PWS Parking Garage Cleaning Services 15 Aug 2022 (Revised after site visit).docx

PERFORMANCE WORK STATEMENT

PARKING GARAGE CLEANING AT VA CARIBBEAN HEALTHCARE SYSTEM

1.0 Introduction. This is a non-personal services contract to provide Parking Garage Cleaning Services at Veterans Affairs (VA) Caribbean Healthcare Systems (VACHS)”. 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. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required service at VACHS as defined in this Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services.

1.1 Mission. The Facilities Management Service (FMS) provide, operate, and maintain a "State of the art" facility service program in support of our Veterans Health Care System; carry out a program of education and development of personnel involved in the health care environment, promote environmental research and development of technologies in support of health care and provide these services in a cost effective, compassionate, humanitarian and ethical manner.

1.2 Background. The VA Caribbean Healthcare System provides services to a population of 150,000 Veterans in Puerto Rico and the U.S. Virgin Islands. In Fiscal Year (FY) 2008, the VA Caribbean Healthcare System registered 66,955 unique patients with 11,428 inpatients treated and provided 927,072 outpatient visits at all clinic areas in Puerto Rico and the U.S. Virgin Islands. The VACHS is located at 10 Casia St. San Juan, Puerto Rico.

1.3 Scope. The Contractor shall perform these requirements in accordance with this PWS, Manufacturers’ manuals, local, state, and federal laws and regulations, and Veteran Affairs (VA) regulations. In the event of conflict between regulatory guidance, the most stringent requirement shall apply. The contractor shall provide cleaning services to the parking garages identified within this PWS.

2.0 General Requirements. This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.1.1 Type of Contract. The Government will award a firm-fixed price contract.

2.1.2 Period of Performance. The period of performance for this effort will be a base year of 12 months and four (4) option periods of twelve (12) months each. The base period will be from October 1, 2022, to September 30, 2023. Each option will be exercised at the government’s discretion. In addition, the resulting contract will have an additional option to extend the services for up to six (6) months at the government’s discretion.

2.1.3 Location and Hours of Work. Due to the nature of the industry, the contractor shall require responding to services calls and provide coverage services seven (7) days per week, including weekends and federal holidays. The Contractor shall perform the services at VACHS during the core hours of operation from 6:00 AM to 6:00 PM Monday through Friday and 7:00AM to 3:00PM on Saturday, Sunday, and Federal Holidays.

2.1.4 Recognized Government Holidays. The Contractor will be required to work on the legal public holidays listed below. Holidays occurring on weekends will be observed as directed by the published United States Office of Personnel Management (OPM) calendar.

2.1.5 Medical Emergency Services. The Contractor shall make available competent personnel trained and capable of dealing with minor personnel injuries. The contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. In case of emergency the Contractor shall immediately notify the Contracting Officer’s Representative (COR). Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

2.2 Business Relations. The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, submittals, timely identification of issues, and effective management of subcontractors, if any. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. Within the bounds of acquisition policy, the VACHS intends to work to find solutions that will be beneficial to both the Government and its Contractors.

2.3 Contract Administration and Management

2.3.1 Post Award Conference/Performance Evaluation Meetings. Post Award Conference / Performance Evaluation Meetings. The Contractor may be required to attend a post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. This meeting may be conducted virtually. Written minutes of such meetings shall be recorded by the Contractor and signed by the Program/Project Manager and the CO and/or COR and distributed within five (5) workdays after the meeting.

2.3.2 Contract Administration.

2.3.2.1 Contracting Officer (CO). The CO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the CO. In the event the contractor effects any such change at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the contractor. All contract administration will be effected by the CO. Communications pertaining to contractual administrative matters shall be addressed to the CO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the CO authorizing such changes.

2.3.2.2 Contracting Officer's Representative (COR). In accordance with Veteran Affairs Acquisition Regulation (VAAR) Clause 852.270-1, Representatives of the Contracting Officers, the CO reserve the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation shall be furnished to the contractor.

2.3.3 Contractor Employees. The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work specified herein. The contractor shall ensure the labor categories/occupation code as defined by the Department of Labor are aligned to those tasks delineated in this PWS. The contractor shall comply with the minimum rates established in the applicable wage determination for this service. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.3.3.1 Contractor Identification. All contract personnel shall be identified as a Contractor (i.e., badge, company logo, or uniform). All contract personnel are required to identify themselves such that they avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all correspondence (documents, emails etc.) or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

2.3.4 Key Personnel. The contractor shall provide a point of contact to administer this contract. All key personnel shall have means of verbal and e-mail communication with the COR. Key personnel and alternates must be able to communicate fluently in English both verbally and in writing.

2.3.5 Personnel Qualification:

2.3.5.1 The personnel employed by the Contractor shall be capable employees, trained and qualified in Janitorial Services type work with at least one (1) year of cleaning experience. Daily effective communication is critical and requires ability to speak, understand and follow simple instructions in English.

2.3.5.2 All supervisory/working leader personnel engaged in directing the work to be accomplished under this contract shall possess at least two (2) years of recent experience in interior/exterior cleaning services in medical facility type operations and supervisory capacity for parking garage of the approximate size and complexity under this contract. The on-site supervisory/working leader shall be fully conversant in English, must have knowledge of principles and practices of materials, equipment, methods, and practices essentials for cleaning services.

2.3.5.3 The Contractor shall arrange for satisfactory supervision of the work during work hours. The Contractor and/or his Supervisors shall be always available from 6:00 AM to 6:00 PM Monday through Friday and 7:00AM to 3:00PM on Saturday, Sunday, and Federal Holidays. Contractor shall provide to the Contracting Officer the name and telephone number of on-site supervisor(s) at least five working days prior to the contract start date. All personnel shall receive first-line supervision by the Contractor.

2.3.5.4 The contractor shall comply with the Joint Commission Accreditation of Health Care Organizations (JCAHO) requirements. To comply with JCAHO requirement the contractor shall provide written confirmation that employees are competent to perform the task as described in this Performance Work Statement. This written confirmation shall specify in which areas each contract employees are competent.

2.3.5.5 The contractor personnel must possess the required Occupational Safety and Health Administration (OSHA) training and certifications to provide the services requested in this PWS. The contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work.

2.3.5.5.1 Personal Protective Equipment. The Contractor shall provide personal protective equipment (PPE) and attire to all employees, when required by Federal State and local regulations and require employees to use it while in the performance of their duties as necessary. The Contractor personnel shall take safety precautions as necessary to protect the lives and health of occupants of the building while in the performance of this contract.

2.3.6 Standards of Conduct. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The contractor shall remove, from the job site, any employee for reasons of misconduct or security. The contractor shall ensure employee conduct complies with 41 U.S.C. 423, Procurement Integrity. The contractor shall also ensure that no contractor employees conduct political related activities or events on VACHS facilities.

2.3.7 Contractor personnel and property shall be subject to search and seizure upon entering and leaving the confines of VACHS facilities. The Contractor shall be responsible for assuring that all personnel authorized to perform work under this contract obtain facilities’ access as required. The Contractor shall provide a personnel roster listing all employees and the last four numbers of social security number for each one. The Contractor shall maintain an updated listing at all times. New employees shall comply with the minimum requirements listed in this PWS. Contractor access to the VA facilities shall be exclusively for work in connection with this contract.

2.3.8 Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to assure compliance with this PWS and requirements referenced in this contract. Provisions provided in the PWS are not intended to relieve the Contractor of this responsibility.

2.3.9 Contractor personnel may be required to interrupt their work at any time so as riot to interfere, with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

2.3.10 Health and Safety. The contractor and its subcontractors, if any, shall comply with Public Law 91-596, Occupational Safety and Health Act (OSHA). In addition, the contractor shall comply with 29 CFR 1910, Occupational Safety and Health Standards, 29 CFR 1926, Safety and Health Regulations for Construction, and all other applicable federal, state, and local requirements for protecting the safety of the contractor's employees, building occupants and the environment. All applicable standards of the OSHA shall be followed when working in accordance with this project.

2.3.11 Occupants Safety. The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building and user of the equipment. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible of enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties.

2.3.11.1 In performance of this contract, the Contractor shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices. The Contractor shall comply with VACHS smoking policy, which designates all space as non-smoking areas.

2.3.11.2 The contractor shall use established roadways and have to schedule the delivery of materials and equipment. The contractor shall exercise caution when transporting materials to working areas, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State or local law or regulation.

2.3.12 The Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e., lockout/tag out, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor.

2.3.13 The Contractor shall adhere to all applicable Environmental Protection Agency (EPA), National Fire Protection Association (NFPA) Safety Codes, American National Standards (ANSI), Joint Commission Accreditation of Health Care Organizations (JCAHO), Occupational Safety and Health Administration (OSHA), and all other regulatory requirements.

2.3.14 Materials and Equipment. All materials to be used in this contract, shall be in accordance with the Environmental Requirements section within this PWS. Contractor shall take very precaution to ensure that environmentally friendly products are used.

2.3.14.1 All necessary equipment/materials including but not limited to: power tools, power operated equipment such as: sweepers with vacuum dust control system, trash bags, brooms, hand fork, manual and electrical cleaning equipment, products, dry/wet vacuum cleaners, buffers, housekeeping cart, power pressure machines of a minimum of 4,200psi, etc. needed for the performance of the work of this contract shall be furnished by the contractor and need to be readily available. Such equipment shall be of the size and type customarily used in the work of this kind. Equipment deemed to be of improper type or design or inadequate for the purpose intended shall be replaced.

2.3.14.2 Contractor’s vehicles shall be used for their designated purpose only; in operable condition and shall meet all local, state and federal safety regulations; operated in accordance with al medical center traffic regulations; identified by company name and logo.

2.3.14.3 Operational scissor lift or man lift shall have appropriate certification for usage and personnel that operates the equipment have to be trained and comply with all regulations.

2.3.14.4 All equipment must be properly guarded and meet all applicable OSHA standards. Equipment shall be used only for their intended purpose.

2.3.14.5 All electrical equipment shall be self-grounded using three (3) loners with ground plug, Hospital Grade 20 amp. Electrically operated equipment shall be equipped with hospital quiet motors, be third wire grounded and be equipped with an appropriate length of Underwriters Laboratories (UL) approved three conductor cords. The cord shall be permanently attached to the machine. The contractor equipment shall be compatible with existing sources of Government furnished electrical power. Certification by an Electrical Engineer shall be submitted to comply with all safety standards.

2.3.14.6 Equipment Repairs. No major equipment repairs shall be conducted in the government facilities.

2.3.15 Injury or Accident Reporting. The Contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment.

2.3.16 As defined by OSHA, EPA, ANSI, and all other regulatory requirements any incident of a major malfunction, accident or injury, a written report shall be submitted by the Contractor to VACHS within five (5) working days following the incident. The report shall state the cause, what, where and when and why the incident happened and the repairs and tests that were or are to be made to correct the cause of the incident.

2.4 Environmental Requirements.

2.4.1 Executive Orders (EOs) 13990, Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis and 14057, Catalyzing Clean Energy Industries and Jobs Through Federal Sustainability applies to this service. A copy of EO 13990 can be found at the Federal Register webpage at https://www.federalregister.gov/documents/2021/01/25/2021-01765/protecting-public-health-and-the-environment-and-restoring-science-to-tackle-the-climate-crisis; EO 14057 can be found at https://www.federalregister.gov/documents/2021/12/13/2021-27114/catalyzing-clean-energy-industries-and-jobs-through-federal-sustainability.

2.4.2 Environmental Compliance. The Contractor shall comply with all federal, state, local and facility environmental laws, rules and plans.

2.4.3 The Contractor shall submit to the COR, prior to the start of the contract, the Safety Data Sheets (SDS) for all potentially hazardous materials to be used under this requirement, and shall not use, such materials which have not been cleared in advance with the VACHS. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. Contractor shall maintain the SDS in a location accessible to all employees and shall advise the COR of their location.

2.4.4 All containers holding chemicals and/or cleaning solutions shall be properly labeled with the name and strength of the agent therein.

