36C24520Q0392-015.docx

PERFORMANCE WORK STATEMENT (PWS)

Housekeeping Services for the Residential Rehabilitation Treatment Program (RRTP) Hershel “Woody” Williams VAMC

SCOPE: Establish a Contract (Base Period + Four One Year Option Periods) to provide Housekeeping services for the Hershel “Woody” Williams VAMC newly constructed Residential Rehabilitation Treatment Program (RRTP) Building. The RRTP will provide a residential level of care for Veterans with issues related to medical, mental health, substance use disorders, Post-Traumatic Stress Disorders, and homelessness. These programs are larger residential programs with multiple units serving various Veteran populations based on need. The RRTP is located at 1540 Spring Valley Drive, Huntington, WV 25704. This will be a Firm-Fixed-Price (FFP) Purchase Order that allows for Housekeeping coverage during non-scheduled hours when emergencies arise and a Housekeeper is needed.

Period of Performance:

Base Year: 1 July 2020 – 30 Sep 2020 Option Year 1:1 Oct 2020 – 30 Sep 2021 Option Year 2: 1 Oct 2021 – 30 Sep 2022 Option Year 3: 1 Oct 2022 – 30 Sep 2023 Option Year 4: 1 Oct 2023 – 30 Sep 2024

The contractor shall provide Housekeeping services as well as all supervision, labor, equipment, material, supplies and other items required to provide this service at the RRTP Building in a manner that will maintain a satisfactory facility condition and shall ensure that all employees present a clean, neat and professional appearance.

The RRTP Building (see attached drawing) consists of 1 private bedroom and 7 semi-private Bedrooms with a total of 15 Beds. The structure also contains common areas that include a kitchen, Lounge, Dining Room, Lobby and laundry room. The facility is approximately 10,144 square feet. (1st Floor = 5,802 Sq Ft and 2nd Floor = 4,342 Sq. Flooring consists of a combination of LVT, Carpet and Ceramic Tile. (see attached schedule of finishes for more detail)

The 2 Fire Stair Cases are bare. Downstairs hallways have runners. Kitchen and laundry room counters are quartz and all bathrooms are granite.

Service shall include all common areas, guest/patient rooms, offices, storage rooms, porches and patios. Cleaning shall be performed at established frequencies (included in this statement of work in paragraph J) and after each guest/patient departure. NOTE: RRTP Building guests/patients are responsible for cleaning their own bedrooms during their stay, and therefore occupied guest rooms will only require cleaning by the contractor once per week to refresh the room and each time a guest/patient checks out of the RRTP Building. The contractor will be responsible for cleaning all 12 Bathrooms every day.

The contractor shall be responsible for collecting all linens to be sent out for cleaning, which shall include bath towels, washcloths, hand towels, shower curtains, sheets, pillowcases, duvet covers, pillow shams, blankets, comforters, mattress pads, pillows and kitchen towels.

The Contractor shall provide all the necessary supplies needed to perform the terms of the contract to include all cleaning supplies, equipment, transportation, and chemicals. In addition, the contractor will be responsible for providing stock supplies for the RRTP Building as listed below. This is not a comprehensive list and the Vendor is required to provide any needed cleaning chemical or supply needed to meet the requirements of this Performance Work Statement.

Cleaning Supplies Cleaning Chemicals Cleaning Equipment Floor Wax Window Cleaner Spot Remover

Typical work shall include, but not be limited to vacuuming, mopping, bathroom cleaning, kitchen cleaning, window cleaning, dusting, changing light bulbs, etc. (see frequency chart below). Each worker providing services shall be required to log in and out at the RRTP Building for the beginning and end of their scheduled shifts, provide date and time, respectively, in a log provided by VAMC.

The contractor shall perform these services in accordance with the Occupational Safety and Health Administration (OSHA) and the American National Standards Institute (ANSI) safety guidelines. Any storage area will be maintained in a neat, clean, and orderly manner.

GENERAL REQUIREMENTS: All work shall be performed by skilled and trained personnel who are able to read, write, speak and understand English. Service shall be required seven (7) days a week. The contractor shall provide a minimum of two (2) Housekeepers each day, Monday - Friday in staggered shifts and 1 Housekeeper on Saturdays and Sundays.

