S02 - 36C25225Q0094.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C25225Q0094 12-02-2024

Biermann, Dustin 414-844-4861 12-12-2024

3:00PM CST

Department of Veterans Affairs

GLAC (69D)

115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

561720

$22 Million

N/A

X

Cleveland, WI VA Clinic 1205 North Avenue

Cleveland WI 53015-1413

GLAC-MILWAUKEE (69D)

Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

CONTRACTOR SHALL PROVIDE ALL LABOR, MATERIALS, SUPPLIES,

EQUIPMENT, AND MANAGEMENT AND SUPERVISION, IN ACCORDANCE

WITH THE STATEMENT OF WORK, TO PROVIDE JANITORIAL SERVICES

AT THE CLEVELAND, WI VA CLINIC LOCATED IN CLEVELAND, WI. ALL

SERVICES SHALL BE PERFORMED IN ACCORDANCE WITH THE STATEMENT

OF WORK.

SERVICE CONTRACT LABOR STANDARDS APPLY - DEPARTMENT OF LABOR

(DOL) WAGE DETERMINATION 2015-4919 (REV 27) DATED 7/22/24

CONTRACTING POINT OF CONTACT:

DUSTIN BIERMANN (CONTRACT SPECIALIST)

DUSTIN.BIERMANN@VA.GOV

GREAT LAKES ACQUISITION CENTER

115 SOUTH 84TH STREET, SUITE 101

MILWAUKEE, WI 53214

See CONTINUATION Page

695-3650162-6240-854100-2542 010032200

X X

X 1

Susan Pasholk Contracting Officer

36C25225Q0094

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN

PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED

FOR AWARD.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

PHONE NUMBER ______________________________________

FAX NUMBER ______________________________________

E-MAIL ADDRESS ______________________________________

SAM UEI NO. ____________________________________________

CAGE CODE _____________________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT: Dustin Biermann – Contract Specialist

CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

2. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures. FAR Part 15 will not be used. The procedures in Part 12 used in conjunction with Part 13 allow the Government to procure services resembling those in the commercial marketplace and streamline the procurement process. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

3. SET-ASIDE (If any): See box 10 of STANDARD FORM 1449

4. SOLICITATION TIMELINE SUMMARY:

A. SITE VISIT:

It is strongly suggested and expected that the offeror inspect the campus to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed.

In no case shall failure to inspect the campus constitute grounds for a claim after contract award.

SITE VISIT IS SCHEDULED FOR THURSDAY, DECEMBER 5, 2024, AT 10:00 AM LOCAL

TIME. ALL INTERESTED PARTIES TO MEET COR SANDRA SIGL (920-831-0070) AT THE

CLEVELAND CBOC MAIN ENTRANCE. NO LATE ARRIVALS WILL BE ADMITTED.

B. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question-and-answer requests must be submitted in a written form via e-mail to the Contract Specialist Dustin.Biermann@va.gov no later than December 6, 2024, AT 3:00 PM LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 3 business days to all parties. No telephone inquiries will be accepted.

C. SOLICITATION CLOSES/QUOTES DUE:

See box 8 of STANDARD FORM 1449 or most recent Amendment.

D. SUBMISSION OF QUOTE:

See 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services and addendum for specific instructions to offerors.

5. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. INVOICES:

a. All payments by the Government to the contractor will be made in accordance with: FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER –

SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

b. Invoices shall be submitted monthly in arrears in accordance with: 852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

c. Payments shall be made in arrears upon receipt of a properly prepared invoice

d. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

e. The VA has mandated electronic invoice submission to the Veterans Affairs

Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA.

Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877- 489-6135 for Enrollment.

f. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten- Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1- 877-489-6135.

g. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

h. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

i. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

j. For assistance setting up e-Invoice, the below information is provided:

* Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

7. FACILITY REQUIREMENTS: In addition to any other requirements set forth in this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with the following facility requirements. Failure to comply with these requirements shall be considered a material breach of this Contract and may be a violation of Federal law resulting in charges answerable in the United States District Court.

a. Contractor is responsible to follow all on site facility policies

b. All VA property is considered Federal property and all Federal laws are applicable.

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The

VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. All VA facilities are drug free. Possession of drugs, to include Marijuana and all

Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

e. All contractor personnel are required to adhere to all VA rules and regulations.

f. Smoking is prohibited on the entire campus, both inside and outside the VA

Facility

g. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

h. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b).

Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

8. SECURITY & PRIVACY CONTROL:

PIV Card:

Defined in VA Directive 0735 as: “Personal Identity Verification (PIV) Credential: An identification card that complies with FIPS 201 and related guidance that contains a photograph and stored identity information so that the claimed identity of the cardholder can be verified by another person or an automated process. PIV credentials are issued to persons requiring routine access to VA facilities or information systems.”

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform in accordance with the statement of work is: Special Agreement Check (SAC). This requirement is applicable to all subcontractor personnel requiring the same access.

The current fees associated with background investigations are as follows:

The SAC fingerprints is $20. This fee is the responsibility of the Contractor and will be billed accordingly.

The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements. It shall be the responsibility of the prime Contractor to return such identification to the VA.

Check-in/Check-out Requirements: The Contractor shall comply with all facility check-in and screening requirements. Upon successful completion of the facility’s check-in and screening process, the Contractor shall check-in with the COR or the COR’s designated alternate. The Contractor shall check-out with the COR, or the COR’s designated alternate, at the conclusion of each day, prior to departing the VA facility, advising them of the work completed and any problems/issues identified.

VA Information and Information Security/Privacy Considerations: Contractors, contractor employees, subcontractors, and subcontractor employees shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA personnel regarding information and information system security.

1. Privacy Training: Contractor and their sub-contractors assigned work under the task order are required to receive annual training on patient privacy as established by HIPAA statues. Training must meet VHA’s and the Department of Health and Human Services Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof to the VA upon request that all employees assigned work and/or having access to Protected Health Information have received annual training. Information on fulfilling the training requirement as stated in this paragraph can be found at https://www.ees-learning.net. For contractors and sub-contractors who do not have access to VHA computer systems, this requirement is met by receiving VHA National Privacy Training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS standards.

2. Rules of Behavior for Automated Information Systems: Contractor personnel having access to VA Information Systems are required to read and sign a Rules of Behavior statement, which outline rules of behavior related to VA Automated Information Systems. The COR will provide, through the facility ISO, the Rules of Behavior to the Contractor for the respective facility.

3. VA Information Security Awareness Training: Each contractor assigned work under the task order is required to receive and document completion of VA training on Information Security.

The requirements for fulfilling this provision can be found at https://www.ees-learning.net.

Contractor shall provide documented proof to the assigned VA Information Security Officer prior to access being granted, and yearly after that, for all contractor employees servicing a VA contract.

4. If providing medical services, Contractor employee will attend Computerized Patient Record System (CPRS) training prior to providing any patient care services, including on-call/emergency coverage at VA. The contractor employee will document patient care in CPRS to comply with all VA and Joint Commission standards.

As VA routinely reviews and updates policies and procedures covering contractor computer access, security requirements may change during the term of this contact and new policies and procedures may be implemented unilaterally during the term of this contract.

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.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

PRICE AMOUNT

12.00 MO _______ ____________

Provide Janitorial Services to the Cleveland CBOC in accordance with the Statement of Work Contract Period: Base POP Begin: 03-01-2025 POP End: 02-28-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

12.00 MO _______ ___________

accordance with the Statement of Work Contract Period: Option 1 POP Begin: 03-01-2026 POP End: 02-28-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

12.00 MO _______ ____________

accordance with the Statement of Work Contract Period: Option 2 POP Begin: 03-01-2027 POP End: 02-29-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

GRAND

TOTAL

B.3 STATEMENT OF WORK

Janitorial Services for the Cleveland, WI Community Based VA Outpatient Clinic

A. Description of Services: The purpose of this Contract is to provide janitorial services for the Cleveland, WI VA Outpatient Clinic (Cleveland CBOC1205 North Ave Cleveland, WI 53015), which is an affiliated clinic of the Clement J. Zablocki VA Medical Center, Milwaukee, Wisconsin. The services required under this Contract include typical janitorial services provided in a healthcare setting. Daytime cleaning shall begin Monday through Friday from 11:00 a.m. and is anticipated (but not required) to be completed by 1:00 p.m. Local Time; after-hours cleaning shall begin at 04:30pm and finish no later than 12:00am (Midnight) Monday through Friday excluding legal and/or public holidays designated by the U.S Office of Personnel Management.

1. Basic Contractor Responsibilities: The Contractor shall furnish all the supplies, materials, machinery, appliances, supervision, and labor necessary to perform the work specified in the Contract, except as specified herein as Government-furnished, to ensure that janitorial services are performed in a manner that will maintain the Cleveland CBOC at the highest levels of cleanliness and present a neat, professional appearance consistent with the Veterans Health Administration’s mission of providing the highest quality medical care to America’s Veterans.

2. Contractor Performance: Outstanding patient care begins with a clean healthcare environment. Accordingly, the Contractor is expected to perform all requirements of this Contract in an exemplary manner with minimal oversight.

3. Clinic Overview: The Cleveland CBOC consists of approximately 8,400 square feet of healthcare clinic space, all of which is covered by this Contract, including without limitation:

a. Clinic Personnel:

i. The Cleveland CBOC sees approximately 7000 patients in person every year.

ii. There are approximately 25 VA employees working onsite during the average workday.

b. Clinic Areas:

i. Twentynine (29) patient treatment areas;

ii. One (1) conference room;

iii. Three (3) waiting rooms;

iv. One (1) medium size employee lunch room;

v. Seven (7) restrooms;

c. Clinic Quantities:

i. Approximately 3493 square feet of carpet;

ii. Approximately 3981 square feet of hard floor surface (Note: Approximately 3264 square feet of hard surface requires stripping and waxing.), including:

(a) Vinyl tile—exam rooms, hallways, offices, and lab. Approximately

3264 sf

(b) Ceramic tile—all bathrooms and vestibules. Approximately 590 sf; and

(c) Solid Vinyl -cast room 127 sf

iii. 7 restrooms

iv. 1 janitorial closet

v. Approximately 44 trash receptacles;

vi. Approximately 3 medical waste receptacles;

vii. Approximately 21 hand soap dispensers; and

viii. Approximately 27 hand sanitizer dispensers.

4. Scheduling: Normal Clinic Hours of the Cleveland CBOC are 8:00 a.m. to 4: 30 p.m. Local Time, Monday through Friday, except on Federal Holidays. The services provided under this Contract shall be performed daily, Monday through Friday between 11:00 a.m. and 12:00 a.m. (midnight) Local Time, except on Federal Holidays. Federal Holidays include (see section A above):

a. New Year’s Day;

b. Birthday of Martin Luther King, Jr.;

c. Washington’s Birthday;

d. Memorial Day;

e. Juneteenth National Independence Day;

f. Independence Day;

g. Labor Day;

h. Columbus Day;

i. Veterans Day;

j. Thanksgiving Day;

k. Christmas Day; and

l. Any other day declared a Federal Holiday by Presidential Proclamation.

B. Cleaning Services: The Contractor shall perform the following cleaning services in accordance with the cleaning frequency requirements set forth in the Cleveland CBOC Estimated Workload Frequency at the end of this Performance Work Statement. The Contractor shall notify the COR as soon as practicable if any of the standards set forth below cannot be met.

1. EPA-Registered Disinfectants: The Contractor shall only use Environmental

Protection Agency registered (EPA-registered) disinfectants for all work requiring disinfectants under this Contract.

2. “As Needed”: All services performed under this Contract “as needed” or an “as needed basis” means that the Contractor shall perform the service whenever a deficiency is observed, or should be observed, in the COR’s sole judgment. The Contractor shall take corrective action for all “as needed” requirements before prompting by the COR.

3. Emergency Cleaning: The Contractor shall immediately respond during the hours of 6:00 am to 4:30 pm to any emergency cleaning requirements during Normal

Clinic Hours, including without limitation: spills, bodily fluids and terminal cleaning of exam rooms. If cleaning staff are not currently on site, they shall be available to respond when needed (will be coordinated between COR and contractor supervisor).

4. Maintain Floors.

a. Sweep and Mop Floor: All floors, except carpeted areas, shall be dust mopped and wet mopped using a microfiber mopping system to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, and other discolorations. Grout on wall and floor tiles shall also be free of dirt, scum, mildew, and residue. Floors shall have a uniform appearance without streaks, detergent residue, or any evidence of soil, stain, film, or standing water.

Baseboards, corners, and wall/floor edges shall also be cleaned. Floor maintenance solutions shall be removed from all surfaces, including baseboards, furniture, and trash receptacles. Chairs, trash receptacles, rolling cabinets and trays, and other items shall be moved to maintain floors underneath and returned to their original location.

The Contractor shall mop using only clean water and approved cleaning agents.

Soiled mop heads shall be replaced after each room cleaning and laundered after each shift. Soiled dust mop heads shall be laundered after each shift. Straw or push brooms shall only be used for sweeping exterior areas.

b. Strip, Scrub, Seal, and Wax Floors: Floors shall be stripped, scrubbed, and waxed to maintain sanitary conditions and a clean, uniform, glossy appearance free of scuff marks, wax build- up, and other stains or discolorations. The Contractor shall use a nonskid wax. Stripping shall be accomplished using a non-ammoniated finish remover. The Contractor shall apply a minimum of five (5) coats of finish. The Contractor shall remove any splash on baseboards, walls, and any other surfaces. Additional finishing may be required in heavy traffic areas between regularly scheduled finishing to keep the floor protected and provide an even appearance. The contractor is required to remove and return all desks, furniture and equipment from the work area.

5. Maintain Carpets and Floor Mats.

a. Vacuum Carpets: Vacuum all carpeted areas, including area rugs and throw rugs. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter and present a fresh, clean appearance. All tears, burns, raveling, stains, or discolorations shall be brought to the attention of the COR as soon as practicable.

b. Clean/Shampoos Carpets: Shampoo carpeted areas to create a uniform appearance free of stains and discoloration. Any spots or stains shall be removed by the carpet manufacturer’s approved methods as soon as noticed. A heavy-duty spot remover may be required in heavily soiled areas. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles and other items shall be moved to clean carpets underneath and returned to their original location upon completion and a dry surface.

c. Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

6. Remove Trash.

a. Regular Trash: All trash receptacles inside and outside the building shall be emptied and returned to their initial location. All trash containers shall be fitted with a disposable clear plastic liner. All plastic liners for trash receptacles shall be replaced at least twice per week, or more frequently if obviously soiled or torn. All accumulated trash shall be collected in clear liners and deposited in the dumpster designated by the COR.

b. Biohazardous Trash: All biohazardous trash shall be double-bagged in red bags and placed in red, plastic, sealable containers for disposal. Biohazardous trash shall be placed in the soiled utility room 118, or the area designated by the COR for scheduled pick-up. The Contractor shall use exceptional care when handling infectious trash, ensuring that it does not come into contact with any part of the body.

c. Receptacle Cleaning: Trash receptacles shall be cleaned with a detergent wash and be free of foreign matter, and free of odors.

7. Empty/Clean Recycling: All recycling containers shall be emptied into the recycling dumpster on the loading dock and returned to their initial location. Cardboard boxes shall be broken down and placed in the recycling dumpster on the loading dock.

Cans, paper, and other recyclables placed in or near a trash receptacle shall be removed and placed in the recycling dumpster on the loading dock. Recyclable receptacles shall be cleaned with a detergent wash and be free of foreign matter, and free of odors.

8. Sharps Containers: The Contractor shall change out sharps containers and install empty containers in all areas when 2/3 full, placing the used sharps container(s) in the area designated by the COR for scheduled pick-up. The Contractor shall use exceptional care when handling sharps containers to avoid needle-sticks. Under no circumstances shall anyone reach into a sharps container. The Contractor shall immediately notify the COR in the event of a needle-stick.

9. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning is removing or cleaning smudges, fingerprints, marks, streaks, spills, and other blemishes from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick/push plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

10. General Dusting: All surfaces shall be dusted or cleaned to eliminate dust collection. All furniture, patient exam table bases, hygiene kiosks, charging stations, literature racks, and other non-equipment shall also be kept free from dust.

11. Clean Air-Conditioning/Heating Vents: All heating and air conditioning ventilation grates/grilles/ louvers/covers shall be kept free from dust and dirt.

12. Clean Fluorescent Light Fixture Diffusers: All plastic diffusing lenses for ceiling mounted fluorescent light fixtures shall be kept in a clean condition (on both sides of diffuser) and free of dust, dirt, and dead insects.

13. Clean Interior Glass/Mirrors: Clean all interior glass and mirrors, including the glass in doors, partitions, walls, display cases, directory boards, and stairs. After glass/mirror cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

14. Clean Interior Windows: Clean glass windows throughout. After surfaces, have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

15. Clean Drinking Fountains/Water Bottle Fillers: Clean and disinfect all porcelain and polished metal surfaces, including the dispenser orifices and drain, as well as exterior surfaces. Drinking fountains/water bottle fillers shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

16. Restrooms.

a. Clean and Disinfect: Clean and disinfect all surfaces of sinks, toilet bowls, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and all other such surfaces, using a germicidal detergent and a microfiber rag. After cleaning, surfaces shall be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors (including handles, kick plates, ventilation grates, and metal guards), and wall areas adjacent to wall mounted lavatories and toilets. Soiled microfiber rags shall not be immersed in cleaning solution. Plunge all sinks and urinals when clogged until running freely again.

b. Descale Sinks, Toilet Bowls, and Urinals: Descaling shall be performed to keep areas free of scales, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

17. Clean/Disinfect Examination Room/Lab Room Furniture: Patient examination table bases and visitor chairs shall be cleaned and disinfected.

18. Stocking of Examination Rooms and Restrooms – Janitorial Supplies: Examination rooms and restrooms shall be sufficiently stocked with supplies so that soap dispensers, lotion dispensers, sanitizer solutions, paper towels, feminine hygiene products, and toilet paper are always available. Supplies shall be stored in areas designated by the COR and kept up off the floor. Overstocking is not permitted.

See section E.1 for supplies to be furnished by contractor.

19. Exterior Cleaning: Remove all debris from all entrances and exits and within a 10-foot radius, including around trash receptacles, exterior seating, and sidewalks.

Outside entrance areas shall also be swept and scrubbed clean of stains and spillage.

20. Break Rooms: Clean and disinfect all sinks, tables, chairs, and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of cabinets, refrigerators, and ice machines. Sinks shall be free of streaks, stains, spots, smudges, scale, and other obvious soil. Clean the exterior and interior of microwaves ovens. Reference section E.1 for supplies furnished by contractor.

21. Privacy Curtains.

a. Soiled Privacy Curtains: When notified by a staff member that a curtain needs to be replaced, the Contractor shall contact Environment of Care staff to receive a clean curtain, supplied by the VA. The Contractor shall take down soiled curtain and place in a soiled linen bag, hang the clean curtain, and take soiled curtains to the soiled linen room number 118.

b. Regular Changing of Privacy Curtains: Clinic privacy curtains are exchanged with clean curtains, supplied by the VA, annually in all areas, or as needed if visibly soiled at any time. There are approximately 13 privacy curtains in the Cleveland CBOC. Curtains are exchanged on a rotating manner in limited numbers, e.g., 1-3 at a time, due to the various sizes and limited numbers of spare curtains.

C. Janitorial Closets.

1. All designated janitorial closets shall be kept clean and orderly. No food or drink shall be placed in any janitorial closets or on any janitorial carts.

2. Mop heads and bristles on brooms shall be stored dry, clean, and free of debris.

3. Mop buckets, buckets, and miscellaneous containers shall be clean and free of standing liquid and debris.

4. Cleaning chemicals shall be stored below eye-level and below any paper products.

Supplies shall be stored in cabinets off the floor. Brooms and mops may hang from wall hooks.

5. Electrical equipment stored in the Cleveland CBOC shall be in working order. No broken or unsafe equipment shall be stored in the janitorial closets or anywhere else in the Cleveland CBOC.

6. Corrugated cardboard shipping containers, wood shelving, and pallets are prohibited from use in storage and janitorial supply rooms.

D. Staffing Plan: The Contractor shall provide a detailed Staffing Plan to the COR within thirty (30) days after Contract award that includes the following requirements:

1. Adequate Number of Contractor Employees: The Contractor shall provide an adequate number of properly trained, thoroughly qualified, and otherwise competent employees to perform the services set forth in this Contract, as well as meeting the staffing requirements of this Contract, regardless of employees calling out sick or otherwise making themselves unavailable for work.

2. General Cleaning for Cleveland CBOC: Contractor shall provide an adequate number of thoroughly qualified, and otherwise competent employees to provide general cleaning of public areas, clean areas that do not otherwise adversely affect Cleveland CBOC business, and respond to emergency cleaning requirements, in accordance with Paragraph B.3., above, between 6:00 a.m. and 4:30 p.m., Monday – Friday. (See section A – Description of Services for specific cleaning hours).

3. Supervisors: The Contractor shall provide at least one (1) supervisory point of contact, who shall be assigned to the Cleveland CBOC daily as the main point-of-contact between the VA and the Contractor. The supervisory point of contact shall be available via phone during cleaning hours. The name of the supervisory point of contact shall be provided to the COR prior to commencement of services, and the Contractor shall notify the COR of any changes in the designation of the Supervisory point of contact. There is no requirement for the supervisory point of contact to be present where and when work is performed. The supervisory point of contact shall notify the COR no later than 11:30 a.m. for daytime cleaning and/or 5:00 p.m. for afterhours cleaning each workday of any delay or absence of any employee, as well as what steps are being immediately taken to meet this Contract’s staffing requirements.

4. Employee Requirements: The Contractor shall ensure that employees performing services under this Contract meet the following requirements:

a. Trained and Competent to Perform: All employees are fully trained, completely competent, and otherwise meet all legal requirements for performing these services at a Federal Government facility, including all training recommended or mandated by the Centers for Disease Control and Prevention (CDC), the Occupational Safety and Health Administration (OSHA), The Joint Commission, and the Veterans Health Administration prior to beginning any work onsite. The Contractor shall maintain records of employee training and shall notify the COR at least 30 days prior to when employee training is due. The Contractor shall provide copies of all employee training certificates upon request by the COR.

b. Physically Qualified: All employees shall be physically able to perform services under this Contract, to include the following: ability to lift 20 pounds; prolonged standing and walking; and frequent bending at the waist.

c. Medically Qualified: Pursuant to recommendations by The Joint Commission, Centers for Disease Control and Prevention (CDC), and the Veterans Health Administration (VHA), the Contractor shall submit proof of the following medical requirements for each employee providing services under this Contract:

i. Annual TB Test and recent (within the last year) chest x-ray;

ii. Proof of Hepatitis A vaccine or titer;

iii. Proof of Hepatitis B vaccine or titer;

iv. Proof of Measles, Mumps, and Rubella (MMR) vaccines (2) or titer;

v. Proof of Varicella vaccines (2) or titer;

vi. Proof of Tetanus, Diphtheria, and Pertussis (Tdap) vaccine or titer; and

vii. Proof of COVID-19 vaccination.

Note: These requirements are cumulative to every other requirement set forth elsewhere in this Contract.

d. Health: All employees shall be healthy when performing services under this Contract; sick employees shall not report to work or shall depart the facility if becoming sick at work

e. Proper Behavior: While onsite, all employees shall be courteous and respectful of the staff, patients, and visitors. Contractor employees shall not be rude, argumentative, or confrontational with anyone. Any violation of this policy is grounds for immediate revocation of that person’s access badge and a permanent ban from the Cleveland CBOC.

f. Hygiene and Grooming: All employees shall maintain proper hygiene and grooming standards while on onsite.

g. Clear Criminal Record: All employees shall have a clear criminal record, which means no felony convictions, or misdemeanor convictions for assaultive behavior or crimes of moral turpitude.

h. Able to Communicate in English: All employees shall be able to effectively communicate in English – speaking, reading, and writing. The purpose of this requirement is to ensure that all employees are able to understand any alerts or warnings, oral and written, issued by the facility.

i. Privacy Training: All employees shall complete privacy training prior to beginning any work under this Contract due to the potential for incidental exposure to VA Sensitive Information while providing services in areas with Protected Health

Information (PHI). Privacy training is available via the VA’s Talent Management System (TMS), available at VA TMS 2.0. Contractor employees shall create a New Non-Employee User account to take this training. TMS assistance is available on the TMS webpage VA TMS 2.0. Once an account is established, Contractor employees shall use the Find Learning feature by typing “Privacy Training for Federal Contractors” into the search box. The course number for this training is NFED 4502627. Once the course is complete, each employee shall print the completion certificate and provide it to the Contractor, which shall forward each employee’s certificate to the COR. Each employee shall retake this course within one year of initial completion.

5. Uniforms: The Contractor shall provide a standard custodial-type uniform to its employees that is easily recognizable and clearly distinguishes them as Contractor employees. Uniforms shall: present a neat, distinctive appearance; be clean and maintained in good repair; and be worn as designed by the manufacturer. A standard custodial uniform is a collared work-shirt (button-down or polo style), pants or skirt of twill or similar material, and footwear that covers the entire foot for safety purposes.

Contractor employees shall not wear hats. Contractor employees shall not wear scrubs as a work uniform.

6. Identification Badges: Only VA-authorized employees shall have access to the Cleveland CBOC. Employees shall wear their VA-issued identification badge so that it is clearly visible on the front of their uniform.

E. Contractor Furnished Supplies and Equipment.

1. Contractor Furnished Supplies: The Contractor shall furnish all supplies, including cleaning and disinfecting products, necessary for performance under this Contract, except for hand sanitizer and feminine hygiene products; these items are supplied by VA. All disinfectants shall be EPA- registered. Hand soap shall be an antimicrobial soap. The Contractor shall provide written manufacturer’s information to the COR on the hand soap proposed for use at the Cleveland CBOC prior to use.

2. Restocking: The Contractor shall maintain adequate supplies in order to restock them at the point- of-use as needed, including without limitation: restroom supplies such as toilet tissue, multifold and roll paper towels, hand lotion, and hand soap; and plastic liners for all waste receptacles (clear) and regulated medical waste bags (red). Soap dispensers shall not be of the refillable type, where topping off of a dispenser reservoir is done from a larger bulk container; soap dispensers shall be of the design that refills come in disposable bags.

3. Safe and Proper Use of Supplies and Equipment: The Contractor shall ensure that all supplies, equipment, and tools used or proposed for use under this Contract meet all applicable safety requirements and that employees have full knowledge and ability for their safe and proper use.

F. Safety.

1. Clinical Environment Hazards: The Contractor shall completely understand the healthcare clinical environment, including all potential hazards, and instruct its employees on applicable safety precautions and special requirements, including without limitation: cleaning of human bodily fluids from various surfaces; proper handling of infectious materials; and safe handling of sharps.

2. Housekeeping Carts: Housekeeping carts shall not be left unattended or parked in public areas where they could cause an obstruction, such as doorways or blocking handrails.

3. Wet Floor Signs: Wet floor signs shall be used to designate wet areas on the floor and removed when the floor is dry.