S--Floor (Hard), Carpet Care and Upholstery Services
Department of Veterans Affairs, VA Southern Arizona Health Care System | Published January 4, 2016 - Deadline January 8, 2016
D. 1 STATEMENT OF WORK
Service Contract to correct the condition and the appearance of the floors, carpet and upholstery throughout the Phoenix Veterans Hospital located at 650 E. Indian School Road Phoenix AZ 85012.
2.0 CONTRACT SUBMITTAL AND CODE REQUIRMENTS
2.1 This project includes but is not limited to the following work elements; all necessary labor, equipment, materials, supplies and incidentals shall be furnished by the contractor. The contractor shall provide all general labor to move and replace furniture and other incidental office items that might impede task(s) performance of this contract. No alterations, additions or deletions shall be made unless prior written approval is given by the Contracting Officer (CO).
2.2 The contractor shall provide the management expertise to accomplish not only the individual tasks specified within, but also to provide an acceptable environmental appearance that reflects the accomplishment of the required floor care program. Contractor shall provide advanced schedules which shall be coordinated with the Contracting Officer's Representative (COR) to perform work IAW the SOW. Contractor shall provide the CO and the COR a monthly report detailing total work accomplished for that month. Work accomplished shall mirror monthly schedule provided by the contractor. Any discrepancies shall be documented and if work is not on schedule or fails to meet the standards set in place; then corrective action may be taken.
2.3 In addition to these services, the contractor shall provide other incidental tasks that are not specifically stated but normally included as general practice with this industry. The contractor shall identify these tasks/services and submit them along with their proposal to the CO. The contractor submitted tasks/services will be reviewed by the PVAHCS facilities management section (FMS) and may be incorporated into the final contract through amendment/modification if determined appropriate.
2.4 Contractor furnished supplies and equipment: all chemicals shall comply with industry standards, and require initial approval by the PVAHCS infection control committee. The contractor shall submit material safety data sheets (MSDS) and other available product descriptions to the contracting officer representative (COR) for committee review and approval. All contractors proposed substitutions or replacements after the initial committee approval requires additional approval before the product may be used.
2.5 The Certification and Accreditation requirements do not apply and a Security Accreditation Package is not required.
2.6 The device/service will not be storing/collecting any data released outside the VA. There is no sensitive information to protect.
2.7 Contractor shall remove all accumulated debris and other generated waste resulting from the worksite and VA premises. Worksite shall be cleaned upon completion of work at the end of each workday.
3.0 DESCRIPTION OF WORK
3.1 The following floor care standards/specifications are included as the acceptable minimum level of service. These floor care standards/specifications are not to be construed as all inclusive. Any services/items not expressly incorporated, but determined essential to care for floors in accordance with industry standards, shall be included as though written into these standards/specifications.
3.2 Major floor care tasks such as vinyl composite tile (VCT) stripping, waxing and burnishing, and carpet cleaning shall be performed in a professional manner consistent with industry standards. A minimum of three coats of wax will be applied to VTC floors. Note: Wax must be high solids, low odor and non-yellowing maintaining excellent clear color.
3.3 Frequencies, as set forth in the following specifications are approximate, traffic and wear on applied floor care products may necessitate increased performance frequencies, which shall be determined by the COR.
3.4 The contractor shall maintain all floors in such a manner as to promote floor-covering longevity; and after each task is completed, floors shall be left in a clean and safe condition.
3.5 No electrical equipment (i.e. personal computers, typewriters, clocks, etc.) shall be unplugged from electrical outlets to make room to use cleaning equipment. All extension cords used in the performance of this contract shall be hospital grade international electro-technical commission (IEC) approved power cords. They shall not be frayed, or have nicks/cuts in their insulation; and they shall be immediately removed from service and replaced by the contractor should their condition become hazardous.
3.6 All VCT flooring shall be maintained to a clean streak free appearance, ensuring a high luster that is free of swirls, hair, lint and other visible debris. All VCT flooring shall initially be completely stripped and refinished; then maintained over the term of the contract per the following floor care specifications.
3.6.1 Contractor shall be required to contact the COR at least ten (10) working days prior to beginning work.
Weekly Once every week
Monthly Once every month
Quarterly Once every three (3) months
Yearly Once a year
Floor Care Specifications:
Vinyl Composite Tile (VCT) Floors*
18.104.22.168 Scrub and Recoat - Machine scrub entire floor surface with floor buffer. Hand scrub floor edges, corners and cove base tile or baseboards during the floor machine scrubbing process. Recoat floors with a minimum of three (3) coats of floor finish. Monthly
22.214.171.124 Full strip and wax - Machine strip old wax off entire floor surface with floor buffer. Hand strip floor edges, corners, and cove base tile or baseboards during the floor machine scrubbing process. Recoat floors with a minimum of three (3) coats of floor finish. Yearly
126.96.36.199 High speed floor burnishing. Weekly
3.7 Wax-able vinyl flooring, and non-wax floors that have been previously waxed, are included for performance under this contract.
3.8 Carpet cleaning will utilize a neutral extraction cleaner and our Low Moisture Cleaning with soil and stain protections. The process should provide the following benefits when cleaning carpet:
" Stain resistance
" Ultra low VOC's
" Reduces Cleaning Cycle Frequencies
" Quickly dries with no residue build-up
" Eliminates rapid re-soiling caused by traditional cleaners
3.9 The contractor shall provide all labor, materials, equipment and supervision to thoroughly clean fabric upholstered chairs. The chairs are located in various locations throughout the medical center.
The contractor will thoroughly scrub and clean all fabric chairs using non-abrasive environmentally safe cleaners in accordance with the manufacturers cleaning instructions. All hard surfaces will be wiped and cleaned to include legs, arms, and under-surfaces.
Cloth surfaces on chairs must be cleaned of any and all stains, dirt, hair, oil and dust and the hard surfaces must be free of all dust, dirt and grime.
Work will be performed on site at various locations. All chairs will be returned to the particular work station from which they were taken to be cleaned.
Brief Description of Breakdown
1. Strip and Refinish VTC Floors (200,000 Sq. Ft. for each period of performance)
2. Carpet Cleaning monthly as required (10,000 Sq. Ft. for each period of performance)
3.VCT-Scrub & Recoat (Monthly) as required (200,000 Sq. Ft. for each period of performance)
4. Burnishing (Weekly) as required (400,000 Sq. Ft. for each period of performance)
5. Ceramic Tile (Monthly Scrub) Approximately 50,000 Sq. Ft. for each period of performance)
6. Upholstery Cleaning (Monthly) (Estimated 3000 pieces which includes 700 chairs. Note the chairs are a combination of fabric backs and vinyl seats or all Vinyl or fabric. Some will require spot cleaning and others complete cleaning). Approximately 1500 pieces shall be cleaned for each period of performance.
7. All carpet is standard commercial
4.0 PROJECT SCOPE
4.1 All Floors and Carpet located throughout building 1, 2, 6, 16, 21, 31, 34.
5.1 The reports shall contain at a minimum the following information:
1. Start/finish dates
2. Contractor individuals performing service
3. Work being performed
4. Training: Provide what training was conducted, who conducted training, who received training
5. Problems encountered: Identify any problems, issues or delays and recommendations to their resolution, any corrective actions that were taken to resolve problems
6. Signature Block: Certifying that above work has been completed. Include signature space for the client and the contractor.
Supplies and services shall be performed in accordance with terms, conditions and specifications contained herein.
6.0 SUBMITTALS REQUIRED FOR PROJECT
7.0 VA FURNISHED MATERIAL(S)
1. The VA will provide water and electrical for the duration of the project at the site. This will come from existing building.
8.0 OPERATING HOURS/SUPERVISION:
8.1 The contractor operational hours shall between 3:30 P.M. and 12:00 A.M. Sunday through Thursday. Contractor will not be required to work on federal holidays and weekends. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. government agencies.
8.2 Contractor may work beyond the specified time but not later than 4:00 A.M. each day. If a decision is made to work beyond the 12:00 A.M. time frame, the COR shall be notified. Contractor shall provide supervisory personnel on the job site while work is being performed.
9.1 Contractor shall, at all time, be safety conscious and will discontinue work in case of emergency, adverse reactions to chemicals or fumes by patient/staff, and report same to the COR.
9.2 Contractor shall also suspend work at any time that said work interferes with normal or emergency facilities operations and notify the COR. Contractor shall safe guard and store all tools and equipment.
10.0 CONTRACT PERSONNEL SECURITY AND TRAINING REQUIREMENTS
10.1 BACKGROUND INVESTIGATION: The performance of this contract requires the Contractor to have routine, unescorted access to PVAHCS facilities. VA requires that all Contractor personnel involved in the actual handling and shredding of documents at any facility, and who have access to Protected Health Information (PHI) undergo an FBI National Criminal History Fingerprint Check. All Contractor employees shall be the subject of a "low-level security" background investigation (National Agency check with written inquiries; approximate cost $200.00) and shall receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all Contractor personnel requiring access to or responsibility for the shredding of documents containing VA sensitive information. The cost for such investigation shall be borne by the Contractor. The Contractor shall be required to furnish all applicable employee information to conduct the investigation. If the investigation is not completed within 40 days from contract award, the Contractor shall be responsible for the actions of those individuals they provide to perform work for VA. Failure to complete a background investigation may result in Contractor personnel being prohibited from performing services under this contract.
10.2 PRIVACY AWARENESS TRAINING: All Contractor and subcontractor employees performing work under this contract are required to complete VA Privacy Awareness Training prior to being allowed to perform contract duties at PVAHCS facilities, and annually thereafter. There are three choices available for privacy training:
All training completion certificates shall be forwarded in one submission/package to the Contracting Officer within thirty (30) calendar days of award or exercise of option period. If any Contractor employees fail to complete initial or annual Privacy Awareness training, the COTR shall report any deficiencies to the Contractor. The COTR will not permit a deficient Contractor employee to perform contract duties at PVAHCS facilities until s/he receives the Contractor employee's current training completion certificate.
10.3 If the Contracting Officer finds it in the best interest of the Government s/he may, at any time during the performance of this contract, order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security risk and violation of on-site facility rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government.
11.0 FACILITY ACCESS REQUIREMENTS AND PARKING
11.1 Prior to beginning work under the contract, the Contractor shall provide the COTR with a current list of Contractor employees expected to enter PVAHCS facilities. This list shall be validated, maintained, and signed by the Contractor and provided to the COTR on an annual basis, or whenever the employment status of one or more employees changes. The Contractor has 24 hours to inform the Contracting Office and COTR when an employee is terminated.
11.2 Upon arrival at the PVAHCS Main Campus, Contractor employees shall sign in with the VA Police, & COTR or (designee), located in Bldg 1. Contractor employees shall sign out with the COTR or (designee).
11.3 While on VA premises, all Contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.
11.4 Upon presenting a valid, Contractor issue identification badge that includes the employee's name and a passport-style photo, a VA access badge will be given to Contractor employees to permit entrance into VA buildings by COTR or designee. The Contractor employee must safeguard the VA access badge and immediately report any lost, stolen, or destroyed badges to the COTR. Access badges must be worn, facing forward at or above the waist. The contractor's employees must return the VA access badge(s) to the COTR or designee at the end of each pick up process.
11.5 All Contractor vehicles utilized under this contract shall be insured and maintain current state vehicle registration. All Contractor employees shall possess a valid State Driver's license. The Contractor or his/her employees shall not use personally-owned vehicles while performing duties under this contract.
11.6 It is the responsibility of the contractor's personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with the PVAHCS COTR.
11.7 PVAHCS does not validate or make reimbursement for parking violations committed by the Contractor's personnel under any circumstances.
AUTHORIZED SERVICES/NOTIFICATION: Only those services specified within this contract are authorized under this contract. If for some unanticipated reason a modification of this contract is necessary, prior to payment, the COR will personally inspect each area designated by this contract and verify to the program specialist and budget clerk that the job has been satisfactorily completed and meets contract requirements.
10.0 VA POINTS OF CONTACT (POC)
10.1 The EMS POC; Mr. Charles Aubrey
Office phone number: 602-277-5551 Ext7299
Email address: Charles.email@example.com
10.2 Contracting POC for this project will be;
Office Phone number: 520-629-4615
FAX phone number
Email address: Steven.Jeffers@va.gov