36C26119Q0075-001.docx

B.3 Draft STATEMENT OF WORK

WINDOW CLEANING SERVICES

1.0 SCOPE OF WORK

Contractor shall supply all required labor, materials, tools, equipment, supplies, and permits necessary to provide window cleaning services for 35 buildings and approximately 4,870 interior and exterior windows at the San Francisco CA VA Medical Center (SFVAMC).

1.1 LOCATION OF WORK

SFVAMC

4150 Clement Street San Francisco, CA 94121

2.0 PERIOD OF PERFORMANCE

The anticipated Period of Performance is for a one (1) year base with four (4) option periods. The Contractor shall perform during the periods, January 1, 2019 to December 31, 2019 each 12 month period, between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding federal holidays unless prior approval of the Contracting Officer.

Federal Government Holidays are:

3.0 SPECIFICATIONS

3.1) Offers will be considered from Contractors who are regularly established in the window cleaning business, and who, in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. The Contractor shall be responsible to obtain all necessary insurance, licenses and/or permits to perform this work and shall present such at time of offer. The Contractor shall provide to the Contracting Officer certification that he/she is in compliance with the requirements of the California Worker's Compensation Act.

3.2) Contracting Officer Representative (COR): The Contracting Officer will designate a COR, specifically the Chief, Environmental Management Programs (EMP). Limited authority will be delegated to the COR to generally direct the work of the contract, including but not limited to: work schedules, inspection of services, acceptance of services and certification of payments. The COR will coordinate access to required areas in a timely manner and report problems to the Contracting Officer regarding performance issues or other problems encountered.

3.3) Contractor’s Project Supervisor: The contractor shall appoint a non-working Project Supervisor who shall have the responsibility for ensuring performance of contract requirements. The Project Supervisor shall not perform window cleaning work, but shall oversee all work performed by Contractor personnel. The Project Supervisor shall be competent to supervise all aspects of this contract, and shall be physically on site at all times during the performance of this contract. If the Project Supervisor is not physically present during scheduled performance, all work will be stopped and contractor employees will be directed to depart from the facility. The Contracting Officer shall be notified in writing of the name of the Project Supervisor and changes in personnel appointed to fulfill this function, or of substitutions of personnel due to illness or vacation absence. The Project Supervisor shall, in the absence of the contractor, act for the contractor as the Contractor’s Representative.

3.4) The Chief of EMS (Environmental Management Services), or his/her designee, will work closely with the contractor to schedule areas to be cleaned during each scheduled cleaning period. Buildings 203, 200 and 208 will be washed first and cleaned in this particular order. Keys are required in a small portion of Building 203 and 207.

SPECIFIC CONTRATOR TASKS INCLUDE:

4.0 REQUIREMENTS

4.1) The Contractor shall furnish all labor, supervision, management, management support, transportation, supplies, equipment and materials, except Government furnished space and utilities, as identified in these specifications, necessary for accomplishment of complete window cleaning services at the SFVA Medical Center.

4.2 Primary tasks include: wash and clean with the use of an approved cleaning agent(s) to remove all tar, gum, paint, bird and pest excrement, soil, spots, glazing, chemicals and foreign debris on the inside and outside surfaces of all windows specified during each service. Windows and window frames shall also be cleaned and left free of spots, streaks, dirt, spider webs, and all other foreign matter. Incidental cleaning functions, not specifically listed but normally included as general practice within the window cleaning industry, shall be provided.

4.2) The Contractor shall notify the Environmental Management supervisory staff (EMS), or his/her designee, prior to commencing work, of which areas that shall be scheduled for cleaning each day. The Contractor’s representative, shall ensure that all work performed each day is satisfactory before reporting to the COR as being complete and ready for inspection.

4.3) The Contractor’s work shall be inspected daily by the COR. Any discrepancies will be reported to the Contractor’s Project Officer for correction. Areas found unsatisfactory, shall be redone to the satisfaction of the COR and at no additional cost to the Government before moving to a new area or building.

4.4) Any window mechanisms, screens, glass, or blinds found to be broken shall be reported to the COR or his/her designee prior to cleaning windows in order for them to be replaced by the Government.

4.5) Any Government property (glass lights, screens, drapes, sills, or any component elements of window units etc) damaged by the Contractor's personnel shall be replaced by Government at the contractor's expense within 48 hours after the damage occurs. The COR or his/her designee will have final approval of all repairs and/or replacements due to damage prior to commencement of work. Prior to commencement of work, the contractor shall make a visual inspection of each area to be cleaned for that particular day. All existing damage shall be reported to the COR.

4.6) Contractor is responsible for removing screens prior to cleaning and securely fastening them after the windows have been cleaned. Windows shall be left completely clean and free of streaks, spots, dirt or any other foreign substances.

4.7 Contractor is also required to clean areas between screens and windows to include the removal of any dirt, cobwebs, dead insects or other substances. Both sides of each window must be washed in succession.

4.8 Window draperies, blinds and or furniture shall be removed and properly returned to its original location by the contractor. Any glass, window parts or screens broken or damaged by the contractor will be replaced by the government at the contractor’s expense.

4.9 Any floors, walls and radiator covers marked or soiled by Contractor personnel shall immediately be cleaned by Contractor’s personnel.

4.10 The contractor shall report to the COR or his/her designee all windows that are malfunctioning by building number, room number, and window number at the end of each day.

4.11 The contractor shall not leave a room until all the windows in that room have been re-secured. The contractor shall lock all doors they have unlocked before leaving a given area.

