36C26326Q0237_2.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

One Veterans Drive

Minneapolis MN

CONTACT INFORMATION

NETWORK CONTRACTING OFFICE 23

1303 5TH STREET, SUITE 300

CORALVILLE IA 52241

POINT OF CONTACT*

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

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

B.3 STATEMENT OF WORK

Minneapolis Veteran Affairs Health Care System Housekeeping Services Offsite Buildings

1. Scope of work The Minneapolis VA Health care system, hereinafter referred to as MVAHCS, requires the services of a contractor to provide cleaning Services at offsite buildings:

a. Fisher House 1 Fisher House 1 is a 2-story building that has 8 guest suites which have a private bathroom with a tub/shower, sink, and toilet. There is a kitchen, dining room, living room, laundry room, a guest bathroom, one office, an EMS storage room, and a set of stairs. (5,000 square feet) Address: 5045 E. 54th St. Minneapolis MN 55417

b. Fisher House 2 Fisher House 2 is a 2-story building that has 20 guest suites which have a private bathroom with a walk-in shower, sink, and toilet. There is a kitchen, dining room, living room, library, laundry room, a guest bathroom, one office, an EMS storage room, 1 elevator, and a set of stairs. (16,800 square feet) Address: 5045 E. 54th St. Minneapolis MN 55417

c. Outpatient Lodging Building 10 Building 10 uses 2 floors for lodging outpatient Veterans and it includes 2 kitchenettes/lounges, one elevator, and 29 dorm style guest rooms which do not include a bathroom. There are 4 sets of shared bathrooms each containing 2 toilet/urinal stalls, a shower, and 2 sinks. Another floor is partially used for offices for hospital staff: 3 offices, 1 conference room, 1 kitchenette, and 2 bathrooms. (17,000 square feet) Address: 5447 Minnehaha S. Minneapolis MN 55417 The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

The contractor shall keep the position staffed. If the individual who is staffed to clean the Fisher House leaves for any reason or is unable to complete the tasks required for any reason, it is up to the contractor to supply an individual to fulfil the needs outlined in this contract.

2. Definitions: As used throughout this contract, the following terms shall have the meaning set forth below:

a. Clean: Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris and other residue.

b. Disinfect: Cleaning in order to destroy any harmful microorganisms by application of a healthcare approved chemical agent.

c. Daily Duties: Tasks accomplished on a daily frequency.

d. Bi-annual: Two times per year- every 6 months.

e. Periodical Duties: Tasks scheduled in accordance with service needs, as needed-or requested by COR.

f. Contracting Officer: The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

g. 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.

3. Contractor Responsibilities:

Contractor shall Designate a Contact Person, On-Site Supervisor and Alternate On-Site Supervisor, to ensure work is being completed in a satisfactory or higher manor.

Contractor shall provide telephone number(s) and contact person(s) to be used by MVAHCS staff to reach the contractor.

Contractor Point of Contact:

Phone Number: __________________________ There shall be a voicemail option if someone is not available to take calls.

Call back time shall be no longer than 4 hours.

The contractor shall be responsible for all cleaning to meet or exceed the cleanliness standards.

Properly store all cleaning supplies and tools. Mop heads NEVER stored or left in cleaning solution.

Use the proper amount of disinfectant. NEVER deviate from manufacturer’s instructions.

Handle all trash as though it contained contaminated materials and dispose of trash in accordance with the local, state, and Federal regulations.

Furniture moving; where it is necessary for the contractor to move furniture and furnishings, it shall be done with extreme care, and furnishings shall be restored to their proper places.

Keys:

a. Contractor shall sign for and have security responsibility for all building keys needed to fulfil the requirements of the contract.

b. Contractor shall maintain strict control over all keys issued and losses shall be reported to the COR.

c. Keys shall be given after contractor employee passes MVAHCS background investigation.

d. Contractor is responsible for returning all keys once the contract comes to an end or the employee leaves.

e. The C&A requirements do not apply, and a Security Accreditation Package is not required.

Contractor’s employees shall be familiar with the building fire alarm system and trained in the procedures to follow in the event of fire or other emergencies.

