36C24820Q0334-004.pdf

36C24820Q0334: Ocala West Specialty Clinic Janitorial Services

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24820Q0334 Posted Date: 01-27-2020 Original Response Date: 02-18-2020 Product or Service Code: S201 Set Aside (SDVOSB/VOSB): 100% SDVOSB Set Aside NAICS Code | Size Standard: 561720 | $19.5 Million

Contracting Office Address

Department of Veterans Affairs Network Contracting Office 8 300 E University Ave, Suite 180 Gainesville FL 32601

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04.

The Ocala West Veterans Affairs Specialty Clinic is seeking to procure Janitorial Services. This will be an annual full-service contract for a base year plus four option years.

See Section B.2 – Price/Cost Schedule for a list of Line Items and enter your pricing accordingly.

See Section B.3 – Performance Work Statement for a description of the services to be performed.

The Government will evaluate all quotations using the Comparative Evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. See E.2 – Instructions to Quoters, and E.3 – 52.212-2 – Evaluation of Quotes for more information.

A Site Visit is scheduled for Wednesday, February 5, 2020 at 9:00 AM EST. Please RSVP by Tuesday, February 4, 2020 via email to daniel.dove@va.gov if you plan to attend.

Site Visit Location:

3307 SW 26th Ave.

Ocala, FL 34471 Meet in Main Lobby

Any questions or concerns regarding this solicitation should be submitted no later than 02/07/2020 at 2:00 PM EST. Please submit questions in writing via e-mail to the Contracting Officer, Daniel Dove, at daniel.dove@va.gov.

All quotations for this solicitation shall be submitted no later than 02/18/2020 at 10:00 AM EST. Please submit all responses to the Contracting Officer, Daniel Dove, at daniel.dove@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

mailto:daniel.dove@va.gov mailto:daniel.dove@va.gov mailto:daniel.dove@va.gov

36C24820Q0334

Table of Contents

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL ITEMS

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

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

52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND

VEGETATION (APR 1984)

52.237-3 CONTINUITY OF SERVICES (JAN 1991)

VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2019)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

D.2 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

SECTION E - SOLICITATION PROVISIONS

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (DEC 2019)

52.237-1 SITE VISIT (APR 1984)

E.2 52.212-2 EVALUATION OF QUOTES

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (DEC 2019)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Daniel Dove Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Commerce Building 300 E. University Ave. Ste. 180 Gainesville FL 32601-3460

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] MONTHLY

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM

NUMBER DESCRIPTION OF SUPPLIES/SERVICES QTY UNIT

UNIT

PRICE AMOUNT

0001 Janitorial Services - Ocala West Specialty Clinic Base Period: 05-01-2020 to 04-30-2021 12 MO _________ _________

1001 Janitorial Services - Ocala West Specialty Clinic Option Period One: 05-01-2021 to 04-30-2022 12 MO _________ _________

2001 Janitorial Services - Ocala West Specialty Clinic Option Period Two: 05-01-2022 to 04-30-2023 12 MO _________ _________

3001 Janitorial Services - Ocala West Specialty Clinic Option Period Three: 05-01-2023 to 04-01-2024 12 MO _________ _________

4001 Janitorial Services - Ocala West Specialty Clinic Option Period Four: 05-01-2024 to 04-30-2025 12 MO _________ _________

GRAND TOTAL _________

B.3 PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES – OCALA WEST SPECIALTY CLINIC

Section 1: General Information

1.1 General: This is a non-personal services contract to provide janitorial services for the VA facility locations specified in section 1.3. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Place of Performance:

Office Information Location Size Ocala West Specialty Clinic 3307 S.W. 26th Ave

Ocala, FL 34471 Approximately 5,263sq. ft.

1.3 Hours of Operation The work required by the contract shall be performed daily, 5 days a week, excluding Federal Holidays. Work shall begin between the hours of 8:00 a.m. and 4:30p.m., all work must be completed within normal operational hours. Any work needed outside these hours must be coronated within 2 business days prior with the COR. other times may be scheduled for floor projects (see each line item for specific times required). Contractor shall provide proposed work schedule to the Contracting Officer’s Technical Representative (COR) within ten (10) calendar days from receipt of Award. National holidays: The ten holidays observed by Federal Government are:

New Year’s Day January 1 Martin Luther King Day Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

When one of the above designated legal holidays falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a legal holiday falls on a Saturday, the preceding Friday shall be observed as a holiday by U.S. Government agencies.

1.4 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work schedule to the COR describing how services will be accomplished. All work shall be coordinated with the COR or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.

1.5 Contract Changes: Additional cleaning required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the Contracting Officer Representative (COR) and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer.

Section 2: Definitions & Acronyms

2.1 Definitions:

Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

Custodial Cleaning. Providing an array of cleaning functions that are vital to the daily operation of the facility so as to present a clean facility.

Joint Commission (JC). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.

Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures.

Quiet Zone. Means normally a noise level of less than 72.B (A) at five feet from the source in patient-occupied areas.

Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, vomits, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Terminal Clean. a process in which the room is completely cleaned with a sporicidal disinfectant.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

CBI Compliance and Business Integrity CEH Certified Executive Housekeeper COR Contracting Officer Representative EPA Environmental Protection Agency ID Identification IT Information Technology JC Joint Commission IHEA International Executive Housekeeper Association NEHA National Executive Housekeeping Association OSHA Occupational Safety and Health Agency PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VA Veterans Affairs

Section 3: Government Furnished Property, Equipment, and Services.

3.1 All equipment, material and supplies shall be furnished by the contractor.

The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. Any and all materials and equipment used in performance of this contract will be removed from the facility or stored properly at the end of the workday and secured during the workday. If there is not adequate space to store all equipment on site, the contractor will be responsible for bringing equipment to and from the facility.

NOTE: Storage space for this facility is extremely limited. Contractor must have prior approval from the COR before occupying any storage space and shall ensure that storage of materials and/or equipment does not create any safety hazards in the facility.

Section 4: Contractor Furnished Items and Services

4.1 Unless otherwise indicated or specified, the Contractor shall furnish at their own expense all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of this contract. This includes furnishing restroom supplies such as toilet tissue, multifold paper towels, and antimicrobial soap. The Contractor shall also furnish plastic linings for all receptacles that are to be changed daily.

NOTE: The COR has the authority to approve all supplies for use and Safety Data Sheet (SDS) sheets are required to be given to the COR upon request.

4.2 Soap dispensers shall not be of the refillable type, where topping off of a dispenser reservoir is done from a larger bulk container. Soap dispensers will be of the design that refills come in disposable bags. Soap should be an antimicrobial soap of the same type currently used in the NF/SG hospitals since it has been vetted by Infection Control and has proven user acceptance.

Variations in product selection should be approved by Infection Control at the Gainesville or Lake City facility. Literature on the antimicrobial hand soap used at this facility and throughout the clinics will be provided upon request.

4.3 Contractor shall be responsible for ensuring all equipment, tools, and supplies used meet the necessary safety requirements and employees have full working knowledge of their use.

Section 5: Specific Tasks

Standards: Aseptic areas apply to the kitchen, dining, and restrooms. Custodial standards apply to the common areas, excluding the dining area, and the rooms. There may some cases where a room requires a “terminal cleaning” in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas.

5.1 Tasks and Cleaning Performance Standards

The following table summarizes the tasks required under this PWS.

Tasks Performance Measures

Acceptable Quality Level

(AQL)

Remedies/Incentives

1. Empty waste cans and reline Daily 95% • Positive or Adverse CPARS rating

• Letter of Concern after every third reported adverse incident

• Repeated instances may lead to termination of the contract

2. Place furniture in proper locations Daily

3. Spot clean/wash interior windows and door glass Daily

4. Dust mop/wet mop all tile floors Daily

5. Clean public restrooms Daily

6. Check and Refill all paper towel, toilet paper, and soap dispensers Daily

7. Clean and organize all housekeeping closets Daily

8. Clean/sanitize all bathrooms utilizing a germicidal disinfectant Daily

9. Buff all VCT floors Weekly and as needed

10. Dust all horizontal and vertical surfaces Daily

11. Spot clean furniture As needed

12. Spot clean waste cans As needed

13. Empty Recycling Containers As needed

14. Wash walls and doors As needed

15. Vacuum carpets, entrance mats, and runners Daily

16. Polish all stainless steel Weekly

17. Strip and refinish all tile floors 2 times yearly and as needed

18. Shampoo/extract carpets utilizing soil retardant

Monthly and as needed

19. Interior and Exterior of windows and doors on first floor level.

Daily and spot clean as needed

20. Hard surfaces Daily/ as needed

21. Change curtains Semi-annually and as needed

22. Unoccupied room cleaning Weekly

1. Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and replace the furniture after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. The Contractor shall report any tears, burns and raveling to the attention of the COR or designated representative.

a) Light Shampoo to protect carpet with soil-repellent and/or static free application of treatment as required.

b) Deep Steam Clean by using “steam” or other residue-free cleaning product. The carpet shall be dried to the touch upon completion.

2. Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails.

Sanitize as needed.

3. Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed.

The ducts shall be cleaned as needed.

4. Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls.

5. Entrance Area: Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Trash containers located inside and outside of entrances shall be emptied.

6. Floor maintenance (non-carpeted):

a) Hard Surface Floor Maintenance: Stripping and refinishing of all VCT flooring will be performed 2X a year or every 6 months. A minimum of 4 coats of wax will be applied.

In between the semi-annual stripping/refinishing process, all VCTs will be scrubbed and recoated to maintain a standard uniform glossy appearance. This process is typically less labor intensive (about half the time that of the stripping process) and should be scheduled quarterly or as required by the COR. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration (dirt should not be visible underneath the wax/finish and corners free of dirt/debris). When floors are stripped, baseboards and doors should remain clean always. Floors should be burnished in between recoats or as needed. Contractor will be responsible for moving furniture out of the area being resurfaced and back when the job is completed. The scheduling of this task will be coordinated between the Contractor CEH, COR and staff occupying building to ensure there is no disruption to staff and visitors.

b) The Contractor shall wet-mop and scrubs using germicidal type detergent to sanitize all accessible areas including corners and abutments. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop wood or carpeted floors.

The Contractor shall change water in mop bucket in between room cleanings.

c) The Contractor shall sweep, dust, and damp mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms. The floors shall be swept, dusted and damp mop using a treated or dust- free method/mop. The Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items so as to clean underneath and shall return items to their proper position.

d) The Contractor shall buff all floors accessible to floor machine unless specified elsewhere as having carpet or special flooring. The Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen. The Contractor shall remove excess floor finish solutions. The Contractor shall apply these techniques only to the portion of the floor needing work, to bring the entire floor up to standard.

7. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36” and below) The Contractor shall dust all uncluttered horizontal surfaces within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, window sills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust.

a) The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature.

b) Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36” up to 70”): High dusting includes all the wall surfaces, door frames, shelves, equipment, window sills, ledges, hand rails, etc. that are 70 inches from the floor or more.

8. Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners, in particular. Move items as necessary to ensure thorough and adequate cleaning; replace to original position.

a) The Contractor shall spot clean upholstered furniture as required.

b) The Contractor shall steam clean or deep-clean upholstered furniture as required.

9. Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft shields on windows, mirrors and adjacent trim.

10. Stairwells: The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling and wall areas shall be free of cobwebs, dust, debris and insects.

11. Walls: Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed.

12. Venetian Blinds: The Contractor shall vacuum and damp clean all blinds to remove surface dust, vacuum drapes in place.

13. Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills. The contractor is not responsible for the highest interior windows.

14. Dining room, kitchen, and break areas: The contractor shall clean dining room, kitchen, and break areas daily; trash is to be removed as needed. All tables and counter tops are to be wiped down daily and as needed throughout day. All kitchen appliances, refrigerators, microwave oven, conventional oven, dishwasher, etc. are to be cleaned daily and as needed. The contractor is to work with staff to schedule cleaning of refrigerator.

15. Information Technology (IT) Closets: The Contractor shall coordinate with the VA IT staff to gain access to these secured areas in order to sweep and dust mop floors monthly.

The Contractor shall not use any type of liquids, vacuums or duster in these closets. The Contractor shall not unplug any IT equipment unless performed by IT staff. To maintain the proper air temperatures in the IT rooms, the entry doors shall not be left open.

16. Ceilings: The Contractor shall dust and remove cobwebs from the ceilings, vents and light fixtures.

17. Unoccupied Rooms: Cleaning of unoccupied rooms should be performed weekly to remove dust from all surfaces, the restroom should be cleaned, and the commode flushed to prevent hard water deposits.

18. Miscellaneous

a) Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent. The Contractor shall re-stock those water coolers with cups.

b) Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates.

19. Restrooms

a) The Contractor shall clean and sanitize sinks, urinals, and toilets.

b) The floor traps shall be maintained free from odor at all times.

c) The Contractor shall sweep and wet-mop the floors daily and spray buff as required.

The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

d) The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces.

e) The Contractor shall damp-wipe and polishes the chrome fixtures.

f) The Contractor shall clean (descale) toilet bowls and urinals.

g) The Contractor shall furnish and replenish restroom supplies for example: soap dispensers, paper towels, toilet tissue and sanitary napkins. The Contractor shall ensure sufficient supplies are provided.

h) The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles.

20. Waste

a) On a daily basis, all trash containers throughout the facility shall be emptied and returned to their original locations. Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall be removed. All trash containers, waste baskets, etc. shall be fitted with a biodegradable disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

The Contractor shall change out sharps containers in exam rooms, medication rooms, or any other designated area when 2/3 full and place sharps container(s) in soiled utility room for scheduled pick-up.

b) Litter Removal: The Contractor shall pick up and dispose of litter and trash from the entrances and perimeter of the building.

c) ‘Red Bag’ Bio-hazardous: All receptacles lined with "Red Bags" (plastic bags containing bio-hazardous medical waste material) shall be serviced. The Contractor shall pick up the Red Bag waste and deposit it in specially designated, locked "infectious waste" bins or lockers, usually located at the rear of the facility, in a safe and timely manner, and in accordance with established standards and procedures.

NOTE: Red Bags may not be used for any other purpose.

21. Supplies:

a) Contractor shall ensure examination rooms/restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, paper towels, and toilet paper are not depleted. Supplies shall be stored in designated areas and shall be kept up off the floor. If supplies run out prior to the next service date, contractor shall refill within 24 hours of notification.

b) Soap dispensers shall not be of the refillable type, where topping off of a dispenser reservoir is done from a larger bulk container. Soap dispensers will be of the design that refills come in disposable bags. Soap should be an antimicrobial soap of the same type currently used in the NF/SG hospitals since it has been vetted by Infection Control and has proven user acceptance. Variations in product selection should be approved by Infection Control at the Gainesville or Lake City facility. Literature on the antimicrobial hand soap used at this facility and throughout the clinics will be provided upon request.

5.2 Contractor Personnel

1. The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel.

The supervisor shall develop and evaluate the environmental sanitation procedures in order to insure compliance with all provisions contained in this contract.

2. The CEH shall have at least one (1) year of prior experience as a CEH Manager within the last three years. Written certification of experience and copies of any formal training program (i.e. National Executive Housekeeping Association (NEHA) shall be submitted to the COR before starting work. The COR’s approval must be received prior to an employee working at any of the facilities.

3. The CEH or stand-in representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within 3 hours.

4. The contractor’s employees shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English.

5. Prior to beginning performance under this contract, the Contractor shall provide the following:

a) List of employees who will provide services under this contract

b) Name, telephone number and address of the CEH

c) List of shift supervisors

6. The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative. He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

7. The Contractor shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break areas only.

8. The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements.

9. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed “Confidentiality Certificate” from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes.

10. The Contractor is not required to have physical examination prior to work on this contract; however, the Contractor is expected to be in good physical health and able to work in patient care areas without risk to the patients. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

5.3 Safety Training Requirements

1. The Contractor shall consider the clinical environment and instruct his/her employees on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human excretions, blood, vomit, etc., from both floors and walls. The contractor shall maintain acceptable sanitation standards in accordance with standard commercial practice. Daily handling of known infectious materials, knowledge of aseptic techniques as related to working in this type of environment or any careless handling of this type of material could be a source of infection for patients and personnel.

2. Handling of Infectious Medical Waste (“Red Bag” Waste and “Sharps” Containers):

a. The Contractor may be required to collect bio-hazardous “Red Bags” waste (double-bagged) and solid, enclosed “SHARPS” containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated bio-hazardous waste container. The Contractor shall maintain records on employee training and shall notify the COR appointed under this contract, as to when new annual training is required. The Contractor shall provide a certification of annual training for each employee.

3. To ensure competent and safe performance of the work under this contract, the Contractor shall provide appropriate training to employees prior to the beginning of service under this contract. This includes any OSHA or specific SDS instructions for chemicals, etc., use in performance of the contract.

5.4 Contractor’s Attire and Identification

1. The Contractor shall wear a standard custodial type uniform which is easily recognizable and clearly distinguish them as the “Contractor.” Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.

2. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor’s and employee’s name.

The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain “Visitors’ Badges” during the interim period via VA Police or Human Resource Department.

3. In special sanitation and/or “isolation” situations, the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility.

Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

4. Contractor’s Personal Hygiene: The Contractor’s attire and presentation shall be appropriate per industry standard.

5.5 Contractor Training

1. Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below under item 5.5.2. Exception: An exception will be made during the first sixty (60) days of contract performance, whereby Contractor’s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date. The Contractor shall provide an initial training plan to the COR for approval. The initial plan shall include topics, brief statement of content and method of training. Documentation verifying the content of such training and orientation shall be transmitted to the COR.

2. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 5 work days.

a) General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced or contained through proper environmental sanitation methods.

b) Infection control orientation, relating duty functions to the technical provision of this specification.

c) Proper use and handling of germicidal detergents, supplies and equipment.

d) Care and maintenance of Contractor and Government-furnished property.

e) Familiarization with local fire preventing and safety procedures.

f) Familiarization with applicable facility polices/regulations and their effect on sanitation Services.

g) Familiarization with the Contractors procedures manual.

h) Individual duties and responsibilities.

i) Procedures for replenishing cleaning supplies and obtaining equipment repair.

j) Role of Contractor’s personnel in the facility and their impact on patient care

k) Techniques/methods for measuring quality of work performance

l) Basic orientation to the facility, function, mission, goals

m) Facility emergency fire and disaster program

n) Hazardous Communication Standard

o) Utility Operation

p) Standard Precautions

q) Emergency Preparedness

r) Body Mechanics/Lifting

s) Accident Reporting

t) Sexual Harassment

u) Ethics

v) TB-Precautions (PPD Hep B)

w) Mercury/Spills

x) Chemo Waste Handling

y) Linen exchange services, including proper handling and care of all linens.

3. Compliance and Business Integrity (CBI) Awareness Training: The Contractor shall complete initial compliance awareness training within thirty (30) days of contract award effective date. The Contractor shall also meet the annual compliance awareness refresher training.

4. Remedial Training: When notified, the Contractor shall complete remedial training and education to address any detected compliance issues.

5. Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the COR or designated representative. The COR will retain proof of training in accordance with applicable Records Control Schedule.

5.6 Contractor’s Quality Control Plan

1. The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program shall be provided to the COR 15 days after contract award effective date. An updated copy shall be provided the COR as changes occur. The quality control program shall include, but are not be limited to the following:

a) An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

b) The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable.

c) On-site records of all inspections conducted by the Contractor and necessary corrective action taken.

d) A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the COR or designated representative during the term of the contract.

5.7 Fire Prevention and Emergency Procedures

1. The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.

2. Any hazardous incidents created by the Contractor shall be corrected immediately.

3. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

4. The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

5. Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas.

5.8 Building Security and Keys

1. The Contractor shall be responsible for safeguarding all Government property provided for the Contractor’s use. At the close of each work period, Government facilities, equipment and materials shall be secured.

2. The Government shall provide the Contractor with keys to access the required rooms.

Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. With the exception of keys issued to CEH, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or designated representative will perform an inventory of keys assigned to the Contractor at the end of the contract period or as needed. Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key.

The Contractor shall also be responsible for any expense incurred for re-keying of the Facility caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

3. The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties. There may be certain areas identified by the COR in which Contractor personnel must immediately notify the COR or Security Personnel if a door is found unlocked.

4. When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the COR or designated representative.

5. The Contractor shall comply with the security clearances or access controls imposed.

6. The Contractor shall turn in all lost articles found during the performance of duties to the

COR or designated representative.

7. If the contractor does not have access to an area due to either not having a key or otherwise, the contractor shall immediately notify the COR and cc the Contracting Officer in writing, so that appropriate action can be taken.

8. The engineering, IT, and telephone closets are restricted access. The contractor will not have keys to those areas and will require an escort to those areas.

5.9 Interference to Normal Function

The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

5.10 Damage and Equipment Loss

1. The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor’s equipment or belongings that are lost, stolen or damaged.

2. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. Any damage must be reported to the COR immediately for appropriate action.

3. Damage to the building, its contents or loss of Government property, in excess of $100,000 will require a Report of Survey or Investigative Report by VA Personnel.

Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss.

4. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures.

5.11 Handling of Government Furniture and Equipment

1. The COR or designated representative will instruct the Contractor what Government items should not to be moved or otherwise handled. Any medical apparatus in use on or by a patient will not be moved or otherwise handled by the Contractor except when prior arrangements have been made with the nurse supervisor.

2. In emergency situations, the Contractor’s assistance may be required to help move patients out of harm’s way.

5.12 Conservation of Utilities

1. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under condition which precludes the waste of utilities, which shall include:

a) The Contractor shall not adjust any mechanical equipment controls for heating, ventilation and air conditioning system unless otherwise directed by the COR or designated representative.

b) The Contractor shall turn-off all water faucets or values when not in usage.

c) The Contractor shall not use Government telephones for personal reasons.

5.13 Applicable Regulations and Manuals

1. All work under this contract must be performed in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this Performance Work Statement (PWS) and (5) industry standards.

2. Documents applicable to work described in this section are mandatory and are listed below.

The Government will provide the Contractor copies of all regulations, manuals and specifications such as those listed below. Supplements and amendments will be updated and will be considered to be full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. The Contractor shall insure that all mandatory publications are posted and up to date.

a) Security Clearances, Access Controls, Identification Badges

b) Facility policies concerning fire / disaster program.

c) Parking Requirements

d) Infection Control Manuals

5.14 Security Requirements

1. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

a) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

b) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

c) The contractor shall provide to the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

5.15 Information Security Requirements

1. The C&A requirements do apply and that a Security Accreditation Package is required.

The vendor will be in contact or will have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.

2. The contractor will not have access to PHI except for incidental exposure during work.

3. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

4. Information Security and Privacy Training

a) All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems;

b) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, VA Handbook 6500.6, Appendix E relating to access to VA information and information systems;

c) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

d) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

e) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.

f) The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

g) Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

5. Contractor Personnel Security Requirements - Information Systems Access

a) All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

6. Access to and Safeguard of VA Information/Computer Systems

a) The contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b) The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

7. VA Information Custodial Language: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

8. Security Incident Investigation: The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures.