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PERFORMANCE WORK STATEMENT JANITORIAL SERVICES INTRODUCTION The Veterans Health Administration (VHA) is the Nation's largest integrated health care system. With a medical care appropriation of more th... PERFORMANCE WORK STATEMENT JANITORIAL SERVICES INTRODUCTION The Veterans Health Administration (VHA) is the Nation's largest integrated health care system. With a medical care appropriation of more than $47 billion, VHA employs more than 239,000 staff at over 1,400 sites, including hospitals, clinics, nursing homes, domiciliary occupancies, and Readjustment Counseling Centers. In addition, VHA is the Nation's largest provider of graduate medical education and a major contributor to medical research. The mission of the VHA is to honor America's Veterans by providing exceptional health care that improves their health and well-being. SCOPE OF WORK The Contractor shall provide all management, labor, transportation, supervision, training, equipment, supplies and materials needed to provide janitorial/aseptic housekeeping services for the Montana VA Health Care System s (VAMTHCS) Community Based Outpatient Clinics (CBOCs), hospital, and Community Living Center (CLC) as specified in this Performance Work Statement (PWS). Performance standards shall be according to the requirements contained in this PWS. All work shall be accomplished in accordance with Federal, State, and local regulations. The applicable federal regulations that are included but not limited to are the following: current Joint Commission (TJC) Manuals ; Occupational Safety and Health Agency (OSHA); Environmental Protection Agency (EPA) and Hazardous Materials requirements; Center for Disease Control (CDC); and all regulations cited in this contract; all applicable local, state, and federal laws, regulations, codes and directives and industry standards. JCAHO establishes the facility and management standards for VA facilities. The VA is committed to maintaining JCAHO approved health care facilities. The Contractor shall provide the services stated in the PWS at the rates set forth which includes all applicable taxes, assessments, and related charges, including adjustments for it. The Contractor shall provide all the necessary equipment to perform such services and all such equipment shall comply with all applicable federal, state, county, and municipal laws, regulations, guidelines and permits. 2.1 LOCATIONS/REQUIREMENTS Janitorial/aseptic services shall be provided by the contractor for three (3) Community Based Outpatient Clinic (CBOC), one (1) VA hospital, and one Community Living Center (CLC) within the state of Montana. Miles City CBOC/CLC 210 S. Winchester Miles City, MT 59301 Main Phone: 406-874-5600 Clinic: 406-874-5675 CLC: 406-874-5800 Clean offices, exam rooms, procedure rooms, lobby, hallways, bathrooms, staff areas and Community Living Center (CLC) areas. Approximately a total of 48,000 sq. ft. (three areas as indicated on map Area 1 = 17000, Area 2 = 9000, Area 3 = 22000) Great Falls CBOC 1417 9th Street Suite #300 Great Falls, MT 59405 Main Phone: 406-791-3200 Clean offices, exam rooms, procedure rooms, lobbies, hallways, bathrooms, and staff areas. Approximately a total of 7,700 sq. ft. Havre CBOC 130 13th St #1 Havre, MT 59501 Main Phone: 406-265-4304 Clean offices, exam rooms, procedure rooms, lobbies, hallways, bathrooms, and staff areas. Approximately a total of 1,134 sq. ft. Fort Harrison VA Hospital 3687 Veteran s Drive Fort Harrison, MT 59636 Clean offices, exam rooms, patient rooms, procedure rooms, lobbies, hallways, bathrooms, and staff areas. Approximately a total of 60,000 sq. ft. 2.2 SERVICES REQUIRED The contractor shall perform daily cleaning services at each location to meet the requirements for high quality patient care, sensitivity to proper scheduling to meet medical and patient needs and sanitation for infection control and prevention purposes. Should a contract employee discover any damaged floor, carpet, furniture or equipment, they shall report it to the Contracting Officer Representative (COR) or facility Point of Contact (POC) within one (1) business day of discovery. General Area Cleaning All Facilities (Daily) Floors All non-carpeted floors shall be swept, dust mopped, damp mopped, wet mopped, dry buffed and spray buffed as needed to ensure a uniform, glossy appearance and free from visible dirt, debris, dust, scuff marks, heel marks and other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. The contractor shall move chairs, trash receptacles and other easily moveable items to maintain floors underneath these items. All moved items shall be returned to their original and proper position. Carpets - Vacuum all carpeted areas and area throw rugs to ensure all are free of visible dirt, debris, litter and other foreign matter. Spot clean any heavily soiled or stained areas. Trash - Remove trash and replace plastic liner. Remove all boxes, cans and papers placed near a trash receptacle marked TRASH . Clean interior and exterior of trash receptacle from all dust, dirt and debris as needed to ensure a clean appearance. Remove all trash from the facility upon collection. No trash shall be left unattended in hallways, offices, etc. Drinking Fountains Clean and sanitize all exterior areas to include fountain nozzle, lever, drain, tub area and radiator vent from all dust, dirt and debris. Interior Glass/Mirrors - Clean all interior glass and mirrors including glass in doors, partitions, walls, display cases, directory boards, etc. Spot Cleaning - General spot cleaning to include removing finger prints, smudges, streaks, spills, from washable surfaces of all walls, doors, handles, kick plates, light switches and fixtures. Dusting - General dusting of chairs, common areas, cabinets, window sills, handrails, furniture, vents, etc. Ceilings - Vacuum or damp dust ceilings (as needed) to assure all dust, streaks, and cobwebs are removed. The immediate vicinity of air ducts in acoustical tile ceilings shall be kept clean and free of debris. Exam and Procedure Rooms - Clean and disinfect sinks, counter tops and exam table surfaces, wheels and supports. Replenish paper towel dispensers, soap dispensers and hand sanitizer dispensers. Other items may be added to exam and procedure room cleaning at discretion of COR or facility POC. Patient Rooms/Common Areas in Miles City (CLC) Clean and sanitize all tables, chairs, door handles and light switches removing all dust, dirt and debris. Sweep and mop hard surface floors. Vacuum carpeted floors. Remove any trash from trash receptacle and replace plastic liner. Other items may be added to patient rooms/common areas in Miles City (CLC) at discretion of COR or facility POC. Eating Area in Miles City (CLC) Clean dining tables and chairs after each meal period. Sweep and mop floors after each meal. Restrooms All Facilities (Daily) - Clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, tubs, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, disposal can for feminine hygiene products and other such surfaces. After cleaning, receptacles will be free of deposits, dirt, streaks and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. Restroom Supplies Replenish all toilet paper, paper towels, toilet seat covers, soap, hand sanitizers and feminine hygiene products. Report dead batteries in automated dispensers to COR or facility POC within two hours of discovery. Linen Remove all soiled linen from designated hampers and replace fresh bags in hampers. Clean and sanitize interior and exterior of hampers from all dust, dirt, debris and odors as needed to ensure a clean appearance. Medical Waste Remove all red bag trash and deposit in facility approved location designated by COR or building POC and replace liners with proper product. Clean and sanitize interior and exterior of trash cans from all dust, dirt, debris, stains and odors as needed to ensure a clean appearance. Seal and remove sharps containers per manufacturer instructions as required. Clean and sanitize interior and exterior of wall mounts and trolleys from all dust, dirt, debris, stains and odors as needed to ensure a clean appearance. All red waste will be transported to and stored in facility approved location per UN 3291 regulations in addition to any applicable facility and Infection Prevention policies. Fort Harrison Sterile Processing (SPS) and Operating Rooms (ORs) - Utilize area specific PPE (scrub top, scrub bottom, shoe covers, hair cover, facial hair cover [as needed]). Clean, sanitize, and sterilize all room surfaces, fixtures, and equipment surfaces to provide a sterile environment for surgical instrument processing and storage. Follow all applicable VAMT policies, procedures, and guidelines applicable to the effective accomplishment of these tasks including case-based cleaning and daily top to bottom (terminal) cleaning of SPS. A cleaning log shall be filled out each day SPS is cleaned. Other items may be added to Sterile Processing (SPS) at discretion of COR or Facility POC. Fort Harrison Patient Rooms - Clean and sanitize all tables, chairs, door handles and light switches removing all dust, dirt and debris. Sweep and mop hard surface floors. Vacuum carpeted floors. Remove any trash from trash receptacle and replace plastic liner. Isolation cleaning techniques shall be used on all suspected cases as reported by area clinical staff members (contact isolation, enteric isolation, droplet isolation, and airborne isolation cases may be present). Isolation rooms shall be terminally cleaned upon patient discharge/transfer and daily cleaned at a minimum of once per day. Other items may be added to patient rooms at discretion of COR or facility POC. Hazardous Waste Removal All chemotherapy waste shall be taken to the facility collection point for hazardous waste and stored according to station policy. Fort Harrison Pharmacy Clean and sanitize pharmacy area. The pharmacy sterile and IV preparation rooms require cleaning per the SOP. If any pills are found during cleaning processes in the pharmacy, contract staff shall contact a pharmacy employee for removal of the pill(s). Fort Harrison Chemotherapy Clinic The chemotherapy clinic shall be cleaned in the same manner as item Q with the addition of wearing a gown and following facility chemotherapy cleaning guidelines. Shredding Waste All shredding waste shall be handled and disposed of with oversight from COR/Facility POC. Periodic Cleaning All Facilities In addition to routine daily cleaning, the following periodic task cleaning shall be performed at the frequencies specified or more frequently if necessary. The contractor shall coordinate a cleaning schedule with the COR or facility POC within one week of award of contract. The exact date the task is to be started and completed must be specified. The COR or facility POC must verbally approve any changes to the contractor s schedule one week in advance and in writing within two weeks . Floors (Annual). Strip, Scrub, seal and wax all floors. A non-skid wax is required. Provide a uniform glossy appearance free of scuffmarks, heel marks, wax build-up and other stains and discoloration. Carpets (Semi-Annual). Shampoo carpets. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles and other easily moveable items shall be moved to clean carpets underneath and returned to their original location after carpet is completely dry. Drinking Fountains (Weekly). Thoroughly clean radiator vent from all dirt and debris. Privacy Curtains (Semi-Annual or as required). Clean all privacy curtains. After cleaning, all curtains shall have a clean, uniform appearance, free of streaks, spots and other evidence of soil. Interior Window Blinds (Weekly). Clean all window blinds from dust, dirt and debris. Wash with detergent as required. Window Drapes (Annual or as required). Vacuum clean all front and back of all drapes removing all dust, dirt and debris. Interior Windows - (Quarterly or as required). Clean all interior windows, window frames and window sills from all traces of film, dirt, smudges, water and other foreign matter. Exterior Windows (Annual). Clean all exterior windows and window screens on ground level of building up to 10 from all traces of film, dirt, smudges, water and other foreign matter. High Dusting - (Weekly). Dust all fans, light fixtures, vents, air ducts and all horizontal surfaces below 10 from the floor. After high dusting, all dust, lint, litter and dry soils shall be removed from all surfaces. Nursing Home Beds in Miles City CLC (Weekly). Clean and disinfect patient beds (mattress, mattress platform and rails) from all dust, dirt and debris. After cleaning, beds will be free of deposits, dirt, stains, streaks, and odors. Patient Rooms in Miles City (CLC) (As Required). Thoroughly clean patient rooms upon patient vacating. Rooms shall have the tile floors stripped, waxed and buffed. All windows cleaned. High and low dusting of all ceilings, walls and furniture. Privacy curtains placed into soiled linen and replaced. Thorough cleaning and sanitizing of restroom to include toilet, sink and shower. The room will be free from all dirt, dust, debris and odors and be ready for another patient to move into. Other items may be added to patient rooms in Miles City (CLC) at discretion of COR or facility POC. Fort Harrison Furniture Moving contractor staff shall assist COR/Facility POC in furniture moving duties. Facility shall ensure proper equipment and safety while supervising all furniture moving. SUMMARY OF REQUIREMENTS A qualified source has recent experience (within past 3 years) of performing services of a comparable size, scope and complexity, as well as current and valid registration in System for Award Management (SAM), https://www.sam.gov) Qualified and interested vendors must complete the following information and email to VA Contracting Specialist, Mitchael Purdom, at mitchael.purdom@va.gov A word version of this form is available on the Sources Sought Notice page on Contract Opportunities (BETA.SAM.gov). In your reply, please provide the following: Reference the FBO Sources Sought Notice number in all communication: Company Name and POC Details: _____________________ Company DUNS number: _______________ If your company does NOT have a DUNS number, what date does your company plan to register in SAM.gov and obtain a DUNS number? ____________________________ Company Size, as it relates to NAICS code 561720 Small Business / Other than Small Business (select one) Use of a subcontractor to perform services: YES, we would use a SUB for ALL of the services / YES, we would use a SUB for only part of the services / NO, we would be the PRIMARY for ALL of the services (select one) Company s Recent Experience of Similar Size, Scope and Complexity to what is described in the notice. This can be US Federal contracted experience or experience performing services in the commercial sector. Provide reference details, e.g. POC / client contact details, contact details of US Federal agency Contracting Officer (CO) or Contracting Officer Representative (COR), dollar values of services, location of services, start/end dates of services etc. _______ Only written responses, to items 1 through 7 above, will be accepted at this stage. Do not submit additional documentation or attachments outside these requirements unless your company POC receives a direct request in writing by the Contract Specialist. Information is being gathered for market research purposes only. Industry exchanges are at the discretion of the Contract Specialist. This is not a request for quotes. DISCLAIMER: This is a Request for Information (RFI) from industry in accordance with Federal Acquisition Regulation (FAR) 15.201(e) and on the requirement, that exists for the VA Medical Center(s) identified in this RFI. This is not a request for quote and not a contract. This announcement is not a request for proposals; therefore, responses to the RFI are not considered offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this RFI. No classified information should be included in the RFI response. Should you have concerns regarding this RFI you may request to contact the Contracting Office that will be assigned this requirement by emailing the sender of this RFI. Questions must be addressed in writing to the Contract Specialist. Requests for VA-business sensitive information, to include VA budget information, VA acquisition planning information, acquisition methods, strategies and set-asides must be addressed via the VA FOIA process: https://www.va.gov/foia/ Thank you for your interest in doing business with the VA. To learn more about the VA Mission, Vision, Core Values & Goals visit https://www.va.gov/about_va/mission.asp To understand the latest updates on the Veterans First Contracting Program visit https://www.va.gov/osdbu/verification/veterans_first_contracting_program_adjustments_to_reflect_the_supreme_court_kingdomware_decision.asp To find out how to do business with the VA visit https://www.va.gov/osdbu/library/dbwva.asp To become a CVE-verified VOSB or SDVOSB visit https://www.vip.vetbiz.va.gov/