S201--New Base and Options Contract for Charleston VA and CBOC Janitorial

Page 27 of 27 General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24921Q0345 Posted Date: February 11, 2021 Original Response Date: Current Response Date: March 05, 2021 at 3:00 p.m. (EST) Product or Service Code: S201 | Housekeeping- Custodial Janitorial Set Aside (SDVOSB/VOSB): SDVOSB/VOSB NAICS Code: 561720 | Janitorial Services Contracting Office Address VISN 07 Network Contracting Office 7 325 Folly Rd Charleston SC 29412 Description 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; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-04 Effective 1-19-2021. This procurement is set-aside based on an order or priority as established in 38 U.S.C. 8127. This solicitation is being issued as a tiered evaluation for SDVOSB concerns, or in the alternative, a set-aside for VOSB concerns. The tiered evaluation will be conducted as follows: Tier 1: SDVOSB concerns Offers, if any will be evaluated. If no offers were submitted by SDVOSB concerns, or if none of the offers would result in award at a fair and reasonable price that offers best value to the Government, Tier 2 offers will then be evaluated. Tier 2: VOSB concerns Offers, if any will be evaluated. If no offers were submitted by VOSB concerns, or if none of the offers would result in award at a fair and reasonable price that offers best value to the Government, then the solicitation will be canceled, and the requirement may or may not be resolicited. The associated North American Industrial Classification System (NAICS) code for this procurement is 561720, with a small business size standard of $19.5 Million. The FSC/PSC is S201. The Charleston VA Medical Center is seeking to purchase Janitorial Services for the Ralph H. Johnson VA Medical Center and the Fisher House. All interested companies shall provide quotations for the following: Services Period of Performance Facility Price BASE YEAR 6/1/2021 to 5/31/2022 Ralph H. Johnson VA Medical Center Fisher House OPTION YEAR 1 6/1/2022 to 5/31/2023 Ralph H. Johnson VA Medical Center Fisher House OPTION YEAR 2 6/1/2023 to 5/31/2024 Ralph H. Johnson VA Medical Center Fisher House OPTION YEAR 3 6/1/2024 to 5/31/2025 Ralph H. Johnson VA Medical Center Fisher House OPTION YEAR 4 6/1/2025 to 5/31/2026 Ralph H. Johnson VA Medical Center Fisher House Total Contract Price $ PERFORMANCE WORK STATEMENT JANITORIAL SERVICES RALPH H JOHNSON, VAMC & FISHER HOUSE CONTRACT SCOPE: The intent of this contract is to provide janitorial services for the Veterans Canteen Service (VCS) kitchen (approximately 10,000 sq. ft.) and Nutrition and Food Service (NFS) kitchen (approximately 10,000 sq. ft.) located at 109 Bee Street, Charleston, SC 29401. In addition, janitorial services will also be provided at the Fisher House (FH) (approximately 12,000 sq. ft.) located at 150 Wentworth Street, Charleston, SC 29401. The contractor shall furnish all personnel, transportation and services to provide sanitation, cleaning, and janitorial services as expressly set forth in this master Firm Fixed Price (FFP) contract. All equipment and supplies will be provided by the Ralph H. Johnson VAMC. CONTRACT OBJECTIVES: To establish a FFP contract for Janitorial Services for Canteen Kitchen, Food & Nutrition Kitchen at Ralph H. Johnson VAMC and the Fisher House, based on a single award intended for 1 base + 4 option years. The contractor is to provide Janitorial Cleaning Services as outlined in this Performance Work Statement (PWS). Services are to be provided (7) days per week, Sunday through Saturday: Fisher House; Janitorial services will be provided for the following hours; (1st Shift (0700-1530), 2nd Shift (1500- 2330) 3rd Shift (2300-0730). Ralph H. Johnson, VAMC, Canteen Kitchen & Food & Nutrition Kitchen (1500 2330). CONTRACTING OFFICER S REPRESENTATIVE (COR) 1. The Chief of Environmental Management Service or the designee, will be the Contracting Officer's Representative (COR). 2. Contractor shall coordinate all work performed with the COR or appointed designee. 3. Contractor shall be responsible for completing all required reports pertaining to janitorial services. 4. Contractor shall report any damage to the COR for appropriate action. 5. Damage to the building or its contents or loss of government property will require completion of a Report of Survey and an investigation may also be conducted. The responsible party shall be required to either replace or submit payment for the damage or loss. Contractor Requirements for Cleaning/Janitorial Services 1. Contractor shall provide all mandatory training required by OSHA such as; Health Insurance Portability and Accountability Act (HIPAA), U.S. Department of Transportation Regulated Medical Waste training, Blood-borne Pathogens, Universal Precautions, Hand washing technique, and the proper use of personal protective equipment for each employee and shall make available to the COR a copy of each employees training record upon request. 2. Contractor will provide proof of the following vaccines for each employee: Influenza vaccine and the screening for tuberculosis skin test (TB). If the employee is unable to receive the Influenza vaccine, they are expected to adhere to the facility s policy of wearing a respiratory mask. Hepatitis B vaccine is strongly recommended but not required. 3. Contractor shall provide a list of employees and their job title to the COR prior to contract start date. Contractor shall notify the COR and provide a complete updated list of employees whenever there is a change to the list of employees. 4. Contractor shall provide a primary and alternate point of contact to the COR who can be reached at all times to include their name, job title, phone number, and an e-mail address. 5. COR shall provide Contractor with I.D. badges that will be issued to each employee and shall be visibly worn always while on VA property. 6. Contractor shall return all I.D. badges to the COR when instructed to do so. 7. Contractor shall immediately report to the COR of any missing badges. Contractor may be responsible for replacement cost. 8. COR shall indicate to the Contractor the location of the authorized entry and departure areas. Security Requirements 1. Contractor shall be assigned keys to areas he/ she is required to perform cleaning services as outlined in the contract scope of work and are not authorized to be duplicated. 2. Contractor shall safeguard all keys issued and return all keys prior to end of tour. 3. Contractor shall immediately report any lost keys to the COR. 4. Contractor shall be held financially responsible for all lost keys, and all locks pertaining to that key with cost ranging from $15 to $500. 5. Contractor shall turn off lights as necessary and check all doors upon completion of the work to ensure that doors are locked. 6. COR shall provide the contractor a copy of the VA requirements for security, fire, and protection safety equipment and shall adhere to these requirements. Schedule Contractor shall provide the afterhours operation janitorial services schedule to the COR for approval prior to the contract start date. Contractor shall schedule weekly inspections with the COR. Quality Assurance 1. All work shall meet the standards specified herein and according to the attached VA Standards of Cleanliness spreadsheet. The Government will receive and investigate complaints from various customers associated with this contract. All information received will be provided either verbally and/or in writing to the contractor for appropriate action. All incentives and penalties will be judged according to the below Quality Assurance Surveillance Plan (QASP). Quality Assurance Surveillance Plan Required Service Performance Standard Monitoring Method Incentive/Disincentive for meeting or not meeting performance standards Housekeeping Standards of Cleanliness Complete the cleaning of the buildings and contents as specified in the PWS and according to the Cleaning Frequency Chart and Standards of Cleanliness spreadsheet Unannounced inspection, direct observation and COR review of submitted reports or substantiated complaints by occupants. Invoice shall be deducted 1% of the total monthly amount for each occurrence above two per building per month that doesn t meet the performance standard. Chemical Safety Chemicals are to be used per manufacturer s instruction. No improper mixing of chemicals. No unlabeled containers or chemicals. No improper storage of chemicals or chemicals left unattended by contractor in compliance with all applicable laws and regulations. Only utilize chemicals that have been preapproved by COR. Unannounced inspection, direct observation and COR review of submitted reports or substantiated complaints by building occupants. Invoice shall be deducted 1% of the total monthly amount for each substantiated discrepancy. Building occupant and contractor safety is of paramount importance. 2. Contractor Quality Control Program a. The contractor shall have a quality control program to assure all requirements of the contract is met as specified. The program shall be detailed and provided in writing to the Contracting Officer or his/her designee. The program shall be continuously improved to keep in compliance with OSHA, Joint Commission, and Infection Control guidelines. b. Quality Control Plan: The contractor will provide a quality control plan that details the approach to successfully perform to the standards of the Statement of Work (PWS) and meet the quality thresholds identified in the Service Summary. The plan shall include, but is not limited to the methods of surveillance, the methods of documentation, frequency/schedule of inspections at each location, management of personal performance. Note that if selected for award, the Quality Control Plan will be incorporated into the contract and will be monitored for compliance on the Service Summary as a performance objective item. c. Provide a contingency plan to replace staffing personnel that cannot perform the assigned job duties and tasks. Provide a detailed description of your company s ability to replace personnel within the reasonable time specified in the PWS. d. The contractor shall provide upon request all documentation regarding this Quality Control program including guidelines and inspection results. e. The Contracting Officer, COR, or other government personnel as appropriate and the contractor shall have bi-weekly and as needed meetings to discuss the contractor s performance. Items for discussion include, but are not limited to inspection results, customer complaints, opportunities to improve performance, steps taken by the contractor to prevent occurrences in the future. The contractor shall provide a summation of unsatisfactory findings and customer complaints and provide insight into any identified trends. The COR shall complete the attached QA checklist monthly and provide a copy to the Contractor for correction of any deficiencies. Contractor shall correct any deficiencies within 5 business days and provide a written copy of corrections to the COR. Smoking: No smoking is permitted at any time in any of the facilities noted in the contract. Alcohol Use: The possession or use of alcoholic beverages is strictly prohibited at any time in any of the facilities noted in the contact, such use may be grounds for immediate termination of the contract. No employee or subcontractor of the contactor conducting any activity or work under the contract shall be under the influence of alcohol. Telephone and cell phone policy: Cell phones are not to be used during work hours without specific permission from management. All employees are asked to make personal calls during breaks and meal periods and to ensure that friends and family members are aware of this policy. Attendance: The contractor will ensure all employees report to their designated shift on time and ready to work 1st Shift (0700-1530), 2nd Shift (1500- 2330) 3rd Shift (2300-0730). If an employee is absent for duty, then the contractor will provide a suitable alternate within two hours. Dress code: The contractor will provide uniforms for each employee and ensure that they clean, pressed, in good condition and fit appropriately. The contractor will also ensure the following: Employees uniform does not interfere with the safe operation of equipment; Limited jewelry and no dangling or large hoop jewelry that may create a safety hazard to self or others; Body piercing must be limited to three per ear; Other visible body piercing is unacceptable, unless demanded by religion / culture; Tattoos that are perceived as offensive, hostile or that diminish the effectiveness of the employee s professionalism must be covered, and not visible to staff, customers or visitors. The following are considered inappropriate attire: Sweat pants; Jogging pants; Pants that expose the midriff, underwear or leggings; Gym shorts; Bicycle shorts or other athletic shorts; Low-cut tops; Halter tops; Spaghetti strap tops; Tops that expose the midriff or underwear; Mini-skirts; Any form of clothing that is mesh, sheer, see-through or otherwise revealing; Any form of clothing that is generally offensive, controversial, disruptive or otherwise distracting; Any form of clothing that is overtly commercial, contains political, personal or offensive messages; Flip-flops or sandals and beach footwear; No dark glasses (unless prescribed by a physician). Personal Grooming: The Contractor will ensure all employees present themselves in a professional manner to include; personal cleanliness, Neat and well-groomed hair, sideburns, mustaches and beards (no artificial colors e.g. pink, green, etc. that would be deemed unprofessional); Moderate make-up; Secured long hair (hair must be tied back to prevent potential for being caught in equipment). Fingers nails must be trimmed not to extend past the fingertips and clean. Supervision: The contractor will provide a competent, fluently English-speaking POC for each shift. Each POC must remain on the premises always while services are rendered to ensure performance with all the provisions, conditions, and requirements of the contracts. The POC must be knowledgeable about all the provisions, conditions, and requirements of the contract. Each on-site POC must be accessible via cellular telephone, and always on the premises of the facilities. POC s must provide a debrief to an Environmental Management Services (EMS) supervisor or designee prior to the end of each tour. Assumption of Risk: The contractor agrees that its shall be solely responsible for its work and every part thereof, and for all material, supplies, tools, equipment, appliances, and property and all description used regarding the performance under this contract. The contractor assumes all risks of direct and indirect damage or injury to the property or persons used or employed on or relating to the work contracted for, and of all damage or injury to any person or property wherever located resulting from any action, inaction, error, omission, commission or operation under the contact, or I connection in any way whatsoever with the contracted work and services. Invoices Contractor shall submit invoices in arrears monthly as outlined in the Contract. Janitorial Supplies All general cleaning supplies, and chemicals will be provided by the Ralph H. Johnson VAMC, Environmental Management Service. Government Furnished Equipment: Contractor will be provided daily use of equipment required to perform services, each shift POC will coordinate with COR or EMS shift supervisor for access to equipment and supplies. Site Visit: A site visit to the RHJVAMC and the additional sites will be available, but not required, to quoting Contractors prior to submitting a quote. One site visit date and time will be posted via amendment following the question closing period. Place of Performance: Ralph H. Johnson VA Medical Center 109 Bee ST Charleston, SC 29401 Ralph H. Johnson Fisher house 150 Wentworth St. Charleston, SC 29401 Government POC: Darfet Stenson, COR Assistant Chief, Environmental Management Service Office: (843) 789-6157 Email: Darfet.Stenson@va.gov Veterans Canteen Service Retail store / Coffee Shop / Storage / Vending area ITEM OR SERVICE FREQUENCY TASK TO BE ACCOMPLISHED Walls As requested, Spot clean behind mobile equipment Quarterly Deep clean behind equipment Ceiling/wall vents As required Dust/clean exterior Floors/ baseboards Daily Sweep/mop floors and around equipment Clean baseboards, corners and edges following facility procedure Light fixtures Weekly Dust/clean exterior Ceiling tile As required Dust/clean Trash removal As required Remove trash During lunch Remove trash Daily Remove trash/clean the trash container and the exterior and interior of the trash cabinet Signage / wall décor As required Dust/replace signage Pest control Schedule developed by Pest Control Maintain canteen to reduce and eliminate pests as per VHA policy Tables / chairs / stands Daily Clean tables/chairs Quality assurance check Weekly Conduct joint quality assurance check using facility developed checklist. Veterans Canteen Service Cafeteria/Dining Room/Service Line ITEM OR SERVICE FREQUENCY TASK TO BE ACCOMPLISHED Trash removal As required Remove trash During lunch Remove trash After closing Remove trash/clean the trash container and the exterior and interior of the trash cabinet After closing Clean the exterior Microwave/ condiment stands Throughout the day as needed Clean any spills/remove any debris Clean the interior Walls Quarterly Wash visible wall surfaces Walls Floor/baseboards Bi-annually Clean behind stationary equipment (VCS staff will move equipment. Facilities that have unique design and/or art on wall surfaces should develop procedures to ensure the walls are clean.) After closing Sweep/mop floors and around equipment Clean baseboards, corners and edges following facility procedure Light fixtures (exterior) Weekly Dust/clean exterior Tables/chairs/stands Daily Clean tables/chairs Ceiling/wall vents Daily Dust/clean exterior Ceiling tile As needed Dust/clean Windowsills/ledges Daily Dust/clean Beverage counter/serving line Monthly or as needed Clean floors Salad/soup bar Monthly or as needed Clean floors Salad/soup bar Monthly or as needed Clean floors Veterans Canteen Service /Nutrition & Food Service Food Preparation Areas ITEM OR SERVICE FREQUENCY TASK TO BE ACCOMPLISHED Floors/baseboards After closing Clean the floors, baseboards, corners and edges (floors will be cleaned and degreased as outlined in the Environmental Programs procedure guide) Light fixtures (exterior) Weekly Dust/clean exterior Ceiling/wall vents Daily Dust/clean exterior Ceiling tile straps Weekly Dust/clean Pest control Schedule developed by Pest Control Maintain canteen to reduce and eliminate pests as per VHA policy Hood surfaces exterior to ducts (food surfaces and exterior) Bi-Monthly or as needed Clean/degrease/polish Walls Daily Spot clean any visible food splashes Quarterly Degrease/clean Hand washing sinks Daily During non-operating hours remove any buildup or stains Shelves/spice racks As required Clean under any shelves or racks Storage rooms As requested, Clean walls/floors Fisher House General Cleaning ITEM OR SERVICE FREQUENCY TASK TO BE ACCOMPLISHED FISHER HOUSE (GENERAL) Walls Quarterly Clean switch plates on walls. All marks must be washed off the walls Floor/baseboards After closing Sweep/mop/vacuum around equipment as per facility procedure Light fixtures exterior Weekly Dust/clean exterior Ceiling/wall vents As required Dust/clean exterior Ceiling tile straps Weekly Dust/clean Carpet Daily Vacuum Trash removal As required Remove trash After closing Remove trash/clean the trash container and the exterior and interior of the trash cabinet Furniture Weekly Polish furniture surfaces. Dust and clean inside of all cabinet and furniture drawers. Vacuum upholstered furniture including cushions, when directed shampoo upholstery Exterior Daily Clean balconies and entrance walkways including balcony railings and shutters Windows / Mirrors / Glass Weekly Clean inside and outside of all the windows, shutters and screens, including outside windowsills. Clean out window tracks. Ensuring they are streak free. Clean all mirror and glass cabinet surfaces. Ensuring they are streak free. Fisher House Bathroom / Kitchen / Bedrooms ITEM OR SERVICE FREQUENCY TASK TO BE ACCOMPLISHED FISHER HOUSE (SPECIFIED AREAS) * FISHER HOUSE GENERAL CLEANING APPLIES TO THESE AREAS AS WELL BATHROOMS Furniture / Fixtures Daily Clean all furnishings (e.g. Toilets, sink, and tubs) in bathrooms   Daily Wash tile walls, including scouring dirty grout as needed. Daily Polish chrome avoiding any chemicals or scouring that scratches the surface. KITCHEN Appliances Daily Clean inside and outside of all appliances, including stove top hood and filters. Monthly Clean oven, including removing and scouring oven racks, broiler pans and using self-cleaning setting if available or an oven cleaner to remove inside stains. Weekly Clean refrigerator/freezer including removing, washing and drying all shelves and drawers.  Clean rubber molding around doors.  Pull out units and clean under and behind the appliance. Monthly Freezer must be defrosted and cleaned. Weekly Clean inside and outside of all kitchen cabinets and counter tops. Weekly / As required Clean tile walls including scouring dirty grout as needed. BEDROOMS Beds Daily Prepare all beds in accordance with fisher house policy and standards Floors / Carpet Daily / As Required Vacuum and clean under the beds. The purchase order period of performance is for a base year of June 01, 2021 to May 31, 2022 with 4 the option for 4 additional years. Refer to CLIN Schedule on page 2. Place of Performance 150 Wentworth Street, Charleston, SC 29401 Fisher House (FH) (approximately 12,000 sq. ft.) 109 Bee Street, Charleston, SC 29401 Veterans Canteen Service (VCS) kitchen (approximately 10,000 sq. ft.) and Nutrition and Food Service (NFS) kitchen (approximately 10,000 sq. ft.) Postal Code: 29401 Country: UNITED STATES 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 52.212-1, Instructions to Offerors Commercial Items (JUNE 2020) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2014) FAR 52.204-7 System for Award Management (OCT 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.209-7 Information Regarding Responsibility Matters (OCT 2018) FAR 52.217-5 Evaluation of Options (JUL 1990) FAR 52.233-2 Service of Protest (SEPT 2006) 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. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JUL 2020) 52.203-16 Preventing Personal Conflicts of Interest (JUN 2020) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.233-2 Service of Protest (SEPT 2006) The following subparagraphs of FAR 52.212-5 are applicable: (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E. Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)). (2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kapersky Lab and Other Covered Entities (JUL 2018) (Section 1634 of Pub. L. 115-91). (3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2020) Section 889(a)(1)(A) of Pub. L. 115-232). (4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015). (5) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553). (6) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78) (19 U.S.C. 3805 note)). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.203-6, Restrictions on Subcontractor Sales to the Government (JUN 2020) 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 52.204-14, Service Contract Reporting Requirements (OCT 2016) 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) 52.219-8, Utilization of Small Business Concerns 52.219-28, Post Award Small Business Program Representation (NOV 2020) 52.222-3, Convict Labor (JUN 2003) 52.222-26, Equal Opportunity (SEP 2016) 52.222-35, Equal Opportunity for Veterans (JUN 2020) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-37, Employment Reports on Veterans (JUN 2020) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) 52.222-50, Combating Trafficking in Persons (OCT 2020) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018) 52.222-41, Service Contract Labor Standards (AUG 2018) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-55, Minimum Wages Under Executive Order 13658 (NOV 2020) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records - Negotiation. The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the dispute s clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause-- (i) 52.203-13, Contractor Code of Business Ethics and Conduct (JUN 2020) (41 U.S.C. 3509). (ii) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, or the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)). (iii) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (JUL 2018) (Section 1634 of Pub. L. 115-91). (iv) 52.204-25, Prohibition on Contracting for Certain Telecommunication and Video Surveillance Services or Equipment. (AUG 2020) (Section 889(a)(1)(A) of Pub. L. 115-232). (v) 52.219-8, Utilization of Small Business Concerns (OCT 2018) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds the applicable threshold specified in FAR 19.702(a) on the date of subcontract award, the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (vi) 52.222-21, Prohibition of Segregated Facilities (APR 2015) (vii) 52.222-26, Equal Opportunity (SEP 2016) (E.O. 11246). (viii) 52.222-35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212). (ix) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793). (x) 52.222-37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212) (xi) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40. (xii) 52.222-41, Service Contract Labor Standards (AUG 2018), (41 U.S.C. chapter 67). (xii) (A) 52.222-50, Combating Trafficking in Persons (OCT 2020) (22 U.S.C. chapter 78 and E.O. 13627). (B) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627). (xiv) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Requirements (MAY 2014) (41 U.S.C. chapter 67). (xv) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services Requirements (MAY 2014) (41 U.S.C. chapter 67). (xvi) 52.222-54, Employment Eligibility Verification (OCT 2015) (E.O. 12989). (xvii) 52.222-55, Minimum Wages Under Executive Order 13658 (NOV 2020). (xviii) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706). (xix) (A) 52.224-3, Privacy Training (JAN 2017) (5 U.S.C. 552a). (B) Alternate I (JAN 2017) of 52.224-3. (xx) 52.225-26, Contractors Performing Private Security Functions Outside the United States (OCT 2016) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note) (xxi) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (JUN 2020) (42 U.S.C. 1792). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6. (xxii) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (FEB 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. While not required, the Contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. 52.212-1 INSTRUCTIONS TO QUOTERS COMMERCIAL ITEMS North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation. Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show- The solicitation number; The time specified in the solicitation for receipt of quotations; The name, address, and telephone number of the quoter; 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; Terms of any express warranty; Price and any discount terms; Remit to address, if different than mailing address; A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically); Acknowledgment of Solicitation Amendments; Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration. Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. 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 testing. Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately. Late submissions Quoters are responsible for submitting quotations 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 quotations are due. Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition. If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, 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 quotations 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. Issuance of purchase order. Quotations should contain the quoter s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government s choice and will not use the formal source selection procedures described in FAR part 15. Multiple purchase orders. The Government may 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 Schedule, quotations may not be submitted for quantities less than those specified. 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 quotation. Availability of requirements documents cited in the solicitation. (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978 If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee. Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites: ASSIST (https://assist.dla.mil/online/start/). Quick Search (http://quicksearch.dla.mil/). ASSISTdocs.com (http://assistdocs.com). Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by- Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm); Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462. Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance. Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation DUNS or DUNS+4 followed by the DUNS or DUNS+4 number that identifies the quoter s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office. [Reserved]. Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer. ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS Submission of Quotes: Quotes shall be received on or before the date and time specified in the COMBO. Note: Offers received after the due date and time shall not be considered. Offerors shall submit their quotes electronically via email to Contract Specialist, Thomas.Nicholls@va.gov by March 5, 2021 at 3:00pm EST. Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is February 19, 2021 @ 3:00pm EST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers. Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation. 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 version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. Addendum to 52.212-2, Evaluation Evaluation Process: Award will be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government will not determine a competitive range, conduct discussions with contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. Comparative evaluations of quotes will be conducted. 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 factors shall be used to evaluate offers:  Price (Follow these instructions): Offeror will complete the Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces.  Firm, fixed pricing for each line item is required. Past Performance: Provide (3) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. References must include contact information, brief description of the work completed, and contract # (if relevant).  Please utilize Attachment 1 Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company can perform the Work Statement.  The Government also reserves the right to obtain information for use in the evaluation of past performance from all sources. Technical: The offeror s quote shall be evaluated to determine if the contractor has the experience and capabilities to provide the requested services in a timely and efficient manner.  a. Provide a contingency plan to replace staffing personnel that cannot perform the assigned job duties and tasks. Provide a detailed description of your company s ability to replace personnel within the reasonable time specified in the PWS. 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.