OIT Computer Room Cleaning Draft PWS.pdf

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology (OI&T)

FACILITIES MANAGEMENT UNIT (305A)

Above and Below Raised Floor Cleaning AITC, CRRC, HITC, & PITC Facility

1.0 PERFORMANCE DETAILS

Austin Information Technology Center (AITC) Austin, TX. - Complete above and below raised floor semi-annual cleaning in: Room 134 (Computer Room), Room 140 (Computer Room), Room 147 (IT Tape Storage), Room 121X (Security Office & Monitoring Room), Room 156 (PBX); as well as tiled flooring in: Room 160A (UPS Room), Room 160B (Generator Room), Room 160C (Battery Room), Room 160D (Switchgear Room).

• Computer Rooms 134, 140, and 147* contain ~30,000.00 square feet of raised floor tiles for computer room data operations, associated tape storage support equipment, and *Herman Miller modular furniture systems

• Telecom Room 121X contains ~700 sq. ft. of raised floor tiles.

• Telecom Room 156 contains ~885 sq. ft. of raised floor tiles.

• Mechanical Rooms 160A, 160B, 160C, 160D, and 160E ~ 6,477 sq. ft. of tiled floor around energized electrical equipment.

* Rm. 140 contains ~ 2,200 sq. ft. of office space on raised floor tiles with carpet installed on the raised floor tiles)

Capital Region Readiness Center (CRRC) Martinsburg, WV. - Complete above and below raised floor semi-annual cleaning in LAN closest Rm. 112, 172, & 209, Rm. 131 (Integration room), Rm. 221 (Data Center), Rm. 222 (Demarc room), including space occupied by equipment, (no under floor), and the under raised floor spaces located in rooms 219 and 220 square feet).

• LAN closets Rm. 112, 172, & 209 contain ~675 sq. ft. of solid floor.

• Rm. 131 contains ~300 sq. ft. of solid floor.

• Rm. 219 contains ~500 sq. ft. of raised floor tiles.

• Rm. 220 contains ~500 sq. ft. of raised floor tiles.

• Rm. 221 contains ~9,600 sq. ft. of raised floor tiles.

• Rm. 222 contains ~225 sq. ft. of solid floor.

Hines Information Technology Center (HITC) Chicago, IL. - Complete above and below raised floor semi-annual cleaning in Rm. 100 (Data Center)

• Rm. 100 contains ~14,800 sq. ft. of raised flooring.

Philadelphia Information Technology Center (PITC) Philadelphia, PA. - Complete above and below raised floor semi-annual cleaning occurring twice per year in the Data Center’s Computer Room.

• Computer Room contains ~16,815 sq. ft. of raised flooring increases to 25,000

sq. ft. for OY’s 3 and 4.

2.0 PERFORMANCE DETAILS

Since methods of cleaning significantly impact the sophisticated equipment/systems that occupy the areas all cleaning activities must be closely supervised by certified experienced personnel also coordinated and accompanied by a representative from each site (AITC, HITC, PITC, & CRRC). All of the cleaning activities will be performed between the hours of 7:00 AM to 5:00 PM (Based upon Data Center’s Time Zone) each consecutive weekend day until complete, unless determined otherwise by the Contracting Officer’s Representative (COR).

Triple filtration micro-stat vacuums, which are 99.5% efficient to .3 microns and U.L.P.A.

filtration vacuums, which are 99.99% efficient to .12 microns, must be utilized to perform all cleaning. Above floor cleaning will consist of cabinet and surface cleaning. Only treated disposable dust wipes shall be used on all non-equipment.

1.1. PERFORMANCE PERIOD

AITC-Austin, TX. - Semi-annual cleanings are required with the first cleaning to be performed within 30 days or less from date of award, and cleaning is to be performed 180 days from the date of the first cleaning for the computer rooms. The two remaining option periods, if exercised, shall continue the semi-annual cleanings to be performed every 180 days for the computer rooms. The additional mechanical rooms shall be cleaned on an annual basis during the summer months of June through August.

CRRC-Martinsburg WV. - Semi-annual cleanings are required with the first cleaning to be performed within 90 days or less from date of award, and cleaning is to be performed 180 days from the date of the first cleaning. The two remaining option periods, if exercised, shall continue the semi-annual cleanings to be performed every 180 days.

HITC-Hines, IL. - Semi-annual cleanings are required with the first cleaning to be performed within 120 days or less from date of award, and cleaning is to be performed 180 days from the date of the first cleaning. The two remaining option periods, if exercised, shall continue the semi-annual cleanings to be performed every 180 days.

PITC-Philadelphia, PA. - Annual cleaning is required during the March or April time of the fiscal year, and cleaning is to be performed on a scheduled weekend.

The two remaining option periods, if exercised, shall continue the annual cleanings to be performed every 12 months.

Federal Holidays/Weekends Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

• New Year's Day - January 1

• Juneteenth Day – June 19

• Independence Day - July 4

• Veterans Day - November 11

• Christmas Day - December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday.

Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

• Martin Luther King's Birthday; Third Monday in January

• Washington's Birthday; Third Monday in February

• Memorial Day; Last Monday in May

• Labor Day; First Monday in September

• Columbus Day; Second Monday in October

• Thanksgiving; Fourth Thursday in November

1.2. PLACE OF PERFORMANCE

Tasks under this PWS shall be performed in VA facilities located at:

• AITC, 1615 Woodward St. Austin, Texas 78772

• CRRC, 221 Butler Avenue, Bldg. 511 on the premises of the VA Medical Center campus in Martinsburg, WV. 25405

• HITC, Bldg. 215, 5000 S.5th Ave on the premises of the VA Medical Center campus in Hines IL. 60141.

• PITC, 5000 Wissahickon Avenue, Philadelphia, PA. 19144.

1.3. TRAVEL

No travel requirements are applicable.

2. 0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following at each VA site:

Above and below computer room raised floor cleaning activities will consist of the following:

1. Brush Vacuum – consists of removing surface dust from room equipment, cabinets, etc.

2. Spot cleaning of equipment- spot clean equipment, fixtures, etc. to remove unsightly fingerprints, smudges, and soil.

3. Crevice vacuum- vacuum dust and debris from underneath and around all equipment, cabinets, etc.

4. Wet mop- Damp mop floor using anti-static cleaner specifically designed to eliminate static electrical charges in critical environments (apply with a low lint mop).

5. Rejuvenate floor tiles-scrub all floor tile surface to remove film and restore, as much as possible, the original color. Remove spots, scuffs, adhesives, etc. from floor surface. Damp mop floor tiles with neutral cleaner to remove residue.

6. Deep clean- vacuum all sub-flooring. All accessible floor panels shall be removed in order to give access to as many floor stringers, pedestals, and panel edges as possible.

7. Wipe down sub-floor- while deep cleaning wipe down the concrete sub-floor, pedestals, cables, etc., to remove fine particulate not extracted by the vacuuming procedure (cleaning under all sub-floor cabling/power assemblies is required).

8. Buff Raised floor tiles- using a method that would in no way hinder the conductive properties of the floor, machine buff all floor surface areas.

9. Approximately 24 hours prior to completion of all data center cleaning work, the vendor shall provide a *certified data center engineer to perform an assessment to ensure data center cleaning work was performed to satisfy industry standards.

* Vendor shall provide evidence of certification of the datacenter engineer.

SPECIFIC TASKS AT AITC SITE:

At AITC Mechanical Rooms 160A, 160B, 160C, 160D, and 160E shall have cleaning performed during the same visit as the contracted semi-annual cleanings:

ABOVE FLOOR SURFACE: Equipment, Walls, Windows, and Ceiling

1. Carefully wipe and dust all walls, baseboards, equipment on and along the walls, ceiling, tiles, light fixtures, vents, conduit, switches, doorframes, and general flat surfaces using astatic-dissipative cleaning solution, microfiber cloths and extension tools.

2. Avoid high risk electrical equipment with switch panels.

3. Clean inside surface of all windows and window frames in data center free of dirt, dust, streaks’, and smudges.

4. Carefully, vacuum using HEPA ULPA-filtered vacuum with brush and wiped with microfiber cloth and antistatic cleanser the surface of all cabinets, racks, above the cabinets, cable trays, ladder racks, cable bundles, CRAC units.

FLOOR SURFACE: All concrete, Raised Floor, and Static Dissipative in Tiles.

1. Vacuum using HEPA ULPA-filtered vacuum all floor surfaces, including accessible areas beneath hardware devices, to remove all loose particulates.

2. Manually clean raised floor tiles as needed with low abrasive scrubber and antistatic cleanser to remove hard to remove, imbedded contaminates and scuffmarks.

3. Safely damp mop floor surfaces with neutral cleanser and distilled water leveraging the triple mop process to remove and neutralize residual contaminants and cleaning solution.

4. Buff floor surface to rejuvenate floor surface with Data Center Safe Buffer and Neutral Cleanser made for Static Dissipative Raised floor tiles.

For static dissipative tile, clean and restore floors as needed with low-speed scrubber and floor restoring solution to remove hard to remove, imbedded contaminants and scuffmarks from tile. For unfinished floors apply 2 coats of finish that is data center approved static finish. For already finish tiled floors add one additional coat of the finish that is data center approved static finish.

FLOOR FINISH, ESD Tile Flooring:

1. Removal of all accessible floor tiles (No more than 3x tiles at a time in a checkerboard pattern so as not to compromise the static pressure

2. Vacuum sub-floor plenum using HEPA ULPA filtered vacuum to remove dirt, debris and ferrous metals.

3. Wipe with cloths using antistatic cleanser all floor grids, pedestals’, conduit, plumbing, cabling and concrete floor to remove any contamination not picked up by HEPA Vacuum.

4. Vacuum and wipe the microfiber cloth and antistatic cleanser the bottom surface of each floor tiles.

5. Carefully vacuum and wipe down both sides of perforated tiles. Return perforated tiles to exact location and orientation for correct venting.

6. To ensure no service interruption, pay attention to underfloor cabling, electrical connections, sensors, and detectors.

HOT ISLE CONTAINMENT:

1. Hot Aisle Containment Enclosures Cleaning for Rooms 134 and 140 twice a year. This cleaning will include HEPA ULPA-filtered vacuum and wipe with microfiber cloth and antistatic cleanser to all surfaces inside and out of the hot aisle containment enclosures surrounding the Cabinets and above the CRAC Units to remove debris, dust, and smudges. This will include all Walls, Panels, Doors, and Frames of the containment system.

SPECIFIC TASKS AT PITC SITE:

The contractor shall perform manual cleaning services for the 16,815 square feet Philadelphia Information Technology Center (PITC) Data Center. Within the Data Center, the installed access floor system is a standard bolted stringer system with “Concore 1250” 60cm access panels manufactured by TATE ACCESS FLOORS, INC.

Floor panel finish is ahigh-pressure laminate. The access floor height is 60cm (approximately 2 feet) above the finished concrete.

ABOVE FLOOR SURFACE: Equipment, Walls, Windows, and Ceiling

1. Carefully wipe and dust all walls, baseboards, equipment on and along the walls, ceiling, tiles, light fixtures, vents, conduit, switches, doorframes, and general flat surfaces using astatic-dissipative cleaning solution, microfiber cloths and extension tools.

2. Clean inside surface of all windows and window frames in data center free of dirt, dust, streaks’, and smudges.

3. Carefully, vacuum using HEPA ULPA-filtered vacuum with brush and wiped with microfiber cloth and antistatic cleanser the surface of all cabinets, racks, above the cabinets, cable trays, ladder racks, cable bundles, CRAC units.

SUBFLOOR SURFACE: All concrete floor, pedestals, and equipment

1. Systematic removal of all accessible floor tiles (no more than two to three at a time in a checkerboard pattern so as not to compromise the static pressure of the subfloor plenum and floor strength and integrity.

2. Vacuum subfloor plenum using HEPA ULPA-filtered vacuum to remove dirt, debris, and ferrous metals.

3. Wipe with microfiber cloths using antistatic cleanser all floor grids, pedestals, conduit, plumbing, cabling, and concrete floor to remove any contamination not picked up by HEPA Vacuum.

4. Vacuum and wipe with microfiber cloths using antistatic cleanser the bottom surface of each floor tile.

5. Carefully vacuum and wipe down both sides of perforated tiles. Return perforated tiles to exact location and orientation for correct venting.

6. To ensure no service interruption, special attention shall be paid to underfloor cabling, electrical connections, sensors, and detectors.

RAISED FLOOR SURFACE: All concrete, raised floor, and static dissipative tiles.

1. Vacuum using HEPA ULPA-filtered vacuum all floor surfaces, including accessible areas beneath hardware devices, to remove all loose particulates.

2. Manually clean raised floor tiles as needed with low abrasive scrubber and antistatic cleanser to remove hard to remove, imbedded contaminates and scuffmarks.

3. Safely damp mop floor surfaces with neutral cleanser and distilled water leveraging.

4. the triple mop process to remove and neutralize residual contaminants and cleaning solution.

5. Buff floor surface to rejuvenate floor surface with Data Center Safe Buffer and Neutral Cleanser made for Static Dissipative Raised floor tiles.

6. For static dissipative tile, clean and restore floors as needed with low speed scrubber and floor restoring solution to remove hard to remove, imbedded contaminants and scuffmarks from tile. For unfinished floors apply 2 coats of finish that is data center approved static finish. For already finish tiled floors add one additional coat of the finish that is data center approved static finish.

4.0 GENERAL REQUIREMENTS

The vendor must have experience in datacenter and critical environment cleaning. All services to be directly supervised by qualified personnel who are trained and experienced in datacenter and critical environment cleaning. All work shall be performed by trained service technicians using equipment, materials and procedures specified below. Personnel may be escorted throughout the datacenter by VA-ITC, HITC, PITC & CRRC security or other on-site employee personnel.

Provided below is the minimum required equipment for performance of the effort:

1. HEPA or ULPA filtered portable vacuum units and non-marking attachments.

2. GFCI protected outlet plugs as needed.

3. Low lint mop heads with aluminum or fiberglass handles.

4. Durable tilt-resistant mop buckets.

5. Non-Flammable, Non-Corrosive, balanced PH, Anti-Static cleaner diluted with clean water.

6. Fiberglass step ladders.

7. Caution signs for wet floors and other safety hazard notification.

8. Specialty tools used for working with raised access floors.

4.1. FACILITY SECURITY REQUIREMENTS

SPECIAL SECURITY ISSUES:

Due to the type of activities performed within the VA facility; the Contractor shall be aware that Contractor shall adhere to special security requirements. These requirements will probably impact cost of providing services by the Contractor (e.g., stringent background checks, security training, special escort scenarios, limited access, daily inspections, extra time each day for gaining access to the job site, etc.).

Prior to project mobilization, Contractor shall provide the VA ‘s Information Technology Center (ITC) a copy of the Contractor’s “company” specific Security Policy as well as work with ITC on developing a “project” specific Security Plan.

The VA-ITC has stringent security requirements at all facilities. Contractor shall adhere to VA security requirements at all times. All contractor resources shall present valid government- issued photo ID, such as driver’s license or passport, upon each visit to VA-ITC. On-site contractor resources shall have no significant criminal history (class B misdemeanor or higher). Prior to being granted unescorted access, VA-ITC security will conduct a criminal history check, which requires information from an unexpired state driver’s license or state issued identification for contractor resources. Laptops and tablet computers may be used by contractor resources, but equipment shall be inspected and scanned by VA-ITC security personnel before entering or leaving the building. Contractor shall contact VA- ITC representative at least 10 days prior to the training for instructions on submitting information for the required information and accessing the building.

All persons employed within the boundaries of the property or restricted-access areas shall comply with the security regulations in place at the site, including posted instructional signs. A copy of the VA-ITC’s security regulations will be made available to the contractor for an on-site review upon written request to the CO prior to the date of contract award. The VA-ITC’s security regulations may not be copied or removed from the site.

The contractor agrees on behalf of himself, all employees, and employees of all subcontractors to abide by the VA-ITC’s security regulations. The contractor is required to notify all contractor and subcontractor personnel of the security regulations in place at this site.

The contractor agrees to maintain the security and integrity of documents and drawings. They shall be clearly marked in accordance with VA-ITC policy and may not be released or replicated without the written consent of the VA-ITC. Any third party that they are released to (with the approval of the VA-ITC) shall be bound by the same conditions. Any such items transmitted via the Internet may only be transmitted in an encrypted format using encryption methods approved by the Department of Commerce’s National Institute for Standards and Technology

(NIST).

The VA-ITC reserves the right to exclude or remove from the site any employee of the contractor or subcontractor whom the Chief, Security Services deems incompetent, careless, insubordinate, unsafe, or otherwise objectionable. The CO shall be notified of any contractor or subcontractor personnel removed from the site.

Release of Information: The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. The contractor shall release no information without Contracting Officer approval.

Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer.

The Security Plan defines both physical and administrative security procedures that will remain effective for the entire duration of the project.

Upon award contractor shall work with VA-ITC Security representative to develop the site specific Security Plan upon award.

Contractor is responsible for assuring that all subcontractors working on the project and their employees comply with these regulations.

