Draft Requirement Description.docx

Grout Restoration and Maintenance

1. Background: The Puget Sound VA Health Care System has ceramic tiled flooring and walls in the public restrooms throughout both Seattle and American Lakes campuses. Due to heavy traffic and use, many areas with ceramic tiled flooring and grout are in emergency need for routine sanitizing, sealant maintenance and restoration. This service is deemed essential to Environmental Management Services (EMS) to keep these high traffic flooring areas properly sanitized and in best visual condition. Due to the proprietary nature of the advanced floor sealing systems currently in place at the Puget Sound VA Health Care System.

2. Scope: 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 15,394 square feet (ft2) of tile and grout, 20,000 square feet (ft2) of terrazzo flooring at Puget Sound VA Health Care System.

The contractor shall also supply quarterly maintenance services for 40,000 (ft2). This refers to the tile flooring, to include the immediate 4 inches of ceramic tile from the floor up the wall. Restorative services, as requested, to maintain a ‘like new ’appearance of the ceramic tiled flooring and grout. All surfaces must be free of dirt, debris, odors and stains. Missing grout shall be replaced and matched in both color and texture. The Contractor IS NOT required to repair loose or broken tiles. The contractor shall ONLY use a product for daily disinfecting that is on the EPA’s List-N, products with Emerging Viral Pathogens and Human Coronavirus claims for use against SARS-CoV-2.

3. Specific Tasks:

3.1 Installation of sealant to ceramic tiled flooring and grout, as requested. Task includes all services necessary to clean and prepare flooring for maintenance services.

3.2 Restoration maintenance services of the tiled flooring and grout to maintain a “like new” appearance and the integrity of the floor finish, as requested.

3.3 Deep cleaning and sanitizing. Daily deep cleaning and application of Bioesque Botanical Disinfectant.

3.4 Coating Removal. Existing Polymer coatings will be removed using Durable Coating Remover (DCR). 100% of existing coatings must be removed to achieve bonding with new coating. Coating will be stripped and removed on a as needed basis.

3.5 Grout Restoration/ Color Seal:

3.6 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 bonding with.

3.7 The 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 has already been made by Environmental Management Service (EMS) Leadership.

3.8 Grout preparation products shall be comprised of organic and inorganic cheating, scale removing, suspending agents, penetrating detergents, water soluble solvents, compounds, viscosity control agents and odor suppressants. It shall remove embedded soils, dissolve micro-scale and mineral deposits, neutralize iron, rust, and urine stains without attacking the substrate or excessive dissolving cementation, grout or mortar joints, or having a deleterious effect on metal, fiberglass, porcelain or ceramic fixtures.

3.9 The grout preparations shall promote maximum contact time and applicator control of the process and 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.

3.10 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 clean, uniform appearance of grout. The color sealing process of faded grout allows for elimination of pomposity, allowing easier future maintenance and removal of bacterial and viral infections.

3.11 Missing Grout: Any missing grout shall be replaced with Channel Changer Grout Replacement. The grout matches in both color and texture. Contractor will be responsible for restoring the integrity of tile & grout on vertical wall surfaces

3.12 Coating:

3.12.1 The coating shall be Proprius-One interlocking siloxane inorganic protective barrier.

3.12.2 All tile and grout shall be sealed with a coat of an Inorganic Siloxane based protective barrier equivalent to “Proprius-One"

3.12.3 This shell shall have a high gloss shine appearance when it is dried. The Products shall be inorganic with an oil, urine and water repellant compound with sufficient particle size and surfactant package to allow deep penetration of porous tiles substrates and must have a chemical adhesion mechanism.

3.12.4 The Proprius-One sealant shall only be applied by a certified technician

4. Downtime. All restrooms must be available for foot traffic every morning by 6 am.

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

6. Maintenance Service Requirements

6.1 The contractor shall provide ongoing maintenance services that always assure a like new appearance to the treated surfaces

6.2 All grout lines will be clean and uniform in appearance and free of dirt and debris. The condition of the sealant is always maintained to provide best visual appearance.

6.3 Contractor shall provide EMS staff with scheduled routine for deep cleaning and touch point sanitizing

6.4 Reporting systems are to be electronic barcoding tools with time stamped verification of service to each area

6.5 Reports are delivered weekly to POC

6.6 Cleaning training will also be issued to EMS and any other necessary contractor using or servicing same areas

7. Consulting Services

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

7.2 Contractor shall assist in improving EMS performance, developing strategies and scheduling necessary actions to ensure top performance of treated areas. Contractor shall assess and provide rapid response solutions against the spread of COVID-19.

7.3 The contractor shall know the status of each area and offer advice and expertise to EMS to help their performance in terms of floor cleaning operations, routine and strategy

8. Security Requirements. The Contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The Contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required. A flash badge shall be obtained from the VA Facility Human Resource office. The flash badge will be worn while the Contractor employee(s) is on-site and will be returned to the HR office, upon completion of that job.

9. Privacy Officer Language for Statement of Work (SOW). Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are following VA directive requirements. Prior to termination or completion of this contract, the contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

10. Records Management Language for Contracts Required. The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any delivery that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor should not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.