cleaning contract for Ft Snelling National Cemetery FY18 Old Shop and new shop buildings.
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RFQ FOR COMMERCIAL ITEMS
GENERAL INFORMATION
Document Type: Combined Synopsis Solicitation
Solicitation Number: 36C78618Q9663
Post Date: 9/5/2018
Response Date: 9/17/2018 at 4:00 pm
Applicable NAICS: 561720
Classification Code: S204
Set Aside Type: Service Disabled Veteran Owned Small Business (SDVOSB),
Period of Performance: Date of Award through September 30, 2018, plus four, one-year options,
if exercised
Attachments: None
Issuing Contracting Office: Department of Veterans Affairs
National Cemetery Administration, Contract Service 75 Barrett Heights Rd., Suite 309
Stafford, VA 22556
Place of Performance: Ft Snelling National Cemetery
7601 34th Avenue, South
Minneapolis, MN 55450
Description: This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. This is a solicitation issued as a request for quotation (RFQ) for commercial items prepared in accordance with the format in FAR Subpart 12.6, Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Responses to this Request for Quotation (RFQ) are due to the Contracting Officer no later than 4:00 pm on 9/17/2018. Responses to this announcement will result in a Fixed-Price Requirements Contract with FOB Destination and the Government intends to make award under this announcement without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at https://fbo.gov.
Prospective offerors must be registered with the System for Award Management (SAM) website and complete representations and certifications at https://www.sam.gov
The U.S. Department of Veterans Affairs, National Cemetery Administration, and the Ft Snelling National Cemetery anticipate a contract for Janitorial Services.
The applicable North American Industrial Classification System (NAICS) code for this procurement is 561720, with a business size standard of $18.0 in sales.
The National Cemetery Administration is seeking quotes from Service Disabled Veteran Owned Small Businesses (SDVOSB), qualified for the provision of Janitorial Services. Nonlocal businesses shall state with their added value is to the contract and prove their required 50% performance.
A.1 DESCRIPTION/SPECIFICATIONS
A.1.1 SCOPE
The Contractor shall furnish Janitorial Services to Fort Snelling National Cemetery; 7601 34th Avenue, South; Minneapolis, MN 55450
A.1.2 GENERAL INFORMATION
Contracting Officer: Administration of this contract will be by the Contract Officer (CO), National Cemetery Administration Contract Service; Stafford, Virginia.
COR: The VA Contracting Officer will delegate one or more representatives to serve as the Contracting Officer s Representative (COR).
The COR is responsible for providing contract oversight and technical guidance to Contractor, placing orders for services, certification of invoices, and overseeing technical aspects of the contract. The COR is not authorized to add, modify, delete, relax or otherwise change any of the costs, specifications, provisions, requirements, terms or conditions of the contract and delivery orders issued under the contract. All administrative functions remain with the VA Contracting Officer.
Period of Performance: Date of award through September 30, 2018, plus four, one-year option periods
if exercised.
A.1.3 PRICE SCHEDULE
Base Year Date of Award through TBD:
CLIN
No.
Description:
Custodial Services
Est. Qty
Unit
Unit Cost
Est. Total Cost
0001
Custodial Services,
Maintenance Building Bldg 3001
12
Mo.
0002
Custodial Services,
Internments Building Bldg 3002
12
Mo.
0003
Custodial Services,
Kiosk Room in Brown trailer
12
Mo.
0004
Semi Annual Exterior Window Cleaning
2
Job
0005
Semi Annual Carpet Cleaning
2
Job
Total Estimated Cost:
Option Year 1:
CLIN
No.
Description:
Custodial Services
Est. Qty
Unit
Unit Cost
Est. Total Cost
1001
Custodial Services,
Maintenance Building
12
Mo.
1002
Custodial Services,
Internments Building
12
Mo.
1003
Custodial Services,
Kiosk Room in Brown trailer
12
Mo.
1004
Semi Annual Exterior Window Cleaning
2
Job
1005
Semi Annual Carpet Cleaning
2
Job
Total Estimated Cost:
Option Year 2:
CLIN
No.
Description:
Custodial Services
Est. Qty
Unit
Unit Cost
Est. Total Cost
2001
Custodial Services,
Maintenance Building
12
Mo.
2002
Custodial Services,
Internments Building
12
Mo.
2003
Custodial Services,
Kiosk Room in Brown trailer
12
Mo.
2004
Semi Annual Exterior Window Cleaning
2
Job
2005
Semi Annual Carpet Cleaning
2
Job
Total Estimated Cost:
Option Year 3:
CLIN
No.
Description:
Custodial Services
Est. Qty
Unit
Unit Cost
Est. Total Cost
3001
Custodial Services,
Maintenance Building
12
Mo.
3002
Custodial Services,
Internments Building
12
Mo.
3003
Custodial Services,
Kiosk Room in Brown trailer
12
Mo.
3004
Semi Annual Exterior Window Cleaning
2
Job
3005
Semi Annual Carpet Cleaning
2
Job
Total Estimated Cost:
Option Year 4:
CLIN
No.
Description:
Custodial Services
Est. Qty
Unit
Unit Cost
Est. Total Cost
4001
Custodial Services,
Maintenance Building
12
Mo.
4002
Custodial Services,
Internments Building
12
Mo.
4003
Custodial Services,
Kiosk Room in Brown trailer
12
Mo.
4004
Semi Annual Exterior Window Cleaning
2
Job
4005
Semi Annual Carpet Cleaning
2
Job
Total Estimated Cost:
Total Cost
Base Year:
$_______________________
Option Year 1:
$ ______________________
Option Year 2:
$ ______________________
Option Year 3:
$ ______________________
Option Year 4:
$ ______________________
Grand Total (Base + all Option Years):
$ ______________________
PRICE SCHEDULE:
The schedule price shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Item (CLIN(s)). Offerors shall enter unit cost and total amounts for each CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended bid price and the total of the CLINs will be recomputed accordingly.
Offerors shall enter the Total Cost for each year in the Summary Totals where indicated. Offeror shall calculate the Grand Total for all years and enter where indicated.
Offeror is to understand the quantities stated in the schedule are estimates for pricing purposes only. Acreage or linear feet stated in the schedule may not be exact.
A.2 BACKGROUND INFORMATION
THE NATIONAL CEMETERY ADMINISTRATION MISSION:
The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations concern and respect for those interred there. For this reason, the Contractor s strict adherence to the Performance Work Statement, Performance Work Requirements Summary and Guidance Specifications shall be required and shall be essential.
HISTORY:
In 1999 Congress passed legislation requiring VA to ensure that National Cemeteries serve as a dignified and respectful setting. Each Cemetery is to be an expression of appreciation and respect of a grateful Nation for the service and sacrifice of her veterans.
Further, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined as a place of honor and memory that declares to the visitor/family who views it as a majestic setting, offering a sense of serenity, historic sacrifice and nobility of purpose. The National Cemetery is a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation s freedom and way of life.
A.3 SITE VISIT
Offerors are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event, shall failure to inspect a one or all sites constitute grounds for a claim after contract award.
There is one site visit scheduled for:
September 12, 2018 at 10:00 am local, meet at the Administration Building
If you cannot attend, but want to visit, YOU MUST CONTACT one of the following personnel to make arrangements:
Ed White or Bob Roeser: 612-467-4619
However, there will be no tour or information given.
POST AWARD CONFERENCE: Prior to commencement of work, contract awardee is required to make an appointment for a conference with the COR and/or Contracting Officer to assure that all parties understand all contractual obligations and the role that each party serves.
A.4 WORK STATEMENT
A.4.1 GENERAL INFORMATION:
This is a contract for cemetery custodial services at Fort Snelling National Cemetery, Minneapolis MN and hereafter referred to as FSNC or Cemetery. The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of custodial services described herein, which are required to maintain sanitation and an aesthetic appearance of the Maintenance and Internments Buildings and the Kiosk Room in the Brown trailer.
A.4.2 CONTRACT OBJECTIVES:
Maintain the high standards of appearance as a National Shrine, in accordance with best commercial practices and the requirements identified in this solicitation.
To have the Contractor perform to its Technical Performance Approach focused on criteria designed to maintain a satisfactory facility condition and present a clean, neat and professional appearance.
The minimum life of the contract is planned for one base period with up to four (4) one- year options individually exercised at the VA s discretion and dependent on the availability of funds.
A.4.3 DESCRIPTION OF SERVICES:
The Contractor shall furnish all personnel, supervision, professional expertise, equipment, tools, materials, services, and quality control necessary to ensure that non-personal custodial services are performed at the Cemetery, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.
The Contractor shall accomplish all cleaning tasks and be required to provide and replenish soap and paper products in all restrooms, in order to meet the requirements of this SOW. Facility cleaning levels or maximum cleaning frequencies, and estimated square footages are established in Attachment 4, Estimated Square Footages and Cleaning Level.
