36C25021Q0485.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

PRODUCT SERVICE CODE

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CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

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AGENCY CONTACT'S EMAIL

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EMAIL DESCRIPTION

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POSTAL CODE

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ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice S201 Janitorial Services, Zanesville CBOC, 4/1/21 - 3/31/22 45409-1337 36C25021Q0485 03-25-2021 13:00

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

561720 Department of Veterans Affairs Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337 Contract Speicalist Calvin L. Courtney calvin.courtney@va.gov Zanesville Community Based Outpatient Clinic 2800 Maple Avenue Zanesville

OH

43701

USA

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

This solicitation is issued as a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05 dated 3/10/21.

This solicitation is set-aside for

SDVOSB

The associated North American Industrial Classification System (NAICS) code for this procurement is 561720 (Janitorial Services), with a small business size standard of $19.5M.

The FSC/PSC is S201 (Housekeeping – Custodial Janitorial).

The Zanesville Community Based Outpatient Clinic (CBOC), 2800 Maple Avenue - Zanesville, OH 43701, is seeking to acquire a non-personal services contract to provide janitorial services. The contractor shall provide all management, tools, equipment and labor necessary to ensure that custodial services are performed at the 9,700sf CBOC in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance, IAW the Performance Work Statement (PWS). There is a possibility these services will be absorbed into the leasing contract for this location starting 1 October 2023 or at some point within the last option period. If this occurs, the last option may not be exercised or the final option period may be terminated for convenience at some point during this time.

All interested companies shall provide quotations for the following:

Supplies/Services

The contract period of performance is:

Base Period: 04/01/21 – 09/30/21 Option Period 1: 10/01/21 – 09/30/22 Option Period 2: 10/01/22 – 09/30/23 Option Period 3: 10/01/23 – 09/30/24 Place of Performance/Place of Delivery

2800 Maple Avenue Zanesville, OH

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.204-7, “System for Award Management” (Oct 2018)

2. FAR 52.204-16, “Commercial and Government Entity Code Reporting” (Aug 2020)

3. FAR 52.212-1, “Instructions to Offerors–Commercial Items” (Jun 2020) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

(a) North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation.

(b) Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show-

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately.

(f) Late submissions

(1) Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of purchase order. Quotations should contain the quoter’s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government’s choice and will not use the formal source selection procedures described in FAR part 15.

(h) Multiple purchase orders. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(i) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the quoter’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.

(k) [Reserved].

(l) Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer.

4. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.204-13, “System for Award Management Maintenance” (Oct 2018)

FAR 52.204-18, “Commercial and Government Code Maintenance” (Aug 2020)

FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (Oct 2018)

FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (Jan 2021)

The following subparagraphs of FAR 52.212-5 are applicable:

52.204–10, Reporting Executive Compensation and First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109–282) (31 U.S.C. 6101 note).

52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (OCT 2015) (31 U.S.C. 6101 note).

52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C 632(a)(2)).

52.222-3, Convict Labor (June 2003) (E.O. 11755).

52.222-21, Prohibition of Segregated Facilities (APR 2015).

52.222–26, Equal Opportunity (SEP 2016) (E.O. 11246).

52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793).

52.222-50, Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627).

52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67).

52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

52.222-43, Fair Labor Standards Act and Service Contract Labor Standards—Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015).

52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706).

**End 52.212-5 Sub-Clauses** FAR 52.232-40, “Providing Accelerated Payments to Small Business Subcontractors.” (Dec 2013) FAR 52.237-2, “Protection of Government Buildings, Equipment, and Vegetation” (Apr 1984) FAR 52.237-3, “Continuity of Services” (Jan 1991) VAAR 852.204-70, “Personal Identity Verification of Contractor Personnel” (May 2020)

All quoters shall submit the following: All pre-award deliverables listed in the PWS, acknowledgement of capability to complete the contract in accordance with the PWS, acknowledgement of any applicable amendments to this solicitation and a completed price schedule.

All quotes shall be sent to the Contract Specialist, Calvin Courtney at calvin.courtney@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

52.212-2 EVALUATION—SIMPLIFIED ACQUISITION PROCEDURES

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The following factors shall be used to evaluate quotations:

1) Price

2) Technical: Ability to meet the requirements provided in the Performance Work Statement

(b) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

(1) Price: The Government will evaluate the price by adding the total of all line item prices, including all options. The Total Evaluated Price will be that sum.

(2) Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements, to include deliverables, as outlined in the solicitation and PWS and based on the information requested in the instructions to quoters section of the solicitation.

(c) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 25 March 2021, 1 PM EST at calvin.courtney@va.gov.

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

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Calvin L. Courtney calvin.courtney@va.gov Attachment 1: Combined Synopsis-Solicitation for Commercial Items

PERFORMANCE WORK STATEMENT JANITORIAL SERVICES

ZANESVILLE, OH COMMUNITY BASED OUTPATIENT CLINIC (CBOC)

Section 1: General Information General: This is a non-personal services contract to provide janitorial services for the Zanesville Community Based Outpatient Clinic. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at the 9,700-square foot Zanesville Community Based Outpatient Clinic (CBOC) in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. Minimum cleaning frequencies are established in Appendix A, Veterans Affairs Custodial Task Frequency. Facility drawings of areas cleaned are established in Appendix B, Floor Plans and Maps. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, HAF standards, instructions, and commercial practices.

1.2 Period of Performance: 3 Years and 6 months

1.3 Place of Performance:

Zanesville Community Based Outpatient Clinic 2800 Maple Avenue Zanesville, Ohio 43701

1.4 Hours of Operation: The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will be required to furnish such services five (5) days a week excluding weekends and federal holidays. Zanesville CBOC daily normal hours of operation are from 8:00am to 4:30pm. This does not include services that will be conducted outside of normal working hours (carpet shampooing and floor waxing and stripping).

The work hours are described below:

(a) Normal Work Hours. Zanesville CBOC – Monday thru Friday (except federal holidays) one shift, 8:00pm to 4:30pm.

(b) Federal Holidays. The holidays observed by the Federal Government, i.e., New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a federal holiday.

(c) Non-work Hours. Except in the case of emergency, special events and jobs within the scope of work, the Zanesville CBOC will be closed on all Saturdays and Sundays, federal holidays and Monday through Friday from 4:30pm until 8:00am the following workday.

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

1.6 Building: The square footage is approximately 9,616 square feet. (carpet-2,687 square feet; vinyl plank flooring- 3,889 square feet; VCT-2,750 square feet; ceramic-290 square feet).

1.7 Type of Contract: The government will award a Firm Fixed Price contract, consisting of a base period of six (6) months and three (3) one-year option periods.

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

1.9 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available athttp://www.fsc.va.gov/einvoice.asp.

Section 2: Definitions & Acronyms

2.1 Definitions:

Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms. Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

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

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

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

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

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

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

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

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

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

Terminal Cleaning. Cleaning procedures implemented in the room or immediate physical environment after an individual has made an unexpected mess (vomit for example).

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

2.2 Acronyms:

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

Section 3: Government Furnished Property, Equipment, and Services

3.1 Government Furnished Facilities: Janitorial closets will be available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. The Contractor will be required to maintain odorless and clean closets. Closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. The government will not be responsible for Contractor’s stored supplies or equipment kept in the building or janitor’s closets or for the Contractor’s employees’ personal belongings.

3.2 Government Furnished Supplies:

All toilet and cleaning supplies necessary for cleaning including:

· Toilet Paper

· Paper Towels

· Hand Sanitizer

· Air Freshener

· Hand Soap

· Germicidal Cleaners

· Flooring Detergent

· Finishing Products

3.3 Government Furnished Utilities: The Government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

3.3.1 Utility Conservation: Contractor employees will adhere to utility conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities as follow:

· Light shall be used only in areas when and where work is performed.

· No adjustment of mechanical equipment controls for heating, ventilation air-conditioning system shall be made.

· Water faucets or valves shall be turned off after required usage.

· Problem/Abnormalities shall be brought to the attention of the COR as soon as possible.

3.4 Telephone Services:

Telephone service is available for in-house calls only. Service shall not be used for personal calls or for any toll or long-distance calls. Any business use must be directly related to said contract.

3.5 Solid Waste Collection and Disposal:

The Contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS. The contractor shall adhere to all recycling programs.

3.6 Mail Service:

The Contractor shall be responsible for coordinating with the US Postal Service for the delivery of mail to the Contractor's facility or post office box. No mail will be accepted for the contractor at the facility for the contractor.

Section 4: Contractor Furnished Items and Services The Contractor shall provide all equipment, management, supervision, personnel, and transportation, except as specified herein as government-furnished, necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. A list of such equipment to be provide is as follows:

· Janitor cart

· Mops, mop heads and buckets

· Vacuum

· Sweeper

· Brooms and dustpans

· Floor buffer

Section 5: Specific Tasks Standards: Aseptic areas apply to the kitchen, dining, and restrooms. Custodial standards apply to the common areas, excluding the dining area, and the exam rooms. There may be some cases where an exam room requires a “terminal cleaning” in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas. See 6.1 APPENDIX A: Custodial Task Frequency Schedule – for daily, weekly, ETC. cleaning requirements. It also identifies which services can be provided during regular business hours and what service must be completed outside of regular working hours. Regular working hours are 8:00 A.M. EST. through 4:30 P.M. EST. Restrooms shall be serviced at 12:00 pm and again after 4:30pm. Offices may be cleaned from 12:00pm to 4:30pm, and all other areas, including floors, must be cleaned after 4:30 pm. Section 6.2 - Appendix B contains a detailed floor plan shaded to identify areas to be cleaned.

5.1 Basic Cleaning Services:

5.1.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc...): Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

5.1.2 Carpeted Floors: Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Contracting Officer Technical Representative (COR). Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

5.1.3 Clean Floor (Walk-Off) Mats: Vacuum and/or clean interior and exterior floor mats. Mats shall befree of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

5.1.4 Trash Collection/Removal (Centralized Locations): All refuses, trash and garbage containers shall be emptied and returned to their initial location. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

5.1.5 Handling of Infectious Medical Waste ("Red Bag" Waste and "Sharps") Containers: The Contract housekeeping employees are required to collect bio-hazardous "RED BAG" waste and sealed "SHARPS “containers from the facility and deposit the bags and sealed containers in designated bio- hazardous waste containers in the locked bio-hazardous waste storage area. Full waste containers will be sealed for pick-up when full. Contractor shall maintain records on employee training on bio-waste handling.

5.1.6 Stock Hand Sanitizer: Monitor hand sanitizer dispensers and replace empty containers as required.

5.2 Restrooms/Locker Rooms Cleaning Services:

5.2.1 Clean and Disinfect: All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, partitions, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Toilets and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall besmudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

5.2.2 Restroom Floor Care: All floor surfaces shall be maintained in accordance with paragraph 1.2.1 by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

5.2.3 Stock Restroom Supplies: Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, hand soap, and air freshener do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within one hour of notification.

5.2.4 Drinking Fountains: Contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

5.2.5 Restroom Trash Removal: All trash containers in restrooms and locker rooms shall be emptied, trash disposed, and containers returned to their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

5.3 Periodic Cleaning Services: (Services performed on a monthly, semi-annual, annual basis)

5.3.1 Periodic Hard Floor Maintenance: Hard floors shall be cleaned, scrubbed, sealed, polished, and waxed as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Waxed floors are to the stripped and re-waxed quarterly.

5.3.2 Periodic Carpet Restorative Cleaning: Carpets shall be deep cleaned semi-annually to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

5.3.3. Approximate floor square footage:

Carpet: 2,687 Square Foot Vinyl Plank Flooring: 3,889 Square Foot VCT: 2,750 Square Foot Ceramic: 290 Square Foot

5.4 Special Requirements:

5.4.1 Equipment Cleaning: Wheelchairs, stretchers, and Hoyer lifts in storage for patient escort use shall all be cleaned with a germicidal once a month or as needed.

5.5 Contractor Personnel Requirements:

5.5.1 Contractor Qualifications:

1. The Contractor shall assign a supervisor to train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures to ensure compliance with all provisions contained in this contract.

2. The supervisor shall have at least one (1) year of prior experience as a supervisor within the last three years.

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

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

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

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

b) Name, telephone number and address of the supervisor

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

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

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

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

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

5.5.2 Contractor’s Attire and Identification:

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

2. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor’s and employee’s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain “Visitors’ Badges” during the interim period via VA Police or Human Resource Department.

3. In special sanitation and/or “isolation” situations, the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility. Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

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

5.5.3 Required Training:

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

2. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 60 days after notification of being selected for award and within 10 days of the required retraining date thereafter.

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

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

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

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

e) Familiarization with local fire preventing and safety procedures.

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

g) Familiarization with the Contractors procedures manual.

h) Individual duties and responsibilities.

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

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

k) Techniques/methods for measuring quality of work performance

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

m) Facility emergency fire and disaster program

n) Hazardous Communication Standard

o) Utility Operation

p) Standard Precautions

q) Emergency Preparedness

r) Body Mechanics/Lifting

s) Accident Reporting

t) Sexual Harassment

u) Ethics

v) TB-Precautions (PPD Hep B)

w) Mercury/Spills

x) Radiation Training (Government-furnished)

y) Chemo Waste Handling

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

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

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

5.5.4 Contractor’s Quality Control Plan:

1. The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program shall be provided to the CO for evaluation of quote and will be approved by the government prior to award. An updated copy shall be provided to the COR as changes occur. The quality control program shall include, but are not limited to the following:

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

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

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

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

5.5.5 Fire Prevention and Emergency Procedures:

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

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

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

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

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

5.5.6 Building Security and Keys:

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

2. The Government shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. Except for keys issued to CEH, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or designated representative will perform an inventory of keys assigned to the Contractor at the end of the contract period or as needed. Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for re-keying of the Facility caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

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

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

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