Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 25, 2013 FBO #4292
DOCUMENT

S -- Janitorial Services - MON - Attachment

Notice Date

8/23/2013
 

Notice Type

Attachment
 

NAICS

561720 — Janitorial Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office;NCO 19;4100 E. Mississippi Avenue, Suite 900;Glendale CO 80246
 

ZIP Code

80246
 

Solicitation Number

VA25913R0391
 

Response Due

8/30/2013
 

Archive Date

9/29/2013
 

Point of Contact

Ricky Robins
 

E-Mail Address

robins@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

PRE-SOLICITATION NOTICE RFQ VA259-13-R-0391 JANITORIAL SERVICES The Fort Harrison, Montana VA Medical Center and Network Contracting Office (NCO) 19 is contemplating an award of a Firm Fixed Price contract for Janitorial Services for eight different clinics and one community living center resulting from a forthcoming solicitation. The proposed contract will be issued to one contractor for a commercial firm fixed price contract type. The period of performance (PoP) for this contract will be one base year with additional four (4) one year option periods. Anticipated base year PoP is January 1, 2014 through December 31, 2014. The solicitation will be a 100% set aside for Service Disabled Veteran Owned Small Businesses (SDVOSB) to send in a proposal. The solicitation is expected to be published on Monday, August 26 and remain open for 30 days. Expected solicitation closing date is Monday, September 23. Attached is a copy of the Performance Work Statement. Ricky Robins, Contracting Officer ricky.robins@va.gov ? PERFORMANCE WORK STATEMENT-JANITORIAL SERVICES 1.0 INTRODUCTION The Veterans Health Administration (VHA) is the Nation's largest integrated health care system. With a medical care appropriation of more than $47 billion, VHA employs more than 239,000 staff at over 1,400 sites, including hospitals, clinics, nursing homes, domiciliary occupancies, and Readjustment Counseling Centers. In addition, VHA is the Nation's largest provider of graduate medical education and a major contributor to medical research. The mission of the VHA is to honor America's Veterans by providing exceptional health care that improves their health and well-being. 2.0 SCOPE OF WORK The Contractor shall provide all management, labor, transportation, supervision, training, equipment, supplies and materials needed to provide janitorial/aseptic housekeeping services for the VA Montana Health Care System's (VAMTHCS) Community Based Outpatient Clinics (CBOCs) and Community Living Center (CLC) as specified in this Performance Work Statement (PWS). Performance standards will be according to the requirements contained in this PWS. All work shall be accomplished in accordance with Federal, State, and local regulations. The applicable federal regulations that are included but not limited to are the following: current Joint Commission on Accreditation of Healthcare Organizations (JCAHO) Manuals (JC); Occupational Safety and Health Agency (OSHA); Environmental Protection Agency (EPA) and Hazardous Materials requirements; Center for Disease Control (CDC); and all regulations cited in this contract; all applicable local, state, and federal laws, regulations, codes and directives and industry standards. JCAHO establishes the facility and management standards for VA facilities. The VA is committed to maintaining JCAHO approved health care facilities. The Contractor shall provide the services stated in the PWS at the rates set forth which includes all applicable taxes, assessments, and related charges, including adjustments for it. The Contractor will provide all the necessary equipment to perform such services and all such equipment shall comply with all applicable federal, state, county, and municipal laws, regulations, guidelines and permits. 2.1 LOCATIONS/REQUIREMENTS Janitorial/aseptic services shall be provided by the contractor for eight (8) Community Based Outpatient Clinics (CBOC) and one Community Living Center (CLC) within the state of Montana. Anaconda CBOC 118E. 7th Street Anaconda, MT 59711 Phone: 406-496-3000 Fax: 406-496-3030 Clean offices, exam rooms, hallways, lobby and staff areas. Approximately a total of 2,029 Sq Ft. Billings CBOC 1775 Spring Creek Lane Billings, MT 59102 Phone: 406-373-3500 Fax: 406-373-3520 Clean offices, exam rooms, procedure rooms, lobby, hallways and staff areas. Approximately a total of 25,000 Sq Ft. Billings Mental Health/C&P/Lab 2345 King Avenue West Billings, MT 59102 Phone: 406-373-3500 FAX: 406-373-3456 Clean offices, exam rooms, procedure rooms, lobby, hallways and staff areas. Approximately a total of 13,565 Sq Ft Bozeman CBOC 300 N. Willson, Suite 703G Bozeman, MT 59715 Phone: 406-582-5300 Fax: 406-582-5399 Clean offices, exam rooms, procedure rooms, lobby, hallways and staff areas. Approximately a total of 3,963 Sq Ft Great Falls CBOC 1417 9th Street South VHA Suite 200 ; VRE Suite 301 Great Falls, MT 59405 Phone: Extension 3202 (Clerk/LPN) Phone: 406-791-3200 Fax: 406-791-3230 Clean offices, exam rooms, lobby, hallways and staff areas. Approximately a total of 4,250 Sq Ft Kalispell CBOC Three Mile Professional BLDG 31 Three Mile Drive, STE 102 Kalispell, MT 59901 Main Phone: 406-758-2700 Extension 2714/2716 (Clerk/LPN) Fax: 406-758-2750 Clean offices, exam rooms, procedure rooms, lobby, hallways and staff areas. Approximately a total of 5,417 Sq Ft Missoula CBOC 2687 Palmer St., Suite C Missoula, MT 59808 Main Phone: 406-493-3700 Extension 3750 (Clerk/LPN) Clean offices, exam rooms, procedure rooms, lobby, hallways and staff areas. Approximately a total of 18,021 Sq Ft Miles City CBOC/CLC 210 S. Winchester Miles City, MT 59301 Main Phone: 406-874-5600 Clinic: 406-874-5675 CLC: 406-874-5800 Clean offices, exam rooms, procedure rooms, lobby, hallways, staff areas and Community Living Center (CLC) areas. Approximately a total of 26,128 Sq Ft 2.2 SERVICES REQUIRED The contractor shall perform daily cleaning services at each location to meet the requirements for high quality patient care, sensitivity to proper scheduling to meet medical and patient needs and sanitation for infection control and prevention purposes. Should a contract employee discover any damaged floor, carpet, furniture or equipment, they shall report it to the Contracting Officer Representative (COR) or facility Point of Contact (POC). General Area Cleaning - All Facilities (Daily) Floors - All non-carpeted floors shall be swept, dust mopped, damp mopped, wet mopped, dry buffed and spray buffed as needed to ensure a uniform, glossy appearance and free from visible dirt, debris, dust, scuff marks, heel marks and other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. The contractor shall move chairs, trash receptacles and other easily moveable items to maintain floors underneath these items. All moved items shall be returned to their original and proper position. Carpets - Vacuum all carpeted areas and area throw rugs to ensure all are free of visible dirt, debris, litter and other foreign matter. Spot clean any heavily soiled or stained areas. Trash - Remove trash and replace plastic liner. Remove all boxes, cans and papers placed near a trash receptacle marked "TRASH". Clean interior and exterior of trash receptacle from all dust, dirt and debris as needed to ensure a clean appearance. Remove all trash from the facility upon collection. No trash shall be left unattended in hallways, offices, etc. Drinking Fountains - Clean and sanitize all exterior areas to include fountain nozzle, lever, drain, tub area and radiator vent from all dust, dirt and debris. Interior Glass/Mirrors - Clean all interior glass and mirrors including glass in doors, partitions, walls, display cases, directory boards, etc. Spot Cleaning - General spot cleaning to include removing finger prints, smudges, streaks, spills, from washable surfaces of all walls, doors, handles, kick plates, light switches and fixtures. Dusting - General dusting of chairs, common areas, cabinets, window sills, handrails, furniture, vents, etc. Ceilings - Vacuum or damp dust ceilings (as needed) to assure all dust, streaks, and cobwebs are removed. The immediate vicinity of air ducts in acoustical tile ceilings shall be kept clean and free of debris. Exam and Procedure Rooms - Clean and disinfect sinks, counter tops and exam table surfaces, wheels and supports. Replenish paper towel dispensers, soap dispensers and hand sanitizer dispensers. Patient Rooms/Common Areas in Miles City (CLC) - Clean and sanitize all tables, chairs and door handles removing all dust, dirt and debris. Remove any trash from trash receptacle and replace plastic liner. Eating Area in Miles City (CLC) - Clean dining tables after each meal period. Sweep and mop floors after each meal. Cooking Area in Miles City (CLC) - Clean and degrease all vertical tiles. Clean and disinfect all horizontal surfaces. Clean and mop floors thoroughly after last meal of the day. Restrooms - All Facilities (Daily) Clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, tubs, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, disposal can for feminine hygiene products and other such surfaces. 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. Floors - Sweep and mop floors. Floor surfaces, including grout, shall be free from litter, dirt, dust and debris. 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 swept and mopped underneath. Trash - Remove all trash and replace plastic liners. Clean and sanitize interior and exterior of trash receptacle from all dust, dirt and debris as needed to ensure a clean appearance. Restroom Supplies - Replenish all toilet paper, paper towels, toilet seat covers, soap and hand sanitizer dispensers. Periodic Cleaning - All Facilities In addition to routine daily cleaning, the following periodic task cleaning shall be performed at the frequencies specified or more frequently if necessary. The contractor shall coordinate a cleaning schedule with the COR or facility POC within one week of award of contract. The exact date the task is to be started and completed must be specified. The COR or facility POC must approve any changes to the contractor's schedule in advance. Floors - (Annual). Strip, Scrub, seal and wax all floors. A non-skid wax is required. Provide a uniform glossy appearance free of scuffmarks, heel marks, wax build-up and other stains and discoloration. Carpets - (Semi-Annual). Shampoo carpets. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles and other easily moveable items shall be moved to clean carpets underneath and returned to their original location after carpet is completely dry. Drinking Fountains - (Weekly). Thoroughly clean radiator vent from all dirt and debris. Privacy Curtains - (Semi-Annual or as required). Clean all privacy curtains. After cleaning, all curtains shall have a clean, uniform appearance, free of streaks, spots and other evidence of soil. Interior Window Blinds - (Weekly). Clean all window blinds from dust, dirt and debris. Wash with detergent as required. Window Drapes - (Annual or as required). Vacuum clean all front and back of all drapes removing all dust, dirt and debris. Interior Windows - (Quarterly or as required). Clean all interior windows, window frames and window sills from all traces of film, dirt, smudges, water and other foreign matter. Exterior Windows - (Annual). Clean all exterior windows and window screens on ground level of building up to 10' from all traces of film, dirt, smudges, water and other foreign matter. High Dusting - (Weekly). Dust all fans, light fixtures, vents, air ducts and all horizontal surfaces below 10' from the floor. After high dusting, all dust, lint, litter and dry soils shall be removed from all surfaces. Nursing Home Beds in Miles City CLC - (Weekly). Clean and disinfect patient beds (mattress, mattress platform and rails) from all dust, dirt and debris. After cleaning, beds will be free of deposits, dirt, stains, streaks, and odors. Patient Rooms in Miles City CLC - (As Required). Thoroughly clean patient rooms upon patient vacating. Rooms shall have the tile floors stripped, waxed and buffed. All windows cleaned. High and low dusting of all ceilings, walls and furniture. Thorough cleaning and sanitizing of restroom to include toilet, sink and shower. The room will be free from all dirt, dust and debris and be ready for another patient to move in. 2.3 SUPPLIES Unless specifically stated as government provided, the Contractor shall provide their own equipment and cleaning supplies to perform all tasks of the contract. The Contractor shall provide all toilet paper, paper towels, hand soap, hand sanitizer, toilet seat covers and trash receptacle plastic liners. The Contractor shall stock sufficient quantities of supplies to ensure employees and patients do not go without product. Supplies shall be stored in designated areas, no overstocking shall be allowed. If supplies run out prior to next service period, the contractor will refill within two (2) hours of notification. All materials and cleaning supplies used in the performance of services under this contract shall be in compliance with industry standards, local, state and federal laws, and shall be used in accordance with the manufacturer's recommendations. The contractor shall provide Material Safety Data Sheets (MSDS) for all chemicals used to ensure the safety of the occupants and employees that may come in contact with such chemicals. All MSDS shall be easily assessable for anyone needing information about an accidental chemical incident to include janitorial and clinic staff. 2.4 DAILY OPERATION / WEEKENDS / HOLIDAYS 2.4.1 ALL FACILITIES (WITH THE EXCEPTION OF MILES CITY CLC) Each Facility operates Monday through Friday 8:00am to 4:30pm. The contractor shall provide daily service (Monday through Friday) for all facilities starting at 4pm. No weekend or holiday service is required at any facility. 2.4.2 MILES CITY CLC The Miles City CLC operates 24/7/365. The contractor shall provide daily service (Monday through Sunday and all holidays) starting at 8:00am through 6:30pm. 2.4.3 HOLIDAYS The 10 national holidays observed by the Federal Government are as follows: New Year's DayLabor DayMartin Luther King's Birthday Columbus DayPresidents DayVeterans Day Memorial DayThanksgiving DayIndependence Day Christmas Day Or any other day specifically declared by the President of the United States to be a National Holiday. 2.4.4 BILLINGS CBOC The Billings CBOC will be relocating in the February/March 2014 timeframe. It is not anticipated that janitorial services for the new location will be required. The Billings CBOC portion of this contract therefore shall be only for an anticipated six (6) month period, October 1, 2013 through March 31, 2014. A specific date that services shall end will be provided to the contractor in 2014 when the exact relocation date is known. 3.0 PERSONNEL Contractor employees will not be considered or treated as federal employees for any purpose, will not be regarded as performing a personal service, and will not be eligible for civil service employee benefits, including retirement. Contractor employees shall identify themselves as Contractor employees in all communication modes used in performing the services, e.g. email, telephone, verbal. Services furnished by contractor employees will be performed as necessary to fulfill the requirements of this PWS. All Contractor employees shall be trained in the proper janitorial sanitation requirements and that training shall be documented in each employee training records to be viewed by COR upon request. The Contracting Officer reserves the right to request the Contractor to provide another employee if an employee does not obey VAMC directives, or does not act in the best interest of the Government. 3.1 EDUCATION AND TRAINING REQUIREMENTS. The Contractor shall provide trained contract employees at all the facilities for proper sanitation requirements unique to hospital and clinic settings. Infection control is of paramount importance to the VA. Contract employees shall be educated and trained prior to them beginning work in the knowledge and awareness of housekeeping service requirements for Health Care Services provided by the contractor. The Contractor shall be able to provide certification of all contract employees training records for review by VA Infection Control Nurse, Hospital Safety Office and the COR. 4.0 SPECIAL CONTRACT REQUIREMENTS 4.1 CONTRACTOR SUBMITTALS Prior to commencement of any work, the Contractor shall submit to the Contracting Officer: a.Quality Assurance Plan b.Housekeeping Schedule 4.2 EATING, DRINKING, SMOKING Eating, drinking and smoking by contract employees are permitted in designated areas only. 4.3 INTERFERANCE TO NORMAL FUNCTIONS Contract employees are required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of patients, personnel, equipment and carts. 4.4 DISPOSAL OF HAZARDOUS WASTE Contract employees shall not dispose of any chemical containers or any other materials contaminated by the cleaning chemicals in any location except as specified by the COR or facility POC. 5.0 QUALITY CONTROL / ASSURANCE The Contractor is responsible for ensuring services are performed in accordance with PWS requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the following areas: -An inspection system covering all performance requirements specified in the contract. -A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. -A file of all inspections conducted by the Contractor Supervisor and the corrective action taken. This documentation shall be made available to the Government during the term of the contract. -All aspects of the contract work and performance will be in total compliance with JCAHO and OSHA requirements and other regulatory agencies. 5.1 QUALITY ASSURANCE EVALUATION PLAN - CONTRACTOR The Contractor shall develop a Quality Assurance Plan for all work performed under this contract. The Contractor's Quality Assurance Plan shall be submitted to the COR and Contracting Officer no later than ten (10) calendar days from the date of the contract award for review/approval. The contractor shall conduct detailed, written inspections of at least 20% of the area of responsibility listed in the PWS on a weekly basis. The Contractor's supervisor, manager and employees shall review the written inspection. Discrepancies shall be corrected within one (1) workday. A copy of the inspection report shall be provided to the COR or facility POC. 5.2 QUALITY ASSURANCE EVALUATION PLAN - GOVERNMENT The COR or facility POC shall monitor the Contractor's performance under this contract on a daily basis. The COR or facility POC along with the Contractor's supervisor shall jointly conduct an informal inspection of all areas covered in the contract quarterly. 6.0 SAFETY The Contractor shall display appropriate warning signs in all areas where housekeeping operations may cause traffic obstructions or personal hazard conditions. The cleaning of lobbies and corridors resulting in a temporarily wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas. Contract employees shall interrupt their work at any time to allow passage of hospital patients, personnel, equipment or carts. 7.0 PROPERTY DAMAGE / LOSS All tasks completed by the Contractor employees shall be performed to preclude damages or disfigurement of any Government owned furnishings, fixtures, equipment, and architectural or building structures. The contractor will report any damage or disfigurement to these items caused by the Contractor. This report will be provided to the COR or facility POC. The Contractor shall be held responsible for replacing or paying for the replacement of any government owned furnishings that are damaged from the result of the Contractor's employee. The Government shall not be held responsible for any of the Contractor's property that may be damaged, lost or stolen. 8.0 INFORMATION SECURITY AND PRIVACY 8.1 PATIENT SECURITY AND PRIVACY 8.1.1 GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR. 8.1.2 SECURITY INCIDENT INVESTIGATION The term "security incident" means an event that has, or could have, resulted in an unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to the VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/VA25913R0391/listing.html)
 

Document(s)

Attachment
 

File Name: VA259-13-R-0391 VA259-13-R-0391_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=965614&FileName=VA259-13-R-0391-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=965614&FileName=VA259-13-R-0391-001.docx

 

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

Record

SN03161182-W 20130825/130824000339-e11b940f26b95f53e1b7fbae67cf94dc (fbodaily.com)
 

Source

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

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