Page 1 of 10 This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25719Q0119 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular. SET-ASIDE: This requirement is Total Small Business Set-Aside. The NAICS is (712130) and the small business size standard is $7.5 Million. Only qualified offerors may submit bids. Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government. Description of Services: Contractor shall provide services for Bi-monthly cleaning and maintenance of installed aquariums and equipment. Monitor fish health and treat as necessary. Contractor will maintain two (2) new 210-gallon aquariums, one (1) in Community Living Center B wing and one (1) in Community Living Center C wing and ensure operational conditions at all times. Contractor shall provide consumables such as food, filter media, carbon and chemicals; replace consumable when exhausted or efficiency has decreased. Clean and maintain equipment monthly to ensure peak performance and replace failed items not covered by aquarium warranty. See attached Statement of Work (SOW). Place of Performance: Department of Veterans Affairs Medical center, Bonham Community Living Center, 1201 E. 9th Street, Bonham, Texas 75418; Bldg 29 Type of Contract: A Firm Fixed Price Period of Performance: Base plus four (4) one-year options. Base: December 1, 2018 - November 30, 2019 Option Year One: December 1, 2019 - November 30, 2020 Option Year Two: December 1, 2020 - November 30, 2021 Option Year Three: December 1, 2021 - November 30, 2022 Option Year Four: December 1, 2022 - November 30, 2023 The following clauses and provisions apply to this solicitation: 52.209-5, Certification Regarding Responsibility Matters 52.212-3, Offeror Representations and Certifications-Commercial Items 52.212-4, Contract Terms and Conditions-Commercial Items 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items 52.217-8, Option to Extend Services 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 60 days. 52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right 52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (a) Definition. Small business concern, as used in this clause, means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the size standards in this solicitation. (b) Applicability. This clause applies only to-- (1) Contracts that have been totally set aside or reserved for small business concerns; and (2) Orders set aside for small business concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).* (c) General. (1) Offers are solicited only from small business concerns. Offers received from concerns that are not small business concerns shall be considered nonresponsive and will be rejected. (2) Any award resulting from this solicitation will be made to a small business concern. (d) Agreement. A small business concern submitting an offer in its own name shall furnish, in performing the contract, only end items manufactured or produced by small business concerns in the United States or its outlying areas. If this procurement is processed under simplified acquisition procedures and the total amount of this contract does not exceed $25,000, a small business concern may furnish the product of any domestic firm. This paragraph does not apply to construction or service contracts. (End of Clause) 52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3). 52.222-3, Convict Labor 52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving 52.232-19, Availability of Funds for the Next Fiscal Year 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management 52.237-3 Continuity of Services (JAN 1991) 52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html) 852.203-70, Commercial Advertising (JAN 2008) 852.232-72, Electronic Submission of Payment Requests 852.237-70, Contractor Responsibilities 52.252-1, Solicitation Provisions Incorporated by Reference: This solicitation incorporates one or more solicitation provisions by reference, with 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 offeror is cautioned that the listed provisions may include blocks that shall be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es). 52.252-2, Clauses Incorporated by Reference: This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at http://www.acquisition.gov/far/index.html LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes FAR 52.219-14, Limitations on Subcontracting, and FAR 19.502-2 Total Small Business Set- Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) shall also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS): The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. All quotes received without this documentation will not be considered. All Quotes shall be received no later than November 21, 2018, 12:00pm CST. Email your quote to
[email protected]. The subject line shall specify 36C25719Q0119 Aquarium Services. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. All Questions shall be received no later than November 14, 2018, 8:00am CST. Email your quote to
[email protected]. The subject line shall specify 36C25719Q0119 Aquarium Services. There will be no automated email notification of receipt of questions. An amendment will be posted to FBO addressing all questions. Quote should be broken down as follows: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Aquarium Service Contract BASE YEAR: December 1, 2018 November 30, 2019 1.00 YR $ $ 0002 Aquarium Service Contract OPTION YEAR 1: December 1, 2019 November 30, 2020 1.00 YR $ $ 0003 Aquarium Service Contract OPTION YEAR 2: December 1, 2020 November 30, 2021 1.00 YR $ $ 0004 Aquarium Service Contract OPTION YEAR 3: December 1, 2021 November 30, 2022 1.00 YR $ $ 0005 Aquarium Service Contract OPTION YEAR 4: December 1, 2022 November 30, 2023 1.00 YR $ $ GRAND TOTAL $ _________________ The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov. The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties Shall be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fedbizopps.gov frequently. DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis. STATEMENT OF WORK Description of Work: The North Texas Health Care System requires services for a contractor to provide a full-service contract for the cleaning and maintenance of approximately two (2) fish aquariums. Place of Performance: Sam Rayburn Memorial Medical Center, 1201 E. 9th Street, Building 29, Bonham, Texas 75418 (1) in Community Living Center B wing (1) in Community Living Center C wing Type of Contract: A Firm Fixed Price Period of Performance: Base plus four (4) one-year options. Base: December 1, 2018 - November 30, 2019 Option Year One: December 1, 2019 - November 30, 2020 Option Year Two: December 1, 2020 - November 30, 2021 Option Year Three: December 1, 2021 - November 30, 2022 Option Year Four: December 1, 2022 - November 30, 2023 Requirements: The contractor shall provide bi-monthly cleaning and maintenance of installed aquariums and equipment. The contractor shall monitor fish health and treat as necessary. The contractor shall maintain two (2) new 210-gallon aquariums, one (1) in Community Living Center B wing and one (1) in Community Living Center C wing and ensure operational conditions at all times. The contractor shall provide consumables such as food, filter media, carbon and chemicals; replace consumable when exhausted or efficiency has decreased. The contractor shall clean and maintain equipment monthly to ensure peak performance and replace failed items not covered by aquarium warranty. The contractor shall respond to service calls by user request: Emergency, within 24 hours (additional charge may apply); urgent, within 5 calendar days; and routine, within 10 calendar days. The contractor shall maintain aquarium fish volume, aquarium architecture, and other needed aquarium supplies. Additional Requirements: The contractor shall ensure and carry out the following: That each aquarium service visit may include some or all of the following components, in addition to some not specified. Observation and inspection of livestock appearance, health and behavior. Observation and inspection of biological, chemical and physical filtration components. Inspection of complete aquarium display for abnormalities. Checking water chemistry parameters and adjusting system as necessary. - Water exchange (30-50%) using high quality marine mix and purified water to include: A. Cleaning the gravel. B. Cleaning aquarium acrylic windows (inside and out). C. Cleaning glass tops. D. Removing the plants and cleaning as needed. E. Checking the fish for health (disease and proper feeding). F. Refilling the food daily as required and replace fish as needed. G. Checking temperature and correct if necessary. H. Replacing the air stone when needed. I. Check the light timer for accuracy and reset as needed. J. Checking basic water chemistry as needed. K. Clean and maintain canister filters a minimum of every 6 months and increase filter cleaning frequency service if the flow is slowed by events in the aquarium. Removal of accumulated biological waste by cleaning sand bed, rockwork and filtration components. Ensuring that all equipment is safely operating. Aesthetic detailing (removing algae from viewing panels, resetting rockwork/sand, cleaning aquarium stand and cover.) Reviewing and accounting for purified water supply and adjusting equipment as necessary. Quality Control - Discussing aquarium health/appearance with COR. Replacement of livestock, when necessary. Discuss with COR first before replacing livestock. Hours of Performance: Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or his designee. HOLIDAY DATE: New Year s Day Jan 1 Martin Luther King s Birthday 3rd Monday in Jan President s Day 3rd Monday in Feb Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 Interference with Hospital Functions: Contractor personnel are required to interrupt their work at any time so as not to interfere with hospital functions. This includes but not limited to, utility service, fire protection systems, and the passage of facility patients, personnel, equipment and carts. Contractor Reporting: The Contractor Field Supervisor (CFS) will provide to the Contracting Officer (CO) an official company letter with a list of all personnel that will work on the project. The POC will make arrangement with the hospital police security section for the issuance of VA hospital identification cards. All contractors employees shall wear the identification at all time while performing his/her duties on the installation. The identification must be visible in the torso area. Upon completion of the project all identification must be returned to the POC who will return them to the Police Service section. Each card not returned or lost will generate a payment to the Government on the amount of $25.00. The POC will coordinate parking and off load of supply and equipment arrangements with the police section and the Contractor. Status and Schedule of Work Reports: The contractor shall submit weekly logs to the COR and the CO. The COR reserves the right to change this statement or waive it depending of the complexity of the project and the contractor performance. Inspections: The daily work will be inspected by Contractor Field Supervisor (CFS) to be provided by contractor. This CFS will ensure that all the work is being performed according to the specifications and regulations involved in this contract. The COR and VA Engineering Service personnel may regularly inspect the work and accept if satisfactory. Identification of Workers: Uniforms or work attire are to be cleaned and maintained in good condition and will be worn as designated by the manufacturer. In the absence of the CFS a temporary acting supervisor will be identified and he/she will assume full responsibility for the work site until relieved from his/her responsibilities. Documentation of Products to Be Used: The Contractor shall be required to submit a material approval submittal of all supplies and material to be used in the project, as required in the submittal section of this scope. Any material safety data sheet, company specification and brochure will be attached to the form. The form must be returned to the CFS approved prior of using the material or supplies. The CFS shall comply with all comments, remarks and instructions attached to the form. A separate sequential logged must be maintained by the Contractor and CO to keep track of all submittals processed. Patient Occupied Areas: Contractor personnel shall utilize materials with a low volatility and as odor free as possible in order to keep odor levels from affecting patients and staff in these areas. This is especially important when adjacent to critical areas. The currently designated critical areas are as follows: Pharmacy, Intensive Care Units, Research Facilities, Respiratory Care Areas, Operating Room, SPD, Dietetics Food Service Areas, and Canteen Service. Safety: While in the performance of the work, the Contractors personnel shall abide by the safety requirements of the Medical Center. The Contractor shall exercise extreme care in making the work area safe at all times. The number one priority is to protect patients and hospital staff from any possible injury resulting from the equipment or materials. The Contractor is responsible for security of equipment each day. There is no storage area available on site. The hallways nor corridors shall not be used to store, pile or place construction materials or supplies. In the event of a situation requiring use of the corridor for such purposes, approval of the VA Medical Center Safety Manager/Officer shall be obtained previously. No painting material or supplies shall be placed where patients may recover them. Any safety violation or emergency situation should be reported to a hospital official immediately. The Contractor shall conform to all Federal, State and local regulations governing painting chemicals and equipment, which may be in effect. All equipment used to perform the work will conform to OSHA regulations. Contracting Officer Representatives: Prior to contract award, the Contracting Officer shall designate a VA Medical Center employee as the COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. Information technology security requirements: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required. SECURITY STATEMENT: The COR and the Contractor will assure that- No other information except what is in this contract will be shared with the contractor in any follow up communication. None of the information in this contract includes Protected Health Information. RECORDS MANAGEMENT STATEMENT: All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served to the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default. End of Document