S--Window Cleaning Service
Department of Veterans Affairs, Nashville VAMC | Published October 13, 2016 - Deadline November 7, 2016
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 number VA249-17-Q-0004 is issued as a Request for Quotation (RFQ).
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular.
SET-ASIDE: This requirement is Total Service-Disabled Veteran-Owned Small Business Set-Aside. The NAICS is 561720 and the small business size standard is $18 million. In accordance with VAAR 852.219-11, any SDVOSB submitting a quote for this action must be verified for ownership and control and is so listed in the vendor information pages database (http://www.vetbiz.gov) - upon submission of quote. Only qualified offerors may submit bids.
Introduction: The government anticipates awarding a Firm Fixed Price award, lowest price technically acceptable (LPTA). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation requirements.
Description of Services: The VAMC Memphis is requesting a base year + (4) one-year option year contract for window cleaning service. The estimated number of windows and/or screens that require cleaning are listed in the SOW. See Statement of Work (SOW), Wage Determination and Line Item Cline for complete details.
Period/Place of Performance: VAMC Memphis, 1030 Jefferson Avenue, Memphis, TN 38104.
Base Year: July 1, 2016 thru June 30, 2017 with (4) one-year option periods to renew through June 30, 2022.
The following FAR clauses and provisions apply to this solicitation:
52.203-16 Preventing Personal Conflicts of Interest
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform
Employees of Whistleblower Rights
52.203-98 Prohibition on Contracting with Entities that Require Certain Internal
Confidentiality Agreements - Representation
52.203-99 Prohibition on Contracting With Entities That Require Certain Internal
52.204-9 Personal Identity Verification of Contractor Personnel
52.204-16 Commercial and Government Entity Code Reporting
52.204-17 Ownership or Control of Offeror
52.204-18 Commercial and Government Entity Code Maintenance
52.209-7 Information Regarding Responsibility Matters
52.212-1 Instructions to Offerors-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
52.216-1 Type of Contract
52.217-5 Evaluation of Options
52.217-8 Option to Extend Services
52.217-9 Option to Extend the Term of the Contract
52.232-38 Submission of Electronic Funds Transfer Information with Offer
52.233-2 Service of Protest
The following VAAR clauses and provisions apply to this solicitation:
852.203-70 Commercial Advertising
852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business
852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
852.232-72 Electronic Submission of Payment Requests
852.237-70 Contractor Responsibilities
852.270-1 Representatives of Contracting Officers
Full text can be obtained at http://www.acquisition.gov/far/index.html
LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)
This solicitation includes VAAR 852.215-70, Service Disabled Veteran-Owned and Veteran-Owned Small Business Factors, and VAAR 852.217-71, Evaluation Factors. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an "Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement" to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.
Submission of Quote:
The Offeror shall submit their quote on company letterhead and shall include unit price, total, unit quantity, terms of any express warranty, unit price, overall total price, applicable shipping charges 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. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.
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 shall provide past performance evidence. This assessment is based on the offeror's record of relevant and recent past performance information that pertains to services outlined in the solicitation requirements.
The offeror shall provide evidence that all workers (engineers, technicians and helpers) must have certification/documentation as evidence of their degree of training and skills in order to perform the requirements in the solicitation. Certification/documentation must be submitted at the time of offer.
All quotes received without this documentation will not be considered.
A site visit is schedule for Friday, October 21, 2016 at 10am CST for all eligible and interested vendors. Any vendors who desire to attend the site visit must submit: (1) all attendance names and (2) Points of Contact information no later than October 20th at 8am CST via email to Victoria.Rone3@va.gov
All questions should be emailed to email@example.com and Victoria.Rone3@va.gov by Monday, October 31, 2016 by 8:00am CST. The subject line must specify VA249-17-Q-0004 - Service contract for window cleaning. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov). 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 the website (www.fbo.gov). There will be no automated email notification of amendments.
Quotes must be received by Monday, November 7, 2016 8:00am CST. Email your quote to firstname.lastname@example.org and Victoria.Rone3@va.gov. The subject line must specify VA249-17-Q-0004 - Service contract for window cleaning. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. Each vendor shall submit a copy of the following with the vendor's bid package:
A. Copy of accreditation from the American Board of Industrial Hygiene (ABIH) for the CIH(s) which will be performing the review of each field certification report.
B. Copy of accreditation from NSF for each field technician which may perform services at the Robley Rex VAMC. If additional technicians are utilized during the contract term, copies of the technician's accreditation must be provided before any work is performed.
C. At least three past performance examples which document projects of similar scope and size to the work required at the Robley Rex VAMC. At least one past project must be a VA medical facility to show the vendor is familiar with VA contract and technical requirements.
In addition, the quote should be broken down as such:
Base Year: 07-01-2017 - 06-30-2018 $
Option Year 1: 07-01-2018 - 06-30-2019 $
Option Year 2: 07-01-2019 - 06-30-2020 $
Option Year 3: 07-01-2020 - 06-30-2021 $
Option Year 4: 07-01-2021 - 06-30-2022 $
Total For Base & Option Year $
The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov. The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fedbizopps.gov frequently.
DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis.
STATEMENT OF WORK - WINDOW WASHING
Furnish all labor, supervision, materials, and equipment necessary to accomplish complete window washing services as described herein that identify the buildings and the estimated number of windows and screens that require cleaning. A site visit is recommended since some windows may require rappelling to be cleaned. The contractor will be required to replace any window units or fixtures damaged during accomplishment of contracted services.
B. WORK HOURS AND HOLIDAYS:
1. Normal Work Hours: 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal Holidays. The service schedule will be developed between the contractor and Contractor's Representative (COR) prior to any service being performed.
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 and any other day specifically declared by the President of the United States to be a national holiday.
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
1. Cleaning is to be performed once a year during the month of April.
2. Removing and cleaning screens.
3. Cleaning windows (outside & inside).
4. Cleaning frames, sills, and sashes (outside & inside).
5. Cleaning glass/windows in the building entrance, lobbies, atrium, and overlook windows.
6. Replacing screens after cleaning - note some screens are screwed in and tools will be required to remove and replace them.
7. All cleaning tasks shall be accomplished to meet all standards as follows:
a) Remove all paint, dirt, soil and other substances that may be found on the windows. Screens removed for cleaning must be replaced and securely fastened. Some screens may be attached by screws that will require tools to remove.
b) All damages caused by contractor's personnel will be repaired to previously existing condition at contractor's expense.
c) Contractor must follow OSHA guidelines, policies, procedures and directives, as well as fire and safety regulations of the medical center.
d) Work of the contractor is to be coordinated to prevent conflicts with the treatment of patients and the functioning of the facility. No medical apparatus will be moved without approval.
e) The contractor personnel must report to EMS prior to beginning work for each day and shall report back to EMS what they accomplished during the day before leaving the Medical Center grounds.
f) Contractor personnel must wear identifying clothing, such as caps or shirts with contractor logo while on Medical Center grounds.
g) Contract project manager to submit to EMS, the plan for how areas/rooms are to be serviced each workday.
h) Contracting is required to re-clean where deficiencies have been noted at no additional expense to the Government. Re-cleaning is to be accomplished within five (5) working days of identification. Re-cleaning is required until the deficiency has been corrected. Payment will be withheld unit all areas are cleaned to the satisfaction of the VA.
i) All work is to be performed in accordance with the guidelines established by Federal, State and Local ordinances and with contractor's procedures manual and quality control manual.
The contractor shall provide a written work schedule identifying when the work will be accomplished no later than the date identified in this solicitation for work to begin. All work must be scheduled through individuals identified in paragraph A.
E. QUALITY ASSURANCE:
Performance Objective Performance Threshold
All screens and windows will be washed according to VA expectations. Contractor will be required to re-clean windows and/or screens not meeting VA's standards.
G. CONTRACTOR PERSONNEL BADGES AND PARKING:
1. 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. A contractors 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. Company badges must also be worn while on VA property.
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. The Memphis VA Medical Center 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. SECURITY LANGUAGE - MEMPHIS VA MEDICAL CENTER
For all contracted service providers if entry to the facility is necessary, all contractors' personnel who have not been issued VA identification badges must report directly to the VA Police, located in room CEG19, during regular business hours or CEG5 after hours, Police can also be reached at (901) 523-8990 extension 5595.
a. Contractor must wear ID badges at all times while on VA property.
b. Taking of photos/videos are prohibited on VA property.
c. The contractor is required to complete the mandatory training (VA20939) in TMS.
d. No VA information shall be removed from property.
Note: The below cited data is for information purposes only and is intended to furnish the bidder an approximate number of windows and screens that require cleaning. The successful bidder will be required to clean all windows and screen on buildings identified regardless of the window/screen count.
NUMBER OF NUMBER OF
BUILDING AREA WINDOWS SCREENS
1 Admin. Bldg. Outside & Inside 103 0
1A Bed Tower Outside & Inside 881 0
7 SCI Bldg. Outside & Inside 276 0
5 Clinic Annex Outside & Inside 227 0
**Note: Screens require unlocking before cleaning. Contact EMS for key to unlock screens.