Attachment 1 - Gillette Janitorial SOW FY25.docx

Gillette CBOC Cleaning Contract – Statement of Work

1. The contractor shall furnish all labor, supervision, management/support, transportation, supplies, equipment, and materials, space and utilities as listed in this SOW to provide custodial services in the Gillette VA Primary Care Outpatient Clinic located at 604 Express Drive, Gillette, WY 82716. This building is 5,930 square feet.

2. The areas to be serviced are of a sensitive nature due to the VA’s mission, and high degree of contact with the public. The time schedule is exceedingly important, as is a high degree of professional performance.

3. The contractor shall perform all cleaning tasks according to the schedule outlined in the CLEANING MATRIX at the end of the statement of work. Semi-annual services shall be performed according to the cleaning matrix and in coordination with the Contracting Officer’s Representative (COR) and clinic manager.

4. Daily service is to be performed Monday through Friday and weekly service on Friday between 4:30 and 9 pm or weekends during daylight hours, except for holiday. Federal Holiday observed by the clinic are:

New Year’s Day Martin Luther King Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

5. The contractor shall supply all cleaning equipment and cleaning supplies needed to perform custodial services. The government will supply the following:

a. Toilet tissue

b. Paper towels

c. Sanitary napkins/feminine products

d. Hand soap

e. Plastic liners for trash cans

B. SUPERVISION BY CONTRACTOR:

The Contractor shall identify the person who shall have responsibility for performance of this contract. This person is herin referred to as the Project Manager. The Project Manager shall be competent to supervise all aspects of this activity and shall be available on site within 24 hours after notification during performance of contract work. The COR shall be notified, in writing, of the name of the Project Manager and of changes in personnel appointed to fulfill this function or of substitution of personnel due to absence. The project manager shall, in the absence of the Contractor, act for the Contrator as Contrator’s Representative.

C. PERSONNEL QUALIFICATION AND REQUIREMENTS:

1. TRAINING:

a. Contractor and/or representative may not be assigned to work under the provisions of this contract until specialized orientation and training by the COR has been completed. Documentation verifying the content of such training and orientation and those personnel attending shall be transmitted to the COR within 15 days from the notice to proceed. Initial training shall include but is not limited to the following topics:

(1) A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, and how it can be prevented, reduced, or contained through proper environmental sanitation methods.

(2) Infection control orientation, relating duty functions to the technical provisions of this specification.

(3) Proper use and handling of germicidal detergents, supplies, and equipment.

(4) Care and maintenance of Contractor and government furnished property.

(5) Familiarization with local fire prevention and safety procedures.

(6) Familiarization with applicable Facility policies/regulations and their effect on sanitation services.

(7) Familiarization with the Contractor’s Procedures Manual.

(8) Individual duties and responsibilities.

(9) Procedures for replenishing cleaning supplies and obtaining equipment repair.

(10) Role of Contractor’s personnel in the Facility and their impact on patient care.

(11) Techniques or methods for measuring the quality of work performance.

(12) Basic Orientation of the Facility, function, mission, and goas.

(13) Facility emergency fire and disaster program.

(14) Hazardous Communication Standard.

(15) Blood Borne Pathogen training

(16) Utility Operation

(17) Universal Precautions

(18) Emergency Preparedness

(19) Body Mechanics/Lifting

(20) Accident Reporting

(21) Sexual Harassment

(22) Ethics

(23) TB-Precautions

(24) Mercury/Spills

(25) Antineoplastic Spills

(26) Radiation Training

b. The Contractor shall plan developmental employee training sessions for all employees at a frequency of no less than once a quarter. Developmental training shall include but is not limited to the following areas:

(1) Updating in the areas referred to in the subparagraphs in Section a. above.

(2) Presentations on the subjects contained in the reference listed in Quality Control/Quality Assurance Section.

c. Records of all employee training shall be maintained by the Project Manager and submitted to the COR within 30 days of such training in order to provide evidence that employees are competent to carry out their duties and responsibilities in a quality manner.

2. UNIFORMS AND EMPLOYEE IDENTIFICATION:

a. All of the Contractor’s personnel (except Project Manager) assigned to the performance of this contract shall wear appropriate clothing for custodial services, which is clearly distinguishable from those worn by Government staff on site.

b. Clothing shall be clean and maintained in good repair.

c. All persons assigned to the performance of the contract shall display above the waist a clearly readable name identification device which shall be furnished by the contractor.

3. PERSONAL HYGIENE:

The Contractor’s personnel shall be clean and neat in appearance. Fingernails shall be clean and free of dirt upon beginning work, and hair shall be kept clean and neat.

4. EXPOSURE TO HAZARDOUS WORKING CONDITIONS:

Contractor’s personnel may be required to perform work under potentially hazardous conditions. Contractor’s personnel shall be informed of potentially hazardous situations by Contractor, trained by Contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personal protection. Training as referenced above shall be completed by all personnel working under this contract.

5. MISCELLANEOUS:

a. Personnel rosters: Current written rosters of all regular and alternate employees shall be provided to the COR. Employees not listed shall not be allowed to work in the facility.

b. No smoking on government property.

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

d. The Contractor shall also be responsible for adhering to all requirements un the Privacy Act.

D. QUALITY CONTROL/QUALITY ASSURANCE:

1. Quality Control: The Contractor shall have a quality control program to assure the requirements of this contract are provided as specified. One copy of the Contractor’s basic Quality Control Program shall be available for review by the pre-award survey team and submitted with the initial proposal. In addition to the basic Quality Control Program, an updated copy, which shall be incorporated into the contract, shall be provided to the COR by the state dare as the changes occur. The program shall not be limited to the following:

a. An inspection system covering the services listed in the Cleaning Matrix shall specify areas or work to be inspected on either a scheduled or unscheduled basis.

b. A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

c. A system to record all inspections conducted by he Contractor and corrective action taken. These documents shall be made available to the Government during the term of the contract.

2. Quality Assurance: The government will monitor the Contractor’s performance under this contract using the quality assurance procedures in the surveillance plan.

3. Pre-award Survey of Prospective Contractor: Prospective Contractor may be contacted by the CO to determine financial and technical capability to perform. As a minimum, Contractor shall address the items of information listed below. A written copy of the presentation with the backup data below shall be submitted to the contracting office 5 workdays before the presentation.

a. Start-up and phase-in schedule

b. Letters of intent and resumes for key personnel

c. Availability of labor force, and/or plan for recruiting.

d. Type and extend of training.

e. The role of the project manager and the extent of his/her authority.

f. Organizational and functional charts reflecting lines of managements responsibility.

g. Manning charts in a format requested by the contracting officer (only to be used to ensure that contractor understand the workload).

h. Plans and managements procedures for logistical and administrative support of all functions; that is, contractor furnished supplies and equipment and procedures for timely payment of personnel.

i. Procedures to be used to ensure contract requirements are met (quality control program)

j. Corporate experience, as evidenced by past and present contracts.

4. Procedures Manual: The Contractor’s basic manual shall be available for review by the Pre-award Survey Team and approved by the COR and CO before award of the contract. This manual shall be a comprehensive description of the Contractor’s procedures and designed for Contractor’s personnel for general reference purposes. It shall contain all procedures necessary to perform complete services required by the contract. The approved basic manual shall be adapted to the facility prior to start of contract performance and updated as changes occur. This document shall be provided to the COR prior to the start of work, and updates shall be provided as they occur during the term of the contract.

E. REPRESENTATIVE OF CONTRACTING OFFICER:

The Contracting Officer reservice 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 (COR)’s authority. A copy of the designation shall be furnished to the contractor (VAAR 852.270-1).

F. TERM OF CONTRACT:

Any contract resulting from this solicitation will be effective February 18, 2025 through February 17, 2026 and four (4) one (1) year options to be exercised at the Government’s discretion.

G. CONTRACTOR RESPONSIBILITIES:

The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Contractor shall talk all reasonable precautions necessary to protect person and property from injury or damage during the performance of this contract. Contractor shall be responsible to any injury to self, employees, as well as for any damage to personal or public property that occurs during the performance of this contract this caused by the employee’s fault of negligence, and for a limit as required by the laws of the State of Wyoming. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, will not be the responsibility of the Contractor hereunder with the regard to any claims, loss, damage, injury and liability resulting therefrom.

1. Contractor must cover housekeeping services during time of illness or vacation of employee.

H. CLEANING STANDARDS:

1. Floor Maintenance: In all areas of the building, cleaning shall be done with mechanical vacuuming equipment, microfiber mops, or untreated dust mops. Cleaning shall be done in such a manner that no dust is raised. Floors shall be cleaned so that no dust or streaks remain on floors, in corners, behind doors or under furniture and equipment.

a. Tile or Linoleum or other types of flooring materials

(1) Mopping/Scrubbing: All black marks, stains, gum, etc., shall be removed daily. Floors shall be free of foul odor. Hard to reach places shall be mopped/scrubbed by hand. Movable fixtures (excludes any modular-type furniture/fixtures), furniture and equipment, including desks, chairs, tables, trash receptacles, business machines on rollers, et., shall be moved, as required, during the dusting and wet mopping operations.

(2) Spot Mopping Standard: All spot mopping shall be done with a germicidal/detergent solution. Procedure for mixing of the proper amount of germicidal/detergent solution shall be in accordance with the manufacturer’s instructions.

(3) Wet Mopping Standards: All wet mopping solutions shall be germicidal in content. Mopping solution shall be used in accordance with manufacturer’s directions. Floors shall be free from soap film and mop streaks. Water seepage under baseboards, bumping baseboards and corners of furniture, and splashing water on baseboards or furniture shall not be permitted.

(4) Waxing/sealing Standard: Floors will be stripped and waxed semi-annually in June and December.

(5) Restrooms: Daily restock toilet paper and paper towels. Clean and sanitize toilet bowls, toilet seats, urinals and sinks, mirrors, doorknobs, light switches/plates, handrails and walls around the toilets and sinks. Restroom floors will be dust mop and wet mop. Semi-annually restroom floors will be stripped, sealed/waxed.

b. Carpet Floors

(1) Vacuuming Standards: Except for areas indicated, vacuum cleaners shall be used for cleaning inside the building. Filters, accessories, and the cleaners shall be maintained in the manner recommended by the manufacturer to assure maximum effectiveness in reducing the introduction of dust and microbes into the air. Vacuuming of floors shall be accomplished with a high-quality vacuum cleaner checking and changing bag frequently.

(2) Spot Cleaning: Spot cleaning of carpet is defined as the cleaning or shampooing of certain areas necessitated by heavy traffic patterns, accumulation of soil or spills of certain materials. Excess liquid or solid residue shall be removed with appropriate materials, and in large areas a wet pick-up vacuum shall be used if necessary.

(3) Shampooing: Shampooing shall be done on a semi-annual basis in June and December during a weekend, so the carpet have ample time to dry prior to the next business day.

2. Dusting: Dust cloths and other dusting tools shall be clean. Dusting shall be accomplished by use of non-treated cloth or paper products to avoid scattering of dust. Oil treatment is not permitted. Surfaces shall be free from dust after dusting is completed. The sue of feather dusters and brushes is not permitted. All low dusting shall be done after the floors have been vacuumed or swept and the dust has settled. Wall and ceiling surfaces shall be cleaned by lamb’s wool/mohair/mutton hair dusting device or by commercially available disposable dusting device (e.g. Swiffer) or by vacuum using soft bristled attachment.

3. Light Fixtures: Exposed light fixtures shall be washed with a sponge or clean cloth, dampened in a mild disinfectant solution, and wiped dry and a clean cloth. The covers of incandescent and recessed lights shall be dusted inside and outside. All insects and other foreign materials shall be removed monthly.

4. Window Blinds: All blinds shall be cleaned according to manufacturer’s recommended cleaning instructions. If no instructions can be found, the following methods shall be used: smooth surface blinds shall be washed in place using a soft, clean cloth dampened in a mild, neutral soap; and water solutions, rinsed and wiped dry with a clean cloth. A germicidal detergent disinfectant solution shall be used with each cleaning. Care shall be taken to avoid getting cords or takes wet. All blind slats shall be left clean and free from streaks or smears or unwashed places. Cloth covered blinds shall be vacuumed periodically to keep them free of dust and other debris.

5. Interior Window Cleaning: Cleaning solutions shall be of a type that shall not injure the frames or closing fixtures. A germicidal/detergent disinfectant solution shall be used with each cleaning. Cleaned windows shall be free of unwashed places on glass and as streak-free as possible. No water shall be spilled on sills, wall, furniture, or equipment. Any blinds, furniture or office equipment moved in the washing process shall be repositioned and the window are screens shall be secured by the latches as found before the washing started. Hosing of windows shall not be permitted. Glass panels in doors, display cases and mirrors shall be cleaned using a free-rinsing detergent to present a neat, clear appearance at all times. Adjacent trim shall be wiped clean using damp wiping procedures.

6. Exterior Window Cleaning: Exterior window cleaning will be cleaned on a semi-annual bases according to the cleaning matrix, and to the standards addressed above in the interior window cleaning paragraph.

7. Fixture Cleaning: Every sink shall be properly cleaned including outer sides and underneath as needed and kept free of odors. Soap and paper towels shall be refilled.

8. Trash Removal: Collected trash shall be promptly removed from all rooms in the clinic to include the front reception areas and the lunch areas and placed in exterior refuse containers. Filled trash carts shall not stank in hallways or rooms. All trash containers shall contain a clean plastic bag insert. Trash carts, waste basket, disposal cans and other trash containers shall be emptied and thoroughly cleaned and wiped dry.

9. Procedure Room: Any room used or labeled as a procedure room must be cleaned according to specific instructions which are attached to this document. The specific instructions will be available for check-off and signature each day and provided to an assigned clinic staff person when completed.

10. Miscellaneous Cleaning (Scrubbing/Washing) Washing of doors, door frames and walls shall be accomplished to remove dirt.

1. CONTRACTOR REQUIREMENTS

1. Employee Training: To ensure competent and safe performance of the work under this contract, the Contractor shall provide appropriate training to employees prior to the beginning of service under this contract. This includes blood borne pathogen training, MSDS sheet instructions and haz.com for chemicals, etc., used in performance of the contract a complete list of trainings if found in section C. 1.a of this document.

2. Work Requirements: The Contractor is prohibited from employing, on this contract, any individual with an illegal immigration status.

3. Language Skills: All employees and representatives of the Contractor must be fluent enough in the English language to read and understand chemical labels/signs and to converse intelligible with the COR.

J. GOVERNMENT SURVEILLANCE:

The Government shall appoint a Contracting Officer’s Representative (COR) or Point of Contact (POC) for coordinating the day-to-day activities of this contract. The COR/POC will also be responsible for inspection and acceptance of the work performed under this contract. When deficiencies are reported to the Contractor, the Contractor shall take immediate steps to correct them. If the Contractors does not take immediate steps to correct deficiencies, the COR/POC shall report the facts of event to the Contracting Officer. The Contracting Officer reservices the right to take any appropriate action authorized by law to resolve the issue or to terminate the contract for default. Only the Contracting Officer has the authority to make changes to the specifications, prices, terms, and conditions of the contract. No service shall be performed, or action taken by the Contractor which is outside of the contract unless directed solely by the Contracting Officer and/or a written modification to the contract.

K. BACKGROUND INVESTIGATION:

1. All Contractor and sub-Contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the Contractor shall be responsible for the actions of those individuals they provide to perform work for VA. This position sensitivity has been designated as low risk. The level of background investigation commensurate with required level of access is minimum background investigation of National Agency Check with written inquiries. The Contractor shall bear the expense of obtaining background investigations. If the office of Personnel Management (OPM) conducts the investigation, the Contractor shall reimburse the VA within 30 days. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U>S> citizenship and are able to read, write, speak, and understand the English language. The Contract shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt of notifications of award:

Standard Form 85P., Questionnaire for Public Trust Positions Standard Form 85P-S, Supplementals Questionnaire for Selected Positions FD 258, U.S. Department of Justice Fingerprint Applicant Chart VA Form 0710, Authority for Release of Information Form Optional Form 306, Declaration for Federal Employment

Optional Form 612, Optional Application for Federal Employment

2. Unfavorable Determinations: The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default or for cause.

3. Investigation Forms: The necessary forms will be provided to the Contractor after receiving a list of names and addressed. The Contracting Officer in conjunction with the on-site Information Security Office will ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested.

c.

d.