Access to the VA-ITC Facility shall comply with DCO Handbook, 6500.18/6 Physical and Environmental Protection.

Screening for Prohibited Items: Every person, packages, and materials shall be subject to screening to comply with DCO Handbook, 6500.19/4, Entrance Screening for Prohibited Items.

Failure to complete the work in a timely manner, or by any required completion date, caused by delays in requesting security clearances, or due to revocation of access privileges resulting solely from the actions of the contractor or their personnel, is not sufficient reason to warrant an extension in contract time or cost.

VA-ITC reserves the right to close down or shut down the project site and order Contractor’s employees off the premises in the event of a national emergency.

Contractor may return to the site only with the written approval of the Contracting Officer (CO).

Only business directly related to this contract may be conducted at the VA-ITC. All other business must be conducted off of government property. Contractors may only be on-site when actually performing work required by the contract.

Contractor and subcontractor personnel shall only park in designated contractor parking areas (as directed by Security Services staff) and only after having been issued a parking permit.

Parking is provided on a “first come, first served” and “space available” basis.

Should all designated contractor parking spaces be in use, other contractor vehicles must be parked off the VA-ITC property and the contractor shall make other arrangements for transporting their personnel to the VA-ITC (such as van or carpool). Parking is not allowed in any other location, nor is it allowed alongside the building, loading docks, or alleyways without the approval of the Physical Security Officer. Vehicles parked illegally or improperly will be ticketed or towed at the operator’s expense.

No weapons, ammunition or explosive devices are allowed on Federal property.

No photography or recording devices are permitted on VA-ITC premises, without written permission of the CO.

No alcohol is permitted on VA-ITC Property.

Tobacco products/E-cigarettes are prohibited outside of designated areas.

Access Cards/Badges: Access badges shall be issued in compliance with CDCO Handbook 0710.02/2, Identification Badge System. VA-ITC reserves the right to refuse access to any person based on information discovered during the criminal history check.

Any contractor employee who will be granted unescorted physical access to the VA-ITC facility and/or access to any VA-ITC-controlled information system shall receive security and privacy awareness training by the COR prior to receiving such access privileges every morning before work commences, and whenever periodic refresher training is scheduled thereafter. Training shall comply with CDCO Handbook 0710.01/1, Personnel Suitability and Security Clearances.

Contractors shall not be allowed to work on site without an authorized badge.

Background investigations shall be required to access restricted areas. These areas shall require a background investigation that complies with VA/DCO Handbook 0710, Personnel Suitability and Security Clearances. Select Contractor personnel such as Contractor Supervisors, shall require an VA-ITC background investigation as determined by the Contracting Officer Representative (COR).

Information System Access: Access to VA-ITC information systems requires compliance with CDCO Handbook 0710.01/1, Personnel Suitability and Security Clearances.

5. 0 ADMINISTRATIVE REQUIREMENTS

5.1. WORK SITE CONDITIONS:

Normal business hours are between 0700 hours and 1600 hours Monday through Friday. All work for this project shall be done during normal business hours or during weekends. Standard hourly rates apply in the event weekend hours are required. SHUTDOWN OF UTILITIES:

Any shutdown of power and other utilities requires five (5) business days advance notice to the COR. Most utility notifications must occur after core working hours to prevent impacts to staff.

5.2. SCHEDULING AND COORDINATION:

The contractor will notify the Contracting Officer Representative (COR) immediately of any delays due to part availability or staffing.

5.3. METHOD OF PROCEDURES

All cleaning procedures and safety datasheets shall be submitted to the Contract COR and copy to the onsite VA POC for VA review and approval at a minimum of two (2) weeks before scheduled cleaning services begin at respective site: AITC, HITC, PITC, and CRRC, Facilities.

5.4. INSPECTION:

All work shall be inspected by the onsite VA POC while work is in progress and after work is completed. Onsite VA POC shall report any deficiencies or issues while work is in progress or after work has been completed to the COR for final review and approval.

5.5. CONTRACTING OFFICER REPRESENTATIVE:

The Contractor shall fully understand the following:

COR assists the contracting officer with ensuring that the contractor is performing the technical requirements of the contract in accordance with contract terms, conditions, and specifications.

The COR cannot:

• Award, agree to, or sign any contract. All contractual agreements, commitments, or modifications shall be made only by the contracting officer.

• Make any commitments or obligate the Government to make changes to the contract.

• Grant deviations from or waive any terms and conditions of the contract.