36C26119Q0003-001.pdf

36C26119Q0003

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C261

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System 5342 Dudley Blvd, Bldg 209 McClellan CA 95652-2609

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs FMS VA-9(101) Financial Services Center PO Box 149971 Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Janitorial Modesto

CBOC

12.00 MO __________________ __________________

Contract Period: Base POP Begin: 10-01-2018 POP End: 09-30-2019

1001 Janitorial Modesto

CBOC

12.00 MO __________________ __________________

Contract Period: Option 1 POP Begin: 10-01-2019 POP End: 09-30-2020

2001 Janitorial Modesto

12.00 MO __________________ __________________

Contract Period: Option 2 POP Begin: 10-01-2020 POP End: 09-30-2021

3001 Janitorial Modesto

12.00 MO __________________ __________________

Contract Period: Option 3 POP Begin: 10-01-2021 POP End: 09-30-2022

4001 Janitorial Modesto

12.00 MO __________________ __________________

Contract Period: Option 4 POP Begin: 10-01-2022 POP End: 09-30-2023

GRAND TOTAL

Performance Work Statement Veterans Affair Palo Alto Health Care System (VAPAHCS)

VA Modesto Clinic

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.

1.2 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) regulations cited in this PWS and (5) industry standards. The 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 exhibit highlight cleaning tasks and schedules, and the total area shall be cleaned. 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.

1.5 Period of Performance:

Base Year November 1, 2018 to October 31, 2019 Option Year #1 November 1, 2019 to October 31, 2020 Option Year #2 November 1, 2020 to October 31, 2021 Option Year #3 November 1, 2021 to October 31, 2022 Option Year #4 November 1, 2022 to October 31, 2023

2.0 Scope of Work:

2.1 The Contractor shall supply all labor, travel, equipment, supplies and materials to accomplish the housekeeping services described herein at the VA Modesto Clinic. All areas will be serviced based on the Performance Requirements Table/Frequency chart excluding all Federal holidays. For cleaning hours see 2.5.

2.2 Location and Hours of Operation: These technical provisions require work to be accomplished at the Veterans Affairs Outpatient Clinic Modesto, 1225 Oakdale Road, Modesto, California 95355. The work required under this contract involves one site. An estimated 24,000 square feet will be maintained in accordance with this Performance Work Statement (PWS). It is incumbent that the Contractor conducts its own measurement of the square footage for each site. The Government’s estimate is not considered accurate.

2.2 The Modesto clinic’s normal business hours usually operate between 8:00 am to 5:00 pm, Monday through Friday except Federal Holidays: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, 4th of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving and Christmas and any other Federal Holiday designated as such.

2.3 The Performance Requirements Table (PRT) reflects a quantification of the services; however, it is not necessarily a reflection of the total sanitation requirements, nor is it a management program. 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.

2.4 The PRT indicates the minimum acceptable cleaning frequencies; however, 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’s Representative (COR) or designated representative.

2.5 Contractor’s Hours of Duties: 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 clinic-type cleaning services work shall be accomplished after normal business hours to avoid conflicts between the normal function of the clinic and the Contractor’s duties.

2.5.1 Contractor’s Work Schedule. The Contractor shall provide to the COR a proposed work schedule which depicts how services will be accomplished. All work shall be coordinated with the COR or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.

2.6 Changes to Scope of Work. All references to location of buildings, rooms, or functions in the Schedule and on any drawing provided by the Government are for informational purposes only. Such references do not necessarily indicate that these locations or functional designations will remain stable.

Any changes to the Scope of Work will be affected by the CO per FAR 52.212-4 Terms and Conditions of the Contract – Commercial Items.

3.0 Standards. The Contractor shall adhere to the PWS’s task and cleaning standards beginning on item PWS 21.0. All cleaning tasks shall be accomplished to meet the requirements and standards of the Quality Assurance Surveillance Plan (QASP).

4.0 Contractor Supervision

4.1 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.

4.2 Prior to beginning performance under this contract, the Contractor shall provide the following:

4.2.1 List of employees who will provide services to the outpatient site

4.2.2 Provide the name, telephone number and address of the Certified Executive Housekeeper.

4.2.3 Provide a list of Shift supervisors.

4.3 Changes to the Personnel Roster. The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative. He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

4.4 The CEH shall have at least one (1) year of prior experience as 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.

4.5 The CEH or stand-in representative 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 or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within 3 hours.

4.6 Day Porter Service: The Day Porter for the outpatient clinic will be assigned to work eight hours, five days per week (M-F) during clinics operational hours excluding Federal Holidays. The Day Porter shall be “on call” to clinic staff, performing frequent duties including spill response, emergent bathroom concerns (at least once per hour), aseptic cleaning of Urgent Care and other patient exam areas.

4.7 The Contractor shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English.

5.0 Contractor Qualifications and Training Requirements

5.1 Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below beginning with 5.2.1. Exception: An exception will be made during the first sixty (60) days of contract performance, whereby Contractor’s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date.

The Contractor shall provide an initial training plan to the COR for approval. The initial plan shall include topics, brief statement of content and method of training. Documentation verifying the content of such training and orientation shall be transmitted to the COR.

5.2 Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 5 work days.

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

5.2.2 Infection control orientation, relating duty functions to the technical provision of this specification.

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

5.2.4 Care and maintenance of Contractor and Government-furnished property.

5.2.5 Familiarization with local fire preventing and safety procedures.

5.2.6 Familiarization with applicable facility polices/regulations and their effect on sanitation Services.

5.2.7 Familiarization with the Contractors procedures manual.

5.2.8 Individual duties and responsibilities.

5.2.9 Procedures for replenishing cleaning supplies and obtaining equipment repair.

5.2.10 Role of Contractor’s personnel in the facility and their impact on patient care

5.2.11 Techniques/methods for measuring quality of work performance

5.2.12 Basic orientation to the facility, function, mission, goals

5.2.13 Facility emergency fire and disaster program

5.2.14 Hazardous Communication Standard (see Exhibit 8, Section 1)

5.2.15 Utility Operation

5.2.16 Standard Precautions

5.2.17 Emergency Preparedness

5.2.18 Body Mechanics/Lifting

5.2.19 Accident Reporting

5.2.20 Sexual Harassment

5.2.21Ethics

5.2.22 TB-Precautions (PPD Hep B)

5.2.23 Mercury/Spills

5.2.24 Radiation Training (Government-furnished)

5.2.25 Chemo Waste Handling

5.2.26 Linen exchange services, including proper handling and care of all linens.

5.3 On-going Developmental Training for Contracted staff: The Contractor shall provide necessary training to accomplish initial and/or refresher requirements.

5.4 Refresher Training: The Contractor shall receive annual refresher training based on start date of work.

The Contractor shall maintain records of training and submitted a copy to the COR as requested. The Contractor shall notify the COR or designated representative as to when annual training is required.

6.0 Miscellaneous Items:

6.1 Personnel roster: Current written roster of all regular and alternate employees shall be provided to the COR and those employees not listed will not be allowed to work in the facility.

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

6.3 The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements.

6.4 The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed “Confidentiality Certificate” from each employee prior to allowing them to start work under this contract.

7.0 Safety Training Requirements

7.1 Contractor-Furnished Safety Training: The California Division of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by State Law and that are applicable to all private sector employees. All Contractors providing service at VA facilities shall be in compliance with the California Code of Regulations “General Industry Safety Orders (CAL/OSHA) section listed below, as a condition of contract award:

7.1.1 Section 3203 Title 8 “Illness and Injury Prevention Program.” Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct orally in general safe work practices with specific instructions with respect to hazards unique to the employees’ job assignments, as compliance with subsection (a) (3).

7.1.2 Section 5193 Title 8. “Blood Borne Pathogens”

7.1.3 Section 5194 Title 8. “Hazard Communication”

7.1.4 The above-listed orders establish minimum standards and apply to-employment’s and places of employment’s in California as defined by Labor Code Section 6303; provided, however, that when the Occupational Safety and health Standards Board has adopted or adopts safety orders applying to certain industries, occupations or employment’s exclusively, in which like conditions and hazards exit, those orders shall take precedence wherever they are inconsistent with the General Industry Safety Orders hereinafter set forth.

7.1.5 The above-listed orders, effective 1 July 1991, require the employer to develop, implement and document written programs, as well as requiring initial and recurring employee training and record keeping. The Contractor shall provide to the COR an annual written certification that each employee has received the State-required safety training; that each employee has received the Hepatitis B vaccination;

or provide a written certification from any employee who declines the Hepatitis B vaccination.

7.1.6 Hepatitis B Vaccination: The final rule on Occupation Exposure to Blood Borne Pathogens, 29 CFR Part 1910.1030, states “employers shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident. Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the Contractor.

A copy of this letter shall also be filed with the COR and placed in the COR’s contract file, and an additional copy shall be sent to the VA employee physician’s office. Following Contractor employee’s exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician.

Records of treatment and follow-up shall be maintained for the duration of employment by the Contractor and for thirty (30) years thereafter. Copies of treatment and follow up records shall be provided to the

COR.

7.2 Handling of Infectious Medical Waste (“Red Bag” Waste and “Sharps” Containers):

The Contractor may be required to collect bio-hazardous “Red Bags” waste (double-bagged) and solid, enclosed “SHARPS” containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated bio-hazardous waste container (usually located outside and at the rear of the facility in locked cage or storage facilities). The Contractor shall maintain records on employee training and shall notify the COR appointed under this contract, as to when new annual training is required. The Contractor shall provide a certification of annual training for each employee.

8.0 Physical Examinations

8.1 The Contractor is not required to have physical examination prior to work on this contract; however, the Contractor is expected to be in good physical health and able to work in patient care areas without risk to the patients. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

9.0 Contractor’s Quality Control Plan (QCP)

9.1 The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic QCP shall be provided to the COR 15 days after contract award effective date. An updated copy shall be provided the COR as changes occur. The QCP shall include, but are not be limited to the following:

9.1.1 An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

9.1.2 The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable.

9.1.3 On-site records of all inspections conducted by the Contractor and necessary corrective action taken.

9.1.4 A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the COR or designated representative during the term of the contract.

10.0 Quality Assurance Surveillance Plan (QASP)

10.1 Surveillances. The Government will monitor and evaluate the Contractor’s performance using random, scheduled and unscheduled inspections. Observations will be recorded by the COR or designated representative and when an observation indicates defective performance, the COR will request the Contractor or designated representative to initial the observation.

10.2 Quality Assurance visits to the individual facilities will be conducted by the COR on a regular basis and unscheduled basis.

10.3 Performance Evaluation Meeting: The CEH shall be required to meet with COR to discuss contract performance. The COR will schedule meetings as needed with the CEH. The Contractor may request a meeting to discuss “Contract Discrepancy Reports.”

10.3.1 Resolutions to poor performance: The COR will communicate with the CO on performance issues on a timely manner and should make attempts to communicate the issues with the Contractor. The COR will document all poor or non-performances and attempt to resolve them with the Contractor and forward such documentation to the CO.

10.4 Contractor’s Standard Operating Procedures Manual: The Contractor’s SOP documenting basic procedures shall be available to the COR. This manual shall be a comprehensive description of Contractor’s procedures and designed for Contract’s personnel for general reference purposes. It shall contain the procedures necessary to perform complete services required by this PWS.

10.4.1 The Contractor shall present the SOP manual prior to the start of contract performance. Any and all updates shall be adapted to each different site as needed. When changes occurred, the updates shall be provided to the COR prior to implementation.

11.0 Contractor’s Attire and Identification

11.1 The Contractor shall wear a standard custodial type uniform which is easily recognizable and clearly distinguish them as the “Contractor.” Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.

11.2 Identification Tags/Cards. The Contractor shall wear on the front of the uniform, a clearly readable name identification logo identifying the contractor’s and employee’s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain “Visitors’ Badges” during the interim period via VA Police or Human Resource Department.

11.3 In special sanitation and/or “isolation” situations, the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility. Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

11.4 Contractor’s Personal Hygiene: The Contractor’s attire and presentation shall be appropriate per industry standard.

12.0 Fire Prevention and Emergency Procedures

12.1 The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.

12.2 Any hazardous incidents created by the Contractor shall be corrected immediately.

12.3 The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

12.4 The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

12.5 Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas.

13.0 Building Security and Keys

13.1 The Contractor shall be responsible for safeguarding all Government property provided for the Contractor’s use. At the close of each work period, Government facilities, equipment and materials shall be secured.

13.2 The Government shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. With the exception of keys issued to CEH, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or designated representative will perform an inventory of keys assigned to the Contractor at the end of the contract period or as needed. Any keys lost by the Contractor will be replaced by the Government, and the Contractor shall be charged the replacement value of the lost key. The Contractor shall also be responsible for any expense incurred for re-keying of the Facility caused by the lost key. The Contractor shall notify the COR of any lost or suspected lost key within 24 hours.

13.2.1 The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties. There may be certain areas identified by the COR in which Contractor personnel must immediately notify the COR or Security Personnel if a door is found unlocked.

13.2.2 When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the COR or designated representative.

13.3 The Contractor shall comply with the security clearances or access controls imposed.

13.4 The Contractor shall turn in all lost articles found during the performance of duties to the COR or designated representative.

14.0 Damage and Equipment Loss

14.1 The Contractor shall report damages or disfigurement of Government-owed furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor’s equipment or belongings that are lost, stolen or damaged.

14.2 The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation.

14.3 The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures.

15.0 Handling of Government Furniture and Equipment:

15.1 The COR or designated representative will instruct the Contractor what Government items should not to be moved or otherwise handled. Any medical apparatus in use on or by a patient will not be moved or otherwise handled by the Contractor except when prior arrangements have been made with the nurse supervisor.

15.2 In emergency situations, the Contractor’s assistance may be required to help move patients out of harm’s way.

16.0 Conservation of Utilities

16.1 The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under condition which precludes the waste of utilities, which shall include:

16.1.1 The Contractor shall not adjust any mechanical equipment controls for heating, ventilation and air conditioning system unless otherwise directed by the COR or designated representative.

16.1.2 The Contractor shall turn-off all water faucets or values when not in usage.

16.1.3 The Contractor shall not use Government telephones for personal reasons.

17.0 Interference to Normal Function

17.1 The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

18.0 Applicable Regulations and Manuals

18.1 Documents applicable to work described in this section are mandatory and are listed below.

The Government will provide the Contractor copies of all regulations, manuals and specifications such as those listed below. Supplements and amendments will be updated and will be considered to be full force and effective immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall be adhered to at all times. The Contractor shall insure that all mandatory publications are posted and up to date.

18.1.1 Security Clearances, Access Controls, Identification Badges

18.1.2 Facility policies concerning fire / disaster program.

18.1.3 Parking Requirements

18.1.4 Infection Control Manuals

19.0 Reserved

20.0 Compliance and Business Integrity (CBI) Training

20.1 CBI Awareness Training: The Contractor shall complete initial compliance awareness training within thirty (30) days of contract award effective date. The Contractor shall also meet the annual compliance awareness refresher training. This requirement can be fulfilled by completing the training module available via the following Internet site: http://www.visn21.va.gov/CBI.asp.

20.2 Remedial Training: When notified, the Contractor shall complete remedial training and education to address any detected compliance issues.

20.3 Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the COR or designated representative. The COR will retain proof of training in accordance with applicable Records Control Schedule.

