Attachment 1 - HAMS PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

Hospital Aseptic Management System (HAMS) Service

35th Medical Group Facilities, Misawa AB, Japan

Revised: 30 Apr 25

PERFORMANCE BASED WORK STATEMENT

HOSPITAL ASEPTIC MANAGEMENT SYSTEMS (HAMS) SERVICES

TABLE OF CONTENTS

Hospital Aseptic Management Service Contract

Paragraph/Title

1. DESCRIPTION SERVICES

2. GENERAL INFORMATION

3. CLEANING SERVICES

4. SERVICE SUMMARY

5. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

APPENDIX A – ESTIMATED WORKLOAD DATA

APPENDIX B – MAPS AND/OR SITE PLAN OF BLDG 96

MAPS AND/OR SITE PLAN OF BLDG 99

MAPS AND/OR SITE PLAN OF BLDG 1760

MAPS AND/OR SITE PLAN OF BLDG 1370

APPENDIX C – CONTRACTOR FURNISHED PROPERTY, SERVICES AND EQUIPMENT

APPENDIX D – APPLICABLE PUBLICATIONS AND FORMS

APPENDIX E – DEFINITIONS

APPENDIX F – CLEANING REQUIREMENTS BY ROOMS

APPENDIX G – HOUSEKEEPING SUPPLIES COLOR CODEING CHARTS

PERFORMANCE BASED WORK STATEMENT

HOSPITAL ASEPTIC MANAGEMENT SYSTEMS (HAMS) SERVICES

1. DESCRIPTION OF SERVICES.

This is Non-personal Services. The Contractor shall furnish all management, labor, supervision, management support, transportation, cleaning equipment, cleaning supplies and cleaning materials except as specified herein as Government-furnished to provide complete Hospital Aseptic Management Systems

(HAMS) services as described herein. HAMS Services as described herein shall be performed at buildings

96, 99, 1370 (Vet Clinic) and 1760 WRM (War Readiness Material) Warehouse Misawa AB, Japan.

1.1. CONTRACT PERFORMANCE (BASE) CLEANING CODES.

For the purpose of this contract, cleaning requirements shall be distinguished by the level of service required for a given room or area; the level of service will be described as a BASE Cleaning Code Number (BASE#).

Each BASE Cleaning Code is defined in Appendix E, is described and the applicable rooms or areas are detailed in Appendix F, and an Estimated Workload Data by BASE# Code is provided in Appendix A.

2. GENERAL INFORMATION.

2.1. QUALITY ASSURANCE: The Government will evaluate the contractor’s performance periodically, but not less than once per month to monitor performance and determine if services are in accordance with the terms of this contract and Service Summary (SS) (ref para.4). The Contractor will effect necessary corrective action within an hour after receipt of the report of validated defective performance.

2.2. GOVERNMENT REMEDIES. The contracting officer shall follow the requirement of FAR

52.212-4, Contract Terms and Condition – Commercial, for contractor’s failure to correct non-conforming services.

2.3. HOURS OF OPERATION.

Normal operating hours of the facility is 0730 to 1630, Monday thru Friday. The duty hours may be changed if there is instruction from the Base or Medical Group commander.

EXCEPTIONS: Normal hours for the below ward areas are 24 hours a day, 7 days a week.

• Maternal-Newborn (MNU)

• Multi Service Unit (MSU)

• Urgent Care Clinic (UCC)

• Operating Room (OR)

Contractor will provide night shift, weekend and holiday personnel to complete all duties and timelines described within the contract.

2.3.1. Management Oversight.

The on-site representative or the designated assistant is required to be in the facility, 0730 to 1630, 5 days per week. The on-site representative is to be in the facility for as much time as possible during the weekday business hours. On-site representative will not be required to provide services on the U.S. Government

Legal Holidays but will be required to provide services on MTF Closure.

2.3.2. Recognized Holidays and MTF Closure.

. Federal Holidays. Federal Holidays are paid days. Any Federal Holidays falling on Saturday will be observed on the preceding Friday, holidays falling on a Sunday will be observed the following Monday.

EXCEPTION: Ward areas (Maternal-Newborn and Multi-Service Unit), Operation Room and Urgent

Care Services will require service every day, including holidays.

- New Year's Day 1st of January

- Martin Luther King's Birthday 3rd Monday of January

- President's Day 3rd Monday of February

- Memorial Day Last Monday of May

- Juneteenth National Independence Day 19th of June

- Independence Day 4th of July

- Labor Day 1st Monday of September

- Columbus Day 2nd Monday of October

- Veteran's Day 11th of November

- Thanksgiving Day 4th Thursday of November

- Christmas Day 25th of December

*Any additional Federal Holidays that will be signed/approved by U.S. President during the contract lifetime may/may not be considered as Federal Holidays although it may not be listed above.

**Some contractors may be required to work on Federal Holidays as their normal duty days.

2.4. BUILDING SECURITY AND ENERGY CONSERVATION.

The Contractor shall be provided keys or allowed access to all buildings, rooms and areas requiring cleaning. The Government may choose to accompany Contractor personnel when in certain secured areas.

