S02 - 36C25225Q0145.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

36C25225Q0145 12-16-2024

Biermann,Dustin 414-844-4861 12-23-2024

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

Edward Hines, Jr VA Hospital 5000 South 5th Avenue

Hines IL 60141-5000

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, MANAGEMENT, AND

SUPERVISION NEEDED TO PROVIDE JANITORIAL/CUSTODIAL SERVICES

AT THE EDWARD HINES JR VA HOSPITAL LOCATED IN HINES, IL.

ALL SERVICES SHALL BE PERFORMED IN ACCORDANCE WITH THE

PERFORMANCE WORK STATEMENT.

SERVICE CONTRACT LABOR STANDARDS APPLY - DEPARTMENT OF LABOR

(DOL) WAGE DETERMINATION 2015-5017 (REV-27) dated 7/22/2024

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

414-844-4861

See CONTINUATION Page

578-3650162-6057-856400-2542 010056190 x X x 1

Susan Pasholk Contracting Officer

36C25225Q0145

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 WEDNESDAY DECEMBER 18, 2024, AT 10:00 AM LOCAL

TIME. ALL INTERESTED PARTIES TO MEET COR HERBERT JONES (708-202-8387

X22766) AT THE VA COFFEE SHOP IN BUILDING 200. 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 Contracting Officer Dustin.Biermann@va.gov no later than December 18, 2024, AT 4:00 PM LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 2 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.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO ____________ ____________

Janitorial Services at Hines VA Hospital in Accordance with

PWS

Contract Period: Base POP Begin: 02-01-2025 POP End: 01-31-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

12.00 MO ____________ ___________

PWS

Contract Period: Option 1 POP Begin: 02-01-2026 POP End: 01-31-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

12.00 MO ____________ ____________

PWS

Contract Period: Option 2 POP Begin: 02-01-2027 POP End: 01-31-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

12.00 MO ___________ ____________

PWS

Contract Period: Option 3 POP Begin: 02-01-2028 POP End: 01-31-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

GRAND

TOTAL

B.3 PERFORMANCE WORK STATEMENT

Janitorial Services for the Edward Hines Jr.VA Hospital

A. Description of Services. The Contractor shall provide the managerial, supervisory, administrative, direct, and overhead personnel necessary to perform the work specified in this Contract, including the provision of all labor, transportation, equipment, and materials, except as specified herein as government furnished, to perform janitorial services in accordance with this Contract at the Edward Hines Jr, VA Hospital, 5000 S. 5th Ave., Hines, Illinois 60141- 3030.

1. Contract Performance Standard: 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.

2. Approximate square footage of all areas to be cleaned is 182,222, which will be shared by facility housekeeping staff as well. The purpose of this contract is to augment/supplement facility housekeeping staff with additional contracted housekeepers.

Appendix I: Cleaning Services and Frequencies is set forth at the end of this performance Work Statement.

B. Basic Cleaning Services - The contractor shall perform the following basic cleaning services:

1. Aseptic Cleaning Techniques: The Contractor shall use aseptic cleaning techniques, defined as using practices and procedures to prevent contamination from pathogens in order to minimize the risk of infection, in the performance of this Contract.

2. "As Needed": All cleaning services provided under this Contract shall be performed "as needed" or an "as needed basis," which means that the Contractor shall perform the service whenever a deficiency is observed, or should be observed, in the in the judgement of the Contracting Officer Representative (COR), COR’s representative, or CO. The Contractor shall make timely corrective actions for all "as needed" requirements before prompting by the COR.

3. Urgent Cleaning: The Contractor shall immediately respond to any urgent cleaning requirements either communicated by Hines staff or if observed, including without limitation to include spills, blood, and bodily fluids.

4. Linen Distribution: The ability to assist laundry functions by providing services which include distribution of clean linens as needed and providing for gathering of soiled linens as directed.

5. Bedmaking: Possess the ability to provide bedmaking if tasked in hospital settings, the ability to clean the entire room, turning over for use by incoming patients.

Assuring that room cleaning is completed in a timely manner.

6. Maintaining Floors: All floors, except carpeted areas, shall be swept, dust-mopped, and wet- mopped using microfiber material mops daily and/or as needed to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter, and to prevent quat binding.

Baseboards, corners, and wall/floor edges shall also be clean and free from dirt. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, and all other areas/items adjacent to the floor. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items.

All moved items shall be returned to their original and proper position.

7. Removing Trash: All trash receptacles shall be emptied and returned to their initial location. Boxes, cans, and paper placed near a trash receptacle and marked "TRASH" shall be removed. All trash receptacles shall be fitted with a disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when the receptacle is emptied. The trash shall be deposited in the nearest outside trash collection container, as directed by the COR. All streams of trash are to be removed to include solid waste and medical waste. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

8. Emptying Recycling Containers: All recycling containers shall be emptied and returned to their initial location. Cardboard boxes shall be broken down and placed within the recycling dumpster. Cans, paper, and other recyclables placed in or near a trash receptacle shall be removed and placed within the recycling dumpster.

Recycling containers shall be left clear, free of foreign matter, and free of odors.

9. Cleaning Mirrors: Clean all minors, including mirrors/glass in doors, partitions, walls display cases, and directory boards. After cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

10. Cleaning Windows: Clean the interior surface of all windows. The facility currently has a contract that provides deep cleaning to the windows twice a year to all windows, however it is the expectation that any visible fingerprints and or smudges/soil are addressed on windows and walls each day and/or as needed.

11. Vacuuming Carpets: Vacuum carpeted areas, which includes area and throw-rugs.

After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. All spots shall be removed by the carpet manufacturer's approved methods as needed. All tears, burns, and raveling shall be brought to the attention of the COR as soon as practicable.

12. Vacuuming/Cleaning Floor Mats: Vacuum and/or clean interior floor mats of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their original location.

13. Cleaning and Disinfecting High-Touch Points: Clean and disinfect all High-Touch Points in common/public areas. High-Touch Points are surface areas that are likely to be touched by patients, staff, vendors, and/or visitors. Examples of High-Touch Points include without limitation: horizontal surfaces; handrails; elevator buttons;

elevator panels; elevator holding rails; waiting room furniture; water fountains;

windowsills; hallway bumper guards (upper and lower); vending machine panels;

door handles; light switches; and Reusable Medical Equipment, ill patient-care areas, including beds, bed frames, gurneys, mattresses, IV poles, and commodes.

14. Dusting: All horizontal surfaces shall be dusted or otherwise cleaned to eliminate dust collection. All vertical surfaces shall also be kept free from the accumulation of dust. All furniture, computers, and medical and other equipment shall also be kept free from dust.

15. Cleaning HVAC Vents: All heating and air conditioning ventilation grates, grills, louvers, and covers shall be kept free from dust and dirt.

16. Cleaning Fluorescent Light Fixture Diffusers: All plastic diffusing lenses for ceiling-mounted fluorescent light fixtures shall be kept clean on both sides of the diffuser, free of dust, dirt, and dead insects.

17. Cleaning Water Fountains: All water fountains shall be cleaned and disinfected, including the drains Water fountains shall be free of streaks, stains, spots, smudges, and scale.

18. Flushing requirements: Documented flushing and running of faucets is a daily requirement needing to occur on all toilets and sinks as part of the facility water safety program. This is a shared responsibility that shall occur between regular and contracted housekeeping staff. There are approximately 800+ toilets and 1100+ sinks at the Hines VA.

19. Emptying/Cleaning Exterior Trash Receptacles: All exterior trash receptacles shall be emptied and returned to their initial locations. Boxes, cans, and paper placed near a trash receptacle and marked "TRASH" shall be removed. All trash receptacles shall be fitted with disposable plastic liner. All plastic liners for trash receptacles shall be replaced with new ones when the receptacle is emptied. The trash shall be deposited in the nearest trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

20. Restroom Cleaning Services.

a. Cleaning and Disinfecting: Completely clean, disinfect, and deodorize all surfaces of sinks, toilets, urinals, lavatories (including wall areas adjacent to wall-mounted lavatories, urinals, and toilets), dispensers, plumbing fixtures, partitions, doors (including handles, kick plates, ventilation grates, and metal guards), walls, and any other restroom surfaces not otherwise listed, using a germicidal detergent daily. Microfiber products shall be used for cleaning at all times.

b. Descaling Toilets and Urinals: Descale the toilets and urinals. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

c. Sweeping and Mopping Floors: Sweep and microfiber mop restroom floors so that the entire surface (floor and grout) is free from litter, dirt, dust, debris, and is disinfected. Grout on wall and floor tiles shall be free of dirt, scum, mildew, and residue. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stains, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. The Contractor shall use only clean water and appropriate cleaning agents for mopping, properly disposing of soiled water after each cleaning.

d. Stocking Janitorial Restroom Supplies: The Contractor shall ensure restrooms are stocked sufficiently so that supplies, including soap dispensers, paper towels, and toilet paper, do not run out. Supplies shall be stored in designated areas and shall be kept off the surface of floors. No overstocking shall be allowed. All paper and fluid supplies are provided by Edward Hines Jr. VA Hospital to maintain consistency throughout the facility.

e. Additional compliance measures: There will not be areas that the vendor will be restricted from. The facility will provide training and support that will help the staff to become an integral support person. The cleaning of operating room and compounding rooms and Dental areas will be specific areas with added training. In addition, cleaning of the basement is included as a shared responsibility that shall be considered a shared responsibility for daily cleanliness of Hines housekeeping contracted housekeeping staff.

21. Spot-Cleaning: Perform spot-cleaning on a continual basis using microfiber cloths and hospital- approved, EPA-registered disinfectants and cleaners on all surfaces, particularly High- Touch Points, including without limitation: door handles; handrails, and light switches. Spot- cleaning includes without limitation, removing or cleaning smudges, fingerprints, marks, streaks, and spills from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, fixtures, furniture, various non-critical surfaces, and non-critical reusable medical equipment. After cleaning, surfaces shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. The Contractor shall notify the COR as soon as practicable if an area or item cannot be successfully spot cleaned.

C. Floor Cleaning Services.

1. Strip, Scrub, and Wax Floors: Tile 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. Stripping shall be accomplished using a non- ammoniated finish remover. Floors shall be completely clean, free of stripper, dirt, hair, and debris, prior to applying any wax.

The Contractor shall use a nonskid wax. The Contractor shall apply a minimum of four (4) coats of finish. The Contractor shall remove all floor products splashed onto 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. Scheduling/Frequency of floor care services shall be established and/or scheduled in conjunction and in collaboration with the COR and shall be accomplished on a continual rotational basis and/or as needed.

2. Clean and Shampoo Carpets: Shampoo carpeted areas, including area and throw- rugs, 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. Scheduling/Frequency of floor care services shall be established and/or scheduled in conjunction and in collaboration with the COR and shall be accomplished on a continual rotational basis and/or as needed.

D. Materials and Supplies. All material and supplies, other than those listed in Subparagraph 1 below, shall be furnished by Edward Hines Jr. VA Hospital. All disinfectants used in the cleaning of the facility shall be FDA/EPA-approved and approved by the COR. Microfiber mops and rags shall be used throughout the facility and Edward Hines Jr. VA Hospital will supply all consumable supplies, including lotion soap, hand lotion, paper towel rolls for dispensers, coreless JRT toilet paper rolls, tampons, feminine napkins, and feminine napkin bins. Edward Hines Jr. VA Hospital will also provide housekeeping carts and basic cleaning supplies/materials, including cleaning disinfectants, general cleaners, brooms, and mops.

1. Material Safety:

a. All cleaning agents shall be kept in their original containers with legible labels.

b. The Contractor shall properly dispose of all cleaning agents and chemicals after use.

c. All supplies shall be properly stored in janitorial closets, or other areas designated by the COR.

E. Staffing.

1. Housekeeper: The Contractor shall designate a main POC/Housekeeping Supervisor/Lead to be responsible for all services to be provided under this Contract and who shall serve as the primary point-of-contact for the COR. The Contractor may designate an Alternate Housekeeping Supervisor/Lead to serve as a backup to the Housekeeping Supervisor/Lead. The Housekeeping Supervisor/Lead or the Alternate Housekeeping Supervisor/Lead (if designated) shall be available by telephone during all shifts and shall attend all scheduled meetings. The COR may permit virtual meeting attendance by telephone or working supervisors.

2. Shift Leader/Supervisor: The Contractor shall designate a Housekeeping Supervisor/Lead for each shift, with the following responsibilities: ensure the quality of the work meets the requirements of this Contract; receive instruction from the COR or the COR's designee; take employee attendance; coordinate administrative actions between the COR or the COR's designee and Contractor employees and perform housekeeping work as working supervisors.

3. Personnel Requirements: The Contractor shall ensure that personnel performing services under this Contract meet the following requirements:

a. All personnel shall be 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.

4. 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 Tuberculosis Test, with a chest x-ray if test shows positive.

ii. Hepatitis A vaccine or titer.

iii. Hepatitis B vaccine or titer.

iv. Measles, Mumps, and Rubella (MMR) vaccine or titer.

v. Tetanus, Diphtheria, and Pertussis (Tdap) vaccine or titer.

vi. COVID-19 vaccination, with boosters as required;

and

vii. Yearly Influenza (Flu) vaccination.

viii. All vaccines shall need to be paid for and provided by the vendor and appropriate documentation shall be given to the facility. If an employee does not get vaccinated, they shall have paperwork showing the reason (medical, religious exemption, etc.):

Note: In addition to these requirements, all employees shall be healthy when performing services under this Contract; sick employees shall not report to work, and employees that become sick at work shall depart the facility as soon as possible.

a. Physically Qualified: All employees shall be physically able to perform services under this Contract, to include the following: ability to lift 50 pounds; prolonged standing and walking; and frequent bending at the waist.

b. Proper Behavior: While onsite, all employees shall be courteous and respectful of the staff, patients, visitors, and each other. 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 facility.

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

d. 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, i.e., lying, cheating, or stealing.

e. 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 can understand any alerts or warnings, oral and written, issued by the facility.

f. Privacy Training: All employees shall complete privacy training within thirty (30) days of being hired to perform 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 annually by the anniversary date of initial completion.

5. Uniforms: The Contractor shall provide a standard custodial-type uniform to its personnel that is easily recognizable and clearly distinguishes them as Contractor personnel. 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 personnel shall not wear hats.

6. Identification Badges: Personnel shall wear their Government-issued identification badge so that it is clearly visible on the front of the uniform.

F. Shifts/Scheduling.

1. Shifts: The Contractor shall provide three (3) shifts with the following minimum number of employees per shift, including the Shift Leader. The Contractor shall ensure that each shift is fully staffed regardless of call-outs or employees otherwise not appearing for work. Note: All times are Local (Central) and staffing requirements shall only be adjusted via a contract modification. Contracted cleaning staff are required to work Federal Holidays.

a. Monday-Friday:

i. 6:00 a.m. - 2:30 p.m.: Ten (10) employees.

ii. 2:00 p.m. -10:30 p.m.: ten (10) employees; and

iii. 10:00 p.m. - 6:30 a.m.: five (5) employees.

b. Saturday-Sunday and Federal Holidays:

i. 6:00 a.m. - 2:30 p.m.: Ten (10) employees.

ii. 2:00 p.m. - 10:30 p.m.: ten (10) employees; and

iii. 10:00 p.m. - 6:30 a.m.: five (5) employees.

2. Federal Holidays:

a. New Year's Day;

b. Birthday of Martin Luther King, Jr.;

c. President’s Day;

d. Memorial Day;

e. Juneteenth National Independence Day;

f. Independence Day;

g. Labor Day;

h. Columbus Day/Indigenous People’s Day;

i. Veterans Day;

j. Thanksgiving Day;

k. Christmas Day; and

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

3. Shift Schedule: No later than Fifteen (15) days after Contract award, the

Contractor shall provide a Shift Schedule to the COR, which shall include the names and telephone numbers for the Lead Housekeeping Supervisor, the Alternate Lead Housekeeping Supervisor (if designated), and all Shift Leaders/Supervisors. The Shift Schedule shall also contain the names of all personnel by shift assigned. The Contractor shall provide an updated Shift Schedule to the COR within the first five (5) days of each month thereafter.

G. Performance Requirements.

1. Janitorial Closets:

a. All designated janitorial closets shall be kept clean and orderly. No food or drink shall be stored in a janitorial closet.

b. Mop heads and bristles shall be stored clean and free of debris.

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

d. Cleaning chemicals shall be stored below five (5) feet from the floor and below any paper products. Supplies shall be stored in cabinets off the floor. Brooms and mops may hang from wall-hooks.

e. Electrical equipment shall be in working order. No broken or unsafe equipment of any kind shall be stored in a janitorial closet.

f. The following are prohibited from use in janitorial closets: corrugated cardboard; wood shelving; and pallets.

2. Safety:

a. Housekeeping carts shall not be left unattended or parked in public areas where they could cause an obstruction, such as doorways or blocking handrails. All Housekeeping cart doors shall be locked when not in use.

b. Wet floor signs shall be used to designate wet areas on the floor and removed when the floor is dry. Signs shall be placed so as not to be an obstruction or otherwise pose a hazard.

c. Contractor staff shall not wear earbuds or headphones during the performance of their work.

H. Quality Assurance.

1. Quality Control Program ("QC Program"): The Contractor, in coordination with the COR, shall develop and maintain a Quality Control Program to ensure that all delivered services are performed in accordance with this Contract and accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of non- conforming services. The QC Program shall be delivered to the COR within thirty (30) days after Contract award, to be approved by the COR in the COR's sole judgment.

2. Surveillance: The Government will periodically evaluate the Contractor's performance by inspection and personnel/customer complaints.

3. Performance Objective: All services performed under this Contract shall meet the performance threshold of no more than three customer complaints per month.

4. Deficiency Procedures: When a deficiency per the requirements of this Performance Work Statement is noted by a facility staff-member or customer, the COR will confirm this deficiency by inspection and record any findings, with the date and time of the inspection. When inspection indicates unacceptable performance, the COR will notify the Contractor. The Contractor shall correct all deficiencies within two (2) hours after notification of the unacceptable performance.

I. Reporting Requirements. At the discretion of the COR or Contracting Officer, the Contractor may be required to submit an ongoing report of services rendered under the terms of the Contract. The Contractor may be required to submit a report that includes:

(1) dates and times when services were performed; (2) a list of the areas where services were performed; (3) types of services and a brief description of the work performed; (4) any items damaged or other incidents; (5) the names of employees performing the services; (6) any other information deemed relevant to performance under this Contract by the COR or Contracting Officer.

J. Onsite Work Requirements.

1. Contractor Orientation/Training: The Contractor shall attend an orientation prior to beginning any work under this Contract. This orientation may include the following topics: Contract terms and conditions; performance monitoring; badging procedures; safety; fire procedures; severe weather procedures; disease transmission; infection control; disaster procedures; and any other topic deemed necessary by the COR. At the COR's discretion, the Contractor may be responsible for providing some or all of this information/training to its personnel, as directed by the COR.

2. 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 supervisor shall check-in with the COR, or the COR’s designee, at the start of each shift. The Contractor supervisor shall check-out with the COR, or the COR's designee, at the conclusion of such work, prior to departing the VA facility, advising them of the work completed and any problems/issues identified.

3. Noninterference with Facility Functions: The Contractor shall perform its services under this Contract in a manner that does not interfere with the facility's functions, including maintaining all tools and equipment in an orderly fashion and cleaning the work area at the conclusion of a service visit. Contractor personnel shall not use Government telephones for personal reasons.

4. Building Security and Keys:

a. The Government will provide the Contractor with keys to access the required rooms for services provided under this Contract. Access to restricted areas will be provided to the Contractor by prior arrangements with the COR.

Except for keys issued to a Contractor supervisor, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR shall perform an inventory of keys assigned to the Contractor at the end of the contract period or at any other time, in the COR's sole discretion. Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for rekeying caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

b. The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor's assigned staff. The Contractor shall be responsible for securing areas upon completion of duties.

There may be certain areas identified by the COR in which Contractor personnel shall immediately notify the COR and facility Security Personnel if a door is found unlocked.

c. When leaving a work area, Contractor personnel shall turn off lights if the area is unoccupied, unless otherwise directed by the COR. The Contractor shall secure and lock windows before leaving an area, and if there is difficulty securing the area, Contractor personnel shall immediately notify their supervisor, who shall immediately notify the COR.

d. The Contractor shall comply with the security clearances or access controls imposed.

e. The Contractor shall turn in all lost articles found during the performance of duties to the COR or facility Security Personnel.

5. Conservation of Utilities: The Contractor shall not adjust any controls for the

HVAC system and shall turn off all water faucets and spigots when not in use.

6. Safety- Infection Control Risk Assessment (ICRA) Requirements: The Contractor shall follow all ICRA requirements, as set forth by the infection control staff.

7. Personal Protective Equipment: The facility will provide all safety equipment/supplies/PPE to provide uniformity and compliance in completing our mission.

8. Safety- OSHA and CDC Requirements: The Contractor shall comply with all OSHA and CDC requirements, including without limitation: use of personal protective equipment, Platform ladders, PPE; and proper placement of caution signs, as applicable, prior to beginning any work under this Contract.

9. Photography: Photographs may be taken on facility grounds only during the performance of the services provided under this Contract; photographs shall not be taken for any other reason. Photographs shall not contain any images or other personal information of patients, Government personnel, or other contractor personnel. Any violation of this policy is grounds for immediate revocation of that person's access badge.

10. Legal/Professional Standards Compliance: All work performed under this Contract shall comply with all applicable laws, regulations, ordinances, rules, and professional standards, specifically including without limitation: the Centers for Disease Control and Prevention (CDC); the Occupational Safety and Health Administration (OSHA); the Environmental Protection Agency (EPA); the National Fire Protection Association (NFPA); the Food and Drug Administration (FDA);

and The Joint Commission.

11. Protection of Government Property: The Contractor shall take care to protect persons and personal/Government property while on VA property, including removal of all trash and debris at the completion of any job, and otherwise keeping the work area clean at all times. The Contractor shall be liable for any injuries and/or damage caused by the Contractor, including its personnel and agents (including any subcontractors), to include all reasonable costs for medical treatment and/or damage repair. Any injuries and/or damage caused by the Contractor shall immediately be reported to the COR.

Appendix I: Cleaning Services and Frequencies, Cleaning Schedule

Cleaning services shall be performed at the minimum frequencies set forth below.

Cleaning services shall be performed more often as needed.

Cleaning Service Minimum Frequency

Basic Cleaning Services

Maintaining Floors Daily

Removing Trash Daily

Emptying Recycling Containers Daily

Cleaning Interior Glass and Mirrors Weekly

Cleaning Windows Monthly

Vacuuming Carpets Weekly

Vacuuming/Cleaning Floor Mats Daily

Spot-Cleaning Daily

Dusting Weekly

Cleaning HVAC Vents Monthly

Cleaning Fluorescent Light Fixture Monthly

Diffusers

Cleaning Water Fountains Daily

Emptying/Cleaning Exterior Trash Receptacles

Daily

Cleaning and Disinfecting High-Touch Points

Daily

Restroom Cleaning Services

Cleaning and Disinfecting Daily

Descaling Toilets and Urinals Monthly

Sweeping and Mopping Floors Daily

Stocking Janitorial Restroom Supplies Check Daily/Restock as Needed

Periodic Cleaning Services

Strip, Scrub, Seal, and Wax Floors Rotational basis throughout

Clean and Shampoo Carpets Rotational basis throughout

Kitchen Cleaning Services

Building 200/217/45 Daily

Canteen Store

Retail Areas Daily

Cafeteria Daily

Starbucks Coffee Kiosk Daily

Building 200/217/45 Contractor Assignments

(X = This Area to be Cleaned by Contractor)

Areas of Assignment Sun Mon Tue Wed Thur Fri Sat Cleaning Schedule

Basement Corridors/Washrooms/ GU Waiting Area X X X X X X X

6AM -

10PM

First Floor Corridors /Washrooms X X X X X X X

6AM -

10PM

First Floor Front Lobby/ Washrooms X X X X X X X

6AM -

10PM

First Floor Eye Diagnostic Waiting Area Closed X X X X X Closed

6AM -

10PM

First Floor Blood Lab Waiting Area & Washrooms X X X X X X X

6AM -

10PM

First Floor X-Ray Waiting Area X X X X X X X

6AM -

10PM

First Outpatient Pharmacy Waiting Area X X X X X X X

6AM -

10PM

First Floor CT scan / MRI Waiting Area & Washrooms X X X X X X X

6AM -

10PM

3rd Floor - All Areas Closed X X X X X Closed

6AM -

10PM

4th Floor - All Areas Closed X X X X X Closed

6AM -

10PM

5th Floor - All Areas Closed X X X X X Closed

6AM -

10PM

9 East - All Infusion Areas Closed X X X X X Closed

2PM -

10PM

10 East - All Areas Closed X X X X X Closed

6AM -

10PM

12th Dental - All Areas Closed X X X X X Closed

2PM -

10PM

14th Floor - All Areas X X X X X X X

6AM -

10PM

Building 200 – NFS Basement Kitchen X X X X X X X 8PM –1AM

VCS Store Bldg. 45/Area to be cleaned after hours of operation X X X X X X X

M-F 6am – 4:30pm & S-S 8am – 2pm

217 Kitchen X X X X X X X

7PM –

10PM

Starbucks Closed X X X X X Closed

5PM –

6PM

Note: Cleaning schedule on Federal Holidays will use the Saturday/Sunday Schedule. This is a sample of area assignments and schedules and is not all inclusive. Please see attachment “Floor Plan and List” for all areas to be cleaned.

Contracted staff shall augment/supplement facility staff in cleaning of the above areas.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in…