36C24222Q0447_1.docx

SUBJECT*

Janitorial Services NJ CBOCS

GENERAL INFORMATION

8 Community Based Outpatient Clinics (CBOC)

POSTAL CODE

CONTACT INFORMATION

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contracting Officer Natalie Acevedo Natalie.Acevedo@va.gov 718 584 9000 x4356

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

Presolicitation Notice Presolicitation Notice

DESCRIPTION

Presolicitation Notice

1. Action Code: This is a pre-solicitation notice.

2. Date: 3/15/2022

3. Contracting Office Address:

James J. Peters Bronx VA Medical Center 130 W. Kingsbridge Road Bronx, NY 10468

4. Classification Code: This procurement is classified as S201 – Housekeeping – Custodial Janitorial

5. Important: This notice does not constitute a request for proposal, request for quote, or invitation for bid. The intent of this notice is to provide the pre-solicitation notice required by FAR 5.2- Synopsis of Proposed Contract Actions in preparation for release of the Request for Quote (RFQ) at a later date.

6. Description: The RFQ is planned to be issued in March 2022. The Proposal due date is tentatively planned for March 31, 2022. The North American Industry Code Standard (NAICS) is 561720, Janitorial Services, and the annual size standard is $19.5 Million. The planned procurement method is Simplified Acquisitions competed solicitation. The solicitation utilizes source selection procedure using best value, which require Offerors to submit a non-price proposal that includes past performance, experience information, and a price proposal for evaluation by the Government.

The resulting contract is planned to be a firm-fixed price (FFP) contract. The contract term will be a base period of 12 months with four 12-month options.

This procurement is to provide Janitorial Services at NJ VA Healthcare System, Eight (8) Community-Based Outpatient Clinics (CBOCs) located at various locations in New Jersey.

The procurement consists of one solicitation with the intent to award a single contract to the responsible offeror whose proposal, conforming to the RFQ, will be most advantageous to the Government resulting in the best value, price and non-price factors source selection process.

Offerors are advised award may be made without discussions. Therefore, the Offerors should submit proposals which contain their best terms.

7. Set-Aside Status: The proposed solicitation is 100% set-aside to Service-Disabled Veteran Owned Small Business (SDVOSB). Therefore, prospective offerors must be registered in VIP database as a valid certified Service-Disabled Veteran Owned Small Business (SDVOSB). 852.219-77- VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction applies.

8. Additional Details:

THIS SOLICITATION WILL BE OFFERED IN ELECTRONIC FORMAT ONLY. NO

HARD COPIES WILL BE PROVIDED. Offerors can view and/or download the RFQ and attachments at https://www.beta.sam.gov when the RFQ is posted. Interested parties can register under the Interested Vendors List at beta.sam.gov. This will be the only method of amendment distribution, therefore, it is the OFFERORS’ RESPONSIBILITY TO CHECK THE WEBSITE PERIODICALLY FOR ANY AMENDMENTS TO THE SOLICITATION.

9. Prospective Offerors MUST register themselves on the website. Prospective Offerors must also be registered with the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM in order to participate in this procurement

See attached document: Performance Work Statement – Janitorial Services NJ CBOC.

Performance Work Statement

DEPARTMENT OF VETERANS AFFAIRS

JANITORIAL SERVICES

NEW JERSEY HEALTHCARE SYSTEM (NJHCS)

NEW JERSEY COMMUNITY BASED OUTPATIENT CLINCS

1. General

A. Introduction – VANJHCS has a continued requirement for janitorial services at our eight (8) Community Based Outpatient Clinics (CBOCs) affiliated with VANJHCS

B. Background /Objective – This is a non-personnel services requirement to provide Janitorial Services to the VA New Jersey Healthcare System, CBOCs. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

C. Place of Performance –

James J. Howard (Brick) Outpatient Clinic 970 Route 70 Brick, NJ 08724

Jersey City Outpatient Clinic 115 Christopher Columbus Dr.

Suite 201 Jersey City, NJ 07302

V.A. Brick Annex Office 1608 Route 88 West Suites 300 Brick, NJ. 08724

Piscataway Outpatient Clinic 14 Wills Way, Bldg. 4 Piscataway, NJ 08854

Hackensack Outpatient Clinic 385 Prospect Avenue Hackensack, NJ 07601

Tinton Falls Outpatient Clinic The Atrium 55 Gilbert Street Building 4, 1st Floor, Suite 4101 Tinton Falls, NJ 07701

Hamilton Outpatient Clinic University Office Plaza1 3635 Quakerbridge Road Hamilton, NJ 08619

Sussex Outpatient Clinic 222 High Street Suite 103 Newton, NJ 07860

2. Type of Contract - The government will award a Firm Fixed Price Contract.

3. Period of Performance – Base Year period for 1 year with 4 option years.

4. Hours of Operation - The contractor is responsible for conducting business, between the hours as stated on chart below, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

5. Recognized Holidays: Contractor shall not be required to provide services on Holidays. Federal Holidays include the days detailed below and any other days designated by the President as a Federal Holiday.

Independence Day

JAMES J. HOWARD (BRICK) OUTPATIENT CLINIC

BUILDING/FLOOR

AREA

DEPARTMENTS

SQ. FT

970 Route 70 Brick, NJ 08724

34,000

16:30-21:00

V.A. BRICK ANNEX OFFICE SUITE

DEPARTMENTS

SQ. FT

1608 Route 88 West Suite 300 Brick, NJ. 08724

3,000

DAILY

16:00-18:00

HAMILTON OUTPATIENT CLINIC

DEPARTMENTS

SQ. FT

University Office Plaza 1 3635 Quakerbridge Road Hamilton, NJ 08619

4,800

08:00-16:30

PISCATAWAY OUTPATIENT CLINIC

DEPARTMENTS

SQ. FT

14 Wills Way, Bldg.4 Piscataway, NJ 08854

4,500

TINTON FALLS OUTPATIENT CLINIC

DEPARTMENTS

SQ. FT

The Atrium 55 Gilbert Street Building 4, 1st Floor, Suite 4101 Tinton Falls, NJ 07701

6,350

HACKENSACK OUTPATIENT CLINIC

DEPARTMENTS

SQ. FT

385 Prospect Avenue Hackensack, NJ 07601

9,921

08:00-16:30

JERSEY CITY OUTPATIENT CLINIC

DEPARTMENTS

SQ. FT

115 Christopher Columbus Drive Jersey City, NJ 07302

4,200

SUSSEX OUTPATIENT CLINIC

DEPARTMENTS

SQ. FT

222 High Street Suite 103 Newton, NJ 07860

3,820

6. Government Furnished Property - All supplies and equipment will be provided by NJHCS. This includes, but is not limited to, equipment and supplies; mops, vacuums (including bags/filters), buffers (including pads), burnishers (including pads), scrubbers (including brushes), double bucket mopping system, etc. paper towels (including dispenser and batteries), garbage bags, toilet tissue, hand soap (including dispenser), hand sanitizer (including dispenser), floor cleaner, stripper, wax, etc. and any and all supplies required to service and maintain the area.

7. Scope of Work – The Contractor shall provide all personnel, vehicles and supervision described in the Performance work Statement. These services will be provided to the Environmental Management Service at the Department of Veterans Affairs; New Jersey Healthcare Systems (NJHCS). The contract services to be provided shall be accomplished according to contract Performance Work Statement (PWS). If industry standards require frequencies of tasks be more than outlined herein, industry standard will be adopted. Any changes or modifications to services must be authorized by the Contracting Officer (CO) in accordance with government approved technical instructions:

8. Specific Tasks – Janitorial Services to be provided shall be accomplished according to Janitorial Cleaning Schedule Checklist. If industry standards require frequencies of tasks be more than outlined herein, industry standard will be adopted.

A. Janitorial Cleaning Schedule Checklist:

Restrooms Cleaning Function Frequency:

Lounges, Waiting Rooms, Lobbies, Offices, Conference Rooms Cleaning Function Frequency:

Corridors Cleaning Function Frequency:

Exam Rooms, Reception, Storage Room Cleaning Function Frequency:

Other Cleaning Function Frequency:

9. Drawings, and Other Attachments – COMMUNITY BASED OUTPATIENT CLINCS (CBOCs) floor plans.

10. Quality Control – The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which contractor assures that work complies with the requirement of the contract.

11. Quality Assurance – The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

12. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

13. Reporting Requirements –

a. The contractor shall notify the COR immediately of any problems or concerns with the contract.

b. The contractor shall immediately notify the COR upon discovering any broken or malfunctioning fixtures and/or plumbing.

14. Special Instructions - Instructions regarding arrival, access, check-in, interaction in patient areas, and safety requirements. This includes adherence to Federal, State, local and other directives. publications or regulations. This includes a notice of how failure to meet compliance with special instructions. Must state specifically which directives publications, and regulations to which we expect adherence. I recommend a statement that the contractor shall include any applicable directives, publications or regulations not listed that are required that may have been omitted from the list.

a. Meetings – Kick off meeting date to be determined.

b. Non-Compliance - 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.

15. PHASE IN /PHASE OUT PERIOD (If applicable): To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

16. Background Checks –

a. All contractor employees shall require background check in accordance with VHA Directive 070.

b. The level of background investigation commensurate with the level of access needed to perform service in accordance with performance work statement. The requirement is applicable to all subcontractor personnel requiring the same access.

17. Building Securities –

a. Keys and/or Keycodes: Contractor will be provided keys and/or codes to allow access to all areas and rooms requiring cleaning. The contractor will be provided keys or allowed access to the housekeeping closet and janitorial storage closet at each CBOC location to store equipment and supplies as provided under the contract. Keys provided shall not be duplicated. The contractor will be responsible for immediately reporting the occurrence of a lost key to the COR or his/her designee.

b. 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 to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.

18. Other Related Services (Not Included in the Performance Work Statement) Any services not expressly stated in the performance work statement are not authorized. Additional services deemed vital to the continued functioning of the systems or performance of the work herein may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.

19. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements: 1) If fully vaccinated, shall show proof of vaccination. i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

Quality Assurance Surveillance Plan The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

PRS# 1.

The contractor shall provide [Insert an objective that relates directly to a mission essential required item, Task related and the PWS paragraph number, i.e., PWS paragraph 5.5].

Satisfactory = performance in a specific range Marginal = performance in a specific range] [Insert the method of surveillance ( see listing below) and who performs, i.e., Validated Customer Complaint received by COR.]

PRS # 2

(See example provided in PRS 1.)

(See example provided in PRS 1.)

PRS # 3

(See example provided in PRS 1.)

(See example provided in PRS 1.)

PRS # 4

(See example provided in PRS 1.)

(See example provided in PRS 1.)

The following listing provides various types of Surveillance as examples to select from and should not be included on the final document:

Random Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.

Random Inspection Guide, Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure 100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis. (i.e., monthly, quarterly, semi-annually etc.)

Validated Customer Complaint: Complaints must be validated.

Ratings: State what each rating value equates to. If we are giving past performance, then refer to CPARS template.

NOTE: You may also identify any surveillance method used in the commercial market to survey the required service. (This will be discovered when market research is conducted).

Recommend including a statement that if the contractor would like to propose an alternate, standard, performance threshold, or method of surveillance then they must submit a complete alternate QASP with their package.

Estimated Labor Category Workload

ITEM

NAME