The Minneapolis VA Healthcare System requires off campus house keeping services in accordance with the draft Statement of Work (SOW) below. This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a description of proof of capability to:
[email protected] on or before November 15th, 2024. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks. Â *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* Statement of Work 1. SCOPE OF WORK The Minneapolis VA has a need for a service contract for sanitation services at 5 of our off-site locations. This is a non-personal services contract to provide janitorial services for the Minneapolis VA Medical Center. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 2. DEFINITIONS As used throughout this contract, the following terms shall have the meaning set forth below: A. Clean: Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris and other residue. B. Disinfect: Cleaning in order to destroy any harmful microorganisms by application of an healthcare approved chemical agent. C. Daily Duties: Tasks accomplished on a daily frequency. D. Periodical Duties: Tasks scheduled in accordance to service needs. E. Contracting Officer: The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. F. Contractor: The term Contractor as used herein refers to both the prime contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract. G. Contracting Officer Technical Representative (COTR): The Contracting Officer reserves the right to designate a representative to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee s authority. A copy of the designation shall be furnished to the Contractor. 3. CONTRACTOR RESPONSIBILITIES Daily Duties - Contractor is responsible for: Responsible for the cleaning of building 223 (bathroom only), 222, 9 and 89 and the VISN. Location addresses and square feet appear on Attachment A Floor Plans. Floor plans for buildings 89 and 223 are currently unavailable. The cleaning of all these offices spaces requires the following: All Public bathrooms, various conference rooms, public waiting rooms Trash emptied with new liners inserted into receptacles. Recycling containers emptied and replaced with new liners Soap and paper products restocked in appropriate fixtures. Sinks, toilets, showers and bathroom floors cleaned Employee locker rooms cleaned All Showers including the walls, flooring, fixtures and curtains are to be disinfected. D. All restroom fixtures, handles, receptacles, buttons or other frequently touched surfaces will be cleaned by method of disinfection. Flooring will be dry/wet mopped out both public and private within the leased space. Bathroom soap dispensers will be stocked with product and will be free of soap scum build up. E. Entrances, lobbies and hallways within the space will be kept clean and orderly. F. High/low dusting is accomplished throughout to include blinds, fans, ledges, picture frames, cabinets and walls and any other surface that collects dust with the exception of employee work stations. G. Dry/Wet Floor maintenance, both vinyl and carpet vacuuming. Periodical Duties - Contractor is responsible for: Bathroom tile and grout will be scrubbed clean. Carpet Spotting, Bonnet cleaning or Extraction performed Wall spot cleaning as needed. Designations and Programs - Contractor is responsible for developing and implementing the following: A. Designating a Contact Person, On-Site Supervisor and Alternate On-Site Supervisor. B. Quality Control Program. C. Occupant Feedback Program. D. Training program to be shared with COTR E. Provide references from other Government contracts regarding services performed F. Must have a minimum of 20 local employees working in the area for daily coverage G. And Other Tasks as Outlined in the SOW. 4. HOURS OF OPERATION All work shall be performed after normal business hours, and before the next day of clinic operations. The hours will be from 4:00 pm 12:30 am Monday - Friday A. Clinic Hours: The normal hospital hours of the VAMC are 8:00 4:30 B. Federal Holidays: The ten (11) holidays observed by the Federal government are: New Year's Day, Juneteenth, Martin Luther King Jr.'s Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a Federal holiday. 5. SECURITY AREAS The vast majority of cleaning will be accomplished after regular work hours. Specific rooms and areas requiring daytime cleaning will be furnished by the COTR after award (like the IT closet) and updated as needed. 6. EMERGENCY/SPECIAL EVENTS The Contractor shall provide to the COTR a schedule for any cleaning that requires coordination with tenants, such as emergency situations and/or special events. The Contractor and COTR shall coordinate a plan of action to clean the building in emergency situations or for special events. If an emergency arises during the Contractor's normal working hours (a building flood, for example), the Contractor will divert his/her workforce as directed by the COTR to meet the emergency or special event. The Contractor and COTR shall agree on what, if any, work the Contractor is excused from performing on that date due to the emergency or special event. 7. QUALITY CONTROL PROGRAM The Contractor shall establish a complete Quality Control Plan (QCP) to assure the requirements of the contract are provided as specified, submitted with solicitation documents. The QCP should include the basic cleaning schedules for the facility. The Contractor s QCP program should include a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies to the COTR. Payment may be withheld if the schedules are not submitted within the time frames set forth. A. Contractor must submit evidence of its quality assurance inspections and results. B. Contractor supervisor may be required to meet with Contracting Officer s Technical Representative (COTR) to review quality assurance. C. Contractor must provide training competencies for staff who will be working on VA property prior to award. D. Contractor must provide references from other Government housekeeping contracts to ensure the work is being done as described within this Statement of Work. E. Contractor must be able to prove they have the adequate amount of staff on board prior to award to ensure they can provide enough help to clean all 5 buildings each and every night. 8. MONITORING PROCEDURES: A. MONITORING BY COTR - The COTR will monitor the Contractor's performance to ensure contract compliance and that VA is receiving the services theVA is paying for. B. CONTRACT COMPLIANCE In combination with VA staff, the COTR will determine the effectiveness of Contractor personnel by conducting periodic reviews on the completion of tasks required by this SOW. 9. CLEANING PRODUCTS, EQUIPMENT AND UTILITIES (1) The contractor shall provide all cleaning chemicals and supplies pre-approved by the VA prior to beginning the contract. MVAMC is required to maintain a current inventory of all cleaning products, in accordance with industry standards. Actual MSDSs must be maintained on site at the locations and be accessible to VA staff. (2) All cleaning equipment and personnel protective equipment (safety equipment) must meet all applicable OSHA standards. If a piece of equipment needs repair and is determined unsafe by the VA, the Contractor shall immediately stop using the equipment. (3) The Contractor shall have some method of identification for employees (i.e., an identification badge with employer name and employee name). (4) Space in building for storage of materials: Storage space for supplies and equipment to be used in the performance of work under the contract will be provided by the VA. The Contractor shall maintain this space in a neat and orderly condition. NOTE: No flammable or explosive liquids will be stored in the building. The Government will not be responsible for damage or loss to the Contractor's stored supplies or equipment. (5) Water and electricity will be made available by the VA to the Contractor to perform the contract. 10. OCCUPANT FEEDBACK PROGRAM The Contractor shall institute an Occupant Feedback Program as a means of assisting in documenting service problems. If cleaning problems arise, the COTR will contact the Contractor and Section 11(B)-(F) below will be followed. A feedback log of Contractor interactions with the VA will be maintained by the Contractor for review at any time by the COTR. The Occupant Feedback Program will be considered in evaluating the Contractor's performance. In addition to the above, the COTR may make a periodic walk-through of the building to ascertain the level of services being performed. The Contractor will be notified of any deficiencies. E. Quarterly performance meetings may be held between the Contractor and the COTR. The purpose of these meetings will be to discuss the Contractor's performance, areas of deficiencies, areas of satisfaction and tenant concerns. F. In addition to the Occupant Feedback Program, the Government will on occasion survey the tenants to ascertain the satisfaction level of the Contractor's cleaning. The Contractor will be given the results of all tenant surveys to assist in maintaining levels of acceptable service. 11. CLEANING QUALITY STANDARDS NOTE: The Contractor, through innovations, technology or other means, shall perform the required cleaning services. Performance will be based on the Government's evaluation of results. (See Cleaning Standards and Cleaning Frequencies) The Government's evaluation will be based on tenant satisfaction, COTR and/or designee's inspections, the Contractor s Quality Control Program, and the Occupant Feedback Program. Final results of these performance factors will be the determining factor for the success or failure of this contract. All interior building space shall be free of obvious dirt, debris and dust. Glass surfaces shall be clean and free of smudges. Furniture shall be free of obvious dust and debris. Carpets will be free of obvious spots and stains and shall be clean and free of dirt and debris. Carpet will be shampooed according to Cleaning Frequencies. Sinks, urinals, stools, fixture chrome, and mirrors shall be clean and free of dust, dirt and encrustation. The Contractor will spot clean walls, doors and floors to remove all stains. All floors will be maintained according to best trade practices. Floors shall be free of dirt and debris. Contractor will be required to scrub, strip, and finish hard surface floors as required for appropriate maintenance. Drinking fountains will be kept clean and free of water marks, debris and encrustation, and be maintained at a high level of sanitation. C. All trash will be collected and removed to a location designated by the building lessor. Trash cans shall be emptied and kept clean and free of dirt, stains and debris. Contractor shall supply trash bags for all wastebaskets, trash and food receptacles. The Contractor- supplied trash bags shall not be torn, worn or contain residue. D. Toilet rooms will be cleaned and disinfected with an EPA-approved disinfectant cleaner. Fixtures in the bathrooms will be free of dust, streaks and encrustation. Surfaces of fixtures shall be clean, disinfected and polished, including commodes, urinals, wash basins and shower stalls. All plumbing on fixtures shall be free of dust, streaks and encrustation. Mirrors and glass shall be clean and free of spots and streaks. Floors will be dry/wet mopped daily with neutral cleaner. Partitions and walls will be free of obvious dirt, graffiti and dust. Toilet supplies shall be replenished as needed. E. The Contractor will be responsible for servicing, disinfecting and cleaning all dispensers of toilet tissue, paper towels, hand soap, toilet seat covers, and sanitary napkin dispensers in all restrooms, and ensure that these products are available-at all times. F. Blinds and window treatments and window sills shall be kept free of dust and dirt. G. Showers including; walls, flooring, fixtures and curtains are to be disinfected daily. 13. MISCELLANEOUS REQUIREMENTS Contractor will sign for and have security responsibility for all building keys needed to perform the requirements of the contract. Contractor shall maintain strict control over all keys issued and losses shall be reported to the COTR. Contractor s employees shall be familiar with the building fire alarm system, and trained in the procedures to follow in the event of fire or other emergency. Report any building-related items found in need of repair to the COTR. Current MSDS booklets will be maintained by contractor on all chemicals used to comply with contract requirements. 14. FURNITURE AND MEDICAL EQUIPMENT MOVING Where it is necessary for the contractor to move furniture and furnishings, it shall be done with extreme care and furnishings shall be restored to their proper places. 15. Certifications A. Must be a member of the International Executive Housekeeping Association B. Must be a Registered Executive Housekeeper Cleanliness Standards Item Cleanliness Standards Doors Surface is clean, free of smudges and fingerprints. Doorjamb is free of dust/dirt build-up. Baseboards No splatters from stripper, free from floor finish build-up. Tile Floors: (Vinyl) No dust/dirt build-up in corners, along baseboards and under/behind furniture. Spills, stains, and soil are removed; Appropriate floor sealing/waxing maintained. Tile Floors: (Quarry Tile and Grout) No scum/dirt build-up in corners, along baseboards or in grout. Spills, stains, and soil are removed; Appropriate floor scrubbing and sealing/waxing is maintained. Carpeted Floors No dust/debris build-up in corners, along edges and under/behind furniture. Spots and stains are promptly removed and floor has vacuumed appearance. Periodical spotting, bonnet cleaning or extraction done. Walls No splatters, drips, smudges, fingerprints, oil or soil build-up. Light Fixtures Surface is free of dust, soil build-up, splatters, etc. Sprinkler Heads Free of dust or soil build up. Sinks, Fountains No soap or soil build-up on top surface or underside of sink. No water build-up around faucet or plumbing. Enamel, chrome fixtures, and plumbing have polished appearance. Mirrors/Glass No evidence of fingerprints, smudges, streaking, splatters or film. Mirror frames are dust-free. Dispensers Free of soap or soil build-up. No streaks, smudges, splatter, or dust build-up. Dispensers are filled daily or as needed. Waste Receptacle No evidence of splatters or streaks. Wiped clean inside and out. Clean liner in place. Stairwells Steps free of dust and debris. Freshly wet mopped to remove spills and soil. Walls free of spots, splatters, smudges and fingerprints. All plumbing and ceilings are free of dust build-up and spider/cobwebs. Toilets, Urinals Bowl is free of ring, and under