DRAFT PERFORAMCE WORK STATEMENT

Routine Ground Maintenance and Emergency Landscaping Services at St. Louis VA Medical Center – Jefferson

Barracks

1. Description of Services

The Jefferson Barracks campus is a 126.65-acre facility located at 1 Jefferson Barracks Dr., St. Louis, MO 63125.

The contractor shall provide all labor, supervision, equipment, tools, materials, transportation, and supplies necessary to maintain the Jefferson Barracks (JB) campus grounds in a condition that is clean, safe, and visually professional.

Services shall include mowing, trimming, edging, weed control, debris removal, seasonal cleanup, and limited tree/shrub maintenance as detailed in this PWS. All grounds shall present a neat, uniform, and well-maintained appearance at all times.

2. Scope

The contractor shall provide all labor, supervision, equipment, materials, and supplies necessary to maintain all lawn, landscaped areas, hedges, and shrubs across the Jefferson Barracks campus. Required services include mowing, trimming, edging, maintaining hedges and shrubs, weed removal, seeding, fertilization, debris removal, leaf removal, and the removal of dead trees, shrubs, limbs, and other natural or man-made debris prior to mowing or as needed.

Grounds Maintenance - Growing Season Services (April 1 – October 31):

• Perform weekly mowing, maintaining grass at a height of 3.5 to 4.5 inches.

• Vertically edge all paved surfaces and bed borders; horizontal edging is not permitted.

• Line trim around all obstructions, including fencing, signs, buildings, hydrants, and landscaping beds.

• Remove trash and debris from turf, beds, sidewalks, and parking lots before each mowing cycle.

• Blow clippings off sidewalks, curbs, and paved areas; remove clippings appropriately—clippings shall not be blown back onto turf.

• Maintain hedges and shrubs weekly, including trimming to preserve shape, health, and safe clearances.

• Weeds shall be removed from all landscaped and paved areas by pulling or line trimming. Licensed herbicide applicators may use weed killer only in asphalt or concrete areas and must maintain all required records.

• Notify the COR immediately upon identifying any dead or diseased trees. Removal will be handled under the

Unscheduled CLIN through a separate quote, approval and task order process.

Grounds Maintenance - Non-Growing Season Services (November 1 – March 31):

• Perform mowing, leaf removal, and debris removal (such as sticks, leaves, and trash that must be cleared prior to mowing) on an as needed basis during non-growing season and only when directed by the COR.

Grounds Maintenance - Chemical and Supply Responsibilities:

• The contractor shall procure and apply all required fertilizers, pesticides, mulch, seed, and other landscaping materials no less than two times per year to support performance requirements.

• The contractor shall maintain Safety Data Sheets (SDS), all chemical application records, and all state-required licenses for pesticide/herbicide use.

• The Contractor shall establish and maintain a Hazard Communication Program in accordance with OSHA 29

CFR 1910.1200.

Grounds Maintenance - Equipment and Worksite Requirements:

• The contractor shall provide, maintain, and operate all equipment necessary to perform the required services.

• The contractor shall keep all roads, sidewalks, and parking lots free of routine debris (including everyday trash, sticks, and leaves) that accumulates daily and must be removed prior to mowing

• Work may be required in all weather conditions, including heat, cold, rain, and dusty or dirty environments.

• Any ruts or site damage caused by contractor equipment or vehicles shall be repaired and restored to match existing site conditions at the contractor’s expense.

Unscheduled/Emergency Requirements:

• Unscheduled/emergency work—including but not limited to tree removal, stump removal, stump grinding, root removal, or other grounds, work outside normal scheduled services—requires Governments approval and a separate quote and will be performed only when authorized by the Government through a task order.

Note: Quotes must be assessed as fair and reasonable. If we are unable to make that determination, the

VA reserves the right to obtain the services through a separate solicitation

• Emergencies must be responded to within four (4) hours of COR contact, to include submission of contractor quote, unless otherwise specified. Work shall commence only after approval of quote and issuance of task order.

3. Quality Control

The contractor shall develop and maintain a Quality Control Plan (QCP) describing inspection procedures, checklists, corrective action processes, and communication protocols with the COR. The QCP shall be submitted within 21 calendar days of contract award. All deficiencies shall be corrected within 48 hours unless otherwise approved.

4. Quality Assurance

Contractor performance will be measured according to the Quality Assurance Surveillance Plan (QASP). The QASP provides AQLs and surveillance methods applicable to all performance objectives in this PWS.

5. Hours of Operation

The contractor is responsible for providing services between the hours of 6:00 a.m. and 3:30 p.m., Monday through

Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies or

Government-directed facility closings. Emergency services may be performed outside these hours with COR approval.

6. Holidays

The following Federal holidays are observed, along with any other day declared by the President of the United States as a national holiday:

• New Year’s Day

• Martin Luther King Jr. Day

• Washington’s Birthday

• Memorial Day

• Independence Day

• Juneteenth

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

7. Security and Property Protection Requirements

The contractor must ensure all personnel obtain and maintain the required non-PIV identification before starting work and renew it annually. The contractor is responsible for safeguarding all equipment and ensuring no equipment is left unattended, running, or unsecured while on Government property.

8. Contractor Qualifications & Required Certifications

The Contractor shall ensure full compliance with all applicable local, state, and federal laws, regulations, and standards governing the storage, handling, mixing, recordkeeping, and application of pesticides and herbicides. This includes but is not limited to requirements established by the Missouri Department of Agriculture, the U.S.

Environmental Protection Agency (EPA), VA Medical Center Safety Guidelines, and the Occupational Safety and

Health Administration (OSHA).

All licenses required under applicable law for pesticide or herbicide application must be valid at the time of contract award and remain active throughout the period of performance. The Contractor shall provide copies of any legally required licenses to the Contracting Officer upon request.

Failure to maintain legally required licensing or compliance with applicable pesticide/herbicide regulations constitutes a material breach of contract and may result in suspension of work, withholding of payment, termination, or other remedies available to the Government.

The contractor shall ensure that all personnel working onsite have completed an OSHA 10‑Hour Construction Safety

Course.

9. Contracting Officer’s Representative (COR)

The COR will be appointed by separate letter and is responsible for monitoring technical performance, conducting inspections, communicating with the contractor, and interpreting technical requirements. The designation letter defines the COR’s authority and limitations. The COR cannot change contract terms, pricing, or schedules.

10. Smoking Policy

The Government has instituted a No Smoking policy and prohibits the use of any tobacco products on VA property.

11. Safety Requirements

The contractor must follow all federal, state, and local safety laws, including OSHA requirements, and must provide employees with necessary protective equipment. If the Government identifies a safety violation, the contractor must correct it immediately. Failure to comply may result in the Contracting Officer stopping work and holding the contractor in default.

12. Conduct and Workplace Behavior Requirements

The contractor must ensure all personnel behave professionally and do not disrupt facility operations. The

Government may require immediate removal of any worker whose conduct is unsafe, unprofessional, or otherwise unacceptable. Possession, use, or distribution of illegal substances—including federally illegal drugs such as medical marijuana—is strictly prohibited on Government property. Contractor employees must comply with all federal, state, and local laws and are prohibited from possessing weapons, firearms, or ammunition on VA property.

13. Contract Administration Data

All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer

(CO) is the only person authorized to approve changes or modify any requirements under this contract. The contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO may make commitments or issue changes that affect price, quantity, or quality of performance. Any change made at the direction of any person other than the CO shall be considered unauthorized, and no adjustment will be made to contract price for any resulting increase in costs.

14. Acronyms and Definitions

• CDR: Contract Discrepancy Report – A report issued by the Government to document unacceptable services or supplies during contract performance.

• CLIN: Contract Line-Item Number – A unit of work or service to be performed or delivered as a pay item.

• CO: Contracting Officer – Authorized individual to enter, administer, or terminate contracts.

• POC: Point of Contact – An individual authorized by the CO to perform technical or administrative functions related to the contract.

• PWS: Performance Work Statement – A document describing required outcomes or objectives rather than prescribing methods.

• QA: Quality Assurance – Government actions to ensure contractor performance meets PWS requirements.

• QASP: Quality Assurance Surveillance Plan – A document specifying methods used to monitor contractor performance.

15. Personnel

1. Non-Personal Services

a. This is a non-personal services contract. Personnel rendering services under this contract are not subject to

Government supervision or control. Contract service providers are accountable solely to the Contractor, who in turn is responsible to the Government.

2. Contractor Compliance with the Immigration and Nationality Act of 1952

a. The Contractor shall comply with all applicable provisions of the Immigration and Nationality Act of 1952, as amended, and related laws and regulations enforced by the Department of Homeland Security, Immigration and

Customs Enforcement, and the U.S. Department of Labor, as these relate to non-immigrant foreign nationals working under this contract or any subcontract.

The Contractor shall provide services at the locations identified in this Performance Work Statement. The

Government reserves the right to add, remove, or modify locations and facilities as mission requirements evolve across current and future operational landscapes. The Contractor shall accommodate such changes within the scope of the contract without disruption to services. Any adjustments to pricing, schedule, or resources resulting from such changes shall be addressed through the contractual modification process in accordance with the applicable Changes clause.