36C25922Q0465.docx

SUBJECT*

702 Waco Custodial Services (VA-22-00075623)

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Jessica Garcia Jessica.Garcia5@va.gov jessica.garcia5@va.gov 303-712-5754

PLACE OF PERFORMANCE

4800 Memorial Drive

Bldg. 90

Waco, TX 76711

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation for Waco Member Services Custodial Services

I. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested.

II. Solicitation number 36C25922Q0465 is issued as a request for quote (RFQ).

III. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-04.

IV. This acquisition is set-aside for 100% Service-Disabled Veteran Owned Small Business (SDVOSB). The North American Industry Classification System (NAICS) code is 561720 – Janitorial Services with a small business size of $19.5 Million. The PSC is S201 – Housekeeping – Custodial Janitorial.

V. Department of Veterans Affairs, Network Contracting Office 19 Located at 6162 S. Willow Drive, Suite 300, Greenwood Village, Colorado 80111, in support of the VHA Member Services, 4800 Memorial Drive, Bldg. 90, Waco, TX 76711 is seeking to procure services in accordance with the Performance Work Statement and price schedule. The Contractor shall price for Custodial Services.

VI. Site visits are scheduled for August 2, 2022 and August 4, 2022 at 9:00AM Central TIme. Contractor need only attend one day. Site visit will be located at 4800 Memorial Drive, Bldg. 90, Waco, TX 76711. Point of contact for site visit is Clifford Abron, 254-743-0665.

VII. Period of Performance (PoP): One-year base period of 01 September 2022 to 31 August 2023 with four (4) one-year option periods.

VIII. Offers are due 08-19-2022 @ 13:00 MST. All questions/inquiries must be submitted to the contract specialist via electronic mail (e-mail) not later than 08-12-2021 @ 13:00 MST. Inquiries submitted via telephone calls will be re-directed to an e-mail submission.

IX. Submit offers or any questions to the attention of Jessica Garcia via email to: Jessica.Garcia5@va.gov. Please include “Quote: Solicitation 36C25922Q0465” in subject line.

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

36C25922Q0465 07-29-2022 Jessica Garcia 303-712-5754 08-19-2022 13:00 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 x 561720 Department of Veterans Affairs VHA Member Services 4800 Memorial Drive

BLDG 90

Waco, TX 76711 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 This requirement is for custodial services in support of VHA Member Services in Waco, TX. The tasks required for this requirement are stated in the Performance Work Statement (PWS).

Period of Performance:

Base Period: 01 September 2022 - 31 A ugust 2023 Option Year 1: 01 September 2023 - 31 August 2024 Option Year 2: 01 September 2024 - 31 August 2025 Option Year 3: 01 September 2025 - 31 August 2026 Option Year 4: 01 September 2026 - 31 August 2027 X X 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 Jessica Garcia 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.

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.4 Invoicing Instructions

Invoicing Instructions Contractor e-Invoice Set-Up Information: Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Access the web site for more invoicing instructions: https://www.fsc.va.gov/einvoice.asp

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

· Current PO# must be included on all submitted invoices (or they will not be processed)

· All invoicing must be as per contract line items (or they will not be processed)

Payment requests may be impacted, along with the active status of the contract, if contractor fails to maintain SAM registration, has legally changed its business name or "doing business as" name (whichever is shown on the contract) or has transferred the assets used in performing the contract. Refer to FAR clause 52.204-13 for compliance requirements.

Contractor must comply with the payment request clauses of this contract. As a minimum, invoices must include:

i. Name and address of contractor

ii. Invoice date and number

iii. Contract number and current fiscal year purchase order number

iv. Date and description of Supplies or Services provided as per contract line items

v. Terms of any discount for prompt payment offered

vi. Name, title and phone number of a person to notify in event of defective invoice

B.2 Performance Work Statement

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Veterans Health Administration – Member Services (VHA-MS) Performance Work Statement (PWS) Bldg. 90 Custodial Services

1. GENERAL: VHA-MS at Central Texas Veteran Health Care System (CTVHCS), Dorris Miller Veterans Medical Center, Waco, TX is seeking to obtain a qualified Contractor who can demonstrate the required capability to provide facility custodial services for our Waco, TX facility. The goal of this acquisition is to ensure the highest standard of cleanliness of our facility and providing a healthy environment for occupants, users, and visitors to facilities.

1.1 Description of Services: The Contractor shall provide all management, personnel, labor, supplies, tools, equipment, communication devices, transportation, and fuel necessary to perform custodial services to the standards defined in this Performance Work Statement (PWS).

1.2 Background: The Contractor will provide custodial services for Building 90, Waco, Texas. Building 90 has three stories, consisting of open office space (cubicles), private office spaces, public restrooms, breakroom, conference room, and training room. Total square footage of the building is approximately 45,000 square feet.

1.3 Objectives: Obtain a qualified contractor to provide custodial services for our Waco facility.

1.4 Scope: The Contractor shall perform all custodial services identified to the standards in this PWS. Square footage and item quantities are estimates and it is recommended contractor field verify.

1.5 Period of Performance: The period of performance shall consist of one 12-month Base period and 3 Option Years. The period of performance shall be:

Base Period : 01 September 2022 – 31 August 2023 Option Year 1: 01 September 2023 – 31 August 2024 Option Year 2: 01 September 2024 – 31 August 2025 Option Year 3: 01 September 2025 – 31 August 2026 Option year 4: 01 September 2026 – 31 August 2027

1.5.1 Place of Performance: The place of performance for this service is 4800 Memorial Drive, Bldg. 90, Waco, TX 76711.

1.5.2 Site Visits: Site visits are scheduled for August 20 and August 4, 2022 at 9:00AM Central Time. Contractor need only attend one day. Site visit will be located at 4800 Memorial Drive, Bldg. 90, Waco, TX 76711.

1.6. General Information

1.6.1 Federal Observed Holidays and Military Training Holidays: Do not schedule work on Federal holidays or days observed in lieu thereof. The Federal holidays listed below are observed. When a holiday falls on a Sunday, the following Monday will be observed as the holiday. When the holiday falls on a Saturday, the preceding Friday will be observed as the holiday. When a service is required fewer than three times per week and the time for that service falls on a holiday the work shall be accomplished on the day following or preceding the holiday.

Memorial Day Juneteenth Thanksgiving Day

1.6.2 Hours of Operation

1.6.2.1 All Buildings: The Contractor shall schedule all normal work requirements to be performed during the hours of 6:00 a.m. to 3:00 p.m., Central Standard Time (CST), Monday through Friday, unless advanced coordination is made and approved between the Contractor and the Contracting Officers Representative (COR). Tasks such as stripping/scrubbing, waxing, spray buffing, and carpet cleaning shall be scheduled to be accomplished during the hours of 6:00 p.m. to 12:00 a.m., CST, Monday through Friday. These tasks require advanced coordination and approval from the COR prior to work start. These tasks must not interfere with employees working at any time.

1.6.2.2 Facility Severe Weather Closure: If the VHA facility is closed due to emergencies, administrative closings, or severe weather strikes prior to the workday, Contractor employees shall listen to one of the local radio and television stations for operations announcements regarding CTVHCS Waco campus closures.

1.6.2.3 Installation Closure: When an Installation closure occurs on a regularly scheduled day of work, the Contractor shall, upon direction of the COR:

· Perform the work on the following workday.

· Reschedule the work on any day satisfactory to the COR and the Contractor.

1.6.3 Quality Control: Quality control is the Contractor’s responsibility. Contractor quality controls are how the Contractor assures the custodial services are accomplished in accordance with (IAW) contract documents.

The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed IAW this PWS and associated documents. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. Contractor Quality Control personnel (CQCP) shall be dedicated to quality control and may not have additional duties, responsibilities, or titles defined in this document outside the scope of the Quality Control (QC) responsibilities. Quality Control Manager (QCM) shall have a minimum of two years of Commercial Custodial Service experience and shall report directly to the corporate office and not at the local area of work (i.e.; On-site Supervisor). For QCM absences of two weeks or more, the CQCP on site shall meet the minimum qualifications of the QCM. The CQCP shall be designated in writing and the letter of designation shall describe their responsibilities, levels of authority, and qualifications fully. A copy of each designation letter shall be furnished to the Contracting Officer (CO) and COR.

1.6.3.1 Quality Control Plan: The Contractor shall submit its Quality Control Plan (QCP) to the COR at the Post Award Conference for approval. Performance shall begin after the CO provides the Contractor written acceptance of the QCP and/or any proposed changes in writing. Contractor shall not perform any services until the QCP has been approved by the COR and the CO. The VHA reserves the right to require the Contractor to make changes in the QCP and its operations as necessary to obtain the quality specified. Only the CO can approval or reject the QCP and/or proposed changes. The QCP shall include, but not be limited to, the following items of information as a minimum:

· A description of the quality control organization including an organization chart showing lines of authority and acknowledgment that the quality control staff shall report to the Corporate Office or someone higher in the Contractor's organization.

· The name, qualifications, duties, responsibilities, and authorities of each person assigned a quality control function.

· Procedures for scheduling announced and unannounced inspections.

· Specify the tasks and areas to be inspected.

· Method of identifying deficiencies in the quality of services performed.

· Method of identifying deficiencies in the quality control program.

· Reporting procedures including proposed reporting formats.

1.6.3.2 Documentation: The contractor shall prepare, submit, and maintain copies of QC inspection schedules and QC inspection reports of all QC activities. Contractor shall develop the necessary schedule format and inspection report forms and submit to the COR. These reports shall include factual evidence that inspections had taken place, deficiencies were noted, and corrective action was taken to correct the deficiencies.

1.6.3 Notification of Noncompliance: The CO will notify the Contractor of any noncompliance with the contract documents or performance with a Contract Deficiency Report (CDR). The Contractor shall, after receipt of such notice, immediately take corrective action. Such notice, when delivered to the Contractor or his representative at the site of the work, shall be deemed sufficient for the purpose of notification. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all or part of the work until satisfactory corrective action has been taken IAW FAR 49.502(c) – “Termination for Convenience of the Government” FAR Clause 52.249-4 for services states, “The CO, by written notice, may terminate this contract, in whole or in part, when it is in the Government’s interest. If this contract is terminated, the Government shall be liable only for payment under the payment provisions of this contract for services rendered before the effective date of termination.”

1.6.4 VA Quality Assurance: The VHA is responsible for quality assurance and will monitor the Contractor’s performance under this PWS. The COR is the VHA’s Quality Assurance Evaluator.

1.6.5 Type of Contract: The VHA will award a Firm Fixed-Price service contract.

1.6.6 Security Requirements: The Contractor shall provide the appropriate background checks to have access to buildings. Contractor personnel and/or sub-contractor personnel will be issued a contractor badge for access into the building after providing an appropriate background check.

1.6.6.1 Key Control: All references to keys include key cards. If required, the Contractor shall establish and maintain a key control system to ensure that VHA keys and key cards issued to the Contractor are not lost, stolen, or used by unauthorized persons. The COR and Contractor will conduct an initial inventory on all keys and key cards prior to the start of contract performance. No keys issued to the Contractor by the VHA shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys or key cards to the COR. The Contractor and COR shall review and inventory all keys and key cards issued to Contractor annually.

1.6.6.1.1 Lost Keys: Lost keys shall be reported to the COR and the CO.

1.6.6.1.2 Unauthorized Use of Keys: The Contractor shall prohibit the use of VHA issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas.

