Attachment 2 - Performance Work Statement.docx

Performance Work Statement (PWS) Grounds Maintenance Services Western Oregon Service Unit (WOSU), Salem, Oregon

Place of Performance: 3750 Chemawa Rd. NE, Salem, OR 97305 Period of Performance: Base Year, 12 months, with four one-year option periods

1.0 Purpose

The purpose of this requirement is to provide performance-based grounds maintenance services that keep the Western Oregon Service Unit campus safe, clean, accessible, and hazard-free for patients, staff, and visitors.

2.0 Scope

The Contractor shall provide all labor, supervision, equipment, tools, materials, supplies, transportation, consumables, and incidentals necessary to perform complete grounds maintenance services. The work includes all exterior areas associated with the WOSU facilities, including buildings, parking lots, sidewalks, stairways, ADA ramps, landscape areas, retention pond areas, garden beds, and grounds within the property line shown on the landscape map. The campus consists of four buildings on approximately 3.71 acres.

3.0 Place of Performance

Western Oregon Service Unit (WOSU), 3750 Chemawa Rd. NE, Salem, OR 97305.

4.0 Period of Performance

Performance shall be for a twelve-month base period, with options to extend performance for four additional one-year periods. The base year start date will be identified in the award or Notice to Proceed.

5.0 Government-Furnished Property and Services

The Government will provide access to exterior work areas and a water source for grounds and parking lot cleaning activities. All other resources are contractor-furnished unless expressly stated otherwise in the award.

6.0 Contractor-Furnished Items

The Contractor shall furnish all personnel, supervision, equipment, tools, herbicides, fertilizers, ice melt, consumables, personal protective equipment, and other materials necessary to meet the performance requirements in this PWS.

7.0 General Requirements

Pre-performance meeting. Within two weeks after Notice to Proceed, the Contractor shall attend an initial meeting with Government facility personnel. Services shall not commence until the pre-performance meeting has been held.

Hours of operation. Routine services shall be performed Monday through Friday during normal weekday business hours, 7:00 a.m. to 5:00 p.m., excluding Federal holidays, unless otherwise authorized in advance.

Service schedule. The Contractor shall perform a minimum of 12 hours of routine service per week, Monday through Friday, or as otherwise coordinated with facility maintenance personnel. The Contractor may adjust the specific days of service to account for weather, facility operations, and seasonal workload, provided the required outcomes are achieved and changes are coordinated in advance.

Staffing. The Contractor shall provide sufficient staffing and supervision to complete the work safely and within the required schedule. At least one responsible lead person shall be onsite during performance and able to communicate with Government personnel.

Safety and facility rules. Contractor personnel shall comply with facility procedures, safety and security requirements, and applicable Federal, State, and local requirements. Contractor personnel shall wear appropriate personal protective equipment, including safety vests and eye protection when needed. Work shall be performed while facilities remain in operation and shall not disrupt patient care.

8.0 Performance Requirements

The Contractor shall manage the work to achieve the outcomes and performance standards below. Frequencies are minimums; the Contractor remains responsible for maintaining acceptable conditions at all times.

8.1 Routine service visit outcomes. During each scheduled service visit, the Contractor shall perform the following as needed to maintain acceptable conditions:

Inspect and maintain the parking lot retention pond; remove debris and trash; control sediment and vegetation, including invasive species and blackberry growth; and keep inlets, outlets, and spillways unobstructed to support proper drainage.

Collect and remove trash and debris from parking lots, gutters, porches, entrances, sidewalks, exterior stairways, and exterior campus grounds.

Sweep, clean, and when required pressure wash sidewalks, outdoor concrete stairways, ADA ramps, and entry areas to maintain safe and clear access.

Remove weeds, dead vegetation, and leaves from lawn areas, garden beds, landscaped areas, and paved areas using manual or mechanical methods appropriate to the location.

Remove cobwebs and debris from exterior building structures, outside stairwells, awnings, entryways, signs, and similar exterior areas.

Haul away all collected trash, clippings, trimmings, leaves, dead vegetation, and other debris from the site after each service visit and dispose of the material at an appropriate permitted facility.

8.2 Periodic grounds and landscape outcomes. The Contractor shall perform the following at the frequencies listed or more often as needed to maintain acceptable conditions:

Mow and edge lawn areas to maintain an orderly appearance. Grass shall not exceed 4 inches unless conditions are unsafe for mowing or otherwise approved.

Edge around trees, shrubs, buildings, posts, fences, flower beds, sidewalks, and curbs after mowing to control weed overgrowth.

Trim bushes and trees at least monthly to prevent overhang, contact with buildings or fences, obstruction of walkways or parking spaces, and encroachment beyond property boundaries.

Water bushes and trees as coordinated with facility maintenance personnel, taking into account seasonal conditions and irrigation system status.

Fertilize bushes, trees, and lawn areas with approved products at manufacturer-recommended rates and frequencies.

Aerate and power rake lawn areas once per year unless conditions make the work unsuitable during the period directed by the Government.

Remove fallen leaves, needles, and vegetation debris during the fall season at least once per month and more frequently if needed to prevent slip, trip, drainage, or appearance issues.

Prune trees and bushes once per year to facilitate healthy growth, remove dead limbs, prevent obstruction, and maintain clearance from buildings, fences, sidewalks, parking areas, and roadways.

8.3 Chemical application controls. When herbicides, fertilizers, or other chemical products are used, the Contractor shall use only products suitable for the target vegetation and location; follow label directions; avoid application during unsuitable wind or precipitation conditions; prevent drift and runoff; and provide product cut sheets and Safety Data Sheets before use. Fertilizer and tree spike applications shall be coordinated with facility maintenance personnel before application.

8.4 Snow and ice removal. During winter weather events, the Contractor shall provide snow and ice removal on an as-needed basis when directed or coordinated with facility maintenance personnel. Work shall be substantially complete before 7:00 a.m. on business days when conditions require safe access before opening. The Contractor shall clear snow and remove ice from sidewalks, steps, stairways, ADA ramps, and parking lots using suitable methods and equipment, and shall apply ice melt in accordance with manufacturer instructions.

8.5 Equipment restrictions. Vacuum and blower equipment designed for outdoor use may be used in parking lots, sidewalks, and grounds; however, such equipment shall not be used near clinic entrances, building entrances, or HVAC fresh-air intakes in a manner that causes dust, odors, or debris to affect indoor air quality.

9.0 Deliverables and Reporting

Service report. The Contractor shall provide a written service report with each invoice. The report shall include dates of service, hours worked, services performed, weather or access issues, chemicals applied, snow and ice events addressed, and any observed conditions requiring Government attention.

Pre-performance submittals. Before beginning work, the Contractor shall provide a proposed service schedule, proposed staffing approach, equipment list, and product cut sheets and Safety Data Sheets for any chemical products proposed for use.

As-needed submittals. Before introducing new chemical products or changing the service approach in a way that may affect performance, safety, or facility operations, the Contractor shall provide updated information for Government review.

10.0 Quality Assurance

The Government will evaluate Contractor performance through scheduled and unscheduled inspections, review of service reports, and observation of completed work. The Government may require corrective action when work does not meet the performance standards. Safety hazards, blocked access routes, drainage blockages, and conditions affecting patient or staff safety shall be corrected immediately or within the timeframe directed by the Government.

11.0 Performance Standards

The Contractor shall meet the following measurable outcomes:

Service schedule adherence: No unexcused missed routine service visits and no failure to provide the minimum weekly service effort unless excused or rescheduled by the Government.

Campus cleanliness: At the end of each service visit, exterior areas shall be free of loose trash, visible debris, and accumulated clippings that create an unsafe or unprofessional appearance.

Access and safety: Sidewalks, stairways, ADA ramps, entrances, and parking areas shall remain clear of vegetation, leaves, snow, ice, and debris that block access or create avoidable slip, trip, or fall hazards.

Retention pond function: Retention pond inlets, outlets, spillways, and drainage paths shall remain unobstructed and visible debris shall be removed.

Vegetation control: Grass, weeds, shrubs, and trees shall be maintained to prevent obstruction, overgrowth, contact with buildings, and encroachment into parking or pedestrian areas.

Chemical control: No unauthorized chemical product may be used. No product may be applied contrary to label directions or before required product information has been submitted.

Snow and ice response: When snow or ice response is required, sidewalks, steps, stairways, ADA ramps, and parking areas shall be made safe for access as early as practicable and substantially complete before 7:00 a.m. on business days when conditions warrant.

Reporting: Service reports shall be complete, accurate, and submitted with invoices.

12.0 Invoicing

The Contractor shall submit invoices electronically through the U.S. Department of the Treasury Invoice Processing Platform (IPP). The Contractor may submit invoices on either a weekly or monthly basis for services performed. If invoicing weekly, each invoice shall be based on the applicable weekly unit price for completed weekly service periods. If invoicing monthly, each invoice shall be based on the sum of the applicable weekly unit prices for completed weekly service periods included in the monthly invoice period. Each invoice shall identify the contract/order number, period of service, CLIN, amount invoiced, and shall include the service report required by this PWS for the invoiced period. Invoices shall not be submitted for services that have not been performed.

End of Performance Work Statement.