36C25821Q0018 0001_1.docx

Contract Opportunity Amendment to a Previous Combined Solicitation

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

BASE NOTICE TYPE

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Amendment to a Previous Combined Solicitation S201 Phoenix VA Health Care System (PVAHCS) Janitorial Services 85014 36C25821Q0018 12-10-2020 12:00

PACIFIC TIME, LOS ANGELES, USA

N

SDVOSBC

561720 Department of Veterans Affairs NCO22-Gilbert Network Contracting 777 E. Missouri, Suite 300 Phoenix AZ 85014 Bill Cook Contract Specialist Phoenix VA Health Care System 650 E. Indian School Rd.

Phoenix

AZ

85012 william.cook2@va.gov william.cook2@va.gov

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 NUMBERE

D 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 amendmen t, 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) Department of Veterans Affairs NCO22-Gilbert Network Contracting 777 E. Missouri, Suite 300 Phoenix AZ 85014 Department of Veterans Affairs NCO22-Gilbert Network Contracting 777 E. Missouri, Suite 300 Phoenix AZ 85014 To all Offerors/Bidders

36C25821Q0018 11-18-2020

X

This RFQ Amendment is provided to answer questions submitted by interested vendors. Refer to the attached documents. These documents include a list of questions with answers, an updated Statement of Work (SOW), and an updated Addendum to FAR 52.212-2, Evaluation--Simplified Acquisition Pr ocedures.

1. SOW 1.0 (page 6) states that the total approximate square feet of cleaning will be 200,000 square feet. However, on the same page (6), the square footage for the listed buildings (1, 8, 34 and the outer buildings) equal more than 782K square feet. It further states that other buildings not listed may be included in the SOW. This is quite a variance. Costing G&A, profit and overhead would be different when pricing for 200k sqft versus 1M sqft. What is the government's total intended square footage to be cleaned by the contractor?

Answer: Paragraph 1.0 of the SOW states that the “approximate square footage to be covered under each task order is anticipated to be approximately 200,000 square feet”. The verbiage on page 22 of the RFQ states: “It should not be anticipated that the government will issue a task order to clean every building listed under each line item in any ordering period. Buildings to be cleaned during each ordering period will be identified on individual task orders.” This verbiage is repeated in Paragraph 7, FAR 52.212-2, Instructions to Quoters, beginning at the bottom of page 104.

1. SOW 1.0 states that the contractor shall provide all labor, supervision and management to support facility cleaning..... SOW1.1.1 states that the contractor shall provide labor staffing and supervision for deep cleaning services daily..... this implies that this is a staffing only contract. However, SOW 4.0 states that the contractor shall provide and maintain all equipment...... SOW 6.3 states that the government will supply all supplies. And, that the government will not provide the Floor Equipment. Questions for clarification: Is the contractor to supply labor/staffing only? Or, is the contractor required to supply all the required cleaning equipment?

Answer: Reference the attached revised SOW, including Paragraph 6.3 and Paragraphs 4.1 through 4.3.

The Government is not considering awarding this requirement as a staffing contract. The Statement of Work contemplates providing complete janitorial services.

1. B.2 Delivery Schedule (page 22), Is the guaranteed minimum award amount for this contract of $456,000.00 the minimum amount for the Base Year period of 01/01/21 to 12/31/21?

Answer: Section B.2 Delivery schedule states the guaranteed minimum for the contract. Services will be ordered and funded by each task order.

1. The solicitation is not clear whether the government's intention is to award this contract to a single contractor or multiple contractors. If awarded to multiple contractors, how will the government issue or compete task orders between the contractors during the contract?

Answer: The attached link for 36C25821Q0018_1.docx, entitled Combined Synopsis/Solicitation Notice, states that the requirement is a Firm Fixed Price (FFP) Single-Award Indefinite Delivery Indefinite Quantity (IDIQ) contract. Also, reference the attached updated FAR 52.212-2, Paragraph (a).

1. Referencing the pricing schedule B.3. We're requesting some clarity on what the government is wanting here so that we can price appropriately. For example CLIN 0001AA. This states 16,367 sqft with 16-hour labor staffing and supervision for 2 shifts. And, that the contractor shall provide deep cleaning services daily during the hours of 15:30 and 2400 with the addition of minimal staffing during clinic operating hours of 7:30 to 16:00. For this clin, is the government requesting, by stating "16-hour labor staffing and supervision for 2 shifts," that the contractor is to provide 2 supervisors (1 for each shift) and 16 man hours (8 man hours for each shift)? Clin 0001AA further states "with additional minimal staff during the clinic hours of 730 to 1600." What is the "minimal staff" being required in this clin? Given that the Unit of Measure is "DY" or Day, we need to know exactly what the government is requesting of the contractor for each day. More clarity on what is to be provided for each clin will be greatly appreciated.

Answer: The unit DY in the line items is Workday. Workday, as defined in 5 CFR §551.411, “means the period between the commencement of the principal activities that an employee is engaged to perform on a given day, and the cessation of the principal activities for that day. All time spent by an employee in the performance of such activities is hours of work. The workday is not limited to a calendar day or any other 24-hour period”. SOW 1.1.1 references the term daily, which falls under this definition.

The Government cannot provide staffing recommendations for contractors. Reference each line item for determining the appropriate mix of labor. The Government does not anticipate dictating the appropriate labor mix. Following award of the contract, if the contractor is not meeting the requirements, and the Government believes the labor mix is a cause or contributing factor to that, it may provide its rationale to the contractor indicating that there is insufficient labor/management to meet requirements.

1. The solicitation says the government will furnish all supplies, but will not provide the floor cleaning equipment. Please clarify what equipment is not provided. Does the Government provide vacuums and mops, but not equipment for stripping, waxing, shampooing?

Answer: See answer to Question 2.

1. Is there office space available for a manager?

Answer: No

1. In the CLIN descriptions, it says that “deep cleaning” is required daily. What is expected for “deep cleaning”? Is there a sample checklist available?

Answer: Refer to the SOW for requirements.

1. Is there an incumbent for this opportunity?

Answer: No

1. Who is the incumbent?

Answer: N/A

1. What is the annual value of the existing contract?

Answer: Section B.2 Delivery Schedule provides the minimum and maximum values of the contract.

1. Could you confirm that service is expected five days per week? How is cleaning conducted on weekends?

Answer: Sections 1.0 and 1.1.1 of the statement of Work addresses this.

1. Is a single Past Performance Questionnaire sufficient? May we submit prior, relevant PPQs?

Answer: Information is provided in Paragraph 10 of FAR 52.212-1, Instructions to Offerors—Commercial Items, located on page 105 of the RFQ document.

STATEMENT of WORK

JANITORIAL SERVICES

1.0 DESCRIPTION OF SERVICES REQUIRED. The contractor shall provide weekday cleaning and janitorial services for the Phoenix VA Health Care System (PVAHCS), located at 650 E. Indian School Road Phoenix, AZ 85012. The Contractor shall provide all labor, supervision, and management support to facilitate cleaning of treatment areas and administrative support offices for all buildings at the PVAHCS. This is an Indefinite Delivery Indefinite Quantity (IDIQ) contract with funded task orders awarded for each cleaning requirement. The total approximate square footage to be covered under each task order is anticipated to be approximately 200,000 square feet. Exact square footage will vary between task orders. The contractor shall achieve acceptable levels of cleanliness that meet industry standards and the joint commission. The PVAHCS facilities will continually present a clean, neat, and welcoming appearance to our Veterans, visitors, and staff. The contractor shall accomplish all cleaning tasks to meet the requirements of the Medical Center. The contractor shall perform all work in accordance with all applicable laws, regulations, contract standards, and instructions.

The following buildings will be requiring services under this Statement of Work (SOW):

Building #1, Main Hospital (Basement, 1st through 6th Floor), 352,800 square feet Building #8, 201,275 square feet Building #34, 31,618 square feet Outer Buildings (Building #’s 2, 13, 14, 14A, 16, 20, 21, 21B, 22, 23, 23A, 24 - 29, 31 -33), 196,761 square feet

Other buildings not listed here may be included in this SOW, as necessary.

1.1 General Requirements:

1.1.1 Facility Cleaning Services. The contractor shall provide labor staffing and supervision for deep cleaning services daily, including the possibility of Federal Holidays, as needed to provide a sanitary and aesthetically pleasing facility. The contractor shall quickly respond to any request for the resupplying of products in the dispensers, trash removal, and spill clean-up as needed between cleanings.

1.1.2 Cleaning Equipment/Materials. Microfiber mops and rags used for cleaning must be segregated: one set used for bathrooms and diaper changing stations and a separate set for classrooms, hallways, and lobby. The contractor, after use, shall place the microfiber mops and rags in a bag and send it to the laundry. Use, no less than 1 microfiber per every two rooms. Change microfiber mops regularly and often. Sponges shall not be used. At a minimum, the contractor shall use microfiber mops and mop water, along with an (EPA)-approved germicidal disinfectant to sanitize the area and provide as germ-free an environment as possible. The disinfectant must be changed after cleaning as necessary to ensure that the area is getting disinfected. Trash, microfiber mops, brooms, and cleaning buckets shall be inaccessible to the patients and visitors to the facility.

1.1.3 Cleaning Products. All chemicals and other potentially dangerous products (except bleach water solution) and cleaning supplies (including mops, mop buckets, etc.) must be stored in their original, labeled container in a locked closet.

1.1.4 Building Security:

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

1.1.4.2 Room Access. The contractor shall ensure its employees or subcontractors do not allow any unauthorized person the use of any key in their possession. The contractor shall ensure they do not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.

1.1.4.3 Unlocked Doors or Windows. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed in empty or vacant areas. The contractor shall ensure areas are secured and windows are closed and locked. The COR, or designee, and VA police shall be notified of any unlocked doors or windows during his/her duty hours.

1.1.5 Safety:

1.1.5.1 Caution Sign Use. The contractor shall display warning signs in all areas where housekeeping operations may cause traffic obstruction or personnel hazard.

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

1.1.6 Handling/Cleaning of VA Furniture/Equipment:

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

1.1.6.2 Tables and Equipment. Podiatry tables and equipment (except console), wheelchairs, gurneys, and examination tables, and all other furniture and equipment shall be cleaned in accordance with the VHA Directive 1850. The contractor shall be responsible for moving and returning the furniture to its original location when cleaning it or behind it.

1.1.6.3 Damage: The contractor shall perform all work to preclude damage or disfigurement of furniture and/or building structure. The contractor shall repair, at contractor’s sole cost, any damage caused by its employees to any part of the building or equipment or any area covered by this contract.

1.2 DESCRIPTION OF CLEANING PERFORMANCE EXPECTATIONS: The contractor shall ensure the PVAHCS facilities continuously present a clean, neat, and welcoming appearance to our Veterans and visitors for the areas they are responsible for.

1.2.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.). The contractor shall maintain hard floors free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces, to include grout, shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Floors requiring a finish shall be maintained at a high luster and free of all marks. Floors shall be top scrubbed once a week and shall be stripped and waxed at least once every 6 weeks.

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

1.2.3 Stairways/Elevators/Handicap Lifts. All floor surfaces shall be cleaned in accordance with paragraphs 1.2.1 or 1.2.2, as appropriate. Stair guards, handrails, wall caps and baseboards shall be free from grease and grime. The Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 72 inches height from stair tread level, to provide or maintain a clean, uniform appearance.

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

1.2.5 Trash Collection/Removal/Sharps removal. All trash shall be removed from each area on a twice daily basis. Trash bags shall be tied up and trash put in appropriate containers for disposal. The contractor shall collect and dispose of all trash from these locations to prevent foul odors, or bags leaking or tearing leaving an infection control issue. Trash cans shall be cleaned of dirt, stains, and debris once a week. The contractor is responsible for replacement of plastic trash bags. All sharps containers shall be removed and put in a designated area to be emptied by another contractor. The containers will be placed in the basement of the main facility as designated by the COR.

1.2.6 Drinking Fountains. Drinking fountains shall be cleaned daily to be free of water marks and any other debris or encrustations. The water fountains shall be polished every day including the orifices and drain, as well as the exterior stainless-steel surfaces. Low water pressure or inoperative drinking fountains shall be reported to the COR immediately upon discovery.

1.2.7 Dusting. The contractor shall provide all dusting in their areas of responsibility. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces could include items such as tables, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, window blinds, ceiling fans, Heating Ventilation and Air Conditioning (HVAC) grills, etc.

1.2.8 Windows/Interior Glass. All store fronts, including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

1.2.9 Stock Facility/Restroom Supplies. The contractor shall ensure facility and restroom supplies are sufficiently stocked so any provided supplies do not run out. Supplies shall be stored in designated areas as decided by the COR. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification.

1.2.10 Bio Waste Removal. Contractor shall remove all bio waste removal (red bags) and place them in designated waste removal containers, as identified by the COR.

1.2.11 MRI Room. The MRI room located in 2D room shall receive the same cleaning requirements as all other areas (i.e. floors, surfaces, trash, etc.).

1.2.12 Counter Services. All counter services shall be wiped down and cleaned. Exceptions to this are services that appear to have employee work visible. If the service has visible work or tools/equipment, the contractor must avoid contact with any appliances that are visible.

2.0 CLEANING TASKS

2.1 RESTROOMS/LOCKER ROOMS CLEANING SERVICES:

2.1.1 Clean and Disinfect/Sanitize. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, mirrors, dispensers, doors, walls, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), and other such surfaces shall be cleaned and disinfected using a germicidal solution. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any deposits. Mirrors shall be clean and have no streaks. Partitions/stalls shall be smudge/stain free. Vents, to include ceiling vents, shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup. Restroom supplies shall be checked during cleanings and replenished as needed to maintain an adequate supply at all times.

2.1.2 Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 1.2.1 by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout shall be free of dirt, scum, mildew, and residue.

2.1.3 Stock Restroom Consumable Supplies. Supplies shall be stored in designated areas. The contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification.

2.1.4 Restroom Trash Removal. The contractor shall empty all trash containers in restrooms and locker rooms. The contractor shall dispose of all trash and clean trash containers, inside and out, and return containers to their original locations. The contractor shall provide and replace any obviously soiled or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

2.2 HALLWAYS, ROOMS, OFFICES, STAIRWAYS/ELEVATORS/HANDICAP LIFTS:

2.2.1 Clean. Dusting shall be accomplished in accordance with (IAW) 1.2.7; cleaning of glass shall be accomplished in IAW 1.2.8; and cleaning of stairwells and elevators shall be accomplished IAW 1.2.3

2.2.2 Floor care. The contractor shall maintain all floor surfaces by effective routine cleaning IAW paragraphs 1.2.1 and 1.2.2. The contractor shall move or tilt moveable items to sweep and damp mop underneath IAW paragraph 1.1.6. The contractor shall ensure grout is free of dirt, scum, mildew, and residue.

2.2.3 Trash removal. The contractor shall remove all trash IAW paragraph 1.2.5.

2.3.4 Laundry. All soiled linen shall be removed and placed in the soil linen room to be cleaned by facility personnel.

2.4 OTHER PERIODIC CLEANING REQUIREMENTS

2.4.1 Vinyl flooring. Shall be machine scrubbed. See Chart

2.4.2 Reserved See Chart

2.4.3 Reserved

2.4.4 Reserved

2.4.5 Spotted carpet cleaning. The contractor shall deep clean carpets as needed in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction, and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. The contractor shall remove all cleaning solutions from baseboards, furniture, trash receptacles, chairs, and other similar items. The contractor shall move chairs, trash receptacles, and other items to clean carpets underneath and return them to their original location after the carpet has dried.

2.4.6 Clean interior and exterior at all entry ways. The contractor shall clean the interior and exterior at all entry ways as needed

2.4.7 Spot clean/wash the interior windows and vertical glass. The contractor shall spot clean/wash the interior windows and vertical glass as needed.

2.4.8 Vinyl floors stripped and waxed (wax if required). Hard floors shall be stripped, cleaned, scrubbed, polished, and waxed, as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After schedule maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. .

2.4.9 Carpet Maintenance. The Contractor shall steam clean all carpet once a year, and spot shampoo as needed, preferably after operating hours, to ensure carpets are completely dry for the next business day.

2.4.10 Waterless hand wash dispensers and liquid soap dispensers shall be refilled on a continuous basis during shifts as noted empty.

2.4.11 Cubicle curtain tracks and window coverings shall be kept free of loose impediments/dirt/stains and when an appearance that detracts from a clean and professional workplace exists shall be reported to the COR.

2.4.12 The contractor shall report any issue or concern that fall outside of these described services but is pertinent to the overall cleanliness of the facility, via a written comment to the COR, as soon as possible to ensure prompt attention by the government. This will enhance level of service to the facility.

3.0 EMPLOYEE REQUIREMENTS/TRAINING:

3.1 IMMUNIZATIONS. The contractor shall ensure that all Contractor and subcontractor employees assigned to perform work under this contract are free of communicable diseases, to include tuberculosis, prior to entering VA facilities. All contract employees shall have the following immunizations required by “Immunizations and Chemoprophylaxis” prior to an employee being allowed to perform work under this contract. The Contractor shall provide certification that all of its employees meet the above conditions. Any required immunizations will be at the Contractor’s expense.

3.2 REQUIRED DOCUMENTATION. The contractor shall ensure all personnel performing work under this contract wear a nametag or other identifying apparel. Personnel performing work under this contract are required to apply for PVAHCS Contractor Identification Badges. The point of contact for processing these requests is the COR. Contractor personnel shall provide fingerprints, driver licenses, and any other necessary information. The contractor shall ensure all personnel performing work under this contract wear their ID Cards at all times in an easily visible fashion either on a lanyard or clipped to their clothing above the waist.

3.3 EMPLOYEE CONDUCT:

3.3.1 Employee Conduct. The contractor shall enforce standards of employee conduct as defined in VA Policy Memorandum No: HRMS/05-68, which is incorporated by reference herein. The contractor shall ensure personnel performing work under this contract exhibit a pleasant demeanor and courteousness at all times. PVAHCS has a zero-tolerance policy for rudeness to patients. The Government shall have the right to direct the contractor to remove, at the contractor’s expense, any personnel found to be rude to VA patients or staff.

3.3.2 The contractor shall not engage in sexual harassment or discrimination on a sexual, racial, or age basis while performing work under this contract. The contractor shall ensure its employees and subcontractors do not use foul language or direct negative comments toward Veterans, patients, VA employees, or any other visitors to the facility.

3.3.3 Appearance. The contractor shall ensure personnel performing work under this contract are clean and well-kept at all times. The contractor shall enforce good hygiene practices, including a professional appearance in dress (Uniform) and hairstyle.

3.3.4 English. The contractor shall ensure all personnel performing work under this contract possess a thorough understanding of written and spoken English. Contractor personnel performing work under this contract shall make all communications regarding performance of this contract in English.

3.3.5 Weapons, Firearms, and Ammunition. Personnel performing work under this contract are prohibited from possessing weapons, to include knives, firearms, or ammunition, on themselves or within Contractor-owned or privately owned vehicles while on the PVAHCS campus. The contractor shall ensure personnel performing work under this contract comply with these restrictions.

3.4 MISCELLANEOUS REQUIREMENTS:

3.4.1 Energy Conservation Lights. The contractor and/or employees or subcontractors shall turn off unnecessary lights

3.4.2 Report Fire Hazards. The contractor and/or employees or subcontractors shall report conditions and items in need of repair to the COR or designee.

3.4.3 Lost and Found. The contractor and/or employees or subcontractors shall turn in lost and found articles to the COR

3.4.4 Suspicious Behavior. The contractor and/or employees or subcontractors shall notify the COR or Veteran Administration police services if unauthorized or suspicious persons are seen on the premises

3.4.5 Locked Rooms. The contractor shall notify the COR of any conditions that may interrupt or delay performance such as locked offices/facilities, occupied rooms, adverse weather conditions, or any other conditions. Once any delay issue has been resolved, the contractor shall start performance within 3 hours of notification of resolution.

3.4.6 After Hour Entry. The contractor shall ensure that personnel entering any facility or area after it has been secured shall enter through one door and lock the door behind them. The contractor shall ensure these facilities or areas are not left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, the contractor shall ensure all doors and windows that were already secured upon its arrival are closed and secured upon its departure

3.4.7 Caution Signs. The Contractor shall display the appropriate caution signs when cleaning floors or any other surfaces that might pose a risk to injury for any personnel that are present.

3.5 TRAINING.

3.5.1 Site Specific Training. The Contractor shall ensure all personnel performing work under this contract complete the local Hazardous Communication, HAZMAT, and hazardous waste training. The Contractor will be briefed on PVAHCS Hazardous Material / Waste Management Plan at the pre-performance conference. The Contractor shall appoint a primary and alternate HAZMAT and Hazardous Waste monitor. Monitors are responsible for training all Contractor personnel regarding hazardous material containers maintained within PVAHCS and complete Safety Data Sheets (SDS) immediately upon receipt of new chemicals, products, or materials.

3.5.2 Hazardous Material Handling. The Contractor shall not use products that are, or contain, toxic chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio accumulative and Toxic (PBT) chemicals. Any Hazardous Material (HM) containing one of these banned substances shall not be allowed on the PVAHCS site.

3.5.3 Spill Response. The Contractor will be briefed on PVAHCS spill response procedures at the pre-performance conference. The Contractor shall report and promptly cleanup all spills in a manner consistent with current environmental regulations. In the event it is necessary to utilize Government material, equipment, or personnel to clean up a Contractor-caused spill, the Contractor shall reimburse the Government for all associated costs.

4.0 CONTRACTOR PROVIDED EQUIPMENT.

4.1 MAINTENANCE. The contractor shall provide and maintain equipment, except for what is provided by the government, as outlined in Paragraph 6.3, and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment contractor equipment on site. Maintenance and repair of contractor vehicles or privately owned vehicles shall not be accomplished on site. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this Statement of Work (SOW) during normal hours of operation.

4.2 CONDITION. The contractor shall ensure that all contractor equipment used in the performance of this contract is in good operable condition and carries a U/L (Underwriters Laboratory) listing, as appropriate. The contractor shall not use equipment found to be unsafe and unable to function as designed in the performance of this contract. The COR, or designated representative, may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

4.3 AVAILABILITY. Contractor equipment failure shall not excuse the contractor from performing any requirement contained in this contract.

5.0 QUALITY ASSURANCE

5.1 SERVICE SUMMARY (SS): The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance, and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, shall be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

Threshold

SS-1

Facility Cleaning Service

a. Non-Carpeted Floors

b. Carpeted Floors

c. Stairways / Elevators/ Handicap Lifts

d. Walk-off Mats

e. Trash Removal

1.2.1 thru, 1.2.9 inclusive

Within 4 hours of notification Periodic Surveillance

SS-2

Restrooms/Locker Rooms Cleaning Services

a. Clean and Disinfect

b. Floors

c. Supplies

d. Drinking Fountains

e. Trash Removal

Within 4 hours of notification Periodic Surveillance

SS-3

Periodic Cleaning Services

a. Hard Floor Maintenance

b. Carpet Restorative Cleaning

Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and contractor.

100% Inspection

SS-4

Quality Control Inspection procedures are followed and documented in accordance with Contractor’s Quality Control Plan (incorporated into contract after award).

5.2 QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices and requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. If found to be necessary, the contractor may be asked to submit a written Quality Control Plan to the Contracting Officer (CO) for review, feedback and acceptance. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement, and for correcting deficiencies as required.

5.3 QUALITY ASSURANCE. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR in accordance with (IAW) instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

5.4 SURVEILLANCE METHODS.

5.4.1 100% Surveillances. This method requires the COR to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. Any deficiency shall be documented and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes.

Receiving five or more unsatisfactory 100% surveillances, SS-3, within a 12-month period may result in unsatisfactory past performance documentation. Continued receipt of unsatisfactory 100% surveillances during the contract period shall constitute a negative trend; and, the Contracting Officer may take any appropriate action in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

5.4.2 Periodic Surveillances. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated Cleaning Frequency Schedule (CFS). Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annually or annually) and may be adjusted, based on quality trends. The CFS, or modified version thereof, shall be used for COR scheduled inspections and results documentation.

Any unsatisfactory inspection (SS-1 and SS-2) (defect) result shall be recorded; and, the contractor shall re-perform the service within 4 hours after notification.

Exceeding the performance threshold for any of these performance objectives, SS-1, SS-2 or SS-4 in any one-month period shall result in a warning or letter of concern from the Contracting Officer.

Exceeding the maximum number of performance threshold violations of these performance objectives, SS-1, SS-2 and SS-4, in any combination for any two, or more consecutive or non-consecutive months during a contract period, shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

5.4.3 Customer Complaints. The COR will receive and investigate any complaints regarding contractor’s performance under this contract. The COR shall be responsible for initially validating customer complaints. The Contracting Officer shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor.

5.5 NOT MEETING PERFORMANCE EXPECTATIONS. Exceeding the maximum number of performance threshold violations for the performance objectives listed in the Service Summary (SS) in any one-month period shall result in a warning, letter of concern, or other administrative action necessary from the Contracting Officer. Additional remedies are available to the government to include Termination of the Contract.

5.6 PERIODIC PROGRESS MEETINGS. The Contracting Officer, Contracting Officer Representative, other government personnel as appropriate, and the contractor may be required to periodically meet to discuss the contractor’s performance. The following issues may be discussed but are not necessarily limited to: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections, and valid customer complaints against each performance objective observed and steps taken by the contractor to prevent occurrences in the future. The contractor shall provide a summary of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

5.7 SCHEDULES. The contractor may be required to submit a schedule for services describing facilities by building number in numerical order, and approximate time cleaning will occur. The contractor shall be allowed 30 days to adjust work schedules based on inspections, use, traffic, special requirements identified and, the minimum cleaning frequencies with the COR. This second work schedule shall be submitted to the COR for acceptance within 10 days after the first contract month period and shall be known as the Cleaning Frequency Schedule (CFS). The contractor shall provide the CFS to the COR and not deviate from the approved schedule without prior acceptance from the CO or COR. Any permanent changes to the CFS must be submitted 10 days before implementation and receive CO acceptance before the Government will allow the proposed changes. The CFS may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software. A facility manager contact list will be provided to the contractor at the pre-performance conference and updates to this list will be the responsibility of the COR, who will provide updates to both the CO and contractor.

5.8 REGULATIONS AND POLICIES. The government will make all publications, forms, and references available upon request. Supplements or amendments to publications from any organizational level may be issued during the life of the contract. The contractor shall immediately implement those changes in publications, which may result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the CO a price quote, which may result in a modification to the contract that will have to be signed by the Government and contractor. Price quotes shall be submitted within 15 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance.

6.0 GOVERNMENT FURNISHED

6.1 GOVERNMENT FURNISHED FACILITIES. The government shall provide storage space in each of the facilities being serviced. The amount of available space will be determined at the time of award and shown to the awardee. No alterations to the space shall be made without the specific written permission from the CO. Initial request(s) shall go through the COR for review and consideration before forwarding to the CO. The contractor shall return the space to the government in the same condition as received, allowing for fair wear and tear and approved modifications.

6.2 JANITORIAL CLOSETS. Janitorial closets will be available for use by the contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials, in each facility. The contractor shall ensure these closets remain clean and odorless. Further, closets will be free of clutter and debris. The contractor shall store and organize cleaning supplies and tools in such a manner as to allow easy access and movement in closet. The contractor shall ensure closets provided for janitorial service use remain locked if locks are available. The Government will not be responsible for the contractor’s stored supplies or equipment kept in the building or janitor’s closets, or for the contractor employees’ personal belongings.

6.3 GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT. Supplies provided by the government include, but are not necessarily limited to, Personal Protective Equipment (PPE), housekeeping carts, mop handles and microfiber mop heads, all types of broom and broom handles, trash cans, textiles, cleaning chemicals, microfiber rags, side-by-side floor scrubber, side-by-side floor buffer/finisher (including stripping chemicals and floor wax), and vacuum cleaners. Carpet and rug cleaners/equipment and associated chemicals, to include rug shampoo, for spot cleaning carpets/rugs will not be provided by the Government to perform the terms of the contract.

6.4 GOVERNMENT FURNISHED UTILITIES. The Government will furnish electricity, water, sewage, and refuse disposal services as necessary for accomplishment of work in accordance with this contract. The contractor shall adhere to all facility-level utility conservation practices or requirements. The contractor shall perform its work in a manner so as to prevent waste of utilities.

6.5 REFUSE COLLECTION AND DISPOSAL. The contractor shall use existing bulk containers to dispose of trash or refuse generated from accomplishment of services detailed in this SOW. The contractor shall adhere to all PVAHCS recycling program policies.

The contractor shall be responsible for the proper disposal of all their cleaning supplies within the federal regulations at the facility.

6.6 PHYSICAL SECURITY/SAFEGUARDING. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be properly secured.

7.0 CONTRACT PERSONNEL

7.1 Contract Manager. The contractor shall establish and maintain an office through which the contractor’s contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet, within a 2- hour notice, with the Government personnel designated by the CO to discuss problem areas. The contractor shall provide the CO and COR the telephone number(s) where surveillance results and complaints can be reported. The contractor shall also provide the CO and COR the names and phone/pager numbers of contractor points of contact (POCs) for after business hours including nights, weekends, and holidays. This information shall be kept updated by the contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

7.2 Personnel. The contractor shall ensure that personnel performing work under this contract present a neat appearance. Contractor personnel shall be easily recognizable while on the installation performing work under this contract. This shall be accomplished through the wear of distinctive clothing (uniforms), overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that it identifies contractor personnel easily and quickly for reasons of safety and personal protection.

7.3 Government Removal of Contractor Personnel. The Government shall have the right to direct the contractor to remove any personnel the contractor provides to perform work under this contract, at the contractor’s expense, if the CO determines that the person is a potential threat to the health, safety, security, general wellbeing, or operational mission of the Facility and its population. The CO’s determination shall be conclusive and final and is not appealable.

APPENDIX A – FREQUENCY CHART

Comments

APPENDIX B – STANDARDS OF CLEANLINESS

1. Ceilings – Clean; free of dust and spots; paint intact; vents clean and free of dust and lint; light bulbs operable; all ceiling tiles in place.

2. Walls – Clean, no lint; paint intact; free of…