PWS Snow and Ice Removal Services.pdf

Performance Work Statement

Snow and Ice Management Services – Beckley VA Medical Center

1. General Information

1.1 Purpose

The purpose of this contract is to provide performance-based snow and ice management services that ensure safe and continuous vehicular and pedestrian access to the Department of Veterans Affairs Beckley VA Medical Center (VAMC) campus during winter weather events, on a 24 hours per day, 7 days per week basis.

1.2 Scope

The contractor shall furnish all management, labor, supervision, equipment, vehicles, fuel, materials, deicing/anti-icing agents, and incidentals necessary to perform on-call snow and ice management services on a continuous, around the clock basis, for the entire Beckley VAMC campus. Services shall include plowing, clearing, deicing, pre-treatment, and snow relocation/removal, delivered to meet the performance standards defined in Section 4, at all hours of the day.

1.3 Place of Performance

Beckley VA Medical Center 200 Veterans Ave.

Beckley, WV 25801

Place of performance includes all roads, parking lots, parking garage/structure, sidewalks, steps, ramps, courtyards, loading/delivery areas, and designated emergency access routes on the campus, as depicted on the Beckley VAMC Snow Plan drawing.

1.4 Period of Performance

• Covered winter season shall be specified in the contract (e.g., October 1 – April 30) and may include option years as determined by the Government.

• Covered hours for contractor response are 24 hours per day, 7 days per week, including weekends and Federal holidays, with no distinction between duty and non-duty hours. The contractor is responsible for full-time coverage throughout the covered winter season.

2. Background

Beckley VAMC operates as a 24/7 healthcare facility requiring reliable access for patients, staff, emergency services, and deliveries in all weather conditions. Snow and ice accumulation present significant safety and operational risks; timely, effective management is essential to prevent slips, falls, vehicle accidents, and service disruptions.

This performance based contract provides full, continuous (24/7) snow and ice management coverage for the Beckley VAMC campus throughout the covered winter season, including both normal duty hours and non-duty hours, weekends, and Federal holidays.

3. Performance Objectives (Required Results)

The contractor shall achieve the following high-level performance objectives:

1. Maintain safe, passable conditions for vehicular and pedestrian traffic across designated Priority 1 areas throughout winter events and restore safe, passable conditions to Priority 2 and 3 areas within defined timeframes after cessation.

2. Meet defined response times for acknowledgement and on-site arrival when called out by the Government, regardless of time of day.

3. Proactively monitor weather conditions around the clock and perform pre-treatment whenever forecasted or observed conditions indicate the potential for snow, sleet, freezing rain, black ice, or refreeze to prevent unsafe conditions.

4. Avoid damage to Government property and promptly correct any damage caused by operations.

5. Maintain adequate resources (personnel, equipment, materials) to perform services across the campus at all times, including concurrent treatment of multiple areas during significant events.

4. Detailed Performance Requirements

4.1 Response and Readiness

• Contractor shall maintain continuous, around the clock (24/7) readiness throughout the covered winter season to meet response standards in Section 4.

• Contractor shall maintain sufficient personnel, equipment, and materials on every shift to handle multiple requests during a single event and to service multiple campus areas simultaneously, as directed by the COR.

• Contractor shall not cite lack of preparation, equipment, or staffing as justification for delayed response or non-performance.

4.2 Weather Monitoring and Proactive Operations

• Contractor shall monitor National Weather Service and other reliable forecasting services for Beckley, WV, continuously throughout the winter season, with dedicated attention during active or imminent events.

• When forecasts indicate snow, sleet, freezing rain, black ice, or refreeze risk at any hour, contractor shall:

o Ensure resources are staffed and staged to meet response standards at all times.

o Notify the COR or designee of anticipated conditions and any recommended pre-treatment.

o Recommend timing, locations, and methods for pre-treatment and proactive snow/ice management.

