36C24819Q0277-001.doc

CLEANING SERVICES FOR VA CLINICS

PERFORMANCE WORK STATEMENT (PWS)

1. GENERAL REQUIREMENTS:

The Contractor shall furnish all necessary labor, equipment, supplies, and supervision to render complete Building Cleaning Services at the Arecibo Community Based Clinic, Ceiba Community Based Clinic, Comerio Rural Clinic, and Vieques Rural Clinic, located throughout Puerto Rico, in accordance with the terms and requirements herein.

1.1 All work performed by the Contractor shall be in accordance with all applicable laws, regulations, and commercial practices.

1.2 The Government reserves the right to add and/or delete clinics from the service list of facilities receiving janitorial services under this contract and/or increase or decrease the square footage of serviced facilities. A supplemental agreement will be negotiated to incorporate or delete the applicable square footage.

1.3 The Government reserves the right to make adjustments as a result of lock outs, facility closures, holidays, etc.

1.4 The prospective offeror should perform site visits to the work site and acquaint themselves with the conditions as they actually exist and verify quantity of all components included in this PWS. Failure to do so will not relieve the Contractor from performing in accordance with the contract requirements.

2. LOCATIONS:

2.1 Arecibo Community Based Outpatient Clinic:

Manuel Petaca Iguina Coliseum in Arecibo.

2.2 Ceiba Community Based Outpatient Clinic

Lot #3, Km. 549

Pueblo Ward

Ceiba PR, 00735

2.3 Comerio Rural Clinic

PR #156 Jose De Diego St.

Intxn Muñoz Rivera St.

Comerio PR, 00782

2.4 Vieques Rural Clinic:

Barrio Las Marías, Refugio 212, Calle Geminis; Vieques PR 00765

3. BUILDING AREAS:

3.1 The Government occupied space consists of:

· Arecibo CBOC (Trailer building): approx. 8,000 ft2

· Ceiba CBOC: approx. 8,846 ft2

· Comerio Rural Clinic: approx. 1,361 ft2

· Vieques Rural Clinic: approx. 2,220 ft2

3.2 The Government will not be responsible for any error or variation in the square footage listed above. Contractor is responsible to verify the square footage by means of proper sites and shall be responsible with the intent of the areas covered in this contract.

4. BUILDING OFFICE HOURS:

4.1 Government Regular Working Hours: Regular office working hours will be Monday through Friday from 8:00 AM to 5:00 PM. Some cleaning work requirements shall be performed after normal business hours. Due to the nature of the hospital clientele, the Contractor will be required to provide coverage service during the day.

4.2 Federal Holidays: In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal Official Holidays”:

· New Year’s Day

January 1

· Martin Luther King Day

Third Monday of January

· President’s Day

Third Monday in February

· Good Friday

(Refer to a local calendar to obtain the specific date)

· Memorial Day

Last Monday in May

· Independence Day

July 4

· Labor Day

First Monday in September

· Columbus Day

Second Monday in October

· Veteran’s Day

November 11

· Thanksgiving Day

Fourth Thursday in November

· Christmas Day

December 25

4.3 Or on any other day specifically declared by the President of the United States to be a national holiday.

4.4 Determining the holiday: The day to be treated as a national holiday is determined as follows:

4.4.1 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday.

4.4.2 When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies.

4.5 Due to the nature of all clinics clientele, the Contractor may be required to respond to service calls to perform special cleaning tasks on request (i.e. restroom cleaning, spills pick-up, spot cleaning, safety hazards from rain, providing policing services). Some cleaning work requirements shall be performed after normal business hours.

4.6 The following areas shall be cleaned during working hours while VA staff is present: agent cashier, pharmacy,

5. SUPERVISION:

5.1 The Contractor shall arrange for satisfactory supervision of the contract work. The contractor and/or his Supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports, or requests from the Contracting Officer (CO), or the Contracting Officer Representative (COR).

5.2 The Contractor shall provide in writing to the CO the name, telephone number, and address of on-site supervision, upon request.

5.3 The term “on-site Supervisors” means a person designated in writing whom has the authority to act for the Contractor at the worksite, on a day-to-day basis.

6. COMPETENCY REQUIREMENTS:

6.1 The Contractor shall comply with The Joint Commission (JTC) requirements. To comply with JTC requirements, the contractor shall provide written confirmation that employees are competent to perform the task as described in the Statement of Work (SOW) assigned on this contract. This written confirmation shall specify in which areas each contract employees are competent. The following is a sample of the required certification:

CERTIFICATION OF COMPETENCY

This is to certify that ______________________meets all qualifications requirement for the position of ____________is properly trained, has all applicable credentials and is competent to perform the tasks as described in the statement of work contract.

Signature: ______________________

Date: __________

6.2 The Contractor shall be responsible to maintain the required documents: health certificates; educational documents; evaluation methods; and qualifications standards on all contract employees, as established.

6.3 Felony Convictions: Contractor employees must not have any felony convictions, and no convictions that negatively reflect on the individual’s reliability.

6.4 Age: All Contractor employees performing work under this contract shall be a minimum of eighteen (18) years of age or as required by local laws.

6.5 All employees shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material, and shall be able to compose reports which convey complete information.

