Inactive

This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement for Janitorial Services. Please see Statement of work f... This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement for Janitorial Services. Please see Statement of work for details. This requirement is for the Dublin VA Medical Center Brunswick CBOC. The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement. The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned. Please note that requirements defined to date may change before a final solicitation is released. Sources Sought requirements are as follows: 1. Please acknowledge if your company is an authorized provider of the of these services. 2. Submit responses and related information via email to chaz.bowling@va.gov by 9:30 AM EST, July 6, 2020. Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization. VA reserves the right not to respond to any or all emails or materials submitted. 3. Provide Past Performance (if applicable) PERFORMANCE WORK STATEMENT (PWS) JANITORIAL SERVICES AT BRUNSWICK CBOC Section 1: General Information 1.1 General: This is a non-personal services contract to provide janitorial services for the Veterans Health Administration (VHA) Brunswick VA Outpatient Clinic, located at 1111 Glynco Pkwy, Building 2 Suite 200, Brunswick, GA 31525-7923. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. Agencies shall train their employees in appropriate cleaning and disinfection procedures following Centers for Disease Control and Prevention (CDC) Guidance. Clinic is approximately 10,000 square feet, see attached floor plan for detailed spaces. All locations shown on attached floor plan shall be included in this janitorial contract, with the exception of the two mechanical penthouses, Communications Room 2-272, Electrical Room 2-201.1   1.2 Period of Performance: Contract shall be for the period of October 1, 2020 through September 30, 2021. 1.3 Place of Performance: Brunswick VA Outpatient Clinic 1111 Glynco Pkwy Building 2 Suite 200 Brunswick, GA 31525-7923 1.4 Hours of Operation: Normal business hours are between 8:00 a.m. to 5:00 pm Monday-Friday excluding Federal holidays. The janitorial services will be required during clinic hours, 5 days per week, excluding Federal holidays. Stripping and waxing of floors will be required after clinic hours, from 5:00 pm to 8:00 pm. 1.5 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the Point of Contact (POC) on site describing how services will be accomplished. All work shall be coordinated Cwith the POC or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract. The facility POC will communicate with the designated Contracting Officer Representative (COR) services and completion of those services to validate work was accomplished as required. The Contractor shall maintain a Certified Executive Housekeeper (CEH) available by phone 24/7. 1.6 Building/ Space Type: Outpatient Medical Clinic which will include but will not be limited to: Exam Rooms Restrooms Waiting Areas Mini Blinds Meds Room (nurse manager to provide supervised access) Supply and Storage Areas Hallways and Lobbies Elevators and Doors Reception Areas Offices Biohazard Room Conference Room Behavioral Health Offices and Group Room Hard Surface and Carpeted Floor Care House Keeping Aide Closet Lab Area Public Areas Sinks Stairwell Windows Corridors Entryways Administration Areas Break Rooms Drinking Fountains Light Fixtures  1.7 Type of Contract: Firm Fixed Price 1.8 Contract Changes: Additional tasking required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the COR and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer. 1.9 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp. Vendor e-Invoice Set-Up Information: Please contact the phone numbers or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below: e-Invoice Setup Information: e-Invoice email: FSC e-Invoice Contact Information: FSC e-invoice email: vafsccshd@va.gov Tungsten e-Invoice set-up information: 877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 877-353-9791 FSC e-Invoice email: vafsccshd@va.gov More information on the FSC electronic invoicing process can be found at http://www.fsc.va.gov/einvoice.asp. Section 2: Definitions & Acronyms 2.1 Definitions: Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms. Centers for Disease Control & Prevention (CDC). The nation s health protection agency that publishes key health information, including weekly data on all deaths and diseases reported in the US and travelers' health advisories. The CDC also fields special rapid-response teams to halt epidemic diseases Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative. Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract. Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency and provide documentation of correction Custodial Cleaning. Providing an array of cleaning functions that are vital to the daily operation of the facility to present a clean facility. Joint Commission (JC). A national organization dedicated to improving the performance, safety, and quality of patient care in health care facilities, and publishers of the Joint Commission on Accreditation Manuals. Point of Contact (POC). An identified individual with subject matter expertise (SME) of VHA EMS proper cleaning procedures. Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures. Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, bodily fluids, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors. Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. Dwell Times: The amount of time that a sanitizer or disinfectant must be in contact with the surface and remain wet, in order to achieve the product s advertised kill rate. High Touch Areas: Surfaces within a patient room that require more frequent cleaning and disinfection due to having frequent contact with hands. High touch surfaces can be found on the CDC Environmental checklist for monitoring terminal cleaning. Two-Step Cleaning: Step One: Cleaning is the necessary first step of any disinfection process. Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation. The physical action of scrubbing with detergents and surfactants and rinsing with water removes substantial numbers of microorganisms. If a surface is not cleaned first, the success of the disinfection process can be compromised. Removal of all visible blood and inorganic and organic matter can be as critical as the germicidal activity of the disinfecting agent. When a surface cannot be cleaned adequately, it should be protected with barriers. Step-Two Disinfection destroys most pathogenic and other microorganisms by physical or chemical means. Workday. The number of hours per day the Contractor provides services in accordance with the contract. 