Orland Park Janitorial Contract (VA-18-00045216)
STATEMENT OF WORK
Orland Park Veteran s Center, Orland Park, IL
Janitorial Services
DESCRIPTION OF SERVICES
The contractor shall provide all labor, tools, materials, supplies, appropriate equipment and supervision, necessary to professionally clean and maintain the Orland Park Veteran s Center located in Orland Park, IL. at an acceptable level of cleanliness that meets the requirements for a mental health clinic. Cleaning will start at 7:30 AM and should take approximately 2 hours to complete Monday, Wednesday and Friday, excluding legal and/or public holidays. Contractor shall be responsible to provide Material Safety Data Sheets (MSDS) to the COR in accordance with the conformance standards. All disinfectants used in the cleaning of the facility will be FDA/EPA approved. All cleaning agents used must be clearly labeled. This is a green facility, therefore the use of vinegar will be used in varying strengths to clean the facility. The facility is 2900 square feet, approx. 900 sq. feet of tile, remainder is carpet. Tile shall be washed by hand, no mops. Contract requires spot cleaning of stains on carpet. Approx. 300 sq. feet will require stripping and waxing.
Contractor shall provide costs to perform services listed for (3) THREE days per week (excluding Government Holidays) as defined in the Statement of Work.
SPECIFIC TASKS
B B B B Monday, Wednesday, Friday Expectations
Vacuum: All carpeted areas to include above and beneath rugs/runners.
Sweep & Wash: All floor areas to include entrance, hallways, bathrooms, and kitchen.
Disinfect: All door handles, both inside and outside of offices, kitchen, restrooms, conference and waiting rooms. (If a meeting is taking place, disregard disinfecting the inside handle.)
All tables. (Lobby, waiting room, conference room, and kitchen area.)
Polish all wooden tables after you disinfect them.
Restrooms 2 (two) each: Clean and disinfect toilets, mirrors, and sinks.
Glass doors/Windows: Clean entrance windows and doors.
Trash: Empty out all trash containers. This should be the last task completed prior to leaving facility.
Bi-weekly Expectations
Dust: All blinds. If areas in need of dusting are in use by staff only, ask them if it would be ok to dust the blinds at that time. If area/office is being used by veterans and staff, please do not disturb and complete task during next cleaning day. Cleaning includes all window sills and frames.
Monthly Expectations
Vents: Clean all vents. If the area in need of cleaning is in use please come back after completing other tasks. If it is still in use by veterans after a given amount of time complete task during the next cleaning day.
Semi-Annual Expectations
Clean: All upholstery shall be vacuumed 2 times a year.
1.1. BASIC CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the Service Delivery Summary (SDS). The minimum cleaning frequencies are established in Appendix A - C. All work listed under 1.1.1 through 1.1.15 shall be performed in accordance with the above.
1.1.1. Maintain Floors. All floors, except carpeted areas, shall be swept, dust mopped, washed by hand, to ensure they have a uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.
1.1.2. Remove Trash. All trash containers shall be emptied and returned to their initial location. Boxes, cans, paper placed near a trash receptacle and marked TRASH shall be removed. All trash containers, waste baskets, etc. shall be fitted with a disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors.
1.1.3. Clean Interior Glass/Mirrors. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.
1.1.4. Clean Drinking Fountains. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.
1.1.5. Vacuum Carpets. Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the COR. Area and throw rugs are included to receive this service.
1.1.6. Clean Carpets. Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately.
1.1.7. Vacuum and Clean Floor Mats. Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.
1.1.8. General Spot Cleaning. Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.
1.1.9. General Dusting. All horizontal surfaces must be dusted or cleaned to eliminate dust collection. All vertical surfaces shall also be kept free from the accumulation of dust. All furniture and medical and other equipment is also to be kept free from dust.
1.1.10. Clean Interior Windows. Clean glass surfaces/windows throughout the area. After surfaces have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass.
1.1.11. Clean Air-Conditioning/Heating Vents. All heating and air conditioning ventilation grates/grilles/louvers/covers shall be kept free from dust and dirt and shall be cleaned on an as needed basis.
1.1.12. Clean Fluorescent Light Fixture Diffusers. All plastic diffusing lenses for ceiling mounted fluorescent light fixtures will be kept in a clean condition (on both sides of diffuser) and free of dust, dirt, and dead insects.
1.1.13. Empty/Clean Exterior Ashtrays/Trash. All exterior ashtrays/trash receptacles shall be emptied and returned to their initial location. Boxes, cans, paper placed near a trash receptacle and marked TRASH shall be removed. All trash containers shall be fitted with disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied and replace sand in ashtrays as necessary (VA to provide sand substitutes). The trash shall be deposited in the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors.
1.1.14. Empty /Clean Recycling. All containers will be emptied and returned to their initial location. Sensitive paper will not be mixed with non-sensitive paper. Recycle paper will be placed in appropriate recycling bin. Aluminum cans/plastic bottles will be collected and stored in designated location as directed by COR.
1.2. REST ROOM CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the Service Delivery Summary (SDS).
1.2.1. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, saunas, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. 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, as well as all surfaces of specimen pass throughs.
1.2.2. De-scale Toilet Bowls and Urinals. De-scaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.
1.2.3. Sweep and Wash Floor. After sweeping and washing floors by hand with cloths, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and hand wash underneath. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance. Contractor shall wash floors using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning.
1.2.4. Stock Restroom Supplies. Contractor shall ensure examination rooms/restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, lotion dispensers, sanitizer solutions, paper towels, and toilet paper do not run out. Supplies shall be stored in designated areas and shall be kept up off of surface of floors. No overstocking shall be allowed. Contractor IS NOT required to furnish the following items: Toilet paper, hand soap, hand sanitizer, toilet liners, paper towels, trash bags. These items will be furnished by the Government.
Janitorial closet
All designated janitorial closets will be kept clean and orderly.
Cleaning cloths and brooms will be stored clean and free of debris.
Buckets, and misc. containers will be free of standing liquid and debris.
Cleaning chemical, supplies and misc. equipment will be stored in cabinets, off the floor or hanging from wall hooks.
Electrical equipment stored in the clinic will be in working order. No broken or unsafe equipment will be stored in the janitorial closets/clinic
Safety
Housekeeping carts will not be left unattended or parked in walk areas
Wet floor signs will be posted and be visually seen by all directions
2. SERVICE DELIVERY SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.
Performance Objective
SOW Para
Performance Threshold
Basic Cleaning Services.
Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash is empty; Plastic liners are replaced each time trash is emptied. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Ash containers are emptied and free of ashes, odors and stains. Glass and mirrors have no traces of film, dirt, smudges, or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Stairways are free of dirt, debris, marks, smudges, scuffs and other foreign matter. Carpets are free of dirt, debris, litter and other foreign matter. Dust is not visible. Recycling containers are emptied; plastic liners are placed each time recycling is emptied
1.1.
Not to exceed 3 customer complaints per month.
Basic Restrooms Cleaning Services.
Restrooms are disinfected and free of dirt, deposits, streaks and odors. Toilets and urinals are disinfected and free of scale, stains, scum and other deposits. Floors are free of litter, dirt, dust and debris. Supplies are adequate until next service.
1.2.
Not to exceed 3 customer complaints per month
Periodic Cleaning Services. Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Windows are free of film, dirt, smudges, water, and other foreign matter. Carpets are free of stains and discoloration.
1.3.
Not to exceed 3 customer complaints for the reporting period.
Janitorial Closet. Closets have a clean and free of clutter appearance. Supplies are stored in closets
1.4
Not to exceed 3 customer complaints for the reporting period
3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. NONE ALL EQUIPMENT, MATERIAL AND SUPPLIES TO ACCOMPLISH CLEANINGSERVICES SHALL BE FURNISHED BY THE CONTRACTOR.
4. GENERAL INFORMATION.
4.1. Quality Control. The contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Delivery Summary.
4.2. Quality Assurance. The government will periodically evaluate the contractor s performance in accordance with the Quality Assurance Surveillance Plan.
4.3. Government Remedies. The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 2004), for contractor s failure to perform satisfactory services or failure to correct non-conforming services.
4.4. Hours of Operation. The work required by the contract shall be performed Monday, Wednesday and Friday, excluding Federal Holidays. Work shall begin at 7:30 a.m. and shall be completed no later than 4:30 p.m. Contractor shall provide proposed work schedule to the COR within five (5) calendar days from receipt of Award.
National holidays:
New Year s Day January 1
Martin Luther King Day Third Monday in January
Presidents Day 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
When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies
4.5 VA Sensitive Information & Data Security Requirements.
The contractor will take due diligence to make sure that VA sensitive information and data that is viewed, faxed or similarly transmitted, or discussed verbally is protected from unapproved disclosure.
B. Any security violations or suspected violations shall be immediately reported to the VA Contracting Officer and the assigned VA Information Security Officer (ISO).
Security Requirements.
The contractor's employees shall wear visible identification at all times
while on the premises of the Vet Center. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from Vet Center staff or from the COR. The Vet Center will not invalidate or make reimbursement for parking violations of the contractor under any conditions.
Smoking is prohibited inside the clinic building. Possession of weapons is prohibited. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
Damage: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor will be repaired and or replaced to the satisfaction of the VA at the contractor s expense.
Damage to the building, its contents or loss of Government property, in access of $100,000 will require a Report of Survey or Investigative Report by the Vet Center. Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss.
4.7. Special Qualifications. Competency of Personnel: Contractor is required to submit sufficient evidence of adequate equipment, facilities, and personnel required for this contract. The contractor shall furnish the following information with the signed agreement:
A. The number of years of experience in performing the type of service specified.
B. Personnel regularly employed on a full or part-time basis.
C. The contractor is required to furnish for evaluation purposes, names addresses and telephone numbers of three companies for whom similar services have been furnished (preferably other Government Agencies of the type defined herein).
Contractor shall have an established business with an office and appropriate staff to accomplish the work specified. If subcontractor(s) are used, the Contracting Officer prior to commencement of work must approve them. The Contractor shall submit any proposed changes in subcontractors to the Contracting Officer for approval/disapproval.
Confidentiality. Contractor, any and all personnel employed by Contractor, and any other individuals enlisted by Contractor (sub-contractors, etc.) to meet the requirements of this SOW, shall not disclose any information regarding the patients treated at the Vet Center. All clinical records, including names of patients, Social Security numbers, and any and all medical, administrative, or demographic information that pertains to the patients treated at the Vet Center is strictly confidential. This information is protected under federal regulations. All information and records that pertain to the employees of the Vet Center is also confidential and is protected under law. Contractor, and any individuals employed or enlisted by Contractor, may be required to sign Confidentiality Statement as a condition of being allowed to work at the Vet Center.
Definitions/Acronyms.
Vet Center Orland Park Vet Center
B. CO - Contracting Officer
C. COR - Contracting Officer's Representative
D. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.
E. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.
F. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.
G. NFPA - National Fire Protection Association.
NPDES - National Pollutant Discharge Elimination System
I. QASP - Quality Assurance Surveillance Plan
4.10. REPORTING REQUIREMENTS. At the discretion of the COR or Contracting Officer, the Contractor may be required to submit an ongoing report of services rendered under the terms of the contract. The contractor may be required to submit a report which shall include but not be limited to 1) dates and times when services were performed, 2) a list of the areas where services were performed, and 3) type(s) of services and brief description of the work.
VA Contact Person(s): Theresa Hartmann
Location (Building/Room Number: 8651 W. 159th Street, Orland Park, IL 60462
Telephone Number & Extension(s): 708-444-0561
Contractor -- Provide telephone number(s) to call for your Service Department:___________________________
Provide name(s) of authorized contact person(s): ______________________________________________
4.11. CONFORMANCE STANDARDS: All work shall be performed and equipment shall function in conformance with all VA safety standards, manufacturer's/industry standards, the latest published edition of NFPA 99, FDA, OSHA, and other applicable national standards.
4.12 CONTRACTOR PERSONEL
The contractor's personnel shall follow applicable policies of the Department of Veterans Affairs Orland Park Vet Center to include acceptable work wear (no jeans, tank tops, etc.) personal hygiene and grooming. Contractor personnel shall be aware that hats, bandannas, earphones or plugs, and sunglasses are not acceptable. Contractor personnel performing janitorial services are to be clean and neatly dressed in regulation uniforms with identification (contractor and employee name) while on duty. Uniforms will be basic, wash-and-wear style. No non- emergency or personnel phone calls, cell phones, or personnel business will be allowed during the performance of this contract. Disrespect, profanity or foul language towards the staff or anyone on premises will not be tolerated and will result in request for immediate dismissal. Contractor agrees to VA s right to request removal of an employee if any of the above should occur or is in the best interest of the patients and staff. The Vet Center is a drug free workplace.
Travis McCullough
travis.mccullough@va.gov
Contract Specialist