6.6 All contract employees shall sign-in and sign-out during his/her work schedule.

6.7 Contractor shall provide backup contract employee during the absent (annual leave, sick leave, etc.) of any employees assigned to work under this contract.

6.8 Backup employees shall comply with the contract regulations and specifications.

6.9 No employee changes shall be issued without the authorization of the CO/COR.

6.10 Upon contract award, Contractor shall provide the name and social security number of each employee assigned to this contract.

6.11 Contractor is responsible for maintaining this list updated.

7. CONDUCT OF CONTRACTOR’S EMPLOYEES:

7.1 The Contractor shall prohibit his employees from disturbing papers on desk, opening desk drawers or cabinets, or using the telephone or office equipment provided for official Government use.

7.2 The Contractor shall require his employees to comply with the instructions pertaining to conduct and building regulations, issued by duly appointed officials such as the guards, inspectors, etc.

7.3 The Contractor shall provide protective equipment and attire to personnel, and require employees to use it while performing their duties, as necessary. In special cleaning situations, contracted personnel may be required to wear special protective clothing and shoe covers supplied by the facility. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

7.4 The Contractor shall comply with all agency regulations, federal regulations, and local regulations, OSHA, EPA, EQB, CDC, and TCJ Standards.

7.5 The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance and integrity, and for taking such disciplinary actions against his/her employees as necessary.

7.6 Appearance: The Government requires a favorable image, and considers it to be a major asset of a customer service team. The employee’s attitude, curtesy, and job knowledge are influential in creating a favorable image.

7.7 Neglect of duties: Shall not be condoned. This includes sleeping on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or to cooperate in upholding the integrity of the work site security.

7.8 Disorderly conduct: The use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is the participation in disruptive activities which interfere with normal and efficient Government operations.

7.9 Intoxicants: The Contractor shall not allow any employee (while on duty) to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects.

7.10 Criminal actions: Contractor’s employees may be subject to criminal actions as allowed by law in certain circumstances, which include, but are not limited to, the following:

7.10.1 Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records.

7.10.2 Unauthorized use of Government property, theft, vandalism, or immoral conduct.

7.10.3 Unethical or improper use of official authority or credentials.

7.10.4 The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct.

7.10.5 The Contractor shall initiate immediate action to replace such an employee to maintain continuity of services at no additional cost to the Government.

7.10.6 The contracted personnel shall take safety precautions as necessary to protect the lives and health of occupants of the building while in the performance of their duties.

8. SAFETY AND HEALTH STANDARDS:

8.1 The Contractor shall submit to the COR the following: “Employee Health Certificate” from the PR Department of Health, for all employees who will have access to the building in performance of the contract work.

8.2 Contractor employees shall have a physical examination prior to work on this contract, and annually thereafter.

8.3 The Contractor will assure that each contracted employee meets the following requirements, as they relate to physical examinations:

8.3.1 TST skin testing.

8.3.2 Hepatitis B Vaccine, or declination of option signed and on file.

8.3.3 Written evidence of chicken pox/varicella immune status through:

8.3.3.1 Documentation of varicella vaccination.

8.3.3.2 Medical certificate documenting past history of varicella.

8.3.3.3 Medical evidence that they cannot receive the vaccine.

8.3.3.4 Evidence of immunity by laboratory testing, which include varicella titer tests (labs to measure antibody protection), and other preventive health screening/testing as required by OSHA and other screening agencies.

8.4 These forms shall be submitted for replacement of employees before entrance of duty.

8.5 If the CO receives an unsuitable report on any employee after processing of these forms, or if the COR finds a prospective employee to be unsuitable or unfit for his assigned duties, the Contractor shall be advised immediately that such employee cannot continue to work or be assigned to work under the contract.

8.6 Building Security: The Government will provide the contractor with keys to allow access to rooms required in the provisions of this contract to restricted areas. Access to restricted areas shall be provided as per established schedules. The Contractor shall comply with agency regulations on key issuance procedures. Contractor’s personnel shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractors’ personnel performing assigned duties. The Contractor must return all keys upon contract completion.

9. SUPPLIES, MATERIALS, AND EQUIPMENT:

9.1 All utilities (electrical and water) will be furnished by VA for the Contractor’s use to operate such equipment as is necessary in the conduct of his work.

9.2 The Government will provide the space at each building to the Contractor upon availability for the storage of an inventory of supplies and equipment, which will be used in the performance of work under the contract. The Contractor shall maintain this space in a neat, clean, and orderly condition.

9.3 Space quantity in square feet (ft2) will be at the Government’s discretion and availability.

9.4 The Government will not be responsible in any way for damage or loss to the Contractor’s stored supplies, materials, replacement parts, or equipment.

9.5 Housekeeping Aid Closets (HACs), where available, will be used for the storage of cleaning supplies and equipment including mops, brooms, dust cloths, and other items. These will be kept in a neat, clean, and orderly condition.

9.6 The Contractor shall furnish all supplies, materials, and equipment necessary for the performance of this contract, including but not limited to: brooms, brushes, cleaning cloths, treated and untreated dusting cloths, wet mops, dust mops, sponges, squeegees, paper towels, paper towel dispensers, toilet tissue, toilet tissue dispensers, hand soap (medicated), hand soap dispenser, porcelain cleaner, glass cleaner, paper bag liners for sanitary napkin disposal receptacles, detergents, floor finish, floor stripper, metal polish, furniture polish, scouring powder, germicidal detergent, plastic bag liners for trash bins (clear and red, as required); and air fresheners.

