Performance Work Statement - Floor Sealant Maintenance Services.pdf

Performance Work Statement Floor Sealant – Restoration & Maintenance

Eastern Colorado Health Care System Rocky Mountain Regional VA Medical Center

1700 N. Wheeling St., Aurora, Colorado 80045 February 24th, 2025

1. PURPOSE

1.1 The Eastern Colorado Health Care System (ECHCS) has ceramic tiled flooring and walls in the public restrooms throughout its campus at the Rocky Mountain Regional VA Medical Center (RMRVMAC).

Many areas with ceramic tiled flooring are in need of routine sanitizing, sealant maintenance, and restoration due to heavy traffic and use. This service is deemed essential to Environmental Management Services (EMS) to keep these high traffic flooring areas properly sanitized and in the best visual condition by utilizing the proprietary advanced floor sealing systems currently in place.

2. OBJECTIVE

2.1 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 60,644 square feet of flooring restoration. The contractor shall also supply quarterly maintenance services for 10,914 square feet and supply yearly maintenance services for 51,170 square feet. Restorative services, as requested, to maintain a ‘like new’ appearance of the existing surfaces. All surfaces must be free of dirt, debris, odors and stains. Missing grout shall be replaced and match in both color and texture. The contractor IS NOT required to repair loose, broken or missing tiles or terrazzo. The contractor IS NOT required to install or apply epoxy flooring.

2.2 Place of Performance

Rocky Mountain Regional VA Medical Center 1700 N. Wheeling St.

Aurora Colorado, 80045

2.3 Square Footage - Includes the following areas:

2.3.1 Concourse Restrooms C1-191, C1-193, C1-153, C1-155, C1-157, G1-201, G1-203, C1-133, C1-135, C1- 105, C1-107, C1-109

2.3.2 All Concourse Terrazzo flooring

2.3.3 Patriot Brew & Patriot Café

2.3.4 Veterans Canteen Service Kitchen Floors

2.3.5 Nutrition & Food Services Kitchen Floors

2.3.6 PTSD Clinic Restroom Floors (20 rooms)

3. GENERAL INFORMATION

3.1 PERFORMANCE PERIOD: The expected Period of Performance for this contract is a base year (of 12 months) and (2) option years (that are 12 months each). Option year renewals may or may not be exercised (based on needs of and at the discretion of) the U.S. Government. The actual performance period shall be established at the time of contract award.

3.2 TYPE OF CONTRACT: The Government contemplates the award of a Firm Fixed Price contract for this requirement.

3.3 WORK HOURS (FOR EXECUTION OF SERVICES): The service schedule will be developed between the contractor and the Contractor Officer Representative (COR) or the ECHCS EMS Service Chief at the beginning of the performance period. Services shall be performed, in general, before 6am and after 6pm, Monday through Friday, and on Saturdays and Sundays, excluding Federal holidays. Specific timeframes for service areas are listed below. Any changes to the specified times will need to be approved by the Contracting Officer’s Representative (COR) or the EMS Service Chief prior to the commencement of work.

At least one (1) day advanced notice is required for changes to any service schedule. The Contractor shall provide EMS Staff with the schedule for routine deep cleaning.

3.3.1 Concourse Terrazzo Flooring – 6pm to 5am

3.3.2 Concourse Restrooms – 6pm to 5am

3.3.3 Emergency Department Restrooms – 6pm to 5am

3.3.4 Veterans Canteen Service Kitchen Floors – 3pm to 3am

3.3.5 Nutrition & Food Service Kitchen Floors - 10pm – 4am

3.4 INTERFERENCE TO NORMAL FUNCTION:

Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

3.5 FEDERAL HOLIDAYS: As stated in Section 3.3 the Federal Holidays which are observed by the federal government are annotated below.

o New Year’s Day o Martin Luther King’s Birthday o President’s Day o Memorial Day o Juneteenth Day o Independence Day o Labor Day o Columbus Day o Veterans Day o Thanksgiving Day o Christmas Day o Any other day specifically declared by the President of the United States to be a national holiday

3.6 CONTRACTOR PERSONNEL ID BADGES AND PARKING:

3.6.1 The contractor shall provide the COR or the EMS Service Chief with a list of contractor employees expected to enter the buildings to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

3.6.2 An access badge will be given to the contractor’s employees after completion of a background check.

The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR or the POC. All contract personnel must properly display their access badges while on the VA property. Access badges must be worn at or above the waist (facing forward.).

The contractor will ensure the badges of any employees that quit or are terminated are collected and returned to the VA within 3 working days of the event.

3.6.3 The contractor shall be required to comply with all security policies/requirements of the facility. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

3.6.4 It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR or the POC.

3.6.5 The VA does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

3.7 SCOPE OF CONTRACT AND CONTRACT MODIFICATIONS

The final contract will stipulate the responsibilities of the contractor and/or the government. The contractor and the government are required to adhere to the scope of the finalized contract. Any and all modifications shall be initiated and approved by the Contracting Officer. The contractor shall not receive payment for any work/services/deliverables that are/were not specifically authorized under the contract (as written or as modified).

4. SPECIFIC SERVICES/TASKS

4.1 SEALANT/COATING - Installation of sealant to ceramic tiled flooring and grout surfaces as requested.

Task includes all services necessary to clean and prepare flooring for maintenance services.

4.1.1 The coating shall be Proprius-1 interlocking siloxane inorganic protective barrier.

4.1.2 All tile and grout shall be sealed with a coat of inorganic siloxane based permanent protective barrier equivalent to Proprius-1.

4.1.3 This shelled coating shall have a high gloss shine appearance when it is dried. The product shall be inorganic with an oil, urine, and water repellent compound

4.2 HONING - Honing and polishing of the terrazzo surfaces as requested. Task includes all services necessary to clean and prepare flooring for maintenance services.

4.3 RESTORATION - Maintenance services of the flooring to maintain a “like new” appearance to ensure the integrity of the floor finish as requested.

4.4 COATING REMOVAL – Existing polymer and wax coatings and finishes will be removed using Durable Coating Remover (DCR). 100% of the existing coating must be removed to achieve bonding with the new coating. Coating will be stripped and removed on an as-needed basis

4.5 GROUT RESTORATION/COLOR SEAL

4.5.1 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 optimized bonding.

4.5.2 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 must have the concurrence of the Environmental Management Service (EMS) Leadership.

4.5.3 Grout preparation products shall be comprised of organic and inorganic scale removing, suspending agents, penetrating detergents, water soluble solvents, compounds, viscosity control agents and odor suppressants. The product shall remove embedded soils, dissolve micro-scale and mineral deposits, neutralize iron, rust, and urine stains without attacking the substrate or cause excessive dissolving of cementation in the grout or mortar joints. The product shall not have a deleterious effect on metal, fiberglass, porcelain, or ceramic fixtures.

4.5.4 Grout preparations shall promote maximum contact time and applicator control of the process – and should 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.

4.5.5 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 a clean uniform appearance. The color sealing process of faded grout allows for porosity. This allows easier future maintenance and removes the possibility of bacterial and viral infections.

4.5.6 Any missing grout shall be replaced with Channel Changer Grout Replacement. The grout shall match in both color and texture.

5.0 WARRANTY

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

6.0 MAINTENANCE SERVICE REQUIREMENTS

6.1 The contractor shall provide ongoing maintenance services that ensure a like-new appearance to the treated surfaces at all times

6.2 All grout lines will be clean and uniform in appearance – free of dirt and debris. The condition of the sealant shall be maintained at all times to provide the best visual appearance.

6.3 Reports shall be delivered timely to the COR or EMS Service Chief.

6.4 Training for the proper care and cleaning of the flooring shall be provided to EMS staff and other necessary contractors.

7.0 Consulting Services

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

7.2 Contractor shall assist in improving EMS’ performance regarding the proper care of the treated flooring by developing strategies and scheduling necessary actions to ensure top performance of treated areas.

7.3 Contractor shall assess and provide rapid response solutions against the spread of COVID-19.

7.4 The Contractor shall know the status of each area and offer advice and expertise to EMS to help their performance in terms of routine floor cleaning operations and maintenance strategies.

Records Management Language for Contracts

When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C.

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227- 11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Records Management Language for Contracts | National Archives https://www.archives.gov/records-mgmt/policy/records-mgmt-language

Records Management Language for Contracts