36C25023Q0249.docx

Combined Synopsis for Solicitation

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO-10) 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contract Specialist Josh Kovar Joshua.Kovar@VA.gov

All Questions shall be emailed to POC above

PLACE OF PERFORMANCE

Dayton VA Medical Center

Dayton VA Fisher House

4100 West Third St. Building 425

Dayton OH

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

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 an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular: 2023-01.

This solicitation is set-aside for CVE/VetCert verified SDVOSBs (Service-Disabled Veteran Owned Small Businesses).

The associated North American Industrial Classification System (NAICS) code for this procurement is 561710 – Janitorial Services, with a small business size standard of $19.5 Million. The FSC/PSC is S201 – Housekeeping – Janitorial

The following Wage Determinations apply to this contract.

Dayton, OH VA Medical Center Wage Determination No. 2015-4731 | Revision No. 19 Date of Last Revision: 12/27/22 – www.SAM.gov

Contracting Office Address Department of Veterans Affairs Network Contracting Office (NCO-10) 3140 Governor’s Place Blvd. Suite 210 Kettering, Ohio 45428

Is seeking to purchase Hospitality / Janitorial Services and supplies. All interested companies shall provide quotations for the following:

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

B.2 PRICE/COST SCHEDULE

NOTE: Some identified and listed quantities are estimates (0001 and 0002 and subsequent SLINs). Vendor shall invoice monthly, for ONLY actual services rendered. DO NOT perform other than those identified, unless the ACO has issued a modification to the contract to add a CLIN for that specific action. Contractor shall invoice for actual performance (hours and materials used) and shall indicate CLINs/SLINS on all invoices.

Please fill out attachment: Price-Cost_Schedule-23Q0249.xls for your response

ITEM INFORMATION

Hospitality Staff Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

0001AA

Hospitality Staff - Site/Shift Supervisor 40 Hrs / WEEK * 52 WK/ YEAR - Per the PWS Estimated Quantity, Not to Exceed, Bill for Actual Use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0001AB

Hospitality Staff - Hospitality staff as directed in staggered shifts 56 Hrs / WEEK * 52 WK/YEAR - per the PWS Estimated quantity, Not to Exceed, Bill for Actual Use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0.00

Supplies Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0002AA

Trash Bags 4 Gallon Clear - 200 CT Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

PRODUCT/SERVICE CODE: 8105 - Bags and Sacks

0002AB

Trash Bags 13 Gallon Residential - Kitchen - 100 CT Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0002AC

Trash Bags Simple Human (Or Equivalent) Size A (4.5l) 90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0002AD

Trash Bags Simple Human (Or Equivalent) Size H (40-45l) 100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0002AE

Trash Bags 33 Gallon Black 90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0002AF

Nitrile Gloves - Blue 4ML - Size Medium 100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

PRODUCT/SERVICE CODE: 8415 - Clothing, Special Purpose

0002AG

Nitrile Gloves - Blue 4ML - Size Large 100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0002AH

Micro-Fiber Towels General Purpose 1 Case (18 Packs of 12 Towels) Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

PRODUCT/SERVICE CODE: 7920 - Brooms, Brushes, Mops, and Sponges

0002AJ

Micro-Fiber Towels Glass Surfaces

3 PK

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0002AK

Micro-Fiber Floor Mop Head (Wet) Each - Rubbermaid FGQ41000BL00 HYGEN Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

0002AL

Micro-Fiber Floor Mop Pad Each - Dry for wood floors Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Base POP Begin: 03-19-2023 POP End: 03-18-2024

Hospitality Staff Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1001AA

Hospitality Staff - Site/Shift Supervisor

Estimated Quantity, Not to Exceed, Bill for Actual Use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1001AB

Hospitality Staff - Hospitality staff as directed in staggered shifts

Estimated quantity, Not to Exceed, Bill for Actual Use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

0.00

Supplies Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AA

Trash Bags

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AB

Trash Bags

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AC

Trash Bags

90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AD

Trash Bags

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AE

Trash Bags

90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AF

Nitrile Gloves - Blue

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AG

Nitrile Gloves - Blue

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AH

Micro-Fiber Towels

1 Case (18 Packs of 12 Towels) Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AJ

Micro-Fiber Towels

3 PK

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AK

Micro-Fiber Floor Mop Head (Wet)

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

1002AL

Micro-Fiber Floor Mop Pad

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 1 POP Begin: 03-19-2024 POP End: 03-18-2025

Hospitality Staff Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2001AA

Hospitality Staff - Site/Shift Supervisor

Estimated Quantity, Not to Exceed, Bill for Actual Use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2001AB

Hospitality Staff - Hospitality staff as directed in staggered shifts

Estimated quantity, Not to Exceed, Bill for Actual Use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

0.00

Supplies Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AA

Trash Bags

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AB

Trash Bags

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AC

Trash Bags

90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AD

Trash Bags

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AE

Trash Bags

90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AF

Nitrile Gloves - Blue

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AG

Nitrile Gloves - Blue

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AH

Micro-Fiber Towels

1 Case (18 Packs of 12 Towels) Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AJ

Micro-Fiber Towels

3 PK

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AK

Micro-Fiber Floor Mop Head (Wet)

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

2002AL

Micro-Fiber Floor Mop Pad

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 2 POP Begin: 03-19-2025 POP End: 03-18-2026

Hospitality Staff Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3001AA

Hospitality Staff - Site/Shift Supervisor

Estimated Quantity, Not to Exceed, Bill for Actual Use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3001AB

Hospitality Staff - Hospitality staff as directed in staggered shifts

Estimated quantity, Not to Exceed, Bill for Actual Use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

0.00

Supplies Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AA

Trash Bags

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AB

Trash Bags

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AC

Trash Bags

90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AD

Trash Bags

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AE

Trash Bags

90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AF

Nitrile Gloves - Blue

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AG

Nitrile Gloves - Blue

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AH

Micro-Fiber Towels

1 Case (18 Packs of 12 Towels) Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AJ

Micro-Fiber Towels

3 PK

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AK

Micro-Fiber Floor Mop Head (Wet)

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

3002AL

Micro-Fiber Floor Mop Pad

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 3 POP Begin: 03-19-2026 POP End: 03-18-2027

Hospitality Staff Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4001AA

Hospitality Staff - Site/Shift Supervisor

Estimated Quantity, Not to Exceed, Bill for Actual Use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4001AB

Hospitality Staff - Hospitality staff as directed in staggered shifts

Estimated quantity, Not to Exceed, Bill for Actual Use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

0.00

Supplies Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AA

Trash Bags

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AB

Trash Bags

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AC

Trash Bags

90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AD

Trash Bags

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AE

Trash Bags

90 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AF

Nitrile Gloves - Blue

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AG

Nitrile Gloves - Blue

100 Count Box Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AH

Micro-Fiber Towels

1 Case (18 Packs of 12 Towels) Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AJ

Micro-Fiber Towels

3 PK

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AK

Micro-Fiber Floor Mop Head (Wet)

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

4002AL

Micro-Fiber Floor Mop Pad

Estimated Quantity, Not to Exceed, Bill for Actual use Contract Period: Option 4 POP Begin: 03-19-2027 POP End: 03-18-2028

Please fill out attachment Price-Cost_Schedule-23Q0249.xls for your response

PERFORMANCE WORK STATEMENT

A. FISHER HOUSE MANAGER – SITE PROGRAM MANAGER

Section:

E-Mail Address:

B. CONTRACT TITLE: FISHER HOUSE HOUSEKEEPING SERVICES

C. BACKGROUND:

1. The contractor shall provide hospitality housekeeping/cleaning services (“hotel-home like cleaning services”) at the Fisher House in a manner that will maintain a superior facility condition and shall ensure that all employees present in a clean, neat, and professional appearance, as determined by the Fisher House Manager.

2. The Contract will consist of a Base Year with an estimated commencement date of 18 March 2023 through 19 March 2024 followed by four consecutive Option Years.

3. The Fisher House consists of 16 private bedroom and bathroom suites (often referred to as guest rooms), common areas that include a kitchen, common area bathroom, living room, family room, dining room, laundry room, staff office and staff bathroom and is approximately 13,500 square feet.

4. Service is required seven (7) days a week, including holidays. Housekeeping service include all common areas, guest rooms, bathrooms, office, storage rooms, front and rear porches and patio. Cleaning duties shall be performed at established frequencies (included in this Performance Work Statement), for a room “refresh” for guestrooms occupied 3+ days (occurring anywhere from day 3-7 of occupancy or at the request of the manager) and after each guest departure. NOTE: During their stay, Fisher House guests are responsible for light cleaning and maintenance of their own guest room and bathrooms, and therefore occupied guest rooms do not receive a daily cleaning, only a daily trash pick-up in the guestroom and guest bathroom and room “refresh” after 3-7 days of occupancy.

5. The contractor is responsible for all room refreshes and room turnovers when a guest room is no longer occupied. The contracted housekeeping is responsible for collecting all linens from the bedroom and bathroom to be sent out for cleaning. Housekeeping will collect these items and place them in a provided linen company bag to be sent out for cleaning. The items include all bath linens (bath towels, washcloths, hand towels, and bathmats or similar) and all bedroom linens (bedsheets, pillowcases, duvet covers, pillow shams, blankets, duvet inserts, comforters, mattress pads, and pillows or similar). The contracted housekeeping staff will wash more delicate items, i.e.: kitchen towels, shower curtains, rollaway linen items, etc. at the Fisher House (usually 1-3 loads of laundry a week, at this time).

6. Flooring throughout the Fisher House consists of all wood floors in upstairs hallways and 16 private bedrooms. All common area on the 1st floor is ceramic tile with grout seams. The Common area includes the kitchen, family room, living room, dining room, laundry room and downstairs hallways and an area rug of medium pile in the living room (family room rug recently removed and may/may not be returned). Each of the 16 bedrooms have wood floors and a medium pile area rug (average size 8’x13’) located under the bed and located in the center of the room. All common areas are ceramic tile. Center staircase has a secured carpet runner, 2 fire staircases are bare, with tile at the top and bottom landings. Downstairs hallways have removeable floor mats near each doorway, as well as the front entrance and back patio doors. Each exterior door has an entry mat outside. Kitchen and laundry room counters are quartz. All bathrooms have ceramic tile floors, granite countertops and tiled walk-in showers. All ceramic tile floors in the common area, guest room bathrooms, fire staircase landings, office and office bathroom were recently professionally cleaned and sealed by another contractor, completed in November 2022.

D. SCOPE:

1. All work shall be performed by skilled (previous experience as a housekeeper) and trained personnel who are able to converse in English. The contractor shall provide all necessary labor, travel, supervision, equipment, supplies and coordination. The contractor shall provide housekeepers 7 days a week. Monday through Friday, coverage shall occur from 8:00 to 16:30, a total of 16 hours of housekeeping in a minimum of 2 staggered shifts (i.e. 8:00 to 16:30 and 11:00 to 19:30) or more than 2 housekeepers in shorter shifts covering the 16 hours total. On Saturday and Sunday there should be 8 hours of housekeeping covering each day from the hours 8:00 to 16:30 (this shift requires a minimum of 1 housekeeper to work an entire 8-hour shift or a combination of 2+ housekeepers covering the entire 8.5 hours to perform housekeeping services at the Fisher House).

2. Typical work shall include, but not be limited to vacuuming, mopping, bathroom cleaning, kitchen cleaning, removing trash, window cleaning, dusting, changing light bulbs, common area cleaning, carpet shampooing, upholstery cleaning, guest room cleaning/turnover (similar to a hotel-changing sheets, making beds, setting room up for next guest, etc.), etc. (see duties and frequency chart below).

3. Each worker providing services shall be required to log in and out at the Fisher House for the beginning and end of their shifts, provide date and time, respectively. Site Supervisor will communicate hours worked each week to the contractor and to VA.

4. Contractor must provide trained “back-up” staff when assigned staff is absent (both scheduled and unscheduled).

5. VA Fisher House will provide all cleaners and paper supplies. Vendor to provide Trash bags, miscellaneous cleaning supplies, and necessary equipment to provide service. Cleaning supplies are like that of a hotel or a home, not a commercial area. See attached list with current supplies used. This list is subject to change due to availability of an item or needs change. Specialty cleaning items are the responsibility of Fisher House to provide to the contracted housekeeping company. See attached Table 1: Dayton VA Fisher House – Estimated Supply List, at end of PWS.

6. The contractor shall perform these services in accordance with the Occupational Safety and Health Administration (OSHA) and the American National Standards Institute (ANSI) safety guidelines. It is expected that all tasks shall be performed in a neat, professional manner, to present a good appearance. The contracted worker will keep all housekeeping storage areas and housekeeping closet maintained in a neat, clean, and orderly manner.

7. The contractor shall be fully responsible for any repairs and all damage to VA property, which results from the activities, negligence, or carelessness of its employees or subcontractors. All damages shall be immediately brought to the attention of the Fisher House Manager by the end of the workday of occurrences. If damage is not discovered on the day the work is performed, it shall be repaired within 72 hours of notification of the contractor by the VA. In cases of disputes between the Fisher House Manager and the contractor, the contractor shall notify the Contracting Officer, in writing as soon as possible, to avoid any delay in conflict resolution. If the Contracting Officer is not notified in writing within thirty (30) days of the date of the incident, the incident shall be considered to have been resolved to the satisfaction of the contractor.

8. All supplies are estimates and based upon 80% occupancy and other factors. The Government reserves the right to increase or decrease the supply quantities based upon actual use to allow for fluctuations of client demand that are otherwise unknown at the time of solicitation. The total contract value may increase up to 10% of the base award.

E. SPECIFIC TASKS

1. Contractor’s Personnel

i. Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the contract. The contract manager shall have full authority to act on behalf of the contractor on all contract matters relating to the daily operation of this contract. The contract manager shall be able to read, write, speak, and understand English. The contract manager or alternate(s) shall be available during normal business hours and be able to meet, either in-person or telephonically, with VA personnel designated by the Contracting Officer within 24 hours to discuss deficiencies.

ii. Contractor Site Supervisor: Contractor will have a housekeeper designated as a site supervisor and will have direct contact with the contractor about services provided at site and be the liaison between Fisher House and contractor. Site Supervisor will work on-site 40 hours each week (as part of the 96 hours total in this contract) with the other contracted employees. The Site Supervisor will be responsible for training all new contract employees.

iii. Contractor Employees: All contractor personnel on-site shall present a neat appearance and be easily recognized as contract employees. This may be accomplished by wearing clothing bearing the company name and/or by wearing appropriate badges that prominently display the contractor’s company name and the employee’s name. Jeans, shorts, house slippers, CROCS, flip-flops and sandals are not considered appropriate or safe attire for this setting. Contract personnel must wear closed toes shoes, and preferably rubber soled shoes for safety. Contractor employees need to be mindful of what logos, sayings, etc. are displayed by the worker on their clothing/body (to avoid sexual, political, and/or negative connotations). Contract employees need to be mindful of not having nails longer than 1/4 inch, in order to be able to wear disposable vinyl gloves for proper barrier protection and to avoid transmission of germs and illnesses. Contract employees should not wear hats indoors, except to comply with religious beliefs or sunglasses indoors unless prescription lenses.

iv. All Contract employees must be able to stand for long periods of time, bend, lift, push, pull and carry a minimum of 25lbs, climb stairs, kneel, bend, crawl, squat, crouch and reach above their head.

v. All Contractor Employees must display their government issued security (PIV) badge at all times.

vi. The contractor shall not employ persons for work on this contract if such an employee is identified to the contractor by VA Police or Contracting Officer as a potential threat to the health, safety, security, general well-being, or mission of the medical center and the VA.

vii. The contactor shall not employ any person who is presently an employee of the U.S. Government when and if the employment of that person would create either a conflict of interest or the perception of such a conflict.

2. Morning Check-In: Contractor workers shall report to the Fisher House Manager or designee (a Fisher House staff member) at the beginning of each workday to coordinate the areas to be completed that day. When the manager or designee is unavailable, the work details will be provided in writing. Work will be performed between 8:00 and 19:30, Monday through Friday and 8:00-16:30 Saturday and Sunday. Absences will be reported to the contractor who will then notify Fisher House staff. The contractor will provide back-up staffing for all planned and unplanned absences. Log in/out is required when entering or leaving the building. The Site Supervisor will provide the number of hours worked each week to both Fisher House and to the contract vendor.

i. Normal Duty Hours: Work required in the performance of the contract shall be performed during the hours of 8:00 to 19:30 p.m., Monday through Friday, and Saturday-Sunday 8:00 a.m. to 16:30 Contractor will provide workers for all Federal Holidays. This shall be defined as straight time.

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

iii. The Following Federal legal holidays are observed by this facility: Any holidays falling on Saturday will be observed on the preceding Friday; holidays falling on Sunday will be observed on the following Monday. The contractor is required to provide 8 hours of cleaning services on holidays, unless instructed by the Fisher House manager otherwise.

