36C24623Q0605.docx

36C24623Q0605

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

XX

36C24623Q0605 03-28-2023 Stephanie Thompson 757-940-9279 04-10-2023

10:00AM

EDT

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 X X 561720 $19.5 Million N/A X W.G. "Bill" Hefner VA Medical Center Administrative and Patient Care Areas 1601 Brenner Ave.

Salisbury

NC

28144 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin

TX

78714-9971 512-460-5049 512-460-5221 X See CONTINUATION Page Janitorial Services at W.G. "Bill" Hefner VAMC in Salisbury, NC.

Refer to Performance Work Statement and Instructions to Quoters.

Period of Performance Base Year: 5/1/2023-9/30/2023 Option Year 1: 10/1/2023-9/30/2024 Option Year 2: 10/1/2024-9/30/2025 Submission will NOT be considered complete without signed VAAR Clause 852.219-75 VA NOTICE OF LIMITATIONS ON

SUBCONTRACTING--CERTIFICATE OF COMPLIANCE FOR SERVICES AND

CONSTRUCTION (NOV 2022)

See CONTINUATION Page X X X Stephanie M. Thompson Contracting Officer 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 36C246 Stephanie Thompson

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

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 PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES

I. REQUIREMENTS

1. General Information

1.1. General: This is a non-personal services contract to provide janitorial services for administrative areas and patient care areas at the W.G. “Bill” Hefner (Salisbury) Veteran Affairs Medical Center (SVAMC), located in Salisbury, North Carolina. The administrative cleaning requirement is for a minimum of ten Full-Time Equivalent Housekeepers for general/basic cleaning. The patient care cleaning requirement is for an additional ten Full-Time Equivalent Housekeepers for patient care cleaning, to include carpet extraction/shampoo, stripping/waxing floors, through three step disinfections, terminal cleaning and ultra-violet (UV) sterilization of patient care areas to include removal or mitigating highly infectious materials or terminal cleaning areas with patients with infectious diseases. We also require two FTE patient care cleaning shift Non-Working Supervisors and two FTE patient care cleaning shift team leaders to provide housekeeping services for designated patient care areas. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. Agencies shall train their employees in appropriate cleaning and disinfection procedures following Centers for Disease Control and Prevention (CDC) Guidance and comply with local direction from SVAMC Infection Prevention and Control Officials.

1.2. Period of Performance: The period of performance shall be for one (1) base year plus two (2) option years.

1.4. Hours of Operation: The Contractor will perform the administrative cleaning services required by this contract 5 days a week, Monday through Friday, to include federal holidays, for the Administrative Shift from 12:00 pm – 8:00 pm. The Contractor will perform 1st Shift patient care cleaning services from 6:00 a.m. to 2:30p.m, Monday through Friday, to include federal holidays. The Contractor will perform 2nd Shift patient care cleaning services from 2:30pm-10:30pm, Monday through Friday, to include federal holidays. These required patient care shift coverages mirror our organic Environmental Management Service (EMS) housekeeping shifts and mirrored patient care cleaning shifts reduce and mitigate confusion and communication issues that may occur during sanitation operations. The Contracting Officer Representative (COR) must approve any changes to the Contractor’s schedule in advance.

1.5. Work Schedule/Manpower: Prior to commencing performance under this contract, the Contractor shall provide a proposed work schedule to the COR describing how the services will be accomplished. All work shall be coordinated with the COR or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract. The facility POC will communicate with the designated Contracting Officer Representative (COR) services and completion of those services to validate work was accomplished as required. The Contractor shall maintain a Certified Executive Housekeeper (CEH) is on site 6:00am-10:30pm, Monday through Friday, to include Federal Holidays and to ensure a CEH can be contacted by phone afterhours, 24/7, with response time of 1 hour for emergent situations. The contractor must ensure a dedicated CEH is assigned to each shift, onsite and present for the duration for each shift and will be able to manage and take action independently of other CEHs. At a minimum there must be three CEHs on site daily, Monday thru Friday, an Administrative CEH, a 1st Shift CEH, and a 2nd Shift CEH. If CEH certifications expire for any of these positions, the Contractor, must notify the COR immediately of any certification deficiencies, and the Contractor must recertify the individual as a CEH, within 45 days of the lapse.

