36C25026Q0293 0001.docx

36C25026Q0293 0001

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority)

THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 610-27-1-6062-0001 None Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131 To all Offerors/Bidders

36C25026Q0293 04-06-2026

X X X 610-3670162-6062-856100-2542 010056100 X One (1) The purpose of this amendment is to answer contractor questions. Please see page two (2).

Furthermore this solicitation will have the NAICS changed to 561720 - Janitorial Services with a size standard of $22.0 million.

Kristina L. Peart Contracting Officer

Contractor Question and Answers

1. What is the place of performance for these services?

a. These services will occur at The Jackie Walorski VA Clinic, 1540 Trinity Place, Mishawaka, IN, 46545. This is stated on page 12, B.5 Performance Work Statement under 1.b. Place of Performance.

2. What was the previous contract number?

a. 36C25021C0230

3. Being that the pricing schedule has a quantity of zero for the add-on CLINS, how should the annual amount be calculated so it is accounted for in the aggregate totals?

a. CLINS 0002, 1002, 2002, 3002, and 4002 require unit pricing but will not be included into the aggregate totals.

4. For the Weekend/Holiday Add‑On CLINs (0002, 1002, etc.), will usage be authorized in advance via written direction, or activated only after negotiation and bilateral modification?

a. When the Government is aware of weekend or holiday service needs in advance, contractors will receive prior written notice. If an unanticipated requirement arises, the contractor is still expected to perform the necessary work under to ensure continuity of services. Any contract administrative actions needed will be completed afterward.

5. Can the Government provide historical frequency or estimated annual usage of weekend or holiday janitorial services at the JWC clinic (if available)?

a. No, the Government cannot confirm historical frequency or estimated annual usage of weekend or holiday janitorial services for the JWC clinic.

6. Is there a current incumbent contractor, and if so, will the Government release incumbent staffing or pricing information?

a. The incumbent contractor is Hamhed, LLC. We will not release incumbent staffing or pricing information.

7. Will award be made on lowest priced technically acceptable (LPTA) or best value, and will past performance be evaluated qualitatively or pass/fail?

a. Section E.8 52.212-2 Evaluation in the RFQ details the evaluation approach.

8. Will the awardee have to absorb the staff from the previous contract (reference C.4 FAR 52.222-41(n))?

a. The FAR clause referenced covers contracts where employees may be retained. This solicitation does not require employees to be retained from the last contractor.

9. Have there been any change to the scope of work requirements since the last solicitation?

a. Minor clarifications and updates.

10. Can the Government confirm whether the attached floor plan reflects the current layout, including any recent renovations, reconfigurations, or clinic expansions not shown in the drawings?

a. To the best of the Government’s knowledge, the floor plans provided are accurate.

11. Are there any additional areas with “Special Cleaning Requirements” beyond those explicitly identified (e.g., Sterile Processing, GI/Endoscopy, Radiology)?

a. There are no additional areas with special cleaning requirements beyond those identified in the PWS.

12. The PWS states departments may change without changing square footage. Can the Government clarify whether future departmental changes may introduce higher-acuity cleaning requirements during the base or option years?

a. Potential future departmental changes and their related cleaning requirements cannot be predicted.

13. The requirement for Tuesday, Thursday, and Friday previously ended at 5:00 p.m. Just wanting to confirm it is moving to 5:30 p.m.?

a. Yes 5:30pm is correct.

14. The PWS states there should be no less than seven (7) janitorial staff on site at a time. Is this a strict minimum during all operational hours, or an average staffing expectation across the day? Should staffing be based on square footage per employee?

a. The requirement for no fewer than seven (7) janitorial staff on site at a time is a strict minimum, not an average. Contractors are expected to maintain at least this staffing level during all required operational hours to ensure the performance standards of the PWS are consistently met. Future operational needs cannot be predicted, so staffing should be planned to meet PWS requirements at all times. The square footage to be cleaned per employee in the PWS is simply an estimated amount of work per employee based on the minimum required seven (7) janitorial staff. It remains the contractor’s responsibility to determine whether additional staff are required to successfully meet all requirements outlined in the PWS

15. Must the on site supervisor be dedicated full time, or may supervisory duties be combined with hands on cleaning tasks?

a. This is at the discretion of the contractor.

16. Does the Government anticipate overlapping shifts during peak patient volume, or is continuous coverage with a single shift acceptable as long as standards are met?

a. The Government cannot predict future operational needs or potential changes in patient volume. Contractors should plan staffing in a manner that ensures all performance standards outlined in the PWS are met at all times.

17. For restricted areas requiring escorts, will VA staff escorts be consistently available, or should contractors plan for cleaning only during defined escorted windows?

a. When cleaning in a restricted area is required, contractor staff will be escorted by VA personnel. Otherwise, contractor staff will not have access to restricted areas. Contractors should refer to the PWS for all requirements related to access and escorted work. So long as the contractor is not at fault, the contractor will not be penalized for missed tasks due to the lack of government provided escorts.

18. For the restricted areas, how much time does the contractor have to clean each area, i.e. 30 minutes, 1 hour?

a. The amount of time needed will vary depending on the specific conditions, tasks involved, and the equipment required to complete the work in accordance with the PWS

19. To effectively allocate staffing for the restricted areas, can you please provide square footage of the restricted areas?

a. Pharmacy – Approx. 900 sq. ft.

b. Surgical Processing – Approx 284 ft.

c. Police Areas – Approx. 645 sq. ft.

d. OI&T Areas – Approx. 760 sq. ft.

e. Medical Gas Rooms – Approx 250 sq. ft.

f. Medication Storage – Approx. 265 sq. ft.

g. Mail Room – Approx. 125 sq. ft.

h. Warehouse – Approx. 3,840 sq. ft.

i. Procedure Rooms – Approx. 1,225 sq. ft.

20. The B.6 Cleaning Frequency Chart lists interior window and windowsill cleaning. Does the Government require periodic exterior window cleaning (ie, semi-annually), or is that service handled under a separate contract?

a. This contract requires interior window cleaning only.

21. The facility features a large atrium with high-reach windows. Does the requirement to clean windows and windowsills twice per week include these high-reach interior atrium windows, or only standard "reach-in" height glass?

a. High reach areas that require specialized equipment may be cleaned monthly.

22. For high-reach atrium cleaning, will the Government provide on-site storage for a lift or specialized equipment if the Contractor provides their own? Are there any floor protection requirements if the contractor uses a lift or specialized equipment for high reach cleaning?

a. The contractor will be provided access to seven janitorial closets for storage, and the contractor must implement necessary protective measures to prevent any damage to the flooring.

23. Will the Government provide existing restroom (paper towel and toilet paper) dispensers and floor equipment, or is the contractor expected to supply/replace all dispensers and fixtures?

a. The Government provides the existing paper towel and toilet paper dispensers. The paper towel dispensers are Georgia-Pacific 59462A and the toilet paper dispensers are Georgia Pacific 59206. The contractor is responsible for supplying all products used within those dispensers as outlined in the PWS. Floor equipment required to perform the janitorial services must be provided by the contractor. For full details, please refer to the PWS.

24. Who is responsible for buying the paper products?

a. The contractor. Refer to the PWS under “Equipment Requirements and Specifications” beginning on page 16.

25. Will regulated medical waste handling be required under this contract? Or only standard trash removal?

a. Yes, regulated medical waste handling is required. The Contractor’s responsibility for Regulated Medical Waste (RMW) is limited to all handling, collection, packaging, and transport within the facility up to the designated on site RMW storage/collection point. A separate VA contract is already in place for third party hauling and off site treatment/disposal of RMW. Therefore, the Contractor is responsible for all RMW activities on site only, and is not responsible for the cost of off site transportation or disposal.

26. Can we use a Chemo Waste liner that is 24”x 26” instead of 24” x 27”?

a. As long as the 24” x 26” liners work with the current containers.

27. Who is responsible for providing the Chemo Waste Liners?

a. The contractor is responsible for providing the liners.

28. Stericycle recommends a 4 mil thickness for chemo bags. The PWS states the bags should be 3 mil. What thickness should we use?

a. 3 mil is the minimum thickness required.

29. As a monthly average approximately how many chemo and hazardous waste bags are needed? How much toilet paper and paper towels?

a. We do not maintain this historical data.

30. What are the gallon sizes for the chemo and hazard waste receptacles?

a. The gallon sizes are between 10 to 13 gallons.

31. Is the Government providing the replacement sharps containers, or is the Contractor responsible for the procurement of new containers?

a. The government provides the replacement sharps containers. However, it is the responsibility of the contractor to change out full containers for empty ones.

32. Who is to provide the hand sanitizer dispensers?

a. The hand sanitizers are already in place and provided by the government.

33. The PWS states supplies should be “feasible with what the facility is already using,” Please provide the current brand and SKU for: EPA-registered hospital disinfectant, floor finish, floor stripper, bowl cleaner, and carpet shampoo. Will equivalent EPA-registered substitute products be accepted?

a. In accordance with the PWS, the contractor must provide a list of all proposed supplies and chemicals they intend to use. The Government will then review this list and notify the contractor whether the products are acceptable based on the facility’s standards and compatibility requirements outlined in the PWS. Equivalent EPA registered products may be approved as long as they meet or exceed the performance and safety requirements.

34. For each of the following consumables, please provide the current brand, SKU, and approximate monthly consumption over the past 12 months: toilet paper, paper towels, toilet seat covers, trash can liners (each size), feminine hygiene products, urinal deodorizer blocks, mop heads, and microfiber cloths.

a. The Government has already provided information on toilet paper and paper towel dispensers in previous responses. The Government does not track or dictate the brands, SKUs, or usage rates of mop heads, microfiber cloths, or other contractor furnished consumables noted in the PWS. These items are selected and managed by the contractor as part of their internal supply system. For all required consumables, the contractor must propose products appropriate for meeting PWS standards and ensure adequate supply levels to support performance requirements.

35. Please confirm whether the contractor or the VA is responsible for supplying feminine hygiene products, toilet seat cover inserts, urinal deodorizer blocks, and any other restroom consumables not explicitly listed.

a. The Government provides feminine hygiene products for the facility. All other restroom consumables such as toilet seat cover inserts, urinal deodorizer blocks, and similar items—are the contractor’s responsibility to supply in accordance with PWS requirements.

36. The SPS Decontamination area requires dedicated scrubber, mop, and bucket. Will the VA provide storage space inside the decontamination area for this equipment, or must it be stored in a nearby housekeeping closet with clear labeling?

a. Yes storage space in the decontamination are will be provided.

37. Are there existing wall mounted chemical dispensing systems? If not, what ones are approved and who is responsible for their installation (contractor or government)?

a. No there are not any currently installed. This is the contractor’s responsibility. For example, VANIHCS uses Diversey Quad systems and products in other facilities. Diversey will send someone out to install these. These dispensers are “usually” provided free since you have to use diversity products.

38. If the dispensing systems are to be provided by the contractor and installed by the government, at the end of the contract who is responsible for their removal?

a. It is the contractors’ responsibility

39. What is the approval timeline and authority (COR vs. CO) for submitted cleaning chemicals, particularly for medical and sterile areas?

a. Per the PWS “A list of all chemicals shall be provided to the VA at offer submission, award and upon any chemical changes prior to chemicals being used.” The COR will approve of the list of chemicals submitted.

40. Are there mandatory environmentally preferable product standards (e.g., Green Seal, EPA Safer Choice) beyond those referenced in VHA Directive 1850?

a. No. The guidance provided in the solicitation and referenced in the PWS, including VHA Directive 1850, reflects the standards the Government follows. No additional environmentally preferable product requirements apply beyond what is already stated.

41. For the chemical list deliverable required at offer submission: is a summary product list sufficient, or must the contractor also submit full Safety Data Sheets (SDS) for each product?

a. Yes they are required to submit the SDS as well.

42. Do all of the janitorial closets have a water supply?

a. No, two do not have a water supply.

43. How many janitorial closets are required to have a dispensing system?

a. Every closet that has a water supply is required to have a dispensing system. There are 5 that have water and 2 without water.

44. What is the size of the storage closet available for storing janitorial carts and how many will it hold?

a. The capacity will depend upon the dimensions of the janitorial carts and any other equipment stored in the storage closets that the contractor determines are necessary to perform the required tasks in accordance with the PWS

45. How many patient beds are there, and whose responsibility is it to make these beds?

a. Generally speaking the beds at the JWC are clinical exam beds. However, there may be, on rare occasion, the need for one of these beds to be utilized as a patient bed which must have linens. In such an instance the janitorial staff would assume this responsibility.

46. Please confirm whether the contractor is responsible for laundering or transport only.

a. Laundering and transport of the linens is provided by an existing laundry service. “Delivery of clean linens” as used in the PWS refers to moving linens from the central storage room for linens to the individual department linen closets.

47. For quarterly curtain changes requiring off-site laundering, please confirm whether the Government provides an existing laundry service or if the contractor is responsible for sourcing this.

a. This laundering is provided by an existing laundry service.

48. What is the square footage of the floors that require stripping and waxing?

a. Currently there are no floors that require stripping and waxing. However, should future flooring changes lead to the installation of vinyl composite tile then it will require proper care including but not limited to stripping and waxing.

49. On page 17, under “v. Cleanliness Standards” there are multiple tasks in this section that appear to be directed more towards government workers, rather than janitorial staff. Can this be revised to be only directed toward janitorial staff?

a. This section has been revised. Please see attached PWS following the contractor questions and answers.

50. What Light Fixtures will be cleaned and at what heights (from floor to fixture)?

a. All light fixtures require cleaning. The maximum height is 30’, while most lights are around 10’ high.

51. There are tasks in the PWS not mentioned in the cleaning frequency chart, can you provide frequency of cleaning for those items?

a. The cleaning frequency chart has been updated and is attached following the PWS.

52. What is the average processing time for contractor PIV cards after award, and will the Government allow a mobilization grace period prior to full access issuance?

a. The processing time for PIV cards is variable and highly dependent on submission timeliness of required documents. The current timeline for award of this contract in relation to the actual start of period of performance is more than adequate for the contractor to complete background checks and obtain PIV cards.

53. Is Tier 1 NACI the minimum investigation tier required?

a. Yes

54. Who pays for fingerprinting, e-QIP processing, and any Special Agreement Check (SAC) fees — the VA or the contractor?

a. That will be paid by the contractor

55. Is there on-site fingerprinting capability at JWC, or must the contractor use an external OPM-approved vendor?

a. There is on site fingerprinting capability at the JWC.

56. May the contractor deliver the nine required annual trainings through its own learning management system, or must all trainings be administered through VA TMS in addition to the six mandatory VA TMS courses?

a. The Government cannot assess whether the contractor’s internal training materials meet VA requirements. Contractors may use their own learning management systems for the nine non TMS annual trainings; however, it is the contractor’s responsibility to ensure all training content meets the performance and compliance standards outlined in the PWS. The six mandatory VA required trainings must still be completed through VA TMS as specified.

57. Are VA-provided templates required for: (a) the biweekly on-site supervisor inspection report; (b) the monthly contractor manager QA inspection; (c) annual training completion documentation? If no VA template is required, is contractor generated documentation acceptable?

a. The Government has provided the Performance Work Statement (PWS) and the Quality Assurance Surveillance Plan (QASP). These documents outline the Government’s performance standards and surveillance methods. Contractors may use the PWS and QASP to develop their own internal inspection checklists and quality control processes to ensure alignment with the Government’s expectations.

58. What is the expected turnaround time for VA TMS account creation after contract award? If TMS accounts are delayed, may new contractor personnel work under escort prior to TMS course completion, and if so, what is the permitted grace period?

a. There will be adequate time before the start date to complete these courses.

59. Is dedicated parking provided for contractor personnel at JWC, and is parking free of charge?

a. Parking at the facility is free; however, there is no dedicated parking for contractor personnel. Contractor staff are expected to park in the spaces farthest from the building to ensure that closer parking remains available for patients and visitors.

60. What uniform styles and colors have been previously approved by the COR? Are any of the following acceptable: scrubs, polos, button-down shirts? Are there any color, logo, or branding restrictions?

a. The Government does not prescribe specific uniform styles or colors. However, uniforms must present a clean, professional appearance and clearly identify contractor personnel while on site. Acceptable options may include scrubs, polos, or button-down shirts as long as they meet these standards. Any uniforms displaying company logos or branding must be professional and appropriate for a healthcare environment. The contractor is responsible for submitting their proposed uniform selections to the Government for review to ensure they meet facility expectations.

61. The PWS requires personnel to read and speak English fluently. Is a written English competency assessment required during onboarding, or is demonstrated spoken fluency sufficient?

a. Contractors must be able to demonstrate spoken fluency and demonstrate their reading comprehension in being able to understand the required trainings as well as competently read product labels for safety i.e. Safety Data Sheets (SDS).

62. Under Service Contract Act wage classification, the listed labor categories are Housekeeping Aide, Janitor, and Maid. Is a separate wage conformance submission required for the on-site supervisor role, or is that role considered exempt from SCA coverage as a bona fide supervisor?

a. No separate wage conformance is necessary.

63. Are informal complaints (verbal or email) treated the same as formal Customer Complaint Records for AQL and CPARS impact?

a. A complaint, whether received informally, formally, verbally, or in writing, is still considered a complaint. All complaints will be reviewed and addressed in accordance with the procedures outlined in the RFQ and QASP. Contractors should refer to the RFQ for the established processes and performance impacts related to complaint handling.

64. Upon issuance of a Contract Discrepancy Report (CDR), what is the expected response and correction timeframe before performance is deemed unsatisfactory?

a. Upon issuance of a Contract Discrepancy Report (CDR), the contractor is expected to respond and correct the issue within the timeframe specified in the CDR. Performance may be deemed unsatisfactory if the contractor fails to meet the correction requirements outlined.

65. Will the Government allow a phase in or transition period at contract start for staffing, badging, and supply staging? If so, is this period billable?

a. The current timeline for award of this contract in relation to the actual start of period of performance is more than adequate for the contractor to obtain staffing and badging. The contractor will coordinate with the COR to determine a date to stage supplies. This period is not billable.

66. While the QASP identifies random sampling as the primary surveillance method and includes 100% inspections, the criteria for when 100% inspections are applied is not defined. Under what conditions would 100% inspections be conducted versus standard random sampling?

a. This requirement is already defined in the PWS. The on-site housekeeping supervisor is responsible for conducting and documenting inspections of all areas every two weeks. The contract manager for the company performing the work must perform a monthly inspection. All completed inspection reports must be submitted to the COR for review and recordkeeping.

67. Is there a standardized inspection checklist or performance evaluation criteria utilized by the COR that can be shared to ensure alignment with the Government’s expectations?

a. The Government has provided the Performance Work Statement (PWS) and the Quality Assurance Surveillance Plan (QASP). These documents outline the Government’s performance standards and surveillance methods. Contractors may use the PWS and QASP to develop their own internal inspection checklists and quality control processes to ensure alignment with the Government’s expectations.

68. Is a dedicated day porter required to handle spills, restroom needs, and service calls, or are these responsibilities expected to be covered within base staffing?

a. These duties are expected to be handled by the on-site staff already scheduled under the base staffing plan. Staff must be present on-site and available at all times during required service hours to respond to spills, restroom needs, and other on demand service calls as they occur.

69. What are the required response times and service level expectations for emergency or biohazard cleaning events?

a. Routine Biohazard Cleanup (non-urgent, contained): Contractor must respond within 30 minutes of notification.

b. Urgent Biohazard / Emergency Events (active spill, patient-impacting, or safety hazard): Contractor must respond as soon as notification is received.

70. Can the Government provide a complete list of consumables to be provided by the contractor versus those provided by the Government?

a. This information is located in the PWS.

71. The PWS states that twelve (12) housekeeping closets will be available, and the floor plan shows EVS locations; however, the designated contractor closet locations and their usable storage capacity are not clearly identified. Can the Government confirm which spaces are the twelve designated housekeeping closets and provide their approximate usable storage capacity?

a. The Government confirms that there are seven (7) designated housekeeping closets; this has been updated in the PWS. These spaces are distributed throughout the facility; however, usable storage capacity will vary by location. Usable storage capacity will depend on the equipment and supplies the contractor chooses to store in each space, as well as the layout and existing fixtures within each closet. A finalized list of closet locations will be provided during the site walk or transition period to ensure the contractor can assess each space directly.

72. Can the offers due date be extended?

a. At this time, no extension will be provided.

73. Can the Government confirm whether a site visit will be planned for this solicitation and if so, when will the date and time be published?

a. A site visit will occur May 4th at 10:00 AM ET.

A.1 PERFORMANCE WORK STATEMENT

· GENERAL

a. INTRODUCTION

i. The Jackie Walorski VA Clinic (JWC) is a VA leased medical facility that provides outpatient services to Veterans. A clean facility is required to promote good health care conditions for Veterans, visitors, and staff. The clinic is a single-story facility with 71,403 sq. ft. of net usable square footage. Of this usable square footage, approximately 18,000 sq ft is carpeted. The gross square footage is 88,788sq. ft.

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

c. REGULATIONS AND GUIDES

i. The VHA Directive 1850: Environmental Programs Service is attached in Section D to provide all cleaning requirement expectations and specifications in accordance with VA Rules and Regulations. All policies, procedures, mandatory directives and safety and fire regulations are required to be followed at all times.

d. PURPOSE

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

ii. Departments may change but the current square footage remains the same. Different departments may require different cleaning requirements. Below is the list of departments:

1. Audiology

2. Telehealth

3. Clinic Management

4. Compensation & Pension

5. Education

6. Women’s Health

7. Surgical Specialty Services

8. Gastrointestinal (GI) & Endoscopy Services

9. Urology

10. Podiatry

11. Pulmonary

12. Pain Clinic

13. Specialty Care Clinics, to include:

a. Cardiology

b. Dermatology

14. Eye/Optometry Clinic

15. Home Based Primary Care

16. Dietetics

17. Social Work/Homeless Program

18. Laboratory

19. Sterile Processing – Special Cleaning Requirements

20. Physical Health and Rehab, to include

a. Physical Therapy

b. Occupational Therapy

21. Medical Administrative Service

22. Expanded Mental Health Care

23. Office of Information and Technology (OI&T)

24. Outside Shelter

25. Patient Aligned Care Team (PACT)/Primary Medical Care

26. Pharmacy

27. Police Services

28. Prosthetics

29. Radiology, to include

a. Ultrasound

b. X-Ray

c. CT

30. Vending Machine Area/Canteen

31. Voluntary Service

32. Warehouse Supplies

33. Mailroom

34. Other areas as required or that open during contract (This will not affect square footage as the square footage of the building is accounted for.)

· CONTRACTOR WORK REQUIREMENTS

a. WORK HOURS

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

ii. Tuesday, Thursday, and Friday, 7:00 am – 5:30 pm

iii. Services may be required on weekends or holidays if JWC determines it necessary to have hours on either weekend or holiday.

1. Prior to schedules being changed for weekends or holidays, the Government shall provide a 30-day notice when possible. Occasionally weekend coverage is needed or holidays granted by the President at the last minute in which as much notice will be given on whether the facility needs to remain open. In the event that the facility remains open, housekeeping services will need to be provided.

2. Billing for any holidays or weekends worked will be billed separately through the contract, provided that the pricing for said time period has been negotiated and the line item increased to cover billing for that period.

iv. Restricted Areas (Monday through Friday)

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

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

a. Pharmacy

b. Surgical Processing

c. Police Areas

d. OI&T Areas

e. Medical Gas Rooms

f. Medication Storage

g. Mail Room

h. Warehouse

i. Procedure Rooms

v. JWC is not currently open on weekends or holidays, there are 11 federal holidays a year:

1. New Year’s Day

2. Birthday of Martin Luther King, Jr.

3. Washington’s Birthday

4. Memorial Day

5. Juneteenth National Independence Day

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Christmas Day

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

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

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

b. BUILDING SECURITY

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

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

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

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

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

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

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

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

c. SCOPE

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

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

ii. Contractor shall ensure that enough personnel are always on station during normal working hours to appropriately respond to all janitorial/custodial calls, including potential staffing shortages due to call offs, as well as clean and maintain cleanliness in accordance with this contract. Each janitorial/ custodial member is responsible for a 7,000-10,000 square foot cleanable area. There should be no less than 7 janitorial staff on site at a time.

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

iv. Contractor shall ensure the Contractor Manager will conducts monthly onsite visits completing visual inspections of the facility, equipment, supplies, and staff to ensure compliance of the contract. The COR will be notified of the dates that the site visits are to take place and of any discrepancies that are found.

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

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

vii. Contractor shall be required to provide personal protective equipment (PPE) as required. Contractor is responsible for safe equipment use.

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

ix. Contractor shall have access to seven (7) housekeeping closets where all of the contractor’s supplies shall be kept when not actively in use.

d. TECHNICAL REQUIREMENTS

Contractor shall reference all regulations, guides and attachments in Section D and OSHA link provided in the Administrative Data section of this document to ensure all standards are met.

i. Damage by Contractor to Government property, equipment, facilities:

Work performed shall preclude damage to or disfigurement of Government owned furnishings, fixtures, equipment and architectural or building structures. All damages caused by Contractor’s personnel shall be repaired by the Contractor to previously existing condition and at no cost to the Government.

ii. Electrical Requirements:

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

2. All equipment shall comply with safety standards.

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

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

iii. Chemical Requirements:

1. See Standards of Cleanliness listed below.

2. All chemicals shall be provided by the Contractor.

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

a. A list of all chemicals shall be provided to the VA at offer submission, award and upon any chemical changes prior to chemicals being used – please see “Deliverables” section.

4. A dilution control system will be used for any chemical that needs to be diluted to include the refill empty spray bottles.

5. Contractor will equip all housekeeping/janitorial closets with a wall mounted dispensing system that is compatible with the approved chemicals needing diluted.

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

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

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

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

iv. Equipment Requirements and Specifications:

Contractor shall provide a list of all equipment to be used at offer submission, award and upon any equipment changes prior to equipment being used. This includes all equipment from mops, brooms, housekeeping carts, dusters, all floor equipment, etc.

1. Vacuum Cleaners (provided by contractor):

a. Shall have a HEPA filter that has a micro static impaction type filtration system, which shall filter out dust and bacteria. These vacuums will also use disposable bags to collect the debris.

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

2. Housekeepers’ Carts (provided by contractor):

a. Carts shall be appropriate for the purpose designed.

b. They shall be kept in a clean and orderly condition and replaced or repaired when damaged.

c. Carts shall fit in storage closet.

d. Carts shall have automatic locking doors to keep housekeeping supplies and equipment secured.

3. Trash/Waste Collection Containers:

a. Containers provided by the government.

b. Shall be kept in a clean sanitary condition

c. Liners shall be provided by contractor.

d. Liners shall be clear with the following specifications:

i. 13-gallon, 1.0 mil, 24x33

ii. 33-gallon, 1.3 mil, 33x39

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

4. Biohazard Waste Receptables:

a. Receptables provided by government.

b. Liners shall be provided by contractor.

c. Shall have red liners with the following specifications:

i. 3 mil, 24x27

ii. 3mil, 43x48

5. Chemo Waste Receptables:

a. Receptables provided by the government.

b. Liners shall be provided by contractor.

c. Shall have yellow liners with the following specifications:

i. 3 mil, 24x27

ii. 3mil, 43x48

6. Dispensers:

a. Automatic Towel Dispenser

i. Approximately 142 dispensers

ii. Dispensers provided by the government.

iii. Paper towels to be provided by contractor.

b. Jumbo Jr. Roll Dispenser:

i. Approximately 42 dispensers

ii. Dispensers provided by the government.

iii. Toilet paper to be provided by contractor.

c. Hand soap Dispensers –

i. Approximately 146 dispensers

ii. Dispensers provided by the government.

iii. Hand soap provided by the VA.

7. Mop Buckets (provided by contractor):

a. Shall be a microfiber mopping system with a lid

v. Cleanliness Standards:

1. Special Cleanliness Standards and Requirements:

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

b. Contractor shall ensure conformance to all VA Rules, Regulations, Guides, and Attachments listed in this PWS for cleanliness standards and performance measures.

c. EPA approved germicidal/detergent, concentrate phenolic type; must contain no Para-tertiary amyl phenol or Para-tertiary butyl phenol, which are the two (2) phenols that are causative agents in the depigmentation of the skin. The germicidal detergent must possess the following properties. It must be germicidal, tuberculocidal, viricidal and fungicidal in the presence of 400 ppm hard water (AVAC 400 ppm as Calcium carbonate) and 5% blood serum. It must contain no phosphates and have an acceptable cleaning efficiency, and must be orally toxic, nor be a primary skin irritant as defined by the Federal Hazardous Substance Act, (FHSA)

2. Contractor shall maintain the following cleanliness standards:

a. Beds – Headboards and footboards are clean; upright and horizontal frame is clean; control unit and cord are clean and working; linen is clean and free of stains and tears; bed is properly made; undercarriage is clean and free of dust, lint, fluids, and soil; wheels are clean and free of dust and lint. Alert COR to any damage or non-working parts.

b. Bedside Console Units – Countertops, shelves, and surfaces are clean and free of dust and stains; there is no accumulation of soil in corners; stainless steel sink and plumbing fixtures are clean and free of stains, spots, and streaks; personal effects closet/locker is clean and free of dust and lint. Alert COR to any damage.

c. Carpeting – No stains or tears; seams are not loose; free of dirt and dust. Alert COR of tears, stains or loose seams.

d. Ceilings – Clean; free of dust, stains, and damage; paint intact; ceiling tiles present and properly positioned in tracks, and sprinkler heads free of lint and dust accumulation. Alert COR of stains or damage.

e. Countertops – Top and underside of countertops are clean, free of dust, stains, and fingerprints. Alert COR of stains.

f. Cove Base/ Baseboard – Clean and clear; no floor finish build-up; no mop marks; no accumulation of soil in corners; intact around the room (firmly affixed to the wall with no signs of being loose at the juncture with the floor, alert COR of any signs of it being loose or damaged).

g. Cubicle Curtains – Provided and laundered by government. Clean and free of stains or visible soiling; not faded; pulls freely in tracks; properly mounted; no tears; established change-out schedule implemented; pass-through area at the top (e.g., mesh, rods, etc.) Curtains need to be changed on a quarterly basis and documentation for each area that has been changed will need to be created, maintained, and provided to the COR and/or at the time of any inspection of the facility. If soiled before the quarterly change out, they will need to be changed before said date. Alert COR to any damage to the curtain tracks.

h. Dispensers – Hand soap, hand sanitizer, hand lotion, toilet paper, and paper towel dispensers; umbrella bag stands; toilet seat cover dispensers; feminine hygiene product dispensers; baby changing stations are clean, free of dust and lint on top, inside, and underneath; free of spots and streaks; supplies are replenished, functional, and not expired. Alert COR to any damages to dispensers.

i. Doors – Clean, free of marks; finish intact; kick plate and armor plate clean; top is free of dust and lint; edges are clean; handle or knob is clean; hinge surfaces and door frame are clean and free of dust; door vent is clean and free of dust and lint; window/vision kit frame is clean and free of dust and lint (inside and outside); automatic door openers clean, polished, and operable, if noted to be inoperable or damages are noted, alert COR.

j. Drinking Fountains – Stainless steel is free of spots and streaks. Nozzle and bottle dispenser/spout are free of buildup. Alert COR to any damage.

k. Equipment – Housekeeping equipment operates efficiently, effectively, and for the purpose it was intended for. Cleaned, polished, and stored properly. Filters, brushes, and batteries checked and serviced appropriately. Cords and hardware are tight and intact. Housekeeping equipment shall be free of dust, dirt, smudges, strings, rust, and all other foreign substances and presents a clean appearance. Equipment stored at the end of each workday only in designated areas.

l. Evacusled™ – Clean and free of stains and lint. It should be in good repair without tears. If found to be damaged, alert COR.

m. Fans – Fan blades, cover, and base are free of dust and clean and in good working order. If found to not be in working order, alert COR.

n. Floors – Clean and free of dust, lint, and stains; no accumulation of soil in corners or along edges; no scuff marks or discolored floor finish; maintains a high luster where applicable. Alert COR to stains.

o. Floor Finish Liquid - Applying floor finish to the floors to protect them from wear and staining. The liquid shall be a commercial product, water emulsion with a solids content of at least 20%, removable by a compatible floor stripper it shall dry to a high gloss shine, be slip resistant, resist scuffing and water penetration. Metal interlock Polymer compound designed to protect the floor and enhance clean ability and appearance. This compound must be rated non-skid or slip resistant.

p. Stripping Compound - Removal of all old floor finish and sealer using an industrial/commercial stripping solution formulated to remove commercial floor finish. This product shall be purely synthetic, nonionic, biodegradable, and contain no animal or vegetable soaps, abrasives, bleach, alcohol, ammonia, or other ingredients which would produce any harsh, harmful, or noxious odors or fumes, either in use or in storage. It shall be capable of completely removing all soap buildup and floor finish film. It shall not change the conductivity of conductive flooring when tested according to current requirements of National Fire Prevention Association (NFPA), pamphlet No. 56. It must contain 12% or more active ingredients, exclusive of water, in the concentrated form. When mixed in a 10% use-dilution, it shall have a pH of not less than 7 or more than 11.0. It shall be permissible to use a special detergent stripper specially designed for use in automatic scrubber equipment, so long as none of the adverse conditions above result.

q. Carpet Shampoo - Proper shampooing shall result in the removal of all types of soil. A clean carpet shall be uniform in appearance, free from odors, when dry and vacuumed. Shampoo shall incorporate an EPA registered sanitizer and a soil retardant. The pH of the wet shampoo shall be between 9 and 10.5 for use on synthetic fibers and shall be no higher than 9 for use on natural fibers. Phenolic based disinfectants shall not be used as carpet shampoo.

r. Dust Mop Treatment - The chemical treatment shall not have a “flashpoint” of less than 330° Fahrenheit, shall be free of saponifiable matter, and be clear or neutral in color. The compound shall be heat spontaneously under service conditions. Total treatment residue in mop heads shall not exceed 22% by weight and shall contain no carbon residue.

s. Furniture – Furniture and accessories shall be free of dust, dirt, stains, lint, streaks, and other foreign substances and present a clean appearance. Polished and clean; upholstery free of tears; limited to health care-grade upholstery in patient care areas. Return furnishings and/or equipment to original location. Alert COR to any tears, stains, or damage.

t. Handrails – Handrails and their attachments are clean, free of…