Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 29, 2018 FBO #6062
DOCUMENT

S -- JANITORIAL SERVICE SFVA at 1700 OWENS ST SAN FRANCISCO - Attachment

Notice Date

6/27/2018
 

Notice Type

Attachment
 

NAICS

561720 — Janitorial Services
 

Contracting Office

Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Northern California HealthCare System;5342 Dudley Blvd, Bldg 209;McClellan CA 95652-2609
 

ZIP Code

95652-2609
 

Solicitation Number

36C26118Q9284
 

Archive Date

9/25/2018
 

Point of Contact

maria.teodoro-tanksley@va.gov
 

E-Mail Address

maria.teodoro@va.gov
(maria.teodoro@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a Sources Sought Constitutes Market Research The Department of Veterans Affairs San Francisco Medical Center (SFVAMC), CA is conducting market research to determine if there are sufficient number of qualified vendors to issue a Veteran-owned set aside. In accordance with United States Code Title 38 Section 8127(d), we are seeking vendors in the following categories: Service Disabled Veteran Owned Small Business The responses from this notice will be used to make the appropriate set aside determination. The proposed solicitation will be issued as a Request for Quotation under FAR Parts 12 and 13. The contractor shall provide janitorial service for the Veterans Affairs Mission Bay Research Facility located at 1700 Owens Street, San Francisco, CA. Performance Work Statement (PWS) is attached to this notice. Interested contractors should provide a capabilities statement demonstrating their experience providing similar services. The period of performance for this contract will be a base year plus four option years. All interested contractors must respond by email to Maria.Teodoro-Tanksley@va.gov before 1:00 P.M. Pacific Time on 10 Jul 2018. SDVOSB and VOSB vendors are registered in the Vendor Information Pages (VIP) VetBiZ. DO NOT SEND ANY PROPOSALS at this time. Submitting a capability statement is welcome. DISCLAIMER This SSN is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. PERFORMANCE WORK STATEMENT (PWS) JANITORIAL SERVICES San Francisco Veterans Affairs Medical Center (SFVAMC) Mission Bay Research Facility 1.0 GENERAL INFORMATION The Contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. The Contractor shall commence all operations required by the contract as of the first day of the contract period. The Contractor shall furnish all management, labor, supervision, equipment and materials, and transportation to provide janitorial maintenance services for the Veterans Affairs Mission Bay Research Facility located at 1700 Owens Street, San Francisco, CA 94103. 1.1 Regulations: Accomplish all work under this contract in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this PWS and (5) industry standards. The JC establishes the facility and management standards for VA facilities. The VA is committed to maintaining JC approved health care facilities. The Contractor's efforts shall provide the service to meet the requirements for high quality patient care, sensitivity to proper scheduling to meet medical and patient needs, and sanitation for infection control purposes. The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements. 1.3 Disclaimer: Notwithstanding any historic data furnished by or for the medical facilities, it is the Contractor s responsibility to furnish the necessary quantities of manpower, supplies, and equipment to provide satisfactory service at the medical facilities. The technical exhibits highlight cleaning tasks and schedules, and the total area shall be cleaned. This means that items/tasks identified are included but not limited to these items/tasks only. Additional cleaning required by changes in mission assignments will be affected by written contract modification. 1.3.1 Drawings: Any government drawings and technical exhibiting specific cleaning requirements for specific identified areas that exist at contract commencement date are subject to change. This does not mean that usage of the rooms will remain the same for the duration of the contract. The usage may be changed by the SFVAMC as long as the overall scope of the work of the contract is not affected. 1.5 Type of Contract: This contract will be awarded on the terms of a firm-fixed price contract in accordance with FAR 16.202. Unless otherwise specified in the contract, the ceiling price or target price is subject to adjustment only by operation of contract clauses providing for equitable adjustment or other revision of the contract price under stated circumstances. 1.6 Schedule of Services: This contract will be awarded on the terms of a firm-fixed price contract on the terms of one (1) Base Term and four (4) 1-year Option Years. 1.7 Schedule: The SFVAMC Mission Bay Research Facility normal business hours usually operate between 7:00 AM to 5:00 PM, Monday through Friday, except Federal Holidays. The requested services shall be provided within normal business hours. Some requests may take place after normal business hours of operation for flexible arrangements to accommodate the various locations. Those inspections will be coordinated accordingly between the COR and the Designated Facility POC. 1.7.1 Federal Holidays: National holidays observed by the Federal Government are New Year s Day January 1 Martin Luther King Day Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 2.0 SCOPE OF WORK 2.1 Description: Contractor is to provide all labor, material, and equipment to perform direct daily cleaning operations, supervise custodial personnel, develop cleaning schedules, make quality control inspections, hire and train employees, communicate and coordinate with building personnel, forecast material usage, and provide all cleaning supplies and equipment. The work required under this contract involves leased building space of approximately 43,000 square feet, 3rd and 4th floor. Services will not be required in the building/ground common areas. 2.2 The Performance Requirements Table (PRT): reflects a quantification of the services; however, it is not necessarily a reflection of the total sanitation requirements, nor is it a management program. It is incumbent upon the Contractor to furnish the management expertise to accomplish not only the specific tasks specified within, but also an acceptable environmental appearance that reflects accomplishments of a total program. In addition to these services, incidental tasks, not specifically tested but normally included as general practice within the housekeeping industry, will be provided by the Contractor. 2.2.1 The PRT indicates the minimum acceptable cleaning frequencies; however, it is the responsibility of the Contractor to re-clean in such a manner as to correct deficiencies, which have been identified, recorded, and reported to the Contractor by the Contracting Officer s Representative (COR) or his/her designee. 2.3 Requirement Performance Summary Tasks and Cleaning Standards: This section in conjunction with the Task and Frequency Schedule hereby describes the standards of cleaning. 2.4 PERFORMANCE REQUIREMENT SUMMARY: Task No. Frequency Task and Cleaning Standard 1 Daily Carpet Maintenance-Vacuum; Spot Cleaning: Vacuum all carpeted areas in corridors, offices, group rooms and public areas so that they are free of all visible litter, dust and soil. Move furniture for thorough cleaning; replace furniture to original position. Spot clean carpet with appropriate cleaner as required so that carpet presents a uniform appearance, free of spots and stains. All tears, burns and reveling shall be brought to the attention of the COR. 2 Daily Entrance Areas (Front): Sweep landing steps, sidewalk of front entrance areas; clean walk-off mats, hose off as required, and remove standing water. 3 Daily Floor Maintenance (Non-Carpeted) Sweep/Dust/Damp Mop: (hard surface, resilient flooring) included normal traffic areas, group rooms, and restrooms. Sweep, dust, damp mop entire floor surfaces using a treated or dust free method/mop, including corners and abutments, so that after sweeping they are soil-free; no visible litter, dust or foreign debris. Tilt of move chairs, trash receptacles and other easily moveable items so as to clean underneath, and return items to their proper position. 4 Daily Floor Maintenance (Non-Carpeted) Wet-Mop/Scrub: Wet mop or scrub using germicidal/detergent to sanitize all accessible areas including corners and abutment so that after mopping they have a uniform appearance and are free of streaks, swirl marks, detergent residue, or any evidence of soil, stains, film, debris, or standing water. Remove all splash marks or mop streaks on furniture, walls and baseboards any mop strands remaining in the area. The Contractor shall not mop wood or carpeted floors. Contractor shall change water in mop bucket between room cleanings. 5 Daily Restrooms Maintenance-Mop; spray/buff; Clean/Sanitize; De-scale: Clean and sanitize all sinks, urinals, toilets throughout the facility. Traps shall be maintained free from odor at all times. Sweep and wet mop floors daily; spray buff as required. Sweep the floor so it is free of visit litter dust and foreign debris, then damp mop accessible areas. After mopping, floors shall have uniform appearance and be free of streaks, debris or standing water. The Contractor shall apply a uniform coating of non-skid floor finish so that floors are free of scuff marks, stains and discoloration. Remove floor finish solutions form baseboards, trash receptacles, toilets and urinals and return all moved items to the proper position after applying floor finish. Damp-wipe walls, doors, partitions, mirrors, shelving, window frames/sills, etc. The Contractor shall use an approved germicidal/detergent in restrooms. Disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers and other such surfaces. Damp wipe and polish chrome fixtures. De-scaling toilet bowl/urinal: After de-scaling toilet bowls and urinals, the entire surface shall be free from streaks, stains, scale encrustation, scum, urine deposits and rust stains. 6 Daily Restrooms-Replenish Supplies: Furnish and replenish restroom supplies so that after restocking dispensers of soap, paper towels and toilet tissue are not likely to run out before the next service dates. Empty, clean, disinfect and reline all receptacles. 7 Daily Walls-Spot Clean/Wash: Spot clean all wall surfaces to remove cobwebs, fingerprints, smudges and to sanitize as needed. Use germicidal detergent for wall washing in public areas, exam and treatment rooms, restrooms and break areas. 8 Daily Waste/Trash Removal: Pick up and empty all trash or waste receptacles; wash/damp wipe all waste receptacles; reline at a minimum daily or as required. The Contractor shall dispose of trash in plastic bags secured with bag ties. The Contractor's employees may also be required to collect bio-hazardous "RED BAG" waste and solid, enclosed "SHARPS" containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated bio-hazardous waste containers (may be located outside and at the rear of the facility in locked cage or storage facilities). 9 Daily Lab/Special Cell Culture Rooms: Vacuuming of carpet if present, high/low dusting, wipe down. Not responsible to clean lab benches. 10 1 x week Furniture and Flat Surfaces - High dusting: Same standards as low dusting, but includes all the wall surfaces, shelves, equipment, window sills, etc. that are 70 inches from the floor or more. Typewriters, computers, business machines and equipment of similar nature shall not be dusted by the Contractor. 11 1 x week Furniture Vacuuming: Vacuum upholstered furniture; clean behind furniture and corners in particular. Move items as necessary to ensure thorough and adequate cleaning; replace to original position. 12 1 x week Miscellaneous - Water Coolers: Empty, rinse and sanitize water coolers with germicidal detergent. 13 1 x week Miscellaneous - Telephones: Clean and sanitize. 14 2 x week Furniture and Flat Surface Cleaning - Low Dusting: Dust all uncluttered horizontal surfaces within reach with a treated dust cloth (i.e. desks, counters, file cabinets, ledges, bookcases, tables, credenzas, window sills). Dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust, so that after dusting all dust, lint, litter, cobwebs and dry soil shall be removed from surfaces of desks, chairs, file cabinets, and other type of office furniture and equipment, ledges, handrails, etc. up to 70 inches above the floor level. Damp dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. Typewriters, computers, business machines and equipment of similar nature shall not be dusted by the Contractor. 15 2 x week Miscellaneous - Polish Metal, Woodwork, Kick Plates: Polish brass and other metal hardware on doors push bars, and other areas. Use polishing compound to remove cigarette burns. 16 2 x week Glass: Clean all glass partitions, interior and exterior glass doors, display cases, directory board, mirrors and adjacent trim so that after cleaning the glass there shall be no traces of fingerprints, film, dirt, smudges, water or foreign matter. 17 2 x week Miscellaneous - Ashtrays: Remove ashes and debris from exterior cigarette butt receptacles and place in a non-flammable container. Ashtrays shall be damp wiped to remove all ashes; wash with hot soapy water as needed. 18 2 x week Offices: Vacuum Carpet. 19 2 x week Door/Door Jambs: Perform spot cleaning by damp wiping and polishing unpainted metal doors, washable surface of walls, partitions, doors and fixtures to remove smudges, fingerprints, marks, and streaks. Sanitize as needed. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks spots and other foreign matters. 20 Monthly Carpet Maintenance - Light Shampoo: Apply light carpet shampoo. Protect carpet with soil repellant and/or static free application or treatment, as desired. 21 Monthly Ducts/Light Fixtures/Vents/Louvers: Clean and Vacuum. 22 Monthly Floor Maintenance: Maintain all floors accessible in floor machine unless specified elsewhere as having carpet or special flooring. After receiving floor maintenance, the Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen, so that floors are free of scuff marks, heels marks and other stains and discoloration. Remove floor finish solutions from baseboards, furniture, trash receptacles, etc. The Contractor shall apply these techniques only to portion of the floor needing work to bring the entire floor up to standard. The Contractor shall not apply flood finish to surfaces that have not first been cleaned. 23 Monthly Window Blinds/Drapes: Vacuum and damp clean all blinds to remove surface dust; vacuum drapes in place. Report visible soil on rapes to COR. 24 Monthly Window Cleaning - Interior: Wash all windows on interior surfaces; damp wipe window sashes/sill. 25 Semi-Annually Carpet Maintenance: Use hot water "steam" extraction or other residue free cleaning procedure. Carpet shall be dry to the touch upon completion. 26 Semi-Annually Floor Maintenance - Non Carpet: Strip, finish, and buff using non slip floor finish. Turn back rugs to permit cleaning and finishing of floor beneath the rugs for a minimum of 1 foot area underneath. 27 Semi-Annually Window Cleaning - Exterior: Wash exterior surfaces; damp wipe window sashes/sills. The Contractor shall provide the services indicated so that after windows have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall have been removed from frames, casings, sills and glass. Ensure proper use of belts, ropes, rigging, and hard-hats, when required. 28 As Needed Furniture - Spot Cleaning: Spot Clean upholstered furniture as required. 29 As Needed Furniture - Steam Cleaning: Steam clean or deep clean upholstered furniture. 