Solicitation 36C25222Q0165 - JBVAMC Janitorial Services.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. E-MAIL ADDRESS 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. DUNS: DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 68

537-22-1-6075-0006

36C25222Q0165 12-03-2021

Rob Knight Robert.Knight1@va.gov 12-09-2021

4:00 PM CST

36C252

Department of Veterans Affairs

Great Lakes Acquisition Center (GLAC)

115 S 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

561720

$19.5 Million

N/A

N/A

36C252

Department of Veterans Affairs

Jesse Brown VA Medical Center

820 S Damen Avenue

Chicago IL 60612-3728

36C252

Department of Veterans Affairs

Great Lakes Acquisition Center (GLAC)

115 S 84th Street, Suite 101

Milwaukee WI 53214-1476

Department of Veterans Affairs

Financial Services Center

PO Box 149971

Austin TX 78714-9971

877-353-9791 512-460-5540

See CONTINUATION Page

This Contract provides for janitorial services at the

Jesse Brown VA Medical Center, Chicago, Illinois.

See Sections B.2 Price Schedule and B.3 Performance Work

Statement for specific requirements. This contract contains one 3-month option period.

The Service Contract Labor Standards Act applies to this

Contract. See Section D for the applicable Department of

Labor Wage Determination.

This Contract is a 100% SDVOSB set-aside.

537-3620162-6075-856100-2542 010050192

X 1

Jeffrey Statz

36C25222Q0165

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN

PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED

FOR AWARD.

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

AMENDMENT NUMBER DATE

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME:

ADDRESS:

CITY-STATE-ZIP:

POINT OF CONTACT/TITLE:

OFFICE NUMBER:

FAX NUMBER:

E-MAIL ADDRESS:

DUNS NUMBER NO.

b. GOVERNMENT: JEFF STATZ, CONTRACTING OFFICER

ROB KNIGHT, CONTRACT SPECIALIST

CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S 84TH ST, SUITE 100

MILWAUKEE, WI 53214-1476

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with FAR 52.232-33 PAYMENT BY ELECTRONIC

FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018).

3. INVOICES:

a. Invoices shall be submitted monthly in arrears in accordance with: VAAR 852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018).

b. Payments shall be made in arrears upon receipt of a properly prepared invoice.

c. The VA has mandated electronic invoice submission to the Veterans Affairs Financial

Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-

Network.com or calling 1-877-752-0900 option 2 for enrollment.

d. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-

Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

e. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

4. GOVERNMENT INVOICE ADDRESS (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with VAAR

852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018).

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

c. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial

Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website:

http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

d. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

e. For assistance setting up e-Invoice, the below information is provided:

* Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

5. CONTRACTING OFFICER AUTHORITY: If the contractor receives a request from VA personnel directing or requesting work that the Contractor believes is not within the scope of the Contract, the Contractor must notify the COR and the Contracting Officer of the mailto:VA.Registration@Tungsten-Network.com mailto:VA.Registration@Tungsten-Network.com https://portal.tungsten-network.com/Login.aspx http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ https://www.cep.fsc.va.gov/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov request. Only the Contracting Officer is authorized to issue changes or modifications that will affect price, quantity, or quality of performance of this contract. Additional tasking required by changes in mission assignments must be documented by a bilateral contract modification, in accordance with FAR 52.212-4(c). In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS: During any visit to any VA facility under the terms of this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with all VA policies. Failure to comply with VA policies may be a violation of Federal law and may result in charge(s) answerable in the United States District Court. Specific policies include, but are not limited to:

a. Contractor Orientation/Training: The Contractor shall attend an orientation prior to beginning any work under this Contract, at the COR’s discretion. This orientation may include the following topics: Contract terms and conditions; performance monitoring; badging procedures; safety; fire procedures; severe weather procedures; disease transmission;

infection control; disaster procedures; and other topic deemed necessary by the COR. At the

COR’s discretion, the Contractor may be responsible for providing some or all of this information/training to its employees, as directed by the COR.

b. Check-in/Check-out Requirements: The Contractor’s employees and/or agents shall report in-person to the COR upon arrival and before departing the facility.

c. Safety – Infection Control Risk Assessment (“ICRA”) Requirements: During the performance of this Contract, the Contractor shall follow all ICRA requirements, as set forth by the infection control staff.

d. Safety – OSHA Requirements: The Contractor shall comply with all OSHA and CDC requirements while performing work under this Contract at any VA facility, including: use of personal protective equipment; proper placement of caution signs; and providing the COR with all Safety Data Sheets, as applicable, prior to beginning any work under this Contract.

e. Parking: It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

f. Drug-free Policy: All VA facilities are drug-free.

g. Non-smoking Policy: Smoking is prohibited on the entire campus, both inside and outside the

VA Facility.

h. Weapons Prohibited: Possession of any type of weapon on VA property is prohibited.

Enclosed containers, including tool kits, are subject to search without consent while on VA property.

i. Protection of Government Property: The Contractor shall take care to protect persons and personal/Government property while on VA property, including removal of all trash and debris at the completion of any job, and otherwise keeping the work area clean at all times.

The Contractor shall be liable for any injuries and/or damage caused by the Contractor, including its employees and agents (including any subcontractors), to include all reasonable costs for medical treatment and/or damage repair. Any injuries and/or damage caused by the

Contractor shall immediately be reported to the COR.

j. VHA DIRECTIVE 1192.01: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY:

Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible for providing face masks and influenza vaccines for all employees working at a VA facility. If

Directive 1192.01 is applicable the Contractor, in conjunction with the COR, is responsible for ensuring that all aspects of this directive are implemented.

7. VETERANS HEALTH ADMINISTRATION SUPPLEMENTAL CONTRACT

REQUIREMENTS FOR ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS

FOR FEDERAL CONTRACTORS:

a. Contractor employees who work in or travel to Veterans Health Administration (VHA) locations must comply with the following documentation requirements:

1) If fully vaccinated, show proof of vaccination. Acceptable proof of vaccination includes a signed record of immunization from a healthcare provider or pharmacy, a copy of the

COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, 09/03/20), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, show a negative COVID-19 test result dated within three calendar days prior to desired entry date. The test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA-approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to

VA facilities and after entry for spot inspections by a Contracting Officer Representative

(COR) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with Federal laws designed to protect contractor employee health information and personally identifiable information.

b. Contractor employees are subject to the following COVID-19 screening requirements:

1) Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process, contractors may be asked screening questions found on the COVID-19

Screening Tool. Contractors shall check regularly for updates.

2) Contractor employees who work away from VA locations, but who will have direct contact with VA patients, shall self-screen utilizing the COVID-19 Screening Tool in advance each day that they will have direct patient contact. In addition, contractor employees shall comply with the procedures set forth by the person(s) responsible for coordinating COVID-19 workplace safety efforts at covered contractor workplaces.

Contractors shall, at all times, adhere to and ensure compliance with Federal laws designed to protect contractor employee health information and personally identifiable information.

c. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA facilities.

d. See also FAR 52.223-99 Ensuring Adequate COVID-19 Safety Protocols for Federal

Contractors (OCT 2021), in Section C.

8. SECURITY & PRIVACY CONTROL:

a. Badging: All contractor personnel must obtain a Non-PIV identification badge to perform work under this contract. A Non-PIV credential is a VA identification card containing a photograph issued to persons that require unsupervised, logical and/or physical access for less than 6 months OR less than 180 aggregate days in a one-year period.

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform in accordance with the Performance

Work Statement is the Special Agreement Check (SAC). This requirement is applicable to all subcontractor personnel requiring the same access. A SAC is an automated records check conducted by the Federal Bureau of Investigation in collaboration with the Office of

Personnel Management. The Contractor is responsible for paying all fees arising from the

SAC at no additional cost to the Government. The Contractor shall coordinate with the COR to complete the badging process.

b. Physical Security: The Contractor shall not permit its employees, including subcontractor employees, to open desk drawers, cabinets, or to use office equipment, including the use of non-pay telephones, for any purpose other than required for normal performance of duties in this contract.

c. Contract Security: The Authorization & Accreditation (A&A) requirements of VHA

Handbook 6500.6 do not apply to this requirement, therefore, a Security Accreditation

Package is not required. No A&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the

VA Information Security. If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/ related to the information security, please have a member of your staff contact the Office of

Cyber Security at (304) 262-7733.

d. Patient Confidentiality: The Contractor shall adhere to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to Contractor employees during performance of their daily duties. At the COR’s direction, the Contractor shall obtain a signed Confidentiality Certificate from each employee and maintain that Certificate for inspection purposes.

[Rest of Page Intentionally Left Blank]

INSTRUCTIONS TO QUOTERS

ACQUISITION OF COMMERCIAL ITEMS: This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used.

From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

TIMELINE:

• Site Visit Deadline: As scheduled with the COR, see below. Deadline for all site visits is

Tuesday, December 7, 2021, 4:00 p.m. Local Time.

• Solicitation Questions Deadline: Wednesday, December 8, 2021, 4:00 p.m. Local Time. Answers will be posted by Solicitation Amendment on Contract Opportunities.

• Solicitation Closes/Quotes Due: Thursday, December 9, 2021, 4:00 p.m. Local Time.

SITE VISIT: Potential quoters may schedule a site visit with the EMS Chief, Orin Foster, by contacting him via e-mail at Orin.Foster@va.gov no later than Monday, December 6, 2021, 4:00 p.m. Local Time.

All site visits shall be completed by Tuesday, December 7, 2021, 4:00 p.m. Local Time. PLEASE NOTE

THAT WHILE ON CAMPUS, ALL PERSONS SHALL COMPLY WITH VA COVID PROTOCOLS,

INCLUDING THE WEARING OF MASKS INSIDE ANY VAMC BUILDING AND WHILE

TRAVELING IN VEHICLES DURING THE SITE VISIT. It is strongly suggested and expected that the potential quoter inspect the campus to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed, but attending the site visit is not required to submit a quote. In no case shall failure to attend a site visit or otherwise inspect the campus constitute grounds for a claim after contract award.

RFQ QUESTIONS: In order to maintain the integrity of this solicitation and subsequent award, all potential quoters shall submit questions regarding this solicitation via e-mail to Contract Specialist Rob

Knight at Robert.Knight1@va.gov by Wednesday, December 8, 2021, 4:00 p.m. Local Time. Answers will be issued via a consolidated response by solicitation amendment posted on Contract Opportunities, available at https://sam.gov/content/opportunities.

SUBMISSION OF QUOTE: Quoters shall submit their quote by e-mail to Contract Specialist Rob

Knight at Robert.Knight1@va.gov by Thursday, December 9, 2021, 4:00 p.m. Local Time. Please limit graphics or excessively large files during quote submission. The VA has a maximum allowable incoming email size limitation, including attachments, of seven (7) megabytes. Quoters submitting responses via email that exceed 7 megabytes shall split their response into multiple email messages so as to not exceed the maximum allowable email size limitation. The VA may not consider late responses due to undelivered e-mails that exceed 7 megabytes.

Quotes shall include the following information to be evaluated for contract award. Incomplete quotes will be considered non-conforming and will not be considered, pursuant to FAR 13.106-2(b)(3).

mailto:Orin.Foster@va.gov mailto:Robert.Knight1@va.gov https://sam.gov/content/opportunities mailto:Robert.Knight1@va.gov

(1) Price: Complete SECTION B.2 PRICE SCHEDULE.

(2) Technical Capability: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements detailed in Sections B.2 Price Schedule and B.3 Performance

Work Statement. The quote shall detail the quoter’s experience providing aseptic cleaning and with the

Centers for Disease Control guidance for Cleaning & Disinfecting Environmental Surfaces, as more fully detailed in Section B.3, subparagraph B.1.a.

(3) Prior Experience: Submit information, if any, of contracts providing services similar to the requirements of this Contract. Information should include contract number, dates of service, and a point-of-contact with a telephone number or e-mail address. For evaluation purposes, a lack of prior experience will not disqualify a company.

(4) SDVOSB Status: This contract is a 100% set-aside for SDVOSBs. The quotation shall indicate whether the quoter is registered and verified in the Vendor Information Pages (VIP) database, available at https://www.vetbiz.va.gov/vip/, at time of quotation submission and contract award, if applicable. In addition, the quoter shall meet the federal small business size standards for the North American

Classification System (NAICS) code assigned to this solicitation, as set forth in Block 10 of Page 1.

(5) Administrative Information:

a. Complete SF1449 blocks 17a, 30a, 30b, and 30c on Page 1;

b. Complete Acknowledgment of Amendments (if any), on Page 2; and

c. Complete subsection 1a, Contractor information, on Page 2.

(6) Representations & Certifications:

a. Complete the certification found under clause VAAR 852.219-77(d), VA Notice of Limitations on

Subcontracting—Certificate of Compliance for Services and Construction, found in Section C. The

Government will not consider quotes that do not provide this certification, and all such responses will be deemed ineligible for evaluation and award.

b. Complete the representation found under provision FAR 52.204-24(d), Representation Regarding

Certain Telecommunications and Video Surveillance Services or Equipment, found in Section E.

c. Complete the representations and certifications as directed under provision FAR 52.212-3, Offeror

Representations and Certifications – Commercial Items, found in Section E.

[Rest of Page Intentionally Left Blank] https://www.vetbiz.va.gov/vip/

B.2 PRICE SCHEDULE

Line

Item

Number

Item Description Qty Unit Unit Price Total

Amount

Janitorial Services: Provide all supplies, materials, machinery, appliances, supervision, and labor necessary to complete janitorial services in accordance with this Performance Work Statement.

Base Period:

December 13, 2021 – March 12, 2022

3 Months $________ $________

Janitorial Services: Provide all supplies, materials, machinery, appliances, supervision, and labor necessary to complete janitorial services in accordance with this Performance Work Statement.

Option Period 1:

March 13, 2022 – June 12, 2022

3 Months $________ $________

TOTAL PRICE: $___________

B.3 PERFORMANCE WORK STATEMENT

A. Contract Objective. The purpose of this Contract is to provide janitorial services for the Jesse Brown

VA Medical Center (“JBVAMC”), 820 S Damen Avenue, Chicago, Illinois 60612-3728, as set forth below.

1. Building/Floors to be Cleaned:

a. Taylor Pavilion Floors 2-5

b. Ogden Pavilion Floors 1-6

c. The total area to be cleaned is approximately 288,944 square feet.

2. Areas to be Cleaned: Areas to be cleaned in the buildings/floors noted above include, without limitation:

a. Exam Rooms

b. Restrooms

c. Waiting Areas

d. Walls

e. Doors and Door Kickplates

f. Chairs and Seating

g. Miscellaneous Furniture

h. Hallways and Lobbies

i. Elevators and Doors

j. Reception Areas

k. Offices

l. Hard Surface and Carpeted Floor Care

m. Housekeeping Aide Closets

n. Heat Convectors, Radiators and Vents

o. Public Areas

p. Shower Areas

q. Sinks

r. Stairwells and Handrails

s. Windows and Sills

t. Corridors

u. Entryways

v. Administration Areas

w. Break Rooms

x. Ice Machines and Water Dispensing Units

y. Drinking Fountains

z. Light Fixtures

B. Cleaning Services. The Contractor shall furnish all labor in order to provide total housekeeping cleaning services for JBVAMC. Services shall be performed in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. JBVAMC shall not exercise any supervision or control over the Contractor’s employees performing the services herein. Such employees shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1. Cleaning Techniques:

a. Aseptic cleaning techniques, defined as eliminating germs to keep people free from microorganisms found in the hospital, shall be used throughout JBVAMC. In particular, the

Contractor shall comply with the Centers for Disease Control guidance for Cleaning &

Disinfecting Environmental Surfaces, available at:

https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html.

b. When directed to clean “as needed,” the Contractor shall clean the specified area using aseptic cleaning techniques to the point where it presents a uniform and clean appearance, free of spots, stains, and streaks.

2. Basic Cleaning Requirements.

a. Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms, and public areas. Furniture shall be moved for thorough cleaning and replaced after cleaning. Perform spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. Report any tears, burns and raveling to the COR, EMS

Chief, or designated representative. In the event that vacuuming does not clean a carpet to an acceptable level, in the COR’s or EMS Chief’s sole judgment, the Contractor shall shampoo or steam clean the carpet, which shall be dry to the touch upon completion.

b. Floor maintenance (non-carpeted):

i. Wet-mop all accessible areas, including corners and abutments, using a Micro-Fiber

Mopping System and a neutral floor cleaner to mop. Remove any splash-marks or streaks on furniture, walls, baseboards, etc. Isolation-room cleaning will include disinfecting floors using a flat microfiber system.

ii. The Contractor shall not mop wood or carpeted floors.

iii. Use string mops in case of large spills. When string mops are required, a double-bucket mopping process shall be used.

iv. Sweep, dust, and damp-mop hard-surfaced, resilient flooring to include normal traffic areas, group rooms, and restrooms, including all corners. The floors shall be swept, dusted, and damp-mopped using a treated or dust-free method/mop. Tilt or move chairs, trash receptacles, and other easily movable items to clean underneath, returning items to their original position.

c. Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails; sanitize as needed. Polish the metal (brass, aluminum, stainless steel, etc.) on doors, push bars, and the kick-plates.

d. Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed as needed to ensure they are free of dust and dirt.

https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html

e. Elevators: Clean all interior surfaces, including doors, metal thresholds, tracks, fans, and walls.

f. Entrance Areas: Sweep landing, steps, sidewalk of front entrance area; clean the walk-off mats, hosing as required and removing standing water. Clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft-shields on windows, mirrors, and adjacent trim; glass shall be cleaned to a streak-free finish. Damp-mop the entrance and lobby floors during inclement weather. Empty the trash containers located inside and outside of entrances.

g. Dusting: Dust all horizontal surfaces, furniture, machinery/equipment, shelves, windowsills, ledges, handrails, molding, and pictures/frames. Use a dusting technique to minimize airborne dust.

h. Furniture: Vacuum upholstered furniture, spot-cleaning as required so that the furniture presents a uniform and clean appearance, free of spots and stains.

i. Stairwells: Sweep, dust, and mop as needed. Ensure lamps, vents, ceilings, and walls are free of cobwebs, dust, debris, and insects.

j. Walls: Dust and spot-clean walls as needed.

k. Blinds/Shades/Drapes: Vacuum, dust, and damp-clean as needed; vacuum drapes in place.

l. Windows: Clean the interior of all windows within reach; dust/damp-wipe window sills and sashes.

m. Laundry: Collect all soiled linen daily and place in designated soiled linen storage until items are picked up by laundry distribution personnel.

n. Water Fountains: Empty, rinse, and sanitize drinking fountains, water coolers, and the hot/cold water dispensers using aseptic cleaning techniques.

o. Loading Dock: Sweep and hose off loading dock area as needed.

p. Restrooms:

i. Clean and sanitize sinks, urinals, and toilets.

ii. Maintain the floor traps odor-free.

iii. Sweep and wet-mop the floors daily, spray-buff as required. Ensure that a uniform coating of non-skid floor finish is applied; remove any excess floor-finish solutions.

iv. Damp-wipe walls, doors, partitions, mirrors, shelving, window frames and sills. Ensure use of aseptic cleaning techniques for the surfaces of all partitions, stalls, toilet bowls, urinals, lavatories, showers, dispensers, and any other surface within the restroom.

v. Damp-wipe and polish chrome fixtures.

vi. Descale toilet bowls and urinals.

vii. Empty, clean, disinfect, and re-line all sanitary napkin and waste receptacles.

viii. Ensure restrooms are stocked sufficiently so that supplies, including soap dispensers, paper towels, and toilet paper, do not run out. Supplies shall be stored in designated areas and shall be kept up off the surface of floors. No overstocking shall be allowed.

If supplies run out prior to the next service date, the Contractor shall refill within 24 hours of notification. All paper and fluid supplies shall be provided by JBVAMC, as set forth below

q. Trash/Waste:

i. Trash Removal: Empty all trash receptacles. Trash shall be deposited at established collection sites/holding areas at JBVAMC.

ii. Regulated Medical Waste (RMW) ‘Red Bag’ Biohazardous: All receptacles lined with

“Red Bags” (plastic bags containing biohazardous medical waste material) shall be serviced. Pick up the Red Bag waste and deposit it in specially designated, locked

“infectious waste” bins or designated holding areas in a safe and timely manner, in accordance with established standards and procedures. NOTE: Red Bags may not be used for any other purpose except for biohazardous medical waste. Under no circumstances will Red Bag waste be comingled with any other types of trash/waste.

iii. Recyclables: Empty all recyclable collection receptacles and deposited the contents at established holding sites.

C. On-Site Work Requirements.

1. Contractor Supervisor: The Contractor shall provide at least one supervisor responsible for oversight of all Contractor personnel on any day that the Contractor is on-site at JBVAMC performing services under this Contract. The name and telephone number of the supervisor shall be provided to the COR or EMS Chief provided to the commencement of services, and the COR or EMS Chief shall be notified of any changes in the designation of the supervisor. While on-site, the supervisor shall respond to a telephone call from the COR or EMS Chief within fifteen

(15) minutes.

2. Employee Uniforms: The Contractor shall provide a standard custodial type uniform to its employees that is easily recognizable and clearly distinguishes them as Contractor employees.

Uniforms shall: present a neat, distinctive appearance; be clean and maintained in good repair;

and be worn as designed by the manufacturer. A standard custodial uniform is a collared work-shirt (button-down or polo style), pants or skirt of twill or similar material, and footwear covers the entire foot for safety purposes. Contractor employees shall not wear hats. Employees shall wear their Government-issued identification badges so that it is clearly visible on the front of their uniform.

3. Noninterference with Facility Functions:

a. The Contractor shall perform its services under this Contract in a manner that does not interfere with the facility’s functions, including maintaining all tools and equipment in an orderly fashion and cleaning the work area at the conclusion of a service visit.

b. Housekeeping carts shall not be left unattended or parked in public areas where they could cause an obstruction, such as doorways or blocking handrails.

c. Wet floor signs shall be used to designate wet areas on the floor and removed when the floor is dry. Signs shall be placed so as not to be an obstruction or otherwise pose a hazard.

d. Employees shall not use Government telephones for personal reasons.

4. Building Security and Keys:

a. The Government shall provide the Contractor with keys to access the required rooms for services provided under this Contract. Access to restricted areas shall be provided to the

Contractor by prior arrangements with the COR or EMS Chief. Except for keys issued to the supervisor, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or EMS Chief will perform an inventory of keys assigned to the

Contractor at the end of the contract period or at any other time, in their sole discretion. Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for rekeying caused by the lost key. The Contractor shall notify the

COR or EMS Chief of any lost or suspected lost key within 24 hours.

b. The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties. There may be certain areas identified by the COR or EMS Chief in which Contractor personnel must immediately notify the COR, EMS Chief, and/or Security Personnel if a door is found unlocked.

c. When leaving a work area, Contractor personnel shall turn off lights if the area is unoccupied, unless otherwise directed by the COR or EMS Chief. The Contractor shall secure and lock the window(s) before leaving the area, and if there is difficulty securing the area, Contractor personnel shall immediately their supervisor, who shall immediately notify the COR or EMS

Chief.

d. The Contractor shall comply with the security clearances or access controls imposed.

e. The Contractor shall turn in all lost articles found during the performance of duties to the

COR or EMS Chief.

f. Engineering, IT, and telephone closets are restricted access. The Contractor will not have keys to those areas and will require an escort to those areas.

5. Conservation of Utilities: The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under condition which precludes the waste of utilities, which shall include:

a. Employees shall not adjust any mechanical equipment controls for heating, ventilation, and air conditioning system unless otherwise directed by the COR or EMS Chief.

b. Employees shall turn off all water faucets and spigots when not in use.

6. Janitorial Closets:

a. All designated janitorial closets shall be kept clean and orderly. No food or drink shall be stored in a janitorial closet.

b. Mop heads and bristles shall be stored clean free of debris.

c. Mop buckets, buckets, and miscellaneous containers shall be free of standing liquid and debris.

d. Cleaning chemicals shall be stored below 5 feet from the floor and below any paper products.

Supplies shall be stored in cabinets off the floor. Brooms and mops may hang from wall-hooks.

e. Electrical equipment shall be in working order. No broken or unsafe equipment of any kind shall be stored in a janitorial closet.

f. The following are prohibited from use in janitorial closets: corrugated cardboard; wood shelving; and pallets.

D. Employee Requirements: The Contractor shall ensure that the employees performing services under this Contract meet the following requirements:

1. All employees are fully trained, completely competent, and otherwise meet all legal requirements for performing these services at a Federal Government facility, including all training recommended or mandated by the Centers for Disease Control and Prevention (CDC), the

Occupational Safety and Health Administration (OSHA), The Joint Commission, and the

Veterans Health Administration prior to beginning any work on-site. The Contractor shall maintain records of employee training and shall notify the COR at least 30 days prior to when annual employee training is due. The Contractor shall provide certification of annual training for each employee.

2. All employees are physically and medically able to perform services under this Contract, to include the following: ability to lift 20 pounds; prolonged standing and walking; frequent bending at the waist; vaccinated for Hepatitis B or a letter of declination filed with the Contractor; and a negative screening for tuberculosis. These requirements are cumulative to every other requirement set forth elsewhere in this Contract.

3. All employees shall have a clear criminal record, which means no felony convictions, or misdemeanor convictions for assaultive behavior or crimes of moral turpitude.

4. All employees shall be able to effectively communicate in English – speaking, reading, and writing.

E. Scheduling: All the services provided under this Contract shall be performed daily, Monday through

Friday. No work will occur on Federal Holidays. Work shall begin no earlier than 7:00 a.m. Local Time and shall be completed no later than 11:30 p.m. The Day Shift is 7:00 a.m. to 3:30 p.m., and the Night

Shift is 3:00 p.m. to 11:30 p.m., Local Time. The Contractor shall provide a proposed work schedule to the COR and EMS Chief within five (5) calendar days from receipt of award of this Contract, such schedule to include the names of all employees and supervisors assigned to a particular day/shift. Federal

Holidays include:

1. New Year’s Day;

2. Birthday of Martin Luther King, Jr.;

3. Washington’s Birthday;

4. Memorial Day;

5. Juneteenth National Independence Day;

6. Independence Day;

7. Labor Day;

8. Columbus Day;

9. Veterans Day;

10. Thanksgiving Day;

11. Christmas Day; and

12. Any other day declared a Federal Holiday by Presidential Proclamation.

F. Staffing: The Contractor shall provide two (2) shifts, in accordance with the Scheduling requirements set forth above, as follows:

1. The Day Shift shall be comprised of no less than five (5) employees.

2. The Evening Shift shall be comprised of no less than fifteen (15) employees.

3. The Contractor shall be prepared to provide substitute workers in the event a regularly scheduled employee is unable to make their shift so that the staffing levels meet the minimums set forth in this subparagraph.

G. Materials and Supplies.

1. Provided by JBVAMC: JBVAMC will provide: lotion soap, hand lotion, plastic trash can liners, paper towel rolls for dispensers, coreless JRT toilet paper rolls, tampons, feminine napkins, and feminine napkin bins. All FDA/EPA-approved disinfectants used in cleaning the facility. All equipment used in cleaning / disinfecting to include: disposable microfiber mops and rags, no cotton materials will be used for cleaning, housekeeping carts set-up per JBVAMC standard SOP.

Gloves and masks will be provided

2. Material Safety:

a. JBVAMC shall provide Safety Data Sheets (“SDS”) to the Contractor for all chemicals to be used under this Contract. These SDS will be kept current.

b. All cleaning agents shall be kept in their original containers with legible labels.

c. The Contractor shall properly dispose of all chemicals after use.

d. All supplies will be properly stored in janitorial closets, or other areas designated by the COR or EMS Chief.

H. Contractor’s Quality Control Plan. 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 Quality

Control Plan shall be provided to the COR and EMS Chief within fifteen (15) calendar days after contract award. The Contractor shall provide updated copies as changes occur. The Quality Control Plan shall include at a minimum:

1. 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.

2. Methods for identifying and preventing deficiencies, and how the Contractor will prevent the level of performance from becoming unacceptable.

3. On-site records of all inspections conducted by the Contractor and necessary corrective action taken. These documents shall be made available to the COR and EMS Chief.

I. Reporting Requirements. At the discretion of the COR, EMS Chief, or Contracting Officer, the

Contractor may be required to submit an ongoing report of services rendered under the terms of the

Contract. The Contractor may be required to submit a report that includes: (1) dates and times when services were performed; (2) a list of the areas where services were performed; (3) types of services and a brief description of the work performed; (4) any items damaged or other incidents; (5) the names of employees performing the services; (6) any other information deemed relevant to performance under this

Contract by the COR or Contracting Officer.

J. Legal/Professional Standards Compliance. All work performed under this Contract shall comply with all applicable laws, regulations, ordinances, rules, and professional standards, specifically including, but not limited to: the Centers for Disease Control and Prevention (CDC); the Occupational Safety and Health

Administration (OSHA); the Environmental Protection Agency (EPA); the National Fire Protection

Association (NFPA); the Food and Drug Administration (FDA); and The Joint Commission.

[End of Section B – Rest of Page Intentionally Left Blank]

SECTION C - CONTRACT CLAUSES

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

ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any

Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the

Contractor may not assign its rights to receive payment under this contract.

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

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR

52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

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

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

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

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

(i) Name and address of the Contractor;

(ii) Invoice date and number;

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

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

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

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

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

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

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

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

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

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds

Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other

Than System for Award Management), or applicable agency procedures.

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

EFT.

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

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

(i) Payment.—

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

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act

(31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

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

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

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

Contractor shall—

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

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

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

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

(D)…