RFQ 246-20-Q-0070 Grounds Keeping.docx

Combined Synopsis/Solicitation RFQ 246-20-Q-0070

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for 246-20-Q-0070 Grounds Maintenance RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-05. This solicitation is a 100% Small Business set-aside. The associated NAICS code is 561730 with a small business size standard of $7.5.

This RFQ contains fourteen (21) Line Items, grounds maintenance service for a base year and 2 option years as follows:

(Hourly Rate for Sidewalk Removal $__________ and Hourly Rate for Parking Lot Removal $_________: This is a “not to exceed” NTE line item and the contractor shall only bill for hours worked under this CLIN). AS NEEDED SERVICE

(Hourly Rate for Sidewalk Removal $__________ and Hourly Rate for Parking Lot Removal $_________: This is a “not to exceed” NTE line item and the contractor shall only bill for hours worked under this CLIN). AS NEEDED SERVICE

(Hourly Rate for Sidewalk Removal $__________ and Hourly Rate for Parking Lot Removal $_________: This is a “not to exceed” NTE line item and the contractor shall only bill for hours worked under this CLIN). AS NEEDED SERVICE

SITE VISIT: THERE WILL BE ASITE VISIT FOR ALL PRESPECTIVE OFFERORS ON JUNE 18, 2020 AT 1:30 PM CST AT CLAREMORE INDIAN HOSPITAL. PLEASE CONTACT SEAN LONG BY E-MAIL AT SEAN.LONG@IHS.GOV TO CONFIRM ATTENDANCE.

PERIOD OF PERFORMANCE: 09/17/2020 through 09/16/2021 (Base Period); 09/17/2021 through 09/16/2022 (Option Period One); 09/17/2022 through 09/16/2023 (Option Period Two)

Vendor Requirements: See attached Statement of Work document for requirements, location, and instructions.

STATEMENT OF WORK, SITE DRAWINGS, AND WAGE DETERMINATION ARE ATTACHED TO THIS COMBINED SYNOPSIS SOLICITATION

Submit Quotes no later than: July 2, 2020 @ 3:00PM CST to the Following Point of Contact: Sean Long; sean.long@ihs.gov or 918-342-6509

Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):

(a) The Government will award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Best Value (see criteria below)

- Price will evaluated on base plus option year pricing (combined).

- Offers shall submit a list of the proposed equipment to be utilized in performance of the statement of work and proposed manpower for the statement of work to demonstrate a method and approach to accomplishing the work with an emphasis on snow/ice removal.

- Past Performance: Offeror’s shall submit at three references for like or similar projects for the past five years within the local area. Past Performance with CIH will be evaluated as well (if applicable).

This solicitation will result in a firm fixed price purchase order pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items; FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following clauses sited): FAR 52.203-6 Restrictions on Subcontractor Sales to the Government; 52.203-13, Contractor Code of Business Ethics and Conduct; FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; FAR 52.217-8, Option to Extend Services, FAR 52.217-9, Option to Extend the Term of the Contract, FAR 52.219-6, Notice of Total Small Business Aside; FAR 52.219-8, Utilization of Small Business Concerns; FAR 52.219-13, Notice of Set-Aside of Orders; FAR 52.219-28, Post-Award Small Business Program Representation; FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35 Equal Opportunity for Veterans; FAR 52.222-36, Equal Opportunity for Workers with Disabilities; FAR 52.222-37 Employment Reports on Veterans; FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving; FAR 52.225-1, Buy American Act--Supplies; FAR 52.225-13, Restriction on Certain Foreign Purchases; FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management; FAR 52.222-41, Service Contract Act of 1965; FAR 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment. The above Provisions and Clauses may be obtained via internet at http://farsite.hill.af.mil.

SECURITY CLEARANCE

In accordance with Homeland Security requirements all contractor employees who will perform the task order services shall submit to electronic fingerprints and obtain security clearance before services can be performed under this purchase order.

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (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) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(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.

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (sean.long@ihs.gov) Mail quotations to Claremore Indian Hospital, Attn: Sean Long, 101 S Moore Ave, Claremore, OK 74017

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, DUNS number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

For additional information, please contact the Contract Specialist, Sean Long, sean.long@ihs.gov or 918-342-6509

Statement of Work (SOW) Grounds Maintenance

1. PURPOSE OF THE PROJECT

The Claremore Indian Hospital, Indian Health Services has a requirement for comprehensive grounds maintenance. This service will include both scheduled and as-needed work.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide services to include:

Scheduled services

As-needed/when requested service

The Claremore Indian Hospital campus boundaries are listed below. Additional description will be provided in Attachment #1.

The campus consists of the following: (NOTE: All measurements are approximate.)

· 11.5 acres of total area

· 3.875 acres of grassy areas (includes (2) large ditches, courtyard, a steeply sloped area adjacent to the east side of the building, and some small berms)

· 2.725 acres of building structures

· 4.9 acres of sidewalks, parking lots, and helipad

· 23-25 individual grassy pads/areas (included in total grassy areas) The largest contiguous area is approximately 1 acre.

· 2400 linear feet of sidewalks

· 1 internal courtyard (included in total grassy areas)

· 3 areas of shrubbery/landscaping

· 3 fenced areas requiring weed control

· 18-20 trees

· Approximately (8-12) 42 gallon trash receptacles

Facilities Maintenance possesses no equipment to perform these services and this work is currently contracted. The facility does not have in-house fuel storage, nor does it provide any fuels, lubricants, or other supplies for mowing/trimming or other services. The normal expectation for mowing/trimming is weekly service during the growing season, which is approximately April 01 – October 31. This is approximately (30) mowing/trimming services. Mowing and trimming services shall be performed on Saturday or Sunday due to the high volume of traffic during the week. It is normal for the parking lots to be at ¾ capacity or more Monday – Friday, which makes trimming, debris removal, and avoiding damage to vehicles very difficult during this time. Due to the location of CIH, the aforementioned high volume of traffic and visitors, a greater than average volume of trash on the grounds is a common finding throughout the year. The ability to thoroughly clean parking lots during weekdays is severely limited, and successful completion of this task is unlikely at these times. Trash and debris shall be removed at least (3) times per week with thorough cleaning conducted after hours or during the weekend in conjunction with the mowing/trimming.

The CIH main building has large, glass bay windows and storefront-type windows around most of its perimeter, which pose a challenge for grounds crews to avoid breakage. The helipad is surrounded by 16 solar-powered lamps, costing approximately $1300/unit. These lamps are vulnerable to damage when mowing, trimming, and during ice/snow removal.

Trash shall be removed from remote trash receptacles by the contractor at least 3 times per week. During trash removal, the grounds shall be policed; including all parking areas, for trash and debris, and any found is disposed of at that time.

Snow/ice removal is performed by the contractor. As CIH is a hospital, CIH is required to be first priority service during winter weather. The hospital shall be accessible at all times (parking lot, entrances, and exits).

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with two (2), twelve (12) month option years.

4. LEVEL OF EFFORT

The contractor shall provide all labor, equipment, supplies, travel, and other services required to perform the grounds keeping services required by this scope of work. These services consist of the following:

4.1. Trash & Debris Removal – Contractor shall perform these services 5 times per week, with at least 1 service being performed on Saturday, and 1 service being performed on Monday mornings. Performance this service once (1) during mowing/trimming or weekly service is allowable. Each service shall include at minimum all of the following:

4.1.1. Empty all trash receptacles on the grounds and courtyard >2/3 full, placing collected trash into the designated large refuse roll-off provided by CIH.

4.1.2. Install new liners provided by the contractor into any receptacles emptied.

4.1.3. Police the entire grounds, including the interior courtyard, for trash and large debris. Remove these items and dispose of them in the above-mentioned refuse roll-off.

4.2. Grounds/Parking Lot Clean-up – Contractor shall perform this service once per week with at least 4 days of separation but no greater than 7 days between each service. Performance of this service during mowing/trimming services is allowable. This service shall include at minimum all of the following:

4.2.1. Remove all accumulated debris from all curbs, sidewalks, and other paved areas. Blowers, vacuums, or sweeping are permissible, but care must be taken to avoid blowing debris on vehicles in the parking lot. All debris shall be collected and disposed of in the main refuse roll-off.

4.2.2. Remove all debris from lawn areas, landscaped areas, trees including trash and broken limbs. This step shall be performed prior to all mowing/trimming.

4.2.3. Remove by means of string trimming, selective/nonselective herbicidal treatment, or manually; all grass, weeds, etc., growing within sidewalks, pavement, and fence lines. When herbicidal treatment is utilized, all dead plant material shall be removed from the treated area within 14 days of treatment. Fences shall be maintained clear out to 3” each side.

4.2.4. Inspect the building entrances and exits (18), stairs, and remove all debris accumulations:

· Main entrance and Surgery Clinic exit

· GMS South exit

· Housekeeping West entrance

· OB West and South exits

· Emergency Room entrance

· Two East main building entrances with stairs

· North and West Administration building entrances (3)

· Mechanical room and Chiller building door entrances

· Shipping dock area to the medical gas pad

· MRI west and south entrances

· Physical Therapy stairs

· South ER parking lot stairs

NOTE: Debris shall be defined as all grass clippings, leaves, sticks, twigs, limbs, paper and plastic trash, clothing, cigarette butts, and other refuse items that do not belong on the grounds.

NOTE: Contractor is responsible for the repair of all damage to the building, grounds, helipad lights, and vehicles, caused during the performance of this service.

4.3. Mowing/Trimming/Edging Services – Contractor shall perform these services weekly starting April 1st of each year, and ending October 31st, unless instructed otherwise by Facilities Management. Each service shall be completed within the same working day and shall be completed on Saturday or Sunday of each week. Performance of this service on Friday after close of business is permissible, so long as the entire service is performed and completed on that day. No deviation from scheduled service shall be allowed without prior CIH Facilities Management approval. Any deviation due to weather conditions shall be pre-scheduled with CIH Facilities Management prior to the weekend on which service is to be performed. Failure to perform scheduled services due to forecasted weather events with no attempt to reschedule the service earlier within the week shall not be acceptable. Should additional mowing/trimming services be required, contractor shall perform them at a pre-negotiated rate upon request from Facilities Management and approval from the Contracting Officer.

4.3.1. A complete weekly mowing/trimming/edging service shall include at minimum all of the following:

· All debris shall be removed from the lawn prior to mowing/trimming/edging.

· Any debris inadvertently scattered by mowing/trimming/edging shall immediately be removed from the lawn and disposed of as described previously.

· All lawn areas shall be cut to a height of 2” unless otherwise specified by Facilities Management.

· All mowing shall be conducted with equipment utilizing grass catchers/baggers/mulch kits and collected grass shall be disposed of off-site. Bagging shall be required if clumping of cut grass occurs and is visible on the lawn.

· All mowing/trimming/edging equipment shall be guarded per factory design. Unguarded/modified equipment shall not be used at CIH.

· All curbs and sidewalks shall be trimmed at a 45-degree angle and buffed to match the lawn height. All edges shall be pronounced, but without excessive soil removal.

· All grass clippings generated from trimming/edging during the current service shall be collected, disposed of, or blown/scattered uniformly onto the lawn. Each major area trimmed shall have all clippings immediately removed from sidewalks and entrances to avoid the carrying of debris into the hospital by foot traffic. Care shall be taken to avoid blowing grass clippings onto vehicles, tables, patients, staff, and visitors.

NOTE: Contractor is responsible for the repair of all damage to the building, grounds, helipad lights, and vehicles, caused during the performance of this service. It is recommended to cover the helipad lights with a protective cover during mowing and trimming.

4.4. Weed Control- Contractor shall provide and adhere to a weed control plan approved by Facilities Management for CIH lawn areas for the months of March thru September, with four applications at minimum. CIH Facilities Management shall evaluate the effectiveness of this plan after each application based on the herbicide manufacturer’s stated kill time. At a minimum, the weed control plan shall include all of the following:

4.4.1. Pre and post emergent treatment

4.4.2. SDS information for all herbicides used are provided to CIH Facilities Management prior to use, and annually thereafter.

4.4.3. All treatments shall be scheduled with CIH Facilities Management prior to application of herbicides.

4.4.4. Any use of non-selective herbicides shall be conducted in a manner that does not leave undesired blemishes and patterns on the lawn.

4.5. Snow and Ice Removal - Contractor shall perform this as-needed service anytime there is an imminent winter weather event. Contractor shall perform these services without Facilities Management prompting and CIH shall be given absolute first priority for service with no exceptions. Snow and ice removal from the parking lot, sidewalks, all entrances and exits, dock area, and helipad shall include at minimum all of the following:

4.5.1. Upon forecast of impending winter weather, contractor shall notify Facilities Management that snow/ice removal operations are commencing.

4.5.2. Contractor shall be required to be onsite and performing snow/ice removal services 24 hours/day 7 days/week during winter weather precipitation to maintain compliance with the scope of work. Snow/ice removal operations shall not cease until precipitation has ended and all designated areas are completely cleared of snow accumulations and have been treated with ice-melt as necessary.

4.5.3. Contractor shall provide sufficient equipment, supplies, and manpower to continuously meet the scope of work, as pertaining to this service. It is not acceptable to rely on rental equipment availability for the performance of this service. Non-performance due to lack of equipment availability shall not be accepted.

4.5.4. Contractor shall supply all ice melt products, and the cost included within the hourly rate for snow and ice removal services.

4.5.5. Application of ice-melt shall be coordinated with snow/ice removal operations in an effective and efficient manner.

4.5.6. Contractor shall pre-treat entrances, exits, sidewalks, and areas designated on Attachment #2 Snow/Ice Removal Priorities immediately before the commencement of a winter weather event and in accordance with manufacturer’s guidelines for ice-melt application.

4.5.7. Upon arrival, contractor shall sign in all heavy equipment and personnel utilized in performing this service, as well as the time the service was commenced on a log sheet provided by Facilities Management.

4.5.8. Upon completion of each service, the contractor shall document the amount of ice-melt used to perform each service and the time of completion on the log sheet previously mentioned.

4.5.9. If at any time personnel or heavy equipment leaves the job site during snow/ice removal, the personnel or equipment shall be signed out on the log sheet, including the time of departure. Failure to properly document personnel, equipment, and supplies used for each service shall be reported to the Contracting Officer and a deduction from the invoice consistent with the negotiated price per man/hour or equipment/hour shall occur.

4.5.10. All areas designated as “Keep clear at all times” on Attachment #2 shall be maintained passable/clear at all times without exception. Continuous snow/ice removal is required in these areas. The helipad sis included. Accumulations of greater than 3/4” shall not be allowed to remain on these areas during and after the winter weather event.

4.5.11. All other areas, such as regular parking spaces and the courtyard, shall be cleared in accordance with the schedule on Attachment #2, Snow/Ice Removal Priority, at an interval commensurate with the duration of the winter weather event. Areas designated in blue shall be cleared before 0600. Complete clearing of areas designated in orange shall be completed as quickly as possible after precipitation has ceased. Under no circumstances should these areas be allowed accumulations greater than 6” of precipitation before clearing.

4.5.12. Contractor shall move accumulated snow from sidewalks, parking lots, entrances, exits, and the helipad onto lawn areas, and areas designated on Attachment #2, Snow/Ice Removal Priority. If accumulations are high, Facilities Management reserves the right to approve alternate areas such as remote parking spaces for the location of removed snow.

4.5.13. Contractor shall make every effort to avoid damage to speed bumps, parking stops, signage, gutters, buildings, light poles, landscaped areas, trees, shrubbery, helipad lights, and the lawn.

NOTE: Contractor is responsible for the repair of all damage to the building, grounds, helipad lights, and vehicles, caused during the performance of this service.

4.6. Tree Trimming/Pruning – Contractor shall trim/prune all trees located on the CIH campus a minimum of 4 times per year. Services shall be performed when requested. Additional trimming/pruning shall be performed as requested at the negotiated price. This service shall meet the following requirements:

4.6.1. Tree limbs and canopy overhang shall be trimmed or pruned back to 8’ H clearance.

4.6.2. Trees shall be trimmed clear of contact with campus buildings, light poles, etc.

4.6.3. All debris generated shall be disposed of off-site.

4.7. Landscape Maintenance, Courtyard & East Landscaped Bed – Each month during the months of March - September, prune and trim all shrubbery and remove any new growth or tree saplings. Mulch layer shall be established and maintained by contractor. Mulch shall be provided by the contractor, and cost for mulch shall be included in the cost of this service.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.- (Security Clearance for on-site human services)

5.2. The US PHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Claremore Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Claremore Indian Hospital. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the service dates with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Invoicing:

The contractor shall submit a PROPER INVOICE monthly for services provided. The Contractor shall submit an original invoice to:

Oklahoma City Area Indian Health Service Office of Financial Management 701 Market Drive, Oklahoma City, OK 73114

The contractor shall submit a copy of the invoice to:

Claremore Indian Hospital Attn: Shawn Chopper, Facility Management 101 S. Moore Ave.

Claremore, OK 74017

The contractor shall include the following information on each invoice.

6.5 Groundskeeping Log

Contractor shall deliver the following to Facilities Management:

After performance of any and all services that are to be invoiced to CIH, a Groundskeeping Service Log provided by Facilities Management shall be completed and submitted to either Facilities Management or the Stationary Engineer on duty. It shall include, at minimum:

This Groundskeeping Service Log shall be utilized for contract monitoring purposes, and shall be completed accurately and immediately after a performed service to ensure the invoice for the service performed is paid. Invoices without an accompanying Groundskeeping Service Log shall not be paid.

At minimum, the contractor shall submit one completed log sheet per month after all services for the month are performed, and Facilities Management or designee from the Facilities Maintenance department shall evaluate the performance of the service within 24 hours of completion.

Log sheets shall be located either at the entrance of the security office, or inside the maintenance shop. Contractor shall be required to document each service date and time, as well as all technicians performing services at each and every visit. This Groundskeeping Service Log shall be completed and submitted to Facilities Management or designee upon completion of the final service to be performed for any given week. Backdating of services performed is strictly prohibited, and Facilities Management will review logs daily for enforcement.

Contractor use of Facilities Maintenance copier to make copies of all submitted Groundskeeping Service Log sheets is allowable, and highly recommended.

6.6 Special Procedures

6.6.1 Contractor is required to adhere to agreed upon schedule unless unforeseen or uncontrollable circumstances such as weather warrant a deviation. In this case, contractor shall call in advance to re-schedule the work by contacting C. Scot Lewis, Facility Maintenance Supervisor, at 918-342-6483, or Shawn Chopper, Facility Engineer, at 918-342-6020.

6.6.2 Any damages to hospital property by the contractor shall be repaired/replaced within 45 calendar days after notification from the hospital or self-reporting to the hospital.

6.6.3 CIH normal operating hours are 7:30 am to 4:30 pm, Monday through Friday.

6.6.4 Immediately upon arriving at the facility, contractor shall report to the facilities Maintenance department in order to sign into the visitor’s log and obtain a visitor’s badge.

6.6.5 Contractor shall provide a copy of the appropriate license or certification prior to performing any work requiring a license, such as herbicidal treatments.

6.6.6 Contractor, upon completion of the work, shall return to the Facilities Maintenance department to sign out, return the visitor’s badge, and provide all required service reports/log sheets prior to departing the facility.

6.6.7 Contractor shall comply with all posted rules and regulations in the hospital and on hospital grounds including parking, no smoking or tobacco, etc.