1.6.7. Lost and Found Property: Turn in all articles of possible personal or monetary value found by the Contractor's employees while performing duties under this contract to the COR. Obtain receipts for articles turned into the COR.

1.6.8 Post-Award Conference and Periodic Progress Meetings: The Contractor agrees to attend any post-award conference and periodic progress meetings convened by the CO or COR IAW with FAR Subpart 42.5, Post-Award Orientation. The CO and COR will meet periodically with the Contractor to review the Contractor's performance. The Contractor shall provide a 24-hour notice to the CO prior to rescheduling any meetings. At these meetings the CO will apprise the Contractor of how the VHA views the Contractor's performance and the Contractor will apprise the VHA of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.6.9 Contracting Officer’s Representative (COR): The COR is an authorized representative of a CO within the scope of his or her authority and is not authorized to change any terms and conditions of the resulting contract. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially, with regard to changes in cost or price, estimates, or changes in delivery dates, after contract award. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: ensure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including VHA drawings, designs, and specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of VHA furnished property, and provide site entry of Contractor employees.

1.6.10 Key Personnel: The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the Contract Manager is absent shall be designated in writing to the CO and presented at the Post Award Conference. The Contract Manager or alternate shall have full legal authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or alternate shall be available between 6:30 a.m. to 3:00 p.m., CST, Monday through Friday except Federal holidays or when the VHA facility is closed.

1.6.11 Identification of Contractor Employees: All Contractor employees shall wear personal identification cards, or badges, while working on the Installation, to avoid creating an impression that they are VHA officials. Identification cards shall always be a minimum 3-1/2 by 2-1/4 inches and clearly visible and shall display at a minimum:

· name of contract

· Contractor's name (legal name under which the Contractor is doing business)

· contract number

· Contractor's phone number

· worker's name,

· color photograph of worker (full face),

· issue date,

· contract expiration date.

1.6.12 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the VHA. The Contractor shall ensure their personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring any Contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The Contractor shall ensure no Contractor employees conduct political related activities or events on the Installation.

Contractor shall ensure Contractor employees always conduct themselves in a courteous and professional manner and are dressed appropriately for the functions they perform, including shirts, pants, shoes, socks, and personal safety clothing and equipment. All clothing shall be neat, clean, and free of stains, tears or offensive language, symbols, or graphics. Hoodies are permitted, but hoods must be down within the facilities. Contractor uniforms are not required. It is suggested the Contractor design and encourage its employees to wear work shirts, jackets, or coats with the Contractor’s corporate logo displayed on the garments. Use of personally owned cell phones in VHA facilities during contract performance is prohibited.

The VHA reserves the right to require removal of a Contractor employee from the job site who endangers persons or property or whose continued employment is inconsistent with VHA security, military security, or mission accomplishment. The VHA reserves the right to refuse to permit any Contractor employee to perform services under this contract who is not in compliance with this contract. Failure of an employee to gain access to, or removal of an employee from, the Installation due to the above will not relieve the Contractor of any work required by this contract.

1.6.13 Employees: The Contractor shall provide a sufficient number of properly trained and qualified employees to perform the requirements of this contract.

The Contractor shall provide all necessary employee training. Custodial service supervisors and workers shall receive appropriate training which prepares them to accomplish custodial service tasks specified in this contract. Training shall also include safety and proper use of cleaning chemicals and equipment. Training available from commercial sources shall be obtained, scheduled, and funded by the Contractor.

1.6.14. Access and General Protection/Security Policy and Procedures: All Contractor employees shall comply with applicable Installation, VHA facility access and local security policies and procedures. The Contractor shall provide all information required for employee background checks to meet Installation access requirements to be accomplished by Director of Emergency Services or Security Office. Contractor employees must comply with all personal identity verification requirements as directed. The VHA may require changes in Contractor security matters or processes.

1.6.15 Emergency Medical Treatment: Emergency medical treatment and services for Contractor employees is the responsibility of the Contractor. The VHA will not provide occupational health or industrial hygiene services to Contractor employees.

The Contractor shall have competent employees trained and capable of dealing with minor employee injuries. Contractor employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall, in turn, notify the CO or COR within 30 minutes of the incident.

Emergency medical treatment is not available at the CTVHCS Waco campus. Emergency medical expenses for contractor personnel are the contractor’s responsibility.

1.6.16 Monthly Work Schedule: The Contractor shall submit a detailed Monthly Work Schedule (MWS). The MWS shall contain all scheduled work as required in the PWS. The schedule shall be submitted to the COR for review and approval within 10 days of contract award. The MWS shall indicate the specific task to be performed, the date it is to be performed, and the location where it is to be performed.

1.6.16.1 Changes in Work Schedules: If schedule changes are needed, the contractor will notify the COR 14 days prior to the requested schedule change. Schedule change requests will include revised schedule and work required during the revised schedule request.

1.6.17 Accessibility: When rooms to be cleaned in the contract are inaccessible, immediately contact the COR or VHA Supervisor for access.

1.6.18 Safety Compliance - Contractor Responsibilities

1.6.18.1 Warning Signs: Display warning signs in all areas where Contractor operations may cause traffic obstructions or personal hazards. All signs shall be placed so that they are visible from all approaches. The Contractor shall display "Wet Floor" signs when:

· Contractor employees leave areas before floors are dry.

· Contractor employees are rinsing, cleaning, waxing, sealing, or stripping floors.

1.6.18.2 Accessibility: Hallways, stairways, entrances, and doorways shall not be obstructed by any cleaning or maintenance operations or storage of equipment or materials.

1.6.18.3 Moving Furniture, Equipment and Materials: Contractor employees may move furniture, equipment and materials when cleaning as necessary. All furniture, equipment, and materials moved shall be placed back in original location prior to cleaning.

1.6.18.4 Storage of Cleaning Chemicals and Equipment: Cleaning chemicals and equipment shall be stored in space provided by the VHA. Cleaning chemicals and equipment shall be stored in locked cabinets and/or closets or removed from the buildings when not being used. Contractor must provide and maintain Safety Data Sheets (SDS) for all chemicals/cleaners being utilized at each facility. Copies of the SDS shall be kept in the facility and readily accessible where chemicals are being used.

2. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2.1 Definitions: As used throughout the contract or in material referenced in the contract, the following terms will have the meanings set forth below:

· Bi-Weekly - Once every two weeks.

· Carpet Care - Cleaning and maintenance to keep carpet reasonably free of all stains, soil, and dirt. Methods used for carpet care are vacuum cleaners and carpet shampooers

· Clean - Free from dirt, dust, spills, stains, contamination, or impurities; unsoiled, unstained.

· Cleaning Areas - Any corridor, room, stairway, or other discrete space identified are to be serviced under the terms of this contract.

· Collection - Means the removal of accumulated trash from any location in the building.

· Contract Discrepancy Report (CDR) - A formal, written documentation of Contractor nonconformance or lack of performance for contracted work.

· Contracting Officer’s Representative (COR) - An employee of the VHA appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

· Deficiency - A shortcoming in the quality or state of service performed.

· Equipment - A tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

· Fiscal Year (FY) - The period of 1 October to 30 September each year.

· Fixtures – Items that are permanently attached to the building. Examples of fixtures are faucets, door handles, HVAC vents/grills, key boxes, fire extinguisher boxes, AED boxes, surface mounted communication boxes, whiteboards, bulletin boards, etc.

· Floor Covering - Any material or assembly which is used as a floor facing or finish and may or may not be an integral part of the floor. Examples of floor coverings are carpet, concrete, resilient floor tile, sheet vinyl, resilient athletic surfacing, rubber stair treads, risers and landings, terrazzo, ceramic tile, porcelain tile, quarry tile, epoxy coating, finished and unfinished wood strip flooring, and parquet flooring.

· Furnishings - Includes all types of furniture and equipment such as bookcases; chairs; computer furniture; copiers; countertops; desks; file cabinets; lamps; modular office furniture; moveable partitions; shelving; storage cabinets; tables; and window blinds and shades.

· VHA-Furnished Property (GFP) - Property owned and furnished by the VHA for Contractor or resident use without charge or on a reimbursable basis as indicated in the contract.

· VHA-Furnished Service (GFS) - Service furnished by the VHA for Contractor or resident use without charge or on a reimbursable basis as indicated in the contract.

· VHA Property - All property owned or leased by the VHA. VHA property includes both VHA-furnished property and contractor-acquired property. VHA property includes material, equipment, special tooling, special test equipment, and real property. VHA property does not include intellectual property and software.

· Hard Surface Floor Care - Hard surface floor care includes, but is not limited to asphalt, tile, vinyl, rubber tile, mosaic tile, quarry tile, ceramic tile, marble, concrete, terrazzo, and linoleum. Floor care includes, but is not limited to dust mopping, wet mopping, scrubbing, stripping, waxing, re-finishing, or sealing.

· Key Personnel - Contractor employees that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. The prime contractor is responsible for performance of all subcontractors.

· Lavatories/Latrines/Bathrooms - Commodes, urinals, wash basins, bathtubs, shower stalls, sinks, and shower curtains.

· Loss of VHA Property - Unintended, unforeseen or accidental loss, damage, or destruction of VHA property that reduces the VHA’s expected economic benefits of the property. Loss of VHA property does not include occurrences such as purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of VHA property includes but is not limited to:(1) Items that cannot be found after a reasonable search; (2) Theft: (3) Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or (4) Destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.

· Material - Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

· Performance Requirements Summary - Identifies the key service outputs of the contract that will be evaluated by the VHA to assure contract performance standards are met by the Contractor.

· Physical Security - Actions that prevent the loss or damage of VHA property.

· Property - All tangible property, both real and personal.

· Quality Assurance (QA) - The VHA procedures to verify that services being performed by the Contractor are performed according to acceptable standards and meets the requirements of the contract.

· Quality Assurance Surveillance Plan (QASP) - An organized document written by the VHA specifying the surveillance methodology used for surveillance of contractor performance.

· Quality Control (QC) - All necessary measures taken by the Contractor to ensure the quality of an end product or service shall meet contract requirements.

· Quality Control Plan (QCP) - A written document used by the Contractor to set forth procedures for quality control.

· Resilient Floor Coverings - Manufactured interior floor coverings such as vinyl, vinyl composition, vinyl asbestos tile and sheet, athletic surfacing, rubber stair treads, risers, and landings.

· Soil - Includes, but is not limited to dust, dirt, stains, grease, smudges, streaks, spots, lint, or odors. Soil can be removed chemically, mechanically, or by a combination of both. Mechanical soil removal is removing soil with a machine such as a vacuum cleaner. Chemical soil removal is removing soil with a liquid that contains cleaning agents such as detergents, surfactants, and emulsifiers. The combination of chemical and mechanical methods such as an automatic floor scrubbing machine, uses the chemical method to breakdown and loosen soil which then the mechanical method picks up and carries the soil away. Which soil removal method is used depends on the cleaning objectives and on size, location, and type of surface to be cleaned and is the prerogative of the Contractor.

· Spotlessly Clean - Free from dust, water spots, fingerprints, etc.

· Stairwell Cleaning - Cleaning of all stairwells in any building. This process includes steps, landing, walls, and handrails.

· Standard - An acknowledged measure of comparison.

· Stripping: The removal of floor finishes down to the flooring material. Appropriate grade synthetic nylon floor maintenance pads or brushes may be used on resilient floors. Stripping of a floor means floor surfaces are free of dirt, stains, deposits, cleaning solutions, standing water, and have a uniform appearance when dry. Stripping of floor surfaces includes using procedures and equipment to prevent safety hazards.

· Structural Elements - Includes all types of interior building trim and woodwork such as doors, windows, window sills, door and window casings, and stair balustrades and handrails; all types of builders' hardware such as door latches, locks, panic hardware, and closers; radiators and window air conditioners; HVAC vents/louvers/grills; fire protection equipment such as fire extinguishers and hose racks; and lighting fixtures.

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

· Submittal - Anything that can be physically submitted or delivered, but may include non-manufactured things such as meeting minutes or reports

· Trash - The unwanted or discarded material resulting from commercial and industrial operations and from normal Waco campus activities. Includes cardboard boxes.

· Trash Removal - Includes the pickup and removal of all papers and other debris in buildings. This includes but is not limited to wastebaskets, boxes, or any substance used for refuse.

· Wall Covering - Any material or assembly which is used as a wall facing or finish and may or may not be an integral part of the wall. Examples are paint, wall vinyl, wallpaper, and ceramic tile.

· Work Day - The number of hours per day the Contractor provides services IAW the contract.

· Work Week - Monday through Friday, unless specified otherwise.

3. VHA-FURNISHED PROPERTY AND SERVICES

3.1 Services

3.1.1 Fire Prevention and Protection: The VHA will provide fire prevention and protection service at 610 Warrior Road for the Contractor.

3.1.2 Refuse Collection: The VHA will provide pickup service from the refuse containers (dumpsters) located outside the building in the contract. The Contractor shall follow current Waco campus disposal procedures, ensuring that refuse is in the appropriate containers and not on the ground.

3.2 Utilities: The VHA will furnish, without charge to the Contractor, natural gas, electricity, water, and sewage to support Contractor operations while performing the services specified herein. The Contractor is responsible for operating under conditions that preclude the waste of utilities and shall instruct employees in utilities conservation practices.

3.3 Storage: The VHA will furnish storage space for cleaning chemicals and equipment within the facility.

4. CONTRACTOR-FURNISHED ITEMS AND RESPONSIBILITIES

4.1 General: Contractor shall furnish all materials, tools, equipment, communications devices, transportation, fuel, personnel, and supplies; estimates, plans, schedules, records, reports, licenses, registrations, certifications, permits, and signs required to perform the services of this requirement.

4.2 Facility Access: The Contractor shall provide the appropriate background checks to have access to the building.

4.3 Materials

4.3.1 Cleaning Chemicals: Cleaning chemicals shall be low VOC with minimal fragrance/odor.

4.3.1.1 Cleaning Chemical SDS Log: The Contractor shall keep a log with attached SDS, which details all materials currently in use, all materials that remain but are no longer used, and a list of materials stored in vehicles and/or storage sites. This log with attached SDS shall be maintained where the chemicals are stored, transported, and used. The Occupational Safety and Health Administration (OSHA) revised the Hazard Communication System (HCS) and other regulations to conform them to the United Nations Globally Harmonized System of Classification and Labeling of Chemicals (GHS). Fed. Reg. Vol. 77, No. 58, p. 17573 et seq. (5/15/12). By December 1, 2013, employers must have trained their workers on new chemical labeling requirements and the new format for Safety Data Sheets (formerly known as MSDSs).

4.3.1.2 All Contractor-supplied chemicals used in the performance of the work shall be purchased and issued to the Contractor's employees in the original manufacturer's containers. All such containers shall identify the type of chemical, directions for use and dilution, and hazard warnings.

4.3.2 Plastic Trash Receptacle Liners: Provide plastic receptacle liners for trash and sanitary napkin receptacles the Contractor is responsible for emptying from 1 gallon up to and including 32-gallon trash cans. Trash receptacle liners shall be not less than 1.5 mills thick.

4.3.3 Consumables: Contractor shall provide all consumables including paper hand towels, liquid hand soap, foam hand sanitizer, and toilet tissue for all the dispensers serviced in the PWS. Paper hand towels, liquid hand soap, foam hand sanitizer, and toilet tissue shall be the types and sizes necessary to be compatible with the dispensers located in the facility. Maintain an adequate supply of Contractor-furnished consumables in a building occupant, accessible location within the facility in the PWS so building occupants can replenish exhausted consumables between cleanings. Space provided by the VHA.

4.4 Tools and Equipment: Contractor shall provide and maintain all tools and equipment necessary to perform the required work.

4.4.1 Equipment

4.4.1.1 All equipment shall be inspected by the contractor prior to use to ensure safe operating conditions. Any equipment found to be a hazard or non-serviceable shall be removed from the facility upon discovery.

4.4.1.2 All equipment shall have adequate bumpers and/or guards to prevent marking or scratching of fixtures, furnishings, or building surfaces. Damage to these surfaces resulting from Contractor's operations shall be repaired at the Contractor's expense.

4.4.1.3 Carpet and upholstery cleaning equipment shall be dry foam shampooing or hot water extraction type as dictated by the carpet cleaning task and be recommended or approved by most carpet manufacturers for cleaning their carpets. Both dry foam shampooing and hot water extraction equipment shall be maintained in good state of repair and shall not leak cleaning solution.

4.5 Signs

4.5.1 Caution Signs: Wet floor signs required for performance of work specified in the contract shall be furnished and installed by the Contractor.

5. SPECIFIC TASKS

5.1 Scheduled Work: The contractor shall accomplish custodial services on a scheduled basis. The MWS shall be submitted prior to the start of work and resubmitted as changes occur. The work schedule shall be based on custodial service tasks to be performed, estimated quantities of areas (estimates are not exact and require the contractor to verify during site visit), items requiring service, and frequencies in which tasks are to be performed as indicated below:

5.1.1 Services Scheduled One Time per Week (Mondays)

PWS

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5.1.2 Services Scheduled Two Times per Week (Tuesdays and Thursdays)

PWS

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5.1.3 Services Scheduled Five Times per Week (Mondays through Fridays)

PWS

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5.1.4 Services Scheduled One Time per Month (First Thursday of each Month)

PWS

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5.1.5 Services Scheduled One Time Every Three Months (Advanced coordination required; contact COR to schedule)

PWS

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5.2 Custodial Service Tasks

5.2.1 Collect and Remove Trash Indoors and Outdoors

5.2.1.1 Task: Empty waste baskets, exterior trash cans outside of doors, recyclables containers, sanitary napkin receptacles, and other waste containers up to 32 gallons in size and return them to their original locations. Interior and exterior waste containers shall be emptied IAW PWS including sanitary napkin receptacles in all toilet enclosures. Ensure that waste containers containing liquids do not spill onto floor surfaces. Clean up spills resulting from leaking waste container liners and waste containers. All waste from waste containers shall be removed from the building and emptied into the closest dumpster to prevent the adjacent area from becoming littered by the waste. Plastic waste container liners for all waste containers shall be replaced each time the waste containers are emptied. Waste containers shall be cleaned weekly, inside and outside, to remove soil and spills. Remove recyclables and place in a designated area for pickup by campus Recycle Center. Recyclables includes plastic bins, paper bins, and aluminum can bins. Large furniture and equipment boxes exceeding 36” in length, boxes of files or publications, and fluorescent tubes are not required to be removed by the Contractor.

5.2.1.2 Standard: All waste containers are clean, free of waste, liquid, and soil inside and outside, and be fitted with new waste container liners.

5.2.2 Sweep and/or Dust Mop Floors and Stairways

5.2.2.1 Task: Sweep non-carpeted floor surfaces, interior and exterior, including areas under desks, workstations, tables, chairs, equipment, waste and recycling containers, area rugs, and entrance mats. Move movable furniture and equipment, waste and recycling containers, area rugs, and entrance mats to accomplish the task and return moved items to their original locations.