RFQ 36C256-20-Q-0587.pdf

Request for Quote: 36C256-20-Q-0587

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part

13.5, Simplified Acquisition Procedures for Certain Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This requirement will be evaluated under the lowest price technically acceptable evaluation methodology.

2. The Request for Quote number is 36C256-20-Q-0587.

3. Solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular 2020-06 (effective 05/06/2020).

4. This requirement is a total service-disabled veteran owned small business set-aside. The North

American Industry Classification System number is 561790 with a size standard of

$8,000,000.00.

5. Place of Performance:

Micheal E. DeBakey Veterans Affairs Medical Center

2002 Holcombe Blvd

Houston, Texas 77030-4298

6. Period of Performance:

The period of performance is a 12 month base period with four 12-month option periods exercisable at the discretion of the Government.

7. The provision at FAR 52.212-1, Addendum to Instructions to Offerors-Commercial, applies to this acquisition.

8. The provision at FAR 52.212-2, Addendum Evaluation-Commercial Items applies to this acquisition. See FAR 52.212-2 Addendum for additional information. Please review the section entitled Teaming Agreements for additional information on required information for

Contractor Team Arrangements and Joint Ventures.

9. COMPLETING A QUOTE FOR SUBMITTAL

The offeror must submit both a Technical Volume and Price Volume with their quote. Please review FAR 52.212-1, Addendum to Instructions to Offerors-Commercial and FAR, 52.212-2, Addendum Evaluation-Commercial Item and the Performance Work Statement (PWS) for information on submitting a quote.

10. All services shall be performed in accordance with the PWS.

11. All quotes shall remain valid for 120 calendar days.

12. Site Visit Information

A site visit will be conducted on June 5, 2020 at 10:00a.m. Central Standard Time at Building

100 of the Michael E. DeBakey VA Medical Center at 2002 Holcombe Boulevard in

Houston, Texas 77030-4298. All Contractors will enter through the main entrance and meet in the lobby of Building 100. Each Contractor must have identification and wear a face mask.

Contractors will be asked a series of question and have their temperature taken. Each Contractor shall be limited to a maximum of two representatives. Please arrive at the site forty-five minutes early (by 9:15a.m.) to secure parking and to arrive on time through the screening process of questions. Contractors shall provide the name of their company, names of individuals attending the site visit, and a point of contact to Mr. Orlando Whitaker at Orlando.Whitaker@va.gov by

June 4, 2020 at 11:30a.m. Central Standard Time.

13. Questions regarding this solicitation shall be submitted via email to Contract Specialist, Orlando Whitaker at Orlando.whitaker@va.gov no later than 11:00A.M. Central Standard Time on June 8, 2020.

14. Quotes are due no later than June 15, 2020 at 11:00a.m. Central Standard Time and shall be submitted electronically via e-mail to the Contract Specialist, Orlando Whitaker at

Orlando.whitaker@va.gov. All email responses shall reference the solicitation number, 36C256-

20-Q-0587 in the email’s subject line.

mailto:Orlando.Whitaker@va.gov mailto:Orlando.whitaker@va.gov

36C25620Q0587

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

2002 Holcombe BLVD

Houston TX 77030 4298

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] As instructed in section B.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of

Payment Requests.

Department of Veterans Affairs

Financial Service Center https://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

Diffusers and Grilles - Annual Service Task

15,000 Units - The Contractor shall complete 2,000 units per month until all units are complete in accordance with the

Performance Work Statement. The Contractor shall provide all labor, materials, supervision, equipment and project management to clean all diffusers and grilles at the Michael E DeBakey VA

Medical Center in Houston, Texas. All work will be in strict accordance with the Performance Work Statement.

Contract Period: Base

POP Begin:

POP End:

9.00 EA __________________ __________________

Cooking Hoods and Ductwork up to Fan Housing

The Contractor shall provide all labor, materials, supervision, equipment and project management for work associated with cooking hoods and associated ductwork up to the fan housing at the Michael E DeBakey VA Medical Center in Houston, Texas.

All work will be in strict accordance with the Performance Work

Statement.

Semi-Annual Service Task

Contract Period: Base

12.00 MO __________________ __________________

Ductwork Cleaning in Building 100

One-Time Cleaning -1,600,000 square feet

The Contractor shall clean 133,134 square feet per month until the requirement is complete in accordance with the Performance Work

Statement.

The Contractor shall provide all labor, materials, supervision, equipment and project management for a one-time cleaning in

Building 100 at the Michael E DeBakey VA Medical Center in

Houston, Texas. All work will be in strict accordance with the

Performance Work Statement. All work must be completed within

12 months from the effective date of award.

Base Period Total Price $_________________

15,000 Units - The Contractor shall complete 2,000 units per month until all units are complete in accordance with the

Performance Work Statement.

equipment and project management to clean all diffusers and grilles at the Michael E DeBakey VA Medical Center in Houston, Texas. All work will be in strict accordance with the Performance

Work Statement.

Contract Period: Option 1

The Contractor shall provide all labor, materials, supervision, equipment and project management for work associated with cooking hoods and associated ductwork up to the fan housing at the Michael E DeBakey VA Medical Center in Houston, Texas.

All work will be in strict accordance with the Performance Work

Statement.

Semi-Annual Service Task

Contract Period: Option 1

Option Period 1 Total Price $_________________

15,000 Units - The Contractor shall complete 2,000 units per grilles at the Michael E DeBakey VA Medical Center in Houston, Texas. All work will be in strict accordance with the Performance

Work Statement.

Contract Period: Option 2

The Contractor shall provide all labor, materials, supervision, equipment and project management for work associated with cooking hoods and associated ductwork up to the fan housing at the Michael E DeBakey VA Medical Center in Houston, Texas.

All work will be in strict accordance with the Performance Work

Statement.

Semi-Annual Service Task

Contract Period: Option 2

Option Period 2 Total Price $_________________

15,000 Units - The Contractor shall complete 2,000 units per grilles at the Michael E DeBakey VA Medical Center in Houston, Texas. All work will be in strict accordance with the Performance

Work Statement.

Contract Period: Option 3

The Contractor shall provide all labor, materials, supervision, equipment and project management for work associated with cooking hoods and associated ductwork up to the fan housing at the Michael E DeBakey VA Medical Center in Houston, Texas.

All work will be in strict accordance with the Performance Work

Statement.

Semi-Annual Service Task

Contract Period: Option 3

Option Period 3 Total Price $_________________

15,000 Units - The Contractor shall complete 2,000 units per grilles at the Michael E DeBakey VA Medical Center in Houston, Texas. All work will be in strict accordance with the Performance

Work Statement.

Contract Period: Option 4

The Contractor shall provide all labor, materials, supervision, equipment and project management for work associated with cooking hoods and associated ductwork up to the fan housing at the Michael E DeBakey VA Medical Center in Houston, Texas.

All work will be in strict accordance with the Performance Work

Statement.

Semi-Annual Service Task

Contract Period: Option 4

Option Period 4 Total Price $_________________

GRAND TOTAL __________________

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend

Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. If the

Government chooses to unilaterally exercise FAR 52.217-8, the last executed period quoted by the

Contractor will be reduced by a ratable portion of the period exercised by the Government (ranging from one-twelfth to cover one month, one-sixth to cover two months, one-fourth to cover three months, one-third to cover four months, and half to cover a six month option period). Evaluation of options will not obligate the Government to exercise the option(s).

PERFORMANCE WORK STATEMENT (PWS)

HVAC DUCT AND DIFFUSER REGISTER CLEANING

MICHAEL E. DEBAKEY VA MEDICAL CENTER

The Michael E. DeBakey VA Medical Center has a non-personnel services contract to provide required ductwork and diffuser/register, exhaust hoods, kitchen hood systems, adjoining ducts and all equipment related to the exhaust systems. All equipment is located on campus at throughout Building 100 at the Michael E. DeBakey VA Medical Center. The contractor shall perform to the standards in the contract as well as all Federal, State, local, and commercial standards.

1. DESCRIPTION OF SERVICES

1.0. PERIOD OF PERFORMANCE

The period of performance is for a base period of 12 months with four 12-month option periods exercisable at the discretion of the Government.

Base Period: June 24, 2020 – June 23, 2021

Option Period 1: June 24, 2021 – June 23, 2022

Option Period 2: June 24, 2022 – June 23, 2023

Option Period 3: June 24, 2023 – June 23, 2024

Option Period 4: June 24, 2024 – June 23, 2025

1.0.1. PLACE OF PERFORMANCE

Michael E. DeBakey VA Medical Center

2002 Holcombe Blvd., Building 100

Houston, Texas 77030-4298

1.0.2. HOURS OF OPERATION

Normal hours of operation for facilities under this contract vary due to the usage and services provided. The contractor must be able to perform a flexible schedule that may include working weekends to complete all work required under this PWS. The Contractor must also perform in the evenings as some of the work can only be completed in the evenings.This schedule may exclude Federal holidays once provided by the COR. If Federal holidays are excluded from the schedule, the Federal holidays are provided below.

The following are Federal holidays:

New Year’s Day January 01

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 04

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a

National holiday by U.S. Government Agencies, and any other day specifically declared by the

President of the United States.

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute

Any other day designated by Executive Order

Any other day designated by the President’s Proclamation

It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor works during the holiday, it will be considered part of the normal schedule of work.

1.0.3. GENERAL INFORMATION

The Contractor shall be responsible for:

a. Workers’ compensation and employer’s liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes.

b. General Liability: Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000.00 per occurrence.

c. Property Damage Liability: Contractors are required to have Property Damage Liability insurance coverage of at least $20,000.00.

d. Automobile Liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

Changes to the PWS

Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer (CO). A copy of each change will be kept in a project folder along with all other products of the project. Cost incurred by the contractor through the actions of parties other than the CO shall be borne by the Contractor. Any such change shall be reflected in a written modification to this contract, signed by the Contractor and contracting officer.

1.1 SPECIFIC REQUIREMENTS

The following areas on the Michael E. DeBakey VA Medical Center Campus are to be cleaned on and inspected on an annual basis:

1.1 ALL WORK IN THIS SECTION IS PERFORMED ON AN ANNUAL BASIS:

EQUIP LOCATION UNITS ANNUAL

EFFORT

NOTES

Diffusers and

Grilles

BLDG

Approximately

15,000 Cleaning

(i.e.

vacuumed and washed

Adjacent ceiling tile shall be cleaned or replaced as necessary. VA will provide a new one to replace it with and the old one given back to the VA.

If the vent or diffuser is too rusty to clean the Supply registers are 2’ x 2’, exhaust registers are 1’ x 1’, and all registers by windows are slot diffusers. These are supplied by 110 Air Handling Units of various sizes and approximately 60 return air fans and

210 exhaust fans

1.2 ANNUAL SERVICE (cleaning of all the Supply, Return and Exhaust Grilles, Registers and diffusers of the heating, ventilation and air conditioning systems throughout the medical center).

• Contractor shall use high efficiency vacuum with HEPA filtration with 99.97% collection efficiency at 0.3-micron particle size as per standard (ACR) The

National Air Duct Cleaners Association (NADCA) Standard for assessment, Cleaning, and Restoration of HVAC systems.

• All surfaces of Grilles, Registers and diffusers will be cleaned and any that are hinged or clipped will be opened and cleaned. Some disassembly may be required.

• Work requires the cleaning of supply air, return air grilles, register units, all grills and registers throughout the facility.

• Contractor must be in compliance with all Occupational Safety and Health

Administration (OSHA) and all safety requirements.

• The Air Handling Units, exhaust plenums, discharge screens exiting the facility, the outside air ductwork, intake plenums and screens will not be cleaned during this project.

1.2.1 ALL WORK IN THIS SECTION IS PERFORMED ON A SEMI-ANNUAL

BASIS:

EQUIP LOCATION UNITS SEMI-

ANNUAL

EFFORT

NOTES

Cooking hoods and associated ductwork up to the fan housing

BLDG 100 Approximately 9 Clean and inspect

Hood and duct cleaning shall meet the requirements of National Fire

Protection Association NFPA 96, paragraph 8.3.

1.2.2 PRE‐PROJECT REPORT

1.3.1 Prior any cleaning the contractor shall perform a survey or inspection of entire

Exhaust System and provide the following report:

a. Photo images current conditions.

b. System areas found to be damaged and/or in need of repair.

c. Any applicable readings or measurements of quality of pre‐existing condition.

d. Written plan of action cleaning the Exhaust System and associated components.

e. Outline of milestone dates for cleaning within the operation constraints of the facility.

The contractor shall submit this report to COR for review and discussion. This requirement is part of the PWS and is included with your quote. The pre-project report is not an opportunity to request an increase to your quoted price. The entire exhaust system‐to include all associated components shall be cleaned in accordance with latest NFPA 96 and ANSI/IKECA I10: Standard for the Methodology for

Inspection of Commercial Kitchen Exhaust Systems.

**fire retardant is prohibited on the hoods louvers in Nutrition &

Food Service exhaust hood system**

1.2.3. The following is a general outline of the principle features of the work to be performed. This outline is intended only to establish the broad scope of the work and does not in any way limit the responsibility of the Contractor who shall be required to perform all operations necessary to meet the requirements as established in this PWS.

• The kitchen will be vacant during service.

• Gas and diesel engines are not allowed within the building, however, they can be set up outside of the buildings.

• Generated waste can be discarded down sanitary sewer lines as long as it is within

EPA and TCEQ guidelines.

• All of the kitchen hood fire suppression systems are current on maintenance and inspection requirements. Accidental discharge of one of these systems is the sole responsibility of the Contractor.

• Clean all grease and residue accumulation off the hood and ducting systems. This cleaning includes the metal hood section, ducting, vents, fans, louvers, filters, bates and exterior walls, roofs, etc., where system exhaust to the outside.

• All surfaces of the hood, ducts and associated fans shall be cleaned to bare metal.

Contractor shall be required to disassemble the fan shrouds as necessary to clean the fan. After cleaning and inspection, the fan shrouds shall be replaced as they were prior to being disassembled.

• The Contractor shall provide and install a temporary shroud connected to the outside of the hood, on all accessible sides, and shall extend to the floor. The shroud shall be taped to the walls and hood surfaces during the cleaning operation. The shroud shall be installed so that it minimizes the amount of debris and water, which could splash onto adjacent equipment and walls. When the pressure washing, cleaning operation is complete, the shroud and tape shall be removed and any tape residue, which may remain on the walls or hood surfaces, shall be removed and cleaned.

• The Contractor shall provide protection to cooking equipment from falling debris and clean any debris that has fallen on the floor, equipment or that has splashed onto any nearby equipment or walls. The facility shall be returned to the level of cleanliness that it was before work started, prior to leaving the facility.

• At the start of the cleaning, electrical switches, detecting devices, and system components that may be accidentally activated shall be locked, pinned, protectively covered, and/or sealed. When cleaning procedures are completed, all system components that have been pinned, sealed, etc., shall be returned to an operable state.

The Contractor shall be responsible for servicing the fire suppression systems at no additional cost to the Government, in the event of a discharge caused by the

Contractor. The Contractor shall be responsible for cleaning up all residues from a discharge.

• The Contractor shall wait until the hood and duct system has been inspected and accepted to reinstall any components of the system, including fan shrouds, which were removed to facilitate cleaning.

• Flammable solvents or other flammable desired aids shall not be used.

• The Contractor must contact the COR immediately upon completion of hood and duct cleanings for inspection and quality assurance purposes.

1.3 AIR DUCT SYSTEM CLEANING – ONE-TIME CLEANING

EQUIPMENT LOCATION UNITS EFFORT NOTES

All ductwork in Building

100.

BLDG 100 Estimated Units:

110 Air Handling

Units of various sizes, approximately 60 return air fans and

210 exhaust fans

Clean and inspect

Contractors will bid on the drawings provided although actual “as-is” conditions may vary from the drawings.

1.3.1 AIR DUCT SYSTEMS

• The contractor shall complete a one-time air duct system cleaning to remove all non‐adhered substances so that they are capable of passing NADCA cleanliness verification tests. All duct system cleaning shall be completed within the period of performance for the base period of performance. Alternate schedules and time extensions will not be allowed.

• Access air ducts through service openings in the system that are large enough to accommodate mechanical cleaning procedures and allow for cleanliness verification.

• Use mechanical agitation methods to remove particulate, debris, and surface contamination.

• Capture dislodged substances with a vacuum collection device.

• The Contractor shall not use any cleaning methods that will damage any HVAC components.

• The Contractor shall utilize the existing service openings already installed in the HVAC system where possible. Other openings shall be created where needed, with prior approval from the Contracting Officer’s Representative, and they must be created so they can be sealed in accordance with industry codes and standards.

• Mark the position of dampers and any air‐directional mechanical devices inside the

HVAC system prior to cleaning and, upon completion, restore them to their marked position.

• Only the 84 general exhaust fans shown on the drawings are included under the one-time duct cleaning as well as the 62 return fans.

• No fume hoods are included as part of this project.

• Make-up units are included in the air duct system cleaning.

• The cleaning of the air duct system is considered a non-permit required confined space.

• Only 110-volt power outlets are available at each lamp fixture in the interstitials.

• All AHU’s have water access near them.

• Some of the ductwork has been modified from the original construction of the building.

• None of the ductwork other than the kitchen hoods has previously been cleaned.

The kitchen hood ductwork was last cleaned in September 2019.

• Ladders are capable of reaching elevated areas. The Contractor may provide their own lift as long as it is electrically powered.

The Contractor shall verify cleanliness after cleaning for each HVAC System component as stated above, performed as described in NADCA Standard ACR. The contractor shall discuss with Contracting Officer Representative (COR) which method would be most advantageous for the given component and apply that verification to ensure cleanliness. The contractor will document that which method was utilize and any resulted measures reading if applicable.

The contractor shall clean hoods and ducts systems in accordance with (IAW) National

Fire Protection Association (NFPA) 96, Standard for Ventilation Control and Fire

Protection of Commercial Cooking Operation, OSHA, manufacturer’s requirements, and local, state, and federal laws.

Property Protection. The contractor shall take all necessary precautions to protect

Government and private property. Damage caused by the contractor shall be repaired to the satisfaction of the Contracting Officer (CO) or designated representative without additional cost to the Government.

1.3.2 PERSONNEL EXPERIENCE

The contractor shall have one On-Site Project Manager that is certified and on-site at all times, in accordance with the PWS and all Contract Line Item Numbers. All additional employees are Technicians and must be supervised by the certified On-Site Project

Manager at all times. A resume and copy of the current certifications in certificate or license form of all employees providing services under this contract shall be submitted with the quote. After award of the contract, the certificate must be kept updated and current with the Contracting Officer Representative (COR) assigned.

Project Manager (On-site)

The Contractor shall identify one on-site Project Manager with at least three (3) years of experience within the past ten (10) years performing projects in accordance with

Performance Work Statement, to include sections 1.1, 1.2, and 1.3. The on-site Project

Manager shall have a current and active certification from the International Kitchen Exhaust

Cleaning Association (IKECA), Certified Hood and Duct Cleaning Association (CHDCA) or the National Air Duct Cleaners Association (NADCA). The Contractor shall submit a resume by the solicitation due date demonstrating the on-site Project’s Manager’s three (3) years of experience. The Contractor shall submit the current and active certification from

IKECA, CHDCA, or NADCA in certificate or license form by the solicitation due date. The

Contractor shall include any documentation of related training or experience of their on-site

Project Manager which is relevant and current. A certified Project Manager shall be present at all times during performance of this requirement.

Technician

The Contractor shall identify all other personnel not identified as the Project Manager as

Technicians. The Technicians shall demonstrate at least two (2) years of experience within the past ten (ten) years performing projects in accordance with Performance Work

Statement, to include sections 1.1, 1.2, and 1.3. The Contractor shall submit a resume by the solicitation due date demonstrating the Technician’s two (2) years of experience. The

Contractor shall include any documentation of related training or experience of their

Technicians which is relevant and current. The Contractor shall identify the number of

Technicians that will be performing on this requirement and provide a resume for each

Technician. A Technician shall not perform without the presence of a certified on-site

Project Manager during performance of this requirement. The Technician(s) is not required to have a IKECA, CHDCA, or NADCA certification.

1.3.3 CONTRACTOR’S EXPERIENCE

The prime Contractor shall have a minimum of three (3) years of experience performing as the prime Contractor in accordance with PWS, to include sections 1.1, 1.2, and 1.3. The

Contractor’s experience shall include two (2) projects where the Contractor performed as the prime Contractor, completed within the last ten (10) years and be the same or similar in size, scope, and complexity as the PWS. A same or similar project is defined as a project which covers all of the requirements of the PWS, each project was valued above

$500,000.00, each project was performed within the past ten (10) years, and each project was for an active hospital above 500,000 square feet. The Contractor shall be certified by the IKECA, CHDCA, or NADCA. The Contractor shall maintain an active and current certification evidence in certificate or license form from IKECA, CHDCA, or the NADCA.

2. SCHEDULING

The contractor shall schedule with the COR at least five (5) business days before commencing work.

2.1. Facility Manager (FM/COR). Contractor will work with the appropriate COR to ensure timely cleaning and ensure the cleaning does not interfere with daily activities of the facility. The COR is responsible for ensuring space access is granted to identified space after an approved schedule is accepted between both parties.

2.1.1. Access to the facility may/may not require additional paperwork and may take up to 1 week for access. See COR for guidance.

2.1.2. Rescheduling. In the event rescheduling is necessary; the contractor shall give the

COR 48 hours’ notice. The contractor shall notify the COR if the monthly cleaning schedule cannot be met and shall reschedule so that work is completed within 10 days after the originally scheduled date.

2.1.3. Government Delays. Should the COR determine that the Contractor incurred a work stoppage or could not begin work as scheduled, and that the stoppage or delay was caused by the Government, after 60 minutes, the Contractor will be paid for delays which result in verifiable loss of progress. Such costs shall include crew, labor, and equipment time lost during normal work hours and shall not include evenings, Saturdays, Sundays, Winter

Exclusion, or Federal Holidays. Government Delays.

2.2. Reports and Records. The contractor shall provide an invoice for all services rendered within the respective month in OB10 following the accepted service(s). The contractor shall attach a copy of the Contractor Cleaning Report (2.2.2) and the Hood and Duct Cleaning

Checklist (2.2.1).

2.2.1. Inspection and Reports. Upon completion of cleaning and before leaving each facility or site, the contractor shall contact the COR for final inspection. The contractor shall remain on site until the COR completes acceptance inspection. The COR will inspect the contractor’s work in accordance with NFPA 96 and provide the contractor and the

CONTRACTOR With a copy of the FPO Hood and Duct Cleaning Checklist. Government delay in starting inspections after more than 60 minutes Government delay claim.

2.2.2. Contractor Cleaning Report. The contractor shall create a Contractor Cleaning

Report which shall include, but not limited to the following information:

• Building number

• Location of the exhaust hood

• Type of hood, exhaust fan(s), ductwork

• Items cleaned (such as filters, ducts, drip pans, fan blades, wiring, access panels etc.).

• Name of company

• Address

• Name of person performing cleaning/work

• Date cleaned

• Description of any discrepancies found during cleaning (such as any nonworking parts, repairs needed, NFPA or Codes violations)

FACILITY CLEANING SCHEDULE

BLDG

ROOM# Oct Nov Dec Jan Feb Mar Apr May June Jul Aug Sep

2.2.3. Submission of Reports. Copies of the Contractor Cleaning Report, and any other related documentation, of each (*******) serviced shall be submitted to the respective

COR no later than three (3) business days following the day of service.

2.2.4. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via an excel spread sheet. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30

September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

2.2.5. The facility will not provide an area for temporary offices, trailers, containers, or to store additional equipment.

3. SERVICE SUMMARY

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. The performance thresholds are critical to mission success.

Performance Objective PWS Section Performance Threshold

Perform Scheduled cleaning in accordance with the established schedule.

COR TO APPROVE

SCHEDULE BI-WEEKLY

No more than 1 missed cleaning monthly.

Provide Contractor Cleaning

Report to FM/COR within 3 business days.

2.2.3 Provide a completed report at

the required time in accordance with the PWS with 100% accuracy .

Comply with AFI 91-203 and

NFPA 96 requirements.

1.2. Comply in accordance with the

standards at 100% accuracy.

The Contractor shall perform in accordance with PWS section 1.

1.1 Comply in accordance with the

PWS at 98% performance.

Corrective action completed with

2 days to meet 100% accepted performance.

The Contractor shall perform in accordance with PWS section 2.

1.2 Comply in accordance with the

PWS at 98% performance.

Corrective action completed with

2 days to meet 100% accepted performance.

The Contractor shall perform in accordance with PWS section 3.

1.3 Comply in accordance with the

PWS at 98% performance.

Corrective action completed with

2 days to meet 100% accepted performance.

3.1. PERFORMANCE ASSESSMENT

3.1.1. 100% Surveillance Inspections. The COR will conduct a 100% surveillance inspection of work requirements and services for subject contract. After the completion of each scheduled cleaning and before leaving the site, the Contractor shall contact the COR for surveillance inspection. The inspector will document and sign off inspection results on locally developed Hood and Duct Cleaning Checklist. The inspector will inform the contractor of inspection results and any unacceptable result shall require re-performance at no additional cost to the Government. The contractor will be provided with a copy of Hood and Duct Cleaning Checklist. Any unsatisfactory inspection (defect) result shall be reported to the CO. Exceeding the performance threshold limitations for any performance objectives may result in a warning or letter of concern from the CO. Exceeding the performance threshold limitations of the performance objectives may constitute an immediate Progress

Meeting with the Multi-Functional Team. All remedies shall be in accordance with the FAR

52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

3.1.2. Customer Complaints. The COR will receive and investigate complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the contractor. Validated customer complaints shall be re-performed after notification by the COR.

3.1.3. Periodic Progress Meetings. The contractor, CO, COR and other Government personnel may periodically meet to discuss the contract performance. The following issues may be discussed; opportunities to improve the contract, any contract modifications required, unsatisfactory inspections, customer complaints and quality control measures taken by the contractor to ensure performance requirements continue to be met. The contractor and the COR will identify unsatisfactory inspections, customer complaints and favorable and/or unfavorable trends. The COR has the responsibility of writing the meeting minutes. The minutes will be signed off by the CO and others as deemed appropriate. The minutes will be distributed to the contractor and a copy will be kept in the official contract and the COR files. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

4. GOVERNMENT FURNISHED PROPERTY AND

SERVICES The Government will provide the following:

• Government Utilities. The Government will furnish electricity and water for the contractor’s use incidental to contract performance at the location being serviced.

• Facilities: The Government will provide an area for the Contractor to store equipment used to complete the requirements under the contract. Storage space will not exceed

16’ x 24’ in total area.

• Toilet and washrooms for the technicians employed by the Contractor in the performance of this contract.

• Contractor will be allowed to use the VA Canteen Service for breaks and lunches.

Contractor will not use any other location throughout the facility for such purposes.

• Contractor will be allowed to use Warehouse dock area to unload equipment.

Coordination with the COR required 24 hours priors to loading and unloading.

• Contractor will be allowed to use service elevators for transportation of equipment, materials, tools and waste.

• Materials: The Contractor will provide all supplies to perform the duties prescribed within. The government will furnish registers and diffusers to replace those that cannot be cleaned. Removed units must be turned over to the government. On a limited basis the government will furnish broken ceiling tiles or damaged radiant panels.

Note* On-site parking will be in Lot W adjacent to the parking garage on a space available basis. Contractor will be allowed to load and unload at the dock(s) as needed for performance under the contract.

5. QUALITY CONTROL

5.1. Quality Control. The contractor shall develop, submit and maintain a Quality

Control Plan to ensure that all services are performed IAW the contract, federal, state, local requirements and commonly accepted commercial practices and standards prior to the contract start date. Contractor records shall be kept and made available to the

Government throughout the contract performance periods.

5.1.1. Quality Control Manager. The contractor shall appoint and submit the name and contact information of the Quality Control Manager prior to the contract start date. The

Quality Control Manager shall ensure daily operations are on schedule and completed within specified timelines. Contractor quality control procedures and practices shall be independent from the Government quality control surveillance/inspections.

5.2. Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract.

The COR will evaluate the contractor’s performance through 100% surveillance inspections, investigating customer complaints and conferring whether or not performance meets the standards. Results of the surveillance inspections become the official record of the contractor’s performance. When a performance threshold has not been met the COR will initiate and provide the CO a Contract Discrepancy Report (CDR), DD Form 2772, for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO.

5.3. Hours of Operation. Normal hours of operation for facilities under this contract vary due to the usage and services provided. The contractor must be able to perform a flexible schedule that may include working weekends to complete all work required under this

PWS.

5.3.1. Federal Holidays. Unless required by the CO, the contractor shall not provide routine services on the following holidays recognized

• New Year’s Day Labor Day

• Martin Luther King Day Columbus Day

• Presidents Day Veteran’s Day

• Memorial Day Thanksgiving Day

• Independence Day Christmas Day

6. SAFETY REQUIREMENTS AND REPORTS

The contractor shall perform work in a safe manner as required by OSHA Safety and Health

Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident

Investigation Reports to the CO within five calendar days of each occurrence. The contractor shall comply with all State and Federal OSHA and NFPA 96 requirements at all times.

Care shall be exercised in operation of vehicles and other equipment on the site. The contractor shall provide required safety barriers and equipment. Ladders, scaffolding and other equipment shall not be left unattended at the job site.

7. ENVIRONMENTAL CONTROLS

The contractor shall be knowledgeable of and comply with all applicable Federal, State, Interstate, and local laws and permits, regulations, and requirements regarding environmental protection. This includes regulations, operating procedures and permit conditions. Contractor operations are subject to environmental compliance inspections without notice. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect.

7.1. Clean-up. The contractor shall take all necessary precautions to protect Government and private property. Damage caused by the contractor shall be repaired to the satisfaction of the Contracting Officer or designated representative without additional cost to the

Government. All waste water shall be disposed of through drains that have grease traps or grease interceptors to capture the grease. Disposing of water through the floor drain, in most facilities, is an acceptable method of disposal. The contractor shall verify with the COR.

Contractor shall ensure the site is returned to the same conditions it was in prior to the start of work.

7.1.1. Protection of Property: The contractor shall leave the work area in a clean and safe condition and in the same condition the facility was in prior to cleaning hoods. The contractor shall dispose of all waste and materials that was accumulated at their own expense and IAW federal and state law.

7.1.2. Hazardous Material Identification. SDSs are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the

Contractor upon contract award. Failure to provide SDSs or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

7.1.3. HazMat. The Government may inspect all chemicals that the contractor brings on to the facility.

7.1.4. Spill Response. The contractor will be briefed of the spill response procedures at the pre- performance conference. The contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize Government material, equipment or personnel to clean up a contractor caused spill, the contractor shall be required to reimburse the Government for all associated costs.

7.1.5. Hazardous Material/ Waste Management. The contractor will be briefed on of the

Hazardous Material / Waste Management Plan at the pre-performance conference.

7.1.6. Hazardous Material Handling. The contractor shall abide by all OSHA safety standards for the purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The contractor shall maintain on site one copy of the MSDSs for each hazardous material line item used within the work center. The contractor shall not use products that are or contain Extremely Hazardous

Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio accumulative and Toxic (PBT) chemicals. Contractor shall submit to the government all

Material Safety Data Sheets (MSDS) for all chemical products proposed to be used in the cleaning process.

7.1.7 The contractor shall observe and comply with at all times the Medical Center

Lockout/Tagout Policies and procedures. Copies of these will be provided at t e post contract award meeting and reviewed at the pre- work commencement safety meeting.

8. INVOICE INSTRUCTIONS

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor Electronic Invoice Submission Methods. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

• VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungstennetwork.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American

National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

END OF THE PERFORMANCE WORK STATEMENT

Contractor Performance Assessment Reporting System

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Department of Veterans Affairs (VA) has implemented

Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation.

One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report.

Once the report is processed, it is available in the Past Performance Information Retrieval

System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract. Each person granted access will have the ability to provide comments in the Contractors portion of the report and state whether or not the

Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions.

Further details, systems requirements, and training information for CPARS are available at http://www.cpars.csd.disa.mil/. The CPARS User Manual, registration for On Line Training for

Contractor Representatives, and a practice application may be found at this site.

(e) The Assessing Official will complete an interim or final past performance evaluation and the report will be accessible at http://www.cpars.csd.disa.mil/. The Contractor Representative has the option to provide comments on the evaluation, indicate if they concur or do not concur with the evaluation, sign, and then return the evaluation to the Assessing Official. The Contractor

Representative has a total of 60 days following the Assessing Official’s evaluation signature date to send comments. If the Contractor Representative sends comments within the first 14 days following the Assessing Official’s signature date and the Assessing Official or Reviewing

Official closes the evaluation, the evaluation will become available in PPIRS-RC within 1 day.

On day 15 following the Assessing Official’s evaluation signature date, the evaluation will become available in PPIRS-RC with or without Contractor Representative comments and whether or not it has been closed by the Assessing Official or Reviewing Official. If no

Contractor Representative comments have been sent and the evaluation has not been closed, it will be marked as “Pending” in PPIRS-RC. If the Contractor Representative sends comments at any time prior to 61 days following the Assessing Official’s evaluation signature date, those comments will be reflected in PPIRS-RC within 1 day. On day 61 following the Assessing

Official’s evaluation signature date, the Contractor Representative will be “locked out” of the evaluation and may no longer send comments.

(f) The following guidelines apply concerning Contractor Representative use of the past performance evaluation:

(1) Protect the evaluation as "source selection information." After review, transmit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting

Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre award surveys, responsibility determinations, production readiness reviews, or other similar purposes.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS

(OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31

U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the…