36C25922Q0157.docx

36C25922Q0157

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

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) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C25922Q0157 05-09-2022 Lance Davis 98-577-3838 05-18-2022

4:00 PM

CDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 X X 561720 $19.5 Million N/A X Oklahoma City VA Health Care System 921 NE 13th St Oklahoma City OK 73104 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Aseptic Janitorial Services for the Oklahoma City VA Health Care System.

Respond to Solicitation by email to Lance.Davis2@va.gov by date and time in Block 8, above.

Ensure e-mail sizes do not exceed 5MB per e-mail. If sending multiple e-mails, indicate "___of___" to ensure all are received. Suggest vendors request confirmation of receipt of number of attachment(s) and number of emails sent.

This is "Comparative Analysis" Evaluation, not price only.

See E.10 52.212-2 Evaluation-Commercial Items

1. Price

2. Technical Capability

3. Past Performance This is a Request for Quote, not a Request for Proposal.

Variations made by vendors of unit of issue or quantities within Price Schedule will not be accepted.

***Faxes will not be accepted*** See CONTINUATION Page X X Lance Davis

VA-VHA-RPOW-2022-68748

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259 Lance Davis

Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

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 Performance Work Statement

Oklahoma City VA Health Care System Aseptic Janitorial Services Performance Work Statement (PWS)

A: GENERAL

The contractor shall provide all management, supervision, and labor necessary to ensure that aseptic janitorial services (using aseptic cleaning techniques) are performed for the interior spaces at the Oklahoma City Main VA Medical Center, Lawton Main Clinic, Lawton North Clinic, and the Stillwater CBOC (Clinical Based Outpatient Clinic). This is to include public areas, restrooms, waiting rooms, and offices. Contractor’s employees will be divided between these different locations. Contractor’s employees shall have training and knowledge in aseptic cleaning techniques in a medical setting such as a large hospital. Services shall be performed in a manner that shall maintain a satisfactory facility condition and present an aseptically pleasing, neat and clean professional appearance. This requirement is to perform aseptic janitorial services in order to keep our VA Medical Center clean and germ/virus free. The Facility is estimating a need of 26 employees to cover all below requirements. The intent of this contract is for the contractor to clinical areas, restrooms, waiting rooms, and offices of the different locations (see below) Monday through Friday only. No holidays and/or weekends or overtime will be required or allowed under this contract.

The total approximate square footage for each location is shown below.

1. Oklahoma City Main VA Medical Center (Average Square Feet: 250,000) 921 NE 13th Street Oklahoma City, Oklahoma 73104

2. Lawton Main VA Outpatient Clinic (Average Square Feet: 34,997) 4303 Pittman and Thomas Ft Sill, Oklahoma 73503

3. Lawton North VA Outpatient Clinic (Average Square Feet: 17,000) 2640 Miner Road Ft Sill, Oklahoma 73503

4. Stillwater Community Based Outpatient Clinic (CBOC) (Average Square Feet, 3,861) 320 North Perkins Avenue Stillwater, Oklahoma 74074

B: WORK HOURS/SCHEDULE

1. We the VA are estimating a need of (26 employees):

20 employees for Oklahoma City Main VA Medical Center 10 employees on second shift (6:00 PM - 2:30 AM) M-F no weekends or holidays 10 employees on third shift (10:00 PM - 6:30 AM) M-F no weekends or holidays

2 employees for Lawton Main VA Clinic 2 employees on day shift (8:00 AM - 4:30 PM) M-F no weekends or holidays

2 employees for Lawton North VA Clinic 2 employees on day shift (8:00 AM - 4:30 PM) M-F no weekends or holidays

2 employees for Stillwater CBOC 2 employees on day shift (1:30 PM - 5:30 PM) M-F no weekends or holidays

C. SPECIFICATIONS:

1. General

d. National Holidays: The eleven (11) holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day specifically declared by the President of the United States to be a national holiday.

2. GOVERNMENT FURNISHED EQUIPMENT AND SUPPLIES

The VA will provide all equipment and supplies needed to perform this contract except uniforms.

All cleaning equipment shall be provided by government r i.e., housekeeping carts, brooms, mops, dusting equipment, vacuums, floor scrubbers and buffers and all necessary equipment needed to perform the required services. The government shall provide one room for the contractor’s use as an office.

The government will provide all required Personal Protective Equipment (PPE), the same PPE we provide to our VA employees. The Government will not provide requested or special PPE different from what our VA employees use.

The hospital shall provide all paper products to include toilet paper, paper towels, paper disposables, soap dispensers, soap for the dispensers, Purell hand sanitizer, liners, carpet shampoo, aseptic cleaning supplies, and wax The hospital shall provide all cleaning supplies and the contractor shall utilize the hospital approved liquid anti-microbial hand soap (Provon without Triclosan agent), Alcohol Foam hand sanitizer (Purell) and germicide detergent.

A listing of approved products shall be provided during post-award orientation prior to commencement of contract performance.

3. CONTRACTOR REQUIREMENTS

Provide Contractor Point of Contact (POC) The contractor shall specify an individual who shall serve as a single point of contact (POC) for all related business. Contractor must provide the COR and Contracting Office with the POC contact details to include cell phone and email information within 5 business days of contract award and/or the day of a change in the POC by the contractor. Main supervisor must be accessible during all shifts, or a “lead” can be identified for each shift and provide cell number as a POC for that shift.

Provide Uniforms The Contractor shall provide uniforms for all employees which shall include company name so employee can be easily identified with contractor’s company. Blue jeans are not allowed.

The contractor shall be responsible for ensuring all employees receive training appropriate for work in a health care system and office setting and for maintaining patient privacy such as required for all HIPAA (Health Insurance Portability and Accountability Act) requirements.

The contractor’s employees shall be fluent in English and shall be able to read, write, speak, understand, and communicate effectively in English. Reasonable accommodations shall be provided whenever possible for contractor employee with disabilities (i.e., hearing impaired, etc.).

Personnel rosters: Current written rosters of all shift supervisors, regular and alternate employees shall be provided to the COR/ACOR. Employees not listed on rosters shall not be allowed to work in the facility.

Backup Employees: The Contractor shall ensure that enough backup employees are trained. The Contractor shall not allow any employee who has not received radiation safety training to enter a restricted area.

Records: Records of all employee training shall be maintained by the Contractor and made available to the COR, upon request.

Employee Physical Health: Contractor's employees are expected to be in good physical health and able to work in patient care areas without risk to the patients. No personnel shall be assigned to this contract who are not in good physical health or pose a risk to patients. Contractor's personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. All employees will be screened daily upon arriving on the VA Medical Center property, any contract worker complaining of or showing symptoms will be sent away and must quarantine for 14 days (unless they provide a Doctor’s note stating they are able to work and are not contagious).

Contractor personnel shall not consume food, snacks, or drinks except during specified break periods and only in appropriate designated break areas. All VA Facilities are now non-smoking and non-tabaco use facilities. Unauthorized smoking, eating, theft or pilferage by Contractor personnel shall constitute adequate cause for the Government to require that the Contractor immediately remove the offender(s) from employment on the health care system facility premises for the duration of this contract.

4. Building Security

2. Safety

5. Handling/Cleaning of VA Furniture and Equipment

a. Equipment that is plugged in for recharging shall not be unplugged until it is ready for use.

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

c. All tasks accomplished by the contractor personnel shall be done to preclude damage or disfigurement of furniture and building structure. The contractor shall correct any damage caused by their employees to any part of the building or equipment or any area(s) covered by this contract.

4. Frequency of Services Provided, Oklahoma City Main VA Medical Center: Service Hours, Contractor Staff must be on site from (second shift, 6:00 PM - 2:30 AM – third shift, 10:00 PM – 6:30 AM) Monday through Friday.

a. Daily

1. Floors: Sweep and mop all floors in exam rooms, treatment rooms, laboratory rooms, public hallways, entrance areas and public restrooms (public and staff). Vacuum carpets in offices and reception areas.

2. Furniture: Dust desktops (NOTE: Items on desks or desktops will not be moved for cleaning purposes. If personal items are present and the area needs cleaned/dusted, the personnel of the area will move items prior to dusting/cleaning. Wipe all chairs, empty all waste from waste cans and clean/wipe inside and outside of container.

3. Medical Wastes: Remove medical wastes (commonly referred to as “red bag waste”) utilizing the proper Personal Protective Equipment (PPE) to include gloves while utilizing proper lifting techniques. Wipe inside and outside of containers. Place medical wastes in area designated for storage/pick up. Sharps Containers shall be emptied with sufficient frequency to not cause an infectious control or safety issue, and the lockable compartment wiped on the inside and outside. Replace trash liners daily and/or as required.

4. General Wastes: Will be removed daily at least twice during normal business hours. Wipe inside and outside of waste containers and place general wastes in roll-off container or dumpster as provided. Replace trash liners daily and/or as required.

5. Reception Areas: Trash Removed, wipe and dust chairs and counters, sweep and wet mop and/or vacuum floors (whichever applies). Spots/stains are to be promptly removed from carpet and furniture.

6. Restrooms: Daily cleaning/sanitizing of all fixtures, floors, toilet/toilet seats and bowl (inside and out), mirrors, soap, hand sanitizer and paper towel dispensers cleaned inside and out as well as restocked when required/needed, clean walls, doorknobs, ledges, and light switches. Additionally, a complete listing of frequently touched items will be provided to assist in cleaning requirements. All restroom floors will be damp mopped with a hospital grade germicidal solution. The solution will be changed after each use if used with a string mop or if a microfiber mop pad is used, the pad will not be used again until properly laundered. A hospital grade germicide will be used on sinks and toilets as well as all frequently touched surfaces.

7. Break Rooms: Break rooms shall be dust mopped and wet mopped. All counters sinks and tables will be cleaned using the approved disinfectant/germicidal solution.

8. Glass: All glass windows and mirrors will be cleaned to remove dust and fingerprints.

9. Other: Contractor will be required to respond to any additional clean-up of spills, bodily fluids or other accidents that occur during service hours as requested by the Contracting Officer Representative (COR) or designee.

b. Weekly

1. Carpeted Areas: All carpets in the assigned area(s) will be vacuumed at least weekly or as needed. Ensure that the vacuum cleaner bag or chamber is frequently replaced or emptied.

2. Floors: Burnish/Polish all floors that have had floor finish applied. Other types of flooring (i.e., laminate/no wax) will be scrubbed with the approved germicidal solution. Restroom floors will be scrubbed with a disinfecting solution.

3. Frequently Touched Surfaces/Vents: Wipe/Spot clean all walls, doors and door frames, wet wipe handrails and fire extinguisher cabinets, thoroughly clean glass surfaces. Wet wipe air vents and dry dust light fixtures. Clean/dust all window ledges and window blinds/treatments.

4. Waste Containers: Wet wipe all waste containers (Medical and General Wastes) and sharps containers.

c. Monthly:

1. Windows: Clean all windows, windowsills, and blinds/window treatments.

2. Fixtures: Dry Wipe and Dust all light fixtures and wet wipe ceiling vents.

d. Semi-Annually/Annually:

1. Hard Surface Floors: Hard surface floor care to include stripping and waxing of floors. Dirt and debris shall not be imbedded in the wax or allowed to accumulate along the corners and edges or under/behind furniture.

2. Carpet Care: (shampooing or steam cleaning). Dust shall not be allowed to build up in corners or along edges or under/behind furniture. Spots/stains are to be promptly removed.

5. Frequency of Services Provided, Lawton Main VA Clinic and Lawton North VA Clinic Service Hours, Contractor Staff must be on site from 8a-4:30pm Monday through Friday.

a. Daily

1. Floors: Sweep and mop all floors in exam rooms, treatment rooms, laboratory rooms, public hallways, entrance areas and public restrooms (public and staff). Vacuum carpets in offices and reception areas.

2. Furniture: Dust desktops (NOTE: Items on desks or desktops will not be moved for cleaning purposes. If personal items are present and the area needs cleaned/dusted, the personnel of the area will move items prior to dusting/cleaning. Wipe all chairs, empty all waste from waste cans and clean/wipe inside and outside of container.