Report any building-related items found in need of repair to the COR, the Fisher House Staff, or Building POC.

4. Contractor Requirements The Contractor shall assign at least one individual certified in the International Executive Housekeeper Association (IEHA) as a Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate environmental sanitation procedures to ensure compliance with all provisions contained in this contract.

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.

TMS Course 20939 is required from each employee working on site. Proof of completion shall be provided to the COR. Training to be provided by the MVAHCS upon contract award and as requested by the contractor.

a. Required Daily Cleaning/tasks:

Showers/tubs including the walls, flooring, fixtures, and curtains shall be disinfected Dry Mop/Vacuum entrances, lobbies, corridors and office areas.

Dry Mop all common areas.

Wet Mop all common areas with neutral cleaner.

Vacuum and spot clean all carpeted areas.

Empty all trash receptacles.

All trash receptacles are lined with plastic trash bags.

All trash collected is removed from the building.

TV remotes cleaned with disinfectant.

Exterior of Cabinets cleaned using damp cloth and disinfectant solution.

Guest rooms - all non-porous surfaces and furniture, etc., cleaned using damp cloth and disinfectant solution.

All restroom floors within building are wet mopped with neutral cleaner. Utility fixtures, handles, emergency call device are disinfected and free of odor and stains.

All toilets and urinals are clean, disinfected and free of odor and stains.

All towel, tissue and soap dispensers are cleaned, disinfected and filled.

All toilet partitions are checked, and spot cleaned, disinfected.

Push plates and door handles cleaned with disinfectant.

Living Room, Library and Lounge room furniture will be dusted/cleaned daily.

Guest room bedding, towels, toiletries replaced with clean.

Drinking fountains cleaned.

Glass and glass surround in entry doors inside and out cleaned.

Exterior entry way kept clean and orderly. Safe and clear entry way must be maintained.

Kitchen/Lounge countertops cleaned.

Walls checked and spot washed as necessary.

Spot clean carpets as needed.

Elevator carpet vacuumed and buttons cleaned Soap and paper products restocked in appropriate fixtures Sinks Toilets Bathroom floors cleaned All restroom fixtures, handles, receptacles, buttons or other frequently touched surfaces will be cleaned by method of disinfection Flooring will be dry/wet mopped Bathroom soap tray will be stocked with product and be free of soap scum build-up.

High/low dusting to include blinds, shutters, fans, ledges, picture frames, cabinets, and walls and any other surface that collects dust, except employee workstations.

Bathroom tile scrubbed clean.

Dry/Wet Floor both vinyl and carpet vacuuming.

b. Required Weekly cleaning/tasks:

All horizontal surfaces dusted damp (including furniture, ledges, frames, windowsills, tops of cabinets).

High/Low Dusting throughout areas, including sprinkler heads.

c. Required Monthly Cleaning/tasks:

Storage areas swept Baseboards cleaned Light fixtures checked and cleaned All window treatments cleaned

d. Required Bi-Annual/tasks:

Interior windows, sills, and screens washed All hard floors scrubbed All bathroom tile flooring scrubbed clean, free of build-up and odor.

e. Required Annual cleaning/tasks:

Shower curtains washed or exchanged Shampoo/extract all carpets – only if needed, COR shall make the determination if required.

f. Required each time a guest checks out:

Changing linens on beds Vacuuming guest rooms Dusting and disinfect guest rooms high to low

g. Contractor shall know when guests check out by:

1). Building 10: The facility POC to inform contractor in the morning what guest room needs to be cleaned.

2). Weekdays At the Fisher House(s) from 0700 – 1530 CST: When the guest checks out, the office staff write the room number on the "EMS Guest Check-Out List" which is kept on a clipboard in the housekeeper’s room for both buildings. Once cleaned the contractor’s employee shall initial the sheet indicating the room has been cleaned and ready for the next veteran and/or family member/caregiver.

3). Weekdays outside of normal operating hours, COR shall contact contractor for cleaning/sanitization.

This will occur only when occupancy is very high and turnover of the rooms are needed faster than routine cleaning. Due to this, only contractors that are no more than 50 miles from the facilities shall be considered.

4). Weekends At the Fisher House(s): Guests have been instructed to deposit their key card into the grey locked box across from the office when they check out. The key to that locked box is in the housekeeping room. The contractor shall check the box each morning and afternoon to see which guests have checked out and write that room number on the "EMS Guest Check-Out List" which also includes the date of check out and the initials of the housekeeper once the room is cleaned.

h. Required As- Needed:

Changing linens on beds Vacuuming guest rooms Dusting and sanitizing guest rooms high and low Kitchen counters, sinks, appliances and touch points cleaned sanitized Spot clean all trash receptacles.

5. Government Roles and Responsibilities

a. MVAHCS shall provide consumables only for the contractor to utilize (i.e., paper products, hand sanitizer, and hand soaps for wall mounted dispensers only)

b. The MVAHCS will provide the name of the product, usage of the chemical/supply, and Material Safety Data Sheets (MSDS), for each product in use.

c. MVAHCS is responsible for maintaining a current inventory and disposing of outdated cleaning products, in accordance with industry standards.

d. Actual MSDS must be maintained on site at the MVAMC and be accessible to VA staff.

e. All cleaning equipment and personnel protective equipment (safety equipment) must meet all applicable OSHA standards.

f. If a piece of equipment needs repair and is determined unsafe by the MVAHCS, the Contractor shall immediately stop using the equipment.

g. Storage space for supplies and equipment to be used in the performance of work under the contract will be provided by the MVAHCS.

h. MVAHCS shall designate a Contracting Officer Representative to coordinate and monitor the work to be completed under this contract. Contracting officer shall send out a delegation letter after award.

6. Work Schedule

a. All weekday work shall be performed Monday through Friday; the hours shall be from 0700 – 1530 Central Time.

b. All weekend work shall be performed on Saturday(s) and Sunday(s); the hours shall be from 0800 – 1630 Central Time.

c. Federal Holidays: the contractor shall not perform tasks on federal holidays. Federal holidays are:

New Year's Day - January 1 Martin Luther King, Jr. Day - Third Monday in January Washington's Birthday (Presidents' Day) - Third Monday in February Memorial Day - Last Monday in May Juneteenth Day - June 19 Independence Day - July 4 Labor Day - First Monday in September Columbus Day - Second Monday in October Veterans Day - November 11 Thanksgiving Day - Fourth Thursday in November Christmas Day - December 25

d. If a holiday falls on a Saturday, it is usually observed on the preceding Friday. If it falls on a Sunday, it is usually observed on the following Monday.

e. Housekeeping is required for any Federal Holiday Declared by the President with an executive order.

f. The Contractor shall provide to the COR a schedule for any cleaning that requires coordination with tenants, such as emergency situations and/or special events.

7. Cleanliness Standards

dust/dirt build-up.

8. Quality Assurance Quality Assurance Surveillance Plan (QASP) Introduction This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled Cleaning Services Minneapolis VA Offsite Buildings. This plan sets forth the procedures and guidelines Minneapolis VA will be used in ensuring the required performance standards or services levels are achieved by the contractor.

a. Purpose The purpose of the QASP is to describe the systematic methods used to monitor performance and identify required documentation and resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP), and ensures the government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

b. Performance Management Approach The PWS structures the acquisition around what service or quality level is required, as opposed to how the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by Minneapolis to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, if the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract if the critical outcomes expected are being achieved and/or the desired performance levels are being met.

c. Performance Management Strategy The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor’s QCP will also set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP enables the government to take advantage of the contractor’s QC program.

The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determinations regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

d. Roles and Responsibilities The Contracting Officer (CO/KO) The CO is responsible for monitoring contract compliance, contract administration, and cost control, and resolving any differences between observations documented by COR. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

The COR The COR is designated in writing by the CO to act as their authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or authorize any contractual changes on the government’s behalf. Any changes the contractor deems may affect contract price, terms, or conditions must be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

e. Identification of Required Performance Standards/Quality Levels The required performance standards and/or quality levels are included in the PWS and Appendix 1, Performance Requirements Summary. If the contractor meets the required service or performance level, it will be paid the monthly amount agreed on in the contract. Failure to meet the required service or performance level will result in a deduction from the monthly amount.

f. Methodologies to Monitor Performance 1). Surveillance Techniques To minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

Random monitoring, which shall be performed by the COR designated inspector Monitoring any guest complaints 2). Customer Feedback The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems, but the customer always has the option to communicate complaints to the CO or COR, as opposed to the contractor.

Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

3). Acceptable Quality Levels The acceptable quality levels (AQLs) included in Attachment 1 for contractor performance are structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls. For certain critical activities, such as those involving guest suites, bathrooms, kitchens, dining rooms, living rooms, and hallways, the desired performance level is established at 100 percent. Other levels of performance are key to the relative importance of the task to the overall mission performance at Minneapolis VA.

g. Quality Assurance Documentation 1). The Performance Management Feedback Loop The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the PWS and assessed using the performance monitoring techniques shown in Attachment 1.

2). Monitoring Forms The government’s QA surveillance, accomplished by the COR, will be reported using the monitoring form in Appendix 2. The forms, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure the required results are being achieved according to the PWS.

The COR will retain a copy of all completed QA surveillance forms.

h. Analysis of Quality Assurance Assessment 1). Determining Performance The government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels. The CO will determine if a deduction from the monthly payment is needed.

2). Reporting The COR will prepare a written report for the CO if services are found non-compliant with the PWS, summarizing the overall results of the quality assurance surveillance of the contractor’s performance. This report, which includes the contractor’s submitted monthly report and the completed quality assurance monitoring forms (Appendix 2), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

3). Reviews and Resolution The COR may require the contractor’s project manager or designated alternate to meet with the CO and other government IPT personnel as deemed necessary to discuss the performance evaluation. The CO will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

Monthly performance assessment data and trend analysis Issues and concerns of both parties Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis Recommendations for improved efficiency and/or effectiveness Issues arising from the performance monitoring processes The QAR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the procuring CO (PCO) or ACO.

APPENDIX 1: PERFORMANCE REQUIREMENTS SUMMARY

Required Services (Tasks) Performance Standards Acceptable Quality Levels Methods of Surveillance Incentive (Positive and/or Negative) (Impact on Contractor Payments)

dust/dirt build-up.

Housekeeping Equipment

APPENDIX 2: QUALITY ASSURANCE MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (check):

Random Sampling 100% Inspection Periodic Inspection Customer Complaint LEVEL OF SURVEILLANCE (check):

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Narrative of Performance During Survey Period:

PREPARED BY: ___________________________________ DATE: _________________

Housekeeping Services Offsite Buildings for Minneapolis VA Health Care System. This is a solicitation conducted using FAR Part 12 (Acquisition of Commercial Products and Commercial Services). Solicitation number 36C26326Q0237 is issued as a request for quotes (RFQ).

This solicitation is a total SDVOSB set-aside solicitation and businesses must be registered in the Small Business Search website at https://search.certifications.sba.gov/.

Prospective offerors must be registered and current in the System for Award Management (SAM) database at time of offer to the Government (https://www.sam.gov).

Quotes will only be accepted from responsible contractors. The NAICS code for the solicitation is 561720 with a size standard of $22 Million.

A list of the contract line items, quantities, and units of measure are listed within the RFQ solicitation documentation to follow.

The VA anticipates one Firm Fixed Price award to provide service to the Minneapolis VA Health Care System, One Veterans Drive, Minneapolis MN 55417. See the RFQ when posted to the actual address where service will be performed.

The period of performance is 4-1-2026 to 3-31-2027 for the base year period of performance.

Technical questions on this solicitation are due via e-mail only to Robert Bennett, Contract Specialist, at robert.bennett8@va.gov no later than 1:00 PM on 2/24/2026.

Quotes are due at the Contracting Office by 1:00 pm on 3/3/2026. Quotes are required to be emailed to robert.bennett8@va.gov prior to the solicitation closing date and time. It is the responsibility of the offeror to ensure their quote is received in its entirety by the Contracting Officer before the solicitation closing.

Presolicitation Notice