Performance Work Statement.pdf

36C24825Q0693

PERFORMANCE WORK STATEMENT (PWS)

1. General Requirements: The VA Caribbean Healthcare System (VACHS), 10 Casia Street San Juan PR 00921 has a requirement for the maintenance of stormwater drains at the facility. This Blanket Purchase Agreement (BPA) is for stormwater maintenance work within the San Juan Medical Center, will primarily take place along Josefina Creek, Casia Street and Magas Street areas. Work will include but is not limited to maintain sediment prevention measures and cleaning of catch basins/manholes, drop inlets, piped outfalls structures, pipe cleaning, sediment removal and channel maintenance. The stormwater infrastructure contains of approximately 110 storm drains. The Contractor shall be prepared to work and have resources (labor, materials and equipment) necessary to complete the above-mentioned tasks.

2. Period of Performance: The Period of performance for this service BPA is one (1) 5-year period starting on September 15, 2025 and ending on September 14, 2030. Task orders will be issued on an annual basis under the existing BPA.

3. Description of Services: The Contractor shall provide long-term maintenance of stormwater catch basins, culverts and associated manholes systems at the VACHS San Juan facility. The Contractor shall perform preventive maintenance activities to keep the stormwater distribution system at such facility fully operational. All of the work shall be conducted according to the US Environmental Protection Agency (USEPA) Stormwater Management Practices and the VA Caribbean Healthcare System Stormwater Management Plan.

4. Tasks:

4.1. The Contractor shall provide all equipment, materials, and labor needed to perform the services outlined in this PWS. The Contractor shall identify what equipment is needed to perform the required work, which may vary based on the amount of debris, sediment, and the type of infrastructure being cleaned and/or maintained.

4.2. The Contractor shall develop a Maintenance Work and Frequency Schedule and submit to the VACHS no later than five (5) days after BPA award, for approval.

4.3. Prior to any work taking place, the Contracting Officer (CO) or the Contracting Officer’s Representative (COR) will approve the Maintenance Work and Frequency Schedule prepared by the Contractor.

4.4. The Contractor shall submit a Maintenance Work and Frequency Schedule describing frequency, procedures to be used, along with the best management practices the stormwater distribution system.

5. Additional Tasks:

5.1. Conduct Routine Maintenance: The Contractor shall remove catch basin grates, clean catch basin by removing all debris, soils, vegetation and other miscellaneous debris. The Contractor shall document this with a picture of the cleaned catch basin and replace catch basin inserts or any other sediment control measure installed to reduce impact to the stormwater distribution system. Traffic vehicular areas including parking areas, main and service streets must be inserts compatible with oil-absorbent materials. The Contractor shall perform routine cleaning services, which consist of scheduled monthly services to maintain the level of performance of the storm sewer drainage system and to extend the service life of the existing system.

5.2. Non-Routine or Emergency Cleaning Services: These shall consist of services needed immediately to restore access to roadways and walkways for vehicular and pedestrian traffic as a result of accidents, weather conditions, or other unexpected damage to the facility. In the event that requires the cleanup during an emergency, the contractor shall submit a quote to the CO/COR. Such quote shall be evaluated for price reasonableness. Upon acceptance, the contractor shall proceed to conduct emergency cleanup. Afterwards, the Contracting Officer shall issue a modification via supplemental agreement, to cover the tasks performed under such emergency. Once the modification is awarded, the Contractor shall proceed to invoice the Government for the payment of the completed work.

5.3. Provide and install stormwater pollution prevention measures to contain sediment accumulation or impacts from spills near or at the areas. Stormwater prevention measures will be monitored and replace as necessary. Malfunction or lack of containment measures could cause damage to the government and to the environment. Contractor shall ensure these measures are adequate and they will assist preventing pollution to the water distribution system.

5.4. The Contractor shall document any broken or defective catch basins. Contractor shall also notify the COR or designee of any such identified catch basins at the end of the working day may request that the identified catch basin be cleaned at a later date.

5.5. The Contractor shall notify immediately to the CO or designee any observations of discharges of sediments or pollutants into the stormwater systems in order to address potential contamination or impact to the system and/or the Josefina Creek surface water body.

5.6. The Contractor shall coordinate, report, and ensure the timely completion of the work specified in this PWS. This encompasses the planning, coordination, technical direction, and surveillance of all activities necessary to execute all work.

5.7. The mechanical storm (vacuum truck or manual) drainage cleaning operation shall be completed by the Contractor in such a manner that there is no damage to the storm drainage structures, inlet grates, manhole covers, pipes or pipe pints. The Contractor shall remove the drainage structure grate or cover (if necessary) and remove by mechanical means all materials that obstruct either the structure opening, interior structure pipe openings or pipes such as grass, roots or debris.

5.8. Street Sweeping: Twice per year, the Contractor shall conduct a street sweeping though the main streets at the VACHS San Juan Medical Center. Refer to attached, Site Map for street sweeping areas. These areas are the following:

5.8.1. Gate 1 - Emergency Area from Gate to Community Living Center and SICU building entrance areas

5.8.2. Gate 2 - Main Entrance VACHS San Juan Medical Center Area-from Gate to Main Building Entrance

5.8.3. Gate 3 - From Gate through loading area to service road next to New Multi-parking Garage Building

5.8.4. Gate 4 - From Gate until loading dock Community Living Center

5.8.5. Gate 5 - Magas Street-From Gate until entrance of Old Multi-parking Garage

5.8.6. Contractor shall use and furnish at his expense all labor, equipment, and materials necessary for the satisfactory performance of the street sweeping and surrounding areas sweeping work set forth herein. After sweeping, curbs, and gutters shall be left in a clean condition. The sweeping shall include as many passes as necessary to leave the street in a clean condition. Contractor shall maintain a log which indicates dates, times, streets, and areas swept.

5.8.7. The Contractor will provide a schedule of areas to be sweep and document cleanup by street areas, GIS Coordinates and Sweeper Operator name.

Equipment has to be in good condition without any leaks or malfunction parts. Prior to conduct this task, Government and Contractor representative will evaluate areas to determine if equipment or vehicles needed to be removed from site to prevent impact to the operations and areas to be cleaned by the sweeper. All sweepers utilized shall be Certified PM10 Efficient Air Machine. Street sweeper wash out at the VACHS San Juan is prohibit. Waste generated from this task shall be disposed accordingly to federal and state regulations. It is expected that these wastes will be solid waste.

5.9. The Contractor shall provide the overall management effort required to integrate technical and programmatic functions.

5.10. The Contractor shall ensure the technical excellence, cost effectiveness, and timeliness of all required work and deliverable products.

6. Report: The Contractor shall prepare a monthly report that contains a listing of all the drainage structures and associated pipes cleaned, the types of debris removed and the location of the drainage structures and GIS coordinates. Photographs/video of clean storm drainage piping, manholes, and junction boxes shall be submitted to the COR electronically once work is completed or upon request of VACHS. Photographs shall be in electronic JPG format.

7. Increase or Decrease of the Quantity of Services: Due to unforeseen weather circumstances, emergencies, or the requirements of the facility, the quantities of services may increase or decrease. In the case(s) that these services increase, the vendor shall submit a quote for the additional services, and the Government will evaluate such to determine price fair and reasonableness. If the CO determines such price to be fair and reasonable to the Government, then the services shall be performed by the Contractor, and will be added to the BPA via supplemental agreement.

8. Quality Assurance: The COR shall consider the structure and pipe cleaning work completed and accepted when the structure is 100% free of all materials and when the full cross-section of all structure pipes is 100% free of all materials. Structures or pipes determined unsatisfactory by the CO or designee shall be re-cleaned to the satisfaction of the Government within the time specified, at no additional cost to the VACHS.

9. Work Hours: The cleaning operation of the storm sewer drainage system shall be performed Monday through Friday, between the hours of 7:00 AM and 4:30 PM, Atlantic Standard Time (AST). Weekend work may be permitted by the VACHS with prior authorization. In the event that the Contractor's work hours are causing traffic congestion, the CO/COR and the Contractor shall come to an agreement on alternate work hours, to reduce the impact to the VACHS operations.

10. Safety and Protection: All the storm sewer drainage system cleaning work shall be accomplished with the truck vacuum unit/or by manual removal. All lane closures shall have the prior approval of the VACHS. While performing work, the Contractor will be required to provide the necessary barricades and other traffic safety devices to warn motorists of work being performed. The Contractor and his employees shall be fully aware of these PR Department of Transportation (DOT) provisions, especially those applicable to the use of barricades, cones, signage, etc., to provide a safe working environment. The foregoing requirements crew to be considered as minimum and the Contractor's compliance shall in no way relieve the Contractor of final responsibility for providing adequate traffic control devices for the protection of the public and employees throughout the work areas.

11. Maintenance of Traffic: Access and street closures will be requested by the Contractor to the COR in order to coordinate authorization to the VACHS Police Service prior to initiate any work that will impact access or vehicular traffic. The Government may stop work should the Contractor fail to follow notification procedures.

12. Damage to Public and/or Private Property: The Contractor shall take extreme care to safeguard all existing facilities, site amenities/ concrete and/or asphalt surfaces, and vehicles on or around the job site. Damage to public and/or private property shall be the responsibility of the Contractor and shall be replaced and/or repaired at no additional cost to the Government or to the owner of the property.

13. Cleanup and Protection: During work, Contractor shall keep pavements clean and work areas in an orderly condition. The Contractor shall properly dispose of any waste resulting from the work being performed in an approved facility at an approved site by the Puerto Rico Department of Natural Environment and Resources. Laborers will be required to wear orange/safety vests when working in the right-of-way areas in order to be visible by motorists.

14. Removal and Disposal of Debris: The Contractor shall clean and remove materials such as sand, soil, vegetation and any other debris, rocks, gravel, tree branches, and other such materials on the grates, in the catch basins and pipes and in and around the outfalls, as needed. The materials removed by the vacuum system shall be disposed of by the Contractor in accordance with all Federal and State applicable rules and regulations.

15. Disposal: Sediment, waste materials and liquids collected in the stormwater system often contain petroleum, heavy metals, and organic matter. As a result, Toxicity Characteristic Leaching Procedure (TCLP) testing or analysis requirements for the destination disposal facility may be required. All testing or analyses are the responsibility of the Contractor. Cost for testing/analysis and all costs related to disposal are the responsibility of the Contractor.

15.1. The Debris removal process shall be in compliance with National Pollutant Discharge Elimination System (NPDES) MS4 Permit for the VA Caribbean Healthcare System and in compliance with the Puerto Rico Department of Natural Environment and Resources regulations.

15.2. A plan shall be formulated by the Contractor for collecting and disposing of sediment, waste materials and liquids while on site. This plan should identify:

15.2.1. Locations for trash and waste receptacles/equipment and establish a specific collection or hauling schedule.

15.2.2. Methods for the ultimate disposal of waste; should be specified and carried out according to applicable federal, state and Puerto Rico applicable regulations.

Final disposal site and disposal procedures will be approved by the Environmental Regulatory Section.

15.2.3. Special provisions should be made for the collection, storage and disposal of solid, liquid waste and toxic or hazardous materials.

15.2.4. Receptables/equipment and other waste collection areas should be kept neat and orderly to the extent possible. Dumpsters/equipment shall be covered to prevent rainwater from entering.

15.2.5. Waste should not be allowed to overflow its container or accumulate for excessively long periods.

15.2.6. All collected sediment, waste materials and other matter shall be properly disposed off-site. Decanting liquids back into the stormwater system or sanitary sewer is strictly prohibited.

15.2.7. Provide appropriate disposal of petroleum, contaminated water/oil (liquid phase) in accordance with the Puerto Rico Department of Natural Environment and Resources (PRDNER) and the US Environmental Protection Agency (USEPA) applicable regulations.

16. Equipment: Contractor is responsible for providing equipment that will thoroughly clean all debris and materials at the bottom of the catch basins, storm drainage piping, manholes, and junction boxes. Equipment needed includes vacuum trucks, closed circuit television monitoring, hydro-jets and debris, and liquid waste hauling vehicles. All equipment to be used shall comply with Puerto Rico DOT and the Puerto Rico Public Safety Commission regulations, and shall be free of leak and covered if hauling any debris and be maintained. Such equipment shall be maintained in accordance with the equipment manufacturer’s specifications. The Government may request the Contractor to remove or replace any vehicle or equipment that is found to be improperly functioning, leaking, or in poor condition.

17. Operations Impact on Mission: The Contractor shall notify to the COR the required time for these operations to adequately allocated resources and adjust VACHS operations. If the system needs to be out of service or temporary shutdown, this determination shall be determined by the Government and the contractor after evaluation all existing conditions. It is essential that VACHS operations must not be affected and therefore the storm water system must be operational at all times unless unforeseen conditions are presented.

18. Additional Requirements:

18.1. Contractor Point of Contact (POC): The Contractor shall provide a point of contact (primary and alternate) who shall be the Government’s main point of contact through which BPA administration matters will be addressed.

18.2. The Contractor’s POC shall be available during normal duty hours to meet with the CO or COR, and coordinate the provision of services and deficiency corrections.

The Contractor shall also provide an emergency contact number in the case of an emergency situation.

18.3. Contractor Employees: Contractor shall provide trained, physically capable, and qualified personnel to perform required maintenance. Contractor shall also ensure staff are periodically trained to maintain proficiency and to keep current with required certifications including environmental training for stormwater or any other applicable training. The Contractor shall ensure all employee certifications shall be submitted to CO and COR for proper recording of training.

18.4. The Contractor shall maintain a current list of employees. Updated lists shall be provided when an employee’s status or information changes.

18.5. The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

18.6. The Contractor shall provide his employees with the Personal Protective Equipment (PPE) protective equipment necessary for them to their duties.

18.7. This PWS will assist VACHS in the protection of its stormwater management system as well as its compliance with US Environmental Protection Agency (EPA) Water Quality Standards.

18.8. Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements: The Contractor shall comply with all pertinent requirements of the Occupational Safety and Health Administration (OSHA), National Fire Protection Agency (NFPA) and VA Directives Policies, enforcing whichever is stricter.

18.9. The Contractor shall not commence services at the VACHS until an Accident Prevention Plan and a Job Hazard Analysis are submitted for review and approved by the COR.

18.10. The Contractor shall obtain all necessary licenses and/or permits required to perform the services required in this PWS.

18.11. The Contractor shall take all reasonable precautions necessary to protect his employees, as well as the VACHS employees, patients, and visitors from injury during the performance of the services entailed in this PWS.

18.12. The Contractor shall contact Operations Control Center (OCC) in case of an emergency or incident during outside of normal hours of operation. OCC can be contacted at (787) 641-7582, ext. 10264.

19. Quality Control Program (QCP):

19.1. The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS.

19.2. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

19.3. The Contractor’s QCP is the means by which he/she assures that the services provided comply with the requirement of the contract. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the COR.

19.4. The contractor shall develop QC procedures addressing the areas identified in Technical Exhibit 4, “Performance Requirements Summary”. After acceptance of the QC plan, the Contractor shall receive the contracting officer acceptance in writing of any proposed to his/her QC system.

19.5. At a minimum, the program shall include:

19.5.1. An inspection system covering all the services required with a comprehensive checklist to be used to inspect BPA performance during scheduled and unscheduled inspections and the names of the individuals who will be performing the inspections. Provide a list of the QC inspectors to the COR.

Checklists shall include every area of the operation serviced by the Contractor, as well as every task required to be performed.

19.5.2. A system for identifying and correcting deficiencies and/or a pattern of deficiencies in the quality or quantity of services provided before the level of performance becomes unacceptable and/or government inspectors point out the deficiencies. (Refer to the Technical Exhibit No.6 Corrective Reports).

19.5.3. A file for inspections conducted by the Contractor and related corrective actions. This file should include follow-up documentation of inspections to ensure corrective action was appropriate, complete, and timely. This documentation shall be organized in a logical manner, kept current, and made available to the COR and the CO during the term of the contract. Within five workdays prior to the starting data of the contract, the Contractor shall submit a copy of this program to the Contracting Officer and /or COR.

20. Holidays: Legal holidays recognized by the Federal Government in accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 or any other by the President of the United States to be a national holiday, the following national holidays are observed and for the purpose of this BPA is defined as "Legal Federal, official holidays" as follows:

New Year’s Day January 1

Martin Luther King Jr.’s Birthday Third Monday in January

President’s Day Third Monday in February

Good Friday Last Friday in March

Memorial Day Last Monday in May

Juneteenth

Independence Day

June 19

July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

Or any other day specifically declared by the President of the United States to be a national holiday.

21. Hours of Operation: Preferably, the Contractor shall perform services during preferable normal hours of operations, which are 7:00 am to 4:30 pm AST, Monday through 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. If services cannot be performed during normal hours, then Contractor shall contact COR to coordinate the provision of services.

22. Standard of Conduct: Contractor his employees shall comply with the instructions, pertaining to conduct and building regulations, issues by duly appointed officials, such as the CO, COR, guards, inspectors, etc.

22.1. Appearance: The Government requires a favorable image and considers it to be a major asset of a customer service team and the employee's attitude, courtesy, and job knowledge are influential in creating a favorable image for the facility.

22.2. Duties: While at the VACHS premises, the Contractor’s personnel shall only conduct duties related to the provision of the services identified in this PWS.

22.3. Disorderly conduct: Contractor personnel shall refrain of the use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting while at the VACHS. Also included is participation in disruptive activities which interfere with normal and efficient Government operations.

22.4. Driving at VACHS: Contractor and Contractor’s employees shall obey all speed limits and traffic signs while at the VACHS. Disobeying traffic regulations could result in magistrate court citations, which include monetary fines. Continued violations could result in being restricted from driving at the VACHS.

22.5. Parking: Contractor’s vehicles shall be parked only in lots or areas designated by Security Office personnel, if available. The Government will not be liable for any lost, stolen, or damaged vehicles or items.

22.6. Smoking: Smoking at the VACHS is prohibited

22.7. Intoxicants: The Contractor shall not allow any employee (while on duty) to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects. The use of illegal drugs is prohibited on Federal property.

Violators will be prosecuted.

22.8. Weapons at Facility: No weapons either on one’s person or placed inside a privately-owned vehicle is allowed at the VACHS. If a weapon of any type is found, it will be confiscated and held as evidence. Having unauthorized weapons on a federal property is a felony, and violators will be prosecuted

22.9. The Government may order the Contractor to remove any employee from the work site for failure to comply with the VA standards of conduct. The Contractor shall initiate immediate action to replace such as employee to maintain continuity of services.

23. Facility Identification Requirements:

23.1. The Contractor shall submit a list of the personnel performing services under this BPA to the CO and COR at least ten (10) working days prior to the BPA starting date.

23.2. The Contractor shall coordinate with the COR for his and his employees access to the VACHS, and shall provide any documentation needed for the issuance of facility identification cards.

23.3. Under no circumstances shall the Contractor, his employees, or subcontractors use or transfer their issues identification cards or vehicle decals to allow anyone else access to any are on VACHS.

24. Physical Security: The Contractor shall be responsible for safeguarding of Government property (i.e. storm drains covers, manholes, and other similar stormwater management system components) while performing stormwater system management services. At the close of each work period, such Government property shall be secured.

25. Uniforms: The Contractor shall require all his employees, including supervisors, to wear distinctive uniform clothing for ready identification. The uniform shall have the Contractor’s name, easily identifiable, affixed in a permanent or combination as appropriate may be used for the uniform.

26. Supervision: The Contractor shall be responsible for any supervision required during the rendering of these services. The Contractor or his designee shall be available when the services specified in this PWS are in progress.

27. Additional Services: If there are any services not initially included in the Schedule of Prices but is found to be needed for the maintenance of the stormwater systems at the VACHS, the CO may request the Contractor to submit a quote for the addition of such services. This quote will be evaluated for price fair and reasonableness. If the price for the additional services is found to be fair and reasonable to the Government, then a supplemental agreement will be signed for the incorporation of such into this BPA.

28. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post-award conference convened by the CO in accordance with Federal Acquisition Regulation Subpart 42.5. The CO or COR may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the CO 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.

29. Contracting Officer Representative (COR):

29.1. The COR monitors all technical aspects of the BPA and assists in BPA administration and will be appointed by the CO in a separate memorandum.

29.2. The COR is authorized to perform the following functions:

29.2.1. Ensure that the Contractor performs the technical requirements of the contract.

29.2.2. Perform inspections necessary in connection with BPA performance.

29.2.3. Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

29.2.4. Issue written interpretations of technical requirements, including Government drawings, designs, specifications.

29.2.5. Monitor Contractor’s performance and notifies both the CO and Contractor of any deficiencies.

29.2.6. Provide site entry of Contractor personnel.

29.2.7. The COR is not authorized to change any of the terms and conditions of the BPA.

30. Performance Requirements Summary (PRS):

30.1. The Government will evaluate the Contractor’s performance under this BPA in accordance with the PRS. This summary is primarily focused on what the Government will be inspecting or evaluating, which stems directly from the requirements of the PWS. It defines how the performance standards will be applied, the frequency of surveillance, the method of surveillance, and the acceptable quality level.

30.2. The Contractor will be given the opportunity to correct or address any adverse findings, resulting from the Government’s surveillance consistent with the PRS, as well as the Inspection/Acceptance clause in the BPA (FAR 52.212-4(a)).

30.3. Failure to correct any adverse findings or failure to deliver all services described in this BPA may result in non-acceptance of the services by the Government. Furthermore, failure to provide services in accordance with this BPA could also result in termination of the BPA for cause and/or adversely impact the Contractor’s ability to be selected for future contracts as documented.

30.4. When an observation indicates deficient or defective performance, the COR shall request the contractor’s representative initial the observation. (Attachment 6 Refer to Corrective Report).

30.5. Government verification inspections of services will not constitute acceptance nor replace the Contractor’s inspection, nor in any way relieve the Contractor from his responsibility of ensuring services are rendered at an acceptable level of quality.

30.6. PRS seen in technical exhibit 4.

31. Applicable Publications: The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures. The following list includes applicable rules and regulations to the water supply system operations:

31.1. 40 CFR Part 121 Clean Water Act and Part 122

31.2. US Environmental Protection Agency Stormwater Discharges from Municipal Sources: https://www.epa.gov/npdes/stormwater-discharges-municipal-sources.

31.3. Section 438 of the Energy Independence and Security Act:

www.epa.gov/owow/nps/lid/section438.

https://www.epa.gov/npdes/stormwater-discharges-municipal-sources http://www.epa.gov/owow/nps/lid/section438

PERFORMANCE WORK STATEMENT (PWS)