Base Plus 2 Year Janitorial Services PWS updated 6-24-2026.pdf

PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES

Section 1: General Information

1.1 General: This is a non-personal services contract to provide janitorial services for the W. G. “Bill” Hefner (Salisbury) VAMC. 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: Base plus 2 years

1.3 Place of Performance: W.G. “Bill” Hefner VAMC, 1601 Brenner Ave, Salisbury, NC 28144

1.4 Hours of Operation: Hours of operation should mirror the Environmental Service hours 1st shift 7AM-3:30PM, 2nd shift 3PM-11:30PM, and 3rd shift 10:30pm-7AM.

1.5 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the COR describing how 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 Healthcare Service Technician (CHEST) supervisor on site for 2nd & 3rd shifts that can be contacted by phone, with a response time of 1 hour for emergent situations and will be able to manage and take action independently of other CHESTs. If CHEST certifications expire for any of these positions, the contractor must recertify the individual as CHEST within 45 days of the lapse. The contractor shall maintain a Certified Healthcare Environmental Service Professional (CHESP) and a minimum of 1 Full Time Equivalent (FTE) 1st Shift Housekeeper to provide 1st shift coverage to the endoscopy (ENDO) unit, work orders, floods, and other tasks needs for buildings in contractors responsible areas. The contractor shall be responsible for providing a minimum of 15 Full Time Equivalent (FTE) 2nd Shift Housekeepers, 1 FTE 2nd Shift Working Supervisor for the cleaning of the designated areas of this contract requirement. The contractor shall be responsible for providing a minimum of 6 Full Time Equivalent (FTE) 3rd Shift Housekeepers, 4 Full Time Equivalent Floor Tech, 1 FTE Working Floor Tech Team Leader, and 1 FTE 3rd Shift Working Supervisor for the cleaning and floor maintenance of the designated areas of this contract requirement. 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.

1.6 Building: The square footage is approximately 283,285 square feet of administrative and non-clinical work areas across several buildings and building corridors/ underground walkways. The square footage is approximately 94,271 square feet of patient care and clinical work areas across three buildings. This is a combined square footage of approximately 377,556 square feet. A breakdown of the approximate square footage to be included in this requirement is referenced below.

Bldg. # Function

Title

# Flrs GSF Admin SF Patient

Care SF

Comments

1 Administrative 3 26,888 26,888

4 Psychiatry 5 108,081 87,545 GF, 1F, 2F, 3F

6 Recreation 2 83,230 75,365

6 Recreation 2 83,230 7,865 Occupational Health (2,637), Canteen (5,228)

7 PM&RS 1 24,784 15,103

7 PM&RS 1 24,784 9,681 Core Clinic (8,185)

Fitness Center (1,496)

8 Mental Health

Inpatient

4 79,000 4,000 Lobby Only (4,000 SF)

11A Rural Health

Modular

1 3,850 3,850

11B EEO Modular 1 3,850 3,850

11C Telephone Call Center Modular

1 3,850 3,850

12 Police and Security

2 4,875 4,875

14W Police and Security

2 3,553 3,553

15 Admin/ Tenant

2 6,559 6,559

19 Chapel 1 4,907 4,907

21 Medical/ Admin

3 109,865 33,140 GF (33,140)

21 Medical/ Admin

3 109,865 76,725 1F (38,362), 2F (38,362)

21A Fee Basis Modular

1 4,900 4,900

21B Engineering Admin Bldg.

1 4,900 4,900

Floor Care Square Footage

Bldg. # / Floor Hard Finish Floors GSF Non‐Finish Floors GSF Carpet GSF

1 600 1,700 16,000

2-1 22,000 0 0

2-2 13,800 0 0

4 6,000 40,000 30,000

6 4,800 35,000 8,500

7 3,500 12,000 3,400

11A 3,400 0 0

11B 3,400 0 0

11C 400 3,000 0

15 3,000 1,600

19 500 0 3,200

21A 4,400 0 0

21B 350 0 3,900

21 24,500 39,000 10,100

42-G 12,500 8,000 0

Tunnels 2,700 14,550 0

Totals 102,850 156,250 68,200

1.7 Type of Contract: The government will award a Firm Fixed Price contract.

1.8 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 the Contracting Officer.

1.9 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.

Section 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 ields 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 paper 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 ensure 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.

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.

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

High Touch Areas. Surfaces within patient rooms 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.

Joint Commission (JC). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.

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

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

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

Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, vomits, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors. 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.

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:

AHE Association for the Healthcare Environment CBI Compliance and Business Integrity CHESP Certified Healthcare Environmental Professional CHEST Certified Healthcare Environmental Service Technician COR Contracting Officer Representative EPA Environmental Protection Agency FTE Full Time Equivalent ID Identification IT Information Technology JC Joint Commission OSHA Occupational Safety and Health Agency PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VAMC Veterans Affairs Medical Center

Section 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. The government will provide an area with a desk for administration duties and a storage room for equipment. The government will provide all chemicals, paper products, trash bags, batteries, soap, hand sanitizer, toilet seat covers, facial tissues, masks, umbrella bags, gloves, personal protective equipment (PPE), microfiber mop pads, microfiber dust mop pads, microfiber cleaning cloths.

Section 4: Contractor Furnished Items and Services

The Contractor shall provide all management, supervision, personnel, and transportation except as speci ied 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 speci ied in this Performance Work Statement (PWS) and referenced documents.

The Contractor will be responsible to ensure all hand hygiene stations are regularly stocked, monitored, and promptly re illed 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 re ill 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 re illed by the Contractor as these supplies are used by veterans and visitors.

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 Contractor shall provide all equipment, management, supervision, personnel, and transportation except as speci ied 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 speci ied in this Performance Work Statement (PWS) and referenced documents. The contractor will provide its own 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 ful ill all PWS requirements.

Contractor Supplies/ Equipment

Broom Dustpan

Plastic Pail Toilet Bowl Brush

Micro iber Water Bucket Micro iber Mop Handle with Head

Micro iber Dust Mop Handle with Head Putty Knife

Scouring Pad Spray Bottles for Chemicals

Corner Brush Protective Eye Wear

Floor Scrubbing Machines (Riding/Walk behind)

Upright Vacuums, Backpack Vacuums, Wet/Dry Vacuums

Carpet Cleaning Machines (Shampoo/Extraction)

4 Footstep Ladder

Floor Blower Securable Housekeeps Carts

Floor Wax Floor Stripper

Buf ing, Scrubbing, Stripping Pads for loor equipment

Mop Buckets for stripping and waxing

Other equipment and supplies required to accomplish tasks

Section 5: Specific Tasks

Standards: Aseptic areas apply to the Canteen, kitchen, dining, and restrooms. Custodial standards apply to the common areas, excluding the dining area, and the rooms. There may some cases where a room requires a “terminal cleaning” in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal cleaning to affected areas.

5.1 Tasks and Cleaning Standards

Standards of Cleanliness

Ensure you wear proper PPE when required.

1. CEILINGS

a) Tiles are free of dust and cobwebs

b) Vents are free of surface soil and free of dust and lint

c) Lights are free of dust, stains, bugs, and debris

d) Mirrors are free of dust, surface soil, smudges, fingerprints and are streak free

e) Overhead exam lights/surgical lights are clean and free of dust, lint, debris, surface soil, or residue

Condition: Report all missing or damaged tiles, lights, mirrors and vents

2. WALLS

a) Clean and free of dust, stains, lint, surface soil and cobwebs

b) Cove bases (baseboards) clean of surface soil, no buildup of floor finish, free from dust and cobwebs and no accumulation of soil on the corners.

c) Picture frames are free of soil, dust, and cobwebs. Glass is clean and streak free.

d) Fixtures such as light switches, doorstops, emergency pull cords, recessed night lights, coat racks, signs, fire alarms, telephones, etc. are clean of surface soil and free of dust and cobwebs.

e) Partitions in restrooms are clean and free of surface soil, stains, streaks, spots, dust and lint

f) Cubicle walls are clean and free of soil, dust lint and stains

g) Dispensers of all types are clean and free of surface soil, dirt, dust, debris, spots and buildup of any kind inside and out.

h) Mirrors are free of dust, surface soil, smudges, fingerprints and are streak free

i) Handrails (all) are clean and free from surface soil, spots, and dust.

j) Heaters / wall vents are clean and free of surface soil, dust, dirt, debris, and spots.

k) Chalk boards, dry erase boards, display cabinets and cork boards are clean and free from dust and debris, glass is clean and free from fingerprints and streaks. Condition: Report leaks, damaged walls or fixtures, or missing items

3. FLOORS

a) Clean and free from surface soil, debris, dust, and stains. No floor finish buildup or accumulation of soil in corners, free of discolored floor finish and have a high luster (except in areas that require low gloss floors due to safety concerns for Veterans), free of scuff marks and scratches.

b) Fall pads are clean on both sides from soil build up, stains, dust, and debris

c) Carpets and runners are clean and free of surface soil, debris, dust, and stains Condition: Report loose or missing tiles.

4. DOORS

a) Clean and free of marks, kick plate is clean and shiny, top is free of dust and lint, edges are clean, handle or knob is clean, hinges are clean and free of dust, door frame is clean, door vent is clean and free of dust and lint, window frame is clean and free of dust, window is clean and streak free inside and out. Condition: Report broken, damaged, or non-functioning doors

5. WINDOWS (inside of buildings)

a) Clear and clean of surface soil, free of dust and lint, free of streaks smudges and fingerprints

b) Windowsills are clean and free from dust, debris, stains, spots, and surface soil

c) Curtains, drapes and blinds are clean of surface soil, dust, debris and foul odors. Pulleys and pull cords are clean and free of soilCondition: Report broken. cracked or damaged windows and or frames and sills

6. CUBICLE PRIVACY and SHOWER CURTAINS

a) Clean and free of surface soil, dust, lint, stains

Condition: Curtains are the proper length, there are no missing hooks, are not torn. and are easily drawn along the curtain rod.

b) Follow SOP for curtain procedures when changing or replacing.

Schedule of Cleaning

Procedure:

The following is the minimum schedule of cleaning frequency:

1. Floors are vacuumed, or dust-mopped and wet-mopped daily in-patient care areas and once a week in administration areas.

2. Wastebaskets are cleaned as needed. Waste disposal receptacles are emptied and re-lined twice a day as necessary in acute care areas. Waste receptacles in clinical areas and non-patient care areas are emptied daily. Filled trash liners are tied close, placed in a collection cart and transported to the waste disposal site. Never use hands or feet to compress waste in receptacles.

3. Regulated Medical Waste (RMW) containers with a red liner are placed in each ward’s soiled utility room and other secured areas as appropriate, they are to be covered and collected daily.

4. Bathrooms, showers, utility rooms, toilets, urinals, sinks, mirrors, bathtubs and shower stalls are cleaned daily. Paper towel dispensers, toilet paper and soap dispensers are cleaned and checked daily and refilled as needed. Doors and doorframes are cleaned weekly and as needed. Shower curtains are cleaned quarterly and as needed when soiled.

5. Furniture, windowsills, ledges, radiators, fire extinguishers, external light fixtures, cubicle curtain tracks, mini-blinds, vents, light covers, and horizontal surfaces are cleaned weekly by dusting with a vacuum cleaner or micro-fiber cloth.

6. Furniture in patient rooms is washed with an EPA-approved hospital-grade germicide/ disinfectant solution as part of the patient discharge procedure, weekly and as needed.

7. Handrails in corridors are cleaned with an EPA-approved hospital-grade germicide/ disinfectant solution weekly and as needed.

8. Horizontal surfaces including counter tops, over-bed tables, bedside tables and bed rails are cleaned.

9. Rolling stock and Non-Critical Reusable Medical Equipment (RME) (wheelchairs, IV poles, etc.) is cleaned after each use.

10. Drinking fountains are cleaned daily and as needed. The exterior and drain tray of ice machines are cleaned daily.

11. Patient beds are cleaned upon discharge or transfer. Ambulatory Care exam tables and hemodialysis treatment chairs are cleaned daily and as needed.

12. Long-term care beds are cleaned weekly when Nursing Service notifies EMS that the patient is out of bed.

13. Privacy curtains are changed quarterly, after every isolation and as needed. Draperies and blinds are washed as needed. Damaged curtains or draperies are repaired or replaced.

14. Walls and ceilings are cleaned as needed, i.e., when visibly soiled.

15. Ceiling Tiles showing visible signs of mold, stains, cracks or holes are to be identified and reported in Maximo with a service request.

16. Isolation rooms are cleaned daily according to the protocol.

17. Fans, vents and lights are cleaned as needed.

18. Sharps/Needle disposal boxes are monitored daily and changed as needed by Housekeeping

The following table summarizes the tasks required under this PWS.

Tasks Frequency

1. Empty waste cans and reline Daily

2. Place furniture in proper locations Daily

3. Spot clean/wash interior windows and door glass Daily

4. Dust mop/wet mop all tile floors Daily

5. Clean patient restrooms mid-day Daily

6. Clean public restrooms Daily

6. Check and refill all paper towel, toilet paper, and soap dispensers Daily

7. Clean and organize all housekeeping closets Daily

8. Clean/sanitize all bathrooms utilizing a germicidal disinfectant Daily

9. Buff all tile floors Quarterly /as needed

10. Dust all horizontal and vertical surfaces Daily

11. Spot clean furniture As needed

12. Spot clean waste cans Daily / as needed

13. Empty Recycling Containers As needed

14. Wash walls and doors Quarterly / as needed

15. Vacuum carpets, entrance mats, and runners Daily

16. Polish all stainless steel Weekly

17. Cover all bed discharges which includes cleaning and remaking beds As requested

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

19. Strip and refinish all tile floors Yearly / as needed

20. Shampoo/extract carpets utilizing soil retardant Quarterly / as needed

21. Interior of windows and doors Weekly / spot clean as needed

22. Hard surfaces Daily/ as needed

23. Change curtains Quarterly / as needed

24. Unoccupied room cleaning Weekly

25. Scrub Tunnels with Scrubber Daily

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 COR or designated representative.

a) Light Shampoo to protect carpet with soil-repellent and/or static free application of treatment as required.

b) Deep Steam Clean by using “steam” or other residue-free cleaning product. The carpet shall be dried to the touch upon completion.

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, fans. Spot-clean walls. Remove soil stains and debris from light covers.

5. Entrance Area: Sweep 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 of entrances shall be emptied.

6. Floor maintenance (non-carpeted):

a) The Contractor shall strip wax, finish and buff using non-slip floor finish. The Contractor shall “turn back the rugs” in order to clean and finish the floor areas at least one feet underneath the rugs. The stripping of wax, finish and buffing shall be performed once per year at each facility. The entire facility shall be waxed, finished and buffed once per year. The scheduling of this task will be coordinated between the Contractor CHESP, COR and staff occupying building to ensure there is no disruption to staff and visitors.

b) Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur no more than once per week. The area or the room requiring the service will be identified by COR or designated representative to the Contractor’s

CHESP.

c) The Contractor shall wet-mop and use a scrub using germicidal type detergent to sanitize all accessible areas including corners and abutments. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop wood or carpeted floors.

The Contractor shall change water in mop bucket in between room cleanings.

d) 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 so as to clean underneath and shall return items to their proper position.

e) The Contractor shall spray and buff all floors accessible to floor machine unless specified elsewhere as having carpet or special flooring. The Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen. The Contractor shall remove excess floor finish solutions. The Contractor shall apply these techniques only to the portion of the floor needing work, to bring the entire floor up to standard.

f) The contractor shall scrub all hard finished floors at a minimum of two times per week.

All hallways and tunnels shall be scrubbed one time per day or as needed.

7. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36” and below) The Contractor shall dust all uncluttered horizontal surfaces within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, windowsills, 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, armrests and picture frames. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature. The Contractor shall clean surfaces, so they are free of dust, surface debris, stains, shoe prints, surface soil, cobwebs and lint.

b) Furniture and Flat Surfaces Cleaning, High dusting includes all the wall surfaces, door frames, shelves, equipment, windowsills, ledges, handrails, etc.

8. Furniture: 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. Condition: No stains, cracks, rips or broken parts

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

b) The Contractor shall steam clean or deep-clean upholstered furniture as required.

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

10. 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.

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

12. Venetian Blinds: The Contractor shall vacuum and damp clean all blinds to remove surface dust, vacuum drapes in place.

13. 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.

14. Window Cleaning Exterior: The Contractor shall wash exterior surfaces, damp-wipe window sashes/sills. The contractor shall be responsible for the exterior windows on the entrance only and first the first-floor level. To maintain clean appearance, the exterior windows and glass entrance doors shall be cleaned daily and spot cleaned as necessary.

15. Laundry Service: The contractor shall collect all soiled linen daily and place in designated soiled linen storage until items are picked up by laundry service contractor. The contractor shall place linen received in clean linen storage on shelf until items are needed. The contractor shall maintain inventory of linen items listed above; all linen items that are unserviceable must be returned to facility designated linen officer. Replacement or the need for additional linen shall be communicated by contractor to VA Linen Department Manager.

16. Beds / Exam Tables Cots: Both sides of the headboard and footboard are clean and free of surface soil, dust, lint, cobwebs, and stains. The entire bed frame, including the handrails and wheels, are clean and free of surface soil, dust, lint, and stains Both sides of the mattress are clean and free of stains, surface soil, dust, debris, and foul odors. Both sides of the EvacuSled are clean and free of stains, surface soil, dust, debris, and foul odors. Condition:

No cracks or damage to the frame. mattress. pillow or mechanics. Report all damage

17. Tray Tables/ Bedside Tables: The top, bottom, sides, and frame are clean and free of surface soil, dust, debris, and stains. Drawers are clean and free of dust, debris, lint, cobwebs and surface soil inside and outside. Mirror is clean and free of streaks and fingerprints.

Condition: Fully functional with no broken or damaged parts

18. Dining room, kitchen, canteen, and break areas: The contractor shall clean dining room, kitchen, and break areas daily; trash is to be removed as needed. All tables and counter tops are to be wiped down daily and as needed throughout day. All kitchen appliances, refrigerators, microwave oven, conventional oven, dishwasher, etc. are to be cleaned daily and as needed. The canteen floor shall be scrubbed daily with degreaser. The dining room shall be scrubbed two times per week.

VCS Cleaning Frequency

VCS Cafeteria/Dining Room

Tasks Frequency Task To Be Accomplished

Walls As Needed Dust/Spot clean

Walls Quarterly Wipe visible surfaces

Walls Bi-Annually Clean behind staƟonary equipment, VCS staff will move equipment/faciliƟes/art on wall so walls can be wiped clean

Floor/Baseboards AŌer Closing/Daily Sweep/mop floors, run scrubber and around equipment clean baseboards, corners and edges following facility procedure

Light Fixtures, Ceiling/Wall Vents

Weekly/As Needed Dust/Clean exterior

Ceiling Straps As Needed Dust/Clean

Windowsills/Ledges Daily Dust/Clean

Windows/Doors Weekly/As needed Clean/Wipe with glass cleaner

Beverage

Counter/Serving Line

Monthly/As Needed Clean underneath

Salad/Soup Bar Monthly/As Needed Clean underneath

Refrigerators Monthly/As Needed Clean behind/Underneath

Trash Removal As Needed Remove trash during lunch, remove trash aŌer closing and clean exterior and interior of the trash cabinet

Microwave/Condiment

Stands

AŌer Closing Clean exterior

Tables/Chairs/Stands Daily

Food Prepara on Areas

Floors/Baseboards AŌer Closing/Daily Sweep/mop, run scrubber and clean baseboards, corners, and edges. Floors shall be cleaned with degreaser

Walls As Needed Dust/Spot clean

Walls Quarterly Wipe/Clean behind equipment with degreaser (VCS staff will move all equipment)

Cardboard Removal As Needed Break down boxes and put them in cardboard dumpster

Retail Store/Storage Areas

Walls Daily Dust/Clean

Walls Quarterly/As needed

Clean behind/underneath stationary equipment

Floor/Baseboards Daily Sweep/mop floors, run scrubber and around equipment clean baseboards, corners and edges following facility procedure

Doors Weekly Clean/Wipe with glass cleaner

Light Fixtures, Ceiling/Wall Vents

Weekly/As needed Dust/Clean exterior

Trash Removal Daily Remove trash

Cardboard Removal As Needed Break down boxes and put them in cardboard dumpster

19. Information Technology (IT) Closets: The Contractor shall coordinate with the VA IT staff to gain access to these secured areas in order to sweep and dust mop floors monthly. The Contractor shall not use any type of liquids, vacuums or duster in these closets. The Contractor shall not unplug any IT equipment unless performed by IT staff. To maintain the proper air temperatures in the IT rooms, the entry doors shall not be left open.

20. Ceilings: The Contractor shall dust and remove cobwebs from the ceilings, vents and light fixtures.

21. Unoccupied Rooms: Cleaning of unoccupied rooms should be performed weekly to remove dust from all surfaces, the restroom should be cleaned and the commode flushed to prevent hard water deposits.

22. Miscellaneous

a) 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.

b) Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type of detergent. The Contractor shall re-stock those water coolers with cups.

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

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

23. Restrooms

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

b) The floor traps shall be maintained free from odor at all times.

c) The Contractor shall sweep and wet mop the floors daily and spray buff 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 furnish and replenish restroom supplies, for example: soap dispensers, paper towels and toilet tissue. The Contractor shall ensure sufficient supplies are provided.

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

24. Waste

a) Trash Removal: The Contractor shall pick up and empty all trash or waste receptacles, to include the vending machine/snack areas. The Contractor shall wash and damp-wipe all waste receptacles; re-line daily or as needed. The Contractor shall dispose of trash in plastic bags secured with bag ties.

b) Litter Removal: The Contractor shall pick up and dispose of litter and trash from the entrances.

c) ‘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 lockers, usually located at the rear of the facility, 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.

25. Supplies: All chemicals, paper products, trash bags, batteries, soap, hand sanitizer, toilet seat covers, facial tissues, masks, umbrella bags, gloves, personal protective equipment (PPE), microfiber mop pads, microfiber dust mop pads, microfiber cleaning cloths will be supplied by the government.

26. Privacy and Shower Curtains: Clean and free of surface soil, dust, lint and stains. Condition:

Curtains are the proper length, there are no missing hooks, are not torn, and are easily drawn along the curtain track.

a) Curtains will be changed quarterly or as needed. Follow guidance provided by SOP (Below).

PRIVACY AND SHOWER CURTAIN INSPECTION AND REPLACEMENT

SOP 659‐137‐21

Salisbury VA Health Care System Salisbury, NC 28144

Signatory Authority:

Service Line:

Environmental Management Service

Chief, Environmental Management Service

Responsible Owner:

Chief, Environmental Management Service

Effective Date:

December 15, 2025

Recertiϐication Date: December 15, 2030

1. PURPOSE AND AUTHORITY

The purpose of this standard operating procedure (SOP) is to establish a standardized procedure for inspecting and replacing privacy and shower curtains when contaminated, damaged, or soiled, and to ensure they are changed on a routine basis - at a minimum of quarterly - to maintain patient safety, infection control, and environmental cleanliness. This SOP must be followed by Environmental Services staff who inspect, clean, replace, and document privacy and shower curtains as part of routine and isolation room cleaning.

2. PROCEDURES

Environmental Services staff will inspect privacy and shower curtains during routine area cleaning and isolation room cleaning. Privacy and shower curtains are replaced on a quarterly basis or sooner if they are damaged, soiled, or replaced as part of a terminal cleaning of an isolation precaution room. Curtain (privacy and shower) replacements must be documented in the curtain log.

a. Equipment: Personal Protective Equipment (PPE)

b. Cleaning Products: EPA-registered hospital-grade disinfectant

c. Supplies:

(1) Clean linen bags

(2) Micro iber cloths

(3) Reusable privacy curtains

(4) Disposable privacy curtains

(5) Shower curtains

d. Inspecting and Replacing Privacy and Shower Curtains: The steps for inspecting and replacing privacy and shower curtains in patient care areas (excluding isolation rooms) are:

(1) PPE Guidance for curtain inspection/replacement:

1 Privacy Curtains: Use standard precautions (Hand Hygiene and Gloves) when inspecting/replacing non-soiled privacy curtains. The use of a gown is recommended when replacing a soiled privacy curtain.

2 Shower Curtains: Use standard precautions (Hand Hygiene and Gloves) when inspecting/replacing non-soiled shower curtains. The use of a gown is recommended when replacing a soiled shower curtain. Please refer to the “Soiling or Stains” section below for PPE guidance when spot-cleaning a shower curtain.

(2) Inspect privacy and/or shower curtain(s) for:

(a) Physical damage: If physical damage is observed (rips, torn webbing, damaged grommets).

Damaged curtain(s) must be replaced immediately:

1 Disposable curtain(s) – discard as solid waste.

2 Reusable curtain(s) – send to linen supervisor for repair or retire and replace.

(b) Soiling or stains: Inspect privacy and shower curtains for dirt, dust, stains, or other physical matter.

1 Privacy curtains that are soiled or stained must be replaced immediately.

2 Shower curtains:

a. Minor stains:

i. PPE Guidance: Conduct Hand Hygiene and don gloves, gown and face shield or eye protection for splash protection.

ii. Spot clean using a disinfectant-soaked micro iber cloth. Scrub the affected area, then reapply disinfectant and allow the surface to remain wet for the required dwell time before considering the area clean.

b. Shower curtains that cannot be spot cleaned: Replace immediately: a Disposable curtain(s) – discard as solid waste.

b Reusable curtain(s) – send to linen supervisor for repair or retire and replace.

(3) Remove PPE and perform appropriate hand hygiene.

(4) Document all curtain(s) replacements (privacy and shower) in the appropriate curtain log.

e. Isolation Room Guidance:

(1) Replace curtain(s) (privacy and/or shower) during terminal/discharge cleaning or sooner if damaged or soiled.

(2) Perform hand hygiene and don appropriate PPE required for isolation type posted on transmission-based precaution sign at room entry.

(3) Remove curtain carefully, discard disposable curtain(s) or launder reusable curtain(s), and replace immediately. Isolation room curtain(s) (privacy or shower) will not be spot cleaned.

(4) Remove PPE before exiting isolation and perform appropriate hand hygiene.

(5) Document replacement in the appropriate curtain log.

3. ASSIGNMENT OF RESPONSIBILITIES

a. Environmental Management Service (EMS) Chief. The EMS Chief oversees SOP implementation and compliance coordinating with Infection Control (IC) to ensure alignment with IC standards.

b. Work Lead/Supervisor. The Work Lead/Supervisor is responsible for

(1) Conducting routine audits to ensure compliance.

(2) Verifying proper PPE use and adherence to procedures.

(3) Providing training and address de iciencies.

(4) Maintaining audit records and corrective actions.

c. Environmental Services (EVS) Technician. The EVS technician is responsible for:

(1) Inspecting privacy and shower curtains during routine cleaning and isolation room cleaning.

(2) Replacing curtains immediately if contaminated, damaged, or soiled in addition to quarterly schedule.

(3) Documenting curtain replacement in the designated log.

4. DEFINITIONS

a. Shower Curtain. Curtains used in patient shower areas to provide privacy and prevent water from splashing outside of the shower space.

b. Reusable Privacy Curtain. A fabric curtain used in patient care areas to provide visual privacy between beds or treatment spaces. These curtains are designed to be laundered and reused.

c. Disposable Privacy Curtain. A single-use curtain made of lightweight material, intended to be discarded after contamination, damage, or scheduled replacement.

5. REFERENCES

a. Centers for Disease Control (CDC). Guideline for Disinfection and Sterilization in Healthcare Facilities, 2008. Available at:

https://www.cdc.gov/infectioncontrol/hcp/disinfection-and-sterilization/index.html

b. Centers for Disease Control (CD). Guidelines for Environmental Infection Control in Health‐Care Facilities, revised July 2019. Available at:

https://www.cdc.gov/infectioncontrol/hcp/environmental-control/index.html

https://www.cdc.gov/hai/prevent/resourcelimited/index.html

d. U.S. Environmental Protection Agency (EPA). Selected EPA‐Registered Disinfectants. Available at:

https://www.epa.gov/pesticide-registration/selectedeparegistered-disinfectants

e. The Joint Commission. Infection Prevention and Control Resource Center, including relevant standards. Available at: https://www.jointcommission.org/enus/knowledge-library/infection-prevention-andcontrol-resource-center

procedure

g. Veterans Health Administration (VHA), Environmental Programs Service. EMS

Training Manual: Available at: https://vaww.hefp.va.gov/resources/ems-training-manual

6. RESCISSION

None

7. REVIEW

Review required at recerti ication and including when there are changes to the governing document, national policy, or a health care accreditation body mandate.

8. RECERTIFICATION

This SOP is scheduled for recerti ication on or before December 15, 2030. In the event of contradiction with national policy, the national policy supersedes and controls.

9. SIGNATORY AUTHORITY

Stacy Shaneyfelt

Acting Chief, Environmental Management Service

NOTE: The signature remains valid until rescinded by appropriate administrative action.

DISTRIBUTION: SOP will be published on the Salisbury SharePoint Portal.

5.2 Contractor Personnel

1. The Contractor shall assign a Certified Healthcare Environmental Service Professional (CHESP) 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 CHEST supervisor must be onsite and available anytime the contractor’s employees are working on site to provide oversight.

2. The CHESP shall have at least one (1) year of prior experience as a CHESP Manager within the last three years. Written certification of experience and copies of any formal training program (i.e. Association for the Healthcare Environment (AEH) 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.

3. The CHESP or stand-in representative 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 CHESP or stand-in representative shall be available within 3 hours.

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

5. The contractor will ensure that the Salisbury VAMC on site CHESPs 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 CHESP with a work cellphone for voice/text communications with the COR.

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 CHESP

c) List of shift supervisors

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

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 CHESP 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.

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

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

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.