S02 RFQ 36C26026Q0029_1 Walla Walla Snow Removal.pdf

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

687-26-1-547-0001

36C26026Q0029 10-09-2025

Danielle Carrico Danielle.carrico@va.gov 10-22-2025 10:00am PT

36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X 100

X

Y

561790

$9 Million

Net 30 N/A

X

Department of Veterans Affairs Jonathan M. Wainwright VAMC 77 Wainwright Dr Walla Walla WA 99362

36C260

NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Snow Removal Services at Jonathan M. Wainwright Memorial (Walla Walla) VAMC. Base plus one option year.

Period of Performance:

Base Year: 1 Nov 25 - 31 Oct 26 Option Year 1: 1 Nov 26 - 31 Oct 27

IMPORTANT!! Contractors, carefully read section E.2 Quote Submission, Site Visit and Questions. Contractor shall submit Parts 1-3 in order to be considered further.

See CONTINUATION Page

X

36C26026Q0029

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 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 STATEMENT OF WORK

APPENDIX A:

APPENDIX B:

APPENDIX C:

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

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

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...33

C.5 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.6 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.7 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION JUL 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM TO 52.212-1: QUOTE SUBMISSION, SITE VISIT AND QUESTIONS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (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: TBD

b. GOVERNMENT: Contracting Officer 36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

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] After each snow event.

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.

https://authentication.tungsten-network.com/login

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

48.00 HR __________________ __________________

Labor Hour - Snowplow Truck and Operator (1 snowplow truck with 1 operator for 1 hr)

Contractor exceed ceiling price at their own risk.

Contract Period: Base POP Begin: 11-01-2025 POP End: 10-31-2026

60.00 HR __________________ __________________

Labor Hour - Skid Steer and Operator (1 skid steer with 1 operator for 1 hr)

Contractor exceed ceiling price at their own risk.

Contract Period: Base

2.00 HR __________________ __________________

Labor Hour - Truck for transporting snow and Operator (1 truck with 1 operator for 1 hr)

Contractor exceed ceiling price at their own risk.

Contract Period: Base

Labor Hour - Trailer for transporting snow and Operator (1 trailer with

1 operator for 1 hr)

Contractor exceed ceiling price at their own risk.

Contract Period: Base

24.00 HR __________________ __________________

Labor Hour - Snowplow/liquid deice applicators truck and Operator (1 truck with 1 operator for 1 hr)

100.00 HR __________________ __________________

Labor Hour - Snowplow ATV (or similar) and Operator (1 ATV, or similar, with 1 operator for 1 hr)

Labor Hour - Granular Applicator and Operator (1 Applicator with 1

Labor Hour - Liquid Deice Truck and Operator (1 Truck with 1

160.00 HR __________________ __________________

Labor Hour - Hand Shovel and Operator (1 man removing snow with a snow shovel for 1 hr)

100.00 GL __________________ __________________

Materials - Magnesium Chloride Liquid Deicer

10,000.00 LB __________________ __________________

Materials - Granular Ice Melt of Calcium Magnesium Acetate

48.00 HR __________________ __________________

Labor Hour - Snowplow Truck and Operator (1 snowplow truck with 1 operator for 1 hr)

Contractor exceed ceiling price at their own risk.

Contract Period: Option 1 POP Begin: 11-01-2026 POP End: 10-31-2027

60.00 HR __________________ __________________

Labor Hour - Skid Steer and Operator (1 skid steer with 1 operator for 1 hr)

Contractor exceed ceiling price at their own risk.

Contract Period: Option 1

Labor Hour - Truck for transporting snow and Operator (1 truck with 1

Contract Period: Option 1

Labor Hour - Trailer for transporting snow and Operator (1 trailer with

1 operator for 1 hr)

Contractor exceed ceiling price at their own risk.

Contract Period: Option 1

24.00 HR __________________ __________________

Labor Hour - Snowplow/liquid deice applicators truck and Operator (1 truck with 1 operator for 1 hr)

Contractor exceed ceiling price at their own risk.

Contract Period: Option 1

Labor Hour - Snowplow ATV (or similar) and Operator (1 ATV, or similar, with 1 operator for 1 hr)

Labor Hour - Granular Applicator and Operator (1 Applicator with 1

Labor Hour - Liquid Deice Truck and Operator (1 Truck with 1

160.00 HR __________________ __________________

Labor Hour - Hand Shovel and Operator (1 man removing snow with a snow shovel for 1 hr)

100.00 GL __________________ __________________

Materials - Magnesium Chloride Liquid Deicer

10,000.00 LB __________________ __________________

Materials - Granular Ice Melt of Calcium Magnesium Acetate

GRAND TOTAL

B.3 STATEMENT OF WORK

1.0 General Statement.

The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform Snow Removal Services as defined in this performance work statement at Walla Walla VA Medical Center in Walla Walla, WA.

2.0 Definitions Throughout this contract terms are defined as follows:

Walla Walla VA Medical Center (WWVAMC): The destination of where the contract is to take place.

Contract Discrepancy Report (CDR): A written record of unsatisfactory performance by the Contractor as observed by the Quality Assurance Evaluator (QAE).

Contracting Officer (CO): The Government employee who is authorized to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officers Representative (COR): The Government employee who has been authorized in writing as the contracting officer’s representative, acting within the limits of their authority.

Critical Areas: A map highlighting priorities to be maintained by priority, will be developed by COR and contractor.

List of Expected Documents: List of submittals to the COR, or documents to be furnished to contractor(Appendix D).

Normal/Operational Hours: 0800 - 1630

Policing: To maintain order, cleanliness, and safety in areas that affects the general welfare of the public. This includes removing debris from areas under this contract.

Professional Appearance: Areas that are very well kept and maintained, of high-quality standards, in a neat and orderly appearance.

Quality Assurance Evaluator (QAE): The Government employees responsible for checking Contractor performance.

Roadway Safety: Protection from danger or harm when working along roadways.

Individuals working along roadways are to wear personal protective equipment to include high visibility apparel and implement safety measures, i.e., signage, flashing lights, additional personnel, and to protect themselves from danger.

Sustainable Areas: These areas are intended for public viewing and wildlife habitat.

Basic level maintenance is needed in these areas.

Industry Standards: Generally accepted requirements followed by members of an industry.

3.0 Furnished Resources:

3.1 Government Shall Furnish:

Without cost to the Contractor, Government may furnish the normal amounts of utilities, except for telephone service, to be used only in connection with the performance of the work. The use of areas by the Contractor and the Contractor’s employees outside the work areas on the maps shall be limited to a lunch/break area. This break area can be negotiated with the COR depending on crew size proposed by Contractor.

3.2 Contractor’s employees shall NOT operate Government-owned vehicles or other equipment without prior and specific written authorization by the COR.

3.3 The WWVA is willing furnish long term / overnight parking for deicing trucks, four wheelers, and other large equipment if the Contractor requests. Requests will be made to the COR as early as possible. Spreaders and snow shovels can be stored onsite to expedite snow removal. After award, contractor shall notify COR if they will use any storage. If storage is requested contractor shall provide a list of all equipment so the COR can plan appropriate staging areas.

3.4 Government may or may not furnish assistance with clearing snow or applying ice melt depending on the snow event and availability of employees. Contractor shall work with COR on developing site plan priorities and have agreed upon areas where government may assist. See paragraph 4.3. This plan will be approved by COR and contractor. Bodies available will be up to 3 personnel.

Government equipment available is 2 snowplows, two utility vehicles with snowplows, 2 ice melt spreaders and one skid steer.

3.5 Contractor Shall Furnish:

All equipment shall meet the requirements of city, county, state, or federal regulations to include the Occupational Safety and Health Administration (OSHA) for use on this site.

All equipment shall be in good mechanical condition and shall be safety approved by the COR or personnel checking in the crew prior to being permitted on the job site. Prior to starting work, the Contractor shall provide the COR with documentation of safety inspection for all equipment being used on the job site.

Inspection shall be the responsibility of the Contractor.

The Contractor shall furnish all labor and equipment necessary to perform the work required under these specifications. Equipment shall be industrial grade.

After award but before first snow event, Contractor shall provide an equipment list and supplies list related to any work of this SOW (make, brand, and model) to the COR for approval that must meet performance criteria of this SOW.

3.6 Without additional expense to the Government, all Contractors shall obtain all licenses and permits required to perform work under this contract.

3.7 All Contractor employees and subcontractor employees must wear a reflective vest or suitable substitute while on site at all times.

3.8 Contractor shall furnish all employees and subcontractors with the appropriate PPE (e.g. safety glasses, impact gloves, steel toed shoes etc.)

