36C25219Q0818-004.docx

36C25219Q0818

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.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SI

GN 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. SIGN

ATURE 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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25219Q0818

FALASCHI,MAUREEN

414-844-4853 09-04-2019

2PM CST

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 X X 561720 $18 Million N/A X 36C252 Great Lakes Acquisition Center (GLAC) Department of Veterans Affairs 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Janitorial Services for the Hines VAH Kitchn (Building 200), Patriot Store/Cafeteria/Restrooms (Building 45), and Starbucks Coffee Kiosk (Building 200) in accordance with the PWS.

See CONTINUATION Page X X Maureen Falaschi

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

DUNS NUMBER NO. ______________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT: MAUREEN FALASCHI

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

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

a. FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM – SYSTEM FOR AWARD

3. INVOICES: Invoices shall be submitted in arrears in accordance with:

a. 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

4. GOVERNMENT INVOICE ADDRESS (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

c. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

d. For assistance setting up e-Invoice, the below information is provided:

i. * Tungsten Network e-Invoice Setup Information: 1-877-489-6135

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

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

5. INVOICES cont:

a. Payments shall be made in arrears upon receipt of a properly prepared invoice

b. In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-752-0900 option 2 for Enrollment.

c. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

d. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

e. For questions regarding invoice receipt or payment, please call VAFSC directly at 1-877-353-9791 or email vafsccshd@va.gov

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

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

ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used.

SECURITY & PRIVACY CONTROL:

The Authorization & Accreditation (A&A) requirements of VHA Handbook 6500.6 do not apply to this requirement, therefore, a Security Accreditation Package is not required. No A&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

SPECIAL NOTES:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer Maureen.Falaschi@va.gov no later than close of business WEDNESDAY, AUGUST 28. Contracting will issue a consolidated response via solicitation amendment to www.fbo.gov to all parties.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

SITE VISIT:

A site visit for prospective offerors will be conducted on Wednesday, August 28th at 11:00am CST at the following location. A facility map has been attached to this solicitation.

Hines VA Hospital, Building 2 5000 S. 5th Ave.

Hines, IL 60141

As you enter Building 2, you will go up a few stairs and there is a waiting area as soon as you enter the building. A Government Representative will meet you in this waiting area.

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

The contractor shall provide all labor, tools, materials, supplies, appropriate equipment and supervision, necessary to perform janitorial services in the Kitchen (basement of Bldg 200), Patriot Store/Café/Restrooms (1st floor of Bldg 45), and the Starbucks Coffee Kiosk (1st floor of Bldg 200) at the Hines VAH in accordance with the PWS.

Contract Period: Base POP Begin: 10-01-2019 POP End: 09-30-2020

The contractor shall provide all labor, tools, materials, supplies, appropriate equipment and supervision, necessary to perform janitorial services in the Kitchen (basement of Bldg 200), Patriot Store/Café/Restrooms (1st floor of Bldg 45), and the Starbucks Coffee Kiosk (1st floor of Bldg 200) at the Hines VAH in accordance with the PWS.

Contract Period: Option 1 POP Begin: 10-01-2020 POP End: 09-30-2021

The contractor shall provide all labor, tools, materials, supplies, appropriate equipment and supervision, necessary to perform janitorial services in the Kitchen (basement of Bldg 200), Patriot Store/Café/Restrooms (1st floor of Bldg 45), and the Starbucks Coffee Kiosk (1st floor of Bldg 200) at the Hines VAH in accordance with the PWS.

Contract Period: Option 2 POP Begin: 10-01-2021 POP End: 09-30-2022

The contractor shall provide all labor, tools, materials, supplies, appropriate equipment and supervision, necessary to perform janitorial services in the Kitchen (basement of Bldg 200), Patriot Store/Café/Restrooms (1st floor of Bldg 45), and the Starbucks Coffee Kiosk (1st floor of Bldg 200) at the Hines VAH in accordance with the PWS.

Contract Period: Option 3 POP Begin: 10-01-2022 POP End: 09-30-2023

The contractor shall provide all labor, tools, materials, supplies, appropriate equipment and supervision, necessary to perform janitorial services in the Kitchen (basement of Bldg 200), Patriot Store/Café/Restrooms (1st floor of Bldg 45), and the Starbucks Coffee Kiosk (1st floor of Bldg 200) at the Hines VAH in accordance with the PWS.

Contract Period: Option 4 POP Begin: 10-01-2023 POP End: 09-30-2024

PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES – HINES VAH KITCHEN,

PATRIOT STORE/CAFETERIA/RESTROOMS, STARBUCKS COFFEE KIOSK

1. Purpose: The Hines VA Hospital (VAH) has a requirement for a non-personnel services contract to provide janitorial services for the Hines VAH Kitchen, Patriot Store/Cafeteria (including 2 restrooms), and the Starbucks Coffee Kiosk. 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. The contractor shall perform these services in accordance with the schedules outlined in the PWS below.

2. Background: The Hines VAH located at 5000 S. 5th Ave., Hines, IL 60141 has relied upon contracted janitorial services for the Kitchen in Building 200 (basement) and government employees for the Patriot Store/Cafeteria (including 2 restrooms) in Building 45 (1st Floor) and the Starbucks Coffee Kiosk in Building 200 (1st Floor).

3. Requirements: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform janitorial services for the Hines VAH Kitchen, Patriot Store/Cafeteria (including 2 restrooms), and the Starbucks Coffee Kiosk as defined in this Performance Work Statement except for those items specified as government furnished property and services. Acceptable levels of cleanliness must meet the requirements of the Joint Commission and VA Medical Center Infection Control for a medical clinic standard. The contractor shall provide Safety Data Sheets (SDS) to the Contracting Officers Representative (COR) in accordance with the conformance standards. All sanitizers used in the cleaning of the facility shall be Edward J. Hines Jr. VA Hospital and Nutrition & Food Service approved. All cleaning agents shall be clearly labeled and stored per the SDS and Joint Commission Standards. The storage room for vendor equipment shall be kept clean and neatly organized.

The contractor shall accomplish all cleaning tasks per the requirements of this PWS. The contractor shall provide general cleaning services (ie. trash removal, stock toilet paper) throughout the day for the Patriot Store/Cafeteria (including 2 restrooms) and the Starbucks Coffee Kiosk. Thorough cleanings (ie. mop/sweep floors) of each area shall be conducted after business hours during the times listed below. Hours may be subject to change.

Kitchen located in the basement of Building 200 (9,956 square feet) Thorough Cleaning Sunday – Saturday: Between 8:00pm and 1:00am All legal and/or public holidays (7 days/week year-round)

Cafeteria and seating area located on the 1st floor of Building 45 (10,121 square feet) General Cleaning Monday – Friday: 6:00am – 4:30pm

Thorough Cleaning Monday – Thursday: Between 9:30pm and 3:30am Fridays: Between 4:30pm and 12:30am.

No legal and/or public holidays

Patriot Store (including 2 restrooms) located on the 1st floor of Building 45 (3,428 square feet) General Cleaning Monday – Friday: 6:00am – 4:30pm Saturdays: 8am – 2pm Sundays: 8am – 2pm

Thorough Cleaning Monday – Friday: Between 4:30pm and 5:30pm.

Saturdays: Between 3:30pm and 4:30pm.

Sundays: Between 1:30pm and 2:30pm.

No legal and/or public holidays

Starbucks Coffee Kiosk located on the 1st floor in Building 200 (1,427 square feet) General Cleaning Monday – Friday: 6:00am – 4:30pm Saturdays 8am – 2pm

Thorough Cleaning Monday – Friday: Between 5:00pm and 6:00pm.

Saturdays: Between 2:00pm and 3:00pm.

No legal and/or public holidays

3.1 Basic Cleaning Services.

3.1.1 Maintain Floors in Kitchen. All floors in the kitchen area (including the dishwashing area) shall be swept and mopped daily and scrubbed with auto machine daily, to ensure they have a uniform, appearance and are free from dirt, debris, dust, grease, scuff marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean NO STANDING water left on floors. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, kick plates, doors, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items should be returned to their original and proper position and plugged back in if unplugged.

3.1.2 Maintain Floors (Patriot Store, Cafeteria, Coffee Kiosk). After sweeping and mopping daily, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be scrubbed as necessary to maintain sanitary conditions and a clean, uniform appearance. Contractor shall mop using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position and plugged back in if unplugged.

3.1.3 Remove Trash. All trash containers shall be emptied and cleaned inside and out daily and returned to their initial locations. Boxes, cans, and paper placed near a trash receptacle and marked “TRASH” shall be removed. All trash containers, wastebaskets, etc. shall be fitted with a clear, disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

3.1.4 Clean Interior Glass. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. on a daily basis. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

3.1.5 General Spot Cleaning. Perform spot cleaning on a daily basis. Spot cleaning includes, but is not limited to, removing or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all tables, work stations, oven tops exterior and sides, walls, partitions, vents, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

3.1.6 General Dusting. All horizontal and vertical surfaces must be dusted or cleaned daily to eliminate dust collection. All vertical surfaces shall also be kept free from the accumulation of dust. All furniture and equipment shall be kept free from dust.

3.1.7 Clean Interior Windows. Clean glass surfaces/windows throughout the area daily. After surfaces shall be cleaned and all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass.

3.1.8 Clean Air-Conditioning/Heating Vents. All heating and air conditioning ventilation grates, grilles, louvers, and covers shall be kept free from dust and dirt and shall be cleaned weekly or more frequently if determined by COR.

3.1.9 Empty/Clean Exterior Trash Receptacles. All exterior trash receptacles shall be emptied daily and returned to their initial locations. Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall be removed. All trash containers shall be fitted with clear, disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in the nearest trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors. All portable black trash containers will be WASHED and cleaned out nightly. Cardboard containers must be cleaned daily.

3.1.10 Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, walls, and other surfaces daily, using an Edward J. Hines Jr. VA NFS approved sanitizer. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.

3.1.11 Stock Janitorial Supplies. Contractor shall ensure all supplies used to perform work are approved by the COR. In addition, ensure the cleaning closet is cleaned and neat with no water left in buckets and dirty mops removed for leaving.

3.1.12 Cleaning. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items daily. Chairs, trash receptacles, and other items shall be moved when floor cleaning is being done and returned to their original location.

3.1.13 Wall Washing and Ceiling Tile and Vents. Washing shall be done daily or as needed to standards with cleaning solutions provided by EMS and NF&S.

3.2 Area Specific Requirements.

3.2.1.3 Clean, mop and disinfect the 2 restrooms (male and female) every hour, or more frequently if needed. Check and replace toilet paper and paper towels every hour, or more frequently, if needed.

3.2.1.4 Terminal clean both restrooms, clean restroom walls and horizontal surfaces, and machine scrub restroom floors on a weekly basis with EMS/hospital approved cleaning products.

3.2.1.5 Strip and wax Patriot Store flooring on a quarterly basis.

3.2.2 Starbucks Coffee Kiosk

3.2.2.1 Wipe down table and chairs hourly, or more frequently if needed.

3.2.2.2 Remove trash hourly, or more frequently if needed. Clean out trash cans (inside and out) daily.

3.2.2.3 Clean walls and horizontal surfaces daily, or more frequently if needed.

3.2.2.4 Sweep and mop kiosk kitchen/seating area hourly, or more frequently if spills occur.

3.2.2.5 Scrub floor nightly.

3.2.3 Cafeteria (Cantina)

3.2.3.1 Clean walls and horizontal surfaces daily, or more frequently if needed.

3.2.3.2 Clean and wipe down all countertops and stainless-steel surfaces using Cafeteria approved cleaning products.

3.2.3.3 Remove trash hourly, or more frequently if needed. Clean out trash cans (inside and out) daily.

3.2.3.4 All tables in the seating area shall be wiped down hourly, or as needed, during daytime operations and once again at night.

3.2.3.5 Remove trash hourly, or more frequently if needed.

3.2.3.6 Clean up all spills as needed during daytime operations.

3.2.3.7 Cafeteria walls will be scrubbed, and floor pressure washed twice a month to remove all grease and dirt buildup.

3.2.3.8 Nightly clean and mop under food serving line

3.2.3.9 Quarterly coordinate with Cafeteria services to have hot service tray lines removed and floor and walls cleaned and scrubbed.

4. Government Furnished Property and Services. All equipment, material and supplies, other than those listed in this section, shall be furnished by the Contractor.

4.1 Storage Areas. The Government will provide the space (i.e., facilities) for the contractor's use as supply and equipment storage spaces, including housekeeping closets. No alterations shall be made to these facilities. Upon completion or termination of the contract, the contractor shall return all Government furnished facilities and furnishings in the same condition and quality as received, fair wear and tear excepted.

4.2 Utilities and Services. The Government will furnish the following utilities and services as may be required to perform work under the contract at no cost to the contractor. Utilities will be provided at existing outlets.

4.2.1 Local telephone service shall be provided by the government. Use by the contractor is limited to those calls required to perform the services identified herein. Commercial long-distance service is not included.

4.2.2 Utilities required to perform the work specified in this contract including electrical power, water, and sewers at existing outlets.

4.2.3 All repairs to the facility not due to the Contractor’s negligence.

4.2.4 Removal of trash and waste from bulk storage containers (ie. dumpsters).

4.3 Supplies, Materials, and Equipment. The Government will provide the following materials and equipment to be used by the contractor only in performing the services required by this contract: floor scrubbers, cleaning solutions, mops, cleaning cart and other supplies as needed and approved by the COR.

5. Contractor Furnished Items. The contractor shall furnish and maintain all equipment and supplies, other than those specified as Government Furnished Property and Services, necessary to perform all services required in this contract.

5.1 Specifications. Contractor supplies, and equipment shall meet the specifications listed below and shall comply with the occupational safety and health standards (OSHA) and fire regulations.

5.1.1 Approval of Supplies and Equipment. All contractor proposed supplies and equipment must conform to applicable technical provisions and specifications contained herein. Materials shall comply with Government fire and safety regulations.

5.1.2 Product Samples. The contractor may be required to submit product samples to the Government for evaluation, at no additional cost to the Government. If required, samples shall be submitted within 15 calendar days of requested by the COR in factory sealed containers.

5.1.3 Abrasives. Steel wool, abrasive metal cleaners, or any other cleaning supplies or equipment which could cause damage to Government property, shall not be used.

5.2 Equipment Standards. Contractor will ensure all Government Furnished Equipment is returned in the same working condition at the end of each use throughout the term of the contract.

5.2.1 Sanitation. All equipment removed from a designated use area shall be cleaned with a disinfectant detergent prior to its removal from and reintroduction into the area. Equipment must be kept clean and in good working order throughout the term of the contract.

5.2.2 Electrical Equipment. All electrically operated equipment shall be equipped with hospital quiet-type motors, be third-wire grounded, and be equipped with an appropriate length of Underwriters Laboratories (UL) approved three conductor cord. The cord shall be permanently attached to the machine. The contractor's equipment shall be compatible with existing sources of Government furnished electrical power.

5.2.3 Safety and Inspections. The contractor's equipment shall be in good repair and shall comply with all Government safety standards and all TJC standards for clinical electrical equipment. Any equipment which the COR considers in disrepair or unsafe shall be removed from the applicable area and replaced with equivalent equipment that is in good repair and meets the specifications contained herein.

5.2.4 Disinfectant and Detergent. All cleaning solutions will be provided by Environmental Management Services (EMS) and Nutrition & Food Service (N&FS).

5.2.5 Combination Scrubber-Vacuum Machines. Combination scrubber-vacuum machines shall be battery powered, motorized units designed for use in large public areas.

5.2.6 Liners for Trash Receptacles. Contractor shall provide clear plastic liners for all trash receptacles.

5.2.7 Mop Buckets. Mop buckets may be either single or double compartmented and shall be constructed of a non-porous, acid resistant, seamless material.

5.2.8 Tool Handles. All mops, brooms, and sweeping tools, which are equipped with handles of over 48 inches in length, shall be capped with non-marking rubber, vinyl, or plastic tips to prevent the marking or scarring of walls or other surfaces.

6. Personnel Management.

6.1 Roster. The contractor shall provide in writing to the COR, at least 15 calendar days prior to the employee starting date, the name, telephone number and address of the contractor’s on-site representative. The term “on-site representative” means a person designated in writing by the contractor who has the authority to act for the contractor on a day-to-day basis at the work site and to accept and sign for inspection reports and all other correspondence on behalf of the contractor. The on-site representative must be available at all times when the contract work is in progress. The contractor must provide the name of qualified substitute on-site representatives that will fill in when the primary on-site representative is not available. The Contractor shall establish a roster of Contractor employees within 30 calendar days after the start of this contract. The roster shall list the name and job title of each Contractor employee. The Contractor shall provide a copy of the personnel roster and changes thereto to the COR.

6.2 Discipline. The contractor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government. The contractor shall furnish to the COR, for review, a written report of disciplinary action taken in those instances where an infraction of a Government regulation has been reported and substantiated within 1 week of the incident.

6.3 Employee Schedules. The contractor shall prepare and maintain employee schedules for all contractor employees to ensure that VA internal security is maintained (i.e., determine if personnel are scheduled to work). A copy of each schedule shall be furnished to the COR for review one week prior to the beginning of the period covered by the schedule. Changes to employee schedules shall be provided to the COR as they occur.

6.4 Communication. All contractor employees, who must communicate with the COR, must be able to read, write, speak, and understand the English language, to ensure the effective administration of this contract and accurate ordering of work.

6.5 Standards of Conduct. While on duty and executing the specifications of this contract, contractor employees are prohibited from using and/or possessing alcohol, non-prescription drugs, and firearms. Non-compliance with this requirement, confirmed by the COR, shall be grounds for immediate removal of the contractor employee from the Campus and baring the individual from performing further work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA’s mission.

7. Training. The contractor shall develop an employee training plan and be responsible for the cost and provision of initial and development training programs for contractor employees. The contractor shall maintain and update the plan throughout the life of this contract and shall submit the plan to the COR for review when requested.

7.1 Initial Intensive Training. All employees shall receive initial, intensive training in health care facility housekeeping. Employees who have never received initial intensive training in health care facility housekeeping, including infection control, shall not be assigned to work until this training requirement is completed. Training shall include, at a minimum, the following topics:

7.1.1 Familiarization with all written contractor technical and quality control procedures and instructions.

7.1.2 Basic bacteriological concepts, including how disease is caused, transmitted, and prevented, reduced, or contained through proper housekeeping methods.

7.1.3 Proper use and handling of germicidal detergents, supplies, and equipment.

7.1.4 Care and maintenance of Contractor and Government-furnished property.

7.1.5 Procedures for replenishing cleaning supplies and obtaining equipment repairs.

7.1.6 Familiarization with the Government's fire prevention, safety, and security procedures.

7.1.7 Familiarization with applicable VA regulations and policies, including fire prevention, safety, and current disaster plans.

7.1.8 Role of housekeeping in the health care facility and its effect on the health and well-being of patients.

7.1.9 Employee developmental topics (i.e., communications and individual and group behavior).

7.1.10 Employee personal hygiene.

7.1.11 Adherence to all Contractor work schedules and how completed scheduled work assignments shall be documented to support the Contractor's Quality Control Program.

7.1.12 Contractor employees shall be provided sexual harassment training within the first 30 days and annually thereafter.

7.2 Training Records. Records of all employee training, including attendance rosters, shall be maintained by the contractor and shall be furnished upon request to the COR for review.

8. Uniforms.

8.1 Type of Uniform. All employees shall wear contractor provided standard uniforms, including pants, shirts, skirts, blouses, and/or dresses, or proper dress which are clearly distinguishable from other VA uniforms currently in use. The uniforms shall be worn as designed by the uniform manufacturer. Sandals or other opentoed shoes shall not be worn.

8.2 Identification Badges. All personnel shall display identification badges, except for protective clothing, which shall include the employee's full name and contractor's full name.

9. Personal Hygiene. Contractor personnel shall be clean and wear a clean uniform at all times. Fingernails shall be clean and free of dirt, and hair shall be neatly trimmed and combed.

10. Health Requirements.

10.1 Infection Control. The contractor shall comply with Standard Precautions as defined by the Centers for Disease Control and Prevention in the performance of this contract. The contractor must have orientation on all applicable policies and procedures specified by the Hines VA Hospital that deal with infection control. The contractor must have documented proof of training in infection control. The infection control training will be coordinated through the COR and conducted on site at the Hines VA Hospital. A copy of the documented proof will be made available to the COR upon request. The contractor employees and subcontractors must follow Joint Commission on Accreditation of Hospitals approved policies regarding infection surveillance, prevention, and control.

10.2 Physical Examinations. The contractor shall employ personnel who are medically fit. Personnel must receive medical clearance prior to starting work at the Clinic. The Contractor shall be responsible for the cost and completion of initial and subsequent annual physical examinations for contractor employees. These examinations shall provide, as a minimum, a certified statement from a qualified health care provider that the employee is free of communicable diseases.

10.2.1 The Government reserves the right to examine or re-examine any employee.

10.2.2 When directed by the VA, all contractor personnel must take immunizations, or they shall not be allowed to work under this contract.

10.3 Reporting Requirements. The contractor shall report to the COR all occupational health and preventive medicine information required by the Government and for complying with current TJC health records documentation requirements.

10.4 Health Maintenance. The contractor shall refer all employees alleging health problems to a qualified health care provider for diagnosis and treatment. If such an employee is absent for three working days or more due to illness, the contractor shall require the employee to furnish written certification from a qualified health care provider that the employee is free from all communicable disease(s) and is fit to return to work in a health care facility. The Government reserves the right to examine or re-examine any contractor employee who meets this criteria.

11. Eating and Smoking. Eating or smoking by contractor personnel is permitted only in designated areas.

12. Physical Security.

12.1 Keys. The contractor will not be provided keys but will be allowed access to all rooms requiring housekeeping services. The Government may choose to accompany contractor personnel when in certain secured areas. If given keys the contractor shall not duplicate them or remove from the premises. The Government, at the contractor’s expense, shall replace any keys lost by contractor personnel. In the event a master key is lost or duplicated, all locks and keys on that lock system will be replaced by the Government, and the total replacement cost will be deducted from the monthly payment due to the contractor. If a key to a single area is lost, the Government will replace the lock for that area, and the total replacement cost shall be deducted from the monthly payment due the contractor. Written procedures covering key control will be included in the contractor's instructions and procedures manual. The contractor shall immediately report the occurrence of a lost key to the COR.

12.2 Securing Spaces. Contractor employees shall not allow anyone use any key in their possession. They shall not open locked areas to permit entrance by persons other than contractor employees performing assigned duties. All areas that are to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completion of housekeeping duties. Contractor personnel shall turn off all lights in all unoccupied areas.

13. General Security.

13.1 General. The contractor shall comply with all Government security requirements. Upon written request by the COR, the contractor shall submit a list of the names and addresses of all employees hired to perform the work specified in this contract.

13.2 Passes and Badges. All contractor personnel requiring access to the Clinic shall obtain employee identification badges and vehicle passes required by the Government. Prior to the start of this contract the contractor shall submit to the COR the names of all personnel employed in performing this contract and all information required to prepare identification badges for all contractor personnel. The Government will issue these badges without charge to the contractor. However, a charge will be required for each replacement badge issued because of abuse or loss. Contractor employees shall wear the Government furnished badge on the front of their outer clothing, except for protective clothing. When an employee leaves the contractor's employment, the contractor shall return all identification badges and passes of the employee issued by the Government to the COR or security personnel within five working days after termination of their employment.

13.3 Consequences of Illegal Activities. Contractor employees who are found in violation of Government security regulations will be immediately removed from the Clinic and barred from performing further work under this contract.

13.4 Loitering. Contractor employees shall not loiter on the hospital grounds when in a non-duty status. After completing assigned work shifts, all contractor personnel shall promptly depart the station.

13.5 Security Checkout Procedures. The contractor shall ensure that all employees hired to perform the work specified in this contract clear the hospital security office upon termination of their employment. Checkout shall include the return of Government issued passes and identification badges (see paragraph 13.2 above).

14. Safety

14.1 Work Methods. All work performed in delivering the services specified in this contract shall comply with applicable Federal, State, and local safety regulations. The contractor shall have a working knowledge of the following codes, standards, recommended practices, and manuals:

14.1.1 Accreditation Manual for Hospitals developed by The Joint Commission (TJC), current edition.

14.1.2 Public Law 91- 596, Occupational Safety and Health (OSHA) Act of 1970 and current amendments

14.1.3 National Fire Codes and Standards pertaining to the health care field developed by the National Fire Protection Association, current listings

14.1.4 National Safety Council Accident Prevention Manuals pertaining to the health care field, current edition

14.1.5 American National Standards Institute standards pertaining to the health care field

14.1.6 VA Disaster Control Plan

14.1.7 Material Safety Data Sheets (MSDS)

14.2 In addition, Contractor employees shall:

14.2.1 Not place mops, brooms, electrical cords, hoses, machines, and other equipment in traffic lanes or other locations in a manner that creates a safety hazard.

14.2.2 Display warning signs in all areas where housekeeping operations may cause traffic obstruction or hazard to patients, staff personnel, or visitors.

14.2.3 Interrupt their work at any time to allow the passage of patients, staff personnel, visitors, equipment, or carts.

14.2.4 Wear personal protective clothing and/or equipment when handling, pouring, or working with substances, which may expose the employee to injury and/or occupational illness.

14.2.5 Never leave supplies unattended and should be kept locked up when not in use.

14.3 Failure to Comply. If the contractor fails or refuses to promptly comply with applicable safety directives, the COR may issue an order stopping all work until satisfactory corrective action has been taken by the contractor. None of the time lost because of such a work stop order shall be made the subject of a claim for extension of time or for excess costs or damages to the contractor.

14.4 Accident Reporting. The contractor shall report all occupational exposures and all accidents resulting in death, trauma, or occupational disease to the COR. All accidents shall be reported within 24 hours of their occurrence. The COR may require the contractor complete certain forms to document exposures and/or accidents. The contractor shall complete these forms promptly, at no additional cost to the Government.

14.5 Emergency Treatment. The Government will furnish only emergency first aid treatment to contractor employees who may suffer on-the-job injuries. All emergencies will require a 911 call.

14.6 Safety Training. Safety training shall be coordinated through the COR and conducted on site at the Edward J. Hines Jr. VA Hospital.

15. Hours of Operation.

15.1 Contractor shall perform the services as specified in Section 3 of the PWS.

15.2 The contractor shall be required to work holidays unless specified otherwise in Section 3 of the PWS. They are as follows and include any other days specifically declared by the President of the United States to be a national holiday:

New Year’s Day Martin Luther King, Jr.’s Birthday Presidents’ Day Memorial Day Independence Day

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

15.3 When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

16. Conservation of Utilities. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions, which preclude the waste of utilities, which shall include:

16.1 Lights shall be used only in areas when work is being performed. Otherwise, lights shall be turned off.

16.2 The contractor’s employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

16.3 Water faucets or valves shall be turned off after their required use.

16.4 The Government will designate seasonal dates for Government controlled heat and air conditioning to be turned on or off.

16.5 Government telephones shall not be used for personal reasons. Unauthorized calls traced to the contractor or a contractor employee will be billed to the contractor by the Government

17. Review and Evaluation of Operations.

Contractor will meet monthly or as needed with COR to conduct QA walkthroughs of cleaning areas to ensure proper cleanliness of areas and to address any customer cocnerns.

17.1 Housekeeping Schedules.

17.1.1 Two weeks prior to the start date of the contract, the contractor shall provide to the COR for approval, a planned schedule for performing routine housekeeping services. Once approved by the COR, all routine housekeeping tasks shall be performed at the frequencies and within the time periods specified in the schedule. Schedules shall be strictly adhered to facilitate the Government's inspection of the work.

17.1.2 After contract start date the contractor shall submit proposed changes to approved housekeeping schedules, in writing, to the COR at least 24 hours in advance of beginning the work.

17.2 Inspections. The contractor or his representative shall, on a weekly basis when work is performed, tour all areas for which the contractor is assigned responsibility under this contract and shall carefully inspect the quality of housekeeping operations, the status of Government furnished, and contractor furnished equipment. The contractor shall initiate prompt action to correct identified discrepancies. The contractor shall promptly report to the COR those deficiencies resulting from poor or non-performance. When facilities defects are found, these defects shall be reported to the COR.

17.3 Documentation. On a monthly basis, the contractor shall document an assessment of compliance with the Quality Control Plan. Monthly documentation shall include, at a minimum, a statement of the degree of compliance with pre-established criteria, recommendations for changes in work methods, and plans of action and milestones to correct identified discrepancies.

17.4 Review of Documents. The contractor shall provide copies of documents required in paragraphs 17.2 and 17.3 above to the COR when requested.

18. Period of Performance. The period of performance shall be for one (1) Base Year and four (4) 1-year option periods. The Period of Performance is:

19. Quality.

19.1 Quality Control.

19.1.1 The contractor shall provide a quality control plan that contains, at a minimum, the items listed below. The Contracting Officer will notify the contractor of acceptance or required modifications to the plan before the contract start date. The contractor must make appropriate modifications and obtain acceptance of the plan by the Contracting Officer before the contract start date.

19.1.1.1 A description of the methods used to ensure employees have completed requisite training.

19.1.1.2 A description of the methods used to ensure Government furnished materials and equipment are returned in the same condition.

19.1.1.3 A description of the methods used to comply with 17.2 Inspections

19.2 Quality Assurance.

19.2.1 The Government will evaluate the contractor’s performance under this contract to ensure that the contractor’s quality control plan is adequate, and that quality is achieved through a Quality Assurance Surveillance Plan (QASP).

19.2.2 The Government shall prepare a QASP after contract award derived from the PWS and the contractor’s submitted quality control plan. The QASP is a “living document” and the Government may review and revise it at any time. However, the Government shall coordinate changes to the QASP with the contractor.

19.2.3 The QASP will specify the work requiring surveillance and the Government’s method of surveillance.

19.3 Minimum Performance Standards.

19.3.1 The contractor shall maintain performance standards in accordance with the standards outlined in the table below. Failure to meet the Acceptable Quality Levels (AQL) may result in termination of the contract.

19.3.2 The QASP will include the standards below as well as others derived from the successful offeror’s quality control plan.

20. Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

DEFINITIONS & ACRONYMS

DEFINITIONS:

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