All work performed by the Contractor shall be performed in accordance with all applicable laws, regulations, and commercial practices. All work will be done during normal Federal workdays*, during the following Cemetery workday hours: between 0830 and 1600 (4:00 p.m.) Monday through Friday (* The exception is Memorial Day, which may be a workday for Federal employees, but not for the Contractor.) No work will be allowed during special weekend activities. No Keys will be provided to the Contractor.
FACILITY CLEANING SERVICES
Non-Carpeted Floors (Hard Floors: Ceramic Tile, Wood, Concrete, etc.). Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, wet mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Floors shall be continuously free of all debris such as paper, coins and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. A Wet Floor signs shall be used when the floor is wet.
Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Contracting Officer s Representative (COR). Area and throw rugs shall also receive this service. Floors shall be continuously free of all debris such as paper, coins and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.
Entrances, Entrances Platforms, and Parking Areas. Planters in the vicinity of the buildings and cigarette containers shall be free of all visible litter, debris, soil and other foreign matter.
Dusting Horizontal Surfaces. Dust desks, file cabinets, and all other horizontal office furniture and accessories, including pictures, fire extinguishers. Dust Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces could include items such as tables, shelves, bookcases, storage lockers, window sills, hand rails, pictures, clocks, window blinds, ceiling fans, light fixtures, air registers.
Clean Horizontal Surfaces. All chair seats shall be free of dirt, food particles and other foreign matter. Counter tops (including lunch room counters) and lunch room tables and chairs shall be disinfected. Surfaces such as chair legs, table legs, desktops, phones, air registers and vents, frames, moldings, horizontal ledges, and baseboards shall be free of film, dirt, smudges, water, or other foreign matter by routine and spot cleaning.
Clean Vertical Surfaces. Spot clean all doors, door frames, and areas around light switches. Thoroughly clean soiled wall coverings and chairs throughout the contract coverage area. Spray wipe door handles.
Interior Glass and Entrance Glass. All interior glass (not including building envelope window glass; see para. 5.c.ii.) and entrance glass (inside and out), including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter. Exterior glass entrance ways (doors and windows) shall be cleaned daily as well as cleaning and polishing of door tracks. The widows of the PIC shall be cleaned weekly.
Clean Floor (Walk-Off) Mats. Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.
Trash Collection/Removal. All trash containers shall be emptied, trash transported and disposed in designated area(s), and containers returned to their original locations. The Contractor shall provide and replace any obviously soiled, worn or torn plastic liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.
Submittal of Facility Defects. When routine facility defects (e.g. dripping faucet, loose door, loose window frames, etc.) are found, they shall be reported to the COR.
RESTROOMS/LOCKER ROOMS CLEANING SERVICES.
Clean and Disinfect. All surfaces of sinks, counters, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures and faucets, exposed pipes, partitions, dispensers, walls, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), light fixture covers, benches, handicap support bars, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout below six feet shall be free of all film, spots, and detergent buildup.
Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 4.a.i. by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.
Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two (2) hours of notification.
Drinking Fountains. Contractor shall clean all facility drinking fountains, usually located outside the restrooms: two (2) in the Maintenance office area. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.
Restroom Trash Removal. All trash containers in restrooms and locker rooms, including sanitary napkin disposal containers, shall be emptied, trash disposed, and containers returned to or reassembled in their original locations. The Contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.
Restroom Checklists. The Contractor s employee(s) on duty shall sign off daily on the restroom checklists, which are generally located in the foyers of the public restrooms and staff restrooms.
PERIODIC CLEANING SERVICES (Services performed on a monthly, semi-annual, annual basis).
Semi-Annual Carpet Restorative Cleaning. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.
Semi-Annual Window Cleaning. All interior and exterior glass surfaces that are in integral part of the outer surface of the building shall be cleaned to show no traces of film, dirt, smudges, water, or other foreign matter. Screens shall be removed and re-installed as necessary.
A.4.4 CONTRACTOR FURNISHED EQUIPMENT/SUPPLIES
The contractor shall furnish all supplies necessary to perform all services required. Supplies and equipment shall meet the specifications below and comply with VA, Federal, or State Occupational Safety and Health Standards and Fire regulations.
All items shall be approved by the COR prior to being used. New supplies or changes in previously approved material shall require product literature and may require samples.
Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to property. At no time shall chairs, wastebaskets, brooms, mops or any other items normally placed on the floor be place on any surface of furniture or equipment.
Contractor s equipment shall be compatible with existing sources of furnished electrical power. All equipment shall comply with current safety standards. All electrically operated equipment shall be equipped with hospital quit-type motor, be third-wire grounded, and equipped with an appropriate length of UL approved three-conductor cord. Extension cords are prohibited. Equipment will be checked for electrical safety and records maintained.
All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.
When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage. All equipment shall be cleaned with a disinfectant-detergent each day prior to storage.
Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. All material not immediately used shall be properly stored.
Supplies and equipment reserved for use in designate areas shall not be transferred to the other areas. All such items assigned shall be plainly marked with the area s designation.
Mops Mop heads shall be washed in housekeeping closet sinks.
Vacuum Cleaners All vacuum equipment shall have hospital use micro-static impaction type filtration system, which shall filter out all dust and bacteria particles larger than 0.3 microns. All vacuum equipment (i.e. tank, hose, and bag) shall be cleaned daily with disinfectant-detergent. Vacuum filters shall be cleaned weekly.
Other Items
Signs Signs shall contain easily understood directions.
Contractor Equipment The Cemetery shall not be held responsible for any items of Contractor s equipment which may be lost, damaged or stolen. The contractor shall tag all contractor owned equipment for identification.
A.4.5 GREEN CLEANING
The Contractor shall use green cleaning products and processes. Green cleaning is a planned and organized approach to cleaning that is designed to protect the occupants and workers' health and reduce the impact on human health and the environment. Unlike a traditional cleaning program, a green custodial program takes a holistic approach to building cleaning and goes beyond simple appearances to focus on health and the environmental impacts.
Green cleaning products and processes include, but are not limited to products containing recycled content, environmentally preferable products and services, vacuum cleaners with HEPA filtration, bio-based products, and products and services that minimize the use of energy, water, and other resources. In addition to compliance with these requirements, the Contractor shall follow all applicable standard industry practices including, but not limited to those published by the National Institute of Building Sciences (NIBS), American Society of Testing Materials (ASTM), and Carpet and Rug Institute (CRI), as well as applicable standards of the Environmental Protection Agency (EPA).
The Contractor shall take every precaution to ensure that if available, only safe and environmentally preferable products are used. Preference must be given to cleaning products that meet the following: United States Department of Agriculture (USDA) designated bio-based products, Green Seal certified (Standard GS-37 for Commercial and Institutional Cleaners, Comprehensive Procurement Guidelines (CPG)), and applicable Executive Orders.
The Contractor shall give preference to supplies and products that are "environmentally preferable". The list of Comprehensive Procurement Guideline (CPG) items and their associated Recovered Materials Advisory Notices (RMAN s) are available at http://www.epa.gov/cpg. Items such as trash bags are on the CPG list. Information on CPG items can be found at: http://www.epa.gov/cpg/products.htm. This includes concentrated and ready-to-use cleaning chemicals (spray bottles must be labeled with the contents) that use ecologically sound packaging, are phosphate-free, non-corrosive, non-combustible, non-poisonous, non-reactive, and non-aerosol; contain no carcinogens, mutagens and teratogens; contain no ozone-depleting substances; and are bio-based and fully biodegradable. Such products must have lower toxicity, and reduced potential for skin, eye, and, respiratory irritation than comparable products used for the same purpose and must contain no unnecessary dyes or fragrances. Concentrates are preferable compared to ready-to-use products and should be used wherever possible. Furthermore, dilution control equipment (use equipment or systems consistent with those specified or recommended by the manufacturer of the concentrate products) should be employed to ensure correct dilutions of concentrates and to protect workers from exposure to concentrated chemicals. Preference must be given to cleaning products meeting the following Green Seal Standards: GS-37 for Commercial and Institutional Cleaners for those product categories covered by this Standard and GS-34 for Degreasers (http://www.greenseal.org/findaproduct/index.cfm#cleaners).
The Contractor must give preference to floor finishes and floor maintenance products that are free of metals, such as zinc, arsenic, lead, cadmium, cobalt, chromium, mercury, nickel, or selenium.
