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SERVICES: JANITORIAL SERVICE FOR 3 OFFSITE OFFICES


Florida, United States
Government : Federal
RFQ
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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 VA248-17-Q-0281 is issued as a (Request for Quote (RFQ).
This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-92/12-14-2016. Only emailed requests received directly from the requester are acceptable. Responses should be sent to brian.werner1@va.gov. No telephone responses will be accepted.
To receive a government award, the offeror must be currently registered in System for Award Management (SAM) at www.sam.gov. Offerors are encouraged to go to the SAM database www.sam.gov and start the registration process as soon as possible to avoid possible delays should the contractor be selected as a prospective awardee.
NAICS and Set-aside: The NAICS is 561720 and the small business size standard is $18 million. This procurement is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs). Any firm that is not considered a SDVOSB under this NAICS code should not submit a response to this notice. To receive consideration as SDVOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov.
Contract Type: The government anticipates awarding a Firm Fixed Price award.
Award will be made to lowest priced quote which conforms to the requirements within this solicitation and represents the best value to the government.
The Service Contact Act, Wage Determination number 2005-2115, Rev. 18, Date 12/29/2016 is applicable to this contract. For further details, access the relevant wage determination at www.wdol.gov.









PERFORMANCE WORK STATEMENT
CUSTODIAL/JANITORIAL SERVICES

Audiology/Dermatology Lease 7015 & 7019 NW 11th PL (6,717 sq. ft.)
*This site is one department divided between the two buildings (6,717 sq. ft. total)
Psych Community Program I Lease 620 NW 16th Ave, Gainesville FL (6,000 sq. ft.)
Psych Community Program II Lease 620 NW 16th Ave, Gainesville FL (6,000 sq. ft.)
*This site is one building with two departments of equal size (12,000 sq. ft. total)

SCOPE OF WORK: The Contractor shall furnish all the supplies, materials, machinery, appliances and the supervision and labor necessary to provide complete janitorial service at the location listed above for the North Florida/South Georgia (NF/SG) Veterans Health System, Gainesville, Florida, as outlined herein. This consists of approximately 18,717 square feet of occupied space. The contractor shall perform the work required in this contract as fully outlined, including daily, weekly, monthly, and semiannually requirements. The VA reserves the right to add or delete facilities, as needed, in accordance with lease term dates, provided at least 60 days written notice to the contractor.
In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building. The Contractor shall immediately correct any fire and safety deficiencies caused by his personnel. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order to stop all or any part of the work, and hold the Contractor in default of the contract.
The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. Any and all materials and equipment used in performance of this contract will be removed from the facility or stored properly at the end of the workday and secured during the workday.
PERSONNEL POLICY: The Contractor shall assume full responsibility for the protection of its employees that are furnishing services under this contract, in accordance with the personnel policy of the Contractor. The Contractor is responsible for providing all benefits to include worker s compensation, liability insurance, health examinations, and income tax withholding and social security payments. Such employees will not be considered VA employees for any purpose. The payment for any leave, including sick leave, vacation, or holiday time, is the responsibility of the Contractor. Additional information can be found in paragraph entitled Contractor s Requirements.
Hours of Operation: The work required by the contract shall be performed daily, 7 days a week, excluding Federal Holidays, in the residential areas; and Monday through Friday in the office areas. Work shall begin between the hours of 8:00 a.m. and 5:00 p.m. (see each line item for specific times required). Contractor shall provide proposed work schedule to the Contracting Officer s Technical Representative (COR) within ten (10) calendar days from receipt of Award.
National holidays: The ten holidays observed by Federal Government are:
New Year s Day January 1
Martin Luther King Day Third Monday in January
Presidents Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day November 11
Thanksgiving Day Fourth Thursday in November
Christmas Day December 25

