This is a service / maintenance or supply contract in Clarksburg, West Virginia. Contact the soliciting agency for additional information.

Bid Cancelled As per the Owner the project has been cancelled. Editorial Content Team is actively seeking updated information. Cancellation Description Thank you all for the great support and interest received for this sources sought for landscaping services for the Clarksburg WV VA Medical Center. I was just informed we will not be proceeding toward RFQ phase and this requirement is no longer active. I have no additional information, thank you for all your interest in supporting our veterans at the Clarksburg WV facility. SUBJECT: REQUEST FOR INFORMATION ( RFI ) DESCRIPTION: Landscaping Clarksburg WV VA Med Center DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. SUBJECT: The Department of Veterans Affairs is conducting market research in order to provide Landscaping services for the Clarksburg WV VA Medical Center. The government anticipates a awarding a one Firm Fixed Price Base and Option year contract that will provide the grounds keeping services listed within the below attachment. OBJECTIVE: See attachment. RESPONSE INSTRUCTIONS: Name and Address of Company SDVOSB business designation as certified by the Small Business Administration A through description of experience in managing support requirements of this nature. CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Craig Armagost at craig.armagost@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to craig.armagost@va.gov no later than 1 PM EST on 8/24/2023. SECTION I - INTRODUCTION AND SUMMARY OF WORK 01 INTRODUCTION The Louis A Johnson VA Medical Center (the Authority) is responsible for the operation, maintenance and repair of Louis A Johnson VA Medical Center (referred to herein as "LAJ VAMC). The hospital is in the city of Clarksburg, in Harrison County, WV herein after referred to as the "job site (Appendix A). The hospital servers 25,000 veterans. 02 SUMMARY OF WORK This contract provides for comprehensive Landscape and Turf Maintenance, the contractor shall provide all necessary supervision, labor, administrative support, tools, parts, materials, supplies, equipment and transportation necessary to fulfill all the requirements of the SOW. The term of this requirement is intended to consist of a twelve-month (12) base period with the option to extend for three (3) additional twelve (12) month periods. SECTION II - BASE SERVICES LANDSCAPE AND TURF MAINTENANCE 01 DESCRIPTION OF SERVICES The contractor shall provide all management, supervision, administrative support, labor, materials, tools, parts, supplies, equipment and transportation necessary to fulfill all the requirements of the SOW. 02 TURF MAINTENANCE The contractor shall have sole responsibility for turf maintenance in ALL landscape at LAJ VAMC. A. Mowing, Edging and Trimming i. All trash and debris shall be policed prior to mowing. ii. Cool season grasses, a mixture of Bluegrass and Tall Fescue, exist throughout the Hospital grounds and shall be mowed at no less than 3.0 inch to no more than 4.0-inch height. No more than 1/3 of the green leaf areas shall be removed at any one mowing. The COR shall determine the need to adjust the cutting height. The turf is mowed once per week throughout the growing season. The growing season is the period of March 1st through November 30th. One mowing shall also be performed in December. All turf shall be mowed on the same day weather permitting. iii. All areas bordering the turf shall be edged at each cutting. This includes all curbs boarding all roadways at the Hospital. A string trimmer or a steel blade edger may be used to edge. Waste from edging shall be removed from the area. iv. Mowing equipment shall be well maintained and cutting blades shall be sharpened monthly. Properly sized mowing equipment shall be used throughout the Hospital. The Authority s Horticultural Consultant shall assist in this determination. v. Mowers and other Landscape equipment shall not be used close to the stems or trunks of shrubs and trees. vi. Mowers shall not leave ruts. The contractor shall be responsible for all damage to plants, structures, vehicles, and irrigation systems caused by their efforts. vii. Only mulching and/or bagging mowers shall be used by the contractor. In the event clippings become too heavy, such as in the spring, the contractor shall use bagging devices to remove the excessive clippings. viii. Contractor shall utilize blowers to ensure turf clippings are not left in planting beds, tree rings, streets, sidewalks. ix. All turf areas around structures or trees rings shall be string trimmed to mowing height each time the turf is mowed. Mowing shall precede string trimming. B. Ornamental grasses, perennials and Liriope i. Once per year, usually in February, the contractor shall cut back all ornamental grasses, perennials and Liriope in each zone and shall remove resulting waste. C. Fertilizer and Lime i. Approximate dates and rates (actual nitrogen) of application shall be: April: 1 lb. per 1000 sq. ft. September: 2 3 lbs. per 1000 Sq. Ft. ii. At the direction of the COR, additional nitrogen (1 lb. per 1000 sq. ft.) shall be applied in May/June in localized areas to improve color. iii. Lime shall be applied at the direction of the COR according to soil sampling and analyses done by the COR. D. Weed Control i. Turf areas shall be always kept weed-free. ii. pre-emergent herbicides In the Spring between March 1 and April 15, timed to be applied before weed seed germination. Control of crabgrass, goose grass, foxtail iii. post-emergent herbicides Multiple applications Spring through the Summer as needed. Timed to treat young actively growing weeds Control of broadleaf weeds. E. Aeration All Turf areas shall be core aerated one time per year between August 15 and September 30. Core aeration shall be done prior to over seeding. F. Over seeding i. All turf areas shall be over seeded, between August 15 and September 30, with a mixture of WV Certified Turf-type Kentucky Bluegrass (80% by weight) and Turf type fescue (10% by weight). ii. A Brillion slit seeder or approved equivalent shall be used to over seed. The slit seeder shall mechanically drill the seed into the soil surface and shall be run in a crisscross pattern. Readily soluble nitrogen at a rate of 0.5 lbs. per 1000 square feet shall be applied at the time of seeding. Bare areas shall be seeded at a rate of 10 lbs. per 1000 square feet. Areas with 75% or less stand shall be seeded at a rate of 8 lbs. per 1,000 square feet. Areas with greater than 75% stand shall be seeded at a rate of 6 lbs. per 1,000 square feet. G. Leaf Litter i. Turf areas shall be always kept leaf litter-free. 03 PLANT MAINTENANCE A. Weed Control i. All beds, tree rings, and planting areas shall be always kept weed-free. Weeds shall be manually removed or treated with an approved herbicide and all dead vegetation removed. ii. post-emergent herbicides shall be applied as needed. The herbicide used shall be approved by the COR before application. pre-emergent herbicide for use with ornamental trees shrubs and perennials shall be applied according to label directions and before weed seeds germinate. The herbicide used shall be approved by the COR before application. Herbicides shall be applied according to the label directions. Applications shall not be made under windy conditions and shall not be applied to wet vegetation. The public shall not be exposed to the materials during applications. B. Pruning i. Hedges shall be pruned by hand three times between May 1 and August 30 to maintain a neat and trim appearance, improve sight distance, and/or improve plant condition. Hedges shall be maintained at an exact and equal height for the entire length of the hedge and shall be shaped at the bottom of the hedge slightly wider than the top. Hedge height may not be drastically altered at any time. ii. Massed shrubs shall be pruned to maintain a neat appearance, improve sight distance, remove dead wood and/or improve plant condition. Woody plants that are massed in beds and not pruned into a hedge shall not be sheared unless directed by the COR. Instead, they shall be hand-pruned. Only cuts above the nodes are allowed. All cuts shall be hidden within the shrub mass. Vines, ivy, and groundcover shall be pruned by hand regularly, at least once per month between April 15 and September 30, to maintain a neat and manicured appearance. They shall be pruned at the nodes, with the cut hidden. Groundcover shall be maintained within the bed boundaries and not allowed to grow over paved areas or on structures, unless directed by the COR. Ivy and groundcover shall be maintained 4-6 inches away from the trunks of all trees and shrubs. String trimmers and shearing equipment shall not be used to prune vines, ivy, or groundcover. iv. Spring-flowering shrubs shall be pruned immediately after blooming (May 30). v. Broadleaf evergreen trees and shrubs shall be pruned after new growth hardens off (July). Shrubs that flower during the summer shall be pruned in late fall (November). Trees shall be pruned to remove co-dominant leaders, crossed branches, and/or sprouts to elevate the canopy as needed, improve sight distance, eliminate hazardous condition, and/or improve appearance and condition of the trees. Structural pruning (crossing branches, removing co-dominant branches, thinning) shall be performed one time per year on each tree as directed by the COR. Deadwood, broken, damaged or hazardous branches shall be removed immediately, and shall be performed as needed at any time of the year. Deciduous trees may be pruned at any time except during the periods between bud break to leaf elongation, and during leaf drop. Perennial plants shall be cut back to the ground by February 28. All ornamental grasses shall be cut back to the ground in February of each year. Flowering perennial plants shall be deadheaded as necessary during the growing season to maintain a neat appearance. All pruning shall be done in accordance with the American National Standards Institute ANSI 300 Standards for Tree Care Operations. All cuts shall be made without cutting into the branch collar and without leaving a protruding branch stub. Clean cuts shall be always made. All branches that are too heavy to handle shall be precut to prevent splitting. All debris shall be properly disposed by the contractor. The contractor shall notify the COR, prior to the start of any structural pruning, obtain approval of the type of pruning, percent of canopy to be reduced and maximum cut size. C. Removal of Diseased, Dying, or Hazardous Plants i. All diseased, dying, or dead trees, shrubs, groundcover, and perennials shall be removed upon approval by the COR. Trees shall be removed by sound arboreal practices. Removal of trees shall include grinding the entire crown of the tree below ground level. The contractor shall properly dispose of all associated debris. ii. All hazardous conditions shall be corrected or removed in trees located within the contract area. Hazardous conditions are any parts of a tree (branches, trunk, FboNotices), which may be structurally compromised due to disease or injury and pose a risk to property or the public if these parts failed. The contractor shall bring the existence of any hazardous trees to the attention of the COR. The COR shall confer with the horticultural consultant to assess hazards in trees and make recommendations for pruning or removal of trees. E. Application of Fertilizers Deciduous trees and shrubs shall be fertilized at a rate of one pound of actual nitrogen per 1,000 square feet of exposed FboNotice area. Evergreen trees and shrubs shall be fertilized every other year at a rate of one pound of actual nitrogen per 1,000 square feet of exposed FboNotice area. Groundcover shall be fertilized at a rate of one pound of actual nitrogen per 1,000 square feet of exposed FboNotice. Perennials and ornamental grasses shall be fertilized at a rate of one pound of actual nitrogen per 1,000 square feet of bed area. v. Fertilizers shall be applied between May 15 and July 1. F. Installation and Care of Seasonal Flowers i. The contractor shall be supplied with seasonal (Spring and Fall) flowers in 6 pots. ii. The contractor shall install the flowers as directed by the COR. iii. The flowers shall be fertilized with Osmocote 14-14-14 immediately after installation. iv. Flowerbeds shall be irrigated as needed to keep the plants flourishing. v. The flowerbeds shall be kept free of weeds. D. Leaf Litter i. All beds, tree rings, and planting areas shall be always kept leaf litter-free. 04 WEED CONTROL IN PAVED AREAS AND SHORELINE A. All paved areas, cracks and expansion joints of all walks and curbs shall remain free of grass, crack- weed or plant growth. B. Weeds in paving may be manually removed or treated with approved herbicide and the dead vegetation shall be removed. 06 PEST CONTROL An Integrated Pesticide Program is essential for proper Landscape Maintenance. The contractor shall be responsible for all pesticide applications. The contractor shall adhere to good green industry standards, when deciding which pesticide to recommend, how and when to apply it. The contractor shall have full responsibility for pesticide applications. The contractor shall abide by the following requirements when applying pesticides: A. The contractor shall inspect plants for insect egg masses and remove as necessary. B. Apply dormant oils for scale, if present, when temperature is consistently above 45 degrees and buds are not open (Feb-March). C. Application of all pesticides shall adhere to all federal, state, and local laws including the Department of Agriculture Regulations for Commercial Application of Pesticides. D. Pesticides shall be applied according to the methods, rates and precautions described on the manufacturer s label. E. Possession a current Commonwealth of Virginia Department of Agriculture and Consumer Services Commercial Pesticide Applicator Certificate/License is mandatory for all persons that will be performing on-site pesticide service. F. Individual pesticide applicators have sole responsibility for record keeping including satisfying all regulatory and pesticide label requirement and securing respective Material Safety Data Sheets (MSDS) for all pesticides and providing copies of same to the COR prior to their use on the Hospital. G. MSDS sheets shall be submitted to the COR prior to pesticide applications. H. The COR and/or the Authority s Horticultural Consultant shall provide the contractor with Authorization to apply pesticides. The contractor shall notify the COR at least three days before applying a pesticide. I. The contractor shall submit to the COR, records of pesticide applications, 48-hours after completion of the pesticide application. J. Pesticide applications shall be stopped immediately if it is determined that the application poses a safety hazard to the public or property. If necessary, in order to avoid exposure to any unintended target, the Contractor shall apply treatments during the evening hours, between 10:00 p.m. and 5:30 a.m. as directed by the COR. 07 APPROVED MATERIALS A. Fertilizers i. All fertilizers shall be granular, free flowing, in its original packaging with the analysis clearly marked. ii. Turf: Sulfur coated urea (37-0-0) iii. Trees and shrubs: Sulfur coated urea (37-0-0), Osmocote 14-14-14 or complete (10-10-10 or 10-6-4) fertilizers with at least 50% slow-release nitrogen. iv. Seasonal flowers: Osmocote 14-14-14. v. Supplemental fertilizers: Super phosphate (0-20-0), potassium sulfate (0-0-53) vi. Lime: Natural limestone ground so that not less than 90% passes a 10-mesh sieve and not less than 50% passes a 100-mesh sieve. B. Plant Material vii. Landscape plant material shall be true to name in accordance with the following: viii. All material shall comply with the nursery stock standards described in American Standard for Nursery Stock ANSI Z60.1. Section IV-9 All material shall be healthy, free of pests, disease and injury. Balled and bur lapped (B&B) plant material shall have full solid soil balls securely bound in burlap. xiii. Container grown material shall not be pot bound. Turf seed shall be a mixture of MD, VA Certified Turf-type tall fescue (80% by weight) and Kentucky bluegrass (10% by weight). Turf sod shall be WV Certified Sod Turf-type tall fescue. C. Topsoil i. Topsoil shall be friable, dry, and free of noxious weeds or toxic chemicals. Textures shall be loam or sandy loam. ii. Soil analyses shall be submitted before delivery. Minimum requirements include pH 5.5-6.5, phosphate 120 lbs. per Acre, potassium 200 lbs. per Acre, soluble salt concentration less than two mmhos / cm. D. Organic Soil Amendment Organic soil amendment shall be milled pine bark, aged, potting mix grade. F. Lime Natural limestone ground so that not less than 90% passes a 10-mesh sieve and not less than 50% passes a 100-mesh sieve. G. Submittals i. Prior to use of any landscape products or materials, the contractor shall provide the following submittals for review and approval by the COR. Contractor shall furnish three copies of each submittal. a. Manufacturer s product data and literature b. Manufacturer s installation recommendations c. Samples, if required by the COR. d. Material Safety Data Sheets (MSDS) SECTION III - GENERAL REQUIREMENTS 01 CONTRACTOR S QUALIFICATIONS The contractor shall have at least five (5) years experience in the business of providing comprehensive Landscape maintenance services of the size and scope described in this SOW. 02 ACCIDENTS/INJURIES The contractor shall be responsible for promptly notifying the COR and Hospital Police of any accidents arising from the performance of this contract involving bodily injury to workers, building occupants, visitors, or other persons. The COR will provide information necessary concerning whom to contact and the specific form of the follow-up written notice. All Accidents/Injuries shall be pictorially documented, and the contractor shall obtain a police report. 03 TIMELY PERFORMANCE The contractor shall adhere and fulfill all the time and frequency requirements described in the SOW. 04 RESPONSE TIMES A. When notified of a landscape related issue, the contractor shall respond to the site within 30 minutes during contract duty hours. B. When notified of an irrigation related issue, the contractor shall respond to the site within 30 minutes during contract duty hours. C. When notified of a grounds litter related issue, the contractor shall respond to the site within 15 minutes hour during contract duty hours. 05 DUTY HOURS A. Landscape and Turf maintenance duty hours are defined as Monday through Friday (including holidays), between the hours of 6:00 AM and 2:30 PM. B. Irrigation maintenance duty hours are defined as Monday through Friday (excluding holidays), between the hours of 7:00 AM and 3:30 PM. C. Grounds litter control duty hours are defined as 6:00AM through 6:00PM 365 days per year (including holidays). 06 ROAD CLOSURES The contractor shall follow all procedures as outlined in MUTCD at http://mutcd.fhwa.dot.gov/ and as approved by the COR and Police. All road closures, lane reductions and/or traffic detours involving roads on or leading to the property shall be scheduled in advance and approved in writing by the COR. 07 DAMAGE CAUSED BY CONTRACTOR The contractor shall be solely responsible for all damage caused by their work efforts under this contract. 08 LANDSCAPE IMPROVEMENTS A. All plant material shall be inspected and approved by the COR or their representatives, prior to installation. B. All planting bed areas shall be laid out in the field. Round up shall be applied to existing vegetation in all bed areas seven days prior to planting. After this seven-day period, 3 of milled pine bark will be evenly spread over the planting bed and tilled in 6 - 8 deep with a rototiller and then evenly graded. The application of 4" - 6 of approved topsoil may also be specified in areas where existing soil cannot be conditioned with pine bark. C. All plants shall be inspected for size, trueness to name, and health and rejected if not supplied as specified. Any soil located around the top of the FboNotice ball shall be removed to expose the crown of the stems or trunk. Trees shall be installed so that the crown is 4" - 5 above the surrounding grade. Shrub shall be installed so that the crown is 3 above the surrounding grade. Ornamental grasses and perennials shall be installed with outer edge of FboNotice ball 1 above the surrounding grade. Ground covers shall be installed with the edge of the FboNotice ball slightly above the surrounding grade. Soil shall be banked around the outer edge of FboNotice balls, but not placed on top of the FboNotice ball. Plants shall be thoroughly watered the same day of installation. D. A complete fertilizer (10-10-10) or (10-6-4) with a slow-release form of nitrogen shall be applied to all planting bed areas at a rate of 2 lbs. of actual nitrogen per 1,000 sq. ft. E. New areas for turf installations shall be rototilled to a 4" - 6 depth and graded. Certified turf-type tall fescue seed shall be broadcast at a rate of 10 lbs. per 1,000 sq. ft. on bare ground and 6 lbs. per 1,000 sq. ft. on sparse stands of existing grass. Sulfur coated urea (37-0-0) shall be applied at a rate of 1 lb. per 1,000 sq. ft. Sod shall be certified turf-type tall fescue sod. F. All plants shall be guaranteed for a period of one year after project completion. Any dead or dying plants with 25% or more of the canopy missing shall be replaced at no cost to the Authority. G. The contractor shall be responsible for all installed materials during the guarantee period (one year after project completion). 09 CONTRACTOR CHECK-IN/CHECK-OUT PROCEDURE A. The individual contractor employees shall, immediately upon arriving to the job site, check-in with the COR. B. The individual contractor employees shall, prior to his or her departure from the job site, checkout by telephone with the COR. C. In the event of emergency callback, the contractor shall advise the Work Control desk as to purpose of the visit. Upon completion of the emergency task, and during checkout, the contractor shall apprise the Work Control Desk of the status of the completed assignment, for which the contractor responded. 10 COMMUNICATION AND COORDINATION A. The contractor shall maintain an effective communication and coordination policy with the Authority utilizing email, telephones, faxes, text messaging devices, etc. to ensure the Authority is kept up to date for the term of the contract. B. Contractor employees shall be required to immediate notify their manager and the COR of any suspicious packages, articles, luggage, or persons encountered while performing work at the Hospital. The onsite manager shall be capable of communicating by telephone with both the contractor s employees and the COR. 11 SUPPLY DELIVERIES The contractor shall schedule its own supply deliveries and the supply deliveries of its vendors and subcontractors. 12 FIRE PREVENTION AND PROTECTION A. Fire prevention and protection at Authority facilities and grounds is essential. The Authority shall provide limited fire prevention equipment within the Authorities facilities. The availability of fire protection equipment provided by the Authority shall not limit the contractor s responsibility or liability for maintaining a reliable fire prevention and protection program for its employees, contractor facilities, and the property serviced. B. The contractor shall be knowledgeable of and provide adequate and appropriate training for all employees in the proper method of reporting a fire. All pertinent information regarding fire-reporting procedures may be obtained from the COR. 13 FIXED IMPROVEMENTS AND OPERATING FACILITIES During the period of performance of the Contract, title to the Fixed Improvements made by the contractor on the Job Site shall remain with the contractor. Fixed Improvements includes any improvements, fixtures, additions, annexations or alterations to the Job Site or a portion thereof which cannot be removed or changed without material damage to, or destruction of, either itself or the Job Site or a portion thereof. All fixed improvements on the Job Site shall require the prior written approval of the Authority. The contractor shall have no right during the term of this Contract to demolish or remove, in whole or in part, any Fixed Improvements on the Job Site except with the prior written consent of the Authority, which may, at the discretion of the Authority, be conditioned on the obligation of the contractor to replace the same by a building structure or improvements, shall be left in place and title to them shall transfer to the Authority unless otherwise acquired in writing by both the contractor and the Authority. 14 CONTRACTOR RECYCLING The contractor shall participate in the Hospital s recycling program. The contractor shall recycle all plastic, paper, cardboard, pallets and landscaping waste generated as part of their work at the Hospital. The contractor shall also, during their regular policing activities, ensure that all recyclable materials collected throughout the jobsite are disposed of in appropriate recycling contains. The contractor is required to provide their own containers 15 WORK AREA PROTECTION The contractor shall, always, secure work areas utilizing Authority approved barricades, barriers and signage to ensure the safety of the public and/or Hospital employees. 16 LOST AND FOUND PROPERTY The contractor shall turn in to the Authority Police Department all property found on the property of Ronald Reagan Washington National Hospital immediately, any violations or disregard of the rules, regulations and/or policies may be cause for immediate termination. The contractor shall notify the COR of all items found during the performance of their work. 17 SMOKE FREE ENVIRONMENT The Authority's facilities are smoke free. The contractor and its employees shall adhere to all applicable rules and regulations regarding maintenance of a smoke free environment. 18 RODENT ACTIVITY The contractor shall be responsible for identifying, flagging and reporting to the COR, all rodent activity (i.e., rodent burrows), found. The Authority s pest control contractor will be responsible for treating these identified areas. After treatment of burrows the landscaping contractor shall be responsible for filling in all holes. 19 QUALITY CONTROL PROGRAM The contractor shall develop and implement a quality control program to ensure all services are performed in accordance with established standards. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. This program shall ensure the contractor fulfills all the requirements of this SOW and shall include all elements of the Quality Control Program described in the Technical Proposal that the contractor submitted in response to the Authority's solicitation for this contract. 20 SAFETY REQUIREMENTS: A. The contractor and each of his employees shall comply with all applicable OSHA and Authority rules and practices, including directives issued by the Hospital B. The contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below when in areas designated by the Authority. Approved back support and protective devices Eye protection in compliance with ANSIZ87.1. -1968. Approved hearing protection Approved hand protection Safety Vests Other safety devices/apparel when conditions warrant C. The contractor shall furnish documentation as directed by the COR of the completion of the approved safety training of equipment operators and other personnel, at a minimum, once per month. The safety Section VIII-5 training shall comply with all OSHA standards and a sample program shall be submitted to the COR within 15 days of contract start. D. The Authority reserves the right to inspect all areas for safety violations at its discretion, direct the contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist. E. If the Authority should elect to stop work because of any type of existing safety hazards after the contractor has been notified and provided ample time to correct and shall not be granted compensation for the work stoppage. F. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the contract. The contractor shall take all necessary precautions for safety of, and shall provide reasonable protection to prevent damage, injury or loss to persons, properties, equipment and vehicles. G. Damage caused by the contractor to any properties shall be repaired or replace to the satisfaction of the Authority at the expense of the contractor. The Authority, at its sole direction, may elect to repair or replace the damaged property, and deduct such costs from monies due the contractor. H. The contractor shall, within fifteen (15) days of contract award, submit its own detailed safety and protection plan/program that shall comply with all safety, environmental protection, property protection and health provisions of the Contract. I. Prior to use of any products or materials, the contractor shall provide the following submittals for review and approval by the COR. Contractor shall furnish three copies of each submittal. 1. Manufacturer s product data and literature 2. Manufacturer s installation recommendations 3. Samples, if required by the COR 4. Material Safety Data Sheets (MSDS) 21 MEETINGS The contractor s representative(s), including the project manager and on-site manager shall attend all meetings as required by the COR to perform inspections, discuss, coordinate and evaluate the status and performance of services under this Contract. These meetings will be held on a weekly basis or as frequently as the COR deems it necessary. SECTION IX - REGULATORY REQUIREMENTS 01 PERMITS AND RESPONSIBILITIES A. The contractor shall, be responsible for obtaining and renewing all necessary licenses and permits. The contractor shall also be responsible for all damages to persons or property that occur as a result of the contractor s negligence and shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. In addition, the contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the entire work. B. The contractor shall comply with all applicable revisions, additions, changes and/or upgrades to any Federal, state, and municipal laws, codes, and regulations which are in effect on the date of Contract, and which affect the performance of the work. C. It shall be the responsibility of the contractor to promptly notify the COR if an official in charge of compliance with the Occupational Safety and Health Act visits the work site. 02 REGULATION REQUIREMENTS A. The contractor shall comply with all applicable Federal, state, local, Authority and the Hospital regulatory, code and procedural requirements. This shall include but not be limited to the contractor complying with the following Authority requirements: 1. The Authority provided: Construction Safety Manual Orders and Instructions Design Manual 2. The Hospital s: Advisories Orders and Instructions Security, Traffic and Parking Requirements Safety Procedures including Lockout/Tagout, Confined Space Entry, Hazardous Materials, Material Safety Data Sheets etc. B. The contractor shall report all incidents and accidents immediately to the Authority in accordance with Federal and State laws and regulations and Authority Orders and Regulations. 03 HAZARDOUS WASTE A. The contractor shall initiate Hazardous Waste Management training and enforcement programs to ensure employees are aware that the domestic drains, and storm drains shall not be used to dispose of gasoline, paint, thinners, hydraulic fluid, solvents, concentrated cleaning agents and other toxic material. B. The contractor is responsible for collecting, accumulating, recycling, and/or offsite disposal of its hazardous and toxic waste off the Hospital in compliance with Federal, state and local laws governing hazardous waste storage and disposal. C. The contractor shall provide the Contracting Officer and the COR with documentation of hazardous materials or wastes that are accumulated, handled, generated, or disposed of by the contractor s operations. The documentation shall demonstrate the adequacy of the handling and disposal operations used by the contractor and will demonstrate that the contractor activities will not result in contamination of Hospital properly. The Authority shall provide this documentation upon request during periodic environmental inspections of the contractor s premises. The Authority shall be copied on all correspondence with regulatory agencies concerning the contractor s compliance with environmental regulations. D. If the contractor generates hazardous waste in an amount that makes it subject to state and EPA hazardous waste requirements, the contractor shall apply for a Hazardous Waste Generator Identification Number. Hazardous waste shall be shipped off the Hospital using the contractor s Hazardous Waste Generator Identification Number documented on a complete and properly signed Uniform Hazardous Waste Manifest. The contractor shall be required to submit an Annual Hazardous Waste Report to the State of West Virginia Department of Environmental Quality. E. The contractor shall be responsible for developing a Resource and Conservation Act Contingent (RCRA) Plan if the amount of hazardous waste generated places it into a category that requires a plan. F. The contractor shall be responsible for notification and reporting required under SARA, Title III regulations. G. The contractor shall, at start of contract, implement a written hazardous waste spill contingent plan listing materials used, spill prevention procedures, containment equipment and procedures to be used in the event of spill, personnel protective equipment requirements, notification procedures, in accordance with the Resource Conservation and Recovery Act (RCRA) and the Occupational Safety and Health Administration (OSHA) regulations. H. In the event of the spill, the contractor shall notify the COR and the VA Police. The contractor shall be responsible for all cleanups, site remediation and disposal costs including hazardous waste response teams that may be required at the site. All procedures shall be in accordance with applicable Federal, state and local environmental and OSHA regulations. The contractor shall remove all hazardous waste materials from the Hospital at the end of each workday. Hazardous materials that are temporary, stored on site during normal working hours, shall be placed in containment devices that can contain 110 percent of the volume of the substance in the event of a spill. I. The contractor shall initiate a training program for its employees and subcontractors on the proper disposal of hazardous materials such as gasoline, paint thinners, hydraulic fluid, solvents, etc. SECTION V - DOCUMENTATION AND REPORTING DAILY WORK SCHEDULE The contractor shall submit, no later than 7AM each day, a report documenting all work scheduled to occur that day along with a list of employees tasked with each responsibility. This report shall be provided to the COR electronically via email. DAILY WORK REPORT The contractor shall submit, no later than 4PM each day, a pictorial report documenting all work completed that day. This report shall include photographs of the work in progress along with a brief narrative explaining the work completed. Also included in this report shall be notifications of contractor witnessed pest activity within the landscape zones, any landscape and/or turf damage found and a brief description of any found personal belongings/property. This report shall be provided to the COR electronically via email. WEEKEND WORK REPORT The contractor shall submit, no later than 9AM each Monday, a pictorial report documenting all work completed over the weekend. This report shall include photographs of the work in progress along with a brief narrative explaining the work completed. This report shall be provided to the COR electronically via email. MONTHLY WORK SCHEDULE The contractor shall submit to the COR, by the 20th of each month, a detailed schedule for all work in the upcoming month; this report shall include a list of employees tasked with each responsibility. SECTION VI - PERSONNEL 01 PROJECT MANAGER A. The contractor shall provide a Project Manager. The Project Manager shall have full authority to act for the contractor and always serve to carry out all the provisions of the contract. B. The Project Manager shall have a minimum of five (5) years experience in successfully managing Landscape Contracts of the size and scope described in this Statement of Work. C. The names of the Project Manager and an alternate who shall assume the Project Managers duties when the primary Project Manager is absent shall be designated in writing to the COR fifteen (15) business days prior to the Contract start date. D. The Project Manager shall possess sufficient computer software skills for the purpose of creating and receiving electronic reports, notices, requests, and communications to/from the COR. E. The Project Manager shall be available for calls M-F 8:00am to 4:30pm. The project manager shall meet as promptly as possible with the COR at the COR s request to discuss the performance of the work or other provisions of the contract. 02 ON-SITE MANAGER A. As a minimum, the contractor must provide one on-site manager to direct all contract personnel and maintenance operations. The on-site manager shall have a minimum of three (3) years experience managing landscape maintenance service contracts at similar size facilities and quality standards as stated in the contract documents. The manager shall remain on site for the full duration of the work. B. The on-site manager shall represent the interests of the contractor with regards to all matters involving work performance under this contract. C. The on-site manager shall be fluent in the English language to effectively communicate with the contractor s employees and/or subcontractors as well as the COR and other Authority personnel. The Authority reserves the right to require the contractor to replace the on-site manager who cannot meet this requirement. D. If the on-site manager is not on site or absent due to illness or other reasons, the contractor shall provide an alternate manager to be on site managing and directing all contract personnel and maintenance operations. The alternate manager shall have similar job qualifications to those required for the on-site manager. E. The onsite manager shall be available for phone calls during all working hours. 03 CONDUCT The contractor s employees shall always while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or bringing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, and any immoral or otherwise undesirable conduct shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work. SECTION VII - CONTRACTOR FURNISHED RESOURCES 01 GENERAL A. The contractor shall furnish all resources (i.e., supervision, labor, materials, tools, parts, supplies and equipment) necessary to fulfill all the requirements and satisfactorily perform all services described in this SOW in a safe, orderly, timely, efficient and workmanlike manner. The contractor shall provide any additional resources to fulfill the contract requirements as written at no additional cost to the Authority. B. The contractor shall provide all the equipment stated in its proposal and all other equipment necessary to fulfill the requirements of this SOW. The contractor shall provide a complete detailed itemized inventory of this equipment to the COR no later than thirty (30) working days prior to the start of this contract. The equipment inventory list shall identify the location where each piece of equipment is to be stored. The contractor shall immediately advise the COR in writing of all changes in inventory. C. Contractor s vehicles shall be equipped with appropriate safety devices to ensure safe operations. These devices shall include, but not be limited to, amber dome type flashing light mounted on top of the vehicle, front and taillights, horns, safety striping and/or triangles, CAUTION, Frequent Stop signage and other safety devices as necessary. D. Contractor shall have identification (ID) decals or other identification on all vehicles as approved by the Authority. All vehicles shall have an approved ID decal on both the left and right-side panels of the vehicle. E. In the event of equipment failure, the contractor shall either return the equipment to good operating condition within 24 hours or provide a replacement in good operating condition within 24 hours. F. The contractor may request that the COR approve other materials, supplies and/or equipment to be substituted for those described in this SOW. Alternate items will be approved by the COR if it is satisfactorily demonstrated to the COR that the salient features of the proposed items are equal to the brands/models specified. 02 SAFETY EQUIPMENT A. The contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its workers and equipment.