Combined Sol 36C25625Q0469 Shrv Grounds.pdf

1.This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13.5, Simplified Acquisition Procedures for Certain Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This requirement will be evaluated using the comparative evaluation process outlined in FAR 13.106- 2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government.

2. The combined synopsis/solicitation number is 36C25625Q0469.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-02 (eff. 01/03/2025).

4. This requirement is Total Small Business Set-Aside. The North American Industry Classification System number is 561730 with a size standard of 9.5M.

5. Place of Performance:

Overton Brooks VA Medical Center (OBVAMC) 510 E. Stoner Avenue Shreveport, LA 71101

6. Period of Performance: 5 (five) Years

7. SITE VISIT: A site visit is scheduled for March 10, 2025. The following times and locations are detailed below:

Date: March 10, 2025 (Monday) Time: 10:00 am (CST) Location: Overton Brooks VA Medical Center (OBVAMC) COR/Site Visit Facilitator: Jeffery Norris | Jeffrey.Norris@va.gov | 318.990.5245 Ground Shop, Bldg 2, Room 7 510 E. Stoner Avenue Shreveport, LA 71101

Contractors wishing to view the locations of service requirements identified in this solicitation are encouraged to attend this site visit. Attendance is not mandatory, but quotes could be affected. This responsibility is on the Contractor. No other site visit will be scheduled. Please confirm via email to Contracting Officer (CO) and Contracting Officer Representative (COR) via email if contractor anticipate attending.

CO: Le Kisha Douglas, MPA LeKisha.Douglas@va.gov COR: Jeffery Norris Jeffrey.Norris@va.gov

8. All questions regarding this solicitation shall be submitted via email to Contracting Officer, Le Kisha Douglas, MPA at LeKisha.Douglas@va.gov no later than 13:00A.M.

Central Time on March 12, 2025 .

9. Quotes are due no later than March 21 at 14:30 P.M. Central Time and shall be submitted electronically via e-mail to the Contracting Officer, Le Kisha Douglas, MPA at LeKisha.Douglas@va.gov

COMBINE SYNOPSIS/SOLICTATION APPLICABLE Provisions and Clauses

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 EVALUATION – COMMERCIAL ITEMS (NOV 2021) applies to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications –Commercial Items.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order.

Solicitation contains a list of all clauses incorporated by reference in numeric order under 52.252-2 (see below), starting first with FAR and followed by VAAR.

36C25625Q0469

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...27

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.5 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.6 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

52.212-2 EVALUATION—COMMERCIAL ITEMS (NOV 2021)

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

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 36C256 Le Kisha Douglas, MPA

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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.

http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135

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

AMENDMENT NO DATE

PERFORMANCE WORK STATEMENT (PWS)

For

Grounds Maintenance Services At

Overton Brooks VA Medical Center

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide Grounds Maintenance. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: The Overton Brooks VA Medical Center (OBVAMC) is a 40+ acre facility at 510 E. Stoner Avenue, Shreveport, LA 71101 and has a requirement for a grounds contractor to maintain all shrubs, flower beds, trimming shrub/hedges when necessary, mulch beds, remove weeds, cut lawn as scheduled per the Medical Center, plant new seasonal bedding flowers, remove dead trees/shrubs/limbs/debris, fertilization of the lawn twice a year, pickup and dispose of fallen leaves, two pavement sanding after a freezing rain event, and debris pickup each day throughout the day.

Lawn mowing will include all areas within the outer perimeter fencing, and along Stoner Avenue between the fence line and the street curbing.

1.3. Objectives: These daily (work week) services are intended to improve and maintain the overall visual impression of the OBVAMC. These professional services will groom the grass, hedges, scrubs, and trees as well as maintain the flower beds by planting seasonal annual plants, weeding, and mulching. The contractor will pick up trash around the facility including, but not limited to cigarette butts, food wrappers, cups, and plastic containers daily (weekdays) between 0600 and 1430 hours (8 hours each day). The contractor will pick up and dispose of fallen leaves. In the event the facility experiences a freezing rain event, the contractor will sand all pavement surface; prior to inclement weather. (contractor will be called out/on call for these times. Contract anticipates up to four sanding’s per year.

1.4. Scope:

1.4.1. The contractor shall provide all labor and supervision required to maintain shrubs, flower beds, trimming shrub/hedges when necessary, mulch beds, remove weeds, seeding, cutting the lawn, edging the lawn, removing dead trees/shrubs/limbs/debris, fertilization of the lawn twice per year, removal of fallen leaves, and sanding the pavement areas twice per year after a freezing ice event.

Lawn cutting, and edging will occur weekly for a total of 40 cuttings per year. Contractor will provide a schedule of the cuttings for approval by the facility. Hedge and shrub trimming will occur based on their natural growth habits.

The Contractor will remove up to 20 dead trees per year as directed by the facility. Tree will be cut flush to grade, and stump grinding below grade is required.

1.4.2. Contractor and employees are responsible for the design and installation of all landscaping projects using Northwest Louisiana friendly landscaping and material as reviewed and approved by the Chief Engineer, who is the Contracting Officer’s Representative (COR), or his appointed representative. Landscape designs require facility approval prior to planting.

1.4.3. Contractor is responsible for ordering and applying chemicals, fertilizer, grass seed, soil, mulch, and other landscaping supplies necessary for the daily landscaping needs of the facility.

1.4.4. The contractor and his staff are responsible for maintenance and operation of all grounds equipment including lawnmowers, weed eaters, front-end loaders, fork-lifts, bucket lifts, scissor lifts, chainsaws, irrigation equipment, and portable watering devices. All hand tools and equipment are provided by the contractor.

1.4.5. The contractor shall keep all roads, walkways, sidewalks, and parking lots clean of all debris. The contractor will provide one laborer to continuously monitor the facility and pick up debris from 0630 to 1500 hours daily during the work week.

1.4.6. The contractor will get instruction from the COR, or his designated representative daily. Daily duties may change within the scope of work, depending on the needs of the Medical Center. The entire crew will sign in at the Grounds Shop upon arrival on site and sign out prior to departing the site.

1.4.7. The contractor may be subject to all weather conditions, hot, cold, wet, etc., and work in a dirty dusty environment.

1.4.8 Contractor shall ensure that pre-salting due to inclement weather and snow removal is accomplished in all pedestrian area as well as road ways,

1.5. General Information

1.5.1. Quality Control: The Contractor shall develop and maintain an effective Quality Control Program to ensure services are performed in accordance with this PWS. The Quality Control Program (QCP) will be delivered to the COR within 14 calendar days of the contract award. After acceptance of the QCP, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.5.2. Quality Assurance: The Government will inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will be the individual primarily responsible for quality assurance. The COR may perform surveillance by direct observation, performing weekly or bi-weekly inspections, or investigating customer complaints.

1.5.3. Hours of Operation: The contractor is responsible for providing services, between the hours of 6:30 AM to 3:00 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. This includes the presence of a worker on site daily (Work Week) picking up trash and debris. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

GOVERNMENT PERSONNEL OBSERVED HOLIDAYS: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 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 December 25

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

1. Any other day designated by Executive Order;

2. Any other day designated by the President’s Proclamation; and

3. Any other day designated by Federal Statute.

1.5.4. Place of Performance: The work to be performed under this contract will be performed at 510 E. Stoner Avenue, Shreveport, LA 71101

1.5.4.1 Period of Performance: One (1) year base award with four (4) one-year option periods.

1.5.4.2 Site Visit: A site visit is scheduled for March 10, 2025. The following times and locations are detailed below:

Date/Time: March 10, 2025 at 10:00 a.m. (CST)

Location: Overton Brooks VA Medical Center (OBVAMC)

510 E. Stoner Avenue

Ground Shop, Bldg 2, Room 7

Shreveport, LA 71101

COR/Site Visit Facilitator: Jeffery Norris | Jeffrey.Norris@va.gov | 318.990.5245

Contractors wishing to view the locations of service requirements identified in this solicitation are encouraged to attend this site visit. Attendance is not mandatory, but quotes could be affected. This responsibility is on the Contractor. No other site visit will be scheduled. Please confirm via email to Contracting Officer (CO) and Contracting Officer Representative (COR) via email if contractor anticipate attending.

CO: Le Kisha Douglas, MPA LeKisha.Douglas@va.gov

COR: Jeffery Norris Jeffrey.Norris@va.gov

All questions regarding this solicitation shall be submitted via email to Le Kisha Douglas at LeKish.Douglas@va.gov no later than 13:00 p.m. CST on March 12, 2025.

1.4.6. Changes to the Statement of Work: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract and such changes will be executed bi-laterally in accordance with FAR 52.212-4(c). 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, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the 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.

1.5.5. Security Requirements: Contractor personnel performing work under this contract must have a Non-PIV ID card prior to commencement of work under this contract. Renewal of PIV ID cards are to be performed annually.

1.5.5.1. Physical Security: The contractor shall be responsible for safeguarding all Government equipment, information and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.5.5.2. Key Control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COR.

1.5.5.2.1. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon notification of the COR, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor.

In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.5.5.2.2. The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

1.5.5.3. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.5.6. Special Qualifications: The contractor shall possess, at a minimum, the following performance qualifications:

1.5.6.1. Maintain certification in Louisiana landscaping by a regionally accredited organization.

1.5.6.2. Possess technical staff qualified by professional education and technical experience to perform the work required by this statement of work.

1.5.6.3. Ensure that the contractor and all employees working on-site must provide certificates for OSHA Certified 10-hour construction safety course. The Contractor’s on-site supervisor must provide OSHA Certified 10-hour construction safety course.

1.5.6.4. Maintain certification required to apply herbicides, as necessary.

1.5.6.5. These previous items are the minimum certifications required to be documented to the COR at time of quote submission.

1.5.6.6. Active Member National Association of Landscape Professionals and Louisiana Nursery and Landscape Association.

1.5.6.7. Contractor must provide a copy of Landscape Horticultors License.

1.5.6.8. Contractor must provide a copy Louisiana Department of Agriculture and Forestry ground applicator certificates.

1.5.6.9. Contractor must provide a copy Current Louisiana Department of Agriculture and Forestry Commercial Pesticide Applicators License

1.5.6.10. Contractor must provide three (3) examples of projects with similar size and scope.

1.5.6.10. Contractor must provide a detailed work schedule for growing season as well as off season.

1.5.7. Post Award Conference/Periodic Progress Meetings: The contractor shall attend any post award conference convened by the Contracting Officer in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the Government.

1.5.8 Key Personnel: The contractor shall provide a Project Manager/ Superintendent who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the COR. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available all day on each day the contractor is on site

1.5.9 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.5.10 Contractor Travel: Not Applicable

1.5.11 Organizational Conflict of Interest: Contractor and sub-contractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart

9.5. The contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.12 PHASE IN /PHASE OUT PERIOD: Not Applicable

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide coordination between the contractor and the facility to make sure patient care is not impacted by the performance of this contract.

3.2 Facilities: The Government will provide a staging area for the contractor to operate during their days on site.

3.3 Utilities: The Government will provide all utilities available at the facility. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: Not Applicable.

3.5 Materials: Not Applicable.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Facility Clearance: The Contractor shall possess and maintain a facility clearance from the Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a security clearance and received a Non-PIV badge from the VA Police.

4.3. Materials: The Contractor shall furnish all chemicals, fertilizer, grass seed, soil, mulch, and other landscaping supplies necessary for the daily landscaping needs of the facility. The Contractor will also supply all materials for three plantings of Annuals at the entrance circle each year. Timing of the three plantings will be coordinated with the facility.

4.4. Equipment: The contractor shall maintain all equipment provided by the Government. All hand tools will be provided by the contractor. The contractor will be liable for any equipment damage beyond normal use, to the limit of replacement due to the damage.

Minimum equipment listing:

Three 60-inch commercial grade mowers Side by side utility vehicle Commercial grade walk behind blowers and vacs Commercial grade trimmers/edger’s/chainsaws/backpack blowers Four commercial grade push mowers

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Lawn Maintenance Each Visit:

5.1.1 Contractor shall mow all grass areas to a height of 3 inches around buildings and a height of 4 inches on the open grounds.

5.1.2 Contractor shall VERTICAL edge all lawn and pavement intersections such as curbs, sidewalks; and pavement with typical blade edger or line trimmers. The contractor shall vertical edge all lawn and rock/mulch bed intersections. The contractor shall also vertical edge around valve boxes etc. present in the turf. Horizontal edging with line trimmers will not be accepted.

5.1.3 Contractor shall line trim along or around as applicable all items within lawn areas such as but not limited to—chain link fence, chain link gates, signage posts, street lights, buildings, trees, sprinkler heads, bollards, rock beds perimeter, and mulch beds perimeter. Contractor will remove vegetation from the chain link fence.

5.1.4 Blowing of grass clippings from streets, curbs and sidewalks will be allowed; however, the clippings shall be picked-up and removed and not blown back into mowed lawn areas.

5.1.5 Contractor shall remove trash and any other debris on grass prior to mowing. Remove trash and other debris from flower, shrub and rock/mulch beds and from potted plants/trees. The contractor will remove cigarette butts from the lawn areas, rock beds, shrub beds, sidewalks, parking lots, etc. Contractor will empty cigarette butt canisters daily as part of their daily litter/ debris clean-up. Site will be left in a clean manner, with the contractor providing a laborer to continuously monitor and collect trash from the site and pull all outside trashcans and dispose and replace liners daily.

5.1.6 Contractor shall hand pull weeds in flower, shrub, tree, rock/mulch beds and potted plants/trees. Contractor shall hand pull or line trim weeds in concrete and asphaltic paving areas and cracks. The use of weed killer is not allowed, nor will it be applied in bedded areas. Herbicide will be applied to the fitness trail as needed, with a minimum application of once every three months.

5.2 Intermittent Lawn Maintenance:

5.2.1 Contractor shall prune all trees, hedges, shrubs, bushes, and other cultivated plants according to their natural growth habit for proper health and attractive appearance, and to prevent interference with pedestrian and vehicular traffic. Shrubs that are clearly outside of the normal growth pattern shall be pruned regardless of flowering stage.

5.2.2 Contractor shall make regular inspections and remove diseased, broken, and dead branches as needed. The contractor shall immediately notify the COR if disease is running rampant in the lawn (grass), trees, plants, shrubs, etc., and will also notify the COR of evidence of ants or other pests. The contractor shall notify the COR if large amounts of weeds become noticeable in the grass. The Government is responsible for treating the grass for weeds, for treating the shrubs, trees, plants, etc., for disease, and for entomology issues.

5.2.3 The contractor shall avoid pruning shrubs during the flowering stage or thirty days prior to the onset of normal cold winter weather conditions, unless clearly outside the normal growth pattern.

5.2.4 Shrub and hedge pruning shall be maintained on a regular basis according to the Projected Annual Maintenance Schedule prepared by the contractor. The personnel used on this operation shall be trained to take care not to damage the root systems or plants.

5.2.5 Contractor shall trim hedge shrubs and remove clippings as needed throughout the year.

5.2.6 Contractor shall remove all clippings from the work site and dispose of properly.

5.2.7 Contractor shall remove as required all tree, hedge, shrub and bush roots that grow and appear above grade, after determination by the contractor that removal will not damage the applicable cultivated plant. If removal will damage/kill/alter the health of the cultivated plant, contractor shall propose and implement an alternative for the root removal, such as filling, re-grading, and re-sodding.

5.2.8 Annuals will be planted three times a year based on a design prepared by the contractor and approved by the facility.

5.2.9. Contractor shall notify the COR of any dead or diseased trees. The contractor shall remove these trees to ground level. Trunk (below grade) and root removal is not required. Removal of up to 20 trees annually is included within the contract. Cost to remove any trees beyond the 20 trees will be negotiated between the Contracting Officer and the contractor.

5.3 Rock and Mulch Beds. Any existing deleterious mulch or rock type bed fill displaced into pavement or sidewalk areas from rain, foot traffic, or other shall be placed back into beds ON EACH VISIT.

5.4 Restoration: Ruts in lawn areas created by the contractor (e.g. by lawn mowers, vehicles, etc.) shall be repaired, filled, and SODDED to match existing as required. (Seeding will not be accepted). Any other site or building damage because of contractor operations shall be restored to “match existing” condition at the Contractor’s expense.

Records Management:

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer.

The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of

Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

5.5 Service Delivery Summary/Performance Standards: The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success

Performance Objective

SOW

Para

Performance Standard AQL

Maintain Improved and Semi-Improved Grounds

1.1 and 1.3

Grass is maintained within proper height for its area. Sod does not need to be replaced. Sod is healthy and looks well maintained

Customer complaints shall not exceed 3 per month

Maintain Trees, Shrubs, Broadleaf Evergreens, Hedges, and Perennial Flowers

1.4 Trees, plants, hedges, flowers, flourish

and do not need to be replaced. They have adequate drainage and mulch.

They do not show any sign of disease or pests and appear healthy. They are pruned properly and in a timely manner.

They are trimmed properly. Bedding is mulched and free of weeds, grass, and debris. Fertilizer and soil amendments are applied. Soil is aerated;

Customer complaints shall not exceed 2 per month.

Remove Snow & Ice

1.4.8 Snow and ice is removed and does not

accumulate. Paved areas are safe for the vehicle or pedestrian traffic intended.

Areas have adequate de-icing material for the conditions.

Customer complaints shall not exceed 2 for each month it snows.

Removal of debris and collect trash in facility garbage containers.

5.1.5 Grounds are free of trash and litter. Customer complaints shall not exceed 4 per month.

Pest Control 5.2.2 Pest control plan is reviewed and pests Customer complaints

. are controlled. Pesticide usage is reported to base officials shall not exceed 4 per month.

6. Security:

6.1. Information System Officer/ Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

6.2. Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

7. Invoicing and Payments: Invoices for payment shall be submitted monthly in arrears and the following information shall appear on all invoices:

A. Contractor’s name/address/phone number

B. Contract XXX

C. (PO) funding number

D. Contract Number: XXXXX, Month and year of service for invoice submitted

Contract Line Item Number and description of service performed

E. Line Item Price(s) being invoiced

F. Total invoice amount

G. Timeframe of charges included in the invoice

NOTE: Invoices with any incorrect or incomplete information will be returned to the Contractor for resubmission.

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor Electronic Invoice Submission Methods. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1.00 YR __________________ __________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

1001 1.00 YR __________________ __________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

Option Year 1 Contract Period: Option 1 POP Begin:

POP End:

2001 1.00 YR __________________ __________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

Option Year 2 Contract Period: Option 2 POP Begin:

POP End:

3001 1.00 YR __________________ __________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

Option Year 3 Contract Period: Option 3 POP Begin:

POP End:

4001 1.00 YR __________________ __________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for Grounds Maintenance as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

Option Year 4 Contract Period: Option 4 POP Begin:

POP End:

GRAND TOTAL __________________

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(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 the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that…