2.4.5 The materials shall not be corrosive nor primary skin irritants, nor be considered a flammable substance as defined by OSHA standards. All flammable liquids shall be handled, stored and used in accordance with NFPA 30, Flammable and Combustible Liquids Code. Materials to be used on this contract shall meet Federal, State and/or local codes.

2.4.5.1 The materials shall not contain ammonium, butol, carcinogen, asphyxiant, caustics (acid based), nor para-tertiary product. The Contractor shall give preference to floor finishes and floor maintenance products that are free of metals, such as zinc, arsenic, lead, cadmium, cobalt, chromium, mercury, nickel, or selenium.

2.4.6 The preference is for the contractor to use green cleaning products and processes including, but not limited to products containing recycled content, environmentally preferable products and equipment, vacuum cleaners with HEPA filtration, bio-based products and equipment that minimize the use of energy, water, and other resources.

2.4.6.1 Contractor personnel shall utilize chemicals with as low volatility and as odor free as possible in order to avoid odor levels affecting patients and visitors. Nonchemical control alternatives are always preferred over chemical ones.

2.4.7 The contractor shall not use any material that the COR has not approved to be used or determines to be unsuitable for the purpose or harmful to any part of the building, its contents, equipment or person occupying the building. The contractor will be responsible for ensuring the approved products and materials are properly stored and used for their intended purpose and cause no harm to humans and/or building materials.

2.4.8 Energy and Water Conservation. Conservation is a planned and organized approach designed to conserve energy in our buildings and reduce our dependency on non-renewable sources of energy. Contractor shall ensure that work under this contract is performed in a manner that conserves energy and other Government resources. Contractor shall take the necessary steps through training, communication, and implementing appropriate procedures in their use of energy consuming equipment. This will ensure that their employees are assisting the VACHS in conserving energy.

2.4.8.1 Water faucets or valves shall be turned off after the required usage has been completed.

2.5 Physical Security. The Contractor shall protect existing buildings, facilities, utilities, and equipment during working period and shall be responsible for any damages resulting from operation and/or execution of this contract. The Contractor shall conduct his operations to cause the least possible interference with normal operations of the government because the facilities will remain in operation during the entire maintenance period.

2.6 Liability and Responsibility for Damaged Property.

2.6.1 Damage to Government Property. The contractor shall be held responsible for cleaning up all spillage and/or leakage at no additional cost to the government. The contractor shall be held liable for damage or destruction of Government property (e.g., buildings, vehicles, sidewalks, fences, etc.) caused by the contractor, contractor personnel or representatives of the contractor in the performance of services on this contract. The contractor shall submit their damage report to the COR within 24 hours of damage and shall include the repairs and corrective action plan, as applicable. If the contractor fails to take the required corrective action, the government retains the right to exercise other rights or remedies available to the CO.

2.6.2 Damage to Privately-Owned Property. The Contractor shall be held liable for damage or destruction of privately owned property (e.g., privately owned vehicles), as defined in this PWS, caused by the contractor, contractor personnel or representatives of the contractor in the performance of services in this contract. The contractor shall take corrective action within 5 working days to repair damages or replace destroyed property. Contractor shall purchase and always maintain a general third-party liability insurance policy of not less than $500,000 per event coverage (See FAR Clause 52.228-5).

2.6.3 Damage Reports. The contractor shall submit a damage report to the CO and designated representative within 24 hours of damage or destruction to government property or privately owned property caused by the contractor, contractor personnel or representatives of the contractor. The damage report shall detail the facts and the extent of damages or destruction, and the corrective action taken by the contractor to repair damages or replace destroyed property.

2.7 Fraud, waste, and abuse. The Contractor shall be responsible for maintaining proper conduct and good discipline within Contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the government observed during or in the performance of this contract. The contractor lines of communication are with the COR and the CO.

2.8 Influenza vaccine.

2.8.1 “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance. This requirement is to be submitted annually. Employees and Contractors who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

2.9 Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors.

2.9.1 Contractor employees who work in or travel to VHA locations must comply with the following:

2.9.1.1 Documentation requirements:

2.9.1.1.1 If fully vaccinated, shall show proof of vaccination.

NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2.9.1.1.2 If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

2.9.1.1.3 Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

2.9.1.1.4 Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2.9.2 Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

2.9.2.1 Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2.9.3 Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

2.9.4 All contractors’ employees and its representative, to include subcontractors, are required to wear surgical masks face covering during their time at the VACHS.

2.9.5 Vendors that are located outside of Puerto Rico must comply with the entry requirements established by the Government of Puerto Rico and by VACHS to access the hospital premises. Requirements may vary; therefore, the contractor shall comply with the stringent one.

2.10 Addition and/or removal of work areas and services. VA reserves the right to add and/or remove locations within this contract. All changes, if any, will be made via a supplemental agreement to the contract.

2.10.1 VACHS will be constructing of a new multi- level parking garage building. The proposed parking structure is anticipated to be seven (7) floors accommodating approximately (seven hundred fifty-two) 752 cars. Upon knowledge of the Beneficial Occupancy Date (BOD) of the new multi-level garage building, a supplemental agreement will be issued to incorporate it. The projected beneficial occupancy date is by mid-2025.

3.0 Performance Requirements. The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 The work is to be performed in the following areas:

3.1.1 Building #20-North Parking Garage. Parking consists in approximately 283,983 square feet (SF). This multi-level reinforced concrete structure is located west of OPA Building. It contains 750 parking spaces distributed in (six) 6 levels. The structure has two stair wells and two elevators. The elevators are enclosed with a glass curtain wall system in their exterior face. All perimeter openings have suicide preventing metal screens. There are around 20 waste containers and 7 recycling bins located throughout the building. The hallways, where the stairwells end on the ground floor, is included in this requirement.

3.1.2 Building #60-South Parking Garage. Parking consists in approximately 323,911 SF. This multi-level reinforced concrete structure is located west of the Main Building. It contains 748 parking spaces distributed in (seven) 7 levels. The structure has two stair wells and five elevators which are enclosed with a glass curtain wall system in their exterior face. All perimeter openings have suicide preventing metal screens. The building is equipped with electronic parking sensors system. There are around 20 waste containers and 6 recycling bins located throughout the building.

3.1.3 Parking Garage Building #1 OPA Building Parking Garage. Parking consists in approximately 69,880 SF. This one level reinforced concrete structure is located underground in the OPA Building. It contains 250 parking spaces. The structure has four stair wells and entrance doors. There are around 4 waste containers and 2 recycling bins located throughout the building (parking only).

3.1.4 The Government will not be responsible for any error or variation in the square footage (sf) listed above. Contractor shall verify square footage by means of a proper site visit and shall be responsible with the intent of the areas covered in this solicitation thereafter called “contract”.

3.1.5 Adding and/or removing bins is always possible but the contractor will be previously notified of any change.

3.2 Initial Assessment and Schedule. The Contractor shall complete an initial assessment of all areas within five (5) working days of the contract effective date. The purpose of initial inspection is to evaluate need and to identify problem areas, structural features, or management practices that may impact in the services required to be performed. The Contractor shall provide in writing the final assessment and work plan, and projected schedules. The written assessment plan shall be provided to the government within five (5) working days after the assessment is completed.

3.3 Scheduling. A task and frequency schedule of parking garage cleaning should be developed, and the indicated time frames should be the minimum basis for the scheduling of the tasks. The contractor shall submit the work scheduling of the services that should be performed and submitted to the CO/COR. Designed areas for working space, materials storage and routes of access must be agreed upon by CO/COR.

3.3.1 The Contractor shall submit to the CO/COR an annual schedule of daily and periodic cleaning and procedures. Documents shall be submitted within five (5) working days after contract award and/or after the exercise of option periods, if any. If there are changes to the annual work plan, updated work schedules shall be provided by the 5th day of each month thereafter. The daily cleaning schedule shall include specific areas: days of week and time of day work will be provided. Procedure’s manual shall include procedures necessary to perform complete services required by the contract.

3.3.2 Parking Garages cleaning shall be scheduled so as to be performed on the scheduled dates and in no event shall the Contractor carry on work outside regular working hours without prior approval from the COR.

3.3.3 In the event climate or weather conditions become unsuitable for work or may induce an environmental hazard, then the entire work may be rescheduled to a date and time satisfactory to the government. Postponement due to inclement weather should not reflect any penalties assessed to the Contractor, nor should there be any additional cost to the Government.

3.3.3.1 Cleanliness of parking garages is required even on days on which it is raining. Average precipitation is not sufficient cause to delay performance of tasks. Contractor is required to do his/her best effort during rainy days.

3.4 Cleaning services.

3.4.1 Contractor shall provide cleaning services in a manner that will maintain a clean, neat and professional appearance. The services required:

3.4.1.1 Stairwells

3.4.1.2 Sweep, damp mop, and/or vacuum stair landing and steps.

3.4.1.3 Dust railing, ledges, grills, fire apparatus and doors.

3.4.1.4 Wet mop or scrub steps, risers, and landings; clean glass surfaces and polish bright metals.

3.4.1.5 Clean all interior walls.

3.4.1.6 Remove all dust, dirt, and spider webs from walls ceiling and light fixtures.

3.4.1.7 Cleaning of all interior and exterior signage. Area shall be free of dirt, dust, and other loose foreign matter.

3.4.1.8 Wet mopping or scrubbing: Steps, risers and landings shall be clean and free of dirt, water streaks, mop marks or strands, gum, grease, tar, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and corners clean.

3.4.2 Cleaning of Covered Surface Garage

3.4.2.1 The Contractor shall pick up and dispose of trash and litter (paper, plastic bottles, face masks, and all other rubbish) found on the designated areas. Sweep trash and debris from garage and surface parking lots and place in trash bags. This includes all public areas, including not limited to drivable areas, walkable areas, stairwells, etc. All surfaces need to present an overall appearance of cleanliness and be free of paper, bottles.

3.4.2.2 Surface gum, grease on surfaces and driveways should be removed to the level that there is no danger of slipping hazard fire hazard or residual gum, grease, being track on people's shoes. If oil, gasoline, etc. spillages occur, contractor will immediately contact Environmental Regulatory Section FMS (Facility Management Service) and notify of the emergency for clean up by FMS.

3.4.2.3 Wet cleaning of area shall be performed on a quarterly basis. Contractor shall coordinate this task with the COR in order to avoid those areas are moist/wet when employees, patients, and or visitors are arriving and/or leaving the parking garage premises. In addition, no cleaning products shall be used if the water is going to the sewers. Cleaning products can be used if water is going to the sanitary system.

3.4.3 Waste Collection: The contractor shall not dispose any excess products/chemicals, product/chemicals containers, hazardous waste or any other materials contaminated by products/chemicals at any location on VACHS premises except as specified by the COR. Disposal of such contaminated waste will be in accordance with EPA and Commonwealth of Puerto Rico rules and regulations governing such disposal.

3.4.3.1 Debris Collection and Removal: All solid waste, clippings, branches, leaves, trash, cutting, litter, debris, paper, plastic bottles, etc. generated from any of the tasks performed shall be collected, gathered, bagged, pick up and taken to designated area. The contractor will be allowed to dispose of this debris in the VACHS dumpsters.

3.4.3.2 All trash generated in the building shall be collected and removed. Carts and containers used for the collection and/or storage of waste shall be flame resistant and leak proof and cleaned.

3.4.4 Police Grounds. The contractor shall perform general litter patrol in all parking garage areas. Contractor shall police areas 7 days a week. Policing Services: The periodic inspection of an area at either a scheduled or unscheduled intervals followed by providing any needed supplementals routine services performed in an area. The policing is to be conducted in the interior and ten (10) feet exterior perimeter around each parking garage.

3.4.5 Wastebaskets, receptables, and compactors. Empty wastebaskets, reline, and remove all trash to designated disposal area. Items collected under the recycling program, shall be collected, and removed to designated area.

3.4.5.1 Trash compactors are used at the buildings loading docks; the contractor shall operate the compactor. The COR will coordinate to provide training to contractor personnel in the safe and proper operation of the compactor.

3.4.5.2 Waste receptacles shall be free of soil, odors, free of dust, streaks, and spills inside and outside and relined with a plastic bag. Waste bins shall be wash/damp wiped.

3.4.6 Recycling Items: All recyclable material generated (paper, cardboard, aluminum, and plastic) shall be collected, properly handled, and transported to designate disposal area.

3.4.7 Elevators

3.4.7.1 Clean exterior surfaces of all doors and frames, sweep, damp mop, and spray buff resilient floors.

3.4.7.2 Dusting (Interior Elevator Surfaces): All vertical and horizontal surface shall be clean and free of dirt and dust.

3.4.7.3 Damp wiping (interior and exterior elevator surfaces): Surfaces shall be clean and free of finger marks and smudges.

3.4.7.4 Elevators Floor Tracks: Floor tracks shall be clean and free of dirt and grime.

3.4.7.5 Bright Metal Polish: Bright metal surfaces shall have a polished and lustrous appearance.

3.4.8 Damp Mopping and Spray Buffing. Floors shall be free of streaks, mop strands marks and skipped areas.

3.4.8.1 Walls, baseboards and other surfaces shall be free of splashing and markings from the equipment.

3.4.9 Glass cleaning. All glass, clear partitions, glass doors, mirror surfaces, and other glass shall be clean and free of dirt, dust, streaks, smudges, watermarks, spots, and grime, and shall not be cloudy. There shall be no water spots on the glass or adjacent fixtures and furniture. Including the interior and exterior of the panoramic glass/windows that form part of the elevator structures and stairwells. All glass in the parking garages, whether interior and/or exterior are part of this requirement. The only exception is the glass of the Credit Union (Building #1, OPA), which the contractor shall clean the exterior only.

3.4.9.1 Glass Curtains. The contractor shall clean the interior and exterior of the glass curtains, to include the glass frame. This task shall be performed at a minimum once every six months. The first service shall be performed within 60 calendar days after contract award. The contractor shall follow all applicable safety laws, regulations, and/or precautions when conducting this task. Contractor shall ensure that personnel performing this task has the required training and/or certifications.

3.4.10 Other Surfaces: All horizontal surfaces that are readily available and visibly require dusting shall be dusted with a treated dust cloth. All surfaces shall be free of dust, dirt, oil spots or smudges Metal, Brass, Woodwork etc.: Surfaces (including corners, crevices, moldings, ledges, handrails, grills, doors, doorknobs, door frames, kick plates, etc.) shall be free of dust, streaks, spots, hand marks, oil, smudges, dirt, soil substances, encrustation, and streaks.

3.4.10.1 Dusting of high areas: Overhead pipes, vents, ceiling, grills, light fixtures. The building is equipped with electronic parking sensors system. Contractor must be cautious when dusting these areas to avoid damages. Special attention should be taken to 4th Floor and the entrance electronic board.

3.4.11 Finishing

3.4.11.1 Doors, walls and other surface shall be free of finish residue and marks from equipment.

3.4.11.2 Walls, baseboard and other surfaces shall be free of splashing and markings from the equipment.

3.4.11.3 All finished areas shall have a uniform luster.

3.5 Service Calls.

3.5.1 Routine Service Calls. The contractor shall respond to all service calls made during working hours and correct the problem within one (1) hour or less after being notify the government. In those instances, when problems can’t be resolved, contractor shall notify the COR and document the corrective action.

3.5.2 Emergency Calls. Contractor shall respond immediately to any emergencies (i.e. flooding, inclement weather, etc.) at the Parking Garages, after receipt of notification by the Contracting Officer or the COR. Emergencies may include cleaning sewers, debris, trash bins, etc. In case of an emergency, the contractor shall divert his force as deemed necessary, from their normal assigned duties to work the emergency situation. When these employees are no longer needed, they shall be directed by the contractor to return to their normal duties and the contractor will not be penalized for the portion of the normal daily work which otherwise would have been performed but was neglected due to the emergency. This will include all areas within the premises. Depending on the impact of the emergency condition a supplemental agreement might be negotiated.

3.5.2.1 During hurricane season and/or disaster situations, contractor shall assure personnel are available to perform services. The Contractor shall perform the requested service within two (2) hours, after receipt of notification by the Contracting Officer or COR.

3.5.2.2 VACHS Emergency Plan is used by the COR during emergencies: Designated Contractor personnel, including the on-site supervisor(s), shall be thoroughly familiar with VACHS Emergency Preparedness Plan. Contractor personnel shall follow the VA emergency preparedness plan during emergency situations. The Contractor may be required to participate in fire and other emergency drills. The Contractor shall be required to perform the services required by the Contract and as identified by the COR to the extent allowed during all emergency situations such as: epidemic, pandemic, storms, hurricanes, and/or disaster situations that may include fires, accidents, rescue operation, and/or utility service outages.

4.0 Performance Requirements Summary (PRS) Matrix

4.1 The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The government expects the contractor to perform at a minimum, the identified acceptable levels throughout the life of the contract, and the contractor’s performance shall be given significant consideration when evaluating recommendations for future government contracts and or awards.

4.2 Method of Surveillance: The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).

acceptable level Random inspection conducted by the COR IAW PWS Paragraph 4.4 & 4.5

acceptable level Random inspection conducted by the COR IAW PWS Paragraph 4.4 & 4.5

acceptable level

4.3 Quality Assurance. The Government will evaluate the Contractor’s performance under the contract, IAW the PRS Matrix. The Government retains the right to inspect and test all services called for by the contract. The Government will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount.

4.4 Whenever the COR notifies the contractor of any deficiencies detected in the work performed, the contractor shall correct cited deficiencies within four (4) hours, or as otherwise authorized by the COR, after the notification in writing by the COR without affecting the regularly scheduled work.

4.5 Upon satisfactory completion by the Contractor and acceptance by the COR of the work completed by the contractor in accordance with this Performance Work Statement, payment will be approved. Failure to complete the work stated in this PWS may result in unfavorable Contractor Performance Assessment Reporting System (CPARS) ratings and/or deduction to be determined by the CO.

4.6 Quality Control. The contractor shall maintain an effective Quality Control Program to ensure services are performed IAW this PWS. The purpose of this program is to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the program shall include the following:

a. The name(s) of the individual(s) who will perform the services described in contract.

b. A checklist used in the inspection and performance verification of the services. The checklist shall include every requirement included in this PWS.

c. A schedule of the dates programmed for the service requested.

d. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR identifies the deficiencies.

e. In addition to providing the documentation at the end of each service, the contractor is responsible to maintain the required documents of all the services conducted by the Contractor and the corrective actions taken. All documentation shall be made available to the Government during the term of the contract.

5.0 Government Furnish Items.

5.1 The government will provide the contractor space in the building for the storage of an inventory supplies and equipment, which will be used in the performance of work under the contract. The contractor shall maintain this space in a neat, clean, and orderly condition. The Government will not be responsible in any way for damage or loss to the contractor’s stored supplies, materials, replacement parts, or equipment. Space quantity in square feet is at the government discretion. Only materials that have been approved/cleared by the COR can be stored in the assigned area. Contractor can’t store materials and equipment in other than assigned areas.

5.1.1 All equipment, materials, and supplies shall be stored in accordance with applicable regulations, OSHA, EPA, VA specifications and/or local and federal laws and regulations.

5.2 The government will provide the contractor with keys to allow access to assigned room required in the provisions of this contract. The contractor shall comply with agency regulations on key issuance procedures. Contractors’ personnel shall not lend keys or open locked rooms or areas to permit entrance by persons other than contractor personnel performing assigned duties.

5.2.1 Any key lost by contractor personnel shall be replaced by the government at the contractor expense and or deducted from the monthly payment due to the contractor. The contractor shall immediately report to the CO/COR any occurrences of loss or any unauthorized use.

6.0 Deliverables

Submitted to

List of Names and Phone Numbers of On-site Supervisors

Products List/Material Safety Data Sheets (MSDS 10 workdays prior to contract start date.

Prior to use of new products.

COR

award

COR

An…