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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 17, 2016 FBO #5168
DOCUMENT

S -- Lawn and Groundskeeping Services Stratton Albany VA Medical Center - Attachment

Notice Date

1/15/2016
 

Notice Type

Attachment
 

NAICS

561730 — Landscaping Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 2;1304 Buckley Road;Suite C104;Syracuse NY 13212
 

ZIP Code

13212
 

Solicitation Number

VA52816Q0021
 

Response Due

1/29/2016
 

Archive Date

2/28/2016
 

Point of Contact

Richard Williams
 

E-Mail Address

Contracting Officer
(richard.williams18@va.gov)
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Synopsis/Solicitation Solicitation Number:VA528-16-Q-0021 Posted Date:January 15, 2016 Original Response Date:January 29, 2016 Current Response Date:January 29, 2016 Classification Code:S208-Landscaping/Groundskeeping Set Aside:100% SDVOSB NAICS Code:561730-Landscaping Services Contracting Office Address Department of Veterans Affairs Syracuse VA Medical Center Richard Williams 1304 Buckley Road Suite C104 Syracuse, NY 13212-4311 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 13.501 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a "Request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-83-July 2, 2015. The associated North American Industrial Classification System (NAICS) code for this procurement is 561730, with a small business size standard of $7.5 million. The Department of Veterans Affairs, Stratton Albany VA Medical Center is seeking to purchase lawn maintenance and groundskeeping services of its campus property. All interested companies shall provide quotations for the following: Statement of Work Stratton Albany VA Medical Center 113 Holland Avenue Albany, NY 12208-3410 Lawn and Groundskeeping 1.SCOPE OF SERVICES The VA Healthcare Upstate New York (VAHNUNY), a division of the United States Government's Department of Veterans Affairs, has a need for Lawn and Grounds Keeping services to be furnished by the contractor at the VA Medical Center, Albany, New York to include main hospital building located at 113 Holland Avenue, Albany, New York 12208-3410 and its outbuildings. 2.SITE VISIT. All potential offerors are instructed to contact Alexia Briwa to schedule a site visit prior to submitting proposals. The only Site Visit is scheduled for Friday, January 22, 2015 from 9:00 AM EST to 11:00 AM EST. Please contact Alexia Briwa via email at alexia.briwa@va.gov or via phone at (518) 626-6801 to schedule a site visit. NO QUESTIONS WILL BE ACCEPTED-ALL REQUESTS FOR INFORMATION MUST BE SUBMITTED IN WRITING TO THE CO NO LATER THAN JANUARY 25, 2016 AT 4:00 PM EST. 3.PERIOD OF PERFORMANCE. March 1, 2016 to October 31, 2016 with one option year that may be exercised at the discretion of the Government. Base period of the contract is March 1, 2016 to February 28, 2017 with work only being performed from March 1, 2016 to October 31, 2016. 4.STATEMENT OF WORK a.The Contractor shall provide Lawn and Groundskeeping services during the contract period of performance at the Stratton VA Medical Center, 113 Holland Avenue, Albany, New York. Services to be performed include the following on approximately 26 acres: b.All shrubs shall be trimmed a minimum of two times during the year. Pruning shall be provided to encourage a healthy, natural growth pattern for each variety of shrubs. Shrubs shall be kept pruned in order to keep all roads, drives and walkways clear. Shrub beds will be cultivated as necessary to maintain appearance. Weeds shall be removed weekly. c.All lawns shall be mowed and edged weekly during the growing season and as needed during the off season so that a neat and attractive appearance is maintained. Mowing will be of frequency such that no more than one-third (1/3) of the blade length of the grass is removed during the mowing (all debris will be removed by the contractor prior to mowing). The lawn shall be neatly edged along all borders, curbs and sidewalks. d.All clippings, trimmings, cuttings, trash and debris resulting from work performed under the terms of the contract shall be disposed of off-site by the contractor. This includes sidewalks and patios. e.Contractor will remove new growth around tree bases and prune as requested/needed. All trees planted and dedicated in memory will be cared for in a manner respectful to the memorial. f.All weeds shall be removed and sprayed to prevent growth on all sidewalks and curb areas by the contractor. g.Annual Plants: contractor shall prepare the annual areas as requested by the VA Medical Center in accordance with the following requirements: contractor will cultivate all indicated areas to a depth of no less than four (4) inches, Additional top soil or peat moss will be added to any flower bed, if needed, at the time of cultivation (all material will be provided at the contractor's expense), contractor will remove all weeds from all flowerbeds every week, contractor is responsible for replacing any installed plant that dies due to poor plant quality of disease at contractor's expense, contractor will remove all old annual plants at the end of growing season, contractor will spread soil following the removal of the old plants so that a neat appearance is obtained. h.Mulching shall be done so that the facility is maintained per industry standards. A review of the mulching on the grounds will be conducted monthly by the COR. Mulch all plant beds and ringed trees using premium bark mulch. Refresh and re-mulch plant beds throughout the season as needed to maintain neat appearance. Initial mulching will be completed prior to May 1st. i.Seasonal Plantings: Contractor will be responsible for the