Statement of Work (Draft).pdf

36C25621Q0038 Attachment 1

STATEMENT OF WORK

1.0 GENERAL:

Alexandria VA Health Care System located at 2495 Shreveport Highway, Pineville, La. 71360 has a requirement for floor mat services to designated buildings to ensure cleanliness of each building and safety for patients, visitors and employees. Services shall be conducted on a bi-weekly basis to ensure mats are being rotated out and cleaned on a consistent basis.

2.0 SCOPE:

The Contractor shall provide all necessary labor, equipment and transportation to provide floor mat and runner service. Contractor shall guarantee delivery of the highest quality textile floor mat and runner services at all times. Each mat/runner shall be laundered and returned the following service date to replace the current mat/runner in use. Each mat shall be exchanged for the same size, color and/or logo mat/runner being used at each location. Mat sizes are various lengths, width, and gauge. All mats/runners shall be exchanged whether it is soiled or not. All designated areas shall have a mat/runner.

3.0 LOCATION OF ITEMS: Alexandria VA Health Care System located at 2495 Shreveport Highway, Pineville, La. 71360

Building Physical Characteristic

SIZE QUANTITY

1 Standard/Black 4x6 1 1 Standard/Black 3x10 1 2 Standard/Black 4x6 2 3 Standard/Black 3x10 1 3 Standard/Black 4X6 2 4 Standard/Black 4x6 3 5 Standard/Black 4x6 3 6 Standard/Black 4x6 3 7 Standard/Black 4x6 8 8 Standard/Black 4x6 4 9 Standard/Black 3x5 1 9 Standard/Black 4x6 3 45 Standard/Black 3x10 1 45 Standard/Black 4x6 3 49 Standard/Black 4x6 3 171 Standard/Black 4x6 3 Chapel Standard/Black 4x6 3 Transportation Standard/Black 4x6 2 Total 47

4.0 SPECIFIC TASK BY CONTRACTOR: All mats at all locations shall be exchanged on a bi-weekly schedule. The current replacement day is Monday.

a. Contractor mats shall be of a quality and condition acceptable to the VA.

b. Mats shall be free of stains, tears, and holes.

c. Mats with minor tears, open seams, stains, etc. are not acceptable and shall not be used.

d. Mats that do not lay flat pose a safety hazard and shall not be accepted for use at any of the VA buildings.

e. Contractor Company name and logo shall be clearly labeled on the underside of all mats.

f. Mats shall be heavy traffic, rubber-backed, dirt and moisture trapping pile entrance mats.

g. Exterior mats should be black with wide trap treads.

h. All mats must have appropriate backing for where they will be placed:

i. Smooth back for tiled areas

j. Gripper back for carpeted areas

k. Rubber mats shall have a slip-resistant surface, a minimum of 3/8” thick, heavy weight and certified slip-resistant by the National Floor Safety Institute.

l. All mats that require replacement due to normal wear and tear shall be replaced by Contractor with no charge to customer.

m. Pick-up dirty/soiled floor mats and replace them with clean floor mats

n. Each mat/runner shall be laundered and returned the following service date to replace the current mat/runner in use.

o. Each mat shall be exchanged for the same size, color, and/or logo mat/runner in use at each location.

p. At no time shall a mat/runner not be exchanged.

q. At no time shall a designated area be left without a mat/runner.

r. Contractor shall perform all work required under the terms of the Statement of Work (SOW). The

Contracting Officer Representative (COR) shall not consider the work complete until all deficiencies have been corrected.

s. When a deficiency per the requirements of the SOW exists, it shall be brought to the attention of the COR. The COR shall confirm said deficiency by inspection and record results, noting the date and time of inspection of the deficiencies for correction.

5.0 REPAIRS: The contractor is responsible for all repairs / replacement of damaged mats and will ensure delivered mats are free of damage.

6.0 PLACE OF PERFORMANCE: Alexandria VA Health Care System, 2495 Shreveport Highway, Pineville, La 71360

7.0 DAYS AND HOURS OF OPERATION:

7.1 Services shall be performed during business hours between 9:00a.m. to 3:00p.m, Central Time (CST) every other Monday, excluding federal holidays listed below. The Contractor shall perform to the standards expressed in the contract and perform all tasks during these hours. If a Monday is on a holiday the Contractor shall pick-up and deliver on the next day workday.

7.2 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, 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.

8.0 SCHEDULING:

8.1 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.

8.2 Schedule service shall be developed between the Contractor and Contracting Officer’s Representative (COR) prior to any service being performed.

9.0 DELIVERY:

9.1 All mats/runners shall be picked up by the Contractor and exchanged with clean mats/runners at the designated buildings on the designated delivery schedule agreed upon by both the Government and Contractor.

9.2 Interference to Normal Function:

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

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

c. Contractor personnel shall inform the COR or designee of the need to gain access to secured areas. If access is required to a secured area, prearranged scheduling will be made with the COR or designee.

10.0 SECURITY: Contractor personnel shall check-in with security and the COR for each pick-up/exchange.

11.0 CONTRACTOR BADGES AND PARKING:

a. Contractor upon award shall provide the Contracting Officer and Contracting Officer Representative

(COR) with a list of contractor employees expected to enter the buildings to pick-up and exchange mats/runners.

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

c. The VA shall supply an access badge to each contractor employee when they arrive at each station. Contractor Employees shall wear this badge at all times while performing services on location. Badges shall be turned in at the end of each delivery at each location to the COR or designee.

d. Contractor personnel shall safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR.

e. Badges shall be worn at or above the waist and badge will be facing forward at all times.

f. It is the responsibility of the contractor personnel to park in the appropriate designated parking areas. Parking shall be coordinated with each facility and the COR for the contract.

g. The VA does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstances.

h. All VA properties and areas are smoke-free. No smoking shall be adhered to while on each campus.

11.0 TYPE OF CONTRACT: Firm Fixed Price

12.0 CONTRACTING RESPONSIBILITIES:

a. The designated Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract.

b. Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration.

c. Only the Contracting Officer is authorized to make commitments or issue any modification to include but not limited to: Terms affecting price, or terms affecting the quality or quantity of the services listed in this contract.

d. The Contracting Officer is the final authority on validating complaints.

e. In the event that the Contractor effects any such change at the direction of any person other than the Contracting Officer without prior authority, no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

f. In the event that the procured services on this contract do not meet the VA’s quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited improvement plan, increased monitoring of the contracted services, consultation or training for Contractor personnel to be provided by the VA ; replacement of the personnel and/or renegotiation of the contract terms or termination of the contract.

13.0 CONTRACTOR PERSONNEL:

13.1 The Contractor shall provide the COR with a list of Contractor employee expected to enter the buildings.

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.

13.2 The Contractor shall be required to comply with all security policies/requirements of the medical center.

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.

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

Parking information shall be coordinated with each facility Contracting Officer Representative (COR).

13.4 The facility does not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances

14.0 NON-PERSONAL SERVICES: Government and Contractor agree that the Contractor and all of its employees shall not be considered VA employees for any purpose.

15.0 SAFETY AND FIRE PREVENTION:

15.1 The Alexandria VA Health Care System Safety Officer is responsible for the enforcement of all safety regulations as they apply to the safety of VA employees, Contractor employees, visitors, and patients. Any violations by Contractor employees shall be submitted to the Contracting Officer for mediation.

In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building.

15.2 The Contractor shall comply with the Federal, State, and Local safety and fire regulations and codes.

Contract employees shall smoke only in designated areas outside the building. The Contractor shall be responsible for providing all applicable training and protective equipment to protect Contractor employees from any hazards.