COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-07, effective date 07/02/2020.
This solicitation is a set-aside for Service Disable Veteran Owned Small Business (SDVOSB).
The associated North American Industrial Classification System (NAICS) code for this procurement is 561710 Hazardous Waste Treatment and Disposal, with a small business size standard of $22.0 million.
The Emergency Management Service (EMS) at the Ralph H. Johnson VA Medical Center, 109 Bee Street, Charleston, SC is seeking to Pest Control services.
This requirement is for a base plus 4 option years. All interested companies shall provide offer(s) for the base plus 4 option year period of performance in accordance with the attached Schedule and the Performance Work Statement.
SEE ATTACHED: SCHEDULE
SEE ATTACHED: PERFORMANCE BASED WORK STATEMENT
SEE ATTACHED: FLOORPLANS
SEE ATTACHED: CONTRACTS DOCUMENTS, EXHIBITS, OR ATTACHMENTS. The Department of Labor Wage Determination Applicable to This Requirement Is: WD 2015-4428 (Rev 15) Dated 06/03/2020. Description for the occupation for this requirement and determining the appropriate wage determinations are the responsibility of the contractor, and the offeror is encouraged to coordinate with the department of labor in order to determine the appropriate job classifications for this requirement. The agency assumes no responsibility or liability for a contractor s determination of the appropriate classification.
PLACE OF PERFORMANCE:
Ralph H Johnson VA Medical Center
Department of Veterans Affairs
109 Bee Street
Charleston, SC 29401
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.204-7, System for Award Management (October 2018)
FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (December 2019)
FAR 52.212-1, Instructions to Offerors Commercial Items (June 2020)
FAR 52.212-3, Offerors Representations and Certifications Commercial Items (June 2020) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
FAR 52.216-1, Type of Contract (April 1984). The Government contemplates award of a Firm-Fixed-Price, Requirements contract resulting from this solicitation.
FAR 52.217-5, Evaluation of Options (July 1990). Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).
52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Mar 2020)
The following contract clauses apply to this acquisition:
FAR 52.204-13, System for Award Management Maintenance (October 2018
FAR 52.212-4, Contract Terms and Conditions Commercial Items October 2018
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (July 2020). The following subparagraphs of FAR 52.212-5 are applicable: 52.204 10, 52.209-6, 52.219-6, 52.219-27, 52.219-28, 52.219-28, 52.222-3, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-41, 2.222-42, 52.222-43, 52.222-55, 52.223-18, 52.225-1, 52.225-13, 52.232-33, and 52.232-34.
FAR 52.217-8, Option to Extend Services (November 1999). The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.
52.217-9, Option to Extend the Term of the Contract (March 2000). (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.
52.237-3, Continuity of Services (Jan 1991). (a) The Contractor recognizes that the services under this contract are vital to the Government and must be continued without interruption and that, upon contract expiration, a successor, either the Government or another contractor, may continue them. The Contractor agrees to- (1) Furnish phase-in training; and (2) Exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor. (b) The Contractor shall, upon the Contracting Officer s written notice, (1) furnish phase-in, phase-out services for up to 90 days after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan and shall be subject to the Contracting Officer s approval. The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency. (c) The Contractor shall allow as many personnel as practicable to remain on the job to help the successor maintain the continuity and consistency of the services required by this contract. The Contractor also shall disclose necessary personnel records and allow the successor to conduct on-site interviews with these employees. If selected employees are agreeable to the change, the Contractor shall release them at a mutually agreeable date and negotiate transfer of their earned fringe benefits to the successor. (d) The Contractor shall be reimbursed for all reasonable phase-in, phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract.
The following subparagraphs of VAAR 852.212-70 are applicable: 852.203-70, 852.219-10, 852.232-72, 852.270-1.
VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018). (a) This solicitation includes VAAR 852.219-10 VA Notice of Total Service- Disabled Veteran-Owned Small Business Set-Aside.
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS
Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:
Evaluation Process: Vendor quotes shall be evaluated under FAR Part 13.106-2(b)
Evaluation of Quotations or Offers. The government will evaluate information based on the following evaluation criteria: (1) technical capability, (2) past performance, and (3) price.
Selection Procedure: The Government expects selection of the contractor who is regularly established in the Pest Control business and whom the Contracting Officer (CO) can determine to be financially responsible and able to show evidence of their reliability, ability, experience, and personnel directly employed or supervised by them to render prompt and satisfactory service. A Responsibility Determination will be made in accordance with FAR 9.1 Responsible Prospective Contractors. The Government will make use of several data bases to aid in establishing a more complete picture of responsibility. The databases include, but are not limited to Duns & Bradstreet, FAPIIS, CPARS, VetBiz and SBA.
Basis for Award: The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. To be eligible for award, an offer must be rated no less than acceptable in the non-price factors, Technical and Past Performance. Failure to meet any of the requirements will result in a Unacceptable rating and eliminate the offer from further consideration for contract award.
Definition: Acceptable: All of the minimum acceptable evaluation criteria/factors are clearly met by the offer. Once the offers have been determined to be “technically acceptable,” award will be based on the lowest overall price to include all option periods. Unacceptable: Not all of the minimum acceptable criteria/factors are met by the offer. Offer fails to meet one or more of the requirements identified in the evaluation factors/criteria.
(End of Notice)
INSTRUCTIONS FOR PREPARATION OF QUOTATION
Quotation Requirements. Vendor s quotation shall contain the following:
Complete and return Price/Cost Schedule-Item Information with submitted quotation. Offerors shall agree to hold firm their pricing for 180 days.
Certification as a Service-Disabled Veteran Owned Small Business. Offerors shall include a copy of their Veterans Information Page Verification as a SDVOSB.
Complete and return Attachment B – Statement of Compliance with submitted quotation.
Complete and return Attachment C List of Past Performance Reference with submitted quotation. Please follow-up with your references to ensure that Attachment D – Past Performance Questionnaires are submitted directly to the Contracting Office by the time set for receipt of quotation.
Complete and return Attachment E Certification Regarding Debarment, Suspension and Other Responsibility Matters with submitted quotation.
Complete and return Attachment F Notification of Compliance with Insurance Requirements with submitted quotation.
Complete and return Attachment G Instructions for Proposal Compliance and Submittal with submitted quotation.
Complete and return 52.209-5 – Certification Regarding Responsibility Matters (Oct 2015).
Complete and return Provision 52.212-3 Offeror Representations and Certifications Commercial Items (Mar 2020) if not already competed electronically in the System for Award Management (SAM), with submitted quotation.
(End of Instructions)
ADDENDUM to 52.212-2 EVALUATION COMMERCIAL ITEMS (OCT 2014). Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following provisions are incorporated into 52.212-2 as an addendum to this solicitation. Quotes will be evaluated based on the following factors:
TECHNICAL: The Vendor shall provide supporting documentation that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. This shall include the following:
Business/Management Approach: Vendor shall submit a business/management approach describing their methodology to be implemented to accomplish the requirements of the PWS and detail how the proposed approach will effectively achieve each performance objective.
Responsible Firm: Vendor shall submit a narrative describing the firm s experience performing integrated pest management services for hospitals and/or state or federal facilities. Offerors shall also include the number of years they have been in business, certification as a Service-Disabled Veteran Owned Small Business, insurance documents and copies of current certifications and applicable licenses needed to perform the contract. Vendor shall include a (1) statement that the offeror is registered at SAM and Vetbiz, (b) offeror must use clause 52.209-5 and submit a completed copy with the offer, (c) answer and submit a copy of information regarding responsibility matters (see clause 52.209-7), and (d) answer and submit a copy of the offeror s representation and certification for commercial items (see clause 52.212-3).
Key Personnel: Vendor shall list the managerial qualifications of the key personnel, including their proposed titles and to which tasks they will be assigned on this particular effort. The key personnel shall include (at a minimum) the on-site supervisor(s) and the Project Manager; include other team members, as appropriate. Key personnel are construed to include those individuals who will provide technical advice and guidance to contractor personnel, or who will serve as a liaison between the contractor and government staff, including the Contracting Officer s Representative(s) (COR). Demonstrated qualifications and experience for each individual should be included in the form of a resume; resumes shall include a brief description of prior experience and years in the related field as well as formal training and should clearly demonstrate the ability to perform the required services.
Staffing Plan: Vendor shall offer a staffing plan identifying their ability to acquire resources to perform Integrated Pest Management Services in accordance with the terms, conditions, specifications, and requirements of the resulting contract; discussing their plans to retain staffing and related recruiting efforts. Vendor s staffing plan shall provide a contingency to ensure continuity of services in the event of inclement weather, employee absence or turnovers.
Financial Liability: Vendor shall provide copy of the offeror s current insurance certificate(s) requirements as specified in the Performance Work Statement Liability.
Transition Plan: Vendor shall submit a Transition Plan that ensures a smooth transition of contract functions and responsibilities from the incumbent to the winning Offeror within 30 calendar days from the contract performance start date. The Plan shall include detailed information relating to transitioning of responsibilities for all activities, actions, suspense dates, etc., required to phase-in contractor performance beginning on the contract performance start date and ending 30 calendar days thereafter; identify the staffing to be allocated throughout the transition phase and identifies full staffing by the end of the 30-day transition period or earlier; identify the Vendor s approach to filling each position identified in its staffing plan within the transition timeframes; address the need to adapt to adjustments throughout the transition phase and work with the incumbent contractor and government representatives to ensure a smooth transition; identify any risks with the approach and options to mitigate those risks.
PAST PERFORMANCE: Past performance information will be utilized to determine the quality of the contractor s past performance as it relates to the probability of success of the required effort. The Government will evaluate customer satisfaction, responsiveness to customer needs, and past demonstration of meeting delivery schedules and the delivery of quality services. Emphasis will be on recent, relevant past performance in the previous (3) years. Recent is defined as work performed within the last three years. Relevant is defined as work similar in size and scope of the work described in the Performance Work Statement (PWS). Offerors with no relevant Past Performance or whom information is not available shall not be evaluated favorably or unfavorably on Past Performance (i.e. a neutral rating), but a neutral rating will not carry the same weight as someone with favorable Past Performance history. Note: The distinction between a contractor s experience and its past performance is experience reflects whether contractors have performed similar work before. Past performance, on the other hand, describes how well contractors performed the work in other words, how well they executed what was promised in the quotation.
To expedite and assist with the evaluation process, offerors are requested to provide Past Performance References (See Attachment C) of this solicitation to their references with instructions for them to return the questionnaire via email to Janica.Francis@va.gov by the time/date set for receipt of quotes. Also, please reference RFQ1436227 (Integrated Pest Management Services) on the documentation. This information will also be noted on the Questionnaire itself. It is the offeror s responsibility to ensure their references submit the Past Performance Questionnaires directly to the Contracting Officer for consideration.
PRICE: Price shall be evaluated for fair and reasonableness. In accordance with FAR 13.106-2(b)(3), the quotes will undergo a comparative evaluation to determine which vendor provides the best value to the government in terms of technical capability and past performance, while also providing a competitive price. The pricing information will consist of the contractor s overall price to provide these services. In evaluating the contractor s price, the Government s determination will include whether the price reflects a clear understanding of the requirements, is consistent with the information provided in the contractor s quote and is reasonable in comparison with other quotes that have been submitted in response to the solicitation. The Government shall evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. Offeror s pricing is to be placed in Price/Cost Schedule-Item Information.
(a) Options. The Government will evaluate offers for award purposes by adding the total
price for all Options to the total price for the BASE requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of Options shall not obligate the Government to exercise the Option(s).
“Evaluation of Option to Extend Services under 52.217-8. For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services, provided under FAR 52.217-8, as follows: The evaluation will consider the possibility that the option can be exercised at any time, and can be exercised in increments of one to six months, but for no more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all quotes relative to each other, and will not affect the ranking of quotes based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.”
(b) A contract of award signed by the successful Offeror, ie., Contractor and the
Contracting Officer shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(End of Addendum to 52.212-2)
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.”
“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:”
SITE VISIT: A site visit is not contemplated at this time. Please see the PWS for floorplans the Ralph H Johnson VAMC, the Fisherhouse, and the Myrtle Beach Primary Care Clinic.
QUESTIONS: All questions concerning this solicitation shall be submitted to the Contracting Officer via e-mail at Janica.Francis@va.gov no later than August 17th, 2020 at 2:00 p.m. EST to allow for adequate time to research and answer (in the form of an Amendment) all questions received and to allow vendors adequate time prior to offer submission. Telephone or faxed questions will not be answered. Only electronic mail (email) questions will be answered. The solicitation number must be identified on all submitted questions. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries and will not receive a response.
SUBMISSION OF QUOTES: Submission of your quote to the Contracting Officer, Janica Francis-Hunter, shall be received not later than 02:00 p.m. (EST) on August 23rd, 2020 at Janica.Francis@va.gov. Only electronic offers will be accepted. No Facsimile will be accepted.
Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).
POINT OF CONTACT
Contract Officer, NCO 7
Ralph H Johnson VA Medical Center
Department of Veterans Affairs
109 Bee Street
Charleston, SC 29401-5799