9.7 The existing paper towel, toilet paper, and hand soap dispensers may be used for this contract or dispenser of the Contractor may be used after the CORs approval. The Contractor shall furnish all supplies necessary.

9.8 The removal of the existing dispensers, if required and approved, will be at the Government’s expense. The installation of new dispensers will be at the expense of the Contractor.

9.9 The quality of these supplies and materials shall be conforming to applicable Federal specifications, as a minimum. Contractor shall use environmentally preferable products and materials. Environmentally preferable products have a reduced effect on human health and the environment, when compared to other products that serve the same purpose. Green cleaning is a planned and organized approach to cleaning that uses products and processes that go beyond simple appearance and focuses on reducing impacts on human health and the environment.

9.10 The Contractor shall submit to the CO and/or COR a list, giving the name of the manufacturer, the brand name, and the Safety Data Sheet (SDS) of each of the material he proposes to use in the performance of this contract before beginning such work.

9.11 The Contractor shall not use any material which the CO determines would be unsuitable for the purpose or harm to any part of the building, its contents, or persons occupying the building.

9.12 The materials shall not contain ammonium, butyl, carcinogens, asphyxiants, nor para-tertiary products.

9.13 These materials shall not be corrosive nor primary skin irritants, nor be considered a flammable substance as defined by EPA standards.

9.14 No materials or supplies shall be used in the performance under this contract or placed or stored on government property until the applicable SDS for these have been furnished to the CO or COR for approval.

9.15 The Contractor shall use products, materials (i.e. toilet tissue, paper towels, etc.) made with recyclable materials to the maximum extent possible. The Contractor shall make careful selection of products and equipment to use, to include products that are packaged ecologically, use products and equipment considered environmentally beneficial and/or recycled products that are phosphate-free, non-corrosive, non-flammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes to the maximum extent possible.

9.16 All cleaning equipment needed for the performance of the work of this contract shall be furnished by the Contractor and be readily available. These include, but are not limited to: double-bucket unit, scrubbing machine, burnishing machine, industrial type wet/dry vacuum cleaners, etc.

9.17 Such equipment shall be of the size and type customarily used in work of this kind and shall meet the approval of the CO and COR.

9.18 The equipment deemed improper or inadequate by the CO due to its type of design or its intended purpose shall be replaced.

9.19 Equipment: General Standards

9.19.1 Floor Machine (Buffer) – Industrial type for either pad or brush.

9.19.2 Mopping Unit – Stainless steel double bucket with wringer (preferred type).

9.19.3 Wet Mop – Head/microstate, removable with handle.

9.19.4 Dust Mop – Swivel head size range between 18” – 48”, may be detachable, reusable, and disposable.

9.19.5 All electrical equipment will be self-grounded using three (3) loners with ground plug, hospital-grade, 20 amps.

9.19.6 Vacuum – Microstate filtered (HEPA filter) wet/dry pickup capacity five (5) gallons or larger.

9.19.7 Carpet Sweeper – May only be used in non-patient areas.

9.20 The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and ensure that every employee is in uniform from the date the employees first enter on duty.

9.21 The uniform shall have the contractor’s name, easily identifiable, affirmed thereon in a permanent or semi-permanent manner such as a badge or monogram. Any color or color combination, as appropriate, may be used for the uniform.

10. QUALIFICATIONS OF CONTRACTOR PERSONNEL:

10.1 The personnel employed by the Contractor shall be capable employees, qualified in custodial type work, with at least one (1) year of medical facility cleaning experience.

10.2 The building shall be fully staffed beginning on the first day of work. Staff shall be trained and experienced cleaning personnel who shall exhibit the capability of operating under the minimum amount of supervision.

10.3 All personnel shall receive first-line supervision by the Contractor.

10.4 Training: The Contractor shall comply with VACHS mandatory training for all contracted employees. The personnel training shall include, but may not be limited to the following: Privacy Awareness, VA Privacy and Information Awareness and Rules of Behavior, Safety, Emergency Preparedness Plan, Customer Service, Infection Control, Universal Precautions, and cleaning procedures appropriate with clinical settings.

10.5 Contractor shall submit written confirmation that the contracted employee is competent to perform their required tasks. Contractor shall maintain any documents pertaining to the contracted employee and provide them to the CO/COR as required.

10.6 All supervisory/working leader personnel engaged in directing the work to be accomplished under this contract shall possess at least two (2) years of recent experience in directing medical facility cleaning type operations in a supervisory capacity for buildings of the approximate size to be cleaned under this contract. The on-site supervisory/working leader shall be fully conversant in English.

10.7 Contractor Furnished Training: Contractor shall submit written certification to the COR that each contracted employee has been trained in the housekeeping technical areas prior to assignment.

11. SCHEDULING WORK AND REPORTING ACCOMPLISHMENTS:

11.1 The Contractor shall submit to the CO and/or COR an annual schedule of all daily and periodic cleaning, as well as a procedures manual prior to the contract starting date and

11.2 The daily cleaning schedule shall include specific areas, and the time and date the work will be performed.

11.3 Procedures manual is to include the procedures necessary to perform complete cleaning services required by the contract.

11.4 In the case of an emergency condition such as flooding of a particular section of the building, the Contractor shall divert his force, or such part thereof as deemed necessary by the COR, from their normal assigned duties to meet the condition.

11.5 When these employees are no longer needed, they shall be directed by the Contractor to return to their normal duties and the Contractor shall not be penalized for the portion of the normal daily work which otherwise would have been performed but was neglected due to the emergency.

12. QUALITY CONTROL PROGRAM:

12.1 The Contractor shall establish complete quality control programs to ensure the requirement of the contract is provided as specified.

12.2 The Contractor shall submit a copy of his program to the CO and/or COR. This program shall include, but not be limited to, the following:

12.2.1 An inspection system covering all the services required.

12.2.2 A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections.

12.2.3 The name(s) of the individual(s) who will perform the inspection.

12.2.4 The checklist shall include every area of the operation serviced by the contractor, as well as every task required to be performed.

12.2.5 A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies.

12.3 The Contractor is responsible to maintain the required documents of all the inspections conducted, and the corrective actions taken.

12.4 This documentation shall be made available to the Government during the term of the contract.

13. RECORDING PRESENCE:

13.1 Each contract employee must sign-in when reporting to duty, and sign-out when leaving at the end of each work day.

13.2 The Contractor shall be responsible for maintaining the required documents, and appropriate record keeping as per agency regulations, federal regulations, and local regulations (OSHA, TJC, EQB, etc.). Such documentation shall be made available to the Government during the term of the contract.

14. CALL BACK REQUIREMENTS:

14.1 Routine Service Calls: The Contractor shall respond to all service calls made promptly during work hours, and correct the problem within one (1) hour. In those instances when problems cannot be resolved, the Contractor shall notify the COR for proper corrective actions.

14.2 Emergency Calls: During hurricane season/disaster situations, the Contractor shall ensure personnel are available to perform services. The Contractor shall perform the service within two (2) hours after receipt of notification from the CO or COR.

15. SERVICES REQUIRED:

15.1 A hospital-grade germicide will be used in all areas.

15.2 The Contractor shall provide the following services, in accordance with the described Cleaning Standards/Specifications:

16. GREEN CLEANING:

16.1 Green cleaning is a planned and organized approach to cleaning that is protect the occupants and worker’s health, as well as reduce the impact on human health and the environment. Unlike a traditional cleaning program, a green custodial program takes a holistic approach to building cleaning and goes beyond simple appearances to focus on health and the environmental impacts.

16.2 Green cleaning products and processes include, but are not limited to, products containing recycled content, environmentally preferable products and services, vacuum cleaners with HEPA filtration, bio-based products, and products and services that minimize the use of energy, water, and other resources.

17. BATHROOMS:

17.1 Sweep and wet mop floor using an EPA-approved germicidal detergent solution.

17.2 Sweep: Remove loose dirt and foreign matter using a dust mop. A bristle broom may be used for pick-up only.

NOTE: The dust mop must not be shaken. Dust and dirt may be removed from the dusting mop using a vacuum cleaner between laundering.

17.3 Wet mopping: The floors shall be clean and free of dirt, water, streaks, mop marks, string, gum, grease, tar, etc., and shall present an overall appearance of cleanliness. All surfaces shall be dry and the corners shall be clean.

17.4 Fixture Cleaning: Clean all fixtures, including metal and chrome surfaces, water closets, urinals, shelving, wash bins, showers, shower curtains, stalls, mirrors, waste receptacles, dispensers, and ceramic wall surfaces utilizing an EPA-approved germicidal detergent. Raise water closet seats. There shall be no dust, spots, stains, rust, green mold encrustation, or excess moisture.

17.5 Empty waste bins, clean and re-line. Refill as necessary paper towel, soap, and toilet paper dispensers, as well as air fresheners. Wipe the inside and outside of waste bins as necessary to keep them in a clean and acceptable manner.

17.6 Service: All supplies shall be provided and dispensers shall be filled. Spot clean floors, to ensure areas are clean and functional. Waste bins shall be free of dust, debris, and waste residue.

17.7 Dusting: There shall be no dust streaks. Corners, crevices, moldings, and ledges shall be free of dust. There shall be no oils, spots, or smudges on dusted surfaces caused by dusting tools.

17.8 Spot Cleaning: Smudges, marks, or spots shall be removed without causing unsightly discoloration.

17.9 During the day, empty waste bins and service dispensers. Police rooms and clean wash basins as traffic demands.

NOTE: The Contractor shall clean and refill all bathrooms and refill dispensers with paper and soap during the afternoon of the last day of the contract period. Remaining supplies in the dispensers, at the last official work day shall not be removed.

17.10 Police bathrooms to ensure they’re free of all paper, trash, empty bottles, and other discarded material. All dispensers shall contain an adequate amount of supplies. Clean any spillages, litter, and ensure the area is clean and functional, and that it presents an overall appearance of cleanliness.

