Draft Performance Work Statement.docx

Performance Work Statement (PWS) Grounds Maintenance Services for Mann-Grandstaff VA Medical Center

1. Title and Place of Performance Title: Grounds Maintenance Services – Mann-Grandstaff VA Medical Center Place of Performance: All work under this contract shall be performed at the Mann-Grandstaff VA Medical Center (MGVAMC), located at 4815 North Assembly Street, Spokane, Washington 99205. Services shall be executed across all designated exterior grounds, landscaped areas, and facility perimeters as defined in this Performance Work Statement (PWS).

2. Purpose The purpose of this PWS is to define the requirements and standards for the provision of comprehensive grounds maintenance services at the MGVAMC. The Contractor shall perform all work necessary to ensure the facility grounds are maintained in a clean, safe, healthy, and aesthetically pleasing condition in accordance with this PWS and all applicable regulations, codes, and directives. These services are intended to support the Department of Veterans Affairs’ mission of providing a welcoming, professional, and well-maintained environment for patients, staff, and visitors.

3. Scope of Work The Contractor shall provide all labor, materials, equipment, supervision, and management necessary to perform comprehensive grounds maintenance services at the MGVAMC. The Contractor shall maintain all lawn, landscaped, and hardscaped areas of the campus in a safe, clean, and aesthetically appealing condition in accordance with this PWS and all applicable regulations and standards.

Services to be Provided Include:

Lawn mowing Trimming and Edging Lawn aeration and dethatching Street and parking lot sweeping Leaf and debris removal, including seasonal spring and fall cleanups Chemical treatments, including fertilization and weed control Tree and shrub care Irrigation system maintenance and repair Pest control

4. Detailed Performance Requirements Lawn Mowing The Contractor shall perform lawn mowing activities on a weekly basis during the growing season which is defined as May 1-October 15. The Contractor shall perform lawn mowing activities as needed (requested by Contracting Officer’s Representative (COR)) outside of the growing season which is defined as October 16-April 30.

The Contractor shall remove debris from the lawns prior to the mowing operation (sticks, rocks, paper, trash, etc.).

Due to the irrigation schedule, the lawn cutting must be coordinated with the COR or Government Point of Contact (POC) ahead of schedule. Lawn cutting services shall be completed in one day.

The Contractor must maintain the grass height between three (3) and five (5) inches.

The Contractor shall not mow so close to trees, hedges, shrubs, buildings, building service equipment, sprinkler heads, sprinkler release valves, etc. as to cause damage to vegetation or facility structure by the lawn mowing equipment. The Contractor is required to use appropriate equipment to match the 3-5-inch lawn height around the areas that cannot be mowed by larger lawn mowing equipment.

The contractor must remove all clippings the same day and taken to an off-site disposal.

Trimming and Edging The Contractor shall perform trimming and edging services weekly, in conjunction with lawn mowing operations, and shall complete all such activities within the same workday. The Contractor shall ensure that all trimmed areas are maintained at a uniform grass height consistent with the surrounding lawn, typically between three (3) and five (5) inches, unless otherwise directed by the COR or Government POC.

Trimming shall be defined as the cutting and removal of grass and/or weeds growing adjacent to and horizontally over edges of walkways, driveways, curbs, flower beds, poles, flagpole holes, posts, buildings, ditches, fire hydrants, trees, fence lines, parking lots, or other permanent structures.

Edging shall be defined as the creation and maintenance of a clean, sharp line providing a distinct demarcation between lawns and adjoining hard surfaces, such as sidewalks, driveways, and curbs. Edging shall be performed in a neat and uniform manner to preserve the professional appearance of the grounds.

The Contractor shall perform monthly weed whacking and trimming of native vegetation located within the boiler plant security fence. All vegetation within this area shall be maintained in a neat and controlled condition consistent with safety and operational requirements. The Contractor shall remove, collect, and dispose of all resulting debris off-site in accordance with applicable regulations following each trimming.

Under no circumstances shall the Contractor use herbicides or chemical vegetation control agents for trimming or edging purposes unless prior written approval is granted by the COR or Government POC.

Upon completion of daily trimming and edging activities along sidewalks, driveways, curbs, and adjacent areas, the Contractor shall collect all resulting debris and transport it to an approved off-site disposal facility. The Contractor shall ensure that no clippings, residue, or related materials remain on any paved or finished surfaces.

Lawn Aeration and Dethatching The Contractor shall perform complete aeration of all lawn areas annually during the month of May, in accordance with standard commercial landscaping practices approved by the COR or Government POC. Aeration shall be performed to promote root growth, improve water infiltration, and enhance overall turf health.

The Contractor shall perform dethatching of all lawn areas annually, in addition to aeration, as directed by the COR or Government POC. These services shall be conducted in accordance with accepted industry standards and scheduled to minimize disruption to turf recovery and growth.

Prior to performing any aeration or dethatching activities, the Contractor shall locate and clearly mark all sprinkler heads, valve boxes, irrigation lines, and other underground facilities to prevent damage.

The Contractor shall be fully responsible for any damage resulting from aeration or dethatching operations. Any damaged irrigation components, turf, or site infrastructure shall be repaired or replaced by the Contractor at no additional cost to the Government and to the satisfaction of the COR or Government POC.

All debris generated from aeration or dethatching operations shall be collected, removed from the site, and disposed of in accordance with all applicable federal, state, and local regulations.

Street and Parking Lot Sweeping The Contractor shall perform street and parking lot sweeping services on a seasonal basis using an industrial sweeper. Sweeping shall include all paved streets, access roads, drive lanes, fire lanes, and paved parking lots within the designated areas of the MGVAMC campus, including adjacent curbs and gutters.

The Contractor shall remove accumulated sand, gravel, leaves, litter, and other debris from all paved streets and parking lots to maintain a clean, safe, and professional appearance and to prevent debris from entering storm drains. All sweeping operations shall be performed in a manner that minimizes dust, noise, and disruption to facility operations.

The Contractor shall perform sweeping at a minimum in early spring following winter sanding and de-icing activities; in late spring; in late fall following the primary leaf-fall period; and, if weather and site conditions permit, in mid-winter. Additional sweeping events shall be performed as directed by the COR or Government POC when debris accumulation presents a safety hazard, degrades appearance, or threatens to obstruct stormwater drainage.

The Contractor shall use an industrial, truck-mounted or equivalent mechanical or vacuum sweeper suitable for commercial and institutional facilities. All equipment should be maintained in good working order and operated by trained personnel in accordance with manufacturer instructions and applicable safety regulations.

All swept material and debris shall be collected, removed from the VA property, and disposed of off-site in accordance with federal, state, and local regulations. The Contractor shall ensure that no piles or windrows of debris are left on-site and that all work areas are left in a clean condition upon completion of sweeping operations.

Leaf and Debris Removal The Contractor shall perform all leaf and debris removal services necessary to maintain a clean and orderly appearance across all designated areas. These services shall be performed during weekly mowing operations, during the non-growing season as needed, following significant weather events such as windstorms or hailstorms, and at the request of the COR or Government POC. Services shall include removal of leaves, branches, and other organic or windblown debris from lawns, planter beds, landscaped areas, around trees, shrubs, and bushes, stairwells, loading docks, sidewalks, streets, parking lots, road gutters, window wells, and around or behind buildings and exterior service equipment (including but not limited to chillers, air-conditioning condensers, power transformers, and other mechanical units).

The Contractor shall perform two (2) comprehensive spring cleanups prior to the start of the growing season. Spring cleanup activities shall include removal of all accumulated leaves and debris from winter months, clearing of turf and planter beds, and preparation of grounds for mowing and irrigation startup.

The Contractor shall perform four (4) comprehensive fall cleanups during the leaf falling season, with additional cleanups as needed to maintain a clean and professional appearance of all grounds. Fall cleanup activities shall include complete removal and collection of fallen leaves and organic debris from all areas as listed above.

All leaves and debris collected during spring and fall cleanups, as well as during regular maintenance operations, shall be removed from the site and disposed of in accordance with all applicable state and local regulations.

The Contractor shall ensure that cleanup operations do not obstruct walkways, parking areas, or building entrances at any time. All equipment and debris shall be removed from the site upon completion of each cleanup event.

Chemical Treatments and Applications COR approval is required at least 7 days prior to application.

Upon contract award, the Contractor shall provide Material Data Safety Sheets (MSDS) or Safety Data Sheets (SDS) for any chemicals proposed for use and will submit a proposed schedule of all chemical applications.

Lawn applications shall be completed in 8 hours or less due to irrigation schedule.

The first application shall include pre-emergent for crabgrass control, as well as a granular slow-release fertilizer and broadleaf control. This shall be applied no later than the 1st of May.

The second, third, and fourth applications shall consist of fertilization and broadleaf control. The third application again is required to be a granular slow-release product.

The Contractor shall provide a fifth “winterization” lawn treatment consisting of a balanced winter fertilizer and compatible weed control product applied at the end of the growing season, in accordance with manufacturer recommendations and COR- or Government POC-approved schedules and materials.

The Contractor shall apply two (2) Billbug preventative spray application per year for the lawn if directed by the COR or Government POC.

The Contractor shall apply a minimum 3 annual sterilant applications in the hardscape areas, more may be required as directed by the COR or Government POC.

Use of 2,4‑D–based and 2,4,5‑T–related products is not permitted under this contract.

All applicators must be licensed in accordance with EPA regulations and through the State of Washington, if applicable.

Tree and Shrub Care The Contractor shall perform all tree and shrub care necessary to maintain healthy, safe, and aesthetically pleasing condition throughout the contract period. All work shall be performed in accordance with accepted horticultural and arboricultural standards and subject to approval by the COR or Government POC.

The Contractor shall provide fertilization of trees and shrubs as needed to promote vigorous growth and overall plant health. Fertilization shall be performed using methods and materials appropriate for the species, soil conditions, and seasonal requirements. Fertilizer type, application rate, and schedule shall be submitted to the COR or Government POC for approval prior to application.

The Contractor shall perform pruning of trees and shrubs as required to remove dead, diseased, or damaged limbs; promote healthy growth; maintain proper form and clearance; and prevent interference with buildings, walkways, lighting, signage, and utilities. All pruning shall be performed in accordance with ANSI A300 industry standards.

The Contractor shall monitor trees and shrubs for evidence of disease, infestation, or pest activity. When problems are identified, the Contractor shall promptly notify the COR or Government POC and submit a recommended treatment plan. Pest control measures, including application of pesticides or fungicides, shall not be performed without prior written approval from the COR or Government POC. All pest control operations shall comply with all applicable federal, state, and local regulations governing chemical use and safety.

All pruning debris, clippings, fallen branches, and other materials generated during tree and shrub care activities shall be collected, removed from the site, and disposed of in accordance with applicable environmental regulations.

Irrigation The Contractor shall perform sprinkler system startup services at the beginning of each irrigation season. Startup shall include inspection and testing of all system components, including valves, controllers, sensors, and sprinkler heads, to ensure proper operation. The Contractor shall adjust sprinkler heads for correct coverage, verify water pressure, and program automatic timers in accordance with Government-approved schedules.

The Contractor shall provide troubleshooting and repair services for all sprinkler system malfunctions as required during the irrigation season. Repairs shall include, but are not limited to, replacement or adjustment of sprinkler heads, repair of broken or leaking lines, correction of pressure and valve issues, and reprogramming of control systems.

The Contractor shall respond to all service or repair requests within one (1) business day of notification by the COR or Government POC. Emergency repairs that present a risk of property damage or excessive water waste shall be addressed immediately upon notification.

