Sources Sought This is a request for information only and it is not a solicitation announcement. The purpose of this sources sought notice is to gain knowledge of qualified potential contractors and their socio-economic size classification in accordance with NAICS code 561720. NAICS Code 561720 Janitorial Services. Responses will be used by the Government to make appropriate acquisition decisions. STATEMENT OF WORK WINDOW CLEANING SERVICES 1. General: The Sioux Falls VA Health Care System has a requirement for interior and exterior window cleaning throughout the facility. The Sioux Falls VA Health Care System is located at 2501 W 22nd Street, Sioux Falls, SD 57105. Window cleaning services shall be provided for one (1) year (Base Year) with the option to extend the services to four (4) option renewable periods, for a maximum term of five (5) years. The exercise of any option is the Government s unilateral right. 1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform interior and exterior window cleaning as defined in this Statement of Work. The contractor shall meet the standards in this contract. 1.2 Background: The Sioux Falls VA Health Care System has an estimated 1300 windows of various sizes throughout the facility. Both exterior and interior window cleaning services are required. The schedule of items shall be set up in job areas for bidding purposes. 1.3 Scope: The contractor shall provide all labor, supervision, materials, and equipment necessary to accomplish complete window washing services as described herein. The exterior and interior windows and sills shall be washed thoroughly in accordance with good commercial practices. 1.3.1 Scope of Work: 1. Windows are to be left translucent and free from hard water stains, calcium build-up, dirt, streaks, tar, gum, paint, water proofing compound, soil, weathering, and other substances. All exterior and interior windowsills are to be cleaned and left free from dirt, tar, gum, waterproofing compounds, and other substances. Any glass broken by contractor personnel during the performance of this contract shall be replaced to the satisfaction of the COR or COR designee, within 24 hours, at no additional cost to the Government. 1.3.2 Safety Requirements: The Contractor shall take such safety precautions as reasonably necessary to protect the lives and health of all personnel on VA property. The Contractor shall use only established roads or drives in the performance of this contract and shall be responsible for any damages or VA traffic violations. It is the responsibility of the contractor to be fully insured and comply with all state and federal guidelines for the safety of their employees and to protect their employees from injury. The Federal Government will not be held responsible for any injuries caused to the Contractor s employees. 1.3.3 VA Responsibilities: Provide contractor access to water. Provide roof access upon request from the contractor. Establish primary and secondary points of contact for the contract. Personnel acceptance: The Government reserves the right to accept or reject Contractor s staff for the rendering of services. Complaints concerning Contract Personnel s performance or conduct shall be dealt with by the Contractor, VA Site Technical Representative, and the final decision made by the Contracting Officer. 1.3.4 Contractor Responsibilities: Management: A supervisor must be on-site any time work is being performed. Vendor employees will utilize proper safety techniques and PPE while performing job duties. Customer Service: Vendor employees should provide reliable, timely, and courteous customer service. Quality Assurance: All windows will be washed according to VA expectations. Exterior and Interior windows are to be clean and free from dirt and streaks. Contractor will be required to re-clean windows if it does not meet VA s standards within five (5) working days of identification. Re-cleaning is required until the deficiency has been corrected. Any damage caused by Contractor s personnel shall be repaired to the previously existing condition. Environmental Responsibility: Contractor will use environmentally friendly cleaning solutions and minimize water waste. Contractors to follow policies, procedures, mandatory directives and safety and fire regulations. SDS Sheets of chemicals to be used are to be given to the COR prior to commencing work. Contractor vehicles shall not dispose of or drain off liquid (or any accumulation of chemicals that may be harmful to the environment) on VA grounds. The Contractor s personnel shall immediately clean-up any spills of oil, or other fluids, caused by malfunctions of the engine or hydraulics. This will be in accordance with the Environmental Protection Agency (EPA), Department of Transportation (DOT), Occupational Safety and Health Administration (OSHA) and any other state and federal regulations and guidelines Professional Appearance: Vendor employees will maintain a tidy appearance and be identifiable as a Contractor by wearing professional uniforms and identification badges. Equipment and supplies: Vendor shall provide all applicable equipment such as poles, lifts, scaffolding, squeegees, scrubbers, ladders, and cleaning solutions. Contractor may not use Government tools and /or equipment. Proper use of belts, ropes, hoists, hard-hats, goggles, masks, protective clothing, rigging, etc. Scheduling: Within 10 days of task order award, submit proposed schedule of mobilizations to VA for review and coordination. Payment: Invoices submitted following services rendered. Communication: Establish primary and secondary points of contact for the contract. 1.3.5 Smoking Policy: Smoking is not permitted within or around the VA facility grounds. 1.3.6 I.D. Badges and Parking: All Contractor personnel are required to wear contractor identification badges (I.D.) the entire time they are on VA properties. Contractor I.D. badges will be distributed by the engineering office. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas, coordinated by the COR. The SFVAHCS shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstances. 