21.0 Janitorial Performance Summary – Tasks and Cleaning Standards

21.1This section in conjunction with the PRT (Task and Frequency Schedule) hereby describes the standards of cleaning.

21.2 Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and replace the furniture after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains.

The Contractor shall report any tears, burns and raveling to the attention of the COR or designated representative.

http://www.visn21.va.gov/CBI.asp.

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

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

21.3 Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails. Sanitize as needed.

21.4 Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed. The ducts shall be cleaned as needed.

21.5 Floor maintenance (non-carpeted): The Contractor shall wet-mop and scrub using germicidal type detergent to sanitize all accessible areas including corners and abutments. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop wood or carpeted floors. The Contractor shall change water in mop bucket in between room cleanings.

21.6 Floor Maintenance (non-carpeted): The Contractor shall sweep, dust, and damp mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms. The floors shall be swept, dusted and damp mop using a treated or dust- free method/mop. The Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items so as to clean underneath and shall return items to their proper position.

21.6.1 Floor maintenance (non-carpeted): The Contractor shall spray and buff all floors accessible to floor machine unless specified elsewhere as having carpet or special flooring. The Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen. The Contractor shall remove excess floor finish solutions. The Contractor shall apply these techniques only to the portion of the floor needing work, to bring the entire floor up to standard.

21.7 Furniture and Flat Surface Cleaning (Low Dusting refers to areas 36” and below): The Contractor shall dust all uncluttered horizontal surfaces within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, window sills, etc.) The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust. The Contractor shall not dust desk tops.

21.7.1 The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature.

21.7.2 Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36” up to 70”):

The Contractor shall perform the same requirements as 21.7 however, high dusting includes all the wall surfaces, door frames, shelves, equipment, window sills, ledges, hand rails, etc. that are 70 inches from the floor or more.

21.8 Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners, in particular. Move items as necessary to ensure thorough and adequate cleaning; replace to original position.

21.8.1 Furniture: The Contractor shall spot clean upholstered furniture as required.

21.8.2 Furniture: The Contractor shall steam clean or deep-clean upholstered furniture as required.

21.9 Parking Lots and Sidewalks: The Contractor shall sweep weekly, remove all cigarette butts, and oil spots or stains from the parking lot (within 25 feet of the OPC) with a dry cleaning agent and/or pressure wash with degreaser chemical. Power sweepers must be equipped with vacuum dust control system.

21.10 Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, draft shields on windows, mirrors and adjacent trim.

21.11 Miscellaneous -Ashtrays: The Contractor shall remove ashes and debris from cigarette butt receptacles and place in a nonflammable container. Ashtrays shall be damp-wiped to remove all ashes;

washed with hot, soapy water as needed.

21.12 Miscellaneous -Contractor's Storage Room: The Contractor shall store equipment and supplies in a Government-provided storage room. The Contractor shall maintained the storage room and used only as authorized. The Contractor shall not store food in the room. This storage room shall be clean and odor free at all times.

21.13 Miscellaneous – Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent. The Contractor shall re-stock those water coolers with cups.

21.14 Miscellaneous – Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates.

21.15 Miscellaneous – Rear/Receiving entrance. The Contractor shall sweep and hose area as needed.

21.16 Restrooms:

21.16.1 The Contractor shall clean and sanitize sinks, urinals, and toilets.

21.16.2 The floor traps shall be maintained free from odor at all times.

21.16.3 The Contractor shall sweep and wet-mop the floors daily and spray buff as required. The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

21.16.4 The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces.

21.16.5 The Contractor shall damp-wipe and polish the chrome fixtures.

21.16.6 The Contractor shall clean (descale) toilet bowls and urinals.

21.17 Restrooms – Replenish Supplies. The Contractor shall furnish and replenish restroom supplies for example: soap dispensers, paper towels, toilet seat covers and toilet tissue. The Contractor shall ensure sufficient supplies are provided.

21.17.1 The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles.

21.18 Stairwells. The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling and wall areas shall be free of cobwebs, dust, debris and insects.

21.19 Walls. The Contractor shall spot-clean and wash wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed.

21.20 Waste/Trash Removal. The Contractor shall pick up and empty all trash or waste receptacles, to include the vending machine/snack areas. The Contractor shall wash and damp-wipe all waste receptacles; re-line daily or as needed. The Contractor shall dispose of trash in plastic bags secured with bag ties.

21.21 Waste/Litter Removal. The Contractor shall pick up and dispose of litter and trash from the entrances and perimeter of the building.

21.22 Waste/'Red Bag’ Bio-hazardous. All receptacles lined with "Red Bags" (plastic bags containing bio-hazardous medical waste material) shall be serviced. The Contractor shall pick up the Red Bag waste and deposit it in specially designated, locked "infectious waste" bins or lockers, usually located at the rear of the facility, in a safe and timely manner, and in accordance with established standards and procedures.

NOTE: Red Bags may not be used for any other purpose.

21.23 Shades. The Contractor shall dust and damp clean all shades to remove surface dust and dirt.

21.24 Window Cleaning Interior. The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills.

21.24.1 Window Cleaning Exterior. The Contractor shall wash exterior surfaces, damp-wipe window sashes/sills. The Contractor shall ensure proper use of belts, ropes, rigging, and hard hats, when required.

Exterior windows shall be cleaned in the months of May and September (semi-annually).

21.25 Private Cubicle Curtains. All privacy/cubicle curtains shall be removed and replaced at least every 6 months, or more frequently if they become soiled/contaminated. Areas covered shall include the exam rooms, procedure rooms and urgent care area. The Contractor shall provide a written record of when and where curtain(s) were removed and replaced. The Contractor shall provide the written record to the COR upon request.

21.26 Information Technology (IT) Closets. The Contractor shall coordinate with the VA IT staff to gain access to these secured areas in order to sweep and dust mop floors monthly. The Contractor shall not use any type of liquids, vacuums or duster in these closets. The Contractor shall not unplug any IT equipment unless performed by IT staff. To maintain the proper air temperatures in the IT rooms, the entry doors shall not be left open.

21.27 Ceilings. The Contractor shall dust and remove cobwebs from the ceilings, vents and light fixtures.

22.0 Environmental and Energy Conservation Objectives:

22.1 All applicable environmental and energy conservation objectives required for and associated with VA 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.

23.0 Definitions or Commonly used terminology

23.1 Aseptic Cleaning. This refers to techniques and procedures under sterile conditions. Aseptic cleaning is the effort taken to clean the clinic and keep people free from hospital micro-organisms.

23.2 Certified Executive Housekeeper (CEH). This is the Contractor’s supervisor and spokesperson.

23.3 Custodial Cleaning. This refers to providing an array of cleaning functions that are vital to the daily operation of the facility so as to present a clean facility.

23.4 Contracting Officer (CO). This is the person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The CO is the only individual who has the authority to contractually bind the Government. The CO may designate a Government employee to act as his authorized technical representative. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government.

23.5 Contracting Officer Representative (COR). This is the person delegated to serve as the authorized representative of the CO acting within the limits of his/her authority. The COR will serves as the Quality Assurance Evaluator (QAE) in the absence of a government QAE. The COR advises the CO on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

23.6 Corrective Action. This is action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

23.7 Housekeeping is classified into four general definitions:

23.7.1 Custodial Cleaning: See item 26.3

23.7.2 Aseptic Cleaning: See item 26.1

23.7.3 Protection - This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures.

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

23.9 Performance Requirement Table (PRT). This is the task and frequency table identifying the types of housekeeping services required to be performed at the frequencies specified in the chart.

23.10 The Quiet Zone. This is the area where the normal noise level of less than 72.B (A) at five feet from the source in patient-occupied areas.

23.11 Soil. Soil is dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, vomits, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors. Soil can be removed chemically, mechanically, or by a combination of both. Mechanical soil removal is removing soil with a machine such as a vacuum cleaner. Chemical soil removal is removing soil with a liquid that contains cleaning agents, such as detergents, disinfectants, and sanitizers. The combination of chemical and mechanical methods, such as an automatic floor-scrubbing machine, uses the chemical method to break down and loosen the soil while the mechanical method picks up and carries the soil away. Which soil removal method is used depends on the cleaning objectives and on the size, location, and type of surface to be cleaned and is the prerogative of the Contractor.

The following files are included for reference:

PRT Frequency Chart, 4 pages.

Supplies, Materials and Equipment, 3 pages.

Contractor Personnel Security Requirements, 5 pages.

VHA Business Associate Agreement, 9 pages.

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Clause)

FAR

Number

Title Date

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS

AND REQUIREMENT TO INFORM EMPLOYEES OF

WHISTLEBLOWER RIGHTS

APR 2014

52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON RECYCLED

PAPER

MAY 2011

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

JUL 2016

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS

JAN 2017

52.228-5 INSURANCE—WORK ON A GOVERNMENT

INSTALLATION

JAN 1997

52.232-18 AVAILABILITY OF FUNDS APR 1984

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

DEC 2013

52.237-2 PROTECTION OF GOVERNMENT BUILDINGS,

EQUIPMENT, AND VEGETATION

APR 1984

852.203-70 COMMERCIAL ADVERTISING MAY 2018

852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE

JUL 2016

852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

NOV 2012

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS

(JAN 2018)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(2) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(3) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(4) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108- 78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[X] (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

[] (2) 52.203-13, Contractor Code of Business Ethics and Conduct (OCT 2015) (41 U.S.C. 3509).

[] (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

[X] (4) 52.204–10, Reporting Executive Compensation and First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109–282) (31 U.S.C. 6101 note).

[] (5) [Reserved]

[X] (6) 52.204–14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111–117, section 743 of Div. C).

[] (7) 52.204–15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111–117, section 743 of Div. C).

[X] (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (OCT 2015) (31 U.S.C. 6101 note).

[X] (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013) (41 U.S.C. 2313).

[] (10) [Reserved]

[] (11)(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (NOV 2011) (15 U.S.C.

657a).

[] (ii) Alternate I (NOV 2011) of 52.219-3.

[] (12)(i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

[] (ii) Alternate I (JAN 2011) of 52.219-4.

[] (13) [Reserved]

[] (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2011) (15 U.S.C. 644).

[] (ii) Alternate I (NOV 2011).

[] (iii) Alternate II (NOV 2011).

[] (15)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644).

[] (ii) Alternate I (Oct 1995) of 52.219-7.

[] (iii) Alternate II (Mar 2004) of 52.219-7.

[X] (16) 52.219-8, Utilization of Small Business Concerns (NOV 2016) (15 U.S.C. 637(d)(2) and (3)).

[] (17)(i) 52.219-9, Small Business Subcontracting Plan (JAN 2017) (15 U.S.C. 637(d)(4)).

[] (ii) Alternate I (NOV 2016) of 52.219-9.

[] (iii) Alternate II (NOV 2016) of 52.219-9.

[] (iv) Alternate III (NOV 2016) of 52.219-9.

[] (v) Alternate IV (NOV 2016) of 52.219-9.

[] (18) 52.219-13, Notice of Set-Aside of Orders (NOV 2011) (15 U.S.C. 644(r)).

[] (19) 52.219-14, Limitations on Subcontracting (JAN 2017) (15 U.S.C. 637(a)(14)).

[] (20) 52.219-16, Liquidated Damages—Subcontracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)).

[] (21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2011) (15 U.S.C. 657f).

[X] (22) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C 632(a)(2)).

[] (23) 52.219-29, Notice of Set-Aside for, or Sole Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns (DEC 2015) (15 U.S.C. 637(m)).

[] (24) 52.219-30, Notice of Set-Aside for, or Sole Source Award to,…