Solicitation 36C26125Q0292 Interior and Exterior Window Cleaning.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

593-25-2-523-0068

36C26125Q0292

6. SOLICITATION ISSUE DATE

3-26-2025

Tim Smith | Timothy.smith9de3@va.gov 916-923-4517 4-16-2025

15:00 PST

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21

X 100

X

561720

$22 Million

N/A

X

See Performance Work Statement

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21

FMS VA-9(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Requirement for interior and exterior window cleaning at VA Southern Nevada Health Care System (VASNHS)

Base Period of Performance: 5/19/2025 - 5/18/2026 with four 1-year option periods

Note 1: Offerors shall follow the submission instructions specified in Addendum to FAR Provision 52.212-1 and 52.212-2 included in this solicitation. Failure to follow the instructions will result in an unfavorable evaluation and may not be considered for award

Note 2: All questions must be submitted no later than 4/02/2025 at 1:00 PM PST to Timothy.smith9de3@va.gov

Note 3: Complete Certification of Clause 852.219-75 on

Note 4: See site visit information located on page 66

See CONTINUATION Page

X

X 1

Tim Smith Contracting Officer

36C26125Q0292

Table of Contents

SECTION A……………………………………………………………………………………………….1

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

AND COMMERCIAL SERVICES…………………………...……………….…………………1

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

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

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 36

C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS

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

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

C.8 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

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

(DEVIATION)

C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 43

C.12 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

E.2 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.12 ADDENDUM TO 52.212-2 EVALUATION—COMMERCIAL ITEMS (NOV 2021) 64

E.13 52.237-1 SITE VISIT (APR 1984)

E.14 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

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

Network Contracting Office (NCO) 21

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually [X] Upon completion and acceptance of job

c. Other []

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.

Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:

http://www.tungsten-network.com/US/en/veterans-affairs/ to register and begin submitting electronic invoices, free of charge. The Department of Veterans Affairs Tungsten Number is:

AAA544240062 (this allows you to file invoices online for free.)

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

Vendor e-Invoice Set-Up Information:

If you have questions 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

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2.00 JB __________________ __________________

Provide Semi-annual Window Cleaning in accordance with the Performance Work Statement Contract Period: Base POP Begin: 05-19-2025 POP End: 05-18-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S299 - Housekeeping - Other

1001 2.00 JB __________________ __________________

Provide Semi-annual Window Cleaning in accordance with the Performance Work Statement Contract Period: Option Year 1 POP Begin: 05-19-2026 POP End: 05-18-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S299 - Housekeeping - Other

2001 2.00 JB __________________ __________________

Provide Semi-annual Window Cleaning in accordance with the Performance Work Statement Contract Period: Option Year 2 POP Begin: 05-19-2027 POP End: 05-18-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S299 - Housekeeping - Other

3001 2.00 JB __________________ __________________

Provide Semi-annual Window Cleaning in accordance with the Performance Work Statement Contract Period: Option Year 3 POP Begin: 05-19-2028 POP End: 05-18-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S299 - Housekeeping - Other

4001 2.00 JB __________________ __________________

Provide Semi-annual Window Cleaning in accordance with the Performance Work Statement Contract Period: Option Year 4 POP Begin: 05-19-2029 POP End: 05-18-2030 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S299 - Housekeeping - Other

GRAND TOTAL __________________

B.3 PERFORMANCE WORK STATEMENT

1.0 Interior and Exterior Window Washing

1.1 The Contractor shall furnish all necessary and appropriate labor, supervision, materials, equipment, and supplies to provide semiannual (twice per year) window cleaning for the VA Southern Nevada Healthcare System (VASNHS.)

1.2 The Contractor will perform interior and exterior widow washing services for the VA Southern Nevada Healthcare System (VASNHS), and the participating facilities within the catchment areas:

1.2.1 VA Southern Nevada Healthcare System (VASNHS), 6900 N. Pecos Rd, North Las Vegas, NV 89086

Building 1 (Main Medical Center): Six story building with 35,998 square feet of windows. On the west side corridor have beam detector fire alarms surrounded by glass. Before cleaning contact COR to disengage alarm. There is a repelling system in place, on the roof to reach upper floor exterior windows.

