Loren Data's SAM Daily™

FBO DAILY ISSUE OF DECEMBER 15, 2011 FBO #3673
DOCUMENT

Z -- Snow Removal Services, Richmond VAMC - Attachment

Notice Date

12/13/2011
 

Notice Type

Attachment
 

NAICS

561790 — Other Services to Buildings and Dwellings
 

Contracting Office

Department of Veterans Affairs;VISN 6 Centralized Acquisition Service;100 Emancipation Drive;Hampton VA 23667
 

ZIP Code

23667
 

Solicitation Number

VA24612Q0544
 

Response Due

12/27/2011
 

Archive Date

4/4/2012
 

Point of Contact

EUGENE B. COLEMAN, SR.
 

E-Mail Address

5-3936<br
 

Small Business Set-Aside

Total Small Business
 

Description

(I) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice and in accordance with the simplified acquisition procedures authorized in FAR Part 13. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. All bidders must also be registered on www.ccr.gov and https://orca.bpn.gov. Any amendments issued to this solicitation will ONLY be available on the FBO website (www.fbo.gov ). (II) This solicitation is issued as a request for quotation (RFQ). Submit written quotes on RFQ Number VA-246-12-Q-0544. This solicitation is a request for Snow and Ice Removal Services at VA Medical Center, Richmond, Virginia in accordance with the attached Statement of Work (SOW) and other associated documents. (III) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-53. (IV) This is a 100% total small business set-aside. The North American Industry Classification System Code is 561790 and the size standard is $7M. ? V. SCHEDULE OF SUPPLIES AND SERVICES Contractor to provide all labor, tools, equipment and materials necessary to clear snow and ice from identified roads, sidewalks and parking lots on the attached site plan for the Richmond VA Medical (RICVAMC). 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. BASE PERIOD (1 JANUARY 2012 - 31 DECEMBER 2012) CLINItem0-3"3-6"6-9"9-12"12-15"Units 0001Primary RoadsPer1-lane mile 0002Secondary RoadsPer1-lane mile 0003Parking LotsPer Sq FT 0004* Snow Recovery Mode Removal & DumpingOne (1) Rubber Tire Articulating Loader (Per Hour Cost) 0005* Snow Recovery Mode Removal & DumpingHourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. 0006Hourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. Total Each Column$$$$$ *COTR will determine if use of this line item is required ? OPTION YEAR ONE (1 JANUARY 2013 - 31 DECEMBER 2013) CLINItem0-3"3-6"6-9"9-12"12-15"Units 1001Primary RoadsPer1-lane mile 1002Secondary RoadsPer1-lane mile 1003Parking LotsPer Sq FT 1004* Snow Recovery Mode Removal & DumpingOne (1) Rubber Tire Articulating Loader (Per Hour Cost) 1005* Snow Recovery Mode Removal & DumpingHourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. 1006Hourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. Total Each Column$$$$$ *COTR will determine if use of this line item is required ? OPTION YEAR TWO (1 JANUARY 2014 - 31 DECEMBER 2014) CLINItem0-3"3-6"6-9"9-12"12-15"Units 2001Primary RoadsPer1-lane mile 2002Secondary RoadsPer1-lane mile 2003Parking LotsPer Sq FT 2004* Snow Recovery Mode Removal & DumpingOne (1) Rubber Tire Articulating Loader (Per Hour Cost) 2005* Snow Recovery Mode Removal & DumpingHourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. 2006Hourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. Total Each Column$$$$$ *COTR will determine if use of this line item is required ? OPTION YEAR THREE (1 JANUARY 2015 - 31 DECEMBER 2015) CLINItem0-3"3-6"6-9"9-12"12-15"Units 3001Primary RoadsPer1-lane mile 3002Secondary RoadsPer1-lane mile 3003Parking LotsPer Sq FT 3004* Snow Recovery Mode Removal & DumpingOne (1) Rubber Tire Articulating Loader (Per Hour Cost) 3005* Snow Recovery Mode Removal & DumpingHourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. 3006Hourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. Total Each Column$$$$$ *COTR will determine if use of this line item is required ? OPTION YEAR FOUR (1 JANUARY 2016 - 31 DECEMBER 2016) CLINItem0-3"3-6"6-9"9-12"12-15"Units 4001Primary RoadsPer1-lane mile 4002Secondary RoadsPer1-lane mile 4003Parking LotsPer Sq FT 4004* Snow Recovery Mode Removal & DumpingOne (1) Rubber Tire Articulating Loader (Per Hour Cost) 4005* Snow Recovery Mode Removal & DumpingHourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. 4006Hourly cost to maintain the facility once initial removal has been accomplished (e.g., still snowing ½" per hour for additional eight (8) hours. Total Each Column$$$$$ *COTR will determine if use of this line item is required Note: Calcium Chloride and sand may be used by the contractor to clear ice from roads and sidewalks, and provide traction; however, this should be incorporated into the pricing provided above. (VI) This combined solicitation/synopsis is for purchase of the following commercial services: STATEMENT OF WORK FOR SNOW AND ICE REMOVAL SITE VISIT Offerors 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. A site visits will be conducted on Tuesday, December 20, 2011 at 10:00 a.m. Please email your intent to attend the site visit to eugene.coleman2@va.gov; by Friday, December 16, 2011 NLT 12:00 p.m. In no event shall failure to inspect the site constitute grounds for a claim after contract award. 1.1. GENERAL SCOPE OF WORK. Contractor to provide all labor, tools, equipment and materials necessary to clear snow and ice from identified roads and parking lots on the attached site plan for the Richmond VA Medical (VAMC) 1201 Broad Rock Boulevard, Richmond Virginia 23249. 1.1.1. The contractor shall have two hours after receiving notification from the Contracting Officer's Technical Representative (COTR) to commence snow and/or ice removal. Contractor shall respond on nights, weekends and holidays. The contractor shall furnish the COTR with a list of telephone numbers where the contractor or his authorized representative may be contacted seven (7) days a week, 24 hours a day, for the required services. Attachment B provides priority areas for snow removal. Attachment C is a map of the VAMC Richmond complex and highlights parking areas that will require snow removal as outlined in this statement of work. 1.1.2. Contractor will have adequate insurance to cover any damages to visible structures and vehicles; however, contractor will not be exempt from chips to roadways and curbs as long as reasonable judgment and practices are observed. 1.1.3. Contractor may stage snow removal equipment in lot #15 at the contractor's own risk. 1.1.4. Snow and Ice Removal. The contractor shall remove snow, including drifts or piles, from all remaining paved surfaces such as roads, parking lots, as shown on the map. 1.1.4.1. The snow in Priority 1 areas (Main entrance from Broad Rock Blvd around the station. Clearing Lots 1A and 2A and Access for staff/patient to walk into main entrance shall be removed when accumulation exceeds one (1) inch or after snowfall stops. Snow and ice removal for Priority 1 areas must be accomplished within twenty-four (24) hours. 1.1.4.2. For areas identified as Priority 2 (All other lots listed on Attachment B except Priority 1 areas) the contractor shall remove snow when accumulation reaches 3 inches. This may require multiple snow/ice removals each day. Snow and ice removal for Priority 2 areas must be accomplished within six (6) hours of notification. 1.1.5. Snow and Ice Disposal. When snowfall is heavy or accumulations become excessive, the contractor shall place excess snow in disposal points pre-designated by the COTR. Contractor may be required to remove snow from VAMC grounds due to space limitations and/or safety considerations. Removal process shall consist of clearing roadways and parking spaces to ensure safe usage. 1.1.6. Chemical Treatment. Contractor is responsible for the chemical treatment of parking lots and roadways on the VA property. The contractor shall provide, maintain, and place Ice Melt or any other de-icing product to prevent slipping and falling. 1.1.7. The contractor shall dispose of all trash and debris related to snow removal and chemical treatment. 2.1. GOVERNMENT FURNISHED PROPERTY AND SERVICES. N/A 3.1. GENERAL INFORMATION. Calls to the contractor will be made as needed by the COTR, Chief Environmental Management Service (EMS). 4.1. PERFORMANCE REQUIREMENTS SUMMARY Performance ObjectiveSOW ParaPerformance Threshold Remove Snow & Ice. Ensure paved/concrete areas are safe for vehicle and/or pedestrian traffic. Ensure areas are completely removed of snow and ice; and adequate deicing materials are in-place and applied.1.1.4.-1.1.7.Areas are safe for pedestrian traffic and for driving. 5.1. CONTRACT PERFORMANCE MONITORING. 5.1.1. The COTR shall be the VAMC official responsible for monitoring contract compliance. Monitoring mechanisms shall include verifying that the contractor has completed all written documentation, monitoring sign-in/sing-out sheets, verifying that invoices are being billed according to the terms of the contract. 5.1.2. The Contracting Officer will maintain a log in the contract file relative to problems or Complaints associated with this contract. This log will document that mutually agreeable resolutions were reached regarding each issue in a timely manner. 6.1 Dates of service shall be the date of award through December 31, 2012. Place of performance is the Richmond VA Medical (VAMC), 1201 Broad Rock Boulevard, Richmond Virginia 23249. 7.1. TORT CLAIMS Contractor employees are not covered by the Federal Tort Claims Act. When a Contractor employee has been identified as a provider in a tort claim, the Contractor employee is responsible for notifying the Contractor's legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor employee's action or non-action is the responsibility of the Contractor and/or insurance carrier. 8.1. QUALITY CONTROL The Contractor shall develop a Quality Assurance Plan (QAP) which will provide the Contractor's strategy for monitoring performance internally, providing performance information to the Government, and reporting in compliance with the PWS. Within the QAP, the Contractor shall propose and maintain an established reporting system to promptly notify VA of any problems, issues, risks, or concerns with workflow performance, programmatic improvement, security, and schedule adherence. Quality control is the exclusive responsibility of the Contractor. The work performed under this contract shall be subject to evaluation by the COTR/CO via the Quality Assurance Surveillance Plan (QASP) located in Attachment D. 9.1. BILLING AND PAYMENT Invoices shall be submitted monthly, in arrears, and shall include at a minimum: Date of invoice Contract Number Purchase Order Number Vendor Name Invoice Number CLIN Date of service Any Travel (including supporting documentation/receipts for all charges) 10.1. CONTRACT ADMINISTRATION Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Contracting Officer located at the Hampton Veterans Affairs Medical Center, Hampton, Virginia is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract. The COTR shall be responsible for the overall technical administration of this contract as outlined in the COTR Delegation of Authority. IN THE EVENT THE CONTRACTOR EFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF Points of Contact Contracting Officer (CO) Eugene B. Coleman, Sr Department of Veterans Affairs National Contracting Activity Building 27 100 Emancipation Drive Hampton, VA 23667 757-315-3936 Fax: 757-728-3132 Eugene.Coleman2@va.gov ? 11. FAR 52.212-1, Instructions to Offerors -- Commercial Items (Jun, 2008), applies to this acquisition. 12. FAR 52.212-2, Evaluation - Commercial Items (Jan, 1999), applies to this acquisition. Paragraph (a) is hereby completed as follows: The Government will award a firm fixed priced contract on the basis of the lowest evaluated price of the proposals meeting or exceeding the acceptability standards for non-cost factors. The following factors shall be used to evaluate offers: a) Technical understanding of the requirement (provide a detailed description, to include proposed equipment, of how your company will meet all of the contract requirements) b) Past performance. Identify all federal, state, and local government contracts as well as any private/commercial contracts of similar scope, size, complexity that are ongoing or have been completed within the last three years c) Price - Per the schedule the basis of pricing should be determined on lane miles of primary and secondary roads; square feet of parking lots and linear feet of sidewalks cleared of snow and/or ice. Additionally, the pricing should be broken down to consider actual snowfall in inches. For example: The price to remove less than three inches, three to six inches, six to nine inches, etc. Actual snowfall will be determined by consideration of snowfall for the entire area; however, the Contracting Officer' Technical Representative will have final determination based upon local weather data as reported on local television stations or by the National Weather Service. 13. The offeror must submit a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (April 2011), with its quote. An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (o) of this provision. 14. The clause at FAR 52.212-4, Contract Terms and Conditions - Commercial Items (Jun, 2010), applies to this acquisition.. The following clauses also apply: 52.216-18 ORDERING (OCT 1995) 52.216-19 ORDER LIMITATIONS (OCT 1995) 52.216-22 INDEFINITE QUANTITY (OCT 1995) 15. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Apr, 2011) applies to this acquisition. The following clauses under subparagraph (b) apply: (15 U.S.C. 657f). 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). 52.237-1 -- Site Visit 16. The following VAAR clauses are also applicable to this acquisition: 852.203-70 Commercial Advertising (Jan,2008) 852.237-70 Contractor Responsibilities 17. Offerors must submit all questions concerning this solicitation in writing to the Contract Specialist. Questions must be received no later than 12:00 PM, DECEMBER 22, 2011. 18. Quotes are required to be received by the Contract Specialist electronically via email no later than 4:00 P.M. EST on DECEMBER 27, 2011. All quotes must be emailed to Eugene.Coleman2@va.gov. ? Attachment B Priority Area 1 1. Primary/Main Roads: Broad Rock Blvd entrance and 2.3 lane miles around VA Complex 2. Broad Rock Blvd street entrance and main VA Complex Road 3. Parking Lot 1A and 2A 4. Access for Staff/patients to walk into Main Entrance Priority 2 1. Secondary Roads 2. Following Parking Lots: Lot #/NameSquare footage Linear distance of roadwaystotal (ft)total (mi) 1123088 120562.28 234342 segments (ft) 326066 786 466585 141 550364 123 677090 156 724800 276 875535 157 976541 21 1072518 564 1157300 118 1420354 239 1569445 310 Valet42958 820 Fisher8651 98 Bldg 50741936 282 Bldg 5096522 537 Warehouse Area50850 354 Bldg 50126569 379 --------------------------------- 276 Total951514sq ft 717 Roadways Note: Calcium Chloride and sand may be used by the contractor to clear ice from roads and provide traction; however, this should be incorporated into the pricing provided above. MAP RICVAMC Attachment C: Attachment D QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) The contractor shall be evaluated in accordance with the following QASP. For: VAMC Richmond Contract Number: Contract Description: Snow Removal Services Contractor's name: 1. PURPOSE This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following: "What will be monitored? "How monitoring will take place? "Who will conduct the monitoring? "How monitoring efforts and results will be documented? This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government's responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a "living document" and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities. 2. GOVERNMENT ROLES AND RESPONSIBILITIES The following personnel shall oversee and coordinate surveillance activities. a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance. ? Assigned CO: Eugene B. Coleman, Sr. Department of Veterans Affairs, VISN 6 Network Contract Activity 100 Emancipation Drive Hampton, VA 23667 b. Contracting Officer's Technical Representative (COTR) - The COTR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor's performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. Assigned COTR: TBD c. Other Key Government Personnel - 3. CONTRACTOR REPRESENTATIVES The following employees of the contractor serve as the contractor's program manager for this contract. a. Program Manager - b. Other Contractor Personnel - Title: ? 4. PERFORMANCE STANDARDS Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The performance standards listed below shall be used to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). IDIndicatorStandardAcceptable Quality LevelMethod of SurveillanceIncentive/Disincentive 1Remove Snow & Ice. Ensure paved/concrete areas are safe for vehicle and/or pedestrian traffic. Ensure areas are completely removed of snow and ice; and adequate deicing materials are in-place and applied that meet the requirements of SOW Para. 1.1.- 1.1.7.The Contractor shall comply with all environmental and hazardous laws, regulations and directives. Areas are safe for pedestrian traffic and for driving.95% COTR/CO verification of timely completion of services; 100% Inspection of Completed Work. COTR/CO documentation of service failures.Positive Past Performance Rating 5% deduction from monthly invoice for failure to meet AQL 5. INCENTIVES The Government shall use Exercise of Option Period and past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards. 6. METHODS OF QA SURVEILLANCE Various methods exist to monitor performance. The COTR shall use the surveillance methods listed below in the administration of this QASP. A. DIRECT OBSERVATION. Can be performed periodically or through 100% surveillance B. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.) C. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.). d. RANDOM SAMPLING. Contract employee files will be randomly selected for review of evidence of training, background investigation, random drug testing, and driving record reviews. 7. RATINGS Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used: Positive outcome: No more than 1incident of not meeting the performance standard during the period of performance Neutral outcome: No more than 3incidents of not meeting the performance standard during the period of performance Negative outcome: More than 3 incidents of not meeting the performance standard during the period of performance. 8. DOCUMENTING PERFORMANCE a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COTR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COTR shall document the discussion and place it in the COTR file. When the COTR determines formal written communication is required, the COTR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COTR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. ? 9. FREQUENCY OF MEASUREMENT a. Frequency of Measurement. During contract performance, the COTR will periodically analyze whether the frequency of surveillance is appropriate for the work being performed. b. Frequency of Performance Assessment Meetings. The COTR shall meet with the contractor as needed to assess performance and shall provide a written assessment. _____________________________ Signature - Contractor Program Manager DATE: ______________________ _____________________________ Signature - Contracting Officer's Technical Representative DATE: ______________________
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/HaVAMC/VAMCCO80220/VA24612Q0544/listing.html)
 

Document(s)

Attachment
 

File Name: VA246-12-Q-0544 VA246-12-Q-0544.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=281075&FileName=VA246-12-Q-0544-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=281075&FileName=VA246-12-Q-0544-001.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: Hunter Holmes McGuire Veterans Affair Medical Ctr.;1201 Broad Rock Boulevard,;Richmond Virginia 23249

Zip Code: 23249
 

Record

SN02638217-W 20111215/111213234415-4e3d1d2c65c17a00dd60915e0ccedd0e (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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