S--Carpet Cleaning Services VAACC Columbus FY12

THE DEPARTMENT OF VETERANS AFFAIRS REQUEST FOR INFORMATION Carpet cleaning services DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Please send expressions of interest to: Stacy White Contract Specialist 420 N. James Rd. Columbus, OH 43219 Email: contact@example.gov Fax: +1 (555) 000-0000 Expressions of Interest must be submitted to the above address by 4:00 PM on May 27, 2011 Performance Work Statement (PWS) Department of Veterans Affairs Carpet Cleaning Services 1.0 Purpose Provide weekly scheduled and emergency carpet cleaning services for Veterans Affairs Ambulatory Care Clinic (VAACC) Columbus, 420 N. James Rd, Columbus, OH 43219 for base year and four option years per following specifications. 1.1 General Requirements The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment, and transportation necessary to provide carpet cleaning services in accordance with this specification. Carpet cleaning services applies to all designated spaces including, but not limited to, halls, conference rooms, offices, work areas, entrance ways, and lobbies. 3.1 Management The Contractor shall manage the total work effort associated with the cleaning services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control. The Contractor shall provide a site manager with the necessary expertise to assure the performance of the work in accordance with sound and efficient management practices and to serve as the point of contact for all issues. The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein. 3.1.1 Work Control a. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and reports on the status of service call and indefinite quantity work items shall be provided when requested by the Government. b. Documenting and Reporting Work Accomplished 1. Documentation - 2. Untimely or non-accomplishment of work - Failure to accomplish any required work or untimely accomplishment of work may result in equivalent reduction in payment of invoice. 3. Invoicing - Contract is a recurring contract with four year options: Payment is made monthly, in arrears. Each invoice is to be submitted to the appropriate payment office no later than 10 days after the end of the month that the services were completed. 3.1.2 Work Schedule Included are the areas of carpet in the VAACC identified on the attached schedule A, total 73,463 square feet. Each area is to be cleaned a minimum of twice a year. The Contractor's initial work schedule shall indicate the days and hours of the day that services will be performed. The schedule shall list the type of work to be performed, the areas to be worked, and the estimated time to complete the work in each area. When scheduled services fall on a holiday, alternate dates shall be specified. The initial work schedule shall be submitted to the Contracting Officer for approval within 15 days after award. Once approved, all work shall be performed in strict compliance with the work schedule to facilitate the Government's inspection of the work. Changes to the work schedule shall be submitted for the Contracting Officer's approval at least three working days prior to performance. In preparing the work schedule, the Contractor shall comply with the following general requirements: (1) Except as may otherwise be specified, all firm fixed-price work shall be performed after normal clinic hours (4:30PM), and concurrent with the Environmental Management Service (EMS) second shift work hours of the VAACC Columbus as specified in the "DEFINITIONS-TECHNICAL" clause. The Contractor will, within 30 calendar days of the contract start date, submit to the CO/COTR the proposed dates the work will be performed for that year. If the Contractor desires to work prior to 4:30 PM on weekdays, or on Saturdays, Sundays or Federal holidays, prior approval shall be obtained from the Contracting Officer. (2) Emergency work items shall be performed at as soon as possible, no later than 24 hours after notice to the contractor that the emergency carpet cleaning services are required. If work is desired to be performed on Saturdays, Sundays, or holidays, prior approval shall be obtained from the Contracting Officer. C. Work Schedule and Access to Workplace 1. Security - Contractor cannot use nor have the key for any VA buildings, offices or furniture locks. 2. Access to Rooms and Areas to be serviced: (a) Contractor may have access to rooms and areas to be serviced in the VAACC Columbus between 16:30 to 23:30 hours Monday through Friday for carpet cleaning. Availability at above times may be advanced or delayed as required because of security requirements or special circumstances. (d) Under no circumstances will the contractor be allowed in any areas prior to registering with the security office at the VAACC. EMS personnel will provide access and monitor contractor during periods contractor has scheduled to work. EMS monitoring does not relieve the contractor of the responsibility to perform on site supervision and quality control. (e) Contractor shall give a written list of personnel or subcontractors who will assist in any of these services and only those persons will be allowed access to the VAACC Columbus. (f) Because of potential emergency situations that may develop, the contractor is required to immediately vacate the premises when so requested by authorized personnel. 3.1.3 Interference with Government Business The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall be responsible to make every effort to minimize the impact of the interference, inconvenience, customer discomfort, etc. 3.1.4 Protection of Government Property During execution of the work, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces from materials not intended. Accidental splashes shall be removed immediately. The Contractor shall return areas damaged as a result of work under this contract to their original condition, to include painting, refinishing, or replacement, if necessary. The Contractor shall bring to the attention of the COTR/COR issues discovered pertaining to mechanical, lighting, or other facility maintenance issues outside of the scope of contractor's responsibility. This includes, but is not limited to, burned out lights, baseboard or tile peeling/lifting, door hinge or knob failure, plumbing leaks, or damage to facilities and appliances/fixtures. COR/COTR notification should be as soon as practical. Issues that would result in further damage or endanger the safety of personnel shall be reported immediately to COR/COTR or on-site EMS personnel. 3.1.5 Environmental Management In order to comply with federally mandated environmental preference programs and U.S. Department of Transportation Green Procurement Plan (GPP) policy, the Contractor shall use environmentally preferable products and services. These program elements include: recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, non-ozone depleting substances, priority chemicals, and environmentally preferable products. These program elements are described on the Office of the Federal Environment Executive website (http://www.ofee.gov). 3.1.5.1 Products and Materials Custodial cleaning products required in the performance of this SOW shall meet as a minimum, Green Seal certification standards for Industrial and Institutional Cleaners (GS-37) (http://www.greenseal.org). If it is determined that a Green Seal certified product does not meet Government performance requirements, the Contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance. Products that fall under the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) (http://www.epa.gov/cpg) shall meet the minimum recovered (recycled) content levels. Bio-based products shall be used upon issuance of the bio-based product listing from the U.S. Department of Agriculture (USDA) (http://www.usda.gov). The contractor shall purchase and use Energy Star or other energy-efficient items listed on the Department of Energy's Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list. 3.2.1 Shampooing Carpets and Rugs: Work is to be done with accepted standard carpet cleaning practices: Prior to shampooing, chemicals to be used shall be tested on carpet for color fastness. Carpets and rugs shall be vacuumed free of all loose soil and debris. Put out Caution signs. Remove as much furniture as possible from the area to be cleaned. Be careful not to create an obstruction or safety hazard in patient and/or traffic areas. Spot clean stains using stain remover according to manufacturer's instructions. Proceed to clean carpet following accepted standard carpet cleaning method. Carpets and rugs shall be shampooed free of streaks, stains, and spots, and shall have a bright uniform color. Shampooing shall be done by the water extraction method. After drying, furniture or other equipment moved for the shampooing shall be returned to their original positions.