Housekeeping services for Department of Veterans Affairs Myrtle Beach Primary Care Clinic 3381 Phillis Blvd, Myrtle Beach, SC 29577, C&P Clinic Building 654 Pulaski St, Goose Creek & Optometry Clinic Building 746 Pulaski St, Goose Cree
Solicitation Number: VA-247-15-Q-0807
Notice Type: Combined Synopsis/Solicitation
Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial services prepared in accordance with the format in subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and 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.
(ii) The solicitation number is VA-247-15-Q-0807 and is issued as a Request For Quotation (RFQ)
(iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-52, November 2, 2011. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR)
(iv) This solicitation is issued as a Service Disable Veteran Owned Small Business set aside. The North American Industry Classification System (NAICS) code is 561720, and the size standard is $16.5 million.
(v) This requirement is for one base year and four option years. Vendors are therefore asked to completed price list for each year in their response, and to include a Grand Sum Total for Base year and 4 Option Years.
BASE YEAR: 10/01/2015-09/30/2016
Item Description Qty Unit of Unit Total Measures Price Price
001 JANITORIAL SERVICES FOR MYRTLE BEACH 12 MO $______ $______
PRIMARY CARE CLINIC, GOOSE CREEK
OPTOMETRY AND COMPENSATION & PENSION
CLINICS.
BASE YEAR TOTAL $_________
OPTION YEAR 1: 10/01/2016-09/30/2017
Item Description Qty Unit of Unit Total Measures Price Price
001 JANITORIAL SERVICES FOR MYRTLE BEACH 12 MO $______ $______
PRIMARY CARE CLINIC, GOOSE CREEK
OPTOMETRY AND COMPENSATION & PENSION
CLINICS.
OPTION YEAR 1 TOTAL $_________
OPTION YEAR 2: 10/01/2017-09/30/2018
Item Description Qty Unit of Unit Total Measures Price Price
001 JANITORIAL SERVICES FOR MYRTLE BEACH 12 MO $______ $______
PRIMARY CARE CLINIC, GOOSE CREEK
OPTOMETRY AND COMPENSATION & PENSION
CLINICS.
OPTION YEAR 2 TOTAL $_________
OPTION YEAR 3: 10/01/2018-09/30/2019
Item Description Qty Unit of Unit Total Measures Price Price
001 JANITORIAL SERVICES FOR MYRTLE BEACH 12 MO $______ $______
PRIMARY CARE CLINIC, GOOSE CREEK
OPTOMETRY AND COMPENSATION & PENSION
CLINICS.
OPTION YEAR 3 TOTAL $_________
OPTION YEAR 4: 10/01/2019-09/30/2020
Item Description Qty Unit of Unit Total Measures Price Price
001 JANITORIAL SERVICES FOR MYRTLE BEACH 12 MO $______ $______
PRIMARY CARE CLINIC, GOOSE CREEK
OPTOMETRY AND COMPENSATION & PENSION
CLINICS.
OPTION YEAR 4 TOTAL $_________
GRAND SUM TOTAL FOR BASE YEAR AND 4 OPTION YEARS $___________
(vi) The following is a detailed description of the requirements for this solicitation:
RALPH H. JOHNSON VA MEDICAL CENTER
STATEMENT OF WORK-HOUSEKEEPING SERVICES
The contractor shall furnish all management, labor, personnel, materials, tools, and equipment to provide housekeeping services for Department of Veterans Affairs Myrtle Beach Primary Care Clinic located at 3381 Phillis Blvd, Myrtle Beach, SC 29577, C&P Clinic Building 654 Pulaski St, Goose Creek, SC 29455 (at the Naval Weapons Station) & Optometry Clinic Building 746 Pulaski St, Goose Creek, SC 29455 (at the Naval Weapons Station).
A. GENERAL SERVICES FOR MYRTLE BEACH PRIMARY CARE CLINIC: Housekeeping services will provide cleaning of treatment areas and administrative support offices to maintain a satisfactory facility condition and present a clean, neat, and professional appearance.
The contractor will accomplish all cleaning tasks according to the provided cleaning frequency tables. The contractor is required to provide all cleaning chemicals and paper products required to replenish all dispensers and plastic liners for all waste receptacles. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, instructions, and commercial practices.
Myrtle Beach Primary Care Clinic total approximate square footage for is 16,926 with an estimated square footage of carpet area of 500 and an estimated square footage of uncarpeted area of 16, 426. They are a total of 9 bathrooms; 46 sinks; 2 urinals and 9 toilets. They are no showers and no locker rooms. They are 40 exam rooms; 24 office spaces; 4 conference rooms; 2 break rooms; 4 storage rooms and 2 waiting/lobby areas. Please see attachment A Floor Plan
At the Myrtle Beach Specialty Care Annex, 1101 Johnson Ave, Suite 204, Myrtle Beach, SC 29577 the contractor shall collect infectious "red bag" waste daily and prepare for shipment. Other janitorial services at the Specialty Care Annex only such as cleaning and regular trash collection is done via a separate contract as is the shipment and destruction of the infectious waste this contract will collect at this building. They are approximately 15 rooms that the contractor must visit daily at the Myrtle Beach Specialty Care annex building to collect red bag infectious waste.
The Myrtle Beach Primary Care Clinic has an estimated number of 50,000 patient visits per year and is staffed with 52 Full-Time Employees.
B. GENERAL SERVICES FOR C&P CLINIC BUILDING & OPTOMETRY CLINIC BUILDING: Housekeeping services will provide cleaning of treatment areas and administrative support offices to maintain a satisfactory facility condition and present a clean, neat, and professional appearance. The contractor will accomplish all cleaning tasks according to the provided cleaning frequency tables. The contractor is required to provide all cleaning chemicals and paper products required to replenish all dispensers and plastic liners for all waste receptacles. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, instructions, and commercial practices.
Total approximate square footage is 16,926: 2,200 C&P Clinic Building; 2,726 Optometry Clinic Building. There are no carpet area and an estimated 4,926 square footage of uncarpeted area. They are 4 bathrooms; 11sinks; 2 urinals; 4 toilets; and 1 shower. They are no locker rooms; 14 exam rooms; 3 office spaces; and no conference rooms. They are 2 break rooms; 2 storage rooms and 2 waiting/lobby areas. Please see attachment B Floor Plan
The Optometry Clinic has an estimated number of 6,500 patient visits per year and is staffed with 7 Full-Time Employees. The C&P Clinic has an estimated number of 6,000 patient visits per year and is staffed with 14 Full-Time Employees.
WORK HOURS FOR Myrtle Beach Primary Care Clinic located at 3381 Phillis Blvd, Myrtle Beach, SC. 29577:
1. Normal Work Hours: 4:00pm-12:00 Midnight, Monday through Friday at all locations. In addition, there will be one working supervisor on duty Monday through Friday, 8:00am-4:30pm and during special cleaning projects.
2. Saturday Work Schedule: 8:00am-12:00 noon. Saturday cleaning shall include exam rooms, clinic entrance, check-in/waiting areas, blood drawing lab and restrooms along with the cleaning of treatment areas and administrative support offices to maintain a satisfactory facility condition and present a clean, neat, and professional appearance.
3. National Holidays: The ten holidays observed by the Federal Government are: New Year's 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.
WORK HOURS FOR C&P Clinic Building 654 Pulaski St, Goose Creek, SC 29455 (at the Naval Weapons Station) and Optometry Clinic Building 746 Pulaski St, Goose Creek, SC 29455 (at the Naval Weapons Station):
1. Normal Work Hours: 4:00pm-12:00 Midnight, Monday through Friday at all locations. In addition, there will be one working supervisor on duty Monday through Friday, 8:00am-4:30pm and during special cleaning projects.
2. At the Naval Weapon Station C&P and Optometry Buildings, the contractor shall provide lunchtime service of restrooms in both buildings and light cleaning at noon Monday through Friday. Restroom service is considered at a minimum to be general cleaning and replenishing paper products as necessary.
3. Contractors Work Schedule shall take into account extended clinic hours to include Wednesday evening until 6:30pm and Saturday mornings from 8:00am-12:00 noon. This will include exam rooms and may also require additional cleaning of the clinic entrance, check-in/waiting areas, blood drawing lab and restrooms.
4. National Holidays: The ten holidays observed by the Federal Government are: New Year's 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.
B. SPECIFICATIONS:
1. Building Security.
a. Keys. The contractor shall be provided keys or allowed access to all areas and rooms requiring cleaning. Keys provided to the contractor shall not be duplicated. In the event a key is lost or duplicated, all locks and keys on that system shall be replaced by the Government. The contractor shall be responsible for the total cost involved in replacing keys and cores. The contractor shall be responsible for immediately reporting the occurrence of a lost key to the Contracting Officer Technical Representative (COTR) or his/her designee.
b. Contractor employees shall not allow any unauthorized person the use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.
c. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Ensure areas are secured, windows are closed and locked and the alarm is set. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.
d. Contractor is responsible for ensuring all contracted personnel have required VA background investigation completed and have PIV authentication process and badge issued prior to beginning work at any VA location. Contractor may be required to procure background checks at their own expense if they fail to comply with instructions provided by the government.
2. Safety.
a. The contractor shall display warning signs that have been approved by the COTR in all areas where housekeeping operations may cause traffic obstruction or personnel hazard. Signs shall contain easily understood directions and guidance in English and Spanish.
b. The cleaning of lobbies and corridors resulting in a temporary wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas (1/2 of the hallway or area at a time). The contractor must comply with all Life Safety Regulations.
c. Contractor is responsible for Handling/Cleaning of VA Furniture/Equipment normally found in a clinic unless otherwise instructed by the COTR or designee.
d. Government owned equipment that is plugged in for recharging shall not be unplugged by the contractor.
3. All optometry tables, wheelchairs, examination tables and other furniture and equipment shall be cleaned in accordance with the government requirements. The contractor shall be responsible for moving and returning the furniture and equipment to its original position when cleaning it or under/around/behind it.
4. All tasks accomplished by the contractor personnel shall be done so as to preclude damage or disfigurement of furniture and building structure. The contractor shall correct any damage caused by his employees to any part of the building or equipment or any area covered by this contract at the contractor's expense.
5. Frequency of Services Required:
a. All tasks will be performed according to the Cleaning Frequency Chart below. The following additional rules will apply to all areas as appropriate:
i. A Hospital grade germicide solution will be used for mopping restroom floors. Cleaning solution shall be changed after mopping each restroom.
1. A complete list of chemicals to be used on all surfaces shall be provided by the contractor to the COTR no later than the post award conference.
a. All chemicals and supplies are subject to approval/rejection by the COTR.
2. Contractor must provide all materials Safety Data Sheets (MSDS) for any chemical product used in the execution of this contract. MSDS sheets shall be provided at the post award conference and a copy shall be maintained at each location work is performed and shall be kept in an appropriately labeled MSDS Book.
ii. A Hospital grade germicide solution will be used for cleaning/disinfecting all High Touch Objects. These objects include door handles, light switches, exam tables, sinks, sink handles, faucets, toilet seats, toilet flush handles, hand rails, telephones, chair handles, drawer handles, IV poles, and exam room countertops. (See attached)
iii. After cleaning using the appropriate method (vacuum, sweep, dust mop, damp mop, scrub, etc.) all floors will have a clean and uniform appearance free of streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or any other blemish.
1. All cove base, trim, and furniture shall be free of cleaning product residue or buildup after the cleaning or waxing of any floor surface.
iv. Exterior walk off mats will be cleaned and lifted daily; any soil or moisture underneath shall be removed. All mats will be returned to their original location.
v. In the removal of trash, any obviously soiled or torn receptacle liners shall be replaced. At a minimum all liners should be changed two times per week. The contractor is responsible for providing replacement receptacle liners.
vi. Trash will be removed from the premises when collected and placed in the nearest approved outside collection point. This includes any outdoor trash and ash receptacles at entrances and smoking shelter.
1. Building occupants, not the contractor, will be responsible to recycle and empty their own individual recycling containers and sensitive materials containers into a centrally located recycling container.
vii. Regulated Waste - The contractor must provide personnel trained in the handling of regulated medical waste (RMW). RMW is to be packaged in accordance with applicable state and federal regulations by the contractor and stored onsite in the soiled utility closet or other designated space.
1. The removal of RMW from the premises is accomplished through a separate contract.
viii. Constant policing - the supervisor employed during clinic operating hours, in addition to the duties described herein, shall monitor all public areas and restrooms, clean any spills or stains or other mishaps that occur during normal operations immediately. Cleaning, as the need arises; including the cleanup and organization of papers and magazines in waiting areas, removal of all waste streams as needed, replenishing consumable paper supplies, spot cleaning walls and floors and entry doors and glass. The employee will be under the day to day direction of the nurse manager of the Myrtle Beach Community Based Outpatient Clinic or his/her designee. The same applies at all other locations associated with this contract; the employee is under the day to day direction of the nurse manager at the location.
MINIMUM CLEANING FREQUENCY CHART
Restrooms Daily Weekly Monthly Quarterly Semi-Annually Annually As Needed
Dust mop and wet mop floors X X
Scrub floors/ recoat as needed - minimum 5 coats X X
Clean/disinfect sinks and sink surfaces including undersides and pipes X X
Clean mirrors X X
Clean/Disinfect showers X X
Clean/disinfect commodes (inside and out) X
Spot-clean all walls (room and stalls) X X
Refill dispensers (toilet paper, paper towels, toilet seat covers) - All dispensers will be cleaned daily and refilled as appropriate X X
Soap, alcohol foam, and Lotion dispensers (clean and refill as necessary - ensure no expired product is used or allowed to remain in dispenser past expiration date) X X
Trash removal - including the cleaning/disinfection of inside and outside of waste receptacle X X
Deep clean grout (walls and floors) X X
All other space Daily Weekly Monthly Quarterly Semi-Annually Annually As Needed
Vacuum carpets X X
Vacuum walk off matting (interior and exterior) X X
Dust and Wet mop tile floors X X
Clean cove base X X
Strip and refinish tile floors X X
Top scrub and recoat tile floors - minimum 5 coats X X
Buff tile floors and apply wax as necessary to maintain highly polished appearance (Fridays) X X
High dust walls/wall art X X
Wash Walls/Cabinet/Fronts, etc. X X
Clean fixtures and equipment (ex: patient scales, refrigerator and microwave exteriors, etc.) X X
Dust all flat surfaces (i.e. file and general cabinet tops, refrigerator tops, window sills, high and low dusting, chair and base molding, etc.) X X
Dust and clean furnishings (including but not limited to: tables, chairs, desks, magazine racks, fire extinguishers, window blinds and sills) X X
Clean/Disinfect water fountains X X
Light Fixtures and Vents (dust and clean exterior of vents, remove dead bugs and dust from light fixtures)
X
X
Contractor owned equipment (must maintain clean equipment for use) X X
Glass Daily Weekly Monthly Quarterly Semi-Annually Annually As Needed
Interior Window Glass (including doors) X X
Exterior Glass doors X X
Other exterior glass X X
Exterior of Building Daily Weekly Monthly Quarterly Semi-Annually Annually As Needed
Entrance/exit stairs or ramps will be swept and cleaned X X
Clean exterior matting X X
Patio Areas and Smoking Areas policed, glass cleaned, and trash emptied X X
Exterior of windows X X
Interior of Building Daily Weekly Monthly Quarterly Semi-Annually Annually As Needed
Hanging and Replacing Worn, Torn and/or stained Cubicle Curtains (Cubicle Curtains shall be supplied by the Government. Contractor shall be responsible for the labor required to hang and replace worn, torn and/or stained Cubicle Curtains and for transporting the same to the designated laundry facility).
X X
C. GOVERNMENT FURNISHED EQUIPMENT/SUPPLIES
1. N/A - Contractor is responsible to furnish all supplies necessary to perform work described.
D. CONTRACTOR FURNISHED EQUIPMENT/SUPPLIES
1. The contractor shall furnish the supplies necessary to perform all services required. Supplies and equipment shall meet the specifications below and comply with VA, federal or state Occupational Safety and Health Standards and fire regulations. Contractor furnished items shall be subject to use by VA employees. A listing of these items follows: toilet tissue, paper towels, toilet seat covers, antimicrobial hand soap, alcohol foam hand cleaner, trash can liners for each size can and all cleaning chemicals.
All products supplied by the contractor must fit in VA provided dispensers and trash receptacles.
a. Contractor shall provide a small supply of paper products to each location to prevent each facility from running out of paper products in between cleanings if patient/visitor volume is unexpectedly high.
2. All items used in the execution of this contract shall be approved by the facilities Infection Control Committee (ICC) and the COTR prior to being used. The contractor shall obtain Material Safety Data Sheets, Occupational Safety and Health Administration (OSHA) Form 20 for all chemical products used and must provide a copy to the COTR. New supplies or changes in previously approved materials shall require product literature and may require samples. Any change in supplies or chemicals must be requested in writing and approved by the COTR not less than thirty days prior to use in the execution of this contract.
NOTE: Aerosol sprays shall not be used in patient treatment areas.
3. Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to government property. At no time shall chairs, wastebaskets, brooms, mops, or any other items normally placed on the floor be placed on any surface of furniture or equipment.
4. All containers of cleaning chemicals and similar products shall be conspicuously marked (preferably with a factory label), to identify contents. All other labels must be removed or defaced. Materials bearing a Department of Transportation (DOT) red label (flammable) shall not be used. No unlabeled chemicals are permitted for use anywhere within the facility. No unlabeled containers are permitted.
5. Contractor's equipment shall be compatible with existing sources of government furnished electrical power. All equipment shall comply with current safety standards. All equipment shall be cleaned with a disinfectant/detergent each day prior to storage.
6. All electrically operated equipment shall be equipped with hospital quiet-type motor, be third-wire grounded, and equipped with an appropriate length of UL approved three-conductor cord. Extension cords are prohibited.
7. All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.
8. When not in use, equipment shall be removed from the premises or stored in designated areas only. Trash containers shall be washed each day prior to storage.
9. Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. All materials not immediately used shall be properly stored.
10. The disinfectant/detergent used shall be currently Environmental Protection Agency (EPA) registered as a hospital grade germicidal (pseudomonicidal and staphylocidal), fungicidal and viricidal at the recommended use dilution. The manufacturer's labeled instructions for use dilution shall be followed. The disinfectant/detergent used shall be compatible in use with the microorganisms which may be prevalent in the local area.
a. In the event of an outbreak of Methicillin Resistant Staphylococcus Aureus (MRSA), Clostridium Difficile (C-Diff) etc., only germicides specifically designed and labeled shall be used to clean/disinfect areas affected by the outbreak (generally bleach based germicides).
b. Bleach or bleach based products, shall only be used in these situations and shall not be used for routine daily cleaning/disinfecting.
