PWS-SteamCarpetCleaning.pdf

Performance Work Statement (PWS) Carpet Steaming Services

Cheyenne River Health Center

1.0 General:

This performance-based work statement describes the requirements for non-personal services, for carpet steaming/cleaning services, for the Indian Health Service (IHS)/Cheyenne River Health Center (CRHC), Environmental Services (EVS) Department. These services are required to maintain accreditation with Joint Commission.

2.0 Background:

The CRHC provides medical care for approximately 9,000 tribal members living on the Cheyenne River Sioux Tribe Reservation. Serving a rural area, the CRHC was built in 2011 to provide an expanded level of health care services specifically designed to meet the needs of the CRHC population. The CRHC is a high traffic area, with 100’s of patient and employees walking throughout the building on a daily basis. The EVS department plays a vital role in infection control and requires support to assist in the provision of high quality and cost effective, carpet steaming services.

3.0 Purpose:

The purpose of this contract is to provide an all inclusive service for the steam cleaning of all carpet areas within the Cheyenne River Health Center(CRHC). This is a comprehensive service which will include not only steam cleaning but the moving and replacing of office items (i.e. furniture, equipment, etc..) and applying protective coating.

4.0 Period of Performance:

1 Year ARO

5.0 Location of Service:

Cheyenne River Health Center 24276 166th Street Eagle Butte, South Dakota 579625

6.0 Work Schedule:

6.1 Services shall be performed on-site, after hours and weekends, as to not interrupt patient care. The area to be cleaned shall be cleaned twice a year, as per an agreed schedule established at the post award conference. Changes to this schedule can be accepted, if mutually agreed to, in writing, by the Contractor and Technical Point of Contact (TPOC), at no additional cost to the government.

6.2 A post award conference will be scheduled after award between the Contractor and the Government. The post award conference will help achieve a clear and mutual understanding of all contract requirements and identify and resolve potential problems. Some of the topics as the post award conference will include, but not limited to the following:

Identify Contractor personnel working on the project.

Identify Government personnel working on the project.

Walk through of Areas to be cleaned.

Establishing performance dates onsite.

Any notable “tough” stains will be visualized and noted.

Contractor requirements to complete services (i.e. determine how many men will be needed, how much equipment anticipate bringing in, how much space will need to be allowed for equipment, dry times, etc...).

Government requirements to prepare areas for cleaning (i.e. PHI information removed, government employees who will supervise, etc...).

Complete a schedule of dates and times, for services to be performed.

Establish any milestones.

Inspection/acceptance requirements.

Invoicing requirements.

7.0 Description of Service/SOW:

7.1 Contractor shall attend Post Award conference, that will be scheduled 10 days after award date.

7.2Contractor shall steam clean 129,973 sq feet of carpeted area at the Cheyenne River Health Center, as identified in the Map attached to the PWS as an Appendix A. The carpet areas will include, but not limited to: Patient Care Departments, Office Areas, Corridors and Hallways. The area will be cleaned twice a year.

7.3Services will be performed twice a year, once in the spring(Apr-Jun) and once in the fall(Sep-Nov).

7.4If additional sq footage of carpet is needed for cleaning, the Contractor shall not perform beyond the 129,973 sq feet designated, without the Contracting Officer’s approval.

7.5 Contractor shall move all furniture in the designated carpeted areas, to identified free areas for storing, while designated areas are being cleaned. Weights of furniture may vary from 35 lbs to 200lbs.

List of furniture to be moved, includes all, but not limited to:

o Large office desk o Desk with hutch o File cabinets o Tables of varying sizes o Conference tables o Book shelves o Storage cabinets o Printers o Computer Monitors o Chairs o Plastic floor mats / antifatigue mats

7.6 After cleaning, applying protective coating and drying, Contractor shall replace furniture to the originally areas.

7.7 Contractor shall apply protective coating after steam cleaning carpet areas. The contractor shall provide a complete description of the protective coating they plan to utilize and will be approved by the Technical Point of Contact before use.

7.8 The Contractor shall provide their own equipment, manpower, and supplies to complete this PWS.

7.9 These services shall follow Occupational Safety and Health Administration (OSHA), Joint Commission (TJC), Center of Medicare & Medicare Services (CMS), CRHC regulations/policies, Local, Tribal, State and Federal regulations/laws.

7.10 The Contractor shall be directly responsible for all work performance specified in the contract.

7.11 The Contractor shall always provide adequate supervision for the work which their employees are performing to ensure its complete and satisfactory performance in accordance with the terms of the contract.

7.12 The Contractor shall ensure completed background checks on their employees prior to entry and performance at the CRHC.

8.0 Contractor Qualifications

8.1 The Contractor shall have at least 3 years experience in cleaning large and high traffic areas (i.e. commercial buildings, hospitals, clinics, health care buildings, large area, etc..)

8.2 The Contractor shall provide 3 letters of reference, related to the services provided in the statement of work and should describe the sq footage cleaned. Listing name, phone number, address and email of the person submitting the reference.

8.3 The Contractor shall not be listed on the OIG exclusion list.

8.4 The Contractor shall be registered in SAM.gov

9.0 Technical Point of Contract (TPOC)

Phillip Dupris Sr., Custodial Supervisor Cheyenne River Health Center

Eagle Butte, SD 605-964-0624

Phillip.dupris@ihs.gov

9.1 The TPOC shall make sure contractor’s staff are supervised by a CRHC employee while services are being performed

9.2 Be the contractor's primary on-site representative having the Contractor's full authority to act on matters pertaining to the performance of services required under this contract.

mailto:Phillip.dupris@ihs.gov

9.3 Ensure the AU required reports, as specified herein, are submitted to the Government on time.

9.4 Notify the COR of any major work scheduled to be performed during the performance of the contract, or any non-performance issues.

9.5 Report damage to Government property, loss of keys, personal injuries, and/or hazardous conditions to the proper government employees within twelve (12) working hours after such occurrence.

10.0 Contractors Responsibilities:

10.1 The Contractor shall establish a quality control plan to incorporate an inspection system covering all the services to be performed under the contract. It must specify areas to be inspected on either a schedule or unscheduled basis and the title of the individual(s) who will do the inspections, address a method for identifying deficiencies in the quality of services performed, before the level of performance becomes unacceptable and corrective action plan on deficiencies. The quality control plan will be made available upon request by the TPOC.

10.2 The Contractor may be required to wear masks in the performance of this contract.

10.3 The Contractor shall be responsible for arranging travel and all associated travel costs related to the performance of this contract.

10.4 The Contractor shall be responsible for arranging per diem, labor, fringe, benefits and plus any other cost pertinent to the performance of this contract.

10.5 The Contractor shall be responsible for all protective clothing and equipment need to protect themselves and their employees form biological, chemical and radioactive hazards.

10.6 The Contractor shall be responsible for all lodging. A list of possible housing option s in the area:

Government Housing: Lodging is available in government housing at prevailing rates, if available, and must be paid by the contractor.

Cheyenne River Motel – Eagle Butte SD 605-964-8888 Keya Suites – Eagle Butte SD 605-848-4218, can rent on Airbnb.com Tutanka Sun Home – Eagle Butte SD 605-200-0293, Bonnie LeBeau Limit lodge & cabins – Timber Lake SD 605-865-3526, (41.7 miles from eagle butte) Bunkhouse Inn – Isabel SD 605-850-8378, (46.3 miles to eagle butte) Prairie Vista Inn – Faith SD 605-967-2343, (42.7 miles from eagle butte) Bobs Resort – Gettysburg SD 605-765-2500, (54 miles from eagle butte) Sage Motel – Gettysburg SD 605-765-2471, (71.5 Miles from Eagle butte) Gettysburg Inn & Suites – Gettysburg SD 605-765-2373, (71.5 miles from eagle butte) KJ’s Inn and Suites - Gettysburg SD 605-765-2471, (71.5 miles from eagle butte)

11.0 Emergency Health Care

CRHC will provide emergency healthcare of the Contractor and/or Contract personnel, for injuries incurred while working on site, during performance of this contract. These services will be billed to the Contractor at the current full reimbursement rate.

12.0 Lost and Found Property

The Contractor shall ensure that all items of possible personal or monetary value, found by the Contractor and/or it’s employees, while performing under this contract, be turned over to the TPOC. Items will be tagged to identify the location at which they were found.

13.0 Contractor Furnished Items

13.1 The Contractor shall furnish all manpower, equipment, supplies, chemicals, travel, transportation, fuel, insurance (i.e. liability, damaged property, theft, etc..) and other items not mentioned in this paragraph, required for the complete performance of this contractor.

13.2 A list of equipment and supplies shall be submitted to the TPOC for approval before bringing into the facility. No hazardous materials may be brought into the facility without the written consent of the TPO C.

13.3 The Contractor shall be responsible to maintain the equipment in an operable and safe condition and abide by all state and federal laws when operating said equipment.

14.0 Government Furnished Property:

There is no government furnished property for this contract.

15.0 Business Agreement

To the upmost caution area will be cleared of Protected Health Information (PHI). Incase some areas accessed by the Contractor contain PHI, the contract must keep all records of confidential in accordance to PHI and Privacy laws/regulations, and they must report the incident to the TPOC as soon as possible. Pursuant to 45 C.F.R. 164.502(e), the Indian Health Service, as a covered entity, is required to enter into an agreement with a “business associate”, as defined in 45 C.F.R. 160.103, under which the business associate must agree to appropriately safeguard Protected Health Information (PHI) that is will use and disclose when performing function, activities or services pursuant to its contract with IHS. Therefore, a business associate agreement may be attached to this contract and executed upon award of this contract.

16.0 Inspection/Acceptance:

16.1 Services performed under this contract shall be subject to inspection and approval by the TPOC.

16.2 After services are performed, in each area, the Contractor shall notify the TPOC they are ready for inspection. The TPOC will inspect the services, and accept or decline. If the TPOC declines the service, they will notify the Contractor the reasons why and the contractor will implement a corrective action.

16.3 The TPOC will inspect, but not limited to, the following:

Overall appearance of carpet pre/post cleaning Cleanliness of carpet Remaining stains Dryness of carpet

Replacement of office furniture Potential damages to walls, furniture, flooring No foul odors

Please note, the government will take into account stains that are no fault of the Contractor and are not removable.

17.0 Performance Requirements

The Performance Requirements will be measured against Government Performance Standards and monitored in accordance with the following Methods of Government Surveillance or what is known as a Quality Assurance Surveillance Plan (QASP) to determine compliance.

Performance Standards

Performance Task/Requirement

Indicator Standard/(AQL) Acceptable

Quality Level

Surveillance

(QA)

Quality Assurance

Incentive

Steam Clean Carpet Areas

Carpet areas are fee of dust, dirt, soil, odor, stains.

100% Visual inspection by

TPOC

Excellent performance evaluation

Work completed per schedule

Contractor Quality Control Plan

100% Visual inspection by

TPOC

Excellent performance evaluation

18.0 Invoice Submission

Invoice shall be submitted after services are received and accepted, through the Invoice Processing Platform (IPP) at IPP.gov.

The Indian Health Service (IHS) is in the process of implementing an electronic invoicing system

In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum “Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing” directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St.

Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date. The IPP website address is:

https://www.ipp.gov

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973- 3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov

Should the contractor feel that use of the IPP would be unduly burdensome, their response to this solicitation should include an explanation of this position for a determination by the contracting officer

19.0 Project Officer (COR)

19.1 The Contracting Officer Representative (COR) designated for the contract is:

Stephanie Red Elk Cheyenne River Health Center 24276 166th St Eagle Butte, SD 57625 605-964-0507 Stephanie.RedElk@IHS.gov

19.2 The COR representing the Government for the purpose of this contract shall be designated in writing by the Contracting Officer.

19.3 COR is responsible for:

a. Monitoring the Contractor’s technical progress.

b. Interpreting the statement of work.

c. Performing technical evaluation as required

d. Performing technical inspections and acceptance required by this contract

e. Assisting the Contractor in resolution of technical problems encountered during the performance of this contract.

20.0 Contract Performance Evaluation

During the life of this contract, contractor performance will be evaluated on a quarterly basis and final basis pursuant to FAR requirements. These evaluations shall become a part of the contract file and shall be used as past performances information in evaluation of this Vendor and any other subcontractors, or affiliates, past performance on future contacts.

21.0 Mandatory Background/Security Clearance Requirements

To perform the work specified herein, contractor personal may require access to sensitive data, regular access to HHS controlled facilities, and/or access to HHS information’s systems.

The employees of the Contractor or its subcontractors, are subject to a background investigation and shall comply with Section 231 of the Crime Control Act of 1990, P.L. 101- 647; and the Indian Child Protection and Family Violence Prevention Act, P.L. 101-630. In mailto:Stephanie.RedElk@IHS.gov addition, each person shall also comply with the Privacy Act of 1974 and the HIPPA Act of 1996. Failure to comply with these statutes will result in immediate removal.

To gain access to the sensitive areas HHS controlled facilities, and/or HHS information systems, the contractor shall comply with Homeland Security Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigations procedures obtained in:

o HHS Information Security Program Policy, http://www.hhs.gov/ocio/securityprivacy/ o HHS Office of Security and Drug Testing, Personnel Security Suitability Handbook, http://www.hhs.gov/ocio/policy/hhs-ocio-2011.0003.html o HHS HSPD-12 Implementation Policy

The minimum Government investigation for non-critical sensitive positions is a National Agency Check and Inquires (with fingerprinting), which consists of searches of records covering specific areas of a person’s background during the past five years.

More restricted positions, above non-sensitive, require more extensive documentations and investigations.

This security applies to all sub-contractors and/or sub-contractors associated and/or created from the contract. The contractor is responsible for conducting security preclearance investigations in sufficient depth to ensure that each contractor or subcontractor can obtain a favorable clearance.

Each security preclearance shall be conducted sufficiently in advance of the start of performance to avoid delays caused by denial of access. If this is a Fixed Price contract, denial of access due to security clearance findings shall not be a basis for excusable delay or an increase to the contract amount.

Government will pay for the cost to process the contractors suitability clearances. However, multiple investigations for the same position may, at the Contracting Officers discretion, lead to reduction(s) in the contract price of no more than the cost of the extra investigation(s).

The Contractor shall provide all required background investigation forms, fingerprints and/or other documents required, to the Background Clearance personnel at lest 60days before coming on site, so background clearance can be completed in a timely manner. If all documents are not submitted timely there will not be adequate time for the contract personnel to be cleared. Contractor and their employees are not allowed to work on sight without a complete background clearance.

22.0 References available upon request:

Statues, Acts, Laws, and/or Regulations generally applicable to IHS security and functions, include but are not limited to:

• Crime Control Act 1190 – Public Law 101-647

• Indian Child Protection and Family Violence Prevention Act Public Law 101-630

• Federal Information Security Management Act (FISMA), art of the E-Government

Act of 2002 (Public Law 107-347, Title II)

• OMB Circular A-11, Preparing, Submitted, and Executing the Budget

• Presidential Decision Directive 63 (PDD 63) http://www.hhs.gov/ocio/securityprivacy/ http://www.hhs.gov/ocio/policy/hhs-ocio-2011.0003.html

• NIST Special Publications – 800 series

• Health Insurance Portability and Accountability Act (HIPAA)

• Indian Healthcare Improvement Act (HCIA) – Public Law 94-437

• Privacy Act of 1974

• Section 508 of the Rehabilitation Act of 1973

• Courtesy and Respect in the Workplace Policy

• The Joint Commission (TJC) (The Joint Commission) http://jointcommission.org

• Centers for Medicare and Medicaid Services (CMS) Standards http://www.cms.hhs.gov

• Federal Code of Conduct http://ihs.gov http://jointcommission.org/ http://www.cms.hhs.gov/ http://ihs.gov/

APPENDIX A

(Map)