Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06. This solicitation is set-aside for VOSB. The associated North American Industrial Classification System (NAICS) code for this procurement is 561730 Landscaping Services, with a small business size standard of $9.5M. The FSC/PSC is S208 Housekeeping Landscaping / Groundskeeping. The VAMC Providence is seeking to purchase Landscaping and Snow Removal services. All interested companies shall provide quotations for all of the following: Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Base Year: Lawn Mowing, Trimming, and Edging 25 JB 0002 Base Year: Grounds Cleanup and Debris Removal 8 JB 0003 Base Year: Snow Relocation and Off-Site Hauling 500 CD (Cubic Yard) 0004 Base Year: Sidewalk, Steps, Ramps, and Entrance Ice Control 20 JB 0005 Base Year: Snow Removal (up to) 70 IN 0006 Base Year: Emergency and Unanticipated Grounds Services DO NOT PROVIDE PRICING FOR THIS LINE ITEM, PRICING WILL BE REQUESTED POST AWARD AS EMERGENCIES OCCUR 5 JB N/A N/A 1001 Option Year 1: Lawn Mowing, Trimming, and Edging 25 JB 1002 Option Year 1: Grounds Cleanup and Debris Removal 8 JB 1003 Option Year 1: Snow Relocation and Off-Site Hauling 500 CD (Cubic Yard) 1004 Option Year 1: Sidewalk, Steps, Ramps, and Entrance Ice Control 20 JB 1005 Option Year 1: Snow Removal (up to) 70 IN 1006 Option Year 1: Emergency and Unanticipated Grounds Services DO NOT PROVIDE PRICING FOR THIS LINE ITEM, PRICING WILL BE REQUESTED POST AWARD AS EMERGENCIES OCCUR 5 JB N/A N/A 2001 Option Year 2: Lawn Mowing, Trimming, and Edging 25 JB 2002 Option Year 2: Grounds Cleanup and Debris Removal 8 JB 2003 Option Year 2: Snow Relocation and Off-Site Hauling 500 CD (Cubic Yard) 2004 Option Year 2: Sidewalk, Steps, Ramps, and Entrance Ice Control 20 JB 2005 Option Year 2: Snow Removal (up to) 70 IN 2006 Option Year 2: Emergency and Unanticipated Grounds Services DO NOT PROVIDE PRICING FOR THIS LINE ITEM, PRICING WILL BE REQUESTED POST AWARD AS EMERGENCIES OCCUR 5 JB N/A N/A 3001 Option Year 3: Lawn Mowing, Trimming, and Edging 25 JB 3002 Option Year 3: Grounds Cleanup and Debris Removal 8 JB 3003 Option Year 3: Snow Relocation and Off-Site Hauling 500 CD (Cubic Yard) 3004 Option Year 3: Sidewalk, Steps, Ramps, and Entrance Ice Control 20 JB 3005 Option Year 3: Snow Removal (up to) 70 IN 3006 Option Year 3: Emergency and Unanticipated Grounds Services DO NOT PROVIDE PRICING FOR THIS LINE ITEM, PRICING WILL BE REQUESTED POST AWARD AS EMERGENCIES OCCUR 5 JB N/A N/A 4001 Option Year 4: Lawn Mowing, Trimming, and Edging 25 JB 4002 Option Year 4: Grounds Cleanup and Debris Removal 8 JB 4003 Option Year 4: Snow Relocation and Off-Site Hauling 500 CD (Cubic Yard) 4004 Option Year 4: Sidewalk, Steps, Ramps, and Entrance Ice Control 20 JB 4005 Option Year 4: Snow Removal (up to) 70 IN 4006 Option Year 4: Emergency and Unanticipated Grounds Services DO NOT PROVIDE PRICING FOR THIS LINE ITEM, PRICING WILL BE REQUESTED POST AWARD AS EMERGENCIES OCCUR 5 JB N/A N/A PERFORMANCE WORK STATEMENT Snow and Ice Removal and Grounds Maintenance Services Providence VA Medical Center and Associated Facilities 1. General Requirements 1.1 Purpose The Contractor shall provide all management, supervision, labor, equipment, tools, materials, supplies, transportation, and other resources necessary to perform grounds maintenance, snow removal, snow relocation, off-site snow hauling, and ice-control services in accordance with this Performance Work Statement (PWS). The Contractor shall perform all work safely, promptly, professionally, and in a workmanlike manner while minimizing disruption to VA operations, patients, visitors, employees, emergency services, facility access, and surrounding property. 1.2 Place of Performance Services shall be performed at the following locations: VA Medical Center (VAMC) Providence, 830 Chalkstone Avenue, Providence, Rhode Island. VA Facility, 500 Valley Street, Providence, Rhode Island. Harwood Center, 385 Niagara Street, Providence, Rhode Island. The applicable service areas and site-specific requirements are identified in Appendices A through E. 1.3 Period of Performance The contract consists of one base year and four option years, subject to exercise by the Government in accordance with the contract. Period Start Date End Date Base Year November 1, 2026 October 31, 2027 Option Year 1 November 1, 2027 October 31, 2028 Option Year 2 November 1, 2028 October 31, 2029 Option Year 3 November 1, 2029 October 31, 2030 Option Year 4 November 1, 2030 October 31, 2031 Each contract year shall have its own applicable pricing and quantities. The annual snowfall allowance shall reset at the beginning of each contract year and shall not carry over to another year. The maximum annual quantity of five hundred (500) cubic yards established for CLIN 0003 shall also apply separately to each contract year, with no carryover of unused quantities. 1.4 General Contractor Responsibilities The Contractor shall: Provide sufficient personnel, equipment, materials, supervision, and management to meet all contract requirements. Coordinate services with the VA Facilities Management Service (FMS) Supervisor, Contracting Officer's Representative (COR), or other designated Government representative. Protect Government property, buildings, landscaping, pavement, drainage systems, utilities, and other site features. Maintain required service, inspection, application, quantity verification, and performance records. Promptly report safety hazards, property damage, equipment malfunctions, and conditions affecting performance. Perform work within the contracted scope and obtain written authorization from the Contracting Officer before undertaking additional work requiring a contractual change. 2. CLIN 0001 Lawn Mowing, Trimming, and Edging 2.1 Improved Grounds The Contractor shall maintain approximately 5.3 acres of improved grounds at the Providence VA Medical Center, as identified in Appendix C, and designated improved grass areas at Harwood Center, as identified in Appendix E. The Contractor shall mow designated improved grounds as necessary to maintain grass height generally between three (3) and six (6) inches. The Contractor shall avoid scalping, uneven cutting, and excessive grass height. The Contractor shall collect or mulch grass clippings. Visible clippings and debris shall be removed from sidewalks, curbs, entrances, driveways, and paved areas following mowing. Portable high-cubic-feet-per-minute (CFM) blowers shall not be used to remove trimmings or debris from sidewalks and paved areas during normal working hours where personnel are present or vehicles are parked. The Contractor shall schedule work to minimize disruption to facility operations. 2.2 Edging The Contractor shall edge sidewalks, driveways, curbs, and other concrete or asphalt edges within designated improved grounds at least every other mowing cycle. Edging shall be neat and consistent with the surrounding landscape. The Contractor shall prevent damage to pavement, curbs, tree FboNotices, irrigation components, and adjacent vegetation. 2.3 Trimming The Contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles within designated improved grounds. Trimming shall be performed concurrently with mowing. Trimmed areas shall be maintained at a height consistent with the surrounding lawn. The Contractor shall prevent damage to trees, shrubs, bark, trunks, FboNotice flares, irrigation components, and other landscape features. Damage to trees or shrubs caused by the Contractor shall be corrected at the Contractor's expense. If a plant becomes unhealthy or dies as a result of Contractor damage, the Contractor shall replace it with a plant of the same size and type within fifteen (15) days after the damage is identified, subject to coordination with the COR. 2.4 Irrigation System Seasonal Maintenance The Contractor shall perform seasonal startup and winterization of the irrigation system serving the area in front of Building 14 and the island containing the main flagpole near the parking garage. The Contractor shall coordinate spring startup and fall winterization with the COR or designee. The Contractor shall inspect accessible system components during these services and report observed leaks, damage, malfunctioning components, or other conditions requiring Government attention. Repairs beyond routine seasonal startup and winterization are excluded unless expressly included in the contract. 2.5 Semi-Improved Grounds The Contractor shall maintain approximately 1.5 acres of semi-improved grounds identified in Appendices C and E. Grass shall be maintained between eight (8) and twelve (12) inches in height. Mowing shall be performed as necessary to remain within this range and prevent excessive growth, obstruction, or an unkempt appearance. The Contractor shall avoid scalping, rutting, damage to adjacent improved grounds, and damage to trees, utilities, or other site features. Clippings shall be collected or mulched as appropriate, and serviced areas shall be left in a neat condition. 2.6 Contractor-Caused Damage The Contractor shall repair improved grounds damaged by its vehicles, equipment, personnel, or operations. Damaged lawn areas shall be restored by seeding or sodding, as appropriate, to match the surrounding lawn. Other damaged areas shall be restored to match adjacent materials, grades, and finishes. The Contractor shall promptly notify the COR of damage and coordinate repairs that may affect utilities, structures, drainage, or other site features. Repairs for Contractor-caused damage shall be at the Contractor's expense. 2.7 Scope Limitations The grounds maintenance services under this CLIN are limited to the activities expressly identified in this PWS. Fertilization, lime application, pest control, soil aeration, and routine tree, shrub, and hedge maintenance are not included, except for trimming and correction of Contractor-caused damage expressly required by this PWS. 2.8 Performance Standard The Contractor shall maintain designated grounds in accordance with the required grass heights, mowing, edging, trimming, and seasonal maintenance requirements. At least 95 percent of inspected items shall conform to the applicable requirements. Identified deficiencies shall be corrected within the timeframe directed by the COR. 3. CLIN 0002 Grounds Cleanup and Debris Removal 3.1 Fall Leaf and Debris Removal During the fall season, the Contractor shall remove fallen leaves, branches, and associated debris from designated grounds identified in Appendices C and E. The Contractor shall collect and legally dispose of removed materials at an off-site location in accordance with applicable requirements. Designated landscaped areas, entrances, sidewalks, and other included locations shall be maintained free of excessive leaf accumulations and debris that create slip hazards, obstruct drainage, or detract from the facility's appearance. The COR shall coordinate cleanup schedules and priorities based on site conditions. 3.2 Downed Limbs and Fallen Trees The Contractor shall remove downed tree limbs and fallen trees within the covered sites when the work is within the contracted scope and can be performed safely. The Contractor shall provide access to appropriate equipment and trained personnel necessary for the authorized work, including a bucket truck, chipper, and trained chainsaw crews where required. The Contractor shall establish appropriate safety controls, protect pedestrians and vehicles, and coordinate work near buildings, utilities, roads, and occupied areas. Hazardous trees, large fallen trees, damaged limbs, and conditions requiring specialized equipment or emergency action shall be reported promptly to the COR. Work outside the contracted scope or involving structural or utility hazards shall not proceed without appropriate Government direction and authorization by the Contracting Officer. 3.3 Cleanup Requirements The Contractor shall remove debris generated by its own operations and leave serviced areas in a neat condition. Routine cleanup associated with mowing and edging shall be included in CLIN 0001. Seasonal leaf removal and other cleanup specifically identified in this CLIN shall be invoiced under CLIN 0002. The same service shall not be invoiced under both CLINs. 3.4 Performance Standard At least 95 percent of inspected cleanup items shall conform to the applicable requirements. Deficiencies shall be corrected within the timeframe directed by the COR. 4. CLIN 0003 Snow Relocation and Off-Site Hauling 4.1 General Requirements The Contractor shall relocate accumulated snow to designated on-site storage locations and provide off-site hauling and disposal when required to maintain parking, roadways, pedestrian access, emergency access, and other designated areas. The Contractor shall plan personnel, equipment, transportation, and disposal capacity based on the anticipated annual snowfall allowance of seventy (70) inches and the site conditions identified in this PWS. CLIN 0003 shall be measured and paid by the cubic yard of authorized snow relocation and off-site hauling, as applicable, rather than by the number of jobs performed. The maximum quantity under CLIN 0003 shall be five hundred (500) cubic yards per contract year. The contract pricing schedule shall establish the applicable unit price per cubic yard and the annual quantity for each contract year. The Contractor shall provide the resources necessary to perform the work within the scope and quantities established in the contract pricing schedule. Work exceeding the established annual quantity shall require advance written authorization from the Contracting Officer through an appropriate contractual action. 4.2 On-Site Snow Storage The Contractor shall move snow to on-site storage locations designated by the Government. Snow shall not be piled or stored in designated roads, parking spaces, accessible routes, emergency access areas, or prohibited locations identified in Appendix D. Snow shall be placed to preserve the greatest practicable number of parking spaces and maintain safe vehicle circulation, visibility, pedestrian access, and drainage. The Contractor shall obtain Government direction before using an on-site storage location that has not been designated for that purpose. 4.3 Off-Site Hauling and Disposal Snow that cannot be accommodated in authorized on-site storage locations shall be transported to Contractor-provided off-site storage or disposal locations. The Contractor shall provide the labor, equipment, vehicles, transportation, loading, hauling, and disposal necessary to perform the authorized work. Disposal shall comply with applicable requirements. Snow shall not be deposited on unauthorized property or in a manner that obstructs drainage, traffic, emergency access, or pedestrian routes. 4.4 Measurement and Quantity of Snow Relocation and Hauling For CLIN 0003, the unit of measure shall be one (1) cubic yard (CY) of snow relocated or hauled under the requirements of this CLIN. Payment shall be based on the authorized, documented, and accepted quantity of work performed multiplied by the applicable contract unit price per cubic yard. The maximum quantity for CLIN 0003 shall be five hundred (500) cubic yards per contract year. Each contract year shall have its own applicable quantity and pricing. Unused quantities shall not carry over from one contract year to another. The Contractor shall document the quantity of snow relocated or hauled, the date of service, the locations serviced, the work performed, the equipment used, the number and capacity of hauling vehicles, and the off-site disposal destination, when applicable. The Contractor shall provide supporting records, including load tickets, disposal receipts, or other quantity verification documentation, as applicable, to the COR upon request and with invoices as required by the contract. Before commencing work, the Contractor shall coordinate with the COR regarding the method used to measure and document cubic-yard quantities. The Government shall review the supporting documentation to verify the quantities claimed. The same volume of snow shall not be counted more than once for payment under CLIN 0003 solely because it is moved between locations or handled during successive operations. The Contractor shall not exceed the annual quantity of five hundred (500) cubic yards without advance written authorization from the Contracting Officer through an appropriate contractual action. Notification to, or acknowledgment by, the COR does not constitute authorization for additional quantities or compensation. 4.5 Relationship to Snow Removal CLIN 0005 covers plowing, shoveling, and clearing snow from designated areas. CLIN 0003 covers the authorized relocation of accumulated snow to designated storage areas and off-site hauling, measured in cubic yards and subject to the maximum annual quantity of five hundred (500) cubic yards. The Contractor shall coordinate both activities to ensure that designated areas are restored to usable condition. Normal drifting, repeat plowing, and routine shoveling required to maintain access shall be included in CLIN 0005 and shall not independently justify additional charges under CLIN 0003. Snow relocation and hauling shall be invoiced under CLIN 0003 only when the work meets the requirements and pricing basis of that CLIN. The same labor, equipment operation, service, or volume of snow shall not be invoiced under multiple CLINs. 4.6 Authorization and Records The Contractor shall document snow relocation and hauling, including the date, service location, work performed, quantity in cubic yards, equipment used, duration, and disposal destination, when applicable. The Contractor shall notify the COR when on-site storage capacity is insufficient, additional hauling is anticipated, or the cumulative quantity of snow relocation and hauling approaches the annual limit of five hundred (500) cubic yards. The Contractor shall not perform work requiring an increase in the contracted quantity or scope without advance written authorization from the Contracting Officer through an appropriate contractual action. 4.7 Performance Standard The Contractor shall maintain safe access and restore designated parking and traffic areas in accordance with this PWS. Snow relocation and hauling shall not leave unauthorized piles, obstruct required access, or damage Government property. The Contractor shall maintain accurate quantity records and comply with the annual quantity limit and authorization requirements established for CLIN 0003. 5. CLIN 0004 Sidewalk, Steps, Ramps, and Entrance Ice Control 5.1 General Requirements The Contractor shall provide complete ice-control services for designated pedestrian areas across all covered facilities, including the Providence VA Medical Center, the VA facility at 500 Valley Street, and Harwood Center. Services shall include designated sidewalks, steps, stairs, stair and ramp landings, entrance ramps, accessible routes, and other pedestrian areas identified in Appendices A and E. The Contractor shall monitor and treat these areas as necessary to maintain safe pedestrian access throughout changing winter conditions, including melting, refreezing, freezing precipitation, and recurring ice formation. 5.2 Definition of a Job For CLIN 0004, one job shall represent complete ice-control service across all covered facilities for the applicable weather event or continuous period of winter conditions. A job shall include the initial inspection and treatment, follow-up inspections, and repeat applications necessary to address melting, refreezing, and recurring ice formation throughout the applicable service period. These repeat treatments are included in the job price and shall not be invoiced as separate jobs. A job is not limited to a single application or site visit. The Contractor shall continue monitoring and treatment as necessary to meet the requirements of this PWS. The proposed per-year quantity is twenty (20) jobs. Each job shall cover all designated pedestrian areas across the covered facilities, as applicable, rather than a single facility or individual application. 5.3 Approved Products The Contractor shall use an environmentally preferable Calcium Magnesium Acetate (CMA) product, such as Inferno or an approved equal, for designated pedestrian surfaces. The COR shall approve the product before use. Sand shall not be substituted for the required approved ice-melt product. The Contractor shall apply products in accordance with manufacturer instructions and prevailing conditions. Excessive application that creates additional hazards, damages surfaces, or obstructs drainage is prohibited. 5.4 Accessible Routes and Emergency Access The Contractor shall maintain designated accessible routes, curb ramps, pedestrian access points, entrances, and access around fire hydrants and post indicator valve (PIV) pipes identified in Appendices A and B. The Contractor shall ensure that ice-control operations do not obstruct pedestrian routes, emergency equipment, or building entrances. 5.5 Application Records Before using a product requiring Government approval, the Contractor shall submit the product name, manufacturer, intended application, and applicable safety and handling information to the COR. The Contractor shall maintain records identifying the date, time, location, product, approximate quantity applied, and personnel performing each application. Records shall be provided to the COR upon request and submitted with invoices as required by the contract. 5.6 Relationship to Snow Removal and Garage De-Icing CLIN 0004 covers complete ice-control service for designated pedestrian areas across all covered facilities, including repeated treatments required by changing weather and surface conditions. Ice control for roads and parking lots shall be performed in coordination with snow removal under CLIN 0005. The contract pricing schedule shall identify whether road and parking lot ice-control materials and applications are included in CLIN 0005 or separately priced under an applicable line item. Parking garage de-icing shall comply with Section 6.9 and the applicable garage-specific requirements. No ice-control service shall be invoiced under multiple CLINs. 5.7 Performance Standard All designated pedestrian areas shall receive required ice-control treatment using approved products and methods. The Government will evaluate compliance through site inspections, application records, and documented deficiencies. 6. CLIN 0005 Snow Removal 6.1 General Requirements The Contractor shall provide snow removal services for all designated roads, parking lots, drive lanes, sidewalks, steps, stairs, ramps, entrances, accessible routes, and the roof level of the Providence VA parking garage. Services shall be provided at: Providence VA Medical Center, 830 Chalkstone Avenue. Davis Park Lot, located south of the Providence VA Medical Center off Chalkstone Avenue. The VA Facility at 500 Valley Street. Harwood Center, 385 Niagara Street. The applicable service boundaries and snow removal zones shall be identified in Appendices A, D, and E. 6.2 Snowfall Trigger and Frequency The Contractor shall initiate snow removal when accumulation exceeds one (1) inch and/or within one hour after the snow stops, subject to applicable site conditions and the requirement to maintain safe access. The Contractor shall perform repeated plowing, shoveling, and clearing during a snow event as necessary to maintain safe and accessible conditions. A single clearing operation shall not satisfy the Contractor's obligations when continuing snowfall, drifting, refreezing, or additional precipitation requires further service. All designated snow removal zones shall be treated as high priority. The Contractor shall deploy sufficient personnel and equipment to service designated zones concurrently to the extent necessary to meet the required performance standards. Drive lanes shall be plowed regardless of parking lot occupancy. Snow shall be positioned to preserve the greatest practicable number of parking spaces while maintaining safe vehicle circulation, pedestrian access, accessible parking, emergency access, and visibility. 6.3 Snowfall Measurement and Annual Allowance Snow removal shall be priced using the fixed unit price per inch established in the contract pricing schedule. The annual snowfall allowance shall be seventy (70) inches for each contract year. The seventy-inch allowance represents the maximum measured snowfall quantity covered by the annual snow-removal pricing line item. It does not limit the number of plowing, shoveling, or clearing operations required to meet this PWS. Snowfall shall be measured using the National Weather Service (NWS) reporting station designated in the contract. If the designated station's data are unavailable or do not reasonably represent conditions at the service locations, the Contractor shall notify the COR. The applicable alternate measurement method shall be determined by the Government in accordance with the contract. For invoicing purposes: The Contractor shall document measured snowfall associated with each snow event. The Contractor shall submit an invoice after each completed snow event, supported by the required snowfall and service records. The billable snowfall quantity shall be the measured snowfall attributable to the event, subject to the remaining annual allowance. The Contractor shall maintain a cumulative record of snowfall invoiced and the remaining annual allowance. The allowance shall reset at the beginning of each contract year, without carryover. Drift depth and repeat clearing shall not be added to measured snowfall or invoiced as additional inches. A snow event shall be considered separate when the preceding precipitation has ended and at least six (6) consecutive hours have elapsed without additional snowfall. The Contractor shall maintain records identifying the event date, measured snowfall, service locations, personnel and equipment deployed, services performed, cumulative annual snowfall quantity, and remaining allowance. Records shall be provided to the COR upon request and submitted with invoices as required. 6.4 Snow Drifting and Repeat Operations The Contractor's per-inch price shall include normal snow drifting and the associated plowing, shoveling, and repeat operations necessary to maintain the required service levels. Snow drifts shall be cleared when they obstruct designated roads, parking spaces, sidewalks, accessible routes, entrances, emergency equipment, or other required access areas. Drift depth shall not be added to measured snowfall or invoiced as additional inches. The Contractor shall plan for ordinary drifting and wind redistribution as part of its pricing and performance obligations. If exceptional drifting or other unusual conditions create a substantial workload beyond the defined scope, the Contractor shall document the condition and notify the COR. Additional compensation may be provided only if authorized in advance by the Contracting Officer through an appropriate written contractual action. 6.5 Annual Allowance Monitoring and Excess Snowfall The Contractor shall notify the COR in writing when cumulative snowfall reaches fifty-six (56) inches, representing 80 percent of the annual allowance, and again when snowfall reaches sixty-three (63) inches, representing 90 percent of the annual allowance. Each notice shall identify the cumulative measured snowfall, the remaining allowance, and anticipated operational requirements. The Contractor shall promptly notify the COR when the annual allowance is exhausted. Snowfall exceeding seventy (70) inches in a contract year is not included in the annual snow-removal allowance. Any additional compensated snow-removal work beyond that allowance shall require advance written authorization and an appropriate contractual action by the Contracting Officer before the Contractor undertakes the additional work. The COR may monitor conditions, request supporting documentation, and provide technical direction within the existing contract scope, but the COR's acknowledgment of the snowfall total or notification of the allowance being exhausted does not authorize additional compensation. The Contractor shall continue to comply with applicable safety and emergency notification requirements. No additional payment shall be due for work beyond the annual allowance unless authorized in accordance with the contract. 6.6 Parking Space Restoration and Snow Storage Following each snow event, the Contractor shall restore 100 percent of designated parking spaces to usable condition, subject to applicable safety restrictions and site conditions. The Contractor shall relocate snow to authorized storage locations or arrange off-site hauling in accordance with CLIN 0003. Quantities claimed under CLIN 0003 shall be measured and documented in cubic yards and shall be subject to the applicable annual quantity limit and authorization requirements. Snow shall not be stored in prohibited locations identified in Appendix D or otherwise obstruct drainage, traffic, emergency access, or pedestrian routes. 6.7 Roads and Parking Lots Snow removal shall cover the following designated parking areas: P1, P2, P3, P3A, P4, P5, P5A, P5B, P5C, P6, P7, P8, P10, P14, and DAV. The roof level of the Providence VA parking garage. Davis Park Lot. The parking lot at 500 Valley Street. Designated areas at Harwood Center. Appendix D shall identify the applicable Providence VA Medical Center roads, parking areas, snow removal zones, and prohibited snow storage locations. Appendix E shall identify applicable Harwood Center areas. 6.8 Parking Garage Snow Removal 6.8.1 General Requirements The Contractor shall remove snow from the roof level of the Providence VA parking garage using approved equipment and methods that protect the garage structure, precast concrete surfaces, expansion joints, drainage systems, snow gate, and persons in and around the facility. The Contractor shall use the designated snow gate and dumping area in accordance with Government instructions. Garage snow removal procedures and access restrictions shall be reviewed before work begins. 6.8.2 Preseason Planning and Inspection Before the first snowfall of each season, the Contractor shall: Identify and mark expansion joints that may be obscured by snow and are vulnerable to plowing damage. Submit a snow removal logistics plan describing plowing sequences, snow gate operations, dumping procedures, pedestrian protection, and equipment movements. Establish procedures for clearing foot-traffic areas before the vehicle deck, subject to immediate safety conditions and Government direction. Establish barriers and exclusion zones to prevent pedestrian entry into areas where snow will be discharged over the snow gate. Inspect the snow gate for proper functionality and report defects to the Government before use. Ensure operators are trained in snow gate operation and applicable fall-protection procedures. Review drainage conditions and identify areas requiring additional monitoring during winter operations. The Contractor shall not operate a defective snow gate or perform an unsafe dumping operation. Structural damage, unsafe conditions, and equipment malfunctions shall be reported promptly to the COR. 6.8.3 Equipment Restrictions and Plowing Procedures The Contractor shall comply with the following restrictions: Snow shovels may be used. Plow trucks shall not exceed 10,000 pounds fully loaded, including the vehicle, spreader, and installed equipment. Plow blades contacting precast surfaces shall have properly maintained rubber cutting edges or approved rubber-tipped edges. Skid-steer equipment, whether track-mounted or tire-mounted, shall not be used for garage snow removal. Snow shall not be stockpiled on the garage deck. Temporary accumulation immediately at the snow gate before controlled discharge may be permitted under the approved procedure; long-term stockpiling is prohibited. Plows should approach deck seams at an angle no greater than 75 degrees where reasonably practicable. Plow blades should be held approximately one (1) inch above the deck surface during plowing to reduce the risk of damaging precast concrete surfaces and joints. The Contractor shall use the least damaging effective equipment and immediately report any damage caused by its operations. 6.9 Parking Garage De-Icing The Contractor shall use only de-icing products approved for the garage's precast concrete surfaces. Authorized product categories are: Calcium Magnesium Acetate (CMA), applied in accordance with manufacturer instructions and the approved application plan. Urea-based de-icers, when approved by the Government and applied in accordance with manufacturer instructions. Rock salt and other unapproved chemicals shall not be used on precast garage surfaces. Before the first freeze of each season, the Contractor shall submit the proposed primary de-icing product and at least one alternate product for Government approval. The Contractor shall coordinate with the Government maintenance team to inspect garage drains, identify plugged drains or ponding, and identify areas requiring frequent monitoring or treatment. Garage de-icing equipment shall comply with the restrictions in Section 6.8.3. Truck-based spreaders shall not exceed a combined fully loaded vehicle and spreader weight of 10,000 pounds. Hand spreaders, walk-behind spreaders, and other suitable lightweight equipment are permitted and recommended. Drainage blockages, ponding, structural concerns, and conditions beyond the Contractor's authorized scope shall be reported to the COR. 6.10 Response Time and Hours of Operation The Contractor shall maintain 24-hour-per-day, seven-day-per-week response capability for snow and ice events throughout the applicable winter service period. The Contractor shall respond within one (1) hour of notification or the applicable triggering condition. For this requirement, response means arrival on site and commencement of required initial operations. The Contractor shall continue operations as necessary to meet the applicable service requirements. The Contractor shall maintain sufficient personnel, equipment, materials, and supervisory coverage to meet response requirements, including during nights, weekends, holidays, and successive snow events. The Contractor shall promptly notify the COR of conditions that may prevent timely performance and document the reason, affected locations, corrective actions, and estimated recovery time. 6.11 Personnel and Equipment Records For each snow or ice event, the Contractor shall maintain records identifying personnel, hours worked, work locations, equipment used, materials applied, and services performed. These records shall support performance verification and invoicing. Records of labor or equipment usage shall not independently establish entitlement to additional payment for work covered by the per-inch unit price. 6.12 Performance Standard The Contractor shall clear all designated areas within the required deadlines, maintain accessible routes, restore designated parking spaces, comply with garage equipment and material restrictions, and meet the one-hour response requirement. The Government will evaluate compliance through site inspections, event checklists, dispatch and arrival records, application logs, and Contractor documentation. 7. CLIN 0006 Emergency and Unanticipated Grounds Services The Contractor may be required to perform emergency or unanticipated grounds services that fall outside the routine services covered by the other contract line items. Examples include the removal of fallen trees, hazardous limbs, or significant storm debris requiring specialized equipment or additional resources beyond the established scope of routine services. The Contractor shall promptly notify the Contracting Officer or COR of the condition. The Contractor shall not perform separately billable emergency work without prior written authorization from the Contracting Officer, except as otherwise expressly authorized by the contract. Emergency work shall be priced and paid in accordance with the applicable contract terms and the authorization issued by the Contracting Officer. Routine services already included under another contract line item shall not be billed separately under this line item. 8. Contract Administration and Invoicing 8.1 Contract Administration The Contractor shall perform all services in accordance with this PWS, the contract pricing schedule, applicable site restrictions, and authorized contractual direction. The COR may provide technical direction within the scope of the contract but may not authorize changes to contract scope, price, or terms unless separately authorized under applicable contracting authority. Changes to scope, locations, performance requirements, quantities, or contract terms shall be authorized only through written action by the Contracting Officer. 8.2 Invoicing The Contractor shall submit invoices through Tungsten Network, formerly known as OB10, with a copy emailed to the COR, in accordance with the contract's invoicing instructions. Each invoice shall include, at a minimum: Contract number. Contractor name. Invoice number. Invoicing period and service date or dates. Applicable CLIN and description. Quantity, unit of measure, unit price, and extended price. Supporting documentation required by the contract. Invoices for CLIN 0001 and CLIN 0002 shall identify the service dates, locations, and work performed, consistent with the contract pricing schedule. Invoices for CLIN 0003 shall identify the service date or dates, service locations, work performed, quantity of snow relocated or hauled in cubic yards, applicable unit price per cubic yard, extended price, hauling activity, and disposal destination, when applicable. Invoices shall include supporting quantity verification documentation as required by the contract. The cumulative quantity invoiced during each contract year shall not exceed five hundred (500) cubic yards unless additional quantities have been authorized in advance by the Contracting Officer through an appropriate contractual action. Invoices for CLIN 0004 shall identify the ice-control job, covered facilities, treatment dates, locations, products applied, and supporting application records. Multiple applications included within a single job shall not be invoiced as separate jobs. Invoices for CLIN 0005 shall identify the snow event date, measured snowfall, billable inches, cumulative annual snowfall invoiced, and remaining annual allowance. Any invoice for additional compensated work beyond the annual snowfall allowance or CLIN 0003 annual quantity limit shall reference the applicable written contractual action issued by the Contracting Officer. The Government will review invoices for consistency with the contract, authorized services, quantities, supporting records, and applicable acceptance requirements. Payment shall be subject to the contract terms. 8.3 Acceptance and Deficiencies The Government will evaluate completed services through inspections, review of service records, and verification of performance requirements. The Contractor shall correct deficiencies attributable to its performance within the timeframe directed by the COR, consistent with the urgency and safety implications of the deficiency. Correction of deficient work does not relieve the Contractor of other contractual obligations. 8.4 Contract Termination The Government's rights to terminate the contract shall be governed by the contract and applicable termination clauses. The Government may terminate the contract in whole or in part when authorized under the contract. Compensation for services properly performed and accepted, if any, shall be determined in accordance with applicable contract terms and termination provisions. 9. Quality Assurance 9.1 General The Government will evaluate Contractor performance through site inspections, review of service records, monitoring of response and completion times, and review of documented deficiencies and customer complaints. Customer complaints may be considered supplemental performance information but shall not be the sole basis for determining compliance. 9.2 Performance Requirements Summary CLIN Performance Objective Performance Standard Acceptable Quality Level Surveillance Method 0001 Lawn mowing, trimming, edging, and seasonal maintenance Designated grounds maintained in accordance with required heights and service standards. At least 95% of inspected items conform; deficiencies corrected within directed timeframe. Scheduled inspections, measurements, and service records. 0002 Grounds cleanup and debris removal Designated areas free of excessive leaf accumulations and included debris. At least 95% of inspected items conform; deficiencies corrected within directed timeframe. Site inspections, task checklists, and service records. 0003 Snow relocation and off-site hauling Authorized snow relocation and hauling measured and documented in cubic yards; annual quantity limited to 500 cubic yards unless additional quantities are authorized in writing by the Contracting Officer. Snow shall be stored or removed without obstructing required access or damaging property. 100% compliance with quantity, documentation, designated storage, access, and safety requirements. Site inspections, quantity verification records, hauling records, disposal receipts, and COR verification. 0004 Pedestrian ice control All designated pedestrian areas across covered facilities receive complete ice-control service, including repeat treatments as necessary. 100% compliance with approved materials and designated access requirements. Site inspections and application records. 0005 Snow removal and response Designated areas cleared within required deadlines; response and snowfall records maintained. 100% compliance with mandatory response, access, measurement, and equipment requirements. Event checklists, inspections, dispatch logs, and snowfall records. Critical safety, accessibility, and mandatory equipment requirements shall not be excused solely because an overall inspection score meets the applicable acceptable quality level. 9.3 Contractor Quality Control The Contractor shall monitor its performance and ensure that work meets the requirements of this PWS. The Contractor shall maintain service records and document corrective actions, including the date and time each deficiency was corrected. For CLIN 0003, the Contractor shall maintain quantity verification records sufficient to substantiate the cubic yards claimed for payment and track the cumulative quantity invoiced during each contract year against the applicable annual maximum. The COR will identify deficiencies and verify corrective action. The Contracting Officer retains authority over contractual changes, remedies, and other matters reserved to that position. 10. Site Access, Security, and Records Management 10.1 Sign-In, Sign-Out, and Badging Contractor employees shall sign in at the Building 6 Transportation/Grounds Office or, after normal working hours, at the Building 7 Grounds Garage, in accordance with site procedures. Contractor employees shall sign out at the end of their work period. Temporary VA identification badges shall be issued in accordance with Government procedures. Each Contractor employee shall wear and prominently display a valid VA-issued identification badge while on VA property. Employees shall not enter medical center or associated buildings without required identification and authorization. To obtain a temporary badge, Contractor personnel shall present valid, unexpired photo identification issued by a U.S. federal, state, or local government agency. The Contractor shall promptly notify the COR when personnel are added to or removed from the work and shall follow Government procedures for issuing, returning, or deactivating badges. 10.2 Parking and Site Access Parking at the Providence VA Medical Center is strictly controlled. The COR shall provide Contractor parking instructions. Contractor personnel shall not park in designated patient parking areas or on grass. The Government may limit the number of Contractor vehicles permitted on site based on snowstorm severity, site conditions, and operational requirements. Authorized work vehicles transporting personnel, equipment, and ice-melt materials may access the site subject to Government direction and available access. Seasonal parking passes for authorized work vehicles shall be obtained through the VA Police Office in accordance with facility procedures. The Contractor shall not obstruct emergency lanes, accessible parking spaces, pedestrian routes, entrances, loading areas, or other restricted areas. 10.3 Safety and Property Protection The Contractor shall comply with applicable safety requirements, VA facility procedures, equipment restrictions, and approved work plans. The Contractor shall establish appropriate barriers and controls to protect patients, visitors, employees, vehicles, and the public during snow removal, snow discharge, hauling, grounds maintenance, and debris removal. The Contractor shall promptly report damage, hazards, and unsafe conditions to the COR. 10.4 Personnel Security Contractor personnel shall comply with VA access, identification, and facility security procedures. The Contractor shall comply with applicable security and information protection requirements established by the contract. Access to Government information systems or sensitive information shall be limited to access expressly authorized by the Government. 10.5 Records Management The Contractor shall comply with applicable federal records management requirements and VA policies, including applicable provisions of: 44 U.S.C. Chapters 21, 29, 31, and 33. The Freedom of Information Act, 5 U.S.C. § 552. The Privacy Act of 1974, 5 U.S.C. § 552a. 36 CFR Parts 1222 and 1228. Applicable VA records management, information protection, and records disposition policies. Records and deliverables produced under the contract shall be Government property to the extent provided by applicable law and the contract. The Contractor shall safeguard Government records and information against unauthorized access, disclosure, alteration, loss, or destruction. The Contractor shall preserve records in accordance with applicable retention requirements and Government instructions. The Contractor shall not destroy, transfer, or otherwise dispose of Government records without required written authorization and in accordance with applicable law and records schedules. The Contractor shall obtain Contracting Officer approval before entering into a subcontract or other contractual relationship requiring disclosure of Government information or records when such approval is required by the contract. Approved subcontractors shall comply with applicable safeguarding requirements. 11. Appendices The following appendices are incorporated into this PWS and the resulting contract: Appendix A: Sidewalks, Entrances, and Ramps. Appendix B: Emergency Equipment. Appendix C: Grass Mowing Map. Appendix D: Lots and Roads. Appendix E: Harwood Center. The appendices shall identify applicable service boundaries, designated snow removal zones, prohibited snow storage areas, emergency equipment access requirements, and improved and semi-improved grounds. If a discrepancy exists between an appendix and the written PWS, the Contractor shall request clarification from the COR. Any change to contractual requirements shall be authorized by the Contracting Officer. The contract period of performance is a one-year base period plus four one-year option periods, with an estimated start date of November 1, 2026. Place of Performance Address: VAMC Providence 830 Chalkstone Avenue Providence, RI 02908 VA Facility 500 Valley Street Providence, RI 02908 Harwood Center 385 Niagara Street Providence, RI 02907 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions and clause apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include (1) The solicitation number; (2) The name, address, telephone number of the Offeror; (3) The Offeror s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator; (4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation; (5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and (6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments. (b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. (c) Late submissions, modifications, revisions, and withdrawals of offers. (1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation. (2) Any offer, modification, or revision received after the time specified for receipt of offers is late and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted. (3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (4) Offerors may withdraw their offers by written notice to the Government received at any time before award. (d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror s initial offer should contain the Offeror s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received. (e) Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable: (1) The agency s evaluation of the significant weak or deficient factors in the debriefed Offeror s offer. (2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror. (3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection. (4) A summary of the rationale for award. (5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror. (6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services. The following factors shall be used to evaluate quotations: Technical or Quality Past Performance Price Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in, where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Total Evaluated Price will be that sum. Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line item numbers (CLINs), and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s). Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/. FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023) To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Questions must be submitted in writing no later than 3:00 PM EST on Friday, October 16, 2026 to Rosangela.Pereira@va.gov and Tyler.Kenyon@va.gov. Submission of your response shall be received not later than 3:00 PM EST on Wednesday, October 21, 2026 to Rosangela.Pereira@va.gov and Tyler.Kenyon@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact/ Alternate Point of Contact listed below. Point of Contact Contract Specialist Rosangela Pereira Rosangela.Pereira@va.gov Alternate Point of Contact Contracting Officer Tyler Kenyon Tyler.Kenyon@va.gov
