36C25024Q0003_1.docx

36C25024Q0003

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.

UEI:

EFT:

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. SIGNAT

URE 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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

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

583-24-1-669-0004 36C25024Q0003 11-02-2023 Granger, Tracy L.

(734) 222-4294 11-08-2023 13:00

EST

Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105 X X 561730 $9.5 Million N/A X Veteran Health Indiana Richard L. Roudebush VA Medical Center Attn: Engineering 1481 West 10th Street Indianapolis IN 46202 Y Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105 https://tungsten-network.com/customer campaigns/veteransaffairs/

See CONTINUATION Page See Price Schedule in Section B.

All questions will be answered via Solicitation amendment.

Questions must be submitted in writing to the Contract Specialist at the following e-mail:

Tracy.Granger@va.gov no later than November 6, 2023, by 1:00 PM EDT.

This procurement is for Snow and Ice Removal Services. The procurement is being conducted under FAR 12 & 13.5.

The contractor must sign the 852.219-75 Certification for sub-contracting.

See CONTINUATION Page 583-3640162-669-853300-2549 010055590 X X X One( 1) Kristina L. Peart Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(Continuation from Standard Form 1449, block 18A.)

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

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

Other Than System for Award Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

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. SECURE FAX: All faxes in regard to this order shall contain the following on the coversheet:

This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

6. Late Quote Submission: Late submissions shall not be considered.

7. SUBMISSION OF OFFER:

3.) The Price/Cost Schedule, Section B 4.) 52.209-7, Information Regarding Responsibility Matters 5.) 52.212-3, Representations and Certifications, or valid completion of SAM is acceptable 6.) 852.219-75, VA Notice of Limitations on Sub-Contracting – Certificate of Compliance for Services and Construction (Nov 2022).

7.) Information shall be received by the date and time specified in Block 8 of SF 1449 in order to be considered for award.

b. By submission of an offer, the offeror acknowledges the requirement that the prospective awardee shall be registered in the System for Award Management (SAM) database prior to award. Offerors who are not registered in SAM should consider applying for registration immediately. Registration in SAM is a requirement to conduct business with the Federal Government. If the prospective awardee is not registered in SAM within the timeframe specified by the Contracting Officer, the successful offeror will be removed from further consideration for award. Offerors can register in SAM at https://www.sam.gov.

c. Simplified Acquisition Procedures of FAR Part 12 and 13.5 are being used to conduct this procurement.

d. Offeror must be certified in the SAM representations and certifications in FAR 52.212-3 that the firm meets the small business size standard for the NAICS Code assigned to the procurement.

8. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

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 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

ITEM INFORMATION

Remove and/or treat frozen surfaces IAW the SOW CSR (Cold Springs Road) WTS (West 10th Street).

Contract Period: Base POP Begin: 11-13-2023 POP End: 11-12-2024 PRINCIPAL NAICS CODE: 561730 - Landscaping Services PRODUCT/SERVICE CODE: S218 - Housekeeping - Snow Removal/Salt

Snow and ice removal 2.0 inches or less CSR -IAW the SOW

POP Begin: 11-13-2023 POP End: 11-12-2024

Snow and ice removal 2.0 inches or less WTS -IAW the SOW

POP Begin: 11-13-2023 POP End: 11-12-2024

Snow and ice removal 2.0-4.0 inches CSR- IAW with SOW

POP Begin: 11-13-2023 POP End: 11-12-2024

Snow and ice removal 2.0-4.0 inches WTS- IAW with SOW

POP Begin: 11-13-2023 POP End: 11-12-2024

Snow and ice removal 4.0-8.0 inches CSR- IAW the SOW

POP Begin: 11-13-2023 POP End: 11-12-2024

Snow and ice removal 4.0-8.0 inches WTS-IAW the SOW

POP Begin: 11-13-2023 POP End: 11-12-2024

Snow and ice removal 8 inches or more CSR - IAW the SOW

POP Begin: 11-13-2023 POP End: 11-12-2024

Snow and ice removal 8 inches or more WTS - IAW the SOW

POP Begin: 11-13-2023 POP End: 11-12-2024

Delivery of 40 bags of ice melting compound for emergencies upon request by COR.

POP Begin: 11-13-2023 POP End: 11-12-2024

Install, maintain and removal of snow stakes IAW SOW Part II, A, r.

POP Begin: 11-13-2023 POP End: 11-12-2024

Removal of snow off campus for an event of snowfall more than 12” IAW SOW Part II, A, j.

POP Begin: 11-13-2023 POP End: 11-12-2024

Provide secured fenced area for bulk material and equipment storage at both properties.

POP Begin: 11-13-2023 POP End: 11-12-2024

Provide secured fenced area for bulk material and equipment storage at both properties.

POP Begin: 11-13-2023 POP End: 11-12-2024

B.5 PERFORMANCE WORK STATEMENT

Part I: General Information A. Introduction

The Richard L. Roudebush VAMC (RLRVAMC) has a requirement for grounds maintenance for snow and ice removal at two locations – the West 10th Street (WTS) facility at 1481 W 10th Street Indianapolis, IN 46201 and the Cold Springs Road (CSR) facility at 2669 Cold Springs Road, Indianapolis, IN 46201.

B. Background

The RLRVAMC provides health care services to Veterans of the U.S. Armed Forces.

C. Scope

1. The contractor shall provide all supervision, labor, tools, equipment, vehicles, transportation, and chemicals necessary to provide full snow and ice removal service for Roudebush VA Medical Center for properties located at 1481 W 10th St, Indianapolis IN 46202 and 2669 Cold Springs Road, Indianapolis IN 46202. Services shall consist of snow and ice removal.

2. The snow and ice removal encompasses snow and ice removal from all designated sites, deicing from all designated areas, removal of snow and ice from all parking lots, drives, walkways, sidewalks, crosswalks, and all ramps. Each line item on the price schedule shall be a job or an event. Whatever effort is required to clear and keep snow and ice clear shall be invoiced as one job/event regardless of the number of passes or pushes involved. If the snowfall exceeds a snow/ice threshold while clearing the snow and ice, the event shall be invoiced at the next higher rate event. This applies to Line Items 0001 - 0014. In the event, there is a disagreement between contractor and the agency concerning the amount of precipitation, amount will be determined by amount on record for Indianapolis, Indiana at the NOAA website. Snow and ice removal shall take place approximately between the months of November through April on an as needed basis. These are estimated times, contractor shall be available before November 13 and after April 15 if snow and ice fall has occurred.

3. Joint Commission Requirements

a. Contractor shall attend a post-award orientation meeting prior to any work on site. VA will schedule the meeting and it will include discussion of the following topics: (VA will provide information to the Contractor regarding these topics and will document the meeting.)

i. Fire and Safety

ii. Infection control

iii. Disaster procedures

iv. Security

b. Contractor shall be responsible to ensure that Contractor employees coming to the work site receive the information required above.

c. Contractor shall be responsible to ensure Contractor employees providing work within the scope of the contract are fully trained and competent on the procedures and equipment used to perform the required work are qualified and have appropriate licenses listed in Part III supporting information.

D. Applicable Documents

Contractor shall ensure that the equipment functions in conformance with the latest published edition of the regulations for the work identified. Contractors shall ensure that the application of any chemicals is in conformance with the latest published edition of the regulations for the work identified.

· OSHA (29 CFR 1910.1200): Contractor shall inform employees of hazards of working with any chemicals they shall be working with.

· OSHA (29 CFR 1910.178 Powered Industrial Trucks): Contractor shall provide current training certifications for all staff operating applicable “powered industrial trucks”.

· OSHA (29 CFR 1910 Subpart I Personal Protective Equipment): Contractor shall ensure staff wear appropriate PPE to protect their employees from injury.

· EPA/State of Indiana (Clean Water Act (40 CFR 112, 116, and 117)): Any fuel, salt storage shall be following the CWA and be added to the local spill plan as necessary.

Part II: Work Requirements A) Technical Requirements

1) Snow and ice removal; The parking and drive areas are approximately 10 acres of combined asphalt, concrete surfaces. In addition to the parking lot surface there are two parking garage structures and approximately 20,000 linear feet of perimeter and internal concrete sidewalks to be cleaned.

a) The Contractor shall remove snow and ice from all parking lots, parking structures, drives, walkways, sidewalks, crosswalks, all ramps, Porto Alegre Drive, sidewalk West of Porto Alegre Drive to the federal property boundary markers on the west side of the 10th Street property per the attached map in section D titled ‘West Tenth Street Facility Snow and ice removal with Priority Areas and Cold Springs Road Facility Snow and Ice Removal with Priority. The map designates levels of priority for Snow and Ice Removal for both facilities.

b) Contractor shall be responsible for providing adequate levels of staffing and equipment to maintain and perform services through-out a snow and ice event. Contractor shall be required to perform at a satisfactory level including simultaneously keeping priority areas clear while working on the remainder of areas of responsibility as defined here in Part II, A, (1).

c) Contractor Responsibilities

i) Contractor shall monitor, evaluate and service areas of responsibility that may have refrozen overnight or been affected by drifting snow.

ii) Contractor shall treat and/or remove areas of snow, ice and possible blowing snow accumulations by 6:00 AM local time of the next business day.

iii) 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.

iv) Contractor shall perform services in the most efficient manner and shall be required to perform said services during regular business hours.

v) The contractor shall be responsible for any damages to government property and privately owned vehicles that occur from snow and ice removal services.

d) Contractor shall remove snow and ice by plowing, blowing, shoveling, or other suitable means not harmful to the traffic surface as necessary to produce and maintain safe passage of pedestrians and vehicles. The Contractor shall provide services to treat and plow snow and deice from 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. The Contractor shall haul snow above one (1) inch to a location as designated by the COR. ‘G” and ‘C’ Lot parking structures, the drives, and sidewalks above them contractor shall also haul all accumulations of snow to the location(s) designated by the COR regardless of levels of accumulation. When the designated location is full the COR will notify the Contractor, that snow shall be hauled off campus.

e) The contractor shall be required to treat and remove by hand any snow or ice accumulations as soon as possible from around any parked cars that cannot be relocated and are plowed in by snow and ice removal equipment.

f) The contractor shall provide snow and ice removal services within two (2) hours of notification by the Contracting Officer’s Representative (COR) or the Chiller Plant Operator (CPO) to treat traffic surfaces and sidewalks. Contractor shall review internet and/or other means to track weather and be on site ready for snow falls of two (2) inches or more. The contractor can be at the facility before the CPO or COR calls to prepare before oncoming snowstorm arrives. The contractor’s actions shall be continuous until treatment is no longer necessary. The contractor shall inspect all areas before the snow and ice removal crew leaves the facility and notify the COR or the CPO of completion of said services. COR or CPO will verify conditions are satisfactory before releasing Contractor’s crew. If Contractor’s services are found to be in adequate or incomplete or contractor’s crew departs worksite, Contractor shall be responsible for satisfactory completion of services at no additional cost to the Agency.

g) All high priority areas at both properties, (facility entrances, including road entrances to the campuses, sidewalks, steps, bus stops, Emergency Room/Ambulance Bay and driveway and walkways, patient loading and unloading zones) shall be always kept clear of ice and snow regardless of manpower and equipment requirements.

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

i) 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 accompanying site plans.

j) In the event of excessive accumulation from a single snow/ice event with accumulations great than twelve (12) inches, the Contractor shall load, haul, and deposit snow in areas on the VA campus, when and where designated, and as approved by the COR, until first available opportunity to remove from property.

k) Snow and ice shall be removed from all hydrants and access to hydrants always kept clear.

l) Plowing and treatment of traffic surfaces both pedestrian and vehicular shall be performed by priority in accordance with attached color priority drawings located in section D.

m) All sidewalks and parkways shall be plowed, treated, and always maintained to a safe and usable condition with marked priority areas completed first.

n) Treatment shall be with salt for paved asphalt surfaces; salt and sand mixture for gravel surfaces; calcium and or magnesium chlorides for concrete surfaces; Parking Garages shall be treated with CMA based chemical compounds, (Calcium Magnesium Acetate). Alternative snow and ice melting compounds and liquids are acceptable at no additional cost to the Agency if compositions are pre-approved by COR.

o) No more than 20 tons of salt and sand shall be stored on VA grounds at each property location and shall be stored in contractor’s secured and fenced areas. Contractor shall keep at least 80 bags of snow melt compounds for concrete surfaces at the facility always. Contractor shall provide to VA 40 bags of ice melting compound upon request by COR for emergencies. Bulk salt and sand shall be stored in the contractor’s secured fenced areas. No salt or sand shall be stored on site after the winter season (i.e., April through October).

p) Speed bumps, if designated to be left in place by the COR, shall be cleared by snow blowers or shovels only. NO snowplows shall be used where speed bumps are located. Contractor shall be responsible for replacing speed bumps, anchors, and concrete below speed bumps if damage occurs due to improper removal of snow using plows, truck or other equipment.

q) The contractor shall re-install immediately any traffic or pedestrian safety signs, permanent bollards or security bollard/planters damaged or dislodged by the snow and ice removal plows or equipment.

r) 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 corners and thereafter at minimum intervals of 20 feet for drives and parking lots and corners and thereafter at 15 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. Where perimeters of parking lots spaces are protected by parking stop bumpers snow stakes shall not be required.

s) 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 as follows for each of the Properties, WTS & CSR:

i) Fire Hydrants

ii) Expansion joints on the parking garages

iii) Garage speed bumps

iv) Parking lot concrete bumpers

v) Facility signage

vi) Parking lot storm drains

vii) ADA wheelchair sidewalk ramps

viii) concrete curbs

b) The contractor shall remove any gravel or debris from the lawns displaced by snow plowing services.

c) The contractor shall re-grade and fill in potholes on the lawn, when necessary, through-out the snow and ice removal season and in the spring at the end of season. Contractor shall be responsible for any required restoration required on the lawns caused by snow removal equipment and snow removal equipment and vegetation killed by snow removal chemicals.

d) 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

e) Removal of Ice.

i) 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, light sand and deicing agent mixture shall be applied to provide traction for pedestrians and vehicle traffic.

ii) Areas marked as priority on the attached maps shall be always kept free of all ice 24 hours per day and 7 days per week. Contractor shall be required to provide portable heating methods and if necessary, break ice up by hand to remove. All treatments shall be the Contractor’s responsibility and shall be provided by the Contractor.

iii) Contractor shall ensure that adequate source of deicing agents is 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.

2. Snow and ice removal Special Requirements for Parking Garages (Lots Of C, G and Main Drive at Atrium Entrance of WTS). Special care shall be taken for removal of snow and ice in the parking garage. Areas of concern are clearly marked on the attached map ‘WTS Snow and Ice Removal with Special Requirements for Parking Garages’.

a. Parking structures shall not be closed by VA at any time during normal business hours of operation for snow and ice removal. Contractor shall work non - business hours to keep the structures and parking spaces clear of ice and snow at all times. Contractor shall ensure all areas of all parking structures are free of snow and ice by 6:00 AM local time on normal business days. If snow and ice accumulate during regular business hours, Contractor shall also perform services in the most efficient manner.

b. Contractor shall not exceed the load limit of the Garage Parking Structures either by equipment or by combination of equipment with snow. Snow shall not be piled upon the parking structure for any reason and shall be promptly removed.

c. All areas of the parking garages shall only have snow and ice removed by a snow blade equipped with a protective rubber edge or broom. Acceptance of the rubber edging shall be determined by the COR.

d. Contractor shall be required to monitor all levels of garages for formation of ice and ice and snow dislodged from parked cars each day. Contractor shall need to check conditions during when necessary and perform ice removal services.

e. Vehicle Access Control Barrier System located at the entrances and exits of garages shall be cleared by snow blowing or by snow shoveling only.

Contractor shall be responsible for repair or replacement if damaged by improper use of snow removal equipment.

f. Chemicals as listed in this contract, calcium magnesium acetate (CMA) or an approved equal shall only be used for removal of snow and ice in this area.

g. The contractor shall be responsible for removal of snow and ice from the underground parking garage structure. Underground parking garage structure consists of.

i) Level (1), Drive running North to South boundaries marked in red on accompanying Map Titled “WTS Snow and Ice removal, Special Requirements”

ii) Level (2), Middle level consisting of interior parking and exterior parking. Exterior portion is designated as parking Lot ‘C’ for the facility.

iii) Level (3), Lower level, underground parking area.

iv) Contractor shall ensure all snow and ice removal services are in accordance with traffic bearing membrane manufacturer’s recommendations for care and maintenance. Manufacturer’s documents will be made available for review during the bidding process.

v) Speed bumps on and in this parking, garage shall be left in place and shall be cleared by snow blowing or shoveling only. NO snowplows may be where speed bumps are located. Contractor shall be responsible for replacing speed bumps, anchors, and concrete below speed bumps if damage occurs due to improper removal of snow using plows, truck or other equipment.

vi) Removal and treatment shall be completed by hand around parked cars if necessary.

h. Contractor shall be responsible for snow and ice removal services for the 6 floors parking garage structure Parking Lot ‘G’.

i) Services for all 6 floors included.

ii) Dumping of snow over the top of structure not permitted.

iii) Special care shall be taken on the ramp leading from the 5th floor to the top deck of the lot to keep it free from ice and snow.

iv) Lower decks shall be kept clear of ice and snow that blows in around the perimeter of the structure. Removal and treatment shall be completed by hand around parked cars if necessary.

3. Snow and ice removal equipment requirements: The defined types and quantities of equipment in part 3 (c.) are highly recommended for a snow and ice weather event.

a. Contractor may provide secured fenced-in compound in H lot for WTS and as designated by VA at CSR for storage of equipment and bulk materials during snow and ice season. Contractor may be required to move compound, materials, and equipment at the direction of the VA. Storage of bulk materials and equipment onsite is at the Contractor’s discretion for their needs.

b. Contractor’s equipment shall be clearly marked with contractor’s company name and or logo. All equipment shall always have back-up safety alarms and yellow flashing beacon lights operational while equipment is running.

c. The following are minimum recommended equipment requirements for an event of eight (8) inch snowfall or less. Contractor may utilize more if desired.

i. Six (6) snowplows equipped with spreaders. Blades shall be not greater than 75 degrees shall be guarded blades (resilient rubber wear edges to protect from damaging surfaces).

· Two (2) snowplows each for CSR Facilities

· Four (4) snowplows each for WTS Facilities

ii. Three (3) Skid steer or front-end loader. Buckets shall have guarded resilient rubber wear edges to protect form damaging surfaces.

· One (1) Skid steer front end loader each CSR Facilities

· Two (2) Skid steer front end loader each for WTS Facilities.

iii. Four (4) snow blowers

· One (1) snow blower each for CSR Facilities

· Three (3) snow blower each for WTS Facilities

iv. Snow shovels as needed at each location

d. The following are minimum equipment requirements for an event of eight (8) inch snowfall or more. Contractor may utilize more if desired.

i. Seven (7) snowplows equipped with spreaders. Blades shall be not greater than 75 degrees shall be guarded blades (resilient rubber wear edges to protect from damaging surfaces of garages).

· Two (2) snowplows equipped with spreaders each for CSR Facilities

· Five (5) snowplows equipped with spreaders each for WTS Facilities

ii. Four (4) Skid steer or front-end loader. Buckets shall have guarded resilient rubber wear edges to protect form damaging surfaces.

· One (1) Skid steer or front-end loader each for CSR Facilities

· Three (3) Skid steer or front-end loader each for WTS Facilities.

iii. Five (5) snow blowers

· One (1) snow blower each for CSR Facilities

· Four (4) snow blower each for WTS Facilities

iv. Snow shovels as needed at each location

4. Deliverables

a. Contractor shall provide 24-hour snow and ice removal during winter months.

b. Contractor shall respond within two hours of notification of snow/ice removal.

c. Contractors shall submit licenses and certification of training where applicable.

d. Contractor shall also provide a written service ticket for all services rendered at completion of service.

e. Contractor shall submit written QA Plan

f. Contractor shall provide 40 bags ice melting compound.

Part III: Additional Contract Requirements

A. Security& Safety

1. The Contractor’s employees shall be required to wear reflective safety vests always while on the premises of the VAMC.

2. Contractor shall not make any repairs to vehicles or equipment on the premises of the VAMC. Inoperable, broken-down vehicles or equipment shall be promptly removed at the earliest convenience.

3. Contractor’s employees shall maintain professionalism always, maintain personal hygiene and wear clean uniforms.

4. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or from the COR.

5. The RLRVAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

6. Contractor shall only use Tobacco products in designated areas. Areas are clearly posted on the facility grounds.

7. Contractor shall not possess weapons on VA Property.

8. Contractors shall submit to the COR a written report of all employees driving vehicles or operating equipment at the VAMC. Report shall include employee’s names, copy of valid driver’s license and verification of, no outstanding tickets for safety infractions or reckless operation of a vehicle. Contractor shall be required to submit report within 15 days of award of contract. Contractor shall perform a periodic audit of report and provide update to COR verifying each employee’s status is still valid and new employees are added, and persons no longer employed are removed. Audit to be performed at a minimum of once each quarter.

9. Contractor shall submit to the COR within five (5) days after award all training certifications, licensing’s and/or any other type of certification. For add-on or replacement personnel certifications and licensing’s shall be submitted five (5) days after the employee is designated to work on the VA facilities and within the Scope of work.

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

11. Contractor shall complete the VA vendor credentialing process and all employees shall receive VA contractor badges through Police Services before beginning any work at the VA. All contractors shall wear VA contractor badges always while onsite.

12. Point of Contact List – For safety and accountability contractor shall provide Point of Contact List with current names and telephone numbers of employees supervising snow and ice maintenance services.

13. Contractor shall provide current training certificates such as safety, and licensing of heavy equipment for each employee that is scheduled to work in accordance with this contract. All required documentation, training, and certificates shall be submitted five (5) days after award.

14. Quality Control Plan – Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices including the proper, safe, and efficient removal of the snow and ice services. maintenance. Contractor shall also develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

15. The C&A requirements do not apply, and a Security Accreditation Package is not required since contractor shall have no access to VA network systems.

B. Place of Performance

W 10th Street (WTS) located at 1481 W 10th Street Indianapolis IN 46202 and the Cold Springs Road (CSR) located at 2669 Cold Springs Road, Indianapolis, IN 46201.

C. Period of Performance

Period of performance is November 13, 2023 through November 12, 2024.

E. Hours of Operation

1. Contractor shall provide snow and ice removal, snow removal from campus and deicing services twenty-four (24) hours per day, seven (7) days per week including holidays.

2. VA normal business hours are 7:00 a.m. to 4:30 p.m., Monday through Friday, excluding the National Holidays listed below and any other day declared a National Holiday by the President of the United States:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

F. Check-in

Upon arrival at RLR VAMC, all Contractor personnel shall check-in with the COR during normal business hours or the CPO after hours and weekends. Contractor shall also provide a written service ticket for all services rendered at completion of service. Timely payment of invoice will depend on submission of service ticket.

1. During normal business hours, the COR or CPO will contact the Contractor when non-scheduled service is needed.

2. During non-business hours the CPO will contact the Contractor when non-scheduled service is needed.

3. Contractor supervisor shall pick up a Government owned radio at engineering bldg. 5 before performing any snow and ice removal, snow hauling or deicing services.

4. Contractor supervisor shall return radio to COR or CPO upon departure and checkout.

5. Contractor shall be responsible for any repairs to damaged radios.

6. Contractor shall be responsible for the total cost of a lost or destroyed radio and battery. The cost of a single radio and battery is at an actual cost of $3,500, and contractor shall be given 30 days to purchase and replace.

G. Protection of Government Property

1. Contractor shall take special care to protect Government property to include all exterior porches, turf, patio areas, walkways and pathways, vegetation, and any government property where the services are performed.

2. Contractor shall be responsible for any damage to concrete curbs, sidewalks, ramps, expansion joints, signage and sign poles, emergency call boxes, wall mounted items in the parking structure, storm drains, utilities serving the facility, manhole and utility access covers, trench drains, bollards, flower beds, shrubbery, trees, speed bumps, parking space stops and areas of lawn and grass incurred during the performance of the contract.

3. All damage shall be reported in writing to the Contracting Officer and COR with-in the same business day of the occurrence. All damages incurred shall also be noted on service ticket for that day. Report of damage shall be reported to the COR or CPO within one (1) hour and immediately if said damage results in a safety hazard and needs immediate attention. Damage resulting from Contractor operations shall be repaired by the Contractor to the satisfaction of the Contracting Officer at no additional cost to the Government.

36C25024Q0003

4. A written list of damages, proposed corrections and schedule of approved corrections shall be provided to Contracting Officer and COR at monthly intervals throughout the duration of this contract. The COR will notify the Contractor and Contracting Officer of any damages(s) after services have been performed which are not noted on contractor’s report of damage. All repairs listed on damage report will be approved by COR before commencement of any repairs Page 1 of Page 1 of

B.6 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

4. This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this SOW. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective in the SOW and on the Service Delivery Summary (SDS) in the contract.

2. What will be monitored?

2. How monitoring will take place.

2. Who will conduct the monitoring.

2. How monitoring efforts and results will be documented.

4. The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

4. This QASP is based on the premise the Government desires to maintain a quality standard in the operation of the systems to be serviced under this agreement and to provide the service is the best means of achieving that objective. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

4. In this contract the quality control program is the driver for service and system quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

4. Surveillance: The government QA (COTR) will evaluate the performance objectives through periodic inspections during each service month.

4. Standard: A Notice of Violation (NOV) is not permitted. The Contractor shall perform all work required in a satisfactory manner in accordance with the appropriate SOW paragraph. The QA shall not consider the services complete until all deficiencies have been corrected.

4. Inspection Procedures: The Government QA (COR) will inspect all performance objectives at least monthly to ensure Contractor compliance with the appropriate paragraphs of the Statement of Work (SOW) and record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, notify the contract manager or the contractor's Quality Control Inspector (QCI) of the deficiencies for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance, or the QA may approve additional time if the QA considers additional time appropriate. If deficiencies are not corrected within the required time frame the QA should notify the Contracting Officer for action.

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