36C26123Q0363.docx

36C26123Q0363

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. SIGNAT

URE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

570-23-2-823-0011 36C26123Q0363 02-15 -2023 Kulvinder Brar 559-225-6100 03-02 -2023

3PM

PST

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Central California Health Care System 855 M Street, Suite 1020 Fresno CA 93721 X X 561720 $19.5 Million N/A X Department of Veterans Affairs VA Central California Health Care System 2615 E. Clinton Ave Fresno CA 93703 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Central California Health Care System 855 M Street, Suite 1020 Fresno CA 93721

Department of Veterans Affairs FMS-VA-2(101) Financial Services Center

PO BOX 149971

Austin TX 78714-9971 See CONTINUATION Page Semi-Annual Carpet Cleaning Services for VA Central California Health Care System and CBOC locations in Merced, Oakhurst, and Tulare as per the SOW.

All Question need to be submitted NLT 03/1/23 by 3:00pm PST.

Please submit RFQ NLT 03/06/23 by 3:00pm PST.

Contractors shall follow the instructions in FAR provisions 52.212-1 Instructions to Offerors - Commercial Items and 52.212-2 Evaluation - Commercial Items Failure to follow these instructions may cause your quote package to not be considered for contract award.

See CONTINUATION Page X X Mark J. Mikus Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C261 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Central California Health Care System 855 M Street, Suite 1020 Fresno CA 93721

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

Page 1 of Page 1 of

PERFORMANCE BASED WORK STATEMENT (PBWS)

CARPET CLEANING

SERVICES

Central California VA Healthcare System Community Based Outpatient Clinics (CBOC’s)

TABLE OF CONTENTS

SECTION 1 GENERAL

1.1 Introduction

1.2 Key Personnel

1.3 Staffing Standards

1.4 Contractor Requirements.

1.5 Building Security

1.6 Safe Working Environment.

1.7 Handling/Cleaning of Government Furniture/Equipment.

1.8 Recycling.

SECTION 2 GOVERNMENT FURNISHED PROPERTYAND SERVICES

2.1 Regulations and Other Directives

2.2 Facilities

2.3 Keys

2.4 Facility Identification

2.5 Facility Sizes

SECTION 3 CONTRACTOR FURNISHED REQUIREMENTS

3.1 Carpet Cleaning Equipment.

3.2 Listing of Supplies

SECTION 4 SPECIFIC TASKS AND STANDARDS

4.1 Submittals

4.2 Types of Service

4.3 General Standards of Performance

4.4 Specific Cleaning Duties

4.5 Restrictive Cleaning Times

4.6 Defective Performance

4.7 Carpet Maintenance

4.8 Contractor Furnished Equipment, and Supplies

4.9 Written & Electronic Communications

4.10 Contract Surveillance Method

TECHNCAL EXHIBITS

TECHNICAL EXHIBIT A --PERFORMANCE REQUIREMENTS SUMMARY TECHNICAL EXHIBIT B --PRE-EMPLOYMENT MEDICAL REQUIREMENTS TECHNICAL EXHIBIT C --TASK AND FREQUENCY SCHEDULE TECHNICAL EXHIBIT D --DEFINITIONS & ACRONYMS

SECTION 1

GENERAL REQUIREMENTS.

1.1. Introduction. This is a non-personal services contract. The Contractor shall furnish all labor, management, administration, transportation, to execute carpet cleaning/shampooing hospital offices and other areas for all indicated activities within the Central California Health Care System (VACCHCS) system in accordance with Government mandated standards/outputs. Floor plans are available upon request. All references to locations, function, and square feet of rooms are subject to change before or after contract award. The VACCHCS executive staff may change requirements through the Contracting Office as necessary to adjust operational procedures.

1.1.1. Clinical Considerations. The Contractor will consider the clinical environment that this contract involves and instruct his/her personnel in the applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as the cleaning of human secretions, blood, etc., floor stain removal. The Contractor will be notified of isolation areas that need terminal cleaning, inf any. These areas require the use of gloves, gowns, masks, and shoe covers provided by the facility.

1.1.2. Cleaning Chemicals to be used. All cleaning chemicals used in the performance of this contract will be coordinated through the COR and approved by the VAHCS Central California Infection Control Committee prior to their initial use under this contract.

