X--Temporary Warehousing Service for Interim Clinic Jacksonville, FL
Department of Veterans Affairs, VA North Florida/South Georgia Health Care System | Published July 1, 2015 - Deadline July 10, 2015
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 VA248-15-Q-1581 is issued as a (Request for Quotation (RFQ).
This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-51. Only emailed requests received directly from the requester are acceptable. Responses should be sent to firstname.lastname@example.org. No telephone responses will be accepted.
To be receiving a government award, the offeror must be currently registered in System for Award Management (SAM) at www.sam.gov. Offerors are encouraged to go to the SAM database www.sam.gov and start the registration process as soon as possible to avoid possible delays should the contractor be selected as a prospective awardee. Online Representation and Certification Application (ORCA) must also be current to qualify to receive a contract award. Offeror may register with CCR at www.orca.bpn.gov
NAICS and Set-aside: The NAICS is 493110 and the small business size standard is $27.5 million. Any firm that is not considered a small business under this NAICS code should not submit a response to this notice.
Description of Services: Warehouse Service Agreement, Interim Jacksonville VA Outpatient Clinic
I. SCOPE OF NEED:
This is a partial service warehouse request. During the term, of the service agreement the contractor shall perform, without limitation, inspection, receipt, stowage, storage, related customer service and administrative functions and other services described in this document. The contactor shall furnish all personnel, labor, materials, equipment, supervision, and other accessories necessary to perform safely and efficiently. The warehouse facility shall be secured, temperature controlled, with the availability to receive, store, and account for equipment, supplies and materials as required by the North Florida/South Georgia Veterans Health System. These items may consist of different types of medical equipment, furniture and supplies in various sizes and weight intended for the Interim additional Jacksonville VA Outpatient Clinic. The cost of the service shall include all requirements herein identified. The facility must have a surveillance security system, fire and smoke detection and sprinkler system as well as an intrusion alarm. The owner shall ensure that the warehouse space comply with all VHA applicable codes, standards, and regulations necessary for awarding the contract.
The VA is seeking a proven warehouse service. The base year occupancy will start at one year.
B. STANDARD CONDITIONS AND REQUIREMENTS:
The following shall apply to any space offered for use to the VA:
a. Warehouse space offered must be in a quality building of sound and substantial construction, either a new, modernized building, or one that has undergone restoration or rehabilitation for the intended use. The Contractor shall provide a valid occupancy permit for the intended use of the VA and shall operate the building in conformance with local codes and ordinances.
b. The space shall be free of all asbestos-containing materials, except undamaged asbestos flooring in the space or undamaged boiler or pipe insulation outside the space, in which case an asbestos management program conforming to Environmental Protection Agency (EPA) guidance shall be implemented.
c. VA requests stackable storage racks. VA request 15'-20' in height stackable storage racks. If racks are an additional charge, contractor shall provide a cost breakdown for the racks. Storage racks will be on an as needed basis to expand upward storage areas. Assembly of storage racks shall be accomplished within two (2) workdays of request from Contracting Officer.
d. VA requires a secure and segregated storage area. At minimum, an enclosed area by chain link fence (floor to ceiling) with a lockable gate entrance. If the enclosed area requirement is an additional charge, offeror shall provide a cost breakdown for enclosing area showing material cost and labor cost breakouts to erect enclosure. Enclosure will need to be expanded as optional SF increases. Assembly of storage racks shall be accomplished within five (5) workdays of request from Contracting Officer.
e. The contractor shall provide coverage of Liability and injury insurance coverage to $1 million per incident and content replacement in the event of casualty, fire, flood, etc. in the amount of $1 Million.
f. The contractor shall furnish all personnel, labor, materials, equipment and supervision to support and perform the requirements of initial exterior inspection, receipt, storage and inventory of supplies and equipment for the clinics in Jacksonville or other designated VA facilities in the system.
g. Service support needed includes: warehouse operations, equipment/material handling, and customer service and inventory security.