4.0 Snow Removal, General Requirements:

4.1 Upon award the Contracting Officer shall designate a Representative (COR) to supervise the work performed for the duration of this contract. However, in no event, will any understanding, agreement, modification, change order, or other matter deviating from the terms of the contract between the Contractor and any person other than the Contracting Officer be effective or binding upon the Government, unless formalized by proper contractual documents executed by the Contracting Officer, prior to completion of this contract. A copy of this designation shall be furnished to the Contractor.

4.2 The COR, or the authorized on-duty designee, will request all snow removal services with the Contractor POC. Contractor’s POC must be a direct employee, not a subcontractor. In general, callouts will occur when accumulation exceeds or expects to exceed one (1) inch or within one (1) hour after snowfall starts during a normal duty day the facility will be operating. The contractor shall act as a consultant of any incoming snow or ice events. On any event that causes any amount of ice or snow at the facility, the contractor will contact the COR to inform the COR if services are needed for that event.

However, factors including weather forecasts, current conditions, time of day, and day of week will be considered prior to notification. Preemptive and preventative measures may be required.

4.3 Snow and ice removal work will be prioritized to ensure critical tasks are performed first. After award, the COR will establish and provide to the Contractor written priorities for weekday and after hour’s snow removal operations. The WWVAMC will provide the Contractor with current site plans. The site plan will clearly mark the “high priority” areas where snow and/or ice will be mitigated and then maintained cleared of snow and ice for the duration of the event.

4.4 Accumulated snow and ice around storm drains will be cleared of snow by VA personnel.

4.5 During plowing operations, the Contractor may use dedicated zones for snow accumulations. The zones will be agreed upon after award and discussions with the COR are made. A map will be approved by the COR outlining a snow accumulation strategy. If the snowfall is heavy and additional area are needed for snow accumulation, the Contractor will get permission from the VA prior to expanding accumulation areas.

4.6 Marked crosswalks will be considered as part of the sidewalk. Snow shall be removed from crosswalks in its entirety and ice melt applied only after snow removal. Snow and ice must be removed from the gutter at all crosswalks.

4.7 QA checks and inventory checks performed on equipment when arriving on site shall not count as time toward any performance metric of this SOW. It shall be the site supervisors responsibility to document the times. Government shall be given 10 minutes to check in personnel, inventory supplies, and QA equipment, performed by COR or Police depending on contractors arrival time on station.

After Government checks in personnel, inventory and supplies Contractor can officially start charging time for work. Just showing up on site does not count toward charged time to the government.

4.8 Ice melt must be applied to walking surfaces only after removal of snow that is standing 0.25” or greater.

4.9 Ice melt must not be 100% sodium chloride, nor have Calcium Magnesium Acetate and capable of working effective to -10F. The product the contractor selects will be submitted in writing and approved by COR. If contractor wishes to utilize multiple products, they must each be submitted in writing and approved by the COR..

4.10 All equipment operators shall yield to all pedestrians and traffic. All carts, ATV’s, and low speed vehicles must have Slow Vehicle Signs/symbols prominently displayed on them.

5.0 Performance Standards and Guideline Requirements (Also see Paragraph 6.1.2).

The Contractor shall maintain the grounds as indicated in “Maps of Grounds” in Appendix A. The Contractor shall provide sufficient personnel, equipment, and material to adequately maintain the premises at an acceptable level as outlined in this contract.

The Contractor shall maintain these areas in accordance with the Performance Requirement Summary. There is approximately 471,360 square feet of parking lot and roads to be maintained and 3,095 feet of sidewalk to be cleared. (Note that the State of Washington Veterans Home is located adjacent to VA property. This contract does not cover service of areas outside of VA property.)

The following guidelines describe what is considered acceptable for intended services under this contract. The Contractor, through innovation, technology, or other means, shall perform the necessary grounds maintenance services in order to meet the quality and performance standards at frequencies determined by the Contractor. Performance shall be based on the Contracting Officer’s or their designated representative’s evaluation of performance and quality results, not the frequency or method of performance.

5.1 Communication access shall be required 24/7 from Sunday at 1600 through Friday 1630 for winter conditions. It is expected that within 30 minutes of a phone call the Contractor be able to confirm receipt of requests for mobilization. After Contractor confirms mobilization, the Contractor will have a maximum of 1.5 hrs. to be on site and start work. The COR (Contracting Officer Representative) can schedule a callout for a specified time in anticipation of snow but must give the Contractor a minimum of 1.5 hours’ notice.

5.2 Contractor shall have every individual employee and piece of equipment check in with the COR during normal business hours between 0800 – 1630. Check ins will not be accepted by signing for someone other than who is physically there during check in. If callout is performed and crews are required to show up outside these hours then check in will be performed at building 78 with the VA police. Police will inventory equipment as well. Contractor shall have equipment and personnel signed out as they leave the site. If they fail to sign out, they will not be charged to the VA that day. Sign out shall happen with COR during normal hours, and with the Police outside of normal hours.

5.3 Contractor shall provide all updates and communications required for snow logs, any requests for changes to pre-approved procedures, requests for modifications and any other requests the contractor has shall be done via text or email.

5.4 If Contractor is called out during normal hours by COR, once crews arrive on station Contractor shall take no more than 3 hours to clear the campus of snow areas listed in Appendix A. Snow shall be removed and ice melt applied after on areas highlighted in Appendix B within 1 hour of Contractor being on site.

5.5 If Contractor is called out and shows up on site at least 2 hours before normal operation hours ice melt must be applied on all walking surfaces called out in Appendix A by the time normal operation hours start. If callout occurs after working hours when Contractor arrives on station the expectation instead will be that ice melt will be fully applied within 1 hours of all critical walkways and parking lots that patients use to access patient care buildings (building 143, building 145 and building 74). After the initial hour, it is expected the rest of the campus will be clear in another 2 hours.

5.6 After initial clearing of snow, if snow is still falling at a rate of ½”/hr or more Contractor shall keep a small enough contingency crew and equipment, (Contractor shall evaluate the level of this need depending on snowfall levels and get approval from COR) remaining on site to keep critical walking surfaces clean and clear. These spaces are all disabled parking spots and the ADA access space associated with them around buildings 143, 145 and 74 entirely free and clear of snow and ice, with a clear path such that wheelchairs and walking chairs can gain access to those buildings. Those buildings sidewalks and walkways to the building must therefore also remain free and clear of snow and ice.

Walkways that lead from the parking lot to the associated buildings. All of this shall be drawn on Appendix B.

5.7 After initial clearing of snow and part or all of the crew departs the facility, if snowfall accumulates 2 more inches of snow on areas outlined in Appendix A, Contractor can be called back or required to bring staff/equipment back to clear the facility.

5.8 The following requirements are with the intent to regulate granular deicer while meeting performance requirements.

1) The brand of granular deicer used for this contract shall be submitted and approved by the COR. If a different brand is necessary to use due to supply issues, the deicer shall be submitted at a minimum before the end of the snow event callout. No deicer may be used that doesn’t meet the requirements of being a mix of 85-93% sodium chloride, 0.5- 5 % calcium chloride with any additional additives, and a designed working/effective temperature of a maximum -10 degrees. Calcium Magnesium Acetate (CMA) shall not be used.

2) The total square footage of roads, parking lots and sidewalks is 582,780.

With an application rate of 3 lbs. per 1000 sq ft it is expected a single application be 1750 lbs. Therefore, if Contractor applies more than 3500lbs ice melt in a single snow event then the Contractor shall immediately notify the COR to gain permission for additional use. Failure to do so will mean VA will only pay 3000 lbs. of ice melt. Contractor is required to gain permission from COR or directed by the COR to use liquid deicer.

3) Contractor shall demonstrate to COR at any time they request the equipment used for ice melt application can control an application rate of ice melt to 3 lbs. +/- 0.5 lbs. per 1000 square feet. All ice melt spreader equipment shall be standardized on the facility and the settings shall all be the same.

4) Ice melt spreaders used for sidewalks and walking areas shall be walk behind drop ice melt type with a width of 3’ and have a cover over the bin/hopper.

5) Any ice melt spreaders for roads shall be measurable and set to the application rate mentioned in 3.

6) In order to not unnecessarily apply ice melt Contractor shall not apply granular ice melt over snow greater than 0.25”. Areas with snow greater than 0.25” shall be shoveled and cleared first and then applied ice melt.

7) Ice melt applied to roads and parking lots shall be done in good judgement of contractor. If conditions are dry then ice melt is not necessary. Contractor can always ask permission from COR if unsure.

5.9 On site supervisor shall be required to submit a log of: man hours, amounts of materials used, equipment used and hours for each piece of equipment each time before leaving the facility to the COR. Logs shall be submitted via email or text. Below is an example of information required to be submitted as a snow log. Multiple columns of Type of work can be utilized as necessary.

