36C24221Q0204.docx

Contract Opportunity Sources Sought Notice

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* = Required Field Contract Opportunity Sources Sought Notice S201 Harlem Vet Center Maintenance 10468-3904 36C24221Q0204 11-16-2020

3PM

EASTERN TIME, NEW YORK, USA

N 561720 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904 Marshand Boone Department of Veterans Affairs Harlem Vet Center 2279 3rd Avenue 2nd floor New York

NY

10035

USA

https://www.va.gov https://www.va.gov marshand.boone@va.gov marshand.boone@va.gov Contracting Office Information:

Department Of Veterans Affairs Network Contracting Office 2 130 W. Kingsbridge Road Bronx NY 10468

Synopsis:

Please note that this is not a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, Harlem Vet Center, New York, NY, is conducting market research to find qualified vendors to provide the service described in the attached draft statement of work.

Please see draft statement of work for full description. The North American Industry Classification Systems (NAICS) is 561720; the size standard is $19.5 million. The purpose of this notice is to gain knowledge of potential qualified sources for this procurement. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should be provided in a capabilities statement which includes: 1) Offerors name, address, point of contact, phone number, and e-mail address; 2) Offerors interest in bidding on the solicitation when it is issued; 3) Offerors capability to perform a contract of this magnitude and complexity and three examples of comparable work performed within the past five years with a brief description of the project, customer name, and dollar value of the project) ; and 4) Offerors Business Size (Large Business, HUBZone, Service Disabled Veteran Owned and/or Small Business, 8(a)) and DUNS number. If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Contractor must be registered in System for Award Management (SAM) (see internet site: http://www.sam.gov).

Responses to this notice must be submitted in writing (email) and received by November 16, 2020 at 3:00 PM EST. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business Opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Please email questions and responses to this notice to Marshand Boone at Marshand.boone@va.gov.

STATEMENT OF WORK (SOW)

Janitorial Services at the Harlem Vet Center January 1, 2021 thru 31 December 2021

Background The Readjustment Counseling Service (RCS) Vet Centers are community-based counseling centers that provide a wide range of social and psychological services, including professional readjustment counseling to eligible Veterans, active duty service members, including National Guard and Reserve components, and their families. Readjustment counseling is offered to make a successful transition from military to civilian life or after a traumatic event experienced in the military. Individual, group, marriage and family counseling is offered in addition to referral and connection to other VA or community benefits and services. Vet Center counselors and outreach staff, many of whom are Veterans themselves, are experienced and prepared to discuss the tragedies of war, loss, grief and transition after trauma.

Vet Centers (Readjustment Counseling) were established by Congress in 1979 out of the recognition that a significant number of Vietnam era Vets were still experiencing readjustment problems. Vet Centers are community based and part of the U.S. Department of Veterans Affairs. In April 1991, in response to the Persian Gulf War, Congress extended the eligibility to Veterans who served during other periods of armed hostilities after the Vietnam era. Those other periods are identified as Lebanon, Grenada, Panama, the Persian Gulf, Somalia, and Kosovo/Bosnia.

In October 1996, Congress extended the eligibility to include WWII and Korean Combat Veterans. The goal of Vet Centers is to provide a broad range of counseling, outreach, and referral services to eligible Veterans in order to help them make a satisfying post-war readjustment to civilian life. On April 1, 2003, the Secretary of Veterans Affairs extended eligibility for Vet Center services to Veterans of Operation Enduring Freedom (OEF) and on June 25, 2003, Vet Center eligibility was extended to Veterans of Operation Iraqi Freedom (OIF) and subsequent operations within the Global War on Terrorism (GWOT).

The Harlem Vet Center, located at 2279 3rd Avenue 2nd floor New Yok, NY 10035 continues the long tradition of vet center support to veterans and family members in our communities across the USA. In the execution of this mission, it is critical that the vet center be a clean and welcoming environment for vet center staff, veteran clients, and the many visitors passing through the vet center each month. Regular, reliable and effective janitorial services is key to this goal.

Scope of Work The Contractor shall provide all labor, materials, and equipment necessary to provide janitorial services for the Harlem Vet Center. The services and deliverables as required in this SOW shall be carried out in close coordination with the Harlem Vet Center Director and Office Manager. These services are intended to have a significant positive impact on the staff and clients of the vet center in terms of sanitation and cleanliness. The Contractor shall provide one or more employees dedicated full time to carrying out the duties of this SOW in conjunction with Harlem Vet Center Director and/or Office Manager. The Contractor shall carry out the required services in close coordination with the host Vet Center Director and Office Manager. RCS District 1 Zone 2 ADDA shall serve as the Contracting Officer Representative (COR LEVELII) for the Harlem Vet Center and is responsible for submitting quarterly reports to the Contracting Officer on performance of the incumbent throughout the course of the contract. The goal is to provide a clean, sanitary and safe environment for vet center staff, clients and visitors. The Contractor shall provide training for incumbent in proper and effective office cleaning operations and techniques.

Period of Performance The period of performance under this contract shall be January 1, 2021 through December 31, 2021, with one six-month option period being considered under this contract.

Hours of Coverage Performance of this contract shall be three times weekly during normal vet center operating hours. Normal working hours shall be from 8:00am to 4:30 pm, Monday thru Friday, excluding Federal holidays.

Federal Holidays observed by the Harlem Vet Center are:

This also includes any other day specifically declared by the President of the United States to be a national holiday.

Contract Type The contract will be a firm-fixed-price contract.

Contract Award Meeting The Contractor shall not commence performance on the tasks in this SOW until after the Contracting Officer (CO) has conducted a post award meeting. The CO will discuss the roles and responsibilities of the Contractor, Vet Center Director, Office Manager and the District Office ADDA function as the COR for this contract. Janitorial services at the Harlem Vet Center will begin immediately after this meeting and continue through the term of the contract.

Definitions

a) Contracting Officer (CO) - VA official with the authority to enter into, administers, and/or terminates contracts and makes related determinations and findings, and is a member of the vehicle inspection team.

b) Contracting Officer’s Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and are a member of the vehicle inspection team. All administrative functions remain with the Contracting Officer.

Description of Tasks

1. The Contractor shall provide janitorial services at the Harlem Vet Center, located at 2279 3rd Avenue 2nd floor New Yok, NY 10035 at least three times weekly for the period 1 APR 2020 until 30 SEP 2020.

Deliverables

1. Janitorial services at the Harlem Vet Center to include, but not limited to trash removal and disposal, vacuuming, dusting, mopping, sweeping, cleaning of windows and surfaces, cleaning of restrooms, polishing of furniture and sanitization of surfaces.

Major Duties A. Janitorial Services (100%) Establishes janitorial services at the Harlem Vet Center, located at 2279 3rd Avenue 2nd floor New Yok, NY 10035. The Contactor shall provide equipment, supplies and personnel necessary for execution of this contract including, but not limited to.

Contractor Personnel Qualifications

1. Knowledge Required by the Position Knowledge of janitorial cleaning services and procedures sufficient to provide the vet center consistently throughout each week a clean and sanitary office space for staff and clientele to include but not limited to expertise in trash removal and disposal, vacuuming, dusting, mopping, weeping, cleaning of windows and surfaces, cleaning of restrooms, polishing of furniture and sanitization techniques.

2. Supervisory Controls The incumbent is directly responsible to the contracting agency for providing excellent janitorial services to the Harlem Vet Center. The Contractor shall be capable of operating independently in routine day-to-day activities and will seek guidance from his/her respective supervisor or if needed consult with the host Vet Center Director and/or Office Manager for direction in complex or unusual situations.

3. Guidelines The contractor will be provided Vet Center hours of operation and is requested to provide services during regular business hours. Contractor personnel providing services at the vet center are requested to complete an annual review of VA Privacy and HIPAA training (VA 10203) which will be provided by vet center to contractor staff on site. Due to the nature of the position and the fact that local conditions may vary, the contractor will be responsible for developing his/her own procedures as situations require.

4. Complexity The Contractor shall be responsible for janitorial services at the Harlem Vet Center. Works in a counseling office, interacting with a broad range of individuals from various socio-economic classes and racial-ethnic backgrounds.

5. Scope and Effect The incumbent shall be of good health and have the physical capacity to perform all duties required under the contract to include but not limited to removing trash form the vet center building, climbing stairs, mopping, bending and moderate lifting, hauling and pushing.

6. Personal Contacts The incumbent will interact with vet center staff and clients on a regular basis and will act in a professional and courteous manner and will maintain privacy and confidentiality in all respects.

7. Purpose of Contacts The Contractor shall provide janitorial services in the Harlem Vet Center which is a busy counseling center and contractor janitorial staff will necessarily come into contact with vet center staff and clientele on a regular basis.

8. Physical Demands The incumbent shall be of good health and have the physical capacity to perform all duties required under the contract to include but not limited to climbing stairs, mopping, bending and moderate lifting, hauling and pushing

9. Work Environment The worker will have janitorial closet provided by the vet center. However, it is expected that the contractor provides all equipment, supplies and resources necessary for the performance of this contractor.

10. Geographic Location(s) The Contractor’s facility(ies) where services are to be provided shall be within the New York City Metropolitan Area in order to have easy access to the target vet center.

Submission of Reports Assessment reports will be required every three months. These reports will document the outcomes of the janitorial work performed and will contribute to the overall contract assessment. The reports shall include:

a) a description of the activities under the contract as of the date of each report, including the number and duration of janitor visits and the scope and nature of the work performed;

b) a current assessment of the effectiveness of the janitorial service; and

c) any recommendations for corrective measures based on noted deficiencies.

Confidentiality and Nondisclosure The Contractor shall be bound by all the same federal privacy laws as the VA. In the performance of this contract, the Contractor, including its employees, subcontractors, agents and consultants shall not permit any individual to have or gain access to any information, data or material without prior permission or approval. The Contractor shall hold inviolate and in the strictest confidence to any and all information, data and material to which it is exposed to and shall comply with all confidentiality measures required by the VA. The Contractor shall not maintain any records containing Veterans’ personally identifying information.

Contractor Personnel Security Requirements No Contractor employees shall be permitted access to the Department of Veterans Affairs' computer systems at any time. This requirement is applicable to all subcontractor personnel who will gain access to the vet center during the course of this contract.

1. After contract award and prior to contract performance, the contractor shall submit a letter to the Contracting Officer providing the following information:

1. List of names of contractor personnel.

1. Billing information for the contractor office,

1. Name and telephone number of the contractor representative.

4. Government Responsibilities

1. The Harlem Vet Center will provide access to the vet center during normal business hours and allow entry to identified contractor personnel to perform their cleaning duties in the vet center.

1. The Harlem Vet Center will provide a janitorial closet for use by contractor personnel and will keep access to this closet open and free from obstruction.

1. The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.

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