36C24224Q0011_1.docx

36C24224Q0011

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. SIGNAT

URE 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

36C24224Q0011 10-18-2023 Chris Weider | Christopher.Weider@va.gov 716-862-7461 x22470 10-27-2023 4:30pm

EDT

Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227 X X 561720 $22 Million N/A X Department of Veterans Affairs Northport 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 the Northport VAMC. See Performance Work Statement for details.

Please annotate pricing on the Price/Cost Schedule.

Period of Performance:

Base: December 17, through December 16, Option 1: December 17, through December 16, 2025 Option 2: December 17, through December 16, 2026 Send quote via email to POC by 4:30pm ET, October 27, 2023.

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

POC: Chris Weider | Christopher.Weider@va.gov Site Visit - Quoters should inspect the site where services will be performed in order to satisfy themselves regarding all local conditions that may affect performance, to the extent that the information is reasonably obtainable.

See site visit attachment for datils.

See CONTINUATION Page X X X

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:

36C24224Q0011

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B.2 PERFORMANCE WORK STATEMENT

1. Title: Floors and Restrooms Cleaning

2. General:

The Northport VA Medical Center has a requirement for aseptic/remediation type cleaning along with housekeeping services to include daily cleaning and restocking of the 29 public restrooms and regular floor care work for 147,603 square feet of floors. The requirements are stated in terms of desired results with associated quality standards. Aseptic cleaning and remediation services shall be performed in a manner that will present a clean, neat, and professional appearance in all areas serviced and shall meet all The Joint Commission (TJC) standards, National Environmental Cleaning Standards, other regulatory agencies Healthcare Standards and facility requirements.

A. Period of Performance:

December 17, 2023, through December 16, 2024 with two (2) option years that may be exercised at the discretion of the Government.

B. Schedule:

1) Daily cleaning and restocking of the 29 public restrooms as well as all daily activities such as dusting and wet mopping, are to be performed 7 days per week, excluding holidays, during the hours of 7:00 am and 5:00 pm.

2) Floor care work, including stripping, waxing, machine scrubbing and burnishing can be performed at the contractor’s discretion during periods of less activity (after 6 pm and weekends).

3) Allocated labor hours: 56 hours daily with a total of 1,212 hours per month.

4) Contractor is not required to perform work on Federal holidays.

The following are considered observed Federal Holidays:

New Year’s Day Martin Luther King Day President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day 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.

C. Place of Performance: Northport VA Medical Center 79 Middleville Road Northport, NY 11768

D. Type of Contract: Firm Fixed Price

3. Objective:

The objective is to optimize facility cleanliness and safety in support of Northport VAMC’s mission of providing quality healthcare in a safe, hygienic, and aesthetically pleasing medical facility. Contractor shall dust mop, wet mop, machine scrub, burnish and strip and refinish the 147,603 square feet of floors on a regular basis as outlined below. Additionally, contractor shall provide daily cleaning and restocking of 29 public restrooms to include the scrubbing and spot cleaning of walls and doors. VAMC Northport will furnish all cleaning supplies, including wax and stripper. The contractor shall provide all personnel and equipment (not including supplies), to perform the janitorial services as described in the specifications detailed herein. The contractor is responsible for moving furniture to complete job requirements. The required result is to maintain the facility in such a manner as to provide a clean, healthy, and safe work environment for occupants.

Emergencies, unusual and out-of-line situations shall promptly be reported to the contracting officer or his/her designee.

4. Contractor Furnished Property, Equipment, and Services:

Except as specified herein as government furnished, 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 to ensure that deep cleaning and remediation housekeeping services are performed at a healthcare level of aseptic cleanliness.

A. Specifications: Contractor equipment shall meet the specifications listed below and shall comply with the occupational safety and health standards (OSHA) and fire regulations.

B. Approval of Equipment and Materials: All Contractor proposed equipment must conform to applicable technical provisions and specifications contained herein. Materials shall comply with Government fire and safety regulations. No materials bearing an Interstate Commerce Commission (ICC) red label shall be used. Proposed material and equipment for which specifications are not provided herein must be of the highest commercial quality and must be of a suitable type or grade for the required housekeeping task. This list shall be a part of the Contractor's instructions and procedures manual. Any additional item or equipment shall be submitted to the COR for review prior to use in the VA.

a. Abrasives: Steel wool, abrasive paymentmetal cleaners, or any other cleaning supplies or equipment, which could cause damage to Government property, shall not be used.

b. Oil-based treatments are not allowed: Oil (petroleum) based treatments are not recommended for use in healthcare facilities and will not be used in this deep cleaning process. Use of Lemon Oil for wooden furniture or citrus based cleaners for cleaning is not specifically prohibited but must be used within manufacturers recommendations and not in direct patient care areas.

C. Equipment Standards:

c. Sanitation: All equipment introduced into the VA shall be in proper working order, as specified by the equipment manufacturer, and shall be cleaned with a disinfectant detergent free of soil prior to introduction into the VA. All equipment removed from a designated use area shall be cleaned with a disinfectant detergent prior to its removal from and reintroduction into the area. Equipment must be kept clean and in good working order throughout the term of the contract.

d. Electrical Equipment: All electrically operated equipment shall be equipped with hospital quiet-type motors, be third wire grounded, and be equipped with an appropriate length of Underwriters Laboratories (UL) approved three conductor cord. The cord shall be permanently attached to the machine. The Contractor's equipment shall be compatible with existing sources of Government furnished electrical power.

e. Safety and Inspections: The Contractor's equipment shall be in good repair and shall comply with all Government safety standards and all Joint Commission on Accreditation of Healthcare Organizations (JCAHO) standards for all Contracted Area electrical equipment. Any equipment, which the COR considers in disrepair or unsafe shall be removed from the VA and replaced with equivalent equipment that is in good repair and meets the specifications contained herein.

f. Bumper Guards: All wheeled and movable equipment shall be equipped with protective, non-marking wheels and rubber bumpers or guards around the entire perimeter, except for fiberglass trash receptacles. No part of the equipment, except handles, shall protrude beyond the rubber bumpers. Bumpers and guards shall be maintained in good repair at all times. Equipment with improper bumpers or guards shall be removed from service immediately and shall not be used until repaired. Any repairs to Government property required as a result of improperly protected equipment shall be made at the Contractor's expense.

g. Microfiber Cloths, Impregnated Dusting and Sweeping: All cleaning equipment shall be provided by the Contractor but shall be at the commercially acceptable industry standard for healthcare use and approved by the Government.

h. Floor Polishers: All cleaning equipment shall be provided by the Contractor but shall be at the commercially acceptable industry standard for healthcare use and approved by the Government. Floor polishers shall have a non-porous scrubbing surface to inhibit bacterial growth. Rotary floor polishing, buffing, and scrubbing machines shall be equipped with new brush or pad drive assemblies made of non- porous materials and disinfected prior to being introduced into the VA.

i. Combination Scrubber-Vacuum Machines: Combination scrubber-vacuum machines shall be battery powered; motorized units designed for use in large public areas.

j. Housekeeper's Carts: Housekeeping carts shall have a low platform for mop buckets, mop wringer, and other gear, with compartments for tools and cleaning supplies, trash collection device and lockable. Mops shall fit on the cart, so mop heads do not protrude above the top of the cart. Carts shall fit in assigned storage closets. Housekeeping Area Closet (HAC) dimensions, doorway dimensions

5. Government Furnished Items and Services:

A. Cleaning supplies, including stripper and wax.

B. Restroom consumables (toilet paper, trash can liners, soap, etc.).

C. Storage Areas: The Government will provide the space (i.e., facilities) for the contractor's use as supply and equipment storage spaces, including housekeeping closets. No alterations shall be made to these facilities. Upon completion or termination of the contract, the contractor shall return all Government furnished facilities and furnishings in the same condition and quality as received, fair wear and tear excepted.

D. Utilities and Services: The Government will furnish utilities and services as may be required to perform work under the contract at no cost to the contractor. Utilities will be provided at existing outlets and will include electrical power, water, and sewers.

6. Conservation of Utilities:

The Contractor shall instruct Contractor employees in utilities conservation practices. The Contractor shall operate under conditions, which preclude the waste of utilities, which shall include:

a. Lights shall be used only in areas when work is being performed. Otherwise, lights shall be turned off.

b. The Contractor’s employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

c. Water faucets or valves shall be turned off after their required use.

d. The Government will designate seasonal dates for Government controlled heat and air conditioning to be turned on or off.

e. Government telephones shall not be used for personal reasons. Unauthorized calls traced to the Contractor, or a contractor employee will be billed to the Contractor by the Government.

7. Basic Cleaning Services Task Definitions:

A. 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 equipment must in no way be splashed, disfigured, or damaged during these operations, but rather left in a clean condition.

B. 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.

C. 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.

D. Restroom Cleaning: Dispensers of all types shall be checked daily and filled when necessary (paper towels, toilet tissue, soap, toilet seat covers etc.). 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.

E. Restroom Deep Cleaning: 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.

F. 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.

G. 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.

H. 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, verified visibly). Supplies shall be stored in designated secure areas except when in active use.

I. 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. Deep cleaning and remediation type cleaning procedures provide the highest level of sanitation which decreases 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.

8. Handling of Supplies and Equipment:

Specific routine infection control requirements are as follows:

Storage and Transportation of Supplies (e.g., toilet paper, paper towels, hand soaps, and detergents) shall be transported in carts designed for supply movement (e.g., housekeeping carts), not in trash barrels, nor mop buckets. All materials not immediately in use shall be properly stored in designated storage spaces provided by the Government.

9. Deliverables:

A. Frequency of Cleaning -Floors:

a. Daily: Dust/wet mopping of 147,603 square feet @ 9,225 square feet per hour. 16-person hours daily (303-person hours monthly).

b. Weekly: Machine scrubbing of 147,603 square feet per week. (173-person hours monthly). Burnish 147,603 square feet per week Eight-person hours daily (173-person hours monthly).

c. Quarterly: Deep scrub and apply three coats of wax to complete 874 feet every thirteen weeks. Eight-person hours (173-person hours monthly).

d. Semi Annual: Strip and wax 147,603 square feet every six months.

B. Frequency of Cleaning -Restrooms:

(All restroom supplies provided by VAMC Northport)

a. Daily: Cleaning and restocking 29 public restrooms 4x daily, seven days/56 hours weekly

i. Restock all dispensers

ii. Pull trash and replace liners

iii. Sanitize all fixtures

iv. Mop floor and treat urinals

v. Spot clean walls and doors

vi. Report needed repairs to EMS

vii. Emergency clean-up

b. Monthly Heavy Clean & Ceramic Tile/Grout Scrub:

i. Dust all horizontal and vertical surfaces

ii. Scrub walls and toilet fixtures; clean with germicidal cleanser

iii. Machine scrub floor and recover water with wet vacuum

iv. Apply germicidal cleanser under urinals

10. Personnel Management:

A. Key Personnel/Supervision: The contractor shall provide sufficient management to ensure that this task is performed efficiently, accurately, on time, and in compliance with the requirements of this PWS.

B. Roster: The Contractor shall establish a roster of Contractor employees for use during the contract period. The roster shall list the name and job title of each Contractor employee. The Contractor shall provide a copy of the personnel roster and changes thereto to the COR. The contractor shall submit updates to the personnel roster to the COR each week, as needed, until the end of the contract period.

C. Discipline: The Contractor shall maintain satisfactory standards of the Contract employee’s competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to the personnel as may be necessary. The contractor shall ensure personnel do not disturb papers on desks, open desk drawers or cabinets, or use government telephones, except as authorized. The Contractor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government. The Contractor shall furnish to the COR, a written report of disciplinary action taken in those instances where an infraction of a Government regulation has been reported and substantiated. Termination of employees that violate confidentiality (patient and staff), privacy, safety, security, EEO, media/photo (i.e. cannot take photos or voice record), patient abuse and customer service violations. Contractor shall be aware and abide by HIPPA to ensure patient’s privacy is maintained.

D. Employee Schedules: The Contractor shall prepare and maintain employee schedules for all Contractor employees to ensure that VA internal security is maintained (i.e., determine if personnel are scheduled to work). A copy of each schedule shall be furnished to the COR for review one week prior to the beginning of the period covered by the schedule. The onsite working supervisor shall mobilize between each site to ensure adequate supplies; quality assurance and sanitation compliance are being met. Changes to employee schedules shall be provided to the COR as they occur.

E. Manhour Reports: The contractor shall submit a written man-hour report to the COR not later than the fifth calendar day of each month. The man-hour report shall include the total number of hours worked by direct labor Contract personnel during the previous month. Direct labor is the Contract Personnel who are directly involved in the production of goods or services. Indirect labor is Contract Personnel (such as supervisors, administrative support, quality control, etc.) who do not directly produce goods or services, but who make their production possible or more efficient.

F. Communication: All Contractor employees, who must communicate with the COR must be able to read, write, speak, and understand the English language to ensure the effective administration of this contract and accurate ordering of work.

G. Standards of Conduct: While on duty and executing the specifications of this contract, Contractor employees are prohibited from using and/or possessing alcohol, non-prescription drugs, and firearms. Non-compliance with this requirement, confirmed by the COR, shall be grounds for immediate removal of the Contractor employee from the VA and baring the individual from performing further work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA’s mission.

H. Uniforms: All employees shall wear Contractor provided standard uniforms, including pants, shirts, skirts, blouses, and/or dresses, which are clearly distinguishable from other VA uniforms currently in use. The uniforms shall be worn as designed by the uniform manufacturer. Uniforms shall be neat, clean, and in good repair, and have a badge or monogram with the contractor's name on it. Contract staff shall wear contractor-provided approved uniforms at all times while performing housekeeping duties except when working in areas requiring government-furnished surgical garments. Sandals or other open-toed shoes shall not be worn.

I. Identification Badges/Passes: Temporary Government badges will be provided. No parking passes will be issued, there is enough parking for visitors. All personnel shall display identification badges, except when donning protective clothing, which shall include the employee's full name and Contractor's full name. The contractor personal shall comply with agency personnel identification verification procedures when the contract personnel is required to have physical access to a federally controlled facility. The contractor will comply with the identification badge access process that is currently in place. No contractor will work without having the proper identification badge. If a contractor employee no longer works for the Contractor, the identification badge must be turned in to the COR or Security Personnel within five working days of termination of employment. An e-mail shall be sent to the COR when a contract employee leaves employment with the Contractor.

J. Protective Clothing: When required the Contractor personnel shall don Personal Protective Equipment (PPE) and shoe covers while working in designated areas. They shall be used as specified and then destroyed, as directed by the COR.

K. Personal Hygiene: Contractor personnel shall be clean, free of odor and always wear a clean uniform when in patient care and public areas. Fingernails shall be clean and free of dirt, and hair shall be neatly trimmed and combed.

11. Safety:

A. Work Methods: All work performed in delivering the services specified in this contract shall comply with applicable Federal, State, and local safety regulations. The Contractor shall have a working knowledge of the following codes, standards, recommended practices, and manuals:

a. Accreditation Manual for Hospitals developed by the Joint Commission on Accreditation of Hospitals (JCAHO), current edition.

b. Public Law 91- 596, Occupational Safety and Health (OSHA) Act of 1970 and current amendments.

c. National Fire Codes and Standards pertaining to the health care field developed by the National Fire Protection Association, current listings.

d. National Safety Council Accident Prevention Manuals pertaining to the health care field, current edition.

e. American National Standards Institute standards pertaining to the health care field

f. VA Disaster Control Plan

g. Safety Data Sheets (SDS).

B. Do not place mops, brooms, electrical cords, hoses, machines, and other equipment in traffic lanes or other locations in a manner that creates a safety hazard.

C. Display warning signs in all areas where housekeeping operations may cause traffic obstruction or hazard to patients, staff personnel, or visitors.

D. Do not interrupt the work of facility staff at any time. Always allow for the passage of patients, staff personnel, visitors, equipment, or carts.

E. Use of parallel wet mopping or cleaning procedures when the cleaning of public traffic areas (e.g., lobbies and corridors) may result in a temporarily wet or slippery floor surface. Contractor employees shall accomplish floor cleaning such that at no time will it be necessary for patients, staff personnel, or visitors to cross a wet floor to gain access to other areas of the VA. Contractor employees shall accomplish cleaning of high traffic areas before or after regular working hours, including passageways and outpatient Contracted Areas waiting areas. Whenever this is not possible only half of the corridor will be mopped at a time. Contractor employees shall display warning signs.

F. Wear PPE and/or equipment when handling, pouring, or working with substances, which may expose the employee to injury and/or occupational illness.

G. Cleaning of mop heads shall not be accomplished on the VA premises. All mop heads shall be treated as if contaminated.

H. No supplies shall be left unattended and should be kept locked up when not in use.

I. Supplies to be stored not higher than 18 inches from ceiling sprinklers.

J. Failure to Comply: If the Contractor fails or refuses to promptly comply with applicable safety directives, the COR may issue an order stopping all work until satisfactory corrective action has been taken by the Contractor. None of the time lost because of such a workshop order shall be made the subject of a claim for extension of time or for excess costs or damages to the Contractor.

K. Accident Reporting: The Contractor shall report all occupational exposures and all accidents resulting in injury or occupational disease to the COR. All accidents shall be reported as soon as possible after the occurrence. The COR may require the Contractor to complete certain forms to document exposures and/or accidents. The Contractor shall complete these forms promptly, at no additional cost to the Government.

L. Emergency Treatment: The Government will furnish only emergency first aid treatment to Contractor employees who may suffer on-the-job injuries. All emergencies shall follow hospital code procedures (code blue) and dial 555. The Contractor shall be responsible to ensure that their employees coming to the worksite will receive the information required above. The Contractor shall be responsible to ensure their employees providing work on this contract are fully trained and completely competent to perform the required work.

12. Security Clearance:

Building Security: The Government will provide the Contractor with keys and alarm code to allow access to rooms required in the provisions of this contract except in restricted areas. Access to restricted areas shall be provided as per established schedules. The Contractor shall comply with agency regulations on key issuance procedures. A key control inventory shall be maintained by the Supervisor and shall be subject to inspection by the COR. Contractor personnel shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s personnel performing assigned duties.

13. Background Investigations:

“Contractor Personnel Security Requirements” The cost of the background investigations is borne by the contractor. All contractor employees who require access to the Department of Veterans Affairs shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Personnel Management (OPM) prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA.

A. Position Sensitivity The position sensitivity has been designated as Low Risk.

B. Background Investigation The level of background investigation commensurate with the required level of access is a police badge from the Northport VA Medical Center. This will require fingerprints to be taken and a background investigation completed.

C. Contractor’s Responsibilities

a. The contractor shall prescreen all personnel requiring access to ensure they maintain a U.S. citizenship and are able to read, write, speak, and understand the English language.

b. The contractor shall submit or have their employees submit the “Fingerprint Record Prep Sheet” to the Contracting Officer within 15 days of receipt.

c. The contractor, when notified of an unfavorable determination by the Government, shall immediately withdraw the employee from consideration from working under the contract.

d. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

e. The Contractor shall upon request, provide individual copies of the background investigations performed by the Contractor to the VA, for employees assigned to work in this contract.

D. Government Responsibilities

a. The Contracting Officer will provide the necessary forms to the contractor or to the contractor’s employees after receiving a list of names and addresses.

b. Upon receipt, the Contracting Officer will provide the completed forms the local VA Security for review of the completed forms for accuracy and will notify the contractor to have fingerprints taken at the Northport VA Medical Center. After fingerprints have been taken, they will be forwarded to OPM to conduct the background investigation.

E. The Contracting Officer will ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested.

14. Meetings And Reviews:

A. The Contractor Project Manager (or other key personnel), and the COR (or other Government key personnel, as deemed necessary) shall meet weekly to discuss the ongoing operation of the contract.

B. The Contractor shall prepare written minutes of such meetings, which shall be recorded in the contract file. The Contractor Project Manager and the COR shall sign the minutes indicating their approval or provide in writing their non- concurrence within 5 calendar days following the receipt of the minutes.

15. Housekeeping Schedules:

A. Fixed-Price Work: Two weeks prior to the start date of the contract, the Contractor shall provide to the COR for approval, a planned schedule for performing the deep cleaning and stripping and waxing services. Once approved by the COR, all tasks shall be performed at the frequencies and within the time periods specified in the schedule. Schedules shall be strictly followed to facilitate the Government's inspection of the work. After contract start date the Contractor, shall submit proposed changes to approved housekeeping schedules, in writing, to the COR at least 24 hours in advance of beginning the work.

B. Inspections: The Contractor or his representative shall, daily when work is performed, tour all areas for which the Contractor is assigned responsibility under this contract and shall carefully inspect the quality of housekeeping operations, the status of Government furnished, and Contractor furnished equipment. The Contractor shall initiate prompt action to correct identified discrepancies. When facilities defects are found, these defects shall be reported to the COR. The Government reserves the right to perform random inspections of areas completed. A Pass (P) or Fail (F) will be assigned for each area.

C. Documentation: On a weekly basis, the Contractor shall document an assessment of compliance with the Quality Control Plan. Weekly documentation shall include, at a minimum, a statement of the degree of compliance with pre-established criteria, recommendations for changes in work methods, and plans of action and milestones to correct identified discrepancies.

16. Quality Control / Assurance:

A. Quality Control Plan: The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure the contract standards are achieved. In this contract, the quality control program is the driver for product quality.

The Contractor shall provide a Quality Control Plan (QCP) as part of their package. The Contractor shall maintain a quality control program that ensures environmental services are performed in accordance with commonly accepted commercial practices, voluntary consensus standards, and in compliance with federal, state, installation, and Northport VAMC policies, procedures, and regulations as identified in this PWS. The QCP shall detail the contractors plan including performance metrics, mitigating errors, tracking performance, and correcting for failures to perform in accordance with this performance work statement. This QCP must be comprehensive and fully detail a plan to ensure that all weekly, monthly, quarterly, and semi-annual requirements are met, while ensuring that the daily requirements are not neglected. It should include:

a. A personnel plan to address issues of unforeseen absences, vacations, and employee turnover.

b. An inspection plan for finished work and testing for potential nonconformance issues related to the tasks described in this performance work statement.

c. A tracking plan to ensure all duties have been accomplished.

d. A response plan to emergency clean-up calls including turnaround time of arrival, capabilities, and staffing.

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.

B. Quality Assurance Surveillance Plan: 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 inspections of the work and adhere to the incentives and disincentives for positive and negative performance, respectively.

a. Primary Method of Surveillance: Scheduled/Unscheduled surveillance by random sampling and validated customer complaint.

b. Level of Surveillance: Each week the QAP will choose the appropriate number samples. Any service location may be chosen, but consideration will be given to where unsatisfactory performance has been observed during the previous evaluation period.

c. Evaluation Procedure: Before beginning any inspections, the QAP will prepare a Rating Sheet, listing the date and room numbers of each space to be inspected. The COR will complete form on site, grading all work requirements as Pass (P) or Fail (F) based on substantial compliance with the service requirement(s). If any defects are noted, a brief explanation as to the nature of the problem and possible cause of the unsatisfactory work will be recorded under the remark’s column. If rework is ordered, all pertinent data, such as date the Contractor was informed of the problem, action taken and date of acceptance, will be recorded on the original inspection report. All work that is not available for rework will be recorded on the Contractor Discrepancy Report and forwarded to the Contractor within five days.

d. Customer Complaints: Customers will be notified as to the type of service to be provided, and that the COR will be the point of contact for any complaints. Complaints will be investigated as soon as possible after receipt for validation.

e. Unscheduled Inspections: Unscheduled inspections may be conducted but should be limited to areas where performance problems have been noted in the past.

f. Scheduled Inspections: The COR will perform daily and quarterly inspections by random sampling.

g. Rework: Rework will normally be allowed when practical. Rework of each service requested must be checked by the COR. Payment deductions will be made for each documented observed instance of unsatisfactorily performed work, which has not been satisfactorily reworked.

a. No deduction will be taken if the rework can be accomplished before the area is put into use or a time frame approved by the COR or stated on the QASP.

17. Additional Services:

No government personnel, other than the Contracting Officer, have the authority to change or alter these requirements. The COR shall clarify technical points or supply relevant technical information, but no requirements in this scope of work may be altered as a sole result of such verbal clarification. Work not covered by this contract shall not be performed without first obtaining permission and approval from the Contracting Officer. Bills resulting from additional work performed without prior approval will not be honored.

Scrubbing & Burnishing of Floors

X

Deep Scrub W/Three Coats of Wax

X

Strip & Wax

X

Deep Clean of Restrooms

X

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Routine Cleanings - Daily and Monthly Contract Period: Base POP Begin: 12-17-2023 POP End: 12-16-2024 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

Quarterly Cleanings

POP Begin: 12-17-2023 POP End: 12-16-2024

Semi-Annual Cleaning

POP Begin: 12-17-2023 POP End: 12-16-2024

Routine Cleanings - Daily and Monthly Contract Period: Option 1 POP Begin: 12-17-2024 POP End: 12-16-2025

Quarterly Cleanings

POP Begin: 12-17-2024 POP End: 12-16-2025

Semi-Annual Cleaning

POP Begin: 12-17-2024 POP End: 12-16-2025

Routine Cleanings - Daily and Monthly Contract Period: Option 2 POP Begin: 12-17-2025 POP End: 12-17-2026

Quarterly Cleanings

POP Begin: 12-17-2025 POP End: 12-17-2026

Semi-Annual Cleaning

POP Begin: 12-17-2025 POP End: 12-17-2026

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the…