Example: (Snowplow, Snowplow/liquid deice, ATV, granular applicator, Shovel)

Name (first/Last)

Date Time Started

Time End

Total Hours

Type of work/hours - I

Type of Work/hours

- II

Jake E. 2/24/22 0400 1000 6 3hrs ATV 3hrs Shoveling

Jake W. 2/24/22 0800 1200 4 2hrs shoveling 2hrs granular applicator

Rich 02/24/22 0400 0800 4 4hrs snowplow/liquid deice

5.10 Sidewalks being cleared with any motorized vehicle must not damage the surrounding landscaping. Equipment that allows snow to be left behind must be followed up with hand shoveling. Vehicles used on sidewalks shall not have chains on the tires. Plows on vehicles used for sidewalks shall have a plastic wear bar, but not metal.

5.11 At any time, the COR can call a huddle of all personnel and equipment on site to do a spot check to perform a Quality Assurance (QA) check of staffing and equipment. All personnel and equipment must be present within 10 minutes of notification to onsite supervisor. This time shall extend any performance requirements set for in this SOW. It is the onsite supervisors responsibility to keep the COR informed via text or email of when personnel or equipment leave or additional resources show up on site and to document it. On site supervisors must communicate this via a written format, email or text. If the spot check fails Contractor will be charged for the man hours and equipment hours for the lesser quantity on that snow event.

5.12 The highest critical areas highlighted in the map from paragraph 4.3 must be maintained to safety standards. Any injuries or damages resulting from lack of maintenance in these areas shall result in cost of damages being responsible to contractor.

6.0 Performance Requirement Summary

6.1 It is intended to ensure that the Government receives the services for which it contracted. The Government will only pay for services received. The Performance Requirements Summary (PRS) determines if the Contractor meets the performance standards of the contract, as well as provides guidelines for how and when surveillance will be performed. It ensures timeliness, effectiveness, and that the Contractor is delivering the results specified in the contract.

Government contract quality assurance will be performed at such times and/or places as may be necessary to determine the services conform to contract requirements.

6.1.1 If the Contractor fails to perform at any time and the work is deemed critical by the COR, the Government may hire another Contractor to perform the work. If this occurs, the Contractor shall be required to reimburse the Government for the full costs of the work performed including labor, materials, transportation, and supervision.

6.1.2 These are the criteria against which the performance will be evaluated.

Work shall be considered not to have been performed when any one of the following conditions exists in accordance with the Quality Assurance Surveillance Plan.

Performance

Objective

Performance Standard

Acceptable Threshold

Method of Surveillance

Communication and Response

Responding to communications with 30 minutes, 24/7 Sun-Fri

100% response times.

Logging callout times and response times.

Communication and Response

After Contractor confirms mobilization, the Contractor will have a maximum of 1.5 hrs. to be on site and start work.

No more than one (1) late occurrence in a month period.

Logging callout times and response times.

Snow Removal Tasks, Roadways and Parking Lots

The Contractor shall plow snow and remove ice from roadways and parking lots

No more than two (2) documented complaints during a month period from COR regarding missed areas of snow removal

Inspection walk throughs and spot checks after Contractor has completed snow removal tasks

Snow Removal Tasks, Roadways and Parking Lots

Snow shall be properly placed to minimize loss of parking spaces.

Handicap spaces are not used.

No more than two (2) documented complaints during a month period from COR

Inspection walk throughs and spot checks after Contractor has completed snow removal tasks

Snow Removal Tasks, Sidewalks, Stairways, and Building Entrances

The Contractor shall remove snow and ice from sidewalks, stairways, and building entrances

No more than two (2) documented complaints during a month period from COR regarding missed areas of snow removal

Inspection walk throughs and spot checks after Contractor has completed snow removal tasks

Snow Removal Tasks, Deicer

The Contractor shall apply liquid deicing material to roadways and parking lots when requested by the COR, or the authorized on-duty designee.

No more than two (2) documented complaints during a month period from COR regarding missed areas or ice still present after application

Inspection walk throughs and spot checks after Contractor has completed snow removal tasks

6.2 Quality Control.

The Contractor, not the Government, is responsible for quality control actions necessary to meet the quality standards set forth by the contract. The Contractor shall develop and submit his Quality Control Plan (QCP) for Government approval after award in compliance with the performance work statement. Once accepted, the QCP becomes a part of the Quality Control Surveillance Plan (QASP). The QASP is made part of the solicitation but not a part of the resultant contract. The QASP is not a contractual instrument and may be changed at the Contracting Officer’s discretion. The Contractor then uses the QASP to guide and document the implementation of the required management and quality control actions to achieve the specified results. The Government reserves the right under the Contract Terms and Conditions--Commercial Items (FAR 52.212-4) to inspect and test the services called for by the contract, to the extent practicable at all times and places during the term of the contract. Non-conforming services shall be rejected.

6.2.1 Unacceptable Performance.

When performance is determined unacceptable, as defined in the Performance Requirements Summary, the COR will inform the Contractor’s on-site representative that performance is unacceptable and provide written documentation by use of the Contract Discrepancy Report. By initialing and dating the form, the Contractor is only acknowledging notification of unacceptable performance. Disputes in surveillance should be referred to the contracting officer.

6.2.2 The COR will notify the Contracting Officer of less than acceptable performance. If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no additional charge in labor hour or material pricing to correct deficiencies. When the defect(s) in services cannot be corrected by re-performance, the Government may:

a. Require the Contractor to take necessary action to ensure future performance conforms to contract requirements.

b. If the Contractor fails to promptly re-perform the services, or to take the necessary action to ensure future performance will be in conformity with contract requirements, the Government may:

i. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or

ii. Issue Cure Notice or

iii. Terminate the contract for Government Convenience or

iv. Terminate the contract for Cause.

6.2.3 Correction of Non-Performance of Work.

The Contractor shall employ an adequate quantity of personnel to ensure that any area found to be not in compliance and therefore not acceptable, shall be made acceptable by the performance or re-performance of the work, where such re-performance is possible, during the first business day after non-compliance has been observed by or reported to and verified by the COR.

6.2.4 Standard.

Recurring defects are not permitted for any of the above service items.

No preexisting defect is recorded against the Contractor's performance.

However, if this same situation occurs again during the contract period, a defect will be recorded and reported to the Contracting Officer for appropriate action. It is up to the contractor to determine if a survey of the site be performed to document current damage exists.

6.3 Damages Caused by the Contractor.

The Contractor shall be held accountable and liable to the Government for any damages to government facilities, fixtures, furnishings, equipment, or grounds caused by the Contractors or their employees. Particular care shall be exercised by personnel to ensure that landscape, and surfaces are not damaged by either plows or shovels. All seriously damaged surfaces or landscaping shall be removed and replaced by Contractor at no expense to the Government.

6.4 Interference with Government Operations.

The Contractor and the Contractor’s employees shall perform all work in such a way as to not interfere with regularly scheduled Government operational activities.

6.5 Lost and Found.

It is the responsibility of the Contractor to instruct his employees that all articles of possible personal or monetary value found by the Contractor’s employees must immediately be turned into the COR or VA Police.

6.6 Other Contracts at the Contract Site.

The Government may undertake or award other contracts for additional work and the Contractor shall fully cooperate with such other Contractors and Government employees and carefully fit his own work to such additional work as may be directed by the Contracting Officer. The Contractor shall not commit or permit any act which shall interfere with the performance of work by any other Contractor or by Government employees.

7.0 Safety and Environmental Regulations

7.1 The Contractor shall follow all safety regulations as set by city, county, state, and federal regulations to include OSHA and the Environmental Protection Agency

(EPA).

7.2 The Contractor shall determine those areas and activities in which possible safety hazards exist during the on-site visit of WWVAMC and note such information and provide to COR and CO. Roadway safety is of great concern and needs to be addressed in Contractor proposed Safety Plan. When completed, the Contractor shall identify hazards in each phase of services performed, what preventative measure the Contractor proposes to take to prevent such accidents and then provide a report to the COR to retain on file.

7.3 Contractor shall submit a safety plan for approval to the facility safety officer.

7.4 Accidents

7.4.1 The Contractor or the Contractor’s employees shall report any circumstances of needed repair of the facility or any area which may affect the performance of the work. In the event that a serious accident or injury occurs to Contractor personnel, the Contractor shall first call 911 and then notify the COR or alternate.

7.4.2 Accident Reporting.

The Contractor shall make a written report of each separate case of an injury or accident. The report shall include, but not be limited to; location, nature of the injury or accident, authorities notified, and the action taken along with any other pertinent information. The report shall be accompanied by sketches, graphs/drawings, and photographs as needed and forwarded to the COR within 24 hours.

