Draft Performance Work Statement.pdf

Grounds Maintenance Services at the San Francisco Veterans Affairs Medical Center (SFVAMC)

Campus

1. General Information

1.01 General Description of Grounds Maintenance Services

The Contractor shall supply all required labor, materials, tools, equipment, supplies and permits necessary to provide grounds maintenance at the San Francisco Veterans Affairs Medical Center.

1.02 Location of Work

Grounds maintenance services will be provided at the following facility.

See final page, for campus map and site locations.

A. San Francisco Veterans Affairs Medical Center

4150 Clement St.

San Francisco, California, 94121

1.03 Changes to Grounds and Facility

A. Work will be performed for the areas listed in Table A below. The square footages are approximate and for information purpose only. Contractor shall be responsible for measuring and verifying site dimensions for the service areas of each location for the purpose of his quote.

B. Changes to the garage areas may result from space requests and site changes.

C. The scope of work is anticipated to decrease by as much as 100% over the course of this contract. This decrease will take place gradually while additional Federal employees and equipment are added to the service.

1.04 Additional Services

A. Additional services may be required to address specific needs of the VA. Additional services are listed as Estimated Quantities on the price schedule and will be utilized if requested by the Contracting Officer Representative (COR).

B. The VA reserves the right to remove or add areas/sites to this scope. Additional/Subtractions will be negotiated with the contractor on a case by case basis.

2. Definitions

Table A

Location Total Square Footage, estimated

A) Building 209, Staff parking garage 150,000

B) Building 211, Staff parking garage 120,000

C) Building 212, Patient parking garage 62,000

Total: 332,000

2.01 Additional Services - “Additional services” are services that the Contractor will provide at an additional cost to the Government, to include all labor, supervision, supplies and materials specifically identified as being outside the provisions of the basic services and included in the offeror’s overall pricing. These services may be provided during or after normal working hours. The

Contracting Officer (CO) will issue a separate task order before work may proceed.

2.02 Contracting Officer - “Contracting officer” is the person with the overall responsibility for administering this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. Additionally, he/she may delegate certain other responsibilities to his/her authorized representatives.

2.03 Contracting Officer Representative (COR) - “Contracting officer’s representative” is the person designated by the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include, but are not limited to: Evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with contract requirements insofar as the work is concerned; and advising the CO of any factors which may cause delay in work performance.

2.04 Federal Holidays - “Federal holidays” for the purposes of this contract are New Year’s Day, Martin

Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. When Federal holidays fall on weekends, a weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday.

2.05 Indefinite Quantity - “Indefinite quantity” provisions permit the Government to order additional work, in addition to the basic services, and upon acceptance permit additional payment to the

Contractor.

2.06 Modification - Modification is a bilateral or unilateral change in the terms of a contract.

2.07 Predictive Maintenance - “Predictive maintenance” is a program of maintenance activities in which scheduling of maintenance derives from monitoring the operating condition, or changes in the operating condition, of equipment being maintained.

2.08 Quality Assurance Surveillance Plan (QASP) - The QASP is the Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Work Statement

(PWS).

2.09 Quality Control Program - The Contractor’s complete system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable.

Preparation of the written plan is the responsibility of the Contractor.

2.10 Standard Service - A standard service is defined as grounds maintenance and related services that are included in the monthly price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, equipment (except as otherwise provided), supervision, and management.

3. Transition Phase

3.01 Transition Phase Startup – There is no startup transition since this is a new requirement.

3.02 Phaseout Transition Period - When this contract expires or is otherwise terminated, the Contractor must cooperate with the incoming contractor during a phaseout period. For planning purposes, the

Contractor must assume a phaseout period of 30 days.

During this phaseout period, the Contractor must assist the COR or designee and incoming contractor for a seamless transition in operations and maintenance with no adverse affect on the building tenants; provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract; provide training to the successor contractor on methods of accessing any control systems; and show the successor contractor where all archived programs and systems literature are maintained. The Contractor will provide the incoming contractor a list of employees and their start of service dates. On the last performance day of the contract, the Contractor must turn over to the COR or designee all keys and identification badges or cards.

4. Grounds Maintenance

4.01 Trash and Solid Waste Disposal and Removal

4.02 The Contractor shall collect and transport all solid waste, trash, and debris to the 30 yard dumpster East of building 211 for removal from the premises.

4.03 Contractor shall use effective and appropriate means to clean and remove stains, such as soda, coffee, food and bird droppings, from these areas.

4.1 Hard Surface Areas

4.1.1 Cleaning: All areas (sidewalks, hard surfaces, parking areas, garages, moats, platforms, driveways, ramps, lanes, etc.) shall be clean and free of dirt, debris, gum, litter, gravel, weeds, oil, and grease. No residual dirt shall remain after the removal of the debris. Spill residue and clean-up materials shall be disposed in accordance with the Environmental Protection Agency (EPA), and State and local regulatory agency requirements.

4.2 Ash Receptacles and Trash Containers

4.2.1 Cleaning: All trash shall be collected and removed to a location designated by the COR. Trash containers and ash receptacles shall be emptied and kept clean, odor-free, and free of dirt, dust, ash, cigarette butts, debris, residue, and spilled material. Plastic liners for all trash containers shall not be torn, worn, or contain residue.

4.3 Surfaces (signs, tables, etc.)

4.3.1 Cleaning: Surfaces shall be clean, with no dirt, dust, residue, streaks, spots, soil substances, discoloration, or cloth streaks. Spill residue and clean-up materials used shall be disposed of properly.

4.4 Parking Structures

4.4.1 Cleaning: Areas shall be cleaned and free of dirt, water, streaks, mop marks, and oil spill(s). Spill residue and clean-up materials shall be disposed in accordance with the Environmental Protection

Agency (EPA), and State and local regulatory agency requirements.

4.4.2 Vehicular areas shall be swept once a month. Power washing to deep clean the parking lot stall shall occur annually. Power washing pedestrian walkways and stairwells shall occur twice annually, additional power washing services may be requested as “Additional Services”.

4.4.3 Sweeping and washing of the parking stalls and vehicular circulation areas should take place during the weekends or Federal holidays, when the parking structure is minimally utilized.

4.5 Excrement Removal (Human, Avian and Rodent)

4.5.1 Cleaning: All steps and stairs, entrances, sidewalks, arcades, landings, balconies, and ledges shall be cleaned of all excrement while following established safety precautions as outlined in the

Center of Disease Control protocols. Knowledge of cautionary requirements in cleaning areas contaminated by bat, pigeon, or other avian pest excrement is required. The Contractor shall fully train all employees designated to perform these services in accordance with OSHA standards and

OSHA approved State plans.

5 Cleaning Schedules

5.1 The cleaning schedule is considered the Contractor’s efficient approach to the work, and shall not limit the Contractor to specific levels of staffing, means or methods. Changes necessary for achieving the contract performance work statement requirements shall be the responsibility of the Contractor. The initial cleaning schedules shall be submitted to the COR no later than 14 days prior to the contract start date. Any revisions will also be submitted to the COR.

6 General Requirements

6.1 Laws and Regulations - Contractor shall comply with all Federal, state and local standards and regulations, as well as Organization of Safety Heath Agency (OSHA) and Environmental Protection

Agency (EPA) regulations, throughout the duration of the contract work.

6.2 Permits and Licenses - The Contractor shall procure all permits and licenses, pay all charges and fees, give all notices necessary and incidental to the due and lawful prosecution of the provision of services.

6.3 Patents - Contractor shall assume all responsibility arising from the use of patented materials, equipment, devices, or processes used on or incorporated in the provision of services.

6.4 Work Hours

A. Normal working hours shall be scheduled between 7:00 AM and 3:30 PM, Monday through

Friday, excluding Federal Holidays.

7 Public Convenience and Safety

7.1.1 If lane(s) closure is required for the contract work, the Contractor shall follow temporary traffic control procedures in conformance with OSHA requirements, and the Traffic Control Plan, as submitted to and accepted by the Contracting Officer’s Representative. In no way shall compliance with these requirements and standards relieve the Contractor of any liability for claims or damages arising from Contractor’s work.

• All work associated with traffic control shall be considered to be the

Contractor’s sole expenses.

7.1.2 Prior to the Contractor’s work break, all equipment and debris shall be removed from pedestrian pathways adjacent to their work area, to allow safe usage. Contractor may resume closure of pathway, if needed, when work continues after the break.

7.2 Water Pollution Control Requirements

7.2.1 Water pollution control is intended to provide prevention, control, and abatement of water pollution to storm drain systems, streams, waterways, ground water and other water bodies of water.

7.2.2 The Contractor shall at all times observe and comply with, and shall cause all the Contractor’s agents, employees, and subcontractors to observe and comply with all existing and future Federal, state , and local laws, ordinances, regulations, orders and decrees of bodies or tribunals having any jurisdiction or authority over the work.

7.2.3 The Contractor shall exercise every reasonable precaution to protect storm drain systems, streams, lakes, reservoirs, bays and coastal waters from pollution with sediments, fuels, oils, bitumen, pesticides and other harmful materials, and shall conduct and schedule their operations so as to avoid or minimize muddying and sifting of said storm drain systems, streams, lakes, reservoirs, bays and coastal waters.

7.2.4 The Contractor shall maintain a neat appearance to the work site. The Contractor shall not sweep construction and /or other materials into the storm drain system and shall prevent such materials from entering the storm drains. The Contractor is advised that disposal of dirt and / or other debris into the public storm drain system is prohibited under local municipal codes and the

California Department of Fish & Game Code.

7.2.5 In order to provide effective and continuous control of water pollution, the Contractor shall provide temporary water pollution control measures which may become necessary as a result of their operations. Temporary measures include, but not limited to, dikes, basins, ditches, tarps, and apply straw and seed. The Contractor shall provide proper storage and disposal of all materials used in their operations. If measures being taken by the Contractor are inadequate to control water pollution effectively, the Contracting Officer’s Representative may direct the

Contractor to revise their operations and water pollution control measures. No further work shall be performed until the water pollution control measures are adequate. The VA will not be liable to the Contractor for any delays to their work due to the Contractor’s failure to provide adequate water pollution control measures.

7.2.6 Any fines or penalties levied against the Contractor for violation of the above and related regulations are the sole responsibility of the Contractor.

7.3 Preservation of Property, Care and Protection

7.3.1 Due care shall be exercised to avoid injury to existing improvements or facilities, adjacent property and real or personal property that is not to be removed.

7.3.2 Contractor shall be entirely responsible for any damage to the VA’s or adjacent property due to hauling materials or other causes attributable to the conduct of the work, and all such damage will be repaired by the Contractor when and as directed by the Contracting Officer’s Representative, and as required to place the property in as good condition as before the commencement of the work.

8 Cooperation

8.1 Should work be performed by other firms within or adjacent to the limits of the services specified or should work of any other nature be underway by other firms within or adjacent to said limits, Contractor shall cooperate with all such other firms so that any delay or hindrance to their work will be avoided. The right is reserved to the VA to perform other services as additional work at or near the serviced areas at any time, by use of other firms.

8.2 When two or more firms are employed on related or adjacent work, each shall conduct their operations in such a manner as to not cause any unnecessary delay or hindrance to the other.

8.3 Each firm shall be responsible to the other for all damage to work, to persons or property caused to the other by their operations, and for loss caused the other due to Contractor’s unnecessary delays or failure to finish the services within the time specified for completion.

9 Worker Safety

9.1 Contractor shall observe applicable OSHA and Cal-OHSA requirements.

9.2 Identification

A. All personnel working at all service locations shall wear clothing, which clearly bears the

Contractor’s Company name.

B. All equipment used in performance of the work shall be clearly marked with the Contractor’s name, insignia, or other identifying emblem. Such marking shall be provided at the

Contractor’s sole expense.

10 Contractor’s On-site Office and Storage Areas

A. The VA will not provide any outdoor or indoor space for the Contractor’s use as an on-site office.

11. Quality Control Program

11.01 The Contractor shall establish and implement a complete Quality Control Program (QCP) to assure the requirements of the Contract are met. The QCP is a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. A

Quality Control Plan must be developed and submitted for approval to the CO and COR prior to issuance of the Notice to Proceed. Upon approval, the Contractor must implement the QCP.

11.02 The QCP is a living document and may be subject to change depending on the needs of the contract. Revisions to the Plan must be submitted to the CO and COR for approval.

11.03 The QCP shall include the following, as a minimum:

11.03.1 How the Contractor will control quality of supplies and services.

11.03.2 How project management, inspections, plan implementation, process improvement changes, correction of deficiencies, and green cleaning compliance will be accomplished.

11.03.3 An inspection plan or checklist tailored to the specific building(s) being cleaned and serviced under this contract. The inspection plan or checklist shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in the Contract and shall include, but is not limited to:

Date of inspection performed

Location of inspection

Description of findings

Description of action(s) taken (if necessary)

Signature and date of completion

11.03.4 A plan to ensure continuity of services in the event of separation of employees or employee absence.

11.03.5 Methods detailing how the Contractor will monitor deficiencies of work output in relation to the performance standards, methods of informing employees of deficiencies in their area(s) of responsibility, and a process to ensure that the deficiencies are corrected and do not reoccur.

12. Government Quality Assurance Surveillance Program

12.01 The Government will inspect the Contractor using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this contract. Please see the QASP in

Attachment IV.

12.02 Performance Standards – Please see Attachment D QASP

13. Performance Summary

Performance Task Reference Section Frequency

Grounds maintenance 4.1, 4.2, 4.3, 4.4, 4.5 As Needed, but no less than weekly

Trash and Waste Removal 4.2 Weekly

General Cleaning 4.1, 4.2, 4.3, 4.4, 4.5 Weekly