1.2. Key Personnel. Key Personnel shall consist of the Contractor provided carpet cleaning technician(s) and a shift supervisor. A complete resume of experience, with 2 professional references, 1 personal reference and the names and contact phone numbers of previous employers/ supervisors who can verify the candidate’s carpet cleaning/shampooing experience. All required documentation will be provided prior to award for each individual nominated for a Key Personnel position. Approval of Key Personnel will be at the prerogative of the government.

1.2.1 Contractor Certification Requirements: Proof of all required company or individual employee certifications throughout this contract shall be provided by the Contractor as part of the Contractor’s bid submission.

1.2.2 Certification and Experience Requirements. The Shift Leader shall possess at least 1 year of experience within the last 3 years in hospital/medical carpet cleaning/shampooing/restoration services.

1.3. Staffing Standards

Contractor shall provide adequate staff to ensure completion of all required/assigned work tasks in all designated areas, in accordance with the Standards of this PBWS. Failure on the part of the contractor to not complete all assigned/required tasks or complete the assigned/required tasks to the standard of this PBWS during a particular shift shall constitute non-performance for the specific area or task not completed.

1.4. Contractor Requirements.

1.4.1. Contractor Employee Orientation & Language Requirements. The Contractor shall provide a one-day orientation training session at VACCHCS and each VACCHCS CBOC before beginning any work activities. Completion of this requirement is on the Contractor’s time and at the Contractor’s expense. All Contractor Work Supervisor/leader personnel will be able to fluently speak, read, and write the English language at a standard acceptable to the COR. All other Contractor employees will be able to speak, read & write the English language, at a level which will permit them to perform their duties and understand both written and verbal instructions and directions.

1.4.2 Initial Orientation and Continuing Education. The Contractor shall provide initial orientation to each employee prior to commencement of their employment under this contract. Additionally, the contractor shall provide continuing education training in cleaning procedures and environmental services for all employees at least semi-annually.

1.4.2.1 Training Documentation. The contractor shall maintain a file of all employee training records that is conducted during the course of this contract. The Contractor shall provide to the Government copies of all initial orientation and continuing education documentation/certificates for all of its employees (including purpose of training) within 24 hours of being requested by the COR. All Contractor training records will be maintained at the home office site.

1.4.3 Uniforms: The Contractor shall provide all of its employee’s uniforms of distinctive color and design distinguishable from all other VACCHCS and CBOC employee uniforms. All employees will be required to wear a clean uniform during their hours of duty in the VACCHCS and CBOC’s.

1.4.3.1 Contractor Employee Attire & Personal Hygiene. Attire worn by Contractor employees shall comply with general safety and hygiene requirements commensurate with working in a hospital/clinical environment. The wearing of open-toed shoes or sandals by contractor employees while on duty is prohibited. Contractor employees shall adhere to a personal standard of acceptable hygiene, which will include clean clothing and shoes and the application of personal hygiene products which will eliminate personal body odors during their work hours.

1.4.3.2. Personal Protective Clothing/Equipment. The Contractor shall provide to its employees any necessary or required Personal Protective Clothing (PPE) and devices (i.e., rubber aprons, safety shoes, protective face shields, outdoor gear, etc.) at its expense.

1.4.3.3. ID Badges. All contractor personnel shall wear & visibly display either a Government or Contractor provided identification badge as part of their uniform at all times while in the conduct of their duties under this contract. The Government ID badge remains the property of the Government and shall be returned upon contract completion or at the time an employee is terminated or terminates employment.

1.4.4 Medical Treatment of Contractor Employees. The VACCHCS will provide emergency treatment to prevent loss of life, limb, or prevent undue suffering to the Contractor’s employees working at VACCHCS. The Contractor shall pay for medical services provided in accordance with current policies regarding civilian emergencies for Government/Contractor personnel. Required medical examinations and treatment for all job-related injuries or illness shall be the responsibility of the Contractor.

1.4.4.1 Health Exams. The Government reserves the right to require examinations or re- examination of any employee as determined necessary by the VAHCS Central California Director/ COR. Any such examinations shall be performed by the Government at Government expense.