rim has stains removed. Rim, seat and outside of bowl has clean & disinfected, polished appearance and is free of splatters and urine build-up. Pedestal is thoroughly cleaned and disinfected, also is free of urine build up. Showers Shower is cleaned and disinfected throughout. All walls, flooring, fixtures and shower curtain cleaned & disinfected daily. Item Cleanliness Standards Ledges, Sills Free of dirt, dust, insects and debris. Spots and stains are removed (both high and low areas). Fans, Vents Free of dust. Spots and stains removed. Furniture Vinyl furniture has dust, debris, spots, and stains removed from seat and frame. Fabric furniture has dust, spots, and stains removed. Frame is thoroughly vacuumed under cushions. Wooden frames are treated with furniture polish. Horizontal Surfaces All horizontal surfaces not otherwise specified are to be dust free, and free of spots or stains. Including picture frames and door frames, and top of windows Stainless Steel Stainless steel surfaces not otherwise specified are to be free of smudges, fingerprints, streaks, and splatters, and have a freshly polished appearance. Housekeeping Equipment Cart, bucket, and wringer are to be free of dust, dirt, spots, and stains. Stainless steel should be polished. Tools and electrical equipment are thoroughly washed and free of spots, stains, dirt, and splatter. Chemical containers are properly labeled and secure when not in use. Housekeeping Closet Closet is well organized. Walls are free of spots and stains. Floors are scrubbed and free of dust, debris, spots, and soil. Shelves contain only chemicals and supplies, neatly stacked. Chemical listing and MSDS sheets are posted in a highly visible location. Appropriate laundering or disposal of all soiled housekeeping supply must happen on daily basis. No soiled material is to be stored overnight in equipment or closet (including recycling, soiled rags, mops, equipment, etc). Terminal cleaning Cleaning done at the end of each day Cleaning Frequencies DESCRIPTION FREQUENCY Shower (Shower Rooms) Daily Dry Mop/Vacuum entrances, lobbies, corridors and office areas. Daily Dry Mop all patient care areas. Daily Wet Mop all patient care areas with neutral cleaner . Daily Vacuum and spot clean all carpeted patient care areas. Daily Empty all trash receptacles and ashtrays. Daily All trash receptacles are lined with plastic trash bags. Daily Spot clean all trash receptacles and ashtrays. Daily All trash collected is removed from the building. Daily Exterior of Cabinets cleaned using damp cloth and disinfectant solution. Daily All restroom/lavatory floors wet mopped with neutral cleaner. Utility fixtures, handles, emergency call device are disinfected and free of odor and stains. Daily Staff commodes and urinals are clean, disinfected and free of odor and stains. Daily Public commodes and urinals are clean, disinfected and free of odor and stains. Daily Staff towel, tissue and soap dispensers are cleaned, disinfected and filled. Daily Patient towel, tissue and soap dispensers are cleaned, disinfected and filled. Daily Public towel, tissue and soap dispensers are cleaned, disinfected and filled. Daily Staff toilet partitions are checked and spot cleaned, disinfected. Daily Public toilet partitions are checked and spot cleaned, disinfected. Daily Staff pushes plates and door handles cleaned with disinfectant. Daily Public push plates and door handles cleaned with disinfectant. Daily Waiting room furniture will be checked/cleaned daily: Coffee service area cleaned. Daily End tables dusted and wiped clean of stains. Daily Reading materials arranged neatly. Daily Drinking fountains cleaned. Daily Glass and glass surround in entry doors inside and out cleaned. Exterior entry way kept clean and orderly. Snow, leaves, water, ice, salt or any other exterior element must be maintained. Safe and clear entry way must be maintained. Daily Daily Reception countertops cleaned. Daily Walls checked and spot washed as necessary. Daily Spot clean carpets as needed. Daily Employee break area cleaned. Daily DESCRIPTION FREQUENCY: Restroom partitions cleaned: Weekly or more frequently as needed --Staff Weekly --Public Weekly Hard surface floors spray, buffed or burnished Weekly All horizontal surfaces damp dusted (including furniture, ledges, frames, window sills, tops of cabinets) Weekly High/Low Dusting throughout clinic areas, including sprinkler heads. DESCRIPTION FREQUENCY: Storage areas swept Monthly Baseboards and air defusers cleaned Monthly DESCRIPTION FREQUENCY: Light fixtures checked and cleaned Quarterly All window treatments cleaned Quarterly DESCRIPTION FREQUENCY: Interior windows washed Bi-Annually All hard floors scrubbed and refinished (4 coats of finish) Annually DESCRIPTION FREQUENCY: Exterior and interior windows washed Annually Shampoo/extract all carpets At least annually, bi-annually, if needed. End Statement of Work