PWS for FY 24 Revised.pdf

PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES

Background Information

1.1 This is a non-personal services contract to provide janitorial services for the Veterans Health Administration (VHA), one of the largest integrated health care system in the United States, providing care at 1,298 health care facilities, including 171 VA Medical Centers and 1,113 outpatient sites of care of varying complexity (VHA outpatient clinics) to over 9 million Veterans enrolled in the VA health care program. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. Agencies shall train their employees in appropriate cleaning and disinfection procedures following Centers for Disease Control and Prevention (CDC) Guidance as well as for interaction with private sector temporaries to assure that the supervisory responsibilities identified in paragraph (a) of § 300.501 of this subpart are carried out by the temporary help service firm. At the same time, agencies must give technical, task-related instructions to private sector temporaries including orientation, assignment of tasks, and review of work products, in order that the temporaries may properly perform their services under the contract.

1.2 Definitions & Acronyms

Definitions:

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

Centers for disease Control & Prevention (CDC). The nation’s health protection agency that publishes key health information, including weekly data on all deaths and diseases reported in the US and travelers’ health advisories. The CDC also fields special rapid-response teams to halt epidemic diseases.

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

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

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

http://www.va.gov/directory/guide/division_flsh.asp?dnum=1 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=f4014adba425a9b55a8d83fd61b1f638&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7247c02704a89a614519cb9f54bb462c&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/cfr/text/5/300.501 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=3268ce1da74097b1a74cd6ff9f681a6b&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=3268ce1da74097b1a74cd6ff9f681a6b&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7247c02704a89a614519cb9f54bb462c&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7247c02704a89a614519cb9f54bb462c&term_occur=999&term_src=Title:5:Chapter:I:Subchapter:B:Part:300:Subpart:E:300.504

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

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

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

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

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

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

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

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

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

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

Two-Step Cleaning:

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

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

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

Acronyms:

CBI Compliance and Business Integrity CEH Certified Executive Housekeeper COR Contracting Officer Representative EPA Environmental Protection Agency ID Identification IT Information Technology JC Joint Commission IHEA International Executive Housekeeper Association NEHA National Executive Housekeeping Association OSHA Occupational Safety and Health Agency

POC Point of Contact PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VHA Veteran Health Administration

VA Veterans Affairs

1.3 Period of Performance: –Base period of performance will be for 12 months. With the option to extend for an additional Option period 1 through Option period 4 which will be 12 months each.

1.4 Place of Performance:

The Bruce W. Carter VA Medical Hospital (Approximately 55,554 sq. ft)

1201 NW 16th Street

Miami Florida 33125

Phone: 305-575-7000 EXT.

Williams “Bill Kling Clinic VA (Approximately 89,930 sq. ft.)

Community Based Outpatient Clinic

9800 W. Commercial Blvd

Sunrise, FL 33351

Phone: 305-575-7000 EXT

Supply Chain Warehouse (Approximately 1,953 sq. ft.)

6725 NW 67th Ave

Doral, FL 33166

Phone: 305-575-7000 EXT 15333

Homestead CBOC (Approximately 4624 sq. ft.)

950 Krome Avenue Suite 401

Homestead, Florida 33030

Key Largo VA CBOC (Approximately 4510 sq. ft.)

105662 Overseas Highway

Key Largo, Florida 33037

Phone: 305-451-0164

Hollywood VA CBOC (Approximately 5736 sq. ft.)

Hollywood Medical Pavilion

Hollywood, Florida 33021

Phone: 954-986-1811

Deerfield Beach VA CBOC (Approximately 3903 sq. ft)

2100 SW 10th St

Deerfield Beach, Fl 33442

Phone: 954-570-5572

Total Estimated Square Feet: 166,210

1.5 Hours of Operation: Normal business hours are between 0730 to 1700. everyday including Federal holidays. The contractor will be provided a list of the rooms to be cleaned by 0800 EST. Additional rooms to be cleaned may be assigned to the contractor at varying times of the workday. Janitorial Supervisors (9 personnel) will be required 7 days per week for an 8-hour shift, including Federal holidays and weekends. One Janitorial Supervisor for the Broward Clinics and eight for the Bruce W. Carter location. These will be divided in the following format: Two on 1st Shift, Three on 2nd Shift, Two on 3rd Shift., and One on the 4th Shift.

• Miami VA Healthcare System, Bruce W. Carter, 1201 N.W. 16th Street, Miami, Florida, 33125.

The janitorial services will be required 7 days per week. Federal holidays and weekends may have reduced scheduling of personnel based on facility needs. Proposed scheduling for non-weekends and non-holidays is as follows: 33 personnel for the 1st shift 0800-1600, 30 personnel for the 2nd shift 1600-2400, 3rd shift 1900-0300 20 personnel, 6 personnel for 4th shift from2400 - 0800. Note: 3rd and 4th shift employees will overlap. Total is 89 personnel for janitorial services for this location.

• Homestead CBOC, 950 Krome Avenue, Ste. 401, Homestead, Florida 33030. Hours of operation 7:00 a.m. to 3:30 p.m. Monday through Friday; excluding holidays. The janitorial contractors will provide services from 0800. to 1200. (1 personnel)

• Key Largo CBOC, 105662 Overseas Hwy, Key Largo, Florida 33037. Hours of operation 7:00 a.m.

to 3:30 p.m. Monday through Friday; excluding holidays. The janitorial contractors will provide services from 1300 to 1600. (1 personnel)

• Hollywood CBOC, Hollywood Medical Pavilion, 3702 Washington Street, Ste. 201, Hollywood, Florida 33021. Hours of operation 7:00 a.m. to 3:30 p.m. Monday through Friday; excluding holidays. The janitorial contractors will provide service from 0800 to 1400. (1 personnel)

• Deerfield Beach, CBOC, 2100 SW 10 Street, Deerfield Beach, Florida 33442. Hours of operation 7:00 a.m. to 3:30 p.m. Monday through Friday; excluding holidays. The janitorial contractors will provide service from 1300 to 1600. (1 personnel)

• William "Bill" King VA Clinic 9800 W. Commercial Blvd. Sunrise, FL 33351. Hours of operation 0700. to 1730. Monday through Friday; excluding holidays. The janitorial contractors will provide service from 0800 to 1600. (6 personnel)

• Supply Chain Warehouse, 6725 NW 67TH Ave., Doral, FL 33166. Hours of Operation 0700 to 1600.

Monday, Wednesday, Friday; excluding holidays. The janitorial contractors will provide service from 0800 to 1600. (1 personnel)

Grand total including all sites: 100 janitorial workers, plus (9) supervisors.

1.6 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the Point of Contact (POC) on site describing how services will be accomplished. All work shall be coordinated with the POC or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract. The facility POC will communicate with the designated Contracting Officer Representative (COR) services and completion of those services to validate work was accomplished as required. The Contractor shall maintain a CEH on site during normal work hours 0730 to 1700 and by phone 24/7.

1.7 Area of Responsibility:

Base Request

Contractor shall provide all labor, transportation and supervision to clean and disinfect in accordance with the following:

• Shifts -Public Space cleaning

• Shifts - High touch surfaces wiped down 4 times per shift within public areas. This includes wiping down high touch surfaces of elevators at minimum 4 times per shift.

• Full cleaning l Approximately public restrooms 4 times daily.

• Waiting rooms one (1) time every 2hrs on 1st shift only. 2nd shift 1 complete cleaning.

The areas the contractor may be expected to provide services shall include but will not be limited to:

• Exam Rooms

• Restrooms

• Waiting Areas

• Mini Blinds

• Patient Rooms

• Operating Rooms

• Pharmacy

• Hemo-Dialysis Treatment Area

• Supply, Processing and Distribution Areas

• Hallways and Lobbies

• Elevators and Doors

• Reception Areas

• Offices

• Laundry Room

• Preparation and Sterilization

• Decontamination

• Doctors Lounge

• Hard Surface and Carpeted Floor Care

• House Keeping Aide Closet

• Heat Convectors, Radiators and Vents

• X-Ray Rooms

• Labs

• Public Areas

• Shower Areas

• Sinks

• Stairwell

• Windows

• Corridors

• Entryways

• Administration Areas

• Break Rooms

• Kitchen and Dining Areas

• Ice Machines and Water Dispensing Units

• Drinking Fountains

• Refrigerators

• Light Fixtures

Cleaning and disinfecting should be done at minimum with CDC and Joint Commission facility cleaning recommendations. The following high touch surfaces should be CLEANED and DISINFECTED frequently (includes, but not limited to:)

• High touch areas such as tables, doorknobs, light switches, countertops, handles, desks, phones, keyboards, toilets, faucets, sinks, etc.

• Soft surfaces such as carpeted floor, rugs, and drapes

• Electronics such as touch screens, keyboards, remote controls, and ATM machines

The above should be performed at minimum in accordance with the following standards:

Aseptic areas apply to all areas within the medical center. Contractor will be required to perform Two- Step Cleaning in accordance with Centers for Disease Control (CDC) guidance.

https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html.

Tasks and Cleaning Standards

APPENDIX A

FREQUENCY

Daily Weekly Monthly Quarterly

RESTROOMS

Empty and clean all trash receptacles and replace liners 2x 2x

Clean & disinfect counters, sinks, toilets, urinals, mirrors, fixtures and partitions 4x 2x

Damp wipe horizontal surfaces 4x 2x

Clean walls, light switch plates and doors 4x 2x https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html

Clean and Replenish Dispensers 4x 2x

Dust mop all hard surface floors 4x 2x

Wet mop floors 4x 2x

Clean ceiling vents and exterior light fixtures 1x

High and Low Dust 4x 2x

Spot-clean all walls (room and stalls) 4x 2x

Deep Clean Grout

1x

Sign into the daily sign in log 1x

LOUNGES, WAITING ROOMS, LOBBIES, OFFICES,

CONFERENCE ROOMS AND CLINICS

Clean tables 4x 2x

Clean floors 4x 2x

Vacuum carpet 2x 1x

Clean/dust horizontal surfaces 1x 1x

Empty, clean and reline trash cans 2x 1x

Clean furniture 4x 2x

Clean counter tops 4x 2x

Clean telephones 1x 1x

Buff floors 1x

Clean windows and picture frames 1x

Clean chairs 4x 2x

Clean windowsills 1x

Clean exterior of light fixtures 1x

Dust/clean blinds 1x

Strip and refinish floors 1X

Clean walls, ceiling and baseboards and vents 1X

Clean furniture 1X

Shampoo Carpets 1X

CORRIDORS

Clean with dust mop 2x 1x

Clean with wet mop 2x 1x

Clean window ledges/picture frames 1x

Clean horizontal surfaces 1x

Buff floors 1X

Strip and refinish floors 1X

EXAM ROOMS, NURSING STATION, LAB, PHARMACY,

STORAGE ROOMS

Empty and clean trash receptacles and replace liners 2x 1x

Clean and Wipe down bed 1x 1x

Using a damp cloth dust all horizontal surface 1x 1x

Clean sinks, toilets and fixtures 1x 1x

Clean and Replenish Dispensers 1x 1x

Dust mop all solid surface floors 1x 1x

Wet mop entire area 1x 1x

Clean chairs, exam table, etc. 1x 1x

Clean all walls, light switches, doors, ceilings, vents and baseboards 1X

Clean windows and picture frames 1X

Sign, the sign in sheet in the storage rooms 1x 1x

Empty and replace Sharp container 1x 1x

STAIRWELLS

Dust mop all solid surface floors 4x 2x

Wet mop entire area 2x 2x

Clean all walls, light switches, doors, ceilings, vents and baseboards

1X

Strip and refinish floors 1X

High and Low Dust 1x

Spot-clean walls & pipes (room and stalls) 1x

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

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

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

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

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

4. Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls.

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

6. Floor maintenance (non-carpeted):

a) The Contractor shall strip wax, finish and buff using non-slip floor finish. The Contractor shall

“turn back the rugs” in order to clean and finish the floor areas. The stripping of wax, finish and buffing shall be performed as requested. The scheduling of this task will be coordinated between the Contractor and on-site POC and staff occupying building to ensure there is no disruption to staff and visitors.

b) Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur and direction of the on-site POC. The area or the room requiring the service will be identified by on-site POC or designated representative to the COR.

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

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

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

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

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

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

b) Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36” up to 70”): High dusting includes all the wall surfaces, door frames, shelves, equipment, windowsills, ledges, handrails, etc. that are 70 inches from the floor or more.

c) Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners. Move items as necessary to ensure thorough and adequate cleaning; replace to original position. The Contractor shall spot clean upholstered furniture as required.

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

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

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

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

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

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

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

15. Miscellaneous

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

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

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

16. Restrooms

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

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

c) The Contractor shall sweep and wet mop the floors daily and spray buff as required. The

Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

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

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

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

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

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

17. Waste

a) Trash Removal: The Contractor shall pick up and empty all trash or waste receptacles.

Waste will be deposited at established waste collection sites/holding areas at the facility for waste hauler pick up.

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

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

18. Supplies: The dispensers and supplies will be provided by the Government.

1.8 Government Furnished Property, Equipment, and Services

The government will furnish all supplies and equipment Including cleaning supplies (chemicals, PPE, mops, equipment, and SDS).

1.9 Contractor Furnished Items and Services

The contractor shall provide a standard custodial type of uniform which is easily recognizable and clearly distinguish them as the “Contractor” for employees and ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.

Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes. The Contractor will not wear hats.

1.10 Contractor Personnel

1. The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures in order to ensure compliance with all provisions contained in this contract. A supervisor shall be available anytime employees are working on site to provide oversight.

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

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

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

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

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

b) Name, telephone number and address of the CEH

c) List of shift supervisors

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

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

8. The Contractor shall adhere to the VHA smoke-free campus policy.

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

10. The Contractor is required to have physical examination prior to work on this contract. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. The Contractor will inform the COR, if their employee was at risk of exposing Veterans, visitors or VHA employees to a communicable disease.

11. The Contractor will obtain appropriate background checks. Online questionnaire must be completed and scheduled for review prior to staff arriving at a VA location. Fingerprinting will be required to complete the background check but will not need completed prior to commencing work.

12. Contractor will be required to obtain a Non-PIV badge from the VA. The Non-PIV badge is good for performance period of the contract onsite at any facility. If, Contractors are expected to perform on-site during the performance period, the Contractor will be required to obtain a PIV badge with no network access. It is the responsibility of the designated COR to track the performance period of the Contractor and collect the PIV badges at the end of the Contractor’s term.

1.11 Safety Training Requirements

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

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

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

c) Section 5194 Title 8. “Hazard Communication”

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

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

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

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

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

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

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

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

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

3. The Contractor may be required to collect bio-hazardous “Red Bags” waste (double-bagged) and solid, enclosed “SHARPS” containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated bio-hazardous waste container (usually located outside and at the rear of the facility in locked cage or storage facilities). The Contractor shall maintain records on employee training and shall notify the COR appointed under this contract, as to when new annual training is required. The Contractor shall provide a certification of annual training for each employee.

1.12 Contractor’s Attire and Identification

1. The Contractor shall wear a standard custodial type uniform which is easily recognizable and clearly distinguish them as the “Contractor.” Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.

2. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor’s and employee’s name. The Government will issue ID cards to the Contractor after background checks have been completed.

The Contractor shall obtain “Visitors’ Badges” during the interim period via VA Police or Human Resource Department.

3. In precaution type isolation situations, the Contractor will be required to wear Personal Protective Equipment (PPE) which will be supplied by the medical facility. Such items are disposable and will be disposed of as directed by the on-site POC.

4. Contractor’s Personal Hygiene: The Contractor’s attire and presentation shall be appropriate per industry standard.

1.13 Contractor Training

1. Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below under item 5.5.2. Exception: An exception will be made during the first sixty (60) days of contract performance, whereby Contractor’s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date. The Contractor shall provide an initial training plan to the on-site POC for approval. The initial plan shall include topics, brief statement of content and method of training. Documentation verifying the content of such training and orientation shall be transmitted to the on-site POC and COR when deemed appropriate.

2. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 5 workdays.

a) General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced or contained through proper environmental sanitation methods.

b) Infection control orientation, relating duty functions to the technical provision of this specification.

c) Proper use and handling of germicidal detergents, supplies and equipment.

d) Care and maintenance of Contractor and Government-furnished property.

e) Familiarization with applicable facility policies/regulations and their effect on sanitation

Services.

f) Familiarization with the Contractors procedures manual.

g) Individual duties and responsibilities.

h) Procedures for replenishing cleaning supplies and obtaining equipment repair.

i) Role of Contractor’s personnel in the facility and their impact on patient care

j) Techniques/methods for measuring quality of work performance

k) Basic orientation to the facility, function, mission, goals

l) Facility emergency fire and disaster program

m) Hazardous Communication Standard

n) Bloodborne Pathogens

o) Respiratory Protection

p) Personal Protective Equipment (PPE) including proper donning and doffing

q) Utility Operation

r) Standard Precautions

s) Body Mechanics/Lifting

t) Accident Reporting

u) Sexual Harassment

v) Ethics

w) TB-Precautions (PPD)

x) Hep B

y) Mercury/Spills

z) Radiation Training (Government-furnished)

aa) Proper handling of Regulated Medical Waste, Solid Waste, Chemo Waste Handling and

Recycling

bb) Linen exchange services, including proper handling and care of all linens.

3. Compliance and Business Integrity (CBI) Awareness Training: The Contractor shall complete initial compliance awareness training within thirty (30) days of contract award effective date.

The Contractor shall also meet the annual compliance awareness refresher training. This requirement can be fulfilled by completing the training module available via the following Internet site: https://www.tms.va.gov/SecureAuth35/

4. Remedial Training: When notified, the Contractor shall complete remedial training and education to address any detected compliance issues.

5. Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the on-site POC or designated representative. The on-site POC will retain proof of training in accordance with applicable Records Control Schedule and provide to the COR when requested.

1.14 Contractor’s Quality Control Plan

1. The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program shall be provided to the on-site POC and COR 15 days after contract award effective date. An updated copy shall be provided the on-site POC and COR as changes occur. The quality control program shall include, but are not limited to the following:

a) An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

b) The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable.

c) On-site records of all inspections conducted by the Contractor and necessary corrective action taken.

d) A system to record all inspections conducted by the Contractor and record corrective action.

These documents shall be made available to the on-site POC and COR or designated representative during the term of the contract.

1.15 Fire Prevention and Emergency Procedures

https://www.tms.va.gov/SecureAuth35/

1. The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.

2. Any hazardous incidents created by the Contractor shall be corrected immediately.

3. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

4. The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

5. Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas.

1.16 Building Security and Keys

1. The Contractor shall be responsible for safeguarding all Government property provided for the Contractor’s use. At the close of each work period, Government facilities, equipment and materials shall be secured.

2. The Government shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. Except for keys issued to CEH, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or designated representative will perform an inventory of keys assigned to the Contractor at the end of the contract period or as needed. Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for re-keying of the Facility caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

3. The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties. There may be certain areas identified by the COR in which Contractor personnel must immediately notify the COR or Security Personnel if a door is found unlocked.

4. When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the COR or designated representative.

5. The Contractor shall comply with the security clearances or access controls imposed.

6. The Contractor shall turn in all lost articles found during the performance of duties to the COR or designated representative.

7. If the contractor does not have access to an area due to either not having a key or otherwise, the contractor shall immediately notify the COR and cc the Contracting Officer in writing, so that appropriate action can be taken.

8. The engineering, IT, and telephone closets are restricted access. The contractor will not have keys to those areas and will require an escort to those areas.

1.17 Interference to Normal Function

The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

1.18 Damage and Equipment Loss

1. The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor’s equipment or belongings that are lost, stolen or damaged.

2. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation.

3. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures.

1.19 Handling of Government Furniture and Equipment

1. The COR or designated representative will instruct the Contractor what Government items should not to be moved or otherwise handled. Any medical apparatus in use on or by a patient will not be moved or otherwise handled by the Contractor except when prior arrangements have been made with the nurse supervisor.

2. In emergency situations, the Contractor’s assistance may be required to help move patients out of harm’s way.

1.20 Conservation of Utilities

1. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under condition which precludes the waste of utilities, which shall include:

a) The Contractor shall not adjust any mechanical equipment controls for heating, ventilation and air conditioning system unless otherwise directed by the COR or designated representative.

b) The Contractor shall turn-off all water faucets or valves when not in usage.

c) The Contractor shall not use Government telephones for personal reasons.

1.21 Applicable Regulations and Manuals

1. All work under this contract must be performed in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this Performance Work Statement (PWS); (5) Site-specific EPS Standard Operating Procedure Guidance and (5) industry standards.

2. Documents applicable to work described in this section are mandatory and are listed below.

The Government will provide the Contractor copies of all regulations, manuals and specifications such as those listed below. Supplements and amendments will be updated and will be full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall always be adhered to. The Contractor shall insure that all mandatory publications are posted and up to date.

a) Security Clearances, Access Controls, Identification Badges

b) Facility policies concerning fire / disaster program.

c) Parking Requirements

d) Infection Control Manuals

1.22 Required Security Training

1. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

a) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems.

b) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

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

d) Business Associate Agreement (BAA): The Contractor shall execute a BAA upon award of contract. A copy shall be forwarded to the Privacy Officer.

1.23 Information Security Requirements

1. The C&A requirements do apply and that a Security Accreditation Package is required. The vendor will be in contact or will have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.

2. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

3. Information Security and Privacy Training

a) All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems.

b) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, VA Handbook 6500.6, Appendix E relating to access to VA information and information systems.

c) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

d) Successfully complete the appropriate VA privacy training and annually complete required privacy training.

e) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.

f) The contractor shall provide to the contracting officer and/or the COR a copy of the training…