36C25621Q0793.docx

36C25621Q0793

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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 SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________

. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS

ACCEPTED AS TO ITEMS:

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

c. 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

598-21-3-8302-0033 36C25621Q0793 06-21-2021

SHAWN VANZANDT

(479) 444-5013 07-05-2021 14:00

CDT

Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703 X X 561720 $19.5 Million N/A X Department of Veterans Affairs Central Arkansas Veterans Healthcare Sys 4300 West 7th Street Little Rock AR 72205 Department of Veterans Affairs Veterans Healthcare System of the Ozarks Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703

Department of Veterans Affairs Tungsten Support 1-877-489-6135 http://www.tungsten-network.com/uk/en/ Dept of Veterans Affairs financial svs 1-877-353-9791 email: vafscched@va.gov See CONTINUATION Page Contractor to provide Janitorial Services for the North Little Rock (NLR) and Little Rock (LR) locations to include elevators, stairwells, drinking fountains, public corridors, waiting rooms, restrooms, and canteens within strict accordance with attached Statement of Work (SOW).

A. This is a 100% total SDVOSB set-aside requirement.

B.

Please see Price/Cost schedule. Quote shall be presented for Base Year and for each Option Year.

C. Period of Performance is as follows:

Base Year = 09/01/2021 - 08/31/2022 Option Year 1 = 09/01/2022 - 08/31/2023 Option Year 2 = 09/01/2023 - 08/31/2024 ***Site Visit is mandatory for this requirement. Please see Section E for details.*** See CONTINUATION Page 598-3610162-8302-56200 x X x Kevin D.

Pollard Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individual(s):

Telephone #: ____________________ Fax #: __________________________ e-Mail Address: __________________ Tax Identification Number: _________ DUNS Number: _________________

b. GOVERNMENT: Shawn Vanzandt Department of Veterans Affairs, Veterans Health Administration Network Contracting Office 16 2575 Keystone Crossing Fayetteville, Arkansas 72703

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All invoices from the Contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 “Electronic Submission of Payment Requests.

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Janitorial Services for the NLR and LR locations to include elevators, stairwells, drinking fountains, public corridors, waiting rooms, restrooms, and canteens.

Contract Period: Base POP Begin: 09-01-2021 POP End: 08-31-2022

The Department of Veterans Affairs CAVHS has a requirement to provide Janitorial Services for the NLR and LR locations to include elevators, stairwells, drinking fountains, public corridors, waiting rooms, restrooms, and canteens. In North Little Rock, the Outer Buildings (1-159 listed below surrounding building 170) as well as all public areas listed below that are all located in the main hospital building 170. In Little Rock, the parking deck outside of John L McClellan as well as all 7 stories including the canteen.

Contract Period: Option 1 POP Begin: 09-01-2022 POP End: 08-31-2023

The Department of Veterans Affairs CAVHS has a requirement to provide Janitorial Services for the NLR and LR locations to include elevators, stairwells, drinking fountains, public corridors, waiting rooms, restrooms, and canteens. In North Little Rock, the Outer Buildings (1-159 listed below surrounding building 170) as well as all public areas listed below that are all located in the main hospital building 170. In Little Rock, the parking deck outside of John L McClellan as well as all 7 stories including the canteen.

Contract Period: Option 2 POP Begin: 09-01-2023 POP End: 08-31-2024

*The contractor employees shall not be considered Government employees for any purpose under the contract.

REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed the Simplified Acquisition Threshold and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

Each Contractor whose contract award is estimated to exceed the Simplified Acquisition Threshold is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the Contractor’s registered representative.

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

Failure to have a current registration with the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.

B.3 STATEMENT OF WORK

Statement of Work Central Arkansas Veteran Healthcare System The Department of Veterans Affairs CAVHS has a requirement to provide Janitorial Services for the North Little Rock (NLR) and Little Rock (LR) locations to include elevators, stairwells, drinking fountains, public corridors, waiting rooms, restrooms, and canteens. In North Little Rock, the Outer Buildings (1-159 listed below surrounding building 170) as well as all public areas listed below that are all located in the main hospital building 170. In Little Rock, the parking deck outside of John L. McClellan (JLM) as well as all 7 stories including the canteen.