A.4.6 CHEMICAL STORAGE AND SAFTEY DATA SHEETS
The Contractor shall furnish to the COR all Safety Data Sheets (SDS) for any materials used in the performance of this contract. All new products used during the life of the contract must have SDS provided to the COR prior to bringing these products on site and being used. The Contractor shall use only commercially available products that meet Federal, State, and local codes. These requirements shall include those identified in Executive Order 13423. The COR must contact the Contractor immediately if any item is deemed inappropriate for use under this contract
Contractor shall maintain the SDS in a location accessible to all employees and shall advise the COR of their location. The SDS shall be available for inspection by the COR on request.
Contractor shall store chemicals and cleaning supplies in an area designated by the COR (see paragraph 11, USE OF CEMETERY FACILITIES). Contractor shall provide spill containers for all liquids and ALL CONTAINERS shall be clearly markers as to content.
A.4.7 STANDARDS OF EMPLOYEE CONDUCT:
Contractor personnel shall be required to adhere to the following standards of dress and conduct, as briefly mentioned here, while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 901.
Contractor personnel shall be fully clothed at all times, to include upper garment to cover body from the waist to the neck and long pants or slacks. Clothing shall be presentable and suitable to the work while maintaining proper appearance and decorum indicative for a National Shrine. Clothing shall be clean and cleanliness and personal hygiene are imperative. T-shirts and/or tank tops as outer garments are prohibited. Garments, which have a message, slogan or printing of any kind other than the Contractor s business attire, are prohibited. Protective/safety clothing and shoes shall meet or exceed OSHA and state requirements. Uniform shirts and hats are acceptable as long as they meet the other attire requirements and are uniform among all Contractor employees
Behavior and language must be appropriate, reverent, and respectful at all times. The Contractor s personnel shall not engage in loud or boisterous behavior, angry outbursts or use profane or abusive language at any time on Government premises. Playing radios and/or electronic games/devices shall only be done at lunchtime and in a designated break area. Due to the sensitive mission of the Cemetery, Contractor employees will come into daily contact with grieving individuals, therefore Contractor employees will exercise and exhibit absolute decorum, courtesy, and respect while within the cemetery or at its perimeter or entrances. Inquiries from Cemetery visitors shall be politely referred to Government Cemetery staff. Gratuities of any kind are strictly prohibited.
The Contractor s personnel shall consume food and beverage only within areas designated by the COR. Intoxication, and violence or criminal acts of any kind will not be tolerated and is cause for immediate removal from Government property. Use or sale of intoxicating beverages and/or drugs is strictly prohibited, and use of tobacco products is only allowed in specific areas designated by the COR.
A.4.8 PARKING AND VA REGULATIONS:
Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. The Cemetery will not validate or make reimbursement for parking violations of the Contractor s employees under any conditions. Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation/summons answerable in the United States (Federal) District Court, or other appropriate jurisdiction/agency.
A.4.9 USE OF CEMETERY FACILITIES:
The Cemetery shall provide the contractor space for supplies and equipment storage.
The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.
Electricity WILL be furnished by the Government for the Contractor s use. Phone service will NOT be furnished by the Government for the Contractor s use.
A.4.10 SUPERVISION AND TRAINING:
Contract Manager. The Contractor shall establish and maintain an office through which the Contract Manager or alternate(s) can be contacted during work hours. The Contract Manager or alternate shall be available during standard duty hours to meet on the Cemetery within one (1) hour with the Government personnel designated by the CO to discuss problem areas. The Contractor shall provide the COR telephone number(s) where surveillance results and complaints can be reported. The Contractor shall also provide to the COR the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept and updated by the Contractor whenever personnel changes occur. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.
The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, the COR may direct the removal of an employee from the premises. Contractor objections to any such action will be referred to the Contacting Officer (CO) for final resolution; however, the Contractor will first immediately comply with COR direction pending any CO final resolution at a later time or date. The Contractor will not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless the removal is directed by the COR, and is later found invalid and/or unreasonable by the Contracting Officer.
The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. Training shall be accomplished within the first thirty (30) days of employment, with refresher courses on an annual basis. OSHA standards shall be observed by the Contractor in all work performed. Contractor shall ensure that appropriate safety equipment is used by Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to, and records will indicate by name and date when employees are trained in the following:
National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers
Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.
Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.
Hazard Communications (OSHA, HCS, 29 Code, FR 1910.1200)
Hazard spills/Waste Handling
Universal Precautions (OSHA, 29 CFR Part 1910.1030)
Equipment Operations Training (Utility Training)
Initial Environmental Management System (EMS) awareness training and annual EMS awareness refresher training if the contract is greater than one (1) year. The COR or designated appointee will be responsible for providing the EMS training, as well as providing the method of training. Individual documentation processes will be established by the COR or designated appointee.
