This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation is issued as Request for Quotes (RFQ) # HHSI2462009Q0012. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-29, effective 01/19/2008. This procurement is a 100% small business set-aside under NAICS code 561720 with a small business size of $16.5 M. Contractor shall provide a firm, fixed-price monthly rate for a base year plus four option years for housekeeping services. Propose pricing for (base year): April 1, 2009 through March 31, 2010; Option Year 1: April 1, 2010 through March 31, 2011; Option Year 2: April 1, 2011 through March 31, 2012; Option Year 3: April 1, 2012 through March 31, 2013 and Option Year 4: April 1, 2013 through March 31, 2014. Description of Requirements: Contractor shall furnish the personnel, equipment, materials and supervision necessary to provide housekeeping services at the frequencies and time specified for the Haskell Indian Health Center, Lawrence, Kansas. The Contractor shall maintain every part of the Health Center in accordance with the Institutional Environment Control Guidelines (IEC) Housekeeping – (Section XII) and the Occupational Safety and Health Administration Guidelines (OSHA). The various phases of cleaning and janitorial work shall be carried out at the frequencies indicated in the schedule below. The housekeeping services may be carried out at any hour as directed by the Indian Health Service Project Officer. The primary function of the housekeeping staff is to maintain the patient care areas of the Haskell Indian Health Center facilities as clean as possible. All housekeeping personnel shall understand that competent performance of their duties if fundamental to the control of contamination among patients, staff, visitors, and the general public. Competent performance also contributes significantly to the sense of security, which is essential to the general wellbeing of the patient. Often, the quality of medical care received is judged by the cleanliness and pleasantness of surroundings. The main function of the housekeeping staff is to provide a clean and wholesome environment for patient care. The contractor shall provide his labor force with all the necessary housekeeping equipment and materials for the efficient performance of the contracted housekeeping services. No outside products will be used without Material Safety Data Sheets presented to and approved by the Project Officer. The buildings shall be serviced by a separate janitorial closet to reduce the spread of contamination. Equipment shall not be transferred between buildings. The suggested equipment for each building shall include: 1. Mop cart with one bucket. 2. One plastic mop bucket. 3. One mop wringer. 4. One mop handle with a clean mop head-replaced daily. 5. Dust pan, brush or short handled broom. 6. Putty knife. 7. Detergent germicide. 8. Utility sink. 9. Two “CAUTION-WET FLOOR” signs. 10. Floor stripper and finish, spray buff. The U.S. Government will provide the contractor’s labor force with the required housekeeping stock supplies, such as toilet tissue, hand towels, liquid hand soap, surface disinfectant, Clorox, furniture polish, stainless steel cleaner, glass cleaner, toilet brush, plastic trash liner bags, and disposable surgical gloves. Electrical power will be furnished by the Government at existing power outlets for contractor’s use to operate all housekeeping equipment as is necessary in the conduct of his work. Contractor shall replace safety outlet plugs after each receptacle is used. Hot and cold weather will also be made available, as necessary, in the janitor’s closets throughout the building. The total contracted work coverage area encompasses the total clinic areas: (16,500 square feet). Outpatient Services: entire Dental Suite, including the following: Health Records, Laboratory, Operatories (8), X-Ray, Clean-up Area, Dark Room, entire Medical Suite, including the following: Laboratory, Radiology, Main lobby and reception area, vestibule and glass frontage (interior and exterior surfaces), Conference Room, Exam Rooms (6), Treatment and screening rooms, clean up area, Offices (7—Medical Records and Pharmacy will not be cleaned by Contractor), Entire Human Services including the following: Lobby and reception area, Kitchen, Shower Area, Entire Diabetes Prevention Program area, Dental instructional area, which includes the following: Laboratory, classroom, operatory, offices (4), kitchen area, Administrative area (3 offices), reception area, restroom areas include: dental, human services, medical laboratory, staff, public, janitor’s closet, and all clinic windows (interior and exterior surfaces cleaned on a quarterly basis). All work completed in performance of this contract shall be subject to inspection at any and all times by the Project Officer, Contracting Office or a duly authorized representative. Any deviation from or failure to comply with the terms of the contract shall be corrected upon notification by the Project Officer or Contracting Officer. In the Health Center, the janitor storeroom (60 sq. ft.) will be assigned to the contractor for the storage of the housekeeping equipment and materials, which will be used in the performance of the work in the contract. A lock and key will be provided to the Contractor for security purposes. The Contractor shall keep this space in a neat, orderly and sanitary condition. The U.S. Government will issue the stock housekeeping supplies to the contractor. All cleaning agents and chemicals will be stored by the Contractor on the shelves in the janitor storage room and janitor closet. The Government will not be responsible in any way for damage to the contractor’s stored housekeeping equipment and materials. The Contractor shall provide services under this contract Monday through Friday between the hours of 3:00 pm and 7:45 pm due to security precautions. This will include time spent carpet cleaning, stripping, and waxing floors, etc. The following cleaning schedule has been recommended: 1. Outpatient offiese, waiting areas and hallways: a. Daily replacement of new plastic receptacle bag liners. b. Daily dust mopping of floors with treated dust cloth. c. Daily wet mopping of floors with multi-purpose germicidal detergent using the one-bucket technique. d. Daily damp dusting of fixtures, etc. e. Weekly buffing of floors to maintain an attractive appearance. f. Weekly or as needed, vacuuming offices and deodorizing carpets. g. Monthly scrubbing of floors with carpet/floor machine. h. Bi-yearly waxing and/or stripping of floors. i. Carpets/throw rugs spot cleaned as needed. j. Quarterly shampooing of carpet areas. 2. Patient areas: a. Daily replacement of new plastic receptacle bag liners. b. Daily vacuuming of carpets with micro static vacuum. c. Daily dust mopping of floors with treated dust cloth. d. Daily wet mopping of floors with multi-purpose germicidal detergent using the one-bucket technique. e. Daily disinfecting of chairs/seats. f. Daily disinfecting of doorknobs. g. Daily disinfecting of public phones. h. Daily cleaning of windows/glass. i. Weekly buffing of floors to maintain an attractive appearance. j. Monthly scrubbing of floors with car pet/floor machine. k. Bi-yearly waxing and/or stripping floors. l. No dry mop or brooms should be used in patient areas except on spot spills. 3. Laboratory: a. Daily replacement of new plastic receptacle bag liners. b. Daily replacement of new plastic biohazard bag liners. c. Daily cleaning of sinks and eye wash shower using a germicidal detergent disinfectant. d. Daily dust mopping of floor with treated cloth. e. Daily wet mopping of floor with multi-purpose germicidal detergent using the one-bucket technique. f. Daily disinfecting of door knobs. g. Every other day cleaning of phones. h. Monthly or as necessary, thorough cleaning consisting of scrubbing of floor with carpet/floor machine, cleaning of light fixtures and recoating of floor. i. Bi-yearly waxing and/or stripping floors. 4. Janitorial Closets: a. Daily replacement of new plastic receptacle bag liners. b. Daily or as necessary, cleaning of floors. c. Daily cleaning of all equipment including mops, pails, and wringers. d. Daily or as necessary, cleaning of sinks. 5. Restrooms: a. Daily replacement of new plastic receptacle bag liners. b. Daily wet mopping of floors with multi-purpose germicidal detergent using the one-bucket technique. c. Daily cleaning of lavatory using a germicidal detergent disinfectant. d. Daily cleaning of commode, mirror and fixtures. e. Daily disinfecting of doorknobs. f. Bi-monthly buffing of floors to maintain an attractive appearance. g. Monthly high dusting. h. Bi-yearly waxing and/or stripping of floors. 6. Specimen Room: a. Daily wet mopping of floor with multi-purpose germicidal detergent using one-bucket technique. b. Daily cleaning of lavatory using a germicidal detergent disinfectant. c. Daily cleaning of commode, mirror and fixtures. d. Daily cleaning/disinfecting of rotating specimen compartment. e. Daily disinfecting of doorknobs. f. Bi-monthly buffing of floor to maintain an attractive appearance. g. Monthly high dusting. h. Bi-yearly waxing and/or stripping of floor. 7. Walls and Ceilings: a. Daily spot cleaning as necessary. b. Minimum washing, once a year or as needed for decontamination procedures. 8. Light Fixtures and Furniture: a. Daily dusting. b. Monthly cleaning. 9. Equipment (Housekeeping): a. Maintained as recommended by manufacturer. 10. Windows, sills and screens. a. Daily dusting or sills. b. Bi-monthly washing interior and exterior sides of windows. 11. Drapes: a. Bi-yearly washing of washable drapes. b. Yearly dry-cleaning. 12. Window panes: a. Monthly cleaning. 13. Blinds: a. Bi-yearly hand washing. 14. Trash/Waste Removal: a. Daily for patient and office areas. b. Biohazard waste is removed daily in accordance with established policies and procedures. 15. Cubicle Curtains: a. Monthly or when visibly soiled. 16. Administration: a. Weekly or as needed vacuuming and deodorizing of carpets. b. Carpets, throw rugs spot cleaned as needed. 17. Drinking fountains: a. Daily disinfecting and/or cleaning. b. Monthly wire brush cleaning. 18. Hand rails: a. Daily cleaning. 19. Doorknobs (Office areas only): a. Weekly disinfecting and/or cleaning. 20. Ground empty front door trash can: a. Clean cigarette butts and trash within 15 ft. of front doors. TRAINING. Training in basic housekeeping should be provided by Contractor for new employees with refresher courses periodically to obtain up-to-date information regarding current technology and methods. Emphasis in training is placed on the selection of equipment and supplies, the two-bucket system, work scheduling, care and maintenance of equipment, selection and proper use of housekeeping chemicals and products, infection control, and other subjects beneficial to overall accomplishment of the housekeeping services. ENVIRONMENT MONITORING. a. Daily log by housekeeping staff. b. Quarterly housekeeping sanitation report by the Project Officer. c. Daily, Weekly, Monthly housekeeping schedule list. d. Inspection and Acceptance. CONTRACTOR QUALIFICATIONS: Minimum of 2 years successful experience in providing same/similar type housekeeping services. Provide a reference letter for each of the last three contracts awarded you were awarded. The letter shall include: (1) name, address and telephone number of the awarding business, and a point of contact name; (2) contract award date and the contract period of performance; (3) statement by the awarding entity on the Contractor quality of work and reliability concerning this proposal with respect to each mandatory requirement as stated in this RFP. CLAUSES INCORPORATED BY FULL TEXT: Please note that due to character limitation in FedBizOpps, full text of the Federal Acquisition Regulation (FAR) and Health and Human Services Acquisition Regulations (HHSAR) can be accessed on the Internet at http://www.farsite.hill.af.mil. The provisions of 52.212-1, Instructions to Offerors-Commercial Items (June 2008), applies to this acquisition. In addition to the information required in FAR 52.212-1, Contractors shall provide the following: (1) three past performance references to include the contact name and phone number, contract number, company name, brief description of project completed within last three years (2) Dun and Bradstreet Number (note: Contractors must be registered in the Central Contractor Registration to be eligible for award. This can be done at http://www.ccr.gov). The provisions of 52.212-2, Evaluation – Commercial Items (Jan 1999) applies to this acquisition. The Government intends to award a base plus four option year purchase order to the responsible offeror that will be the most advantageous to the Government, price and other factors considered. The Standard Form 1449 (attachment) shall be used to submit the quote. The following factors shall be used to evaluate quotes: (1) Price; (2) Qualifications (3) Past Performance. All factors are equal in importance. Quotes shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications—Commercial Items (June 2008) or indicate certifications in ORCA at https://orca.bpn.gov/. The clause at FAR 52.212-4, Contract Terms and Conditions—Commercial Items (Oct 2008), applies to this acquisition. The clause at FAR 52.212-5, Contract Terms and Conditions to Implement Statutes or Executive Orders—Commercial Items (Jan 2009), applies to this acquisition. The following FAR and HHSAR clauses apply: 52.204-7 Central Contractor Registration (Apr 2008), 52.204-9 Personal Identity Verification of Contractor Personnel (Sept 2007), 52-217-9, Option To Extend the Term of the Contract (Mar 2000), 52.223-6 Drug-free Workplace (May 2001), 352.223-70 Safety and Health (Jan 2006), 352.224-70 Confidentiality of Information (January 2006), 352.270-2 Indian Preference (Apr 1984), 352.270-13 Tobacco-free Facilities (Jan 2006). The following clauses apply: 52.203-6, Restriction on Subcontractor Sales to the Government (Sept 2006); 52.219-6, Notice of Total Small Business Set-Aside (June 2003); 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006); 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006); 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration (Oct 2003); 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004); 52.237-1 Site Visit (Apr 1984); 52.237-2 Protection of Government Buildings, Equipment and Vegetation (Apr 1984); 52.243-1 Changes—Fixed Price (Aug 1987). Quotes are due by 4:30 pm CST, March 6, 2009, and must be delivered via Federal Express or UPS to the Indian Health Service, Division of Acquisition Management, 701 Market Drive, Suite 242A, Oklahoma City, OK 73114, Attn: Jennifer Farris. Questions concerning this solicitation may be addressed to Jennifer Farris at 405-951-3893. Contracting Office Address: 701 Market Drive, Suite 242A, Oklahoma City, OK 73114. Place of Performance: Haskell Health Center Lawrence, KS 66046 United States Primary Point of Contact: Jennifer Farris, Contract Specialist,
[email protected] Phone: (405) 951-3893 Fax: (405) 951-3771