Monday through Friday, 1 Housekeeper from 8:00 AM EST - 4:30 PM EST Monday through Friday, 1 Housekeeper from 12:00 PM EST-8:30 PM EST Saturday and Sunday, 1 Housekeeper from 8:00 AM EST to 4:30 PM EST

NOTE: Housekeeping Service must be available during non-scheduled hours / on call (contingency hours) to address emergency issues that might arise. Billing for these on call services shall be added to the normal monthly invoice.

Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the contract. The contract manager shall have full authority to act on behalf of the contractor on all contract matters relating to the daily operation of this contract.. The contract manager or alternate(s) shall be available during normal business hours and be able to meet, either in-person or telephonically, with VA personnel designated by the Contracting Officer within 24 hours to discuss deficiencies.

Contractor Employees: Contractor personnel shall present a neat appearance and be easily recognized as contract employees. This may be accomplished by wearing distinctive clothing provided by the RRTP Building, or by clothing bearing the company name and/or by wearing appropriate badges that prominently display the contractor’s company name and the employee’s name. Jeans, shorts, tight fitting clothing (i.e. leggings/spandex), sleeveless shirts, and sandals are not considered appropriate or safe attire for this setting.

All Contractor Employees must display their government issued security (PIV) Badge at all times.

The contractor shall not employ persons for work on this contract if such an employee is identified to the contractor by VA Police or Contracting Officer as a potential threat to the health, safety, security, general well-being, or mission of the medical center and the VA.

The contactor shall not employ any person who is presently an employee of the U.S. Government when and if the employment of that person would create either a conflict of interest or the perception of such a conflict.

The contractor shall be fully responsible for any repairs and all damage to VA property, which results from the activities, negligence, or carelessness of its employees or subcontractors. All damages shall be immediately brought to the attention of the COR by the end of the workday of occurrences. If damage is not discovered on the day the work is performed, it shall be repaired within 72 hours of notification of the contractor by the VA. In cases of disputes between the COR and the contractor, the contractor shall notify the Contracting Officer, in writing as soon as possible, to avoid any delay in conflict resolution. If the Contracting Officer is not notified in writing within thirty (30) days of the date of the incident, the incident shall be considered to have been resolved to the satisfaction of the contractor.

MORNING CHECK-IN: Contractor employees shall report to the RRTP Building Manager or designee at the beginning of each workday to coordinate the areas to be completed that day. When the manager or designee is unavailable, the work details will be provided in writing. Contractor employees will report their absences directly to the contractor who will then be required to notify the RRTP Building Manager or available staff. The contractor will be required to provide back-up staffing. Log in/out is required when entering or leaving the building.

Normal Duty Hours: Work required in the performance of the contract shall be performed during the hours of 8:00 AM EST to 8:30 PM EST, Monday through Friday, and Saturday-Sunday 8:00 AM EST to 4:30 PM. The contractor will be required to work on Federal Holidays.

Non-Normal Duty Hours: Non-normal duty hours are defined as any other hours outside of those defined above.

The Following Federal legal holidays are observed by this facility: Any holidays falling on Saturday will be observed on the preceding Friday; holidays falling on Sunday will be observed on the following Monday.

NOT MEETING PERFORMANCE EXPECTATIONS

Exceeding the maximum number of performance threshold violations for the performance objectives listed in the Service Summary (SS) in any one-month period shall result in a warning, letter of concern, or other administrative action necessary from the Contracting Officer. Additional remedies are available to the government to include Termination of the Contract.

TRAINING AND RECORDS MAINTENANCE: Orientation and initial training of all personnel shall be accomplished within the first fourteen (14) days of employment with written documentation furnished to the COR. All training shall be documented, and written copies of signed attendance sheet provided to COR within ten (10) days of completion of training.

DOCUMENTATION OF SERVICES PERFORMED: Contractor shall maintain documented log of all listed actions to include the date, time and frequency of each of the following actions. This log shall be easily available to the COR when needed to review and maintain proper record keeping.

Carpet & Tile maintenance-spot cleaning and shampooing Deep cleaning of restrooms Wall washing Stripping and refinishing of floors Upholstery cleaning

REQUIREMENTS FOR SPECIFIC TASKS/SERVICE SUMMARY:

All Floors: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, stains and discoloration, and other foreign matter. Baseboards, corners and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles and other moveable items (including long curtains- to avoid soiling on bottom of curtains) shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

Trash Removal: All trash containers shall be emptied and returned to their initial location. Boxes, cans and papers placed near a trash receptacle and marked “Trash” shall be removed. All liners should be replaced each time trash is removed. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors. The contractor is responsible for providing and stocking all required trash receptacle bags with durable products and appropriate size for container.

Clean Interior & Exterior Door Glass/Mirrors: Clean all interior and exterior glass, including glass in doors, partitions, walls, display cases, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water or other foreign matter.

Clean Stairways: All floor surfaces shall be cleaned as appropriate for floor type. Dust, grease and grime shall be removed from stair guards, handrails and baseboards. Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide or maintain a clean, uniform appearance.

Vacuum Carpets/Area Rugs: Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the government representative. Area and throw rugs (if any) are also included under this section.

Clean Carpets/Area Rugs: Spot clean or shampoo dirty carpets. Spots must be removed immediately.

Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, upholstered furniture (per manufacturer guidelines), temperature controls and fixtures. After spot cleaning, the surfaces shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

General Dusting: All horizontal surfaces must be dusted or cleaned to eliminate dust collection.

Basic Restroom Cleaning: The contractor shall accomplish all cleaning tasks to meet the requirements of this Statement of work and the Service Delivery Summary (SDS).

Sweep and Mop Floor: After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc. as necessary to maintain sanitary conditions and a clean, uniform appearance.

Stock Restroom Supplies: Contractor shall ensure all restrooms are stocked at all times, sufficiently so that supplies including liquid soap for dispensers, toilet tissue, paper towels and hand tissue (facial tissue) do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. The contractor shall be responsible for providing all required restroom supplies, i.e. hand soap, paper towels, hand tissue (facial tissue), and toilet tissue, for all restrooms (16 bathrooms (located in bedrooms), office bathroom and powder room guest bathroom. Supplies will be of the quality appropriate to a fine hotel.

General Cleaning Supplies: All cleaning supplies and tools necessary to complete required tasks to be supplied by contractor. Contractor should prioritize the use of “Green” cleaning supplies whenever possible, careful not to compromise disinfecting and cleaning capabilities. A RRTP Building is a “home” not a hospital setting, cleaning supplies that have non-chemical smell (but are high quality for cleanliness) are encouraged.

Patients will make their own Beds, sweep Bedroom Floors, empty Bedroom trash and dust in their own Bedrooms. Housekeeping Staff will make unoccupied Beds and provide all other Housekeeping Service necessary in occupied or unoccupied Patient Rooms as some Patients may not clean their Rooms in a manner that meets VA cleanliness standards.

Contractor Housekeeping Staff must have a Drug Test Quarterly or upon request of the COR. The test must be performed by a certified drug testing facility. A copy of the original results shall be provided to the COR. The cost of this test will be the responsibility of the Contractor.

PERIODIC CLEANING SERVICES:

Strip, Scrub, Seal and Wax Floors: Strip, scrub, seal and wax floors as necessary to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discolorations.

Clean Interior Windows: Clean interior window glass surfaces. After surfaces have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills and glass.

Clean Exterior Windows: Windows are the glass surfaces that are an integral part of the outer wall of the building. Window screens shall be removed, cleaned and replaced as needed. After windows have been cleaned, exterior frames, casings, sills and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter.

Remove Curtains for cleaning and re-hang Curtains after cleaning. VAMC Laundry Staff will launder/clean the Curtains.

Clean/Shampoo Carpet/Area Rugs: All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration.

All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpet underneath and returned to their original location.

Furniture cleaning throughout rooms, as needed/requested basis.

After a room has been treated for bed bugs, housekeeping staff will thoroughly / terminally clean the room.

REQUIREMENTS FOR SPECIFIC TASKS – LAUNDRY SERVICE SUMMARY:

Linen Laundry: Hershel “Woody” Williams VAMC Laundry Department will be responsible to provide Laundry Service to the RRTP. The RRTP Building will be supplied with an initial inventory of linens by the Medical Center. On an as-needed basis, the Hershel “Woody” Williams VAMC will replace these linens. The Housekeeping contractor will not be required to provide or replace linens, except in the case where linens are lost and/or damaged through the negligence of the Housekeeping contractor. The Contractor will be responsible for gathering soiled/dirty linen and placing in soiled /dirty Linen Containers provided by the Medical Center. The Contractor will also be responsible for the proper distribution of clean linen. The contractor shall also inventory the outgoing soiled linens; re-inventory the incoming clean linens and then restock the linen closet with the clean items.

Contaminated Laundry: The contractor shall ensure articles identified as contaminated with potentially infectious material (material soaked in blood, other body fluids, feces, or human tissue) shall be separated from other soiled articles for scouring them before laundering. (The contractor is not required to launder any items, they will only be removing and bagging the linens and placing in the pick-up receptacles).

Articles identified as contaminated with potentially infectious material shall be collected in such a manner as to prevent the spread of microorganisms to the environment, or personnel who may be required to handle such items during transportation, cleaning or scouring in the performance of the contract.

The contractor shall ensure double bagging of all soiled potentially contaminated linens to prevent any instance where the outside of a bag used in the carrying of such linen may become contaminated.

The linen carts shall protect the linen from spreading microorganisms when soiled and from the environment (rain, dust, contamination) and all lids shall be closed. Before the linen carts (clean or soiled) are moved from; the storage location, linen facility, or mode of transportation, the lid shall be closed to protect the linen.

CLEANING FREQUENCY CHART:

KITCHEN (1 each)

X

X

X

Refrigerators/Freezers – assist manager

X

X

X

X

Vents - clean

X

Baseboards dust/damp clean

X

Curtains/window coverings Dusted/removed/rehung

X

Windows, inside

X

LAUNDRY ROOM (1 each)

X

X

X

X

Shelves – dust

X

X

Walls – dust

X

Vents - clean

X

Baseboards dust/damp clean

X

Curtains/window coverings Dusted/removed/rehung

X

Windows, inside

X

LOUNGE (1 each)

X

Chair Legs – polish

X

Couches/chairs (overstuffed) – vacuum & spot clean

X

X

Pictures – dust & clean glass & frames

X

X

Silk plants – clean

X

Shutters - dust

X

X

X

Window sill – clean inside

X

Windows – clean inside

X

Vents - clean

X

Baseboards dust/damp clean

X

Curtains/window coverings Dusted/removed/rehung

X

X

ELEVATOR (1 each)

X

Stainless Steel –polish

X

X

X

Walls – dust & polish

X

X

STAIRCASE (2 each)

X

X

Walls – spot clean

X

Curtains/window coverings Dusted/removed/rehung

X

Windows, clean inside

X

PORCHES & PATIOS

Banisters – wipe down/wet wash

X

X

Ceilings/walls/columns – remove webs Notify manager for pest control

X

Ceiling fans – damp wipe

X

Furniture – wipe down

X

X

X

Curtains/window coverings Dusted/removed/rehung

X

STORAGE ROOMS

X

Organize supplies

X

Vents - clean

X

MANAGER OFFICE (1 each)

X

Ceiling Fan – damp wipe

X

X

Furniture - dust

X

Shutters - dust

X

X

Window/Sill – clean inside

X

Windows – clean inside

X

Vents - clean

X

Curtains/window coverings Dusted/removed/rehung

X

BATHROOMS (12 each)

Filters – clean vent

X

X

Floor (deep clean) – scrub

X

Light Bulbs – check & exchange

X

X

Pipes – damp wipe

X

X

X

X

X

Trash Cans – Disinfect inside/out

X

X

Vanity Lights – damp wipe

X

Vents - clean

X

Curtains/window coverings Dusted/removed/rehung

X

Windows, clean inside

X

DINING ROOM (1 each)

Baseboards – dust/damp clean

X

Chair Legs – dust & polish

X

Chandeliers - dust

X

X

X

Pictures – dust & clean glass & frames

X

X

Plants - clean

X

Shutters – dust

X

X

Table Legs – dust w/ lemon oil

X

Curtains/window coverings Dusted/removed/rehung

X

Window sill – clean inside

X

Windows – clean inside

X

Vents - clean

X

ENTRY FOYER (1 each)

Baseboards – dust/damp clean

X

Chandelier – clean

X

X

Pictures – dust/clean glass & frames

X

X

Plants – clean

X

X

Curtains/window coverings Dusted/removed/rehung

X

Windows, clean inside

X

EXTERIOR DOORS (5 each)

