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Sources Sought Request (FY17) Janitorial Services for SDVOSB/VOSB Companies Bay Pines National Cemetery

Virginia, United States
Government : Federal
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This announcement constitutes a Sources Sought Notice. This is not a Request for Quote (RFQ) or a Request for Proposal (RFP). This announcement is for information and planning purposes only and is not to be construed as a commitment by the government, implied or otherwise, to issue a solicitation or award a contract.
The Department of Veteran Affairs, National Cemetery Administration, is seeking qualified sources to furnish all necessary labor, material, equipment and supervision to perform Janitorial Services at Bay Pines National Cemetery, 10000 Bay Pines Boulevard, St. Petersburg, FL, 33708.
The purpose of this notice is to determine interest and capability of potentially qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small-Businesses (VOSB) relative to the North American Industry Classification code (NAICS) 561720 Janitorial Services. The Small Business Size Standard is $18.0 million.

To make an appropriate acquisition decision for this requirement, the Government will use responses to this sources sought synopsis. The type of solicitation issued and the manner of advertisement will also depend on the response to this sources sought synopsis.



Provide all necessary labor, materials, supplies, tools and equipment to perform Janitorial Services at Bay Pines National Cemetery, 10000 Bay Pines Boulevard, St. Petersburg, Florida 33708. All work shall be performed in accordance with the Description/Specifications/Statement of Work, contained within this requirement.



BACKGROUND INFORMATION: The Department of Veterans Affairs, National Cemetery Administration (NCA) requires janitorial services to be performed at Bay Pines National Cemetery. The Bay Pines National Cemetery is a National Shrine. The standards of maintenance and appearance at this cemetery must reflect this nation s concern for those interred there. For this reason, the Contractor s strict adherence to the specifications is required and essential.


Restrooms are inspected daily and determined to be clean and supplied in accordance with a Restroom Checklist.

Structures have a clean and well maintained appearance.


This is a Non-Personal Janitorial Service in which the Contractor shall furnish all supplies, materials, personnel, equipment, tools, and supervision necessary to provide complete Janitorial Services.


Contractor personnel shall adhere to established training criteria (such as OSHA, JCAHO), and shall be able to demonstrate a documented employee initial and refresher training program that includes Universal Precautions, basic bacteriological concepts, infection control, safety, fire protection, Personal Protective Equipment (PPE), and laundry operating procedures and policies.


The contractor shall, at all times, exercise care and caution in performing the duties described in the statement of work so as not to cause injury to themselves or other persons. The contractor shall perform the assigned tasks and duties in a safe manner in accordance with VA, NCA, and OSHA regulations and policies. The contractor shall indemnify to protect it, and render the United States Government, its employees, agents and representatives, harmless from any liability resulting from personal injury arising out of performance of the work contained herein.

Contractor shall provide all safety warning devices at worksite to warn visitors and cemetery employees of potential hazards, (e.g., Caution Wet Floors).


The Contractor shall establish and maintain a complete Quality Control Plan to ensure that the requirements of the contract are provided as specified. One copy of the contractor s Quality Control Plan shall be provided to the Contracting Officer not later than the Post Award Conference. An updated copy must be provided to the Contracting Officer and COR on the contract start date and as changes occur.

The plan shall describe the methods for identifying and preventing defects before the level of performance becomes unacceptable.


The Government will evaluate the contractor s performance under this contract in accordance with the work statement and the enclosed Janitorial and Restroom Checklist s. The checklist s shall be initialed and dated each day by contractor personnel signifying that the work was completed. All surveillance observations will be recorded by the Government. When an observation indicates defective performance, the COR will complete a discrepancy report and send it to the contracting officer and the contractor by e-mail and or fax. The discrepancy reports will be used to establish documentation for Non-performance or tasks not satisfactorily completed in accordance with the Work Statement which will result in a reduction of the monthly amount in the Schedule.

Performance Evaluation Meetings: The contract manager may be required to meet with the COR and Contracting Officer at the beginning of each month to evaluate contract performance.

Quarterly meetings will be scheduled with the Director of Bay Pines National Cemetery, COR and/or Contracting Officer. The contractor may request meetings whenever a Contract Discrepancy Report is issued. The written minutes of these meetings shall be signed by the contractor s manager, Contracting Officer and COR. If the contractor does not concur with the minutes he/she shall state any areas of non-concurrence within 5 business days of receipt of the signed minutes.


Based upon satisfactory completion and final inspection and acceptance of all work performed in accordance with the Statement of Work., the Contractor shall be paid monthly in arrears by Government Purchase Order and after receipt of a properly prepared invoice.

Notwithstanding the provisions of the contract covering inspection and acceptance, any items found to be unsatisfactorily cleaned shall be re-cleaned at no additional cost to the VA/NCA.

Contracted services are to be accomplished subject to emergency situations-as defined by VA-which may require alteration of schedules. In the event that the VA declares a facility emergency or disaster, or participates in a federal and/or DOD drill, the contractor shall perform services as required by the facility COR per the Emergency Preparedness Plan.

Contractor shall specify a point of contact (with phone number) as the designated contact for VA/NCA and the parties shall meet as needed. The point of contact can be reached during normal business hours and off-duty hours, and be able to respond within one hour of notification by the VA/NCA and take prompt action on matters pertaining to the contract.


Contractor Supplied Items: Unless otherwise stated all equipment, such as step ladders, water hose, mops, vacuum, brushes, expendable items such as hand soap, plastic garbage bags, air freshener and paper products, (i.e. toilet paper and hand towels), as well as all cleaning chemicals which must meet (The Farm Security and Rural Investment Act (FSRIA) of 2002, E.O. 13423, and Part 23 of the FAR which requires Federal agencies to purchase USDA-designated bio-based products, also known as Bio-Preferred products) will be furnished by the contractor. Contractor will provide employees with a binder and training for all cleaning materials with a copy of all material safety data sheets (MSDS), and provide the COR with copies of the MSDS s for all chemicals stored at the cemetery.

Proper and Safe use of Equipment and Chemicals: Contractor shall use all equipment, disinfectants, detergents, and other chemical agents in accordance with OSHA and manufactures instructions. Contractor shall take extreme care while performing cleaning services to insure that corrosive or abrasive chemicals do not mar, discolor, remove or harm the finish in any way on any facility or fixture. Contractor may be liable for damages to private or Government property caused by misuse.

Reasonable Cleaning Effort. Contractor shall advise the COR of any stains or markings that cannot be removed by reasonable cleaning efforts.


Areas to be serviced are located in the Administrative Building (Admin Bldg.), and Maintenance Shop.

The Administration Building consist of 14 areas, they are:
Visitor entrance
Public Men s restroom
Public Women s restroom
Front lobby.
Rear Office.
Director s Office.
Office area (all areas not already identified from front lobby to break room.)
Janitors Closet.
Break room.
Men s restroom.
Women s restroom.
Conference Room.

The Maintenance Shop consists of 6 areas:
Field Supervisor s Office.
Employee Break Room.
Men s Locker Room.
Women s Locker Room
Honor Guard Break Room
Honor Guard restroom

Janitorial services shall be performed and completed Monday through Friday for all areas.
The cemetery will be open every HOLIDAY/three day weekend. These dates will be provided to the janitorial contractor in January of each year and will require service of all areas.
Janitorial services are required on Saturday, Sunday and Holiday s for restrooms open to the public only.
Janitorial services are also required in all areas on Saturday, Sunday and Monday for the Memorial Day Weekend (The last weekend in May), and on November 11th for the Veterans Day Holiday, and other days designated by COR.
Work shall be accomplished between the hours of 4:45 P.M. and 12:00 A.M.

Approximate Square Footages
Administration Building
Maintenance Shop


Tile And Vinyl Floors

Daily sweep and wet mop all tile and vinyl floor surfaces (moving tables, chairs, waste cans, mats, etc.) and remove stains, dirt, mud, grime and markings as needed.

Cleaning solution shall be monitored and must be changed whenever the solution is dirty. Pour all mop and/or cleaning water down the designated floor drains. Sinks shall not be used as a drain. Floors will be checked for cleanliness using a damp paper towel each morning by COR to check for residual dirt.

Grime, dirt and debris which accumulate in corners must be removed at least weekly.

On Friday of each week the tile floors in the restrooms will be cleaned with a brush or machine to remove dirt and grime build up in the grout lines.

Carpeted Areas

Daily vacuum all carpet and rug areas (including mats and carpet runners), ensuring removal of debris; moving light furniture and floor items as needed. Carpet areas include all carpeted areas within the administrative office areas, to include all offices and cubicles.

Clean all carpets in accordance with standard commercial practices. A heavy duty spot remover may be required in heavily soiled areas. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath, and returned to their original location.

Floor mats located in the foyer at front entrance(s) will also be vacuumed and cleaned.

The COR will notify the contractor of the need to complete carpet cleaning that falls under the optional items list. All carpet and rug areas shall be vacuumed, shampooed and thoroughly dried. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items.

Doors/Walls/Partitions/ all areas

Daily clean glass doors at the Administration Building front entrance (with glass cleaner), inside and outside surfaces. Spot clean daily all other glass surfaces in the Administration building areas from floor to a height not to exceed eight feet.
Weekly clean all glass surfaces in the Administration Building from floor level to a height not to exceed 8 feet.
Daily spot clean doors walls and partitions in office spaces and restrooms.
Weekly dust and clean all doors, doorframes, walls and partitions, ensuring all corners are free of dust and cobwebs.
Weekly dust and clean all window ledges, windowsills, cabinets, table, desk and counter tops, pictures and baseboards.

Restrooms/Locker Rooms

Daily clean toilets/urinals & sinks with germicide disinfectant.
Daily clean and polish all glass, mirrored and stainless steel areas with appropriate cleaners, ensuring no streaks.
Daily clean counters, tables, benches and sinks.
Daily fill all soap dispensers, paper towels, toilet paper and toilet seat protectors.
Weekly clean & disinfect Toilet & Urinal partitions, lockers and walls.

Lunch/Break Room

Daily clean counters, tables and sinks (move small appliance and items as needed)
Daily clean and polish all glass, mirrored and stainless steel areas with appropriate cleaners, ensuring no streaks.
Daily clean exterior of the refrigerator and microwave s.
Weekly remove trash container and clean the two trash receptacle closets in lunchroom.

Janitor Locker And Storage Room/Stairwell

Weekly clean storage room. Sweep and wet mop floor after removing all interferences. Replace all items after floor dries.
Daily ensure the janitorial closet is clean and neat in appearance. All chemicals stored in locker are below eye level and a MSDS is on hand.
Weekly remove all interference from Janitors Closet and scrub and clean floor drain. Sweep and wet mop floor. Replace all items after floor dries.


Daily empty, clean and line all waste cans, including all trash receptacles inside the buildings and outside of the administration building and public information center entrances. A commercial dumpster is located at the far end of the administration parking lot for the disposal of trash.
Daily empty and damp wipe ashtrays at entrances and exits of the administration and public information buildings. The receptacle should be free of litter associated with cigarette smoking, as well as gum, wrappers, etc. Ashtrays with sand will be cleaned out also.
Daily empty paper shredder canisters into the Blue recycling containers, change the Blue recycling container bags and place the removed materials into the recycling dumpster located next to the regular trash dumpster. Dispose of all empty cardboard boxes located around trash containers into the recycling dumpster.
Daily, clean and sanitize gravesite locator kiosk.
Daily, clean, polish and sanitize drinking fountains.
Weekly, clean, polish and sanitize vending machines.
Weekly clean and damp wipe chairs, wall clocks and wall pictures.
Weekly clean and polish light switches, door handles and push plates in all areas.
Weekly clean (vacuum or dust) vents, louvers, light fixtures, ceiling fans, mini blinds, windowsills, tube heat radiators, water supply piping, ceiling structural framing braces and HVAC supply registers. A treated cloth should be used when necessary.
Weekly dust and polish all wood surfaces and countertops.
Daily clean, organize and maintain the janitors closets at admin bldg. and PIC.
Prior to departing each evening, Contractor shall ensure all interior lights are turned off; all doors are secured and locked and the security alarm is activated at the PIC and Administration Building.

Semi-Annual Services

Replace drinking fountains water filters semi-annually or sooner if indicator on filter indicates a need for replacement.
Machine clean, strip and refinish (wax) all vinyl floors in Admin Bldg. and Maintenance Bldg.
Wash all windows in Admin Bldg. and Maintenance Building.
Shampoo all carpeted areas in the Administration Bldg.

*Note: Same standards apply as indicated under section titled responsibilities Contractor shall provide all supplies needed for these optional services.


Contracting Officer (CO). A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. Government.

Contracting Officer s Representative (COR). An individual designated by the contracting officer to act as his representative to assist in administering a contract. The source and authority for a COR are contained in the written letter of designation.

Government Property. All property owned or leased to the Government or acquired by the Government under the terms of the contract. Government property includes both Government furnished property and contractor acquired property as defined in FAR 45.101.

Performance Requirement. The point that divides acceptable and unacceptable performance. When the method of surveillance is other than random sampling, the performance requirement is the number of defectives or maximum percent defective in the lot before the Government will affect the price computation system in accordance with the Performance Requirements Summary and the Inspection of Services Clause.

Quality assurance (QA). Those actions taken by the Government to assure services meet the requirements of the performance Work Statement (PWS) and all other service outputs.

Quality Assurance Evaluator (AQE). A Government employee responsible for surveillance of contractor performance.

Quality Assurance Surveillance Plan (QASP). An organized written document used for the quality assurance surveillance. The document contains specific methods to perform surveillance of the contractor.

