DAY - Janitorial Services - Updated PWS 20260731.docx

B.2 PERFORMANCE WORK STATEMENT

Updated 7/31/2026

CONTRACT TITLE: Housekeeping Services – approximately 20 Buildings estimated 622,750 sq ft.

1.0 BACKGROUND: This is a non-personal services contract to provide janitorial services for the Dayton VA Medical Center. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. Dayton VAMC has twenty buildings with administrative, common, and clinic areas that need housekeeping services to alleviate the burden of shortage of housekeeping staff.

1.1 SCOPE: The contractor shall provide all management, labor, and equipment necessary to ensure custodial services are performed at the Dayton Veterans Affairs Medical Center. The service will consist of housekeeping for all buildings listed in Appendix A

All services will be performed at Dayton VA Medical Center, 4100 W Third Street Dayton, Ohio 45428.

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

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

1.3 TYPE OF CONTRACT: The government will award a Firm Fixed Price contract, consisting of a period of one (1) Base Period and four (4) 12-month Option Periods exercisable at the Government’s discretion.

1.3.1 PERIOD OF PERFORMANCE:

1.4 SPECIFIC TASKS: Contractor will perform cleaning services in administrative, after-hour clinics, and common areas. The Department of Labor wage determination must be followed. Cleaning information and frequency are in Section 5 below. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, HAF standards, instructions, and commercial practices.

1.5 WORK HOURS: The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will be required to furnish such services five per below information. Dayton VA Medical Centers’ daily normal hours of operation are from 8:00am to 4:30pm. The contractor is responsible for determining staffing structure and shifts needed to meet PWS requirements. VA staff do not perform shared cleaning tasks. Contractor is responsible for full workload for all items indicated in Appendix A.

1.5.1. Work Hour Window: Monday through Friday 2 shifts - 9am to 11pm. Project work can be completed on Saturday and/or Sunday (adjustments or alternates can be submitted to the COR for approval prior to the start of any changes).

1.5.2 National Holidays: The eleven holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

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

1.7 PERFORMANCE MONITORING: On-site monitoring shall be conducted by selected Contract Manager supervisor Monday through Friday with weekly QA inspections and document discrepancies and resolve.

2.0 DEFINITIONS & ACRONYMS

2.1 DEFINITIONS:

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

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

· Contracting Officer’s Representative (COR) is the person appointed by the Contracting Officer to help monitor and oversee a contractor’s performance. The COR makes sure the contractor delivers what the contract requires, keeps records, and reports any issues to the Contracting Officer — but cannot change the contract or direct the contractor beyond its terms.

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

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

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

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

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

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

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

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

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

2.2 ACRONYMS:

· (CBI) Compliance and Business Integrity

· (CEH) Certified Executive Housekeeper

· (SITE POC) Contracting Officer Representative

· (EPA) Environmental Protection Agency

· (ID) Identification

· (IT) Information Technology

· (JC) Joint Commission

· (IHEA) International Executive Housekeeper Association

· (NEHA) National Executive Housekeeping Association

· (OSHA) Occupational Safety and Health Agency

· (PWS) Performance Work Statement

· (QASP) Quality Assurance Surveillance Plan

· (VA) Veterans Affairs

· (VCS) Veterans Canteen Service

· (N&FS) Nutrition and Food Service

3.0 STANDARDS: The following standards apply to the contract.

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

· Custodial standards apply to the common areas, excluding the dining area, and the exam rooms. There may be some cases where an exam room requires a “terminal cleaning” in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal cleaning to affected exam room. Terminal cleaning does not apply to any inpatient rooms. No patient rooms are cleaned at all by this requirement.

· 3.1 BASIC CLEANING SERVICES:

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

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

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

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

3.1.5 Handling of Infectious Medical Waste ("Red Bag" Waste and "Sharps") Containers: The Contract housekeeping employees are required to occasionally collect bio-hazardous waste and sealed "SHARPS “containers from the facility and deposit the bags and sealed containers in designated bio- hazardous waste containers in the locked bio-hazardous waste storage area. Frequency depends on the area/building/and scheduling. Full waste containers will be sealed for pick-up when full. The contractor shall maintain records on employee training on bio-waste handling. The Government provides all sharps containers and red bag consumables. Contractors are to deposit applicable medical waste to nearby soiled utility rooms only. No transport carts are required as VA employees will move waste to main storage.

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

3.2.0 REST ROOMS/LOCKER ROOMS CLEANING SERVICES:

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

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

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

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

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

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

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

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

3.3.3 APPROXIMATE FLOOR SQUARE FOOTAGE:

Please see tables in Appendix A and Floorplans in Appendix B:

3.4 SPECIAL REQUIREMENTS:

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

4.0 CONTRACTOR QUALIFICATIONS

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

· Contractor Employees: Contractor personnel shall present a neat appearance and be easily recognized as contract employees. This may be accomplished by wearing distinctive clothing bearing the company name and/or by wearing appropriate badges that prominently display the contractor’s company name and the employee’s name. Jeans, shorts and sandals are not considered appropriate or safe attire for this setting.

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

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

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

4.1. BUILDING SECURITY:

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

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

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

4.3. SAFETY & HANDLING OF VA EQUIPMENT:

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

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

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

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

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

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

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

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

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

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

11. Mop heads shall be laundered after each use.

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

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

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

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

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

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

4.4. CONTRACTOR’S QUALITY CONTROL PLAN:

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

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

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

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

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

4.5 FIRE PREVENTION AND EMERGENCY PROCEDURES:

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

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

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

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

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

4.6 INTERFERENCE TO NORMAL FUNCTION:

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

4.7 DAMAGE AND EQUIPMENT LOSS:

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

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

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

4.8 APPLICABLE REGULATIONS AND MANUALS:

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

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

a. Identification Badges

b. Facility policies concerning fire/disaster program.

c. Parking Requirements

d. Infection Control Manuals

4.9 INFORMATION SECURITY REQUIREMENTS: No contractor access to VA Information Systems Hardware or Software is performed under this contract. No contractor access to a VA Information System VA Protected Health Information (PHI), nor VA Personally Identifiable Information (PII) is allowed or performed on this contract. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards and VA Directives and Handbooks as VA personnel regarding information and information system security.

Dayton VA PIV Badge must be acquired prior to admittance to facility. The PIV badge typically takes 2-4 weeks however this can depend on quality of documentation provided by the contractor. Badging can only begin after award. There shall be no billable work before 10/1/2026 as a result of PIV/Badging. Contractor time preparing background documents is not reimbursable. Employees must be fully cleared before starting (No interim escorting).

1. The C&A requirements do not apply, and a Security Accreditation Package is not required. The vendor will not be in contact or will have access to VA sensitive information.

5.0 CUSTODIAL TASK FREQUENCY SCHEDULE

All custodial services shall be performed for ALL buildings listed in Appendix A. Appendix A is the authoritative basis for cleanable square footage and floor-type totals to be priced and serviced. Not all square footage is serviced daily; services follow the task frequencies defined herein (Daily, Weekly, Monthly, Quarterly, Semi‑Annual, and As‑Needed). Contractors shall schedule within the 9:00 a.m. – 11:00 p.m. performance window (Mon–Fri) and plan weekend project work only when authorized by the COR to minimize disruption to clinical operations.

Frequency of Services Required: (ensure all functions are included such as medical waste removal, common sharp containers, entrance ways, floor mats, outside areas)

5.1 DAILY CLEANING

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

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

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

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

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

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

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

· Windows and Doors - Thoroughly clean all glass.

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

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

· Stairwells and elevators shall be swept, mopped, cleaned, disinfected, and polished.

· Entryways and entry mats shall be kept clean and salt free during winter weather and floors shall be prepared for winter weather.

· Internal Walkway mats shall be cleaned and vacuumed

5.2 WEEKLY CLEANING (OR AS NEEDED)

· Buff floors - Fridays

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

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

· All air vents shall be dusted.

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

5.3 MONTHLY CLEANING (OR AS NEEDED)

· Windows - inside, windowsills, window blinds.

· All light fixtures shall be wiped down.

5.4 QUARTERLY CLEANING (OR AS NEEDED)

· All N&FS areas

· All VCS areas

· Hard Surface floor care (stripping and waxing) Hard surface floor cleaning shall be performed quarterly.

5.5 SEMI ANNUAL CLEANING

· Carpet care (shampooing). No dust building-up in corners, edges or under or behind furniture. Spot/stains are to be promptly removed. Carpeted areas shall receive a semi‑annual restorative/deep extraction. Spills or localized contamination may occur between scheduled semi‑annual cleaning cycles. In such cases, the COR may request additional extraction or spot cleaning as necessary. These spill‑related requests are infrequent and should be considered occasional, as‑needed tasks, separate from the routine semi‑annual restorative cleaning requirement.

5.6 CLEANING FREQUENCY CHART

X

X

X

Spot-clean all walls (room and stalls)

X

Deep clean grout (walls and floors)

X

X

Clean cove base

X

Strip and refinish tile floors

X

Top scrub and recoat

X

Buff tile floors

X

X

High dust walls/wall art

X

X

Wash Walls/Cabinet/Fronts, etc.

X

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

X

X

Furniture/Furnishings

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

X

X

X

X

6.0 GOVERNMENT FURNISHED EQUIPMENT/SUPPLIES

The government shall:

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

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

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

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

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

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

· The Government will not furnish any janitorial equipment such as vacuums, trash bins/containers, carts, mop handles, mop systems, or any other non-consumable equipment required for performance.

6.1 CONTRACTOR‑FURNISHED EQUIPMENT

The Contractor shall furnish all janitorial equipment required to perform the work. Contractor‑furnished equipment includes, but is not limited to: auto scrubbers, burnishers, carpet extractors, floor machines, wet vacuums, vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, microfiber cloths (if used), pressure‑washing equipment, PPE, and any other non‑consumable tools required to meet Performance Work Statement requirements.

The Contractor shall not provide any consumable supplies. All consumable supplies necessary to perform the work (including paper products, soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, sharps inserts, red‑bag waste bags, mop heads, and facility signage) are furnished by the Government as described in Section 6.0.

All contractor‑furnished equipment shall comply with VA, federal, and state Occupational Safety and Health Standards and must be approved by the Infection Control Committee (ICC) and COR prior to use.

7.0 RISK CONTROL:

The Contractor shall comply with all applicable VA, Federal, State, and Local safety regulations. The Contractor shall ensure that all work is performed safely, using appropriate equipment, protective measures, and hazard‑control practices. Any hazardous conditions created by Contractor personnel shall be corrected immediately. Contractor personnel shall report observed facility hazards, defects, or unsafe conditions to the COR.

The Contractor shall ensure that all required safety devices (including Government‑furnished signage) are used whenever cleaning operations may result in slippery, obstructed, or otherwise hazardous conditions. Cleaning tasks in lobbies, corridors, or other public‑traffic areas shall be scheduled and performed so that occupants are not required to cross wet or slippery surfaces.

8.0 PLACE OF PERFORMANCE:

All work shall be performed at the Dayton VA Medical Center, located at:

4100 W. Third Street Dayton, Ohio 45428 Buildings and areas covered under this contract are listed in Appendix A. The Contractor shall provide full custodial services for all buildings and areas identified in Appendix A.

9.0 DELIVERY SCHEDULE

9.1 POST AWARD DELIVERABLES:

Copies

All training requirements for employees

• At time of offer: Josh Kovar (Contracting Officer)

• After performance starts: Josh Kovar (Contracting Officer) and Willard Large (Site POC)

• At time of offer: Josh Kovar (Contracting Officer)

• After performance starts: Josh Kovar (Contracting Officer) and Willard Large (Site POC)

10. INVOICING: All invoices from the contractor shall be submitted electronically in accordance with VAAR 852.232-72 Electronic Submission of Payment Requests. Payment shall be made monthly in arrears upon receipt of a properly prepared detailed invoice and validated by the Site POC.

Invoices must be sent electronically through VA Tungsten Network Portal. https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

A PROPERLY PREPARED INVOICE SHALL CONTAIN:

· Invoice Number and Date services were provided

· Contract Number

· Contractor’s Name and Address

· Accurate Purchase Order Number

· CLIN & Date of service/period of supply

· Description of Supply or Service provided Broken Down by service

· Total Amount Due

QUALITY CONTROL AND QUALITY ASSURANCE FOR CONTRACT SERVICE:

QUALITY CONTROL AND QUALITY ASSURANCE FOR CONTRACT SERVICE

The Contractor shall be responsible for effective implementation of their Quality Control Program and shall be responsive to the requirements of the Government’s Quality Assurance Surveillance Plan (QASP) conducted by the Site POC.

Quality Control Program The Contractor shall establish and maintain a complete Quality Control Program to ensure all requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program (QCP) shall be submitted for approval by the Contracting Officer at the time of offer. Subsequent updates or revisions during contract performance must be provided to both the Contracting Officer and the Site POC for review and approval.

As a minimum, the Contractor’s QCP shall include:

• An inspection system covering the performance indicators and cleaning frequencies defined in Section 5.0 of the PWS.

• A method for identifying and correcting deficiencies before the level of performance becomes unacceptable.

• Procedures for documenting all inspections, results, and corrective actions.

• Maintenance of a Quality Control file that contains all inspection records, discrepancy resolutions, and performance logs. This file shall be available to the Site POC during normal working hours.

• The Quality Control file shall be turned over to the Government within 14 days of contract termination.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

A Quality Assurance Surveillance Plan (QASP) has been developed to provide systematic surveillance of all aspects of janitorial services covered under this contract. The Government will monitor performance using a combination of the following methods:

• Random observation

• Client/customer complaints (validated by the Site POC)

• Surveillance activity checklists

• Review of Contractor-submitted deliverables (QCP updates, schedules, LOS compliance reports)

• On‑site observation within work areas

Government surveillance will focus on the following areas:

• Completion of daily, weekly, monthly, quarterly, semi‑annual, and as‑needed cleaning tasks

• Compliance with safety requirements and posted hazard signage

• Compliance with infection‑control requirements

• Quality of floor care, restroom sanitation, and exam-room cleaning

• Proper medical waste and sharps handling (deposit into soiled utility rooms as required)

• Timeliness of deliverables identified in Section 9.0

• Adequate staffing and adherence to the 9:00 a.m.–11:00 p.m. performance window The Contractor shall furnish schedules and logged reports of cleaned areas in the form of monthly reports. This information will be submitted via email to both the Site POC and the Contracting Officer and must accompany each monthly invoice.

Living Document The QASP is a “living document.” The Government may review and revise the QASP as needed to ensure it remains valid, useful, and enforceable. Any updates will be coordinated with the Contractor prior to implementation. Copies of the original QASP and any revisions will be provided to the Contractor and Government officials responsible for surveillance activities.

Objective of Surveillance The objective of this surveillance plan is to evaluate how the Contractor performs in key operational areas. The Government is primarily interested in the final product or service being delivered rather than the methods used to accomplish it

QUALITY ASSURANCE / PERFORMANCE REQUIREMENTS STANDARDS

PRS # 1.

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

The Performance Work Statement (Section 5 & Appendix

6.1 A).

PRS#2

The Contractor shall Adherence to government approved schedule.

PRS#3

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

PRS#4

The contractor shall maintain all professional appearance requirements.

PRS 5

Performance Requirement

Contracting Officer will validate the previous period of performance against the initial Limitations on Subcontracting plan. Any substantial deviations will result in corrective action, issuance of a cure notice, or other remedies as determined appropriate by the Contracting Officer.

Please see note 6.1 below

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

PERFORMANCE MONITORING:

The Government will periodically evaluate the Contractor’s performance by appointing representative(s) from serviced facilities to monitor performance and verify that all custodial services required under this contract are being delivered as specified.

• The Government representative will evaluate performance through intermittent observation, on‑site inspections of the Contractor’s Quality Control Program, and receipt of validated complaints from facility personnel.

• Performance monitoring will include observation of cleaning tasks, floor care, restroom sanitation, exam‑room cleaning, medical‑waste/sharps handling, and compliance with the approved work schedule, cleaning frequencies, safety protocols, and infection‑control standards.

• The Government representative may conduct additional inspections at any time if repeated failures, unacceptable conditions, or repeated customer complaints occur.

• The Government will investigate complaints from various stakeholders located on the installation.

The Contractor shall be responsible for initially validating customer complaints. However, in cases of disagreement with a customer’s assertion, the Government representative (Site POC or COR) shall make the final determination regarding the validity of the complaint.

ACCEPTABLE PERFORMANCE:

The Government shall document positive performance. Positive performance reports may become part of the supporting documentation for future contractual actions, including option-year considerations.

UNACCEPTABLE PERFORMANCE:

When unacceptable performance occurs, the Site POC shall inform the Contractor. This notice will normally be provided in writing unless circumstances necessitate verbal communication; in both cases, the Site POC shall document the interaction and place it in the contract file.

a. When formal written communication is required, the Site POC shall prepare a Contract Discrepancy Report (CDR) and present it to the Contractor’s program manager.

b. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify whether a corrective action plan is required, including the timeframe for the Contractor to submit the plan. The corrective action plan must detail how unacceptable performance will be corrected and how recurrence will be prevented.

c. Any CDR may become supporting documentation for any contractual action deemed necessary by the Contracting Officer.

The Contractor shall appoint a point of contact responsible for responding to Government needs and customer concerns. Emergent issues shall be addressed within 24 hours. Non‑emergent issues shall be addressed within the normal service delivery period defined in the contract. Facility POCs are identified in Section 9 and throughout the PWS.