P09 Hampton PWS Walk Off_Step Off Mat.pdf

PERFORMANCE WORK STATEMENT

Annual Service Contract

Walk-Off/Step-Off Mat Hampton Environment Management Service (EMS)

l. General Requirements. Environmental Management Service (EMS) requires establishing a new multiple year (Base and Four Option years) annual Walk-Off/Step-Off Mat Service contract for the Hampton VA Medical Center (VAMC) located at 100 Emancipation Drive, Hampton, VA. This requirement does not include VAMC functions/activities located off the main campus.

1.1. Upon award of contract, the Contractor will provide all transportation, tools, specialized equipment, personnel protective equipment, supervision and technical expertise to provide and deliver customized step-off mats to various locations on the main hospital campus.

1.2. The Contractor will also be required to swap out and clean mats on a weekly basis. Services will be accomplished on Thursdays, 52 times per year.

1.3. Period of Performance:

Base Year 1 October 2026 to 30 September 2027 Option Year 1 1 October 2027 to 30 September 2028 Option Year 2 1 October 2028 to 30 September 2029 Option Year 3 1 October 2029 to 30 September 2030 Option Year 4 1 October 2030 to 30 September 2031

Total Period of Performance, which includes Option Years, will be 1 October 2026 to 30 September 2031.

1.4. This service will be Turn-key with the Contractor providing all goods and services.

1.5. This contract will be firm-fixed for the Base and all four (4) Option years. The Contractor will invoice monthly for services.

2. Coordination. A Contracting Officer's Representative (COR) from EMS will serve as the focal point and point-of-contact (POC) for this contract.

2.1. Contractors will conduct a site visit prior to submitting their proposal. Site visits will be formally pre-scheduled and pre-coordinated through the Contracting Officer (CO). Unannounced site visits will not be honored. The Federal Government will not incur any costs associated with site visits.

2.2. Work on this contract will be completed on Thursdays of each week. All work will be performed during normal duty hours 07:00AM - 3:00PM, excluding Federal Holidays. Work outside these hours must be pre-scheduled and approved by the COR. If the regularly scheduled exchange service day falls on a Federal Holiday; the Contractor can perform the service either the day prior to, or the day after the holiday, and will inform the COR.

NOTE: The Federal Holidays are New Year's Day, Martin Luther King, Jr. Day, President's Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day.

2.3. The Contractor will check-in with the COR prior to accomplishing any services. The Contractor will check-out in the same manner.

2.4. Contractor personnel will also check-in and pick-up visitor badges from Police Services at Building 36. Badges will be returned daily by 3:30 PM.

2.5. If necessary, station maps may be provided to assist Contractor personnel.

2.6. The Contractor will provide the CO and COR a key personnel contact telephone listing.

3. Specifications. The following mats will be provided and serviced weekly:

HAMPTON VAMC MATS LOCATIONS

3 X 5 Black=2, 4 X 6 Black=41, 4 X 6 Black=13 Total Mats=56

Building Location Carpet Size Feet / Color

13 Front Door 4 X 6 Black 14 Front Door 4 X 6 Black 17 Main entrance 4 X 6 Black 17 Main entrance 4 X 6 Black 28 Credit Union (2) each 3 X 5 Black 36 FMS south end stairwell 4 X 6 Black 36 FMS second floor North end stairs 4 X 6 Black 36 FMS second floor South end stairs 4 X 6 Black 36 Police entrance 4 X 6 Black 43 Front entrance 4 X 6 Black 43 Back Door 4 X 6 Black 48 Chapel C entrance (2) 4 X 6 Black 48 Chapel P entrance (2) 4 X 6 Black 50 Entrance 4 X 6 Black 52 Entrance 4 X 6 Black 110 Main entrance (Historic) 4 X 6 Black 110 Entrance by DG 01 Hemo 4 X 6 Black 110 Entrance by BG 1 (2) each 4 X 6 Black 110B Main entrance (3) each 4 X 6 Black 110C MRI entrance 4 X 6 Black 116 Front and Side entrances (2) each 4 X 6 Black 113 Front Door 4 X 6 Black 113A Main Patient entrance 4 X 6 Black 113A Side entrance 4 X 6 Black 135 Entrance near PIV 4 X 6 Black 135 South Stairwell 4 X 6 Black 135 North Stairwell 4 X 6 Black 135 At ramp door center building 4 X 6 Black 137 Near A113 4 X 6 Black 137 SCI Dining D100 4 X 6 Black 144 Main entrance 4 X 6 Black 144 Side entrance 4 X 6 Black 144 Side entrance Rm 168 4 X 6 Black 146 Front entrance 4 X 6 Black 146 Front entrance (2) each 4 X 6 Black 148 Near S104 (2) each 4 X 6 Black 148 Near S128 4 X 6 Black 148T Near 100A (2) each 4 X 6 Black 148T Near 142 4 X 6 Black 148T Near 125 4 X 6 Black

3.1. Carpets are to be of commercial heavy-duty grade as per industry standards and must meet or exceed requirements outlined in ANSI/NFSI B101.6-2012. Mats must always lay flat and be free of wrinkles, rips and frayed edges. Mats not in compliance must be removed and replaced without delay at no additional cost to the Federal Government. Damaged mats will not be returned to the facility.