purchase, maintenance, and care of all seasonal plants and flowering plants including mulch. Spring seasonal plants shall be installed annually prior to May 20th in front of the main building in the existing planting beds. Fall seasonal plants shall be installed annually prior to September 15th and removed at the end of the season no later than October 31st. Dates subject to seasonal weather patterns. j.Spring and Fall clean up: Contractor shall provide spring and fall clean-up of all bed areas and remove all debris. k.Leaf blowing, collection and removal shall be provided by the contractor. Leaf blowing shall be done weekly from October 1 to October 31 of each year. l.Contractor shall provide all trained personnel, supervision, equipment and supplies to complete services. m.Services shall be performed between the hours of 7:30 AM to 4:30 PM. n.Fertilizer and Chemical Application A schedule listing the time of application and type of chemicals to be used on the complex along with the MSDS will be submitted for approval by the COR or his designee before the application of these chemicals. Areas that are recommended for chemical application shall be professionally inspected at the Contractor's expense and a recommendation will be made in writing to the COR or his/her designee. All work approved must be coordinated with the COR or his/her designee. Contractor shall provide a program to promote the growth of a healthy lawn while eliminating pest weeds. The Contractor shall apply the proper treatment to ensure healthy root growth while maintaining the right amount of nutrients. As a general rule of thumb, if the amount of nitrogen is between 5 and 12, the application rate should be 8 pounds per 1,000 square feet. If the Nitrogen is between 12 and 18, the application rate should be 6 pounds per 1,000 square feet. Chemical applications are to be applied: Early spring, late spring and winter. Each application is to include the following: Broadleaf weed control Pre-emergent crabgrass control Fertilizer with slow release nitrogen Balanced Fertilizer Pre-emergent weed control for beds shall also be applied as necessary. 5.Wage Determination. U.S. Department of Labor Wage Determination: In compliance with Section IV, Contract Clauses, incorporating the provisions of FAR 52.222-41 Service Contract Act of 1965, and FAR Clause 52.222-42, Statement of Equivalent Rates for Federal Hires, offerors are advised that service workers employed under any contract resulting from this solicitation shall be paid not less than the minimum amounts shown in Section D and at the U.S. Department of Labor Wage Determination available at: http://www.wdol.gov/. 6.Government-Furnished Equipment (GFE) / Government-Furnished Information: None 7.Hours of Coverage. The contractor shall provide lawn and grounds keeping services between the hours of 7:30 AM to 4:30 PM Monday through Friday. Contractor shall notify the COR (Contracting Officer's Representative) at least 24 hours in advance if there is a change in the schedule mowing visit or if mowing is to be conducted on any other day than Monday through Friday. National Holidays include: New Years' DayLabor Day Martin Luther King DayColumbus Day Presidents DayVeterans Day Memorial DayThanksgiving Day Independence DayChristmas Day Any other day specifically declared by the President of the United States to be a national holiday. 8.Security Requirements. The contractors' employees shall wear visible company identification and company uniforms approved by the COR, at all times while on the premises of the VAMC. Uniforms must present a neat and professional appearance. Any emblem hats, caps or shirts bearing other than the contractor's company name are deemed not acceptable attire. Smoking is prohibited inside any VA buildings and prohibited on the VA Campus, including inside of all vehicles while on VA property. Possession of weapons is prohibited on VA property. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or from the COR. 9.Protection of Government property. Damage resulting from Contractor operations shall be repaired by the contractor at no additional cost to the government. Contractor shall be responsible to meet all OSHA and Safety requirements in the performance of the work. This shall include but not limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. The Contractor shall be held responsible for any injuries and/or damages which may be caused as a result of the contractor's failure to adhere to these requirements. Extreme caution will be exercised to prevent damage to the grounds and sidewalks. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor shall be repaired and/or replaced to the satisfaction of the VA at the contractor's expense. 10.Payment. Invoices will be paid in arrears on a monthly basis upon completion of the services. Each invoice must include the VA Purchase Order Number, Invoice Number, and the date and time the services were rendered. Invoices must be submitted electronically for payment. 11.Insurance. A certificate of insurance showing Albany VA Medical Center as additional insured shall be submitted to the CO prior to commencement of services. Minimum requirements are as follows: a.Workers Compensation and Employers Liability. Contractors are required to comply with applicable Federal and New York State Workers Compensation and occupational disease statutes. b.General Liability. Contractors are required to have Bodily Injury Liability Insurance Coverage written on the comprehensive form of policy of at least five hundred thousand dollars ($500,000) per occurrence. c.Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least five hundred thousand dollars ($500,000). 12.By submitting a quote, the quoter acknowledges the requirement to be registered in SAM (System for Award Management) and VETBIZ database prior to award, during performance and through final payment of a contract resulting from this solicitation. ? QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) INTRODUCTION This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the Statement of Work (SOW). This plan sets forth the procedures and guidelines the VA will use in ensuring the required performance standards or services levels are achieved by the contractor. Purpose The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the SOW and the contractor's quality control plan (QCP), and to ensure that the government pays only for the level of services received. This QASP defines identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor's performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results. Performance Management Approach The SOW structures the acquisition around "what" service or quality level is required, as opposed to "how" the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by VA to monitor and manage the contractor's performance to ensure the expected outcomes or performance objectives communicated in the SOW are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor. Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A "results" focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met. Performance Management Strategy The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor's own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor's QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the SOW. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor's QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the SOW. This QASP enables the government to take advantage of the contractor's QC program. The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively. ROLES AND RESPONSIBILITIES The Contracting Officer The contracting officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the contracting officer's representative (COR) and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor's performance, and must be identified and designated by the CO. The Contracting Officer's Representative The Contracting Officer's Representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor's performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government's behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor's work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract. IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS The required performance standards and/or quality levels are included in the SOW and in Attachment 1, "Performance Requirements Summary." Positive or Negative Incentives in Relation to Standards and Quality Levels Contractor performance on this contract, be it less than, greater than or equal to satisfactory performance on this contract, will be subject to the Positive and/or Negative Incentives identified in the Performance Requirements Summary. The results will also be documented by the COR and CO, for use as past performance indicators to support any interest or bids the contractor makes in future government requirements and solicitations. Failure to meet the required service or performance level will result in a delinquency notice to the contractor. METHODOLOGIES TO MONITOR PERFORMANCE Surveillance Techniques In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are: "Random monitoring - which shall be performed by the COR/COR designated inspector. "100% Inspection - Each month, the COR, shall review the generated documentation and enter summary results into the Surveillance Activity Checklist. "Periodic Inspection - COR typically performs the periodic inspection which should align with the frequency of required services per the SOW, such as weekly or monthly, depending on the required task. "Customer Feedback The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints. Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the CO and COR, as opposed to the contractor. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate using the Quality Assurance Monitoring Form - Customer Complaint Report, identified in Attachment 3. Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Acceptable Quality Levels The acceptable quality levels (AQLs) included in Attachment 1, Performance Requirements Summary Table, for contractor performance are structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls. QUALITY ASSURANCE DOCUMENTATION The Performance Management Feedback Loop The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the SOW and are assessed using the performance monitoring techniques shown in Attachment 1. Monitoring Forms The government's QA surveillance, accomplished by the COR, will be reported using the monitoring forms in Attachments 2, 3 and 4. The forms, when completed, will document the government's assessment of the contractor's performance under the contract to ensure that the required results satisfy the Purpose of the SOW. The COR will retain a copy of all completed QA surveillance forms and forward electronic copies to the CO. ANALYSIS OF QUALITY ASSURANCE ASSESSMENT Determining Performance Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels. Failure to meet the AQL may result in deduction of monies, as shown in Attachment 1 of this document, or other incentives (positive or negative) or penalties may result. Reporting At the end of each month, the COR will prepare a written report for the CO summarizing the overall results of the quality assurance surveillance of the contractor's performance. This written report, which includes the contractor's submitted monthly report and the completed quality assurance monitoring forms (Attachment 2, 3 or 4), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives. Reviews and Resolution The COR may require the contractor's project manager, or a designated alternate, to meet with the CO and other government personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor's request. The agenda of the reviews may include: "Monthly performance assessment data and trend analysis "Issues and concerns of both parties "Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis "Recommendations for improved efficiency and/or effectiveness The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance. The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the PCO/ACO. QASP ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY Task Standard Acceptable Quality Level (AQL)Surveillance MethodIncentives (Negative and Positive) Rework/Remedy 1. Service Reports Service Reports signed, dated and provided to COR after each service During each month, no more than 3 of required documents to COR may be later than the specified time period.Direct Observation -Receipt and review of Service Reports Remedy Failure to satisfy this requirement after the 2nd notice from the CO, FAR clause 52.249-8(a)(2) will be actioned. CPARS documentation. 2. Tasks and Requirements in accordance with SOW - Lawn and groundskeepingSatisfying the SOW Tasks and Requirements within the Constraints as well as satisfying the Purpose of the SOW. Acceptable quality level is 90% completion of requirement, including within frequency and due dates Desired quality level is 100% completion of requirement, including within frequency and due datesDirect Observation Random Inspection Remedied within 5 business days Failure to satisfy this requirement after the 2nd notice from the CO, FAR clause 52.249-8(a)(2) will be actioned. CPARS documentation. 3. Contractor POC POC is available to COR per SOW POC Contact information is current and updated. Respond to at least 95% of incoming telephone calls or voice messages left by COR with the month (calendar) to be Rated Satisfactory. During each month, no more than 3 of returned phone calls to COR may be later than the specified time period with the month (calendar) to be Rated Satisfactory.Direct Observation - Receipt of POC contact details Direct Observation - of POC contact details and accessibilityRemedy Failure to satisfy this requirement after the 2nd notice from the CO, FAR clause 52.249-8(a)(2) will be actioned. CPARS documentation. 4. Safety Data Sheet / Chemical and Pesticide NotificationMSDS / Chemical and Pesticide Notification provided to COR on time During each month, no more than 3 of required documents to COR may be later than the specified time period to be Rated Satisfactory.Direct Observation - Receipt of Contractor's Safety Data Sheet / Chemical and Pesticide Notification, as applicable to SOWRemedy Failure to satisfy this requirement after the 2nd notice from the CO, FAR clause 52.249-8(a)(2) will be actioned. CPARS documentation. 5. Safety Maintained during operationsNo accidents or incidents due to contractor's failure to take safety precautions. No accidents or incidents due to contractor's failure to take safety precautions.Direct Observation Receipt of Reports (e.g. Accident Report, VA Police Report etc.)Remedy CPARS documentation. QASP ATTACHMENT 2: SAMPLE QUALITY ASSURANCE MONITORING FORM SERVICE or STANDARD: SURVEY PERIOD: SURVEILLANCE METHOD (Check): Random Sampling 100% Inspection Periodic Inspection Customer Complaint LEVEL OF SURVEILLANCE (Check): Monthly Quarterly As needed PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD:______ % ANALYSIS OF RESULTS: Observed Service Provider Performance Measurement Rate: ______% Service Provider's Performance (Check): Meets Standards Does Not Meet Standards Narrative of Performance During Survey Period: PREPARED BY: ___________________________________DATE: _________________ ? QASP ATTACHMENT 3: Performance Report 1. CONTRACT NUMBER: 2. Prepared by: (Name of COR) 3. Date and time of observation: 4. Observation: <Examples of items to include in a report are: - Method of surveillance. - How frequently you conducted surveillance. - Surveillance results. - Number of observations.> Prepared by: _____________________________________________ Signature - Contracting Officer's Representative Date QASP ATTACHMENT 4: Customer Complaint Report (CCR) 1. Contract Number: 2. TO: (Contractor Task Manager or on-site representative) 3. FROM: 4. Date and time observed discrepancy: 5. DISCREPANCY OR PROBLEM: <Describe in detail. Identify any attachments. IMPORTANT NOTE: A customer's objective feedback, as it pertains to the required tasks of the SOW, should only be considered instead of subjective feedback.> 6. Corrective action plan: A written corrective action plan required. The written Corrective Action Plan will be provided to the undersigned not later than Prepared by: _____________________________________________ Signature - Contracting Officer's Representative Date Received by: _____________________________________________ Signature - COR Date Place of Performance Address:113 Holland Avenue, Albany, NY Postal Code:12208-3410 Country:UNITED STATES Award shall be made to the quoter whose quotation is the Lowest Price Technically Acceptable (LPTA) to the Government. The Government will evaluate information based on the following evaluation criteria: (1) Technical capability factor (2) Past Experience, (3) Past performance, and (4) Price". (a)In accordance with FAR 52.212-2, Evaluation-Commercial Items, the Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the Lowest Price Technically Acceptable (LPTA) to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1. Technical capability 2. Past experience 3. Past Performance 4. Price Factor 1- Technical Capability (Acceptable/Unacceptable) a)A brief statement (no more than 1 page) that the contractor is capable of meeting the Specific Tasks listed in the SOW. b)Describe proposed plan for performance of services, including the methods used to handle emergency requirements necessary in the event of excessive ice and snow, and standard procedures employed by contractor personnel in performance of such services. c)Describe management practices relative to performance of the requirements contained in this solicitation. In particular, describe means of assuring timely removal for snow and ice, both established and new, from the onset of the contract period. Indicate means of maintaining adequate, trained ice and snow removal staff. Provide method for, means of scheduling ice and snow removal staff, and other factors to provide adequate, timely access/service for ice and snow removal. Technical Capability will be graded as Acceptable or Not Acceptable. The Offeror must receive an "Acceptable" in all technical areas in order to receive an overall rating of "Acceptable" in Technical Capability. Technically Acceptable/Unacceptable Ratings RatingDescription AcceptableProposal clearly meets the minimum requirements of the solicitation. Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation. Factor 2-Past Experience (Acceptable/Unacceptable/Neutral) a)Offerors shall submit the following information as part of their technical proposal. (Offerors should send their listed private sector references a letter, authorizing the reference to provide past performance information to the Government). Each offeror will be evaluated on his/her performance under existing and prior contracts for similar services. The Government will focus on information that demonstrates quality of performance relative to the size and complexity of the procurement under consideration. Offerors shall submit the following: 1.A list of contracts completed during the past three (3) years and all contracts and subcontracts currently in process for ice and snow removal services. Contracts listed shall include those entered into by the Federal Government, agencies of state and local governments, and commercial customers. Include the following information for each contract: (a)Name and address of contracting activity (b)Name and telephone number of contract person (c)Dates of contract performance (d)Total contract value 2.The offeror may provide information on problems encountered on the contracts above and corrective actions taken to resolve those problems. Offerors should not provide general information on the identified contracts. General performance information will be obtained from the references. Factor 3-Past Performance (Acceptable/Unacceptable/Neutral) a.Private sector references shall complete Attachment D (Past Performance Survey) and e-mail the completed survey to the Contracting Officer at richard.williams18@va.gov. Past Performance Evaluation Ratings RatingDescription Acceptable Based on the offeror's performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror's performance record is unknown. UnacceptableBased on the offeror's performance record, the Government has no reasonable expectation that the offeror will successfully perform the required effort. Factor 4 - Price a) Complete attached Pricing Schedule and submit as a separate document. Source Selection using the Lowest Price Technically Acceptable (LPTA) process Evaluation will be determined based on Lowest Priced Technically Acceptable (LPTA) to the Government based on price, technical capability, past experience and past performance IAW FAR Subpart 13.106-1(a)(2). The Government reserves the right to make award without discussions. Preparation of Proposals: The VA will not pay any costs incurred in preparation and submission of proposals. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: 1.FAR 52.212-1, "Instructions to Offerors-Commercial Items" [October 2015] 2.FAR 52.212-3, "Offerors Representations and Certifications-Commercial Items" [October 2015] 3.FAR 52.203-99, "PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (DEVIATION) (FEB 2015)." 4.FAR 52.204-16, "Commercial and Government Entity Code Reporting." 5.FAR 52.216-1, "Type of Contract". 6.VAAR 852.233-70, "PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (JAN 2008)." 7.VAAR 852.270-1, "Representatives of Contracting Officers." Offerors must complete annual representations and certifications on-line at https://www.sam.gov 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. The following contract clauses apply to this acquisition: "FAR 52.212-4, "Contract Terms and Conditions-Commercial Items" [May 2015] "FAR 52.212-5, "Contract Terms and Conditions Required to Implement Statutes or Executive Orders" [October 2015] The following subparagraphs of FAR 52.212-5 are applicable: (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Dec 2014) (2) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553). (3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [X] (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402). [X] (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (OCT 2015) (Pub. L. 109-282) (31 U.S.C. 6101 note). [X] (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (OCT 2015) (31 U.S.C. 6101 note). [X] (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2011) (15 U.S.C. 644). [X] (16) 52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3). [X] (19) 52.219-14, Limitations on Subcontracting (NOV 2011) (15 U.S.C. 637(a)(14)). [X] (22) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C 632(a)(2)). [X] (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755). [X] (27) 52.222-21, Prohibition of Segregated Facilities (APR 2015). [X] (28) 52.222-26, Equal Opportunity (APR 2015) (E.O. 11246). [X] (29) 52.222-35, Equal Opportunity for Veterans (OCT 2015) (38 U.S.C. 4212). [X] (30) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793). [X] (31) 52.222-37, Employment Reports on Veterans (OCT 2015) (38 U.S.C. 4212). [X] (32) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). [X] (33)(i) 52.222-50, Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627). [X] (34) 52.222-54, Employment Eligibility Verification (OCT 2015). (E. O. 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.) [X] (40) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) [X] (44) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). [X] (51) 52.232-34, Payment by Electronic Funds Transfer-Other than System for Award Management (Jul 2013) (31 U.S.C. 3332). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [X] (2) 52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67). [X] (3) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67). Employee Class Monetary Wage-Fringe Benefits [X] (4) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67). [X] (8) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2014) (Executive Order 13658). The following FAR clauses pertain to this acquisition: C.2 52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON POSTCONSUMER FIBER CONTENT PAPER (MAY 2011) (a) Definitions. As used in this clause- "Postconsumer fiber" means- (1) Paper, paperboard, and fibrous materials from retail stores, office buildings, homes, and so forth, after they have passed through their end-usage as a consumer item, including: used corrugated boxes; old newspapers; old magazines; mixed waste paper; tabulating cards; and used cordage; or (2) All paper, paperboard, and fibrous materials that enter and are collected from municipal solid waste; but not (3) Fiber derived from printers' over-runs, converters' scrap, and over-issue publications. (b) The Contractor is required to submit paper documents, such as offers, letters, or reports that are printed or copied double-sided on paper containing at least 30 percent postconsumer fiber, whenever practicable, when not using electronic commerce methods to submit information or data to the Government. (End of Clause) C.3 52.203-99 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (DEVIATION) (FEB 2015) (a) The Contractor shall not require employees or contractors seeking to report fraud, waste, or abuse to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. (b) The contractor shall notify employees that the prohibitions and restrictions of any internal confidentiality agreements covered by this clause are no longer in effect. (c) The prohibition in paragraph (a) of this clause does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information. (d)(1) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), use of funds appropriated (or otherwise made available) under that or any other Act may be prohibited, if the Government determines that the Contractor is not in compliance with the provisions of this clause. (2) The Government may seek any available remedies in the event the contractor fails to comply with the provisions of this clause. (End of Clause) C.4 52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR 1984) The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor's failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price. (End of Clause) C.8 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. (End of Clause) C.9 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed two (2) years. (End of Clause) C.10 52.228-5 INSURANCE-WORK ON A GOVERNMENT INSTALLATION (JAN 1997) (a) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract. (b) Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective- (1) For such period as the laws of the State in which this contract is to be performed prescribe; or (2) Until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer. (c) The Contractor shall insert the substance of this clause, including this paragraph (c), in subcontracts under this contract that require work on a Government installation and shall require subcontractors to provide and maintain the insurance required in the Schedule or elsewhere in the contract. The Contractor shall maintain a copy of all subcontractors' proofs of required insurance, and shall make copies available to the Contracting Officer upon request. (End of Clause) C.11 SUPPLEMENTAL INSURANCE REQUIREMENTS In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract: (a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. (b) General Liability: $500,000.00 per occurrences. (c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. (d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. (End of Clause) C.12 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) Funds are not presently available for performance under this contract beyond March 31, 2016. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond March 31, 2016, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause) C.13 VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) C.15 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012) (a) Definitions. As used in this clause- (1) Contract financing payment has the meaning given in FAR 32.001. (2) Designated agency office has the meaning given in 5 CFR 1315.2(m). (3) Electronic form means an automated system transmitting information electronically according to the Accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests. (4) Invoice payment has the meaning given in FAR 32.001. (5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following: (1) VA's Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.) (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) includes additional information on EDI 810 and 811 formats. (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for: (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. (End of Clause) C.16 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of New York. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) C.17 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ (End of Clause) FAR NumberTitleDate 52.203-17CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTSAPR 2014 52.204-18COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCEJUL 2015 52.232-40PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS C.18 52.237-1 SITE VISIT (APR 1984) Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. (End of Provision) DEC 2013 (End of Addendum to 52.212-4) All quoters shall submit the following: a)A brief statement (no more than 1 page) that the contractor is capable of meeting the Specific Tasks listed in the SOW. b)Describe proposed plan for performance of services, including the methods used to handle emergency requirements necessary in the event of excessive ice and snow, and standard procedures employed by contractor personnel in performance of such services. c)Describe management practices relative to performance of the requirements contained in this solicitation. In particular, describe means of assuring timely removal for snow and ice, both established and new, from the onset of the contract period. Indicate means of maintaining adequate, trained ice and snow removal staff. Provide method for, means of scheduling ice and snow removal staff, and other factors to provide adequate, timely access/service for ice and snow removal. d)Offerors shall submit the following information as part of their technical proposal. (Offerors should send their listed private sector references a letter, authorizing the reference to provide past performance information to the Government). Each offeror will be evaluated on his/her performance under existing and prior contracts for similar services. The Government will focus on information that demonstrates quality of performance relative to the size and complexity of the procurement under consideration. Offerors shall submit the following: 1.A list of contracts completed during the past three (3) years and all contracts and subcontracts currently in process for ice and snow removal services. Contracts listed shall include those entered into by the Federal Government, agencies of state and local governments, and commercial customers. Include the following information for each contract: a.Name and address of contracting activity b.Name and telephone number of contract person c.Dates of contract performance d.Total contract value 2.The offeror may provide information on problems encountered on the contracts above and corrective actions taken to resolve those problems. Offerors should not provide general information on the identified contracts. General performance information will be obtained from the references. e. Pricing Schedule f.Contractor name, address, DUNS # All quotations shall be sent to the Contracting Officer via email to: richard.williams18@va.gov no later than January 29, 2016 at 11:00 AM EST. This is an open-market combined synopsis/solicitation for lawn maintenance and groundskeeping services 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). Submission shall be received not later than January 29, 2016 at 11:00 AM EST at 1304 Buckley Rd, Suite C104, Syracuse, NY 13212-4311. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Quotes may be emailed to richard.williams18@va.gov. Faxed offers will not be accepted. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer, Richard Williams, at richard.williams18@va.gov. Point of Contact Richard Williams Contracting Officer Services Contracting Team Network Contract Office (NCO) 2 Office phone: (315) 425-4400 Ext 54065 Fax: 315-425-4883 Attachments: 1.Wage Determination 2.Albany VAMC Site Plan 3.Past Performance Survey
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/SyVAMC670/SyVAMC670/VA52816Q0021/listing.html)
 

Document(s)

Attachment
 

File Name: VA528-16-Q-0021 VA528-16-Q-0021_3.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2510781&FileName=VA528-16-Q-0021-002.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2510781&FileName=VA528-16-Q-0021-002.docx

 

File Name: VA528-16-Q-0021 Albany VAMC site plan.pdf (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2510782&FileName=VA528-16-Q-0021-003.pdf)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2510782&FileName=VA528-16-Q-0021-003.pdf

 

File Name: VA528-16-Q-0021 P07 Wage Determination 2015-4143 Revision 2 12.29.2015.txt (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2510783&FileName=VA528-16-Q-0021-004.txt)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2510783&FileName=VA528-16-Q-0021-004.txt

 

File Name: VA528-16-Q-0021 ATTACHMENT D PAST PERFORMANCE SURVEY.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2510784&FileName=VA528-16-Q-0021-005.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2510784&FileName=VA528-16-Q-0021-005.docx

 

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

Place of Performance

Address: Department of Veterans Affairs;Stratton Albany VA Medical Center;113 Holland Avenue;Albany NY

Zip Code: 12208-3410
 

Record

SN03993663-W 20160117/160115233957-cf0e2219d0450112c8abd1e11cb66a75 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
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