04 - Katy TX Appendix B _ Lease Service Narrative_12_04_2024.pdf

December 4, 2024

VA Lease Service Narrative

TABLE OF CONTENTS

September 2, 2024 Table of Contents ‐ Page 1

1. INTRODUCTION

2. GENERAL REQUIREMENTS

2.1 General

2.2 Codes

2.3 Standards

2.4 References

3. UTILITIES, SERVICES AND OBLIGATIONS

3.1 Provision Of Services, Access, and Normal Hours - Reserved

3.2 Utilities - Reserved

3.3 Utilities Separate from Rental/Building Operating Plan – Reserved

3.4 Lessor Reporting of Green Building Efficiency – Reserved

3.5 Heating and Air Conditioning

3.6 Overtime HVAC Usage – Reserved

3.7 Janitorial Service

3.8 Selection of Cleaning Products

3.9 Selection of Paper Products

3.10 Snow Removal

3.11 Maintenance and Testing of Systems

3.12 Maintenance of Provided Finishes – Reserved

3.13 Asbestos Abatement – Reserved

3.14 Onsite Lessor Management

3.15 Identity Verification of Personnel - Reserved

3.16 Schedule of Periodic Services

3.17 Landscaping – Reserved

3.18 Landscaping Maintenance

3.19 Recycling and Composting

3.20 Randolph-Sheppard Compliance - Reserved

3.21 Safeguarding and Dissemination of Controlled Unclassified information (CUI) Building information -

Reserved

3.22 Indoor Air Quality - Reserved

3.23 Radon in Air - Reserved

3.24 Radon in Water - Reserved

3.25 Hazardous Materials - Reserved

3.26 Mold and Water Intrusion - Reserved

3.27 Occupant Emergency Plans - Reserved

3.28 Flag Display

SECTION 1

INTRODUCTION

September 2, 2024 Section 1 ‐ Page 1

1. Section 1 – Introduction

1.1. The purpose of this Leased Service Narrative is to supplement the utility, maintenance and services required in the L-100 with agency specific requirements.

1.2. The governing codes, standards, and references are based on a VA affiliated outpatient clinic.

1.3. Commonly Used Acronyms and Definitions:

SECTION 2

GENERAL REQUIREMENTS

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2. Section 2 – General Requirements

2.1. General

2.1.1. The codes and standards listed below indicate minimum performance requirements. Minimum requirements or standards may be exceeded by site specific project requirements.

2.1.2. Compliance is required with applicable codes and standards for on-going maintenance of the facility for the entire lease term.

2.1.3. Use the most current edition at the date and time of bid submission.

2.2. Codes

2.2.1. All VA leased CBOC facilities are to conform to the most recent applicable codes, which include but is not limited to following:

2.2.1.1. State and local codes as required by the local Authority Having Jurisdiction (AHJ).

2.2.1.2. National Fire Protection Association (NFPA), NFPA 101 Life Safety Code and those codes and standards referenced by NFPA 101. (NFPA 99 Health Care Facilities Code, etc.)

2.2.1.3. NFPA 70B Standard for Electrical Equipment Maintenance, NFPA 70E Workplace Electrical Safety, NFPA 75 Standard for the Fire Protection of Information Technology.

2.2.1.4. Architectural Barriers Act Accessibility Standards (ABAAS), current edition.

2.3. Standards

2.3.1. All leased CBOC facilities are to conform to the following standards as applicable:

2.3.1.1. The Joint Commission (TJC) accreditation standards apply to the facility under the affiliated VA medical center license. On-going maintenance procedures shall meet TJC standards.

Lessor shall provide and submit all documentation that is required for TJC requirements.

2.3.1.2. Sustainability standards shall be as outlined in GSA Form L100 Global Lease.

2.3.1.3. American Society of Heating, Refrigerating and Air-

Conditioning Engineers (ASHRAE) Standard 170, Ventilation of Health Care Facilities, current edition (referred to as ASHRAE 170 herein)

2.3.1.4. ASHRAE Standard 12, Minimizing the Risk of Legionellosis Associated with Building Water Systems, current edition.

SECTION 2

GENERAL REQUIREMENTS

September 2, 2024 Section 2 ‐ Page 2

2.3.1.5. ASHRAE Standard 188, Legionellosis: Risk Management for Building Water Systems, current edition.

2.3.1.6. ASHRAE Standard 62.1, Ventilation for Acceptable Indoor Air Quality, current edition (referred to as ASHRAE 62.1 herein)

2.3.1.7. ANSI/ASHRAE/IES Standard 90.1-2019 -- Energy Standard for Buildings Except Low-Rise Residential Buildings

2.3.1.8. USP General Chapter 795 Pharmaceutical Compounding – Nonsterile Preparations

2.3.1.9. USP General Chapter 797 Pharmaceutical Compounding – Sterile Preparations

2.3.1.10. USP General Chapter 800 Hazardous Drugs - Handling in Healthcare Settings

2.3.1.11. Association for the Advancement of Medical Instruments (AAMI) standards as applicable to SPS and RME storage -

ST108

2.3.1.12. Illuminating Engineering Society North America (IESNA) Handbook - latest edition

2.3.1.13. NFPA 110 Standard for Emergency and Standby Power

Systems.

2.4. References

2.4.1. Reserved:

SECTION 3

UTILITIES, SERVICES, AND OBLIGATIONS

September 2, 2024 Section 3 ‐ Page 1

3 Section 3 – Utilities, Services, and Obligations

3.1 Provisions Of Services, Access, and Normal Hours - Reserved

3.2 Utilities – Reserved

3.3 Utilities Separate from Rental/Building Operating Plan – Reserved

3.4 Lessor Reporting of Green Building Efficiency – Reserved

3.5 Heating and Air Conditioning

3.5.1 Thermostats shall be set to maintain temperatures in accordance with the Room Data Matrix (RDM). For areas not specified in the RDM the required setpoints of the L-100 shall apply.

3.5.2 The temperature, humidity, and pressure requirements shall be maintained at all times (24 hours a day, 365 days a year) with no greater than 5% downtime for maintenance in the following spaces (i.e., Setbacks not allowed):

3.5.2.1 Clean Supply, Clean Utility, Clean Storage, Clean Workroom, Sterile Storage,

3.5.2.2 Soiled Utility, Soiled Holding,

3.5.2.3 Main Computer Room, Computer Room, Network Service Center, and Telecommunications Room.

3.5.2.4 SPS Areas

3.5.2.5 Pharmacy Compounding

3.5.2.6 List of additional spaces specific to this lease:

3.5.3 Monitoring devices must be calibrated once a year by a representative from the manufacturer.

3.5.4 Maintain HVAC systems, including Building Automation and Pressure Relationship Controls, in accordance with ASHRAE 111, 170, and 180;

specifically adhering to the specified frequencies expressed in the system tables and manufacturer instructions.

3.5.4.1 Provide an annual report on spaces listed in Section 3.5.2 above.

3.5.5 Temporary stand-alone systems (i.e., portable dehumidifier, portable air-conditioning (AC) unit, split system AC units) must not be used without prior VA COR notification and approval.

3.5.6 There must be systematic processes for monitoring HVAC performance parameters and a mechanism for identifying and resolving variances within

September 2, 2024 Section 3 ‐ Page 2 the rooms throughout the leased facility where sterile processing occurs and Reusable Medical Devices RMD are stored.

3.5.7 Annual and other routine certifications must be completed with records submitted quarterly to VA COR. Non-compliance with required thresholds will be deemed non-scheduled maintenance service calls, which will categorize the response as an ‘emergency call’. When required thresholds are not being met, Lessor shall provide VA COR, with a corrective action plan as well as all necessary interim measures.

3.6 Overtime HVAC Usage - Reserved

3.7 Janitorial Service

Services shall be provided by the Lessor in all interior and exterior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below.

3.7.1 Janitorial Staff and Supervision

Any person whose work or conduct is found to be unacceptable by the Government shall be removed from the janitorial staff. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

Janitorial company’s uniforms shall clearly identify the company and the occupation of the individual. Janitorial staff will be required to wear photo identification badges.

Annually, all janitorial staff must:

3.7.1.1 Complete and pass VA training course 10203 Privacy and HIPPA training. All new employees will complete and pass prior to working at VA lease.

a. Course training materials will be provided by the VA COR.

b. Completed staff training documentation to be submitted to VA COR.

c. Every three years, Lessor shall ensure that staff who are assigned biohazard tasks associated with handling, collecting, packing, and signing the associated manifest complete and pass the required tests to perform such work. VA COR will provide training materials. Tests shall be completed upon staff entry to such position and then every three years thereafter, if still applicable to their assigned tasks. Completion certificates shall be posted in the biohazard accumulation room. If staff are unable to successfully complete the training or fall out of compliance, they will no longer be able to perform the tasks associated with biohazard waste.

d. Cleaning hours (Weekend / Weekdays) are to be negotiated among the Lessor and Medical Center Personnel

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3.7.2 Safety and Special Procedures - The Lessor shall consider the leased space environment and ensure that the janitorial staff is instructed on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human secretions, blood etc. from all surfaces. Lessor will be notified of areas that need terminal cleaning. Terminal cleaning is defined as complete wipe down of all sinks, walls, countertops, casework, exam tables, etc., with germicide, and mopping of the floor with germicide. If the space has a privacy curtain, it is required to be replaced. These areas require the use of gloves, gowns, masks, and shoe covers. The Lessor shall be responsible to ensure staff are competent on common hazards requiring a terminal clean in a healthcare and/or research setting. Lessor is responsible to provide competency to VA COR and demonstrate staff knowledge. The Lessor shall be responsible for collecting of sharps containers and hazardous materials. See “ALL AREAS” below under “Daily Cleaning Requirements” for method of handling sharps and hazardous waste. 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/or safety deficiencies.

The Lessor shall take reasonable precautions to promote a safe environment within the lease premises.

3.7.3 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 patients and/or visitors are in the leased space. No food or drink shall be stored on cleaning carts or in housekeeping closets.

Lessor shall ensure all equipment, tools, and supplies meet necessary safety requirements and janitorial staff has full working knowledge of their use.

3.7.4 Interior Task and Associated Frequency

3.7.4.1 As Required/Requested Requirements

a. Terminal Cleaning

i. Any room where patients with suspected infectious disease (identified by VA staff) have been examined will be thoroughly cleaned with germicide (terminal cleaning). Two step method (clean twice) for all such cleaning is required.

b. Walk Off Mats

. Lessor shall provide walk off mats at all patient/visitor/employee entrances.

i. Walk off mats shall be professionally cleaned a minimum of twice yearly, or if mats appear to be visibly soiled.

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ii. Walk off mats shall have the characteristics for heavy traffic in a healthcare facility.

iii. Orient mat to fit in location to provide best coverage.

iv. Color of mats to match building carpet/color scheme.

v. Mats are to be kept clean and in good repair.

vi. Mat material/type to be 3M TM Carpet Matting 8850 or approved equal.

c. Umbrella Stands and Bags

i. Lessor shall furnish and install umbrella bag stands at each patient and employee entrance.

ii. Lessor to stock umbrella bags as necessary.

iii. Bag type to be Uline H-2953 46-inch Bag Stand and S-17365 Large Bags or approved equal.

iv. Bag stands shall be reviewed daily to ensure adequate stock.

3.7.4.2 Daily Cleaning Requirements

a. Building Entrances

i. Pick up trash around and within entrances and vestibules.

ii. Empty trash receptacles.

b. Primary Care Area (prior to normal hours of operation)

i. All primary care areas shall be wet mopped using a germicide.

ii. Wipe down all exam tables with a clean cloth dampened with germicide.

iii. Clean and disinfect sinks and countertops.

iv. Clean and refill soap dispensers.

v. Clean and refill all paper towel dispensers.

vi. Review level of sharps container and replace with new insert sleeve as necessary.

vii. Clean mirrors.

viii. Wipe down all walls with wall protection panels with a clean cloth dampened with germicide.

c. Specialty Care Area (completed after normal hours of operations)

i. All floors shall be wet mopped using a germicide.

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ii. Wipe down all exam tables with a clean cloth dampened with germicide.

iii. Clean and disinfect sinks, countertops, equipment, etc.

iv. Wipe down all walls with a cloth dampened with germicide.

v. Clean and refill soap dispensers.

vi. Clean and refill all paper towel dispensers.

vii. Review level of sharps container and replace with new insert sleeve as necessary.

viii. Clean mirrors.

d. All Areas (complete within normal hours of operations, without impacting employees, patients, and visitors)

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

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

iii. Medical Waste and Hazardous Waste shall be emptied and cleaned.

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

v. Hazardous waste and full sharps containers shall be collected in red plastic bags and placed in cardboard boxes provided.

vi. Cardboard boxes shall be sealed with tape and placed in hazardous collection room for removal and disposal off site by others.

vii. Spills, body fluids, etc. shall be cleaned from floors and walls immediately upon notification.

viii. Remove scuff marks from corridor floors as necessary.

e. All Other Areas (complete after normal hours of operations. Electrical equipment shall only be used during this time.)

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

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

iii. Vacuum and spot clean carpets.

iv. Carpeted areas and mats shall be vacuumed.

v. Remove scuff marks from corridor floors as necessary.

vi. Spot clean walls and doors.

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vii. Spot clean any carpet stains.

f. Direct Patient Care Areas: Radiology, lab/phlebotomy, physical therapy, etc. (complete after normal hours of operation.)

i. Sweep and wet mop with germicide.

ii. Wipe down all exam tables or any patient chair with a clean cloth dampened with germicide.

iii. Clean and disinfect sinks and countertops, including Reception areas.

iv. Clean and refill soap dispensers.

v. Clean and refill paper towel dispensers.

vi. Review level of sharps container and replace with new insert sleeve as necessary.

vii. Clean mirrors.

viii. Wipe down all walls with protection with a clean cloth dampened with germicide.

g. All Restrooms (completed during normal hours of operation)

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

ii. All paper products and hand soap shall be replenished. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within one hour of notification.

iii. Review feminine hygiene products and replenish as necessary.

Restock of feminine hygiene products will be provided by the VA through the VA COR.

iv. 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 commodes and/or urinal in each toilet room. Items used to clean commodes and urinals shall not be used in turn for cleaning other items or wiping down other surfaces. Clean exterior of commodes and urinals first, followed by cleaning of the interior.

h. Flu Stations (completed during normal hours of operations)

i. Review product stock at flu stations (tissue, hand sanitizer, and/or face masks) and replenish as necessary. Restock of such items will be provided by the VA through the VA COR.

i. Ceramic Tile Areas (other than restrooms) (complete after normal hours of operations)

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i. Ceramic tile floors shall be swept, and damp mopped.

j. Ceramic tile floors shall be scrubbed when showing signs of dirt buildup.

Corridors, Waiting Areas, Administrative Areas, Behavioral Health (complete after normal hours of operation)

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

ii. Carpeted areas shall be vacuumed.

k. Restricted Areas (Clean Supply/Medication Storage, Warehouse, OIT, Telephone Room, Police Station/Security, and any other area specified by the VA COR) (complete during operational day hours when VA department staff are present)

i. Trash receptacles shall be emptied, and liners changed.

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

iii. Areas with cushioned flooring shall be maintained in accordance with manufacturer’s recommendations.

iv. Carpeted areas shall be vacuumed.

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

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

vii. Hazardous waste and full sharps containers shall be collected and placed in cardboard boxes provided.

l. Logistics/Warehouse Storage (complete during operational day hours when VA staff are present)

i. Trash receptacles shall be emptied, and liners changed.

ii. Flooring shall be swept and wet mopped with a neutral cleaner.

iii. Daily documentation of housekeeping tasks in each GIP rooms shall be completed (cleaning log provided by VA Logistics Department via

VA COR)

m. Conference Rooms (when unoccupied)

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

ii. Carpeted areas shall be vacuumed.

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

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iv. Clean and disinfect all tabletop surfaces and chair arms with germicide.

v. Areas with cushioned flooring shall be maintained in accordance with manufacturer’s recommendations.

n. Waiting Room Tables, Doors, Walls, and Trim

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

ii. Neatly arrange all reading materials

iii. Clean and disinfect all tabletop surfaces and chair arms with germicide.

o. Mirrors and Glass Cleaning

i. Clean all mirrors and glass at entrances (fingerprints, smudges, etc.)

p. Housekeeping Aide Closet

i. Clean sinks, floor, and shelves.

q. Isolation Rooms (rooms with positive and/or negative pressure relationships to adjacent space)

i. Any room where patients with suspected infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning). Two step method (clean twice) for all Isolation Rooms.

r. Water Coolers/Drinking Fountains/Bottle Filling Stations

i. Clean water coolers/drinking fountains/bottle filling stations.

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

3.7.4.3 Weekly Cleaning Requirements

a. Furniture (complete after patient appointments have been concluded on an operational day)

i. Clean as necessary, but not less than weekly.

ii. Vacuum upholstered furniture.

b. All Restrooms (complete during operational hours if the closure of the restroom does not exceed a half hour. If these weekly tasks cannot be completed within that timeframe along with the daily restroom cleaning tasks, complete this task after patient appointments have concluded for the day)

i. Scrub floors and ceramic tile base and wipe down with germicide.

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

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iii. Spot wash painted walls as necessary.

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

c. Doors, Walls, Trim, Sills, and Ledges

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

d. Mechanical/Electrical/MEP Equipment Rooms

i. The area shall be swept and wet mopped with a neutral cleaner.

ii. Collect, remove, and dispose of refuse, trash, and garbage from the space.

e. OIT Data Closets (complete during operational hours of day when VA staff are present to provide escort)

i. Areas shall be swept and wet mopped with a neutral cleaner.

ii. Collect, remove, and dispose of refuse, trash, and garbage.

f. Glass Cleaning (complete throughout operational day, without impacting employees, patients, and visitors)

i. Clean interior and exterior of door and entrance glass in waiting areas, exam rooms, offices, specialty areas, and treatment/isolation rooms.

g. Floor Maintenance of Resilient Tile Areas (complete after patient appointments have concluded for the operational day. When completing these tasks, maintain access for building occupants for fire egress. For areas within VA restricted access areas, coordinate work with VA COR).

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

h. Ceramic Tile Areas (other than restrooms)

i. Ceramic tile floors shall be scrubbed, at minimum weekly, or when dirt/build up is visible.

3.7.4.4 Monthly Cleaning Requirements

a. Furniture (complete after patient appointments have concluded on an operational day)

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

b. Air Conditioning Grilles and Registers (complete after patient appointments have concluded on an operational day)

i. Vacuum all grilles and registers.

ii. Clean baseboard grilles and all air diffusers.

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c. Waiting Areas, Exam Rooms, Offices, Specialty Area, Isolation/Treatment Rooms (complete after patient appointments have concluded on an operational day)

i. Wash waste receptacles with germicide.

d. Floor Maintenance of Storage Areas

i. Sweep storage areas.

e. Interior Signage

i. Dust and clean all signage.

3.7.4.5 Quarterly Cleaning Requirements

a. Building Interior (complete after patient appointments have concluded on an operational day)

i. Dust window coverings and blinds.

ii. Dust handrails and handrail brackets.

iii. Light fixtures checked and cleaned.

iv. Clean elevator tracks.

3.7.4.6 Semi-Annual Cleaning Requirements

a. Furniture (complete after patient appointments have concluded on an operational day)

i. Shampoo upholstered furniture during January and July

b. Floor Maintenance of Resilient Tile Areas (complete after patient appointments have concluded on an operational day. When completing this task, maintain access for building occupant life safety egress. For flooring that is within an area deemed ‘restricted’, coordinate time with VA COR to complete task.)

i. Strip floors, apply sealer, apply wax, and refinish all resilient tile floors.

c. Floor Maintenance of Carpet Areas (complete after patient appointments have concluded on an operational day. When completing this task, maintain access for building occupant life safety egress. For flooring that is within an area deemed ‘restricted’, coordinate time with VA COR to complete task.)

i. Carpets shall be professionally steam cleaned and soil resistant treatment applied during January and July.

ii. If cleaning cannot remove soiled/stained marks lessor shall replace carpeting in kind.

d. Glass

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

e. Blinds and Curtain Cleaning

i. Blinds shall be removed and cleaned inside and out as needed, to achieve a "free of soil" state.

f. Lessor responsible for the privacy curtains. Lessor shall replace the privacy curtains if they are visibly soiled, when performing terminal cleans in a space with such curtain, or as determined by the VA COR. Curtains shall be replaced with clean curtains meeting VA requirements.

3.7.5 Exterior Task and Frequency

3.7.5.1 As Required

a. Pest Control: Control pests as appropriate, using Integrated Pest Management techniques, as specified in the VA Environment Integrated Pest Management Technique Guide (E402-1001).

b. Lessor shall provide necessary treatments when notified by VA COR of bed bug exposure in the facility. Lessor to provide terminal cleaning, as deemed necessary, post treatment.

3.7.5.2 Daily

a. Building entrances and gazabos: Pick up trash, litter, and debris.

3.7.5.3 Three Times Weekly

a. Sweep landings, steps, and sidewalks.

b. 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)

3.7.5.4 Monthly (completed after building has closed, allowing for parked cars to be at a minimum)

a. Parking lot sweeping

3.7.5.5 Quarterly

a. Clean bugs from the interior and exterior of light lenses.

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

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

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d. Pest Control: Provide interior and exterior extermination of insects and rodents. The lessor shall provide additional service at the request of the VA, if any sighs of reinfestation appear.

i. 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.

3.7.5.6 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:

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

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

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

3.7.5.7 Annually

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

3.7.5.8 Every Three Years, at minimum (to be completed outside of normal business hours)

a. Review condition of the following items with VA COR to determine if repainting is necessary.

i. Paint curbs

ii. Parking lot line striping

3.8 Selection of Cleaning Products

3.8.1 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.

3.8.2 The Lessor shall make careful selection of janitorial cleaning products and equipment to:

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3.8.2.1 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; and

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

3.8.3 The Lessor shall keep a minimum of two weeks’ stock of supplies on hand.

3.8.3.1 NOTE: Examples of acceptable products may be found at www.gsa.gov/products

3.8.3.2 Supplies to be used shall be approved by the Government. Basis of design for specifications of supplies are as follows:

a. Hand soap: Medicated Vestal

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

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

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

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

f. Germicide: EPA-registered

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

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

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

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

k. A copy of the SDS sheets for all products used shall be maintained at the clinic and shall be available for review by VA upon request. SDS sheets shall be maintained in each housekeeping closet and shall be reviewed semiannually by the lessor for accuracy. When new products are introduced, the MDS sheets shall be updated.

3.9 Selection of Paper Products

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

3.9.2 The Lessor shall select and supply paper and paper products (e.g., restroom tissue, seat covers, paper towels, etc.) with recycled content conforming to EPA’s CPG.

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3.9.3 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.

3.9.4 The Lessor shall supply and keep a minimum of two weeks’ stock of supplies on hand.

3.9.5 Supplies to be used shall be approved by the Government. Basis of design for specifications of supplies are as follows:

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

3.9.5.2 Paper towels: Multi-fold, 10-1/8 inches wide or 10” wide paper towel roll compatible to automated dispenser, if applicable

3.9.5.3 Trash receptacle liners:

a. Polyethylene, flat type, 33 inches long, 52 inches wide, 0.66 millimeters thick

b. Polyethylene, flat type, 24 inches long, 33 inches wide, 0.31 millimeters thick

c. Polyethylene, red bags (biohazard) 33 inches long, 52 inches wide and 24 inches long, 33 inches wide

3.9.5.4 Toilet seat covers: Paper, white.

3.9.5.5 Privacy Curtain: On the Right Track (OTRT) Disposable curtains

3.10 Snow Removal

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

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

3.10.3 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.

3.10.4 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.

3.10.5 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.)

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3.11 Maintenance and Testing of Systems

3.11.1 As Required/Requested

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

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

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

3.11.1.4 All building equipment shall follow manufacturer recommendations for preventative maintenance.

3.11.1.5 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.

3.11.1.6 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.

