36C25624Q0022 0002.pdf

PDF 2 MB Posted Oct 25, 2023

Attached to: Snow and Ice Removal and Surface Treatment Services
Solicitation number: 36C25624Q0022
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 16

About this file

Written by GovTribe AI · Dec 21, 2023

This document package includes a federal contract solicitation and related files for winter weather services. The solicitation seeks snow and ice removal and surface treatment services for roadways, parking lots, sidewalks, and entrances at the Veterans Health Care System of the Ozarks in Fayetteville, Arkansas. The period of performance is one base year with four optional one-year periods. The solicitation was amended to update an order limitation clause and statement of work, and provide answers to submitted questions. The services will be ordered on an as-needed basis throughout the winter season in response to weather events. The contractor must mobilize within two hours of notification and have the ability to continuously staff high priority entrances during precipitation. Related files include standard operating procedures for snow removal and a site plan detailing priority areas.

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Other files

File	Type	Posted
36C25624Q0022 0001.pdf	PDF	Oct 11, 2023
RFQ 36C25624Q0022.pdf	PDF	Oct 2, 2023
RFQ 36C25624Q0022 Attachment 1 - Statement of Work.pdf	PDF	Oct 2, 2023
RFQ 36C25624Q0022 Attachment 2 - Wage Determination 2015-5109.pdf	PDF	Oct 2, 2023
RFQ 36C25624Q0022 Attachment 3 - Technical Capability Questionnaire.pdf	PDF	Oct 2, 2023

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5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 3

36C256

Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 N. Keystone Crossing Fayetteville AR 72703

36C256

SAME AS BLOCK 6

To all Offerors/Bidders

36C25624Q0022

10-02-2023

X X

Response due date is extended to 2:00PM CDT on 11/3/2023

THE SOLICITATION IDENTIFIED IN BLOCK 9A ABOVE IS HEREBY AMENDED TO CORRECT THE CLAUSE AT SECTION C.2 (52.216-19 ORDER LIMITATIONS) UPDATE THE STATEMENT OF WORK, AND TO PROVIDE A LIST OF SUBMITTED QUESTIONS, WITH ANSWERS.

a. Changing paragraph (b)(1) of Section C.2 of the solicitation to read "$100,000.00" in lieu of $25,000.00. And

b. Changing paragraph (b)(2) of Section C.2 of the solicitation to read "$250,000.00" in lieu of $50,000.00. And

c. Replacing Attachment 1, Statement of Work, dated September 22, 2023, with Revision 1, dated 10/25/2023, as attached to this amendment.

d. Providing the attached list of submitted questions, with answers, as indicated on pages 2 & 3 of this amendment.

***** THIS AMENDMENT CONSISTS OF 11 PAGES, INCLUDING THIS COVER PAGE. *****

James Hunt Contracting Officer

No. Question Answer 1 Can the price schedule be modified to include a per each price column?

The “Unit Price” column is for each service. There is no “Total” column.

2 Is the 25 JB listed in the price schedule for the 5-year duration of the service?

Yes, the quantity of 25 is an estimated number of times each line item is to be performed throughout the 60-month ordering period of the contract.

The contract to be awarded will establish terms and conditions and prices. Services will be ordered & funded by individual task orders and be coordinated as/when necessary.

3 There is an ambiguity between the SOW ( 3.1) and the solicitation (Page 4 Note 2) concerning notification. Who will notify the contractor?

It is anticipated that an order (note 2) will be issued for an estimated quantity of 5 of each line item by the Contracting Officer (CO) near the beginning of the winter season. The CO or the COR may request the services when actually required for individual weather events.

4 How will the contractor be notified? By telephone.

5 The response time is a two-hour window; will the VA maintain inventory required to meet the contract since the contractor is in a support role to the

VA?

The Government will not provide any services or supplies applicable to contract performance.

6 Is chemically treated salt acceptable as a chemical treatment?

7 Will the VA provide a lay down area for contractor equipment and materials?

Yes, an exact location will be determined after award.

8 If the maximum single or combination orders are exceeded, by direction from the government, will the contractor be paid according to the price schedule or according to the order limitations listed in the solicitation C.2 (b)1 and 2.

Yes. The clause simply states the contractor may refuse any order or combination of orders as stated by returning the order to the ordering office within 1 hour of issuance.

NOTE: The stated limits have been updated with this amendment.

36C25624Q0022 0002 Q & A

No. Question Answer 9 Who determines that a task has satisfactorily completed ?

The COR will make such determinations. If the contractor disagrees with this determination, the CO must be contacted immediately.

10 Does the ordering cycle continue to be 24 hours? Previously, once the contractor mobilized, they were obligated to maintain the site for the next 24 hours since weather is unpredictable. They could be released to leave and return to the VA at no additional cost to the government within that 24 hour timeframe.

Yes, each order will be for up to 24 continuous hours of performance beginning upon contractor arrival on site. The contractor may be released and recalled during a 24 hour period at no additional cost to the Government.

Once 24 hours has elapsed, and if weather is still an issue, a new order will be issued.

11 Once all tasks have been successfully completed within a 24-hour timeframe, will a new task order be issued, if necessary?

See answer to number 10 above.

12 Under the price schedule it states QTY 25 and Unit JB please let us know what that means.

This is an indefinite-delivery, indefinite-quantity (IDIQ) type contract. The quantity of 25 is the estimated number of time that line item may be ordered.

The unit of JB stands for “job”.

Completion of a line item constitutes one job.

13 Is there and incumbent currently servicing this contract? If so please notate the contract number and the incumbents UEI.

There is no incumbent.

14 Under the contract it states that this is a Veteran Owned Set-Aside, but inside of the acual SF 1449 it states that it is a Service Disable Veteran Set Aside.

Can we as Certified Veteran Owned Businesses still apply for this contract if we are waiting on on Service Disabled certification to be approved?

Per the SF 1449 and solicitation clause C.5, this is a Service-Disabled, Veteran-Owned, Small Business (SDVOSB) set-aside. In accordance with VA Acquisition Regulation (VAAR) 819.7006(b)(1) offerors must be a certified SDVOSB at time of submission of their offer, and at time of award.

36C25624Q0022 0002 Q & A

36C25624Q0022 0002 Attachment 1 Revision 1

STATEMENT OF WORK

Winter Weather Services (WWS)

Veterans Health Care System of the Ozarks (VHSO) Fayetteville, AR

(October 25, 2023)

1. SCOPE

Services, non-personal: The contractor shall provide all parts, labor, tools, materials, equipment, transportation and supervision necessary to perform snow and ice removal and broadcast of surface treatments on roadways, parking lots, parking garages, sidewalks, ramps, exterior stairways and building entrances in complete and strict accordance with this contract and all attachments hereto for the Veterans Healthcare System of The Ozarks (VHSO) located at 1100 North College Avenue in Fayetteville, Arkansas.

2. OBJECTIVES

2.1. The objective of this service agreement is to ensure safe access to VHSO facilities during winter weather events through the timely, effective clearing of specified surface areas and/or broadcasting of surface treatments from the specified areas at the VA’s request.

2.2. The Government intends to self-perform the services covered by this contract, but may require the contractor to assist in performing any and/or all covered tasks when Government personnel are unable to perform.

2.3. Production of hard copies of Appendix B are the Contractor’s responsibility, at no additional cost to the Government. Contractor is responsible for verifying existing dimensions and locations.

3. ORDERING

3.1. Services may be ordered by telephone or email, to be followed up by a formal written task order.

3.2. Each order is for a 24 hour period of performance (POP) beginning upon contractor arrival on site. If released prior to expiration of the POP and weather conditions warrant, the contractor may be recalled within the same POP at no additional cost to the Government.

3.3. If weather conditions justify continued performance beyond the initial 24 hour POP, a new order must be placed.

4. TASKS

4.1. Mobilize with all resources necessary to perform required services within two (2) hours of notification by the Contracting Officer’s Representative (COR) or designee. Services may be requested 24 hours per day, 7 days per week. All services are to be performed in accordance with VHSO Snow Removal Standard Operating Procedure (SOP) 138-11 dated 9/20/2022 (Appendix A). Services to be performed include:

4.1.1. Clearing roadways.

4.1.2. Clearing sidewalks, steps, building entrances.

4.1.3. Clearing parking garage and/or parking lots.

4.2. Provide and apply sufficient quantities of magnesium chloride, calcium chloride, or similar approved mixture to the following areas as necessary to prevent recurring build up of winter precipitation on the following surfaces for the duration of the winter weather event:

4.2.1. Roadways.

4.2.2. Sidewalks, steps, building entrances.

4.2.3. Parking garage and/or parking lots.

5. DELIVERY

Contractor must furnish an electronic service ticket for each Winter Weather Event no later than 24 hours after completion of all services related to that event.

The electronic service ticket must be electronically transmitted to the COR and must include but is not limited to the following information on each service ticket:

• Name of service technician(s) performing work.

• Name of VA representative requesting services.

• Date, time of arrival, and duration of services performed.

• Itemized list of services performed, by contract line item number.

• Summary of visit.

• Any issues identified hindering performance, to include resolution (when applicable).

• Planned follow-up (if applicable).

• Any applicable recommendations.

6. SECURITY REQUIREMENTS

6.1. All contract and sub-contract employees accessing the VHSO campus, including suppliers, must comply with the VA security management program, obtain permission of the VA police, be identified by the contractor, and be restricted from unauthorized access. This shall be coordinated with the VA Police by the COR.

6.2. No contractor and sub-contract employees, including suppliers, shall enter the work site without VHSO issued identity badge (Badge). They may also be subject to inspection of their personal effects when entering or leaving the project site. Badges shall be supplied by the VA to the Contractor for distribution to contract, subcontract and supplier employees. The Contractor shall maintain a log of badge ID numbers and names of employees the badges were issued to. Updated badge log shall be given to the COR weekly or less frequently if directed by COR. Lost Badges shall be reported immediately to the COR and the Contractor will be responsible for a $100.00 fee for each lost or unreturned badge.

7. SAFETY

Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with all federal, state and local safety and health regulations. The Contractor shall provide and have in place all personal protective equipment (PPE), safety signage, cones, barricades, etc. required and/or necessary to protect the safety of VHSO patients, employees, visitors, volunteers, tenants and others, to include all contract/subcontract personnel.

Contract/sub-contract employees shall not be permitted to work and shall be asked to leave if the proper safety items are missing or safety violations are identified without immediate correction. Work shall be conducted in a manner which would present the least amount of disruption to the VA healthcare facility.

Appendices:

A. VHSO Snow & Ice Removal Procedures SOP 138-11 (9/20/2022)

B. Site Plan, Drawing S-1 (8/2/2023)

Snow and Ice Removal Procedures

SOP 138-11

Veterans Health Care System of the Ozarks (VHSO) Fayetteville, AR 72703

Signatory Authority:

Chief Engineering Service

Responsible Owner:

M&O Supervisor

Service Line(s):

Engineering Service

Effective Date:

September 20, 2022

Recertification Date:

September 20, 2027

1. PURPOSE AND AUTHORITY

a. The purpose of this standard operating procedure (SOP) is to establish procedures for removal of snow and ice from roads, sidewalks, steps, and parking areas at VHSO and the Community Based Outpatient Clinics.

b. This SOP must be followed by all employees.

c. There is no governing document for this SOP.

2. PROCEDURES

a. Upon accumulation of snow and/or ice on roadways in quantities sufficient to cause hazardous driving and walking conditions, the Medical Center Police Officer on duty will contact the Administrator on Duty (AOD) who will then contact the Motor Vehicle Operator Foreman or designee and inform him/her of the conditions. After the Motor Vehicle Operator Foreman or designee is informed of the conditions, he/she will make a determination as to the number of personnel needed to clear the areas of snow and ice. The Motor Vehicle Operator Foreman will then call the people required for snow removal and the Motor Vehicle Operator Foreman or designee will report to the medical center to begin snow removal operations.

b. While those employees who will be involved in snow removal are responding to the medical center, the Medical Center Police Officer on duty will block off parking lots having the least number of cars and will also try to locate the owners of vehicles parked in areas where snow removal will begin. Owners of the vehicles parked in the way of snow removal equipment will be asked to move them to another area until the snow is removed.

c. Employees who wish to leave vehicles at the medical center rather than drive them under hazardous road conditions should move their vehicles to the outer edge of the parking lot south of Building 4. If assistance is needed in relocating vehicles to and from the parking lot north of Building 4, please contact Engineering Service.

36C25624Q0022 0002

Attachment 1 Revision 1

Appendix A

A-1

d. Priorities for snow removal are as follows:

(1) Entrances, steps, sidewalks, and emergency exits of the following areas

(a) Emergency Department

(b) Primary Care

(d) Building 1

(e) Building 44

(f) Building 4

(g) Building 3

(h) Building 2

(i) Building 5

(j) Building 7

(k) Laundry

(l) Quarters

(m) Warehouse to include dock area

(n) Shop including dock area

(o) 1A courtyard

(p) Building 21 courtyard

(2) Roads

(a) Memorial Drive to Ambulance Entrance

(b) Ambulance Entrance area

(d) Road from north end of Building 4 to Woolsey Avenue

(e) Loading area behind Building 1

(f) Loading dock areas- east and west sides of Building 2

36C25624Q0022 0002

Attachment 1 Revision 1

A-2

(g) Road from north end of Building 4 to Warehouse (Building 8) and Laundry (Building 9)

(h) Boiler plant, garage area and shop area roadway.

(i) Warehouse access road to intersection west of Primary Care entrance

(j) Loop road around quarters

(k) Roadway behind Building 4

(l) Helicopter landing pad

(3) Parking lots

(a) Patient parking lot O

(b) Patient parking lot N

(d) Employee parking lots P and Q

(e) Patient parking lots I, J, and Volunteer parking lot K

(f) Employee parking lot L

(g) Employee parking lots D and E

(h) Credit Union parking lot F

(4) After all of the above areas are cleared, all fire hydrants will be cleared of accumulated snow.

e. Snow and ice removal at CBOCs is provided under contract by the lessor of each facility. Communication of concerns will be addressed through the Engineering Service Contracting Officer Representative (COR).

3. RESPONSIBILTIES

a. Engineering Service is responsible for this SOP and ensuring prompt and efficient removal of snow and ice from medical center grounds.

4. REFERENCES

a. None

5. REVIEW

36C25624Q0022 0002

Attachment 1 Revision 1

A-3

This SOP must be reviewed at minimum at recertification.

6. RECERTIFICATION

This SOP is scheduled for recertification on or before the last working day of September 2027 5 years from effective date. In the event of contradiction with national policy, the national policy supersedes and controls.

7. SIGNATORY AUTHORITY

Jeffery A. Vinger, PE, FMP VHSO Chief Engineering Service

NOTE: The signature remains valid until rescinded by an appropriate administrative action.

DISTRIBUTION: SOPs are available at:

https://dvagov.sharepoint.com/sites/VHAfav/policyreview/Approved/Forms/approved.as px

36C25624Q0022 0002

Attachment 1 Revision 1

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M easurem ents/locations are approxim ate and shall be verified by the

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A w ill not be held responsible for any error or variation in any m easurem ents or other data listed.

A ppropriate PPE and safety procedures required.

S idew alks to/from entrances and parking areas m ust be cleared and m aintained during the w inter w eather event. C O

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36C25624Q0022 0002

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UTILITY EASEMENT

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AutoCAD SHX Text Date

AutoCAD SHX Text

CUSTOM VA FORM 08-6231B, MAR 2008

AutoCAD SHX Text Approved: Medical Center Facility Manager

AutoCAD SHX Text Approved: Engineering Service Chief

File details come from the government source that posted it. Updated Oct 25, 2023.