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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 15, 2014 FBO #4739
DOCUMENT

S -- RICHMOND VAMC SNOW REMOVAL Base and 1OY - Attachment

Notice Date

11/13/2014
 

Notice Type

Attachment
 

NAICS

561790 — Other Services to Buildings and Dwellings
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 6;100 Emancipation Drive;Hampton VA 23667
 

ZIP Code

23667
 

Solicitation Number

VA24615Q0071
 

Response Due

11/18/2014
 

Archive Date

2/25/2015
 

Point of Contact

Ashley Seffernick
 

E-Mail Address

2-9961<br
 

Small Business Set-Aside

Total Small Business
 

Description

The purpose of this amendment is to provide answers to submitted questions, corrects a Contract Line Item Number, provide for an updated Statement of Work, as well as extend the due date to 18 November 2014 5:00 PM EST. Quotes received after this date and time will be considered late in accordance with 52.212-1(f) and will not be evaluated. Quotes shall be submitted via e-mail to ashley.seffernick@va.gov AND leah.trossen@va.gov. QUESTIONS AND ANSWERS Q1. Has a contractor performed similar work to this for the Government in the past? If available, please provide the incumbent contract number. A1. Yes, Lyttle Utilities, Incorporated has performed similar work for the Government under purchase order VA246-14-P-1304. Q2. If you are unable to provide a contract number, is it safe to assume this is a new requirement for the government? A2. See response to Answer 1. Q3. Since your wording in your "Request For Quote" email stated "Please note offerors are urged and expected to inspect the site ¦ ¦ ¦", and since the word "expected" was used, then (Question:) does this constitute and de-facto make this pre-bid meeting to be a Mandatory Pre-Bid Meeting? And as such, thereby allowing only the attendees to bid on the Snow Removal Services quote VA246-15-Q-0071? To be transparent here, this same question was asked at the pre-bid meeting this morning and one of the V.A. representatives present, Mr. Mark Harville (for whom I do not have an email address, otherwise I would have copied him on this email), stated that he did not think that the pre-bid meeting was a Mandatory Pre-Bid Meeting. With all due respect to Mr. Harville, I want to Formally ask this question, and we respectfully await the Government's response. It is our position that the word "expected" is tantamount to the word "mandatory"; especially and grammatically when used after the word "urged". A3. The site visit was not mandatory but strongly encouraged. Offerors who did not attend the site visit are still eligible to submit their quote. Q4. Also, Mr. Lyttle made mention to me in an email dated 10/16/14 that you and he spoke on the phone earlier that same day, and at that time you mentioned that the Quote may be a SwAM (Small, Woman- and Minority-owned business) set-aside. However in the same phone conversation you also stated that it had not been determined whether or not it would be so. Please let us know if the Quote has been determined to be a SwAM set aside or not. A4. The Contracting Officer stated that market research was still being conducted and no decision had been made on the set aside. Per paragraph three of the Request for Quote (RFQ), this requirement is being set aside for Small Businesses. Additionally, the SwAM Procurement Initiative is a Virginia program and not applicable to Federal procurements. Q5. We understand (from the RFQ) that "Any amendments to this RFQ will ONLY be available on the Federal Business Opportunities website". Our question is: Will you be sending a courtesy email to the bidders IF any amendments are posted to the FBO website - so that the bidders can be alerted to go there and review? A5. As a courtesy, the Contracting Officer does notify any offeror that has emailed that an amendment has been posted. However, it is the offeror's responsibility to monitor FBO for any amendments. Q6. With regard to the previous attachment labeled "Wage Determination", will certified payrolls be required for this Snow Removal contract? A6. Certified payrolls are not required as this is a commercial service. Please reference Federal Acquisition Regulation 52.222-41 Service Contract Labor Standards. Q7. The bid form uses the initials "IAW". We could not find their meaning in the SOW or in the RFQ. Please clarify what IAW means for our general information. A7. IAW is an acronym for "in accordance with" which is spelled out in Contract Line Item 0001. Q8. We see "Pre-Chemical Treatment" on Line 0001 of the "Base Year" bid form, and we understand the references to Section 4.1 of the SOW. Quoting from SOW 4.1, the "chemical treatment of sidewalks, entryway steps, parking lots and roadways ¦" and, "provide, maintain, and place Ice Melt, rock salt or any other de-icing product ¦" has historically been taken care of by the McGuire V.A. Medical Center COTR in whatever means or methods have been chosen or implemented by the COTR. QUESTION: Is the Government now changing its policy on this issue? BACKGROUND: Lyttle Utilities, Inc. has historically provided and stored and maintained and placed only sand on only roadways, parking lots, and/or any other areas as directed by the COTR, and is prepared to continue this service. We understand from past experience living here in the Richmond area that supplies of Ice Melt, rock salt and other de-icing products can be and typically are in short supply due to the irregularity of multiple-inch snow events and the infrequency of snow events in general. As such, stores do not stock large quantities and can "sell out" very quickly. So availability is an issue here. Also, we presume that a dry, heated storage space would be required in which to store the chemicals so that they do not spoil. Lyttle Utilities does not have that type of storage space on its yard. Therefore, since it may be a problem to "provide and maintain" the de-icing products referenced here, then: QUESTION: Can Lyttle Utilities use sand in lieu of the de-icing products referenced here? A8. Per section 4.1 of the Statement of Work "The contractor shall provide, maintain, and place Ice Melt, rock salt or any other de-icing product to prevent slipping and falling. The materials used by the Contractor shall not damage the surfaces of sidewalks, entryway steps, parking lots and roadways on the Hunter Holmes McGuire VAMC property". Sand is not a de-icing product and is used to provide additional traction. Q9. The McGuire V.A. Medical Center COTR has historically taken care of " ¦ removing all snow and ice from sidewalks, steps, landings, and entrance ramps." by whatever means or methods have been chosen or implemented by the COTR. QUESTION: Is the Government now changing its policy on this issue? BACKGROUND: Lyttle Utilities, Inc. has historically not been involved in this work at the McGuire V.A. Medical Center. SUBSEQUENT QUESTION: Is it the Government's intent to have this work performed "by hand" vs. by mechanized equipment? If the answer is mechanized equipment, then please provide a list of equipment that is "approved for use by the V.A." for the stated sidewalks, steps, landings, and entrance ramps at the McGuire V.A. Medical Center. A9. Per the Statement of Work, sidewalks, entryway steps, parking lots and roadways shall be maintained. It is the contractor's discretion as to if this service shall be maintained by hand versus mechanized equipment. Note whatever method chosen, shall not damage any Government property. Q10. With reference to SOW 4.3, we are somewhat unclear by some of the wording in 4.3; specifically " ¦when accumulation exceeds one (1) inch or after snowfall stops." And also, "Snow and ice removal for Priority 1 areas must be accomplished within two (2) hours of initial snowfall ¦.". We believe there is a conflict between the wording "or after snowfall stops" and the wording "must be accomplished within two (2) hours of initial snowfall". PLEASE CLARIFY if the Government intends for the word "accomplished" to mean the same as the word "completed". Our research shows they have the same meaning. ALSO PLEASE CLARIFY if the Government's use of the wording "initial snowfall" means (in general terms) "the beginning of the snowfall event". Assuming "accomplished" means the same as "completed" then we are unclear how snow and ice removal can be completed within two (2) hours of "initial snowfall" if we do not begin work until "after snowfall stops". FOR EXAMPLE: It starts snowing and we respond to the COTR's request for services in Priority 1 Areas. It does not stop snowing for, say, 8 hours and roads, parking lots, etc. that were pushed/cleared initially now have to be pushed/cleared again due to the constant snowing. There is no way Priority 1 Areas can be "accomplished within two (2) hours of initial snowfall". PLEASE CLARIFY the Government's overall intent and contractor requirements in 4.3. A10. The Statement of Work has been changed to state "These areas must always have snow removed in a snow event, and snow in Priority 1 areas shall be removed when accumulation exceeds one (1) inch or when notified by the COR that services are required. Snow and ice removal for Priority 1 areas must be accomplished within two (2) hours of initial snowfall. Snow and ice removal for Priority 1 areas must be accomplished within two (2) hours of accumulation exceeding one (1) inch or notification of the COR. Q11. The same logic and lack of clarity applies to SOW 4.4. Please clarify. A11. The Statement of Work has been changed to state "the contractor shall remove snow when accumulation reaches 3 inches. Snow and ice removal for Priority 2 areas must be accomplished within six (6) hours of completion of Priority 1 areas". Q12. Reference is made to SOW 5.0, RFQ Lines 0001 & 0002 - "Unit Price", and also to our Items 4. and 5., above. QUESTION: When does one "Event" stop and another "Event" begin? PLEASE CLARIFY. We acknowledge SOW 5.1, 2). However, should we take this to mean that if we have to return to an area where we previously pushed and cleared snow (for instance, a parking lot), then if we clear it again, does this constitute a new "Event"? A12 Section 5.0 of the Statement of Work has been changed to "Standby/Repeat Snow Removal Services will be authorized upon written approval by the COR for snowfall or ice accumulation persists after initial services". Additionally, an event is defined as all Priority 1 and 2 areas being cleared. If snowfall persists, the COR would then determine if additional services are required. If required, section 5.0 of the Statement of Work would then apply and the contractor would then invoice under Contract Line Item 0003 for the hours spent on standby or on repeat snow removal. Q13. With reference to Bid Item "Line 003" of the RFQ, we assume the "Rate per hour ¦." Refers only and exclusively to being either called to the site by the COTR to be on standby, but not actually beginning work, and/or "remaining on station for continued service" as stated in SOW 5.1.1. PLEASE CLARIFY. A13. Contract Line Item 003 has been changed to 0003. Contract Line Item 0003 applies only to Section 5.0 of the Statement of Work in which the contractor shall be required to remain on site or perform repeat snow removal services. Q14. With reference to the RFQ, Bid Item "Line 003", PLEASE CLARIFY the Government's definition of the word "LOT". Since it is used in the bid item for "Standby/Repeat Snow Removal" and since those are two completely different items, it is unclear what the Government means to convey to the bidder here. For Instance: If there is a "Repeat Snow Removal" then: QUESTION: why would it not be an "Event" instead of a "Lot"? We can understand the use of the word "LOT" with regard to a price per hour for being on Standby, but not for Repeat Snow Removal Services. PLEASE CLARIFY the wording and intent of the wording in Line 003 - in total. A14. The offeror is required to provide pricing for their rate per hour for work performed under section 5.0 of the Statement of Work. Lot refers to the lot of funds that will allocated at contract award, and the unit price and total unit price will have a not to exceed dollar amount that the contract cannot exceed without prior authorization from the Contracting Officer. Lot in this instance references funding. SCHEDULE OF SERVICES: Contractor to provide all labor, tools, equipment and materials necessary to clear snow and ice from identified roads, sidewalks and parking lots identified in the attached Campus Map for the Hunter Holmes McGuire VAMC. Combined, Priority One and Two Area to be plowed equate to an estimated 2,646,264 square feet. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract. Actual use shall depend on local weather conditions and number of seasonal snow events. Contractors shall provide pricing for all of the following Contract Line Item Numbers: Base Year 1 December 2014 - 30 September 2015 LineServiceEST QTYUnitUnit PriceTotal Price 0001Pre-Chemical Treatment in accordance with (IAW) Section 4.1 of the SOW.5Events$$ 0002Snow and Ice Removal for Priority One and Two areas IAW Sections 4.3 and 4.4 of the SOW. 5Events$$ 0003Standby/Repeat Snow Removal IAW Section 5.0 of the SOW. Rate per/hour $_____________1LOT Option Year Total Price: $ Option Year 1 1 October 2015 - 30 September 2016 LineServiceEST QTYUnitUnit PriceTotal Price 1001Pre-Chemical Treatment in accordance with (IAW) Section 4.1 of the SOW.5Events$$ 1002Snow and Ice Removal for Priority One and Two areas IAW Sections 4.3 and 4.4 of the SOW. 5Events$$ 1003Standby/Repeat Snow Removal IAW Section 5.0 of the SOW. Rate per/hour $_____________1LOT Option Year Total Price: $ Total Contract Price (Base + Option Years): $ Hunter Holmes McGuire Veterans Affairs Medical Center Snow and Ice Removal Services Statement of Work 13 November 2014 1.0. SCOPE Contractor to provide all labor, tools, equipment and materials necessary to clear snow and ice from identified roads, sidewalks and parking lots at the Hunter Holmes McGuire Veterans Affairs Medical Center (VAMC) located at 1201 Broad Rock Boulevard, Richmond, VA 23249. 2.0. AREAS FOR SERVICE 2.1. Priority 1 areas (entrance and perimeters roads; Hunter Holmes Drive, South Drive, East Drive, Delivery Drive, 1st through 6th Streets, Lots 1A, 2A, Main Entrance, Valet, Fisher House (512), 514 Entrance and Loading Dock). See Campus Map Priority Areas. 2.2. Priority 2 (Lots 3A through 15A, 507 and 509 Parking). See Campus Map Priority Areas. 3.0. GENERAL REQUIREMENT 3.1. Service requests from the Contracting Officer Representative (COR) or delegated Point of Contact (POC) can occur at any time, 24 hours a day, seven days a week, including holidays, when inclement weather is imminent and contractor is required to respond accordingly. 3.2. One hour response time is required. This means the contractor will have one hour after receiving notification from the COR to be on station and commence de-ice, snow and/or ice removal. Calls to the contractor will be made as needed by the COR, Chief Facilities Management Service (FMS) or Director FMS Engineering Services. 3.3. Action shall be continuous until COR or delegated POC determines treatment is no longer necessary. 3.4. The contractor shall furnish the COR with a list of telephone numbers where the contractor or his authorized representative may be contacted seven days a week, 24 hours a day, for the required services. 3.5. Staging Equipment. If weather permits, and COR has provided sufficient advanced notification, the Contractor may stage and prepare their snow removal equipment at least 2 hours in advance of snowfall. Contractor may stage snow removal equipment on South Drive between 4th and 5th Streets at the contractor's own risk. This will allow time for the contractor to set up equipment and assess the areas that need to be treated. 3.6. The contractor shall dispose of all trash and debris related to snow removal and chemical treatment. 4.0. SPECIFIC REQUIREMENTS 4.1. Deicing/Chemical Treatment. The contractor shall apply a chemical treatment of sidewalks, entryway steps, parking lots and roadways on the Hunter Holmes McGuire VAMC property. The contractor shall provide, maintain, and place Ice Melt, rock salt or any other de-icing product to prevent slipping and falling. The materials used by the Contractor shall not damage the surfaces of sidewalks, entryway steps, parking lots and roadways on the Hunter Holmes McGuire VAMC property. 4.1.1. Pre Chemical Treatment. When snow is imminent, the COR may request the contractor to apply a pre-snow deice application before snowfall begins. This service shall be invoiced under a separate contract line item. 4.2. Snow and Ice Removal. The contractor shall ensure a pathway of 3 feet wide is free of snow accumulation, piles, or drifts by removing all snow and ice from sidewalks, steps, landings, and entrance ramps. The contractor shall remove snow, including drifts or piles, from all remaining paved surfaces such as roads, parking lots, as shown on the map. 4.2.1. Removal process will consist of clearing roadways and parking spaces to ensure safe usage. 4.3. Priority One Areas. Priority 1 Areas are critical areas where if untreated can be dangerous for slips, falls, and other accidents. These areas must always have snow removed in a snow event, and snow in Priority 1 areas shall be removed when accumulation exceeds one (1) inch or when notified by the COR that services are required. Snow and ice removal for Priority 1 areas must be accomplished within two (2) hours of accumulation exceeding one (1) inch or notification of the COR. 4.4. Priority Two Areas. In these locations, the contractor shall remove snow when accumulation reaches 3 inches. Snow and ice removal for Priority 2 areas must be accomplished within six (6) hours of completion of Priority 1 areas. 4.5. Snow and Ice Disposal. When snowfall is heavy or accumulations become excessive, the contractor must place excess snow in disposal points pre-designated by the COR. Contractor may be required to remove snow from VAMC grounds due to space limitations and/or safety considerations. 4.5.1. Contractor must also be available for residual snow removal from VAMC grounds to ensure safe environments are maintained for patients and employees. 5.0. STANDBY/REPEAT SNOW REMOVAL 5.1. Standby/Repeat Snow Removal Services will be authorized upon written approval by the COR for snowfall or ice accumulation persists after initial services. 5.1.1. The contractor shall remain on station for continued service. 5.1.2. The COR determines the contractor start time for repeat service via written approval. 5.1.3. Services shall end when the COR releases the contractor and both parties sign documentation stating the hours worked. 5.1.4. All Standby/Repeat services shall be billed against the associated CLIN. 5.1.5 The COR shall monitor the funding and notify the CO within 24 hours of service if additional funds are required for the snow event. 6.0. BACKGROUND INVESTIGATIONS A full background check is not required for this position, however all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge in order to work on a VA Facility. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements. 7.0. BILLING AND PAYMENT Invoices shall be submitted within five business days of the snow event, and shall include at a minimum: Date of invoice Contract Number Purchase Order Number Vendor Name Invoice Number CLIN Date of service
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/HaVAMC/VAMCCO80220/VA24615Q0071/listing.html)
 

Document(s)

Attachment
 

File Name: VA246-15-Q-0071 VA246-15-Q-0071 A00001 Q A AND SOW.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1726116&FileName=VA246-15-Q-0071-004.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1726116&FileName=VA246-15-Q-0071-004.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03572346-W 20141115/141113234434-b7b03319e9f944266d3006b7fdf0c327 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
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