DRAFT Performance Work Statement - Floor Maintenance Services.pdf

Performance Work Statement

Floor Sealant – Restoration & Maintenance Eastern Colorado Health Care System

Rocky Mountain Regional VA Medical Center 1700 N. Wheeling St., Aurora, Colorado 80045

February 24th, 2025

1. PURPOSE

1.1 The Eastern Colorado Health Care System (ECHCS) has ceramic tiled flooring and walls in the public restrooms throughout its campus at the Rocky Mountain Regional VA Medical Center (RMRVMAC).

Many areas with ceramic tiled flooring are in need of routine sanitizing, sealant maintenance, and restoration due to heavy traffic and use. This service is deemed essential to Environmental Management Services (EMS) to keep these high traffic flooring areas properly sanitized and in the best visual condition by utilizing the proprietary advanced floor sealing systems currently in place.

2. OBJECTIVE

2.1 Contractor shall furnish to the Government all labor, supervision, supplies, tools and equipment, travel and services necessary to prepare and apply protective sealant to approximately 60,644 square feet of flooring restoration. The contractor shall also supply quarterly maintenance services for 10,914 square feet and supply yearly maintenance services for 51,170 square feet. Restorative services, as requested, to maintain a ‘like new’ appearance of the existing surfaces. All surfaces must be free of dirt, debris, odors and stains. Missing grout shall be replaced and match in both color and texture. The contractor IS NOT required to repair loose, broken or missing tiles or terrazzo. The contractor IS NOT required to install or apply epoxy flooring.

2.2 Place of Performance

Rocky Mountain Regional VA Medical Center 1700 N. Wheeling St.

Aurora Colorado, 80045

2.3 Square Footage - Includes the following areas:

2.3.1 Concourse Restrooms C1-191, C1-193, C1-153, C1-155, C1-157, G1-201, G1-203, C1-133, C1-135, C1- 105, C1-107, C1-109

2.3.2 All Concourse Terrazzo flooring

2.3.3 Patriot Brew & Patriot Café

2.3.4 Veterans Canteen Service Kitchen Floors

2.3.5 Nutrition & Food Services Kitchen Floors

2.3.6 PTSD Clinic Restroom Floors (20 rooms)

3. GENERAL INFORMATION

3.1 PERFORMANCE PERIOD: The expected Period of Performance for this contract is a base year (of 12 months) and (2) option years (that are 12 months each). Option year renewals may or may not be exercised (based on needs of and at the discretion of) the U.S. Government. The actual performance period shall be established at the time of contract award.

3.2 TYPE OF CONTRACT: The Government contemplates the award of a Firm Fixed Price contract for this requirement.

3.3 WORK HOURS (FOR EXECUTION OF SERVICES): The service schedule will be developed between the contractor and the Contractor Officer Representative (COR) or the ECHCS EMS Service Chief at the beginning of the performance period. Services shall be performed, in general, before 6am and after 6pm, Monday through Friday, and on Saturdays and Sundays, excluding Federal holidays. Specific timeframes for service areas are listed below. Any changes to the specified times will need to be approved by the Contracting Officer’s Representative (COR) or the EMS Service Chief prior to the commencement of work.

At least one (1) day advanced notice is required for changes to any service schedule. The Contractor shall provide EMS Staff with the schedule for routine deep cleaning.

3.3.1 Concourse Terrazzo Flooring – 6pm to 5am

3.3.2 Concourse Restrooms – 6pm to 5am

3.3.3 Emergency Department Restrooms – 6pm to 5am

3.3.4 Veterans Canteen Service Kitchen Floors – 3pm to 3am

3.3.5 Nutrition & Food Service Kitchen Floors - 10pm – 4am

3.4 INTERFERENCE TO NORMAL FUNCTION:

Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

3.5 FEDERAL HOLIDAYS: As stated in Section 3.3 the Federal Holidays which are observed by the federal government are annotated below.

o New Year’s Day o Martin Luther King’s Birthday o President’s Day o Memorial Day o Juneteenth Day o Independence Day o Labor Day o Columbus Day o Veterans Day o Thanksgiving Day o Christmas Day o Any other day specifically declared by the President of the United States to be a national holiday

3.6 CONTRACTOR PERSONNEL ID BADGES AND PARKING:

3.6.1 The contractor shall provide the COR or the EMS Service Chief with a list of contractor employees expected to enter the buildings to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

3.6.2 An access badge will be given to the contractor’s employees after completion of a background check.

The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR or the POC. All contract personnel must properly display their access badges while on the VA property. Access badges must be worn at or above the waist (facing forward.).

The contractor will ensure the badges of any employees that quit or are terminated are collected and returned to the VA within 3 working days of the event.

3.6.3 The contractor shall be required to comply with all security policies/requirements of the facility. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

3.6.4 It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR or the POC.

3.6.5 The VA does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

3.7 SCOPE OF CONTRACT AND CONTRACT MODIFICATIONS

The final contract will stipulate the responsibilities of the contractor and/or the government. The contractor and the government are required to adhere to the scope of the finalized contract. Any and all modifications shall be initiated and approved by the Contracting Officer. The contractor shall not receive payment for any work/services/deliverables that are/were not specifically authorized under the contract (as written or as modified).

4. SPECIFIC SERVICES/TASKS

4.1 SEALANT/COATING - Installation of sealant to ceramic tiled flooring and grout surfaces as requested.

Task includes all services necessary to clean and prepare flooring for maintenance services.

4.1.1 The coating shall be Proprius-1 interlocking siloxane inorganic protective barrier.

4.1.2 All tile and grout shall be sealed with a coat of inorganic siloxane based permanent protective barrier equivalent to Proprius-1.

4.1.3 This shelled coating shall have a high gloss shine appearance when it is dried. The product shall be inorganic with an oil, urine, and water repellent compound

4.2 HONING - Honing and polishing of the terrazzo surfaces as requested. Task includes all services necessary to clean and prepare flooring for maintenance services.

4.3 RESTORATION - Maintenance services of the flooring to maintain a “like new” appearance to ensure the integrity of the floor finish as requested.

4.4 COATING REMOVAL – Existing polymer and wax coatings and finishes will be removed using Durable Coating Remover (DCR). 100% of the existing coating must be removed to achieve bonding with the new coating. Coating will be stripped and removed on an as-needed basis

4.5 GROUT RESTORATION/COLOR SEAL

4.5.1 Grout lines will be chemically and mechanically cleaned using a specialized cleaner that is specifically targeted to profile grout surface creating an anchor pattern for optimized bonding.

4.5.2 Grout lines are to be color sealed with “Channel Changer” to achieve consistency in appearance. A clear water flood rinse shall be applied to the floor and the residue removed by suction. Color selection of grout must have the concurrence of the Environmental Management Service (EMS) Leadership.

4.5.3 Grout preparation products shall be comprised of organic and inorganic scale removing, suspending agents, penetrating detergents, water soluble solvents, compounds, viscosity control agents and odor suppressants. The product shall remove embedded soils, dissolve micro-scale and mineral deposits, neutralize iron, rust, and urine stains without attacking the substrate or cause excessive dissolving of cementation in the grout or mortar joints. The product shall not have a deleterious effect on metal, fiberglass, porcelain, or ceramic fixtures.

4.5.4 Grout preparations shall promote maximum contact time and applicator control of the process – and should reduce contact hazards to a minimum. The grout prep shall leave no residue, chalk, or grit when properly rinsed. A clear water flood rinse shall be applied to the floor and the residue removed by suction.

4.5.5 The rinse-aide shall be removed by suction and the flooring is to be completely dried by means of mechanically generated airflow. Any excess grout or color seal must be removed to provide a clean uniform appearance. The color sealing process of faded grout allows for porosity. This allows easier future maintenance and removes the possibility of bacterial and viral infections.

4.5.6 Any missing grout shall be replaced with Channel Changer Grout Replacement. The grout shall match in both color and texture.

5.0 WARRANTY

5.1 Service and process must carry a 5-year warranty that covers excessive wear, yellowing, and delamination.

6.0 MAINTENANCE SERVICE REQUIREMENTS

6.1 The contractor shall provide ongoing maintenance services that ensure a like-new appearance to the treated surfaces at all times

6.2 All grout lines will be clean and uniform in appearance – free of dirt and debris. The condition of the sealant shall be maintained at all times to provide the best visual appearance.

6.3 Reports shall be delivered timely to the COR or EMS Service Chief.

6.4 Training for the proper care and cleaning of the flooring shall be provided to EMS staff and other necessary contractors.

7.0 Consulting Services

7.1 Contractor shall provide ongoing analysis and consultation on the state of each serviced area.

7.2 Contractor shall assist in improving EMS’ performance regarding the proper care of the treated flooring by developing strategies and scheduling necessary actions to ensure top performance of treated areas.

7.3 Contractor shall assess and provide rapid response solutions against the spread of COVID-19.

7.4 The Contractor shall know the status of each area and offer advise and expertise to EMS to help their performance in terms of routine floor cleaning operations and maintenance strategies.