04 RLP 36C10F23R0095 Appendix B VA Janitorial and Site Management Services Allentown PA CBOC.pdf

Appendix B Janitorial and Site Management Services

Community Based Outpatient Clinic Space, Allentown, PA RLP No. 36C10F23R0095

LESSOR: _______ GOVERNMENT: _______ Page 1 of 14

SECTION 1: PURPOSE AND AUTHORITY

A. Interior Janitorial Supplies and Services:

The Lessor shall provide all management, supervision, and labor necessary to provide medical grade janitorial services in accordance with all terms and conditions set forth in the Lease and herein:

i. The Lessor shall provide services in a manner that will maintain satisfactory facility condition and present a clean, neat, and professional appearance.

ii. All equipment (vacuum, mops, dusters, clothes, etc.) and supplies (cleaning agents, paper towels, soap, etc.) necessary to perform the services described in this Statement of Work (SOW) will be provided by the Lessor with the inclusion of the tools, equipment, materials, and supplies necessary to complete the bi-annual refinishing/buffing/burnishing/scrubbing/stripping/sealing floor maintenance, as described below.

iii. See Section 2, Item E: Cleaning and Disinfecting Requirements below.

B. Exterior Janitorial Supplies and Services:

i. The Lessor shall furnish all supplies, materials machinery, appliances, supervision, and labor necessary to provide pest control (including pests of all kinds), exterior cleaning / disinfecting and maintenance (including mowing, snow / ice removal) and exterior trash receptacle services. Services shall be provided in all exterior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below.

ii. See Section 2, Item E: Cleaning and Disinfecting Requirements below.

C. Work Schedule: Work will be accomplished at times indicated:

i. Janitorial service shall be provided five (5) days per week, Monday thru Friday

7:00am – 11:00pm, and 8:00am – 4:30pm on Saturdays as applicable.

• The Lessor shall ensure that sufficient employees are available to prepare the clinic to see patients at 7:00 AM.

• At a minimum one (1) contract employee shall work Monday thru Friday

7:00am – 3:30pm, and

• At a minimum one (1) contract employee shall work 8:00am – 4:30pm on

Saturdays as applicable.

• Lessor contractor employee(s) will be performing duties from 3:00pm

EST to 11:00pm EST, Monday thru Friday.

ii. All major floor care work (Stripping/Waxing) shall be performed after the normal operating hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, with exception of the Federal holidays noted below.

iii. Bi-annual floor maintenance as described in Section 2 shall be performed during the hours described above or on weekends. Date(s) and time(s) for completing the bi-annual floor maintenance will be determined after award and will be mutually agreed upon by both parties. A request for special hours/days needed for any floor

LESSOR: _______ GOVERNMENT: _______ Page 2 of 14 work must be submitted from the Lessor to the VA Program Manager and the VA Administrative Officer at the Allentown Outpatient Clinic (AOPC).

iv. Service is not required on the following Federal holidays:

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

v. When one of the holidays falls on Sunday, the following Monday shall be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a National holiday.

D. Safety and Special Procedures:

i. The Lessor shall consider the clinical environment and ensure that the maintenance staff is instructed on applicable safety precautions and special requirements. The maintenance 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.

E. Equipment and Materials:

i. All equipment and materials used in the performance of this contract will be cleaned and stored properly at the end of the workday. Carts and/or equipment will not be left unattended for any reason while patients are in the clinic. Lessor shall ensure all equipment, tools, and supplies meet necessary safety requirements and staff has full working knowledge of their use. The Lessor shall provide all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of maintenance services.

ii. The Lessor shall provide clear plastic linings for all exterior trash receptacles. All accumulated waste shall be removed and disposed of in the dumpster. Biohazardous waste or red bag waste shall be placed in an appropriate biohazard bag that is red and has the international biohazard symbol in accordance with all Federal Regulations. This bag shall be tied in compliance to prevent any leakage or expulsion. Hazardous waste shall be picked up and stored in a designated storage area. Supplies to be used shall be approved by the

LESSOR: _______ GOVERNMENT: _______ Page 3 of 14

Government. Specifications for supplies are as follows:

iii. Trash receptacle liners: (a) Polyethylene, flat type, 33 inches long, 52 inches wide, .66 millimeters thick; (b) Polyethylene, flat type, 24 inches long, 33 inches wide, .31 millimeters thick; (c) Polyethylene, red bags (biohazard) 33 inches long, 52 inches wide and 24 inches long, 33 inches wide

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

v. A copy of the Safety Data Sheet (SDS) for all products used shall be maintained at the clinic and shall be available for review by VA upon request.

i. A list of any additional cleaning agents along with their Safety Data Sheet

(SDS) sheets shall be submitted for approval within five (5) days of the award of the contract. Any substitutions occurring after the initial approval shall also be submitted to the Program Manager and approved prior to use.

For compliance with medical- grade cleaning, the cleaning agents utilized during the quarterly and bi-annual floor cleaning shall be germicidal agents approved by the Environmental Protection Agency (EPA) for use in a hospital or medical environment.

SECTION 2: DESCRIPTION OF SERVICES

a. Floor Maintenance: In all areas of the clinic, cleaning shall be done with mechanical vacuuming equipment, treated yarn mops, or push brushes covered with impregnated dusting cloths. Cleaning shall be done in such a manner that no dust is raised. Floors shall be cleaned so that no dust, debris, or streaks remain on floors, in corners, door thresholds, behind doors or under furniture and equipment. Vinyl baseboard trim shall be cleaned of all accumulated wax, scuff marks, and debris.

(1) Tile or Linoleum floors

(a) Mopping: All black marks, tar, stains, gum, etc., shall be removed daily. Hosing of floors shall not be permitted. Hard to reach places shall be mopped by hand. Movable fixtures (excludes any modular-type furniture/fixtures), furniture and equipment, including desks, chairs, tables, trash receptacles, business machines on rollers, etc., shall be moved, as required, during the dusting and wet mopping operations.

1. Spot Mopping Standard: All spot mopping shall be done with an EPA approved Germicidal Disinfectant. Procedure for mixing of the proper amount of an EPA approved Germicidal Disinfectant solution will be in accordance with the manufacturer’s instructions.

2. Wet Mopping Standards: All wet mopping solutions shall be germicidal in content.

Mopping solution shall be used in accordance EPA approved Germicidal Disinfectant. Special attention shall be given to floors in the winter when rock salt and slush are being tracked throughout the facility. Floors shall be free from soap film a mop streak. Water seepage under baseboards, bumping baseboards and corners of furniture, and splashing water on baseboards or furniture shall not be permitted.

(2) Refinishing/Buffing/Burnishing/Scrubbing/Stripping/Sealing

(a) Refinishing Standard: Two (2) coats of sealer and three (3) to four (4) coats of premium floor finish applied to a clean floor. Floors shall be cleaned removing all black rubber marks, furniture marks, tar, stains, gum etc., prior to refinishing and buffing. No heavy accumulation of floor finish around walls, under furniture, door thresholds, pipes, fixtures or in corners shall be permitted. Streaking in the wax over waxing over debris should be avoided. All tile floors shall be finished as described above with the exception being linoleum which shall

LESSOR: _______ GOVERNMENT: _______ Page 4 of 14 receive only two coats of sealer. All floor finish must be approved, and anti-slip. Movable fixtures, furniture, and equipment, including desks, chairs, tables, trash receptacles, business machines on rollers, etc., shall be moved during the refinishing and buffing operations and then replaced. Finish shall be applied to achieve hi- solid content and desired appearance.

(b) Buffing Standard: All finished floors shall be buffed to hard luster finish with a disc-type machine. Floors shall be swept/vacuumed, cleaned, and wet mopped before buffing and dust mopped after buffing.

(c) Burnishing Standard: Floors shall be burnished with a high speed, pad holding floor machine. Machine speed shall be between 1500RPM to 2500 RPM. The pad shall be adjustable so as not to burn the floor. Prior to burnishing, the floor shall be wet mopped to remove debris.

After burnishing is completed, floor shall be dust mopped. Hallways and entrance ways should be burnished monthly or as needed.

(d) Scrubbing Standards: All floors shall be scrubbed with a disc-type floor machine with scrubbing brush or pad. Hard-to-reach places shall be scrubbed by hand. Floors shall be rinsed with clean water and dried. Floors shall have all wax, furniture marks, black marks, tar, gum, rust, and other like substances removed. Hosing of floors shall not be permitted.

(e) Stripping Standard: Floors shall be stripped of all accumulated waxes and finishes, and thoroughly rinsed. Strippers containing acids, ammonia, or other harsh solvents shall not be used. If floors are discolored or spotting is apparent after initial stripping is completed, additional stripping shall be required until a uniform color appearance is obtained.

(f) Sealing Standard: All resilient floor coverings shall be uniformly sealed with two (2) thin coats of a sealer.

(g) The Lessor assumes all responsibility for any damaged doors, furniture, baseboard, etc. Any damages noted by the Program Manager will be communicated in writing to the Contracting Officer (CO). Damaged areas shall be repaired by the Lessor at no expense to the Government.

(h) Complete Refinishing/Buffing/Burnishing/Scrubbing/Stripping/Sealing of the exam room offices, offices, and miscellaneous rooms with vinyl coated tile (VCT) shall occur every six

(6) months during the months of October and April.

(i) Complete Refinishing/Buffing/Burnishing/Scrubbing/Stripping/Sealing of the hallway and main area VCT shall occur bi-annually during the months of October, and April. When cleaning hallways, protective barriers shall be installed to eliminate any dust, wax, water, stripper etc. from going under doors into the exam rooms.

(3) Carpet Floors

(a) Vacuuming Standards: Except for areas indicated, vacuum cleaners shall be used for cleaning inside the building. Filters, accessories, and the cleaners shall be maintained in the manner recommended by the manufacturer to assure maximum effectiveness in reducing the introduction of dust and microbes into the air.

(b) Spot/Total Cleaning: Spot cleaning of carpet is defined as the cleaning of certain areas necessitated by heavy traffic patterns, accumulation of soil or spills of certain materials. Excess liquid or solid residue shall be removed with appropriate materials, and in large areas a wet pick-up vacuum shall be used if necessary. All carpeted areas shall be cleaned with a carpet cleaning machine after the winter and by April 30th or as needed.

1. Check In Areas: Chairs, counters, door handles, and patient areas are to be wiped down daily.

2. Dusting: Dust cloths and other dusting tools shall be clean. Dusting shall be accomplished by use of chemically treated cloth or paper products to avoid scattering of

LESSOR: _______ GOVERNMENT: _______ Page 5 of 14 dust. Oil treatment is not permitted. Surfaces shall be free from dust after dusting is completed. The use of feather dusters and brushes is not permitted. All low dusting shall be done before the floors have been vacuumed or swept so the dust can settle. Walls, vents, and ceiling surfaces shall be vacuumed cleaned with a soft brush nozzle attachment. Vents shall be free of dust and wiped with an EPA approved Germicidal Disinfectant if needed to remove dust/dirt buildup.

3. Light Fixtures: Exposed light fixtures shall be washed with a sponge or clean cloth dampened in an EPA approved disinfectant and wiped dry with a clean cloth.

a. The covers of incandescent and recessed lights shall be washed/dusted inside and outside. All insects and other foreign materials shall be removed. Every precaution shall be taken to assure that the glass and tubes are properly and securely replaced. Light bulbs through the clinics shall be replaced, as needed. The Lessor will furnish light bulbs.

4. Window Blinds: All smooth surface blinds shall be washed in place using soft, clean cloth dampened in a mild, neutral soap and water solution, rinsed, and wiped dry with a clean cloth. An EPA approved Germicidal Disinfectant shall be used with each cleaning. Care shall be taken to avoid getting cords or tapes wet. All blind slats shall be left clean and free from streaks, smears, or unwashed places. Cloth covered blinds shall be cleaned according to the manufacturer.

5. Fixture Cleaning: Every sink shall be properly cleaned and kept free of stains, marks, films, streaks, and odors. Soap and paper towels shall be refilled, and batteries replaced when necessary. The Lessor will supply soap, paper towels, and batteries.

6. Wall Washing: Only small areas shall be washed, rinsed, and dried at one time.

No water shall be spilled or splashed on windows, furniture, or equipment. All furniture and equipment moved in the process shall be repositioned upon completion.

7. Trash Removal: Collected non-infectious trash shall be promptly removed from the AOPC and placed in exterior refuse containers at the warehouse loading dock.

Collected infectious trash, including sharps containers shall be promptly removed from the exam room and placed in the Biohazard Storage Room for pickup. Correctly box and label any biohazard or sharps containers that are generated by the facility. Correctly package any light bulbs or dirty linen to be recycled, disposed, or returned. Filled trash carts shall not stand in hallways, rooms, or on ramps. All trash containers with exception of those in the Mental Health Unit shall contain a clean plastic bag insert. Trash carts, wastebaskets, disposal cans and other trash containers shall be emptied and thoroughly cleaned and wiped dry.

8. Miscellaneous Cleaning (Scrubbing/Washing): Furniture, i.e., tables, chairs shall be scrubbed with a mild disinfectant. Washing of doors, handrails, doorframes, and walls will be accomplished with an EPA approved cleaner to disinfect and remove dirt.

9. Furniture: If any furniture is removed from an area while cleaning is being accomplished, the furniture shall be replaced in original position after cleaning is completed. Chairs, wastebaskets, etc., shall not be placed on desks, tables, counters, or other surfaces.

LESSOR: _______ GOVERNMENT: _______ Page 6 of 14

(4) Task Frequency Performing the tasks identified above shall be determined by the Lessor: However, the following tasks shall be performed at least daily, weekly and/or annually:

A. Daily Cleaning Requirements:

a. Clean sinks, mirrors, toilets, and fixtures.

b. Sweep hard surfaces.

c. Vacuum carpeted areas.

d. Wet mop floors.

e. Dust furniture and equipment.

f. Empty all infectious and non-infectious materials containers.

g. Exterior Building Entrances, Exits, Patios and Dock

h. Glass on main entrance doors

i. Snow removal.

j. Sweeping and cleaning.

k. Pest Control.

l. Pick up trash and cigarette butts.

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

n. Trash shall be removed from the site and placed in appropriate containers.

o. See Section 2, Item E: Cleaning and Disinfecting Requirements below.

B. Weekly Cleaning Requirements:

a. Spot wash horizontal and vertical surfaces, walls, doors, woodwork, and partitions.

Check all vents in the facility.

b. Dust ledges, windowsills, bathroom stall frames, woodwork, window blinds, light fixtures, air conditioning/heating vents and other areas where dust may collect.

c. Clean all other glass areas (excludes windows).

d. Exterior Building Entrances, Exits, Patios and Dock

e. Lawn maintenance.

f. Exterior Site and Parking

g. Lawn maintenance.

h. Sweeping and cleaning.

i. Pest Control.

j. Pick up trash and cigarette butts.

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

l. Trash shall be removed from the site and placed in appropriate containers.

m. Glass Cleaning

n. Clean interior and exterior side of exterior doors and entrance glass.

o. Clean exterior side of exterior windows.

C. Exam Room Curtain Replacement

a. Lessor to provide anti-microbial exam room curtains

b. Lessor Contractor shall hang clean curtains supplied by the VA on an annual basis

LESSOR: _______ GOVERNMENT: _______ Page 7 of 14 or replace curtain as needed if soiled.

D. General Maintenance:

a. Properly maintain plants and lawns. Replace light bulbs, fluorescent tubes, ballasts, and starters. Control pests as appropriate, using Integrated Pest Management techniques, as specified in the VA Environmental Management Integrated Pest Management Technique Guide (E402- 1001).

E. Cleaning and Disinfecting Requirements:

a. The Lessor contractor shall routinely wipe down all solid, high contact surfaces in common and high traffic areas using soap and water, followed by a disinfectant from the EPA-registered list of products. Cleaning staff shall use products in accordance with directions provided by the manufacturer, including the use of personal protective equipment (PPE), if applicable. Disinfection application and products should be chosen so as to not damage interior finishes or furnishings.

b. “Routinely,” for purposes of this section, is defined as no less than once daily. More frequent cleaning and disinfection may be required based on level of use.

c. Examples of interior and exterior common and high traffic areas include, but are not limited to, handrails / guardrails, door knobs, key card scan pads, light switches, countertops, table tops, water faucets and handles, elevator buttons, sinks, toilets and control handles, restroom stall handles, toilet paper and other paper dispensers, door handles and push plates, water cooler and drinking fountain controls, benches, bus stops, flagpoles and canopy columns (surfaces up to 6’-0” high), flagpole operating mechanisms, trash receptacles and dock leveler devices. Disinfected surfaces should be allowed to air dry.

SECTION 3: SERVICE SUMMARY

PERFORMANCE

Note: A list of any additional cleaning agents along with their Safety Data Sheet (SDS).

The Government shall appoint a Program Manager for monitoring the day-to-day activities of this contract. The Lessor will be responsible for inspection and acceptance of the work performed under this contract. When deficiencies are reported to the Lessor, the Lessor shall take immediate steps to correct them. If the Lessor does not take immediate steps to correct deficiencies, the Program Manager shall report the facts of the event to the Government Contracting Officer. The Government Contracting Officer reserves the right to take any appropriate action authorized by law to resolve the issue or to terminate the contract for default. Only the Government Contracting Officer has the authority to make changes to the specifications, price, terms, and conditions of the contract. No service should be performed, or action taken by the Lessor, which is outside of the contract unless, directed solely by the Government Contracting Officer and/or a written modification to the contract.

SURVEILLANCE: The Program Manager will receive complaints from AOPC personnel and pass

LESSOR: _______ GOVERNMENT: _______ Page 8 of 14 them to the Lessor for correction.

STANDARD: The standard is two (2) or less customer complaints per month in each area. The Program Manager shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed two (2) customer complaints.

PROCEDURES: Any clinic employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the Program Manager will complete appropriate documentation to record the complaint. The Program Manager will consider the customer complaint valid upon receipt from the customer. The Program Manager should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the Program Manager if not corrected. The Lessor will be given two hours after verbal notification to correct the unacceptable performance.

If the Lessor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Lessor will notify the Program Manager. The Program Manager will investigate to determine the validity of the complaint. If the Program Manager determines the complaint as invalid, they will document the written complaint of the findings and notify the customer. The Program Manager will retain documentation for his/her files. If after investigation the Program Manager determines the complaint as valid, the Program Manager will inform the Lessor, and the Lessor 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 Program Manager will evaluate the services required by each delivery order to ensure compliance. The Lessor will establish internal controls to ensure quality.

The Program Manager will inspect all work tasks required by the task or delivery order to ensure the Lessor is maintaining standards of cleanliness. COR led spot inspections will lead to documentation and notification to the Contracting Officer and Lessor of on-site deficiencies.

a. If any of the services do not conform to contract requirements, the Government may require the Lessor to perform the services again in conformity with contract requirements, at no additional cost to the Government. When the defective services cannot be corrected by re-performance, the Government may:

(1) Require the Lessor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the monthly rent to reflect the reduced value of the services performed.

SECTION 4: GENERAL INFORMATION

1. FACILITY ACCESS

a. The Lessor will provide entrance keys and/or access codes for the AOPC. Only authorized Lessor contractor personnel are allowed inside the AOPC. Lessor contractor personnel are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized Contractor employee.

Any keys and/or access codes provided to Lessor and/or Contractor(s) shall not be duplicated or shared with anyone other than authorized Lessor and/or Contractor

LESSOR: _______ GOVERNMENT: _______ Page 9 of 14 personnel.

(1) Any keys lost by the Lessor and/or Lessor Contractor(s) shall be replaced by the Lessor at the Lessor’s expense. All locks and keys on that lock system shall be replaced by the Lessor and the total cost of the replacement shall be at Lessor’s expense.

(2) The Lessor and/or Lessor Contractor shall be responsible for immediately reporting the occurrence of a lost key to the Program Manager during normal working hours.

(3) The Lessor and/or Lessor Contractor shall not open locked areas to permit entrance by persons other than Lessor and/or Lessor Contractor personnel performing assigned duties. Except when the Lessor and/or Lessor Contractor is assisting the Haz- Mat Sharps contractor, Shredding contractor when they arrive, and the contracted employee signs the manifests when pick up is complete.

(4) All areas that are required to be locked shall be re-locked by the Lessor and/or Lessor Contractor following completion of the assigned duties.

b. The Lessor and/or Lessor Contractor shall turn off all lights in unoccupied areas, unless otherwise directed.

c. The Lessor and/or Lessor Contractor shall close and lock all open windows prior to leaving the area.

d. The Lessor and/or Lessor Contractor upon leaving the premises shall ensure the building is locked & the security system has been armed.

2. CONVERSATION OF UTILITIES

a. The Lessor and/or Lessor Contractor shall observe the following utility Conservation practices:

(1) Lights shall be used only in areas where work is being performed.

(2) Equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted.

(3) Water faucets or valves shall be turned off after their required use.

(4) Government telephones shall not be used for personal business.

3. SAFETY

a. The Lessor and/or Lessor Contractor shall report in writing any accident which may occur out of or in connection with the performance of services required under this contract and which will result in injury, property damage or death, to the Program Manager during the day of the occurrence or the following day if event occurs before midnight.

(1) Accident reports shall give full details of the accident, including witness statements.

(2) If any claim is made by their party against the Lessor as the result of an accident that occurs in connection with the performance of this contract, the Lessor shall promptly report the facts, in writing, to the Program Manager.

a. The Lessor and/or Lessor Contractor shall report to the Program Manager any fire hazards or items in need of repair.

b. The Lessor and/or Lessor Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

LESSOR: _______ GOVERNMENT: _______ Page 10 of 14

c. Lessor and/or Lessor Contractor personnel must be United States citizens or permanent residents.

d. Lessor and/or Lessor Contractor personnel shall read, understand, speak, and write English well enough to effectively communicate with AOPC staff.

e. Lessor and/or Lessor Contractor personnel shall maintain open and professional communication with members of the AOPC staff.

f. Lessor and/or Lessor Contractor personnel shall present a neat appearance and wear a nametag and other identifying apparel.

g. No smoking is permitted within the AOPC or on the grounds.

h. The Lessor and/or Lessor Contractor shall turn in lost or found articles to the

AOPC staff housekeeper on duty after normal hours.

i. The Lessor and/or Lessor Contractor must maintain and show proof of current workers’ compensation, employers’ liability and general liability insurance policies in the minimum amounts required by this contract. See Section C of the solicitation for more information.

j. The Lessor and/or Lessor Contractor shall provide to the Contracting Officer a current list of the names, addresses, Social Security Number, and the date and place of birth, of all employees who will perform work under this contract.

Changes in the employment list shall be provided to the Contracting Officer prior to the employee performing service at the AOPC. The Lessor and/or Lessor Contractor shall make available upon request by the Contracting Officer, documentation for each employee who performs work under this contract, to establish that they are authorized to work in the United States.

k. Employee Training: To ensure competent and safe performance of the work under this contract, the Lessor and/or Lessor Contractor shall provide appropriate training to employees prior to the beginning of service under this contract. This includes any Occupational Safety and Health Administration (OSHA) or specific SDS instructions for chemicals, HIPPA Privacy, HAZMAT, etc., used in performance of the contract.

l. The Lessor and/or Lessor Contractor shall provide all personal protective equipment (PPE), including but not limited to, latex gloves, respirators, safety glasses, ear plugs, etc., to meet all OSHA requirements.

m. HHS/OIG: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor shall Check the Health and Human Service – Office of Inspector General (OIG), List of excluded individuals/entities on the OIG website (www.hhs.gov/oig) for each person providing services under the contract. The Lessor shall be required to certify in its proposal that all persons listed in the Lessor proposal have been compared against the OIG list and are not listed.

http://www.hhs.gov/oig

LESSOR: _______ GOVERNMENT: _______ Page 11 of 14

4. RECORDS MANAGEMENT

a. The Lessor shall ensure all records (according to Title 44, United States Code, Public Printing and Documents, Section 3301, include all books, papers, maps, photographs, machine readable materials, or other documentary materials, regardless of physical form or characteristics), files, documents and working paper provided by the Government, and/or generated for the Government in the performance of this contract, remain Government property and are maintained in accordance with established Federal Records Act (Public Act 81-754), Freedom of Information Act (Public Law 90-23) and Privacy Act of 1974 (Public Law 93-529).

5. CONTINUITY OF SERVICES

a. The Lessor shall ensure sufficient staffing and resources to provide all required services and support through the term of the contract. The Lessor is responsible to replace any employee that has called off sick or is on scheduled vacation to maintain continuity of services.

6. POST AWARD CONFERENCE

a. The Lessor shall not commence contract performance until the Contracting Officer (CO) has conducted a post award conference or has advised the Lessor that a kickoff meeting is waived.

7. CONTRACT

a. Government

(1) CO: The CO has the overall directional authority of this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions requirements, specifications detains and/or delivery schedule; make final decisions on disputed deductions from contract payment for non-performance; terminate the contract for convenience or default: issue final decisions regarding contract questions or matters under dispute. However, he/she may delegate certain other responsibilities to his/her authorized technical representative(s).

(2) Program Manager: A Program Manager will be designated to monitor the day-to-day operation of the contract. The responsibilities of the COR include but are not limited to determining the adequacy of performance by the Lessor and/or Lessor contractor or accordance with the terms and conditions of this contract and reporting performance to the

CO.

Ensure compliance with contract requirements insofar as the work is concerned by advising the Lessor of their contracted employees non-performance or unsatisfactory performance: and advising and documenting to the Program Manager and CO of any nonperformance/performance/compliance issues which may result in rent deductions. A designation letter naming the Program Manager and his/her duties will be provided after the award.

b. Lessor: After receipt of contract award, the Lessor shall provide the name and telephone number of an individual to act as his/her representative. The designated representative shall be responsible for the administration and coordination of this contract and shall be available to respond to questions/requests Monday through Friday from 8:00 a.m. to 4:30 p.m. A night emergency contact must be provided to the Government.

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8. SUBCONTRACTOR PROVIDED SERVICES

a. Individuals that provide services under this contract who are not employees of the Lessor shall be regarded as subcontractors. The Lessor shall be responsible and accountable for the quality of service provided by any of its subcontractors and for subcontractors’ strict compliance with all contract terms and conditions.

9. CONFLICT OF INTEREST

a. The Lessor and/or sub-contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

The Lessor and/or sub-contractor shall not employ any person who is an employee of the Department of Veterans Affairs unless such person seeks and receives approval in accordance with applicable policy.

SECTION 5: IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Lessor, Lessor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. The Lessor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. The Lessor, Lessor personnel, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. The Lessor, Lessor personnel, subcontractors, must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the Lessor or subcontractor's employ. The Contracting Officer must also be notified immediately by the Lessor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the Lessor or subcontractor by VA for the performance or administration of this contract or information developed by the Lessor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the Lessor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

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4. SECURITY INCIDENT INVESTIGATION

a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Lessor/ subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Lessor/ subcontractor has access.

5. TRAINING

a. All Lessor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The Lessor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

SECTION 6: CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

The Lessor will be responsible for ensuring that all personnel, subcontractors, and third-party servicers and associates comply with physical security policies. A compliant ID badge shall be worn by Contractors at all times while on VA premises. Badges must be obtained in order to perform work on station under the awarded contract.

Lessor, Lessor personnel, subcontractors, and third-party servicers and associates may not have access to the VA network or any VA sensitive information under this contract. All Lessor

LESSOR: _______ GOVERNMENT: _______ Page 14 of 14 personnel, subcontractors, and third-party servicers and associates must receive Privacy training annually using one of the following methods:

• Complete “VA Privacy Training for Personnel without Access to VA Computer Systems Or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/SecureAuth35/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain.

• Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the COR. Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the COR.