SOLICITATION NOTICE
S -- CBOC Janitorial Cleaning
- Notice Date
- 5/27/2021 12:34:32 PM
- Notice Type
- Solicitation
- NAICS
- 561720
— Janitorial Services
- Contracting Office
- NETWORK CONTRACT OFFICE 23 (36C263) Saint Paul MN 55101 USA
- ZIP Code
- 55101
- Solicitation Number
- 36C26321Q0564
- Response Due
- 5/28/2021 9:59:00 PM
- Archive Date
- 06/27/2021
- Point of Contact
- Cameron J Rick, Contract Specialist
- E-Mail Address
-
Cameron.Rick@va.gov
(Cameron.Rick@va.gov)
- Awardee
- null
- Description
- STATEMENT OF WORK REQUIREMENTS: The Minneapolis VA Healthcare System has a need of clinical sanitation services at its Twin Ports Outpatient Clinic (TPOC), located at 3520 Tower Avenue, Superior, WI 54880. Requirement is for one Base Year with two yearly Option renewals. The clinic is approximately 16,470 square feet and has a mix of clinical and administrative settings. DEFINITIONS As used throughout this contract, the following terms shall have the meaning set forth below: A. Clean: Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris and other residue. B. Disinfect: Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent. Must be an Environmental Protection Agency approved healthcare disinfectant. C. Contracting Officer: The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. D. Contractor: The term Contractor as used herein refers to both the prime contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract. E. Contracting Officer Representative (COR): The Contracting Officer reserves the right to designate a representative to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee s authority. A copy of the designation shall be furnished to the Contractor SPECIFICATIONS Contractor s personnel will be scheduled to work during the periods of need for sanitation services. During these periods of coverage, the vendor is expected to perform all daily duties as outlined in the SOW and daily area routine assignment. Vendor will also be responsible for the periodic tasks as assigned. i.e weekly dusting, clean windows as needed. All cleaning rags, mop heads and dusting materials must be clean and laundered before and after use. No soiled rags or mop heads can be reused from day to day. MATERIALS PROVIDED BY VA Contractor will have access to building s utilities such as water, designated closets and electric. VA will supply the following materials: Roll Towel Toilet Paper Kleenex Feminine Hygiene Products Purell hand sanitizer Provon soap Lotion Sharps containers Hazardous waste containers Trash can liners SCHEDULE OF SERVICES In the Base Year, TPOC requires cleaning and sanitation Monday Friday from 4:30 pm 8:30 pm, on-call coverage for scheduled vacations and unscheduled sick leave from 4:30pm 1:00 am, and periodic tasks to be completed in addition to the daily cleaning services. For Option Years one and two in addition to the base year requirements the TPOC requires cleaning and sanitation Monday Friday from 4:30 pm 1:00 am (subject to change based on existing TPOC cleaning personnel). Base Year Daily cleaning services 20 hours per week for 52 weeks Monday Friday: 4:30 pm 8:30 pm On-call coverage for vacations and sick leave when scheduled by COR Approximately 40 hours per week for four weeks Monday Friday: 4:30 pm 1:00 am Periodic Tasks as needed to be scheduled by COR and contractor. Option Year One & Two Daily cleaning services 20 hours per week for 52 weeks Monday Friday: 4:30 pm 8:30 pm 40 hours per week for 52 weeks Monday Friday: 4:30 pm 1:00 am Subject to change based on TPOC personnel availability On-call coverage for vacations and sick leave when scheduled by COR Approximately 40 hours per week for four weeks Monday Friday: 4:30 pm 1:00 am Periodic Tasks as needed to be scheduled by COR and contractor. HOURS OF OPERATION All work shall be performed after normal clinic business hours, and before the next day of clinic operations. A. Clinic Hours: The normal clinic hours of the TPOC are Monday through Friday (except Federal holidays) from 8:00AM to 4:30PM. B. Federal Holidays: The ten (10) holidays observed by the Federal government are: New Year's Day, Martin Luther King Jr.'s Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a Federal holiday. C. Non-Work Hours: Except in cases of emergency, the VA Outpatient Clinic will be closed all weekends, Saturdays, and Sundays, and Monday through Friday from 6:00 PM until 7:30 AM the following workday. CONTRACTOR RESPONSIBILITIES DAILY CLEANING SERVICES Exam Room: Approximately 22 exam rooms totaling 3,641 sq ft. High Dusting of all vents, Sprinkler Heads and horizontal surfaces Emptying of trash and relining cans Emptying of Regulated medical waste and relining Sink cleaning/disinfecting Mirror Cleaning Overhead light dusting/cleaning Soap, Lotion and towel dispensing cleaning/refill Wall washing when needed Sharps container replacement when needed Furniture cleaning/disinfection Floor dry and wet mop with neutral cleaner Check and swap out expired alcohol sanitizer Laboratory: Approximately three labs totaling 1,213 sq ft. High Dusting of all vents, Sprinkler Heads and horizontal surfaces Cleaning/disinfecting of sinks Emptying of trash and relining cans Emptying of Regulated Medical Waste and reline cans Wet and Dry mop all flooring w/neutral cleaner Check and swap out expired alcohol sanitizer Pharmacy: Approximately 100 sq ft High Dusting of all vents, Sprinkler Heads and horizontal surfaces Cleaning/disinfecting of sinks Emptying of trash and relining cans Emptying of Regulated Medical Waste and reline cans Wet and Dry mop all flooring w/neutral cleaner Check and swap out expired alcohol sanitizer Locker Rooms: Approximately two rooms totaling 312 sq ft. High Dusting of all vents, Sprinkler Heads and horizontal surfaces Cleaning/disinfecting of sinks Emptying of trash and relining cans Cleaning/disinfecting toilets Replace paper products, towels and toilet paper. Replace any full sharps containers Wet and Dry mop all flooring w/neutral cleaner Check and swap out expired alcohol sanitizer Medication/Nourishment/Nurse Station: Approximately four areas totaling 1,404 sq ft High Dusting of all vents, Sprinkler Heads and horizontal surfaces Cleaning/disinfecting of sinks Emptying of trash and relining cans Emptying of Regulated Medical Waste and reline cans Wet and Dry mop all flooring w/neutral cleaner Check and swap out expired alcohol sanitizer Corridor Interior: Approximately 1,508 sq ft. Vacuum of Carpeting Wet/dry mop if necessary Trash and reline cans High Dusting of all vents, Sprinkler Heads and horizontal surfaces Check and swap out expired alcohol sanitizer Office: Approximately 39 offices totaling 4,742 sq ft Vacuum of Carpeting Wet/dry mop if necessary Trash and reline cans High Dusting of all vents, Sprinkler Heads and horizontal surfaces Check and swap out expired alcohol sanitizer Waiting Room/Reception: Approximately 1,257 sq ft Vacuum of Carpeting Wet/dry mop if necessary Trash and reline cans High Dusting of all vents, Sprinkler Heads and horizontal surfaces Check and swap out expired alcohol sanitizer Utility Room: Approximately two rooms totaling 180 sq ft High Dusting of all vents, Sprinkler Heads and horizontal surfaces Emptying of trash and relining cans Emptying of Regulated medical waste and relining Sink cleaning/disinfecting Overhead light dusting/cleaning Soap, Lotion and towel dispensing cleaning/refill Wall washing when needed Sharps container replacement when needed Floor dry and wet mop with neutral cleaner Check and swap out expired alcohol sanitizer Storage Rooms: Approximately ten rooms totaling 729 sq ft Vacuum of Carpeting Wet/dry mop if necessary Trash and reline cans High Dusting of all vents, Sprinkler Heads and horizontal surfaces Check and swap out expired alcohol sanitizer PERIODIC TASKS These tasks are performed at the direction of COR as needed, at least once per contract year. Floor strip/scrub and recoat as flooring wears at the direction of COR. Kyvac bathroom tiles / deep scrubbing of bathroom tiles Shampooing and extracting carpets throughout the clinic Window Washing inside Wall Washing Cleaning of bugs out of light fixtures High dusting and floor boards CLEANLINESS STANDARDS Item Cleanliness Standards Doors Surface is clean, free of smudges and fingerprints. Doorjamb is free of dust/dirt build-up. Baseboards No splatters from stripper, free from floor finish build-up. Tile Floors: (Vinyl) No dust/dirt build-up in corners, along baseboards and under/behind furniture. Spills, stains, and soil are removed; Appropriate floor sealing/waxing maintained. Tile Floors: (Quarry Tile and Grout) No scum/dirt build-up in corners, along baseboards or in grout. Spills, stains, and soil are removed; Appropriate floor scrubbing and sealing/waxing is maintained. Carpeted Floors No dust/debris build-up in corners, along edges and under/behind furniture. Spots and stains are promptly removed and floor has vacuumed appearance. Periodical spotting, bonnet cleaning or extraction done. Walls No splatters, drips, smudges, fingerprints, oil or soil build-up. Light Fixtures Surface is free of dust, soil build-up, splatters, etc. Sprinkler Heads Free of dust or soil build up. Sinks, Fountains No soap or soil build-up on top surface or underside of sink. No water build-up around faucet or plumbing. Enamel, chrome fixtures, and plumbing have polished appearance. Mirrors/Glass No evidence of fingerprints, smudges, streaking, splatters or film. Mirror frames are dust-free. Dispensers Free of soap or soil build-up. No streaks, smudges, splatter, or dust build-up. Dispensers are filled daily or as needed. Waste Receptacle No evidence of splatters or streaks. Wiped clean inside and out. Clean liner in place. Stairwells Steps free of dust and debris. Freshly wet mopped to remove spills and soil. Walls free of spots, splatters, smudges and fingerprints. All plumbing and ceilings are free of dust build-up and spider/cobwebs. Toilets, Urinals Bowl is free of ring, and under rim has stains removed. Rim, seat and outside of bowl has clean & Disinfected, polished appearance and is free of splatters and urine build-up. Pedestal is thoroughly cleaned and disinfected, also free of urine build up. Ledges, Sills Free of dirt, dust, insects and debris. Spots and stains are removed (both high and low areas). Fans, Vents Free of dust. Spots and stains removed. Furniture Vinyl furniture has dust, debris, spots, and stains removed from seat and frame. Fabric furniture has dust, spots, and stains removed. Frame is thoroughly vacuumed under cushions. Wooden frames are treated with furniture polish. Horizontal Surfaces All horizontal surfaces not otherwise specified are to be dust free, and free of spots or stains. Including picture frames and door frames, and top of windows Stainless Steel Stainless steel surfaces not otherwise specified are to be free of smudges, fingerprints, streaks, and splatters, and have a freshly polished appearance. SUPERVISION The Contractor will designate a contact person within his/her organization to correspond with the COR and, when applicable, the Contracting Officer. The Contractor will have adequate supervision on-site during the scheduled hours of contract performance to ensure that all cleaning functions are performed as scheduled by the Contractor. The term ""on-site supervisor"" and ""alternate on-site supervisor"" means a person designated in writing by the Contractor who has the authority to act for the Contractor on a day-to-day basis at the work-site. The supervisor and/or alternate shall be available during all times that the work is in progress. The Contractor shall provide the names, telephone numbers, email addresses and pager numbers to the COR for use in contacting the supervisor should the need occur when the supervisor is not on the work site. This contact information shall be provided by the winning vendor to the COR after contract award. QUALITY ASSURANCE SURVEILLANCE PLAN The COR will conduct a monthly QA Validation Review for compliance with the terms of the contract. Contractor must achieve an accuracy rate of 95% or higher for Quality of Contractual Documentation. Contractor must achieve a productivity rate of 95% or higher for Timeliness. The Government has the right to change or modify inspection methods at its discretion. SECURITY ISSUES AND ACCESS General: Department of Veterans Affairs Medical Center is a Federal Government Installation. A personnel background check may need to be processed, sent to the Contracting Officer, prior to the Contractor reporting for work. An identification card (Personal Identification Verification) and vehicle registration will not be issued until the background checks are completed and approved by the Security Investigation Center (SIC). Upon security clearance contractor employees will be issued necessary access badges and or key. Security Identification Badges. Contract employee shall comply with the local NCO identification and access requirements. The Contractor is responsible for absences of contract employees due to expired or lost identification and access documents. Each contract employee shall wear and display assigned Security Badge ID, provided by the Human Resources Security Office (HRSO) so that it is visible at all times, and in accordance with their guidance. The badge must display the full name, title and if required by the (HRSO) the words Contractor in front. Contractor/Contract employees shall turn in all identification badges to the Contracting Officer, or designated representative upon termination of their services under the contract. The Contractor shall be responsible for the replacement cost of lost or non-returned Identification cards. Vehicles: All contract employees must register their vehicles with the Police Office to gain access onto the VA Campus. A valid driver s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the Police Office, at which time a VA decal will be issued. The decal shall be placed on the vehicle s front windshield in accordance with instructions. Contract employees shall follow installation procedures for removal and turn-in of the vehicle decal upon termination of services under this contract. Vehicles, with or without a VA decal, are subject to search. Security: All contractors and contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies, including the Privacy Act, 5 U.S.C. 552a, and VA personnel, regarding information and information system security. Contractors shall follow policies and procedures outlined in VA Directive 6500, Information Security Program which is available at: http://www1.va.gov/vapubs and its handbooks to ensure appropriate security controls are in place. Confidentiality: Contractor personnel who obtain access to hardware, software or media, which may manipulate or store any sensitive information, that is protected under 38 USC 4132 or 3305, as defined by the Department of Veterans Affairs, must not access information unless absolutely necessary to perform their contractual duties. Disclosure of any sensitive data obtained during performance of assigned duties under this contract is prohibited. Violation of these statutory provisions may involve imposition of criminal penalties. Contractor is considered to be a VA contractor for purposes of Privacy Act, Title 5 U.S.C. 552a. HIPAA: The Contractor shall abide by the Standards for Privacy of Individually Identifiable Health Information of the Health Insurance Portability and Accountability Act (HIPAA), Public Law 104-01. The Contractor shall not use or further disclose Protected Health Information other than as permitted or required by the contract or as required by Law. The Contractor shall use appropriate safeguards to prevent use or disclosure of the Protected Health Information. The Contractor shall mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this contract. The Contractor shall report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract. The Contractor shall document, in a time and manner designated by the Government, any disclosure of Protected Health Information as would be required for the Government to respond to a request by an individual for an accounting of disclosure of Protected Health Information.
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