P09 Window Washing SOW SAM Version.docx

SOW

SCOPE

1. GENERAL: Furnish all labor, supervision, management, management support, transportation, supplies, equipment, and materials, except VA-furnished space and utilities as identified in these specifications, necessary for accomplishment of complete window washing services as described herein. In addition to these services, incidental-cleaning functions not specifically listed but normally included as general practice within the glazing maintenance industry will be provided. These shall include, but not be limited to, cleaning of insect and energy conservation screens, cleaning of window frames, sills and sashes, and replacement of component elements of window units damaged during accomplishment of contractual service.

All work is to be performed in accordance with the guidelines established by Federal, State, and local ordinances and with the Contractor's Procedures Manual and Quality Control Manual.

2. DAYS AND HOURS OF WORK: Work should be performed between the hours of 7:00 A.M. to 4:30 P.M. Monday through Friday. Work may be performed on Saturday, Sunday, or holidays by making special arrangements with the Contracting Officers Representative (COR), Chief Environmental Management or designee, and Medical Center Police. The Contractor shall notify the COR, or designee, within 48 hours of completing services of this contract. Upon visiting the Medical Center for the purpose of performing the contract service, the Contractor shall report to the Chief of Environmental Management.

3. SCHEDULING: The Contractor shall provide the service of work scheduling. Anticipated schedules of when the work will be done shall be submitted to the COR no later than the contract start date. A daily schedule of areas to be serviced will be submitted in advance for each workday.

4. STANDARDS: All cleaning tasks shall be accomplished to meet the standards of Exhibit 1. It is the responsibility of the Contractor to re-clean in areas where deficiencies have been identified, recorded, and reported to the Contractor. Following the Contractors re-cleaning, the CO and/or COR will reevaluate such areas. Re-cleaning is required until the deficiency has been corrected.

5. COVERAGE: The Contractor shall provide service in the buildings/areas indicated in the list of buildings to be serviced. All references to building names are for information purposes only.

Contractor agrees to cooperate in performing his services so as to interfere as little as possible with Medical Center operations as directed by the COR or Chief of Environmental Management.

All outside sills to include areas between screens and windows are to be cleaned and left free from dirt, tar gum, waterproofing and other substances

All screens are to be cleaned and left free from dirt, tar gum, waterproofing and other substances, replaced and securely fastened. Contractor shall be responsible for all damage caused to screen, windows, glass ventilators, buildings, equipment and grounds by his/her operation.

6. QUALITY ASSURANCE: Contractor will wash windows and replace screens in one building at one time until completed, at which time he/she shall contact the Housekeeping Officer for an inspection tour, and correct any discrepancies noted. A copy of the discrepancies will be furnished to the Contractor and returned to the Housekeeping Officer upon completion.

7. PERSONNEL QUALIFICATIONS AND REQUIREMENTS:

Supervision: The Contractor shall designate a Supervisor who will have responsibility for performance of contract services. The Supervisor shall be competent to oversee all aspects of the contract and shall be available on site within 24 hours after notification during performance of contract work. COR shall be notified of the name of the Contract Supervisor.

TBD

9. DESIGNATED REPRESENTATIVE: The COR is designated as representative of the Contracting Officer in furnishing technical guidance and advice or generally supervising work performed under this contract.

10. NOTIFICATION OF WORK: The Contractor will notify the COR or designee up to five (5) days in advance of date he anticipates commencement of cleaning.

11. SUPPLIES/SERVICES/ MATERIALS AND EQUIPMENT: The Government assumes no liability for loss or damage to Contractor owned property held upon Government premises. The Contractor will provide all equipment (to include climber motor, cables, scaffolding, and any other equipment necessary to attach to Government owned buildings, roofs, and/or window stages where applicable) for cleaning exterior window glazing and screens at the Portland VA Medical Center, 3710 U.S. Veterans Hospital Road, Portland OR, 97207 and The Vancouver Division, 1601 east 4th Plain Boulevard, Vancouver WA, 98661. Service will include all exterior windows and glass entrances in buildings listed on Attachment 1. This service will be performed in accordance with all terms, schedules, conditions and provisions listed herein for this offering. Award of contract is subject to available funding. Contractor will submit a pre work safety plan to the COR for approval prior to start of contracted service.

12. INCLEMENT WEATHER SCHEDULE: For periods of inclement weather. In cases of severe weather, the COR may authorize exceptions. When exceptions are granted, the contractor shall make up all missed collections within 24 hours after the severe weather has terminated, unless the COR authorizes additional time.

13. SAFETY AND FIRE PREVENTION:

a. In the performance of this contract, the Contractor shall take all safety precautions necessary to protect the lives and health of occupants of the building.

b. Contractor will communicate with Facilities regarding any vehicles or property that need to be moved to safely provide service as stated in the Contract.

c. The contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the contractor in default of the contract.