Quality Control. Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.


The cemetery will be open on one day of every HOLIDAY/three day weekend. These days will be provided to the janitorial contractor in January of each year and will require service of all areas. Work is performed as stated above in the CUSTODIAL SERVICES, DAYS AND HOURS OF PERFORMANCE section. Additional work hours may be authorized for the convenience of the Contractor upon written approval of the COR(s).

New Year's Day 1 January
Martin Luther King's Birthday Third Monday in January
President's Day Third Monday in February
Memorial Day Last Monday in May
Independence Day 4 July
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day 11 November
Thanksgiving Day Fourth Thursday in November
Christmas Day 25 December

When a National Holiday falls on a Sunday, the following Monday shall be observed as a National Holiday. When a National Holiday falls on a Saturday, the proceeding Friday is observed as a National Holiday by U.S. Government agencies. Also included, would be any other day, specifically declared by the President of the United States of America to be a National Holiday.


The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - will not be considered an excusable delay in meeting specifications. The Government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

The Contractor is responsible for making sure the worksite is properly staffed to perform all necessary tasks. Any problems with sub-contractors or their staffs are solely the Contractor s responsibility, and the failure of a sub-contractor to perform shall not be an excuse or reason for non-performance.

The Contractor is responsible for taking all precautions to prevent damage to the cemetery, in any manner.

Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

More than one Contractor may have access to storage areas designated by the COR. The Government is not responsible for any costs associate with repairing or replacing Contractor(s) property while on cemetery property.

The Contractor shall provide adequate safety warning devices, barricades and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the Government.

At the end of each day, the Contractor shall remove all debris from the cemetery site. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The Government shall not provide receptacles for the disposal of debris related to this contract.

The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Florida

Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor shall notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

Contractor must have at least one manager or employee on-site fluent in spoken and written English.


Contractor and Contractor personnel are required to adhere to the following standards of dress and conduct while performing work at the cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor and Contractor Personnel --

Shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes will be required in accordance with OSHA. Contractor employees will maintain personal hygiene.

Shall not engage in loud or boisterous behavior or use profane or abusive language and show proper reverence during committal service. A breach of this term may be grounds for termination at the Government s discretion.

Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments.

SMOKING is not permitted in any buildings at Bay Pines National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area.

Use of Cemetery Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair s facilities used by Contractor's employees.

Space: Based on availability of space, and at the discretion of the COR, a limited storage area may be provided. Space offered will be in as-is" condition. Prior to making any modifications or alterations to the space, Contractor shall obtain written approval from the COR. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the Government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

The Government shall not provide the Contractor with any fuel storage, equipment or telephones. If available, electric and/or utilities at the designated work and storage areas may be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors and unsanitary conditions.

The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

If space is provided, only the Contractor s equipment, supplies and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area. No maintenance or repair of Contractor equipment shall be done on cemetery property without the COR s approval.


The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.

The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

The Contractor is responsible for safety / precaution training of Contractor employees performing work under the contact. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.

List of Attachments





(See Performance Work Statement for Specifics)

Sweep and mop












Clean glass spot clean doors/partitions






Clean & disinfect. Refill expendables






Clean surfaces and appliance exteriors






GENERAL Waste receptacles and recyclables
Emptied and properly disposed of.






Empty and clean ashtray s at the entrance to
Admin and PIC Bldgs.






Clean and organize janitor and storage closets
Admin and PIC Bldgs.






SECURITY Ensure all exterior doors are locked, all interior lights are off and the security alarms are activated Admin/PIC






Sweep, scrub with brush or machine and mop


Spot clean


Dust & Clean all surfaces


Clean & disinfect toilet & urinal Partitions


Remove trash containers and clean interior of
The receptacle closet. Clean microwave insides.



Clean, Polish and Sanitize Drinking Fountains, Vending Machines,
Ashtrays, light switches door handles and push plates.


Clean and damp wipe Chairs, wall clocks, wall pictures.


Clean (vacuum or dust) vents, louvers, light fixtures, window blinds, window sills,


Dust and polish all wood surfaces and counter tops


Sweep stairwell and floor. Clean hand rails and dust piping in store room









Submission requirements for responses to this sources sought synopsis:

VOSB/SDVOSB offerors interested in submitting a quote for this project, if it is formally advertised, must be registered and be verified in the website and must provide the correct NAICS code to include the Data Universal Numbering System (DUNS) commercial and Government Entity (CAGE) number, name of the firm, address, phone and point of contact.

Where to send responses:

ATTN: Max Andrade

Response Deadline: October 26, 2016, 3:00 PM, EST

Max Andrade
National Cemetery Administration (NCA)

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