2.2 Acronyms: CBI Compliance and Business Integrity CEH Certified Executive Housekeeper COR Contracting Officer Representative EPA Environmental Protection Agency ID Identification IT Information Technology JC Joint Commission IHEA International Executive Housekeeper Association NEHA National Executive Housekeeping Association OSHA Occupational Safety and Health Agency POC Point of Contact PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VHA Veteran Health Administration VA Veterans Affairs Section 3: Government Furnished Property, Equipment, and Services There will be NO government furnished property or supplies involved with the contract. Contractor will furnish all supplies and equipment Including cleaning supplies (chemicals, PPE, mops, equipment, and SDS). Section 4: Contractor Furnished Items and Services The contractor shall furnish all supplies and equipment including cleaning supplies (chemicals, PPE, mops, equipment, soap refills, toilet paper refills, paper towel refills). The contractor shall provide a standard custodial type uniform which is easily recognizable and clearly distinguish them as the Contractor. for employees and ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. 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 shirt (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. The Contractor will not wear hats. Section 5: Specific Tasks Standards: Aseptic areas apply to all areas within the medical center. Contractor will be required to perform Two-Step Cleaning in accordance with Centers for Disease Control (CDC) guidance. https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html. 5.1 Tasks and Cleaning Standards The following table summarizes the tasks required under this PWS. Tasks Frequency Empty waste cans and reline Daily Place furniture in proper locations Daily Spot clean/wash interior windows and door glass Twice/Week Sweep/dust mop all floors Daily Wet mop all floors Twice/Week Clean public restrooms Daily Clean both waiting rooms Daily Check and Refill all paper towel, toilet paper, and soap dispensers (bathrooms and patient rooms) Daily Clean and organize all housekeeping closets Daily Clean/sanitize all bathrooms utilizing a germicidal disinfectant Daily Buff all tile floors Monthly Dust all horizontal and vertical surfaces, including wall art Three times/week Spot clean furniture Daily, as needed Spot clean waste cans Daily, as needed Wash walls and doors Daily Vacuum entrance mats Daily Clean and Polish all stainless steel Daily Strip and wax/refinish all VCT tile floors Initially and then Twice/Year Cleaning of High Touch Surfaces Daily Change privacy curtains As Required by Nurse Manager Exam room cleaning Daily, or more frequently as Required by Nurse Manager Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails. Sanitize as needed. Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed to remove dust. Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls. Entrance Area: Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Exam Rooms: Exam rooms shall be swept and mopped daily, all surfaces cleaned with disinfectant, sinks disinfected, and towel dispensers checked for refills as needed. Floor maintenance (non-carpeted): The Contractor shall strip wax, finish and buff using non-slip floor finish. The Contractor shall turn back the rugs in order to clean and finish the floor areas. The stripping of wax, finish and buffing shall be performed as requested. The scheduling of this task will be coordinated between the Contractor and on-site POC and staff occupying building to ensure there is no disruption to staff and visitors. Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur and direction of the on-site POC. The area or the room requiring the service will be identified by on-site POC or designated representative to the COR. The Contractor shall wet mop using a neutral floor cleaner, using a Micro-Fiber Mopping System to mop all accessible areas including corners and abutments. The Contractor shall remove any splash marks or streaks on furniture, walls, baseboards, etc... The Contractor will only use string mops in the case of large spills. When string mops are required, a double bucket mopping process will be used. The Contractor shall sweep, dust, and damp mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms. The floors shall be swept, dusted and damp mop using a treated or dust- free method/mop. The Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items to clean underneath and shall return items to their proper position. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36 and below) The Contractor shall dust specific uncluttered horizontal surfaces per direction of the on-site POC within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, window sills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust. The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36 up to 70 ): High dusting includes all the wall surfaces, door frames, shelves, equipment, windowsills, ledges, handrails, etc. that are 70 inches from the floor or more. Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners. Move items as necessary to ensure thorough and adequate cleaning; replace to original position. The Contractor shall spot clean upholstered furniture as required. Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft shields on windows, mirrors and adjacent trim. Stairwells: The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling and wall areas shall be free of cobwebs, dust, debris and insects. Walls: Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed. Blinds/Shades: The Contractor shall vacuum, and damp clean all blinds/shades to remove surface dust, vacuum drapes in place. Wall Hangings/Pictures: The contractor shall dust and clean wall hangings/picture frames. Clean glass/plexiglass to remove fingerprints, smudges. Window and Mirror Cleaning Interior: The Contractor shall wash all windows and mirrors on interior surfaces, damp-wipe window sashes/sills. Miscellaneous Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent ensuring that the surface remains visibly wet for the proper dwell time. Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates. Restrooms The Contractor shall clean and sanitize sinks, urinals, and toilets. The floor traps shall always be maintained free from odor. The Contractor shall sweep and wet mop the floors daily and spray buff as required. The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions. The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces. The Contractor shall damp-wipe and polishes the chrome fixtures. The Contractor shall clean (descale) toilet bowls and urinals. The Contractor shall provide and replenish restroom supplies for example: soap dispensers, paper towels and toilet tissue. The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles. Waste Trash Removal: The Contractor shall pick up and empty all trash or waste receptacles. Waste will be deposited at established waste collection sites/holding areas at the facility for waste hauler pick up. Supplies: The dispensers and supplies will be provided by the Government. 5.2 Contractor Personnel The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures in order to ensure compliance with all provisions contained in this contract. A supervisor shall be available anytime employees are working on site to provide oversight. The CEH shall have at least one (1) year of prior Healthcare Sanitation experience as a CEH Manager within the last three years. Written certification of experience and copies of any formal training program (i.e. National Executive Housekeeping Association (NEHA) shall be submitted to the COR before starting work. The COR s approval must be received prior to an employee working at any of the facilities. The CEH 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 CEH or stand-in representative shall be available within 3 hours. The contractor s employees shall be English speaking and shall be able to read, write, speak, understand and communicate effectively in English. Prior to beginning performance under this contract, the Contractor shall provide the following: List of employees who will provide services under this contract Name, telephone number and address of the CEH 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 CEH 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. The Contractor shall not consume food, snacks, or drink products except during specified break periods in appropriate designated break areas only. The Contractor shall adhere to the VHA smoke-free campus policy. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed Confidentiality Certificate from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. The Contractor will inform the COR, if their employee was at risk of exposing Veterans, visitors or VHA employees to a communicable disease. 5.3 Safety Training Requirements Contractor-Furnished Safety Training: The Office of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by respective State Laws and that are applicable to all employees. All Contractors providing service at VA facilities shall follow these established Code of Regulations General Industry Safety Orders (OSHA) section listed below, as a condition of contract award: Section 3203 Title 8 Illness and Injury Prevention Program. Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct orally in general safe work practices with specific instructions with respect to hazards unique to the employees job assignments, as compliance with subsection (a) (3). Section 5193 Title 8. Blood Borne Pathogens Section 5194 Title 8. Hazard Communication The above-listed orders establish minimum standards and apply to-employment s and places of employment s in California as defined by Labor Code Section 6303; provided, however, that when the Occupational Safety and health Standards Board has adopted or adopts safety orders applying to certain industries, occupations or employment s exclusively, in which like conditions and hazards exit, those orders shall take precedence wherever they are inconsistent with the General Industry Safety Orders hereinafter set forth. The above-listed orders, effective 1 July 1991, require the employer to develop, implement and document written programs, as well as requiring initial and recurring employee training and record keeping. The Contractor shall provide to the COR an annual written certification that each employee has received the State-required safety training; that each employee has received the Hepatitis B vaccination; or provide a written certification from any employee who declines the Hepatitis B vaccination. Hepatitis B Vaccination: The final rule on Occupation Exposure to Blood Borne Pathogens, 29 CFR Part 1910.1030, states employers shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident. Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the Contractor. All contract employees need to be screened for tuberculosis prior to employment All contract employees need to be medically cleared to wear respiratory protection All contract employees shall be cleared for fitness of duty to perform physical tasks required for the job such as lifting a minimum of 50 lbs., prolong standing walking and frequent bending. All contract employees shall comply with VA policy regarding influenza vaccine for staff and contractors. A copy of this letter shall also be filed with the COR and placed in the COR s contract file, and an additional copy shall be sent to the VA employee physician s office. Following Contractor employee s exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician. Records of treatment and follow-up shall be maintained for the duration of employment by the contractor and for thirty (30) years thereafter. Copies of treatment and follow up records shall be provided to the COR. 5.4 Contractor s Quality Control Plan The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor s basic Quality Control Program shall be provided to the on-site POC and COR 15 days after contract award effective date. An updated copy shall be provided the on-site POC and COR as changes occur. The quality control program shall include, but are not be limited to the following: An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished. The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable. On-site records of all inspections conducted by the Contractor and necessary corrective action taken. A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the on-site POC and COR or designated representative during the term of the contract. 2. The on-site POC shall make the COR aware of any area of the facility that is not being cleaned sufficiently. The COR will bring it to the attention of the contractor, and the issue shall be addressed within 24 hours. 5.5 Fire Prevention and Emergency Procedures The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings. Any hazardous incidents created by the Contractor shall be corrected immediately. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. The Contractor shall follow applicable facility policies concerning fire and/or disaster events. Posting Warning Signs: 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. 5.6 Access to Rooms for Cleaning The Government staff at the Clinic shall monitor the Contractor and provide access to the required rooms. When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the COR or designated representative. The Contractor shall comply with the security clearances or access controls imposed. The Contractor shall turn in all lost articles found during the performance of duties to the COR or designated representative. The engineering, IT, and telephone closets are restricted access. The contractor will not have access to those areas and will require an escort to those areas, if cleaning is required. 5.7 Interference to Normal Function The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts. 5.8 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.