36C26120Q0211-001.docx

PERFORMANCE WORK STATEMENT

Janitorial Services For San Francisco Veterans Affairs (SFVA) Clearlake CBOC

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 The contractor shall direct daily custodial cleaning operations, and aseptic cleaning as needed, 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, equipment, and materials.

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 hospitality services, sensitivity to proper scheduling to meet customer 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, 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. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor shall notify the Contracting Officer Representative (COR) and the Contracting Officer (CO) of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer.

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 San Francisco Veterans Affairs Medical Center (SFVAMC), including SFVAMC CBOCs, as long as the overall scope of the work of the contract is not affected.

2.0 Scope of Work:

2.1 Contractor shall supply all labor, travel, equipment, supplies and materials to accomplish the housekeeping services described herein at the SFVAMC Clearlake CBOC. All areas will be serviced based on the Performance Requirements Table/Frequency chart at Attachment 1 including 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:

2.2.1 The Clearlake CBOC located at 15145 Lakeshore Blvd. Clearlake, CA 95422. The one story building is approximately 10,000 square feet. The clinic is open from 8:00am to 4:30pm Monday through Friday, excluding federal holidays (see section 2.3). The CBOC contains patient care areas. At least one janitor is required to be on site during the hours of 8:00am to 4:30pm. This site requires aseptic cleaning. See Attachment for floor plan.

2.3 It is advised that the Contractor conducts its own measurement of the square footage or conduct a site visit (see FAR 52.237-1 for information on site visits). The Government’s estimate is not considered accurate and shall not constitute grounds for a claim after contract award. See Attachments for location, rooms and areas to be cleaned and the frequencies of cleaning.

2.4 Federal Holidays include 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.

2.5 The Performance Requirements Table (PRT) at Attachment 1 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 the service required herein, incidental cleaning functions not specifically listed but normally included as general practices within the janitorial industry shall be provided.

2.6 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 his/her designee.

2.6.1 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.

· Clearlake CBOC - At least one janitor on site during hours of operation from 8:00AM to 4:30PM and any additional labor to complete the tasks in Attachment I. Daily cleaning shall be accomplished at the end of the work day, after all patients have left for the day.

2.6.2 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.

2.7 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 unchanged.

Any changes to the Scope of Work will be made in writing by the CO per FAR 52.212-4 Terms and Conditions of the Contract – Commercial Items. The only person authorized to make changes to the contract is a Contracting Officer. The COR is not authorized to make changes. The Contractor’s failure to comply with this instruction will reflect negatively on its performance evaluation for its handling of administrative matters and business relations.

3.0 Standards. The Contractor shall adhere to the PWS’s task and cleaning standards beginning on item 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 a supervisor 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 sites.

4.2.2 Provide the name, telephone number and address of the Supervisor.

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 when there is a planned absence of on-site personnel. The supervisor 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 supervisor shall have at least three (3) years of prior experience with aseptic janitorial services within the past 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 supervisor 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 supervisor or stand-in representative shall be available within 3 hours.

4.6 The Contractor and contract employees 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 from 5.2.1 to 5.2.26. 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 of contract award.

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

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 and contract employees shall receive annual refresher training based on start date of work. The Contractor shall maintain records of training and submit a copy to the COR as requested. The Contractor shall notify the COR or designated representative as to when annual training is required. A copy of training records shall be kept on site for inspection purposes.

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 Contractor employees shall not bring alcohol, tobacco, mind-altering legal drugs, or illegal drugs into, or anywhere near (within 50 feet), Government cars, trucks, ambulances, clinics, offices, hospitals, and other facilities, This list is not all inclusive and subject to the final authority of, and interpretation by, the Contracting Officer (CO). All illegal drugs are strictly prohibited. In addition, Contractor, if other than an individual, shall -- within 30 days after award (unless a longer period is agreed to in writing for contracts of 30 days or more performance duration), or as soon as possible for contracts of less than 30 days performance duration -- publish a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the Contractor's workplace, on Government property, and in Government cars, trucks, ambulances, clinics, offices, hospitals, and other facilities.

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. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes.

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

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 Quality Control Program 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 quality control program 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 QASP. The Government will provide a copy of its QASP to the Contractor within 30 days after contract award effective date.

10.2 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.

10.2.1 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 All work under this contract shall be performed in a careful, skillful, workmanlike, and professional manner. The Contracting Officer may require, in writing, that the Contractor remove from the work any employee the Contracting Officer deems careless, incompetent, belligerent, or otherwise objectionable. This would include removal of contractor employees who display controversial tattoos, such as "No Blood for Oil" or "Death to War Pigs" or others of a similarly reprehensible nature.

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. 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 Task and Frequency Schedule (Attachment 1) 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.

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 Elevators (if applicable): The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls. Entrance Area: Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Trash containers located inside and outside of entrances shall be emptied.

21.6 Floor maintenance (non-carpeted):

21.6.1Wax and Buff - The Contractor shall strip wax, finish and buff using non-slip floor finish. The Contractor shall “turn back the rugs” in order to clean and finish the floor areas at least one-feet underneath the rugs. The scheduling of this task will be coordinated between the Contractor CEH, COR and staff occupying building to ensure there is no disruption to staff and visitors.

21.6.2 Floor Maintenance (patient care areas) - The Contractor shall sweep, dust, 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. 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.

21.6.3 Floor Maintenance (non-patient care areas): 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.

21.6.4 Spot Cleaning: The Contractor shall spray and buff all floors accessible to floor by 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.

