Statement of Work.pdf

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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 - 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 (once every 2 weeks) 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 before an anticipated snow event and 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 Statement of Work.

• 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

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Security Requirements and Personal Identity Verification Procedures (Non-Classified Contract)

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

a. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

b. The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

c. (c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

d. (d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

Qualifications of Employees

a. The Contracting officer or a designated representative may require the Contractor to remove any employee(s) from IHS controlled buildings or other real property should it be determined that the individual(s) are either unsuitable for security reasons or otherwise unfit to work on IHS controlled property.

b. The Contractor shall fill out and cause each of its employees performing work on the Contract work to fill out, for submission to the Government, such forms as may be necessary for security or other reasons. These forms shall be completed electronically. Upon request of the Contracting Officer, the Contractor and its employees shall be fingerprinted.

c. Each employee of the Contractor shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by Alien

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Registration Receipt Card Form I-151, or, who presents other evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

Suitability Determinations

a. All Contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination before a facility identification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than 6 months (Temporary Employees) may, at the Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badge, and escorted entry, as applicable.

d. Temporary Employees who have not received a favorable suitability determination shall be escorted government at all times while in non-public space, as directed by the CO or designee. The CO or their designee shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

e. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination will follow.

f. The Contracting Officer or his/her designated representative shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

g. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any Contractor performance under the Contract.

Compliance with Security Requirements

a. The Contractor shall comply with all IHS security requirements in the building(s) where work is being performed. Contractor personnel requiring access to IHS’s Network shall comply with all Federal Information Technology (IT) regulations regarding Trusted Internet Connection (TIC) in conjunction with IHS Division Information Resource

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Management (DIRM) IT policies, i.e., all IHS IT systems needing network connectivity must reside on the IHS network.

b. When a controlled personnel identification access system is used at a site where work is performed, the Agency will be responsible for providing any required access credentials. Credentials shall be displayed at all times or as otherwise required by the Agency.

c. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

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.