2.5 Handling Of Infectious Medical Waste ("Red Bag" Waste And "Sharps") Containers: The Contractor's employees may be required to collect bio-hazardous "RED BAG" waste and solid, enclosed "SHARPS" containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated bio-hazardous waste containers (usually located outside and at the rear of the facility in locked cage or storage facilities). The Contractor shall maintain records on employee training and shall notify the Contracting Officer or COR/ACOR appointed under this contract, as to when new annual training is required. The Contractor shall provide a certification of annual training for each employee. 2.6 Removal of Material and Equipment: Supplies and equipment are to be stored at the end of each workday only in designated areas. All empty containers and boxes are to be removed to a location(s) designated by the COTR. 2.7 Handling of Government Furniture and Equipment: The COR or designated representative will instruct the Contractor what Government items should not to be moved or otherwise handled. Any medical equipment or apparatus in use will not be moved or otherwise handled by the Contractor except when prior arrangements have been made with the COR or designated site manager. 2.8 Safe Preparation and Use of Supplies and Equipment: Cleaning supplies shall be prepared according to manufacturer s recommendation. Cleaning equipment, such as vacuums and floor polishers, are to be used for the purpose for which they were designed. 2.9 Posting Warning Signs and Protective Barriers: Signs shall be placed in all direction to warn others of potentially hazardous work being performed, i.e. wet floors. Barriers shall be placed to protect persons, property and equipment. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and 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. 2.10 Damage and Equipment Loss: The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor s equipment or belongings that are lost, stolen or damaged. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures. 2.11 Building Security/Keys: at the close of each work period, the facilities, equipment and supplies shall be secured. The Government shall provide the Contractor with keys to access the required rooms. With the exception of keys issued to the PM, keys provided to the other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individual. The Contractor and COR shall perform annual inventory of all keys assigned to the Contractor. Any keys lost by Contractor personnel will be replaced by the Government at a charge of $10.00 per key to the Contractor. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours of the discovery of the loss. If the key is to an outside door, the Contractor may bear the cost of replacing locks. When leaving a work area, Contractor s personnel shall turn off all lights if the area is occupied, unless otherwise directed by the COR. When Contractor s personnel open windows or doors, they will close and lock/secure them before leaving the area. 2.12 Environmental and Energy Conservation Objectives: All applicable environmental and energy conservation objectives required for and associated with VA construction projects in general shall be incorporated into the solicitation and any resultant contract.   (See FAR Parts 2, 7, 11, 23, 36, 42, and 52; VHA Directive 2005-011, VHA Green Environmental Management System (GEMS) and Governing Environmental Policy Statement, 7 Mar 05; VA Handbook 0052, Affirmative Procurement, recycling, and Waste/Pollution Prevention programs, 14 Jun 02; and IL 049-02-7, 16 Apr 02, Executive Order 13221, Energy Efficient Standby Power Devices. 2.13 Conservation of Utilities: The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under condition which precludes the waste of utilities, which shall include: 2.13.1 The Contractor shall not adjust any mechanical equipment controls for heating, ventilation and air conditioning system unless otherwise directed by the COR or designated representative. 2.13.2 The Contractor shall turn-off all water faucets or values when not in usage. 2.13.3 The Contractor shall not use Government telephones for personal reasons. 2.14 Confidentiality of Information: In a health care setting, there are opportunities to view patient and provider specific information. Contractor personnel must comply with Federal Confidentiality Regulations (Privacy Act and Title 38 U.S.C. 5705) and be aware of the fines (up to $20,000.00) for disclosure of such protected information. 3.0 POINTS OF CONTACT 3.1 Contracting Officer (CO): The CO is responsible for the administration of this contract. The CO is the only individual authorized, to extent indicated in this contract, to take actions on behalf of the Government, which may result in changes in the contract terms, to include deviation from the statement of work, details, and performance schedules. The Contractor is advised that only the CO, acting within the scope of the contract and his/her duties and responsibilities and, with the advice and consultation with the Contracting Officer s Representative, has the authority to make changes that affect contract prices, quality, quantity, delivery terms and conditions, term of contract. Under no circumstances shall any understanding or agreement, contract modification, change order, or other matters in deviation from the terms of this contract between the contractor and a person other than the contracting officer, be effective or binding upon the Government.   All such actions must be formalized by the proper contractual document executed by the contracting officer. 3.1.2 Authorize Services and Changes to Scope of Work: Only those services specified within are authorized under this contract. All references to the estimated amount of survey and inspection services and areas of coverage provided by the Government are for informational purposes only. Such references do not necessarily indicate the number of inspections, related contractor duties, or locations will remain stable. Before performing any service or repairs of a non-contract nature, notify the Contracting Officers Representative (COR). The COR will request authorization from the Contracting Officer, if related to this contract. The contractor is cautioned that; only Contracting Officer may authorize additional services or repairs for respective contract; and that reimbursement will not be made unless prior authorization is obtained. Any changes to the Scope of Work will be effected by the Contracting Officer (CO) per FAR 52.212-4 Terms and Conditions of the Contract Commercial Items. 3.2 The Contracting Officer Representative (COR): Is the designee to represent the Contracting Officer in furnishing technical guidance and advice or generally administer the work being performed under this contract.   The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor(s) relative to financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer. Those matters are the responsibility of the CO and shall not be delegated. 3.3 Contractor Representative: The Contractor shall identify the person who will have on-site responsibility for performance of this contract. This person is hereinafter referred to as the Project Manager (PM). The PM shall be competent to supervise all aspects of the work required hereunder and shall be available on site within 24 hours after notification by the COR during performance of contract work. The COR shall be notified in writing of the name of the PM and of the changes in personnel appointed to fulfill this function or of substitution of personnel due to absence of the PM for any reason. 3.3.1 Prior to beginning performance under this contract, the Contractor shall provide the following: 3.3.2 Personnel roster/ List of employees who will provide services to the facility. Current written roster of all regular and alternate employees shall be provided to the COR and those employees not listed will not be allowed to work in the facility. 3.3.3 Provide the name, telephone number and address of the Project Manager(s) 3.3.4 Changes to the Personnel Roster: The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The PM shall, in the absence of the Contractor, act as the Contractor Representative. He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract. 3.3.5 The PM or stand-in representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the PM or stand-in representative shall be available within 3 hours. 3.3.6 The Contractor shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English. 3.4 Contractor s Attire and Identification: The Contractor shall wear a standard custodial type uniform which is easily recognizable and clearly distinguish them as the Contractor. Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes. 3.4.1 Identification Tags/Cards. The Contractor shall wear on the front of the uniform, a clearly readable name identification logo identifying the contractor s and employee s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain Visitors Badges during the interim period via VA Police or Human Resource Department. 3.4.2 In special sanitation and/or isolation situations, the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility. Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor s own expense. 4.0 QUALITY CONTROL 4.1 Quality Control Plan: The contractor shall provide a Quality Control Plan that contains, as a minimum, the items listed in Section 2.4 2.14 to the Contracting Officer for acceptance within 10 - 15 calendar days after contract award. The Contracting Officer will notify the contractor of acceptance or required modifications to the plan. The contractor shall make appropriate modifications and resubmit an updated copy to the CO and COR within 10 calendar days of receipt of comments by the contractor. The plan shall include: 4.2 A description of the inspection system to be used to cover all services specified in the statement of work. Description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any government provided keys or lock combinations should be included. 4.3 A description of the methods to be used for identifying and preventing defects in the quality of service performed. The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable. 4.4 A description of the records to be kept to document inspections and corrective or preventive actions taken. On-site records of all inspections conducted by the Contractor and necessary corrective action taken. 4.5 The records of inspections shall be kept and made available to the CO, COR, and/or designated government representative throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract. 5.0 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: 5.1 Background Investigation: Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA directive 0710 and must receive a favorable adjudication from CCA Personnel Security Specialist or VA Security and Investigations Center (SIC) depending on investigation or screening required.  This requirement is applicable to all subcontract personnel.  If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement. They must provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to the VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening. Reference: VHA Directive 0710, Personnel Security and Suitability Program/ May 18, 2007 VA Handbook 0710, Personnel Suitability and Security Program/ September 10, 2004 1.     Position Risk/Sensitivity For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk 2.     Background Investigation/Screening It is anticipated that the Contractor or contract personnel will be providing services at a VA facility(s) for MORE than 180 days under a single contract or series of contracts, or have access to VA computer data systems. The background investigation/screening commensurate with the requirements of this contract is: NACI 3.    Contractor Responsibilities The Contractor shall prescreen all personnel to ensure they are able to read, write, speak, and understand the English language. The Contractor shall submit or have their contract personnel submit the following required forms to the Personnel Security Specialist or VA Contracting Officer, through the COR or Personnel Security Specialist, within five (5) business days of contract award. 4. Low Risk Investigative Requirements All investigations must be completed through the Electronic Questionnaires for Investigations Process (e-QIP).   All contractors must complete the Authorization for Investigation Worksheet before they can complete the online e-Qip. Optional Form 306, Declaration for Federal Employment provide by VA point of contact. Electronic Fingerprint Verification or FD 258, U.S. Department of Justice Fingerprint Applicant Chart. Once the items requested are completed, the Contractor is authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract. Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default. 5.  Government Responsibilities The VA Contracting Officer will ensure a time for contract personnel to complete the fingerprint portion of this requirement, if any, and the COR will responsible for performing any duties assigned by the VA Contracting Officer with regard to fulfilling the Contractor personnel security requirements described herein. Upon receipt, the local VA facility or VA SIC, depending on the type of investigation/screening required, will review the accuracy of the items requested in paragraph above, and forward these items to OPM to conduct their portion of the background investigation or screening, as applicable. The requesting VA facility will pay for any portion of the investigation or screening conducted by OPM, if any.   Depending on the type of investigation/screening required, the Personnel Security Specialist, or VA SIC will notify the VA Contracting Officer of the adjudicating results of the background investigation or screening. The VA Contracting Officer and Personnel Security Specialist will ensure that the required investigations or screening have been completed or are in the process of being requested. 5.2 Personnel Identity Verification (PIV) of Contractor Personnel In accordance with FAR 52.204-9 and VA Directive 0735 Personal Identity Verification of Federal Employees and Contractors, any contract person who requires routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system will be required to verify their identity prior to providing services under the contract. Prior to providing services under the contract, each contract person will be asked to provide two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card. See the Accepted Identification Documentation List provided below. The COR, or designee, will be responsible for sponsoring each contract person that requires a VA-issued identification card. 5.3 Security Accreditation Package 5.3.1 The C&A requirements do not apply to this service requirement and a Security Accreditation Package is not required. Contractor personnel will have NO access to VA sensitive information in their work/service area. 5.3.2 All contractors, whether they have access to PHI or   not, are required to complete the VA Privacy and Information Security Awareness and Rules of Behavior (VA10176) training.   6.0 CONTRACTOR QUALIFICATIONS AND TRAINING REQUIREMENTS 6.1 Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below from 6.2 to 6.5. Exception: An exception will be made during the first sixty (60) days of contract performance, whereby Contractor s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date. The Contractor shall provide an initial training plan to the COR for approval. The initial plan shall include topics, brief statement of content and method of training. The Contractor shall submit proof of training by providing a copy of the training to the COR or designated representative. The COR will retain proof of training in accordance with applicable Records Control Schedule. 6.2 Minimum Contractor-Furnished Training: Documentation verifying the content of training, and orientation, along with the names of personnel attending shall be given to the COR within fifteen (15) days after Contractor s receipt of Notice to Proceed. Initial training shall commence no earlier than seven (7) days prior to starting work and must be completed before work begins. The initial training plan, including topics with a brief statement of content and method of training shall be available for review by the Pre-Award Survey Team. Initial training will include but not be limited to the following topics. 6.2.1 General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced or contained through proper environmental sanitation methods. 6.2.2 Universal Precautions. 6.2.3 Proper use and handling of germicidal detergents, supplies and equipment. 6.2.4 Care and maintenance of Contractor and Government-furnished property. 6.2.5 Familiarization with local fire preventing and safety procedures. 6.2.6 Familiarization with applicable facility polices/regulations and their effect on sanitation Services. 6.2.7 Familiarization with the Contractors procedures manual. 6.2.8 Individual duties and responsibilities. 6.2.9 Procedures for replenishing cleaning supplies and obtaining equipment repair. 6.2.11 Techniques/methods for measuring quality of work performance 6.2.12 Basic orientation to the facility, function, mission, goals 6.2.13 Facility emergency fire and disaster program 6.2.14 Hazardous Communication Standard 6.2.15 Utility Operation and Conservation 6.2.16 Standard Precautions 6.2.17 Emergency Preparedness 6.2.18 Body Mechanics/Lifting 6.2.19 Accident Reporting 6.2.20 Sexual Harassment 6.2.21 Ethics 6.2.22 Confidentiality regulations (Privacy Act, Title 38 U.S.C. 5705) 6.3 Compliance and Business Integrity (CBI) Training: CBI Awareness Training: The Contractor shall complete initial compliance awareness training within thirty (30) days of contract award effective date. The Contractor shall also meet the annual compliance awareness refresher training. This requirement can be fulfilled by completing the training module available via the following Internet site: http://www.visn21.va.gov/CBI.asp. 6.4 On-going Developmental Training for Contracted Staff: The Contractor shall provide necessary training to accomplish initial and/or refresher requirements. The Contractor is required to provide employees annual refresher training within 30 days of the exercise of each option year. Records of all employee refresher training shall be maintained by the Project Manager and submitted to the COTR within 30 days of such training to verify that refresher training has been accomplished. The Contractor shall notify the COTR as to when new annual training is required. 6.5 Refresher Training: The Contractor shall receive annual refresher training based on start date of work. The Contractor shall maintain records of training and submitted a copy to the COR as requested. The Contractor shall notify the COR or designated representative as to when annual training is required. 7.0 QUALITY ASSURANCE AND QUALITY CONTROL 7.1 Contractor s Quality Control: In accordance with FAR 46.202-1, the Government shall rely on contractors existing quality control/assurance systems as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial item being acquired include in-process inspection. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice. 7.2 Government s Quality Assurance: 7.2.1 In accordance FAR 46.202-2(b), the Government shall not rely on inspection by the contractor if the COR determines that the Government has a need to test the supplies or services in advance of their tender for acceptance, or to pass judgment upon the adequacy of the contractor s internal work processes. In making the determination, the COR shall consider-- (1) The nature of the supplies and services being purchased and their intended use; (2) The potential losses in the event of defects; (3) The likelihood of uncontested replacement or correction of defective work; and (4) The cost of detailed Government inspection. 7.2.2 The COR will monitor the contractor s performance using a Quality Assurance Surveillance Plan (QASP). The COR and the Contractor will coordinate and agree upon a QASP inspection plan within 30 days after the contract effective date. In accordance with FAR 46.202(3), the following standard inspection requirements shall apply: (1) Require the contractor to provide and maintain an inspection system that is acceptable to the Government; (2) Give the Government the right to make inspections and tests while work is in process; and (3) Require the contractor to keep complete, and make available to the Government, records of its inspection work. 7.2.3 Inspection/Acceptance will be made in accordance with FAR 52.212-4(a), whereas the Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price. If repair/replacement or re-performance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights -- (1) Within a reasonable time after the defect was discovered or should have been discovered; and (2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.
 

Web Link

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Document(s)

Attachment
 

File Name: 36C26118Q9284 36C26118Q9284.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4434078&FileName=36C26118Q9284-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4434078&FileName=36C26118Q9284-000.docx

 

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

Record

SN04970890-W 20180629/180627231012-e1de175e218f6bc05517c624605c347d (fbodaily.com)
 

Source

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