14. GEMS:

The Portland VA Medical Center has a Green Environmental Management System (GEMS). The Medical Center is committed to protecting and improving the environment. Our goals are:

- Taking a leadership role in environmental stewardship by providing a clean and safe environment in our community

- Conserving natural resources and supporting their sustainability by upgrading our environmental systems

- Reducing the use of hazardous products and the generation of wastes

- Purchasing renewable, reusable, recyclable and recycled products

- Working to constantly improve the immediate and long-term environmental impacts of the products, services and processes used by the PVAMC Medical Center.

The Medical Center Contractor must follow the spirit of GEMS and recycle all applicable material and use environmentally preferable products. The Contractor will follow the GEMS guidelines provided by the Medical Center GEMS coordinator.

15. Conservation of Utilities: The Contractor shall instruct his personnel in utilities conservation practices. The Contractor shall be responsible for operating under conditions, which preclude the waste of utilities, which shall include but not necessarily be limited to:

A. Lights shall be used only in areas where and at the time when work is being performed unless otherwise directed.

B. Contractor's personnel will not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

C. Water faucets or valves shall be turned off after use.

D. VA telephones shall not be used for personal reasons or for any toll or long-distance calls.

16. Interference to Normal Function: Contractor's personnel are required to interrupt their work at any time to avoid interference with patient care procedures and the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

17. Materials, Equipment, and Tools: Technical literature and/or descriptions of all materials, equipment, tools, and SDS (Safety Data Sheets) on cleaning chemicals proposed for use by the Contractor shall be submitted to Chief of Environmental Management. for approval prior to contract start and whenever a change is requested. All contractor-furnished materials, equipment, tools, and chemicals used shall be standard products of manufacturers regularly engaged in the production of such items. The Contractor shall secure all materials. The VA assumes no liability for loss of or damage to Contractor-owned property held upon VA premises.

18. Federal Holidays: The Contractor is not required to perform services on the following Federal holidays as stated below:

Independence Day

19. Security Requirement: All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM’s e‐QIP Questionnaire. The Contractor is required to fulfill all security requirements. The Contractor employees, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days.

20. Quality Control Plan: The contractor will provide a quality control plan that outlines contractors’ strategy for ensuring the protection of VA property, patient property, clearly define the steps to ensure all state or federal regulations for safety are met. Contractor will also clearly identify how specific aspects of the overhead window cleaning will be done to assure no damage to exterior windows or building are damaged.

Please see Exhibit 1

LIST OF BUILDINGS

Portland

CLEANING 2X PER YEAR (NO MORE THAN 6 MONTHS BETWEEN CLEANING)

BUILDING 101

· 1st floor

· 2nd floor

· 3rd floor

· 4th floor

· 5th floor

· 6th floor

· Auditorium

BUILDING 100

*To include external/internal atrium area and all stairways* ** Stairwell 1-5 have windows.

· B2 level

· B1 level

· 1ST floor

· 2nd floor

· 3rd floor

· Sky bridge

· 4th floor

· 5th floor

· 6th floor

· 7th floor

· 8th floor

· 9th floor

BUILDING 103

· Level 1

· Level 2

BUILDING 104

· Sky walks

· Level1

· Level 2

· P2

· P3

BUILDING 16

· Basement

· Ground floor

· 1st floor

· 2nd floor

· Stairways

BUILDING 6

· 1st floor

· 2nd floor

· 3rd floor

· Stairways

BUILDING T-51

· 1ST floor

· 2nd floor

**ATRIUM CLEANING 4X PER YEAR (EVERY 3 MONTHS)

Vancouver

CLEANING 2X PER YEAR (NO MORE THAN 6 MONTHS BETWEEN CLEANING)

BUILDING 1 (CLC)

BUILDING 2

BUILDING 3

BUILDING 4

BUILDING 11

· 1ST floor

· 2nd floor

· 3rd floor

BUILDING 15

· 1ST FLOOR

· 2nd floor

· Stairwell

· Corridor

BUILDING 19

BUILDING 20

BUINDING 24

BUILDING 18

BUILDING 12

BUILDING 14 (GYM)

BUILDING 25 (FISHER HOUSE)

BUILDING 28

· 1st floor

· 2nd floor

PERFORMANCE REQUIREMENT SUMMARY

EXHIBIT 1

REQUIRED SERVICE STANDARD

regulations.

REQUIRED SERVICE STANDARD

Normal facility functions not interfered with. Work of the Contractor to be coordinated to prevent conflicts with treatment of the patient and the functioning of the facility. No medical apparatus moved without prior approval.

Safe equipment uses. Proper use of belts, ropes, hoists, saddles, hardhats, goggles, masks, protective clothing, rigging, etc. See pre work requirement in paragraph 11 of SOW.

Project Manager. Assigned competent person to manage all aspects of the work and given appropriate authority.

Correction of noted cleaning deficiencies. Re-clean where deficiencies have been identified; re-cleaning to take place within two workdays of identification of deficiency.