S299--RFQ for Janitorial Services for Sayre CBOC

COMBINED SYNOPSIS/SOLICITATION FOR JANITORIAL SERVICES FOR THE SAYRE CBOC, SAYRE PA.

General Information

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

36C24421Q0755

Posted Date:

06/02/2021

Current Response Date:

06/14/2021

Product or Service Code:

S299

Set Aside (SDVOSB/VOSB):

Small Business

NAICS Code:

561720

Contracting Office Address

Department of Veterans Affairs

Network Contracting Office 4

1010 Delafield Road

Pittsburgh, PA

15215-1802

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a Request for Quotations (RFQ) and the solicitation number is 36C24421Q0755. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04 effective January 15, 2020. The complete text of any of the clauses and provisions may be accessed in full text at https://www.acquisition.gov/browsefar; http://farsite.hill.af.mil; and/or http://www.va.gov/oal/library/vaar/index.asp.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561720, Janitorial services. with a business size standard of $18 Million.

Wilkes Barre VAMC is looking for vendors to provide facility janitorial services with for the Sayre CBOC.

All interested companies shall provide quotations for the following: The anticipated Period of Performance will be one year, with four potential option years.

Note to exceed one year following Contract award and includes the following Contract Line Item Numbers (CLIN): PER ATTACHMENT 2

See attachment two, Price Cost Schedule.

Place of Performance : Department of Veterans Affairs

Sayre CBOC

1537 Elmira Street

Sayre, PA 18840 Country: UNITED STATES

All work shall be completed in accordance with the Performance work statement (PSW). The PSW is included to this solicitation.

Offerors are requested to quote Firm Fixed Price for any and all of the line items on the Schedule of Supplies and Services attached to this solicitation. Since an award will be based on initial responses, offerors are highly encouraged to provide all information and make themselves their most competitive and provide their best quote and competitive pricing at the initial response. An award will be made using Simplified Acquisition Procedures in accordance with FAR 13.106-2. The Schedule of Supplies and Services is included as Attachment 2 to this solicitation.

Must provide Technical Capabilities and past performance for these services.

Any award resulting from this solicitation will be issued on a Standard Form 1449.

NOTE: To receive an award resulting from this solicitation, offerors MUST be registered in the System for Award Management (SAM) database IAW FAR 52.212-(k). Registration may be done online at: www.acquisition.gov or www.sam.gov.

Clause 52.219-4(deviation) is included in this solicitation and as such, vendors are advised that the requirements of 13 CFR § 125.6 may be applicable to this solicitation and shall respond accordingly. Any vendor submitting a quote where clause 52.219-4 is applicable shall include a narrative regarding subcontractors and a detailed description of how the offeror plans to adhere to the requirements of 13 CFR § 125.6.

This narrative shall describe what tasks the prime will perform and what tasks the subcontractors will perform. The response shall also provide the subcontractor s business name and DUNS. If the offeror does not plan to use subcontractors, they need to respond accordingly.

Failure to provide the requested information regarding 13 CFR 125.6 may result in a non-responsive determination.

Wage determination being used for this Solicitation is 15-4239 rev 13, dated 12/21/20.

Questions pertaining to this solicitation are due on Tuesday, June 8th, 2021 by 1 PM ET to Contract Specialist Jeffrey Pruett, Jeffrey.Pruett@va.gov. No questions will be answered following this date.

All quotes must be received by Monday, June 14th, 2021 by 12PM ET to be considered for award.

Submit in ALL RFQ s with the following subject line: 36C244-21-Q-0755 | Janitorial services | Wilkes Barre VAMC.

Send email with confirmation of quote acceptance to Contract Specialist Jeffrey Pruett, Jeffrey.Pruett@va.gov. Quotes received past this date and time will not accepted.

Performance Work Statement for Janitorial Services

1. SCOPE AND OBJECTIVES:

a. The Contractor shall provide all management, supervision, and labor necessary to provide medical grade janitorial services in accordance with all terms and conditions herein for the Department of Veterans Affairs (VA), Sayre Community Based Outpatient Clinic (CBOC) located at 1537 Elmira Street, Sayre, Pennsylvania 18840. The approximate square footage of the CBOC is 18,300. The Contractor shall provide janitorial services in a manner that will maintain satisfactory facility condition and present a clean, neat and professional appearance. All equipment (vacuum, mops, dusters, cloths, etc.) and supplies (cleaning agents, paper towels, soap, etc.) necessary to perform the services described in this Performance Work Statement (PWS) will be provided by the Government with the exception of the tools, equipment, materials, and supplies necessary to completed the quarterly and bi-annual refinishing/buffing/burnishing/scrubbing/stripping/sealing floor maintenance, as described below.

PERIOD OF PERFORMANCE: Base Year 01 Aug 2021 30 July 2022

Option Year 1 01 Aug 2022 30 July 2023

Basis for award: LPTA with technical capability and past performance for consideration for this award.

DESCRIPTION OF SERVICES: The Contractor shall perform the following tasks:

a. Floor Maintenance: In all areas of the clinic, cleaning shall be done with mechanical vacuuming equipment, treated yarn mops, or push brushes covered with impregnated dusting cloths. Cleaning shall be done in such a manner that no dust is raised. Floors shall be cleaned so that no dust or streaks remain on floors, in corners, behind doors or under furniture and equipment. Vinyl baseboard trim shall be cleaned of all accumulated wax, scuff marks, and debris.

I. Tile or Linoleum floors:

1. Mopping: All black marks, tar, stains, gum, etc., shall be removed daily. Hosing of floors

shall not be permitted. Hard to reach places shall be mopped by hand. Movable fixtures

(excludes any modular-type furniture/fixtures), furniture and equipment, including desks,

chairs, tables, trash receptacles, business machines on rollers, etc., shall be moved, as

required, during the dusting and wet mopping operations.

a. Spot Mopping Standard: All spot mopping shall be done with a germicidal/detergent*

solution. Procedure for mixing of the proper amount of germicidal/detergent solution

will be in accordance with the manufacturer's instructions.

b. Wet Mopping Standards: All wet mopping solutions shall be germicidal in content.

Mopping solution shall be used in accordance with manufacturer's directions. Floors

shall be free from soap film and mop streaks. Water seepage under baseboards,

bumping baseboards and corners of furniture, and splashing water on baseboards or

furniture shall not be permitted.

2. Refinishing/Buffing/Burnishing/Scrubbing/Stripping/Sealing:

a. Refinishing Standard: Three coats of premium floor finish shall be applied to a clean floor. Floors shall be cleaned removing all black rubber marks, furniture marks, tar

stains, gum, etc., prior to refinishing and buffing. No heavy accumulation of floor finish around walls, under furniture, pipes or fixtures or in corners shall be permitted. All tile and linoleum floors shall be finished. All floor finish must be approved, and anti-slip. Movable fixtures, furniture and equipment, including desks, chairs, tables, trash receptacles, business machines on rollers, etc., shall be moved during the refinishing and buffing operations and then replaced. Finish shall be applied to achieve hi-solid content and desired appearance.

b. Buffing Standard: All finished floors shall be buffed to hard-luster finish with a disc

type machine. Floors shall be swept/vacuumed, cleaned and wet mopped before

buffing and dust mopped after buffing.

c. Burnishing Standard: Floors shall be burnished with a high speed, pad holding floor

machine. Machine speed shall be between 1500 RPM to 2500 RPM. The pad shall be

adjustable so as not to burn the floor. Prior to burnishing, the floor shall be wet

mopped in order to remove debris. After burnishing is completed, floor shall be dust

mopped.

d. Scrubbing Standards: All floors shall be scrubbed with a disc-type floor machine

with scrubbing brush or pad. Hard-to-reach places shall be scrubbed by hand. Floors

shall be rinsed with clean water and dried. Floors shall have all wax, furniture marks,

black marks, tar, gum, rust and other like substances removed. Hosing of floors shall

not be permitted.

e. Stripping Standard: Floors shall be stripped of all accumulated waxes and finishes,

and thoroughly rinsed. Strippers containing acids, ammonia, or other harsh solvents

shall not be used. If floors are discolored or spotting is apparent after initial stripping

is completed, additional stripping shall be required until a uniform color appearance

is obtained.

f. Sealing Standard: All resilient floor coverings shall be uniformly sealed with two thin

coats of a sealer.

g. The Contractor assumes all responsibility for any damaged doors, furniture,

baseboard, etc. Any damages noted by the Contracting Officer's Representative

(COR) will be communicated in writing to the Contracting Officer (CO). Damaged

areas shall be repairs by the Contractor at no expense to the Government.

h. Complete Refinishing/Buffing/Burnishing/Scrubbing/Stripping/Sealing of the exam room offices, offices and miscellaneous rooms with vinyl coated tile (VCT) shall occur every six (6) months during the months of October and April.

i. Complete Refinishing/Buffing/Burnishing/Scrubbing/Stripping/Sealing of the

hallway and main area VCT shall be completed as needed. When cleaning hallways,

protective barriers shall be installed to eliminate any dust, wax, water, etc. from

getting into the exam rooms and offices.

II. A list of the cleaning agents along with their Material Safety Data Sheet (MSDS) sheets shall be submitted for approval within five (5) days of the award of the contract. Any substitutions occurring after the initial approval shall also be submitted to the COR and approved prior to use. For compliance with medical-grade cleaning, the cleaning agents utilized during the quarterly and bi-annual floor cleaning shall be germicidal agents approved by the Environmental Protection Agency (EPA) for use in a hospital or medical environment.

III. Carpet Floors

1. Vacuuming Standards: Except for areas indicated, vacuum cleaners shall be used for cleaning inside the building. Filters, accessories and the cleaners shall be maintained in

the manner recommended by the manufacturer to assure maximum effectiveness in reducing the introduction of dust and microbes into the air.

Spot Cleaning: Spot cleaning of carpet is defined as the cleaning of certain areas necessitated by heavy traffic patterns, accumulation of soil or spills of certain materials. Excess liquid or solid residue shall be removed with appropriate materials, and in large areas a wet pick-up vacuum shall be used if necessary.

Carpet Shampooing: Complete shampooing of all offices and miscellaneous rooms with carpeting shall occur every (6) months during the months of October and April.

b. Dusting: Dust cloths and other dusting tools shall be clean. Dusting shall be accomplished by use

of chemically treated cloth or paper products to avoid scattering of dust. Oil treatment is not

permitted. Surfaces shall be free from dust after dusting is completed. All low dusting shall be

done after the floors have been vacuumed or swept and the dust has settled. Walls, ceiling, and

vents shall be vacuum cleaned with a soft brush nozzle attachment.

c. Light Fixtures: Exposed light fixtures shall be washed with a sponge or clean cloth, dampened in

a mild disinfectant solution and wiped dry with a clean cloth. The covers of incandescent and

recessed lights shall be washed/dusted inside and outside. All insects and other foreign materials

shall be removed. Every precaution shall be taken to assure that the glass and tubes are properly

and securely replaced. Light bulbs through the clinics shall be replaced, as needed. The

Government will furnish light bulbs.

d. Window Blinds: All smooth surface blinds shall be washed in place using soft, clean cloth

dampened in a mild, neutral soap and water solution, rinses and wiped dry with a clean cloth. A

germicidal/detergent disinfectant solution shall be used with each cleaning. Care shall be taken to

avoid getting cords or tapes wet. All blind slats shall be left clean and free from streaks or smears

or unwashed places. Cloth covered blinds shall be cleaned according to the manufacturer

instructions.

e. Fixture Cleaning: Every sink shall be properly cleaned and kept free of stains, marks, films,

streaks, and odors. Soap and paper towels shall be refilled and batteries replaced when necessary.

The Government will supply the batteries.

f. Wall Washing: Only small areas shall be washed, rinsed and dried at one time. No water shall be

spilled or splashed on windows, furniture, or equipment. All furniture and equipment moved in

the process shall be repositioned upon completion.

g. Trash Removal: Collected non-infectious trash shall be promptly removed from the SOPC and

placed in exterior refuse containers at the warehouse loading dock. Collected infectious trash,

including sharps containers shall be promptly removed from the exam room and placed in the

Biohazard Storage Room for pickup. Filled trash carts shall not stand in hallways, rooms or on

ramps. All trash containers with exception of those in the Mental Health Unit shall contain a

clean plastic bag insert. Trash carts, wastebaskets, disposal cans and other trash containers shall

be emptied and thoroughly cleaned and wiped dry.

h. Miscellaneous Cleaning (Scrubbing/Washing): Furniture, i.e., tables, chairs shall be scrubbed

with a mild disinfectant. Washing of doors, handrails, doorframes and walls will be accomplished

to disinfect and remove dirt.

i. If any furniture is removed from an area while cleaning is being accomplished, the furniture shall

be replaced in original position after cleaning is completed. Chairs, wastebaskets, etc., shall not

be placed on desks, tables, counters or other surfaces.

j. The frequency for performing the tasks identified above shall be determined by the Contractor;

however, the following tasks shall be performed at least daily:

I. Clean sinks, mirrors, toilets and fixtures;

II.

Sweep hard surfaces;

III.

Vacuum carpeted areas;

IV.

Wet-mop floors;

V.

Dust furniture and equipment;

VI.

Empty all infectious and non-infectious materials containers;

VII.

Clean and fill soap dispensers; and

VIII

Provide paper towel and toilet paper supplies.

k. The frequency for performing the tasks identified above shall be determined by the Contractor;

however, the following tasks shall be performed at least once per week:

I.

Spot wash horizontal and vertical surfaces, walls, doors, woodwork and partitions;

II.

Dust ledges, windowsills, woodwork, window blinds, light fixtures, vents and other areas where dust may collect; and

air conditioning/heating

III.

Clean all other glass areas (excludes windows).

4. HOURS OF OPERATION:

a. Janitorial services shall be provided five (5) days per week. Monday through Friday, with the

exception of the Federal holidays noted below. One contract employee will be at the clinic from

7:30 AM EST to 4:30 PM EST. Two contact employees will be performing duties from 5:00 PM

EST to 7:30 PM EST.

b. Contract employee will work with and under the general supervision of the Administrative

Officer at the Allentown Outpatient Clinic.

c. Quarterly and bi-annual floor maintenance as described in Section 1.3 shall be performed during

the hours described above or on weekends. Date(s) and time(s) for completing the quarterly and

bi-annual floor maintenance will be determined after award and will be mutually agreed upon by

both parties.

d. Service is not required on the following Federal holidays:

New Year's Day

January 1

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 4

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veterans Day

November 11

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25

e. When one of the holidays falls on Sunday, the following Monday shall 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. Also included would be any day specifically declared by the President of the United States of America as a National holiday.

SECTION 2

GENERAL INFORMATION

1. FACILITY ACCESS:

a. The Government will provide entrance keys and/or access codes for the SOPC. Only authorized

Contractor personnel are allowed inside the SOPC. Contractor personnel are not to be

accompanied in the work area by acquaintances, family members, assistants, or any other person

unless said person is an authorized Contractor employee. Any keys and/or access codes provided

to the Contractor shall be not duplicated or shared with anyone other than authorized Contractor

personnel.

I. Any keys lost by the Contractor shall be replaced by the Government at the Contractor's

expense. All locks and keys on that lock system shall be replaced by the Government and the total cost of the replacement shall be deducted from the next monthly payment due to the Contractor.

II. The Contractor shall be responsible for immediately reporting the occurrence of a lost key to the COR during normal working hours.

III. The Contractor shall not open locked areas to permit entrance by persons other than Contractor personnel performing assigned duties.

IV. All areas that are required to be locked shall be re-locked by the Contractor following completion of the assigned duties.

b. The Contractor shall turn off all lights in unoccupied areas, unless otherwise directed.

c. The Contractor shall close and lock all open windows prior to leaving the area.

2. CONSERVATION OF UTILITIES: The Contractor shall observe the following utility

conservation practices:

a. Lights shall be used only in areas where work is actually being performed.

b. Equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted.

c. Water faucets or valves shall be turned off after their required use.

d. Government telephones shall not be used for personal business.

3. SAFETY:

a. The Contractor shall report in writing any accident which may occur out of or in connection with

the performance of services required under this contract and which result in injury, property

damage or death to the COR during the day of the occurrence or the following day if even occurs

before midnight.

I. Accident reports shall give full details of the accident, including witness statements.

II. If any claim is made by their party against the Contractor as the result of an accident that

occurs in connection with the performance of this contract, the Contractor shall promptly

report the facts, in writing, to the COR.

b. The Contractor shall report to the COR any fire hazards or items in need of repair.

c. The Contractor shall display the appropriate caution signs when cleaning floors or any other

surface that might pose a risk to injury for any personnel that are present.

4. CONTRACTOR REQUIREMENTS:

a. Contractor personnel must be United States citizens or permanent residents.

b. Contractor personnel shall read, understand, speak, and write English well enough to effectively

communicate with SOPC staff.

c. Contractor personnel shall maintain open and professional communication with members of the

SOPC staff.

d. Contractor personnel shall present a neat appearance and wear a nametag or other identifying

apparel.

e. No smoking is permitted within the SOPC; however, there is a designated smoking area outside

of the building.

f. The Contractor shall turn in lost or found articles to the SOPC Security Officer.

g. The Contractor must maintain and show proof of current workers' compensation, employers'

liability and general liability insurance policies in the minimum amounts required by this contract

see Section C of the solicitation for more information.

h. The Contractor shall provide to the Contracting Officer a current list of the names, addresses, Social Security Number, and the date and place of birth, of all employees who will perform work under this contract. Changes in the employment list shall be provided to the Contracting Officer prior to the employee performing service at the SOPC. The Contractor shall make available upon request by the Contracting Officer, documentation for each employee who performs work under this contract, to establish that they are authorized to work in the United States.

i. Employee Training: To ensure competent and safe performance of the work under this contract, the Contractor shall provide appropriate training to employees prior to the beginning of service under this contract. This includes any Occupational Safety and Health Administration (OSHA) or specific MSDS instructions for chemicals, etc., use in performance of the contract.

I. The Contractor shall provide all personal protective equipment (PPE), including but not limited to, latex gloves, respirators, safety glasses, ear plugs, etc., to meet all OSHA requirements.

j. HHS/OIG: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor shall check the Health and Human Service - Office of Inspector General (OIG), List of excluded individuals/entities on the OIG website (www.hhs.gov/oig) for each person providing services under the contract. Further the Contractor shall be required to certify in its proposal that all persons listed in the Contractor's proposal have been compared against the OIG list and are not listed.

5. RECORDS MANAGEMENT: The Contractor shall ensure all records (according to Title 44, United States Code, Public Printing and Documents, Section 3301, include all books, papers, maps, photographs, machine readable materials, or other documentary materials, regardless of physical form or characteristics), files, documents and working papers provided by the Government, and/or generated for the Government in the performance of this contract, remain Government property and are maintained in accordance with established Federal Records Act (Public Act 81-754), Freedom of Information Act (Public Law 90-23) and Privacy Act of 1974 (Public Law 93-529).

6. CONTINUITY OF SERVICES: The contractor shall ensure sufficient staffing and resources to provide all required services and support through the term of the contract.

7. POST AWARD CONFERENCE: The contractor shall not commence contract performance until the Contracting Officer (CO) has conducted a post award conference, or has advised the contractor that a kick off meeting is waived.

8. CONTRACT ADMINISTRATION:

a. Government

I. CO: The CO has the overall responsibility for the Administration of this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to: amend, modify or deviate from the contract terms, conditions requirements, specifications,

detains and/or delivery schedule; make final decisions on disputed deductions from contract payment for non-performance; terminate the contract for convenience or default; issue final decisions regarding contract questions or matters under dispute. However, he/she may delegate certain other responsibilities to his/her authorized technical representative(s).

II. COR: A COR will be designated to handle the day-to-day operation of the contract. The responsibilities of the COR include but are not limited to: determining the adequacy of performance by the contractor or accordance with the terms and conditions of this contract; acting as the Government's ensuring compliance with contract requirement insofar as the work is concerned; advising the contractor of non-performance or unsatisfactory performance; and advising and documenting to the CO of any issues regarding non performance, non-compliance or elements of any issues that affect deductions. A designation letter naming the COR and his/her duties will be provided after award.

b. Contractor: After receipt of contract award, the contractor shall provide the name and telephone number of an individual to act as his/her representative. The designated representative shall be responsible for the administration and coordination of this contract and shall be available to respond to questions/requests Monday through Friday from 8:00 a.m. to 4:30 p.m.

SUBCONTRACTOR PROVIDED SERVICES: Individuals that provide services under this contract who are not employees of the contractor shall be regarded as subcontractors. The contractor shall be responsible and accountable for the quality of service provided by any of its subcontractors and for subcontractors' strict compliance with all contract terms and conditions.

CONFLICT OF INTEREST: The Contractor and/or sub-contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor and/or sub-contractor shall not employ any person who is an employee of the Department of Veterans Affairs, unless such person seeks and receives approval in accordance with applicable policy.

SECTION 3

CONTRACTOR CERTIFICATION

The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals;

While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States.

If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor (Affiliate)'s place of business that services Department of Veterans Affairs patient referrals; or other place where the

Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

The Contractor agrees to obtain a similar certification from its sub Contractors.

Signature:

Date:

Typed Name and Title:

Company Name:

This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.