SANITATION SERVICES
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 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.
Solicitation number VA249-14-Q-0509 is issued as a Request for Quotation (RFQ).
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular.
This requirement is Service-Disabled Veteran Owned Small Business (SDVOSB). The NAICS is 561720 and the small business size standard is $16.5. To receive consideration as SDVOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov.
Description of Services: The government anticipates awarding a Firm Fixed Price award. The bases of award will be Lowest Price Technically Acceptable (LPTA). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation requirements and will provide the best value to the government.
The Memphis VA Medical Center is seeking Janitorial Services with a Base Year plus Four (4) one-year option periods to renew. The Offeror is required to supply all labor and expert supervision required to maintain and provide cleaning procedures in numerous clinics, waiting areas, rest rooms, entry glass/mats and elevators/tracks located in Building 1. The Government will provide all cleaning chemicals including the approved germicidal disinfectant and the equipment. Work is to be accomplished during the hours of 6:00 a.m. and 4:30 p.m. Monday through Sunday to include Federal Holidays. The offeror representatives meet the needs of customers while supporting the medical center and service missions. Consistently communicates and treats customers, patients, visitors, volunteers, and all medical center staff in a courteous tactful and respectful manner. The customer is provided with consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively appropriately. No more than two (2) valid complaints per year. (See attached SOW and Cost Schedule for complete details).
Period/Place of Performance (POP): Memphis VAMC, Bldg. 1, 1030 Jefferson Avenue, Memphis TN 38104. Base Year - July 1, 2014 thru June 30, 2015 with four (4) one-year option periods to renew.
The following clauses and provisions apply to this solicitation:
52.204-7, Central Contractor Registration
52.212-1, Instructions to Offerors--Commercial
52.212-3, Offeror Representations and Certifications-Commercial Items
52.212-4, Contract Terms and Conditions-Commercial Items
52.212-5, Contract Terms and Conditions Required To Implement Statues or Executive Orders-Commercial Items
52.217-8, Option to Extend Services
52.217-9, Option to Extend the Term of the Contract
52.219-27, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
52.222-3, Convict Labor
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving
52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration
52.233-3, Protest after Award
852.203-70, Commercial Advertising
852.237-70, Contractor Responsibilities
Full text can be obtained at www.arnnet.gov.
Submission of Quote:
The Offeror shall submit their quote on company letterhead and shall include unit price, total , unit quantity, terms of any express warranty, unit price, overall total price, applicable shipping charges and item description as specified above, as offered discounts, proposed delivery time, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.
Quotes must be received by June 9, 2014 at 8:00am CST. Email your quote to lashanda.harrington@va.gov . All questions should be emailed to lashanda.harrington@va.gov, by May 30, 2014 at 8:00am CST.
The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov. The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. There will be no automated email notification of amendments. To keep informed of changes: Check www.fedbizopps.gov frequently. Any firm that is not considered a SDVOSB under this NAICS code should not submit a response to this notice.
DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis.
STATEMENT OF WORK
JANITORIAL SERVICES
VA Medical Center, 1030 Jefferson Avenue
Memphis, Tennessee 38104
A. INTRODUCTION: The Contractor is required to supply all labor and expert supervision required to maintain and provide cleaning procedures in numerous clinics, waiting areas, rest rooms, entry glass/mats and elevators/tracks located in Building 1 at the VA Medical Center 1030 Jefferson Avenue Memphis Tennessee. The Government will provide all cleaning chemicals including the approved germicidal disinfectant and the equipment. Work is to be accomplished during the hours of 6:00 a.m. and 4:30 p.m. Monday through Sunday to include Federal Holidays. The contractor representatives meet the needs of customers while supporting the medical center and service missions. Consistently communicates and treats customers, patients, visitors, volunteers, and all medical center staff in a courteous tactful and respectful manner. The customer is provided with consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively appropriately. No more than two (2) valid complaints per year.
B. SCOPE OF WORK: The Contractor shall provide all supervision, personnel, and transportation and other items necessary to perform janitorial services. Janitorial service applies to all designated areas Located in Building 1; clinics, waiting areas, restrooms, hallways, entranceways glass/mats and elevators.
SERVICE TO PERFORM (Monday through Sunday): Work is to be accomplished during the hours of 6:00 a.m. and 4:30 p.m. Monday through Sunday to include Federal Holidays.
Ambulatory Care - Building 1 - 1st and 2nd Floor:
DAILY
1. Empty all wastebaskets and replace with clean liners and spot-clean wastebaskets daily.
2. Clean and sanitize all drinking fountains four (4) times daily.
3. Clean and sanitize counter top daily.
4. Sweep and/or dust mop floor area daily. Clean floors including under and around furniture throughout areas of assignment daily.
5. Clean all glass including mirrors, glass doors, windowsills and ledges daily.
6. Dust damp-mop and burnish all tile floors and vacuum all carpeted floors daily.
7. Spot clean carpets daily.
8. Spot clean furniture, walls, doors, and glass daily.
9. Sweep and mop stairwells, high dusting and sanitize floors. (Ambulatory Care stairwell 1. Building 1 stairwell 1-2-4).
10. Remove dust and cobwebs from ceiling, walls and vents daily.
11. Clean all walls and partitions (as needed basis)
WEEKLY
12. Wash wastebaskets weekly
MONTHLY
13. Extract or steam clean all carpets monthly.
QUARTERLY
14. Clean all walls and partitions thoroughly accomplished on a semi-annually basis.
Bathroom Cleaning Daily (Monday through Sunday):
DAILY
1. Clean, sanitize, and polish all fixtures including toilet bowls, sinks, urinals, stainless steel four (4) times daily.
2. Clean all glass and mirrors daily.
3. Empty all waste containers and insert liners, spot-clean and sanitize containers.
4. Spot-clean all walls, doors, and partitions, daily. Wash walls and partitions weekly.
5. Refill all dispensers as needed such as soap, paper towels and toilet paper. VA will furnish toilet paper, paper towels, anti-microbial and lotion hand soap.
6. Sweep/mop and sanitize floors, remove buildup and debris from baseboards and corners daily. Clean floors including under and around furniture throughout areas of assignment daily.
7. Remove dust and cobwebs from ceiling, walls and vents daily.
8. Clean all walls and partitions (as needed basis)
WEEKLY
9. Wash wastebaskets weekly
QUARTERLY
10. Clean all walls and partitions thoroughly accomplished on a semi-annually basis.
SERVICE TO BE PERFORMATED (Monday through Friday): Work is to be accomplished during the hours of 8:00 a.m. and 2:30 p.m. Monday through Saturday excluding Federal Holidays.
Building 1 - Canteen:
DAILY
1. Empty all wastebaskets and replace with clean liners, spot-clean wastebaskets daily.
2. Clean up all spills and maintain area in a safe and sanitary manner daily.
3. Sweep and/or dust mop floors to keep floors areas clean of debris daily.
4. Wipe tables and keep clean of trash/debris daily.
5. Be flexible with any and all general housekeeping duties of the canteen area daily.
WEEKLY
6. Wash wastebaskets weekly
QUARTERLY
7. Wash all walls, dust ceiling vents, scrub tile and grout in kitchen, strip and wax VCT tile in the serving area. Scrub and polish floors in dining area. This should be accomplished quarterly.
8. Clean all walls, vents/hoods, windows and window ledges in the Main Kitchen quarterly.
9. Clean all walls, vents/hoods in the Canteen to include stripping VCT tile and scrub kitchen floors quarterly.
Building 1 - 2nd Floor Hallway:
1. Dusts mop all hallways removing all litter and debris, clean corners and baseboards (4) times daily.
Wet mop all hallways 4 times daily. Look for spills and remove promptly in an effort to avoid to accidents and injuries. Mop half of the hallway at a time.
Note: Post wet floor warning signs.
Building 1 -Restrooms:
1. The following restrooms are to be cleaned six (6) times daily.
Room CE174
Room CE174A
Room CE149
Room CE149A
Room CE181
Room CE181A
Room CW132
Room CW170
Room CW172
Room CW194B
Room CW194C
Room CW256
Room CW258
Room BW231
Room BW232
2. Empty all waste containers and insert liners, spot-clean and sanitize containers daily. Wash wastebaskets weekly.
3. The restroom is to be maintained by daily scheduled cleaning. (The deep cleaning of this restroom is completed in the evening.) These restrooms are to be monitored throughout the day. The restrooms need to be cleaned 1st thing in the morning and again later in the day. Cleaning of all areas is to be on as needed basis. The office is to communicate additional unscheduled cleaning with the contractor supervisor.
NOTE: Wall mounted posted Cleaning Schedule will be filled out daily and after each cleaning.
Building 1 - 1st and 2nd Floor
Elevators: P6 - P7 - P8 - P9 - P18 - P19
1. Stop elevator and lock in place. (Key Required)
2. Clean out door tracks with putty knife and metal brush to remove buildup and vacuum daily.
3. Wash walls, ceiling facings and doors with dampened wiping cloth daily.
4. Wipe dry to prevent spotting daily.
5. Use stainless steel polish/cleaner to brighten metal surfaces and (both sides) doors daily.
6. Dust mop/damp mops floors daily.
7. Strip and Refinish floor tile and burnish weekly.
EMERGENCY CLEANING: Upon notification by the COR, the Contractor shall respond within 1 hour of notification. The Contractor shall perform emergency cleaning required due to broken or leaking pipes, sinks, toilets or other occurrences requiring immediate corrective action to restore an area to its normal state of cleanliness and appearance. Emergency cleaning will be 100% inspected and shall be compensated in accordance with Service Performance Schedule in addition to the normal compensation paid under the contract.
SPECIAL EVENT CLEANING: Special events may require an extra effort on the part of the Contractor. These events include VIP visits, Inspector General Team visits, and other events determined by the COR. Cleaning services include any work identified Performance Schedule. The COR will notify the Contractor as soon as the requirement is known, but no less than 24 hours prior to the event. Notification may be verbal or written. If the notification is written, the Contractor shall date and initial the notification upon receipt, and if required, provide the Government a plan for completion of the special event cleaning within 1 workday. Special event cleaning will be 100% inspected and shall be compensated in accordance with item completed on Service Performance Schedule in addition to the normal compensation paid under the contract.
NOTE: Contractor to take all trash to the trash compactor located outside buildings.
C. PLACE OF PERFORMANCE: Memphis VAMC, 1030 Jefferson Avenue, Memphis TN 38104: Building 1, Canteen, Kitchen, Retail Store, Elevators, Clinics, Waiting areas, Entranceways glass/mats, Restrooms and Hallways. Site Visit will be granted on request.
D. PERIOD OF PERFORMANCE: Base + 4 year option to renew; annual firm fixed price contract.
E. GOVERNMENT FURNISHED PROPERTY: The Government will provide all cleaning chemicals including the approved germicidal disinfectant and the equipment. VA will furnish wet floor sign, toilet paper, paper towels, anti-microbial and lotion hand soap.
F. QUALITY CONTROL: The Contractor shall establish a complete quality control (QC) program for the performance requirements of this contract and shall provide a written copy of the same to the Government no later than 30 days of contract award. The contractor will maintain the QC program throughout the contract performance; and, at any time upon verbal or written request, shall provide a copy to the Government for review. The QC program shall the following:
1. An inspection system covering all work tasks stated in the contract. Inspection system shall include a check-off sheet for cleaning personnel to fill out each time an area is cleaned and posted in a conspicuous place where visible. It shall specify areas to be cleaned and inspected on per cleaning basis and satisfaction of compliance by inspector.
2. The Contractor shall maintain adequate records of all inspections made on cleaning personnel to indicate, (when, where, & what) and number of inspections they made, the inspector name, location, deficiencies and corrective action.
G. CERTIFICATION OF SERVICES: The 1st working day of the month the Contractor shall post in each building or working area, at a location predetermined by the Contracting Officer Representative (COR), a prepared inspection form. The form shall list the building number, area, services performed (daily, weekly, monthly or quarterly) and space for personnel/inspector to initial daily that work is performed.
H. SECURITY INCIDENT INVESTIGATION:
1. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in systems(s) to which the contractor/subcontractor has access.
2. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.
3. With respect to unsecured protected health information, the business associated is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notification need to be made in accordance with the executed business associate agreement.
4. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employee, and its subcontractors and their employees shall cooperate with the VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising for any incident, or obtain injunctive relief against any third party arising from, or related to the incident.
5. The C&A requirement do not apply, and that a Security Accreditation Package is not required.
6. Prior to the contractor performing work the staff in the area will be notified to secure all sensitive information in the area.
COST SCHEDULE
LaShanda Harrington
Contract Specialist
lashanda.harrington@va.gov
