STA JANITORIAL SERVICE
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.
Solicitation Number VA248-15-Q-1517 is being issued as a Request for Quotes (RFQ) with intent to award as a simplified acquisition. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-78. This requirement is a 100% set-aside for Service-Disabled Veteran-Owned Small Business concerns under North American Industry Classification System (NAICS) code 561720 with a Small Business size standard of $18 million dollars. The North Florida/South Georgia VA Contracting Office has a requirement for supplies, materials, machinery, appliances and the supervision and labor necessary to provide complete janitorial service at 195 Southpark Blvd., St. Augustine, Florida. This consists of approximately 14,000 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.
CLIN0001: BASE YEAR: PROVIDE JANITORIAL SERVICES FOR THE INTERIM ST AUGUSTINE CLINIC AS OUTLINED IN THE SOW.
Period of Performance 09/15/2015-09/14/2016.
Unit Price_______ Total Amount__________
CLIN0002: OPTION YEAR 1: PROVIDE JANITORIAL SERVICES FOR THE INTERIM ST AUGUSTINE CLINIC AS OUTLINED IN THE SOW.
Period of Performance 09/15/2016-09/14/2017.
Unit Price_______ Total Amount__________
CLIN0003: OPTION YEAR 2: PROVIDE JANITORIAL SERVICES FOR THE INTERIM ST AUGUSTINE CLINIC AS OUTLINED IN THE SOW.
Period of Performance 09/15/2017-09/14/2018.
Unit Price_______ Total Amount__________
CLIN0004: OPTION YEAR 3: PROVIDE JANITORIAL SERVICES FOR THE INTERIM ST AUGUSTINE CLINIC AS OUTLINED IN THE SOW.
Period of Performance 09/15/2018-09/14/2019.
Unit Price_______ Total Amount__________
CLIN0005: OPTION YEAR 4: PROVIDE JANITORIAL SERVICES FOR THE INTERIM ST AUGUSTINE CLINIC AS OUTLINED IN THE SOW.
Period of Performance 09/15/2019-09/14/2020.
Unit Price_______ Total Amount__________
STATEMENT OF WORK
Proposal for Janitorial Services, at the St. Augustine VA Community Based Outpatient Clinic (CBOC) September 15, 2015 - September 14, 2016. This is a modular clinic and this contract will include four (4) option years.
New St. Augustine Community Based Outpatient Clinic (CBOC) -- 195 Southpark Blvd, Saint Augustine, FL 32086(14000 SF).
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 14,000 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.
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.
Term of Contract: The period of performance shall begin on September 15, 2015 through September 14, 2016 (base year).
Type of Contract: VA anticipates award of a Firm-Fixed Price contract based on the contents of this solicitation.
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:
Contractor shall provide proposed work schedule to the Contracting Officer's Representative (COR) within ten (10) calendar days from receipt of Award.
The St. Augustine Community Based Outpatient Clinic (CBOC) regular clinic working hours will be Monday through Friday from 7:00 AM to 4:30 PM. Performance scheduled to be arranged by the delegated Contracting Officer Representative (COR).
The Government may allow the Contractor to perform Janitorial Services between the following scheduled: from 6:00 a.m. to 6:00 p.m. Contractor shall submit their work plan to be review and approve by the delegated COR. Some cleaning work requirements shall be performed after normal business hours as per approved work scheduled.
Some cleaning work requirements shall be performed after normal business hours. Due to the nature of the hospital/clinics clientele, the Contractor shall require to provide coverage service twenty four (24) hours per day, seven (7) days per week, including weekends and federal holidays.
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. Contractor shall be licensed to provide this service in the State of Florida.
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. Changes in the employment list shall be provided to the Contracting Officer prior to an employee performing service at the VA Clinic. 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. All employees shall be bonded under the Contractor's company name. No employee shall be allowed at the VA clinic until the documentation has been provided and the employee has been approved by the COR. The Contracting Officer reserves the right to request changes to the employee list. The following criteria also apply:
Competency Requirements:
The contractor shall comply with Joint Commission (JC) requirements, to comply with JC requirement the contractor shall provide written confirmation that employees are competent to perform the task as described in the statement of work assigned on this contract. This written confirmation shall specify in which areas each contract employees are competent. Upon contract award-the Contracting officer and/or COR will provide a Contract Employees handbook for contract references.
The Contractor shall maintain the required documents: health certificate, certificate of good conduct from the Police Department, educational documents, evaluation methods and qualifications standards on all contract employees as established. Contractor shall comply with all applicable Federal, State, local and industry safety and health standards and regulations.
