4_1 RLP 36C10F23R0105 Appendix B_1 VA Exterior and Site Management Services The Villages FL OPC 11_2_2023.pdf

Appendix B.1 – VA Exterior and Site Management Services The Villages, FL OPC Outpatient Clinic (OPC)

RLP No.: 36C10F23R0105

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Appendix B.1: Exterior and Site Management Services

A. Maintenance Requirements

Lessor will maintain utilities and equipment as prescribed by local codes and references listed in Appendix A.2. Lessor will provide records of the maintenance in the format and frequency required by the VAMC to ensure compliance with TJC.

The Lessor shall have a building maintenance person on site during the Clinic Normal Hours of Operation (or as requested by LCO), to promptly correct deficiencies immediately upon notification. The Lessor must have a building superintendent or a local, designated representative available to promptly correct deficiencies or attempt to correct deficiencies upon notification of such condition from VA.

The Lessor’s superintendent or designated representative shall correct or attempt to correct deficiencies within the following timeframes:

a. EMERGENCY CALLS

Service calls will be classified as emergency calls when the condition constitutes an immediate danger to personnel, threatens to damage property, or has a direct impact on operations or security. Classification of calls as emergency shall be at the sole discretion of the government. During normal working hours, Lessor’s on-site superintendent shall respond immediately upon notification. Emergencies occurring at other than normal working hours shall be responded to (on scene) within 60 minutes of receipt of call. Lessor shall repair or neutralize the emergency condition before departing the site. If necessary, Lessor shall acquire material by quickest available means and include work outside normal hours. If further labor or materials are required after the emergency is neutralized, the Lessor shall have the repairs completed within three (3) working days or within such other reasonable time as agreed to by the government. The Lessor shall have available generally used spare parts and common building materials to support emergency requirements. Lack of standard material shall not be a cause for non-performance.

b. ROUTINE CALLS

Service calls will be classified as routine when the condition does not qualify as an emergency call. Eighty-five (85%) of all routine calls shall be completed within five (5) working days after the receipt of the call, with remainder being completed within ten (10) working days If no substantial attempt has been made to correct the deficiencies within the specified time, action will be taken by VA to correct such deficiencies and the cost of repairs will be deducted from the next month's rental payment.

The Lessor shall provide the labor, material, and supervision to adequately maintain the structure, the roof, the exterior walls, windows, doors, and any other necessary building appurtenances to provide watertight integrity, structural soundness, and acceptable appearance.

The Lessor's maintenance responsibility includes initial supplies of all items, materials, and equipment necessary for such maintenance. All maintenance work will be done in accordance with applicable local Building Codes and ordinances, and inspection certificates will be displayed as appropriate.

Maintenance by Lessor includes, but is not limited to, interior and exterior care of the building and the site; all sidewalks, parking areas, driveways, private access roads, lawns, and shrubbery;

utilities; and building service equipment; including all repairs and replacements. All equipment and systems shall be maintained to provide reliable service without unusual interruption, disturbing noises, exposure to fire or safety hazards, or unusual emissions of dirt.

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Lessor shall maintain the Standby and Essential Electrical System as required by NFPA and the Joint Commission, including, but not limited to, weekly, monthly, annually, and triennial tests and activities.

c. FREQUENCY OF MAINTENANCE

At a minimum, the Lessor shall perform the following at the frequency indicated:

(1) Weekly

Mow and edge lawns weekly during the growth season.

Check roof drains and remove any debris from roof and around roof drains that would restrict water flow into the drains to the storage tanks.

(2) Monthly

Remove weeds from around building, parking areas, all landscaped areas (including lawn), and fence borders (both sides of fence).

Mow and edge lawns at least once a month during the dormant season.

Trim and prune shrubbery and trees to maintain an attractive appearance. Shrubbery shall not be allowed to grow up and cover windows.

(3) Quarterly

Provide interior and exterior extermination of insects and rodents. Use of chemicals shall conform to EPA and State requirements. The Lessor shall provide additional service at the request of VA, if any signs of re-infestation appear.

Pest management is to be done using an integrated pest management approach that minimizes the use of toxic chemicals.

Pesticide shall only be applied by persons deemed qualified by EPA and state requirements.

Lessor shall coordinate application of pesticide with the Government and only apply pesticide in a manner that VA agrees is protective of the health of patients, employees, and visitors.

(4) Semi-Annually

Replace all filters in HVAC system. Replace on a more frequent basis if required by the manufacturer’s recommendations.

Drainage Systems

• Inspect and clean all onsite catch basins and storm drain inlets of trash, leaves, and other deleterious materials.

• Detention/retention and silting basins shall be inspected and cleaned of weeds and overgrowth to ensure proper drainage is maintained.

• Basin bottoms should be scarified to maintain the integrity of the drainage design.

(6) Annually

Clean interior of all double-walled HVAC units and drain pans. Cleaning shall be done at times when clinic is not in operation.

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Re-mulch all planting beds.

(7) As Required

Lessor is responsible for the repair and replacement of all light fixture ballasts and starters (refer to GSA Form 1217). Lessor shall replace burned out bulbs and fluorescent tubes in interior and exterior light fixtures. Lessor shall remove bugs from interior of light fixtures.

Lessor is responsible for replacement of worn floor or wall coverings (this includes the moving and returning of furnishings and equipment), unless caused by negligence on the part of VA.

Provide interior extermination of insects and rodents upon any sign of infestation. Use of chemicals shall conform to EPA and State requirements.

Water the grass and plantings as necessary to maintain their health and attractive appearance.

Fertilize all lawn areas at least three times per year. Fertilizer application prior the start of the growth season shall contain weed killer per manufacturer’s recommendations.

Fertilize plants and trees with type of fertilizer recommended by manufacturer. Fertilize with frequency recommended by manufacturer of type of fertilizer used.

Dead plantings or lawn shall be replaced with like kind immediately. Partially dead plantings may be trimmed if, after trimming, a good appearance is maintained.

Rake and remove leaves to ensure a good appearance of the site.

Clean HVAC units inside and out upon any signs of mildew or bacterial growth.

Pans in HVAC units shall be treated as required to prevent mildew or bacterial growth.

d. EXTERIOR CLEANING BY LESSOR

1. Lessor’s Responsibilities

The Lessor shall maintain the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below.

2. Waste and Recycling

The Lessor shall have no responsibility for disposing of hazardous or pathological waste. The

Lessor shall provide collection, disposal, and recycling for all other waste materials generated by VA. Recycling of paper, batteries, and cardboard is required.

Locate waste and recycling containers near the loading dock/service area in accordance with security requirements. The Lessor shall provide and maintain adequate quantity of trash container(s), including compacting equipment based on volume of waste and frequency of collection. As a minimum, provide one (1) each 40-cubic yard, with trash compactor, covered container with weekly collection and removal from site for refuse, trash, and garbage. The Lessor shall provide two (2) each minimum 20 cubic yard covered containers for recycling, and remove recycled materials bi-weekly. For the first 90 calendar days after clinic receives a certificate of occupancy, provide an additional 40 cubic yard container which shall be collected bi-weekly.

3. Extermination

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Extermination of insects and rodents shall be provided on a regular basis (minimum of every three (3) months), and upon any sign of infestation. Use of chemicals shall conform to EPA and state requirements. If any signs of re-infestation appear, additional service shall be provided by the Lessor at the request of VA.

4. Frequency

At a minimum, the Lessor shall perform the following at the frequency indicated:

(1) Daily

Building entrances, yards, and exterior structures: Pick up trash, litter, debris, and cigarette butts.

(2) Three Times Weekly

Sweep landings, steps, and sidewalks.

Police all sidewalks, parking areas, green areas, planting beds, driveways, lawns, shrubbery, outside loading dock areas, platforms, etc., to maintain a neat and attractive appearance. This shall include, but not be limited to, the removal of cigarette butts, debris, litter, trash, limbs, etc.

(from both sides of fences).

(3) Quarterly

Lessor shall clean bugs from the interior of exterior light lenses.

Clean balconies, ledges, courts, areaways, gutters, and flat roofs.

