S02 Floor Care Services RFI.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* RFI: Floor Care Houston Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25625Q0233

RESPONSE DATE/TIME/ZONE 01-28-2024 3pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 9 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* S201

NAICS CODE* 561720

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria financial center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist Quentin Chew quentin.chew@va.gov

(713) 791-1414

PLACE OF PERFORMANCE

ADDRESS Michael E DeBakey VA Medical Center

2002 Holocombe BLVD Houston Tx

POSTAL CODE 77030

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS Quentin.Chew@va.gov EMAIL DESCRIPTION 36C25625Q0233 RFI Houston Floor Care Services

DESCRIPTION

This is a Sources Sought Notice / request for information (RFI) only. The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that Department of Veterans Affairs (VA) intends to post in the near future.

The Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Boulevard, Houston, Texas 77030 has a requirement for Magnet Consultation.

Please review the attached document(s) for more details on this requirement.

See attached document(s):

36C25625Q0233 and Draft Statement of Work

Title: Floor Care Houston

NO SOLICITATION EXISTS AT THIS TIME. Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI.

Information provided will be used solely by MEDVAMC as “Market Research” and will not be released outside of the MEDVAMC Purchasing and Contracting Team.

The responses to this posting will be used to establish the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that VA intends to post in the near future.

RFI responses are due by 3pm. Central Standard Time (CST) by the response noted on page 1; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word or Adobe Acrobat format and virus checked prior to submission via email to Quentin Chew, Quentin.Chew@va.gov

The subject line shall read: 36C25625Q0233 RFI Floor Care Houston mailto:Quentin.Chew@va.gov

36C25625Q0233 2

INTRODUCTION

This is a Sources Sought Notice / request for information (RFI) only. The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that Department of Veterans Affairs (VA) intends to post in the near future.

The Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Boulevard, Houston, Texas 77030 has a requirement for Floor Care services .

Please review the attached document(s) for more details on this requirement.

See attached document(s):

36C25625Q0233 and Draft Statement of Work

THIS IS NOT A SOLICITATION. The Department of Veterans Affairs (VA), Network Contract Office 16 in Houston, Texas is issuing this Request for Information (Source Sought). This RFI is issued solely for information and planning purposes only and does not constitute a solicitation; therefore, do not submit a quote. There is no obligation for the Government to acquire any products or services described in this RFI. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs (VA), MEDVAMC in Houston, Texas in developing its acquisition strategy and to revise the Statement of Work (SOW). Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. Only electronic responses to this RFI will be accepted. The Government will not pay for any time expended or information submitted in response to this RFI. Eligibility in participating in a future acquisition does not depend upon a response to this notice.

TITLE: Houston Floor Care Services

The Michael E. DeBakey VA Medical Center (MEDVAMC) at 2002 Holcombe Boulevard, Houston, TX 77030 has a requirement for Floor Care Services. See items listed below.

NAICS The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code is 561720, Janitorial services with a size standard of $22,000,000.00.

Item

No.

Item /Description of Supplies/Equipment Qty

1. The Contractor shall provide all labor, supervision, management support, equipment, area monitoring and materials necessary to provide floor care at the Michael

E. DeBakey Veteran Affairs Medical Center

(MEDVAMC).

1-YR

QUESTIONS AND CRITICAL CONSIDERATIONS FOR INTERESTED

CONTRACTORS

Responses are solely treated as information for the Government to consider. Direct or Indirect costs incurred in response to this RFI are at the expense of the vendor, not the Government. In accordance with the Federal Acquisition Regulations, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Any contract that may be awarded will not be based on information received or derived from this RFI, but rather on the outcome of a subsequent competitive process.

It is requested that all vendors interested in participating in this effort note their interest by responding to the areas identified in the “Company Details" and "Capabilities Statement” sections below.

COMPANY DETAILS

The page limit for responses to this section is two pages.

1. Provide company point(s) of contact information (name, email address, address, telephone, and fax numbers).

2. Identify if your company are any of the following business concern statuses

(include all that apply): Small Business (SB); Certified Small Business

Administration (SBA) 8(a) firm; Small Disadvantaged Business (SDB); Service-

Disabled, Veteran-Owned Small Business (SDVOSB); Veteran-Owned Small

Business (VOSB); Economically Disadvantage Women-Owned Small Business

(EDWOSB); Woman-Owned Small Business (WOSB); Historically Underutilized

Business Zone (HUBZone) Small Business; Large Business

3. Provide contracting vehicles your company holds, such as GSA schedules.

CAPABILITIES STATEMENT

The page limit for responses to this section is five pages.

1. Provide an overview of your firm’s capabilities to fulfill the requirements of the

SOW, to include organizational and staff capability and experience.

2. Provide a brief narrative summary of your technical approach to meet VA’s high-level requirements in the attached draft SOW.

3. Provide an example of your capabilities to provide Consultative Services for Floor Care Services, review, and editing.

4. Describe your experience and personnel who meet the qualifications listed in the attached SOW (Draft).

5. Provide up to three (3) contracts that your company has performed for the same or similar requirement and of comparable size, complexity, and scope. Describe scope and similarities and differences as pertinent. Identify specific tools and platforms used. Please be specific and provide a complete reference to include

a) contract number, b) contract title, c) description, d) period of performance, and

e) award amount; as well as identify whether you performed as a prime contractor, sub-contractor, teaming partner, or as a project manager.

RESPONSE SUBMISSION

Please submit responses to Quentin Chew, Contracting Officer via email at

Quentin.Chew@va.gov on January 31st, 3:00 p.m. Central Standard Time (CST). VA reserves the right to not reply to any emails, responses, and/or materials submitted.

mailto:Quentin.Chew@va.gov

Statement of Work

Floor maintenance for Hallways and Corridors in building 100

1. General

a. The Contractor shall provide all labor, supervision, management support, equipment, area monitoring and materials necessary to provide floor care at the

Michael E. DeBakey Veteran Affairs Medical Center (MEDVAMC). “Floor

Care” shall be defined as free of dirt, dust, spots, marks, streaks, stains, smudges, scratches, mop strands, litter, debris, stripping, waxing and removal of any other residue. Following cleaning procedures, finished areas shall have a uniform luster and the corners shall be clean.

2. WORK HOURS

a. Normal Work Hours: Administrative work shall be from 7:00 A.M. to 4:30 P.M.

CST Monday through Friday.

i. All requirements shall be performed during the hours of 6:00 p.m. and

5:00 a.m., Sunday through Saturday, including Federal holidays. All work shall be done in building 100 of MEDVAMC located at 2002 Holcombe

Boulevard, Houston, Texas 77030. The contract will cover a base period of 12 months plus four (4) one (1) year option periods.

b. National Holidays: The holidays observed by the Federal Government are: New

Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas. The Federal Government will also observe any day specifically declared by the President of the United Sates to be a national holiday.

3. Definitions & Acronyms

a. Definitions:

i. App. An application, especially as downloaded by a user to a mobile device.

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ii. Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.

iii. Bodily fluids. Any fluid produced by a living organism. In humans, the body fluid can be classified into two major types according to the location in the body. Examples of body fluids: amniotic fluid, aqueous humor, bile, blood plasma, breast milk, cerebrospinal fluid, cerumen, chyle, exudates, gastric juice, lymph, mucus, pericardial fluid, peritoneal fluid, pleural fluid, pus, saliva, sebum, serous fluid, semen, sputum, synovial fluid, sweat, tears, urine, vomit, etc.

iv. Clean. Shall be defined as free of bodily fluids, dirt, dust, fecal material, spots, marks, streaks, stains, smudges, scratches, mop strands, litter, debris, and other residue. Following cleaning procedures, finished areas shall have a uniform luster and the corners shall be clean.

v. Centers for Disease Control & Prevention (CDC). The nation’s health protection agency that publishes key health information, including weekly data on all deaths and diseases reported in the US and travelers' health advisories. The CDC also fields special rapid-response teams to halt epidemic diseases

vi. Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

vii. Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The

Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative.

viii. Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The

COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

ix. Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

x. Custodial Cleaning. Providing an array of cleaning functions that are vital to the daily operation of the facility so as to present a clean facility.

xi. Deep Cleaning. Utilizing power equipment to remove dirt, dust, grease, calcium build up, and other residue that cannot be removed by normal

Janitorial services.

xii. Fecal Material. Solid waste produced by humans and other animals and discharged from the gastrointestinal tract. Also referred to as feces or solid excrement.

xiii. Joint Commission (JC). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.

xiv. Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures.

xv. QR Code. Quick-response code is a type of two-dimensional matrix barcode. Like any other barcode, a QR code is nothing more than a way to store information in a machine-readable optical label. The data contained by a QR code can be anything from simple text to email addresses, phone numbers, and so on.

xvi. Quiet Zone. Means normally a noise level of less than 72.B (A) at five feet from the source in patient-occupied areas.

xvii. Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, vomits, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors.

xviii. Subcontractor. One that enters into a contract with a prime contractor.

The Government does not have privity of contract with the subcontractor.

xix. Two-Step Cleaning.

1. Step One: Cleaning is the necessary first step of any disinfection process. Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation. The physical action of scrubbing with detergents and surfactants and rinsing with water removes substantial numbers of microorganisms. If a surface is not cleaned first, the success of the disinfection process can be compromised. Removal of all visible blood and inorganic and organic matter can be as critical as the germicidal activity of the disinfecting agent. When a surface cannot be cleaned adequately, it should be protected with barriers.

2. Step-Two Disinfection destroys most pathogenic and other microorganisms by physical or chemical means.

xx. Workday. The number of hours per day the Contractor provides services in accordance with the contract.

4. DESCRIPTION OF SERVICE

a. The contractor shall provide all personnel, (in accordance with the regulations and instructions in this Statement of Work (SOW)), supervision, tools, materials, equipment, transportation and other items and non-personal services necessary to provide custodial services in accordance with this SOW. The contractor shall perform to the standards in the contract as well as all local, state, and federal regulations. The Contractor shall provide Microfiber Mop Systems, Floor Carpet

Cleaning equipment, other Floor and Housekeeping Equipment.

5. Background

a. Approximate Square Footage

i. Carpet: 2,500

ii. Vinyl Composition Tile (VCT): 323,328

1. Table one

Floor Approximate

Square foot

Basement 23014

First 42772

First 3007 (carpet)

First 37479 (Ceramic

Tile)

Second 47214

Third 45089

Fourth 34125

Fifth 44514

Sixth 26600

b. The MEDVAMC is a 500-bed hospital with high volume traffic all times of the day. Building 100 is the main operational building consisting of a basement and six (6) floors. The following areas shall be stripped, waxed, swept, scrubbed, moped, burnished, vacuumed, extracted, and/or shampooed:

i. All hallways and corridors in the basement shall be stripped and waxed three times a year (Main corridors and elevator landings only).

1. All hallways and corridors in the basement to be swept, scrubbed, and moped daily.

2. All hallways and corridors on the basement to be burnished twice per week (Sun. & Wen.).

ii. All hallways and corridors on the first floor shall be stripped and waxed four times a year (Main corridors, elevator landings, and inpatient [1A, 1B, 1C, & 1D] corridors to include Nursing stations).

1. First floor carpeted waiting area shall be vacuumed daily.

a. Carpet Shampoo, Steam Clean, or Extraction shall be done as needed, at the COR request.

2. All ceramic tiled hallways and corridors on the first floor to be swept, scrubbed, and mopped daily.

3. All hallways and corridors on the first floor to be swept, scrubbed, and mopped daily.

4. All hallways and corridors on the first floor to be burnished twice per week (Sun. & Wen.).

iii. All hallways and corridors on the second floor to be stripped and waxed three times a year (Main corridors, elevator landings, and inpatient [2A, 2B, 2C, & 2D] corridors to include Nursing stations).

1. All hallways and corridors on the second floor to be swept, scrubbed, and mopped daily.

2. All hallways and corridors on the second floor to be burnished twice per week (Sun. & Wen.).

iv. All hallways and corridors on the third floor to be stripped to be stripped and waxed three times a year (Main corridors, elevator landings, and inpatient [3A, 3B, 3C, & 3D] corridors to include Nursing stations).

1. All hallways and corridors on the third floor to be swept, scrubbed, and mopped daily.

2. All hallways and corridors on the third floor to be burnished twice per week (Sun. & Wen.).

v. All hallways and corridors on the fourth floor to be stripped and waxed three times a year (Main corridors, elevator landings, and inpatient [4B, 4C, & 4D] corridors to include Nursing stations).

1. All hallways and corridors on the fourth floor to be swept, scrubbed, and mopped daily.

2. All hallways and corridors on the fourth floor to be burnished twice per week (Sun. & Wen.).

vi. All hallways and corridors on the fifth floor to be stripped and waxed three times a year (Main corridors, elevator landings, and inpatient [5A, 5B, & 5D] corridors to include Nursing stations).

1. All hallways and corridors on the fifth floor to be swept, scrubbed, and mopped daily.

2. All hallways and corridors on the fifth floor to be burnished twice per week (Sun. & Wen.).

vii. All hallways and corridors on the sixth floor (excluding locked inpatient units) shall be stripped and waxed three times a year. (Main corridors and elevator landings to include 6B and 6C corridors).

1. All hallways and corridors on the sixth floor to be swept, scrubbed, and mopped daily.

2. All hallways and corridors on the sixth floor to be burnished twice per week (Sun. & Wen.).

c. The following areas shall be stripped and waxed in a neat, clean, and uniform shiny appearance with five coats of wax.

i. All baseboards and kick plates must be cleaned free of wax and stripper.

ii. Approximately 1 inch from the wall should have no wax.

1. This will help from wax and other foreign matter from collecting on the wall or baseboards.

iii. All VCT tile shall be maintained to a clean streak free appearance with a high luster free of swirls and foreign matter.

iv. All VCT flooring shall be stripped, rinsed twice and five (5) coats of wax applied. Burnish when thoroughly dry following manufacture recommendation.

v. All corners and edges shall be cleaned with no build up.

vi. All walls shall be cleaned from the floor upward three feet. The walls shall be free of stripper and wax.

vii. Carpeted areas shall be vacuumed, shampooed, or extracted of excess chemicals to ensure that carpet is clean, and free of any visible lint, litter, stain, and other foreign matter.

6. SPECIFICATIONS:

a. Building Security.

i. The Contractor will be provided keys or allowed access to all rooms requiring cleaning. Keys provided to the Contractor shall not be duplicated. In the event a key is lost or duplicated, the Government will replace all locks and keys on that system. The Contractor shall be responsible for the total cost involved in replacing keys and cores. The

Contractor shall be responsible for immediately reporting the occurrence of a lost key to the Contracting Officer Representative (COR) or his/her designee.

ii. Contractor employees shall not allow any unauthorized person the use of any key in their possession. Contractor employees shall 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.

iii. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Contractor personnel shall ensure areas are secured, closed, and locked. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.

b. Safety.

i. The Contractor shall display warning signs that have been approved by the

COR in all areas where housekeeping operations may cause traffic obstruction or personnel hazard.

ii. The cleaning of lobbies and corridors resulting in a temporary wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas (1/2 of the hallway or area at a time). The Contractor shall comply with all Life Safety Regulations. A copy of the Life Safety Code can be obtained at (http://www.nfpa.org/catalog/product.asp?pid=10112)

c. Handling/Cleaning of VA Furniture/Equipment

i. Equipment that is plugged in for recharging shall not be unplugged.

ii. To access the areas underneath and around furniture, the Contractor might need to move some furniture. The contractor shall be responsible for returning any moved furniture to its original spot after cleaning.

iii. All tasks accomplished by Contractor personnel shall be done to preclude damage or disfigurement of furniture and building structure. The

Contractor shall correct any damage caused by his/her employees to any part of the building or equipment or any area covered by this contract.

7. CONTRACTOR FURNISHED EQUIPMENT/SUPPLIES

a. The Contractor shall furnish the personnel necessary to perform all services required. The Contractor’s personnel shall be able to read, write and speak

English without the use of an interpreter.

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b. The Contractor shall furnish the equipment and supplies (except Government provided supplies noted in section 14 of the SOW) necessary to perform all required services. Supplies and equipment shall comply with VA, federal or state

Occupational Safety and Health Standards and fire regulations.

c. All items shall be approved by the facilities Infection Control Committee (ICC) and the COR prior to being used. The Contractor shall obtain Material Safety

Data Sheets, Occupational Safety and Health Administration (OSHA) Form 20 for all chemical products used and shall provide a copy to the COR. New supplies or changes in previously approved materials shall require product literature and may require samples.

NOTE: No aerosol sprays shall be use in the house.

d. Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to government property. At no time, shall chairs, wastebaskets, brooms, mops, or any other items normally placed on the floor be placed on any surface of furniture or equipment.

e. All containers of cleaning chemicals and similar products shall be conspicuously marked (preferably with a factory label), to identify contents. All other labels shall be removed or defaced. Materials bearing a Department of Transportation

(DOT) red label (flammable) shall not be used. No unlabeled chemicals shall be permitted for use anywhere within the facility.

f. Contractor’s equipment shall be compatible with existing sources of government furnished electrical power. All equipment shall comply with current safety standards. All equipment shall be cleaned with an EPA approved hospital grade germicidal disinfectant (https://www.epa.gov/pesticide-registration/list-n-disinfectants-coronavirus-covid-19) each day prior to storage.

g. All electrically operated equipment shall be equipped with hospital quiet-type motor, be third-wire grounded, and equipped with an appropriate length of

Underwriters Laboratories (UL) approved three conductor cord. Extension cords are prohibited.

h. All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.

i. When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage.

j. Supplies and equipment shall not be transported in trash cart, mop buckets, etc.

All materials not immediately used shall be properly stored.

k. Stripping Compound shall be purely synthetic, non-ionic, biodegradable, and contain no animal or vegetable soaps, abrasives, bleach, alcohol, ammonia, or other ingredients which would produce harsh, harmful, or noxious odors or fumes, either in use or in storage. Stripping Compound shall be capable of completely removing all soap build-up and floor finishing film (with the exception of peracrylic type finishes). Stripping Compound shall contain approximately 12% or more active ingredients, exclusively or dilution; it shall have a pH of not less than seven or more than 11.0. It is permissible to use a special detergent stripper specially designed for use in automatic scrubber equipment, so long as it meets the above requirements.

l. Carpet Shampoo shall be used in accordance with manufacturers’ recommendations.

m. Microfiber Mop heads shall be laundered after each use. Disposable mop heads may be made of non-woven fabric or a listless fabric consisting of textile fibers or a combination of fibers and yam and be clear or neutral in color. No oil-based treatments are allowable. The chemical treatment shall not have a “flashpoint” of less than 330º Fahrenheit and shall be free of specifiable matter. The compound shall not heat spontaneously under service conditions. Total treatment residue in mop heads shall contain no carbon residue.

n. Vacuum Cleaners shall have hospital grade micro static impaction type filtration system which shall filter out all dust and bacteria particles larger than 0.3 micros.

All vacuum equipment (i.e. tank, hose and bag) shall be cleaned daily with an

EPA approved hospital grade germicidal detergent. Vacuum filters shall be cleaned weekly.

o. Trash carts shall be of such size that will not block width or block passageways for building evacuation. All trash collection containers shall be thoroughly cleaned and disinfected daily using an EPA approved hospital grade germicidal detergent.

p. Wet Floor Signs shall contain easily understood directions and guidance in

English and Spanish.

q. The Government shall not be held responsible for any item of Contractor’s equipment which may be lost, damaged or stolen. The Contractor shall tag all contractor owned equipment for identification.

r. When routine facility’s defects (dripping faucet, loose door, loose window frames, etc.) are found they shall be reported to the COR or his/her representative.

8. Floor Maintenance

a. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, spray buffed, stripped, and waxed, as needed, to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. Baseboards, corners, wall/floor edges and door edges shall be clean and free of any floor maintenance solutions. All hidden floor areas (behind and underneath furniture) shall be free of dirt and debris. If any furniture is moved during cleaning, it shall be carefully returned to its position without causing any damage. Carpeted areas shall be vacuumed, shampooed, or extracted as needed to ensure that carpet is clean, and free from any visible lint, litter, stain, and other foreign matter. Spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. Underneath the carpet shall be free of moisture, soil, and any foreign matter. All tears, burns, and ravels shall be brought to the attention of the COR immediately.

i. Carpet Maintenance: Vacuum all carpeted areas in the corridors and public areas. Furniture shall be moved for thorough cleaning and replaced after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. The Contractor shall report any tears, burns and raveling to the attention of the COR or designated representative.

1. Light Shampoo to protect carpet with soil-repellent and/or static free application of treatment as required. This action should not be done more than twice per month.

2. Deep Steam Clean by using “steam” or other residue-free cleaning product. The carpet shall be dried to the touch upon completion.

This action should not be done more than twice per month.

3. Carpet extraction, also called deep or restorative cleaning, will remove soil accumulation that vacuuming alone cannot. Dry particulate soil removal is fundamentally different from cleaning greasy, sticky, and oily soils that amass on floor mats and carpeting. With extraction, the removal of this material is expeditated with the help of heated water and chemicals. The carpet will take time to dry. This action should not be done more than twice per month.

ii. Floor maintenance (non-carpeted):

1. The Contractor shall strip, wax, and buff using non-slip floor finish to ensure a uniform glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains, and discoloration. The

Contractor shall remove rugs in order to clean and finish the floor areas underneath the rugs. The scheduling of this task will be coordinated between the Contractor, COR and staff occupying building to ensure there is no disruption to staff and visitors.

2. The Contractor shall wet mop and scrub using germicidal type detergent to sanitize all accessible areas including corners and abutments to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains, and discoloration. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop carpeted floors. The Contractor shall change water in mop bucket in between cleanings.

3. Regular maintenance. This is a routine process of removing dry soil such as dust and dirt through vacuuming, dust mopping and damp mopping. By following these simple processes frequently, one can extend the time between more aggressive and costly processes.

4. Periodic maintenance. This consists of more aggressive methods, which incorporate scrubbing, buffing and burnishing. Depending on the traffic volume or location of the particular floor, this may be performed more often.

a. Both buffing and burnishing are ways of repairing fine scratches in floor finish. Buffing is considered a lower-speed method whereby a traditional “swing” machine is used often with a red pad. It is labor intensive and time consuming as the operator moves the machine from side to side across the floor. Burnishing, on the other hand, is considered a higher-speed method. It is faster and may produce higher gloss levels. Unlike the swing machine, the operator pushes the burnisher similar to a lawn mower.

5. Restorative maintenance. Stripping is the most aggressive aspect of floor care and is performed when the finish has become degraded and cannot be maintained with scrubbing and burnishing to provide the desired shine and protection. The restorative process consists of removing all the remaining old finish from the floor surface and applying new layers of finish. Applying new floor finish is the most critical aspect of the entire process.

9. Miscellaneous

a. Contractor's Storage Room: The Contractor shall store equipment and supplies in a Government-provided storage room. The Contractor shall maintain the storage room and used only as authorized. The Contractor shall not store food in the room. This storage room shall be always clean and odor free.

b. Contactor Monitoring: Defined as contractor responsibility to ensure all awarded services in this awarded Task Order and within the Statement of Work (SOW) are accomplished without delay or disruption to the government.

10. Applicable Regulations and Manuals

a. All work under this contract must be performed in accordance with (1) current

Joint Commission Manual (JC) https://www.jointcommission.org/standards/ ; (2)

Occupational Safety and Health Agency (OSHA) https://www.osha.gov/sites/default/files/publications/osha2254.pdf ; (3)

Environmental Protection Agency (EPA) https://www.epa.gov/laws-regulations and Hazardous Materials requirements https://www.epa.gov/rcra/medical-waste ;

(4) regulations cited in this Statement of Work (SOW) and (5) industry standards.

i. Documents applicable to work described in this section are mandatory and are listed below. The Government will provide the Contractor copies of all regulations, manuals, and specifications such as those listed below.

Supplements and amendments will be updated and will be considered to be full force and effective immediately upon receipt by the Contractor.

The policies and procedures of mandatory directives shall be adhered to at all times. The Contractor shall insure that all mandatory publications are posted and up to date.

1. Security Clearances, Access Controls, Identification Badges

2. Facility policies concerning fire / disaster program.

3. Parking Requirements

4. Infection Control Manuals

11. Safety Training Requirements

a. Contractor-Furnished Safety Training: The Office of Occupational Safety and

Health has identified the minimum worker safety standards and related training that are required by respective State Laws and that are applicable to all employees. All Contractors providing service at VA facilities shall follow these established Code of Regulations “General Industry Safety Orders (OSHA) section listed below, as a condition of contract award:

1. The above-listed orders, effective 1 July 1991, require the employer to develop, implement and document written programs, as well as requiring initial and recurring employee training and record keeping. The Contractor shall provide to the COR an annual written certification that each employee has received the State-required safety training; that each employee has received the

Hepatitis B vaccination; or provide a written certification from any employee who declines the Hepatitis B vaccination.

2. Hepatitis B Vaccination: The final rule on Occupation Exposure to

Blood Borne Pathogens, 29 CFR Part 1910.1030, states

“employers shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident. Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the Contractor.

3. All contract employees need to be screened for tuberculosis prior to employment.

4. All contract employees need to be medically cleared to wear respiratory protection.

5. All contract employees shall be cleared for fitness of duty to perform physical tasks required for the job such as lifting a minimum of 50 lbs., prolong standing walking and frequent bending.

6. All contract employees shall comply with VA policy regarding influenza vaccine for staff and contractors.

7. A copy of this letter shall also be filed with the COR and placed in the COR’s contract file, and an additional copy shall be sent to the

VA employee physician’s office. Following Contractor employee’s exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician. Records of treatment and follow-up shall be maintained for the duration of employment by the contractor and for thirty (30) years thereafter. Copies of treatment and follow up records shall be provided to the COR.

12. Contractor’s Attire and Identification

a. The Contractor shall wear a standard custodial type uniform which is easily recognizable and clearly distinguish them as the “Contractor.” Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.

b. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor’s and employee’s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain “Visitors’

Badges” during the interim period via VA Police or Human Resource

Department.

c. Contractor’s Personal Hygiene: The Contractor’s attire and presentation shall be appropriate per industry standard

13. CONDUCT AND REGULATIONS

a. Professional conduct expected of vendor employees:

i. Contractor shall abide by set standards for reporting HAZMAT and other incidents. Supplies and equipment shall comply with VA federal or state

Occupational Safety and Health Standards and fire regulations.

ii. The Contractor’s equipment shall be all Brand New or like new (Brand

New, not used or refurbished; like new 5 years old or newer)

iii. Contractor shall abide by all commercial safety standards, and standards for training.

iv. Contractor shall abide by all rules and regulations of the facility

v. Contractor shall abide by Background/Security Requirements

vi. Contractor shall abide by Standard Accounting Practices, and Federal

Acquisition Regulations

vii. Contractor shall possess Safety Data Sheets (SDS) required for any chemicals used during duration of contract.

viii. The business partner shall be responsible for:

1. Providing recommendations for industry proven cost cutting methods, and improved performance measures under the contract.

2. Providing established standard operating procedures complying with quality, assurance reviews and establishing procedures for maintaining employee privacy and customer service

3. Effectively ensuring quality control.

4. Effectively assuring customer satisfaction

5. Ensuring that all Contractor personnel proposed to work on the premises of the MED VAMC, Houston, TX under this contract are

US Citizens or Naturalized Citizens and shall undergo security processing by the Department's Office of Security before he or she is eligible to work on the premises. Failure to comply with these requirements may result in termination of this contract or removal of some contractor employees from (Agency) facilities.

Compliance with these requirements shall not be constructed as providing a contract employee clearance to have access to classified information.

14. Constraints

a. The references listed below provide the statutory, regulatory and policy-related framework for this contract. Offerors shall familiarize themselves with these documents in order to demonstrate their understanding of the MEDVAMC mission.

i. Privacy Training

ii. HIPAA Compliance

iii. Contractor employee background investigation and Fingerprinting

iv. Valid driver's license

v. Rules and Regulations Governing Public Buildings and Grounds

vi. Insurance

vii. U.S. Citizenship

1. The Contractor shall provide uniformed floor care staff for the duties to be performed at the MEDVAMC facility

2. Contractor staff shall possess a thorough understanding of written and spoken English.

3. Contractor will provide all necessary equipment to facilitate floor maintenance services, and a supervisor shall be on site at all times.

4. Communicate with COR reference rerouting Pharmacy Robots on some corridors.

15. Supplies:

a. The following is a list of current supplies used at the VA. The Government will also provide the following supplies:

Product IMF#

Floor Wax 96423

Floor Stripper 96424

Baseboard Stripper 84086

16. Contractor’s Quality Control Plan

a. The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program shall be provided to the COR 15 days after contract award effective date. An updated copy shall be provided the COR as changes occur. The quality control program shall include, but not limited to the following:

i. An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

ii. The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable.

iii. On-site records of all inspections conducted by the Contractor and necessary corrective action taken.

iv. A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the COR or designated representative during the term of the contract.

17. Fire Prevention and Emergency Procedures

a. The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.

b. Any hazardous incidents created by the Contractor shall be corrected immediately.

c. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

d. The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

e. Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas.

18. QUALITY ASSURANCE:

a. Following is the summary of performance standards for services described herein.

Requirements not listed on this table but listed elsewhere in this statement of work are still in full force and effect –

This table does not supersede any other requirements already stated.

Performance Requirements Summary (PRS)

Following is the summary of performance standards for services described herein. Requirements not listed on this table but listed elsewhere in this statement of work are still in full force and effect – This table does not supersede any of the requirements already stated.

Desired Outcome Performance

Standard

Acceptable

Quality Level

(AQL)

Surveillance

Method(s)

Carpet Flooring Carpeted areas shall be clean, and free from any visible lint, litter, stain, and other foreign matter

Less than three (3) verifiable complaints in a calendar month

Surveillance by COR

VCT Flooring VCT areas shall have a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration.

Less than three (3) verifiable complaints in a calendar month

Surveillance by COR

Badges are properly displayed

Contractor employees wear their access badge in such a way

One (1) complaint during the life of the

Surveillance by COR that the name and photo of the employee is visible to any person standing within six (6) feet in front of the employee.

contract

All Safety guidelines are followed

All equipment shall comply with all current safety standards. Personnel shall wear all protective clothing or equipment when required according to this Statement of

Work

Less than one (1) verifiable complaints in a calendar month

Surveillance by COR

All contractor employees receive the mandatory trainings.

All contractor employees working under this contract receive all the required training as directed by the

COR

One (1) compliant during the life of the contract

Inspection by COR