Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 05, 2017 FBO #5734
DOCUMENT

65 -- JANITORIAL SERVICES, SPARTANBURG, SC VA COMMUNITY BASED OUTPATIENT CLINIC (CBOC) - Attachment

Notice Date

8/3/2017
 

Notice Type

Attachment
 

NAICS

561720 — Janitorial Services
 

Contracting Office

Department of Veterans Affairs;W.J.B. Dorn VA Medical Center;6439 Garners Ferry Road;Columbia SC 29209-1639
 

ZIP Code

29209-1639
 

Solicitation Number

VA24717Q0908
 

Response Due

8/14/2017
 

Archive Date

10/13/2017
 

Point of Contact

JOSEPH LOCKE
 

E-Mail Address

6-4000,
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

PERFORMANCE WORK STATEMENT Janitorial Services Spartanburg, South Carolina Community Based Outpatient Clinic (CBOC) GENERAL: The contractor shall furnish all personnel, equipment, travel, and supplies necessary to provide janitorial services located at the Spartanburg VA Community Based Outpatient Clinic (CBOC), 279 North Grove Medical Park, Spartanburg, SC 29303. BACKGROUND: The WJB Dorn VA Medical Center in Columbia, SC, currently includes six Community-Based Outpatient Clinics (CBOCs) as well as a multi-specialty CBOC that are geographically dispersed throughout the State of South Carolina in order to provide Health Care services for our Veteran population. The Spartanburg CBOC is a 10,500 NUSF building that provides Primary Care, Mental Health, Tele-Health, Laboratory, and other service for the Veterans in the area. PERIOD OF PERFORMANCE: One Base year with the possibility of four one year option periods. Base Year: 1 Oct 2017 30 Sep 2018 1st Option Period 1 Oct 2018 30 Sep 2019 2nd Option Period 1 Oct 2019 30 Sep 2020 3rd Option Period 1 Oct 2020 30 Sep 2021 4th Option Period 1 Oct 2021 30 Sep 2022 PLACE OF PERFORMANCE: Department of Veterans Affairs WJB Dorn VA Medical Center Spartanburg Community Based Outpatient Clinic (CBOC) 279 North Grove Medical Park Spartanburg, SC 29303 PERFORMANCE REQUIREMENTS: Contractor shall provide janitorial services Monday through Friday (excluding Federal Holidays). Coverage must include physical presence of a lead, working supervisor, or other responsible party. Coverage also includes the presence of a day porter for a three hour midday period. All floor work must be performed after 5:00pm and is subject to scheduled events. Federal Holidays are New Year s Day, Martin Luther King Jr Birthday, Washington s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved (See 29 CFR 4174). For the Spartanburg CBOC, Contractor shall provide janitorial services for a combined approximate area of 10,500 square feet of clinical building space, which is approximately two-thirds carpeted and one-third tile (VCT). Areas include waiting areas, exam rooms, offices, break areas, and restrooms. The Spartanburg CBOC serves an average of 125 visitors per day, Monday through Friday. In the performance of this contract, the Contractor shall take all such safety and infection control precautions as necessary to protect the lives and health of occupants of the building. The Contractor will provide a training program that describes initial training and annual training for all janitorial staff. Such training must be conducted by a qualified trainer and must include training infection control (Blood borne Pathogens), the proper handling of infectious waste and hazardous chemicals and proper use of personal protective equipment. Contract will ensure documentation of all training is provided to the Contracting Officer at least quarterly with all employee lists kept up to date as turnover occurs. A Daily Cleaning Schedule shall be submitted and approved by the COR prior to start of contract. Any and all changes shall be in writing and approved by the COR. Daily Cleaning Schedule shall describe in sufficient detail how Contractor will maintain entire facility as to trash removal, dusting, vacuuming, dust/sweep and damp mopping, buffing (an any other tasks) to provide a clean, safe and attractive environment for both VA staff and patients. A Periodic Schedule shall be submitted and approved by the COR prior to start of contract. Any changes shall be in writing and approved by the COR. Periodic schedule shall be a calendar type report to include infrequent tasks such as scrubbing, stripping, recoating, window washing, and any other contract tasks. Schedule must be detailed enough and updated to allow the COR to coordinate with VA staff and security for work to be performed in a timely manner with minimal disruption of service being provided to patients. Contractor is required to document any and all areas that were not maintained and the reason. Such reports will be provided to COR when requested. Any failure to cooperate with Contractor by VA staff or security must be reported to the COR for review and remedy. Strip, scrub, and re-coat must have a uniform, glossy appearance free of scuffs and obvious soil with baseboards, clean in appearance, free of dust and obvious soils (relative to age). Contractor shall coordinate with VA regarding pest control spray cycle so that product is allowed to be effective before removal. Corners and baseboards shall be free of wax buildup, discoloration, irregular stripping lines, hair, debris and anything else that would detract from the overall appearance of the floors. This includes all common areas that are easily accessible as well as restricted areas subject to accessibility through security. The Contractor shall not apply any floor finish (wax) to any ceramic tile floor or any surface with grout areas as they are intended for low maintenance and do not require a high gloss appearance. Saniglaze or other similar treatments are permissible through prior coordination and approval with the COR. Unless otherwise specified, floors should be maintained with sweeping/vacuuming and damp mopping with a neutral detergent. Use of stronger products (high or low pH) should only be performed for periodic cleaning with all products completely removed upon completion. Floors can be buffed with an appropriate brush or buffing pad to give a uniform patina, floors should not be slippery due to any finish (wax) or other products applied to it to generate a high gloss shine. Results should be a safe, slip resistant surface with a clean, uniform appearance for floor, grout, corners and edges. Less hazardous, water-soluble alternatives should be used in place of cleaners with hazardous ingredients when at all possible, using Micro-Fiber cloths and Neutral Detergents. The Contractor shall be responsible for dusting surfaces and cleaning windows as per the attached cleaning schedule. All high surface dusting, window cleaning, and light cleaning will be performed monthly. All accumulated rubbish both interior and exterior is to be removed and disposed of in the dumpster provided by the building owner. The Contractor will collect infectious waste each day and place and secure in appropriate containers in the Bio Hazard Collection Room for pickup by another source. Sharps containers should be monitored daily and replaced as needed. Once close to the full line, sharps containers should be removed and secure in appropriate containers in the Bio Hazard Collection Room for pickup. The Contractor shall comply with all applicable Federal, State, and local safety and fire regulations and codes. The Contractor will keep abreast of and comply with changes in these regulations and codes applicable to the contract. All material and equipment used in performance of this contract shall be removed from the facility or stored properly at the end of the work day and secured during the work day. Damage to the building or its contents or loss of government property in excess of $300.00 will require completion of a Report of Survey and an investigation may also be conducted. The responsible party shall be required to either replace or submit payment for the damage or loss. PERSONNEL: The Contractor s personnel shall follow all applicable policies of the Spartanburg VA CBOC to include policies concerning fire/disaster preparedness programs and infection control policies. The Contractor or his/her supervisor will visit the outpatient clinic with contractor personnel before performance under the contract for the purpose of orientation and site/equipment orientation. The Contractor is responsible for their staff a Safety Program. Such program shall include documentation of training of all staff in topics such as emergency evacuation, lifting, chemical usage, equipment usage, PPE usage and any or other appropriate training. The Contractor shall immediately correct any fire and safety deficiencies caused by janitorial staff. Flammable chemicals and cloths must be handled in such a way as to eliminate or minimize the possibility of combustion or injury. When in doubt the products should be physically removed from the facility. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of the work, and hold the Contractor in default of the contract. Contractor must provide an acceptable training program for COR review and acceptance 10 days prior to contract start date. Such program must include documentation of on-going training of all staff in correct procedures in regards to cleaning, safety, chemical use, and equipment use. Contractor must consider the healthcare setting and provide training to staff in applicable safety precautions and special requirements. Training will include infection control, the proper handling of infectious waste and hazardous chemicals and the proper use of personal protective equipment. This training will include but is not limited to such environmental conditions as cleaning of human secretion, blood, barium, etc; both floor and wall stain removal. Staff is required to use appropriate personal protective equipment and follow proper infection control guidelines. This training will be provided by the Contractor and accomplished prior to commencement of duties. Documentation of such training will be provided to the Contracting Officer s Representative as staff is replaced. It is the Contractor s responsibility to provide workers compensation, liability insurance and similar coverage for their employees. SUPERVISION: Contractor shall provide supervisory oversight to manage a facility of this complexity and standards. Contractor shall provide COR documented certification upon request. Failure to provide such documentation can be supplemented by a training plan acceptable to the COR. Documentation and references of previous employment will be required. The Contractor shall provide the name and contact information of the supervisor to the COR prior to performance under this contract. The Contractor shall provide the level of supervision to ensure employees are properly performing all duties as specified in accordance with contract. As a Non-Personal Services contract, staff are not considered VA Employee. Contractor retains all control over staff and responsibility for direct supervision. Contract staff may not supervise VA Staff, but may provide direction and instruction as required by duties. Daily activity is monitored and managed by the primary or alternate COR. MINIMUM QUALIFICATIONS STANDARDS: Staff performing work under this contract shall be a minimum of eighteen years of age. All staff assigned by the Contractor to work under this contract shall possess an ability to meet and deal with the general public; the ability to read, understand and apply printed rules, detailed orders, instructions, and training materials and the ability to maintain poise and self-control under stress. HEALTH AND PHYSICAL FITNESS REQUIREMENTS: All employees assigned by the Contractor to work under this contract shall be physically able to perform all general housekeeping duties, other functions and activities as needed or required by the contract; shall be free from any communicable disease. HOURS OF WORK: The majority of the cleaning will be accomplished after close of business Monday through Friday excluding Federal holidays unless specifically authorized by the COR. Coverage includes the presence of a day porter for a three hour midday period between 11:00 AM to 2:00 PM. A change to the day porter time period may be required due to the needs of the clinic. Any change to this time period must be approved by the COR. As needed services will be provided upon request, which must be approved by the COR. Cleaning of direct patient care areas (exam rooms, treatment rooms, offices, laboratory, etc.) and detailed cleaning such as stripping, waxing, buffing, vacuuming, furniture and carpet shampooing or spot cleaning will be completed after normal duty hours to assure no interference with patient care activities. When conducting waxing, buffing and vacuuming, computer and telephone equipment will not be unplugged for the purpose of connecting janitorial equipment. If the equipment must be moved, the COR must be notified in advance in order to have arrangements made to move equipment prior to cleaning. CONTRACTOR-FURNISHED PROPERTY AND SUPPLIES: The Contractor shall furnish all labor, equipment, and materials necessary in the performance of this contract to include paper supplies, trash carts, cleaning supplies, buckets, and floor cleaning equipment. Contractor will supply and maintain all paper towel and soap dispensers in good working order. The Contractor will furnish supplies such as toilet tissue, paper towels, anti-bacterial hand soap, and mops for all areas of the clinic to ensure a clean and appealing view to all staff, Veterans and their families. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards and to the extent feasible and reasonable, include the exclusive use of bio-based and green-friendly products. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the COR. All supplies entering the CBOC building become the property of the CBOC, whereas if additional supplies or materials are needed in another area of the clinic- for example- paper towels are pulled from the restroom to refill an exam room, it is the responsibility of the janitorial staff to replenish these areas as needed. If there is a shortage of supplies for any reason whereas any, including and not limited to toilet paper The Contractor must also furnish plastic linings for all trash receptacles which are to be changed daily. Consumable supplies shall be estimated in concurrence with the COR to assure adequate quantities be available throughout contract year. The Contractor will furnish contaminated waste red bags for all collection cans used to collect contaminated waste. The Contractor shall not use any materials, chemicals or compounds which would be unsuitable for the intended purpose or harmful to the surfaces to which applied or, as might be the case for such items as paper or soap products, unsatisfactory for use by occupants. All chemicals and compounds to be used in performance of this contract shall be approved in advance by the COR and a safety data sheet provided. The Contractor shall utilize products and material made from bio-based materials (e.g., bio-based cleaners, bio-based degreasers, to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. For the bio based content products evaluation all non-chemical products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Bio-based Products List (DBPL) whenever practicable. Contractor shall provide data for their bio-based solvents and cleaners to document bio based content, and source of bio based material. Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor s expense by an independent testing laboratory qualified to perform such tests as required. A copy of the report shall be submitted to the COR. Contractor shall comply with Presidential Executive Order 13101 (and any other similar orders or updates) and any other guidelines regarding green cleaning which may include use of specified products with either Green Seal or other similar designations, maintain Indoor Air Quality by using proven technology in buffing, vacuuming, dusting, etc. that reduces or eliminates dust and microbes from the air. Where there is not a product available or certified as green compliant the contractor shall follow industry practices that comply whenever possible subject to reasonable costs. When possible, all paper supplies, soaps, linens and chemicals shall comply with LEED-NC standards for green friendly and post-consumer content. SPECIFICATIONS FOR SUPPLIES: Toilet tissue: Standard Roll type, 4 ½ inches wide, double-ply Paper Towels: Multifold and 10 Rolls Soap: Foam dispenser packs for use with dispensers Trash receptacle liners: (1) polyethylene, flat type, 44 inches long, 33 inches wide,.66 millimeter thick (2) polyethylene, flat type, 24 inches long, 24 inches wide,.31 millimeters thick, (3) 14 wide 2 millimeters thick red infectious waste bags Floor finish: Resin, water emulsion type Stripping compound: For emulsion type finish, liquid, removes all type floor finishes, including acrylic and metal interlock Furniture polish: Spray type for use on wood and wood veneer Window cleaner: Type sufficient to remove smoke film and dust Upholstery cleaner: Dry or foam type recommended for fabric upholstery WORK SCHEDULE: The work will be performed in accordance with the attached Work Schedule and Procedures. For all services performed, the Contractor will provide a work schedule indicating when services will be performed and submit the schedule to the COR not later than the contract start date. INSPECTION BY VA PERSONNEL: The work performed will be subject to impromptu inspection(s) by the COR or one of her representatives including and not limited to the CBOC Nurse Manager. The COR will resolve minor issues regarding daily cleaning schedule adherence with the Contractor s on-site supervisor on a daily basis. Upon occasion, a Medical Center inspection team will perform inspections of the quality of work being performed. INVOICES/BILLING/PAYMENT: 14.1 Payment will be made monthly in arrears for services rendered after receipt of a proper invoice. The VA Medical Center will establish and maintain a record keeping system that will record the hours worked by the contractor s employee. A Contractor s employee must be present at the VA facility and must be actually performing the required services in accordance with contract specifications in order to receive compensation. Monitoring of Contractor s time will be demonstrated through sign-in/sign-out sheets. 14.2 The WJB Dorn VAMC will pay only for services actually performed and in strict accordance with the Schedule of price/costs shown in the contract. 14.3 Invoices rendered by the Contractor to the VAMC for services furnished a VAMC patient or beneficiary shall be billed under the terms of this contract. Neither the beneficiary, his insurer nor any third party shall be billed. 14.4 Vendor shall submit invoice through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Service provided Period Service Provided Total Amount Due Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows: Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP 14.5 Payment Adjustments/Performance Related Payment Deductions: Invoices will be submitted for hours worked. The contractor shall be paid only for actual work performed onsite. Contract providers shall be responsible for reporting time worked accurately. The Contract shall be paid for actual hours performed. In the event that a contractor work a fraction of an hour caused by either reporting to work late or having to stay past the end of the shift, such time fractions will be rounded to the nearest hour. 14.6 The contract shall be adjusted at the end of the period of performance (base or option year) in accordance with actual performance. CONTRACT ADMINISTRATION DATA: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes which will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. DESIGNATION OF CONTRACTING OFFICER S REPRESENTATIVE: A VA Medical Center representative of the Contracting Officer shall be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this task order. The foregoing is to be construed as authorization to interpret or furnish advice or information to the Contractor relative to the financial or legal aspects of the task order. Enforcement of these segments is vested and is the sole responsibility of the WJB Dorn Contracting Officer. DESTRUCTION OF GOVERNMENT PROPERTY: Subject to the terms of the contract and the circumstances surrounding the particular case, the contractor may be liable for shortages, loss, damages, or destruction of Government property. The contractor may also be liable when the use or consumption of Government property unreasonably exceeds the allowances provided for by the task order, the bill of material or other appropriate criteria. The contractor shall investigate and report to management at the VA Medical Center all cases of loss, damage or destruction of Government property in its possession or control as soon as the facts become known or when requested by the property administrator at the VA Medical Center. A report shall also be furnished when completed and accepted products or end items are lost, damaged, or destroyed while in the contractor s possession or control. The contractor shall require any of its subcontractors possessing or controlling Government property accountable under the contract to investigate and report all instances of loss, damage, or destruction of such property. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS: The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. TERMINATION FOR CONVENIENCE: Subject to a 14 day advance notice, the Government reserves the right to terminate this contract for convenience if the need for this service changes or is no longer required. CHANGES: Any changes referencing the above requirements will be communicated to and approved by the contracting specialist/officer and the contractor in writing throughout the life of the contract. ATTACHMENT 1 CLEANING SCHEDULE CLEANING FUNCTION FREQUENCY Clean wash basins, sinks and counter tops Daily Clean mirrors Daily Clean glass entrance/exit areas Daily Clean and sanitize commodes and urinals Daily Clean dividers Daily Clean soap/towel/paper dispensers and refill as necessary Daily Clean hardware and horizontal surfaces Daily Clean walls and tiles in shower and all hardware Daily Damp mop floors Daily Empty trash receptacles and replace liners Daily Clean tables Daily Vacuum upholstered furniture Daily Dust/clean blinds and window sills Daily Dust furniture Daily Vacuum carpet Daily Wipe down ledges window sills/ledges (inside only) Weekly Clean non-tiled walls Weekly Clean ceilings and vents Weekly Clean/dust picture frames Weekly Clean trash receptacles Weekly Clean exterior and interior of light fixtures Weekly Spray buff floors Weekly Clean baseboards Weekly Dusting of high areas above 72 Monthly or as needed Clean window areas (Interior Only) above 72 Monthly or as needed Clean interior of light fixtures above 72 Monthly or as needed Strip, scrub and recoat floors Quarterly or as needed Shampoo carpets by HWE or Encapsulation Quarterly or as needed Spot clean carpets As needed Quality Assurance Surveillance Plan (QASP) Janitor Services Spartanburg Community Based Outpatient Clinic (CBOC) The contractor shall be evaluated in accordance with the following: 1. PURPOSE This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following: What will be monitored. How monitoring will take place. Who will conduct the monitoring. How monitoring efforts and results will be documented. This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government s responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a living document and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities. 2. Government Roles and Responsibilities The following personnel shall oversee and coordinate surveillance activities. a. Contracting Officer (CO) The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor s performance. Assigned CO: Thaddeus Willoughby Organization or Agency: Department of Veterans Affairs, WJB Dorn VA Medical Center b. Contracting Officer s Representative (COR) The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government s behalf. Assigned COR: Richard Boggan, Administrative Officer, Community Based Care Service/CBOCs 3. Contractor Representatives The following employee(s) of the contractor serve as the contractor s program manager(s) for this contract: Primary: Alternate: 4. Performance Standards The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards. The Performance Requirements are listed below in Section 6. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract. 5. Incentives/DEDUCTS The Government shall use past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards (if you include any monetary incentives, this requires approval through the Department s SPE). 6. Methods of QA Surveillance Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP. Direct Observation. 100% surveillance Periodic Inspection. Inspections scheduled and reported quarterly per COR delegation or as needed. Inspections will be at a minimum biannually through Environment of Care reviews. Validated User/Customer Complaints. Random Sampling. Verification and/or documentation provided by Contractor. Review PWS and if this method of surveillance is selected, define how documentation will be verified and how assessment will be conducted. 7. Measures: Task PWS Reference Indicator Standard Acceptable Quality Level Method of Surveillance General Services and Staffing 5.1. Contractor shall provide janitorial services Monday through Friday (excluding Federal Holidays). Coverage must include physical presence of a lead, working supervisor, or other responsible party. Coverage also includes the presence of a day porter for a three hour midday period. 100% Daily staffing and services No more than 2 staff coverage occurrences per quarter VA will monitor daily staffing and report to COR Contractor will report staffing issues and contingencies to correct coverage to ensure cleanliness of the facility Infection Control 5.4. Contractor shall take all such safety and infection control precautions as necessary to protect the lives and health of occupants of the building. The Contractor will provide a training program that describes initial training and annual training for all janitorial staff. 100% compliance with infections control guidelines No more than 2 deficiencies / findings per quarter No more than 2 valid complaints per quarter Direct observation: Visual inspections by onsite staff designated by the COR Periodic Inspection: COR site reviews, Biannual Environment of Care (EOC) site reviews, and periodic inspections by other agencies (TJC, OIG, etc) Daily Cleaning Schedule 5.5. Daily Cleaning Schedule shall describe in sufficient detail how Contractor will maintain entire facility as to trash removal, dusting, vacuuming, dust/sweep and damp mopping, buffing (an any other tasks) to provide a clean, safe and attractive environment for both VA staff and patients. 100% ; clinic will be cleaned as per the Daily / Weekly Cleaning Schedule No more than 2 deficiencies / findings per month Direct observation: Visual inspections by onsite staff designated by the COR Periodic Inspection: COR site reviews, Biannual Environment of Care (EOC) site reviews, and periodic inspections by other agencies (TJC, OIG, etc) Task PWS Reference Indicator Standard Acceptable Quality Level Method of Surveillance Floors 5.7. - 5.9. Strip, scrub, and re-coat must have a uniform, glossy appearance free of scuffs and obvious soil with baseboards, clean in appearance, free of dust and obvious soils (relative to age). Corners and baseboards shall be free of wax buildup, discoloration, irregular stripping lines, hair, debris and anything else that would detract from the overall appearance of the floors. Floors should be maintained with sweeping/vacuuming and damp mopping with a neutral detergent. Results should be a safe, slip resistant surface with a clean, uniform appearance for floor, grout, corners and edges. 100% ; Floors will be maintained as per the Daily / Weekly / Monthly /Quarterly Cleaning Schedule No more than 2 deficiencies / findings per month Direct observation: Visual inspections by onsite staff designated by the COR Periodic Inspection: COR site reviews, Biannual Environment of Care (EOC) site reviews, and periodic inspections by other agencies (TJC, OIG, etc) Dusting / Cleaning 5.11 The Contractor shall be responsible for dusting surfaces and cleaning windows as per the attached cleaning schedule. All high surface dusting, window cleaning, and light cleaning will be performed monthly. 100% ; clinic will be cleaned as per the Daily / Weekly / Monthly Cleaning Schedule No more than 2 deficiencies / findings per month Direct observation: Visual inspections by onsite staff designated by the COR Periodic Inspection: COR site reviews, Biannual Environment of Care (EOC) site reviews, and periodic inspections by other agencies (TJC, OIG, etc) Trash / Rubbish 5.12 All accumulated rubbish both interior and exterior is to be removed and disposed of in the dumpster provided by the building owner 100% ; trash/rubbish will be removed daily as per the Daily / Weekly Cleaning Schedule No more than 2 deficiencies / findings per month Direct observation: Visual inspections by onsite staff designated by the COR Periodic Inspection: COR site reviews, Biannual Environment of Care (EOC) site reviews, and periodic inspections by other agencies (TJC, OIG, etc) Task PWS Reference Indicator Standard Acceptable Quality Level Method of Surveillance Infectious Waste 5.13. The Contractor will collect infectious waste each day and place and secure in appropriate containers in the Bio Hazard Collection Room for pickup by another source. Sharps containers should be monitored daily and replaced as needed. Once close to the full line, sharps containers should be removed and secure in appropriate containers in the Bio Hazard Collection Room for pickup. 100% ; Infectious waste will be removed daily as per the Daily / Weekly Cleaning Schedule Sharps containers will be removed and replaced prior to reaching the full line. No more than 2 deficiencies / findings per month Direct observation: Visual inspections by onsite staff designated by the COR Periodic Inspection: COR site reviews, Biannual Environment of Care (EOC) site reviews, and periodic inspections by other agencies (TJC, OIG, etc) 8. Ratings: Metrics and methods are designed to determine rating for a given standard and acceptable quality level. The following ratings shall be used: Exceptional: Performance meets contractual requirements and exceeds many to the Government s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective. Note: To justify an Exceptional rating, you should identify multiple significant events in each category and state how it was a benefit to the GOVERNMENT. However a singular event could be of such magnitude that it alone constitutes an Exceptional rating. Also there should have been NO significant weaknesses identified. VERY GOOD: Performance meets contractual requirements and exceeds some to the Government s benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective. Note: To justify a Very Good rating, you should identify a significant event in each category and state how it was a benefit to the GOVERNMENT. Also there should have been NO significant weaknesses identified. Satisfactory: Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory. Note: To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract. Also there should have been NO significant weaknesses identified. MARGINAL: Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor s proposed actions appear only marginally effective or were not fully implemented. Note: To justify Marginal performance, you should identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. A Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g,. Management, Quality, Safety or Environmental Deficiency Report or letter). Unsatisfactory: Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element being assessed contains serious problem(s) for which the contractor s corrective actions appear or were ineffective. Note: To justify an Unsatisfactory rating, you should identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. However, a singular problem could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g. Management, Quality, Safety or Environmental Deficiency Reports, or letters). 9. Documenting Performance a. The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and preparing annual past performance using CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR). b. If contractor performance does not meet the Acceptable Quality level, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the COR and the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor s performance and the acceptability of the Contractor s corrective action plan. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. 10. Frequency of Measurement a. Frequency of Measurement. The frequency of measurement is defined in the contract or otherwise in this document. The government (COR or CO) will periodically analyze whether the frequency of surveillance is appropriate for the work being performed. b. Frequency of Performance Reporting. The COR shall communicate with the Contractor and will provide written reports to the Contracting Officer quarterly (or as outlined in the contract or COR delegation) to review Contractor performance. 11. COR and Contractor Acknowledgement of QASP SIGNED: ________________________________________ COR NAME/TITLE DATE SIGNED: ________________________________________ CONTRACTOR NAME/TITLE DATE Basis of Award Project: SPARTANBURG CBOC JANITORIAL SERVICES A. BASIS FOR AWARD. Both open market vendors and GSA contract holders are encouraged to submit offers for this requirement.   If offeror is a GSA schedule vendor for one or more of the requested services/supplies, please ensure that the GSA schedule information is included when submitting bid/quote. Award will be made to the lowest priced, technically acceptable responsible offeror, whose offer conforms to all stated terms, conditions, representations, certifications, and any other information required by this solicitation. Offers will be ranked by price first then evaluated for technically acceptable. If, the low priced offer is found to be technically acceptable the evaluation process stops no other offer will be evaluated. If necessary this process will be performed until there is a low priced technically acceptable offer. If no offer is technically acceptable the government will make a determination to re-solicit. Technical tradeoff will not be made and no additional credit will be given for exceeding the minimum requirements. In the event an offeror s proposal is determined to be unacceptable in any of these factors, the entire proposal will be considered unacceptable and the offeror will be ineligible for award. If the contracting officer determines that a small business past performance is not acceptable, the matter shall be referred to the Small Business Administration for a Certificate of Competency determination, in accordance with the procedures contained in Subpart 19.6 and 15 U.S.C. 637(b)(7)). **ALL factors must be rated ACCEPTABLE to be considered for award. B. EVALUATION METHODOLOGY. The award decision will be based on the following: Registered in www.sam.gov to receive Government contracts. Registered in www.vip.vetbiz.gov as a Service Disabled Veteran Owned Small Business (SDVOSB) Past Performance: Must provide information to document successful past performance on at least two VA, Military or Commercial facilities where the exact / similar services were successfully completed. Price: All line items in the Price Schedule must include a price. The total evaluated price will consist of the offeror s total proposed price. The Government may determine that an offer is unacceptable if the prices are significantly unbalanced. Price realism may be performed by the Contracting Officer. Each factor will be scored as Acceptable or Unacceptable as defined below. Offers will be evaluated against the SOW and the stated evaluation criteria. All offers are evaluated using the same standards. "Lowest Price, Technically Acceptable" Evaluation Standards Acceptable ALL of the minimum acceptable criteria are clearly met by the offer. The offer meets the minimum performance and technical capability requirements defined in the solicitation. Unacceptable Not all of the minimum acceptable criteria were met by the offer. An unacceptable offer contains one or more deficiencies that does not meet the performance and technical capability requirements defined in the solicitation.. The following table will be used for each proposal received to score each LPTA factor as to whether it is Acceptable or Unacceptable. OFFEROR: __________________________________ Non- Cost/Price Factors Technically Acceptable/Unacceptable REGISTERED IN SAM REGISTERED IN VIP AS SDVOSB PAST PERFORMANCE PRICE (Not Rated)
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/CSCVAMC/WJBDDVAMC/VA24717Q0908/listing.html)
 

Document(s)

Attachment
 

File Name: VA247-17-Q-0908 VA247-17-Q-0908_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3708777&FileName=VA247-17-Q-0908-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3708777&FileName=VA247-17-Q-0908-000.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: SPARTANBURG, SC CBOC; 279 N Grove Medical Park Dr,;SPARTANBURG, SC

Zip Code: 29301
 

Record

SN04611676-W 20170805/170803232839-005c7e16960611eb4d844df27a99a6aa (fbodaily.com)
 

Source

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

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