S02 36C26025Q0560.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

648-26-1-5104-0002

36C26025Q0560 06-02-2025

Danielle Carrico danielle.carrico@va.gov 06-20-2025 5:00pm PDT

36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X 100

X

Y

561720

$22 Million

Net 30

N/A

Department of Veterans Affairs Bend CBOC 2650 Northeast Courtney Drive Bend OR 97701

36C260

NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Janitorial services for Bend Community Based Outpatient Clinic (CBOC) also known as Robert D. Maxwell VA Clinic.

Base with four (4) Option Years.

Period of Performance:

Base: 10/1/25 - 9/30/26 Option 1: 10/1/26 - 9/30/27 Option 2: 10/1/27 - 9/30/28 Option 3: 10/1/28 - 9/30/29 Option 4: 10/1/29 - 9/30/30

IMPORTANT: For quote submission instructions, reference section E.2. Addendum to FAR 52.212-1.

Subject to availability of funds (FY26 funds).

See CONTINUATION Page

X 1

36C26025Q0560

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...30

C.6 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.7 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.8 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.11 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..36

C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

D.2 LIST OF ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM TO FAR 52.212-1. ADDITIONAL QUOTE PREPARATION

INSTRUCTIONS, QUESTION SUBMISSION AND SITE VISIT INFORMATION

1. Quote Preparation Instructions:

2. Questions

3. Site Visit

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C260

NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

https://www.tungsten-network.com/

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

Janitorial services for Robert D. Maxwell VA Clinic (Bend CBOC).

See PWS and attachments.

Contract Period: Base POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

See PWS and attachments.

Contract Period: Option 1 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

See PWS and attachments.

Contract Period: Option 2 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

See PWS and attachments.

Contract Period: Option 3 POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 561720 - Janitorial Services

See PWS and attachments.

Contract Period: Option 4 POP Begin: 10-01-2029 POP End: 09-30-2030

PRINCIPAL NAICS CODE: 561720 - Janitorial Services

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

1. Contract Title: Janitorial Services for Bend CBOC

2. General Information:

a. This is a services contract to provide janitorial services for the

Robert D. Maxwell VA Clinic (known hereafter as “Bend CBOC”), 2650 NE Courtney Drive, Bend, OR 97701. Bend CBOC is roughly 26,000 sq. ft, comprised of both medical and administrative areas. The facility is open Monday- Friday, 7:30 am to 4:30 pm.

3. Description of Services/Supplies:

b. The Contractor shall provide all personnel, equipment, supplies, tools, supervision and non-personal services necessary to ensure that janitorial services, with some floor and miscellaneous maintenance items, are performed at the Bend CBOC as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this contract.

c. Except for snap curtains, disposable cups, cleaning products and solutions (chemicals), hand soap and the hand sanitizer, all consumable supplies and equipment shall be provided by the Contractor. Consumables, supplies and equipment to be provided by the Contractor include:

i. Toilet Paper (2 ply minimum)

ii. Paper Towels

iii. Any dust cloths

iv. All floor care products**

v. Any specialty product such as stainless-steel treatment or furniture polish**

vi. All cleaning equipment (mops, vacuums, steamers, floor care machines, etc.)

vii. Janitor carts

viii. Trash liners

** any product brought in for use in the CBOC has to be low or neutral odor so as not to agitate respiratory compromised staff or patients.

4. Specific Tasks:

d. All cleaning functions will be in accordance with The Joint Commission standards, Infection Control requirements, and meet Environmental Management Standards for cleanliness.

e. The Contractor is responsible for conducting service at least 5 days per week (unless frequency otherwise dictates), cleaning after hours Monday through Friday. All cleaning tasks are to be performed after hours between the hours of 4:30 pm to 9:30 pm by the Contractor unless otherwise coordinated/approved by the Clinic Manager.

f. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this

PWS.

g. Area and Frequency Cleaning Schedule:

i. Area: Restrooms, Frequency: Daily

• Sweep floors

• Mop with approved floor care detergent.

• Clean toilets inside & out with disinfectant detergent. Damp wipe & polish chromium fixtures, piping & valves

• Clean urinals inside & out with disinfectant detergent. Damp wipe & polish chromium fixtures, piping & valves

• Clean all wash basins & lavatories with non-abrasive cleaner

• Damp wipe and polish dry all mirrors

• Damp wipe and polish dry all shelving

• Damp wipe and polish dry all soap dispensers

• Damp wipe and polish all sanitary napkin dispensers

• Damp wipe and polish dry all paper towel dispensers

• Empty paper towel waste receptacles

• Restock paper towel dispensers

• Restock toilet paper dispensers

• Restock hand soap dispensers

• Spot clean stall partitions & adjacent wall surfaces with germicide detergent

• Restock Toilet Seat covers

• Clean utility sinks

• Clean and wipe dry all countertops

• Spot clean wall surfaces as necessary

• Clean Showers with a non-abrasive cleaner (if applicable)

• Clean light fixtures, interior and exterior of fixture

• Dust all horizontal surfaces

ii. Area: Entrance, Lobby, Corridors and Waiting

Areas, Frequency: Daily

• Vacuum carpets - fully (this includes entrance mats)

• Dust all surfaces from the ceiling to the floor

• Wipe all seating with disinfectant wipe

• Clean drinking fountains with non-abrasive cleaner

• Empty waste baskets, garbage cans & remove trash collected to main disposal area

• Clean public telephone booths

• Clean and polish entrance doors

• Clean and polish entrance door glass

• Spot clean wall surfaces

• Lock all exterior doors at designated time

• Clean display cases

• Wipe/clean waiting area furniture with EPA approved hospital germicide/detergent

• All plastic liners must be removed and replaced with new liners

• Clean glass portions of reception counter (if applicable)

• Restock Purell hand sanitizer

• Remove all tape residue on walls

iii. Area: All Employee Areas (Office, Breakrooms, Conference

Rooms, Etc.), Frequency: Daily

• Empty waste basket & remove trash to main disposal area. (restrooms, lunchrooms and coffee areas - all plastic liners must be replaced)

• Vacuum carpets

• Clean countertops

• Clean conference tables

• Clean door & adjacent areas

• Clean all restrooms & sinks with a non-abrasive cleaner

• Clean all lunchroom countertops and tables

• Damp wipe & polish dry all soap dispensers, towel dispensers, mirrors

• Spot clean wall surfaces as necessary

• Spot clean carpets as necessary

• Sweep and damp mop resilient with approved floor care detergent empty recycling bags to designated area at designated times

• Empty recycling containers and remove to main disposal area

• Clean drinking fountain with a non-abrasive cleaner

• Clean light fixtures, interior and exterior of fixture

• Dust all horizontal surfaces

• Restock any paper towel dispensers as applicable

ix. Area: Exam Rooms, Frequency: Daily

• Clean & disinfectant countertops

• Clean & disinfectant exam tables

• Spot clean wall surfaces as necessary

• Clean door

• Sweep and damp mop resilient floors with floor care disinfectant

• Clean sink with a non-abrasive cleaner

• Empty waste basket & remove trash to main disposal area, all plastic liners must be removed and replaced with new liners.

• Damp wipe & polish dry all soap dispensers, towel dispensers, mirrors & glove dispensers

• Damp dust all high surfaces

• Restock paper towel dispenser

• Restock soap dispenser

• Restock hand sanitizer

• Damp wipe & polish dry mirror

• Restock paper towel dispenser, cup dispenser, hand sanitizer, soap & paper towel dispenser

• Clean door & kick plate

iii. Area: Outside Entrance, Frequency: Daily

• Sweep landings and steps

• Clean and refill all ashtrays and sand urns

• Empty all trash receptacles and remove trash collected to main disposal area

iv. Area: Elevator, Frequency: Daily

• Vacuum carpet (full)

• Spot clean interior car panels

• Clean doors and door track on corridor side and elevator side

• Damp wipe and polish dry all bright metal surfaces

v. Area” Stairwells, Frequency: Daily

• Sweep stairs and landings

• Wet mop stairs and landings

• Damp wipe and polish dry all handrails

• Dust all ledges, door and windowsills

• Spot clean walls

• Vacuum carpets (full)

vi. Area: Employee Areas including office space.

Frequency: Weekly

• Clean and dust open desk areas, telephone and computer screens

• Dust file cabinets

• Dust windowsills

vii. Area: Emergency Stairwells and exits, Frequency: Weekly

• Sweep stairs and landings

• Spot mop stairs and landings

• Dust all edges, doors and windows sills and remove cobwebs

viii. Area: All applicable areas throughout the Clinic, Frequency:

Monthly

• Clean Window Treatment (i.e. blinds, curtains).

• Clean all exhaust fan grills, supply air diffusers

(vents) and return air diffusers (vents)

• Edge vacuum carpets, this includes under and around furniture

• Sweep, damp mop and buff resilient floors

ix. All Areas: All Waiting Rooms, Lobbies, Entry Areas, and High Traffic Corridors, Frequency: Monthly

• Extract or steam clean carpets in a professional manner

x. Area: All applicable areas, Frequency: Quarterly

• Clean all light fixtures, inside and outside of lenses.

Remove any dust, bugs, etc.

• Clean Window Treatment (i.e. blinds, curtains).

• Clean all exhaust fan grills, supply air diffusers and return air diffusers

xi. Area: Exam Rooms Snap Curtains, Frequency: Semi- Annually (every 6 months)

• Replace disposable snap panel cubical curtains. Government provides snap panel curtain supplies.

xii. Area: All applicable areas, Frequency: Quarterly

• Strip and recoat all VCT tile areas using approved floor care products. This does not include any laminate plank flooring.

xiii. Area: All secure rooms, Frequency: Quarterly ** During operational hours, coordinate with Clinic Manager**

• Dust all horizontal surfaces

• Sweep and mop floors or vacuum as applicable

• Clean all exhaust fan grills, supply air diffusers and return air diffusers

xiv. Area: All Areas, Frequency: Semi-annual

• Wash and clean by professional methods, the inside windows

5. On-Site Supervisor

a. The Contractor shall have an On-Station Supervisor present throughout all assigned areas during contractor work schedules. On-Station Supervisor will be expected to ensure Quality Control Plan standards are being met, all areas including in the PWS are cleaned per required frequency and standards, no safety violations are occurring, conduct Contractor led training, ensure staff coverage, maintain key control and assignment and direct/counsel contractor staff as needed.

b. Contractor shall provide On-Station Supervisor name, email and work phone number to COR, Contracting Officer and Clinic Manager within 15 business days after award. In the event of a change in Supervisor, the Contractor shall notify the COR, Contracting Officer and Clinic Manager of the turnover and the replacement name, email and work phone number within five (5) business days.

c. The On-Station Supervisor shall maintain checklists of areas cleaned nightly by staff in accordance with location, tasks and cleaning frequency outlined above. These checklists shall be maintained and completed nightly. At any time, the COR may request copies of these checklists.

d. The On-Station Supervisor may conduct custodial duties along with other staff, in addition to supervisor duties.

6. Cleaning Equipment/Materials/ Supplies:

a. Contractor shall provide all equipment and tools needed to meet the specific tasks and shall ensure all items used are kept secure from inadvertent access by VA employees or Veterans receiving care at the CBOC.

7. Safety Data Sheet (SDS):

a. PDF Safety Data Sheets will be provided to the Chief, EMS for upload into the VA SDS website. A physical copy of the SDS shall be provided for each cleaning supply item and Contractor employees shall be trained by the Contractor on the proper use and disposal of each item. All cleaning supplies shall be non- flammable. The cleaning inventory supply list shall contain the following information:

i. Product Name

ii. Manufacturer

iii. Item use

iv. Disposal procedures if material remains after usage.

v. Storage material

8. Hazardous Material Identification:

a. SDS documents are required per the Federal Code of

Regulations: 40 CFR Part 302, and the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by the Government as potentially hazardous and requiring safety controls. You can find this information at:

http://www.gsa.gov/portal/mediaId/206235/fileName/FED-STD- 313E.action and http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title40/40cfr302_main_02.tpl.

b. All chemical SDS documents must be submitted by the Contractor upon contract award. Failure to provide SDS or certificate when requested could result in the Contractor being considered non- responsive and result in further action as appropriate.

9. Storage Areas

a. Contractor shall maintain the Housekeeping Aide Closet (HAC) supply closet and inventories. Contractor shall notify Government POC and/or Clinic Manager for any restocks needed for hand sanitizer and hand soap. The Contractor shall ensure product is organized, stored properly and in a sanitary method. Contractor shall clean and maintain the

HAC.

b. All trash shall be removed from supply closets and no open food or drink shall be consumed or stored in the supply closets.

c. Government personnel may review and inspect HAC supply closets at any time for safety, quality assurance and access to restocking restroom supplies. No advance notice is required.

Contractor must understand the need to government staff to access HAC supply closets as needed during clinic hours.

Government personnel will notify On-Site Supervisor of products removed during clinic hours with explanation, if applicable.

d. All cleaning chemicals stored in the HAC, and used, shall be in soak screened bottles with SDS information or labeled bottles http://www.gsa.gov/portal/mediaId/206235/fileName/FED-STD-313E.action http://www.gsa.gov/portal/mediaId/206235/fileName/FED-STD-313E.action http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title40/40cfr302_main_02.tpl http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title40/40cfr302_main_02.tpl with same SDS information. Unlabeled bottles or containers cannot be stored on VA property. Cleaning products shall not be stored above consumables.

e. Contractor shall ensure item stocked does exceed 18 inches below sprinkler head or fire safety protection system.

10. Security and Onboarding Requirements:

a. The onboarding process can take up to several months depending on turnaround. Contractor shall plan appropriately to ensure employees are onboarded before period of performance start and ensure full coverage of services.

b. Contractor employees shall complete all initial VHA Contractor onboarding requirements (Form 1A) within five (5) business days after post-award meeting and submit to the COR. The remaining onboarding packet must be completed and submitted to the COR within 10 business days after post-award meeting or within 10 business days of new hire(s) (Deliverable 2).The COR or designated appointee will submit the onboarding packet to Workforce Management Consulting (WMC) after a complete packet and fingerprinting is completed. Contractor shall work diligently to complete the onboarding documents, provide corrections as necessary and assist its employees during the entire onboarding process.

c. FORMS MUST BE LEGIBLE. Forms must be submitted as a pdf. Any signatures require ink signature.

d. After initial onboarding documents are completed, Contractor shall schedule fingerprinting appointment. COR will provide directions as needed. Fingerprints must be submitted by contractor employees at any Veterans Affairs Medical Center (VAMC) with a PIV enrollment. The following VAMC location conducts fingerprinting:

Portland VA Medical Center 3710 SW US Veterans Hospital Road Portland OR, 97239

e. Please note, Bend CBOC to Portland VA Medical Center is a significant distance. 175 miles, 3 ½ hour drive. It is at the Contractor’s expense for any employee travel to this location for fingerprinting and PIV issuance as necessary. Other local shared agencies that conduct fingerprinting and/or PIV activation may be used but is no guarantee.

f. Contractor employees must complete Background Investigation and be favorably adjudicated prior to performing in any capacity on VA property.

g. All contractor employees are subject to the same level of investigation as VA employees who have routine access to VA Facilities. The level of background investigation commensurate with the level of access needed to perform the PWS is Tier 1.

All Contractor employees shall be required to complete an eAPP prior to beginning services. Status must be favorably adjudicated prior to the start of work. No contractor employee may begin work without a favorably adjudication.

11. Safety:

a. The contractor shall exercise care and caution in performing the duties described in the PWS, so as not to cause injury to themselves or other persons.

b. The contractor shall perform the assigned tasks and duties in a safe manner in accordance with the Occupational Safety & Health Administration (OSHA) in 29 CFR

1910.1200 (https://www.osha.gov/employers/index.html).

c. The contractor shall be responsible for any damage to Government and/or personal property. All damage by the Contractor shall be repaired or replaced by the Contractor at no additional cost to the Government. The Contractor shall be responsible for ensuring all equipment, tools, and supplies used in the performance of a contract resulting from this solicitation meet necessary safety requirements and employees have full working knowledge of their use.

12. All On-Station Contractor Personnel:

a. Personnel Physical Requirements: No personnel shall be assigned to this contract that are not in good physical health or pose a risk to patients. The Contractor personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. The personnel shall be required to perform moderate to heavy lifting (40 to 50 pounds), pushing, pulling and carrying of furniture and equipment.

http://www.osha.gov/employers/index.html)

b. Employee Communication: Contractor personnel, including On-Station Supervisor, shall conduct themselves in a professional and courteous manner while at the Bend CBOC.

Contractor personnel shall have professional, courteous, positive and respectful interactions with VA patients, staff and other Contractor personnel.

c. Uniforms: The Contractor personnel assigned to the performance of this contract are to wear a Uniform while on duty.

The Contractor will provide a standard distinctive uniform that is clearly distinguishable. Uniforms are to be clean and maintained in good repair. The Contractor personnel shall be provided, a clearly readable name identification device consisting of the Contractor’s name and the service name will be worn on or in the left breast pocket (above the waist).

13. HIPAA:

a. Contractor employees shall be provided sexual harassment training and be provided the required knowledge of the VHA Privacy Policies resulting from the Health Information Portability and Accountability Act (HIPAA).

14. Key Control:

a. The Contractor shall establish and implement methods to ensure all keys and building alarm codes issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

b. The Contractor shall not duplicate any keys issued by the Government.

c. The Contractor shall immediately report to the COR any occurrences of lost or duplicated keys. In the event keys (other than master keys) are lost or duplicated, the Contractor may be required, upon written direction of the Contracting Officer, to re-key or replace the affected lock or locks without cost to the Government. The Government may, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from payment(s) due the Contractor.

15. Schedules

a. The Contractor shall submit an annual schedule for performance of services as described in the PWS to the COR for acceptance.

16. Quality Control Plan (QCP):

a. The Contractor shall develop a Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with this PWS.

b. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which he assures himself that his work complies with the requirement of the contract.

i. The Contractor shall develop and implement quality control procedures addressing these major areas of concern:

1. Example of shift coverage and schedule.

Provide details and timeframe of the cleaning of each area including in the PWS during a typical shift.

2. A description of the inspection system to cover all services specified in the PWS. As a minimum, develop quality control procedures addressing the areas identified in the Table 1:

Performance Objectives. Description shall include specifics as to the areas to be inspected on both scheduled and unscheduled basis, frequency of inspections and the title and organizational placement of the inspectors.

3. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

4. A description of the records/checklists to be kept to document inspections and corrective/preventive actions taken.

• The records of inspections shall be kept and made available to the

Government throughout the contract performance period.

5. A description of the hiring and retention of employees.

ii. A description of the supervisor of employees. Provide plan to deal with staff callouts and employee shortages.

iii. Communication plan with COR, Contracting Officer and Contractor employees. This is an important element of the QCP and overall contract success.

c. The finalized QCP shall be submitted 20 days of award for Government review/approval. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptable of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer to review no later than 10 days prior to effective date of the change. The QCP shall be subject to the Government’s review and approval. The Government may find the QCP “unacceptable” whenever the Contractor’s procedures do not accomplish quality control objective(s).

The Contractor shall revise the QCP within 10 days from receipt of notice that QCP is found “unacceptable.”

17. Quality Assurance Surveillance Plan (QASP)

a. Performance under the contract will be monitored and evaluated by the designated COR or Government POC.

Performance objectives may be modified during program operation, upon written agreement of the parties.

b. Surveillance Methods:

i. Periodic Surveillances: This method requires the COR and/or Clinic POC to employ a “spot check" style of evaluation based on the contactor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi- annual, or annually) and may be adjusted, based on quality trends.

ii. Fluorescent Marking Inspections: A method of marking high-touch surfaces with fluorescent spray, which enables facilities to assess the effectiveness of cleaning processes through the use of surface testing. After cleaning, a UV light is used to see if the marking spray was removed from marked surfaces. Complete removal indicates the surfaces were adequately cleaned by staff.

iii. Customer Complaints: The COR will receive and investigate complaints from VA personnel. The COR shall be responsible for initially validating customer complaints.

The CO shall make final determination of the validity of customer complaints in the cases of disagreement with the COR and the Contractor. Validated customer complaints shall be re-performed.

c. Any unsatisfactory inspection (defect) result will be documented and the Contractor shall re-perform the service, at no additional cost to government, after notification by the COR.

d. Failing to meet the performance thresholds as outlined in the Table 1: Performance Objectives may result in penalties outlined in Table 1. Additionally, the Contracting Officer may use Contract Discrepancy Report (CDR), warning or letter of concern, Cure Notice and/or Terminations if problems persist.

18. Meetings

a. Post-Award Meeting: A post award meeting will be held within 10 business days after award. The meeting must be mutually scheduled with Contractor, EMS representatives, COR, Clinic Manager, CO and other individuals as necessary. The meeting will be held virtually via MS Teams. Government is responsible for the agenda.

b. Clinic Monthly Meeting: A face-to-face meeting shall be scheduled monthly between the Contractor (typically the On-Station Supervisor) and the Clinic Manager to discuss any administrative matters, performance corrections needed and perform a cleanliness spot check of the facility. The Contractor is responsible for setting up this meeting with Clinic Manager during normal clinic hours.

c. Monthly Meeting: At the request of the Government, a monthly meeting may be held at a mutually scheduled time with Contractor, EMS representatives, COR, Contracting Officer and other individuals as necessary.

The meetings will be held virtually via MS Teams. The

Government may cancel the monthly meeting that occurs within the same month as the yearly meeting. Yearly Meeting: At the request of the Government, a yearly meeting may be held at a mutually scheduled time with Contractor, EMS representatives, COR, Contracting Officer and other individuals as necessary. This meeting will either be held virtually via MS Teams or in person at Bend CBOC. Location will be decided by the Government. Contractor travel expenses are at the expense of the Contractor.

19. Federal Holidays:

a. The Contractor is not required to perform services on the following Federal Holidays as stated below:

i. New Year's Day

ii. Birthday of Martin Luther King, Jr.

iii. Washington's Birthday

iv. Memorial Day

v. Juneteenth

vi. Independence Day

vii. Labor day

viii. Columbus Day

ix. Veterans Day

x. Thanksgiving Day

xi. Christmas Day

b. Other Federal Holidays that may be designated by the

President do necessarily result in Clinic closure and cleaning services may still be required. Upon any additional Federal Holidays designated, the COR or government POC will notify the Contractor if cleaning services will be required or not.

20. Performance Objectives:

a. The contract service requirements are summarized in the Performance Objectives that relate directly to mission essential items.

The Performance Threshold briefly describes the minimally acceptable levels of service for each requirement. The Service Summary and the Contractors Quality Control Plan provide information on contract requirements, the expected levels of Contractor performance and the expected methods of Government surveillance and confirmation of services provided. These thresholds are critical to mission success.

See Service Summary Table below.

Table 1: Performance Objectives

Performance Objective Performance Penalty Method of

Threshold Assessment

Clinic Cleaning, Section 4.

No more than three (3) valid defects per month.

Reduction of 5% in payment on the corresponding monthly invoice for first time violation.

Reduction of 10% in payment on the corresponding monthly invoice for a second and so on violation.

Periodic surveillance, Fluorescent marking, Customer complaint.

Restroom Cleaning and Restock, Section 4.

No more than three (3) valid defects per month

Reduction of 5% in payment on the corresponding monthly invoice for first time violation.

Reduction of 10% in payment on the corresponding monthly invoice for a second and so on violation.

Periodic surveillance and Customer complaint

Quality Control - Inspection Procedures are followed and documented IAW Contractor’s Quality Control Plan, Section 16.

No more than one (1) valid defect per month.

The Contractor shall provide a written Corrective Action Report.

Periodic surveillance, Fluorescent marking, Customer complaint.

Govt. may input negative comments into CPARS for non-performance and/or instances of not conforming to the PWS.

Govt. does not pay for services not received. If Contractor misses a daily cleaning, this will be deducted from the monthly invoice.

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 accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same…