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

GENERAL INFORMATION: Document Type: Combined Synopsis Solicitation Solicitation Number: 36C78620Q0096 Post Date: 12/04/2019 Original Response Date: 01/03/2020 at 10:00 am Applicable NAICS: 561720 Clas... GENERAL INFORMATION: Document Type: Combined Synopsis Solicitation Solicitation Number: 36C78620Q0096 Post Date: 12/04/2019 Original Response Date: 01/03/2020 at 10:00 am Applicable NAICS: 561720 Classification Code: S201 Set Aside Type: SDVOSB/Small Business Period of Performance: N/A Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration, Contract Services 18434 Joplin Road Triangle, VA 22172 Place of Performance: 1 Cemetery Rd Pensacola, FL 32508 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.603 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78620Q0096. This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) August 13, 2019 FAC date as changed from June 19, 2019 to August 13, 2019 NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE: The (NAICS) code for this procurement is 561720. The business size standard number of employees is $18.0M. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The U.S. Department of Veteran Affairs, National Cemetery Administration, anticipates the award of a Firm Fixed Priced Requirement Contract for Janitorial Services at Barrancas National Cemetery. POST AWARD CONFERENCE: Prior to commencement of work, contract awardee is required to make an appointment for a conference with the COR and/or Contracting Officer to assure that all parties understand all contractual obligations and the role that each party serves. SITE VISIT: Offerors are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of the Barrancas National Cemetery, YOU MUST CONTACT one of the following personnel to make arrangements: Elvin Hughes, Assistant Director, Barrancas National Cemetery: (850) 453-4072 Craig LaChance, Director, Barrancas National Cemetery: (850) 453-4072 RESPONSE TO REQUEST FOR QUOTATION (RFQ): Quotes are due to the Contracting officer no later than 10:00 AM EST on 01/03/2019. Responses to this announcement will result in a Firm-Fixed Priced Requirement Contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at beta.sam.gov. SOLICITATION QUESTIONS: All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than close of business, 12/18/2019. Questions pertaining to this announcement shall be sent by email to: hugh.oneil@va.gov. Telephone inquiries will not be accepted. SCHEDULE OF DELIVERABLES: If for any reason any deliverable cannot be delivered within the scheduled timeframe the contractor is required to explain why in writing to the contracting officer, including firm commitment of when the work shall be completed. This notice to the contracting officer shall cite the reasons for the delay, and the impact on the overall project. The contracting officer will then review the facts and issue a response in accordance with applicable regulations. PRICE SCHEDULE: Contractor shall provide all labor, supervision, material, equipment, tools and supplies to complete Custodial services to maintain Barrancas National Cemetery, 1 Cemetery Road, Pensacola, FL 32508, following National Cemetery Administration standards. Contract period will consist of a base period from Date of contract award through September 30, 2020, with up to four (4) one- year options to extend the term of the contract through September 30, 2024. Units and services to be in accordance with Performance Work Statement, Technical Specifications, Performance Incentives/Disincentives, terms and conditions contained in this solicitation. The schedule price shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Item (CLIN(s)). Offerors shall enter unit cost and total amounts for each CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended bid price and the total of the CLINs will be recomputed accordingly. Offerors shall enter the Total Cost for each year in the Summary Totals where indicated. Offeror shall calculate the Grand Total for all years and enter where indicated. Offeror is to understand the quantities stated in the schedule are estimates for pricing purposes only. Acreage or linear feet stated in the schedule may not be exact. The Contractor shall furnish to the Government the supplies or services specified up to and including the quantity designated in the Schedule. PRICE SCHEDULE OF SUPPLIES/SERVICES: BASE PERIOD: January 1, 2020 through 31 December, 2020 CLIN Description Est. Qty. Unit Unit Price Total Price 0001 Sweep & Wet Mop Floors - To be completed Daily 156 EA $ $ 0002 Vacuum Carpet & Rug Areas - To be completed Daily 156 EA $ $ 0003 Clean Glass Doors - To be completed Daily 156 EA $ $ 0004 Clean & Polish Light Switches, Push Plates and Door Handles - To be completed Daily 156 EA $ $ 0005 Dust, Damp Wipe Tables, Chairs, Countertops, Windowsills, & Tops of File Cabinets (excluding employees workspace) - To be completed Daily 156 EA $ $ 0006 Clean Restrooms - To be completed Daily 156 EA $ $ 0007 Clean (Vacuum or Dust) Mini- blinds - To be completed once per Month 12 EA $ $ 0008 Clean & Damp Wipe 12 EA $ $ $ $ Wall Pictures & Wall Clocks - To be completed once per Month 0009 Dust Baseboards - To be completed once per Month 12 EA $ $ 0010 Clean cobwebs from corners, walls and doors - To be completed once per Month 12 Job $ $ 0011 Strip and Wax Floors - To be completed Semi-Annually 2 EA $ $ 0012 Clean Windows (Inside & Outside)- To be completed Semi-Annually 2 EA $ $ 0013 Clean Light Fixtures - To be completed Semi-Annually 2 EA $ $ 0014 Shampoo all carpets & Rug Areas - To be completed Annually 1 EA $ $ Total Estimated Price: $ $ OPTION YEAR 1 Period: January 1, 2021 through 31 December, 2021 CLIN Description Est. Qty. Unit Unit Price Total Price 1001 Sweep & Wet Mop Floors - To be completed Daily 156 EA $ $ 1002 Vacuum Carpet & Rug Areas - To be completed Daily 156 EA $ $ 1003 Clean Glass Doors - To be completed Daily 156 EA $ $ 1004 Clean & Polish Light Switches, Push Plates and Door Handles - To be completed Daily 156 EA $ $ 1005 Dust, Damp Wipe Tables, Chairs, Countertops, Windowsills, & Tops of File Cabinets (excluding employees workspace) - To be completed Daily 156 EA $ $ 1006 Clean Restrooms - To be completed Daily 156 EA $ $ 1007 Clean (Vacuum or Dust) Mini- blinds - To be completed Monthly 12 EA $ $ 1008 Clean & Damp Wipe 12 EA $ $ Wall Pictures & Wall Clocks - To be completed Monthly 1009 Dust Baseboards - To be completed Monthly 12 EA $ $ 1010 Clean cobwebs from corners, walls and doors - To be completed Monthly 12 $ $ 1011 Strip and Wax Floors - To be completed Semi-Annually 2 EA $ $ 1012 Clean Windows (Inside & Outside) - To be completed Semi-Annually 2 EA $ $ 1013 Clean Light Fixtures - To be completed Semi-Annually 2 EA $ $ 1014 Shampoo all carpets & Rug Areas - To be completed Annually 1 EA $ $ Total Estimated Price: $ $ OPTION YEAR 2 Period: January 1, 2022 through 31 December, 2022 CLIN Description Est. Qty. Unit Unit Price Total Price 2001 Sweep & Wet Mop Floors (To be completed Daily) 156 EA $ $ 2002 Vacuum Carpet & Rug Areas (To be completed Daily) 156 EA $ $ 2003 Clean Glass Doors (To be completed Daily) 156 EA $ $ 2004 Clean & Polish Light Switches, Push Plates and Door Handles (To be completed Daily) 156 EA $ $ 2005 Dust, Damp Wipe Tables, Chairs, Countertops, Windowsills, & Tops of File Cabinets (excluding employees workspace) - To be completed Daily 156 EA $ $ 2006 Clean Restrooms - To be completed Daily 156 EA $ $ 2007 Clean (Vacuum or Dust) Mini- blinds - To be completed Monthly 12 EA $ $ 2008 Clean & Damp Wipe, Wall Pictures & Wall Clocks - To be completed Monthly 12 EA $ $ 2009 Dust Baseboards - To be completed Monthly 12 EA $ $ 2010 Clean cobwebs from corners, walls and doors - To be completed Monthly 12 EA $ $ 2011 Strip and Wax Floors - To be completed Semi-Annually 2 EA $ $ 2012 Clean Windows (Inside & Outside) - To be completed Semi-Annually 2 EA $ $ 2013 Clean Light Fixtures - To be completed Semi-Annually 2 EA $ $ 2014 Shampoo all carpets & Rug Areas - To be completed Annually 1 EA $ $ Total Estimated Price: $ $ OPTION YEAR 3 Period: January 1, 2023 through 31 December, 2023 CLIN Description Est. Qty. Unit Unit Price Total Price 3001 Sweep & Wet Mop Floors - To be completed Daily 156 EA $ $ 3002 Vacuum Carpet & Rug Areas - To be completed Daily 156 EA $ $ 3003 Clean Glass Doors - To be completed Daily 156 EA $ $ 3004 Clean & Polish Light Switches, Push Plates and Door Handles - To be completed Daily 156 EA $ $ 3005 Dust, Damp Wipe Tables, Chairs, Countertops, Windowsills, & Tops of File Cabinets (excluding employees workspace) - To be completed Daily 156 EA $ $ 3006 Clean Restrooms - To be completed Daily 156 EA $ $ 3007 Clean (Vacuum or Dust) Mini- blinds - To be completed Monthly 12 EA $ $ 3008 Clean & Damp Wipe, Wall Pictures & Wall Clocks - To be completed Monthly 12 EA $ $ 3009 Dust Baseboards - To be completed Monthly 12 EA $ $ 3010 Clean cobwebs from corners, walls and doors - To be completed Monthly 12 EA $ $ 3011 Strip and Wax Floors - To be completed Semi-Annually 2 EA $ $ 3012 Clean Windows (Inside & Outside) - To be completed Semi-Annually 2 EA $ $ 3013 Clean Light Fixtures - To be completed Semi-Annually 2 EA $ $ 3014 Shampoo all carpets & Rug Areas - To be completed Annually 1 EA $ $ Total Estimated Price: $ $ OPTION YEAR 4 Period: January 1, 2024 through 31 December, 2024 CLIN Description Est. Qty. Unit Unit Price Total Price 4001 Sweep & Wet Mop Floors - To be completed Daily 156 EA $ $ 4002 Vacuum Carpet & Rug Areas - To be completed Daily 156 EA $ $ 4003 Clean Glass Doors - To be completed Daily 156 EA $ $ 4004 Clean & Polish Light Switches, Push Plates and Door Handles - To be completed Daily 156 EA $ $ 4005 Dust, Damp Wipe Tables, Chairs, Countertops, Windowsills, & Tops of File Cabinets (excluding employees workspace) - To be completed Daily 156 EA $ $ 4006 Clean Restrooms - To be completed Daily 156 EA $ $ 4007 Clean (Vacuum or Dust) Mini- blinds - To be completed Monthly 12 EA $ $ 4008 Clean & Damp Wipe, Wall Pictures & Wall Clocks - To be completed Monthly 12 EA $ $ 4009 Dust Baseboards - To be completed Monthly 12 EA $ $ 4010 Clean cobwebs from corners, walls and doors - To be completed Monthly 12 $ $ 4011 Strip and Wax Floors - To be completed Semi-Annually 2 EA $ $ 4012 Clean Windows (Inside & Outside) - To be completed Semi-Annually 2 EA $ $ 4013 Clean Light Fixtures - To be completed Semi-Annually 2 EA $ $ 4014 Shampoo all carpets & Rug Areas - To be completed Annually 1 EA $ $ Total Estimated Price: $ $ Base Period $ Option Year 1 $ Option Year 2 $ Option Year 3 $ Option Year 4 $ Grand Total Estimated Price: $ SERVICES TO BE PROVIDED: Scope of Work Title of Project: Janitorial/Custodial Services Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Statement of Work, except as may otherwise be specified. This is a service contract for janitorial services at the Barrancas National Cemetery, NAS Pensacola, Pensacola, FL and hereafter referred to as Cemetery. The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities described herein, which are required to maintain an acceptable appearance of the cemetery facilities. National cemeteries are a resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration to reflect this nation's concern and respect for those interred there. The National Cemetery Administration (NCA) mission: the NCA honors veterans with a final resting place and lasting memorials that commemorate their service to our nation. Background: Barrancas National Cemetery is located at 1 Cemetery Road, Pensacola, FL 32508. The cemetery is approximately 100 acres. National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries must reflect this nation's concern for those interred there. For this reason, strict adherence to the specifications is required as well as National Cemetery Administration standards. Performance Period: The contractor shall begin the work required under this statement of work in 7 days or less from the date of award, unless otherwise directed by the contracting officer. If the contractor proposes an earlier start date, and the government accepts the contractor s proposal, the contractor s proposed start date shall prevail. Type of Contract: Firm Fixed Price Requirement contract CONTRACT AWARD MEETING: The contractor shall not commence services until the contracting officer has conducted a Post Award Brief or has advised the contractor that a Post Award Brief meeting has been waived. GENERAL REQUIREMENTS: For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, together with sub-milestone dates. The contractor s subtask structure shall be reflected in the technical proposal and detailed work plan. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 7 calendar days from the date of receipt. The contractor shall have 7 calendar days to deliver the final deliverable from date of receipt of the Government s comments. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES: Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverable described below within the performance period as stated in this Statement of Work. NCA Standards and Measures: Facilities: Standard 1.1: Restrooms are clean, functional, sanitary, appropriately supplied (e.g., soap, paper towels/hand dryer and toilet paper) and are accessible. Measure 1.1a: The percent of all cemetery restrooms that are inspected daily and determined to be clean and supplied in accordance with a Restroom Checklist. Target 1.1a: 100% DESCRIPTION OF SERVICES: The contractor shall provide all supervision, personnel, equipment, supplies, (to include Safety Data Sheets) and other items and services necessary to perform the following janitorial/custodial services at Barrancas National Cemetery. All operating supplies shall be supplied by the contractor: Paper goods, toilet paper, paper towels Hand soap, hand cleaner Trash bags, sanitary disposal bags Air fresheners, urinal deodorizer All work supplies and tools shall be provided by the contractor. Areas to be served are the Administration building and restrooms, Maintenance Building and restrooms and Old Maintenance Building restrooms. All janitorial services shall be performed and completed Monday through Friday (excluding Federal Holidays) beginning at 8:00am and completed no later than 4:00pm. Janitorial services are also required during the entire Memorial Day weekend (Saturday, Sunday and Monday the last Monday in May) and on any other days designated by the COR. Contractor shall accomplish all work in accordance with the technical specifications that have been provided as Attachments B to this solicitation. Overall work shall conform to the NCA, National Shrine Commitment, Operational Standards and Measures. The Contractor shall be responsible for: Provide a safe working environment for contractor, cemetery staff and general public. Ensuring all work conforms to the NCA s, National Shrine Commitment, Operational Standards and Measures. STANDARDS OF EMPLOYEE CONDUCT: Contractor and contractor personnel shall be required to adhere to the following standards of dress and conduct while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 901. Shall always be fully clothed in matching uniforms where the shirt bears the company name, to include long slacks or pants and collared shirt, buttoned up from neck to waist. Clothing shall be clean each day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes will be required in accordance with OSHA requirements. Contractor employees will maintain good personal hygiene. Contractor and all employees shall complete the Department of Veteran Affairs VA Privacy and Information Security and Rules Of Behavior (VA31167) and Contractor Safety (NFED 4501911) training annually and prior to beginning work. Shall not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during committal services. Shall neither eat nor drink beverages (except water or non-alcoholic drinks) in the work areas, nor in sight of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments. The only designated smoking area for the Barrancas National Cemetery is located by the maintenance building. All other areas are designated as NO SMOKING. PARKING AND VA REGULATIONS: Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor s employees under any conditions. Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. All contactor personnel operating vehicles on government property must possess a valid state driver s license. USE OF CEMETERY FACILITIES: 1. The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees. 2. The Government will allow the use of the janitorial closets at the cemetery site for use by the Contractor to store supplies and materials. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. 3. The Contractor will be responsible for safely storing any chemicals, and cleaning solutions, etc. in accordance with manufacturer s recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, and cleaning solutions. 4. Electricity and phone service will NOT be furnished by the Government for the contractor s work area. However, government will provide all electricity and water used on and for the cemetery facility. INSPECTION AND CLEANING OF CEMETERY FACILITIES: The Contractor will perform a weekly inspection on Wednesday between daily working hours for the cemetery. During this inspection the appearance of the facilities will be observed, and any deficiencies noted within the scope of the contract and will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the Contracting Officer or his representative. Contractor shall not correct items outside scope of the contract without an official modification to the contract through the Contracting Officer. The Contractor will clean, when applicable, the public restrooms, employee restrooms, administrative building and maintenance building break room, as needed, but not less than every other day starting on the Monday of the week. Cleaning shall include sweeping and mopping the floor, disposing of trash removing cobwebs from all areas, emptying trashcans, etc. All items stored in service building shall be in a neat orderly fashion. All janitorial work shall be in accordance with Statement of Work. The Contractor will be required to submit inspection reports and work accomplished to the COR weekly. SUPERVISION, WORK HOURS AND TRAINING: Site Supervisor: A competent and experienced Site Supervisor shall be provided by the Contractor for not less than one (1) hour per month whenever work is being performed. In the absence of the Site Supervisor, the Contractor will appoint a crew foreman or employee who will be responsible to insure that the work is (i) being accomplished in an expeditious manner, (ii) performed in accordance with the contract specifications, and (iii) progress is being made without undue delay. The Site Supervisor will ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained. BOTH SITE SUPERVISOR AND CREW FOREMAN ARE REQUIRED TO BE FLUENT IN ENGLISH. Work Hours: Work will be performed between the hours of 8:00a.m. to be completed no later than 4:00 p.m., Monday through Friday unless otherwise directed by the Cemetery Director or COR. At the Contractor s request, and with the written permission of the COR, work may also be permitted to be scheduled for weekends and/or Holidays. In emergency situations caused by the Contractor, or when severe adverse weather prohibits work during the week, the Contractor shall arrange with the COR to work on weekends and/or holidays in order to meet performance time frames. The Government shall not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration. Contractor may need to work certain holidays depending on interment schedule. Notwithstanding, if any work under this contract will be required outside of the VA's normal working hours 8:00a.m. to 4:30p.m. Monday through Friday), the Contractor shall request for a deviation in writing to the COR at least 24 hours in advance. The COR will notify the appropriate individuals regarding Contractor's anticipated schedule and will provide written approval or disapproval to the Contractor. FEDERAL HOLIDAYS New Year s Day (January) Martin Luther King s Birthday (January) President s Day (February) Memorial Day (May) Fourth of July (July) Labor Day (September) Columbus Day (October) Veterans Day (November) Thanksgiving Day (November) Christmas Day (December) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to Contractor personnel and shall be used as prescribed by OSHA standards, including (if applicable for the duties being performed) safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to: Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241. PLACEMENT OF ORDERS: Delivery Orders for services at Barrancas National Cemetery will be placed by the COR through the Contracting Officer and may be placed initially via facsimile (fax) or electronic mail (e-mail). Orders may be followed up with a copy forwarded by either U. S. Mail or a commercial courier service, to ensure legibility. Agents/Branches; if the Contractor maintains agents/branches, the Department of Veterans Affairs are to be provided with a list containing any information necessary indicating how and with whom orders are to be placed. WORK SCHEDULING AND MAINTENANCE DURING CEMETERY FUNCTIONS: The Contractor shall coordinate a work schedule with the COR(s) on a daily basis to ensure that no work is being performed that will interrupt families or visitors to the National Cemetery. These daily meetings are also an opportunity for the Contractor to ask questions and ensure he/she understands the off-limit areas, which may vary, depending on the event. The COR or his/her representative shall furnish the Contractor with a schedule of all interments and/or ceremonies no later than the close of business of the day prior to the scheduled interment, and a minimum of three (3) days before any ceremonial events. The Contractor is solely responsible for ensuring that no contract work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor is solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR(s). The Contractor shall meet with the COR at the end of each day to determine work completed and ensure that work is on schedule. In the absence of the COR, the Contractor shall meet with the Alternate COR HISTORIC PRESERVATION: Where the Contractor or any of the Contractor's employees, prior to, or during the service work, are advised of or discover any possible archeological, historical and/or cultural resources, the Contractor shall immediately notify the COR verbally, and then with a written follow up. PERFORMANCE EVALUATION MEETING: The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s). Should the Contractor not concur with the minutes, he will state in writing to the Contracting Officer within ten calendar days any areas he does not concur and explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days. ACTIONS: Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken. When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded. When a CDR is issued for a service, the Contracting Officer must deduct from the periodic payment, a percentage of that payment as indicated in the Performance of Work Requirements Summary as attached hereto. If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR will be issued and the appropriate amount deducted from the periodic payment in accordance with the disincentive rate listed in the attached Performance Requirements Summary. A third CDR will be the cause for a Cure Notice. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract. CONTRACTOR S QUALITY CONTROL PLAN (QCP): The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. This QCP will be forwarded to the CO along with the requested initial quotation. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor s QCP shall include the following or have incorporated into during performance of contract, at a minimum: An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract. A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract. SCHEDULE FOR DELIVERABLES: If for any reason any deliverable cannot be delivered within the scheduled time frame the contrac...