36C25920Q0293-001.docx

RFQ 36C25920Q0293 Grounds Maintenance, including Snow Ice Removal, at Gillette VA Clinic, Wyoming

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25920Q0293 05-08-2020 Monica Gary 918-577-3855 05-13-2020

9:00 AM (CT)

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

1011 Honor Heights Drive Muskogee OK 74401 X 561730 $8 Million N/A X Department of Veterans Affairs Gillette Community Based Outpatient Clinic (CBOC) 604 Express Drive Gillette WY 82718 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

1011 Honor Heights Drive Muskogee OK 74401

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Grounds maintenance, to include winter snow/ice removal, at Gillette CBOC in Gillette, WY, for Sheridan VA Health Care See CONTINUATION Page X X X Monica Gary Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259 Monica Gary Department of Veterans Affairs Network Contracting Office

NCO 19

1011 Honor Heights Drive Muskogee OK 74401

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

3. INVOICES: Invoices shall be submitted in arrears:

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.

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 Contractor Payment Requests Contractor e-Invoice Set-Up Information: 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 question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Access the web site for more invoicing instructions: https://www.fsc.va.gov/einvoice.asp

· Tungsten e-Invoice Setup Information: 1-877-489-6135

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

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov Contractors can inquire on previous, current, and future payments by accessing VIS at https://www.vis.fsc.va.gov/login.aspx?ReturnUrl=%2fDefault.aspx

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Grounds Maintenance, per the PWS, including Mow, Trimming, Edging, Fertilize and Weed Control, Pruning, Flower Bed Maintenance, Aeration, Sprinkler Blow Out, Sprinkler Repair.

Contract Period: Base POP Begin: 05-18-2020 POP End: 05-17-2021

Snow Ice Removal, per the PWS. This is an estimated quantity. The minimum guaranteed amount is ONE JOB for this item.

Contract Period: Base POP Begin: 05-18-2020 POP End: 05-17-2021

Grounds Maintenance, per the PWS, including Mow, Trimming, Edging, Fertilize and Weed Control, Pruning, Flower Bed Maintenance, Aeration, Sprinkler Blow Out, Sprinkler Repair.

Contract Period: Option 1 POP Begin: 05-18-2021 POP End: 05-17-2022

Snow Ice Removal, per the PWS. This is an estimated quantity. The minimum guaranteed amount is ONE JOB for this item.

Contract Period: Option 1 POP Begin: 05-18-2021 POP End: 05-17-2022

Grounds Maintenance, per the PWS, including Mow, Trimming, Edging, Fertilize and Weed Control, Pruning, Flower Bed Maintenance, Aeration, Sprinkler Blow Out, Sprinkler Repair.

Contract Period: Option 2 POP Begin: 05-18-2022 POP End: 05-17-2023

Snow Ice Removal, per the PWS. This is an estimated quantity. The minimum guaranteed amount is ONE JOB for this item.

Contract Period: Option 2 POP Begin: 05-18-2022 POP End: 05-17-2023

Grounds Maintenance, per the PWS, including Mow, Trimming, Edging, Fertilize and Weed Control, Pruning, Flower Bed Maintenance, Aeration, Sprinkler Blow Out, Sprinkler Repair.

Contract Period: Option 3 POP Begin: 05-18-2023 POP End: 05-17-2024

Snow Ice Removal, per the PWS. This is an estimated quantity. The minimum guaranteed amount is ONE JOB for this item.

Contract Period: Option 3 POP Begin: 05-18-2023 POP End: 05-17-2024

Grounds Maintenance, per the PWS, including Mow, Trimming, Edging, Fertilize and Weed Control, Pruning, Flower Bed Maintenance, Aeration, Sprinkler Blow Out, Sprinkler Repair.

Contract Period: Option 4 POP Begin: 05-18-2024 POP End: 05-17-2025

Snow Ice Removal, per the PWS. This is an estimated quantity. The minimum guaranteed amount is ONE JOB for this item.

Contract Period: Option 4 POP Begin: 05-18-2024 POP End: 05-17-2025

Accounting and Appropriation Data

[To be updated upon award]

B.4 PERFORMANCE WORK STATEMENT (PWS)

PURPOSE:

Contractor is required to provide Grounds Maintenance Services, to include Snow and Ice Removal, at the Gillette CBOC, with the intent of ensuring the grounds are Well-manicured, Clean and Safe throughout the areas identified in this performance work statement (PWS), contributing to a Visual and Aesthetic Appeal, for all VA Health Care System visitors and staff. Services must be accomplished in a cost effective, safe, efficient and secure manner for the VA and in support of the VA Mission.

Period of Performance: Refer to the Price Cost Schedule of this contract.

Location: Service are required at the address listed in block 15 of SF1449, page 1 of this contract. Gillette CBOC is one of many clinics that offer services from the Sheridan VA Health Care System, Wyoming.

This is a non-personal services contract. The Contractor, it’s employees, agents and subcontractors shall not be considered government employees for any purpose.

Contractor shall furnish all labor, materials, parts, equipment, tools, shipping, transportation, insurances, licenses, certifications and supervision necessary to provide services in accordance with this Performance Work Statement (PWS). The Contractor is responsible for all charges, fees, applications and procurement of all permits, licenses, registrations and certificates, pursuant to lawful application of the provision of services.

For a contract of this size, scope and complexity, the successful Contractor must perform in a professional manner as recognized by commercial industry standards as good to excellent. This includes generally accepted industry standards for tree care practices.

TASKS and REQUIREMENTS: The Contractor must provide the tasks and requirements for services, during the applicable period of performance, and within the constraints of this PWS and the terms and conditions of this contract.

PWS TASKS AND REQUIREMENTS (continued)

TASK

REQUIREMENT

REQUIRED OUTCOME

Grounds Maintenance

CONSTRAINTS

Grounds Maintenance, per the PWS, including Mow, Trimming, Edging, Fertilize and Weed Control, Pruning, Flower Bed Maintenance, Aeration, Sprinkler Blow Out, Sprinkler Repair.

b. Lawns must be maintained at a height that presents a neat, professional and well-manicured appearance during growing season (April through October), on a weekly basis, as a minimum. The following heights are a guideline for achieving this outcome:

i. Kentucky Blue Grass, St. Augustine -2 to 3 in.

ii. Tall Fescue – 2.5 to 3.5 in.

iii. Bermuda Grass – 1 to 1.5 in.

iv. Zoysia Grass – 1 to 1.5 in.

c. Grass clippings shall be removed or mulched when visible after mowing.

d. Aerate soil on 20,172 sf to maintain grounds healthy state.

e. CHEMICLES – Contractor shall establish and execute an effective commercial fertilizer application program for all grounds. Approved fertilizers shall be applied in accordance with the manufacturer’s instructions. The type and amount or fertilizer applied shall be based on results of a soil test. Weed control and fertilization applications to be performed as required throughout the season. SDS must be provided to COR for approval by VA Safety Office before application. Refer to Safety section and Chemicals in this PWS.

f. GRASS CLIPPINGS AND DEBRIS from leaf blowing must not be blown onto cars.

g. Turf must be maintained in a green condition throughout the year (with exclusion to the snow season, when applicable) without holes or brown patches.

h. Bruising, scalping or rough cutting of turf is not permitted. Areas damaged by the contractor vehicles, erosion, drought or insect/diseases shall be seeded, sprigged, or sodded to meet the standards of surrounding areas.

i. All grass clippings shall be removed from property; Dumpsters will not be provided by VA.

j. Care shall be taken to avoid damage to tree trunks, shrubs, sprinklers and other structures when trimming. All damages shall be reported to the COR, and the Contractor shall promptly make the necessary repairs at no cost to the VA.

k. To ensure the lawns and plants meet the REQUIRED Outcome in this PWS, the contractor may consider the following at their discretion:

a. Use of hoses and portable sprinklers to supplement the existing sprinkler system where necessary

b. Use of handheld watering cans

c. Aerating, reseeding or removing and replacing turf, as necessary, during the year as a result of bare, dead or unhealthy turf

d. Performing thatch removal, as necessary.

b. Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles.

c. Trimming height shall match surrounding area grass heights.

d. All areas shall be trimmed concurrent with mowing.

e. Damage to trees and shrubs from trimming shall be repaired by the contractor. Contractor must notify the COR and CO immediately if any government property is damaged or destroyed due to harm from Contractor’s services, be it accidental or unexpected.

This task involves approximately 20,252 sf of sidewalks, and driveways and all areas indicated in Attachment B of Section D of the contract.

b. All sprinkler parts and equipment will be supplied by the contractor at no additional charge to the VA.

c. Heads, zones, control wires and valves are part of the responsibility of the contractor on this task.

d. Post-Award Orientation will involve scheduling a time the COR will run the system with the awarded contractor prior to working to establish if the system is functioning 100%. At such time, any problems will be identified for the VA to correct prior to the contractor being responsible for the maintenance.

b. Coverings for bedding areas and base of trees must match existing coverings. For example, if rocks are currently used then rocks must be used as a replenishment or replacement, and if mulch is currently in place in certain landscape areas then mulch must be used to replenish or replace, to achieve the optimum REQUIRED outcome of this task.

c. To achieve this outcome, it is anticipated that the contractor will need to water, edge, eliminate weeds, maintain mulch, and repair or replace damaged plants in shrub and plant beds as identified in Attachment B. Any issues in achieving this outcome must be addressed with the COR.

d. All weeds shall be removed or eradicated manually or mechanically, but not chemically, by the contractor.

a. Dead limbs must be trimmed to trunk and dead limbs discarded.

b. Tree trimmings shall be to a length that is safe and uniform in appearance but not cropped short.

c. Plants pruned improperly or damaged shall be replaced by the Contractor, at no cost to the VA, with plants of the same appropriate type and size. Replacement plants must be approved by the COR at least 48 hours in advance.

d. Excessive pruning or stubbing back shall not be permitted, unless Contractor has received prior approval from the COR.

e. Pruning cuts shall be made cleanly, in one plane, and with no tearing of the bark.

f. Stockpiling of debris on site is not allowed.

g. Contractor shall be responsible for removing damaged, broken or dying tree limbs. Any tree removal will need to be approved by COR in advance. All limbs and other debris will be removed from property by contractor.

h. All trees shall be trimmed to meet the minimum safety clearance of:

a. Fourteen (14) feet over streets

b. Twelve (12) feet over driveways and parking lots

c. Eight (8) feet over pedestrian walkway and circulation areas

d. Four (4) feet over buildings

e. One (1) foot from buildings

i. Trees shall be pruned on an as-required basis to provide safety, clearances and/or to prevent structural damage.

j. Topping and de-horning shall not be permitted.

k. Trimming/pruning of trees around utility poles/power lines is the responsibility of the contractor. Notify the COR when trimming/pruning around utility poles/power lines is needed.

l. Contractor shall be responsible for the identification of trees requiring pruning / trimming.

m. Any tree damaged above fourteen (14) feet shall be reported in writing to the Contracting Officer’s Representative.

n. Tree branches growing against electrical and mechanical equipment, building windows and doorways, and / or laying over one story building roofs and gutter shall be reported in writing to the Contracting Officer’s Representative.

o. All shrubs and vines shall be pruned to correspond to and enhance their natural form and flowering habit.

p. Shrubs and vines shall be pruned often enough to maintain the optimum size and conformation, to provide adequate clearance and visibility and to maintain walkways free from obstructions.

q. Shrubs shall be pruned using selective cut to lateral branches, or to the point of origin (thinning cuts). Shrubs shall not be sheared or hedged unless specifically required by the COR

r. Keep shrubs one (1) foot off face of building where necessary. Maintain a clearance of two (2) feet off face of building where a mow band occurs.

s. Any tree damage due to storms will be reported to COR for clarification of height. All branches on the grounds from said storm will be collected and removed from the property by the contractor.

t. This entire task requirement applies regardless of “fault” or “cause of damage” to the facility landscape.

b. They shall be pruned as required to maintain their natural growth characteristics.

c. Shrubs and small trees shall be trimmed and pruned to enhance the beauty and health of the plant.

d. Hedges shall be maintained to their natural mature height and shape.

e. Broadleaf evergreens and flowers beds shall be pruned annually or as required.

f. Maintain clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions.

h. Elimination of food source through use of pesticides is also acceptable.

i. Refer to section on Safety and Chemicals in this PWS

b. Contractor must review area at least one day a week.

TASK

REQUIREMENT

REQUIRED OUTCOME

CONSTRAINTS

Snow Ice Removal

1. Snow Removal

a. The contractor must remove snow and ice from all paved areas, sidewalks, steps stairs, landings, and entrance ramps as shown in Attachment B-5 of Section D of this contract.

b. The contractor must ensure a pathway of 3 feet wide is free of snow accumulation, piles or drifts by removing all snow and ice from sidewalks, steps, landings, and entrance ramps.

c. The contractor must remove snow, including drifts or piles, from all remaining paved surfaces such as roads, and parking lots as shown on the map in Attachment B-5.

d. Snow must be removed prior to 07:30 a.m. before clinic opens, when accumulation exceeds one (1) inch or within one (1) hour after snowfall stops at a reasonable time.

e. This may require multiple snow/ice removals each day.

f. When snowfall is heavy or accumulations become excessive, the contractor, COR and CO will agree on a designated location to place excess snow.

As a performance-based acquisition, and with safety as the utmost priority, the VA expects the successful contractor will be familiar with the historical pattern and accumulation of snow and ice at this Location to achieve immediate and satisfactory results from the moment of contract award, with little learning curve.

For informational purposes, only: Winter services could occur at any hour of the day or night, and at numerous times throughout the day or night depending on the flux of services and weather conditions.

2. Mitigate Ice

All sidewalks, streets and parking lots shall be ice free, including being free from icicle hazards. Sidewalks must be kept slip free.

a. The contractor shall mitigate ice to provide secure footing and/or safe driving conditions. The contractor will provide all material and shall remove and dispose of excess material accumulation.

b. The contractor shall provide and apply ice melt/sand in areas as needed throughout the winter season. The contractor is responsible for all tools, equipment, and materials required. The contractor will apply ice melt/sand to sidewalks, entrances, walkways as needed. Sand/ice melt applied to roadways and parking lots as needed to maintain a safe walking surface.

ESTIMATED WORKLOAD DATA

Grounds Maintenance Of:

Seasonal 20,172 S.F.

Mowing

20,172 S.F.

Edging

2,632 L.F.

Aerate Soil

20,172 S.F.

Maintain Bedding Areas and Flower Beds

3560 S.F.

Snow/Ice removal Of:

Snow Season

20,252 SF

Roads/Parking lots

17,634 S.F

Sidewalks

5,113 S.F.

Safety and Compliance The Contractor must perform services and ensure equipment functions in accordance with:

a. local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines;

b. local, state and federal guidelines and legislation, as well as VA Medical Center Directives and guidelines, relating to chemicals and usage of chemicals, to include pesticides. In particular, refer to VHA Directive 7705 Management of Hazardous Chemicals which can be found in the Directives section of VHA Publications online at https://www.va.gov/vhapublications/index.cfm

c. local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code);

d. local and state environmental laws as well as Environmental Protection Agency (EPA) regulations, Federal Insecticide, Fungicide and Rodenticide Act (FIFRA), involving pesticide use and other pest control procedures;

e. USDA bio-based certification;

f. Title 29 code of Federal Regulations (CFR) 1910.20, Access to Employee Exposure and Medical Records;

g. 29 CFR 1910.132, Personal Protective Equipment;

h. 29 CFR 1910.134, Respiratory Protection;

i. 29 CFR 1910.1200, Hazard Communications The Contractor is responsible for all charges, fees, applications and procurement of all permits, licenses, registrations and certificates, pursuant to lawful application of the provision of services. As required by law, all Contractor personnel performing on-site pesticide application must be certified by the State of Oklahoma. Where there is a conflict between applicable regulations, the most restrictive will apply.

Biohazardous Waste Contractor is not responsible for the cleanup of biohazardous waste and materials, such as, but not limited to, bodily fluids, vomit, blood or any material deemed to be a biohazard, from the grounds. Contractor must immediately notify the COR of the location of biohazardous waste and materials on the grounds.

Chemicals and Pesticides When using all chemicals and pesticides the Contractor must:

1. Not apply any chemical or pesticide product that has not been previously approved in writing by the COR.

1. Ensure the chemicals and pesticides are in accordance with the U.S. Environmental Protection Agency (EPA). Transport, handling and use of all chemicals and pesticides shall be in strict accordance with the manufacturer’s labels and all applicable Federal, state, and local law and regulations.

1. Ensure the chemicals and pesticides are not stored on VA property.

1. Contractor personnel to use appropriate Personal Protective Equipment (PPE) for the type of potential hazard.

1. Only employ the least hazardous material and the most precise application technique for chemical use.

1. Only employ the least hazardous material, the most precise application technique, and minimum quality of pesticide necessary to achieve control.

1. Ensure the pesticides do not include herbicide 2, 4-Dichlorophenoxyacetic Acid (2, 4-D). VA has banned the use of this on all Veterans Health Administration facility grounds, which include all premises listed herein.

1. Obtain written approval from the COR prior to formulating pesticides from concentrate on the premises.

1. Only apply pesticides according to need and not by schedule and also obtain written approval from the COR prior to application. As a general rule, application of pesticide shall not occur unless visual inspections or monitoring devices indicate the presences of pests in the specific area. Preventive pesticide treatments of areas where surveillance indicates a potential insect infestation are acceptable on a case-by-case basis.

Signs for Chemical and Pesticide Use Contractor must notify the COR and clearly display signs at the VA informing VA staff and visitors of the time and date chemicals, or pesticides are to be used on the grounds. Signs must be approved by the COR with advance notice so signs can be displayed at least 48 hours prior to chemical or pesticide use. Signs must remain posted during chemical or pesticide use.

Safety Data Sheet Contractor must provide a Safety Data Sheet (SDS) identifying all chemicals used in the performance of this service, to include respective labels. Either a paper version or emailed version of the SDS must be provided to the COR within:

1. 15 business days of contract award,

1. 15 business days after contract extension, and

1. 5 business days of a change in chemical usage.

The COR will provide written approval and/or initial the Contractor’s SDS for the Contractor’s record.

Chemicals and Pesticide Notifications Contractor must notify COR in writing, and obtain written approval from the COR, at least one week in advance of any application where the chemicals or pesticides are applied to an area of ten (10) square feet or greater.

Remedy or Rework - Rework or Remedy is defined as performing the Service again until the Purpose of this PWS is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy must occur within a reasonable time, but no more than 5 business days of the notice of the rework or remedy requirement from the COR and at no additional cost to the Government.

Grounds, Building Exterior and Parking Lots Upon completion of each service, Contractor must leave the Area(s) in which Services were performed, in the same manner, or better than, in which they were found: clean, undamaged, safe and free of hazards considered unsafe for VA customers and staff. Any GFP or GFE damaged due to work performed by the Contractor shall be repaired or replaced to its original condition and finished at no cost to the Government.

SERVICE REPORTS

Contractor shall provide the COR with individual Service Reports pertaining to tasks and requirements performed at the location. All Service Reports are to be signed and dated by the designated Contractor’s Representative and provided to the COR at the end of each performance. Service reports must be legible. Complete service reports must be received by the COR or CO before any invoice can be certified for payment. Contractor shall email copies of service reports to CO.

Each Service Report must legibly document the following to be considered complete:

1. Name of Contractor and contract number

1. Purchase order number / task order number

1. Contractor Service Report number/log number

1. Description of services performed during the applicable Service period or phase of requirement

1. Description of any problems during service (if applicable)

1. List contractor personnel in attendance during applicable services performance, to include full name

1. Defects, deficiencies and damages of any kind, e.g. damaged trees or plants

1. Record of pesticides/herbicides applied (type, amount, application area, weather conditions)

1. A PDF (Adobe) document showing colored photos of the results of services performed during the period reflected on the service report. Photos must:

8. Include dates on the photos and

8. Be combined in one PDF (adobe) file)

8. Include the contract number on the PDF file and

8. The PDF file must be submitted with each Service Report.

CONTRACTOR PERSONNEL SPECIFICATIONS AND REQUIREMENTS

At all times during performance of Services, in accordance with this PWS, the Contractor must ensure Contractor personnel:

a. Be able to function professionally amongst the general public in a hospital and health care environment. Where possible, a warm-natured and humane approach from Contractor personnel is preferred during the performance of services.

b. Be able to read, understand and apply printed rules, detailed orders, and instructions.

c. Be familiar and compliant with this PWS and all Contractual requirements.

d. Wear Contractor-issued identification name tags in a way that are visibly displayed on the uniform in a prominent manner, being clearly visible to the general public.

e. Maintain a neat, clean, professional and personal hygienic appearance. Be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be as a result of contracted work at the location that day. Tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes will be required in accordance with OSHA requirements.

f. Shall not engage in loud or boisterous behavior or use profane or abusive language.

g. Maintain Decorum at all times. During the performance of services care and consideration must be given to VA visitors and staff. All Services must be performed with minimal disturbance or hindrance to VA Health Care System visitors and staff.

h. While not a requirement, Contractors are encouraged to wear Contractor branded clothing for ease in distinguishing contractor personnel from a distance.

i. Be compliant with VA Safety and OSHA regulations while on VA Health Care System property.

j. Be compliant with parking requirements at each VA Health Care System and park only in the designated parking areas as assigned by the COR.

CONTRACT OVERSIGHT BY THE CONTRACTOR

Contractor Representative and Point of Contact - The Contractor shall specify an individual who shall serve as a single point of contact for all Contract issues. Contractor must provide the COR and Contracting Office with the Contractor’s Representative contact details, to include cell phone and email, as a minimum:

1. Within 5 business days of contract award, and

1. Within 5 business days prior to a change in the COR by the Contractor.

The Contractor’s Representative must be easily accessible by phone and return COR calls within 48hours of a voice message left by the COR.

The contract number shall be referenced in all communications, to include written documents and emails, for all exchanges relating to the contract.

CONTRACT OVERSIGHT BY THE VA

Contracting Officer’s Representative (COR) -Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR(s) assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for service from the COR or the CO. If service is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

The COR will periodically evaluate the Contractor’s performance to ensure services are received in accordance with this PWS. The COR will evaluate the Contractor’s performance through review of the deliverables and Contractor’s performance. When a COR is not assigned, the CO will inform the Contractor of the locally assigned point of contact (POC) at the VA location. In this instance, the Contractor shall communicate and coordinate services through the VA POC and copy the CO on all written communications.

Authority of the COR - The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The

Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

Government Alternate Points of Contact (POC) – Emergencies Only - The COR will identify Alternate Points of Contact (POC) to be used only for instances of emergencies when the COR is not easily contactable. These will be individuals in supervisory or managerial roles within the VA department responsible for monitoring performance on this contract. The Contractor will be provided this information within 5 days of an Alternate POC being assigned. An Alternate POC does not replace the COR nor do they replace the Contracting Officer during the performance and administration of this contract, nor does it relinquish or diminish the Contractor’s requirements in relation to the performance of this Contract.

Penalties for Unauthorized Commitments: CORs, or VA POCs, who violate their delegation are subject to penalties if the violation results in an Unauthorized Commitment. An Unauthorized Commitment is an agreement that is not binding solely because the Government representative who made it lacked the authority to enter into that agreement on behalf of the Government. (FAR 1.602-3(a)) Penalties for violations are outlined in VA Acquisition Regulation 801.690-7 and VA Handbook 7401.7. Examples of Unauthorized Commitments include but are not limited to: COR or other Program Office official directs contractor to deviate from the contract. A contractor mistakes a request from a COR (or VA POC) seeking information as an order, ships the item, the COR (or POC) does not realize it is an improper order and accepts the item rather than reject and return the item. COR (or VA POC) exceeds authority and authorizes work, additional time, money or any other type of extension on contract.

SAFETY AND COMPLIANCE: The Contractor must perform services in accordance with:

1. All federal, state and local laws, whether or not related to the performance of contract services.

1. Local, state and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA);

1. Local, state and federal guidelines and legislation, as well as Sheridan VA Health Care System Directives and guidelines, relating to privacy protection laws

Medical Center Directives and Policies: Each VA Medical Center has directives and policies that are updated from time to time. The COR can provide more detailed information to the Contractor of these upon commencement of the contract and throughout the term of the contract, as needed. VA universal policies include parking, possession of weapons, cell phone use, and use of photography as well as smoking on VA property. Contractor’s must comply with posted rules and signs on federal property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

QUALITY

Quality Control Plan (QCP) - Contractor must develop and maintain a quality program ensuring services are performed in accordance with commonly accepted commercial practices for this type of service, to include generally accepted industry standards for tree care practices, as well as the requirements of this PWS. At a minimum, the contractor must develop Quality Control Procedures (QCP). Contractor must develop and implement Quality Control Procedures to identify, prevent, and ensure non-recurrence of defective services. Contractor shall include a Sustainable Acquisition Plan (SAP) in their QCP. The SAP must describe the approach and quality assurance mechanisms for applying FAR subpart 23.1, Sustainable Acquisition Policy and other Federal laws, regulations and Executive Orders governing sustainable acquisition. The plan shall clearly identify those products and services included in the performance of this contract.

QCP - either a paper version or emailed version of the QCP must be provided to the COR and CO upon request. Contractor must be prepared to comply with requests as soon as:

1. Within 30 days of contract award, and

1. Within 30 days prior to a major change in the QCP by the Contractor.

FEDERAL HOLIDAYS AND STANDARD BUSINESS HOURS - Standard Business Hours at the VA Medical Center are between 8:00am and 4:30pm Monday-Friday excluding Federal holidays, except by special alternate arrangement, coordinated and authorized by the COR.

The Federal Government observes the following days as holidays. Federal Holidays can be found at the OPM website. At time of writing, the information can be found at https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/

The Federal Government observes the following days as holidays.

*Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday.

In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order Any other day designated by the President of the United States to be a Federal holiday

DEFINITIONS

Acceptance Signature - VA employee who is authorized to sign-off on the Service Report Authorization Signature - COR's signature; indicates COR accepts work status as stated in Service Report.

Bedding areas – means bush, shrub, hedge, and flower beds CO - Contracting Officer COR – Contracting Officer’s Representative OSHA – Occupational Safety and Health Administration Pruning of plant material means the following for the purpose of this contract:

1. To maintain clearance from other plants or facilities, and

1. To correct shape, particularly to correct for wind disfiguration, and

1. To provide visibility of pedestrians and motorists, and

1. To maintain walkways free from obstruction, and

1. To eliminate or reduce potentially hazardous situations.

SDS - Safety Data Sheet Service Report - a documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

Services – includes those identified in the Purpose of this PWS SOW – for the purpose of this contract SOW has the same meaning as PWS, and refers to the PWS in this contract.

VA - Department of Veterans Affairs VAHCS – VA Health Care System VAMC – Veterans Affairs Medical Center VA Mission Statement: “To fulfill President Lincoln's promise “To care for him who shall have borne the battle, and for his widow, and his orphan” by serving and honoring the men and women who are America’s Veterans.”

VHA - Veterans Health Administration Visual and Aesthetic Appeal means the following for the purpose of this contract:

1. plants that are Scaled appropriately in relative size when positioned in the garden, on the property and in proportion to the spaces provided, with consideration to the plant’s position around the building structure, immediate environment, regular activity as well as consideration to allowing the plant to benefit from natural light,

1. plants that provide Simplicity (meaning uncluttered, with minimal to nil complexity), as well as minimal visual stimulation, suitable to the environment of the plant’s position,

1. plants that, when positioned in a particular environment, provide a Variety of texture, form, seasonal interest and color, without sacrificing Simplicity, suitable to the environment of the plant’s position. In addition, it also means plants that provide color suitable to the environment, if incorporating color. For example, highly used pedestrian areas may afford a vibrant visual appearance of warm, highly saturated hues (e.g. red, orange, yellow) whereas a single, quiet outdoor sitting area may require calmer visual appearance of cooler hues (e.g. blue, purple, green),

1. plants that create Balance, be it symmetrical or asymmetrical, so as to provide a stable and durable effect,

1. plants that provide a Sequence and transitional flow of plant elements or types when moving from one area to another and are suitable to the environment of the location. For example, requirements for lengthy and highly used pedestrian areas will vary from that of a single, quiet sitting area.

COVID-19 HEALTH REQUIREMENTS

Employee Physical Health: Contractor's employees are expected to be in good physical health and able to work in patient care areas without risk to the patients. No personnel shall be assigned to this contract who are not in good physical health or pose a risk to patients. Contractor's personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. All employees will be screened daily upon arriving on the VA Medical Center property, any contract worker complaining of or showing symptoms will be sent away and must quarantine for 14 days (unless they provide a Doctor’s note stating they are able to work and are not contagious).

If a contractor refuses screening, they can be denied access to the facility. 38 C.F.R. § 1.218(a)(1) vests the Secretary or his designee with authority to close facilities or portions of facilities that are under the charge and control of VA to the public. This includes the authority to prohibit contractors from entering VA facilities, if they refuse to undergo screening measures. Additionally, FAR 52.212-4(q) requires contractors to comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under contracts for commercial services and supplies.

The CDC states that employees, including contractors, with symptoms of influenza-like illness at work during a pandemic should leave the workplace. The CDC provides guidance for the workplace which OMB references in their COVID-19 guidance. The CDC recommends that employees who appear to have acute respiratory illness symptoms (i.e. cough, shortness of breath) upon arrival to work, or become sick during the day, should be sent home immediately. Additionally, if the employee is asymptomatic but tests positive, the employee should be sent home immediately. The responsible Contracting Officer must be notified immediately.

RFQ 36C25920Q0293 Grounds Maintenance, including Snow Ice Removal, at Gillette VA Clinic, Wyoming

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SECTION C - CONTRACT CLAUSES

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

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

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

(2) Before any substantial change occurs in the condition of…