S201--FY24 Service-Janitorial Ser. Morristown CBOC (B+OPT4)

Active

Contract Opportunity

2

COMBINED SYNOPSIS/SOLICITATION: Janitorial Services for Morristown CBOC

(i) 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, and FAR 13.5 Simplified 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 document will not be issued.
(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.sam.gov on RFQ reference number 36C24224Q0270.
(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-06 (eff. 12/04/2023).
(iv) This solicitation is a Service-Disabled Veteran-Owned Small Business set-aside open market solicitation. The associated North American Industrial Classification System (NAICS) code for this procurement is 561210 with a small business size standard of $47.0 Million. The FSC/PSC is S201.
(v) This is a services contract to provide Janitorial Services for Morristown CBOC located at the VA Morristown CBOC Clinic 540 West Hanover Ave Suite 2C Morristown, NJ 07960. The Contractor shall provide clear pricing as the Contracting Specialist will need to distinguish between the varying costs of the procurement in order to determine price reasonableness.
(vi) The required work is as contained below in the Statement of Work.




JANITORIAL SERVICES FOR MORRISTOWN CBOC

PERFORMANCE WORK STATEMENT (PWS)
JANITORIAL SERVICES

Section 1: General Information
1.1 General: This is a non-personal services contract to provide janitorial services for the Location at VA Facility (Morristown CBOC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.
1.2 Period of Performance: 02/26/2024 09/30/2024 to include options (Base year +Four)
10/01/2024 09/30/2025
10/01/2025 09/30/2026
10/01/2026 09/30/2027
10/01/2027 09/30/2028
1.3 Place of Performance: Janitorial Services for Morristown CBOC located at the VA Morristown CBOC Clinic 540 West Hanover Ave Suite 2C Morristown, NJ 07960.
1.4 Hours of Operation: Normal business hours are between 8:00 a.m. to 4:30 p.m. everyday excluding Federal holidays. The janitorial services will be required 8 hours days, every day, Monday Friday. The contractor will be provided a list of the rooms to be cleaned by 8:00 a.m. East Standard Time.
1.5 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the COR describing how services will be accomplished. All work shall be coordinated with the COR or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.
1.6 Building: The square footage is approximately 5,977 square feet. See the area layout/simple diagram in the attachment section for more detailed information on the building layout.
1.7 Type of Contract: The government will award a Firm Fixed Price contract for this requirement.
1.8 Contract Changes: Additional cleaning required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the Contracting Officer Representative (COR) and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer.
Section 2: Definitions & Acronyms
2.1 Definitions:
Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.
Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.
Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative.
Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.
Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.
Custodial Cleaning. Providing an array of cleaning functions that are vital to the daily operation of the facility to present a clean facility.
Joint Commission (JC). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.
Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures.
Quiet Zone. Means normally a noise level of less than 72.B (A) at five feet from the source in patient-occupied areas.
Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, vomits, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors.
Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.
Work Day. The number of hours per day the Contractor provides services in accordance with the contract.
2.2 Acronyms:
CBI Compliance and Business Integrity
CEH Certified Executive Housekeeper
COR Contracting Officer Representative
EPA Environmental Protection Agency
ID Identification
IT Information Technology
JC Joint Commission
IHEA International Executive Housekeeper Association
NEHA National Executive Housekeeping Association
OSHA Occupational Safety and Health Agency
PWS Performance Work Statement
QASP Quality Assurance Surveillance Plan
VA Veterans Affairs

Section 3: Government Furnished Property, Equipment, and Services
The government will provide storage room for the contractor s use. The government will supply dispensers for: touchless automatic paper towel, hand sanitation soap, waterless alcohol based hand sanitizer, and lotion.

Section 4: Contractor Furnished Items and Services
The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation except as specified herein as government-furnished, necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.
Section 5: Specific Tasks

Standards: Aseptic areas apply to the kitchen, dining, and restrooms. Custodial standards apply to the common areas, excluding the dining area, and the rooms. There may some cases where a room requires a terminal cleaning in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas.
5.1 Tasks and Cleaning Standards
The following table summarizes the tasks required under this PWS.
Tasks
Frequency
1. Empty waste cans and reline
Daily
2. Place furniture in proper locations
Daily
3. Spot clean/wash interior windows and door glass
Daily
4. Dust mop/wet mop all tile floors
Daily
5. Clean patient restrooms mid-day
Daily
6. Clean public restrooms
3x Day (am, afternoon, pm)
7. Check and Refill all paper towel, toilet paper, and soap dispensers
Daily
8. Clean and organize all housekeeping closets
Daily
9. Clean/sanitize all bathrooms utilizing a germicidal disinfectant
Daily
10. Buff all tile floors
Weekly/as needed
11. Dust all horizontal and vertical surfaces
Daily
12. Spot clean furniture
As needed
13. Spot clean waste cans
As needed
14. Empty Recycling Containers
As needed
15. Wash walls and doors
As needed
16. Vacuum carpets, entrance mats, and runners
Daily
17. Polish all stainless steel
Weekly
18. Strip and refinish all tile floors
Quarterly/as needed
19. Shampoo/extract carpets utilizing soil retardant
Monthly/as needed
20. Interior and Exterior of windows and doors on first floor level.
Daily/ spot clean as needed
21. Hard surfaces
Daily/ as needed
22. Unoccupied room cleaning
Weekly

Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and replace the furniture after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. The Contractor shall report any tears, burns and raveling to the attention of the COR or designated representative.
Light Shampoo to protect carpet with soil-repellent and/or static free application of treatment as required.
Deep Steam Clean by using steam or other residue-free cleaning product. The carpet shall be dried to the touch upon completion.
Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails. Sanitize as needed.
Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed. The ducts shall be cleaned as needed.
Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls.
Entrance Area: Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Trash containers located inside and outside of entrances shall be emptied.
Floor maintenance (non-carpeted):
The Contractor shall strip wax, finish and buff using non-slip floor finish. The Contractor shall turn back the rugs in order to clean and finish the floor areas at least one-feet underneath the rugs. The stripping of wax, finish and buffing shall be performed once per year at each facility. The entire facility shall be waxed, finished and buffed twice per year. The scheduling of this task will be coordinated between the Contractor CEH, COR and staff occupying building to ensure there is no disruption to staff and visitors.
Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur no more than once per week. The area or the room requiring the service will be identified by COR or designated representative to the Contractor s CEH.
The Contractor shall wet-mop and scrubs using germicidal type detergent to sanitize all accessible areas including corners and abutments. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop wood or carpeted floors. The Contractor shall change water in mop bucket in between room cleanings.
The Contractor shall sweep, dust, and damp mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms. The floors shall be swept, dusted and damp mop using a treated or dust- free method/mop. The Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items so as to clean underneath and shall return items to their proper position.
The Contractor shall spray and buff all floors accessible to floor machine unless specified elsewhere as having carpet or special flooring. The Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen. The Contractor shall remove excess floor finish solutions. The Contractor shall apply these techniques only to the portion of the floor needing work, to bring the entire floor up to standard.
Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36 and below) The Contractor shall dust all uncluttered horizontal surfaces within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, window sills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust.
The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature.
Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36 up to 70 ): High dusting includes all the wall surfaces, door frames, shelves, equipment, window sills, ledges, hand rails, etc. that are 70 inches from the floor or more.
Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners, in particular. Move items as necessary to ensure thorough and adequate cleaning; replace to original position.
The Contractor shall spot clean upholstered furniture as required.
The Contractor shall steam clean or deep-clean upholstered furniture as required.
Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft shields on windows, mirrors and adjacent trim.
Stairwells: The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling and wall areas shall be free of cobwebs, dust, debris and insects.
Walls: Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed.
Venetian Blinds: The Contractor shall vacuum and damp clean all blinds to remove surface dust, vacuum drapes in place.
Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills. The contractor is not responsible for the highest interior windows.
Dining room, kitchen, and break areas: The contractor shall clean dining room, kitchen, and break areas daily; trash is to be removed as needed. All tables and counter tops are to be wiped down daily and as needed throughout day. All kitchen appliances, refrigerators, microwave oven, conventional oven, dishwasher, etc. are to be cleaned daily and as needed. The contractor is to work with staff to schedule cleaning of oven and refrigerator.
Information Technology (IT) Closets: The Contractor shall coordinate with the VA IT staff to gain access to these secured areas in order to sweep and dust mop floors monthly. The Contractor shall not use any type of liquids, vacuums or duster in these closets. The Contractor shall not unplug any IT equipment unless performed by IT staff. To maintain the proper air temperatures in the IT rooms, the entry doors shall not be left open.
Ceilings: The Contractor shall dust and remove cobwebs from the ceilings, vents and light fixtures.
Unoccupied Rooms: Cleaning of unoccupied rooms should be performed weekly to remove dust from all surfaces, the restroom should be cleaned, and the commode flushed to prevent hard water deposits.
Miscellaneous

Contractor's Storage Room: The Contractor shall store equipment and supplies in a Government-provided storage room. The Contractor shall maintain the storage room and used only as authorized. The Contractor shall not store food in the room. This storage room shall be clean and odor free at all times.
Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent. The Contractor shall re-stock those water coolers with cups.
Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates.
Restrooms
The Contractor shall clean and sanitize sinks, urinals, and toilets.
The floor traps shall be always maintained free from odor.
The Contractor shall sweep and wet-mop the floors daily and spray buff as required. The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.
The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces.
The Contractor shall damp-wipe and polishes the chrome fixtures.
The Contractor shall clean (descale) toilet bowls and urinals.
The Contractor shall furnish and replenish restroom supplies for example: soap dispensers, paper towels and toilet tissue. The Contractor shall ensure sufficient supplies are provided.
The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles.
Waste
Trash Removal: The Contractor shall pick up and empty all trash or waste receptacles, to include the vending machine/snack areas. The Contractor shall wash and damp-wipe all waste receptacles; re-line daily or as needed. The Contractor shall dispose of trash in plastic bags secured with bag ties.
Litter Removal: The Contractor shall pick up and dispose of litter and trash from the entrances and perimeter of the building.
Red Bag Bio-hazardous: All receptacles lined with "Red Bags" (plastic bags containing bio-hazardous medical waste material) shall be serviced. The Contractor shall pick up the Red Bag waste and deposit it in specially designated, locked "infectious waste" bins or lockers, usually located at the rear of the facility, in a safe and timely manner, and in accordance with established standards and procedures. NOTE: Red Bags may not be used for any other purpose.
5.2 Contractor Personnel
The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures in order to insure compliance with all provisions contained in this contract.
The CEH shall have at least one (1) year of prior experience as a CEH Manager within the last three years. Written certification of experience and copies of any formal training program (i.e. National Executive Housekeeping Association (NEHA) shall be submitted to the COR before starting work. The COR s approval must be received prior to an employee working at any of the facilities.
Federal Holidays: Contractor employees may not work on the following list of Federal Holidays or designated a holiday by Executive order. Contractor employees may not work on days designated by the Medical Center Director.

New Year s Day Birthday of Martin Luther King Jr.
Washington s Birthday Memorial Day
Independence Day Labor Day
Columbus Day Veterans Day
Thanksgiving Day Christmas Day
Juneteenth

The CEH or stand-in representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within 3 hours.
The contractor s employees shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English.
Prior to beginning performance under this contract, the Contractor shall provide the following:
List of employees who will provide services under this contract
Name, telephone number and address of the CEH
List of shift supervisors
The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative. He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.
The Contractor shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break areas only.
The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements.
The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed Confidentiality Certificate from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes.
The Contractor is not required to have physical examination prior to work on this contract; however, the Contractor is expected to be in good physical health and able to work in patient care areas without risk to the patients. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.
5.4 Contractor s Attire and Identification
The Contractor shall wear a standard custodial-type uniform which is easily recognizable and clearly distinguish them as the Contractor. Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.
Identification Tags/Cards. The Contractor shall wear on the front of the uniform, a clearly readable name identification (ID) logo identifying the contractor s and employee s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain Visitors Badges during the interim period via VA Police or Human Resource Department.
In special sanitation and/or isolation situations, the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility. Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor s own expense.
Contractor s Personal Hygiene: The Contractor s attire and presentation shall be appropriate per industry standard.
5.5 Contractor Training
Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below under item 5.5.2. Exception: An exception will be made during the first sixty (60) days of contract performance, whereby Contractor s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date. The Contractor shall provide an initial training plan to the COR for approval. The initial plan shall include topics, brief statement of content and method of training. Documentation verifying the content of such training and orientation shall be transmitted to the COR.
Remedial Training: When notified, the Contractor shall complete remedial training and education to address any detected compliance issues.
Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the COR or designated representative. The COR will retain proof of training in accordance with applicable Records Control Schedule.
5.7 Fire Prevention and Emergency Procedures
The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.
Any hazardous incidents created by the Contractor shall be corrected immediately.
The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.
The Contractor shall follow applicable facility policies concerning fire and/or disaster events.
Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas.
5.8 Building Security and Keys
The Contractor shall be responsible for safeguarding all Government property provided for the Contractor s use. At the close of each work period, Government facilities, equipment and materials shall be secured.
The Government shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. With the exception of keys issued to CEH, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or designated representative will perform an inventory of keys assigned to the Contractor at the end of the contract period or as needed. Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for re-keying of the Facility caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.
The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties. There may be certain areas identified by the COR in which Contractor personnel must immediately notify the COR or Security Personnel if a door is found unlocked.
When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the COR or designated representative.
The Contractor shall comply with the security clearances or access controls imposed.
The Contractor shall turn in all lost articles found during the performance of duties to the COR or designated representative.
If the contractor does not have access to an area due to either not having a key or otherwise, the contractor shall immediately notify the COR and cc the Contracting Officer in writing, so that appropriate action can be taken.
The engineering, IT, and telephone closets are restricted access. The contractor will not have keys to those areas and will require an escort to those areas.
5.9 Interference to Normal Function
The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.
5.10 Damage and Equipment Loss
The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor s equipment or belongings that are lost, stolen or damaged.
The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation.
The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures.
5.11 Handling of Government Furniture and Equipment
The COR or designated representative will instruct the Contractor what Government items should not to be moved or otherwise handled. Any medical apparatus in use on or by a patient will not be moved or otherwise handled by the Contractor except when prior arrangements have been made with the nurse supervisor.
5.12 Applicable Regulations and Manuals
All work under this contract must be performed in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this Performance Work Statement (PWS) and (5) industry standards.
Documents applicable to work described in this section are mandatory and are listed below. The Government will provide the Contractor copies of all regulations, manuals and specifications such as those listed below. Supplements and amendments will be updated and will be full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. The Contractor shall insure that all mandatory publications are posted and up to date.
Security Clearances, Access Controls, Identification Badges
Facility policies concerning fire / disaster program.
Parking Requirements
Infection Control Manuals
5.13 Information Security Requirements
The C&A requirements do apply and that a Security Accreditation Package is required. The vendor will be in contact or will have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
Information Security and Privacy Training
All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems;
Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, VA Handbook 6500.6, Appendix E relating to access to VA information and information systems;
Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;
Successfully complete the appropriate VA privacy training and annually complete required privacy training; and
Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.
The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.
Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
Contractor Personnel Security Requirements - Information Systems Access
All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.
Access to and Safeguard of VA Information/Computer Systems
The contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems only to the extent necessary to perform the services specified in the contract, agreement, or task order.
The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.
VA Information Custodial Language: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).
Security Incident Investigation: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.
Section 6: Attachments
Attachment #1 Quality Assurance Surveillance Plan
Attachment #2 Wage Determination 2005-2061
Attachment #3 Limitation on Subcontracting Certification
Attachment #4 Site Drawings

Price Schedule

Clin
Description
Contract Period
Quantity
Unit of Measure
Unit Price
Total
0001
Services
Award Date 2024
SEPT 30, 2024
Base
8
MO
0002
Supplies
Award Date 2024
SEPT 30, 2024
Base
1
JB
Base Total:
$
1001
Services
OCT 1, 2025
SEPT 30, 2026
Option Year 1
12
MO
1002
Supplies
OCT 1, 2025
SEPT 30, 2026
Option Year 1
1
JB
Option Year 1 Total:
$
2001
Services
OCT 1, 2026
SEPT 30, 2027
Option Year 2
12
MO
2002
Supplies
OCT 1, 2026
SEPT 30, 2027
Option Year 2
1
JB
Option Year 2 Total:
$
3001
Services
OCT 1, 2027
SEPT 30, 2028
Option Year 3
12
MO
3002
Supplies
OCT 1, 2027
SEPT 30, 2028
Option Year 3
1
JB
Option Year 3 Total:
$
4001
Services
OCT 1, 2028
SEPT 30, 2029
Option Year 4
12
MO
4002
Supplies
OCT 1, 2028
SEPT 30, 2029
Option Year 4
1
JB
Option Year 4 Total:
$
Complete Total of Contract
$
The price schedule provided above is a sample price schedule that needs to be completed. If you should choose to provide you own price schedule it needs to be clear and précised.

02/26/2024- 09/30/2024 Base
$
10/1/2024 09/30/2025 OY1
$
10/1/2025 09/30/2026 OY2
$
10/1/2026 09/30/2027 OY3
$
10/1/2027 09/30/2028 OY4
$
Complete Total of Contract
$
(vii) The following solicitation provisions apply to this acquisition:
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html
FAR 52.212-1, Instructions to Offerors Commercial Items (Jun 2021)
a. Solicitation number for this requirement as 36C24224Q0270.
b. Name, address and telephone number of offeror.
c. Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete.
d. Terms of any express warranty.
e. Price should be for all services detailed on the statement of work. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete. Hourly rate shall be separated from any other costs. Failure to do so will result in automatically being disqualified.
f. Acknowledgement of any solicitation amendments
g. Past performance information
h. A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation.
i. A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically).

The following solicitation provisions apply to this acquisition:
52.204-7 System for Award Management (OCT 2018)
52.204-16 Commercial and Government Entity Code Reporting (Aug 2020)
52.209-7 Information Regarding Responsibility Matters (OCT 2018)
52.217-5 Evaluation of Options (JUL 1990)
52.233-2 Service of Protest (SEPT 2006)
* (a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt fromÂ
Clifford S. Harrison

Hand-Carried Address:
Department of Veterans Affairs
James J. Peters VA Medical Center
Network Acquisition & Logistics(10N3NAL)
130 West Kingsbridge Road
Bronx NY 10468-3904
Mailing Address:
Department of Veterans Affairs
James J. Peters VA Medical Center
Network Contracting Office 3 (10N3NCO)
130 West Kingsbridge Road
Bronx NY 10468-3904
(b)Â The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

852.233-70 Protest Content/Alternative Dispute Resolution.
852.233-71 Alternate Protest Procedure.

(viii) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applies to this acquisition.
(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed the minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical Capability, Past Performance, and Price.
Evaluation Factors:
(1) Factor I - Technical Capability - Technical capability is defined as an offeror s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facility. The contractor shall provide a maximum 10-page capability statement demonstrating it has trained and certified personnel, equipment, and working experience and ability to meet all the requirements of the Performance Work Statement.
Please note if you are using a subcontractor please include their company name and information.
a) Technical Proficiency: Quoter will be evaluated on how well they meet the requirement to submit a proposal that verifies it is a firm that is in the business of Janitorial Services. The proposal shall be comprehensive and demonstrate its understanding of the requirement and not a copy and paste of the Performance Work Statement (PWS) requirements. It shall outline the contractor s ability to perform the services adequately and satisfactorily in accordance with the PWS.
b) Contractor Experience: Quoter will be evaluated on how well they meet the requirement to provide three (3) instances of past experience similar in nature, scope, complexity, difficulty, and size to that which will be supplied under the prospective contract contemplated by this solicitation. The experience shall reflect no less than three (3) years of performing Janitorial Services.
(2) Factor II - Past performance: Contractor shall provide three references for contracts of similar scopes and magnitude to be evaluated. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contractors Past Performance shall also be reviewed in Contractor Performance Assessment Reporting System (CPARS); Individuals with no past performance shall receive a neutral rating for this evaluation factor.
(3) Factor III - Price: The government will evaluate offers for award purposes based on the pricing for the total requirement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt.
The Government will be performing a comparative evaluation (comparing offers to each other) to select the contractor that is best suited and provides the best value, considering the evaluation factors in this solicitation.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(viiii) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (FEB 2021)
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
(x) FAR 52.212-4, Contract Terms and Conditions Commercial Items October 2018
The following contract clauses apply to this acquisition:
The following clauses are incorporated into Addendum to FAR 52.212-4,
52.203-16 Preventing Personal Conflicts of Interest (JUN 2020)
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020)
52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)
52.204-13 System for Award Management Maintenance (OCT 2018)
52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020)
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
CL-120 Supplemental Insurance Requirements
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
852-201-70 Contracting Officer s Representative (DEC 2022)
852.204-70 Personal Identity Verification of Contractor Personnel (MAY 2020)
852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020)
- 852.203-70 Commercial Advertising.
- 852.211-70 Equipment Operation and Maintenance Manuals
- 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.
(NOV 2020)
- 852.232-72 Electronic Submission of Payment Requests.
- 852.270-1 Representatives of Contracting Officers.
852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023)
852.219-75 VA Notice of Limitations on Subcontracting
852.219-76 Subcontracting Plans Monitoring and Compliance (JUL 2018)
852.237-75 Key Personnel (OCT 2019)
852.242-71 Administrative Contracting Officer (OCT 2020)
852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(xi) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (JAN 2021)
The following subparagraphs of FAR 52.212-5 are applicable:
52.203-6 Restrictions on Subcontractor Sales to the Government (JUN 2020)
52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020)
52.204-14 Service Contract Reporting Requirements (OCT 2016)
52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020)
52.219-8 Utilization of Small Business Concerns (OCT 2018)
52.219-9 Small Business Subcontracting Plan (JUN 2020)
52.219-16 Liquidated Damages Subcontracting Plan (JAN 1999)
52.219-28 Post Award Small Business Program Re-representation (NOV 2020)
52.222-3 Convict Labor (June 2003)
52.222-26 Equal Opportunity (SEP 2016)
52.222-35 Equal Opportunity for Veterans (JUN 2020)
52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020)
52.222-37 Employment Reports on Veterans (JUN 2020)
52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010)
52.222-41 Service Contract Labor Standards (AUG 2018)
52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)
52.222-43 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018)
52.222-44 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (MAY 2014)
52.222-50 Combating Trafficking in Persons (OCT 2020)
52.222-54 Employment Eligibility Verification (OCT 2015)
52.222-55 Minimum Wages Under Executive Order 13658 (NOV 2020)
52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020)
52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008)
52.232-18 Availability of Funds (APR 1984)
52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018)
52.242-5 Payments to Small Business Subcontractors (JAN 2017)

(xii) All quoters shall submit the following: one copy of technical capability and pricing, and an additional redacted copy of all company information such as company name, address, UEI number & price.
All quotations shall be sent ONLY to Clifford S. Harrison at Clifford.Harrison@va.gov
This is a Service-Disabled Veteran Owned Small Business set-aside open market for Snow & Ice Removal as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Quoter shall list exception(s) and rationale for the exception(s).
The submission shall be received no later than 12:00pm EST on 02/13/2024 at Clifford.Harrison@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed or postal mailed quotes will NOT be accepted.
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist Clifford S. Harrison at Clifford.Harrison@va.gov. All questions must be submitted by 02/07/2024 at 12:00PM EST.

Point of Contact
Clifford S. Harrison, Contracting Officer
Clifford.Harrison@VA.gov
NO PHONE CALLS.

Attachments/Links