S02. RFQ 36C26325Q0386.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

636-25-2-5127-0021

36C26325Q0386 02-10-2025

Jesse Sweesy 605-347-2511 x16724 02-26-2025

10:00 CST

36C263 Department of Veterans Affairs Network 23 Contracting Office (NCO 23) VA Black Hills HCS Fort Meade Campus 113 Comanche Rd.

Fort Meade SD 57741

X 100

X

561720

$22 Million

N/A

X

36C636

Department of Veterans Affairs Omaha VA Medical Center

4101 Woolworth Avenue Omaha NE 68105-1850

36C263

Department of Veterans Affairs Network 23 Contracting Office (NCO 23) VA Black Hills HCS Fort Meade Campus 113 Comanche Rd.

Fort Meade SD 57741

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Contractor to provide all transportation, labor and services to provide the Omaha VA Medical Center with 39 Housekeeping aides and 1 admin to perform year round 24/7 cleaning of the medical facility as indicated in the Statement of Work.

Estimated Periods of Performance:

Base Year: 3-2-2025 to 3-1-2026 Option Year 1: 3-2-2026 to 3-1-2027 DOL Wage Determination 2015-5005 is applicable and attached.

The services for this requirement are applicable to the Service Contract Labor Standards requirements.

See CONTINUATION Page

X X

X 1

Jesse Sweesy

VA-VHA-RPOC-2023-0042

36C26325Q0386

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 STATEMENT OF WORK

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 IT CONTRACT SECURITY

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...40

C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.6 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.7 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

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) ..48

C.13 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

C.15 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

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:

b. GOVERNMENT: Contracting Officer 36C263

Department of Veterans Affairs

Network 23 Contracting Office (NCO 23)

VA Black Hills HCS Fort Meade Campus

113 Comanche Rd.

Fort Meade SD 57741

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] Bi Weekly Upon Acceptance

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.

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

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

Statement of Work

The Nebraska Western Iowa Health Care System (NWIHCS) located at 4101 Woolworth Avenue Omaha, NE 68105 requires a contractor to provide housekeeping services. The Contractor shall provide all labor, standard cleaning, and specialty area cleaning (OR, in-patient, pharmacy, SPS) and management, and all other elements necessary to provide complete Janitorial Services at the NWIHCS Omaha Campus. This includes providing employees with any necessary PPE, Uniforms and/or Scrubs with Company logo for year round services and an effective means of communication for the supervisor (laptop and/or cell phone). The contractor shall provide 1 supervisor who will work the hours (0730-1600) Monday-Friday. The contractor shall provide 39 employees who will report to the respective EVS Shift supervisors (as determined by EVS Management). These employees will be assigned to work one of three shifts (0700-1530, 1530-0000, 0000-0830). The services under this contract will include working on all holidays. All discipline and HR related items will be handled by the contractor’s designated Supervisor. The NWIHCS facilities 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, manufacturer’s instructions, and the Statement of Work.

Contractor shall understand and utilize appropriate sanitation procedures. Routine Control and monitoring to ensure that all sanitation requirements are properly and efficiently addressed.

Contractor must have a thorough Understanding of infection control requirements and know the proper chemicals and methods of cleaning.

The contractor shall have experience in managing and providing healthcare specific housekeeping services to institutions of similar-size and scope as required by this solicitation.

The contractor must have gained this experience as a result of being regularly engaged in the business of providing similar services in health care/patient care environments and shall provide examples of such past services.

The contractor shall provide all labor, supervision, and management support to facilitate medical/ healthcare cleaning and disinfection, hazardous waste handling, infection prevention and safety. All professionals providing services under the terms of this contract will be appropriately certified and possess the skills and experience to perform the services as required in all forms of medical cleaning including Health Insurance Portability and Accountability Act (HIPPA) certified, Blood Born Pathogen Training and Product Training from nationally recognized organizations, (OSHA, Red Cross, etc).

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

The certification and Accreditation requirements do not apply, and Security Accreditation Package is not required. This device/service will not be storing/collecting any data released outside the VA. There is no sensitive information to protect outside of the VAMC.

Cleaning products, supplies, and equipment will be provided by the EVS Department.

The cleaning of equipment and the cleaning of materials during and after use will be the responsibility of the contractor. Mops and rags used for cleaning must be segregated: one set used for bathrooms and diaper changing stations and a separate set for administrative areas, hallways, and lobby.

Mop heads and rags must be changed out when dirty. Sponges will not be used. As a minimum, mop water and disinfectant must be changed after cleaning as necessary to ensure that the area is getting cleaned. Trash, mops, brooms, and cleaning supplies shall be inaccessible to the patients and visitors to the facility.

Cleaning Products Approval. The Contractor shall utilize the same cleaning products provided to the full time EMS housekeeping personnel.

The services will be performed in accordance with VA policies, the Environmental Services Procedure Guide for the NWIHCS which will be made available after award of the contract, and the regulations of the medical staff by-law of the VA facility. All VA Policies, Procedures and SOP’s can be provided upon request of the Contractor to the EVS supervisory staff.

Refuse Collection and Disposal. The Contractor shall use existing bulk containers to dispose of trash, refuse or recyclables generated throughout the day from the medical center.

A day porter will be responsible for making sure the areas assigned are presentable and inviting at all times – especially between routine cleaning maintenance activities. They shall also ensure the building is safe for all occupants if any unexpected incidents arise, like slippery floors or broken glass. The day porter shall be responsible for ensuring supplies are always fully stocked and the product does not run out.

The contractor shall have qualified staff member(s) with, skills, and knowledge, and abilities to perform minor maintenance tasks, effectively to include orderliness and cleanliness for the facilities included in this contract.

Contractor shall adhere to the Service Contract Act (SCA) and Department of Labor (DOL) Wage Rate determinations for pay to contracted services employees. The COR may request documentation indicating compliance with these rates throughout the life of the contract. A current copy of SCA WD #2015-5005 has been included as an attachment for this solicitation.

BUILDING SECURITY

Key Control. The contractor will be provided keys for building/room access once they receive their PIV card. Contractors will be issued and return keys from the EVS digital key box.

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 Contracting Officer’s Representative (COR) or designee, and VA police shall be notified of any unlocked doors or windows during his/her duty hours.

FACILITY CLEANING – HANDINLING FURNITURE/EQUIPMENT

Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.). Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type.

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. The Contractor shall burnish all non-carpeted floors once a week, with the exception of wood laminate flooring, which should be mopped on a daily basis and as needed. These floors shall also be stripped and waxed on a semi-annual basis, after operating hours. The Contractor shall remove all movable furniture prior to stripping and waxing.

Carpeted Floors: Carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matter by effective routine vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal.

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 raveling 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 Maintenance. The Contractor shall steam clean all carpet once a year, and spot shampoo as needed, preferably on weekends or after operating hours, to ensure carpets are completely dry for the next business day.

Stairways/Elevators/Handicap Lifts: All floor surfaces shall be cleaned in accordance with section D subsection 1, “non-carpeted floors”, as appropriate. Stair guards, handrails, wall caps and baseboards shall be free from grease and grime. The Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 72 inches’ 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 and Recycle Collection/Removal. All trash and recycle removed from each area daily.

Trash bags will be tied up and trash/ recycle put in appropriate container for disposal. The contractor shall collect and dispose of all trash/recycle, ensuring that new trash/recycle liners are used each time, from these locations to prevent foul odors, pest control issues or bags leaking or tearing leaving an infection control issue. The contractor is responsible for replacement of plastic trash bags.

Drinking Fountains. Contractor shall clean all drinking fountains, typically located near the restrooms. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains should have no buildup of mineral deposits, shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

Ice Machine Maintenance. Ice machine shall be free of dust, should have no buildup of mineral deposits, shall be cleaned and disinfected on all surfaces. The use of sponge, or cloth is recommended to prevent scathes. Prevent any chemicals on the inside of service ports were the water and ice is dispensed.

Cleaning Equipment/Materials. Mops and rags used for cleaning must be segregated: one set used for bathrooms and diaper changing stations and a separate set for administrative areas, hallways, and lobby. The Contractor shall clean and disinfect the mops and rags daily in detergent and hot water, rinsed in warm water and sanitized in a bleach solution, wrung out, and hung to air dry. Mop heads and rags must be changed out when dirty. Sponges cannot be used.

Trash, mops, brooms, and cleaning buckets shall be inaccessible to patients and visitors of the medical center.

Stock Restroom/Facility Supplies. The Contractor shall ensure restrooms and facility supplies are sufficiently stocked so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within 30 minutes of notification.

Dusting. 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 10 feet. Surfaces could include items such as tables, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, window blinds, ceiling fans, Heating Ventilation and Air Conditioning (HVAC) grills, etc.

Windows/Interior Glass. All store fronts, including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

CLEANING RESTROOMS AND LOCKER ROOMS

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 current NWI EVS germicidal solution. Restrooms shall have no foul 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 always maintain an adequate supply.

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.

Restroom Trash Removal. the contractor shall empty all trash containers in restrooms and locker rooms. 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 any obviously soiled or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

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 30 minutes of notification.

PERIODIC CLEANING SERVICES (services performed on a monthly, quarterly, annual basis)

Periodic Hard Floor Maintenance. Hard floors shall be cleaned, scrubbed, polished, waxed, and stripped as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, 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.

Periodic Carpet Restorative Cleaning. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

CONTRACTOR PROVIDED EQUIPMENT AND SUPPLIES

Contractor-Furnished Equipment/Vehicles. The contractor shall be supplied with all equipment needed to perform the housekeeping tasks except as defined elsewhere within this SOW (PPE, Uniforms Scrubs, means of communication). All equipment provided allows the contractor services employees to be successful in accomplishing the needs of the patients, staff, and facility per contractual obligations presented in this scope of work. Any additional equipment needed shall be identified and requested by the contractor to EVS Supervisory staff.

All equipment used in the performance of this contract shall be in good operable condition.

Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract and notification of unserviceable equipment will be made to the EVS Supervisory Staff and the Contracting Officer Representative (COR).

GOVERNMENT FURNISHED PROPERTY

Government Furnished Facilities. The Government shall provide designated space in each building to store supplies and equipment. No alterations to the space shall be made without the specific written permission from the CO. Initial request(s) shall go through the COR for review and consideration, before forwarding to the C.O. The Contractor shall return the space to the government in the same condition as received, fair wear and tear and approved modifications.

Janitorial Closets. Janitorial closets will be available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials, in each facility.

The Contractor shall ensure these closets remain clean and odorless. Further, closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. Personal belongings will not be stored in any janitor’s closets. The Government will not be held responsible for any lost or damaged personal items if stored in any janitorial closets.

Government Furnished Utilities. The Government will furnish electricity, water, sewage, and refuse disposal services as necessary for accomplishment of work in accordance with this contract.

Telephone Service. Not provided.

Vocera communication devices for communication during work hours will be issued to the contractor Supervisors and Leads when available.

Security, Fire and Medical Services. The Government will provide police protection. In the event of a fire or medical emergency, personnel must call 3333 for fire or medical emergencies, who will subsequently transport any injured employee to a local hospital. Cost is the responsibility of the employee.

IMMUNIZATIONS

The contractor shall ensure that all contractor employees assigned to perform work under this contract are free of communicable diseases, to include tuberculosis, prior to entering VA facilities. All contract employees shall have the following immunizations required by “Immunizations and Chemoprophylaxis” prior to an employee being allowed to perform work under this contract. The contractor shall provide confirmation of immunization certification that all employees meet the above conditions within two weeks after award. Any required immunizations will be at the contractor’s expense.

Contractors should also consider receiving the flu and COVID vaccination. The immunization requirements may be subject to future policy and procedures changes implemented to protect patients, visitors, and staff.

CERTIFICATIONS AND TRAINING REQUIREMENTS

The contractor shall have a documented history of five (5) years of experience of relevant and similar services performed in a medical facility. Indicated by past performance ratings found in CPARS and/or by providing credible references for past services.

The contractor shall ensure all personnel performing work under this contract is properly trained and certified in all forms of medical cleaning to include Blood Born Pathogen Training and Product Training in Sterile Environment. All personnel performing work under this contract will need documentation showing they have had a minimum of 10 days of training. The contractor will have approximately 2 weeks from the date of award to provide this documentation in the form of a documented training plan.

The contractor shall have a training program that covers all aspects of the scope of work and shall comply with federal, state, local, and OSHA requirements. A copy of the training program shall be provided to the contracting officer with the technical proposal.

The contractor must be certified to handle regulated medical waste, (e.g., red buckets and Sharp containers).

Mumps Measles Tuberculosis Skin Test Rubella Tetanus Varicella Diphtheria Hepatitis B Polio

The contractor must have liability insurance with Nebraska Western Iowa VA Health Care System listed as additionally insured (minimum $500,000.00) and Workers Compensation Insurance.

The contractor must have trained personal performing the duties of the repair and maintenance this personal shall be qualified and have at minimum an apprentice in the skill to accomplish the required minor maintenance for the facilities included in this contract.

BACKGROUND CHECK

Contractor will be required to ensure all personnel pass a drug screening, e-verify, and nationwide background checks. Contractor is required to ensure all screening requirements are completed and forwarded to the EVS COR a minimum of 3 days prior to VA background checks.

A step by step checklist is attached to SOW along with examples of the forms that will be required to be completed before an employee can be cleared to be provided a PIV identification badge before they can start work.

QUALITY CONTROL

Staffing: The contractor is to notify the COR within 24 hours of a contracted Key Personnel who resigns, is released of their duties and or when New Key Personnel is scheduled to be working under this contract. This information shall be delivered in writing by email notification any verbal communication shall be followed up in writing within the time allotted (3 days). All proper background checks and other applicable documentation such as immunization for new employees shall be provided to the COR and the Contracting Officer to maintain up to date documentation for each employee.

Contractor shall provide a contingency plan to replace staffing personnel that cannot perform the assigned job duties and tasks. Provide a detailed description of your company’s ability to replace personnel within reasonable time-period as to not affect services to the facility. The contractor is to provide a complete listing of all Key Personnel. The contractor shall submit a written Contingency Plan to the contracting officer as part of their proposal. This plan shall specifically address the contractor’s ability to replace personnel within a reasonable time.

Additionally, an updated employee roster will be sent to the COR weekly with all updates, changes, etc to ensure constant reliable communication and functionality of the contracted services.

Quality Control The contractor shall develop and maintain a quality control program, as an example; ATP Bacteria Meter technology to ensure custodial services are performed in accordance with commonly accepted commercial practices and the requirements provided in this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. The contractor shall submit a written Quality Control Plan to the contracting officer as part of their proposal. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

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.

Service Summary (SS): the contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/ Acceptance, will be used to remedy all deficiencies. During the first 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

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, within the 2 hours of notification or as noted in the remedy section of the “Services Summary” no increase in contract amount shall be incurred. 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 12 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 24 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 listed in the Service Summary (SS) in any one-month period shall result in a warning, letter of concern, Cure Notice or other administrative action necessary from the Contracting

PWS Para Performance Threshold

Remedy Method of Assessment

SS-1

Facility Cleaning Service

1. Non-Carpeted Floors

2. Carpeted Floors

3. Stairways / Elevators

Handicap Lifts

4. Clean Floor Walk-off Mats

5. Trash & Recycle Collection

/Removal

6. Drinking Fountains

Facility Cleaning

No more than 5 valid defects per month

Re-performance Within 2 hours of notification

100% Inspection

7. Ice Machine Maintenance

8. Cleaning Equipment/Materials

9. Stock Restroom/Facility Supplies

10. Dusting

11. Window/Interior Glass

Facility Cleaning

No more than 5 valid defects per month

Re-performance Within 2 hours of notification

100% Inspection

SS-2

Cleaning Restrooms and Locker Rooms

1. Clean and Disinfect/Sanitize

2. Restroom Floor Care

3. Restroom Trash Removal.

4. Stock Restroom Consumable

Cleaning restrooms and Locker Rooms

No more than 5 valid defects per month

Re-performance Within 2 hours of notification

100% Inspection

SS-3

Periodic Cleaning Services

1. Periodic Hard Floor Maintenance

2. Periodic Carpet Restorative

Cleaning

3. Periodic Carpet Restorative

Cleaning

Periodic Cleaning services

1 defect per month

Re-performance Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and contractor.

Periodic Surveillance

SS-4

Quality Control Periodic Surveillances and spot-checking evaluations are followed and documented in accordance with Contractor’s Cleaning Frequency Schedule (incorporated into contract after award).

Quality Control

1 valid defect per month

Contractor shall provide a written Corrective Action Report.

Periodic Surveillance

Officer. Additional remedies are available to the government to include Negative Performance Ratings in CPARS. Continued performance failures could lead to Termination 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 contracted services, any necessary 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. Periodic meetings shall be conducted via Teams meetings that are recorded for the official contract file record. The Contractor’s identified supervisor must be reachable during duty hours and be able to attend these periodic meetings.

The minutes of these meetings will be record and may 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.

SUPPLY PRODUCTS – USAGE AND HANDLING REQUIREMENTS

Safety Data Sheet (SDS). An SDS shall also be provided for each cleaning and restroom supply item and employees will be trained, by the contractor, on the proper use and disposal of each item.

Hazardous Material Identification. MSDS’ are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls.

The Contractor will be briefed on NWIHCS spill response procedures at the pre-performance conference. The Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations.

Hazardous Material/ Waste Management. The Contractor will be briefed on NWIHCS Hazardous Material / Waste Management Plan at the pre-performance conference.

Hazardous Material Handling. The Contractor shall have approval from the Industrial Hygienists and Safety Officer sections prior to handling, using, and storing any chemicals, solvents, lubricants, and other products that require SDS’. The Contractor shall provide one copy of the SDS’ for each item to the industrial hygienists and safety officer sections for review prior to any chemicals being brought onto NWIHCS. The Contractor shall maintain one copy of the SDS for each hazardous material line item used within the work center. All requests will be processed through the COR, with final approval coming from the CO.

The Contractor shall ensure all employees complete the local Hazardous Communication, HAZMAT, and hazardous waste training. The Contractor shall appoint a primary and alternate HAZMAT and Hazardous Waste monitor. Monitors are responsible for training all Contractor personnel regarding hazardous material containers maintained within NWIHCS.

PRIVACY AWARENESS TRAINING

All Contractor employees performing work under this contract are required to complete VA Privacy Awareness Training prior to being allowed to perform contract duties at NWIHCS facilities, and annually thereafter. There are three choices available for privacy training:

Complete the VHA Privacy Policy Training web-based course, available at the site:

https://www.eeslearning.net/librix/loginhtml.asp?v=librix

Read and review the text version of VHA Privacy Policy Training, available from the COR upon request. (example attached).

Read and review the VHA Privacy Policy Training PowerPoint presentation, available from the COR upon request.

All training completion certificates shall be forwarded in one submission/package to the Contracting Officer within thirty (30) calendar days of award or exercise of option period. If any contractor employees fail to complete initial or annual Privacy Awareness training, the COR shall report any deficiencies to the contractor. Any contractor employee with identified deficiencies will not be permitted to continue performing contract duties at NWIHCS facilities until the individual’s updated training completion certificates have been submitted to the COR.

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 COR. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The COR 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 employees, 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 employee name. Contractor is responsible for supplying all required uniforms and scrubs that clearly identify the employee as a contracted worker. The uniforms/scrubs shall clearly identify the company the employee works for and should be suitable for year round working conditions.

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 NWIHCS 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 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.

MISCELLANEOUS/CORE REQUIREMENTS

Energy Conservation Lights: the contractor and/or employees or subcontractors shall turn off all unnecessary lights.

Report Fire Hazards: the contractor and/or employees or subcontractors shall report conditions, and items in need of repair to the EVS supervisory staff and to the COR for corrective action.

Lost and Found: the contractor and/or employees or subcontractors shall turn in lost and found articles to the COR.

Suspicious Behavior: the contractor and/or employees or subcontractors shall notify COR or Veteran Administration police services if unauthorized or suspicious persons are seen on the premises.

Locked Rooms: the contractor shall notify the COR of any conditions that may interrupt or delay performance under this SOW such as locked offices/facilities, occupied rooms, adverse weather condition, or any other conditions. Once any delay issue has been resolved, the contractor shall start performance within 3 hours of notification of resolution.

After Hour Entry: the contractor shall ensure that personnel entering any facility or area after it has been secured shall enter through one door and lock the door behind them. The contractor shall ensure these facilities or areas are not left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, the contractor shall ensure all doors and windows that were secured upon its arrival are closed and secured upon its departure.

Employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

The contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

The contractor shall display warning signs in all areas where housekeeping operations may cause traffic obstruction or personnel hazard.

Communication Skills: contractor employees shall be able to communicate in the English language with their supervisors, work leaders and other members of the hospital staff.

Refuse Collection and Disposal, the Contractor shall use existing bulk containers to dispose of trash, refuse or recyclables generated from accomplishment of services detailed in this PWS.

The contractor shall adhere to all NWIHCS recycling programs.

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 NWIHCS facilities. This list shall be validated, maintained, and signed by the Contractor and provided to the COR 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 COR when an employee is terminated, unless it is a pickup day, when they must inform the Contracting Office and COR immediately by email.

The contractor shall ensure all personnel performing work under this contract wear a nametag or other identifying apparel. Personnel performing work under this contract are required to apply for NWIHCS Contractor Identification Badges. The point of contact for processing these requests is the COR. Contractor personnel must provide fingerprints, driver licenses, and any other necessary information. The contractor shall ensure all personnel performing work under this contract wear their ID Cards at all times in an easily visible fashion either on a lanyard or clipped to their clothing above the waist.

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 NWIHCS COR.

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

AUTHORIZED SERVICES/NOTIFICATION

Only those services specified within this contract are authorized under this contract. However, the services may be changed by written, bilateral modification to the contract so long as it is within the scope of work. The modification will be prepared by the VA Contracting Officer.

GOVERNMENT CONTRACTING OFFICER REPRESENTATIVE/POINT OF CONTACT

Contracting Officer Representative (COR): Brooke Wiggins / Office: 402-686-6703 / Email:

brooke.wiggins@va.gov

Program Manager (EMS Service Chief): James Bussa / Office: 402- 995-4274/ Email:

james.bussa@va.gov

CONTRACT PERSONNEL

Contract Manager. The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet within 2-hour with the government personnel designated by the CO to discuss problem areas. The Contractor shall provide the CO and COR the telephone number(s) where surveillance results and complaints can be reported.

The Contractor shall also provide to the CO and COR the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing. Contractor personnel will be provided scrubs when providing services at NWIHCS.