SOLICITATION NOTICE
S -- Snow and Ice Removal (Memphis)
- Notice Date
- 4/26/2022 12:16:40 PM
- Notice Type
- Presolicitation
- NAICS
- 561210
— Facilities Support Services
- Contracting Office
- 249-NETWORK CONTRACT OFFICE 9 (36C249) MURFREESBORO TN 37129 USA
- ZIP Code
- 37129
- Solicitation Number
- 36C24922Q0312
- Response Due
- 4/27/2022 8:00:00 AM
- Archive Date
- 05/27/2022
- Point of Contact
- Robert Belisle, CONTRACT OFFICER, Phone: 615-225-6337
- E-Mail Address
-
robert.belisle1@va.gov
(robert.belisle1@va.gov)
- Small Business Set-Aside
- SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- Awardee
- null
- Description
- PERFORMANCE WORK STATEMENT Snow and Ice Removal MEMPHIS VA MEDICAL CENTER, MEMPHIS, TN I. Description: The Contractor shall provide all labor, equipment, tools, materials, and supervision necessary to remove snow and ice from roadways, parking lots, sidewalks, steps, ramps, landings, crosswalks, and entry ways, this shall include salting/sanding specified areas., Failure will affect patients, employees, visitors, and customers at this main facility. Title of Project: Snow and Ice Removal at Memphis VA Medical Center Scope of Work: The Contractor shall provide all labor, equipment, tools, materials, and supervision necessary to remove snow and ice from roadways, parking lots, sidewalks, steps, ramps, landings, crosswalks, and entry ways, this shall include salting/sanding specified areas., Failure will affect patients, employees, visitors, and customers at this main facility. Detailed work: Firm fixed price indefinite delivery indefinite quantity base period with four (4) one (1) year options. The contractor Shall remove snow and ice by plowing, blowing, brushing, sweeping, shoveling, or other suitable means not harmful to the traffic surface as necessary to produce and maintain safe passage of pedestrians and vehicles. The contractor shall apply sand, salt, etc., to treat the existing or developing unsafe conditions to produce safe passage of pedestrians and vehicles. The materials used by the Contractor shall not be damaging to the surface receiving the materials. All equipment used and stored, including all materials used and stored, and all removal methods used to displace snow and ice from surfaces shall be done in such a manner as to not cause damage to grass (turf), landscaping, trees, shrubs, vehicles, structures, fixtures, and people. Pertinent codes and regulations shall be adhered to such as EPA, NFPA, OSHA, etc. Snow and ice shall be placed in piles/ or in open top dumpsters at designated locations specified by the VAMC MEMPHIS. The contractor may be asked to haul snow away from VA property. The contractor shall mobilize and report within (4) hours from the time of notification by the facility rep. or designee to treat traffic surfaces and action shall be continuous until treatment is no longer necessary as directed by the COR of facility representative. Notification can occur at any time, 24 hours a day, seven (7) days a week, including Holidays. A call to the contractor may request to pre-salt specified areas when there is a forecast of snow or ice. All work shall be performed in the order prescribed by the facility rep using a checklist and plot plan. The order of work may vary from one snowfall to the next. In the event of special circumstances, i.e., the snow turning to rain or freezing rain making removal effects ineffective, permission may be sought from the rep or designee to discontinue the plowing or the de-icing or both. At that time the rep will contact the Chief Engineer and executive management. Each snow/ice abatement call requires the inspection and acceptance of the rep or designee upon completion before payment for that work can be authorized. Walks and roadways shall have de-icing materials applied by a spreader-sander. De-icing materials shall be applied to steps and landings by hand. Entry ways and ramps shall receive de-icing materials by hand or spreader as dictated by ease of access. Application by any method shall not be of a clumping effect. All fire hydrants/fire lanes shall be kept clear of ice /snow and obstructions. All bus stops shall be kept clear of ice/snow and obstructions. Excessive buildup of sand and debris which may cause unsafe passage of pedestrians and vehicle shall be removed within one (2) hour from the time the contractor is notified by the COR or designee. Roadway entrances / exists, bus stop passageways, sidewalks, and walkways obstructed by state and city snow plowing operations shall be kept clear by the contractor. Snowmelt material shall be comparable to that used by facility if the contractor must supply it. Equipment used shall be comparable to that used by the facility if the contractor must supply it. Equipment used shall be comparable to that used by the VAMC MEMPHIS in the past. Review of equipment included in the walkthrough. Example: Tractor 18 horsepower, 51 rotary broom, 54 front blade; front loader-44 