36C26118Q0524-012.doc

Performance Work Statement (PWS) Janitorial Services for Monterey Community Based Outpatients Clinic (OPC)

1.0 General Information: The Contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. The Contractor shall commence all operations required by the contract as of the first day of the contract period.

1.1 Direct daily cleaning operations, supervise custodial personnel, develop cleaning schedules, make quality control inspections, hire and train employees, communicate and coordinate with building personnel, forecast material usage, and provide all cleaning supplies and equipment.

1.1.a I.E.H.A. CERTIFIED EXECUTIVE HOUSEKEEPER: The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures in order to insure compliance with all provisions contained in this contract.

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

The CEH shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR to discuss problem areas within 24 hours if needed.

1.2 Accomplish all work under this contract in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) all regulations cited in this contract, (5) all applicable local, State, and Federal laws, regulations, codes, and directives; and (6) industry standards. JC establishes the facility and management standards for VA facilities. The VA is committed to maintaining JC approved health care facilities. The Contractor's efforts shall provide the service to meet the requirements for high quality patient care, sensitivity to proper scheduling to meet medical and patient needs, and sanitation for infection control purposes.

1.3 Disclaimer: Notwithstanding any historic data furnished by or for the medical facilities, it is the Contractor’s responsibility to furnish the necessary quantities of manpower, supplies, and equipment to provide satisfactory service at the medical facilities. The technical exhibits highlight cleaning tasks and schedules, but total area cleaning is required. This means that items/tasks identified are included but not limited to these items/tasks only. Additional cleaning required by changes in mission assignments will be affected by written contract modification.

1.4 Any government drawings and technical exhibiting specific cleaning requirements for specific identified areas that exist at contract commencement date are subject to change. This does not mean that usage of the rooms will remain the same for the duration of the contract. The usage may be changed by the VAPAHCS as long as the overall scope of the work of the contract is not affected.

2.0 Scope of Work: Contractor shall supply all labor, travel, equipment, supplies and materials to accomplish the housekeeping services described herein at the Monterey Community Based Outpatient Clinics (OPC), California. Including but not limited to transportation carts such for such supplies and materials to and from various places within the Monterey OPC). All areas will be serviced based excluding all Federal holidays, between the hours of 7AM to 3:30 PM and 4PM to 12AM (midnight) Monday - Friday.

2.1 Cleaning Services: The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS. The minimum cleaning frequencies are established in the attached Technical Exhibits.

2.1.1. Cleaning Schedule: It should be noted that as the patient load increases, additional space or frequency of servicing may be required. Any in-scope planned expansion of services will be verified and bilateral modification shall be issued prior to start of service.

2.1.2. Maintain Floors: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter at all times. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. The Contractor shall move chairs, trash receptacles, and other easily moveable items to maintain floors underneath these items. All moved items shall be returned to their original and proper position. All terrazzo floors cleaned and buff according to manufacturer’s recommendations and tile grouted floors are to be cleaned using soft bristle brush, micro-fiber dust mop, micro-fiber damp mop, micro-fiber floor pad for buffing. Manufactures directions are to be followed for cleaning floors.

2.1.3. Remove Trash: All trash containers shall be emptied and returned to their initial location. Boxes, cans, and papers placed near a trash receptacle marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container.

2.1.4. Clean and Disinfect: Completely clean, disinfect, and polish dry all surfaces of sinks and plumbing fixtures. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors.

2.1.5. Clean Interior Glass/Mirrors: Clean all interior glass (up to 8 ft. height); including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

2.1.6. Vacuum Carpets: After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the COR. Area and throw rugs are included to receive this service.

2.1.6.1. Clean Carpets: Spot clean or shampoo dirty carpets.

2.1.6.2. Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location. Carpet and floor mats shall be vacuumed daily.

2.1.7. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push-bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. Carpet stains and or spots shall be removed when seen/detected.

2.1.8. General Dusting: All vertical and horizontal surfaces shall be dusted or cleaned to eliminate dust collection. The contractor shall ensure dust is not accumulated.

2.1.9. Ceilings: Vacuum or damp dust ceilings (as necessary to pass daily inspection) to assure all dust, streaks, and cobwebs are removed. The immediate vicinity of air ducts in acoustical tile ceilings shall be kept clean using an approved ceiling tile cleaner.

2.1.10. All main building entrances and entrance platforms are cleaned each (daily) morning prior to 6am. These items shall be included as part of this service: Clean foot scrapper; exterior entrance mats; individual trash; smoking receptacles; remove lint; cobwebs; mud; dirt; bugs; and litter from canopies; entrance lights and from the outside walls of (and in the immediate vicinity of) the entrances. Police 15 feet in each direction of the bulk refuse containers and entrance walkways. Clean entrance (interior and exterior) windows, storm windows, and doors, as required, to maintain a clean appearance. This includes all glassed in areas of solariums and administrative and clinic entrances. Patios shall be cleaned except during inclement weather.

2.1.11. Elevators: Clean all interior surfaces (including all light fixtures, ventilator slots, and guide tracks), and floor guide tracks of passenger and service elevators to maintain them in a polished and presentable appearance. Only one (1) car is to be out of service for cleaning at a time, and it shall be cleaned at the lowest floor level only. All elevators shall be cleaned “daily, before 8AM”.

2.1.12 Stairwell: All stairwells shall be swept and mopped “daily” before 8AM. Stairwells shall be checked for cleanliness and clean if necessary, daily between 8AM and 12PM (noon), and 5PM – 9PM.

2.2. BASIC RESTROOMS/LOCKER ROOMS CLEANING SERVICES: The contractor shall accomplish all cleaning tasks to meet the requirements of this specification.

2.2.1. Clean and Disinfect: Completely clean and disinfect all horizontal and vertical surfaces of sinks, toilet bowls, bodily fluid/solids including blood , urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. The contractor shall ensure waste from bodily fluid clean up in disposed of in accordance with Hospital Regulated Medical Waste (RMW) procedures.

2.2.1.1 The contractor shall clean and disinfect all fixtures and furniture items found inside all restrooms and showers including metal and chrome surfaces, water closets, washbasins, shower stalls, mirrors, waste receptacles, shelving, dispensers and wall surfaces. The contractor shall also clean and disinfect the commode seats.

2.2.1.2 The contractor shall service all toilet rooms to maximum capacity during the afternoon of the last day of the contract period.

2.2.1.3 The contractor shall empty, clean waste receptacles (refill plastic bags), refill all paper towels, soap, toilet paper and seat cover dispensers. In addition, the contractor shall also empty, clean and disinfect sanitary napkin receptacles; replace soiled bags with new bags.

2.2.2. Descale Toilet Bowls: Descaling shall be performed as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

2.2.3. Sweep and Mop Floor: After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Waxed floors shall be stripped, machine scrubbed, waxed, etc. quarterly or as necessary to maintain sanitary conditions and a clean, uniform appearance. All other floor types shall be machined scrubbed monthly.

2.2.4. Stock Restroom Supplies: Contractor shall provide all supplies to ensure restrooms are stocked sufficiently so supplies including soap for the soap dispensers, paper towels, seat covers, and toilet paper do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within two (2) hours of notification. Dispenser stock of paper supplies and hand soap remaining at the termination of the last official workday shall not be removed

2.2.5 Contractor shall report broken or non-operational commodes such as lights, urinal, sinks or any other item found in the restroom to the COR.

2.2.6 Contractor shall ensure all calcium, scale and chemical build up is removed for all service areas, all metal and porcelain areas/surfaces.

2.3. PERIODIC CLEANING SERVICES (Cycle Task Cleaning): In addition to routine daily cleaning, the following cycle task cleaning shall be performed at the frequencies specified in the Task and Frequency Charts. Schedules shall be coordinated with the COR. The exact month the cycle task is to be started and completed must be specified in the Contractor’s schedule. The COR must approve any changes to the contractor’s schedule in advance.

2.3.1. Strip, Scrub, Seal, and Wax Floors: Strip, scrub, seal, and wax floors as necessary to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.