All repair labor hours shall be accurately recorded and submitted for verification and approval prior to payment. All components, materials, and parts required for sprinkler system repair shall receive prior written approval from the COR or Government POC before acquisition. Approved components shall be charged and billed through the Contractor’s monthly invoice.

At the conclusion of each irrigation season, the Contractor shall perform a complete sprinkler system blowout and winterization. This service shall include shutting off the main water supply, draining all lines, removing residual water with compressed air, and ensuring all system components are secured and protected against freeze damage.

The Contractor shall maintain complete documentation of all sprinkler system startup, maintenance, repair, and winterization activities. Documentation shall include the dates of service, descriptions of work performed, hours expended, parts replaced, and materials used. Such records shall be provided to the COR or Government POC upon request.

Pest Control- Lawn Areas The Contractor shall be responsible for the monitoring, identification, and control of pests affecting lawn and turf areas. Pests include, but are not limited to, insects (such as billbugs, grubs, and chinch bugs), fungal diseases (such as dollar spot, rust, or brown patch), and other biological agents that negatively impact turf health or appearance.

The Contractor shall conduct routine inspections of all lawn areas throughout the growing season to identify the presence or risk of pest infestations or disease conditions. Findings shall be documented and reported to the COR or Government POC for review and approval prior to any treatment or chemical application.

No pesticide, fungicide, or other chemical control product shall be applied without prior written approval from the COR or Government POC. All applications shall be performed in accordance with the manufacturer’s recommendations, applicable environmental regulations, and all federal, state, and local laws governing chemical use and employee safety.

The Contractor shall immediately implement corrective measures for pest or disease outbreaks upon receipt of approval from the COR or Government POC. Treatments may include chemical applications, cultural adjustments (such as aeration or improved drainage), or other integrated pest management (IPM) practices as appropriate.

All pest control products, quantities applied, and treatment areas shall be documented in detail. Records shall include the date of application, product name, EPA registration number, active ingredients, weather conditions, and personnel performing the work. Copies of such documentation shall be provided to the COR or Government POC upon request.

The Contractor shall ensure all pest control operations are performed in a manner that prevents damage to adjacent plantings, hardscapes, structures, and irrigation systems, and that does not pose risk to personnel or the public.

Work Scheduling and Notifications The Contractor shall develop and submit a monthly lookahead schedule outlining all planned maintenance, repair, and service activities to be performed during the upcoming month. The schedule shall identify the anticipated dates, specific locations, and types of work to be conducted. The schedule shall be submitted to the COR or Government POC for review and coordination no later than five (5) business days prior to the start of each month.

The Contractor shall ensure that all work is performed in accordance with the approved schedule unless prior written authorization for deviation is granted by the COR or Government POC. Any necessary adjustments to the schedule resulting from weather conditions, equipment issues, or unforeseen site circumstances shall be communicated to the COR or Government POC immediately upon identification.

The Contractor shall provide advance notification to the COR or Government POC at least twenty-four (24) hours prior to the commencement of any work that may impact facility operations, public access, or safety. This includes, but is not limited to, spraying operations, large equipment usage, or any activity that may restrict traffic or pedestrian movement.

Failure to provide timely updates or notifications may be considered non-compliance with contract requirements and may result in appropriate corrective action as determined by the COR or Government POC.

Unacceptable Performance and Corrections The Contractor shall ensure that all work performed meets the requirements, standards, and frequencies specified in this Performance Work Statement (PWS). Any work determined by the COR or Government POC to be unsatisfactory or non-compliant shall be corrected or re-performed by the Contractor within twenty-four (24) hours of notification, at no additional cost to the Government.

Failure by the Contractor to correct identified deficiencies within the specified timeframe may result in deductions from payment, issuance of a stop-work order, or other contractual remedies as determined appropriate by the Contracting Officer.

Repeated instances of unacceptable performance, neglect, or non-compliance may constitute grounds for termination of the contract in accordance with applicable FAR provisions.

Damages The Contractor shall be fully responsible for any and all damage to Government property, facilities, structures, equipment, irrigation systems, landscaping, hardscapes, or other site improvements resulting from the Contractor’s operations, negligence, or failure to exercise due care during performance of work under this contract.

The Contractor shall repair or replace all damaged property to its original condition and functionality, at the Contractor’s own expense and to the satisfaction of the COR or Government POC. All repairs shall be completed within a timeframe approved by the COR or Government POC.

The Contractor shall immediately notify the COR or Government POC of any damage discovered or caused during the course of work, regardless of severity or cause.

The Contractor shall be properly licensed, insured, and bonded in accordance with all applicable federal, state, and local regulations. Proof of current licensing, bonding, and insurance shall be provided to the Contracting Officer upon request or prior to the commencement of work.

Interference with Operations The Contractor shall perform all work in a manner that does not disrupt or interfere with the normal operations, activities, or mission of the Mann-Grandstaff VA Medical Center. The Contractor shall coordinate all work with the COR or Government POC to ensure minimal impact to staff, patients, and visitors.

The Contractor shall maintain clear and unobstructed access to all buildings, entrances, sidewalks, roadways, parking lots, loading docks, and emergency routes at all times. Work that may cause temporary obstructions or safety hazards shall be scheduled and approved in advance by the COR or Government POC.

Any activity that may generate excessive noise, dust, odor, or vibration shall be controlled and performed only during approved hours or as directed by the COR or Government POC to prevent disturbance to medical center operations.

Lost and Found The Contractor shall immediately report and turn in all personal or Government property found on the premises to the COR or the VA Police. Under no circumstances shall the Contractor or its employees remove, retain, or dispose of any found items.

All found property shall be handled in accordance with the Mann-Grandstaff VA Medical Center’s established policies and procedures for lost and found items. The Contractor shall ensure that all employees performing work under this contract are aware of and comply with these requirements.

Safety and Accident Reporting The Contractor shall perform all work in compliance with applicable Occupational Safety and Health Administration (OSHA) regulations, Department of Veterans Affairs (VA) safety standards, and all federal, state, and local safety requirements.

The Contractor shall implement and maintain appropriate safety measures to protect its employees, Government personnel, patients, visitors, and property during the performance of this contract.

The Contractor shall develop, implement, and maintain a written site-specific safety plan addressing all tasks, equipment, and hazards associated with the performance of this contract. The safety plan shall be made available to the COR or Government POC upon request and shall be updated as conditions, operations, or regulations change.

The Contractor shall ensure that all employees are properly trained in the safe operation of equipment, use of personal protective equipment (PPE), and procedures applicable to their assigned tasks. Safety briefings shall be conducted as necessary to reinforce compliance and awareness.

The Contractor shall immediately report to the COR or Government POC any accident, injury, property damage, or near-miss incident occurring during performance of this contract, regardless of severity. Written follow-up documentation describing the incident, corrective actions taken, and measures to prevent recurrence shall be submitted to the COR or Government POC within twenty-four (24) hours of the incident. Additionally the Contractor shall maintain an accident and incident log documenting all accidents, injuries, property damage incidents, and near-miss events that occur during contract performance. The log shall be made available for review by the COR or Government POC upon request.

Environmental Compliance The Contractor shall conduct all work activities in full compliance with applicable federal, state, and local environmental laws and regulations, as well as VA environmental policies and procedures. All work shall be performed in a manner that prevents pollution, protects natural resources, and minimizes environmental impact.

The Contractor shall not store any fuels, oils, fertilizers, pesticides, herbicides, or other chemicals on VA property at any time. All chemical products shall be transported to the site only for immediate use and removed upon completion of the task or at the end of each workday.

Prior to the use of any chemical product, including fertilizers, pesticides, or herbicides, the Contractor shall submit a current MSDS or SDS to the COR or Government POC for review and approval. No chemical product shall be applied without written authorization from the COR or Government POC.

The Contractor shall ensure that all chemicals used are properly labeled and handled in accordance with manufacturer specifications and applicable environmental and safety regulations. Spill-prevention practices shall be implemented during transport and application activities.

In the event of a spill or release of any chemical substance, the Contractor shall immediately contain and clean up the spill, notify the COR or Government POC, and if required, contact appropriate regulatory authorities. All cleanup efforts shall be completed at no additional cost to the Government and in accordance with applicable environmental standards.

The Contractor shall not discharge or permit the discharge of debris, soil, water, chemicals, or other materials into storm drains, sanitary sewers, or natural waterways. Runoff control measures shall be employed as necessary to prevent erosion, silting, or contamination.

The Contractor shall maintain accurate records of all chemical applications, including the product name, quantity, date and location of application, weather conditions, and name of the applicator. These records shall be provided to the COR or Government POC upon request.

All waste materials, including grass clippings, leaves, branches, and empty chemical containers, shall be removed from the site and disposed of in accordance with all applicable environmental regulations and industry best management practices.

5. Quality Assurance The Government will conduct surveillance of the Contractor’s performance through inspections, observation, and feedback to verify compliance with all requirements of this PWS. Surveillance may be performed during any phase of work and may be announced or unannounced at the discretion of the COR or Government POC.

The Contractor shall develop and submit a written Quality Control Plan (QCP) to the COR for review and approval within thirty (30) calendar days of contract award. The QCP shall describe the Contractor’s procedures for ensuring compliance with all contract requirements, identifying performance deficiencies, taking corrective actions, and maintaining quality throughout all phases of work.

The QCP shall include, at a minimum, methods for internal inspection of work, corrective action tracking, documentation of inspections, and communication of quality-related issues to the COR or Government POC. The approved QCP shall be implemented and maintained throughout the life of the contract.

The Government will evaluate Contractor performance in accordance with the Performance Requirements Summary (PRS) table and applicable contract clauses. Failure to meet established performance standards may result in deductions, corrective action requirements, or other remedies as described in the contract.

6. Performance Requirements Summary (PRS)

7. Term of Contract The term of this contract shall be from time of award for one (1) base year, with four (4) additional option years.

8. Point of Contact The contractor will designate a point of contact who will be available to respond to any urgent requests or emergencies.

9. Compensation

· The Contractor shall submit a monthly invoice to the COR detailing all services performed during the billing period. Each invoice shall clearly describe the services provided and shall include, at a minimum, the date and time of each service event and the specific services performed with the corresponding fee for each line item.

· The information contained in each invoice shall accurately correspond with the Contractor’s weekly reports and the predetermined fees for the respective services established under this contract. Invoices that do not match reported services or agreed pricing may be rejected or returned for correction.

· Each monthly invoice shall be reviewed and approved by the COR prior to submission for payment processing. Upon COR approval, the Contractor shall submit the invoice through Tungsten in accordance with VA invoicing procedures.

· Each service listed below shall have a firm, fixed unit price as established at contract award:

· Weekly Lawn Mowing (trim, edge, and blow) $_____

· Lawn Fertilization Application $_____

· Pre-Emergent / Post-Emergent Weed Control Application $_____

· Weed Control Touch-Up Application $_____

· Vegetation Control (Sterilant) Application $_____

· Tree and Shrub Chemical Application $_____

· Aeration $_____

· Thatching $_____

· Street and Parking Lot Sweeping $____

· Pest Control Application $_____

· Native Vegetation Control Inside Boiler Boundary $_____

· Spring Cleanup $_____

· Fall Cleanup $_____

· Sprinkler Startup $_____

· Sprinkler Adjustments $_____

· Sprinkler Blowout and Winterization $_____

· Irrigation Troubleshooting and Repairs (Hourly) $_____

· Irrigation Parts $_____

· All repair labor hours for irrigation troubleshooting and repairs shall be separately itemized and logged, and all parts and components billed under “Irrigation Parts” shall have been pre-approved by the COR prior to acquisition and invoicing.