4. Appendix B. Bowling Green, KY Janitorial Services and Site Management-9-6-24.pdf

RLP No. 36C10F24R0039-Bowling Green, KY OPC

Appendix B: Janitorial Services and Site Management Services

1.1 GENERAL JANITORIAL SERVICES

The Lessor shall provide all personnel, equipment, facilities, transportation, tools, materials, supervision, and other items and non-personnel services necessary to perform Daily Janitorial Services as defined in Appendix B except for those items specified as Government furnished property and services. All services provided shall meet performance standards specified in the Performance Requirement Summary (PRS) of this Performance Work Statement (PWS) and referenced documents. Agencies shall train their employees in appropriate cleaning and disinfection procedures following Centers for Disease Control and Prevention (CDC) Guidance as well as for interaction with private sector temporaries to assure that the supervisory responsibilities identified in paragraph (a) of § 300.501 of this subpart are carried out by the temporary help service firm. The Lessor shall commence all operations required by the lease as of the first day of the lease period. The Lessor shall direct daily cleaning operations, supervise custodial personnel, develop cleaning schedules, make quality control inspections, hire, and train employees, communicate and coordinate with building personnel, forecast material usage, and provide all equipment. This document assumes that the Lessor is professionally capable, knowledgeable of, and competent to perform clinical cleaning in accordance with applicable regulations and guidelines.

The Government shall not exercise any supervision or control over the Lessors service providers performing the services herein. Such Lessors service providers shall be accountable solely to the Lessor who, in turn is responsible to the Government.

The VA shall furnish only the products required to fill government owned dispensers such as soaps, paper towels, toilet paper and hand sanitizer. The Lessor personnel shall utilize the hospital approved liquid anti-microbial hand soap, and alcohol foam hand sanitizer. A listing of approved products will be provided during post-award orientation prior to commencement of performance. Performance will be based on the Contracting Officer’s evaluation of results, not the frequency or method performance.

1.2 MATERIALS AND PROCEDURES

A. Standards

It is the Lessor’s responsibility to maintain the clinic in a condition that meets all housekeeping and sanitization requirements of this solicitation in accordance with the Occupational Safety and Health Administration (OSHA) and the Joint Commission (TJC) safety guidelines and all other applicable regulations.

B. Work Schedule

The Lessor shall perform most of the services required within this lease primarily after Government normal business hours. The Government’s normal business hours are Monday through Friday from 7:00 AM to 4:30 PM except for federal holidays. Government holidays are considered regular workday for Lessors employees unless otherwise identified. The Lessor is responsible for providing services, from 7:00 AM, until all scheduled tasks are completed, Monday thru Friday, Saturday, Sunday, and holidays as necessary, except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1. The Lessor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within Appendix B when the Government facility is not closed for the above reasons. Work schedule must be coordinated with the COR.

2. Lessor shall provide daily policing during the day to ensure restrooms are cleaned throughout the day to ensure that Veterans do not experience uncleaned restrooms.

3. Lessor will provide terminal cleaning of all spaces to include clinical spaces between the hours of 3p to 12:00a, unless otherwise identified.

i. Service requirements:

ii. The Lessor will provide and onsite Supervisor to provide direct oversite for the assigned staff that are assigned to work at the facility.

C. Janitorial Staff and Supervision

1. The Lessor shall provide a Supervisor who shall be responsible for the performance of the work. The name of this person and an alternate (s) who shall act for the Lessor when the Supervisor is absent shall be designated in writing. The Lessor’s onsite Supervisor shall have experience in managing and performing a successful program as described in Appendix B, for at least 24 months within the last three years. This experience must have been gained as a result of being regularly engaged in the business of providing the same or similar services in a medical facility.

i. The Supervisor and alternate shall have full authority to act on all matters relating to the daily operations. They shall be the designated the Points of Contact (POC) for these services. Their names shall be provided. The designation letter shall include phone number(s) for duty hours and after duty hours.

ii. The POC or alternate shall be available during normal duty hours to meet with government personnel designated by the COR to discuss areas of concerns as needed. After normal duty hours, the standard for response to a Government inquiry shall be within 3 hours. The POC and alternate shall also provide home phone numbers to be used in case of emergency situations.

2. The Lessor personnel shall present a neat appearance and be easily recognized.

The Lessor personnel assigned to the performance of this lease are to wear a provided standard distinctive uniform that is clearly distinguishable. Uniforms are to be clean and maintained in good repair. The Lessor personnel must have a clearly readable name identification device consisting of the employee’s name and the service name will be worn on or in the area of the left breast pocket (above the waist).

3. Personnel providing services under this lease shall be able to understand, read, write, and speak fluent English. They shall be able to read and understand chemical labels/signs.

4. All personnel shall be legal residents of the United States. The Lessor shall not employ any person who is an employee of the TVHS, employing that person would create a conflict of interest.

5. The Lessor shall ensure all employees are qualified to perform the requirements of the lease.

6. The Lessor shall not employ persons for work on this lease if such employee is identified to the Lessor by the Contracting Officer as a potential threat to the health, safety, security, general wellbeing, or operational mission of the facility and its population.

7. The Lessor shall remove from the job site any employee for reasons of misconduct or security violations. The removal of such a person shall not relieve the Lessor of the requirement to provide personnel to perform adequate and timely service.

8. Lessor personnel performing work under this lease must have a minimum of a NACI prior to commencement of work under this lease and must maintain the level of security required for the life of the lease. Upon lease award, all Lessor personnel shall be subject to the appropriate type of background investigation or screening per VA policy as delineated in Security Requirements and must receive a favorable adjudication from the local VA facility or VA Security and Investigations Center (SIC) depending on the type of investigation /screening required. All required forms must be completed and submitted to the Contracting Officer prior to any new employee starting to work.

9. ACCESS LIMITATION: Only authorized Lessor employees are allowed inside the VA clinic. Lessor employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized Lessor employee.

10. Written work instructions are required to implement the requirement for building security. The Lessor personnel shall be provided keys by the agency’s supervisor or General Foreman at the start of each shift. Keys are to be returned to the supervisor or General Foreman at the end of the work shift daily to allow access to all buildings and rooms/areas requiring cleaning. The Government may choose to accompany Lessor personnel when in certain secured areas. Keys provided to the Lessor shall not be duplicated nor removed from the premises. All keys not issued for the day shall be retained in the designated locked key box. Only shift leaders will be issued a master key and it shall be in their possession while they are on duty. The Lessor shall be responsible for immediately reporting the occurrence of a lost key to the COR.

The Government at the Lessor's expense (including re-keying all doors that were affected by the lost key) shall replace any keys lost by Lessor personnel. In the event a key(s) is lost or duplicated, the Government shall replace all locks and keys on that system and the total cost deducted from the monthly payment due the Lessor. If a key is lost, the Government shall replace the lock for that room(s)and the total cost deducted from the monthly payment due the Lessor.

11. Lessor employees shall not allow anyone use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than Lessor employees performing assigned duties. All rooms/areas unlocked for cleaning shall not be left unattended during the cleaning process and shall be locked by Lessor personnel after completion of cleaning duties.

12. Lessor personnel shall turn off all lights they turned on when entering an area.

13. Smoking, if permitted, is only permitted in designated areas only. 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.

D. Safety and Special Procedures

1. The Lessor shall consider the clinical 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 both floors and walls. 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 will require to be changed out every six months.

2. All OSHA Safety Regulations including 29CFR 1910.28 (I) (10) and 1910.66 subpart D will be strictly adhered to (Regulation may be located at http://www.osha.gov/). All chemicals used on VA property must be accompanied by a Material Safety Data Sheet and be approved by a COR or designee. All materials and equipment will be removed from the facility or stored at the end of the workday.

3. The Lessor shall take such safety precautions as are necessary to protect the lives and health of occupants of the building during performance of lease requirements.

The Lessor shall immediately correct any fire and safety deficiencies caused by his/her personnel.

4. Handling of Infectious Medical Waste ("Red Bag" Waste and "Sharps") Containers:

The Lessor employees may be required to collect bio-hazardous "RED BAG" waste and solid, enclosed "SHARPS" containers from the treatment facility, and to deposit the bags and containers in designated bio-hazardous waste containers (usually located outside and at the rear of the facility in locked cage or storage facilities).

Sharps containers will be changed as needed or 3/4th full. Lessor shall maintain records on employee training.

5. At a minimum Lessor shall cover the following topics listed in 29 Code of Federal Regulation (Labor) 1910.l-1910.1450 which is to be conducted not less than two (2) full days from date of lease award. The Lessor shall provide evidence that its employees are trained for providing janitorial services for a healthcare facility in all aspects of cleaning and in the use of all chemicals utilized for cleaning. The Lessor shall ensure that a minimum of 20 hours of job-specific training is conducted period of performance. Training shall include the following:

i. Lessor is responsible to provide competency to VA COR and demonstrated staff knowledge. See “ALL AREAS” below under “Daily Cleaning Requirements”.

ii. 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.

iii. General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced, or contained through proper environmental sanitation methods.

iv. Infection control orientation, relating duty functions to the technical provisions of this specification.

v. Proper use and handling of germicidal detergents, supplies, and equipment.

vi. Care and maintenance of Lessor and Government-furnished property.

vii. Familiarization with local fire prevention and safety procedures.

viii. Familiarization with applicable facility policies/regulations and their effect on sanitation services.

ix. Individual duties and responsibilities.

x. Procedures for replenishing cleaning supplies and obtaining equipment repair.

xi. Techniques/methods for measuring quality of work performance.

xii. Basic orientation to the facility, function, mission, goals.

xiii. Facility emergency fire and disaster program.

xiv. Hazardous Communication Standard

xv. Utility Operation

xvi. Standard Precautions

xvii. Emergency Preparedness

xviii. Body Mechanics/Lifting

xix. Accident Reporting

xx. Sexual Harassment

xxi. Ethics

6. QUALITY CONTROL: The Lessor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Lessor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Lessor’s quality control program is the means by which he assures himself that his work complies with the requirement of the lease.

7. CONTENT: The plan shall comply with the requirements of FAR 52.246-4, Inspection of Services—Fixed Price, which is incorporated in the clause section C.13 of the lease. The Quality Control Plan shall be specifically tailored to the tasks of Appendix B. The Lessor shall list how specific tasks for Appendix B shall be accomplished. The plan shall include the written work instructions, procedures, processes, and product descriptions to implement obligations. The preparation/maintenance of, and compliance with the plan shall be audited as a function of the Lessor’s Quality Control Program to assure compliance with or timely changes to the plan. The COR shall be included in document distribution for all formalized changes to the Lessor’s Quality Control Plan. The COR shall request corrective action to improve the quality of patient care or cure the damage to the facility.

8. INSPECTION SYSTEM: An inspection system shall be submitted covering all the services specified in this PWS. It must specify the areas to be inspected on a scheduled or unscheduled basis, how often inspection will be accomplished, and the title of the individual (s) who will perform the inspections.

9. IDENTIFICATION AND PREVENTION: The identification and prevention system shall include written work instructions to implement quality trend analysis and documentation of management action taken as a result of the analysis of quality data Methods shall be submitted for identifying and preventing defects in the quality of service performed before performance becomes unacceptable.

10. RECORDS: On-site records of all inspections conducted, and necessary corrective action taken shall be readily available in report format. This documentation shall be made readily available to the government during the term of the lease. Record shall include a description of the records to be kept to document inspections and corrective or preventive actions taken. The records of inspections shall be kept and made readily available to the government throughout the lease performance period and for the period after lease completion until final settlement of any claims against this lease. The quality control program shall assure that records are complete and reliable. Reliable records are objective evidence of the existing or past quality of service.

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 patients are in the clinics. 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. An EPA registered germicide will be used to clean all patient areas, floors, examination tables, and medical equipment. 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 (or approved equivalent) hand soap. The Lessor shall provide plastic linings for all trash receptacles. Provide clear plastic lining 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 waste shall be removed and disposed of in the dumpsters. Trash receptacle liners, based on the size of the receptible

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

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

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

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

5. Germicide: EPA-registered

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

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

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

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

A copy of the MDS sheets for all products used shall be maintained at the clinic and shall be available for review by VA upon request. MDS 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.

F. Selection of Cleaning Products

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

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

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

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

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.

H. Waste and Recycling 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.

1. 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 collect and remove recycled materials weekly.

1.3 TASKS AND ASSOCIATED FREQUENCIES

A. Outpatient Areas: Primary Care Area, Specialty Care Area, Radiology, lab/phlebotomy, physical therapy, Behavioral Health etc. (Daily)

1. The Lessor will take care of all daily cleaning of the clinical areas to ensure high-quality aseptic services are performed as is necessary in a clinic setting.

2. Maintain Floors: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed to ensure they have a uniform, glossy appearance and free from dirt, debris, dust, scuff and heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position. Wet strip and apply fresh coats of floor finish to resilient floors as needed.

3. Vacuum Carpets Behavioral Health: Vacuum carpeted areas. After daily vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter.

Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government representative.

4. Break room: All have VCT flooring and shall be dust mopped, wet mopped and refinished. Counters, sinks, and shelving will be clean with no particles on or underneath appliances and wiped with VA approved germicidal. All tables, chairs, and other furnishings will be wiped down with VA approved germicidal and left free of any part particles, smears, or stains. This area should be ready for inspection and free of any dust on vents, ledges and walls should be clean with no lint, finger marks, or stains.

5. Common Areas: Waiting areas to include the back, seat, and legs of all chairs, tables, windowsills stairwells, and corridors will be swept, mopped, and wiped down with VA approved germicidal frequently throughout the day. Entrance mats shall be clean as required to maintain quality standards.

6. Remove Trash: All trash should be removed from the areas being cleaned at the end of each day. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

7. Clean and Disinfect exam rooms at the end of the day. Completely clean, disinfect with the use of Environmental Protection Agency (EPA) approved hospital grade germicidal detergent, and polish dry all surfaces of sinks, water fountains and plumbing fixtures. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Waiting rooms shall be free of all paper, trash, empty bottles, and other discarded material.

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

ii. Clean and disinfect sinks and countertops.

iii. Clean and refill soap dispensers.

iv. Clean and refill all paper towel dispensers.

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

vi. Clean mirrors.

8. Terminal Cleaning

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 such cleaning.

ii. 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.

B. Public Areas (Daily)

1. Clean Interior Glass/Mirrors: Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, fire extinguisher case, check in windows, Outpatient Pharmacy Pick up window and glass picture frames. After glass cleaning, there shall be no traces of film, dirt, streaks, smudges, water, or other foreign matter.

2. Vacuum Carpets: Vacuum carpeted areas. After daily vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government representative.

3. Clean Carpets: All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location.

4. Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats.

After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

5. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

6. General Dusting: All horizontal surfaces shall be dusted or cleaned to eliminate dust collection and wiped with VA approved germicidal.

7. Walk Off Mats

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

ii. Walk off mats shall be professionally cleaned a minimum of twice yearly.

iii. Wall off mats shall have the characteristics for heavy traffic in a healthcare facility.

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

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

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

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

8. 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” Bag Stand and S-17365 Large Bags or approved equal.

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

9. Replace light bulbs as necessary.

10. Appropriately address non-scheduled janitorial tasks.

11. Flu Stations (completed during daily operational hours)

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.

C. Public Restrooms (Daily to include policing during the day and terminally clean at the end of each day)

1. Clean and Disinfect: Completely clean and disinfect with the use of an EPA approved hospital grade germicidal detergent all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, saunas, partitions, dispensers, doors, walls, and other such surfaces. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, all stainless-steel appliances and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

2. Descale Toilet Bowls: Descaling shall be performed every week as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

3. Sweep and Mop Floor: After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. The item is to be returned to its original spot upon completion of task. Floors shall be dust mopped, stripped, scrubbed, waxed, buffed, as necessary to maintain sanitary conditions and a clean, uniform appearance.

4. Stock Restroom Supplies: Lessor personnel shall ensure restrooms are stocked sufficiently so that supplies including soaps, paper towels, and toilet paper do not run out. Supplies shall be stored in designated areas.

D. Administrative areas (Daily)

1. Maintain Floors: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed to ensure they have a uniform, glossy appearance and free from dirt, debris, dust, scuff and heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position. Wet strip and apply fresh coats of floor finish to resilient floors as needed.

2. Break room: All have VCT flooring and shall be dust mopped, wet mopped and refinished. Counters, sinks, and shelving will be clean with no particles on or underneath appliances and wiped with VA approved germicidal. All tables, chairs, and other furnishings will be wiped down with VA approved germicidal and left free of any part particles, smears, or stains. This area should be ready for inspection and free of any dust on vents, ledges and walls should be clean with no lint, finger marks, or stains.

3. Common Areas: Waiting areas to include the back, seat, and legs of all chairs, tables, windowsills stairwells, and corridors will be swept, mopped, and wiped down with VA approved germicidal frequently throughout the day. Entrance mats shall be clean as required to maintain quality standards.

4. Remove Trash: All trash should be removed from the areas being cleaned at the end of each day. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

5. Clean and Disinfect: Completely clean, disinfect with the use of Environmental Protection Agency (EPA) approved hospital grade germicidal detergent, and polish dry all surfaces of sinks, water fountains and plumbing fixtures. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Waiting rooms shall be free of all paper, trash, empty bottles, and other discarded material.

6. Clean Interior Glass/Mirrors: Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, fire extinguisher case, check in windows, Outpatient Pharmacy Pick up window, and glass picture frames. After glass cleaning, there shall be no traces of film, dirt, streaks, smudges, water, or other foreign matter.

7. Vacuum Carpets: Vacuum carpeted areas. After daily vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government representative.

8. Clean Carpets: All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location.

9. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

10. General Dusting: All horizontal surfaces shall be dusted or cleaned to eliminate dust collection and wiped with VA approved germicidal.

E. Daily Policing Schedule of All Areas (complete throughout each operational shift, without impacting employees, patients, and visitors)

1. Trash receptacles shall be emptied, cleaned if necessary and liners changed.

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

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

4. Regulated Medical Waste and full sharps containers shall be collected in red plastic bags and placed in cardboard boxes provided.

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

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

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

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

F. 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)

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

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

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

4. Carpeted areas shall be vacuumed.

G. Regulated Medical Waste and full sharps containers shall be collected in red plastic bags and placed in cardboard boxes provided.

H. GIP Storage (complete during operational day hours when VA staff are present)

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

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

3. Daily documentation of housekeeping tasks in each GIP rooms shall be completed

(cleaning log provided by VA Logistics Department via VA COR

I. EMERGENCY OR SPECIAL EVENT CLEANING SERVICES:

1. Upon notification, the Lessor shall perform emergency or special event cleaning required in any building, area, or room covered under this lease. The contracting officer may order cleaning services through issuance of a modification for the appropriate and required work. Lessor shall begin emergency work, as determined by the Contracting Officer, within one hour of notification, which may be verbal. The Contracting Officer or designated representative will notify the lessor as soon as a special event requirement is known, but no less than twenty-four (24) hours prior to the event.

2. Response to VA Medical Staff Requests/Emergency shall begin within 10 minutes from notification. Response to VA staff request will be required to return the clinic/hospital to an aseptic condition should an immediate need arise or should the Lessor fail to provide adequate scheduled cleaning or constant policing.

J. Housekeeping Aide Closet

1. Clean sinks, floor, and shelves.

K. Water Coolers

1. Clean water coolers.

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

L. HOUSEKEEPING CARTS: May have a low platform for mop buckets, mop wringer, and other gear, with compartments for tools and cleaning supplies, and trash collection device. Mops shall fit on the cart with the mop heads down. Carts shall fit in storage closets. Housekeeping carts shall be lockable to prevent entry by patients. Housekeeping carts shall have rounded or non-marking rubber-covered corners to minimize damage to facility walls and interior furnishings. (Chemicals on the cart shall be clearly labeled and locked per Federal regulations.)

M. TRASH COLLECTION CONTAINERS: Shall be rigid collection containers with a smooth interior finish equipped with snug fitting covers and hard rubber non-marking silent running casters. All trash containers shall meet local fire regulations and have lids. Trash carts shall be of such size that they will not interfere with or block passageways for building evacuation.

All trash collection containers and carts shall have rounded or non-marking rubber corners to minimize damage to the facility. All trash collection containers shall be thoroughly cleaned and disinfected daily.

N. MOP BUCKETS: The double bucket mopping, or microfiber system shall be used. Shall have a double compartment and constructed of nonporous acid resistant, seamless material.

O. SIGNS: Shall contain easily understood directions and guidance, in two languages, English and Spanish.

P. Weekly Cleaning Requirements

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

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

2. 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.

3. 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.

4. 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.

5. Floor Maintenance of Resilient Tile Areas (For areas within VA restricted access areas, coordinate work with VA COR)

i. Utilize auto scrubber to clean hallways daily and burnisher to polish floors weekly to ensure an aesthetically pleasing floor.

Q. Monthly Cleaning Requirements

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

2. Vacuum all grilles and registers.

3. Clean baseboard grilles and all air diffusers.

4. Wash waste receptacles with germicide.

5. Mechanical/Electrical/MEP Equipment Rooms/OIT Data Closets

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

6. Clean interior and exterior of door and entrance glass in waiting areas, exam rooms, offices, specialty areas, and treatment/isolation rooms, to include all interior windows.

7. Floor Maintenance of Storage Areas/OIT closets

i. Sweep storage areas.

ii. Wet mop

R. Quarterly Cleaning Requirements

1. Remove all patient privacy curtains and replace with clean curtains.

2. Dust window coverings and blinds.

3. Dust handrails and handrail brackets.

4. Light fixtures checked and cleaned.

5. Clean elevator tracks.

S. Semi-Annual Cleaning Requirements

1. Shampoo upholstered furniture during January and July

2. 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.)

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

4. 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.)

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

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

T. Annually

1. Lessor shall ensure that staff entry into their position and then annually thereafter, that

VA training course 10203 Privacy and HIPPA training be completed and passed.

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

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

U. Every Three Years

1. 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.

2. VA COR will provide training materials.

3. Tests shall be completed upon staff entry to such position and then every three years thereafter.

4. Completion certificates shall be posted in the biohazard accumulation room.

1.4 Pest Management Specification

A. Control pests as appropriate, using Integrated Pest Management techniques, as specified in the VA Environmental Management Integrated Pest Management Technique Guide (E402- 1001). The Lessor shall conform to all federal, state, and local regulations governing examining and licensing of pest control operators, performance of pest control, use of approved pest control chemicals and equipment, and proper disposal methods for all products/containers, which may be in effect for the area where the work under the lease will be performed.

B. The IPM plan requires approval by the COR prior to implementation. Any changes made during the negotiations period, if approved by the VA, shall be incorporated into the lease.

The Lessor may submit suggested changes or other items in this proposal. All of the Lessors personnel assigned to the performance of this lease are required to wear a neat and clean uniform that is clearly distinguishable from all VA uniforms and a name badge to clearly identify company name and employee name, including a photograph of the employee. The IPM plan will contain the following:

a. A cockroach program which is proven integrated pest management technology that emphasizes minimal use of pesticides. If cockroaches are present, the vendor will discreetly apply the necessary bait, residual, contact and dust insecticides into cracks and voids where cockroaches may hide.

b. The services will focus on target areas listed under sanitation and structural inspections monthly or as needed.

c. All insecticides applications will be recorded in the customer service report.

d. To intercept and control rodents before they enter the facility the vendor will install and maintain exterior bait stations and will document placement of the rodent equipment by diagram. Vendor will service these bait stations monthly and provide documentation that that have been serviced to the COR.

e. The vendor will place and maintain interior wind-up traps and equipment with diagrams identifying each location, and service these traps monthly; in addition, traps and glue boards will be used as needed and placed discreetly.

f. Rodent diagram will be included in the customer service logbook.

g. All bait stations will be locked and always secured. All traps and bait stations will be dated during the time of service and as a part of the preventive rodent program and identified in the logbook.

h. The Lessor will provide an exterior and interior fly program utilizing nonreflecting insect light traps, which includes a preventive maintenance plan.

i. The Lessor will provide us with a ground force ant program for interior and exterior to intercept and control ants before they enter the facility. The vendor will perform the necessary granular and residual insecticides applications during regular monthly services.

j. Insecticides will be applied monthly or as needed around doorways and other entry points, and granular and dust will be discreetly applied as needed.

C. Lessors IPM plan requires the following task, but is not limited to the following tasks:

a. Inspect to determine pest management measures are appropriate and required.

b. Recommend and communicate to the COR environmental sanitation practices that restrict or eliminate food, water or harborage for pests and recommend engineering practices that limit entry of pests.

c. Selection and utilization of non-chemical control methods, which eliminate, exclude or repel pest’s (i.e., insect electrocution devices, traps, caulking, air screens, etc.)

d. Collection and disposal of all pests found on the grounds.

e. Selection and use of the most environmentally sound pesticide(s) to affect control when chemical control methods are necessary.

f. Control general structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.).

g. Control flying insect pests (i.e., housefly, stable fly, blow flies, etc.).

h. Control predatory pests (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.)

i. Control stored product pests (i.e., saw tooth grain beetle, red confused flour beetle, trogderma beetles, grain moths etc.)

j. Control mice and rats (i.e., house mice, field mice, roof rats, Norway rats, etc.)

k. Control pest birds (i.e., pigeons, sparrows, blackbirds, etc.)

l. Control other vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.).

m. Control aquatic pests (i.e., mosquito larva/pupae, algae etc).

D. Termite Control wood destroying organisms (i.e., subterranean termites, dry wood termites, fungi, wood boring beetles, etc.).

E. The Lessor shall have in place and maintain a valid contingency plan to meet the requirements of the lease to avoid an interruption of service due to failure of equipment or personnel issues. The Lessor shall incur all cost associated with fulfilling this contingency plan at no additional cost to the Government. The Lessor shall be liable for all expenses incurred by the Government due to the Lessors inability to perform in accordance with these requirements. Lessor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

F. EMERGENCY CALL BACK: The Lessor shall call back within two hours after receipt of notification by the COR or his/her designee, perform Integrated Pest Management (IPM) Services to correct the emergent condition. This call back service shall be accomplished at no additional charge to the Government.

G. NON-EMERGENT CALLS: Lessor shall report within mutually agreed upon time with COR for non-scheduled services without additional charge to the Government.

H. REPORTING FOR SCHEDULED SERVICES: They will submit a written report of all activities following each visit, with the signature of the COR or designee responsible.

I. REQUIRED LESSOR REPORTING: After each service (scheduled or non-scheduled) Lessor personnel will submit documentation including but not limited to:

a. The name and address of the individual who applied the pesticide.

b. The location, by building and room number where each pesticide was applied.

c. The pest or pests against which the pesticide was applied.

d. The date and time of application.

e. The brand name of the pesticide applied.

f. The name of the pesticide manufacturer, or the federal environmental protection agency registration number of the pesticide.

g. The rate of application or amount of the pesticide applied, and the total area treated.

J. The Lessor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the lease.

K. The Lessor will furnish the COR with a list of all products, prior to initial application the trade names (if any), and the chemical names of all approved pesticides/chemicals along with appropriate antidote information and current –Material Safety Data Sheet (MSDS). The Vendor shall supply this information as new products are submitted for approval to the COR.

L. Provide quarterly interior and exterior extermination of insects and rodents. The lessor shall provide additional service at the request of the VA, if any signs of re-infestation appear.

a. 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.

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.

2.1 BUILDING MAINTENANCE BY LESSOR

The Lessor is responsible for total maintenance of the leased premises. The Lessor must have a building superintendent or a local, designated representative available to promptly correct deficiencies or attempt to correct deficiencies upon written notice of such condition…