RFQ 36C25926Q0306 Grounds Maintenance James Mountain Inhofe VA Medical Center.pdf

RFQ 36C25926Q0306

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C25926Q0306 03-06-2026

Orrellius Williams 918-252-8812 03-20-2026

13:00 CDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

X 100

X

561730

$9.5 Million

N/A

Department of Veterans Affairs James Mountain Inhofe VA Medical Center

440 South Houston Avenue Tulsa OK 74127

36C259

Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Financial Service Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Grounds maintenance services at the James Mountain Inhofe VA Medical Center

Please email responses to orrellius.williams@va.gov by date and time in Block 8.

The Offeror in block 17a certifies that:

1. it is an SDVOSB concern, eligible under VAAR subpart 8 subpart 819.7003

2. it remains small for the size standard set for this procurement in block 10 of SF1449

Evaluation of Solicitation:

1. Price

2. Technical Capability All Questions MUST BE received by 3/13/2026.

Please see FAR 52.212-2 section of the Solicitation for technical capability requirements.

For consideration please sign Limitations of Subcontracting affirmation on page 38 and return with RFQ.

See CONTINUATION Page

Jeffery Eller Contracting Officer

36C25926Q0306

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 CONTRACTOR PAYMENT REQUESTS

B.3 PERFORMANCE WORK STATEMENT (PWS)

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.4 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025) (DEVIATION)

C.5 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED

VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

C.6 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF

COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025)

(DEVIATION FEB 2025)

C.9 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.10 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

C.11 52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR

1984)

C.12 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (MAY

2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION (WD)

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (SEP 2023)

E.2 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.3 52.237-1 SITE VISIT (APR 1984)

E.4 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS AND

CERTIFICATIONS (NOV 2025) (DEVIATION)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.6 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) .. 72

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO 80111

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly After Satisfactory Services

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 CONTRACTOR PAYMENT REQUESTS

Contractor e-Invoice Set-Up Information: Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• Access the web site for more invoicing instructions: https://www.fsc.va.gov/einvoice.asp

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

Payment requests may be impacted if contractor fails to maintain SAM registration, has legally changed its business name or "doing business as" name (whichever is shown on the contract), or has transferred the assets used in performing the contract. Refer to FAR clause 52.204-13.

**Vendor must remain "Active" in SAMs for entire contract term**

B.3 PERFORMANCE WORK STATEMENT (PWS)

PERFORMANCE WORK STATEMENT

Grounds Maintenance

James Mountain Inhofe VA Medical Center

General Information Furnish all labor, supervision, materials, and equipment necessary to accomplish complete daily grounds maintenance services as described herein. A site visit is recommended so that the incumbent contractor knows the facility layout. The contractor will be required to provide services for the following location:

James Mountain Inholfe VA Medical Center, 440 S Houston Ave, Tulsa, OK 74127.

The contractor shall provide all personnel, supervision, equipment and other services deemed necessary to perform all work as defined in the performance work statement. The contractor shall provide all services on a weekly as needed bases. Normal business hours are 8:00a.m. to 4:30p.m., Monday through Friday, excluding holidays. The Contractor shall perform to the standards expressed in the contract and perform all tasks during these hours.

The eleven national holidays observed by the Federal Government are:

New Year’s Day

Martin Luther King Jr. Day

President’s Day https://www.fsc.va.gov/einvoice.asp mailto:VA.Registration@Tungsten-Network.com http://vafsccshd@va.gov/

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

1.1 General Description of Grounds Maintenance Services

a. The Tulsa VA is approximately 6 acre campus.

b. Maintain the existing irrigation systems

c. Trim and clearance prune trees, shrubs, groundcover and vines

d. Mow, edge, aerate and remove thatch in turf areas

e. Fertilize plant materials

f. Staking, trimming and guying of trees

g. Replace landscape materials, including mulch, decomposed granite, headers, as needed

h. Provide weed, disease and pest control, including vertebrate pests with the exception of commensal rodents

i. Prepare and properly apply pest control materials and report on type, quantity of materials applied, target pest and locations.

j. Provide erosion control/mediation and pollution prevention

k. Provide litter and debris removal, including graffiti removal

l. Clean pedestrian structures, site furnishings, site walls and pedestrian paving

m. Clean exterior site lighting fixtures, less than fourteen (14) feet in height

n. Clean exterior way-finding and regulatory signs

o. Clean roadways, parking lots, and parking structures

p. Provide project supervision and coordinate activities with VA staff.

q. Provide on call and as need snow removal services.

1.2 CONSTRUCTION

a. Areas under construction by others will not be the responsibility of the Contractor to maintain.

b. Changes to the landscape maintenance areas may result from new landscape improvements, new facilities and other site changes. The contract value will be adjusted to reflect the changes, and a Modification to Contract will be issued to the Contractor.

Additional Service:

Additional services may be required to address specific needs of the VA. Unlike the on-going services under the Grounds Maintenance contract, the additional work will be a one-time assignment to be completed within a defined time. The Contractor will submit proposals for these requested services to the VA under a separate contract. Work shall not commence prior to the Contracting Officer’s issuance of a Work Order, under a separate contract, as authorization to proceed.

2.0 Maintenance of Landscape Areas

2.1 Trimming and Pruning - General

a. Contractor shall provide all labor, material, and equipment necessary for trimming and pruning services.

b. Only recognized and approved methods, techniques and standards shall be used.

c. Plants pruned improperly or damaged shall be replaced by the Contractor, at no cost to the VA, with plants of the same appropriate type and size, and shall be approved by the Contracting Officer’s Representative.

d. Excessive pruning or stubbing back shall not be permitted, unless Contractor has received prior approval from the Contracting Officer’s Representative

All dead or damaged branches shall be removed.

Pruning cuts shall be made cleanly, in one plane, and with no tearing of the bark.

Stockpiling of debris on site is not allowed.

Pruning of plant material shall be done for the following conditions:

To maintain clearance from other plants or facilities

To correct shape, particularly to correct for wind disfiguration

To provide visibility of pedestrians and motorists

To maintain walkways free from obstructions

To eliminate or reduce potentially hazardous situations

2.01 Tree Pruning

a. Contractor shall be responsible for removing damaged, broken or dying tree limbs below fourteen

(14) feet, trimming for vertical clearance up to fourteen (14) feet and structural trimming of trees that are less than fourteen (14) feet in height.

b. All trees shall be trimmed to meet the minimum safety clearance of:

Fourteen (14) feet over streets

Twelve (12) feet over driveways and parking lots

Eight (8) feet over pedestrian walkway and circulation areas

Four (4) feet over buildings

One (1) foot from buildings

c. Contractor shall be responsible for the identification of trees requiring pruning / trimming.

d. Any tree damaged above fourteen (14) feet shall be reported in writing to the Contracting Officer’s Representative.

e. Tree branches growing against electrical and mechanical equipment, building windows and doorways, and / or laying over one story building roofs and gutter shall be reported in writing to the Contracting Officer’s Representative.

2.02 Shrubs and Vines Pruning

a. All shrubs and vines shall be pruned to correspond to and enhance their natural form and flowering habit.

b. Shrubs and vines shall be pruned often enough to maintain the optimum size and conformation, to provide adequate clearance and visibility and to maintain walkways free from obstructions.

c. Shrubs shall be pruned using selective cut to lateral branches, or to the point of origin (thinning cuts). Shrubs shall not be sheared or hedged unless specifically required by the Contracting Officer’s Representative.

d. Keep shrubs one (1) foot off face of building where necessary. Maintain a clearance of two (2) feet off face of building where a mow band occur.

2.03 Staking and Guying Trees

a. On a monthly basis, Contractor shall check and perform staking and guying of trees. Trees that are injured by the stakes and / or girdled by the ties will be replaced by the Contractor as required by the Contracting Officer’s Representative.

b. Stakes, staking ties and tree identification tags shall be checked and adjusted or removed to ensure bark is not injured. The tree is to be tied at only one level below the lowest branches.

c. The top the stakes must extend no more than two (2) inches above the top tie. Stake may not extend into the tree canopy where injury to branches can occur.

d. The nursery stakes or guys shall be removed once the tree is established and the support system is no longer necessary.

2.04 Fertilization

a. The Contractor shall be responsible for the fertilization of all plant materials and trees.

b. The fertilizers, application rates and frequency will be determined by the Contractor to maintain healthy and vigorous planting.

c. Soil amendments or fertilizers will be furnished by the Contractor and at their sole expense.

d. Soil analysis is not included in these basic services and shall be identified as additional work.

e. If a soil analysis is needed to determine and remediate plant growth issues, the Contractor shall submit a written request with a proposal for soil testing to the Contracting Officer for approval.

Work shall not commence prior to the Contracting Officer’s acceptance of the proposal and written authorization to proceed.

Turf Maintenance

a. Contractor shall maintain all turf areas in a green, vigorous condition throughout the year, without holes or brown patches Turf care shall be accomplished at intervals determined by the Contractor.

b. Contractor shall maintain grass on improved grounds between three (3) and four and one-quarter (4 1/4) inches in height. The cutting edges of all mowing equipment shall be kept in a sharp condition. Bruising, scalping or rough cutting of turf will not be permitted. All grass clippings shall be removed or mulched to show no visible signs.

c. All edges shall be trimmed after each mowing or as directed by the Contracting Officer’s Representative. This trimming shall include cutting all grasses along walls, fences, poles, guy wires and edging all grasses along curbs, sidewalks, mowing strips or any other objects within or immediately adjacent to turf areas.

d. Grasses shall be cut back and a tree buffer zone maintained at a minimum of twenty-four (24) inches from the base of any tree through the life of the tree. The buffer zone shall be kept weed and grass free and the bare soil covered by a two inch layer of mulch. Care shall be taken to avoid damage to tree trunks, shrubs, sprinklers and other structures when trimming. All damages shall be reported to the Contracting Officer’s Representative, and the Contractor shall promptly make the necessary repairs at no cost to the VA.

e. Turf shall be deeply watered, as weather conditions required, to provide moisture for optimum growth. Irrigation of hard fescue and tall fescue shall be set to maintain a minimum twelve (12) inch rooting depth of moisture. Cycling of the irrigation system may be required to provide adequate deep moisture while avoiding any run-off or ponding of irrigation water.

f. Turf shall at no time show a lack of fresh green color or a loss of resilience due to lack of water.

Watering shall be done in a manner as to avoid erosion, excessive run-off, ponding or creation of a water logged soil conditions. Hoses and sprinklers shall be used to supplement the sprinkler system where necessary to insure complete coverage.

g. If the permanently installed sprinkler system is not working properly, or adequately covering the areas, the contactor shall provide means for adequately and uniformly addressing the watering areas. This may include, but not limited to raising heads, cleaning heads, adjusting nozzle, etc.

h. Turf shall be fertilized during the year. Fertilizers, application rates and frequency shall be determined by the Contractor, as needed to maintain a healthy and vigorous lawn.

i. Turf shall be aerated during the year. Frequency shall be determined by the Contractor, as needed to maintain a healthy and vigorous lawn. Aeration shall achieve a minimum depth of three

(3) inches for plug removal. Once aeration has been completed, lawn shall be fertilized. The Contractor, at no cost to the VA, shall repair any and all damage to the adjacent irrigation heads, wires, or system as results of aeration.

j. Thatch removal must be done with enough frequency to allow no more than one-half inch of accumulated thatch when compressed.

k. All bare, dead or unhealthy turf areas resulting from negligence or lack of maintenance by the Contractor shall be reseeded or removed and sod installed, at no additional cost to the VA.

2.05 Unimproved Non-irrigated Grounds

a. The Contractor shall maintain grass and vegetation on the unimproved grounds to a height not to exceed five (5) inches, unless otherwise noted, to reduce the fire potential of the area. The method of maintenance will be determined by the Contractor.

b. All weeds or native plant material shall be cut back or removed from within two (2) feet of any property-line fences or walls.

c. The frequency of maintenance will be determined by the Contractor and as directed by the Contracting Officer’s Representative.

2.06 Pest and Disease Control – Turf, Trees, Shrubs and Ground covers

a. It is the Contractor’s responsibility to monitor pest population(s) and develop an appropriate pest management program for control. The Contractor shall maintain pest populations and disease infestation below the level at which they cause a reduction in the plan health, vigor and aesthetics.

Cultural practices shall be employed to minimize pest populations. Least toxic, effective commercial shall be used, with emphasis on biological controls when available.

b. Contractor shall treat all landscape areas for insects and disease at the request of the VA.

c. Contractor shall monitor all plant materials for symptoms and signs of infestations and infections on a regular basis. All potential damaging pest populations must be controlled promptly. Damage or plant loss resulting from pest populations that went untreated due to the Contractor’s negligence shall be repaired at the Contractor’s expense.

d. Contractor shall maintain a log of the tree care activities, including pest and disease control measures, performed for each tree. Where appropriate, the trees will be identified by their tree tag numbers.

2.07 Vertebrate Pest Control (commensal rodent control excluded)

a. Contractor is responsible for the monitoring and eradication, as needed, of gophers, voles, moles and other related pests from all landscaped areas described in this Performance Work Statement.

b. In the event of visible evidence of pest(s) infestation, Contractor shall restore the areas to its proper conditions.

c. Contractor shall seek the approval of the Contracting Officer’s Representative and provide information and safety data on any and all pesticides used on the site prior to their application. If poison balls are used, they must be placed so as not to create a hazard to patients, children and pets.

Use of Pesticides

a. Contractor shall fully comply with all applicable laws and regulations, i.e. Occupational Safety and Health Act (OSHA), Title 29 code of Federal Regulations (CFR) 1910.20, Access to employee exposure and medical records; 29 CFR 1910.132, Personal Protective Equipment; 29 CFR 1910.134, Respiratory Protection; 29 CFR 1910.1200, Hazard Communications, and Environmental Protection Agency (EPA), Federal Insecticide, Fungicide and Rodenticide Act (FIFRA), involving pesticide use and other pest control procedures. All work shall also comply with applicable state and municipal safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply.

b. As required by law, all Contractor personnel performing on-site pesticide application must be certified by the State of Oklahoma.

c. All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (EPA). Transport, handing and use of all pesticides shall be in strict accordance with the manufacturer’s labels and all applicable Federal, state, and local law and regulations.

d. Contractor shall furnish the Contracting Officer’s Representative with copies of labels, and Material Safety Data Sheets (MSDS) for every pesticide potentially used for the maintenance of the landscape areas.

e. The Contractor shall not apply any pesticide product that has not been approved in writing by the Contracting Officer’s Representative.

f. Contractor shall not store any pesticide product on the premises listed herein.

g. Contractor shall not formulate pesticides from concentrate on the premises listed herein without written approval by the Contracting Officer’s Representative.

h. Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticide shall not occur unless visual inspections or monitoring devices indicate the presences of pests in the specific area. Preventive pesticide treatments of areas where surveillance indicates a potential insect infestation are acceptable on a case-by-case basis. Written approval must be granted by the Contracting Officer’s Representative prior to any preventive pesticide application.

When pesticide use is necessary, the Contractor shall employ the least hazardous material, most precise application technique and minimum quality of pesticide necessary to achieve control.

i. When pesticides are applied to an area of ten (10) square feet or greater, the Contractor shall notify the Contracting Officer’s Representative at a minimum of one week in advance of the application.

2.08 Pest Control Recording and Reporting

a. All pest management operations, including chemical and non-chemical work, are to be recorded by the Contractor and submitted to the VA on a monthly basis.

b. As a minimum, the records shall contain the following information:

I. Date of application / operation

II. Target Pest

III. Location of specific area where the work is performed

IV. Operation activity of function; e.g. baiting, spraying, dusting, mechanical

V. Pesticide used

VI. EPA registration number of pesticide

VII. Percentage of mix used in dilution

VIII. Amount of pesticide used expressed in pounds of active ingredient

IX. Applicator or operator and applicator’s certification identity

2.09 Restricted Pesticides

The VA has banned the use of the herbicide 2, 4-Dichlorophenoxyacetic Acid (2, 4-D) on all Veterans Health Administration facility grounds, which include all premises listed herein.

2.10 Weed Control

a. Landscape (including mulch areas) and hardscape shall be kept free of weeds. No weeds taller or wider than four (4) inches are allow in any of the serviced areas. Weeding may be done manually or by the use of selective weed killers.

b. Turf areas shall be kept free of weeds. This may require the use of pre-emergent to prevent crabgrass.

c. Extreme cautionary measures shall be observed if applying selective weed killers, as not to damage any other plants.

4.00 Day Porter Services

4.01 Litter and Debris Control

a. Contractor shall be responsible for removing all litter and debris from the landscape areas and hardscape areas, e.g. building entrances, courtyards and walkways.

b. Leaf litter shall be cleared to prevent accumulation that may cause blockage to area drains or create pedestrian hazards.

c. Contractor shall remove and properly dispose of pet waste from landscaped areas and paved pedestrian areas.

d. Contractor is not responsible for the cleanup of bodily fluids, consisting of vomit, blood or any material deemed to be a biohazard, from the grounds. VA Environmental Management Service (EMS) will be responsible for the cleanup of bio hazardous materials.

e. All areas shall be serviced weekly, or as directed by the Contracting Officer’s Representative, to maintain a clean and groomed appearance.

4.02 Trash Receptacles and Smoking Containers

a. Contractor shall be responsible for emptying all trash receptacles and smoking containers that are located at the front of the building entrances, building dock areas, patios and courtyards, walkways, designated smoking areas and parking structures.

b. Receptacles will be emptied on a daily basis and shall not be allowed to overflow. Work shall be completed during the normal working hours. Pick up should begin at the start of the morning to ensure cleanliness starting each day. Designated smoking areas will be cleaned and swept 3-3 times per week to include smoke shakes

c. Cigarette butt containers located in designated smoking areas and surrounding areas shall be emptied on a daily basis during normal working hours.

d. Metal and plastic liners inside the exterior trash receptacles shall be washed on an as needed basis.

e. Contractor shall supply trash bags and cigarette extinguishing medium for trash receptacles and smoking containers, respectively.

4.03 Paved Pedestrian Areas

a. All pedestrian areas, including sidewalks, walkways, building entrances, courtyards and plazas, shall be kept clean and free from litter per the Contractor’s schedule established for the work and approved by the Contracting Officer’s Representative.

b. Contractor shall use effective and appropriate means to clean and remove stains, such as soda, coffee, food and bird droppings, from these areas.

c. Contractor shall power-wash building entrances, designated walkways, bus stops, eating areas and loading docks at a minimum of two (2) times per month to ensure a clean and neat environment.

4.04 Roadways and Parking Lots

a. Contractor shall be responsible for monthly cleaning and sweeping of the roadways and parking lots.

b. Litter and debris shall be removed from the vehicular areas. Leaf litter shall be cleared to prevent accumulation that may cause drainage blockage at catch basins or create safety hazards.

c. The roadways and parking lots shall be cleaned and swept two times each month.

4.05 Exterior Light Fixtures

a. Contractor shall be responsible for cleaning the exterior surfaces of the light covers on all walkway lights that are less than fourteen (14) feet in height, on an as needed basis.

b. Contractor shall use effective and appropriate means to clean and remove stains, dirt and dust from the exterior surfaces.

4.06 Exterior Signs

a. Contractor shall be responsible for cleaning the exterior surfaces of exterior signage, under fourteen (14) feet in height, on an as needed basis. Signage includes, but not limited to, way-finding, building identification, traffic and station regulatory signs.

b. Contractor shall use effective and appropriate means to clean and remove stains, dirt and dust from the exterior surfaces.

4.07 Pedestrian Structures and Site Furnishings

a. Contractors shall be responsible for cleaning the surfaces of all pedestrian structures and site furnishings that are located on the premises.

b. The pedestrian structures include, but not limited to:

i. Gazebo

ii. Shade structures

iii. Bus shelters

c. The site furnishings include, but not limited to:

d. Benches

e. Trash receptacles and smoking containers

f. Picnic tables and chairs

b. Bike racks and lockers

a. Contractor shall be responsible for the removal of leaves and other debris from the roof and/or gutter of the pedestrian structures if conditions are at fourteen (14) feet or less in height.

b. Contractor shall use effective and appropriate means to clean and remove stains, dirt and dust from the pedestrian structures and site furnishings.

c. Contractor shall be responsible for the removal of graffiti from the pedestrian structures and site furnishings.

d. Contractor shall submit a schedule for cleaning and power washing of the pedestrian structures and site furnishings to the Contracting Officer’s Representative.

e. Contractor will be responsible for the cleaning of movable outdoor furniture, such as café tables and chairs, outdoor dining and lounge furniture, umbrellas, etc.

f. Contractor will not be responsible for the maintenance and repair of the pedestrian structures and site furnishings.

4.08 Stone walls and other site elements

a. Contractor shall be responsible for cleaning the stone walls and other site elements, such as concrete seat walls, planter walls, handrails and guard railings, on an as needed basis.

b. Contractor shall use effective and appropriate means to keep the exposed surfaces free from litter, dirt, graffiti, and stains, such as food and bird droppings.

c. Contractor shall select a graffiti removal method appropriate for the situation (surface type and substance to be removed) and submit proposal in writing to the Contracting Officer’s Representative. Graffiti removal shall not commence prior to the Contracting Officer’s acceptance of the proposal and written authorization to proceed.

5.00 General Requirements

5.01 Laws and Regulations

Contractor shall comply with all Federal, state and local standards and regulations, as well as Organization of Safety Heath Agency (OSHA) and Environmental Protection Agency (EPA) regulations, throughout the duration of the contract work.

5.02 Permits and Licenses

The Contractor shall procure all permits and licenses, play all charges and fees, give all notices necessary and incidental to the due and lawful prosecution of the provision of services.

5.03 Patents

Contractor shall assume all responsibility arising from the use of patented materials, equipment, devices, or processes used on or incorporated in the provision of services.

5.04 Public Convenience and Safety

a. If lane(s) closure is required for the contract work, the Contractor shall follow temporary traffic control procedures in conformance with OSHA requirements, and the Traffic Control Plan, as submitted to and accepted by the

b. Contracting Officer’s Representative. In no way shall compliance with these requirements Worker Safety

c. Contractor shall observe applicable OSHA.

5.05 Identification

a. All personnel working at all service locations shall wear clothing, which clearly bears the Contractor’s Company name.

b. All equipment used in performance of the work shall be clearly marked with the Contractor’s name, insignia, or other identifying emblem. Such marking shall be provided at the Contractor’s sole expense.

5.06 Contractor’s On-site Office and Storage Areas

a. The VA will provide space at LVM, PAD and MPD for the Contractor’s use as on-site office.

b. The VA will designate an area at LVM, PAD and MPD for the Contractor’s storage of equipment and materials.

c. Contractor will be responsible for keeping their spaces and storage areas safe, clean and in neat appearance at all times.

5.07 Supervision

a. It is the Contractor’s responsibility to furnish proper supervision of the project consisting of one employee who oversees and coordinates the maintenance activities of each premises listed herein. One Site Superintendent may oversee several service locations.

b. Work under this section may include, but not limited to:

i. Keep daily maintenance records

ii. Prepare monthly reports, landscape areas and irrigation updates, pesticide reports, etc.

iii. Provide field supervision and verifying daily assignments of the various maintenance activities

iv. Report on visually obvious deficiencies of any kind to the Contracting Officer’s Representative, e.g. damaged site furniture, etc.

v. Coordinate the efforts of the different maintenance activities to obtain the maximum quality landscape appearance

vi. Receive directions from the Contracting Officer’s Representative and adjust schedules and the amount of various activities to be performed

5.08 Authorized Representatives

a. Whenever the Contractor’s Site Superintendent is not present on any part of the work where it may be desirable to give direction, the direction shall then be given by the Contracting Officer’s Representative to an authorized representative in charge of the work. An authorized representative of the Contractor shall be available at all times for the duration of the Contract

b. The Contracting Officer’s Representative shall be supplied, at all times, with the names and telephone numbers of at least three (3) persons in charge of or responsible for the work who can be reached during the normal working hours and for emergency tree work twenty-four (24) hours day, seven (7) days a week.

5.09 Meetings / Inspections

a. The Contractor’s Site Superintendent shall be available for biweekly meetings with the Contracting Officer’s Representative to review the services performed, upcoming VA events that may impact maintenance or require services, coordination with other construction projects, schedules and other subjects related to the landscape maintenance and day porter services.

b. The Contractor’s Site Superintendent shall be available to attend the semi-annual site inspections of the Jack C. Montgomery Regional Medical Center.

5.10 Initial Inspections and Reports for New Project Areas

a. Contractor shall attend the VA’s Final Acceptance meeting for each new project area and become familiar with all the plans and specifications and the landscape architectural improvements of the project.

b. At the conclusion of the first 30 days of maintenance by the Contractor, Contractor shall submit a report describing all plant materials, the irrigation systems and associated hardscape. Photographs shall be included to provide an overview of the project, and document issues as needed.

c. Landscape areas. The report will address missing or dead plant materials, the general health and vigor of each species and potential problems.

d. Irrigation. The report will address compliance with the construction plans and specifications, and accepted practices of the irrigation, plumbing and electrical disciplines. Also, the report will list any irrigation design problems, missing heads, damaged valves or any other items, which in the Contractor’s opinions, could hamper the functioning of the system.

e. Hardscape. The report will list any problems of immediate or future consequences associated with the walkways, pedestrian paving, lighting, signage, site furnishings pedestrian structures, stone walls and other site elements.

6.10 SNOW REMOVAL

The contractor shall provide all personnel, supervision, equipment and other services deemed necessary to perform all work as defined in the performance work statement. The contractor shall provide all services as needed. The contractor shall perform to the standards expressed in the contract and perform all tasks required.

1. General Description of Grounds Snow Removal

a. Vigilant research of prevailing weather conditions

b. Appropriate equipment for the site

c. Dedication to effective and green de-icing products

d. The Muskogee VA Medical Center encompasses approximately a 15 acre campus

e. Maintain Sidewalks entry ways steps parking lots and streets surrounding the facility

f. Ensure all areas are free of snow and ice

2. Closely Monitor Weather Conditions

a. Weather reports

b. Observation

c. Actual snow fall/days /nights

3. Communication

a. Snow removal emergency telephone List

b. Keep personnel informed at all times

c. Provide name and number 24/7 site manager

4. Remove Snow

a. Clean snow /ice from building entrance ways

b. Clear snow/Ice from building structure to sidewalks

c. Clear snow/ice from sidewalks

d. Clear snow/ice from all parking lot areas

e. Keep snow clear once removed

f. Use approved de-ice methods only

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

Monthly Grounds Maintenance

Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561730 - Landscaping Services PRODUCT/SERVICE CODE: S208 - Housekeeping - Landscaping/Groundskeeping

5.00 MO __________________ __________________

Salt and Sand spreading Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Salt and Sand spreading

Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Contract Period: Option 3 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Contract Period: Option 3

POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Contract Period: Option 4 POP Begin: 04-01-2030 POP End: 03-31-2031 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

Contract Period: Option 4 POP Begin: 04-01-2030 POP End: 03-31-2031 PRINCIPAL NAICS CODE: 561730 - Landscaping Services

GRAND TOTAL __________________

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C.

3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608- 2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b.

destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of…