36C26124Q0566 0003.docx

36C26119Q0207 36C26119Q0207

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendmen t, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) None

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan Park CA 95652

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan CA 95652 To all Offerors/Bidders

36C26124Q0566 04-23-2024

X

X

a. The purpose of this amendment is to:

1. Answer vendor questions

2. Revise performance work statement section 1.3.4 Responsible Areas

IMPORTANT: Vendors must submit a signed copy of all amendments by the solicitation due date and time.

Emily Trinh Contracting Officer Solicitation Questions and Answers Kitchen Janitorial Services for VA Palo Alto Health Care System

1. Can the Government share the daily headcount for each location, in order to accurately determine the amount of supplies needed listed in 5.12?

a. The approximate daily headcount for each location is:

· 50 for Palo Alto

· 90 for Menlo Park

· 30 for Livermore

2. What is the estimated population utilizing the Palo Alto Division NFS facility/areas for service?

a. Palo Alto Nutrition and Food Service (NFS) serves approximately 50 (NFS staff + Veterans)

3. What is the estimated population utilizing the Menlo Park Division NFS facility/areas for service?

a. Menlo Park NFS serves approximately 90 (NFS staff + Veterans)

4. What is the estimated population utilizing the Livermore Division NFS facility/areas for service?

a. Livermore NFS serves approximately 30 (NFS staff + Veterans)

5. Palo Alto Division (B100, B500, B520, B7) -- Page 12 | For further clarification, what is the combined square footage of the total serviceable areas for the Palo Alto Division?

a. The performance work statement has been revised to reflect this information. Reference section 1.3.4 Responsible Areas.

6. Menlo Park Division (B329, B331, B335, B360) -- Page 12 | For further clarification, what is the combined square footage of the total serviceable areas for the Menlo Park Division?

a. The performance work statement has been revised to reflect this information. Reference section 1.3.4 Responsible Areas.

7. Livermore Division (B64, B90)) -- Page 12 | For further clarification, what is the combined square footage of the total serviceable areas for the Livermore Division?

a. The performance work statement has been revised to reflect this information. Reference section 1.3.4 Responsible Areas.

8. How many employees are currently providing custodial services for this contract?

a. Approximately 8 FTE.

Please note it’s the vendor’s responsibility to determine the number of sufficient staff to meet the VA’s requirement outlined in the performance work statement.

9. How many janitors are currently working at each site?

a. 4 FTE at Palo Alto, 3 FTE at Menlo Park, and 1 FTE at Livermore.

Please note it’s the vendor’s responsibility to determine the number of sufficient staff to meet the VA’s requirement outlined in the performance work statement.

Note: The Government is currently reviewing questions that were received by the question submission deadline of 1:00PM PST on May 3, 2024. The solicitation will be amended to answer these questions as soon as possible.

36C26124Q0566

B.3 PERFORMANCE WORK STATEMENT

Janitorial Services for PAD/MPD/LVD Kitchen for VA Palo Alto Health Care System Section 1: General Information

1.1 General: The Contractor shall provide all management, labor, tools, equipment, materials, supplies, and consumables necessary to provide janitorial services for the Nutrition and Food Service (NFS) areas including kitchens, dining area, prep rooms, storage areas, employee break rooms, employee locker rooms, restrooms, and offices at the VA Palo Alto Health Care System (VAPAHCS) Palo Alto, Menlo Park, and Livermore divisions.

1.2 Period of Performance:

1.2.1 Base Year: July 1, 2024 to June 30, 2025

1.2.2 Option Year 1: July 1, 2025 to June 30, 2026

1.2.3 Option Year 2: July 1, 2026 to June 30, 2027

1.2.4 Option Year 3: July 1, 2027 to June 30, 2028

1.2.5 Option Year 4: July 1, 2028 to June 30, 2029

1.3 Place of Performance:

1.3.1 Palo Alto Division is located at 3801 Miranda Ave., Palo Alto, CA 94304-1207

1.3.1.1 Note: There is a construction plan from July 2024 to January 2025 in the Palo Alto kitchen.

1.3.1.1.1 During this time, 15% of the area will be closed and moved to a trailer in the back dock of building 100.

1.3.1.1.2 During the construction, contractors are not required to clean both the closed areas and the trailer.

1.3.2 Menlo Park Division is located at 795 Willow Road, Menlo Park, CA 94025-2539

1.3.3 Livermore Division is located at 4951 Arroyo Road, Livermore, CA 94550-9650.

1.3.4 Responsible Areas:

1.3.4.1 Note: The Government does not expressly or impliedly warrant the accuracy of the square footage listed. The Government enabled quoters a reasonable inspection of the physical space to be serviced during the site visit. After which, the quoter shall determine whether to use the Government’s approximations or calculate its own square footage for the purpose of its quote.

Palo Alto Estimate Total Square Footage for Janitorial Services: 12,030

Menlo Park Estimate Total Square Footage for Janitorial Services: 22,224

Livermore Estimate Total Square Footage for Janitorial Services: 10,237

1.4 Hours of VA Operation:

1.4.1 VA kitchen is open 7 days a week, from 5:00AM to 7:30PM, including all State and Federal Holidays.

Holidays observed by the Department of Veterans Affairs:

1.5 Contractor Work Schedule:

1.5.1 Contractor shall provide services 7 days a week, including holidays, from 7:00PM to 4:00AM.

1.5.2 Prior to commencing performance under this contract, the Contractor shall provide a work schedule and staffing plan to the COR describing how services will be accomplished. The COR must approve of any changes to the contractor’s schedule in advance.

1.5.3 All work shall be coordinated with designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.

1.6 Type of Contract: The government will award a Firm Fixed Price contract.

1.7 Contract Changes: Additional cleaning required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the Contracting Officer Representative (COR) and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer.

1.8 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. 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:

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 Section 2: Definitions & Acronyms 1.

2.

2.1. Definitions:

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

2.1.2. Contracting Officer (CO). A person with the authority to enter, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a government employee to act as his authorized technical representative.

2.1.3. Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

2.1.4. Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

2.1.5. Joint Commission (JC). 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.

2.2. Acronyms:

2.2.1. CO – Contracting Office

2.2.2. COR – Contracting Officer’s Representative

2.2.3. LVD – Livermore Division

2.2.4. MPD – Menlo Park Division

2.2.5. NFS – Nutrition and Food Service

2.2.6. PAD – Palo Alto Division

2.2.7. POC – Point of Contact

2.2.8. PWS – Performance Work Statement

2.2.9. QASP – Quality Assurance Surveillance Plan

2.2.10. VA – Veterans Affairs

2.2.11. VAPAHCS – Veterans Affairs Palo Alto Health Care System

2.2.12. VCT – Vinyl Composition Tiles

Section 3: Government Furnished Property, Equipment, and Services 1.

2.

3.

3.1. The government will provide a storage room at each site for the contractor’s use. The government will supply dispensers for: touchless automatic paper towel, hand sanitation soap, waterless alcohol-based hand sanitizer.

3.1.1. Georgia-Pacific Enmotion automated touchless roll paper towels and Enmotion dispensers. The dispensers are limited to accept only the Georgia-Pacific roll paper towels other brand may render machines inoperable.

3.1.2. Sharp containers.

Section 4: Contractor Furnished Items and Services 1.

2.

3.

4.

4.1. The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation except as a specified herein as government-furnished, necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. Contractor shall have no more than five (5) COR documented customer complaints per month. Any discrepancy found must be corrected as soon as possible and send proof of corrections to the COR. Report any non-functioning/broken items (toilet, sink, door, …) to COR for Government Engineering Work Order submissions.

4.2. Environmental and Energy Conservation Objectives: “All applicable environmental and energy conservation objectives required for and associated with VA janitorial requirements in general shall be incorporated into the solicitation and any resultant contract. (See FAR Parts 2, 7, 11, 23, 36, 42, and 52; VHA Directive 2005-011, VHA Green Environmental Management System (GEMS) and Governing Environmental Policy Statement, 7 Mar 05; VA Handbook 0052, Affirmative Procurement, recycling, and Waste/Pollution Prevention programs, 14 Jun 02; and IL 049-02-7, 16 Apr 02, Executive Order 13221, Energy Efficient Standby Power Devices.”

Section 5: Specific Tasks Performance Requirements Table BUILDINGS: Palo Alto Division (B100, B500, B520, B7), Menlo Park Division (B329, B331, B335, B360), Livermore Division (B64, B90) Performance Standard: Cumulative, no more than 5 incidences/complaints per division per month.

Floors:

Equipment/Surfaces:

1.

2.

3.

4.

5.

5.1. Maintain Tile Floors: Vinyl Composition Tiles (VCT) and Small Tiles Floor, Quarry Tile Floor, Concrete Floor

5.1.1. Bldg. 500 Vinyl Composition Tiles (VCT) and small tile floors need to be swept and mopped daily and scrubbed weekly but DO NOT NEED to be stripped and waxed quarterly because it will damage the floors.

5.1.2. For all other buildings, Vinyl Composition Tiles (VCT) and small tile floors should be swept and mopped daily, scrubbed weekly, and stripped and waxed quarterly to include the grout lines as needed to maintain cleanliness. Use a proper mixture of EPA approved germicidal solution when wet mop is performed.

5.1.3. Quarry tile floors must be swept and mopped daily and scrubbed weekly, including walk-in freezer floors.

5.1.4. Concrete floor in MPD bldg. 329, room 170 must be swept and mopped 3 times a week – Tuesday, Thursday, and Saturday.

5.1.5. All residues from floor maintenance cleaning solutions shall be removed from baseboards, furniture, trash receptacles, etc.

5.2. Carpet Floor Maintenance:

5.2.1. Carpet areas must be vacuumed, and spots removed as necessary if visible. Floors, baseboards, corners, and wall/floor edges shall also be clean.

5.2.2. Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter.

5.2.3. Any spot shall be removed by carpet manufacturer’s approved method as soon as noticed.

5.2.4. Carpet must be shampooed monthly.

5.2.5. All tears, burns, and raveling shall be brought to the attention of the COR.

5.2.6. Floor Mats including Kitchen Floor Mats:

5.2.6.1. Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter.

5.2.6.2. Soil and moisture underneath mats shall be removed, and mats returned to their original location.

5.2.6.3. Kitchen rubber floor mats must be cleaned daily.

5.2.6.4. All floor mats must be returned to their original places on the floor.

5.3. Remove Trash:

5.3.1. All trash containers shall be emptied, lined with trash liners, and returned to their initial locations. Clean the interior/exterior of the trash bins if needed.

5.3.2. Trash containers shall be left cleaned, free of foreign matter, and free of odors.

5.3.3. The trash shall be deposited in the nearest outside trash collection container. Ensure that trash is deposited according to its correct type.

5.3.4. Regular trash collection containers are grey, recycle collection containers are blue, and compost collection containers are green.

5.3.5. Carton paper boxes must be flattened and broken down and before placing in blue recycle collection container. Oily and soiled boxes must be disposed as regular trash.

5.4. Clean and Disinfect:

5.4.1. Completely clean and polish dry all surfaces of hood, work counters, refrigerators, trapline conveyor, sinks, kitchen equipment (including kettles, ovens, microwaves, grills, blast chillers, reach-in and roll-in refrigerators, and mixers), dish room equipment, plumbing fixtures, walk-in refrigerators and walk-in freezers.

5.4.2. After cleaning, receptacles and surfaces will be free of deposits, dirt, streaks, and odors. All horizontal surfaces will be washed with germicidal solution and sanitized. Stainless steel surfaces must be polished with approved stainless-steel polish utilizing proper methods to avoid scratching or otherwise damaging the surface.

5.4.3. Separate cleaning equipment such as mops, cloths, scrubbers, etc. shall be used in the kitchen area to avoid cross contamination of germs from the restroom areas.

5.4.4. Chairs, trash receptacles, and other moveable furniture and equipment shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

5.4.5. The wheels, casters, furniture legs, storage bins should be cleaned of any debris or marks including mop strings.

5.4.6. All curtains should be wiped down.

5.4.7. Clean and disinfect work counters, carts, and cart surfaces.

5.5. Clean and Polish:

5.5.1. All tile walls in the cart washroom, dish room, and the main kitchen must be wiped down, cleaned and polished.

5.5.2. All stainless-steel surfaces (refrigerator, dishwasher, freezer…) shall be polished.

5.6. Clean Interior Glass/Mirrors/Windows:

5.6.1. Clean all interior glass, including glass in doors, windows, partitions, walls, display cases, directory boards, etc.

5.6.2. After glass cleaning, there shall be no trace of film, dirt, smudges, streaks, water, or other foreign matter.

5.7. General Spot Cleaning:

5.7.1. Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kickplates, light switches, temperature controls, baseboards, cabinets, and fixtures.

5.7.2. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

5.8. General Dusting:

5.8.1. All horizontal surfaces must be dusted or cleaned to eliminate dust collection in all areas including offices and top of lockers.

5.9. Ceilings:

5.9.1. Vacuum and damp dust ceilings (as necessary to pass daily inspection) to assure all dust, streaks and cobwebs are removed. The immediate vicinity of air ducts in acoustical tile ceilings shall be kept clean using an approved ceiling tile cleaner. In addition, ceiling vents must be cleaned as needed, including the vents in the freezers.

5.9.2. Vacuum and damp dust the exterior of light fixtures.

5.10. Floor Drains:

5.10.1. Floor drains must be cleaned and sanitized.

5.11. Tabletop or Floor Style Fans:

5.11.1. Blades and grills of tabletop and floor style fans shall be cleaned, and blades shall be dust-free.

5.12. Supplies:

5.12.1. The following is a list of current supply dispensers and supplies used at the VA Palo Alto Health Care System:

5.12.1.1. EnMotion

5.12.1.2. Coreless toilet tissue

5.12.1.3. Wax Non-Zinc (Palo Alto Division only)

5.12.1.4. 3M #25 Quat Disinfectant

5.12.1.5. 3M #4 Bathroom Cleaner

5.12.1.6. 3M #8 General Purpose Cleaner

5.12.1.7. 3M #1 Glass Cleaner

5.12.1.8. 3M #3 Neutral Cleaner

5.12.1.9. 2000ml and 1000ml Provon Medicated Soap with Triclosan (No substitutions)

5.12.1.10. Plastic Bags, Large Clear 33x40, 1.5mil

5.12.1.11. Plastic Bags, Small Clear, 24x24, 1.5mil

5.12.1.12. Plastic Bags, Extra Large Clear, 40x47, 1.5mil

5.12.1.13. Wet task wiping system for use with 3M #25 Quat Disinfectant

5.12.1.14. Seat covers ¾ fold and ½ fold.

5.12.2. The above 3M chemical products (brand name or equal) are the only authorized products the contractor shall use. Products other than those listed above must be approved by the COR. All other cleaning supplies are contractor’s choice but must be approved by COR. There are no estimates on usage of supplies.

5.12.3. The Contractor shall provide the supplies to dispensers installed by VA Palo Alto.

5.12.4. The Contractor shall provide seat covers of appropriate size to all restrooms.

5.12.5. The Contractor shall replace batteries for the dispensers both C and D batteries.

Section 6: Restrooms The contractor shall accomplish all cleaning tasks including dusting over equipment and shelving to meet the requirements of this PWS and the minimum cleaning frequencies established herein. Contractor shall have no more than five (5) COR documented customer complaints per month. 2 restrooms in Menlo Park kitchen area include locker rooms.

1.

2.

3.

4.

5.

6.

6.1. Clean and Disinfect:

6.1.1. The Contractor shall clean and sanitize sinks, urinals, and toilets.

6.1.2. The floor traps shall be always maintained free from odor.

6.1.3. The Contractor shall sweep and wet mop the floors daily, scrub, strip, and wax as required.

6.1.4. The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces.

6.1.5. The Contractor shall damp-wipe and polish the chrome fixtures.

6.1.6. The Contractor shall clean (descale) toilet bowls and urinals.

6.1.7. The Contractor shall furnish and replenish restroom supplies for example: soap dispensers, paper towels and toilet tissue. The Contractor shall ensure sufficient supplies are provided.

6.1.8. The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles.

6.1.9. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors.

6.1.10. Disinfect all surfaces of partitions, stalls, entry doors, including handles, kickplates, ventilation grates, metal guards, wall areas adjacent to wall mounted sinks and lavatories, and work counters/tables including under shelving.

6.2. De-scale Toilet Bowls, Urinals, Dish Machines, and Pulpers:

6.2.1. De-scaling shall be performed monthly as a minimum or more often and as often as needed to keep areas free of scale, soap films, and other deposits.

6.2.2. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits and rust stains.

6.2.3. Dish machines are to be de-limed once a week.

Section 7: Periodic Cleaning Services 1.

2.

3.

4.

5.

6.

7.

7.1. Scrub, Strip, and Wax Floors:

7.1.1. Scrub, strip, and wax floors as necessary to maintain a uniform, glossy appearance.

7.1.2. If wax is utilized in accordance with industry standards and manufacturer’s care instructions, a non-skid wax is required.

7.1.3. A uniform, glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.

7.2. Clean Interior Windows:

7.2.1. Clean glass surfaces that are under ten (10) feet high.

7.2.2. After surfaces have been cleaned, all traces of film, dirt, smudges, streaks, water, and other foreign matter shall be removed from frames, castings, sills, and glass.

7.3. Clean/Shampoo Carpets:

7.3.1. All carpets shall be cleaned in accordance with standard commercial practices.

7.3.2. A heavy-duty spot remover may be required in heavily soiled areas. Shampoo shall incorporate a current EPA-registered sanitizer and a soil retardant.

7.3.3. Phenolic-based disinfectants shall not be used as a carpet shampoo.

7.3.4. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration.

7.3.5. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items.

7.3.6. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location.

Section 8: Quality Control Plan 1.

2.

3.

4.

5.

6.

7.

8.

8.1. Contractor Quality Control Program:

8.1.1. The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program shall be provided to the COR 30 days after contract award effective date. An updated copy shall be provided the COR as changes occur. The quality control program shall include, but are not limited to the following:

8.1.1.1. An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

8.1.1.2. The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable.

8.1.1.3. On-site records of all inspections conducted by the Contractor and necessary corrective action taken.

8.1.1.4. A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the COR or designated representative during the term of the contract.

8.2. Government Quality Assurance Monitoring: The Government will monitor the contract performance to assure that the performance thresholds and standards of performance are met in accordance with terms of the contract according to the Quality Assurance Surveillance Plan (QASP)

8.2.1. The Government may inspect all work task required by the Task and Frequency Charts to ensure contract performance.

8.2.2. The Contractor shall perform all work required in a satisfactory manner in accordance with the appropriate PWS task. The COR will not consider the task complete until all deficiencies have been corrected.

8.2.3. The Government COR may receive complaints from facility personnel and will pass them on to the contractor for correction.

8.2.4. COR documented complaints exceeding the maximum allowable during the report period may result in a decrease of the monthly billing.

Section 9: Contractor Staff Requirement Standards: Aseptic cleaning is required for all applicable areas. Custodial cleaning applies for the common areas excluding kitchen, dining area, rooms.

1.

2.

3.

4.

5.

6.

7.

8.

9.

9.1. Contractor Personnel

9.1.1. The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to oversee the overall performance of the contract to ensure compliance with all provisions contained in this contract. The CEH doesn’t need to be onsite.

9.1.2. The CEH shall have at least one (1) year of prior experience as a CEH Manager within the last three years. Written certification of experience and copies of any formal training program (i.e. National Executive Housekeeping Association (NEHA) shall be submitted to the COR before starting work. The COR’s approval must be received prior to an employee working at any of the facilities.

9.1.3. The CEH or stand-in representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within 3 hours.

9.1.4. The contractor’s employees shall be fluent in English and shall be able to read, write, speak, understand, and communicate effectively in English.

9.1.5. Contractor’s employees must undergo and pass a thorough background investigation by the company before the company extends a job offer and initiates a security check at the VA.

9.1.6. Prior to beginning performance under this contract, the Contractor shall provide the following:

9.1.6.1. List of employees who will provide services under this contract, including the information needed by the COR for the VA badging requirements, no later than the first week after the contract was awarded. COR will email the required information to the contractor POC.

9.1.6.2. Name, telephone number and address of the Certified Executive Housekeeper (CEH).

9.1.6.3. Proof of a passing background investigation for each employee.

9.1.7. The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative. He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

9.1.8. The Contractor shall not consume food, snacks, drinks, or tobacco products except during specified break periods in appropriate designated break areas only.

9.1.9. The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements.

9.1.10. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed “Confidentiality Certificate” from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes.

9.1.11. The Contractor is not required to have physical examination prior to work on this contract; however, the Contractor is expected to be in good physical health and able to work in patient care areas without risk to the patients. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

9.2. Safety Training Requirements

9.2.1. Contractor-Furnished Safety Training: The California Division of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by State Law and that are applicable to all private sector employees. All Contractors providing service at VA facilities shall be in compliance with the California Code of Regulations “General Industry Safety Orders (CAL/OSHA) section listed below, as a condition of contract award:

9.2.1.1. Section 3203 Title 8 “Illness and Injury Prevention Program.” Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct orally in general safe work practices with specific instructions with respect to hazards unique to the employees’ job assignments, as compliance with subsection (a) (3).

9.2.1.2. Section 5193 Title 8. “Blood Borne Pathogens”

9.2.1.3. Section 5194 Title 8. “Hazard Communication”

9.2.1.4. The above-listed orders establish minimum standards and apply to-employment’s and places of employment’s in California as defined by Labor Code Section 6303; provided, however, that when the Occupational Safety and health Standards Board has adopted or adopts safety orders applying to certain industries, occupations or employment’s exclusively, in which like conditions and hazards exit, those orders shall take precedence wherever they are inconsistent with the General Industry Safety Orders hereinafter set forth.

9.2.1.5. The above-listed orders, effective 1 July 1991, require the employer to develop, implement and document written programs, as well as requiring initial and recurring employee training and record keeping. The Contractor shall provide to the COR an annual written certification that each employee has received the State-required safety training; that each employee has received the Hepatitis B vaccination; or provide a written certification from any employee who declines the Hepatitis B vaccination.

9.2.1.6. Hepatitis B Vaccination: The final rule on Occupation Exposure to Blood Borne Pathogens, 29 CFR Part 1910.1030, states “employers shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident. Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the Contractor.

9.2.1.7. A copy of this letter shall also be filed with the COR and placed in the COR’s contract file, and an additional copy shall be sent to the VA employee physician’s office. Following Contractor employee’s exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician. Records of treatment and follow-up shall be maintained for the duration of employment by the contractor and for thirty (30) years thereafter. Copies of treatment and follow up records shall be provided to the COR.

9.2.2. Handling of Infectious Medical Waste (“Red Bag” Waste and “Sharps” Containers):

9.2.3. The Contractor may be required to collect bio-hazardous “Red Bags” waste (double-bagged) and solid, enclosed “SHARPS” containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated bio-hazardous waste container (usually located outside and at the rear of the facility in locked cage or storage facilities). The Contractor shall maintain records on employee training and shall notify the COR appointed under this contract, as to when new annual training is required. The Contractor shall provide a certification of annual training for each employee.

9.3. Contractor’s Attire and Identification

9.3.1. The Contractor shall wear a standard custodial type of uniform which is easily recognizable and clearly distinguish them as the “Contractor.” Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.

9.3.2. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor’s and employee’s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain “Visitors’ Badges” during the interim period via VA Police or Human Resource Department.

9.3.3. In special sanitation and/or “isolation” situations, the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility. Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

9.3.4. Contractor’s Personal Hygiene: The Contractor’s attire and presentation shall be appropriate per industry standard.

9.4. Contractor Training

9.4.1. Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below under item 5.5.2. Exception: An exception will be made during the first sixty (60) days of contract performance, whereby Contractor’s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date. The Contractor shall provide an initial training plan to the COR for approval. The initial plan shall include topics, brief statement of content and method of training. Documentation verifying the content of such training and orientation shall be transmitted to the COR.

9.4.2. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 5 workdays.

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

9.4.2.2. Infection control orientation, relating duty functions to the technical provision of this specification.

9.4.2.3. Proper use and handling of germicidal detergents, supplies and equipment.

9.4.2.4. Care and maintenance of Contractor and Government-furnished property.

9.4.2.5. Familiarization with local fire preventing and safety procedures.

9.4.2.6. Familiarization with applicable facility polices/regulations and their effect on sanitation Services.

9.4.2.7. Familiarization with the Contractors procedures manual.

9.4.2.8. Individual duties and responsibilities.

9.4.2.9. Procedures for replenishing cleaning supplies and obtaining equipment repair.

9.4.2.10. Role of Contractor’s personnel in the facility and their impact on patient care

9.4.2.11. Techniques/methods for measuring quality of work performance.

9.4.2.12. Basic orientation to the facility, function, mission, goals

9.4.2.13. Facility emergency fire and disaster program

9.4.2.14. Hazardous Communication Standard

9.4.2.15. Utility Operation

9.4.2.16. Standard Precautions

9.4.2.17. Emergency Preparedness

9.4.2.18. Body Mechanics/Lifting

9.4.2.19. Accident Reporting

9.4.2.20. Sexual Harassment

9.4.2.21. Ethics

9.4.2.22. TB-Precautions (PPD Hep B)

9.4.2.23. Mercury/Spills

9.4.2.24. Radiation Training (Government-furnished)

9.4.2.25. Chemo Waste Handling

9.4.2.26. Linen exchange services, including proper handling and care of all linens.

9.4.3. Compliance and Business Integrity (CBI) Awareness Training: The Contractor shall complete initial compliance awareness training within thirty (30) days of contract award effective date. The Contractor shall also meet the annual compliance awareness refresher training. This requirement can be fulfilled by completing the training module available via the following Internet site: http://www.visn21.va.gov/CBI.asp.

9.4.4. Remedial Training: When notified, the Contractor shall complete remedial training and education to address any detected compliance issues.

9.4.5. Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the COR or designated representative. The COR will retain proof of training in accordance with applicable Records Control Schedule.

9.5. Fire Prevention and Emergency Procedures

9.5.1. The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.

9.5.2. Any hazardous incidents created by the Contractor shall be corrected immediately.

9.5.3. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

9.5.4. The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

9.5.5. Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and 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.

9.6. Building Security and Keys

9.6.1. The Contractor shall be responsible for safeguarding all Government property provided for the Contractor’s use. At the close of each work period, Government facilities, equipment and materials shall be secured.

9.6.2. The Government shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. With the exception of keys issued to CEH, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or designated representative will perform an inventory of keys assigned to the Contractor at the end of the contract period or as needed. Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for re-keying of the Facility caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

9.6.3. The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties. There may be certain areas identified by the COR in which Contractor personnel must immediately notify the COR or Security Personnel if a door is found unlocked.

9.6.4. When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the COR or designated representative.

9.6.5. The Contractor shall comply with the security clearances or access controls imposed.

9.6.6. The Contractor shall turn in all lost articles found during the performance of duties to the COR or designated representative.

9.6.7. If the contractor does not have access to an area due to either not having a key or otherwise, the contractor shall immediately notify the COR and cc the Contracting Officer in writing, so that appropriate action can be taken.

9.6.8. The engineering, IT, and telephone closets are restricted access. The contractor will not have keys to those areas and will require an escort to those areas.

9.7. Damage and Equipment Loss

9.7.1. The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor’s equipment or belongings that are lost, stolen or damaged.

9.7.2. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation.

9.7.3. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures.

9.8. Conservation of Utilities

9.8.1. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under condition which precludes the waste of utilities, which shall include:

9.8.1.1. The Contractor shall not adjust any mechanical equipment controls for heating, ventilation and air conditioning system unless otherwise directed by the COR or designated representative.

9.8.1.2. The Contractor shall turn-off all water faucets or values when not in usage.

9.8.1.3. The Contractor shall not use Government telephones for personal reasons.

9.9. Applicable Regulations and Manuals

9.9.1. All work under this contract must be performed in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this Performance Work Statement (PWS) and (5) industry standards.

9.9.2. Documents applicable to work described in this section are mandatory and are listed below. The Government will provide the Contractor copies of all regulations, manuals, and specifications such as those listed below. Supplements and amendments will be updated and will be considered to be full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. The Contractor shall insure that all mandatory publications are posted and up to date.

9.9.2.1. Security Clearances, Access Controls, Identification Badges

9.9.2.2. Facility policies concerning fire / disaster program.

9.9.2.3. Parking Requirements

9.9.2.4. Infection Control Manuals

9.10. Information Security Requirements

9.10.1. Security Incident Investigation: The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

9.10.2. Badges

9.10.2.1. COR will provide guidelines and requirements to apply for the VA badges after the contract is awarded.

9.10.2.2. The Contractor shall ensure all employees have VA ID Badges (PIV card), access rights, and keys. All costs accrued by the VAPAHCS in reinstating facility security as a result of loss of facility ID badges and keys due to the Contractor’s and/or its employees’ negligence will be billed to the Contractor. Contractor’s employees shall turn in his/her Government issued ID badge to his/her supervisor upon ending employment at the VA. Contractor may also obtain temporary VA ID passes from the VA police while waiting for regular VA PIV card.

Page 1 of Page 1 of image2.png image3.png image4.png image5.emf image6.emf image1.png