36C25021Q0052.docx

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25021Q0052 10-09-2020 Leitch, Sally L 317-988-1538 10-15-2020 14:00 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis

IN

46240 X X 561720 $19.5 Million N/A X Department of Veteran Affairs St Joseph County VA Health Care Center 1540 Trinity Place Mishawaka

IN

46545 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis

IN

46240

Department of Veterans Affairs Financial Management System P O Box 149971 Austin

TX

78714-9971 512-242-7300 N/A X See CONTINUATION Page The Northern Indiana Healthcare System (NIHCS), St. Joseph County VA Clinic requires complete janitorial services, to include all labor, management, equipment, supplies, chemicals, etc to ensure that the site is cleaned in in accordance with the Performance Work Statement (PWS).

Instructions to Quoters can be found in Section E.

This is a 100% VIP verified SDVOSB set-aside.

All questions shall be submitted in writing to the Contracting Officer via email only by 10/13/2020 at Noon

EST.

$0.00 See CONTINUATION Page X X Sally L Leitch Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. Contractor: _______________________ Address: _______________________

Contractor Point of Contact (POC) for Contract: __________________________

Alternate POC for Contract: ______________________ Title: ______________________ Phone: ______________________ Email: ______________________

DUNS NUMBER: __________ TAX ID: _________ Business Size: ____________

b. GOVERNMENT: Contracting Officer 0250 Sally L Leitch, 317-988-1538 Sally.Leitch@va.gov Department of Veterans Affairs Network Contracting Office (NCO 10) 8888 Keystone Crossing Suite 1100 Indianapolis, IN 46240

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

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly to: http://www.tungsten-network.com/us/en/

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

Tungsten Network: http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/

5. SECURE FAX: All faxes in regard to this contract shall contain the following on the coversheet:

This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

6. QUOTE SUBMISSION: Follow the submission instructions provided in Section E.

7. LATE QUOTE SUBMISSION: Late submissions shall not be considered.

8. ACKNOWLEDGEMENT OF AMENDMENTS: Contractor shall acknowledge any and all amendments and include a signed copy with their quote submission.

B.2 PERFORMANCE WORK STATEMENT

1. GENERAL

a. INTRODUCTION

i. The St. Joseph County VA Clinic (SJCC) is a VA leased medical facility that provides outpatient services to Veterans. A clean facility is required to promote good health care conditions for Veterans, visitors, and staff. The clinic is a single-story facility with 71,403 of net usable square footage. The gross square footage is 88,788.

b. PLACE OF PERFORMANCE Department of Veterans Affairs Veterans’ Health Administration St. Joseph County VA Clinic 1540 Trinity Place Mishawaka, IN, 46545

c. PERIOD OF PERFORMANCE

i. 11/1/2020 through 10/31/2021

ii. Contract will contain four (4) one-year options to extend services.’

d. PURPOSE

i. The SJCC requires a contractor to provide all necessary transportation, labor, supervision, equipment, and supplies to clean and maintain cleanliness to identified minimally acceptable standards as set forth by the SJCC and in accordance with all regulations set forth within this Performance Work Statement (PWS).

ii. Departments include:

1. Audiology

2. Telehealth

3. Clinic Management

4. Compensation & Pension

5. Education

6. Women’s Health

7. Surgical Specialty Services

8. GI & Endoscopy Services

9. Urology

10. Podiatry

11. Pulmonary

12. Pain Clinic

13. Specialty Care Clinics, to include:

a. Cardiology

b. Dermatology

14. Eye/Optometry Clinic

15. Home Based Primary Care

16. Dietetics

17. Social Work/Homeless Program

18. Laboratory

19. Sterile Processing

20. Physical Health and Rehab, to include

a. Physical Therapy

b. Occupational Therapy

21. Medical Administrative Service

22. Expanded Mental Health Care

23. OI&T

24. Outside Shelter

25. PACT/Primary Medical Care

26. Pharmacy

27. Police Services

28. Prosthetics

29. Radiology, to include

a. Ultrasound

b. X-Ray

c. CT

30. Vending Machine Area

31. Voluntary Service

32. Warehouse Supplies

33. Mailroom

2. CONTRACTOR WORK REQUIREMENTS

a. WORK HOURS

i. Monday and Wednesday, 7:00 am – 7:00 or 7:30 pm (as needed due to site volume)

ii. Tuesday, Thursday, and Friday, 7:00 am – 5:00 pm

iii. Services may be required on weekends or holiday’s if SJCC determines it necessary to have hours on either weekend or holiday.

