36C24223Q0906_1.docx

36C24223Q0906

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

08-22-2023 Chris Weider | Christopher.Weider@va.gov 716-862-7461 x22470 08-29-2023 4:30pm

EDT

Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227

X

561720 $22 Million

N/A

Department of Veterans Affairs Northport VA Medical Center

79 Middleville Road Northport NY 11768

Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227

Tungsten Network https://www.tungsten-network.com/ customer-campaigns/veteransaffairs/

See CONTINUATION Page This requirement is for janitorial services at community based outpatient clinics on Long Island, New York.

See Statement of Work for details.

Please annotate pricing on the Price/Cost Schedule.

Period of Performance:

Base: October 1, 2023 through September 30, 2024 Option 1: October 1, 2024 through September 30, 2025 Option 2: October 1, 2025 through September 30, 2026 Option 3: October 1, 2026 through September 30, 2027 Option 4: October 1, 2027 through September 30, 2028

Send quote via email to POC by 4:30pm ET, August 29, 2023.

Check sections 52.212-1 and 52.212-2 for information on submission requirements.

POC: Chris Weider | Christopher.Weider@va.gov

See CONTINUATION Page

ONE

Andres Cepeda Contracting Officer

Table of Contents

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:

b. GOVERNMENT: Contracting Officer 36C242 Andres Cepeda Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227

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

3. INVOICES: Invoices shall be submitted in arrears:

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.

Tungsten Network http://www.tungsten-network.com ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PERFORMANCE WORK SCHEDULE

A. Title: CBOC Janitorial Services

B. Objective:

Contractor will provide the cleaning materials (chemicals, soap, paper towels and trash bags, etc.) and furnish all labor, supervision, tools, and equipment necessary to provide full janitorial services for Long Island Community Based Outpatient Clinics (CBOCs) at Valley Stream, Bay Shore, East Patchogue, Riverhead and East Meadow five times per week, Monday-Friday. Total square footage is 25,186 square feet.

C. Place of Performance:

Valley Stream CBOC (approximately 2,300 sq. ft.):

99 Central Avenue, Valley Stream, NY

Bay Shore CBOC (approximately 1,600 sq. ft.):

132 E. Main Street Bay Shore, NY

East Patchogue CBOC (approximately 8,891 sq. ft.):

4 Phyllis Drive Patchogue, NY 11772

Riverhead CBOC (approximately 6,274 sq. ft.):

300 Center Drive 2nd Floor Riverhead, NY 11901

East Meadow CBOC (approximately 6,121 sq. ft.)

Nassau University Medical Center 2201 Hempstead Turnpike East Meadow, NY 11554

D. Scope of Services

I. Daily Scope of Work:

1. Empty all wastebaskets, replace liners, and remove all trash from floors. Wipe exterior of waste basket as needed

2. Remove waste to an assigned designated area

3. Return all chairs and waste receptacles to their proper positions

4. Vacuum all carpeting including corners, edging, and ledges

5. Inspect and spot clean all carpet

6. Dustmop all hard floors. Remove stains with damp mop

7. Wipe down tabletops in lunchroom. Damp wipe all spills

8. Restock all restroom paper and soap dispensers. Replace urinal screens as required

9. Clean restroom mirrors

10. Clean & sanitize all dispensers, faucets, flushometers, etc. with nonabrasive cleaner

11. Clean & sanitize all fixtures and toilet seats with nonabrasive cleaner

12. Remove stains from porcelain fixtures as required

13. Mop & sanitize floors

14. Empty & sanitize all waste and sanitary napkin & tampon receptacles

15. Remove waste to an assigned designated area for disposal

16. Clean fingerprints, marks & graffiti from restroom walls, partitions, light switches, as required

17. Report leaks & stoppages to Department Supervisor.

II. Weekly Service:

1. Dust all areas, including but not limited to chair rails, wall mounted fixtures, windowsills, and furnishings.

2. Clean and polish desktops (freeing and/or removing objects from furniture may be required).

3. Clean microwave and refrigerator upon prior arrangement to do so.

III. Monthly Service:

1. Buff all VCT (vinyl composition tile) floors

2. High dust all out-of-reach areas & fixtures

3. Strip and wax worn areas of VCT flooring in need of refinishing

4. Sanitize partitions and furniture

5. Sanitize walls and contact areas such as door handles, railings, flat surfaces etc.

6. Sanitize trash receptacles

7. Machine scrub & sanitize restroom floors

8. Machine scrub other hard floors

IV. Quarterly Service:

1. Shampoo all carpeting, removing any gum

2. Clean interior windows and frames

3. Vacuum all vents, damp wipe as needed

V. Contractor shall not provide janitorial services for the medication room, and accordingly, the contractor shall not be provided access to this room.

VI. Contractor shall not handle or otherwise service the sharps containers located at each facility.

E. Reporting Requirements:

Contractor shall perform the work as described above and submit a relevant completed checklist for the Contracting Officer’s Representative (COR) to sign. A signed, copy indicating all acceptable and unacceptable conditions will be made available to the contractor. Payments will be made monthly in arrears upon the successful completion of the above listed requirements as indicated by the completed form, and the receipt of a properly prepared invoice in the designated receiving office.

F. Supervision:

a. The contractor shall arrange for satisfactory supervision of the contract work. The supervisor shall be always available when the contract work is in progress to receive notices, reports, or requests from the Contracting Officer and/or COR.

b. The Contractor shall provide in writing to the COR prior to the contract starting date the name, telephone number and address of the on-site supervision for all working days. When work is being conducted on premises, there must be a supervisor on premises.

c. The term “on-site Supervisor” is defined as a person designated in writing who has authority to act for the Contractor on a day-to-day basis at the worksite. The on-site Supervisor is authorized to be a working supervisor.

d. All supervisory/working leader personnel engaged in directing the work to be accomplished under this contract shall possess at least two (2) years of recent experience in directing medical facility cleaning type operations in a supervisory capacity for buildings of the approximate size to be cleaned under this contract. The on-site supervisory/working leader shall be fully conversant in English.

G. Conduct of Contractor Employees

a. The Contractor shall prohibit his/her employees from disturbing papers on desk, opening desk drawers or cabinets, or using telephone or office equipment provided for official Government use.

b. The Contractor shall require his/her employees to comply with the instructions pertaining to conduct and building regulations, issues by duly appointed officials, such as COR, guards, inspectors, etc.

c. The Contractor shall provide protective equipment and uniform attire to personnel and require employees to use it while in the performance of their duties as necessary. In special cleaning and/or isolation situations contractor personnel may be required to wear special personnel protective clothing and shoe covers. All safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s expense.

d. The Contractor shall comply with all agency regulations, federal regulations, and local regulations, Occupational Safety Health Administration (OSHA), Environmental Protection Agency (EPA), Centers for Disease Control (CDC) and Joint Commission (JCAHO) Standards.

e. The Contractor shall ensure that all applicable safety precautions are followed. When safety issues come up the Contractor shall inform Contracting Officer and/or the COR immediately. They shall assist in the safety investigation and reporting. The Contractor must maintain its own insurance and Workman Compensation program.

f. The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and for taking such disciplinary action against his/her employees as may be necessary.

g. Appearance: The Government requires a favorable image and considers it to be a major asset of the customer service team and the employee’s attitude, courtesy, and job knowledge are influential in creating a favorable image. Uniforms must be well maintained, cleaned, and pressed when on the premises. The Contractor shall require employees to wear uniforms and enforce the uniform provisions of this contract.

h. The Contractor shall provide to all employees a badge which states the company name, employee name and position.

i. Neglect of duties shall not be condoned; this shall include activities such as sleeping on duty, unreasonable delays, or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the work site security.

j. Disorderly conduct: Use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned; also included shall be participation in disruptive activities which interfere with normal and efficient Government operations.

k. Intoxicants: The Contractor shall not allow any employee (while on duty) to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects.

l. Criminal actions: Contractor’s employees may be subject to criminal actions by law in certain circumstances and these include, but are not limited to, the following:

i. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records. Unauthorized use of Government property, theft, vandalism, or immoral conduct.

ii. Unethical or improper use of official authority or credentials.

m. The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct.

n. The Contractor shall initiate immediate action to replace such an employee to maintain continuity of services at no additional cost to the Government.

o. The Contractor personnel shall take safety precautions as necessary to protect the lives and health of occupants of the building while in the performance of this contract.

