S201--Janitorial Services at the Maui Vet Center.

S Janitorial Services at the Maui Vet Center

The Maui Vet Center has a requirement for janitorial services. Intend to award a base plus four option year contract. This is a total small business set-aside.

(See Draft Statement of Work).

B.3 STATEMENT OF WORK

U. S. Department of Veteran Affairs

Janitorial Services at the Maui Vet Center

1. GENERAL

Contractor shall provide janitorial services to include all labor, supervision, tools, equipment, supplies to include trash bags and all cleaning equipment required to complete the requirements service. Government furnished supplies include paper towels, toilet paper, and hand soap. Work shall be performed by experienced staff with experience in working with, and around fully occupied office spaces. Services shall be performed in a manner that shall maintain a satisfactory facility condition and present a clean, neat, and professional appearance.

2. HOURS OF SERVICE

The Contractor shall perform the services as specified herein Janitorial service will be 2 (two) days per week. Tuesdays and Fridays start at 2 pm. The Contractor is not required to provide service on the following US Government holidays nor will the Contractor be paid for these days:

NATIONAL HOLIDAYS:

New Year s Day

January 1st

Martin Luther King s Birthday

Third Monday in January

President s Day

Third Monday in February

Memorial Day

Last Monday in May

Independence Day

July 4th

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veteran s Day

November 11th

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25th

When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

3. SITE/USAGE

Site: Maui Vet Center, 157 Ma a Street, Kahului, HI 96732

Area: Approximately 3,623 square feet

Number of Users (Average): 4 individuals each day

Contractor will provide all cleaning equipment and supplies required to complete tasks.

4. AREAS TO BE SERVICED

Entrance doors and glass

Lobby/reception area and glass

All offices and workstations

Break room/kitchen

Restrooms (2)

Hallways

Outside entrance

Windows

Furniture

5. TASKS

Tuesday and Friday

Vacuum (approximately 3,623 square feet of office space)

Empty Trash Cans and Recycle Bins

Clean two (2) restrooms (including sweeping, mopping floors, cleaning sinks, polishing chrome, clean and disinfect toilets, base, seat and rim, cleaning mirrors, clean and disinfect washbasins, dispensers, fixtures and floors, wiping down stalls)

Dust blinds

Dust light fixtures

Dust wall fixtures, tops of doors and window frames, corners and baseboards

Dust windowsills

Dust uncluttered tabletops

Dust uncluttered file cabinets

Above the Floor Services:

Spot clean doors, door frames, light switches and walls

Empty wastepaper receptables, taking trash to designated area in the building storage or removal, replace with can liner

Empty paper shredder, taking waste to designated area

Clean and sanitize eating area tabletops

Clean and sanitize kitchen sink

Clean and sanitize counter tops

Clean and sanitize microwave

Clean and sanitize non-fabric furniture

Vacuum fabric furniture

Dust and damp wipe ceiling vents

Carpet Floor Surfaces:

Vacuum traffic lanes, under desks and chairs

Detail vacuuming including edges and corners

Spot clean carpeting

Remove fresh spots

Hard Floor Surfaces:

Dust mop floor areas

Damp mop floor areas

Sweep outside front

Shampoo deep clean carpet EVERY FOUR (4) MONTHS

Glass Cleaning:

Entry door is glass, clean inside and outside, each cleaning day

Restrooms:

Clean and disinfect washbasins, toilets, urinals, dispensers and fixtures

Clean and disinfect walls surrounding toilets

Spot clean walls and partitions

Clean and disinfect floors

Polish all chrome fixtures

Clean mirrors

Semi-Monthly:

Remove cobwebs from corners and edges

Clean inside windows

Clean outside windows

Monthly:

Clean and sanitize lunch/break room trash receptacles

6. PERFORMANCE REQUIREMENTS

The contractor shall provide janitorial services as specified below every Monday through Friday in all areas throughout the facility.

CARPET MAINTENANCE: The Contractor shall vacuum all carpeted areas. After vacuuming carpets shall be free of all visible litter, dust and soil. Carpet maintenance shall include spot cleaning. Furniture shall be removed prior to spot or carpet extraction and returned to its proper position. Upon completion of spot cleaning or carpet extraction the carpet shall be free of soil, stain and residue; all baseboards, walls, door and furniture shall be free of splashes, marks, streaks, etc.

FLOOR CLEANING: The Contractor shall clean the entire floor surfaces, using a dust free method, including corners and abutments. After sweeping floors shall be free of visible litter, dust and foreign debris. The Contractor shall tilt or move all easily moveable items, such as chairs, trash receptables, etc., to clean underneath.

MOP FLOORS: The Contractor shall mop all accessible areas, including corners and abutments. After mopping floors shall have a uniform appearance free of streaks, swirl marks, detergent residue, mop strands, or any evidence of soil, stains, film, debris or standing water. The Contractor shall move chairs, trash receptables, and easily movable items to mop underneath and return all moved items to their proper position. After mopping floors there shall be no evidence of splash marks or mop streaks on furniture, walls, baseboards, etc.

PERFORM LOW DUSTING: The Contractor shall perform low dusting in such a manner as to prevent airborne dust. After dusting all dust, lint, dry soil and other foreign debris shall be removed from surfaces of desks, chairs, file cabinets and other type of office furniture and equipment and from ledges, windowsills, handrails, etc. The Contractor shall not dust computers, business machines, and equipment of similar nature.

PERFORM SPOT CLEANING: The Contractor shall perform spot cleaning by removing smudges, fingerprints, marks, streaks, etc. from washable surfaces of walls, partitions, doors and fixtures. The Contractor shall clean brass hardware, aluminum bars, stainless steel and other metal on doors. After spot cleaning the surface shall have a clean uniform appearance, free of streaks, spots and other evidence of removed soil.

DISINFECT RESTROOMS: The Contractor shall disinfect all surfaces or partitions, stalls, faces of toilet bowls, urinals, dispensers, sinks and mirrors and other such surfaces, using a germicidal detergent. After disinfecting all surfaces shall be free of streaks, stains, smudges or other foreign debris.

CLEAN AND DAMP MOP RESTROOMS: The Contractor shall sweep floors to remove all visible litter, dust and foreign debris, then damp mop accessible areas. After mopping floors shall have a uniform appearance and be free of streaks, debris, standing water, or mop strands. There shall be no evidence of splash marks or mop streaks on walls, partitions, fixtures, etc.

7. SUPERVISION BY CONTRACTOR

The Contractor shall assign a Point of Contact (POC) for the purpose of supervision and training the Contractor s employees and evaluating cleaning procedures to ensure compliance with all provisions in this contract. The Contractor POC shall perform a site visit at least once a month. The schedule of this visit shall be coordinated with the COR.

The Contractor shall provide a point of contact in the space below:

Name:

Telephone number:

Email address:

8. QUALITY ASSURANCE

The Government shall monitor the Contractor s performance under this contract utilizing customer complaints, re-performance requirements, random quality assurance inspections and janitorial checklists provided by the Contracting Officer.

The Contractor is responsible for complying with all appropriate regulations and guidelines of the JCAHO, OSHA, and any other pertinent federal, state and local references.

9. CONTRACTING OFFICERS REPRESENTATIVE (COR)

Delegation of Authority letters shall be forwarded to the using service and the Contractor after agreement has been signed, identifying the individual(s) as the COR(s). No additional service shall be provided without the approval from the COR or his/her designee of this contract.

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority.

10. CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS

The Contractor is also required to comply with federal and state Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability.

Within 15 days of contract award the Contractor shall furnish to the Contracting Officer certification from his/her insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished prior to the expiration date.

11. SAFETY AND FIRE PREVENTION

In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer s Representative may issue an order stopping all, or any part, or the work.

The Contractor shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.

When cleaning tile and hard floor surfaces, the Contractor shall display appropriate warning signs in all areas where operations may cause a traffic obstruction and/or personnel hazard.

12. CONTRACTOR PERSONNEL

The Contractor is responsible for providing fully knowledgeable, training staff that are competent to meet the cleaning requirements of this contract and fulfill all obligations to the satisfaction of the COR.

All Contractor personnel assigned to the performance of this contract shall wear a Contractor-provided uniform that clearly identifies the individual as a Contractor. Sandals, flip-flop style footwear or open toed shoes shall not be worn by Contractor personnel.

At least one (1) fluent English-speaking Contractor representative must be on the site during scheduled hours of work.

Government telephones shall not be used for personal reasons.

All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement of Government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the Contractor personnel to the COR. The Contractor shall be responsible for repair or replacement of Government-owned items or facilities to previous condition, if determined to be at fault by the COR.

The Contractor shall ensure that the crew assigned will be cognizant of sexual harassment, drug-free workplace and other appropriate federal employment requirements.

13. SECURITY BACKGROUND CHECKS

The Contractor at the time of award shall certify that their employees working under this contract have had Security Background Checks prior to working at the Maui Vet Center.

Contractor Security Requirements. Failure of a Contractor whose personnel or Subcontractor personnel have access to patient information and/or VA information systems to comply with the contractor personnel security requirements detailed in the CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Addendum to this document may result in termination of the contract for default.

14. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS ADDENDUM

Position Sensitivity The position sensitivity for selected position(s) contract under this have been designated as follows:

POSITION TITLE: Janitor

ASSESSED RISK LEVEL: Low Risk

Background Investigation The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (current cost: $279).

Contractor Responsibilities

The contractor is encouraged to have all contractor personnel performing services in positions identified within this contract as requiring personal investigation to immediately download the background investigation packet from the website designated below upon notification of contract award.

It is imperative for the contractor to provide to the Contracting Officer, within two business days following notification of contract award, a listing of all contractor personnel performing services in positions identified within this contract as requiring personal investigation for the process to commence. This list shall be submitted using Addendum (3) spreadsheet and shall reflect the following information:

Employee position/title

Employee name (last, first, middle (if none indicated NMN ))

Social security number

Date of birth

City, state, and country of birth

Email address

Additionally, an email address for the Contractor s primary point of contact must be included on the forwarding document for the list of employees.

The Contractor shall ensure that all employees identified in the listing submit a complete background investigation packet.

The Contractor shall ensure that all personnel listed on the Addendum submit fingerprints as fingerprinting is required with the background investigation. Fingerprinting can be done at the nearest VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms.

The Contractor shall inform the Contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in OPM rejecting the documentation for investigation and delay contract performance.

The Contractor shall ensure that completed employee background paperwork is submitted to the following address within ten (10) business days from date of notification of award to the following address:

SIC/Contracting

2200 Fort Roots Drive, Building 104

North Little Rock, AR 72114

When notified that complete and acceptable investigation packets have been received at SIC, the Contractor shall be prepared for employees to commence work on the date and time established by the Contracting Officer at the time of such notification. If the contract involves on-station work, Contractor employees shall report to the office designated in the Contracting Officer s notification of contract effect date for issuance of VA Identification Cards.

When notified of an unfavorable determination subsequent to investigation by the Government, the Contractor shall withdraw the employee from performing work under this contract, and, at the request of the VA, submit another employee for consideration.

All Contractor employees and subcontractors are required to complete VA s Privacy training annually. All Contractor employees and subcontractors requiring access to the VA computer network are required to complete Cyber Security training courses annually either online or hard copy. Documented proof must be provided to the Contracting Officer.

The Contractor will notify the Contracting Officer s Technical Representative (COTR), who will, in turn, notify the Contracting Officer, immediately when their employee(s) no longer requires access to the VA computer systems.

Government Responsibilities

The Contracting Officer shall submit requests for contractor employee background investigations through the VA s Office of Security and Law Enforcement.

The Office of Security and Law Enforcement will notify the contractor with instructions for the contractor s employees, coordinate the background investigations, and notify the contracting officer and contractor of the results of the investigations.

The VA facility will pay for required investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The Contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the Contractor s 1st month s invoice(s) for services rendered.

15. EXERCISE OF OPTION YEARS

The Government is not obligated to exercise option periods as referred in this contract. Determination to exercise the option year will be evaluated prior to the expiration of the period in effect. If it is determined to be in the best interest of the Government, the option year will be exercised (refer to FAR 52.217-9 Option to Extend the Term of the Contract .

16. PARKING POLICY

It is the responsibility of Contractor personnel to park only in designated parking areas. The VA will not invalidate or make reimbursement for parking violations of the Contractor s personnel under any circumstances.

17. SMOKING POLICY

Smoking is not permitted within or around the VBA Healthcare System facilities.

18. CELLULAR PHONES

Cellular phones shall be turned off prior to entering the VA facility and are prohibited for use inside the building.

19. VA POLICIES

Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.