05.B - Appendix B - Janitorial and Site Mgmt Services.pdf

BUILDING MAINTENANCE AND CLEANING BY LESSOR

1. BUILDING MAINTENANCE BY LESSOR

Lessor’s Responsibilities

The Lessor must have a qualified on-site building manager present 100% of the time during business hours with the authority to make decisions and initiate any means to effect repairs immediately. The building manager must have the requisite knowledge of all building systems to make critical decisions quickly and in a timely manner so that patient care is not compromised.

The Lessor must have an onsite building manager available to promptly correct deficiencies or attempt to correct deficiencies upon written notice of such condition from VA within a one-hour time frame response. The Lessor’s building manager shall correct or attempt to correct deficiencies within the timeframes specified in the O&M Plan and agreed to by the Government. If no substantial attempt has been made to correct the deficiencies within the specified time, action will be taken by VA to correct such deficiencies and the cost of repairs will be deducted from the next month's rental payment.

The Lessor shall provide the labor, material, and supervision to adequately maintain the structure, the roof, the exterior walls, windows, doors, and any other necessary building appurtenances to provide watertight integrity, structural soundness, and acceptable appearance.

The Lessor's maintenance responsibility includes furnishing of all items including supplies, materials, labor, and equipment necessary for such maintenance. All maintenance work will be done in accordance with applicable local Building Codes and ordinances, and inspection certificates will be displayed as appropriate.

Maintenance by Lessor includes, but is not limited to, interior and exterior care of the building and the site; all sidewalks, parking areas, driveways, private access roads, lawns, and shrubbery; utilities; and building service equipment; including all repairs and replacements.

All equipment and systems shall be maintained to provide reliable service without unusual interruption, disturbing noises, exposure to fire or safety hazards, or unusual emissions of dirt. All planned shutdowns must be coordinated with VA management (points of contact to be further clarified) prior to initiating them. A 24-hour notification is required to address patient needs.

Appendix B - Janitorial Services SOW Prince George's County, MD CBOC RLP No. 36C10F23R0062

Frequency of Maintenance

At a minimum, the Lessor shall perform the following at the frequency indicated:

Monthly

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

Trim and prune shrubbery and trees to maintain an attractive appearance.

Shrubbery shall not be allowed to grow up and cover windows.

Quarterly Provide interior and exterior extermination of insects and rodents. Use of chemicals shall conform to EPA and State requirements. The Lessor shall provide pest control services at the request of VA, if any signs of re-infestation appear.

Task Frequency Exterior

Landscaping Pick up trash, litter and debris (entrances and gazebo) Daily Sweep landings, steps, sidewalks 3 times a week Mow lawn (Dormant) Weekly (Monthly) Edge lawns (Dormant) Weekly (Monthly) Trim and Prune shrubbery and trees Monthly Remove weeds - property wide Monthly Fertilize lawn 3 times per year Fertilize plants and trees Per fertilizer type Inspect, clean onsite catch basins storm inlets of trash and debris Semi Annually Re-mulch planting beds Annually Replace dead plants and trees immediately As needed Rake and remove leaves for good appearance As necessary

Building Clean bugs from interior and exterior lights Quarterly Clean balconies, ledges, courts, gutters, flat roofs, areaways Quarterly Clean mildew from building exterior, sidewalks, roof areas, smoking shelters Quarterly Pest control interior and exterior Quarterly / As Needed Wash outside windows and glass Semi Annually Replace HVAC system filters Semi Annually Clean interior of all double walled HVAC units and drain pans Annually Clean HVAC units inside and out upon signs of mildew or bacterial growth As necessary Pans in HVAC units shall be treated upon signs of mildew or bacterial growth As necessary Remove snow and ice at entrances, sidewalks, parking lots and approaches As necessary (before 7:00 am) Clean exterior of building. Remove spider webs, stains, wasp nest, etc. Annually

Pest management is to be done using an integrated pest management approach that minimizes the use of toxic chemicals.

Pesticide shall only be applied by persons deemed qualified by EPA and state requirements.

Lessor shall coordinate application of pesticide with the VA Management and only apply pesticide in a manner that VA agrees is protective of the health of patients, employees, and visitors.

Semi-Annually Replace all filters in HVAC system. Replace on a more frequent basis if required by the manufacturer’s recommendations.

Annually Clean interior of all double-walled HVAC units and drain pans. Cleaning shall be done at times when clinic is not in operation.

As Required Lessor is responsible for the repair and replacement of all light fixture ballasts and starters (refer to GSA Form 1217). Lessor shall replace burned out lamps in interior light fixtures.

Lessor is responsible for replacement of worn floor or wall coverings (this includes the moving and returning of furnishings and equipment), unless caused by negligence on the part of VA.

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

Fertilize all lawn areas at least three times per year. Fertilizer application prior to the start of the growth season shall contain weed killer per manufacturer’s recommendations.

Fertilize plants and trees with type of fertilizer recommended by manufacturer. Fertilize with frequency recommended by manufacturer of type of fertilizer used.

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

Before working hours 7:00 AM to 7:00 PM remove snow and ice from all entrances, sidewalks, parking lots, and approaches. In the event of snow or freezing rain during working hours, removal must occur within one hour per Section 6.10 of the L100 Form. Chemicals or sand may be used to reduce safety hazards.

2. EXTERIOR CLEANING BY LESSOR

Lessor’s Responsibilities

The Lessor shall maintain the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below.

Waste and Recycling The Lessor shall have no responsibility for disposing of hazardous or pathological waste. There must be a secured space to serve as a collection point and holding area for the contract hazmat and pathological staff to collect per contract. The Lessor shall provide collection, disposal, and recycling for all other waste materials generated by VA. Recycling of paper and cardboard is required. The pick-up of all recyclable materials shall be the Lessor’s responsibility.

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. Provide covered containers with collection and removal as needed from site for refuse, trash, and garbage (frequency TBD based on amount of waste produced). The Lessor shall provide the covered recycling receptacles and shall collect and remove recycled materials weekly.

Frequency At a minimum, the Lessor shall perform the following at the frequency indicated:

Three Times Weekly

Police all sidewalks, parking areas, green areas, planting beds, driveways, lawns, shrubbery, outside loading dock areas, platforms, etc., to maintain a neat and attractive appearance.

This shall include, but not be limited to, the removal of cigarette butts, debris, litter, trash, limbs, etc. (from both sides of fences).

3. INTERIOR CLEANING BY LESSOR

Lessor’s Responsibilities

The Lessor shall furnish all supplies, materials, machinery, appliances, supervision, and labor necessary to provide complete janitorial services for the clinic. Services shall be provided in all interior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below. The Lessor shall make careful selection of cleaning products and equipment to ensure they are packaged ecologically, environmentally beneficial and/or recycled products that are phosphate-free, non-corrosive, non-flammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes. The Lessor shall select paper and paper products with recycled content conforming to EPA’s CPG. Performance will be based on the Contracting Officer’s evaluation of results, not the frequency or method of performance.

Cleaning crew shall turn off lights as necessary and check all doors on completion of the work to ensure that doors are locked. Ensure that security alarm is set before leaving if there are no VA personnel on the premises.

Materials and Procedures Standards

It is the Lessor's responsibility to maintain the clinic in a condition that meets all housekeeping and sanitation requirements of this solicitation and the current standards of the Joint Commission for the Accreditation of Hospitals and Outpatient Clinics (JCAHO).

The Lessor shall be responsible for providing a weekly certification in writing to the VA Management that all required cyclic cleaning has been completed.

Work Schedule Work will be accomplished at times indicated. Work schedule shall be from 6:30 AM to 11:00 PM, Monday through Friday. The Lessor shall ensure that sufficient employees are available to prepare the clinic to see patients at 8:00 AM, to be available to clean up spills, keep the public and private toilet rooms clean, and keep the toilet rooms stocked with sufficient paper products and soap. Mechanical equipment such as vacuum cleaners, burnishers, scrubbing machines, etc., will not be used during the hours of 6:00 AM to 7:00

PM.

Janitorial Staff and Supervision Janitorial staff will have access throughout the building; therefore, none of the janitorial staff may have a police record for anything more serious than traffic or parking violations.

There shall be a janitorial staff supervisor on duty at all times when janitorial staff is in the building. Any person whose work or conduct is found to be unacceptable by the VA Management shall be removed from the janitorial staff.

Smoking is prohibited on campus. 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.

Safety and Special Procedures 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, barium, etc., from both floors and walls. Lessor will be notified of isolation 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. These areas require the use of gloves, gowns, masks, and shoe covers, which will be provided by the Government.

The janitorial staff shall comply with applicable Federal, State, and Local safety and fire regulations and codes. The Lessor shall immediately bring to the attention of the Government any fire and safety deficiencies. The Lessor shall take such safety precautions as necessary to protect the lives and health of occupants of the building.

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 clinic. Lessor shall ensure all equipment, tools, and supplies meet necessary safety requirements and janitorial staff have 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 hand soap. The Lessor shall provide plastic linings for all trash receptacles. Provide clear plastic linings for non-hazardous waste trash receptacles and red plastic linings for hazardous waste trash receptacles. Housekeeping aide closets are located throughout the clinic for storage of supplies and equipment. The Lessor shall keep a minimum of two weeks stock of supplies on hand. All accumulated waste shall be removed and disposed of in the dumpster. Supplies to be used shall be approved by the Government. Specifications for supplies are as follows:

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

• Paper towels: Battery operated auto dispensing continuous roll type units. Georgia Pacific with EN motion sensor or approved equal.

• Hand soap: Medicated Vestal

• 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

• Furniture polish: Spray type for use on wood and wood veneer

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

• Air freshener cartridges in bathrooms: Johnson Wax Good Sense

• Upholstery cleaners: Dry or foam type recommended for fabric upholstery

• Germicide: EPA-registered, hospital grade

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

• Floor finish: High-speed floor finish as recommended by manufacturer of all flooring

• Floor sealer: As recommended by manufacturer of all flooring

• Floor stripper: As recommended by manufacturer of all flooring

• Toilet seat covers: Paper, white

• Feminine Hygiene Products: wall hung dispenser, product type to be determined at time of design.

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

Task - Interior Area Time Daily Cleaning

Pick up trash, litter and debris (entrances, gazebo) Building Entrances 0800-1600

Empty trash receptacles Building Wide 0800-1600 1800-2300

Ceramic tile areas other than restrooms Building wide 1600-2300

All primary care area floors shall be wet mopped using a germicide before patients are seen. Wipe down all exam tables with a clean cloth dampened with germicide. Clean and disinfect sinks and countertops.

Clean and refill soap dispensers. Clean mirrors. Any room where patients with suspected Infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning). Floors shall be dry by 7:30 AM

Primary Care During Patient Care

Hours

Rooms shall be cleaned and disinfected after each patient procedure. All floors shall be wet mopped using a germicide. Wipe down exam tables with a clean cloth dampened with germicide. Clean and disinfect sinks, countertops, equipment, etc. Wipe down all walls with a clean cloth dampened with germicide.

Clean and refiII soap dispensers. Clean mirrors. Any room where patients with suspected Infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning ).

Specialty Care During Patient Care

Hours

All floors shall be wet mopped using a germicide. Clean and disinfect sinks, countertops, equipment, etc.

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

SPS

1800-2300

Sweep, wet mopped and burnished.

Corridors, Waiting Areas, Admin Areas, Mental Health 1600-2300

Sweep, wet mopped and burnished. Carpets to be vacuumed. All restroom surfaces, including commodes, urinals, walls mirrors, counters and sinks shall be cleaned and disinfected.

Pharmacy, Warehouse, Biomed, Telephone Room, Conference Room (if unoccupied) 0800-1600

Clean walls and floors with disinfectant Shower Areas 1600-2300

Dust tables, ledges, sills, moldings and baseboards Waiting Room tables, doors, walls and trim 1600-2300 Clean all mirror and glass entrances Entrances 0800-1600

Sweep Screened porches and exterior seating areas 1600-2300

Clean and wipe down Water Coolers 1600-2300

Min Req: Swept and wet mopped once each day and paper products and hand soap replenished. All restroom surfaces, including commodes, urinals, walls mirrors, counters and sinks shall be cleaned and disinfected. Same requirement (as needed) during the day due to usage/spills, etc.

Restrooms 0800-1600 1800-2300

Spot clean floors, walls, cabinets, sinks, outside microwave, etc. Canteen Area 0800-1600 1800-2300

Weekly Cleaning Clean and vacuum as necessary, 2-3 times per week, but no less than weekly Furniture 1800-2300 Carpet and mats - spot clean as necessary Building Wide 1800-2300 Scrub floors and base, wipe down with germicide, clean ceramic tile walls and wipe with germicide, spot wash painted walls as necessary, damp wipe toilet wall partitions and waste receptacles with germicide

Restrooms 1800-2300

Scrub ceramic tile floors and walls and wipe down with germicide, clean grout between tiles Shower Areas 1800-2300 Spot wash as necessary, but not less than once a week Doors walls and Trim 1800-2300 Clean interior and exterior of door and entrance glass in waiting areas, labs, exam rooms, offices and treatment rooms

Glass cleaning 1800-2300

Polish all furniture as necessary, but not less than monthly Furniture 1800-2300

Monthly Cleaning Vacuum all grills and registers AC grills and registers 1800-2300

Wash waste receptacles with germicide Waiting Areas, Labs, Exam Rooms, Offices, Treatment

Rooms 1800-2300 Apply cleaning soap, scrub and re-wax All Flooring Areas 1800-2300

Quarterly Cleaning Dust window coverings, handrails and handrail brackets Building Wide 1800-2300 Clean elevator tracks Elevators 1800-2300

Semi- Annually Shampoo upholstered furniture in January and July Furniture 1800-2300

Strip floors, apply sealers, apply wax and refinish Resilient Tile Areas 1800-2300 Wash inside and clean interior of all window frames and window stools Glass 1800-2300

Daily Cleaning Requirements

Primary Care Area (Including PACT) During the hours of 6:30 AM to 8:00 AM, Monday through Friday:

• All primary care area floors shall be wet mopped using a germicide before patients are seen.

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

• Clean and disinfect sinks and countertops.

• Clean and refill soap dispensers.

• Clean mirrors.

• Isolation Rooms

• Any room where patients with suspected infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning).

Specialty Care Area During the hours of 4:00 PM to 11:00 PM

• All floors shall be wet mopped using a germicide.

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

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

• Wipe down all walls with a clean cloth dampened with germicide.

• Clean and refill soap dispensers.

• Clean mirrors.

• Isolation Rooms

• Any room where patients with suspected infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning).

All Areas During the hours of 8:00 AM to 4:00 PM

• Trash receptacles shall be emptied, and liners changed.

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

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

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

• Remove black scuff marks from corridor floors as necessary.

All Areas During the hours of 4:00 PM to 11:00 PM

• Complete other required janitorial services.

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

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

• Electrical equipment shall only be used during these hours.

• Spot clean walls and doors.

• Janitorial employees to receive training for cleaning specialty equipment within specialty rooms (x-ray, dental, lab, etc.)

Direct Patient Care Areas During the hours of 4:00 PM to 11:00 PM

• Janitorial services in direct patient care areas such as clinics, x-ray, dental, laboratory, rehab medicine, etc.

• Sweep and wet mop with germicide.

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

• Clean and disinfect sinks and countertops.

• Clean and refill soap dispensers.

• Clean mirrors.

All Restrooms During the hours of 8:00 AM to 4:00 PM

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

• All paper products and hand soap shall be replenished.

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

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

Ceramic Tile Areas (Other than restrooms) During the hours of 4:00 PM to 11:00 PM

• Ceramic tile floors shall be swept and damp mopped. If dirt build-up occurs, ceramic tile floors shall be scrubbed when determined that it is required by VA Management.

Corridors, Waiting Areas, Administrative Areas, Mental Health During the hours of 4:00 PM to 11:00 PM

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

Pharmacy, Warehouse/Logistics, Biomedical Engineering, Telephone Room, PM&R Conference Rooms

During the hours of 8:00 AM to 4:00 PM

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

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

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

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

Shower Areas (if applicable) During the hours of 4:00 PM to 11:00 PM

• Clean walls and floors with disinfectant.

Waiting Room Tables, Doors, Walls, and Trim

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

Mirrors and Glass Cleaning

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

Housekeeping Aide Closets

• Clean daily including sinks, floors, and shelves.

Isolation Rooms (Negative Pressure Exam Rooms)

• Any room where patients with suspected infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning).

Water Coolers

• Clean water coolers.

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

Canteen and Vending Areas

• Spot clean floors, walls, counters, cabinets, sink, microwave, etc. twice daily to eliminate spills, food items, trash, etc.

Three Times Weekly

• Apply resilient floor tile cleaner and maintainer to all floors and burnish.

Weekly Cleaning Requirements

Furniture

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

Mats

• Spot clean as necessary.

All Restrooms

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

• Clean ceramic tile walls and wipe down with germicide.

• Spot wash painted walls as necessary.

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

Shower Areas

• Scrub ceramic tile floors and walls and wipe down with germicide.

• Clean grout between tiles in patient and employee showers.

Doors, Walls, and Trim

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

Glass Cleaning

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

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

Monthly Cleaning Requirements

Furniture

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

Air Conditioning Grilles and Registers

• Vacuum all grilles and registers.

Waiting Areas, Labs, Exam Rooms, Offices, Treatment Rooms

• Wash waste receptacles with germicide.

Floor Maintenance of All Tile/Flooring Areas

• Apply cleaning soap, as recommended by flooring manufacturer, scrub and re-wax hallways, waiting rooms, and lobbies.

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

Quarterly Building Interior

• Dust window coverings/blinds.

• Dust handrails and handrail brackets.

Semi-Annual Cleaning Requirements

Floor Maintenance of All Floor Areas

Glass

• Strip floors, apply sealer, apply wax, and refinish all floors.

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

Drainage Systems

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

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

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