1.5.1. The contractor shall be responsible for providing a minimum of 10 Full Time Equivalent (FTE) Housekeepers, a FTE Administrative Supervisor, and a FTE Administrative Team Leader for administrative cleaning of the designated administrative areas of this contract requirement, in addition to the onsite management team in order to ensure the cleaning, inspection, monitoring, and management of all sanitation operations by the Contractor is thorough and comprehensive. The contractor is responsible for cleaning all administrative buildings/areas identified within this requirement.

1.5.2. The contractor shall be responsible for providing a minimum of 5 Full Time Equivalent (FTE) 1st Shift Housekeepers, a FTE 1st Shift Supervisor, and a FTE 1st Shift Team Leader for 1st Shift patient care cleaning of the designated 1st shift patient care areas of this contract requirement, in addition to the onsite management team in order to ensure the cleaning, inspection, monitoring, and management of all sanitation operations by the Contractor is thorough and comprehensive. The contractor is responsible for cleaning all 1st shift patient care buildings/areas identified within this requirement.

1.5.3. The contractor shall be responsible for providing a minimum of 5 Full Time Equivalent (FTE) 2nd Shift Housekeepers, a FTE 2nd Shift Supervisor, and a FTE 2nd Shift Team Leader for 2nd Shift patient care cleaning of the designated 2nd shift patient care areas of this contract requirement, in addition to the onsite management team in order to ensure the cleaning, inspection, monitoring, and management of all sanitation operations by the Contractor is thorough and comprehensive. The contractor is responsible for cleaning all 1st shift patient care buildings/areas identified within this requirement.

1.5.4. If the contractor cannot provide the required FTE to ensure compliance with this PWS at any time during execution, then the contractor shall notify the COR immediately and provide a “get well” plan. The get-well plan will be less than 60 days in duration and at the date specified or before the specified date the contractor must be within compliance. The “get well” plan shall document the corrective action being taken by the contractor and a timeline as to when the contractor will resume 100% compliance of the PWS. If the contractor cannot obtain compliance within 60 days of the failure to maintain the minimum required FTEs, the contractor will be considered, to be in breach of contract. If there is more than one instance of failure to comply with the minimum FTE requirements within 120 consecutive days the contractor is to be considered in breach of contract.

1.5.5. The contractor will provide additional manpower support to backfill 1st shift and 2nd shift EMS housekeepers for patient care cleaning upon EMS Supervisor/On-site POC request, Monday-Friday. Contractor coverage shortfalls due to EMS backfills will be reported to the EMS Supervisor/On-site POC and the COR. Upon notification, the COR will report this coverage shortfall to EMS leadership for visibility and action.

1.6. Buildings: The square footage is approximately 414,000 square feet of administrative and non-clinical work areas across several buildings and building corridors/underground walkways. The square footage is approximately 230,000 square feet of patient care and clinical work areas across several buildings. This is a combined square footage of approximately 644,000 square feet. A breakdown of the approximate square footage to be included in this requirement is referenced below.

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Administrative Area

Admin Sqft. Patient Care Sqft.

1.6.1. The government shall provide a list of all buildings, with square footage, to be cleaned by the contractor.

1.6.2. Between the Administrative and Patient Care Cleaning Areas of assignment this will include but will not be limited to the following:

Exam Rooms, Restrooms, Waiting Areas, Patient Rooms, Supply Rooms, Sterile Processing and Special Procurement and Distribution Areas, Hallways and Lobbies, Elevators and Doors, Reception Areas, Lobbies, Offices, Laundry Rooms, Soiled Utility and Soiled Linen Rooms, Clean Linen Rooms, Biohazard Rooms, Doctors Lounge, Hard Tiled Surface and Carpeted Floor Care, Housekeeping Closets, Heat Convectors, Radiators and Vents, Public Areas, Shower Areas, Sinks, Stairwell, Windows, Corridors, Entryways, Administration Areas, Break Rooms, Kitchen and Dining Areas.

1.7. Contract Changes: Additional cleaning required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the Contracting Officer Representative (COR) and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer.

1.8. Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· e-Invoice Setup Information: 1-877-489-6135

· e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

2. Definitions & Acronyms

2.1. Definitions:

Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.

Centers for Disease Control & Prevention (CDC). The nation’s health protection agency that publishes key health information, including weekly data on all deaths and diseases reported in the US and travelers' health advisories. The CDC also fields special rapid-response teams to halt epidemic diseases Constant Policing: Contractor’s staff shall continuously observe and provide for cleaning as the need arises, including: clean-up of papers and any other debris; removing spills, vomit, spots and marks from walls, loading docks, walkways, floors, carpets and furniture, etc. Constant policing shall be provided as part of the overall cleaning necessary to assure a continuously aseptically clean area.

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative.

Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

Custodial Cleaning. Providing an array of cleaning functions that are vital to the daily operation of the facility so as to present a clean facility.

Full Time Equivalent (FTE). Equivalent to one full time worker working 40 hours per week.

Joint Commission (JC). Joint Commission on Accreditation of Healthcare Organizations: The Joint Commission evaluates and accredits nearly 17,000 health care organizations and programs in the United States. An independent, not-for-profit organization, JCAHO is the nation’s predominant standards-setting and accrediting body in health care.

Point of Contact (POC). An identified individual with subject matter expertise (SME) of VHA EMS proper cleaning procedures.

Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures.

Quiet Zone. Means normally a noise level of less than 72.dB (A) at five feet from the source in patient-occupied areas.

Soil. – Soil can be visible, such as dust, or can be invisible, such as infections and odors. Soil is, but not necessarily limited to dust, dirt, stains, grease, smudge, streaks, spots, lint, odors, infections, or any agent that is injurious to health. Soil can be removed chemically, mechanically, or by a combination of both. Mechanical soil removal is removing soil with a liquid that contains cleaning agents, such as detergents, disinfectants, sanitizers and sterilizers. The combination of chemical and mechanical methods such as an automatic floor scrubbing machine uses the chemical method to break down and loosen the soil while the mechanical method picks up and carries the soil away. Which soil removal method is used depends on the cleaning objectives and on the size, location and type of surface to be cleaned.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Dwell Times: The amount of time that a sanitizer or disinfectant must be in contact with the surface and remain wet, in order to achieve the product’s advertised kill rate.

High Touch Areas: Surfaces within a patient room that require more frequent cleaning and disinfection due to having frequent contact with hands. High touch surfaces can be found on the CDC Environmental checklist for monitoring terminal cleaning.

Three-Step Terminal Cleaning:

Step One: Cleaning is the necessary first step of any disinfection process. Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation. The physical action of scrubbing with detergents and surfactants and rinsing with water removes substantial numbers of microorganisms. If a surface is not cleaned first, the success of the disinfection process can be compromised. Removal of all visible blood and inorganic and organic matter can be as critical as the germicidal activity of the disinfecting agent. When a surface cannot be cleaned adequately, it should be protected with barriers.

Step-Two Disinfection destroys most pathogenic and other microorganisms by physical or chemical means.

Step-Three: Ultra-Violet (UV) Disinfection is the third step of a terminal cleaning process. During this step the UV disinfection destroys 99.99% of pathogenic and other microorganisms, thus preventing the spread of viral and bacterial pathogenic infections.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.2. Acronyms:

3. Government Furnished Property, Equipment, and Services Government will issue to the Contractor only required Facility Keys or Security Access FOBs, as needed to perform janitorial services as determined by Medical Center Leadership, Patient Care and Non-Patient Care Services.

4. Contractor Furnished Items and Services The Contractor shall provide all equipment, management, supervision, personnel, and transportation except as specified herein as government-furnished, necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. The contractor will provide its own supplies and specialty equipment such as Riding Auto Floor Scrubbers, Walk-Behind Auto Floor Scrubbers, Small Mobile/Tight Turn Floor Scrubbers, Upright Vacuums, Industrial Wet/Dry Vacuums, Carpet Shampooers, Carpet Extractors, Floor Buffers, Floor Burnishers, Floor Blowers and other special equipment as required to perform required janitorial tasks within the Contractors assigned area of cleaning responsibility and to fulfill all PWS requirements.

The Contractor shall provide the following for use in all required tasks:

The Contractor will be responsible to provide all contract janitorial staff the following personal protective clothing and equipment, as required to comply with local guidance, facility policies, infection control guidance and to accomplish any required janitorial tasks:

Disposable gloves

Disposable isolation gown (apron)

Eye wear - goggles

Disposable mask

Safety shoes

Respirators

Rain ponchos

The Contractor will be responsible to ensure all hand hygiene stations are regularly stocked, monitored, and promptly refilled as used by veterans and visitors. The hand hygiene stations are, typically located in common areas such as lobbies, by elevators, building entrances, hallways and waiting rooms, but are not limited to those locations. These stations typically contain hand sanitizer wall style dispensers, that must have batteries replaced periodically, and the hand sanitizer product refill replaced when either the dispenser’s hand sanitizer product is empty or expired. The stations have patient masks and facial tissue paper products for veteran and visitor’s use. All items stocked in the hand hygiene stations, located in the Contractor’s area of responsibility will be regularly stocked, monitored, and promptly refilled by the Contractor as these supplies are used by veterans and visitors.

Refill Disposable masks

Refill Facial Tissues

Refill Hand Sanitizer Dispensers

Refill Disposable Umbrella Bags by Lobbies and Facility Entrances in Contractor’s areas.

The Contractor will be responsible to perform specialty janitorial services in the Contractor’s area of cleaning responsibility upon request. Specialty janitorial services can consist of, but are not limited to: Bulk Trash Removal, Carpet Shampooing, Carpet Extraction/Carpet Deep Cleaning, Water Removal Due to Flooding/Rain or Water Leaks, Large Area Detail/Power Cleaning, Strip/Wax Compatible Tile Floors, Three-Step Cleaning, Terminal Cleaning, UV Disinfection.

The following cleaning products are approved by Salisbury VAMC Infection Control. These products are authorized for use & shall be provided by the Contractor, as needed for use in all required tasks:

Type of Disinfectants/ Processing Products

Janitorial

Chemicals used by the contractor must be suitable substitutes and EPA approved disinfectants.

5. Specific Tasks The Contractor shall complete the following tasks as instructed in this PWS and per all instructions described in PWS section 5.1. General Janitorial Tasks and Cleaning Standards. In the event of a discrepancy between this PWS and any referenced MCM/MCPs or Federal Law; the following list shall be an order of precedence for resolving any discrepancy:

1. Federal Law

2. MCM/MCPs

3. PWS 5.1. General Janitorial Tasks and Cleaning Standards The Contractor shall accomplish all general janitorial tasks and cleaning standards according to the following frequency:

CLEANING FREQUENCY

DOOR TRACKS - CLEAN / REMOVE DEBRIS

M

STAIRS - DUST MOP

2W

STAIRS - WET MOP

2W

FLOORS - VACUUM

INSIDE WINDOWSILLS & LEDGES -

CLEAN / DUST

2W

D

D

D

D

FURNITURE/FURNISHING

DUST/CLEAN

W

W

DRINKING FOUNTAINS - CLEAN

D

D

D = Daily W = Weekly

A number before a letter = times per that period

M = Monthly Y =Yearly

* In addition to specified Frequency, indicates the frequency is the

Q = Quarterly minimum standard, but more frequently if required due to an accident or spill.

5.1. General Janitorial Tasks and Cleaning Standards

The following table summarizes the tasks required under this PWS.

2. Place furniture in proper locations

3. Spot clean/wash interior windows and door glass

4. Dust mop/wet mop all tile floors

5. Clean patient restrooms mid-day

6. Clean public restrooms

7. Check and Refill all paper towel, toilet paper, and soap dispensers

8. Clean and organize all housekeeping closets

9. Clean/sanitize all bathrooms utilizing a germicidal disinfectant

10. Dust all horizontal and vertical surfaces

11. Spot clean furniture

12. Spot clean waste cans

13. Empty Recycling Containers

14. Wash walls and doors

15. Vacuum carpets, entrance mats, and runners

16. Clean and Polish all stainless steel

17. Cover all bed discharges which includes cleaning, disinfecting and remaking beds

18. Staging and storage of both clean and soiled linen, which includes washing of bed sheets

19. Interior and Exterior of windows and doors on first floor level.

20. Cleaning of High Touch Surfaces

21. Change privacy curtains

22. Unoccupied room cleaning

23. Occupied Patient room cleaning

24. Isolation room cleaning, Terminal Cleaning, Discharge Cleaning

1. Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and replace the furniture after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. The Contractor shall report any tears, burns and raveling to the attention of the on-site POC or designated representative.

2. Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails. Sanitize as needed.

3. Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed. The ducts shall be cleaned as needed.

4. Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, and fans. The contractor once per month using a putty knife or its equivalent, must remove accumulated soil buildup from the elevator floor corners, remove soil build up on the elevator floor baseboards, remove soil build up or debris from elevator floor door tracks and polish stainless steel surfaces on the elevator interior, in addition to cleaning/polishing both sides of the elevator door for all elevators accessible from the contractor’s area of cleaning responsibility.

5. Entrance Area: Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Trash containers located inside and outside of entrances shall be emptied.

6. Floor maintenance (non-carpeted):

a) The Contractor shall wet mop using a neutral floor cleaner, using a Micro-Fiber Mopping System to mop all accessible areas including corners and abutments. The Contractor shall remove any splash marks or streaks on furniture, walls, baseboards, etc... Isolation room cleaning will include disinfecting floors using a flat microfiber system.

b) The Contractor shall not mop wood or carpeted floors. The Contractor will only use string mops in the case of large spills. When string mops are required, a double bucket mopping process will be used.

c) The Contractor shall sweep, dust, and damp mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms. The floors shall be swept, dusted and damp mop using a treated or dust- free method/mop. The Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items to clean underneath and shall return items to their proper position.

7. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36” and below) The Contractor shall dust specific uncluttered horizontal surfaces per direction of the on-site POC within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, window sills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust.

a) The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames.

b) The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature.

c) The Contractor shall spot clean upholstered furniture as required.

d) High Dusting refers to areas higher than 36” up to 96”: High dusting includes all the wall surfaces, door frames, shelves, equipment, window sills, ledges, hand rails, etc. that are 96 inches from the floor or more.

e) The Contractor shall vacuum upholstered furniture; clean behind furniture and corners, in particular. Move items as necessary to ensure thorough and adequate cleaning; replace to original position.

f) The Contractor shall polish any furniture to protect the finish and/or surface.

8. Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft shields on windows, mirrors and adjacent trim.

9. Stairwells: The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling and wall areas shall be free of cobwebs, dust, debris and insects.

10. Walls: Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed.

11. Blinds/Shades: The Contractor shall vacuum, and damp clean all blinds/shades to remove surface dust, vacuum drapes in place.

12. Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills. The contractor is not responsible for the highest interior windows.

13. Laundry Service: The contractor shall collect all soiled linen daily and place in designated soiled linen storage until items are picked up by laundry distribution personnel.

14. Bed Cleaning: The contractor shall remake beds on customer request. After customer has checked out from facility all linens are to be removed from bed and stored in soiled linen room until picked up by the laundry service contractor. The contractor shall use a two-step cleaning process to clean and disinfect beds. The contractor shall remake bed using clean linens.

15. Miscellaneous

a) Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent ensuring that the surface remains visibly wet for the proper dwell time.

b) Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates.

c) Loading Dock. The Contractor shall sweep and hose off loading dock area as needed.

d) Contractor's Storage Room: The Contractor shall store equipment and supplies in a Government-provided storage room. The Contractor shall maintain the storage room and used only as authorized. The Contractor shall not store food in the room. This storage room shall be clean and odor free at all times.

16. Restrooms

a) The Contractor shall clean and sanitize sinks, urinals, and toilets.

b) The floor traps shall always be maintained free from odor.

c) The Contractor shall sweep and wet mop the floors daily and as required. The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

d) The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces.

e) The Contractor shall damp-wipe and polishes the chrome fixtures.

f) The Contractor shall clean (descale) toilet bowls and urinals.

g) The Contractor shall replenish restroom supplies for example: soap dispensers, paper towels and toilet tissue.

h) The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles.

17. Waste

a) Trash Removal: The Contractor shall pick up and empty all trash or waste receptacles. Waste will be deposited at established waste collection sites/holding areas at the facility for waste hauler pick up.

b) Regulated Medical Waste (RMW) ‘Red Bag’ Bio-hazardous: All receptacles lined with "Red Bags" (plastic bags containing bio-hazardous medical waste material) shall be serviced. The Contractor shall pick up the Red Bag waste and deposit it in specially designated, locked "infectious waste" bins or designated holding areas in a safe and timely manner, and in accordance with established standards and procedures. NOTE: Red Bags may not be used for any other purpose. Under no circumstance will red bag waste be co-mingled with any other types of waste.

c) Recyclables: The Contractor shall pick up and empty all recycled collection receptacles and deposited them at established holding sites.

18. Supplies: The Contractor will provide all supplies required to clean and restock each of the contractor’s area of responsibility.

5.2. Administrative, Public, and Common Areas

The Contractor shall clean, disinfect, and perform all tasks for administrative, public, and common areas as described in section 5.1. General Janitorial Tasks and Cleaning Standards.

5.3. Contractor Personnel

5.3.1. The Contractor shall assign a Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures in order to ensure compliance with all provisions contained in this contract. A CEH supervisor must be onsite and available anytime the contractor’s employees are working on site to provide oversight.

5.3.2. The CEH shall have at least one (1) year of prior experience as a CEH Manager within the last three years. Written certification of experience and copies of any formal training program (i.e. National Executive Housekeeping Association (NEHA) or comparable certification shall be submitted to the COR before starting work. The COR’s approval must be received prior to an employee working at any of the facilities.

5.3.3. The CEH shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within 3 hours.

5.3.4. The Contractor will ensure that the Salisbury VAMC on site CEHs have a contractor owned/provided desktop computer/laptop, with scanner/printer. The contractor must have their own cellular internet service for their computer, with an established contractor email address to send and receive email correspondence with the COR. Additionally, the contractor must provide their CEHs a work cellphone for voice/text communications with the COR.

5.3.5. The contractor’s employees shall be able to read, write, speak, understand and communicate effectively in English.

5.3.6. Prior to beginning performance under this contract, the Contractor shall provide the following:

a) List of employees who will provide services under this contract

b) Name, telephone number and address of the CEH

c) List of shift supervisors

d) Execute a Business Associate’s Agreement with Salisbury Veteran Affairs Medical Center.

5.3.7. The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative. He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

5.3.8. The Contractor shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break areas only.

5.3.9. The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements.

5.3.10. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed “Confidentiality Certificate” from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes.

5.3.11. The Contractor is not required to have physical examination prior to work on this contract; however, the Contractor is expected to be in good physical health and able to work in patient care areas without risk to the patients. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

5.4. Safety Training Requirements

5.4.1. 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 work day.

5.4.2. The Contractor shall take such safety precautions as are necessary to protect the lives and health of occupants of the building during performance of contract requirements. The Contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel.

5.4.3. Contractor-Furnished Safety Training: The Office of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by respective State Laws and that are applicable to all employees. All Contractors providing service at VA facilities shall follow these established Code of Regulations “General Industry Safety Orders (OSHA) section listed below, as a condition of contract award:

a) Section 3203 Title 8 “Illness and Injury Prevention Program.” Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct orally in general safe work practices with specific instructions with respect to hazards unique to the employees’ job assignments, as compliance with subsection (a) (3).

b) Section 5193 Title 8. “Blood Borne Pathogens”

c) Section 5194 Title 8. “Hazard Communication”

d) The above-listed orders establish minimum standards and apply to-employment’s and places of employment’s in California as defined by Labor Code Section 6303; provided, however, that when the Occupational Safety and health Standards Board has adopted or adopts safety orders applying to certain industries, occupations or employment’s exclusively, in which like conditions and hazards exit, those orders shall take precedence wherever they are inconsistent with the General Industry Safety Orders hereinafter set forth.

e) The above-listed orders, effective 1 July 1991, require the employer to develop, implement and document written programs, as well as requiring initial and recurring employee training and record keeping. The Contractor shall provide to the COR an annual written certification that each employee has received the State-required safety training; that each employee has received the Hepatitis B vaccination; or provide a written certification from any employee who declines the Hepatitis B vaccination.

f) Hepatitis B Vaccination: The final rule on Occupation Exposure to Blood Borne Pathogens, 29 CFR Part 1910.1030, states “employers shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident. Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the Contractor.

g) All contract employees need to be screened for tuberculosis prior to employment

h) All contract employees need to be medically cleared to wear respiratory protection

i) All contract employees shall be cleared for fitness of duty to perform physical tasks required for the job such as lifting a minimum of 50 lbs., prolong standing walking and frequent bending.

j) All contract employees shall comply with VA policy regarding influenza vaccine for staff and contractors.

k) A copy of this letter shall also be filed with the COR and placed in the COR’s contract file, and an additional copy shall be sent to the VA employee physician’s office. Following Contractor employee’s exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician. Records of treatment and follow-up shall be maintained for the duration of employment by the contractor and for thirty (30) years thereafter. Copies of treatment and follow up records shall be provided to the COR.

5.4.4. Handling of Regulated Medical Waste, Infectious Medical Waste (“Red Bag” Waste and “Sharps” Containers):

a) The…