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, plastic plants, decorative fixtures. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature.

21.8 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.

21.9 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.

21.9.1 Furniture: The Contractor shall spot clean upholstered furniture, plants, and fixtures as required.

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

21.10 Parking Lots, Entrance Areas, and Sidewalks: The Contractor shall sweep landing steps and sidewalk in front of entrance area, remove all cigarette butts, clean walk-off mats, remove any debris in the parking lot and entrances, remove standing water, hose off entrance area if required.

21.11 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.

21.12 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.

21.13 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.

21.14 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.

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

21.16 Miscellaneous – Loading Dock. The Contractor shall sweep and hose off loading dock area as needed.

21.17 Miscellaneous – Hand Sanitizers. The Contractor shall refill hand sanitizer dispensers.

21.18 Restrooms:

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

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

21.18.3 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.

21.18.4 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.

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

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

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

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

21.18.9 The Contractor shall empty, clean, disinfect, and replenish disposable pads of baby changing table.

21.19 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.

21.20 Walls – Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed.

21.21 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. Recycle material shall be removed from large bins/boxes.

21.22 Waste (outside receptacles)(Clearlake CBOC) – The Contractors shall pick up and empty all trash or waste receptacles on the exterior of the building at the Clearlake CBOC. Cardboard boxes shall be folded to prevent overflow in the outside receptacles.

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

21.24 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.

21.25Venetian Blinds (where applicable). The Contractor shall vacuum and damp clean all blinds to remove surface dust, vacuum drapes in place.

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

21.27 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.

21.28 Dining room, kitchen, and break areas: The contractor shall clean dining room, kitchen, and break areas daily; trash is to be removed as needed. All tables and counter tops are to be wiped down daily and as needed throughout day. All kitchen appliances, refrigerators, microwave oven, conventional oven, dishwasher, etc. are to be cleaned daily and as needed. The contractor is to work with staff to schedule cleaning of oven and refrigerator.

21.29 Telephones: clean and sanitize

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

21.31 SUPPLIES: The following is a list of current supply dispensers and supplies (site visit recommended for a more accurate list). Contractor is to provide all supplies. This list is only a sample for information purposes of some of the cleaning items required:

21.28.1. Soft pull paper towels and EnMotion

21.28.2 EnMotion toilet tissue

21.28.3 Green scouring pads

21.28.4 3M #25 Quat Disinfectant

21.28.5 3M #24H Floor Restorer Cleaner

21.28.6 3M #2L General Purpose Cleaner

21.28.7 3M #20L Glass Cleaner

21.28.8 3M #3H Netural Cleaner

21.28.9 Provon foaming hand soap

21.28.10 WOW Stainless steel wipes

21.28.11 Plastic Bags, Large Clear 33x40, 1.5mil

21.28.12 Plastic Bags, Small Clear, 24x24, 1.5mil

21.28.13 3M easy strap floor dusting pads

21.28.14 Purell 18 oz, pump, Foam Hand Sanitizer (manual and automatic)

21.28.15 White Knight cream cleanser

21.28.16 Georgia Pacific enMotion White High Capacity Roll Towel (Towel (WxL) 10.000” x 800.000’)

21.28.17 Georgia-Pacific Compact White Coreless 2-Ply Bathroom Tissue (Sheet (WxL) 3.850” x 4.050”)

21.28.18 Georgia-Pacific enMotion Translucent Smoke Wall Mount Automated Touchless Towel Dispenser Mfg. # 59462 (WxDxH) 14.800” x 9.750” x 16.750”

21.28.19 Georgia-Pacific Compact Quad Translucent Smoke Vertical Four Roll Coreless Tissue Dispenser Mfg. # 56744 (WxDxH) 11.750” x 6.900” x 13.250”

21.28.20 Medication lotion soap (steris)

21.32 Cleaning Products – An EPA certified germicidal shall be used for cleaning in patient care areas (CBOCs). A Material Safety Data Sheet (MSDS) shall be approved by the COR at least five days prior to start date. All other cleaning supplies for administrative areas (SFVAMC) are contractor’s choice but must be approved by COR. Bio-preferred products shall be considered (http://www.biopreferred.gov). There are no estimates on usage of supplies.

21.33 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.

22.0 Information Security Requirements: The C&A requirements do apply and that a Security Accreditation Package is required. The vendor will be in contact or will have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.

22.1 General -Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

22.2 Information Security and Privacy Training

22.2.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems;

22.2.2 Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, VA Handbook 6500.6, Appendix E relating to access to VA information and information systems;

22.2.3 Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

22.2.4 Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

22.2.5 Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.

22.2.6 The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

22.2.7 Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

22.3 Contractor Personnel Security Requirements - Information Systems Access All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

22.4 Access to and Safeguard of VA Information/Computer Systems

22.4.1 Reserved.

22.4.2 The contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems only to the extent necessary to perform the services specified in the contract, agreement, or task order.

22.4.3 The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

22.5 VA Information Custodial Language: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

22.6 Reserved.

22.7 Security Incident Investigation: The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

23.0 Reserved.

24.0 Contractor Required Training

24.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

24.1 Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

24.2 Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

24.3 The contractor shall provide to the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

25.0 Business Associate Agreement (BAA): The Contractor shall execute a BAA upon award of contract. A copy shall be forwarded to the Privacy Officer.

26.0 Definitions or Commonly used terminology

26.1 Aseptic Cleaning – refers to techniques and procedures under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.

26.2 Custodial Cleaning – 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.

26.3 Contracting Officer (CO) - A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative.