S208--Snow and Ice Removal (Memphis)
Page 1 of 86 Page 8 of 86 Page 1 of 86 PERFORMANCE WORK STATEMENT Snow and Ice Removal MEMPHIS VA MEDICAL CENTER, MEMPHIS, TN I. Description: The Contractor shall provide all labor, personnel, equipme... Page 1 of 86 Page 8 of 86 Page 1 of 86 PERFORMANCE WORK STATEMENT Snow and Ice Removal MEMPHIS VA MEDICAL CENTER, MEMPHIS, TN I. Description: The Contractor shall provide all labor, personnel, equipment, tools, materials, and supervision necessary to ensure that grounds maintenance is performed at the VA Memphis Medical Center by removing snow and ice from roadways, parking lots, sidewalks, steps, ramps, landings, crosswalks, and entry ways, this shall include pretreatment for snow/ice and salting/sanding specified areas upon the request of the COR on Engineering Representative to ensure patient care come first, Failure will affect patients, employees, visitors, and customers at the VA Memphis facility. Title of Project: Snow and Ice Removal at Memphis VA Medical Center Scope of Work: Basic Services. Contractor can expect to be notified any time snowfall reaches between ¼ to ½ or more for control of slippery conditions or complete snow removal. Snow removal shall be provided when notified by VAMC Memphis Contractor shall typically apply ice control after completion of snow removal. Snow removal and ice control means clearing snow accumulation, piles, and drifts and/or ice control from edge to edge on all walks, steps, porches, ramps, roads, parking lots, drives, and loading dock areas. All snow in the loading dock area is to be pulled out and placed on VAMC-Memphis areas as directed by the COR or Engineering representative. All snow is to be removed from parking spaces upon completion of each removal job. To ensure a thorough and complete snow removal job, scraper blade is to have contact with the ground. Contractor shall not leave spillovers. Snow is not to be pushed off VAMC- Memphis premises into streets or onto neighboring property. Contractor is to provide enough labor, equipment, and material to assure that each job is completed in six (6) hours or less. Response. During non-administrative hours, (4:30 PM 8:00 AM, Monday through Friday, and all day Saturday, Sunday and National Holidays) VAMC-Memphis Police and Administrative Officer on Duty (AOD), will monitor weather conditions to determine when snow removal and ice control services are required and based on weather conditions mobilize crew to ensure snow removal and deicing of all parking lots, drives, entrances, loading dock areas, walks, steps, landings, porches, and ramps is completed prior to 8:00 AM. During administrative hours of 8:00 AM 4:30 PM Monday through Friday, not including national holidays, the COR or the designee, will contact the contractor when snow removal and/or ice control is required. Contractor will be required to be on site within sixty (60) minutes of call. Upon arrival the contractor will start to perform the requested duty whether pretreating or removing snow or ice. The clock starts when the contractor begins to perform the task. It is entirely possible snow will be falling during performance. Each six-hour block of time performing the duty is considered to be one job for invoicing purposes. It is possible during extreme weather events more than one job will be required to ensure safe conditions are present for patients and staff members. During events requiring more than the one ordered job, the COR must be made aware of the conditions BEFORE the contractor begins work passed the first six-hour time period. All work pertaining to pretreatment or removal of snow and ice must be ordered and approved by the COR beforehand in order to receive payment. Pretreatment for Snow: Pretreatment of roadways, parking lots, and sidewalks shall be provided any time one or more inches of snow is anticipated. The Contractor will perform this work under the CLIN 0002 of the Contract. This shall be completed 8 to 12 hours prior to anticipate 1 of snow accumulation. a. Estimated materials based on historical use: i. 6,000 lb. salt for roadways and parking lots ii. 1,000 lb. de-icer for sidewalks, ramps, walks and steps Detailed work: Parked Vehicles. Parking lots will have vehicles parked in various locations at any time. The contractor shall maneuver around these vehicles to clear the area. The contractor shall be liable for any damages to vehicles or property in performance of this contract. See FAR 52.237-2 regarding liability. Remove Ice. The contractor shall remove ice to provide secure footing or safe driving conditions by the snow removal operation or by applying rock salt and ice melt. No Sand/Salt or Sand/Ice Melt mixtures shall be used unless directed/approved by the COR or Engineering representative. The contractor shall provide rock salt for roads, parking lots, loading area, and drives and provide all calcium or magnesium chloride beads or pellets (No flakes or Rock Salt) for walks, steps, landings, porches, ramps and handicapped parking areas. Ice melt pellets shall be able to melt at 25 degrees Fahrenheit generating heat on contact and product shall leave little or no residue. Priority. Snow removal and deicer priority list. VA Map (See attachment): -Ambulance entrance and front steps/walks, Bldg.1 Around Bldg. 1 Administration Bldg. front driveway / walkway toward building1A Bed Tower, Warehouse loading dock and both gates entry off Jefferson ave Around Bldg. 5 Clinic Annex toward Building 10 Maintenance Shop toward MRI Building 9 to Building 7 SCI, walkway including dock Walks around Bldgs. 6 in Dental Courtyard Walks around Bldg. 7 Spinal Cord Injury (SCI) Walks in courtyard of BLDG5 Clinic Annex Walks around Bldg. of the Parking Garage, top level and entry - At ambulance entrance, clean flat area, and handicapped parking, also walks to Bldg. 1 Parking lot in front of Bldg. 1A Walks to Bldgs. from parking garage to main entry Parking lot for Patient & Visitors East Parking lot to SCI east entry Parking lot of the Southeast employee parking Walks to Bldgs. From Southeast employee parking to Administration BLDG1 If time permits, assist cleaning main parking areas. Walks around all Bldgs. if necessary Gates Jefferson avenue has (2) entry Gate entry North Pauline Gate entry to Building 10 Poplar ave employee parking Main road Small parking lot areas for Ambulatory Care Bldgs. Firm fixed price indefinite delivery indefinite quantity base period with four (4) one (1) year options. The contractor Shall remove snow and ice by plowing, blowing, brushing, sweeping, shoveling, or other suitable means not harmful to the traffic surface as necessary to produce and maintain safe passage of pedestrians and vehicles. The contractor shall apply sand, salt, etc., to treat the existing or developing unsafe conditions to produce safe passage of pedestrians and vehicles. The materials used by the Contractor shall not be damaging to the surface receiving the materials. All equipment used and stored, including all materials used and stored, and all removal methods used to displace snow and ice from surfaces shall be done in such a manner as to not cause damage to grass (turf), landscaping, trees, shrubs, vehicles, structures, fixtures, and people. Pertinent codes and regulations shall be adhered to such as EPA, NFPA, OSHA, etc. Snow and ice shall be placed in piles/ or in open top dumpsters at designated locations specified by the VAMC MEMPHIS. The contractor may be asked to haul snow away from VA property. The contractor shall mobilize and report within (1) hours from the time of notification by the facility rep. or designee to treat traffic surfaces and action shall be continuous until treatment is no longer necessary as directed by the COR of facility representative. Notification can occur at any time, 24 hours a day, seven (7) days a week, including Holidays. A call to the contractor may request to pre-salt specified areas when there is a forecast of snow or ice. All work shall be performed in the order prescribed by the facility rep using a checklist and plot plan. The order of work may vary from one snowfall to the next. In the event of special circumstances, i.e., the snow turning to rain or freezing rain making removal effects ineffective, permission may be sought from the rep or designee to discontinue the plowing or the de-icing or both. At that time the rep will contact the Chief Engineer and executive management. Each snow/ice abatement call requires the inspection and acceptance of the rep or designee upon completion before payment for that work can be authorized. Walks and roadways shall have de-icing materials applied by a spreader-sander. De-icing materials shall be applied to steps and landings by hand. Entry ways and ramps shall receive de-icing materials by hand or spreader as dictated by ease of access. Application by any method shall not be of a clumping effect. All fire hydrants/fire lanes shall be kept clear of ice /snow and obstructions. All bus stops shall be kept clear of ice/snow and obstructions. Excessive buildup of sand and debris which may cause unsafe passage of pedestrians and vehicle shall be removed within one (2) hour from the time the contractor is notified by the COR or designee. Roadway entrances / exists, bus stop passageways, sidewalks, and walkways obstructed by state and city snow plowing operations shall be kept clear by the contractor. Snowmelt material shall be comparable to that used by facility if the contractor must supply it. Equipment used shall be comparable to that used by the facility if the contractor must supply it. Equipment used shall be comparable to that used by the VAMC MEMPHIS in the past. Review of equipment included in the walkthrough. Example: Tractor 18 horsepower, 51 rotary broom, 54 front blade; front loader-44 horsepower, 54 bucket; dump truck with sander and blade truck CVWR 11000, DUMP BOX 2-3CU YD., SANDER 2-3CU, Y., blade 8ft. etc. Facility will not provide any storage space for ice and snow removal equipment-Only pre-staging of equipment. The contractor will check in with the facility upon arrival to do snow removal, check out the key and gate card assigned. Whenever the work requires the contractor to gain temporary access to government-controlled spaces, the maintenance & repair supervisor or maintenance & operations engineer will issue necessary keys/cards to the contractor. The keys/cards issued are and remain government property. The contractor or his representative will be required to sign in receipt of any keys/cards issued and is responsible for returning them to the Facility Management Engineer. At the end of each event, the contractor shall provide a service ticket like attachment D.2 to COR or government rep onsite for signature. This will document what cover items to include but not limited to the time, date, and line items utilized. This will correspond to invoice received for payment for each snow event. Contractor will be able to review the VA shop drawings for reference as required to complete this work. Return any shop drawing to the COR once the work has been completed. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Taking of photographs/videos are prohibited while on VA premises. The contractor s staff will check in with the VA police to receive a VA work authorization badge. The badge must be worn facing forward and above the waistline. The contractor s staff are required to wear the VA always issued badge while on the VA premises. The contractor will deliver the services outline in this Statement of Work with the base year and (4) option years period of performance for this agreement shall be October 1st, 2022, to September 30,2027 Page 1 of 86 Page 9 of 86 Page 1 of 86 Standards Comply with all applicable VA guidelines, medical center by-laws, rules and regulations, hospital policies/procedures, and act in accordance with current Joint Commission standards. 2.2. Vendor must follow all Department of Veterans Affairs regulations when working on VA equipment. Vendor shall be escorted by VAMC Memphis staff while working in sensitive areas of the facility (i.e., patient care areas, etc.) 2.3 An electronic report of work performed (PDF, MS Word, etc.) shall also be submitted via email within 72 hours of each service visit. 2.4 Performance measures include VA interest items such as timely appointments for annual preventive maintenance visits and for unscheduled corrective maintenance visits, availability of appropriate replacement parts, and timely, detailed equipment service reports following every on-site service. 2.5 Work Hours and Period of Performance VAMC Memphis normal working hours are Monday through Friday 0700-1600 (with one half hour for lunch), excluding federal holidays. All service shall be performed during normal working hours unless the Contracting Officer s Representative (COR) provides written consent to the Vendor. The facility observes the following federal holidays: Page 1 of 86 Page 1 of 86 Page 1 of 86 New Year s Day Martin Luther King, Jr. Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth Day Period of Performance: The period of performance shall be from October 1st, 2022, to September 30, 2027. 2.6 Response times The Vendor s response time to phone inquiries shall be within two (2) hours. The Vendor s on-site response time for service calls shall be within two (2) hours. 2.7 Test Equipment VAMC Memphis will not furnish test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within unless otherwise specified elsewhere in this document. Qualifications. The Contractor shall be responsible for ensuring that each technician providing Snow and Ice removal services under this contract is fully trained and certified to perform the required services covered by this contract. Contractors shall be capable of ensuring that safety is always expected while on the VA property. II. Administrative Requirements. HIPAA Compliance Under HIPAA Privacy and Security Rules, the Contractor providing services under this contract is a covered entity, and thus is not required to enter into a Business Associate Agreement with VA. However, the Contractor must observe Public Law 104-191 and all respective regulations implementing this law while providing services under this contract. III. Quality Management. 1. Quality Assurance 1.1 The Contractor shall perform services under this contract in accordance with the ethical, professional, and technical standards of the healthcare industry, and must meet, or exceed, the current quality assurance standards recognized by Joint Commission and mandated by VHA quality assurance policies and/or performance measures. A copy of these standards, policies, and performance measures may be viewed by contract personnel in the Office of the Chief of Staff. 1.2 The Contractor shall not participate in, nor be a party to, any activities which conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. 1.3 The Contractor shall perform the functions required in this statement of work in accordance with the rules of medical ethics, Federal, State, and local laws, rules and regulations, and the Joint Commission requirements. The Contractor will not participate in, nor be a party to, any activities which conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. A. CONTRACT AWARD MEETING The Vendor shall not commence performance on the tasks in this SOW until the CO has advised the Vendor to do so. B. GENERAL REQUIREMENTS 1. For every task, the Vendor shall identify in writing all necessary subtasks (if any), associated costs by task, and along with associated sub-milestone dates. The Vendor's subtask structure shall be reflected in the technical proposal and detailed work plan. 2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. 3. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 5 calendar days from the date of receipt. The Vendor shall have 5 calendar days to deliver the final deliverable from date of receipt of the Government s comments. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The Vendor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. Task One: Deliver all items as outlined in this SOW. Requirement Number Description of Solution 1 Provide all equipment and warranty as outlined in SOW. 2 Service agreement required E. SCHEDULE FOR DELIVERABLES 1. The Vendor shall complete the Delivery Date that is agreed upon by CO. 2. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Vendor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. In 3-5 days after inspection of the Medical Gas Systems is complete and 45 days to make any repairs. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. F. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Vendor through the actions of parties other than the CO shall be borne by the Vendor. H. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Vendor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the Vendor. Any request for information relating to this task order, presented to the Vendor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. PART 6 PRIVACY, SECURITY & TRAINING: The contractor s staff will check in with the VA Engineering to receive a VA work authorization badge. Contractor s staff must provide proper documentation to receive a badge. Contractor s staff will smoke in the designated areas on the VA grounds. Contractor s staff will not park in patient parking areas. Contract parking is limited on the grounds first come first serve. The contractor is required to follow all regulations and safety requirements of the VA such as OSHA, NFPA, EPA, etc. Appropriate PPE must be worn always as well. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Taking of photographs/videos are prohibited while on VA premises.
Data sourced from SAM.gov.
View Official Posting »