DRAFT PWS Crime Scene Clean-up Service.docx

36C26119Q0207 36C26119Q0207

PERFORMANCE WORK STATEMENT

Trauma/Crime Scene Clean-up Services of VA Palo Alto Health Care System Section 1: General Information

1.1 Scope of Work: In this Indefinite Delivery Indefinite Quantity (IDIQ) contract, the Contractor shall provide all management, State required training & registrations, transportation, equipment, supplies, and labor to accomplish the trauma/crime scene cleaning services when occurred at the VA Palo Alto Health Care System (VAPAHCS) in accordance with (IAW) this Performance Work Statement (PWS). The C&A requirements do not apply, and a Security Accreditation Package is not required.

1.2 Period of Performance:

1.3 Place of Performance:

1.3.1 Palo Alto Division is located at 3801 Miranda Ave., Palo Alto, CA 94304-1207

1.3.2 Menlo Park Division is located at 795 Willow Road, Menlo Park, CA 94025-2539

1.3.3 Livermore Division is located at 4951 Arroyo Road, Livermore, CA 94550-9650

1.3.4 Fremont VA Clinic is located at 39199 Liberty Street, Building B, Fremont, CA 94538-1501

1.3.5 San Jose VA Clinic is located at 5855 Silver Creek Valley Place, San Jose, CA 95138-1059

1.3.6 Capitola VA Clinic is located at 1350 41st Avenue, Suite 102, Capitola, CA 95010-3906

1.3.7 Major General William H. Gourley VA-DoD Outpatient Clinic is located at 201 9th Street, Marina, CA 93933-6039

1.3.8 VA Mountain View Center HR is located at 1776 Old Middlefield Way, Mountain View, CA 94043

1.4 Hours of VA Operation:

VAPAHCS is open Monday to Sunday including all State and Federal Holidays.

Holidays observed by the Department of Veterans Affairs:

1.5 Contractor Working Schedule:

Contractor employees are required to be physically present on-site within 2-hour when requested by the Environmental Management Service (EMS) of VAPAHCS. This service can be requested anytime (24 hours a day and 7 days a week).

1.6 Type of Contract: Firm Fixed Price contract. The annual Admin fixed cost plus the trauma/crime scene clean-up occurrence.

1.7 Contract Changes: Additional cleaning required by changes in mission assignments must be documented by a 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 must notify the Contracting Officer Representative (COR) and the Contracting Officer 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 the Contracting Officer.

1.8 Invoicing:

1.8.1 Annual Admin fixed invoice – submit to the VA in the first month of the contracting year.

1.8.2 Trauma/Crime Scene Clean-up Service invoice – submit the invoice to the VA after the service has been rendered. The invoice must include the number of employees, hours worked, and description of all services provided.

All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

Section 2: Definitions & Acronyms

2.1 Definitions:

2.1.1 Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (CO). A person with the authority to enter, 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.

2.1.3 Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. 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. The COR advises the Contracting Officer 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.

2.1.4 Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

2.2 Acronyms:

2.2.1 EMS – Environmental Management Service

2.2.2 POC – Point of Contact

2.2.3 PWS – Performance Work Statement

2.2.4 PPE – Personal Protective Equipment

2.2.5 QASP – Quality Assurance Surveillance Plan

2.2.6 VA – Veterans Affairs

2.2.7 VAPAHCS – Veterans Affairs Palo Alto Health Care System

Section 3: Government Furnished Property, Equipment, and Services

3.1 The government will provide an Attachment #1 – outlining the requirements for communication and completion sign-off among designated stakeholders.

Section 4: Contractor Furnished Items and Services

4.1 Contractor must be registered, certified, and listed in the California Department of Public Health’s Registered Trauma Scene Management Practitioners List and must provide proof to the CO to be eligible to apply for the contract. (https://www.cdph.ca.gov/Programs/CEH/DRSEM/Pages/EMB/MedicalWaste/Trauma-Scene.aspx)

4.2 The Contractor shall provide all equipment including PPE, supplies, management, supervision, experience with trauma/crime scene clean-up personnel, and transportation to complete the crime scene cleanup work as specified in Section 5.

4.3 The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. Any discrepancy found must be corrected as soon as possible and send proof of corrections to the COR.

4.4 Environmental and Energy Conservation Objectives: “All applicable environmental and energy conservation objectives required for and associated with VA janitorial requirements 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.”

4.5 Contractor provides a training program for their employees that adheres to local, state, and Federal regulations, and follows industry best practices and guidelines, such as American National Standards Institute/Institute of Inspection, Cleaning, and Restoration Certification (ANSI/IICRC) S540 Standards for Trauma and Crime Scene Clean-Up*. (* Crime scene clean-up is a more inclusive term that could involve drug lab contamination, hoarding sites, and additional responses beyond the clean-up of blood and bodily fluids.* ANSI/IICRC S540 Standard defines criteria and methodology used by the technician for inspecting and investigating blood and other potentially infectious material contamination and for establishing workplaces and procedures. The Standard describes the procedures to be followed by professionals and the precautions to be taken when performing trauma and crime scene clean-up regardless of the surface, items, or location. This standard assumes that all scenes have been released by law enforcement or regulatory agencies.)

4.5.1 Contractor has a comprehensive employee safety and health plan, including proper removal of biohazardous waste.

4.5.2 The contractor must provide documentation detailing the clean-up process, chemicals used, and final disposal of biohazardous materials to the EMS representative for service completion sign-off on the same day the service is performed.

Section 5: Specific Tasks

5.1 VA security check-in: Contractor must reach out to EMS representative to check-in with VA Police upon arrival to VA campus.

5.2 Assessment and Planning: Contractor will first conduct a thorough assessment to determine the scope of work, identify potential hazards, and create a clean-up plan.

5.3 Secure the Scene: Contractor will seal off the area and further secure the scene during clean-up to maintain a level of sensitivity to the situation.

5.4 Containment and Protection: Contractor will don appropriate PPE, such as gloves, suits/gowns, and respirators to prevent cross-contamination.

5.5 Cleaning and Sanitizing: Contractor will remove any biohazardous materials, including blood, bodily fluids, and other contaminants, using specialized equipment and cleaning agents. This may include the proper removal and disposal of damaged furnishings, walls, or surfaces. Afterward, the contractor will thoroughly sanitize the area to remove or eliminate any pathogenic agents on all surfaces.

5.6 Odor Removal: Contractor will employ deodorizing practices to remove any lingering odors associated with the trauma scene, when necessary.

5.7 Disposal: Contractor will ensure all material generated during the clean-up is properly transported and disposed of in accordance with applicable waste regulations.

5.8 Final Assessment: Contractor will cooperate with EMS representative to evaluate the scene after clean-up to ensure it is safe for occupancy/reuse by:

5.8.1 Verifying the proper cleaning/disinfectant procedures were followed.

5.8.2 Verifying all contaminated items were removed and there are no residual odors.

5.8.3 Verifying all equipment and materials used for clean-up were removed.

5.8.4 Verifying receipt of documentation from the contractor detailing the clean-up and chemicals used, as well as final disposal of bio-hazardous materials.

Section 6: Quality Control Plan

6.1. Contractor Quality Control Program:

6.1.1. 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 30 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 limited to the following:

6.1.1.1. An inspection system covering the required services. The plan shall specify the areas to be inspected during the cleaning service.

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

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

6.1.1.4. A system to record all cleaning services 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.

6.2. Government Quality Assurance Monitoring: The Government will monitor the contract performance to ensure that the performance thresholds and standards of performance are met in accordance with terms of the contract according to the Quality Assurance Surveillance Plan (QASP)

6.2.1. The Government may inspect all work tasks required by the Specific Tasks in Section 5 right after cleaning service is completed.

6.2.2. The Contractor shall perform all work required in a satisfactory manner in accordance with the appropriate PWS task. The COR will not consider the task complete until all deficiencies have been corrected.

6.2.3. The Government COR may receive complaints from facility personnel and will pass them on to the contractor for correction.

6.2.4. COR may meet with Contractor to review performance as needed.

Section 7: Contractor Staff Requirement

7.1. Contractor Personnel

7.1.1 Contractor’s employees must undergo and pass a thorough background investigation by the company before the company extends a job offer.

7.1.2 Contractor’s employees must be certified with training programs that adheres to local, state, and Federal regulations, and follows industry best practices and guidelines, such as American National Standards Institute/Institute of Inspection, Cleaning, and Restoration Certification (ANSI/IICRC) S540 Standards for Trauma and Crime Scene Clean-Up*.

7.1.3 Contractor’s employees must be experienced with trauma/crime scene clean-up.

7.1.4 Contractor’s employees shall be fluent in English and shall be able to read, write, speak, understand, and communicate effectively in English.

7.1.5 The Contractor shall not consume food, snacks, drinks, or tobacco products except during specified break periods in appropriate designated break areas only.

7.1.6 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 cleaning service.

7.1.7 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.

7.2 Safety Training Requirements

7.2.1 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:

7.2.1.1 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).

7.2.1.2 Section 5193 Title 8. “Blood Borne Pathogens”

7.2.1.3 Section 5194 Title 8. “Hazard Communication”

7.2.1.4 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.

7.2.1.5 The above-listed orders, effective 1 January 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.

7.2.1.6 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.

7.3 Contractor’s Attire and Identification

7.3.1 The Contractor shall wear a standard company type of 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. The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.

7.3.2 Identification Tags. The Contractor shall obtain “Visitors’ Tag” during the interim period via VA Police or Human Resource Department and tag must be worn visibly on the shirt while on VA campus.

7.3.3 In special sanitation and/or “isolation” situations, the Contractor may be required to wear special protective clothing and shoe covers (PPE), which will be supplied by the Contractor. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

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

7.4 Fire Prevention and Emergency Procedures

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

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

7.4.3 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.

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

7.4.5 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.

7.5 Building Security and Keys

EMS representatives will provide building access for Contractor employees to perform the work.

7.6 Damage and Equipment Loss

7.6.1 The Contractor shall report damages or disfigurement of Government-owned 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.

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

7.6.3 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.

7.7 Conservation of Utilities

7.7.1 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:

7.7.1.1 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.

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

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