4.3 Priority Areas

Performance shall follow the priority scheme reflected in the Beckley VAMC Snow Plan drawing(s):

• Priority 1: Main parking lot; main building sidewalks and pedestrian routes;

courtyard; main entrances; steps/ramps serving primary patient/staff access;

parking garage and ramps; emergency access routes; doctor’s parking; road to Buildings 8, 8A, 14/15 and associated priority parking; delivery access routes.

• Priority 2: Parking lots serving outbuildings (Buildings 2, 3, 4, 5); remaining parking at Mental Health Building 8A; all remaining sidewalks, steps, and ramps.

• Priority 3: Remaining parking lots near Building 8 and Buildings 14/15; remaining parking around storage/utility buildings.

The COR may re-prioritize areas in writing (including e-mail) based on operational needs;

contractor shall implement changes within one business day or sooner when directed.

4.4 Snow and Ice Management Services (Results-Oriented)

Contractor shall plan and execute operations continuously, 24/7, to achieve the performance standards in Section 4. At a minimum, this includes:

• Plowing of roads, drive lanes, and parking areas to maintain safe, passable conditions for vehicles, at any hour.

• Clearing of sidewalks, steps, ramps, and pedestrian routes to maintain safe, passable conditions for foot traffic, at any hour.

• Application of deicing and anti-icing materials to prevent or treat ice, black ice, sleet, freezing rain, and refreeze on vehicular and pedestrian surfaces.

• Repeated treatments and return visits as needed, around the clock, to maintain performance standards until released by the COR or designee.

Specific methods (equipment type, routing, frequency) are at contractor’s discretion, provided performance standards are met.

4.5 Snow Relocation and Removal

• Contractor shall manage snow placement such that parking capacity, visibility, pedestrian movement, emergency access, and drainage are not adversely impacted.

• When snow accumulation from significant or repeated storms reduces parking capacity or creates safety hazards, contractor shall relocate, load, haul, and dispose of snow to Government-designated locations to restore capacity and circulation, regardless of time of day.

• Contractor shall furnish all loaders, skid steers, dump trucks, and other equipment necessary to perform relocation and hauling.

4.6 Equipment and Materials

• Contractor shall provide all equipment, vehicles, and tools necessary to meet performance standards on a 24/7 basis, including plows, blowers, sidewalk machines, spreaders, and loaders.

• Before each winter season, contractor shall submit a list of proposed deicing/anti-icing products to the COR for approval, including product name, manufacturer, specifications, and Safety Data Sheets (SDS).

• Products used in the parking garage decks, and ramps, shall be specifically designed for reinforced concrete applications and approved by the COR prior to use.

The contractor shall not use sodium chloride (rock salt) on these surfaces.

• Contractor shall maintain sufficient on hand inventory of approved materials and fuel throughout the season, sufficient to support continuous 24/7 operations;

regional shortages or supply disruptions shall not relieve performance obligations.

4.7 Protection of Property and Safety

• Contractor shall operate equipment and apply materials in a manner that protects pavements, curbs, bollards, utilities, landscaping, signage, and structures from avoidable damage.

• Any damage to Government property shall be immediately reported to the COR and repaired or replaced by the contractor at no cost to the Government, within time frames specified in the contract.

• Contractor shall implement appropriate safety controls (warning lights, high-visibility PPE, cones/barricades) and coordinate operations with VAMC to avoid interference with emergency vehicles, patient transport, and critical deliveries, at all hours.

5. Government-Provided Information and Constraints

• VA will provide existing campus drawings and the Beckley VAMC Snow Plan for reference; contractor is responsible for verifying actual field conditions.

• VA may provide information on sensitive areas where certain chemicals or equipment types are restricted; contractor shall comply with these constraints.

6. COVID-19 and Facility Access Requirements

• Contractor personnel are subject to the same screening procedures as VA employees and visitors; refusal to undergo required screening may result in denial of access.

• Contractor shall comply with all applicable Federal, State, and local laws, executive orders, rules, and regulations governing performance, including infection-control measures.

• Contractors shall follow VA requirements for privacy training, safety training, TB testing, and any additional medical clearance necessary for access to specific areas; the VA will identify applicable requirements.