3.2. Some mats will be custom made with graphic logos. The logo will be provided by COR.

3.3. The Contractor will deliver clean, dry and serviceable mats weekly. After the initial start-up, replacement mats will be provided to the Federal Government at no charge.

4. Specific Requirements. The Contractor is responsible for providing all transportation, tools, materials, labor, personnel protective equipment, supervision and technical expertise to implement all aspects of a full-service Walk-Off/Step-Off Mat contract. Services will be accomplished on Thursdays, 52 times per year. Specifically, the Contractor will accomplish the following:

4.1. Manufacture and/or provide mats as indicated above in paragraph 3. New mats will be inspected and accepted prior to being placed in specified locations.

4.2. Prior to the first delivery, orient personnel with the Hampton VAMC grounds and mat delivery locations.

4.3. On delivery Thursday, check-in with the EMS COR and accomplish badging through Police Services.

4.4. Accomplish mat swap out at all locations indicated above. Unless approved by the COR, there will be no deviations to the provided list.

Note: Incoming mats will be delivered clean, completely dry and serviceable.

4.5. Upon service completion, check-out with, and have the EMS COR inspect and accept all services.

4.6. Check-out and return badges to Police Services.

4.7. Clean and service dirty mats.

4.8. Accomplish invoice monthly in accordance with the instructions provided in the formal contract.

SPECIAL CONTRACT REQUIREMENTS

1. NO SMOKING

Per VHA Directive 1085 Dated 3/15/19 All VA Health Care Facilities shall be smoke free. This directive applies to all patients, visitors, contractors, volunteers, and vendors.

2. BACKGROUND INVESTIGATIONS

A full background check is not required for this position; however, all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge in order to work on a VA facility. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

3. BILLING AND PAYMENT

Contractor shall submit invoice, monthly in arrears, via payment request in electronic form via VA’s Electronic Invoice Presentment and Payment system http://www.fsc.va.gov/fsc/einvoice.asp. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

• Date of invoice

• Invoice number

• Contract number

• Obligation number

• Vendor name

• CLIN and dates of service

5. Government Provided Equipment, Services or Office Space. With the exception of station maps, the Federal Government will not provide any equipment, services or office space during the execution of this contract.

6. Other Station Requirements. The following station requirements will be adhered to.

6.1. Contractor is responsible for maintaining liability insurance for the duration of the contract and for following all pertinent VA, Federal and State regulations.

6.2. Contractor personnel must maintain a valid Driver's License and all ancillary permits required to legally operate company vehicles.

6.3. While on VA Medical Center property, Contractors will wear a company uniform and a visible identification badge which contains a photograph of the employee. This company badge is in addition to the badging accomplished through Police Service.

6.4. Contractor motor vehicles will be clearly identified with the company's name.

6.5. Contractor personnel will not operate cellular phones while performing services within VA buildings.

6.6. This is a federal facility as well as a medical center. As such, there is NO tobacco usage allowed inside any federal building or on the grounds. Failure to follow these regulations can result in removal of the worker or Contractor from the facility and/or a U.S. Magistrate' s ticket and fine.

6.7. Parking will be in designated lots. Consult with the COR as to allowable parking and material drop-off.

6.8. Since the incidents of September 11, 2001, the Federal Government has begun to implement new security measures to help protect Federal facilities. The Contractor will provide a list of employees expected to work on this contract. This list will be on company letterhead and contain the employees' name, driver’s license number, address and nationality. This list will be verified and signed by a corporate officer. These personnel are subject to background check and fingerprinting to be eligible to receive a security badge.

6.9. The U.S. Department of Veterans Affairs and the U.S. Department of Health and Human Services require that all Contractor personnel coming on this facility to complete the Veterans Health Administration’s Privacy Policy Training prior to coming on the facility. The Contractor will submit the certificate, to be completed, at the end of the Microsoft PowerPoint Presentation for each person assigned to this contract who comes on this facility to work. A company roster certifying course completion may be substituted for individual certificates.