5 STATEMENT OF WORK AQUARIUM MAINTENANCE 1. SCOPE OF WORK: The contractor shall provide monthly Aquarium maintenance services to the VA Black Hills Health Care System (BHHCS), 113 Comanche Road, Fort Meade SD 57741, for the purpose of providing a healthy and astheically pleasing environment for the Community Living Center residents. 2. PERFORMANCE PERIOD: This is a firm-fixed price contract. The period of performance will be a one (1) base year, plus four (4) option years. 3. PURCHASE EQUIPMENT/SERVICE SPECIFICATIONS: Aquarium: Cleaning and maintenance of the aquariums as well as caring for the fish in the aquarium. Provide appropriate number and type of fish and other living aquarium inhabitants for the current structures. Provide appropriate light sources for current structures including bulb and ballast replacement Provide appropriate filters and replacement items for adequate water circulation system Aquarium water exchanges must be a least 50% per cleaning Provide cleaning of tank decorations and plants Provide cleaning, maintenance and replacement of pumps Provide cleaning the sides (inside/outside), bottom, and gravel Provide all fish food and other nutrients. Documentation: Itemized list of of the fish Itemized invoice: Itemized list of services, supplies and animals provided. Invoice is completed and delivered on the day service is rendered. Payment will not be rendered until this has been completed. Signed by Recreation Therapy or Charge Nurse Estimate/approval of changes to aquarium inhabitants and on going maintenance needs prior to completing. Estimate/approval of changes to aquarium décor must be received before completing. Contractor to remove trash and all debris from service calls. 4. HOURS OF WORK: Weekday, between the hours of 8:00 a.m to 4:30 p.m. 5. DELIVERY LOCATION: Fort Meade, SD 6. IDENTIFICATION/PARKING The contractor s employee(s) shall wear visible identification at all times while on the premises of the VA Black Hills Health Care System. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the Police and Security Section. The Contractor, at his/her own expense, shall provide all employees with a Contractor Identification Card (ID), prior to performing work under this contract. Contractor employees are required to display this card at all times when performing under this contract. The Contractors employee shall sign each card issued. Employees released from service by the Contractor shall have their card collected by the Contractor. All cards shall contain an expiration date and photograph of the employee. All cards shall be destroyed upon contract completion or termination of the contract. The contractor's on site supervisor shall ensure that all employees carry and display their card when on duty, and are prepared to present them upon request. The Contracting Officer Representative (COR) shall periodically verify cards of contract employees match their personal identification. 7. CONTRACTING OFFICER REPRESENTATIVE (COR) The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee s authority. A copy of the designation shall be furnished to the contractor. 8. CONDUCT OF PERSONNEL The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this SOW or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this SOW any person whose employment would result in a conflict of interest with the Government s standards of conduct. 9. PERSONNEL REMOVAL Government rules, regulations, laws, directives, and requirements that are issued during the Contract term relating to law and order, and security shall be applicable to all employees or representatives who enter the VA premises. Violation of such rules, regulations, laws, directives, or requirements shall be grounds for removal (permanently or temporarily as the Government determines) from the work site. Removal of employee does not relieve the Contractor from the responsibility for the work defined in this SOW. The Contracting Officer or designated representative (COR) may require the Contractor to remove any employee performing requirements under this SOW for reasons of misconduct, safety, or security risk posed. Contractor employees shall be subject to immediate dismissal from the premises upon determination by the COR that such action(s) is in the best interest of the Government. 10. PERSONNEL APPEARANCE Contractor employees shall be well-groomed, clean, and neat in appearance; clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, and anti-American or which advocates the use of illegal drugs or other unlawful conduct. 11. PERSONNEL COURTESY Contractor employees shall not exhibit rude behavior. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be ground for denying the employee further access to the VA premises. 12. ALCOHOL AND ILLEGAL DRUG USE Contractor employees shall not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this contract. The contractor shall not allow any employee to perform work if the employee is under the influence of alcohol or illegal drugs. Contractor employees found to be under the influence of alcohol or illegal drugs during working hours will be immediately removed from duty. For the purpose of this provision, the threshold for being under the influence of alcohol or illegal drugs is the same as that established by current laws for vehicle operations. The Contractor is responsible for establishing the method(s) by which employees will be determined to be under the influence of alcohol or illegal drugs. 13. VEHICLE CONDITION AND MARKINGS: NA 14. CONFIDENTIALITY The Contractor's personnel shall agree to comply with the Privacy Act of 1974 (the Act) and other applicable federal laws, rules, regulations and policies issued under the Act during and after the execution of this contract. Because confidential medical record information may be accessible and/or visible to Contractor employees during performance of their daily duties, the Contractor shall obtain a signed "confidentiality certificate" from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COR upon request. 15. CONTRACTOR PERSONNEL The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract. 16. INSURANCE The Contractor shall procure and maintain for the entire contract period, Workmen's Compensation and employers Public Liability Insurance in accordance with laws of the State of South Dakota. Before commencing work under this contract, the contractor shall certify to the Contracting Officer in writing that the required insurance has been obtained. See FAR 52.228-5, Clauses Section. Contractor shall provide the CO with an original signed copy of Insurance Certification with appropriate coverage, no later than ten (10) calendar days after notice of award. The contractor will notify the VA immediately of any changes in insurance coverage. Failure to submit documentation regarding the above insurance requirement shall be grounds to terminate the contract for default. 17. CHANGES TO CONTRACT: The contracting officer is the only person authorized to modify this order. This sources-sought announcement is a tool to identify concerns with the capability to accomplish the work. This is not a solicitation. Only those firms who respond to this announcement by submitting the following information will be used in determining whether to set aside/compete this requirement. Please provide all the following: 1) A capability statement expressing interest in this requirement, describing your company and its capability to complete this work. Include a statement detailing any special qualifications and certifications, applicable to the scope of this project, held by your firm and/or in-house personnel. The capability statement must directly address the provisioning and servicing of equipment. 2) A statement or list of your firm's current or past technical experience similar to or the same as the summary scope of work for this requirement. Include a brief description of the scope and schedule for each similar requirement. 3) A statement or list of your firm's current or past performance similar to or the same as the summary scope of work. Include a point of contact name, phone number and email address. 4) A statement of your firm's business size and type (Service Disabled Veteran Owned, 8(a), woman-owned, Small Business, etc) utilizing the NAICS code and size standard noted above. 5) Federal Supply Schedule (GSA or VA) contract number providing the listed services if applicable. 6) Please provide feedback regarding the statement of work and your firms capability to perform the requirements under the Statement of Work. What aspects of the Statement of Work would your company not be able to perform and changes could be made to the Statement of Work to allow your company to perform. 7) Feedback is also necessary when determining how to complete a pricing model that will allow for performance under a Firm-Fixed Price contract. Submit this information to Mr. David A. Raad via email to
[email protected]. Your response to this notice must be received, in writing, on or before 10:00 AM (Mountain Time) on November 16, 2018.