*KEY PERSONNEL

A. Program Managers B. Supervisors

1. BUILDING AREAS:

Eugene Towbin Veterans Hospital, 2200 Fort Roots Dr, North Little Rock, AR 72114 Total square footage approximately_354,075.1_ John L McClellan Veterans Hospital, 4300 W. 7th St. Little Rock, AR 72205 Total square footage approximately_180,922_

2. GENERAL:

We require a total of 4 supervisors, 2 for LR and 2 for NLR. These supervisors will oversee staff for public areas, canteens, restrooms, drinking fountains, public areas including corridors, outer buildings, parking deck to include quality inspection checks. We require the program manager on site daily and will be given space for an office at both sites. He/she does quality checks making sure cleaning was completed. Housekeeping Staff will be required 7 days a week to include holidays. Cleaning refers to these items:

Bathroom cleaning to include stocking toilet paper, paper towel, and soap Elevators include square footage for NLR and LR Entry to include: Porches /overhead covering and hallways Administrative Offices Stairwells Periodic wall washing Floorcare to include vacuuming, wax/stripping/buffing and carpet shampoo Drinking fountains Trash removal Dust and wet mopping Window cleaning/windowsills internal Vents/ ceiling grids and HVAC grills

NORTH LITTLE ROCK EUGENE TOWBIN

Eugene Towbin NLR ground floor public areas Building Operational Hours: 0700 - 1630 Cleaning Daily (Monday-Sunday): Personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

GROUND FLOOR STAIRWELLS

GROUND FLOOR RESTROOMS

GROUND FLOOR ELEVATORS

Eugene Towbin NLR first floor public areas

Cleaning Daily (Monday-Sunday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

FIRST FLOOR STAIRWELLS

FIRST FLOOR RESTROOMS

FIRST FLOOR ELEVATORS

5359.7

SECOND FLOOR STAIRWELLS

SECOND FLOOR RESTROOMS

SECOND FLOOR ELEVATORS

THIRD FLOOR STAIRWELLS

THIRD FLOOR RESTROOMS

THIRD FLOOR ELEVATORS

Eugene Towbin North Little Rock OUTER BUILDINGS Building Operational Hours: 0700 – 1630 (Each building should be cleaned daily) Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

LITTLE ROCK JOHN L MCLELLAN

John L McClellan LR OUTDOOR areas Building Operational Hours: 0700 - 1630 Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

John L McClellan LR GROUND FLOOR PUBLIC AREAS

Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

GROUND FLOOR STAIRWELLS (3RD SHIFT)

GROUND FLOOR RESTROOMS (3RD SHIFT)

GROUND FLOOR ELEVATORS (3RD SHIFT)

John L McClellan LR 1ST FLOOR PUBLIC AREAS

Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

FIRST FLOOR STAIRWELLS (3RD SHIFT)

FIRST FLOOR RESTROOMS (3RD SHIFT)

FIRST FLOOR ELEVATORS (3RD SHIFT)

15334

John L McClellan LR second FLOOR PUBLIC AREAS

Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

SECOND FLOOR STAIRWELLS (3RD SHIFT)

SECOND FLOOR RESTROOMS (3RD SHIFT)

SECOND FLOOR ELEVATORS (3RD SHIFT)

John L McClellan LR fourth FLOOR PUBLIC AREAS

Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

FOURTH FLOOR STAIRWELLS (3RD SHIFT)

FOURTH FLOOR RESTROOMS (3RD SHIFT)

4D-100

FOURTH FLOOR ELEVATORS (3RD SHIFT)

John L McClellan LR FIFTH FLOOR PUBLIC AREAS

Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

FIFTH FLOOR STAIRWELLS (3RD SHIFT)

FIFTH FLOOR RESTROOMS (3RD SHIFT)

FIFTH FLOOR ELEVATORS (3RD SHIFT)

John L McClellan LR SIXTH FLOOR PUBLIC AREAS

Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

SIXTH FLOOR STAIRWELLS (3RD SHIFT)

SIXTH FLOOR RESTROOMS (3RD SHIFT)

SIXTH FLOOR ELEVATORS (3RD SHIFT)

John L McClellan LR SEVENTH FLOOR PUBLIC AREAS

Cleaning Daily (Monday-Friday): 2 shifts of personnel will be required for the 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts

SEVENTH FLOOR STAIRWELLS (3RD SHIFT)

SEVENTH FLOOR RESTROOMS (3RD SHIFT)

SEVENTH FLOOR ELEVATORS (3RD SHIFT)

Pictures of JLM Ground and First floors below. Not pictured are floors 2, 4, 5, 6, and 7.

3. Canteen Cleaning This area will need to be cleaned 7 days a week, 1st (9:00am – 5:00pm) and 3rd (1:00am – 9:00am) shifts with the 1st shift being the smaller of the two.

The North Little Rock Eugene Towbin canteen located in B170 as well as the Little Rock John L McClellan canteen and public areas in the 7-story building must be maintained in neat and clean appearance to include all floor care and trash removal.

Contractor shall provide all labor, personnel, management, supervision and other items and services necessary to perform the work (cleaning chemicals provided by VA). Commercial cleaning service is required for all Veteran Canteen Service food preparation, structures and extraction components, vents, dining, vending, refrigerators and freezers, retail, and administrative support offices at the Central Arkansas Veterans Healthcare System (CAVHS) Veteran Canteen Services, Little Rock and North Little Rock campuses.

The Veteran Canteen Services The Contractor shall provide cleaning, frequency defined in Cleaning Schedule of multiple Veteran Canteen Services (approximately totaling 26,781 square feet).

The Contractor shall ensure all commercial kitchen cleaning follows the guidance of state mandated law, regulations, policies, and procedures (NFPS< OSHA, EPA, and ISO) The Contractor shall provide cleaning of structures and extraction components (vents, etc.) all areas that require cleaning The contractor shall adhere to the guidance provided within the FDA food code 2009, as prescribed and the environmental protection agency The Contractor shall utilize cleaning chemical provided by the VA.

The Contractor shall remove all garbage, debris, material, and housekeeping equipment used for cleaning upon completion of each job.

The Contractor shall immediately communicate any personnel accidents, equipment/environmental damages that are seen prior to or that have occurred during the cleaning process to the COR and end users.

The Contractor shall clean and maintain areas throughout assigned shift.

The contractor at the contractor’s expense, shall maintain adequate public liability and property damage insurance during the continuance of performance, insuring the Contractor against all claims for injury or damage.

4. Restroom Cleaning Areas of priority starting at 9:00am shall be completed within the first two hours of the contractor’s report time. All first and second floor bathrooms; the contractor is responsible for ensuring that all first-floor restrooms are restocked, all toilets and sinks are cleaned and sanitized, high and low dusting of all horizontal surfaces, as well as, sweeping and mopping of all floors. All first-floor common spaces; also ensuring that all trash is emptied and replaced both in all 1st floor common space areas and all front entrance ways, as well as, all front entrance ways are to be clear of any debris. These restrooms are listed under two groups based on their required cleaning frequencies.

5. Corridors and Stairwell Cleaning The contractor shall sweep, and mop daily. The contractor shall high dust the corridor from the vents, windows, windowsills, walls to remove any dirt debris and baseboards. The contractor shall spray buff the corridors once weekly. Stripping and wax will be required monthly.

Stairwells- The contractor shall sweep, mop, remove any dirt, debris from hand railings, window ledges if any, in stairwell daily. Elevator Landings-The contractor shall sweep, mop, clean interior exterior of garbage cans, recycle bins, refill Purell, clean walls, knobs, exterior of elevator doors daily. Stripping and wax will be required monthly. Entry points and exterior. The contractor shall have the entry points ready to receive visitors, employees, and patients. The contractor shall remove any dirt and debris from doors, windows and walls daily. The contractor shall ensure the grounds of these exterior points (up to 5 feet) are clean and free from cigarette butts upon entering the building daily.

Carpet cleaning- all assigned carpet (ed) areas are to be vacuumed daily; carpet shampoo is required monthly. Areas beyond correction shall be present to the COR in writing.

6. BUILDING OFFICE OPERATIONAL HOURS: 0700 -1630

Custodial Contract Working Hours.

Program Manager: Monday through Friday (0800 – 1630) Little Rock & North Little Rock Supervisor Hours:

Monday Through Friday (0900 – 1700) Wednesday Through Sunday (0900 – 1700) Monday Through Friday (0100 – 0900) Wednesday Through Sunday (0100 – 0900) Custodial Workers Hours:

Monday Through Friday (0900 – 1700) Wednesday Through Sunday (0900 – 1700) Monday Through Friday (0100 – 0900) Wednesday Through Sunday (0100 – 0900)

6.2 Federal Holidays

6.2.1 In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal, official holidays" as follows:

Or any other day specifically declared by the President of the United States to be a national holiday.

6.2.2 Determining the Holiday: For purpose of pay and leave, the day to be treated as a holiday is determined as follows: When one of the above designated Legal holidays falls on a Sunday, the following Monday will be observed as a Legal holiday. When a Legal holiday falls on a Saturday, the proceeding Friday is observed as a holiday by US Government agencies.

6.2.3 Due to the nature of all clinic’s clientele, the contractor will be required to respond to service calls during contract hours to perform restroom cleaning, spills pick-up, spot cleaning, and safety hazards from spills, rain, accidents, etc.

7. SUPERVISION: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor and/or his/her Supervisors shall be available when the contract work is in progress, to receive notices, reports or requests from the COR. The Contractor shall provide in writing to the Contracting Officer and COR prior to the contract starting date the name, telephone number of on-site supervisions.

8. COMPETENCY REQUIREMENTS:

8.1 Felony Convictions: Personnel shall have no felony convictions and no convictions that reflect on the individual's reliability.

Age: All Contractors’ employees performing work under this contract shall be a minimum of eighteen (18) years of age or as required by local laws.

9. CONDUCT OF CONTRACTOR’S EMPLOYEES:

The Contractor shall require his employees to comply with reasonable safety instructions, issued by a duly appointed official, such as the COR, guards, inspectors, etc.

The Contractor shall provide protective equipment and Uniform attire to personnel and require employees to use it while in the performance of their duties as necessary. In isolation situations contractor personnel may be required to wear special personnel protective clothing and shoe covers supplied by the medical facility. All other safety or protective clothing or equipment shall be provided and maintained by the contractor at the contractor’s own expense. The contractor shall comply with all agency regulations, federal regulations, and local regulations, Occupational Safety Health Administration (OSHA).

The contractor shall ensure that all applicable safety precautions are followed. When safety issues come up the contractor shall inform the COR or his representative immediately. They shall assist in the safety investigation and reporting.

9.1 Appearance: Uniforms must be well maintained, cleaned and pressed when on the premises. The contractor shall require employees to wear uniforms and enforce the uniform provisions of this contract.

9.2 The contractor shall provide to all employees a badge which states the company name and employee name.

Disorderly conduct: use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned; also included shall be participation in disruptive activities which interfere with normal and efficient Government operations.

The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct.

10. SECURITY:

The contractor shall comply with the Agency regulation on key issuance procedures. The government shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. Keys provided to the Contractor 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 returned and secured. Any key lost by the Contractor will be replaced by the government and the contractor shall be charged the replacement value of ($25.00) for each lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

11. RECORDS MANAGER:

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by enough technical documentation to permit understanding and use of the records and data.

Central Arkansas Veterans Healthcare system and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Arkansas Veterans Healthcare system or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Arkansas Veterans Healthcare system control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Central Arkansas Veterans Healthcare system guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Central Arkansas Veterans Healthcare system policy.

The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system information that are not specifically tied to or authorized by the contract.

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

The Central Arkansas Veterans Healthcare system owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Central Arkansas Veterans Healthcare system shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

12. BACKGROUND INVESTIGATIONS:

*Background Investigations and Special Agreement Checks:

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Minimum. This requirement is applicable to all subcontractor personnel requiring the same access.

12 .1 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: All contract employees who require access to the Department of Veterans Affairs shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor is responsible for obtaining the background investigation. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA.

Position Sensitivity – The position sensitivity/risk level has been designated as Non- sensitive/Low Risk.

Background investigation – The level of background investigation commensurate with the required level of access is Minimum.

Contractor Responsibilities

12.2 The contractor shall bear the expense of obtaining background investigation commensurate with the required level of access is Minimum.

12.3 The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and can read, write, speak and understand the English language.

The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt:

Fingerprints (can be performed at CAVHS) Form 306, “Declaration for Federal Employment” *(Form can be found at the following website: http://www.opm.gov/forms/html/of.asp ) Contract Security Services Request Forms 2 and 3 The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

13. SUPPLIES, MATERIALS AND EQUIPMENT:

All utilities (electrical and water) will be furnished by VA for the Contractor’s use to operate such equipment as is necessary in the conduct of his/her work.

The Government will provide secure space at each facility to the Contractor upon availability for the storage of inventory supplies and equipment, which shall be used in the performance of work under the contract. The contractor shall maintain this space in a neat, clean and orderly condition.

The Government will provide chemicals and cleaning supplies to maintain responsibilities.

Space in the building and supplies shall be used for official business only in the performance of this contract. Government property shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the contractor or the contractor’s employees.

The contractor shall ensure communication is amicable while onsite between supervisor and team leads.

Housekeeping Aid closets, where available, for storing supplies and equipment including mops, brooms, microfiber dust cloths, and other items shall be kept clean and in an orderly manner by the contractor.

No used mops or dust mops shall be stored in any space other than designated receptacles after being secured in a double lined plastic bag.

The CAVHS Little Rock VA shall furnish all Purell, paper products, soap, and feminine products, no equipment will be issued by the VA to contractors for their work.

The contractor shall be held financially responsible for damage to government property determined to be due to misuse.

The government will provide all chemicals to be used under this contract. The contractor shall only use chemicals issued by the CAVHS VA EMS Service.

Appropriate personal protective equipment shall be provided and worn during the performance of their duties as necessary. Contractor will have to provide all PPE, except for gloves and masks.

The contractor shall supply their own micro-fiber, towels, wipes, micro-fiber dust mops etc.

14. QUALIFICATIONS OF CONTRACTOR PERSONNEL:

The preferred personnel employed by the contractor shall be capable employees, qualified in custodial type work with at least one (1) year of medical facility cleaning experience.

The contractor shall be fully staffed beginning the first day of work.

The personnel training shall include, but not be limited to the following: safety, customer service, infection control, universal precautions, and cleaning procedures appropriate for the clinical settings, blood borne Pathogens, General clinical cleaning techniques and practices.

All supervisory/working leader personnel engaged in directing the work to be accomplished under this contract shall possess at least two (2) years of recent experience in directing commercial janitorial cleaning type operations in a supervisory capacity for buildings of the approximate size to be cleaned under this contract. The on-site supervisory/working leader shall be fully conversant in English.

15. CONTRACT MONITORING PROCEDURES:

The COR will ensure Quarterly e-COR reports are completed and provided to the CO. The COR will also ensure CPAR evaluations are completed and provide them the CO The COR will notify the Contracting Officer (CO) of any contract non-compliance immediately upon gaining knowledge of any such incident. The COR will use the Contract Discrepancy Report (CDR) form to document any problems that may arise during the term of the contract. The CDR along with any other backup documentation will be forwarded to the CO. The CO will then notify the contractor. Further, the COR will maintain copies of all the above-mentioned documents.

The COR cannot make changes to the agreement, direct Contractor’s work, or obligate the Government in any way.

16. QUALITY CONTROL PROGRAM:

The contractor shall follow the Environmental Management Service Quality Assurance program. THE COR will provide a copy of the requirements and procedure will be provided as an attachment to the RFQ.

17. RECORDING PRESENCE:

The onsite supervisor must maintain an employee daily duty station list.

18. SERVICES REQUIRED:

The contractor shall provide the following services in accordance with the Housekeeping Standards described:

18.1 CLEANING REQUIREMENTS:

Toilet Rooms Rooms Entrances (Lobbies & Corridors) Stairwells Service Elevator Patients Elevators Receptacles Drinking Fountains Exterior Cleaning Storage Spaces Windows & Glass High Cleaning Hard Floor Maintenance – Stripping and Waxing of floors should be completed every 4-6 months and maintained daily.

Floor Mats Other

18.2 DEFINITIONS:

18.2.1 Sweep: The removal of dust, dirt, lint and other debris from the floor surface using a treated dust mop.

18.2.2 Mop or Mopping: The removal of fine dust, marks and other soil remaining after sweeping.

18.2.3 Spray Buffing: Polishing the floor using a commercial floor machine and floor finish rejuvenation sprayed in a fine mist on the floor in the immediate area of work. After buffing, floors shall be free of all residual dirt, dust an soil spots and have a uniform appearance.

18.2.4 Scrub or Scrubbing: Surface clean using a neutral type cleaner (not intended to remove finish).

18.2.5 Stripping: Removal of all old floor finish and sealer using an industrial/commercial stripping solution formulated to remove commercial floor finish.

18.2.8 Police-up: Walk-through the area, spot clean, ensure the required supplies are available and that the area is clean and functional.

18.2.9 Germicidal Solution:

Concentrate phenolic type; must contain no Para tertiary amyl phenol or Para tertiary butyl phenol, which are the two (2) phenols that are causative agents in the depigmentation of the skin. The germicidal detergent must possess the following properties. It must be germicidal, tuberculocidal, viricidal and fungicidal in the presence of 400 ppm hard water (AVAC 400 ppm as Calcium carbonate) and 5% blood serum. It must contain no phosphates and have an acceptable cleaning efficiency, and must not be orally toxic, nor be a primary skin irritant as defined by the Federal Hazardous Substance Act, (FHSA): Packaged in one (1) gallon containers with dispensing pump.

18.2.10 Carpet maintenance: Proper shampooing will result in the removal of all types of soils. A clean carpet will be uniform in appearance, free from odors, when dry and vacuumed.

CLEANING STANDARDS

18.3.1 These standards describe the level of cleaning which will be considered the norm when a room is inspected during Quality Assurance and the supervisors’ inspections.

FLOORS: Free of spills and dust, corners, and edges free of dust, lint and soil. Floors under beds and other furniture free of dust, lint, and soil. Floor is generally shiny, indicative of the presence of floor finish and recent polishing.

CARPET: Free of dust, litter, spots, and stains. Along edges and under furniture free of dust and soil.

BASEBOARDS: Baseboards include vinyl or plastic baseboards, painted coved surfaces, terrazzo cove base, and all other forms at the edges of floors. Free of dust, lint and soil on both horizontal and vertical surfaces.

HORIZONTAL SURFACES: Free of dust and lint (TV tops, picture frames, ledges, etc.).

WALLS AND DOORS: Free of nicotine, lint, cobwebs, smudges, and splattered soil. Door frames/jams - no accumulations of dust along the surface where the door closes.

CEILING AND RELATED STRUCTURES: Free of nicotine, cobwebs, dust, and lint.

WINDOWS: Horizontal surfaces free of dust, lint and soil. Window wells free of ashes, pollen dirt and soil. Screens free of dust (if screens are accessible). Interior window opening shall be free of cobwebs.

DRAPES: Free of visible soil, dust (when shaken) and free of wrinkles; all pins on hook in place.

CUBICLE CURTAINS: Free of visible soil, dust (when shaken) wrinkles and all grommets on hooks.

TRASH CANS: Emptied with 24 hours, free of soil and spills inside and outside and a clean…