Draft PWS Janitorial Service - Eureka.docx

B.3 Draft Performance Work Statement

1. GENERAL PROCEDURE

The Contractor shall furnish all necessary and appropriate labor and supervision to successfully perform complete janitorial service for approximately 21,209 square feet at Eureka Community Based Outpatient Clinic located at 930 W Harris Street Eureka California 95503. Work shall be performed by experienced staff with experience in working with, and around fully occupied office, clinic and hospital spaces. Services shall be performed in a manner that shall maintain a satisfactory facility condition and present a clean, neat, and professional appearance.

The Contractor shall furnish all equipment necessary to perform the tasks specified in the contract.

Period of Performance (POP): 8/1/2021 – 7/31/2022 (One year)

2. HOURS OF SERVICE

The Contractor shall perform the services as specified herein Janitorial service will be 5 (five) days per week. Monday through Friday 9:00 am – 4:30 pm. The Contractor is not required to provide service on the following U.S. Government holidays nor will the Contractor be paid for these days:

NATIONAL HOLIDAYS:

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

3. SITE

Site: Eureka Community Based Outpatient Clinic, located at 930 W Harris Street, Eureka, California 95503.

The Contractor shall provide janitorial services as specified below every Monday through Friday in all areas throughout the facility.

4. AREAS TO BE SERVICED

1. Entrance doors, handles and glass

1. Lobby/reception area and glass(includes all high tough surfaces such as furniture, shelves, tables and desktops)

1. All office door handles through the facility

1. Hallways (walls, handrails, door frames and door handles)

1. All patient restrooms throughout the building, including floors, toilets and countertops.

5. TASKS

Monday through Friday

1. Empty Trash Cans

1. Sweep entry entrance

1. Dust/wipe down wall fixtures, tops of doors and window frames, corners and baseboards

1. Dust/Sanitize windowsills

1. Dust/Sanitize uncluttered tabletops

1. Dust/Sanitize uncluttered file cabinets

1. Dust and damp wipe ceiling vents

1. Mop floor areas

1. Wipe down/ Sanitize surfaces

1. Clean/Sanitize Restrooms

PERFORMANCE REQUIREMENTS

The Contractor shall provide janitorial services as specified below every Monday through Friday in all areas throughout the facility.

FLOOR CLEANING: The Contractor shall sweep, dust, wet-mop and scrub using germicidal type detergent to sanitize all accessible areas including corners and abutments. 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. 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 PERFORM HIGH DUSTING: The Contractor shall perform high dusting/wiping in such a manner as to prevent airborne dust. After dusting all dust, lint, dry soil and other foreign debris shall be removed from surfaces of desks, chairs, file cabinets and other type of office furniture and equipment and from ledges, windows sills, handrails, etc. The Contractor shall not dust computers, typewriters, business machines and equipment of similar nature.

CLEAN AND DAMP MOP RESTROOMS: The Contractor shall clean and sanitize sinks, urinals, and toilets. The floor traps shall be maintained free from odor at all times.

The Contractor shall sweep and wet-mop the floors daily and as required.

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

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

FUNITURE 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.) Contractor should sanitize all waiting rooms furniture, counters, ledges, kiosks bookcases, tables, credenzas, window sills, patient wheelchairs as needed but no less than every two hours. The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust.

Miscellaneous – Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent as needed but no less than every two hours.

DOORS- ENTRANCE AREA: The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, draft shields on windows, mirrors and adjacent trim. Glass Doors should be cleaned as needed but no less than every 4 hours daily.

ISOLATION SITUATIONS: the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility. Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

7. CONTACTOR FURNISHED ITEMS

7.1 The Contractor shall furnish and maintain all equipment and supplies (other than that specified as Government-furnished) necessary to perform all services required by the contract. Supplies and equipment shall meet the specifications below and comply with VA Occupational Safety & Health Standards and fire regulations. The Government will not be responsible for any loss or damage to contractor’s equipment or other items. Contractor will be responsible to provide all Material Safety Data Sheets for all chemicals used for cleaning.

7.2 Items required to be provided by the Contractor include: all employees expected to wear company uniform daily when working.

8. SUPERVISION BY CONTRACTOR

The Contractor shall assign a Point of Contact (POC) for the purpose of supervision and training the Contractor’s employees and evaluating cleaning procedures to ensure compliance with all provisions in this contract. The Contractor POC shall perform a site visit at least once a month. The schedule of this visit shall be coordinated with the COR.

The contractor shall provide a point of contact in the space below:

1. Name:

1. Telephone number:

1. Email address:

9. QUALITY ASSURANCE

The Government shall monitor the Contractor’s performance under this contract utilizing customer complaints, re-performance requirements, random quality assurance inspections and janitorial checklists provided by the Contracting Officer.

The Contractor is responsible for complying with all appropriate regulations and guidelines of the JCAHO, OSHA, and any other pertinent federal, state and local references.

10. CONTRACTING OFFICERS REPRESENTATIVE (COR)

Delegation of Authority letters shall be forwarded to the using service and the contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service additional service shall be provided without the approval from the COR or his/her designee of this contract.

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority.

11. CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS

The Contractor is also required to comply with federal and state Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability.

Within 15 days of contract award the Contractor shall furnish to the Contracting Officer certification from his insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished prior to the expiration date.

12. SAFETY AND FIRE PREVENTION

In the performance of this contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer’s Representative may issue an order stopping all, or any part, of the work.

The Contractor shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.

When cleaning tile and hard floor surfaces, the Contractor shall display appropriate warning signs in all areas where operations may cause a traffic obstruction and/or personnel hazard.

13. CONTRACTOR PERSONNEL

The Contractor is responsible for providing fully knowledgeable, trained staff that are competent to meet the cleaning requirements of this contract and fulfill all obligations to the satisfaction of the COR.

All Contractor personnel assigned to the performance of this contract shall wear a Contractor-provided uniform that clearly identifies the individual as a Contractor. Sandals, flip-flop style footwear or open toed shoes shall not be worn by Contractor personnel.

At least one (1) fluent English-speaking Contractor representative must be on site during scheduled hours of work. Eating by Contractor personnel are permitted in designated areas only. Eureka Community Based Outpatient Clinic is a smoke free campus.

Government telephones shall not be used for personal reasons.

All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement of government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the Contractor personnel to the COR. The Contractor shall be responsible for repair or replacement of government-owned items or facilities to previous condition, if determined to be at fault by the COR.

The Contractor shall ensure that the crew assigned will be cognizant of sexual harassment, drug-free workplace and other appropriate federal employment requirements.

14. SECURITY BACKGROUND CHECKS:

The Contractor at the time of award shall certify that their employees working under this contract have had Security Background Checks prior to working at the Eureka Community Based Outpatient Clinic.

Contractor Security Requirements. Failure of a Contractor whose personnel or Subcontractor personnel have access to patient information and/or VA information systems to comply with the contractor personnel security requirements detailed in the "CONTRACTOR PERSONNEL SECURITY REQUIREMENTS" Addendum to this document may result in termination of the contract for default.

16. SMOKING POLICY

Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas.

17. CELLULAR PHONES

Cellular phones shall be turned off prior to entering the VA facility and are prohibited for use inside the building.

18. VA POLICIES

Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.

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, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov