S02 - Attachment 1 - SOW Sheridan Sanitization Housekeeping.docx

Sheridan VA Healthcare System Housekeeping Services Statement of Work

General Information: The contractor shall provide all management, supervision, and labor necessary to ensure that Aseptic Custodial Services (using aseptic cleaning techniques) are performed for the interior spaces of the Sheridan VA Health Care System, specifically the main VA Medical Center in Sheridan WY. Cleaning will include public areas, restrooms, waiting rooms, high touch areas in tram, basic patient care areas such as domiciliary, in-patient program areas and offices only. Contracted employees shall have training and knowledge in aseptic cleaning techniques in a medical setting. Services shall be performed in a manner that shall maintain a satisfactory facility condition and present an aseptically pleasing, neat and clean professional appearance. This requirement is to perform housekeeping (janitorial) services in order to keep our VA Medical Center clean and germ/virus free, to include non-patient/patient areas. The intent of this contract is for the contractor to provide services Monday through Friday 0700-2400 hrs. Work to begin 22 March 2025 for six (6) months with three (3) three six-month options.

Location of Performance:

VA Medical Center 1898 Fort Road Sheridan, WY 82801

DESCRIPTION OF SERVICES REQUIRED. The Housekeeping Section at the Sheridan VA campus requires a company to provide hospital housekeeping services. The total square footage of the entire area is approximately 160,524 square feet. These areas will need coverage from 0700-2400 Monday-Friday.

Bldg 1=13,451 Bldg 2=2,745 Bldg 3=5,380 Bldg 4=28,453 Bldg 5=14,706 Bldg 6= 11,149 Bldg 11= 7,740 Bldg 61=6,857 Tram (high touch areas doorknobs, benches and window ledges)= 19,563SF Tram wiping/cleaning doors and lower windows from prints and smudges=2500sf Waiting rooms located in the following areas:

Bldg 8 floor 2 Bldg 71 floors 1, 2 Approximately total = 300sf Bldg 87= 18,000 sf Bldg 64= 25,000 sf Bldg 86 3rd Floor=10,000 sf Housing Units, these are as a need basis. They are approx. 1500-3000 sf

Total (Estimated)= 16,824 sf

The Contractor shall provide all labor, supervision, management support, to facilitate cleaning. Contractor shall always maintain the facilities identified in accordance with this Statement of Work (SOW) and in accordance with acceptable levels of cleanliness that meet Aseptic Cleaning medical industry standards and The Joint Commission. The Sheridan VA, will continually present a clean, neat and welcoming appearance to our Veterans, visitors and staff. The contractor shall perform all work in accordance with all applicable laws, regulations, contract standards, manufactures instructions, and this SOW. These areas are both administrative and patient care areas.

Understand and utilize appropriate sanitation procedures. Control and monitor to ensure that all sanitation requirements are properly and efficiently addressed.

Understand diseases and know the proper chemicals and methods of cleaning.

SCOPE OF WORK. The contractor shall have experience in managing and providing housekeeping services to institutions of similar and scope as required by this solicitation.

The contractor shall provide all labor, supervision, and management support to facilitate medical/healthcare cleaning and disinfection, floor care.

Contractor shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees, selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

General Requirements

Cleaning products will be supplied by the Sheridan VA. The Contractor will have access to the housekeeping closets in each of the following areas; 1, 2, 3, 4, 5, 6, 8, 71, 11, 61, 64, 87, 86 (top floor) and employee housing units, when vacated. The contractor will be responsible for daily trash removal, vacuuming, carpet cleaning, wiping down chairs, bathroom cleaning, patient room cleaning, dusting and removal of bugs in lights and cleaning entryway doors in tram area only.

The services will be performed in accordance with VA policies and procedures and the regulations of the medical staff by-law of the VA facility. This will be provided upon selection.

Building Security:

Key Control: The contractor may be able to sign out keys as needed for building/room access.

Room Access: The contractor shall ensure its employees do not allow any unauthorized person the use of any key in their possession. The contractor shall ensure they do not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.

Unlocked Doors or Windows: Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed in empty or vacant areas. Ensure areas are secured and windows are closed and locked. The Point of Contact or designee, and VA police shall be notified of any unlocked doors or windows during his/her duty hours.

Safety:

Caution Sign Use: The contractor shall display warning signs in all areas where housekeeping operations may cause traffic obstruction or personnel hazard. This would include putting wet floor sign out in restroom and all mopped areas.

Handling/Cleaning/Office space:

Tables and Equipment: the contractor shall be responsible for moving and returning the furniture to its original location when cleaning it, under it or behind it.

Damage: the contractor shall perform all work so as to preclude damage or disfigurement of furniture and/or building structure(s). The contractor shall repair, at contractor’s sole cost, any damage caused by its employees to any part of the building or equipment, or any area covered by this contract.

Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.): the contractor shall maintain floors free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective cleaning methods. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with proper cleaning solutions and equipment for the specific floor type, per manufactures specifications. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

Carpeted Floors: carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matter by effective cleaning methods. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and unraveling shall be brought to the attention of the COR. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Carpet areas will be vacuumed one time per week or as necessary.

Stairways/Elevators/Handicap Lifts: all floors and surfaces shall be cleaned. Stair guards, handrails, wall caps, and baseboards shall be free from dust, dirt, grease and grime. The contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from walls and adjoining stairwell walls, up to 72 inches in height from stair tread level, to provide or maintain a clean, uniform appearance.

Clean Floor (Walk-Off) Mats: vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

Trash Collection/Removal/Sharps removal: all trash will be removed from each area at a minimum of once a day. Trash bags will be tied up and trash put in appropriate container for disposal. The contractor shall collect and dispose of all trash from these locations to prevent foul odors, or bags leaking or tearing leaving an infection control issue. Trash cans themselves shall be kept clean and free of dirt, stains and debris. The contractor is responsible for replacement of plastic trash bags. Towards the end of the day, all trash collected for facility shall be transported to outside trash containers. as indicated by COR.

Drinking Fountains: drinking fountains will be cleaned to be free of water marks and any other debris or encrustations. The water fountains are to be polished including the orifices and drain, as well as the exterior stainless-steel surfaces. Low water pressure or inoperative drinking fountains will be reported to facility staff or designee as discovered.

Dusting: the contractor shall dust in responsibility areas. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to Ceiling. Surfaces could include items such as tables, shelves, windowsills, handrails, pictures, clocks, window blinds, ceiling fans, Heating Ventilation and Air Conditioning (HVAC) grills, patient lift equipment etc.

Interior/Exterior windows/ Glass: all glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

Stock Facility: the contractor shall ensure facility and restroom supplies are sufficiently stocked so any provided supplies do not run out. Supplies will be stored in designated areas as decided by the POC.

Counter Surfaces: all counter surfaces must be wiped down and cleaned. Exceptions to this are employee desks will not be cleaned unless desk is unoccupied.

Tramway connecting buildings will require daily wiping with a hospital grade disinfectant to include windowsills, benches and doorknobs. This requirement will be morning, evening (after 1900hrs).

Waiting areas bldg. 8, 71 all floors will require daily wiping with a hospital grade disinfectant. This requirement will be morning, and evening (after 1900hrs).

O. Contractor will be responsible to remove bugs from in tram, bldg. 71 all floors and stairwells, Cleaning Restrooms:

Clean and Disinfect/Sanitize: all surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, mirrors, dispensers, doors, walls, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), and other such surfaces shall be cleaned and disinfected using a germicidal solution. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any deposits. Mirrors shall be clean and have no streaks. Partitions/stalls shall be smudge/stain free. Vents, to include ceiling vents, shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup. Restroom supplies shall be checked during cleanings and replenished as needed to maintain an adequate supply at all times.

Restroom Floor Care: all floor surfaces shall be maintained by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout shall be free of dirt, scum, mildew, and residue. The floors may require deep scrub to remove dirt from grout.

Stock Restroom Consumable Supplies: supplies shall be stored in designated areas. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification. Supplies will be provided by Sheridan VA.

Restroom Trash Removal: the contractor shall empty all trash containers in restrooms. The contractor shall dispose of all trash and clean trash containers, inside and out, and return containers to their original locations. The contractor shall replace plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

Room Cleaning (Patient Area):

Clean and Disinfect/Sanitize: all surfaces of bed, floors walls, desks. Room should be clean, free of dust and bugs in lights. Window will be clean smudge free. Most rooms have restrooms located within. All surfaces of sinks, toilets, showers, dispensers, plumbing fixtures, mirrors, dispensers, doors, walls, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), and other such surfaces shall be cleaned and disinfected using a germicidal solution. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any deposits. Mirrors shall be clean and have no streaks. Partitions/stalls shall be smudge/stain free. Vents, to include ceiling vents, shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

Background Check: contractor will ensure all personnel pass drug screening, e-verify, and nationwide background checks. The VA requires a background check for all contract employees and will require contractor to wear a badge at all times while on campus.

Government Furnished Supplies: all supplies will be provided by the Sheridan VA, housekeeping section to perform the terms of the contract.

Periodic Progress Meetings: the Contracting Officer, COR, other government personnel as appropriate, and the contractor shall periodically meet to discuss the contractor’s performance. The following issues shall be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections, and valid customer complaints against each performance objective observed and steps taken by the contractor to prevent occurrences in the future. The contractor shall provide a summary of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the service line functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Officer identifying areas of non-concurrence for resolution.

Quality Assurance:

Quality Assurance: the government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

Surveillance Methods:

Surveillances: this method requires the COR to inspect the service. Results shall be annotated on the inspection schedule. Any deficiency shall be documented, and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes.

Receiving two or more unsatisfactory 100% surveillances, within a one-month period may result in unsatisfactory past performance documentation. Continued receipt of unsatisfactory 100% surveillances during the contract period shall constitute a negative trend and the Contracting Officer may take any appropriate action in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

Periodic Surveillances: this method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated Cleaning Frequency Schedule (CFS). Periodic surveillances will be conducted and may be adjusted, based on quality trends. The CFS or modified version thereof, shall be used for COR scheduled inspections and results documentation.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service within 2 hours after notification.

Exceeding the performance threshold for any of these performance objectives shall result in a warning or letter of concern from the Contracting Officer.

Customer Complaints: the COR will receive and investigate any complaints regarding contractor’s performance under this contract. The COR shall be responsible for initially validating customer complaints. The Contracting Officer shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the contractor.

Not Meeting Performance Expectations: exceeding the maximum – number of performance threshold violations for the performance objectives during a one-month period shall result in a warning, letter of concern, or other administrative action necessary from the Contracting Officer. Additional remedies are available to the government to include Termination of the Contract. The max number of violations is 6.

Training/ Requirements:

Completion of the VA Privacy and Information Security Awareness and Rules of Behavior (VA10176) will satisfy the annual privacy requirement for all employees including contractors. This course has automatically been assigned to all VA employees' training plans.

VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information. This TMS training course (VA20939) provides the mandatory yearly Privacy training requirement for any VA personnel such as volunteers or contractors without access to VA computer systems or VA sensitive Information. https://www.tms.va.gov/

The required training will also need to be completed before working at the VA, Infection Control Training, Blood Pathogen training.

Each employee will have a valid TB test before working in patient areas.

Employees will be required to wear a uniform that is neat, clean and presentable.

SITE SPECIFIC SECURITY REQUIREMENTS:

Successful offeror(s)’s personnel (including subcontractors) anticipated to be on site for more than 2 days will need to obtain a PIV badge through the VA. [Note: PIV badges may require at least 30 days to secure so it would be beneficial for the successful bidder to start this process immediately.] COR will issue temp badges good for up to 3 months while this takes place.

Contractor shall adhere to any VA specific security requirements such as no weapons allowed on the medical center grounds and smoking only in designated areas.

Per the Checklist for Information Security in the Initiation Phase of Acquisitions, Handbook 6500.6 Appendix A; the services provided under this contract do not require computer device connections to VA networks. Therefore, the C&A requirements do not apply, and that a Security Accreditation Package is not required.

Per VHA 6500.6c Appendix A, the services provided under this contract do not require the collection, storage or transmission of VA sensitive information or patient health information (PHI/PII/III).

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information protection, patient privacy, and information system security as delineated in this contract.

All contracted personnel on site must be escorted at all times, by a VA employee, or if on site for more than two days, will need to show completion of the VA Privacy and Information Security Awareness and Rules of Behavior (VA10176 or VHA equivalent) will satisfy the annual privacy requirement for all employees including contractors. Proof of training must be provided to the COR upon request.

Employee Conduct:

Employee Conduct: contractor shall enforce standards of employee conduct. The contractor shall ensure personnel performing work under this contract exhibit a pleasant demeanor and courteousness at all times. The Government reserves the right to refuse services of contractor or contractor employee, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The Contracting Officer’s Representative shall handle issues raised concerning contract personnel’s conduct. The final arbiter on questions of acceptability is the Contracting Officer.

The contractor shall not engage in sexual harassment or discrimination on a sexual, racial, or age basis while performing work under this contract. The contractor shall ensure its employees and subcontractors do not use foul language or direct negative comments toward veterans, patients, VA employee’s, or any other visitors to the facility.

Appearance: the contractor shall ensure personnel performing work under this contract are clean and well-kept at all times. The contractor shall enforce good hygiene practices, including a professional appearance in dress and hairstyle. Contractor personnel need to be in a clearly distinguishable uniform with name badge identifying both company and employee name.

English: contractor shall ensure all personnel performing work under this contract possess a thorough understanding of written and spoken English. Contractor personnel performing work under this contract shall make all communications regarding performance of this contract in English.

Weapons, Firearms, and Ammunition: personnel performing work under this contract are prohibited from possessing weapons, to include knives, firearms, or ammunition, on themselves or within contractor-owned or privately-owned vehicle while on the NMVAHCS campus. The contractor shall ensure personnel performing work under this contract comply with these restrictions.

If the Contracting Officer finds it in the best interest of the Government s/he may, at any time during the performance of this contract, order the contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security risk and violation of on-site facility rules. In the event that it becomes necessary to replace any contractor personnel for any of the above reasons, the contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government.

Facility Access Requirements and Parking:

Prior to beginning work under the contract, the Contractor shall provide the COR with a current list of Contractor employees expected to enter Sheridan VA the facilities. This list shall be validated, maintained, and signed by the Contractor and provided to the POC on an annual basis, or whenever the employment status of one or more employee’s changes. The Contractor has 24 hours to inform the Contracting Office and POC when an employee is terminated, unless it is a pickup day, when they must inform the Contracting Office and POC.

While on VA premises, all Contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with the Sheridan VA POC.

Sheridan VA does not validate or make reimbursement for parking violations committed by the Contractor’s personnel under any circumstances.

Authorized Services/Notification: services specified within this contract are authorized under this contract. However, the services may be added or changed by written, bilateral modification to the contract. The modification will be prepared by the VA Contracting Officer.