3. Guest Relations: The contractor will assure that the assigned staff members have housekeeping experience, are qualified and able to provide excellent customer service. The contracted workers will be cleaning in the areas where Fisher House guests will be living and will need to be able to have appropriate boundaries, Fisher House guests are vulnerable and are experiencing a medical crisis. Assigned staff must maintain appropriate boundaries and professional relationships (i.e. no exchanging personal contact information, becoming social media friends, no exchange of money for goods or services, etc.) with Fisher House guests.

4. Procedures and Documentation: Contractor will be subject to frequent unannounced safety and environmental inspections. Contractor will have ten (10) working days to correct sanitation infractions designated as non-critical and two (2) working days to correct critical infractions.

i. Training and Records Maintenance: Orientation and initial training of all personnel shall be accomplished within the first fourteen (14) days of employment with written documentation furnished to the Fisher House Manager. All training shall be documented, and written copies of signed attendance sheet provided to Fisher House Manager within ten (10) days of completion of training.

ii. Documentation of Services Performed: Contractor shall maintain documentation of:

a. Tile maintenance

b. Deep cleaning of restrooms and guest rooms

c. Wall washing

d. Area rug carpet cleaning/shampooing – spot treatments

e. Upholstery cleaning

iii. Cleaning Duties and Frequency Chart:

KITCHEN

* (some areas of kitchen will need to be covered multiple times a day to achieve highest sanitation)

Appliances – wipe down (inside & outside)

X

X

Backsplash – wipe down

X

X

Coffee Supplies Organizer: empty and clean at minimum 1x/week. More if dirty. Wipe the outside down daily.

X

Cabinets – wipe down

X

X

Counter tops – remove all items and clean behind/under.

X

X

Countertops, door handles, all high touch surfaces in kitchen cleaned by 2nd shift contract worker.

X

X

Dishwasher – start, load and unload dishwasher

X

X

Floor – dry mop or sweep and wet mop

X

X

Lights - check & contact manager

X

Refrigerators/Freezers – wipe door handles, open doors, and wipe down fronts of shelves, any flat surface

X

Replace Supplies – paper towels, refill soap, etc.

X

X

Microwave/Stove/Oven/Dishwasher – clean inside and outside

X

X

Sinks - clean & disinfect

X

X

Trash Cans – empty, clean & replace liner

1-2x’s

X

Vents – clean/dust

X

Baseboards dust/damp clean

X

Appliances – wipe down (inside & outside)

X

X

Cabinets– wipe down, inside and out

X

X

Floor – sweep and wet mop

X

X

Sink – clean & disinfect

X

X

Lights – check & contact manager

X

Replace Supplies – paper towels, refill soap, etc.

X

X

Items around the sink, be sure to wipe down soap and lotion dispensers, and refill as needed.

X

X

Shelves – dust

X

Trash Cans – empty, clean & replace liner

X

X

Walls – dust

X

Washer/Dryer – wipe interior & exterior

X

Washer – run monthly laundry cleaner, check trap

Vents - clean

X

Baseboards dust/damp clean

X

Area Rug – vacuum, spot clean & shampoo

X

X

Chair Legs – dust and polish

X

Couches/chairs (overstuffed) – vacuum, spot clean, & upholstery clean

X

X

Pictures – dust & clean glass & frames

X

X

Silk plants – clean and dust

X

X

Shutters – dust (inside and out) and wipe down

X

Tables – dust & polish

X

X

Tile – sweep and wet mop

X

X

Window sill – clean inside

X

Windows – clean inside

X

X

Vents - clean

X

Baseboards dust/damp clean

X

Curtains/window coverings (dust)

X

X

Floor – sweep, vacuum, spot clean

X

X

Lights – check & contact manager

X

Stainless Steel – polish

X

X

Doors – wipe down

X

X

Walls – dust & polish

X

X

STAIRCASE

*center staircase and 2 fire escape stairs

Bannister, Railings, wood steps – wipe down

X

X

Carpet – vacuum & shampoo when needed

X

X

Stairs –sweep and damp mop

X

Tile – sweep and damp mop

X

Walls – wipe down and spot clean

X

X

Banisters – wipe down/wet wash

X

X

Ceilings/walls/columns – remove spider webs, wipe down and clean Notify manager for pest control

X

X

Entry rugs – sweep off/vacuum

X

Floors – sweep or use lightweight blower for leaves and debris

X

X

Furniture – wipe down

X

X

Lights – check & contact manager

X

Walkways – sweep, use lightweight blower for leaves, and debris

X

X

Floor – sweep & mop

X

X

Organize supplies

X

Vents - clean

X

Keep area neat, clean and organized

X

Trash Can – remove trash daily (or more if needed)

X

Housekeeping cart- neat and orderly, “clean cart”

X

Bathroom – clean/disinfect & restock

X

X

Ceiling Fan – damp wipe, vacuum

X

Desks – damp wipe and dust

X

Floor –wet mop

X

X

Furniture – dust and wipe down

X

Office Upholstered chairs – Dust, clean and upholstery clean when needed

X

X

Shutters – dust (inside and out) and wipe down

X

Trash Cans – remove & replace liner

X

X

Window/Sill – clean inside

X

Windows – clean inside

X

Vents - clean

X

Filters – clean vent

X

Floor – sweep and wet mop

X

X

Floor (deep clean) – scrub

X

Light Bulbs – check & exchange

X

Mirror – wipe and clean

X

X

Pipes – damp wipe

X

Sink – clean & disinfect

X

X

Supplies – replace toilet paper, paper towels, refill soap & lotion

X

X

Toilet – clean/disinfect

X

X

Trash Cans – empty & replace liner

X

X

Trash Cans – Disinfect inside/out

X

X

Vanity Lights – damp wipe

X

Vents - clean

X

Baseboards – dust/damp clean

X

Chair Legs – dust & polish

X

Chandeliers - dust

X

Chairs –vacuum, spot and upholstery clean

X

X

Floor – sweep & wet mop

X

X

Furniture – dust & polish

X

Pictures – dust & clean glass & frames

X

X

Plants – clean & dust

X

Shutters – dust (inside and out) and wipe down

X

Tables – clean

X

X

Table Legs – dust and wipe down

X

Window sill – clean inside

X

Windows – clean inside

X

Vents - clean

X

Baseboards – dust/damp clean

X

Bust of Fishers – dust

X

Chandelier – dust & clean

X

Floor – wet mop & dust

X

X

Pictures – dust/clean glass & frames

X

X

Plants – clean

X

Glass widows – clean & dust interior & exterior

Door handles – clean interior & exterior

1-2x’s

X

Aluminum Thresholds – clean & polish

X

X

Aluminum Thresholds - vacuum & sweep

X

X

Exterior lock panel – clean & polish

X

X

Interior and exterior mats/rug – vacuum daily, remove and mop tile under interior rugs at least 1x/week or as needed

X

Baseboards – dust/damp clean

X

Area Rug – vacuum & spot clean

X

X

Ceiling Fan – dust & damp wipe

X

Floor – sweep and wet mop

X

X

Furniture – dust & polish

X

X

Furniture–pull out /dust/vacuum behind

X

X

Chairs (overstuffed) – vacuum, upholstery clean & spot clean

X

X

Pictures – dust & clean glass & frames

X

X

Plants – clean & dust

X

X

Windows – clean inside

X

X

Shutters – dust (inside and out) and wipe down

X

Window sill – clean inside

X

Vents - clean

X

HALLWAYS

Baseboards – dust & damp wipe

X

Doors – clean/polish inside & out

X

X

Door handles – clean interior & exterior

1-2x’s

X

Floor – carpet mats/runners – vacuum & spot clean

X

X

Mirrors/Tables/lamps – dust/clean

X

X

Pictures – dust & clean glass & frames

X

Plants – clean & dust

X

Tiled/Wood Floor – dust, sweep & wet mop

X

X

Alarm Clock, signs, guestbook, etc. all items on tabletops need to be wiped down and straightened

X

Area Rugs – vacuum, carpet shampoo & spot clean

X

X

Baseboards – dust & damp wipe

X

X

Bed – dust/disinfect frame (includes back)

X

Bed (underneath) – vacuum

X

Ceiling Fans – dust & damp wipe

X

X

Desk & Chair – dust, wipe down & spot clean

X

Door Frame (inside & out) – dust & wipe down

X

Dresser Drawers – dust & damp wipe

X

Furniture – vacuum under and behind

X

Lamps – dust & wet wipe down

X

X

Lamp shades – dust and straighten

X

Light Bulbs – dust/check/exchange

X

X

Linens (bed & bath) – change

X

X

Mattress – rotate every 3 months

3 months

Mattress Cover & Pad - exchange

X

X

Mirror – dust & clean

X

Plant – dust & clean

X

Picture Frames – dust & clean

X

Picture Glass – clean

X

Pillow Covers – exchange

X

Trash Cans – Disinfect inside & out

X

X

Trash Cans – empty & replace liner

X

X

Telephone – disinfect

X

Television & DVD player (and remotes)- clean w/ damp cloth

X

Walls – dust, spot clean & wipe down (behind furniture, too)

X

X

Windows – wash inside

X

Window Shutters – dust/clean w/ damp cloth

X

X

Window Sills – clean inside

X

Wood floors – dust, sweep & wet mop

X

X

Vents - clean

X

X

Exhaust Fan – dust

X

X

Floor – wet mop/disinfect

X

Floor – deep clean

X

Light Bulbs – check & exchange

X

X

Mirror – wipe

X

Pipes – damp wipe

X

Shower – scrub & disinfect

X

Shower curtain – replace

X

Sink – clean/disinfect

X

Toilet – clean/disinfect

X

Trash Can – disinfect inside & out

X

Trash Can – empty & replace liner

X

Vanity Lights – clean w/damp cloth

X

Alarm Clock, signs, guestbook, etc. all items on tabletops need to be wiped down and straightened

Area Rugs – vacuum & spot clean

X

X

Baseboards – dust & damp wipe

X

X

Bed – dust/disinfect frame

X

Bed (underneath) – vacuum

X

Desk & Chair – dust, wipe down & spot clean

X

Furniture –vacuum under and behind

X

Headboard/Footboard – dust

X

Lamps – dust & wet wipe down

Lamp shade– dust & straighten

X

Light Bulbs – dust/check/exchange

X

X

Linens (bed & bath) – change

X

X

Mattress Cover& Pad - exchange

X

Picture Frames – dust & clean

X

Picture Glass – clean

X

Pillow Covers – exchange

X

Trash Cans – Disinfect inside & out

X

X

Trash Cans – empty & replace liner

X

X

Telephone – disinfect

X

Television & DVD player (and remotes) r - clean w/ damp cloth

X

Windows – wash inside

X

Shutters – dust (inside and out) and wipe down

X

X

Window Sills – clean inside

X

Wood floors – dust, sweep & wet mop

X

X

Vents - clean

X

Exhaust Fan – dust

X

X

Floor –wet mop/disinfect

X

X

Floor – deep clean

X

X

Light Bulbs – check & exchange

X

X

Mirror – wipe

X

X

Pipes – damp wipe

X

X

Shower – scrub & disinfect

X

X

Shower curtain – replace

X

X

Sink – clean/disinfect

X

X

Toilet – clean/disinfect

X

X

Trash Can – disinfect inside & out

X

X

Trash Can – empty & replace liner

X

X

Vanity Lights – clean w/damp cloth

X

X

5. REQUIREMENTS FOR SPECIFIC TASKS:

i. All Floors: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped as needed, to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, stains and discoloration, and other foreign matter. Baseboards, corners and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles and other moveable items (including long curtains- to avoid soiling on bottom of curtains) shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position. Current housekeeping utilizing a clean and dirty bucket with a microfiber floor pad cleaning system. Dirty floor pads will be washed and dried at Fisher House.

ii. Trash and Recycling Removal: All trash containers shall be emptied and returned to their initial location. Boxes, cans and papers placed near a trash receptacle and marked “Trash” shall be removed. All liners should be replaced each time trash is removed. The trash shall be deposited in Fisher House trash dumpster and outside recycling collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors. The contractor is responsible for providing and stocking all required trash receptacle bags with durable products and appropriate size for container.

iii. Clean Interior & Exterior Door Glass/Mirrors: Clean all interior and exterior glass, including glass in doors, partitions, walls, display cases, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, streaks, water or other foreign matter.

iv. Clean Stairways: All floor surfaces shall be cleaned as appropriate for floor type. Dust, grease and grime shall be removed from stair guards, handrails and baseboards. Stairwell tile and carpet will be cleaned, moped or vacuumed. Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide or maintain a clean, uniform appearance.

v. Vacuum Carpets/Area Rugs: Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the government representative. Area and throw rugs (if any) are also included under this section.

vi. Clean Carpets/Area Rugs: Spot clean or shampoo dirty carpets. Spots must be removed immediately. Fisher House has their own Bissell Big Green Professional Carpet Cleaner that can be used by contractor.

vii. Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

viii. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, upholstered furniture (per manufacturer guidelines), temperature controls and fixtures. After spot cleaning, the surfaces shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

ix. General Dusting: All horizontal surfaces must be dusted or cleaned to eliminate dust collection.

x. Basic Restroom Cleaning: The contractor shall accomplish all cleaning tasks to meet the requirements of this Performance Work Statement and the Service Delivery Summary (SDS).

xi. Sweep and Mop Floor: After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be steamed and/or deep cleaned, etc. as necessary to maintain sanitary conditions and a clean, uniform appearance.

xii. Stock Restroom Supplies: Contractor shall ensure all restrooms are stocked at all times, sufficiently so that supplies including liquid soap for dispensers, toilet tissue, paper towels and tissues (facial tissue) do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. The contractor shall be responsible for providing all required restroom supplies, list of supplies is below (Table 1: Dayton VA Fisher House – Estimated Supply List). Fisher House occupancy varies, and supply needs will vary accordingly. Fisher House goal is to be at an 80% occupancy rate or higher.

xiii. General Cleaning Supplies: All cleaners and paper products / supplies are supplied by VA Fisher House Vendor to provide the items listed below (Table 1: Dayton VA Fisher House – Estimated Supply List) which are additional supplies/tools necessary to complete required tasks. A Fisher House is a “home” not a hospital setting, cleaning supplies that have non-chemical smell (but are high quality for residential cleanliness) are required. Housekeeping Supervisor and/or Fisher House manager will provide a monthly list of needed supplies and quantity. The contractor has 5 business days to have supplies delivered to Fisher House. If there is any issue acquiring requested supply(s), the contractor shall contact Fisher House manager with information and discuss possible replacement item(s). Please see attached DVAMC Fisher House Supply List for currently used items (items are subject to change based on need/availability). Fisher House occupancy varies, and supply needs will vary accordingly. Fisher House goal is to be at an 80% occupancy rate or higher.

xiv. It is permissible for the contract housekeepers to wash and dry microfiber cloths, dust mop heads, mop pads and similar in the Fisher House laundry machines. It is necessary that the items are washed and dried prior to the last housekeeper leaving for the day. No dirty items should be left overnight in the housekeeping closet/storage area. Contractor is responsible to provide laundry detergent for these items.

xv. Excluded Supplies: The contractor is not required to supply laundry detergent for Fisher House guest use in the guest laundry machines located in the Fisher House. The contractor is not required to supply dishwasher machine detergent and specialty hand soap used in common area guest bathroom and kitchen.

6. Periodic Cleaning Services:

i. Steam, Deep clean, and Scrub floors: Steam, deep clean, and scrub as necessary to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discolorations.

ii. Clean Interior Windows: Clean glass surfaces that are over seven (7) feet high, requires use of a stepstool only. After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills and glass.

iii. Clean Exterior Windows: Windows are the glass surfaces that are an integral part of the outer wall of the building. Window screens shall be removed, cleaned, and replaced as needed. After windows have been cleaned, exterior frames, casings, sills, and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter.

iv. Clean/Shampoo Area Rugs: All rugs shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. 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 carpet underneath and returned to their original location. Fisher House has a Bissell Big Green Professional Carpet Cleaner that the contractor can use.

v. Furniture upholstery cleaning throughout rooms, as needed/requested basis. Fisher House has a Bissell Little Green ProHeat Cleaning Appliance that the contractor can use.

vi. After a room has been treated for bed bugs, housekeeping staff will thoroughly/terminally clean the room. Dayton VAMC EMS will treat the room and eradicate the pest issue prior to housekeeping cleaning).

F. REQUIREMENTS FOR SPECIFIC TASKS: LAUNDRY:

1. Linen Laundry: Fisher House will be supplied with an inventory of linens. On an as-required basis, the Fisher House will replace these linens. The contractor will not be required to replace linens, except in the case where linens are lost and/or damaged through the negligence of the contractor. The contractor shall however inventory the outgoing soiled linens; re-inventory the incoming clean linens and then restock the linen closet with the clean items. Housekeeping will help with inventory control, counting items as requested by the Fisher House Manager.