36C24127Q0048_1.docx

36C24127Q0048

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24127Q0048 11-02-2026 Jeffrey S. Fleming 774-826-2617 12-01-2026 13:00

EST

Department of Veterans Affairs Network Contracting Office 1 (NE Contracting Officer (90C) 940 Belmont Street Brockton MA 02301 Jeffrey S. Fleming Jeffrey.Fleming@va.gov X X Y 561720 $22 Million N/A X Department of Veterans Affairs VA White River Healthcare System 168 Veterans Drive White River Junction VT 02301 Department of Veterans Affairs VA Boston Healthcare System Contracting Officer (90C) 940 Belmont Street Brockton MA 02301

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp PO Box 149971 Austin TX 78714-9971 1-877-353-9791 See CONTINUATION Page This Request for Quote is for Commercial Aseptic Custodial Janitorial Services. The Government intends to Award a Firm Fixed Price (FFP) Contract based on the Performance Work Statement.

Site Walk: November 10, 2026, 12:00Hrs (noon) VA Medical Center- Main Entrance

168 Veterans Drive White River Junction, VT 05009 Site map https://v2.interactive.medmaps.com/site/wrj Questions shall be issued no later than 11/12/2206 at 13:00hrs. No questions will be answered after this date.

Questions to be emailed to Jeffery.Fleming@va.gov All quotes shall be sent to Jeffrey S. Fleming via email:

Jeffrey.Fleming@va.gov See CONTINUATION Page X Jeffrey S. Fleming Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C241 Jeffrey S. Fleming Department of Veterans Affairs Network Contracting Office 1 (NE Contracting Officer (90C) 940 Belmont Street Brockton MA 02301

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Aseptic Custodial Services for White River Junction VA Healthcare System

The contractor is responsible for providing comprehensive management, supervision, training, and labor necessary to ensure the performance of Aseptic Custodial Services using aseptic cleaning techniques. These services are to be carried out in the interior spaces of the White River Junction VA Healthcare System, specifically within the main VA Medical Center located in White River Junction, VT Contract Period: Base POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 561720 - Janitorial Services PRODUCT/SERVICE CODE: S201 - Housekeeping - Custodial Janitorial

Aseptic Custodial Services for White River Junction VA Healthcare System

The contractor is responsible for providing comprehensive management, supervision, training, and labor necessary to ensure the performance of Aseptic Custodial Services using aseptic cleaning techniques. These services are to be carried out in the interior spaces of the White River Junction VA Healthcare System, specifically within the main VA Medical Center located in White River Junction, VT Contract Period: Option 1 POP Begin: 01-01-2028 POP End: 12-31-2028

Aseptic Custodial Services for White River Junction VA Healthcare System

The contractor is responsible for providing comprehensive management, supervision, training, and labor necessary to ensure the performance of Aseptic Custodial Services using aseptic cleaning techniques. These services are to be carried out in the interior spaces of the White River Junction VA Healthcare System, specifically within the main VA Medical Center located in White River Junction, VT Contract Period: Option 2 POP Begin: 12-01-2029 POP End: 12-31-2029

Aseptic Custodial Services for White River Junction VA Healthcare System

The contractor is responsible for providing comprehensive management, supervision, training, and labor necessary to ensure the performance of Aseptic Custodial Services using aseptic cleaning techniques. These services are to be carried out in the interior spaces of the White River Junction VA Healthcare System, specifically within the main VA Medical Center located in White River Junction, VT Contract Period: Option 3 POP Begin: 01-01-2030 POP End: 12-31-2030

Aseptic Custodial Services for White River Junction VA Healthcare System

The contractor is responsible for providing comprehensive management, supervision, training, and labor necessary to ensure the performance of Aseptic Custodial Services using aseptic cleaning techniques. These services are to be carried out in the interior spaces of the White River Junction VA Healthcare System, specifically within the main VA Medical Center located in White River Junction, VT Contract Period: Option 4 POP Begin: 01-01-2032 POP End: 12-31-2032

Place holder

Continuity of Service- FAR 52.237-3 Continuity of Services.

Contract Period: Option 5 POP Begin: 01-01-2033 POP End: 02-28-2033

B.3 Performance Work Statement

Aseptic Custodial Services for White River Junction VA Healthcare System General Information The contractor is responsible for providing comprehensive management, supervision, training, and labor necessary to ensure the performance of Aseptic Custodial Services using aseptic cleaning techniques. These services are to be carried out in the interior spaces of the White River Junction VA Healthcare System, specifically within the main VA Medical Center located in White River Junction, VT. Cleaning operations are scheduled daily from Monday through Friday, with the exception of Federal Holidays as listed below. The scope of work includes tasks within public areas, restrooms, waiting rooms, high-touch areas, horizontal and vertical surfaces, light fixtures, floor care maintenance, offices, exam rooms, canteen and retail store, stairwells, elevators, entrance ways, moving furniture, and other clinical area tasks as described in the required services. It is important to note that cleaning of in-patient care rooms and the emergency room are not part of this contract. The total area covered is approximately 189,891 square feet, comprising both carpeted areas and spaces with VCT or Luxury vinyl tile. Luxury vinyl tiles are not waxed. Contracted employees must possess training and expertise in aseptic cleaning techniques relevant to medical environments. All services must be executed in a manner that maintains the facilities’ Standard of Cleanliness (SOC), ensuring an aseptically pleasing, neat, clean, and professional appearance. The mission of the White River Junction, VA Medical Center is to honor, comfort, and protect Veterans by developing and guiding innovative improvements in health care environmental sanitation, textile care, interior design, waste management, and environment of care programs that exemplify VA’s core values and characteristics. The vision of the White River Junction VA Medical Center is to continually enhance VHA’s ability to create healthy, healing environments for our nation’s Veterans and their families that inspire, enable, and sustain health and well-being.

VA Core Values and Characteristics:

“I”- Integrity “C”- commitment “A”- Advocacy “R”- Respect “E”- Excellence Cleaning Frequency and Performance Standards Cleaning shall be conducted at frequencies established in the Performance Work Statement. The contractor is also responsible for collecting all linens that require cleaning, including towels, washcloths, shower curtains, sheets (flat and fitted), pillowcases, blankets, pillows, and cubical curtains. Additional responsibilities include collection and processing of Regulated Medical Waste (RMW), removal and processing of sharps containers, emptying shred consoles, and removal and replacement of blue shred bins.

Labor Assignment and Competency Each laborer will be assigned to one or more areas in the designated buildings each night, with an expectation to clean between 2,000 and 2,500 square feet per hour, depending on the specific tasks and frequency, in accordance with recognized benchmark standards. Contracted employees must be trained and knowledgeable in aseptic cleaning techniques for medical settings, and the contractor is required to provide documentation evidencing both training and competency. The VA Medical Center will supply the contractor with Standard Operating Procedures (SOPs), internal training materials, and competency forms for verifying that employees meet required cleaning standards. Proof of competency for each staff member must be submitted to the Contracting Officer Representative (COR) within the first 14 days of employment. Following the initial assessment, competency will be evaluated bi-annually in April and September, with hard copies of assessment forms submitted to the COR for each employee. Services must be performed in compliance with the medical center’s Standards of Cleanliness (SOC), as well as requirements from The Joint Commission (TJC), Office of Inspector General (OIG), Occupational Safety and Health Administration (OSHA), Veterans Affairs (VA), and all applicable federal, state, and local regulations.

Staffing Requirements To meet the requirements for cleaning and maintaining the White River Junction VA Medical Center, the facility estimates a need for 11.5 full-time employees (FTE), defined as working 32–40 hours per week. This staffing includes a supervisor and one employee serving as a working lead to cover for the supervisor during absences, in accordance with benchmark standards and the square footage specified in the contract requirements.

Service Intent and Shift Details The primary purpose of this contract is to ensure housekeeping (janitorial) services that maintain the White River Junction VA Medical Center as clean and free from germs and viruses. Cleaning assignments will be carried out during the second shift (3:00 PM to 11:30 PM) and third shift (Midnight to 8:30 AM). Floor care tasks, including stripping and waxing or carpet extractions, will be completed during the third shift hours. Two full-time employees, plus a lead worker, are required for floor care duties during the midnight to 8:30 AM shift.

Hospital Housekeeping Services Statement of Work Location of Performance

Description of Services Required The Environmental Services at the White River Junction VA campus require a company to provide hospital housekeeping services. The total square footage of the service area is approximately 189,891 square feet. Primary coverage is required from 3:00 PM to 11:30 PM, Monday through Friday, with floorcare services provided during the secondary coverage third shift from midnight to 8:30 AM. Hours worked outside of the primary coverage hours will require prior approval by a request sent to the COR before employees are allowed to work outside of the primary coverage hours.

· Building 1: 43,100 sq. ft. (excluding the 1st floor and the lab area on the second floor)

· Building 8: 12,402 sq. ft.

· Building 28: 7,203 sq. ft.

· Building 39: 45,000 sq. ft. (excluding the ER, outpatient blood lab, pharmacy)

· Building 44: 7,082 sq. ft. (excluding the research area)

· Building 88: 25,748 sq. ft.

