Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

COMBINED SYNOPSIS/SOLICITATION COMBINED SYNOPSIS/SOLICITATION JANITORIAL SERVICES FOR TRENTON VET CENTER NEW JERSEY HEALTHCARE SYSTEM (i) This is a combined synopsis/solicitation for commercial items ... COMBINED SYNOPSIS/SOLICITATION COMBINED SYNOPSIS/SOLICITATION JANITORIAL SERVICES FOR TRENTON VET CENTER NEW JERSEY HEALTHCARE SYSTEM (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, and FAR 13.5 Simplified Procedures for Certain Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. (ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.sam.gov on RFQ reference number 36C24224Q0023. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-05 (eff. 09/07/2023) and VAAR Update 2008-36 (eff. 03/22/2023). (iv) This solicitation is a Total Service-Disabled Veteran-Owned Small Business Set-Aside Open-Market solicitation. The associated North American Industrial Classification System (NAICS) code for this procurement is 561720: JANITORIAL SERVICES and has a small business size standard of $22 Million. The FSC/PSC is S202: Housekeeping Housekeeping: Custodial Janitorial. (v) This is a services contract to provide Janitorial Services for New Jersey Healthcare System s Trenton Vet Center. Below is a template for pricing. Contractors may provide their own pricing document, but it must be broken down to allow for price reasonableness determination. PRICING TABLE FOR: Janitorial Services LINE ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 0001 Base Period: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the janitorial services at New Jersey Healthcare System s Trenton Vet Center as detailed in the Statement of Work. 12 MO Total Base Year: 1001 Option Year 1: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the janitorial services at New Jersey Healthcare System s Trenton Vet Center as detailed in the Statement of Work. 12 MO Total Option Year 1: 2001 Option Year 2: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the janitorial services at New Jersey Healthcare System s Trenton Vet Center as detailed in the Statement of Work. 12 MO Total Option Year 2: 3001 Option Year 3: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the janitorial services at New Jersey Healthcare System s Trenton Vet Center as detailed in the Statement of Work. 12 MO Total Option Year 3: 4001 Option Year 4: Contractor must provide all labor, materials, equipment, tools, supervision, incidentals, travel, and services necessary to accomplish the janitorial services at New Jersey Healthcare System s Trenton Vet Center as detailed in the Statement of Work. 12 MO Total Option Year 4: Base and All Options Total: (vi) The required work is as contained below in the Statement of Work. STATEMENT OF WORK VC 114 TRENTON VET CENTER JANITORIAL SERVICE BACKGROUND: The Trenton Vet Center located at 934 Parkway Ave #201, Ewing Township, NJ 08618, is currently seeking janitorial services for the offices, common areas, break room and bathrooms. The Contractor must provide janitorial services at the Trenton Vet Center located at 934 Parkway Ave #201, Ewing Township, NJ 08618 daily each week. Janitorial services at the Trenton Vet Center to include, but not limited to trash removal and disposal, vacuuming, dusting, mopping, sweeping, cleaning of windows and surfaces, cleaning of restrooms, polishing of furniture and sanitization of surfaces. The area is 4000 square feet. OBJECTIVES The contract effort goals are to maintain the facility to preserve cleanliness. Objectives to meet the service and support goal may include, but are not limited to labor, travel expenses, tools, equipment, and personnel. SCOPE OF WORK Contactor must provide equipment, supplies and personnel necessary for daily execution of this contract including, but not limited to. Vacuum Thorough cleaning/ sanitizing of restrooms Empty & wash waste receptacles Cleaning offices Low dusting & high dusting as needed Mop all floors thoroughly Polishing furniture & cleaning furniture as needed Cleaning stove and fridge exterior as needed Clean Inside windows as needed Wipe ceiling fans as needed Cleaning air vents as needed Vacuum & clean elevators Sweep & Mop steps Knowledge Required by the Position Knowledge of janitorial cleaning services and procedures sufficient to provide the Vet Center consistently throughout each week a clean and sanitary office space for staff and clientele to include but not limited to expertise in trash removal and disposal, vacuuming, dusting, mopping, weeping, cleaning of windows and surfaces, cleaning of restrooms, polishing of furniture and sanitization techniques. Supervisory Controls The incumbent is directly responsible to the contracting agency for providing excellent janitorial services to the Trenton Vet Center. The Contractor must be capable of operating independently in routine day-to-day activities and will seek guidance from his/her respective supervisor or if needed consult with the host Vet Center Director and/or Program Support Assistant for direction in complex or unusual situations. Guidelines The contractor will be provided Vet Center hours of operation and must provide services during regular business hours. Contractor personnel providing services at the Vet Center are requested to complete an annual review of VA Privacy and HIPAA training (VA 10203) which will be provided by Vet Center to contractor staff on site. Due to the nature of the position and the fact that local conditions may vary, the contractor will be responsible for developing his/her own procedures as situations require. Complexity The Contractor must be responsible for janitorial services at the Trenton Vet Center. Staff will be expected to work in a counseling office, interacting with a broad range of individuals from various socio-economic classes and racial-ethnic backgrounds. Scope and Effect The incumbent must be of good health and have the physical capacity to perform all duties required under the contract to include but not limited to removing trash from Vet Center building, climbing stairs, mopping, bending and moderate lifting, hauling and pushing. Personal Contacts The incumbent will interact with Vet Center staff and clients on a regular basis and will act in a professional and courteous manner and will maintain privacy and confidentiality in all respects. Purpose of Contacts The Contractor must provide janitorial services in the Trenton Vet Center which is a busy counseling center and contractor janitorial staff will necessarily come into contact with Vet Center staff and clientele on a regular basis. Physical Demands The incumbent must be of good health and have the physical capacity to perform all duties required under the contract to include but not limited to climbing stairs, mopping, bending and moderate lifting, hauling and pushing Work Environment The worker will have janitorial closet provided by the Vet Center. However, it is expected that the contractor provides all equipment, supplies and resources necessary for the performance of this contractor. Geographic Location(s) The Contractor s facility(ies) where services are to be provided must be within the Trenton Metropolitan Area in order to have easy access to the target Vet Center. SAFETY REQUIREMENTS The Contractor must be bound by all the same federal privacy laws as the VA. In the performance of this contract, the Contractor, including its employees, subcontractors, agents and consultants must not permit any individual to have or gain access to any information, data or material without prior permission or approval. The Contractor must hold inviolate and in the strictest confidence to any and all information, data and material to which it is exposed to and must comply with all confidentiality measures required by the VA. The Contractor must not maintain any records containing Veterans personally identifying information. The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor must, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, must be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default. PERIOD OF PERFORMANCE The period of performance under this contract must be one year from date of award with provision of four option years. 36CI0X18P0081 Performance of this contract must be daily during normal Vet Center operating hours. Normal working hours must be from 8:00am to 4:30 pm, Monday thru Friday, excluding Federal holidays. Federal Holidays observed by the Trenton Vet Center are: New Years Day Martin Luther King Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day This also includes any other day specifically declared by the President of the United States to be a national holiday. PLACE OF PERFORMANCE Trenton Vet Center 934 Parkway Ave #201 Ewing Township, NJ 08618 INSPECTION Assessment reports will be required every three months. These reports will document the outcomes of the janitorial work performed and will contribute to the overall contract assessment. The reports must include: a description of the activities under the contract as of the date of each report, including the number and duration of janitor visits and the scope and nature of the work performed. a current assessment of the effectiveness of the janitorial service; and any recommendations for corrective measures based on noted deficiencies. CONTRACTING OFFICE ADDRESS: VISN 2 Network Contracting Office Albany Stratton VA Medical Center 113 Holland Ave Albany, NY 12208 (vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance. (viii) The following solicitation provisions apply to this acquisition: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html FAR 52.212-1, Instructions to Offerors Commercial Items (Nov 2021) Solicitation number for this requirement as 36C24224Q0023; The time specified in the solicitation for receipt of offers; Name, address and telephone number of offeror; Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all the technical evaluation sub-factors. Failure to address all the sub-factors will result in your package being determined incomplete; Terms of any express warranty; Price should be for all services detailed in section v of this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete; Remit to address, if different than mailing address; A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); Acknowledgement of any solicitation amendments; Past performance information; A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration. The following solicitation provisions are included as addenda to FAR 52.212-1: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.216-1 Type of Contract (APR 1984) The Government contemplates award of a Firm Fixed Price contract resulting from this solicitation. 52.217-5 Evaluation of Options (JUL 1990) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) Addendum to FAR 52-212-1 INSTRUCTIONS TO OFFERORS COMEMRCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021): This Request for Quote (RFQ) is issued in accordance with FAR Part 12 in conjunction with Simplified Acquisition Procedures at FAR 13.5. All instances of FAR 15 procedures in FAR 52.212-1 shall not apply to this RFQ and are hereby substituted with FAR 13 procedures. Eligibility: In order for a quote to be eligible for award, offerors submitting a quote must have the NAICS Code 561720: JANITORIAL SERVICES and current registration in both the System for Award Management (SAM): https://www.sam.gov/portal/public/SAM, as well as current certification in Veteran Small Business Certification (VetCert): https://veterans.certify.sba.gov/. Questions: Questions must be submitted to Levi.Russin@va.gov in writing via e-mail. Oral questions will not be accepted. The deadline for receipt of questions is 10/10/2023 at 12:00 PM ET. Questions will be answered in an amendment to the solicitation. Submission Instructions: Technical packages shall be submitted to Levi.Russin@va.gov by 4:00 PM ET on 10/12/2023. The email shall identify Solicitation 36C24224Q0023. Offerors that do not adhere to these instructions may be determined to be incomplete and, therefore, risk being rejected without further consideration for award. Offer submissions must include: EVALUATION FACTOR SUPPORTING DOCUMENTS: Technical Capability: Technical capability is defined as an offeror s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities Technical Capability will be determined on the basis of the qualification of the quoter that are detailed in the quoter s capability statement. Quoter must provide a technical capability statement of 15 pages or less demonstrating it has trained personnel, equipment, and working experience in Janitorial Services. Documentation must include proof of providing work on at least three (3) contracts of similar nature, scope, complexity, difficulty, and size to that which will be supplied to the work detailed in the PWS for this requirement. (2) Past performance: Quoter will be evaluated on how well their past performance information supports that they are a capable vendor who can adequately perform services of this scope and complexity without issues with performance. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contractors Past Performance shall also be reviewed in PPIRs; Individuals with no past performance shall receive a neutral rating for this evaluation factor. Quoter must provide at least three (3) past performances references for contracts of similar nature, scope, complexity, difficulty, and size to that which will be supplied to the work detailed in the PWS for this requirement. (3) Price: The government will evaluate quotes for award purposes based on the pricing for the total requirement. Quotes for partial requirement will not be evaluated and will be deemed non-responsive upon receipt. END OF ADDENDUM (ix) The provision at FAR 52.212-2, Evaluation Commercial Items (November 2021), applies to this acquisition. 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, considering technical capability, past performance, and price. A Technical Evaluation Team comprised of representatives of the Department of Veterans Affairs will evaluate the proposals. The identities of the Technical Evaluation Team are confidential, and any attempt by the offerors to contact these individuals is prohibited. The evaluation will be based on the content of the proposal and any subsequent discussions, if necessary, as well as information obtained from other sources, e.g. past performance information. Quoters are advised that the technical evaluation and rating of proposals will be conducted in strict confidence in that technical and past performance proposals are reviewed and rated without knowledge of the price offered. During deliberation, the number and identities of quoters are not revealed to anyone who is not involved in the evaluation and award process or to other quoters. Quotes will be evaluated based on the factors described herein, and award will be made to the responsive responsible quoter whose offer in conformance with this solicitation, results in the best value to the Government, price and other factors considered. The evaluation process essentially consists of two parts: Technical/Past Performance Evaluation and Price Evaluation. 1. Technical/Past Performance Evaluation: Proposals shall be evaluated against the Evaluation Factors and Criteria. 2. Price Evaluation: The CO will evaluate price proposals independent of the technical/past performance evaluation. The Technical Evaluation Team will not have access to price information until completion of the technical/quality evaluation. NOTE: Price/Technical Trade-off Analysis: Once above evaluations are complete, the Technical Evaluation Team will compare the relative advantages and disadvantages of technical proposals and weigh against the prices. Technical Approach and Past Performance are equal and when combined are significantly more important than Price. The Technical Evaluation Team will then consider all factors and recommend an awardee to the CO, the quote offering the best value to the Government. The CO s decision shall be based on a comparative assessment of proposals against all source selection criteria in the solicitation. The government shall evaluate information based on the following evaluation criteria. Evaluation Factors: Technical Capability: Technical capability is defined as a quoter s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities. Contractor shall provide a maximum 15-page capability statement demonstrating it has trained personnel, equipment and working experience and ability to meet all the requirements of the Performance Work Statement (PWS). A) Technical Proficiency: Quoter shall submit a proposal that verifies it is a firm that specializes in Janitorial services. The proposal shall be comprehensive and demonstrates its understanding of the requirement and not a copy and paste of the Performance Work Statement (PWS) requirements. It shall outline the contractor s ability to perform the services adequately and satisfactorily in accordance with the SOW and the extent to which potential risks are identified and mitigated. B) Contractor Experience: The quoter shall provide three (3) instances of past-experience similar in nature, scope, complexity, difficulty, and size to that which will be supplied under the prospective contract contemplated by this solicitation. The experience shall reflect of no less than three (3) years of Janitorial Services. Past performance: Quoter must provide three references for contract of similar scope and magnitude to be evaluated. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The quoters Past Performance shall also be reviewed in PPIRs; Quoter s with no past performance shall receive a neutral rating for this evaluation factor. Price: The government will evaluate quotes for award purposes based on the pricing for the total requirement. Quotes for partial requirement will not be evaluated and will be deemed non-responsive upon receipt. Options: The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote 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 a quote, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the quote s specified expiration in time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Failure to provide the information requested in the evaluation criteria may result in being found non-responsive. (End of Provision) (x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Nov 2021) applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE. (xi) FAR 52.212-4, Contract Terms and Conditions Commercial Items Nov 2021 applies to this acquisition. The following clauses are incorporated into Addendum to FAR 52.212-4, 52.252-2 Clauses Incorporated by Reference (FEB 1998) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) a) Within 30 days; written notice of its intent to extend at least 60 days; c) shall not exceed 5 years 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) - 852.201-70 Contracting Officer s Representative (DEC 2022) - 852.203-70 Commercial Advertising. - 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran- Owned Small Businesses (JAN 2023) (DEVIATION) - 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance c for Services and Construction (JAN 2023) (DEVIATION) - 852.232-72 Electronic Submission of Payment Requests - 852.242-71 Administrative Contracting Officer (OCT 2020) - 852.270-1 Representatives of Contracting Officers. 852.242-71 Administrative Contracting Officer (OCT 2020) (xii) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (Jan 2022) The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.219-4 Notice of Price Evaluation Preference for HUBZone Small Business Concerns (SEP 2021) 52.219-28 Post Award Small Business Program Representation (NOV 2020) 52.219-32 Orders Issued Directly Under Small Business Reserves (MAR 2020) 52.222-3 Convict Labor (JUN 2003) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) Employee Class: 11150 Monetary Wage-Fringe Benefits: WG-2 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-50 Combating Trafficking in Persons (OCT 2020) 52.222-55 Minimum Wages Under Executive Order 13658 (NOV 2020) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (xiii) The Service Contract Act of 1965 does apply to this procurement. See attached Wage Determination (xiv) All quoters shall submit the following: one copy of technical capability and pricing, and an additional redacted copy. All quotations shall be sent ONLY to Levi Russin at Levi.Russin@va.gov This is a Total Service-Disabled Veteran-Owned Small Business Set-Aside Open-Market solicitation for Janitorial Services for New Jersey Healthcare System s Trenton Vet Center as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoter shall list exception(s) and rationale for the exception(s). Submission shall be received not later than 4:00 PM ET on 10/12/2023 at Levi.Russin@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed or postal mailed quotes will NOT be accepted. Request for information (RFI) shall be received no later than 12:00 PM ET on 10/10/2023. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist Levi Russin at Levi.Russin@va.gov. All communication shall have RFQ number and requirement title in the subject line. Point of Contact Levi Russin, Contract Specialist Levi.Russin@va.gov