7. Contractor Qualifications and Safety

• Contractor shall maintain a safe work environment consistent with VA and OSHA requirements; all contractor and subcontractor personnel shall meet applicable safety training, including OSHA 10-hour training for workers and OSHA 30-hour for the project superintendent or site supervisor if required by local VA policy.

• Contractor shall ensure proper removal and disposal of materials (e.g., sand, debris, waste) in accordance with environmental regulations.

• Contractor shall ensure work areas are kept clean and contained around the occupied healthcare facility, minimizing disruption and maintaining clear, safe paths for patients and staff, at all hours of operation.

7.1 Personnel Security and Facility Access

• Contractor personnel requiring access to the facility shall obtain a PIV/HSPD-12 badge or facility-specific access credential, as applicable.

• Background investigation (e.g., Tier I/Low Risk) shall be determined based on level of access required.

• Contractor shall coordinate with the COR to complete any required fingerprinting, badging, or clearance processing prior to performance start.

8. Performance Documentation and Reporting

• Contractor shall maintain event logs that include, at a minimum:

o Date/time of notification and arrival.

o Areas serviced (mapped to priority levels).

o Materials applied (type and quantity).

o Equipment used.

o Start/stop times and any issues encountered.

o Shift/crew identification, to support verification of continuous 24/7 coverage.

• Logs shall be submitted to the COR within 24 hours of each event or at a frequency specified by the contract (e.g., weekly), and will be used to:

o Verify that performance standards and AQLs are met.

o Validate invoice charges.

o Support incident investigations (e.g., slip-and-fall claims).

9. Performance Standards and Acceptable Quality Levels (AQL)

This table establishes the measurable performance standards for this contract.

Performance Objective

Performance Standard

AQL / Measurement Method

Response – Call acknowledgement

Contractor acknowledges call within 15 minutes of Government notification, 24 hours a day, 7 days a week.

95% of events per season meet standard (measured via COR logs).

Response – On-site arrival

Contractor arrives on site within 1 hour of call-out, unless alternate time directed by COR, at any hour of the day or night.

95% of events per season meet standard.

Priority 1 access during events

During active events, Priority 1 areas (main entrances, ED/ambulance routes, main parking, primary sidewalks, parking garage ramps) remain reasonably safe and passable; accumulation does not exceed a level that creates hazardous conditions for typical foot and vehicle traffic.

COR observation or designee; no more than 2 substantiated safety complaints or incidents per season attributable to contractor non-performance.

Post-event clearance – Priority

Within 2 hours after cessation of precipitation (or as directed), Priority 1 areas are fully plowed/cleared and treated for ice/refreeze, regardless of time of day.

90% of events per season meet standard; COR inspection or designee.

Post-event clearance – Priority

Within 4 hours after cessation, Priority 2 areas are cleared and treated for ice/refreeze.

90% of events per season meet standard.

Post-event clearance – Priority

Within 8 hours after cessation, Priority 3 areas are cleared and treated as directed by COR.

90% of events per season meet standard.

Pre-treatment When forecasts or observed conditions warrant, contractor recommends and applies

90% of forecasted hazardous events show documented

Performance Objective

Performance Standard

AQL / Measurement Method pre-treatment to designated areas prior to onset, as directed by COR, regardless of time of day.

recommendation and, when approved, pre-treatment logs.

Weather monitoring Contractor monitors National Weather Service and other reliable sources; communicates anticipated conditions that may affect access or require mobilization.

Documented communications before/early in events; COR satisfaction.

Property protection No avoidable damage to Government property (pavements, structures, landscaping, signage) attributable to contractor negligence. All damage is reported immediately and repaired at no cost to Government.

Zero unreported incidents;

repair timelines per contract.

Resource readiness Contractor maintains adequate inventory of materials and operable equipment, and adequate staffing on a 24/7 basis, to perform required services throughout season.

Regional shortages do not interrupt performance.

No missed events due to resource shortages; COR verification.

10. Non-Personal Services

The services provided under this contract are non-personal. Contractor personnel shall not be considered Government employees and shall not be supervised in a manner that creates an employer-employee relationship with the Government.