36C26326Q0237.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

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

TIME

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

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

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

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

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

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

SEE ADDENDUM

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

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

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

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

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

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

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

30a. 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

36C26326Q0237 02-04-2026

Robert Bennett 319-339-7079 03-03-2026

1:00 PM CST

36C263

DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE 23

1303 5TH STREET, SUITE 300

CORALVILLE IA 52241

X 100

X

561720

$22 Million

N/A

DEPARTMENT OF VETERANS AFFAIRS

MINNEAPOLIS VAMC

ONE VETERANS DRIVE

MINNEAPOLIS MN 55417

36C263

DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE 23

1303 5TH STREET, SUITE 300

CORALVILLE IA 52241

DEPARTMENT OF VETERANS AFFAIRS

FMS-VA-2(101)

FINANCIAL SERVICES CENTER

PO BOX 149971

AUSTIN TX 78714-9971

See CONTINUATION Page

This solicitation is to provide service to the Minneapolis VA Health Care System

See attached Statement of Work, Housekeeping Services Offsite Buildings

Before quote submissions, review ALL solicitation documents

Review and follow INSTRUCTIONS TO OFFERORS IN Section E.1 52.212-1 Addendum. See also E.3 52.212-2 EVALUATION -

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

There is a site visit scheduled for 2/18/26 at 10:00 AM Central starting at the Fisher House. Directions in the RFQ

Email ALL required and completed documents to: Robert Bennett at robert.bennett8@va.gov Submit questions via email by 2/24/26 at 1:00 PM Central Submit quotes via email by 3/03/26 at 1:00 PM Central This is a total SDVOSB set-aside

See CONTINUATION Page

X X

X 1

Cameron Rick Contracting Officer

36C26326Q0237

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (NOV 2023) (DEVIATION OCT 2025)

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

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

ADDENDUM TO 52.217-8 EVALUATION OF OPTION TO EXTEND

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...35

C.5 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY

2014)

C.6 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.7 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

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

(DEVIATION)

C.8 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.10 SUPPLEMENTAL INSURANCE REQUIREMENTS

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment 1: S03 Wage Determination Dated 12-3-2025 Attachment 2: S03 Building 10 1st Floor Plans Attachment 3: S03 Building 10 2nd & 3rd Floor Plans Attachment 4: S03 Fisher House Floor Plans

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023) (DEVIATION) (OCT 2025)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021) (DEVIATION OCT 2025)

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, Cameron Rick

36C263

DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE 23

1303 5TH STREET, SUITE 300

CORALVILLE IA 52241

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 []

c. Other [X] Monthly

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

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVICE

S

QUANTIT

Y UNIT UNIT PRICE AMOUNT

1.00 EA __________

Housekeeping at the Fisher House Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

Housekeeping, BLDG. 10 Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Housekeeping at the Fisher House Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Housekeeping, BLDG. 10 Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Housekeeping at the Fisher House Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Housekeeping, BLDG. 10 Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Housekeeping at the Fisher House Contract Period: Option 3 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Housekeeping, BLDG. 10 Contract Period: Option 3 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Housekeeping at the Fisher House Contract Period: Option 4 POP Begin: 04-01-2030 POP End: 03-31-2031 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

Housekeeping at the Fisher House Contract Period: Option 4 POP Begin: 04-01-2030 POP End: 03-31-2031 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

GRAND

TOTAL

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

Item Cleanliness Standards

Doors Surface is clean, free of smudges and fingerprints. Doorjamb is free of dust/dirt build-up.

Baseboards No splatters from stripper, free from floor finish build-up and dust.

Tile Floors: (Vinyl) No dust/dirt build-up in corners, along baseboards and under/behind furniture.

Spills, stains, and soil are removed; Appropriate floor sealing/waxing maintained.

Tile Floors: (Quarry Tile and Grout)

No scum/dirt build-up in corners, along baseboards or in grout. Spills, stains, and soil are removed; Appropriate floor scrubbing and sealing/waxing is maintained.

Carpeted Floors No dust/debris build-up in corners, along edges and under/behind furniture.

Spots and stains are promptly removed, and floor has vacuumed appearance.

Periodical spotting, bonnet cleaning or extraction done.

Walls No splatters, drips, smudges, fingerprints, oil or soil build-up.

Light Fixtures, Lamps

Surface is free of dust, soil build-up, splatters, etc.

Blinds, Shutters Free of dust/dirt build-up.

Sprinkler Heads Free of dust or soil build up.

Remotes TV remotes free of smudges and fingerprints.

Sinks, Fountains No soap or soil build-up on top surface or underside of sink. No water build-up around faucet or plumbing. Enamel, chrome fixtures, and plumbing have polished appearance.

Kitchen Counters, Appliances

Free of smudges and fingerprints, no debris/dirt/soil build-up on top surface.

Mirrors/Glass No evidence of fingerprints, smudges, streaking, splatters or film. Mirror frames are dust-free.

Dispensers Free of soap or soil build-up. No streaks, smudges, splatter, or dust build-up.

Dispensers are filled daily or as needed.

Waste Receptacle No evidence of splatters or streaks. Wiped clean inside and out. Clean liner in place.

Stairwells Steps free of dust and debris. Freshly wet mopped to remove spills and soil.

Walls free of spots, splatters, smudges and fingerprints. All plumbing and ceilings are free of dust build-up and spider/cobwebs.

Guest Room Bedding changed (soiled removed and replaced with clean). Towels changed (soiled removed and replaced with clean). Toiletry trays cleaned and items restocked.

Toilets, Urinals Bowl is free of ring, and under rim has stains removed. Rim, seat and outside of bowl has clean & disinfected, polished appearance and is free of splatters and urine build-up. Pedestals are thoroughly cleaned and disinfected, also is free of urine build up.

Showers, Tubs Shower is cleaned and disinfected throughout. All walls, flooring, fixtures and shower curtain cleaned & disinfected daily.

Ledges, Sills Free of dirt, dust, insects and debris. Spots and stains are removed (both high and low areas).

Fans, Vents Free of dust. Spots and stains removed.

Furniture, Tables, Chairs

Dining Room, Library, Living Room, Lounge furniture has dust, debris, spots, and stains removed from seat and frame. Fabric furniture has dust, spots, and stains removed. Frame is thoroughly vacuumed under cushions. Wooden frames are treated with furniture polish.

Horizontal Surfaces All horizontal surfaces not otherwise specified are to be dust free, and free of spots or stains. Including picture frames and door frames, and top of windows

Stainless Steel Stainless steel surfaces not otherwise specified are to be free of smudges, fingerprints, streaks, and splatters, and have a freshly polished appearance.

Housekeeping Equipment

Cart, bucket, and wringer are to be free of dust, dirt, spots, and stains.

Stainless steel should be polished. Tools and electrical equipment are thoroughly washed and free of spots, stains, dirt, and splatter. Chemical containers are properly labeled and secure when not in use.

Housekeeping Closet

Closet is well organized. Walls are free of spots and stains. Floors are scrubbed and free of dust, debris, spots, and soil. Shelves contain only chemicals and supplies, neatly stacked. Chemical listing and MSDS sheets are posted in a highly visible location. Appropriate laundering or disposal of all soiled housekeeping supply must happen on daily basis. No soiled material is to be stored overnight in equipment or closet (including recycling, soiled rags, mops, equipment, etc.).

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

Accept able Quality

Levels

Methods of

Surveillance

Incentive (Positive and/or Negative)

(Impact on Contractor Payments)

Guest Rooms Bedding changed (soiled removed and replaced with clean). Towels changed (soiled removed and replaced with clean). Toiletry trays cleaned and items restocked.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Showers, Tubs Shower is cleaned and disinfected throughout. All walls, flooring, fixtures and shower curtain cleaned & disinfected daily.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Toilets, Urinals Bowl is free of ring, and under rim has stains removed. Rim, seat and outside of bowl are clean & disinfected, polished appearance and is free of splatters and urine build-up.

Pedestals are thoroughly cleaned and disinfected, also is free of urine build up.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Carpeted Floors

No dust/debris build-up in corners, along edges and under/behind furniture. Spots and stains are promptly removed, and floor has vacuumed appearance.

Periodical spotting, bonnet cleaning or extraction done.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Tile Floors:

(Vinyl)

No dust/dirt build-up in corners, along baseboards and under/behind furniture.

Spills, stains, and soil are

100% Inspections If significantly inadequate, a percentage of the removed; Appropriate floor sealing/waxing maintained.

payment may be withheld.

Tile Floors:

(Quarry Tile and Grout)

No scum/dirt build-up in corners, along baseboards or in grout. Spills, stains, and soil are removed; Appropriate floor scrubbing and sealing/waxing is maintained.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Walls No splatters, drips, smudges, fingerprints, oil or soil build-up.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Light Fixtures, Lamps

Surface is free of dust, soil build-up, splatters, etc.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Blinds, Shutters

Free of dust/dirt build-up. 100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Sprinkler Heads

Free of dust or soil build up. 100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Remotes TV remotes are free of smudges and fingerprints.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Sinks, Fountains

No soap or soil build-up on top surface or underside of sink.

No water build-up around faucet or plumbing. Enamel, chrome fixtures, and plumbing have polished appearance.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Kitchen Counters and Appliances

Free of smudges and fingerprints, no debris/dirt/soil build-up on top surface.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Mirrors/Glass No evidence of fingerprints, smudges, streaks, splatters or film. Mirror frames are dust-free.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Dispensers Free of soap or soil build-up.

No streaks, smudges, splatter, or dust build-up. Dispensers are filled daily or as needed.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Waste Receptacle

No evidence of splatters or streaks. Wiped clean inside and out. Clean liner in place.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Stairwells Steps free of dust and debris.

Freshly wet mopped to remove spills and soil. Walls free of spots, splatters, smudges and fingerprints. All plumbing and ceilings are free of dust build-up and spider/cobwebs.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Doors Surface is clean, free of smudges and fingerprints.

Doorjamb is free of dust/dirt build-up.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Ledges, Sills Free of dirt, dust, insects and debris. Spots and stains are removed (both high and low areas).

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Fans, Vents Free of dust. Spots & stains removed.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Furniture, Tables, Chairs

Dining Room, Library, Living Room, Lounge furniture has dust, debris, spots, and stains removed from seat and frame.

Fabric furniture has dust, spots, and stains removed.

Frame is thoroughly vacuumed under cushions. Wooden frames are dusted. Dining room tables cleaned after meals.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Horizontal Surfaces

All horizontal surfaces not otherwise specified are to be dust free, and free of spots or stains. Including picture frames and door frames, and top of windows

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Stainless Steel Stainless steel surfaces not otherwise specified are to be free of smudges, fingerprints, streaks, and splatters, and have a freshly polished appearance.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Housekeeping

Equipment

Cart, bucket, and wringer are to be free of dust, dirt, spots, and stains. Stainless steel should be polished. Tools and electrical equipment are thoroughly washed and free of spots, stains, dirt, and splatter.

Chemical containers are properly labeled and secure when not in use.

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

Housekeeping Closet

Closet is well organized. Walls are free of spots and stains.

Floors are scrubbed and free of dust, debris, spots, and soil.

Shelves contain only chemicals and supplies, neatly stacked. Chemical listing and

100% Inspections If significantly inadequate, a percentage of the payment may be withheld.

MSDS sheets are posted in a highly visible location.

Appropriate laundering or disposal of all soiled housekeeping supply must happen on daily basis. No soiled material is to be stored overnight in equipment or closet (including recycling, soiled rags, mops, equipment, etc.).

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):

Monthly Quarterly As needed

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Service Provider’s Performance (check): Meets Standards

Does Not Meet Standards

Narrative of Performance During Survey Period:

PREPARED BY: ___________________________________ DATE: _________________

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (NOV 2023) (DEVIATION OCT 2025)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(c) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(d) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(e) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal, or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence. Examples of occurrences include acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees, and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark, or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act ( 31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date that appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(4) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable;

(D) Contractor point of contact; and

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(5) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section3903&num=0&edition=prelim of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by FAR part 33 if–

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on…