S201--VAMC HAMPTON EVS CLEANING CONTRACT SDVOSB set-aside

FYI for clarity. Work in the outer building and a residential long-term facility and some clinics. Duty will vary but it will all be hospital housekeeping. No work in surgical operatories, patient wards on med surg units & ICU, and advanced floor care duties (stripping and waxing). The final PWS will have more information. If you have any questions, please submit them to me by Wednesday 17 June 2026. A full RFP will be issued on Thursday 18 June 26 Work Statement DESCRIPTION OF SERVICES. The Contractor shall provide the managerial, supervisory, administrative, direct, and overhead personnel necessary to perform the work specified in the contract, including the provision of all labor, transportation, equipment, and materials, except as specified herein as government furnished, to ensure that custodial services are performed at the Hampton VA Health Care System. For the Domiciliary residential area, assigned administrative areas, and assigned sub-acute clinical areas in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. Performance shall be in accordance with the standards contained herein. BASIC CLEANING SERVICES. The Contractor shall accomplish all cleaning tasks to meet the requirements of this PWS. EVS workers are required Monday through Friday including some Federal Holidays from 1030 1900 (including breaks and lunch). Contractor will provide 18 EVS technicians and an onsite work leader to interact with Contract COR or designee. Maintain floors. All floors, except carpeted areas, shall be swept, dust mopped, auto scrubbed, and wet mopped to ensure the uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter, and to prevent quaternary binding. Baseboards, corners and wall/floor edges shall also be clean and free from dirt borders. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position. Clean offices, clinical areas, and residential areas in accordance with CDC, EMS guidelines and EMS SOP. Hampton VA will provide EMS procedure guidance, disinfectant and cleaning chemicals, and basic cleaning equipment such as carts, mops, and brooms for use while on campus to clean assigned Hampton VA areas. Disinfection, sanitation, and cleaning of various high touch surfaces shall be accomplished in accordance with EMS guidelines. Cubicle Curtains: Check cubicle curtains for signs of aging, wear, tear, or stains. Changing and hanging cubicle curtains in patient exam rooms shall be accomplished according to Hampton VA curtain schedule & requirements. Government will provide the initial training & all cubicle curtain panels for this task. Remove trash/waste. This could include regulated medical waste or trace chemo waste. All office trash containers, waste baskets, etc., shall be fitted with a disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in appropriate containers as directed by the Contracting Officers Representative (COR). Trash receptacles shall be left clean, free of foreign matter, and free of odors. RMW waste will be disposed of in the appropriate manner in accordance with EMS guidelines and regulatory requirements. Clean interior glass/mirrors. Clean all interior glass using microfiber cloths, including glass in doors, partitions, walls display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter. Vacuum Carpets. Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt debris, litter and other foreign matter. All spots shall be removed by carpet manufacturer s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the COR. Area and throw rugs are included to receive this service. Vacuum and clean floor mats and floors. Vacuum and clean interior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats return to their normal location. Clean floors of various types in accordance with EMS guidelines. General Spot cleaning. Perform spot cleaning on a continual basis using applicator cloths on all high touch or common surfaces. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grill work, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, fixtures, furniture and medical equipment. After spot cleaning the surface shall have a clean, uniform appearance, free of streaks, spots and other evidence of soil. Supply Management. Stocking designated areas with patient textiles or other consumable supplies as needed in assigned areas. General dusting. All horizontal surfaces must be dusted with microfiber cloths or cleaned to eliminate dust collection. All vertical surfaces shall also be kept free from the accumulation of dust. All furniture, computers and medical and other equipment are also to be kept free from dust. Clean interior windows. Clean glass surfaces/windows throughout the area. After surfaces have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass. Dust blinds and window coverings. Clean air conditioning vents. All heating and air conditioning ventilation grates/grills/louvers/covers shall be kept free from dust and dirt and shall be cleaned on an as needed basis. Clean fluorescent light fixture diffusers. All plastic diffusing lenses for ceiling mounted fluorescent light fixtures will be kept in a clean condition (on both sides of the diffuser) and free of dust, dirt, and dead insects. REST ROOM CLEANING SERVICES. Clean and disinfect. Completely clean and disinfect all surfaces of sink, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent daily. Microfiber products will be always used. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.) and wall areas adjacent to wall mounted lavatories, urinals, and toilets. De-scale Toilet Bowls and Urinals. De-scaling shall be performed as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits and rust stains. Sweep and mop floor. After sweeping and microfiber mopping the entire surface, floor and grout shall be free from litter, dirt, dust, and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc., as per enclosure (1), to maintain sanitary conditions and a clean, uniform appearance. Contractor shall mop using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning. Stock janitorial restroom supplies. Contractor will ensure restrooms are stocked sufficiently so that supplies including soap dispensers, paper towels, and toilet paper do not run out. Supplies shall be stored in designated areas and shall be kept up off the surface of floors. No overstocking shall be allowed. If supplies run out prior to the next service date, Contractor shall refill within 24 hours of notification. All paper and fluid supplies are provided by Hampton VA to maintain consistency throughout the facility. Contractor may participate in stocking closets with patient textiles or other consumable supplies as needed around the facility. MATERIALS AND SUPPLIES. All advanced EVS material and supplies, other than those listed in paragraph 2.1 below, shall be furnished by the Contractor. All disinfectants used in the cleaning of the facility will be FDA/EPA approved and approved by the COR. Microfiber mops and rags will be used throughout the facility. HAMPTON VA SUPPLIED ITEMS: Lotion soap, hand lotion, paper towel rolls for dispensers, toilet paper rolls, tampons, feminine napkins, hygiene products and feminine napkin bins. EVS consumable supplies & supply dispensers. Disinfectants and cleaners and basic housekeeping supplies such as carts, mops, vacuums, microfiber applicators, cleaning cloth, lobby brooms, and typical EVS janitorial housekeeping materials are provided for use while on campus at Hampton VA Health care system for consistency. GENERL INFORMATION. Hours of Operation. The work required by the Contract shall be performed daily, Monday through Friday, excluding Federal Holidays observed by the Federal Government. Contractor shall provide proposed work schedule to the COR within five (5) calendar days from receipt of award of the Contract & ensure that contractors (EVS workers) uniform has clearly identifiable traits to easily identify contractor EVS workers such as a work vest or company uniform with EVS and company logo. Contractor ensures that there is at least 50% coverage on Federal holidays. Federal holidays: Federal Holidays observed: New Year s Day January 1 Martin Luther King Day Third Monday in January Presidents Day Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 When one of the above designated federal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as the federal holiday by U. S. Government agencies. Service Delivery Summary Performance Objective SOW Paragraph Performance Threshold 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/Waste is emptied, removed, or transported to designated trash collection containers/areas. Sinks, faucets, and counter tops are disinfected, and have no traces of film, dirt, smudges, or Glass and mirrors have no traces of film, dirt, smudges, streaks or water spots. Desktops and horizontal surfaces are disinfected and free of dirt, smudges, and dust. Carpets are free of dirt, debris, litter and other foreign matter. Dust is removed and not visible. Participates in supply & restocking events including distribution, efficiency, and safety. Mopped/cleaned/scrubbed floors are clean, odor free, stain free, uniformly mopped with appropriate cleaning/disinfection solution. Not to exceed 5 COTR- documented customer complaints per month. Periodic Cleaning Services. Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Windows are free of film, dirt, smudges, water, and other foreign matter. Carpets are free of stains and discoloration. Walls and doors are free of scuff marks, dirt, and smudges. JOINT COMMISSION (JC) REQUIREMENTS Contractor will attend a pre-work orientation meeting prior to the commencement of work on site. Hampton VA will schedule this meeting, and it will include discussion on the following topics: Fire and Safety; Infection Control; Disaster procedures. Contractor will be responsible for ensuring that Contractor employees coming to the work site will receive the information required above. Documentation of such training will be required in writing, and a copy of training sheets will be given to the COR initially and upon request. The Contractor will be responsible to ensure Contractor employees providing work on this Contract are fully trained and completely competent to perform the required work. The contractor shall be responsible for ensuring that all employees receive training appropriate for work in a medical office setting and for maintaining patient privacy (See section D.11.6 to D.11.6.22). Any staff assigned for the performance of this contract shall have the ability to speak and read English fluently. Reasonable accommodations will be provided whenever possible for contractor employee with disabilities (i.e., hearing impaired, etc.). Work Leader: The Contractor shall appoint a supervisor for the work being performed under the terms of this contract. Work leader will work directly with COTR or EMS Chief for daily assignments and priorities of Hampton VA. Personnel rosters: Current written rosters of all regular and alternate employees will be provided to the Contracting Officer, COTR, and Alternate COTR, if one exists. Employees not listed, or employees who have not had a background investigation initiated will not be allowed to work in the facility. Backup Employees: The Contractor shall ensure that sufficient backup employees are trained and receive the proper background investigation prior to working. Employee Physical Examinations: Contractor's employees are required to have a physical examination prior to work on this contract; each employee is expected to be in good physical health and able to work in patient care areas without risk to the patients. No personnel shall be assigned to this contract that are not in good physical health or pose a risk to patients. Contractor's personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. Employee Background Investigations: Contractor s employees are required to have a background investigation initiated prior to performance on this contract. Please submit a list of employee names (first, middle and last); social security numbers; date of birth; place of birth; country of birth; and email address. Please also identify a contractor point of contact (POC); POC (business) address; POC phone number; and POC email address. The contractor is ultimately responsible for the background investigation. Notifications will be sent via email if additional information is needed, and the contractor must respond. Records: Records of all employees training shall be maintained by the Contractor and made available to the COTR on request. Miscellaneous: Contractor personnel shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break/smoking areas only. Unauthorized smoking, eating, theft or pilferage by Contractor personnel shall constitute adequate cause for the Government to require that the Contractor immediately remove the offender(s) from employment on the medical facility premises for the duration of this contract. Uniform: Contractor shall ensure that Contractor workers wear a major clothing uniform item (Vest, Polo shirt, Smock etc.) with clearly identifiable markings to identify them as EVS workers. Pants shall be work as part of the uniform (Black, Navy Blue, or Tan). Shoes shall be non-slip, safety shoes. Black or Maroon color scrub sets are acceptable if they are worn with a Vest or other identifiable major item with clearly identified marking for EVS over the scrub top. SECURITY REQUIREMENTS The Contractor s employees shall always wear visible identification while on the premises of the Hampton VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the COR. Hampton VA will not invalidate or make reimbursement for parking violations of the Contractor under any condition. Smoking is prohibited on the Hampton VA campus. Possession of weapons is prohibited on the Hampton VA campus. Violations of VA Regulations may result in citation answerable in the United States (Federal) District Court, not a local district, State or Municipal court. Damage: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the Contractor will be repaired or replaced to the satisfaction of the Hampton VA at the Contractor s expense. Damage to the building, its contents or loss of Government property, more than $100,000.00 will require a Report of Survey or Investigative Report by the Hampton VA. Appropriate Government personnel will conduct the investigation. The party responsible will be required to replace and/or submit payment for damage or loss. Access (Keys): If COR provides keys for access, it shall be the Contractors responsibility to safeguard and control the keys provided. Payment for new keys will be required each time lost keys are replaced. REPORTING REQUIREMENTS. At the discretion of the COR or Contracting Officer, the Contractor may be required to submit an ongoing report of services rendered under the terms of the Contract. The Contractor may be required to submit a report which shall include but not be limited to 1) dates and times when services were performed, and 2) a list of the areas where services were performed, and 3) types of services and a brief description of work. QUALITY ASSURANCE Conformance Standards: All work shall be performed, and equipment shall function in conformance will all VA safety standards, National Fire Protection Association, Food and Drug Administration, Occupational Safety and Health Administration, JCAHO, and other applicable standards. Quality Control. The Contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure on recurrence of defective services. Surveillance: The government will periodically evaluate the Contractor s performance by visual inspection and personnel and customer complaints utilizing inspection work sheet (Attachment 1). Performance Objective: All cleaning outlined in detail in paragraphs 1.1-1.3 shall meet the following performance threshold: Not to exceed three customer complaints per month. Deficiency Procedures: When a deficiency per the requirements of the PWS is noted by Hampton VA staff or customer, the COR will confirm said deficiency by inspection and record results, noting the date and time of the inspection. When inspection indicates unacceptable performance, the COR will notify the Contractor. The Contractor will be given up to two hours after notification to correct the unacceptable performance. Training Requirements: The contractor shall provide evidence that its employees are trained in providing janitorial services for a healthcare facility in all aspects of cleaning and in the use of all chemicals utilized by the contractor. The contractor will ensure that a minimum of 20 hours of job-specific training is conducted per year. Training shall include the following: Minimum Contractor-Furnished Training: Initial training shall cover the following topics listed in 29 Code of Federal Regulation (Labor) 1910.l-1910.1450 and include the item listed below. Training will not be less than two full days. General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced or contained through proper environmental sanitation methods. Infection control orientation, relating duty functions to the technical provisions of this specification. Proper use and handling of germicidal detergents, supplies and equipment; and familiarity with SDS for a particular supply as appropriate. Care and maintenance of Contractor and Government-furnished property. Familiarization with local fire prevention and safety procedures. Familiarization with applicable facility policies/regulations and their effect on sanitation service. Familiarization with the Contractor's procedures manual. Individual duties and responsibilities. Procedures for replenishing cleaning supplies and obtaining equipment repair. Role of Contractor's personnel in the facility and their impact on patient care. Techniques/methods for measuring quality of work performance. Basic orientation to the facility, function, mission, goals. Facility emergency fire and disaster program. Hazardous Communication Standard Utility Operation Standard Precautions Regulated Medical Waste Handling Emergency Preparedness Body Mechanics/Lifting Accident Reporting Sexual Harassment Ethics Refresher Training: The Contractor is required to provide employees annual refresher training within 30 days of the exercise of each option year. Records of all employee refresher training shall be maintained by the Contractor and submitted to the COTR within 30 days of such training to verify that refresher training has been accomplished. The Contractor shall notify the COTR as to when new annual training is required. Developmental Training: The Contractor shall plan for developmental employee training sessions for all employees at a frequency of no less than monthly. At all times the Contractor shall maintain a current series of three-monthly programs. The proposed initial program plans, including topical outlines with a brief statement of content and approximate length of programs, shall be available for review by the CO prior to award. Developmental training shall include, but not be limited to, updating in the areas referred to preceding paragraphs D.11.6.1 D.11.6.23. and developmental topics such as communication, individual behavior, group behavior, and motivation. SAFETY REQUIREMENTS The Contractor shall take such safety precautions as are necessary to protect the lives and health of occupants of the building during performance of contract requirements. The Contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel. Minimum (Cleaning assignments, Days and Frequencies) Basic Cleaning Services Maintain Floors Daily 1.1.2 Remove Trash/Waste Daily 1.1.3 Clean glass/mirrors Daily 1.1.4 Vacuum carpets Weekly 1.1.6 Vacuum and clean floor mats Daily 1.1.7 General spot cleaning Daily 1.1.8 General dusting Weekly 1.1.9 Clean interior windows Weekly 1.1.10 Clean air conditioning vents Weekly 1.1.11 Clean light fixtures diffusers Weekly 1.1.12 Empty/clean exterior trash receptacles Daily Restroom Cleaning Services Clean & disinfect Daily 1.2.2 De-scale toilet bowls and urinals Daily 1.2.3 Sweep and mop floor Daily 1.2.4 Stock janitorial restroom supplies Daily