1.4.4.2 Required Immunizations. Contractor staff shall have received or commenced receiving all required immunizations prior to beginning work at the VACCHCS and CBOC’s. The Contractor shall forward current immunization records for all employees within 5 calendar days of any Government request. If required by the Hospital Infection Control Committee (ICC), the Government will provide serologic screening and subsequent immunization of Contractor staff, at no cost to the employee or the company.

NOTE: All Contractor employees will show proof of having received the following immunizations. Such proof will be shown on the employee’s personal immunization record with the appropriate verifying signature from the medical facility providing the immunization record will be provided to the COR prior to the employee beginning work at the VACCHCS.

Tuberculosis Testing (TB-tine or PPd) Hepatitis B (3 shot series, with blood titer upon completion)

COVID-19

Flu

NOTE: The first Hepatitis B shot shall be given prior to the technician(s) start working. All remaining shots in this series (2) shall then be completed within a time frame of 6 months. Proof of the initiation of the shot series shall be provided by the contractor before the employee starts work. Proof of completion of the shot series shall be provided at the 6-month anniversary of the employee’s commencement of work. All tuberculosis testing results shall be no older than 30 days prior to commencement of work activities at the government hospital.

1.4.4.3 Contractor Occupational Health Program. The Contractor shall provide a copy of its existing Occupational Health Program for Contractor employees to the COR within 30 calendar days after award.

1.4.5. Personnel Roster. The Contractor shall submit an initial personnel roster to the COR immediately after award, for all personnel proposed to provide carpet cleaning/shampooing at VACCHCS. This roster must include; name, date of birth, citizenship, passport number and work permit number if non-US citizen. Updated rosters shall be forwarded at least on a quarterly basis or sooner if there are significant changes in contractor personnel.

Note: The Contractor shall not employ anyone living in the United States, its territories and possessions illegally or in violation of the Immigration Laws of the United States. The Contractor shall furnish the COR proper documentary evidence (Copies of passports, work permits, etc.) of his/her employees who are non-US citizens and take such other action as is reasonably necessary to ensure compliance with this provision.

1.4.5.1. Removal of Unacceptable Employees.

1.4.5.1.1. Govt. Right of Removal. The Government reserves the right to require removal from the jobsite any Contractor employee who endangers persons or property (e.g., under the influence of drugs, alcohol, etc.) and whose continued presence at the VACCHCS is inconsistent with the interest of hospital security. Further, the Government reserves the right to refuse or permit entry to the VACCHCS of any Contractor employee who is wrongfully appropriating and/or disposing of Government property. In such cases, the Contracting Officer or his designated representative will advise the Contractor of reason for requesting an employee's removal or withdrawing his/her authorization to enter the facility. Removal of the employee shall not relieve the Contractor of its obligations to perform under the contract.

1.4.5.2. Collection of ID badges from Ex-Employees. The Government reserves the right to confiscate any contractor employee’s Government ID badge. The contractor shall forward the terminated employee’s ID badge to the COR within 3 duty days of any employee’s removal. Removal for such cause does not relieve the Contractor of the requirement to provide sufficient personnel to maintain FULL staffing and to execute ALL requirements under the contract.

1.4.6. Contractor Compliance with VACCHCS policies and guidelines. Contractor personnel shall observe and comply with all rules, policies, and regulations prescribed by the respective VACCHCS and other federal authorities concerning eating/smoking areas, fire, safety, sanitation, security and possession of firearms or other lethal weapons

1.4.7 Contractor Operation of Motor Vehicles. All Contractor motor vehicles operated on VACCHCS grounds by the Contractor and its employees shall be properly registered and insured.

1.4.9 Contractor Insurance, Licensing & Permits. Contractor shall comply with all Federal, State and Local laws for licensing, insurance and permitting for all business conduct and the use of vehicles, equipment and chemicals required by this contract. The Contractor shall obtain said insurance, licenses, and permits necessary for the conduct of business under this contract prior to commencement of services and at no cost to the Government.

1.5. Building Security.

1.5.1. Keys. The Contractor shall be provided keys or allowed access to rooms requiring cleaning as indicated in para. 3.3. The Government may choose to accompany Contractor personnel when in certain secured areas. Keys provided to the Contractor shall not be duplicated. In the event of a Contractor lost key, the Contractor shall reimburse the Government for the total costs involved but in no case will the charge be less than $50. The Contractor’s Executive Technician shall sign a hand receipt for all keys issued by the VAHCS Central California Police.

1.5.2. Contractor Liability. The Contractor shall be liable for any unauthorized use of keys, or negligent employee conduct in work areas that directly results in damage, loss, or theft of Government property.

1.5.3. Completion of Assigned Work Shift. Contractor employees shall immediately depart the facility upon completion of their assigned shift.

1.6. Safe Working Environment.

1.6.1. Contractor Safety Precautions. The Contractor shall exercise all standard safety precautions (e.g., warning signs, interruption of work, phasing of work, etc.) to allow safe passage of hospital patients, personnel, equipment, or carts in work areas.

1.6.2. Accident Reports. The Contractor shall submit accident reports in accordance with the provisions of VAHCS Central California Safety Policy. A copy of all accident reports shall be furnished within 3 working days to the COR who, in turn, will forward it to the VAHCS Central California Safety Officer.

1.7. Handling/Cleaning of Government Furniture/Equipment.

1.7.1. Unplugging of Equipment. Contractor employees shall not unplug ANY medical or Government equipment. No electronic or computer equipment will be moved by Contractor employees. If Contractor employees tape up electrical lines to move them out of the way during a cleaning evolution, the Contractor employee will remove the tape and return the electrical lines to their original position upon completion of the cleaning evolution.

1.7.2. Contractor Moving of Furniture. Contractor employees shall only move furniture and non- medical equipment as required to execute their work duties. Upon completion of work duties, Contractor employees will return all equipment and furniture, previously moved, to its original place.

1.7.3. Contractor Liability for Damages. The Contractor shall be liable for ALL damages incurred while moving or handling equipment/furniture including damage to any part of the building structure if negligence is involved. Furthermore, the Contractor shall be liable for damage to Government property or work areas caused as a direct result of Contractor negligence, equipment, or supplies.

NOTE: The Government is responsible for moving all medical/electrical/ electronic/computer equipment so that the Contractor may conduct its cleaning requirements. Contractor employees will NOT move ANY medical or Government owned electronic equipment.

1.8. Recycling. The contractor will comply with the VAHCS Central California and the respective VACCHCS and CBOC’s recycling policies.

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

GENERAL. The Government will provide the Contractor with certain property and services requirements as set forth herein.

2.1. Regulations, and Other Directives. The Government will provide, or issue required VA items prior to the start of contract performance. In the event that the Contractor determines a need to access a particular Regulation, Memorandum or other Directive that has not already been provided, they shall contact the COR, who will make the final determination as whether the government will provide the requested document.

2.2. Facilities. All space designated for Contractor use shall be kept clean by the Contractor. The Government will furnish the following related services:

2.3. Keys. Keys will be issued to the Contractor by the VACCHCS Key Custodian or his/her alternate. Further clarification of this subject can be obtained in para. 1.5.

2.4. Facility Identification. A facility map can be provided upon request and will list all facilities to be serviced under this contract.

2.5. Square Footage Estimates by Facility.

1. Fresno: 60,000 square feet

2. Merced CBOC: 400 square feet

3. Oakhurst CBOC: 1200 square feet

4. Tulare CBOC: 400 square feet

SECTION 2

CONTRACTOR FURNISHED SUPPLIES AND EQUIPMENT

3.1 Carpet Cleaning Equipment. The Contractor shall furnish and maintain all necessary and required equipment, supplies, transportation/vehicles (other than those specified as Government-furnished) and all other items necessary to perform all services required.

3.2 Listing of Supplies. Contractor will provide consolidated list of additional cleaning supplies for COR approval prior to use (other than those specified as Government-furnished).

SECTION 3

SECTION 4

SPECIFIC TASKS AND STANDARDS

4.1 Submittals. The contractor shall submit the following reports as indicated in the detailed listing:

1. Facility Defect Reports

2. Personnel Roster The following is a detailed explanation of each of the above listed submittals along with the specific requirements for each one.

4.1.1. Facility Defect Reports. The Contractor shall report noted facility defects (torn, frayed, extremely worn carpet, holes in the carpet, stains that are not removeable, graffiti, broken or leaky faucets, etc.) in writing within the same duty day of discovery. Emergency facilities' defects (broken water pipes, gas leaks, etc.) shall be reported verbally to the VACCHCS staff, COR, or Administrative Officer of the Day (AOD) as soon as possible after discovery to facilitate repairs and shall be reported in writing by the end of the work shift.

4.1.2. Personnel Roster. The Contractor shall submit a copy of its personnel roster to the COR for all personnel working in the facility no later than 30 calendar days from the date of award. Proposed employees who have not been listed on the approved personnel roster shall not be allowed to work in the respective VACCHCS CBOC’s. The Contractor shall also provide a copy of each employee’s ID Badge to the COR immediately prior to each employee’s start date.

4.2 Types of Service – The Government shall solely determine the required tasks and frequencies required to execute each type of service in accordance with specified standards/outputs. In accordance with the concept of Performance Based Work Statements, it shall be the sole determination of the Contractor as to how they will specifically accomplish the assigned tasks to the standards set forth by the Government. The following are the types of service areas covered under this contract, based on category of service and required standards/outputs:

4.2.1. Carpet Cleaning Services of this type are rendered in administrative areas and offices. These services shall normally be accomplished during non-working hours, overnight, when patients and staff are not present in these areas. This includes spot treating tough stains, shampooing carpets and carpet buffing.

4.3 General Standards of Performance. All work performed under this contract shall conform to the requirements for medical facility cleaning as specified by Joint Commission (JC).

4.4 Specific Cleaning Duties – The following is a general listing of the housekeeping duties that will be performed, at a minimum, for each type of cleaning. Specific types of cleaning may also have duties not listed here but are required specifically for that type of cleaning.

1. Vacuuming of carpeted floors

2. Spot treating/cleaning of carpeted floors to prepare for stain removal

3. Shampoo carpeted floors

4. Restoration of carpeted floors as needed

5. Advice when carpeted floors need replacing

4.5 Restricted Cleaning Times. – The Contractor shall clean/shampoo during the overnight/non-business hours per VACCHCS. These hours are typically from 4:30pm to 7am.

4.6 Defective Performance. The Contractor's failure to perform a single cleaning task in a room/area shall not in itself render the entire service unsatisfactory. Defective performance noted by the COR during quality assurance inspections will be immediately brought to the Contractor's attention in order that the specific defective services may be re-performed to meet the required standards.

4.7 Carpet Maintenance.

4.7.1. Carpet Cleaning. The Contractor shall thoroughly vacuum by using standard commercial equipment as necessary to the task on a semiannual basis at VACCHCS at its campus buildings. Carpets shall be spot and deep cleaned semi-annually to remove all accumulation of soil or spillage on carpet surfaces.

4.7.2. Carpet Spot Cleaning/Treating. The Contractor shall spot clean and/or treat any stained areas on carpeted surfaces as necessary to the task on a semiannual basis at VACCHCS and its campus buildings.

4.7.3. Carpet Shampoo. The Contractor shall shampoo all carpeted floors by using standard commercial equipment as necessary to the task on a semiannual basis at VACCHCS and its campus buildings.

4.7.4. Carpet Restoration. The Contractor shall make all efforts to restore carpeted floors to a uniform finish using standard commercial equipment as necessary to the task on an as needed basis at VACCHCS and its campus buildings. Contractor will advise the COR when carpet is beyond economical restoration or restoration costs will exceed the cost of replacement.

4.7.5. Standard of Cleaning & Compliance. Carpet shall be free of lint and spots, to include dust, loose dirt, sand, grit, cigarette ashes, and other non-abrasive soils, as appropriate to type of service standard for given area.

4.8 Contractor Furnished Equipment, and Supplies.

4.8.1. Use of Cleaning Chemicals. All cleaning chemicals must remain in an original manufacturer’s container with appropriate directions in English. The Contractor shall not use any supplies or equipment prior to receiving the approval of the VAHCS Central California Infection Control Committed and the COR. The Contractor shall keep copies of all MSDS in their home or area Office, at a central location as a master copy.

4.8.2. Contractor Equipment Documentation. The Contractor shall provide documentation to the COR for all equipment prior to use.

4.8.3. Contractor Equipment Compatibility. Contractor's equipment shall be compatible with existing sources of Government-furnished electrical power and be in compliance with Underwriter’s Laboratory (UL), National Fire Protection Association (NFPA). Use of extension cords in any VACCHCS is strictly forbidden.

4.9 Storage of Contractor Equipment. The Contractor shall store all equipment material and supplies in full compliance with EPA and OSHA regulations for storage and as indicated below.

4.9.1. Storage in Designated Areas. The Contractor shall not store equipment, materials, and supplies in VACCHCS when not in use. Stored trash containers and receptacles shall be visibly clean at all times. All Contractor equipment will be removed upon completion of work. No equipment, materials or supplies shall be kept on VACCHCS property.

4.9.2. Standard of Cleaning of Contractor Equipment. The Contractor shall utilize equipment which has been cleaned and disinfected as appropriate for those areas requiring total disinfection cleaning.

4.10 Written & Electronic Communications.

4.10.1. Provision of Adequate Contractor/Govt. Communications. Contractor shall insure adequate electronic communication with the Government and its employees.

4.11 Contract Surveillance Method. All work performed under this contract will be subject to inspection. The COR, along with the individual Directors of the VACCHCS covered by this contract, are designated as officials responsible for verifying contractor compliance under this contract. After contract award, any incidents of contractor noncompliance, as evidenced by the monitoring procedures, shall be reported to the COR and Contracting Officer. The Contractor should expect that during the course of this contract, on occasion, a VAHCS Central California inspection team will perform random inspections of the quality of work being performed by the contractor under this contract.

4.11.1.

Technical Exhibit A

TECHNICAL EXHIBIT A

PERFORMANCE REQUIREMENTS SUMMARY

1. Purpose.

1.1. To list the PWS requirements considered most critical to satisfactory contract performance.

1.2. Identify the PWS reference(s) that identifies standards for the PWS requirements considered most critical to satisfactory contract performance.

1.3. Provide maximum allowable defect rates for each PWS requirement (See PRS Column 3). The maximum allowable defect rate is the defect rate in the population of services above which the contractor’s quality control is considered unsatisfactory. The maximum allowable defect rate does not represent a threshold above which payment deductions are taken. Deductions may be taken for all defects (with credit for rework to the extent appropriate) irrespective of whether the maximum allowable defect rate was exceeded or not.

1.4. Identify the primary surveillance method as appropriate to PWS requirements. (See PRS Column 4).

1.5. Specify the applicable deduction base percentage applicable to each listed PWS requirement (See PRS Column 5).

2. Re-performance of Services. If any of the services do not conform to contract specifications and standards, the Government will require the contractor to re-perform the services in conformity with contract requirements, at no additional cost to the Government. When the defects in services cannot be corrected due to circumstances, the Government may (1) require the contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce the contract price to reflect the reduced value of the services performed. The Government may exercise appropriate contractual remedy should the contractor fail to promptly take the necessary action to ensure future performance is in conformity with contract requirements.

2.1. The contractor shall be required to correct/eliminate any deficiencies in services within the following prescribed time frames: Type I and II Services within 2 hours, Type III, IV, V and VIII Services within 8 hours. Notification begins when pertinent documents (e.g., Customer Discrepancy Report) are issued to the contractor. Time of notification and correction of all applicable deficiencies should be entered on all Government documents and retained in the contract file. The Government may execute a deduction in payment for non-compliance when validated by the Contracting Officer (CO).

3. Criteria for Determining Maximum Allowable Degree of Deviation (AQL) From Requirement.

3.1. Surveillance Checklists, and Customer Complaint Inspections. The AQLs are based on levels of performance required for a clean MTF. Deficiency levels which exceed the AQL are unacceptable and may trigger actions in Paragraph 4.

3.1.1. When apparent non-satisfactory work is identified, the Contractor shall be required to respond to a Contract Discrepancy Report (CDR). The Contractor shall explain reasons for substandard performance, how performance will be returned to acceptable levels, and how recurrence of the same or like problems will be prevented in the future.

3.1.2. The Government will evaluate the Contractor's explanation, assess its validity, and determine whether it is acceptable.