4.12) All screens, where present, shall be removed, cleaned, and left free from dirt, tar, gum, paint, waterproofing compounds, and/or other foreign substances. They shall be replaced and firmly reattached. Opened windows and security screens shall not be left unattended for any reason. Windows blocked by columns or other obstacles must be removed from outside. Cleaning solution containers shall be labeled, per OSHA requirements, and shall not be left unattended. Likewise, Contractor’s equipment shall not be left unattended.

5.0 SAFETY REQUIREMENTS

5.1) The Contractor shall comply with applicable federal, state and local safety and fire regulations and codes, which are applicable to the work, required under any contract resulting from this solicitation. The contractor shall keep abreast of and comply with changes in these requirements and codes applicable to the contract. The contractor shall comply with all applicable OSHA standards including but not limited to 29 CFR 1926.450,451,454 and 503. The contractor shall provide a written fall protection program and documentation of scaffolding and fall protection training for all employees who will work under this contract.

5.2) Technical literature and/or description of all materials, equipment, tools and Materiel Safety Data Sheets (MSDA) for all chemicals, solution and cleaning agents that will be used by the contractor shall be furnished to the COR or his/her designate, for approval by the Safety Officer prior to the start of work by the contractor’s personnel. The VA Engineering Safety Office will inspect all Contractors’ equipment used for outside elevated window cleaning prior to use. All contractor tools, equipment and supplies shall be removed from the premises at the end of each day. The Government assumes no liability for loss or damage to contractor owned property that is not removed from the premises. Particular care and attention shall be taken to prevent roof membrane and utilities damage.

5.3) Warning Signs and Protective Barriers: Warning signs shall be placed to warn personnel when work could possible cause harm or injury to those who are unaware of such work being performed. Barriers shall be placed to protect persons, property, equipment, etc. All work is to be performed in accordance with the guidelines established by federal/OSHA, state, and local ordinances and with the Contractor's Procedures Manual and Quality Control Manual, which shall be presented to the COR prior to commencement of work.

5.4) immediately correct any fire and safety deficiencies caused by his/her personnel. If the contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue a Stop Work Order that will stop all or any part of the work, and hold the contractor in default of the contract.

5.5) take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonable necessary to protect the lives and health of the occupants of the building and the contractor employees. The Contractor shall provide OSHA approved Personal Protection Equipment (PPE) for his employees.

5.6) Contractor personnel shall follow all applicable facility policies concerning fire/disaster programs. The Contracting Officer or his/her designee shall notify the contractor of any non-compliance with the forgoing provisions and the action to be taken. The contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice when served on the contractor or his/her representative at the site of the work shall be deemed sufficient for the purpose aforesaid.

5.7) The Contractor’s Project Supervisor and all workers shall be required to meet with the VA Police, Facility EH & Safety and Radiation Safety Officers to ensure that interior and exterior work is completed in a safe manner at time of award. Contractor shall also provide names of each employee to the COR to ensure that all security matters are complied with.

5.8) Safety Equipment: the proper use of ropes, hoists, saddles, hard-hats, goggles, marks, protective clothing, rigging, etc. must be adhered to at all times when required. When scaffolding is hung from the buildings, the hooks should not be anchored to any roofing or flashing. No safety lines shall be attached to ventilators, stacks, parapet walls etc. Should any damages occur the Government will replace at the Contractor’s expense.

5. 9) Work performed by the contractor shall be coordinated to prevent conflicts with the treatment of the patients and the functioning of the facility. No medical apparatus shall be moved without prior approval.

1. POSTPONEMENT/DELAYS

In the event inclement weather conditions become unsuitable for work or may induce an environmental hazard, the entire work shall be rescheduled to a date and time satisfactory to the Contractor and the COR. Postponement will not reflect any penalties assessed to the Contractor, nor shall there be an additional cost to the Government.

7.0 SECURITY

7.1) The Government shall provide the contractor access to all buildings and rooms required in accordance with the provision of this contract.

7.2 The Contractor is required to report to the COR daily, and sign in/sign out keys and report the number of employees on site and the location of employees. Keys shall not be removed from the premises, duplicated, or issued to any individual to be retained in his/her possession while not physically performing duties under this contract. At the end of each day the Contractor is required to sign out and return keys.

7.3 The Government, at a cost to the Contractor of $10.00 per key, shall replace any key(s) lost by the Contractor. In the event that a master key is lost or duplicated, all locks and keys on that system shall be replaced by the Government and the total cost thereof deducted immediately from the cost of this contract. The Contractor shall notify the COR of his/her designee, immediately of any lost or suspected lost key(s).

7.4 Contractor personnel shall not lend keys or open locked rooms or areas to permit entrance by persons other than contractor personnel performing assigned duties in accordance with this contract. All rooms found unlocked are not to be left unattended while performing duties under this contract and shall be re-locked by contractor personnel immediately upon completion of their duties.

7.5 Employee Identification Badges: Contractor personnel shall wear VA provided identification badges at all times while on VA property and shall return the identification badges to the COR or his/her designee, at the end of each work day.

8.0 CONSERVATION OF UTILITIES

8.1) The Contractor shall instruct his/her personnel in utilities conservation practices. The contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include but not necessarily be limited to:

8.2) Lights shall be used only in areas where and at the time when work is actually being performed unless otherwise directed. Lights shall be turned off in unoccupied areas.

8.3) Mechanical equipment controls for heating and ventilation and air conditioning systems will not be adjusted by the contractor personnel.

8.4) Water faucets or valves shall be turned off after use.

8.5) Government telephones shall not be used for personal reasons or for any toll or long distance telephone calls.

9.0 PERSONEL / SUPERVISORY CHANGES

9.1) Contractor shall notify the COR of any organizational or Project Supervisory changes that may impact the operation and fulfillment of this contract. Project Supervisor shall have thorough knowledge and experience in complete window cleaning services as described in the SOW.

Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

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

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

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

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

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