DOCUMENT B. AMENDMENT TO PWS 08-23-2021 - CLEAN 2.docx

STATEMENT OF WORK

1. Title of Project: Quarterly Deep Cleaning Services for the James A Haley VA Hospital.

2. Scope of work:

The work shall include all activities necessary to provide a safe, efficient, cost effective Deep Cleaning service for all Commercial Kitchen Equipment on a quarterly basis for the Veterans Canteen Service (VCS) and Nutrition and Food Service (NFS) kitchens, as outlined specifically below, as well as the hoods (where applicable), floors and walls of these kitchens at the James A. Haley Veterans Hospital (JAHVH). The Contractor shall furnish all labor, supervision, tools, materials, equipment, and transportation necessary to provide deep cleaning services in accordance with contract requirements.

There will be a mandatory site visit schedule for all interested parties.

All services shall be performed by a qualified Contractor and in accordance with the State of Florida, Florida Department of Agriculture and Consumer Services (FDACS) guideline and the National Fire Protection Association (NFPA) code NFPA-96 Cleaning Guidelines, as well as other associated regulations applicable to commercial kitchen cleaning. The deep cleaning shall be completed in a timely manner and in accordance with state, local, federal, and VA standards as listed in the Statement of Work.

In accordance with Federal Acquisition Regulation 52.212-4, any changes in the terms and conditions of this contract may be made only by written agreement of the Contractor and Government. The price for services at additional locations is to be determined upon agreement between the Contractor and the Government via bi-lateral modification at the Government’s request.

3. Contract type: This contract will be a Firm Fixed Price with a Base plus 4 Option years.

4. Contract Award Meeting:

The contractor shall not commence performance on the tasks in this SOW until the Contracting Officer (CO) has conducted a kickoff meeting, or has advised the contractor that a kickoff meeting is waived.

5. General Requirements:

In order to provide a clean and safe kitchen and to meet our legal obligations towards our customers and staff, as well as dealing with invisible hygiene problems we require the contractor to provide deep cleaning service on a quarterly basis to remove all accumulation of grease and any build up on the kitchen equipment in accordance with the National Fire Protection Association (NFPA) code NFPA-9. The QUARTERLY deep cleaning shall be performed outside of the normal operating hours (Coffee Shop 8:00pm-5:00am Mon-Sun, Café/Kitchen/Pizza Shop 10pm – 5am Mon-Sun).

All work must be performed in accordance to the Florida Division of Hotel and Restaurants and the Dept. of Food and Safety. Contractor shall cover all exposed kitchenware, office spaces, and electronics prior to steam cleaning or pressure washing to prevent contamination or destruction. Plastic liners may be used to cover kitchenware and the contractor is responsible to remove those liners after cleaning and dispose of them appropriately. Items that can be pressure washed are heavy stainless steel equipment and worktables, cart wash station, and aluminum rolling racks. The following cannot be pressure washed: tiled flooring and tiled walls which can damage grout, steam pipes wrapped in foil wrap or ducting, small appliances, electronics and office workspaces.

The quarterly deep cleaning shall be performed outside of the normal operating hours:

· QUARTERLY DEEP CLEANING FOR two (2) Coffee Shops 8:00pm-5:00am Mon-Sun,

· Café/Kitchen/Pizza Shop 8:00 pm – 5am Mon-Sun;

· NFS kitchens (total of 4) 8:00 pm – 5:00 am Mon-Sun.

· NFS NBT Kitchen 8:00 pm-5:00 am

The cleaning company shall be responsible for all equipment on wheels to be moved in order to adequately complete the cleaning procedures for each area requested as outlined below. The cleaning company shall also be responsible to move all equipment back in its original place upon the commencement of work and/or by 5:00 am.

NOTE: This contract contains a transition of areas and duties related to the opening of a New Bed Tower (NBT) in January 2022. In general, the opening of the NBT means 1 additional space to NFS but it means the relocation of the Veteran Canteen Services (VCS) Cafeteria, kitchen, pizza shop and one of the Starbucks. Please see the breakdown of the location changes below before and after January 2022.

Location of Areas to be deep cleaned through December 31, 2021 are:

Nutrition and Food Services (NFS)

· Nutrition and Food Services Main Kitchen. Bldg. 30 Room Number: GD-007

· American Heroes’ Café: Room Number: Bldg. 38 Room Number: A-016-38

· Community Living Center (CLC): Bldg30 Rm: 094

Veterans Canteen Service (VCS)

· VCS Cafeteria: Room Number:2A-214

· VCS kitchen: Room Number:2A-205

· Starbucks Café: Main Entrance and SCI Bldg.

· Pizza Shop: 2A-209

Location of Areas to be deep cleaned after January 1, 2022 are:

Nutrition and Food Services (NFS)

· Nutrition and Food Services Main Kitchen. Bldg. 30 Room Number: GD-007

· American Heroes’ Café: Room Number: Bldg. 38 Room Number: A-016-38

· Community Living Center (CLC): Bldg. 30 Rm: 094

· New Bed Tower (NBT) Kitchen: Bldg. 100 Room Number GA005-100 (Added space, now 4 locations for NFS)

Veterans Canteen Service (VCS)

· VCS Cafeteria (Pizza Shop will be integrated): Bldg. 100 (NBT) Room Number:1B100-100 (change in location)

· VCS Kitchen: Bldg. 100 Room Number:1A184-100 (change in location)

· Starbucks Café: SCI Bldg. (the only place that remains where it was prior to the NBT)

· Starbucks Café: Bldg. 100 (NBT) Room Number 1A137-100

Contractor may utilize steam cleaners/cleaning/scrubbing (not pressure washing) to ensure visually and hygienically clean result for all kitchen areas. The Contractor shall perform at a minimum this deep cleaning service for the following items and kitchen equipment:

· Floors, walls, ceilings, and all tiled areas

· Top, underneath, between, and behind cooking equipment, refrigerators/freezers

· Around the feet of food prep surfaces and kickboards

· Doors, shelving, floors and gaskets of refrigerators/freezers

· High shelves

· Between walls and prep surfaces

· Between units and equipment

· Degrease and clean grills, griddles/flat-tops, ranges, cookers, ovens, pizza ovens, warmers, fryers & steamers

· Inaccessible parts of ranges, grills, fryers and other equipment

· Refrigerators, sinks & storage units

· Tables, food preparation surfaces & passes

· Remove and Clean Filters in Hood

The Contractor shall perform the following location specific deep cleaning tasks for Kitchen equipment, floors, walls, and ceilings at minimum:

A. Food and Nutrition Main Kitchen Room: GD 007 - 11,277 Sq ft

1. Flat top grills

2. Dishwasher

3. Pot washer and roller belt

4. Convection ovens

5. Steamer/conduction oven

6. Refrigerators (walk-in unit floors and reach-in units)

7. Freezer (walk-in unit floors, and reach-in units)

8. Tables and all food prep surface

9. Warmers

10. Ice machine

11. Beverage dispensers 12.

13. All trayline “POD” areas including steam tables, condiment tables refrigerators, freezer, raceway, high speed oven, high speed oven table, plate lowerators.

14. Dish room scraping belt

a. All floors, walls, ceilings & tiled areas and perimeter molding (degrease and scrub)

15. All sinks

16. Storage racks

17. Doors (both sides) in and out of kitchen

18. All ceiling air vents

19. All Drains

20. Remove and Clean Filters in Hood

American Heroes’ Café Location Room: A-016-38 - 3,003 sq ft

1. High and low shelving and cabinets

2. High speed ovens

3. Reach-in refrigerators

4. Reach-in freezer

5. Cold Prep Station and refrigerated storage underneath

6. Steam Table

7. Grill

8. Convection Ovens

9. Flat Top griddle and Salamander

10. Dish room area

11. All ceiling air vents

12. Dishwasher and all sinks

13. All floor drains

14. Doors (both sides) in and out of kitchen

15. Floor, walls, tiled areas, perimeter molding: degrease and scrub.

16. Floor, including non-tiled floor under expediter counter, under and between appliances, and expediter shelving

B. Community Living Center (CLC) Kitchen/Storage: Room Number: Bldg. 30 G094 - 3,880 sq ft

1. Floors, walls, tiled areas, perimeter molding: degrease and scrub

1. Ceilings and ceiling air vents

1. Large equipment in storage (ie cold prep cart, teaching cart, reach-in refrigerator, etc)

1. Floor drains

1. Door (both sides) in and out of kitchen/storage

1. Mop closet

1. Prep table, steam wells, condiment carts, microwave and microwave table

1. Reach-in refrigerators

1. Reach-in freezer

1. Beverage dispenser

1. High speed oven

1. Toaster table Shelving

C. New Bed Tower Kitchen: Bldg. 100 Room Number January 1, 2022, this is an addition of space.) Approx. 1776 sq ft of space.

1. Floors, walls, tiled areas, perimeter molding: degrease and scrub

1. Ceilings and ceiling air vents 1.

1. Floor drains

1. All doors (both sides)

1. All sinks

1. Reach-in freezer

1. Reach-in refrigerators

1. Worktop Freezer

1. Countertop ice maker

1. Steam table

1. All worktable/counter areas

1. High speed oven

1. Raceway

1. Condiment table

1. Beverage machines and beverage station

1. Carts

1. Shelving

Cleaning List for VCS through December 31, 2021:

VCS Cafeteria, Kitchen and Pizza shop: 2A-205, 209, 214 Approx. 5855 sq ft of space.

1. (1) Flat top grills

1. (3) Steam tables

1. (4) Fryers

1. Ovens:

0. (2) Alto Shaam CTC7-20E,

0. (2) Turbo Chef NGC

0. Doyon Oven/Proofer,

0. Alto Shaam 1000-TH/I,

1. (2) Convection ovens

1. (1) Ranges Vulcan stove top

1. Refrigerators

1. 3 in 2A-205

1. 5 in 2A-209

1. Tables, food prep Surfaces

1. High shelves

1. Between walls and prep surfaces

1. Between units and equipment

1. Floors, walls, ceilings & tiled areas

1. Sinks

1. Storage units

1. Tables & passes

1. Degrease and scrub floors in kitchen areas

1. Remove and Clean Filters in Hood

Starbucks: Hospital Main Entrance and SCI Bldg. Approx. 738 sq ft total.

1. (7) Refrigerators

1. (1) Turbo chef oven

1. (2) large coffee brewers

1. (2) espresso machines

1. Tables, food Prep Surfaces

1. High shelves

1. Between walls and prep surfaces

1. Between units and equipment

1. Floors, Walls, Ceilings & Tiled Areas

1. Sinks

1. Storage Units

1. Tables, Food Preparation Surfaces & Passes

1. Degrease and scrub floors in Kitchen areas

Cleaning List for VCS after January 1, 2022:

VCS Cafeteria, Kitchen and Pizza shop: Bldg. 100 Room Number: 1B100-100 Approx. 2400 sq ft of space.

1. (1) Flat top Grills

2. (3) Steam Tables

3. (4) Fryers

4. Ovens:

a. (2) Alto Shaam CTC7-20E,

b. (2) Turbo Chef NGC

c. Doyon Oven/Proofer,

d. Alto Shaam 1000-TH/I,

5. (2) Convection ovens

6. (1) Ranges Vulcan Stove Top

7. Refrigerators

8. 3 in 2A-205

9. 5 in 2A-209

10. Tables, food Prep Surfaces

11. High shelves

12. Between walls and prep surfaces

13. Between units and equipment

14. Floors, Walls, Ceilings & Tiled Areas

15. Sinks

16. Storage Units

17. Tables & Passes

18. Degrease and scrub floors in Kitchen areas

19. Remove and Clean Filters in Hood

Starbucks: SCI Bldg. and Bldg. 100 (NBT) Total of about 550 sq ft.

1. (7) Refrigerators

2. (1) Turbo chef oven

3. (2) large coffee brewers

4. (2) espresso machines

5. Tables, food prep surfaces

6. High shelves

7. Between walls and prep surfaces

8. Between units and equipment

9. Floors, walls, ceilings & tiled areas

10. Sinks

11. Storage units

12. Tables, food preparation surfaces & passes

13. Degrease and scrub floors in kitchen areas

Contractor may also utilize steam cleaning and scrubbing procedures, to ensure visually and hygienically clean result for all kitchen areas. The contractor shall be responsible for cleaning up any dust, dirt, grease, metal, liquid, or any other debris left in any area by him or any employees or representatives.

All completed cleaning will be confirmed and approved by the COR or his designee. The Contractor must submit a written report for approval at completion of the job. In order to insure accountability for cleanliness and equipment safety, the point of contact (POC) from all parties (Cleaning Company, NFS and VCS) shall be available to meet to complete the cleaning checklist. The cleaning checklist being in order shall indicate and serve as proof of adequacy of work completed. If, for some reason, an area or areas do not meet the required standards of cleanliness by the VA, the contractor shall reclean said area the next day and adjust the pre-established cleaning schedule to accommodate for the delay.

Payments will not be processed until these inspections and reports verify work was completed satisfactorily.

7. Manner and Time to Conduct Services - Check In/Check Out Requirements:

The Contractor’s personnel shall check-in every time at the commencement of work with the POC from NFS and VCS and check out upon the completion of work at 5:00 am with the POC of VCS and NFS to complete the required check-out list. If work is completed prior to 5:00 am the cleaning company’s POC must return at 5:00 am to meet with the POC of VCS and NFS and complete the check-out procedure. In order to ensure accountability for cleanliness and equipment, The Contractor must fill-out and submit a written report (cleaning checklist provided by the VA) for approval at completion of the job. The POC of VCS and NFS will sign off on the cleaning checklist to validate adequacy of work completed. If, for some reason, an area or areas do not meet the required standards of cleanliness by the VA, the contractor shall reclean said area the next day and adjust the pre-established cleaning schedule to accommodate for the delay. Payments will not be processed until these inspections and reports verify work was completed satisfactorily. Failure to adhere to the reporting procedure may be cause for removal from the property and or payment hold until all cleaned areas are approved as satisfactory.

8. Safety Requirements:

a) The contractor shall take such safety precautions as the VA may determine to be reasonably necessary to protect the lives and health of the occupants of the building. The VA will notify the contractor of any noncompliance with the foregoing provisions and the actions to be taken. The contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the contractor fails or refuses to comply promptly, the Contracting Officer, COR, or designee may issue an order to stop all or any part of the work, and ultimately the contractor could be determined in default of the contract by the Contracting Officer.

b) Contractor shall abide by regulations set forth in the OSHA Confined Space Standard, if applicable.

c) Contractor shall be responsible for the proper disposal of all toxic and/or contaminated material, as a result of this contract.

d) Contractor shall provide to COR & Safety Office an MSDS for all chemical products prior to bringing products on station.

e) Food service areas must be cleaned with food-safe chemicals COR shall have final say on chemicals used. All chemicals need to be used in accordance with industry standards and Florida Division of Hotel and Restaurant Standards and the Department of Food and Safety.

f) Contractor shall abide by all elements of the OSHA PPE Standard, where applicable.

g) Contractor shall abide by all elements of the OSHA Respiratory Protection Standard, where applicable.

h) Cleaning of Work Area. The contractor shall be responsible for cleaning of the work areas and equipment upon completion of work. All work areas floors shall be wiped/mopped free of cleaning fluids and water at all times. All cleaning supplies creating an unsafe working area shall be removed immediately.

9. Modification:

Any modification to the contract must be in writing. The modification will be prepared by the VA Contracting Officer and signed by a VA representative and Contractor prior to going into effect. Only the Contracting Officer has the authority to make any changes to the contract.

10. Evidence of Insurance Coverage:

Before commencing work under the contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance indicating sufficient coverage outlined herein and containing an endorsement to the effect that cancellation of, or any material change in the policy which adversely affects the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished to the Government.

In accordance with FAR 28.307-2 and the previous clause, the following 12000.00 minimum coverage shall apply to this contract:

11. Quality Assurance:

The V.A. will appoint a Contracting Officer’s Representative (COR) to monitor performance Ten days prior to the implementation of this contract, contractor shall provide the COR with written copies of procedures to be used to carry out the requirements of the contract.

12. Duty Hours:

a) Normal Duty Hours: The Quarterly work required in the performance of the contract shall be performed outside the normal duty hours of Coffee Shop 8:00pm-5:00am Mon-Sun, Café/Kitchen/Pizza Shop 10pm – 5am Mon-Sun. Not scheduled during federal holidays.

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

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

13. Contractor’s Personnel:

a) Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the contract. The contract manager shall have full authority to act on behalf of the contractor on all contract matters relating to the contract. The contract manager shall be able to read, write, speak, and understand conversational English. The contract manager or alternate(s) shall be available during normal business hours and be able to meet, either in-person or telephonically, with V.A. personnel designated by the Contracting Officer within 24 hours to discuss deficiencies. If deficiency in cleaning noted by COR, Contractor shall remedy the issue with prompt cleaning.

b) Contractor Employees: Contractor personnel shall present a neat appearance and be easily recognized as contract employees. This may be accomplished by clothing bearing the company name and/or by wearing appropriate badges that prominently display the contractor’s company name and the employee’s name.

c) The contractor shall not employ persons for work on this contract if such an employee is identified to the contractor by the contracting officer as a potential threat to the health, safety, security, general well-being, or mission of the medical center and the V.A.

d) The contactor shall not employ any person who is presently an employee of the U.S.

Government if the employment of that person would create either a conflict of interest or the reasonable perception of such a conflict.

e) All work shall be performed by skilled and trained personnel who are able to communicate in English at a level sufficient to perform the duties of this contract efficiently. The contractor shall provide all necessary labor, travel, supervision, equipment, supplies and coordination.

f) The contractor shall provide sufficient manpower to perform the Commercial Kitchen Cleaning duties listed in this contract in an efficient and timely manner,

14. Contractor Responsibility:

a) The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this SOW. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The work history of each Contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract. The Government reserves the right, during the life of the resulting contract, to request work histories on any Contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of Contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements contained in the SOW in an efficient, reliable, and professional manner

b) The contractor shall perform these services in accordance with the Occupational Safety and Health Administration (OSHA) and the American National Standards Institute (ANSI) safety guidelines.

c) The contractor will promptly repair any damage done to V.A. property. Failure will result in reduction of payment pursuant to clause 52.237-2. The contractor shall be fully responsible for any repairs and all damage to V.A. property, which results from the activities, negligence, or carelessness of its employees or subcontractors. All damages shall be immediately brought to the attention of the COR by the end of the workday of occurrences. If hidden damage is not discovered on the day the work is performed, it shall be reported to the COR and arrangements made to be repaired within 72 hours of notification of the contractor by the V.A. Failure to do so may result in reduction of payment pursuant to clause 52.237-2. In cases of disputes between the COR and the contractor, the contractor shall notify the Contracting Officer, in writing as soon as possible, to avoid any delay in conflict resolution.

d) Contractor acknowledges and agrees that he is solely responsible for enforcing worker protection requirements

e) Provide appropriate personal protective equipment

e) The Contractor shall be responsible for providing MSDS sheets with an index for all chemical’s used in performance of the deep cleaning.

g) All chemicals usage shall be in strict conformance with the label directions

h) No chemical storage on the James A. Haley facility allowed.

i) The contractor shall furnish all chemicals necessary in performance of duties.

9. Health Test and COVID-19 Protocol:

a) The Contractor shall be responsible for monitoring employee’s safety and health conditions at all times. Contractor shall submit proof of the following upon award of a contract:

All covid tests/vaccinations shall be current within the past year.

b) The Contractor shall abide by regulations set forth in the COVID-19 Protocols in accordance with the Center for Disease Control (CDC) and Environment Protection Agency (EPA) guidelines.

10. Quality Control:

a) Contractor shall develop and maintain a quality program to ensure that deep cleaning services are performed in accordance with the NFPA Standard 96 and other commonly accepted commercial practices.

b) Checklist – A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections. The checklist shall include the site serviced by the Contractor as well as the task performed.

c) File – A quality control file shall contain a record of all inspections conducted by the COR and any corrective action taken. The file shall be maintained throughout the term of the contract and made available to the Contracting Officer or COR upon request.

d) The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items, for contractor’s failure to correct nonconforming services.

Confirmation of Cleaning Work:

All completed cleaning will be confirmed and approved by the COR or his designee. The Contractor must submit a written report for approval at completion of the job. Payments will not be processed until these inspections and reports verify work was completed satisfactorily.

11. TRAINING:

a) All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems. (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

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

c) 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.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate.

Contract personnel involved in the cleaning project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch.