36C25026Q0293.docx

36C25026Q0293

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE. ADDENDA

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

610-27-1-6062-0001 36C25026Q0293 04-10-2026 Seevers, Courtney R.

216-791-3800 ext. 11288 05-11-2026

12:00 PM

EDT

Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131 X X 561210 $47 Million N/A X Department of Veterans Affairs Veterans Health Administration The Jackie Walorski VA Clinic 1540 Trinity Place Mishawaka IN 46545 Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131

36C250 Department of Veterans Affairs Financial Services Center Invoices to be Submitted Electronically http://www.tungsten-network.com/ customer-campaigns/veteransaffairs See CONTINUATION Page The Northern Indiana Healthcare System (NIHCS), The Jackie Walorski (JWC) VA Clinic requires complete janitorial services, to include all labor, management, equipment, supplies, chemicals, etc. to ensure that the site is cleaned in accordance with the Performance Work Statement (PWS).

All questions will be answered via Solicitation amendment.

All questions must be submitted in writing to the Contract Specialist at the following e-mail: Courtney.Seevers@va.gov no later than 4/27/2026, by 12:00 PM ET.

The Contractor shall sign the 852.219-75 certification for sub-contracting in order to be considered for award. Offers that do not contain this certification will not be considered for award or evaluated.

Contractor shall follow submission of offer guidelines stated under section B.1 Contract Administration Data to be considered for award.

See CONTINUATION Page 610-3670162-6062-856100-2542 010056100 X X X One(1) Peart, Kristina L.

Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

Courtney Seevers Courtney.Seevers@va.gov Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131 Contracting Officer Kristina L. Peart Kristina.Peart@va.gov Department of Veterans Affairs Network Contracting Office (NCO) 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor, MI 48106

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

[X] 52.232-33, Payment by Electronic Funds Transfer – System for Award Management.

3. INVOICES: Invoices shall be submitted in arrears:

c. Other: [ X ] Monthly to: https://www.tungsten-network.com/customer-campaigns/veteransaffairs

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Tungsten Network: https://www.tungsten-network.com/customer-campaigns/veteransaffairs

5. Late Quote Submission: Late submissions may not be considered.

6. SUBMISSION OF OFFER:

a. Offerors shall complete and return all information designated in:

1.) Blocks 17 (a) and 30 (a-c) of SF 1449 2.) Contract Administration Data 3.) The Price/Cost Schedule, Section B 4.) 52.209-7, Information Regarding Responsibility Matters 5.) 852.219-75, VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction

b. Offeror shall submit the following as a part of their offer:

1.) Contractor Quality Control Program.

2.) Contractor Contingency Plan.

3.) Proposed staffing model 4.) A list of chemicals to be used.

c. Information shall be received by the date and time specified in Block 8 of SF 1449 in order to be considered for award.

d. Offer Format and Structure - To provide a basis for sound evaluation by the Government, Offerors must submit a complete quote. The information provided shall be concise, factual, complete, and demonstrate the Offeror’s capacity and capability to satisfactorily perform the requirements outlined in the solicitation. Offers will be considered only from Offerors that are regularly established in the business and in the judgment of the Government, are deemed financially responsible and able to show evidence of appropriate experience.

e. By submission of an offer, the offeror acknowledges the requirement that the prospective awardee shall be registered in the System for Award Management (SAM) database prior to award. Offerors who are not registered in SAM should consider applying for registration immediately. Registration in SAM is a requirement to conduct business with the Federal Government. If the prospective awardee is not registered in SAM within the timeframe specified by the Contracting Officer, the successful offeror will be removed from further consideration for award. Offerors can register in SAM at https://www.sam.gov.

f. By submission of an offer, the offeror acknowledges the requirement that at the time of offer submission the offeror shall be certified and listed in the SBA certification database located at https://veterans.certify.sba.gov/. This is in accordance with VAAR 852.219-73(b)(1) “offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered” and in accordance with VAAR 852.219-73(c) which further states that “pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract.” For a SDVOSB set-aside procurement, if the offeror is not certified and listed on the SBA certification database at the time of offer submission as set forth in the VAAR, the offeror will be removed from further consideration for award.

g. Simplified Acquisition Procedures of RFO Part 12 are being used to conduct this procurement.

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

B.2 ELECTRONIC INVOICE SUBMISSION AND INVOICING

VENDOR ELECTRONIC INVOICE SUBMISSION REQUIREMENTS AND METHODS

E-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – the FSC uses a third-party contractor, Tungsten Network (referred to OB10), to transition vendors from paper to electronic invoice submission. Please go to website: https://www.tungsten-network.com/customer-campaigns/veteransaffairs to enroll in the program and begin submitting the electronic invoices, free of charge.

1. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI website is: http://www.x12.org

1. Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

2. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

2. FSC e-Invoice Contact Information: 1-877-353-9791

2. FSC e-Invoice email: vafsccshd@va.gov

BILLING AND INVOICING

1. In accordance with this contract, all services shall be billed in arrears monthly.

2. Contractor shall only bill for services and for line-items delivered.

3. A proper invoice that is submitted for payment; shall be accepted and certified for payment if:

i. Monthly invoice is submitted in arrears, no later than the 15th business day of the following month that services were rendered.

ii. Invoice contains in addition to the information required for submission of a ‘proper’ invoice in accordance with FAR 52.212-4(g) the following information:

a. Name and Address of the Contractor

b. Invoice Date and Invoice Number

c. Contract Number

d. Contract Order Number

e. Purchase Order Number

f. Date Range of Services Provided

g. Description of Services Provided

h. Line/Sub-Line Item number(s) of services provided

i. Quantity of each Line/Sub-Line Item

j. Unit Rate for each Line/Sub-Line Item

k. Total Cost for each Line/Sub-Line Item

l. Total Invoice Cost

4. The Certifying Official will confirm the information in the submitted invoice to the contract and invoice to ensure it is correct and valid.

i. If the invoice submitted is not a proper invoice, the certifying official shall refuse the invoice with a detailed statement as to why the invoice was refused.

ii. Contractor shall make corrections and resubmit using a separate invoice number, notating the invoice number it is replacing.

B.3 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

1. As prescribed in FAR Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts and contracts that exceed the simplified acquisition threshold (SAT) and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, New Hampshire. CPARS also includes access to Federal Awardee Performance and Integrity Information System (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

2. Each contractor whose contract award is estimated to exceed the SAT requires a CPARs evaluation. A government Focal Point will register your contract within 30 days after award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk at DSN: 684-1690 or COMM: 207-438-1690.

3. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have 60 days to submit any comments and re-assign the report to the CO.

4. Failure for the contractor’s representative to respond to the evaluation within those 60 days will result in the government’s evaluation being placed on file in the database with a statement that the contractor failed to respond. The Contractor’s representative will be locked out of the evaluation and may no longer send comments.

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

Complete Janitorial Services - JWC Contract Period: Base POP Begin: 11-01-2026 POP End: 10-31-2027 PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

Complete Janitorial Services - Add On Weekend/Holiday Services Contract Period: Base POP Begin: 11-01-2026 POP End: 10-31-2027

Complete Janitorial Services - JWC Contract Period: Option 1 POP Begin: 11-01-2027 POP End: 10-31-2028

Complete Janitorial Services - Add On

Contract Period: Option 1 POP Begin: 11-01-2027 POP End: 10-31-2028

Complete Janitorial Services - JWC Contract Period: Option 2 POP Begin: 11-01-2028 POP End: 10-31-2029

Complete Janitorial Services - Add On

Contract Period: Option 2 POP Begin: 11-01-2028 POP End: 10-31-2029

Complete Janitorial Services - JWC Contract Period: Option 3 POP Begin: 11-01-2029 POP End: 10-31-2030

Complete Janitorial Services - Add On

Contract Period: Option 3 POP Begin: 11-01-2029 POP End: 10-31-2030

Complete Janitorial Services - JWC Contract Period: Option 4 POP Begin: 11-01-2030 POP End: 10-31-2031

Complete Janitorial Services - Add On

Contract Period: Option 4 POP Begin: 11-01-2030 POP End: 10-31-2031

Aggregate Total Base Year

Option Year One (1)

Option Year Two (2)

Option Year Three (3)

Option Year Four (4)

Aggregate Total (Base + Options, if exercised)

B.5 PERFORMANCE WORK STATEMENT

1. 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.)

2. 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 (feasible with what the facility is already using) 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 twelve (12) 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. Shall be kept in a clean sanitary condition

b. Liners shall be provided by contractor.

c. 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. Liners shall be provided by contractor.

b. Shall have red liners with the following specifications:

i. 3 mil, 24x27

ii. 3mil, 43x48

5. Chemo Waste Receptables:

a. Liners shall be provided by contractor.

b. 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. Paper towels to be provided by contractor.

b. Jumbo Jr. Roll Dispenser:

i. Approximately 42 dispensers

ii. Toilet paper to be provided by contractor.

c. Hand soap Dispensers –

i. Approximately 146 dispensers

ii. 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.

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.

c. Carpeting – No stains or tears; seams are not loose; free of dust.

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.

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

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).

g. Cubicle Curtains – 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.) meets National Fire Protection Agency (NFPA) requirements and is 70% or more open, with a minimum clearance of 22” from the ceiling. 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.

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. Ensure hand sanitizer dispensers meet National Fire Protection Agency (NFPA) requirements and are not installed within 1” adjacent to, above, or below an ignition source (e.g., light switch, electrical outlet, light, etc.).

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.

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

k. Elevators – Metal surfaces shined; floors cleaned and litter-free; tracks, buttons, and vents are clean; ceilings free of insects, trash, and dust.

l. Equipment – 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.

m. Evacusled™ – Clean and free of stains and lint, in good repair without tears.

n. Fans – Fan blades, cover, and base are free of dust and clean and in good working order.

o. 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.

p. 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.

q. 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.

r. 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.

s. 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.

t. 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

u. Handrails – Handrails and their attachments are clean, free of dust, fingerprints, smudges, and stains along their sides.

v. Horizontal Surfaces - Free of dust and lint (TV tops, picture frames, ledges).

w. Housekeeping Aide Closets (HAC) – Standardized and orderly; sinks are clean, including floor sinks; floors and walls are clean; equipment is clean and properly stored; door is locked; no corrugated cardboard is present; no liquids are stored above or adjacent to paper products; no storage is within 18 inches of sprinkler heads; and no personal items, including clothing, food, drinks, or other consumables, are stored in the area. All housekeeping aid closets shall be properly stocked, and dispensers shall be filled.

x. Housekeeping Cart – Standardized; clean; locks intact; no personal items; chemicals labeled and locked when not in use; not left unattended. Ensure appropriate carts with lockable covers are used in locked mental health areas. All housekeeping carts shall be properly stocked. Carts need to be maintained fixed when broken. These need to present a professional appearance at all times.

y. Ice Machines – Stainless steel is free of spots and streaks. Water nozzle and ice chute, bin, grate, and drain cover are free of mold, mildew, slime, calcification, and any other foreign material. For any areas that are not accessible, let your supervisor know so a work order can be submitted.

z. Light Fixtures (ALL HEIGHTS)– Dust-free, insect-free, no stains, covers properly closed and latched.

aa. Linens - Delivery of clean linens to linen closets/using areas and collection of soiled linens daily.

ab. Mattresses – Clean, free of stains and lint; in good repair without tears. Report any damage or bed bug activity to your immediate supervisor and take the mattress out of service. Mattresses are an essential part of patient care and must be meticulously cleaned. They are also a high-risk piece of equipment since any damage can lead to harborage of pathogens and risk infection to patients. For detailed information about the critical nature of mattress cleaning and inspection, please refer to the Patient Safety Alert AL24-01 issued by VA Central Office on April 18, 2024 for Mattress Cover Fluid Infiltration: https://vaww.hefp.va.gov/resources/patient-safety-alert-mattress-cover-fluid-infiltration.

ac. Mirrors – Clean, free of spots and streaks; frame top and edges free of dust and lint; shelf clean, free of spots and streaks.

ad. Outside Shelter - Located at the West entrance of the facility. Clean shelter and empty waste receptacles.

ae. Over-Bed Tables – Clean and free of dust; elevation controls working properly; drawers and tracks free of dirt and debris; drawer mirror clean and free of dust, lint, and streaks; base, frames, and wheels clean and free of dust and lint. Attachments and storage compartments should be clean and empty.

af. Play Equipment - Clean and sanitize shared play equipment daily with children’s appropriate products.

ag. Public Areas - All public areas shall be free of litter, spills, unsightly clutter, and present a clean, pleasing appearance. Maintain acceptable level of sanitation in all public areas.

ah. Refrigerators – Clean, free of dust, spots, and stains; shelves and surfaces are clean and free of spots, spills, and stains; freezer is clear and free of stains; motor vent is clean and free of dust and lint. The refrigerator door gasket is clean and intact. The floor underneath and the wall behind the refrigerator are clean.

ai. Shower Stalls – Walls are clean and free of build-up; caulking is clean and intact; fixtures are free of spots and streaks; door frame and glass are free of dust, lint, stains, and streaks; shower curtains are free of stains and build-up; horizontal crossbars above the door are free of dust, lint, spots, and streaks.

aj. Sinks – Clean inside, outside, and underside; free of stains and streaks; plumbing fixtures on top and underneath are free of dirt, stains, and streaks; the base of plumbing fixtures is free of build-up.

ak. Soiled Linens - Collect and transport used/contaminated/soiled linens three times per day for the Surgery and SPS areas using contractor provided cart(s).

al. Sprinkler heads – Sprinkler heads should be free of dust and debris. Maintenance personnel are typically responsible for cleaning them due to the potential risk of flooding and damage to both the sprinkler heads and the building structure. This responsibility arises from their training with life safety equipment. Be sure to follow the established procedures at your facility.

am. Stainless Steel, Corner Plates, etc. – Clean and polished, stainless steel and corner plates should be free of smudges, dirt, stains, streaks, and any visible residue.

an. Stairwells – Free of dust, debris, and insect activity, handrails, plumbing standpipes, floors, and stair treads should be cleaned regularly.

ao. Telephones – Clean, free of dust and lint, the receiver, cord, mouthpiece, and dial should be free of dust and lint.

ap. Toilets and Urinals – The toilet bowl should be clean inside and outside, including the underside, with no stains, streaks, or residue. The toilet seat should be clean, free of stains or streaks, and tightly fastened to the toilet. Plumbing fixtures should be clean, free of dust, stains, and streaks, and plumbing connections to the toilet should be free of buildup and soiling. The base of the toilet should be free of soil and stains. Urinals should be clean inside and outside, including underneath, with deodorizing pads or blocks replaced as needed. Bowl cleaner shall clean, deodorize, disinfect, not be noxious or cause irritating fumes in use, have a minimum phenol coefficient of 6 (Food and Drug Administration) on S. Typhosa. It shall be used exclusively in toilet bowls and urinals only. It shall be fully inhibited to protect pipes and metal against corrosion.

aq. Vending Machines - Clean, free of dust, lint, and stains; no floor finish build-up or accumulation of soil in corners and along edges; free of heel and scuff marks; free of discolored floor finish; high luster. Grout shall be free of soil and mildew. One vending area is to the left once you enter the main entrance and the other is 3 units behind the south entrance desk.

ar. Vents – Free of dust, fingerprints, scuff marks, stains, and insect activity. If dust is present inside the vent and cannot be reached, report it to the COR so a work order can be placed for coordination of facility maintenance removing the vent cover and housekeeping (contractor) to clean the vent.

as. Walls and Vertical Surfaces – Clean and free of fingerprints, visible soiling, and stains; paint and wallpaper intact. (Corner guard, fire call boxes, fire extinguisher, bulletin boards, pictures, and similar items found on walls)

at. Waste Management - Collect waste and recyclable materials in the facility and transport to designated locations. Hazardous/non-hazardous waste shall be deposited in the appropriate containers and/or storage areas in a timely manner and in accordance with established standards and procedures.

au. Waste Receptacles – Clean inside and out; liner in place; receptacle not dented or cracked. Dollies and wheels clean, free from dust and lint; securely fastened. Waste receptacles shall not be dented or cracked. Appropriate waste containers shall be properly placed and identified in accordance with established guidelines.

av. Warning signs & protective barriers - Signs placed in all directions to warn others of work being performed when work could cause possible harm to those unaware of such work. Barriers placed to protect persons, property, and equipment.

aw. Window Drapes, Blinds and Shades – Free of lint; properly hung on tracks; not faded; no stains, yellowing, or tears; pulleys and pull cords intact and working; pins installed correctly in drapes and on carriers. Contractor shall remove soiled drapes to be sent to a laundry contractor and hang an exchange set.

ax. Wheelchairs - Free of dust, stains, grease, and mud to include the wheels and frame.

ay. Windows – Glass clean, clear, free of streaks, and presents a clean appearance; window frames clean; glazing intact and clean; screens clean and in good condition; paint in good condition; locks operational. This includes all windows at all heights.

e. QUALIFICATIONS OF KEY PERSONNEL

i. Contractor employees shall have, at minimum, one year of medical facility cleaning experience. Resumes of the contractor’s employees will be provided to the COR – please see “Deliverables” section.

f. CONTRACTOR EMPLOYEES

i. Contractor shall provide a staffing model which will include how/who will be managing the contract, shifts, number of employees per shift, and any other pertinent information to determine the staffing plan to contain sufficient staffing and on-site management acceptable for the requirements of the work to be performed.

ii. Shall have a neat and clean appearance.

iii. Shall wear a uniform provided by the contractor that has been approved by the COR.

iv. Shall only wear close toe shoes or boots. Crocs, sandals, or shoes without a back are not authorized.

v. Shall maintain a clean and groomed appearance and be free from body odor with an identification device on left breast pocket area.

vi. Shall be respectful and polite to all internal and external customers.

vii. Shall read and speak the English language fluently.

viii. Shall coordinate work to prevent conflict with the treatment of the patient and the functioning of the facility. No medical apparatus moved without approval.

ix. Shall sign in when reporting for duty and sign out when leaving at the end of their work shift.

x. Shall Not disturb papers on desks, open desk drawers/cabinets, or use telephone or other office equipment that are used for official Government use.

xi. Shall ensure conservation practices are used to preclude the waste of utilities. This shall include turning off light switches when exiting an unoccupied room/area, not adjusting the heating/air conditioning controls, and turning off water faucets or valves after use.

xii. Shall turn in all items found during the day that appear to be lost to the VA Police Service.

xiii. All Contractor personnel assigned to this contract shall be tested annually for the following:

1. PPD (TB) – Documentation will be provided to the COR upon the start of employment and annually thereafter.

2. Flu Shot / Flu Shot Exemption documentation is required annually and provided to the COR upon the start of employment and annually thereafter.

3. Hepatitis B or a declination of option signed and on file and provided to the COR upon request.

a. Negative results shall be furnished to the COR upon the start of employment and annually thereafter.

b. Employees with positive results shall be cleared by a physician prior to returning to work with documentation that will be provided to the COR.

3. GOVERNMENT RESPONSIBILITIES

a. CONTRACTING OFFICER’S RESPONSIBILITIES

i. The designated Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract.

ii. Contractor shall communicate with the Contracting Officer on all matter pertaining to contract administration.

iii. Only the Contracting Officer is authorized to make commitments or issue any modification to include but not limited to:

1. Terms affecting price

2. Terms…