h. The contractor shall be responsible for all operating expenses and handling fees in connection with the operation of the Warehouse.
i. Storage of VA Outpatient Clinic inventory will be in accordance with VA Medical Center policies that cover the proper storage and handling of VA property and supplies.
j. The warehouse shall be accessible by loading dock and garage door access. The contractor shall provide warehouse services to the VA personnel Monday through Friday 7:00 AM to 5:00 pm. Services for weekends and holidays will be given a two days advance notice from the Contracting Officer, without additional payment. (Weekend and holiday services will be considered to be a rare occurrence.) Government Holidays are as Follows: New Year's Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, The Fourth of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and any other day authorized by the President of the United States. Contractor shall notify the government of any observed holidays that are not recognized by the government and a contact for emergency access.
k. The VA shall have full access to the Warehouse at all times and shall have the right to examine, inspect, inventory and count all or any of its goods. Only personnel authorized in writing by the Contracting Officer shall request items into storage or receive items from storage. As personnel are authorized the Contracting Officer will deliver a list of their names to the contractor.
C. CUSTOMER SUPPORT-Contractor shall:
a. Mobilize to begin performance of contracted services within 10 days of award.
b. Coordinate resolutions to customer problems and complaints.
c. Provide weekly updated inventory list with locations on warehoused items.
d. Performed a joint inventory of one third of stored items on monthly basis. Resolve inventory discrepancies within 24 hours.
e. Verify that only authorized VA employees request services.
D. WAREHOUSE SUPPORT:
a. The warehouse services are Monday through Friday 7:00 AM to 5:00 PM. The contractor shall be given a two day advance notice for warehouse services required for weekends and holidays at no additional cost to the government. Government Holidays are as follows: New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, The Fourth of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and other day authorized by the President of the United States.
b. Inspect, receive, review and store items and maintain accountability of all required documents.
c. Maintain inventory of stored items and their locations.
d. Update and maintain accuracy of all inventory and documents pertaining to items in inventory.
e. Notify the VA Outpatient Clinic designated representative of any discrepancies or damage to items in inventory within 24 hours.
f. Provide clean and neat storage area.
g. Inspect all material to ensure correct quantity and condition.
h. Coordinate and manage collection, removal, and proper disposal of shipping containers, packaging materials, and other waste products when requested.
i. Utilize motorized and manual equipment to safely handle material.
j. Handle all items in a manner to prevent damage.
E. UTILITIES AND SERVICES:
The contractor cost will include all the following services and utilities on a daily basis unless a different frequency is specified herein. The cost for utilities and services shall be included in the warehouse service rate.
Utilities shall include:
Electrical power for Special Equipment (110 v) as requested by the Contracting Officer.
Other services shall include:
Snow Removal (if needed)
Initial & Replacement lamps, tubes & ballasts
Pest and Rodent Control
All services will be inspected by VA personnel and discrepancies reported to contractor for correction and/or repair.
F. JANITORIAL SERVICES: The contractor is responsible for trash services for the warehouse space in the event of uncrating equipment at the warehouse before removal from the premises. The contractor shall maintain the warehouse premises, including outside areas in a clean condition and shall perform all work and provide supplies and equipment.
a. The Contractor shall provide a level of security which reasonably deters unauthorized entry during regular and non-duty hours. The Government considers a security alarm reasonable.
b. Safeguard all government property and materials from theft, misuse and damage.
c. Permit only authorized personnel access to the VA inventory/items and maintains a daily sign-in log.
d. Respond to reports of missing or stolen items. Take actions to manage the resolution of missing or stolen item reports, including taking actions to cause the replacement of items, if required.
b. Overall security shall also include deterring loitering or disruptive acts in and around the space during duty hours.
c. In accordance with requirement above, Warehouse shall be adequately alarmed with 24 hour monitoring to prevent unauthorized entrance. Contractor shall be responsible to maintain the area in a condition that protects the property stored in the space. This includes protection from all forms of nature and theft.
H. INSTALLATION-Contractor Shall:
I. 6-MONTH SERVICE EXTENSION CLAUSE (DEVIATION):
a. Where funds are available, the VA has the option to extend this warehouse service after the lease year for 6-months at the stated price of the previous year.
b. No service option shall be exercised, nor do legal liabilities on the part of the Government arise for the payment of any money until and unless authorized by the VA Contracting Officer.
J. FIRE AND LIFE SAFETY
a) Below-grade space to be occupied by Government and all areas in a building referred to as hazardous areas in National Fire Protection Association standard 101, known as the Life safety Code, or any successor standard thereto, must be protected by an automatic sprinkler system or an equivalent level of safety.
b) If offered space is 3 stories or more above grade, the Contractor shall provide written documentation that the building meets egress and fire alarm requirements as established by NFPA Standard NO 101 or equivalent. However, if 1) offered space is 5 stories or less above grade, 2) the total Government leased space in the building (all Leases combined) will be less than 2,500 square feet, and 3) the building has a sprinkler system, this documentation is not required
c) If offered space is 6 stories or more above grade, additional fire and life safety requirements may apply. Therefore, the offeror must advise the VA Contracting Officer in its offer whether or not the offered space or any part thereof, is on or above the sixth floor offered building.
d) Manual Fire Alarm systems
Manual fire alarm systems shall be provided in accordance with NFPA Standard 101 (current as of the date of this solicitation). Systems shall be maintained and tested by the Contractor in accordance with NFPA Standard 72. The fire alarm system wiring and equipment must be electrically supervised and automatically notify the local fire department (NFPA Standard No. 72) to approved central station. Emergency power must be provided in accordance with NFPA Standards No. 70 and 72.
K. CONTRACTOR PERSONNEL: The contractor personnel shall be qualified and have the required levels of professional and technical experience to perform the work required by this statement of work. All contractor employees will be approved by the CO and COR prior to bringing on duty. If at any time from the date of award to the end of the contract, contractor personnel are no longer available, the government will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the government when personnel are removed from the contract for any reason. The contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee performance is unsatisfactory or unacceptable. All contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.
L. CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
a. The CO will be the sole authorized official to release, verbally or in writing, any information on contents of secured facility, delivery schedule, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response.
b. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without written approval of the CO.
M. Contracting Officer Representative on this request: TBD
N. The Service Contract Act of 1974 is applicable to this contract.
O. A pre-performance conference will be scheduled: TBD.
Contract Type: The government anticipates awarding a Firm Fixed Price award.
Award will be made to lowest price quote which conforms to the requirements within this solicitation.
To receive consideration as SDVOSB or VOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov.
Solicitation document and incorporated provisions and clauses apply to this acquisition: FAR 52.204-7- Central Contractor Registration; 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 Orders Commercial Items including subparagraphs: 52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration; 52.333-3 Protest After Award; 52.212-2 Evaluation -Commercial Items; 52.217-8 Option for increased Quantity-separate priced line item VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments; FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirements; and 52.219-14 Limitation on Subcontracting.
Submitting Quote: Contractor shall submit their quote on company letterhead and shall include unit price, unit quantity, item description as specified above and , total price; any offered discounts; proposed delivery time; name, address, and telephone number of the offeror; terms of any express warranty; completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.
Quotes must be received July 10, 2015 by 1300 EST. All quotes must be submitted by electronic submission in reference to VA248-15-Q-1581 to email@example.com; Offers received after the exact time specified in the solicitation are considered late and may be considered if the action would not unduly delay the acquisition. All questions regarding this solicitation must be submitted to the Contracting Specialist in writing (email is acceptable). Any prospective bidder desiring an explanation or interpretation of the solicitation must request it via e-mail to the Contract Specialist: Richard Frase (firstname.lastname@example.org) No Later Than: close of business on July 8, 2015.
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. This Request for Quote is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result of a response to this Request for Quote or use of any information provided. Failure to submit information in sufficient detail may result in considering a company as non-responsive and may influence competition and set-aside decisions. Regardless of the information obtained, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.