Exhibit B-8 - Palm Bay - Janitorial Services PWS.pdf

PERFORMANCE WORK STATEMENT

New Palm Bay CBOC Custodial Services

1. General: This is a non-personal services contract to provide custodial services for the new Palm Bay CBOC. The government shall not exercise any supervision or control over the contractor’s personnel performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall train their service providers in appropriate cleaning and disinfection procedures following Centers for Disease Control and Prevention (CDC) Guidance for hospitals.

2. Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision to perform janitorial services for the Palm Bay CBOC as defined in this PWS except for those items specified as government furnished property and services. The new Palm Bay CBOC is a smoke free campus.

3. Background: The new Palm Bay CBOC provides comprehensive health care through primary and specialty care to Veterans in Palm Bay, Brevard County. These services are in the areas of medicine, Primary Care, Mental Health, Tele Health, Acupuncture, Physical Therapy, Vaccine clinic, Nutrition, Pharmacy, Whole health, social work, Home Base Primary Care and laboratory services.

4. Objective: To provide a clean and sanitary work environment for Veterans, Clinicians and Staff by removing organic and inorganic matter, blood, salts and visible soils which interfere with microbial inactivation. The main objective is to present a clean and tidy space that includes halls, rest rooms, offices, work areas, entrance ways, lobbies, storage areas, sidewalks, picnic areas, and patios.

5. Type of Contract: The Government is anticipating a performance-based firm-fixed price contract.

6. Place of Performance: The location for performance is as described on the RLP within the Brevard County. The lease space will be approximate 16,238 square feet.

7. Period of Performance: The period of performance is one (1) 12 months base period plus four (4) 12 months option periods.

8. Government Facility Hours of Operation:

a. Table 1.

Hours Days

7:00 am to 5: pm Monday through Friday

9. Service Hours: Prior to commencing performance, the Contractor shall provide a proposed work scheduled to the Contracting Officer Representative (COR) describing how services will be accomplished. In addition, the Contractor shall provide Day Porters for service calls, high touch cleaning, keep public restrooms cleaned and respond to emergencies, Monday through Friday between the hours of 6:00 am to 11:00 except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer.

a. The work schedule frequency shall be in accordance with the tables provided for each section. Alternate scheduling will be considered if the COR approves in advance. Duties that disturb the work force, such as vacuuming, dusting, and interior window cleaning shall be completed after normal working hours.

b. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall be responsible to make every effort to minimize the impact of the interference, inconvenience, customer discomfort.

c. Occasional weekend hours may be required during the course of this contract to complete work that was not able to be performed during the week. Weekend work, if it becomes necessary, shall be schedule with the approval of the COR in advance, and shall be kept at an absolute minimum.

10. Federal Holidays: The Contractor shall not perform services on federal holidays, or when the Government facility closes due to local or national emergencies, administrative closings, or similar Government directed facility closings. Government shutdowns occur when the Government refuses passage of key bills, resulting in the cession of some or all operations by the Government. If Veterans Affairs (VA) is affected by a Government shutdown during the period of performance, the contractor shall not provide services or submit claims against the Government during and after the shutdown. The following Federal Holidays are observed by the Government.

a. Table 2.

Holiday Date Month

New Year’s Day 1st January

Martin Luther King Jr.’s Birthday 3rd Monday January

Washington’s Birthday 3rd Monday February

Memorial Day Last Monday May

Juneteenth National Independence Day 19th June

Independence Day 4th July

Labor Day 1st Monday September

Columbus Day 2nd Monday October

Veterans Day 11th November

Thanksgiving Day 4th Thursday November

Christmas Day 25th December

11. Contract Administration/Changes: Additional cleaning required by changes in mission assignments must be documented by a written contract modification. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. In the event the Contractor effects any such changes at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. If the contractor receives a request from VA personnel directing or requesting work, the contractor shall not perform the work and notify the Contracting Officer Representative (COR) and the Contracting Officer immediately.

12. Definitions:

a. 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.

b. 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.

c. 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.

d. Contracting Officer Representative (COR). The person has been designated as the authorized technical 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.

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

f. Disinfect. Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

g. Daily. Services performed once each calendar day, Monday through Friday, not to include holidays unless otherwise noted.

h. Facility. An establishment, structure, or assembly of units of equipment designated for a specific function.

i. Food and Drug Administration (FDA). FDA is an agency within the U.S. Department of Health and Human Services. It consists of the Office of the Commissioner and four directorates overseeing the core functions of the agency medical products and tobacco, Food and Veterinary Medicine, Global Regulatory Operations and Policy, and Operations.

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

k. Monthly (MTHLY). Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

l. Non-personal Service Contract. A contract under which the personnel rendering the services are not subject, either by the contractor’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees.

m. Occupational Safety and Health Administration (OSHA). OSHA is a federal agency that establishes on-the-job safety protections for workers.

n. Personnel Protective Equipment (PPE). Equipment worn to minimize exposure to hazards that cause serious workplace injuries and illnesses.

o. Quarterly. Services performed 4 times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

p. Response Time. Response time is defined as the time allowed to the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials ready to perform the work required.

Response times are designated in the appropriate technical Sections.

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

r. Space. A space is an area to receive janitorial services which may or may not be considered a room by common definition. Examples of spaces are definable sections of hallways, stairs, lobbies, offices, exam rooms, and entrances.

s. Terminal Cleaning. Thorough environmental cleaning and disinfection of any room where patients with multidrug-resistant organisms (MDROs) were treated/ deemed necessary by staff.

t. Three times per year (3xYR). Services performed three times during each 12-month period of the contract at intervals of 100 to 121 days.

u. Waste Containers. Waste containers are defined as trash receptacles, waste baskets, trash cans, wastepaper baskets, or any container holding trash, paper or refuse of any type.

v. Weekly. Services performed 52 times during each 12-month period of the contract at intervals of six to eight calendar days.

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

13. Scope of Work:

a. Prior to commencing performance under this contract, the Contractor shall provide a proposed work schedule to the COR describing how services will be accomplished.

b. The Contractor's work and responsibility shall include; all job planning, scheduling, administration, inspection and management necessary to accomplish specified tasks herein. Included in this function, will be a full range of management and quality-control.

c. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. An adequate work force shall be maintained by the Contractor to complete work in accordance with the time and quality standards specified herein.

d. The Contractor shall abide by all applicable laws, municipal codes, regulations, and/or written directives issued by the Contracting Officer (CO). The Contractor shall keep abreast and comply with changes in these regulations and code applicable to the contract.

e. The types of cleanings are divided into four groups: General, High Touch, and Terminal cleaning and COVID 19 cleaning.

14. Materials and Procedures:

a. Standards

It is the Lessor's responsibility to maintain the clinic in a condition that meets all housekeeping and sanitation requirements of this solicitation and the current standards of the Joint Commission (JC).

b. Work Schedule

Work will be accomplished at times indicated. The work required must be performed daily, 5 days a week, excluding Federal Holidays, for the Palm Bay CBOC. The attendants during business hours should be responsible and available to clean up spills, keep the public and specimen collection toilet rooms clean, and keep the toilet rooms stocked with sufficient paper products and soap. Mechanical equipment such as vacuum cleaners, burnishers, scrubbing machines, etc., shall not be used during patient appointments. The Lessor shall ensure that sufficient employees are available to prepare the lab areas to see patients at 7:00 AM.

c. Janitorial Staff and Supervision

Janitorial staff will have access throughout the building; therefore, none of the janitorial staff may have a police record for anything more serious than traffic or parking violations. There shall be a janitorial staff supervisor on duty at all times when janitorial staff is in the building.

Any person whose work or conduct is found to be unacceptable by the Government shall be removed from the janitorial staff. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Janitorial company’s standard uniforms are acceptable, if they clearly identify the company and the occupation of the individual. Janitorial staff will be required to wear photo identification badges and pass background checks.

d. Safety and Special Procedures The Lessor shall consider the clinical environment and ensure that the janitorial staff is instructed on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human secretions, blood, etc. from both floors and walls. Lessor will be notified of isolation areas that need terminal cleaning. Terminal cleaning is defined as complete wipe down of all sinks, walls, countertops, casework, exam tables, etc., with germicide, and mopping of the floor with germicide. These areas require the use of gloves, gowns, masks, and shoe covers, which will be provided by the Government. The Lessor shall be responsible for collecting of sharps containers and hazardous materials. See "ALL AREAS" below under "Daily Cleaning Requirements" for method of handling sharps containers and hazardous waste. The janitorial staff shall comply with applicable Federal, State, and Local safety and fire regulations and codes. The Lessor shall immediately bring to the attention of the Government any fire and safety deficiencies.

The Lessor shall take reasonable safety precautions to promote a safe environment within the lease premises.

e. Equipment and Materials

All equipment and materials used in the performance of this contract will be cleaned and stored properly at the end of the workday. Cleaning carts and/or equipment will not be left unattended for any reason while patients are in the clinic. Lessor shall ensure all equipment, tools, and supplies meet necessary safety requirements and janitorial staff has full working knowledge of their use. An EPA- registered germicide will be used to clean all patient areas, floors, examination tables, and medical equipment. The Lessor shall provide all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of janitorial services.

The Lessor shall provide supplies such as toilet tissue, paper towels, toilet seat covers, sanitizer and hand soap. The Lessor shall provide plastic linings for all trash receptacles.

Provide clear plastic linings for non-hazardous waste trash receptacles and red plastic linings for hazardous waste trash receptacles.

