Modification to Address Questions and Answers

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, 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.



Solicitation VA-249-15-Q-0381 is issued as a Request for Quotation (RFQ) and constitutes the only solicitation, a written solicitation will not be issued.



NAICS Code is 812332 and size standard is $38.5M. Any firm that does not meet the capability and size standard under this NAICS code should not submit a response to this notice.



Contract Type: The government anticipates awarding Firm Fixed Price base period of (12) months, plus four (4), twelve (12) month option year contract. Award will be made to the lowest price quote which conforms to the requirements within this solicitation.



Service Contract Act (SCA) Wage and Determination rules and regulations are applicable to this request and can be accessed at http://www.wdol.gov



In order to be considered for a government award, the firm must be registered in SAM @ www.sam.gov.



Description of Services: This requirement is for the VAMC Memphis. The Department of Veterans Affairs, Network Contracting Office located in Murfreesboro, Tennessee intends to issue a firm fixed priced base and four (4) option year contract the contractor shall provide service and maintenance which includes but is not limited to mat pick up, cleaning, and placement weekly, on a rotating basis, in accordance with Statement of Work below.



Quote Submission: Contractor shall submit their quote on company letterhead and shall include unit price, total , unit qty and item description as specified above, as offered discounts, proposed delivery time, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov, terms of any express warranty, unit price, overall total price, applicable shipping charges, completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. All prospective bidders must include appropriate references which must include all applicable company information.



The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract.



The offeror must provide past performance evidence. Past performance will be evaluated on an "acceptable" or "unacceptable" basis using the ratings in the table below based on the answers to the above capabilities questionnaire. The past performance evaluation results is an assessment of the offeror's probability of meeting the minimum past performance solicitation requirements. This assessment is based on the offeror's record of relevant and recent past performance information that pertain to the products and/or services outlined in the solicitation requirements.



Past performance information may be obtained through other sources known to the VA and the Federal Government.



In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past. Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability "unknown" shall be considered "acceptable."



All questions regarding this solicitation must be submitted to the Contract Specialist in writing by e-mail to Matthew.Cox@va.gov and Victoria.Rone3@va.gov no later than 11:00 AM CST, March 27, 2015. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov).

Amendments to this Solicitation: Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on that website (www.fbo.gov).

All Quotes regarding this solicitation must be submitted to the Contract Specialist in writing by e-mail to Matthew.Cox@va.gov no later than 4:30 PM CST, April 07, 2015. The subject line must specify VA249-15-Q-0381 - Service for Entry Mats at the VAMC Memphis.

Quote/Proposal should be broken down as such:

Base Year 04-15-2015 - 04-14-2016 $

Option Year 1: 04-15-2016 - 04-14-2017 $

Option Year 2: 04-15-2017 - 04-14-2018 $

Option Year 3: 04-15-2018 - 04-14-2019 $

Option Year 4: 04-15-2019 - 04-14-2020 $

Total For Base & Option Years $



Solicitation document and incorporated FAR and VAAR provisions and clauses apply to this acquisition:

52.204-7, Central Contractor Registration - title is now System for Award Management [SAM].

52.204-9, Personnel Identity Verification of Contractor Personnel (Jan 2011)

52.212-1, Instructions to Offerors-Commercial

52.212-2, Evaluation-Commercial Items

52.212-3, Offeror Representations and Certifications-Commercial Items

52.212-4, Contract Terms and Conditions-Commercial Items

52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items

52.217-8, Option to Extend Services

52.217-9 Option to Extend the Term of the Contract

52.219-14, Limitations on Subcontracting (Nov 2011)

52.233-3, Protest after Award

52.222-3, Convict Labor

52.228-5, Insurance - Work on a Government Installation (Jan 1997)

52.232-19, Availability of Funds for the Next Fiscal Year

52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration

52.232-39, Unenforceability of Unauthorized Obligations

52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Dec 2013)

852.203-70, Commercial Advertising

852.203-71, Display of Department of Veterans Affairs Hotline Poster (Dec 1992)

852.232-72, Electronic Submission of Payment Requests

852.237-70, Contractor Responsibilities

852.270-1, Representatives of Contracting Officers

SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employer's liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: per occurrences.

(c) Automobile liability: per person; per occurrence and property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

52.252-1, Solicitation Provisions Incorporated by Reference:

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address (es).

52.252-2, Clauses Incorporated by Reference:

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es).



Full text can be obtained at www.arnnet.gov.

DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis.



STATEMENT OF WORK



A. GENERAL:

The contractor shall provide all services, labor, supervision, materials, and equipment necessary to provide mat rental and cleaning for the Memphis Veteran Affairs Medical Center (VAMC), 1030 Jefferson Avenue, Memphis, Tennessee 38104, weekly on a one-for-one exchange basis.

B. WORK HOURS:



Normal Work Hours: The service schedule will be developed between the contractor and Contractor's Representative (COR) prior to any service being performed. Generally work will be performed prior to the start of the Medical Centers work day so that trucks and pickups will not interfere with the facility's functions.



The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday.

HOLIDAY DATE

New Year's Day Jan 1

Martin Luther King's Birthday 3rd Monday in Jan

President's Day 3rd Monday in Feb

Memorial Day Last Monday in May

Independence Day July 4

Labor Day 1st Monday in Sep

Columbus Day 2nd Monday in Oct

Veterans Day Nov 11

Thanksgiving Day 4th Thursday in Nov

Christmas Day Dec 25



*And any other day specifically declared by the President of the United States to be a national holiday.

C. SPECIFICATIONS:



1. Contractor shall provide contractor owned mats for all entrance ways specified in this contract. The mats shall be of a quality and condition acceptable to the VA. Mats shall be free of stains, tears and holes. Mats with minor tears, open seams, etc. are not acceptable. Mats that do not lay flat pose a safety hazard and will not be accepted for use at this facility. The company name and logo must be clearly labeled on the underside of all mats.