Building 2 Energy Plant: Two story building with 1,464 square feet of windows.

Building 3 Generator Building: Single story building with 100 square feet of windows.

Building 5 Community Living Center: Two story building with 16,296.2 square feet of windows.

Building 6 Education Building: One story building with 7,683 square feet of windows.

Building 7 Administration Building: Three story building with 12,355 square feet of windows, will require a lift to reach all outside windows.

Building 8 Fisher House Building: two story building with 800 square feet of windows.

1.2.2 VA Southeast Primary Care Clinic, 1020 S. Boulder Highway, Henderson, NV 89015 VA Southwest Primary Care Clinic, 7235 South Buffalo Drive, Las Vegas, NV 89113

Southeast and Southwest Primary Care clinics (interior): These buildings have identical floor plans. Interior windows in main atrium and entrance ways only with 3,191 square feet of windows each (6,381 total). *Will require a lift to reach all windows.

1.2.3 VA Southern Nevada Healthcare System (VASNHS) reserves the right to add additional by modification as new structures are added.

Note: Square footage calculations were performed by an engineering technician using the architectural drawings to include both side of all windows for each building listed.

2.0 Performance Requirements.

2.1 The cleaning shall take no more than 30 days to complete all requirements.

2.2 All cleaning tasks shall be accomplished to meet the standards listed below:

2.2.1 Clean glazed surface, windows, frames, sills, sashes, Ledges and insect screens. Contractor shall remove of all residual tar, gum, and paint, water proofing compounds, dirt and soil of other substances, which may be found. Screens and safety bars shall be removed for cleaning, replaced, and securely fastened. All glass shall be streak and water stain free.

2.2.2 Removal of material and equipment. All Contractor material and equipment shall be removed from the facility or stored and secured properly at the end of the workday.

Remove all empty containers, boxes, etc. from Government property.

2.2.3 Safe preparation and use of materials and equipment. Materials shall be prepared according to manufacturer’s recommendations. Contractor shall use equipment for the purpose it was intended for and in accordance with all OSHA regulations and safety standards. Contractor will furnish Material Safety Data Sheets (MSDS) on all chemicals to the COR prior to commencement of work.

2.2.4 Warning Signs and protective barriers. Contractor shall place signs designating work areas to warn others of work in progress, as well as to protect persons, property, equipment, etc.

2.2.5 Contractor shall coordinate work to prevent conflicts with the treatment of patients and the functioning of the facility. If needed, no medical apparatus shall be moved without approval.

2.2.6 A proposed work schedule shall be submitted to the technical representative for coordination within fifteen (15) calendar days after notice of contract award. In addition, the Contractor shall submit a daily schedule to the representative of the areas to be serviced in advance for each workday, and the Window Cleaning Plan of service prior to the start of semi-annual cleaning.

2.2.7 The Contractor is responsible for complying with all appropriate regulations and guidelines of the JCAHO, OSHA, and any other pertinent federal, state, and local references.

2.2.8 All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement of government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the Contractor personnel to the technical representative. The Contractor shall be responsible for repair or replacement of government-owned items or facilities to previous condition, if determined to be at fault by the Contacting Officer.

3.0 Supplies, Equipment and Tools.

3.1 Contractor shall furnish all cleaning materials, equipment, and supplies necessary to perform the cleaning services of this contract, except for those noted within this SOW. All cleaning materials and supplies shall be provided in their original containers with Material Safety Data Sheets (MSDS) immediately accessible to the user(s).

3.1.1 The Contractor shall provide environmentally preferable products (soap, chemical, etc.)

and is required to provide a MSDS for all potentially hazardous agents used within the facility to ensure the safety of the occupants and employees.

3.2 All equipment shall have bumpers and guards to prevent marking, scratching or marring of furniture, fixtures or building surfaces.

3.3 All Contractor electrical equipment shall be Underwriter’s Laboratory (UL) listed and maintained in a safe condition for the operator and bystanders. All equipment must operate using existing building circuits. Contractor shall not operate electrical equipment or combinations of electrical equipment, which require power exceeding the capacity of the site.

3.4 The contractor may utilize the Davit, Fixed Roof Rigid, power platform system that is permanently installed on the building. The Government shall follow OSHA

1910.66 and provide required information to the contractor at the pre-performance conference and on a required basis after that.

4.0 Quality Control/Assurance.

4.1 The Contractor shall have a Quality Control (QC) Program to assure the services of this contract are provided as specified. The Contractor’s QC Program shall include, but not be limited to an inspection system that will inspect each building after completion covering all services provided and a method of correcting deficiencies in the quality of services before the level of performance becomes unacceptable.

4.2 Work not meeting the contract’s requirements shall be re-performed by the Contractor at no additional expense to the Government.

5.0 Safety Plan/Training

5.1 Contractor shall be responsible for providing a safety plan that shall be submitted to the Government Safety Officer for concurrence prior to the pre-performance meeting.

6.0 Contractor Personnel:

6.1 The parties agree that the Contractor Personnel working under this contract shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

6.1.1 It is incumbent upon the Contractor to furnish the management expertise to accomplish not only the specific tasks specified within, but also an acceptable environmental appearance, that reflects accomplishment of a total program. Work shall be performed by bonded; experienced staff with experience in working with, and around fully occupied office spaces. All contractor personnel assigned to the performance of this contract shall wear a contractor provided uniform that clearly identifies the individual as a contractor.

6.1.2 The Contractor shall ensure that the crew assigned shall be cognizant of sexual harassment, drug-free workplace and other appropriate federal employment requirements.

6.2 Contract Manager:

o Contractor shall designate, in writing, the name and telephone contact information for a Contract Manager (CM), who shall be responsible to ensure all services required under this Contract are performed as specified.

o The CM must be able to understand, speak, read and write English.

o The CM shall have full authority to act on behalf of Contractor for all contract matters to include, but not limited to administrative, financial, and safety issues.

o The CM shall meet with the COR before initial performance to identify and discuss any identifiable problem areas that may arise during the performance of this contract.

6.3 Contractor Personnel:

o Contractor shall provide fully trained and knowledgeable staff, which is either American Citizens or legally documented aliens competent and physically able to accomplish the requirements of this contract.

o At least one (1) fluent English-speaking Contractor employee must be on-site during scheduled hours of work.

o Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, such as providing Worker’s Compensation, professional liability insurance, health examination(s) and Social Security payments.

o Contractor personnel shall be subject to all Federal rules and regulations relative to entering and leaving the building.

o Contractor personnel shall be recognizable as contracted employees. The Contractor shall provide identification (I.D.) badges to its employee(s). The Contractor’s personnel may wear distinctive clothing bearing the Company’s name/logo, or this requirement.

Contractor personnel while on Federal property must wear Shirt/Badges. I.D. Badges, if used, must have the Company name/logo, employee’s picture and employee’s name.

o Contractor personnel shall not wear sandals, flip-flop style footwear, or open toed shoes.

o Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas.

o Government telephones shall not be used for personal reasons.

o Contractor personnel shall not disturb paper on desks, open desk drawers or cabinets, and they are not authorized to use Government telephones and equipment. Validated violations, as determined by the COR, shall result in removal of the offending employee from performance of services under this Contract.

o Contractor shall be responsible to ensure all employees performing work under this contract are trained in the following areas:

- Commercially acceptable practices.

- Material Safety Data Sheets (MSDS).

- Occupational Health and Safety Act (OSHA) Regulations.

- Care and maintenance of Contractor equipment.

- Familiarization with fire prevention and safety procedures.

- Utilities conservation.

- Familiarization with applicable VA policies/regulations and their effect on the contracted services.

6.4 Lost and Found Property.

6.4.1 Contractor shall ensure that any article of possible personal or monetary value found by Contractor’s employees is turned into Security Police.

6.5 Authorized Service.

6.5.1 Only those services specified herein are authorized under this contract. Before performing any services of a non-contract nature, the CO must be advised of the reason(s) for additional work, and if appropriate issue an amendment to the contract or a separate purchasing authorization. The contractor is cautioned that only the CO may authorize additional services, and that reimbursement shall not be made unless prior authorization is obtained from the CO.

7.0 HAZMAT.

7.1 VASNHS (HAZMAT personnel) may inventory all chemicals that the Contractor brings on to, or any, property under the control of VASNHS. Any products that meet the criteria of “Hazardous Waste” must be tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

7.2 Spill Response: The Contractor will be briefed on VASNHS spill response procedures at the pre-performance conference. The Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a Contractor caused spill, the Contractor shall be required to reimburse the government for all associated costs.

7.3 Hazardous Material Handling. The Contractor shall have approval from the GEMS and Industrial Hygiene sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The Contractor shall provide one copy of the MSDSs for each item to HAZMAT section for review prior to any chemicals being brought onto VASNHS. The Contractor shall maintain one copy of the MSDSs for each hazardous material line item used within the work center.

7.3.1 The Contractor shall not use products that are or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio-accumulative and Toxic (PBT) chemicals. Any HM containing one of these banned substances will not be allowed.

7.3.2 Contractor shall be responsible for proper disposal of hazardous waste or materials.

8.0 Work Hours.

8.1 Normal Work Hours: VASNHS hours of operation are 0700-1600 hrs. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government. The service schedule will be developed between the contractor and Contractor’s Representative (COR) prior to any service being performed.

8.2 Holidays: If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Juneteenth – 3rd Thursday in June

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

8.3 VASNHS Closures. Work scheduled but not accomplished because of closure due to weather or unforeseen emergencies, shall be accomplished as soon as possible after reopening the base.

8.4 Contractor shall report to Environmental Management Service Building 1, on scheduled days for any instructions for location of infestation, as called in by wards, clinics, etc. They will submit a written report of all activities following each visit, with the signature of the COR or designee responsible.

9.0 Interference to Normal Function.

9.1 Contractor may be required to interrupt their work at anytime so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

9.2 In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

9.3 Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee. In addition, certain areas will have to be completed during non-business hours such as Canteen, Nutrition and Food Service, and Operating Rooms, etc.

9.4 Fumigation treatments may require separate scheduling as approved by COR for the convenience of the facility.

10.0 Periodic Progress Meetings.

10.1 The Contracting Officer, COR, other Government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues shall be discussed, opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

10.2 The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the COR and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

10.3 These meetings will be scheduled on the basis of need as determined by the Government.

11.0 Government Furnished Property and Services

11.1 Government Furnished Utilities. The Government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

11.2 Utility Conservation. The Contractor shall adhere to all base level utility conservation practices or requirements. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

11.3 Security, Fire and Medical Services. The Government will provide police and fire protection. In the event of a medical emergency local 911 service should be contacted.

11.4 Refuse Collection and Disposal. The Contractor shall provide his/her own refuse containers to dispose of trash or refuse generated from accomplishment of services detailed in this PWS. All trash and refuse generated will be removed at the end of each business day. The contractor shall adhere to all VASNHS recycling programs and dispose of recyclable materials in VASNHS designated bins.

12.0 General Information.

12.1 Traffic Laws. The Contractor and its employees shall comply with federal, local and VASNHS traffic regulations.

12.2 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on VASNHS.

12.3 Physical Security. The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

12.4 Parking Policy. It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA will not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

12.5 Smoking Policy. Smoking is permitted only in designated areas on VA grounds and is strictly prohibited within VA buildings.

12.6 Cellular Phones. Cellular phones shall be turned off prior to entering the VA facility and are prohibited for use inside the building. A hands-free device shall be utilized while driving and texting while driving is strictly prohibited.

13.0 Personnel.

13.1 The Contractor shall be responsible for the administration and management of all aspects of this contract. This includes responsibility for all Contractor employees, subcontracts, agents, and anyone acting for or on behalf of the Contractor.

13.2 The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well being, or operational mission of the installation and its population.

13.3 Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, rain gear, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

13.4 Contractor’s personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

13.5 All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA grounds. I.D. badges shall have an identification picture, and shall state the name of the individual and the company they represent. The VA will issue an ID badge upon the completed fingerprinting process.

13.6 The parties agree that the Contractor’s personnel working as a result of this contract shall not be considered VA employees for any purpose and shall be considered employees of the Contractor. The Contractor shall be responsible for providing:

a. Workers Compensation.

b. Professional liability insurance.

c. Health examinations.

d. Income tax withholding, and,

e. Social Security payments.

13.7 Contractor Point of Contact. The Contractor shall designate one (1) employee as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for the Contractor on all matters relating to the daily performance of this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer and COR in writing those times when the alternate shall act as the POC.

13.7.1 The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate on the space below:

Point of Contact, Name:

Telephone Number:

Alternate Point of Contact, Name:

Telephone Number:

13.7.2 The POC shall be available by telephone Monday through Friday, between 0700-1600.

excluding national holidays.

13.8 Contract Manager. The Contractor shall establish and maintain an office through which the Government technical representative or alternate(s) can be contacted during work hours.

The contract manager or alternate shall be available during normal duty hours to meet on site within 2 hours with the government personnel designated by the Contracting Officer to discuss problem areas. The Contractor shall provide the Government technical representative telephone number(s) where surveillance results and complaints can be reported. The Contractor shall also provide to the Government technical representative the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

13.8.1 The contract manager may be a lead, supervisor or project manager and must possess at least three (3) years of experience overseeing a project of the same magnitude and scope as this requirement.

14.0 Contractor Personnel Badges and Parking.

14.1 The contractor shall provide the Government technical representative with a list of contractor employees expected to enter the buildings. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

14.2 An access badge will be given to the contractor’s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the Government technical representative. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor’s employees must return the access badge(s) to the COR or designee at the end of each service.

14.3 The contractor shall be required to comply with all security policies/requirements of VASNHS. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

15.0 Key Control.

15.1 If keys are issued to the contractor, the contractor shall establish and implement methods of making sure all keys/combinations are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the government.

The Contractor shall immediately report to the COR or Contracting Officer any occurrences of lost or duplicated keys.

15.2 In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the Contracting Officer, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor.

15.3 In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due the Contractor.

16.0 Safety and Fire Prevention.

16.1 In the performance of this contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all, or any part, of the work.

16.2 The Contractor shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

16.3 The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs. A copy of this may be obtained from the COR.

17.0 Liability.

17.1 (a) Workers Compensation and Employer’s Liability: The Contractor is required to comply with applicable Federal and State worker's compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $1,000,000 shall be required.

17.2 (b) General Liability: (1) The Contractor is required to maintain bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. (2) The Contractor shall be responsible for all damage to property, which may be caused by him, or any employee engaged in the performance of this contract.

17.3 (c) Automobile Liability: The Contractor is required to maintain automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the U.S. shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

17.4 (d) Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his insurance company indicating that the coverage outlined in paragraphs (a) and (b) and (c) has been obtained and that it may not be changed or canceled without a guaranteed thirty (30) days notice to the Contracting Officer.

18.0 Invoice and Payment.

18.1 Payment to be made in arrears and submitted via Tungsten.

18.2 The invoice SHALL be itemized to include the following information. Any information listed below not provided on an invoice shall render that invoice incomplete and the invoice shall be returned for immediate correction.

a. Time period being invoiced. d. Extended amount due.

b. Description of services. e. Invoice number, date, and

c. Unit Cost billed. f. Contract, Order, and Obligation number.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR

INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS).

Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the

U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non- VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/subcontractor is to perform;

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation…