PWS Tree Management Program.pdf

PDF 157 KB Posted Jul 25, 2023

Attached to: S208--Tree Management Program-Tomah VAMC Federal contract opportunity
Solicitation number: 36C25223Q0836
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 12

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Written by GovTribe AI · Dec 21, 2023

This performance work statement outlines requirements for a tree management program for the Tomah VA Medical Center campus over four option years. The contractor shall provide a web-based tree inventory software application with GIS mapping capabilities to inventory all existing trees, record maintenance activities, and export data. The application must be accessible online from any device and include user logins, unique tree IDs, inspection dates, tree attributes, and export functions. The contractor must train five facility staff on application use and forestry best practices. Work is to be performed Monday through Friday from 7:30am to 4:30pm excluding federal holidays. The contractor must check in with contracting officials when arriving and departing, obtain ID badges, and park in designated areas. All tool containers are subject to search and weapons are prohibited.

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PERFORMANCE WORK STATEMENT

TREE MANAGEMENT PROGRAM

The Contractor shall provide web-based tree inventory software application, with a one-time subscription-based fee and permanent perpetual license, with Geographic Information System (GIS) based web cloud-hosting technologies, for use on any device with internet connectivity (iPad, Windows, Android, etc.), for use on the 176-acre Tomah VA Medical Center campus.

BASE YEAR: September 1, 2023, through August 31, 2024

Item DESCRIPTION UNIT UNIT

PRICE

TOTAL

0001 Perform a complete inventory of all existing trees located on the Tomah VA Medical Center campus. Upload information to web-based tree inventory software application database.

Each $0,000.00 $0,000.00

0002 Provide web-based tree inventory software application, with a one-time subscription-based fee and permanent perpetual license, with Geographic Information System (GIS) based web cloud-hosting technologies, for use on any device with internet connectivity (iPad, Windows, Android, etc.) to include all training.

Each $0,000.00 $0,000.00

Base Year Total $00,000.00

OPTION YEAR 1: September 1, 2024, through August 31, 2025

TOTAL

0001 Perform a complete inventory of all existing trees located on the Tomah VA Medical Center campus. Upload information to web-based tree inventory software application database.

Each $0,000.00 $0,000.00

Option Year 1 Total $00,000.00

OPTION YEAR 2: September 1, 2025, through August 31, 2026

TOTAL

0001 Perform a complete inventory of all existing trees located on the Tomah VA Medical Center campus. Upload information to web-based tree inventory software application database.

Each $0,000.00 $0,000.00

2 Total $00,000.00

OPTION YEAR 3: September 1, 2026, through August 31, 2027

TOTAL

0001 Perform a complete inventory of all existing trees located on the Tomah VA Medical Center campus. Upload information to web-based tree inventory software application database.

Each $0,000.00 $0,000.00

3 Total $00,000.00

OPTION YEAR 4: September 1, 2027, through August 31, 2028

TOTAL

0001 Perform a complete inventory of all existing trees located on the Tomah VA Medical Center campus. Upload information to web-based tree inventory software application database.

Each $0,000.00 $0,000.00

4 Total $00,000.00

Total Base and Option

Years $00,000.00

PERFORMANCE WORK STATEMENT

TREE MANAGEMENT PROGRAM

1. SCOPE

A. Contractor shall provide all services to perform a complete inventory of all existing trees located on the Tomah VA Medical Center campus.

B. Contractor shall provide all services required to load all data that was acquired during tree inventory into provided web-based tree inventory software application database.

C. Application shall include the ability to query various attribute fields, create charts and tables, export/print tree data into Excel, and view Eco-Benefits that each tree is providing.

D. Application shall incorporate a dynamic tree inventory for facility maintenance operations use which will allow staff to add/remove records as old trees are removed, and new trees are planted.

E. Application shall have a feature to record work history activities associated with specific tree records, and track changes in tree sizes and tree population diversity over time.

F. Application shall provide Facility Staff with the ability to create unique filters to segregate specific tree populations.

1) An example would include tracking Ash trees that warrant future emerald ash borer treatment.

G. Application shall efficiently export all data into a working spreadsheet (Microsoft Excel) so Facility Staff can filter data to summarize total number of trees, tree sizes, types, and condition, etc., so the Facility can plan future tree treatment into upcoming budgets.

H. Application shall provide 24/7/365 access with web-based, cloud computing platform.

I. Program shall have the following features, at a minimum.

1) Provide logins to access secure data for employees to add/remove records of old trees that are removed and new trees that are planted

2) Unique ID# for each tree record in program

3) Inspection date of tree

4) Common name of tree

5) Diameter, Base, Height (DBH) of tree

6) Condition of tree.

7) Class of tree.

8) Ability to export data to Microsoft Excel.

B. Contractor shall train Tomah five (5) Tomah VAMC Facility staff on the following.

1) Creating new and maintaining existing data records within cloud-based application.

2) Basic forestry practices to assist with future landscape maintenance and operations. Training can be either in person or online training and shall include handouts illustrating best practices.

3) Provide instructions on creating charts and tables within the application, and instructions on exporting/printing tree data into Microsoft Excel spreadsheets.

J. Any changes to this SOW shall be authorized and approved only through written modification of this contract from the CO (Contracting Officer) in coordination with the COR (Contracting Officers Representative). Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

K. Notwithstanding, the Contractor shall perform no additional work without the prior written authorization of the Contracting Officer. Any additional work, which may be performed by the Contractor without this approval, will be performed by the Contractor at no additional cost to the Government.

Within fourteen (14) days of the award of this contract, the Contractor and the Government shall agree upon a date for work to take place.

2. SERVICE HOURS AND FEDERAL HOLIDAYS

A. Normal hours of coverage are Monday through Friday from 7:30 am to

4:30 pm, excluding holidays. All work shall be performed during normal hours of coverage unless otherwise requested or approved by the COR or their designee.

B. All contract work shall be on a date and time mutually agreed upon between the Contractor and the COR.

C. Federal Holidays observed by the VAMC are:

New Years’ Day Independence Day Christmas Day Columbus Day Labor Day Martin Luther King Day Memorial Day Presidents’ Day Veterans’ Day Juneteenth Thanksgiving Day

3. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

A. Scheduling of work shall be arranged with at least one, or all the Point of

Contacts below and in the following order; contract COR (Contracting Officers Representative) or contract ACOR (Alternate Contracting Officers Representative).

4. ORIENTATION FOR CONTRACTOR EMPLOYEES:

A. Contractor will attend an orientation meeting as arranged by the Contracting Officer's Representative (COR). The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting)

• Fire and Safety

• Infection control

• Disaster procedures – Other

B. The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above.

5. CONTRACT DELIVERABLES

Contractor shall provide, to the COR after completion of work, at the minimum, the following deliverables.

• Initial Facility tree inventory shall be uploaded to web-based tree inventory software application database and shall be accessible by the Facility.

• Provide link to web-based tree inventory software application.

• Provide initial username and password to new database. Database access shall have ability for password change by the Facility.

• Contractor shall provide individual login credentials to edit tree data for Facilities respective database.

6. SECURITY REQUIREMENTS

A. All Contractor FST’s (Field Service Technician(s)) shall obtain contractor

ID badges from the COR. Identification shall be worn visible always by the Contractor and all FST’s while on premises. Contractor shall coordinate with COR to acquire said identification badges.

B. During normal working hours of operation, Monday through Friday, the contractor shall check in with the COR/Tomah VAMC (Veterans Affairs Medical Center) POC (Point of Contact) when arriving to perform work and check out with the COR/Tomah VAMC POC when work/workday is complete.

C. During other than normal hours of operation, the contractor shall sign in and out with the Fire Department located on the east end of B36.

D. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

E. Effective January 1, 2019, smoking is prohibited both inside and outside (entire campus) at the VAMC.

F. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

7. RISK CONTROL

A. The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts.

B. All work affecting patients shall be coordinated in advance by the

Government and the Contractor to have minimal impact on the patients.

8. PLACE OF PERFORMANCE

Tomah VA Medical Center, B415, 500 E. Veterans St., Tomah, WI. 54660

END

2. SERVICE HOURS AND FEDERAL HOLIDAYS

A. Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm, excluding holidays. All work shall be performed during normal hours of coverage unless otherwise requested or approved by the COR or their designee.

B. All contract work shall be on a date and time mutually agreed upon between the Contractor and the COR.

C. Federal Holidays observed by the VAMC are:

4. ORIENTATION FOR CONTRACTOR EMPLOYEES:

C. During other than normal hours of operation, the contractor shall sign in and out with the Fire Department located on the east end of B36.

File details come from the government source that posted it. Updated Jul 25, 2023.