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Ft Collins Janitorial

Colorado, United States
Government : Federal
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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation number for this requirement is VA259-14-Q-0492 and is hereby issued as a Request for Quote (RFQ).
The VISN 19 Rocky Mountain Acquisition Center, NCO 19, 4100 E Mississippi Ave., Suite 900, Glendale, Colorado 80246, on behalf of the Cheyenne VA Medical Center, 2360 E Pershing Ave, Cheyenne, Wyoming, 82001, has a requirement for the following services: A base period and four 1-year possible options for Janitorial Services at the Fort Collins Multi-Specialty Outpatient Clinic (MSOC), 2509 Research Blvd, Fort Collins, Colorado 80526.
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-672 effective January 30, 2014. The North American Industry Classification System (NAICS) code is 561720-Janitorial Services, with a small business size standard of $16.0 million. This procurement will be a 100% Service Disabled Veteran Owned Small Business (SDVOSB) Set-Aside. The Government intends to issue a firm fixed price contract to the responsible Offeror whose proposal represents the best benefit to the Government. Only technically acceptable quotes will be considered. The Government intends to evaluate quotes and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government. All interested parties must bid on all items.
To receive credit as an SDVOSB, a firm must be registered in Vendor Information Pages (
All vendors, regardless of size, must have a current registration in the System for Award Management (SAM)

Site visits are optional, but highly encouraged. The time frame for site visits is June 9 through June 12, 2014. Please contact Ian Boettcher at to set up a site visit.
Provide a price quote for each of the following CLINS and total price (fill in the blanks).
SCHEDULE OF SERVICE for Janitorial Service
CLINS    Description    QTY    Unit    Unit Cost    Total Cost
0001    Base Year 07 July 2014 to 06 July 2015 Provide Janitorial Services in accordance with the Performance Work Statement     12    Month        
1001    Option Year 1 07 July 2015 to 06 July 2016 Provide Janitorial Services in accordance with the Performance Work Statement    12    Month        
2001    Option Year 2 07 July 2016 to 06 July 2017 Provide Janitorial Services in accordance with the Performance Work Statement    12    Month        
3001    Option Year 3 07 July 2017 to 06 July 2018 Provide Janitorial Services in accordance with the Performance Work Statement    12    Month        
4001    Option Year 4 07 July 2018 to 06 July 2019 Provide Janitorial Services in accordance with the Performance Work Statement    12    Month        
    Total of Base Year and all Option Years                

Cheyenne VAMC
Performance Work Statement (PWS)
Fort Collins Janitorial

1. Description of Services. The contractor shall provide all supplies, equipment, supervision, and labor to accomplish the tasks outlined in this specification except as otherwise noted. Place of performance will be the Cheyenne VA Medical Center, Fort Collins Multi-Specialty Outpatient Clinic (MSOC), 2509 Research Blvd, Fort Collins, Colorado 80526. Contractor shall provide at a minimum vacuums, buffers, carpet extractors, mops, dust mops, rags, spray bottles, buckets, etc. Corn brooms shall not be allowed. In addition, the contractor shall supply all toilet paper, paper towels, hands soap and hand sanitizer for existing dispensers. All equipment shall be kept clean and operational. Dust rags, mop heads, dust mop heads and other disposable items shall be replaced at least daily at contractor's expense. All equipment used for these tasks shall comply with all safety standards. Space/storage of Contractor- owned equipment and materials shall be discussed with Contractor after contract award. The government shall not assume liability for loss of/or damages to Contractor owned equipment and materials. Square footage is as follows:
"    3 specialty offices - 400 sq. ft.
"    23-primary care offices - 2608 sq. ft.
"    6 Mental Health Clinic offices - 870 sq. ft.
"    2 nurse offices - 246 sq. ft.
"    1 Social Work/dietetics office - 177 sq. ft.
"    1 conference room - 440 sq. ft.
"    5 individual toilet rooms - 255 sq. ft.
"    1 lab room - 249 sq. ft.
"    SPS: clean & dirty rooms - 209 +65 = 274 sq. ft.
"    Hallways - 439 + 521 + 384 +165 +406 = 1915 sq. ft.
"    Home Based Health Care office - 120 sq. ft.
"    1 lobby - 1099 sq. ft.
"    1 reception/admin area - 202 sq. ft.
"    1 vestibule - 101 sq. ft.
"    1 break room - 213 sq. ft.
"    1 IT closet - 112 sq. ft.
"    2 admin/interview offices - 190 sq. ft.
"    Storage closets - 24 sq. ft.

Technical literature and/or descriptive literature for all materials proposed for use by the Contractor shall be submitted to the Contracting Officer's Representative (COR) for approval prior to contract start and whenever a change is requested.
Owner Provided Products:
Contractor shall submit complete data (MSDS) on proposed general germicidal agents, chemicals, supplies and equipment for use at this site. Contractor will use non-toxic 'green' chemicals approved for use by the Owner.
Contractor shall be licensed and bonded and provide proof of each when required by the COR.

Training and qualifications:
Contractor staff shall be trained in cleaning of medical facilities initially by VA Environmental Management Services. Prior to any tasks being performed, Contractor is responsible for training all contract employees except where noted. No training will be conducted on VA premises. Initial training of the contractor will include, but not be limited to, the following topics:
B"    Proper use and handling of general germicidal agents, chemicals, supplies and equipment.
B"    Care and maintenance of Contractor and Government Property.
B"    Proper use of cleaning equipment with verified skill levels in the use of stripping equipment, buffers, carpet cleaners, wet/dry vacuums, vacuums, etc.
B"    Individual duties and responsibilities
B"    Appropriate personal hygiene measures during contract performance.
B"    OSHA rules and regulations pertaining to Safety and Occupational Health
B"    Contract Cleaning Contract requirements including Quality Section
B"    Hospital Infection Control
A check list will be provided to the contractor for use in training additional employees, and by Outpatient Clinic staff to confirm contractor compliance with cleaning standards.
All tasks accomplished by Contractor personnel shall be performed to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment, and building structures including wall finishes. The Contractor will report to the COR any damage or disfigurement to these items when caused by Contractor's personnel. The Contractor will, at his expense, perform repairs or replace Government owned equipment, fixtures, furnishing, and building structures to their previously existing condition, when determined by the COR to be Contractor caused.
Emergencies, unusual and out-of-line situations shall promptly be reported to the Contracting Officer's Representative (COR) or his/her designee.

Standard precaution cleaning procedures provides the first level of sanitation by routinely cleaning all surfaces which decrease and eliminates the harborage of organisms. Routine and frequent cleaning prevents build-up and accumulation of sites which might enhance micro-organism growth. The frequency of cleaning and cleaning standards will be enhanced by the utilization of disinfectant detergents and sanitizers to continually reduce the level of micro-organisms on all surfaces and to promote and provide the lowest possible infections risk for all patients, employees, and visitors to the Clinic. Standard cleaning procedures is one of the most important aspects of infection control.

Contractor shall provide on-site supervision of their employees.

1.1 BASIC CLEANING SERVICES: The contractor shall maintain the facility in a state of physical and biological cleanliness. The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. This includes but not limited to, procedure rooms, exam rooms, bathrooms, staff break rooms, kitchenettes, waiting rooms and offices. Please see the Task Schedule for frequency of each task.

1.1.1 Maintain Floors:
Mopping: All black marks, tar, stains, gum, etc. shall be removed daily. Hosing of floors shall not be permitted. Hard to reach places shall be mopped by hand. Movable fixtures, furniture, and equipment (FFE) shall be moved as required, during dusting and wet mopping operations.
Spot Mopping: Spot mopping shall be done with a germicidal / detergent solution. Procedure for mixing of the proper amount of germicidal / detergent solution will be in accordance with manufacturer's instructions.
Wet Mopping: All wet mopping shall be germicidal in content. Mopping solution shall be used in accordance with manufacturer's instructions. Floors shall be free from soap film and mop streaks. Water seepage under baseboards and corners of FFE and splashing water on baseboards or furniture shall not be permitted.
Refinishing: Finish shall be applied to clean floors, free of all black marks, tar, stains, gum, etc. No heavy accumulation of floor finish around walls, under or around FFE, pipes or in corners or along edges shall be permitted. All vinyl flooring shall be finished. All floor finish products must be approved and anti-slip. Movable fixtures, furniture, and equipment (FFE) shall be moved during refinishing and buffing operations and then replaced.
Buffing: All finished vinyl floors shall be buffed to hard-luster finish with a disc-type machine. Floors shall be swept/vacuum cleaned and wet mopped before buffing and dust mopped after buffing.
Burnishing: Floors shall be burnished with a high speed, pad holding floor machine. Machine speed shall be between 1500 RPM and 2500 RPM. The pad shall be adjustable so as not to burn the floor. Prior to burnishing, the floor shall be wet mopped to remove debris. After burnishing is completed, floor shall be dust-mopped.
Scrubbing: All floors shall be scrubbed with a disc-type floor machine with scrubbing brush or pad. Hard-to-reach places shall be scrubbed by hand. Floors hall be rinsed with clean water and dried. Floors shall have all wax, furniture marks, all black marks, tar, stains, gum, rust, and other like substances removed. Hosing of floors shall not be permitted.
Stripping: Floors shall be stripped of all accumulated waxes and finishes, and thoroughly rinsed. Strippers containing acids, ammonia, or other harsh solvents shall not be used. If floors are discolored or spotting is apparent after initial stripping is completed, additional stripping shall be required until a uniform color appearance is obtained.
Sealing: All resilient floor coverings shall be uniformly sealed with two (2) thin coats of a sealer.
Vacuuming: Filters, accessories and the vacuums shall be maintained in the manner recommended by the manufacturer to assure maximum effectiveness in reducing the dust and microbes into the air. Vacuuming of floors shall be accomplished with an industrial grade vacuum cleaner.
Spot Cleaning of Carpet: Spot cleaning of carpet is defined as the cleaning or shampooing of certain areas, necessitated by heavy traffic patterns, accumulation of soil or spills with certain materials. Excess liquid or solid residue shall be removed with appropriate materials. In large areas a wet pick-up vacuum shall be used as necessary.
Shampooing: All carpets shall be shampooed with a commercial carpet shampoo.

1.1.2 Dusting: Dust clots and other dusting tools shall be clean. Dusting shall be accomplished with the use of chemically treated cloth or paper products to avoid scattering of dust. Oil treatment is not permitted. Surfaces shall be free from dust after dusting is completed. The use of feather dusters and brushes is not permitted. All low dusting shall be done after the floors have been vacuumed or swept and the dust has settled. Wall and ceiling surfaces shall be vacuum cleaned with a soft brush nozzle attachment.

1.1.3 Light Fixture Cleaning: Exposed light fixtures shall be washed with a sponge or clean cloth, dampened in a mild, neutral soap and water solution, rinsed and wiped dry with a clean cloth. The covers of incandescent and recessed lights shall washed/dusted inside and outside. All insects and other foreign materials shall be removed. Every precaution shall be taken to assure that the glass and tubes are properly and securely replaced.

1.1.4 Trash Removal: Collected trash shall be promptly removed from the VA clinic and placed in exterior refuse containers. Filled trash carts shall not stand in hallways, rooms or on ramps. All trash containers shall contain a clean plastic bag insert. Trash carts, waste baskets, disposal cans, and other trash containers shall be emptied and thoroughly cleaned and wiped dry. The Hazardous Material trash containers are not the responsibility of the Contractor.

1.1.5 Window Blind Cleaning: All smooth surface blinds shall be washed in place using soft, clean cloth dampened in a mild, neutral soap and water solution, rinsed and wiped dry with a clean cloth. A germicidal / detergent disinfectant solution shall be used with each cleaning. Care shall be taken to avoid getting cords or tapes wet. All blind slats shall be left clean and free from streaks or smears or unwashed places. Cloth covered blinds shall be cleaned in accord with manufacturer directions.

1.1.6 Interior Window Cleaning: Cleaning solutions shall be of a type that shall not damage the frames or operating devices. A germicidal / detergent disinfectant solution shall be used with each cleaning. Cleaned windows shall be free of streaks or unwashed places on the glass. No water shall be spilled on the sills, walls, or FFE. Any blinds or FFE moved during the cleaning process shall be repositioned as found before cleaning started. Hosing of windows shall not be permitted. Glass panels in doors, display cases, and mirrors shall be cleaned using a free-rinsing detergent to present a neat, clean appearance at all times. Adjacent trim shall be wiped clean using damp wiping procedures.

1.1.7 Fixture Cleaning: Every sink shall be properly cleaned and kept free of odors. Soap and paper towels shall be refilled.

1.1.8 Wall Cleaning: Washing solution with germicidal content shall be not stronger that necessary to remove dirt. Only small areas shall be washed, rinsed, and dried at one time. No water shall be spilled or splashed on windows, or FFE. All FFE moved in the process shall be repositioned upon completion.
1.1.9 Miscellaneous Cleaning: Furniture shall be scrubbed with a mild disinfectant. Washing of doors, door frames, door hardware, wiping of ceiling vents and walls will be accomplished to remove dirt.
1.    Carpet shall be spot cleaned within two (2) days' notification by the Contracting Officer's Representative (COR) or his/her designee.
2.    If two days' notice for spot cleaning is not practical due to weekends or holidays, work will be accomplished on the Contractor's next scheduled work day.
3.    If a federal holiday falls on a scheduled cleaning day, no services will be provided.
4.    Services not provided on a federal holiday shall be performed on Wednesday of those weeks. Periodic tasks, such as carpet extraction, tile stripping/waxing may be performed on federal holidays, if the Contractor so desires, if approved in writing by the COR/designee.
5.    Restroom supplies shall be sufficiently stocked to last until the next servicing. Sanitary napkin waste containers shall be emptied daily. Put new roll of toilet paper in the dispenser when the old one is almost gone.
6.    All waste can liners, soap, toilet tissue, and paper towels shall fit and be functional in existing containers and dispensers.
7.    All general trash and recyclable material will be deposited in their respective designated containers.
8.    Stripping and waxing floors shall be done two (2) times per year. Contractor shall provide sufficient staffing to cover both routine cleaning and periodic cleaning during these times. Contractor shall submit a work plan to the COR/designee identifying the dates at least 1 week in advance.
9.    Areas with specialized cleaning needs shall be discussed beforehand between the Contractor and COR/designee to determine specific standard action and schedule for such cleaning needs.

Emergency call back service shall be provided in response to requests by telephone or otherwise from the Contracting Officer (CO), or the COR or the designee. The contractor shall arrive within 4 hours after notification that an emergent condition exists.
Quality assurance checks shall be conducted daily by the Contractor's supervisor on the provided form and turned in daily to the COR or his/her designee. If any room/area requiring cleaning under the contract is inaccessible for some reason, this shall be reported on the Contractor Quality Assurance Report on every occasion this occurs. Random sport checks (inspections) shall be conducted by the COR or his/her designee as a means to verify that the Contractor's Quality Assurance program is effective.
For the first two (2) weeks of performance, the COR or his/her designee will work closely with Contractor to acclimate Contractor employees to the work areas, procedures, etc. After the 2 week period the Contractor shall be required to re-perform any work that is identified by the COR or designee as being poorly performed or not performed, AND the Contractor shall be assessed a "cost of untimely performance" reduction in price for all re-performance work.
Contractor will be notified by COR prior to 10:00 a.m. each day of any re-performance work required. Contractor shall have any re-performance work completed within two (2) hours after notification by the COR / designee. Contractor's failure to perform re-performance work within the required two (2) hours shall result in a $10.00 "cost of untimely performance" reduction per occurrence in which rework is not performed by the Contractor.
Performance incentives for re-performance are as follows:
"    One callback will result in a ten dollar ($10.00) deduction from the Contractor's monthly invoice for each callback.
"    In addition at the point of three (3) callbacks in a month there will be an additional 5% deduction from the Contractor's monthly invoice.
Daily Quality Checklist will be provided as seen below requiring signatures of Contractor Representative and COR/designee.
The Environmental management Services and the Environment of Care inspection team shall inspect conditions in the facility no less than 4 times per year. These random inspections shall be the basis for one (1) remedial training session within a year of the contract term, and continuation of the contract for cleaning. Successful inspections shall be the basis for consideration of contract renewal of options

2. Personnel Management:

2.1 Employee Roster: The Contractor shall establish a roster of Contractor employees within 30 calendar days after the start of this contract. The roster shall list the name and job title of each Contractor employee. The Contractor shall provide a copy of the personnel roster and changes thereto to the COR/designee.

2.2 Employee Discipline: The Contractor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government. The Contractor shall furnish to the CO or COR/designee, for review, a written report of disciplinary action taken in those instances where an infraction of a Government regulation has been reported and substantiated.

2.3 Employee Schedules: The Contractor shall prepare and maintain employee schedules for all Contractor employees to ensure that VA internal security is maintained (i.e., determine if personnel are scheduled to work). A copy of each schedule shall be furnished to the COR/designee for review one week prior to the beginning of the period covered by the schedule. Changes to employee schedules shall be provided to the COR/designee as they occur.

2.4 Communication: All Contractor employees who must communicate with the COR/designee must be able to read, write, speak, and understand the English language to ensure the effective administration of this contract and accurate ordering of work.

2.5 Standards of Conduct: While on duty and executing the specifications of this contract, Contractor employees are prohibited from using and/or possessing alcohol, non-prescription drugs, and firearms. Non-compliance with this requirement, confirmed by the COR/designee, shall be grounds for immediate removal of the Contractor employee from the VA and baring the individual from performing further work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA's mission.

2.6 Uniforms:

2.6.1 Type of Uniform: All employees shall wear Contractor provided standard uniforms, including pants, shirts, skirts, blouses, and/or dresses, which are clearly distinguishable from other VA uniforms currently in use. The uniforms shall be worn as designed by the uniform manufacturer. Sandals or other open toed shoes shall not be worn.

2.6.2 Identification Badges: All personnel shall display identification badges, except for protective clothing, which shall include the employee's full name and Contractor's full name.

2.6.3 Protective Clothing: When required, the Contractor personnel shall wear special protective clothing and shoe covers while working in designated areas. They shall be used as specified and then destroyed, as directed by the COR/designee.

2.7 Personal Hygiene: Contractor personnel shall be clean and wear a clean uniform at all times when in patient care and public areas. Fingernails shall be clean and free of dirt, and hair shall be neatly trimmed and combed.

2.8 Privacy Requirements:
HIPAA COMPLIANCE: HIPAA compliance is required. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA).

PRIVACY ACT/INFORMATION SECURITY Under specifications of the contract, ________________________________ (name of Contractor) must comply with all conditions prescribed under the Privacy Act of 1974. All materials are confidential and any breach of confidentiality and/or unauthorized release of information is subject to penalty of $5,000 to $10,000 dollars for each offense. Any individual making unauthorized disclosure may be criminally liable for violations of the Act. A full copy of the Privacy Act of 1974 is available upon request.

2.9 Infection Control Requirements:
Health Tests: Janitorial employees working at the Fort Collins CBOC must be able to provide evidence of Infection Control orientation, appropriate health screening and follow-up procedures to appropriate VA personnel, Infection Control Coordinator or COTR. Contract personnel working must comply with the Occupational Safety and Health Administration (OSHA) standards related to Blood borne pathogens and Tuberculosis (TB) as appropriately related to the duty position they will hold.
Hepatitis B vaccination: the contractor will maintain an employee's declination or completion form.
Exposure to Potentially Infectious Blood borne Pathogens (BBP): Employee's experiencing an exposure to potentially infectious BBP should immediately notify their supervisor or COTR. The contractor will provide appropriate post exposure follow-up, treatment and maintenance of required records.
Tuberculosis (TB) Screening: screening shall consist of a TB skin test within the previous 12 months for TB-skin-test-negative workers and a chest x-ray for those who are TB skin test positive. For employee's who cannot provide documentation of a TB skin test within the last 12 months and are identified as in a high-risk category, a two-step TB skin test will be obtained. A two-step test includes placement and reading of an initial TB skin test with an additional placement and reading of a second TB skin test one week after the reading of the initial test. Any workers identified as having been exposed to a potentially infectious active TB patient while providing services at the Cheyenne VAMC will be notified and the contractor will be responsible for any follow-up TB testing.
Employees should know their own Hepatitis B vaccination status and TB skin test-screening results. The contractor will keep a record of all vaccinations status and screening results and be able to produce this information in writing to the Cheyenne VAMC within 24-hour period, if necessary.

2.10 Eating and Smoking: Eating or smoking by Contractor personnel is permitted only in designated areas.


The services covered by this contract shall be furnished by the contractor as defined herein. The Contracting Officer or designee, reserves the right to change/adjust/establish any hours of performance. The normal work hours are described below:
Contractor staff shall begin work after 6pm, Mon-Fri, and finish prior to 5:30 am. In addition, weekend hours are acceptable for larger tasks, as the clinic is closed on Saturday and Sunday.

3.1. FEDERAL HOLIDAYS: The ten holidays observed by the Federal Government, i.e., New Year's Day, Martin Luther King Jr.'s Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a federal holiday.

GOVERNMENT PRIMARY POINTS OF CONTACT (POC's): Submit offers or any questions to the primary POC Ian Boettcher

DEADLINES: Submit questions and quotes to the primary POC. All questions or requests for information must be submitted by email no later than June 06, 2014 @ 4:00 P.M. MST.
All quotes must be submitted by email no later than June 20, 2014 @ 4:00 P.M. MST.
OTHER PERTINENT SUBMISSION INFORMATION: The proposal must list the Company name, address, DUNS number, and point of contact to include phone number and email address. If you need to obtain or renew a DUNS number or CAGE code, please visit In order to be eligible for the award, contractors must be registered in SAM.
Please send Quote to:
Department of Labor Wage Determination No. 2005-3009, Revision No. 15, dated June 19, 2013 is incorporated into this contract.
PROVISIONS/CLAUSES: The following Federal Acquisition Regulation (FAR) and Veterans Affairs Acquisition Regulation (VAAR), provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: & ):
The provision at 52.212-1 Instructions to offerors- Commercial applies to this acquisition with following addendum:
The following FAR provisions apply to this solicitation and are incorporated in full text:
52.216-1 TYPE OF CONTRACT (APR 1984)
The Government contemplates award of a Firm-Fixed-Price contract resulting from this solicitation.
(End of Provision)
The following FAR / VAAR provisions apply to this solicitation and are incorporated by reference:
VAAR 852.273-70 LATE OFFERS (JAN 2003)

52.212-2 Evaluation-Commercial Items (Jan 1999)
(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government; technical, past performance and price considered. Past performance is of greater importance than technical and when combined, technical and past performance is of greater importance than price. The following factors shall be used to evaluate offers:
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the Offer deemed to be the most advantageous to the Government. Competing offeror's technical approach and past performance will be evaluated as significantly more important than price considerations, with past performance being more important than technical. The lowest price proposal may not necessarily be selected; likewise, the proposal receiving the highest technical rating may not necessarily be selected. Offerors who propose to perform the work for an unrealistically low price will not be considered for award. Where applicable, the techniques and procedures described under FAR 13.106-2 will be the primary means of assessing proposal reasonableness. An offeror's proposal shall represent the offeror's best efforts to respond to the solicitation. By submission of its quote, the offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being determined technically unacceptable. Offeror's must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The evaluation process shall proceed as follows:
Factor 1: Technical Approach
Provide a detailed narrative as to how the offeror plans to meet the requirements of the Performance Work Statement, addressing all points including, but not limited to, staffing, supervision, performance of the required tasks, and quality assurance.
Technical explanations will receive a rating of Acceptable or Unacceptable based on whether or not they address all aspects of the PWS in a satisfactory manner.

Factor 2: Past Performance
Past performance information will be evaluated in accordance with FAR 13.106-2. In assessing past performance the Government may employ several approaches including: (a) reviewing past performance data submitted (b) seeking additional present and past performance and (c) using data independently obtained from other Government and commercial sources (e.g., the Past Performance Information Retrieval System (PPIRS)).
The Government will conduct a performance confidence assessment based on aspects of an offeror's past performance, focusing on and targeting performance that is recent (within the last 3 years), relevant to the requirements of this solicitation, and similar in complexity and magnitude compared to the requirements of the solicitation. Performance that is not recent, relevant, similar in complexity, or similar in magnitude will not be evaluated for purposes of the confidence assessment. The performance confidence assessment process will result in an overall confidence rating. This performance confidence assessment rating represents the Government's judgment of the probability of an offeror successfully accomplishing the proposed effort based on the offeror's demonstrated present and past performance. Lack of recent and relevant past performance that is similar in complexity and magnitude to this solicitation will not be evaluated favorably or unfavorably, but on a neutral or unknown basis. If adverse past performance is revealed, the offeror will be afforded an opportunity to address the adverse information (unless the information was obtained through PPIRS, in which case the offeror has already had an opportunity to respond).

Rating                            Definition

Significant-Confidence    Based on offeror's performance record, the Government has significant confidence (i.e., little doubt exists) that the offeror will successfully perform the required effort.
Satisfactory-Confidence    Based on the offeror's performance record, the Government has confidence that the offeror will successfully perform the required effort. Normal Contractor emphasis should preclude any problems.
Neutral/Unknown -Confidence    No performance record is identifiable or the offeror's performance record is so sparse that no confidence assessment rating can be reasonably assigned.
Limited Confidence    Based on the offeror's performance record, doubt exists that the offeror will successfully perform the required effort.
No Confidence     Based on the offeror's performance record, extreme doubt exists that the offeror will be able to successfully perform the required effort.

NOTE: A small business that submits a proposal indicating that they will be subcontracting or teaming with another company, must show that they are capable and will be performing 51% of the work.
Subcontractor Consent: Past performance information pertaining to a proposed subcontractor cannot be disclosed to an offeror without the subcontractor's consent. Offeror shall provide with its proposal a letter from each proposed subcontractor that will perform major or critical aspects of the requirement, consenting to the release of its past performance information to an offeror.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
Offeror to include a completed copy of the provision at 52.212-3, Offeror Representation and Certifications-Commercial Items, Offeror must submit a completed copy of this provision with its proposal for the proposal to be considered. See for online submittal);
The clause at 52.212-4, Contract Terms and Conditions--Commercial Items; applies to this acquisition with following addendum:
The following FAR clauses apply to this solicitation and are incorporated in full text:
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.
(End of Clause)
(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.
(End of Clause)
Funds are not presently available for performance under this contract beyond September 30 of ANY fiscal year. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30 of ANY fiscal year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.
(End of Clause)

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:
(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.
(b) General Liability: $500,000.00 per occurrences.
(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.
(End of Clause)
This contract includes FAR 52.219-14 Limitations on Subcontracting. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an "Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement" to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.
(End of Clause)
The following FAR clauses apply to this solicitation and are incorporated by reference: 52.228-5 INSURANCE - WORK ON A GOVERNMENT INSTALLATION (JAN 1997), 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS (DEC 2013), 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

The following VA Acquisition Regulation (VAAR) clause applies and is incorporated in full text:
The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor (End of Clause)
(a) Definitions. As used in this clause-
(1) Contract financing payment has the meaning given in FAR 32.001.
(2) Designated agency office has the meaning given in 5 CFR 1315.2(m).
(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.
(4) Invoice payment has the meaning given in FAR 32.001.
(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.
(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.
(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:
(1) VA's Electronic Invoice Presentment and Payment System. (See Web site at
(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site ( includes additional information on EDI 810 and 811 formats.
(d) Invoice requirements. Invoices shall comply with FAR 32.905.
(e) Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for:
(1) Awards made to foreign vendors for work performed outside the United States;
(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;
(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;
(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or
(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.
The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/ she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Colorado. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from.
(End of Clause)

    (End of Addendum to 52.212-4)

The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders-Commercial Items applies to this acquisition, the following clauses apply: 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013), 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013), 52.219-14, Limitations on Subcontracting (NOV 2011), 52.219-28, Post Award Small Business Program Representation (Jul 2013), 52.222-3, Convict Labor (June 2003), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Mar 2007), 52.222-35, Equal Opportunity for Veterans (SEP 2010), 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010), 52.222-37, Employment Reports on Veterans (SEP 2010), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011), ) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008), 52.232-34, Payment by Electronic Funds Transfer--Other than System for Award Management (Jul 2013), 52.222-41, Service Contract Act of 1965 (NOV 2007) 11150 - Janitor         (WG-3) $11.15 + $3.81

(End of Document)

Ian Boettcher

Contract Specialist

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