Additional Requirements 36C25621Q1777.pdf

Combined Synopsis/Solicitation 36C25621Q1777 – Janitorial Services for Outer Campus Buildings

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal

Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13.5, Simplified Procedures for Certain

Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is issued unrestricted as a total Service-Disabled Veteran Owned Small Business set-aside.

2. The combined synopsis solicitation number is 36C25621Q1777. It is issued as a Request for Quote. The Government anticipates awarding one firm-fixed price contract resulting from this solicitation.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

2021-06 (effective 7/12/2021).

4. This requirement is solicited unrestricted under full and open competition. The North American Industry Classification

System number is 561720 with a size standard of $19,500,000.00.

5. The contractor shall provide janitorial services as outlined in the Performance Work Statement (PWS). Wage

Determination (WD) 2015-5233 (Revision 18 dated 7/21/2021) applies to this requirement.

6. Places of Performance:

The place of performance shall be all of the building numbers listed in section 1.6 of the PWS on the Michael E. DeBakey

VA Medical Center Campus.

Michael E. DeBakey VA Medical Center Campus

2002 Holcombe Boulevard

Houston, Texas 77030

7. Period of Performance:

The period of performance is a 12-month base period with four 12-month option periods exercisable at the discretion of the Government.

8. A complete description of the services to be acquired, and/or applicable Government need(s) are as follows:

See Attached 36C25621Q1777 - Additional Requirements

Contracting Office:

Department of Veterans Affairs

Regional Procurement Office Central

Network Contracting Office (NCO) -16

2002 Holcombe Blvd., Bldg. 100

Houston, Texas

Contracting Officer:

Orlando Whitaker

Point of Contact (POC) Information:

Email: Orlando.Whitaker@va.gov

Quotes in response to this combined synopsis/solicitation are due at 11:00AM Central Standard Time (CST), September 9, 2021. Quotes shall be submitted in writing and sent via email to orlando.whitaker@va.gov. Please insert “RFQ 36C25621Q1777 – Janitorial Services Outer Campus Buildings” in the subject line of your email.

Questions regarding this solicitation shall be submitted via email to Contracting Officer, Orlando Whitaker at

Orlando.Whitaker@va.gov no later than 11:00AM CST on September 3, 2021. If questions are received, all responses will be posted with all questions and answers to the same announcement.

mailto:Orlando.Whitaker@va.gov mailto:orlando.whitaker@va.gov mailto:Orlando.Whitaker@va.gov

COMPLETING A QUOTE FOR SUBMITTAL

a. The Quoter shall complete Contract Administration and provide the name, title, address, email address and telephone number of the company/division point of contact regarding business decisions made with respect to the quote and who can contractually obligate the company. The quoter shall identify those individuals authorized to negotiate with the

Government.

b. See Section B.1, Price Cost Schedule. Pricing for each CLIN must be submitted in the proper format. The proper format consists of QUANTITY *UNIT PRICE = AMOUNT/NET AMOUNT. In the event there is a discrepancy in the calculation, the UNIT PRICE will be held to the intended price multiplied by the QUANTITY. If the quoter shows only the AMOUNT/NET AMOUNT, but fails to enter a UNIT PRICE, the AMOUNT/NET AMOUNT divided by the

QUANTITY will be held to be the intended price.

d. The provision at FAR 52.212-1, Addendum to Instructions to Quoters-Commercial, applies to this acquisition.

e. The provision at FAR 52.212-2, Addendum Evaluation-Commercial Items applies to this acquisition. See FAR 52.212-

2 Addendum for additional information.

f. All delivery of items and services shall be performed in accordance with the Statement of Work and 36C25621Q1777 –

Additional Requirements.

g. Quoter must submit both Technical and Price volumes. See FAR Clause 52.212-2 Addendum for basis for award.

h. All quotes shall remain valid for 120 calendar days.

Attachments(s):

1. 36C25621Q1777 – Additional Requirements

2. Wage Determination

3. Building Layout Diagram

36C25621Q1777

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 36C256

Department of Veterans Affairs

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

2002 Holcombe BLVD

Houston TX 77030 4298

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 []

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.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically

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

UNI

T UNIT PRICE AMOUNT

12.00 MO _________________

The contractor shall provide janitorial services in accordance with the

Performance Work Statement.

Contract Period: Base

POP Begin: 09-20-2021

POP End: 09-19-2022

LOCAL STOCK NUMBER: 580-21-4-5090

The contractor shall provide janitorial services in accordance with the

Performance Work Statement.

Contract Period: Option 1

POP Begin: 09-20-2022

POP End: 09-19-2023

The contractor shall provide janitorial services in accordance with the

Performance Work Statement.

Contract Period: Option 2

POP Begin: 09-20-2023

POP End: 09-19-2024

The contractor shall provide janitorial services in accordance with the

Performance Work Statement.

Contract Period: Option 3

POP Begin: 09-20-2024

POP End: 09-19-2025

The contractor shall provide janitorial services in accordance with the

Performance Work Statement.

Contract Period: Option 4

POP Begin: 09-20-2025

POP End: 09-19-2026

GRAND TOTAL _________________

PERFORMANCE WORK STATEMENT

Janitorial Services for Outer Campus Buildings

Michael E. DeBakey Veteran Affairs Medical Center Campus

1.1 General: This is a non-personal services contract to provide janitorial services for various campus buildings at the Michael E. DeBakey Veteran Affairs Medical Center located at 2002 Holcombe

Boulevard in Houston, Texas 77030. 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. Agencies shall train their employees in appropriate cleaning and disinfection procedures following Centers for

Disease Control and Prevention (CDC) Guidance and apply those standards to this Exam Room

Cleaning, and Restroom Cleaning.

1.1.1. Description of Services: The contractor shall provide all personnel, supplies (in accordance with the regulations and instructions in this Performance Work Statement (PWS)), supervision, tools, materials, equipment, transportation and other items and non-personal services necessary to provide custodial services in accordance with this PWS. The contractor shall perform to the standards in the contract as well as Environmental Management Services (EMS) Sanitation Procedure Guide, all local, state and federal regulations. The Contractor shall provide Microfiber Mop Systems, Floor Carpet Cleaning equipment, other Floor and Housekeeping Equipment. The contractor shall replace paper towels, toilet tissue, hand soap, and hand sanitizer which will be provided by the Government. Paper Towel Dispensers, and Toilet

Tissue Dispensers, Soap and Hand Sanitizer Dispensers, shall be the property of the Government at the end of the Contract. The contractor shall clean the entire Clinic, to include all waiting areas, reception, exam/treatment rooms, laboratories, restrooms, and administrative support offices.

1.1.2. Objective: The result of this contract will provide a clean, attractive workplace that presents the facility in its best appearance to enhance public relations and attractiveness of the facility.

1.1.3. Scope: Custodial service applies to all designated spaces including, but not limited to, halls, restrooms, offices, work areas, entrance ways, lobbies, storage areas and stairways as detailed in the floor plans.

1.1.4. Quality Control: The contractor shall maintain effective quality control to ensure services are performed in accordance with this PWS. The contractor’s quality control is a means by which he assures himself that his work complies with the requirements of the contract.

1.5.2. Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. The plan is primarily focused on what the

Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.2 Period of Performance: The period of performance is a 12 month base period with four 12 month option periods exercisable at the discretion of the Government.

Base Period: September 20, 2021 through September 19, 2022

Option Period 1: September 20, 2022 through August 19, 2023

Option Period 2: September 20, 2023 through August 19, 2024

Option Period 3: September 20, 2024 through August 19, 2025

Option Period 4: September 20, 2025 through August 19, 2026

1.3 Place of Performance:

The place of performance shall be all of the building numbers listed in section 1.6 on the Michael E.

DeBakey VA Medical Center Campus.

Michael E. DeBakey VA Medical Center Campus

2002 Holcombe Boulevard

Houston, Texas 77030

1.4 Hours of Operation: Normal business hours are between 7:00a.m. to 6:00p.m. from Monday through

Friday.

1.5 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the COR describing how services will be accomplished. All work shall be coordinated with the COR or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.

Services shall be accomplished during the VA normal business hours, 7:00a.m. through 6:00p.m., Monday through Friday, excluding Federal holidays any scheduled work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). VA follows all Federal holidays that are set by law (USC Title 5 Section 6103). In addition to routine cleaning, contractor personnel shall be available all times during the normal work hours to respond to emergencies including spills, unsanitary restrooms, and outage of sanitary supplies. Cleaning of areas that may not be accessible during normal work hours (i.e. exam rooms, direct patient care areas) and deep cleaning (i.e.

stripping, waxing, buffing, furniture and carpet shampooing or spot cleaning) shall be performed between the hours of 6:00p.m. and 7:00 a.m.

The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1

Martin Luther King's Birthday Third Monday in January

President's Birthday Third Monday in February

Memorial Day Last Monday in May

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 December 25

In addition to the days designated as holidays, the Government observes the following days:

1. Any other day designated by Executive Order;

2. Any other day designated by the President’s Proclamation; and

3. Any other day designated by Federal Statute.

1.6 Building: The Contractor shall clean all waiting areas, reception, all exam/treatment rooms, all restrooms, and administrative support offices. The total approximate square footage for the buildings is

294,469 square feet. The square footage and building numbers are listed below.

Building

Number

Building Name

Square

Footage

Year

Built

125 Administration Building 19000 2021

No # Power Plant 13417 2021

102A Storage Building 6400 2012

103 MAINTENANCE SHOPS 15980 1987

104 CENTRAL CHILLER PLANT 13510 1987

104A Chiller Plant 2534 2005

105 BOILER PLANT 9089 1945

108 Hospital Police/Visual Therapy 48300 1957

108A Mental Health Clinic 24300 2020

109 RESEARCH 74354 1979

110 RESEARCH 63293 1945

120 Medical Media 4292 1999

1.7 Type of Contract: The Government will award a Firm Fixed Price Purchase Order.

1.8 Contract Changes: Additional cleaning required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work not within the terms of the PWS or the Purchase Order, then the contractor must notify the Contracting Officer Representative (COR) and the CO of the request. The COR cannot request additional work under this Purchase Order not already included without a fully executed modification completed by the CO. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is the CO.

1.9 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with

VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor Electronic Invoice Submission Methods. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

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

http://www.tungstennetwork.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the

Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The

X12 EDI Web site (http://www.x12.org).

1.10 Post Award Meeting:

The Contractor shall be prepared to perform on the effective date of award. The contractor shall coordinate and attend a post-award meeting with the COR within three business days from the effective date of award.

Section 2: Definitions & Acronyms

2.1 Definitions:

Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.

Clean. Shall be defined as free of dirt, dust, spots, marks, streaks, stains, smudges, scratches, mop strands, litter, debris, and other residue. Following cleaning procedures, finished areas shall have a uniform luster and the corners shall be clean.

Centers for Disease Control & Prevention (CDC). The nation’s health protection agency that publishes key health information, including weekly data on all deaths and diseases reported in the US and travelers' health advisories. The CDC also fields special rapid-response teams to halt epidemic diseases

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

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

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

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

Custodial Cleaning. Providing an array of cleaning functions that are vital to the daily operation of the facility so as to present a clean facility.

Joint Commission (JC). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.

Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures.

Quiet Zone. Means normally a noise level of less than 72.B (A) at five feet from the source in patient-occupied areas.

http://www.x12.org/

Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, vomits, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Two-Step Cleaning.

Step One: Cleaning is the necessary first step of any disinfection process. Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation. The physical action of scrubbing with detergents and surfactants and rinsing with water removes substantial numbers of microorganisms. If a surface is not cleaned first, the success of the disinfection process can be compromised. Removal of all visible blood and inorganic and organic matter can be as critical as the germicidal activity of the disinfecting agent. When a surface cannot be cleaned adequately, it should be protected with barriers.

Step-Two Disinfection destroys most pathogenic and other microorganisms by physical or chemical means.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

CBI Compliance and Business Integrity

CEH Certified Executive Housekeeper

COR Contracting Officer Representative

EPA Environmental Protection Agency

ID Identification

IT Information Technology

JC Joint Commission

IHEA International Executive Housekeeper Association

NEHA National Executive Housekeeping Association

OSHA Occupational Safety and Health Agency

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan

VA Veterans Affairs

Section 3: Government Equipment

The Government will supply dispensers and supplies for: touchless automatic paper towel, hand sanitation soap, and waterless alcohol-based hand sanitizer.

