S02 RFP 36C26025R0060 Seattle Custodial Services.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

663-25-4-505-0021

36C26025R0060 06-10-2025

Danielle Carrico Danielle.Carrico@va.gov 07-11-2025

5:00 PM PT

36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

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

X 100

X

Y

561720

$22 Million

Net 30

N/A

Department of Veterans Affairs Seattle Veterans Affairs Medical Center 1660 S. Columbia Way Seattle WA 98108

36C260

NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Request for Proposal: Custodial Service for Seattle Veterans Affairs Medical Center (VAMC). See Performance Work Statement (PWS).

Period of Performance:

Base : 9/15/2025 - 9/14/2026 Option Year 1 : 9/15/2026 - 9/14/2027 Option Year 2 : 9/15/2027 - 9/14/2028 Option Year 3 : 9/15/2028 - 9/14/2029 Option Year 4 : 9/15/2029 - 9/14/2030

IMPORTANT! Refer to section E.3 for Proposal Preparation Instructions, Questions and Site Visit.

See CONTINUATION Page

X 1

36C26025R0060

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)

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) ...36

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 852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899

C.12 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.13 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.14 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..43

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)(DEVIATION FEB 2025(

C.15 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION 2015-5535

D.2 ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.3 ADDENDUM TO FAR 52.212-1. PROPOSAL PREPARATION INSTRUCTIONS,

QUESTIONS & SITE VISIT

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.6 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

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

E.8 52.216-1 TYPE OF CONTRACT (APR 1984)

E.9 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.10 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE

RESOLUTION (OCT 2018)

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.12 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.13 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)(DEVIATION

FEB 2025)

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

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

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.tungstenautomation.com/products/einvoice-network

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 __________________ __________________

Custodial services for non-direct patient areas at Seattle Veterans

Affairs Medical Center (VAMC). See B.3 PWS.

Contract Period: Base POP Begin: 09-15-2025 POP End: 09-14-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

Affairs Medical Center (VAMC). See B.3 PWS.

Contract Period: Option 1 POP Begin: 09-15-2026 POP End: 09-14-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Affairs Medical Center (VAMC). See B.3 PWS.

Contract Period: Option 2 POP Begin: 09-15-2027 POP End: 09-14-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Affairs Medical Center (VAMC). See B.3 PWS.

Contract Period: Option 3 POP Begin: 09-15-2028 POP End: 09-14-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Affairs Medical Center (VAMC). See B.3 PWS.

Contract Period: Option 4

POP Begin: 09-15-2029 POP End: 09-14-2030 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

1. Contract Title: Custodial Services

2. Background: Custodial support is required for non-direct patient areas at Seattle VA

Medical Center (VAMC).

3. Scope:

a. This is a non-personal services contract to provide custodial services at Seattle VA Medical Center located:

i. Seattle VAMC, 1660 S. Columbian Way, Seattle, WA 98108.

b. This includes approximately 350,000 sq ft of regular routine cleaning space at the Seattle VAMC campus buildings 1 (includes connected building 22 - store and cafe), 100 (includes connected building 103) and 101. Routine cleaning is defined as the regular cleaning tasks the Contractor shall be responsible for performing at Seattle VAMC buildings 1 (includes connected building 22 - store and cafe), 100 (includes connected building 103) and 101 on a scheduled basis and in accordance with Section 4. (Tasks) below. The Seattle VMAC cleaning areas include non-direct patient areas such as restrooms, canteen, dining areas, retail space, corridors, elevators, hallways, exam rooms (patient is not present), common and waiting rooms, offices and administrative areas.

c. The facility has conducted a task frequency analysis for the size and scope of the space. The facility estimates approximately 27 Full Time Employees (FTEs) would be needed if the facility was to staff the required areas. This information may be used by the Contractor to determine appropriate staffing levels but shall not be interpreted as the government directing Contractor means or methods for accomplishing the work satisfactorily.

4. Tasks:

a. Restroom Cleaning (3 times per day Monday through Friday, with 2 times per day cleaning during core hours of 7:00am to 5:00pm, except for floor scrubbing and 1 time per day cleaning during after hours of 5:00pm to 11:59pm):

The Contractor shall provide services identified below for all restrooms. All restroom floors shall be damp mopped with hospital grade germicide solution (solution must be changed after each restroom). Hospital grade germicide will be used on sinks and toilets.

i. Clean and Sanitize all Fixtures and Dispensers in Restrooms ( 3 times per day Monday through Friday, with 2 times per day cleaning during core hours of 7:00am to 5:00pm, except for floor scrubbing and 1 time per day cleaning during after hours of 5:00pm to 11:59pm):

Sanitization cleaning with germicide of lavatories, sinks, toilet seat, mirrors, dispensers and trash cans daily. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls and other such surfaces, using a germicidal detergent. 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, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

ii. Clean and Sanitize Partitions, Walls, and Mirrors in Restrooms (3 times per day Monday through Friday, with 2 times per day cleaning during core hours of 7:00am to 5:00pm, except for floor scrubbing and 1 time per day cleaning during after hours of 5:00pm to 11:59pm):

Sanitization cleaning with germicide all partitions, walls and mirrors daily.

All interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. shall be cleaned. There shall be no trace of film, dirt, smudges, streaks, water or other foreign matter.

iii. Clean and Sanitize Sinks, Toilets and Urinals in Restrooms (3 times per day Monday through Friday, with 2 times per day cleaning during core hours of 7:00am to 5:00pm, except for floor scrubbing and 1 time per day cleaning during after hours of 5:00pm to 11:59pm): Sanitization cleaning with germicide of lavatories, sinks, toilet seat and bowl (inside and out) and urinals daily. Descaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films and other deposits.

After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits and rust stains.

iv. Clean and Sanitize Doors and Vents (3 times per day, Monday through Friday, with 2 times per day cleaning during core hours of 7:00am to 5:00pm, except for floor scrubbing and 1 time per day cleaning during after hours of 5:00pm to 11:59pm) in Restrooms: Daily clean and sanitize with hospital germicide all fixtures (lights, light ledges, pipes, faucets, handles, etc.); all doors, including hinges and knobs, including handles, kick plates, ventilation grates, metal guards, etc.

v. Sweep Floors (3 times per day Monday through Friday, with 2 times per day cleaning during core hours of 7:00am to 5:00pm, except for floor scrubbing and 1 time per day cleaning during after hours of 5:00pm to 11:59pm) in Restrooms: All floors shall be swept. Moveable items shall be tilted or moved to allow for cleaning underneath.

vi. Mop Floors (3 times per day Monday through Friday, with 2 times per day cleaning during core hours of 7:00am to 5:00pm, except for floor scrubbing and 1 time per day cleaning during after hours of 5:00pm to 11:59pm) in Restrooms: All floors shall be damp mopped with hospital germicide solution 3 times per day. The cleaning solution must be change after each use (once per restroom).

vii. Scrub Floors in Restrooms (1 time per week, Monday through Friday, during after hours only of 5:00pm to 11:59pm): Once per week, the contractor shall perform deep cleaning on restroom floors (scrubbing) floor surface, to include the grout shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc. as necessary to maintain sanitary conditions and a clean, uniform appearance. Equipment and furniture may need to be moved and returned to its original placement after tasks are completed.

viii. Restock Restroom Supplies (3 times per day Monday through Friday, with 2 times per day cleaning during core hours of 7:00am to 5:00pm, except for floor scrubbing and 1 time per day cleaning during after hours of 5:00pm to 11:59pm): Consumables such as soap and paper products shall be restocked during restroom cleaning as needed to ensure restrooms are stocked sufficiently. Supplies shall be stored in designated areas. No overstocking shall be allowed.

ix. Contractor shall provide a restroom cleaning schedule posted in each restroom with employee sign off that the restroom was cleaned. This shall include date, time and initial of janitor performing the cleaning.

b. Empty, Sanitize, and Reline Trash Containers Throughout All

Responsible Areas ( 4 times per day Monday through Friday, with 3 times per day cleaning during core hours of 7:00am to 5:00pm, and 1 time per day cleaning during after hours of 5:00pm to 11:59pm): All trash containers shall be emptied and returned to their initial location. Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall be removed. Receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter and odors.

c. Daily Cleaning VCS Canteen Kitchen and VCS Retail Store

i. VCS Canteen Kitchen

1. A MOU is currently in place where VCS does have some responsibilities during breakfast and lunch hours in the VCS Canteen Kitchen only.

2. Contractor’s responsibilities in the VCS Canteen Kitchen area is only during the afterhours of 3:30pm – 11:59pm. Contractor shall clean the area during this hours only.

3. Empty, Sanitize and Reline Trash Containers (1 time per day, Monday through Friday, after hours of 3:30pm to 11:59pm)

a. All trash containers shall be emptied and returned to their initial locations. Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall remove.

Receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container.

Trash receptacles shall be left clean, free of odors.

4. Sweep Floor (1 time per day, Monday through Friday, after hours of 3:30pm to 11:59pm)

a. All Canteen Kitchen areas shall be swept, moveable items shall be tilted or moved to allow for cleaning underneath objects.

5. Mop Floors (1 time per day, Monday through Friday, after hours of 3:30pm to 11:59pm)

a. All Canteen Kitchen area floors shall be damp mopped with hospital-grade germicide solution (solution must be changed after each restroom).

ii. VCS Canteen Dining Area (Inside and Outside)

1. Empty, Sanitize and Reline Trash Containers as needed throughout the breakfast and lunch hours. Trash should NEVER be overflowing and shall be routinely checked throughout the meal periods.

receptacle and marked “TRASH” shall remove.

Receptacle liners shall be replaced. The trash shall be

2. Inside Sweep Floor (1 time per day, Monday through Friday, after hours of 3:30pm to 11:59pm)

a. All areas shall be swept, moveable items shall be tilted or moved to allow for cleaning underneath objects.

3. Inside Mop Floors (1 time per day, Monday through Friday, after hours of 3:30pm to 11:59pm)

a. All area floors shall be damp mopped with hospital-grade germicide solution (solution must be changed after each restroom).

4. Outside Sweep Floor (as-needed, Monday through Friday, during breakfast and lunch mealtimes)

a. All areas shall be swept, moveable items shall be tilted or moved to allow for cleaning underneath objects.

5. Outside Mop Floors (as-needed, Monday through Friday, during breakfast and lunch mealtimes)

a. All area floors shall be damp mopped with hospital-grade germicide solution (solution must be changed after each restroom).

iii. VCS Retail Store

1. Empty, Sanitize and Reline Trash Containers (1 time per day, Monday through Friday, after hours of 4:00pm to 5:00pm) receptacle and marked “TRASH” shall remove.

Receptacle liners shall be replaced. The trash shall be

2. Sweep Floor (1 time per day, Monday through Friday, after hours of 4:00pm to 5:00pm)

a. All Retail Store areas shall be swept, moveable items shall be tilted or moved to allow for cleaning underneath objects.

3. Mop Floors (1 time per day, Monday through Friday, after hours of 4:00pm to 5:00pm)

a. All Retail Store area floors shall be damp mopped with hospital-grade germicide solution (solution must be changed after each restroom).

d. Common Areas, Hallways, Corridors, Floor, Elevators, and Stairway Maintenance: The Contractor shall provide services identified below for all required common areas, hallways, corridors, floor, elevators, and stairwells.

i. Provide Daily Floor Maintenance (Elevator and Stairway included) (Monday through Friday between 7:00am – 5:00pm, except elevators and stairway floors – see below): The Contractor shall ensure all defined floors shall be swept (daily), dust mopped (daily), damp mopped (daily), wet mopped (daily), buffed (as needed), and spray buffed (as needed) to ensure they have a uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration and foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor care cleaning product shall be removed from baseboards, furniture, trach receptacles, etc. as to not leave streaks, residue, etc. Chairs, trash receptacles and other movable items shall be moved to maintain cleanliness of floors underneath these items. All moved items shall be returned to their original and proper location. Only approved products may be used. Elevators and stairway floors shall be cleaned after 5:00pm.

ii. Strip, Scrub, Seal, and Wax Floors (As Needed): Strip, scrub, seal, and wax floors as necessary to maintain a uniform glossy appearance.

The uniform glossy appearance is free of scuff marks, heels marks, wax build-up and other stains and discoloration. Equipment and furniture may need to be moved and returned to its original placement after tasks are completed.

iii. Scrub/Strip Wax Elevator/Stairwell Landing Areas, and Hallways/ Corridors (As Needed): If scrubbed, buff and apply two traffic coats of finish. Wipe/wash walls three (3) feet and down to the floor, ensuring that all dust, stains, strippers and wax are removed from the walls and baseboards. Move all furniture before stripping/finishing. All furniture must be returned to their original position after work is completed in the area.

Strip and apply five (5) coats of wax/floor finish to floors. Apply first coat/layer of wax up to, but not on the baseboard. If wax should be applied accidentally to the baseboard, it should be cleaned off immediately. All other coats will be applied at least on inch from the baseboard. After applying five (5) coats of wax, the floor will be buffed before the two (2) additional coats are applied. The result will be a uniform glossy (non-skid finish) appearance that is free of scuffmarks, heel marks, finish build-up, and other stains or discolorations. Special attention should be paid to corners and edges including door jams. The Contractor shall notify the Contracting Officer Representative (COR) or Government Point of Contact (POC) at least 72 hours before work can start in their areas. COR or Government POC will inspect all completed sections within 24 hours of completion. It is anticipated that these floors are stripped once per year and scrubbing and recoating is completed 4x or on quarterly basis per year; however, the Government may request additional scrub/strips maintenance if floors required additional care based on condition. Equipment and furniture may need to be moved and

iv. Daily Stairway/Elevator landing area Maintenance (1 time per Day, Monday through Friday): The Contractor shall ensure all stairway/elevator landing areas are swept, dust mopped, damp mopped, wet mopped as needed to ensure they have a uniform, clean appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration and foreign matter. Elevators and stairway landing areas shall be cleaned after 5:00pm.

e. Offices Cleaning. Tasks include:

i. All tasks listed, with exception of strip, scrub, seal and wax floors, shall be done daily when available per permission of the occupier of the office and/or office is not occupied. If occupier of the office waives cleaning for the day, the Contractor shall ensure at a minimum the office space is cleaned, trashed removed, etc. once per week unless otherwise specified (Strip, Scrub, Seal, and Wax Floors) to prevent unsanitary conditions. Any issues with occupiers not allowing cleaning shall be reported to the COR or Government POC. Tasks for office cleaning include:

1. High/Low Dusting: High/Low dust all spaces.

2. Provide Daily Floor Maintenance: The Contractor shall ensure all defined floors shall be swept, dust mopped, damp mopped, wet mopped, buffed and spray buffed or vacuumed as needed to ensure they have a uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration and foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trach receptacles, etc. Chairs, trash receptacles and other movable items shall be moved to maintain cleanliness of floors underneath these items. All moved items shall be returned to their original and proper location. Only approved products may be used.

3. Strip, Scrub, Seal, and Wax Floors (As Needed): Strip, scrub, seal, and wax floors as necessary to maintain a uniform glossy appearance. The uniform glossy appearance is free of scuff marks, heels marks, wax build-up and other stains and discoloration. It is anticipated that these floors are stripped once per year and scrubbing and recoating is completed 4 times or on quarterly basis per year; however, the Government may request additional scrub/strips maintenance if floors required additional care based on condition. If additional scrub/strips maintenance is required beyond 4 times or on a quarterly basis per year, a mutually agreed upon modification will be issued by the Contracting Officer. Equipment and furniture may need to be moved and returned to its original placement after tasks are completed.

4. Empty, Sanitize, and Reline Trash Containers: All trash containers shall be emptied and returned to their initial location.

Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall be removed. Receptacle liners shall be replaced.

The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter and odors.

ii. Not Included: Contractor shall not clean desk or personal items.

e. Clinic (Exam Rooms) Cleaning (Daily Terminal Cleaning and As Needed Upon Request of Clinic Staff, Monday through Friday)

i. Special Standard: Daily terminal cleaning (at end of day) in clinic exam rooms 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 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 the end of day at all exam rooms. Additionally, the Contractor shall provide as needed exam room cleaning upon request of COR or Government POC. As needed cleaning is typically completed after patient visits requiring turnover of the room. Patients will not be present and the area is considered non-direct patient area.

ii. High/Low Dusting: High/Low dust all spaces.

iii. Provide Daily Floor Maintenance: The Contractor shall ensure all defined floors shall be swept, dust mopped, damp mopped, wet mopped, buffed and spray buffed or vacuumed as needed to ensure they have a uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration and foreign matter.

Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trach receptacles, etc. Chairs, trash receptacles and other movable items shall be moved to maintain cleanliness of floors underneath these items. All moved items shall be returned to their original and proper location. Only approved products may be used.

iv. Strip, Scrub, Seal, and Wax Floors (As Needed): Strip, scrub, seal, and wax floors as necessary to maintain a uniform glossy appearance. The uniform glossy appearance is free of scuff marks, heels marks, wax build-up and other stains and discoloration. It is anticipated that these floors are stripped once per year and scrubbing and recoating is completed 4x or on quarterly basis per year; however, the Government may request additional scrub/strips maintenance if floors required additional care based on condition. Equipment and furniture may need to be moved and

v. Empty, Sanitize, and Reline Trash Containers: All trash containers shall be emptied and returned to their initial location daily twice(2X) a day.

Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall be removed. Receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter and odors.

vi. Examination Table/Bed/Chairs: The Contractor shall clean, sanitize and disinfect all surfaces with VA Puget Sound cleaning products daily or after procedures (as needed).

vii. Contractor can expect COR or Government POC will conduct Fluorescent Marking Inspections after terminals cleanings. Other inspections methods may also be used.

viii. Not Included: Contractor shall not clean desk or personal items.

f. Performance Standard 1: All areas are free of visible dirt, dust, marks, trash, debris, discoloration and are sanitized properly. Sanitization shall include disinfection and cleaning of areas. If terminal cleaning is performed for exam rooms, it is completed in accordance with special standard. Dust, debris and pathogens are removed from all surfaces.

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

g. Performance Standard 2: Trash and recycling are emptied/removed during cleaning shift.

x. 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.

h. Performance Standard 3: Restrooms are restocked during cleaning shift.

xi. AQL: No more than two (2) documented/verified complaints of missed restroom restocking for any covered restroom during a one-month period of performance.

5. Key Personnel

a. Contract Administrator:

i. 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 contact 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. The Contract Administrator is not required to be onsite.

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

iii. Contract Administrator shall ensure all submitted invoices are correct and verifiable against the Monthly Report submitted to the COR or Government POC.

iv. Qualification: Contract Administrator shall possess at least two (2) years’ experience overseeing contractual actions and performing administrative support duties.

v. 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 Contracting Officer and COR or Government POC.

b. Shift Leaders:

i. The Contractor shall ensure a shift leader is present for each scheduled shift of employees to execute work requirements. Shift leader will be stationed at Seattle campus.

ii. Qualification: Shift Leaders shall possess at least one (1) year of experience in housekeeping services. Shift leaders shall be knowledgeable in developing and maintaining quality control.

iii. Deliverable 2: Shift Leaders. Contractor shall provide Shift Leader(s) name, email and direct phone information before Shift Leader begins 1st day of work to the COR or Government POC.

6. Safety:

a. The Contractor shall display warning signs that have been approved by the COR or Government POC in all areas where housekeeping operations may cause traffic obstruction or personnel hazard. The cleaning of restrooms, hallways and corridors resulting in a temporary wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas (1/2 of the hallway or area at a time). When appropriate, bathrooms and stairways may be temporarily restricted while floor surfaces are wet. The Contractor must comply with all Life Safety Regulations.

b. All tasks accomplished by the Contractor personnel shall be done to preclude damage or disfigurement of furniture and building structure. At its own expense, the Contractor shall correct any damage caused by his employees to any part of the building or equipment covered by this contract.

c. Spill Response:

i. The Contractor will be briefed on VAPSHCS spill response procedures at the Post-Award Meeting. The Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations. If it is necessary to utilize Government material, equipment or personnel to clean up a Contractor caused spill, the Contractor shall be required to reimburse the Government for all associated costs.

d. Safety and Fire Prevention:

i. In the performance of this contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety incidents caused by the Contractor are the of the responsibility of the Contractor and shall be immediately corrected.

If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all, or any part, of the work. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract. The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.

e. Performance Standard 4: Contractor properly displays warning signs for areas that cause traffic obstruction or personnel hazard. This includes wet or slippery floor surfaces. Contractor complies with all life safety regulations. Contractor promptly reports any spills, safety and fire issues and incidents.

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

7. Miscellaneous Requirements:

a. Contractor shall practice water and energy conservation.

b. Contractor shall turn off unnecessary lights.

c. Contractor shall report fire hazards, conditions and items in need of repair to the COR or Government POC.

d. Contractor shall turn in any lost and found articles to the COR or Government

POC.

e. Contractor shall notify the COR or Government POC of any condition, including adverse weather or special requests that may interrupt or delay performance under this PWS. Once the condition is resolved, the Contractor shall resume interrupted work as soon as practical. When this period exceeds 24 hours, the COR or Government POC must approve the delay.

8. Supplies/Equipment:

a. VAPSHCS EMS will provide cleaning, restocking supplies electric and non-electric equipment necessary to maintain the cleanliness and sanitation of the facility. See Section 9 for complete list.

b. NOTE: Aerosol sprays shall not be used in patient treatment areas.

c. Contractor personnel shall not use steel wool, abrasive metal cleaners or any other cleaning materials or supplies which could cause damage to Government property. At no time shall chairs, wastebaskets, brooms, mops or any other items normally placed on the floor be placed on any surface of furniture or equipment.

d. When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage.

e. Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. All materials not immediately used shall be properly stored.

f. Trash collection containers shall be rigid, with a smooth interior finish, equipped with a snug fit cover and hard rubber, non-marking, silent running caster. All trash containers shall meet local base fire regulations. Trash carts shall be of such size that will not block width or block passageways for building evacuation.

All trash collection containers shall be thoroughly cleaned and disinfected daily.

g. The microfiber system shall be used.

h. When routine facility’s defects (dripping faucet, loose door, loose window frames, etc.) are found, they shall be reported to the COR or Government POC.

9. Government Furnished Supplies:

a. The facility (VAPSHCS) will furnish the following supplies:

i. Paper towels

ii. Purell soap and hand sanitizer

iii. Restroom consumables (toilet paper, toilet seat covers, feminine hygiene products)

iv. Trash containers and linings

v. Toilet Seat Covers

vi. Mops and microfiber heads for mops

vii. Janitor carts

viii. Microfiber cloths

ix. Brooms and dust pans

x. Cleaning chemicals

xi. Stripper chemical and wax solution

xii. Vacuums, riding scrubber, side-by-side scrubber and burnish machine

b. The facility will provide a Housekeeping Aide Closet (HAC) for supplies and inventory. The Government may inspect HAC at any time to ensure safety compliance and review inventory. The contractor shall maintain closets in accordance with VA policies and procedures. No food, drink or personal items may be stored in the HAC.

c. Food, drink and personal items may not be kept on housekeeping janitor carts.

d. If additional supplies are requested, the Shift Supervisor shall contact the VA Housekeeping Supervisor or Government POC on site for restock.

10. Uniforms

a. The Contractor shall provide a standard custodial type of uniform which is easily recognizable and clearly distinguish them as the “Contractor” for employees.

Contractor shall follow guidance per the current Wage Determination incorporated. Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes. The Contractor shall not wear hats.

11. 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:

i. 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.

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

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

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

iv. Management of Contractor personnel to include a description of the hiring and retention of employees, a description of the supervising of employees, as well as a plan to deal with staff callouts and employee shortages.

v. Communication plan with COR or Government POC, Contract Specialist, Contracting Officer 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.”

c. Deliverable 3: QCP. Contractor shall submit 20 days after award, and/or 10 days after notice of required notification to the COR or Government POC and Contracting Officer.

12. Quality Assurance Surveillance Plan (QASP)

a. Performance under the contract will be monitored and evaluated by the designated COR or Government POC. Performance objectives may be modified during program operation, upon written agreement of the parties.

b. Surveillance Methods:

i. Periodic Surveillances: This method requires the COR or Government POC to employ a “spot check" style of evaluation based on the contactor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual, or annually) and may be adjusted, based on quality trends.

ii. Fluorescent Marking Inspections: A method of marking high-touch surfaces with fluorescent spray, which enables facilities to assess the effectiveness of cleaning processes through the use of surface testing.

After cleaning, a UV light is used to see if the marking spray was removed from marked surfaces. Complete removal indicates the surfaces were adequately cleaned by staff.

iii. Customer Complaints: The COR or Government POC will receive and investigate complaints from VA personnel. The COR or Government POC shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaints in the cases of disagreement with the COR or Government POC and the Contractor. Validated customer complaints shall be re-performed.

c. Any unsatisfactory inspection (defect) result will be documented and the Contractor shall re- perform the service after notification by the COR or

d. Failing to meet the performance thresholds as outlined in the Performance Requirement Summary shall result in Contract Discrepancy Report (CDR), warning or letter of concern from the Contracting Officer.

13. Hours of Operation:

a. The Contractor shall perform services and be onsite during the operational hours of : 7:00am. - 11:59pm, Monday through Friday, unless otherwise noted in section b. The Contractor may find it necessary to deviate from the normal VAPSHCS hours of operation (i.e. working on Saturday, Sunday or after hours) due to weather conditions or unforeseen circumstances to ensure timely completion of all work. Coordination for services conducted outside of normal VAPSHCS hours of operation must be approved by COR or Government POC beforehand.

b. Schedule for Certain Tasks:

i. Core hours for floor maintenance (burnishing, stripping and re-coating) shall be conducted between the hours of 6:00pm and 6:00am.

Coordination for floor maintenance services conducted outside of normal VAPSHCS hours of operation must be approved by COR or Government POC beforehand.

14. Federal Holidays:

a. The Contractor is not required to perform services on Federal Holidays which closes the facility. The 11 holidays observed by the Federal Government are:

New Year’s Day, Labor Day, Martin Luther King Day, Columbus Day, President’s Day, Veterans Day, Christmas Day, Memorial Day, Independence Day, Thanksgiving Day, Juneteenth Day and any other day specifically declared by the President of the United States to be a National Holiday which closes the facility.

b. If these Federal Holidays fall on Saturday, the preceding Friday will be observed.

If these Federal Holidays fall on Sunday, the following Monday will be observed.

If a Federal Holiday falls on a scheduled service day, the Contractor shall be responsible for rescheduling services for the first day post the Federal Holiday observance.

15. Training and Security:

a. Favorable adjudication from a successful security background investigation may take approximately 4-6 weeks on average (possibly more or less) depending on the candidates progress and how quickly and correctly all steps within this section are followed. Candidates may not start work without favorable adjudication.

b. 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 4). The COR or Government POC will assist the Contractor throughout this process and Contractor must work diligently to complete the onboarding documents. FORMS MUST BE LEGIBLE.

c. After onboarding documents are completed, COR or Government POC will schedule fingerprinting appointment. Fingerprints must be submitted by Contractor employees at any Veterans Affairs Medical Center (VAMC) with a PIV enrollment. In Seattle, the following VAMC locations conducts fingerprinting:

i. Seattle VAMC, Building 7, 1660 S. Columbian Way, Seattle, WA 98108

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

e. 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 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.

f. Performance Standards 5: 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.

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

g. All Contractor employees and subcontractor employees shall complete the following before the commencement of work: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, See Section D. Successfully complete the VA Privacy and Information Security Awareness and Rules of Behavior training and annually. Contractor shall also complete required security training, as well as bloodborne pathogen/exam room training.

h. The Contractor shall provide to the Contracting Officer and/or the COR or Government POC a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee before the employee begins work and annually thereafter, as required. The Contractor shall provide to the Contracting Officer and/or the COR or Government POC a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee before the employee begins work and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until the training and documents are complete.

16. Monthly Report:

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

i. Every space identified in the PWS. 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.

ii. Current inventory of VA supplies. Request for additional supplies as necessary.

iii. Narrative of updates, trainings conducted, challenges, etc.

b. Deliverable 5: Monthly Report. Submit report to the COR or Government POC no later than the 1st Friday of each month.

17. Meetings:

a. 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 or Government POC, CO and other individuals as necessary. The meeting will be held virtually via MS Teams.

Government is responsible for the agenda.

b. 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 or Government POC, 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.

18. Deliverables:

Number Name Frequency Provide To 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.

Contracting Officer and COR or Government POC.

2 Shift Leaders Contractor shall provide Shift Leader(s) name, email and direct phone information before Shift Leader begins 1st day of work.

COR or Government POC.

3 Quality Control Plan Contractor shall submit 20 days after award, and/or 10 days after notice of required notification.

COR or Government POC and Contracting Officer.

4 Onboarding Requirements

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).

5 Monthly Report Submit report no later than the 1st Friday of each…