) Protection of Government Property

i) Contractor shall take special care to protect Government property to include all exterior porches, turf, walkways, and pathways, vegetation, and all Government property where the services are performed.

ii) Contractor shall take special care to protect all personally owned vehicles that are the NIHCS premises when services are being provided.

iii) Equipment that can cause damage to asphalt, blacktop, or concrete (for example: equipment with metal tracks) is prohibited.

iv) Tire Chains are permitted.

v) Contractor shall be responsible for any damage to concrete curbs, sidewalks, ramps, signage and sign poles, storm drains, utilities service the facility, manhole and utility access covers, flower beds, shrubbery, trees, parking space stops and areas of lawn and grass incurred during the performance of the contract.

vi) Damage to trees and shrubs from grass incurred during the performance of this contract shall be repaired by the Contractor.

vii) Contractor shall be responsible for replacing the damaged plants with the same size and type of plant. Plant replacement shall occur within 15 days of noticed damage.

viii) All damage shall be reported to the CO and COR within the same business day of the occurrence. Report of damage shall be reported to the COR or AOD within 1-hour if said damage results in a safety hazard and needs immediate attention.

ix) Damage resulting from Contractor operations shall be repaired by the Contractor to the satisfaction of the CO at no additional cost to the Government.

e) Safety Requirements

i) Contractor shall take such safety precautions reasonably necessary to protect the lives and health of all occupants of the facility.

ii) Contractor shall immediately correct conditions the CO, COR or designee may deem as safety concerns.

5) Maintain Improved Grounds

a) Snow and ice removal – The parking and drive areas are approximately 9.5 acres of combined asphalt, concrete, and gravel surfaces. In addition to the parking lot surface there are approximately 7,300 linear feet of perimeter and internal concrete sidewalks to be cleaned.

i) The Contractor shall remove snow and ice from all parking lots, drives, walkways, sidewalks, crosswalks, ramps and loading dock area per the attached map on a 24-hour basis. Removal shall be from edge to edge. All snow in the loading dock area shall be pulled out and placed on VANIHCS lawn areas. All snow shall be removed from parking spaces upon completion of each removal event. Scraper blade shall have contact with the ground. Contractor shall not leave spillover. Contractor shall not push snow off of VANIHCS premises into streets or onto neighboring property. Each snow removal event shall be completed in five hours or less. In instances of sustained snowfall contractor shall continue snow/ice removal until surfaces are clear. Priority areas for snow and ice removal are as follows:

(1) Walks

(2) Main entrance, circle drive and emergency circle drive (I)

(3) Other drives, entrances

(4) Patient parking lots A, C and E

(5) Employee parking lots B, E and G

(6) Employee/Volunteer parking lots, lots D, F and J

(7) Loading dock area (pit) and lot H

(8) East parking lot K

ii) Contractor responsibilities:

(1) Contractor shall evaluate areas of responsibility that have refrozen overnight or been affected by drifting snow.

(2) Contractor shall treat and/or remove areas of snow, ice, and possible blowing snow accumulations by 6:00 a.m. local time of the next day.

(3) Services shall be performed in a manner that shall maintain a satisfactory and safe environment for patients, families, staff, and visitors during periods of snow and ice and when conditions occur that cause refreezing of melt off from previous precipitation and when conditions exist that create blowing and drifting snow from previous precipitation.

(4) Contractor shall perform services in the most efficient manner.

(5) Contractor shall be responsible for any damages to government property and privately owned vehicles that occur from snow and ice removal services.

iii) Contractor shall remove snow and ice by plowing, blowing, shoveling, or other suitable means not harmful to the traffic surface in order to produce and maintain safe passage of pedestrians and vehicles. The Contractor shall provide services to treat and plow snow and deice all areas when there is a minimum snow accumulation of one-half inch. Precipitation that causes ice to form on surfaces shall be treated and removed immediately regardless of accumulation levels.

iv) The contractor shall maneuver around any parked cars that cannot be relocated to clear the area. Contractor shall be liable for any damages to vehicles or property in performance of the contract.

v) The contractor shall provide snow and ice removal services within 90 minutes of notification by the Contracting Officer’s Representative (COR) or the Administrative Officer on Duty (AOD) to treat traffic surfaces and sidewalks.

vi) Contractor shall review internet and/or other means to track weather and be on site ready for larger snow falls of four (4) inches or more. The contractor can arrive at the facility before the COR or AOD calls to prepare before oncoming snowstorm arrival. The contractor’s actions shall be continuous until treatment is no longer necessary. The COR or the AOD shall inspect all areas before the snow and ice removal crew leaves the facility. All high priority areas (facility entrances, sidewalks, steps, emergency room drive, driveways and walkways, patient loading and unloading zones) shall be kept clear of ice and snow at all times.

vii) When overnight snowfall is eight (8) inches or less, the Contractor shall have all areas cleared no later than 6:00 a.m. local time.

viii) When daytime or overnight snowfall is greater than eight (8) inches, blizzard or extreme icing conditions exist, the contractor shall clear all areas to the best capabilities of his or her labor and equipment and focus on the high priority areas marked on attached map.

ix) In the event of excessive accumulation where snow can no longer be pushed off parking spaces, the Contractor shall load, haul, and deposit snow in areas on the VA campus, when and where designated, and as approved by the COR, to ensure parking spaces are not blocked.

x) Snow and ice shall be removed from all hydrants and access to hydrants kept clear at all times.

xi) Plowing and treatment of traffic surfaces both pedestrian and vehicular shall be performed by priority in accordance with priority listing above.

xii) All sidewalks and parkways shall be plowed, treated, and maintained to a safe and usable condition at all times.

xiii) Treatment shall be with rock salt for roads, parking lots, loading area and drives; salt and sand mixture for gravel surfaces; calcium and or magnesium chloride beads or pellets (no flakes or rock salt) for walks, steps, landings, porches, ramps, and handicapped parking areas. Ice melt pellets shall be able to melt at -25 degrees Fahrenheit generating heat on contact and product shall leave little or no residue.

xiv) The contractor shall re-install immediately any traffic or pedestrian safety signs, damaged or dislodged by the snow and ice removal plows or equipment.

xv) The contractor shall install and maintain pedestrian safe snow stakes to mark all hydrants and fire lanes, curbing, edges of parking lots, walkways and drives prior to snow and ice removal season. Snow stakes removal after snow season shall be coordinated with the COR. Snow stakes shall be installed at minimum intervals of 15 feet for drives and parking lots and 10 feet intervals for walkways. Snow stakes shall be approved by the COR before the first snow fall. Snow stakes shall be made of sturdy fiberglass to withstand the elements, but flexible enough to bend and then return to original position. Snow stakes shall be a minimum 5/16 inches wide and 48 inches in length, one end metal-capped and the other end pointed, orange fluorescent in color with hi-visibility 360°reflectors highly visible day or night.

xvi) The contractor and the COR shall inspect the parking lots, sidewalks and other designated areas for damage before the snow/ice season starts and again at the end of snow and ice removal season. The areas shall be checked and documented on a written report of the findings signed by both the contractor and COR and provided to the Contracting Officer. Listing shall include information on:

(1) Parking slot concrete bumpers

(2) Curbing

(3) Facility signage

(4) Parking lot storm drains

(5) ADA wheelchair sidewalk ramps

xvii) Contractor shall clearly mark boundaries of the gravel parking lots so the edges of the lots shall be identified when covered with snow. Contractor shall use snow stakes specified above.

xviii) The contractor shall remove any gravel from the lawn displaced by snow plowing services.

xix) The contractor shall re-grade and fill in potholes on the gravel parking lots when necessary through-out the snow and ice removal season and at the end of season in the spring.

xx) Contractor shall be responsible for any damages incurred during the performance of this contract as defined in “Protection of Government Property” located in Part III, Paragraph G.

xxi) Removal of Ice.

(1) Contractor shall immediately remove ice to provide secure footing or safe driving conditions. In the event packed ice occurs with ambient temperatures falling below deicing chemicals temperature range of usability, deicing agents shall be applied to provide traction for pedestrians and vehicle traffic at all times 24 hours per day and 7 days per week.

(2) Contractor shall ensure that adequate source of deicing agents are readily available throughout the duration of the contract. The price shall not be increased due to the Contractor’s failure to obtain deicing agents necessary to perform services.

b) Lawn Care:

i) The contractor shall provide all labor, materials, manpower and equipment for lawn care services on approximately 12.5 acres of grounds. Lawn mowing shall not occur prior to 7:00 a.m. or after 8:00 p.m.

ii) The contractor shall repair and/or replace any damage to landscaping areas and lawns incurred during the snow and ice removal season.

iii) The frequency of the service for mowing, trimming (weed eating), blowing, and sweeping solid surfaces shall be once per week. Grass height shall be maintained between 2.5 and 4 inches. Under high growth conditions the contractor may be required to mow more than once weekly. Under drought conditions and when no growth has occurred weekly service may not be required. Under said conditions the COR shall determine the need for weekly service. The frequency for other services shall be as listed below.

iv) Lawn care shall include at a minimum:

(1) Removal and disposal of all lawn debris and trash before and after weekly service. May be disposed in VANIHCS containers. Large debris items such as tree limbs shall be cut into 18”-24” lengths and placed in location directed by COR. Debris shall include natural debris (tree limbs, dry brush, rodent habitats, dead animals, etc.) and man-made debris.

(2) Trimming (weed eating) weekly around trees, shrubs, buildings, fences, posts, fire hydrants, parking lot bumpers and other fixed obstacles; concurrent with mowing unless otherwise required by COR.

(3) Mowing; weekly unless otherwise required by COR.

(4) Blowing/sweeping solid surfaces; weekly unless otherwise required by COR.

(a) Annual spring mulching of all landscaping beds.

(b) Monthly cleaning and weeding of beds.

(c) Semi-annual trimming of trees and shrubs.

(d) Monthly edging of all solid surfaces to include chemical treatment of vegetation from cracks in walks, along walls, curbs, ramps and all other paved areas.

(e) Fall preparation of existing sod/soil/lawn for over seeding shall be completed on all lawns (not wooded areas) during the period from September 15 to October 15; water using VA utilities where available and until stabilized as needed for seeding. Where water is not available contractor shall provide adequate means to water as needed.

(i) Core aerate all lawn surfaces in preparation of over seeding.

(ii) Utilize basic landscaping blend type grass seed suitable for Indiana region.

(iii) Provide and apply suitable starter fertilizer as needed.

(iv) In spring, proof roll all lawn surfaces to correct unevenness of the lawn.

(f) Fertilizing/herbicide/pesticide (four step treatment program) for lawns (not wooded areas) and all other vegetation. Annual Four Step program includes:

(i) Early Spring: fertilize and pre-emergent treatment for broadleaf and crab grass control for lawns and landscaping beds.

(ii) Late Spring/Early Summer: fertilize and post emergent treatment (weed and feed) for lawns and landscaping beds.

(iii) Midsummer: fertilize and treat for insects and fungus for lawns and landscaping beds.

(iv) Late Fall: Fertilize and treat for weeds (commonly referred as winterize treatment) for lawn and landscaping areas. Care shall be taken on this step to wait until over seeding has already germinated.

(g) Contractor shall be a state certified applicator for herbicides and pesticides. Material Safety Data Sheets (MSDS) shall be provided prior to notice to proceed. Contractor shall plan work to be performed in a safe and effective manner before work starts.

(5) Additional leaf, seed, and other debris removal shall be completed as required during the fall and spring. Fallen leaves shall be mulched during the fall season. Excessive leaf mulch shall be placed in VANIHCS dumpers. Wooded area shall be cleaned at the end of the mowing season and prior to the first snow fall. Removal shall be conducted approximately twice per week during peak season. Contractor shall provide services on an as needed basis to facilitate neat and clean grounds at all times during the fall and spring seasons.

(6) Contractor shall provide tree and shrub trimming to include removal of storm damaged and dead tree branches. This includes all small trees within 20 feet of buildings. They shall be trimmed and pruned as required to maintain their natural growth characteristics and to enhance the beauty and health of the plant while now allowing contact with buildings. Hedges shall be maintained to their natural mature height and shape.

6) SERVICE DELIVERY SUMMARY

a) 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.

b) Contractor shall provide the following:

i) Contractors shall submit licenses and certification of training.

ii) Contractor shall also provide a written service ticket for all services rendered at completion of service. The service ticket shall include time(s) in/out, task(s) completed and contractor employee name(s) completing the task.

iii) Contractor shall provide Point of Contact List with current names and telephone numbers of employees performing snow and grounds maintenance services for VANIHCS. The number(s) shall be manned during normal business hours and 24 hours/7 days per week during snow removal season.

7) GENERAL INFORMATION

a) Contracting Responsibilities

i) The designated Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract.

ii) Contractor shall communicate with the CO on all matter pertaining to contract administration.

iii) Only the CO is authorized to make commitments or issue any modification to include, but not limited to:

(1) Terms affecting price, or

(2) Terms affecting the quality or quantity of the services listed in this contract.

iv) The CO is the final authority on validating complaints.

v) In the event that the Contractor effects any such change at the direction of any other person other than the CO without prior authority, no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

vi) In the event that the procured services on this contract do not meet the VA’s quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited improvement plan, increased monitoring of the contracted services, consultation or training for Contractor personnel to be provided by the VA; replacement of personnel and/or renegotiation of the contract terms or termination of the contract.

b) Non-Personal Services 36C25022Q0052

i) Government and Contractor agrees that the Contractor and all of its personnel shall not be considered VA employees for any purpose. In the event of an emergency, services shall continue being offered by the Contractor unless instructed otherwise by the CO.

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal, or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor

(ii) Invoice date and number

(iii) Contract number, line-item number and, if applicable, the order number

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered

(v) Shipping number and date of shipment, including the bill of lading number and weight of…