· Building 4: 7,600 sq. ft. ***

· Building 6: 4,100 sq. ft. *** (Must be cleaned between 3:00 PM and 4:30 PM)

· Building 7: 3,483 sq. ft. ***

· Building 9: 4,262 sq. ft. ***

· Building 37: 5,753 sq. ft. *** (Must be completed between 3:00 PM and 4:30 PM)

· Building T58: 2,240 sq. ft. ***

· Building T59: 2,240 sq. ft. ***

· Building T60: 2,240 sq. ft. ***

· Building T61: 2,240 sq. ft. ***

· Building T62: 2,240 sq. ft. ***

· Building T63: 2,240 sq. ft. ***

· Building 65: 10,718 sq. ft. *** *** Indicates an outer building. The schedule for outer building cleaning is attached in Appendix 1 at the end of the Statement of Work (SOW).

Estimated Total Square Footage: 189,891 square feet Scope of Work All work must be performed by skilled, competent, and well-trained personnel. All personnel interacting with patients and staff must be able to effectively communicate in English, both verbally and in writing to help minimize/prevent any miscommunications that could negatively impact patient safety or care. The contractor is responsible for providing all necessary labor, travel, supervision, coordination, and management oversight.

The contractor is required to provide 11.5 full-time equivalents (FTE), a working lead, and an on-site supervisor Monday through Friday between 3:00 PM and 11:30 PM to perform housekeeping services at the White River Junction VA Medical Center. In addition, the vendor must provide 2 FTEs and a lead for the third shift, from midnight to 8:30 AM Monday through Friday, to handle floorcare needs such as stripping, waxing, and extractions. The estimated staffing is based on maintaining the cleanable square footage and established benchmarks for shift productivity.

Typical responsibilities include, but are not limited to: vacuuming, mopping, cleaning restrooms, cleaning stairwells, transporting linens (both soiled and clean), restocking linens, removing regulated medical waste, changing sharps containers, picking up and transporting shred materials to storage, cleaning exam rooms, and dusting. (Refer to the frequency chart below for additional details.)

Each worker must report to the designated workspace located in the Granite building (B-31), basement room B-02 (linen room), in company identifying uniform with name badges clearly visible and worn above the waist. Workers must sign in and out at the start and end of each shift. Attendance sheets will be provided by the contractor, subject to approval by the medical facility, to ensure all required information and items are documented.

All services must be performed in compliance with Occupational Safety and Health Administration (OSHA) standards, American National Standards Institute (ANSI) safety guidelines, as well as federal, state, and local regulations.

All tasks are expected to meet standards of cleanliness and be carried out in a neat, professional manner to ensure a good appearance. Storage areas must be kept clean and orderly; personal items, food, or drinks are not permitted in Environmental Management Service (EMS) closets or on EMS cleaning carts. The following areas restrooms, exam rooms, sterile supply rooms, bio-rooms, stairwells, entrance ways, canteen, housekeeping closets, and outer buildings have a sign off sheet attached to them. These are completed by the employee at the conclusion of cleaning. The sign off sheets are used to determine/provide proof of task completion.

Contractor Responsibilities and Property Damage The contractor shall be fully responsible for any repairs and all damage to VA property resulting from the activities, negligence, or carelessness of its employees or subcontractors. All damages must be reported to the Point of Contact (POC) and Contracting Officer’s Representative (COR) by the end of the workday when the incident occurs. If damage is not discovered on the day the work is performed, it must be repaired within 72 hours of notification by the VA. In the event of a dispute between the POC and the contractor, the contractor must notify the COR and Contracting Officer in writing as soon as possible to prevent delays in conflict resolution. If written notification is not provided within thirty (30) days of the incident, the matter will be considered resolved to the contractor’s satisfaction.

General Requirements The White River Junction VA will supply general cleaning products and disinfectants. The contractor will be granted access to EMS closets or designated areas in several buildings, including Birches Building (building 1, except the in-house lab area), Lakes Building (building 8), Patriots Building (building 28), Mountains Building (building 39, except the pharmacy, outpatient blood lab, and ER area on the first floor), Freedom Building (building 44, except the research area), Horizon Building (building 88), buildings 4, 6, 7, 9, 37, T58, T59, T60, T61, T62, T63, and the National PTSD Building 65 (outer buildings).

Contractor responsibilities include daily cleaning of floors, waste baskets, regulated medical waste, restrooms, drinking fountains, exam tables, sharps containers, linen carts/fibers, electric carts, equipment, dispensers, HK closets, HK carts, sinks, sign off sheets, hand hygiene dispensers, isolation rooms. F October 1 to May 1 of each fiscal year, entrance ways, elevators, and stairwells are required to be cleaned daily, from May 1 to September 30 entrance ways, elevators, and stairwells are required to be cleaned a minimum of weekly or as needed/requested. Required sign off sheets must correspond with cleaning requirements. The contractor is also responsible for dusting and removing bugs from lights.

All services must comply with VA policies and procedures, as well as federal, state, and local regulations, which will be provided upon selection.

Specific Tasks Contractor’s Personnel

1. The contractor shall appoint a contract manager responsible for overseeing contract performance. The contract manager must have full authority to act on behalf of the contractor regarding all aspects of daily operations. Proficiency in reading, writing, speaking, and understanding English is required. The contract manager or their alternate(s) must be available during normal business hours and able to meet with VA personnel designated by the COR within 24 hours, either in-person, via Teams, or by telephone, to address deficiencies.

2. Contractor employees are required to present a neat appearance and be easily identified as contract staff. This can be accomplished through distinctive uniforms bearing the company name and/or badges prominently displaying the contractor’s company name and the employee’s name. Jeans, shorts, leggings, sweatpants, and sandals are not acceptable or safe attire in this setting.

3. All contractor employees must always display their government-issued security (PIV) badge.

4. The contractor shall not employ anyone identified by VA Police or the Contracting Officer as a potential threat to the health, safety, security, general well-being, or mission of the medical center and the VA.

5. The contractor shall not employ any person who is currently an employee of the U.S. Government if such employment would create a conflict of interest or the perception thereof.

6. The contractor will provide a supervisor and a lead, who will act as the supervisor’s designee when the supervisor is unavailable. The number of supervisors should be determined by the complexity of tasks and the number of employees supervised. According to Job Grading Standards for supervisors, the ratio should be one supervisor per fifteen employees.

7. The contractor’s supervisor will send a detailed end-of-shift report by email at the end of each shift. The report will include the employee, area, task, and time duties were completed, as well as any duties not completed, safety issues, pest issues, equipment problems, and if any employee worked outside contracted hours. This email (with a mail group set up upon contract award) must be accurate and honest, and sent nightly to the VA Healthcare facility COR, managers, and supervisor on duty.

Shift Procedures Beginning Shift, Check-In The contractor supervisor will report to the designated area of the linen room (Granite Building, room B-02) or designated location at the start of each workday to coordinate the day’s assignments. Contractor employees will report to the same linen room to sign in on the sign in/out sheet, receive their daily assignments, and obtain keys. Work is performed in 8-hour shifts: 3:00 PM–11:30 PM, Monday through Friday; and the third shift is midnight–8:30 AM, Monday through Friday. Absences must be reported to the contractor, who will then notify the medical center’s Contracting Officer Representative (COR). The contractor is responsible for providing back-up staffing for employees absent due to illness, emergencies, or other reasons. Staff must be punctual, in uniform, and attend the daily 3:00 PM briefing with the White River Junction EMS staff as required. Log sheet entries must be accurate and honest at both sign-in and sign-out.

End of Shift, Report Out At the end of the shift, contractors will return to the linen room (Granite Building, room B-02) to hand in their keys to the EMS supervisor or work leader on duty, who will secure them. Employees must log out on the log out sheet before leaving the facility for the night, ensuring information is accurate and honest. The contract services representative will provide a nightly end-of-shift report detailing task completion such as number of employees on shift, tasks completed, and addressing any service calls or requests communicated to the contract supervisor or contractor for completion that evening. The report will be emailed to the COR, alternate COR and the service chief, EMS by the contractor’s on-site supervisor, point of contact (POC) or designee.

If for any reason an employee must leave the campus during their scheduled shift, the employee is required to sign out before leaving and sign back in upon returning to the campus.

Observed Federal Holidays The facility observes the following federal legal holidays. If a holiday falls on a Saturday, it will be observed on the preceding Friday. If it falls on a Sunday, it will be observed on the following Monday.

· New Year’s Day – January 1st

· Martin Luther King’s Birthday – 3rd Monday in January

· President’s Day – 3rd Monday in February

· Memorial Day – Last Monday in May

· Juneteenth – June 19th

· Independence Day – July 4th

· Labor Day – 1st Monday in September

· Columbus Day – 2nd Monday in October

· Veteran’s Day – November 11th

· Thanksgiving Day – 4th Thursday in November

· Christmas Day – December 25th Employee Conduct & Responsibilities Purpose: To provide guidelines and standards pertaining to Environmental Management Service (EMS) job-related expectations.

Requirements Accidents -- If an employee is involved in an on-the-job accident, whether they are injured or not, they must report the incident to their supervisor as soon as possible. First aid and medical attention are available for employees injured on the job. Light duty and accommodations for job related injuries may be provided if appropriate.

· Aesthetics -- Medical center employees should focus on providing a pleasant environment, regardless of their position. When any employee notices litter, trash, etc., on floors, counters, stairwells, etc., they should dispose of such items in the closest waste receptacle. VAMC/EMS staff and contracting staff must work together as a team to ensure that this medical center is the cleanest in our VA System. All contract employees, not just EMS employees, are expected to dispose of waste when visible; this includes interior and exterior areas.

· Attendance -- Regular attendance on the job is essential.

· Breaks, Lunch Periods and Absences from Assigned Area -- Except for designated breaks and lunch periods (schedule to be provided to COR at the start of the contract), employees must remain in their job area at all times. When an employee needs to be absent from the assigned area, approval from their supervisor must be obtained before leaving. Employees are reminded to stay in their assigned work area until the end of their tour of duty. Employees will be actively working in their assigned areas, loafing and idling is not permitted. Designated break areas are the EMS break room, canteen vending area, outside sitting areas, or their personal vehicles.

· Care of Tools and Equipment -- Each contract employee is expected to use tools and equipment properly and to keep them in a clean and good operating condition. Tools and equipment must be properly stored and secured at all times when not in use. Equipment shall never be left unattended in hallways. Supply rooms, housekeeping aid closets (HAC), work carts, storage areas, clean and dirty utility closets, etc., shall be maintained in a clean and orderly manner. According to VAMC EMS SOP, OSHA, AWE, Infection Prevention and Control, and The Joint Commission requirements, no food, drinks, eating utensils, or personal belongings shall be stored in these areas.

· Communication -- There are several methods that can be used to communicate information to contractor designee. These methods include, but are not limited to, bulletin boards, clip boards, mail boxes, email, verbal conversations, shift huddles etc. as needed

· Conduct -- Your actions and behavior, both on and off duty, reflect upon you, this service, the facility, and the Department of Veterans Affairs.

· Conserving Utilities -- Employees are expected and encouraged to turn off unnecessary lights and faucets to help conserve utilities in their areas.

· Financial Dealings -- Employees are prohibited from engaging in financial dealings with patients, volunteers, students, or staff members while on duty or on VA property.

· Manner -- Be alert, courteous, helpful, and brief. Employees should report any problems or issues to their immediate supervisor. Avoid showing irritation with patients and staff members. Show interest in the job and willingness to learn. Take pride in your job and be considerate of patients and the staff responsible for their care. Always utilize the KAIDET model: Knock, Announce, Identify, Duration, Engage, and Thank when entering and working in a patient room. If asked to leave, do so graciously and return another time. Be willing to assist each other and help employees of other services, as needed. It is vital to show cooperation and enthusiasm while on duty. When dealing with a patient, remember the HEART model: Hear, Empathize, Apologize, Respond, and Thank the patient for understanding.

· Miscellaneous -- Sunglasses are not to be worn inside unless required by a physician. Hats, doo rags, bandanas are not to be worn unless approved by management. Cell phones, earplugs, headphones/earbuds, or other electronic devices are not to be used while on duty except for official Government use.

· Obscene Language/ Gestures -- Vulgar or obscene language/gestures are prohibited and will not be tolerated.

· Patient/ Employee Interactions -- For the safety of patients, employees are not permitted to give food, drink (including water), or cigarettes to any patient at any time. Be courteous and assist patients or visitors who need help going through doors or into elevators, or who need directions. Maintain patient privacy standards at all times.

· Personal Appearance -- Employees are responsible for presenting a professional appearance by being neat and well-groomed while on duty. Employees must properly wear a company uniform daily in accordance with service standards (i.e., shirt tail tucked in, unwrinkled, etc.). Shoes must be clean and serviceable; for safety reasons, no canvas shoes, sandals, dress shoes, etc., will be permitted. Choice of work shoes will be either work boots or athletic tennis shoes (provided by the contractor where applicable). Good hygiene (clean hair and body) is a daily requirement.

· PIV Card/ Badges -- ID badges must be worn at all times and kept clearly visible while on VA property. In the event of a lost PIV card/badge, employees should promptly arrange for a replacement. Ensure that the PIV card/badge is worn above the waist with the picture facing outwards for easy identification.

Protocol/ Chain of Command -- Following the proper chain of command is fundamental to ensuring continuity between upper management, supervisory personnel, EMS employees, and contracted employees. It is important that operational issues be addressed at the appropriate level of supervision first. Contracted supervisor will then report through the COR and/or alternate COR.

· Reporting Discrepancies/ Work Orders -- If a contract employee discovers that repairs to equipment, tools, furnishings, or other items are needed, they will report the needed repairs to their supervisor who will then report to the COR or alternate COR for work order submission.

· Reporting Fires -- Any employee who discovers a fire shall immediately implement RACE (Rescue, Alert, Confine, and Extinguish) procedures and follow other local reporting requirements.

· Reporting On and Off Duty -- Employees are expected to be ready, willing, and able to work during their tour of duty. Each employee is required to report for duty on time, fully dressed in their uniform, and ready for work. The employee uniform includes clothing, PIV card/badge, and hospital-issued communication devices such as pagers, cell phones, tablets, or Vocera© as applicable. COR or Alternate COR who find contract employees not in full uniform will communicate with the contact supervisor with instructions to go home and change and return to work in the proper uniform. Employees shall check in and out with their immediate supervisor or designee at the beginning and end of their tour by using VA EMS provided attendance sheet.

· Smoking -- Do not provide smoking materials or matches to patients at any time. Smoking, as well as vaporizing units and smokeless tobacco products, are strictly prohibited on VA property to include the employees personal vehicles.

· Speech -- Use a pleasant tone of voice and avoid loud or boisterous talk or conduct at all times in the hospital and on the campus. Always remember patient privacy standards and principles, and that you are responsible for setting the tone for a professional work environment.

· Tardiness -- Employees are expected to arrive to work on time. Tardiness is defined as not reporting to work on time and will be documented. Repeated tardiness issues will be communicated to the contractor through correspondence from the COR or Alternate. Excessive tardiness will be addressed with the contractor via email and communications with the COR or Alternate COR

· Use of Drugs and Alcohol -- The use of drugs (except those prescribed by a physician) and alcohol is strictly prohibited on duty and on VA property. For patient and employee safety, Police Services will be contacted if an employee reports for duty with an odor of drugs or alcohol.

· Work Assignments – Contract employees are to receive work assignments from their supervisors and/or designee. During emergent situations, employees may be asked to perform housekeeping duties by COR or Alternate COR may be required to become part of the facility labor pool.

· Responsibility - It is the responsibility of Contract employees to adhere to the above policies and standards

Environmental Management Service Operations

The following schedule of cleaning shall be followed in patient care areas. An Environmental Protection Agency (EPA)-registered hospital cleaner/disinfectant will be provided by VAMC EMS and used unless otherwise indicated. Surfaces must be cleaned of any dirt/debris before they can be properly disinfected.

· Floors shall be vacuumed or dust-mopped and wet-mopped daily.

· Waste receptacles shall be cleaned as needed (clean interior and exterior of receptacle). Waste receptacles shall be emptied and relined twice a day as necessary in acute care areas. Waste receptacles in clinic areas and non-patient care areas shall be emptied daily. Filled trash liners shall be tied closed, placed in a collection cart, and transported to the waste disposal site. Never use hands or feet to compress waste in receptacles and keep filled trash liners away from your body.

· Regulated medical waste (RMW) containers with a red liner shall be placed in each ward’s soiled utility room and other secured areas as appropriate; they shall be covered and collected daily.

· Bathrooms, showers, utility rooms, toilets, urinals, sinks, mirrors, bathtubs, and shower stalls shall be cleaned daily. Paper towel dispensers, toilet paper dispensers, hand sanitizer dispensers, and soap dispensers shall be checked daily and refilled as needed. Shower curtains shall be inspected daily and cleaned as needed.

· Doors and doorframes shall be cleaned weekly and more often as needed/requested.

· Furniture, windowsills, ledges, radiators, fire extinguishers, external light fixtures, cubicle curtain tracks, mini blinds, vents/diffusers, light covers, and horizontal surfaces shall be cleaned weekly by dusting with a vacuum cleaner or microfiber dust pad and wand. Sprinkler heads shall only be cleaned by trained personnel.

· Furniture in patient rooms shall be cleaned with an EPA-registered hospital cleaner/disinfectant solution as part of the patient terminal/ discharge process and more often as needed and/or requested through VAMC EMS COR or Alternate COR.

· Handrails in corridors shall be cleaned with an EPA-registered hospital cleaner/disinfectant weekly and more often as needed or requested through the COR or Alternate COR.

· Horizontal surfaces including countertops, overbed tables, bedside tables, bed rails, windowsills, handrails, radiators, shall be cleaned as per local policy.

· Non-critical reusable medical devices (RMD) and rolling stock (e.g., wheelchairs, stretchers, etc.) will be cleaned periodically or as part of entrance way cleaning.

· Drinking fountains and water bottle filling stations shall be cleaned and polished daily and more often if needed. The exterior and drain tray of drinking fountains shall be cleaned and descaled as needed and or requested through the COR or Alternate COR.

· Ice Machines will be cleaned and polished weekly and more often if needed. The exterior and drain tray of ice machines shall be cleaned and descaled as needed and or requested through the COR or Alternate COR. Upon completion verification is required though the use of sign of sheet attached to the side ice machine.

· Patient exam tables, exam chairs, or stretchers shall be cleaned upon discharge or transfer. Ambulatory care exam tables and chairs shall be cleaned as needed and/or requested through the COR or Alternate COR

· Cubicle curtains shall be changed quarterly and more often as needed and/or requested through the COR or Alternate COR. Draperies, shades, and blinds shall be cleaned as needed. Damaged curtains, blinds, shades, or draperies shall be repaired or replaced. Notify your immediate supervisor of any discrepancies with the condition of these items who will communicate through COR or Alternate COR.

· Walls and ceilings shall be cleaned when visibly soiled or in accordance with established facility policies and procedures.

· Ceiling tiles showing visible signs of mold, stains, cracks, or holes shall be reported to your immediate supervisor who shall then report to the COR or Alternate COR who shall then coordinate replacement with Engineering Service.

· Isolation rooms shall be cleaned according to the procedures found in this EMS SOP.

· Fans, vents/diffusers, and lights shall be cleaned as needed.

· Sharps containers shall be monitored daily and changed as needed by contract personnel as dictated by local station procedures. When sharps containers are ¾ full, they shall be securely sealed and disposed of as regulated medical waste.

Infection Prevention and Control Program Proper sanitation is a crucial aspect of infection prevention and control. While the direct relationship between sanitation and HAI/SSI rates is challenging to quantify, sanitation remains an integral component of infection prevention efforts.

· Contract employees must use standard precautions when handling body fluids, excretions, secretions, and contaminated equipment. Standard precautions involve selecting the appropriate personal protective equipment (PPE) based on anticipated contact.

Standard Precautions

· Standard precautions are used in patient care areas to reduce the transmission of organisms from known and unknown sources of infection. Blood, body fluids, secretions, excretions, non-intact skin, and mucous membranes of patients are considered potentially infectious. Examples include urine, feces, sputum, blood, saliva in dental procedures, emesis, pus, drainage, and any aspirate. Contract employees are required to practice standard precautions when handling or touching blood, body fluids, excretions, secretions, and equipment or environmental surfaces contaminated with these substances.

· Infection prevention and control measures are implemented to reduce the risk of organism transmission.

· Hand hygiene is the single most important method to prevent the spread of infection in the facility. The purpose of hand hygiene is to remove potentially harmful organisms. Hand hygiene with soap and water or the use of alcohol-based hand sanitizer (non-alcohol-based hand sanitizer in locked mental health areas) must be performed before starting cleaning procedures, before and after using gloves, immediately after contact with blood, body fluids, excretions, secretions, and contaminated equipment or surfaces, and after completing cleaning activities. Soap and water shall be used if hands are visibly soiled.

· The correct hand washing procedure is as follows: (1) Wet hands with clean, running water (warm or cold), turn off the tap, and apply soap. (2) Lather hands by rubbing them together with the soap, ensuring to lather the backs of hands, between fingers, and under nails. (3) Scrub hands for at least 20 seconds. (Need a timer? Hum the “Happy Birthday” song from beginning to end twice.) (4) Rinse hands well under clean, running water. (5) Dry hands using a clean towel or air dry them.

· An alcohol-based hand sanitizer containing at least 60% isopropyl alcohol can be used for hand sanitation when hands are not visibly soiled. The correct procedure for using alcohol-based hand sanitizer is as follows: Visible organic matter (e.g., dirt, etc.) must be removed from hands prior to applying alcohol-based hand sanitizer.

The correct procedure for using alcohol-based hand sanitizer is as follows: (1) Apply the gel or foam product to the palm of one hand (follow the instructions on the label to determine the correct amount). (2) Rub hands together. (3) Rub the gel over surfaces of hands and fingers until hands are dry. This typically takes around 20 seconds.

Note: Follow these same steps in locked mental health units; however, the hand sanitizer used will not be alcohol-based.

· Personal protective equipment (PPE) is employed alongside standard precautions based on potential exposure to infectious materials. PPE aims to shield employees from contact with potentially infectious materials. It encompasses gloves, eye protection, gowns, masks, masks with face shields. The VAMC EMS provides PPE to employees that its readily accessibility. Garments penetrated by blood or body fluids should be removed promptly. Refer to the facility's bloodborne pathogen exposure control policy for guidance. Disposable PPE should be promptly and properly removed and discarded after use, with hand hygiene performed before leaving the work area. PPE should be used in accordance with posted signage and the anticipated hazard.

· Gloves shall be worn when there is expected contact with blood, body fluids, or contaminated items/surfaces. After each task involving contact with contaminated fluids/surfaces, gloves must be removed, and hand hygiene performed. Moreover, gloves shall be changed before entering another patient room. If gloves show signs of deterioration or are punctured, cut, or torn, they must be discarded.

· A fluid-resistant gown shall be worn when there is a risk of clothing being contaminated with blood or body fluids, or when handling soiled linen. Gowns shall not be worn when leaving these areas.

· Consumption of food, beverages, or application of cosmetics is not allowed in patient care areas, housekeeping aide closets (HAC), linen storage areas, receiving and sorting areas, loading docks, waste disposal sites, supply and equipment storage areas, or any location where exposure to blood, body fluids, or chemicals is possible. Food items must be stored and consumed only in designated areas.

Transmission-Based Precautions that contract service personnel may come into contact with are as follows…

Transmission-Based Precautions are implemented alongside standard precautions. Patients who are documented or suspected to be infected will have additional signage indicating further precautions. If there are any uncertainties, it is essential to consult with the contract service supervisor before entering the room.

· Contact or Contact Plus Precautions are implemented for patients suspected or confirmed to have an illness easily transmitted through direct patient contact or contact with the environment. When implementing contact precautions, wearing a gown and gloves is mandatory.

Bloodborne Pathogens Bloodborne pathogens, including the human immunodeficiency virus (HIV), hepatitis B virus, and hepatitis C virus, are spread through contact with infected blood and other infectious body fluids. They can be transmitted in various ways, such as:

· Through open cuts, nicks, skin abrasions, dermatitis, as well as the mucous membranes of the mouth, eyes, or nose.

· By touching an object contaminated with infectious material and indirectly transferring the material to the mouth, eyes, nose, or an open skin lesion.

· Accidental injury resulting from a puncture or skin cut by a sharp object contaminated with infectious material (e.g., needles, knives, broken glass, dental wires, etc.).

Bloodborne pathogens may be present long before the infected individual displays any symptoms of the disease.

· Occupational exposure incidents happen when an employee is exposed to blood or potentially infectious body fluids. In such cases, the employee shall:

· Remove contaminated clothing promptly.

· Immediately wash or flush contaminated skin thoroughly with soap and water. If you experienced a needle stick or sharps injury, adhere to local policy. Flush exposed mucous membranes or eyes according to policy.

· Report the incident promptly to your supervisor for follow-up and evaluation for post-exposure prophylaxis.

Textile Care Handling & Distribution Soiled Linen

· Contract employees are responsible for collecting linen from the designated location and distributing it as appropriate.

· Soiled linen/utility room must be cleaned.

· Keep soiled linen/utility room closed and locked unless actively in use.

· Clean linen exchange carts using an Environmental Protection Agency (EPA)-registered hospital cleaner/disinfectant.

· Soiled linen carts must always be covered.

Never place soiled linen bags on the floor for collection.

Clean Linen

· Linens must be stored in clean, closed areas separate from soiled linen or contaminated equipment.

· Food and drink are prohibited in clean linen rooms.

· Linen carts must always be covered. Linen carts stored in properly designated clean linen rooms/closets under positive air pressure are not exempt from covering requirements.

· No items are permitted to be stored or transported on the clean linen cart unless it is covered.

· Clean linen should only be used for its intended purpose, not as cleaning cloths or rags.

Environmental Cleaning Routine discharge cleaning of a patient exam room is carried out consistently using an Environmental Protection Agency (EPA)-registered hospital cleaner/disinfectant.

A labeled bottle of an EPA-registered hospital cleaner/disinfectant should be easily accessible.

Consult the EMS SOP for detailed environmental sanitation practices and responsibilities.

Signage must be kept in place until terminal discharge is finished. Once completed, the contract services employee will remove the signage and return it to the designated location.

Linen left in a patient room, whether used or unused, is deemed contaminated and should be managed accordingly.

· Handle soiled linen with minimal agitation whenever possible.

· Roll up soiled linen instead of gathering it up, whenever feasible.

· Utilize a standard linen bag.

· Transport the linen directly from the patient room to the soiled utility room.

· Avoid holding clean or dirty linen against your body, and ensure bags are closed or covered during transport.

Contaminated work surfaces must be cleaned using an EPA-registered hospital cleaner/disinfectant.

Cleaning and Disinfection Agents

Carpet Cleaner – This product is utilized in carpet extractors, rotary machines, and foam machines. A carpet extractor is equipment designed for deep cleaning carpeting. Alongside a cleaning solution, carpet extractors employ a combination of heat, pressure, and suction to effectively remove dirt and grime from rugs.

Carpet Defoamer – This product is employed in a liquid recovery system to eliminate suds.

Carpet Stain Remover – This product is utilized for the removal of spots and stains.

Environmental Protection Agency…