S201--CUSTODIAL SERVICES DEPARTMENT OF VETERANS LEBANON VA COMMUNITY CLINICS
IT IS THE GOVERNMENTS INTENT TO FOLLOW UP TO THIS PRE-SOLICIATION AND POST AN OFFICIAL SOLICIATION
STATEMENT OF WORK
FOR
CUSTODIAL SERVICES
DEPARTMENT OF VETERANS LEBANON VA COMMUNITY CLINICS
DESCRIPTION:
The Lebanon Veterans Affairs Community Based Outpatient Clinics are contracting for a Firm Fixed Priced (FFP) five (5) year Indefinite Delivery Indefinite Quantity (ID-IQ).
Individual orders will be placed against the ID-IQ on an as needed basis.
The contractor shall provide all management, tools, equipment and labor necessary to ensure that custodial services are performed in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.
Total estimated square footage for the Berks County VA Community Clinic is 14,996 sf.
Total estimated square footage for the Cumberland County VA Community Clinic is 25,000 sf.
Total estimated square footage for the Lancaster County VA Community Clinic is 15,000 sf.
Total estimated square footage for the York County VA Community Clinic 1st floor is 13,421 sf.
Total estimated square footage for the York County VA Community Clinic 2nd floor is 6,134 sf.
Contractor shall be responsible to provide Material Safety Data Sheets (MSDS) to the Contracting Officer s Representative (COR) in accordance with the conformance standards. All disinfectants used in the cleaning of the facility will be Food and Drug Administration (FDA) and Environmental Protection Agency (EPA) approved. All cleaning agents used must be clearly labeled. Contractor must have at least one person on staff who is trained/qualified to clean bio hazardous materials, including bodily fluids.
SERVICES:
The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the Service Delivery Summary (SDS).
PERIOD OF PERFORMANCE:
1 April 2020 through 31 March 2025
PERFORMANCE REQUIREMENTS:
Vestibule/Reception Area/Waiting Area/Hallways:
Daily Cleaning:
1. Empty all waste receptacles and replace plastic liners
2. Dust all horizontal surfaces to reachable heights
3. Waiting room shall be policed
4. Vacuum carpet and spot clean soiled carpet
5. Remove fingerprints and soiled residue from doors, frames, kick plates, handrails, light switches, glass surfaces, and walls
6. Spot clean (shampoo) as needed all chairs, other furniture and waste receptacles
7. Spot clean all wall surfaces
8. Spot clean desktops (papers not disturbed)
9. Dust all telephones
10. Dust all furniture including desks, tables, bookcases, shelves, chairs and filing
cabinets
11. Empty recycling bin twice a week (Tuesday and Friday)
12. Clean dead bugs from fluorescent ceiling lights
13. Remove cans, leaves, papers, empty bottles, cigarette butts and other refuge from building exterior entrances
14. General daytime cleaning of waiting areas and high traffic areas
15. Mopping and sweeping of floors as needed
16. Cleaning and disposal of any Service/Emotional Support Animal waste
Weekly Cleaning:
1. Wash and thoroughly clean all waste receptacles
2. Dust all vertical surfaces and under surfaces of furniture such as chair rungs and table legs. Remove all cobwebs.
3. Clean desk tops (papers not disturbed)
4. Clean and sanitize all phones in group/multipurpose rooms.
5. Damp clean vinyl and leather furniture, vacuum fabric furniture.
6. Sanitize patient waiting area furniture
7. Clean and police door jambs and chrome fixtures
8. Detail all carpet areas
9. Clean windows and doors
Monthly Cleaning:
High dust walls, ceilings, blinds, and horizontal surfaces
Spray and buff all VCT floors, maintain and clean ceramic tile floors
Bi-Annual Cleaning:
Clean all air circulation vents (grilles, grates, covers, etc.)
Clean inside of all windows
Clean and clear air ducts
Clean smoke alarms and fire bells
Clean trash cans
Clean ceiling light diffusers
Discharge Cleaning:
As needed
Restrooms/Dirty Utility/Clean Utility/Employee Break Room
Daily Cleaning:
1. Clean and polish all chrome surfaces
2. Clean all glass and mirrors
3. Wash and disinfect toilet seats, toilet basins, sinks, urinals, and pass through
4. Restock all dispensers and hand sanitizer products (post expiration date on
dispensers)
5. Empty and sanitize interior of sanitary containers
6. Clean and sanitize exterior of all waste receptacles
7. Empty all waste containers and replace plastic liners
8. Damp mop and sanitize all floors
9. Sanitize all counter tops
10. Spot clean walls
11. Dust all horizontal surfaces to reachable heights
12. Empty recycling bin twice a week (Tuesday and Friday)
13. Cleaning and disposal of any Service/Emotional Support Animal waste\
Weekly Cleaning:
1. Spot clean walls
2. Remove fingerprints from doors, light switches, kick and push plates
3. Dust all horizontal surfaces to include ceiling diffusers
4. Scrub tile floors thoroughly to remove any dirt around fixtures or counter supports
5. Sanitize pass through for urine specimens in restrooms
Monthly Cleaning:
1. Wash baseboards
2. Clean walls
3. Clean all air circulation vents (grilles, grates, covers, etc.)
4. Clean all ceiling diffusers
Examination Rooms/Laboratory (Blood Draw Room)
Daily Cleaning:
Clean and polish all chrome surfaces
2. Clean all glass and mirrors
3. Wash and disinfect toilet seats, toilet basins, sinks, urinal and pass through
4. Restock all dispensers
5. Empty and sanitize interior of sanitary containers
6. Clean and sanitize exterior of all waste receptacles
7. Empty all waste containers and replace plastic liners
8. Damp mop and sanitize all floors
9. Sanitize all counter tops
10. Spot clean walls
11. Dust all horizontal surfaces to reachable heights
12. Clean and disinfect blood draw chair(s)
13. Clean and disinfect examination tables including attachments and patient/visitor
chairs and mobile table
14. Damp (Wipe) clean all exam room table surfaces (including foot step) utilizing an approved hospital germicide detergent solution
15. Empty recycling bin twice a week (Tuesday and Friday)
16. General daytime cleaning of all restrooms
15. Cleaning and disposal of any Service/Emotional Support Animal waste
Weekly Cleaning:
1. Remove fingerprints from doors, light switches, kick and push plates
2. Dust all horizontal surfaces to include ceiling diffusers
3. Scrub tile floors thoroughly to remove any dirt around fixtures or counter supports
4. Sanitize pass through for urine specimens in restrooms
5. Dust medical equipment, computers, chairs
6. Dust vertical surfaces.
7. Spot clean walls
Monthly Cleaning:
1. Wash baseboards
2. Clean walls
3. Clean all air circulation vents (grilles, grates, covers, etc.)
4. Clean all ceiling diffusers
Discharge Cleaning:
As needed
DETAILED PERFORMANCE REQUIREMENTS:
Basic Cleaning Services:
Maintain Floors:
All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, and/or wet mopped, to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall-floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items, with the exception of computer equipment (to include computerized medical devices and printers), shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.
Remove Trash:
All trash containers shall be emptied daily and returned to their initial location. Boxes, cans, and/or paper placed near a trash receptacle and marked TRASH shall be removed. All 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 the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors. This includes trash cans at the building s exterior.
Remove recycling:
Recycling containers will be emptied into the recycling dumpster located in the parking lot. All recycling bins shall be fitted with a disposable plastic liner. All plastic liners for recycling containers of any sort shall be replaced with new ones when the container is emptied. Recycling containers shall be left clean, free of foreign matter, and free of odors. Recycling should be emptied twice a week on Tuesdays and Fridays.
Clean Interior Glass/Mirrors:
Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, streaks, 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. Any 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 government representative. Area and throw rugs are included to receive this service. All carpets will be shampooed twice a year.
Vacuum and Clean Floor Mats:
Vacuum and clean interior and exterior 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 returned to their normal location.
General Spot Cleaning:
Perform spot cleaning on a continual basis. 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, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately.
General Dusting:
All horizontal surfaces (tops) must be dusted or cleaned to eliminate dust collection. All vertical surfaces (sides) shall also be kept free from the accumulation of dust. All furniture, computers, medical and other equipment is also to be kept free from dust. Personal items in offices (such as family pictures, figurines, etc.) shall not be moved for cleaning. Computer and medical equipment shall never be unplugged as part of the cleaning process.
Clean Interior Windows:
Clean glass surfaces/windows/doors 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.
Clean Exterior Entrance Doors:
After doors have been cleaned, exterior frames, casings, sills, and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter.
Clean Air-Conditioning/Heating Vents:
All heating and air conditioning ventilation grates/grilles/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 diffuser) and free of dust, dirt, and dead insects. Fluorescent lights in the ceilings will be kept free of bugs and will be cleaned as needed.
Clean Entranceways:
Remove cans, leaves, papers, empty bottles, cigarette butts, and other litter from building exterior entrances and accompanying grounds.
Basic Examination Room/Restroom Cleaning Services:
Clean and Disinfect:
Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. 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, as well as all surfaces of specimen pass through.
De-scale Toilet Bowls and Urinals:
De-scaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.
Sweep and Mop Floor:
After sweeping and mopping, the entire floor surface, including 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. Contractor shall mop using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning.
Stock (Janitorial) Examination Room/Restroom Supplies:
Contractor shall ensure examination rooms/restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, paper towels, and toilet paper do not run out. Anti-bacterial hand sanitizer supplies, including wall mount dispensers, shall be provided by the Contractor and must be pre-approved by the VA. Sanitizer expiration date must be written on the bag and mounted in the dispenser so that the expiration date is clearly visible in the dispenser without having to open the dispenser. Sanitizer shall be replaced when expired. All Supplies shall be stored in designated areas and shall be kept up off of floor surface. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within 24 hours of notification.
Clean/Disinfect Examination Room/Lab Room Furniture:
Patient examination tables, visitor chairs, and blood draw chairs in all examination rooms or lab rooms will be cleaned and disinfected daily with FDA/EPA approved germicidal detergent.
Periodic Cleaning Services:
Strip, Scrub, Seal and Wax Floors:
Strip and wax VCT floors. Strip, scrub, seal and wax floors as often as needed to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance.
Clean/Shampoo Carpets:
All carpets shall be cleaned in accordance with standards as provided in the attachment. All carpeted areas shall be cleaned as often as necessary to maintain a uniform appearance free from stains or discoloration. A heavy-duty spot remover may be required in heavily soiled areas. Spot clean or shampoo dirty carpets over an area of two square feet or less. Spots must be removed immediately. All carpets will be shampooed twice a year or as needed when requested by the COR. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. With the exception of computer-related equipment, all items, including chairs, trash receptacles, and other items shall be moved to clean carpets underneath, and returned to their original location once the carpet is dry.
Cleaning of Vinyl tile flooring:
All vinyl flooring shall be cleaned in accordance with standards as provided in the attachment on a weekly basis.
Patient Care (Exam/In-Patient) Room Discharge Cleaning Bedbugs, Scabies or Lice
How to Clean:
Don Personal Protective Equipment (PPE):
Contact Precaution:
Two pair (double gloving) of ASTM D6978 certified gloves will be worn, Gown, & Shoe Covers. For cleaning above the head (ceilings and walls) use goggles. If the room is designated as an Isolation Droplet or Airborne additional PPE is required.
Materials Required in Room:
Vacuum
Cleaning Cloths
Flat Mop and Clean Flat Mop Heads
Small Step Ladder
Toilet Brush/Johnny Mop If room has restroom
Trash Bags
Clean Privacy Curtain
Wall Washing Equipment
Cleaning Chemicals:
Disinfectant Cleaner:
Clorox/Dispatch; Kills - HIV-1, MRSA, VRE, herpes simplex I and II, Influenza A, Zika, and other pathogens; Dwell/Kill Time = 10 Minutes; DO NOT use for areas identified with C-Diff, TB, or Norovirus; This chemical cleans and disinfects; however, it is critical when disinfecting any surface that you use a two-step process. First clean the surface and then disinfect it.
Procedure:
NOTE: Always use a TWO-STEP cleaning process when cleaning; Step 1 = Clean the item/surface thoroughly removing any soil or potential soil whether seen or unseen: Step 2 = Disinfect the item/surface thoroughly using the appropriate disinfectant properly allowing for the disinfectant to dwell/remain wet on the surface in accordance with the manufacturer s instructions. NOTE: Always double bag with our plastic trash liners any linens in the room and mark for laundry so that they can place directly into washer without handling. In addition, do the same for all cleaning mops and cleaning cloths.
Only take those items you are going to use into the room.
Inspect the room first for any objects on the floor such as, sharps, large waste or liquids. In the event you discover a Sharps make sure you only pick it up with a mechanical device. If you discover liquids make sure you clean them up appropriately prior to beginning your isolation room cleaning procedure.
Thoroughly vacuum the entire room to include all furnishings. For patient furnishings, it is important to vacuum out any drawers also that they may have opened or stored items in. Change out the vacuum cleaner bag.
Remove any general waste and place in designated container in accordance with Housekeeping Policy and Procedure Manual Procedure #4. NOTE: Always use caution Before removing visually inspect for sharp objects that do not belong in the waste container. Never reach in or compress the waste since there may be a sharp object in the waste container that is missed, and waste is always considered contaminated. When carry waste bag never allow it to brush up against or touch your body since there may be sharp objects in the waste and it is considered contaminated.
Remove any Medical Waste in accordance with Housekeeping Policy and Procedure Manual Procedure #5. NOTE: Always use caution Before removing visually inspect for container for sharp objects protruding out of the container. Never reach in or compress the medical waste since the waste is always considered contaminated. When carry waste bag never allow it to brush up against or touch your body since there may be sharp objects in the waste and it is considered contaminated.
For In-Patient Room - Clean the restroom in accordance with Housekeeping Policy and Procedure Manual Procedure #16. NOTE: Upon discharge Housekeeping is responsible for cleaning any mobile toilets left in room using the appropriate chemicals. In addition, if there is a riser on the permanent toilet Housekeeping is responsible for cleaning it, but not authorized to remove it or reattach it.
Clean the room furnishings. Dampen the cloth with a disinfectant cleaner. Using the dampened cloth wipe the surface and allow to air dry. Begin cleaning at the entrance door and work around the room. Damp clean the top of an object first and work down to avoid soiling surfaces you have just cleaned. Fold the cloth in a series of squares to provide additional cleaning surfaces. A wadded cloth does not clean as effectively. Clean dust items such as thermostats, light switches, and ledges. Never shake the cloth. When it becomes too soiled to continue, simply refold it so a clean surface is available or send to laundering.
Spot clean visible soil from doors, walls, windows and blinds. Pay attention to heavily soiled and frequently touched surfaces. Use the damp cloth on soil. Use the abrasive hand pad to clean stubborn spots then re-wipe the area with the cleaning cloth. Never shake the cloth. When it becomes too soiled to continue, simply refold it so a clean surface is available or send to laundering.
Clean the phone, cord and dial plate using the disinfectant cleaner. Thoroughly clean the hand piece and push buttons.
Change out all privacy curtains. Place ladder directly under one end of the privacy curtain. Note: Make sure ladder is large enough so that you will not have to stand on the top or second to the top step on the ladder. Climb up the ladder until you can easily reach the hooks of the privacy curtain. Remove the hooks from the privacy curtain leaving the actual hooks attached to the privacy curtain railing system. As you unhook the privacy curtain continue to draw the privacy curtain to you so that you do not have to continue moving up and down the ladder. Once all hooks have been removed place the curtain into a soiled linen hamper. Remove soiled disposable two pair (double gloving) of ASTM D6978 certified gloves will be worn and don new disposable two pair (double gloving) of ASTM D6978 certified gloves will be worn. Get clean privacy curtain and climb the ladder in the same location and begin attaching the privacy curtain to the hooks. Continue attaching the privacy curtain until all the hooks have been attached. Note: There should be no eyelets unattached.
Inspect your work for anything that may have been missed.
Clean the patient bed or exam table.
Clean sink, mirror, and dispensers within the patient care room.
Clean and refill all dispenser. Report any broken or malfunctioning units.
Dust mop the floor.
Wet mop the floor using a flat mop. Using a clean micro fiber flat mop with disinfectant cleaner wet enough to allow the disinfectant cleaner to "dwell" on the floor for 10 minutes. This will allow the disinfectant to be effective. Push the flat mop around the baseboards first paying particular attention to removing the soil from the corners. Avoid splashing the walls and furniture. In open areas, use the figure eight stroke, overlapping each stroke. Use only one flat mop head per room unless it is an oversized room then change out accordingly. Repeat these steps until the entire floor has been mopped. Allow the floor to air dry.
Check your Work
Janitorial Closet:
All designated janitorial closets will be kept clean and orderly.
Mop heads and brooms will be stored clean and free of debris.
Mop ringer buckets, buckets and misc. containers will be free of standing liquid and debris.
Cleaning chemical supplies and misc. equipment will be stored in cabinets, off the floor or hanging from wall hooks. All cleaning chemicals will be clearly labeled and must be approved for use by VA EMS Department Chief.
Electrical equipment stored in the clinic will be in working order. No broken or unsafe equipment will be stored in the janitorial closets/clinic.
Safety:
Housekeeping carts will not be left unattended or parked in walk areas.
Wet floor signs will be posted and be visually seen by all directions.
GENERAL INFORMATION:
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 non-recurrence of defective services. At a minimum the contractor shall develop quality control procedures addressing the areas identified in the, Service Delivery Summary.
Quality Assurance:
The government will periodically evaluate the contractor s performance in accordance with the attached Quality Assurance Surveillance Plan (QASP).
Hours of Operation:
The services being provided shall be performed during the following times:
Day time cleaning: 7:30am through 4:00pm eastern standard time Monday through Friday, excluding Federal Holidays.
Day time cleaning consist of:
General daytime cleaning of waiting areas and high traffic areas, General daytime cleaning of all restrooms, restocking of paper supplies as needed, mopping/sweeping of floors as needed.
After hours cleaning: 5:30pm until complete eastern standard time Monday through Friday, excluding Federal Holidays.
After hours cleaning consist of:
Basic Cleaning Services, Basic Examination Room/Restroom Cleaning Services, Periodic Cleaning Services, Janitorial Closet, Waiting room, Lab and Safety.
Contractor shall provide proposed work schedule to the COR within five (5) calendar days from receipt of Award.
The ten holidays observed by Federal Government are:
New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day
When one of the above designated legal 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 a holiday by U.S. Government agencies.
Contractor Staff Information:
Training:
The contractor will develop and be responsible for the cost and provision of initial and developmental training programs for contractor employees. A training plan, to include a schedule of topics and synopsis of the material to be presented on each topic that is required below, will be submitted for review to the Contracting Officer Representative (hereinafter referred to as COR) on an annual basis (the first initial and developmental training program will be made available to the COR no later than 60 days after the effective date of this contract, or when requested by the COR).
All employees will receive no less than 8 classroom hours of initial, intensive training in health care facility infection control and related topics. Employees should receive one day of training at the VA Community Clinic they will be providing service to prior to relief. Employees who have never received initial training as specified below will not be assigned to work under this contract until these training requirements are completed. All employees are required to complete refresher training on an annual basis even after the initial intensive training has been completed (40 hours of On the Job Training (OJT) with a supervisor or qualified instructor).
Training will include, at a minimum, the following topics:
Familiarization with written contractor technical and quality control procedures and instructions.
Basic bacteriological concepts including how disease is caused, transmitted, prevented, reduced, or contained through proper housekeeping methods.
Infection control relating duty functions to all requirements to this contract.
Proper use and handling of germicidal detergents supplies and equipment.
Care and maintenance of contractor and Government furnished property.
Procedures for replenishing cleaning supplies and obtaining equipment repairs.
Familiarization with the Government s fire protection and safety procedures.
Familiarization with applicable VA and local regulations and policies, including fire prevention and safety.
Employee personal hygiene.
Adherence to all contractor work schedules and work assignments, which shall be documented to support the contractor s Quality Control Program.
Comply with OSHA regulations on hazardous communications and blood borne pathogens.
Each employee shall receive, at a minimum, three hours of developmental training per quarter throughout the contract period. Training shall include a review of selected topics in the initial training program. Developmental training shall be structural to correct deficiencies in contractor employee performance founds as a result of supervisory review, the contractor s Quality Control Program or the Government s.
Record of all employees training, including attendance, shall be maintained by the contractor and be furnished to the COR quarterly for review. These records shall be submitted to the COR no later than the l5th calendar day of January, April, July and October.
Uniforms:
All employees shall wear contractor provided uniforms, (contractor code of dress), which include pants, shirts or blouses, and protective clothing which are clearly distinguishable from other VAMC uniforms currently in use. The uniform will be worn as designed by the manufacturer. Open toe shoes or sandals will not be worn. A basic leather shoe covering the entire foot is recommended. All personnel will display identification badges on their uniforms, which will show the employee s last name and the contractor s full name.
Personal Hygiene:
Contractor s personnel shall be clean, bathe daily (including hair), and wear a clean uniform daily. Fingernails will be clean and free of dirt. Hair will be neatly trimmed and combed.
Inspection:
A quarterly inspection will be conducted by the COR and the contractor. The inspection will be conducted no later than 20th calendar day of the month during January, April, July and October.
Security Requirements:
The contractor s FSEs (employees) shall wear visible identification at all times while on the premises of VA Community Clinics. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from Berks County VACC staff or from the COR. The CBOSs nor the Lebanon VA Medical Center will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside the clinic building and the surrounding parking lot. Possession of weapons is prohibited. 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 and or replaced to the satisfaction of the VA at the contractor s expense.
Damage to the building, its contents or loss of government property, in access of $100,000 will require a Report of Survey or Investigation Report by the VACC. Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss.
Access (Keys):
If the COR provides keys for access, it shall be the Contractors responsibility to safe guard and control keys provided.
Confidentiality:
Contractor, any and all personnel employed by Contractor, and any other individuals enlisted by Contractor (sub-contractors, etc.) to meet the requirements of this SOW, shall not disclose any information regarding the patients treated at the Berks County VACC. All clinical records, including names of patients, Social Security numbers, and any and all medical, administrative, or demographic information that pertains to the patients treated at the VA Community Clinics is strictly confidential. This information is protected under federal regulations. All information and records that pertain to the employees of the VA Community Clinics are also confidential and is protected under law. Contractor and any individuals employed or enlisted by Contractor, may be required to sign Confidentiality Statement as a condition of being allowed to work at the VA Community Clinics.
The contractor will send all employees performing services at the VA Community Clinics to the Lebanon VA Medical Center for finger printing and to receive a contractor badge.
Definitions/Acronyms:
Biomedical Engineer- Supervisor or designee
CO- Contracting Officer
COR - Contracting Officer s Representative
PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.
FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.
ESR- Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.
Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.
Authorization Signature - COR s signature; indicates COR accepts work status as stated in ESR.
NFPA - National Fire Protection Association.
VAMC - Department of Veterans Affairs Medical Center
NPDES- National Pollutant Discharge Elimination System
QASP - Quality Assurance Surveillance Plan
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:
dates and times when services were performed
a list of the areas where services were performed, and
type(s) of services and brief description of the work.
Conformance Standards:
All work shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards. The Contractor is required, at a minimum, to pay their employees in accordance with Wage Determination 2015-4237, Revision 11, dated July 16, 2019, as set forth by the U.S. Department of Labor. The wage determination is available online, in full text, at www.wdol.gov.
SERVICE DELIVERY SUMMARY:
The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.
Performance Objective
Performance Threshold
Basic Cleaning Services.
Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash/recycling is empty; Plastic liners are replaced each time trash/recycling is emptied. Trash/recycling containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Recycling is emptied into recycling dumpster. 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. Exam room tables (including foot step) are disinfected and free of deposits. Ceiling lights are kept free of bugs, cleaned and dusted. Remove cans, leaves, papers, empty bottles, cigarette butts, and other refuse from building exterior entrances and accompanying grounds.
