36C25025Q0705.docx

36C25025Q0705

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

541-26-1-5086-0001 36C25025Q0705 07-11-2025 Roman Savino 216-447-8300 08-08-2025 3:00 pm

EDT

36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131 X X 561720 $22 Million N/A X 36C541 Cleveland VA Medical Center Wade Park Campus 10701 East Blvd Cleveland OH 44106 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131

36C250 Department of Veterans Affairs Financial Services Center Invoices to be Submitted Electronically www.ob10.com/us/en/veterans-affairs// e-Invoice Setup Info Phone 877-489-6135 TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page

1. Cleaning Services for the Fisher House

2. Contract will be a Base Year with Four One Year Options

3. Base Year POP is from 10-1-2025 through 9-30-2026

4. Submit quotes by 8-8-2025 by email by 3 pm est.

5. Submit questions regarding by 7-23-2025 by 3 pm est. to Roman.Savino@va.gov See CONTINUATION Page X X Roman Savino Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C250 Roman Savino Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131

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

3. INVOICES: Invoices shall be submitted in arrears:

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

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 REVIEW REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM (CPARS)

(d) Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the contractor failed to respond.

B.3 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

*The contractor will ensure that each individual working with the VA ACC contract have an adjudicated background investigation verified to be at or above an acceptable level of the National Agency Check (NAC) and a National Agency Check with Inquiries (NACI) as determined by the position risk and sensitivity designation completed by the VA Contracting Official. The contractor will need to be able to provide a copy of the adjudicated background investigation of employees involved in this contract if requested by the CO or COR.

*Contract employees shall all receive annual privacy and confidentiality training provided by the company. The contractor will be able to provide a copy of the training provided to employees involved in this contract as well as certificates of completion of the training if requested by the CO or COR.

B.4 PERFORMANCE WORK STATEMENT

A. Contract Title: Fisher House Housekeeping Services located at the Cleveland VA Medical Center Fisher House (10521 Lee Ave Cleveland, OH 44106.) Contract will be a Base Year with Four One Year Options. The Base Year Period of Performance will be from 10-1-2025 through 9-30-2026.

B. All work shall be performed by skilled 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 should provide 88 hours of housekeeping, 80 hours Monday- Friday, 16 hours each day and 4 hours on both Saturday and Sunday of each week. Monday through Friday, there will be a minimum of 2 workers for 16 hours with shifts ranging from 08:00 to 19:30 EST and 8 hours of work on Saturday and Sunday from 08:00 to Noon EST to perform housekeeping services at the Fisher House. Contractor responsible for covering shifts when worker has scheduled or unscheduled absence. The contractor shall invoice for the actual hours worked each month.

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 Fisher House consists of 2 houses each with 16 private bedrooms 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 for each house.

3. Service is required seven (7) days a week, including holidays. Housekeeping service includes 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.

4. 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 lines 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 4-5 loads of laundry a week, at this time).

5. Flooring throughout both Fisher Houses consists of all wood floors in upstairs hallways and 32 private bedrooms. All common area on the 1st floor are 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. 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 and offices.

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 4 hours of housekeeping covering each day from the hours 8:00 to noon (this shift requires a minimum of 1 housekeeper to work a 4-hour shift. 3 -4 staffers at a minimum.

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. Contractor will provide all 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. c See attached Fisher House 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.

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 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, 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. 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.

vi. 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.

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 Noon 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 you that the assigned staff members have housekeeping experience, are qualified and able to provide excellent customer service. The contracted workers will be cleaning 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 exchanging 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 the 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 the 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

Windowsills – 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

Windowsills – 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 matters. 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 utilizes 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 matters.

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. Contractors 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 matters. 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, 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.

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 always stocked, 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, i.e. hand soap (for refillable hand soap dispensers), paper towels, tissue (facial tissue), and toilet tissue, for all 18 restrooms (16 bathrooms-located in bedrooms, office bathroom and common area guest bathroom) for each house. Supplies will be of the quality appropriate to a fine hotel (i.e. Kleenex tissue, Bounty paper towels, AngelSoft toilet paper, and Softsoap liquid soap (clear or white). See attached 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 cleaning supplies and tools necessary to complete required tasks to be supplied by contractor. Contractor encouraged to utilize “Green” cleaning supplies whenever possible, careful not to compromise disinfecting and cleaning capabilities. 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. Please see attached Fisher House Supply List for currently used items (items are subject to change based on need/availability). Contract 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(es), contract will contact Fisher House manager with information and discuss possible replacement item(s). Please see attached 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 for providing 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. 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.

vi. After a room has been treated for bed bugs, housekeeping staff will thoroughly/terminally clean the room. Cleveland VAMC EMS or Fisher House Foundatioon 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. Items deemed too fragile to be cleaned by the laundry service due to high-temperature levels will be cleaned by housekeeping staff in the Fisher House washers and dryers as needed. NOTE: Fisher House utilizes “hotel” quality linens (high thread count, satin banding, etc.) vs. hospital quality linens.

2. Contaminated Laundry:

i. The contractor shall ensure articles identified as contaminated with potentially infectious material potentially infectious (material soaked in blood, other body fluids, feces, or human tissue) shall be separated from other soiled articles for scouring them before laundering.

ii. Articles identified as contaminated with potentially infectious material shall be collected in such a manner as to prevent the spread of microorganisms to the environment, or personnel who may be required to handle such items during transportation, cleaning or scouring in the performance of the contract.

iii. The contractor shall ensure all soiled potentially contaminated linens separately in a clear trash bag, labeled to alert linen company of the need for specialty cleaning.

iv. The linen carts protect the linen from spreading microorganisms when soiled and from the environment (rain, dust, contamination) and shall have closable lids. Before the linen carts (clean or soiled) are moved from; the storage location, linen facility, or mode of transportation, the lid shall be closed to protect the linen.

3. Unserviceable articles

i. Unserviceable and non-repairable articles no longer usable for the purpose intended shall be returned by the contractor to the Fisher House Manager.

4. Cleanliness and Finish:

i. Linen storage shelves shall be kept clean, neat and sanitary at all times. The linen carts used for the transportation of cleaned and packaged linen shall protect the packaged linen from environmental contamination, i.e. rain, dust, dirt, cleaning supplies or other such hazards.

ii. Linens returned from the contract linen company will be reshelved by housekeeping in the correctly labeled areas. Any excess linens are stored in the upstairs linen closet.

iii. Lost/Damaged Items: The contractor shall replace any items lost or damaged due to negligence or poor work performance at no additional expense to the VA.

iv. The contractor shall indemnify the VA for any loss or damage to articles furnished for service under the contract.

v. Validation of any claims for loss or damage shall be made by the Contracting Officer based on factual (documentary) evidence produced by the VA’s representatives and/or contractor.

G. Government Resources The following definitions for government resources are applicable to this plan:

1. Contracting Officer

i. A person duly appointed with the authority to enter, administer, or terminate contracts and make related determinations and findings on behalf of the government.

2. Site Program Manager

i. An individual designated by the contracting officer to act as his or her authorized representative to assist in administering a contract.

H. Responsibilities The government resources shall have responsibilities for the implementation of this QASP as follows:

1. Contracting Officer

i. The contracting officer ensures performance of all necessary actions for effective contracting and ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the contracting officer who assures that the contractor receives impartial, fair, and equitable treatment under the contract. The contracting officer is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

2. Site Program Manager - Fisher House Manager

i. Is responsible for technical administration of the contract and assures proper government surveillance of the contractor’s performance. The Site Program Manager is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deem may affect the contract price, terms, or conditions shall be referred to by the contracting officer for action.

I. Methods of Surveillance The methods of surveillance listed below shall be used in the administration of this QASP.

1. Periodic Surveillance

2. Customer complaint

i. The Contract Officer is the point of contact and will collect all customer complaints. The Contract Officer will review all complaints and contact the originator to determine the validity of any claims. Customer complaints will become a permanent part of the surveillance records.

3. 100% Inspections

i. Complete evaluation of the performance element.

4. Random Sampling

i. Methods are used to evaluate performance by randomly selecting and inspecting a sample of cases.

5. Documentation

i. The Site Program Manager will, in addition to providing documentation to the contracting officer, maintain a complete quality assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the government’s performance of the quality assurance function, including the originals of all surveillance activity checklists. All such records will be retained for the life of this contract. The Site Program Manager shall forward these records to the contracting officer at termination or completion of the contract.

J. Performance Objective Custodial Services – not to exceed two (2) customer complaints per month.

1. Key Control The Contractor may be provided with government key(s) (brass key, swipe card or pin) to access Fisher House. These key(s) shall be turned over to the Fisher House Manager at the end of the project, or sooner if access to keyed areas is no longer required. Loss of key(s) may result in rekeying of the doors the key belonged to and the cost may be paid by the contractor.

K. Other Pertinent Information or Special Considerations: Housekeeping staff will be trained by Fisher House Manager what the exact expectation of the house/rooms are to look like once cleaned.