The purpose of this amendment is to cancel the Combined Synopsis/ Solicitation: 36C25719Q0957_1 at the request of the requesting Program Office effective immediately.
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Introduction This Sources Sought is issued solely for information and planning purposes only. This is not an Invitation for Bids, a Request for Quotation, or a Request for Proposal, nor does it restri... Introduction This Sources Sought is issued solely for information and planning purposes only. This is not an Invitation for Bids, a Request for Quotation, or a Request for Proposal, nor does it restrict the Government s decision on the ultimate acquisition approach. In accordance with FAR 15.201(e), responses to this notice will not be used as an Offer and cannot be accepted by the Government to form a binding contract. Any contract/order(s) that might be awarded based on information received or derived from this market research will be the outcome of a separate process. The Department of Veterans Affairs North Texas VA Health Care System located in Dallas, Texas is conducting a market survey to help determine the availability and technical capability of qualified small businesses, veteran-owned small businesses, service-disabled veteran-owned small businesses and/or HUBZone small businesses capable of serving the needs identified below. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. PROJECT REQUIREMENTS: The requirements listed in the following Scope of Work are to be applied upon issuance of the service/maintenance contract for the Bonham VA Hospital, 1201 E. 9th St., Bonham, Texas for the period October 1, 2019 through September 30, 2020. Part 1 GENERAL General Information 1. GENERAL. This is a non-personnel services contract to provide solid waste pickup from the designated locations. The proposed containers shall minimize spills and the exposure of waste to the environment during collection. The goal is to improve cleanliness, improve aesthetics, reduce infestation and promote healthier surroundings. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1. DESCRIPTION OF SERVICES/INTRODUCTION. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform solid waste disposal services as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract. 1.1.2. OBJECTIVES. The contractor shall collect and dispose of approximately 100 Tons monthly of wet solid waste (trash) compiled by historical values as an average. The VA shall not be held responsible to any quantity of waste that is actually generated during the contract period. 1.1.3. SCOPE. The contractor shall pickup and dispose of solid waste. Services include solid waste collection at designated locations of the hospital: Nine (9)- 8 Cubic Yard Container Two (2) 40 Yards Open Top containers The collection locations shall have a front load dumpster/container(s) with a variety of volume/weights of solid waste per container generated per week. Pick up frequencies are provided in the chart below. The pickup areas shall remain clean, neat, and free of infestation as a result of solid waste disposal. Schedules shall be confirmed throughout the life of the contract and arrangements shall be made in the best interest of the VA. SERVICE CONTAINERS, LOCATION & FREQUENCY Line Item Container Location Size Frequency 0001 Morton Building 40 Yard Open Top Monday, Tuesday, Thursday and Friday 0002 Field 40 Yard Open Top On Call Basis 0003 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0004 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0005 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0006 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0007 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0008 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0009 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0010 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0011 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday 0012 Other Locations 1 x 8yd container Monday, Tuesday, Thursday and Friday Note: (if a pick-up date falls on holiday, the contractor will come on day after the holiday.) 1.2. PERSONNEL 1.2.1. CONTRACT MANAGER. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and alternate (s) who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. 1.2.1.1. AUTHORITY. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. 1.2.1.2. AVAILABILITY. The contract manager or alternate shall be available within 3 hours to meet on the installation with government personnel designated by the Contracting Officer to discuss problem areas any time the work is performed at VA North Texas Health Care System, Bonham VA Hospital. 1.2.1.3. EMPLOYEES. Contractor personnel will present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the company name and employee name. All employees and representatives of the Contractor must be fluent enough in the English language to read and understand chemical labels/signs and to converse intelligibly with the COR. 1.2.2. ACCESS LIMITATION. Only authorized Contractor employees are allowed inside the VA complexes. Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized Contractor employee. 1.3. QUALITY CONTROL 1.3.1. ESTABLISH AND MAINTAIN. The contractor shall establish and maintain a complete Quality Control Plan to ensure the requirements of the contract are provided as specified. One copy of the contractor's Quality Control Plan shall be provided to the Contracting Officer with the contractor's proposal. An updated copy shall be provided to the Contracting Officer as changes occur. 1.3.2. CONTENT. The plan shall comply with the requirements of FAR 52.246.4, Inspection of Services Fixed Price, which is incorporated in section C-1 of the contract. The plan shall include the following: 1.3.2.1. INSPECTION SYSTEM. An inspection system covering all the services specified in this PWS; must specify the areas to be inspected on a scheduled or unscheduled basis, how often inspection will be accomplished, and the title of the individual (s) who will perform the inspections. 1.3.2.2. IDENTIFICATION AND PREVENTION. The methods for identifying and preventing defectives in the quality of service performed before performance becomes unacceptable. 1.3.2.3. RECORDS. On-site records of all inspections conducted by the contractor and necessary corrective action taken. This documentation shall be made available to the government during the term of the contract. 1.3.3. GOVERNMENT REVIEW. The government will review the Contractor Quality Control Plan (QCP) to determine if it is adequate. If the plan is adequate, the government will accept the plan. If the plan is not adequate as submitted, the deficiencies will be identified to the contractor in writing. The contractor shall correct all identified deficiencies and submit a corrected Contractor Quality Control Plan within ten working days or contract start date, whichever is sooner. The government will also periodically review the manner in which the contractor is conducting the quality control program by either reviewing the contractor's records, observing actual performance or both. 1.4. QUALITY ASSURANCE (QA). 1.4.1. CONTRACTING OFFICER'S REPRESENTATIVE (COR), PROJECT INSPECTOR (PI). Government personnel, with titles such as shown above shall be appointed to monitor contractor performance and to inspect and accept or reject the services as required by the contract. The name and telephone number of each such person under the contract will be furnished to the contractor in writing by the Contracting Officer. 1.4.2. GOVERNMENT EVALUATION. The government will evaluate the contractor's performance under this contract using the method of surveillance deemed appropriate. If the government QA reveals that any contract provision has not been met, a Contract Discrepancy Report (CDR) shall be prepared. The contractor shall respond to CDRs by completing the appropriate blocks explaining: (1) why performance was unacceptable, (2) how performance will be returned to acceptable levels, and (3) how recurrence of the problem will be prevented in the future. 1.4.3. PERFORMANCE EVALUATION MEETINGS. The contract manager may be required to meet periodically with the COR and the Contracting Officer during the contract. Meetings shall be as often as necessary as determined by the Contracting Officer. However, if the contractor requests, a meeting will be held whenever a Contract Discrepancy Report is issued. The meetings shall focus on performance and actual or potential problems. A mutual good faith effort shall be made by all parties to resolve all issues. The written minutes of these meeting shall be signed by the contract manager, Contracting Officer, and COR. If the contractor does not concur with the minutes, notice of non-concurrence shall be provided to the Contracting Officer. This notice shall be in writing and provided within seven work days of receipt of the minutes. 1.5. HOURS OF OPERATION 1.5.1. DAILY WORK HOURS. All required pickups shall be accomplished on Mondays, Through Friday during normal government working hours. Services are expected to be performed between the hours of 6:00 AM and 6:00 PM, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. In the event the scheduled pick-up falls on a holiday the contractor coordinates with the COR to designate pickup for the next business day. All work schedules must be coordinated with the COR to include emergency pickups or unforeseen emergencies on the part of the contractor. 1.5.2. RECOGNIZED HOLIDAYS. The contractor is not required to provide service on the following Federal observed holidays: New Year's Day, Martin Luther King's birthday, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day. When a holiday falls on a Sunday, the following Monday is observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies. 1.6. PLACES OF PERFORMANCE 1.61. PLACES OF PERFORMANCE. Work under this contract shall be performed at the BONHAM Veterans Hospital located at 1201 E. Ninth St., Bonham, TX. 75418 1.6.2. SECURITY REQUIREMENTS. There are no specific security requirements for this contract. 1.6.3. PHYSICAL SECURITY. The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured . 1.6.4. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables and all associated working papers, electronic files, course materials and reports, and other material deemed relevant by the Government which has been generated by the Contractor in the performance of this service are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the contract. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this service. There shall be no information released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the Contracting Officer for response. 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 Contracting Officer. PART 2 DEFINITIONS & ACRONYMS 2. DEFINITIONS AND ACRONYMS: 2.1. DEFINITIONS. 2.1.1. CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime. 2.1.2. CONTRACTING OFFICER: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government. 2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.4. DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement. 2.1.5. DELIVERABLE: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports. 2.1.6. KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. 2.1.7. PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property. 2.1.8. QUALITY ASSURANCE: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance. 2.1.10. QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements. 2.1.11. SUBCONTRACTOR: One that enters into a contract with a prime Contractor. The Government does not have privy of contract with the subcontractor. 2.1.12. WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract. 2.1.12. WORK WEEK: Monday through Friday, unless specified otherwise. 2.2. ACRONYMS: CDR Contract Discrepancy Report CFR Code of Federal Regulations CO Contracting Officer COR Contracting Officer Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In Accordance With POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES 3. GOVERNMENT FURNISHED ITEMS AND SERVICES 3.1 NONE PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES 4.1. GENERAL. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this SOW. 4.2. EQUIPMENT/MATERIALS. The Contractor shall provide the appropriate containers and personnel to dispose of solid waste in accordance with the Performance Work Statement. The Contractor shall provide two (2) 40-yard Open Top container, Nine (9) -8 cubic yard closable containers. 4.3. FEDERAL, STATE, AND LOCAL REPORTING. The contractor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the contract. 4.4. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utilities' conservation practices and be responsible for operating under conditions which preclude the waste of utilities, which shall include: 4.4.1. LIGHTING. n/a 4.4.2. MECHANICAL EQUIPMENT. n/a 4.4.3. WATER USAGE. Water faucets or valves shall be turned off after the required usage has been accomplished. 4.5. DOCUMENTATION AND RECORDS. All documentation, records and schedules as described in this PWS that is the responsibility of the contractor, are the property of the government and shall be turned over to the government upon completion or termination of the contract. All records are subject to the Freedom of Information and Privacy Acts and any requests for release of any records shall be handled accordingly. 4.6. BUSINESS ASSOCIATES AGREEMENT (BAA). In accordance with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), this contract will require a Business Associate Agreement. The contractor will enter into a Business Associates Agreement (BAA) with the Department of Veterans Affairs, unless a previously executed BAA is on file. The BAA is an instrument that will hold the contractor liable for any release of confidential medical information by any of its employees. A copy of a BAA is provided in the Contract Documents, Exhibits, Or Attachments section. 4.7. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS. The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. 4.8. KEY PERSONNEL. The following personnel are considered key personnel by the Government: The Contractor Representative s name and telephone number must be provided by the contractor with the proposal. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00 a.m. to 3:30p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. Please submit a resume of related jobs performed for all key personnel. 4.9. IDENTIFICATION OF CONTRACTOR EMPLOYEES. All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Third parties must be able to identify that contractor personnel are employed by the contractor. PART 5 SPECIFIC TASKS 5. Specific Tasks: 5.1. BASIC SERVICES. The Contractor shall provide services for solid waste removal and furnish an adequate, covered containers (Dumpsters) in which the waste can be contained until carried away for disposal. The unit shall be designed to prevent leakage, minimizes odors, keep out insects, and other pests. The contractor will be responsible for the continued cleanliness of waste containers; there are no designated cleaning areas on the government complex. 5.2. PICKUP FREQUENCY. Solid Waste collection shall be performed as frequently as needed. Schedules shall be confirmed throughout the life of the contract and arrangements shall be made in the best interest of the VA. 5.2.1. SOLID WASTE PICKUP. Solid waste collection shall be performed per the schedule above. The exception will be made for holidays and severe weather days. Schedules shall be confirmed throughout the life of the contract and arrangements shall be made in the best interest of the VA. 5.2.2 FAILURE TO RESPOND. If the Contractor fails to respond, within two (2) hours to an urgent request for pick-up services, or misses a scheduled pick-up; or fails to respond within two (2) hours to a request for repair of Contractor provided compactor equipment, a deduction of 1/30 of the rate that would be charged for the current month shall be taken for that day and for each twenty-four (24) hour period thereafter, that the requested service is not accomplished due to non-responsiveness. This penalty will be waived under unusual and extraordinary circumstances, those circumstances, those circumstances over which the Contractor has no control. Waiving of the penalty shall be at the discretion of the Contracting Officer with recommendation from the COR. 5.3. CONTAINER MAINTENANCE. Container should be steam cleaned and disinfected before being place at the medical center. It shall be the Contractor s responsibility to ensure that all equipment/supplies and/or materials required during the performance of the work will comply with all Conformance Standards in the industry. All self-contained roll off compactors shall be designed for dock usage. The contractor also has the responsibility for maintaining/repairing the equipment/materials, supplies required at no cost to the VA. The containers shall be kept neat in appearance, repaired, painted when warranted (i.e. appearance of rust spots, stains, excessively chipped areas, etc.) and replaced immediately if broken or non-functional. Contractor must coordinate with the COR or his designated representative prior to performing any maintenance/repair work at this Facility and again upon completion of work prior to leaving the Facility. Contractor shall comply with all applicable Federal, State and local laws, Veterans Affairs rules and regulations and obtain all required permits applicable to its performance under this contract. For any maintenance repairs lasting more than one day, the contractor must provide an alternate (open top) container. Contractor must obtain a hot permit from Engineering Service located in Building 9 for any welding work. The contractor shall provide a self-contained unit. 5.3.1 REPAIR AND BACKUP COMPACTOR SERVICE. Should Contractor provided compacting equipment become inoperable, the Contractor shall be given notification that repair is needed. The Contractor shall respond within (2) hours after receiving the notification. If repair is estimated to take more than four (4) hours (from arrival of the service technician on site) then the Contractor shall, at no additional charge to the Government, provide replacement container to be utilized for full operation at no additional charge to the Government. 5.4. CLEANLINESS. Contractor is responsible to pick up all (excess/spilled) solid waste or debris on the ground upon pulling the solid waste dumpsters away from the area. This is to be done before leaving the medical center premises prior to going to the landfill. 5.5. DOCUMENTATION. Provide weight documentation to EMS Service. PART 6 APPLICABLE PUBLICATIONS 6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) 6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.
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