11. Carpet shampoo shall be used in accordance with manufacturer's recommendations.
a. Carpet shampoo shall not be left to dry in fabric or carpets and shall be extracted with water after cleaning.
12. Mop heads shall be laundered after each use. Disposable mop heads may be made of non-woven fabric or a listless fabric consisting of textile fibers or a combination of fibers and yam and be clear or neutral in color. No oil based treatments are allowable. The chemical treatment shall not have a "flashpoint" of less than 330B: Fahrenheit and shall be free of specifiable matter. The compound shall not heat spontaneously under service conditions. Total treatment residue in mop heads shall contain no carbon residue.
a. Dirty mop heads shall not be left or stored on the premises nor shall mop buckets be left on premises with any solution (used or clean) left in them.
13. Vacuum Cleaners shall have hospital grade HEPA filtration systems. All vacuum equipment (i.e. tank, hose and bag) shall be cleaned daily with hospital disinfectant/detergent. Vacuum filters shall be cleaned weekly at a minimum or as needed.
14. Trash collection containers shall be rigid, with a smooth interior finish, equipped with a snug fitting cover and hard rubber, non-marking, silent running casters. All trash containers shall meet local fire regulations. Trash carts shall be of such size that will not block width or block passageways for building evacuation. All trash collection containers shall be thoroughly cleaned and disinfected daily.
15. The double bucket mopping or microfiber system shall be used. Buckets shall be constructed of non-porous, acid resistant, seamless material.
16. Signs shall contain easily understood directions and guidance in English and Spanish.
17. Contractor Equipment. The government shall not be held responsible for any item of Contractor's equipment which may be lost, damaged or stolen. The Contractor shall tag or otherwise clearly mark all contractor owned equipment for identification.
18. When routine facility defects (dripping faucet, loose door, loose window frames, damaged walls or other items, etc.) are found, they shall be reported to the COTR or his/her representative.
19. All areas are to be pre-inspected by the contractor and shall receive cleaning, protection and beautification in keeping with the minimum standards established by the government. Contractor shall perform a deep cleaning of all areas within 30 days of beginning the contract to include, washing all walls, stripping and refinishing all tile flooring, shampooing/extracting all carpet and scrubbing all ceramic tile and other and surfaced flooring. A minimum of eight (8) coats shall be applied at startup.
E. QUALITY ASSURANCE
1. All work shall meet the standards specified herein and according to the attached VA Standards of Cleanliness spreadsheet. The Government will receive and investigate complaints from various customers located at the VA Myrtle Beach Primary Care Clinic and other locations associated with this contract. All information received will be provided either verbally and/or in writing to the contractor for appropriate action. All incentives and penalties will be judged according to the below Quality Assurance Surveillance Plan (QASP).
Quality Assurance Surveillance Plan
Required Service Performance Standard Monitoring Method Incentive/Disincentive for meeting or not meeting performance standards
Housekeeping Standards of Cleanliness Complete the cleaning of the buildings and contents as specified in the statement of work and according to the Cleaning Frequency Chart and Standards of Cleanliness spreadsheet Unannounced inspection, direct observation and COTR review of submitted reports or substantiated complaints by building occupants. Invoice shall be deducted 1% of the total monthly amount for each occurrence above two per building per quarter that doesn't meet the performance standard.
Chemical Safety Chemicals are to be utilized per manufacturer's instruction. No improper mixing of chemicals. No unlabeled containers or chemicals.
No improper storage of chemicals or chemicals left unattended by contractor in compliance with all applicable laws and regulations.
Only utilize chemicals that have been pre-approved by COTR. Unannounced inspection, direct observation and COTR review of submitted reports or substantiated complaints by building occupants. Invoice shall be deducted 1% of the total monthly amount for each substantiated discrepancy.
Building occupant and contractor safety are of paramount importance.
2. Contractor Quality Control Program
a. The contractor shall have a quality control program to assure all requirements of the contract are met as specified. The program shall be detailed and provided in writing to the Contracting Officer or his/her designee. The program shall be continuously improved to keep in compliance with OSHA, Joint Commission, and Infection Control guidelines.
b. The contractor shall provide upon request all documentation in regards to this Quality Control program including guidelines and inspection results.
3. Periodic Progress Meetings
a. The Contracting Officer, COTR, or other government personnel as appropriate and the contractor shall have periodic meetings to discuss the contractor's performance. Items for discussion include, but are not limited to: inspection results, customer complaints, opportunities to improve performance, steps taken by the contractor to prevent occurrences in the future. The contractor shall provide a summation of unsatisfactory findings and customer complaints and provide insight into any identified trends.
F. OTHER REQUIREMENTS
1. All items are contained in this subsection are required to be provided by the contractor by the listed deadline and are subject to penalties for delinquency. A penalty of 1% of the total monthly invoice, per day per line item shall be administered for any deadline not being met as outlined in the following table:
Requirement Timeline/Deadline/Specification
Cleaning Inventory Supply list - a full list of chemicals to be utilized in execution of contract and all associated MSDS sheets provided to COTR. No later than post award conference.
Contractor Quality Control program Written submission of program no later than 5 days prior to starting date of contract
Provide Reports / Job related data upon request. Contractor is required to provide reports and job related data within 3 business days of request. Reports may include but are not limited to (for each location): hours worked, supplies consumed, accident reports, summary of quality assurance program results, summary of complaints, etc.
List of Employees / Proof of Training / Background Checks / Security Clearance Contractor shall provide comprehensive list of employees, by contract location, prior to the start of the contract. The employee list must include good contact phone numbers for each employee as well as all completed training as proof of compliance with all applicable laws and requirements.
All contracted employees are required to pass a background check and obtain/maintain a security clearance to work on Department of Defense installations in the execution of this contract.
Seamlessness of Service Contractor is responsible to provide replacement personnel immediately in the event that any in their employ cannot complete the work assigned. There shall be no instances where work is not performed as required and in accordance with Work Hours (section B).
G. Security Accreditation Package
The Q&A requirements do not apply. A security accreditation package is not required.
Attachments
Attachment A 1 Attachment A 2 Attachment A 3 Attachment B 1
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(vii) The estimated Performance Period is as follows:
Base Year: 10-01-2015 through 09-30-2016
Option Year One: 10-01-2016 through 09-30-2017
Option Year Two: 10-01-2017 through 09-30-2018
Option Year Three: 10-01-2018 through 09-30-2019
Option Year Four: 10-01-2019 through 09-30-2020
Delivery FOB Destination to Ralph H Johnson, VA Medical Center, 109 Bee Street, Charleston, SC 29403
(viii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, FAR 52.216-18 Ordering; VAAR 852.236-76 Correspondence; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers; VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources
(ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation.
The Government anticipates awarding a single contract resulting from this solicitation to the lowest priced technically acceptable offer that conforms to all solicitation requirements. Award without discussions is contemplated and all offerors are encouraged to submit their best offer with their initial submission. Submitted offers shall not exceed 50 single-sided pages and any pages beyond this amount will be removed and not evaluated.
To be considered technically acceptable for award each offeror must provide with their submitted quote/offer:
a. Documentation that confirms the company/employees have the required licensing and certifications for performing the same type and kind of services specified in this solicitation.
b. Document that confirms the company has at least 10 years of satisfactory and relevant experience/past performance in the janitorial industry.
c. Documentation that confirms a minimum of 5 years in the healthcare sector including facilities of similar size and function of the Myrtle Beach Primary Care Clinic, the C&P Clinic Building and the Optometry Clinic Building Primary Care Clinic.
d. Documentation that confirms at least three (3) references for contracts in facilities similar in size and function of the Myrtle Beach Primary Care Clinic, the C&P Clinic Building and the Optometry Clinic Building Primary Care Clinic. Each reference must include the period of performance and contact information.
e. Documentation of an acceptable Contingency Plan for continuation of services in the event of unforeseen employee absence or above average turnover.
f. Documentation of insurance coverage and surety bonds relating to the work being performed.
g. Documentation of contractor staff training programs and contractor quality assurance programs.
h. Documentation of subcontractors and/or business partner's qualifications and/or ability to performance janitorial services in facilities similar in size and function of the Myrtle Beach Primary Care Clinic, the C&P Clinic Building and the Optometry Clinic Building Primary Care Clinic.
i. Documentation of subcontractors and/or business partners to be used in contract performance of janitorial services at the Myrtle Beach Primary Care Clinic, the C&P Clinic Building and the Optometry Clinic Building Primary Care Clinic.
j. Documentation that all contractor's staff understands and will be able to pass VA background checks/investigations and have the capability to complete all mandatory training to include but not limited to Privacy Training, Information Security Training, etc.
k. Documentation that confirms the company is a registered small business in the System for Award Management (SAM) located https:// www.sam.gov and a certified Service Disable Veteran Owned Business in VetBiz located https://www.vip.vetbiz.gov/.
(End of Evaluation Criteria)
(x) 52.212-3 Offeror Representations and Certifications - Commercial Items- Offeror's are to include a COMPLETED COPY OF PROVISION 52.212-3 WITH THE FAXED AND WRITTEN QUOTE, a copy of the provision may be attained from http://www.arnet.gov/far; if not provided, the offer may not be considered for award. These pages will not be counted against the 50 page limitation of the submitted offer. Alternately, the offeror may submit a statement that their Reps and Certs are visible at SAM.GOV.
(xi) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; VAAR 852.203-70 Commercial Advertising, VAAR 852.237-76 Electronic Invoice Submission of Payment Requests.
(xii) 52.212-5 Contracts Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; The following FAR clauses identified at paragraph b of FAR 52.212.5 are considered checked and are applicable to this acquisition: 52.219-4, 52.219-8, 52.219-28, 52.219-3, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.225-1, 52.232-34, 52.222-41, 52.222-44
Additional Clauses and/or Provisions:
52.209-5-- Representation By Corporations Regarding An Unpaid Tax Liability Or A Felony Conviction Under Any Federal Law (Deviation)(Mar 2012) -- (a) In accordance with Division H, sections 8124 and 8125 of P.L. 112-74 and sections 738 and 739 of P.L. 112-55 none of the funds made available by either Act may be used to enter into a contract with any corporation that-
(1) Has an unpaid federal tax liability, unless the agency has considered suspension or debarment of the corporation and the Suspension and Debarment Official has made a determination that this action is not necessary to protect the interests of the Government.
(2) Has a felony criminal violation under any Federal or State law within the preceding 24 months, unless the agency has considered suspension or debarment of the corporation and Suspension and Debarment Official has made a determination that this action is not necessary to protect the interests of the Government.
(b) The Offeror represents that-
(1) The offeror does [ ] does not [ ] have any unpaid Federal tax liability that has been assessed and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability.
(2) The offeror, its officers or agents acting on its behalf have [ ] have not [ X] been convicted of a felony criminal violation under a Federal or State law within the preceding 24 months.
52.216-1-- Type of Contract (Apr 1984) -- The Government contemplates award of a Firm-Fixed-Price, Requirements contract resulting from this solicitation.
52.217-5 --Evaluation of Options --Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).
52.217-8 -- Option to Extend Services. --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.
52.217-9 -- Option to Extend the Term of the Contract. -- (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 66 months.
52.219-6-- Notice of Total Small Business Set-Aside (Nov 2011) -- (a) Definition. "Small business concern," as used in this clause, means a concern, including its affiliates that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the size standards in this solicitation.
(b) Applicability. This clause applies only to--
(1) Contracts that have been totally set aside or reserved for small business concerns; and
(2) Orders set aside for small business concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).*
(c) General.
(1) Offers are solicited only from small business concerns. Offers received from concerns that are not small business concerns shall be considered nonresponsive and will be rejected.
(2) Any award resulting from this solicitation will be made to a small business concern.
(d) Agreement. A small business concern submitting an offer in its own name shall furnish, in performing the contract, only end items manufactured or produced by small business concerns in the United States or its outlying areas. If this procurement is processed under simplified acquisition procedures and the total amount of this contract does not exceed $25,000, a small business concern may furnish the product of any domestic firm. This paragraph does not apply to construction or service contracts.
52.222-52-- Exemption From Application Of The Service Contract Labor Standards To Contracts For Certain Services-Certification (May 2014) -- (a) The offeror shall check the following certification:
CERTIFICATION
The offeror [ ] does [ ] does not certify that-
(1) The services under the contract are offered and sold regularly to non-Governmental customers, and are provided by the offeror (or subcontractor in the case of an exempt subcontract) to the general public in substantial quantities in the course of normal business operations;
(2) The contract services are furnished at prices that are, or are based on, established catalog or market prices. An "established catalog price" is a price included in a catalog, price list, schedule, or other form that is regularly maintained by the manufacturer or the offeror, is either published or otherwise available for inspection by customers, and states prices at which sales currently, or were last, made to a significant number of buyers constituting the general public. An "established market price" is a current price, established in the usual course of ordinary and usual trade between buyers and sellers free to bargain, which can be substantiated from sources independent of the manufacturer or offeror;
(3) Each service employee who will perform the services under the contract will spend only a small portion of his or her time (a monthly average of less than 20 percent of the available hours on an annualized basis, or less than 20 percent of available hours during the contract period if the contract period is less than a month) servicing the Government contract; and
(4) The offeror uses the same compensation (wage and fringe benefits) plan for all service employees performing work under the contract as the offeror uses for these employees and for equivalent employees servicing commercial customers.
(b) Certification by the offeror as to its compliance with respect to the contract also constitutes its certification as to compliance by its subcontractor if it subcontracts out the exempt services. If the offeror certifies to the conditions in paragraph (a) of this provision, and the Contracting Officer determines in accordance with FAR 22.1003-4(d)(3) that the Service Contract Labor Standards statute-
(1) Will not apply to this offeror, then the Service Contract Labor Standards clause in this solicitation will not be included in any resultant contract to this offeror; or
(2) Will apply to this offeror, then the clause at FAR 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements, in this solicitation will not be included in any resultant contract awarded to this offer, and the offeror may be provided an opportunity to submit a new offer on that basis.
(c) If the offeror does not certify to the conditions in paragraph (a) of this provision-
(1) The clause of this solicitation at 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements, will not be included in any resultant contract to this offeror; and
(2) The offeror shall notify the Contracting Officer as soon as possible if the Contracting Officer did not attach a Service Contract Labor Standards wage determination to the solicitation.
(d) The Contracting Officer may not make an award to the offeror, if the offeror fails to execute the certification in paragraph (a) of this provision or to contact the Contracting Officer as required in paragraph (c) of this provision.
52.237-3 Continuity Of Services (Jan 1991)-- (a) The Contractor recognizes that the services under this contract are vital to the Government and must be continued without interruption and that, upon contract expiration, a successor, either the Government or another contractor, may continue them. The Contractor agrees to (1) furnish phase-in training and (2) exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor.
(b) The Contractor shall, upon the Contracting Officer's written notice, (1) furnish phase-in, phase-out services for up to 90 days after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan, and shall be subject to the Contracting Officer's approval. The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency.
(c) The Contractor shall allow as many personnel as practicable to remain on the job to help the successor maintain the continuity and consistency of the services required by this contract. The Contractor also shall disclose necessary personnel records and allow the successor to conduct on-site interviews with these employees. If selected employees are agreeable to the change, the Contractor shall release them at a mutually agreeable date and negotiate transfer of their earned fringe benefits to the successor.
(d) The Contractor shall be reimbursed for all reasonable phase-in, phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract.
(xiii) The Department of Labor Wage Determination applicable to this requirement is: WD 05-2473 (Rev 17) dated 12/22/2014. Descriptions for the occupations for this requirement and determining the appropriate wage determinations are the responsibility of the contractor, and the offeror is encouraged to coordinate with the Department of Labor in order to determine the appropriate job classifications for this requirement. The Agency assumes no responsibility or liability for a contractor's determination of the appropriate classification.
http://www.wdol.gov/sca.aspx
(xiii) n/a
(xiv) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition
(xv) n/a
(xvi) QUESTIONS: All questions regarding this solicitation need to be electronically submitted (email) no later than July 15, 2015 at 5:00 pm EST to Janica Francis-Hunter, NCO 7 Contract Specialist e-mail Janica.Francis@va.gov. The solicitation number must be identified on all submitted questions. No questions received after this date will be answered.
(xvii) SITE VISITS:
Site Visit for C&P Clinic Building & Optometry Clinic Building will be held on Tuesday, July 7th, 2015 at 11:00 a.m.
Site Visit for Myrtle Beach Primary Care will be held on Thursday, July 9th, 2015 at 11:00 a.m.
(xviii) QUOTES/OFFERS ARE DUE August 1, 2015 at 1:00 pm eastern standard time (EST). Only electronic offers (email) will be accepted. Submit quotes to Janica Francis-Hunter, NCO 7 Contract Specialist e-mail Janica.Francis@va.gov. All offers must include the solicitation number. Quotes/offers received after this date may not be considered for award. Please include the following information in your email subject line: "Housekeeping Services- Myrtle Beach Primary Care Clinic, C&P Clinic Building & Optometry Clinic (at the Naval Weapons Station) VA247-15-Q-0807.
(xvii) Contact information
Contracting Office Address:
Network Contracting Office 7-SAO EAST
Department of Veterans Affairs
325 Folly Road, Ste 300
Charleston, SC 29412
Place of Performance:
Myrtle Beach Primary Care Clinic
Ralph H Johnson VA Medical Center
Department of Veterans Affairs
3381 Phillis Blvd
Myrtle Beach, SC 29577
C&P Clinic Building
Ralph H Johnson VA Medical Center
Department of Veterans Affairs
654 Pulaski Street
Goose Creek, SC 29455 (at the Naval Weapons Station)
Optometry Clinic Building
Ralph H Johnson VA Medical Center
Department of Veterans Affairs
746 Pulaski Street
Goose Creek, SC 29455 (at the Naval Weapons Station)
Primary Point of Contact:
Janica Francis-Hunter, Contracting Specialist
Janica.Francis@va.gov
Phone: 843-789-6448
Fax: 843-789-6406
Janica Francis-Hunter
Contract Specialist (90C)
Department of Veterans Affairs
Ralph H. Johnson VA Medical Center
325 Folly Road, Ste 300
Charleston SC 29412
Contract Specialist
