RFQ 36C25624Q0022 Attachment 1 - Statement of Work.pdf

PDF 1 MB Posted Oct 2, 2023

Attached to: Snow and Ice Removal and Surface Treatment Services
Solicitation number: 36C25624Q0022
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 16

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Written by GovTribe AI · Dec 21, 2023

This document is a Statement of Work for solicitation number 36C25624Q0022 for snow and ice removal and surface treatment services. The contractor shall provide all labor, equipment, materials and supervision necessary to perform snow and ice removal from roadways, parking lots, sidewalks, ramps, stairways and building entrances at the Veterans Health Care System of the Ozarks medical facilities in Fayetteville, Arkansas. The contractor must mobilize within two hours of notification and be prepared to perform services 24 hours a day, 7 days a week according to the facility's Snow Removal Standard Operating Procedure. Services include clearing snow and ice from priority entrance areas, roads, parking lots and applying surface treatments to prevent ice buildup. The contractor must provide electronic service tickets within 24 hours of each weather event detailing services performed. All contractor personnel must comply with facility security and safety requirements including wearing issued identification badges and following all personal protective equipment guidelines.

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Other files

File	Type	Posted
36C25624Q0022 0002.pdf	PDF	Oct 25, 2023
36C25624Q0022 0001.pdf	PDF	Oct 11, 2023
RFQ 36C25624Q0022.pdf	PDF	Oct 2, 2023
RFQ 36C25624Q0022 Attachment 2 - Wage Determination 2015-5109.pdf	PDF	Oct 2, 2023
RFQ 36C25624Q0022 Attachment 3 - Technical Capability Questionnaire.pdf	PDF	Oct 2, 2023

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36C25624Q0022 Attachment 1

STATEMENT OF WORK

Winter Weather Services (WWS)

Veterans Health Care System of the Ozarks (VHSO) Fayetteville, AR

(September 22, 2023)

1. SCOPE

Services, non-personal: The contractor shall provide all parts, labor, tools, materials, equipment, transportation and supervision necessary to perform snow and ice removal and broadcast of surface treatments on roadways, parking lots, parking garages, sidewalks, ramps, exterior stairways and building entrances in complete and strict accordance with this contract and all attachments hereto for the Veterans Healthcare System of The Ozarks (VHSO) located at 1100 North College Avenue in Fayetteville, Arkansas.

2. OBJECTIVES

2.1. The objective of this service agreement is to ensure safe access to VHSO facilities during winter weather events through the timely, effective clearing of specified surface areas and/or broadcasting of surface treatments from the specified areas at the VA’s request.

2.2. The Government intends to self-perform the services covered by this contract, but may require the contractor to assist in performing any and/or all covered tasks when Government personnel are unable to perform.

2.3. Production of hard copies of Appendix B are the Contractor’s responsibility, at no additional cost to the Government. Contractor is responsible for verifying existing dimensions and locations.

3. TASKS

3.1. Mobilize with all resources necessary to perform required services within two (2) hours of notification by the Contracting Officer’s Representative (COR) or designee. Services may be requested 24 hours per day, 7 days per week. All services are to be performed in accordance with VHSO Snow Removal Standard Operating Procedure (SOP) 138-11 dated 9/20/2022 (Appendix A). Services to be performed include:

3.1.1. Clearing roadways.

3.1.2. Clearing sidewalks, steps, building entrances.

3.1.3. Clearing parking garage and/or parking lots.

3.2. Provide and apply sufficient quantities of magnesium chloride, calcium chloride, or similar approved mixture to the following areas as necessary to prevent recurring build up of winter precipitation on the following surfaces for the duration of the winter weather event:

3.2.1. Roadways.

3.2.2. Sidewalks, steps, building entrances.

3.2.3. Parking garage and/or parking lots.

4. DELIVERY

Contractor must furnish an electronic service ticket for each Winter Weather Event no later than 24 hours after completion of all services related to that event.

The electronic service ticket must be electronically transmitted to the COR and must include but is not limited to the following information on each service ticket:

• Name of service technician(s) performing work.

• Name of VA representative requesting services.

• Date, time of arrival, and duration of services performed.

• Itemized list of services performed, by contract line item number.

• Summary of visit.

• Any issues identified hindering performance, to include resolution (when applicable).

• Planned follow-up (if applicable).

• Any applicable recommendations.

5. SECURITY REQUIREMENTS

5.1. All contract and sub-contract employees accessing the VHSO campus, including suppliers, must comply with the VA security management program, obtain permission of the VA police, be identified by the contractor, and be restricted from unauthorized access. This shall be coordinated with the VA Police by the COR.

5.2. No contractor and sub-contract employees, including suppliers, shall enter the work site without VHSO issued identity badge (Badge). They may also be subject to inspection of their personal effects when entering or leaving the project site. Badges shall be supplied by the VA to the Contractor for distribution to contract, subcontract and supplier employees. The Contractor shall maintain a log of badge ID numbers and names of employees the badges were issued to. Updated badge log shall be given to the COR weekly or less frequently if directed by COR. Lost Badges shall be reported immediately to the COR and the Contractor will be responsible for a $100.00 fee for each lost or unreturned badge.

6. SAFETY

Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with all federal, state and local safety and health regulations. The Contractor shall provide and have in place all personal protective equipment (PPE), safety signage, cones, barricades, etc. required and/or necessary to protect the safety of VHSO patients, employees, visitors, volunteers, tenants and others, to include all contract/subcontract personnel.

Contract/sub-contract employees shall not be permitted to work and shall be asked to leave if the proper safety items are missing or safety violations are identified without immediate correction. Work shall be conducted in a manner which would present the least amount of disruption to the VA healthcare facility.

Appendices:

A. VHSO Snow & Ice Removal Procedures SOP 138-11 (9/20/2022)

B. Site Plan, Drawing S-1 (8/2/2023)

Snow and Ice Removal Procedures

SOP 138-11

Veterans Health Care System of the Ozarks (VHSO) Fayetteville, AR 72703

Signatory Authority:

Chief Engineering Service

Responsible Owner:

M&O Supervisor

Service Line(s):

Engineering Service

Effective Date:

September 20, 2022

Recertification Date:

September 20, 2027

1. PURPOSE AND AUTHORITY

a. The purpose of this standard operating procedure (SOP) is to establish procedures for removal of snow and ice from roads, sidewalks, steps, and parking areas at VHSO and the Community Based Outpatient Clinics.

b. This SOP must be followed by all employees.

c. There is no governing document for this SOP.

2. PROCEDURES

a. Upon accumulation of snow and/or ice on roadways in quantities sufficient to cause hazardous driving and walking conditions, the Medical Center Police Officer on duty will contact the Administrator on Duty (AOD) who will then contact the Motor Vehicle Operator Foreman or designee and inform him/her of the conditions. After the Motor Vehicle Operator Foreman or designee is informed of the conditions, he/she will make a determination as to the number of personnel needed to clear the areas of snow and ice. The Motor Vehicle Operator Foreman will then call the people required for snow removal and the Motor Vehicle Operator Foreman or designee will report to the medical center to begin snow removal operations.

b. While those employees who will be involved in snow removal are responding to the medical center, the Medical Center Police Officer on duty will block off parking lots having the least number of cars and will also try to locate the owners of vehicles parked in areas where snow removal will begin. Owners of the vehicles parked in the way of snow removal equipment will be asked to move them to another area until the snow is removed.

c. Employees who wish to leave vehicles at the medical center rather than drive them under hazardous road conditions should move their vehicles to the outer edge of the parking lot south of Building 4. If assistance is needed in relocating vehicles to and from the parking lot north of Building 4, please contact Engineering Service.

36C25624Q0022 Attachment 1

Appendix A

A-1

d. Priorities for snow removal are as follows:

(1) Entrances, steps, sidewalks, and emergency exits of the following areas

(a) Emergency Department

(b) Primary Care

(d) Building 1

(e) Building 44

(f) Building 4

(g) Building 3

(h) Building 2

(i) Building 5

(j) Building 7

(k) Laundry

(l) Quarters

(m) Warehouse to include dock area

(n) Shop including dock area

(o) 1A courtyard

(p) Building 21 courtyard

(2) Roads

(a) Memorial Drive to Ambulance Entrance

(b) Ambulance Entrance area

(d) Road from north end of Building 4 to Woolsey Avenue

(e) Loading area behind Building 1

(f) Loading dock areas- east and west sides of Building 2

36C25624Q0022 Attachment 1

A-2

(g) Road from north end of Building 4 to Warehouse (Building 8) and Laundry (Building 9)

(h) Boiler plant, garage area and shop area roadway.

(i) Warehouse access road to intersection west of Primary Care entrance

(j) Loop road around quarters

(k) Roadway behind Building 4

(l) Helicopter landing pad

(3) Parking lots

(a) Patient parking lot O

(b) Patient parking lot N

(d) Employee parking lots P and Q

(e) Patient parking lots I, J, and Volunteer parking lot K

(f) Employee parking lot L

(g) Employee parking lots D and E

(h) Credit Union parking lot F

(4) After all of the above areas are cleared, all fire hydrants will be cleared of accumulated snow.

e. Snow and ice removal at CBOCs is provided under contract by the lessor of each facility. Communication of concerns will be addressed through the Engineering Service Contracting Officer Representative (COR).

3. RESPONSIBILTIES

a. Engineering Service is responsible for this SOP and ensuring prompt and efficient removal of snow and ice from medical center grounds.

4. REFERENCES

a. None

5. REVIEW

36C25624Q0022 Attachment 1

A-3

This SOP must be reviewed at minimum at recertification.

6. RECERTIFICATION

This SOP is scheduled for recertification on or before the last working day of September 2027 5 years from effective date. In the event of contradiction with national policy, the national policy supersedes and controls.

7. SIGNATORY AUTHORITY

Jeffery A. Vinger, PE, FMP VHSO Chief Engineering Service

NOTE: The signature remains valid until rescinded by an appropriate administrative action.

DISTRIBUTION: SOPs are available at:

https://dvagov.sharepoint.com/sites/VHAfav/policyreview/Approved/Forms/approved.as px

36C25624Q0022 Attachment 1

A-4

Oxygen34

X X

X e85

Parking Garage Bldg. 18

Lot A

Lo t C

Lo t B

Lot D

Lo t E

Lot F

Lot G

Lot HLot I

Lo t J

Lo t K

Lot L

Lot M

Lot N

Lot O

Lot P Lot Q

Lot 2G

Lot 3G

Specialty Care Building 21

Prim ary

Care

M ain H ospital

Building 1 Em ergency

Building 2

M ental H ealth

Building 44

L. Pond Army

Arkansas Veterans

Home

Administra tion

B-4

Auditorium B-3

EngineeringBldg. 37

Craft Loop

Lot 2G

LOOP RD.

SHEET NOTES

HIGH PRIORITY ENTRANCE. MUST BE STAFFED CONTINUOUSLY

DURING EVENT PRECIPITATION AND MAINTAINED CLEAR.

PARKING LOT LEGEND

LOT PURPOSE

A EMPLOYEE

B PATIENT

C PATIENT

D EMPOLYEE

E EMPLOYEE

F EMPLOYEE & CREDIT UNION

G MOTORCYCLE

H EMPLOYEE

I PATIENT AND HC EMPLOYEE

J PATIENT

K VOLUNTEER

L EMPLOYEE

M EMPLOYEE

N PATIENT

O PATIENT

P EMPLOYEE

Q PATIENT

1G EMPLOYEE

2G EMPLOYEE

3G EMPLOYEE

4G EMPLOYEE

5G EMPLOYEE

GENERAL LOCATION OF ALLOWED SNOW PILING. ANY PILING MUST

MAINTAIN CLEAR AISLE FOR CIRCULATION AND BE LIMITED TO 3

PARKING SPACES.

2 2

3 ENTRANCES TO PARKING GARAGE ARE TO BE CLEARED. PARKING

GARAGE TOP FLOOR IS NOT INCLUDED IN THIS CONTRACT.

4 DRIVE TO COURTYARD MUST BE CLEARED. COURTYARD BETWEEN

B-1, B-2, B-21 MUST BE CLEARED.

GENERAL NOTES

1. Site visit is required for submitting proposal. CO/COR will schedule site visit prior to bid.

2. Measurements/locations are approximate and shall be verified by the Contractor. VA will not be held responsible for any error or variation in any measurements or other data listed.

3. Appropriate PPE and safety procedures required.

4. Sidewalks to/from entrances and parking areas must be cleared and maintained during the winter weather event. COR will provide prioritization.

5. Roadways throughout station must be cleared/maintained during the winter weather event. COR will provide prioritization.

6. Refer to SOW for additional details/specifications.

Veterans Affairs Department of

Engineering Service

1 1

S-1

STATION

564-TBD

02 AUG 23

SITE PLANWINTER WEATHER ON CALL

SERVICE AGREEMENT

NTS

VAMC - Fayetteville, AR

ENGENG

36C25624Q0022 Attachment 1

Appendix B

B-1

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CUSTOM VA FORM 08-6231B, MAR 2008

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File details come from the government source that posted it. Updated Oct 2, 2023.