4 RLP 36C10F23R0105 Appendix B VA Janitorial Services The Villages FL OPC 11_2_2023.pdf

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PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES – The Villages Outpatient Clinic (OPC)

Section 1: General Information

1.1 General: The Lessor shall furnish all supplies, materials machinery, appliances, supervision, and labor necessary to provide complete janitorial services for the clinic. Services shall be provided in all interior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below. The Lessor shall make careful selection of cleaning products and equipment to ensure they are packaged ecologically, environmentally beneficial and/or recycled products that are phosphate-free, non-corrosive, nonflammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes.

1.2 Hours of Operation: The work required by the contract shall be performed daily during Clinic Normal Hours of Operation (or as directed by LCO), excluding Federal Holidays. All work must be completed and the areas ready for the next business day. Any work needed outside these hours must be coordinated within two (2) business days prior with the Contracting Officer’s Technical Representative (COR). Other times may be scheduled for floor projects (see each line item for specific times required). Contractor shall provide proposed work schedule to the COR within ten (10) calendar days from receipt of Award. National holidays: The eleven holidays observed by the Federal Government are:

New Year’s Day January 1 Martin Luther King Day Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

When one of the above designated legal holidays falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a legal holiday falls on a Saturday, the preceding Friday shall be observed as a holiday by U.S. Government agencies.

1.3 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work schedule to the COR describing how services will be accomplished. All work shall be coordinated with the COR or designated representative to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.

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Section 2: Definitions & Acronyms

2.1 Definitions:

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

Contractor. Lessor’s suppliers, vendors, or agents responsible to provide specific janitorial supplies and/or services to the government.

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/her authorized technical representative.

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.

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

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

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

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

Quiet Zone. Means normally a noise level of less than 72.B (A) at five feet from the source in patient-occupied areas.

Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, vomits, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

CBI Compliance and Business Integrity CEH Certified Executive Housekeeper COR Contracting Officer Representative EPA Environmental Protection Agency ID Identification IT Information Technology JC Joint Commission

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IHEA International Executive Housekeeper Association NEHA National Executive Housekeeping Association OSHA Occupational Safety and Health Agency PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VA Veterans Affairs

Section 3: Government Furnished Property, Equipment, and Services

3.1 All equipment, material and supplies shall be furnished by the contractor.

The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. Any and all materials and equipment used in performance of this contract will be removed from the facility or stored properly at the end of the workday and secured during the workday. If there is not adequate space to store all equipment on site, the contractor will be responsible for bringing equipment to and from the facility.

Section 4: Contractor Furnished Items and Services

4.1 Unless otherwise indicated or specified, the Contractor shall furnish at their own expense all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of this contract. This includes furnishing restroom supplies such as toilet tissue, multifold paper towels, feminine hygiene products and antimicrobial soap. The Contractor shall also furnish plastic linings for all receptacles including red biohazard bags, that are to be changed daily. These items must comply with 52.208-9 “Contractor Use of Mandatory Sources of Supply of Services”.

NOTE: The COR has the authority to approve all supplies for use and Safety Data Sheet (SDS) sheets are required to be given to the COR upon request.

4.2 Soap dispensers shall not be of the refillable type, where topping off a dispenser reservoir is done from a larger bulk container. Soap dispensers will be of the design that refills come in disposable bags. Soap should be an antimicrobial soap of the same type currently used in the NF/SG hospitals since it has been vetted by Infection Control and has proven user acceptance.

Variations in product selection should be approved by Infection Control at the Gainesville Medical Center. Literature on the antimicrobial hand soap used at this facility and throughout the clinics will be provided upon request.

4.3 Contractor shall be responsible for ensuring all equipment, tools, and supplies used meet the necessary safety requirements and employees have full working knowledge of their use.

4.4 Contractor shall provide disposable curtains and be responsible for curtain removal/install every six (6) months or when visibly soiled.

4.5 Contractor shall provide alcohol-based hand sanitizer for the facility. Sanitizer should be a wall hanging dispenser. Dispensers shall not be of the refillable type, where topping off a dispenser reservoir is done from a larger bulk container. Dispensers will be of the design that refills come in disposable bags. Dispenser should be the same type currently used in the NF/SG hospitals since it has been vetted by Infection Control and has proven user acceptance.

Variations in product selection should be approved by Infection Control at the Gainesville Medical Center.

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4.6 Contractor shall provide walk off mats for the entrance ways when the original mats are no longer serviceable. Contractor shall provide umbrella bags on a stand at each entrance way.

Section 5: Specific Tasks Standards: Aseptic areas apply to the kitchen, dining, and restrooms. Custodial standards apply to the common areas, excluding the dining area, and the rooms. There may be some cases where a room requires a “terminal cleaning” in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas.

5.1 Tasks and Cleaning Performance Standards

The following table summarizes the tasks required under this PWS.

Tasks Performance Measures

Acceptable Quality Level

(AQL)

Remedies/Incentives

1. Empty waste cans and reline Daily 95% Positive or Adverse CPARS rating; Letter of Concern after every third reported adverse incident; Repeated instances may lead to termination of the contract

2. Place furniture in proper locations Daily 95%

3. Spot clean/wash interior windows and door glass Daily 95%

4. Dust mop/wet mop all tile/LVT floors. Use of floor scrubber may be needed.

Daily 95%

5. Clean public restrooms Daily 95%

6. Check and Refill all paper towel, toilet paper, feminine hygiene products and soap dispensers

Daily 95%

7. Clean and organize all housekeeping closets Daily 95%

8. Clean/sanitize all bathrooms utilizing a germicidal disinfectant

Daily 95%

9. Dust all horizontal and vertical surfaces Daily 95%

10. Spot clean furniture As needed 95%

11. Spot clean waste cans As needed 95%

12. Empty Recycling Containers As needed 95%

13. Wash walls and doors As needed 95%

14. Vacuum carpets, entrance mats, and runners Daily 95%

15. Polish all stainless steel Weekly 95%

16. Shampoo/extract carpets utilizing soil retardant

Monthly and as needed 95%

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17. Interior and Exterior of windows and doors on first floor level

Daily and spot clean as needed

95%

18. Hard surfaces Daily/ as needed 95%

19. Change curtains Semi-annually and as needed 95%

20. Unoccupied room cleaning Daily 95%

21. Cleaning of GI procedure rooms and stretchers between cases

Daily 95%

22. Cleaning of SPS and filling out SPS cleaning log Daily 95%

23. Remove soiled linens and transport to collection site Daily 95%

24. Restock clean linens Weekly 95%

1. Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and the furniture shall be moved back 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.

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

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

2. 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.

3. Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed.

The ducts shall be cleaned as needed. Duct cleaning one (1) time per year.

4. Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls.

5. 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.

6. Floor maintenance (non-carpeted):

a) The Contractor shall wet-mop and scrub using germicidal type detergent to sanitize all accessible floor areas including corners and abutments. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or

6 | P a g e mop strands remaining in the area. The Contractor shall not mop carpeted floors.

The Contractor shall change water in mop bucket in between room cleanings.

b) 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 to clean underneath and shall return items to their proper position.

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

7. Furniture and Flat Surface Cleaning:

a) 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.

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

c) The Contractor shall dust all wall surfaces, door frames, shelves, equipment, window sills, ledges, hand rails, etc.

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

a) The Contractor shall spot clean upholstered furniture as required.

b) The Contractor shall steam clean or deep-clean upholstered furniture as required.

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

10. 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.

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

12. Venetian Blinds: The Contractor shall vacuum and damp clean all blinds to remove surface dust, vacuum drapes in place.

13. Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills. The contractor is not responsible for the highest interior windows.

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14. 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 refrigerator.

15. 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.

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

17. Unoccupied Rooms: Cleaning of unoccupied rooms should be performed weekly to remove dust from all surfaces, the restroom should be cleaned, and the commode flushed to prevent hard water deposits.

18. Miscellaneous:

a) 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.

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

19. Restrooms:

a) The Contractor shall clean and sanitize sinks, urinals, and toilets.

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

c) 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.

d) 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.

e) The Contractor shall damp-wipe and polishes the chrome fixtures.

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

g) The Contractor shall furnish and replenish restroom supplies for example: soap dispensers, paper towels, toilet tissue and sanitary napkins. The Contractor shall ensure sufficient supplies are provided.

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

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20. Waste:

a) Daily, all trash containers throughout the facility shall be emptied and returned to their original locations. Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall be removed. All trash containers, waste baskets, etc. shall be fitted with a biodegradable disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in the nearest outside trash collection container as directed by the COR.

Trash receptacles shall be left clean, free of foreign matter, and free of odors. The Contractor shall change out sharps containers in exam rooms, medication rooms, or any other designated area when 2/3 full and place sharps container(s) in soiled utility room for scheduled pick-up. Litter Removal: The Contractor shall pick up and dispose of litter and trash from the entrances and perimeter of the building.

b) ‘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. Supplies:

a) Contractor shall ensure examination rooms/restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, paper towels, and toilet paper are not depleted. Supplies shall be stored in designated areas and shall be kept up off the floor. If supplies run out prior to the next service date, contractor shall refill within 24 hours of notification.

b) Soap dispensers shall not be of the refillable type, where topping off a dispenser reservoir is done from a larger bulk container. Soap dispensers will be of the design that refills come in disposable bags. Soap should be an antimicrobial soap of the same type currently used in the NF/SG hospitals since it has been vetted by Infection Control and has proven user acceptance. Variations in product selection should be approved by Infection Control at the Gainesville Medical Center. Literature on the antimicrobial hand soap used at this facility and throughout the clinics will be provided upon request.

22. Linens:

a) Linens should be ordered through the Lake City laundry plant weekly. Once linens arrive, they should be stocked in all areas. Par levels should be checked daily to insure proper amounts are ordered.

b) Dirty linens should be collected daily and moved to the collection site. Soiled linens should be loaded on the linen truck weekly and clean linens removed.

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23. GI LAB:

a) Contractor shall provide a housekeeper throughout the business hours of the clinic.

Procedure room cleaning occurs between each procedure. Soiled linens are removed from stretchers and new linens applied.

b) Cleaning procedure

i. Put on appropriate Personal Protective Equipment (PPE).

ii. Remove general waste and regulated medical waste (RMW).

iii. Remove soiled linen.

iv. Using EPA approved germicidal wipes completely clean trash cans and linen hampers. Re-line waste receptacles with plastic bags and linen hampers with cloth and plastic bag.

v. Clean vents.

vi. Using EPA approved germicidal wipes clean procedure lights, procedure table and arm extension, shelves, countertops, cabinets, furniture, three (3) stainless steel panels on wall and all other horizontal surfaces in the room.

vii. Clean monitors using EPA approved germicidal wipes. If the monitors are visibly soiled or contaminated, then notify the O.R. Nursing Staff and they will clean the monitors/viewing screens.

viii. Clean Philips viewing screen with EPA approved germicidal wipes and wipe dry with microfiber cloth. Philips viewing screen is the four-view screen over the operating table.

ix. Put out wet floor signs at the entrance way.

x. Using EPA approved germicidal product, clean walls, ceilings, and floors.

xi. Pick up wet floor signs when floor is dry.

xii. Remove gloves and wash hands.

xiii. Make up stretcher or operating bed with clean linens.

c) Caution.

i. Never leave a cart unattended. An unattended cart poses a Biohazard risk and could impede the safe and timely evacuation of the floor. (Joint Commission Means of Egress- LS.02.01.20 EP 13)

ii. Never reach into or push down on a bag to compress waste or linen. The waste or linen poses a Biohazard risk and a risk of injury by sharp objects that have been discarded.

iii. Extreme care must be exercised to ensure that hands do not meet the interior of a plastic bag of waste when removed from waste receptacle.

iv. Never allow a contaminated linen bag to brush against your body. A contaminated bag poses a Biohazard risk for contamination of your uniform and a risk of injury by sharp objects that have been accidently discarded.

v. Waste shall never be carried from one room to another to prevent cross contamination.

vi. Gloves shall be changed, and hands shall be washed between each room cleaned/serviced to prevent cross contamination.

vii. Refer to Isolation Terminal Cleaning.

viii. The main corridor will have all items moved from the wall so that high dusting will be completed to include ceiling vents. The floors will be EZ-trapped and auto scrubbed daily by 2nd shift.

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ix. Curtains are scheduled to be washed twice a year or when curtains become visibly soiled or contaminated.

x. All janitorial equipment will be properly cleaned and stored at the end of each shift in the Housekeeping Aid Closet (H.A.C.).

xi. All housekeeping carts will be properly cleaned, re-stocked with supplies, and stored properly in the housekeeping closet at the end of each shift.

xii. Soiled microfiber mops will be placed in a plastic bag for transport to the soiled room.

24. Sterile Processing Service (SPS) Areas:

a) SPS is cleaned throughout the day and deep clean nightly. SPS cleaning logs should be filled out daily.

b) Daily Schedule.

i. Put on the proper Personal Protective Equipment (PPE).

ii. Remove trash and soiled linens, place in appropriate containers.

iii. Put out wet floor signs.

iv. Wipe clean trash cans and linen hampers with EPA approved germicidal disinfectant cleaner.

v. Clean restroom.

vi. Spot clean walls.

vii. Mop floors using cleaning solution.

viii. The Decontamination Unit will be the last SPS room cleaned. Clean the decontamination room only if it is not in use by SPS staff. PPE includes:

yellow gown, booties, gloves, hair bonnet, and facial mask. Clean vents, windows, windowsills, walls, and floors. Floors will be cleaned using a clean mop head and a suitable EPA approved germicidal detergent stored in the housekeeping aide closet adjacent to the ante room. The designated mop and bucket will not be utilized in any other area of the facility. The mop head will be changed immediately after utilization in the Decontamination Unit. After cleaning this room, remove and discard PPE just prior to leaving this area.

ix. In both Prep room and Decontamination room floors will be scrubbed using EPA approved germicide in an auto scrubber (Each area has an assigned auto scrubber and should never be used in other areas).

c) Twice Weekly Schedule.

The dumbwaiter will be cleaned utilizing suitable EPA approved germicidal detergent.

d) Weekly Schedule.

The SPS office is vacuumed weekly. All windowsills, doors and door hardware and light switches are cleaned weekly utilizing suitable EPA approved germicidal detergent.

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e) Monthly Schedule.

Ceiling, vents, doorframes, air duct tops, and light fixtures will be cleaned with a suitable EPA approved germicidal cleaner, beginning in the sterile prep area and finishing in the decontamination area.

f) Twice Annually Schedule.

i. All walls throughout SPS will be washed twice annually utilizing suitable EPA approved germicidal detergent. All floors will be scrubbed and refinished as needed and stripped and refinished twice per year and/or as necessary.

ii. EMS Staff will utilize the SPS Cleaning Log located on the H.A.C. door to initial the date each item is completed.

iii. SPS Storage Areas on the wards will be damp mopped daily using a clean mop head and suitable EPA approved germicidal detergent. All high touch surfaces will be cleaned daily including the light switch, door, and door hardware. All vents, doorframes, air duct tops will be cleaned monthly.

Twice annually, all walls will be washed, and floors will be restored or refinished as necessary.

g) Notes.

i. Gloves shall be changed, and hands shall be washed between each room cleaned/serviced to prevent cross contamination.

ii. Sanitation/cleaning materials will be furnished to the clean areas and the decontamination area of the SPS Section and will not be used in any other areas of the Medical Center. Dry sweeping, dry dusting, and burnishing is prohibited at all times in SPS.

25. MRI:

a) MRI is cleaned once daily after clinical hours or as requested.

b) Cleaning procedures.

i. Remove all metal and/or magnetic devices from self; including keys, batteries, identification cards, cellular phones, pagers, credit cards, hearing aids, jewelry, metal hair bands, and metal belt buckles. All removed metal items should be secured in the employee’s wall locker.

ii. Enter the clinic with appropriate Personal Protective Equipment (PPE).

iii. Pull and empty all trash. Use both hands and hold liner away from your body to avoid possible injury. Clean trash cans inside/outside and double bag trash cans with appropriate bags.

iv. High damp dust ceiling areas, vents, window ledges, top of refrigerator and all horizontal surfaces.

v. Damp dust all furniture ledges and check with supervisor to determine what equipment is not to be handled by environmental services.

vi. Replace sharps containers that are ¾ full.

vii. Spot clean walls to remove dirt and soiled areas.

viii. Clean windows using window cleaner and paper towels.

ix. Clean all restrooms.

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x. Refill paper towel dispensers, toilet paper dispensers, soap dispensers, toilet seat cover dispensers if applicable, sanitary napkins and sanitary napkin bags if applicable.

xi. Sweep floors using nonmetallic Microfiber System. Ensure to sweep under furniture, around exam tables, and under/around desk areas.

xii. Place nonmetallic wet floor signs at entrance/exit ways.

xiii. Mop floor using nonmetallic microfiber system. Start mopping at the farthest room/interior hallway from entrance area and work back toward the entrance/exit way. Ensure to mop under furniture, under/around desk areas, around exam tables, and under/behind trash cans. Remove wet floor signs when floors are dry and recover all cleaning equipment.

xiv. When cleaning is complete in MRI and the supervisor/work leader has inspected the area; ensure that all equipment is clean, organized, and placed back in the MRI housekeeping closet. Ensure that the housekeeping cart is clean and stocked with paper items, cleaning supplies/chemicals, and soap refills. Ensure that the housekeeping closet is clean including sink and stocked with necessary items as well.

xv. Secure doors and turn off lights.

xvi. Ensure that all microfiber soiled mops are placed in large clear plastic bags and transported to the washroom and placed in soiled wash hampers.

Transport trash and soiled linen to appropriate areas.

xvii. Remove PPE (gloves) and wash hands thoroughly.

c) Caution.

i. Never leave a cart unattended. An unattended cart poses a Biohazard risk and could impede the safe and timely evacuation of the floor. (Joint Commission Means of Egress- LS.02.01.20 EP 13)

ii. No employee will be allowed admittance into the MRI procedure rooms if they have metal in their bodies from injuries or accidents such as in the eye, Aneurysm clips, Neural stimulators, Replaced metal joints or bolts, Pacemakers etc.

iii. Never reach into or push down on a bag to compress waste or linen. The waste or linen poses a Biohazard risk and a risk of injury by sharp objects that have been discarded.

iv. Extreme care must be exercised to ensure that hands do not meet the interior of a plastic bag of waste when removed from waste receptacle.

v. Never allow a contaminated linen bag to brush against your body. A contaminated bag poses a Biohazard risk for contamination of your uniform and a risk of injury by sharp objects that have been accidently discarded.

vi. Waste shall never be carried from one room to another to prevent cross contamination.

vii. All items brought into the MRI area concerning equipment and supplies need to be tested with the magnet supplied by the MRI staff. If any item is metal, the magnet will be drawn to it and that item cannot be brought into the room.

viii. Gloves shall be changed, and hands shall be washed between each room cleaned/serviced to prevent cross contamination.

ix. Do not leave bags of soiled/dirty microfiber mops in the housekeeping closet.

26. Radiology:

a) Radiology is cleaned throughout the day and after clinical hours.

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27. Terminal Isolation Cleans:

a) Terminal Isolation cleans could be required throughout the clinic for multiple of reasons.

b) Cleaning procedures.

i. Coordinate with staff to ensure isolation cleaning is needed.

ii. Ensure appropriate personal protective equipment (PPE) is worn and follow Universal Precautions.

iii. Place wet floor/caution sign at doorway.

iv. Consolidate trash and place into trash bin.

v. Put on all PPE (Gown, Gloves, Mask, and eye protection).

vi. For disposable curtains, properly dispose and replace.

vii. Damp dust all high exposed flat surfaces with disposable microfiber duster or damp wipe.

viii. Clean room from top to bottom and clean to dirty with EPA approved germicidal wipes (ceiling, vents, walls, pay special attention to high touch/use areas).

ix. Stainless steel and wood furnishings will be sanitized using EPA germicidal wipes. Stainless steel and wooden furniture parts will be polished with the appropriate stainless steel or furniture spray polish. Only apply spray solutions to a total wipe towel. If any overspray/residue gets on the floor, ensure the area is wiped completely dry.

x. Sweep floor and deposit debris into trash can.

xi. Remove solid and regulated medical waste (red) bags, tie bags and place sealed bag in rolling trash container.

xii. Remove PPE and wash hands thoroughly.

xiii. Place gloves back on.

xiv. Complete utilizing an EPA approved bleach solution.

xv. Clean waste cans inside and out using EPA approved germicidal wipes.

Reline solid waste and regulated medical waste cans (double bag).

xvi. Mop floors using EPA approved germicidal solution. Pay attention to corners, baseboards, and under furniture.

xvii. Conduct visual room inspection from top to bottom to ensure mirrors, glass, vents, furniture, and equipment are not soiled or have cleaning solution residue. If a film is present, wipe with paper towel after wet/dwell time.

xviii. Remove PPE and wash hands thoroughly.

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c) Caution.

i. Never leave a cart unattended.

ii. Waste shall never be carried from one room to another to prevent cross contamination.

iii. Never reach into or push down on a bag to compress waste or linen.

iv. Extreme care must be exercised to ensure that hands do not come in contact with the interior of a plastic bag of waste when removed from waste receptacle.

v. Never allow a contaminated linen bag to brush against your body.

vi. Do not remove wet floor/caution signs before the floor is dry.

vii. Use caution when cleaning near electronic equipment and keyboards to avoid causing liquid damage.

viii. Never apply spray products directly onto surfaces; Always spray on paper towel or sponge first. Use care to ensure residue doesn’t get on the floor.

ix. Gloves shall be changed, and hands shall be washed between each room cleaned/serviced to prevent cross contamination.

x. Refer to SOP 75 C-Diff/MRSA Two-Step Cleaning Process if room is C- Diff or MRSA.

5.2 Contractor Personnel

1. The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel.

The supervisor shall develop and evaluate the environmental sanitation procedures in order to ensure compliance with all provisions contained in this contract.

2. The CEH shall have at least one (1) year of prior experience as a CEH Manager within the last three (3) 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.

3. The CEH or stand-in representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within two (2) hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within three (3) hours.

4. The contractor’s employees shall be fluent in English and shall be able to read, write, speak, understand, and communicate effectively in English.

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

a) List of employees who will provide services under this contract

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b) Name, telephone number and address of the CEH

c) List of shift supervisors

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

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

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

9. 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.

10. 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.

5.3 Safety Training Requirements

1. The Contractor shall consider the clinical environment and instruct his/her employees on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human excretions, blood, vomit, etc., from both floors and walls. The contractor shall maintain acceptable sanitation standards in accordance with standard commercial practice. Daily handling of known infectious materials, knowledge of aseptic techniques as related to working in this type of environment or any careless handling of this type of material could be a source of infection for patients and personnel.

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

3. 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. 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.

4. To ensure competent and safe performance of the work under this contract, the Contractor shall provide appropriate training to employees prior to the beginning of

16 | P a g e service under this contract. This includes any OSHA or specific SDS instructions for chemicals, etc., use in performance of the contract.

5.4 Contractor’s Attire and Identification

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.

2. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) 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.

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.

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

5.5 Contractor Training

1. Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below under item 5.5.2. 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.

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

a) 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.

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

c) Proper use and handling of germicidal detergents, supplies and equipment.

d) Care and maintenance of Contractor and Government-furnished property.

e) Familiarization with local fire preventing and safety procedures.

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

g) Familiarization with the Contractors procedures manual.

h) Individual duties and responsibilities.

i) Procedures for replenishing cleaning supplies and obtaining equipment repair.

j) Role of Contractor’s personnel in the facility and their impact on patient care.

k) Techniques/methods for measuring quality of work performance.

l) Basic orientation to the facility, function, mission, goals.

m) Facility emergency fire and disaster program.

n) Hazardous Communication Standard.

o) Utility Operation.

p) Standard Precautions.

q) Emergency Preparedness.

r) Body Mechanics/Lifting.

s) Accident Reporting.

t) Sexual Harassment.

u) Ethics.

v) TB-Precautions (PPD Hep B).

w) Mercury/Spills.

x) Chemo Waste Handling.

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

3. Compliance and Business Integrity (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.

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

5. 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.

5.6 Contractor’s Quality Control Plan

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 to be limited to the following:

a) 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.

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

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

d) 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.

5.7 Fire Prevention and Emergency Procedures

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

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

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.

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

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.

5.8 Building Security and Keys

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.

2. The Lessor shall provide the Contractor with keys to access the required rooms. Access to restricted areas shall be provided to the Contractor by prior arrangements with the COR. With the exception of keys issued to CEH, keys provided to other Contractor personnel shall not be removed from the premises. Keys shall not be duplicated or issued to any other individuals. All keys not issued for the performance of work being accomplished at the present time shall be secured or returned. The COR or designated representative will perform an inventory of keys assigned to the Contractor at the end of the contract period or as needed. Any keys lost by the Contractor will be replaced by the Lessor. 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.

3. 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.

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4. 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.

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

6. The Contractor shall turn in all lost articles found during the performance of duties to the

COR or designated representative.

7. If the contractor does not have access to an area due to either not having a key or otherwise, the contractor shall immediately notify the COR and cc the Contracting Officer in writing, so that appropriate action can be taken.

8. The engineering, IT, and telephone closets are restricted access. The contractor will not have keys to those areas and will require an escort to those areas.

5.9 Interference to Normal Function

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.

5.10 Damage and Equipment Loss

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.

2. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. Any damage must be reported to the COR immediately for appropriate action.

3. Damage to the building, its contents or loss of Government property, in excess of $100,000 will require a Report of Survey or Investigative Report by VA Personnel.

Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss.

4. 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.

5.11 Handling…