03-Buffalo Appendix B - Lease Service Narrative.pdf

Appendix B: VA Lease Service Narrative Buffalo R&D Facility Lease

Buffalo R & D Facility Lease Service Narrative

Statement of Work (SOW)

1. GENERAL

The Lessor shall furnish all consumable supplies, cleaning materials, cleaning tools, machinery, cleaning appliances, supervision, and labor necessary to provide complete janitorial and site management services for the VA Research Facility. Services shall be provided in all interior and exterior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below. The Lessor shall make careful selection of cleaning products and equipment to ensure they are packaged ecologically, environmentally beneficial and/or recycled products that are phosphate-free, non-corrosive, non-flammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes.

The Lessor shall select paper and paper products with recycled content conforming to EPA's Comprehensive Procurement Guideline (CPG). Performance will be based on the Contracting Officer's evaluation of results, not the frequency or method of performance.

1.2 MATERIALS & PROCEDURES

A. Standards It is the Lessor's responsibility to maintain the Research Facility in a condition that meets all housekeeping and sanitation requirements of this solicitation, the current NIH standards, VA TIL Guidelines/Requirements, LDN Section 2.2 LDN Section 2.3, current Guide for the Care and Use of Laboratory Animals 8th Edition, and all applicable codes & regulations.

B. Work Schedule Work shall be accomplished Monday through Friday during normal business hours. The Lessor shall ensure that sufficient janitorial staff are available to prepare the Research Facility to perform research at 0700 to 1630, keep the staff areas and restrooms clean, and stocked with sufficient paper products and soap. Janitorial staff will empty trash from all office areas (VMU, bench lab space and office space). Janitorial staff will not enter animal housing rooms, BSL-2 rooms for any cleaning.

They will not use mechanical equipment such as vacuum cleaners, burnishers, scrubbing machines, etc., within the VMU Area.

C. Janitorial Staff and Supervision Janitorial staff will have access throughout the building; therefore, none of the janitorial staff may have a police record for anything more serious than traffic or parking violations (Lessor to meet all VA Physical Security regulation and policies). There shall be a janitorial staff supervisor on duty at all times when janitorial staff is in the building and provide a Point of Contact List in case of emergency.

Any person whose work or conduct is found to be unacceptable by the Government shall be removed from the janitorial staff. Smoking and possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Janitorial company's standard uniforms are acceptable, if they clearly identify the company and the occupation of the individual. Janitorial staff will be required to wear photo identification badges. Access will be granted by VA Police for PIV access.

D. Safety and Special Procedures The Lessor shall consider the research environment and ensure that the janitorial staff is instructed on applicable safety precautions and special requirements. These areas require the use of gloves, gowns, masks, and shoe covers, which will be provided by the Lessor. The janitorial staff shall comply with applicable Federal, State, and Local safety and fire regulations and codes. The Lessor shall immediately bring to the attention of the Government any fire and safety deficiencies. The Lessor shall take reasonable safety precautions to promote a safe environment within the lease premises.

The Lessor will provide their employees with PPE (Nitrile Gloves, Blue/White Shoe Covers, KN95 Non-Medical Use Mask GB 2626-2006 Standard, and Bouffant Cardinal Health MFG 2020-09-01 Large 24 in./61) when entering Non-Animal Housing BSL Areas/ Non-Animal Housing VMU Areas.

The Lessor will comply with all applicable VA Policies and Regulations while performing all Janitorial Operations.

E. Equipment and Materials All equipment and materials used in the performance of this contract will be cleaned and stored properly at the end of the workday. Cleaning carts and/or equipment will not be left unattended for any reason while research procedures/operations are conducted or at any time. Lessor shall ensure all equipment, tools, and supplies meet necessary safety requirements and janitorial staff has full working knowledge of their use. An EPA- registered germicide will be used to clean all listed areas, floors, corridors, etc. The Lessor shall provide all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of janitorial services.

