VAPAHCS Janitorial Service Kitchens
THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. No Solicitation is currently available. All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government. The applicable North American Industry Classification System (NAICS) Code is 561720, Janitorial Services, and the small business size standard is $18.0 M. Potential Offerors must be registered in the System for Award Management (SAM) to be eligible for an award (See Internet Site https://www.sam.gov/portal/public/SAM/). Potential Offerors must also have a current Online Representations and Certification Application on file with SAM. Service Disabled Veteran Owned and Veteran Owned Small Businesses must be registered and verified in the Department of Veterans Affairs Vendor Information Pages (VIP) (See Internet Site https://www.vip.vetbiz.gov/). Brief Description of Services The Contractor shall provide all management, labor, tools, equipment, materials, supplies, and consumables necessary to provide janitorial services for the offices, kitchens, (including cleaning the kitchen and kitchen equipment), storage areas, and dining areas, employee break rooms, employee locker rooms and restrooms, and public restrooms, at VA Palo Alto Health Care System (VAPAHCS) Palo Alto, Menlo Park and Livermore divisions as specified below. The Palo Alto division is located at 3801 Miranda Ave., Palo Alto, CA 94304-1207; the Menlo Park division is located at 795 Willow Road, Menlo Park, CA 94025-2539 and the Livermore division is located at 4951 Arroyo Road, Livermore, CA 94550-9650. Maintain Floors (Carpet, Vinyl, Rubber, Tiles, Quarry Floor) and Walls (Painted, Tiles, Stainless Steel): All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Carpet areas (see section 1.7) must be vacuumed and spots removed as necessary if visible to the eye. Floors, baseboards, corners, and wall/floor edges shall also be clean. Use a proper mixture of EPA approved germicidal solution when wet mop is performed. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position. The wheels, casters, furniture legs, storage bins should be cleaned of any debris or marks including mop strings. All tile walls in the cart wasoom, dish room, and the main kitchen must be wiped down. All stainless steel surfaces shall be polished. Remove Trash: All trash containers shall be emptied, lined with trash liners, and returned to their initial locations. Boxes, cans, paper placed near a trash receptacle and marked TRASH shall be removed. Any obvious soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container/dumpster. Carton paper boxes must be flatten and broken down and placed in paper/carton dumpster for recycling. Trash receptacles shall be left cleaned, free of foreign matter, and free of odors. Contractor shall become familiar with the separate receptacles for recycling. Blue bins are used for Combined Recycling including, Plastic containers with recycle symbols from 1 to 7 on the container; Copy paper, all colors; Post-It Notes; Phone Books; Envelopes (with or without windows); Aluminum, tin, or steel containers; and Glass containers, bottles or jars. Clean and Disinfect: Completely clean, disinfect, and polish dry all surfaces of hood, work counters, refrigerators, trapline conveyer, sinks, kitchen equipment (including kettles, ovens, grills, blast chillers, reach-in and roll-in refrigerators, and mixers), dish room equipment, plumbing fixtures, walk-in refrigerators and walk-in freezers. After cleaning, receptacles and surfaces will be free of deposits, dirt, streaks, and odors. All horizontal surfaces will be washed with germicidal solution and sanitized. Stainless steel surfaces must be polished with approved stainless steel polish utilizing proper methods to avoid scratching or otherwise damaging the surface. Separate cleaning equipment and utensils such as mops, cloths, scrubbers, etc. shall be used in the kitchen area in order to avoid cross contamination of germs from the restroom areas. Clean Interior Glass/Mirrors/Windows: Clean all interior glass, including glass in doors, windows, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no trace of film, dirt, smudges, streaks, water, or other foreign matter. Vacuum Carpets and Spots Removal: Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spot shall be removed by carpet manufacturer s approved method as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the COR. Floor mats, area and tow rugs are included to receive this service. Clean Carpets: Spot clean or shampoo dirty carpets over an area of two (2) square feet or less. Spots must be removed immediately. Vacuum and Clean Floor Mats including Kitchen Floor Mats: Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their original location. Kitchen floor mats must be cleaned daily and returned to their original places. All floor mats must be returned to their original places on the floor. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, pushbars, kickplates, light switches, temperature controls, baseboards, cabinets, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. General Dusting: All horizontal surfaces must be dusted or cleaned to eliminate dust collection in all areas including offices. Ceilings: Vacuum or damp dust ceilings (as necessary to pass daily inspection) to assure all dust, streaks and cobwebs are removed. The immediate vicinity of air ducts in acoustical tile ceilings shall be kept clean using an approved ceiling tile cleaner. In addition, ceiling vents must be cleaned as needed. Floor Drains: Floor Drains must be cleaned and sanitized. Table Top or Floor Style Fans: Blades and grills of table top and floor style fans shall be cleaned and blades shall be dust-free. BASIC RESTROOMS / LOCKER ROOMS / DINING ROOMS / KITCHENS [Including Kitchen Equipment (refrigerators: reach-ins and walk-ins, ovens & combination ovens, hoods, mixers, kettles, dish-machines and pulpers), and Storage Rooms] / DISHROOMS / OFFICES CLEANING SERVICES: The contractor shall accomplish all cleaning tasks including dusting over equipment and shelving to meet the requirements of this PWS and the minimum cleaning frequencies established herein. Contractor shall have no more than five (5) COR documented customer complaints per month, per division (as defined in Paragraph 4). Clean and Disinfect: Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, dispensers, plumbing fixtures, dining and work tables, chairs, tray line conveyer, all kitchen equipment and all walk-ins, refrigerators, beverage dispensers, plumbing fixtures, partitions, doors, walls, and other such surfaces, using a germicidal detergent and contractor s own cleaning supplies such as towels and chemical solutions. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, entry doors, including handles, kickplates, ventilation grates, metal guards, wall areas adjacent to wall mounted sinks and lavatories, and work counters/tables including under shelving. Kitchen equipment shall be cleaned only when not in use. De-scale Toilet Bowels, Urinals, Dish Machines, and Pulpers: De-scaling shall be performed monthly as a minimum or more often and as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits and rust stains. Dish machines are to be de-limed once a week. Sweep and Mop Floor: After sweeping and mopping the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall, quarry floor and ceramic tiles shall be free of dirt, scum, mildew, residue, etc. Quarry tile/ceramic tile floor cleaning products must be EPA approved for the specific floor type. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Equipment shall be cleaned only when not in use, i.e. ovens, combination ovens, grills, blast chillers, large floor mixing bowls, steam jacket kettles, etc. Equipment that is plugged in for recharging will not be unplugged. Vinyl floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance. Stock Restroom Supplies: Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispenser, paper towels, toilet seat covers, and toilet paper do not run out. Supplies shall be stored in designated area. If supplies run out prior to the next service date, contractor shall refill within five (5) hours of notification. PERIODIC CLEANING SERVICES Strip, Scrub, Seal and Wax Floors: Strip, scrub, seal and wax floors as necessary to maintain a uniform, glossy appearance. If wax is utilized in accordance with industry standards and manufacturer s care instructions, a non-skid wax is required. A uniform, glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Clean Interior Windows: Clean glass surfaces that are over seven (7) feet high. After surfaces have been cleaned, all traces of film, dirt, smudges, streaks, water and other foreign matter shall be removed from frames, castings, sills and glass. Clean/Shampoo Carpets: All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. Shampoo shall incorporate a current EPA-registered sanitizer and a soil retardant. Phenolic-based disinfectants shall not be used as a carpet shampoo. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath, and returned to their original location. CONTRACTOR STAFF REQUIREMENTS: The Contractor shall be responsible for ensuring that all employees receive training appropriate for work in a sanitary kitchen and medical office setting, for maintaining patient privacy, and have the appropriate background investigation completed. Any staff assigned for the performance of this contract shall have the ability to speak and read fluently in English. Reasonable accommodations will be provided whenever possible for a contractor employee with disabilities. (The speaking skill is not required where a contractor employee is hearing impaired.) The contractor is responsible for ensuring janitorial personnel are trained in the proper utilization of personal protective equipment, wear such equipment as appropriate while cleaning, and are trained in proper cleaning procedures. Shift Leader: The Contractor shall appoint a shift leader or supervisor for the work being performed under the terms of this contract. The supervisory shift leader shall be able to respond before the beginning of the next shift after notification by the COR, be able to represent the Contractor and shall be capable of interpreting and implementing all requirements of the contract. When the Shift Leader plans to be absent more than one (1) but less than five (5) consecutive working days (Monday tough Friday and Holidays, excluding Saturday and Sunday), the COR shall be notified in writing and advised of who will be the stand-in representative during this absence. Should the Shift Leader be absent for more than five (5) consecutive working days (including Monday tough Sunday and Holidays, including Saturday and Sunday), the company shall provide a qualified replacement Shift Leader during the absence. The COR shall be notified in advance, in writing, of this substitution. Personnel Rosters: Current written rosters of all regular and alternate employees will be provided to the CO and COR. Employees not listed will not be allowed to work in the facility. (Also see paragraph 5.6.) Alternate/Back-up Employees: The contractor shall ensure sufficient backup employees are trained and have the appropriate background investigation completed. Employee Physical Examinations: Contractor s employees are not required to have a physical examination prior to work on this contract. However, each employee is expected to be in good physical health and able to work in healthcare and food preparation settings without creating a risk to patients or a risk of cross-contamination. Contractor s personnel who acquire a communicable illness shall not perform under this contract and shall be free of illness before returning to work. Employee is required by VA to have a TB test prior to starting work. TB test must also be taken/maintained annually. Employee Background Investigations: Contractor s employees are required to have a background investigation initiated prior to performance on this contract as per the details included in Contractor Personnel Security Requirements. Please submit a list of employee names (first, middle, and last; social security numbers; date of birth; place of birth; country of birth; and email address). Please also identify a contractor point of contact (POC); POC business address; POC phone number; and POC email address. A government issued PIV card or weekly pass (VA Police issued) is required The contractor is ultimately responsible for the background investigation. Notifications will be sent via email if additional information is needed and the contractor must respond. Finger printing contractor personnel will be coordinated with the COR and accomplished prior to any employee beginning work on this contract. Records: Records of all employees training shall be maintained by the contractor and made available to the COR upon request. EXPERIENCE CERTIFICATION: Within five (5) calendar days of contract award, certification of experience shall be submitted to the CO, and shall include (a) the name, address, and phone number of person to contact at the health care facility, and (b) a copy of the individual s (company staff member) International Executive Housekeeping Association (I.E.H.A.) Certificate or Certified Health Care Environmental Service Professional (CHESP). Within five days of any personnel changes, an updated list shall be provided. TRAINING: Minimum Contractor-Furnished Training: Initial training shall cover the topics listed in 29 Code of Federal Regulation (Labor) 1910.1-1910.1450 and include the items listed below. Training should not be less than two full days. General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced or contained tough proper environmental sanitation methods. Infection control orientation, relating duty functions to the technical provisions of this specification. Proper use of handling of germicidal detergents, supplies and equipment. Care and maintenance of Contractor and Government-furnished property. Familiarization with local fire prevention and safety procedures. Familiarization with applicable facility policies/regulations and their effect on sanitation services. Familiarization with the Contractor s procedures manual. Individual duties and responsibilities. Procedures for replenishing cleaning supplies and obtaining equipment repair. Role of Contractor s personnel in the facility. Techniques/methods for measuring quality of work performance. Basic orientation to the facility, function, mission, goals. Facility emergency fire and disaster program. Hazardous Communication Standard. Utility Operation. Standard Precautions. Emergency Preparedness. Body Mechanics/Lifting. Accident Reporting. Sexual Harassment. Ethics, VA Cyber Security and VA Privacy Awareness. TB-Precautions (PPD, Hepatitis B) Hazard communications, including location and access to Material Safety Data Sheet (MSDS) file for products used by the Contractor