The Contractor shall provide to the Contracting Officer and/or COR any necessary documentation pertaining to contract employees as requested.
Felony Convictions: Have no felony convictions and no convictions that reflect on the individual's reliability.
Age: All Contractors' employees performing work under this contract shall be a minimum of eighteen (18) years of age or as required by local laws.
All employees shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material, and shall be able to compose reports that convey complete information.
All contract employees shall sign in and sign out including lunch break during his/her work schedule.
Contractor shall provide backup contract employee during the absence (annual leave or sick leave) of any of the employees assigned to work under this contract.
Backup employees shall comply with the contract regulations and specifications.
No employee changes shall be issued without the authorization of the COR.
Upon contract award, Contractor shall provide the name and the last four digits of the social security number of each employee assigned to this VACHS contract.
Contractor shall regularly update this list.
Contractor-furnished Training: Contractor shall submit to the CO written certification that each contract employee has been trained in the subject areas herein prior to assignment under this contract for replacement or new employees; documentation of prior training, or the individual contract employee shall complete the required training before being employed in support of this contract. The Contractor shall maintain the required documents.
CONDUCT OF CONTRACTOR'S EMPLOYEES:
The Contractor shall prohibit his employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephone or office equipment provided for official Government use.
The Contractor shall require his employees to comply with the instructions, pertaining to conduct and building regulations, issues by duly appointed officials, such as the COR, guards, inspectors.
The Contractor shall provide protective equipment and attire to personnel and require employees to use it while the performance of their duties as necessary. In special cleaning and/or isolation situations, contractor personnel may be required to wear special personnel protective clothing and shoe covers supplied by the medical facility. All other safety or protective clothing or equipment shall be provided and maintained by the contractor at the contractor's own expense.
The contractor shall comply with all agency regulations, federal regulations, and local regulations, OSHA, EPA, EQB, CDC and JC Standards.
The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and for taking such disciplinary action against his/her employees as may be necessary.
Appearance: The Government requires a favorable image and considers it to be a major asset of a customer service team, and the employee's attitude, courtesy, and job knowledge are influential in creating a favorable image.
Neglect of duties: shall not be condoned; This includes sleeping on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the work site security.
Disorderly conduct: use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned; also included is participation in disruptive activities which interfere with normal and efficient Government operations.
Intoxicants: The Contractor shall not allow any employee (while on duty) to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects.
Criminal actions: Contractor's employees may be subject to criminal actions as allowed by law in certain circumstances and these include, but are not limited to, the following:
Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records.
Unauthorized use of Government property, theft, vandalism, or immoral conduct.
Unethical or improper use of official authority or credentials.
The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct.
The Contractor shall initiate immediate action to replace such an employee to maintain continuity of services at no additional cost to the Government.
The Contractor personnel shall take safety precautions as necessary to protect the lives and health of occupants of the building while in the performance of this contract.
SECURITY CLEARANCE:
The contractor shall submit to the COR the following: "Certificate of Good Conduct" from the Police Department and, "Statement of Personal History", "Employee Health Certificate" from the Department of Health of all employees who have access to the building in performance of the contract work at least five working days prior to the starting date of contract. Contractor employees shall have a physical examination prior to work on this contract and annually thereafter. The contractor shall assure that the each contracted employee meets the requirements as it relates to physical examinations : PPD skin testing, Hepatitis B, prophylaxis's or declination of option signed and on file, other preventive health screening/testing as required by OSHA(Occupational Safety and Health Administration, JC, Joint Commission on Accreditation of Healthcare Organizations and other screening agencies. Contractor shall comply with all applicable Federal, State, local and industry safety and health standards and regulations
These forms shall be submitted for replacement employees before entrance on duty.
If the Contracting Officer receives an unsuitable report on any employee after processing of these forms, or if the COR finds a prospective employee to be unsuitable or unfit for his assigned duties, the Contractor will be advised immediately that such employee cannot continue to work or be assigned to work under the contract.
Building Security: The Government will provide the contractor with keys to allow access to rooms required in the provisions of this contract except to restricted areas. Access to restricted areas shall be provided as per established schedules. The contractor shall comply with agency regulations on key issuance procedures. Contractor's personnel shall not lend keys or open locked rooms or areas to permit entrance by persons other than contractor's personnel performing assigned duties.
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.
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. 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. 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:
Exam Rooms: An EPA registered germicide will be used to clean all patient areas, floors, examination tables, and medical equipment. Primary Care Exam Rooms: During the hours of 6:30 AM to 8:00 AM, Monday through Friday, all primary care exam room floors shall be wet mopped using a germicide before patients are seen. Wipe down all exam tables with a clean cloth dampened with germicide. Clean and disinfect sinks and countertops, clean and refill soap dispensers, and clean mirrors. Wipe down walls up to 7' with a germicide on a weekly basis.
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 provide red plastic bag liners for Bio-hazard trash cans. Bio-hazard trash shall be placed in the soiled utility room or designated area for scheduled pick-up. The Contractor shall change out sharps containers in exam room, medication room, 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: 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: 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 determined by 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 and 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 SOW Pages 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.
5-8 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.
7 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. 7-8 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. There shall be a Contractor Supervisor on duty at all times when contract employees are in the building. 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 FACTORS
Offers received will be evaluated based on FAR Clause 52.212-2 Evaluation--Commercial Items. The clause will be incorporated into the solicitation and shall read as follows:
(a) The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Offerors are reminded that the evaluation process is subjective despite the use of factors as outlined below. Past performance is more important than technical capability. Past performance and technical, when combined, are significantly more important that price. The following factors shall be used to evaluate offers:
1. Past Performance- To demonstrate satisfactory past performance the Offeror shall provide documentation of satisfactory performance on past or current contracts of a similar type, size, scope and complexity, performed within the last three (3) years including references, with names and contact information of the references who can verify such past performance. Past performance information of key personnel may be provided if the company has limited or no past performance. In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror will be evaluated as neutral on Past Performance, providing the Offeror supplies a certified statement with their offer that no past performance information is available. Neutral past performance is not negatively scored but may have a negative impact in the overall consideration for award. The Government's approach to evaluating past performance is to check the references provided by the contractor to verify satisfactory past performance as well as data obtained from other sources available i.e. government database, past contract files, etc. The Offeror is cautioned that while the Government will consider data from other sources, the burden of demonstrating satisfactory past performance rests with the Offeror. Past Performance is the most important factor and is more important than Technical Capability.
2. Technical Capability - Technical Capability is defined as the documented capability to meet the minimum requirements of the requirement as specified in this solicitation and the Statement of Work. The Offeror's proposal should clearly outline the Offeror's capability to meet the requirements of the performance work statement. Technical Capability is the second most important factor and is less important than Past Performance.
3. Price - All quotes submitted will be evaluated for Technical Capability, Past Performance, and Price. The government will issue award to the Offeror whose quote is the most advantageous to the government but not necessarily the lowest price. If all things are equal, the Offer which is most advantageous to the government may also be the lowest price determined to be reasonable IAW FAR 12.209. Offeror's are encouraged to propose their best price. The Government will evaluate offers for award purposed by adding the total price for all options to the total price for the basic requirement. The resulting contract from this solicitation will be a firm fixed price contract.
It is not the intent of the government to enter into negotiations. It is incumbent upon the Offeror to submit sufficient information for the Government to determine satisfactory Past Performance, Technical Capability, and Price reasonableness. Failure to submit sufficient information for the government to determine Technical Capability, Past Performance or Price may result in the rejection of your quote. An award will be made on the basis of the lowest evaluated price, including options (IAW 52.212-2(b)), of proposals meeting or exceeding the acceptability standards for non-cost factors.
FAR Provision 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition. Award shall be made to the responsible Offeror whose proposal is determined to be the most advantageous in accordance with Clause 52.212-2 Evaluation -Commercial Items. Offerors must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items with this offer. The Clause 52.212-4, Contract Terms and Condition - Commercial Items, applies to this acquisition. The Clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items, applies to this acquisition. The clauses cited within the clause as indicated below are applicable: FAR clauses 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36, 52.223-18, 52.225-3, 52.225-4, 52.225-13, 52.233-3, 52.233-4, 52.217-8, and 52.217-9. The clause at FAR 52.204-7, System for Award Management, FAR 52.204-13, System for Award Management Maintenance, DFARS 252.204-7003, Control of Government Personnel Work Product, DFARS 252.204-7004 Alt A, System for Award Management Alternate A, DFARS 252.209-7994, Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal Law - Fiscal Year 2014 Appropriations, DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, and DFARS 252.232-7010, Levies on Contract Payments applies to this acquisition.
If you are not registered in SAM, an award cannot be made to your company. You may register electronically at http://www.sam.gov. Registering electronically will expedite the registration process acquisition.
All questions must be in email form to above address and received by 16:30 on 2 July 2015. Questions from all venders will be answered on a solicitation amendment published no later than 7 July 2015.
****All offers must be received by 16:30 on 10 July 2015 via email to brian.werner1@va.gov ****
Brian Werner
Contract Specialist
brian.werner1@va.gov
brian.werner1@va.gov
