Inactive

Manchester VAMC Floor Care Services Page 2 1. Introduction This sources sought notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on ... Manchester VAMC Floor Care Services Page 2 1. Introduction This sources sought notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The VA is currently conducting market research to locate qualified, experienced and interested potential sources. Responses will not be considered as quotes, nor will any award be incurred by interested parties in responding to this sources sought announcement. The VA is particularly interested in SDVOSB/VOSB which all must be certified in VIP. Please also be sure to provide a capability statement in response to this Sources Sought. All responses are due by Monday 3/1/2021 at 14:00 EST and emailed to gian.monteiro@va.gov 2. Background The contractor shall furnish all necessary supplies, equipment, appropriate labor, supervision, management, reports, and transportation necessary to achieve uniform glossy appearance of wax-able floors, free of defects or discoloration, and to deep clean designated carpeted areas throughout the medical center campus in its entirety. The contractor shall provide all general labor to move and replace furniture and other incidental furnishings that might impede task(s) performance of this contract for our campus facilities 718 Smyth Rd, Manchester, NH. Campus includes six buildings although the work is primarily focused in buildings 1, 15, and 18. This contract is for a base year and 4 option years. 3. Site Visits Site visits will be held on DATE TBD at the main lobby, building 1, 718 Smyth Rd, Manchester, NH 03104. 4. Work Requirements The contractor shall furnish the management expertise and on-site supervision to accomplish not only the individual tasks specified within, but also to provide an acceptable environmental appearance that reflects the accomplishment of total floor care program. In addition to these services, the contractor shall provide other incidental tasks that are not specifically stated but normally included as general practice with this industry. The contractor shall identify these tasks/services and submit them along with their price proposal. The contractor submitted tasks/services shall be reviewed by the Contracting Officer s Representative (COR) and may be incorporated into the final contract. Contractor furnished supplies and equipment: all chemicals shall comply with industry standards, and require initial approval by the COR, Green Environmental Management System (GEMS) coordinator, infectious disease nurse, and the facility safety manager. A list of currently-approved floor chemicals in use is available upon request. The contractor shall submit safety data sheets (SDS) and chemical manufacturer s product descriptions to the COR for approval. All contractor-proposed substitutions or replacements after submittal approval require additional approval before the products may be used. Contractor shall place all accumulated debris and other generated waste resulting from the worksite into the facility s solid waste container upon completion of work after end of each workday. All recyclable materials generated from the worksite will be deposited by the contractor in the facility s recycling container. The contractor must plan and conduct their activities in an environmentally sound manner. The contractor shall make product and material acquisitions using EPA s Environmentally Preferable Purchasing guidance (http://www.epa.gov/epp/index.htm) and incorporate the use of environmentally preferable products using EPA s Final Guidance on Environmentally Preferable Purchasing (http://www.epa.gov/epp/pubs/guidance/finalguidance.htm). 5. Operating hours and Supervision Contractor operational hours shall be after normal administrative hours between 3:30 p.m. and midnight Monday through Friday and 7:00 AM to 3:30PM on weekend. If Contractor intends to perform certain tasks outside of the hours designated above, contractor is required to submit a written request to the COR at least 10 business days prior to the planned event. Contractor shall not be required to work on federal holidays. The contractor shall designate a supervisor over contractor personnel who will remain on the job site while at all times work is being performed. 6. Safety Contractor is required to abide by all VAMC Manchester safety policies, VA directives, and OSHA regulations and shall discontinue work in case of emergency or adverse reactions to chemicals or fumes by patient/staff. In addition, contractor shall suspend work anytime work interferes with normal or emergency facilities operations and notify the COR. Contractor shall safeguard and store all tools and equipment. It is the contractor s responsibility to protect the Medical Center s employees, patients, and guests by placing physical barriers so as to prohibit unauthorized access to area in which work is being performed. All contractor equipment must be operated by employees trained in the proper use of the equipment. All contractor employees shall be trained in the use and potential hazards of all floor care chemicals. If personal protective equipment is required throughout any aspect of this contract, the contractor is required to provide it for all employees in accordance with OSHA regulations. 7. Authorized services/notification Floor care standards: the following floor care standards/specifications are included as the acceptable minimum level of service. These floor care standards/specifications are not to be construed as all inclusive. Any services/items not expressly incorporated but determined essential to care for floors in accordance with industry standards, shall be included as though written into these standards/ specifications. Major floor care tasks such as Vinyl Composite Tile (VCT) stripping, waxing, and burnishing, and carpet cleaning shall be performed in a professional manner consistent with industry standards. In addition, carpet cleaning with a heated cleaning solution/steam and stain removal shall be performed in a professional manner consistent with industry standards. Any damaged caused to any flooring, furnishings, walls, cove base, etc. by the contractor shall be repaired at the contractor s expense by a vendor of the Government s choosing. Frequencies, as set forth in the following specifications are approximate. Traffic and wear on applied floor care products may necessitate increased performance frequencies, which shall be determined by the COR. Areas anticipated for higher frequency are the basement and first floor of building 1. The contractor shall maintain all floors in such a manner as to promote floor-covering longevity; and after each task is completed, floors shall be left in a clean and safe condition and any barriers placed during the task to protect floor surfaces shall be removed and stowed. No electrical equipment (i.e. personal computers (pc), typewriters, clocks, etc.) shall be unplugged from electrical outlets to make room to power cleaning equipment. All extension cords used in the performance of this contract shall be commercial grade ground fault circuit interrupter (GFCI) cords. Electrical cords shall not be frayed or have nicks/cuts in their insulation; and they shall be immediately removed from service and replaced by the contractor should their condition become hazardous. All VCT flooring shall be maintained to a clean streak free appearance, ensuring a high luster that is free of swirls, hair, lint, and other visible debris. All VCT flooring shall initially be completely stripped and refinished unless otherwise directed by the COR; then maintained over the term of the contract per the following floor care specifications. Waxable vinyl flooring, and non-wax floors that have been previously waxed, are included for performance under this contract. Carpeted areas are included under this contract. Areas to be treated and maintain include all corridors, hallways, waiting areas, lobbies, and public spaces. Up to one 200 square foot office or patient room per week shall also be treated and maintained at the direction of the COR. Laminate flooring is specifically excluded from performance under this contract. Contractor shall be required to contact the COR at least ten (10) working days prior to beginning work. First scheduled floor care shall be performed within 30 days of contract award. Frequency definitions: Monthly - Once every month Quarterly - Once every three (3) months Biannually - Twice per year Yearly - Once a year Floor care frequency VCT floors or previously waxed non-wax floors Scrub and recoat Machine scrub entire floor surface with floor buff. Hand scrub floor edges, corners, and cove base tile or baseboards during the floor machine scrubbing process. Recoat floors with a minimum of three (3) coats of floor finish. Frequency Requirement Quarterly for basement and 1st floor of buildings 1, 15, 18. Biannually for all other floors Full strip and wax Machine strip old wax off entire floor surface with floor buffer. Hand strip floor edges, corners, and cove base tile or baseboards during the floor machine scrubbing process. Recoat floors with a minimum of three (3) coats of floor finish. Frequency Requirement Yearly High speed floor burnishing Controlled scratching that results in physically removing or abrasively smoothing the top wear-surfaces of floor finish. This smoothing causes increased floor gloss Frequency Requirement: Monthly for basement and 1st floor of buildings 1, 15, 18. Quarterly for all other floors. Carpeted floors Preparation and stain removal treat areas with stains to remove spots, streaks, etc. Areas with permanent stains will be identified to the COR. Frequency requirement: Monthly for carpeted areas in buildings 1 and 15. Quarterly for carpeted areas in buildings 3, 4, 6. Deep cleaning entire carpeted surface in designated area will be cleaned with steam cleaner and vacuum. Detailed cleaning shall be performed at any flooring transitions, thresholds or non-uniform surfaces that match up with carpeted surface. Frequency Requirement Monthly for carpeted areas in buildings 1 and 15. Quarterly for carpeted areas in buildings 3, 4, 6. Schedule of cleaning Contractor shall develop and submit a proposed schedule to the COR which includes all areas and frequencies listed in Floor care frequency section. Schedule and floor care chemical submittals shall be submitted to COR for approval within 20 days of contract award. Surveillance The COR will evaluate the services required in each area in order to ensure compliance. Procedures The government COR will inspect all work tasks required by the task or delivery order to ensure Contractor compliance with the appropriate paragraphs in of the Statement of Work (SOW) each time the service(s) is performed. Record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the contractor and CO will be notified of the deficiencies for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance. Standard: The standard is three or less customer complaints per month in any area. The COR shall notify the contracting officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed three customer complaints. Contractor's Administrative Requirements: Contractor shall have been in business for a minimum of three years and be licensed to provide Janitorial service in the State of New Hampshire. They must demonstrate past history of providing similar medical¬ grade janitorial services. Also, the Contractor must maintain and show proof of current Workman's Compensation insurance and liability insurance policies with sufficient amounts of coverage for the size of the company and scope of this contract. The Contractor shall provide to the Contracting Officer a current list of the names, addresses, Social Security Number, and the date and place of birth, of all employees who will perform work under this contract. Changes in the employment list shall be provided to the Contracting Officer prior to the employee performing service at the VA clinic. Said list and changes are to be submitted to the Contracting Officer, VA Medical Center Manchester, 718 Smyth Rd, Manchester, NH 03104. The Contractor shall make available upon request by the Contracting Officer, documentation for each employee who performs work under this contract, to establish that they are authorized to work in the United States. All employees shall be bonded under the Contractor's company name. The Contractor shall provide a Dishonesty or Janitorial Bond in the amount of $100,000, covering all employees of the Contractor. No employee shall be allowed at the VA clinic until the documentation has been provided and the employee has been approved by the COTR. The Contracting Officer reserves the right to request Changes to the employee list. The following criteria also apply: Bondable: All employees of the Contractor must be bonded under the Contractor's Company Name and proof of bonding shall be submitted within 10 days after award.