S06. 36C25626Q0495 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 27

0001 03-17-2026 586-27-1-583-0003 None

36C256

Department of Veterans Affairs Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

36C256

Department of Veterans Affairs Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

To all Offerors/Bidders 36C25626Q0495

03-11-2026 X

X X

X 1 (One)

The purpose of this amendment is to post an updated Performance Work Statement (PWS) and updated Quality Assurance Surveillance Plan (QASP).

a. Updated PWS is attached to this amendment as Attachment A.

b. Updated QASP is attached to this amendment as Attachment B.

Note: Contractor must acknowledge this amendment by signing in box 15b and submit with quote before the solicitation due date. If amendment is not acknowledged, contractor will be ineligible for award.

Ashley M. Haslauer Contracting Officer

36C25626Q0495 0001

Attachment A Updated Performance Work Statement

Grounds Maintenance Service G.V. “Sonny” Montgomery VA Medical Center (GVSMVAMC)

1500 E Woodrow Wilson Drive Jackson, MS 39216

1. OBJECTIVE: The GVSMVAMC requires performance-based grounds maintenance services that keep turf, trees, shrubs, beds, walkways, paved surfaces, entrances, and designated exterior areas safe, clean, healthy, and professional in appearance.

All required results are defined by measurable performance standards and Acceptable Quality Levels (AQLs) found in the Performance Requirements Summary (PRS) and monitored under the Quality Assurance Surveillance Plan (QASP).

Performance-based acquisition requirements are applied consistent with FAR Subpart 37.6

2. GENERAL: This requirement is strictly for non‑personal services. The Contractor shall furnish all supervision, labor, equipment, tools, materials, and supplies necessary to fully perform the services described herein. Government employees shall not directly supervise Contractor personnel. Government involvement is limited to inspecting deliverables to verify performance outcomes have been achieved. The Contractor is fully responsible for directing and controlling their personnel and ensuring all work is completed according to the performance standards in this PWS.

Definitions:

• Improved Grounds: Turf and landscaped areas subject to routine mowing, trimming, edging, and horticultural care.

• Police Grounds: All exterior areas requiring collection and removal of litter and debris.

• Event (Snow/Ice): A discrete weather occurrence requiring snow/ice removal or de‑icing to restore safe pedestrian/vehicle access.

• AQL: Acceptable Quality Level – maximum allowable deviation from prescribed performance outcomes.

• Working Day: Monday–Friday, excluding Federal holidays unless otherwise approved.

3. BACKGROUND: The Department of Veterans Affairs, G.V. “Sonny” Montgomery VA

Medical Center, has a requirement for providing grounds maintenance services to all outside areas of the facility in accordance with the terms and conditions stated within this Performance Work Statement (PWS). It is the government’s intent to institute a complete grounds maintenance service that will maintain healthy grass, trees, shrubs, plants, and present a clean, neat, and professional appearance.

4. SCOPE OF SERVICES: Services needed under this effort (to include required

Deliverables) will be executed for the grounds as described below:

A. MAINTAIN IMPROVED GROUNDS

a. Mow Improved Grounds: Grass shall be cut and maintained for area within the attached site plan. Grass clippings shall be removed when visible after mowing. Mowing intervals are determined by the Contractor to maintain outcomes. Turf is healthy, uniformly mowed, and maintained within species-specific height ranges:

• Kentucky Blue Grass, St. Augustine – 2 to 3 in.

• Tall Fescue – 2.5 to 3.5 in.

• Bermuda Grass – 1 to 1.5 in.

• Zoysia – 1 to 1.5 in.

b. Edging: Sidewalks, curbs, pads, and edges have clean, crisp lines with vegetation removed within 0.5 inch of the edge and to a depth of 2 inches.

Acceptance is based solely on outcome. This work involves +/- 12,065 linear feet of sidewalks, driveways, concrete pads, and curbs.

c. Empty Waste Cans/Police Grounds: All exterior areas are free of litter, natural debris, and trash. Waste receptacles are emptied daily on working days and never overflowing. All debris is disposed at the designated on-site location.

d. Pressure washing Services: Entrances, walkways, and designated high‑traffic exterior areas are free of stains, mildew, algae, and dirt accumulation. Minimum required performance: twice per year (spring/fall).

Additional services must be issued in writing by the Contracting Officer (CO) or COR acting within written delegation.

e. Repair Damaged Areas: Outcome: Bare, eroded, or damaged turf areas (including Contractor‑caused damage) are restored using sod matching surrounding turf in density, appearance, and health. Initial restoration must occur within 12 months of contract start and be maintained thereafter.

f. Apply Fertilizer and Perform Pest Identification and Control:

Plant and turf health is sustained through an effective, soil‑test‑based fertilization program and pest pressures are managed through a safe, effective Integrated Pest Management Plan (IPM).

Requirements:

• Annual soil testing by a certified laboratory; fertilizer/lime rates determined by test results.

• Compliance with VHA Directive 1850.02 for pest management operations.

• All pesticides applied by Mississippi‑certified personnel.

• Contractor shall submit an IPM Plan for CO approval prior to pesticide use.

• Contractor shall maintain pesticide usage logs and MSDS/SDS

g. Trimming/Pruning:

Outcome: Trees, shrubs, and hedges maintain healthy growth and natural form; safety clearances are maintained:

• 14 ft above streets

• 12 ft above driveways

• 8 ft above walkways

• 4 inches from buildings

Standards: ANSI A300 and ANSI Z133 safety standards. Topping or de‑horning is prohibited. Acceptance based on outcome, not frequency.

h. Pavement Sweeping Outcome: Pavement and hard surfaces are free of accumulated sand, leaves, debris, and vegetative buildup. Sweeping frequency is determined by the Contractor to maintain this outcome.

i. Maintain Bedding and Planted Areas:

Beds are weed‑free, uniformly mulched to a depth of 3–4 inches, neatly edged, and contain healthy shrubs/plants.

Mulch Performance Characteristics:

Must suppress weeds Non‑staining, non‑toxic ADA‑safe for accessible paths Durable for exterior horticultural use

Contractor may use any mulch meeting these characteristics (“or equal”), consistent with FAR 11.002 performance‑based requirements.

Cleaning of mulch will include but is not limited to:

• Regularly remove any weeds, leaves or sticks to keep mulch looking clean.

• Rake rubber mulch to loosen layers that may have become compacted over time.

• Spray mulch with water to remove any dust or dirt that may have collected on the mulch.

• Replace any mulch that has been displaced.

• Use a leaf blower to clean out leaves or debris from mulch.

• Wash mulch by sprinkling environmentally friendly soap on the mulch covered area and spraying with a hose.

• Pressure wash the mulch with warm water to help clean grime and dirt stuck on the rubber.

Weed barrier installation must be maintained where required.

j. Dead Trees and Shrubs: Shrubs and trees that must be removed due to damage or death shall be pulled up by the roots and removed completely.

New like-kind plants shall be replanted in the existing place at the contractor’s expense.

k. ROCK REMOVAL and SODDING: Remove 6 inches of limestone base from designated area; backfill appropriately; ensure final grade supports sod growth consistent with adjacent areas. See attached site plan for location of rock area.

Authoritative Site Plan Reference:

The location, boundaries, and limits of the rock‑removal area shall be as shown on Site Plan Boundaries (Station No. 586). Although the base drawing is dated 22 March 2004, this attachment is the authoritative depiction for the purposes of this contract.

A site visit has already occurred on 03-16-2026 (10:00 AM-2:30 PM CST); however, this does not replace the Contractor’s obligation to conduct a formal field‑condition verification after contract award. Within 5 business days following contract award, the Contractor shall verify actual site conditions at the designated rock‑removal area to confirm consistency with Site Plan Boundaries Attachment.

If any discrepancies are identified—including but not limited to elevation, grade, excavation limits, or subsurface composition—the Contractor shall notify the COR within 2 business days of discovery. The Contractor shall not price or perform any additional work related to such discrepancies until receiving written direction from the CO.

l. Snow and Ice Removal (Per‑Event):

Outcome: Priority walkways and paved areas are cleared to a minimum 3‑foot width and remain safe for intended pedestrian/vehicular use.

Trigger:

• 1 inch accumulation, or Unsafe conditions requiring de‑icing (Determination made by COR).

Timing:

• Clearing begins when trigger is met

• Snow/ice removed within 1 hour of snowfall ending

• Ice treated immediately

a. IRRIGATION

a. Irrigation System Survey

The Contractor shall perform a full and comprehensive survey of the existing irrigation system across the entire GVSMVAMC campus. The survey shall include:

• Identification and verification of all irrigation components, including heads, valves, lines, controllers, sensors, and backflow devices.

• Operational testing of each zone.

• Documentation of all deficiencies, malfunctions, missing components, leaks, pressure issues, coverage problems, and any areas lacking irrigation but requiring it for proper grounds maintenance.

The Contractor shall provide the COR with a detailed written survey report and an updated, accurate map identifying all irrigation components and system routing.

b. Deficiency List Following completion of the survey, the Contractor shall submit a detailed deficiency list that includes:

• Each deficiency identified

• Exact location

• Recommended corrective action

• Materials and labor required

• Estimated repair timeline

c. Price Proposal for Contract Modification The Contractor shall submit a formal price proposal for modification of the contract to repair and fully restore the irrigation system to proper working condition. This proposal shall include:

• All labor, equipment, and materials required

• Costs for installing additional irrigation in areas where irrigation is absent but required

• Updated map(s) of proposed additions or corrections

• Any warranty and/or commissioning details No repair or installation work shall begin until the Contracting Officer issues a signed contract modification.

d. Responsibility After System Repair Upon completion of all approved repairs under the contract modification and acceptance by the Government, the Contractor will assume full responsibility for all maintenance, operation, and repairs of the irrigation system for the remaining duration of the contract.

These responsibilities include, but are not limited to:

• Seasonal adjustments and programming of controllers

• Repair of broken heads, valves, lines, wiring, sensors, and controllers

• Maintaining proper coverage and water distribution

• Ensuring compliance with Mississippi irrigation licensing requirements

• Ensuring the system remains in fully operational condition at all times

e. Deliverables (Irrigation Specific)

• Irrigation system survey report

• Updated irrigation system map

• Detailed deficiency list

• Formal price proposal for contract modification

• Ongoing irrigation maintenance and repair logs (after system acceptance)

b. REPORTING AND PERSONNEL

a. Weekly Reports: Contractor shall provide a weekly plan for any work to be done as well as a weekly follow up report that shows the work that was done.

This report will include pictures and responses to any issues that need to be addressed. Invoices will be paid for the work that has been completed.

b. Local Personnel: Contractor shall provide local representation for timely response to any complaints. Local representatives should always be present when staff are on site working and should have experience of landscape maintenance. The COR should not walk around the site daily and inform the contractor of their obligations.

c. INVOICING: Invoices will be paid based on work completion. Any work not completed will be De-obligated at the end of the contract.

a. CLC Courtyard: The CLC courtyard will be under construction at some point.

The work that will be done in this area will need to be de-obligated from invoicing. See estimated workload data for size of the courtyard.

b. Loading Dock: The area in the loading dock will be under construction at some point. The work that will be done in this area will need to be de-obligated from invoicing. See estimated workload data for size of the loading dock.

d. PERFORM SNOW/ICE REMOVAL:

The Contractor shall remove snow and ice from all paved areas (roads, parking lots), sidewalks, steps, stairs, landings, and entrance ramps.

Snow and ice removal shall be performed per event, defined as any occurrence in which either of the following conditions is met:

• Snow accumulation reaches one (1) inch, or

• Ice is present and creates unsafe pedestrian or vehicular conditions.