The Lessor shall provide supplies such as toilet tissue, multifold paper towels, toilet seat covers, and Medicated Vestal hand soap. The Lessor shall provide plastic linings for all trash receptacles. Provide clear plastic linings for non-hazardous waste trash receptacles and red plastic linings for hazardous waste trash receptacles. Housekeeping aide closets are located throughout the clinic for storage of supplies and equipment. The Lessor shall keep a minimum of two weeks' stock of supplies on hand.

All accumulated segregated waste shall be removed and disposed of in the dumpster and appropriate recycle bin. The Lessor will provide dumpster and appropriate recycle bins with weekly or biweekly pickups. The VA EMS team will pick up and dispose Biological Sharps Containers as needed, The VA Environmental Health and Safety team will pick up and dispose Chemical Hazmat Waste, and the Lessor will remove and disposed of regular trash/recycling waste. Additionally, the Lessor will provide consumables listed below. Supplies to be used shall be approved by the Government. Submittals to be sent to the VA for review and approval. Specifications for supplies are as follows:

a. Toilet tissue: Roll type, 4-1/2 inches wide, single ply

b. Paper towels: Multi-fold, 10-1/8 inches wide

c. Hand soap:

• Medicated Vestal with Soap Dispenser Graphite Touch-Free Dispenser for PURELL® CS8 1200 mL HEALTHY SOAP® Refills

• SKU: 7834-01

• PURELL® CS8 Hand Soap Dispenser

• SKU: 7834-01

• Size: 1200

• Dispensing System: CS8

d. Trash receptacle liners:

• Small Red Infectious Waste Bags: 24 in X 24 in (use with Red Rubbermaid

Rectangular Step Trash Can, 8-gal Capacity, 16 1/4 in Wd/Dia, 17 in Height)

• Large Red Infectious Waste Bags: 40 in X 47 in (use with Red Rubbermaid

Rectangular Step Trash Cans, 23-gal Capacity, 19 ¾ in Dia, 6 ½ in Depth and 32 ½ in Height)

• Small Clear Bags: 24 in X 23 in (use with Rubbermaid Wastebasket Rectangular, Beige, 7-gal Capacity, 14 1/2 in Wd/Dia)

• Large Clear Bags: 40 in X 48 in (use with Beige Rubbermaid Rectangular Step Trash Cans, 23-gal Capacity, 19 ¾ in Dia, 6 ½ in Depth and 32 ½ in Height)

e. Furniture polish: Spray type for use on wood and wood veneer

f. Window cleaner: Ammonia type sufficient to remove smoke film and dust.

g. Air freshener cartridges in bathrooms: Johnson Wax Good Sense.

h. Upholstery cleaners: Dry or foam type recommended for fabric upholstery.

i. Germicide: EPA-registered

j. Resilient floor tile cleaner and maintainer: As recommended by manufacturer of resilient flooring.

k. Floor finish: High-speed floor finish as recommended by manufacturer of resilient flooring.

l. Floor sealer: As recommended by manufacturer of resilient flooring.

m. Floor stripper: As recommended by manufacturer of resilient flooring

n. Hand sanitizer: Antibacterial

o. Toilet seat covers: Lessor shall provide this consumable product.

p. Safety Data Sheets (SDS) for all products used shall be maintained at the VA Research

Facility and shall be available for review by VA upon request.

F. Selection of Cleaning Products The Lessor shall make careful selection of janitorial cleaning products and equipment to:

a. Use products that are packaged ecologically; Use products and equipment considered environmentally beneficial and/or recycled products that are phosphate free, non-corrosive, non-flammable, and fully biodegradable.

b. Minimize the use of harsh chemicals and the release of irritating fumes.

a. NOTE: Examples of acceptable products may be found at www.sftool.gov.

G. Selection of Paper Products The Lessor shall select paper and paper products (e.g., restroom tissue and paper towels) with recycled content conforming to EPA's CPG.

1.3 DAILY CLEANING REQUIREMENTS

A. Building Entrances

a. Pick up trash around entrances and vestibules.

b. Empty trash receptacles.

B. Research Areas

a. All areas shall be wet mopped using a germicide after 7 pm with caution warning signs present.

b. Clean and disinfect sinks.

c. Clean and refill paper towel dispensers.

d. Clean and refill hand sanitizer dispensers.

e. Clean and refill soap dispensers.

f. Clean mirrors.

A. Research Laboratories/Non-Animal Housing BSL Areas/ Non-Animal Housing VMU Areas:

a. Must check in with lab manger as these areas will be identified with room numbers when they are available.

b. The animal care areas of the VMU will be cleaned by VMU staff. The Lessor is expected to clean the bathrooms, offices, entryways, breakroom, and hallways in the VMU area, including wet mopping all floors using germicide.

c. Clean and refill soap dispensers.

d. Clean mirrors.

B. All Areas:

a. Trash receptacles shall be emptied, cleaned and liners changed.

b. Trash shall be removed from the building and placed in appropriate containers.

c. Boxes and other empty containers, to be disposed of, shall be removed from the building, and placed in appropriate recycle containers.

d. Remove black scuff marks from corridor floors as necessary.

e. Dust furniture, desks (do not disturb papers on desks), machines, phones, file cabinets, window ledges, etc.

f. All resilient tile floor areas shall be swept and wet mopped with germicide.

g. Vacuum and spot clean carpets during normal business hours. 0800-1630. ( Will be directed by VA Research Representative approval time when needed).

h. Electrical equipment shall only be used during these hours (Will be directed by VA

Research Representative approval time when needed).

i. Spot-clean walls and doors.

C. All Restrooms:

a. All restrooms shall be swept and wet mopped at least twice each day.

b. All paper products and hand soap shall be replenished. Extra supplies of all consumable products shall be stored onsite.

c. All surfaces, including commodes, urinals, walls, mirrors, counters, and sinks, shall be cleaned and disinfected. Sponges and cloths shall not be used to clean commodes and urinals. Commodes and urinals shall be cleaned with disposable items that are disposed of after cleaning commode and/or urinal in each toilet room. Items used to clean commodes and urinals shall not be used in tum for cleaning other items or wiping down other surfaces. Clean exterior of commodes and urinals first, followed by cleaning of the interior.

D. Ceramic Tile Areas (Other than restrooms):

a. Ceramic tile floors shall be swept, and damp mopped. If dirt build-up occurs, ceramic tile floors shall be scrubbed when determined that it is required by COTR E. Corridors, Waiting Areas, Administrative Areas:

a. The areas shall be swept, wet mopped with a neutral cleaner, and burnished.

F. Conference Rooms (if unoccupied):

a. The areas shall be swept, wet mopped with a neutral cleaner, and burnished.

b. Areas with cushioned flooring shall be maintained in accordance with manufacturer's recommendations.

c. Restrooms shall be swept and wet mopped once each day and all paper products and hand soap replenished.

d. All restroom surfaces, including commodes, urinals, walls, mirrors, counters, and sinks, shall be cleaned and disinfected.

G. Waiting Room Tables, Doors, Walls, and Trim:

a. Dust tables, ledges, sills, moldings, and baseboards.

b. Neatly arrange all reading materials.

H. Mirrors and Glass Cleaning:

a. Clean all mirrors and glass at entrances (fingerprints and smudges).

I. Housekeeping Aide Closets:

a. Clean daily including sinks, floors, and shelves.

J. Water Coolers:

a. Clean water coolers.

b. Housing shall be wiped down. Particular attention shall be given to top surface and spout to prevent lime build-up, bacterial growth, etc.

1.4 THREE TIMES WEEKLY:

A. Sweep landings, steps, and sidewalks.

Police all sidewalks, parking areas, green areas, planting beds, driveways, lawns, shrubbery, outside loading dock areas, platforms, etc., to maintain a neat attractive appearance. This shall include, but not be limited to, the removal of debris, litter, trash, limbs, etc. (from both sides of fence, if applicable)

1.5 WEEKLY CLEANING REQUIREMENTS

A. Furniture

a. Clean as necessary, but no less than weekly. Vacuum upholstered furniture.

B. All Restrooms

a. Scrub floors and ceramic tile base and wipe down with germicide+

b. Clean ceramic tile walls and wipe down with germicide.

c. Spot wash painted walls as necessary.

d. Damp wipe toilet stall partitions and waste receptacles with germicide.

C. Doors, Walls, Trim, Sills and Ledges

a. Spot wash (for fingerprints, smudges, etc.) as necessary but no less than once weekly.

D. Glass Cleaning

a. Clean interior and exterior of door and entrance glass in waiting areas. exam rooms, offices, and treatment rooms.

b. Spot clean walls as necessary, but not less than weekly.

E. Floor Maintenance of Resilient Tile Areas

a. Apply cleaning soap, as recommended by resilient tile manufacturer, scrub and re- wax hallways, wafting rooms, and lobbies.

b. Apply cleaning soap, as recommended by resilient tile manufacturer, scrub and re- wax other resilient tiled areas as required.

F. All Rooms

a. Lessor shall not handle Sharps, Shredding, or Hazardous Wastes containers. Glassware bin will be provided by the VA EMS for broken glass disposal.

1.6 MONTHLY CLEANING REQUIREMENTS

A. Furniture

a. Polish all furniture as necessary, but not less than monthly.

B. Air Conditioning Grilles and Registers

a. Vacuum all grilles and registers. Baseboards and air diffusers cleaned.

C. Waiting Areas, Research Rooms, Offices

a. Wash waste receptacles with germicide.

D. Floor Maintenance of Storage Areas

a. Sweep and mop storage areas.

E. Parking lot sweeping

1.7 QUARTERLY CLEANING REQUIREMENTS

A. Building Interior:

a. Dust window coverings/blinds.

b. Dust handrails and handrail brackets.

c. Light fixtures checked and cleaned.

d. Clean bugs from the interior light lenses.

e. Clean balconies, ledges, courtyards, areaways, gutters, and flat roofs.

B. Building Exterior

a. Clean mildew from exterior of building, sidewalks, and roof areas, etc.

b. Clean bugs from the exterior light lenses.

1.8 SEMI-ANNUALLY

A. Wash outside of all exterior windows, glass located over and in exterior and vestibule doors, and all exterior plate glass around entrances, lobbies, vestibules, and skylights.

B. Wash and clean all exterior building signage.

C. Drainage System:

c. Inspect and clean all onsite catch basins and storm drain inlets of trash, leaves, and other deleterious materials.

d. Detention/retention and silting basins shall be inspected and cleaned of weeds and overgrowth to ensure proper drainage is maintained.

e. Basin bottoms should be scarified to maintain the integrity of the drainage design.

1.9 ANNUAL CLEANING REQUIREMENTS

A. Building Interior

a. Furniture: Shampoo upholstered furniture during January and July.

b. Floor Maintenance of Resilient Tile Areas: Strip floors, apply sealer, apply wax, and refinish all resilient tile floors.

c. Floor Maintenance of Carpet Areas

d. Shampoo/ extract all carpets.

e. Glass

f. Wash inside glass and clean interior of all window frames and window stools.

B. Building Exterior

a. Clean exterior of building. Remove all spider webs, wasp nests, stains, etc.

C. Every Three Years at minimum (to be completed outside of normal business hours) Review condition of the following items with VA COR to determine if repainting is necessary.

1.10 AS REQUIRED

A. Properly maintain plants and lawns.

B. Replace light bulbs, fluorescent tubes, ballasts, and starters.

C. Replace water filters and air filters.

1.11 PEST CONTROL

A. Control pests as appropriate, using Integrated Pest Management techniques, as specified in the

VA Environmental Management Integrated Pest Management Technique Guide E402-1001 (If applicable).

B. Provide interior and exterior extermination of insects and rodents. The lessor shall provide additional service at the request of the VA, if any signs of reinfestation appear.

C. For interior extermination of insects and rodents upon any sign of infestation, lessor shall provide documentation to the VA COR on how the space was treated and what was found.

Lessor to provide terminal cleaning, as deemed necessary, post treatment.

1.12 SNOW REMOVAL:

A. Lessor is responsible for all labor, operational equipment, supplies, materials, etc. to provide snow and ice removal and surface treatment for leased site.

B. Lessor is responsible to monitor the site for snowfall and/or freezing rain/ice events to determine necessary response.

C. Snow shall be systematically removed by the lessor upon 1” accumulation or if an unsafe condition occurs due to snow and/or ice. Icy conditions will be treated as is necessary. Snow and ice shall be cleared, and surfaces treated sufficiently to present safe conditions for operational day’s activities.

D. Two hours prior to operational hours lessor shall remove snow and ice and treat surfaces from all entrances, sidewalks, parking lots, approaches and building egress. In the event of snow or freezing rain during working hours, removal and surface treatment must occur within one hour of snow event and/or receiving notification by VA staff.

E. Lessor shall ensure that all parking lots, stalls, pedestrian pathways, sidewalks, building egress, etc. are available for safe use during such weather events. (Using such areas for piling up accumulated snow is prohibited.)

1.13 Maintenance and Testing of Systems:

A. As Required/Requested

a. 1 Clean HVAC units inside and out upon any signs of mildew or bacterial growth.

b. 2 Pans in HVAC units shall be treated as required to prevent mildew or bacterial growth.

c. .3 Replace light fixtures/luminaires within 24 hours of bulb no longer working.

d. 4 All building equipment shall follow manufacturer recommendations for preventative maintenance.

e. 5 Lessor shall provide all necessary updates to software, firmware and provide necessary patches, at minimum, to permit proper operation, functionality and compatibility of all building equipment and associated systems.

f. 6 Lessor shall provide VA COR owner-level access to work order system platform being utilized to review/monitor status of preventative maintenance, inspections, work orders, etc.

g. 7 Lessor shall submit documentation as acceptable to the Contracting Office and/or VA COR of tests, report, and maintenance logs.

h. 8 Lessor shall inspect, test, and maintain building systems, fire and life safety systems and equipment, as required by the more stringent of NFPA guidelines or local code.

B. Laboratory Gas Systems:

a. Laboratory Natural Gas, Laboratory Air, and Laboratory Vacuum Systems shall be operated and maintained in accordance with Manufacturer Instructions, NFPA 54, NFPA 58, NFPA 99, and ASPE Gas Piping for Laboratory Facilities.

C. Normal Power Electrical System

a. Normal Electrical Power Systems shall be operated and maintained in accordance with

Manufacturer Instructions, NFPA 70B, NFPA 70E, and NFPA 99.

b. Maintenance activities shall be scheduled in advance (14 days minimum) and performed in a manner not to affect clinical operations.

c. Normal Electrical Power Systems’ NFPA 70B Electrical Maintenance Program (EMP) reporting shall be available upon completion of any activity.

D. Emergency or Standby Power Electrical System

a. 1 Emergency and Standby Electrical Power Systems shall be operated and maintained in accordance with Manufacturer Instructions, NFPA 70B, NFPA 70E, NFPA 99, and NFPA 110.

b. 2 Maintenance activities shall be scheduled in advance (14 days minimum) and performed in a manner not to affect clinical operations.

c. 3 Emergency and Standby Systems shall have an expected operational uptime of no less than 98% of the calendar year. 2% of downtime is dedicated to maintenance activities.

d. 4 Emergency and Standby Systems’ Maintenance records shall be available from the lessor upon request, and within 24 hours of the request, to satisfy reporting requirements of The Joint Commission and NFPA 110.

1.14 Onsite Lessor Management

A. Lessor shall provide their Operational and Maintenance (O&M) plan which shall describe the organization and structure the workforce of both operations and maintenance personnel.

Organizational charts: staffing plans, indicating trades, number of personnel, and experience levels and operating schedules shall be provided to the VA COR. To assure professional management, the Lessor or designated property management firm must have a local, designated property manager available. The property manager shall have maintenance personnel (building superintendent) on site during normal hours of operation.

B. The O&M plan shall identify and provide addresses and contact information for entities that will maintain the leased premises (designated local property management firm, building superintendent, and any contractors or subcontractors).

C. The O&M plan shall outline procedures for dealing with scheduled and non-schedule maintenance and repairs.

1.15 Schedule of Periodic Services

A. The O&M plan shall indicate how the scheduled (routine) maintenance and repair of the building will be managed. For each activity in the O&M plan, the Lessor shall identify the responsible entity and frequency of maintenance.

B. Exterior maintenance, including landscaping and grounds, irrigation system, trash removal, exterior lighting, parking lot, pest control, window washing, and general litter pick up shall be addressed.

C. Interior maintenance all be described, including HVAC, plumbing, electrical, pest control, and any janitorial maintenance associated with services provided by the Lessor.

D. Describe how the Lessor will provide quality control to ensure that all services described in the O&M plan are, in fact, provided, and how the Lessor will maintain quality and appearance of the entire building over the term of the lease.

E. Non-scheduled maintenance service calls will be classified as emergency calls when the condition constitutes an immediate danger to personnel, threatens to damage property, or has a direct impact on operations or security. Classification of calls as emergency shall be at the sole discretion of the government. During normal operating hours, Lessor’s on-site superintendent shall respond immediately upon notification. Emergencies occurring other than normal operating hours shall be responded to (on scene) within 60 minutes of receipt of notification.

Lessor shall repair or neutralize the emergency condition before departing the site. If necessary, Lessor shall acquire material by quickest available means and include work outside of normal operating hours. If further labor or materials are required after the emergency is neutralized, the Lessor shall have the repairs completed within three (3) working days or within such other reasonable time as agreed to by the government. The Lessor shall have available generally used spare parts and common building materials to support emergency requirements. Lack of started materials shall not be a cause for non-performance.

F. Service calls will be classified as routine when the condition does not qualify as an emergency call. Eighty-five (85%) of all routine calls shall be completed withing five (5) working days after the receipt of the call, with remainder being completed within ten (10) working days.

1.16 Landscape Maintenance

A. As Required/Requested

a. 1 Water the grass and plantings as necessary to maintain their health and attractive appearance.

b. Fertilize all plants and trees with type of fertilizer recommended by manufacturer.

c. Dead plantings or lawn shall be replaced with the like kind immediately. Partially dead plantings may be trimmed if, after trimming, a good appearance is maintained.

d. Rake and remove leaves to ensure a good appearance of the site.

e. Application of weed killer per manufacturer recommendations.

B. Weekly

a. 1 Mow and edge lawns during growth season.

C. Monthly

a. 1 Remove weeds from around building, parking areas, all landscaped areas (including lawn) and fence borders (both sides of fence).

b. 2 Mow and edge lawns at least once a month during the dormant season.

c. 3 Trim and prune shrubbery and trees to maintain an attractive appearance. Shrubbery shall not be allowed to grow up and cover windows.

D. Quarterly

a. 1 Trim/maintain onsite landscaping as required.

E. Three Times Per Year

a. 1 Fertilize all lawn areas. Fertilize application prior to the start of the growth season.

1.17 Recycling and Composting

A. Waste

b. 1 All accumulated non-hazardous waste shall be removed and disposed of in the dumpsters. Hazardous waste and sharps containers shall be picked up, appropriately packaged for removal from the site and stored in a designated negative pressure storage area.

c. 2 The Lessor shall have no responsibility for disposing of hazardous or pathological waste. The Lessor shall provide collection, disposal, and recycling for all other waste materials generated by the VA. Recycling of paper, plastic, aluminum, toner cartridges and cardboard is required.

d. 3 Locate waste and recycling containers near the loading dock/service area in accordance with security requirements. The Lessor shall provide and maintain adequate quantity of trash container(s), including compacting equipment as required, based on volume of waste and frequency of collection. Lessor to provide the necessary covered containers with daily or weekly collection and removal from site for refuse, trash, and garbage. The Lessor shall provide the covered recycling containers and shall collet and remove recycled materials weekly.