Performance Work Statement-Revised.pdf

PERFORMANCE WORK STATEMENT

1. Introduction. This is a non-personal services contract to provide Janitorial Services for Veterans Affairs Caribbean Healthcare Systems (VACHS). The Government shall not exercise any supervision or control over the Contractors employees performing the services herein. The Contractor shall be responsible for the performance of such employees. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the services as defined in this Performance Work Statement (PWS).

1.1. Mission. The Facilities Management Service (FMS) provides, operates, and provides support to the VACHS by carrying out a program of education and development of personnel involved in the health care environment, promoting environmental research and development of technologies in support of health care, by provide these services in a cost effective, compassionate, humanitarian, and ethical manner.

1.2. Background. The VACHS provides healthcare to a population of approximately one-hundred and fifty thousand (150,000) Veterans in the Commonwealth of Puerto Rico and the U.S. Virgin Islands.

1.3. Scope. The Contractor shall perform Janitorial Services in accordance with this PWS and any applicable local, state, and federal laws, guidelines, and regulations. In the event of conflict between regulatory guidance, the most stringent requirement shall apply.

1.4. Period of Performance. The period of performance for this contract will be one (1) twelve-month base period and four (4) option twelve-month option periods. Each option will be exercised at the Government’s discretion.

2. General Requirements. This section describes the general requirements for the provision of these services.

2.1. Non-Personal Services. The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.2. Type of Contract. The Government will award a firm-fixed price (FFP) contract.

2.3. The Government will provide the Contractor space in the building with furniture and furnishings to include telephone, computer, and electronic devices to be used for official business only in the performance of this contract. Government property shall not be used in any manner for any personal advantage, business gain or other personal endeavor by the Contractor or the Contractor’s employees. The Contractor shall maintain this space in a neat, clean, and orderly condition. Space quantity in square feet is at the Government discretion.

2.4. Key Control. The Contractor shall be responsible for receiving, securing, issuing, and accounting for any keys issued for access to buildings, offices, equipment, gates, or other areas, for the purposes of this contract. Keys shall not be duplicated without the approval of the Government. If the Contractor has lost any such keys, the contractor shall promptly notify the CO and Contracting Officer’s Representative (COR). The Contractor shall also reimburse the Government for the cost of re-keying that portion of the system so compromised. The Contractor shall strictly prohibit its employees from opening locked areas to permit entrance of persons other than Contractor’s employees engaged in the performance of assigned work in those areas.

2.5. The Government will provide space to the Contractor for the storage for their weekly inventory for the supplies and equipment that will be used in the performance of this contract.

Space provide by the Government shall be dependent on availability. Another storage space will be provided by the Government, to allow the Contractor to store flammable substances.

The Contractor shall maintain this space in a neat, clean, and orderly condition. The space and equipment shall be returned to the Government at the expiration of the contract reasonably in the same condition as at the time of entering the contract.

2.6. It shall be the Contract’s responsibility to provide custody to the supplies and equipment stored in the space provided by the Government.

2.7. All Contractor employees shall comply with VACHS no-smoking policy.

2.8. Hours of Work:

2.8.1. VACHS: Normal hours of operation are between 7:30 AM and 4:00 PM, but the facility is open 24 hours a day, 7 days a week. Furthermore, the Contractor shall provide coverage services 24 hours a day, 7 days a week, including weekends and federal holidays.

2.8.2. MOPC: Normal hours of operation are between 6:00 AM and 5:00 PM, Monday through Friday. These are the only hours that the clinic is open. Coordination can be made to perform janitorial services outside of these hours of operation, by requesting it ahead of time to the Contracting Officer Representative (COR).

2.9. Locations: The Contractor shall provide complete Janitorial services for the following locations:

2.9.1. The VACHS, located at 10 Casia Street San Juan, PR 00921

2.9.1.1. Main Building: 172,686 ft2

2.9.1.2. Community Living Center (CLC): 63,900 ft2

2.9.1.3. Out-Patient Addition (OPA): 301,220 ft2

2.9.1.4. South Bed Tower (SBT): 225,662 ft2

2.9.2. Mayaguez Out-Patient Clinic (MOPC), located at State Road # 2, Km. 149.9 Ave.

Algarrobo, Bo. Sabanetas Mayaguez, PR 00680: 84,000 ft2

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

2.9.4. Other VA locations may be added or deleted from the contract after award upon bilateral agreement between the Contractor and the Government.

2.10. Scheduling: Frequency schedule of Janitorial Services tasks should be developed by the Contractor and the indicated time frames set by the COR should be the minimum basis for the scheduling of Janitorial tasks. The Contractor should provide the work scheduling of when services should be performed and submitted to the CO and COR, no later than the contract start date.

2.11. The following areas shall be cleaned during working hours while the respective VA staff is present: Agent Cashier and Pharmacy.

2.12. Contractor personnel are required to interrupt their work at any time so as to not interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

2.13. Recognized Government Holidays: The following are recognized as federal holidays for this contract:

New Year’s: Day 1 January Martin Luther King Jr. Birthday: 3rd Monday in January Washington’s Birthday: 3rd Monday in February Good Friday: varies Memorial Day: Last Monday in May Juneteenth: 19 June Independence Day: 4th of July Labor Day: 1st Monday in September Columbus Day: 2nd Monday in October Veterans Day: 11th of November Thanksgiving Day: 4th Thursday in November Christmas Day: 25 December

*Note: Or any additional federal holiday as declared by the President of the United States.

2.14. Medical Emergency Services. In the case of an accident or injury to the Contractor’s personnel, the Contractor shall coordinate for them to be treated for first aid by competent personnel trained and certified to do so. In the case of a severe accident or injury, the Contractor shall transport such personnel to a hospital for treatment. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. In case of emergency, the Contractor shall immediately notify the COR.

Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor, not the medical center or clinic under which the Contractor is performing services.

2.15. Green Cleaning: The Contractor shall use environmental-friendly products to perform cleaning and disinfection, to the maximum extent possible, and shall submit a plan no later than five (5) workdays before start date of the contract in which this is addressed.

3. Contract Administration and Management:

3.1. Contracting Officer (CO): The CO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the CO. In the event the Contractor effects any such change at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the Contractor.

Communications pertaining to contractual administrative matters shall be addressed to the CO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the CO authorizing such changes, and with the Contractor’s consent.

3.2. Contracting Officer's Representative (COR). In accordance with Veteran Affairs Acquisition Regulation (VAAR) Clause 852.201-70, Contracting Officer’s Representatives, the CO reserve the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation shall be furnished to the Contractor.

3.3. Post-award Conference/Performance Evaluation Meetings: The Contractor shall be required to attend a post-award conference convened by the CO in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. This meeting may be conducted virtually. Written minutes of such meetings will be recorded by the Contractor and signed by the CO and COR and distributed within five (5) workdays after the meeting.

3.4. Performance/Progress Meetings will be held as necessary: There may be occasions when subsequent meetings will be called by either party to reconfirm mutual understandings and/or address deficiencies in the Quality Control (QC) system or procedures which may require corrective action by the Contractor. The Contractor Representative shall meet with the COR and/or CO as required. A mutual effort will be made to resolve all problems identified.

The Contractor Representative and the COR shall sign the written minutes of these meetings.

3.5. Additional Meetings: During the term of the contract, it may be necessary to schedule meetings between the Contractor and the Government for contract information exchanges, performance and contract compliance matters. Some of the meetings would only be required if issues could not be resolved via telephone (conference calls) or in writing. Location of meeting will be at the VACHS, San Juan, Puerto Rico. Attendees shall include the CO, COR, the Contractor’s key personnel.

3.6. Contract Administration: Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination between the Government and the Contractor.

3.7. Business Relations. The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, submittals, timely identification of issues, and effective management of subcontractors, if any. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all their personnel. Within the bounds of acquisition policy, the VACHS intends to work to find solutions that will be beneficial to both the Government and its Contractors.

3.8. Contractor Employees: The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work specified herein. The Contractor shall ensure the labor categories/occupation code as defined by the Department of Labor are aligned to those tasks delineated in this PWS. The Contractor shall comply with the minimum rates established in the applicable wage determination or Collective Bargaining Agreement (CBA). The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

3.9. Contractor Identification: All contract personnel shall be identified as a Contractor (i.e., badge, company logo, or uniform). All contract personnel are required to identify themselves such that they avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all correspondence (documents, emails etc.) or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

3.10. Key Personnel: The Contractor shall provide a point of contact that will serve as the primary point of contact for the Government. All key personnel shall have means of verbal and e-mail communication with the COR. Key personnel and alternates must be able to communicate fluently in English both verbally and in writing.

3.11. Transition Period: 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.

3.12. The Contractor or his supervisor/working leader shall be always available, when the contract work is in progress, to receive notices, reports or requests from the Contracting Officer or his representatives. The Contractor shall provide in writing to the CO at least five

(5) working days prior to the contract starting date the name, telephone number and address of onsite supervision.

3.13. All personnel shall receive first-line supervision by Contractor.

3.14. Contractor shall maintain any documents pertaining to the contracted employees and provide them to the CO/COR upon request.

3.15. The Contractor shall comply with The Joint Commission (TJC). To comply with TJC requirements the Contractor shall provide written confirmation that employees are competent to perform the task as described in this PWS. This written confirmation shall specify in which areas each contract employees are competent.

3.16. Training: The Contractor shall comply with VACHS mandatory training for all contracted employees. The training, which is taken through the VA’s Talent Management System online, shall include: Privacy Awareness, Contractor Rules of Behavior, safety, emergency preparedness plan, customer service, Infection Control measures and procedures, Universal precautions, and cleaning procedures appropriate with clinical settings.

3.17. Personnel Qualification:

3.17.1. 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.

3.17.2. 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 of 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.

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

3.17.4. The Contractor personnel must possess the required Occupational Safety and Health Administration (OSHA) training and certifications to provide the services requested in this PWS. The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work. Training are OSHA #511 Occupational Safety and Health Standards for the General Industry, OSHA #7500 Introduction to Safety and Health Management, OSHA #7505 Introduction to Incident (Accident) Investigation, OSHA #2225 Respiratory Protection, OSHA #521 OSHA Guide to Industrial Hygiene, OSHA #7000 OSHA Training Guidelines for Safe Patient Handling, OSHA #7105 Evacuation and Emergency Planning, OSHA #7200 Bloodborne Pathogens Exposure Control for Healthcare Facilities and OSHA #7205 Health Hazard Awareness, OSHA #7210 Pandemic Illness Preparedness

4. Standards of Conduct:

4.1. Contractor personnel’s conduct shall not reflect discredit upon the Government.

4.2. The Contractor shall ensure that personnel present a professional appearance.

4.3. The Contractors employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances.

4.4. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner.

4.5. The Contractor shall remove from the job site, any employee for reasons of misconduct or security.

4.6. The Contractor shall ensure employee conduct complies with 38 CFR § 1.218 – (Security and Law Enforcement at VA facilities).

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

4.8. Contractor personnel and property shall be subject to search and seizure upon entering and leaving the confines of VACHS facilities. The Contractor shall be responsible for assuring that all personnel authorized to perform work under this contract obtain facilities’ access as required. The Contractor shall provide a current personnel roster listing all employees to the COR prior to the effective date of the contract, and shall submit a revised roster any time there is a change in employees. Contractor access to the VA facilities will be exclusively for work in connection with this contract.

4.9. Contractor is responsible for the supervision of all their employees while on Government property. It is the Contractor's responsibility to assure compliance with this PWS and requirements referenced in this contract. Provisions provided in the PWS are not intended to relieve the Contractor of this responsibility.

5. Security Clearances. Unless otherwise specified, the Contractor shall submit to the CO at least five (5) days prior to the starting date of contract, a certificate of good conduct from the PR Police Department and the Statement of Personal History and the Employee Health Certificate form the Department of Health for each of his employees that will perform services under this contract.

5.1. Contractor employees who shall be performing services physically at the VACHS shall have a physical examination prior to work on this contract and annually thereafter. These forms shall be submitted for replacement employees before entrance on duty.

5.2. The Contractor shall assure that each contracted employee meets the requirements as it relates to physical examinations: Purified protein derivative (PPD) skin testing, Hepatitis B, prophylaxis, or declination of option signed and, on a file, other preventive health screening/testing as required by OSHA, The Joint Commission, and other federal, state, or local regulated agencies.

6. Health and Safety: The Contractor and its subcontractors, if any, shall comply with Public Law 91-596 (Occupational Safety and Health Act of 1970). In addition, the Contractor shall comply with 29 CFR 1910, Occupational Safety and Health Standards.

6.1. Occupants Safety. The Contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the VACHS while performing the services specified in this PWS. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space.

6.2. Safety Plan/Program: In addition, the Contractor shall have a safety plan or program in place to reduce the risk towards its employees, as well as the patients, visitors, and employees of the VACHS. This safety plan or program shall be submitted to the CO/COR 30 days prior to the start of the contract.

6.3. The Contractor shall adhere to all applicable Environmental Protection Agency (EPA), National Fire Protection Association (NFPA) Safety Codes, National Pest Control Association’s good practice statements, American National Standards (ANSI), TJC, OSHA, and VA guidelines, regulations, and procedures.

6.4. In performance of this contract, the Contractor shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building.

6.5. The Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e., lockout/tag out, universal precautions, etc.) required to perform the services described in this PWS. The Contractor shall ensure their personnel obtain the required training on required safety programs and the proper use of PPE and shall provide such documentation to the CO/COR, upon request.

6.6. The Government is required by the National Strategy for Pandemic Preparedness to prepare and establish a plan that safeguards its employees and provides for continued operations in the event of an pandemic. The Contractor personnel shall also be familiar with VACHS Pandemic Plan as SOP 11B-21-07.

7. Injury or Accident Reporting: The Contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to Government property, supplies, and equipment.

7.1. As defined by OSHA, EPA, ANSI (American National Standards Institute), and all other regulatory requirements any incident of a major malfunction, accident or injury, a written report shall be submitted by the Contractor to VACHS within five (5) working days following the incident. The report shall state the cause, what, where and when and why the incident happened, and measures were implemented to correct the cause of the incident.

8. Initial Assessment and Schedule: Before the provision of services are rendered under this contract, the Contractor shall complete an initial assessment of all areas are required at least five (5) working days prior to the starting date of the contract.

8.1. 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.

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

8.3. Procedures manual shall include the procedures necessary to perform complete cleaning services required by the contract.

8.4. 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.

9. Emergencies:

9.1. In the event of inclement climate or weather conditions, the Contractor shall be required to respond to service calls to perform special cleaning tasks upon request (i.e., restroom cleaning, spills pick up, spot cleaning, safety hazard from rain, providing policing services).

Some cleaning work requirements shall be performed after normal business hours.

9.2. In 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. When these Contractor employees are no longer needed, they shall be directed by the contractor to return to their normal duties and the contractor will not be penalized for the portion of the normal daily work which otherwise would have been performed but was neglected due to the emergency. This will include all areas within the premises. Depending on the impact of the emergency condition a supplemental agreement might be negotiated.

9.3. Emergency Calls: During hurricane season/disaster situations, the Contractor shall ensure there is personnel are available to perform services, even amidst such emergency.

The Contractor shall assist in response to the emergency situation within two (2) hours, after receipt of notification by the CO or COR. The VACHS emergency preparedness plan shall be followed.

9.4. The Contractor shall respond immediately to any emergencies at the Medical Center, after receipt of notification by the CO or the COR.

9.5. VACHS Emergency Plan: The Contractor should summit an emergency plan. This plan is used by the COR during emergencies. Contractor personnel, to include the on-site supervisor(s), shall be thoroughly familiar with the VACHS Emergency Preparedness Plan.

Contractor personnel shall follow the VA emergency preparedness plan during emergency situations. The Contractor shall participate in fire and other emergency drills. The Contractor shall be required to perform the services required by the Contract and as identified by the COR to the extent allowed during all emergency situations such as: epidemic, pandemic, storms, hurricanes, and/or disaster situations that may include fires, accidents, rescue operation, and/or utility service outages.

10. Standards of Cleanliness: Through innovation, technology, or other means, the Contractor shall perform the services as specified in this PWS to meet the quality and performance standards in this Section. Evaluation of the services provided by the Contractor shall be based on the standards in this section and conducted in accordance with the Government’s Performance Requirements Summary (PRS).

10.1. Standard Services: The Contractor shall clean all spaces in accordance with customary hospital-grade, aseptic techniques standards and VA has approved the Contractor procedures manual. A hospital-grade germicide shall be used for disinfection in all areas where janitorial services are provided. Standard precautions shall be always practiced. There may some cases where a room requires a “Terminal Cleaning” once a patient is discharged.

Upon request from VA staff, the Contractor shall perform a terminal cleaning to such rooms Approx. 385 Rooms. Terminal Cleaning shall also be performed in Operating Rooms between procedures, to enable a safe and clean area for the next patient.

10.2. Interior: The Contractor shall provide standard of cleanliness for the work items listed below.

10.3. Toilet Rooms:

10.3.1. Floors: Toilet room floors shall be swept to remove loose dirt and foreign matters and wet mopped utilizing a germicidal detergent solution.

10.3.2. Fixtures: Clean all fixtures, including metal and chrome surfaces water closets, urinals, shelving, wash basins, shower, shower curtains stalls, mirrors, waste receptacles, all dispensers and ceramic wall surfaces, utilizing a germicidal detergent.

10.3.3. Receptacles: All waste receptacles shall be emptied, cleaned, and relined.

Restrooms shall be free of discarded material and trash shall be emptied to prevent the containers from overflowing. Wash and damp wipe the inside and outside of wastebaskets as necessary to keep them in an acceptable manner.

10.3.4. Surfaces: Spot-clean and dust all surfaces.

10.3.5. Toilet rooms shall be policed, and washbasins cleaned as traffic demands.

10.3.6. Scrub all ceramic tile floor and/or damp mop and spray buff resilient floors.

10.3.7. Shower curtains/doors shall be washed.

10.3.8. Damp wipe the full surface area of all stall partitions ceramic tile walls, doors, window frames, sills, and wastepaper receptacles utilizing a germicidal detergent.

10.3.9. Strip and finishing: The old finish or wax shall be removed, and new sealant applied in accordance with standard commercial practices. Spots shall be eliminated. Strip and seal all hard floors.

10.3.10. Dispensers: The Contractor has to replenish supplies and fill dispensers as a standard service. Dispensers of paper towel, soap, air freshener and toilet roll paper shall be serviced and refill as necessary. The supplies for the provided dispensers shall be compatible with the dispenser manufacture requirement. In the case where there is a change in product, the Contractor shall cover the replacement of such dispensers.

10.3.11. The following Toilet rooms has been identified as “high traffic”:

10.3.11.1. ATM Toilet Rooms (Lobby) 1E180 and 1E181

10.3.11.2. Laboratory (OPA 1st Floor) 1F105 and 1F106

10.3.11.3. Hematology (OPA 1st Floor) 1G102 and 1G103

10.4. Room Cleaning: Includes all office areas, file room, waiting areas, clinical and non-clinical areas, corridors, and space adjacent to these areas.

10.4.1. Empty wastebaskets, reline, and remove all trash to designated disposal area.

Clean washbasins and mirrors, as necessary; supply paper towels and hand soap dispensers when required. Items collected under the recycling program, shall be collected, and removed to designated area.

10.4.2. Cardboard containers shall be broken down flat and discarded.

10.4.3. Rooms used for the collection of wastes shall be cleaned with a disinfectant cleaner.

10.4.4. Trash containers shall be emptied and kept clean, odor-free, and free of dirt, dust, debris, residue, and spilled material. Plastic liners for all trash, debris containers shall not be torn, worn, or contain residue. All ash receptacles shall be free of dust, ashes, odors, tar, streaks, and tobacco residue. Wastebaskets shall be wash/damp wiped.

10.4.5. Porcelain Ware Cleaning: Washbasins shall be clean and bright; there shall be no dust, spots, stains, rust, green mold, encrustation, or soil.

10.4.6. Damp Wiping (Mirrors): Mirrors shall be clean and free of dirt, dust, streaks and spots.

10.4.7. Glass cleaning: All glass, clear partitions, glass doors, mirror surfaces, bookcases, and other glass shall be clean and free of dirt, dust, streaks, smudges, watermarks, spots, and grime, and shall not be cloudy. There shall be no water spots on the glass or adjacent fixtures and furniture.

10.4.8. Dry and wet mop resilient floor with germicidal solution and vacuum carpet traffic patterned areas and remove obvious dirt from around and under furniture.

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

10.4.9. Vacuuming: Carpets, including corners, shall be clean and free from dust balls, dirty and other debris; nap on carpets shall lie in one direction upon completion of the vacuuming task.

10.4.9.1. Carpet surfaces are to be free of dirt, dust, and other debris. Vacuuming shall be done at a frequency that will protect the integrity of the carpet and prolong wear.

The Contractor shall utilize vacuum cleaners that meet the requirements of the Carpet and rug institute – Green label/ Green label plus testing program, http://www.carpet-rug.org/commercial-customers/cleaning.

10.4.10. Surfaces: All horizontal surfaces that are readily available and visibly require dusting shall be dusted with a treated dust cloth. All surfaces shall be free of dust, dirt, oil spots or smudges. Cabinets and desks with papers, computers, and keyboards shall not be disturbed.

10.4.11. Metal, Brass and Woodwork: Surfaces (including corners, crevices, moldings, ledges, handrails, grills, doors, doorknobs, door frames, kick plates, etc.) shall be free of dust, streaks, spots, hand marks, oil, smudges, dirt, soil substances, encrustation, and streaks.

10.4.12. In all clinical room areas: Thoroughly clean all horizontal surfaces and furniture, to include patient beds. Floor area shall be thoroughly vacuumed and/or swept.

http://www.carpet-rug.org/commercial-customers/cleaning http://www.carpet-rug.org/commercial-customers/cleaning

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

10.4.12.2. Sweeping: Floors shall be clean and free of trash and foreign matter. No dirt shall be left in corners, under furniture or behind doors.

10.4.13. Spot cleaning: Carpet surfaces shall be free of removable spots, soiled traffic patterns, dirt, dust, debris, gum, and crusted material.

10.4.14. Carpet Spotting: Excessive buildup, spillage of crusted material 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 carpeting.

10.4.14.1. Spots clean all walls.

10.4.15. Damp mop and spray buff all hard and resilient flooring.

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

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

10.4.16. All furniture shall be moved to clean floors and baseboards. Furniture in patient rooms is clean as part of the patient discharge procedure and as needed. Patient beds are cleaned upon discharge or inter-ward transfer and long-term care beds are cleaned monthly.

10.4.16.1. Floors: Floors under beds and other furniture shall be free of dust, lint and soil. Free of spills, streaks, stains, spots, debris, and dust, and foreign matter. Corners and edges shall be free of dust, lint and soil. Floor is generally shiny, indicative of the presence of floor finish and recent polishing. The finished area shall have a uniform luster, without unsightly finish buildup and shall be slip resistant. There shall be no evidence of gum, rust, burns, or scuffmarks.

10.4.16.2. Baseboards: Baseboard includes vinyl or plastic baseboards, painted cover surfaces, terrazzo, cove base, and all other forms at the edges of floors. Free of dust, lint, and soil on both horizontal and vertical surfaces. Walls and baseboards shall be free of splashing, finish residue, and marking from cleaning equipment.

10.4.17. Dusting of high areas: Overhead pipes, vents, ceiling, grills, light fixtures.

10.4.17.1. Dusting: Free of dust and lint.

10.4.18. Trash hoppers/receptacles and wheels shall be washed and disinfected with a germicidal solution.

10.4.19. In office areas, classrooms, file rooms, libraries, conference room, clinical and nonclinical areas: Thoroughly dust horizontal surfaces of furniture and all wall surfaces within approximately seventy (70) inches of the floor.

10.4.19.1. Damp Wiping: Horizontal surfaces shall be free of dirt, dust, streaks and spots and should not be cloudy.

10.4.19.2. Thorough Sweeping: Floors shall be clean and free of trash and foreign matter. Not dirt shall be in corners, under furniture or behind doors.

10.4.20. Thoroughly dust all vertical surfaces and, under surfaces of furniture (desk knee wells, chair rungs, table legs, partitions etc.).

10.4.21. Partitions: Partitions shall be free of soil and shiny, having been wiped and dried.

Tops free of dust as needed.

10.4.22. Glass cleaning: Damp wipe both sides of glass in doors, partitions, and bookcases, and any other glass.

10.4.23. Light fixtures shall be washed.

10.4.24. Cubicle curtains: Cubicle curtains are to be free of spots, marks, and visible soil.

Cubicle curtains shall be replaced as follows: intensive care areas monthly and all other areas quarterly and/or as needed.

10.4.25. Contractor shall be responsible to coordinate cubicle curtain replacement/exchange with the VA Laundry Service. Cubicle curtains will be laundered at the VACHS laundry Plant. Contractor is required to pick up clean curtains the VA Laundry and drop off the soil ones. Contractor shall maintain a permanent log for curtains exchange/replacement.

10.4.26. In office areas, classrooms, file rooms, libraries, conference rooms:

10.4.26.1. Damp wipe glass in interior office doors, partitions, and bookcases.

10.4.26.2. Strips refinish and buff resilient flooring. Water solutions shall not be used on wood flooring.

10.4.26.3. Glass Cleaning: Glass shall be clean and free of dirty, body oil, dust, streaks, watermarks, spots and shall not be cloudy. There shall be no water spots on the glass or adjacent fixtures or furniture.

10.4.26.4. Stripping: Strip and apply coats of floor finish to all resilient flooring. All old finish or wax shall be removed. There shall be no evidence of gum, rust, burns or scuffmarks.

10.4.26.5. Waxing and Buffing: Walls baseboards and other surfaces shall be free of finish residue and marks from equipment. Floors shall be free of streaks, mop strand marks and skipped areas. The finished area shall have a uniform luster.

10.4.27. Carpets and Rugs: Shampoo carpeted areas.

10.4.27.1. Carpet Shampooing/Extraction: The Contractor shall coordinate with the COR the times when carpet shall be cleaned. The carpet shall be dry before customers occupy the building on the next business day. The Contractor shall take measures to prevent the growth of mold. Moving of duplicating equipment, computer equipment, and similar type electric and electronic equipment is to be coordinated with the COR prior to cleaning of the carpet. Any furnishings moved are to be returned to their original positions.

10.4.27.2. All carpets shall be clean, free of spots, spillage and removable stains.

There shall be no brushing. Carpet shall be free of residue. Cleaned areas of carpet and rugs shall be reasonably blended with surrounding carpets.

10.4.27.3. Carpet Vacuuming: Carpet surfaces are to be free of dirt, dust and other debris. Vacuuming shall be done to protect the integrity of the carpet and prolong wear.

Carpets shall be vacuumed after cleaning and then brushed to restore flattened pile or its natural lay.

10.4.28. Walls: All walls and doors shall be uniformly cleaned. Cleaning should not cause discoloration. There should be no signs of overlapping. Wall surfaces shall be free of smudges, marks, dirt, and spots.

10.4.29. Finishing: Walls, baseboards and other surfaces shall be free of finish residue and marks from equipment. Floors shall be free of streaks, mop strand marks and skipped areas. The finished area shall have a uniform luster.

10.4.30. Furniture: vinyl, plastic, fabric, e.g. modular systems, upholstered furniture.

Furniture shall be free of dirt, dust, stains, grease and shall present an overall clean appearance. Appropriate cleaning products are to be used to prevent damage to the furniture.

10.4.31. Movable Equipment: e.g. IV poles, IV pumps and similar equipment. Shall be free of dirt, dust, stains, grease and shall present an overall clean appearance. Appropriate cleaning products are to be used to prevent damage to the equipment.

10.4.32. Linen: The Contractor shall remove the soiled linen and take it to the nearest soiled linen room. From there, personnel from the Facility Management System (FMS) laundry staff will pick-it up and take it to their work area for it to be washed.

10.5. Waste Collection and Disposal:

10.5.1. Solid Waste Collection: All solid waste generated in the VACHS and MOPC shall be collected and removed to storage area designated for trash. Carts and containers used for the collection and/or storage of waste shall be flame-resistant and leak proof and carried out to the trash compactor or containers. The Contractor shall notify the COR of any item or material identified by the EPA, and State and local regulatory agencies as hazardous waste, hazardous materials, or Universal Waste, improperly discarded in a waste receptacle in which it does not belong. Typical hazardous waste includes fluorescent light bulbs, thermostats, thermometers, most chemicals, and batteries (40 CFR Parts 260-273).

10.5.2. Regulated Medical Waste (RMW): Contractor shall collect all RMW in a transport cart separates from the solid waste transportation cart. RMW shall be delivered to identified, consolidated designated RMW area and take it to the proper container in the loading dock.

10.5.3. Recyclable Waste: All recyclable waste (paper, cardboard, aluminum, and plastic) shall be collected, properly handled, and transported to designate storage area. Then such waste shall be discarded into their respective dumpster outside the building.

10.5.4. Trash compactors are used at the building loading docks; the Contractor shall operate the compactor. The COR will coordinate to provide training to contractor personnel in the safe and proper operation of the compactor.

10.5.5. Any waste found in the trash compactor area in the CLC shall be taken to its respective dumpster or compactor.

10.6. Main Entrances, Main Lobbies, and Main Corridors:

10.6.1. 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, door, and other wood surfaces; clean spots and marks off walls, dust all surfaces within approximately seventy (70) inches from the floor.

10.6.1.1. Thorough Sweeping: Floors shall be clean and free of trash and foreign matter. No dirt shall be left in corners, under furniture or behind doors.

10.6.1.2. Thorough 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.

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

10.6.1.4. Wood polishing: wood surfaces shall be clean and free of smudges and residues.

10.6.2. Spot clean carpet.

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

10.6.3. Empty trashcans reline and remove trash to designated area. Wash/damp- wipe wastebaskets and provide plastic bag liner.

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

10.6.3.2. Policing Services: All building areas shall be free of papers, trash, and spillages.

10.6.4. During the day provides necessary policing services as traffic demands, to ensure a clean, neat, and presentable appearance.

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

10.6.4.2. Thorough Dusting: There shall be no dust streaks in corners, crevices, on moldings and ledges shall be free of all dust. There shall be no oils, spots or smudges on dusted surfaces caused by dusting tools.

10.6.5. Damp mop and spray buff all hard and resilient floors.

10.6.6. Clean both sides of entrance door glass and glass surrounding entrance doors.

10.6.6.1. Glass Cleaning: All glass shall be clean and free of dirt, grim, dust, streak, watermarks, and spots and shall not be cloudy.

10.6.7. Clean and shampoo entrance and elevator rugs as required to maintain quality standards.

10.6.8. Clean and polish metal door surfaces thresholds clean all signs. Metal surfaces including doorknobs, push bars, kick plates, railings shall be free of smears and stains.

They shall be clean, bright, and polished to a uniform luster.

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

10.6.9. Damp wipe and polish marble wall grime surfaces and stone wainscoting. Wall surfaces such as marble, stone wainscoting, masonry, wood, vinyl, cloth fabric and painted wall surfaces, shall be clean free of hand marks, smudges, dirt, dust, spots, stains, and discoloration. Walls and baseboards and other surfaces shall be free of splashing and marking from cleaning equipment.

10.6.10. Strip and apply coats of floor finish to all hard and resilient floors.

10.7. Stairways:

10.7.1. Stair landings and steps shall be sweep, damp mop and/or vacuum. Dust all stair railings, ledges, grilles fire apparatus and doors.

10.7.2. Wet mops or scrub steps, risers, and landings; clean glass surfaces and polish bright metal and woodwork. Spot clean walls to height of approximately seventy (70) inches.

10.8. Loading Areas (including platforms and docks):

10.8.1. Sweep loading areas.

10.8.2. Wet mop or scrub.

10.8.3. Strip and seal all hard floor surfaces.

10.9. Receptacles: All waste receptacles shall be emptied, cleaned, and relined. Trash shall be emptied to prevent the containers from overflowing.

10.10. Drinking fountains and Water Coolers:

10.10.1. Cleaning Drinking Fountains: All fountains shall be free of dirt, watermarks, and all other debris or encrustation. Drinking fountains shall be sanitized and present a lustrous appearance.

10.11. Cafeteria, dining area, kitchen, and retail store: All tables, floors, high-touch areas shall be free of dirt, dust, or other debris, and disinfected. Trash cans shall be emptied or a recurrent basis to avoid over-filling, and walking surfaces shall be dry and free of debris.

10.12. Police entrance, landings, steps, and main lobbies: shall be clean and spotless in appearance. The Contractor shall sweep, mop, and vacuum regularly to keep all surfaces free of dust, dirt, and debris and all high-touch surfaces sanitized.

10.13. Spotless definition: Floors should be bright, clean with no buildup in corners or along walls.

10.14. Clean interior OPA terraces, and the OPA 2 exterior terrace, to include furniture.

10.15. Storage Space:

10.15.1. Thoroughly sweep the full floor area.

10.15.2. Damp mops the full floor area.

10.16. Window Washing Exterior:

10.16.1. Cleaning: Windows shall be clean and free of dirt, grime, streaks, and moisture and shall not be cloudy. Window sashes, sills, woodwork, and other surroundings of glass shall be wiped free of drippings and other watermarks. All exterior windows shall be cleaned twice a year. Cleanings of both sides of the windows shall be coordinated to maximize cost effective operations as directed by the COR.

10.16.2. The Contractor shall provide a window washing safety plan thirty (30) days prior to the scheduled window washing date.

10.16.3. The Contractor is required to accomplish window washing work consistent with safety requirements promulgated by the OSHA. Adequate fall protection for window washers is required to be provided by the Contractor.

10.17. Windows, Doors, and Glass Interior:

10.17.1. Clean inside glass window located in all areas.

10.17.2. Wash all interior building windows, including spandrel glass, glass over, vestibule doors, and all plate glass around entrances, lobbies, and vestibules.

10.18. Window Blinds and Coverings:

10.18.1. All blinds and covering, cord tapes, and valances shall be clean and free of dust and spots. Blinds and covering that are not operating properly shall be reported to the COR for repair.

10.18.2. Dust or vacuum all window blinds and coverings.

10.18.3. Wash all window blinds and screens. Window blinds screen shall be returned and hung within same working day. Clean cords and tapes.

10.18.4. Drapes and valances are to be maintained free of dust. Drapes dry cleaning is not required as part of this contract.

10.19. High Cleaning: Clean all surfaces and objects in the building including the 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. Damp wipe and dry high surfaces such as transoms, clock glass, picture frames and glass, smudges areas surroundings air grilles, diffusers, etc. Vacuum drapes in place.

10.20. Hard Floor Maintenance: In the first ninety (90) days of the initial contract period and any option period strip and seal all hard floor such as, wood, brick, terrazzo, marble, ceramic tile cement, etc.

10.20.1. 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.

10.21. Floor Mats: The Government shall furnish all mats and runners (hard brush carpets).

10.21.1. Mats and runner shall be laid out in main entrances, main lobbies, entrance ways.

The use of larger mats and runners, where appropriate; is preferred to eliminate overlapping and to reduce potential tripping hazards.

10.22. Compound Clean Rooms: In order to comply with United States Pharmacopeia (USP) 797 and 800, janitorial services are required in two (2) compound clean rooms.

10.22.1. Services in these compound clean rooms shall be provided in a manner that ensure a clean and sterile environment.

10.22.2. The products and solutions used shall be those acceptable for use for USP 797 and 800.

10.23. Additional Requirements:

10.23.1. Lights shall be used only in areas where and at the time work is being performed.

10.23.2. Contract employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

10.23.3. Water faucet or valves shall be turned off after the required usage has been completed.

10.23.4. The…