Solicitation 36C25223Q0141 Amendment 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

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

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

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

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

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 15

N/A

36C252

Department of Veterans Affairs

Great Lakes Acquisition Center (GLAC)

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

To all Offerors/Bidders

36C25223Q0141

01-06-2023

X

X

See the Attachment for the specifics of Amendment 0001.

New question deadline is Tuesday, January 10, 2023, by 5:00 PM Local Time.

New quote deadline is Tuesday, January 17, 2023, by 5:00 PM Local Time.

Rob Knight

Contracting Officer

Solicitation 36C25223Q0141

Amendment 0001

ATTACHMENT

Solicitation 36C25223Q0141 has been amended as follows:

1. Revised Performance Work Statement: The Performance Work Statement has been revised to emphasize that proper staffing is the main effort to be performed under the proposed Contract.

Cleaning tasks, both basic and periodic, will be assigned by the COR or the COR’s designee on a

Shift-by-Shift basis. The revised Performance Work Statement follows the Questions and Answers, below.

2. New Question Deadline: The updated deadline for questions is Tuesday, January 10, 2023, by 5:00 p.m. Local Time. Please e-mail your questions to Robert.Knight1@va.gov.

3. New Quote Deadline: The updated quote deadline is Tuesday, January 17, 2023, by 5:00 p.m. Local

Time. Please e-mail your quotes to Robert.Knight1@va.gov.

4. Revised Quote Requirements for the Technical Capability Factor: Under Instructions to Quoters, Contents of Quote, the Technical Capability factor has been amended as follows:

(2) Technical Capability: The quotation should detail how the Contractor will provide the services required in the Performance Work Statement, specifically including:

a. A proposed staffing plan in accordance with Paragraph B of the Performance Work Statement--

FHCC understands that providing a full roster would be a very difficult undertaking given the uncertainty surrounding a solicitation, but FHCC is looking for a solid HR plan for providing the Executive

Housekeeper, Shift Leaders, and employees in a timely manner;

b. A picture of the company uniforms.

QUESTIONS & ANSWERS

The following questions were received in response to the Solicitation, with answers following in red:

(1) Can you provide the square footage for the areas that need to be Stripped, Scrubbed, Sealed, and

Waxed? Can you provide the square footage for the carpeted areas that need to be Cleaned and

Shampooed?

The square footages are irrelevant to Contract performance because all cleaning tasks will be directed by the COR or the COR’s designee on a Shift-by-Shift basis. The Contractor will only be responsible for the cleaning tasks as assigned.

(2) Will FHCC provide the following items, or is Contractor to price within the proposal?

• Floor Machines (such as Burnishers, Auto Scrubbers, Extractors, Vacuums, etc.)

FHCC will provide vacuum cleaners and floor scrubbers, but will not provide burnishers or carpet extractors. Buffing and carpet cleaning will be performed on a periodic basis in coordination with the COR.

mailto:Robert.Knight1@va.gov mailto:Robert.Knight1@va.gov

• Microfiber Mop Heads and Cloths/Microfiber Program

FHCC will provide mops and microfiber products.

• Floor Pads/Scrubbing Pads

FHCC will not provide floor pads or scrubbing pads.

• PPE (such as work boots and N95 masks, as required)

FHCC will provide surgical masks so long as they are required, but it will not furnish work boots or other PPE items.

(3) Does FHCC perform all laundry and linen requirements, outside of stripping sheets and taking down curtains? Can we get more information around laundry and linen performance? Does this include microfiber laundry?

Laundry services are completely outside the scope of the proposed Contract.

(4) Is the Executive Housekeeper required to maintain any certifications, such as CESE, CHESP, or

RESE?

The Executive Housekeeper requirements are set forth in the revised Performance Work Statement, below. Additional certifications will be viewed favorably when evaluating a quote, but are not required.

(5) What kind of training and education is required from the Contractor to each housekeeping employee, shift leads, and the Executive Housekeeper? Are Contractors required to submit a training and education plan that meets Healthcare Environmental Cleaning requirements – specific to competencies?

There are no specific classes or certifications required for the Executive Housekeeper, Shift Leads, or employees at this time. The COR will notify the Contractor of any requirements as new requirements are mandated.

(6) Does the contract require any specialty cleaning, such as Surgery Area, OB Areas, Procedure Rooms, Sterile Prep, etc.?

No.

(7) Cleaning HVAC vents and lighting, does the FHCC provide a step-ladder and/or appropriate-length ladder to clean these items?

Yes.

(8) How often does buffing need to be performed?

Buffing will be performed at the direction of the COR or the COR’s designee.

(9) Did you include the Certified Executive Housekeeper in the total minimum employee number?

No, the Certified Executive Housekeeper is not included in the Shift staffing requirement. The Shift

Leader is included, however.

(10) What are the three biggest challenges the FHCC experienced with previous contracts for this performance?

The biggest challenge boils down to one thing: HR processes have been lacking—hiring quality workers, retaining these workers, and providing proper supervision. The Contractor must anticipate and provide support and appropriate initial start-up resources, especially administrative involvement in training, hiring, and the badging process.

(11) What are you looking for in a contractor in performance of this contract?

Quality workers. Quality work. Follow-up. Consistency. Flexibility. Accountability. Continuous improvement.

(12) In the first 4 months what is the FHCC looking for from the contractor that will show the COR that they picked the right contractor?

A Contractor who anticipates hard work and does the legwork to hire and retain quality workers who do quality work. The Contractor is thoroughly involved in the badging process to move things forward. The Contractor frequently interfaces with the COR or EMS representative and the

Training Officer. The Contractor is proactive in gaining knowledge of FHCC’s cleaning requirements. The Contractor may, but is certainly not required, go beyond the basic requirements of the Contract to obtain quality certifications such as CHESP and/or CHEST.

(13) Has the FHCC always required a specific number of personnel in performance of this effort?

The last two FHCC janitorial contracts have specified the number of personnel required.

[See Revised Performance Work Statement Next Page]

B.3 PERFORMANCE WORK STATEMENT

Janitorial Services for the Captain James A. Lovell Federal Health Care Center

A. Description of Services. The Contractor shall provide the managerial, supervisory, administrative, direct, and overhead personnel necessary to perform the work specified in this Contract, including the provision of all labor, transportation, equipment, and materials, except as specified herein as government furnished, to perform janitorial services in accordance with this Contract at the Captain James A. Lovell

Federal Health Care Center (“FHCC”), 3001 Green Bay Road, North Chicago, Illinois 60064-3048.

Outstanding patient care begins with a clean healthcare environment. Accordingly, the Contractor is expected to perform all requirements of this Contract in an exemplary manner with minimal oversight.

B. Staffing.

1. Executive Housekeeper: The Contractor shall designate an Executive Housekeeper to be responsible for all services to be provided under this Contract and who will serve as the primary point-of-contact for the COR. The Contractor may designate an Alternate Executive Housekeeper to serve as a backup to the Executive Housekeeper so long as the Alternate Executive

Housekeeper meets all of the requirements for the Executive Housekeeper. The Alternate

Executive Housekeeper may fulfill all of the functions of the Executive Housekeeper so long as advanced notice is given to the COR that the Alternate Executive Housekeeper will be fulfilling the duties of the Executive Housekeeper.

a. Availability: The Executive Housekeeper shall be available by telephone during all shifts.

b. Meeting Attendance: The Executive Housekeeper shall attend all meetings regarding this

Contract. The COR, in the COR’s sole discretion, may permit virtual meeting attendance by telephone or computer.

c. Onsite Visitation Requirements: The Executive Housekeeper shall visit the FHCC campus at least biweekly during the 1st Shift (as defined below) and monthly during the 2nd and 3rd shifts (as defined below) for quality assurance and supervisory purposes.

d. Experience Requirements: The Executive Housekeeper shall possess a minimum of three (3) years of housekeeping experience, which shall consist of a minimum of two (2) years of general housekeeping experience and at least one (1) year of verifiable hospital housekeeping experience.

2. Shift Leaders: The Contractor shall designate a Shift Leader for each shift. In the event that a

Shift Leader is absent from a Shift, the Executive Housekeeper shall notify the COR of the absence as soon as it known and shall provide the name of the person designated as the Shift

Leader in the normal Shift Leader’s absence.

a. Responsibilities:

i. Take employee attendance, ensuring that the proper number of employees are present prior to the beginning of the shift;

ii. Check-in with the COR or the COR’s designee to receive the work assignments for that shift;

iii. Ensure the work-tempo remains high, working alongside the other employees as needed; and

iv. Ensure the quality of the work provided by their Shift meets the requirements of this

Contract.

b. Experience Requirements: Each Shift Leader shall possess at least one (1) year of experience within the last three (3) years in hospital/medical housekeeping services (not general housekeeping). Each Shift Leader shall also have experience with management, training, and performing administrative tasks.

3. Shifts: The Contractor shall provide three (3) shifts with the following number of employees per shift; the total number includes the Shift Leader, but excludes the Executive Housekeeper. Note:

All times are Local (Central).

a. 1st Shift (7:30 a.m. – 3:30 p.m.):

i. Sunday – Thursday: four (4) employees; and

ii. Tuesday – Saturday: five (5) employees.

b. 2nd Shift (12:00 p.m. (noon) – 8:30 p.m.):

i. Sunday – Thursday: four (4) employees; and

ii. Tuesday – Saturday: five (5) employees.

c. 3rd Shift (12:00 a.m. (midnight) – 8:30 a.m.):

i. Monday – Friday: three (3) employees; and

ii. Tuesday – Saturday: three (3) employees.

d. Minimum Staffing for Saturdays, Sundays, and Federal Holidays:

i. 1st Shift: four (4) employees;

ii. 2nd Shift: four (4) employees; and

iii. 3rd Shift: three (3) employees (Note: 3rd Shift does not work on Sunday.).

4. Shift Schedule: Within fifteen (15) days after Contract award, the Contractor shall provide a Shift

Schedule to the COR, which shall include the names and telephone numbers for the Executive

Housekeeper, the Alternate Executive Housekeeper (if designated), and all Shift Leaders. The

Shift Schedule shall also contain the names of all personnel by shift assigned. The Contractor shall provide an updated Shift Schedule to the COR within the first five (5) days of each month thereafter.

5. Federal Holidays:

a. New Year’s Day;

b. Birthday of Martin Luther King, Jr.;

c. Washington’s Birthday;

d. Memorial Day;

e. Juneteenth National Independence Day;

f. Independence Day;

g. Labor Day;

h. Columbus Day;

i. Veterans Day;

j. Thanksgiving Day;

k. Christmas Day; and

l. Any other day declared a Federal Holiday by Presidential Proclamation

6. Personnel Requirements: The Contractor shall ensure that personnel performing services under this Contract meet the following requirements:

a. Technically Qualified: All employees shall be able to perform the tasks set forth in Section C

Basic Cleaning Services, below.

b. Physically Qualified: All employees shall be physically able to perform services under this

Contract, to include at a minimum the following: ability to lift 20 pounds; prolonged standing and walking; and frequent bending at the waist.

c. Medically Qualified: Pursuant to recommendations by The Joint Commission, Centers for

Disease Control and Prevention (CDC), and the Veterans Health Administration (VHA), the

Contractor shall submit proof of the following medical requirements for each employee providing services under this Contract:

i. Annual Tuberculosis Test, with a chest x-ray if test shows positive;

ii. Hepatitis B vaccine or titer;

iii. COVID-19 vaccination, with boosters as required; and

iv. Current Influenza (Flu) vaccination.

Note: In addition to these requirements, all employees shall be healthy when performing services under this Contract; sick employees shall not report to work, and employees that become sick at work shall depart the facility as soon as possible.

d. Proper Behavior: While onsite, all employees shall be courteous and respectful of the staff, patients, visitors, and each other. Contractor employees shall not be rude, argumentative, or confrontational with anyone. Any violation of this policy is grounds for immediate revocation of that person’s access badge and a permanent ban from the facility.

e. Hygiene and Grooming: All employees shall maintain proper hygiene and grooming standards while on onsite.

f. Clear Criminal Record: All employees shall have a clear criminal record, which means no felony convictions, or misdemeanor convictions for assaultive behavior or crimes of moral turpitude, i.e., lying, cheating, or stealing.

g. Able to Communicate in English: All employees shall be able to effectively communicate in

English – speaking, reading, and writing. The purpose of this requirement is to ensure that all employees are able to understand any alerts or warnings, oral and written, issued by the facility.

7. Uniforms: The Contractor shall provide a standard custodial-type uniform to its personnel that is easily recognizable and clearly distinguishes them as Contractor personnel. Uniforms shall:

present a neat, distinctive appearance; be clean and maintained in good repair; and be worn as designed by the manufacturer. A standard custodial uniform is a collared work-shirt (button-down or polo style), pants or skirt of twill or similar material, and footwear that covers the entire foot for safety purposes. Contractor personnel shall not wear hats.

8. Identification Badges: Personnel shall wear their Government-issued identification badge so that it is clearly visible on the front of their uniform.

C. Building Areas to be Cleaned: The areas to be cleaned on the FHCC campus include:

1. Building 1: Ground Floor, 1st Floor, Lobby, West Wings, and 2nd Floor;

2. Building 3: Ground Floor, 1st Floor, and 2nd Floor;

3. Building 4: Ground Floor and 1st Floor;

4. Building 9: 1st Floor and 2nd Floor;

5. Building 46: Ground Floor, 1st Floor, and 2nd Floor;

6. Building 131: Four Centers, 3rd Floor West, 2nd Floor East, 1st Floor, and Ground Floor;

7. Building 133/CA/EF: 1st, 2nd, 3rd, and 4th Floors;

8. Building 134: Three Centers, 1st Floor South, and Ground Floor;

9. Building 135: Three Centers, Ground Floor North, 1st Floor North, and 2nd Floor;

10. Tramway and hospital thoroughfares; and

11. Other campus buildings/areas as assigned.

D. Basic Cleaning Services. Cleaning tasks will be assigned per Shift by the COR, or the COR’s designee. The basic cleaning services to be performed under this Contract include, without limitation, the following services:

1. Aseptic Cleaning Techniques: The Contractor shall use aseptic cleaning techniques, defined as using practices and procedures to prevent contamination from pathogens in order to minimize the risk of infection, in the performance of this Contract.

2. “As Needed”: All cleaning services provided under this Contract shall be performed “as needed” or an “as needed basis,” which means that the Contractor shall perform the service whenever a deficiency is observed, or should be observed, in the COR’s sole judgment. The Contractor shall make timely corrective actions for all “as needed” requirements before prompting by the COR.

3. Urgent Cleaning: The Contractor shall immediately respond to any urgent cleaning requirements communicated by FHCC staff, including without limitation: spills and bodily fluids.

4. Maintaining Floors: All floors, except carpeted areas, shall be swept, dust-mopped, wet-mopped using microfiber material mops, and buffed to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter, and to prevent quat binding. Baseboards, corners, and wall/floor edges shall also be clean and free from dirt. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, and all other areas/items adjacent to the floor. 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.

5. Removing Trash: All trash receptacles shall be emptied and returned to their initial location.

Boxes, cans, and paper placed near a trash receptacle and marked “TRASH” shall be removed.

All trash receptacles shall be fitted with a disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when the 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.

6. Emptying Recycling Containers: All recycling containers shall be emptied and returned to their initial location. Cardboard boxes shall be broken down and placed within the recycling dumpster.

Cans, paper, and other recyclables placed in or near a trash receptacle shall be removed and placed within the recycling dumpster. Recycling containers shall be left clear, free of foreign matter, and free of odors.

7. Cleaning Interior Glass and Mirrors: Clean all interior glass and mirrors, including glass in doors, partitions, walls display cases, and directory boards. After cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

8. Cleaning Windows: Clean the interior surface of all windows. After cleaning, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

9. Vacuuming Carpets: Vacuum carpeted areas, which includes area and throw-rugs. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. All spots shall be removed by the carpet manufacturer’s approved methods as needed. All tears, burns, and raveling shall be brought to the attention of the COR as soon as practicable.

10. Vacuuming/Cleaning Floor Mats: Vacuum and/or clean interior floor mats of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their original location.

11. Cleaning and Disinfecting High-Touch Points: Clean and disinfect all High‐Touch Points in common/public areas. High‐Touch Points are surface areas that are likely to be touched by patients, staff, vendors, and/or visitors. Examples of High-Touch Points include without limitation: horizontal surfaces; handrails; elevator buttons; elevator panels; elevator holding rails;

waiting room furniture; water fountains; windowsills; hallway bumper guards (upper and lower);

vending machine panels; door handles; light switches; and Reusable Medical Equipment in patient-care areas, including beds, bed frames, gurneys, mattresses, IV poles, and commodes.

12. Dusting: All horizontal surfaces shall be dusted or otherwise cleaned to eliminate dust collection.

All vertical surfaces shall also be kept free from the accumulation of dust. All furniture, computers, and medical and other equipment shall also be kept free from dust.

13. Cleaning HVAC Vents: All heating and air conditioning ventilation grates, grills, louvers, and covers shall be kept free from dust and dirt.

14. Cleaning Fluorescent Light Fixture Diffusers: All plastic diffusing lenses for ceiling-mounted fluorescent light fixtures shall be kept clean on both sides of the diffuser, free of dust, dirt, and dead insects.

15. Cleaning Water Fountains: All water fountains shall be cleaned and disinfected, including the drain. Water fountains shall be free of streaks, stains, spots, smudges, and scales.

16. Emptying/Cleaning Exterior Trash Receptacles: All exterior trash receptacles shall be emptied and returned to their initial locations. Boxes, cans, and paper placed near a trash receptacle and marked “TRASH” shall be removed. All trash receptacles shall be fitted with disposable plastic liner. All plastic liners for trash receptacles shall be replaced with new ones when the 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.

17. Restroom Cleaning Services.

a. Cleaning and Disinfecting: Completely clean, disinfect, and deodorize all surfaces of sinks, toilets, urinals, lavatories (including wall areas adjacent to wall-mounted lavatories, urinals, and toilets), dispensers, plumbing fixtures, partitions, doors (including handles, kick plates, ventilation grates, and metal guards), walls, and any other restroom surfaces not otherwise listed, using a germicidal detergent on a daily basis. Microfiber products shall be used for cleaning at all times.

b. Descaling Toilets and Urinals: Descale the toilets and urinals. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

c. Sweeping and Mopping Floors: Sweep and microfiber mop restroom floors so that the entire surface (floor and grout) is free from litter, dirt, dust, debris, and is disinfected. Grout on wall and floor tiles shall be free of dirt, scum, mildew, and residue. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stains, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. The Contractor shall use only clean water and appropriate cleaning agents for mopping, properly disposing of soiled water after each cleaning.

d. Stocking Janitorial Restroom Supplies: The Contractor shall ensure restrooms are stocked sufficiently so that supplies, including soap dispensers, paper towels, and toilet paper, do not run out. Supplies shall be stored in designated areas and shall be kept off the surface of floors.

No overstocking shall be allowed. All paper and fluid supplies are provided by FHCC to maintain consistency throughout the facility.

18. Spot-Cleaning: Perform spot-cleaning on a continual basis using microfiber cloths and hospital-approved, EPA-registered disinfectants and cleaners on all surfaces, particularly High-Touch

Points, including without limitation: door handles; handrails, and light switches. Spot-cleaning includes without limitation, removing or cleaning smudges, fingerprints, marks, streaks, and spills from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, fixtures, furniture, various non-critical surfaces, and non-critical reusable medical equipment. After cleaning, surfaces shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. The Contractor shall notify the COR as soon as practicable if an area or item cannot be successfully spot-cleaned.

E. Periodic Cleaning Services. Periodic cleaning services will be assigned by the COR, or the COR’s designee. The periodic cleaning services to be performed under this Contract include, without limitation, the following:

1. Strip, Scrub, and Wax Floors: Tile floors shall be stripped, scrubbed, waxed, and buffed to maintain sanitary conditions and a clean, uniform, glossy appearance free of scuff marks, wax build-up, and other stains or discolorations. Stripping shall be accomplished using a non-ammoniated finish remover. Floors shall be completely clean, free of stripper, dirt, hair, and debris, prior to applying any wax. The Contractor shall use a nonskid wax. The Contractor shall apply a minimum of four (4) coats of finish. The Contractor shall remove all floor products splashed onto baseboards, walls, and any other surfaces. Additional finishing may be required in heavy traffic areas between regularly scheduled finishing to keep the floor protected and provide an even appearance.

2. Clean and Shampoo Carpets: Shampoo carpeted areas, including area and throw-rugs, to create a uniform appearance free of stains and discoloration. Any spots or stains shall be removed by the carpet manufacturer’s approved methods as soon as noticed. A heavy-duty spot remover may be required in heavily soiled areas. 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 upon completion and a dry surface.

F. Materials/Supplies and Equipment.

1. Materials/Supplies: All materials and supplies required for performance of this Contract will be supplied by FHCC, including lotion soap, hand lotion, paper towel rolls for dispensers, coreless

JRT toilet paper rolls, tampons, feminine napkins, and feminine napkin bins. FHCC will also provide housekeeping carts and basic cleaning supplies/materials, including microfiber products, cleaning disinfectants, general cleaners, brooms, and mops. FHCC will provide surgical masks so long as they are required.

2. Material Safety:

a. All cleaning agents shall be kept in their original containers with legible labels.

b. The Contractor shall properly dispose of all cleaning agents and chemicals after use.

c. All supplies shall be properly stored in janitorial closets, or other areas designated by the

COR.

3. Equipment: FHCC will provide vacuum cleaners, floor scrubbers, and ladders. FHCC will not provide floor buffers and carpet extractors.

G. Performance Requirements.

1. Janitorial Closets:

a. All designated janitorial closets shall be kept clean and orderly. No food or drink shall be stored in a janitorial closet.

b. Mop heads and bristles shall be stored clean and free of debris.

c. Mop buckets, buckets, and miscellaneous containers shall be free of standing liquid and debris.

d. Cleaning chemicals shall be stored below five (5) feet from the floor and below any paper products. Supplies shall be stored in cabinets off the floor. Brooms and mops may hang from wall-hooks.

e. Electrical equipment shall be in working order. No broken or unsafe equipment of any kind shall be stored in a janitorial closet.

f. The following are prohibited from use in janitorial closets: corrugated cardboard; wood shelving; and pallets.

2. Safety:

a. Housekeeping carts shall not be left unattended or parked in public areas where they could cause an obstruction, such as doorways or blocking handrails.

b. Wet floor signs shall be used to designate wet areas on the floor and removed when the floor is dry. Signs shall be placed so as not to be an obstruction or otherwise pose a hazard.

H. Quality Assurance.

1. Quality Control Program (“QC Program”): The Contractor, in coordination with the COR, shall develop and maintain a Quality Control Program to ensure that all delivered services are performed in accordance with this Contract and accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of non-conforming services. The QC Program shall be delivered to the COR within thirty (30) days after

Contract award, to be approved by the COR in the COR’s sole judgment.

2. Deficiency Procedures: When a deficiency per the requirements of this Performance Work

Statement is noted by a facility staff-member or customer, the COR will confirm this deficiency by inspection and record any findings, with the date and time of the inspection. When inspection indicates unacceptable performance, in the COR’s sole discretion, the COR will notify the

Contractor. The Contractor shall correct all deficiencies within two (2) hours after notification of the unacceptable performance.

I. Reporting Requirements. At the discretion of the COR or Contracting Officer, the Contractor may be required to submit an ongoing report of services rendered under the terms of the Contract. The

Contractor may be required to submit a report that includes: (1) dates and times when services were performed; (2) a list of the areas where services were performed; (3) types of services and a brief description of the work performed; (4) any items damaged or other incidents; (5) the names of employees performing the services; (6) any other information deemed relevant to performance under this Contract by the COR or Contracting Officer.

J. Onsite Work Requirements.

1. Contractor Orientation/Training: The Contractor shall attend an orientation prior to beginning any work under this Contract, in the COR’s sole discretion. This orientation may include the following topics: Contract terms and conditions; performance monitoring; badging procedures;

safety; fire procedures; severe weather procedures; disease transmission; infection control;

disaster procedures; and any other topic deemed necessary by the COR. At the COR’s discretion, the Contractor may be responsible for providing some or all of this information/training to its personnel, as directed by the COR.

2. Check-in/Check-out Requirements: The Contractor shall comply with all facility check-in and screening requirements. Upon successful completion of the facility’s check-in and screening process, the Contractor shall check-in with the COR. The Contractor shall check-out with the

COR, or the COR’s designee, at the conclusion of such work, prior to departing the VA facility, advising them of the work completed and any problems/issues identified.

3. Noninterference with Facility Functions: The Contractor shall perform its services under this

Contract in a manner that does not interfere with the facility’s functions, including maintaining all tools and equipment in an orderly fashion and cleaning the work area at the conclusion of a service visit. Contractor personnel shall not use Government telephones for personal reasons.

4. Building Security and Keys:

a. The Government will provide the Contractor with keys to access the required rooms for services provided under this Contract. Access to restricted areas will be provided to the

Contractor by prior arrangements with the COR. Except for keys issued to a Contractor supervisor, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR will perform an inventory of keys assigned to the Contractor at the end of the contract period or at any other time, in the COR’s sole discretion. Any keys lost by the

Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for rekeying caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

b. The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties. There may be certain areas identified by the COR in which Contractor personnel must immediately notify the COR and facility Security

Personnel if a door is found unlocked.

c. When leaving a work area, Contractor personnel shall turn off lights if the area is unoccupied, unless otherwise directed by the COR. The Contractor shall secure and lock windows before leaving an area, and if there is difficulty securing the area, Contractor personnel shall immediately notify their supervisor, who shall immediately notify the COR.

d. The Contractor shall comply with the security clearances or access controls imposed.

e. The Contractor shall turn in all lost articles found during the performance of duties to the

COR or facility Security Personnel.

5. Conservation of Utilities: The Contractor shall not adjust any controls for the HVAC system and shall turn off all water faucets and spigots when not in use.

6. Safety – Infection Control Risk Assessment (ICRA) Requirements: The Contractor shall follow all ICRA requirements, as set forth by the infection control staff.

7. Safety – OSHA and CDC Requirements: The Contractor shall comply with all OSHA and CDC requirements, including without limitation: use of personal protective equipment; proper placement of caution signs; and providing the COR with all Material Safety Data Sheets, as applicable, prior to beginning any work under this Contract.

8. Photography: Photographs may be taken on facility grounds only during the performance of the services provided under this Contract; photographs shall not be taken for any other reason.

Photographs shall not contain any images or other personal information of patients, Government personnel, or other contractor personnel. Any violation of this policy is grounds for immediate revocation of that person’s access badge.

9. Legal/Professional Standards Compliance. All work performed under this Contract shall comply with all applicable laws, regulations, ordinances, rules, and professional standards, specifically including without limitation: the Centers for Disease Control and Prevention (CDC); the

Occupational Safety and Health Administration (OSHA); the Environmental Protection Agency

(EPA); the National Fire Protection Association (NFPA); the Food and Drug Administration

(FDA); and The Joint Commission.

10. Protection of Government Property: The Contractor shall take care to protect persons and personal/Government property while on VA property, including removal of all trash and debris at the completion of any job, and otherwise keeping the work area clean at all times. The Contractor shall be liable for any injuries and/or damage caused by the Contractor, including its personnel and agents (including any subcontractors), to include all reasonable costs for medical treatment and/or damage repair. Any injuries and/or damage caused by the Contractor shall immediately be reported to the COR.

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