When one of the above designated legal holidays falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a legal holiday falls on a Saturday, the preceding Friday shall be observed as a holiday by U.S. Government agencies.
Contractor's Requirements:
The Contractor shall have been in business for a minimum of three years and provide evidence in its past performance of providing similar medical-grade janitorial services with their quote submittal. Upon award, the Contractor shall show proof of current Workman's Compensation insurance and liability insurance policies in sufficient amounts for the size of the company and scope of this contract.B Contractor shall be licensed to provide this service in the State of Florida.B
Upon award, the Contractor shall provide to the Contracting Officer a current list of the names, addresses, Social Security Number, and the date and place of birth, of all employees who will perform work under this contract.B Changes in the employment list shall be provided to the Contracting Officer prior to an employee performing service at the VA Clinic.B B Any changes to the employment list are to be submitted to the Contracting Officer. The Contractor shall make available, upon request by the Contracting Officer, documentation for each employee who performs work under this contract to establish that they are authorized to work in the United States.B All employees shall be bonded under the Contractor's company name.B B No employee shall be allowed at the VA clinic until the documentation has been provided and the employee has been approved by the COR.B The Contracting Officer reserves the right to request changes to the employee list.B The following criteria also apply:
Bondable:B All employees of the Contractor must be bonded under the Contractor's Company Name and proof of bonding shall be submitted within 10 days after award.
Employee Training:B To ensure competent and safe performance of the work under this contract, the Contractor shall provide appropriate training to employees prior to the beginning of service under this contract.B This includes any OSHA or specific SDS instructions for chemicals, etc., use in performance of the contract.
Work Requirements:B The Contractor is prohibited from employing any illegal aliens to perform services under this contract.
Language Skills:B All employees and representatives of the Contractor shall be fluent in the English language to read and understand chemical labels/signs and to converse intelligibly with the COR.B
Access Limitation:B Only authorized Contractor employees are allowed inside the VA clinic.B Contractor employees are not to be accompanied in the work area by acquaintances, friends, family members, or any other person unless said person is an authorized VA or Contractor employee.
Suspicious Event: In case of any suspicious or emergency event occurring at the VA Leased site(s), the Contractor shall immediately release the employee records to the appropriate law enforcement authority.

PERSONNEL: The Contractor shall consider the clinical environment and instruct his/her employees on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human excretions, blood, vomit, etc., from both floors and walls. The contractor shall maintain acceptable sanitation standards in accordance with standard commercial practice. Daily handling of known infectious materials, knowledge of aseptic techniques as related to working in this type of environment or any careless handling of this type of material could be a source of infection for patients and personnel.
UNIFORM: Contractor s employees shall wear a uniform that clearly displays the company s name. Contractor s employees shall wear a visible picture ID with their name in bold print.
CONTRACTOR FURNISHED PROPERTY AND SUPPLIES: Unless otherwise indicated or specified, the Contractor shall furnish at their own expense all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of this contract. This includes furnishing restroom supplies such as toilet tissue, multifold paper towels, and Medicated Vestal hand soap. The Contractor shall also furnish plastic linings for all receptacles that are to be changed daily. These items must comply with 52.208-9 Contractor Use of Mandatory Sources of Supply of Services .

NOTE: The COR has the authority to approve all supplies for use and Safety Data Sheet (SDS) sheets are required to be given to the COR upon request.
Soap dispensers shall not be of the refillable type, where topping off of a dispenser reservoir is done from a larger bulk container. Soap dispensers will be of the design that refills come in disposable bags.B Soap should be an antimicrobial soap of the same type currently used in the NF/SG hospitals since it has been vetted by Infection Control and has proven user acceptance.B Variations in product selection should be approved by Infection Control at the Gainesville or Lake City facility. Literature on the medicated vestal hand soap used at this facility and throughout the clinics will be provided upon request.
All accumulated shall be removed and disposed of in the dumpster provided by the Veterans Administration.
Contractor shall be responsible for ensuring all equipment, tools, and supplies used meet the necessary safety requirements and employees have full working knowledge of their use.
BASIC CLEANING SERVICES
The Contractor shall perform the following tasks as described below:
Floors: On a daily basis, all floors in common areas, hallways, entryways, dining room, break room(s), group room, exam room, nurse s station, library, and recreation room, shall be vacuumed, swept, dust mopped, damp mopped, or wet mopped as appropriate to ensure they are free of dirt, debris, dust, scuff marks, heel marks, stains, discoloration, or other foreign matter. The Contractor shall use a micro-fiber mop on the vinyl hardwood plank floors. Baseboards, corners, and wall/floor edges shall also be clean. Offices and residential rooms shall be vacuumed, swept, dust mopped, or damp mopped as appropriate to ensure they are free of dirt, debris, dust, scuff marks, heel marks, stains, discoloration, or other foreign matter on a weekly basis. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position All outside entryways to the building shall be swept and kept clear of dirt/debris, and maintain a clean appearance.
Remove Trash: On a daily basis, all trash containers throughout the facility shall be emptied and returned to their original locations. Boxes, cans, paper placed near a trash receptacle and marked TRASH shall be removed. All trash containers, waste baskets, etc. shall be fitted with a biodegradable disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors. The Contractor shall change out sharps containers in exam rooms, medication rooms, or any other designated area when 2/3 full and place sharps container(s) in soiled utility room for scheduled pick-up.

Clean Interior Glass/Mirrors: On a weekly basis or as requested by COR or Administrative Officer (AO), clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.
Break Rooms: On a daily basis, clean and disinfect all sinks and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of cabinets and refrigerators. Sinks shall be free of streaks, stains, spots, smudges, scale, and other obvious soil. Wipe out inside of microwaves.
Carpets: As necessary, spot clean or shampoo dirty carpets over any area that is 2 square feet or less. All spots shall be removed by carpet manufacturer s approved methods as soon as noticed. Entire carpets will be shampooed twice a year, at a time to be coordinated with the COR. All tears, burns, and raveling shall be brought to the COR s attention.
General Spot Cleaning: Perform spot cleaning daily or as requested by AO or COR. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.
General Dusting: All horizontal surfaces shall be dusted or cleaned to eliminate dust collection on a weekly basis. All vertical surfaces shall also be kept free from the accumulation of dust. Employees are responsible for dusting their own desk and computers. All other spaces are the responsibility of the contractor. Shared spaces shall be cleaned by the contractor weekly, i.e., nurses station.
Exterior Windows Semi-Annually: Window screens shall be removed, and cleaned on a Semi Annual basis. After window has been cleaned, exterior frames, casings, sills, and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter.
Air-Conditioning/Heating Vents: All heating and air conditioning ventilation grates/grilles/louvers/covers shall be kept free from dust and dirt and shall be cleaned monthly or as needed.
Fluorescent Light Fixture Diffusers: All plastic diffusing lenses for ceiling mounted fluorescent light fixtures shall be cleaned quarterly (on both sides of diffuser) and be free of dust, dirt, and dead insects.
Sanitizing: Completely clean and disinfect all tables and chair arms where patients are seen daily, in conference rooms, etc. Completely clean, disinfect, and polish all surfaces of showers, sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

De-scale Toilet Bowls and Urinals: De-scaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.
Bathrooms: On a daily basis the shower doors, walls, tiles, mirrors, urinals, toilets, and sinks shall be cleaned and free from dirt, mold, mildew, scum, streaks, films, and stains, using a germicidal detergent and disinfectant. Shower drains shall be cleaned and free from hair and other debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Shower fixtures shall be cleaned and polished in bathroom floors shall be mopped daily. Floors with vinyl composite tiles shall be stripped, scrubbed, waxed on a quarterly basis. Contractor shall mop using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning
Stock/Supplies: Contractor shall ensure examination rooms/restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, paper towels, and toilet paper are not depleted. Supplies shall be stored in designated areas and shall be kept up off the floor. If supplies run out prior to the next service date, contractor shall refill within 24 hours of notification.
PERIODIC CLEANING SERVICES
Hard Surface Floor Maintenance: Stripping and refinishing of all VCT flooring will be performed 2X a year or every 6 months. A minimum of 4 coats of wax will be applied. In between the semi-annual stripping/refinishing process, all VCTs will be scrubbed and recoated to maintain a standard uniform glossy appearance. This process is typically less labor intensive (about half the time that of the stripping process) and should be scheduled quarterly or as required by the COR. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.
Clean/Shampoo Carpets twice a year: All carpeted areas shall be cleaned as often as necessary to maintain a uniform appearance free from stains or discoloration, but no less than twice per year via extraction or bonneting of surface stains.
SERVICE DELIVERY SUMMARY: The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.
Performance Objective
Performance Threshold
Basic Cleaning Services.
All floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash is empty; liners are replaced each time trash containers are emptied. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Glass and mirrors have no traces of film, dirt, smudges, or water. Break room areas are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Carpets are free of dirt, debris, litter and other foreign matter. Dust is not visible.
Not to exceed 3 customer complaints per month.
Basic Restroom Cleaning Services.
Restrooms/showers are disinfected and free of dirt, deposits, streaks and odors. Toilets and urinals are disinfected and free of scale, stains, scum and other deposits. Floors are free of litter, dirt, dust and debris. Supplies are adequate until next service.
Not to exceed 3 customer complaints per month
Periodic Cleaning Services. Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Windows are free of film, dirt, smudges, water, and other foreign matter. Carpets are free of stains and discoloration. Residential rooms damp mopped.
Not to exceed 3 customer complaints per month


GOVERNMENT FURNISHED PROPERTY AND SERVICES. NONE ALL EQUIPMENT, MATERIAL AND SUPPLIES SHALL BE FURNISHED BY THE CONTRACTOR.
GENERAL INFORMATION
Quality Control: The contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in the Performance Objective.
Quality Assurance: The government will periodically evaluate the contractor s performance in accordance with the Quality Assurance Surveillance Plan.
In the performance of the contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building.
The Contractor shall immediately bring to the attention of the COR any fire and safety deficiencies. The Contractor shall comply with applicable Federal, State and Local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.
An Environmental Protection Agency (EPA) registered neutral germicide such as 3M Neutral Quat Disinfectant Cleaner or equal will be used to clean all patient areas.
Security Requirements: The contractor's employees shall wear visible identification at all times while on the premises. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the Healthcare for Homeless Veteran s Supervisor or from the COR. The VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside the clinic building. Possession of weapons is prohibited. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Therefore, none of the employees shall have a police record for anything more than traffic or parking violations. All employees are subject to and shall have background investigations before working in the Clinic and are subject to removal based on findings. Completion of these actions shall be documented in a written report to the COR at the date of award and each time a new employee is hired. The COR has the right to have a Contractor s employee removed from the area, if complaints are being received about their work or conduct. At this VA facility, narcotics will be secured behind a double locked system, therefore personal integrity of the contractor s staff is of the utmost importance.
Damage: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor will be repaired and or replaced to the satisfaction of the VA at the contractor s expense.
Damage to the building, its contents or loss of Government property, in excess of $100,000 will require a Report of Survey or Investigative Report by VA Personnel. Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss.
Special Requirements: The contractor is required to furnish names addresses and telephone numbers of three companies for whom similar services have been furnished (preferably other Government Agencies of the type defined herein) with their submittal. Contractor is required to submit sufficient evidence of adequate equipment, facilities, and personnel required for this contract. The Contractor shall have an established business with an office and appropriate staff to accomplish the work specified.
Confidentiality: Contractor, any and all personnel employed by Contractor, and any other individuals enlisted by Contractor to meet the requirements of this SOW, shall not disclose any information regarding the patients treated at the VA leased sites. All clinical records, including names of patients, Social Security numbers, and any and all medical, administrative, or demographic information that pertains to the patients treated at the site is strictly confidential. This information is protected under federal regulations. All information and records that pertain to the employees of the VA site is also confidential and is protected under law. Contractor and any individuals employed or enlisted by Contractor, may be required to sign Confidentiality Statement as a condition of being allowed to work at the VA site.
Evaluation/Selection Factor:
Lowest Price Technically Acceptable
Solicitation document and incorporated provisions and clauses apply to this acquisition: FAR 52.204-7- Central Contractor Registration; 52.208-9 - Contractor Use of Mandatory Sources of Supply or Services; 52.212-1-Instructions to Offerors Commercial Items; 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 Statutes or Executive Orders Commercial Items including subparagraphs: 52.222-26 Equal Opportunity; 52.222-36 Equal Opportunity for Workers with Disabilities; 52.222-37 Employment Reports on Veterans; 52.222-41 Service Contract Labor Standards; 52.222-50 Combating Trafficking in Persons; 52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration.
Submitting Quote: Contractor shall submit their quote on company letterhead and shall include base price, option year (if applicable) price and total price; name, address, and telephone number of the offeror; terms of any express warranty; completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. Interested contractors must submit a copy of any relevant certifications and licenses along with their quote.
Quotes must be received February 6, 2017 by 16:00 EST. All quotes must be submitted by electronic submission in reference to VA248-17-Q-0281 to brian.werner1@va.gov. Offers received after the exact time specified in the solicitation are considered late and may be considered if the action would not unduly delay the acquisition. All questions regarding this solicitation must be submitted to the Contract Specialist in writing (email is preferred). Any prospective bidder desiring an explanation or interpretation of the solicitation must request it via e-mail to the Contract Specialist: Brian Werner (brian.werner1@va.gov) No Later Than: close of business (16:00 ET) on January 31, 2017.
DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or award a contract to any firm or its affiliates, or otherwise pay for the information provided in this solicitation. This Request for Quote is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result of a response to this Request for Quote or use of any information provided. Failure to submit information in sufficient detail may result in considering a company as non-responsive and may influence competition and set-aside decisions. Regardless of the information obtained, the Government reserves the right to consider any arrangement as deemed appropriate for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

BRIAN WERNER
BRIAN.WERNER1@VA.GOV

BRIAN.WERNER1@VA.GOV

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