S06. Attachment F - Updated Performance Work Statement - Version 2.pdf

Attachment F

UPDATED PERFORMANCE WORK STATEMENT

VERSION 2

FACILITY SUPPORT SERVICES

VA Alexandria Health Care System

Fort Johnson Community Based Outpatient Clinic

1. GENERAL

The Contractor shall provide all personnel, equipment, materials, supplies and supervision to provide Maintenance Service: Building Maintenance, Janitorial Service, Lawn & Landscaping Service and Emergency Repair Service for the Fort Johnson Community Based Outpatient Clinic (CBOC). The contractor will provide preventive and routine maintenance and inspections according to the manufacturer's recommendations for the on-site buildings, grounds, and equipment. Include documentation to the COR (Contracting Officer Representative) upon completion of each maintenance inspection and/or procedure.

Place of Performance:

Fort Johnson Community Based Outpatient Clinic 3353 University Parkway Leesville, LA 71446

Period of Performance:

The period of performance for this contract is 09-30-2025 to 09-29-2026, with four (4) option years. Option years, if exercised, are as follows:

Option Year 1: 09-30-2026 to 09-29-2027 Option Year 2: 09-30-2027 to 09-29-2028 Option Year 3: 09-30-2028 to 09-29-2029 Option Year 4: 09-30-2029 to 09-29-2030

1.1. Personnel:

1.1.1. The contractor shall provide qualified maintenance and landscaping personnel to perform these services. If an unforeseen emergency occurs that would require absence of the assigned individual, the proposed substitute shall have comparable qualifications to those being replaced. The contractor shall notify the COR prior to any personnel being replaced.

1.1.2. The contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, in accordance with the personnel policy of the contractor. To carry out this responsibility, the contractor shall provide the following for these personnel:

1.1.2.1. Worker's compensation

1.1.2.2. Professional liability insurance

1.1.2.3. Health examinations

1.1.2.4. Income tax withholding

1.1.2.5. Social security payments

1.1.3. The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the contractor.

1.1.4. The contractor shall ensure that all assigned personnel perform all work in a business-like manner and according to the best standards of the contractor. In order to maintain the professionalism of the VA, the contractor must require their employees to be dressed in a uniformed manner and wear identification badges.

1.1.5. Removing employees for misconduct or security reasons: The government, may, at its sole discretion, direct the contractor to remove any contractor employee from the Fort Johnson CBOC facility for misconduct or security reasons.

Removal does not relieve the contractor of the responsibility to continue providing the services required under this contract. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.

1.1.6. Conflict of interest: The contractor shall not employ any person who is an employee of the United States Government if that employee would appear to cause a conflict of interest.

1.1.7. In any instance where the contractor has knowledge that any actual or potential situation may delay or threaten to delay the timely performance of this contract, the contractor shall immediately notify the COR. This notice shall include all relevant information and corrective actions that are being taken. The government reserves the right to hold the contractor fully accountable for issues incurred as a result of such delays.

1.2. Security Requirements:

1.2.1. The contractor will be responsible for ensuring compliance by its employees with security regulations of the Veterans Administration where work is performed under this contract.

1.2.2. The information obtained in the performance of this contract is considered to be confidential and must not be revealed to anyone who is not authorized to know.

Portions of information disclosed during the performance of this contract are protected by the provisions of the Privacy Act of 1974. All personnel assigned to this contract are required to take proper precautions to protect the information from disclosure.

1.2.3. Commitment to Protect Sensitive Information: The Contractor and its employees shall not release, publish, or disclose sensitive information to unauthorized personnel. All information shall be protected in accordance with provisions of 18 U.S.C. and any other pertinent laws and regulations governing the confidentiality of sensitive information.

1.2.4. In the performance of official duties, the contractor's employees shall have access to information containing sensitive data. This information must be protected under the provisions of the Privacy Act of 1974 (5 USC 552a),; the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, subparts A and E, the Standards for Privacy on Individually Identifiable Health Information ("Privacy Rule") and 45 CFR Parts 160 and 164, subparts' A and C, the Security Standard ("Security Rule"). This includes Federal Regulations and statues, VAMC policies and standard operating procedures. The contractor's employees are responsible for protecting that data from unauthorized release or from loss, alteration, or unauthorized deletion.

1.3. Quality Control:

1.3.1. The contractor shall provide the reviews and quality checks necessary to ensure that the work performed conforms and is acceptable per government standards.

1.3.2. The contractor shall closely monitor the performance of the contract to meet the requirements.

1.3.3. A weekly report will be provided each Friday to the government at the close of the business day regarding the number of work orders received and the disposition of the status of the work order. Submit this report to the COR.

1.3.4. The contract project manager may be required to meet periodically with the COR and/or the contracting officer at the beginning of contract performance. Meetings will be scheduled as needed. The contractor may request a meeting whenever a contract discrepancy report is issued.

1.4. Performance Assessment:

1.4.1. The Government will evaluate the contractor's performance under this contract.

All surveillance will be recorded by the government. The quality and the timeliness of the product and services will be evaluated.

1.4.2. Only a Warranted Contracting Officer is authorized to make changes to the contract.

1.5. Hours Of Operation: Normal Business hours: The Fort Johnson CBOC business hours are from 8:00am to 4:30pm, Monday thru Friday, excluding Federal Holidays. Services are required to cover normal business hours. These hours may be past the operating hours if needed to perform the specifications of the contract.

Cleaning of the VA Clinic will be performed after normal operation hours. In the event a holiday falls on a weekend, normal observance is the connecting weekday.

2. DEFINITIONS

2.1. Acceptable Quality Level (AQL). The AQL is the maximum percent defective that, for purposes of sampling inspections can be considered satisfactory.

2.2. Contracting Officer (CO). A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. government.

2.3. Contracting Officer's Representative (COR). An individual designated by the contracting officer to act as his representative to assist in administering a contract.

The source and authority for a COR are contained in the written letter of designation.

2.4. Customer complaint. A means of documenting certain kinds of contract service problems. A government program that is explained to every organization that receives service under this contract, which is used to evaluate contractor's performance.

2.5. Defective service. A service output that does not meet the standard of performance associated with it in the Performance Requirements Summary

(PRS).

2.6. Government Property. All property owned or leased to the government or acquired by the government under the terms of the contract. Government property includes both governments furnished property and contractor acquired property as acquired in FAR 45.101.

2.7. Government Property Administrator. An authorized representative of the contracting Officer appointed in writing to administer contract requirements and obligations relative to government property (FAR 45.101).

2.8. Lot. The total number of services outputs in a surveillance period, as defined in the Performance Requirements column of the PRS.

2.9. Performance Requirement. The point that divides acceptable and unacceptable performance. When the method of surveillance is other than random sampling, the performance requirement is the number of defectives or maximum percent defective in the lot before the government will affect the price computation system in accordance with the Performance Requirements Summary and the Inspection of Service Clause.

2.10. Performance Requirement Summary (PRS). Identifies the key service outputs of the contract that will be evaluated by the government to assure contract performance standards are met by the contractor.

2.11. Performance Assessment (PA). Those actions taken by the government to assure services meet the requirements of the Statement of Work and all other service outputs.

2.12. Performance Assessment Personnel. A government person responsible for surveillance of contractor performance.

2.13. Performance Assessment Plan (PAP). An organized written document used for surveillance of contractor performance. The document contains specific methods to perform surveillance of the contractor.

2.14. Quality Control. Those actions taken by a contractor to control the performance of services so that they meet the requirements of the SOW.

2.15. Random Sampling. A sampling method in which each service output in a lot has an equal chance of being selected.

2.16. Sample. A sample consists of one or more service outputs drawn from a lot. The number of outputs in the sample is the sample rate.

2.17. Sampling Guide. The part of the surveillance plan which contains all information needed to perform surveillance of the service outputs by the random sampling method of surveillance.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

The government will provide utility services necessary for the performance of all requirements.

4. CONTRACTOR FURNISHED ITEMS AND SERVICES

Except for those items or services specifically stated to be government furnished in 3 above, the contractor shall furnish everything required to perform this contract.

5. SPECIFIC TASKS/REQUIRED SERVICES

5.1. Building Maintenance:

5.1.1. This contract will require the contractor to appropriately maintain the building, building equipment and systems to include the interior and exterior premises over the term of the contract.

5.1.2. The government requires assurance that the building will be kept in good condition with quality, professional management and maintenance over the term of the contract.

5.1.3. The contractor shall identify and provide addresses and contact information for entities that will maintain the premises. This will include any contractors' or subcontractors.

5.1.4. The contractor shall use products that are packaged ecologically, phosphate-free, non corrosive, non-flammable and fully biodegradable. The contractor shall utilize products to minimize the use of harsh chemicals and the release of irritating fumes.

5.1.5. The contractor will provide the staffing plans, including trades, number of personnel and experience levels of personnel. Operating schedule shall be provided for evaluation.

5.1.6. The contractor shall outline procedures for dealing with scheduled and non-scheduled maintenance and repairs.

5.1.7. Exterior building maintenance, including landscaping and grounds, parking lot maintenance, window washing, and general litter pickup will be required.

5.1.8. Interior building maintenance shall include HVAC, plumbing, electrical and any janitorial maintenance. All walls, ceilings, floors, windows and window blinds shall be maintained within proper standards. All carpet must be vacuumed as needed with the carpeted areas being shampooed once a year or as deemed necessary by the COR overseeing the contract.

5.1.9. Hot water must be maintained at 130 degrees F. A water temperature alarm system on the heater discharge must be maintained. The temperature at the shower head and/or faucet must be maintained at 105 degrees F.

5.1.10. Smoke detectors must be tested according to the standard operation. Contractor is responsible for the proper maintenance of the smoke detector in between testing.

5.1.11. The bulk of the cleaning of the facility (buffing, mopping, vacuuming) shall be performed after normal operating hours, starting at 4:30 pm. The contractor shall furnish an employee during the hours of operation to deal with immediate concerns. Contractor will be responsible for the cleaning of bugs from the interior and the exterior light fixtures. This will include cleaning ledges, gulley's, and mildew from the exterior of the building.

5.1.12. Maintenance of the water softener, chlorinator and the water sprinkler system will be the responsibility of the Contractor.

5.1.13. The Contractor is responsible for the repair and replacement of all lights, this includes replacing burned out bulbs and fluorescent tubes in interior light fixtures. Contractor is responsible for ensuring carpet is not worn excessively and for the replacement of carpet tiles as needed. Contractor is also responsible for replacement of regular tiles/flooring upon damage.

5.1.14. The Contractor is responsible for the painting of the property as needed. All painting must be within compliance with the current color and texture of the original paint. Painting is identified as minor fixup repairs. Contractor is responsible for patching walls and paint where items are removed.

5.1.15. The facility will provide items such as paper towels, toilet tissue, hand sanitizer, and lotion. The dispensers for these items belong to the facility. The contractor can contact the facility when the supply is low. The contractor is responsible for the supply and maintenance of plastic bags and any additional consumable items needed for the proper maintenance of the health of employees and patients. The contractor shall also provide trash can liners, brooms, dustpans, mops, buckets, and floor care equipment.

5.1.16. The contractor is responsible for the collection of waste each operating day and for the removal of said waste to an acceptable area off the premises of the CBOC.

5.2. Landscaping:

5.2.1. The contractor shall be responsible for providing flowers, shrubbery and trees to accomplish an aesthetic atmosphere in accordance to the season both inside and outside the facility.

5.2.2. The contractor will be responsible for the proper maintenance of all vegetation around the CBOC. This includes weekly cutting of grass during rapid growth periods and maintenance during slow growth periods. The maintenance of the grass will be within the fenced area that the CBOC is located.

5.2.3. The contractor is also required to edge the lawns and to ensure the proper upkeep is maintained with weeds being removed from around the building, parking areas and all landscaped areas. This will include the fenced area.

5.2.4. The contractor will be responsible for the watering of all vegetation as necessary to maintain the health and an attractive appearance.

5.2.5. During inclement weather that allows snow and ice to accumulate, the contractor will be responsible for removing snow and ice from entrances, sidewalks, parking lots, and approaches. If the icing or snow occurs during working hours, the contractor will be responsible for removal within one-hour of notification by the VA representative. Chemicals or sand may be utilized to maintain a safe area.

5.2.6. The contractor shall ensure that shrubbery and trees are pruned and trimmed to maintain an attractive appearance. This also includes the prompt removal and replacement of vegetation according to the planting seasons.

5.2.7. The contractor is responsible for the prompt removal of all trash, debris and cigarette butts around the building and the parking areas. The proper maintenance of the area will include policing up of sidewalks, parking areas, green areas, planting beds, driveways, lawns, shrubbery and loading areas. This will include the proper maintenance of the areas located on both sides of the fence.

5.3. Utilities:

The contractor shall ensure proper performance of electricity, hot and cold water, plumbing, piping, power circuits, electrical fixtures, lighting and other items necessary. The ambient temperature in the CBOC will be controlled within 70 to 75 degrees F.

5.4. Isolation Room:

5.4.1. There must be compliance with the Center of Disease Control guidelines for

Prevention of the Transmission of Mycobacterium tuberculosis in Health-Care facilities.

5.4.2. There must be a minimum of 12 air changes per hour. There must be a separated one hundred percent (100%) dedicated fan and ductwork with an exhaust to the outside through a HEPA filter. The pressure must have an independent constant volume air flow control and balancing device.

5.4.3. Under no circumstance will air from this isolation room be re-circulated into other areas of the building. Any exhaust stack associated with the ventilation of this room shall be located a minimum of 25 LF from all air intakes and shall extend a minimum of 7 feet about the roof. Stack shall have discharge cone sized to maintain 3000 FPM outlet velocity.

5.4.4. Negative pressure must be maintained a minimum of 10% and in compliance with recommendations and guidance of CDC.

5.4.5. There must be a continuous electronic room monitoring of differential pressure when the room is occupied. Monitoring device as a minimum shall visually indicate status of room and have audible warning with an adjustable time delay.

5.4.6. During HVAC systems balancing and/or commissioning, contractor is responsible for certification of isolation exam rooms and the associated cost of certification of rooms.

5.4.7. Contractor is responsible for the required monthly maintenance of the building.

5.5. Biohazard Coverage (Janitorial duties):

5.5.1. The contractor is responsible for removing trash from the biohazard receptacle and relocating it in the soiled room daily. The contractor is also responsible for ensuring that a biohazard bag is always in the container.

5.6. Service Calls (Routine and emergency):

5.6.1. Service calls for non-scheduled repairs will be divided into two categories -emergency and routine. Contact information will be provided for working hours, off-hours, and holidays.

5.6.2. All maintenance will be tracked and the ability to review data over the length of the contract will be maintained. An emergency service call will include a condition that would cause a danger to personnel, threats of damage to property or has a direct impact on operations or security. Classification of calls as emergency shall be at the sole discretion of the government.

5.6.3. During normal working hours, contractor ' s on-site personnel shall respond within 60 minutes upon notification. of an emergency and within three (3) hours for routine issues. Emergencies occurring at other than normal working hours shall be responded to within two (2) hours of the call.

5.6.4. Contractor shall repair or neutralize the emergency condition before departing the site. Contractor shall acquire material by quickest available means and include work outside of normal working hours to resolve the issue. If labor or materials are required after the emergency is neutralized, the contractor shall have the repairs completed within (3) three working days or within such other reasonable time as agreed to by the government.

5.6.5. The contractor shall have generally used spare parts and common building materials available to support emergency requirements. Lack of standard material shall not be a cause for non-performance.

5.6.6. Service calls shall be designated routine when the condition does not qualify as an emergency call. Eighty-five percent (85%) of all routine calls shall be completed within five (5) working days after the receipt of the call with the remainder being completed within ten (10) working days.

5.7. Parking Lot Maintenance:

5.7.1. The contractor shall inspect and clean all catch basins, retention basins and drains at least yearly, or as often as necessary to maintain proper parking lot drainage.

5.7.2. The contractor shall fill all cracks in the parking lot asphalt as they appear.

5.7.3. The contractor shall power wash and restripe the concrete parking lot in 2025 and every two years thereafter.

6. ADDITIONAL REPORT FORMS

6.1. The Joint Commission (TJC):

Joint Commission on Accreditation of Healthcare in accordance with the statement of work requirements then submitted to Sandra Rachal at sandra.rachal@va.gov Quarterly.

6.2. Generator Inspection Form:

To ensure The Joint Commission (TJC) compliance, a copy of the Generator Inspection Form shall be completed in accordance with the statement of work requirements then submitted to Sandra Rachal at sandra.rachal@va.gov quarterly.

(see attached form in Section D.)

7. CONTRACT PERFORMANCE

7.1. The contractor shall begin all services within 10 days of written notice to proceed. This contract is a performance-based contract. As long as all requirements identified within this statement are met the contractor will set their own schedule to perform services. If a requirement identified below is identified as a time requirement (daily, month, etc.) then the contractor is required to maintain that schedule.

7.2. If the contractor does not maintain the requirements as identified within this PWS, the contractor will be notified to correct the service requirement. The contract shall have 48 hours to correct the problem. If the problem is not corrected to the satisfaction of the requirement identified in the SOW the contract will receive a reduction of 15% for the monthly invoice for that period of mailto:Cindy.twilligear@va.gov mailto:cindy.twilligear@va.gov performance.

8. JANITORIAL SPECIFIC REQUIREMENTS

8.1. General Requirements:

The Contractor shall provide all management, supervision, labor, tools, materials, supplies, and equipment necessary to provide medical grade housekeeping services, five days per week (except Federal Holidays as later described), in accordance with all terms and conditions herein.

8.2. Work Requirements:

8.2.1. Cleaning of the VA Clinic will be performed after normal operating hours

(Monday through Friday except for Federal Holidays). The contractor shall furnish an employee/porter during the hours of operation to deal with immediate concerns such as restroom accidents and small spills. The contractor will also be responsible for cleaning bugs from the interior and exterior light fixtures and spider webs, including cleaning ledges, gulley's, and mildew from the exterior of the building.

8.2.2. If any furniture is removed from an area while cleaning is being accomplished, the furniture shall be replaced in original position after cleaning is completed.

Chairs, wastebaskets, etc. shall not be placed on desks, tables, counters, or other surfaces.

8.2.3. The VA will supply paper towels, toilet tissue, hand sanitizer, and lotion. The site does not have toilet seat covers. The contractor is responsible for supplying all other cleaning and paper products required for the maintenance of the clinic, including trash can liners. The contractor shall provide products that are packaged ecologically, phosphate-free, non-corrosive, non-flammable, and fully biodegradable. The contractor shall utilize products to minimize the use of harsh chemicals and the release of irritating fumes.

Examples of acceptable products may be found at www.gsa.gov/p2products.

The contractor shall select paper and paper products (i.e., bathroom tissue and paper towels) with recycled content conforming to EPA's Comprehensive Procurement Guidelines (CPG).Floor Maintenance

8.2.4. General: In all areas of the clinic, cleaning shall be done with mechanical vacuuming equipment, treated mops, or push brushes covered with impregnated dusting cloths. Cleaning shall be done in such a manner that no dust is raised. Floors- shall be cleaned so that no dust or streaks remain on floors, in corners, behind doors or under furniture and equipment. Dust mops are to be changed daily or as needed.

8.2.5. Tile or Linoleum floors:

8.2.5.1. Mopping: All black marks, tar, stains, gum, etc., shall be removed daily.

Hosing of floors shall not be permitted. Hard to reach places shall be mopped by hand. Movable fixtures (excludes any modular-type furniture/fixtures), furniture and equipment, including desks, chairs, tables, trash receptacles, business machines on rollers, etc., shall be moved, as required, during the dusting and wet mopping operations.

8.2.5.2. Wet Mopping Standards: All wet mopping solutions shall be germicidal in content. Mopping solution shall be used in accordance with manufacturer's http://www.gsa.gov/p2products directions. Floors shall be free from soap film and mop streaks. Water seepage under baseboards, bumping baseboards and corners of furniture, And splashing water on baseboards or furniture shall not be permitted.

Wet mops are to be changed as needed or daily.

8.2.5.3. Refinishing/Buffing/Scrubbing /Stripping:

8.2.5.3.1. Refinishing Standard: Four coats of finish shall be applied to a clean floor.

Floors shall be cleaned removing all black rubber marks, furniture marks, tar, stains, gum, etc., prior to refinishing and buffing. No heavy accumulation of floor finish around walls, on baseboards under furniture, pipes, or fixtures or in corners shall be permitted. All tile and linoleum floors shall be finished. All floor finish must be approved, and anti-slip.

Movable fixtures, furniture, and equipment, including desks, chairs, tables, trash receptacles, business machines on rollers, etc., shall be moved during the refinishing and buffing operations and then replaced.

8.2.5.3.2. Buffing Standard: All finished floors shall be buffed to hard-luster finish with a disc type machine. Floors shall be swept clean and wet mopped before buffing and dust mopped after buffing.

8.2.5.3.3. Scrubbing Standards: All floors shall be scrubbed with a disc-type floor machine with scrubbing brush or pad. Hard-to-reach places shall be scrubbed by hand. Floors shall be rinsed with clean water and dried. Floors shall have all wax, furniture marks, black marks, tar, gum, rust, and other/like substances removed. Hosing of floors shall not be permitted.

8.2.5.3.4. Stripping Standard: Floors shall be stripped of all accumulated waxes and finishes, and thoroughly rinsed. Strippers containing acids, ammonia, or other harsh solvents shall not be used. If floors are discolored or spotting is apparent after initial stripping is completed, additional stripping shall be required until a uniform color appearance is obtained.

8.2.6. Carpet Floors

8.2.6.1. Vacuuming Standards: Except for areas indicated, vacuum cleaners shall be used for cleaning inside the building. Filters, accessories, and the cleaners shall be maintained in the manner recommended by the manufacturer to assure maximum effectiveness in reducing the introduction of dust and microbes into the air. Vacuuming of floors shall be accomplished with a vacuum cleaner of industrial grade and operational to that standard.

8.2.6.2. Spot Cleaning: Spot cleaning of carpet is defined as the cleaning or shampooing of certain areas necessitated by heavy traffic patterns, accumulation of soil or spills of certain materials. Excess liquid or solid residue-shall be removed with appropriate materials, and in large areas a wet pick-up vacuum shall be used if necessary.

8.2.6.3. Shampooing: All carpets shall be shampooed with a commercial carpet shampoo.

8.3. Dusting:

Dust cloths and other dusting tools shall be clean. Dusting shall be accomplished by use of chemically treated cloth or paper products to avoid scattering of dust.

Oil treatment is not permitted. Surfaces shall be free from dust after dusting is completed. The use of feather dusters and brushes is not permitted. All low dusting shall be done after the floors have been vacuumed or swept and the dust has settled. Wall and ceiling surfaces shall be vacuum cleaned with a soft brush nozzle attachment.

8.4. Light Fixtures:

The Contractor is responsible for the repair and replacement of all lights, this includes replacing burned out bulbs and fluorescent tubes in interior light fixtures. Exposed light fixtures shall be washed with a sponge or clean cloth. The covers of incandescent and recessed lights shall be washed/dusted. All insects and other foreign materials shall be removed. Every precaution shall be taken to assure that the glass and tubes are properly and securely replaced.

8.5. Window Blinds:

All smooth surface blinds shall be washed in place using soft, clean cloth dampened in a mild, neutral soap and water solution, rinses and wiped dry with a clean cloth. A germicidal/detergent disinfectant solution shall be used with each cleaning. Care shall be taken to avoid getting cords or tapes wet. All blind slats shall be left clean and free from streaks or smears or unwashed places. Cloth covered blinds shall be cleaned according to the manufacturers' instructions.

8.6. Interior/Exterior Window Cleaning:

Cleaning solutions shall be of a type that shall not injure the frames, closing fixtures or signage decals. A germicidal/detergent disinfectant solution shall be used with each cleaning. Cleaned windows shall be free of streaks. No water shall be spilled on sill, walls, furniture, or equipment. Any blinds, furniture or office equipment moved in the washing process shall be repositioned and the windows and screens shall be secured by latches as found before the washing started.

Hosing of windows will not be permitted. Glass panels in doors, display cases and mirrors shall be cleaned using a free-rinsing detergent to present a neat, clear appearance at all times. Adjacent trim shall be wiped clean using damp wiping procedures.

8.7. Restroom Cleaning (Daily):

8.7.1. Clean and disinfect urinals, toilets, lavatories, sinks, floors, floor drains, partitions, walls, mirrors and dispenser surfaces. Empty waste receptacles and clean the inside as needed. Waste receptacles shall be clean, disinfected and the liner shall be replaced and undamaged, free of residue and offensive odors. After cleaning/disinfecting of toilet seats, they shall be left in the upright position.

Scrub restroom floors as needed. Restroom fixtures shall be free of dirt, stains and residue. Partitions, walls, floors, grout and door surfaces shall be free of dirt, stains, and graffiti. Mirrors shall be clean, polished, and free of streaks. All metal fixtures and hardware shall be free of stains, water spots and residue. All surfaces shall be dry and the corners clean. Following servicing, restrooms shall be stocked with sufficient supplies to ensure that the supplies will last until the next scheduled service. All work shall be accomplished to the definition of "clean".

8.7.2. The cleaning contractor will make sure all restroom and rooms with sinks contain the following equipment:

8.7.2.1. A toilet paper dispenser in each water closet stall that will hold at least two rolls and allow easy unrestricted dispensing.

8.7.2.2. At least one modern paper towel dispenser, soap dispenser and waste receptacle for every two lavatories.

8.8. All rooms with sinks will have a soap dispenser and a paper towel dispenser in them.

8.9. Fixture Cleaning:

Every sink shall be properly cleaned and kept free of odors. Soap and paper towels shall be refilled.

8.10. Wall Washing:

Washing solution with germicidal content shall be no stronger than necessary to remove dirt. Only small areas shall be washed, rinsed and dried at one time. No water shall be spilled or splashed on windows, furniture, or equipment. All furniture and equipment moved in the process shall be repositioned upon completion.

8.11. Trash Removal:

Collected non-infectious trash shall be promptly removed from the VA clinic and placed in exterior refuse containers. Collected infectious trash, including sharps containers shall be promptly removed from the VA clinic and placed in the Biohazard Storage container located in a secure storage room to await pickup.

Filled trash carts shall not stand in hallways, rooms or on ramps. All trash containers shall contain a clean plastic bag insert. Trash carts, wastebaskets, disposal cans and other trash containers shall be emptied and thoroughly cleaned and wiped dry. The Hazardous Material trash containers are not the responsibility of the Contractor.

8.12. Miscellaneous Cleaning (Scrubbing/Washing):

Furniture, i.e., tables, chairs shall be scrubbed with a mild disinfectant. Washing of doors, doorframes and walls will be accomplished to remove dirt.

8.13. Schedule of Services:

8.13.1. DAILY SERVICES shall include:

8.13.1.1. Clean sinks, toilets and fixtures

8.13.1.2. Sweep hard surfaces

8.13.1.3. Vacuum carpeted areas

8.13.1.4. Wet-mop floors

8.13.1.5. Dust furniture and equipment

8.13.1.6. Empty all infectious and non-infectious materials containers.

8.13.1.7. Clean and fill soap dispensers; and paper products dispensers

8.13.2. WEEKLY SERVICES shall include:

8.13.2.1. Spot wash walls, doors, woodwork, and partitions

8.13.2.2. Dust ledges, windowsills, woodwork, window blinds, light fixtures, air conditioning/heating vents and other areas where dust may collect.

8.13.2.3. Clean all mirrors and other glass areas (excludes windows)

8.13.2.4. Scrub all restrooms floors.

8.13.2.5. Buff all tile floors.

8.13.3. MONTHLY SERVICES shall include:

8.13.3.1. Clean /dust window blinds; and

8.13.3.2. Burnish all tile floors:

8.13.4. SEMI-ANNUAL shall include:

8.13.4.1. Shampoo all carpet areas.

8.13.4.2. Clean upholstered furniture and other miscellaneous furniture and surfaces

8.13.4.3. Strip and lay four coats of finish and buff floors.

8.13.4.4. Clean interior/exterior windows

9. QUALITY REQUIREMENTS:

The Government shall appoint a Contracting Officer's Technical Representative (COR) for coordinating the day-to-day activities of this contract. The COR will also be responsible for inspection and acceptance of the work performed under this contract. When deficiencies are reported to the Contractor, the Contractor shall take immediate steps to correct them. If the Contractor does not take immediate steps to correct deficiencies, the COR shall report the facts of the event to the Contracting Officer. The Contracting Officer reserves the right to take any appropriate action authorized by law to resolve the issue or to terminate the contract for default. Only the Contracting Officer has the authority to make changes to the specifications, price, terms and conditions of the contract. No service should be performed, or action taken by the Contractor, which is outside of the contract unless, directed solely by the Contracting Officer and/or a written modification to the contract.

9.1. Quality Assurance Surveillance Plan for Custodial Services Introduction:

9.1.1. This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate

Contractor actions while implementing this contract. It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective in the contract.

9.1.2. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

9.1.3. This QASP is based on the premise the government desires to maintain a quality standard in operating this contract to provide the optimum service.

9.1.4. The Contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

9.1.5. In this contract the quality control program is the driver for product quality. The

Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a "self-correcting" contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success.

9.1.6. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

9.2. Quality Assurance Surveillance Plan for Custodial Services:

9.2.1. Basic Cleaning Services

Floors, baseboards, corners, and wall edges are free of dirt, dust and debris. Trash is empty; Plastic liners are in good condition. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container or biohazard storage room. Glass and mirrors have no traces of film, dirt, smudges, or water.

Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale, and other deposits. Carpets are free of dirt, debris, litter, and other foreign matter.

Dust is not visible. Performance threshold: The clinic has 3 or less customer complaints for the month.

9.2.2. Basic Restrooms Rooms Cleaning Services

Restrooms are disinfected and free of dirt, deposits, streaks and odors. Toilets and urinals are disinfected and free of scale, stains, scum and other deposits. Floors are free oflitter, dirt, dust and debris. Supplies are adequate until next service.

Performance threshold: The clinic rest rooms have 3 or less customer complaints for the month.

9.2.3. Periodic Cleaning Services

Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax buildup, and other stains and discoloration. Windows are free of film, dirt, smudges, water, and other foreign matter. Carpets are free of stains and discoloration. Performance threshold: Clinic has 3 or less customer complaints for the month.

9.2.4. Surveillance

The COR will receive complaints from clinic personnel and pass them to the CO for correction.

9.2.5. Standard

The standard is three or less customer complaints per month in each area. The COR shall notify the contracting officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed three customer complaints.

9.2.6. Procedures

Any clinic employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the COR and the COR will complete appropriate documentation to record the complaint. The COR will consider the customer complaint valid upon receipt from the customer. The COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the COR if not corrected. The Contractor will be given two hours after verbal notification to correct the unacceptable performance. If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will conduct determine the validity of the complaint. If the COR determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The COR will retain documentation for his/her files. If after investigation the COR determines the complaint as valid, the COR will inform the Contractor, and the Contractor will be given an additional hour to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished.

9.3. Emergency or Special Event Cleaning Services:

9.3.1. Ordered services meet the requirements of the contract as appropriate.

9.3.2. Performance Threshold: 100% of the time.

9.3.3. Surveillance: The COR will evaluate the services required to ensure compliance.

9.3.4. Procedures

The COR will inspect all work tasks required to ensure Contractor compliance with the PWS each time the service(s) is performed. Record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, notify the contract manager or CONTRACTOR of the deficiencies, for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance.

9.3.5. Employee Training

To ensure competent and safe performance of the work under this contract; the

Contractor shall provide appropriate training to employees prior to the beginning of service under this contract. This includes any OSHA or specific MSDS sheet instructions for chemicals, Etc., use in performance of the contract.

9.3.6. Work Requirements

The Contractor is prohibited from employing any illegal aliens to perform services under this contract.

9.3.7. Language Skills

All employees and representatives of the Contractor must be fluent enough in the English language to read and understand chemical labels/signs and to converse intelligibly with the COR.

9.3.8. Access Limitation

Only authorized Contractor employees are allowed inside the VA clinic.

Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized Contractor employee.

9.3.9. Suspicious Event

In case of any suspicious or emergency event occurring at the VA Clinic, the Contractor shall immediately release the employee records to the appropriate law enforcement authority.

10. LAWN AND LANDSCAPE MAINTENANCE SPECIFIC REQUIREMENTS

Contractor shall furnish all labor, tools, equipment, other necessary materials, supervision and transportation to perform lawn landscape maintenance services.

Lawn mowing areas to include the entire facility grounds, parking lot islands, and adjacent to main and outlying buildings within the outer fence perimeter. There are 10 acres within the fence, a 20' clearance will be maintained between the security fence and the wooded portion the facility. The clinic and out-buildings and water tanks are located on approximately 4 acres within the 10 acres that are fenced.

10.1. General Information:

10.1.1. The Contractor shall maintain the grounds in a professional manner according to customary professional horticultural practices.

10.1.2. The Contractor shall provide all labor, materials, equipment, and supervision necessary to perform the maintenance described above safely and with minimum inconvenience to the Government. Storage for the Contractor's equipment and materials, including debris generated (e.g., bags of grass, clippings, etc.) will not be provided. Contractor shall transport on and off site each visit.

10.1.3. The Contractor shall replace, at no cost to the Government, all items, including but not limited to sprinkler heads, which are broken or damaged by the Contractor or his operations.

10.1.4. The Contractor shall ensure all safety procedures associated with the job listed above is performed in accordance with Occupational Safety and Health Administration (OSHA) regulations during all phases of the work. Contractor shall provide all personnel protective equipment (PPE) required for the job, including, but not limited to, eye and hearing protection.

10.1.5. If workers are found to not be wearing proper PPE while performing work on the VA site, this is justification for the work to be shut down.

10.1.6. All work adjacent to building perimeter shall be performed before 7:00 AM or after 4:30 PM, on weekdays, (Monday through Friday, exclusive of federal holidays). Work should be completed by 8:00 P.M., or prior to darkness, whichever occurs earlier.

10.1.7. Open areas, not adjacent to buildings, e.g., along fence right of way can be mowed during normal business hours of 7:00 AM- 4:30 PM. Work should be completed by 8:00 P.M., or prior to darkness, whichever occurs earlier.

10.1.8. The Contractor shall use typical walk-behind mowers for areas not accessible by riding mowers, such as parking lot island areas, and as necessary for personnel safety. Commercial stand behind mowers where the operator stands while riding on a platform are not allowed.

10.1.9. Discharge of lawn clippings/grass will not be allowed on any part of the facility. The

Contractor is required to blow grass and leaves off the sidewalks and parking lot. The Contractor may be required to return to the job site for incomplete work if vehicles are blocking access to the areas requiring attention above.

10.1.10. The Contractor shall submit a Projected Annual Maintenance Schedule within five days after award.

10.1.11. The Government shall allow reasonable access to the property for all lawn maintenance care and services.

10.1.12. The Contractor shall collect all site debris, trash, cut grass, limbs, and shrubs and remove from the site daily upon completion of work.

10.1.13. The Government will contact the vendor with respect to any matters affecting the maintenance of the property.

10.1.14. For the purpose of Quality Assurance, the Government shall complete random inspections of the property to ensure all required services are being performed. The COR may request the contractor representative be present during these inspections in order to avoid conflicts or misunderstandings.

10.1.15. Any additional work over and above the requirements set out herein, must have prior approval from the Contracting Officer. Contractor may submit request via COR. If approved, then a bilateral modification will be signed by both parties.

10.2. Lawn Care Requirements:

The contractor shall begin all services within 15 days of written notice to proceed. This contract is a performance-based contract. As long as all requirements identified within this statement are met the contractor will set their own schedule to perform services. However, if the contractor does not maintain the requirements as identified within this PWS the contractor will be notified to correct the service requirement. If the problem is not corrected to the satisfaction of the requirement identified in the PWS the contract will receive a reduction of 15% for the monthly invoice for that period of performance.

10.2.1. Lawn Maintenance Each Visit:

10.2.1.1. Contractor shall mow all grass areas to a height of 2-1/2 inches. Grass height shall not exceed 5 inches at any given time, with weekly mowing during rapid growth periods and appropriate intervals during slower growth periods.

10.2.1.2. Contractor shall VERTICAL edge all lawn and pavement intersections such as curbs, sidewalks; and pavement with typical blade edger or line trimmers.

The contractor shall vertically edge all lawn and rock/mulch bed intersections.

The contractor shall also vertically edge around valve boxes etc. present in the turf. Horizontal edging with line trimmers will not be accepted.

10.2.1.3. Contractor shall Line trim along or around as applicable all items within lawn areas such as but not limited to--chain link fence, chain link gates, signage posts, street lights, buildings, trees, sprinkler heads, bollards, rock beds perimeter, and mulch beds perimeter.

10.2.1.4. Blowing of grass clippings from streets, curbs and sidewalks will be allowed;

however, the clippings shall be picked-up and removed and not blown back into mowed lawn areas.

10.2.1.5. Contractor shall remove trash and any other debris on grass prior to mowing.

Remove trash and other debris from flower, shrub and rock/mulch beds.

10.2.1.6. Contractor shall hand pull weeds in flower, shrub, tree, and rock/mulch beds.

Contractor shall hand pull or line trim weeds in concrete and asphaltic paving areas and cracks. (Weed killer is not or will not be applied in bed areas by Government).

10.2.2. Intermittent Lawn Maintenance

10.2.2.1. Contractor shall prune all trees, hedges, shrubs, bushes, and other cultivated plants according to their natural growth habit for proper health and attractive appearance, and to prevent interference (prune below 6' or as required) with pedestrian and vehicular traffic. Shrubs that are clearly outside of the normal growth pattern shall be pruned regardless of flowering stage.

10.2.2.2. Contractor shall make regular inspections and remove diseased, broken, and dead branches as needed.

10.2.2.3. The contractor shall avoid pruning shrubs during the flowering stage or thirty days prior to the onset of normal cold winter weather conditions, unless clearly outside the normal growth pattern.

10.2.2.4. Shrub and hedge pruning shall be maintained on a regular basis according to the Projected Annual Maintenance Schedule. The personnel used on this operation shall be trained to take care not to damage the root systems or plants.

10.2.2.5. Contractor shall trim hedge shrubs and remove clippings as needed throughout the year.

10.2.2.6. Contractor shall remove all clippings from the work site and dispose of properly.

10.2.2.7. Contractor shall remove as required all tree, hedge, shrub and bush roots that grow and appear above grade, after determination by the contractor that removal will not damage the applicable cultivated plant. If removal will damage/kill/alter the health of the cultivated plant, contractor shall propose and implement an alternative for the root removal, such as filling, re grading, and re-sodding.

10.2.3. Rock and Mulch Beds

Any existing deleterious mulch or rock type bed fill displaced into pavement or sidewalk areas from rain, foot traffic, or other shall be placed back into beds ON

EACH VISIT.

10.2.4. Restoration

Ruts in lawn areas created by the landscaper (e.g. by lawn mowers, vehicles, etc.)

shall be repaired, filled, and SODDED to match existing as required. (Seeding will not be accepted). Any other site or building damage as a result of contractor operations shall be restored to "match existing" condition AT THE Contractor's expense.

10.3. Quality Control/Assurance:

10.3.1. Quality…