H. Period of Performance

October 1, 2023 through September 30, 2024 with four (4) option years that may be exercised at the discretion of the Government.

I. Work Hours

a. Normal business hours are Monday through Friday from 7:00am to 4:30pm, closed on weekends and Federal holidays. Performance schedule to be arranged by delegated Contracting Officer Representative (COR). Contractor staff shall only be present after VA normal business hours (after 4:30 PM).

b. The following are considered observed Federal Holidays:

Christmas Day Any other day specifically declared by the President of the United States to be a national holiday.

Determining the Holidays: When one of the above designated Legal holidays falls on a Sunday, the following Monday will be observed as a Legal holiday. When a Legal holiday falls on a Saturday, the proceeding Friday is observed as a holiday by the U.S. Government agencies.

J. Building Security

a. All contractor personnel are subject to background checks and must receive clearances before being allowed access to any facility to perform under this contract.

b. Keys and codes: the contractor will be provided keys and/or codes to allow access to all areas and rooms requiring cleaning. The contractor will also be provided keys or allowed access to the housekeeping closet and janitorial storage closet at each CBOC, to store equipment and supplies as provided under the contract. Keys provided to the contractor shall not be duplicated. In the event a key is lost or duplicated, all locks and keys on that system will be replaced by the Government. The contractor will be responsible for the total cost involved in replacing keys and cores. The contractor will be responsible for immediately reporting the occurrence of a lost key to the COR or his/her designee.

c. Contractor shall not be provided access to medication room, as this room shall not be serviced under this contract.

d. Contractor personnel shall not allow any unauthorized person the use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.

e. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Contractor personnel shall ensure areas are secured and windows are closed and locked. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.

f. This contract does not involve access to VA sensitive information and does not involve access and/or connection to the VA information system.

K. Qualifications of Contractor Personnel:

a. The personnel employed by the Contractor shall be capable employees, qualified in custodial type work with at least one (1) year of medical facility cleaning experience.

b. The building shall be fully staffed beginning the first day of work under the contract with fully trained and experienced cleaning personnel who shall exhibit the capability of operating with minimum level of supervision.

c. All personnel shall receive first-line supervision by the Contractor.

d. The contractor shall provide its employees training (but not limited to) on the following: safety, emergency preparedness plan, customer service, infection control, universal precautions, and cleaning procedures appropriate for the clinical settings, blood borne Pathogens, general clinical cleaning techniques and practices.

e. Contractor shall submit written confirmation that the contract employees are competent to perform the task.

f. All supervisory/working leader personnel engaged in directing the work to be accomplished under this contract shall possess at least two (2) years of recent experience in directing medical facility cleaning type operations in a supervisory capacity for buildings of the approximate size to be cleaned under this contract. The on-site supervisory/working leader shall be fully conversant in English.

L. Background Checks and Special Agreement Checks

a. In accordance with VHA Directive 0710 the contractor shall follow established requirements for the Special Agreement Checks (SAC).

b. All Contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information. The level of background investigation commensurate with the level of access needed to perform the statement of work is low. This requirement is applicable to all subcontractor personnel requiring the same access. This will require fingerprints to be taken and a background investigation completed.

c. The Contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the Contractor shall reimburse the VA within 30 days.

M. Supplies

Contractor shall furnish all supplies, materials, equipment, labor, supervision, tools, and utilities necessary to provide full janitorial services as required under this contract.

a. The contractor shall furnish environmentally preferred products necessary to perform all services required. Supplies and equipment shall meet the specifications below and comply with VA, federal or state Occupational Safety and Health Administration (OSHA) standards and fire regulations.

b. All products shall be approved by the Contracting Officer’s Representative (COR) prior to use. The contractor shall obtain Safety Data Sheets (SDS) OSHA Form 20 for all chemical products used and must provide copy to COR. New supplies or changes in previously approved materials shall require product literature and may require samples.

c. Consumable materials: the contractor shall furnish consumable materials required for the execution of this contract. Such consumable materials shall include: all paper products, for example, paper towels and toilet tissue; hand soap; and garbage bags, dispenser batteries and dispensers etc.

N. Government Furnished Supplies, Materials, Equipment and Utilities

a. Space in each facility, for the storage of supplies and equipment, will be provided for use in the performance of work under this contract. The Government will not be responsible for damage or loss to contractor’s stored supplies or equipment.

b. Electrical power will be provided at existing outlets for the contractor to operate such equipment, as necessary, in the performance of this contract. The contractor shall only use open outlets and shall not unplug anything to plug in equipment.

c. Water will be made available, as necessary, for cleaning purposes.

O. Quality Assurance/Errors/Corrections

Routine and periodic inspections will be performed under this contract by the clinic supervisor at each site, in accordance with existing VA policy and this contract. Vendor will be furnished with an inspection report listing and all cleaning deficiencies for which the vendor is responsible to clean and repair within 48-hours. The contractor shall notify the COR, in writing, that the deficiencies have been corrected and that a re-inspection can be made.

a. The contractor shall notify the COR immediately of any problems or concerns with the contract. This is especially important in privacy and security. Immediate notification of any privacy or security breach or violation is of the utmost importance.

b. The contractor shall immediately notify the COR upon discovering any broken or malfunctioning fixtures and/or plumbing.

P. Quality Control/Assurance:

The VA will use a Quality Assurance Surveillance Plan (QASP) to evaluate the performance of the contractor. The QASP shall be provided to the contractor post award. As part of this QASP, the customer will perform inspection of the work and adhere to the incentives and disincentives for positive and negative performance, respectively. These disincentives may include but not be limited to performance reporting incentives or disincentive or withholding of payment for nonconformance.

The Contractor shall provide a Quality Control Plan (QCP) as part of their package. The Contractor shall maintain a quality control program that ensures “green” environmental services are performed in accordance with commonly accepted commercial practices, voluntary consensus standards, and in compliance with federal, state, and medical facility policies, procedures, and regulations as identified in this PWS. The QCP shall detail the contractors plan include performance metrics, mitigate errors in service, track performance, and correct for failures to perform in accordance with this statement of work. This QCP must be comprehensive and fully detail quality control measures that are specific to this requirement. It must specifically address the maintaining of quality of the area services and the integrity of the workspace. It must address inspection of finished work and testing for potential nonconformance issues related to the tasks described in this performance work statement. The contractor must describe the method of tracking to ensure all duties have been accomplished. As necessary, the Contractor shall update/revise the QCP Plan and submit updates/revisions to the CO and COR for review/comments prior to implementation. The final updated/revised QCP shall be incorporated into the contract by reference as a compliance document.

Item No. Area

Q. Definitions:

Contracting Officer (CO): The Contracting Officer is the only person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting officer.

Contracting Officer’s Representative (COR): Is responsible to furnish technical guidance and advice or generally monitor the work performed under the contract. Representatives will not be authorized to make any commitments or changes, which will affect the price, quantity, and quality or delivery terms. (A Contracting Officer must authorize all changes to a contract.)

Standard Operating Procedure (SOP): Administrative manual defining routine and standard procedures for handling situations and matters pertaining to service requirements.

Training: The Contractor must comply with the VA standard training which shall be provided to all contract employees. Training related to price must be included in the proposal.

Sweep: The removal of dust, dirt, lint, and other debris from the floor surface using a treated dust mop.

Mop or Mopping: The removal of fine dust, marks, and other soil remaining after sweeping.

Spray Buffing: Polishing the floor using a commercial floor machine and floor finish rejuvenation sprayed in a fine mist on the floor in the immediate area of work. After buffing, floors shall be free of all residual dirt, dust and soil spots and have a uniform appearance.

Scrub or Scrubbing: Surface clean using a neutral type cleaner (not intended to remove finish).

Stripping: Removal of all old floor finish and sealer using an industrial/commercial stripping solution formulated to remove commercial floor finish. This shall be done every three (3) months.

Refinish: Applying commercial grade wax to the floors to protect them from wear and staining.

Floor Finish: Metal interlock Polymer compound designed to protect the floor and enhance clean ability and appearance. This compound must be rated non-skid or slip resistant.

Police-up: Walk-through the area, spot clean, ensure the required supplies are available and that the area is clean and functional.

Germicidal Solution: Concentrate phenolic type; must contain no Para tertiary amyl phenol; or Para tertiary butyl phenol, which are the two (2) phenols that are causative agents in the depigmentation of the skin. The germicidal detergent must possess the following properties. It must be germicidal, tuberculocidal, virucidal and fungicidal in the presence of 400 ppm hard water (AVAC 400 ppm as Calcium carbonate) and 5%blood serum. It must contain no phosphates and have an acceptable cleaning efficiency, and must be orally toxic, nor be a primary skin irritant as defined by the Federal Hazardous Substance Act, (FHSA): Packaged in one (1) gallon containers with dispensing pump.

Carpet Vacuum and Cleaning: Vacuum with commercial grade floor vacuum the entire carpet/rug/runner area. Use of commercial grade carpet cleaning machine with steam and/or shampoo application and water removal entire carpeted areas.

R. Cleaning Standards:

These standards describe the level of cleaning which will be considered the norm when a room is inspected during Quality Assurance and the supervisors’ inspections.

Floors: Free of spills and dust, corners, and edges free of dust, lint and soil. Floors under beds and other furniture free of dust, lint, and soil. Floor is generally shiny, indicative of the presence of floor finish and recent polishing.

Baseboards: Baseboards include vinyl or plastic baseboards, painted coved surfaces, terrazzo cove base, and all other forms at the edges of floors. Free of dust, lint and soil on both horizontal and vertical surfaces.

Horizontal Surfaces: Free of dust and lint (TV tops, picture frames, ledges, etc.).

Walls and Doors: Free of nicotine, lint cobwebs, smudges and splattered soil. Door frames/ jams- no accumulations of dust along the surface where the doors close.

Ceiling and related structures (to include sprinklers): Free of nicotine, cobwebs, dust and lint.

Windows: Horizontal surfaces free of dust, lint and soil. Window wells free of ashes, pollen dirt and soil. Screens free of dust (if screens are accessible). Interior window opening shall be free of cobwebs.

Drapes: Free of visible soil, dust (when shaken) and free of wrinkles; all pins on hook in place.

Trash Cans: Emptied within 24 hours, free of soil and spills inside and outside and a clean plastic liner in use.

Sinks and related structures: Free of soap/hard water scum and dust. Faucets and area at the juncture of the faucet with the sink free of hard water deposits and soil. The pipes under the sink shall be free of dust and soil. Underneath surface of sink shall be free of drips and soil.

Dispensers: Free of splattered soil, soap scum, dust and lint. Dispensers are not empty and contain the correct material.

Partitions: Free of soil and shiny, having been wiped and dried. Tops free of dust.

Stools and Urinals: The bowl portion is free of soil and hard water/rust stains. The base and area where the bowl sits on the floor is free of soil and urine. The pipes and plumbing is free of soil. Urinal drains area is free of litter, butts, etc. Stool seat and the area where the seat connects to the stool are free of soil and urine.

Restrooms: Free of soil, dust, litter, and spills, grout is free of soil and mildew. Air is free of odors, indicative of inadequate cleaning.

Waiting room and furniture: Frames and cushions are free of dust, lint, soil, spills and stains.

Wall mounted fans: Free of soil, lint, and cobwebs.

Stairs: Grillwork and supporting structure is free of dust and soil. That vertical surface on the outside edge of the stairs below the railings is free of dust and soil. Stairs, steps, including corners, are free of dust, soil, and spills. Risers are free of black marks. Walls are free of smudges, oil, and cobwebs. Handrails are free of smudges and soil. Ceilings are free of cobwebs.

Entry Ways: Glass surfaces are free of soil and smudges. Walls, floors and ceiling meet standards for each.

Housekeeping aid closets: Floors are free of soil and debris from dust mopping. Hoarding of supplies is not evident. Only authorized cleaning supplies are present. The current, signed and dated areas cleaning schedule is posted. Equipment is clean. Door is locked, when not occupied.

Wall accessories: (Handrails, corner guards, fire call boxes, fire extinguisher, bulletin boards, picture, and similar items found on walls.) Free of dust, lint, build-up of soil from fingers and hands, scuff and smudges.

Artificial plants and flowers: Free of dust and foreign materials. Plants, plant containers are to present a clean appearance.

Furniture: free of dust, soil, stains, grease, and ink marks are to be removed from vinyl, plastic, and fabric upholstered areas.

Policing services: The periodic inspection of an area at either scheduled or unscheduled internals followed by providing and needed supplemental cleaning services to maintain that area in a clean and attractive manner. Policing is a task that supplements routine services performed in an area.

S. Emergency Procedures

In the event of an emergency, the contractor shall immediately notify police at 911. VA Police can be reached at (631) 261-4400 ext. 7186

T. National Archives and Records Administration (NARA) Records Management

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. Chap. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. The Department of Veterans Affairs Northport Medical Center and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of The Department of Veterans Affairs Northport Medical Center or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

5. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Northport VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to The Department of Veterans Affairs Northport Medical Center control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

7. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and The Department of Veterans Affairs Northport Medical Center guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with The Department of Veterans Affairs Northport Medical Center policy.

9. The Contractor shall not create or maintain any records containing any non-public The Department of Veterans Affairs Northport Medical Center information that are not specifically tied to or authorized by the contract.

10. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

11. The Department of Veterans Affairs Northport Medical Center owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which The Department of Veterans Affairs Northport Medical Center shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

12. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

13. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

14. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Daily Cleaning - Task D.I Contract Period: Base POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

Weekly Cleaning - Task D.II

POP Begin: 10-01-2023 POP End: 09-30-2024

Monthly Cleaning - Task D.III

POP Begin: 10-01-2023 POP End: 09-30-2024

Quarterly Cleaning

POP Begin: 10-01-2023 POP End: 09-30-2024

Daily Cleaning - Task D.I Contract Period: Option 1 POP Begin: 10-01-2024 POP End: 09-30-2025

Weekly Cleaning - Task D.II

POP Begin: 10-01-2024 POP End: 09-30-2025

Monthly Cleaning - Task D.III

POP Begin: 10-01-2024 POP End: 09-30-2025

Quarterly Cleaning

POP Begin: 10-01-2024 POP End: 09-30-2025

Daily Cleaning - Task D.I Contract Period: Option 2 POP Begin: 10-01-2025 POP End: 09-30-2026

Weekly Cleaning - Task D.II

POP Begin: 10-01-2025 POP End: 09-30-2026

Monthly Cleaning - Task D.III

POP Begin: 10-01-2025 POP End: 09-30-2026

Quarterly Cleaning

POP Begin: 10-01-2025 POP End: 09-30-2026

Daily Cleaning - Task D.I Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027

Weekly Cleaning - Task D.II

POP Begin: 10-01-2026 POP End: 09-30-2027

Monthly Cleaning - Task D.III

POP Begin: 10-01-2026 POP End: 09-30-2027

Quarterly Cleaning

POP Begin: 10-01-2026 POP End: 09-30-2027

Daily Cleaning - Task D.I Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028

Weekly Cleaning - Task D.II

POP Begin: 10-01-2027 POP End: 09-30-2028

Monthly Cleaning - Task D.III

POP Begin: 10-01-2027 POP End: 09-30-2028

Quarterly Cleaning

POP Begin: 10-01-2027 POP End: 09-30-2028

Page 1 of Page 1 of

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed one (1) year.

(End of Clause)

C.2 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.3 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

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 letter shall be furnished to the Contractor.

(End of Clause)

C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause) C.5 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

(a) Definition. for the Department of Veterans Affairs, ‘‘Service-disabled Veteran-owned small business concern or SDVOSB’’:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

(2) The term ‘‘Service-disabled Veteran’’ means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term ‘‘small business concern’’ has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term ‘‘small business concern owned and controlled by Veterans with service-connected disabilities’’ has the meaning given the term ‘‘small business concern owned and controlled by service-disabled veterans’’ under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)).

(5) The term “SDVOSB participant” or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

(b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128.

(1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or ‘‘similarly situated’’ (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 or 852.219–76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA…