36C24222Q1046 Janitorial Services.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24222Q1046 08-25-2022

Andres Cepeda andres.cepeda@va.gov 09-08-2022

16:00 EDT

36C242 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

X 100

X

561720

$19.5 Million

N/A

X

Department of Veterans Affairs Northport VA Medical Center 79 Middleville Road Northport, NY 11768

36C242

Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 130 West Kingsbridge Road Bronx NY 10468-3904

Tungsten Network http://www.tungsten-network.com/us/en /veterans-affairs

See CONTINUATION Page

This requirement is for Janitorial Services at the Northport VA Medical Center. Please review the Performance Work Statement for specific requirements information. Resultant award will be Firm-Fixed Price Type of Contract.

Interested Parties are advised to carefully review 52.212-1 Instructions to Offerors and 52.212-2 Evaluation.

See CONTINUATION Page

X X

X 1

Andres Cepeda Contracting Officer

36C24222Q1046

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 Statement of Work…………………………………………………………………………..4

B.3 PRICE/COST SCHEDULE……………………………………………………………….26

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2021)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 40

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.5 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.6 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.7 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.9 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.10 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 46

C.11 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021)

(DEVIATION)

C.12 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2022) (JUL 2020) (DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

QASP

Limitation of Subcontracting certificate

Past Performance questionnaire

Wage Determination

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUN 2020) 58

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2022) (JUL 2020)

(DEVIATION)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: Contractor Firm Name

Contractor POC Name

Contractor POC Phone #

Contractor POC Email

b. GOVERNMENT: Contracting Officer 36C242 Andres Cepeda | andres.cepeda@va.gov

Department of Veterans Affairs

Network Contracting Office 2

James J. Peters VA Medical Center

130 West Kingsbridge Road

Bronx NY 10468-3904

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES-Outer Buildings

Section 1: General Information

1.1 General: The purpose of this contract is to obtain janitorial services for the outer buildings at Veterans Affairs Medical Center in Northport, NY. The Contractor shall perform janitorial services in all designated spaces including, but not limited to halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, and stairways as outlines in this PWS. The contract will be for a one-year period from the date of the contract award, with four (4), one-year options. The Contractor shall furnish all managerial, administrative, and direct labor personnel that are necessary to accomplish the work in this contract. Contractor employees shall be on site only for contractual duties and not for other business purposes.

VAMC Northport will provide all cleaning supplies and chemicals as well as housekeeping carts. Contractor is responsible for providing janitorial equipment, including vacuums.

1.2 Period of Performance: Base year and 4 option years.

1.3 Place of Performance: VAMC NORTHPORT (632) VISN 2

1.4 Description pf Services: The contractor shall provide the managerial, onsite supervisory, administrative, direct and overhead personnel necessary to perform the work specified in the contract, including the provision of all labor, transportation and cleaning equipment to include but not limited to (hepa filter vacuum cleaners, extractors, buffers, walk behind scrubbers/high speeds, etc.), housekeeping carts, except as specified herein as government furnished, to ensure that these deep cleaning and remediation housekeeping services are performed at a healthcare level of aseptic cleanliness. VAMC Northport will provide all cleaning supplies, including stripper and wax.

1.5 Hours of Operation: Normal business hours are between 7:00 a.m. to 11:30 p.m. every day including Federal holidays. VAMC Northport is open 24 hours per day, 7 days per week, including Federal holidays. The contractor will clean the following two-story buildings, but will not maintain the basement floors, except in designated areas as outline in this PWS. This contract will include Buildings 5, 6, 7, 9, 10, 12, 63, 64 & 65. These areas are generally administrative in nature and will not involve interaction with patient or clinical areas.

Approximate square footage is 275,000 square feet.

1.6 Work Schedule: Working hours are scheduled from 7:00 to 3:30 M-F. However, contractor is free to arrive after normal working hours to perform tasks requiring less foot traffic such as deep cleaning, carpet maintenance and floor care. Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the Point of Contact (POC) on site describing how services will be accomplished. All work shall be coordinated with the POC or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract. The facility POC will communicate with the designated Contracting Officer Representative (COR) services and completion of those services to validate work was accomplished as required.

1.7 Areas could include:

• Restrooms

• Waiting Areas

• Mini Blinds

• Hallways and Lobbies

• Elevators and Doors

• Reception Areas

• Offices

• Decontamination

• Hard Surface and Carpeted Floor Care

• House Keeping Aide Closet

• Heat Convectors, Radiators and Vents

• Public Areas

• Shower Areas

• Sinks

• Stairwell

• Windows

• Corridors

• Entryways

• Administration Areas

• Break Rooms

• Kitchen and Dining Areas

• Ice Machines and Water Dispensing Units

• Drinking Fountains

• Refrigerators

• Light Fixtures

1.7 Contract Changes: Additional tasking required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the COR and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer.

1.8 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact the phone numbers or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• e-Invoice Setup Information:

• e-Invoice email:

• FSC e-Invoice Contact Information:

• FSC e-invoice email: vafsccshd@va.gov

Tungsten e-Invoice set-up information: 877-489-6135

Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

FSC e-Invoice Contact Information: 877-353-9791

FSC e-Invoice email: vafsccshd@va.gov

More information on the FSC electronic invoicing process can be found at http://www.fsc.va.gov/einvoice.asp.

Section 2: Definitions & Acronyms

Basic Cleaning Definitions:

2.1 Sweeping and Mopping: Thoroughly prepare the floors by sweeping all visible dust and debris from the floor surfaces. Always use clean water (change water often). Upon completion of the wet mopping or scrubbing, the floor must be clean and free of dirt, water streaks, mop marks, strings; properly rinsed and dry mopped to present an overall appearance of cleanliness.

All surfaces must be dry, and corners and cracks cleaned after the wet mopping or scrubbing.

Chairs, wastebaskets, and other similar items must not be stacked on desks, tables, or windowsills. All furniture readily movable by one person must be moved during all floor cleaning operations and replaced in original positions upon completion. Baseboards, walls furniture and http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.fsc.va.gov/einvoice.asp mailto:vafsccshd@va.gov equipment must in no way be splashed, disfigured, or damaged during these operations, but rather left in a clean condition.

2.2 Deep Scrubbing and Burnishing: Thoroughly scrub with a solution of water/detergent, using a heavy-duty scrubbing machine, rinse with clean water and dry surface. Apply three coats of floor finish and burnish to a high gloss finish. Deep cleaning and remediation type cleaning procedures provides the highest level of sanitation which decrease and eliminates the soils and organic material which can harbor pathogenic organisms. This deep cleaning shall also eliminate build-up and accumulation of sites which might enhance micro-organism growth and detract from the aesthetic quality of the healthcare environment and disinfects all surfaces. The deep cleaning and cleaning standards will be enhanced by the utilization of the most commercially acceptable equipment, on all surfaces and to promote and provide the lowest possible infection risk for all patients, employees, and visitors to the areas cleaned in this process.

2.3 Strip and Wax (Refinish): Stripping and refinishing is to be scheduled during non-business hours (after 6 PM or on weekends). Scheduling of the stripping and refinishing of floors are to be arranged with the General Foreman or Assistant Chief, EMS. 147,603 square feet are to be completed every six months. Stripper and wax will be provided by VAMC Northport. Five coasts of wax are expected upon completion.

2.4 Restroom Cleaning: Fill dispensers of all types (paper towels, toilet tissue, soap, toilet seat covers etc.). Must be checked daily and filled when necessary. Completely dust all fixtures, ledges, edges shelves, exposed pipes and door frames with an approved dust cloth or dusting tool. Clean and disinfect waste receptacles and dispensers. Use proper chemicals and dilution for surface area. Thoroughly clean all sinks including bottom, faucets and spigots with approved cleanser. Rinse thoroughly to remove all cleanser residues. Wipe each item with approved disinfectant solution and allow to air dry. Thoroughly clean all glass and mirrors using glass cleaner to reflect a streak smear and smudge free surface. Thoroughly clean toilets, toilet seats, and urinals. Wipe each toilet, toilet seat and urinal completely. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. On a monthly basis, a heavy, deep cleaning of the restroom tiles and grout is required. Scrub all restroom walls, toilet fixtures and hard surfaces. Machine scrub floor and recover with wet vacuum, ensuring grout is clean. Descale toilet bowls and urinals to remove all scale, soap films, minerals and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains. Any area or item that marks and/or stains that cannot be removed will be identified to the COR for possible replacement.

2.5 Waste Removal: All waste containers shall be emptied, cleaned, sanitized, and returned to their proper location. Boxes, cans, and paper placed near a trash receptacle shall be removed. All plastic trash receptacle liners shall be replaced. The waste shall be collected by the Contractor and delivered to the designated waste storage area. The inside and outside of all trash receptacles shall be visibly clean, free of foreign matter, and free of odors. No debris shall be present on the ground/floor in the immediate vicinity of receptacles at the completion of the deep cleaning process.

2.6 Waste Liner Replacement: Waste receptacles shall be lined with serviceable, properly fitting, and appropriately colored plastic waste liner upon completion of the deep cleaning process. Liners will be provided by EMS.

2.7 Stock Restroom Supplies: After the deep cleaning process Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap dispensers do not run out within 8 hours of completion of the deep clean (Dispensers should be ¼ full or more than this amount as verified visibly). Supplies shall be stored in designated secure areas except when in active use. If the Contractor supplies run out before completion of the day’s work Contractor shall request enough to complete from the EMS to ensure completion.

2.8 Aseptic Cleaning Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.

2.9 Dwell Times: The amount of time that a sanitizer or disinfectant must be in contact with the surface and remain wet, to achieve the product’s advertised kill rate.

2.10 High Touch Areas: Surfaces within a patient room that require more frequent cleaning and disinfection due to having frequent contact with hands. High touch surfaces can be found on the CDC Environmental checklist for monitoring terminal cleaning.

2.11 Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures.

2.12 Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, bodily fluids, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors.

2.13 Services Delivery Summary: The contractor shall accomplish all deep cleaning tasks and remediation services to meet the requirements of this SOW and the Services

Delivery Summary. The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. All cleaning and disinfection will be accomplished using provided disinfectant.

2.14 Two-Step Cleaning:

2.14 a Step One: Cleaning is the necessary first step of any disinfection process. Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation.

The physical action of scrubbing with detergents and surfactants and rinsing with water removes substantial numbers of microorganisms. If a surface is not cleaned first, the success of the disinfection process can be compromised. Removal of all visible blood and inorganic and organic matter can be as critical as the germicidal activity of the disinfecting agent. When a surface cannot be cleaned adequately, it should be protected with barriers.

2.14 b. Step-Two Disinfection destroys most pathogenic and other microorganisms by physical or chemical means.

Other Definitions:

2.15 Centers for Disease Control & Prevention (CDC). The nation’s health protection agency that publishes key health information, including weekly data on all deaths and diseases reported in the US and travelers' health advisories. The CDC also fields special rapid-response teams to halt epidemic diseases

2.16 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.17 Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative.

2.18 Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority.

This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

2.19 Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency and provide documentation of correction

2.20 Joint Commission (JC). A national organization dedicated to improving the performance, safety, and quality of patient care in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.

2.21 Point of Contact (POC). An identified individual with subject matter expertise (SME) of VHA EMS proper cleaning procedures.

2.22 Subcontractor. One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.23 Workday. The number of hours per day the Contractor provides services in accordance with the contract.

2.24 Acronyms:

CBI Compliance and Business Integrity COR Contracting Officer Representative EPA Environmental Protection Agency ID Identification IT Information Technology JC Joint Commission OSHA Occupational Safety and Health Agency

POC Point of Contact PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VHA Veteran Health Administration

VA Veterans Affairs

Section 3: Government Furnished Property, Equipment, and Services

The government will furnish all supplies and equipment Including cleaning supplies (chemicals, PPE, mops, equipment, and SDS).

Section 4: Contractor Furnished Items and Services

The contractor shall provide a standard custodial type uniform which is easily recognizable and clearly distinguish them as the “Contractor.” for employees and ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.

Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes. The Contractor will not wear hats.

5. Specific Tasks and Frequency for Individual Buildings

The following summarizes the tasks and task frequency for each building under this PWS

Building 5:

All hand sanitizer and soap dispensers refilled as needed

All carpets shampooed 2x per year

Sweep and mop staircase once daily/5 times per week.

Bathrooms cleaned daily/5x per week. Deep clean quarterly

1st floor auditorium & kitchen: Vacuum 1x per week and sweep, mop, and clean kitchen surfaces 1x per week.

Basement Level: Vacuum 1x per week and sweep and mop conference room weekly.

Building 6:

Sweep and mop two staircases, 1x per week

2nd Floor:

Two bathrooms cleaned daily/5 times per week. Deep clean 2x per year.

All office space and conference rooms:

Trash cans emptied and relined 1x per day/5x per week

Hi/Lo dusting weekly

Vacuum monthly-shampoo carpets 1x per year.

Clean hard floors 1x per week.

Corridor-Vacuumed 2x per month/Shampooed 1x per year

1st Floor

4 Bathrooms cleaned 1 x per day/5x per week

All office space: Trash cans emptied and relined 1x per day/5x per week

Hi/Lo dusting weekly

Vacuum monthly-shampoo carpets 1x per year.

Corridor-Vacuumed 2x per month/Shampooed 1x per year

Basement:

2 bathrooms cleaned 1x per day/5x per week

Police Service

All office Space:

Empty trash daily/5x per week

Vacuum 1x per week/Shampoo Quarterly

Hard Floors-sweep and mop weekly, deep scrub quarterly, strip & wax yearly

Building 7:

All hand sanitizer and soap dispensers refilled as needed

1st Floor

2 bathrooms cleaned 1 x per day/5x per week

All office space: Trash cans emptied and relined x per day/5x per week

Hi/Lo dusting weekly

Vacuum monthly-shampoo carpets 1x per year.

Clean hard floors 1x per week.

Corridor-Vacuumed 2x per month/Shampooed 1x per year

Basement Barbershop:

Sweep and mop daily/5X per week. Strip and wax 2x per year

Basement:

One bathroom cleaned 1x per day/5x per week

Building 9:

Sweep and mop two staircases 1X per week

Three bathrooms cleaned daily/5 times per week. No deep cleaning necessary

All office space, including two conference rooms:

Trash cans emptied and relined 1x per day/5x per week

Hi/Lo dusting weekly

Vacuum monthly/shampoo carpets 1x per year.

Corridors-Vacuum monthly/Shampooed 1x per year

3 bathrooms cleaned 1x per day/5x per week

All office space: Trash cans emptied and relined 1x per day/5x per week

Hi/Lo dusting weekly

Vacuum monthly-shampoo carpets 1x per year.

Corridor-Vacuumed monthly/Shampooed 1x per year

Basement:

1 bathroom cleaned 1x per day/5x per week. No deep cleaning

Mailroom & Employee Gym

Clean daily/5x per week (no deep cleaning).

Empty trash and reline receptacle 1x per day/5x per week

Building 10:

Two bathrooms cleaned daily/5 times per week. Deep clean 2x per year.

All office space and conference rooms:

Trash cans emptied and relined 1x per day/5x per week

Hi/Lo dusting weekly

Vacuum monthly-shampoo carpets 1x per year.

Corridor-Vacuumed 2x per month/Shampooed 1x per year

2 bathrooms cleaned 1 x per day/5x per week. Deep clean as needed

All office space: Trash cans emptied and relined 1x per day/5x per week

Hi/Lo dusting weekly

Vacuum monthly-shampoo carpets 1x per year.

Corridor-Vacuumed 2x per month/Shampooed 1x per year

Building 12:

Sweep and mop two staircases, 1x per week

All hand sanitizer and soap dispensers refilled as needed

2nd Floor:

Two bathrooms cleaned daily/5 times per week. No deep cleaning needed

All office space and conference rooms:

Trash cans emptied and relined 1x per day

Hi/Lo dusting weekly

Vacuum monthly-shampoo carpets 1x per year.

Corridor (to include elevator) Vacuumed 2x per month/Shampooed 1x per year

4 Bathrooms cleaned 1 x per day/5x per week. Deep cleaned yearly.

All office space and Library (including corridor):

Trash cans emptied and relined 1x per day/5x per week

Hi/Lo dusting weekly

Vacuum monthly-shampoo carpets 2x per year.

Corridor-Vacuumed 2x per month/Shampooed 1x per year

Building 63:

Sweep and mop one staircase, 1x per week

All hand sanitizer and soap dispensers refilled as needed

2nd Floor:

Four bathrooms cleaned daily/5 times per week. Deep clean 2x per year

Office space and corridors:

Trash cans emptied and relined 1x per day/5x per week

Hi/Lo dusting weekly

Scrub & recoat annually

Sweep and Mop Daily/5x per week

Burnish weekly

Strip and wax 1x per year (6 months apart from scrub & recoat)

4 Group Rooms (carpet)-vacuum 2x per month/shampoo 2x per year

2 bathrooms-clean daily/5x per week. Deep clean 2x per year

All office space, waiting area and corridor:

Trash cans emptied and relined 1x per day/5xper week

Sweep and mop daily/5x per week

Burnish weekly

Scrub and recoat annually

Strip and Wax annually

Basement (Includes NFFE, AFGE, Music Therapy, VI Offices)

Trash cans emptied and relined 1x per day/5xper week

Hi/Low dusting monthly

Sweep and mop daily tile flooring daily/5x per week

Vacuum carpeted area monthly and shampoo yearly

Building 64:

All hand sanitizer and soap dispensers refilled as needed

1st Floor

4 bathrooms-clean daily/5x per week. Deep clean quarterly

All office space:

Trash cans emptied and relined 1x per day/5x per week

Vacuum carpets 2x per month/Shampoo annually

High/low dusting weekly

Corridors

Sweep and mop daily/5x per week

Burnish weekly

Scrub and recoat annually

Strip and Wax annually (6 months apart from scrub & recoat)

Building 65:

Sweep and mop two staircases, 1x per month

All hand sanitizer and soap dispensers refilled as needed

2nd Floor:

Four bathrooms cleaned daily/5 times per week. Deep clean 2x per year

Office space including group rooms and corridors:

Trash cans emptied and relined 1x per day/5x per week

Hi/lo dusting weekly

Scrub & recoat annually

Sweep and Mop Daily/5x per week

Burnish monthly

Strip and wax 1x per year

4 bathrooms-clean daily/5x per week. Deep clean 2x per year

All office space and corridor:

Trash cans emptied and relined 1x per day/5xper week

Sweep and mop daily/5x per week

Burnish 2x per month

Scrub and recoat annually

Strip and Wax annually (4 months apart from scrubbing and recoating)

2 Group Rooms, 1st Floor: Part Carpet Part VCT

VCT:

Sweep and mop daily/5x per week

Burnish weekly

Scrub and recoat annually

Strip and Wax annually (4 months apart from scrub & recoat)

Carpet:

Vacuum 1x per week and shampoo yearly.

1. Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and replace the furniture after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. The Contractor shall report any tears, burns and raveling to the attention of the on-site POC or designated representative.

a) Light Shampoo to protect carpet with soil-repellent and/or static free application of treatment as required.

b) Deep Steam Clean by using “steam” or other residue-free cleaning product. The carpet shall be dried to the touch upon completion.

2. Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails.

Sanitize as needed.

3. Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed.

The ducts shall be cleaned as needed.

4. Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls.

5. Entrance Area: Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Trash containers located inside and outside of entrances shall be emptied.

6. Floor maintenance (non-carpeted):

a) The Contractor shall strip wax, finish and buff using non-slip floor finish. The

Contractor shall “turn back the rugs” to clean and finish the floor areas. The stripping of wax, finish and buffing shall be performed as requested. The scheduling of this task will be coordinated between the Contractor and on-site POC and staff occupying building to ensure there is no disruption to staff and visitors.

b) Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur and direction of the on-site POC. The area or the room requiring the service will be identified by on-site POC or designated representative to the COR.

a) The Contractor shall wet mop using a neutral floor cleaner, using a Micro-Fiber Mopping System to mop all accessible areas including corners and abutments. The Contractor shall remove any splash marks or streaks on furniture, walls, baseboards, etc...

Isolation room cleaning will include disinfecting floors using a flat microfiber system.

b) The Contractor shall not mop wood or carpeted floors. The Contractor will only use string mops in the case of large spills. When string mops are required, a double bucket mopping process will be used.

c) The Contractor shall sweep, dust, and damp mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms. The floors shall be swept, dusted and damp mop using a treated or dust- free method/mop. The Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items to clean underneath and shall return items to their proper position.

d) The Contractor shall spray and buff all floors accessible to floor machine unless specified elsewhere as having carpet or special flooring. The Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen. The Contractor shall remove excess floor finish solutions. The Contractor shall apply these techniques only to the portion of the floor needing work, to bring the entire floor up to standard.

7. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36” and below) The Contractor shall dust specific uncluttered horizontal surfaces per direction of the on-site POC within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, windowsills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust.

a) The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames.

b) Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36” up to 70”): High dusting includes all the wall surfaces, door frames, shelves, equipment, windowsills, ledges, handrails, etc. that are 70 inches from the floor or more.

a) Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners. Move items as necessary to ensure thorough and adequate cleaning;

replace to original position. The Contractor shall spot clean upholstered furniture as required.

8. Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft shields on windows, mirrors and adjacent trim.

9. Stairwells: The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling and wall areas shall be free of cobwebs, dust, debris and insects.

10. Walls: Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed.

11. Blinds/Shades: The Contractor shall vacuum, and damp clean all blinds/shades to remove surface dust, vacuum drapes in place.

12. Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills. The contractor is not responsible for the highest interior windows.

13. Laundry Service: The contractor shall collect all soiled linen daily and place in designated soiled linen storage until items are picked up by laundry distribution personnel.

14. Miscellaneous

a) Water Fountains: The Contractor shall empty, rinse, and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent ensuring that the surface remains visibly wet for the proper dwell time.

b) Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates.

c) Loading Dock. The Contractor shall sweep and hose off loading dock area as needed.

15. Restrooms

a) The Contractor shall clean and sanitize sinks, urinals, and toilets.

b) The floor traps shall always be maintained free from odor.

c) The Contractor shall sweep and wet mop the floors daily and spray buff as required.

The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

d) The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces.

e) The Contractor shall damp-wipe and polishes the chrome fixtures.

f) The Contractor shall clean (descale) toilet bowls and urinals.

g) The Contractor shall replenish restroom supplies for example: soap dispensers, paper towels and toilet tissue.

h) The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles.

16. Waste

a) Trash Removal: The Contractor shall pick up and empty all trash or waste receptacles. Waste will be deposited at established waste collection sites/holding areas at the facility for waste hauler pick up.

b) Regulated Medical Waste (RMW) ‘Red Bag’ Bio-hazardous: All receptacles lined with "Red Bags" (plastic bags containing bio-hazardous medical waste material) shall be serviced. The Contractor shall pick up the Red Bag waste and deposit it in specially designated, locked "infectious waste" bins or designated holding areas in a safe and timely manner, and in accordance with established standards and procedures. NOTE: Red Bags may not be used for any other purpose. Under no circumstance will red bag waste be co-mingled with any other types of waste.

c) Recyclables: The Contractor shall pick up and empty all recycled collection receptacles and deposited them at established holding sites.

17. Supplies: The dispensers and supplies will be provided by the Government.

5.2 Contractor Personnel

1. All contracted employees must present proof of COVID-19 vaccination.

2. The contractor’s employees shall have basic English comprehension.

3. Prior to beginning performance under this contract, the Contractor shall provide a list of employees who will provide services under this contract

4. The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel.

5. The Contractor shall not consume food, snacks, or drinks products except during specified break periods in appropriate designated break areas only.

6. The Contractor shall adhere to the VHA smoke-free campus policy.

7. The Contractor shall also be responsible for adhering to all requirements under the

Privacy Act due to the possibility that 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. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes.

8. The Contractor is required to have physical examination prior to work on this contract.

The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

The Contractor will inform the COR, if their employee was at risk of exposing Veterans, visitors or VHA employees to a communicable disease.

9. The Contractor will obtain appropriate background checks. Online questionnaire must be completed and scheduled for review prior to staff arriving at a VA location.

Fingerprinting will be required to complete the background check but will not need completed prior to commencing work.

10. Contractor will be required to obtain a Non-PIV badge from the VA. The Non-PIV badge is good for no more than 180 cumulative days onsite at any facility. If, contractors are expected to perform on-site more than 180 cumulative number of days, the Contractor will be required to obtain a PIV badge with no network access. It is the responsibility of the designated COR to track the number of days the Contractor is performing and collect the PIV badges at the end of the Contractor’s term.

5.3 Safety Training Requirements

1. Contractor-Furnished Safety Training: The Office of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by respective State Laws and that are applicable to all employees. All Contractors providing service at VA facilities shall follow these established Code of Regulations “General Industry Safety Orders (OSHA) section listed below, as a condition of contract award:

a) Section 3203 Title 8 “Illness and Injury Prevention Program.” Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct 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).

b) Section 5193 Title 8. “Blood Borne Pathogens”

c) Section 5194 Title 8. “Hazard Communication”

d) The above-listed orders establish minimum standards and apply to-employment’s and places of employment’s in California as defined by Labor Code Section 6303;

provided, however, that when the Occupational Safety and health Standards Board has adopted or adopts safety orders applying to certain industries, occupations or employment’s exclusively, in which like conditions and hazards exit, those orders shall take precedence wherever they are inconsistent with the General Industry Safety Orders hereinafter set forth.

e) The above-listed orders, effective 1 July 1991, require the employer to develop, implement and document written programs, as well as requiring initial and recurring employee training and record keeping. The Contractor shall provide to the COR an annual written certification that each employee has received the State-required safety training; that each employee has received the Hepatitis B vaccination; or provide a written certification from any employee who declines the Hepatitis B vaccination.

f) Hepatitis B Vaccination: The final rule on Occupation Exposure to Blood Borne Pathogens, 29 CFR Part 1910.1030, states “employers shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident. Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the Contractor.

g) All contract employees need to be screened for tuberculosis prior to employment

h) All contract employees need to be medically cleared to wear respiratory protection

i) All contract employees shall be cleared for fitness of duty to perform physical tasks required for the job such as lifting a minimum of 50 lbs., prolong standing walking and frequent bending.

j) All contract employees shall comply with VA policy regarding influenza vaccine for staff and contractors.

k) A copy of this letter shall also be filed with the COR and placed in the COR’s contract file, and an additional copy shall be sent to the VA employee physician’s office.

Following Contractor employee’s exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician. Records of treatment and follow-up shall be maintained for the duration of employment by the contractor and for thirty

(30) years thereafter. Copies of treatment and follow up records shall be provided to the COR.

2. Handling of Regulated Medical Waste, Infectious Medical Waste (“Red Bag” Waste and “Sharps” Containers): Contractor is not expected to handle red bag waste in administrative areas.

3. Contractor will provide own PPE, although a surgical mask is sufficient as the scope of contract covers administrative areas.

4. Contractor’s Attire and Identification

1. The Contractor shall wear a standard custodial type uniform which is easily recognizable and clearly distinguish them as the “Contractor.” Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.

2. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor’s and employee’s name.

The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain “Visitors’ Badges” during the interim period via VA Police or Human Resource Department.

3. In precaution type isolation situations, the Contractor will be required to wear Personal Protective Equipment (PPE) which will be supplied by the medical facility. Such items are disposable and will be disposed of as directed by the on-site POC.

4. Contractor’s Personal Hygiene: The Contractor’s attire and presentation shall be appropriate per industry standard.

5.5 Contractor Training

1. Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below under item 5.5.2. Exception: An exception will be made during the first sixty (60) days of contract performance, whereby Contractor’s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date.

The Contractor shall provide an initial training plan to the on-site POC for approval. The initial plan shall include topics, brief statement of content and method of training.

Documentation verifying the content of such training and orientation shall be transmitted to the on-site POC and COR when deemed appropriate.

2. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 5 workdays.

a) General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced or contained through proper environmental sanitation methods.

b) Infection control orientation, relating duty functions to the technical provision of this specification.

c) Proper use and handling of germicidal detergents, supplies, and equipment.

d) Care and maintenance of Contractor and Government-furnished property.

e) Familiarization with applicable facility polices/regulations and their effect on sanitation Services.

f) Familiarization with the Contractors procedures manual.

g) Individual duties and responsibilities.

h) Procedures for replenishing cleaning supplies and obtaining equipment repair.

i) Role of Contractor’s personnel in the facility and their impact on patient care

j) Techniques/methods for measuring quality of work performance

k) Basic orientation to the facility, function, mission, goals

l) Facility emergency fire and disaster program

m) Hazardous Communication Standard

n) Respiratory Protection

o) Personal Protective Equipment (PPE) including proper donning and doffing

p) Utility Operation

q) Standard Precautions

r) Body Mechanics/Lifting

s) Accident Reporting

t) Sexual Harassment

u) Ethics

v) TB-Precautions (PPD)

w) Hep B

x) Mercury/Spills

y) Proper handling of Regulated Medical Waste, Solid Waste, Chemo Waste

Handling and Recycling

z) Linen exchange services, including proper handling and care of all linens.

3. Compliance and Business Integrity (CBI) Awareness Training: The Contractor shall complete initial compliance awareness training within thirty (30) days of contract award effective date. The Contractor shall also meet the annual compliance awareness refresher training. This requirement can be fulfilled by completing the training module available via the following Internet site: https://www.tms.va.gov/SecureAuth35/

4. Remedial Training: When notified, the Contractor shall complete remedial training and education to address any detected compliance issues.

5. Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the on-site POC or designated representative. The on-site POC will retain proof of training in accordance with applicable Records Control Schedule and provide to the COR when requested.

5.6 Contractor’s Quality Control Plan

1. The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program shall be provided to the on-site POC and COR 15 days after contract award effective date. An updated copy shall be provided the on-site POC and COR as changes occur. The quality control program shall include, but are not be limited to the following:

a) An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

b) The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable.

c) On-site records of all inspections conducted by the Contractor and necessary corrective action taken.

d) A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the on-site POC and COR or designated representative during the term of the contract.

5.7 Fire Prevention and Emergency Procedures

1. The Contractor shall take such safety precautions as necessary to protect the lives and health…