Janitorial Cleaning of VAMC Northport's CBOCs (VA-18-00038527)
Page 11 of 11 COMBINED SYNOPSIS/SOLICITATION Northport, (VAMC), NY - JANITORIAL SERVICES FOR THE CBOCs at Long Island Community Based Outpatient Clinics (CBOCs) located at Valley Stream, Bay Shore, East Patchogue, Riverhead and East Meadow. (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items and FAR 13. Simplified Acquisition Procedures for Commercial Items , as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; packages are requested and a written pre-solicitation will not be issued. (ii) This solicitation is being issued as a request for quote (RFQ). The Request for Quote will be submitted tough fedbizopps.gov on RFQ reference number 36C24218Q9766. (iii) This solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-98. (iv) This procurement is being issued as a total Service Disabled Veteran Owned Small Business (SDVOSB) set aside. The North American Industry Classification System (NAICS) code is 561720, Custodial Janitorial Services, with a small business size standard of $18.0 Million. (v) The Contractor shall provide pricing to provide Janitorial Services for Long Island Community Based Outpatient Clinics (CBOCs) at Valley Stream, Bay Shore, East Patchogue, Riverhead and East Meadow 5x per week, Monday-Friday. See Attached table (It is not mandatory to use this table specifically but it is encouraged. The contract specialist will need to distinguish between the varying costs of the procurement in order to make a determination on price reasonableness.) (vi) Description of requirement Statement of Work (SOW) For Northport, (VAMC) CBOCs Janitorial Services SCOPE OF WORK Contractor will provide the cleaning materials (chemicals, soap, paper towels and trash bags, etc.) and furnish all labor, supervision, tools, and equipment necessary to provide full janitorial services for Long Island Community Based Outpatient Clinics (CBOCs) at Valley Stream, Bay Shore, East Patchogue, Riverhead and East Meadow 5x per week, Monday-Friday. Scope of Services Daily Scope of Work: Empty all wastebaskets, replace liners, and remove all trash from floors. Wipe exterior of waste basket as needed Remove waste to a assigned designated area Return all chairs and waste receptacles to their proper positions Vacuum all carpeting including corners, edging, and ledges Inspect and spot clean all carpet Dust mop all hard floors. Remove stains with damp mop Wipe down table tops in lunch room. Damp wipe all spills Restock all restroom paper and soap dispensers. Replace urinal screens as required Clean restroom mirrors Clean & sanitize all dispensers, faucets, flushometers, etc. with nonabrasive cleaner Clean & sanitize all fixtures and toilet seats with nonabrasive cleaner Remove stains from porcelain fixtures as required Mop & sanitize floors Empty & sanitize all waste and sanitary napkin & tampon receptacles Remove waste to a assigned designated area for disposal Clean fingerprints, marks & graffiti from restroom walls, partitions, light switches, as required Report leaks & stoppages to Department Supervisor. Weekly Service: Dust all areas, including but not limited to chair rails, wall mounted fixtures, window sills, and furnishings. Clean and polish desk tops (freeing and/or removing objects from furniture may be required). Clean microwave and refrigerator upon prior arrangement to do so. Monthly Service: Buff all VCT (vinyl composition tile) floors High dust all out-of-reach areas & fixtures Strip and wax worn areas of VCT flooring in need of refinishing Sanitize partitions and furniture Sanitize walls and contact areas such as door handles, railings, flat surfaces etc. Sanitize trash receptacles Machine scrub & sanitize restroom floors Machine scrub other hard floors D) Quarterly Service: Shampoo all carpeting, removing any gum Clean interior windows and frames Vacuum all vents, damp wipe as needed E) Contractor shall not provide janitorial services for the medication room, and accordingly, the contractor shall not be provided access to this room. F) Contractor shall not handle or otherwise service the sharps containers located at each facility. Work Hours Work Hours. All service shall be provided after VA normal business hours (after 4:30 PM) National Holidays: The ten holidays observed by the Federal Government are: New Year s Day, Martin Luther King s Birthday, President s Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, Cistmas Day, and any other day specifically declared by the President of the United States to be a national holiday. Supplies Contractor shall furnish all supplies, materials, equipment, labor, supervision, tools and utilities necessary to provide full janitorial services as required under this contract. The contractor shall furnish environmentally preferred products 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 Administration (OSHA) standards and fire regulations. All products shall be approved by the Contracting Officer s Representative (COR) prior to