36C78625Q50279 - Combined Solicitation Far 13.pdf

GENERAL INFORMATION:

Document Type: Combined Synopsis Solicitation

Solicitation Number: 36C78625Q50279

Requirement Title: Janitorial Services

Original Post Date: May 28, 2025

Updated Response Date: June 13, 2025 at 10:00 AM EST

Applicable NAICS: 561720

Classification Code: S201

Set Aside Type: SDVOSB

Period of Performance: Base plus 4 if options exercised.

Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration, Contract Services 18434 Joplin Road Triangle, VA 22172

Place of Performance: Florida National Cemetery 6502 SW 102nd Bushnell, FL 33513 Attachments:

A. Statement of Work B. Price Schedule C. Past Performance Questionnaire

D. Wage Determination Services

E. VAAR 852.219-75

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.603, “Streamlined solicitation for commercial products or commercial services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quote (RFQ), solicitation number 36C78625Q50279.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-01/02 (Effective 2/18/2025).

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE:

This procurement is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs). The NAICS code for this procurement is 561720 – Janitorial Services. The business size standard number of employees is $22 Million.

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

The U.S. Department of Veteran Affairs, National Cemetery Administration (NCA), anticipates the award of Firm Fixed price. This Firm Fixed Contract is for Florida National Cemetery, SW 102nd Bushnell, FL 33513.

ANTICIPATED PERIOD OF PERFORMANCE:

Base Year: July 1, 2025 – June 30, 2026 Option Year One: July 1, 2026 – June 30, 2027 Option Year Two: July 1, 2027 – June 30, 2028 Option Year Three: July 1, 2028 – June 30, 2029 Option Year Four: July 1, 2029 – June 30, 2030

SITE VISIT:

Offerors are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of Florida National Cemetery, SW 102nd Bushnell, FL 33513..

YOU MUST CONTACT the following Cemetery Staff to make arrangements:

Nathaniel Capps, COR ……………………… nathaniel.capps@va.gov.

Cash, David, BA ……………………………………… David.Cash@va.gov.

Janice Brook, Administrative CO………………. janice.brooks@va.gov.

Information pertaining to access to administrative building or cemetery facilities will be provided by Cemetery Staff.

Site Visits will be on June 5, 2025 from 11:00am to 1:00pm and will not be rescheduled.

RESPONSE TO REQUEST FOR QUOTE (RFQ): Proposals are due to the Administrative Contracting Officer, no later than 10:00am on June 13, 2025. Responses to this announcement will result in a Firm Fixed Contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining and acknowledging all amendments or additional information concerning this announcement at SAM.gov.

SOLICITATION QUESTIONS:

All questions regarding this solicitation are to be submitted to the Contract Specialists via email no later than close of business, June 6, 2025. Questions pertaining to this announcement shall be sent by email to:

Janice.Brooks@va.gov and copy (cc) Larry.Curtis@va.gov. Telephone inquiries will not be accepted.

Associated answers to questions submitted will be provided via a solicitation amendment. If offeror fails to endorse amendment(s), proposal will be considered non-responsive and ineligible for award.

INSTRUCTIONS TO OFFERORS:

Interested Offerors MUST be registered with the SAM at http://www.sam.gov and must compete the Online Representations and Certifications Application (ORCA) at http://www.sam.gov prior to the solicitation closing date. Failure to comply will result in the offeror being considered Non-Responsive.

Service-Disabled Veteran Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB) socio-economic category concerns MUST have an active/current registration with www.verterans.certify.sba.gov.

mailto:nathaniel.capps@va.gov mailto:David.Cash@va.gov mailto:janice.brooks@va.gov mailto:Janice.Brooks@va.gov mailto:Larry.Curtis@va.gov http://www.sam.gov/ http://www.sam.gov/ http://www.verterans.certify.sba.gov/

Failure to comply will result in the offeror being considered Non-Responsive and ineligible for award.

Interested Offerors who do not have a current/active SAM account registration or who are not certified as a Service-Disabled Veteran Owned Small Business or certified as a Veterans Owned Small Business in the SBA website (veterans.certify.sba.gov) upon solicitation close date will be considered Non-responsive and ineligible for award.

All proposals are to be submitted to Administrative Contracting Officer, via email at Janice.Brooks@va.gov and copy (cc) Larry.Curtis@va.gov no later than 10:00am EST on June 13, 2025. IT IS THE RESPONSIBILITY OF THE OFFEROR TO SUBMIT THEIR BEST

PROPOSAL AT THE TIME PROPOSALS ARE DUE. LATE PROPOSALS WILL NOT BE

CONSIDERED.

EVALUATION PROCESS: The Government intends to award a Firm Fixed Contract resulting from this Solicitation to the responsible Offeror whose proposal provides the best benefit to the Government, price and other factors considered. Proposals will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3) to determine which response represents the “best” as a whole.

The following factors shall be used to evaluate offers:

1. Technical Capabilities

2. Past Performance

3. Price

Past Performance and Technical Capabilities when combined are more important than price.

INFORMATION REGARDING SUBMISSION OF PROPOSALS:

Proposals will be considered only from Interested Offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish the supplies and services required under this contract. Proposals will be only accepted electronically via email to Janice Brooks (Administrative Contracting Officer) at Janice.Brooks@va.gov and cc Larry.Curtis@va.gov (Administrative Contract Specialist) no later than June 13, 2025 at 10:00am Eastern Standard Time (EST). Offerors shall submit Volume A, Volume B, and Volume C in three (3) separate Adobe Acrobat (pdf.) and Volume D as an Excel Spread sheet (xlsx) or Adobe Acrobat (pdf.).

PROPOSAL CONTENT INSTRUCTIONS:

Each Volume will be identified as follows.

1. Company’s Information (Volume A) (Outlined below)

2. Company’s relevant experience in performing Janitorial Services (Volume B) and will include the following:

a. Targeted Capability Statement.

i. Corporate Data

ii. Short Summary

iii. Core Competencies

iv. Similar Work Performed.

b. Key Personnel(s) managerial and technical qualifications in performing Janitorial Services. To include Resumes.

c. Work Plan/Staffing Plan mailto:Janice.Brooks@va.gov mailto:Larry.Curtis@va.gov mailto:Janice.Brooks@va.gov mailto:Larry.Curtis@va.gov

i. Man hours

ii. Methodology

iii. List of Equipment/Vehicles

iv. Licenses/Permits and Insurance information

3. Past Performance (Volume C)

4. Pricing (Volume D) will be submitted as an Excel Spread Sheet or pdf format.

The offeror shall include only one copy of each part.

Interested Offerors who fail to submit the four (4) separate documents as directed shall be considered Non-Responsive and ineligible for award. In the event an Interested Offeror has issues with proposal submittal prior to closing deadline, the Offeror may notify the Administrative Contracting Officer of the impending issue via electronic correspondence. The subject header shall be titled “Submittal Issues” and shall include the RFQ number. Interested Offerors must ensure that they have a read and delivery receipt on their email to provide proof, if necessary. Failure to notify the Administrative Contracting Officer of such issues may constitute the submittal as Non- Responsive and ineligible for award. Note: The Contracting Officer/Contracting Specialist may or may not respond to your submittal therefore it is crucial that a copy of the email correspondence be provided. Additionally, failure to provide all Volumes within the Solicitation’s response time may also constitute an Interested Offeror as Non-Responsive and ineligible for award.

EVALUATION PROCESS: The Government intends to award a Firm Fixed Priced Contract resulting from this Solicitation to the responsible Offeror whose proposal provides the best benefit to the Government, price and other factors considered. Proposals will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3) to determine which response represents the “best” as a whole. Past Performance and Technical Capabilities are more important than price.

Proposals will be evaluated by performing a direct comparison of one proposal with another in a uniform manner to determine which Offeror provides the best overall proposal as identified in the RFQ. The Government reserves the right to consider a response that offers more than the minimum and select that response if it provides a benefit to the government. The Government has the discretion to accept other than the lowest priced offer that provides additional benefits.

EVALUATION RESULTS POSTING:

In accordance with FAR13.106-3(c) Notification, for acquisitions that do not exceed the simplified acquisition threshold and for which automatic notification is not provided through an electronic commerce method that employs widespread electronic public notice, notification to unsuccessful supplier shall be given only if requested. Additionally, if a supplier request information on an award that was based on factors other than price alone, a brief explanation of the basis for contract award shall be provided. A brief explanation of award is not a debrief and shall not be constituted by the Government as a debrief.

Company Information (Volume A) The following information shall be included in Volume A:

• Legal Business/Company Name (as listed in www.sam.gov). Should Legal Business/Company Name not coincide with what is listed in the Government’s website www.sam.gov , the Interested Offeror will be considered non-responsive.

• Complete Company Address (No P.O. Boxes). Should an Interested Offeror submit the Company’s address as a P.O. Box, the Interested Offeror will be considered non-responsive.

• Duns Number

• SAM Unique Entity Identification (UEI).

• Company’s Point of Contract Name and Title

• Telephone Number

• Email Address

• Company’s Targeted Capabilities Statement

• Solicitation Amendments acknowledgement. Interested Offerors will acknowledge all amendments by providing a signed copy of the Amendment(s) (SF30). Failure to acknowledge all subsequent Amendments will result in the Interested Offeror being considered non-responsive and ineligible for award.

• One (1) Copy of completed FAR Clause 52.223-3 “Hazardous Material Identification and Material Safety Data” (if applicable).

• One (1) copy of Completed FAR Provisions 52.212-3 annual Certifications and Representations or indicate whether contractor has completed the annual representation and certifications electronically at www.sam.gov (copy of current SAM status). Failure to provide a copy of the company’s annual Certifications and Representations or failure to indicate that a completed annual Certifications and Representations has been updated in www.sam.gov will result in the Interested Offeror being considered non-responsive.

• In accordance with Public Law 116-183 a Small Business claiming Veterans First Status, Service Disable Veteran Owned Small Business (SDVOSB), or Veteran Owned Small Business (VOSB), must certify in writing that their firm are performing 50 percent of the work. Therefore, Interested Offerors who claim SDVOSB or VOSB status shall provide

(1) document stating their compliance with PL 116-183. Failure to provide such document will result in the Interested Offeror being considered Non-Responsive. Should award be made to an SDVOSB or a VOSB who is suspected of violating PL 116-183 this Agency will refer suspected violators to VA Inspector General for investigation and possible fines, suspensions, or debarments.

• This RFQ contains the clause 852.219-75 VA Notice of Limitations on Subcontracting— Certificate of Compliance for Services and Construction. Offerors must complete, sign, and return the formal certification with the Offeror’s proposal. (See Attachment E) The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Technical Proposal (Volume B) The following shall be included as part of the Offeror’s technical submission, Volume B:

1. Company relevant experience in performing Janitorial Services: Janitorial Services include cleaning of Administration Building, Public Restrooms, Honor Guard Building and Maintenance Building (including, but not limited to office areas, lobby area, visitor areas, employee areas and employee, public restrooms, and unoccupied storage areas). See Statement of Work (SOW) to fully gauge what a Janitorial Service entails. Interested Offerors are to submit a Targeted Capability Statement that emphasizes their relevant experience in accordance with the SOW. A Targeted Capability Statement presents a contractor’s experience as capable, effective, and successful in providing the required service. Interested Offerors will provide information that includes the following:

a. Corporate Data: Contractor will state its registered company name as listed in www.sam.gov as well as the year and state of incorporation. Contractor will provide a hyperlink to their website if applicable, provide their business size and status regarding the required NACIS code (561720), and state whether their firm is a Service-disabled Veteran- Owned Small Business.

b. Short Summary: Contractor will provide a brief description of the company’s history, and mission statement.

c. Core Competencies: Contractor will provide competencies such as capabilities and strengths, knowledge, skills, and resources within its organization that enables the contractor to provide the required service.

d. Similar Work performed: Reference commercial, Local/State/or Federal Government Agencies for whom your organization has done work. The detailed information will be submitted as part of a Contractor’s Past Performance Questionnaire but will be synopsized here. The Contract Specialist will evaluate Past Performance as a separate factor. The synopsized references will be utilized as a quick reference only.

2. Managerial & Technical Qualifications of Key Personal to include Resumes: Contractor shall demonstrate a Management Team that will be on site during the performance period and have the required experience in Janitorial Services. This includes cleaning of Administration Building, Public Restrooms, Honor Guard Building and Maintenance Building (including, but not limited to office areas, lobby area, visitor areas, employee areas and employee, public restrooms, and unoccupied storage areas) janitorial services as defined in the Statement of Work. Experience shall include workmanship in Private, Local/State, and or National Cemeteries.

Key Personnel must be employed (not sub-contractors or independent contractors) by the Prime Contractor.

3. Work Plan/Staffing Plan to accomplish the required services to include man hours, methodology, list of equipment/vehicles to be used, licenses, permits and insurance information. See below:

a. Man hours: Contractor must provide an estimate as to the total amount of labor hours required in the performance of this service. Failure to provide man hours will result in the Contractor being considered non-responsive.

b. Methodology: Contractor’s system of methods and principles in providing the service.

Failure to provide a Methodology will result in the Contractor being considered non-responsive.

c. List of equipment/vehicles to be used: Include models, horsepower, and age. For equipment older than 1 year provide maintenance information associated with that specific equipment. Equipment less than a year old does not require maintenance information.

Failure to provide maintenance information will result in the offeror being non-responsive.

In addition, also provide any unique attributes of an equipment/vehicle that enhances proficiency if applicable.

d. Licenses, permits and, Insurance information: Licenses/permits and Insurance must be up to date and meet Local/State and OSHA certification. Contractor must provide copies of any Licenses, permits and Insurance. Failure to provide copies of applicable Licenses/permits and Insurance will result in the Contractor being considered non-responsive.

Past Performance (Volume C)

The following shall be included as part of the Offeror’s Past Performance submission, Volume C:

• Utilizing the Past performance Questionnaire (PPQ), Interested Quoters shall provide at least three (3) past performance references within the last five (5) years that provide similar or somewhat similar work to the required services. PPQs that are more than three

(3) years old are not recent. Past performance information that is determined to be "not recent" will be rated Neutral.

Relevant past performance involves similar scope and magnitude of effort and complexities. Non-Relevant past performance is past performance that does not involve similar scope and magnitude of effort and complexities. Should an Interested Offeror lack any Relevant past performance history, the Offeror shall receive a Neutral rating.

Interested Offerors shall list any National Cemetery Administration (NCA) contracts currently working or previously worked first followed by non-NCA contracts.

Should an Interested Offeror submit more than the required three (3) references, only the most current three PPQs will be considered.

The Contracting Officer will base past performance on the following:

The contracting officer’s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies;

The Contractor Performance Assessment Reporting System (CPARS) at https://www.cpars.gov; or Any other reasonable basis.

Pricing (Volume D)

The following information shall be included in Volume D

• Proposed pricing shall be submitted on the Price/Cost Schedule of Services (Attachment B)

1. IAW FAR 17.203(b), the basis of evaluation is inclusive of options.

SUPPLIES OR SERVICES AND PRICES / COSTS

Price Schedule: Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to provide Janitorial Service at Florida National Cemetery, SW 102nd Bushnell, FL 33513.

Services will be provided in accordance with all terms, conditions, specifications, requirements, and schedules of the contract, including National Cemetery Administration Standard Operating Procedures and Operational Standards & Measures.

Contract period will consist of a base period from Date of Award through 1 year, with four (4) one-year renewal options if exercised.

Solicitation Provisions and Contract Clauses:

52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023)

Addendum to FAR 52.212-4

52.252-2 Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and https://www.va.gov/oal/library/vaar/index.asp (VAAR)

FAR Clauses 52.203-16 Preventing Personal Conflicts of Interest (JUN 2020) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) http://www.acquisition.gov/far/index.html https://www.va.gov/oal/library/vaar/index.asp

52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor.

The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

52.217-9 Option to Extend the Term of the Contact (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.232-18 Availability of Funds (APR 1984) 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984) 52.237-3 Continuity of Services (JAN 1991)

VAAR Clauses 852.201-70 Contracting Officer’s Representative (DEC 2022) 852.203-70 Commercial Advertising (MAY 2018) 852.204-70 Personal Identity Verification of Contractor Personnel (MAY 2020) 852.211-72 Technical Industry Standards (NOV 2018) 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION) 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and

Construction (JAN 2023) Attached 852.242-71 Administrative Contracting Officer (OCT 2020)

(End of Addendum to 52.212-4)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Products and Commercial Services (MAY 2024)

FAR Provisions 52.201-1 Acquisition 360: Voluntary Survey (SEPT 2023) 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023) Addendum to FAR 52.212-1

52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

52.204-6 Unique Entity Identifier (OCT 2016) 52.204-7 System for Award Management (NOV 2024) 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.204-20 Predecessor of Offeror (AUG 2020) http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/index.asp

52.209-7 Information Regarding Responsibility Matters (OCT 2018) 52.233-2 Service of Protest (SEPT 2006)

VAAR Provisions 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018) 852.233-71 Alternate Protest Procedure (OCT 2018) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(End of Addendum to 52.212-1)

52.212-2 Evaluation – Commercial Items (NOV 2021) 52.212-3 Offeror Representations and Certifications – Commercial Items (MAY 2024)

See Attached Document A - Statement of Work See Attached Document B - Price Schedule See Attached Document C - Past Performance Questionnaire See Attached Document D - Wage Determination Services See Attached Document E - VAAR 852.219-75