horsepower, 54 bucket; dump truck with sander and blade truck CVWR 11000, DUMP BOX 2-3CU YD., SANDER 2-3CU, Y., blade 8ft. etc. Facility will not provide any storage space for ice and snow removal equipment-Only pre-staging of equipment. The contractor will check in with the facility upon arrival to do snow removal, check out the key and gate card assigned. Whenever the work requires the contractor to gain temporary access to government-controlled spaces, the maintenance & repair supervisor or maintenance & operations engineer will issue necessary keys/cards to the contractor. The keys/cards issued are and remain government property. The contractor or his representative will be required to sign in receipt of any keys/cards issued and is responsible for returning them to the Facility Management Engineer. At the end of each event, the contractor shall provide a service ticket like attachment D.2 to COR or government rep onsite for signature. This will document what cover items to include but not limited to the time, date, and line items utilized. This will correspond to invoice received for payment for each snow event. Contractor will be able to review the VA shop drawings for reference as required to complete this work. Return any shop drawing to the COR once the work has been completed. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Taking of photographs/videos are prohibited while on VA premises. The contractor s staff will check in with the VA police to receive a VA work authorization badge. The badge must be worn facing forward and above the waistline. The contractor s staff are required to wear the VA always issued badge while on the VA premises. The contractor will deliver the services outline in this Statement of Work with the base year and (4) option years period of performance for this agreement shall be October 1st, 2022 to September 30,2027 Standards Comply with all applicable VA guidelines, medical center by-laws, rules and regulations, hospital policies/procedures, and act in accordance with current Joint Commission standards. 2.2. Vendor must follow all Department of Veterans Affairs regulations when working on VA equipment. Vendor shall be escorted by VAMC Memphis staff while working in sensitive areas of the facility (i.e., patient care areas, etc.) 2.3 An electronic report of work performed (PDF, MS Word, etc.) shall also be submitted via email within 72 hours of each service visit. 2.4 Performance measures include VA interest items such as timely appointments for annual preventive maintenance visits and for unscheduled corrective maintenance visits, availability of appropriate replacement parts, and timely, detailed equipment service reports following every on-site service. 2.5 Work Hours and Period of Performance VAMC Memphis normal working hours are Monday through Friday 0700-1600 (with one half hour for lunch), excluding federal holidays. All service shall be performed during normal working hours unless the Contracting Officer s Representative (COR) provides written consent to the Vendor. The facility observes the following federal holidays: New Year s Day Martin Luther King, Jr. Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth Day Period of Performance: The period of performance shall be from October 1st, 2022, to September 30, 2027. 2.6 Response times The Vendor s response time to phone inquiries shall be within two (2) hours. The Vendor s on-site response time for service calls shall be within two (2) hours. 2.7 Test Equipment VAMC Memphis will not furnish test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within unless otherwise specified elsewhere in this document. Qualifications. The Contractor shall be responsible for ensuring that each technician providing Snow and Ice removal services under this contract is fully trained and certified to perform the required services covered by this contract. Contractors shall be capable of ensuring that safety is expected at all times while on the VA property. II. Administrative Requirements. HIPAA Compliance Under HIPAA Privacy and Security Rules, the Contractor providing services under this contract is a covered entity, and thus is not required to enter into a Business Associate Agreement with VA. However, the Contractor must observe Public Law 104-191 and all respective regulations implementing this law while providing services under this contract. III. Quality Management. 1. Quality Assurance 1.1 The Contractor shall perform services under this contract in accordance with the ethical, professional, and technical standards of the healthcare industry, and must meet, or exceed, the current quality assurance standards recognized by Joint Commission and mandated by VHA quality assurance policies and/or performance measures. A copy of these standards, policies, and performance measures may be viewed by contract personnel in the Office of the Chief of Staff. 1.2 The Contractor shall not participate in, nor be a party to, any activities which conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. 1.3 The Contractor shall perform the functions required in this statement of work in accordance with the rules of medical ethics, Federal, State, and local laws, rules and regulations, and the Joint Commission requirements. The Contractor will not participate in, nor be a party to, any activities which conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. A. CONTRACT AWARD MEETING The Vendor shall not commence performance on the tasks in this SOW until the CO has advised the Vendor to do so. B. GENERAL REQUIREMENTS 1. For every task, the Vendor shall identify in writing all necessary subtasks (if any), associated costs by task, and along with associated sub-milestone dates. The Vendor's subtask structure shall be reflected in the technical proposal and detailed work plan. 2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. 3. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 5 calendar days from the date of receipt. The Vendor shall have 5 calendar days to deliver the final deliverable from date of receipt of the Government s comments. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The Vendor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. Task One: Deliver all items as outlined in this SOW. Requirement Number Description of Solution 1 Provide all equipment and warranty as outlined in SOW. 2 Service agreement required E. SCHEDULE FOR DELIVERABLES 1. The Vendor shall complete the Delivery Date that is agreed upon by CO. 2. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Vendor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. In 3-5 days after inspection of the Medical Gas Systems is complete and 45 day to make any repairs. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. F. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Vendor through the actions of parties other than the CO shall be borne by the Vendor. H. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Vendor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the Vendor. Any request for information relating to this task order, presented to the Vendor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. PART 6 PRIVACY, SECURITY & TRAINING: The contractor s staff will check in with the VA Engineering to receive a VA work authorization badge. Contractor s staff must provide proper documentation to receive a badge. Contractor s staff will smoke in the designated areas on the VA grounds. Contractor s staff will not park in patient parking areas. Contract parking is limited on the grounds first come first serve. The contractor is required to follow all regulations and safety requirements of the VA such as OSHA, NFPA, EPA, etc. Appropriate PPE must be worn always as well. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Taking of photographs/videos are prohibited while on VA premises. TRAINING: The contractor s staff (those who will be on VA property working) will be required to complete the TMS (20939) training prior to the work beginning. The contractor will either personally bring the training certificates or E-mail the certificates to the COR so they can be kept on file for one year. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident or obtain injunctive relief against any third party arising from, or related to, the incident. TRAINING For you to engage in your work at VA, you are required to ensure all contractors who will be working on the contract complete a mandatory training program titled VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information (VA20939). This training is offered through the VA Talent Management System (TMS), a system that offers web-based training to VA employees and its partners. Contractor employee will self-enroll for a TMS training profile on the VA TMS by visiting https://www.tms.va.gov/SecureAuth35/. Once there, the employee will follow the steps that follow to create a profile, launch the mandatory training, and complete the content prior to their next day at VA. Upon completion by all employees, the contractor shall provide their Contracting Officer Representative (COR) with each employee s printed certificate of training completion from the TMS. This certificate displays the employee s TMS User ID. Failure to complete the mandatory within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. VA INFORMATION CUSTODIAL LANGUAGE ""The Authorization requirements do not apply, and that a Security Accreditation Package is not required"" The following standard Items relate to records generated in executing this contract: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/9662e5d4c64c466da90e96d672ebaf65/view)
- Place of Performance
- Address: Memphis VA Medical Center 1030 Jefferson Ave, Memphis 38104
- Zip Code: 38104
- Zip Code: 38104
- Record
- SN06308025-F 20220428/220426230110 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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