use. The contractor shall obtain Safety Data Sheets (SDS) OSHA Form 20 for all chemical products used and must provide copy to COR. New supplies or changes in previously approved materials shall require product literature and may require samples. Consumable materials: the contractor shall furnish consumable materials required for the execution of this contract. Such consumable materials shall include: all paper products, for example, paper towels and toilet tissue; hand soap; and garbage bags etc. Government Furnished Supplies, Materials, Equipment and Utilities Space in each facility, for the storage of supplies and equipment, will be provided for use in the performance of work under this contract. The Government will not be responsible for damage or loss to contractor s stored supplies or equipment. Electrical power will be provided at existing outlets for the contractor to operate such equipment, as necessary, in the performance of this contract. The contractor shall only use open outlets and shall not unplug anything to plug in equipment. Water will be made available, as necessary, for cleaning purposes. Building Security All contractor personnel are subject to background checks and must receive clearances before being allowed access to any facility to perform under this contract. Keys and codes: the contractor will be provided keys and/or codes to allow access to all areas and rooms requiring cleaning. The contractor will also be provided keys or allowed access to the housekeeping closet and janitorial storage closet at each CBOC, to store equipment and supplies as provided under the contract. Keys provided to the contractor shall not be duplicated. In the event a key is lost or duplicated, all locks and keys on that system will be replaced by the Government. The contractor will be responsible for the total cost involved in replacing keys and cores. The contractor will be responsible for immediately reporting the occurrence of a lost key to the COR or his/her designee. Contractor shall not be provided access to medication room, as this room shall not be serviced under this contract. Contractor personnel shall not allow any unauthorized person the use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Contractor personnel shall ensure areas are secured and windows are closed and locked. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours. Quality Assurance/Errors/Corrections Routine and periodic inspections will be performed under this contract by the clinic supervisor at each site, in accordance with existing VA policy and this contract. Vendor will be furnished with an inspection report listing and all cleaning deficiencies for which the vendor is responsible to clean and repair within 48-hours. The contractor shall notify the COR, in writing, that the deficiencies have been corrected and that a re-inspection can be made. Background Checks and Special Agreement Checks In accordance with VHA Directive 0710 the contractor shall follow established requirements for the Special Agreement Checks (SAC). All Contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: low. This requirement is applicable to all subcontractor personnel requiring the same access. The Contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) tough the VA, the Contractor shall reimburse the VA within 30 days. Reporting Requirements The contractor shall notify the COR immediately of any problems or concerns with the contract. This is especially important in the area of privacy and security. Immediate notification of any privacy or security breach or violation is of the utmost importance. The contractor shall immediately notify the COR upon discovering any broken or malfunctioning fixtures and/or plumbing. Non-emergency contact for this contract is Alan Jamros, (631) 261-4400 ext. 2628. Emergency Procedures In the event of an emergency, the contractor shall immediately notify police at 911. VA Police can be reached at (631) 261-4400 ext. 7186. HOURS OF WORK AND SCHEDULING Cleanings shall occur between the hours of 4:30 P.M. and 9:00 P.M DST., Monday tough Friday, excluding legal and/or public holidays. It is possible that contractor and customer will agree to alternate cleaning schedule as long as they occur outside of normal business hours. SAFETY AND SECURITY 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 accordance with VA, and OSHA regulation and policies. The Contractor and Contractor s employees shall follow the VA Medical Center/CBOCs smoking policy. Policy is available at the Northport, (VAMC) CBOCs. All debris resulting from Janitorial services shall be disposed of in Government provided dumpster designated by the COR. The Contractor shall be responsible for any damage to Government and/or personal property. All damage by the Contractor shall be repaired or replaced by the Contractor at no additional cost to the Government. Contractor shall be responsible to provide Material Safety Data Sheets (MSDS), for all applicable items used in the performance of this contract, to the COR in accordance with the conformance standards. All cleaning agents shall be clearly labeled. QUALITY ASSURANCE AND QUALITY CONTROL The VA will use a Quality Assurance Surveillance Plan (QASP) to evaluate the performance of the contractor. The QASP shall be provided to the contractor post award. As part of this QASP, the customer will perform inspection of the work and adhere to the incentives and disincentives for positive and negative performance, respectively. These disincentives may include but not be limited to performance reporting incentives or disincentive or withholding of payment for nonconformance. The Contractor shall provide a quality control plan as part of their package. The quality control plan shall detail the contractors plan to mitigate errors in service, track performance, and correct for failures to perform in accordance with this statement of work. This quality control plan must be comprehensive and fully detail quality control measures that are specific to this requirement. It must specifically address the maintaining of quality of the area services and the integrity of the workspace. It must address inspection of finished work and testing for potential nonconformance issues related to the tasks described in this statement of work. The contractor must describe the method of tracking to ensure all duties have been accomplished. Period of Performance: The base period for this requirement is Date of Award tough September 30, 2019 with four (4) 12 months option. Contracting Office Address: Network Contracting Office 2 - Bronx 130 West Kingsbridge Road Bronx, New York 10468-2904 Place of Performance: Valley Stream CBOC (approximately 2,300 sq. ft.): 99 Central Avenue, Valley Stream, NY Bay Shore CBOC (approximately 1,600 sq. ft.): 132 E. Main Street Bay Shore, NY East Patchogue CBOC (approximately 4,891 sq. ft.): Note: Approximately 4,000 additional square feet are to be added approximately March 2019. Start date for additional space as well as square footage is an approximation. 4 Phyllis Drive Patchogue, NY 11772 Riverhead CBOC (approximately 7,174 sq. ft.)- 300 Center Drive 2nd Floor Riverhead, NY 11901 East Meadow CBOC (approximately 6,121 sq. ft.) Nassau University Medical Center 2201 Hempstead Turnpike East Meadow, NY 11554 (XV) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance. (XVI) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (MARCH 2016), applies to this acquisition. All offers must reference: solicitation number for this requirement as 36C24218Q9766 Name, address and telephone number of offeror Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all of the technical evaluation factors. Failure to address all of the factors will result in your package being determined incomplete. Terms of any express warranty Quality Control Plan Price. Price should be for all services detailed in section v of this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractor s package being determined to be incomplete. Acknowledgement of any solicitation amendments Past performance information A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation will be excluded from consideration. The following provisions are included as addenda to FAR 52.212-1: 852.209-70 Organizational Conflicts of Interest (JAN 2008) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) 852.270-1 Representatives of Contracting Officers (JAN 2008) (XVII) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applied to this acquisition. 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. The following factors shall be used to evaluate offers: Evaluation Factors for Confidential Document Destruction Container Collection/Removal Services Environmental Management Service Technical: Technical capability is defined as an offeror s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities. Technical Capability shall include a detailed statement of contractor s performance capability in reference to this SOW requirement. Also, shall include a details quality control plan that described in the statement of work section of this solicitation. Past Performance: Identify at least tee references, preferably federal agency contracts, including contract number, dates of performance, points of contact, and telephone numbers, whereby you have provided the same or similar services, of the magnitude described in this solicitation. Submit Past Performance Survey form to companies for reference(s), and have them email completed form to Eulanda.James@va.gov which will be considered in the evaluation process. Price: Vendor s price must be fair and reasonable as determined by Contracting Officer s price analysis. Vendor must provide a cost breakdown for services to be performed and a labor mix for personnel in order for the contracting officer to properly evaluate price reasonableness. The contractor will be evaluated based on the following: reliability, cost, order accuracy, delivery/timeliness, quality, business relations, personnel, customer support, and responsiveness. Relevant past performance information shall include key personnel who have relevant experience, and predecessor companies. The contracting office will also review performance history in CPARS. Offerors without relevant past performance or for whom past performance information is not available, will receive a neutral rating. Failure to provide the information requested in the evaluation criteria may result in being found non-responsive. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, emailed to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) This requirement includes options executed under FAR 52.217-8. The government will evaluate prices for the option under FAR 52.217-8 by using the last year s option prices to calculate the price for six months of efforts, and adding that amount to the base and other option years to arrive at the total. The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision, OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE. (c) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4: 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.228-5 Insurance-Work on a Government Installation (JAN 1997) CL-120 Supplemental Insurance Requirements 52.232-18 Availability of Funds (APR 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) 852.203-70 Commercial Advertising (JAN 2008) 852.215-71 Evaluation Factor Commitments (DEC 2009) 852.232-72 Electronic Submission Of Payment Requests (NOV 2012) 852.237-70 Contractor Responsibilities (APR 1984) 001AL-11-15- A Limitations on Subcontracting Monitoring and Compliance (JUNE 2011) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition. 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2011) 52.219-28, Post Award Small Business Program Representation (Jul 2013) 52.222-3, Convict Labor (June 2003) 52.222-21, Prohibition of Segregated Facilities (APR 2015) 52.222-26, Equal Opportunity (APR 2015) 52.222-50, Combating Trafficking in Persons (MAR 2015) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-33, Payment by Electronic Funds Transfer Other than System for Award Management (Jul 2013) 52.222-41, Service Contract Labor Standards (MAY 2014) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) 52.222-50, Combating Trafficking in Persons (MAR 2015) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (JUL 2013) 52.222-17, Nondisplacement of Qualified Workers (MAY 2014) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (MAY 2014) The Service Contract Act of 1965 does apply to this procurement, the applicable wage determination is attached to this combined synopsis/solicitation N/A (e) This is an open-market total Service Disabled Veteran Owned Small Business set-aside combined synopsis/solicitation for Janitorial Services at Northport VAMC CBOCs as defined herein.A A The government intends to award a contract as a result, of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" The Quoter shall list exception(s) and rationale for the exception(s). Quotes received without this statement will be assumed to infer that terms and conditions are acceptable without modification, deletion or addition. Submission shall be received no later than 9:00 AM Daylight Saving Time(DST), Tuesday August 21, 2018.A The government shall only accept electronic submissions via email, please send all quotations to Eulanda.James@va.gov.A Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Questions will not be accepted after Monday August 13, 2018 @ 9:00am DST. (f) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail only to Eulanda James, Contracting Officer, Eulanda.James@va.gov. WAGE DETERMINATION OCCUPATION CODE - TITLE RATE 11150 - Janitor $15.70 ALL OCCUPATIONS LISTED ABOVE RECEIVE THE FOLLOWING BENEFITS: HEALTH & WELFARE: $4.41 per hour or $176.40 per week or $764.40 per month HEALTH & WELFARE EO 13706: $4.13 per hour, or $165.20 per week, or $715.87 per month* *This rate is to be used only when compensating employees for performance on an SCA- covered contract also covered by EO 13706, Establishing Paid Sick Leave for Federal Contractors. A contractor may not receive credit toward its SCA obligations for any paid sick leave provided pursuant to EO 13706. VACATION: 2 weeks paid vacation after 1 year of service with a contractor or successor; 3 weeks after 8 years, 4 weeks after 15 years, and 5 weeks after 25 years. Length of service includes the whole span of continuous service with the present contractor or successor, wherever employed, and with the predecessor contractors in the performance of similar work at the same Federal facility. (Reg. 29 CFR 4.173) HOLIDAYS: A minimum of ten paid holidays per year: New Year's Day, Martin Luther King Jr.'s Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Cistmas Day. (A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved.) (See 29 CFR 4.174).
36C24218Q9766 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 2
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