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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 27, 2013 FBO #4172
DOCUMENT

S -- Miles City Ground Maintenance - Attachment

Notice Date: 4/25/2013
Notice Type: Attachment
NAICS: 561730 — Landscaping Services
Contracting Office: Department of Veterans Affairs;Network Contracting Office;NCO 19;4100 E. Mississippi Avenue, Suite 900;Glendale CO 80246
ZIP Code: 80246
Solicitation Number: VA25913Q0536
Response Due: 4/22/2013
Archive Date: 5/22/2013
Point of Contact: Ian Boettcher
Small Business Set-Aside: Total Small Business
Description: 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. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number for this requirement is VA-259-13-AP-1551 and is hereby issued as a Request for Proposal (RFP). The VISN 19 Rocky Mountain Acquisition Center, NCO 19, 4100 E Mississippi Ave. Glendale, Colorado 80246, on behalf of the Montana Healthcare System, Miles City Facility, 210 South Winchester Avenue, Miles City, MT 59301, has a requirement for the following service: A base period and four 1-year possible options for On-Site Grounds Maintenance. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-64 effective January 18, 2013. The North American Industry Classification System (NAICS) code is 561730-Landscaping Services and the small business size standard is $7.0 million. This procurement will be a 100% Small Business Set-Aside. The Government intends to issue a firm fixed price contract or multiple awards to the responsible Offeror(s) whose proposal technically acceptable conforms to the solicitation. Only technically acceptable offers will be considered. The Government intends to evaluate offers and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government. All interested parties must bid on all items. Provide a price quote for each of the following CLINS and total price (fill in the blanks). PRICING FOR: CLINS Descriptionqty./UnitPrice per monthTotal Base Year CLIN 0001 1 Jun 2013 to 31 May 2014Provide all transportation, equipment, supplies and services needed and perform Grounds Maintenance in accordance with the Performance Work Statement.12/months$_____________$_____________ Option Year 1 CLIN 1001 1 Jun 2014 to 31 May 2015Provide all transportation, equipment, supplies and services needed and perform Grounds Maintenance in accordance with the Performance Work Statement.12/months$______________$_____________ Option Year 2 CLIN 2001 1 Jun 2015 to 31 May 2016Provide all transportation, equipment, supplies and services needed and perform Grounds Maintenance in accordance with the Performance Work Statement.12/months$______________$_____________ Option Year 3 CLIN 3001 1 Jun 2016 to 31 May 2017Provide all transportation, equipment, supplies and services needed and perform Grounds Maintenance in accordance with the Performance Work Statement.12/months$______________$_____________ Option Year 4 CLIN 4001 1 Jun 2017 to 31 May 2018Provide all transportation, equipment, supplies and services needed and perform Grounds Maintenance in accordance with the Performance Work Statement.12/months$______________$_____________ Total $_____________ PERFORMANCE WORK STATEMENT FOR GROUNDS MAINTENANCE SERVICES Miles City Montana 1. DESCRIPTION OF SERVICES. The VA Montana Health Care System, Miles City facility, has a need for a vendor to supply grounds maintenance services at their 9.8 acre campus. The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at VA Montana Health Care Facility Miles City in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. 1.1. MAINTAIN IMPROVED GROUNDS. 1.1.1. Mow Improved Grounds. Grass shall be cut on approximately 9.8 acres of improved grounds as indicated in Appendix B. Grass clippings shall be removed when visible after mowing. Contractor shall maintain the growth of grass height on improved grounds between 1 to 4 inches depending upon the type of grass. The height is a guideline for a neat and professional appearance. All improved grounds shall look well manicured at all times. 1.1.2. Edging. Sidewalks, driveways, curbs, and other concrete or asphalt edges located in the improved grounds areas shall be edged at least every other mowing. Areas that require edging are shown in Appendix B. Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs within.5 inch of the edged surface and to a depth of 2.0 inches. This work involves approximately 17,263 linear feet of sidewalks, driveways, and curbs in areas indicated in Appendix B. 1.1.3. Trimming. Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles. Trimming height shall match surrounding area grass heights. This task involves all improved grounds as shown in Appendix B. All areas shall be trimmed concurrent with mowing. Damage to trees, shrubs, property, and sprinkler systems from trimming shall be repaired by the contractor at no additional cost to the Government. If a plant should die or become unhealthy due to damage, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days of noticed damage. 1.1.4. Irrigation. Irrigation will be accomplished using the Government installed Automated system. The contractor shall not adjust or tamper with irrigation system. The Contractor shall monitor and report any abnormalities to the onsite Building Manager or COR. The contractor shall provide watering hoses and portable watering devices for irrigating areas that do not have sprinkler systems. 1.1.5. Remove Debris/Police Grounds and Empty Trash Receptacles. The contractor shall perform general litter patrol in all areas identified in Appendix B. Responsibilities shall include, but not be limited to, the removal and disposal of all natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. Contractor shall police areas 2 days per week and empty trash receptacles. During the fall months, fallen leaves shall be removed weekly from the entire campus indicated in Appendix B. At other times leaves shall be removed as necessary. Dispose of all debris at an off-base location in accordance with existing local, state, and federal regulations. 1.1.6. Repair Damaged Areas. Areas damaged by contractor vehicles, erosion, drought or insect/diseases shall be seeded, sprigged, or sodded to meet the standards of surrounding areas. Other than lawn areas will be repaired to match the surrounding area. Tree removal shall be accomplished if a tree is killed by insects and a sapling of similar type planted. 1.1.7. Apply Fertilizer and/or Lime. The contractor shall perform an effective commercial fertilizer/lime application program for all improved grounds. Approved fertilizers/lime shall be applied in accordance with the manufacturer's instructions and local and State law. Before application, evidence of training and certification along with MSDS must be presented to the COR. The type and amount or fertilizer or lime applied shall be based on results of a soil test such tests are the responsibility of the contractor. Fertilizer shall be applied once per year. 1.1.8. Perform Pest Identification and Control. During performance of grounds maintenance services, the contractor shall identify pests and perform pest control. The contractor shall develop an Integrated Pest Management Plan (IPM) for approval. The IPM plan will require the contracting officer's approval. The contractor's IPM plan shall establish the strategy and methods for conducting a safe, effective, and environmentally sound pest management program. Treatment of pests that may damage any portion of grounds shall be in accordance with federal, state regulations. Any pesticides shall be applied by Montana certified personnel. Contractor shall plan for any typical scenario of ants, rats, mice, aphids etc. for 9.8 acres. 1.1.9. Aerate Soil. Aerate soil on 9.8 acres of improved grounds to maintain grounds in a healthy state. 1.2. EMERGENCY AND SPECIAL EVENT SERVICES. Upon notification by the contracting officer through the issuance of a delivery order, the contractor shall perform emergency or special event grounds maintenance required in areas covered under this contract. Upon notification of an emergency, the contract manager shall respond within three (3) hours to meet with the contracting officer and COR and initiate emergency services. Upon receiving direction by the contracting officer, contractor personnel shall begin emergency work within two hours. The contracting officer will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. 1.3. VEGETATION CONTROL. 1.3.1. Perform Vegetation Control. The contractor shall maintain selected semi-improved grounds to prevent fire hazards or for security reasons. Vegetation in these areas, shown in Appendix B, shall be mowed to remain between 4 and 12 inches. 1.4. MAINTAIN TREES/SHRUBS/HEDGES. Trees shall be sprayed once per year in early spring. 1.4.1. Trimming/Pruning. Contractor shall prune trees in improved and semi-improved areas on a 3 to 5 year pruning cycle. Pruning shall be accomplished in accordance with industry (ANSI Z133.1 - 1994) standards. Class II medium pruning shall be used in general on all trees. Class IV pruning shall be used only for lifting, removal, and/or cutback of branches that conflict with normal traffic or safety in the vicinity of the trees. Minimum safety clearance is 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings. Other trees shall be pruned on an as-required basis to provide safety, clearances and/or to prevent structural damage. Topping and de-horning shall not be permitted. Trimming/pruning of trees around utility poles/power lines is the responsibility of the contractor. Notify the COR when trimming/pruning around utility poles/power lines is needed. Shrubs, small trees, and other plants shall be maintained according to the American Society of Landscape Architect's standards. They shall be pruned as required to maintain their natural growth characteristics. Shrubs and small trees shall be trimmed and pruned to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Broadleaf evergreens and flowers beds shall be pruned annually or as required maintaining clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions. Contractors shall use ladders and/or boom trucks as needed. 1.4.2. Maintain Bedding and Planted Areas. Fertilize, water, edge, eliminate weeds, maintain mulch, and repair or replace damaged plants in shrub and plant beds as identified in Appendix A. All weeds shall be removed or eradicated manually or mechanically, but not chemically. 1.5. MAINTAIN IRRIGATION SYSTEM: The contractor shall monitor and report any abnormalities of all water control devices and irrigation systems. The contractor shall ensure that the systems are in good working order and in operating condition at all times. Appendix C indicates the irrigation system where the contractor's responsibility of insuring that all sprinkler heads are working and free and clear of obstructions. The contractor shall replace any sprinkler head that is broken or malfunctioning. The contractor shall not alter, tamper, or adjust watering times. Any changes to the watering schedule shall be coordinated with the COR. 1.6. PERFORM SNOW/ICE REMOVAL. 1.6.1. Basic Services. The contractor shall remove snow and ice from all paved areas, sidewalks, steps, stairs, landings, and entrance ramps as shown in Appendix A and B. 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 drift or piles, from all remaining paved surfaces such as roads and parking lots as shown on the map in Appendix B. The Snow in walkways and entrances shall be removed when accumulation exceeds one (1) inch or within one (1) hour after snowfall stops. For areas identified as Parking and Roadways, the contractor shall remove snow when accumulation reaches 3 inches or within 2 hours after the snowfall stops. This may require multiple snow/ice removals each day. When snowfall is heavy or accumulations become excessive, the contractor must place excess snow in accumulation points identified in Appendix B. 1.6.1.1. Remove Ice. The contractor shall immediately remove ice to provide secure footing or safe driving conditions by the snow removal operation or by sanding with washed sand. The contractor will provide all sand material and shall remove and dispose of excess sand accumulation. The contractor shall use only non-hazardous Ice Melt, which will be provided by the contractor. 2. SERVICE DELIVERY SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Performance ObjectiveSOW ParaPerformance StandardAQL Mow Improved Grounds 1.1Grass is maintained within proper height. Sod is healthy and looks well maintained.No more than two violations per month Edging 1.1.2Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs withinNo more than two violations per month Trimming 1.1.3Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles.No more than two violations per month and no more than two situations where damage has accrued. Remove Debris/Police Grounds and Empty Trash Receptacles 1.1.5Removal and disposal of all natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris and empty trash receptacles.No more than two violations per month. Trash overflow and debris sitting for more than two days. Repair Damaged Areas. 1.1.6Areas damaged by contractor vehicles, erosion, drought or insect/diseasesRepairs not completed within five business days. Perform Vegetation Control 1.3.1Maintain selected semi-improved grounds to prevent fire hazards or for security reasons.No more than two violations per month where shrubs, bushes, or debris are unsightly and not meeting fire and security standards. Maintain Bedding and Planted Areas.1.4.2Fertilize, water, edge, eliminate weeds, maintain mulch, and repair or replace damaged plants in shrub and plant bedsNo more than two monthly violations where bedding and planted areas are unsightly. Maintain Irrigation System1.4.2Ensure that the systems are in good working order and in operating condition. Replace any sprinkler head that is broken or malfunctioning.Broken sprinkler heads not repaired within two days. System errors not reported within 48 hours. Snow Removal1.6.1Remove snow IAW 1.6No more than one monthly violation where snow was not removed IAW with section 1.6 Ice Removal1.6.1.1Ice RemovalNo slips trips or falls due to ice on a walkway or entrance Performance ObjectiveSOW ParaPerformance StandardAQL Security 4.4Uniforms that clearly identifies staff as the servicing contractor. Daily check in with the Building ManagerNo more than two violations per month where staff not wearing proper uniforms and not checking in with the Building Manager. Special Qualifications 4.5Personnel assigned to dispense fertilizers, herbicides, and pesticides shall be trained and certified in accordance with local, State, and Federal policies.No more than one violation per month where Contractor did not properly train, certify, and report the use of Hazardous material. Communication 4.6Communication between the Contractor, Contracting Officer, and Contracting Officers Representative (COR)No more than two violations per month where the contractor delays communication longer than 24 hours. Housekeeping 4.7Shall not bring to, park on, or store excess equipment or supplies on the Miles City campus. Shall not use this facility as a staging area for other non VA contracts. Areas shall be kept neat and clean at all times. All equipment shall be maintained in a manner that is orderly and in good repair.No more than one violation per month where the contractor needs to be reminded to follow this requirement. Hazardous Material and Hazardous Waste Management 4.8Managing all hazardous material used for this contract in accordance with Local, State, and Federal regulations. MSDSs shall be current and identify all chemicals used for this contract. MSDSs shall be kept in a binder and ready for inspection on site at all times. Contractor shall respond to hazardous spills created by their staff and equipment immediately. Clean up shall be accomplished in accordance with Local, State, and Federal regulations.No violations where the contractor failed to comply with this section. Did not respond to a hazardous spill by owned equipment or staff within 2 hours. Missing or not updated MSDS binder. 3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. See Appendix C for Government Furnished Property 4. GENERAL INFORMATION. 4.1. Quality Control. The contractor shall develop, submit for contracting officer approval, and maintain a quality program to ensure grounds maintenance services are performed in accordance with established standards of Professional Grounds Management Society (PGMS), National Arborist Association, American Society of Landscape Architects, and the local county extension office. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Delivery Summary. 4.2. Quality Assurance. The government will periodically evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan. See Appendix D. 4.3. Hours of Operation. Contractor shall perform grounds keeping operations Monday through Friday between the hours of 7:30 am and 4:30 pm. Grounds keeping shall not be accomplished on weekends or holidays. Snow and Ice removal shall be accomplished at any time as per the specifications listed in section 1.6 4.4. Security Requirements. Contractors shall be in a uniform that clearly identifies them as the servicing contractor. The onsite Project Manager shall check in with the Miles City VA Building Manager first thing each service day. 4.5. Special Qualifications. All contract personnel assigned to dispense fertilizers, herbicides, and pesticides shall be trained and certified in accordance with local, State, and Federal policies. 4.6. Communication. Communication between the Contractor, Contracting Officer, and Contracting Officers Representative (COR) shall be performed electronically through email and verbally in person or over the phone. The Contractor shall establish an administrative process that allows for electronic communication and records management. All invoices shall be electronically transmitted using the web based Department of Veterans Affairs Electronic Invoicing application. All reports and submittals shall be transmitted via email to the COR. 4.7 Contractor Assigned Areas and Housekeeping. Contractor shall not bring to, park on, or store excess equipment or supplies on the Miles City campus that do not support the maintenance of this facility. The Contractor shall not use this facility as a staging area for other non VA contracts. All Contractor assigned areas shall be kept neat and clean at all times. All equipment shall be maintained in a manner that is orderly and in good repair. Spilt oil and fuel shall be cleaned up immediately and disposed of in accordance with Local, State, and Federal Laws. 4.8 Hazardous Material and Hazardous Waste Management. Contractor shall be responsible for managing all hazardous material used for this contract in accordance with Local, State, and Federal regulations. Contractor shall train all assigned staff in proper management and spill response. MSDSs shall be current and identify all chemicals used for this contract. MSDSs shall be kept in a binder and ready for inspection on site at all times. Contractor shall respond to hazardous spills created by their staff and equipment immediately. Clean up shall be accomplished in accordance with Local, State, and Federal regulations. 5. APPENDICES. A. Estimated Workload Data B. Site Plans C. Government Furnished Property/Services/Equipment D. Quality Assurance Surveillance Plan APPENDIX A ESTIMATED WORKLOAD DATA ITEM NAMEESTIMATED QUANTITY 1Pest Control Program12Months 2Improved Grounds9.8Acres 3Vegetation Control.5Acres 4Edging12000Lineal feet 5Trimming6000Lineal feet 6Maintain Bedding Areas and flower beds20Square yards 7Prune trees 207Each 8Snow/Ice Removal Of: 8aRoads7253Square yards 8bParking lots22668Square yards 8dSidewalks4604Square yards 8eEntrance with Stairs and landings9Each 8fRamps2Each 9Areas without Irrigation Systems that require manual watering techniques(Requires Contractor Watering).2Acres 10Police grounds9.8Acres 11Aerate soil9.8Acres 12Fertilized and add soil amendments9.8Acres 13Special events and emergencies5Units 14Exterior Trash Receptacles4Each APPENDIX C GOVERNMENT FURNISHED PROPERTY/SERVICES/EQUIPMENT POSSIBLE ITEMS ARE: 2 Equipment Parking Spaces 1 Garage Area approximately 400 square feet APPENDIX D QUALITY ASSURANCE SURVEILLANCE PLAN Quality Assurance Surveillance Plan (QASP) For Veterans Administration Montana Healthcare System Miles City Grounds Keeping Contract Number: TBD upon award of contract Contract Description: Montana Healthcare System VISN 19 Grounds Keeping Services contract servicing Miles City. This quality assurance surveillance plan (QASP) sets forth the procedures and guidelines that will be used to ensure the required performance standards or service levels are achieved by the contractor. INTRODUCTION 1.1.Purpose. The role of the government in quality assurance is to ensure contract standards are achieved. The purpose of the QASP is to identify the methods and procedures the government will use to evaluate contractor actions while performing the requirements in the Performance Work Statement (PWS). It is designed to provide an effective surveillance method by monitoring contractor performance for each listed performance objective in the Performance Requirements Summary Grounds Keeping Services contract. 1.1.1.The QASP provides a systematic method to evaluate the services the contractor is required to furnish. The QASP is based on the premise the government desires to maintain a quality standards for Grounds Keeping services and that a service contract is the best means of achieving that objective. 1.1.2.The QASP has been developed by the requiring activity. It is designed to provide direction to personnel performing contract surveillance activities. Personnel surveying the contract terms and conditions and SOW requirements will periodically review the QASP throughout the life of the contract. 2.0.ROLES AND RESPONSIBILITIES. 2.1.Contracting Officer Representative (COR). The COR is responsible for quality assurance guidance and to ensure that contract quality requirements, provision, standards, and thresholds are defined, practical, enforceable, necessary, and verifiable. 2.1.1. The COR evaluates and documents contractor performance in accordance with the QASP and PWS. 2.1.2. The COR notifies the Contracting Officer of any significant performance deficiencies. 2.1.3. The COR maintains surveillance documentation. 2.1.4.The COR recommends improvements to the QASP and PWS throughout the life of the contract. 2.2.Contracting Officer (CO). The Contracting Officer is responsible to safeguard the interests of the United States in contractual relationships. Only the contracting officer is authorized to bind the government and then, only to the extent of the authority delegated to them through the issuance of a warrant. 2.2.1. The CO delegates authority for inspection and/or acceptance in accordance with terms of the contract. 2.2.2. The CO informs the contractor of the names, duties, and limitations of authority for all quality assurance personnel assigned to the contract. 3.0.DESCRIPTION OF SERVICES 3.1. Scope of Work. The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items necessary to provide Grounds Keeping Services as defined in the Performance Work Statement (PWS). 4.0.QUALITY REQUIREMENTS 4.1. Quality Control Program. The contractor, not the government, is responsible for management and quality control actions to meet the terms of the contract. 4.1.2The quality control program is the driver for quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a "self-correcting" contract is to ensure that the quality control program, approved at the beginning of the contract, provides the measures needed to lead the contractor to success. 4.1.3Once the quality control program is accepted, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program. 5.0.SURVEILLANCE 5.1. Surveillance Schedule. The Contracting Officer Representative (COR) will perform a surveillance visit once per month. 5.1.Surveillance Methods. This QASP will incorporate simplified surveillance methods as the approach to insure the contractor complies with the PWS requirements. Re-performance is the preferred method of correcting any unacceptable performance. 5.1.1.Site Visit Inspection. Monthly site visit inspection will be utilized for this surveillance method. The COR or appointed VA representative will conduct the survey. The COR or appointed VA representative will document the findings and notify the contractor. The COR will retain the inspection for the government's files. The contractor will be given one day to correct any deficiencies. 5.1.2.The COR will inform the Contractor of the deficiency and provide a copy of the report to be signed by the Contractor. 5.1.3.The Contractor shall return the document to the COR when the deficiency is corrected. The government will retain this document to ensure the contractor has taken appropriate action(s) to prevent the recurrence of defects. The COR will retain and file the document. Each month the COR will determine if performance is satisfactory or unsatisfactory based on the criteria in the Performance Requirements Summary. 5.1.4.Periodic Surveillance: On a monthly basis the COR or designated Representative will conduct an inspection of the facility using a surveillance checklist. 5.1.5.Inspection: Monthly the COR or designated Representative will conduct an inspection of the facility focusing on all areas of responsibility by the contractor. 5.1.6.Surveillance Team. The surveillance team consists of the following key players: Contracting Officer Representative, Contracting Officers, and Contract Administrators. 5.1.7.Unacceptable Performance. If the number of complaints/defects exceeds the performance threshold for any objective, the COR will determine the possible cause of this unacceptable performance. Government-caused complaints/defects shall not be counted against the contractor. The same applies to any other requirement of the contract when Government-caused complaints/defects are the cause of unacceptable contractor performance. If the contractor's performance is judged unacceptable for any requirement in the by COR, COR will inform the contractor's on-site representative, and request his or her signature and date of surveillance on documentation acknowledging notification. If the on-site contractor representative refuses to sign, COR personnel shall annotate on the documentation the date and time of notification and name of representative and his/her refusal to acknowledge. If the contractor disputes the results of surveillance, COR must refer the contractor to the contracting officer for resolution. 5.1.8. Revisions. Revisions to this QASP are the joint responsibility of the requiring activity and the contracting office. However as a result of partnering with the contractor, surveillance checklists may be revised jointly by COR personnel and contractor personnel. The contracting officer must approve the revisions in writing before being used by COR personnel. 6.DOCUMENTATION REQUIREMENTS. 6.1.1.The Contracting Officer Representative is responsible for maintaining a Surveillance Folder at a designated location. The following information should be contained in the Surveillance Folder: 6.1.2.QASP 6.1.3.Contractor's Quality Control Plan 6.1.4.Activity Log. A chronological log of the actions taken in the accomplishment of quality assurance. 6.1.5.Contract. Applicable portions of the contract and PWS, modifications, and delivery orders. 6.1.6.Appointment Letters and Training Certificates of the COR 6.1.7.Certification of Services Documentation 6.1.8.Surveillance Checklists 6.1.9.Quality Assurance Surveillance Schedules 6.1.10 Corrective Action Request Log 6.1.11 Corrective Action Requests 6.1.12 Monthly Surveillance Status Reports 6.1.13 Minutes/Memo's/Miscellaneous Correspondence SECTION 7 PERFORMANCE REQUIREMENTS SUMMARY (PRS) 7.1 Overview. This PRS summary identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The Government reserves the right to inspect all services called for in the contract to determine whether or not the performance objectives and goals were met. This PRS; 7.1.1Lists the performance objectives for the required service that the Government will survey. 7.1.2The absence of any contract requirement from the PRS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract including the clauses entitled "Inspection of Services" and "Default". 7.1.3Will be used as the baseline to develop a QASP. The QASP will identify the surveillance methods the Government will use to evaluate the contractor's performance. 7.1.3.1Surveillance methods may include: 7.1.3.2Periodic/Random Surveillance methods 7.1.3.3Methods of surveillance can change after contract award based on, but not limited to: a.Acceptance of a contractor QC plan. b.A partnering agreement which established the metrics to be used. c.Contractor performance. 7.2 Performance Evaluation. Performance of a service will be evaluated to determine whether or not it meets the performance threshold. Re-performance is the preferred method of correcting any unacceptable performance. The contractor shall provide the Government written response why the performance threshold was not met, how performance will be returned to acceptable levels, and how recurrence of the cause will be prevented in the future. 7.2 Performance Requirements Summary Performance ObjectiveSOW ParaPerformance StandardAQL Mow Improved Grounds 1.1Grass is maintained within proper height. Sod is healthy and looks well maintained.No more than two violations per month Edging 1.1.2Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs withinNo more than two violations per month Trimming 1.1.3Grass and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles.No more than two violations per month and no more than two situations where damage has accrued. Remove Debris/Police Grounds and Empty Trash Receptacles 1.1.5Removal and disposal of all natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris and empty trash receptacles.No more than two violations per month. Trash overflow and debris sitting for more than two days. Repair Damaged Areas. 1.1.6Areas damaged by contractor vehicles, erosion, drought or insect/diseasesRepairs not completed within five business days. Perform Vegetation Control 1.3.1Maintain selected semi-improved grounds to prevent fire hazards or for security reasons.No more than two violations per month where shrubs, bushes, or debris are unsightly and not meeting fire and security standards. Maintain Bedding and Planted Areas.1.4.2Fertilize, water, edge, eliminate weeds, maintain mulch, and repair or replace damaged plants in shrub and plant bedsNo more than two monthly violations where bedding and planted areas are unsightly. Maintain Irrigation System1.4.2Ensure that the systems are in good working order and in operating condition. Replace any sprinkler head that is broken or malfunctioning.Broken sprinkler heads not repaired within two days. System errors not reported within 48 hours. Snow Removal1.6.1Remove snow IAW 1.6No more than one monthly violation where snow was not removed IAW with section 1.6 Ice Removal1.6.1.1Ice RemovalNo slips trips or falls due to ice on a walkway or entrance Performance ObjectiveSOW ParaPerformance StandardAQL Security 4.4Uniforms that clearly identifies staff as the servicing contractor. Daily check in with the Building ManagerNo more than two violations per month where staff not wearing proper uniforms and not checking in with the Building Manager. Special Qualifications 4.5Personnel assigned to dispense fertilizers, herbicides, and pesticides shall be trained and certified in accordance with local, State, and Federal policies.No more than one violation per month where Contractor did not properly train, certify, and report the use of Hazardous material. Communication 4.6Communication between the Contractor, Contracting Officer, and Contracting Officers Representative (COR)No more than two violations per month where the contractor delays communication longer than 24 hours. Housekeeping 4.7Shall not bring to, park on, or store excess equipment or supplies on the Miles City campus. Shall not use this facility as a staging area for other non VA contracts. Areas shall be kept neat and clean at all times. All equipment shall be maintained in a manner that is orderly and in good repair.No more than one violation per month where the contractor needs to be reminded to follow this requirement. Hazardous Material and Hazardous Waste Management 4.8Managing all hazardous material used for this contract in accordance with Local, State, and Federal regulations. MSDSs shall be current and identify all chemicals used for this contract. MSDSs shall be kept in a binder and ready for inspection on site at all times. Contractor shall respond to hazardous spills created by their staff and equipment immediately. Clean up shall be accomplished in accordance with Local, State, and Federal regulations.No violations where the contractor failed to comply with this section. Did not respond to a hazardous spill by owned equipment or staff within 2 hours. Missing or not updated MSDS binder. PROCEDURES: Must conform to the Occupational Safety and Health Agency (OSHA); Environmental Protection Agency (EPA) and Hazardous Materials requirements and all applicable local, state and Federal Laws, regulations, codes and directives and industry standards. FAILURE TO PERFORM: When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the Contractors 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 COR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDR's may become a part of the supporting documentation for any contractual action deemed necessary by the CO. The Government shall also document Acceptable Performance. Any report may become a part of the supporting documentation for any contractual action. Reviewed By: ____________________ Requiring Activity ____________________ Contracting Officer GOVERNMENT PRIMARY POINTS OF CONTACT (POC's): Submit offers or any questions to the primary POC Ian Boettcher 303-504-2688 or email: Ian.Boettcher@va.gov DEADLINES: Submit questions and offers to the primary POC. All questions or requests for information must be in writing and are due by COB on May 6, 2013. It is acceptable to submit proposals by email NLT May 10, 2013 @ 4:00 P.M. MST. OTHER PERTINENT SUBMISSION INFORMATION: The proposal must list the Company name, address, DUNS number, CAGE code, Federal TIN, and point of contact to include phone number and email address. If you need to obtain or renew a DUNS number or CAGE code, please visit www.SAM.gov. Also, in order to be eligible for the award the company must be registered in SAM. Please send RFP to: Ian.Boettcher@va.gov PROVISIONS/CLAUSES: The following Federal Acquisition Regulation (FAR), provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: http://farsite.hill.af.mil): The provision at 52.212-1 Instructions to offerors- Commercial applies to this acquisition 52.212-2 Evaluation-Commercial Items (Jan 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, technical, past performance and price considered. The following factors shall be used to evaluate offers: BASIS OF AWARD: 1) The government intends to issue a firm fixed price contract or multiple awards to the responsible Offeror whose proposal conforms to the solicitation evaluation factors. EVALUATION FACTORS FOR AWARD: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the Offer that meets the technical aspects of the solicitation. Competing offeror's technical aspects will be evaluated as significantly more important than past performance and price considerations. The lowest price proposal may not necessarily be selected; likewise, the proposal receiving the highest technical rating may not necessarily be selected. Offerors who propose to perform the work for an unrealistically low price will not be considered for award. Where applicable, the techniques and procedures described under FAR 15.404-1 will be the primary means of assessing proposal reasonableness. An offeror's proposal shall represent the offeror's best efforts to respond to the solicitation. By submission of its offer, the offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. All such offers shall be treated equally except for their prices and performance records. Failure to meet a requirement may result in an offer being determined technically unacceptable. Offeror's must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The evaluation process shall proceed as follows: 1.Specialized experience and technical competence of the firm -Describe in detail the technical expertise of the firm, and how it relates to the project listed in the scope of work. Emphasize any specialized experience the firm has in grounds maintenance, pest control, and application of herbicides and pesticides. 2.Specialized experience and qualifications of personnel proposed for assignment to the project and record of working together as a team - Describe the education, training, and experience of your team, and supervisor as it relates to their ability to perform a job of this size and scope. 3.Professional capacity of the firm to perform work (including any specialized services) within the time limitations - Describe how the firm will establish and maintain communication with the assigned Contracting Officer and Contracting Officers Representative. Describe how the firm has the professional capacity to meet the VA time frames listed in the scope of work. Also, if relevant, highlight any potential limitations due to the firm's geographic location. If such geographic limitations exist, demonstrate how the firm intends to overcome those limitations. In addition, describe the firm's current workload, and any impact that may have on taking on absorbing a new project the scope. 4.Past Performance/References - All offerors shall provide completed past performance questionnaire with the names, addresses and phone numbers of at least one VA/Federal/State Government and two previous customers on jobs of similar size and scope within the past 2 years in order that the VA may assess the level of competence demonstrated on these jobs. All three references must provide a favorable reference check to the Government. a.Past performance regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement will be considered as highly as past performance information for the principal offeror. b.In evaluating past performance, the Government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this RFP. For each effort evaluated, a relevancy determination of the offeror's present and past performance, including joint ventures, subcontractors and/or teaming partners, will be made. In determining relevancy for individual contracts, consideration will be given to the effort, or portion of the effort, being proposed by the offeror, teaming partner, or subcontractor whose contract is being reviewed and evaluated. Relevancy will be assessed for contracts that are most similar to the effort, or portion of the effort, for which that contractor is being proposed, and may contribute to an overall higher relevancy determination for the offeror. The Government is not bound by the offeror's opinion of relevancy. The following relevancy definitions apply: VERY RELEVANT: Past/present performance programs involved essentially the same magnitude of effort and complexities this solicitation requires. RELEVANT: Past/present performance programs involved much of the magnitude of effort and complexities this solicitation requires. SOMEWHAT-RELEVANT: Past/present performance programs involved some of the magnitude of effort and complexities this solicitation requires. NOT RELEVANT: Past/present performance programs did not involve any magnitude of effort and complex. c.Recent past performance is defined as past performance on contracts within the last three years from the issue date of this solicitation. Past performance for contracts exceeding the timeframe for this definition of recent will be excluded from evaluation. d.If the lowest priced evaluated offer is judged to have a ?Substantial Confidence? performance rating, that offer represents the best value for the government and the evaluation process stops at this point. Award shall be made to that offeror without further consideration of any other offers. 5.Options - The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Offeror to include a completed copy of the provision at 52.212-3, Offeror Representation and Certifications-Commercial Items, Offeror must submit a completed copy of this provision with its proposal for the proposal to be considered. See https://orca.bpn.gov/ for online submittal); The clause at 52.212-4, Contract Terms and Conditions--Commercial Items; applies to this acquisition with following addendum: The following FAR clauses apply to this solicitation and are incorporated in full text: 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 calendar days. (End of Clause) 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 15 calendar days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 calendar 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 60 months. (End of Clause) 52.232-18-Availabilty of Funds (Apr 1984) Funds are not presently available for this contract. The Government's obligation under this contract 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 until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. (End of Clause) 52.232-19- Availability of Funds for the next Fiscal Year (Apr 1984) Funds are not presently available for performance under this contract beyond September 30, 2013. 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 September 30 each Fiscal Year, 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) The following FAR clauses apply to this solicitation and are incorporated by reference: 52.237-2- Protection of Government Buildings, Equipment, and Vegetation (Apr 1984), 52.237-3- Continuity of Services (Jan 1991), 52.228-5- Insurance-Work on a Government Installation (Jan 1997), 52.245-1 Government Property (Apr 2012), 52.245-9 Use and Charges (Apr 2012) The following VA Acquisition Regulation (VAAR) clause applies and is incorporated in full text: 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) 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 Utah and Colorado. 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) 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 Addendum to 52.212-4) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders-Commercial Items applies to this acquisition, the following clauses apply: FAR52.203-6, Restrictions on Subcontractor Sales to the Government (SEPT 2006), FAR 52.204-10 Reporting Executive Compensation & First Tier Subcontracts Awards (AUG 2012), FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended or Proposed for Debarment (Dec 2010), FAR 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011), FAR 52.219-8, Utilization of Small Business Concerns (Jan 2011), FAR 52.219-14, Limitations of Subcontracting (Nov 2011), FAR 52.219-28, Post Award Small Business Program Representation (Apr 2012), FAR 52.222.21, Prohibition of Segregated Facilities (Feb 1999), FAR 52.222-3, Convict Labor (JUN 2003), FAR 52.222-26, Equal Opportunity (MAR 2007), FAR 52.222-35, Equal Opportunity for Veterans,(SEP 2010), FAR 52.222-36, Affirmative Action for Workers with Disabilities (OCT 2010), FAR 52.222-37, Employment Reports on Veterans(SEP 2010), FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (Dec 2010), FAR 52.222.54, Employment Eligibility Verification (JUL 2012), FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011), FAR 52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008),FAR 52.232-34 Payment By Electronic Funds Transfer-other than Central Reference.
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Document(s): Attachment; File Name: VA259-13-Q-0536 VA259-13-Q-0536.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=723333&FileName=VA259-13-Q-0536-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=723333&FileName=VA259-13-Q-0536-000.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: VA Montana Healthcare System;Miles City Facility;210 S Winchester Ave;Miles City, MT; Zip Code: 59301
Record: SN03045832-W 20130427/130425234820-20a8e7ed23e53cb97d7a65016bb3dc95 (fbodaily.com)
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