TECHNICAL EXHIBIT B

PRE-EMPLOYMENT MEDICAL REQUIREMENTS

1. The following requirements are, except where otherwise indicated, considered the minimum essential (see paragraph 1.6 of Performance Work Statement):

a. Tuberculosis Screening should follow the “Uniform Tuberculosis Clearance Procedures for all Hospital and Medical Facilities Branch Programs” as established by the State Health Department.

(1) IPPD (Mantoux Intermediate Strength PPD 5-TU), unless contraindicated, will be administered by a private provider facility within 30 days prior to contract start date or commencement of employment by the employee.

(2) Positive tuberculin reactors will obtain a chest-x-ray within one year prior to contract start date and 4 years thereafter (see paragraph 1.6.5 of Performance Work Statement).

b. Hepatitis B Vaccine shall be implemented in accordance with OSHA standards on occupational exposure to bloodborne pathogens. The three-shot sequence shall be initiated prior to any contractor employee beginning work. The full sequence shall be completed in the standard 6-month time period.

c. COVID-19 Vaccine.

2. Documentation of Results. The Contractor will ensure that all personnel are screened and have received medical clearance.

4. Exceptions to Policy. Request for any exceptions to these policies will be coordinated through the contracting office. The contracting office will, in turn, coordinate the action with the appropriate occupational health office.

TECHNICAL EXHIBIT C

TASK AND FREQUENCY SCHEDULE

Carpet Spot Cleaning

Task & Frequency Schedule for Periodic/Cyclic Cleaning

TECHNICAL EXHIBIT D

DEFINITIONS. The following terms used throughout this PWS shall have the following meanings.

Acceptable Quality Level (AQL). AQL is the maximum allowable percentage of deviation from perfect performance for an individual service output.

Advisory Documents. Directives, which the Contractor may use for information and guidance and which are not binding for compliance.

Blood borne Pathogens Standards. The Occupational Safety and Health Administration (OSHA) standard to eliminate or minimize occupational exposure to Hepatitis B Virus (HBV), Human Immunodeficiency Virus (HBV), and other blood borne pathogens.

Contracting Officer (CO). The individual with the authority to enter into, administer, and/or terminate contracts. The KO is the exclusive Government official authorized to execute changes and authorize deviations or variations from the contract.

Contracting Officer's Technical Representative (COR). The medical facility person responsible for assisting in Contractor oversight and administration of the Government's quality assurance portion of the contract. This person is designated in writing through a formal Letter of Appointment by the Contracting Officer to be responsible for quality assurance, inspection, surveillance documentation and periodic (monthly) acceptance of Contractor's performance. A copy of the letter of appointment will be provided to the Contractor.

Disinfection Cleaning. Falls between the processes of physical cleaning and sterilization as the elimination of disease-producing microorganisms, but not spores, from inanimate objects via pasteurization or liquid chemicals. Create a clean, safe, attractive environment for patients, staff, and visitors.

Facility Defects. Flaws in the physical plant caused by age, breakdown, damage, or other causes. These may be cosmetic or causing further damage to personnel. The Government will identify defects as routine or emergency based upon urgency of repair.

Hard Surface Floors: Floor surfaces that require application or removal of floor finish or polishing. Examples include linoleum floors, hard rubber flooring, etc.

Hospital Infection Control Committee (ICC). A designated group of hospital staff responsible for monitoring the total infection control program within the medical facility. JCAHO and The Surgeon General consider housekeeping an integral part of the total infection control program.

Internal Emergency Clean Up. Emergency response by Contractor employees may be required (over and above routinely scheduled work) to provide for patients and staff welfare and safety of the building as a result of mass casualty situations or natural disasters. Examples include facility defects, fire, mass illness or an injury situation. The hospital shall be maintained, as closely as possible, in a hygienically clean condition during such emergency situations.

Joint Commission on Accreditation of Health Care Organizations (JCAHO). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.

Key Contractor Personnel: Key Contractor personnel consist of the Executive Carpet Cleaner, Shift Leaders, and Supervisors.

Mandatory Documents. Directives with which the Contractor is obligated to comply.

Health Care Acquired Infections (HCAI). An infection acquired by patients and others during hospitalization, with diagnosis confirmed by clinical or laboratory evidence. Great danger arises with hospital infections because of the weakened condition of patients. The most effective method of defense is a clean, infection-free environment. Effective environmental sanitation is required to lessen hazards to the extent that Health Care Acquired infections may be consequence of exposure to contaminated air, dust, furnishings, equipment, and other fomites. Frequent and thorough cleaning of hospital interiors is necessary to reduce the number of pathogens. The main purpose is to physically remove microorganisms from the various fomites that might, in turn, transmit them to patients.

Patient Discharge Cleaning. This service encompasses terminal cleaning within the patient cubical/exam areas whenever the patient's stay has ended or when the patient has been transferred.

Performance Assessment Plan (PAP). A Plan which provides the Contracting Officers’ Representative (COR) a systematic method to monitor Contract performance.

Quality. The Standard of Cleanliness of an Area. This is measured by the Contractor’s compliance with Government mandated standards or service outputs.

Quality Assurance (QA). A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to technical requirements; and satisfactory performance is the end result.

Random Sampling. A methodology of selecting areas to be inspected, which guarantees that no prejudicial, factors pre-dispose one area to be inspected over another. The methodology used is "Sampling with Replacement" meaning that an area once selected, is returned to the pool, and could be selected again with infinite frequency.

Regulated Medical Waste (RMW). Regulated Medical Waste is any waste from patients in strict or respiratory isolation or with wound and skin precautions; wastes from the microbiology laboratory; and other wastes, such as surgical waste, needles, syringes, and sharps, classified as infectious. Pathological waste is any waste, which includes anatomical parts of humans and animals, excluding human corpses and animal carcasses.

Total Disinfection Cleaning. The highest degree or level of disinfection through cleaning of all environmental surfaces (The interruption of the chain of infection.) The quality standard for performance of total disinfection cleaning is to significantly reduce the potential that large numbers of microorganisms on environmental surfaces will come into contact with patients. Requires that a specific task be performed in a systematic manner on a daily basis.

Steadfast Policing. The clean-up of papers and any other debris, removing spills, vomitus, spots and marks from walls, loading docks, walkways, entrances, parking lots, interior and exterior planters, floors, carpets, and furniture.

ACRONYMS/ABBREVIATIONS

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

This is a non-personal services contract. The Contractor shall furnish all labor, management, administration, transportation, to execute carpet cleaning/shampooing facility offices and other spaces for all indicated activities within the Central California Health Care System (VACCHCS) system in accordance with Government mandated standards/outputs on a semiannual basis.

Contract Period: Base POP Begin: 04-01-2023 POP End: 03-31-2024 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S214 - Housekeeping - Carpet Laying/Cleaning

MANUFACTURER PART NUMBER (MPN): NA

This is a non-personal services contract. The Contractor shall furnish all labor, management, administration, transportation, to execute carpet cleaning/shampooing facility offices and other spaces for all indicated activities within the Central California Health Care System (VACCHCS) system in accordance with Government mandated standards/outputs on a semiannual basis.

Contract Period: Option 1 POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S214 - Housekeeping - Carpet Laying/Cleaning

This is a non-personal services contract. The Contractor shall furnish all labor, management, administration, transportation, to execute carpet cleaning/shampooing facility offices and other spaces for all indicated activities within the Central California Health Care System (VACCHCS) system in accordance with Government mandated standards/outputs on a semiannual basis.

Contract Period: Option 2 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S214 - Housekeeping - Carpet Laying/Cleaning

This is a non-personal services contract. The Contractor shall furnish all labor, management, administration, transportation, to execute carpet cleaning/shampooing facility offices and other spaces for all indicated activities within the Central California Health Care System (VACCHCS) system in accordance with Government mandated standards/outputs on a semiannual basis.

Contract Period: Option 3 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S214 - Housekeeping - Carpet Laying/Cleaning

This is a non-personal services contract. The Contractor shall furnish all labor, management, administration, transportation, to execute carpet cleaning/shampooing facility offices and other spaces for all indicated activities within the Central California Health Care System (VACCHCS) system in accordance with Government mandated standards/outputs on a semiannual basis.

Contract Period: Option 4 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S214 - Housekeeping - Carpet Laying/Cleaning