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

• Sharp containers.

• Purell 18 oz, pump, Foam Hand Sanitizer

• Purell 1200ml, Hand Sanitizer Gel for TFX

Section 4: Contractor Furnished Items and Services

4.1. The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation except as specified herein as government-furnished, necessary to assure that all services are in accordance with the contract and all applicable VA, federal, state, Occupational Safety and Health

Standards and fire regulations.. The contractor shall ensure all work meets performance standards specified in this PWS and referenced documents. The Contractor’s personnel shall be able to read, write and speak English without the use of an interpreter.

All items shall be approved by the facilities Infection Control Committee (ICC) and the COR prior to being used. The Contractor shall obtain Safety Data Sheets, Occupational Safety and Health

Administration (OSHA) Form 20 for all chemical products used and shall provide a copy to the COR.

New supplies or changes in previously approved materials shall require product literature and may require samples.

NOTE: Aerosol sprays shall be approved by the COR before use and shall not be used in patient treatment areas.

4.2 All containers of cleaning chemicals and similar products shall be conspicuously marked (preferably with a factory label), to identify contents. All other labels shall be removed or defaced. Materials bearing a Department of Transportation (DOT) red label (flammable) shall not be used. No unlabeled chemicals shall be permitted for use anywhere within the facility.

4.3 Contractor’s equipment shall be compatible with existing sources of government furnished electrical power. All equipment shall comply with current safety standards. All equipment shall be cleaned with an

EPA approved hospital grade germicidal disinfectant each day prior to storage.

4.4 All electrically operated equipment shall be equipped with hospital quiet-type motor, be third-wire grounded, and equipped with an appropriate length of Underwriters Laboratories (UL) approved three-conductor cord. The contractor shall not use extension cords.

4.5 All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.

4.6 When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage.

4.7 Supplies and equipment shall not be transported in trash cart, mop buckets, etc. All materials not immediately used shall be properly stored.

4.8 An EPA approved hospital grade germicidal detergent shall be used for all cleaning activities within the clinic. In the event of an outbreak of Methicillin Resistant Staphlococcus Aureus (MRSA), Clostridium Difficile (C-Diff) or other major Hospital Acquired Infection (HAI) and or COVID-19, the

COR will instruct contractor on proper cleaning procedures.

4.9 Stripping Compound shall be purely synthetic, non-ionic, biodegradable, and contain no animal or vegetable soaps, abrasives, bleach, alcohol, ammonia, or other ingredients which would produce harsh, harmful, or noxious odors or fumes, either in use or in storage. Stripping Compound shall be capable of completely removing all soap build-up and floor finishing film (with the exception of peracrylic type finishes). Stripping Compound shall contain approximately 12% or more active ingredients, exclusively or dilution; it shall have a pH of not less than seven or more than 11.0. It is permissible to use a special detergent stripper specially designed for use in automatic scrubber equipment, so long as it meets the above requirements.

4.10 Carpet Shampoo shall be used in accordance with manufacturers’ recommendations.

4.11 Microfiber Mop heads shall be laundered after each use. Disposable mop heads may be made of non-woven fabric or a listless fabric consisting of textile fibers or a combination of fibers and yam and be clear or neutral in color. The Contractor shall not use oil-based treatments. The chemical treatment shall not have a “flashpoint” of less than 330º Fahrenheit and shall be free of specifiable matter. The compound shall not heat spontaneously under service conditions. Total treatment residue in mop heads shall contain no carbon residue.

4.12 Vacuum Cleaners shall have hospital grade micro static impaction type filtration system which shall filter out all dust and bacteria particles larger than 0.3 micros. All vacuum equipment (i.e. tank, hose and bag) shall be cleaned daily with an EPA approved hospital grade germicidal detergent. Vacuum filters shall be cleaned weekly.

4.13 Trash carts shall be of such size that will not block width or block passageways for building evacuation. All trash collection containers shall be thoroughly cleaned and disinfected daily using an EPA approved hospital grade germicidal detergent.

4.14 The contractor shall use Wet Floor Signs with easily understood directions and guidance in English and Spanish.

4.15 Contractor Equipment. The Government shall not be held responsible for any item of Contractor’s equipment which may be lost, damaged or stolen. The Contractor shall tag all contractor owned equipment for identification.

4.16 When routine facility’s defects (dripping faucet, loose door, loose window frames, etc.) are found, they shall be immediately reported to the COR or his/her representative.

4.17 The Contractor shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to government property. The Contractor shall not place chairs, wastebaskets, brooms, mops, or any other items normally placed on the floor on any surface of furniture or equipment.

4.18 The Contractor shall provide uniformed housekeeping staff for the duties to be performed at the facility. Contractor staff must wear their uniform in a manner to exhibits professionalism at all times.

Section 5: Specific Tasks

Standards: Aseptic areas apply to the kitchen, dining, and restrooms. Custodial standards shall apply to the common areas, excluding the dining area, and the rooms. There may be some cases where a room requires a “terminal cleaning” in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas at no additional cost. Aseptic areas apply to all areas within the medical center. Contractor will be required to perform Two-Step Cleaning in accordance with Centers for Disease Control (CDC)guidance.

https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html.

5.0.1 Emergency Cleaning Services

In addition to routine cleaning, contractor personnel will be available all times during the normal work hours to respond to emergencies including (but not limited to) spills, bodily fluids, unsanitary restrooms, and outage of sanitary supplies (Toilet Tissue, Paper Towels) If the contractor must come in outside these hours, the contractor should contact the COR to arrange for access to the facility.

5.1 Tasks and Cleaning Standards

TASK FREQUENCY CHART

Buildings 102A, 103, 104, 104A, 105, 108, 109, 110 and 120

NO.

TASK

D

W

M

Q

S-A A AS

NEEDED

AS

REQUESTED

1 Waste Receptacles, Empty &

Reline

X

2 Dispensers, refill X X

3 Dispensers, damp wipe or dust

Using Microfiber Clothes

X

4 Vents, (ceiling & wall), dust X X

5 Walls, spot clean X

6 Walls, scrub X

7 Damp wipe or dust (sills, ledges, clock, artwork, etc.)

X

8 Water fountain, sanitize X X

9 Furniture, damp wipe or dust (desk, file cabinet, tables, etc.)

X

10 Toilets, sinks, urinals, sanitize X X

11 Chairs, upholstery vacuum X

12 Chairs, spot cleaned X X

13 Chairs, shampooed X

14 Chairs, vinyl, damp wipe X

15 Chairs, vinyl, scrub X X

16 Baseboards, kick-plate damp wipe using Microfiber Clothes

X

17 Doors/door jamb, damp wipe or dust Using Microfiber Clothes

X

18 Glass, interior, windows X X

19 Mirror/chrome cleaner X

20 Refrigerators exterior X

21 Window drapes cleaned X

22 Cubicle curtains cleaned X X

23 Housekeeping equipment cleaned X

24 Floors, swept & dust mopped;

carpet vacuumed

X

25 Floors, wet mopped Using Micro

Fiber

X X

26 Clean all touchable surfaces in exam rooms using Microfiber

Clothes

X X

27 Stripping and waxing X

28 Clean all touchable surfaces in exam rooms using Micro

Fiber Clothes

X X

29 Rest rooms cleaned X X

30 Rest rooms scrubbed X

31 Floors refinished; carpet shampooed X X

32 Floors buffed X X

33 High/Low damp wipe or dust Using

Microfiber

Clothes

34 Clean Rolling Stock X X

35 Waste Receptacles cleaned X X

36 Refrigerator/cabinets exterior X

37 Remove filled needle containers, and replace

X

38 Clean/polish rest room hardware X X

39 Clean shower stalls X

40 Clean slop sink X

41 Dust/clean lockers using Microfiber

Clothes

X X

42 Re-hang drapes cubicles X

43 Trash removal X X

44 Stripping and waxing X

45 Artificial plant cleaning X X X

46 Clean/vacuum walk off mats X

Maintain proper furniture arrangements X

48 Emergency response X X

49 Provide equipment X X

50 Provide supplies X X

51 Employee training X X

52 Report damage to Government property

53 Carpet interim spot treatment X X

Key Chart: D = Daily; W = Weekly; M = Monthly; Q = Quarterly; S-A = Semi-Annually; A = Annually

5.2 Maintenance

All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, spray buffed, stripped and waxed, to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration as prescribed on the Task Frequency Chart.

Baseboards, corners, wall/floor edges and door edges shall be clean and free of any floor maintenance solutions. All hidden floor areas (behind and underneath furniture) shall be free of dirt and debris. If any furniture is moved during cleaning, it shall be carefully returned to its position without causing any damage. Carpeted areas shall be vacuumed or shampooed as needed to ensure that carpet is clean, and free from any visible lint, litter, stain, and other foreign matter. Spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. Underneath the carpet shall be free of moisture, soil, and any foreign matter. All tears, burns, and ravels shall be brought to the attention of the COR immediately.

1. Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and replace the furniture after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. The Contractor shall report any tears, burns and raveling to the attention of the COR or designated representative.

a) Light Shampoo to protect carpet with soil-repellent and/or static free application of treatment as required.

b) Deep Steam Clean by using “steam” or other residue-free cleaning product. The carpet shall be dried to the touch upon completion.

2. Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails. Sanitize as needed.

3. Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed. The ducts shall be cleaned as needed.

4. Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls.

5. Entrance Area: Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Trash containers located inside and outside of entrances shall be emptied.

6. Floor maintenance (non-carpeted):

a) The Contractor shall strip wax, finish and buff using non-slip floor finish to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. The Contractor shall “turn back the rugs” in order to clean and finish the floor areas at least one-feet underneath the rugs. The stripping of wax, finish and buffing shall be performed as prescribed on the Task Frequency Chart. The entire facility shall be waxed, finished and buffed as prescribed on the Task Frequency Chart. The scheduling of this task will be coordinated between the Contractor, COR and staff occupying building to ensure there is no disruption to staff and visitors.

b) Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur no more than once per week. The area or the room requiring the service will be identified by COR or designated representative to the Contractor.

c) The Contractor shall wet mop and scrub using germicidal type detergent to sanitize all accessible areas including corners and abutments to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop wood or carpeted floors. The Contractor shall change water in mop bucket in between room cleanings.

d) The Contractor shall sweep, dust, damp mop, wet mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. The floors shall be swept, dusted, damp mopped and wet mopped using a treated or dust- free method/mop. The

Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items so as to clean underneath and shall return items to their proper position.

e) The Contractor shall dry buff and spray buff all floors unless specified elsewhere as having carpet or special flooring to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. The Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen. The Contractor shall remove excess floor finish solutions. The Contractor shall apply these techniques only to the portion of the floor needing work, to bring the entire floor up to standard.

7. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36” and below) The Contractor shall dust all uncluttered horizontal surfaces within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, window sills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust, eliminate stains and dust collection.

a) The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature.

b) Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36” up to

70”): High dusting includes all the wall surfaces, door frames, shelves, equipment, window sills, ledges, hand rails, etc. that are 70 inches from the floor or more.

8. Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners, in particular. Move items as necessary to ensure thorough and adequate cleaning; replace to original position.

a) The Contractor shall spot clean upholstered furniture as required.

b) The Contractor shall steam clean or deep-clean upholstered furniture as required.

9. Parking Lots and Sidewalks: The Contractor shall sweep weekly, remove all cigarette butts, and oil spots or stains from the parking lot (within 25 feet of the building) with a dry cleaning agent and/or pressure wash with degreaser chemical. Power sweepers must be equipped with vacuum dust control system.

10. Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft shields on windows, mirrors and adjacent trim.

11. Stairwells: The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling and wall areas shall be free of cobwebs, dust, debris and insects.

12. Walls: Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed.

13. Blinds: The Contractor shall vacuum and damp clean all blinds to remove surface dust, vacuum drapes in place.

14. Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills.

15. Window Cleaning Exterior: The Contractor shall wash exterior surfaces, damp-wipe window sashes/sills. The contractor shall be responsible for the exterior windows on the entrance only and first the first floor level. To maintain clean appearance, the exterior windows and glass entrance doors shall be cleaned daily and spot cleaned as necessary.

16. Laundry Service: The contractor shall collect all soiled linen daily and place in designated soiled linen storage until items are picked up by laundry service contractor. The contractor shall place linen received in clean linen storage on shelf until items are needed. The contractor shall maintain inventory of linen items listed above; all linen items that are unserviceable must be returned to facility designated linen officer. Replacement or the need for additional linen shall be communicated by contractor to VA Linen Department Manager.

17. Bed Cleaning: The contractor shall remake beds on customer request or as needed. After customer has checked out from facility all linens are to be removed from bed and stored in soiled linen room until picked up by the laundry service contractor. The contractor shall remake bed using clean linens.

18. Dining room, kitchen, and break areas: The contractor shall clean dining room, kitchen, and break areas daily; trash is to be removed as needed. All tables and counter tops are to be wiped down daily and as needed throughout day. All kitchen appliances, refrigerators, microwave oven, conventional oven, dishwasher, etc. are to be cleaned daily and as needed. The contractor is to work with staff to schedule cleaning of oven and refrigerator.

19. Ceilings: The Contractor shall dust and remove cobwebs from the ceilings, vents and light fixtures.

20. Unoccupied Rooms: Cleaning of unoccupied rooms should be performed in accordance with the

PWS to remove dust from all surfaces, the restroom should be cleaned and the commode flushed to prevent hard water deposits.

21. Miscellaneous

a) Ashtrays: The Contractor shall remove ashes and debris from cigarette butt receptacles and place in a nonflammable container. Ashtrays shall be damp-wiped to remove all ashes;

washed with hot, soapy water as needed.

b) Contractor's Storage Room: The Contractor shall store equipment and supplies in a

Government-provided storage room. The Contractor shall maintain the storage room and used only as authorized. The Contractor shall not store food in the room. This storage room shall be clean and odor free at all times.

c) Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent. The Contractor shall re-stock those water coolers with cups. The Contractor shall daily clean and disinfect all porcelain and polished metal surfaces, including the drains as well as exterior surfaces of the fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, and any type of foreign mater.

d) Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates.

22. Restrooms

The Contractor shall daily maintain the restrooms in a clean and sanitary condition at all times. All areas of the restroom including the toilet seats, bowls, urinals, sinks, partitions, walls, mirrors, doors (including doorknobs), plumbing fixtures, underside of sinks and pipes, floors, soap dispensers, paper towel holders, faucets, trash cans, vents, light switches, etc. shall be cleaned using a U.S. Environmental Protection

Agency (EPA) approved hospital grade germicidal detergent. After cleaning, receptacles shall be free of deposits, dirt, streaks, and odor.

a) The Contractor shall clean and sanitize sinks, urinals, and toilets.

b) The floor traps shall be maintained free from odor at all times.

c) The Contractor shall sweep and wet-mop the floors daily and spray buff as required. The

Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

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

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

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

g) The Contractor shall replenish restroom supplies, e.g., soap dispensers, paper towels, toilet tissue, and other sanitary items supplied by the Contractor. The Contractor shall ensure sufficient supplies are stocked in these areas.

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

i) Exam Tables. The Contractor shall clean and disinfect all exam tables daily. After cleaning, the base of the exam tables shall be free of dust, stains, and any foreign object.

23. Waste

a) Trash Removal: Trash containers will be furnished by the Government. The Contractor shall pick up and empty all trash or waste receptacles, to include the vending machine/snack areas.

The Contractor shall wash and damp-wipe all waste receptacles; re-line daily or as needed.

The Contractor shall dispose of trash in plastic bags secured with bag ties. If there are any objects such as boxes, cans, etc placed near trash cans, the contractor’s employee shall enquire from the staff in the area if this material needs to be discarded and ensure the task is completed. All trash shall be delivered to the designated trash storage area. Trash receptacle shall be left clean, free of foreign matter and free of odors. If the trash is overflowing

b) Litter Removal: The Contractor shall pick up and dispose of litter and trash from the entrances and perimeter of the building.

c) ‘Red Bag’ Bio-hazardous: All receptacles lined with "Red Bags" (plastic bags containing bio-hazardous medical waste material) shall be serviced. The Contractor shall pick up the Red

Bag waste and deposit it in specially designated, locked "infectious waste" bins or lockers, usually located at the rear of the facility, in a safe and timely manner, and in accordance with established standards and procedures. NOTE: Red Bags may not be used for any other purpose.

24. Supplies:

a) The following is a list of current supply dispensers and supplies used at the VA:

1) Georgia Pacific

2) Coreless toilet tissue

3) Johnson Signature Wax

4) Wexcide 121 Disinfectant

5) Betazyme

6) Glass Cleaner Wipes

7) Neutral Cleaner

8) Stainless Steel Wipes

1200ml Provon Foam Hand Soap

9) Plastic Bags, Large Clear 33x40, 1.5mil

10) Plastic Bags, Small Clear, 24x24, 1.5mil

11) Plastic Bags, Extra Large Clear, 40x47, 1.5mil

12) Wet Tasks

13) Purell Gel Hand Sanitizer

14) Toilet Seat covers ¾ fold and ½ fold.

b) The Contractor shall provide seat covers of appropriate size to all public and staff restrooms.

5.3 Contractor Technical Experience and Technical Qualifications

Contractor’s Qualifications

The contractor shall be International Executive Housekeeper Association (IEHA) certified. The contractor shall submit their certification by the solicitation due date with their quote.

Contractor’s Technical Experience

The prime contractor shall demonstrate a minimum of three (3) years of technical experience performing as the prime contractor in accordance with PWS performing housekeeping services. The contractor shall submit at least two technical experience projects. The contractor shall not submit information with the prime Contractor’s technical experience performing as a subcontractor on a contract.

The contractor’s technical experience shall include technical experience projects where the contractor performed as the prime Contractor, completed within the last ten (10) years from the solicitation due date and must be the same or similar in size, scope, and complexity as the PWS. Same or similar size, scope and complexity is performing janitorial services in a medical facility over 200,000 square feet or medical facilities during the same period of performance totaling over 200,000 square feet. The

Contractor shall include the title of the project, square footage, contract number, dollar value, description of the project(s), location, and complexity. The prime contractor’s technical experience project(s) must equal at least three years or more of technical experience. The Contractor shall also include a point of contact for the Government to verify this information for each project with the point of contact’s name, email address, and phone number.

1. Personnel Qualifications: The Contractor shall assign an International Executive Housekeeper

Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures in order to ensure compliance with all provisions contained in this contract. The contractor shall demonstrate evidence of the certification by certificate or letter. Written certification of technical experience and copies of any formal training program (i.e. National Executive Housekeeping

Association (NEHA) shall be submitted by the solicitation due date.

2. Personnel Technical Experience: The CEH shall have at least one (1) year of prior technical experience as a CEH Manager within the last five years. The contractor shall provide the resume and certification of the CEH by the solicitation due date.

All other housekeeping personnel must have 12 (twelve) months of experience performing housekeeping services with the last five years. The contractor shall provide a resume of all personnel by the solicitation due date.

3. In the event the CEH leaves the company, the personnel must be replaced within five business days to continue successful operation of this contract. The personnel must be pre-approved in writing prior to starting work by the COR and CO to ensure they meet the minimum requirements of the contract. The approval must be received prior to an employee working at any of the facilities.

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

After normal duty hours, the CEH or stand-in representative shall be available within 3 hours.

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

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

a) List of employees who will provide services under this contract

b) Name, telephone number and address of the CEH

c) List of shift supervisors

7. The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative.

He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

8. The Contractor shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break areas only. Smoking is prohibited on the

VA campus.

9. The Contractor shall be responsible for compliance with all appropriate Joint Commission record keeping requirements.

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

11. The Contractor is not required to have physical examination prior to work on this contract;

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

12. Personal Protective Equipment: The Contractor shall be responsible for providing Personal

Protective Equipment to all personnel. The VA currently requires face coverings for any personnel entering the facilities. The face covering must be a mask affixed to the face such as a surgical mask, N95 mask, or similar.