Solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95. The NAICS code is 453110, with a size standard of 500 Employees. This is being conducted as a Total Small Business Set aside. This requirement is being solicited in accordance with FAR Parts 12 and 13. GENERAL REQUIREMENTS: The Contractor shall provide a weekly floral maintenance service to Illiana Health Care System (VAIHCS), located at 1900 E Main St., Danville, Illinois 61832. All floral items are owned by and the property of Illiana Health Care System (VAIHCS). FLORAL LOCATIONS, QUANTITIES AND COMPONENT SPECIFICATIONS: Flowers: Ninety One (91) Potted and hanging plants. Plant types include Pathos Tubes Plants, Mod Base Plants, Arbor colas Plants, Silver Leafs Plants, Filly s, Marginata Plants and Low Light Plants. Location, quantity, and type shall be as follows: Location Quantity Type Building 58-1, Front Lobby 1 Blooming Antherium Potted Plant Building 58-1, Imaging Area R117 Reception 5 Peace Lily Potted Plant Building 58-2, Elevator Lobby Area 1 Blooming Antherium Potted Plant Building 58-3, Elevator Lobby Area 1 Blooming Antherium Potted Plant Building 58-5, R506, Waiting Room 1 Blooming Antherium Potted Plant Building 98-1, R1184 Front Lobby 5 Assorted Green Potted Plant Building 98-1, C1-10A Waiting Area 6 Assorted Green Potted Plant Building 98-1, C1-12A Waiting Area 5 Palms Potted Plant Building 98-1, Station 5 R1177 Waiting Area 5 Peace Lily Potted Plant Building 98-1, 1154 Waiting Room 1 Palms Potted Plant Building 98-1, 1154 Waiting Room 3 Philodendron and Pathos Hanging Plant Building 98-2, R2004 Lounge 4 Palms Potted Plant Building 98-2, C1-8 Waiting Area 6 Palms Potted Plant Building 98-2, C1-6 Waiting Area 7 Palms Potted Plant Building 98-2, 2100 Waiting Area 3 Palms Potted Plant Building 98-3, R3032 Dayroom 10 Assorted Green Plants Potted Plant Building 102, R101J Entry 3 Palms (2) Assorted Green Plants Potted Plant Building 102, R101B Director s Conference Room Lobby 3 (1)Palms (2) Assorted Green Plants Potted Plant Potted Plant Building 102, R101A Admin. Asst. Lobby 3 Palms Potted Plant Building 102, R101A Executive Suite 1 Palms Potted Plant Building 103-4, Dayroom 5 Assorted Green Plants Potted Plant Building 104, HUB Area 2 Blooming Antherium Potted Plant Building 104, R105, Dining Room 2 Palms Potted Plant Building 104, R105, Dining Room 8 Philodendron and Pathos Hanging Plant Total 91 PERFORMANCE REQUIREMENTS: The Contractor shall provide an initial approximate inventory of the following potted plants. The Contractor shall verify quantities and locations with VAIHCS EMS Staff. The Contractor shall water and maintain all plants provided. Maintenance shall include watering, replacement and maintenance of the fertilizer, trimming of the leaves; clean up of the dead leaves, and use of leaf shine on the plants. BACKGROUND: Veterans Affairs Illiana Health Care System (VAIHCS), Danville, Illinois is an integrated healthcare system comprised of Medical Center and many community based outpatient clinics in Peoria, Decatur, Springfield, Mattoon, IL and W. Lafayette, IN. VAIHCS provides ambulatory care, primary care, and secondary care in acute medicine and surgery, specialized tertiary care, transplant services, spinal cord injury, outpatient care, and a full range of extended care and mental health services. VAIHCS provides a full range of specialized medical services. PLACES OF PERFORMANCE: 1. VAIHCS 1900 E. Main St. Danville, IL. 61832 HOURS OF OPERATION: The contractor shall provide the services identified in this contract between the hours of 8:00 AM and 8:00 PM, once a week per location, except when a Federal holiday falls on said day, in which case service will be provided Tuesday. The holidays observed by the Federal Government are: New Year s Day; Martin Luther King s Birthday; Washington s Birthday Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and Any other holiday specifically declared by the President of the United States to be a national holiday. PERIOD OF PERFORMANCE: One Base period with the possibility of four one year option periods. Base Period: 1 March 2017 28 February 2018 1st Option Period 1 March 2018 28 February 2019 2nd Option Period 1 March 2019 29 February 2020 3rd Option Period 1 March 2020 28 February 2021 4th Option Period 1 March 2021 28 February 2022 CHECK IN/SECURITY: Check In: The Department of Veterans Affairs locations are Government facilities requiring proper identification for all personnel entering the grounds/facilities. Contractor shall be required to comply with all security and personnel identification processes at each facility. Contractor Check-In: The contractor's employees shall report to the location s designated VA Contracting Officer s Representative (COR), prior to the performance of each service. Security: Contractor shall maintain a current listing of employees performing this contract. The list shall include the employee s name, address, phone number, social security number, level of security and position. The list shall be validated and signed by the company Facility Security Officer and provided to the Contracting Office and COR. An updated listing shall be provided when an employee s status or information changes. The Contractor has 24 hours to inform the Contracting Office and COR that an employee s status has changed unless it is a pick up day. On pick up days the contractor shall immediately inform the Contracting Office by FAX at 217-554-4167 and the COR by email:
[email protected] Contractor and Staff shall comply with all VA security requirements. Contractor personnel shall report to the COR any information or circumstances of which they are aware that may pose a threat to the security of Department of Veterans Affairs personnel, contractor personnel, resources and classified and unclassified information. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or their contractor owned or privately owned vehicle while on the property of the VA. If the Contracting Officer (CO) finds it in the best interest of the Government he/she may at any time during the performance of this contract order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security reasons or violation of on- site building rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be billable to the Government. In the event of an accident on the Department of Veterans Affairs property or involving Government personnel or property, the Contractor shall submit a report immediately to the COR in letter form that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances; (5) corrective action to prevent future occurrences. The Contractor shall not hold any discussions or release any information relating to the contract to anyone not having a direct interest in performance of this contract, without written consent of the CO. This restriction applies to all news releases of information to the public, industry or Government agencies. The Contractor shall not advertise information about projects preformed for this contact without Government review and approval. Advertisement is considered but not limited to promotional brochures, posters, tradeshow handouts, world-wide-web pages, magazines, newspapers and similar promotions. The Contractor will be provided a visitors access badge for building access. ADMINISTRATIVE: Federal holidays or weekends: Unless directed by the COR, work at the site(s) shall not take place on Federal holidays or weekends. When a holiday falls on Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by the U.S. Government agencies. Deliverables: A service ticket with an itemized list of all Plants serviced, and location shall be completed by the contractor and provided to the COR upon completion of each weekly service at each location. Invoice: Payment will be made monthly in arrears upon receipt of a consolidated properly prepared, itemized invoice and submitted to VA Electronic Payment System http://www.fsc.va.gov/einvoice.asp for certification by the COR. Contractor will only invoice for floral services that are replaced/maintained. A properly prepared invoice will contain: Invoice Number and Date Contractor s Name and Address o Accurate Purchase Order Number o Itemization of flowers serviced Dates service performed Locations of service performed Total amount due A consolidated invoice will be prepared for all facilities serviced. Invoices are submitted monthly in arrears. BASIS FOR CONTRACT AWARD: This is a best value source selection conducted in accordance with Federal Acquisition Regulation (FAR) 13.106-2 (b). The Government will select the best overall offer, based upon an integrated assessment of evaluation factors listed in the FAR 52.212-2 Evaluation Commercial Items (JAN 2017). Contract may be awarded to the offeror who is deemed responsible in accordance with the FAR, whose offer conforms to the solicitation s requirements (to include all stated terms, conditions, representations, certifications, and all other information required by the Statement of work and is judged by an overall assessment of the evaluation factors to represent the most advantageous to the Government. PROPOSAL SUBMISSION INFORMATION 1. Offerors are required to complete Blocks 17, and 30(a-c) of the SF1449, the price list and acknowledgement of all solicitation Amendments issued and the information identified in paragraph 4 below. 2. Quotes shall be evaluated for Technical Capability, Past Performance, and Price following the evaluation criteria of this solicitation. The quote format, which follows, has been included to assist you in preparing a complete quote. In order to provide full consideration of your qualifications and ability for Contract establishment, you are encouraged to ensure that the information furnished in support of your quote is factual, accurate and complete. You may provide additional information you believe shall enhance your quote; however, overly elaborate presentations are not desired. Failure to provide the information requested may render the offer s quote as unacceptable. The Government reserves the right to verify any information provided. The required information shall be submitted by the Offeror in order to assure complete and proper understanding of the specifications, however, Offeror may include additional information if necessary to more clearly define the Offeror s capability of performing the services or furnishing the products as defined herein. Additional Information: a. Only those terms and conditions identified in the RFQ shall apply. b. Offer s quote shall provide an all-inclusive cost to perform all requirements as outlined herein, as applicable. c. Any changes made to this RFQ by any party are invalid unless agreed to in writing by the Contracting Officer (CO). Any exceptions or clarification the Offeror needs to submit shall be included in the Offeror s quote and clearly identified by the exact section, paragraph, subparagraph and page number of the requirement for which the exception or clarification is being submitted. Failure to properly identify the above may result in less than full consideration for award. d. Any technical information which is considered to be proprietary or confidential must be marked as such. e. Offeror confirms that he/she has a regularly established firm in the business called for and who, in the judgment of the Contracting Officer (based upon information provided), is financially responsible. The offeror must show evidence of their firm s reliability, ability, experience, equipment, facilities, and personnel directly employed or supervised by them to render prompt and satisfactory service. f. Each Offeror submitting a quote shall obtain/possess any certifications, licenses and accreditations to furnish the services required for the VA Illiana Healthcare System. g. All costs associated with obtaining/ possessing such certifications, licenses and accreditations are included in the Contract price. 3. Quote Submission a. Offerors shall submit one (1) electronic copy of the quote. The quote shall be submitted in two sections, the pricing quote and the technical and past performance Quote. 4. Items to be evaluated are: a. Technical Capability- i. Contractor shall demonstrate relevant experience and qualifications regarding the Statement of Work Requirements. ii. Offerors shall provide Information on contracts executed within the past three (3) years with Federal, State, or local Government agencies, along with private sector customers which are relevant to the efforts required by this solicitation. b. Past Performance- Past performance evaluations shall be conducted using information provided with the offer, information obtained from references, information obtained information obtained from the Past Performance Information Retrieval System (PPIRS), the Federal Awardee Performance & Integrity Information System (FAPIIS), and information from any other sources deemed appropriate. The Past Performance evaluation shall assess the relative risks associated with an Offeror's likelihood of success in fulfilling the solicitation's requirements as indicated by that Offeror's record of past performance. When evaluating past performance the government may consider the currency and relevancy of the information, the source of the information, the context of the data provided, and the general trends in the contractor's performance. The government may take into account past performance information regarding predecessor companies and key personnel who have relevant experience that shall perform major or critical aspects of the requirement. Offerors shall provide Information on contracts executed within the past three (3) years with Federal, State, or local Government agencies, along with private sector customers which are relevant to the efforts required by this solicitation. Areas of relevance include experience with Floral Plant maintenance and care. A minimum of three (3) references shall be submitted with your offer however, in the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably. c. Price- The Price shall include all labor, materials, project management, supplies and supervision. Price will be evaluated by the Contracting Officer for the base and all option periods to determine reasonableness and may be evaluated to determine whether the price realistically supports the requirements of the solicitation. If more than one offer is received, the prices from the offers will be entered into an abstract or documented in the Contracting Officer s Award Decision. 4. Failure to submit the necessary information may render the offer unacceptable, in which case it will not be considered for award. Proposals will be evaluated in accordance with the criteria set forth above. The Government may, at its discretion and in its best interest, make award without conducting discussions with offerors. Therefore, perspective offerors are encouraged to submit initial proposals that represent the best terms and conditions of the offeror. 5. SDVOSB AND VOSB STATUS: (1) For SDVOSBs/VOSBs: In order to receive credit under this evaluation subfactor, the Offeror shall submit a statement of compliance that it qualifies as an SDVOSB or VOSB in accordance with VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors. Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov). (2) For Non-SDVOSBs/VOSBs: To receive some consideration under this evaluation subfactor, the Offeror must state in its proposal the names of SDVOSB(s) and/or VOSB(s) with whom it intends to subcontract, and provide a brief description and the approximate dollar values of the proposed subcontracts. Additionally, proposed SDVOSB/VOSB subcontractors must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov) in order to receive some consideration under this evaluation factor. 6.. BASIS FOR ESTABLISHMENT OF AWARD: Award will be based on Best Value in accordance with Federal Acquisition Regulation (FAR) 13.106-2., under the authority of FAR 13. The Government shall select the best overall offer, based upon an integrated assessment of evaluation factors listed in the FAR 52.212-2 Evaluation Commercial Items. Award shall be made to the offeror whose offer is determined to be the most advantageous to the Government. The Government intends to establish a single award to the offeror whose offer is determined to represent the best value to the Government. SUBMISSION OF PROPOSALS: The proposal shall be submitted via U.S.P.S regular mail, commercial overnight delivery or hand-delivered. It may also be emailed to Kevin Adkins, Contracting Officer, at
[email protected] .The proposal shall be addressed to the office specified in the solicitation and shall show the time specified for receipt, the solicitation number and name and address of the offeror. Proposals shall be submitted as described below: If submitting via U.S.P.S. regular mail, commercial overnight delivery or hand-delivered, submit the proposal to the following address: Kevin Adkins VA Illiana Healthcare System 1900 East Main Street Building 102 Room 124C Danville, Illinois 61832