36C24818Q0484-002.docx

Exhibit A Statement of Work (SOW) Custodial/ Janitorial Services The HONOR Center / Domiciliary, 1604 SE 3rd Avenue Gainesville, Florida 32641

I. Scope of Work:

a) The Janitorial Contractor shall furnish, at their own expense, all materials, supplies, machinery, appliances, supervision, and labor necessary to provide complete janitorial services to the interior and immediate exterior of the HONOR Center/Domiciliary located at 1604 SE 3rd Ave., Gainesville, FL 32641 as outlined herein. (See each duty description under “Janitorial Cleaning Requirements” for specific supply and scope of work requirements).

b) The HONOR Center / Domiciliary has approximately 25,000 square feet of occupied space. The HONOR Center / Domiciliary is a 2-part facility functioning as an administrative hub for the homeless program from 6am to 6pm, and a 24/7 residential Domiciliary. The HONOR Center / Domiciliary consists of 49 multiple occupancy administrative offices, 10 community areas, a 36 room /45 bed resident area, a nursing station, a medication room, several resident lounge areas, and several exterior recreational areas.

c) In this document, SOW is defined as Statement of Work, COR is defined as Contracting Officer Representative, and KO is defined as Contracting Officer.

d) A diagram of the space is attached in section XVII of this document. To make an appointment to view the facility in person please contact the COR Monday through Friday between the hours of 8:00am and 4:30pm at 352-548-1812.

II. Hours of Operation:

a) The work required by the Janitorial Contractor shall be performed daily, 7 days a week, 365 days a year, Monday through Sunday, including holidays. Work shall begin no earlier than 6am and no later than 8pm. The Janitorial Contractor shall provide a proposed work schedule to the COR within five (5) calendar days from receipt of award.

b) The Janitorial Contractor service is required to provide daily cleaning during active hours to maintain cleanliness. The Janitorial Contractor service is required to provide extensive cleaning during inactive hours to ensure major janitorial cleaning needs are met. Active hours are described as hours between 6am and 6pm Monday through Friday for the administrative hub and 6am and 6pm, 7 days a week for the residential Domiciliary quarters. Inactive hours are described as hours between 6pm and 6am Monday through Thursday and 6pm on Friday to 6am on Monday for the administrative hub; and 6pm and 6am 7 days a week for the residential Domiciliary quarters.

III. Janitorial Staffing and Communication Requirements:

a) The facility requires a minimum of 2 Janitorial Contractor staff per day during active hours to manage the daily requirements; as well as, any unexpected housekeeping issues. The Janitorial Contractor management is required to ensure the appropriate Janitorial Contractor staffing meet specified facility needs as stated in this SOW.

b) Daily service is defined as 7 days per week including weekends and all holidays. Daily Janitorial Contractor supervision, provided by the Janitorial Contractor owner, manager, or appointed lead, is required. The appointed Janitorial Contractor owner, manager, or appointed lead will be the direct line of communication between the Janitorial Contractor’s company and the COR for janitorial concerns, such as but not limited to, staffing and/or resident complains, inspections, discrepancies, resolutions, and any federal or facility environment of care matters. The Janitorial Contractor owner, manager, or appointed lead is responsible for addressing, to the Janitorial Contract staff, all concerns presented by the COR and providing immediate resolution.

c) The Janitorial Contractor is required to provide. to the KO, the Janitorial Contacting staffing information. The KO will provide the Janitorial Contractor owner, manager, and or appointed lead with the form(s) required to provide the staffing information. The required form(s) will include staff names, hours of coverage, and appointed responsibilities. This form and the required information is to be received a minimum of (2) two weeks in advance of award.

d) Staffing changes are required to be updated and re-submitted to the COR post award within 24hrs of any changes. The Janitorial Contractor owner, manager, and or appointed lead is responsible for immediately resolving, reporting, and adjusting schedule and coverage in the event of staff changes, absences, or adjustments.

e) The Janitorial Contractor is responsible for assigning and managing the Janitorial Contractor staff work load. The Janitorial Contractor owner, manager, and or appointed lead is responsible for assuring all requested duties, required to maintain the highest quality of cleanliness of the HONOR Center / Domiciliary is managed and completed within the specifications of this SOW.

f) A Janitorial Contractor owner, manager, and or appointed lead must be on site during all Janitorial staffing hours to communicate and monitor workflow. An on-site walkie-talkie will be provided for the janitorial staff use. The Janitorial Contractor owner, manager, and or appointed lead will pick-up the walkie-talkie at or before 6am daily, from the security desk. At the end of the work day, the walkie-talkie is to be returned to the security desk. The walkie-talkie is not to remain on-site at all times. In addition to Janitorial communication amongst the Janitorial Contracted staff, nursing staff will call the Janitorial staff upon discharge to have a room cleaned. The Front desk staff and the Security staff will also have walkie-talkies to communicate on behalf of staff for Janitorial issues.

g) Satisfaction of the requirements, as stated in this SOW, are to be completed within the specified time frame. See each duty description under “Janitorial Cleaning Requirements” and “Performance Objectives” for performance details and specific time requirements.

IV. Janitorial Cleaning Requirements:

a) Services

1. Dusting: All furniture, fixtures, frames, doors, vents, windows, appliances, and shelves are to be dusted daily. A more extensive dusting behind cabinets, furniture, and other unexposed areas is to be completed monthly. Specific requirements for dusting is described by the Environment Management Service portion of the Environment of Care inspections.

2. Vacuuming: All carpets are to be vacuumed daily. Carpets are to be vacuumed daily to remove any debris and dust A more detailed description of mopping requirements are described by the Environment Management Service portion of the Environment of Care inspections.

3. Sweeping: All floors are to be swept daily during active hours. Hard-surface floors are to be swept to removed large loose debris. The exterior patio walkways are to be swept weekly. The Janitorial staff is to ensure areas under desks and chairs are swept free of dust and debris. Specific requirements for sweeping is described by the Environment Management Service portion of the Environment of Care inspections.

4. Dust Mopping: All floors are to be dust mopped daily during active hours. Daily dust-mopping is to follow the sweeping to remove any dust and/or dirt. Specific requirements for dust-mopping is described by the Environment Management Service portion of the Environment of Care inspections.

5. Mopping: Floors are to be mopped with the appropriate disinfecting cleaners. Mopping of the exposed areas of occupied resident rooms are to be completed between the hours of 10am and 6pm. All other floors are to be mopped daily during inactive hours. Specific requirements for mopping is described by the Environment Management Service portion of the Environment of Care inspections.

6. Carpet Shampoo, Steam Cleaning, and Hosing: Carpets are to be shampooed monthly and steamed cleaned annually. Carpets are to be checked for spills and stains daily. Janitorial staff is to immediately treat and remove any stains and/or spills from carpets. “No Slip” doormats should be hosed weekly and more often when noticeably dirty. All carpets should be fan dried to expedite dry time. Cloth chairs are to be checked monthly for dirt and stains and steam cleaned if found dirty or stained. Steam cleaning of cloth furniture may be requested in the event of an unforeseen incident; the Janitorial staff should have the equipment and the ability to steam clean cloth furniture upon request. Following the weekly sweeping of the exterior patio walkways, they are to be hosed making sure they are free of any dirt and debris. When shampooing carpets, minor furniture manipulation may be required. The Janitorial Contracting staff should have the ability to adjust furniture as to ensure carpets are completely cleaned. Specific requirements for shampooing, steam cleaning, and hosing is described by the Environment Management Service portion of the Environment of Care inspections.

7. Polishing: Furniture is to be polished with the appropriate furniture cleaners. Furniture is to be cleaned and polished weekly. Specific requirements for furniture polishing is described by the Environment Management Service portion of the Environment of Care inspections.

8. Window and glass cleaning: Both sides of all windows, and any glass doors are to be cleaned weekly. Windows and glass are to be free of streaks and dust. Specific requirements for window and glass cleaning is described by the Environment Management Service portion of the Environment of Care inspections.

9. Product Restocking: The Janitorial staff is to restocking paper products, hand soap, and hand sanitizer dispensers daily prior to the start of active hours and as needed. Specific requirements for product restocking are described under environment of care. Product specifications and guidelines are described under VI Restocking Products.

b) Environment of Care

1. Floors: The building consists of vinyl hardwood plank, tile, unmounted area carpets, and mounted wall-to-wall room carpet. All floors must be cleaned daily. Hard-surface floors are to be swept to removed large loose debris. Daily dust-mopping is to follow the sweeping to remove any dust and/or dirt. Floors should be maintained daily to keep floors free of any dust, dirt, debris, spills, or stains. Mopping of the exposed areas of occupied resident rooms are to be completed between the hours of 10am and 6pm. All other floors are to be mopped daily during inactive hours. Janitorial staff should always use wet-floor signs while mopping floors. Wet-floor signs should be strategically placed to prevent traffic from walking on wet floors while. The Janitorial staff should always manage mopping to ensure a safe thruway when mopping. Carpets are to be vacuumed daily to remove any debris and dust. Carpets are to be checked for spills and stains during daily vacuuming; Janitorial staff is to immediately treat and remove any stains and/or spills from carpets. Carpets are to be shampooed monthly and steamed cleaned annually. Exterior and interior “No Slip” doormats are made up of a hard rubber. “No Slip” doormats should be hosed weekly and more often when noticeably dirty. All carpets should be fan dried to expedite dry time. The exterior patio walkways are to be swept weekly and hosed making sure they are free of any dirt and debris. When sweeping, mopping, dust mopping, vacuuming, or hosing, the janitorial staff should always make sure to clean all areas of the flooring;(i.e. exposed, under furniture, in crevasses, in corners, under doors, and in gaps). The Janitorial Contracting staff is to completely strip, buff, and polish all hard-surface floors with the appropriate products initially upon acceptance of this award and bi-annually thereafter. This may require the Janitorial staff to move minor pieces of furniture such as chairs, garbage cans, and roll carts. Janitorial staff is to report any floor defects and/or issues by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

2. Walls: Exposed walls are to be checked daily for splashes, stains, dirt, and dust. Splashes, stains, dirt, and dust are to be wiped/washed clean from walls. The wall-to-floor baseboards are to be wiped clean weekly. Dust balls, spider webs, and other such buildup should be dusted and removed daily. The Janitorial staff should take care to look behind furniture, in crevasses, in corners, behind doors, and in furniture gaps to remove dust dirt and debris. This may require the Janitorial staff to move minor pieces of furniture such as chairs, garbage cans, coffee tables, folding tables, stands, and roll carts. Janitorial staff is to report any wall damage by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

3. Doors: All doors are to be checked daily for splashes, stains, dirt, and dust. Splashes, stains, dirt, and dust are to be wiped/washed clean from doors. The tops, sides, and bottoms of door are to be “white glove” dusted daily. Door knobs and handles are to be cleaned and sanitized daily. Janitorial staff is to report any damage to doors by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

4. Windows: All windows are to be checked weekly for streaks, splashes, stains, dirt, and dust. Streaks, splashes, stains, dirt, and dust are to be wiped clean from windows. The tops, both sides, and bottoms of all windows are to be “white glove” dusted daily and cleaned with the appropriate glass cleaner. Window blinds, locks, and hinges are to be cleaned and sanitized weekly. While cleaning, Janitorial staff is to report any damage to windows by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

5. Ceilings: The ceilings are made up of Acoustic ceiling tiles. The ceilings have escutcheons, sprinklers, and light fixtures. Ceiling corners are to be cleaned free of webs and dust. The escutcheons, sprinklers, and light fixtures are to be “white glove” dusted weekly. Janitorial staff is to report any defects and/or damage to the ceiling by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

6. Trash / Recycling: All trash cans are to be emptied twice daily; once during active hours and once during inactive hours. There may be instances where an excessive amount of trash is accumulated, the Janitorial Contractor staff must also empty trash as needed. All collected trash, interior and exterior, is to be emptied into the dumpster. Garbage must be place inside dumpster; no trash is to be outside of the dumpster. All cardboard boxes are to be flattened and disposed of appropriately and daily. Janitorial staff is to report any trash removal issues by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

7. Furniture: Furniture is to be polished with the appropriate furniture cleaners. Furniture is to be cleaned and polished weekly. Cloth chairs are to be checked monthly for dirt and stains; cloth chairs are to be steam cleaned if found dirty or stained. Steam cleaning of cloth furniture may be requested in the event of an unforeseen incident; the Janitorial staff should have the equipment and the ability to steam clean cloth furniture upon request. Janitorial staff is to report any damage to furniture by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

8. Resident Rooms: Mopping of the exposed areas of occupied resident rooms are to be completed between the hours of 10am and 6pm. The cleaning of occupied resident rooms consists of cleaning window seals and windows, dusting vents, emptying trash cans, cleaning doors and door handles, and mopping exposed flooring. Janitorial personnel are not to disturb resident belongings; cleaning of resident occupied rooms are limited to the exposed areas. Any equipment or property damaged by the janitorial staff will be replaced by the Janitorial contractor. Unoccupied resident rooms are to be thoroughly cleaned upon discharge of resident including all furniture, walls, floors, windows, vents, doors and door handles. Sheets are to be pulled from the mattress and the mattress is to be wiped clean on both sides with required cleaning products. The Janitorial Contractor shall be responsible for collecting and placing hazardous waste in containers and storing such waste in the dirty linen room. Janitorial staff is to report any damage to resident rooms by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

9. Nursing Station and Medication Room: The Janitorial Contracting staff will be accompanied by a Domiciliary nursing staff member when cleaning the medication room. The medication room and nursing station is to be dusted, swept and mopped daily. Janitorial staff is to report any damage to the medication room by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

10. Staff offices The Janitorial Contracting staff is to be mindful that during active hours HONOR Center / Domiciliary staff may be working with clients in their offices. During active hours, the Janitorial Contracting staff should always knock before entering any of the staff offices. The cleaning of staff offices consists of cleaning window seals and windows, dusting vents, emptying trash cans, cleaning doors and door handles, and mopping exposed flooring. Janitorial personnel are not to disturb desks or staff belongings; cleaning of staff offices is limited to the exposed areas. Any equipment or property damaged by the janitorial staff will be replaced by the Janitorial Contractor. Janitorial staff is to report any damage to staff offices by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

11. Common and Recreational areas: Community areas are described as conference rooms, activity rooms, waiting areas, lounges, the gym, staff and teaching kitchens, resident dining room, and all recreation rooms. Community areas are to be thoroughly cleaned including all floors, walls, furniture, and fixtures. Each community area has a standard set-up and may have a specific set-up for special events. During the inactive hours of cleaning, the janitorial service is required to clean and return each community area to its standard set-up or when notified by the COR, to a specific set-up. Examples of a standard set-up are cleaning furniture and returning the large conference room back to the standard seating after events or meetings; cleaning the library and returning the library back to the standard seating after events or meeting. This format is to be followed for all community active rooms within the facility. This will require the Janitorial staff to move minor pieces of furniture such as chairs, folding tables, garbage cans, and roll carts. Janitorial staff is to report any damage to common and recreational areas by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

12. Kitchens: There are (3) kitchens in the HONOR Center / Domiciliary; a staff kitchen, a resident kitchen with a dining room, and a teaching kitchen. In the staff kitchen, teaching kitchen, and resident dining room the Janitorial Contractor staff is to sweep and mop the floors with the appropriate disinfecting cleaners ensuring that flooring areas under the dining tables and floor-appliances are clean. Cloth chairs are to be steam cleaned when stains are found; non-cloth chairs are to be wiped clean with the appropriate cleaner. Tables, appliances, and counters are to be wiped with the appropriate disinfecting wipes/cleaners. The Janitorial Contracting staff will coordinate with the kitchen staff daily to sweep and mop the resident kitchen. The Janitorial staff is to report any damage to kitchen area by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

13. Closets: There are many closets throughout the HONOR Center / Domiciliary. The Janitorial Contractor staff will sweep and clean the floors and base-boards of the closets, check, and dust the walls and ceiling for dust monthly. Janitorial staff is to report any damage to closets by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

14. Laundry Rooms There are several laundry units throughout the HONOR Center / Domiciliary; some are in stand-alone areas and others are in the bathrooms. The Janitorial Contractor staff will sweep and clean the floors and base-boards of the laundry areas, wipe the washers and dryers down, and check the lint bin daily. The Janitorial Contractor staff is to keep the walls and floors behind the washer and dryers clean weekly. Janitorial staff is to report any damage to the laundry area by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

15. Bathrooms; Shower stalls are to be cleaned daily with consistent removal of water stains, soap scum, and debris. Shower fixtures are to be polished and free of lime and soap scum daily. Urinals and toilets are to be disinfected with the appropriate disinfecting cleaners daily. The Janitorial Contractor staff will sweep and mop the floors and base-boards of the bathroom floors with the appropriate disinfecting cleaners daily. Windows, furniture, doors, walls, counters, cabinets, shower curtains, ceilings, and all fixtures are to be dusted and cleaned with the appropriate cleaners daily. Janitorial staff is to report any damage to bathrooms by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

16. Dispensers: All dispensers are to be wiped clean prior to restocking them with new products daily. See item VI. Restocking Products for product restocking details.

17. Building exterior. The Janitorial Contracting staff is to remove the trash from the exterior trash cans and replace the trashcans with the appropriate trashcan liners. The Janitorial Contracting staff is to clean all benches, seating areas, tables, and sweep the patio area of the exterior recreational areas. Janitorial staff is to report any damage to building exterior by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

18. Office and Electronic Equipment: Janitorial Contracting staff are not to disturb, dust, or move any office equipment or electronic equipment such as computers, telefax machines and copy machines, as these items are extremely sensitive and costly.

c) Service Time lines

1. The Janitorial Contracting staff is to adhere to the janitorial timelines as described in item IV janitorial Cleaning Requirements and in item XVI Performance Objectives. Item XVI Performance Objectives defines expected timeframes, performance objectives, SOW page reference, and performance threshold.

V. Selection of Cleaning Products:

a) The Janitorial Contractor company is responsible for providing all cleaning products, equipment, and services. The selection of supplies shall adhere to the NF/SG VHS, the HONOR Center / Domiciliary, Environmental Services, Environment of Care, Logistics, and federal policies and procedures. The Janitorial Contractor must maintain and adjust supply levels to match usage ensuring adequate supplies are continuously on hand.

b) The COR will provide the Janitorial Contractor with an on-site storage space to stock cleaning supplies. The Janitorial Contract staff is responsible for proper storage, management, and safekeeping of cleaning products. Storage of cleaning products and supplies are to follow the NF/SG VHS, the HONOR Center / Domiciliary, Environmental Services, Environment of Care, Logistics, and federal policies and procedures for storage of supplies. The COR has the authority to approve all supplies for use and SDS sheets are required to be given to the COR upon request. The COR will provide documentation of supply, storage of supplies, and supply management upon request. Large high-powered equipment should not be kept on the facility grounds and should never be left unattended. The Janitorial Contractor is responsible for securing, monitoring, and transporting all contractor’s equipment as described under item VII Equipment.

c) The COR will provide a current and updated detailed list of policy elements. Examples of policy elements are listed, as but not limited to:

1. Use products that are packaged ecologically.

2. Use products and equipment considered environmentally beneficial and/or use recycled products that are phosphate free, noncorrosive, nonflammable, and fully biodegradable.

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

4. Alcohol foam dispensers in areas of patient access.

5. Corrugated and sterile packaged products should not be stored together.

6. Cleaning products are not to left unattended.

7. An EPA registered phenolic germicide will be used to clean all patient areas

VI. Restocking Products:

a) The Janitorial Contractor company is responsible for suppling all restocking products, such as 2-ply bathroom tissue, paper towels, toilet seat covers, feminine sanitary trash can bags, liquid germicidal hand soap, hand sanitizing gel, and multiple size trash can liners. All paper, paper products, and other applicable products are to follow the recycled content process, conforming to EPA’s Comprehensive Procurement Guidelines (CPG). The Janitorial Contractor must maintain and adjust supply levels to match usage ensuring adequate supplies are continuously on hand.

b) Soap dispensers shall not of the restocking type, where topping off of a dispenser reservoir is done from a larger bulk container. Soap dispensers will be of the design that restocking come in disposable bags. Soap should be an antimicrobial soap of the same type currently used in the NF/SG VHS since it has been vetted by Infectious Control and has proven user acceptance. Literature on the medicated vestal hand soap used at this facility will be provided upon request. (The current Manufacture is Steris Corp.)

c) Variations in product selection must be approved by COR. The approval process is dependent on federally approved product use within NF/SG VHS. All products will follow the guidelines of the NF/SG VHS Domiciliary, Environmental Services, Environment of Care, Logistics, and federal policy and procedures in regard to approved cleaning products.

VII. Equipment:

a) The Janitorial Contractor is responsible for providing all equipment necessary to perform the required functions as stated in this SOW. Large high-powered equipment should not be kept on the facility grounds and should never be left unattended. The Janitorial Contractor is responsible for securing, monitoring, and transporting all contractor’s equipment. The contractor will be responsible for any injuries and/or incidents that occur form unattended, damaged, misuse, and or missing equipment.

b) The Janitorial contractor is responsible for ensuring staff competency, training, and any required licensures with respect to operating supplies. The Janitorial contractor is required to submit sufficient evidence of adequate equipment, facilities, and personnel required for this contract. The contractor shall provide the following information with the signed agreement:

1. The number of years of experience in performing the specified type of service with the use of the adequate equipment listed in the sufficient evidence.

2. The Janitorial Contractor will be responsible for ensuring all equipment, tools and supplies used meet necessary safety requirements and employees have full working knowledge of their use.

3. A list of employees regularly employed on a full or part-time basis.

4. The contractor is required to furnish for evaluation purposes, names address and telephone numbers of three companies for whom similar services have been furnished (preferably other Government Agencies of the type defined herein).

5. The Janitorial Contractor shall have an established business with an office, adequate equipment, and the appropriate staff to accomplish the work specified in this SOW. The Janitorial Contractor must be licensed and insured to work within Alachua County. The Janitorial Contractor is to provide adequate documentation of licensure and insurance a minimum of (2) two weeks in advance of award.

VIII. Security Investigation and Access Requirements:

a) All Janitorial staff are to be properly vetted pre-employment through the Federal Police Security and PIV process as defined by NF/SG VHS and federal law. Prior to working in the HONOR Center/Domiciliary, all Janitorial Staff must clear the PIV Vetting process. The vetting process for all contracted employees includes:

1. an application

2. EQUIP application entry

3. fingerprinting

4. background investigation.

5. ID photo and processing of digital PIV ID

b) Any violations more serious than a traffic or parking violation will disqualify potential applicants. Additionally, the Janitorial Contractor staff are subject to removal based on any violations and/or criminal findings, in excess of the minimum stated violations, reported during employment. All criminal findings will be documented in a written report and forwarded to the COR at the beginning of the awarded contract, upon the hiring of new janitorial staff, and randomly throughout the term of the contract.

c) Contracted staff are responsible for completing and obtaining PIV cards in the specified timeframe. All staff will need their own telephone number and e-mail address as required by the PIV process. Verification of PIV and facility access must be presented to the COR before working in the facility.

d) The COR will provide the Janitorial Contracting staff with the applicable On-Guard facility access on their PIV cards. Staff access will be granted during the hours of Monday through Friday from 8:00am to 4:30pm by appointment. All janitorial staff are to wear their PIV identification at all times while on premises. It is the Janitorial Contractor staff responsibility to safeguard their PIV card. It is the Janitorial Contractor management responsibility to monitor authorized facility access.

e) The COR will provide the Janitorial Contractor with manual keys, if manual keys are needed. If the COR provides keys for access, it is the Janitorial Contractors responsibility to safeguard and control keys provided. The replacement of lost keys or lock replacement due to lost keys by the Janitorial Staff will be at the expense of the Janitorial Contractor.

f) The contracted staff, the contracted owner, manager, and or appointed lead is required to immediately report lost or stolen PIV cards and/or manual keys. The COR, in conjunction with Federal Police Security and PIV management, will determine the provision of temporary access during the reissuance of a replacement PIV Card. The COR will provide the Janitorial Contractor staff with applicable temporary facility access, while their replacement PIV card is being processed. Appointments for reissuance is during the hours of Monday through Friday from 8:00am to 4:30pm by appointment.

g) Janitorial staff are prohibited from accessing the premises without proper permissions from the COR. Sharing of PIV cards and providing access to others is prohibited. Loitering, soliciting, and unauthorized guests are prohibited. Janitorial contract employees are not to be accompanied in the facility or on the facility premises (other than the external visitors parking area) by acquaintances, family members, or any other persons unless said person is an authorized Janitorial Contract employee with clearance to perform janitorial duties on the premises of the HONOR Center/Domiciliary.

h) Possession of weapons of any kind is prohibited. Possession of any contraband of any kind is prohibited. In the case of any suspicious or emergency event occurring at the HONOR Center / Domiciliary, Janitorial Contractor management shall immediately release the employee records to the appropriate authority. The COR has the right to have a Contractor’s employee removed from premises due to any violations.

i) This is a non-smoking facility, smoking on premises is prohibited. Designated smoking areas on the far exterior of the facility will be defined by the COR. The COR has the right to have a Contractor’s employee removed from premises due to any violations.

j) The Janitorial Contractor’s staff are expected to practice proper professional etiquette while on the premises of the HONOR Center / Domiciliary. The COR has the right to have a Contractor’s employee removed from the area, if complaints are being received about their work or conduct.

k) At the HONOR Center / Domiciliary narcotics and other resident medication are secured behind a double locked system. Access to clean the medication room is only permitted when accompanied by a Domiciliary medical or supervisory staff member.

l) The entire facility is monitor with video surveillance internally and externally. Upon acceptance of this award, The Janitorial Contractor, all personnel employed by Janitorial Contractor, and any other individuals enlisted as staff or representatives of said Janitorial Contracting company understand and accept that all are subject to video review. Upon acceptance of this award, any video surveillance can be used for suspicion of criminal actions, federal violations, and /or contractual violations. It is the responsibility of the Janitorial Contractor to translate video surveillance understanding to the Janitorial Contractor employees and obtain signed consents within five (5) calendar days from receipt of award.

m) The Janitorial Contractor staff will have 24hr access throughout the HONOR Center / Domiciliary. Personal integrity of the contractor’s staff is of the upmost importance. Violations of VA regulations may result in requested removal of offender based on findings, dismissal of contract and citation answerable in the United States (Federal) District Court, (not a local district, state, or municipal court.). Janitorial Contractor management is responsible for immediately reporting the dismissal of any staff to the COR, retrieving, and returning their PIV card to the PIV office.

n) It is the responsibility of the contractor to assure all staff park in the appropriate designated parking areas. Information on parking is provided by the COR. The VA will not validate or make reimbursement for parking violations of the contractor under any conditions.

IX. Accident, Injury, Benefit, and Compensation liability:

a) The Janitorial staff shall ensure proper safety precautions are taken when performing all “wet” floor applications (i.e., use of caution signs, wet floor signs, etc.).

b) The Janitorial Contractor shall assume full responsibility for the protection of its employees that are furnishing services under this Janitorial Contractor, and any other individuals enlisted as a staff or representative of said Janitorial Contracting company, in accordance with the personnel policy of the contractor.

c) The Janitorial Contractor is responsible for providing all benefits to include Worker’s Compensation, liability insurance, health examinations, income tax withholdings, and social security payments. Such employees will not be considered VA employees for any purpose. The payment of salary, any leave, including sick leave, vacation pay, holiday pay, overtime, and any other pay type and/or leave status is the responsibility of the Janitorial Contractor.

X. Confidentiality Requirements:

a) The Janitorial Contractor, all personnel employed by Janitorial Contractor, and any other individuals enlisted as staff or representatives of said Janitorial Contracting company are to adhere to the requirements of this SOW and shall not disclose any patient, staff, or facility information of any kind at any time for any reason at this and any VA leased site.

b) All facility information including, but not limited to, clinical records, residential documentation, Veteran /resident names, social security numbers, any medical or identifying documentation, administrative processes, or demographic information that pertains to patients, staff, or procedural treatments at the site and while on any other federal facility is strictly confidential. All information and records that pertain to the employees of the VA site are also confidential and protected under law. Disclosure of protected information is prohibited. Interaction and interference with resident care on any level at any time is prohibited. Any questions or concerns regarding prohibited interactions with patient and/or staff, is to be addressed with the COR.

c) The Janitorial Contractor, all personnel employed by Janitorial Contractor, and any other individuals enlisted as a staff or representatives of said Janitorial Contracting company, may be required to sign a confidentiality statement as a condition of being allowed to work at the VA site. Violations of confidentiality and VA regulations may result in dismissal of contract and citation answerable in the United States (Federal) District Court, (not a local district, state, or municipal court).

XI. Contractors Requirements:

a) The Janitorial Contractor shall have been in business for a minimum of three (3) years and be licensed to provide Janitorial services in the State of Florida. They must demonstrate their past-history of providing similar medical-grade janitorial services.

b) The Janitorial Contractor must provide proof of and maintain Workers Compensation insurance and liability insurance policies in sufficient amounts and coverage for the required staff, company size, and scope of work as listed in this contract.

c) The Janitorial Contractor shall provide to the Contracting Officer a current list of the names, addresses, Social Security Numbers, and the date and place of birth, of all employees who will perform work under this contract. Changes in the employment list shall be provided to the Contracting Officer prior to the employee performing service at the HONOR Center / Domiciliary. Said list and changes are to be submitted to the Contracting Officer as shown on the SF-1449.

d) The Contractor shall make available, upon request to the KO, documents for each employee who performs work under this contract, to establish that they are authorized to work in the United States. All employees shall be bonded under the Contractor’s company name. The contractor shall provide a Dishonesty or Janitorial Bond in the amount of $100,000, covering all employees of the contractor. No employee shall be allowed at the HONOR Center / Domiciliary until the documents have been provided and the employee has been approved by the COR.

e) The Contracting Officer reserves the right to request changes to the employment list. The following criterion also applies:

1. Bondable: All employees of the Contractor must be bonded under the Contractor’s Company Name and proof of bonding shall be submitted within 10 days after award.

2. Employee Training: To ensure competent and safe performance of the work under this contract, the janitorial Contractor shall provide appropriate training to employees prior to the beginning of service under contract. This includes any OSHA or specified MSDS training for chemicals, environment of care, etc., used in performance of the contract. Janitorial Contract employees will require additional training materials that provide education and understanding of the federal facility policies and procedures such as Privacy and HIPPA awareness, Fire Drill and Emergency Preparedness, and Chemical management and safety. The COR has the right assign training to the Janitorial Contractor through the on- sight supervisor. All trainings are mandatory and due to be completed within 30 days of assignment. The Janitorial Contractor will be responsible for assuring adherence to assigned mandatory training. The COR has the right to request suspension of staff that have not completed the training, within the required 30 days, until training is completed.

3. Policy, Procedures, and Guidelines: The Janitorial Contractor’s employees shall follow applicable policies, procedures, and guidelines of the NF/SG VHS and the HONOR Center / Domiciliary to include policies concerning, Environment of Care, patient safety, privacy and security, HIPAA, fire, and disaster preparedness programs. The COR will provide copies of these policies upon request.

4. The Contractor will consider the clinical environment and instruct his/her employees on applicable safety precautions and special requirements may include, but are not limited to, such conditions as cleaning of human excretions, blood, vomitus, etc., from both floors and walls. The contractor must have sound judgment in maintaining acceptable sanitation standards. Daily handling of known infectious materials, knowledge of aseptic techniques as related to working in this type of environment, as any careless handling of this type of material could be a source of infection for patients and personnel.

5. Supervision: A supervisor or lead janitorial staff member with the authority to make decisions, discipline, train, and manage staff, on behalf of the Janitorial Contract company shall be on duty at all times when contract employees are in the building. No Janitorial Contracted staff shall be in the building outside of their scheduled hours without confirmed permission from the COR. The COR has the right to have a contractor’s employee removed from the facility for unauthorized access.

6. Work Requirements; The contractor is prohibited from employing any illegal aliens to perform services under this contract.

7. Language Skills: All employees and representatives of the Janitorial Contractor must be fluent in the English language to read and understand chemical labels/signs and to converse adequately with COR and the HONOR Center / Domiciliary management.

8. Use of VA owned or HONOR Center equipment: the use of VA owned or HONOR Center / Domiciliary equipment such as computers, copy machines, telephones, etc. are prohibited. Exceptions upon emergencies and specified needs will be determined by the COR.

9. Uniform: The Janitorial Contractor’s regular uniform is acceptable. However, the uniform will clearly identify the company and the VA issues PIV access card, with their picture and name is to be worn and visible at all times.

10. Government Furnished Property and Services: The NF/SG VHS will not furnish any Government Furnished Property and Service. The Janitorial Contractor shall furnish, at their own expense, all materials, supplies, machinery, appliances, supervision, and labor necessary to fulfill the janitorial services as stated in this SOW at the HONOR Center/Domiciliary located at 1604 SE 3rd Ave., Gainesville, FL 32641

11. Quality Control: The Janitorial Contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in the Performance Objectives.

12. Deficiencies: The Janitorial Contractor shall immediately bring to the attention of the COR any security, procedural, fire, and safety deficiencies. The Janitorial Contractor shall comply with applicable federal and State regulations.

XII. Government Remedies: The Contracting officer will follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (Oct 2003), for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

XIII. Quality Assurance: The government will periodically evaluate the Janitorial Contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

In the performance of the contract, the Janitorial Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants and visitors of the HONOR Center / Domiciliary.

XIV. Damage: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage caused by the Janitorial Contract staff must be reported to the COR immediately for appropriate action. Any damage caused by the Janitorial Contract staff will be repaired and/or replaced to the satisfaction of the VA at the contractor’s expense.

Damage to the building, its contents or loss of government property, in excess of $100,000 will require a report of Survey or investigative report by the VA personnel. The responsible party(s) will be required to replace and/or submit payment for damage or loss. The Janitorial Contractor will be responsible for ensuring their staff has submitted payment as stated and agreed.

XV. Required Documentation

a) The contractor shall provide a proposed work schedule to the COR within five (5) calendar days from receipt of award. (II-a)

b) The Janitorial Contractor is required to provide, to the KO, the Janitorial Contacting staffing information to include staff names, hours of coverage, and appointed responsibilities a minimum of (2) two weeks in advance of award. (III-c)

c) The Janitorial contractor is required to submit sufficient evidence of adequate equipment, facilities, and personnel required for this contract. The contractor shall provide the following information with the signed agreement:

1. The number of years of experience in performing the specified type of service with the use of the adequate equipment listed in the sufficient evidence.

2. The Janitorial Contractor will be responsible for ensuring all equipment, tools and supplies used meet necessary safety requirements and employees have full working knowledge of their use.

3. A list of employees regularly employed on a full or part-time basis.

4. The contractor is required to furnish for evaluation purposes, names address and telephone numbers of three companies for whom similar services have been furnished (preferably other Government Agencies of the type defined herein).

5. The Janitorial Contractor shall…