Solicitation Amendment 0005 - updated PWS - Windows.docx

B.2 PERFORMANCE WORK STATEMENT (PWS)

VISN 04 Window, Glass, and Surface Cleaning Service

Introduction

This is a non-personnel services contract to provide Window, Glass, and Surface Cleaning Service for the Medical Centers of the Veterans Health Administration’s Veterans Integrated Service Network 04.

SECTION 1 - ACRONYMS AND DEFINITIONS

1.1 Acronyms. Following are acronyms which may be used in place of full text throughout this Performance Work Statement

1.2 Definitions. Following are definitions for words or phrases used throughout this PWS.

1.2.1 Calendar Days. Every consecutive day on the calendar, including holidays and weekends.

1.2.2 Cleaning Cycle. The cleaning cycle is the unit of service to be acquired by the Government. The CC is further defined in Section 5 and Section 6 of this PWS. The Government will acquire cleaning cycle(s) through issued TOs

1.2.3 Contractor. A supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this PWS refers to the prime Contractor

1.2.4 Contracting Officer. A person with authority to award, administer, and terminate contracts and make related determinations and findings on behalf of the Government. The only individual legally authorized to bind the Government.

1.2.5 FCOR. An employee of the U. S. Government appointed by the CO to assist with contract administration at the facility level and to liaison between the Contractor, CO and VCOR. A CO issued delegation memo will further define the roles of the FCOR.

1.2.6 Quality Assurance. The Government procedures to verify provided Contractor services are performed according to acceptable standards.

1.2.7 Quality Control. All measures taken by the Contractor to assure the quality of services provided meets contract requirements.

1.2.8 QASP. A written document specifying the methodology to be used to surveil Contractor performance.

1.2.9 Task Order. An order for services placed against the Window, Glass, Surface Cleaning Service contract.

1.2.10 VCOR. An employee of the U. S. Government appointed by the CO to assist with contract administration at the VISN level and to liaison between the Contractor, CO and FCOR. A CO issued delegation memo will further define the roles of the VCOR.

SECTION 2 – GENERAL INFORMATION

2.1 General. VISN04 requires window, glass, and surface cleaning services at the VISN04 VAMC’s as indicated in this PWS

2.2 Description of Services. Contractor must provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Window, Glass, and Surface Cleaning Service as defined in this Performance Work Statement. The Contractor must perform to the standards in this contract.

2.3 Background. The VISN04 is comprised of nine Veterans Administration Medical Centers. Historically some of the facilities have operated under individual contracts. VISN04 intends to pursue a single Firm Fixed Priced, five-year Indefinite Delivery Indefinite Quantity contract or five-year Firm Fixed Priced Blanket Purchase Agreement to provide service to all nine sites in VISN04.

2.4 Objectives.

· Window, Glass, and Surface Cleaning Services

· Availability for use by the VISN04 Medical Centers

2.5 Quality Assurance. The Government will evaluate the Contractor’s performance under this contract in accordance with the attached QASP included as Attachment 1. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). The FCOR will conduct performance surveillance and when defective performance is observed will make known the defective performance to the Contractor’s Facility Manager or acting alternate. Government surveillance of tasks other than those listed in the QASP, may occur during the performance period of the contract.

2.6 Holidays. Contractor may perform services on any of the below Federal holidays if pre-approved by the applicable FCOR:

2.7 Hours of Operation. Generally, cleaning services will occur between 0700 – 1700 Monday through Friday, excluding Federal Holidays; however, the Contractor may be required to provide services after hours (1700 – 0700) and on the weekends and must have the capability to do so. Issued TOs will identify when cleaning services are required after hours and on the weekends. The Contractor may request to perform services after hours or on weekends, such requests must be presented to the FCOR and written approval must be obtained from the FCOR prior to service performance.

2.8 Place of Performance. The Contractor must have the capability to perform cleaning services at any of the following facilities. Issued TOs will define locations.

2.9 Insurance. The Government requires insurance as specified in incorporated Clauses.

2.10 Physical Security. The Contractor is responsible for safeguarding all Government equipment, information and property and is liable for any Contractor caused damage.

2.11 Access Control. The Contractor must adhere to the following:

2.11.1 Each facility will determine accessibility to restricted areas. Access to restricted areas must be coordinated with the FCOR and may require Government provided escort.

2.11.2 The Contractor must establish and implement methods of ensuring all keys, access badges, access passes, and lock combinations issued to the Contractor are not lost or misplaced and are not used by unauthorized persons. The Contractor will not duplicate any keys, access badges, or access passes issued by the Government.

2.11.3 The Contractor must immediately notify the FCOR or CO any occurrences of lost or duplicated keys, access badges, and/or access passes. Additional parties may require notification (e.g. facility police, safety office, etcetera) as identified by the FCOR.

2.11.4 The Contractor must prohibit the use of issued keys, access badges, access passes, and lock combinations by any person(s) other than the Contractor’s employees. Opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in contract performance is prohibited.

2.11.5 Accessed restricted areas must be secured and locked at work conclusion.

2.12 Post Award Conference. The Contractor agrees to attend any post award conference requested by the VCOR, FCOR, or Contracting Officer in accordance with Federal Acquisition Regulation Subpart 42.5.

2.13 Periodic Progress Meetings. The Contracting officer, VCOR, FCOR or other Government personnel, as appropriate, may meet periodically with the Contractor to review the contractor's performance. At these meetings the Government will apprise the contractor of how the government views the contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action must be taken to resolve outstanding issues. These meetings will be at no additional cost to the Government

2.14 Identification of Contractor Employees. All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public they are Government officials. The Contractor must also ensure all documents or reports produced by Contractors are suitably marked as Contractor products or that contractor participation is appropriately disclosed.

2.14.1 Contractor employees must be clean and present a neat appearance. Hair must be neatly trimmed and combed. Contractor employees must wear Contractor provided uniforms or comply with Contractor’s dress code which must include pants, shirts or blouses, and protective clothing when applicable. The dress code must be the same color or color combinations for all Contractor employees and distinguishable from VAMC staff and facility population. All apparel, whether uniform or dress code requirements, will be worn as designed by the manufacturer. Open toe shoes or sandals are not permitted. All personnel will display a Contractor provided identification badge while on campus. The badge must include: 1) Name of employee, 2) Contractor name, and 3) Employee photograph and must be visible and attached to employee clothing at chest level.

2.14.2 Facility access requirements vary amongst the VISN04 facilities. To ensure compliance, the Contractor must obtain the facility requirements from the FCOR prior to work commencement.

SECTION 3 – CONTRACTOR PERSONNEL

3.1 Project Manager and Facility Managers. The Contractor must provide a Project Manager and Facility Managers who are responsible for the performance of the work. The Contractor must also provide alternates for the Project Manager and Facility Managers during absences. The names and contact information of these individuals must be designated in writing to the CO prior to contract award and subsequent changes must be presented to the CO and applicable FCOR within one business day of the change. Each participating VISN04 VAMC requires an assigned Facility Manager and alternate(s).

3.1.1 The Project Manager and Facility Managers or alternate(s) must have full authority to act for the Contractor on all contract matters.

3.1.2 The Facility Manager or alternate must be on-site, at the applicable facility, and reachable via cell phone during times Contractor employees are performing contract work and must be available to meet with the FCOR, when requested, within 30 minutes. A cell phone contact number must be provided to the FCOR prior to contract work commencement.

3.1.3 The Project Manager and Facility Managers or alternate(s) must be able to read, write, speak, and understand English.

3.2 Contractor Employees. The Contractor must not employ persons for work on this contract if such employee is considered by the CO or FCOR to be a potential threat to the facility’s operational mission or the health, safety, security, general well-being of the VISN04 VAMC’s employees and facility population.

3.2.1 The Contractor must comply with the applicable facility’s Infection Control Policy, Tuberculosis Surveillance Policy, and Infectious Disease Policy. Guidance and policy requirements will be provided by the FCOR and the facility’s Infection Prevention and Control Office. Costs incurred to establish and maintain Contractor compliance will be borne by the Contractor.

3.2.2 The Contractor employees also employed by the U. S. Government must be identified. A list of such individuals must be presented to the FCOR prior to work commencement. The list must include: 1) name of employee, 2) address of employee, 3) contact telephone number of the employee, 4) position the employee holds with the Contractor, and 5) agency and position the employee holds with the U. S. Government. The FCOR and the CO will determine if the employee(s) is granted approval to perform work under the contract.

3.3 Safety. The Contractor must perform all work in a safe manner, ensuring the protection of facility buildings and equipment from damage and Contractor employees and facility population from injury.

3.3.1 The Contractor must comply with all applicable VA, VHA, VISN04 VAMC, Federal, State, and Local Municipality directives, standards, ordinances, laws, and regulations to include but not limited to OSHA, IWCA, and IWCA Alliance directives, standards, laws, regulations, and guides.

3.3.2 The Contractor must coordinate with the FCOR a site visit at each VISN04 VAMC prior to work commencement. The visit will familiarize Contractor with the facility and offer opportunity for the FCOR to provide the facility’s guidelines and policies. It will also afford opportunity to identify and mitigate any site-unique hazards or obstacles.

3.3.3 The Contractor must adhere to site-specific requirements (e.g., check-in check-out procedures, site parking restrictions, etcetera) provided by the FCOR.

3.3.4 Prior to work commencement, the Contractor must verify, with the FCOR, the cleaning solutions, compounds, and/or chemicals the Contractor intends to use are permitted. The Contractor must provide the FCOR any requested SDS.

3.3.5 Contractor employees performing the services must be IWCA certified in any multiple of the following IWCA certifications: 1) Certified Commercial Ground, 2) Certified Rope Descent Systems, and 3) Certified Suspended Scaffolds. Equivalent certifications bestowed by organizations other than IWCA may be substituted with CO and FCOR approval. An employee’s certification must be congruent with work performed. Contractor must provide proof of employee certification within three business days when requested by the FCOR.

3.3.6 The FCOR reserves the right to stop work if unsafe practices are observed. The Contractor must make corrections prior to work resumption at no cost to the Government.

3.3.7 At no time may a Contractor employee use VAMC furniture, windowsills, or equipment as substitute stools or ladders.

3.3.8 Any window or door open during the cleaning process must be closed and locked (if applicable) at completion.

SECTION 4 – GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICE

4.1 Government Furnished Property. The Government will not provide GFP

4.2 Government Furnished Materials. The Government will not provide GFM

4.3 Government Furnished Services. The Government will permit us of limited utility services, i.e., electric and water. Water will be available for the filling and re-filling of buckets, spray bottles and other containers needed during the cleaning process. The Government will permit use of 120volt AC electricity for Contractor owned equipment operation. The Contractor must ensure all Contractor employees use methods to conserve utilities.

4.3.1 Lights must be turned off when no longer required in work areas.

4.3.2 Contractor employees must not adjust controls for heating, ventilation, air conditioning, or any other environmental systems.

4.3.3 Water faucets or valves must be turned fully closed when no longer in use.

SECTION 5 – CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

5.1 The Contractor must provide all property, equipment, apparatus, materials, supplies, safety equipment (to include all lifts, scaffolds, suspended scaffolds, anchors etc.) and services required to ensure all terms and conditions are met.

5.2 The Government reserves the right to have removed from the work site any Contractor equipment or apparatus not meeting standards expressed in Section 3.3 of this PWS.

SECTION 6 – TASKS AND CAPABILITY

6.1 The Contractor must be capable of meeting and accomplishing all elements of this PWS.

6.2 The Contractor must provide all labor, material, equipment, apparatus, maintenance, repair, supplies, transportation, management, expertise and supervision necessary to perform the requirements of this service contract. In executing the requirements of this PWS, the Contractor must satisfy the performance requirements included in this PWS and the requirements set forth in the attached QASP.

6.3 Contractor Capability.

6.3.1 The Period of Performance (POP) will be stated within each TO. Any deviations (delays) due to extraneous circumstances (i.e. weather) must be presented to the FCOR, VCOR and CO. The CO will make any final determinations.

6.3.2 The Contractor must be able to perform at four (4) facilities within VISN4 at the same time under this contract.

6.3.3 The Contractor must be capable of completing performance at each facility within one (1) month of the start of the period of performance as specified within each TO. *For Pittsburgh’s campuses, the Contractor must be capable of completing all of the Cleaning Cycles (refer to Section 6.7 of this PWS) within eight (8) weeks of the start of the period of performance as specified within each TO.

6.4 Window, Glass, and Panel surfaces.

6.4.1 The quantity and location of window, glass, and panel surfaces are estimated in Section 6.7 of this PWS. (If a Contractor wishes to conduct a site-visit prior to submitting an offer, they may do so at their own expense. All site-visit requests shall be emailed to william.schlobohm@va.gov no later than seven (7) days prior to solicitation due date. Any questions or clarifications asked or needed as a result of a site-visit will result in a solicitation amendment to provide the answers or clarifications.)

6.4.2 Window, glass, and surfaces include but are not limited to:

· Windows

· Glass in doors

· Glass ventilators and /or transoms

· Blanks

· Fiberglass panels

6.4.3 All surfaces must be cleaned and free of streaks, smears, soap residue, dirt, paint specs, or other foreign debris. Following the cleaning, the cleaning solutions, compounds, and chemicals used in the cleaning process must be wiped and absorbed; the window, frame, sills, screens, tracks, and floor in the work area must be made dry.

6.4.4 Any items, furniture, equipment, etcetera, moved to allow for cleaning purposes must be returned to the original location and be wiped dry of any cleaning solutions, compounds, and chemicals.

6.4.5 When working in building interiors, opportunity must be given to VAMC staff to clear work areas prior to cleaning. The Contractor will coordinate with the FCOR methods of notification.

6.5 Window Frames, Sills, Screens, and Window/Screen tracks.

6.5.1 The quantity and location of the window frames, sills, screens, and window/screen tracks are estimated in Section 6.7 of this PWS. (If a Contractor wishes to conduct a site-visit prior to submitting an offer, they may do so at their own expense. All site-visit requests shall be emailed to william.schlobohm@va.gov no later than seven (7) days prior to solicitation due date. Any questions or clarifications asked or needed as a result of a site-visit will result in a solicitation amendment to provide the answers or clarifications.)

6.5.2 All frames, sills, screens, tracks, etcetera must be cleaned and free of streaks, stains, soap residue, dirt, paint specs, dust, or other foreign debris. Following the cleaning, the cleaning solutions, compounds, and chemicals used in the cleaning process must be wiped and absorbed; the window, frame, sills, screens, tracks, and floor in the work area must be made dry.

6.5.3 Any screens or components removed for cleaning purposes must be reinstalled after completion. Any items, furniture, equipment, etcetera, moved to allow for cleaning purposes must be returned to the original location and be wiped dry of any cleaning solutions, compounds, and chemicals.

6.5.4 When working in building interiors, opportunity must be given to VAMC staff to clear work areas prior to cleaning. The Contractor will coordinate with the FCOR methods of notification.

6.6 Additional Services.

6.6.1 Condition Report. During the cleaning process, the Contractor must evaluate the condition of the windows, panels, glass, frames, sills, screens, etcetera. The following or similar conditions must be reported to the FCOR:

· Screen tears or holes

· Cracked or broken windows, panes, panels

· Damaged or torn window seals

· Inoperable windows

· Any other conditions considered poor or in need of repair

The report must be in Word or PDF format and, at a minimum, must include the reportable condition, the location (building – room number), the date discovered and the name of the Contractor employee making the observation. The report is due at the conclusion of a CC unless the Contractor determines the condition presents a safety concern; it must then be reported immediately to the FCOR.

6.6.2 Cleaning Cycle Schedule. Prior to the start of a CC the Contractor must present to the FCOR a Cleaning Cycle Schedule. The schedule must identify locations (e.g., rooms, floors, wings, etcetera) and the anticipated date cleaning will occur in those locations. As schedule deviations occur, they must be reported to the FCOR. The FCOR will define the report format.

6.6.3 Post Cleaning Report. During a CC, Post Cleaning Reports must be presented to the FCOR. The Post Cleaning Reports will identify locations recently cleaned. The FCOR will determine the frequency the reports are required (daily, weekly, etcetera) and will define the report format.

6.7 VISN04 VAMC Requirements. Facility requirements follow in Section 6.7 of this PWS. The requirements identified in each table must be worked as an independent project, be completed in entirety, and hereinafter will be referred to as a Cleaning Cycle. The window counts in Sections 6.7 PWS, are estimates and the window sizes vary. The pre-award site visits are crucial and will provide Contractor opportunity to evaluate and appraise the site requirements.

6.7.1 James E. Van Zandt Veterans Affairs Medical Center (Altoona VAMC). At this time Altoona VAMC will not be participating; However, within the life of the contract Altoona VAMC may elect to participate. Contractor must ensure they have resources and capability to include Altoona in the future. Altoona VAMC will provide CC tables. Fair and reasonable pricing will be negotiated with the CO, VCOR and FCOR.

6.7.2 Butler VAMC:

6.7.2.1

CC 1A

CC 1B

CC 1C

6.7.2.2 Suspended scaffolds and rope descents from the roof top are not permitted at the Butler campus.

6.7.2.3 FCOR will provide special safety requirements and lift equipment/apparatus constraints.

6.7.2.4 The exterior windows of assigned buildings must be cleaned regardless of interior accessibility.

6.7.2.5 Building 20 skylights can only be accessed from the rooftop.

6.7.3 Coatesville VAMC:

6.7.3.1

CC 2A

CC 2B

Location/ Building Inside Cleaning Outside Cleaning Estimated Window Count Window Size Building Height Patient area

CC 2C

Location/ Building Inside Cleaning Outside Cleaning Estimated Window Count Window Size Building Height Patient area

6.7.3.2 Suspended scaffolds and rope descents from the roof top are not permitted at the Coatesville campus.

6.7.3.3 Outside windows are to be accessed and cleaned from the outside. The inside panes must be accessed and cleaned from the inside. The FCOR will provide any exceptions. Windows may not be removed for cleaning unless specific approval has been received from the FCOR.

6.7.3.4 The exterior windows of assigned buildings must be cleaned regardless of interior accessibility.

6.7.3.5 Outside window cleaning to be accomplished on all floors of assigned buildings except for the following: windows above the second floor on the front side of Building One do not require outside cleaning.

6.7.4 Erie VAMC:

6.7.4.1

CC 3A

CC 3B

6.7.4.2 Suspended scaffolds and rope descents from the roof top are not permitted at the Erie campus.

6.7.4.3 Many of the facility’s outside windows are accessible and cleanable from the inside. The Contractor must clean the outside when accessible. The FCOR will identify windows not to be opened in order to access the outside. Such windows will not require outside cleaning during the CC except as stipulated in Section 6.7.4.4 of the PWS.

6.7.4.4 The locations identified in the CC 3A table require outside cleaning from the ground through the third floor regardless of interior accessibility.

6.7.5 Lebanon VAMC:

6.7.5.1

CC 4A

CC 4B

CC 4C

6.7.5.2 Suspended scaffolds and rope descents from the roof top are not permitted at the Lebanon campus.

6.7.5.3 The FCOR will provide special safety requirements and lift equipment/apparatus constraints.

6.7.6 Corporal Michael J Crescenz Veterans Affairs Medical Center (Philadelphia VAMC):

6.7.6.1

CC 5A

CC 5B

6.7.6.2 The facility’s outside windows cannot be accessed from the interior.

6.7.6.3 Exterior window cleaning can only be accomplished on weekends. The FCOR will identify the outside panes to be cleaned during a CC and will coordinate scheduling with the Contractor’s Facility Manger and the facility’s EMS Manager.