6.6.8 Contractor shall comply with all Life Safety, Infection Control, and Occupational Safety rules, regulations, and instructions, both written and verbal while at the facility.

6.6.9 Contractor shall provide all SDSs for hazardous or chemical items to be used in the performance of any maintenance prior to the use of those materials at the CIH facility.

7. MONITORING SURVEILLANCE PLAN

INTRODUCTION

This plan sets forth procedures and guidelines that the Indian Health Service will use in evaluating the technical performance of the Contractor. A copy of this plan will be furnished to the Contractor so that the Contractor will be aware of the methods that the Government will employ in evaluating the performance on this contract and address any concerns that the Contractor may have prior to initiating work.

PURPOSE OF THE MONITORING PLAN

The plane is intended to accomplish the following:

· Define the roles and responsibilities of participating Government officials;

· Define the types of work to be performed with required end results;

· Describe the evaluation methods that will be employed by the Government in assessing the Contractor's performance;

· The Monitoring form (see attached) that will be used by the government in documenting and evaluating the Contractor's performance; and

· Describe the process of performance documentation.

7.1. ROLES AND RESPONSIBILTIES OF PARTICIPATING GOVERNMENT OFFICIALS

The Project Officer shall be responsible for monitoring, assessing, evaluating, and reporting on the Contractor’s technical performance. The Project Officer shall have the primary responsibility for completing the Monitoring form use to document the inspection and evaluation of the Contractor's work performance. It is extremely important for the Project Officer to establish and maintain a team oriented line of communication with the Contractor.

7.2. METHODOLOGIES USED TO MONITOR THE CONTRACTOR'S PERFORMANCE

Even though the Government through the Project Officer will be monitoring the Contractor's performance on a continuing basis, the volume of tasks performed by the Contractor makes technical inspections of every task and steps impractical. Accordingly, the Indian Health Service will use a review process to monitor the Contractor's performance under this contract. The Contractor's performance shall be evaluated by the Project Officer according to three categories: "superior", "acceptable” and unacceptable” as defined below:

Superior: a level of performance which exceeds the minimum standards of performance; or Acceptable: an acceptable level of performance which meets the minimum standards of performance; or Unacceptable: a level of performance that is fails to meet the minimum standards of performance.

The Project Officer will forward copies of all completed monitoring forms to the Contracting Officer and Contractor by close of business on the days the forms were prepared. The Contractor is required to respond in writing to any negative monitoring forms) within 5 working days after receipt of the form(s).

7.3. ANALYSIS OF SURVEILLANCE RESULTS

The Contracting Officer will receive the monitoring form prepared by the Project Officer. When appropriate, the Contracting Officer may investigate the event further to determine if all the facts and circumstances surrounding the event were considered in the Project Officer’s statements outlined on the form. The Contracting Officer shall immediately discuss every event receiving a substandard rating with the Contractor to assure that corrective action is promptly initiated.

The services or activities that shall be used to evaluate Contractor performance are listed below. Performance deductions for these products or activities will be taken only once, when the task is completed.

7.4. Evaluation of the successfulness of completed services both scheduled and as needed and shall be documented by Facilities Management. This shall be accomplished on the provided form “Attachment #3 Groundskeeping Service Log” and any deficiencies shall be reported on “Attachment #4 - QASP form”.

7.5. Evaluation of the quality of performed services shall be based strictly on this scope of work, and the contractor shall remedy any discrepancies noted within 24 hours of notification.

8. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. The Government will supply the trash receptacles, roll away dumpster, and items explicitly listed as being supplied by government in this SOW.

9. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

9.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

10. CHANGES TO THE STATEMENT OF WORK (SOW)

10.1. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

11. DELIVERABLES/PERFORMANCE MATRIX

1. Trash and debris was removed at least 5 times a week Yes No

2. Debris and grass was policed and removed from entrances, exits, helipad, & shipping/dock area to include the grounds

Attachment 3:

Attachment 4:

GROUNDS MAINTENACE CONTRACT MONITORING FORM

Contractor Name: ____________________ Grounds Maintenance contract No. _______________ Project Officer and or Designee who performed inspection: _______________________________ Date Quality Assurance Report submitted to Contracting Officer ___________________________ Quality Assurance Rating:

Superior: a level of performance which exceeds the minimum standards of performance;

Acceptable: an acceptable level of performance which meets the minimum standards of performance; or

Unacceptable: a level of performance that is fails to meet the minimum standards of performance.

Project Office or Contracting Officer’s Corrective Action Plan discussed with Contractor of substandard performance ______________________________________________________________________ Date/Comment Project Officer inspected/accepted Contractor’s correction of substandard performance issue:

Attachment 5: Wage Determination

"REGISTER OF WAGE DETERMINATIONS UNDER | U.S. DEPARTMENT OF LABOR

THE SERVICE CONTRACT ACT | EMPLOYMENT STANDARDS ADMINISTRATION

By direction of the Secretary of Labor | WAGE AND HOUR DIVISION

| WASHINGTON D.C. 20210

| Wage Determination No.: 2015-5317 Daniel W. Simms Division of | Revision No.: 10 Director Wage Determinations| Date Of Last Revision: 12/23/2019 Note: Under Executive Order (EO) 13658 an hourly minimum wage of $10.80 for calendar year 2020 applies to all contracts subject to the Service Contract Act for which the contract is awarded (and any solicitation was issued) on or after January 1 2015. If this contract is covered by the EO the contractor must pay all workers in any classification listed on this wage determination at least $10.80 per hour (or the applicable wage rate listed on this wage determination if it is higher) for all hours spent performing on the contract in calendar year 2020. The EO minimum wage rate will be adjusted annually. Additional information on contractor requirements and worker protections under the EO is available at www.dol.gov/whd/govcontracts.

State: Oklahoma Area: Oklahoma Counties of Creek Okmulgee Osage Pawnee Rogers Tulsa Wagoner **Fringe Benefits Required Follow the Occupational Listing**

OCCUPATION CODE - TITLE FOOTNOTE RATE

01000 - Administrative Support And Clerical Occupations 01011 - Accounting Clerk I 15.86 01012 - Accounting Clerk II 17.80 01013 - Accounting Clerk III 19.92 01020 - Administrative Assistant 23.31 01035 - Court Reporter 19.66 01041 - Customer Service Representative I 12.21 01042 - Customer Service Representative II 13.72 01043 - Customer Service Representative III 14.97 01051 - Data Entry Operator I 14.11 01052 - Data Entry Operator II 15.39 01060 - Dispatcher Motor Vehicle 17.99 01070 - Document Preparation Clerk 15.04 01090 - Duplicating Machine Operator 15.04 01111 - General Clerk I 12.69 01112 - General Clerk II 13.84 01113 - General Clerk III 16.83 01120 - Housing Referral Assistant 19.54 01141 - Messenger Courier 12.76 01191 - Order Clerk I 15.74 01192 - Order Clerk II 18.10 01261 - Personnel Assistant (Employment) I 15.76 01262 - Personnel Assistant (Employment) II 17.58 01263 - Personnel Assistant (Employment) III 19.66 01270 - Production Control Clerk 22.65 01290 - Rental Clerk 13.33 01300 - Scheduler Maintenance 15.67 01311 - Secretary I 15.67 01312 - Secretary II 17.53 01313 - Secretary III 19.54 01320 - Service Order Dispatcher 14.95 01410 - Supply Technician 23.31 01420 - Survey Worker 16.39 01460 - Switchboard Operator/Receptionist 13.97 01531 - Travel Clerk I 14.24 01532 - Travel Clerk II 15.19 01533 - Travel Clerk III 15.92 01611 - Word Processor I 14.24 01612 - Word Processor II 16.16 01613 - Word Processor III 18.12 05000 - Automotive Service Occupations 05005 - Automobile Body Repairer Fiberglass 21.07 05010 - Automotive Electrician 18.19 05040 - Automotive Glass Installer 17.24 05070 - Automotive Worker 17.24 05110 - Mobile Equipment Servicer 15.14 05130 - Motor Equipment Metal Mechanic 19.15 05160 - Motor Equipment Metal Worker 17.24 05190 - Motor Vehicle Mechanic 17.91 05220 - Motor Vehicle Mechanic Helper 13.98 05250 - Motor Vehicle Upholstery Worker 16.08 05280 - Motor Vehicle Wrecker 17.19 05310 - Painter Automotive 18.22 05340 - Radiator Repair Specialist 17.24 05370 - Tire Repairer 13.29 05400 - Transmission Repair Specialist 19.15 07000 - Food Preparation And Service Occupations 07010 - Baker 11.11 07041 - Cook I 10.55 07042 - Cook II 12.41 07070 - Dishwasher 9.58 07130 - Food Service Worker 11.06 07210 - Meat Cutter 12.17 07260 - Waiter/Waitress 8.90 09000 - Furniture Maintenance And Repair Occupations 09010 - Electrostatic Spray Painter 17.24 09040 - Furniture Handler 11.67 09080 - Furniture Refinisher 17.24 09090 - Furniture Refinisher Helper 13.06 09110 - Furniture Repairer Minor 14.92 09130 - Upholsterer 17.24 11000 - General Services And Support Occupations 11030 - Cleaner Vehicles 11.71 11060 - Elevator Operator 11.68 11090 - Gardener 17.47 11122 - Housekeeping Aide 10.62 11150 - Janitor 10.62 11210 - Laborer Grounds Maintenance 12.71 11240 - Maid or Houseman 9.81 11260 - Pruner 11.16 11270 - Tractor Operator 15.90 11330 - Trail Maintenance Worker 12.71 11360 - Window Cleaner 12.09 12000 - Health Occupations 12010 - Ambulance Driver 14.86 12011 - Breath Alcohol Technician 18.04 12012 - Certified Occupational Therapist Assistant 28.44 12015 - Certified Physical Therapist Assistant 29.05 12020 - Dental Assistant 17.37 12025 - Dental Hygienist 38.74 12030 - EKG Technician 19.72 12035 - Electroneurodiagnostic Technologist 19.72 12040 - Emergency Medical Technician 14.86 12071 - Licensed Practical Nurse I 16.12 12072 - Licensed Practical Nurse II 18.04 12073 - Licensed Practical Nurse III 20.10 12100 - Medical Assistant 15.33 12130 - Medical Laboratory Technician 18.22 12160 - Medical Record Clerk 16.28 12190 - Medical Record Technician 18.22 12195 - Medical Transcriptionist 18.48 12210 - Nuclear Medicine Technologist 35.65 12221 - Nursing Assistant I 10.92 12222 - Nursing Assistant II 12.28 12223 - Nursing Assistant III 13.40 12224 - Nursing Assistant IV 15.05 12235 - Optical Dispenser 14.54 12236 - Optical Technician 16.00 12250 - Pharmacy Technician 14.25 12280 - Phlebotomist 14.63 12305 - Radiologic Technologist 26.65 12311 - Registered Nurse I 24.11 12312 - Registered Nurse II 29.49 12313 - Registered Nurse II Specialist 29.49 12314 - Registered Nurse III 35.68 12315 - Registered Nurse III Anesthetist 35.68 12316 - Registered Nurse IV 42.76 12317 - Scheduler (Drug and Alcohol Testing) 22.34 12320 - Substance Abuse Treatment Counselor 24.70 13000 - Information And Arts Occupations 13011 - Exhibits Specialist I 18.95 13012 - Exhibits Specialist II 22.57 13013 - Exhibits Specialist III 27.62 13041 - Illustrator I 18.95 13042 - Illustrator II 22.57 13043 - Illustrator III 27.62 13047 - Librarian 22.75 13050 - Library Aide/Clerk 12.46 13054 - Library Information Technology Systems 20.54 Administrator 13058 - Library Technician 13.79 13061 - Media Specialist I 14.85 13062 - Media Specialist II 16.62…