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Bremerton CBOC Janitorial Service

Idaho, United States
Government : Homeland Security
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This is a Sources Sought announcement only for market research and interested firms to submit a quote for the Veterans Health Administration, Bremerton Community Outpatient Clinic (CBOC), located at 4205 Kitsap Way, Bremerton, WA 98312 to keep the CBOC Clinic clean and sanitary for our veterans and staff. A copy of the Statement of Work is attached to this notice.

GENERAL DESCRIPTION of the services to be performed: The Contractor shall furnish all personnel, materials, supplies, machinery, equipment and appliances necessary to provide environmental sanitation services at the Bremerton Community Based Outpatient Clinic (CBOC), located at 4205 Kitsap Way, Bremerton, WA, 98312, in accordance with the terms and conditions of this solicitation. Services will be provided each day that the Clinic is open, which will be Monday through Friday except for Federal Holidays. There are approximately 14,103 net usable square feet of medical clinic space on the second a standalone facility.

This is a Non-Personal Service.

The designated NAICS Code is 561720-Janitorial Services, Size Standard, $18M.

A Statement of Work (SOW) shall be included in the sources sought notice. The sources sought notice number is VA260-17-N-0034.

Your response shall include the following information:
Size of company (i.e., 8(a), HUBZONE, WOSB, EDWOSB, Veteran Owned, Small Disadvantaged Business, Service Disabled Veteran Owned, etc.),
Revenue for last three years.
Relevant past performance on same/similar work dating back to the last five years and your company s capability to do this type of work.
Teaming Arrangements to include relevant past performance on same/similar work dating back to the last three years.
Documentation of technical expertise and capability must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition.B It is imperative that business concerns responding to this sources sought, articulate their capabilities clearly and adequately.

This shall be a single award contract, and all offerors shall submit bids for all services to be considered responsive.
In order to compete for the solicitation, and be awarded a contract, firms must obtain a D-U-N-S Number: The Data Universal Number System code is required by the Federal Acquisition Regulations (FAR 52.204-6) and you must have this before registering in SAM. Register online at D&B DUNS Number site for government contractors. The Federal Government requires a DUNS number in order to process payments. For more information on obtaining a DUNS number call Dun & Bradstreet @ 1-888-814-1435.
In order to be awarded a contract, firms must ensure that they are registered in the System for Award Management (SAM) database or if already registered, the registration must be current and the applicable NAICS code for this solicitation (722310) must be included in the SAM profile.

Firms offering a response to this notice must obtain an IRS Tax ID Number (TIN): For invoicing, payment, and tax purposes, you must have a Taxpayer Identification Number as required by the IRS. For privacy and security purposes, we recommend that you do not use your Social Security Number (SSN).
Firms offering a response to this notice must register at FedBizOpps and watch for business opportunities: Every competitive solicitation we offer is first posted to FBO, which provides you with government-wide business opportunities. Every solicitation is different, so carefully read the instructions on how to submit your offers.
The Washington Procurement Technical Assistance Centers (PTAC) offers assistance to people in getting set up to compete for government solicitations. They can be reached at 4312 Kitsap Way, Suite 103, Bremerton, WA 98312, Telephone: (877 465-4872, or on the web at:
It is estimated that the contract shall have a Base Year, with 4 possible Option Years to exercise. The solicitation shall result in the award of a single contract. The resulting contract shall be a firm fixed-price contract.

IF A SOLICITATION IS ISSUED, IT WILL BE ANNOUNCED AT A LATER DATE, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement. B

After market research is completed, the government will decide the type of small business program consideration under which this solicitation will be issued, if any. This action is being considered for 100% set-aside for Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB) and/or Historically Underutilized Business Zone (HUBZone) firms. 8(a) firms, Economically Disadvantaged Women Owned Small Businesses (EDWOSB), and Women Owned Small Businesses (WOSB). If interest is not received by the response due date from enough service disabled, veteran owned, or other small businesses, this solicitation can be issued unrestricted, and no further communications regarding the decision will take place.

Interested firms should notify this office, in writing or by email, preferably via e-mail, to Diana Curl at of their intention to submit a proposal as early as possible but not later than November 15, 2016. All firms shall list their name, address, phone number, point of contact, and type of business. If mailed, send toB Department of Veterans Affairs, Network Contracting Office 20, ATTN: Diana Curl, 960 Broadway, Suite 460, Boise, ID 83706. Any questions can be directed to Diana Curl, Contract Specialist, at (208)-429-2031.


Contract Title: Bremerton Community Based Outpatient Clinic (CBOC) Janitorial Service contract.

Description of Services: This service is required to keep the CBOC Clinic clean and sanitary for our veterans and staff.

General: The Contractor shall furnish all personnel, materials, supplies, machinery, equipment and appliances necessary to provide environmental sanitation services at the Bremerton Community Based Outpatient Clinic (CBOC), located at 4205 Kitsap Way, Bremerton, WA, 98312, in accordance with the terms and conditions of this solicitation. Services will be provided each day that the Clinic is open, which will be Monday through Friday except for Federal Holidays which are listed under Section 7. There are approximately 14,103 net usable square feet of medical clinic space on the second a standalone facility.

General Contractor Performance:

In the performance of a contract resulting from this solicitation, the Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building.

The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes, which are in effect during contract performance. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

All materials, supplies, machinery, equipment and appliances used in the performance of this contract will be stored in space assigned by the COR. Any materials, supplies, machinery, equipment and appliances kept on site shall be stored in an orderly manner and the space provided shall be secured when not actually in use.

All services shall be performed in the most highly professional manner in accordance with industry standards. Unless otherwise specified, the Contractor shall employ methods that are generally accepted and used in the industry.

The Contractor is not authorized to use Government-owned or rented linens, equipment, or supplies.

Daily Services:

Remove trash from all waste receptacles and replace plastic receptacle liner as needed. Spot wash waste receptacles. Waste receptacles used to store bio- hazardous waste such as body fluids (e.g., blood and urine) will be indicated by a red bag and will be cleaned by clinic staff.

All hard surface floors will be swept with a treated dust mop and wet mopped with a germicidal solution, which is properly mixed according to the manufacturer s recommendation. Carpeted areas, to include walk-off mats, shall be vacuumed daily and spot cleaned as needed.

All mirrors, glass panels, glass doors, and interior observation windows are to be cleaned daily.

Dust all furnishings, horizontal surfaces, equipment, wall hangings, hand rails, walls and floor boards, in each exam room, procedure room, office, conference room, Laboratory, dental operatories and audio booths.

Dust all wall hangings, light fixtures and signage in reception area and corridors and common areas. Clean horizontal surfaces to include counters, cabinets, ledges, partitions, walls, hand rails, doors and door jams in the reception area common areas, corridors and all rooms.

Clean and disinfect according to manufactures instructions and standard practices all exam tables, equipment, furnishing, cabinetry and horizontal surfaces in each exam room, procedure room, X-Ray, laboratory, dental operatories, audio booths and other rooms where likelihood of contamination will occur.

Wash basins and all adjoining fixtures and counters will be cleaned with an appropriate cleaner and thoroughly rinsed upon completion. The sink and all fixtures will then be wiped dry to eliminate water spots and streaks.

Clinic sinks (hoppers) and any adjoining plumbing fixtures are to be cleaned with an acrylic swab that will not be used for any other purpose. The hopper will be cleaned with germicidal detergent and properly rinsed upon completion. The exterior of the hopper and all adjoining fixtures will be wiped dry to eliminate any water spots and streaks.

Commodes, Urinals and any adjoining plumbing fixtures are to be cleaned with an acrylic swab and germicidal detergent that will be used for this cleaning and will not be used for any other purpose. The commode seat, exterior of commodes, urinals and all adjoining fixtures will be rinsed and wiped dry upon completion of cleaning. NOTE: A special set of sponges, cloths, brushes, etc. will be used for cleaning toilets and urinals and WILL NOT be used for cleaning any other portion of restroom facility.
Soap, foam hand sanitizer, paper towel dispensers, and sanitary napkin dispensers will be replenished or replaced as needed, and kept cleaned and polished.

All furnishings will be spot cleaned daily to eliminate any spillage or soiling.

All metal surfaces will be cleaned and polished.

Sharps containers shall be disposed of by VA staff.

Thorough cleaning of examination tables, I.V. poles, stretchers, carts, wheelchairs, stands, scales and the exterior of all equipment.

Weekly Service and spot cleaning as needed:

Walls, ceilings, partitions and doors will be spot cleaned.

Ceiling, air ducts and overhead lights shall be maintained free of dust and insects.

Horizontal surfaces such as file cabinets, bookcases, wall hangings, all ledges, top of doors and all surfaces of furnishings or appliances found in an administrative office will be dusted or wiped as needed. Contractor staff shall not disturb papers on desks or on other office furnishings. Contractor staff shall not open drawers or furnishings and cabinetry.

Any upholstered furniture will be vacuumed as and cleaned needed.

Cleaning of the medication room will not be part of the daily evening cleaning. The medication room will receive a deep cleaning quarterly (Once every three months). The COR or Clinic Manager will coordinate access to the medication room with the Contractor.

Periodic Cleaning: Special cleaning projects that need to be scheduled must be coordinated between the Contractor and the COR so arrangements may be made to ensure that areas are available and to disrupt activities as little as possible. Most special cleaning will be performed Friday evenings. Special cleaning projects are as follows:

Vinyl floors stripping, waxing, and buffing (Semi-Annual).

Carpet shampooing (Semi-Annual).

Upholstered furniture shampooing (Semi Annual).

Cleaning of the Medication room will not be part of the daily evening cleaning. The medication room will receive a deep cleaning quarterly (Once every three months). The COR or Clinic Manager will coordinate access to the medication room with the Contractor.

The first special cleanings will be completed within three or six months of contract award, depending on requirement. In lieu of complete stripping and waxing some tiled areas may need a periodic touch up in order to maintain luster and appearance, additionally some carpeted areas and upholstered furniture may needs spot cleaning between special cleanings, these periodic touch ups will be included in the contract price and coordinated between the COR and the Contractor at the discretion of the COR. Additional special cleanings maybe requested in the form of a Request for Proposal and the Contractor's price proposal will be evaluated by the VA. If the VA decides to proceed with the proposal, a subject contract modification will be issued by the Contract Officer; no additional work will be performed or invoiced without a properly signed contract modification.

Level of Cleaning:

Tiled or Ceramic Areas: Tiled or ceramic areas shall be free of soap residue and other buildup.
Resilient Floors: Resilient floors are to have a luster and be restored to original

shine through deep cleaning (e.g., stripping, buffing, etc.)
Carpeted Floors: Carpeted floors are to be free from spots, stains and odors.

Deep cleaning of carpets and application of soil resistant treatment shall be

performed quarterly.


Hand Soap/Foam Hand Sanitizer: Contractor provided hand soap and hand sanitizing foam shall be of a quality consistent with the prevailing standards for hand washing as prescribed by the Centers for Disease Control in Atlanta, Georgia. The product or liquid will be dispensed from a closed bacteria-free system. Refillable containers will not be used. Only disposable cartridge/bag type refills will be used for the compatible dispensers.

Waste Receptacles and Liners (Plastic Bags): Contractor furnished plastic bags shall be appropriate size to accommodate all waste receptacles in the Clinic. Red bags will be furnished and disposed of by the VA for receptacles in patient exam rooms and any other area designated or determined to have contaminated waste. These receptacles will be designated by the COR.

Toilet Paper: Contractor furnished toilet paper shall be acceptable quality as determined by the COR. It shall be of appropriate size to accommodate all toilet tissue dispensers throughout the Clinic.

Flushable Toilet Seat Covers: Contractor furnished flushable toilet seat covers shall be of acceptable quality as determined by COR.

Paper towels: Contractor furnished paper towels shall be of acceptable quality as determined by the COR and be of appropriate size to accommodate all paper towel dispensers throughout the Clinic.

Germicidal Detergent: Contractor furnished germicidal detergent shall be a hospital type disinfectant detergent in accordance with Environmental Protection Agency standards.

Wiping Cloths: Contractor furnished wiping cloths will be disposable to prevent recontamination of surfaces.

Material Safety Data Sheets (MSDS): The Contractor will maintain MSDS(s) for all chemicals used to carry out the specifications of this contract. Prior to the use at the clinic of any product that has a MSDS sheet, The Contractor will provide the COR with MSDS(s). The Contractor will maintain a clearly marked separate file of all MSDS sheets of contractor used products at the Clinic in the cleaning room. The Contractor will ensure MSDS(s) are readily available to each contractor employees for all chemicals used to carry out the specifications of this contract. Each contractor employee shall have documented safety training on each chemical used to carry out the specifications of this contract.

Waste Removal: Contractor shall dispose of non-hazardous trash/waste daily from the Clinic. Red bagged materials and sharps containers will be disposed of by clinic staff.

Outside Maintenance: None, this contract requires no outside maintenance.
Contractor s personnel shall follow applicable policies of the Department of Veterans Affairs Puget Sound Health Care System which will include policies concerning fire and disaster preparedness programs and infection control. In the interest of the safety of the Contractor s employees, employee s must be able to read and understand written and oral instructions in English or be closely supervised and/or trained by Contractor s personnel to understand all written instructions in buildings.

The Contractor agrees the custodial services covered by this contract shall be performed by carefully selected and efficient employees in conformity with accepted janitorial standards and practices. A contingency plan shall be provided to the Contracting Officer or COR in the event contracted personnel are unable to perform janitorial services for the following reasons: illness, leave of absence, unforeseen absence or emergency. The Contractor further agrees that upon request by the Contracting Officer, the Contractor will remove from the CBOC any employee who, in the opinion of the Contracting Officer, violates VA policies or is not qualified to perform the work assigned. Contractor further agrees to provide the VA PSHCS with a steady dependable work force. Employee turnover will be kept to a minimum.

The Contractor staff may have incidental contact with protected patient information, The Contractor shall counsel all staff with access to the clinic against the unauthorized reading and disclosing of materials and documents available within the Clinic and against the unauthorized use or removal of Government owned property such as medical equipment, computers, supplies, medical records, etc., and personal property such as radios, research documents, etc. Additionally the Contractor shall have each contractor employee used in the performance of this contract sign a statement acknowledging the above requirements.

Only authorized contractor employees are allowed access to the Clinic. Contractor staff shall not allow access to any person without prior authorization from the Contracting Officer or COR to do so. The contractor's employees will disable the alarm system (if it has been set prior to their arrival at the clinic) when they arrive on site. Once the contractor's employees are inside of the clinic, they will reset the door intrusion feature of the alarm system. Upon completing their contractual duties, the employees will secure the building by locking all exterior doors and resetting the alarm system.

Contractor staff shall immediately notify The Bremerton Police Department and Police and Security at VA Medical Center (253) 582-8440 of any obvious unauthorized or suspicious person(s) and/or activities in or about the Clinic.

The Clinic has specific policies governing the use of Government telephones for personal use. Contractor employees shall not use Government owned telephones except in cases where an emergency situation exists. (e.g., medical emergency, robbery, fire, etc.).

Contractor shall be responsible for any damages occurring to the property as a result of contractor employee s actions. Contractor shall report the damage to the COR immediately and take corrective actions to repair or replace damaged property at no expense to the Government.

Contractor staff will wear uniforms, with proper identification badges, while of the premises.

Contract employees will secure the building while they are inside as well as when they vacate the premises. Keys to the Clinic and access codes for the security system will be provided for this purpose. A replacement fee will be charged for lost keys and changing locks.

All lights will be turned off upon vacating the building.

Hours and Days of Operation for the Clinic:

The Clinic is operational from 8 a.m. to 4:30 p.m., Monday through Friday, excluding National holidays or any other day specifically declared by the President of the United States to be a national holiday.

National Holidays: The 10 holidays observed by the Federal Government are:
New Year s Day Martin Luther King s Birthday
President s Day Memorial Day
Independence Day Labor Day
Columbus Day Veterans Day
Thanksgiving Christmas

Janitorial Services: The Contractor shall perform janitorial services between the hours of 4:30 p.m. and 12:00 a.m. (Midnight) each day the Clinic is open. Alternate janitorial service hours can be authorized, but must be coordinated with the COR. The COR will coordinate access to the medication room for the quarterly cleaning.
Safety and Security:

Contractor shall consider the clinical environment and instruct his/her personnel in applicable safety precautions, Infection Control and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human secretions, blood, etc., and both floor and wall stain removal. (Contractor shall be notified of isolation areas that need terminal cleaning. These areas require the use of gloves, gowns, masks and shoe covers provided by the PVAMC.) This shall be accomplished immediately upon request of the Contracting Officer or COR. The Contractor shall maintain documentation of this instruction in each contractor employee s file.

Where the Contractor creates a potential hazard to others, the contractor shall place warning signs (contractor provided) or other devices so as to provide adequate protection from hazard.

Contractor shall be responsible for ensuring all equipment, tools and supplies used in performance of a contract resulting from this solicitation meet necessary safety requirements and employees have full working knowledge of their use.

Contractor provided gloves to be worn at all times when handling refuse. Hand washing is required after glove removal.

Training: Contractor shall provide training to all personnel used to carry out the specifications of a contract resulting from this solicitation. Documentation of training will be provided to the COR upon request.

Mandatory Training: The following training must be given to any and all employees before they perform any work at the Bremerton CBOC:
Privacy Protection
Blood borne pathogens
VA contractor personnel policies
Safety Training
Handling of Hazardous Waste: Safety precautions, disposal procedures, etc.
9.1.2 The above training must be documented by contractor as follows:
Employee name
Employee SS #
Type of training
Date (s) of the training
Training instructor s name
Employee and instructor s signature at conclusion of training.

Occupational training: The contractor will train all employees to perform the following cleaning tasks:

Germicidal Detergents: Use and dilutions
Carpet Cleaning: Vacuuming, Interim cleaning, deep cleaning
Aseptic Cleaning: examination/treatment rooms, restrooms
Wall washing
Upholstery Cleaning

Double-bucket mopping technique Servicing dispensers
Spray buffing resilient floors
Equipment Use
Quality Monitoring: The VA Safety Officer, Clinical Managers, Clinical Supervisors and other VA employees will perform periodic inspections to ensure compliance with the Terms and Conditions of this contract. Copies of the results of these inspections will be provided to the VA Contracting Officer, the Clinic Nurse Manager, the COR and the Contractor.

For the purposes of evaluating performance the COR will ensure spot evaluations are performed at least three times per quarter and documented on Attachment B. Results of these evaluations will be provided to the CO and Contractor quarterly.

Special Agency Checks: Contractor personnel will be required to obtain a VA Flash Badge to access the clinic. The contractor will be required to submit the names of all potential staff to the COR 10 workdays prior to employment. The employee s will be required to travel to either Seattle or American Lake VA campus for Electronic Fingerprinting, the contract employees will provide a resume of form OF 612 and OF 306 plus two acceptable forms of identification. COR will provide list of acceptable forms of ID.

End of Statement of Work

Diana Curl

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