6.7.6.4 Suspended scaffolds and rope descents from the roof top are permitted. The facility’s Engineering and Safety Office must be consulted prior to use.

6.7.7 Pittsburgh VAMC:

6.7.7.1 University Drive Campus:

6.7.7.2

CC 6A

1 – Kalwall Surfaces

6.7.7.3 Building 29 lobby, Lincoln Wall requires cleaning. It is constructed of honed limestone. There is a staircase at the bottom of the wall. The wall is approximately 30 feet wide and 43 feet tall at the bottom of the staircase and 31 feet tall at the top of the staircase. The Terrazzo flooring around the wall must be protected during cleaning. The FCOR will provide special safety requirements and lift equipment/apparatus constraints.

6.7.7.4 Building 29 lobby includes an arched glass ceiling of approximately 258 panes with a total area of approximately 4,620 square feet. The maximum interior height is 43feet. The Terrazzo floor must be protected during cleaning. The FCOR will provide special safety requirements and lift equipment/apparatus constraints.

6.7.7.5 Building 29 (Chapel) stained glass window, squeegee cleaning may not be effective.

6.7.7.6 Outside windows are to be accessed and cleaned from the outside. The inside panes must be accessed and cleaned from the inside. The FCOR will provide any exceptions. Windows may not be removed for cleaning unless specific approval has been received from the FCOR.

6.7.7.7 Heinz Campus:

6.7.7.8

CC 6B

Yes

40x16x10

No

25x16x10

No

CC 6C

6.7.7.9 Building 69 vestibule glass ceilings located at two entrances must be cleaned from the topside and from the bottom-side. Each entrance has nine panes with a 120 square foot area. Top of glass must be accessed from floor of lobby area

6.7.7.10 Building 71 lobby lighting fixture must be cleaned. The following heights and dimensions are approximate. The four-sided fixture is a unique design (20ft x 5ft x 5ft) constructed with metal and glass hanging from a 45foot high ceiling. Top of fixture is 40feet high. Bottom of fixture is 20feet high. Two metal plates are positioned between the fixture and the ceiling which require cleaning. The total fixture surface area is 350 square feet. The FCOR will provide special safety requirements and lift equipment/apparatus constraints.

6.7.7.11 Building 71 glass partition around the second-floor stairwell requires cleaning on both sides.

6.7.7.12 Suspended scaffolds and rope descents from the roof top are not permitted at the Heinz Campus

6.7.7.13 Outside windows are to be accessed and cleaned from the outside. The inside panes must be accessed and cleaned from the inside. The FCOR will provide any exceptions. Windows may not be removed for cleaning unless specific approval has been received from the FCOR.

6.7.8 Wilkes-Barre VAMC:

6.7.8.1

CC 7A

6.7.8.2 Suspended scaffolds and rope descents from the roof top are not permitted at the Wilkes Barre campus. Exterior panes will only be cleaned if accessible from the inside.

6.7.8.3 Many of the facility’s outside windows can be accessed and cleaned from the inside. The Contractor must clean the outside when accessible. The FCOR will identify windows not to be opened in order to access the outside. Such windows will not require outside cleaning during the CC.

6.7.9 Wilmington VAMC:

6.7.9.1

CC 8A

CC 8B

6.7.9.2 There are some rooftop anchors permitting limited suspended scaffolds and rope descent systems for exterior window cleaning. The FCOR will identify anchor locations and the facility’s Engineering Office must be consulted prior to use.

6.7.9.3 Exterior windows not accessible from the ground, by lifts, by scaffolding, or suspended systems do not require cleaning; the FCOR will identify such windows.

SECTION 7 – ADDITIONAL INFORMATION

The contractor will not have access to PHI in any form and does not have access to the computer system. However, all contractors must complete basic privacy training. This training can be completed by using the text version of the “VA Privacy for Personnel Without Access to VA Computer Systems or Direct Access to or Use of a Sensitive Information”.

END OF PERFORMANCE WORK STATEMENT