iv. Restricted Areas (Monday through Friday)

1. Shall be cleaned during the hours of 7:00 am and 4:30 pm.

2. All restricted areas require a VA escort and include the following locations:

a. Pharmacy

b. Surgical Processing

c. Police Areas

d. OI&T Areas

e. Medical Gas Rooms

f. Medication Storage

g. Mail Room

h. Warehouse

i. Procedure Rooms

v. SJCC is not currently open on weekends or holidays, there are 12 federal holidays a year:

1. New Year’s Day

2. Martin Luther King, Jr. Day

3. President’s Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veteran’s Day

9. Thanksgiving Day

10. Christmas Day

11. Any other day declared by the President of the United States to be a national holiday.

12. When one of the above referenced holidays falls on a Sunday the following Monday will be the observed holiday.

13. When one of the above referenced holidays falls on a Saturday, the preceding Friday will be the observed holiday.

b. BUILDING SECURITY

i. VA shall provide the Shift Supervisor(s) with keys to allow access to cabinets, drawers, and dispensers they use.

ii. Supervisor(s) keys shall be signed out by each supervisor and signed back in when they leave the contractor employment, or the contract ends.

iii. Keys shall not be duplicated or issued to any individual nor shall keys be retained by any contractor employee except for the shift Supervisor.

iv. All Contractor personnel shall be issued a facility PIV access card and each employee shall always keep their assigned access card on them.

v. Access cards shall not be used by any other person than who that card was issued to.

vi. Any key or access card that is lost or stolen shall be reported immediately to the COR, Contracting Officer, and VA Police within 24 hours.

vii. Contractor personnel shall not open locked rooms or areas to permit entrance for persons other than the contractor personnel performing assigned duties.

viii. All locked rooms shall not be left unattended while performing janitorial/custodial cleaning services and shall be locked when cleaning duties have been completed.

c. SCOPE

i. Contractor shall be responsible for providing all necessary transportation, labor, supervision, equipment, uniforms, name badges, materials, and supplies required to clean and maintain cleanliness in accordance with this Performance Work Statement.

1. Examples of supplies are toilet tissue, toilet seat covers, paper towels, deodorizers, waste receptacle liners, chemicals, mops, brooms.

ii. Contractor shall ensure that enough personnel are on station at all times during normal working hours to appropriately respond to all janitorial/custodial calls as well as clean and maintain cleanliness in accordance with this contract.

iii. Contractor shall ensure that there is at least one supervisor on-site when there are contractor personnel providing services.

iv. Contractor personnel shall interrupt their work to allow passage of patients, personnel, equipment or carts. Contractor personnel shall take all necessary precautions to protect the lives and health of occupants during performance of work.

v. As a medical facility Contractor personnel shall be required to perform work under potentially hazardous conditions. Contractor personnel shall be informed of potentially hazardous situations by the Contractor. Contractor shall train their personnel in techniques required to recognize and handle hazardous situations in a manner that shall minimize personal risk. Contractor personnel shall adhere to standard techniques for personal protection.

vi. Contractor shall be required to provide personal protective equipment (PPE) as required.

vii. Contractor personnel shall respond to calls to clean up spills, clean restrooms, for spot cleaning, for safety calls due to wet floors from rain and snow, and other instances when needed.

d. TECHNICAL REQUIREMENTS

i. Electrical Requirements:

1. Contractors shall supply all equipment that is compatible with existing sources of Government furnished electrical power.

2. All equipment shall comply with safety standards.

3. All equipment shall be cleaned and sanitized prior to introductions or re-entry to the facility.

4. All electrically operated equipment shall be third wired grounded and have an appropriate length of UL approved cord.

ii. Chemical Requirements:

1. See Attachment D.1 CLEANING MATERIALS REQUIREMENTS

2. All chemicals shall be provided by the Contractor.

3. All chemicals shall be approved by the Environmental Protection Agency (EPA).

4. All containers of cleaning chemicals and similar products shall be conspicuously marked. Preferably with factory labels. This shall allow anyone to identify the contents and hazardous information in relation to the chemical. All other labels shall be removed or defaced.

5. Flammable materials SHALL NOT be used at any time.

6. A copy of each products Material Safety Data Sheet (MSDS) shall be provided to the COR as well as be kept in a binder on-site along with a chemical product inventory list which shall be easily accessible to contractor staff and the COR.

7. Contractor shall ensure that the minimally needed cleaning products that may be needed when the contractor personnel are not on duty are in an accessible area for the SJCC staff to use if required.

iii. Equipment Requirements and Specifications

1. Vacuum Cleaners:

a. Shall have a HEPPA filter, that has a micro static impaction type filtration system, which shall filter out dust and bacteria.

b. All exhaust systems shall be at least 15xs above the horizontal.

2. Housekeepers’ Carts

a. Carts shall be appropriate for the purpose designed.

b. They shall be kept in a clean and orderly condition.

c. Carts shall fit in storage closet.

d. Charts shall have automatic locking doors.

3. Trash/Waste Collection Containers

a. Shall be kept in a clean sanitary condition

b. Liners shall be clear with the following specifications:

i. 13-gallon, 1.0 mil, 24x33

ii. 33-gallon, 1.3 mil, 33x39

iii. 55-60-gallon, 1.5 mil, 38x58

4. Biohazard Waste Receptables:

a. Shall have red liners with the following specifications:

i. 3 mil, 24x27

ii. 3mil, 43x48

5. Dispensers:

a. Georgia Pacific SofPull Automatic Towel Dispenser Model 58470

b. Georgia Pacific Jumbo Jr. Roll Dispenser Model 59206

6. Mop Buckets

a. Shall be a microfiber mopping system

iv. Cleanliness Standards:

1. Special Cleanliness Standards and Requirements:

a. COVID-19 specific Cleanliness Standards and Requirements can be found in D.2 Cleaning Matrix – COVID-19

i. This does include mandatory TMS trainings that the contractor personnel are required need to complete and provide a copy of their certificates to the COR and CO.

b. It may be required to change standards based on the special circumstances associated with any emergency. If such change is required, or a new special circumstance(s) become needed, the contractor shall be informed of the new cleaning requirements and when they will need to be implemented by.

2. Contractor shall maintain the following cleanliness standards:

a. Beds – Headboards and footboards are clean; metal upright and horizontal frame clean; control unit and cord clean and working; linen clean and free of stains and tears; bed properly made; undercarriage free of lint and soil; wheels clean and free of lint. Clean beds in pre-and post op prior to and after every use.

b. Bedside Console Units – Countertop, shelves and facings clean and free of dust and spots; no accumulation of soil in corners; stainless steel sink and plumbing fixtures clean and free of spots and streaks; clothes closet clean and free of dust and lint.

c. Biohazard Waste Receptacles – Clean inside and out; liner in place; shall not be dented or cracked. Pick up lab waste and sharps daily and move to Hazardous Waste location in the Warehouse.

d. Blood or Body Fluid Spills – Clinical staff is responsible for initial cleaning of bloody and body fluid spills and fecal matter. Contractor may be contacted for disinfection and shall wear gloves and other personnel protective equipment/barriers as needed.

e. Carpeting – No stains; dust free along edges and under furniture.

f. Ceilings – Clean; free of dust spots; paint intact; vent clean and free of dust and lint; light bulbs are operable; light fixtures are free of insects; all ceiling tiles are properly in tracks.

g. Chairs – Clean, free of lint and dust. Only healthcare grade upholstery is used in patient care areas. Contractor shall use appropriate cleaner for healthcare grade upholstery.

h. Countertops – Top and underside of countertops are clean, free of dust, stains and finger marks.

i. Cove Bases/Baseboards – Clean and clear; no floor finish build-up; no mop marks; no accumulation of soil in corners; intact around room (firmly affixed to wall with no sign of being loose at juncture with floor).

j. Cubicle Curtains – Clean and free of stains; not faded; pulls freely in tracks; properly mounted; no tears; adequate length and width; established change out schedule implemented. Contractor shall remove soiled curtains to be sent to a laundry contractor and hang an exchange curtain.

k. Dispensers – Soap, hand sanitizer, and paper towel dispensers are clean, free of dust and lint on top, inside, sides, and underneath, free of spots and streaks; supplies replenished within expiration date; fill and replace feminine hygiene products in bathroom dispensers. VA shall provide hand soap.

l. Doors – Clean, free of marks; finish intact; kick plate clean, top is free of dust and lint; edges are clean; handle or knob is clear and clean; hinge facing and door frame are clean and free of dust; door vent is clean and free of dust and lint; window frame is clean and free of dust and lint (inside and outside).

m. Drinking Fountains – Stainless steel free of spots and streaks. Nozzle free of buildup.

n. Equipment – Cleaned, polished, stored properly. Filters, brushes, batteries checked and serviced properly; cords and hardware tight and intact.

o. Fans – Dust free, clean.

p. Floors – Clean, free of dust, lint and stains; no floor build-up or accumulation of soil in corners and along edges; free of heel and scuff marks; free of discolored floor finish; high luster. Grout shall be free of soil and mildew.

q. Furniture – Clean and polished; upholstery clean.

r. Handrails – Clean, free of dust, fingerprints, smudges, stains.

s. Horizontal Surfaces – Free of dust and lint (TV tops, picture frames, ledges).

t. Housekeeping Cart – Clean; locks intact; no personal items; chemicals labeled and locked when not in use.

u. Lights – Dust-free, insect -free, no stains.

v. Linens – Delivery of clean linens to linen closets and collection of soiled linens daily.

w. Mattresses – Clean, free of stains and lint; in good repair without rips or tears.

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

y. Outside Shelter – Located at the West entrance of the facility. Clean shelter and empty waste receptacles.

z. Over-Bed Tables – Clean and free of dust; elevation controls working properly; drawer and drawer mirror clean and free of dust, lint and streaks; base, frames and wheels clean and free of dust and lint. All attachments and storage compartments are clean and empty.

aa. Play equipment – Clean and sanitize shared play equipment daily with children appropriate products.

ab. Podiatry area – Clean and free of dust twice daily.

ac. Refrigerators – Clean, free of dust spots and stains; shelves and facing clean and free of spots, spills and stains; freezer clear and free of stains; motor vent clean and free of dust and lint. Refrigerator door gasket is clean, intact.

ad. Shower Stalls – Walls clean, free of soil build-up on caulking; caulking intact; fixtures free of spots and streaks; door frame and glass free of dust, lint, spots and streaks; shower curtains free of spots, soils and stains; horizontal crossbars above door free of dust, lint, spots, and streaks.

ae. Sinks – Clean inside, outside, and underneath; free of spots and streaks; plumbing fixtures on top and underneath free of dirt, spots and streaks; base of plumbing fixtures free of alkali build-up.

af. Soiled Linens – Collect and transport used/contaminated/soiled linens three times per day for the Surgery and SPS areas using contractor provided cart(s).

ag. Stainless Steel, Corner Plates – Clean, shiny; no smudges.

ah. Telephones – Clean, free of dust and lint; receiver, cord, mouthpiece and dial free of dust, lint and sanitized.

ai. Toilets – Toilet bowl clean inside and outside; no stains, streaks or residue; toilet seat clean, free of spots, stains or streaks and tightly fastened to toilet; plumbing fixtures clean, free of dust, spots, and streaks; plumbing connections to toilet free of alkali build-up and dirt; base of toilet is free of soil build-up and stains.

aj. Vending Machine Areas – Clean, free of dust, lint and stains; no floor finish build-up or accumulation of soil in corners and along edges; free of heel and scuff marks; free of discolored floor finish; high luster. Grout shall be free of soil and mildew. One vending area is to the left once you enter the main entrance and the other is 3 units behind the south entrance desk.

ak. Vents – Free of dust, fingerprints, marks, stains, and spider webs.

al. Walls and Vertical Surfaces (Corner guard, fire call boxes, fire extinguisher, bulletin boards, pictures, and similar items found on walls) – Clean, no lint; paint intact; free of penetrations, finger marks and stains.

am. Waste Receptacles – Clean inside and out; liner in place; shall not be dented or cracked.

an. Waste Management – Collect waste and recyclable materials in the facility and transport to designated locations.

ao. Windows – Interior glass clear and clean; window frames clean; glazing intact and clean; paint in good condition; screens clean.

ap. Window Drapes, Blinds & Shades – Free of lint; properly hung on tracks; not faded; no stains, yellowing or tears; pulley’s and pull cords intact and working; pins installed correctly in drapes and on carriers. Contractor shall remove soiled drapes to be sent to a laundry contractor and hang an exchange set.

aq. Wheelchairs – Free of dust, stains, grease, and mud to include the wheels and frame.

e. QUALIFICATIONS OF KEY PERSONNEL

i. Contractor employees shall have at minimum, one year of medical facility cleaning experience.

f. CONTRACTOR EMPLOYEES

i. Shall have a neat and clean appearance.

ii. Shall read and speak the English language fluently.

iii. Shall sign in when reporting for duty and sign out when leaving at the end of their work shift.

iv. Shall Not disturb papers on desks, open desk drawers/cabinets, or use telephone or other office equipment that are used for official Government use.

v. Shall ensure conservation practices are used to preclude the waste of utilities. This shall include turning off light switches when exiting an unoccupied room/area, not adjusting the heating/air conditioning controls, and turning off water faucets or valves after use.

vi. Shall turn in all items found during the day that appear to be lost to the VA Police Service.

vii. All Contractor personnel assigned to this contract shall be tested annually for the following:

1. PPD (TB)

2. Hepatitis B or a declination of option signed and on file.

3. Negative results shall be furnished to the COR.

4. Employees with positive results shall be cleared by a physician prior to returning to work with documentation.

3. GOVERNMENT RESPONSIBILITIES

a. CONTRACTING OFFICERS RESPONSIBILITIES

i. The designated Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract.

ii. Contractor shall communicate with the Contracting Officer on all matter pertaining to contract administration.

iii. Only the Contracting Officer is authorized to make commitments or issue any modification to include but not limited to:

1. Terms affecting price

2. Terms affecting the quality or quantity of the services listed in this contract

iv. Contracting Officer is the final authority on validating complaints.

v. In the event that the Contractor effects any such change at the direction of any person other than the Contracting Officer without prior authority, no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

vi. In the event that the procured services on this contract do not meet the VA’s quality and/or safety expectations, the best remedy shall be implemented, to include but not limited to a targeted and time limited improvement plan, increased monitoring of the contracted services, consultation or training for Contractor personnel to be provided by the VA; replacement of the personnel and/or renegotiation of the contract terms or termination of the contract.

b. PERFORMANCE MONITORING

i. COR will monitor contractor performance ensuring that:

1. Facility is clean, free of trash and debris.

2. Supplies are furnished and dispensers are replenished continuously.

3. Tasks are performed safely and without damage to Government Property.

4. ADMINISTRATIVE

a. APPLICABLE REGULATIONS

i. Training Requirements in OSHA Standards: https://www.osha.gov/Publications/osha2254.pdf

ii. Title 410 Indiana State Department of Health, Article 1, Communicable Disease Control: http://www.in.gov/legislative/iac/T04100/A00010.PDF?

b. TRAINING

i. Contractor shall provide at minimum annual training to their contract personnel for the following topics:

1. Safety

2. Emergency Preparedness Plan

3. Customer Service

4. Infection Control

5. Universal Precautions

6. Cleaning Procedures for Medical Facility Settings

7. Blood Borne Pathogens

8. General Clinical Cleaning Techniques and Practices

9. Proper Handling and Storing of Regulated Medical Waste

ii. Contractor personnel shall complete annually the following mandatory VA trainings:

1. VA Privacy & Information Security Awareness (VA 10176)

2. Bloodborne Pathogens (VA 12434)

3. Infection Control (VA 362914 and VA 753922)

4. Universal Precautions (VA 12435 and VA 12438)

iii. Contractor shall provide proof of completion of the Indiana State Department of Health Article 1 “Communicable Disease Control”, Rule 3 “Infectious Waste” annually.

iv. Instructions for Contractor personnel to self-enroll in the VA Talent Management System:

1. All Contractor personnel performing services on this contract shall successfully complete the VA Mandatory Trainings on an annual basis.

2. To self-enroll in TMS you shall follow the instructions below:

a. Go to https://www.tms.gov

b. From the log-in page, in the navigation bar click Create New User link.

c. In the VA TMS Self-Enrollment page, select the appropriate division: VHA

d. Click Next

e. Click the appropriate description of what you will be

f. Click Next

g. In My Account Information section fill out all the required information

h. If there is a security pop-up click allow

i. In the email pop up add any additional information and click send

j. In My Job Information fill in all the required information

i. VA Location: NIHCS

ii. VA Point of Contact: Juanita Signs

iii. VA Point of Contact Email: Juanita.Signs2@va.gov

iv. VA Point of Contact Phone: 1-800-360-8387 x79532

v. Contract Length: 5 Years

vi. Contract #: TBD

vii. Vendor Name:

viii. Project Manager: Juanita Signs

ix. Click Submit

k. From the Congratulations page, note and write down the TMS User ID

l. Click Continue

m. Complete the mandatory TMS courses and provide a copy of the Completion Certificate to the COR and CO/CS.

3. Contractor shall provide all contractor personnel TMS certificates of completion within 2 weeks from the date of award, and annually thereafter.

4. Failure to complete the mandatory annual training, within the timeframe required, is grounds for suspension or termination of all work on the contract until such time as the training documents are complete and provided.

c. NON-EMPLOYEE STATUS

i. Government and Contractor agree that the Contractor and all of its employees shall not be considered VA employees for any purpose. In the event of an emergency, floor mat services are considered essential for safety at the medical center for all patients, visitors and employees. Unless instructed by the Contracting Officer not to provide services as scheduled, services shall continue being offered as contracted by the Contractor.

5. DELIVERABLES

a. Contractor shall provide the following deliverables:

i. Contractor Quality Control Program

ii. Contractor Contingency Plan

iii. List of Key Personnel and Job Titles

iv. Cleaning Schedule with Duty Assignments and Times

v. List of Make, Model, and Serial Numbers for all contractor owned equipment

vi. Copies of Annual Mandatory TMS Trainings

vii. Copy of completion of Safe Storage and Handling of Regulated Medical Waste (Title 410 Indiana State Department of Health, Article 1 “Communicable Disease Control”, Rule 3 Infectious Waste”) Annually.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Complete Janitorial Services Contract Period: Base POP Begin: 11-01-2020 POP End: 10-31-2021

Complete Janitorial Services Contract Period: Option 1 POP Begin: 11-01-2021 POP End: 10-31-2022

Complete Janitorial Services Contract Period: Option 2 POP Begin: 11-01-2022 POP End: 10-31-2023

Complete Janitorial Services Contract Period: Option 3 POP Begin: 11-01-2023 POP End: 10-31-2024

Complete Janitorial Services Contract Period: Option 4 POP Begin: 11-01-2024 POP End: 10-31-2025

B.4 ELECTRONIC INVOICE SUBMISSION AND INVOICING

VENDOR ELECTRONIC INVOICE SUBMISSION REQUIREMENTS AND METHODS

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – the FSC uses a third-party contractor, Tungsten Network (referred to OB10), to transition vendors from paper to electronic invoice submission. Please go to website: http://www.tungsten-network.com/customer-campaigns/veteran-affairs-us/ to enroll in the program and begin submitting the electronic invoices, free of charge.

6. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI website is: http://www.x12.org

6. The Contractor shall contact the FSC at the phone numbers or email addresses below with any questions about the e-invoicing or Tungsten Network:

1. OB10 e-Invoice Setup Information: 1-877-489-6135

1. OB10 e-Invoice email: VA.Registration@ob10.com

1. FSC e-Invoice Contact Information: 1-877-353-9791

1. FSC e-Invoice email: vafsccshd@va.gov

BILLING AND INVOICING

1. In accordance with this contract, all services shall be billed in arrears on a monthly basis.

2. Contractor shall only bill for services rendered and for line items delivered.

3. A proper invoice that is submitted for payment, shall be accepted and certified for payment if:

i. Monthly invoice is submitted in arrears, no later than the 20th business day of the following month that services were rendered.

ii. Invoice contains in addition to the information required for submission of a ‘proper’ invoice in accordance with FAR 52.212-4(g) the following information:

a. Name and Address of the Contractor

b. Invoice Date and Invoice Number

c. Contract Number

d. Contract Order Number

e. Purchase Order Number

f. Date Range of Services Provided

g. Description of Services Provided

h. Line/Sub-Line Item number(s) of services provided

i. Quantity of each Line/Sub-Line Item

j. Unit Rate for each Line/Sub-Line Item

k. Total Cost for each Line/Sub-Line Item

l. Total Invoice Cost

2. The Certifying Official will confirm the information in the submitted invoice to the contract and invoice to ensure it is correct and valid.

a. If the invoice submitted is not a proper invoice, the certifying official shall refuse the invoice with a detailed statement as to why the invoice was refused.

b. Contractor shall make corrections and resubmit using a separate invoice number, notating the invoice number it is replacing.

B.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

As prescribed in FAR Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts and contracts that exceed $250,000.00 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to Federal Awardee Performance and Integrity Information System (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

Each contractor whose contract award is estimated to exceed $250,000.00 requires a CPARs evaluation. A government Focal Point will register your contract within 30 days after award and, at that time, you will receive and email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions you may contact the Customer Support Desk at DSN: 684-1690 or COMM: 207-438-1690.

For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have 60 days to submit any comments and re-assign the report to the CO.

Failure for the contractor’s representative to respond to the evaluation within those 60 days will result in the governments evaluation being placed on file in the database with a statement that the contractor failed to respond. The Contractor’s representative will be locked out of the evaluation and may no longer send comments.

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations…