S02 36C26024Q0042 RFQ Portland Janitors Rev 24Jan24.pdf

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

648-24-2-5104-0007

36C26024Q0042 12-27-2023

Danielle Carrico 208-422-1000 x7420 01-26-2024 5:00pm PST

36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X 100

X

561720

$22 Million

NET 30 N/A

X

Department of Veterans Affairs Portland VAMC

3710 SW US Veterans Hospital Road Portland OR 97239

36C260

NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Hospital Grade Housekeeping Cleaning Services, Non-Patient Areas, Portland VAMC OR. Base + Four (4) Option Years.

Period of Performance:

Base: 1 March 2024 - 28 Feb 2025 Option Year 1: 1 March 2025 - 28 Feb 2026 Option Year 2: 1 March 2026 - 28 Feb 2027 Option Year 3: 1 March 2027 - 29 Feb 2028 Option Year 4: 1 March 2028 - 28 Feb 2029

VENDORS: Carefully read E.2 (Quote Preparation) and E.9 (Evaluation). Vendors must submit items 1-4 and ensure signed certification under VAAR 852.219-75 is included with quote submission.

Site Visit & Questions: See E.2.

Must be certified SDVOSB: https://veterans.certify.sba.gov/.

See VAAR 852.219-73 for more information on SDVOSB set-aside.

See CONTINUATION Page

648-3640162-5104-856400-2542 0100501X3

X X

36C26024Q0042

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES *

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT **

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...28

C.6 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.7 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.8 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.9 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.10 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..35

C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION – 2015-5563*

D.2 ATTACHMENTS LIST*

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM to FAR 52.212-1 QUOTE PREPARATION INSTRUCTIONS, SITE

VISIT INFORMATION AND QUESTIONS

E.3 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.5 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

* = Revised Section 22Jan24

* = Revised Section 24Jan24

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: TBD

b. GOVERNMENT: Contracting Officer 36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly, Contractor shall only bill for services performed.

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.

https://www.tungsten-network.com/

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 mo __________________ __________________ Hospital grade housekeeping cleaning services, non-patient areas in accordance with PWS and attachments. Contractor shall only invoice for work actually performed.

Contract Period: Base POP Begin: 03-01-2024 POP End: 02-28-2025 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial accordance with PWS and attachments. Contractor shall only invoice for work actually performed.

Contract Period: Option 1 POP Begin: 03-01-2025 POP End: 02-28-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services accordance with PWS and attachments. Contractor shall only invoice for work actually performed.

Contract Period: Option 2 POP Begin: 03-01-2026 POP End: 02-28-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services accordance with PWS and attachments. Contractor shall only invoice for work actually performed.

Contract Period: Option 3 POP Begin: 03-01-2027 POP End: 02-29-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Hospital grade housekeeping cleaning services, non-patient areas in accordance with PWS and attachments. Contractor shall only invoice for work actually performed.

Contract Period: Option 4 POP Begin: 03-01-2028 POP End: 02-28-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

GRAND TOTAL

Base Period Total $

Option Period One (1) Total $

Option Period Two (2) Total $

Option Period Three (3) Total $

Option Period Four (4) Total $

Contract Value Grand Total $

B.3 PERFORMANCE WORK STATEMENT

1. CONTRACT TITLE: Hospital Grade Housekeeping Cleaning Services, Non-Patient Areas, Veterans Affairs Portland Healthcare Care System (VAPORHCS)

2. INTRODUCTION:

This contract is to ensure proper cleanliness of non-Direct patient care areas of the campus.

Contractor will ensure all contractor employees are properly trained in Infection Control/ EMS procedures to provide consistent hygienical cleanliness of all areas assigned.

Location:

The Contractor shall furnish all labor to provide Hospital grade housekeeping cleaning services for VAPORHCS Non-Patient Care areas throughout the Portland Campus building 100 and 101 various buildings and trailers at:

3710, SW US Veterans Hospital Road Portland OR, 97239

(See Attached PDF Drawings and Excel Sheet Cleanable Sq Ft for specific locations)

3. HOURS OF OPERATION:

The Contractor shall perform services required by this Performance Work Statement (PWS) 7 days a week to include weekends and holidays. The Contracting Officer Representative (COR) must approve any changes to the Contractor’s work schedule in advance.

The Contractor shall be available Monday through Friday from 10:00 am to 6:30 pm and Saturday and Sunday 7:00 am to 3:30 pm to address common areas, non-direct patient care throughout the campus at the various buildings and trailers that are within this scope of work areas of building 100 and 101.

4. SCOPE:

The Contractor shall provide aseptic housekeeping services, trash/recycle/cardboard removal, inspections and weekly walk throughs for all contracted areas including hallways, clinics, elevator areas, center cores, administrative offices, and other non-direct patient care areas specified in attached PDF drawings and excel sheet.

5. SPECIFIC TASKS

A. General Areas - Basic Cleaning Services:

5.A.1. Trash, Recycle and Cardboard Removal and Proper Receptacles Used: All trash, recycling (combined plastic, paper, etc.) and cardboard items shall be removed and placed in the designated receptacle (trash/recycling) or cart (cardboard) by the Contractor daily. Containers bins are wiped down with VA approved solution. Deskside trash and recycling container bins are clean, free of foreign matter and odors.

VHABOICarriD Cross-Out

VHABOICarriD Cross-Out

VHABOICarriD Cross-Out

VHABOICarriD Cross-Out

5.A.1.1. Contractor shall follow all established trash, recycling and cardboard removal procedures as established by the VA and as directed by the Waste Management Supervisor.

5.A.2. Terminal Clean: Terminal cleaning is to be performed when areas are turned over for occupancy. All horizontal surfaces will be wiped down until free of dust and debris. Carpeted floors will be vacuumed. Floors will be mopped with germicidal solution. All waste receptacles will be emptied, cleaned inside and out with VA approved germicidal solution, and placed with clean liners. Walls, baseboards, and handrails shall be washed down with VA approved germicidal solution. (Carpets will be shampooed as needed). This section may only apply to waiting areas.

5.A.3. Clean and disinfect: Completely clean, disinfect with the use of VA approved hospital grade germicidal detergent, and polish dry all surfaces of sinks, water fountains and plumbing fixtures.

After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Blood and other body fluids and/or excretion on any surface shall be cleaned immediately with germicidal detergent.

5.A.4. Interior Glass/Mirrors: Clean all interior glass, including glass in doors, framed/ glass art, partitions, walls, display cases, directory boards, fire extinguisher, case, Police check in windows, Inpatient Pharmacy window, Outpatient Pharmacy Pick up window, Nurses Station and glass picture frames. After glass cleaning, there shall be no traces of film, dirt, streaks, smudges, water, or other foreign matter.

5.A.5. Breakroom: High use areas such as the break room area will be cleaned daily;

floors mopped, and trash taken to the outside containers. Cleaning underneath the refrigerators and dishwashing equipment will be done on a bi-weekly basis. Counters, sinks, and shelving will be left clean with no food particles on or underneath appliances and wiped with VA approved germicidal. Break room will be mopped or vacuumed daily. All tables, chairs, and other furnishings shall be wiped down with VA approved germicidal and left free of any part particles, smears, or stains. Trash cans will be emptied after cleaning is completed. Walls should be clean with no lint, finger marks or stains.

5.A.6. Common Areas: Waiting areas to include the seats, backs, and legs of all chairs, tables, windowsills stairwells, and corridors will be swept, mopped, and wiped down with VA approved germicidal frequently throughout the day. Check-in counters, doorknobs, handrails, and any high touch surfaces are to be wiped down with VA approved germicidal.

Entrance mats shall be clean as required to maintain quality standards. Waiting rooms shall be free of all paper, trash, empty bottles, and other discarded material. There shall be no evidence of gum, spots of tar, wet areas, or other foreign substances on floors. Face Mask Kiosks shall be wiped down with a VA approved germicidal solution. Face Masks Kiosks are to be checked and stocked daily.

5.A.7. Restroom Cleaning:

5.A.7.1. Completely clean and disinfect with the use of an EPA approved hospital grade germicidal detergent all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, 5.A.2. Terminal cleaning is a comprehensive and intensive cleaning process that is performed in the healthcare facility.

The purpose of terminal cleaning is to thoroughly disinfect and prepare the area for the next patient or to prevent the spread of infections. Terminal cleaning involves cleaning and disinfecting all surfaces, equipment, and fixtures in the area. This includes floors, walls, furniture, medical equipment, and high-touch surfaces such as doorknobs and light switches. The use of hospital-grade disinfectants that are effective against a wide range of pathogens. These disinfectants are designed to kill or inactivate bacteria, viruses, and other microorganisms that may be present in the environment. Terminal cleaning is required daily at all exam rooms (Bldg 103-1 20 ea. exam rooms and Bldg 104-1 25

ea. exam rooms) and approximately four (4) times per month for waiting rooms.

5.A.3. Non-acute cleaning refers to routine cleaning and maintenance activities that are performed in healthcare facility on a regular basis. Unlike terminal cleaning, non-acute cleaning is not focused on the control or prevention of infectious diseases. Instead, it aims to maintain a clean and safe environment for patients, staff, and visitors. Cleaning is performed on a scheduled basis, such as daily, weekly, or monthly, depending on the specific needs of the facility. It involves routine tasks such as dusting, vacuuming, mopping, and wiping down surfaces. cleaning focuses on maintaining cleanliness and hygiene in common areas, waiting rooms, offices, hallways, and other non-clinical spaces. It may also include cleaning and disinfecting restrooms, break rooms, and other shared facilities. Involves the use of standard cleaning products, such as general-purpose cleaners, disinfectants, and detergents. These products are effective in removing dirt, dust, and common pathogens but may not be as potent as the specialized disinfectants used in terminal cleaning.

ventilation grates, metal guards, all stainless-steel appliances and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

5.A.7.2. Descale Toilet Bowls: Descaling shall be performed every week as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits.

5.A.7.3. Sweep and Mop Floor: After daily 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. The item is to be returned to its original spot upon completion of task. Floors shall be dust mopped, as necessary to maintain sanitary conditions and a clean, uniform appearance. The utilization of wet floor signs is mandatory whenever damp/wet mopping floors.

5.A.7.4. Restroom Restocking: The Contractor shall monitor and restock all necessary VA provided toiletries in restrooms in the specified areas to include toilet paper, paper towels, soaps and consumables associated with restrooms.

Restrooms shall be cleaned daily; therefore, the monitor and restock shall occur daily. Supplies shall be stored in designated areas.

5.A.8. Floor Maintenance – Non-CarpetedWaxed: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped daily, wet mopped, to ensure are free from dirt, debris, dust, scuff and heel marks, other stains and discoloration, and 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, 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. The utilization of wet floor signs is mandatory whenever damp/wet mopping floors. This does not include stripping or applying finishings including wax or sealants.

5.A.9. Floor Maintenance – Carpeted: Vacuum carpeted areas weekly or when visibly dirty, 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 COR.

5.A.9.1. 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 will 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/position. Carpet shampooing shall be completed at a minimum quarterly and as needed for spot treatment on stains and/or as frequently as needed to address visible/physically soiled carpet.

5.A.10. Floor Maintenance – 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.

5.A.11. High/Low Dusting: All horizontal surfaces free from dust, dirt, and debris.

Windowsills and blinds dusted, and spot cleaned weekly. Concourse window borders (up to 10 feet) to be dusted weekly. Ceiling, intake registers, speakers, foyer surfaces, foyer door jams, tops of exit signs, as well as piping in the service level concourse are to be free of dust and debris.

5.A.12. Venetian Blinds: Venetian blinds shall be wet dusted or vacuumed and spot cleaned weekly.

5.A.13. Stairwells: Stairwells and stairsteps are to be free of dirt, dust and debris.

Stairwell floors are to be swept and mopped. Handrails and doorknobs are to be disinfected with VA approved germicidal solution.

5.A.14. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, 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.

B. Veterans Canteen Service (VCS)

5.B.1. The VCS is in Building 100 of the Portland VA Medical Center’s main concourse area. The Contractor shall provide basic cleaning services to these stores and their related food preparation and/or storage areas.

5.B.2. The Contractor shall provide daily, weekly, monthly, quarterly, yearly, and as needed cleaning services for the VCS as outlined in table below.

Areas to be cleaned/serviced will include but is not limited to the food serving line, walls, floors and baseboards, light fixtures, ceiling and wall vents, ceiling tile grids, floor mats, trash cans, trash removal, VCS equipment and vending machines, as well as tabletops, tables, chairs and stands.

5.B.3. The Contractor shall be responsible for maintaining clean floors and trash, recycle and compost removal for the Patriot Cafeteria throughout the cafeteria operating hours. Spills will be spot mopped as they occur. The utilization of wet floor signs is mandatory whenever damp/wet mopping floors. The Contractor shall ensure enough personnel are assigned to cover the Patriot Cafeteria throughout the day, during normal operating hours, daily.

5.B.4. The Contractor shall be responsible for a more thorough cleaning of the Patriot Cafeteria, Patriot Brew and Patriot Retail Store after store closing. Special attention will be given to the food preparation area, floors, tabletops, chairs, serving lines, food and beverage machines and kitchen areas at this time.

5.B.5. VCS cleaning service and frequency as follows:

Service Frequency Task to be accomplished

VCS Vending Machine Areas

Walls

Weekly or as requested Spot clean behind mobile equipment

Quarterly Deep clean behind equipment

Ceiling/wall vents Weekly or as requested Dust/clean exterior

Floor/baseboards

Daily

Sweep/mop floors and around equipment

Clean baseboards, corners and edges following EMS

SOP

Monthly and Quarterly

VCT floors: maintain floors with a high gloss finish

Non-finish floors: mop following facility procedure

Light fixtures Weekly or as requested Dust/clean exterior

Trash Removal

During Breakfast /During Lunch

Spot Check for Removal

Between Food Service 10:00 am – 11:00am

Remove trash

After closing Remove trash/clean the trash container and the exterior and interior of the trash cabinet

Signage/wall décor

Weekly Dust. Request replacement if needed to FMS.

As needed Replace wall décor/VCS related signage

Tables/chairs/stands In between food services and at closing

Clean tables/chairs, bases and legs

VCS Cafeteria/Dining Room/Food

Walls

Monthly or as requested Wash visible wall surfaces

Bi-annually Clean behind stationary equipment (VCS staff will move equipment/facilities that have unique design and/or art on wall surfaces should develop procedures to ensure the walls are clean)

Floor/baseboards

In between food services and at closing

Sweep/mop floors and around equipment

Clean baseboards, corners and edges following facility procedure

Light fixtures (exterior) Weekly Dust/clean exterior

Ceiling/wall vents Weekly Dust/clean exterior

Ceiling tile Weekly Dust/clean exterior

Windowsills/ledges Daily Dust/clean

Windows Daily Clean and wipe to ensure streak free and clean

Beverage counter/serving line Daily Sweep and mop to ensure cleanliness

Customer side of serving line Throughout the day as needed

Required Food Grade Quaternary Disinfectant – Clean/mop

Refrigerators Daily Clean behind/underneath

Trash Removal

During Breakfast /During Lunch

Spot Check for Removal

Between Food Service 10:00 am – 11:00am

Remove trash

After closing Remove trash/clean the trash container and the exterior and interior of the trash cabinet

Throughout the day as needed

Clean any spills/remove any debris

Food Preparation Areas

Floors/baseboards After closing Clean the floors, baseboards, corners and edges

Light fixtures (exterior) Weekly Dust/clean exterior

Ceiling/wall vents Daily Dust/clean exterior

Ceiling tile / Straps Weekly Dust/clean

Hood surfaces exterior to ducts

Bi-Monthly or as needed Clean/degrease/polish

Walls

Daily Spot clean any visible food splashes

Quarterly Degrease/clean

Hand Washing Sinks Daily During non-operating hours remove any buildup or stains

Shelves/Spice Racks Daily Clean walls/floors

Storage Rooms Weekly or as requested Clean under any shelves or racks

C. Miscellaneous: Upon any discovery of severely unsanitary, hazardous and/or destruction to VA property, the Contractor shall immediately notify the COR without delay.

D. Performance Standards: Housekeeping of all areas included in PWS.

5.D.1. AQL: No more than two (2) documented/verified complaints of trash/ recycle container bins not emptied or contents not properly placed in trash/recycle receptables during a one-month period of performance.

5.D.2. AQL: No more than two (2) documented/verified complaints of cardboard not gathered or not properly placed in cart during a one-month period of performance.

5.D.3. AQL: No more than two (2) documented/verified complaints of inadequate cleaning and/or disinfection for any covered area during a one-month period of performance.

5.D.4. AQL: No more than two (2) documented/verified complaints of completely missed cleanings for any covered area during a one-month period of performance.

5.D.5. AQL: No more than one (1) documented/verified complaints of missed restroom restocking for any covered restroom during a one-month period of performance.

E. CONTRACT ADMINISTRATION

5.E.1. The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contract Administrator shall respond to Government requests for contractual actions in a timely fashion and take immediate action to correct any AQL or deficiencies found. The contractor shall have a single point of contract between the Government and Contractor personnel assigned to support the contract. An alternate point of contact may be assigned at the approval of the Contracting Officer.

5.E.2. A Contractor Administrator, or the approved alternate, shall attend all meetings between the Government and Contractor.

5.E.3. Contract Administrator shall ensure all submitted invoices are correct and verifiable against the Monthly Report submitted to the COR.

5.E.4. Deliverable 1. Contract Administrator. Contractor shall provide Contract Administrator name, email and direct phone information by post-award meeting and three (3) business days after change of personnel to the COR and Contracting Officer.

6. SECURITY & ONBOARDING REQUIREMENTS

6.A.1. Contractor employees shall complete all initial VHA Contractor onboarding requirements (Form 1A) within five (5) business days after post-award meeting.

The remaining VSC packet must be completed and submitted to VSC within 10 business days after post-award meeting or within 10 business days of new hire(s) (Deliverable 2). The COR will assist the Contractor throughout this process and Contractor must work diligently to complete the onboarding documents. FORMS

MUST BE LEGIBLE.

6.A.2. After onboarding documents are completed, COR will schedule fingerprinting appointment. Fingerprints must be submitted by contractor employees at any Veterans Affairs Medical Center (VAMC) with a PIV enrollment. In Portland, the following VAMC location conducts fingerprinting:

Portland VA Medical Center

3710 SW US Veterans Hospital Road

Portland OR, 97239

6.A.3. Contractor employees must complete Background Investigation prior to performing in any capacity on VA property.

6.A.3.1. All contractor employees are subject to the same level of investigation as VA employees who have routine access to VA Facilities. The level of background investigation commensurate with the level of access needed to perform the PWS is Tier 1. All Contractor employees shall be required to complete at least a National Agency Check with written inquiries (NACI) prior to beginning services. NACI must be favorably adjudicated prior to the start of work. No contractor employee may begin work without a favorably adjudication.

6.A.4. Performance Standards: It is the responsibility of the Contractor to promptly and correctly assist new hires during onboarding process. Contractor shall assist new hires with properly filling out forms and background check to ensure minimal mistakes.

6.A.4.1. AQL: No more than three (3) mistakes on onboarding forms per one (1) year period of performance.

7. PERSONNEL QUALIFICATION AND REQUIREMENTS:

7.A.1. Contractor On-Station Supervisor:

7.A.1.1. The Contractor shall have an On-Station Supervisor presence throughout all assigned areas during contractor work schedules. On-Station Supervisor will be expected to ensure Quality Control Plan standards are being met, all areas including in the PWS are cleaned per required frequency and standards, no safety violations are occurring, conduct Contractor led training, ensure staff coverage, maintain key control and assignment and direct/counsel contractor staff as needed. The On-Station Supervisor will attend Environment of Care rounds as scheduled. The On-Station Supervisor cannot be the same individual as the Contract Administrator.

7.A.1.2. On-Station Supervisor shall have a minimum of two (2) years cleaning experience in a healthcare environment and at least one (1) year supervisor experience.

7.A.1.3. Deliverable 3: Contractor On-Station Supervisor. Provide qualifications meeting minimum experience, name, email and direct phone number to the COR within five (5) business days after post-award meeting or five (5) business days prior to first shift after change of personnel.

7.A.2. All On-Station Contractor Personnel:

7.A.2.1. Communication: Daily effective communication, for contractor personnel, whether written or oral, is critical and requires ability to speak, understand, and follow simple instructions in English.

7.A.2.2. Uniforms and Employee Identification: The Contractor personnel assigned to the performance of this contract are to wear a Uniform while on duty. The Contractor will provide a standard distinctive uniform that is clearly distinguishable. Uniforms are to be clean and maintained in good repair. The Contractor personnel shall be provided, a clearly readable name identification device consisting of the Contractor’s name and the service name will be worn on or in the left breast pocket (above the waist). All other safety/protective clothing or equipment shall be provided and maintained by the VA at no expense and worn when appropriate. In special sanitation and/or isolation situations, The Contractor personnel may be required to wear special protective clothing and shoe covers supplied by the VA medical center. Such items are to remain as the property of the Government and must be turned in once the position is eliminated.

7.A.2.3. Personnel Physical Requirements: No personnel shall be assigned to this contract that are not in good physical health or pose a risk to patients. The Contractor personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

7.A.2.3.1. Position entails continuous walking, standing, and stooping, reaching and working in limited spaces.

7.A.2.3.2. The personnel shall be required to perform moderate to heavy lifting (40 to 50 pounds), pushing, pulling and carrying of furniture and equipment.

7.A.2.3.3. Exposure to various contagion and infections is a constant hazard as is the danger of cuts and stabs from glass, metal objects and needles found in trash and red bag waste, electrical shocks in equipment and slips on wet floors. Skin rashes and allergies due to strong detergents and disinfectants are possible.

7.A.2.3.4. Personnel must work near persons who are ill and must adjust accordingly. Work is subject to numerous interruptions by those who are attending or visiting patients.

7.A.3. Employee Communication: Contractor personnel, including supervisor, shall conduct themselves in a professional and courteous manner while on campus.

Contractor personnel shall have professional, courteous, positive and respectful interactions with VA patients, staff and other Contractor personnel.

7.A.4. Miscellaneous:

7.A.4.1. Contractor personnel shall not consume food, snacks, drinks or tobacco products except during specified break periods in designated areas. The Portland VA Campus is a smoke free campus and as such, no tobacco use is allowable on while on campus.

7.A.4.2. There will be no usage of personal cell phones while on stations.

7.A.4.3. Any theft will be reported to VA Police and the CO.

7.A.5. Performance Standards: Contractor Personnel Requirements.

7.A.5.1.1. AQL: No more than two (2) verified complaints against a contractor personnel during a one (1) year period of performance.

8. GOVERNMENT FURNISHED EQUIPMENT:

8.A.1. The VA shall furnish all cleaners, disinfectants, and supplies (including soaps, paper towels, toilet paper, cleaning, and disinfecting chemicals). The Contractor shall utilize the hospital approved liquid anti-microbial hand soap and alcohol foam hand sanitizer. The VA shall furnish all powered and non- powered equipment needed to clean and maintain floors designated for cleaning and maintenance.

Government provides all cleaning product and cleaning equipment such as vacuums, carpet extractor, mops, mops heads, janitorial carts, chemicals, cleaning rags, restock items and cleaning supplies.

8.A.2. Contractor shall maintain the Housekeeping Aide Closet (HAC) supply closet and inventories. Contractor shall notify COR for any restocks needed. The Contractor shall ensure product is organized, stored properly and conduct monthly inventory.

Monthly inventory via the monthly report will be submitted to the COR. All trash shall be removed from supply closets and no open food or drink shall be consumed or visible in the supply closets.

8.A.3. Government personnel may review and inspect HAC supply closets at any time for safety and quality assurance. No advance notice is required.

8.A.4. No outside chemicals and cleaning products shall be used on VA property.

8.A.5. All equipment assigned to the HAC supply closet shall be maintained in the designated area and not relocated to any other area.

9. TRAINING:

9.A.1. Contractor personnel shall attend VA training required by all Environmental Management Service (EMS) employees. This will include reading the EPS Sanitation Procedure Guide and completing the Mandatory training courses: VA Information Security Awareness, VHA Privacy Policy Training, Customer Service, Blood Borne Pathogens, Hand Hygiene Program. The VA will also expand on the following subjects as they apply to the VA health care facilities: Facility Emergency Fire & Safety Program, Accident Reporting, Sexual Harassment and Ethics. These training courses will be provided as a group in-service for new Contractor personnel. Training shall include, but is not limited to, the following:

9.A.1.1. General orientation of basic bacteriological concepts, including the basics of how caused and transmitted, how it can be prevented, reduced or contained through proper environmental sanitation methods.

9.A.1.2. Proper use and handling of germicidal detergents, supplies, and equipment.

9.A.1.3. Care and maintenance of the Contractor and Government-furnished property.

9.A.1.4. Basic orientation to the facility, function, mission, goals.

9.A.1.5. Facility emergency fire and disaster program.

9.A.1.6. Utility Operation

9.A.1.7. Standard Precautions

9.A.1.8. Emergency Preparedness

9.A.2. Deliverable 4: EMS Training. All applicable on-station Contractor personnel shall attend initial EMS training within 1st week of start of period of performance, 10 business days after subsequent new hire(s) or as needed for refresher training purposes. Contractor shall ensure all required Contractor personnel attends training and provide attendee list to COR.

10. SAFETY:

10.A.1. All OSHA Safety Regulations including 29CFR 1910.28 (I) (10) and 1910.66 subpart D will be strictly adhered to. (Regulation may be located at http://www.osha.gov/). All chemicals used on VA property must be accompanied by a Material Safety Data Sheet and be supplied by the VA.

10.A.2. 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 life safety deficiencies caused by his/her personnel.

10.A.3. Handling of Infectious Medical Waste ("Red Bag" Waste and "Sharps") Containers: The Contractor personnel shall be required to collect bio-hazardous "RED BAG" waste from the treatment facility and to deposit the bags and containers in designated bio-hazardous waste container storage locations.

10.A.4. Performance Standard: Safety http://www.osha.gov/

10.A.4.1. AQL: No more than three (3) verified safety violation during a one (1) year period of performance.

11. BUILDING SECURITY AND CONSERVATION:

11.A.1. BH11 key is issued to the Contractor On-Site Supervisor to assign to their direct reports. Supervisor is responsible for accounting for and returning all keys to EMS at end of tour.

11.A.2. Keys provided to the Contractor shall not be duplicated nor removed from the premises. Keys will be always in the possession of personnel while on duty. All keys issued for the day shall be returned to the designated locked key box at the end of each shift and accounted for by EMS Management.

11.A.3. The Contractor shall be responsible for immediately reporting the occurrence of a lost key to the VA Police and the COR. The Government, at the Contractor's expense (including re-keying all doors that were affected by the lost key), shall replace any keys lost by the Contractor personnel. In the event a key(s) is lost or duplicated, the Government shall replace all locks and keys on that system and the total cost deducted from the monthly payment due to the Contractor. If a key is lost, the Government shall replace the lock for that room(s) and the total cost deducted from the monthly payment due to the Contractor.

11.A.4. All Contractor employees must be identified to the VA Security Office for ID/PIV access. The COR will provide the necessary document package to be filled out and promptly returned to the COR so that PIV access can be initiated. Lost PIV/ID cards will be reported immediately to COR and EMS Management.

11.A.5. The Contractor 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 the Contractor personnel performing assigned duties. All rooms/areas unlocked for cleaning shall not be left unattended during the cleaning process and shall be locked by the Contractor personnel after completion of cleaning duties and be verified secure by the Supervisor.

11.A.6. If any difficulty is encountered in keeping areas locked or windows closed and locked, the COR shall be notified.

11.A.7. The Contractor personnel shall turn off all lights they turned on when entering an area and ensure doors are locked after exiting area.

11.A.8. Any personal property found within a room will be turned over to the supervisor or EMS Service Chief for proper processing with VA Police Services.

12. INCIDENTAL/ACCIDENTAL and MALICIOUS DAMAGE OR DESTRUCTION OF

GOVERNMENT PROPERTY

12.A.1. Any damage or destruction of Government Property shall be reported to the COR within 24 hours. The COR shall perform an inspection and assess whether the damages or destruction are incidental/accidental or malicious.

12.A.2. In the event of incidental/accidental damage or destruction: The COR will communicate to the CO to determine the reimbursement for damaged or destroyed property. The Contractor and the CO shall agree on the final charge amount. The Contractor shall make restitution within one billing cycle. The Contractor shall take steps to ensure that the damage or destruction of Government Property does not occur again.

12.A.3. In the event of malicious damage or destruction: The COR will communicate to the CO determine the final charge amount the Contractor shall be responsible for.

The Contractor shall make restitution within on billing cycle.

12.A.3.1. Any of the Contractor staff who engage in the malicious damage or destruction of Government Property will have their PIV badge rescinded immediately. The incident is to be reported to the VA police and subsequent criminal charges shall apply.

13. MEETINGS

13.A.1. Post-Award Meeting: A post award meeting will be held within 10 business days after award. The meeting must be mutually scheduled with Contractor Administrator, EMS representatives, COR, CO and other individuals as necessary.

The meeting will be held virtually via MS Teams. Government is responsible for the agenda.

13.A.2. Monthly Meeting: At the request of the Government, a monthly meeting may be held at a mutually scheduled time with Contractor Administrator, EMS representatives, COR, Contracting Officer and other individuals as necessary. The meetings will be held virtually via MS Teams. The Government may cancel the monthly meeting that occurs within the same month as the yearly meeting.

13.A.3. Yearly Meeting: At the request of the Government, a yearly meeting may be held at a mutually scheduled time with Contractor Administrator, EMS representatives, COR, Contracting Officer and other individuals as necessary. This meeting will either be held virtually via MS Teams or in person at Portland VAMC, OR. Location will be decided by the Government. Contractor travel expenses are at the expense of the Contractor.

14. MONTHLY REPORT

14.A.1. The Contractor shall provide a monthly report that identifies the following:

14.A.1.1. Every space identified in the PWS with square footage. Provide the cleaning frequency accomplished for each space. If any cleanings were missed or partially completed, provide explanation. This report will be used to verify submitted invoices.

14.A.1.2. Current inventory of VA supplies. Request for additional supplies as necessary.

14.A.1.3. Upcoming staff coverage/schedule for the current month.

14.A.1.4. Narrative of updates, staff changes, trainings conducted, challenges, etc.

14.A.2. Deliverable 5. Monthly Report. Submit report to the COR no later than the 1st Friday of each month.

15. QUALITY CONTROL

A. The Contractor shall develop a Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with this PWS.

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall develop and implement quality control procedures addressing these major areas of concern:

15.A.1. “General Areas - Basic Cleaning Services” and “VSC” cleaning services as identified in this PWS. The plan shall include:

15.A.1.1. Example of shift coverage and schedule. Provide details and timeframe of the cleaning of each area including in the PWS during a typical shift.

15.A.1.2. A description of the inspection system to cover all services specified in the PWS. Description shall include specifics as to the areas to be inspected on both scheduled and unscheduled basis, frequency of inspections and the title and organizational placement of the inspectors.

15.A.1.3. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

15.A.1.4. A description of the records to be kept to document inspections and corrective/preventive actions taken.

15.A.1.4.1. The records of inspections shall be kept and made available to the Government throughout the contract performance period.

15.A.2. Management of Contractor Personnel. The plan shall include:

15.A.2.1. A description of the hiring and retention of employees.

15.A.2.2. A description of the supervisor of employees. Provide plan to deal with staff callouts and employee shortages.

15.A.2.3. Security and control procedures for any government provided keys or lock combinations should be included.

15.A.3. Communication. The plan shall include:

15.A.3.1.1. Communication plan with COR, Contract Specialist and

Contractor employees. This is an important element of the QCP and overall contract success.

B. The finalized QCP shall be submitted 20 days of award for Government review/approval.

The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptable of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer to review no later than 10 days prior to effective date of the change.

The QCP shall be subject to the Government’s review and approval. The Government may find the QCP “unacceptable” whenever the Contractor’s procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 days from receipt of notice that QCP is found “unacceptable.”

15.B.1. Deliverable 6: QCP. Contractor shall submit 20 days after award, and/or 10 days after notice of required notification to the COR and Contracting Officer.

C. Quality Assurance Surveillance Plan (QASP) The Government shall monitor the Contractor's performance under this purchase order in accordance with the Government's QASP. Performance under the contract will be monitored and evaluated by the designated Contracting Officer’s Representative (COR), Chief of EMS or Designee. Performance objectives may be modified during program operation, upon written agreement of the selected Provider and EMS

16. DELIVERABLES

Number Name Frequency Receipt 1 Contract

Administrator By post-award meeting and three (3) business days after change of personnel

COR / Contracting Officer

2 VSC Package Form 1A

5 business days after post award meeting submit Form 1A, remaining VSC packet within 10 business days after post award meeting, 10 business days after any subsequent new hire

COR / Contracting Officer

3 Contractor On- Station Supervisor

Within five (5) business days after post-award meeting or five

(5) business days prior to first shift after change of personnel.

COR / Contracting Officer

4 EMS Training All contract staff shall attend within 1st week of start of period of performance, 10 business days after subsequent new hire or as needed for refresher.

COR

5 Monthly Report No later than the 1st Friday of each month.

COR

6 QCP 20 business days after award 10 business days after notification of required modification

COR / Contracting Officer

15. PERFORMANCE REQUIREMENT SUMMARY

PWS Section Requirement Acceptable Quality Level (AQL)

Incentive / Remedy

5.D.1. Specific Tasks

– trash and recycle removal

No more than two (2) documented/verified complaints of trash/ recycle container bins not emptied or contents not properly placed in trash/recycle receptables during a one-month period of performance.

Incentive: Positive CPARS.

Remedy: Increased supervisor presence in all challenged areas.

Contractor conducts remedial training with staff.

Contractor provides Government a copy of training material and attendees.

5.D.2. Specific Tasks

– card board removal

No more than two (2) documented/verified complaints of cardboard not gathered or not properly placed in cart during a one-month period of performance.

Incentive: Positive CPARS.

Remedy: Increased supervisor presence in all challenged areas.

Contractor conducts remedial training with staff.

Contractor provides Government a copy of

5.D.3. Specific Tasks

– cleaning and disinfection

No more than two (2) documented/verified complaints of inadequate cleaning and/or disinfection for

Incentive: Positive CPARS.

Remedy: Increased supervisor presence in all challenged areas.

any covered area during a one-month period of performance.

Contractor conducts remedial training with staff.

Contractor provides Government a copy of

5.D.4. Specific Tasks

– routine cleaning

No more than two (2) documented/verified complaints of completely missed cleanings for any covered area during a one-month period of performance.

Incentive: Positive CPARS.

Remedy: Increased supervisor presence in all challenged areas.

Contractor conducts remedial training with staff.

Contractor provides Government a copy of training material and attendees.

In the event of missed areas due to staff shortages and coverage, Contractor provides Government with immediate new hire applicants within two (2) days of discovered deficiency and/or immediate plan for continued coverage.

In the case of underperforming staff providing unsatisfactory housekeeping,…