36C24820Q1040 Janitorial.pdf

RFQ #: 36C24820Q1040

PROJECT TITLE: COVID-19 TEMPORARY JANITORIAL SERVICES

FOR THE MIAMI VA HEALTHCARE SYSTEM.

This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. This combined synopsis/solicitation is issued as a Request for Quote (RFQ) 36C24820Q1040.

Submit written quotes in accordance with Addendum to FAR 52.212-1, Instruction to Offerors of this solicitation. Oral quotes will not be accepted. This solicitation document incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC_2020-06 / 06-05-2020. North

American Industrial Classification Standard (NAICS) 561720, Janitorial Service, with a Size Standard of

$19.5M, applies to this procurement.

Miami VA Healthcare System intends to award a single firm fixed price contract COVID-19 Temporary

Janitorial Services.

This procurement is a 100% Total Service-Disabled Veteran Owned Small Business (SDVOSB) Set-

Aside and all eligible quoters are encouraged to submit quotes. To be eligible for award quoter must be

Verified in the Vendor Information Pages (VIP) (https://www.vip.vetbiz.gov) and be registered with the

System for Award Management (SAM) at the time of the close of the RFQ and at the time of award.

1. Quote shall be valid 60 days from the close of this solicitation.

2. Quotes are due no later than July 6, 2020 at 1:00 PM ET. Quotes will only be accepted in Microsoft Word or .pdf format by email to: Contracting Officer Duwane Snyder, duwane.snyder@va.gov.

https://www.vip.vetbiz.gov/ https://www.vip.vetbiz.gov/

RFQ #: 36C24820Q1040

PROJECT TITLE: COVID-19 TEMPORARY JANITORIAL SERVICES

FOR THE MIAMI VA HEALTHCARE SYSTEM.

Table of Contents

SECTION A ...................................................................................... Error! Bookmark not defined.

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS ...... Error!

Bookmark not defined.

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B. 3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL ITEMS

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.6 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION

OF COMMERCIAL ITEMS (APR 2020)

C.7 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL

BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018) (DEVIATION)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (MAR 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

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

ITEMS

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.4 EVALUATION OF QUOTES

36C24820Q1040

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR: (Company Name)

(Address)

(City-State-Zip)

POINT OF CONTACT:

PHONE NUMBER:

E-MAIL ADDRESS:

DUNS #:

TAX ID (TIN) #:

FSS #:

b. GOVERNMENT: Duwane B. Snyder, Contracting Officer

(E): Duwane.Snyder@va.gov

Network Contracting Office 8 (NCO 8)

Miami – Services Team

1201 N.W. 16th Street

Miami, FL 33125

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 (OCT 2018)

3. INVOICES/PAYMENT: Invoices shall be submitted electronically the following month services were performed in accordance with:

a. 852.232-72 Electronic Submission of Payment Requests (NOV 2018)

b. Upon acceptance of services.

c. Payments shall be made in arrears upon receipt of a properly prepared invoice.

d. In order to comply with the Improper Payment Elimination and Recovery Act of 2012 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services

Center (VAFSC). VAFSC has partnered with Tungsten Corporation e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all

VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten

Network by submitting an email to Tungsten Network VA.Registration@tungsten-network.com or calling 1-877-752-0900 option 2 for Enrollment.

e. VA’s Electronic Invoice (e-Invoice) system uses a third-party contractor (Tungsten Network) for submission of electronic invoices. Go to this website to begin submitting electronic invoices, free of charge: http://www.tungsten-network.com/customer-campaigns/veteransaffairs-us/

For assistance setting up e-Invoice, the below information is provided:

Tungsten Network e-Invoice Registration: VA.Registration@tungsten-network.com

Tungsten Network e-Invoice Setup Information: (877)752-0900 (Option 2 - Enrollment)

Tungsten Network Customer Service: (877)489-6135 mailto:VA.Registration@tungsten-network.com mailto:VA.Registration@tungsten-network.com mailto:ration@tungsten-network.com

OB10 Portal to submit electronic invoices: VA.Registration@ob10.com

VAFSC – for Invoice receipt or payment questions, call: (877)353-9791 or

VAFSC Email: vafsccshd@va.gov

FACSIMILE, E-MAIL, AND SCANNED DOCUMENTS ARE NOT ACCEPTABLE FORMS OF

SUBMISSION FOR PAYMENT REQUESTS

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

AMENDMENT NO. DATE

CONTRACT ADMINISTRATION

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

mailto:VA.Registration@ob10.com mailto:vafsccshd@va.gov

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Base Period of Performance:

CLIN Description of Supplies Quantity Unit Unit Price Amount

Janitorial Services for the Bruce W.

Carter Medical.

MO

Janitorial Services for the Doral Supply

Chain Warehouse.

Janitorial Services for the William

"Bill" Kling Outpatient Clinic in

Sunrise Florida.

Janitorial Services for the Homestead

CBOC.

Janitorial Services for the Key Largo

VA CBOC.

Janitorial Services for the Hollywood

Janitorial Services for the Deerfield

Beach CBOC.

Total

Option Period 1

CLIN Description of Supplies Quantity Unit Unit Price Amount

Janitorial Services for the Bruce W.

Carter Medical.

Janitorial Services for the Doral Supply

Chain Warehouse.

Janitorial Services for the William

"Bill" Kling Outpatient Clinic in

Sunrise Florida.

Janitorial Services for the Homestead

Janitorial Services for the Key Largo

VA CBOC.

Janitorial Services for the Hollywood

Janitorial Services for the Deerfield

Beach CBOC.

Total

Grand Total

B. 3 PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

Background Information

1.1 This is a non-personal services contract to provide janitorial services for the Veterans Health

Administration (VHA), one of the largest integrated health care system in the United States, providing care at 1,255 health care facilities, including 170 VA Medical Centers and 1,074 outpatient sites of care of varying complexity (VHA outpatient clinics) to over 9 million Veterans enrolled in the VA health care program. 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. Agencies shall train their employees in appropriate cleaning and disinfection procedures following Centers for Disease Control and Prevention

(CDC) Guidance as well as for interaction with private sector temporaries to assure that the supervisory responsibilities identified in paragraph (a) of § 300.501 of this subpart are carried out by the temporary help service firm. At the same time, agencies must give technical, task-related instructions to private sector temporaries including orientation, assignment of tasks, and review of work products, in order that the temporaries may properly perform their services under the contract.

1.2 Definitions & Acronyms

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.

Centers for Disease Control & Prevention (CDC). The nation’s health protection agency that publishes key health information, including weekly data on all deaths and diseases reported in the US and travelers' health advisories. The CDC also fields special rapid-response teams to halt epidemic diseases

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.

Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative.

Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency and provide documentation of correction http://www.va.gov/directory/guide/division_flsh.asp?dnum=1 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=f4014adba425a9b55a8d83fd61b1f638&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7247c02704a89a614519cb9f54bb462c&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/cfr/text/5/300.501 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=3268ce1da74097b1a74cd6ff9f681a6b&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=3268ce1da74097b1a74cd6ff9f681a6b&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7247c02704a89a614519cb9f54bb462c&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7247c02704a89a614519cb9f54bb462c&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504

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

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

Manuals.

Point of Contact (POC). An identified individual with subject matter expertise (SME) of VHA EMS proper cleaning procedures.

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, bodily fluids, 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.

Dwell Times: The amount of time that a sanitizer or disinfectant must be in contact with the surface and remain wet, in order to achieve the product’s advertised kill rate.

High Touch Areas: Surfaces within a patient room that require more frequent cleaning and disinfection due to having frequent contact with hands. High touch surfaces can be found on the CDC Environmental checklist for monitoring terminal cleaning.

Two-Step Cleaning:

Step One: Cleaning is the necessary first step of any disinfection process. Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation. The physical action of scrubbing with detergents and surfactants and rinsing with water removes substantial numbers of microorganisms. If a surface is not cleaned first, the success of the disinfection process can be compromised. Removal of all visible blood and inorganic and organic matter can be as critical as the germicidal activity of the disinfecting agent. When a surface cannot be cleaned adequately, it should be protected with barriers.

Step-Two Disinfection destroys most pathogenic and other microorganisms by physical or chemical means.

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

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

POC Point of Contact

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan

VHA Veteran Health Administration

VA Veterans Affairs

1.3 Period of Performance: –Initial period of performance will be a 120 -calendar days. With the option to extend for an additional 120 Day option period.

1.4 Place of Performance:

The Bruce W. Carter VA Medical Hospital (Approximately 55,554 sq. ft)

1201 NW 16th Street

Miami Florida 33125

Phone: 305-575-7000 EXT.

Williams “Bill Kling Clinic VA (Approximately 89,930 sq. ft.)

Community Based Outpatient Clinic

9800 W. Commercial Blvd

Sunrise, FL 33351

Phone: 305-575-7000 EXT

Supply Chain Warehouse (Approximately 1,953 sq. ft.)

6725 NW 67th Ave

Doral, FL 33166

Phone: 305-575-7000 EXT 15333

Homestead CBOC (Approximately 4624 sq. ft.)

950 Krome Avenue Suite 401.

Homestead, Florida 33030

Key Largo VA CBOC (Approximately 4510 sq. ft.)

105662 Overseas Highway

Key Largo, Florida 33037

Phone: 305-451-0164

Hollywood VA CBOC (Approximately 5736 sq. ft.)

Hollywood Medical Pavilion

Hollywood, Florida 33021

954-986-1811

Deerfield Beach VA CBOC (Approximately 3903 sq. ft)

2100 SW 10th St

Deerfield Beach, Fl 33442

954-570-5572

Total Estimated Square Feet: 166,210

1.5 Hours of Operation: Normal business hours are between 7:30 a.m. to 5:00 PM everyday including

Federal holidays. The contractor will be provided a list of the rooms to be cleaned by 8:00 a.m. EST.

Additional rooms to be cleaned may be assigned to the contractor at varying times of the workday.

• Miami VA Healthcare System, Bruce W. Carter, 1201 N.W. 16th Street, Miami, Florida, 33125.

The janitorial services shall be required 24 hours per day, 7 days per week, including Federal holidays.

• Homestead CBOC, 950 Krome Avenue, Ste. 401, Homestead, Florida 33030. Hours of operation

7AM to 3:30PM Monday through Friday; excluding holidays.

• Key Largo CBOC, 105662 Overseas Hwy, Key Largo, Florida 33037. Hours of operation 7AM to

3:30PM Monday through Friday; excluding holidays.

• Hollywood CBOC, Hollywood Medical Pavilion, 3702 Washington Street, Ste. 201, Hollywood, Florida 33021. Hours of operation 7AM to 3:30PM Monday through Friday; excluding holidays.

• Deerfield Beach, CBOC, 2100 SW 10 Street, Deerfield Beach, Florida 33442. Hours of operation

7AM to 3:30PM Monday through Friday; excluding holidays

• William "Bill" Kling VA Clinic 9800 W. Commercial Blvd. Sunrise, FL 33351. Hours of operation 7AM to 5:30PM Monday through Friday; excluding holidays

• Supply Chain Warehouse, 6725 NW 67th Ave., Doral, FL 33166. Hours of Operation 7:30AM to

4:00PM Monday through Friday; excluding holidays.

1.6 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the Point of Contact (POC) on site describing how services will be accomplished. All work shall be coordinated with the POC 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. The facility POC will communicate with the designated Contracting Officer Representative (COR) services and completion of those services to validate work was accomplished as required. The Contractor shall maintain a CEH on site during normal work hours of 7:30 a.m. to 5:00 PM and by phone 24/7.

1.7 Area of Responsibility:

Base Request

Contractor shall provide all labor, transportation and supervision to clean and disinfect in accordance with the following:

• shifts -Public Space cleaning

• shifts - High touch surfaces wiped down 4 times per shift within public areas. This includes wiping down high touch surfaces of elevators at minimum 4 times per shift.

• Full cleaning public restrooms 4 times daily.

• waiting rooms one (1) time every 2hrs on 1st shift only. 2nd shift 1 complete cleaning.

The areas the contractor may be expected to provide services may include: Which shall include but will not be limited to:

• Exam Rooms

• Restrooms

• Waiting Areas

• Mini Blinds

• Patient Rooms

• Operating Rooms

• Pharmacy

• Hemo-Dialysis Treatment Area

• Supply, Processing and Distribution Areas

• Hallways and Lobbies

• Elevators and Doors

• Reception Areas

• Offices

• Laundry Room

• Preparation and Sterilization

• Decontamination

• Doctors Lounge

• Hard Surface and Carpeted Floor Care

• House Keeping Aide Closet

• Heat Convectors, Radiators and Vents

• X-Ray Rooms

• Labs

• Public Areas

• Shower Areas

• Sinks

• Stairwell

• Windows

• Corridors

• Entryways

• Administration Areas

• Break Rooms

• Kitchen and Dining Areas

• Ice Machines and Water Dispensing Units

• Drinking Fountains

• Refrigerators

• Light Fixtures

Cleaning and disinfecting should be done at minimum with CDC and Joint Commission facility cleaning recommendations. The following high touch surfaces should be CLEANED and DISINFECTED frequently (includes, but not limited to:)

• High touch areas such as tables, doorknobs, light switches, countertops, handles, desks, phones, keyboards, toilets, faucets, sinks, etc.

• Soft surfaces such as carpeted floor, rugs, and drapes

• Electronics such as touch screens, keyboards, remote controls, and ATM machines

The above should be performed at minimum in accordance with the following standards:

Aseptic areas apply to all areas within the medical center. Contractor shall be required to perform Two-

Step Cleaning in accordance with Centers for Disease Control (CDC) guidance.

https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html.

Option Item 1: There will be cases where a room requires a “terminal cleaning” in the case of discharge, an isolation room, sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas.

Tasks and Cleaning Standards

The following table summarizes the tasks required under this PWS.

Tasks Frequency

1. Empty waste cans and reline As Requested by on-site POC

2. Place furniture in proper locations

3. Spot clean/wash interior windows and door glass

4. Dust mop/wet mop all tile floors

5. Clean patient restrooms mid-day

6. Clean public restrooms

7. Check and Refill all paper towel, toilet paper, and soap dispensers

8. Clean and organize all housekeeping closets

9. Clean/sanitize all bathrooms utilizing a germicidal disinfectant

10. Buff all tile floors

11. Dust all horizontal and vertical surfaces

12. Spot clean furniture https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html

13. Spot clean waste cans

14. Empty Recycling Containers

15. Wash walls and doors

16. Vacuum carpets, entrance mats, and runners

17. Clean and Polish all stainless steel

18. Cover all bed discharges which includes cleaning, disinfecting and remaking beds

19. Staging and storage of both clean and soiled linen, which includes washing of bed sheets

20. Strip and refinish all tile floors

21. Shampoo/extract carpets utilizing soil retardant

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

23. Cleaning of High Touch Surfaces

24. Change privacy curtains

25. Unoccupied room cleaning

26. Occupied Patient room cleaning

27. Isolation room cleaning, Terminal Cleaning, Discharge Cleaning

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 on-site POC 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) The Contractor shall strip wax, finish and buff using non-slip floor finish. The Contractor shall “turn back the rugs” in order to clean and finish the floor areas. The stripping of wax, finish and buffing shall be performed as requested. The scheduling of this task shall be coordinated between the Contractor and on-site POC and staff occupying building to ensure there is no disruption to staff and visitors.

b) Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur and direction of the on-site POC. The area or the room requiring the service shall be identified by on-site POC or designated representative to the COR.

a) The Contractor shall wet mop using a neutral floor cleaner, using a Micro-Fiber Mopping System to mop all accessible areas including corners and abutments. The Contractor shall remove any splash marks or streaks on furniture, walls, baseboards, etc... Isolation room cleaning shall include disinfecting floors using a flat microfiber system.

b) The Contractor shall not mop wood or carpeted floors. The Contractor shall only use string mops in the case of large spills. When string mops are required, a double bucket mopping process shall be used.

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 to clean underneath and shall return items to their proper position.

d) The Contractor shall spray and 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 specific uncluttered horizontal surfaces per direction of the on-site POC 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.

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, windowsills, ledges, handrails, etc. that are 70 inches from the floor or more.

a) Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners. Move items as necessary to ensure thorough and adequate cleaning; replace to original position. The Contractor shall spot clean upholstered furniture as required.

8. 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.

9. 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.

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

11. Blinds/Shades: The Contractor shall vacuum, and damp clean all blinds/shades to remove surface dust, vacuum drapes in place.

12. 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.

13. Laundry Service: The contractor shall collect all soiled linen daily and place in designated soiled linen storage until items are picked up by laundry distribution personnel.

14. Bed Cleaning: The contractor shall remake beds on customer request. After customer has checked out from facility all linens are to be removed from bed and stored in soiled linen room until picked up by the laundry service contractor. The contractor shall use a two-step cleaning process to clean and disinfect beds. The contractor shall remake bed using clean linens.

15. 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 ensuring that the surface remains visibly wet for the proper dwell time.

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

c) Loading Dock. The Contractor shall sweep and hose off loading dock area as needed.

16. Restrooms

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

b) The floor traps shall always be maintained free from odor .

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 replenish restroom supplies for example: soap dispensers, paper towels and toilet tissue.

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

17. Waste

a) Trash Removal: The Contractor shall pick up and empty all trash or waste receptacles.

Waste shall be deposited at established waste collection sites/holding areas at the facility for waste hauler pick up.

b) Regulated Medical Waste (RMW) ‘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 designated holding areas 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. Under no circumstance will red bag waste be co-mingled with any other types of waste.

c) Recyclables: The Contractor shall pick up and empty all recycled collection receptacles and deposited them at established holding sites.

18. Supplies: The dispensers and supplies will be provided by the Government.

1.8 Government Furnished Property, Equipment, and Services

The government will furnish all supplies and equipment Including cleaning supplies (chemicals, PPE, mops, equipment, and SDS).

1.9 Contractor Furnished Items and Services

The contractor shall provide a standard custodial type uniform which is easily recognizable and clearly distinguish them as the “Contractor.” for employees and ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.

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. The

Contractor shall not wear hats.

1.10 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 ensure compliance with all provisions contained in this contract. A supervisor shall be available anytime employees are working on site to provide oversight.

2. The CEH shall have at least one (1) year of prior Healthcare Sanitation 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 English speaking 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, or drinks products except during specified break periods in appropriate designated break areas only.

8. The Contractor shall adhere to the VHA smoke-free campus policy.

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 required to have physical examination prior to work on this contract. 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. The Contractor shall inform the

COR, if their employee was at risk of exposing Veterans, visitors or VHA employees to a communicable disease.

11. The Contractor shall obtain appropriate background checks. Online questionnaire must be completed and scheduled for review prior to staff arriving at a VA location. Fingerprinting will be required to complete the background check but will not need completed prior to commencing work.

12. Contractor shall be required to obtain a Non-PIV badge from the VA. The Non-PIV badge is good for no more than 180 cumulative days onsite at any facility. If, contractors are expected to perform on-site more than 180 cumulative number of days, the Contractor shall be required to obtain a PIV badge with no network access. It is the responsibility of the designated COR to track the number of days the Contractor is performing and collect the PIV badges at the end of the

Contractor’s term.

1.11 Safety Training Requirements

1. Contractor-Furnished Safety Training: The Office of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by respective State Laws and that are applicable to all employees. All Contractors providing service at VA facilities shall follow these established Code of Regulations “General Industry Safety

Orders (OSHA) section listed below, as a condition of contract award:

a) Section 3203 Title 8 “Illness and Injury Prevention Program.” Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct orally in general safe work practices with specific instructions with respect to hazards unique to the employees’ job assignments, as compliance with subsection (a) (3).

b) Section 5193 Title 8. “Blood Borne Pathogens”

c) Section 5194 Title 8. “Hazard Communication”

d) The above-listed orders establish minimum standards and apply to-employment’s and places of employment’s in California as defined by Labor Code Section 6303; provided, however, that when the Occupational Safety and health Standards Board has adopted or adopts safety orders applying to certain industries, occupations or employment’s exclusively, in which like conditions and hazards exit, those orders shall take precedence wherever they are inconsistent with the General Industry Safety Orders hereinafter set forth.

e) The above-listed orders, effective 1 July 1991, require the employer to develop, implement and document written programs, as well as requiring initial and recurring employee training and record keeping. The Contractor shall provide to the COR an annual written certification that each employee has received the State-required safety training; that each employee has received the Hepatitis B vaccination; or provide a written certification from any employee who declines the Hepatitis B vaccination.

f) Hepatitis B Vaccination: The final rule on Occupation Exposure to Blood Borne Pathogens, 29 CFR Part 1910.1030, states “employers shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident. Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the

Contractor.

g) All contract employees need to be screened for tuberculosis prior to employment

h) All contract employees need to be medically cleared to wear respiratory protection

i) All contract employees shall be cleared for fitness of duty to perform physical tasks required for the job such as lifting a minimum of 50 lbs., prolong standing walking and frequent bending.

j) All contract employees shall comply with VA policy regarding influenza vaccine for staff and contractors.

k) A copy of this letter shall also be filed with the COR and placed in the COR’s contract file, and an additional copy shall be sent to the VA employee physician’s office. Following

Contractor employee’s exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician. Records of treatment and follow-up shall be maintained for the duration of employment by the contractor and for thirty (30) years thereafter. Copies of treatment and follow up records shall be provided to the COR.

2. Handling of Regulated Medical Waste, Infectious Medical Waste (“Red Bag” Waste and

“Sharps” Containers):

3. 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 (usually located outside and at the rear of the facility in locked cage or storage facilities). 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.

1.12 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 precaution type isolation situations, the Contractor shall be required to wear Personal

Protective Equipment (PPE) which will be supplied by the medical facility. Such items are disposable and shall be disposed of as directed by the on-site POC.

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

1.13 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 on-site POC 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 on-site POC and COR when deemed appropriate.

2. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The

Contractor shall accomplish the training within 5 workdays.

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 applicable facility polices/regulations and their effect on sanitation

Services.

f) Familiarization with the Contractors procedures manual.

g) Individual duties and responsibilities.

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

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

j) Techniques/methods for measuring quality of work performance

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

l) Facility emergency fire and disaster program

m) Hazardous Communication Standard

n) Bloodborne Pathogens

o) Respiratory Protection

p) Personal Protective Equipment (PPE) including proper donning and doffing

q) Utility Operation

r) Standard Precautions

s) Body Mechanics/Lifting

t) Accident Reporting

u) Sexual Harassment

v) Ethics

w) TB-Precautions (PPD)

x) Hep B

y) Mercury/Spills

z) Radiation Training (Government-furnished)

aa) Proper handling of Regulated Medical Waste, Solid Waste, Chemo Waste Handling and

Recycling

bb) 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. This requirement can be fulfilled by completing the training module available via the following

Internet site: https://www.tms.va.gov/SecureAuth35/

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 on-site POC or designated representative. The on-site POC shall retain proof of training in accordance with applicable Records Control Schedule and provide to the COR when requested.

1.14 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 on-site POC and COR 15 days after contract award effective date. An updated copy shall be provided the on-site POC and 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 on-site POC and COR or designated representative during the term of the contract.

1.15 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 https://www.tms.va.gov/SecureAuth35/ 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.

1.16 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. Except for 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 shall not have keys to those areas and shall require an escort to those areas.

1.17 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,…