Barber_QUICK_QUOTE (1).docx

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF VETERANS SERVICES

ISSUED BY: Commonwealth of Virginia Department of Veterans Services 101 N 14 th Street, 17th Floor Richmond, VA 23219

WORK LOCATION: Jones & Cabacoy Veterans Care Center (JCVCC) 2641 Nimmo Parkway Virginia Beach, VA 23456

TITLE: Barber and Beautician Services

NIGP Commodity Code: 95210

ISSUE DATE: December 27th, 2023

QUICK QUOTE

I. PURPOSE

The intent and purpose of this Quick Quote is to establish a firm fixed contract with single contactor to provide barber and beautician services to the clients of Jones & Cabacoy Veterans Care Center (JCVCC).

II. BACKGROUND

The new Jones & Cabacoy Veterans Care Center (JCVCC) is being built in the Princess Anne section of Virginia Beach on a 25-acre site adjacent to Nimmo Parkway (extended), West Neck Rd, and N. Landing Rd. The land for the site was donated by the City of Virginia Beach. The 128-bed facility will feature all private rooms that will be organized into eight 16-bed households that surround a central community center.

1. The bid price for basic services for men must consider current, basic male hair styles such as fade cuts (with a line), layering, beards and mustache trimming and trimming of eyebrows and ears. The bid price for basic series for women must consider current basic female hairstyles, including layering, permanents, coloring, braiding, cuts and styling, and shampoo and styling.

2. JCVCC may utilize the contractor two (2) to three (3) weekdays per week between the hours of 8:00 a.m. – 4:00 p.m., unless both parties agree to increase the number of days required. JCVCC does not guarantee a minimum or maximum number of clients/cuts as a result of this solicitation. Set date and times shall be determined and agreed to by both parties. It is required by JCVCC that the days are established for these services and the contractor shall perform all weekly services on the same days. Adjustments will be made when a holiday falls on the scheduled work day.

III. STATEMENT OF NEEDS

1. The contractor shall have at least four (4) years of Barber/Beautician experience and documented experience providing barber/beautician services to male and female clients and provide proof of Virginia Board of Cosmetology/ Barbering Licensure (working in a psychiatric hospital is preferred).

2. Any contractor and/or contractor employee(s) providing services under the terms of this contract shall be a licensed beautician and /or a master barber able to provide barber /beautician services to all men a and women of all ethnic groups.

3. The contractor and/or employee(s) shall provide all supplies and that will be needed to provide the services under the terms of this contract except for items that JCVCC will supply as set forth in Section V of this solicitation.

4. Any Contractor and/or employee(s) shall provide all supplies that will be needed to provide the services under this contract and shall be physically able to do their assigned work and shall be free from communicable diseases.

a. Each employee must be certified free of Tuberculosis before being assigned to work at JCVCC and be tested annually thereafter and remain tuberculosis free for the full duration of the contract, including the option renewal period exercised. A Tuberculosis test shall be offered and administered by JCVCC.

IV. SCOPE OF SERVICES

The Contractor and /or employees(s) shall provide Barber/Beautician services for both male and female clients at JCVCC as follows:

1. Men

a. Shampoo

b. Cut

c. Shampoo and cut

d. Shampoo and Blow dry

e. Shape up/Line Up only

f. Eyebrow & Ear Trim

g. Beard Mustache shave trim

h. Braids

i. Additional services – Detangle matted hair

2. Women

a. Shampoo

b. Cut

c. Shampoo and cut only

d. Shampoo and Blow dry

e. Shampoo, Blow dry, style, STRAIGHT

f. Shampoo, Blow dry, style, NATURAL

g. Shampoo, cut, blow-dry, style STRAIGHT

h. Shampoo, cut, blow dry, style NATURAL

i. Permanent/Relaxer SHORT hair

j. Permanent/Relaxer LONG hair

k. Straight back braids

l. Additional services – Detangle matted hair

m. Additional services - color

3. There may be clients that require assistance transferring from a wheelchair to the salon chair. In those instances, the contractor and/or employee(s) shall contact the JCVCC nursing staff for assistance. At no time shall the contractor and/or employee(s) attempt to lift/transfer any client.

4. JCVCC shall provide a central location for these services to be performed. In some cases, the contractor may be requested to provide these services on a special unit. The contractor and/or employee(s) shall provide services on these units when requested.

5. After all barber/beautician services are completed on client, a JCVCC staff member shall sign off on client roster that the work was completed to the satisfaction of the client. Failure to obtain applicable signature will result in non-payment to the contractor. Resident must sign off on services.

6. Contractor personnel providing services shall:

a. Comply with all instructions pertaining to conduct and other regulations called to the contractor’s attention including all JCVCC security and other policies and procedures.

b. Attend abbreviated agency orientation prior to commencement for this contract and must comply with all the JCVCC policies and procedures in the delivery of services to clients; and present while on duty at JCVCC a neat, clean and properly uniformed appearance, i.e.’ jacket, smock, including visible nametags with photographs, of all employees.

c. Be subjected to a pat-down search upon entering and exiting the facility. The Contract employee shall be escorted by JCVCC Staff at all times while in confines of the facility. Cell phones, keys and personal items are NOT allowed into the secured areas of the facility.

d. The contractor and employees assigned to any resulting contract shall indemnity, defend, and hold harmless the Commonwealth of Virginia, Northern VA Mental Health Institute from loss from all suits, actions or claims of any kind brought as a consequences of any negligent act or omission by the Contractor. The Contractor agrees that this clause shall include claims involving infringement of patent or copyright.

e. The contractor and their employees performing services shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety Occupational Health Standards and any other applicable rules and regulations. Also, the contractor and their employees shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

7. Any contractor personnel reporting to work and determined or suspected of being under the influence of alcohol, drugs, or who in any way is displaying conduct deem inappropriate for this setting, will not be permitted to enter JCVCC.

8. Criminal Background Check/Drug Testing:

a. The contractor shall obtain from each individual assigned to work on the contract a statement permitting a criminal background check and Drug Testing. JCVCC will obtain a state police background check and drug testing on each individual assigned under any resulting contract. JCVCC reserves the right to reject any individual based upon the results of the background check/ drug testing results. The preemployment background check shall include, but need not be limited to:

1. A Virginia State Police criminal background check

2. A Social Security Number verification

3. Drug Test Screening

9. Scheduling Requirements

a. Regularly schedule services covered under this contract will be performed on the same days of each week and work hours as mutually agreed to upon award except on the following State recognized holidays that are listed below:

1. New Year’s Eve

2. New Year’s Day

3. Martin Luther King, Jr. Day

4. George Washington Day

5. Memorial Day

6. Juneteenth (Observed)

7. Independence Day

8. Labor Day

9. Columbus Day & Yorktown Victory Day

10. Election Day

11. Veterans Day

12. Thanksgiving

13. Day After Thanksgiving

14. Christmas Eve (usually ½ day)

15. Christmas Day

b. The contractor will be notified at least twenty-four (24) hours in advance by JCVCC when barber/beautician services are needed, if other than the regularly scheduled dates and times.

c. All contractor personnel shall sign in when they report for duty, at a location determined by JCVCC and using JCVCC provided sign-in sheets. Services provided must be signed off on and verified by JCVCC staff.

d. All contractor personnel shall report to the Hair Salon/Barber Shop at the scheduled time as stated under the terms of this solicitation. JCVCC will closely monitor the scheduled hours. If a deviation from regularly scheduled work hours is needed, prior written approval shall be requested from JCVCC. Failure of the contractor and/or employees to appear at the scheduled day and time more than twice per month or more than a total of six times during a contract year may be viewed as a basis for termination.

V. DUTIES OF JONES & CABACOY VETERANS CARE CENTER

1. JCVCC will supply Hair Salon/Barber work location, electric, towels, laundry service for towels only, water, chairs and storage space to the contractor. There may be times when JCVCC will need to store items within the Hair Salon/Barber work location. In doing so, JCVCC will ensure the items are located in such a manner as not to interfere with the contractor’s duties until they can be transferred to an appropriate location. These items are not to be utilized by the contractor or its employee(s).

2. JCVCC will issue picture ID badges at no charge to the contractor’s employees that must be worn at all times while inside the facility.

VI. PRICING SCHEDULE

Shampoo

Cut

Shampoo & Cut

Shampoo & Blow Dry

Shape Up / Line Up Only

Eyebrow & Ear Hair Trim Only

Beard/Mustache Shave and or trim

Braids

Shampoo

Cut

Shampoo & Cut

Shampoo & Blow Dry

Shampoo, Blow Dry, Style/SRAIGHT

Shampoo, Blow Dry, Style/NATURAL

Shampoo, Cut, Blow Dry, Style/STRAIGHT

Shampoo, Cut, Blow Dry, Style/NATURAL

Permanent/Relaxer SHORT Hair

Permanent/Relaxer LONG Hair

Braids

Additional Services: Detangle Matter Hair

VII. METHOD OF PAYMENT

The contractor shall be paid monthly by the Agency using one of the following two (2) methods:

a. Small Purchase Charge Card Program (SPCC): Payment will be made within thirty (30) days after receipt of complete and correct invoice to include the contract number on the invoice.

b. Via Check: Payments will be made, Net 30, after satisfactory performance of the contract in accordance with all of the provisions thereof and upon receipt of a properly completed invoice. JCVCC shall make monthly payments to the Contractor on the basis of payment during the month following the month in which the service was rendered. JCVCC reserves the right to withhold any or all payments or portions thereof for contractor’s failure to perform in accordance with the provision of the contract or any modifications thereof.

All invoices shall be submitted to:

Jones & Cabacoy Veterans Care Center ATTN: Accounts Payable 2641 Nimmo Parkway, Virginia Beach, VA 23456 image1.png