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

3.11.1.8 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.

3.11.1.9 Lessor to provide Annual testing of Irrigation Systems (Mechanical , Pressurized, etc.)

3.11.2 Medical Gas Systems

3.11.2.1 Medical Respiratory Oxygen, Medical/Instrument/Dental Air, Medical Vacuum, Waste Anesthesia Gas Disposal, Nitrous Oxide, Nitrogen, and Carbon Dioxide systems shall be operated and maintained in accordance with Manufacturer Instructions, NFPA 55, NFPA 99 - Chapter 5 “Gas and Vacuum Systems”, Chapter 11 “Gas Equipment”, Compressed Gas Association (CGA), and utilize ASSE 6000 Series Professional Qualifications.

3.11.2.2 Medical Gas Installers shall be ASSE 6010 Certified, Testing Personnel shall be ASSE 6020 certified, Inspectors and Verifiers shall be ASSE 6030 Certified.

3.11.2.3 Medical Gas System Power, Control, and Alarms shall be operated and maintained in accordance with NFPA 70 and NFPA 99.

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3.11.2.4 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.

3.11.2.5 Oral Evacuation and High-Volume Oral Evacuation Systems shall be operated and maintained in accordance with Manufacturer Instructions, NFPA 99 - Chapter 15, “Dental Gas and Vacuum Systems”.

3.11.2.6 Dental Compressed Air Systems and Equipment for operating tools shall remain independent of medical and laboratory air systems.

3.11.2.7 Amalgam separation is required to be operated and maintained in accordance with EPA Final Rule “The Dental Rule” (40 CFR Part

441) to reduce the discharge of mercury from dental offices.

3.11.2.8 Medical and Dental Systems shall have an expected operational uptime of no less than 98% of the calendar year. 2% of downtime is dedicated to maintenance activities.

3.11.3 Normal Power Electrical System

3.11.3.1 Normal Electrical Power Systems shall be operated and maintained in accordance with Manufacturer Instructions, NFPA 70B, NFPA 70E, and NFPA 99.

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

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

3.11.4 Emergency or Standby Power Electrical System

3.11.4.1 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.

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

3.11.4.3 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.

3.11.4.4 Emergency and Standby Systems’ Maintenance records shall be available from the lessor upon request, and within 24 hours of the

September 2, 2024 Section 3 ‐ Page 17 request, to satisfy reporting requirements of The Joint Commission and NFPA 110.

3.12 Maintenance of Provided Finishes - Reserved

3.13 Asbestos Abatement - Reserved

3.14 Onsite Lessor Management

3.14.1 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.

3.14.2 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).

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

3.15 Identity Verification of Personnel - Reserved

3.16 Schedule of Periodic Services

3.16.1 The O&M plan, referenced in section 3.7.12, 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.

3.16.2 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.

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

3.16.4 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.

3.16.5 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

September 2, 2024 Section 3 ‐ Page 18 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.

3.16.6 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.

3.17 Landscaping - Reserved

3.18 Landscape Maintenance

3.18.1 As Required/Requested

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

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

3.18.1.3 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.

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

3.18.1.5 Application of weed killer per manufacturer recommendations.

3.18.2 Weekly

3.18.2.1 Mow and edge lawns during growth season.

3.18.3 Monthly

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

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

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

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3.18.4 Quarterly

3.18.4.1 Trim/maintain onsite landscaping as required.

3.18.5 Three Times Per Year

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

3.19 Recycling and Composting

3.19.1 Waste

3.19.1.1 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.

3.19.1.2 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.

3.19.1.3 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.

3.20 Randolph-Sheppard Compliance - Reserved

3.21 Safeguarding and Dissemination of Controlled Unclassified Information (CUI) Building Information - Reserved

3.22 Indoor Air Quality - Reserved

3.23 Radon in Air - Reserved

3.24 Radon in Water - Reserved

3.25 Hazardous Materials - Reserved

3.26 Mold and Water Intrusion - Reserved

3.27 Occupant Emergency Plans - Reserved

3.28 Flag Display

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3.28.1 Flags must be made in the USA with stitched stars. Replaced in accordance with L100.