4 RLP 36C10F23R0075 Appendix B Janitorial Services and Site Maintenance Nashville TN OPC - 8-10-2023.pdf

Appendix B – VA Janitorial Services and Site Management Services Nashville, TN Outpatient Clinic (OPC)

RLP No.: 36C10F23R0075

Appendix B: Janitorial and Site Management Services

A. Interior janitorial supplies and services:

(1) VA shall provide interior janitorial supplies and services with the following exceptions which shall be performed by the Lessor and are the responsibility of the Lessor:

Tasks Frequency

Interior

Clean interior windows Monthly Provide extermination services for bed bugs, fleas and other infestations As necessary Change light bulbs in the building’s interior and exterior As necessary

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

B. Exterior janitorial supplies and services:

At a minimum, the Lessor shall perform i) the following tasks at ii) the frequency indicated:

Tasks Frequency

Exterior Landscaping and Grounds Pick up trash, cigarette butts, litter, and debris (entrances, exits, patios, gazebo, 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 Replace light bulbs, fluorescent tubes, ballasts, and starters As necessary Sweep landings, steps, sidewalks 3 times a week Mow lawn (Dormant) Weekly (Monthly) Edge lawns (Dormant) Weekly (Monthly) Trim and Prune shrubbery and trees Monthly Remove weeds - property wide Monthly Fertilize lawn 3 times per year Fertilize plants and trees Per fertilizer type Inspect, clean onsite catch basins storm inlets of trash and debris Semi Annually Re-mulch planting beds Annually Replace dead plants and trees immediately As needed Rake and remove leaves for good appearance As necessary Power wash sidewalks within 100 feet of the building Every two years Management of on-site detention and/or retention ponds (maintenance and compliancy requirements) – See more detailed description below in the document

As necessary

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

Bed bug, flea and/or roach response treatments required within 24 hours of notification, at VA’s request and cost As necessary

RLP No.: 36C10F23R0075 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

Clean bugs from interior and exterior lights Quarterly Clean balconies, ledges, courts, gutters, flat roofs, areaways Quarterly Clean mildew from building exterior, sidewalks, roof areas, parking lot shelters and bus stop shelters Quarterly

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

Quarterly, at a minimum, or as necessary

Wash outside windows and glass Semi Annually Replace HVAC system filters Semi Annually Clean interior of all double walled HVAC units and drain pans Annually Clean HVAC units inside and out upon signs of mildew or bacterial growth As necessary Pans in HVAC units shall be treated upon signs of mildew or bacterial growth 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 indicated. Work schedule shall be from 7:00 AM to 11:00 PM, (or as requested by the LCO), Monday through Friday and 7:00 AM to 12:00 PM, Saturday. The Lessor shall ensure that sufficient employees are available to prepare the clinic and grounds to see patients at

7:00 AM.

(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.

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 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 exterior common and high traffic areas include, but are not limited to, handrails / guardrails, benches, bus stops, flagpoles and canopy columns (surfaces up to 6’-0” high), flagpole operating mechanisms, exterior 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, compliance requirements, and cost of the on-site stormwater management.

(1) General. Requirement--The Lessor shall provide all transportation, materials, parts, tools, specialized equipment, labor, supervision and technical expertise for maintenance of stormwater management facilities (bioretention ponds, Filterra Units, bioretention filters, etc.) located at the Nashville VA Clinic.

(2) Coordination. The Contracting Officer Representative (COR) shall serve as the point-of-contact (POC) for this requirement.

2.1. The contractor must pre-coordinate and preschedule work with the POC.

(3) Specifications. The following specifications shall apply: Contact the COR before accomplishing any work.

3.1. All work shall be accomplished in-accordance with and in compliance with all requirements within applicable Tennessee Department of Environment and Conservation regulations, Bioretention Operation and Maintenance Agreements, Landscape drawings, maintenance record on Storm Water Control Measure (SCM), industry best practices and training, and OSHA codes and regulations.

End of Appendix B: Janitorial and Site Management Services