Glass widows – clean & dust interior & exterior

X

Brass kickplates – polish interior & exterior

X

X

X

Curtains/window coverings Dusted/removed/rehung

X

HALLS

Baseboards – dust & damp wipe

X

X

X

Plants - clean

X

X

Windows, clean inside

X

GUEST/PATIENT ROOMS

Baseboards – dust & damp wipe

X

X

Bed – dust/disinfect frame

X

Bed (underneath) – vacuum

X

Ceiling Fans – damp wipe

X

X

Desk & Chair – dust & spot clean

X

Door Frame (inside & out) - dust

X

Dresser Drawers – dust & damp wipe

X

Furniture – vacuum under and behind

X

Headboard/Footboard – dust

X

Lamp shade – dust

X

Light Bulbs – dust/check/exchange

X

X

Linens (bed & bath) – change

X

X

Mattress – rotate

X

Mattress Cover & Pad - exchange

X

X

Picture Frames – dust & clean

X

Picture Glass – clean

X

Pillow Covers – exchange

X

Trash Cans – Disinfect inside & out

X

X

Trash Cans – empty & replace liner

X

X

Telephone – disinfect

X

Television & DVD player - clean w/ damp cloth

X

Walls – spot clean

X

X

Windows – wash inside

X

Window Shutters – dust/clean

X

X

Window Sills – dust

X

Vents - clean

X

X

GUEST BATHROOMS

X

X

X

X

X

X

X

X

X

X

X

Windows, clean inside

X

OCCUPIED GUEST ROOM

Baseboards – dust & damp wipe

X

X

Bed – dust/disinfect frame

X

X

Bed (underneath) – vacuum

X

X

Desk & Chair – dust & spot clean

X

X

Door Frame (inside & out) - dust

X

X

Furniture –vacuum under and behind

X

X

Headboard/Footboard – dust

X

X

Lamp, shade– dust

X

X

Light Bulbs – dust/check/exchange

X

X

Linens (bed & bath) – change

X

X

Mattress – rotate

X

X

Mattress Cover& Pad - exchange

X

X

Picture Frames – dust & clean

X

X

Picture Glass – clean

X

X

Pillow Covers – exchange

X

X

Trash Cans – Disinfect inside & out

X

X

Trash Cans – empty & replace liner

X

X

Telephone – disinfect

X

X

Television & DVD player - clean w/ damp cloth

X

X

Windows – wash inside

X

X

Window Shutters – dust/clean w/ damp cloth

X

X

Window Sills – dust

X

X

Vents - clean

X

X

BATHROOMS

X

X

X

X

X

X

X

X

X

X

X

X

X

Windows, clean inside

X

UNSERVICEABLE ARTICLES: Unserviceable and non-repairable articles no longer usable for the purpose intended shall be returned by the contractor to the RRTP Building Manager.

Cleanliness and Finish:

Linen storage shelves shall be kept clean, neat and sanitary at all times. The linen carts used for the transportation of cleaned and packaged linen shall protect the packaged linen from environmental contamination, i.e. rain, dust, or other such hazards.

Lost/Damaged Items: The contractor shall replace any items lost or damaged due to negligence or poor work performance at no additional expense to the VA.

The contractor shall not indemnify the VA for any loss or damage to articles furnished for service under the contract.

METHODS OF SURVEILLANCE:

Surveillances: this method requires the COR to inspect the service. Results shall be annotated on the inspection schedule. Any deficiency shall be documented, and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes.

Receiving two or more unsatisfactory 100% surveillances, within a 12-month period may result in unsatisfactory past performance documentation. Continued receipt of unsatisfactory 100% surveillances during the contract period shall constitute a negative trend and the Contracting Officer may take any appropriate action in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

Periodic Surveillances: this method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated Cleaning Frequency Schedule (CFS). Periodic surveillances will be conducted and may be adjusted, based on quality trends. The CFS or modified version thereof, shall be used for COR scheduled inspections and results documentation.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service within 2 hours after notification.

Exceeding the performance threshold for any of these performance objectives shall result in a warning or letter of concern from the Contracting Officer.

Customer Complaints: the COR will receive and investigate any complaints regarding contractor’s performance under this contract. The COR shall be responsible for initially validating customer complaints. The Contracting Officer shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the contractor.

QUALITY ASSURANCE

Quality Control: the contractor shall develop and maintain a quality control program, to ensure Housekeeping services are performed in accordance with commonly accepted commercial practices and the requirements provided in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. The contractor shall submit a written Quality Control Plan as part of their technical offer.

Contractor shall provide a contingency plan to replace staffing personnel that cannot perform the assigned job duties and tasks. Provide a detailed description of your company’s ability to replace personnel within reasonable time-period as to not affect services to the facility. The contractor is to provide a complete listing of all Key Personnel and a written Contingency Plan with their technical offer. This plan shall specifically address the contractor’s ability to replace personnel within a reasonable time.

Staffing: The contractor is to notify the COR within 3 calendar days of a contracted Key Personnel who resigns, is released of their duties and or when New Key Personnel is scheduled to be working under this contract. This information shall be delivered in writing by email notification any verbal communication shall be followed up in writing within the time allotted (3days). All proper background checks and other applicable documentation such for new employees shall be provided to the COR and the Contract Specialist within 7 calendar days of contract award and shall maintain up to date documentation for each employee.

Service Summary (SS): the contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

Quality Assurance: the government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI): The Contractor may be provided government key(s) to access sites. These key(s) shall be turned over to the COR at the end of the project, or sooner if access to keyed areas is no longer required. Loss of key(s) may result in rekeying of the RRTP Building or government buildings at a cost to the contractor and/or contractor is responsible for cost associated with replacement of government keys.

CONTRACTOR FURNISHED SUPPLIES AND EQUIPMENT:

The Contractor shall provide all the necessary supplies needed to perform the terms of the contract to include ALL cleaning supplies, chemicals, equipment, and transportation. In addition, the contractor will be responsible for providing stock supplies for the RRTP Building Guest Rooms, Bathroom, Kitchen and Laundry as listed below: (All items must be Hypoallergenic)

Toilet Paper Paper Towels Tissue Paper Hand Soap Bath Soap Shampoo Conditioner Hand Sanitizer Dishwashing Liquid Dishwasher Detergent Laundry Detergent Fabric Softener

Stock supplies for the RRTP Building patient rooms and common areas shall be fully maintained by the contractor to ensure a positive customer service experience for all RRTP Building patients. Contractor shall submit a list of supplies they will provide for the RRTP Building with their technical offer. The list should include the product name, manufacturer, size and the intended use of the specific item.

The contractor should prioritize the use of “Green” cleaning supplies whenever possible, the contractor shall NOT compromise disinfecting and cleaning capabilities by using certain supplies and all products shall have non-chemical smell (but are high quality for cleanliness).

OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS: Housekeeping staff will be trained by RRTP Building Program Manager and EMS Staff on the exact expectation of what the guest/patient rooms are to look like once cleaned. Housekeeping staff must be assigned to RRTP Building and cannot have untrained housekeepers “rotating” in/out of the RRTP Building.

RISK CONTROL: The Certification and Accreditation requirements do not apply, and that a Security Accreditation Package is not required. Contractor’s employees shall comply with both physical and administrative security procedures that will remain in effect the entire duration of the contract. Contractor employees must have a Hershel “Woody” Williams VAMC badge visible at all times. They may also be subject to inspection of their personal effects when entering or leaving the RRTP Building. The badging process is detailed above in section 8. Badging briefing Is provided in the solicitation. Before performing any work at the Hershel “Woody Williams” VA Medical Center RRTP Building, contractor personnel shall be appropriately badged in accordance with the detailed procedure listed.

CERTIFICATIONS AND OTHER REQUIREMENTS:

The contractor shall submit a Contractor’s License and must have liability insurance with Hershel “Woody” Williams VAMC listed as additionally insured (minimum $500,000.00) and Workers Compensation Insurance. License shall be included in the technical offer. Prior to commencement of work under this contract, the Contractor shall furnish a Certificate of Insurance to the Contracting Officer for approval. The Certificate of Insurance shall be for minimum 12-month duration. A new Certificate of Insurance shall be furnished 10 calendar days prior to expiration date of prior certificate. If no approved certificate is received prior to expiration period, all work will be stopped pending receipt of an approved certificate.

The contractor shall ensure all personnel performing work under this contract be trained in accordance with the Occupational Safety and Health Administration (OSHA) and the American National Standards Institute (ANSI) safety guidelines. The contractor shall ensure that each employee working in the RRTP Building completes the required training given by the RRTP Building Manager within 14 days of contract award. The contractor shall perform all work in accordance with all applicable laws, regulations, contract standards, manufactures instructions, and this PWS. The contractor shall submit evidence to support that they have the necessary training to work in a similar environment of size and scope and shall submit this information for their Key Personnel performing services with the technical offer.

SECURITY REQUIREMENTS AND PROCEDURES: Contractor’s employees shall comply with both physical and administrative security procedures that will remain in effect the entire duration of the contract.

Contractor employees must have a Hershel “Woody” Williams VAMC badge visible at all times. They may also be subject to inspection of their personal effects when entering or leaving the RRTP Building. The badging process is expected to take a minimum of six weeks. Badging briefing is provided in the solicitation. Before performing any work at the Hershel “Woody” Williams VAMC RRTP Building, contractor personnel shall be appropriately badged in accordance with the following procedures:

The contractor shall distinguish between personnel expected to work 15 days or less, or greater than 15 work days.

For contractor personnel working 15 days or less on site, the contractor Employee shall obtain a temporary “Station” badge from the RRTP Building Manager.

For contractor personnel working greater than 15 days, Contractor shall provide personal identifying information to the COR for all personnel who will be working on the site. The information is required for badging and fingerprinting processes in order to work on the Hershel “Woody” Williams VAMC property. A hand-out, titled VSC Personnel Security Services Overview is provided outlining these requirements. Contractor may submit names throughout the contract period as well, and the same process applies.

Contractor shall establish an appointment for fingerprinting using the following internet address: https://va-piv.com. Fingerprinting shall be accomplished at the Human Resources Department (HR) located at the Hershel “Woody” Williams VAMC, First Floor Room 1A101. Appointments may take a minimum of two weeks to be scheduled.

The COR will submit Contractor personal identifying information to the VHA Service Center for background screening. This process typically takes two weeks and will result in an e-mail notification from the VA PIV System to the contractor employee, directing the contractor employee to contact their local PIV Office (Human Resources Department) to schedule an appointment.

Following VA PIV System notification, Contractor shall establish an appointment for obtaining a “Flash” badge for each Employee working at the Medical Center. “Flash” badging shall be accomplished at the Human Resources Department (HR) located at the Hershel “Woody” Williams VAMC, First Floor 1A101. Appointments may take a minimum of two weeks to be scheduled.

Contractors approved to work but who do not yet have a “Flash” badge may obtain a “Station” badge following the procedures previously identified. “Station” badges will not be issued back-to-back to a single individual. If a contractor’s “Station” badge has expired, and the contractor has not received a “Flash” badge, that contractor will not be permitted to work at the RRTP Building.

After receipt of the “Flash” badge, contractor personnel shall return to the VA RRTP Building Manager any “Station” badges previously issued to the same individual.

Contractor shall monitor expiration dates of expiring badges and reinitiate the previous process should personnel be required to work on site beyond the expiration date.

In situations where a Contractor is employing personnel who are already badged (i.e. badge has been obtained under a different contract), those individuals do not need to be submitted for rebadging until within four weeks of expiration of the badge.

Contractors shall report lost/missing badges within 24 hours to the COR.

Contractor shall ensure “Flash” and “Station” badges are collected and turned into COR upon contract completion. Failure to turn in badges may result in punitive damages and/or security investigations.

No photography of VA premises is allowed without written permission of the Contracting Officer.

A.1 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

(End of Provision)

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Housekeeping Services Hershel “Woody” Williams VAMC RRTP Building

1. Introduction This Quality Assurance Surveillance Plan (QASP) Plan has been developed to implement a housekeeping service contract for the Residential Rehabilitation Treatment Program (RRTP) Building located at the Hershel “Woody” Williams VAMC. It is designed to aid the Government's Quality Assurance Evaluator (COR/QAE) in providing effective and systematic surveillance of all aspects of housekeeping services. This plan provides for monitoring all contract requirements through a combination of methods.

The below listed methods of surveillance shall be used in the administration of this QASP:

a) Periodic Surveillance by the COR/QAE The COR/QAE periodically observes the areas to verify that the contractor is meeting the goals of the contract; and when COR/QAE receives a complaint to necessitate a surveillance.

b) Customer complaint The COR is the point of contact and will collect all customer complaints. The COR will review all complaints and contact the originator to determine the validity of any claims. Customer complaints will become a permanent part of the COR surveillance records.

c) 100% Inspections Complete evaluation of the performance element.

d) Random Sampling Method used to evaluate performance by randomly selecting and inspecting a sample of cases.

· The principal method of surveillance will be the random sampling of the areas described in the Performance Work Statement (PWS) to be cleaned. The PWS has a detailed Cleaning Frequency Chart with all areas of building to be cleaned, frequency and expectation. The PWS also includes: Requirement for Specific Tasks, Periodic Cleaning Services and Requirements for Specific Tasks - pertaining to laundry/linen.

· Tasks not surveyed by random sampling will be covered by daily observation in some cases or by use or periodic checklist inspections. Appropriate checklists are provided for recording observations in this type of surveillance.

· The Objective of this surveillance plan is to evaluate how the Contractor is performing in key areas. We are primarily interested in the final product or service being provided and not in the details of accomplishment.

2. Purpose This quality assurance surveillance plan (QASP) is a government-developed and applied document used to make systematic quality assurance methods used in the administration of the performance-based service acquisition (PBSA) standards included in this contract. The intent is to ensure that the contractor performs in accordance with performance metrics set forth in the contract documents and that the government receives the quality of services called for in the contract.

Authority Authority to issue this QASP is provided under Federal Acquisition Clause (FAR) 52.212-4(a) Inspection and Acceptance, which provided for inspections and acceptance of the articles, services, and documentation called for in the contract to be accomplished by the contracting officer or a duly appointed representative.

Scope The contractor, and not the government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The QASP is put in place to provide government surveillance oversight of the contractor’s quality control efforts to assure that they are timely, effective, and delivering the results specified in the contract. The QASP is not a part of the contract, nor is it intended to duplicate the contractor’s quality control plan.

3. Government Roles and Responsibilities

Roles The following definitions for government resources are applicable to this plan:

a) Contracting Officer A person duly appointed with the authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the government.

b) Contracting Officer’s Representative (COR) An individual designated in writing by the contracting officer to act as his or her authorized representative to assist in administering a contract. The source and authority for a COR is from the contracting officer. COR limitations are contained in the written letter of designation.

Responsibilities The government resources shall have responsibilities for the implementation of this QASP as follows:

a) Contracting Officer The contracting officer ensures performance of all necessary actions for effective contracting and ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the contracting officer who assures that the contractor receives impartial, fair, and equitable treatment under the contract. The contracting officer is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

b) COR The COR is responsible for technical administration of the contract and assures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the contracting officer for action.

4. Procedures This surveillance plan has been organized to facilitate use by the COR/QAE. It is the COR/QAE's responsibility to develop a monthly schedule for activities based on the surveillance plan's requirements. The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted to a CO or other management official for information and review by an assigned workday of the month.

· To build the inspection schedule, the COR/QAE will select areas and times for the random sampling using the procedures shown in the surveillance plan. Periodic checklist items to be surveyed during the month will be programmed into the schedule to facilitate their accomplishment. This monthly schedule should show what the COR/QAE is monitoring each day. Changes will be posted weekly and copies sent to appropriate officials. The reasons for changes will be fully documented and explained. Actual surveillance activity must be comparable to the monthly schedule. The responsible management official must be able to observe a COR/QAE's performance by using the monthly schedule, as updated. One should be able to conduct a complete audit trail from the monthly schedule by observing the COR/QAE perform sampling or other checklist surveillance, and completion of tally and other checklists. An auditor should be able track from the above items to the management's actions (performance rating deductions or other actions as necessary if contract service is being performed), described on a CDR.

· Monthly tally checklists will be prepared for each sampling guide and will be used to record information on observations and defects. Each observation in the sampling will be recorded on the tally checklists. These documents will then become a formal record for later reference. The tally of observations and defects at the end of each month will be compared to the acceptable number of defects appearing in the relevant sampling guide. Any errors detected during the course of the surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the AQL parameters, will require corrective action by the Contractor. Errors detected by the COR/QAE in the course of surveillance will be communicated to the Contractor. Notification of errors will take place within 1 working day. Specifics concerning any errors should be recorded on the tally checklist. The Contractor should be asked to initial this record.

· If the sampling guide indicates that the number of defects is too high, the current month's service will be considered unsatisfactory. If performance in any area is judged unsatisfactory, based on random sampling or other criteria as set forth in the RRTP Housekeeping Performance Work Statement, a Contractor will be given a Contract Discrepancy Report (CDR) by the COR. When completed and signed, the CDR, along with the tally checklist becomes the documentation supporting an unfavorable performance evaluation for Contractor provided services.

· There are some requirements in a contract which are more conveniently monitored on an individual periodic basis. For example, a Contractor is required to provide continuing training. When these items are checked (quarterly and monthly, for example), the deficiencies will be recorded on the appropriate checklist. When these items are discovered to be unsatisfactory, actions as described above will be taken. For the number of allowable defects, see the Performance Objective in the PWS.

5. Performance Standards Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

· The Performance Requirements are listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). Refer to the PWS:

a. Section vii. Cleaning Frequency Chart

b. Section viii. Requirements for Specific Tasks

c.…