3. Medical Wastes: Remove medical wastes (commonly referred to as “red bag waste”) utilizing the proper Personal Protective Equipment (PPE) to include gloves while utilizing proper lifting techniques. Wipe inside and outside of containers. Place medical wastes in area designated for storage/pick up. Sharps Containers shall be emptied with sufficient frequency to not cause an infectious control or safety issue, and the lockable compartment wiped on the inside and outside. Replace trash liners daily and/or as required.

4. General Wastes: Will be removed daily at least twice during normal business hours. Wipe inside and outside of waste containers and place general wastes in roll-off container or dumpster as provided. Replace trash liners daily and/or as required.

5. Reception Areas: Trash Removed, wipe and dust chairs and counters, sweep and wet mop and/or vacuum floors (whichever applies). Spots/stains are to be promptly removed from carpet and furniture.

6. Restrooms: Checked for cleanliness at least hourly during normal business hours. Daily cleaning/sanitizing of all fixtures, floors, toilet/toilet seats and bowl (inside and out), mirrors, soap, hand sanitizer and paper towel dispensers cleaned inside and out as well as restocked when required/needed, clean walls, doorknobs, ledges, and light switches. Additionally, a complete listing of frequently touched items will be provided to assist in cleaning requirements. All restroom floors will be damp mopped with a hospital grade germicidal solution. The solution will be changed after each use if used with a string mop or if a microfiber mop pad is used, the pad will not be used again until properly laundered. A hospital grade germicide will be used on sinks and toilets as well as all frequently touched surfaces.

7. Break Rooms: Break rooms shall be dust mopped and wet mopped. All counters sinks and tables will be cleaned using the approved disinfectant/germicidal solution.

8. Glass: All glass windows and mirrors will be cleaned to remove dust and fingerprints.

9. Other: Contractor will be required to respond to any additional clean-up of spills, bodily fluids or other accidents that occur during service hours as requested by the Contracting Officer Representative (COR) or designee.

b. Weekly

1. Carpeted Areas: All carpets in the assigned area(s) will be vacuumed at least weekly or as needed. Ensure that the vacuum cleaner bag or chamber is frequently replaced or emptied.

2. Floors: Burnish/Polish all floors that have had floor finish applied. Other types of flooring (i.e., laminate/no wax) will be scrubbed with the approved germicidal solution. Restroom floors will be scrubbed with a disinfecting solution.

3. Frequently Touched Surfaces/Vents: Wipe/Spot clean all walls, doors and door frames, wet wipe handrails and fire extinguisher cabinets, thoroughly clean glass surfaces. Wet wipe air vents and dry dust light fixtures. Clean/dust all window ledges and window blinds/treatments.

4. Waste Containers: Wet wipe all waste containers (Medical and General Wastes) and sharps containers.

c. Monthly:

1. Windows: Clean all windows, windowsills, and blinds/window treatments.

2. Fixtures: Dry Wipe and Dust all light fixtures and wet wipe ceiling vents.

d. Semi-Annually/Annually:

1. Hard Surface Floors: Hard surface floor care to include stripping and waxing of floors. Dirt and debris shall not be imbedded in the wax or allowed to accumulate along the corners and edges or under/behind furniture.

2. Carpet Care: (shampooing or steam cleaning). Dust shall not be allowed to build up in corners or along edges or under/behind furniture. Spots/stains are to be promptly removed.

6. Frequency of Services Provided, Stillwater CBOC Service Hours, work must be completed and staff on site from 1:30 PM – 5:30 PM, Monday through Friday.

a. Daily

1. Floors: Sweep and mop all floors in exam rooms, treatment rooms, laboratory rooms, public hallways, entrance areas and public restrooms (public and staff). Vacuum carpets in offices and reception areas.

2. Furniture: Dust desktops (NOTE: Items on desks or desktops will not be moved for cleaning purposes. If personal items are present and the area needs cleaned/dusted, the personnel of the area will move items prior to dusting/cleaning. Wipe all chairs, empty all waste from waste cans and clean/wipe inside and outside of container.

3. Medical Wastes: Remove medical wastes (commonly referred to as “red bag waste”) utilizing the proper Personal Protective Equipment (PPE) to include gloves while utilizing proper lifting techniques. Wipe inside and outside of containers. Place medical wastes in area designated for storage/pick up. Sharps Containers shall be emptied with sufficient frequency to not cause an infectious control or safety issue, and the lockable compartment wiped on the inside and outside. Replace trash liners daily and/or as required.

4. General Wastes: Will be removed daily at least twice during normal business hours. Wipe inside and outside of waste containers and place general wastes in roll-off container or dumpster as provided. Replace trash liners daily and/or as required.

5. Reception Areas: Trash Removed, wipe and dust chairs and counters, sweep and wet mop and/or vacuum floors (whichever applies). Spots/stains are to be promptly removed from carpet and furniture.

6. Restrooms: Daily cleaning/sanitizing of all fixtures, floors, toilet/toilet seats and bowl (inside and out), mirrors, soap, hand sanitizer and paper towel dispensers cleaned inside and out as well as restocked when required/needed, clean walls, doorknobs, ledges, and light switches. Additionally, a complete listing of frequently touched items will be provided to assist in cleaning requirements. All restroom floors will be damp mopped with a hospital grade germicidal solution. The solution will be changed after each use if used with a string mop or if a microfiber mop pad is used, the pad will not be used again until properly laundered. A hospital grade germicide will be used on sinks and toilets as well as all frequently touched surfaces.

7. Break Rooms: Break rooms shall be dust mopped and wet mopped. All counters sinks and tables will be cleaned using the approved disinfectant/germicidal solution.

8. Glass: All glass windows and mirrors will be cleaned to remove dust and fingerprints.

b. Weekly

1. Carpeted Areas: All carpets in the assigned area(s) will be vacuumed at least weekly or as needed. Ensure that the vacuum cleaner bag or chamber is frequently replaced or emptied.

2. Floors: Burnish/Polish all floors that have had floor finish applied. Other types of flooring (i.e., laminate/no wax) will be scrubbed with the approved germicidal solution. Restroom floors will be scrubbed with a disinfecting solution.

3. Frequently Touched Surfaces/Vents: Wipe/Spot clean all walls, doors and door frames, wet wipe handrails and fire extinguisher cabinets, thoroughly clean glass surfaces. Wet wipe air vents and dry dust light fixtures. Clean/dust all window ledges and window blinds/treatments.

4. Waste Containers: Wet wipe all waste containers (Medical and General Wastes) and sharps containers.

c. Monthly:

1. Windows: Clean all windows, windowsills, and blinds/window treatments.

2. Fixtures: Dry Wipe and Dust all light fixtures and wet wipe ceiling vents.

d. Semi-Annually/Annually:

1. Hard Surface Floors: Hard surface floor care to include stripping and waxing of floors. Dirt and debris shall not be imbedded in the wax or allowed to accumulate along the corners and edges or under/behind furniture.

2. Carpet Care: (shampooing or steam cleaning). Dust shall not be allowed to build up in corners or along edges or under/behind furniture. Spots/stains are to be promptly removed.

G. CLEANING FEQUENCY CHART

Spot Clean all walls (room and Stalls

X

Deep Clean Grout (walls and floors)

X

Vacuum Carpets

X

Clean Cove Base

X

Strip and refinish tile floors

X

Top Scrub and Recoat Floors

X

High dust walls/wall art/vents/light fixtures

X

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

X

H. ACRONYMS/DEFINITION:

Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

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

Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract. Any work performed without Contract, Contract Modification, or verbal authorization from the Contracting Officer shall not be invoiced for or paid by the Federal Government.

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

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

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

B.3 Quality Assurance Surveillance Plan (QASP)

36C25922Q0157

Quality Assurance Surveillance Plan (QASP) Janitorial Services VA Medical Center Oklahoma City VA Health Care System

INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS). This plan sets forth the procedures and guidelines the VA will use in ensuring the required performance standards or service levels are achieved by the contractor.

Purpose The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

Performance Management Approach The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by VA to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

Performance Management Strategy The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP enables the government to take advantage of the contractor’s QC program.

The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

ROLES AND RESPONSIBILITIES

The integrated project team (IPT) consists of the contracting officer (CO) and the Contracting Officer’s Representative (COR).

The Contracting Officer The contracting officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the contracting officer's representative (COR) and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

The Contracting Officer’s Representative The Contracting Officer’s Representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the PWS and in Attachment 1, “Performance Requirements Summary.”

Incentives or Disincentives in Relation to Standards and Quality Levels Contractor performance on this contract, be it less than, greater than, or equal to satisfactory performance on this contract, will be subject to the Incentives/Disincentives identified in the Performance Requirements Summary. The results will also be documented by the COR and CO, for use as past performance indicators to support any interest or bids the contractor makes in future government requirements and solicitations. Failure to meet the required service or performance level will result in a delinquency notice to the contractor.

METHODOLOGIES TO MONITOR PERFORMANCE

Surveillance Techniques In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

· Random monitoring - which shall be performed by the COR/COR designated inspector.

· 100% Inspection – Each month, the COR, shall review the generated documentation and enter summary results into the Surveillance Activity Checklist.

· Periodic Inspection – COR typically performs the periodic inspection which should align with the frequency of required services per the PWS, such as weekly or monthly, depending on the required task.

· Customer Feedback

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the CO and COR, as opposed to the contractor. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate using the Quality Assurance Monitoring Form – Customer Complaint Report, identified in Attachment 4.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

Acceptable Quality Levels The acceptable quality levels (AQLs) included in Attachment 1, Performance Requirements Summary, for contractor performance are structured to allow the contractor to manage how the work is performed while providing disincentives for performance shortfalls. For certain critical activities such as those involving maintaining safety during operations, the desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance at the VA Medical Center in this PWS.

QUALITY ASSURANCE DOCUMENTATION

The Performance Management Feedback Loop The performance management feedback loop begins with the communication of expected outcomes.

Performance standards are expressed in the PWS and are assessed using the performance monitoring techniques shown in Attachment 1.

Monitoring Forms The government’s QA surveillance, accomplished by the COR, will be reported using the monitoring forms in Attachments 2, 3 and 4. The forms, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure that the required results satisfy the Purpose of the Performance Work Statement. The COR will retain a copy of all completed QA surveillance forms and forward electronic copies to the CO.

ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

Determining Performance Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels. Failure to meet the AQL may result in disincentives, as shown in Attachment 1 of this document.

Reporting The COR will prepare a written report for the CO summarizing the overall results of the quality assurance surveillance of the contractor’s performance, as needed. This written report, which includes the contractor’s submitted monthly report and the completed quality assurance monitoring forms (Attachment 2, 3 or 4), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

Reviews and Resolution The COR may require the contractor’s project manager, or a designated alternate, to meet with the CO and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

· Monthly performance assessment data and trend analysis

· Issues and concerns of both parties

· Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis

· Recommendations for improved efficiency and/or effectiveness

The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the PCO/ACO.

PERFORMANCE REQUIREMENTS SUMMARY MATRIX:

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement.

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

Janitorial Services, Oklahoma City Main VA Medical Center. Second Shift (6:00 PM – 2:30 AM) as per the PWS.

Contract Period: Base POP Begin: 06-01-2022 POP End: 05-31-2023 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

Janitorial Services, Oklahoma City Main VA Medical Center. Third Shift (10:00 PM – 6:30 AM) as per the PWS.

POP Begin: 06-01-2022 POP End: 05-31-2023

Janitorial Services, Lawton Main VA Clinic. Day Shift (8:00 AM – 4:30 PM) as per the PWS.

POP Begin: 06-01-2022 POP End: 05-31-2023

Janitorial Services, Lawton North VA Clinic. Day Shift 8:00 AM – 4:30 PM) as per the PWS.

POP Begin: 06-01-2022 POP End: 05-31-2023

Janitorial Services, Stillwater Clinical Based Outpatient Clinic (CBOC). Day Shift 1:30 PM – 5:30 PM) as per the PWS.

POP Begin: 06-01-2022 POP End: 05-31-2023

Janitorial Services, Oklahoma City Main VA Medical Center. Second Shift (6:00 PM – 2:30 AM) as per the PWS.

Contract Period: Option 1 POP Begin: 06-01-2023 POP End: 05-31-2024

Janitorial Services, Lawton Main VA Clinic. Day Shift (8:00 AM – 4:30 PM) as per the PWS.

POP Begin: 06-01-2023 POP End: 05-31-2024

Janitorial Services, Lawton North VA Clinic.