Entrance Floor Mats - Base + 4 OY's
Vendor Information Document
Entrance Mats
This Request for Information will close on 07/22/2019 at 10:00am EST. Please complete this Vendor Information Document and email to Wendy.Stewart@va.gov.
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DUNS number:
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Statement of Work
Entrance Matting
Aleda E. Lutz VAMC
GENERAL:
Furnish all labor, supervision, materials, and equipment necessary to provide mat rental, cleaning and placement at specified locations throughout the Aleda E. Lutz VA Medical Center weekly, on a one-for-one exchange basis. Work includes all execution, implementation, cleaning, transportation servicing and replacement of floor mats to be provided to the Aleda E. Lutz VA Medical Center Main Bldg.; Bldgs. 1, 2, 3, 4, 6, 9, 22, located at 1500 Weiss St Saginaw, MI. The Aleda E. Lutz VA Medical Center is seeking one base year with four one-year options. The base year will be from October 1, 2019 thru September 30, 2020.
WORK HOURS:
Normal Work Hours: The service schedule will be developed between the contractor and Contractor s Technical Representative (COTR) prior to any service being performed. Generally, work will be performed prior to the start of the Medical Centers work day so that trucks and pickups will not interfere with the facility s functions.
National Holidays: The ten holidays observed by the Federal Government are: New Years Day, Martin Luther King s Birthday, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.
SPECIFICATIONS:
Contractor shall provide contractor owned mats for all entrance ways specified in this contract. The mats shall be of a quality and condition acceptable to the VA. Mats shall be free of stains, tears and holes. Mats with minor tears, open seams, etc. are not acceptable. Mats that do not lay flat pose a safety hazard and will not be accepted for use at this facility. The company name and logo or other suitable means of identification must be clearly labeled on the underside of all mats.
Mats shall be heavy traffic, rubber-backed, dirt and moisture trapping pile entrance mats. The color of the mats to be determined by the VA prior to implementation of the contract. Beveled edge to meet ADA act. Certified High Traction by the National Floor Safety Institute.
Anti-fatigue/slip mats must be rubber and have ability to allow water to drain through, Beveled edge, Grease and oil resistant and Anti-microbial.
All mats must have appropriate backing for where they will be placed, (i.e. smooth back for tiled areas, gripper back for carpeted areas).
The Medical Center reserves the right to move matting either temporarily or permanently due to construction or other requirements. Notification in writing will be made to contractor by the COR and adjustments made to the identified new locations.
All entrance matting will be exchanged one for one, with cleaned mat of same size, color and quality, one (1) time per week during the winter months, (November 1st through March 31st). Winter entrance matting shall be scrapper mat designed to hold excess moisture, dirt and winter debris, with raised nubs that are resistant to crushing. COR will approve type of matting before placement. Locations of winter matting placement annotated in Matting Requirement Listing, summer mats shall be removed from service by contractor and exchanged with winter matting of similar size.
All entrance matting will be exchanged one for one, with clean mat, one (1) time per month, within the 1st week of each month (April 1st through October 31st). Set day and time of schedule for delivery will be agreed upon between COR and Contractor.
All kitchen matting will be exchanged at a minimum of six (6) times per year, exchanges shall be spaced evenly throughout the year. Example: 1st week every two (2) months. Set day and time of schedule for delivery will be agreed upon between COR and Contractor. Damaged kitchen matting will be replaced as needed and contractor will be notified by COR of any damages/deficiencies noted related to kitchen matting throughout the terms of this contract.
D. QUALITY ASSURANCE: The Government will inspect mats daily; any found deficient in either cleanliness or wear will be requested to be removed immediately.
Performance Objective
Performance Threshold
Contractor provides and maintains mats to meet the government s needs, specifications listed above. Corrections to deficiencies made within 24 hours of contractor notification by COR.
No more than one failure per contract period
E. CONTRACTOR PERSONNEL BADGES AND PARKING:
1. The contractor shall provide the COTR with a list of contractor employees expected to enter the buildings to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.
2. An access badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COTR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor s employees must return the access badge(s) to the COTR or designee at the end of each pick up process.
3. The contractor shall be required to comply with all security policies/requirements of the Aleda E. Lutz VAMC. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.
4. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COTR.
5. Aleda E. Lutz VA Medical Center does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance.
F. INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at anytime so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.
In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.
Contractor personnel shall inform the COTR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COTR or designee.
G. QUANTITIES/LOCATIONS OF MATTING
1. Carpet Mat
3x10 -21ea 3x5 -17ea 3x8 -2ea 4x6 -23ea 4x8 -12ea
2. Kitchen Mat 3x5 -21ea
Matting Requirement Listing:
Aleda E. Lutz VA Medical Center Location
CARPET
Bldg. 1
Basement
Bldg. 1
1st Floor
Bldg. 1
2nd Floor
Bldg. 22
Basement
Bldg. 22
1st Floor
Bldg. 22
2nd Floor
Elevator
3x10 (1)
4x8 (3)
Red/Blue
3x5 (3)
Waiting Area
3x10 (2)
North Exist
3x10 (3)
Side Entrance
4x8 (1)
Elevators
4x6 (2)
FMS
3x10 (2)
4x8 (2)
Urgent Care
3x5 (3)
South Exist
3x10 (1)
Elevators
4x6 (2)
Recreation
3x5 (1)
3x10 (1)
Stairwell S1
3x5 (1)
4x8 (1)
Main entrance
4x8 (3)
WINTER
Elevators
4x6 (2)
Stairwell Loading Dock
3x8 (1)
Agent Cashier
4x6 (2)
Main Entrance
4x6 (2)
3x10 (2)
Winter
Ambulance Entrance
4x6 (2)
3x10 (2)
Winter
Canteen
3x10 (2)
4x6 (4)
Atrium
4x8 (2)
Bldg. 2
Bldg. 3
Bldg. 4
Bldg. 6
Bldg. 9
4x6 (1)
3x10 (1)
3x5 (3)
3x10 (2)
3x5 (1)
4x6 (4)
3x5 (2)
3x8 (1)
3x5 (2)
Bldg. 30
Bldg. 38
4x6 (3)
3x5 (1)
3x10 (2)
KITCHEN ANTI-SLIP
CLC Kitchen 1st floor
Canteen 1st floor
2nd Floor Kitchen
3x5 (8)
3x5 (5)
3x5 (8)
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
Wendy.Stewart@va.gov
wendy.stewart@va.gov
