S02 - 36C25226Q0187.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

36C25226Q0187 01-20-2026

Biermann, Dustin 414-844-4861 01-29-2026

2:00PM CST

Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

561720

$22 Million

N/A

X

John H. Bradley VA Clinic 10 Tri-Park Way

Appleton WI 54914-1658

36C252 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 MATERIALS, LABOR, MANAGEMENT,

AND SUPERVISION NEEDED TO PROVIDE JANITORIAL SERVICES AT THE

JOHN H. BRADLEY VA CLINIC LOCATED IN APPLETON, WI. ALL

SERVICES SHALL BE PERFORMED IN ACCORDANCE WITH THE

STATEMENT OF WORK.

SERVICE CONTRACT LABOR STANDARDS APPLY - DEPARTMENT OF LABOR

(DOL) WAGE DETERMINATION 2015-4887 (REV-29) DATED 12/3/2025

See CONTINUATION Page

Z X

X 1

Dustin Biermann Contracting Officer

36C25226Q0187

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:

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 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. 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 MONDAY JANUARY 26, 2026, AT 10:00 AM LOCAL TIME.

ALL INTERESTED PARTIES TO MEET COR NICHOLAS PICAGO (920-831-7825) AT CLINIC

MAIN ENTRANCE.

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 JANUARY 26, AT 3:00 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

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:

Applies to unsupervised, full-time, logical and/or physical access for more than 6 months OR more than 180 aggregate days in a one-year period.

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) & National Agency Check with Inquiries (NACI). This requirement is applicable to all subcontractor personnel requiring the same access.

National MOU/ISA is in place and applies to this contract. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security. If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

Routine Access and Personal Identity Verification of Contractor Personnel:

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.

SECURITY TRAINING

Due to the increased emphasis on privacy and information security, the following special contract requirements are established and hereby made part of the contract entered into with the Department of Veterans Affairs.

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.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO ___________ ___________

Janitorial Services for Appleton VA CBOC in accordance with

SOW

Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

SOW

Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

SOW

Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

12.00 MO ____________ ____________

SOW

Contract Period: Option 3 POP Begin: 04-01-2029 POP End: 03-31-2030 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

12.00 MO ___________ _____________

SOW

Contract Period: Option 4 POP Begin: 04-01-2030 POP End: 03-31-2031

PRINCIPAL NAICS CODE: 561720 - Janitorial Services

GRAND

TOTAL

B.3 STATEMENT OF WORK

STATEMENT OF WORK (SOW)

For

JANITORIAL SERVICES-Appleton Community Based Outpatient Clinic

A. Description of Services: The purpose of this contract is to provide janitorial services for the John H. Bradley Community Based Outpatient Clinic, 10-Tri-Park Way, Appleton WI 54914, which is an affiliated clinic of the Clement J. Zablocki VA Medical Center, Milwaukee, WI. The services required under this contract include janitorial services in a health care setting.

1. Basic Contractor Responsibilities: The contractor shall provide 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 shall maintain the John H. Bradley 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.

The clinic is located at 10 Tri Park Way, Appleton, WI 54914. Business hours of the clinic are Monday – Friday 730am to 430pm; Acceptable levels of cleanliness shall meet the requirements of the Joint Commission and VA medical center infection control for a medical clinic standard.

Cleaning shall begin at 06:30am and finish no later than 12:00am (Midnight) Monday through Friday, excluding legal and/or public holidays designated by the Department of Veteran Affairs.

A site supervisor shall be present while cleaning is conducted. There shall be at least one housekeeper on site during clinic hours. Historically, the clinic has required approximately five to six housekeepers total to meet performance objectives. If a contracted housekeeper is absent (callouts, illness, etc.), COR shall be notified and there shall be an alternate within one hour. The facility is approximately 34,985 net usable feet that serves over 300 patient visits in a day and 120+/- employees. The facility is comprised of approximately 40 administrative spaces, approximately 55 clinical exam offices, 3 conference rooms (two clinical and one administrative), 5 waiting rooms, 1 large employee lunchroom, 14 private restrooms and 2 four-stall multi-gender restrooms. Floor cleaning shall be conducted daily and as requested. Floor maintenance shall be conducted after 4:30pm Monday – Friday. Pharmacy floor cleaning and floor maintenance shall be conducted daily and as requested. Administrative and non-clinical offices can be cleaned during business hours Monday – Friday. The contractor shall be responsible for providing Safety Data Sheets (SDS) to the Contracting Officer’s Representative (COR) in accordance with the performance standards of Joint Commission and policies of the VA Medical Center Infection Control. All disinfectants used in the cleaning of the facility shall be FDA/EPA approved. All cleaning agents used shall be clearly labeled and stored per SDS and Joint Commission standards.

2.0. SERVICES:

2.1. BASIC CLEANING SERVICE: The contractor shall accomplish all cleaning tasks per the requirements of this SOW and the service delivery summary. The minimum cleaning frequencies standards are found in the service standards. All work listed shall be conducted daily, as needed, and or requested.

2.2. General Dusting/Disinfecting Surfaces: All surface areas throughout the clinic high and low shall be free of dust, dirt, debris, stains, residue, and any other substance not identified in the SOW. All surface areas throughout the clinic high and low shall be cleaned with a disinfectant. Any excesses cleaning solution shall be wiped clean of all surfaces. Including handles, kick plates, phones, chairs, tables, etc.

2.3. Remove Trash and Recycling: All trash containers shall be emptied, the liners replaced with a fresh liner/bags and returned to their initial location. If the trash container is soiled, it shall be washed clean and dried before a fresh liner is installed and returned to initial location. Trash liners/bags are the contractor’s responsibility to supply. The trash shall be deposited in the nearest outside trash waste collection container as directed by the COR.

Recycling bins of non-sensitive papers and magazines shall be emptied in the outside recycling collection container. There are also bins throughout the clinic that are labeled cans and plastic that shall be emptied in the outside recycling collection container with a new liner replaced in each container. The sensitive papers from offices shall be emptied and placed into the locked CR Shred Confidential Records recycling bins every day.

2.4. Biohazard containers: Biohazard containers located throughout the clinic shall be emptied. The waste shall be stored in a centralized biohazard waste container (located in the refrigerator in the warehouse).

2.5. Needle Boxes: There are needle boxes located throughout the clinic that shall be stored in the centralized biohazard waste containers (located in the refrigerator in the warehouse).

2.6. Dirty Laundry bags: There are laundry bag containers throughout the clinic. The dirty laundry bags shall be removed from clinical areas and stored in the designated area. A new laundry bag shall be replaced, and the container shall be returned to the location originally found.

2.7. De-scale sinks and traps: De-scaling shall be performed to all sinks and traps found throughout the clinic to keep areas free of lime build up, soap films, and other deposit collections. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

2.8. Office Furniture: All surfaces of all the furniture throughout the clinic shall be free of dust, dirt, debris, spots, slim, residue, mildew, deposits, and all traces of film, etc.

2.9. Drinking Fountains: Contractor shall clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

2.10. All Ventilation: All ventilation grates/grilles/covers shall be free of dust, dirt, debris, and other substances not identified.

2.11. Light Fixtures: All light fixtures shall be free of dust, dirt, debris, and other substances not identified.

2.12. Equipment: All surfaces high and low of equipment (chairs, stands, exam table footsteps, scale, light sources etc..) shall be free of dust, dirt, debris, film, smudges, streaks, etc. COR will provide product guidance on chemical required for specific equipment.

2.13. Floor Maintenance: Flooring consists of 92 rooms that are tiled throughout the clinic. All the hallways are tiled. 23 rooms throughout the clinic are carpeted. Carpet runner rugs are located at all entrances and key points of gathering throughout the clinic. The floor surface shall be free of all dust, dirt, debris, scuff marks, heel marks, other stains, discolorations, and other foreign matter. All Floor surfaces shall be cleaned from baseboard to baseboard including the baseboard surface itself, floor corners, walls, and edges of all floor surfaces.

2.14. Tile Floors: All tile floor areas shall be free of dust, dirt, debris, etc. Other maintenance not yet described includes the scrubbing, stripping, waxing, and sealing of all tile floor surface areas throughout the clinic. This maintenance shall also be conducted from baseboard to baseboard. In the event of stripping and waxing VCT floor, contractor shall be responsible for moving all equipment off the floor to complete job and putting back that same equipment where it was found. Extra residue shall be removed from baseboard surfaces itself, walls, and edges that meet the contact of the tile surface. All tile floor surface areas shall have the same uniform look throughout the clinic with no coloration changes to any of the tile surfaces. All tile surfaces shall be dry and free of moisture before returning any rugs or furniture onto the surface.

2.15. Carpet Floors: All carpet surfaces shall be free of dust, dirt, debris, etc. Other maintenance not yet described includes the vacuuming, scrubbing, and spot cleaning, of all carpeted surface areas including carpet runner rugs. This maintenance shall be conducted on all surface areas of the carpet (edge to edge). In the event of carpet cleaning, contractor shall be responsible for moving all equipment off the floor to complete job and putting back that same equipment where it was originally located. Spot stains, discolorations, spills, etc. shall be treated immediately once noticed or notified. Runner rugs shall be treated in the same manner.

The surface under each runner rug shall be free of dust, dirt, debris, moisture, etc.

2.16. Entrance & All Interior Window Cleaning: All Entrance doors (interior and exterior) shall be free of all traces of film, dirt, smudges, water, and other foreign matter. This includes the frames, casings, sills, ledges, glass, etc. All interior door window surfaces shall receive the same treatment as each entrance. Both sides of the door window shall be free of all traces of film, dirt, smudges, water, and other foreign matter including the frames, casings, sills, ledges, etc. surrounding the glass surface of the door. Interior windows shall be free of all traces of film, dirt, smudges, water, and other foreign matter including around the frames, casings, sills, ledges, etc. surfaces.

2.17. Cleaning Lunch Room: All surfaces within area shall be free of dust, dirt, debris, and other foreign substances. All surfaces shall be cleaned with a disinfectant solution. Excess solution shall be removed from all surfaces to include cabinets, tables, chairs, etc.

2.18. Cleaning Refrigerators: All surface areas of the refrigerators shall be free of dust, dirt, debris, and other foreign substances. All surfaces shall be cleaned with a disinfectant solution.

Excess solution shall be removed from all surfaces. Refrigerators shall be clean to include all surfaces under and behind each refrigerator. When completed the refrigerators shall be returned to original location.

2.19. Cleaning Microwaves: All surface areas of the microwave shall be free of dust, dirt, debris, and other foreign substances. All surfaces shall be cleaned with a disinfectant solution excess solution shall be removed from all surfaces. Microwaves shall be cleaned to include all surfaces under and behind each microwave. When completed the microwave shall be returned to original location.

2.20. Restroom Cleaning: All surfaces shall be cleaned and disinfected including sinks, toilet bowls, urinals, dispensers, plumbing fixtures, showers, partitions, doors, walls, etc. All shall be free of dust, dirt, debris, rust, mildew, odor, scale deposits, lime deposits, odor free, etc.

Female hygiene waste container shall be emptied and replaced with a new liner. Female hygiene dispensers are to be stocked by the contractor. Baby changing station surfaces and traps shall be cleaned and disinfected including being free of dust, dirt, debris, stains, odors, etc. Stations shall be stocked by the contractor. In the event that there is a clogged toilet or drain, housekeeper shall respond to the issue and make every effort to clear the toilet or drain.

2.20.1. Mirrors: All surfaces of all mirrors throughout the clinic shall be free of dust, dirt, debris, spots, slim, residue, mildew, deposits, all traces of film, etc.

2.21. BASIC EXAMINATION ROOM/LABORATORY/RADIOLOGY: All surfaces shall be cleaned and disinfected including sinks, dispensers, plumbing fixtures, eye wash stations, mirrors, doors, walls, etc. All shall be free of dust, dirt, debris, rust, mildew, odor, scale deposits, lime deposits, odor free, etc. All surfaces high and low shall be cleaned in accordance with the requirements of the SOW.

2.22. JANITORIAL CLOSET: All surfaces shall be cleaned and disinfected including sinks, plumbing, fixtures, doors, walls, etc. All shall be free of dust, dirt, debris, rust, mildew, odor free, scale deposits, lime deposits, etc.

2.22.1. All designated janitorial closets shall be kept clean and orderly.

2.22.2. Mop heads and brooms shall be stored, clean, free of debris, and off the floor or hanging from wall hooks.

2.22.3. Mop ringer buckets, buckets, and misc. containers shall be free of standing liquid and debris.

2.22.4. Chemical supplies and misc. equipment shall be stored in designated areas.

2.22.5. Electrical equipment stored in the clinic shall be in working order. No broken or unsafe equipment shall be stored in the janitorial closets/clinic.

2.22.6. Containers for solutions shall be labeled and properly stored. If moved to a secondary location, secondary location shall be labeled as well.

2.22.7. Product shall be store less than 18” inches from the ceiling. The bottom shelf shall have a solid surface.

2.22.8. Chemical products (hand soap, lotions, cleaning solutions) shall be stored below porous paper products and cleaning tools, this includes paper products such as paper towels, toilet paper, baby changing station towels, female hygiene product and cleaning tools such as rags, bags, antimicrobial mop heads, dusting tools. Contractor shall keep on hand a par level of paper products and cleaning supplies/tools to cover at least 2 weeks of operations to ensure the clinic never runs out at any point.

2.22.9. Food and Drink: No food or drink allowed in housekeeping closets. No food or drink allowed on cleaning carts. No food or drink shall be allowed in the clinic area.

3.0. SAFETY:

3.1. Housekeeping carts shall not be left unattended or parked in walk areas.

3.2. Carts shall be closed and shall always be locked.

3.3. Wet floor signs shall be posted and be visible in all directions.

3.4. An SDS binder shall be kept in each closet. All practices and standards shall comply with Medical Center regulations and standards.

3.5. All practices and standards shall comply with Appleton CBOC Area Specific Training.

3.6. All practices and standards shall comply with Medical Center regulations and standards.

3.6.1. Business Continuity: Evacuation plan, Communications Disruption plan and Cyber-attacks.

3.6.2. Naturally Occurring: Tornado and severe thunderstorms, winter storms, extreme temperatures.

3.6.3. Internal Emergencies: Utility failures, fire, HAZMAT exposures, supply shortages.

3.6.4. Human Related and External Emergencies: Active threat, hostage situation, mass casualty incident.

3.7. All practices and standards shall comply with Medical Center regulations and standards when disposing of waste material.

4.0. INFECTION CONTROL

4.1. All practices and standards shall comply with Medical Center Memorandum EMS-133 Waste Management, Reduction, Recycling, and Disposal when disposing of biohazard material and needle boxes.

4.1. All practices and standards shall comply with U.S. Department of Transportation Hazmat Training for Proper Packaging in Regulated Medical Waste in Accordance with 49 CFR, Part 172, Subpart H (172.704) when disposing of biohazard material.

4.2. All practices and standards shall comply with Medical Center Memorandum 00S-123 Hazard Communication Program when storage of products in all Janitorial closet areas.

4.3. All practices and standards shall be compliance with Medical Center Memorandum Professional Services Memorandum No. VIII-12 when Standard Precautions and Transmission Based Precautions are implemented.

4.4. All practices and standards shall comply with Medical Center Memorandum Professional Services Memorandum No. VIII-8 on Guidelines for Cleaning and Disinfecting of Non-Critical Reusable Medical Equipment (RME); when properly cleaning and disinfecting of Non-Critical Reusable Medical Equipment is being conducted.

4.5. All practices and standards shall be compliant with Medical Center Memorandum Professional Services Memorandum No. VIII-3 Infection Control Guidelines for Patient Care Areas when janitorial services are being rendered.

5.0. INFORMATION SECURITY

5.1. All practices and standards shall comply with Medical Center Memorandum ISO-200 Information Security (IS) Program when rendering services on patient Identifiable documents, shredding material, PIV Cards, and any sensitive data material.

6.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES: None – All equipment, material and supplies shall be furnished by the contractor.

7.0. GENERAL INFORMATION:

7.1. Quality Control: The contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial and medical facility practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum the contractor shall develop quality control procedures addressing the areas identified in performance-based requirements.

7.2. Quality Assurance: The government shall periodically evaluate the contractor’s performance in accordance with the Method of Evaluation Plan. The government shall use FAR

46.402 Government Contract Quality Assurance at Source to evaluate contractor’s performance identified in performance-based requirements.

7.3. Government Remedies: The contracting office shall follow FAR 52.212-4, Contract Terms and Conditions Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct nonconforming services.

7.4. Hours of Operation: The work required by the contract shall be performed daily, Monday through Saturday, excluding Federal Holidays. Work shall begin no earlier than 06:30 am and shall be completed no later than 12:00am (Midnight) (Monday through Friday). Contractor shall provide proposed work schedule to the COR within five (5) calendar days from receipt of award.

This contract does not specify the exact number of contracted housekeeping staff required to be on site with the exception that there shall be at least one housekeeper on site during clinic hours. Historically, the clinic has required approximately five to six housekeepers total to meet performance objectives.

National Holidays The holidays observed by Federal Government are:

New Year’s Day January 1 Martin Luther King Day Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th

Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

Any additional days designated as Federal Holiday by the President of the United States.

When one of the above designated legal holidays falls on a Sunday, the following Monday shall be observed as a legal holiday. When a legal holiday falls on a Saturday, the Saturday shall be closed. In addition, when a legal holiday falls on a Saturday the preceding Friday is observed as a holiday by U.S. Government agencies.

7.5. Joint Commission on Accreditation of Healthcare Organizations (JCAHO) Requirements:

7.6. Contractor shall attend a pre-work orientation meeting prior to the commencement of work on site. The CO or COR will schedule the meeting, and it shall include discussion of the following topics: (VA shall provide information to the contractor regarding these topics and shall document the meeting)

Fire and Safety Infection Control Disaster procedures

The contractor shall be responsible for ensuring that contractor employees coming to the work site shall receive the information required above. Documentation of such shall be required in writing.

The contractor shall be responsible for ensuring contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

7.7. Annual competences: Contractor shall provide COR with annual competencies of employees. The contractor shall provide contact information for new employees.

7.8. Security Requirements: The contractor’s employees shall always wear visible identification while on the premises of the VA CBOC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA CBOC staff or from the COR. The VA CBOC shall not invalidate or make reimbursement for parking violations of the contractor under any conditions.

Smoking paraphernalia of any sort is prohibited on VA property. Possession of weapons is prohibited. Conceal and Carry permits are not authorized nor does it grant permission to have weapons on Federal grounds. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not local district, state, or municipal court.

7.9. Damage: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage shall be reported to the COR immediately for appropriate action. Any damage caused by the contractor shall be repaired and or replaced to the satisfaction of the VA at the contractor’s expense.

Damage to the building: Its contents or loss of Government property, in excess of $100,000.00 shall require a Report of Survey or Investigative Report by the VA CBOC.

Appropriate Government personnel shall conduct the investigation. The party responsible shall be required to replace and/or submit payment for damage or loss.

Access (Keys): If the COR provides keys for access, it shall be the contractor’s responsibility to safeguard and control keys provided.

7.10. Confidentiality: Contractor, all personnel employed by Contractor, and any other individuals enlisted by contractor (sub-contractors, etc.) to meet the requirements of this SOW, shall not disclose any information regarding the patients treated at the VA CBOC. All clinical records, including names of patients, Social Security numbers, and any and all medical, administrative, or demographic information that pertains to the patients treated at VA CBOC is strictly confidential. The information is protected under federal regulations. All information and records that pertain to the employees of the VA CBOC are also confidential and protected under law. Contractor, and any individuals employed or enlisted by contractor, may be required to sign Confidentially statement as a condition of being allowed to work at the VA CBOC.

7.11. Contractor Personnel: All contractor personnel shall have at least one year’s experience in housekeeping. The contractor’s personnel shall follow applicable policies of the Department of Veteran Affairs Appleton VA CBOC located at 10 Tri Park Way Appleton, WI 54914 to include acceptable work wear (no jeans, tank tops, etc.) personal hygiene and grooming. Contractor personnel shall be aware that hats, bandannas, earphones, or plugs, and sunglasses are not acceptable. Contractor personnel performing janitorial services are to be clean and neatly dressed in regulation uniforms with identification (contractor and employee name) while on duty. Uniforms shall be basic, wash -and – wear. At no time is contract employee family members permitted in the facility.

PERFORMANCE BASED REQUIREMENTS:

The contractor service requirements are summarized into performance-based requirements that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. The thresholds are critical to mission success.

Services Standard Performance

Threshold

Quality Assurance

Surveillance

Basic Cleaning Service: # 1 The contractor shall complete all standards within the performance threshold. (Reference 2.1)

Shall be conducted daily.

All surfaces shall be free of dust, dirt, debris, lint, film, residue, grim, mildew, mold, sediment, scale, lime, smudges, marks, odor, discoloration, etc.

All guidelines and policies from Joint Commission and VA Medical Center Infection Control shall be adhered to.

Practices and Standards shall comply with Medical Center Memorandum EMS-67 Comprehensive Environment of Care (CEOC) Inspections.

Not to exceed 3 customer complaints per month

Formal EOC Form DA-

Vendor

Professional Cleaning Check List

Informal EOC (daily

Observations) Vendor

Quality Control Plan Review

General Dusting/Disinfecting Surfaces: # 2 The contractor shall complete all standards threshold. (Reference 2.2)

All surfaces shall be free of dust, dirt, debris, lint, film, residue, grim, mildew, mold, sediment, scale, lime, smudges, marks, odor, discoloration, etc.

All guidelines and policies from Joint Commission and VA Medical Center Infection Control shall be adhered to.

Practices and Standards shall comply with Medical Center Memorandum EMS-67 Comprehensive Environment of Care (CEOC) Inspections.

All practices and standards shall comply with Medical Center Memorandum Professional Services Memorandum No. VIII-3 Infection Control Guidelines for Patient Care Areas per month

Formal EOC Form DA-

Vendor

Professional Cleaning Check List

Informal EOC (daily

Observations) Vendor

Quality

Remove Trash and Recycling: # 3 The contractor shall complete all standards threshold. (Reference 2.3)

All trash & recycling containers shall be emptied daily. Liners shall be replaced with a fresh unused liner before returning to initial location.

All guidelines and policies from Joint Commission and VA Medical Center Infection Control…