Statement of Work.docx

SUPPLIES OR SERVICES & PRICES / COSTS

PRICE SCHEDULE

Scope: The Contractor shall Furnish, Deliver & Install landscaping components outlined below located at VA Hudson Valley Health Care System’s two campuses; 2094 Albany Post Rd in Montrose and 41 Castle Point Rd in Wappingers Falls.

Site Visit: Offerors or quoters are urged and expected to inspect the site(s) where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect the site constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection at VA Hudson valley Health Care System, YOU MUST CONTACT the Contracting Officer.

Duration: The term of the contract is from Date of Award through the date it expires with no renewal options.

Unit Price: The unit cost indicated in the Schedule is all-inclusive and covers the manufacture, supply, delivery, and installation of all landscaping components outlined below

Estimated Quantities: The quantities of supplies / services specified in the Price Schedule are estimates only and are purchased by this contract.

Purchasing and providing a 1-year warranty for:

a. 10 EA Cherry Blossom tree trunk 5” in diameter

b. 10 EA Autumn Blaze Maples trunk 5” in diameter

c. 10 EA Flowering Pear Tree trunk 5” in diameter

d. 30 EA Dwarf Burning Bush, each plant to be 3 cubic feet

e. 15 EA Arctic Fire Dogwood, each plant to be 3 cubic feet

f. 50 EA Little Quick-Fire Hydrangea, each plant to be 3 cubic feet

g. 50 Endless Summer Hydrangea, each plant to be 3 cubic feet

h. 50 EA Lilies, 2.5-3-quart pot

i. 40 EA Hosta, 2.5-3-quart pot

j. 15 EA Russian Sage, each plant to be 3 cubic feet

k. 25 Green Mountain Boxwood, each plant to be 3 cubic feet

l. 50 EA Pampas Grass plant to be 10” in diameter

m. 60 EA tree straps, each strap connected to a metal tree stake

n. 120 yards of cedar mulch, scotch brown, pieces not to exceed 3” long

o. 800 linear feet of 4” tall metal edging no smaller than 14 gauge and metal stakes

p. 24,000 SF of non-woven landscaping fabric (polyester or polypropylene are acceptable) and fabric pins to be placed no more than 1’ apart.

q. Deliver and spread 20 yards of biological compost over

r. Deliver and spread 40 yards of biological compost over s .Deliver, and spread 30,000 SF of grass seeds.

t.Remove 10 EA 6’ tall trees and stumps

Work to be done through November 30.

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.1 BACKGROUND

VA Hudson Valley Health Care System comprises of two main campuses located at 2094 Albany Post Rd in Montrose and 41 Castle Point Rd in Wappingers Falls. Grounds encompass approximately 300 acres of land. VAHVHCS is a 1.5 million square foot Facility that honors America’s Veterans by providing exceptional health care that improves their health and well-being. Because of VA HVHCS’ special significance and attention, strict adherence to the following specifications is essential.

A.2 GENERAL REQUIREMENTS

(a) Contractor is responsible for:

All equipment rental, delivery of equipment, and removal of equipment. VA will not be providing any tools, equipment or labor, Contractor to plan accordingly.

The labor required for planting of all plants, installation of metal edging and landscaping fabric, and spreading mulch, removing dead trees, installing new trees, and anchoring trees in distinct locations at both campuses.

(b) Completion Time:

Contractor will complete trees, shrubs, and plants installation within 2 days (48 hours) that each individual delivery is made to HVHCS. The COR shall reject any vegetation that show signs of (i) mold or mildew, (ii) leaves are yellow and/or brown, (iii) establishing soil is dry, or (iv) has reduced vigor and will establish poorly.

All work must be completed between time of award and November 30.

(c) Placement of Orders:

The estimated quantity of plants, shrubs, and trees indicated in the price will not be needed all in one delivery, but all must be installed with 6 weeks of beginning the job. It is required that the plants, shrubs, and trees will be purchased from a nursery within a 2-hour drive of VA HVHCS.

If the facility has a need for more sod, plants, shrubs, trees, ground coverings, and decorative planters the Government anticipates ordering, and furnishing the goods. All pricing must be provided in writing and approved by COR before the contractor orders anything.

(d) Orders for sod, grass seed, plants, shrubs, trees, ground coverings, and decorative planters at VA HVHCS shall be placed by the COR or designee. At the COR’s discretion, orders will be placed by email. The COR will notify the Contractor of the need for landscaping components 1-2 weeks before it needs to be installed.

A.3 LANDSCAPING INSTALLATION

(a) VA Hudson Valley Health Care System shall not provide any equipment, tools, or labor in the installation of the landscaping components. HVHCS personnel will be available to assist the contractor in the coordination of installation of the landscaping components. Equipment shall be provided by the contractor for acceptable and timely installation of the landscaping components.

(b) The Contractor shall make all necessary arrangements to protect landscaping components from excessive drying and wind damage from the time it is picked up from the nursery until it is delivered to the HVHCS.

(c) A general Spring clean-up shall be provided to remove leaves and debris accumulated over the winter months from beds. The removal and disposal of all debris generated during the Spring and Fall clean-up shall be legally disposed of off-site.

(d) Post emergent herbicide shall be applied as needed to control the emergence of weeds and grass in curbs, enclosed areas, pavement cracks, pavers, concrete expansion joints, and parking lot dividers.

(e) Herbicide treatments and / or mechanical weeding or cultivation of ornamental planting beds will be performed as follows:

· Spring pre-emergent

· Spring fertilization and grass seeding

· Fall fertilization and grass seeding in September

(f) Preparing and revitalizing the soil before planting in areas that the soil is dry and won’t absorb water, or the bed soil became depleted.

(g) Contractor is responsible for the installation of all flower/planting beds which include, along building foundations, in parking lots, entranceways, plazas or signage & some tree rings. These areas should get Pre-emergent Herbicide prior to mulching & spot treat the same areas with Herbicide as needed throughout the season. This does include inside the flag poles areas.

(h) All beds shall be mulched using a high-quality Dark Brown Organic Double Shredded Hardwood Mulch. (Mulch will not be dyed). The dark brown organic mulch at these locations shall be maintained at a depth of 2- to 4-inches (5- to 10-cm). All beds missing mulch will require mulch. The mulch shall be raked as needed to break up any matted layers and refresh its appearance. The mulch shall be kept a few inches away from all shrubs, flowers, and trees.

(i) Shrubbery and ground cover plants will be fertilized once in Spring using a fertilizer of 10-6-4 at the rate of 4 Lbs. per 100 square feet of bed areas. Acid loving shrubs will be fertilized using a specialty fertilizer intended for such plants.

(j) Contractor shall remove small, expired shrubs or trees where necessary to maintain a professional, clean appearance. Removal of medium, large, or extra-large expired shrubbery or trees is not part of this requirement.

(a) Watering of all newly installed sod/grass will be completed by the VA Grounds staff.

(b) Debris & Waste Removal: The Government shall not provide receptacle(s) for disposal of debris related to this contract. Removal of all debris / waste away and off HVHCS grounds is the Contractor's responsibility. Any debris left after the landscaping installation shall be cleaned up thoroughly and removed from the facility. At the end of each day, the Contractor will remove all debris from the job site resulting from the work. The Contractor shall ensure at all times that debris and waste generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site.

A.4 RESPONSIBILITIES

(a) The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site, which is not to be removed and which does not interfere with the work required under this contract. The Contractor will take extreme precaution when installing landscaping or rolling sod not to hit or damage anything.

(b) The Contractor must contact the COR during adverse weather conditions as to not cause any undue tracking or rutting of turf. If these situations occur, the complete renovation of these areas will be at the expense of the Contractor.

(c) The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

(d) Communication & Coordination of Work with COR: Contractor shall participate in regular meetings with Government personnel and other Contractors at HVHCS to coordinate contract work schedules and contract related issues. Communication with the COR is strongly encouraged. Patient care activities at HVHCS shall take precedence over contract work activities. Work activity and noise cannot disturb Patient Care, Emergency Department traffic flow, or Chapel Services.

(e) Insurance, Licenses & Permits: The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of New York. The Contractor is responsible for repair and / or replacement of any damaged turf, sidewalks, equipment, structures and / or other property.

A.5 REPRESENTATIVES OF THE CONTRACTING OFFICER

(a) The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervises the work to be performed under the contract. Such designation will be in writing and will define the scope and limitations of designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) The VA Contracting Officer will delegate one (or more) representatives to serve as the Contracting Officer’s Technical Representative (COR). The COR may direct and arrange the Contractor’s work schedule in specific areas of the grounds of HVHCS to coordinate with daily Medical Center activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Placing orders for services.

(iii) Verification / certification of payments to the Contractor for services rendered.

(iv) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(c) All administrative functions remain with the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

A.6 CONTRACTOR PERSONNEL

(a) Site Manager: The Contractor shall provide a “Site Manager” who will be responsible for the following:

(i) Directing, overseeing, and coordinating the work involved.

(ii) Staying abreast of all upcoming Medical Center functions including special holiday events and scheduled activities.

(iii) Ensuring that contract work does not cause any Patient Care Services to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(iv) The Site Manager will re-direct work throughout the rest of the HVHCS grounds – so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.

(b) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Patient Care activities at the Medical Center shall take precedence over contract work activities. Work activity and noise cannot disturb Patient Care, Emergency Department traffic flow, or Chapel Services. Workers are prohibited from entering patient care areas.

(c) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as Contracting Officer's Representatives.

(d) Parking will be coordinated with COR after award. Delivery trucks cannot stay in the identified landscaping area more than 45 minutes.

(e) Personnel Appearance

(i) Contractor personnel shall maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas.

(ii) Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from the waist to neck and long pants or slacks. Contractor personnel must wear a uniform bearing the name of the Contractor, or by wearing badges bearing the Contractor’s name and the employee’s name in English.

(iii) Other clothing, in question, shall require the COR written approval. No clothing shall be worn with inappropriate phrases, logos, words, or images as determined by the COR.

(f) Personnel Conduct

(i) Due to the sensitive mission of the Medical Center, the work often requires contact with, and exposure to, grieving, unstable, and/or unpleasant individuals. Contractor personnel must exercise and exhibit absolute decorum, composure, and stability at all times.

(ii) The Contractor employees shall behave with appropriate decorum, courtesy, and respect while within the Medical Center or at its perimeter or entrances. Shouting, cursing, angry outbursts, sleeping, intoxication, and violence or criminal acts of any kind will not be tolerated - and is cause for immediate removal from the Medical Center.

(iii) The Contractor personnel shall not (1) lean, sit on or against buildings, fences, walls; (2) sleep or otherwise lay, rest or be idle in a manner that reflects unfavorably on the Government or the Contractor; and (3) Perform work of any nature on privately-owned vehicles/equipment, within the Medical Center’s confines, to include the washing of vehicles/equipment.

(iv) Food and beverages shall be consumed only within areas designated by the COR. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. The Contractor’s personnel shall follow the Medical Center’s smoking policy: personnel must exit the Facility grounds (go outside the fence) to use tobacco products.

(v) The Medical Center shall provide to Contractor personnel restroom facilities at areas designated by the COR. Contractor personnel cannot track in dirt. Failure to follow this will result is loss of restroom facilities. Breaks and lunch periods shall be taken at areas designated by the COR, not in the field.

(vi) Any misconduct listed above shall be cause for immediate removal from the Medical Center premises.

A.7 WORK HOURS

(a) Hours Of Operation: Landscaping services shall be performed Monday through Friday, with the exception of National Holidays (see National Holiday schedule below), between the hours of 6:30 a.m. – 3:30 p.m.

(b) National Holidays: Contract personnel will not be required to work on the ten holidays observed by the Federal Government. Unless otherwise specified, when a holiday falls on a Sunday, the following Monday shall be the legal holiday as observed by the Federal Government. When a holiday falls on a Saturday, the preceding Friday shall be observed as the legal holiday. The holidays observed by the Federal Government are as follows:

Or any other day specifically declared by the President of the United States to be a National Holiday.

A.8 MISCELLANEOUS

(a) Damage to Government Property

(i) The Contractor is responsible for safeguarding all Government property (fences, ditches, street, signs, trees/scrubs, trash and flower containers, valve boxes etc.) on the Medical Center grounds.

(ii) The COR shall conduct a weekly inspection for damages and provide a written report to the Contractor and the Contracting Officer of all damages noted. The Contracting Officer shall be responsible for assessment of damages.

(b) Safety

(i) The Contractor must meet all safety requirements of VA Hudson Valley Health Care System, Department of Veterans Affairs, OSHA, and the State of Colorado. It is incumbent upon the Contractor to be familiar with these requirements. "Safety" shall also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer of VA Hudson Valley Health Care System.

(ii) Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by the Contractor to give advice and reasonable protection, safety, and warnings to persons and vehicular traffic within the area.

(iii) Contractor shall demonstrate a clear understanding of, and the sensitivity to, such environmental issues as groundwater contamination, wetlands, etc., and be consistent be and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

(iv) Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within two (2) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

(End of Work Statement)