17.11 Scrub all ceramic tile floor, and/or damp mop and spray buff to maintain resilient floors.

17.12 Wash shower curtains and doors, to avoid streaks and mold.

17.13 Scrubbing, damp mopping, and spray buffing: Floors shall be free of streaks, mop strand marks, and skipped area. Walls, baseboard, and other surfaces shall be free of splashing and marking from the equipment. The finished area should have a uniform luster.

17.14 Damp Wiping: All dirt, dust water stains, spots, streaks, and smudges shall be removed from the surfaces.

17.15 Damp wipe the full surface area, partitions, ceramic tile, walls, doors, window frames and sills, and waste bins utilizing an EPA-approved germicidal detergent.

17.16 Stripping: All old finish or wax shall be removed. There shall be no evidence of gum, rust, and scuffmarks. There shall be no build-up in corners or crevices.

17.17 Strip and seal all hard floors, and apply coats of finish to maintain resilient floors.

17.18 Sealing: Sealant must adhere to the floor. All floor areas must be evenly coated. Spots and stains shall be eliminated.

17.19 Finishing/walls, baseboards, and other surfaces shall be free of finish residue and marks from the equipment. The finished area should have a uniform luster. All floors must be evenly coated.

18. ROOM CLEANING: This includes all office areas, file rooms, waiting areas, clinical and non-clinical areas, and corridors and adjacent space to these areas.

18.1 Empty waste bins, re-line, and remove trash to the designated area. Clean wash bins and mirrors as necessary. Supply paper towels and hand soap where dispensers are required. Items collected under the recycling program shall be collected and transported to the designated area.

18.2 Cardboard containers shall be broken down flat.

18.3 Clean the rooms used for waste collection.

18.4 Solid Waste Collection: All solid waste generated in the building shall be collected and removed to the designated waste storage area. Carts and containers used for the collection and/or storage of waste shall be flame resistant and leak proof.

18.5 Biomedical Waste: All Regulated Medical Waste (RMW) generated in the building shall be picked-up packaged, and stored in the designated pick-up point.

18.6 Recyclable Waste: All generated recyclable material shall be collected, properly handled, and transported to the designated storage area.

18.7 Damp Wiping (Waste Bins and Ashtrays): Wash/damp wipe waste bins, and provide a plastic liner in an acceptable condition, as required. Shall be free of dirt, dust, streaks, and spots.

18.8 Waste bins shall be emptied daily and shall be free of soil and spills, inside and outside. Plastic liners shall not be torn, worn, or contain residue.

18.9 Ash trays shall be free of dirt, dust, streaks, rust, mold, encrustation, or soil.

18.10 Glass Cleaning: Glass shall be clean and free of dirt, body oil, dust, streaks, waste marks, spots, and grime, and shall not be cloudy.

18.11 Dry and wet mop floors with an EPA-approved germicidal solution, and vacuum carpet in traffic areas. Remove obvious dirt from and around the furniture.

18.12 Vacuuming: Carpet surfaces shall be free of obvious dirt, dust, and other debris. Nap on carpets shall lie in one direction upon completion of the vacuuming task.

18.13 Mopping: The removal of fine dust, marks, and other soul remaining after sweeping shall be removed with an EPA-approved germicidal solution.

18.14 Sweeping: Floor surfaces shall be free of obvious dust. No dirt shall be left in corners, under furniture, or behind doors.

18.15 Dusting: Available horizontal surfaces shall be free of obvious dust. There shall be no dust streaks. All corners, crevices, moldings, and ledges shall be free of dust

18.16 Sweeping: Floor surface shall be free of obvious dirt or debris.

NOTE: For the purpose of this contract, whenever the term carpet or carpeting is used, it is intended to include wall-to-wall carpeting, room size rugs, and area dugs.

18.17 Dust all horizontal surfaces that are readily available and visibly require dusting with a treated dust cloth.

18.18 In clinical areas, thoroughly dust all surfaces. Thoroughly vacuum full rug areas, and sweep floor daily. Clean wash basins, mirrors, supply paper towels and hand soap dispensers, where dispensers are required.

18.19 Carpet Spotting: Spot clean carpet to remove all stains. Excessive buildup and spillages shall be removed, along with spots, smears, and stains. There shall be no evidence of fussing caused by harsh rubbing or brushing. Cleaned areas shall blend with adjacent areas of the carpet.

18.20 Spot clean all walls.

18.21 Damp mop and spray buff hard and resilient flooring.

18.22 Damp Mopping: Using only a damp mop, remove fine dust and spots from the floor before spray buffing and between wet mopping.

18.23 Spray Buffing: Floors shall be free of streaks, mop strands, marks, and skipped areas. Walls, baseboards, and other surfaces shall be free of splashing and marking of cleaning equipment. The finished area shall have a uniform luster.

18.24 Move furniture to clean floors and baseboards.

18.25 Floors: Shall be free of spills, streaks, stains, spots, debris, dust, and foreign matter. Corners and edges shall be free of dust, lint, and soil. Floors under beds and other furniture shall be free of dust, lint, or soil.

18.26 Floor must be in a generally shining condition, indicative of the presence of floor finish and recent polishing. The finished area shall have a uniform luster, without unsightly finish build-up, and shall be slip-resistant. There shall be no evidence of gum, rust, burns, or scuffmarks.

18.27 Baseboards: Baseboard includes vinyl or plastic baseboards, painted cover surfaces, terrazzo, cover base, and all other forms at the edges of the floors. They should be free of dust, lint, and soil on both horizontal and vertical surfaces.

18.28 Walls and baseboards shall be free of finish residue, and other marking of equipment.

18.29 Dusting of High Areas: Overhead pipes, vents, ceiling tiles, grills, light fixtures, etc. shall be dusted as necessary, to avoid dust build-up.

18.30 Trash hoppers/receptacles, and their wheels shall be washed and disinfected with an EPA-approved germicide solution.

18.31 Partitions: Shall be free of dust and lint.

18.32 Furniture: Vinyl, plastic fabric (i.e. modular systems, upholstered furniture) shall be free of dirt, dust, stains, grease, and shall present an overall clean appearance. Appropriate cleaning products shall be used to prevent damage to the furniture.

18.33 Cubicle Curtains: Cubicle curtains shall be laundered and changed every three (3) months. Contractor is responsible to coordinate cubicle curtains replacement/exchange with the VA laundry service. Contractor is required to pick up clean curtains at the VA laundry and drop off the soil ones. Contractor shall maintain a permanent log for curtains exchange/replacement. Current cubicle curtains inventory is approximately as follows:

· Arecibo – 15

· Ceiba – 13

· Comerio – 3

· Vieques – 0

19. MAIN ENTRANCES / SECONDARY, LOBBIES, AND CORRIDORS:

19.1 Sweep bare floors and vacuum carpeted floor areas. Clean and polish metal doorknobs, push bars, kick plates, railing, and other metal surfaces. Clean and polish wood handrails, doors, and other wood surfaces. Clean spots and marks off walls, dust all surfaces within approximately seventy (70) inches from the floor.

19.2 Sweeping: The floors shall be cleaned and free of trash and debris. No dirt shall be left in corners, under the furniture, or behind doors.

19.3 Vacuuming: Carpets shall be clean and free from dust balls, dirt, and other debris. Naps on carpets shall lie in one direction upon completion of the vacuuming task.

19.4 Spot clean carpet.

19.5 Metal Polishing: Metal surfaces shall be free of smears, stains, and finger marks. They shall be clean, bright, and polished to a uniform luster.

19.6 Wood Polishing: Wood surfaces shall be clean and free of smudges and residue.

19.7 Spot Cleaning: Smudges, marks, or spots shall be removed without causing unsightly discoloration.

19.8 Empty waste bins shall be re-lined, and the trash shall be moved to a designated area. Wash/damp wipe waste bins as required, and provide a plastic bag liner to maintain them in an acceptable condition.

19.9 Damp Wiping: Surfaces shall be clean and free of hand marks, smudges, dirt, dust, and spots.

19.10 Policing Services: Shall be conducted to ensure the areas are free of debris, spillages, litter, and that they’re clean and functional.

19.11 During the day, provide policing services as necessary to meet quality assurance, and to ensure areas are maintained in a clean, neat, and presentable, as traffic demands.

19.12 Dusting: There shall be no dust streaks in corners, crevices, or moldings. Ledges shall be free of all dust. There shall be no oil, spots, or smudges on dusted surfaces caused by dusting tools.

19.13 Damp Mopping and Spray Buffing: Floors shall be free of streaks, mop strand marks, and skipped areas. Walls, baseboards, and other surfaces shall be free of splashing and marking from the equipment. The finished area shall have a uniform luster.

19.14 Glass Cleaning: All glass shall be clean and free of dirt, grime, dust, streaks, watermarks, and spots.

19.15 Clean both sides of the entrance door’s glass and glass surrounding the entrance, as well as glass in doors, partitions, etc.

19.16 Cleaning Thresholds: Thresholds/signs shall be clean and free of oil, grease, dirt, and grime.

19.17 Damp wipe and polish wall surfaces such as marble, stone, wainscoting, masonry, wood, vinyl, cloth fabric, etc., and keep free of smudges, dirt, dust, spots, stains, and discoloration.

19.18 Stripping: Strip and apply coats of floor finish to all hard and resilient floors. All old finish or wax shall be removed. There shall be no evidence of gum, rust, burns, or scuffmarks. Water solutions shall not be used on wood flooring.

NOTE: Additional coat of finish may be required between these frequencies in order to meet the quality requirements.

19.19 Finishing: Floors shall be free of streaks, mop strands, marks, and skipped areas. The finished area will have a uniform luster.

19.20 Sealing: Floors shall be sealed with a penetrating seal, which fills the pores of the floor matrix and becomes a bonded, integral part of the surface. Surfaces shall be slip-resistant.

20. DRINKING FOUNTAINS:

20.1 Cleaning Drinking Fountains: The porcelain or stainless-steel surfaces shall be clean, bright, and free of dust, spots, stains, streaks, trash, ink, coffee grounds, etc.

20.2 Metal Polishing: Metal surfaces shall have a polish and lustrous appearance.

21. EXTERIOR CLEANING:

21.1 Sweep entrances, landings, steps, ramps, and sidewalks adjacent to entrances and receiving docks.

21.2 Areas shall be clean and free of all dirt and trash. No dirt residues shall be left when sweeping.

21.3 Wash down all entrances adjoining plaza areas and entire sidewalks surrounding the building with a pressurized cleaning apparatus. This task may be accomplished in sections, as long as the entire area is completed within one (1) week.

21.4 Wash: Outside areas shall be cleaned and free of dirt, stains, gum, and spots.

21.5 Sweep sidewalks, parking area driveways, including moats and courts, as weather permits.

21.6 Remove all dust, dirt, and spider webs from walls, ceilings, and light fixtures. Clean all exterior signage.

21.7 Surfaces and stairs shall be clean and free of dirt and dust.

22. STORAGE SPACE:

22.1 Thorough Sweeping: Floors shall be clean and free of trash and foreign matter. Sweep the full floor area; no dirt shall be left in corners, under the furniture, or behind doors.

22.2 Damp Mopping and Spray Buffing: Floors shall be free of streaks, mop strands, marks, and skipped areas. Walls, baseboards, and other surfaces shall be free of splashing and markings of the equipment. The finished area shall have a uniform luster.

23. WINDOWS, DOORS AND GLASS:

23.1 Clean inside glass windows located in specific areas. Clean all exterior windows and glass.

23.2 Wash both sides of all exterior and interior building windows, including spandrel glass, glass over and in exterior vestibule doors, and all plate glass around entrances, lobbies, and vestibules.

23.3 Window Washing: Washed glass shall be clean and free of dirt, grime, streaks, and excessive moisture and shall not be cloudy. Window sashes, sills, woodwork/metal, and other surrounding of interior glass shall be wiped free of watermarks.

24. WINDOW BLINDS/SCREENS:

24.1 Dusting Window Blinds: Dust or vacuum all window blinds on a weekly basis. Both sides of blinds shall be free of dust.

24.2 Washing (Window Blinds/Screens): Wash all window blinds and screens. Window blinds shall be returned and hung within the same working day. Clean cords and tapes.

25. HIGH CLEANING:

25.1 Clean all surfaces and objects in the building including but not limited to: wall and ceiling areas, ventilating and air conditioning outlets, transoms, clocks, ceiling moldings, tops of partitions, overhead pipes, wall fans, pictures, plaques, wall or ceiling diffusers, file cases, bookcases, lockers, etc.

25.2 Damp wipe high surfaces such as transoms, clock glass, picture frames and glass, smudged areas surrounding air grills, diffusers, etc.

25.3 Vacuum drapes in place.

25.4 High surfaces shall be clean and free of dust where glass is present, on both sides. It shall be clean and free of streaks.

26. HARD FLOOR MAINTENANCE:

26.1 In the first ninety (90) days of the initial contract period and any option period thereafter, seal all hard floors such as wood, brick, terrazzo, marble, ceramic tile, cement, etc.

26.2 Stripping: All old finish or wax shall be removed. There shall be no evidence of gum, rust, burns, or scuffmarks. All spots and stains shall be eliminated.

26.3 Floors shall be sealed with a penetrating seal, which fills the pores of the matrix and becomes a bonded, integral part of the surface. Surfaces shall be slip-resistant. Strip and apply coats of floor finish to all resilient floors.

26.4 Finishing: Walls, baseboards, and other surfaces shall be free of finish residue and marks of cleaning equipment. Floors shall be free of streaks, mop strands, marks, and skipped areas.

27. FLOOR MATS:

27.1 Services to be performed as required, to maintain quality standards.

27.2 During inclement weather, lay out floor mats, provided by the Government, in entrances and lobbies. Clean, remove, and store mats when no longer required.

27.3 Cleaning Floor Mats: Stored mats shall be clean and free of dirt, grime, stains, and excessive buildup and crusted material.

28. CLEANING STANDARDS: These standards describe the level of cleaning which will be considered when a room is inspected during Quality Assurance and Supervisor inspections.

28.1 Floors: Free of spills and dust; corners and edges must be free of dust, lint, and soil. Floors under beds and other furniture must be free of dust, lint, and soil. Floor is generally shiny, indicative of the presence of floor finish and recent polishing.

28.2 Carpet: Free of dust, soil, litter, spots, and stains along edges and under furniture.

28.3 Baseboards: Baseboards include vinyl or plastic baseboards, painted coved surfaces, terrazzo cove base, and all other forms at the edges of the floors. Free of dust, lint, and soil on both horizontal and vertical surfaces.

28.4 Horizontal Surfaces: Free of dust and lint (TV tops, picture frames, ledges, etc.).

28.5 Walls and Doors: Free of lint, cobwebs, smudges, and spattered soil. Door frames/jams have no accumulations of dust along the threshold.

28.6 Ceiling and Related Structures: Free of cobwebs, dust, and lint.

28.7 Windows: Horizontal surfaces must be free of dust, lint, and soil. Window wells must be free of ashes, pollen, dirt, and soil. Screens are free of dust (if screens are accessible). Interior window opening must be free of cobwebs.

28.8 Drapes: Free of visible soil, dust, and free of wrinkles; all pins on hook in place.

28.9 Cubicle Curtains: Free of visible soil, dust, and wrinkles, and all grommets on hooks.

28.10 Waste Bins: Emptied within 24 hours, free of soil and spills inside and outside, and a clean plastic liner in place.

28.11 Sinks and Related Structures: Free of soap/hard water scum and dust. Faucets and area at the juncture of the faucet with the sink shall be free of hard water deposits and soil. Pipes under the sink shall be free of dust and soil. No drips or soil shall be underneath the sinks.

28.12 Dispensers: Free of splattered soil, soap scum, dust, and lint. Dispensers are not empty, and contain the correct material.

28.13 Partitions: Free of soil, and shiny, having been wiped and dried. Tops free of dust.

28.14 Stools and Urinals: The bowl portion is free of soil and hard water/rust stains. The base and area where the bowl sits on the floor is free of soil. The pipes and plumbing is free of soil. Urinal drain area is free of litter, cigarette butts, gum, etc. Stool seat and the area where the seat connect to the stool are free of soil.

28.15 Showers and Bathtubs: Wall free of hard water/soap scum. Shower curtains are free of hard water/soap scum and mildew; all grommets are on hooks. Soap or wells are free of accumulation of soap residue and dirt. Floors are free of hard water, soap scum, and stains.

28.16 Restrooms/Shower Rooms: Air is free of odors indicative of inadequate cleaning.

28.17 Restrooms/Shower Floors: Free of soil, dust, litter, and spills; grout is free of soul and mildew.

28.18 Dayroom and Lobby Furniture: Frames and cushions are free of dust, lint, soil, spills, and stains.

28.19 Wall-Mounted Fans: Free of soil, lint, dust, and cobwebs.

28.20 Ashtrays/Receptacles: Emptied within the day, and free of soil and tar build-up.

28.21 Stairs: Grillwork and supporting structure is free of dust and soil. The vertical surfaces on the outside edge of the stairs below the railings is are free of dust and soil. Stairs, steps, including corners, are free of dust, soil, spills, and cigarette butts. Risers are free of black marks. Walls are free of smudges, oil, and cobwebs. Handrails are free of smudges and soil. Ceilings are free of cobwebs.

28.22 Elevators/Lifters: Ceiling panels are free of dust. Walls and doors are free of soil, smudges, and oil film. Floor meets standards described on item 27.1. Thresholds are free of dirt, debris, cigarette buts, and soil.

28.23 Entryways: Glass surfaces are free of soil and smudges. Walls, floors, and ceilings meet the standards described above.

28.24 Housekeeping Aid Closets (HAC): Floors are free of soil and debris from dust mopping. Hoarding of supplies is not evident. Only authorized cleaning supplies are present. The current, signed, and dated area cleaning schedule is posted. Equipment is clean, and door is locked when not occupied.

28.25 Housekeeping Aid Carts/Trash Carts: These shall be clean and presentable, with no streaks, dirt, or excess soil, and shall be guarded when in use. All cleaning products will be stored and secured within the cart’s compartments. When not in use, they must be stored in the HAC.

28.26 Wall Accessories: Handrails, corner guards, fire call boxes, fire extinguishers, bulletin boards, pictures, and similar items found on walls are free of dust, lint, scuffs, soil build-up, and smudges from hands and fingers.

28.27 Artificial Plants and Flowers: These shall be free of dust and foreign material. Plants and their containers shall present a clean appearance.

28.28 Furniture: Free of dust, soil, stains, grease. Ink marks are to be removed from vinyl, plastic, and fabric upholstered areas.

28.29 Policing Services: The periodic inspection of an area at either scheduled or un-scheduled intervals followed by the provision of any needed supplemental cleaning services to maintain that area in a clean and attractive manner. Policing is a task that supplements routine services performed in an area.

29. ADDITIONAL SERVICES:

If there are any services not listed herein that the Contractor believes are necessary to maintain the Building Cleaning and Maintenance Services, he shall submit a written price to the CO or COR for approval before any work is done. A separate purchase order would be issues if the service and price is acceptable to the Government.

29.1 TRAINING:

29.1.1 All Contractor employees and Subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

29.1.2 Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

29.1.3 The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

29.1.4 Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

30. QUALITY ASSURANCE SURVEILLAINCE PLAN (QASP):

A Quality Assurance Surveillance Plan is designed to provide an effective surveillance method of monitoring and evaluating the Contractor performance. Upon contract award and prior to the issuance of the Notice to Proceed; the COR, with the assistance of the CO will establish a complete Quality Assurance Surveillance Plan (QASP) to ensure that the requirements of this contract are being met by the Contractor.

The objective of the QASP is to reduce the risk to both the Government and the Contractor when problems arise, and provide a disciplined process for evaluating the Contractor’s performance in order to determine conformity with the requirements of the contract. The systems also help ensure that contract awards and deductions are executed in accordance with the contract requirements.

Performance based contracting methods are intended to ensure that the required performance quality levels are achieved and that the total payment is related to the degree that services performed or outcomes achieved meet contract standards. The COR periodically validates the execution of the Contractors' quality control programs by reviewing such areas as the Contractors' inspection forms, service call logs, and the timeliness of corrective actions.

31. PERFORMANCE REQUIREMENT SUMMARY (PRS): The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE STANDARD and AQL

Toilet Rooms: All areas shall be clean to meet the quality standard specified in this PWS.

All restrooms meet the 90% standard.

All rooms meet the 90% standard.

Not to exceed 2 unsatisfactory inspections per month

No unsatisfactory inspections

Not to exceed 1 unsatisfactory inspections per month

Not to exceed 1 unsatisfactory monthly inspection