A.4.11 INSPECTION AND CLEANING OF CEMETERY FACILITIES:
The Contractor will perform a weekly inspection. During this inspection the appearance of the Cemetery will be observed, and any deficiencies noted within the scope of the contract will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the COR or his/her representative.
The Contractor will be required to submit inspection reports and work accomplished to the COR weekly. The COR is located at the Fort Snelling National Cemetery. The inspection forms will be provided to the Contractor. (See Work Summary and Progress Report , Attachment 2)
A.4.12 QUALITY ASSURANCE:
The Government COR shall conduct surveillance activities and evaluate the Contractor s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after Contractor has provided the services. The COR will utilize the Contractor s work schedule, to plan their inspections and surveillance activities. The COR will record inspection and surveillance results which then become the official National Cemetery Administration record of the Contractor s performance.
ACTIONS:
Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.
If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken and inform the Contract Officer.
When the Contractor is not meeting the acceptable limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR, or as soon as work performance is less than satisfactory.
When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, Inspection and Acceptance .
When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR IAW instructions provided and return it to the CO within ten (10) calendar days of receipt. The CO will have ten (10) calendar days to respond back to the Contractor with acceptance or rejection of the Contractors response to the CDR.
If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered, to include a determination on whether continued performance by the contractor is feasible.
PERFORMANCE EVALUATION MEETING:
The issuance of a Contract Discrepancy Report (CDR) found at Attachment 3 may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s).
Should the Contractor not concur with the minutes, they will so state their objections in writing to the Contracting Officer, within ten calendar days, and also explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days of submission of any objections.
A.4.13 CONTRACTOR S QUALITY CONTROL PLAN (QCP):
The Contractor shall submit a Quality Control Plan for Contracting Officer and COR acceptance within 14 calendar days after contract award to assure the requirements of this contract are provided as specified. Any changes thereafter must also be provided to Contracting Officer and COR for acceptance. The Contracting Officer will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor s QCP shall include the following or have incorporated into during performance of contract, at a minimum:
An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.
On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.
Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract.
The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.
On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.
A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services.
On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.
A.4.14 REPORTING AND RECORD KEEPING. The Contractor Superintendent or his designee shall provide the COR the following documentation:
The Contractor Superintendent shall provide WEEKLY an accurate written report identifying all work that took place within the previous seven calendar days. The contractor shall document services performed, indicate the location where work was to be performed, and provide information to the COR as required.
SUBMITTALS - The Contractor shall submit the following documents or information in accordance with the table below.
Submittal
Frequency
Submittal Schedule
Work Plan/Staffing Plan
As Revised
With Proposal
Fire Safety Plan
As Revised
Prior to Beginning Work
Emergency Contacts
As Revised
Prior to Beginning Work
Licenses, Permits, Insurance on Vehicles, Liability, Workman s Compensation Insurance, etc
As Revised
Prior to Beginning Work
Safety Data Sheets (See FAR Clause 52.223-3)
As Needed
Prior to Chemical Use
Weekly Report and Rework List
Weekly
Weekly
SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS
Attachment 1 through Attachment 8
Attachment 1 Services Summary
Attachment 2 Work Summary & Progress Report
Attachment 3 Contract Discrepancy Report (CDR)
Attachment 4 Square Footages
Attachment 5 Cleaning Frequencies
Attachment 6 Employee Statement of Compliance
Attachment 7 Wage Determination
Attachment 8 Past Performance Form
ATTACHMENT 1
SERVICES SUMMARY
1. The purpose of this exhibit is to:
List the contract requirements considered most critical to acceptable contract performance.
Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory.
Define the procedure the Government shall use in reducing the Contractor s monthly payment if satisfactory performance is not rendered.
2. The Government's quality assurance procedures are based on actual performance of the contract and all areas will be reviewed periodically, (e.g. weekly, monthly, quarterly, and semi-annually).
3. The criteria for acceptable and unacceptable performance are as follows:
Contract requirements. The criteria for requirements are the level of performance deemed acceptable to the Government.
If the quality of work does not comply with the contract requirements the COR will initiate and the Contractor shall be required to complete a Contract Discrepancy Report (CDR).
The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.
It the level of performance is deemed unacceptable to the Government, payment may be reduced for unsatisfactory performance by the percentage as shown in the chart below:
SERVICES SUMMARY (Continued)
Performance Objective
SOW Para
Performance
Threshold
Remedy
Method of Assessment
SS-1
Facility Cleaning Service
i. Non-Carpeted Floors
ii. Carpeted Floors
iii. Entrances
iv. Dusting
vi. Windows and Glass
vii. Floor/Walk-Off Mats
viii. Trash Removal
5.a., inclusive
No more than 4 valid defects per month
Re-performance
Within 2 hours of notification
Periodic Validation, customer complaint
SS-2
Restrooms/Locker Rooms Cleaning Services
i. Clean and Disinfect
ii. Floors
iii. Supplies
iv. Drinking Fountains
v. Trash Removal
5.b., inclusive
No more than 4 valid defects per month
Re-performance
Within 2 hours of notification
Periodic Validation, customer complaint
SS-3
Periodic Cleaning Services
i. Carpet Maintenance
ii. Window Exteriors
5.c, inclusive.
0 defects per month
Re-performance
Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and contractor.
Periodic Validation, customer complaint
SS-4
Quality Control
Inspection procedures are followed and documented in accordance with Contractor s Quality Control Plan (incorporated into contract after award).
15
1 valid defect per month
Contractor shall provide a written Corrective Action Report.
Periodic Validation, customer complaint
ATTACHMENT 2
WEEKLY WORK SUMMARY & PROGRESS REPORT
Period Covered:
From:
To:
Cemetery Location:
Contractor Information:
Fort Snelling National Cemetery
Project Title:
Custodial Services
Contract No:
Inspection / Acceptance: The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test some or all of the services that have been tendered for acceptance. The Government may require re-performance of nonconforming services at no increase in contract price. The Government shall exercise its post-acceptance rights:
1. Within a reasonable time after the defect was discovered or should have been discovered; and
2. Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.
WORK COMPLETED & SUBMITTED FOR ACCEPTANCE
(This form is not to be used as an Invoice)
1
Maintenance Building Cleaning
Quantity / Unit
Week
Date Completed:
2
Interment Building Cleaning
Quantity / Unit
Week
Date Completed:
3
Restroom and Locker Room Cleaning Services
Quantity / Unit
Week
Date Completed:
4
Semi-Annual Carpet Restorative Cleaning
Quantity / Unit
Job
Date Completed:
5
Semi-Annual Window Exterior Cleaning
Quantity / Unit
Job
Date Completed:
Report below any circumstances which may have adversely affected work progress such as weather, strikes, delays by the Government, etc.
Signature of Contractor:
Date Signed
Signature of Cemetery Director / COR
Date Signed
Note: Contractor shall sign confirming that services indicated have been completed. Government shall also sign in acknowledgment of receipt of the Progress Report.
Duplicate Form as Necessary
ATTACHMENT 3
Contract Discrepancy Report
Contract Number:
Report No. for this Discrepancy:
To: (Contractor/Manager s Name)
From: (Name of COR)
5. Dates
5a. Prepared:
5b. Returned by Contractor:
5c. Action Complete:
Discrepancy or Problem: (Describe in detail. Include reference to PWS Directive; attach additional sheet if necessary.)
__________________________________________________________________
____________________________________________________________________________________________________________________________________
Signature of Contracting Officer or COR:
8a. To: (Contracting Officer and/or COR)
8b. From: (Contractor)
9. Contractor Response as to Cause, Corrective Action and Actions to Prevent Recurrence: (attach additional sheet if necessary.)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
10a. Signature of Contractor Representative:
10b. Date:
11. Government Evaluation: (Acceptance, partial acceptance, reflection; attach additional sheet if necessary.)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
12. Government Actions: (Reduced payment, cure notice, show cause, other)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
13. Close Out
Name
Title
Signature
Date
a. Contractor
b. COR
c. CO
ATTACHMENT 4 SQUARE FOOTAGES
Building / Area
Estimated Area (square feet)
Floor Finish
Bldg 3001 Supervisor office
402
Concrete
Bldg 3001 Employee Restroom
161
Concrete
Bldg 3001 Break Room
292.5
Concrete
Bldg 3001 Entry Way
60
Concrete
Bldg 3001 Men s public Restroom
80.5
Tile
Bldg 3001 Women s Public Restroom
84
Tile
Bldg 3002 Entrance
70.875
Tile
Bldg 3002 Break Room
709.25
Tile
Bldg 3002 Foyer
181.75
Tile
Bldg 3002 Men s Restroom
539.375
Tile
Bldg 3002 Women s Restroom
205.75
Tile
Bldg 3002 Wage Lead Office
156
Tile
Bldg 3002 Supervisor Office
105
Tile
Bldg 3002 Copier Room
99
Tile
Bldg 3002 Rifle Squad Restroom
68
Tile
Bldg 3002 Rifle Squad Breakroom
441
Poly
Kiosk room at brown trailer
126.5
Tile
ATTACHMENT 5
CLEANING FREQUENCIES
Item
Frequency
- Hard floor sweep and spot clean
Daily
- Hard floor wet mop
Mon-Wed-Fri
- Carpet vacuuming and spot cleaning
Daily
- General dusting and spot cleaning
Daily
- Interior window/glass door cleaning
Weekly
- Entrance window/glass door cleaning (Admin & PIC)
Weekly
- Clean drinking fountains
Daily
- Clean kitchens, break rooms, and lunch rooms
Daily
- Floor (walk-off) mat vacuuming and spot cleaning
Daily
- Trash removal; plastic liner replacement
Daily
- Trash receptacle disinfection
Weekly
- Clean and disinfect restrooms
Daily
- Stock restroom supplies
When low, but no less than two times per week
- Hard floor maintenance
Quarterly
- Carpet maintenance (shampooing)
Quarterly
- Cleaning of air registers, diffusers, and grilles (vents)
Quarterly
- Light fixture cleaning (with cover off)
Quarterly
- Window interior and exterior cleaning
Semi-annually
Clean/wash all blinds and window screens
Semi-annually
- Additional dusting and spot cleaning
Monthly
ATTACHMENT 6
EMPLOYEE STATEMENT OF COMPLIANCE
EMPLOYEE NAME: ______________________________
POSITION/TITLE: ______________________________
DATE: ______________________________
Please check the appropriate blank.
____ New Employee, New Contractor
____ Annual Confirmation for current Employees or Contractor(s) (Due on November 1 of each Contract year)
FOR ALL EMPLOYEES
I have been briefed and understand the following guidance:
INITIALS
_________ The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures have been established by the National Cemetery Administration to reflect this Nations concern and respect for those interred there. For this reason, my strict adherence to the Performance Work Statement, Performance Work Requirements Summary and Guidance Specifications shall be required and shall be essential.
_________ I will remain aware of the remains buried in the grounds where work is being performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.
_________ I will not walk, stand, lean, sit or jump on headstones, markers, or monuments. Nor will I drive over them.
_________ I will not place or lean tools, equipment, or other items on headstones, markers, or monuments at any time.
_________ I have been briefed on the approved methods and tools to remove headstones and markers from their sockets in accordance with the Contract Specifications. I will use the tools and methods approved by the Contracting Officer Representative (COR) to lift headstones and markers out of the ground in order to avoid damage; pick axes are not an acceptable tool.
_________ I will not place headstones or markers on dirt piles or mud once they are removed from their sockets; in order to show appropriate respect towards the families visiting the gravesites and the remains that are buried, I will ensure headstones and markers are carefully stored on each associated gravesite and protected from damage or soiling, in accordance with Contract Specifications.
_________ I understand that the Contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.
_________ In the event work on the gravesites results in exposure and/or damage to any remains, container for remains (i.e., casket or urn), or outer burial container, I will IMMEDIATELY notify the COR. I will take immediate steps to cordon off, protect and cover any exposed remains, container for remains, or outer burial container; and STOP ANY FURTHER WORK on that gravesite until given permission to proceed by the COR. I will not attempt to reinter exposed remains or reposition outer burial containers.
SIGNATURE BLOCK
________________________________
Signature
________________________________
Printed Name
________________________________
Date
IF THIS STATEMENT IS THE EMPLOYEE S ANNUAL COMPLIANCE STATEMENT, THIS COMPLIANCE STATEMENT MUST BE RETURNED TO THE COR BY NOVEMBER 1.
AS TO STATEMENTS OR COMMITMENTS OF FUTURE ACTIONS, THIS COMPLIANCE STATEMENT COVERS THE PERIOD FROM OCTOBER 1 OF THE CALENDAR YEAR DURING WHICH THIS COMPLIANCE STATEMENT IS DUE THROUGH SEPTEMBER 30 OF THE NEXT CALENDAR YEAR.
Katherine E Iacovelli
Contract Officer
540-658-7231
katherine.iacovelli@va.gov
