Statement of Work.pdf

SOW for Grounds Maintenance Services for the Monacan Health Center Page 1 of 6

Indian Health Service

Monacan Service Unit

Monacan Health Center Grounds Maintenance

Statement of Work for

Grounds Maintenance Services for the Monacan Health Center

06/12/2025

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TABLE OF CONTENTS

1.0 General

2.0 Specific Requirements/Tasks

3.0 Delivery or Deliverables

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Statement of Work (SOW) for

Grounds Maintenance Services for the Monacan Health Center

1.0 General

1.1 Background

The Monacan Service Unit’s mission is to raise the physical, mental, and spiritual health of the Native American population that lives in the geographic area. The mission is implemented by developing Direct Care Services and administering the Purchased/Referred Care (PRC) program. This acquisition will assist the MHC, who is moving to direct care services by establishing a comprehensive health care clinic for newly federally recognized tribes in Virginia. This contracting action is for grounds maintenance services necessary to establish and conduct business in the Monacan Health Center.

1.2 Objective

The primary objective of this action is to procure lawncare and snow/ice removal services for the newly built Monacan Health Center. The facility is a comprehensive 14,000 square foot health care center, housing administrative, family practice, dental, behavioral health and pharmacy services.

1.3 Scope of Work

The Monacan Health Center is in need of a grounds maintenance services contract to provide landscape maintenance, weed removal and control, seasonal and storm debris cleanup, turf health, mulching and snow/ice removal for its medical facility. The Contractor shall be responsible for providing all necessary mechanical equipment for landscape maintenance and seasonal snow removal. Vacuum and blower equipment, specifically designed for outdoor use and care, shall be permitted in the parking lots, sidewalks, and throughout the grounds.

1.4 Period of Performance

Base Year: September 1, 2025 or Date of Award - August 31, 2026 Option Year 1: September 1, 2026 - August 31, 2027 Option Year 2: September 1, 2027 - August 31, 2028 Option Year 3: September 1, 2028 - August 31, 2029 Option Year 4: September 1, 2029 - August 31, 2030

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1.5 Place of Performance

Hours of Operation: The contractor shall perform all grounds maintenance during normal weekday business hours, Monday-Friday between the hours of 8:00AM and 4:30PM local time, excluding Federal Holidays.

Indian Health Service MASU – Monacan Health Center 108 Dixie Airport Rd Madison Heights, VA 24572

2.0 Specific Requirements/Tasks

2.1 Lawn and Landscape Maintenance-

• Lawn mowing and edging- bi-weekly cuts March through November (as needed in the late fall). Maintain a hard edge with weed eating.

• Trimming of shrubs, hedges or bushes to prevent overhanging, brushing against buildings or fences, and obstruction of walkways and parking spaces.

• Remove and replace dead shrubs and plants as needed.

• Removal of weeds and leaves by hand or mechanical methods. Apply weed control herbicide to areas with persistent weeds and undesired vegetation. Application of chemical shall not be applied more frequently or in concentrations other than what is recommended by the manufacturer.

• Leaf or debris removal- haul away collected trash, debris, trimmings, clippings and all undesirable materials from grounds after every site visit to an appropriate waste facility.

Ensure that all sidewalks, parking areas and driveways are free of debris, leaves, clippings, etc.

• Storm Debris Clean Up- pick up and haul away fallen sticks and small branches or other debris as necessary.

• Seasonal Debris Clean up- removal of fallen leaves, needles and vegetation debris during times of season change

• Aeration and Seeding- performed twice annually

• Fertilizer applications- fertilize grass, bushes and trees with an approved fertilizer 4 times a year.

• Mulching- professionally prep and clean up beds prior to installation of mulch once a year in the spring. Ensure bed edges are redefined and old mulch is removed.

2.2 Snow and Ice Removal

• During the winter months, the contractor shall provide snow and ice removal on an as needed basis. The facility typically sees less than 5 measurable snow events annually.

The contractor shall coordinate with the COR prior to providing services. The contractor shall perform and substantially complete these services on all sidewalks and parking lots

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• The contractor shall clear all snow and remove ice from all sidewalks by hand or with approved devices

• The contractor shall clear all snow from parking lots with snow plow and/or ice removing equipment. Accumulation should be greater than one inch.

• The contractor shall provide ice melt and spread on all sidewalks and parking lots after snow and ice removal. The application of ice melt shall be performed according to manufacturer instructions and must be safe for use on concrete as to not cause damage.

• Areas to be serviced include- entryways, emergency exits, driveways, parking lot, and walkways.

2.3 Equipment

• The contractor is responsible for providing all necessary mechanical equipment for landscape maintenance and seasonal snow removal. Vacuum and blower equipment, specifically designed for outdoor use and care, shall be permitted in the parking lots, sidewalks, and throughout the grounds.

2.4 Schedule

• Contractor's staff work hours will be arranged accordingly by the COR or designee, and/or depending on the need of the Monacan Health Center.

3.0 Delivery or Deliverables

Work to be completed at the Monacan Health Center located at 108 Dixie Airport Rd, Madison Heights, VA 24572.

Quality Assurance Review:

• Overall evaluation of the Contractor's performance in meeting the terms of the contract will be reviewed and monitored in accordance with the statement of work.

Reviews shall consist of visual inspections of work documented by the COR or designee and thru the use of check sheets completed by the Contractor’s staff.

• The Contractor will be informed of any quality of service problems by the COR or designee and the Contractor shall take appropriate corrective action within appropriate timeframes specified by the Government.

• Contractor will possess appropriate equipment to complete the Performance Work Statement.

• All work will comply with Occupational Safety and Health Act – CFR1926.

• Contractor shall supply all required worksite safety equipment.

Payment will be made monthly in accordance with the Prompt Payment. The contractor shall submit an invoice(s) for the grounds maintenance services on a monthly basis. The invoice shall include all service dates. Payment must be submitted electronically through

SOW for Grounds Maintenance Services for the Monacan Health Center Page 6 of 6 the federal Invoice Processing Platform (IPP). The contractor must use the IPP website to register and use IPP for submitting request for payment.

Notice to contractors:

All information and data related to this project that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the contracting officer.