2. Mats shall be heavy traffic, rubber-backed, dirt and moisture trapping pile entrance mats. The color of the mats to be determined by the VA prior to implementation of the contract.



3. Exterior mats should be black with wide trap treads.



4. All mats must have appropriate backing for where they will be placed, (i.e. smooth back for tiled areas, gripper back for carpeted areas).



5. Any VA owned mats will be picked up, cleaned, and placed weekly as are the contractor mats on a rotating basis.



D. QUALITY ASSURANCE: The Government will inspect mats daily; any found deficient in either cleanliness or wear will be requested to be removed immediately.

Performance Objective Performance Threshold

Contractor provides and maintains mats to meet the government's needs. No more than one failure per contract period



E. PLACE OF PERFORMANCE:



Memphis VA Medical Center; 1030 Jefferson Avenue; Memphis, TN 38104

F. PERIOD OF PERFORMANCE: VA owned mats will be picked up, cleaned, and placed weekly as are the contractor mats on a rotating basis.

Base Period: 04-15-2015 Thru 04-14-2016

Option Year 1 04-15-2016 Thru 04-14-2017

Option Year 2 04-15-2017 Thru 04-14-2018

Option Year 3 04-15-2018 Thru 04-14-2019

Option Year 4 04-15-2019 Thru 04-14-2020





G. CONTRACTOR PERSONNEL BADGES AND PARKING:

1. The contractor shall provide the COR with a list of contractor employees expected to enter the buildings to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

2. An access badge will be given to the contractor's employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor's employees must return the access badge(s) to the COR or designee at the end of each pick up process.

3. The contractor shall be required to comply with all security policies/requirements of (your facility). All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

4. It is the responsibility of the contractor's personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR.

5. Memphis VAMC does not validate or make reimbursement for parking violations of the contractor's personnel under any circumstance.

H. INTERFERENCE TO NORMAL FUNCTION:



Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.



1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.



2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee.





I. SITE REGULATIONS:

All work shall be performed in accordance with VAMC Memphis rules & regulations.



Mat Requirement Listing:

VA Medical Center, Memphis, Tennessee 38104

Emergency Department Entrance (Building 1 - Administration)

" Provide (1) 6x6 Logo Mat (Interior)

(1) 6X10 Regular Mat (Vestibule between Automatic Glass Doors)

(1) 5X8 Scraper or 4x8 Scraper Mat (Exterior Automatic Doors)

Courtyard Entrance (Building 7 - SCI)

" Provide (1) 6x6 Logo Mat (Vestibule between Automatic Glass Doors)

(1) 5X6 Scraper - 4x6 Scrapper Mat (Exterior Automatic Doors)

Spinal Cord Injury Entrance (Building 7 - SCI)

" Provide (1) 6x8 Regular Mat (Vestibule between Automatic Glass Doors)

(1) 6X6 Scraper Mat (Exterior Automatic Glass Doors)

Engineering Department Entrance (Building 9 - MRI)

" Provide (1) 6x6 Logo Mat (Interior)

(1) 6X10 Regular Mat (Vestibule between Automatic Glass Doors)

(1) 6X8 Scraper Mat (Exterior Automatic Doors)

First Floor North Entrance (Building 7 - SCI)

" Provide (1) 6x8 Regular Mat (Vestibule between Automatic Glass Doors)

(1) 6x6 Scraper (Exterior Automatic Doors)

Second Floor Entrance (Building 7 - SCI)

" Provide (1 ) 6x13 Logo Mat Vertical (Interior)

(1) 6x8 Regular Mat (Vestibule between Automatic Glass Doors)

(1) 6x6 Scraper (Exterior Automatic Doors)

Building 5 Golf Engineering (Clinic Annex)

" Provide (1) 7x8 Regular Mat (Interior)

(1) 3x5 Scraper (Exterior Automatic Doors)

Clinic Annex (Building 5)

" Provide (1) 6x8 Logo Mat Vertical (Interior)

(1) 6x8 Regular Mat (Vestibule between Automatic Glass Doors)

Building A Bed Tower Entrance (Building 1A)

" Provide (1) 6x7 Logo Mat Vertical (Interior)

Main Entrance (Building 1 Administration) (Southside)

" Provide (1) 6x14 6x8 Logo Mat Vertical (Interior)

(1) 6x8 Regular Mat (Vestibule between Automatic Glass Doors)

(1) 7x8 Scraper or 6x8 Scraper (Exterior Automatic Doors)

Travel Entrance (Building 1 Administration) (Southside)

" Provide (1) 7x7 6x8 Logo Mat (Interior)

(1) 6x10 Regular Mat (Vestibule between Automatic Glass Doors)

(1) 5x6 Scraper or 4x6 Scraper (Exterior Automatic Doors)

Triage Entrance (Building 1 Administration) (Southside)

" Provide (1) 6x6 Logo Mat Vertical (Interior)

(1) 6x10 Regular Mat (Vestibule between Automatic Glass Doors)

Total Mats Required:

Item Description Total Inventory Weekly Quantity

6x6 Logo Mat 8 4

6x8 Logo Mat 2 2 = 1

6x13 Logo Mat 2 1

6x7 Logo Mat 2 1

6x14 Logo Mat 2 1

7x7 Logo Mat 2 1

6x10 Regular Mat 8 4

6x8 Regular Mat 10 4

7x8 Regular Mat 2 1

6x6 Scraper Mat 3 3

3x5 Scraper Mat 2 2

6x8 Scraper Mat 2 2

4x6 Scraper Mat 2 2

4x8 Scraper Mat 1 1

Mat Maintenance Program

Service Charge

Total 48 28