SOLICITATION NOTICE
S -- JANITORIAL SERVICE-TILTON CBOC
- Notice Date
- 3/4/2010
- Notice Type
- Presolicitation
- NAICS
- 561720
— Janitorial Services
- Contracting Office
- Department of Veterans Affairs;VAMC Manchester;718 Smyth Road;Manchester NH 03104
- ZIP Code
- 03104
- Solicitation Number
- VA-241-10-RP-0033
- Response Due
- 4/2/2010
- Archive Date
- 6/1/2010
- Point of Contact
- Richard J MarinoContract Specialist
- E-Mail Address
-
Contract Specialist
(richard.marino@med.va.gov)
- Small Business Set-Aside
- Service-Disabled Veteran-Owned Small Business
- Description
- JANITORIAL SERVICE-TILTON STATEMENT OF WORKA.2 General Requirement: The Contractor shall provide all management, supervision, labor, tools, materials, supplies, and equipment necessary to provide medical grade janitorial/housekeeping services, five days per week (except Federal Holidays as later described), in accordance with all terms and conditions herein. A.3 Place of Performance: Tilton VA Outpatient Clinic 630 West Main Street, Suite 400 Tilton, NH 03276 A.4 Description of Space: The Contractor shall complete a tour of the space prior to submitting a proposal. The Contractors or his/her representatives are encouraged to be present. A.5 Work Requirements: Cleaning of the VA Clinic will be performed during normal operating hours, 8:00 a.m. to 4:30 p.m., Monday through Friday except for Federal Holidays. If any furniture is removed from an area while cleaning is being accomplished, the furniture shall be replaced in original position after cleaning is completed. Chairs, wastebaskets, etc., shall not be placed on desks, tables, counters or other surfaces. All cleaning and maintenance agents (soaps, hand soaps, detergents, cleaners, polishes, finishers, disinfectants will be supplied by Facilities Management Service at the Manchester VA Medical Center. CLEANING STANDARDS: 1. 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 equipment. A. Tile or Linoleum floors: (i) 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 (a) 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. (b) 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. (ii) Refinishing/Buffing/Burnishing/Scrubbing/Stripping/Sealing: (a) 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. (b) 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. (c) Burnishing Standard: Floors shall be burnished with a high speed, pad holding floor machine. Machine speed shall be between 1500 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 in order to remove debris. After burnishing is completed, floor shall be dust mopped. (d) 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. (e) 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. (f) Sealing Standard: All resilient floor coverings shall be uniformly sealed with two thin coats of a sealer. B. Carpet Floors (i) Vacuuming Standards: 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. (ii) 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. (iii) Shampooing: All carpets shall be shampooed with a commercial carpet shampoo. 2. 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. 3. 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 and 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. 4. Window Blinds: All smooth surface blinds shall be washed in place using soft, clean cloth dampened in a mild, neutral soap and water solution, rinses 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 manufacturers' instructions. 5. Interior/Exterior Window Cleaning: Cleaning solutions shall be of a type that shall not injure the frames, closing fixtures or signage decals. 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 sill, 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. 6. Fixture Cleaning: Every sink shall be properly cleaned and kept free of odors. Soap and paper towels shall be refilled. All soap and paper towels will be provided by Facility Maintenance and delivered to the Tilton VA Outpatient Clinic. 7. 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. 8. Trash Removal: Collected non-infectious trash shall be promptly removed from the VA clinic and placed in exterior refuse containers. Collected infectious trash, including sharps containers shall be promptly removed from the VA clinic and placed in the Biohazard Storage container located in a secure storage room to await pickup. 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. 9. Miscellaneous Cleaning (Scrubbing/Washing): Furniture, i.e., tables, chairs shall be scrubbed with a mild disinfectant. Washing of doors, doorframes and walls will be accomplished to remove dirt. A-6 SCHEDULE OF SERVICES: 1. DAILY SERVICES shall include: a.Clean sinks, toilets and fixtures; b.Sweep hard surfaces; c.Vacuum carpeted areas; d.Wet-mop floors; e. Dust furniture and equipment; f. Empty all infectious and non-infectious materials containers; g.Clean and fill soap dispensers; and h.Provide paper towel and toilet paper supplies. 2. WEEKLY SERVICES shall include: a.Spot wash walls, doors, woodwork and partitions; b.Dust ledges, windowsills, woodwork, window blinds, light fixtures, air conditioning/heating vents and other areas where dust may collect; c.Clean all mirrors and other glass areas (excludes windows). 3. MONTHLY SERVICES shall include: a.Clean /dust window blinds; and b.Burnish all tile floors; 4. SEMI-ANNUAL shall include: a.Shampoo all carpet areas; b.Clean upholstered furniture and other miscellaneous furniture and surfaces; c.Strip, refinish and buff floors; and d.Clean interior/exterior windows. A-7 QUALITY REQUIREMENTS: The Government shall appoint a Contracting Officer's Technical Representative (COTR) for coordinating the day-to-day activities of this contract. The COTR will also be responsible for inspection and acceptance of the work performed under this contract. When deficiencies are reported to the Contractor, the Contractor shall take immediate steps to correct them. If the Contractor does not take immediate steps to correct deficiencies, the COTR shall report the facts of the event to the Contracting Officer. The Contracting Officer reserves the right to take any appropriate action authorized by law to resolve the issue or to terminate the contract for default. Only the Contracting Officer has the authority to make changes to the specifications, price, terms and conditions of the contract. No service should be performed or action taken by the Contractor, which is outside of the contract unless, directed solely by the Contracting Officer and/or a written modification to the contract. QUALITY ASSURANCE SURVEILLANCE PLAN FOR CUSTODIAL SERVICES INTRODUCTION This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing this contract. It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective in the contract. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish. This QASP is based on the premise the government desires to maintain a quality standard in operating this contract to provide the optimum service. The Contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved. In this contract the quality control program is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a "self-correcting" contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program. QUALITY ASSURANCE SURVEILLANCE PLAN FOR CUSTODIAL SERVICES Basic Cleaning Services. Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash is empty; Plastic liners are in good condition. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container or biohazard storage room. 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. Carpets are free of dirt, debris, litter and other foreign matter. Dust is not visible. Performance threshold: The clinic has 3 or less customer complaints for the month. Basic Restrooms Rooms 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. Performance threshold: The clinic rest rooms have 3 or less customer complaints for the month. Periodic Cleaning Services. Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax buildup, and other stains and discoloration. Windows are free of film, dirt, smudges, water, and other foreign matter. Carpets are free of stains and discoloration. Performance threshold: Clinic has 3 or less customer complaints for the month. SURVEILLANCE: The COTR will receive complaints from clinic personnel and pass them to the CO for correction. STANDARD: The standard is three or less customer complaints per month in each area. The COTR shall notify the contracting officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed three customer complaints. PROCEDURES: Any clinic employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the COTR and the COTR will complete appropriate documentation to record the complaint. The COTR will consider the customer complaint valid upon receipt from the customer. The COTR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the COTR if not corrected. The Contractor will be given two hours after verbal notification to correct the unacceptable performance. If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COTR. The COTR will conduct determine the validity of the complaint. If the COTR determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The COTR will retain documentation for his/her files. If after investigation the COTR determines the complaint as valid, the COTR will inform the Contractor, and the Contractor will be given an additional hour to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. Emergency or Special Event Cleaning Services. Ordered services meet the requirements of the contract as appropriate. Performance Threshold: 100% of the time. SURVEILLANCE: The COTR will evaluate the services required by each delivery order to ensure compliance. PROCEDURES: The government COTR will inspect all work tasks required by the task or delivery order to ensure Contractor compliance with the appropriate paragraphs 1.1, 1.2, and/or 1.3 of the Statement of Work (SOW) each time the service(s) is performed. Record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, notify the contract manager or CONTRACTOR of the deficiencies for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance. A-8 Contractor's Requirements: Contractor shall have been in business for a minimum of three years and be licensed to provide this service in the State of New Hampshire. They must demonstrate their past history of providing similar medical grade janitorial services. Also, the Contractor must maintain and show proof of current Workman's Compensation insurance and liability insurance policies in sufficient amounts for the size of the company and scope of this contract. The Contractor shall provide to the Contracting Officer a current list of the names, addresses, Social Security Number, and the date and place of birth, of all employees who will perform work under this contract. Changes in the employment list shall be provided to the Contracting Officer prior to the employee performing service at the VA clinic. Said list and changes are to be submitted to Richard Marino, VA Medical Center Manchester, 718 Smyth Rd, Manchester, NH 03104. The Contractor shall make available upon request by the Contracting Officer, documentation for each employee who performs work under this contract, to establish that they are authorized to work in the United States. All employees shall be bonded under the Contractor's company name. The Contractor shall provide a Dishonesty or Janitorial Bond in the amount of $100,000, covering all employees of the Contractor. No employee shall be allowed at the VA clinic until the documentation has been provided and the employee has been approved by the COTR. The Contracting Officer reserves the right to request Changes to the employee list. The following criteria also applies: Bondable: All employees of the Contractor must be bonded under the Contractor's Company Name and proof of bonding shall be submitted within 1 o days after award. Employee Training: To ensure competent and safe performance of the work under this contract; the Contractor shall provide appropriate training to employees prior to the beginning of service under this contract, This includes any OSHA or specific MSDS sheet instructions for chemicals, etc., use in performance of the contract. Work Requirements: The Contractor is prohibited from employing any illegal aliens to perform services under this contract. 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 COTR. Access Limitation: Only authorized Contractor employees are allowed inside the VA clinic. 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. Suspicious Event: In case of any suspicious or emergency event occurring at the VA Clinic, the Contractor shall immediately release the employee records to the appropriate law enforcement authority.
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