Inactive 8(a) Set-Aside (FAR 19.8)

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capabil... This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. Background: Furnish all labor, supervision, materials, and equipment necessary to accomplish complete window washing services as described herein that identify the buildings and the estimated number of windows and screens that require cleaning. The contractor will be required to replace any window units or fixtures damaged during accomplishment of contracted services Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. NAICS code: 561720 and sized standard is $16.5M. NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov. Project requirements: Anticipated period of performance: 4/01/2022 thru 3/31/2022. Other important considerations: See draft Statement of Work (SOW) Capability statement /information sought: Response to this announcement shall not to exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide a product and related services; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to robert.belisle1@va.gov with the subject line "Sources Sought Notice # 36C249-22-Q-0178 by 10:00 a.m. on (02/18/2022). Any question should be emailed to Robert.belisle1@va.gov. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK WINDOW WASHING VAMC Memphis 1030 Jefferson Ave Memphis, TN 38104 GENERAL: Furnish all labor, supervision, materials, and equipment necessary to accomplish complete window washing services as described herein that identify the buildings and the estimated number of windows and screens that require cleaning. The contractor will be required to replace any window units or fixtures damaged during accomplishment of contracted services. The individual to be contacted at this facility is: (Don M. Anthony, 901-523-8990 ext. 5188) WORK HOURS: 1. Normal Work Hours: The service schedule will be developed between the contractor and Contractor s Representative (COR) prior to any service being performed. 2. National Holidays: The eleven holidays observed by the Federal Government are: New Years Day, Martin Luther King s Birthday, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. SPECIFICATIONS: Cleaning is to be performed once a year during the month of April during normal business hours 0800-1700. Removing and cleaning screens. Cleaning windows (outside & inside). Cleaning frames, sills, and sashes (outside & inside). Cleaning glass/windows in the building entrance, lobbies, atrium, and overlook windows. Replacing screens after cleaning note some screens are screwed in and tools will be required to remove and replace them. All cleaning tasks shall be accomplished to meet all standards as follows: Remove all paint, dirt, soil and other substances that may be found on the windows. Screens removed for cleaning must be replaced and securely fastened. Some screens may be attached by screws that will require tools to remove. All damages caused by contractor s personnel will be repaired to previously existing condition at contractor s expense. Contractor must follow OSHA guidelines, policies, procedures and directives, as well as fire and safety regulations of the medical center. Work of the contractor is to be coordinated to prevent conflicts with the treatment of patients and the functioning of the facility. No medical apparatus will be moved without approval. The contractor personnel must report to EMS prior to beginning work for each day and shall report back to EMS what they accomplished during the day before leaving the Medical Center grounds. Contractor personnel must wear identifying clothing, such as caps or shirts with contractor logo while on Medical Center grounds. Contract project manager to submit to EMS, the plan for how areas/rooms are to be serviced each workday. Contracting is required to re-clean where deficiencies have been noted at no additional expense to the Government. Re-cleaning is to be accomplished within five (5) working days of identification. Re-cleaning is required until the deficiency has been corrected. Payment will be withheld unit all areas are cleaned to the satisfaction of the VA. All work is to be performed in accordance with the guidelines established by Federal, State and Local ordinances and with contractor s procedures manual and quality control manual. HOURS OF OPERATION: Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal Holidays. The ten holidays observed by the Federal Government are: New Year s Day, Martin Luther King s Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving, Christmas and any other day specifically declared by the President of the United States to be a national holiday. TERMS OF CONTRACT: This is a Form Fixed Price Contract; paid upon completion of job. All buildings and windows are one complete JOB. Contract period is (1) one year with 4 (four) year option years PERIOD OF PERFROMANCE: 04/01/2022 03/31/2023 Base Year 04/01/2023 03/31/2024 1st Option 04/01/2024 03/31/2025 2nd Option 04/01/2025 03/31/2026 3rd Option 04/01/2026 03/31/2027 4th Option SCHEDULING: The contractor shall provide a written work schedule identifying when the work will be accomplished no later than the date identified in this solicitation for work to begin. All work must be scheduled through individuals identified in paragraph A. QUALITY ASSURANCE: Performance Objective Performance Threshold All screens and windows will be washed according to VA expectations. Contractor will be required to re-clean windows and/or screens not meeting VA s standards. G. CONTRACTOR PERSONNEL BADGES AND PARKING: 1. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. 2. A contractor s badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor s employees must return the access badge(s) to the COR or designee at the end of each pick up process. Company badges must also be worn while on VA property. 3. The contractor shall be required to comply with all security policies/requirements of (your facility). All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. 4. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR. 5. The Memphis VA Medical Center does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance. H. INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at anytime so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee. SECURITY LANGUAGE MEMPHIS VA MEDICAL CENTER For all contracted service providers if entry to the facility is necessary, all contractors personnel who have not been issued VA identification badges must report directly to the VA Police, located in room CEG19, during regular business hours or CEG5 after hours, Police can also be reached at (901) 523-8990 extension 5595. Contractor must wear ID badges at all times while on VA property. Taking of photos/videos are prohibited on VA property. The contractor is required to complete the mandatory training (VA20939) in TMS. No VA information shall be removed from property. Note: The below cited data is for information purposes only and is intended to furnish the bidder an approximate number of windows and screens that require cleaning. The successful bidder will be required to clean all windows and screen on buildings identified regardless of the window/screen count. NUMBER OF NUMBER OF BUILDING AREA WINDOWS SCREENS 1 Admin. Bldg. Outside & Inside 103 0 1A Bed Tower Outside & Inside 881 0 7 SCI Bldg. Outside & Inside 276 0 5 Clinic Annex Outside & Inside 227 0 screens/frames **Note: Screens require unlocking before cleaning. Contact EMS for key to unlock screens. Some windows may require a lift to access. 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 In order 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 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.