Priority Walkways:

a. Main entry to the hospital

b. West entry near the Emergency Department

c. Emergency Department ramp

d. Research and Education entry

e. Logistics Admin and I-Wing personnel entry

The Contractor shall ensure a minimum 3-foot-wide cleared path free of snow, ice, piles, or drifts on all priority walkways, steps, landings, and ramps.

Snow and ice removal from all remaining paved surfaces (roads and parking lots) shall restore safe and passable conditions for normal facility operations.

Timing Requirement:

Snow and ice shall be removed within one (1) hour after snowfall stops or immediately upon reaching trigger conditions described above.

f. Remove Ice: The contractor shall immediately remove ice to provide secure footing or safe driving conditions by the snow removal operation, or by applying ice melt or sanding with washed sand. The contractor will provide de-ice/sand material and shall remove and dispose of excess sand accumulation.

e. Estimated Workload Data

Item Name Estimated Quantity

1 Mowing 5.01 Acres

2 Edging 12065 Linear Feet

3 Trimming 2500 Linear Feet

4 Mulched Areas 0.62 Acres

5 Fertilizer and Pesticide Application

5.01 Acres

6 Snow/Ice Removal

6a. Sidewalks 4469 Square Yards

6b. Stairs and landings 910 Square Yards

7 Police Grounds 19.50 Acres

8 Pavement Sweeping 14.79 Acres

9 Empty Waste Cans 33 Receptacles

10 Limestone 256 Square yards

11 CLC Courtyard 22779 Square Feet

12 Loading Dock 1219 Square Feet

13 Sod Placement 6980 Square Feet

5. PLACE AND PERIOD OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at G.V. “Sonny” Montgomery VA Medical Center, 1500 E Woodrow Wilson Drive, Jackson, MS 39216. This project, as encompassed by the final contract when executed, will consist of a base year (1 October 2026 to 30 September 2027) plus 4 option years of service for the facility.

Contract performance will end when the contract is successfully completed. Contract type is firm fixed price.

6. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1 Martin Luther King‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Other Federal Holidays (that could occur)

Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented.

7. Contractor Qualifications & Required Certifications

The Contractor shall ensure all personnel performing work under this contract possess the licenses and certifications required by the State of Mississippi and applicable Federal and VA policy. These licenses must be valid at the time of contract award and must remain active for the duration of the contract. Copies of all required licenses shall be provided to the Contracting Officer upon request and prior to the start of performance.

The following licenses are required for performance of this contract:

1. Mississippi Landscape Contractor License Required for turf care, planting, sod installation, pruning, and landscape maintenance activities.

2. Mississippi Pesticide Applicator License Required for all activities involving pesticide, herbicide, or chemical application in accordance with State law and VHA Directive 1850.02.

3. Mississippi Irrigation/Sprinkler Contractor License Required for inspection, adjustment, repair, or modification of irrigation components, including valves, controllers, heads, lines, wiring, and sensors.

All pesticide applications must be conducted by certified applicators in accordance with Federal, State, and VA medical center safety guidelines.

The Contractor shall ensure subcontractors performing any portion of work requiring a license also hold the appropriate State of Mississippi certification. Contractor is responsible for verifying subcontractor compliance.

Failure to maintain required licensing constitutes a material breach of contract and may result in suspension of work, withholding of payment, termination, or other remedies available to the Government.

8. KEY PERSONNEL

During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Scope of Work and covered by the final contract.

9. DELIVERABLES:

Weekly work plan and follow‑up report with photos Soil test results & fertilization logs Approved IPM Plan & pesticide usage logs Irrigation survey report, updated map, deficiency list (If applicable) irrigation repair logs after modification Snow/ice event logs COR‑requested ad hoc reports tied to PWS outcomes

10. RECORDS MANAGEMENT

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C.

chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10- 0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The GVSMVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S.

Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: “Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

12. Flow-down of requirements to subcontractors:

a. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

11. OTHER REQUIREMENTS:

11.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel.

11.2 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor.

11.3 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

11.4 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed.

11.5 VA authorized personnel who may contact contractor for repair service (Note: names will be provided but are subject to change)

Contracting Officer Representative Facility Operations Supervisor Contracting Officer/Specialist

11.6 Warranty: Contractor shall provide a one (1) year warranty on all equipment/services covered in this contract.

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E. ENGINEERING & SUPPLY

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DRAWING DATE REVISION DATE

22 MARCH 2004

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Site Plan Boundaries Attachment

Attachment B Updated Quality Assurance Surveillance Plan (QASP)

Grounds Maintenance Services

G.V. 'Sonny' Montgomery VA Medical Center

1500 E. Woodrow Wilson Drive, Jackson, MS 39216

Table of Contents

1. Purpose

2. Roles & Responsibilities

3. Surveillance Approach

4. Performance Standards & AQLs

5. Surveillance Methods

6. Remedies for Non-Compliance

7. Data Collection & Reporting

8. Review/Update Frequency

9. Performance Requirements Summary (PRS)

1. Purpose This QASP establishes the systematic methods the Government will use to monitor, evaluate, and document the Contractor’s performance in meeting the performance outcomes and Acceptable Quality Levels (AQLs) defined in the Performance Work Statement (PWS). 1

This plan is consistent with FAR Subpart 37.6 (Performance‑Based Acquisition) which requires clearly defined outcomes, measurable standards, and surveillance methods that evaluate Contractor performance based on results, not Government direction of Contractor staff.

2. Roles & Responsibilities Contracting Officer (CO)

• Sole authority to change contract terms, scope, or price.

• Issues cure notices, show cause letters, deductions, or formal modifications.

Contracting Officer’s Representative (COR)

• Conducts surveillance and documents performance.

• Verifies deliverables, Work Plans, weekly reports, logs, and corrective actions.

• Recommends remedies to the CO.

Quality Assurance Specialist (QAS) / Facility Designee

• Performs inspections and maintains QA records.

• Supports COR in documenting compliance or deficiencies

• QA file is the Quality Assurance file.

Contractor

• Implements a Quality Control Plan (QCP) ensuring all performance outcomes are met.

• Submits all deliverables required by the PWS.

• Ensures personnel, equipment, and methods support meeting AQLs.

3. Surveillance Approach The Government will evaluate Contractor performance using:

• Random Sampling (primary method for recurring tasks)

• Periodic Inspections (weekly, monthly, or seasonal, depending on service)

• 100% Inspection for Critical Events (snow/ice, pesticide usage, safety requirements)

• Document Review (weekly reports, irrigation logs, soil tests, pesticide logs)

• Customer Feedback (validated complaints or positive reports)

• This approach aligns with standard performance‑based QASP methodology.

• Surveillance is not intended to direct Contractor labor—it verifies outcomes.

• Verify presence of a designated local representative during periods of on‑site work to ensure timely issue resolution, coordination, and customer communication; verify via random spot checks

• Areas under construction (e.g., CLC Courtyard, Loading Dock) are excluded from sampling and PRS calculations. COR maintains an exclusion list.

• Rock Removal Verification: SURV shall be based on the location shown in Site Plan Boundaries Attachment; COR will validate field conditions on or before the start of work. Any discrepancy notifications submitted under the PWS will be documented in the QA file.

• Authoritative Site Plan Reference:

The location, boundaries, and limits of the rock‑removal area shall be as shown on Site Plan Boundaries (Station No. 586). Although the base drawing is dated 22 March 2004, this attachment is the authoritative depiction for the purposes of this contract.

A site visit has already occurred on 03-16-2026 (10;00 AM-2:30 PM CST); however, this does not replace the Contractor’s obligation to conduct a formal field‑condition verification after contract award. Within 5 business days following contract award, the Contractor shall verify actual site conditions at the designated rock‑removal area to confirm consistency with Site Plan Boundaries Attachment.

If any discrepancies are identified—including but not limited to elevation, grade, excavation limits, or subsurface composition—the Contractor shall notify the COR within 2 business days of discovery. The Contractor shall not price or perform any additional work related to such discrepancies until receiving written direction from the CO.

4. Performance Standards & Acceptable Quality Levels (AQLs)

All performance outcomes are defined in PWS Section 4.

AQLs represent the maximum allowable deviation before the performance is considered unacceptable.

Failure to achieve AQLs results in:

• Required re-performance

• Corrective Action Plan (CAP)

• Potential invoice adjustment or other remedy issued by the CO

5. Surveillance Methods

5.1 Random Sampling (Primary Method)

Used for turf, edging, litter removal, mulching, pruning, and similar recurring activities.

• Sample at least 10% of applicable areas (or the entire area if the universe is small).

• Sampling conducted without notice.

• If more than 5% of sampled items fail, the lot fails its AQL.

5.2 Periodic Inspection

Scheduled checks:

• Weekly during growing season (turf, edging)

• Monthly (pavement sweeping, beds)

• Quarterly (shrub/hedge pruning, turf restoration checks)

5.3 100% Inspection

Mandatory for:

• Snow and ice removal

• Pesticide application logs

• Safety clearance checks

• Irrigation system functionality after post-modification acceptance

This ensures full compliance for critical safety and mission-essential tasks.

5.4 Document Review

Documents the COR will verify include:

• Weekly Work Plan and Weekly Work Report

• Soil tests & fertilization logs

• Approved IPM Plan & pesticide logs with SDS

• Irrigation survey, updated system map, deficiency list, and repair logs

• Snow/ice event logs

• Mississippi (MS) Landscape Contractor License

• Mississippi (MS) Pesticide Applicator License

• Mississippi (MS)Irrigation/Sprinkler Contractor License

• All licenses must be valid at award and remain active through contract.

• Confirm contractor staff complete required records management training (TMS VA 4192704).

• Confirm departing contractor staff complete VA Form 10‑0708 and file is retained.

5.5 Customer Feedback

Validated complaints or compliments will be recorded and used to supplement surveillance results.

6. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance Objective Standard (Outcome) AQL Surveillance Method

Inspection Frequency

Turf Maintenance Turf maintained in species-specific height range; healthy;

95% Random Sampling + Weekly

Weekly during growing season

Performance Objective Standard (Outcome) AQL Surveillance Method

Inspection Frequency no visible clippings;

• Kentucky Bluegrass/St.

Augustine: 2–3 in

• Tall Fescue:

2.5–3.5 in

• Bermuda: 1–

1.5 in

• Zoysia: 1–1.5 in

Inspection

Edging Edges clean;

vegetation removed within 0.5 in and to 2 in depth

95% Periodic Inspection

Bi-weekly typical

Police Grounds / Waste Receptacles

Grounds free of litter;

receptacles empty; no overflow

95% Random Inspection

Daily (working days)

Pavement Sweeping Pavement free of debris, sand, leaves

95% Periodic Inspection

Monthly

Pressure Washing Entrances/walkways free of stains/biological growth

95% Document Review + Spot Checks

Spring/Fall

Repair of Damaged Areas (Sod)

Bare/damaged turf restored within 12 months; matches

95% Periodic Inspection

Quarterly

Performance Objective Standard (Outcome) AQL Surveillance Method

Inspection Frequency surrounding turf

Fertilization & IPM Soil tests done;

fertilizer program implemented; IPM Plan followed

95% Document Review + Spot Checks

Quarterly

Trimming/Pruning Safety clearances achieved; ANSI A300/Z133 followed;

Remove dead/damaged trees/shrubs by the roots, and replace with like‑kind at contractor expense.

95% Periodic Inspection

Quarterly

Beds & Mulch Beds weed-free;

mulch 3–4 in; healthy shrubs; edging maintained; Mulch must be non‑staining, non‑toxic, ADA‑safe for accessible paths, and durable; Cleaning methods as needed:

raking, washing, blowing, pressure washing rubber mulch where applicable.

95% Random Sampling + Spot Checks

Monthly

Irrigation (Post-Repair) All zones operational;

adequate coverage;

logs maintained

95% Document Review + Functional Test

Monthly (in season)

Performance Objective Standard (Outcome) AQL Surveillance Method

Frequency

Snow/Ice Removal • Minimum 3‑foot‑wide cleared path on all priority walkways.

• Trigger: Snow accumulation of ≥1 inch OR presence of unsafe ice conditions.

Unsafe ice indicators include:

observable glaze/black ice; surface temperature ≤32°F on walking surfaces;

facility safety notice for slippery conditions; or

COR

observation with photo.

(Used to corroborate trigger activation;

does not supersede life‑safety responses.)

• Timing:

100% 100% Inspection Per Event

Performance Objective Standard (Outcome) AQL Surveillance Method

Inspection Frequency

Contractor shall begin work when the trigger is met and complete snow/ice removal within 1 hour after snowfall stops;

ice must be treated immediately.

Priority walkways:

• Main Hospital Entry

• West Entry near Emergency Department

• Emergency Department Ramp

• Research & Education Entry

Logistics Admin / I‑Wing Personnel Entry

Performance Objective Standard (Outcome) AQL Surveillance Method

Frequency

Reporting & Deliverables Weekly reports, logs, survey documents complete; Verify presence of a designated local representative during periods of on‑site work to ensure timely issue resolution, coordination, and customer communication; verify via random spot checks

95% Document Review

As required by PWS and

Confirm contractor staff complete required records management training

(TMS VA 4192704).

Confirm departing contractor staff complete VA Form 10‑0708 and file is retained.

Performance Objective Standard (Outcome) AQL Surveillance Method

Inspection Frequency

Rock Removal & Sodding (One-time)

Remove 6 inches of limestone at the marked site‑plan location; backfill and grade; install sod matching surrounding turf.

100% 100% inspection + photo documentation

One‑time (base year)

7. DEFICIENCY CLASSIFICATION

To ensure consistency in CO/COR decisions:

Minor Deficiency

Small deviation that does not impact safety, health, or mission (e.g., isolated weed patch, slight edging irregularity).

→ Contractor corrects during next scheduled service.

Moderate Deficiency

Repeated minor deficiency or one that impacts appearance, customer experience, or plant health.

→ Requires re-performance + possible Corrective Action Plan (CAP).

Major Deficiency

Safety hazard, immediate risk, or failure of critical system (e.g., snow/ice not cleared, irrigation system causing unsafe conditions).

→ Requires immediate correction, CO notification, and possible formal remedy.

8. Review/Update Frequency In accordance with FAR 37.6 and contract terms, the CO may apply the following:

• Re-performance at no additional cost

• Rejecting incomplete or non-conforming work

• Requiring corrective action (CAP) within 5 business days

• Invoice reduction or withholding

• Cure Notice or Show-Cause Notice

• Default action if deficiencies are severe or repeated

Only the CO may impose remedies.

Invoice Adjustment Linkage: When a PRS lot fails its AQL, the COR will document the failed lot, require re‑performance at no cost, and—if outcomes remain unmet—apply a proportionate invoice reduction for the affected service period/area, consistent with contract terms.

Documentation (checklists, photos, sampling logs) will be retained in the QA file and referenced in any deduction.

9. DATA COLLECTION AND REPORTING

The COR/QAS shall maintain:

• Inspection checklists

• Sampling logs

• Photographs of deficiencies (if applicable)

• Monthly Quality Assurance Summary Report

• Records of CAP submissions and responses

Monthly reports are maintained as part of the performance file.

10. REVIEW AND UPDATE FREQUENCY

This QASP shall be reviewed annually by the COR and updated when:

• PWS requirements change

• Contract scope changes

• Surveillance trends indicate a deficiency in method

Changes to the PWS must be issued by the CO.