P09-PWS Janitorial Contract FY22-Final.pdf

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

RALPH H JOHNSON, VAMC

CONTRACT SCOPE: The intent of this contract is to provide janitorial services at the Ralph H.

Johnson VAMC. Service will be divided into 3 major areas listed below. (1) Veterans Canteen Service (VCS) kitchen (approximately 10,000 sq. ft.), (2) Nutrition and Food Service (NFS) kitchen (approximately 10,000 sq. ft.) and (3) Non-Patient Care area, general janitorial services will also be provided, currently listed as Engineering / Biomed (“G” section 1st and 2nd floors), Safety Service / Compensation and Pension (“F” section 2nd floor), Primary Care auditorium and Veterans Enrichment Center (“J” section) (totaling approximately 30,000 sq. ft.) (this area can be moved with prior notification to the contractor but at no time will exceed the above square footage) all services will be provided at 109 Bee Street, Charleston, SC 29401 location.

The contractor shall furnish all personnel, transportation, and services to provide sanitation, cleaning, and janitorial services as expressly set forth in this master Firm Fixed Price (FFP) contract. All equipment and supplies will be provided by the Ralph H. Johnson VAMC.

CONTRACT OBJECTIVES: To establish a FFP contract for Janitorial Services for Canteen Kitchen, Food & Nutrition Kitchen at Ralph H. Johnson VAMC and General Service, based on a single award intended for 1 base + 4 option years. The contractor is to provide Janitorial Cleaning Services as outlined in this Performance Work Statement (PWS). Services are to be provided (7) days per week, Sunday through Saturday:

• Ralph H. Johnson, VAMC o Canteen Kitchen, 5 days per week (1500 – 2330) o Food & Nutrition Kitchen, 7 days per week (1500 – 2330) o Non-Patient, 5 days per week (0700 – 1530; 1500 – 2330)

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

1. The Chief of Environmental Management Service or the designee, will be the Contracting Officer's Representative (COR).

2. Contractor shall coordinate all work performed with the COR or appointed designee.

3. Contractor shall be responsible for completing all required reports pertaining to janitorial services.

4. Contractor shall report any damage to the COR for appropriate action.

5. Damage to the building or its contents or loss of government property will require completion of a Report of Survey and an investigation may also be conducted. The responsible party shall be required to either replace or submit payment for the damage or loss.

Contractor Requirements for Cleaning/Janitorial Services

1. Contractor shall provide all mandatory training required by OSHA such as; Health Insurance Portability and Accountability Act (HIPAA), U.S. Department of Transportation Regulated

Medical Waste training, Blood-borne Pathogens, Universal Precautions, Hand washing technique, and the proper use of personal protective equipment for each employee and shall make available to the COR a copy of each employees’ training record upon request.

2. Contractor will provide proof of the following vaccines for each employee: Influenza vaccine and the screening for tuberculosis skin test (TB). If the employee is unable to receive the Influenza vaccine, they are expected to adhere to the facility’s policy of wearing a respiratory mask. Hepatitis B vaccine is strongly recommended but not required.

3. Contractor shall provide a list of employees and their job title to the COR prior to contract start date. Contractor shall notify the COR and provide a complete updated list of employees whenever there is a change to the list of employees.

4. Contractor shall provide a primary and alternate point of contact to the COR who can be reached at all times to include their name, job title, phone number, and an e-mail address.

5. COR shall provide Contractor with I.D. badges that will be issued to each employee and shall be visibly worn always while on VA property.

6. Contractor shall return all I.D. badges to the COR when instructed to do so.

7. Contractor shall immediately report to the COR of any missing badges. Contractor may be responsible for replacement cost.

8. COR shall indicate to the Contractor the location of the authorized entry and departure areas.

Security Requirements

1. Contractor shall be assigned keys to areas he/ she is required to perform cleaning services as outlined in the contract scope of work and are not authorized to be duplicated.

2. Contractor shall safeguard all keys issued and return all keys prior to end of tour.

3. Contractor shall immediately report any lost keys to the COR.

4. Contractor shall be held financially responsible for all lost keys, and all locks pertaining to that key with cost ranging from $15 to $500.

5. Contractor shall turn off lights as necessary and check all doors upon completion of the work to ensure that doors are locked.

6. COR shall provide the contractor a copy of the VA requirements for security, fire, and protection safety equipment and shall adhere to these requirements.

Schedule

Contractor shall provide the afterhours operation janitorial services schedule to the COR for approval prior to the contract start date. Contractor shall schedule weekly inspections with the

COR.

Quality Assurance

1. All work shall meet the standards specified herein and according to the attached VA Standards of Cleanliness spreadsheet. The Government will receive and investigate complaints from various customers associated with this contract. All information received will be provided either verbally and/or in writing to the contractor for appropriate action. All incentives and penalties will be judged according to the below Quality Assurance Surveillance Plan

(QASP).

Quality Assurance Surveillance Plan

Required Service

Performance Standard Monitoring Method

Incentive/Disincentive for meeting or not meeting performance standards

Housekeeping Standards of Cleanliness

Complete the cleaning of the buildings and contents as specified in the PWS and according to the Cleaning Frequency Chart and Standards of Cleanliness spreadsheet

Unannounced inspection, direct observation and COR review of submitted reports or substantiated complaints by occupants.

Invoice shall be deducted 1% of the total monthly amount for each occurrence above two per area per month that doesn’t meet the performance standard.

Chemical Safety Chemicals are to be used per manufacturer’s instruction. No improper mixing of chemicals. No unlabeled containers or chemicals. No improper storage of chemicals or chemicals left unattended by contractor in compliance with all applicable laws and regulations. Only utilize chemicals that have been preapproved by COR.

Unannounced inspection, direct observation and COR review of submitted reports or substantiated complaints by building occupants.

Invoice shall be deducted 1% of the total monthly amount for each substantiated discrepancy. Building occupant and contractor safety is of paramount importance.

2. Contractor Quality Control Program

a. The contractor shall have a quality control program to assure all requirements of the contract is met as specified. The program shall be detailed and provided in writing to the Contracting Officer or his/her designee. The program shall be continuously improved to keep in compliance with OSHA, Joint Commission, and Infection Control guidelines.

b. Quality Control Plan: The contractor will provide a quality control plan that details the approach to successfully perform to the standards of the Statement of Work (PWS) and meet the quality thresholds identified in the Service Summary. The plan shall include, but is not limited to the methods of surveillance, the methods of documentation, frequency/schedule of inspections at each location, management of personal performance. Note that if selected for award, the Quality Control Plan will be incorporated into the contract and will be monitored for compliance on the Service Summary as a performance objective item.

c. Provide one (1) copy of resume for each proposed individual who will be leading / supervising services required by this solicitation. The resume shall include a brief description of qualifications and experience level.

d. 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 the reasonable time specified in the PWS.

e. The contractor shall provide upon request all documentation regarding this Quality Control program including guidelines and inspection results.

f. The Contracting Officer, COR, or other government personnel as appropriate and the contractor shall have bi-weekly and as needed meetings to discuss the contractor’s performance. Items for discussion include, but are not limited to inspection results, customer complaints, opportunities to improve performance, steps taken by the contractor to prevent occurrences in the future. The contractor shall provide a summation of unsatisfactory findings and customer complaints and provide insight into any identified trends. The COR shall complete the attached QA checklist monthly and provide a copy to the Contractor for correction of any deficiencies. Contractor shall correct any deficiencies within 5 business days and provide a written copy of corrections to the COR.

Smoking: No smoking is permitted at any time in any of the facilities noted in the contract.

Alcohol Use: The possession or use of alcoholic beverages is strictly prohibited at any time in any of the facilities noted in the contact, such use may be grounds for immediate termination of the contract. No employee or subcontractor of the contactor conducting any activity or work under the contract shall be under the influence of alcohol.

Telephone and cell phone policy: Cell phones are not to be used during work hours without specific permission from management. All employees are asked to make personal calls during breaks and meal periods and to ensure that friends and family members are aware of this policy.

Attendance: The contractor will ensure all employees report to their designated shift on time and ready to work 1st Shift (0700-1530) and 2nd Shift (1500- 2330). If an employee is absent for duty, then the contractor will provide a suitable alternate within two hours.

Dress code: The contractor will provide uniforms for each employee and ensure that they clean, pressed, in good condition and fit appropriately. The contractor will also ensure the following: Employees uniform does not interfere with the safe operation of equipment; Limited jewelry and no dangling or large hoop jewelry that may create a safety hazard to self or others;

Body piercing must be limited to three per ear; Other visible body piercing is unacceptable, unless demanded by religion / culture; Tattoos that are perceived as offensive, hostile or that diminish the effectiveness of the employee’s professionalism must be covered, and not visible to staff, customers or visitors. The following are considered inappropriate attire: Sweat pants;

Jogging pants; Pants that expose the midriff, underwear or leggings; Gym shorts; Bicycle shorts or other athletic shorts; Low-cut tops; Halter tops; Spaghetti strap tops; Tops that expose the midriff or underwear; Mini-skirts; Any form of clothing that is mesh, sheer, see-through or otherwise revealing; Any form of clothing that is generally offensive, controversial, disruptive or otherwise distracting; Any form of clothing that is overtly commercial, contains political, personal or offensive messages; Flip-flops or sandals and beach footwear; No dark glasses (unless prescribed by a physician).

Personal Grooming: The Contractor will ensure all employees present themselves in a professional manner to include; personal cleanliness, Neat and well-groomed hair, sideburns, mustaches and beards (no artificial colors e.g. pink, green, etc. that would be deemed unprofessional); Moderate make-up; Secured long hair (hair must be tied back to prevent potential for being caught in equipment). Fingers nails must be trimmed not to extend past the fingertips and clean.

Supervision: The contractor will provide a competent, fluently English-speaking POC for each shift. Each POC must remain on the premises always while services are rendered to ensure performance with all the provisions, conditions, and requirements of the contracts. The POC must be knowledgeable about all the provisions, conditions, and requirements of the contract.

Each on-site POC must be accessible via cellular telephone, and always on the premises of the facilities. POC’s must provide a debrief to an Environmental Management Services (EMS) supervisor or designee prior to the end of each tour.

Assumption of Risk: The contractor agrees that it shall be solely responsible for its work and every part thereof, and assumes all risks of direct and indirect damage or injury to the property or persons used or employed on or relating to the work contracted for, and of all damage or injury to any person or property wherever located resulting from any action, inaction, error, omission, commission or operation under the contact, or connection in any way whatsoever with the contracted work and services.

Invoices

Contractor shall submit invoices in arrears monthly as outlined in the Contract.

Janitorial Supplies

All general cleaning supplies, and chemicals will be provided by the Ralph H. Johnson VAMC, Environmental Management Service.

Government Furnished Equipment: Contractor will be provided daily use of equipment required to perform services, each shift POC will coordinate with COR or EMS shift supervisor for access to equipment and supplies.

Site Visit:

A site visit to the RHJVAMC and the additional sites shall be required by Contractors prior to submitting a proposal to conduct a joint walkthrough of the facility with the COR to discuss all tasks related to the PWS. Contractors are to contact the COR directly to schedule the site visit;

date and time to be determined.

Place of Performance:

Ralph H. Johnson VA Medical Center 109 Bee ST Charleston, SC 29401

Government POC:

Darfet Stenson, COR Assistant Chief, Environmental Management Service Office: (843) 789-6157 Email: Darfet.Stenson@va.gov mailto:Darfet.Stenson@va.gov

Veterans Canteen Service Retail store / Coffee Shop / Storage / Vending area

ITEM OR SERVICE FREQUENCY TASK TO BE ACCOMPLISHED

Walls As requested, Spot clean behind mobile equipment Quarterly Deep clean behind equipment

Ceiling/wall vents As required Dust/clean exterior Floors/ baseboards

Daily Sweep/mop floors and around equipment Clean baseboards, corners and edges following facility procedure

Floor Mats Daily Remove / clean / replace Light fixtures Weekly Dust/clean exterior Ceiling tile As required Dust/clean Trash removal As required Remove trash

During lunch Remove trash

Daily Remove trash/clean the trash container and the exterior and interior of the trash cabinet

Signage / wall décor As required Dust/replace signage Pest control Schedule developed by Pest Control

Maintain canteen to reduce and eliminate pests as per VHA policy

Tables / chairs / stands

Daily Clean tables/chairs

Quality assurance check

Weekly Conduct joint quality assurance check using facility developed checklist.

Veterans Canteen Service Cafeteria/Dining Room/Service Line

Trash removal As required Remove trash

During lunch Remove trash

After closing

Remove trash/clean the trash container and the exterior and interior of the trash cabinet

After closing

Clean the exterior

Microwave/condim ent stands

Throughout the day as needed

Clean any spills/remove any debris Clean the interior

Walls Quarterly Wash visible wall surfaces

Bi-annually Clean behind stationary equipment (VCS staff will move equipment. Facilities that have unique design and/or art on wall surfaces should develop procedures to ensure the walls are clean.)

Floor/baseboards After closing Sweep/mop floors and around equipment Clean baseboards, corners and edges following facility procedure

Floor Mats Daily Remove / clean / replace Light fixtures (exterior)

Weekly Dust/clean exterior

Tables/chairs/stands Daily Clean tables/chairs

Ceiling/wall vents Daily Dust/clean exterior Ceiling tile As needed Dust/clean Windowsills/ledges Daily Dust/clean Beverage counter/serving line

Monthly or as needed

Clean floors

Salad/soup bar Monthly or as needed

Clean floors

Salad/soup bar Monthly or as needed

Clean floors

Veterans Canteen Service /Nutrition & Food Service Food Preparation Areas

Floors/baseboards After closing Clean the floors, baseboards, corners and edges (floors will be cleaned and degreased as outlined in the Environmental Programs procedure guide).

Floor mats Daily Remove / clean / replace

Light fixtures (exterior)

Weekly Dust/clean exterior

Ceiling/wall vents Daily Dust/clean exterior Ceiling tile straps Weekly Dust/clean Pest control Schedule developed by Pest Control

Maintain canteen to reduce and eliminate pests as per VHA policy

Hood surfaces exterior to ducts (food surfaces and exterior)

Bi-Monthly or as needed

Clean/degrease/polish

Vents / Ceiling tile straps

Weekly / As needed

Dust/clean exterior

Walls Daily Spot clean any visible food splashes Quarterly Degrease/clean

Hand washing sinks

Daily During non-operating hours remove any buildup or stains

Shelves/spice racks

As required Clean under any shelves or racks

Storage rooms As requested, Clean walls/floors

Walk-In Freezer / Refrigerators

Bi-annually / As needed

Floors cleaned and wall washed (walk-ins will be emptied by responsible service (VCS and/or NFS))

General Services (non-patient care areas)

(GENERAL)

Walls Quarterly Clean switch plates on walls.

All marks must be washed off the walls

Floor/baseboards After closing Sweep/mop/vacuum around equipment as per facility procedure Light fixtures exterior Weekly Dust/clean exterior Ceiling/wall vents As required Dust/clean exterior Ceiling tile straps Weekly Dust/clean Carpet Daily Vacuum Chairs Daily Clean, free of lint and dust.

Television Sets Daily Clean, free of dust and lint; shelf clean, free of dust and lint.

Toilets Daily

Toilet bowl clean inside and outside; no stains, streaks or residue;

toilet seat clean, free of spots, stains or streaks and tightly fastened to toilet; plumbing fixtures clean, free of dust, spots and streaks; plumbing connections to toilet free of alkali

Sinks Daily Clean inside, outside and underneath; free of spots and streaks;

plumbing fixtures on top and underneath free of dirt, spots and streaks; base of plumbing fixtures free of alkali build-up.

Mirrors Daily Clean, free of spots and streaks; frame top and edges free of dust and lint; shelf clean, free of spots and streaks.

Dispensers (paper / liquids) Daily

Soap and paper towel dispensers are clean, free of dust and lint on top and underneath, free of spots and streaks; supplies replenished.

Refrigerator Daily Exterior clean, free of dust spots and stains Countertops Daily Clean, free of dust, stains and finger marks.

Telephone Daily Clean, free of dust and lint; receiver, mouthpiece and dial free of dust and lint

Drinking Fountains Daily Stainless steel free of spots and streaks.

Waste Receptacles Daily Clean inside and out; liner in place; must not be dented or cracked.

Furniture Daily Clean and polished; cushions clean.

Stainless Steel, Corner Plates, etc. Daily Clean, shiny; no smudges.

Stairwells Daily Dust-free and clean; handrails cleaned.