36C24222Q0720_1.docx

SUBJECT*

HV CBOC Cleaning Contract

GENERAL INFORMATION

7 Community Based Outpatient Clinics (CBOC`s)

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

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

Presolicitation Notice Presolicitation Notice

DESCRIPTION

Presolicitation Notice

1. Action Code: S

2. Date: 5/11/2022

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 May 2022. The Proposal due date is tentatively planned for June 10, 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 Hudson Valley VA Healthcare System, Seven (7) Community-Based Outpatient Clinics (CBOCs) located at various locations in New York.

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 Hudson Valley CBOC.

PERFORMANCE WORK STATEMENT FOR 7 CBOC`s JANITORIAL SERVICES

1. GENERAL: This is a non-personnel services requirement to provide Janitorial Services to the VA Hudson Valley Healthcare System. 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.

1.1 Description of Services/Introduction: VA Hudson Valley has a requirement for janitorial services at our seven (7) Community Based Outpatient Clinic (CBOC) affiliated with the Hudson Valley Healthcare System. The CBOCS are as follow: Pine Plains, Poughkeepsie, Monticello, New City, Carmel, Port Jervis and Goshen.

1.2 Objectives: The contractor will provide services for Janitorial Services to the VA Hudson Valley Healthcare System as described in the Performance Work Statement (PWS).

1.3 Scope:

1.3.1 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.

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:

1.4 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base year: 10/01/2022 – 09/30/2023 Option 1: 10/01/2023 – 09/30/2024 Option 2: 10/01/2024 – 09/30/2025 Option 3: 10/01/2025 - 09/30/2026 Option 4: 10/01/2026 -- 09/30/2027

1.5 General Information:

1.5.1 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 he assures himself that his work complies with the requirement of the contract. Within 30 days after contract award the contractor shall provide a comprehensive written Quality Control Plan to the COR and Contracting Officer. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.5.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). The government will supply the QASP to the contractor. This plan is primarily focused on how the Government will evaluate 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).

1.5.3 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.

1.5.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 4:30 p.m. to 10:30 pm EST 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. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. 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.

1.5.5 Place of Performance: The work to be performed under this contract will be performed at the following facilities for each service category.

CBOC CLEANNING:

Sq. Ft 4,304

Sq. Ft 2,852

POUGHKEEPSIE VA CLINIC

488 FREDDOM PLAINS ROAD

SUITE # 134

POUGHKEEPSIE, NY 12603-2690

Sq. Ft. 6,434

1.5.6 Type of Contract: The government will award a firm fixed price type contract, base with 4 option years for this requirement.

1.5.7 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.5.7.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.5.7.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.5.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6 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 COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A 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.

1.6.1 Key Personnel: The follow personnel are considered key personnel by the government: Terry Vogt, (EMS Chief), Ronald VanDorn, (EMS Asst Chief), Glenn Cook (EMS General Foreman) and Tina Thomas (EMS General Forman). The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00am to 4:00pm, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.2 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All Contractor personnel are required to wear identification (I.D.) during the entire time they are on the VA properties.

I.D. badges must have an identification picture, name of the individual, and the name of the represented company depicted on it.

1.6.3 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the sixty (60) 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.

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Facilities: The Government will provide janitorial closets and storage space for janitorial equipment.

3.3 Utilities: The Government will provide all water and electrical and the contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning of clinics and equipment.

3.5 Materials: The Government will provide all supplies and materials for performance of Janitorial Services at the CBOC Locations. Paper towels, toilet paper and all supplies required to clean the CBOCs will be supplied to contractor by EMS through Logistic Service to ensure the area(s) are being maintained.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all equipment and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Equipment: The Contractor shall provide:

1. mops

2. vacuums (including bags/filters)

3. buffers (including pads)

4. burnishers (including pads)

5. scrubbers (including brushes)

6. double bucket mopping system

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Janitorial Services Hudson Valley CBOC’S

Contract Number: TBD

Contract Description: The Hudson Valley Veterans Affairs Healthcare System (HVAHC) has a need for Janitorial Services at seven (7) Community Based Outpatient Clinics (CBOCs) affiliated with VANJHCS. This is a non-personnel services requirement to provide Janitorial Services to the VA Hudson Valley 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.

Contractor’s name: TBD

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (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 assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO: Natalie Acevedo

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR: LaVanche Thomas

c. Other Key Government Personnel: None

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

a. Program Manager: TBD

b. Other Contractor Personnel: TBD Title:

4. PERFORMANCE STANDARDS

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

Empty and clean all trash receptacles and replace liners, wipe down all soap and paper towel dispensers, clean tiles and polish shower taps, stock toilet tissue, paper towels and hand soap.

Clean counters, sinks, toilets, urinals, mirrors, fixtures, and partitions.

Damp wipe horizontal surfaces.

Clean walls, light switch plates and doors.

Clean and replenish dispensers.

Dust mops all hard surface floors.

Wet mop floors.

Clean ceiling vents and exterior light fixtures.

Strip, deep scrub and refinish floors.

Inspection

Excellent = no complaints in 6 months

Very good = < 6 complaint in 6 months

Satisfactory = < 12 complaints in 6 months

Unsatisfactory = > 12 complaints in 6 months

Clean tables Clean floors Vacuum carpets and mats Clean/dust horizontal surfaces Empty, clean and reline trash cans Clean furniture Clean counter tops Clean telephones Buff floors Clean windows and picture frames Clean chairs Clean windowsills Clean exterior of light fixtures Dust/clean blinds Clean walls, ceiling and baseboards Clean upholstered furniture Strip and refinish floors.

Inspection:

Excellent = no complaints in 6 months

Very good = < 6 complaint in 6 months

Satisfactory = < 12 complaints in 6 months

Unsatisfactory = > 12 complaints in 6 months

3. Corridors Cleaning Function Frequency

All Corridors shall be maintained as follows:

Clean with dust mop Clean with wet mop Clean window ledges/picture frames Clean horizontal surfaces Buff floors Clean walls, ceilings, and baseboards Strip and refinish floors

Not to exceed 2 customer complaints per month.

Daily observations; 100% Inspection

Excellent = no complaints in 6 months

Very good = < 6 complaint in 6 months

Satisfactory = < 12 complaints in 6 months

Unsatisfactory = > 12 complaints in 6 months

Empty and clean trash receptacles and replace liners, Using a damp cloth dust all horizontal surface, Clean sinks, toilets, and fixtures, Clean and Replenish Dispensers, Dust mop all hard surface floors, Wet mop entire area, Clean chairs, exam table, etc.

Spot clean all walls, light switches, and doors, Clean windows and picture frames, Clean windowsills, Clean exterior of light fixtures, Dust/clean blinds, Buff tile areas, Strip and refinish floors, Clean automatic glass doors inside and out.

Not to exceed 2 customer complaints per month.

Daily observations; 100% Inspection

Excellent = no complaints in 6 months

Very good = < 6 complaint in 6 months

Satisfactory = < 12 complaints in 6 months

Unsatisfactory = > 12 complaints in 6 months

5. INCENTIVES

The Government shall use exercise of option period and past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. 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.

· PERIODIC INSPECTION: Inspections may be scheduled quarterly.

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

7. 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:

Excellent = Exceeds Standards Satisfactory = Meets Standards Unsatisfactory = Fails To Meet Standards

8. 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 with a copy to the Contracting Officer.

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.

9. 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 monthly to assess performance and shall provide a written assessment.

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

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative