SOW.pdf

Scope of Work

402-26-230SC Snow Removal

The Department of Veteran Affairs Togus Maine is seeking services to provide snow removal and surface treatment services. The Contractor shall remove all snow and ice on and around stairs, accessible walkways/ramps, doorways/entrances, paths of egress and loading docks and other miscellaneous areas. All snow removal and surface treatment operations shall be carried out in a safe, effective, timely and professional manner. Snow removal operations will ensure that the safety of all patients, employees, visitors, and beneficiaries is maintained to carry out all critical hospital programs.

Services will be effective upon contract award. The period of performance will operate for 12 months with 4-option years.

GOALS:

• To continually assess areas requiring snow removal as well as the effectiveness of snow removal operations.

• To review and when necessary, modify operations to meet the variable snow and ice conditions.

• Continually recognize problems and make recommendations for improving the effectiveness of the snow removal process.

• To ensure clean and safe conditions for patients, staff, and visitors.

GUIDELINES:

• The Contractor shall follow Safety Codes and Policies of this Facility including but not limited to

OSHA standards, and VHA directives.

• Provide Job Hazard Analysis, Activity Hazard Analysis and Safety Plan for review and record.

The Contractor agrees to provide its own employees, equipment and supplies necessary to complete the goods and/or services during the term of this agreement. The vendor agrees to perform the following goods and/or services be rendered automatically and without need for any request.

The vendor shall permit product and services not covered herein to be added by mutual agreement, without voiding the provisions of the existing agreement. The vendor, for additional consideration, shall furnish such additional products and services to Veteran Affairs Maine (VAME).

PERFORMANCE TERMS AND CONDITIONS

1. Weather event: A weather event shall be any weather that may create an unsafe environment.

Such events include, but are not limited to, snow, freezing rain, sleet, and mixed precipitation.

It is the responsibility of the vendor to monitor and be aware of incoming weather as well as weather predictions.

2. Contract communication and weather event communication: The vendor will provide primary contact information for their twenty-four (24) hour, seven (7) day a week coverage by October

1st of each year. The vendor is responsible for communicating with VAME(s) designated personnel surrounding arrivals and departures before each Weather event.

A. Upon snowfall (when snow begins to fall with light to rapid accumulations), vendor will assign a staff member at the campus to assure safe passage in and out of buildings to roads and parking lots.

B. In addition to response based on vendor’s own monitoring as described herein, vendor shall begin providing requested services within one (1) hour of a call-out, call-back by an authorized representative of VAME. Vendor agrees to remain 100% accessible, twenty-four hours per day, seven days per week, to stay consistent with

VAME’s obligation for care.

C. Any issues pertaining to vendor’s performance will be addressed as needed during a

Weather event including but not limited to call backs, required onsite tours and through Business and Performance Reviews.

3. Weather event protocol: Upon the start of a weather event, vendor will maintain uninterrupted care for all areas through any combination of snow blowing, shoveling, snow/ice removal and surface treatments to ensure all areas are clear and passable at all times. Vendor shall continue uninterrupted care throughout the duration to conclusion of a weather event, returning as frequently as necessary to meet scope of work obligations. Under no circumstances can any parking spots, door or walkway access be lost during a weather event. It is the responsibility of the vendor to ensure all parking spots, doors, and walkways remain open, free and clear of all weather. Vendor will not transfer snow from areas of this contract into VAME snow removal areas such as building walkway, roadways and parking areas.

Vendor will begin walkway and entry maintenance for the weather event hazards addressing areas in priority order using the fastest method possible. It’s understood that excess accumulated snow will be removed from such places at the vendor’s expense within twenty-four (24) hours after a weather event.

Upon completion of a Weather event vendor will continue to monitor and provide perpetual care addressing run-off, drifting, refreezing and similar hazards. Coordination of walkway maintenance will be completed through VAME’s designated personnel.

4. Employees: The vendor shall employ only competent and satisfactory personnel and shall provide an appropriate number of employees to perform the required services efficiently and in a manner satisfactory to VAME. If VAME notifies the vendor in writing that any person employed on this agreement is incompetent, disorderly, or otherwise unsatisfactory or unacceptable, such person shall not again be utilized in the execution of this agreement without the prior written consent of the agreement.

5. Business and Performance Reviews: Recognizing that successful performance of this agreement is dependent on a favorable response, the vendor shall meet, 2 business days after each of the first three storms of this contract and then quarterly for the remainder of the contract with the contract point of contact for a business and performance review to evaluate operations and make necessary adjustments. Additional meetings can be requested by either the vendor or VA if necessary to discuss performance concerns. These meetings will normally be conducted electronically but shall be face-to-face on demand. Vendor shall provide a single point of contact (i.e., relationship manager) and shall notify VAME in writing and in advance whenever there is a change to that single point of contact.

6. Vendor’s Equipment: All mechanical equipment must have operating flashing lights that can be seen from all angles and operating back up alarms. All mechanical equipment must be checked/maintained by vendor allowing for no service interruptions. VAME shall not be held liable for damage, theft or any loss of vendor equipment at VAME’s site. Storage will not be provided on site vendor will need to bring tools and equipment to station.

7. Parking and Accessibility: No parking spots/stalls can be lost during a Weather event throughout the contract period. The vendor shall ensure that the clearing, deicing of all contract surfaces will be done in a professional and workmanlike standard consistent with customary industry practices. Vendor shall return day or night to clear/treat areas occupied during a weather event.

8. Call Back: In the event the vendor needs to be called back to address Weather event cleanup, de-icer any slippery areas due to freezing or re-freezing along with appropriate treatment for prevention of slips and falls, vendor will adhere to arriving onsite within one (1) hour of the call back request. Additionally, VAME shall have the right to call the vendor back out to provide follow-up or additional services, including emergency situations that may occur following a weather event.

9. Portable Signage: Any portable signage will be moved aside for clearing and treatment and placed back when clearing and treatment is completed throughout the Weather event by the Vendor.

10. Equipment: The vendor shall have adequate equipment to service all areas under this contract.

De-icing units will be capable of uniformly distributing de-icer surfaces and shall be equipped with controls that provide varying application rates. The vendor will be responsible to supply

Cutting Edge Pro Power Melt+ and the vendor will be responsible for mechanically spreading at the vendor’s own discretion. Vendor shall use and spread only Cutting Edge Pro Power

Melt+ deicing product on areas covered in SOW.

11. Breakdowns and Other Failures / Backup. Equipment: The vendor shall keep equipment operational at all times throughout the agreement period. The vendor shall immediately contact the Contract Administrator to report any breakdowns. In the event a breakdown cannot be repaired within two hours, the vendor shall utilize backup equipment until repairs are completed. Complete descriptions of all backup equipment must be submitted in the Vendor’s bid. Backup equipment must be readily available at all times.

SITE SPECIFIC SCOPE OF WORK TO BE PERFORMED

1. Vendor to arrive and remain on site at the beginning of a Weather event unless alternative arrangements have been made and approved by VAME’s COR and/or designated point of contact.

2. De-icer will be dispensed on initial sweep of the contracted surfaces and as needed throughout the

Weather event. Taking care to apply evenly and not in excess to prevent the development of unsafe conditions from resulting build-up of de-icer/surface treatment.

3. The vendor shall perform snow and ice removal and surface treatment for all designated areas within the scope of this contract. This includes all stairs, accessible walkways/ramps, doorways/entrances, paths of egress, and loading docks.

For Building 200/200E, the vendor shall maintain a 4-foot-wide clear path of travel from the wall of the building within the interior courtyard.

For all other areas, the vendor shall ensure treatment and clearing extends to a minimum of 2 feet beyond the edge of each designated surface to ensure safe and unobstructed access.

These limits are intended to provide a buffer zone around critical access points and pedestrian pathways to mitigate hazards from snow accumulation, ice formation, and runoff.

4. De-icer will be dispensed on stairs, accessible walkways/ramps, doorways/entrances, paths of egress and loading docks for:

A. Priority area #1: Buildings 200/200E, 203, 205, 206, 207, 209, 204, 210, 258, Ambulatory Walkway/Bay

B. Priority. Area #2: Buildings 201, 202, 211, 212, 240, 208, 235, 238/239, 244, 255,

232. Quarters 1-4, 27, 32, 69, Quarters 15-20.

C. Priority. Area #3: Courtyard area inside B200/200E, O2 tanks (quantity of 2) and T224

– T228, B67, Stair connecting Lot#1 to Lot#8

5. Remove all snow and ice on and around all stairs, accessible walkways/ramps, doorways/entrances, paths of egress and loading docks for:

A. Priority area #1: Buildings 200/200E, 203, 205, 206, 207, 209, 204, 210, 258, Ambulatory Walkway/Bay

B. Priority. Area #2: Buildings 201, 202, 211, 212, 240, 208, 235, 238/239, 244, 255,

232. Quarters 1-4, 27, 32, 69, Quarters 15-20.

C. Priority. Area #3: Courtyard area inside B200/200E, O2 tanks (quantity of 2) and T224

– T228, B67, Stair connecting Lot#1 to Lot#8

6. All contracted surfaces will be 100% cleared and treated to maintain a slip free environment. All concrete areas must be treated with Cutting Edge Pro Power Melt+ deicing product.

7. All contracted surfaces will be free and clear of any weather event hazards twenty-four (24) hours a day, seven (7) days a week during a weather event.

8. Vendor will ensure no piling of snow near any entrances or parking lots. Excess piling of snow due to abundant snow fall needs to be coordinated with the VAME’s designated point of contact and removed from the campus as needed or within twenty- four (24) hours after a Weather event.

Snow piles shall not block visibility to any driving lanes, or road egress. In the event of visibility issues, snow pile removal may be required and will be the responsibility of the vendor.

9. Depending upon the severity of the weather event, extensive cleanup will be on going throughout the day until the completion of the weather event, at which time the need for snow removal will be assessed and safe entry to the buildings will be in place.

10. Vendor will park in lots 5, 6, 11, or 17 during snow event; otherwise vendor will park in lot 15.

Parking is permitted in designated parking lots only. Parking in roadways, fire lanes, emergency lanes and spaces, crosswalks, loading zones, yellow curbs, seeded areas, etc., is prohibited. Police officers have the authority to park a motor vehicle in these areas during emergencies. Vendor will be responsible to relocate vehicles as needed to ensure the VAME snow removal team can clear

ALL parking lots/spaces.

11. Per VA Directive 1085, smoking, vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service provider and their employees.

Vendors employees shall not enter the facilities without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the facilities.

All employees of the vendor shall comply with VA security management program and obtain permission of the VA police, be identified by service and employer, and restricted from unauthorized access.

Vendors are required to have a badge request form filled out for all personnel (employees, sub-service providers, consultants, inspectors, etc.) who will be on-station. Vendor will bring completed request forms to the project COR for signature. Vendor will then take signed badge requests to the VAME police department for processing prior to starting work on station. No personnel are allowed to perform any work on station before being issued a badge. No personnel are allowed to perform work on station if their badge is expired.

No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

VA reserves the right to close down or shut down the facilities and order Vendor’s employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the contracting officer.

Prior to commencing work onsite, and each year thereafter, all Vendors and their personnel shall provide proof of receipt of seasonal influenza vaccination in compliance with VHA Direction 1013.

Prior to commencing work onsite, all Vendor’s and personnel shall provide proof of receipt of required

COVID vaccinations and boosters in compliance with current VHA Directives.

Prior to commencing work onsite, all Vendor’s and personal shall provide proof of receipt of required

Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 4th, 2021

The Vendor provider shall confine all operations on government premises to areas authorized or approved by the contracting officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider's performance.

Workers are subject to rules of Medical Center applicable to their conduct. Execute work in such a manner as to interfere as little as possible with work being done by others.

Provide Government POC with a report or statement of work completed and include statements with requests for payment. Statement should include service completed and the date each service items was completed.

All service providers will sign in and out at engineering or a mutually agreed upon location upon arrival and departure from station daily. Engineering logbook can be found at B202, 2nd floor engineering.

Payments processed through Tungsten/IPPS. Invoices to be submitted in draft form digitally to the COR for review prior to submission in Tungsten/IPPS. Invoicing for services rendered.

All communications in regard to this contract should include the following number in the communication

402-26-230SC.

Period of Performance: 12 months from date of award with 4 option years.

Place of Performance: 1 VA center, Augusta ME 04330

Attachments:

• Att1 - General Plan/map of work area

• Att2 - COMPLETE STATION-Model

• Att3 - Cutting-Edge-Pro-PowerMelt-SDS