MATTING SERVICES - SOURCES SOUGHT
SOURCES SOUGHT
36C24718Q0008
Floor Matting Services
THIS IS A SOURCES SOUGHT ANNOUNCEMENT to conduct market research for Floor Matting Services on behalf of the Department of Veterans Affairs, WJB Dorn VA Medical Center located in Columbia, South Carolina.
The purpose of this sources sought is to locate any possible businesses that are able to provide weekly matting services, to include placing, retrieving and cleaning all mats at this facility.
If your business and/or company qualify as stated above and are interested in participating please provide the following information via email to Jeffrey.West3@va.gov . No telephone responses will be accepted.
Capabilities Statement that demonstrates experience and abilities placing, retrieving and cleaning various types of floor mats on a weekly basis.
Past Performance from similar types of services in form and function no more than 5 years ago up to current day. Past Performance must show experience with placing, retrieving and cleaning floor mats.
Include references from completed service contracts for similar services.
Must provide proof of current insurance and any certifications required to perform the required services.
Must provide a letter stating you are interested in this requirement and would like to consider providing an offer if a solicitation is advertised.
All required information listed above must be provided by October 31, 2017 no later than 11:59 p.m. (Eastern Standard Time).
Performance Based Statement of Work
Floor Matting (interior, exterior, anti-fatigue and wet area non-slip)
1. GENERAL
The contractor shall provide all labor, supplies, materials and transportation necessary to provide comprehensive matting program (to include interior, exterior, anti-fatigue and wet area matting) at the William Jennings Bryan (WJB) Dorn, Veterans Affairs Medical Center, 6439 Garners Ferry Road, Columbia, South Carolina 29209.
2. BACKGROUND:
The WJB Dorn Medical Center is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the medical center serves approximately 56,116 patients. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.
3. PERIOD OF PERFORMANCE: One base year (12 months) + four (4) option years.
TO BE DETERMINED
4. PLACE OF PERFORMANCE: William Jennings Bryan (WJB) Dorn, Veterans Affairs Medical Center, 6439 Garners Ferry Road, Columbia, South Carolina 29209.
5. DAYS AND HOURS OF OPERATION:
a. Delivery/replacement of the mats will occur on a weekly basis. The current replacement day is Thursday; however, this day of the week may be negotiable after discussion with the Contracting Officer s Representative (COR).
b. Replacement of mats will occur during normal business hours for those buildings. Some buildings are open prior to 8:00 but some will require mat replacement after 8:00 am. Exact exchange times will be negotiated with the COR.
6. REQUIREMENTS:
All matting will be of a matching / coordinated color. Acceptable colors for interior, exterior and wet area matting are Black or Dark Gray. Proposed color should be identified in the proposal/bid. Anti-fatigue matting may be of a different color, but proposed color should be included in proposal/bid. Price per mat for each type of matting should be included in proposal/bid.
Estimated quantities are included in Attachment A. During the course of the contract, additional matting may be required or some matting may be removed. Charges for additional matting requests will be at contract per mat rate. Deductions for removed matting will be at contract per mat rate.
Contractor will replace all mats on a weekly basis, ensuring that all replacement mats are clean, free of tears, rips and wrinkles and lay flat along all 4 edges.
At each weekly servicing, contractor will check in with main Environmental Management Service office, prior to replacement of mats and also after all mats have been replaced.
Wrinkled or damaged mat edges that do not lay flat on the floor surface are unacceptable.
For emergent needs, the contractor will provide replacement matting by the end of the next business day following notification from the Medical Center.
Site Visit: The contractor may conduct a site visit of the facility to review the location and layout of the various buildings.
7. REPAIRS: The contractor is responsible for all repairs / replacement of damaged mats and will ensure delivered mats are free of damage.
8. OTHER CONSIDERATIONS
None
9. POINT OF CONTACT: The contractor shall provide the name and telephone number of an individual to act as his representative and be responsible for coordination of the contract with the Government.
10. INVOICES:
Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer s Representative (COR), and submitted to VA FSC, P. O. BOX 149971, AUSTIN, TX 78714.
A properly prepared invoice will contain:
Invoice Number and Date
Contractor s Name and Address
Accurate Purchase Order Number
Supply or Service provided
Total amount due
Invoices will be submitted monthly for payment.
11. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS
The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:
Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
The Government Agency owns the rights to all data/records produced as part of this contract.
The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].
No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
Approximate Mat Totals:
2 x 3 anti-fatigue
3 x 5 anti-fatigue
4 x 6 black interior
4 x 6 exterior scraper
3 x 5 interior black
3 x 5 exterior scraper
3 x 5 drainage / wet area
5
45
45
44
9
10
31
MARK WEST @ JEFFREY.WEST3@VA.GOV
Jeffrey.West3@va.gov