1.4. Daily Scheduling / Reporting Requirements: The Contractor/Contractor s employees will report daily to Engineering Service, Building 17 prior to the beginning of daily work and again on completion of the workday. They will be required to complete a sign-in/sign-out log. A schedule must be provided to the COR prior to starting work. The Contractor's proposed daily work scheduling is subject to mutual acceptance by the COR. The VA reserves the right to propose alternate daily scheduling to least interfere with the normal operation of the Medical Center. Contractor will provide a full cleaning report that addresses any issues/concerns for locations where window services could not be completed. Include specific issues, room number, and building number. 1.4.1 Recognized Holidays: Services shall not be performed on the following National Holidays: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Independence Day Christmas Day 1.4.2 Hours of Operation: The contractor is responsible for conducting business between the hours of 8:00 am 4:30 pm CST Monday Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. 1.4.3 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, performs inspections necessary in connection with contract performance, maintains written and oral communications with the Contractor concerning technical aspects of the contract, and issues written interpretations of technical requirements. A letter of designation is issued to the COR, a copy of which is sent to the Contractor, stating the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the contract. 1.4.4 Interference of Normal Function: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services and fire protection systems. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. Evaluation Factors (Evaluated on a pass/fail or neutral ranking): Past Performance. 2 3 years of commercial window washing experience. Safety: Vendor will provide company level training documentation verifying company follows industry safety standards. Working on roofs. Electrical hazards. Chemical use. Personal protective equipment (PPE). Training: Vendor will provide training documentation verifying employees are trained in the proper cleaning techniques, safety protocols, the use of all equipment, and collaborative level of experience. Cost. (Factors a-d will be evaluated equally based on a pass/fail or neutral ranking. GENERAL DESCRIPTION Job: Task items; all windows on the designated line-item are included in the job. Each contract line-item (CLIN) in the below schedule of items will be grouped into jobs. For example, CLIN 0001 is for the Base Year cleaning of all exterior windows on the 5th floor. The price for this CLIN should reflect the total cost of the contractor to provide exterior window cleaning for all windows on the 5th floor of the hospital. Task orders shall be awarded for this contract for job areas as needed throughout the duration of the contract. Provide window cleaning tasks as described below: (See expanded line-item descriptions section for reference items 1-6 listed below.) CLIN # task order Descriptions CLIN 0001 Building 5, 5th Floor Exterior Windows (1), (2), (6) CLIN 0002 Building 5, 5th Floor Interior Windows (2), (5), (6) CLIN 0003 Building 5, 4th Floor Exterior Windows (1), (2), (6) CLIN 0004 Building 5, 4th Floor Interior Windows (2), (5), (6) CLIN 0005 Building 5, 3rd Floor Exterior Windows (1), (2), (6) CLIN 0006 Building 5, 3rd Floor Interior Windows (2), (5), (6) CLIN 0007 Building 5, 2nd Floor Exterior Windows (1), (2), (6) CLIN 0008 Building 5, 2nd Floor Interior Windows (2), (5), (6) CLIN 0009 Building 5/52, 1st Floor Exterior Windows (1), (2), (4), (6) CLIN 0010 Building 5/52, 1st Floor Interior Windows, (2), (4), (5), (6) CLIN 0011 Building 5, Ground Floor Exterior Windows (1), (2), (4), (6) CLIN 0012 Building 5, Ground Floor Interior Windows (2), (4), (5), (6) CLIN 0013 Building 5, Ground Floor Entrance Exterior/Interior Windows (2), (4), (5) CLIN 0014 Building 1, Basement Exterior Windows (2), (4) CLIN 0015 Building 1, Basement Interior Windows (2), (3), (4), (5) CLIN 0016 Building 1, 1st Floor Exterior Windows (2), (4), (6) CLIN 0017 Building 1, 1st Floor Interior Windows (2), (3), (4), (5), (6) CLIN 0018 Building 1, 2nd Floor Exterior Windows (2), (6) CLIN 0019 Building 1, 2nd Floor Interior Windows (2), (3), (5), (6) CLIN 0020 Building 1, 3rd Floor Exterior Windows (2), (6) CLIN 0021 Building 1, 3rd Floor Interior Windows (2), (3), (5), (6) CLIN 0022 Building 1, 4th Floor Exterior Windows (2), (6) CLIN 0023 Building 1, 4th Floor Interior Windows (2), (3), (5). (6) CLIN 0024 Building 53, Ground Floor Exterior Windows (2), (4) CLIN 0025 Building 53, Ground Floor Interior Windows (2), (4), (5) CLIN 0026 Building 53, Ground Floor Entrance Exterior/Interior Windows (2), (4), (5) CLIN 0027 Building 54, Ground Floor Exterior Windows (2), (4) CLIN 0028 Building 54, Ground Floor Interior Windows (2), (4), (5) CLIN 0029 Building 54, Ground Floor Entrance Exterior/Interior Windows (2), (4), (5) EXPANDED LINE-ITEM DESCRIPTIONS: Screens removed from inside of building for exterior glass cleaning, for building 5 at locations noted on plans, unless otherwise noted on drawing plans. Fixed windows identified on drawing plans. Window stops for screened windows will be removed by Contractor as required, and reinstalled after cleaning has been completed. Screens will be cleaned/vacuumed prior to reinstalling. Transportation shall be included as applicable for each line-item. Screens removed from inside for interior glass cleaning unless otherwise noted on drawing plans. Screens will be cleaned/vacuumed prior to reinstalling. Includes cleaning all Exit/Entrance (vestibule) door glass. Interior windowsills will be cleaned of debris. Any windows with an Air Conditioning (AC) Unit installed shall have glass cleaned as is, without the removal of the AC Unit. Attachments: Bldg.1 1st floor and Basement Window Washing Bldg. 1 2nd, 3rd, and 4th Floor Window Washing Bldg. 5 1st Window Washing Bldg. 5 2nd Window Washing Bldg. 5 3rd Window Washing Bldg. 5 4th Window Washing Bldg. 5 5th thru 8th Window Washing Bldg. 5 Ground Window Washing Bldg. 53 Window Washing Bldg. 54 Window Washing