and Government personnel, a work area hazardous chemical inventory, and standard operating procedures (SOPs) or operating instruction (0I) governing non-routine tasks involving hazardous materials. Shift Leader (SL) certified in: ServSafe:A A For example: http://www.servsafe.com/ss/foodhandler/ Developmental Training: The Contractor s Shift Leader shall plan for developmental employee training sessions for all employees at a frequency of no less than monthly. At all times the Contractor shall maintain a current series of tee monthly programs. The proposed initial program plans, including topical outlines with a brief statement of content and approximate length of programs, shall be available for review by the CO within 14 calendar days after contract award. Developmental training shall include, but not be limited to, updating in the areas referred to and presentations on the subjects and developmental topics such as communication, individual behavior, group behavior, and motivation. Refresher Training: The Contractor is required to provide employees annual refresher training within 30 days of the exercise of each option year. Records of all employee refresher training shall be submitted to the COR/ACOR within 30 days of such training to verify that refresher training has been accomplished. The Contractor shall notify the COR/ACOR as to when new annual training is required. The contractor is responsible for compliance with all appropriate Joint Commission (JC) and other government agencies record keeping requirements. Safety Training and Requirements: Contractor-Furnished Safety Training: The California Division of Occupational Safety and Health (CAL/OSHA) has identified the minimum worker safety standards and related training that are required by State law, and that are applicable to all private sector employers. All contractors providing service at VA facilities shall be in compliance with the California Code of Regulations General Industry Safety Orders (CAL/OSHA) sections listed below, as a condition of contract award: Section 3203 Title 8, Illness and Injury Prevention Program . Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct employees orally in general safe work practices with specific instructions with respect to hazards unique to the employees job assignments, as compliance with subsection (a) (3). At the request of the Shift Leader, the COR may schedule a suitable training area with the facility. All training shall be accomplished with the Shift Leader in attendance. The Infection Control Committee (ICC) Members, and/or the COR may attend these sessions to participate and/or observe. The Shift Leader shall attend at least one contract related training course every two years (prior to his/her assignment anniversary date) in one (1) or more of the following topics of study: (a) recent developments in infection control; (b) hospital housekeeping supplies and/or equipment; (c) hospital housekeeping procedures and techniques; (d) management of bio hazardous waste and; (e) personnel management (rationale behind every two year requirement that is what the International Executive Housekeeping Association (I.E.H.A.) required). Certification of completion of the course shall be presented to the COR and filed as documentation of compliance. End of Scope description Capability Statement The Government requests that interested parties provide the following capability information to the Contract Specialist, Parvinder Brar by email at: Parvinder.brar@va.gov by close of business January 4, 2019: (a)A Business Size (Large/Small) (b)A Business Socio-Economic Status (SDVOSB, WOSB, 8(a), HUBZone, etc.) (c) SAM record (www.sam.gov) (d) VIP record (SDVOSB/VOSB firms only) (https://www.vip.vetbiz.gov/) (e)A DUNS number (f) Ability and experience in managing similar projects. Include general information and technical background describing your firm's experience on contracts requiring similar efforts to meet the program objectives. (g) List of Projects (Government and Commercial) that are similar in scope and size. (h) Anticipated Teaming Arrangements (if any) (i) GSA Contract Number if applicable. (j) Copies of licenses, registration, and permits required to perform services in the State of California and as identified above in the brief description of services. Interested parties shall not submit more than 10 single-sided, type-written pages using 12-point font or larger. Published literature may be any number of pages. The Government will use this information when determining its business type decision. This synopsis is not to be construed as a commitment by the Government and no contract will be awarded as a direct result of this Sources Sought announcement.A A A A A *Failure to provide the information requested above (items (a) (j)) will be considered non-responsive and will not be considered a viable source.
36C26119Q0207 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 21
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