36C25922Q0158.docx

36C25922Q0158

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.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE

ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26.

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

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212

-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNAT

URE 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

36C25922Q0158 04-19-2022 Lance Davis 918-577-3838 04-26-2022

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 Eastern Oklahoma VA Health Care System 1011 Honor Heights Drive Muskogee OK 74401 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 Eastern Oklahoma 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 "Compairative 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

NCO1616L2-5045

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

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.

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971

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

B.2 Performance Work Statement

Eastern Oklahoma VA Health Care System Aseptic Housekeeping Services Performance Work Statement (PWS)

General Information: The contractor shall provide all management, supervision, and labor necessary to ensure that Aseptic Housekeeping Services (using aseptic cleaning techniques) are performed for the interior spaces in the VA Medical Center Muskogee Oklahoma, and the Tulsa Health Care Center (THCC) in Tulsa Oklahoma. This is to include public areas, restrooms, waiting rooms, and offices (approximately 55,271 square foot) at the Tulsa Health Care Center (THCC) and (approximately 119,591 Square foot) at Main Muskogee VAMC. Contractors will be divided between Muskogee VAMC and THCC. Contractor shall have training and knowledge in aseptic cleaning techniques in a medical setting. 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 housekeeping (janitorial) services due to the COVID-19 crisis in order to keep our VA Medical Center clean and germ/virus free. The Facility is estimating a need of 32 employees to cover all below requirements. The intent of this contract is for the contractor to clean public areas, restrooms, waiting rooms, and offices of the two different locations: Jack C Montgomery (main) VA Medical Center in Muskogee, OK and the Tulsa Health Care Center (THCC) in Tulsa, OK on a daily basis (days and nights) Monday through Friday to include Holidays and Weekends. Contractor’s employees are not required to clean or go into any COVID 19 infected areas. Cleaning on Sundays at the Tulsa Health Care Center is not required.

We the VA are estimating a need of (32 employees):

Estimating 22 employees for Jack C Montgomery (main) VAMC Muskogee 8 employees on day shift (7:00 AM - 3:30 PM) 8 employees on night shift (3:00 PM - 11:30 PM) 3 employees on day shift weekends and holidays (6:30 AM - 3:00 PM) 3 employees on night shift weekends and holidays (3:00 PM - 11:30 PM)

Estimating 10 employees for Tulsa Health Care Center 4 employees on day shift (6:30 AM - 3:00 PM) 4 employees on night shift (3:00 PM - 11:30 PM)

1.0 Location addresses are as follows:

Jack C Montgomery (main) VA Medical Center, 1011 Honor Heights Drive, Muskogee, OK 74401 Tulsa Health Care Center (THCC), 8921 S. Mingo Road, Tulsa, OK 74145

1.1 This is a non-personal services contract. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2. No Overtime will be allowed under this contract. Cleaning of any areas not covered under this contract will not be paid for by the Government. If additional areas need to be added/included a contract modification will be bilaterally awarded.

discoloration, and any other foreign matter.

Bas boards, corners, and wall/floor edges shall also )1.3. The Buildings/Facility Listing Chart in Attachment 1 shall be adjusted by contract modification only and only if a room/area number or scope of work needs adjustment. The Building Listing specifies areas and usage that exist at contract commencement date. This listing does not indicate that the usage of the rooms shall remain the same for the duration of the contract. The usage may be changed by the Eastern Oklahoma VA Healthcare System if the overall scope of work of the contract is not affected.

1.4 Type of Contract: The government will award a Firm Fixed Price contract.

2. 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.

3.0 BASIC CLEANING SERVICES

The contractor shall accomplish all aseptic cleaning tasks to meet the requirements of this PWS and the Service Delivery Summary (SDS) in Attachment 2. The minimum cleaning frequencies are established in Attachment 3, Estimated Workload Data.

3.1 Maintain Floors: All floors (see below attachments), except carpeted areas (carpeted areas are described below) , shall be swept, dust mopped, damp mopped daily, wet mopped, and buffed, as needed, to ensure all floors maintain a uniform, glossy appearance that is free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and any other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

3.2 Remove Trash: All trash containers shall be emptied and returned to their initial location. Boxes, cans, or paper placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

3.3 Clean and Disinfect: Completely clean, disinfect with the use of EPA-approved hospital grade germicidal detergent, and polish dry all surfaces of sinks and plumbing fixtures. After cleaning, receptacles shall be free of deposits, dirt, streaks, and odors.

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

3.5 Vacuum Carpets: Vacuum carpeted areas. After daily vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods, as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the government representative. Area and throw rugs are included to receive this service.

3.6 Clean Carpets: Regularly spot clean or extract dirty carpet on a scheduled maintenance program or as needed. All spots are to be removed immediately.

3.7 Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

3.8 General Spot Cleaning: Spot cleaning shall be performed on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kickplates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

3.9 General Dusting: All horizontal surfaces shall be dusted or cleaned to eliminate dust collection, such as floors, vents, empty shelves, door/window frames, above/below base of equipment, etc.

4.0 BASIC RESTROOMS/LOCKER ROOMS CLEANING SERVICES

The contractor shall accomplish all cleaning tasks to meet the requirements of this specification and the Service Delivery Summary (SDS).

4.1. Clean and Disinfect: Completely clean and disinfect with the use of a E.P.A. approved Hospital Grade Germicidal Detergent provided by the medical center. This includes all listed surfaces sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, saunas, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles shall be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kickplates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

4.2 Descale Toilet Bowls: Descaling shall be performed monthly as a minimum, or as often as needed, or by request to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

4.3 Sweep and Mop Floor: After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance, always.

4.4 Stock Restroom Supplies: Contractor shall ensure restrooms are stocked sufficiently with paper products, so they do not run out prior to the next shift. Supplies shall be stored in designated supply areas. No overstocking shall be allowed.

5.0 OTHER CLEANING SERVICES

5.1 Strip, Scrub, Seal, and Wax Floors: Floors shall be stripped, scrubbed, sealed, and waxed as necessary to maintain a uniform glossy appearance, always. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.

5.2 Clean Interior Windows: Clean glass surfaces that are over seven (7) feet high. After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

5.3 Shampoo Carpets: All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area shall be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location.

6.0 SERVICE DELIVERY SUMMARY

Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. Performance thresholds briefly describe the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Basic Cleaning Services.

Floors, baseboards, corners, and wall edges are free of dirt, dust, and debris. Trash is empty; plastic liners are in good condition. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Sinks, faucets, and counter tops are disinfected and have no traces of film, dirt, or smudges. Glass surfaces and mirrors have no traces of film, dirt, smudges, streaks, or water spots. Desktops and horizontal surfaces are disinfected and free of dirt, smudges, and dust. Carpets are free of dirt, debris, litter, and other foreign matter. Dust is not visible.

Basic Restrooms/Showers/Locker Rooms Cleaning Services.

Restrooms are disinfected and free of dirt, deposits, streaks, and odors. Toilets, sinks, and showers are disinfected and free of scale, stains, scum, and other deposits. Mirrors have no traces of film, dirt, smudges, streaks, or water spots. Floors are free of litter, dirt, dust, and debris.

Other Cleaning Services.

Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax build-up, other stains, and discoloration, always. Windows are free of film, dirt, smudges, water, and other foreign matter. Carpets are free of stains and discoloration. Walls and doors are free of scuff marks, dirt, and smudges.

Emergency or Special Event Cleaning Services.

services modification shall meet the requirements of paragraphs 3.0, 4.0 and 5.0 as appropriate.

7.0 GOVERNMENT FURNISHED EQUIPMENT (GFE)

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 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.

8.0 HOURS OF OPERATION

The hours of operations for purposes of this contract will be determined by shift and location. The Contracting Officer’s Representative (COR) must approve any changes to the contractor’s schedule, in advance.

9.0. CONTRACTOR STAFF REQUIREMENTS

9.1. The contractor shall appoint a supervisor or team lead for the work being performed under the terms of this contract. The supervisor/team lead shall be at the facility during contracted shift work supervising their workers. The VA will not provide a supervisor as contractor’s employees will not work for the VA Facility. The supervisor will provide a phone number in order to be reached by phone if necessary.

9.2. 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.

9.3. 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.).

9.4. 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.

9.5 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.

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

9.7. 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).

9.8. Miscellaneous: 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.

10. QUALITY CONTROL/QUALITY ASSURANCE

10.1 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. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the contractor shall develop quality control procedures addressing the areas identified in paragraph 7.0 - Service Delivery Summary. In compliance with clause FAR 52.246-4 entitled "Inspection of Services," the contractor shall provide a Quality Control Plan that contains, at a minimum, the items listed in paragraphs 12.2. through 12.4, below, to the COR for acceptance not later than the pre-performance conference. The COR shall notify the Contractor of acceptance or required modifications to the plan before the contract start date. The plan shall include:

10.2 A description of the inspection system to cover all services specified in the statement of work. Descriptions shall include specifics as to the areas to be inspected on both scheduled and unscheduled bases, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any government provided keys or lock combinations should be included.

10.3 A description of the methods to be used for identifying and preventing defects in the quality of service performed.

10.4 A description of the records to be kept to document inspections and corrective or preventive actions taken.

10.5 The records of inspections shall be kept and made available to the government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

10.6 Contractor Quality Control Program: Contractor shall have a quality control program to ensure all requirements of the contract are provided, as specified. The program shall be continuously improved and is therefore documented in loose-leaf manual format. The program shall include, but not be limited to the following:

10.7 Written work instructions/procedures, processes, and product descriptions to implement contractual obligations. The preparation and maintenance of and compliance with these instructions shall be audited as a function of the Contractor's Quality Control Program to assure compliance with or timely changes to the instructions. The COR shall be on document distribution for all formalized changes to the Contractor's Quality Control Program. The COR shall request corrective action to improve the quality of patient care or cure damage to the facility.

10.8 Early detection method and correction of assignable conditions adverse to the quality of service. These include analysis or corrective action records (including customer complaints) for determining causes of defects. This method shall include providing timely written explanation/documentation in response to Government corrective action requests which also include bacteriological monitoring.

10.9 Written work instructions in accordance with paragraph 12.7 for maintenance and use of inspection records and audit documentation. The quality control program shall assure that records are complete and reliable. Reliable records are objective evidence of existing or past quality of service.

10.10 Written work instructions in accordance with paragraph 12.8 to implement quality trend analysis and documentation of management actions taken as a result of analysis of quality data (including contractor and government records, complaints, and audit results).

10.11 Contractor shall provide to the COR the HAMS Policy and Procedure Manual submitted with the technical proposal to implement the HAMS program.

11. QUALITY ASSURANCE MONITORING

11.1 The Government shall monitor the contractor’s performance to assure that the performance thresholds and standards of performance are met in accordance with paragraph 7.0. Service Delivery Summary. In accordance with FAR 52.212-4 (a) “Inspection/Acceptance” the Government reserves the right to inspect any services that have been tendered for acceptance. The Government may require re-performance of nonconforming services at no increase in contract price.

11.2 The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance standards describe the minimum acceptable levels of the service required for each task. These thresholds are critical to mission success.

11.3 The Government COR shall evaluate the services required by each task to ensure compliance.

11.4 The contractor shall perform all work required by the contract in a satisfactory manner in accordance with the appropriate PWS sheet. The COR shall not consider the service complete until all deficiencies have been corrected.

11.5 The Government COR shall inspect all work required by PWS sheets to ensure contract performance, monthly, utilizing the attached work inspection sheet.

11.6 The Government COR shall receive complaints from facility personnel and pass them on to the contractor’s quality inspector for correction.

11.7 The inspection period is monthly. The inspection period shall be from the first of the month through the last day of each month. The COR should receive no more than 5 complaints. The COR shall record results of the inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR shall notify the supervisor or quality inspector. The Contractor shall be given two hours from notification during shift hours to correct the unacceptable performance. Although the report period is monthly, complaints are by task.

12. BUILDING SECURITY AND CONSERVATION

12.1 The cleaning staff shall perform tasks during off shift hours (while parts of the facility are closed to the public), and the contractor shall be responsible for securing all doors. If a door was locked or closed ensure locked and closed after cleaning, if a door is unlocked or open ensure it is unlocked or open after cleaning. At the end of the contract if any keys or employee badges are not returned to the COR final payments will be withheld or contractor shall pay $100 per key and/or badge not returned.

12.2 Contractor shall be provided keys or allowed access to all buildings and rooms/areas requiring cleaning. Keys to staff offices and clinic areas shall be provided during the post award orientation conference. The government may choose to accompany contractor personnel when in certain secured areas. Keys provided to the Contractor shall not be duplicated or removed from the premises of the OKCVAHCS. All keys not issued for the day shall be retained in the designated locked key box. Only shift leaders shall be issued a master key and it shall be in their possession while they are on duty. Contractor shall be responsible for immediately reporting lost keys to the COR or the EOVAHCS Assistant Hospital Officer. The government, at the contractor's expense, (including rekeying all doors that were affected by the lost key) shall replace any keys lost by contractor personnel. In the event a master key is lost or duplicated, the government shall replace all locks and keys on that system. The total cost shall be deducted from the monthly payment due the contractor. If a standard key is lost, the government shall replace the lock for that room and the total cost shall be deducted from the monthly payment due the contractor.

12.3. Contractor’s employees shall not allow anyone use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas unlocked for cleaning shall not be left unattended during the cleaning process and shall be locked by contractor personnel after completion of cleaning duties.

12.4 If any difficulty is encountered in keeping areas locked or windows closed and locked, the COR shall be notified.

12.5 Contractor personnel shall turn off all lights they turned on when entering an area.

12.6. Training Requirements: The contractor shall provide evidence that its employees are trained in providing janitorial services for a healthcare system, in all aspects of cleaning and in the use of all chemicals utilized by the contractor. The contractor shall ensure that a minimum of 20 hours of job-specific training is conducted per year, per contract employee. Training shall include the following:

12.7 Minimum Contractor-Furnished Training: Initial training shall cover the following topics listed in 29 Code of Federal Regulation (Labor) 1910.l-1910.1450 and include the item listed below. Training should not be less than two full days.

12.8 General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced, or contained through proper environmental sanitation methods.

12.9. Infection control orientation, specifically relating duty functions to the technical provisions of this specification.

12.10 Contractor shall ensure all staff are trained and have knowledge in proper use and handling of germicidal detergents, supplies and equipment.

12.11 Care and maintenance of contractor and government-furnished property to include familiarization with all chemicals used and location of all MSDS (Material Safety Data Sheets).

12.12 Familiarization with local fire prevention and safety procedures.

12.13. Familiarization with applicable facility policies/regulations and their effect on sanitation services.

12.14. Familiarization with the contractor's procedures manual.

12.15 Individual duties and responsibilities.

12.16 The hospital shall provide procedures for replenishing cleaning supplies for contractor’s needs.

12.17 Role of contractor's personnel in the facility and their impact on patient care.

12.18 Techniques/methods for measuring quality of work performance.

12.19 Basic orientation to the facility, including contractor function, VA mission and goals.

12.20 Facility emergency management fire and disaster program.

12.21 Hazardous communication standard.

12.22 Utility operation.

12.23 Standard precautions.

12.24 Emergency preparedness.

12.25 Body mechanics/lifting.

12.26 Accident reporting.

12.27 Sexual harassment.

12.28 Ethics.

12.29 Developmental Training: The contractor shall plan for developmental employee training sessions for all employees at a frequency of no less than monthly. At all times the contractor shall maintain a current series of three-monthly programs. The proposed initial program plans, including topical outlines with a brief statement of content and approximate length of programs, shall be available for review by the COR prior to award. Developmental training shall include, but not be limited to, updating in the areas referred to preceding paragraphs 14.6 through 14.29 and include developmental topics such as communication, individual behavior, group behavior, and motivation.

13. SAFETY REQUIREMENTS

13.1 The Contractor shall take such safety precautions as are necessary to protect the lives and health of occupants of the building during performance of contract requirements. The contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel.

13.2 Handling of Infectious Medical Waste ("Red Bag" Waste And "Sharps") Containers: The contractor's employees may be required to collect biohazardous "RED BAG" waste and solids, enclosed "SHARPS" containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated biohazardous waste containers (usually located outside and at the rear of the facility in locked cages or storage facilities). Contractor shall maintain records on employee training and shall notify the Contracting Officer or COR/ACOR appointed under this contract when new annual training is required. The contractor shall provide a certification of annual training for each employee.

13.3 Qualifying Corporate Experience Requirements: Offers shall be considered only from firms who are, in the judgment of the Contracting Officer, well-established in the janitorial business, are financially responsible and able to show evidence of resources, experience and qualifications necessary to render service under the contract.

14. FEDERAL HOLIDAYS AND STANDARD BUSINESS HOURS

Federal Holidays The Federal Government observes the following days as holidays.

*Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday.

In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by the President of the United States to be a Federal holiday

Standard Business hours VA Health Care System standard operating hours occur between 8:00am and 4:30pm Monday-Friday excluding Federal holidays.

Attachment 1

Muskogee VAMC & Tulsa Health Care Center Buildings/Facility Listing Chart

Building 1 and 53

2nd floor Common Hallways/waiting areas/Canteen

17,896

2nd Floor Restrooms

End of Attachment 1

Attachment 2 Cleaning Frequency Chart

RESTROOMS & SHOWERS

FRENQUENCY

End of Attachment 2

ATTACHMENT 3

ESTIMATED WORKLOAD DATA

General Administrative Areas CATEGORY I - Minimum Frequency Standards -

BASIC SERVICES

(These frequencies are minimums--the contractor may perform more frequently, at no additional cost to government, if required to maintain level of service.)

Daily

High Use Areas CATEGORY II - Minimum Frequency Standards

BASIC SERVICES

(These frequencies are minimums--the contractor may perform more frequently, at no additional cost to government, if required to maintain level of service.)

Daily

Daily

Daily

Daily

Daily

General Administrative Areas CATEGORY I - Minimum Frequency Standards

RESTROOM SERVICES

(These frequencies are minimums--the contractor may perform more frequently, at no additional cost to government, if required to maintain level of service.)

Daily

End of Attachment 3

B.3 Quality Assurance Surveillance Plan (QASP)

36C25922Q0158

Page 1 of Page 1 of Quality Assurance Surveillance Plan (QASP) Janitorial Services VA Medical Center Eastern Oklahoma 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…