8.0 General Requirements

8.1 Security Requirements. The Contractor, before initiating the performance of work, shall provide the COR with a list of all employees who shall perform work under this contract. The list shall include the full name, aliases, and work assignment of each employee. The Contractor shall notify the COR in writing of any addition, deletion or change in work assignment within one day of such change.

8.2 Facility Access.

The Government shall provide the Contractor access to the required installation for this PWS. The Contractor shall be subject to all Government rules and regulations while working at the Government installation. Access by the Contractor and Contractor’s employees shall only be permitted with coordination with COR and facility police. Contractor employees shall not be permitted to bring guests, family members, pets, or non-employees to the job site at any time.

8.3 Identification of Contractor’s Employees

8.3.1 The Contractor, before initiating the performance of work, shall provide the COR with a list of all employees who shall perform work under this contract. The list shall include the full name, aliases, social security number, photo ID and work assignment/s of each employee. The Contractor shall notify the COR in writing of any addition, deletion or change in work assignment within one business day of such change.

8.3.2 All vehicles used by Contractor personnel on project shall bear suitable company identification to enable WWVAMC personnel to identify such as authorized for access. The Contractor will provide the COR with a list of vehicles and their license plates that will be used to perform work.

Vehicles shall be in good working condition, not dripping oil, etc. Safety features on vehicles shall be working.

8.3.3 For security purposes, all Contractor personnel working at WWVAMC shall wear a shirt or outer garment identifying them as contract workers whenever they are on the job site.

8.3.4 The Government may require the Contractor to discontinue using any employee in the performance of the work specified in this contract determined by the Government to be unsatisfactory.

8.3.5 All supervisory Contractor personnel shall be able to speak and understand the English language.

8.4 The Contractor shall notify both the CO and the COR in writing, of any work to be subcontracted. Compliance with the provisions of this contract by subcontractors shall be the responsibility of the Contractor.

8.5 There is a NO SMOKING policy on this entire facility. Smoking is not permitted on the grounds or in buildings.

8.6 Please see the COR for a copy of the smoking and tobacco policy. It is not required to post this policy in staging areas however, the policy must be followed by all contracted staff.

8.7 Government has the right to reject any incomplete, inaccurate, and lump sum labor hour and material pricing breakdowns submitted as part of T&M invoicing documentation.

8.8 Government has the right to audit Contractor’s submission for inaccuracies, request corrections and/or supporting documentation. Contractor shall provide any necessary corrections within 10 business days and resubmit to the COR or Point of Contact (POC).

8.9 Government may use observation, CCTVs, visitor log-in/out records, etc. to verify labor hours and materials records are true and correct. In the event of lack of consensus regarding an invoice that cannot be resolved between COR or designee and Contractor, the Contracting Officer shall review all documentation and make final decision.

8.10 The Contractor exceeds ceiling limits for all line items at its own risk. The Contractor shall monitor labor hours and materials expensed throughout performance as to not exceed ceiling limits. In the event a line item is needing to be increased (for example, in the case of high snow fall year), the Contractor shall notify the COR or Contracting Officer that a modification is necessary to process the change. The Contracting Officer may process a modification to increase the quantities required after additional funding is secured. It is the contractors responsibility to provide reasonable notification to COR to start a modification in order to prevent invoices from being overly delayed. Example of reasonableness: Snow events historically are from December to early February, which is approximately 3 snow events per month. If contractor has 5 snow events in December, then contractor should be had immediately notify the COR after the 5th event to engage in negotiations for a mod.

8.11 Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to any Contractor’s representative, or others, as well as for any damage to any personal or public property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence.

APPENDIX A: Roads and parking lots to be cleared of snow

APPENDIX B: Walking areas to be cleared of snow and Ice melt applied

APPENDIX C: List of Deliverables

Paragraph Submittal Responsible

Party

3.4 Safety checklist of equipment Contractor

3.4 List of equipment and supplies list Contractor

4.3 Site Plans with priorities Gov

4.5 Snow accumulation zones Both

5.9 Snow Log Contractor

6.2 Quality Control Plan Contractor

7.3 Safety Plan Contractor

8.3.1 Personnel list Contractor

8.4 List of Subcontractors Contractor

7.9 Smoking / Tobacco Policy Gov

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…