36C25619Q0330-0001002.doc

Central Arkansas Veteran Healthcare System

John L. McClellan Memorial Veterans Hospital

4300 West 7th Street

Little Rock, AR 72205-5484 Performance Work Statement The Department of Veterans Affairs CAVHS has the requirement to provide Janitorial Services to the JLM – John L. McClellan Memorial Veterans Hospital, 4300 West 7th Street, Little Rock, AR 72205.

BUILDING AREAS:

1. JLM – John L. McClellan Memorial Hospital, 4300 West 7th Street, Little Rock AR, 72205 Total square footage approximately 35000 Restroom Cleaning

GENERAL:

The contractor shall provide all labor, supervision, management support, and equipment necessary to maintain the listed restrooms in a clean and sanitary condition according to the times listed in the legend below. These restrooms are listed under two groups based on their required cleaning frequencies.

Legend

A= Daily

B = Twice Weekly (Every Monday and Thursday) Exhibit: A - Master list of Restrooms

Flooring Number

Of Toilets Number

Of Sinks Number

Of Urinals Cleaning Frequency

By Group

A

A

A

A

A

A

A

A

A

B

A

A

B

B

A

A

B

B

B

B

B

B

B

B

B

B

B

Corridor, Stairwell, Elevator Landing, Entry Points and Exterior Cleaning

GENERAL:

The contractor shall provide all labor, supervision, management support, and equipment necessary to maintain the listed areas (Corridors, Stairwells, Elevator Landings, Entry 1st floor) in accordance with the frequency listed below in each paragraph:

35 to 50 feet away from Doors

7th Floor 4547 Sqft

Center Core #1 Center Section

1st - 7th Floors 1 Service

1 Patient

#5 D Section

#4 E Section

#3 B Section

#2 C Section

6th Floor 4547 Sqft

Center Core

1 Service

5th Floor 4547 Sqft

1 Service

4th Floor 4547 Sqft

1 Service

#7 2nd Hallway SICU

#9 2nd Morgue 1 Service

1st Floor 5169

Sqft Center Core

1 Service

1 Patient

South Entrance

Frequency:

Corridors – The contractor shall sweep, and mop daily. The contractor shall high dust the corridor from the vents, sprinkler heads, windows, window sills, walls to remove any dirt debris and baseboards. The contractor shall spray buff the corridors once weekly.

Stairwells- The contractor shall sweep, mop, remove any dirt, debris from hand railings, window ledges if any, pipes and other stations in stairwell daily.

Elevator Landings- The contractor shall sweep, mop, clean interior exterior of garbage cans, recycle bins, refill spill kit inserts, refill Purell, clean walls, knobs, exterior of elevator doors daily.

Entry Points and Exterior – The contractor shall have the entry points to ready to receive visitors, employees, and patients. The contractor shall remove any dirt and debris from doors, windows and walls daily. The contractor shall ensure the grounds of these exterior points are clean and free from cigarette butts upon entering the building daily.

BUILDING OFFICE HOURS:

· Working Hours.

Contractor staff shall be present in the facility during first and second shifts (7:00 am – 3:30 pm and 3:30 pm – 12 midnight)

· Federal Holidays

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal, official holidays" as follows:

New Year’s Day

January 1

Martin Luther King Day

Third Monday in January

Presidents’ Day

Third Monday in February

Memorial Day

Last Monday in May

Independence Day

July 4

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veterans’ Day

November 11

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25

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

Determining the Holiday: For purpose of pay and leave, the day to be treated as a holiday is determined as follows:

When one of the above designated Legal holidays falls on a Sunday, the following Monday will be observed as a Legal holiday. When a Legal holiday falls on a Saturday, the proceeding Friday is observed as a holiday by US Government agencies.

SUPERVISION:

· The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor and/or his/her Supervisors shall be available during 7:00am – 12 midnight when the contract work is in progress, to receive notices, reports or requests from the COR. The Contractor shall provide in writing to the Contracting Officer and COR prior to the contract starting date the name, telephone number of on-site supervision.

COMPETENCY REQUIREMENTS:

· Felony Convictions: Personnel shall have no felony convictions and no convictions that reflect on the individual's reliability.

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

CONDUCT OF CONTRACTOR’S EMPLOYEES:

· The Contractor shall require his employees to comply with reasonable safety instructions, issued by a duly appointed official, such as the COR, guards, inspectors, etc.

· The Contractor shall provide protective equipment and Uniform attire to personnel and require employees to use it while in the performance of their duties as necessary. In isolation situations contractor personnel may be required to wear special personnel protective clothing and shoe covers supplied by the medical facility. All other safety or protective clothing or equipment shall be provided and maintained by the contractor at the contractor’s own expense. The contractor shall comply with all agency regulations, federal regulations, and local regulations, Occupational Safety Health Administration (OSHA).

· The contractor shall ensure that all applicable safety precautions are followed. When safety issues come up the contractor shall inform the COR or his representative immediately. They shall assist in the safety investigation and reporting.

· Appearance: Uniforms must be well maintained, cleaned and pressed when on the premises. The contractor shall require employees to wear uniforms and enforce the uniform provisions of this contract.

· The contractor shall provide to all employees a badge which states the company name and employee name.

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

SECURITY:

· The contractor shall comply with the Agency regulation on key issuance procedures. The government shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. Keys provided to the Contractor shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be returned and secured. Any key lost by the Contractor will be replaced by the government and the contractor shall be charged the replacement value of ($100.00) for each lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

BACKGROUND INVESTIGATIONS:

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: All contract employees who require access to the Department of Veterans Affairs shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor is responsible for obtaining the background investigation. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA.

· Position Sensitivity – The position sensitivity/risk level has been designated as Non-sensitive/Low Risk.

· Background investigation – The level of background investigation commensurate with the required level of access is Minimum.

Contractor Responsibilities

· The contractor shall bear the expense of obtaining background investigation commensurate with the required level of access is Minimum.

· The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language.

· The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt:

i. Fingerprints (can be performed at CAVHS)

ii. Form 306, “Declaration for Federal Employment” *(Form can be found at the following website: http://www.opm.gov/forms/html/of.asp )

iii. Contract Security Services Request Forms 2 and 3

· The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

· Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

SUPPLIES, MATERIALS AND EQUIPMENT:

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

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

· Space in the building and supplies shall 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 ensure communication is amicable while onsite between supervisor and team leads.

· Housekeeping Aid closets, where available, for storing supplies and equipment including mops, brooms, micro fiber dust cloths, and other items shall be kept clean and in an orderly manner by the contractor.

· No used mops or dust mops shall be stored in any space other than designated receptacles after being secured in a double lined plastic bag.

· The CAVHS Little Rock VA shall furnish all Purell, paper products, soap, and feminine products, no equipment will be issued by the VA to contractors for their work.

· The contractor shall be held financially responsible for damage to government property determined to be due to misuse.

· The government will provide all chemicals to be used under this contract. The contractor shall only use chemicals issued by the CAVHS VA EMS Service.

· Appropriate personal protective equipment shall be provided and worn during the performance of their duties as necessary.

· The contractor shall supply their own micro-fiber, towels, wipes, micro-fiber dust mops etc.

QUALIFICATIONS OF CONTRACTOR PERSONNEL:

· The preferred 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.

· The contractor shall be fully staffed beginning the first day of work.

· The personnel training shall include, but not be limited to the following: safety, customer service, infection control, universal precautions, and cleaning procedures appropriate for the clinical settings, blood borne Pathogens, General clinical cleaning techniques and practices.

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

CONTRACT MONITORING PROCEDURES:

· The COR will maintain the Quality Assurance Surveillance Plan (QASP) for this Performance-Based Service contract and will ensure Quarterly e-COR reports are completed and provided to the CO. The COR will also ensure CPAR evaluations are completed.

· The COR will notify the Contracting Officer (CO) of any contract non-compliance immediately upon gaining knowledge of any such incident. The COR will use the Contract Discrepancy Report (CDR) form to document any problems that may arise during the term of the contract. The CDR along with any other backup documentation will be forwarded to the CO. The CO will then notify the contractor. Further, the COR will maintain copies of all the above-mentioned documents.

The COR cannot make changes to the agreement, direct Contractor’s work, or obligate the Government in any way.

QUALITY CONTROL PROGRAM:

· The contractor shall follow the Environmental Management Service Quality Assurance program. THE COR will provide a copy of the requirements and procedure will be provided as an attachment to the RFQ.

· Contractor shall be responsible to maintain the required documents of all the inspections conducted by the Contractor and the corrective action taken.

· This documentation shall be forwarded to the COR as per the Quality Standard Operating Procedure.

RECORDING PRESENCE:

· The onsite supervisor must maintain an employee daily duty station list.

SERVICES REQUIRED:

The contractor shall provide the following services in accordance with the Housekeeping Standards described:

1. CLEANING REOUIREMENTS AND QUALITY STANDARD:

Areas Toilet Rooms

Rooms

Entrances (Lobbies & Corridors (Main)

Entrances, Lobbies & Corridors (South)

Stairways

Service Elevators/Lifts

Patients Elevators/Lifts

Receptacles

Drinking Fountains

Exterior Cleaning

Storage Spaces

Windows & Glass

High Cleaning

Hard Floor Maintenance

Floor Mats

Other

2. DEFINITIONS:

Sweep: The removal of dust, dirt, lint and other debris from the floor surface using a treated dust mop.

Mop or Mopping: The removal of fine dust, marks and other soil remaining after sweeping.

Spray Buffing: Polishing the floor using a commercial floor machine and floor finish rejuvenation sprayed in a fine mist on the floor in the immediate area of work. After buffing, floors shall be free of all residual dirt, dust and soil spots and have a uniform appearance.

Scrub or Scrubbing: Surface clean using a neutral type cleaner (not intended to remove finish).

Stripping: Removal of all old floor finish and sealer using an industrial/commercial stripping solution formulated to remove commercial floor finish.

Refinish: Applying floor finish to the floors to protect them from wear and staining.

Floor Finish: Metal interlock Polymer compound designed to protect the floor and enhance clean ability and appearance. This compound must be rated non-skid or slip resistant.

Police-up: Walk-through the area, spot clean, ensure the required supplies are available and that the area is clean and functional.

Germicidal Solution: Concentrate phenolic type; must contain no Para tertiary amyl phenol or Para tertiary butyl phenol, which are the two (2) phenols that are causative agents in the depigmentation of the skin. The germicidal detergent must posses the following properties. It must be germicidal, tuberculocidal, virucidal and fungicidal in the presence of 400 ppm hard water (AVAC 400 ppm as Calcium carbonate) and 5% blood serum. It must contain no phosphates and have an acceptable cleaning efficiency, and must not be orally toxic, nor be a primary skin irritant as defined by the Federal Hazardous Substance Act, (FHSA): Packaged in one (1) gallon containers with dispensing pump.

Carpet maintenance: Proper shampooing will result in the removal of all types of soils. A clean carpet will be uniform in appearance, free from odors, when dry and vacuumed.

3. CLEANING STANDARDS

a. These standards describe the level of cleaning which will be considered the norm when a room is inspected during Quality Assurance and the supervisors’ inspections.

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

c. CARPET: Free of dust, litter, spots, and stains. Along edges and under furniture free of dust and soil.

d. BASEBOARDS: Baseboards include vinyl or plastic baseboards, painted coved 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.

e. HORIZONTAL SURFACES: Free of dust and lint (TV tops, picture frames, ledges, etc).

f. WALLS AND DOORS: Free of nicotine, lint, cobwebs, smudges and splattered soil. Door frames/jams - no accumulations of dust along the surface where the door closes.

g. CEILING AND RELATED STRUCTURES: Free of nicotine, cobwebs, dust and lint.

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

i. DRAPES: Free of visible soil, dust (when shaken) and free of wrinkles; all pins on hook in place.

j. CUBICLE CURTAINS: Free of visible soil, dust (when shaken) wrinkles and all grommets on hooks.

k. TRASH CANS: Emptied with 24 hours, free of soil and spills inside and outside and a clean plastic liner in use.

l. SINKS AND RELATED STRUCTURES: Free of soap/hard water scum and dust. Faucets and area at the juncture of the faucet with the sink free of hard water deposits and soil. Pipes under the sink free of dust and soil. Underneath surface of sink free of drips and soil.

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

n. PARTITIONS: Free of soil and shiny, having been wiped and dried. Tops free of dust.

o. TOOLS AND URINALS: The bowl portion is free of soil and hard water/rust stains. The base and area where the bowl sits on the floor is free of soil. The pipes and plumbing is free of soil. Urinal drain area is free of litter, butts, etc. Stool seat and the area where the seat connects to the stool are free of soil.

p. SHOWERS AND BATHUBS: Wall free of hard water/soap scum. Shower curtains are free of hard water/soap scrum and mildew: all grommets are on hooks. Soap or wells are free of accumulation of "melted" soap/dirt. Floors are free of hard water/soap scum and stains.

q. RESTROOM/SHOWER ROOMS: Air is free of odors indicative of inadequate cleaning.

r. RESTROOM/ SHOWER FLOORS: Free of soil, dust, litter and spills, grout is free of soil and mildew.

s. DAYROOM AND LOBBY FURNITURE: Frames and cushions free of dust, lint, soil, nicotine, spills and stains.

t. WALL MOUNTED FANS: Free of soil, lint, nicotine and cobwebs.

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

v. ELEVATORS/LIFTS: Ceiling panels are free of dust and nicotine. Walls and doors are free of soil, smudges, nicotine and oil film. Floor meets standards described above for FLOORS. Runners are free of debris, cigarette butts and soil. Stainless steel is shiny and smudge proof, vents are free of dust, lights are clean and no bugs or debris is visible

w. ENTRY WAYS: Glass surfaces are free of soil and smudges. Walls, floors and ceiling meet standards for each.

x. HOUSEKEEPING AID CLOSETS: Floors are free of soil and debris from dust mopping. Hoarding of supplies is not evident. Only authorized cleaning supplies are present. The current, signed and dated area cleaning schedule is posted. Equipment is clean. Door is locked, when not occupied.

y. WALL ACCESSORIES: (Handrails, corner guards, kick plates, bumpers, fire call boxes, fire extinguisher, bulletin boards, pictures, and similar items found on walls.) Free of dust, lint, build-up of soil from fingers and hands, scuffs and smudges.

z. ARTIFICIAL PLANTS AND FLOWERS: Free of dust and foreign materials. Plants, plant containers are to present a clean appearance.

aa. FURNITURE: Free of dust, soil, stains, grease, ink marks are to be removed from vinyl, plastic, and fabric upholstered areas.

4. ADDITIONAL SERVICES:

If there are any services not listed herein that the COR believes are necessary to maintain the Building Cleaning Services, the COR shall submit a written REQUEST to the Contracting Officer (CO) for approval before any work is REQUESTED.

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