2.3.2. Clean Windows: Window cleaning is interior only. This includes cleaning of the frame and the areas immediately adjacent to the frame and ledges. After surfaces have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass. Exterior/interior cleaning is on entryways only.

2.3.3. Clean/Shampoo Carpets: All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles, and other easily moveable items shall be moved to clean carpets underneath, and returned to their original location.

2.3.4. Limited Interior Duct Cleaning: Removable portions of registered, diffusers, and frills will be cleaned on an annual cycle or as specified. The entire removable portion will be cleaned externally; further cleaning of the interior portions of the ductwork is not to be accomplished under this contract.

2.3.5. Restricted Access Areas: Cleaning of these areas shall consist of trash removal, damp dusting, high damp dusting, and vacuuming, or wet mopping. All cycle tasks services shall be performed in these areas at the same time and frequency as all other areas of the facility. The contractor shall coordinate with the COR to perform these tasks.

2.4. ADMINISTRATIVE: The Contractor shall accomplish all administrative tasks necessary to ensure performance of the services, including but not limited to preparation and distribution of work schedules, emergency recall rosters, facility defect’s reports, and all other data submissions listed below and shall maintain current all publications.

2.4.1. Work Scheduling: The Contractor shall determine and schedule the number of times per day services will be performed to ensure that all rooms/areas meet the “total clean” requirement. The Contractor shall also determine and provide to the COR copies of schedules for the exact day-by-day performance of all cycle tasks cleaning.

2.4.2. Schedules for cycle task efforts shall be provided to the COR one (I) month prior to accomplishment. These schedules shall show the phasing of completion of work by room/area throughout the day. Cycle task schedules shall indicate the rooms/areas to be completed on a given date.

2.4.3. The Contractor shall submit schedule changes in writing to the COR at least 24 hours in advance of the initially scheduled time for beginning the output. If a cycle task scheduled is not completed on a given date, the Contractor is to notify the COR at the start of business the next workday. This will assure the COR does not reject cycle task effort not yet performed.

2.4.4. Dedicated Personnel: Sufficient “dedicated” personnel shall be permanently assigned to provide all services required. Supplemental personnel shall be trained and assigned to fill in during breaks, lunch, or any other absence of the permanently assigned personnel.

2.4.5. When facilities defects are found they shall be reported immediately, in writing, to the COR or the Contracting Officer. If the COR or Contracting Officer is not on duty at that time, report is to be made to the appropriate personnel as designated by the COR. Facility Defects are defects in the facility found by the housekeeping staff that require fixing, e.g., leaking faucets, broken or torn furniture, torn or loose floor covering, improperly operating toilets, or broken curtains reds which, if not corrected, could impact the Contractor’s ability to maintain a totally clean facility.

2.5. HOUSEKEEPING:

2.5.1. Methods: All rooms/areas shall be pre-inspected and receive cleaning, protection, and beautification in accordance with the individual contractor’s written procedures which will specify the proper solutions and mixtures appropriate to the intended use for the room/area location within the VA. The Contractor’s procedures shall include the wear of appropriate Personal Protection Equipment (PPE) and practices for each cleaning procedures.

2.5.2. Mixing of authorized chemicals per environmental requirements stated herein will be accomplished in designated areas approved by the COR.

2.5.3. Constant policing shall be performed as defined therein and as expanded in the contractor’s manual. Constant policing shall be provided as part of the overall cleaning to assure a continuously cleaned area. Continuous policing cleaning will be the result of the need by the Contractor’s staff.

2.5.4. Examine tables shall be moved and placed back (to accomplish the required housekeeping services).

2.5.5. Sole and exclusive use supplies and equipment shall be stored and used in the designated area and shall not be transferred between single-use areas. All items assigned to a sole and exclusive use area shall be plainly marked with the area designation. These marking shall be permanent such as paint or metal tag.

2.5.6. All equipment shall be routinely cleaned and sanitized with an EPA registered germicidal detergent product prior to introduction or reentry into the VA facilities. In addition, project-cycle-cleaning equipment being moved within the facility shall be cleaned as defined above, prior to entry into or removal from each aseptic level and between single-use areas.

2.5.7. All containers of cleaning chemicals and similar products shall be conspicuously marked with a factory label to identify contents, and all other labels shall be removed. Materials bearing a Department of Transportation red label (meaning “FLAMMABLE”) shall not be used.

2.5.8. Supplies and equipment shall not be transported in trash-barrels, mop buckets, etc. all materials and equipment not immediately in use shall be properly stored.

2.5.9. Bonnet/pad cleaning of carpet may be used between extractions using low sudsing carpet cleaner for surface cleaning only to prevent rapid re-soiling in high traffic areas.

2.5.10. SUPPLIES: The following are the suggested supplies/suppliers with an exception of few that are mandatory by the county or VA regulations. These products are in compliance with the environmental requirements (no ozone depleting substances, etc).

2.5.10.1. Soft pull paper towels and Emotion

2.2510.2. Coreless toilet tissue

2.5.10.3. Wax per facility requirements.

2.5.10.4. Oxivir five – one step disinfectant cleaner Diversy Cleaning products (cleaner disinfectant)

2.5.10.5. Crew – Nonacid bowl bathroom cleaner (Toilet bowel cleaner)

2.5.10.6. Glance – Glass Cleaner Concentrate (General purpose cleaner)

2.5.10.7. 2000 mil and 1000 mil Go-Jo Provon Medicated Soap with TCX

2.5.10.8. Bio-Hazard red bags, large, 1.5mil must state bio-hazard in English and Spanish, 33x40 and

40x47

2.5.10.9. Oxivir TB wipes – one step disinfectant cleaner Diversy Cleaning products (cleaner disinfectant)

2.5.10.10. Bio-Hazard red bags, small, 1.5mil must state bio-hazard in English and Spanish, 24x24

2.5.10.11. Bio-Hazard red bags, small, 1.5mil must state bio-hazard in English and Spanish, 41x30.5

2.5.10.12. Large Clear bags- 33x40 1.5mil

2.5.10.13. Small Clear bags- 24x24 1.5mil

2.5.10.14. Prominence – Heavy duty neutral cleaner

2.5.10.15. Replacement battier for paper towel and dispensing machines.

2.5.10.16. Purell Hand Sanitizer 18 oz foam pump and 2000ml gel TFX-no substitution – mandated VA hospital.

2.5.10.17. The above Diversy Chemicals products (brand name or equal) are the only authorized products the contractor shall use. Products other than those listed above must be approved by the COR. All other cleaning supplies are contractor’s choice but must be approved by COR. There are no estimates on usage of supplies.

2.6 Location and Hours of Operation: These technical provisions require work to be accomplished at the Veterans Affairs Monterey OPC.

2.6.1 VA Monterey Clinic, 201 9TH Street, Marina, VA 93933, approximately 104,000 SF – 150,000 SF see map)

2.6.2 The contractor shall perform a thorough cleaning (terminal cleaning) of the entire building prior the start of this contract. The contractor shall coordinate with the COR for acceptance regarding this thorough cleaning (terminal cleaning).

2.6.3 VA does not expressly or impliedly warrant the accuracy of the square footage listed within the Performance Work Statement. VA will enable offerors a reasonable inspection of the physical space to be serviced during a site visit. After which, the offerors shall determine whether to use the VA’s approximations or calculate its own square footage for the purpose of its proposal.

2.6.4 The clinic will be open during normal business hours (7 am to 3:30 pm, Monday through Friday except Federal Holidays: New Years, Martin Luther King Day, President’s Day, Memorial Day, 4th of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving and Christmas and any other designated as such).

2.7 It is incumbent upon the Contractor to furnish the management expertise to accomplish not only the specific tasks specified within, but also an acceptable environmental appearance that reflects accomplishments of a total program. In addition to these services, incidental tasks, not specifically tested but normally included as general practice within the housekeeping industry, will be provided by the Contractor.

2.8 It is the responsibility of the Contractor to re-clean in such a manner as to correct deficiencies which have been identified, recorded, and reported to the Contractor by the Contracting Officer Representative (COR) or his/her designee.

2.9 Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the COR describing how services will be accomplished. All work shall be accomplished after normal business hours to avoid conflicts between the normal function of the clinic and the Contractor’s duties.

2.10 Contractor will also provide housekeeping Attendee services Monday through Friday during the hours of 7:00AM to 5:30PM and 4PM to 12AM (midnight. This service includes but not limited to making sure the bathrooms. Floors (various materials), refrigerators (inside/outside), microwaves (inside/outside), handrails, stairs, elevators are clean and spills are cleaned up immediately.

2.11 Contractor shall provide janitorial services to include wiping down tables/chairs and trash removal daily or as needed to the cafeteria/eating area.

2.12 Interior glass up to 8 FT shall be cleaned daily for as needed. Interior glass 8 Ft and higher shall be cleaned 3 times /year or as needed.

2.13 Biohazard waste to be emptied daily.

2.14 Brass/Gold plated materials shall be clean/polish with proper solutions as required.

3.0 Contractor Staffing Requirements

3.1 The contractor shall be responsible for ensuring all employees are qualified to perform the duties of the PWS, receive training appropriate for work in a medical office setting, for maintaining patient privacy, and have the appropriate background investigation completed. Any staff assigned for the performance of this contract shall have the ability to speak and read fluently in English. Reasonable accommodation will be provided whenever possible for a contractor employee with disabilities (i.e. hearing impaired, etc.).

3.2 Current written rosters of all regular and alternate employees will be provided to the COR. Employees not listed will not be allowed to work in the facility.

3.3 Alternate / Backup Employees:

3.3.1 The contractor shall ensure sufficient backup employees are trained and have the appropriate background investigation. See attachment 3 for Contractor Personnel Security Requirements.

3.3.2 The contractor shall ensure the appropriate warning signage is displayed while performing floor mopping tasks.

3.3.3 The contractor shall ensure all personnel associated with this cleaning and disinfecting service are in the proper personal protective equipment.

3.3.4 The contractor shall ensure all personnel are in the appropriate personal protective equipment during bodily fluid clean up operations.

3.3.5 The contractor shall ensure waste from bodily fluid clean up is disposed of IAW Hospital RMW procedures.

3.3.6 The contractor shall ensure the appropriate Liability Insurance is current and valid for working on “Federal Property”.

3.3.7 The contractor shall ensure all employees assigned to this project are certified to work in the United States in accordance with Department of Homeland Security, Employment Eligibility Verification Form I-9.

3.3.8 All contractor personnel shall be in a contractor uniform. All employees (except administrative personnel) shall wear contractor provided standard uniforms that shall be clearly distinguishable from all VA facility uniforms. The uniforms shall be worn as designed by the manufacturer. The uniforms shall include shirt or blouse and slacks, skirt or dress. Uniforms shall be ordered within five (5) days after date of employment. Evidence of such order will be provided to the COR on request.

3.3.9 Personnel shall wear contractor-furnished personal protective equipment as directed by VA personnel. Eye protection and gloves shall be worn when mixing corrosive cleaning compounds. The items shall be fluid resistant and of impervious quality.

3.4 Personal Hygiene: The Contractor personnel shall be free of body odor and wear a clean uniform/clothing each day. Fingernails shall be clean and free of dirt. Hair shall be clean and neatly combed. Jewelry must be kept to a minimum.

3.5 ID BADGES: All contractors shall clearly display their hospital badge. All personnel shall obtain a VAPAHCS issued ID badge from Human Resources or obtain temporary clearance from the VA Police prior to starting work. The badge will be displayed on the upper torso, picture side out at all times. Failure to obtain or wear a badge is grounds for removal from site until the situation is resolved, i.e. “No badge, no work.” Temporary daily/weekly badges are available from the VA police.

3.6 Contract Supervision/Shift Leader: The Contractor shall appoint a daily Shift Leader Supervisors (SL) for the work being performed under the terms of this contract. The phone numbers are to be provided to the COR prior to contract commencement and updated as needed. The SL shall represent the Contractor and be capable of interpreting and implementing all technical requirements relating to the daily operation of the contract.

3.6.1 When the Shift Leader is absent more than one (1) day, but not more than five (5) consecutive working days the COR shall be notified in writing and advised of who will be the stand-in on-site representative during this absence. The Shift Leader shall be available during normal duty hours for emergencies within 15 minutes and for routine matters within one hour to meet with government personnel designated by the Contracting Officer to discuss areas of concerns as needed. After normal duty hours, the standard for response to a Government inquiry shall be within 3 hours.

3.7 Contractor Employee Health: Health Requirements: Contractor’s employees are not required to have a physical examination prior to work on this contract, however, each employee is expected to be in good physical health and able to work in patient use/visit areas without risk to the patients. No personnel shall be assigned to this contract that are not in good physical health or pose a risk to patients.

3.7.1 The Contractor shall provide for a TB test for all employees prior to their starting to work under this Contract. Contractor shall provide proof to the COR that all employees have received the TB test within 30 days of contract start date.

3.7.2 The facility may take nose and throat-cultures from Contractor personnel when required by the Infection Control Committee (ICC).

3.7.3 Facility employee health policies and regulations shall apply to contractors. A copy will be provided by COR on request.

3.7.4 The Facility may designate an employee as being medically unfit. When an employee has been found medically unfit for working in the facility, he/she will be sent home. The Contracted employee cannot return to work until reexamined and given permission to return by a physician.

3.8 Employee Background Investigations: Contractor’s employees are required to have a background investigation initiated prior to performance on this contract.

3.9 Miscellaneous: Contractor personnel shall not consume food, snack, drinks or tobacco products except during specified break periods in appropriate designated break/smoking areas. Unauthorized smoking, eating, theft or pilferage by contractor personnel shall constitute adequate cause for the Government to require the contractor immediately remove the offender(s) from employment on the medical facility premises for the duration of this contract.

4.0 TRAINING

4.1 No Contractor personnel may be assigned to work under this contract until the Contractor has provided initial orientation and training as outlined in 4.4.1 – 4.4.18 below and has imparted any special instructions from the COR to each Contractor Employee performing under this Performance Work Statement. This training shall be accomplished after normal Clinic business hours.

4.2 Documentation verifying the content of training and orientation and the names of personnel attending shall be given to the COR within 15 days after Contractor’s receipt of Notice to Proceed.

4.3 Contractor is required to submit to the COR documentation verifying that refresher training has been completed not less than 30 days after the last month of each contract year.

4.4 Initial training shall commence no earlier than seven (7) days prior to starting work and must be completed before work begins. The initial training plan, including topics with a brief statement of content and method of training shall be available for review by the Pre-Award Survey Team. Initial training will Include but not be limited to the following topics.

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

4.4.2 Proper use and handling of germicidal detergents, supplies and equipment.

4.4.3* Universal Precautions.

4.4.4 Care and maintenance of Contractor and government furnished property.

4.4.5 Familiarization with local fire prevention and safety procedures.

4.4.6 Familiarization with applicable facility policies/regulations and their affect on sanitation services.

4.4.7 Familiarization with the Contractor’s Procedure Manual.

4.4.8 Individual duties and responsibilities.

4.4.9 Procedures for replenishing cleaning supplies and obtaining equipment repair.

4.4.10* Basic orientation to the facility, function, and mission.

4.4.11* Hazardous Communication Standard.

4.4.12 Utility operation and conservation.

4.4.13 Emergency preparedness.

4.4.14 Body mechanics/lifting.

4.4.15 Accident reporting.

4.4.16* Sexual harassment.

4.4.17* Ethics

4.4.18* Confidentiality regulations (Privacy Act, Title 38 U.S.C. 5705)

4.4.19 All applicable environmental and energy conservation objectives required for and associated with VA construction projects in general shall be incorporated into the solicitation and any resultant contract. (See FAR Parts 2, 7, 11, 23, 36, 42, and 52; VHA Directive 2005-011, VHA Green Environmental Management System (GEMS) and Governing Environmental Policy Statement, 7 Mar 05; VA Handbook 0052, Affirmative Procurement, recycling, and Waste/Pollution Prevention programs, 14 Jun 02; and IL 049-02-7, 16 Apr 02, Executive Order 13221, Energy Efficient Standby Power Devices.

*NOTE: Training materials for these items can be provided by the Government to the Contractor, upon request.

4.5 Records of all employees training shall be maintained by the PM and submitted to the COR within 30 days after completion of training.

5.0 Tasks

5.1 Removal of Material and Equipment: Supplies and equipment are to be stored at the end of each work day only in designated areas. All empty containers and boxes are to be removed to a location(s) designated by the COR.

5.2 Safe Preparation and Use of Supplies and Equipment. Cleaning supplies shall be prepared according to manufacturer’s recommendation. Cleaning equipment, such as vacuums and floor polishers, are to be used for the purpose of which they were designed.

5.3 Warning Signs and Protective Barriers: Signs shall be placed in all direction to warn others of potentially hazardous work being performed, i.e. wet floors. Barriers shall be placed to protect persons, property and equipment.

5.4 Repair Damage: All damages caused by Contractor’s personnel shall be repaired to restore the damaged item(s) to its/their previously existing condition.

5.5 Building Security/Keys: At the close of each work period, the facilities, equipment and supplies shall be secured. The Government shall provide the Contractor with keys to access the required rooms. With the exception of keys issued to the PM, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individual. The Contractor and COR shall perform an annual inventory of all keys assigned to the Contractor. Any keys lost by Contractor personnel will be replaced by the Government at a charge of $10 per key to the Contractor. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours. If the lost key is to an outside door, the Contractor may bear the cost of replacing the locks. When leaving a work area, Contractor’s personnel shall turn off all lights if the area is occupied, unless otherwise directed by the COR. When Contractor’s personnel open windows or doors, they will close and lock/secure them before leaving the area.

5.6 Conservation of Utilities: The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include:

5.6.1 Lights shall only be used in areas where and when work is actually being performed unless otherwise directed by COR.

5.6.2 Mechanical equipment controls for heating, ventilation and air condition systems shall not be adjusted by Contractor’s personnel, unless otherwise directed by COR.

5.6.3 Water faucets or valves shall be turned off after the required usage has been accomplished.

5.6.4 Government telephones shall not be used for personnel reasons.

5.7 Confidentiality of Information: In a health care setting, there are opportunities to view patient and provider-specific information. Contractor personnel must comply with Federal Confidentiality Regulations (Privacy Act and Title 38 U.S.C. 5705) and be aware of the fines (up to $20,000) for disclosure of such protected information.

6.0 Government Furnished Items:

6.1The government will provide one room for contractor’s use.

6.2 The Government will provide facilities and utility services. Utilities will include electricity, water, and heating and cooling.

6.3 All required VA Policies and Directives will be provided. Initial supplies of these items will be available on the effective date of the contract. Copies of policies and directives are maintained in Environmental Management Services (EMS). Copies may be obtained upon request to COR.

6.4 The Government will provide the space for the contractor to use as an office, supply and equipment storage, and housekeeping closets.

6.5 The Government will provide the following materials and equipment:

6.5.1 Replacement dispensers will be installed by VA or under the direction of EMS personnel.

6.5.2 Light bulbs/tubes.

6.6 The Government will maintain, repair, and/or replace Government-furnished equipment.

7.0 Contractor Furnished Items - All equipment, supplies (including paper towels, toilet paper, soap, etc.) are to be contractor-furnished. Contractor is responsible for having a chemical inventory on hand and Material Safety Data Sheets (MSDS) at the VA Facility for all chemicals and cleaning agent used. Contractor will not use or bring in any chemical agent to the VA Facility without an MSDS. (See Attachment 1)

8.0 Contractor Quality Control Program: Contractor shall have a quality control program to assure all requirements of the contract are provided as specified and in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The contractor shall provide a Quality Control Plan within the first 30 days of contract performance and annually that supports the government’s Quality Assurance Surveillance Plan (QASP) for this contract to include as a minimum:

8.1. Written work instructions/procedures, procedures and product descriptions to implement contractual obligations. The preparation and maintenance of, and compliance with, these instructions shall be audited as a function of the Contractor’s Quality Program to assure compliance with or timely changes to the instructions. The COR shall be on document distribution for all formalized changes to the Contractor’s Quality Control Program. The COR will request corrective action to improve the quality of patient care or cure damage to the facility.

8.2 An inspection system covering the services stated in the PWS. This inspection system shall include at a minimum, daily sampling inspection of the rooms.

8.3 A method of early detection and correction of assignable conditions adverse to the quality of service, to include analysis or corrective action records (including customer complaints) in order to determine causes of defects. This method will include providing timely written explanation/documentation of the defectiveness and correction of cause in respond to Government corrective action requests also include bacteriological monitoring when necessary.

9.0 Quality Assurance Monitoring: The Government will monitor the contractor’s performance to assure that the performance thresholds and standards of performance are met in accordance with the Performance Work Statement and the QASP. In accordance with FAR 52.212-4 (a) “Inspection/Acceptance” the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price.

9.0.1. Identified QA Surveillance Tasks

The following items are identified within the contract performance work statement and will be monitored by period surveillance from the COR and customer complaints in the event that a task is not be adequately performed.

Performance Requirements Summary

9.1 The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance standards describe the minimum acceptable level of the service required for each task. These thresholds are critical to mission success.

9.2 The COR will evaluate the services required by each task order to ensure compliance.

9.3 The contractor shall perform all work required by the task orders in a satisfactory manner in accordance with the appropriate PWS task order sheet. The COR will not consider the task completed until all deficiencies have been corrected.

9.4 The COR will receive complaints from facility personnel and pass them on to the contractor’s quality inspector for correction.

10.0 Safety Requirements: The contractor shall take safety precautions as are necessary to protect the lives and health of the occupants of the building during performance of contract requirements. The contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel.

11.0 Handling of Infectious Medical Waste (“Red Bag” Waste and Sharps”) Containers: The contractor’s employees may be required to collect biohazard” Red Bag” waste and solid, enclosed “Sharps” containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated biohazard waste containers (usually located outside and at the rear of the facility in a locked cage or storage facility).

12.0 Designation of Contracting Officer Representative (COR)

A Representative of the contracting Officer (COR) will be designated to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The foregoing is not be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspect of the contract. Those matters are the responsibility of the CO and shall not be delegated. The CO is responsible for the administration of this contract. The CO is the only individual authorized, to extent indicated in this contract, to take actions on behalf of the Government, which may result in changes in the contract terms, to include deviation from the Performance Work Statement, details, and performance schedules. Communications pertaining to contractual matters shall be addressed to the CO. No changes in or deviation from the scope of work shall be affected without a written modification to the contract executed by the CO. No oral statements of any person whosoever will in any matter or degree, modify or otherwise affect the terms of this contract

13.0 Applicable Publications and Forms:

The Contractor is obligated to follow these regulations and subsections to the extent they are applicable to the service required by this contract. VA publications will be furnished to the Contractor by the Functional Area Chief or COR at the start of the contract and can be reviewed prior to award of contract at any VA Medical Facility. Contractors are responsible for obtaining the other documents. Supplements or amendments to the VA publications may be issued during the life of the contract, they will be considered to be in full force and effective immediately upon receipt by the Contractor. It is the Contractor’s responsibility to ensure all publications are posted and up to date. Documents applicable to this Performance Work Statement are listed below:

13.1 VA Regulations/Manual/Instructions

13.2 Security Clearances, Access Controls, Identification Badges

13.3 Facility Policies Concerning Fire/Disaster Programs

13.4 Parking Requirements

13.5 Infection Control Manual

13.6 Other as directed by COR

14.0 Invoices: Invoices shall be submitted to DFAS Austin as stated in SF 1449, Courtesy copies of invoices shall be provided to the COR. The COR’s email address will be provided to the Contractor when contract is awarded.

15.0 Security: The C&A requirements do not apply to this service requirement and a Security Accreditation Package is not required. Contractor personnel will have NO access to VA sensitive information in their work/service area.

15.1 “The C&A requirements do not apply, and a Security Accreditation Package is not required”. Contractors will not be on the VA intranet. Contracting staff will receive HIPPA Training from the EMS Training Officer. Contractors will be trained to avoid VA sensitive information and report to the EMS managers and nursing staff if items are found.