R--1st FPC & Consultants Statement of Condition (SOC) Surveys

VAMC Cincinnati, Ohio Contracting intends to negotiate a commercial items (FAR Part 12) contract to procure services, for Cincinnati VAMC, 3200 Vine Street, Cincinnati, Ohio 45220. This solicitation is a 100% Set-aside for SDVOSBs: VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (a) Definition. In accordance with 38 U.S.C. 8127, for the Department of Veterans Affairs, "Service-disabled veteran-owned small business concern" - (1) Means a small business concern - (i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans (or eligible surviving spouses) (38 U.S.C. 8127(h) and (k)(2)(A)(i)); and (ii) The management and daily business operations of which are controlled by one or more service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran (38 U.S.C. 8127(h) and (k)(2)(A)(ii)); and (iii) The business meets federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document (38 U.S.C. 8127(k)(1)); and 8. IL 049-07-08 Attachment 2 June 19, 2007 (iv) The business is listed in the VetBiz.gov Vendor Information pages, (http://sss.VetBiz.gov). (2) "Service-disabled veteran" means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (3) "Surviving Spouse" is an individual as defined in 38 U.S.C. 101(3). (b) General. (1) Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered. (2) Any award resulting from this solicitation will be made to a service-disabled veteran-owned small business concern. (c) Agreement. A service-disabled veteran-owned small business concern agrees that, in the performance of the contract, in the case of a contract for - (1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other service-disabled veteran-owned small business concerns; 9. IL 049-07-08 Attachment 2 June 19, 2007 (2) Supplies (other than acquisition from a nonmanufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other service-disabled veteran-owned small business concerns; (3) General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern's employees or the employees of other service-disabled veteran-owned small business concerns; or (4) Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern's employees or the employees of other service-disabled veteran-owned small business concerns. (d) A joint venture may be considered a service-disabled veteran-owned small business concern if - (1) At least one member of the joint venture is a service-disabled veteran-owned small business concern and makes the following representations: That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (NAICS) code assigned to the procurement; 10. IL 049-07-08 Attachment 2 June 19, 2007 (2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; (3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation; and (4) The joint venture meets the requirements of 13 CFR 125.15(b). (e) Any service-disabled veteran-owned small business concern (nonmanufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program. Conduct of a Statement of Conditions survey at each of the VISN 10 facilities outlined in Table I: Table I Statement of Conditions Schedule for VISN 10 Medical Centers Medical Center Statement of Conditions Survey Cleveland VAMC TBD Dayton VAMC TBD Chillicothe VAMC TBD Cincinnati VAMC TBD Columbus VAACC TBD VISN 10 Headquarters TBD The addresses for each facility are as follows: Chillicothe VAMC, 17273 State Route 104, Chillicothe, Ohio 45601 Cincinnati VAMC, 3200 Vine Street, Cincinnati, Ohio 45220 Cleveland VAMC, 10701 East Boulevard, Cleveland, Ohio 44106 Columbus CACC, 420 N. James Road, Columbus, Ohio 43219 Dayton VAMC, 4100 W. 3rd Street, Dayton, Ohio 45428 VISN 10 Healthcare System of Ohio, 11500 Northlake Drive, Suite 200, Cincinnati, Ohio 45249 The Vendor/Contractor will be evaluated on the following criteria: Technical, Past Performance, and Price Technical - Offers will be considered only from offerors who are regularly established in the business called for and who in the judgement of the Contracting Officer are financially responsible and able to show evidence of their ability to render prompt and satisfactory service. Contractor shall provide historical data regarding the number of years of experience that he/she has in providing inspections, surveys as described herein. A written report, including CAD drawings will be submitted in the specified format within twenty (20) days after the each site visit. Work is accurate and efficient. Knowledge and experience with the Triennial Joint Commission and Life Safety Code Standards. How well the consultant identifies problems/issues. Communicates clearly, both orally and in writing. Must have effective interviewing skills with staff. Provides clear, direct, and comprehensive responses to questions/inquiries. Past Performance - Offeror must provide at list of three (3) of the most relevant contracts performed for Federal agencies and commercial customers within the last three (3) years. Furnish the following information for each contract referenced: a. Company/Division b. Product/Service c. Contracting Activity d. Contract Number e. Contract Dollar Value f. Period of Performance g. Name, Address, Facsimile Number and Telephone Number of the Contracting Officer/POC contact@example.gov h. Comments regarding compliance with contract terms and conditions. i. Comments regarding any known performance deemed unacceptable to the customer or not in accordance with the contract terms and conditions. Price - Lowest Price Technically Acceptable Each survey will cover only those buildings where a Statement of Conditions is required by TJC. The surveys will focus on TJC standards for the Statement of Conditions: a. All buildings/space for which TJC requires a Statement of Conditions will be inspected. The work will include visual inspection of smoke barriers above ceilings, fire barriers and hazardous areas. The surveyor will consult with the hospital Engineering and Safety Section to identify areas of the hospital that meet the mixed occupancy criteria outlined in NFPA 101, Chapter 19.1.2.1., b. Upon completion of the inspection, the surveyor shall provide an overview of findings and identify any serious deficiencies that need immediate attention to hospital leadership and Environment of Care staff, c. Follow-up technical support will be provided by telephone/electronic mail to all VISN 10 facilities on Statement of Condition issues leading up to TJC 2009 surveys; (2) Dates of the surveys may be negotiated with each facility. The hospital surveys will be coordinated with the local engineering and safety staff at each site; (3) A summation conference will be held in the VISN 10 Office at Cincinnati with the VISN Director and leadership staff at a mutually agreed upon time. Allow approximately two hours for this session. Each facility survey will occur on consecutive days. Survey schedules will be approved/finalized at least two weeks in advance of the survey. The onsite portion of all of the surveys shall be completed within 120 days of contract issuance; (4) Consultants will use the 2009 TCJ Standards published in the Comprehensive Accreditation Manual for Hospitals: The Official Handbook (CAMH), and follow TJC guidelines regarding the Statement of Conditions, while completing the surveys and related reports; (5) Each hospital will supply the surveyor with accurate information describing the number of buildings to be surveyed including their square footage; (6) The contractor will advise/assist each hospital on data entry of the latest Statement of Conditions information electronically on the JAYCO extranet website; (7) The surveyor shall complete Parts 2 and 3 of the Statement of Conditions. Completion of the Optional Checklist in Part 3 is not mandatory, however a detailed listing of each Life Safety Code deficiency must be included in the Life Safety Assessment Report including: a) a unique identifier, b) location of the deficiency, c) a description of the deficiency, d) recommended corrective action and e) the specific code reference. The surveyor will submit the draft written report by Life Safety Code standard within twenty (20) business days after each site visit. The contractor shall fill in the identification portion of the Plan for Improvement short form in Part 4, leaving the resolution section blank for the facility to fill in. The report shall be submitted in an electronic format in Microsoft Word to the VISN 10 Network Director, the VISN 10 Safety and Health Manager, the Medical Center Director, and the Chief Engineer/Facility Manager. In addition, the surveyor will send each facility updated computer-assisted drawings (CAD) of the buildings surveyed identifying all required smoke zones, 2-hour fire separations, suites, shafts/chutes, and exits; (8) The consultant shall possess the appropriate qualifications and credentials for conducting the surveys. He/she will be a licensed professional engineer with specific heath care experience. The surveyor shall have a minimum of ten years experience in completing Life Safety Code (NFPA 101) surveys in health care facilities and 5 years working with the Statement of Conditions process. Experience conducting Statement of Conditions surveys within the VA is preferred; (9) The surveyor will use the most current Life Safety Code Standard (2009). Where the standards differ significantly from the Life Safety Code that TJC currently uses, he/she will point out the differences and advise on compliance alternatives; (10) A minimum of 20 fire barriers, 20 smoke barriers and 20 hazardous rooms will be examined for penetrations around ductwork and/or conduit/cabling above the drop ceiling; (11) The contractor will discuss the alternatives and recommend options for maintaining fire safety compliance on ongoing construction projects, as well as offer advice on how to best manage upcoming projects; (12) The contractor will also conduct an informal on-site educational session assisting the facility's trade employees in properly inspecting and assessing compliance of the life safety features they are responsible for, as well as training someone at the facility to be responsible for the overall Building Maintenance Program (BMP), if requested. Other training and educational sessions will also offered, including methods to assist maintenance personnel and construction managers maintain compliance with the Life Safety Code, or ways to implement the infection control risk assessment (ICRA) into the preconstruction ILSM process. These sessions will be tailored to address the specific questions or needs at each hospital, and the background of those attending. It will be each facility's responsibility to schedule these sessions during the time that the contractor is onsite; (13) All costs, including travel costs and materials furnished to the facilities/VISN must be included in the bid submitted. Payments will be made monthly, based on the successful completion and acceptance of onsite work (50%), the draft report (25%), and the final report (25%) for each medical center. Offerors must hold prices firm in its offer for 60 calendar days from the date specified for receipt. Clauses; Provisions. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-11. Contract clauses and provisions cited in this solicitation may be accessed electronically at these addresses: http://www.arnet.gov/far/ and http://www.va.gov/oamm/acquisitions/ars/policyreg/vaar/vaar852.htm Incorporated herein by reference are the following Federal Acquisition Regulation (FAR) Clauses & Provisions: 52.202-1 (July 2004)Definitions; 52.203-5 (April 1984) Covenant Against Contingent Fees; 52.203-6 (September 2006) Restrictions on Subcontractor Sales to the Government; 52.203-7 (July 1995) Anti-Kickback Procedures; 52.211-8 (June 1997) Time of Delivery; 52.211-9 (June 1997) Desired and Required Time of Delivery; 52.211-11 (September 2000) Liquidated Damages - Supplies, Services, and Research and Development; 52.212-2 (January 1999) Evauation - Commercial Items; 52.215-20 (October 1997) Requirements for Cost or Pricing Data or Information for Other Than Cost or Pricing Data; 52.215-21 (October 1997) Requirements for Cost or Pricing Data or Information for Other Than Cost or Pricing Data - Modifications; 52.216-4 (January 1997) Economic Price Adjustment - Labor and Material; 52.216-24 (April 1984) Limitation of Gevernment Liability; 52.216-25 (October 1997) Contract Definitization; 52.219-10 (October 2001) Incentive Subcontracting Programs; 52.219-24 (April 2008) Small Disadvantaged Business Participation Program - Disadvantaged Status and Reporting; 52.219-26 (October 2000) Small Disadvantaged Business Participation Program - Incentive Subcontracting; 52.225-13 (June 2008) Restrictions on Certain Foreign Purchases; 52.227-14 (December 2007) Rights in Data - General; 52.232-1 (April 1984) Payments; 52.233-2 (August 2006) Service of Protest: VAMC, 3200 Vine Street, Cincinnati, Ohio 45220; 52.233-3 (August 1996) Protest After Award; 52.233-4 (October 2004) Applicable Law for Breach of Contract Claim; 52.236-3 Site Inspections and Conditions Affecting the Work; 52.237-3 (January 1991) Continuity of Services; 52.242-15 (August 1989) Stop-Work Order; 52.242-17 (April 1984) Government Delay of Work; 52.244-6 (December 2008) Subcontracts for Commercial Items. Incorporated herein are the following VA Acquisition Regulation (VAAR) Clauses & Provisions: 852.211-70: Service Data Manual (NOV 1984, and VAAR 852.273-70. 852.211-71: Guarantee (NOV 1984). 852.211-72 Technical Industry Standards. 852.211-75 Product Specifications. 852.211-77: The evaluation of quotes and the determination as to equality of the product offered shall be the responsibility of the Government and will be based on information furnished by the bidder or identified in his/her bid as well as other information reasonably available to the purchasing activity. 852.237-70 Contractor Responsibilities (APR 1984). CAUTION TO OFFERORS. The purchasing activity is not responsible for locating or securing any information which is not identified in the quote and reasonably available to the purchasing activity. Commercial Advertising (NOV 1984). The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. Address offers to: Ronald M. Morgan, Contract Specialist-Intern, Cincinnati VAMC, 260 E. University Avenue, Room: 105, Cincinnati, Ohio 45219. Quotations are due by 4:00 p.m. Eastern time on February 20, 2009. Award of a firm-fixed price contract shall be made to the responsive, responsible offeror based on capability to meet the qualitative and timeliness (delivery) standards specified herein, at price most advantageous to the Government. Payment shall be made by electronic funds transfer (EFT). For implementing EFT payments, please contact your financial institution for assistance in completion of the Payment Information Form - SF 3881 for submission to the VA Finance Center in Austin, Texas upon contract award. Contact Ronald M. Morgan at +1 (555) 000-0000 regarding this solicitation.