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Arizona, United States
Government : Homeland Security
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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. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. If you have any questions or concerns, please provide them in writing to
Services required: Janitorial Services at Green Valley Community Based Outpatient Clinic (CBOC)
Transaction number: 678-19-1-639-0001
Please provide the following information clearly and precisely.
The Southern Arizona VA Health Care System is looking to procure Janitorial Services at Green Valley Community Based Outpatient Clinic (CBOC).
The applicable NAICS code is 561720 Housekeeping Custodial Janitorial. The size standard for this NAICS code is $18M. The resulting contract will be a firm fixed price order. The term of the contract is base year plus four (4) one year options; services must begin on 1 October 2018.
It is anticipated that a Request for Quotes will be issued August 15, 2018. Award of a firm fixed price contract is contemplated by September 25, 2018. This notice is published to conduct market research to determine if there are a sufficient number of certified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Businesses (SB), or Large Businesses capable of performing the requirements to warrant a socio-economic set-aside.
Interested parties responding to this sources sought request shall submit the following information at a minimum:
(1) company name and address, point of contact with phone number, and DUNS number;
(2) FSS contract number and expiration date;
(3) VA Vetbiz (CVE) SDVOSB/VOSB verification.
Responses to this Sources Sought notice shall be received at no later than 5 PM PST, August 7, 2018 for consideration.

The Contractor shall furnish all personnel, labor, equipment, material, tools, supplies, supervision, management, and services, except as may be expressly set forth as Government furnished, and otherwise do all things necessary to or incident to, perform and provide the work efforts described herein.
STATEMENT OF WORK: This statement of work is specific to janitorial, in accordance with the specifications described herein, at the VA Green Valley CBOC located at 380 W. Vista Hermosa, Suite 140, Green Valley, Arizona, 85614. The Premises and all areas of the Property, to which the Government has routine access, shall be maintained in a clean condition per the guidelines stipulated below. In addition, the contractor shall provide supplies and equipment for the term of the contract. The contractor shall be entitled to assume that the following frequencies of cleaning tasks shall be sufficient. It is understood this statement of work is not inclusive of all assigned duties and/or responsibilities but provides a general overview of overall performance expectations and responsibilities.
Description of Space: The Green Valley CBOC is approximately 3,621 square feet, consisting of: waiting room, reception area, exam rooms, break room, conference room, bathrooms, administrative offices, and a lab. The flooring material is made up of vinyl composition tile and carpet.
Work Requirements:
Daily and weekly cleaning of the clinic will be performed between 5:00 p.m. and 12: 00 a.m. Monday through Friday (except for Federal Holidays), Monthly, and Semi-annually. Cleaning services may be performed on Saturdays between 8:00 a.m. and 1:00 p.m. Emergency call back services may be at any hour but would normally be during the hours of 8:00 -4:30 p.m. Monday through Friday. Entrance keys and/or security codes will be provided by SAVAHCS. Keys will be issued to the contractor, who shall be responsible for the cost to replace the keys and associated locks should loss occur. If any furniture is removed from an area while cleaning is accomplished, the furniture shall be replaced in its original position after cleaning is completed. Chairs, wastebaskets, etc., shall not be placed on desks, tables, counters, or other surfaces.
SAVAHCS Facilities Management, Environmental Management Section shall approve all cleaning and maintenance agents (soaps, detergents, cleaners, polishes, finishes, disinfectants, etc.). A list of cleaning agents, along with their MSDS sheets, shall be submitted for approval within 5 days of award of the contract. Any substitutions occurring after the initial approval shall also be submitted and approved prior to use. For compliance with medical-grade cleaning, some items may have certain germicidal specifications.
The contractor shall adhere to the publications list that follows. At any time, these publications are subject to change, made in the form of supplements or amendments issued at any organizational level and may affect contract performance.
Center for Disease Control (CDC) Guidelines for Environmental Infection Control Healthcare Facilities, 2003
CDC, Morbidity and Mortality Weekly Report Supplement, August 21, 1987; Vol. 36, No. 2s
Needle Stick Safety and Prevention Act, dated November 6, 2000
The American Hospital Association, Osha s Final Blood Borne Pathogens Standards: A Special Briefing, February 1992
Garner, J.S., Hospital Infection Control Practices Advisory Committee, Guideline for Isolation Precautions in Hospitals. Infection Control Hospital Epidemiology 1996; 17:53- 80
The Healthcare Infection Control Practices Advisory Committee (HICPAC) Recommendation for Preventing the Spread of Vancomycin Resistance, Infection Control and Hospital Epidemiology, 1995; Vol 16, No 2 105-113
SAVAHCS Memorandum 08-08-67
Schedule of Services:
DAILY SERVICES shall include:
Clean sinks, toilets, and fixtures
Dust mop hard surfaces
Vacuum carpeted surfaces
Wet mop floors
Damp dust furniture and all horizontal surfaces to include equipment
Empty all (nonhazardous material) wastebaskets
Clean and fill soap, toilet paper, paper towel dispensers, and hand sanitizer
Miscellaneous as required
WEEKLY SERVICES shall include:
Spot wash walls, doors, woodwork, and partitions
Dust ledges, windowsills, woodwork, window blinds, light fixtures (open light covers if necessary), air conditioning/heating vents, and other areas where dust may collect
Clean all mirrors and other glass areas (excludes exterior windows)
MONTHLY SERVICES shall include:
Clean/dust window blinds
Scrub and burnish all tile floors
SEMI-ANNUAL SERVICES will be performed on or about the first week of September and March and shall include all services identified.
Strip, refinish, and buff floors
Clean interior windows
Federal Holidays: 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. In addition to the following dates, any other day specifically declared by the President of the United States shall be a National Holiday.
New Year s Day 1 January Labor Day 1st Mon in Sep
ML King s Birthday 3rd Mon in Jan Columbus Day 2nd Mon in Oct
Presidents Day 3rd Mon in Feb Veteran s Day 11 Nov
Memorial Day Last Monday in May Thanksgiving 4th Thurs in Nov
Independence Day 4 July Christmas Day 25 Dec
Cleaning Standards:
Floor Maintenance: In all areas of the clinic, cleaning shall be done with mechanical vacuuming equipment, treated yarn mops, or push brushes covered with impregnated dusting cloths. Cleaning shall be done in such a manner that no dust is raised. Floors shall be cleaned so that no dust or streaks remain on floors, in corners, behind doors, or under furniture and/or equipment.
Tile or Linoleum Floors:
Mopping: All black marks, tar, stains, gum, etc., shall be removed daily. Hosing of floors shall not be permitted. Hard to reach places shall be mopped by hand. Movable fixtures (excludes any modular-type furniture/fixtures), furniture and equipment, including desks, chairs, tables, trash receptacles, business machines on rollers, etc., shall be moved, as required, during the dusting and wet mopping operations.
Spot Mopping Standard: All spot mopping shall be done with a germicidal/detergent solution. Procedure for mixing of the proper amount of germicidal/detergent solution will be in accordance with the manufacturer's instructions.
Wet Mopping Standards: All wet mopping solutions shall be germicidal in content. Mopping solution shall be used in accordance with manufacturer's directions. Floors shall be free from soap film and mop streaks. Water seepage under baseboards, bumping baseboards, and corners of furniture, and splashing water on baseboards or furniture shall not be permitted.
Refinishing Standard: Finish shall be applied to a clean floor. Floors shall be cleaned removing all black rubber marks, furniture marks, tar, stains, gum, etc., prior to refinishing and buffing. No heavy accumulation of floor finish around walls, under furniture, pipes or fixtures or in corners shall be permitted. All tile and linoleum floors shall be finished. All floor finish must be approved and anti-slip. Movable fixtures, furniture and equipment, including desks, chairs, tables, trash receptacles, business machines on rollers, etc. shall be moved during the refinishing and buffing operations and then replaced.
Buffing Standard: All finished floors shall be buffed to hard-luster finish with a disc-type machine. Floors shall be swept/vacuum cleaned and wet mopped before buffing and dust mopped after buffing.
Burnishing Standard: Floors shall be burnished with a high speed, pad holding floor machine. Machine speed shall be between 1000 RPM to 2500 RPM. The pad shall be adjustable so as not to burn the floor. Prior to burnishing, the floor shall be wet mopped to remove debris. After burnishing is complete, floor shall be dust mopped.
Scrubbing Standards: All floors shall be scrubbed with a disc-type floor machine with scrubbing brush or pad. Hard-to-reach places shall be scrubbed by hand. Floors shall be rinsed with clean water and dried. Floors shall have all wax, furniture marks, black marks, tar, gum, rust, and other like substances removed. Hosing of floors shall not be permitted.
Stripping Standard: Floors shall be stripped of all accumulated waxes and finishes, and thoroughly rinsed. Strippers containing acids, ammonia, or other harsh solvents shall not be used. If floors are discolored or spotting is apparent after initial stripping is completed, additional stripping shall be required until a uniform color appearance is obtained.
Sealing Standard: All resilient floor coverings shall be uniformly sealed with two thin coats of a sealer.
Carpet Floors:
Vacuuming Machine: Except for areas indicated, vacuum cleaners shall be used for cleaning inside the building. Filters, accessories, and the cleaners shall be maintained in the manner recommended by the manufacturer to assure maximum effectiveness in reducing the introduction of dust and microbes into the air. Vacuuming of floors shall be accomplished with a vacuum cleaner of industrial grade and operational to that standard.
Vacuuming Standards: After being vacuumed, carpeted areas shall be free of all visible litter and soil. Any spots shall be removed as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the COR or clinic representative. Chairs, trash receptacles, and easily moveable items shall be moved to vacuum underneath and returned to their initial location.
Spot Cleaning: Spot cleaning of carpet is defined as the cleaning or shampooing of certain areas necessitated by heavy traffic patterns, accumulation of soil or spills of certain materials. Excess liquid or solid residue shall be removed with appropriate materials, and in large areas a wet pick-up vacuum shall be used if necessary.
Shampooing: All carpets shall be shampooed with a commercial carpet cleaner.
Dusting: Method of dusting is damp dusting. Dust cloths and other dusting tools shall be clean. Dusting shall be accomplished by use of chemically treated cloth or paper products to avoid scattering of dust. Oil treatment is not permitted. Surfaces shall be free from dust after dusting is completed. The use of feather dusters and brushes is not permitted. All low dusting shall be done after the floors have been vacuumed or swept and the dust has settled. Wall and ceiling surfaces shall be vacuum cleaned with a soft brush nozzle attachment.
Light Fixtures: Exposed light fixtures shall be washed with a sponge or clean cloth, dampened in a mild disinfectant solution and wiped dry with a clean cloth. The covers of incandescent and recessed lights shall be washed/dusted inside an outside. All insects and other foreign materials shall be removed. Every precaution shall be taken to assure that the glass and tubes are properly and securely replaced.
Window Blinds: All smooth surface blinds shall be washed in place using a soft, clean cloth dampened in a mild, neutral soap and water solution, rinsed and wiped dry with a clean cloth. A germicidal/detergent disinfectant solution shall be used with each cleaning. Care shall be taken to avoid getting cords or tapes wet. All blind slats shall be left clean and free from streaks or smears or unwashed places. Cloth covered blinds shall be cleaned according to the manufacturer's instructions.
Interior Window Cleaning: Cleaning solutions shall be of a type that shall not injure the frames or closing fixtures. A germicidal/detergent disinfectant solution shall be used with each cleaning. Cleaned windows shall be free of streaks or unwashed places on glass. No water shall be spilled on sills, walls, furniture, or equipment. Any blinds, furniture, or office equipment moved in the washing process shall be repositioned and the windows and screens shall be secured by latches as found before the washing started. Hosing of windows will not be permitted. Glass panels in doors, display cases, and mirrors shall be cleaned using a free-rinsing detergent to present a neat, clear appearance at all times. Adjacent trim shall be wiped clean using damp wiping procedures.
Fixture Cleaning: Every sink, commode, and urinal, shall be properly cleaned and kept free of odors. All fixtures shall be cleaned using a free-rinsing detergent to present a neat, clear appearance always.
Bathroom Supplies: Soap, toilet paper, and paper towels shall be refilled daily. Spare toilet paper and paper towels will be available on-site. Contractor will be responsible for replacing and installing soap dispensers and paper towel holders in accordance with the product they use.
Wall Washing: Washing solution with germicidal content shall be no stronger than necessary to remove dirt. Only small areas shall be washed, rinsed, and dried at one time. No water shall be spilled or splashed on windows, furniture, or equipment. All furniture and equipment moved in the process shall be repositioned upon completion. Washing of doors, door frames, and walls will be accomplished to remove dirt.
Trash Removal: Collected trash shall be promptly removed from the VA clinic and placed in exterior refuse containers. Filled trash carts shall not stand in hallways, rooms, or on ramps. All trash containers shall contain a clean plastic bag insert. Trash carts, wastebaskets, disposal cans, and other trash containers, shall be emptied and thoroughly cleaned and wiped dry. The hazardous material trash containers are not the responsibility of the contractor.
Miscellaneous Cleaning: (Scrubbing/Washing): Furniture, i.e., tables, chairs shall be scrubbed with a mild disinfectant.
Janitorial Closets:
All designated janitorial closets will be kept clean and orderly.
Mop heads and Brussels on brooms will be stored clean and free of debris.
Mop ringer buckets, buckets, and miscellaneous containers will be free of standing liquid and debris.
Cleaning chemicals and supplies will be stored in cabinets off the floor. Brooms and mops can be hanging from wall hooks.
Electrical equipment stored in a clinic will be in working order. No broken or unsafe equipment will be stored in the janitorial closets/clinic.
At no time will any food items be stored within the janitorial closet.
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 in original containers and clearly labeled.
The contractor shall not dispose of any chemical containers contaminated by cleaning chemicals in any locations in the clinic except as specified by the COR.
The contractor shall immediately correct any fire and/or safety deficiencies caused by his/her personnel. Failure to take immediate action to correct any deficiencies could result in default action against the contractor.
All material and equipment will be secured and stored properly during the workday and will be removed from the facility, or stored properly, at the end of the workday.
Optional Emergency Call-Back Service:
Emergency call back service shall be provided in response to requests from the Contracting Officer, the Contracting Officer's Representative (COR), or the clinic representative in accordance with instructions in the contract.
Quality Requirements:
The contractor shall have a quality monitoring program and shall agree to comply with the requirements for meeting the JCAHO program as outlined in the SAVAHCS program. Documentation of quality control to include results of peer review will be provided to SAVAHCS.
Quality Control: The contractor's facilities, methodologies, and quality control procedures may be examined by the VA Contracting Officer or his/her designee at any time during the life of the contract.
Quality Assurance and Performance Monitoring:
The Government will periodically evaluate the contractor's performance by appointing a representative(s) to monitor performance to ensure services are being received. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures of because of repeated customer complaints. Likewise, the Government may decrease the number of quality insurance inspections if performance dictates. SAVAHCS Quality Assurance Personnel will validate any complaints and report to the Government Contracting Officer who will then take necessary action to enforce contract compliance.
Performance Objective:
Adheres to daily service as indicated in the cleaning standards;
Adheres to weekly service as indicated in the cleaning standards;
Adheres to monthly service as indicated in the cleaning standards;
Adheres to semi-annual service as indicated in the cleaning standards;
Adheres to safety and security standards.
Special Contractor Requirements:
HHS/OIG: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs .gov/oig) for each person providing services under this contract. Further, the contractor is required to certify in its proposal that all persons listed in the contractor's proposal have been compared against the OIG list and are NOT listed. During the performance of this contract, the contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.
HIPAA Compliance: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). This contract and its requirements meet the following exception and does require a Business Associate Agreement (BAA) for Covered Entity to disclose Protected Health Information to: An organization (administrative support services, mail presort services, custodian, or electrician) whose access to Protected Health Information would be incidental, if at all; Based on this exception, a Business Associate Agreement (BAA) IS NOT required for this contract.
Security Training: All contractor employees and subcontractors under this contract or order are required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. Contractors must provide signed certifications of completion to the CO or COR during each year of the contract. All certificates must be mailed to the CO or COR within the first 15 days of contract award and within the first 15 days of each option year. This requirement is in addition to any other training that may be required of the contractor and/or subcontractor(s). Training is available through the following link: http://www/vcampus .com/vcekpval o/servlet/ekp/login/
Contractor Personnel Security Requirement: Within one (1) business day of award, contractor is to provide a list of personnel that will be assigned to this contract. Any person assigned to work on this contract will need to have their fingerprints taken at the SAVAHCS Personnel Office, Building 68, Monday through Friday between 8:00 a.m. and 4:00 p.m. The estimated time of completion is approximately 15 minutes per person. Scheduling will be coordinated between the contracting officer and the contractor. Any change in personnel will be required to comply with this section before performance will be permitted.
All communications will be recorded in a logbook located in the front lobby area of the clinic and/or in the contract folder maintained in the COR's office on the main campus of SAVAHCS. The contractor can communicate to the COR by annotating the logbook when issues are encountered and the COR will maintain correspondence copies, discrepancy reports, etc., in the contract folder for referral. All tickets generated by the COR will be sent to the contracting officer, contractor, and will be placed in the communication log. Tickets generated by the COR are of two general types: 1) Informational only - which will be annotated with "FYI" preceding the ticket number, or 2) Discrepancy - where the COR, or clinic representative, has identified non-conformance with the contract work specifications. All communication will be in English.
Contractor's Requirements:
The contractor must maintain and provide proof of current Workman's Compensation Insurance and liability insurance policies in sufficient amounts for the size of the company and the scope of the contract.
Work Requirements:
The minimum age requirement is 18 years of age for contractor personnel.
Immigration Law Requirement on Employing Citizen and Aliens. For any work to be performed in the United States, immigration law requires private and public employers to hire only individuals who are eligible to be employed. Those individuals are:
A citizen (either by birth or naturalization) or national of the United States
An alien assigned by the Immigration and naturalization Service (INS) to a class of immigrants authorized to be employed
An individual alien who is expressly authorized by INS to be employed in the United States
Language Skills:
All employees and representatives of the contractor must be fluent enough in the English language to read and understand chemical labels/signs and to converse intelligibly with the COR.
N. Access Limitation:
Only authorized contractor employees are allowed inside the VA clinic(s). Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized contractor employee.
O. Suspicious Event:
In case of any suspicious or emergency event occurring at or around the VA Outpatient Clinic, the contractor shall immediately contact the clinic representative and report suspicions; contractor employee may also be required to release employee records to the appropriate law enforcement authority if so directed.

Brian Sylvester
Contract Specialist

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