PWS.pdf

Indian Health Service

Mid-Atlantic Tribal Health Center (MATHC)

Performance Work Statement for

MATHC Grounds Maintenance

PWS for MATHC Grounds Maintenance Page 1 of 8

Performance Work Statement (PWS) for

MATHC Grounds Maintenance

1.0 General

1.1 Introduction

The mission of the Indian Health Service (IHS) is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level. Our Vision is for healthy communities and quality health care systems through strong partnerships and culturally responsive practices

The Mid-Atlantic Tribal Health Center (MATHC) is a new brick and mortar clinic ready to serve the recently federally recognized tribes in Virginia. The clinic will be providing primary care, pharmacy, dietary, dental, and behavioral health services.

The purpose of this acquisition is to procure grounds maintenance for the clinic.

1.2 Objective

The goal of this contract is for grounds maintenance who will maintain the vegetation and the exterior of the clinic. The clinic should be welcoming to all who come for service.

1.3 Scope of Work

The contractor will provide all equipment, labor, supplies, tools, materials, and transportation needed to perform outdoor grounds maintenance for MATHC.

The contractor will ensure there is supervision for staff who are performing these tasks. The contractor will repair, replace, or reimburse the Government for repairing replacement of any items damaged during mowing, edging, and trimming, if deemed to be caused by the Contractor.

1.4 Background

The clinic’s ground was ceremoniously broken November, 2022. Once the construction began, the clinic was erected and occupancy was awarded March, 2025. Since then, a skeleton staff has been working in the clinic preparing to provide direct care to the Indigenous People in the area.

Initially, the service unit’s administration chose to have staff maintain the vegetation. However, the amount of grass coupled with the weeds and bushes, has proven to be a job better suited to outsource to professionals.

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1.5 Type of Contract Contemplated

The service unit is seeking an Indefinite Delivery/ Indefinite Quantity contract for grounds maintenance coupled with winter parking lot treatment. A fixed price must be provided for the services performed.

It is highly recommended that the contractor conducts a site visit prior to submitting a quote. A site visit can be scheduled by contacting the Contracting Officer’s Representative.

1.6 Period of Performance

The period of performance (POP) for this contract once awarded will start within 30 days of the award. The service unit will consider up to four (4) additional option years. The dates on the option years will be determined once the award has been made.

The estimated POP dates are as follows (subject to change):

Base Year: December 1, 2025 – November 30, 2026 Option Year One: December 1, 2026 – November 30, 2027 Option Year Two: December 1, 2027 – November 30, 2028 Option Year Three: December 1, 2028 – November 30, 2029 Option Year Four: December 1, 2029 – November 30, 2030

1.7 Place of Performance

The service will be performed at the clinic located at:

2401 Roxbury Road Charles City, VA 23030

1.8 Hours of Operation

The service unit is open Monday-Friday from 8:00am to 4:30pm. The office is closed all federal holidays.

New Year’s Day Martin Luther King’s Birthday President’s Day

Memorial Day Juneteenth Independence Day

Labor Day Indigenous People’s Day Veteran’s Day

Thanksgiving Day Christmas Day

1.9 Applicable Documents

Attached is a satellite photo. On the photo are blue dots which will approximate the location of the grounds and bushes. However, it is encouraged for all contractors to perform a site visit prior to submitting a quote.

1.10 Contracting Officer’s Representative

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The Contracting Officer’s Representative for this requirement is as follows:

Remedios Holmes Phone: 804-622-0011 Email: remedios.holmes@ihs.gov

2.0 Specific Requirements/Tasks

2.1 Spring - Annually, after the threat of frost has passed (Typically late March -early April):

2.1.1. Trim trees or bushes

2.1.2. Mulch plant beds (as needed, remove old mulch to maintain clean appearance)

2.1.3. Plant flowers (optional)

2.1.4. Ensure that all sidewalks, parking areas, driveways, and mulched areas are free of weeds, moss, leaves, debris, clippings, etc.

2.2 Spring/Summer – Weekly (Typically April through September)

2.2.1 Mow grass around clinic and maintain a clean edge, ensuring the length does not exceed 3 inches.

2.2.2 All edging shall include the cracks in the sidewalks and curbs.

2.2.3 Sweep or blow all sidewalks at each visit to remove the walkway from all clippings and debris.

2.2.4 Ensure that all sidewalks, parking areas, driveways, mulched areas as free of weeds, moss, leaves, debris, clippings, etc.

2.2.5 Remove and replace dead flowers as needed (optional)

2.2.6 Water flowers or shrubs as needed dependent on weather conditions

2.2.7 As needed- trim bushes and shrubs

2.3 Autumn- As needed (Typically September to Late November)

2.3.1 Mow grass around clinic and maintain a hard edge

2.3.2 Sweep or blow all sidewalks at each visit.

2.3.3 Ensure that all sidewalks, parking areas, driveways, and mulched areas are free of weeds, moss, leaves, debris, clippings, etc.

2.4 Winter- As needed (Typically Late November through March)

2.4.1 Snow removal when accumulation exceeds 1”. This includes:

2.4.1.1 Parking lot

2.4.1.2 Pharmacy drive-thru

2.4.1.3 Road up to the garage

2.4.1.4 Paved road into the complex

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2.4.1.5 All sidewalks

2.4.1.6 Snow removal must be completed at least 30 minutes prior to clinic opening.

2.4.1.7 Treat the parking area up to the garage for ice at least 30 minutes prior to clinic opening.

3.0 Contractor Quality Assurance.

The contractor will manage all of the work associated with the ground’s maintenance of this facility. The contractor will work with the COR for scheduling or change of schedule as needed.

The contractor will provide adequate labor, materials, supplies, and equipment to meet this contract’s requirements.

Any chemicals used in the remediation of weeds in mulched areas must be biodegradable in nature.

The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress.

The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work in a timely manner

All work shall be performed when specified conditions warrant, prior to the start of each regular work day. Changes to the work schedule shall be submitted at least one hour prior to designate completion time. Work shall be performed outside the clinic’s regular working hours. If the Contractor desires to carry on work during regular working hours, or on Saturdays, Sundays, or holidays, prior approval shall be obtained from the COR.

Any damage to Government facilities and/or environmental features, as well as to private property by the Contractor and/or his/her employees will be reported to the COR within 24 hours. All damaged property will be returned to the original condition, as directed by the COR or delegate. Any damage caused by the Contractor will be the liability of the Contractor. The damage expense and cost of repair will be the responsibility of the Contractor.

4.0 Meetings

For all meetings, the contractor shall be responsible for providing meeting materials, and administrative and facilitation support. Unless otherwise noted, meetings will be conducted at the Mid-Atlantic Tribal Health Center located at 2401 Roxbury Road, Charles City, VA.

4.1 Post-award Kickoff Meeting

Within 30 business days of contract award, the Government will conduct a post-award kickoff meeting.

4.2 Intermittent Project Status Reviews

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At the sole discretion of the Government, intermittent project status reviews may be conducted on an informal basis by telephone or teleconference or in person at the clinic with the COR or delegated official.

5.0 Payment

The contractor shall submit an invoice electronically each month after work has been performed via the Treasury portal Invoice Processing Platform (IPP). The invoice shall include all service dates. The contractor must use the IPP website to register and use IPP for submitting request for payment.

6.0 Delivery or Deliverables

Performance Objective Standard Performance Threshold

Method of Surveillance

PRS # 1.

The contractor will provide adequate labor, materials, supplies, and equipment to meet this contract’s requirements.

The contractor provides all labor, materials, transportation, equipment, and supplies

Percent threshold is 95%. COR or delegated authority surveillance at the time of service.

PRS # 2

Winter treatment of walkways and parking areas as needed.

The contractor shall complete within 30 minutes of clinic opening

95% of completion within 30 minutes of clinic opening

COR or delegated authority surveillance at the time of service.

PRS # 3

Regular grounds maintenance

Work shall be completed prior to the workday or on weekends. Schedule changes are communicated with the

COR.

95% timely response. COR or delegated authority surveillance at the time of service.

Security Requirements and Personal Identity Verification Procedures (Non-Classified Contract)

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

a. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12

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(HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

b. The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

c. (c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

d. (d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

Qualifications of Employees

a. The Contracting officer or a designated representative may require the Contractor to remove any employee(s) from IHS controlled buildings or other real property should it be determined that the individual(s) are either unsuitable for security reasons or otherwise unfit to work on IHS controlled property.

b. The Contractor shall fill out and cause each of its employees performing work on the Contract work to fill out, for submission to the Government, such forms as may be necessary for security or other reasons. These forms shall be completed electronically. Upon request of the Contracting Officer, the Contractor and its employees shall be fingerprinted.

c. Each employee of the Contractor shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form I-151, or, who presents other evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

Suitability Determinations

a. All Contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination before a facility identification card is

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b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than 6 months (Temporary Employees) may, at the Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badge, and escorted entry, as applicable.

d. Temporary Employees who have not received a favorable suitability determination shall be escorted government at all times while in non-public space, as directed by the CO or designee. The CO or their designee shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

e. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination will follow.

f. The Contracting Officer or his/her designated representative shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

g. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any Contractor performance under the Contract.

Compliance with Security Requirements

a. The Contractor shall comply with all IHS security requirements in the building(s) where work is being performed. Contractor personnel requiring access to IHS’s Network shall comply with all Federal Information Technology (IT) regulations regarding Trusted Internet Connection (TIC) in conjunction with IHS Division Information Resource Management (DIRM) IT policies, i.e., all IHS IT systems needing network connectivity must reside on the IHS network.

b. When a controlled personnel identification access system is used at a site where work is performed, the Agency will be responsible for providing any required access credentials. Credentials shall be displayed at all times or as otherwise required by the Agency.

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c. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

Notice to contractors:

All information and data related to this project that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the contracting officer.