36C26324Q0445_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

1303 5th St, Suite 300 Coralville IA 52241

POINT OF CONTACT*

Contract Specialist Robert Bennett robert.bennett8@va.gov 319-339-7079

PLACE OF PERFORMANCE

3520 Tower Avenue

Superior WI

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Statement of Work Minneapolis Veterans Affairs Health Care System Translation and Interpretation Services

REQUIREMENTS:

The Minneapolis VA Healthcare System has a need for housekeeping personnel. The need in year 1 is approximately 1250 hours, the need in years 2-5 are 3120 hours per year of clinical sanitation services at its Twin Ports Outpatient Clinic (TPOC), located at 3520 Tower Avenue, Superior, WI 54880. Currently, TPOC requires cleaning and sanitation Monday – Friday from 4:30 pm – 8:30 pm, and a 2nd person from 4:30 pm – 12:30 am. Requirement is for a five year period (one base year with four yearly option renewals). The clinic is approximately 16,470 square feet and has a mix of clinical and administrative settings.

DEFINITIONS

E. Contracting Officer Representative (COR): The Contracting Officer reserves the right to designate a representative to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee’s authority. A copy of the designation shall be furnished to the Contractor

SPECIFICATIONS

Contractor’s personnel will be scheduled to work during the periods of need for sanitation services. During these periods of coverage, the vendor is expected to perform all daily duties as outlined in the SOW and daily area routine assignment. Vendor will also be responsible for the periodic duties as assigned. i.e weekly dusting, clean windows as needed. All cleaning rags, mop heads and dusting materials must be clean and laundered before and after use. No soiled rags or mop heads can be reused from day to day.

MATERIALS PROVIDED BY VA

Contractor will have access to building’s utilities such as water, designated closets and electric.

VA will supply the following materials:

· Roll Towel

· Toilet Paper

· Kleenex

· Feminine Hygiene Products

· Purell hand sanitizer

· Provon soap

· Sharps containers

· Hazardous waste containers

· Trash can liners

· Cleaning equipment such as walk behind scrubbers, Kyvac, vacuums, dusters, mops, mop heads and anything needed to physically clean the clinic

· All chemicals will be provided

SCHEDULE OF SERVICES

Monday – Friday from 4:30 pm – 8:30 pm Additional daily services to cover vacations and sick leave when scheduled by COR. Any needed coverage would be 4:00 pm – 12:30 am. This coverage should not be more than 250 hours in year 1. Full coverage of all hours would be needed in years 2 – 5.

Periodic Services as needed to be scheduled by COR and contractor.

HOURS OF OPERATION

All work shall be performed after normal clinic business hours, and before the next day of clinic operations.

D. Work Schedule will be as follows: Monday – Friday from 4:30 pm – 8:30 pm. Cover all scheduled vacations and unscheduled sick leave in year 1. Will cover the area of the person who is absent. Conduct monthly deep cleaning as needed and scheduled by the COR and contractor.

CONTRACTOR RESPONSIBILITIES

DAILY DUTIES

· Exam Room: Approximately 22 exam rooms totaling 3,641 sq ft.

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Emptying of trash and relining cans

· Emptying of Regulated medical waste and relining

· Sink cleaning/disinfecting

· Mirror Cleaning

· Overhead light dusting/cleaning

· Soap, Lotion and towel dispensing cleaning/refill

· Wall washing when needed

· Sharps container replacement when needed

· Furniture cleaning/disinfection

· Floor dry and wet mop with neutral cleaner

· Check and swap out expired hand sanitizer

· Laboratory: Approximately three labs totaling 1,213 sq ft.

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Cleaning/disinfecting of sinks

· Emptying of trash and relining cans

· Emptying of Regulated Medical Waste and reline cans

· Wet and Dry mop all flooring w/neutral cleaner

· Check and swap out expired alcohol sanitizer

· Pharmacy: Approximately 100 sq ft

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Cleaning/disinfecting of sinks

· Emptying of trash and relining cans

· Emptying of Regulated Medical Waste and reline cans

· Wet and Dry mop all flooring w/neutral cleaner

· Check and swap out expired alcohol sanitizer

· Locker Rooms: Approximately two rooms totaling 312 sq ft.

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Cleaning/disinfecting of sinks

· Emptying of trash and relining cans

· Cleaning/disinfecting toilets and partitions

· Replace paper products, paper towels and toilet paper.

· Replace any full sharps containers

· Wet and Dry mop all flooring w/neutral cleaner

· Check and swap out expired alcohol sanitizer

· Medication/Nourishment/Nurse Station: Approximately four areas totaling 1,404 sq ft

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Cleaning/disinfecting of sinks

· Emptying of trash and relining cans

· Emptying of Regulated Medical Waste and reline cans

· Wet and Dry mop all flooring w/neutral cleaner

· Check and swap out expired alcohol sanitizer

· Corridor Interior: Approximately 1,508 sq ft.

· Vacuum of Carpeting

· Wet/dry mop if necessary

· Trash and reline cans

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Check and swap out expired alcohol sanitizer

· Office: Approximately 39 offices totaling 4,742 sq ft

· Vacuum of Carpeting

· Wet/dry mop if necessary

· Trash and reline cans

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Check and swap out expired alcohol sanitizer

· Waiting Room/Reception: Approximately 1,257 sq ft

· Vacuum of Carpeting

· Wet/dry mop if necessary

· Trash and reline cans

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Check and swap out expired alcohol sanitizer

· Utility Room: Approximately two rooms totaling 180 sq ft

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Emptying of trash and relining cans

· Emptying of Regulated medical waste and relining

· Sink cleaning/disinfecting

· Overhead light dusting/cleaning

· Soap, Lotion and towel dispensing cleaning/refill

· Wall washing when needed

· Sharps container replacement when needed

· Floor dry and wet mop with neutral cleaner

· Check and swap out expired alcohol sanitizer

· Storage Rooms: Approximately ten rooms totaling 729 sq ft

· Vacuum of Carpeting

· Wet/dry mop if necessary

· Trash and reline cans

· High Dusting of all vents, Sprinkler Heads and horizontal surfaces

· Check and swap out expired alcohol sanitizer

PERIODIC TASKS

These tasks are performed at the direction of COR as needed, at least once per contract year.

· Floor strip/scrub and recoat as flooring wears at the direction of COR.

· Kyvac bathroom tiles / deep scrubbing of bathroom tiles

· Shampooing and extracting carpets throughout the clinic

· Window Washing inside

· Wall Washing

· High dusting and floor boards

CLEANLINESS STANDARDS

SUPERVISION

The Contractor will designate a “contact person” within his/her organization to correspond with the COR and, when applicable, the Contracting Officer. The Contractor will have adequate supervision on-site during the scheduled hours of contract performance to ensure that all cleaning functions are performed as scheduled by the Contractor. The term "on-site supervisor" and "alternate on-site supervisor" means a person designated in writing by the Contractor who has the authority to act for the Contractor on a day-to-day basis at the work-site.

The supervisor and/or alternate shall be available during all times that the work is in progress. The Contractor shall provide the names, telephone numbers, email addresses and pager numbers to the COR for use in contacting the supervisor should the need occur when the supervisor is not on the work site. This contact information shall be provided by the winning vendor to the COR after contract award.

QUALITY ASSURANCE SURVEILLANCE PLAN

The COR will conduct a monthly QA Validation Review for compliance with the terms of the contract. Contractor must achieve an accuracy rate of 95% or higher for Quality of Contractual Documentation. Contractor must achieve a productivity rate of 95% or higher for Timeliness. The Government has the right to change or modify inspection methods at its discretion.

SECURITY ISSUES AND ACCESS

General: Department of Veterans Affairs Medical Center is a Federal Government Installation. A personnel background check may need to be processed, sent to the Contracting Officer, prior to the Contractor reporting for work. An identification card (Personal Identification Verification) and vehicle registration will not be issued until the background checks are completed and approved by the Security Investigation Center (SIC). Upon security clearance contractor employees will be issued necessary access badges and or key.

Security Identification Badges. Contract employee shall comply with the local NCO identification and access requirements. The Contractor is responsible for absences of contract employees due to expired or lost identification and access documents. Each contract employee shall wear and display assigned Security Badge ID, provided by the Human Resources Security Office (HRSO) so that it is visible at all times, and in accordance with their guidance. The badge must display the full name, title and if required by the (HRSO) the words “Contractor” in front. Contractor/Contract employees shall turn in all identification badges to the Contracting Officer, or designated representative upon termination of their services under the contract. The Contractor shall be responsible for the replacement cost of lost or non-returned Identification cards.

Vehicles: All contract employees must register their vehicles with the Police Office to gain access onto the VA Campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the Police Office, at which time a VA decal will be issued. The decal shall be placed on the vehicle’s front windshield in accordance with instructions. Contract employees shall follow installation procedures for removal and turn-in of the vehicle decal upon termination of services under this contract. Vehicles, with or without a VA decal, are subject to search.

Security: All contractors and contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies, including the Privacy Act, 5 U.S.C. 552a, and VA personnel, regarding information and information system security. Contractors shall follow policies and procedures outlined in VA Directive 6500, Information Security Program which is available at: http://www1.va.gov/vapubs and its handbooks to ensure appropriate security controls are in place.

Confidentiality: Contractor personnel who obtain access to hardware, software or media, which may manipulate or store any sensitive information, that is protected under 38 USC 4132 or 3305, as defined by the Department of Veterans Affairs, must not access information unless absolutely necessary to perform their contractual duties. Disclosure of any sensitive data obtained during performance of assigned duties under this contract is prohibited. Violation of these statutory provisions may involve imposition of criminal penalties. Contractor is considered to be a VA contractor for purposes of Privacy Act, Title 5 U.S.C. 552a.

HIPAA: The Contractor shall abide by the Standards for Privacy of Individually Identifiable Health Information of the Health Insurance Portability and Accountability Act (HIPAA), Public Law 104-01. The Contractor shall not use or further disclose Protected Health Information other than as permitted or required by the contract or as required by Law. The Contractor shall use appropriate safeguards to prevent use or disclosure of the Protected Health Information. The Contractor shall mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this contract. The Contractor shall report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract. The Contractor shall document, in a time and manner designated by the Government, any disclosure of Protected Health Information as would be required for the Government to respond to a request by an individual for an accounting of disclosure of Protected Health Information.

SOURCES SOUGHT NOTICE

Before responding please carefully read and consider the following:

Housekeeping Service for the Twin Ports CBOC. This is a Sources Sought Announcement Only and no solicitation is currently available. Responses will be used by the Government to make appropriate acquisition decisions. After a review of the responses to this Sources Sought Notice, a solicitation announcement may be posted. A response to this Sources Sought Notice is not an adequate reply to a potentially forthcoming solicitation.

All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. Furthermore, the Government reserves the right to cancel this requirement at its discretion. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government.

The applicable North American Industry Classification System (NAICS) Code is 561720, Janitorial Services, size standard is $22.0 Million. NOTE: Please ensure that the System for Award Management (SAM) indicates this NAICS code if you are interested in the requirement.

As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, “At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.” See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/part-52

Description of Services

· See attached Statement of Work

Only firms seriously interested and truly capable should send their information and/or capability statement and any questions by email to robert.bennett8@va.gov no later than 1:00 PM Central Time, March 4, 2024.

Sources Sought Notice