Housekeeping aide closets are located throughout the clinic for storage of supplies and equipment. The Lessor shall keep a minimum of two weeks’ stock of supplies on hand. All accumulated waste shall be removed and disposed of in the dumpster. Hazardous waste and sharps containers shall be picked up and stored in a designated storage area. Supplies to be used shall be revised and approved by the Government prior to purchasing and implementation. Specifications for supplies are as follows:

• Toilet tissue: Roll type, 4-1/2 inches wide, single ply

• Hand sanitizer: Purell

• Paper towels: Roll towel, 10-1/8 inches wide

• Hand soap: Purell Healthy Soap

• Trash receptacle liners: (a) Polyethylene, flat type, 33 inches long, 52 inches wide, .66 millimeters thick; (b) Polyethylene, flat type, 24 inches long, 33 inches wide, .31 millimeters thick; (c) Polyethylene, red bags (biohazard) 33 inches long, 52 inches wide and 24 inches long, 33 inches wide

• Furniture polish: Spray type for use on wood and wood veneer

• Window cleaner: Ammonia type sufficient to remove smoke film and dust

• Germicide: EPA-registered

• Resilient floor tile cleaner and maintainer: As recommended by manufacturer of resilient flooring

• Toilet seat covers: Paper, white

A copy of the MSDS sheets for all products used shall be maintained at the clinic and shall be available for review by VA upon request.

15. General Cleaning:

a. An EPA- registered germicide will be used to clean all patient areas, floors, examination tables, and medical equipment. All cleaning disinfectant (germicide) shall be approved by the COR prior to use/application.

b. The contractor shall perform janitorial services for halls, restrooms, offices, work areas, entrance ways, lobbies, storage areas, sidewalks, picnic areas and patios. Cleaning shall include areas under furniture, furnishings, floor mats and runners.

c. Contractor shall accomplish all administrative tasks necessary to assure performance of aseptic cleaning, including, but not limited to, preparation and distribution of work schedules, emergency recall rosters, and facility defects reports.

d. The cleaning of lobbies and corridors resulting in a temporarily wet or slippery floor surface shall be accomplished so that it will not be necessary for staff, patients and visitors to cross the wet surface to gain access to other areas.

e. Sweeping/Dust Mopping. Concrete/quarry tile, terrazzo, wood, and resilient flooring shall be swept, or dust mopped so as to remove all loose dirt, dust, and debris.

f. Ducts, light fixtures, vents, and louvers: These areas are to be cleaned and vacuumed.

The ducts shall be cleaned as needed. Duct cleaning every three years.

g. Vacuuming Carpets and Rugs. Carpeted areas and rugs shall be vacuumed free of all loose soil and debris. The vacuum must be equipped with an air filter system which filters out all dust particles in excess of three-tenths (0.3) microns in size, the floors shall be vacuumed so as to present a clean appearance with no loose dirt, dust, or debris in evidence, including corners.

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

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

j. Emptying Recycle Containers. All recycle containers shall be emptied into the designated recycle paper dumpster and returned to original location. Any paper that might fall outside the dumpster during disposal process shall be immediately picked up and placed into the dumpster.

k. Emptying Waste Containers. All waste containers shall be emptied, and plastic liners replaced. Any plastic liner with food wastes or that is soiled, or leaking shall be replaced with a new plastic liner. Waste containers shall be washed as needed, inside and outside, utilizing a disinfectant and shall be free of odors. After washing, containers shall be wiped dry and new plastic liners installed. Boxes, cans, bottles, and other items placed against adjacent to waste containers and marked "TRASH" shall also be removed and disposed

of. All waste collected shall be disposed of in the nearest outside trash collection point.

Waste that falls on the floor and outside grounds during waste removal shall be picked up and disposed of by the Contractor.

l. Low Dusting / Cleaning all furniture, partitions, equipment, grills, ledges, sills, hand railings shall be dusted. Dusting shall be performed with a damp cloth or other approved means as to inhibit dust particles from becoming airborne. Walls, doors and partitions shall be wiped clean to a height of six vertical feet above the floor level. Glass in doors and/or partitions shall be cleaned with approved glass cleaner.

m. Restrooms water closets, urinals, lavatories, and sinks shall be washed inside and outside utilizing a disinfectant and shall be free of stains and odors. Pumice sticks and an approved toilet bowl cleaner shall be used to remove stains from urinals and water closets.

Brushes, sponges, and cloths that have been used to clean any other part of the rest room (including water closets, urinals, walls, floors, and partitions) shall not be used to clean lavatories or sinks. Floors shall be swept/dust mopped free of dirt and mopped with a disinfectant.

n. Cleaning Walk-off Mats. Each time floors are swept/dust mopped or vacuumed, walk-off mats in that area shall be cleaned. Soil and moisture underneath mats shall be removed and the area under the mat shall be cleaned with the rest of the floor. The mats shall be returned to their original locations afterwards. The Contractor shall report, in writing to the COR, all walk-off mats that are worn out to the point of being ineffective.

o. Floor Care. In addition to the requirements of space cleaning, floor care shall be performed as specified for rooms and corridors and shall consist of the following services by the individual cleaning requirements of each space. Each time floors are vacuumed, swept, mopped, buffed or waxed; all entrance mats in that area shall be cleaned. Soil and moisture underneath mats shall be removed and the area under the mat shall be cleaned along with rest of floor. The mats shall be returned to their original locations afterwards.

The Contractor shall report, in writing, to the COR, all walk-off mats that are worn out to the point of being ineffective.

p. Damp Mopping. Contractor shall sweep or dust mop floors to remove loose dirt, grit, and trash. Mop floors to remove streaks, smears and stains. Extreme care will be exercised to prevent splashing of baseboards, furniture or other equipment with mop water to prevent water from seeping under baseboards, furniture or equipment. Hard to reach spaces, such as corners which are inaccessible with the mop shall be cleaned by hand or use of innovative method. All mopped floors shall present a clean, uniformly bright appearance free from streaks, scuff marks, smears, mop strings, standing liquid and residue.

q. Top Scrub. Prior to spray cleaning and buffing, floors shall be damp mopped as specified above. Floors shall be spray cleaned and buffed to remove traffic marks, heavy soil, etc.

The materials used for spray cleaning shall contain a blend of detergents and polymers to emulsify surface soil and repair traffic areas. If loose residue is produced by buffing, it shall be removed in a manner that will leave the floor clean without destroying the high gloss produced by buffing When completed, a spray cleaned and buffed floor shall have a uniform, high gloss finish, tree of scuff and heel marks. The floor finish shall be consistent from wail to wall.

r. Servicing rest rooms shall include inspecting, replenishing, and cleaning supply dispensers. Rest room supplies shall include, but are not limited to, paper towels, toilet tissue, soap and air fresheners to include batteries and scent pump dispensers. The Contractor shall stock restrooms with sufficient supplies to ensure that the supplies will last until the next schedule service. If dispensers become empty before the next schedule servicing, the Contractor shall replenish them at no additional cost to the government.

s. Break Rooms. Sweep or dust mop floors to remove loose dirt, grit and trash. Mop floors to remove streaks, smears, and stains. Extreme care will be exercised to prevent water train seeping under baseboards, furniture or equipment. Hard to reach spaces, such as corners which are inaccessible with the mop shall be cleaned by hand or other methods.

Move all floor mats and thoroughly clean underneath ensuring the floor is dry and clean before the mat is put back in its original location. The contractor shall clean dining room, kitchen, and break areas daily; trash is to be removed as needed. All tables and counter tops are to be wiped down daily and as needed throughout day including the sink area. All kitchen appliances, refrigerators, microwave oven, conventional oven, dishwasher, etc.

are to be cleaned daily and as needed. The contractor is to work with staff to schedule cleaning of refrigerator.

t. Common and Recreational areas: Common and Recreational areas: Community areas are described as conference rooms, activity rooms, waiting areas, lounges, the gym, staff and teaching kitchens, resident dining room, and all recreation rooms. Community areas are to be thoroughly cleaned including all floors, walls, furniture, and fixtures. Each community area has a standard set-up and may have a specific set-up for special events.

During the inactive hours of cleaning, the janitorial service is required to clean and return each community area to its standard set-up or when notified by the COR, to a specific set-

up. Examples of a standard set-up are cleaning furniture and returning the large conference room back to the standard seating after events or meetings, cleaning the library and returning the library back to the standard seating after events or meeting. This format is to be followed for all community active rooms within the facility. This will require the Janitorial staff to move minor pieces of furniture such as chairs, folding tables, garbage cans, and roll carts. Janitorial staff is to report any damage to common and recreational areas by documenting these issues on the maintenance log. The COR will provide the location of maintenance log and any onsite reporting practices to the Janitorial Contractor owner, manager, and or appointed lead. The Janitorial Contractor owner, manager, and or appointed lead is responsible for translating procedures to the Janitorial staff.

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

v. Furniture. All chair cushions, (including wheelchairs), tabletops, counter tops and microwave cabinets shall be cleaned with an all-purpose cleaner/degreaser. These surfaces shall be clean and free from spots, stains, and residues.

w. Sink. The sink shall be cleaned with detergent or scouring powder using sponge or cloth.

All film, spots, stains, and other residue shall be removed. Fixtures shall be cleaned using a metal polish or cleaner. Metal parts shall be cleaned and bright.

x. Microwaves. The microwaves shall be cleaned inside and outside with a cleaner/de greaser designed for cleaning cooking equipment. The microwaves shall be clean and free from spots, stains, streaks, film, and residues. Microwave cabinets shall be kept clean using approved cleaners and disinfectants.

y. Areas with Carpet and Rugs. Prior to shampooing, carpets and rugs shall be vacuumed free of all loose soil and debris. Carpets and rugs shall be shampooed free of streaks, stains, and spots, and shall have a uniform color. Heavily soiled areas shall be pretreated to loosen ground in dirt and stains. After drying, furniture and other equipment moved for shampooing shall be returned to their original positions. The contractor shall be responsible for moving light furniture such as tables and chairs to facilitate cleaning.

z. Spot Cleaning Carpet and Rugs. Prior to spot cleaning, carpets and rugs shall be vacuumed free of all loose soil and debris. Carpets and rugs shall be spot cleaned free of streaks, stains, and spots, and shall have a uniform color. Heavily soiled areas shall be pretreated to loosen ground in dirt and stains. After drying, furniture and other equipment moved for spot cleaning shall be returned to their original positions. The contractor shall be responsible for moving light furniture such as tables and chairs to facilitate cleaning.

aa. Privacy Curtains in the exam rooms and procedure areas shall be laundered when visibly soiled or at a minimum, the frequency in table 2. The curtains shall be clean and free from spots and stains. The curtains shall be cleaned and bright.

bb. Entrance Door Cleaning. Entrance Door cleaning includes interior and exterior glass in entrance doors, transoms, sidelights and adjacent trim, walk-off mats and stoop.

cc. Clean Drinking Fountains. All chrome or bright work fittings and stainless-steel surfaces shall be wiped clean with a damp cloth. Metal polish or abrasive substances shall not be used on water outlet or spigot. Wipe adjacent surfaces clean with a damp cloth. Fountains shall have no streaks, film, or spots and shall be kept clean and bright. Vented area on drinking fountains shall be kept free of dust collection.

dd. Windows/Window Blinds/Window Area Cleaning. Office windows and all other glass areas shall be cleaned with an environmentally safe glass cleaner. All windows/window area shall be streak, film, spot, and stain free. Where windows have a protective film or a tinted film; special cleaning solutions shall be used that do not harm the window film. Open and dust both sides of all window blinds.

ee. Vacuum Air Return Vents. Ceiling air return vents shall be vacuumed with a soft brush attachment to remove loose dust and debris from grillwork. When necessary, a damp cloth shall be used to remove remaining debris. Care shall be taken to prevent dust and debris from entering into the return air plenum.

ff. Contract shall have dedicated supplies, materials, and equipment used for cleaning the SPS areas (do not mix with general cleaning items). Cleaning procedures and proper PPE for this area is provided on Attachment 1 and 2. Items used for cleaning SPS area will not be removed from SPS room or stored with other supplies, materials, and equipment.

gg. The Contractor shall provide Day Porter services during the days and hours listed in paragraph 9, Service Hours. The response time for the day porter to respond to emergency clean-up is ten (10) minutes or less. Daily performance requirements for these services include the following:

Keep floors dry from spills, tracked in water, free of debris dropped or blown in, cleaning glass, break room duties, clean water fountains and other additional tasks by the Contract supervisor.

Inspect and service all clinic restrooms. Inspect Laboratory Specimen restrooms to ensure cleanliness is maintained or required in addition to normal task and frequencies.

Other assigned duties given by the COR that fall within the normal tasks listed within this contract.

hh. Table 3. Task/Frequency.

TASK/

FREQUENCY DAILY WEEKLY MTHLY QTRLY 3xYR As

Needed

FLOORS -Public Areas (Includes Exam Rooms)

Strip/scrub/recoat hard floors per manufacturer instructions

X

Vacuum Carpet X

Hose off-wash entry walk off mats X

Place furniture in proper location X

Spot clean/ wash entrance window and door glass

X

Spot cleaning of interior and exterior of windows and doors of first floor level

X

Low Dusting -floor level to 6 ft. X

High Dusting -above 6 ft.

level, including vents X

Spot Clean Carpets X

Clean door mats and landing X

Sweep entry X

Empty waste cans and reline X

Empty recycling containers X

Remove sharp boxes and transport to collection room.

X

Empty biohazard containers and reline.

Transport to collection room.

X

Spot clean waste cans X

Dust mop/ wet mop al tile/ LVT floors. Use of floor scrubber may be needed.

X

FLOORS -Private Areas

Strip/scrub/recoat hard floors X

Vacuum Carpet X

Low Dusting -floor level to 6 ft. X

High Dusting -above 6 ft level, including vents X

Spot Clean Carpets X

Spot clean furniture X

Dust and damp mop hard floors X

RESTROOMS

Refill all soap dispensers X

Empty & clean waste containers, insert liners X

Clean & sanitize all fixtures X

Clean shower heads X

Clean and polish metal fixtures X

Clean urinals lavatories and sink X

Damp mop floor & baseboards w/ germicide X

Clean & polish all metal & mirrors X

Clean walls, areas around fixtures & doors X

Dust all horizontal and vertical surfaces & ledges including vents

Wash & sanitize walls & partitions X

Replenish toilet tissue, seat liners. paper towels & feminine hygiene dispensers

X

Report defective soap dispensers to Manager for replacement

Personal Protective Equipment Instructions for

SPS.

STERILE

PROCESSING

SERVICES ROOM

(SPS)

A surgical gown, disposable cap, rubber gloves ,face shield and shoe covers must be worn in this area and discarded prior to leaving.

A cover gown and hat must be worn when entering this area this area.

The hat and cover gown will be doffed when leaving this area.

Room Numbers: A4101, A4102, A4103, A4104, A4105, A4106, A4107, A4108, A4109

Maintain Cleaning Schedule/log X

Wet mop floors using approved disinfectant (germicide). As needed column is checked to inform the Contractor that service may be needed throughout the day in case of spills.

X X

Report discovery of any pest infestations or signs of such

X

Remove waste and trash X

Stock/Replenish restroom supplies (hand towels, toilet, paper, and soap)

X

Replace Sharps Container at half-full point X

Clean Floors, Mop and Top Scrub X

Clean offices, restrooms, locker rooms, break areas, and hallways

X

Clean and disinfect (use approved germicide) walls, vents, and filters

X

Wet mop floors in SPS Decontamination Unit

(SDU)

X

Mechanical scrubbing of floor X X

Clean vents, windows, windowsills, and walls in

SDU

X

Clean all doors and door hardware, light switches and locker tops

X

Remove and clean fatigue mats X

Clean ceiling, vents, doorframes, air duct tops, light fixtures

X

TRASH &

RECYCLING

Empty all master & public trash containers in hallways. insert new liners

X

Pick-up full recycle boxes and cardboard boxes deposit in outside bins

X

Replace recycle boxes X

MISCELLANEOUS

Clean & sanitize drinking fountains X

Spot clean interior & exterior glass doors X

Spot clean doors, door frames, counters, handles & railings

X

Clean windows – interior glass and inside of exterior windows

X

Clean & Sanitize sink & counter in break areas X

Wash & Sanitize master & public trash containers inside building

X

Notify Manager of irregularities (unlocked doors, plumbing problems, lights not working. etc.)

X picnic areas X

Sweep exterior entry ways X

Hose down and/or damp mop entryways outside X

Pressure wash all outdoor entryways, and patios

X

Privacy Curtains in exam rooms/procedure rooms X

Lab Patient Specimen Restrooms (minimum) 2X

Ceiling Fan Dusting/Cleaning X

16. High Touch Cleaning (HTC):

a. All cleaning disinfectant (germicide) shall be approved by the COR prior to use/application.

b. Contractor shall perform high touch cleaning in common and public areas every two hours during normal business hours.

c. Table 4. Task/Frequency.

17. Terminal Cleaning:

a. Terminal Cleaning is performed on a “as needed basis” that will be schedule by the COR.

b. All cleaning disinfectant (germicide) shall be approved by the COR prior to use/application.

c. The purpose of this cleaning and disinfection process is to remove bacterial contamination from environmental surfaces and equipment surfaces where patients receive care in order to prevent the transmission of the microorganism from patient to patient, from patients to healthcare workers, and from patients to visitors.

d. Attachment B shall be used as a reference for the contractor to provide the square feet per room in which services were requested. Invoices shall reflect room number(s) and square feet of each room serviced. (waiting for copy of floor plan)

e. Terminal Cleaning services personnel shall use Environmental Protection Agency (EPA)-approved, hospital-grade cleaning and disinfectant products. All horizontal surfaces and other surfaces in the room that may have become contaminated must be cleaned and disinfected. All terminal cleaning supplies are to be provided by the Contractor.

f. Terminal Cleaning services personnel shall receive proper training and education on patient room cleaning and disinfecting protocols, and they must use all barrier precautions (such as masks, gloves and gowns) when cleaning in rooms or units where surfaces may be contaminated with infectious microorganisms. All training will be coordinated with the

TASK/

FREQUENCY

High Touch Cleaning

DAILY Every 2 Hours

Doors and doorknobs X X

Chairs in waiting areas.

Armchairs X X

Cabinets X X

Light switches X X

Phone and cradle X X

Chair rails X X

Kiosks X X

Counters X X

Bathrooms X X

VA Infection Control staff and will be completed within 30 calendar days after the effective date of contract award.

g. The Contractor response time after receiving the call from the COR to provide terminal cleaning is one (1) hour. Any response time longer than an hour must be coordinated with the COR.

h. Terminal cleaning procedures of infected rooms shall include but not limited to the following steps:

Following patient discharge, VA personnel will clean and disinfect clinical equipment, relocate the equipment to the door of the room for removal to central supply or to the sterile processing department. Only VA Personnel will move clinical equipment.

Contractor shall clean all high-touch areas in the room including cabinets, workstations and inner drawer, phone and cradle, armchairs, door and cabinet handles, lights witches.

In restrooms, Contractor shall start with the highest surface and clean the toilet last;

clean the sink and counter area, including sink fixtures, and if there is a shower, the support bars and shower fixtures and surfaces.

Privacy curtains should be removed by the Contractor, placed in a plastic bag in the room and double bagged into a laundry bag with the assistance of another member standing at the door outside the room. Curtains in the exam rooms and procedure areas shall be laundered when visibly soiled. Contractor shall clean window curtains, ceiling and walls.

Following the terminal cleaning of a patient room, gloves should be removed so as to avoid touching the outside of the gloves. Hands should be washed with an antimicrobial soap and water or an alcohol rub applied to the hands prior to donning a new set of gloves.

i. Table 5. Task/Frequency.

TERMINAL CLEANING – TRANSMISSION BASED PRECAUTION CLEANING

STEPS

TASKS Patient in Room Patient Not in Room Personal Protective

Equipment High Dust X Gloves, gown, surgical mask depending on signage on patient door.

Remove Trash X Gloves, gown, surgical mask depending on signage on patient door.

Remove Curtain X Gloves, gown, surgical mask depending on signage on patient door.

Damp Wipe Room – VA Approved disinfectant

X Gloves, gown, surgical mask depending on signage on patient door.

Damp Mop Walls (Including Restroom

X Gloves, gown, surgical mask depending on signage on patient door.

Walls) – VA Approved disinfectant

Damp Wipe Restroom – VA Approved disinfectant

X Gloves, gown, surgical mask depending on signage on patient door.

Damp Wipe Room – Clean High Touch

Points VA Approved Sporicidal

X Gloves, gown, surgical mask depending on signage on patient door.

Damp Wipe Restroom – Clean High Touch

Points VA Approved Sporicidal

X Gloves, gown, surgical

Dust Mop

X Gloves, gown, surgical

Damp Mop

X Gloves, gown, surgical mask depending on

Inspect X

18. Bio-hazardous/Biomedical (Red Bag) Waste:

a. Bio-hazardous/biomedical waste (red bags or disposable red containers) shall be removed to the appropriate biomedical storage area. The Contractor shall pick up the red bag waste and deposit it in specially designated , locked “infectious waste” bins in a safe and timely manner, and in accordance with established standards and procedures. OVAHCS will provide the Bio-hazardous/Biomedical waste containers to the Contractor. NOTE: Red Bags may not be used for any other purpose.

19. Government Furnished Property (GFP):

a. Services: None

b. Commodities: All PPE will be provided to the Contractor for SPS cleaning.

c. Property: The following closet spaces will be provided to the Contractor to store equipment and supplies; room numbers A2102, A2912, A2940, A4018, A4105, B5306, and B6304.

d. The Government will provide the Contractor the option of using utilities for use only in connection with this contract. The use of government furnished property/equipment/information or utilities for other than carrying out the duties of this contract are prohibited. Facility and all GFP will be provided in "as is" condition (no alternations are to be made to GFP).

e. Materials, supplies, and equipment used in performance of this contract shall be stored properly at the end of each workday at an area designated by the COR. The Government will furnish, without cost to the Contractor, a designated space(s) for the storage of equipment and supplies. The Contractor shall maintain storage space to the same standards as similar areas occupied by the VA. The Contractor shall ensure that equipment is kept in safe, good working condition, cleaned and properly stored at the end of the workday. All boxes shall be on pallets and supplies shall be on shelves in organized fashion. Sinks shall be scoured daily after use, and all buckets shall be emptied and cleaned daily. Closet floor shall be swept daily and mopped weekly. Mops and brooms shall be left clean and with mop/broom heads up. The Contractor shall not make any alterations to the space. The Contractor shall vacate such building space and leave the premises in the condition in which received, with fair wear and tear expected by contract completion.

f. The Contractor shall be directly responsible for instructing their service providers in utility conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which shall include, but not be limited to the following:

Lights shall be turned off in non-occupied space/area when work is finished.

Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by Contractor’s service providers.

Water faucets shall be turned off when not in use.

Government telephones shall not be used by Contractor service providers.

g. During contract performance, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces from materials not intended. Accidental splashes shall be removed immediately. The Contractor shall return areas damaged as a result of performance under this contract to their original condition, to include painting, refinishing, or replacement, if necessary. OVAHCS will consider normal wear and when assessing Government property for replacement cost.

20. Contractor’s Furnished Items:

a. Supplies, material and equipment used in the performance of this contract shall be approved by the COR prior to use and shall be certified for specification compliance upon request of the COR. Cleaning materials shall remain readily identifiable at all times by preserving the original label or stencil as to contents, and the manufacture and/or brand on the bulk container or package. Materials and supplies not specifically identified shall be of acceptable grade, quality and be approved by the COR prior to use.

b. Power drive floor scrubbing, waxing and polishing machines employed shall be the industrial type, mechanically sound, safe to operate and in a condition which will not harm or excessively wear existing finishes and floor coverings. Improper and/or inadequate equipment must be replaced with approved equipment upon request of the COR. Vacuum cleaners must be capable of vacuuming under furniture.

21. Safety Training/Safety/Security Requirement:

a. The Office of Occupational Safety and Health Administration (OSHA) has identified the minimum worker safety standards and related training that are required by respective State Laws and that are applicable to all employees. Contract shall follow these established Code of Regulations “General Industrial Safety Orders section listed below, as a condition of contract award:

Part 1910 Subpart G - Occupational Health and Environmental Control 1910 |

Occupational Safety and Health Administration (osha.gov) Part 1910 Subpart H – Hazardous Materials, 1910.106 Flammable liquids,

1910.119 Process safety management of highly hazardous chemicals, 1910.120 Hazardous waste operations and emergency response. 1910 | Occupational Safety and Health Administration (osha.gov)

Part 1910 Subpart I – Personal Protective Equipment, 1910.133 Eye and face protection, 1910.135 Head protection, 1910.136 foot protection,1910.137 Electrical protective equipment and 1910.138 Hand protection. 1910 | Occupational Safety and Health Administration (osha.gov).

b. The Contractor shall take safety precautions necessary to protect the lives and health of all staff, patients and visitors. The Contractor shall continually exercise all reasonable and prudent efforts to ensure the security of the clinic contents.

c. The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the end of each workday/night, Government facilities, equipment, and materials shall be secured.

d. 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.

e. The Contractor shall immediately correct any fire and safety deficiencies caused by the Contractor’s service providers. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of the service and hold the Contractor in default of the contract.

f. The Contractor shall display appropriate warning signs in all areas where housekeeping 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. Posted signs 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.

g. All toilet supplies and janitorial materials shall meet or exceed OSHA, FDA and Consumer Products safety standards. The contractor shall maintain Safety Data Sheets (SDS) logbook on all chemicals provided for custodial services. The SDS logbook shall be kept up to date at all times in accordance with OSHA regulations.

h. The Contractor shall have the SDS logbook readily available for review upon request from the COR or Safety Manager. Within 10 calendar days after the effective date of contract award, the Contractor shall furnish SDS to the COR together with the names and addresses of the manufacturer of the following supplies:

Powered soap for dispenser use.

Liquid soap for dispenser use.

Paper towels.

Toilet paper tissue, roll.

Floor wax, acrylic; slip resistance and high quality.

Metal polish.

Deodorant.

Disinfectants, germicidal.

Quarry/Ceramic/Concrete/Terrazzo tile sealer.

Trashcan liners Stripper Window cleaner Carpet cleaning solution All-purpose cleaner/degreaser

i. Upon request, the Contractor shall submit to VA security the name and address of their service providers hired for work under this this contract performance and shall complete questionnaires and other forms required by the VA security office. All inquiries, comments or complaints arising from any matter observed, experienced or learned as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information will be directed to the Contracting Officer.

22. Contractor’s Responsibilities:

a. The Contractor shall provide the name of the supervisor within 10 calendar days after the effective date of contract award who shall be responsible for the performance of the work.

The Contractor shall provide a written list to the COR of all service providers performing services under this contract within 5 calendar days of the effective date of the contract award. The written list shall contain the names of all on-site service providers, job assignment, qualifications, licenses and certifications required to performed services under this contract. The Contractor shall be responsible for continually updating the list of on-site service providers when substitutions are made, and when service providers are terminated (for reasons of illness, or any other cause).

b. VA badge are required for Contractor’s service providers prior to performing services under this contract and to renew current personnel badges prior to expiration. Contractor service providers released from service by the Contractor shall have their badge collected by the Contractor and turned over to the COR. The Contractor’s on-site supervisor shall ensure that all Contractor service providers visibly wear their badge during duty hours.

c. Within 30 calendar days after the effective date of the contract award, the Contractor shall formulate and furnish to the CO/COR in writing a comprehensive safety plan to implement the general policies and procedures for safe operation and maintenance in accordance with applicable provisions of :

Equipment maintenance

Contractor service providers responsibilities for working safely and a copy of each Contractor service providers safety certificate.

Safety Hazard Analysis.

d. Contractor shall provide a supervisor during the performance of this contract. The Contractor or their supervisor shall be available by phone to accept reworks, one-time cleaning requests, and maintain…