Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 01, 2012 FBO #3934
DOCUMENT

S -- Grove City CBOC Housekeeping maintenance - Attachment

Notice Date

8/30/2012
 

Notice Type

Attachment
 

NAICS

561720 — Janitorial Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Activity (NCA) 10;6150 Oak Tree Blvd., 3rd Floor;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA25012R0775
 

Response Due

9/4/2012
 

Archive Date

11/3/2012
 

Point of Contact

Wallace Larson
 

E-Mail Address

Contract Officer
(wallace.larson@va.gov)
 

Small Business Set-Aside

Total Small Business
 

Description

A. DESCRIPTION: This is a solicitation for commercial services prepared in accordance with the format in FAR part 12, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested. Solicitation Number VA250-12-R-0775 is being issued as a Request for Proposal with the intent to award a firm fixed price contract for services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-36. This is a total small business set-aside. B.1 PRICE/COST SCHEDULE PRICING: Offeror shall provide pricing as described in requirements below. The total price offered shall include all charges. This is a request for a multi-year proposal. Contract YearMonthlyMonthly PriceTotal Price Base Year10/01/2012-09/30/2013 Option Year One10/01/2013-09/30/2014 Option Year Two10/01/2014-09/30/2015 Option Year Three10/01/2015-09/30/2016 Option Year Four10/01/2016-09/30/2017 Total Price C.1 SUBMISSIONS: All questions must be submitted to Wallace Larson, Contracting Officer by e-mail only no later than 12:00pm EDST on Monday, August 27, 2012. All responses to questions that may affect offers will be incorporated into a written amendment to the solicitation. Quotes and accompanying information must be submitted no later than 12:00 p.m. EDST, Tuesday, September 4, 2012. Technical questions and quotes must be sent by email to Wallace.Larson@va.gov. D.1 REQUIREMENTS: The VA Medical Center at Columbus, 420 N. James Road, Columbus, OH 43219 is seeking proposals for its Grove City Community Based Outpatient Clinic. Any proposals with additional features will be considered, provided the minimum requirements of the Government have been met. Each line item must have a description and pricing information. 1. DESCRIPTION OF SERVICES. The contractor shall furnish all personnel, equipment and materials necessary to perform the janitorial services of approximately 6,300 SF building at the Grove City Community Based Outpatient Clinic (CBOC) 1955 & 1957 Ohio Avenue, Grove City, OH 43123. Emergency, unusual and out-of-line situations shall promptly be reported to the contracting officer or his/her designee. Standard cleaning procedures provides the first level of sanitation by routinely cleaning all surfaces which decrease and eliminates the harborage of organisms. Routine and frequent cleaning prevents build-up and accumulation of sites which might enhance micro-organism growth. The frequency of cleaning and cleaning standards will be enhanced by the utilization of disinfectant detergents and sanitizers to continually reduce the level of micro-organisms on all surfaces and to promote and provide the lowest possible infections risk for all patients, employees, and visitors to the Clinic. Standard cleaning procedures is on of the most important aspects of infection control. 1.1. BASIC CLEANING SERVICES. The contractor shall maintain the facility in a state of physical and biological cleanliness. The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. 1.1.1. Maintain Floors. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. "Wet Floor" signs shall be posted in all areas having received service in order to avoid mishaps. Easily movable items shall be relocated to maintain floors beneath them and returned to their original position once service has been completed. 1.1.2. Vacuum Carpets and Walk-Off Mats. High Efficiency Particulate Air (HEPA) Filter type vacuum cleaners shall be used to thoroughly clean and restore the resilience of, all carpeted areas/walk-off mats. After vacuuming, carpet areas/walk-off mats shall be free of all visible dirt, debris, and other foreign matter. Carpet shall be spot cleaned using carpet manufacturer's approved method to remove spills as needed. All tears and unraveling of carpet shall be brought to the attention of the Contracting Officer Technical Representative (COTR) upon discovery. 1.1.3. Waste Collection and Removal. All refuses, trash and garbage containers shall be emptied and returned to their initial location. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. Trash receptacles shall be left clean, free of foreign matter, and free of odors. 1.1.4. Recyclable Waste Removal. All cardboard boxes shall be broken down and disposed. Mixed office paper shall be emptied into large containers and transported to a central collection point for recycling. 1.1.5. Empty and Clean Public Ashtrays and Urns. The Contractor shall empty all public ashtray urns. Clean ashtrays to remove ashes, odor, and stains. Clean all public urns and return to their original locations. 1.1.6. Clean Interior Glass/Mirrors. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter. 1.1.7. Clean Drinking Fountains and Sinks. Contractor shall clean and sanitize all surfaces of drinking fountains/sinks to include the orifice and drain. Surfaces shall be free of streaks, smudges, fingerprints, marks film/residue, stains, spots, scale, soil, and other foreign matter once service has been completed. All metal surfaces shall be cleaned and polished and have a uniform appearance. Paper towel/soap dispensers associated with sinks/kitchens shall be cleaned, sanitized, and restocked. 1.1.8. Spot Cleaning. Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, wall guards, door handles, push bars, kick plates, light switches, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. 1.1.9. General Dusting. All horizontal surfaces must be dusted or cleaned to eliminate dust collection. 1.2. BASIC RESTROOMS CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW. 1.2.1. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. 1.2.2. De-scale Sinks, Toilet Bowls and Urinals. All surfaces of sinks, toilets, urinals, plumbing fixtures, dispensers, stalls, stall doors, entry/exit doors, handles, drains, kick plates, ventilation grates, and all wall surfaces to include grout shall be de-scaled as needed. Surfaces shall be free from streak, stains, scale, soap film, scum, mineral deposits, and rust stains and have a uniform, polished appearance upon completion of service. 1.2.3. Sweep and Mop Floor. After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance. 1.2.4. Restock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within one hour of notification. 1.2.5. Trash Removal. All trash receptacles shall be emptied, cleaned, and returned to their original position once service has been completed. Soiled or torn plastic trash receptacle liners shall be replaced at time of service. Trash shall be disposed of in secured plastic bags and placed in the appropriate outside dumpster/compactor. 1.2.6. Glass and Mirror Cleaning. All glass/mirrors shall be cleaned in such a manner that all trace of film/residue, dirt, dust, smudges/fingerprints, streak, watermark, and other foreign matter are eliminated. 1.3. PERIODIC CLEANING SERVICES. 1.3.1. Clean Interior Windows. Clean all interior glass window surfaces quarterly. After surfaces have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass. 1.3.2. Main Restrooms Deep Cleaning. The contractor is to provide labor and equipment to perform overall sanitizing and grout cleaning to all surfaces, sinks, and commodes semi-annually for all public/staff restrooms. Work to include high pressure cleaning to remove buildup on surfaces, treat urinals, commodes, sinks, and floors with anti bacteria and follow up with fresh water rinse. Water, bacteria, and soil are to be vacuumed away allowing floors to dry quickly. All fixtures are blown dry ensuring that the restrooms are ready for immediate use. 1.3.3. Strip, Scrub, Seal, and Wax Floors. Strip, scrub, seal, and wax resilient floors semi-annually or as necessary to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuff marks, heel marks, wax build-up, and other stains and discoloration. 1.4. SPECIAL REQUIREMENTS 1.4.1. Equipment Operation. All housekeepers shall adhere to the manufacturers or established operating procedures when operating battery-powered or electrical floor machines, wet/dry vacuums, scrubbers, etc. All equipment will be cleaned as specified by the manufacturer to ensure operation safety and to eliminate the spread of micro bacteria, nosocomial infection, etc. Battery and electrical equipment will be properly maintained, stored, and charged after each use, if necessary. 1.4.2. Equipment Cleaning. Wheelchairs, stretchers, and Hoyer lifts in storage for patient escort use shall all be cleaned with a germicidal once a week or as needed. 2. TRAINING AND EMPLOYEE HEALTH. The U.S. Department of Veterans Affairs, as a result of its mission and goals, is mandated by internal, external accreditation and reviewing organizations to train or orient all its employees in special subjects. These mandates often affect contractors providing service to and in VA facilities. It is the contractor's responsibility to provide or afford mandated training/orientation to contractor employees assigned to provide the contracted service to VA. The contractor must provide evidence or certification of the training or orientation to VA's contracting officer or designee prior to the contractor employee beginning to work at the Grove City Community Based Outpatient Clinic. The following training/orientation issues presently exist within VA and must be satisfied within the timeframe and frequency specified: 2.1. Initial information technology/computer use orientation: Two hours of Vista application operation and use for contractor supervisory personnel only. All other personnel will receive, if necessary, general computer instructs for them to use Clinic computers to complete some annual cleaning requirements. 2.2. Employee training/orientation requirements, one hour for each subject - initially and as needed: 1)Blood-borne pathogens 2)Clinic Fire and Safety 3)Preventing Tuberculosis 4)Prevention and Management of Disruptive Behavior 5)Customer Service 6)Equal Employment Opportunity including Sexual Harassment 7)Emergency Preparedness 8)Automated Information Security 9)Elder Abuse 10)Domestic Violence 11)Hazardous Material Communication 12)Understanding Cultural Diversity 13)Violence in the Workplace 14)MRSA Training 15)Green Environmental Management System (GEMS) Awareness Training 16)VA Cyber Security Awareness 17)VA Privacy Awareness Training 18)No FEAR Act The listed training/orientation is presented at the Department of Veterans Affairs Chalmers P. Wylie Ambulatory Care Center (VAACC) 420 N. James Road, Columbus, OH 43219 on a bi-weekly basis. Contractor employees may participate in those training/orientation sessions which will satisfy the training/orientation contract requirements for assigned employees. The listed and other mandated training/orientation will be presented during clinic's normal operating hours. Contractor presented training must not disrupt nor under-staff the general and service requirements of this contract. 2.3. Additionally, the U. S. Department of Veterans Affairs must comply with the National Institute of Health directives as it relates to physical examinations, vaccinations, and inoculation. The contractor must assure that each assigned contract employee meets prerequisite and annual employment health screening. The following current requirements must be met: 1)Pre and annual employment tuberculosis (PPD) skin testing 2)Pre-employment hepatitis B, Prophylaxysis or declination of option signed and on file, and 3)Other preventive health screening/testing as required by Occupational Safety and Health Administration (OSHA), National Institute of Occupational Safety and Health (NIOSH), Joint Commission on Accreditation of Healthcare Organizations (JCAHO) and other federally-recognized screening agencies. 4)Proof (documentation/records) of the aforementioned health issues must be completed by the Contractor for its employees assigned to this facility. A report of full compliance must be delivered to the Clinic's Infection Control Nurse by December 1st of each calendar year. 3. GOVERNMENT FURNISHED PROPERTY, SERVICES, UTILITIES, SUPPLIES, AND PHYSICAL SECURITY. 3.1. FACILITY/AREA. The government shall furnish/make available a facility/area for contractor use. Housekeepers work room with the following: desk, chairs and tables. The facility/area shall be used for performance of said contract only. All facilities/areas provided for contractor use shall be maintained in a clean, organized manner at all times. 3.2. UTILITIES 3.2.1. Electricity. Furnished without cost to the contractor 3.2.2. Water. Furnished without cost to the contractor 3.2.3. Telephone. Telephone service is available for in-house calls only. Service shall not be used for personal calls or for any toll or long-distance calls. Any business use must be directly related to said contract 3.2.4. Conservation of Utilities. Contractor employees will adhere to utility conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities as follow: 1) Light shall be used only in areas when and where work is actually performed. 2) No adjustment of mechanical equipment controls for heating, ventilation air-conditioning system shall be made. 3) Water faucets or valves shall be turned off after required usage. 4) Problem/Abnormalities shall be brought to the attention of the COTR as soon as possible. 3.3. Supplies. The government shall furnish all toilet and cleaning supplies necessary for the maintenance of the Grove City CBOC including disinfectant and germicidal cleaning solutions and compounds. 3.4. Physical Security. All government facilities, equipment, and materials shall be safeguarded by the contractor. At the end of each work period, government facilities, equipment, and materials shall be secured. The contractor shall provide protection to government facilities, equipment, and materials to prevent damage during the period of time the property is under control of, or in the possession of, the contractor. The contractor shall record all available facts related to each instance of damage to government facilities, equipment, or materials and report it to the CO or the COTR within 24 hours of occurrence. The contractor shall be responsible for any damage caused by contract personnel to government facilities, equipment, or materials and shall repair, clean, replace, or restore damaged items to the condition existing immediately prior to the item being damaged, as directed by the CO. 4. CONTRACTOR FURNISHED EQUIPMENT AND CLEANING MATERIALS 4.1. Description 1) The Contractor will be responsible for having a sufficient number of employees available to accomplish the service requirements of this contract. 2) The contractor to provide microfiber materials for all cleaning purposes. 4.2. The Contractor shall furnish and maintain in acceptable condition, at no cost to contract housekeeping employees, all items of uniform and equipment necessary to perform work required by this contract; as discussed in this section. 1) Equipment and Cleaning Materials. Industrial strength wet/dry vacuums, vacuum cleaners, polishers, scrubbers, mops, mop handles, brooms, dust pans, scrappers and double bucket with wringer utility carts and other accessories as required. Microfiber materials (cleaning towels, mops, etc.) shall be used for all cleaning purposes 2) Uniforms. All Contractor employees must wear clean uniformed clothing. Typically, housekeeping/janitorial service personnel wear a shirt or blouse and pants or skirt. The uniform shirts and pants maybe one color, or the shirt one color and the pants a different, darker shade of the same color, i.e., light grey/dark grey, light brown/chocolate, etc. The color and style of uniform must be approved by the Contracting Officer or designee. Approved uniforms and related accessories, listed below: (a) Shirt, long sleeve (b) Shirt, short sleeve (c) Trouser, all season weight (d) Jacket, winter, for outside environmental management (e) Gloves, for outside environmental management (f) Nametag with legible, lettering and identify the housekeeper/janitor by name. NOTE: NO HOUSEKEEPER MAY ENTER ON DUTY WITHOUT WEARING THE PROPER UNIFORM (INCLUDING ACCESSORIES). Each housekeeper on duty shall be equipped with supplementary equipment including, but not limited to, notebooks, pens, pencils, etc., as appropriate to operations. Housekeepers shall not be permitted to provide themselves with any unauthorized supplemental or personals such as either concealed or unconcealed firearms, knives, or other such non-standard items. 5. WORK HOURS: The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will be required to furnish such services in various shifts five (5) days a week excluding weekends and federal holidays. Grove City CBOC daily normal hours of operation are from 8:00a.m. to 4:30p.m. Shift hours may change based on the needs of the facility. The Contracting Officer or designee, reserves the right to change/adjust/establish any hours of performance. The work hours are described below: 5.1. WORK HOURS: Grove City CBOC - Monday thru Friday (except federal holidays) one shift - 4:00p.m. to 8:00p.m. 5.2. FEDERAL HOLIDAYS: The ten holidays observed by the Federal Government, i.e., New Year's Day, Martin Luther King Jr.'s Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a federal holiday. 5.3. NON-WORK HOURS: Except in case of emergency, special events and jobs with the scope of work, the Grove City CBOC will be closed on all Saturdays and Sundays, federal holidays and Monday through Friday from 4:30p.m. until 8:00a.m. the following workday. 6.0 SERVICE PERFORMANCE SUMMARY (SPS): The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor's Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service. Performance ObjectivePWS ParaPerformance ThresholdRemedyMethod of Assessment SS-1 Facility Cleaning Service a. Non-Carpeted Floors b. Carpeted Floors c. Walk-off Mats d. Trash Removal1.1, inclusiveNo more than 5 valid defects per monthRe-performance Within 2 hours of notificationPeriodic Surveillance, customer complaint SS-2 Restrooms/Kitchen Cleaning Services a. Clean and Disinfect b. Floors c. Supplies d. Drinking Fountains e. Trash Removal1.2, inclusiveNo more than 5 valid defects per monthRe-performance Within 2 hours of notificationPeriodic Surveillance, customer complaint SS-3 Periodic Cleaning Services a. Hard Floor Maintenance b. Carpet Restorative Cleaning1.3, inclusive.0 defects per monthRe-performance Within 1 day of notification or a mutually acceptable timeframe to the QAP, customer and contractor.Periodic Surveillance, customer complaint SS-4 Quality Control Inspection procedures are followed and documented in accordance with Contractor's Quality Control Plan (incorporated into contract after award).2.11 valid defect per monthContractor shall provide a written Corrective Action Report.Periodic Surveillance, customer complaint 6.1 Quality Control: The contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Summary. 6.2. Quality Assurance. The government shall inspect and evaluate the contractor's performance to ensure services are received in accordance with requirements set forth in this contract. The Contracting Officer or appointed representative shall inspect conducting rounds, watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. Weekly inspection results will be recorded on the Environment Rounds inspection form. The government reserves the right to inspect at other times. Records and results of inspections then become the official record of the Contractor's performance. When a performance threshold has not been met or contractor performance has not been accomplished, the Contracting Officer will initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt. 6.3 Surveillance Methods. 6.3.1 Periodic Surveillances. This method requires the Contracting Officer to employ a "spot check" style of evaluation based on the contractor's incorporated Cleaning Frequency Schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. The CFS or modified version thereof shall be used for Contracting Officer scheduled inspections and results documentation. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service within 2 hours after notification. Exceeding the performance threshold for any of these performance objectives in any one month period shall result in a warning or letter of concern from the Contracting Officer. Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. 6.3.2 Customer Complaints. The Contracting Officer will receive and investigate complaints. The Contracting Officer shall be responsible for initially validating customer complaints. The Contracting Officer shall make final determination of the validity of customer complaint(s) in cases of disagreement with the Contracting Officer and the Contractor. Validated customer complaints shall be re-performed within 2 hours of notification. Exceeding the performance threshold for performance objectives in any one month period shall result in a warning or letter of concern from the Contracting Officer. Exceeding the performance threshold for performance objectives for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. 6.4 Periodic Progress Meetings. The Contracting Officer and other government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor's performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution. 7. PROVISIONS AND CLAUSES: This solicitation lists one or more clauses by reference with the same force and effect as if they were given in full text (FAR 52.252-2). The provisions at FAR 52.212-1, Instructions to Offerors-Commercial Items, apply to this acquisition with the following addendum to the provisions of the standard provisions. In accordance with Federal Acquisition Regulation FAR 52.212-2 Evaluation-Commercial Items all offers will be considered for BEST VALUE. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation and is most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers. (1) Technical capability. Offerors will be evaluated to the extent which they provide information on their company's ability to manage the services described herein and how they propose to address all tasks in the Statement of work. The proposal is to include their training program, quality assurance program, quality and timeliness of their past performance, compliance with appropriate regulations, and other information that will assure the Government that your company has the resources to perform the contract requirements should they be selected to perform this contract. (2) Past Performance: Offeror shall have relevant experience in providing the same or similar services. Provide three most recent and relevant references that are likely to respond to our request for information regarding your past performance. References should include company's name, location, e-mail address and point of contact information. The references should be very familiar with your company. The Government may contact the offeror's references for information and may review performance ratings on file for prior Government projects the offeror has performed. Past performance information obtained from sources other than those identified by the offeror may be used. (3) Price: Quote for each line item, including but not limited to the requirements listed above. Technical and past performances when combined are significantly more important than price. NOTE: The Government reserves the right to award without discussions, vendors shall submit the most favorable terms. 8. APPROXIMATE FLOORING QUANTITY VCT6190 SF Ceramic 110 SF Flooring must be cleaned according to manufactures instructions. APPENDIX A: Custodial Task Frequency Schedule: Daily: Exam Rooms/Lab - Dust desks, chairs, file cabinets and furniture. Empty all waste, Replace all liners. Wipe exam rooms foot rests. Mop floors Reception area - trash, dust chairs and counters, clean floors. Lobbies - vacuum floors, dust chairs and disinfect arms. Clean, disinfect and polish water fountain, clean front doors glass, frame and thresholds. Spot clean walls and magazine racks. Restrooms - Twice daily: sanitization cleaning of lavatories, all fixtures, floors, toilet seat & bowl (inside and out), mirrors, soap dispensers, trash cans. Refill all dispensers. Wipe underside of sinks and pipes, faucets, paper towel holders, walls, doorknobs, ledges and light switches. Hospital grade germicide will be used on sinks and toilets. All restroom floors shall be damp mopped with hospital grade germicide solution; changed after each restroom. All other areas - replace trash liners as required, not less than twice per week. Spot clean all doors, door frames, and areas around light switches. Floors - shall be dust mopped and wet mopped with disinfectant/detergent as stated in specifications. Break room - shall be dust mopped and wet mopped. All counters, sinks and tables to be cleaned using disinfectant/detergent. Weekly: Buff floors Dust and vacuum Offices and Conference Rooms. All medical waste receptacles wiped down. Thoroughly clean soiled walls, carpets and chairs. Damp wiping of handrails and door frames All air vents shall be dusted. All window ledges and blinds shall be cleaned and dusted. Monthly: Clean/Sanitize wheelchairs, stretchers and patient lifts Windows - inside and out, window sills, window blinds. All light fixtures shall be wiped down. Clean/Sanitize break room appliances: Refrigerator, microwave and Ice Machine Quarterly: Hard-surface floor care (stripping and waxing) for all vinyl composition tile and other hard surface floors that are waxed. Semi-annual: Carpet care (shampooing). No dust building-up in corners, edges or under or behind furniture. (Spots /stains are to be promptly removed) SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS D. 1 DOL Wage Determination--Muskingum County, OH WD 05-2417 (Rev.-15) was first posted on www.wdol.gov on 06/19/2012 ************************************************************************************ REGISTER OF WAGE DETERMINATIONS UNDER | U.S. DEPARTMENT OF LABOR THE SERVICE CONTRACT ACT EMPLOYMENT STANDARDS ADMINISTRATION By direction of the Secretary of Labor | WAGE AND HOUR DIVISION, | WASHINGTON D.C. 20210 | | | Wage Determination No.: 2005-2417 Diane C. Koplewski Division of | Revision No.: 15 Director Wage Determinations| Date Of Revision: 06/13/2012 11122 - Housekeeping Aide $12.54 11150 - Janitor $12.54 D. 2 BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION AND Whereas, (Business Associate) provides services to the Department of Veterans Affairs Veterans Health Administration (Covered Entity); and Whereas, in order for Business Associate to provide services to Covered Entity, Covered Entity discloses to Business Associate Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) pursuant to the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Pub. L. 104-191, 110 Stat. 1936 (1996), and its implementing regulations, 45 C.F.R. Parts 160, 162, and 164 ("the HIPAA Privacy and Security Rules"); and Whereas, the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5, 123 Stat. 115 (2009), pursuant to Title XIII of Division A and Title IV of Division B, called the Health Information Technology for Economic and Clinical Health (HITECH) Act, provides modifications to the HIPAA Privacy and Security Rules; and Whereas, Department of Veterans Affairs Veterans Health Administration is a "Covered Entity" as that term is defined in the HIPAA implementing regulations, 45 C.F.R. § 160.103; and Whereas,, including its employees, officers, contractors, subcontractors, or any other agents, as a recipient of PHI from Covered Entity in order to provide services to Covered Entity, is a "Business Associate" of Covered Entity as that term is defined in the HIPAA implementing regulations, 45 C.F.R. § 160.103; and Whereas, pursuant to the Privacy and Security Rules, all Business Associates of Covered Entities must agree in writing to certain mandatory provisions regarding the Use and Disclosure of PHI and EPHI; and Whereas, the purpose of this Agreement is to comply with the requirements of the Privacy and Security Rules, including, but not limited to, the Business Associate Agreement requirements at 45 C.F.R. § § 164.308(b), 164.314(a), 164.410, 164.502(e), and 164.504(e), as may be amended. NOW, THEREFORE, Covered Entity and Business Associate agree as follows: 1.Definitions. Unless otherwise provided in this Agreement, capitalized terms and phrases that are defined in the Privacy and Security Rules have the same meanings as set forth in the Privacy and Security Rules. When the phrase "Protected Health Information" and the abbreviation "PHI" are used in this Agreement, they include the phrase "Electronic Protected Health Information" and the abbreviation "EPHI." 2.Ownership of PHI. PHI provided by Covered Entity to Business Associate and its contractors, subcontractors, or other agents, or gathered by them on behalf of Covered Entity; under this Agreement are the property of Covered Entity. 3. Scope of Use and Disclosure by Business Associate of Protected Health Information. Unless otherwise limited herein, Business Associate may: A. Make Uses and Disclosures of PHI that is disclosed to it by Covered Entity or received by Business Associate on behalf of Covered Entity as necessary to perform its obligations under this Agreement and all applicable agreements, provided that such Use or Disclosure would not violate the HIPAA Privacy Rule if made by Covered Entity and complies with Covered Entity's minimum necessary policies and procedures; B.Use the PHI received in its capacity as a Business Associate of Covered Entity for its proper management and administration and to fulfill any legal responsibilities of Business Associate; C. Make a Disclosure of the PHI in its possession to a third party for the proper management and administration of Business Associate or to fulfill any legal responsibilities of Business Associate; provided, however, that the Disclosure would not violate the HIPAA Privacy Rule if made by Covered Entity, or is Required by Law; and Business Associate has received from the third party written assurances that (a) the information will be held confidentially and used or further disclosed only for the purposes for which it was disclosed to the third party or as Required By Law, (b) the third party will notify Business Associate of any instances of which it becomes aware in which the confidentiality of the information may have been breached, and (c) the third party has agreed to implement reasonable and appropriate steps to safeguard the information; D. Engage in Data Aggregation activities, consistent with the HIPAA Privacy Rule; and E. De-identify any and all PHI created or received by Business Associate under this Agreement, provided that the de-identification conforms to the requirements of the HIPAA Privacy Rule. 4.Obligations of Business Associate. In connection with its Use or Disclosure of PHI, Business Associate agrees that it will: A.Consult with Covered Entity before making the Use or Disclosure whenever Business Associate is uncertain whether it may make a particular Use or Disclosure of PHI in performance of this Agreement; B.Ensure any employee, officer, contractor, subcontractor, or other agent of Business Associate who has access to PHI receives at a minimum annual privacy and security awareness training that conforms to the requirements of Covered Entity; C.Develop and document policies and procedures and use reasonable and appropriate safeguards to prevent use or disclosure of PHI other than as provided by this Agreement; D.To the extent practicable, mitigate any harmful effect of a Use or Disclosure of PHI by Business Associate in violation of this Agreement that is known or, by exercising reasonable diligence, should have been known to Business Associate; E.Maintain a system or process to account for any Security Incident, Privacy Incident, or Use or Disclosure of PHI not authorized by this Agreement of which Business Associate becomes aware; F.Notify Covered Entity within 24 hours of Business Associate's discovery any incident which may potentially be a data breach, including a HIPAA Electronic Transactions and Code Sets, Privacy, Security or Standard Identifier Incident, or Use or Disclosure of PHI, whether secured (PHI which has been destroyed or in the alternative has been rendered unreadable, unusable or undecipherable) or unsecured (PHI not secured through the use of a technology which renders it unusable, unreadable, or indecipherable through methodology specified by HHS in guidance issued under § 13402(h)(2) of the HITECH Act), not provided for by this Agreement and promptly provide a report to Covered Entity within ten (10) business days of the notification; (1) An incident will be considered any physical, technical or personal activity or event that increases risk of inappropriate or unauthorized use or disclosure of PHI or causes Covered Entity to be considered non-compliant with the HIPAA Privacy and Security Rules; (2) A breach, as defined in 45 C.F.R. § 164.402, is an unauthorized acquisition, access, use or disclosure of PHI in a manner not permitted under the HIPAA Privacy Rule which compromises the security or privacy of the PHI by posing a significant risk of financial, reputational, or other harm to the individual; (3) A breach, consistent with 45 C.F.R. § 164.410(a)(2), will be treated as discovered as of the first day on which such breach is known to Business Associate or, by exercising reasonable diligence, would have been known to Business Associate, or any employee, officer, contractor, subcontractor, or other agent of Business Associate; (4) Notification will be made by Business Associate to the Director, Health Data & Informatics by telephone, 202-461-5839 or secure fax of any HIPAA Electronic Transactions and Code Sets, Privacy, Security or Standard Identifier Incident, or Use or Disclosure of PHI not provided for by this Agreement; and (5) A written report of the incident, submitted to the Director, Health Data & Informatics within ten (10) business days after initial notification, will document the following: (a). The identification of each individual whose PHI has been, or is reasonably believed by Business Associate to have been accessed, acquired, used, or disclosed during the breach; (b). A brief description of what occurred, including the date of the breach and the date of the discovery of the breach (if known); (c). A description of the types of secured and/or unsecured PHI that was involved; (d). Any steps that Business Associate believes individuals should take to protect themselves from potential harm resulting from the breach; (e). A description of what is being done to investigate the breach, to mitigate further harm to individuals, and the reasonable and appropriate safeguards being taken to protect against future breaches; and (f). Any other information described in 45 C.F.R. § 164.404(c); (g). This report should be documented as a letter and sent to: Director, Health Data & Informatics Department of Veterans Affairs - Veterans Health Administration Office of Information (19F) 810 Vermont Avenue NW Washington, DC 20420 Phone: 202-461-5839 Fax: 202-273-9386 G.Implement administrative, physical, and technical safeguards and controls for the PHI that Business Associate receives, maintains, or transmits on behalf of Covered Entity, including policies, procedures, training, and sanctions, in compliance with Federal Information Security Management Act (FISMA), Pub. L. No. 107-347, 116 Stat. 2946 (2002); the HIPAA Privacy and Security Rules, 45 C.F.R. Parts 160, 162, and 164; standards and guidance from the Office of Management and Budget and the National Institute of Standards and Technology; and other laws, regulations, and policies pertaining to safeguarding VA Sensitive Data; H.Require contractors, subcontractors, or other agents to whom Business Associate provides PHI received from Covered Entity to agree to the same restrictions and conditions that apply to Business Associate pursuant to this Agreement, including implementation of administrative, physical, and technical safeguards and controls, including policies, procedures, training and sanctions, in compliance with the above-referenced legal authorities; I.If Business Associate maintains PHI in a Designated Record Set or Privacy Act System of Records, within ten (10) business days of receiving a written request from Covered Entity: (1) Make available PHI in the Designated Record Set or System of Records necessary for Covered Entity to respond to individuals' requests for access to PHI about them that is not in the possession of Covered Entity; (2) Incorporate any amendments or corrections to the PHI in the Designated Record Set or System of Records in accordance with the Privacy Act and the HIPAA Privacy Rule; and (3) Maintain the information necessary to document the disclosures of PHI sufficient to make an accounting of those disclosures as required under the Privacy Act, 5 U.S.C. § 552a, and the HIPAA Privacy Rule, and within ten (10) days of receiving a request from Covered Entity, make available the information necessary for Covered Entity to make an accounting of Disclosures of PHI about an individual in the Designated Record Set or System of Records; J.Utilize only contractors, subcontractors, or other agents who are physically located within a jurisdiction subject to the laws of the United States and ensure that no contractor, subcontractor, or agent maintains, processes, uses, or discloses PHI received from Covered Entity in any way that will remove the PHI from such jurisdiction. Any modification to this provision must be approved by Covered Entity in advance and in writing; K.Provide satisfactory assurances that the confidentiality, integrity, and availability of the PHI provided by Covered Entity under this Agreement are reasonably and appropriately protected; L. Upon completion or termination of the applicable contract(s) or agreement(s), return and/or destroy, at Covered Entity's option, the PHI gathered, created, received, or processed during the performance of the contract(s) or agreement(s). No data will be retained by Business Associate, or contractor, subcontractor, or other agent of Business Associate, unless retention is required by law or regulation and specifically permitted by Covered Entity. As deemed appropriate by and under the direction of Covered Entity, Business Associate shall provide written assurance that all PHI has been returned to Covered Entity or destroyed by Business Associate. If immediate return or destruction of all data is not possible, Business Associate shall notify Covered Entity and assure that all PHI retained will be safeguarded to prevent unauthorized Uses or Disclosures; M.Be liable to Covered Entity for liquidated damages in the event of a data breach involving any PHI maintained or processed by Business Associate under this Agreement; N.Be liable to Covered Entity for any civil or criminal penalties imposed on Covered Entity under the HIPAA Privacy and Security Rules in the event of a violation of the Rules as a result of any practice, behavior, or conduct by Business Associate; O.For the purpose of determining compliance with this Agreement and underlying agreements, Business Associate will make available to Covered Entity its practices, policies and procedures; and P.Make available to the Secretary of Health and Human Services Business Associate's internal practices, books, and records, including policies and procedures, relating to the Use or Disclosure of PHI for purposes of determining Covered Entity's compliance with the Privacy and Security Rules, subject to any applicable legal privileges. 5.Obligations of Covered Entity. Covered Entity agrees that it: A.Has obtained, and will obtain, from Individuals any consents, authorizations, and other permissions necessary or required by laws applicable to Covered Entity for Business Associate and Covered Entity to fulfill their obligations under this Agreement; B.Will promptly notify Business Associate in writing of any restrictions on the Use and Disclosure of PHI about Individuals that Covered Entity has agreed to that may affect Business Associate's ability to perform its obligations under this Agreement; and C.Will promptly notify Business Associate in writing of any change in, or revocation of, permission by an Individual to use or disclose PHI, if such change or revocation may affect Business Associate's ability to perform its obligations under this Agreement; 6.Material Breach and Termination. A. Termination for Cause. Upon Covered Entity's knowledge of a material breach by Business Associate, Covered Entity shall either: (1) Provide an opportunity for Business Associate to cure the breach or end the violation; (2) Terminate this Agreement and underlying contract(s) if Business Associate does not cure the breach or end the violation within the time specified by Covered Entity; (3) Immediately terminate this Agreement and underlying contract(s) if cure is not possible; or (4) If Business Associate has breached a material term of this agreement and neither termination nor cure is feasible, Covered Entity will report the violation to the Secretary of Health and Human Services. B. Termination Upon Review. This Agreement may be terminated by Covered Entity, if appropriate, upon review as defined in Section 12 of this Agreement. C. Automatic Termination. This Agreement will automatically terminate upon completion of the Business Associate's duties under all underlying agreements or by mutual written agreement to terminate underlying agreements. D. Effect of Termination. Termination of this Agreement will result in cessation of activities by Business Associate involving PHI under this Agreement. 7.Amendment. Business Associate and Covered Entity agree to take such action as is necessary to amend this Agreement for Covered Entity to comply with the requirements of the Privacy and Security Rules or other applicable law. 8.No Third Party Beneficiaries. Nothing expressed or implied in this Agreement is intended to confer, nor shall anything herein confer, upon any person other than the parties and their respective successors or assigns, any rights, remedies, obligations, or liabilities whatsoever. 9.Other Applicable Law. This Agreement does not and is not intended to abrogate any responsibilities of the parties under any other applicable law. 10. Effect of Agreement. With respect solely to the subject matter herein, in the case of any conflict in terms between this Agreement and any other previous agreement or addendum between the parties, the terms of this Agreement shall control and supersede and nullify any conflicting terms as it relates to the parties. 11. Effective Date. This Agreement shall be effective on last signature date below. 12. Review Date.The provisions of this Agreement will be reviewed by Covered Entity every two years from Effective Date to determine the applicability of the agreement based on the relationship of the parties at the time of review. Department of Veterans Affairs COMPANY/ORGANIZATION Veterans Health Administration By: By: Name: Name: Title: Title: Date: Date: SECTION E - SOLICITATION PROVISIONS E.1 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (1) Technical capability. Offerors will be evaluated to the extent which they provide information on their company's ability to manage the services described herein and how they propose to address all tasks in the Statement of work. The proposal is to include their training program, quality assurance program, quality and timeliness of their past performance, compliance with appropriate regulations, and other information that will assure the Government that your company has the resources to perform the contract requirements should they be selected to perform this contract. (2) Past Performance: Offeror shall have relevant experience in providing the same or similar services. Provide three most recent and relevant references that are likely to respond to our request for information regarding your past performance. References should include company's name, location, e-mail address and point of contact information. The references should be very familiar with your company. The Government may contact the offeror's references for information and may review performance ratings on file for prior Government projects the offeror has performed. Past performance information obtained from sources other than those identified by the offeror may be used. (3) Price: Quote for each line item, including but not limited to the requirements listed above. Technical and past performances when combined are significantly more important than price. NOTE: The Government reserves the right to award without discussions, vendors shall submit the most favorable terms. Technical and past performance, when combined, are significantly more important than price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) APPENDIX A GROVE CITY OUTPATIENT CLINIC FLOOR PLAN
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BreVAMC/VAMCCO80220/VA25012R0775/listing.html)
 

Document(s)

Attachment
 

File Name: VA250-12-R-0775 VA250-12-R-0775.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=461775&FileName=VA250-12-R-0775-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=461775&FileName=VA250-12-R-0775-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Grove City Community Outpatient Clinic;1955 & 1957 Ohio Ave., Grove City, OH

Zip Code: 43123
 

Record

SN02863068-W 20120901/120831001401-7de0214c56226ce75e6d4c77e2f2c5e6 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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