Closed Solicitation · DEPARTMENT OF VETERANS AFFAIRS
AI Summary
The Department of Veterans Affairs is soliciting quotes for Home Oxygen Warehouse Janitorial Services under solicitation number 36C24825Q0774, specifically set aside for Service-Disabled Veteran Owned Small Businesses (SDVOSB). The contract covers a base period from June 6, 2025, to June 5, 2026, with four optional renewal periods. Interested bidders must be verified SDVOSBs and comply with the NAICS code 561720. The facility is located in Tampa, FL, encompassing both warehouse and office space.
Combined Synopsis-Solicitation for Commercial Services 2 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, 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. The solicitation number is 36C24825Q0774 and is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03, Effective 1/17/2025. This solicitation is for a 100% Set-Aside for Service-Disabled Veteran Owned Small Business (SDVOSB) and Veteran-Owned Small Businesses (VOSBs). To be considered as a Service-Disabled Veteran Owned Small Business (SDVOSB), prospective offerors shall be a verified SDVOSB in the Veteran Small Business Certification (VetCert) pages Veteran Small Business Certification. (VetCert)https://veterans.certify.sba.gov/ at the date and time set for receipt of offers. The associated North American Industrial Classification System (NAICS) code for this procurement is 561720 - Janitorial Services, with a small business size standard of $22.0 Million. The FSC/PSC is S201: Housekeeping Custodial Janitorial. The HRCP Warehouse for James A. Haley Veterans Hospital (JAHVH) is seeking to purchase Home Oxygen Warehouse Janitorial Services All interested companies shall provide quotations for the following: Services ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO __________________ __________________ Home Oxygen Warehouse Janitorial Services Contract Period: Base POP Begin: 06-06-2025 POP End: 06-05-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial 1001 12.00 MO __________________ __________________ Home Oxygen Warehouse Janitorial Services Contract Period: Option 1 POP Begin: 06-06-2026 POP End: 06-05-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial 2001 12.00 MO __________________ __________________ Home Oxygen Warehouse Janitorial Services Contract Period: Option 2 POP Begin: 06-06-2027 POP End: 06-05-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial 3001 12.00 MO __________________ __________________ Home Oxygen Warehouse Janitorial Services Contract Period: Option 3 POP Begin: 06-06-2028 POP End: 06-05-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial 4001 12.00 MO __________________ __________________ Home Oxygen Warehouse Janitorial Services Contract Period: Option 4 POP Begin: 06-06-2029 POP End: 06-05-2030 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial GRAND TOTAL __________________ PERFORMANCE WORK STATEMENT JANITORIAL SERVICES HOME OXYGEN - HRCP WAREHOUSE General Information: Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The James A Haley VAMC operates a Home Oxygen program at 5910 Breckenridge Parkway, Tampa, FL 33610. This leased space is 5,380 Net Usable Square Feet (NUSF). This space is approximately 70 percent warehouse (or 3780 NUSF) and 30 percent office space (or 1500 NUSF). The building is circa 1982, with attractive landscaping surrounding 14 on-site parking spaces. Cleaning is approximately 1500sqft of Admin spaces, 3 times a week (Mon, Wed, Fri) consisting of approximately 7 offices, two bathrooms (Male & Female), one break/lounge room, and general areas such as the lobby/reception. Period of Performance: Base Year plus Four (4), One (1) year option period. Place of Performance: Office Information Location Size Tampa, FL 5910 Breckenridge Parkway, Tampa, FL 33610 5380 NUSF (1500 NUSF Office Space) Hours of Operation: The work required by the contract shall be performed 3 days a week, Monday, Wednesday, and Friday excluding Federal Holidays. Work shall begin between the hours of 1300 1700 p.m., all work must be completed and the areas ready for the next business day. Any work needed outside these hours must be coordinated within 3 business days prior with the COR. Other times may be scheduled for floor projects (see each line item for specific times required). Contractor shall provide proposed work schedule to the Contracting Officer s Representative (COR) within ten (10) calendar days from receipt of Award. National holidays: The ten holidays observed by Federal Government are: New Year s Day January 1 Martin Luther King Day Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 When one of the above designated legal holidays falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a legal holiday falls on a Saturday, the preceding Friday shall be observed as a holiday by U.S. Government agencies. Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work schedule to the COR describing how services will be accomplished. All work shall be coordinated with the COR or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract. Government Furnished Property, Equipment, and Services: All equipment, material and supplies shall be furnished by the contractor. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. Any and all materials and equipment used in performance of this contract will be removed from the facility or stored properly at the end of the workday and secured during the workday. If there is not adequate space to store all equipment on site, the contractor will be responsible for bringing equipment to and from the facility. Contractor Furnished Items and Services: Unless otherwise indicated or specified, the Contractor shall furnish at their own expense all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of this contract. This includes furnishing restroom supplies such as toilet tissue, multifold paper towels, feminine hygiene products and antimicrobial soap. The Contractor shall also furnish plastic linings for all receptacles including red biohazard bags, that are to be changed daily. These items must comply with 52.208-9 Contractor Use of Mandatory Sources of Supply of Services . NOTE: The COR has the authority to approve all supplies for use and Safety Data Sheet (SDS) sheets are required to be given to the COR upon request. Soap dispensers shall not be of the refillable type, where topping off a dispenser reservoir is done from a larger bulk container. Soap dispensers will be of the design that refills come in disposable bags. Soap should be an antimicrobial soap of the same type currently used in the James A. Haley Hospital (JAHVA) since it has been vetted by Infection Control and has proven user acceptance. Variations in product selection should be approved by Infection Control at the JAHVA and approval will be coordinated through the COR. Literature on the antimicrobial hand soap used at this facility and throughout the clinics will be provided upon request. Contractor shall be responsible for ensuring all equipment, tools, and supplies used meet the necessary safety requirements and employees have full working knowledge of their use. Contractor shall provide air fresheners for the restroom and replace as needed. Contractor shall provide alcohol-based hand sanitizer for the facility. Sanitizer should be a wall hanging dispenser. Dispensers shall not be of the refillable type, where topping off a dispenser reservoir is done from a larger bulk container. Dispensers will be of the design that refills come in disposable bags. Sanitizer should be the same type currently used in the JAHVA hospitals since it has been vetted by Infection Control and has proven user acceptance. Variations in product selection should be approved by Infection Control and coordinated via the COR. Contractor shall provide walk off mats for the entrance ways when the original mats are no longer serviceable. Only one walk-off mat per the entrance and should be changed when worn out and no longer serviceable. Contractor shall provide umbrella bags on a stand at each entrance way. Specific Tasks Standards: Aseptic areas apply to the breakroom and restrooms. Custodial standards apply to the common areas and office areas. Tasks and Cleaning Performance Standards The following table summarizes the tasks required under this PWS. Tasks Performance Measures Acceptable Quality Level (AQL) Remedies/Incentives 1. Empty waste cans and reline 3 X Weekly 95% Positive or Adverse CPARS rating; Letter of Concern after every third reported adverse incident; Repeated instances may lead to termination of the contract 2. Place furniture in proper locations 3 X Weekly 95% 3. Spot clean/wash interior windows and door glass 3 X Weekly 95% 4. Dust mop/wet mop all tile/LVT floors. Use of floor scrubber may be needed. 3 X Weekly 95% 5. Clean public restrooms 3 X Weekly 95% 6. Check and Refill all paper towel, toilet paper, feminine hygiene products and soap dispensers 3 X Weekly 95% 7. Clean and organize all housekeeping closets 3 X Weekly 95% 8. Clean/sanitize all bathrooms utilizing a germicidal disinfectant 3 X Weekly 95% 9. Buff all LVT floors Quarterly 95% 10. Dust all horizontal and vertical surfaces 3 X Weekly 95% 11. Spot clean furniture Monthly As needed 95% 12. Spot clean waste cans Monthly As needed 95% 13. Wash walls and doors Monthly As needed 95% 14. Vacuum entrance mats and runners 3 X Weekly 95% 15. Polish all stainless steel 1 X Weekly 95% 16. Interior and Exterior of windows and doors on first floor level. weekly and spot clean as needed 95% 17. Sweep and mop offices 3 X Weekly 95% Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails. Sanitize as needed. Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed weekly and as needed. Entrance Area: Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Trash containers located inside and outside of entrances shall be emptied. Floor maintenance (non-carpeted): Hard Surface Floor Maintenance: The Contractor shall wet mop and scrub using germicidal type detergent to sanitize all accessible areas including corners and abutments. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop carpeted floors. The Contractor shall change water in mop bucket in between room cleanings. The Contractor shall sweep, dust, and damp mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms. The floors shall be swept, dusted and damp mop using a treated or dust- free method/mop. The Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items to clean underneath and shall return items to their proper position. The Contractor shall buff all floors accessible to floor machine unless specified elsewhere as having carpet or special flooring. The Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen. The Contractor shall remove excess floor finish solutions. The Contractor shall apply these techniques only to the portion of the floor needing work, to bring the entire floor up to standard. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36 and below) The Contractor shall dust all uncluttered horizontal surfaces within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, windowsills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust. The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature. Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36 up to 70 ): High dusting includes all the wall surfaces, door frames, shelves, equipment, windowsills, ledges, handrails, etc. that are 70 inches from the floor or more. Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners. Move items as necessary to ensure thorough and adequate cleaning; replace to original position. Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft shields on windows, mirrors and adjacent trim. Stairwells: The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling and wall areas shall be free of cobwebs, dust, debris and insects. Walls: Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed. Venetian Blinds: The Contractor shall vacuum, and damp clean all blinds to remove surface dust. Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills. The contractor is not responsible for the highest interior windows. Break Areas: The contractor shall clean all break areas 3 X per week; trash is to be removed 3 X per week. All tables and counter tops are to be wiped down 3 X per week. The inside of the refrigerator is to be cleaned monthly. The contractor is to work with the COR to schedule cleaning of the refrigerator. The microwave oven is to be cleaned 3 X per week. Information Technology (IT) Closet: The Contractor shall coordinate with the VA IT staff to gain access to these secured areas in order to sweep and dust mop floors monthly. The Contractor shall not use any type of liquids, vacuums or duster in these closets. The Contractor shall not unplug any IT equipment unless performed by IT staff. To maintain the proper air temperatures in the IT rooms, the entry doors shall not be left open. The IT closet will be cleaned as needed. Ceilings: The Contractor shall dust and remove cobwebs from the ceilings, vents and light fixtures weekly. Miscellaneous Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type of detergent. Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates weekly. Restrooms The Contractor shall clean and sanitize sinks, urinals, and toilets. The floor traps shall be always maintained free from odor. The Contractor shall sweep and wet mop the floors daily and spray buff as required. The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions. The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces. The Contractor shall damp-wipe and polishes the chrome fixtures. The Contractor shall clean (descale) toilet bowls and urinals. The Contractor shall furnish and replenish restroom supplies for example: soap dispensers, paper towels, toilet tissue and sanitary napkins. The Contractor shall ensure sufficient supplies are provided. The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles. Waste All trash containers throughout the facility shall be emptied and returned to their original locations 3 X per week. Boxes, cans, paper placed near a trash receptacle and marked TRASH shall be removed. All trash containers, waste baskets, etc. shall be fitted with a biodegradable disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors. Supplies: Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, paper towels, air fresheners and toilet paper are not depleted. Supplies shall be stored in designated areas and shall be kept up off the floor. If supplies run out prior to the next service date, contractor shall refill within 24 hours of notification. Soap dispensers shall not be of the refillable type, where topping off a dispenser reservoir is done from a larger bulk container. Soap dispensers will be of the design that refills come in disposable bags. Soap should be an antimicrobial soap of the same type currently used in the JAHVA hospital since it has been vetted by Infection Control and has proven user acceptance. Variations in product selection should be approved by Infection Control and coordinated through the COR. Literature on the antimicrobial hand soap used at this facility and throughout the clinics will be provided upon request. Offices: All offices should be cleaned 3 X per week. Trash will be removed, sinks and counters cleaned, furniture wiped down walls wiped down and floors swept and mopped. Contractor Personnel The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures in order to ensure compliance with all provisions contained in this contract. The CEH shall have at least one (1) year of prior experience as a CEH Manager within the last three years. Written certification of experience and copies of any formal training program (i.e. National Executive Housekeeping Association (NEHA) shall be submitted to the COR before starting work. The COR s approval must be received prior to an employee working at any of the facilities. The CEH or stand-in representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within 3 hours. The contractor s employees shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English. Prior to beginning performance under this contract, the Contractor shall provide the following: List of employees who will provide services under this contract Name, telephone number and address of the CEH List of shift supervisors The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative. He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract. The Contractor shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break areas only. The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed Confidentiality Certificate from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes. The Contractor is not required to have physical examination prior to work on this contract; however, the Contractor is expected to be in good physical health and able to work in patient care areas without risk to the patients. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. Safety Training Requirements The Contractor shall consider the clinical environment and instruct his/her employees on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human excretions, blood, vomit, etc., from both floors and walls. The contractor shall maintain acceptable sanitation standards in accordance with standard commercial practice. Daily handling of known infectious materials, knowledge of aseptic techniques as related to working in this type of environment or any careless handling of this type of material could be a source of infection for patients and personnel. To ensure competent and safe performance of the work under this contract, the Contractor shall provide appropriate training to employees prior to the beginning of service under this contract. This includes any OSHA or specific SDS instructions for chemicals, etc., use in performance of the contract. Contractor s Attire and Identification The Contractor shall wear a standard custodial type of uniform which is easily recognizable and clearly distinguish them as the Contractor. Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor s and employee s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain Visitors Badges during the interim period via VA Police or Human Resource Department. In special sanitation and/or isolation situations, the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility. Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor s own expense. Contractor s Personal Hygiene: The Contractor s attire and presentation shall be appropriate per industry standard. Contractor Training Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below under item 5.5.2. Exception: An exception will be made during the first sixty (60) days of contract performance, whereby Contractor s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date. The Contractor shall provide an initial training plan to the COR for approval. The initial plan shall include topics, brief statement of content and method of training. Documentation verifying the content of such training and orientation shall be transmitted to the COR. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 5 workdays. General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced or contained through proper environmental sanitation methods. Infection control orientation, relating duty functions to the technical provision of this specification. Proper use and handling of germicidal detergents, supplies and equipment. Care and maintenance of Contractor and Government-furnished property. Familiarization with local fire preventing and safety procedures. Familiarization with applicable facility polices/regulations and their effect on sanitation Services. Familiarization with the Contractors procedures manual. Individual duties and responsibilities. Procedures for replenishing cleaning supplies and obtaining equipment repair. Role of Contractor s personnel in the facility and their impact on patient care Techniques/methods for measuring quality of work performance Basic orientation to the facility, function, mission, goals Facility emergency fire and disaster program Hazardous Communication Standard Utility Operation Standard Precautions Emergency Preparedness Body Mechanics/Lifting Accident Reporting Sexual Harassment Ethics TB-Precautions (PPD Hep B) Mercury/Spills Chemo Waste Handling Linen exchange services, including proper handling and care of all linens. Compliance and Business Integrity (CBI) Awareness Training: The Contractor shall complete initial compliance awareness training within thirty (30) days of contract award effective date. The Contractor shall also meet the annual compliance awareness refresher training. Remedial Training: When notified, the Contractor shall complete remedial training and education to address any detected compliance issues. Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the COR or designated representative. The COR will retain proof of training in accordance with applicable Records Control Schedule. Contractor s Quality Control Plan The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. Contractor shall provide one copy of the Quality Control Plan with their proposal. An updated copy shall be provided the COR as changes occur. The quality control program shall include, but are not limited to the following: An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished. The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable. On-site records of all inspections conducted by the Contractor and necessary corrective action taken. A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the COR or designated representative during the term of the contract. Fire Prevention and Emergency Procedures The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings. Any hazardous incidents created by the Contractor shall be corrected immediately. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. The Contractor shall follow applicable facility policies concerning fire and/or disaster events. Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas. Building Security The Contractor shall be responsible for safeguarding all Government property provided for the Contractor s use. At the close of each work period, Government facilities, equipment and materials shall be secured. When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the COR or designated representative. The Contractor shall turn in all lost articles found during the performance of duties to the COR or designated representative. If the contractor does not have access to an area due to either not having a key or otherwise, the contractor shall immediately notify the COR so that appropriate action can be taken. The engineering, IT, and telephone closets are restricted access. The contractor will not have keys to those areas and will require an escort to those areas. Interference to Normal Function The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts. Damage and Equipment Loss The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor s equipment or belongings that are lost, stolen or damaged. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. Any damage must be reported to the COR immediately for appropriate action. Damage to the building, its contents or loss of Government property, in excess of $100,000 will require a Report of Survey or Investigative Report by VA Personnel. Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures. Handling of Government Furniture and Equipment The COR or designated representative will instruct the Contractor what Government items should not to be moved or otherwise handled. Any medical apparatus in use on or by a patient will not be moved or otherwise handled by the Contractor except when prior arrangements have been made with the nurse supervisor. In emergency situations, the Contractor s assistance may be required to help move patients out of harm s way. Conservation of Utilities The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under condition which precludes the waste of utilities, which shall include: The Contractor shall not adjust any mechanical equipment controls for heating, ventilation and air conditioning system unless otherwise directed by the COR or designated representative. The Contractor shall turn-off all water faucets or values when not in usage. The Contractor shall not use Government telephones for personal reasons. Applicable Regulations and Manuals All work under this contract must be performed in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this Performance Work Statement (PWS) and (5) industry standards. General Liability and Workers Comp are the requirements for this contract. Documents applicable to work described in this section are mandatory and are listed below. The Government will provide the Contractor copies of all regulations, manuals and specifications such as those listed below. Supplements and amendments will be updated and will be considered to be full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. The Contractor shall insure that all mandatory publications are posted and up to date. Security Clearances, Access Controls, Identification Badges Facility policies concerning fire / disaster program. Parking Requirements Infection Control Manuals The contract period of performance starts on the award date. Delivery shall be provided on the award date or no later than 15 days after receipt of award. (vii) Place of Performance/Place of Delivery James A. Haley Veterans Hospital (JAHVH) HRCP Warehouse 5910 Breckenridge Parkway Tampa, FL 33610 The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition (1) Is set aside for small business and has a value above the simplified acquisition threshold; (2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or (3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value. (b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified in this solicitation. Quotes shall be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotes must show (1) The solicitation number. (2) The time specified in the solicitation for receipt of quotations; (3) The name, address, and telephone number of the quoter; (4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; (5) Terms of any express warranty; (6) Price and any discount terms; (7) "Remit to" address, if different than mailing address; (8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Quotation Amendments; (10) Past performance information will not be considered in simplified acquisition procurements. (11) Quotes should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration. (c) Period for acceptance of Quotes. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation. (d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender s request and expense, unless they are destroyed during pre-award testing. (e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately. (f) Late submissions, modifications, revisions, and withdrawals of quotes. (1) Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes or revisions are due. (2) Any quote received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quote would not unduly delay the acquisition. (3) If an emergency or unanticipated event interrupts normal Government processes so that quotes cannot be received at the Government office designated for receipt of quotes by the exact time specified in the Request for Quote, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public s best interest. In addition, the Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest quoted price. (h) Multiple awards. The Government may accept issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the quotation, offers may not be submitted for quantities less than those specified in the RFQ. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quote. (i) Availability of requirements documents cited in the solicitation. (1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101 29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil. (ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision. (2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil. (3) Defense documents not available from the ASSIST website may be requested from the Defense Standardization Program Office by (i) Using the ASSIST feedback module ( https://assist.dla.mil/feedback); or (ii) Contacting the Defense Standardization Program Office by telephone at 571 767 6688 or email at assisthelp@dla.mil. (4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance. (j) Unique entity identifier.(Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the Request for Quote (RFQ) requires the Contractor to be registered in the System for Award Management (SAM).) The quoter shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Quoter's name and address. The Quoter also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Quoter does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Quoter should indicate that it is a planning to submit a quote for a Government Request for Quote (RFQ) when contacting the entity designated at www.sam.gov for establishing the unique entity identifier. (k) [Reserved] (l) Notification. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). (End of provision) FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services. 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, price and other factors considered. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (Jan 2025) The following subparagraphs of FAR 52.212-5 are applicable: 52.203 17 Contractor Employee Whistleblower Rights (NOV 2023) 52.204-7 System For Award Management (OCT 2018) 52.204-9 Personal Identity Verification Of Contractor Personnel (JAN 2011) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2015) 52.204-13 System For Award Management Maintenance (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.204-17 Ownership or Control of Offeror (Aug 2020) 52.204-18 Commercial And Government Entity Code Maintenance (AUG 2020) 52.204-27 Prohibition On A Bytedance Covered Application (JUN 2023) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.219-4 Notice Of Price Evaluation Preference For HUBZone Small Business Concerns (OCT 2022) 52.219-6 Notice Of Total Small Business Set-Aside 52.219-8 Utilization of Small Business Concerns (SEP 2023) 52.219-28 Post Award Small Business Program Representation (JUL 2013) 52.222-3 Convict Labor (JUN 2003) 52.222-26 Equal Opportunity (APR 2015) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-37 Employment Reports on Veterans 52.222-40 Notification Of Employee Rights Under The National Labor Relations Act (Dec 2010) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-50 Combating Trafficking in Persons (MAR 2015) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-3 Buy American--Free Trade Agreements--Israeli Trade Act (Nov 2023)) 52.225-13 Restrictions on Certain Foreign Purchases (JUNE 2008) 52.225-25 Prohibition on Contracting With Entities Engaging in Certain Activities or Transactions Relating to Iran Representation and Certifications (Jun 2020) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024) 52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013) 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Oct 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) 52.232-18 Availability of Funds (Apr 1984) 52.233-4 Unenforceability of Unauthorized Obligations (Jun 2013) 52.247-21 Contractor Liability for Personal Injury and/or Property Damage (Apr 1984) 852.203-70 Commercial Advertising (JAN 2008) 852.204-70 Personal Identity Verification Of Contractor Personnel (MAY 2020) 852.209-70 Organizational Conflicts of Interest (OCT 2020) 852.215-70 Service-Disabled Veteran-Owned And Veteran-Owned Small Business Evaluation Factors (Deviation) (JAN 2023) 852.215-71 Evaluation Factor Commitments (OCT 2019) 852.232-72 Electronic Submission of Payment Requests(NOV 2018) 852.237-70 Indemnification and Medical Liability Insurance (OCT 2019) (End of Clause) All quoters shall submit the following: Quote should be submitted as One combined PDF document at or before the exact time specified in due date of this solicitation by email to the Point of Contact listed below to include: A Quote on company letterhead and any needed attachments. Quotes must be submitted on the vendor s own form. To include (Limitation of Subcontracting Certification) Provide Contractor Name, UEI#, Address, Point of contact(s) name, phone, and email. If NOT the manufacturer, then an AUTHORIZED DISTRIBUTOR LETTER needs to be provided with your quote in order to be considered for the award (If Applicable). Prices need to include any FOB destination shipping cost (If Applicable). The Government is requesting discounts, notate any discounts. Responses shall be on all or none basis, no partial submissions will be accepted. Quote must be valid for 90 days. All offerors must be registered in System for Award Management (SAM) at https://www.sam.gov at time offers are due to be considered for an award of a federal contract. Registration must be complete and not missing elements such as representations and certifications. All quotes shall be sent to the Network Contracting Office 8, Tampa Services Department to Walida.MooreSaintil@va.gov                 Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following factors shall be used to evaluate offers: Evaluation Approach: The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical Acceptability: Quote will be evaluated to determine if the vendor provides a sound, compliant approach that meets the requirements of the Performance Work Statement (PWS) and demonstrates a thorough understanding of the requirements. The technical and management approach will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the below section of the solicitation. Acceptable - Quote clearly meets the minimum requirements of the solicitation. Unacceptable - Quote does not clearly meet the minimum requirements of the solicitation. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. The Government may rely on internal documentation including Contract Performance Assessment Reporting System (CPARS) for supply being acquired to determine Past Performance. If no record of past performance is found in CPARS, the quoter shall not receive a favorable or unfavorable rating but shall receive a rating of neutral. Price: Price Shall Be Submitted Using On The Vendor s Own Form. The Government will assess the total price by adding up all line-item prices, including any options. The resulting sum will be referred to as the Total Evaluated Price. For the purpose of awarding the contract, the Government will consider quotations by combining the total price for all options with the total price for the basic requirements. This evaluation will be conducted at the time of award in accordance with FAR 52.217-8, "Option to Extend Services," and FAR 52.217-9, "Option to Extend the Term of the Contract or Period of Performance." The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. 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:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received NOT LATER THAN 6/4/2025 15:00 pm EST at Walida.MooreSaintil@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact (xvi) Point of Contact: Contact Walida Moore-Saintil at Walida.MooreSaintil@va.gov ; NO PHONE CALLS WILL BE ACCEPTED. NO LATES WILL BE ACCEPTED.
S201--HOME OXYGEN WAREHOUSE JANITORIAL SERVICES is a federal acquisition solicitation issued by DEPARTMENT OF VETERANS AFFAIRS. Review the full description, attachments, and submission requirements on SamSearch before the response deadline.
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