Not to exceed 3 customer complaints per month.
Basic Restrooms/Break Rooms Cleaning Services.
Restrooms and break rooms 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. Patient examination tables, visitor chairs, and blood draw chairs in all examination rooms or lab rooms are cleaned and disinfected daily with FDA/EPA approved germicidal detergent. Sanitizer solutions maintain sanitizer dispenser solutions, by changing and posting expiration date on dispenser.
Not to exceed 3 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.
Not to exceed 3 customer complaints for the reporting period.
Janitorial Closet.
Closets have a clean and free of clutter appearance. Supplies are stored in closets
Not to exceed 3 customer complaints for the reporting period
Surveillance:
The government COR, in conference with clinical/administrative staff on-site at the VA Community Clinics, will evaluate the services provided by the Contractor on an ongoing basis. The COR will also conduct a quarterly inspection with the Contractor. The quarterly inspections will be conducted no later than the 20th day of the month during January, April, July and October.
Standard:
The contractor shall perform all work required under the terms of the SOW in a satisfactory manner in accordance with the appropriate SOW paragraph. The COR shall not consider the janitorial services required by the terms of the SOW complete until all deficiencies have been corrected.
Procedures:
When a deficiency per the requirements of the SOW is noted by VA Community Clinic clinical or clerical staff, it shall be brought to the attention of the COR. The government COR will confirm said deficiency by inspection and record results, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the Contractor QCI of the deficiencies for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance.
QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):
Introduction:
This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this SOW. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS) in the custodial 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, maintaining, and repairing facilities and that a service contract to provide the service is the best means of achieving that objective.
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:
Service
Performance Threshold
Basic Cleaning Services.
Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash is empty; recycling is emptied into the co-mingled dumpster. Plastic liners are replaced each time trash/recycling is emptied. Trash containers/recycling bins are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. 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. Exam tables (including foot step) are disinfected and free of deposits. Supply/stock all paper supplies. Ceiling lights are kept free of bugs, cleaned and dusted. Remove cans, leaves, papers, empty bottles, cigarette butts, and other refuse from building exterior entrances and accompanying grounds.
No more than three (3) customer complaint for the calendar month.
Basic Restrooms/Locker 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. Patient examination tables, visitor chairs, and blood draw chairs in all examination rooms or lab rooms are cleaned and disinfected daily with FDA/EPA approved germicidal detergent. Supplies are adequate until next service. Sanitizer solutions maintain sanitizer dispenser solutions, by changing and posting expiration date on dispenser.
No more than three (3) customer complaints for the calendar month.
Periodic Cleaning Services as per specifications.
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.
No more than three (3) customer complaints for the calendar month.
Janitorial Closet.
Closets have a clean and free of clutter appearance. Supplies are stored in closets.
Not to exceed 3 customer complaints for the reporting period
Surveillance:
The government quality assurance (QA/COR) person will receive complaints from base personnel and pass them to the contractor s quality control inspector (QCI) for correction.
Standard:
The QA/COR should receive no more than three (3) customer complaints during the service period (each month) regarding the four (4) categories of services enumerated in the table above (Quality Assurance Surveillance Plan for Custodial Services). The QA/COR shall notify the Contracting Officer (CO) for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions- Commercial Items (OCT 2018) or the appropriate Inspection of Services clause, if any of the above services are in excess of the specified allowable occurrence of customer complaints.
Procedures:
Any employee or COR that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the COR and the COR will complete appropriate documentation to record the complaint. The COR will consider the customer complaint valid upon receipt from the customer. The COR/CO should inform the customer of the approximate time allowance for the correction of the unacceptable performance and advise the customer to contact the COR if the deficiency is not corrected. The COR will consider customer complaints as resolved unless notified otherwise by the customer. The COR shall notify the Contractor s Quality Control Inspector (QCI) to pick up the written customer complaint. The QCI will be given two (2) hours after verbal notification to correct the unacceptable performance. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI will notify the COR. The COR/CO will conduct an investigation to determine the validity of the complaint. If the COR/CO determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The COR will retain the annotated copy of the written complaint for his/her files. If after investigation the COR/CO determines the complaint as valid the COR/CO will inform the QCI and the QCI 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. The QCI shall return the written customer complaint document, properly completed with actions taken, to the COR, who will file the complaint for monitoring future recurring performance. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the COR should contact the Contracting Officer for appropriate action.
Contractor must provide evidence of:
The contractor must have a minimum of three (3) year experience in successfully providing janitorial services in a Government healthcare setting. Evidence of this, along with three references to include contract number, phone number, service location and Government agency must be submitted with the Offeror's proposal.
Contractor shall provide a quality assurance plan detailing how they intend to meet or exceed the requirements of this Statement of Work to insure a clean and well stocked clinic.
PROVIDED BY THE LEBANON VA COMMUNITY CLINIC s:
NONE- All equipment, material and supplies shall be furnished by the contractor. This includes all paper supplies, including liners, toilet tissue, paper towels, with dispensers, Purell and dispensers, and hand soap with dispensers.
SPECIAL CONTRACTOR PROVISIONS:
Security Requirements:
The Contractor shall be responsible for employees being able to pass all background checks and successfully being able to obtain a Personal Identification Verification badge issued by the Lebanon VA Medical Center.
Personal Identification Verification (PIV) requirements:
Establish communication with COR within 3 days of award notification
COR will provide all documents required by VSC to contractor to be completed within 15 days (guess on days) and returned to COR.
COR will provider phone number for contractor to make an appointment for finger printing at the Lebanon VA Medical Center and contractor will inform the COR of the date
The contracted staff will receive a message to complete and eQUIP within 7 days.
VSC or COR will notify contractor of accepted background checks and who is sponsored by VSC
Contractor will have VSC sponsored employees establish an appointment with the Lebanon VA Medical Center PIV department to finalize PIV badges and shall bring two physical forms of ID to appointment. (won t accept any scanned into their phone)
All contractor PIV badges shall be copied front and back and emailed to the COR to be on file with the VA Police Department and to gain access to PIV readers in the VA clinic.
While on VA property, all contractor personnel must comply with the rules, regulations, and procedures governing the conduct of personnel at a Government facility.
Prior to the commencement of any work under this contract, upon arrival to the VA Medical Center, contractor personnel must first check- in with the Contracting Officer Representative (COR).
Interference in performance requirements:
The following provisions must be adhered to by contractor personnel throughout the duration of this contract:
Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility; e.g. utility services, servicing of fire protection systems, and the passage of facility patients/personnel, etc.
In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.
Contractor personnel must inform the COR of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling must be made by the COR.
Contractor Responsibilities:
The Contractor must be responsible for ensuring all provided personnel are properly licensed to operate a motor vehicle if operating a motor vehicle on VA property is required.
All contracting staff shall be required to wear company badges with company name and employee name.
If there is a need for work to be performed beyond the scope of this contract. The contractor is required to provide a written cost estimate for any work or materials beyond the scope of this contract. The contractor shall not perform any work or make any purchases beyond the scope without approval from this contracts VA Contracting Officer.
The contractor shall schedule each service visit one week in advance with the Maintenance and Operation Supervisor.
Contractors shall utilize appropriate Personal Protective Equipment.
The contractor must be able to provide 24-hour 365-day emergency service and be onsite at the facility within four hours of initial call.
After each service the contractor shall provide documentation of the service provided. This shall be submitted in the form of a Microsoft Word Document or similar to the Maintenance and Operation Supervisor via email.
Records Management Obligations:
Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.
In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.
In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.
All VA Community Clinics and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the VA COMMUNITY CLINICs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.
In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to the VA COMMUNITY CLINICs. The agency must report promptly to NARA in accordance with 36 CFR 1230.
The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the VA COMMUNITY CLINICs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and the VA COMMUNITY CLINICs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with the VA COMMUNITY CLINICs policy.
The Contractor shall not create or maintain any records containing any non-public VA COMMUNITY CLINIC information that are not specifically tied to or authorized by the contract.
The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.
END OF STATEMENT OF WORK
36C24420Q0249 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 4
1/22/20, 12:01 PM S201--CUSTODIAL SERVICES DEPARTMENT OF VETERANS LEBANON VA COMMUNITY CLINICS
IT IS THE GOVERNMENTS INTENT TO FOLLOW UP TO THIS PRE-SOLICIATION AND POST AN OFFICIAL SOLICIATION
STATEMENT OF WORK
FOR
CUSTODIAL SERVICES
DEPARTMENT OF VETERANS LEBANON VA COMMUNITY CLINICS
DESCRIPTION:
The Lebanon Veterans Affairs Community Based Outpatient Clinics are contracting for a Firm Fixed Priced (FFP) five (5) year Indefinite Delivery Indefinite Quantity (ID-IQ).
Individual orders will be placed against the ID-IQ on an as needed basis.
The contractor shall provide all management, tools, equipment and labor necessary to ensure that custodial services are performed in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.
Total estimated square footage for the Berks County VA Community Clinic is 14,996 sf.
Total estimated square footage for the Cumberland County VA Community Clinic is 25,000 sf.
Total estimated square footage for the Lancaster County VA Community Clinic is 15,000 sf.
Total estimated square footage for the York County VA Community Clinic 1st floor is 13,421 sf.
Total estimated square footage for the York County VA Community Clinic 2nd floor is 6,134 sf.
Contractor shall be responsible to provide Material Safety Data Sheets (MSDS) to the Contracting Officer s Representative (COR) in accordance with the conformance standards. All disinfectants used in the cleaning of the facility will be Food and Drug Administration (FDA) and Environmental Protection Agency (EPA) approved. All cleaning agents used must be clearly labeled. Contractor must have at least one person on staff who is trained/qualified to clean bio hazardous materials, including bodily fluids.
SERVICES:
The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the Service Delivery Summary (SDS).
PERIOD OF PERFORMANCE:
1 April 2020 through 31 March 2025
PERFORMANCE REQUIREMENTS:
Vestibule/Reception Area/Waiting Area/Hallways:
Daily Cleaning:
1. Empty all waste receptacles and replace plastic liners
2. Dust all horizontal surfaces to reachable heights
3. Waiting room shall be policed
4. Vacuum carpet and spot clean soiled carpet
5. Remove fingerprints and soiled residue from doors, frames, kick plates, handrails, light switches, glass surfaces, and walls
6. Spot clean (shampoo) as needed all chairs, other furniture and waste receptacles
7. Spot clean all wall surfaces
8. Spot clean desktops (papers not disturbed)
9. Dust all telephones
10. Dust all furniture including desks, tables, bookcases, shelves, chairs and filing
cabinets
11. Empty recycling bin twice a week (Tuesday and Friday)
12. Clean dead bugs from fluorescent ceiling lights
13. Remove cans, leaves, papers, empty bottles, cigarette butts and other refuge from building exterior entrances
14. General daytime cleaning of waiting areas and high traffic areas
15. Mopping and sweeping of floors as needed
16. Cleaning and disposal of any Service/Emotional Support Animal waste
Weekly Cleaning:
1. Wash and thoroughly clean all waste receptacles
2. Dust all vertical surfaces and under surfaces of furniture such as chair rungs and table legs. Remove all cobwebs.
3. Clean desk tops (papers not disturbed)
4. Clean and sanitize all phones in group/multipurpose rooms.
5. Damp clean vinyl and leather furniture, vacuum fabric furniture.
6. Sanitize patient waiting area furniture
7. Clean and police door jambs and chrome fixtures
8. Detail all carpet areas
9. Clean windows and doors
Monthly Cleaning:
High dust walls, ceilings, blinds, and horizontal surfaces
Spray and buff all VCT floors, maintain and clean ceramic tile floors
Bi-Annual Cleaning:
Clean all air circulation vents (grilles, grates, covers, etc.)
Clean inside of all windows
Clean and clear air ducts
Clean smoke alarms and fire bells
Clean trash cans
Clean ceiling light diffusers
Discharge Cleaning:
As needed
Restrooms/Dirty Utility/Clean Utility/Employee Break Room
Daily Cleaning:
1. Clean and polish all chrome surfaces
2. Clean all glass and mirrors
3. Wash and disinfect toilet seats, toilet basins, sinks, urinals, and pass through
4. Restock all dispensers and hand sanitizer products (post expiration date on
dispensers)
5. Empty and sanitize interior of sanitary containers
6. Clean and sanitize exterior of all waste receptacles
7. Empty all waste containers and replace plastic liners
8. Damp mop and sanitize all floors
9. Sanitize all counter tops
10. Spot clean walls
11. Dust all horizontal surfaces to reachable heights
12. Empty recycling bin twice a week (Tuesday and Friday)
13. Cleaning and disposal of any Service/Emotional Support Animal waste\
Weekly Cleaning:
1. Spot clean walls
2. Remove fingerprints from doors, light switches, kick and push plates
3. Dust all horizontal surfaces to include ceiling diffusers
4. Scrub tile floors thoroughly to remove any dirt around fixtures or counter supports
5. Sanitize pass through for urine specimens in restrooms
Monthly Cleaning:
1. Wash baseboards
2. Clean walls
3. Clean all air circulation vents (grilles, grates, covers, etc.)
4. Clean all ceiling diffusers
Examination Rooms/Laboratory (Blood Draw Room)
Daily Cleaning:
Clean and polish all chrome surfaces
2. Clean all glass and mirrors
3. Wash and disinfect toilet seats, toilet basins, sinks, urinal and pass through
4. Restock all dispensers
5. Empty and sanitize interior of sanitary containers
6. Clean and sanitize exterior of all waste receptacles
7. Empty all waste containers and replace plastic liners
8. Damp mop and sanitize all floors
9. Sanitize all counter tops
10. Spot clean walls
11. Dust all horizontal surfaces to reachable heights
12. Clean and disinfect blood draw chair(s)
13. Clean and disinfect examination tables including attachments and patient/visitor
chairs and mobile table
14. Damp (Wipe) clean all exam room table surfaces (including foot step) utilizing an approved hospital germicide detergent solution
15. Empty recycling bin twice a week (Tuesday and Friday)
16. General daytime cleaning of all restrooms
15. Cleaning and disposal of any Service/Emotional Support Animal waste
Weekly Cleaning:
1. Remove fingerprints from doors, light switches, kick and push plates
2. Dust all horizontal surfaces to include ceiling diffusers
3. Scrub tile floors thoroughly to remove any dirt around fixtures or counter supports
4. Sanitize pass through for urine specimens in restrooms
5. Dust medical equipment, computers, chairs
6. Dust vertical surfaces.
7. Spot clean walls
Monthly Cleaning:
1. Wash baseboards
2. Clean walls
3. Clean all air circulation vents (grilles, grates, covers, etc.)
4. Clean all ceiling diffusers
Discharge Cleaning:
As needed
DETAILED PERFORMANCE REQUIREMENTS:
Basic Cleaning Services:
Maintain Floors:
All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, and/or wet mopped, to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall-floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items, with the exception of computer equipment (to include computerized medical devices and printers), shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.
Remove Trash:
All trash containers shall be emptied daily and returned to their initial location. Boxes, cans, and/or paper placed near a trash receptacle and marked TRASH shall be removed. All 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 the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors. This includes trash cans at the building s exterior.
Remove recycling:
Recycling containers will be emptied into the recycling dumpster located in the parking lot. All recycling bins shall be fitted with a disposable plastic liner. All plastic liners for recycling containers of any sort shall be replaced with new ones when the container is emptied. Recycling containers shall be left clean, free of foreign matter, and free of odors. Recycling should be emptied twice a week on Tuesdays and Fridays.
Clean Interior Glass/Mirrors:
Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, streaks, 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. Any 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 government representative. Area and throw rugs are included to receive this service. All carpets will be shampooed twice a year.
Vacuum and Clean Floor Mats:
Vacuum and clean interior and exterior 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 returned to their normal location.
General Spot Cleaning:
Perform spot cleaning on a continual basis. 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, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately.
General Dusting:
All horizontal surfaces (tops) must be dusted or cleaned to eliminate dust collection. All vertical surfaces (sides) shall also be kept free from the accumulation of dust. All furniture, computers, medical and other equipment is also to be kept free from dust. Personal items in offices (such as family pictures, figurines, etc.) shall not be moved for cleaning. Computer and medical equipment shall never be unplugged as part of the cleaning process.
Clean Interior Windows:
Clean glass surfaces/windows/doors 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.
Clean Exterior Entrance Doors:
After doors have been cleaned, exterior frames, casings, sills, and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter.
Clean Air-Conditioning/Heating Vents:
All heating and air conditioning ventilation grates/grilles/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 diffuser) and free of dust, dirt, and dead insects. Fluorescent lights in the ceilings will be kept free of bugs and will be cleaned as needed.
Clean Entranceways:
Remove cans, leaves, papers, empty bottles, cigarette butts, and other litter from building exterior entrances and accompanying grounds.
Basic Examination Room/Restroom Cleaning Services:
Clean and Disinfect:
Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. 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, as well as all surfaces of specimen pass through.
De-scale Toilet Bowls and Urinals:
De-scaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.
Sweep and Mop Floor:
After sweeping and mopping, the entire floor surface, including 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. Contractor shall mop using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning.
Stock (Janitorial) Examination Room/Restroom Supplies:
Contractor shall ensure examination rooms/restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, paper towels, and toilet paper do not run out. Anti-bacterial hand sanitizer supplies, including wall mount dispensers, shall be provided by the Contractor and must be pre-approved by the VA. Sanitizer expiration date must be written on the bag and mounted in the dispenser so that the expiration date is clearly visible in the dispenser without having to open the dispenser. Sanitizer shall be replaced when expired. All Supplies shall be stored in designated areas and shall be kept up off of floor surface. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within 24 hours of notification.
Clean/Disinfect Examination Room/Lab Room Furniture:
Patient examination tables, visitor chairs, and blood draw chairs in all examination rooms or lab rooms will be cleaned and disinfected daily with FDA/EPA approved germicidal detergent.
Periodic Cleaning Services:
Strip, Scrub, Seal and Wax Floors:
Strip and wax VCT floors. Strip, scrub, seal and wax floors as often as needed to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance.
Clean/Shampoo Carpets:
All carpets shall be cleaned in accordance with standards as provided in the attachment. All carpeted areas shall be cleaned as often as necessary to maintain a uniform appearance free from stains or discoloration. A heavy-duty spot remover may be required in heavily soiled areas. Spot clean or shampoo dirty carpets over an area of two square feet or less. Spots must be removed immediately. All carpets will be shampooed twice a year or as needed when requested by the COR. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. With the exception of computer-related equipment, all items, including chairs, trash receptacles, and other items shall be moved to clean carpets underneath, and returned to their original location once the carpet is dry.
Cleaning of Vinyl tile flooring:
All vinyl flooring shall be cleaned in accordance with standards as provided in the attachment on a weekly basis.
Patient Care (Exam/In-Patient) Room Discharge Cleaning Bedbugs, Scabies or Lice
How to Clean:
Don Personal Protective Equipment (PPE):
Contact Precaution:
Two pair (double gloving) of ASTM D6978 certified gloves will be worn, Gown, & Shoe Covers. For cleaning above the head (ceilings and walls) use goggles. If the room is designated as an Isolation Droplet or Airborne additional PPE is required.
Materials Required in Room:
Vacuum
Cleaning Cloths
Flat Mop and Clean Flat Mop Heads
Small Step Ladder
Toilet Brush/Johnny Mop If room has restroom
Trash Bags
Clean Privacy Curtain
Wall Washing Equipment
Cleaning Chemicals:
Disinfectant Cleaner:
Clorox/Dispatch; Kills - HIV-1, MRSA, VRE, herpes simplex I and II, Influenza A, Zika, and other pathogens; Dwell/Kill Time = 10 Minutes; DO NOT use for areas identified with C-Diff, TB, or Norovirus; This chemical cleans and disinfects; however, it is critical when disinfecting any surface that you use a two-step process. First clean the surface and then disinfect it.
Procedure:
NOTE: Always use a TWO-STEP cleaning process when cleaning; Step 1 = Clean the item/surface thoroughly removing any soil or potential soil whether seen or unseen: Step 2 = Disinfect the item/surface thoroughly using the appropriate disinfectant properly allowing for the disinfectant to dwell/remain wet on the surface in accordance with the manufacturer s instructions. NOTE: Always double bag with our plastic trash liners any linens in the room and mark for laundry so that they can place directly into washer without handling. In addition, do the same for all cleaning mops and cleaning cloths.
Only take those items you are going to use into the room.
Inspect the room first for any objects on the floor such as, sharps, large waste or liquids. In the event you discover a Sharps make sure you only pick it up with a mechanical device. If you discover liquids make sure you clean them up appropriately prior to beginning your isolation room cleaning procedure.
Thoroughly vacuum the entire room to include all furnishings. For patient furnishings, it is important to vacuum out any drawers also that they may have opened or stored items in. Change out the vacuum cleaner bag.
Remove any general waste and place in designated container in accordance with Housekeeping Policy and Procedure Manual Procedure #4. NOTE: Always use caution Before removing visually inspect for sharp objects that do not belong in the waste container. Never reach in or compress the waste since there may be a sharp object in the waste container that is missed, and waste is always considered contaminated. When carry waste bag never allow it to brush up against or touch your body since there may be sharp objects in the waste and it is considered contaminated.
Remove any Medical Waste in accordance with Housekeeping Policy and Procedure Manual Procedure #5. NOTE: Always use caution Before removing visually inspect for container for sharp objects protruding out of the container. Never reach in or compress the medical waste since the waste is always considered contaminated. When carry waste bag never allow it to brush up against or touch your body since there may be sharp objects in the waste and it is considered contaminated.
For In-Patient Room - Clean the restroom in accordance with Housekeeping Policy and Procedure Manual Procedure #16. NOTE: Upon discharge Housekeeping is responsible for cleaning any mobile toilets left in room using the appropriate chemicals. In addition, if there is a riser on the permanent toilet Housekeeping is responsible for cleaning it, but not authorized to remove it or reattach it.
Clean the room furnishings. Dampen the cloth with a disinfectant cleaner. Using the dampened cloth wipe the surface and allow to air dry. Begin cleaning at the entrance door and work around the room. Damp clean the top of an object first and work down to avoid soiling surfaces you have just cleaned. Fold the cloth in a series of squares to provide additional cleaning surfaces. A wadded cloth does not clean as effectively. Clean dust items such as thermostats, light switches, and ledges. Never shake the cloth. When it becomes too soiled to continue, simply refold it so a clean surface is available or send to laundering.
Spot clean visible soil from doors, walls, windows and blinds. Pay attention to heavily soiled and frequently touched surfaces. Use the damp cloth on soil. Use the abrasive hand pad to clean stubborn spots then re-wipe the area with the cleaning cloth. Never shake the cloth. When it becomes too soiled to continue, simply refold it so a clean surface is available or send to laundering.
Clean the phone, cord and dial plate using the disinfectant cleaner. Thoroughly clean the hand piece and push buttons.
Change out all privacy curtains. Place ladder directly under one end of the privacy curtain. Note: Make sure ladder is large enough so that you will not have to stand on the top or second to the top step on the ladder. Climb up the ladder until you can easily reach the hooks of the privacy curtain. Remove the hooks from the privacy curtain leaving the actual hooks attached to the privacy curtain railing system. As you unhook the privacy curtain continue to draw the privacy curtain to you so that you do not have to continue moving up and down the ladder. Once all hooks have been removed place the curtain into a soiled linen hamper. Remove soiled disposable two pair (double gloving) of ASTM D6978 certified gloves will be worn and don new disposable two pair (double gloving) of ASTM D6978 certified gloves will be worn. Get clean privacy curtain and climb the ladder in the same location and begin attaching the privacy curtain to the hooks. Continue attaching the privacy curtain until all the hooks have been attached. Note: There should be no eyelets unattached.
Inspect your work for anything that may have been missed.
Clean the patient bed or exam table.
Clean sink, mirror, and dispensers within the patient care room.
Clean and refill all dispenser. Report any broken or malfunctioning units.
Dust mop the floor.
Wet mop the floor using a flat mop. Using a clean micro fiber flat mop with disinfectant cleaner wet enough to allow the disinfectant cleaner to "dwell" on the floor for 10 minutes. This will allow the disinfectant to be effective. Push the flat mop around the baseboards first paying particular attention to removing the soil from the corners. Avoid splashing the walls and furniture. In open areas, use the figure eight stroke, overlapping each stroke. Use only one flat mop head per room unless it is an oversized room then change out accordingly. Repeat these steps until the entire floor has been mopped. Allow the floor to air dry.
Check your Work
Janitorial Closet:
All designated janitorial closets will be kept clean and orderly.
Mop heads and brooms will be stored clean and free of debris.
Mop ringer buckets, buckets and misc. containers will be free of standing liquid and debris.
Cleaning chemical supplies and misc. equipment will be stored in cabinets, off the floor or hanging from wall hooks. All cleaning chemicals will be clearly labeled and must be approved for use by VA EMS Department Chief.
Electrical equipment stored in the clinic will be in working order. No broken or unsafe equipment will be stored in the janitorial closets/clinic.
Safety:
Housekeeping carts will not be left unattended or parked in walk areas.
Wet floor signs will be posted and be visually seen by all directions.
GENERAL INFORMATION:
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 non-recurrence of defective services. At a minimum the contractor shall develop quality control procedures addressing the areas identified in the, Service Delivery Summary.
Quality Assurance:
The government will periodically evaluate the contractor s performance in accordance with the attached Quality Assurance Surveillance Plan (QASP).
Hours of Operation:
The services being provided shall be performed during the following times:
Day time cleaning: 7:30am through 4:00pm eastern standard time Monday through Friday, excluding Federal Holidays.
Day time cleaning consist of:
General daytime cleaning of waiting areas and high traffic areas, General daytime cleaning of all restrooms, restocking of paper supplies as needed, mopping/sweeping of floors as needed.
After hours cleaning: 5:30pm until complete eastern standard time Monday through Friday, excluding Federal Holidays.
After hours cleaning consist of:
Basic Cleaning Services, Basic Examination Room/Restroom Cleaning Services, Periodic Cleaning Services, Janitorial Closet, Waiting room, Lab and Safety.
Contractor shall provide proposed work schedule to the COR within five (5) calendar days from receipt of Award.
The ten holidays observed by Federal Government are:
New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day
When one of the above designated legal 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 a holiday by U.S. Government agencies.
Contractor Staff Information:
Training:
The contractor will develop and be responsible for the cost and provision of initial and developmental training programs for contractor employees. A training plan, to include a schedule of topics and synopsis of the material to be presented on each topic that is required below, will be submitted for review to the Contracting Officer Representative (hereinafter referred to as COR) on an annual basis (the first initial and developmental training program will be made available to the COR no later than 60 days after the effective date of this contract, or when requested by the COR).
All employees will receive no less than 8 classroom hours of initial, intensive training in health care facility infection control and related topics. Employees should receive one day of training at the VA Community Clinic they will be providing service to prior to relief. Employees who have never received initial training as specified below will not be assigned to work under this contract until these training requirements are completed. All employees are required to complete refresher training on an annual basis even after the initial intensive training has been completed (40 hours of On the Job Training (OJT) with a supervisor or qualified instructor).
Training will include, at a minimum, the following topics:
Familiarization with written contractor technical and quality control procedures and instructions.
Basic bacteriological concepts including how disease is caused, transmitted, prevented, reduced, or contained through proper housekeeping methods.
Infection control relating duty functions to all requirements to this contract.
Proper use and handling of germicidal detergents supplies and equipment.
Care and maintenance of contractor and Government furnished property.
Procedures for replenishing cleaning supplies and obtaining equipment repairs.
Familiarization with the Government s fire protection and safety procedures.
Familiarization with applicable VA and local regulations and policies, including fire prevention and safety.
Employee personal hygiene.
Adherence to all contractor work schedules and work assignments, which shall be documented to support the contractor s Quality Control Program.
Comply with OSHA regulations on hazardous communications and blood borne pathogens.
Each employee shall receive, at a minimum, three hours of developmental training per quarter throughout the contract period. Training shall include a review of selected topics in the initial training program. Developmental training shall be structural to correct deficiencies in contractor employee performance founds as a result of supervisory review, the contractor s Quality Control Program or the Government s.
Record of all employees training, including attendance, shall be maintained by the contractor and be furnished to the COR quarterly for review. These records shall be submitted to the COR no later than the l5th calendar day of January, April, July and October.
Uniforms:
All employees shall wear contractor provided uniforms, (contractor code of dress), which include pants, shirts or blouses, and protective clothing which are clearly distinguishable from other VAMC uniforms currently in use. The uniform will be worn as designed by the manufacturer. Open toe shoes or sandals will not be worn. A basic leather shoe covering the entire foot is recommended. All personnel will display identification badges on their uniforms, which will show the employee s last name and the contractor s full name.
Personal Hygiene:
Contractor s personnel shall be clean, bathe daily (including hair), and wear a clean uniform daily. Fingernails will be clean and free of dirt. Hair will be neatly trimmed and combed.
Inspection:
A quarterly inspection will be conducted by the COR and the contractor. The inspection will be conducted no later than 20th calendar day of the month during January, April, July and October.
Security Requirements:
The contractor s FSEs (employees) shall wear visible identification at all times while on the premises of VA Community Clinics. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from Berks County VACC staff or from the COR. The CBOSs nor the Lebanon VA Medical Center will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside the clinic building and the surrounding parking lot. Possession of weapons is prohibited. 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 and or replaced to the satisfaction of the VA at the contractor s expense.
Damage to the building, its contents or loss of government property, in access of $100,000 will require a Report of Survey or Investigation Report by the VACC. Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss.
Access (Keys):
If the COR provides keys for access, it shall be the Contractors responsibility to safe guard and control keys provided.
Confidentiality:
Contractor, any and all personnel employed by Contractor, and any other individuals enlisted by Contractor (sub-contractors, etc.) to meet the requirements of this SOW, shall not disclose any information regarding the patients treated at the Berks County VACC. All clinical records, including names of patients, Social Security numbers, and any and all medical, administrative, or demographic information that pertains to the patients treated at the VA Community Clinics is strictly confidential. This information is protected under federal regulations. All information and records that pertain to the employees of the VA Community Clinics are also confidential and is protected under law. Contractor and any individuals employed or enlisted by Contractor, may be required to sign Confidentiality Statement as a condition of being allowed to work at the VA Community Clinics.
The contractor will send all employees performing services at the VA Community Clinics to the Lebanon VA Medical Center for finger printing and to receive a contractor badge.
Definitions/Acronyms:
Biomedical Engineer- Supervisor or designee
CO- Contracting Officer
COR - Contracting Officer s Representative
PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.
FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.
ESR- Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.
Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.
Authorization Signature - COR s signature; indicates COR accepts work status as stated in ESR.
NFPA - National Fire Protection Association.
VAMC - Department of Veterans Affairs Medical Center
NPDES- National Pollutant Discharge Elimination System
QASP - Quality Assurance Surveillance Plan
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:
dates and times when services were performed
a list of the areas where services were performed, and
type(s) of services and brief description of the work.
Conformance Standards:
All work shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards. The Contractor is required, at a minimum, to pay their employees in accordance with Wage Determination 2015-4237, Revision 11, dated July 16, 2019, as set forth by the U.S. Department of Labor. The wage determination is available online, in full text, at www.wdol.gov.
SERVICE DELIVERY SUMMARY:
The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.
Performance Objective
Performance Threshold
Basic Cleaning Services.
Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash/recycling is empty; Plastic liners are replaced each time trash/recycling is emptied. Trash/recycling containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Recycling is emptied into recycling dumpster. 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. Exam room tables (including foot step) are disinfected and free of deposits. Ceiling lights are kept free of bugs, cleaned and dusted. Remove cans, leaves, papers, empty bottles, cigarette butts, and other refuse from building exterior entrances and accompanying grounds.
Not to exceed 3 customer complaints per month.
Basic Restrooms/Break Rooms Cleaning Services.
Restrooms and break rooms 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. Patient examination tables, visitor chairs, and blood draw chairs in all examination rooms or lab rooms are cleaned and disinfected daily with FDA/EPA approved germicidal detergent. Sanitizer solutions maintain sanitizer dispenser solutions, by changing and posting expiration date on dispenser.
Not to exceed 3 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.
Not to exceed 3 customer complaints for the reporting period.
Janitorial Closet.
Closets have a clean and free of clutter appearance. Supplies are stored in closets
Not to exceed 3 customer complaints for the reporting period
Surveillance:
The government COR, in conference with clinical/administrative staff on-site at the VA Community Clinics, will evaluate the services provided by the Contractor on an ongoing basis. The COR will also conduct a quarterly inspection with the Contractor. The quarterly inspections will be conducted no later than the 20th day of the month during January, April, July and October.
Standard:
The contractor shall perform all work required under the terms of the SOW in a satisfactory manner in accordance with the appropriate SOW paragraph. The COR shall not consider the janitorial services required by the terms of the SOW complete until all deficiencies have been corrected.
Procedures:
When a deficiency per the requirements of the SOW is noted by VA Community Clinic clinical or clerical staff, it shall be brought to the attention of the COR. The government COR will confirm said deficiency by inspection and record results, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the Contractor QCI of the deficiencies for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance.
QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):
Introduction:
This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this SOW. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS) in the custodial 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, maintaining, and repairing facilities and that a service contract to provide the service is the best means of achieving that objective.
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:
Service
Performance Threshold
Basic Cleaning Services.
Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash is empty; recycling is emptied into the co-mingled dumpster. Plastic liners are replaced each time trash/recycling is emptied. Trash containers/recycling bins are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. 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. Exam tables (including foot step) are disinfected and free of deposits. Supply/stock all paper supplies. Ceiling lights are kept free of bugs, cleaned and dusted. Remove cans, leaves, papers, empty bottles, cigarette butts, and other refuse from building exterior entrances and accompanying grounds.
No more than three (3) customer complaint for the calendar month.
Basic Restrooms/Locker 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. Patient examination tables, visitor chairs, and blood draw chairs in all examination rooms or lab rooms are cleaned and disinfected daily with FDA/EPA approved germicidal detergent. Supplies are adequate until next service. Sanitizer solutions maintain sanitizer dispenser solutions, by changing and posting expiration date on dispenser.
No more than three (3) customer complaints for the calendar month.
Periodic Cleaning Services as per specifications.
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.
No more than three (3) customer complaints for the calendar month.
Janitorial Closet.
Closets have a clean and free of clutter appearance. Supplies are stored in closets.
Not to exceed 3 customer complaints for the reporting period
Surveillance:
The government quality assurance (QA/COR) person will receive complaints from base personnel and pass them to the contractor s quality control inspector (QCI) for correction.
Standard:
The QA/COR should receive no more than three (3) customer complaints during the service period (each month) regarding the four (4) categories of services enumerated in the table above (Quality Assurance Surveillance Plan for Custodial Services). The QA/COR shall notify the Contracting Officer (CO) for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions- Commercial Items (OCT 2018) or the appropriate Inspection of Services clause, if any of the above services are in excess of the specified allowable occurrence of customer complaints.
Procedures:
Any employee or COR that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the COR and the COR will complete appropriate documentation to record the complaint. The COR will consider the customer complaint valid upon receipt from the customer. The COR/CO should inform the customer of the approximate time allowance for the correction of the unacceptable performance and advise the customer to contact the COR if the deficiency is not corrected. The COR will consider customer complaints as resolved unless notified otherwise by the customer. The COR shall notify the Contractor s Quality Control Inspector (QCI) to pick up the written customer complaint. The QCI will be given two (2) hours after verbal notification to correct the unacceptable performance. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI will notify the COR. The COR/CO will conduct an investigation to determine the validity of the complaint. If the COR/CO determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The COR will retain the annotated copy of the written complaint for his/her files. If after investigation the COR/CO determines the complaint as valid the COR/CO will inform the QCI and the QCI 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. The QCI shall return the written customer complaint document, properly completed with actions taken, to the COR, who will file the complaint for monitoring future recurring performance. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the COR should contact the Contracting Officer for appropriate action.
Contractor must provide evidence of:
The contractor must have a minimum of three (3) year experience in successfully providing janitorial services in a Government healthcare setting. Evidence of this, along with three references to include contract number, phone number, service location and Government agency must be submitted with the Offeror's proposal.
Contractor shall provide a quality assurance plan detailing how they intend to meet or exceed the requirements of this Statement of Work to insure a clean and well stocked clinic.
PROVIDED BY THE LEBANON VA COMMUNITY CLINIC s:
NONE- All equipment, material and supplies shall be furnished by the contractor. This includes all paper supplies, including liners, toilet tissue, paper towels, with dispensers, Purell and dispensers, and hand soap with dispensers.
SPECIAL CONTRACTOR PROVISIONS:
Security Requirements:
The Contractor shall be responsible for employees being able to pass all background checks and successfully being able to obtain a Personal Identification Verification badge issued by the Lebanon VA Medical Center.
Personal Identification Verification (PIV) requirements:
Establish communication with COR within 3 days of award notification
COR will provide all documents required by VSC to contractor to be completed within 15 days (guess on days) and returned to COR.
COR will provider phone number for contractor to make an appointment for finger printing at the Lebanon VA Medical Center and contractor will inform the COR of the date
The contracted staff will receive a message to complete and eQUIP within 7 days.
VSC or COR will notify contractor of accepted background checks and who is sponsored by VSC
Contractor will have VSC sponsored employees establish an appointment with the Lebanon VA Medical Center PIV department to finalize PIV badges and shall bring two physical forms of ID to appointment. (won t accept any scanned into their phone)
All contractor PIV badges shall be copied front and back and emailed to the COR to be on file with the VA Police Department and to gain access to PIV readers in the VA clinic.
While on VA property, all contractor personnel must comply with the rules, regulations, and procedures governing the conduct of personnel at a Government facility.
Prior to the commencement of any work under this contract, upon arrival to the VA Medical Center, contractor personnel must first check- in with the Contracting Officer Representative (COR).
Interference in performance requirements:
The following provisions must be adhered to by contractor personnel throughout the duration of this contract:
Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility; e.g. utility services, servicing of fire protection systems, and the passage of facility patients/personnel, etc.
In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.
Contractor personnel must inform the COR of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling must be made by the COR.
Contractor Responsibilities:
The Contractor must be responsible for ensuring all provided personnel are properly licensed to operate a motor vehicle if operating a motor vehicle on VA property is required.
All contracting staff shall be required to wear company badges with company name and employee name.
If there is a need for work to be performed beyond the scope of this contract. The contractor is required to provide a written cost estimate for any work or materials beyond the scope of this contract. The contractor shall not perform any work or make any purchases beyond the scope without approval from this contracts VA Contracting Officer.
The contractor shall schedule each service visit one week in advance with the Maintenance and Operation Supervisor.
Contractors shall utilize appropriate Personal Protective Equipment.
The contractor must be able to provide 24-hour 365-day emergency service and be onsite at the facility within four hours of initial call.
After each service the contractor shall provide documentation of the service provided. This shall be submitted in the form of a Microsoft Word Document or similar to the Maintenance and Operation Supervisor via email.
Records Management Obligations:
Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.
In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.
In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.
All VA Community Clinics and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the VA COMMUNITY CLINICs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.
In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to the VA COMMUNITY CLINICs. The agency must report promptly to NARA in accordance with 36 CFR 1230.
The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the VA COMMUNITY CLINICs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and the VA COMMUNITY CLINICs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with the VA COMMUNITY CLINICs policy.
The Contractor shall not create or maintain any records containing any non-public VA COMMUNITY CLINIC information that are not specifically tied to or authorized by the contract.
The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.
END OF STATEMENT OF WORK
36C24420Q0249 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 4
1/22/20, 3:22 PM