Clean mildew from exterior of building, smoking shelter, gazebo, sidewalks, and roof areas, etc.

(4) Semi-Annually

Wash outside of all exterior windows, and all exterior plate glass around entrances, lobbies, vestibules, and skylights.

(5) Annually

Clean exterior of building. Remove all spider webs, wasp nests, dirt dauber nests, stains, etc.

B. Exterior janitorial supplies and services:

At a minimum, the Lessor is responsible for and to perform i) the following tasks at ii) the frequency indicated:

Tasks Frequency

Exterior

Landscaping and Grounds Pick up trash, cigarette butts, litter, and debris (yards, entrances, exits, patios, gazebo, exterior structures, and dock) Daily

Trash shall be removed from the site and placed in appropriate containers Daily All exterior trash receptacles shall be emptied, and liners changed Daily Repair and replacement of all light bulbs, fluorescent tubes, ballasts, and starters. Replace burned out bulbs and fluorescent tubes in interior and As necessary

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Sweep landings, steps, sidewalks. Police all sidewalks, parking areas, green areas, planting beds, driveways, lawns, shrubbery, outside loading dock areas, platforms, etc., to maintain a neat and attractive appearance. This shall include, but not be limited to, the removal of cigarette butts, debris, litter, trash, limbs, etc. (from both sides of fences).

3 times a week

Mow lawn (when Dormant) Weekly (at least Monthly) Edge lawns (when Dormant) Weekly (at least Monthly) Trim and Prune shrubbery and trees to maintain an attractive appearance.

Shrubbery shall not be allowed to grow up and cover windows. Monthly

Remove weeds - property wide from around building, parking areas, all landscaped areas (including lawn), and fence borders (both sides of fence). Monthly

Fertilize all lawn areas. Fertilizer application prior to the start of the growth season shall contain weed killer per manufacturer’s recommendations. 3 times per year

Fertilize plants and trees with type of fertilizer recommended by manufacturer. Per fertilizer type

Inspect, clean onsite catch basins storm inlets of trash and debris Semi Annually Re-mulch all planting beds Annually Replace dead plants, trees and/or lawn with like kind immediately. Partially dead plantings may be trimmed if, after trimming, a good appearance is maintained.

As needed

Rake and remove leaves for good appearance of the site As necessary Water the grass and plantings as necessary to maintain their health and attractive appearance As necessary

Management of on-site detention and/or retention ponds (maintenance and compliancy requirements) – See more detailed description below in the document

Monthly

Control management of animals (e.g., geese) on-site and cleaning of waste on sidewalks leading to the facility As necessary

Building Sweeping and cleaning of Exterior Building Entrances, Exits, Patios and Dock Daily Glass cleaning - clean interior and exterior side of exterior doors and entrance glass Weekly

Check roof drains and remove any debris from roof and around roof drains that would restrict water flow into the drains to the storage tanks. Weekly

Clean bugs from interior and exterior lights (e.g., light lenses) Quarterly Clean balconies, ledges, courts, gutters, flat roofs, areaways Quarterly Clean mildew from building exterior, sidewalks, roof areas, smoking shelters, gazebos, and sidewalks, etc. Quarterly

Pest control interior and exterior of insects and animals (Control pests as appropriate, using Integrated Pest Management techniques, as specified in the VA Environmental Management Integrated Pest Management Technique Guide (E402- 1001).

Use of chemicals shall conform to EPA and State requirements. The Lessor shall provide additional service at the request of VA, if any signs of re-infestation appear.

Pesticide shall only be applied by persons deemed qualified by EPA and state requirements.

Quarterly, at a minimum, or as necessary

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Lessor shall coordinate application of pesticide with the Government and only apply pesticide in a manner that VA agrees is protective of the health of patients, employees, and visitors.

Wash outside windows and glass around entrances, lobbies, vestibules and skylights Semi Annually

Replace all HVAC system filters. Replace on a more frequent basis if required by the manufacturer’s recommendations. Semi Annually

Clean interior of all double walled HVAC units and drain pans. Cleaning shall be done at times when clinic is not in operation. Annually

Clean HVAC units inside and out upon signs of mildew or bacterial growth As necessary Pans in HVAC units shall be treated as required to prevent mildew or bacterial growth. Upon any signs of mildew or bacterial growth, the pans shall be immediately addressed.

As necessary

Remove snow and ice at entrances, sidewalks, parking lots and approaches As necessary (before 6:00 am)

Clean exterior of building. Remove spider webs, stains, wasp nest, etc. Annually

(1) The Lessor shall furnish all supplies, materials machinery, appliances, supervision, and labor necessary to provide pest control (including pests of all kinds), exterior cleaning / disinfecting and maintenance (including mowing, snow / ice removal) and exterior trash receptacle services (i.e., to appropriately perform the tasks listed in the above table). Services shall be provided in all exterior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described in the above table.

(2) See Item C: Cleaning and Disinfecting Requirements below.

(3) Work Schedule

Work will be accomplished at times as to minimize disruption to Clinic (or as directed by LCO). Lessor shall ensure that sufficient employees are available to prepare the Clinic and grounds to see patients at start of Clinic Normal Hours of Operation.

(4) Safety and Special Procedures

The Lessor shall consider the clinical environment and ensure that the maintenance staff is instructed on applicable safety precautions and special requirements. The maintenance staff shall comply with applicable Federal, State, and Local safety and fire regulations and codes. The Lessor shall immediately bring to the attention of the Government any fire and safety deficiencies. The Lessor shall take reasonable safety precautions to promote a safe environment within the lease premises.

(5) Equipment and Materials

All equipment and materials used in the performance of this contract will be cleaned and stored properly at the end of the workday. Carts and/or equipment will not be left unattended for any reason while patients are in the clinic or on the leased premises. Lessor shall ensure all equipment, tools, and supplies meet necessary safety requirements and staff has full working knowledge of their use. The Lessor shall provide all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of maintenance services.

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The Lessor shall provide clear plastic linings for all exterior trash receptacles. All accumulated waste shall be removed and disposed of in the dumpster. Hazardous waste shall be picked up and stored in a designated storage area. Supplies to be used shall be approved by the Government. Specifications for supplies are as follows:

• Trash receptacle liners: (a) Polyethylene, flat type, 33 inches long, 52 inches wide, .66 millimeters thick; (b) Polyethylene, flat type, 24 inches long, 33 inches wide, .31 millimeters thick; (c) Polyethylene, red bags (biohazard) 33 inches long, 52 inches wide and 24 inches long, 33 inches wide

• Window cleaner: Ammonia type sufficient to remove smoke film and dust.

• A copy of the MSDS sheets for all products used shall be maintained at the clinic and shall be available for review by VA upon request.

C. Cleaning and Disinfecting Requirements:

(1) The Lessor shall routinely wipe down all solid, high contact surfaces in common and high traffic areas using soap and water, followed by a disinfectant from the EPA-registered list of products. Cleaning staff shall use products in accordance with directions provided by the manufacturer, including the use of personal protective equipment (PPE), if applicable. Disinfection application and products should be chosen so as to not damage interior finishes or furnishings.

(2) “Routinely,” for purposes of this section, is defined as no less than once daily. More frequent cleaning and disinfection may be required based on level of use.

(3) Examples of interior and exterior common and high traffic areas include, but are not limited to, handrails / guardrails, door knobs, key card scan pads, light switches, countertops, table tops, water faucets and handles, elevator buttons, sinks, toilets and control handles, restroom stall handles, toilet paper and other paper dispensers, door handles and push plates, water cooler and drinking fountain controls, benches, bus stops, flagpoles and canopy columns (surfaces up to 6’-0” high), flagpole operating mechanisms, trash receptacles and dock leveler devices. Disinfected surfaces should be allowed to air dry.

D. Stormwater Management Facility Maintenance (SMF)

The Lessor is responsible for the maintenance, regulatory compliance requirements, and cost of any on-site stormwater management systems. All stormwater systems shall be kept in good working order.

Lessor shall be responsible for the removal all trash, debris and nuisance vegetation from systems.

End of Appendix B.1: Exterior Janitorial and Site Management Services