S02_Window Washing FY24 SOW.docx

STATEMENT OF WORK – WINDOW WASHING

A. GENERAL:

Furnish all labor, supervision, materials, and equipment necessary to accomplish complete window washing services as described herein that identify the buildings and the estimated number of windows and screens that require cleaning. This requirement is for window washing services for the VA Medical Center facilities located within the VA Maryland Health Care System (VAMHCS) at Perry Point Maryland 21902, Baltimore Maryland 21201, and Loch Raven 21218. A site visit is recommended since some windows may require rappelling to be cleaned. The contractor will be required to replace any window units or fixtures damaged during accomplishment of contracted services.

B. WORK HOURS:

1. Normal Work Hours: The service schedule will be developed between the contractor and Point of Contact (POC) prior to any service being performed.

2. National Holidays: The ten 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 Day and any other day specifically declared by the President of the United States to be a national holiday.

C. SPECIFICATIONS:

1. Removing and cleaning screens

2. Cleaning windows (inside and out), unless stated otherwise

3. Cleaning frames, metal mullions, sills, and sashes as well as the glass (inside and out)

4. Replacing screens after cleaning – note some screens are screwed in and tools will be required to remove and replace them.

5. All cleaning tasks shall be accomplished to meet all standards as follows:

a) Remove all paint, dirt, dust, leaves spider webs bird droppings and other substances that may be found on the windows, frames, mullions, sills or sashes. Screens removed for cleaning must be replaced and securely fastened. Some screens may be attached by screws that will require tools to remove.

b) All damages caused by contractor’s personnel will be repaired to previously existing condition at contractor’s expense.

c) Contractor must follow OSHA guidelines, policies, procedures, and directives, as well as fire and safety regulations of the medical center.

d) The Contractor shall submit to the COR or their designee a written Window Washing Safety Plan 10 calendar days prior to performing these services.

e) Work of the contractor is to be coordinated to prevent conflicts with the treatment of patients and the functioning of the facility. No medical apparatus will be moved without approval.

f) The contractor personnel must report to Environmental Management Service designee (EMS) prior to beginning work for each day and shall report back to EMS what they accomplished during the day before leaving the Medical Center grounds. Contractor personnel must wear identifying clothing, such as caps or shirts with contractor logo while on Medical Center grounds.

g) Contract project manager to submit to EMS, the plan for how areas/rooms are to be serviced each workday.

h) Contractor will complete a daily log —on work completed on all buildings and tunnel areas. Reports will have building number, number of windows cleaned, date/time of cleaning, and signature of contractor's supervisor on duty. These reports will be submitted to Environmental Management Service daily.

i) Contracting is required to re-clean where deficiencies have been noted at no additional expense to the Government. Re-cleaning is to be accomplished within five (5) working days of identification. Re-cleaning is required until the deficiency has been corrected. Payment will be withheld unit all areas are cleaned to the satisfaction of the VA.

j) All work is to be performed in accordance with the guidelines established by Federal, State and Local ordinances and with contractor’s procedures manual and quality control manual.

6. Requirement will be for one cleaning between September 1, 2024, through October 15, 2024.

D. HOURS OF OPERATION: Normal business hours are 8:00 a.m. to 4:00 p.m., Monday through Friday, excluding Federal Holidays. The eleven holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s Day, President’s Day, Memorial Day, Juneteeth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving, Christmas and any other day specifically declared by the President of the United States to be a national holiday.

E. SCHEDULING: The contractor shall provide a written work schedule identifying when the work will be accomplished no later than the date identified in this solicitation for work to begin.

F. QUALITY ASSURANCE:

G. CONTRACTOR PERSONNEL BADGES AND PARKING:

1. The contractor shall provide the POC with a list of contractor employees expected to enter the buildings to pick up confidential documents. 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.

2. An access badge will be given to the contractor’s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the POC. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor’s employees must return the access badge(s) to the POC or designee at the end of each pick up process.

3. The contractor shall be required to comply with all security policies/requirements of (your facility). All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

4. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas.

H. INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

2. Contractor personnel shall inform the EMS designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with POC.

I. LOCATIONS

Note: The below cited data is for information purposes only and is intended to furnish the bidder an approximate number of windows and screens that require cleaning. The successful bidder will be required to clean all windows and screen on buildings identified regardless of the window/screen count.

Perry Point VAMC

· Approximately 4800 windows, frames, and screens (interior and exterior) on 35 buildings.

· Approximately 270 windows, frames, and screens (interior and exterior) in connecting corridors (tunnels).

· Approximately 250 glass doors, windows, frames (interior/exterior) on 35 buildings and connecting corridors (tunnels).

· Approximately 10 entrance/exit enclosure windows and glass doors, frames (interior/exterior) on 9 buildings.

· Approximately 5 bus stop enclosure windows and frames (interior/exterior) adjacent to 5 buildings.

Window washing shall include entrance/exit enclosures, bus stops, window frames, removal, cleaning and proper replacement of all screens and storm windows (located only on Building 501 (Mansion House) attached in the area to be washed. Numerous screens are attached by (6-8) screws and will require tools to carefully remove to avoid damage to the building. Many of the screens are old and may require special removal to avoid damage. It will be the responsibility of the contractor to identify screens removed so that all are replaced back on the correct windows without damage to the window frame, screen and/or building.

Special Note: Chapel, building 314, (a single floor building) includes two (2) stain glass windows, approximately 13 feet high and 3 feet wide. These two windows are part of the total 80 windows. There are six 7 feet high stain glass windows that are covered with Plexiglas that is mounted by screws that require removal. Plexiglas is to be cleaned on both sides and then remounted with their appropriate screws. Many of the windows and exterior wood structures at the Medical Center have previously been painted with lead-based paint. The paint is a lead-containing substance. Precautions must be taken when performing window washing so as not to disturb the paint. High-pressure washing is not to be utilized for window washing. Since the area will be saturated with water, it is expected that lead-containing dust will be a problem. Paint on the exterior of many of the older buildings has tested positive for asbestos. The asbestos contains from 1-3% and is located as a layer in the paint on the buildings that have been stuccoes. Work is to be performed so as not to disturb the paint on the exterior of the buildings. If more than a few paint chips are disturbed during widow washing activities, then work will be stopped, and the Industrial Hygienist contacted. Since the work area will be saturated with water, it is not anticipated that a release of asbestos fibers will occur. Windows in buildings, 24H, 22H, 19H, 14H and 13H, are to have accessible internal glass panes opened (Some of the windows in these building have been sealed permanently, therefore internal access will not be permitted) to access and remove debris, clean internal glass, and wash mini blinds. Contractor will provide appropriate tools and/or equipment to access and accomplish this requirement, Windows in buildings 23H, 80H, 361, 364 and 366, shall have all decorative grates removed to access and clean entire glass surface. All grates are to be removed, washed, and replaced without damage.

All interior and exterior glass, door glass, window and door frames are to be cleaned and debris free to include spider webs.

There are 6 twenty-five-foot skylights and 1 cupola located in Building 364. These windows are to be cleaned inside and out. Special care must be taken to minimize pressure to avoid cracks or damage to glass and frames.

There are 5 glass and metal framed bus stops enclosures with glass domed roofs. All Interior/exterior glass, windows, domed glass roofs, all metal frames, are to be cleaned and free of debris to include spider webs.

It will be the responsibility of the contractor to contact EMS to provide information on how to remove and replace screens properly.

Contractor shall be responsible to check buildings involved in the contract and be prepared with appropriate equipment and supplies to wash windows at heights up to 80 feet or more, without access to the outside from the inside of the building. Windows are equipped with window stops (that are NOT to be removed) that restrict range of raising and lowering of windows for safety of patients.

Several windows are equipped with locks for patient safety. Contractor will be responsible for obtaining a key to unlock windows to clean inside sill and locking window immediately after cleaning. All window keys will be returned to appropriate Medical Center staff. At no time should a window be left open or non-supervised during cleaning. At no time should a window be left unlocked, or window key not returned to proper Medical Center staff.

Perry Point VAMC

Baltimore VAMC

· Approximately 7500 Windows

· Wash exterior clear glass and spandrel glass of building.

· Wash interior clear glass of building and inside surfaces to include administrative offices, doors, 2nd floor glass railing and patient rooms.

· Wash interior glass only of east and west atriums. The exterior glass which requires rigging a hanging platform is excluded from cleaning.

· Exclude greenhouse windows.

· Wash interior glass of bridge and surfaces. The exterior window will be excluded from cleaning.

· Wash glass of lobby rotating door.

· Wash clear acrylic plexiglass surrounding the lobby information booth and security area

· This building is 8 stories tall. The Contractor must provide their own anchoring equipment to clean the buildings outside windows. There is no certified anchoring system on the roof of this building.

· The interior roof of this building is excluded from window washing.

Baltimore VAMC

Loch Raven VAMC

· Approximately 2500 windows and frames (interior and exterior) on 7 buildings.

· Wash exterior clear glass and spandrel glass of building.

· Wash interior clear glass of building and inside surfaces to include administrative offices, doors, lobby glass wall and patient rooms.

Loch Raven VAMC

J. SAFETY:

All work is to be performed in accordance with the guidelines established by Federal, State, and local ordinances.

Post award but prior to any work commencing, contractor will meet with Safety and Facilities staff either in person, or by telephone conference call. Where and how the contractor intends to tie off must be addressed to the satisfaction of the COR and Safety Officer prior to commencement of any work.

Anchorage points are not available on the roof. Therefore, the personal fall arrest system (PFAS) anchorage must be installed as part of a complete personal fall arrest system which maintains a safety factor of at least two; and under the direction and supervision of a qualified person. All contractor employees must provide documentation of training that encompasses the application limits of the equipment and proper hook-up, anchoring, and tie-off techniques.

Contractor must provide a copy of the Contractor’s Safety Program, including Fall Protection policy and procedures. An on-site competent contractor must have documentation of the 30 hour OSHA training requirement. All contractors must show documentation of the 10 hour OSHA training.

Contractor must provide documentation of staff training records at least 30 days prior to commencement of work.

Required documentation includes the name and credentials of the competent person who will be on site while the work is being performed and daily written equipment checks on all equipment and rigging will be required.

Signage placed in all directions to warn others. Barriers in the areas when work could cause possible harm to those who are unaware of such work. Barriers placed to protect persons, property, equipment, etc.

Materials stored and prepared according to Manufacturer’s recommendations. Equipment used for the purpose it was primarily designed for. Hazardous chemicals or those with harsh odors shall not be used. Material Safety Data Sheets for all chemicals used in the performance of the work must be provided to the COR.

Materials and equipment stored at the end of workday only in assigned areas. All empty containers, boxes, etc. removed from Government property to a designated receptacle.

PRICE/COST SCHEDULE

ITEM INFORMATION

Window Cleaning Services VA Maryland Health Care System (VAMHCS) at Perry Point Maryland 21902, Baltimore Maryland 21201, and Loch Raven 21218 Contract Period: Base POP Begin: 09-01-2024 POP End: 10-15-2024 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial