36C25025Q0793.docx

SUBJECT*

Janitorial Services - Dayton VA Medical Center

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*

Contracting Officer Josh Kovar Joshua.Kovar@VA.gov

All questions shall be emailed to POC above.

PLACE OF PERFORMANCE

Dayton VA Medical Center

Environmental Management Service

4100 W Third St

Dayton OH

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes only the 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 25-12.

This solicitation is set-aside for SBA Certified Service-Disabled Veteran Owned Small Businesses (SDVOSB), and will be competed in accordance with FAR 13, Simplified Acquisition Procedures.

Offerors are to submit all items located in the Quote Preparation Instructions / Instructions to offerors. There is a site Visit scheduled, please see “Site Visit” section below.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561720 – Janitorial Services, with a small business size standard of $16.5 Million Dollars. The FSC/PSC is S201 - Housekeeping – Custodial Janitorial.

The Network Contracting Office (NCO-10) is seeking to purchase Janitorial Services for the Dayton VA Medical Center.

All interested companies shall provide quotations for the following:

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

PRICE/COST SCHEDULE

ITEM INFORMATION

Janitorial Services - Dayton VA Medical Center Contract Period: Base POP Begin: 09-01-2025 POP End: 02-28-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

A.1 PERFORMANCE WORK STATEMENT

** Updated 7/29/2025 **

JANITORIAL SERVICES

Dayton VA Medical Center

Section 1: General Information

1.0 General: This is a non-personal services contract to provide janitorial services for the Dayton VA Medical Center. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at the Dayton VA Medical Center consisting of approximately 13 buildings (338,200 SQ Ft.) in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The Contractor shall perform cleaning services in administrative, after-hour clinics and common areas. Minimum cleaning frequencies are established in Appendix A, Veterans Affairs Custodial Task Frequency. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, HAF standards, instructions, and commercial practices.

1.2 Period of Performance: Six (6) Month Base Period starting on 9/1/2025 and finishing 2/28/2026.

***NOTE: The Government reserves the right to add or remove any additional Medical Centers, CBOC’s or other facilities to the contract as they become available. Furthermore, the Government reserves the right to add, increase, or decrease types of quantities of service to allow for fluctuations of client demand that are otherwise unknown at time of solicitation. The total contract value may increase up to 20% of the base award.

1.3 Place of Performance:

Dayton VA Medical Center 4100 West Third Street Dayton, Ohio 45428

1.4 Hours of Operation: The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will be required to furnish such services five (5) days a week excluding weekends and federal holidays. Dayton VA Medical Centers’ daily normal hours of operation are from 8:00am to 4:30pm.

The work hours are described below:

Normal Work Hours. Dayton VA Medical Center – Monday thru Friday (except federal holidays) one shift, 11:00 AM EST and 7:30 PM EST (or approved by CO and Technical POC onsite).

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

· Non-work Hours. Except in the case of emergency, special events and jobs within the scope of work, hours shall be coordinated with the Dayton VAMC Site POC prior to any work being facilitated.

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

1.6 Building: The facilities to be cleaned are included on the following table:

TOTAL

1.7 Type of Contract: The government will award a Firm Fixed Price contract, consisting of a period of six (6) one (1) month periods with no option periods.

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

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

Payment shall be made monthly in arrears upon receipt of a properly prepared detailed invoice and validated by the Site POC. Invoices must be sent electronically through VA Tungsten Network Portal. https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

A PROPERLY PREPARED INVOICE SHALL CONTAIN:

· Invoice Number and Date services were provided

· Contract Number

· Contractor’s Name and Address

· Accurate Purchase Order Number

· CLIN & Date of service/period of supply

· Description of Supply or Service provided Broken Down by service

· Total Amount Due Section 2: Definitions & Acronyms

2.1 Definitions:

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

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

· Site Point of Contact (Site POC). This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The site POC advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

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

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

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

· Protection. This prevents damage to surfaces and equipment caused by normal use or improper cleaning procedures.

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

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

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

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

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

2.2 Acronyms:

· (CBI) Compliance and Business Integrity

· (CEH) Certified Executive Housekeeper

· (SITE POC) Contracting Officer Representative

· (EPA) Environmental Protection Agency

· (ID) Identification

· (IT) Information Technology

· (JC) Joint Commission

· (IHEA) International Executive Housekeeper Association

· (NEHA) National Executive Housekeeping Association

· (OSHA) Occupational Safety and Health Agency

· (PWS) Performance Work Statement

· (QASP) Quality Assurance Surveillance Plan

· (VA) Veterans Affairs

SECTION 3: GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 GOVERNMENT FURNISHED ITEMS/FACILITIES:

The government shall:

a. provide the equipment/supplies necessary to perform all the services required. Supplies and equipment shall meet the specifications below and comply with VA, federal or state Occupational Safety and Health Standards and fire regulations. Supplies will include paper towels, toilet paper, hand soap, hand sanitizers, detergent, disinfectant solution, power equipment and any other supplies needed to accomplish daily tasks.

b. obtain Material Safety Data Sheets, Occupational Safety and Health Administration (OSHA) Form 20 for all chemical products used and must provide a copy to the SITE POC. New supplies or changes in previously approved materials shall require product literature and may require samples.

c. ensure containers of cleaning chemicals and similar products shall be conspicuously marked (preferably with a factory label), to identify contents. All other labels will be removed or defaced. Materials bearing a Department of Transportation (DOT) red label (flammable) shall not be used. No unlabeled chemicals are permitted for use anywhere within the facility.

d. ensure all electrically operated equipment is equipped with hospital quiet-type motor, be third wire grounded, and equipped with an appropriate length of UL approved three-conductor cord. Extension Site cords are prohibited.

e. provide disposable mop heads made of non-woven fabric or a listless fabric consisting of textile fibers or a combination of fibers and yam and be clear or neutral in color. No oil-based treatments are allowed. The chemical treatment shall not have a “flashpoint” of less than 330º Fahrenheit and shall be free of specifiable matter. The compound shall not heat spontaneously under service conditions. Total treatment residue in mop heads shall contain no carbon residue.

f. provide vacuum Cleaners to have hospital grade micro static impaction type filtration system which shall filter out all dust and bacteria particles larger than 0.3 micros.

g. supply trash collection containers that are rigid, with a smooth interior finish, equipped with a snug fitting cover and hard rubber, non-marking, silent running casters. All trash containers shall meet local base fire regulations. Trash carts shall be of such size that will not block width or block passageways for building evacuation; and

h. provide signs that contain easily understood directions and guidance in English and Spanish.

SECTION 4: CONTRACTOR FURNISHED ITEMS AND SERVICES

The contractor shall be furnished all the supplies necessary to perform Services identified in the required. Supplies and equipment shall meet the specifications below and comply with VA, federal or state Occupational Safety and Health Standards and fire regulations. All items shall be approved by the facilities Infection Control Committee (ICC) and the SITE POC prior to being used.

SECTION 5: SPECIFIC TASKS

STANDARDS:

· Aseptic areas apply to the kitchen, dining, and restrooms.

· Custodial standards apply to the common areas, excluding the dining area, and the exam rooms. There may be some cases where an exam room requires a “terminal cleaning” in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal cleaning to affected areas.

See 6.1 APPENDIX A: Custodial Task Frequency Schedule – for daily, weekly, ETC. cleaning requirements.

5.1 BASIC CLEANING SERVICES:

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

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

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

5.1.4 Trash Collection/Removal (Centralized Locations): All refuses, trash and garbage containers shall be emptied and returned to their initial location. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. Trash receptacles shall be left clean, free of foreign matter, and free of odors. Trash receptacles shall not be moved except as needed to be cleaned. All buildings should have solid waste dumpsters in close proximity to them.

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

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

5.2 RESTROOMS/LOCKER ROOMS CLEANING SERVICES:

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

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

5.2.3 Stock Restroom Supplies: Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, hand soap, and air freshener do not run out. Supplies shall be stored in designated areas. All supply orders will be handled by VA Medical center staff and placed into supply cabinet(s). If supplies are low then the contractor POC’s shall notify the COR for a resupply or restock.

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

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

5.3 PERIODIC CLEANING SERVICES: (SERVICES PERFORMED ON A MONTHLY, SEMI-ANNUAL, ANNUAL BASIS)

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

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

5.3.3 Approximate floor square footage:

Please see table in Section 1.6 above.

5.4 SPECIAL REQUIREMENTS:

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

5.5 CONTRACTOR PERSONNEL REQUIREMENTS:

5.5.1 CONTRACTOR QUALIFICATIONS:

a. 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.

b. Contractor Employees: Contractor personnel shall present a neat appearance and be easily recognized as contract employees. This may be accomplished by wearing distinctive 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 and sandals are not considered appropriate or safe attire for this setting.

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

d. 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 health, safety, security, general well-being, or mission of the medical center and the VA.

e. The contractor 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.

5.5.2 Building Security:

a. Keys. The contractor shall be provided with keys or allowed access to all areas and rooms requiring cleaning. Keys provided to the contractor shall not be duplicated. In the event a key is lost or duplicated, all locks and keys on that system shall be replaced by the Government. The contractor shall be responsible for the total cost involved in replacing keys and Site POCs. The contractor shall be responsible for immediately reporting the occurrence of a lost key to the Site POC or his/her designee.

b. Contractor employees shall not allow any unauthorized person the use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.

c. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Ensure the areas are secured and windows are closed and locked, the Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.

5.5.3. Safety:

a. The contractor shall display warning signs that have been approved by the COTR in all areas where housekeeping operations may cause traffic obstruction or personnel hazard.

b. The cleaning of lobbies and corridors resulting in a temporary wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas (1/2 of the hallway or area at a time). The contractor must comply with all Life Safety Regulations.

5.5.4 Handling/Cleaning of VA Furniture/Equipment: (make sure all functions performed at the location are included such as radiology, LAB etc.)

a. Equipment that is plugged in for recharging shall not be unplugged.

b. Podiatry tables and equipment (except console), and examination tables and all other furniture and equipment shall be cleaned in accordance with the government requirements. The contractor shall be responsible for moving and returning the furniture when cleaning it or behind it.

c. All tasks accomplished by the contractor personnel shall be done so as to preclude damage or disfigurement of furniture and building structure. The contractor shall correct any damage caused by his employees to any part of the building or equipment or any area covered by this contract.

d. Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to government property. At no time shall chairs, wastebaskets, brooms, mops, or any other items normally placed on the floor be placed on any surface of furniture or equipment.

e. When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day or as needed prior to storage.

f. Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. All materials not immediately used shall be properly stored. All equipment shall be cleaned with a disinfectant/detergent each day prior to storage.

g. The disinfectant/detergent shall be currently Environmental Protection Agency (EPA) registered as a hospital grade germicidal (pseudomonicidal and staphylocidal), fungicidal and viricidal at the recommended use dilution. The manufacturer’s labeled instructions for use dilution should be followed. The disinfectant/detergent used shall be compatible in use with the microorganisms which may be prevalent in the local area. In the event of an outbreak of Methicillin Resistant Staphlococcus Aureus (MRSA), Clostridium Difficile (C-Diff) etc., SITE POC will instruct contractors on proper cleaning procedures.

h. Mop heads shall be laundered after each use.

i. All vacuum equipment (i.e. tank, hose and bag) shall be cleaned daily with hospital disinfectants/detergent. Vacuum filters shall be cleaned weekly.

j. All trash collection containers shall be thoroughly cleaned and disinfected daily.

k. The double bucket mopping or microfiber system shall be used. Buckets shall be constructed of non-porous, acid resistant, seamless material.

l. When routine facility’s defects (dripping faucet, loose door, loose window frames, etc.) are found, they shall be reported to the SITE POC or his/her representative.

m. All areas are to be pre-inspected by the contractor and shall receive cleaning, protection and beautification in keeping with the minimum standards established by the government.

NOTE: Aerosol sprays shall not be used in patient treatment areas.

5.5.5 CONTRACTOR’S QUALITY CONTROL PLAN:

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

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

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

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

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

5.5.6 FIRE PREVENTION AND EMERGENCY PROCEDURES:

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

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

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

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

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

5.5.7 INTERFERENCE TO NORMAL FUNCTION:

The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

5.5.8 DAMAGE AND EQUIPMENT LOSS:

1. The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the Site POC immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the SITE POC or designated representative within 24 hours. The Government will not be responsible for the Contractor’s equipment or belongings that are lost, stolen or damaged.

2. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation.

3. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures.

5.5.9 APPLICABLE REGULATIONS AND MANUALS:

1. All work under this contract must be performed in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this Performance Work Statement (PWS) and (5) industry standards.

2. Documents applicable to work described in this section are mandatory and are listed below. The Government will provide the Contractor with copies of all regulations, manuals and specifications such as those listed below. Supplements and amendments will be updated and will be in full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall always be adhered to. The Contractor shall insure that all mandatory publications are posted and up to date.

a) Identification Badges

b) Facility policies concerning fire/disaster program.

c) Parking Requirements

d) Infection Control Manuals

5.5.10 INFORMATION SECURITY REQUIREMENTS:

1. The C&A requirements do apply, and a Security Accreditation Package is required. The vendor will be in contact or will have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.

2. 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.

3. Information Security and Privacy Training

a) All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems.

b) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, VA Handbook 6500.6, Appendix E relating to access to VA information and information systems.

c) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

d) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

e) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access.

f) The contractor shall provide to the contracting officer and/or the SITE POC a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

g) Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

4. Contractor Personnel Security Requirements - Information Systems Access

a) 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.

5. Access to and Safeguard of VA Information/Computer Systems

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

b) The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

6. VA Information Custodial Language: 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).

7. Security Incident Investigation: The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the SITE POC and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

SECTION 6: APPENDICES

6.1 APPENDIX A: CUSTODIAL TASK FREQUENCY SCHEDULE

6.1.1 Daily Cleaning:

· Exam Rooms/Lab - Dust desks, chairs, file cabinets and furniture. Empty all waste, clean and disinfect trash receptacles; inside and out. Wipe exam rooms footrests. Mop floors.

· Reception area - trash, dust chairs and counters, clean floors.

· Lobbies - vacuum floors, dust chairs. Clean, disinfect and polish water fountain, front doors glass, frame and thresholds. Spot clean walls and magazine racks.

· Restrooms - sanitization cleaning of lavatories, all fixtures, floors, toilet seat & bowl (inside and out), mirrors, soap dispensers, trash cans. Underside sinks and pipes, faucets, paper towel holders, walls, doorknobs, ledges and light switches.

NOTE: All restroom floors shall be damp mopped with hospital grade germicide solution; changed after each restroom.

· Hospital grade germicide will be used on sinks and toilets. Refill all dispensers.

· All areas - replace trash liners as required, not less than twice per week. Spot clean all doors, door frames, and areas around light switches. Thoroughly clean all glass.

· Floors - shall be dust mopped and wet mopped with disinfectant/detergent as stated in specifications.

· Break room – shall be dust mopped and wet mopped. All counters, sinks and tables to be cleaned using disinfectant/detergent.

Weekly or as Needed

· Buff floors - Fridays

· All medical waste receptacles need to be wiped down on Tuesdays. Thoroughly clean soiled walls, carpets and chairs.

· Light fixtures, damp wiping of handrails, door frames, fire extinguishers.

· All air vents shall be dusted.

· All window ledges and blinds shall be cleaned and dusted.

Monthly or as Needed

· Windows - inside, windowsills, window blinds.

· All light fixtures shall be wiped down.

Semi-annual or as Needed

· Hard-surface floor care (stripping and waxing).

· Carpet care (shampooing). No dust building-up in corners, edges or under or behind furniture. Spot/stains are to be promptly removed.

CLEANING FREQUENCY CHART

X

X

X

Spot-clean all walls (room and stalls)

X

Replace string on call buttons

X

Deep clean grout (walls and floors)

X

X

Clean cove base

X

Stop and refinish tile floors

X

Top scrub and recoat

X

Buff tile floors

X

X

High dust walls/wall art

X

X

Wash Walls/Cabinet/Fronts, etc.

X

Dust all flat surfaces (i.e. file and general cabinet tops, refrigerator tops, windowsills, etc.)

X

X

Furniture/Furnishings

Light Fixtures and Vents (clean exterior, remove dead bugs and dust)

X

X

X

X

Other exterior glass

X

· Exam Rooms/Lab - Dust desks, chairs, file cabinets and furniture. Empty all waste, Replace all liners. Wipe exam rooms footrests. Mop floors. (Within Normal Working Hours)

· Reception area - trash, dust chairs and counters, clean floors. (Within Normal Working Hours)

· Lobbies - vacuum floors, dust chairs and disinfect arms. Clean, disinfect and polish water fountain, clean front doors glass, frame and thresholds. Spot clean walls and magazine racks. (Within Normal Working Hours)

· Restrooms – Twice daily: sanitization cleaning of lavatories, all fixtures, floors.

6.3 APPENDIX D: DELIVERABLES

6.3.1 POST-AWARD DELIVERABLES

Copies

approval.

One (1)

All training requirements for employees Within 30 days of notice of being selected for award and 10 days prior to future retraining requirements.

One (1) One Adobe document per employee, via email.

Willard Large (Site POC)

decision and before a new employee starts work.

One (1)

QUALITY CONTROL AND QUALITY ASSURANCE FOR CONTRACT SERVICE:

The contractor shall be responsible for effective implementation of their Quality Control Program and shall be responsive to the requirements of the Government’s Quality Assurance Plan conducted by the SITE POC.

Quality Control. The contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor’s basic Quality Control Program shall be submitted for approval by the SITE POC. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the SITE POC with final approval by the Contracting officer. The program shall include but not be limited to the following.

An inspection system covering the performance indicators given in the Quality Assurance/Performance Requirements table below.

A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

A file of all quality control inspections inspection results, and any Site POC corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be the property of the Government and shall be available to the SITE POC during normal working hours. The file shall be turned over to the Government within 14 days of completion of termination of the contract.

QASP: A (Quality Assurance Surveillance Plan (QASP) has been developed for in-house operations or to implement a service contract. It is designed to aid the Government in providing effective and systematic surveillance of all aspects of document and media destruction. This plan provides for monitoring all contract requirements through a combination of methods. These are:

· Checking in at all locations using hospital tracking systems were applicable.

· Furnishing reports including pickup and delivery data (if applicable).

· Random observation

· Client/Customer Complaints

· Surveillance Activity Checklist

The contractor is required to conduct a check-in process upon arrival at all designated locations. This procedure shall be executed using the hospital tracking system, where applicable. QR Codes, accessible at entry points and front desks or can be provided by point of contact (POC). This must be utilized by the contractor to gain access to the app. The App will capture and record details such as time, date, and location upon check-in. Additionally, the contractor is obligated to input details regarding the services provided into the available slots within the app.

The contractor shall be responsible for furnishing schedules, and logged reports of cleaned areas in the form of monthly reports. This information will be delivered via email to identified Government officials in the role of Site POC, and the Contracting Officer. This data is required to be submitted simultaneously with the invoice for the preceding month.

The QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The objective of this surveillance plan is to evaluate how the Government or contractor is performing in key areas. We are primarily interested in the final product or service being provided and not the details of the accomplishment.

QUALITY ASSURANCE / PERFORMANCE REQUIREMENTS STANDARDS

PRS # 1.

The contractor shall maintain all areas as stated in the PWS.

The Performance Work Statement (Section 5 & Appendix

6.1 A).

PRS#2

The Contractor shall Adherence to government approved schedule.

PRS#3

The Contractor shall maintain training requirements. (if required) The Performance Work Statement (Section 5.5.3 & 5.5.11).

PRS#4

The contractor shall maintain all professional appearance requirements.

PRS 5

Performance Requirement

Note 6.1: IAW 13 CFR § 125.6(g), Whoever violates the requirements set forth in paragraph (a) of this section shall be subject to the penalties prescribed in 15 U.S.C. 645(d), except that the fine shall be treated as the greater of $500,000 or the dollar amount spent, in excess of permitted levels, by the entity on subcontractors. A party's failure to comply with the spirit and intent of a subcontract with a similarly situated entity may be considered a basis for debarment on the grounds, including but not limited to, that the parties have violated the terms of a government contract or subcontract pursuant to far 9.406-2(b)(1)(i) (48 CFR 9.406-2(b)(1)(i)).

PERFORMANCE MONITORING:

The government will periodically evaluate the contractor's performance by appointing representative(s) from serviced facilities to monitor performance to ensure services are received.

The government representative will evaluate the contractor's performance through intermittent observation and on-site inspections of the contractor's quality control program and receipt of complaints from facility personnel.

Routine collections and container movements will be observed by a government representative at random intervals no less than once per month.

The government representative will perform on-site inspections of the contractor's facility(s) if applicable, no less than once annually. The government may increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. The government will also receive and investigate complaints from various customers located on the installation.

The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the SITE POC shall inform the contractor.