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!!! INTENT TO SOLE SOURCE !!!! Kitchen Cleaning Services


Wisconsin, United States
Government : Federal
RFP
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The Department of Veterans Affairs Hines VA Hospital in Hines Il intends to negotiate a sole source contract with SLAUGHTERS COMMERCIAL SVCS CORP to provide Janitorial service to the Hines VA Medical Center in Hines, IL.
This contract will be for a firm fixed price contract. This procurement is being conducted in accordance with FAR 6.302-5, sole source to SDVOSB. The contract will be firm fixed price and the NAICS code is 561720. Period of performance from 05/01/2019 thru 9/30/2019
This Notice of Intent is not a request for competitive proposals. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products, services and capabilities as well as references from other customers who are using these products and services to the contracting officer NLT 11:00AM EST, 22 Aprill 2019. Supporting evidence must be submitted in sufficient detail to demonstrate the ability to comply with the above requirements and attached Statement of Work, to include access to OEM parts for repairs. Information must be sent to:
Antaeus Gayles
Great Lakes Acquisition Center Southern Tier
3001 Green Bay Road
Building 1, Room 326
North Chicago, IL 60064-3048
Or via fax to (224) 610-3269, or via email response to antaeus.gayles@va.gov. Responses received will be evaluated; however a determination by the Government to not compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the GLAC will proceed with the sole source negotiation with SLAUGHTERS COMMERCIAL SVCS CORP
All work is expected to encounter normal conditions. Contractor to Install equipment in accordance with the manufacturers installation instructions. If anything unusual is encountered the VA will be notified and pricing will adjust accordingly.
PAYMENT FOR SERVICES:
Invoices will be paid in arrears on a monthly basis upon completion of the services. Each invoice must include VA purchase order number, and invoice number and the month of the service being invoiced. The invoice should be mailed to the address identified herein.
SECURITY REQUIREMENTS:
The Contractor s employees shall wear visible identification and company uniforms approved by the COR at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or from the COTR. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
Statement of Work for
Kitchen Cleaning Services at
Hines VA Hospital


Performance shall be in accordance with the standards contained herein.
1. Description of Service. The contractor shall provide all management tools, equipment, and labor necessary to ensure that custodial services performed at the Hines VA hospital 5000 s. 5th ave. Hines IL, 60141 kitchen 200 will maintain a satisfactory facility condition and present a safe, sanitary, and enhanced (healing) environment. The Clinic area is 9,956 square feet. Cleanings shall occur between the hours of 8:00 PM and 1:00AM CST., 7 days/week, including legal and/or public holidays. Contractor shall be responsible to provide Material Safety Data Sheets (MSDS), for all applicable items used in the performance of this contract, to the Contracting Officers Representative (COR) in accordance with the conformance standards. All disinfectants used in the cleaning of the facility shall be Edward J. Hines Jr. VA Hospital and NFS approved. All cleaning agents shall be clearly labeled.

1.1. Basic Cleaning Services. The contractor shall accomplish all cleaning tasks to meet the requirements of this Statement of Work and the Services Delivery Summary (SDS). The minimum cleaning frequencies are established in Attachment A. All work listed under 1.1.1 through 1.3.3 shall be performed in accordance with the above.

1.1.1. Maintain floors. All floors areas, in the kitchen shall be swept, mopped daily and scrubbed with auto machine as needed, to ensure they have a uniform, appearance and are free from dirt, debris, dust, grease, 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, kick plates, doors, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items should be returned to their original and proper position and plugged back in if unplugged.

1.1.2. Remove Trash. All trash containers shall be emptied in cleaned daily and returned to their initial locations. Boxes, cans, and paper placed near a trash receptacle and marked TRASH shall be removed. All trash containers, wastebaskets, etc. shall be fitted with a clear, 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. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards daily, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

1.1.4. General Spot Cleaning. Daily Perform spot cleaning on a conditional 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, 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.

1.1.5. General Dusting. Daily all horizontal and vertical 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 equipment shall be kept free from dust.

1.1.6. Clean Interior Windows. Clean glass surfaces/windows throughout the area. After surfaces have been cleaned daily, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass.

1.1.7. 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 to be determined by COR.


1.1.8. Empty/Clean Exterior Trash Receptacles. All exterior trash receptacles shall be emptied daily and returned to their initial locations. Boxes, cans, paper placed near a trash receptacle and marked TRASH shall be removed. All trash containers shall be fitted with clear, 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 trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors. All roll around black trash containers will be cleaned nightly.


1.2.1. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, walls, and other surfaces daily, using a Edward J. Hines Jr. VA Hospital and NFS approved germicidal detergent daily. 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.


1.2.3. Sweep and Mop Floor. Daily After sweeping and mopping, 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 damp mop underneath. Floors shall be stripped, scrubbed, refinished, etc., and as necessary to maintain sanitary conditions and a clean, uniform appearance. Contractor shall mop using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning.

1.2.4. Stock (Janitorial) Supplies. Contractor shall ensure all supplies to perform work shall be included in the contract and are approved by COR.
In addition, ensure cleaning closet is cleaned and neat with no water left in buckets and dirty mops removed for leaving.

1.3. Periodic Cleaning Services.

1.3.1. Scrub floors. scrub, as often as daily or necessary to maintain a uniform glossy appearance. A non-skid finish is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, other stains, and discoloration.

1.3.2. Clean Windows. 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.

1.3.3. Cleaning. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved when floor cleaning is being done and returned to their original location.

1.3.3. Emergency or Special Event Cleaning Services. Upon notification, the contractor shall perform emergency or special event cleaning required in any area or room covered under this contract. The contracting officer shall order cleaning services through issuance of a delivery order for the appropriate and required work task(s). Contractor shall begin emergency work, as determined by the contracting officer, within one hour of notification, which may be verbal. The contracting officer or designated representative will notify the contractor as soon as a special event requirement is known, but not less than 24 hours prior to the event. Completion schedule shall be determined for each delivery order.

2. Service Delivery Summary. The Contractor service requirements are summarized into performance standards 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. The Government will monitor the Contractor s performance under this contract utilizing customer complaints, re-performance requirements and random quality assurance inspections. The Government will enforce negative incentives if Contractor fails to perform in accordance with contract specifications as identified in the following table.

Performance Indicator
Performance Standard
AQL Maximum Allowable Degree If Deviation
Performance Threshold
Method Type of Surveillance Reduction When AQL Exceeded
Deduction Amount (monthly billing)

Maintenance /complaints of areas supported.

Basic Cleaning Services

Floors, baseboards, corners, and wall edges are free of dirt, dust, and debris. Mopped and machine scrubbed nightly Trash is emptied; plastic liners are replaced each time trash is emptied. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash container. Glass and mirrors have no trace of film, dirt, smudges, or water. Dust is not visible.

Complaints abated next business day. No repeated items identified

Not to exceed 3 customer complaints per month.

Customer complaints

2% of monthly bill for each occurrence not abated timely.

Maintenance /compalints of areas supported.

Stainless steel tables and surfaces

Wiped down daily to remove all satins, finger prints and streaks

Complaints abated next business day. No repeated items identified

Not to exceed 3 customer complaints per month.

Customer complaints

2% of monthly bill for each occurrence not abated timely.

Maintenance /complaints of areas supported.

Periodic Cleaning Services

Floors have uniform appearance free of scuffmarks, heel marks, dirt build-up, and other stains and discoloration. Windows are free of film, dirt, smudges, water, and other foreign matter removed from kitchen floor

Complaints abated next business day. No repeated items identified

Not to exceed 3 customer complaints for the reporting period

Customer complaints


2% of monthly bill for each occurrence not abated timely.

3. Government Furnished Property and Services. All equipment, material and supplies, other than those listed in Paragraph 3.1 3.3.5 below, shall be furnished by the Contractor.

3.1. Storage Areas. The Government will provide the space (i.e., facilities) for the contractor's use as supply and equipment storage spaces, including housekeeping closets. No alterations shall be made to these facilities. Upon completion or termination of the contract, the contractor shall return all Government furnished facilities and furnishings in the same condition and quality as received, fair wear and tear excepted.

3.2. Utilities and Services. The Government will furnish the following utilities and services as may be required to perform work under the contract at no cost to the contractor.Utilities will be provided at existing outlets.

3.2.1. Local telephone service shall be provided by the government. Use by the contractor is limited to those calls required to perform the services identified herein. Commercial long distance service is not included.

3.2.2. Utilities required to perform the work specified in this contract, including electrical power, water, and sewers at existing outlets.

3.2.3. All repairs to the facility not due to the Contractor s negligence.

3.2.4. Removal of trash and waste from bulk storage containers (e.g. dumpsters).

3.3.5. Supplies, Materials, and Equipment. The government will provide the following materials and equipment to be used by the Contractor only in performing the services required by this contract: floor scrubbers, cleaning solutions, mops, cleaning cart other supplies as needed.

4. Contractor Furnished Items. The Contractor shall furnish and maintain all equipment and supplies, other than those specified as Government furnished in Clause 3 of this Section, necessary to perform all services required in this contract.

4.1.1. Specifications. Contractor supplies and equipment shall meet the specifications listed below, and shall comply with the occupational safety and health standards (OSHA) and fire regulations.

4.1.2. Approval of Supplies and Equipment. All Contractor proposed supplies and equipment must conform to applicable technical provisions and specifications contained herein. Materials shall comply with Government fire and safety regulations. No materials bearing an Interstate Commerce Commission

4.1.3. Product Samples. The Contractor may be required to submit product samples to the Government for evaluation, at no additional cost to the Government. If required, samples shall be submitted within 15 calendar days after award of the contract in factory sealed containers.

4.1.4. Abrasives. Steel wool, abrasive metal cleaners, or any other cleaning supplies or equipment which could cause damage to Government property, shall not be used.

4.2. Equipment Standards. Contractor will ensure all EMS equipment is returned in good working condition before the of their work shift is done.

4.2.1. Sanitation. All equipment removed from a designated use area shall be cleaned with a disinfectant detergent prior to its removal from and reintroduction into the area. Equipment must be kept clean and in good working order throughout the term of the contract.

4.2.2. Electrical Equipment. All electrically operated equipment shall be equipped with hospital quiet-type motors, be third-wire grounded, and be equipped with an appropriate length of Underwriters Laboratories (UL) approved three conductor cord. The cord shall be permanently attached to the machine. The Contractor's equipment shall be compatible with existing sources of Government furnished electrical power.

4.2.3. Safety and Inspections. The Contractor's equipment shall be in good repair and shall comply with all Government safety standards and all TJC standards for clinical electrical equipment. Any equipment which the COR considers in disrepair or unsafe shall be removed from the kitchen and replaced with equivalent equipment that is in good repair and meets the specifications contained herein.


4.2.4. Disinfectant and Detergent. All CLEANING SOLUTIONS WILL BE PROVIDED BY EMS AND NF&S.

4.2.5. Combination Scrubber-Vacuum Machines. Combination scrubber-vacuum machines shall be battery powered, motorized units designed for use in large public areas.

4.2.6. Wall Washing and ceiling tile and vents. Washing will be done weekly or as needed to standards with cleaning solutions provided by EMS and NF&S.



4.2.7. Liners for Trash Receptacles. Contractor will use EMS / N&FS trash liners for throughout kitchen.

4.2.8. Mop Buckets. Mop buckets may be either single or double compartmented, and shall be constructed of a non-porous, acid resistant, seamless material provided by EMS.

4.2.9. Tool Handles. All mops, brooms, and sweeping tools, which are equipped with handles of over 48 inches in length, shall be capped with non-marking rubber, vinyl, or plastic tips to prevent the marking or scarring of walls or other surfaces provided by EMS.

6. Personnel Management.

6.1. Roster. The contractor shall provide in writing to the COR, at least 15 calendar days prior to the employee starting date, the name, telephone number and address of the contractor s on-site representative. The term on-site representative 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 and to accept and sign for inspection reports and all other correspondence on behalf of the contractor. The on-site representative must be available at all times when the contract work is in progress. The contractor must provide the name of qualified substitute on-site representatives that will fill in when the primary on-site representative is not available. The Contractor shall establish a roster of Contractor employees within 30 calendar days after the start of this contract. The roster shall list the name and job title of each Contractor employee. The Contractor shall provide a copy of the personnel roster and changes thereto to the COR.

6.2. Discipline. The Contractor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government. The Contractor shall furnish to the COR, for review, a written report of disciplinary action taken in those instances where an infraction of a Government regulation has been reported and substantiated.

6.3. Employee Schedules. The Contractor shall prepare and maintain employee schedules for all Contractor employees to ensure that VA internal security is maintained (i.e., determine if personnel are scheduled to work). A copy of each schedule shall be furnished to the COR for review one week prior to the beginning of the period covered by the schedule. Changes to employee schedules shall be provided to the COR as they occur.

6.4. Communication. All Contractor employees, who must communicate with the COR, must be able to read, write, speak, and understand the English language, to ensure the effective administration of this contract and accurate ordering of work.

6.5. Standards of Conduct. While on duty and executing the specifications of this contract, Contractor employees are prohibited from using and/or possessing alcohol, non-prescription drugs, and firearms. Non-compliance with this requirement, confirmed by the COR, shall be grounds for immediate removal of the Contractor employee from the Campus and baring the individual from performing further work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA s mission.

7. Training. The Contractor shall develop an employee training plan and be responsible for the cost and provision of initial and developmental training programs for Contractor employees. The Contractor shall maintain and update the plan throughout the life of this contract and shall submit the plan to the COR for review when requested.

7.1. Initial Intensive Training. All employees shall receive initial, intensive training in health care facility housekeeping. Employees who have never received initial intensive training in health care facility housekeeping, including infection control, shall not be assigned to work until this training requirement is completed. Training shall include, at a minimum, the following topics:

7.1.1. Familiarization with all written Contractor technical and quality control procedures and instructions

7.1.2. Basic bacteriological concepts, including how disease is caused, transmitted, and prevented, reduced, or contained through proper housekeeping methods


7.1.3. Proper use and handling of germicidal detergents, supplies, and equipment

7.1.4. Care and maintenance of Contractor- and Government-furnished property

7.1.5. Procedures for replenishing cleaning supplies and obtaining equipment repairs

7.1.7. Familiarization with the Government's fire prevention, safety, and security procedures

7.1.8. Familiarization with applicable VA regulations and policies, including fire prevention, safety, and current disaster plans

7.1.9. Role of housekeeping in the health care facility and its effect on the health and well being of patients

7.1.10. Employee developmental topics (i.e., communications and individual and group behavior)

7.1.11. Employee personal hygiene

7.1.12. Adherence to all Contractor work schedules and how completed scheduled work assignments shall be documented to support the Contractor's Quality Control Program

7.1.13. Contractor employees shall be provided sexual harassment training within the first 30 days and annually thereafter.

7.2. Training Records. Records of all employee training, including attendance rosters, shall be maintained by the Contractor and shall be furnished upon request to the COR for review.

8. Uniforms.

8.1. Type of Uniform. All employees shall wear Contractor provided standard uniforms, including pants, shirts, skirts, blouses, and/or dresses, or proper dress which are clearly distinguishable from other VA uniforms currently in use. The uniforms shall be worn as designed by the uniform manufacturer. Sandals or other open toed shoes shall not be worn.

8.2. Identification Badges. All personnel shall display identification badges, except for protective clothing, which shall include the employee's full name and Contractor's full name.

9. Personal Hygiene. Contractor personnel shall be clean and wear a clean uniform at all times when in patient care and public areas. Fingernails shall be clean and free of dirt, and hair shall be neatly trimmed and combed.

10. Health Requirements.

10.1. Infection Control. The contractor shall comply with Standard Precautions as defined by the Centers for Disease Control and Prevention in the performance of this contract. The contractor must have orientation on all applicable policies and procedures specified by the Kansas City VA Medical Center that deal with infection control. The Contractor must have documented proof of training in infection control. The infection control training will be coordinated through the COR and conducted on site at the Kansas City VA Medical Center. A copy of the documented proof will be made available to the COR upon request. The Contractor employees and subcontractors must follow Joint Commission on Accreditation of Hospitals approved policies regarding infection surveillance, prevention, and control.

10.2. Physical Examinations. The Contractor shall employ personnel who are medically fit. Personnel must receive medical clearance prior to starting work at the Clinic. The Contractor shall be responsible for the cost and completion of initial and subsequent annual physical examinations for Contractor employees. These examinations shall provide, as a minimum, a certified statement from a qualified health care provider that the employee is free of communicable diseases.

10.2.1. The Government reserves the right to examine or re-examine any employee.

10.2.2. When directed by the VA ICC, all Contractor personnel must take immunizations, or they shall not be allowed to work until reporting to the ICC for release.

10.3. Reporting Requirements. The Contractor shall report to the COR all occupational health and preventive medicine information required by the Government and for complying with current TJC health records documentation requirements.

10.4. Health Maintenance. The Contractor shall refer all employees alleging health problems to a qualified health care provider for diagnosis and treatment. If such an employee is absent for three working days or more due to illness, the Contractor shall require the employee to furnish written certification from a qualified health care provider that the employee is free from all communicable disease(s) and is fit to return to work in a health care facility. The Government reserves the right to examine or re-examine any Contractor employee who meets this criteria.

11. Eating and Smoking. Eating or smoking by Contractor personnel is permitted only in designated areas.

12. Physical Security.

12.1. Keys. The Contractor will not be provided keys but will be allowed access to all rooms requiring housekeeping services. The Government may choose to accompany Contractor personnel when in certain secured areas. If given keys the Contractor shall not duplicate them, or removed from the kitchen premises. The Government, at the Contractor s expense, shall replace any keys lost by Contractor personnel. In the event a master key is lost or duplicated, all locks and keys on that lock system will be replaced by the Government, and the total replacement cost will be deducted from the monthly payment due to the Contractor. If a key to a single area is lost, the Government will replace the lock for that area, and the total replacement cost shall be deducted from the monthly payment due the Contractor. Written procedures covering key control will be included in the Contractor's instructions and procedures manual. The Contractor shall immediately report the occurrence of a lost key to the COR.

12.2. Securing Spaces. Contractor employees shall not allow anyone use any key in their possession. They shall not open locked areas to permit entrance by persons other than Contractor employees performing assigned duties. All areas that are to be locked shall not be left unattended during the cleaning process and shall be relocked by Contractor personnel after completion of housekeeping duties. Contractor personnel shall turn off all lights in all unoccupied areas.

13. General Security.

13.1. General. The Contractor shall comply with all Government security requirements. Upon written request by the COR, the Contractor shall submit a list of the names and addresses of all employees hired to perform the work specified in this contract.

13.2. Passes and Badges. All Contractor personnel requiring access to the Clinic shall obtain employee identification badges and vehicle passes required by the Government. Prior to the start of this contract the Contractor shall submit to the COR the names of all personnel employed in performing this contract and all information required to prepare identification badges for all Contractor personnel. The Government will issue these badges without charge to the Contractor. However, a charge will be required for each replacement badge issued as a result of abuse or loss. Contractor employees shall wear the Government furnished badge on the front of their outer clothing, except for protective clothing. When an employee leaves the Contractor's employment, the Contractor shall return all identification badges and passes of the employee issued by the Government to the COR or security personnel within five working days after termination of their employment.

13.3. Consequences of Illegal Activities. Contractor employees who are found in violation of Government security regulations will be immediately removed from the Clinic and barred from performing further work under this contract.

13.4. Loitering. Contractor employees shall not loiter on the hospital grounds when in a non-duty status. After completing assigned work shifts, all Contractor personnel shall promptly depart the station.

13.5. Security Checkout Procedures. The Contractor shall ensure that all employees hired to perform the work specified in this contract clear the hospital security office upon termination of their employment. Checkout shall include the return of Government issued passes and identification badges (see paragraph 13.2 above).

14. Safety.

14.1. Work Methods. All work performed in delivering the services specified in this contract shall comply with applicable Federal, State, and local safety regulations. The Contractor shall have a working knowledge of the following codes, standards, recommended practices, and manuals:

14.1.1. Accreditation Manual for Hospitals developed by The Joint Commission (TJC), current edition

14.1.2. Public Law 91- 596, Occupational Safety and Health (OSHA) Act of 1970 and current amendments

14.1.3. National Fire Codes and Standards pertaining to the health care field developed by the National Fire Protection Association, current listings

14.1.4. National Safety Council Accident Prevention Manuals pertaining to the health care field, current edition

14.1.5. American National Standards Institute standards pertaining to the health care field

14.1.6. VA Disaster Control Plan

14.1.7. Material Safety Data Sheets (MSDS)

14.2. In addition, Contractor employees shall:

14.2.1. Receive instruction in appropriate safety measures and cleaning methods to be used for portable blood pressure monitors, exam tables, geriatric chairs, etc.

14.2.2. Not place mops, brooms, electrical cords, hoses, machines, and other equipment in traffic lanes or other locations in a manner that creates a safety hazard.

14.2.3. Display warning signs in all areas where housekeeping operations may cause traffic obstruction or hazard to patients, staff personnel, or visitors.

14.2.4. Interrupt their work at any time to allow the passage of patients, staff personnel, visitors, equipment, or carts.

14.2.5. Use parallel wet mopping or cleaning procedures when the cleaning of public traffic areas (e.g., lobbies and corridors) may result in a temporarily wet or slippery floor surface. Contractor employees shall accomplish floor cleaning such that at no time will it be necessary for patients, staff personnel, or visitors to cross a wet floor to gain access to other areas of the Clinic. Contractor employees shall accomplish cleaning of high traffic areas before or after regular working hours, including passageways and Outpatient Clinic waiting areas. Whenever this is not possible, only half of the corridor will be mopped at a time. Contractor employees shall display warning signs, as required in paragraph 14 above.

14.2.6. Wear personal protective clothing and/or equipment when handling, pouring, or working with substances, which may expose the employee to injury and/or occupational illness.

14.2.7. Cleaning of mop heads shall not be accomplished on the Clinic premises. All mop heads shall be treated as if contaminated.

14.2.8. No supplies shall be left unattended and should be kept locked up when not in use.

14.3. Failure to Comply. If the Contractor fails or refuses to promptly comply with applicable safety directives, the COR may issue an order stopping all work until satisfactory corrective action has been taken by the Contractor. None of the time lost as a result of such a work stop order shall be made the subject of a claim for extension of time or for excess costs or damages to the Contractor.

14.4. Accident Reporting. The Contractor shall report all occupational exposures and all accidents resulting in death, trauma, or occupational disease to the COR. All accidents shall be reported within 24 hours of their occurrence. The COR may require the Contractor complete certain forms to document exposures and/or accidents. The Contractor shall complete these forms promptly, at no additional cost to the Government.

14.5. Emergency Treatment. The Government will furnish only emergency first aid treatment to Contractor employees who may suffer on-the-job injuries. All emergencies will require a 911 call.

14.6 Safety Training. Safety training shall be coordinated through the COR and conducted on site at the Edward J. Hines Jr. VA Hospital.

15. Hours of Operation.

15.1. Contractor shall perform the services as specified herein Monday through Friday (five days) with the exception of National Holidays (see below). The cleaning services will be performed between the hours of 8:00 P.M. 1:00 A.M. or a time established by the COR.B weekends and holidays.B

15.2. The Contractor shall be required to work 7 days/weeks in local and Federal Holidays. They are as follows and include any other days specifically declared by the President of the United States to be a national holiday:

New Year s Day
Columbus Day
Martin Luther King, Jr. s Birthday
Veterans Day
Presidents Day
Thanksgiving Day
Independence Day
Christmas Day
Labor Day


15.3. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

16. Conservation of Utilities. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions, which preclude the waste of utilities, which shall include:

16.1. Lights shall be used only in areas when work is actually being performed. Otherwise, lights shall be turned off.

16.2. The Contractor s employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

16.3. Water faucets or valves shall be turned off after their required use.

16.4. The Government will designate seasonal dates for Government controlled heat and air conditioning to be turned on or off.

16.5. Government telephones shall not be used for personal reasons. Unauthorized calls traced to the Contractor or a Contractor employee will be billed to the Contractor by the Government.

17. Review and Evaluation of Operations.

17.1. Housekeeping Schedules.

17.1.1. Fixed-Price Work. Two weeks prior to the start date of the contract, the Contractor shall provide to the COR for approval, a planned schedule for performing routine housekeeping services. Once approved by the COR, all routine housekeeping tasks shall be performed at the frequencies and within the time periods specified in the schedule. Schedules shall be strictly adhered to in order to facilitate the Government's inspection of the work.

17.1.2. Project (Indefinite Quantity) Work. Schedules for project work shall be submitted to the COR for approval upon receipt by the Contractor of a delivery order, but in no case in less than 24 hours prior to the start of the work. Required delivery order completion dates will be indicated by the Government on each order, and shall be reflected by the Contractor on proposed schedules.

17.1.3. After contract start date the Contractor shall submit proposed changes to approved housekeeping schedules, in writing, to the COR at least 24 hours in advance of beginning the work.

17.2. Inspections. The Contractor or his representative shall, on a daily basis when work is performed, tour all areas for which the Contractor is assigned responsibility under this contract and shall carefully inspect the quality of housekeeping operations, the status of Government furnished, and Contractor furnished equipment. The Contractor shall initiate prompt action to correct identified discrepancies. The Contractor shall promptly report to the COR those deficiencies resulting from poor or non-performance. When facilities defects are found, these defects shall be reported to the COR.

17.3. Documentation. On a monthly basis, the Contractor shall document an assessment of compliance with the Quality Control Plan. Monthly documentation shall include, at a minimum, a statement of the degree of compliance with pre-established criteria, recommendations for changes in work methods, and plans of action and milestones to correct identified discrepancies.

17.4. Review of Documents. The Contractor shall provide copies of documents required in paragraphs 17.2 and 17.3 above to the COR when reque

Antaeus Gayles
antaeus.gayles@va.gov

antaeus.gayles@va.gov

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