36C24218U0093-000.docx

FedBizOpps Combined Synopsis/Solicitation Notice

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* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010 S Rome CBOC Snow Removal 528A7 14227 36C24218U0093 10-03-2018 N 561790

VISN 2 NCO

Department of Veterans Affairs Western New York Healthcare System 2875 Union Road Suite 3500 Buffalo NY 14215 Kimberly Wiatrowski Department of Veterans Affairs Syracuse VA Medical Center Rome CBOC Griffiss Park 125 Brookley Road, Building 510 Rome, NY 13441

USA

www.va.gov Department of Veterans Affairs kimberly.wiatrowski@va.gov Contract Specialist

COMBINED SYNOPSIS/SOLICITATION

Snow and Ice Removal for the Syracuse VA Medical Center, Rome CBOC, Griffiss Park, 125 Brookley Road, Building 510, Rome New York 13441.

(i) This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in FAR Subpart 12.6 and 13 Simplified Acquisitions, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through fedbizopps.gov on RFQ reference number 36C24218U0093.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-100.

(iv) This procurement is being issued as a Unrestricted Open Market solicitation. The North American Industry Classification System (NAICS) code is 561790 - Other Services to Buildings and Dwellings, with a small business size standard of $7.5 million.

(v) The Contractor shall provide pricing for Snow and Ice Removal for the Syracuse VA Medical Center, Rome CBOC, Griffiss Park, 125 Brookley Road, Building 510, Rome, New York 13441.

The table below lists the timeframe of option periods with reference the statement of work (SOW):

PRICING SCHEDULE

Base year: November 1, 2018 to September 30, 2019

The parking lot at the Rome CBOC.

Option year 1: October 1, 2019 to September 30, 2020

Option year 2: October 1, 2020 to September 30, 2021

Option year 3: October 1, 2021 to September 30, 2022

Option year 4: October 1, 2022 to September 30, 2023

Grand total (Base year + four options): $____________________________

(vi) Description of requirement:

Statement of Work (SOW)

Snow and Ice Removal Syracuse VA Medical Center Rome CBOC, Griffiss Park

SCOPE

Contractor shall furnish all equipment and labor to provide snow clearing and ice control for the parking areas at the VA’s Rome - Donald J. Mitchell VA Outpatient Clinic located at:

Griffiss Park 125 Brookley Road, Building 510 Rome, NY 13441

Contractor will provide snow plowing and de-icing based on weather forecasts and actuality of snow fallen and removal of accumulated ice in the parking lots, driveways and access roads by 6 A.M. (06:00 EST) on days the Rome CBOC is scheduled to be open. The Clinic is open Monday through Friday.

Excluding Federal Holidays observed by the VAMC which are:

Christmas Day Or any other day the President declares a holiday.

The Clinic is also scheduled to be open for three (3) Saturdays during the Winter-season. The Contracting Officer's Representative (COR) will inform the Contractor 10 business-days prior to a Saturday the Clinic will be open.

The authorized VA representative may contact the Contractor to provide notification of needed snow plowing and de-icing service. Upon receiving notification, the Contractor will respond within One (1) HOUR OF NOTIFICATION and continuously provide the necessary manpower, equipment, fuel and materials to complete service as required in this contract. The Contractor shall maintain contact with the COR during snow plowing/ice removal operations. It shall be presumed that the CBOC will remain open for business during all weather conditions, and that there will be pedestrian and vehicle traffic, truck deliveries, cars parked in the parking lots, and other normal business day activities.

The Contractor will provide all de-icing materials necessary to keep the parking lots free from snow and ice. It is the preference of the City of Rome to not use sand within city limits, rock salt or calcium chloride are acceptable.

When two (2) inches or more snow falls at the Clinic site the Contractor will provide adequate snow plowing and de-icing to effectively keep their parking lots and drives clear from 6 A.M. to 6 P.M (06:00—18:00 EST).

The Contractor may contact the COR to coordinate snow plowing and de-icing. Contractor is expected to be knowledgeable about accurately forecasting need for services.

The Contractor shall remove snow and ice from all paved areas, parking lots shall be plowed to the bare pavement. All parking spaces shall be cleared of snow and available for parking. The VA staff is responsible for the sidewalks. The Contractor shall remove snow, including drift or piles, from all remaining paved surfaces.

All snow shall be removed from the hydrants so they may be easily accessible. The cleared area shall be approximately six (6) feet wide around the hydrant. The hydrants shall be cleared at the end of each snowstorm.

Snow may only be moved to adjacent VA owned vacant areas, identified by the COR. The Contractor will repair and/or replace any barricades, obstacles, curbs, lawns, signs which are moved or damaged by snow plowing. Contractor will be fully responsible for any property and personal damages they cause and shall repair these damages expeditiously and at their own expense.

Contractor shall remove all snow off from premises when it exceeds the boundaries of the identified areas.

Contractor will submit Material Safety Data Sheets for all hazardous materials to be used in this contract within 10 days after contract award to the Contracting Officer and the COR.

Contractor will not store any removal equipment on the VA property.

The C&A requirements do not apply, and that a Security Accreditation Package is not required

PERIOD OF PERFORMANCE

The base period of performance is November 1, 2018 to September 30, 2019 with provision of four (4) option years.

QUALIFICATIONS

Contractor and any subcontractors will have experience plowing snow and de-icing commercial parking lots of similar size, for at least one year previous to the last Winter-season, and, can provide the necessary equipment, insurance, and labor, including bucket loader, to adequately perform on this contract.

Contractor and any subcontractors will be able to provide at least two references of their satisfactory business performance snow plowing and de-icing commercial parking lots.

SAFETY REQUIREMENTS

In the performance of this contract, the Contractor shall take such safety precautions, to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work, and hold the Contractor in default.

INSPECTIONS:

An inspection of work performed shall be done by the VA COR/POC periodically upon completion of snow removal. The COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility.

PERIOD OF PERFORMANCE

The base period of performance is November 1, 2018 to September 30, 2019 with provision of four (4) option years.

QUALIFICATIONS

Contractor and any subcontractors will have experience plowing snow and de-icing commercial parking lots of similar size, for at least one year previous to the last Winter-season, and, can provide the necessary equipment, insurance, and labor, including bucket loader, to adequately perform on this contract.

Contractor and any subcontractors will be able to provide at least two references of their satisfactory business performance snow plowing and de-icing commercial parking lots.

SAFETY REQUIREMENTS

In the performance of this contract, the Contractor shall take such safety precautions, to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work, and hold the Contractor in default.

INSPECTIONS:

An inspection of work performed shall be done by the VA COR/POC periodically upon completion of snow removal. The COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility.

(vii) Awardee shall coordinate with the Contracting Officer’s Representative (COR) prior to performance.

(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. The following provisions are included as addenda to FAR 52.212-1:

Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation may be excluded from consideration. The following provisions are included as addenda to FAR 52.212-1:

(ix) The provision at FAR 52.212-2, Evaluation—Commercial Items (OCTOBER 2014), applied to this acquisition. Evaluation will be determined based on LPTA to the Government IAW FAR Subpart 13.106-1(a)(2). The government shall award this procurement to the vendor with the lowest priced quote that is technically acceptable and has acceptable, or neutral, past performance. Vendors with no past performance shall be rated as neutral.

PRICING

The Offeror shall complete and submit the table listed in section (v) of this combined synopsis and solicitation for pricing evaluation.

Factor 1 – Technical Capability:

a. The Offeror shall provide a maximum of a 10-page capability statement demonstrating technical Capability to meet all of the requirements of the Statement of Work. As well as indicating that the vendor has the trained personnel and equipment to remove snow and ice as identified in the scope of work.

Factor 2 – Past Performance:

The Government shall evaluate the offeror’s past performance. By past performance, the Government means the offeror’s reputation for conforming to specifications and to standards of good workmanship, i.e., reliable service, qualifications, adherence to contract schedules to include both technical and administrative aspects of performance. The Government shall evaluate past performance on the basis of information that may be obtained from the Offeror or from any other source such as previous commercial or Government contracts. The Government may also use any relevant information in its possession or in the public domain. Offerors without a record of relevant past performance may not be evaluated favorably or unfavorably.

The contractor shall provide a list of contracts completed during the past three (3) years and all contracts and subcontracts currently in process of Snow and Ice removal of parking lots, Include the following information for each contract:

a. Name and address of contracting activity

b. Name and telephone number of contract person

c. Dates of contract performance

Factor 3 – Price: This factor indicates what each offeror’s proposal will cost the Government, if selected.

The Government reserves the right to make award without discussions. Vendor’s price must be fair and reasonable as determined by Contracting Officer’s price analysis.

(x) 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 NOT ACCEPTABLE.

(xi) 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:

852.219-75 Subcontracting Commitments Monitoring and Compliance (JUL 2018)

(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition.

(OCT 2016)

(DEC 2010)

(xiii) The Service Contract Act (SCA) of 1965 does apply to this procurement, the applicable wage determination is attached to this combined synopsis/solicitation

(xiv) N/A

(xv) This is a Unrestricted open market combined synopsis/solicitation, the government intends to award a firm fixed price purchase order in accordance with FAR parts 12 and 13, 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 are required to be received NO LATER THAN 10:00 AM EST, October 3, 2018. Quotes and supporting documentation must be emailed to Kimberly Wiatrowski at Kimberly.wiatrowski@va.gov. RFI’s will not be accepted after September 24, 2018 10:00 am EST.

(xvi) Any questions or concerns regarding this solicitation should be forwarded in writing via email to Kimberly Wiatrowski, Contracting Specialist, 585-297-1460 x 72467; Kimberly.wiatrowski@va.gov.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For: Snow and Ice Removal for the Rome CBOC Griffiss Park.

Contract Number:

Contractor’s name: (hereafter referred to as the contractor).

Contract Description: The contractor must be able to provide equipment and labor to remove snow and ice from the parking areas at the Rome CBOC November 1, 2018 to September 30, 2019, with provision of four (4) option years.

Mission To keep the parking areas of the Rome CBOC free from snow and ice.

1. Purpose

This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor's performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

· What will be monitored

· How monitoring will take place

· Who will be conduct the monitoring

· How monitoring efforts and results will be documented

· The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government's surveillance of the contractor's performance to assure that it meets contract standards. It is the government's responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor's quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2. Authority Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3. Government Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

Program / Project Manager

The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR's performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government's behalf.

Assigned PM: Earl Evans Organization or Agency: Dept. of VA Syracuse N.Y.

Telephone: 315-425-4400 ext. 52893 Email: Earl.evans@va.gov

Contracting Office (CO)

The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned CO: Kimberly Wiatrowski Organization or Agency: Dept. of VA Telephone: 585-297-1460 ext. 72467 Email: Kimberly.wiatrowski@va.gov

Contracting Officer's Representative (COR)

The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government's behalf.

Assigned COR: Earl Evans Organization or Agency: Dept. of VA Telephone: (315) 425-4400 X52893 Email: Earl Evans@va.gov

This may include performance monitors, inspectors, technical experts, or others who provide information that helps the COR monitor contractor performance.

4. Contractor Representatives

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract.

a. Program Manager - <Enter name.> Telephone:

Email:

b. Task Manager - <Enter name.> Telephone:

Email:

c. Other Key Contract Personnel - <Enter name.> Title:

Telephone:

Email:

5. Contract Description:

The Department of Veterans Affairs in Syracuse NY, Rome CBOC, Griffiss Park requires snow plowing/ removal and de-icing for the parking areas of the clinic. The Contractor to provide all necessary personnel and supervision as required by this Contract, to provide snow removal and de-icing. This will be procured under commercial item prepared in accordance with the format in FAR Subpart 12.6 and FAR 13 Simplified Procedures.

It is the responsibility of the Contractor to provide all required administration, management, and training to their drivers.

A. Service Coverage: Coverage shall be based on weather forecasts and actuality of snow fallen and removal of accumulated ice in the parking lots, driveways and access roads by 6 A.M. (06:00 EST) on days the Rome CBOC is scheduled to be open. The Clinic is open Monday through Friday. The Clinic is also scheduled to be open for three (3) Saturdays during the Winter-season with the exception of all City, State, and Federal holidays. The following days are federally recognized holidays:

· New Year's Day

· Martin Luther King's Birthday

· Washington's Birthday

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving

· Christmas Day

Or any other day the President declares a holiday.

B. Coverage shall be provided prior to 6 am est. Monday through Friday and three (3) Saturdays during the winter season. The Contractor is responsible for providing the appropriate coverage for the workload. The Contractor is also responsible for providing backup coverage for unexpected staff absence(s).

C. When two (2) inches or more snow falls at the Clinic site the Contractor will provide adequate snow plowing and de-icing to effectively keep their parking lots and drives clear from 6 A.M. to 6 P.M (06:00—18:00 EST).

E. The contractor shall be responsible for informing the COR of any deficiencies or uncorrected deficiencies which poses a hazard to patients, staff, or other equipment.

6. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Disincentives

7. INCENTIVES

The Government shall use past performance and/or non-payment as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

8. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

c. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.)

9. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

ACCEPTABLE AND NOT ACCEPTABLE

10. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

11. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor QUARTERLY to assess performance and shall provide a written assessment.

<After award, both the contractor’s Program Manager, COR and the CO shall sign this document.>

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative

Signature - Contracting Officer

SAMPLE QUALITY ASSURANCE MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check):

LEVEL OF SURVEILLANCE (Check):

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Narrative of Performance During Survey Period:

PREPARED BY: ___________________________________ DATE: _________________

See attached document: Rome-Layout1.

See attached document: Wage Determination.