Keys provided to the Contractor shall not be duplicated nor removed from the premises of the Military

Treatment Facility (MTF). All keys not issued for the day shall be retained in the designated locked key box. Only the on-site representative, and on-site representative replacement will be issued a master key and it shall be in their possession while they are on duty. The Contractor shall be responsible for immediately reporting the occurrence of a lost key to the Facilities Management office. The Government at the Contractor's expense shall replace any keys lost by Contractor personnel. In the event a master key is lost or duplicated, the Government shall replace all locks and keys on that system and the total cost deducted from the monthly payment due the Contractor. If a standard key is lost, the Government shall replace the lock for that room and the total cost deducted from the monthly payment due the Contractor.

2.4.1. Key Control.

Contractor employees shall not allow anyone to use any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than Contractor employees performing assigned duties.

All rooms/areas unlocked for cleaning shall not be left unattended during the cleaning process and shall be relocked by Contractor personnel after completion of cleaning duties.

2.4.2. Facility Defects.

If any difficulty is encountered in keeping areas locked or windows closed and locked, the Facility

Management office shall be notified.

2.4.3. Energy Conservation Responsibilities.

When exiting an area, the contractor personnel shall turn off all lights they turned on when entering that area.

2.5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER.

The contractor shall provide the required services 24-hours a day during a declared crisis when required by the Group Commander. The contractor shall provide the government a 24-hour point of contact (POC) at the pre-performance conference and be capable of providing service within 1 hour of notification. The contractor's POC shall be capable of speaking and understanding English and shall be available by either cellular or home telephone. This service is determined to be essential for performance during crisis.

2.6. SPECIAL QUALIFICATIONS.

The contractor shall adhere to the following special qualifications:

2.6.1. Corporate Experience Requirements.

The contractor shall have experience in managing and performing an Aseptic Cleaning Program, as described herein. This experience must have been gained as a result of the company being regularly engaged in the business of providing aseptic services in all the areas of a full-service medical facility. The minimum acceptable experience will be that gained at a full-service medical facility where the company managed the asepsis program over 24 months, within the last 36 months. The contractor shall possess Iryo

Kanren Service Mark (the certificate of medical related service mark).

2.6.2. On-site representative.

The Contractor shall assign an on-site representative to serve solely in Bldg 99. The representative shall be assigned full time duty residence (during the normal working hours of the MTF) as the on-site management representative (of the Contractor) at the individual MTF. The on-site representative shall be available on-site during hours specified as Cleaning Requirement by Room in the Appendix F. The

Contractor shall update a written certification referred to in para 2.6.2.1 below submitted originally to the

Contracting Officer (CO) that the on-site representative meets the requirements of this PWS. These certifications shall be updated in Medical Facility Adapted Manual (MFAM).

2.6.2.1. The Experience Requirements for the on-site representative are as follows: (a) one (1) year of consecutive experience, during the last three (3) years, as an on-site representative in a full-service hospital

(as defined in Appendix E). (b) As on-site representative he/she shall have been responsible for supervision, scheduling work assignments, training, hiring/firing, quality assurance and overall contract performance for their respective company and (c) shall have knowledge of characteristics of the medical facility and infection prevention. As on-site representative, individual shall possess Byoin Seiso Jyutaku Sekininsha

(the certificate of cleaning fiduciary).

2.6.2.2. The on-site representative must be able to read, write, speak, and understand the English language, or accompany a person who is able to read, write, speak, and understand the English language whenever required by the Government.

2.6.2.2.1. On-site representative or accompany personnel English minimum level is preferred

2.6.2.3. Upon notification by the CO of the intent to award the contract, the contractor shall submit the

MFAM (refer to 3.6.) with the other submittal documents. Certification for the original on-site representative will be part of the MFAM. For all replacement or stand-in personnel during the period of the contract the certification of experience required in 2.6.1. through 2.6.2.2. shall be submitted to the CO separately and must include the name, address, and phone number of person to contact at the healthcare facility to verify the experience.

2.6.2.4. If the on-site representative will miss a normal eight (8) hour shift, the COR shall be notified orally and advised of who will be the stand-in representative during this absence.

2.6.2.5. When the on-site representative plans to be absent more than one (1) but not more than five (5) consecutive working days (Monday through Friday and Holidays, excluding Saturday and Sunday), the

COR shall be notified in writing and more than three (3) days in advice of who will be the stand-in representative during this absence.

2.6.2.6. Should the on-site representative be absent for more than five (5) consecutive working days

(including Monday through Friday and Holidays, excluding Saturday and Sunday), the company shall provide a qualified replacement on-site representative during the absence. (Ref para 2.6.2.1.) The COR shall be notified in advance, in writing, of this substitution.

2.6.2.7. Should the on-site representative be terminated, temporary replacement (with Corporate

Operational Management Personnel or on-site representative replacement as defined in paragraph 2.6.3.)

cannot exceed six (6) weeks before a new, fully qualified, on-site representative is provided on site.

2.6.3. On-site representative replacement.

The Contractor shall assign an on-site representative replacement during the on-site representative’s absence. The on-site representative replacement shall be capable of handling all aspects of this contract normally the responsibility of the on-site representative and in the absence of the assigned on-site representative may act as the Contractor's representative as required in para 2.6.2.

2.6.3.1. The on-site representative replacement must be able to read, write, speak, and understand the

English language.

2.6.4. Additional Requirement for applicants who are not a U.S. national. Non-US citizen applicants and their non-US citizen employees are required to have a valid Japanese working VISA prior to the first day of this contract. The applicant is responsible for obtaining any required Japanese working

VISAs

2.7. HEALTH REQUIREMENTS.

The Contractor is responsible for reporting (to the appropriate MTF staff member) all information necessary to assure Hospital records can be maintained correctly, and therefore comply with the Joint Commission

(TJC), Healthcare Standards Institute (HSI), The Occupational Safety and Health Administration (OSHA), National Institute for Occupational Safety and Health (NIOSH), and Centers for Disease Control (CDC) employee health records requirements.

2.7.1. Contractor employees providing services under this contract shall receive a pre-employment physical examination prior to commencement of work and annually thereafter. Health care providers shall report to the Government to receive a pre-employment examination and immunizations/shots prescribed by the MTF. This is at no additional cost to the contractor.

2.7.2. As a condition of this contract, Occupational Safety and Health Administration (OSHA) requires that all contractors who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B Vaccination series, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection by titer screening. Personnel who sign declinations may change their minds at any time and receive the Hepatitis B vaccine without penalty.

Other tests required upon employment include Tuberculosis Skin Test (TST) along with initial and bi-annual Human Immunodeficiency Virus (HIV) Test. Contractors must show proof of previous Measles, Mumps, Rubella/Rubeola (MMR), Tetanus/Diphtheria/Pertussis (Tdap), and Varicella vaccinations or consent to proof of immunity by titer screening. In addition, contractors must receive an Influenza vaccination annually.

2.7.2.1. Public Health and CDC guidelines determine vaccination requirements. Reference AFI 44-108,

4.3. The contractor shall be responsible for assuring that all personnel report to the appropriate government medical office to receive the pre-employment examinations. The government will offer them at no cost to the contractor upon contract award:

- Hep B Vaccination Series (Serological test for those with direct patient care duties are required, may sign declination form if in low risk work environment)

- Tuberculosis Skin Test (TST) or an approved blood assay performed w/in the last 12 months.

For Japanese contractor: Chest X-Ray from a Japanese Occupational Health Doctor will be accepted. If they don’t have it an approved blood assay is required.

- Human Immunodeficiency Virus (HIV) Test, every 2 year (must sign consent form)

- Measles, Mumps, Rubella/Rubeola (MMR) vaccination or proof of immunity (if employee cannot show proof of vaccination, titer must be drawn before administering series)

- Varicella Vaccination or proof of immunity by titer screening (if employee cannot show proof of vaccination, titer must be drawn before administering vaccination)

- Tetanus/Diphtheria/Pertussis (Tdap) (booster every 10 years)

- Influenza, annual IAW DoD policy and annual AF/SG seasonal influenza memorandum

NOTE: Health requirements may change at any time during the contractor’s employment (IAW CDC and

DoD policy). Contractors must comply with any additional health requirements during their employment at the cost of the government.

2.7.3. It is the Contractor’s responsibility to report (to the appropriate MTF staff member) all information necessary to assure hospital records can be maintained correctly, and therefore comply with TJC, OSHA, and CDC health records requirement.

2.7.4. After start of work, in the event of blood borne exposure, the Government will provide follow up and care protocols according to applicable AFIs.

2.7.5. If the abnormal lab results come back during their in-process, it is contractor’s responsibility to receive necessary treatment at contractor’s cost. The member who receives abnormal result may be required to have follow up exam or conference with MTF, but it will be at the Government cost.

2.7.6. PROFESSIONAL LIABILITY RESPONSIBILITY/MEDICAL MALPRACTICE.

This non-personal service contract doesn’t establish a personal service relationship between the health care worker and the Government while the health care worker is performing services under this contract.

The health care worker is required to maintain medical malpractice liability insurance. The Government does not own any responsibility for the health care workers medical malpractice under this contract.

2.7.7. Personal Hygiene.

The Contractor personnel shall be free of body odor and wear a clean uniform/clothing each day.

Fingernails shall be clean and free of dirt. Hair shall be clean and neatly combed. Jewelry must not be worn while working in the hospital.

2.8. PERSONNEL RESTRICTIONS.

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. Nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with DoD Directive 5500.7 (for military).

2.8.1. Military Personnel.

The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and

National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor's ability to perform. Employee absence at any time shall not constitute an excuse for nonperformance under this contract.

2.8.1.1. The Contractor shall not hire military or American civilian personnel who are assigned to the MTF.

2.8.2. Application Precautions.

The Contractor shall ensure employment applications for individuals who are seeking work under the contract shall contain a question asking whether the individuals have ever been arrested for or charged with a crime and if so, a description of the disposition of the arrest or charge is required.

2.8.2.1. The contractor shall conduct background check with local authorities on all employees. The contractor shall not employ any convicted felons. As a proof of background check completion, Aomori

Prefectural Criminal History Check issued by Aomori Prefectural Police Department shall be provided.

2.9. REQUIRED TRAINING.

The prescribed training is the responsibility of the contractor. Training is mandatory for compliance with health care accreditation standards. Training location can be provided as described in para 2.9.3.

2.9.1. Initial Training & Orientation.

Initial intensive training of the work force shall be started and completed within two (2) weeks prior to start of work for all employees who have never received HAMS initial intensive training. Employees who have had previous HAMS training (including specialized area training) shall complete this training within two

(2) weeks after starting work. The following topics shall be included:

(a) A general orientation of basic bacteriological concepts, infection control, and standard precautions, relating duty functions to these areas and the requirements of this PBS.

(b) Complete instruction on obtaining, use, and care of supplies and equipment, and selection and measurement of proper cleaning chemicals.

(c) Duties of each employee and techniques for measuring quality of work performance (including evaluation of cleaning effectiveness).

(d) Familiarization with applicable Federal, State, local, Hospital, and base regulations and policies, (including Health Insurance Portability and Accountability Act (HIPPA), fire prevention, ground safety, employee health, standard precautions, exposure control plan, personal protective equipment (PPE), tuberculosis, respiratory protection plan, and appropriate disaster plan).

(e) Familiarization with all technical and procedural manuals provided as part of the Medical

Facility Adapted Manual (MFAM).

(f) The role of housekeeping in the health facility and its effect on the health and well being of patients.

(g) Techniques for cleaning the maximum asepsis areas such as treatment rooms, and central sterile supply, etc. (for persons being assigned to these specialized areas).

(h) Employee personal hygiene.

(i) Adherence to all work schedules.

(j) Documentation of completion of scheduled work assignments.

(k) Patient/Personnel Relations.

(l) Regulated medical waste, including information on waste categories and waste disposal procedures.

(m) Hazard communication, including location and access to the Safety Data Sheet (SDS) file for products used by the Contractor and Government personnel, a work area hazardous chemical inventory, and standard operating procedures (SOPs) or operating instruction (OI) governing non-routine tasks involving hazardous materials.

2.9.2. Recurring & Developmental Training.

Annual training should be provided in occupational exposure to bodily fluid contaminants.

2.9.2.1. In addition to contractor required training, on-site representative shall attend initial newcomers training and annual recurrent training if required. This training will be scheduled and conducted by the

Medical Group. The training will cover emergency response procedures (fire, typhoon, etc.), infection control, patient privacy, suicide prevention, and other topics as required by regulatory and accrediting agencies. The COR or on-site representative will conduct an initial orientation for each employee and document the training.

2.9.2.2. At the request of the on-site representative, the COR may schedule a suitable training area within the MTF. All training shall be accomplished with the on-site representative in attendance. The ICF

Members, and/or the COR may attend these sessions to participate and/or observe.

2.9.2.3. The on-site representative shall attend at least one contract related training course every two years

(prior to his/her assignment anniversary date). The course shall relate to one (1) or more of the following topics of study: (a) recent developments in infection control, (b) Hospital housekeeping supplies and/or equipment, (c) Hospital housekeeping procedures and techniques, (d) management of regulated medical waste, or (e) personnel management. Rationale behind every two-year requirement is what the National

Environmental Health Association (NEHA) requires for professional development. Certification of completion of the course shall be presented to the COR and filed as documentation of PWS compliance.

2.9.3. Training Records.

Records of all employees training shall be maintained by the on-site representative and made available to the COR on request.

2.9.3.1. The contractor’s manager is responsible for maintaining and documenting all training in a six-part folder established for each employee. The folder will also contain a position description, performance standards, skill competencies checklist for each employee, and any additional training conducted by the contractor (including Hazardous Communications training as specified in para. 2.9.1. (m).

2.9.3.2. This six-part folder will be subject to review by Facility Management Office to ensure compliance with contract and health care accreditation standards.

2.10. CONTRACTOR SAFETY PROGRAM.

The contractor shall develop and maintain a current safety program describing procedures and plans for preventing accidents and for preserving the life and health of contractor and government personnel performing or in any way involved with the performance of this contract. The safety program shall, as a minimum, address responsibilities and procedures that all contractor personnel must follow in the areas of:

(a.) Fire safety (hazard prevention, reporting, evacuation layouts, and extinguishers). (b) Housekeeping safety (protective clothing, protective equipment, storage of chemicals, disposal of waste and chemicals, and use of power equipment). (c) all other devices necessary to protect the employee.

2.10.1. Safety Standards & Guidance.

The Contractor shall comply with the Japanese Industrial Safety and Health Act located http://www.japaneselawtranslation.go.jp/law/detail/?id=1926&vm=&re. Additionally comply with appropriate safety requirements defined in AFI 91-203, AF Consolidated Occupational Safety; TJC; AFI

91-202, Mishap Prevention Program. All work shall be conducted in a safe manner and shall comply with the current Safety and Health Requirements Manual (EM385-1-1) issued by the U.S. Army Corp of

Engineers located http://www.usace.army.mil/inet/usace-docs/eng-manual/em385-1-1/toc.htm. or obtained from Public Works Department Misawa, Facility Engineering Acquisition Division office. The Contractor shall provide all necessary safety and protective equipment and follow all necessary procedures.

2.10.1.1. Comply with safety standards for activities related to accomplishment of this contract.

2.10.1.2. Have procedures to record and report promptly to Facility Management Office and COR all available facts relating to each instance of damage to Government property or injury to either Government or Contractor personnel.

2.10.1.3. Immediately secure and protect any accident scenes or wreckage until released by the accident investigative authority through Facility Management Office and COR.

2.10.1.4. Cooperate and assist Government personnel in conducting an accident investigation.

2.10.2. Safety Data Sheets (SDS).

The Contractor shall post the Safety Data Sheets (SDS) on all chemicals used for housekeeping duties.

SDSs shall be maintained in an OSHA approved binder in the Contractors office room LH-28, at the chemical storage location, and on each housekeeping cart. The SDSs shall be in English and Japanese.

2.10.3. Safety Warning Signs.

The Contractor shall display appropriate warning signs in all areas where the performance may cause traffic obstruction or personnel hazard.

2.10.3.1. The cleaning of lobbies and corridors should not result in wet or slippery floor surface for personnel and patients. This will minimize accidents.

2.10.3.2. Contractor employees shall interrupt their work at any time to allow passage of Hospital patients, personnel, equipment, or carts.

2.10.4. Safety Awareness.

Contractor personnel will attend MTF safety training (initial and annual refresher training) and will participate in all MTF fire drills (Ref 35 MDG OI 41-203).

2.11. UNIFORMS AND CLOTHING.

The contractor (except on-site representative) shall provide standard uniforms to all employees working under this contract. Those uniforms shall be laundered by Government on requirement basis. The uniforms shall be worn as designed by the manufacturer. The uniform shall include shirt or blouse and slacks, skirt, or dress. Uniforms shall be ordered within five (5) days after date of employment. Evidence of such order will be provided to the COR on request.

http://www.japaneselawtranslation.go.jp/law/detail/?id=1926&vm=&re http://www.usace.army.mil/inet/usace-docs/eng-manual/em385-1-1/toc.htm

2.11.1. Identification Badges.

All personnel shall wear MTF-issued identification badges at all times when on the MTF campus and will not wear it when off the MTF campus. Lost badges must be reported to FM immediately. Lost badges shall be reimbursed by the contractor by deducting equivalent value from monthly payment and will be reported to the COR or Facility Management Office. All badges issued must be turned in upon termination of employment with the contractor and at the end of the contract.

2.11.2. Personal Protective Equipment (PPE).

Contractor employees shall wear contractor-furnished personal protective equipment (PPE) as directed by

MTF personnel. Eye protection and gloves shall be worn when mixing corrosive cleaning compounds.

These items shall be fluid resistant and have an impervious quality. Such protective items shall remain the property of the Government and shall not be removed from the MTF. They shall be used then turned in (or destroyed) as directed by the COR or Facility Management Office.

2.12. MEETINGS.

The on-site representative will attend the Infection Control Function (ICF), Environmental of Care (EOC) tour and any other MTF meeting when requested to, in a consultative capacity.

2.12.1. Attendance.

When invited, the on-site representative will attend meetings with the Hospital Executive Staff, and meetings with the Functional Area Chief and the COR. However, the on-site representative does only perform as assistant adviser to COR only as to the subject service.

2.12.2. Schedules.

The COR will notify the on-site representative of meeting schedules and issues requiring input.

2.13. DISASTER SUPPORT.

The Contractor shall be familiar with the Medical Contingency Response Plan (MCRP) for the MTF. The all-contractor personnel shall respond properly to the any disastrous situation without any hindrance to

Government facilities or Government personnel shall be used to notify the on-site representative of a disastrous situation.

2.14. EATING, DRINKING, & SMOKING POLICY.

Eating is permitted in designated areas only. The MTF campus is a tobacco-free environment and smoking is not permitted anywhere in the facility or on the grounds. This includes smoking when parked in the MTF parking lot.

2.15. MISAWA AIR BASE FIRE PREVENTION.

The contractor shall be responsible for fire prevention in all areas, and be free from any potential fire hazards. The contractor shall comply with the following fire prevention guidance. Fire Reporting: 1)

The primary emergency reporting number on Misawa Air Base is 911 or 0176-53-1911 from off base.

Fire Department operations take place out of bldg. 3003. 2) On-base telephones shall have “911” stickers. 3) All contractor-employed personnel shall be familiar with fire reporting numbers and procedures, and shall to put the number “0176-53-1911” into his/or her mobile-phone. Vehicles: 1)

Access for fire fighting vehicles must be maintained at all working sites. 2) Contractor’s vehicles shall not be parked within 15 feet of any fire hydrant of Fire Department connection. 3) Contractor’s vehicles shall give the right-of-way to responding fire/emergency vehicles. Electrical Hazards: 1) All of the contractor’s electrical tools and equipment shall be in good (original) working condition and its maintenance shall be done properly in compliance with manufacturer’s maintenance instructions. 2) All extension cords used shall be equipped with circuit breakers and plugged directly in the outlets (no other extension cords). 3) Building utility panels shall not be blocked by contractor tools/supplies. Storage:

1) Flammable liquids shall not be stored inside the warehouses, next to the buildings, or near exit ways.

2) Fire protection system shall not be obstructed at any time.

2.16. SPECIAL SECURITY REQUIREMENTS.

The contractor shall comply with all Misawa AB security requirements. The government will provide escorts for the contractor, as required. Failure to comply with the security requirements is cause for termination.

2.17. Criminal Background Check.

Background checks are required on all healthcare workers involved in the delivery of healthcare to children under the age of 18 on a frequent and regular basis as stated in DODI 1402.5, Criminal History

Background Checks on Individuals in Child Care Services, Enclosure 5. Contractor personnel receiving an unfavorable criminal background check shall not be allowed to perform under this contract. The contractor is responsible for completing and submitting the government-provided AF 2583 (REQUEST

FOR PERSONNEL SECURITY ACTION) as part of the credentialing package prior to providing service at the MTF. Contractor may need to visit MTF to fill in the form in case they are not able to open attachment outside of government computer. Contractor shall comply with all security and background check requirements as outlined in DODI 1402.5 and other applicable regulations and guidelines.

2.18. National Agency Check (NAC).

The government shall perform security investigations on contractor employees IAW DoD 5200.02, Personnel Security Program, and AFI 33-129, Web Management and Internet Use. The contractor shall submit a request for a NAC to the Unit Security Manager within 5 working days after the first duty day.

Contractor employee receiving unfavorable NAC status shall not be allowed to perform under this contract.

2.19. Base Access.

Prior to start of work, the contractor shall submit a 5 AF Form 99, “Applications for Base Passes” to the

POC of 35th Medical Group, Bldg. 99, for all employees requiring base access to perform the work. The contractor shall submit a 35 FW Form 54, “Application for Vehicle” and copies of the vehicle inspection certificate, for all the vehicles requiring base access under this contract. The contractor shall turn in all base passes to the Visitor Control Section, 35 SFS/SFAP, Bldg. 301, and obtain a return receipt after a pass is no longer needed or the contract expires, whichever comes first. Final payment may be withheld until the required clearances have been accomplished.

2.20. Base Computer Network Access.

Contractor employee are required to have access to the government local area network (LAN) if required.

Contractor shall obtain Common Access Card (CAC) for contractor employee.

2.20.1. Obtain CAC procedure.

CACs are not authorized until the Background check is initiated. Contractor personnel receiving a status other than favorable status on their background check will have their CAC privileges removed. Before completion of their background submission, contractor will submit a Letter of Authorization (LOA) generated by Synchronized Pre-deployment and Operational Tracker – Enterprise Suite (SPOT-ES) for

MTF COR in Medical Logistics. Contractor should not schedule CAC appointment through Military PF

(MPF) until Trusted Agent (TA) will submit and approve them in Trusted Agent Sponsor System

(TASS). Their process to obtain CAC shall take roughly 2 through 3 weeks, therefore contractor has responsible to contact to MTF COR within three 3 business days after award notice was sent by

Contracting Office.

2.21. Physical Security.

Contractor employee shall be responsible for safeguarding all medical information provided for contractor use. At the close of each work period, information shall be secured.

2.22. Credentialing and Privileging.

The contractor shall comply with all applicable DOD, AFMS and 35 MDG credentialing and privileging requirements and be appropriately credentialed and privileged by the 35 MDG Credentials Committee prior to beginning patient care at the MTF and no later than 15 days prior to contract start date. AFI 44-

119, Medical Quality Operations, governs this credentialing process.

2.23. Reporting.

During performance, report any information or circumstances observed that may pose a threat to the security of DoD personnel, contractor employee, resources, and defense information to the Security

Forces. The government supervisor will brief the contractor upon initial on-base assignment of requirements. The contractor shall comply with the requirements of Volume 1, AFI 71-101, Criminal

Investigations Program, and paragraph 1.1 of Volume 2, Protective Security Matters.

2.24. Random Antiterrorism Measures (RAMs).

RAMS are conducted on Misawa Air Base at varying times during a 24-hour period and may consist of measures such as spot checks of identification credentials, random vehicle searches, and site security sweeps. The contractor is subject to participating and cooperating with RAMS as directed by competent authority. Anticipate increased RAMS during implementation of elevated Force Protection Conditions

(FPCONs).

2.25. Reporting Suspicious Activity.

It is the responsibility of all personnel working and residing on Misawa Air Base to be alert for detecting and reporting suspicious criminal or terrorist activity. The contractor shall immediately report any on-base observed suspicious activity to the 35 SFS/BDOC, Bldg. 646. All contractor-employed personnel shall be familiar with suspicious activity reporting numbers and procedures. The primary number for reporting suspicious activity on Misawa Air Base is 911 from a base phone or 0176-53-1911 from a mobile phone or off-base.

2.26. LEVEL I ANTITERRORISM AWARENESS TRAINING FOR CONTRACTORS (JAN

2019)

(a) Definition. As used in this clause—

“Military installation” means a base, camp, post, station, yard, center, or other activity under the jurisdiction of the Secretary of a military department or, in the case of an activity in a foreign country, under the operational control of the Secretary of a military department or the Secretary of Defense (see 10 U.S.C. 2801(c)(4)).

(b) Training. Contractor personnel who require routine physical access to a Federally-controlled facility or military installation shall complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. In accordance with Department of Defense Instruction O-2000.16 Volume 1, DoD Antiterrorism (AT) Program Implementation: DoD AT Standards, Level I antiterrorism awareness training shall be completed—

(1) Through a DoD-sponsored and certified computer or web-based distance learning instruction for Level I antiterrorism awareness; or

(2) Under the instruction of a Level I antiterrorism awareness instructor.

(c) Additional information. Information and guidance pertaining to DoD antiterrorism awareness training is available at https://jko.jten.mil/ or as otherwise identified in the performance work statement.

(d) Subcontracts. The Contractor shall include the substance of this clause, including this paragraph (d), in subcontracts, including subcontracts for commercial items, when subcontractor performance requires routine physical access to a Federally-controlled facility or military installation.

2.27. REQUIRED INSURANCE.

(a) The contractor shall procure and maintain during the entire period of his/her performance under this contract, the following minimum vehicle insurance:

Property Damage – Y2,000,000

(b) Prior to the commencement of work hereunder, the contractor shall furnish to the Contracting officer a certificate or written statement of the above required insurance. The contractor is required to notify the

Contracting Officer immediately upon cancellation or of any material change in the policies adversely affecting the interests of the Government.

(c) The contractor agrees to insert the substance of this clause including this paragraph c, in all subcontracts hereunder

2.28. HIPAA and Business Associate Agreement (BAA).

Refer the Health Insurance Portability and Accountability Act (HIPAA) Business Associate Agreement

IAW AFI 41-200, HIPAA, 25 July 2017 and full text entitled BAA attached to the contract.

3. CLEANING SERVICES

3.1. ASEPTIC CLEANING SERVICES.

All rooms/areas shall be pre-inspected and receive cleaning, protection, and beautification in accordance with the Infection Control Function (ICF)/COR/Facility Management/(FM) approved procedures from the contractor which will specify the proper intervals, solutions, and mixtures appropriate to the intended use for the room/area location within the Medical Treatment Facility (MTF). The Contractor's procedures shall include the wear of appropriate Personal Protective Equipment (PPE) and practices for each cleaning procedure. Mixing of chemicals will be accomplished in areas having permanent eye wash stations and only while wearing proper PPE.

3.1.1. Critical Care Areas.

Those areas indicated on the Room Listings that require total aseptic cleaning to control and eliminate infections through aseptic cleaning services. These areas typically include but are not limited to surgery, recovery, labor/delivery areas, infant nursery and Sterile Processing Department (SPD) areas. These areas are sometimes described as "cap and gown areas" behind the red line", or “behind the double doors".

Specific rooms/areas are identified in the Room Listing Charts, Appendix F.

3.1.2. Invasive Procedure Rooms.

Those areas indicated on the Room Listings that require total aseptic cleaning to control and eliminate infections through aseptic cleaning services. These areas typically include but are not limited to cardiac catheterization rooms, endoscopy rooms, minor surgery rooms, oral surgery, and special procedure rooms.

Specific rooms/areas are identified in the Room Listing Charts, Appendix F.

https://jko.jten.mil/

3.1.3. Patient Use/Visit Areas.

Those areas the patient occupies, uses, or visits (while in the Hospital), or areas where ancillary patient care is delivered or administered (or areas adjacent to these areas) such as patient rooms, examination rooms, nurse stations, clinics, and toilet facilities, etc. These areas require thorough, frequent cleaning and consistent policing to ensure strict aseptic procedures are met. Specific rooms/areas are identified in the

Room Listing Charts, Appendix F.

3.1.4. Checkout Service.

Checkout Service is cleaning the room within 10 minutes of notification by hospital staff, and an "as necessary" required service and includes, but is not limited to, minor surgery rooms, treatment rooms, oral surgery suites, and/or isolation exam. Exceptions to this requirement will be considered as an emergency response as specified in paragraph 3.3. All checkout cleaning includes aseptically cleaning the room(s) and changing of cubical curtains when visibly soiled or as required by Military Treatment Facility personnel.

Checkout service shall continue without interruption until completed. Specific rooms/areas are identified in the Room Listing Charts, Appendix F.

3.1.5. Miscellaneous Aseptic Protocols.

The Contractor shall provide the following aseptic procedures during the performance of this contract:

3.1.5.1. Constant policing shall be provided as part of the overall cleaning provided to ensure a continuously "Totally Clean" area as defined in Appendix E. Constant policing means that if there is an obvious need, such as paper, trash, or other debris on the floor that should not be there, and the need has been observed by the Contractor's staff or it is brought to the attention of the contractor by some other means.

3.1.5.2. Cleaning interventions are those practices which lead to proper asepsis to meet the requirements of this contract and are required of the contractor to ensure an aseptic environment is maintained.

3.1.5.3. Change cleaning clothes, mop heads, and solutions daily. Suggested intervals should reflect amount of contamination of the area and types of procedures performed there, for example: Every use in trauma rooms, or every isolation precautions rooms shall require a change of materials.

3.1.5.4. Mop heads and bonnets shall meet the requirements in Appendix C.12. The Contractor is responsible for proper cleaning of all mop heads; Mop heads shall not be cleaned in the facility. Non-disposable mop heads shall be changed when soiled and laundered daily as a minimum.

3.1.5.5. Sole-use supplies and equipment shall be stored and used in the designated area and shall not be transferred between sole-use areas. All items assigned to a sole-use area shall be plainly marked with that area's designation. These markings shall be permanent, such as paint or a metal tag. Sole-use areas are:

Surgery, Recovery, Central Sterile Supply, Labor & Delivery, and Nursery.

3.1.5.6. All equipment shall be routinely cleaned and sanitized with an Environmental Protection Agency

(EPA)-registered germicidal detergent product (see Appendix C) prior to introduction or reentry into the

MTF. In addition, task-cycle cleaning equipment being moved within the facility shall be cleaned, as defined above, prior to entry into or removal from each asepsis level and between sole-use areas.

3.1.5.7. All containers of cleaning chemicals and similar products shall be conspicuously marked with a factory label to identify contents, and all other labels shall be removed or defaced. Materials bearing a

DOT (Department of Transportation) red label (meaning "FLAMMABLE") shall not be used. Safety Data

Sheets (SDS) in English and Japanese are required for all housekeeping products including hazardous material defined by the federal Occupational Safety and Health Agency (OSHA).

3.1.5.8. All cleaning equipment and supplies shall be color-coded to identify which areas they are to be used in. Contractor will only use these supplies in their designated area. See Appendix G for color coding designation.

3.2. BASIC HOUSEKEEPING SERVICES.

Specific rooms/areas and associated cleaning tasks and frequencies are identified in the Room Listing

Charts, Appendix F.

3.2.1. Administrative/Office Areas.

Cleaning of these areas shall be accomplished at the frequency specified in the Cleaning Requirements by room, which is Appendix F. Housekeeping in these areas shall consist of trash removal, damp dusting, high damp dusting, and vacuuming or wet mopping. All cycle tasks services (e.g. windows, lights, and covers) shall be performed in these areas at the same time and frequency as all other areas of the facility. All rooms/areas will be cleaned and maintained, protected and beautified as defined by “Totally Clean” in

Appendix E.

3.2.2. Restrooms/Locker Rooms.

Cleaning of these areas shall be performed at the frequency specified in the Cleaning Requirements by room, which is Appendix F. Restrooms and lockers are clean and disinfected; showers are clean and free of soap scum; toilets and urinals are clean and free of scum or deposits; floors are clean; supplies are adequate until next service. All cycle tasks services (e.g. windows, lights, and covers) shall be performed in these areas at the same time and frequency as all other areas of the facility. All rooms/areas will be cleaned and maintained, protected and beautified as defined by “Totally Clean” in Appendix E.

3.2.3. Restricted Access Areas.

Cleaning of these areas shall be performed at the frequency specified in the Cleaning Requirements by room, which is Appendix F. All rooms/areas will be cleaned and maintained, protected and beautified as defined by “Totally Clean” in Appendix E.

3.2.4. Entrances and Platforms.

At building 99, all entrances and entrance platforms shall be cleaned daily as a minimum prior to the start of heavy traffic hours. For other Medical Group buildings, these tasks should be performed IAW the task list, Appendix F.

3.2.5. Walk-Off Mats and Runners.

Nonpermanent floor or carpet normally placed at entrances and in high traffic areas. Interior mats and runners shall be properly cleaned according to their composition.

3.2.6. Ceilings.

The contractor shall vacuum or damp dust ceilings as necessary, to assure all dust, streaks, and cobwebs are removed. The immediate vicinity of air ducts in acoustical tile ceilings shall be kept clean using an approved ceiling tile cleaner.

3.2.7. Elevators.

The contractor shall at least daily (during the evening or night shift), clean all interior surfaces (including all light fixtures, ventilator slots, and guide tracks), and floor door guide tracks of passenger and service elevators to maintain them in a polished and presentable appearance as specified in the Cleaning requirements by room, see Appendix F. Only one (1) elevator car is to be out of service for cleaning at a time, and it shall be cleaned at the lowest floor level only. Housekeeping equipment shall not be accommodated when clean linen carts are accommodated in the same elevator.

3.2.8. Spot Cleaning.

The contractor shall perform spot cleaning by removing smudges, fingerprints, marks, streaks, etc., from washable surfaces of walls, partitions, doors, cabinets, and fixtures. The contractor shall use germicidal detergent in restrooms, ward areas and sinks

3.2.9. Remove Trash.

Contractor shall remove trash from all wastebaskets and other trash containers. Containers will be placed back in their original location with a clean trashcan liner

. Trash shall be placed in secured plastic bags and transported to the nearest outside trash collection point.

3.2.10. Floor Cleaning.

All accessible areas shall be swept and mopped. All easily movable items shall be moved to wet-vacuum and damp mop the floor underneath. Hallways shall be cleaned on only one side at a time for pedestrian safety and shall be clearly marked with Wet Floor/Slipping Hazard signs.

3.2.11. Low Dusting.

Contractor shall dust all areas up to 6'0" from floor level. Areas include and are not limited to all furniture, cabinets, pictures, plants, covers, and lamps.

3.2.12. Carpet Cleaning. Contractor shall vacuum all carpeted areas, to include walk-off mats. Carpet shall not have any visible dirt or soil. Contractor shall spot clean as needed.

3.2.13. Clean Glass.

Contractor shall visually check glass walls and doors daily and clean as needed. All glass and mirrors shall have a clean appearance with no visible smudges, fingerprints, streaks, dirt, water, or other foreign matter.

3.2.14. Clean Stainless Steel.

All stainless steel counters, and equipment, shall have a shined appearance free of streaks, water spots, fingerprints or other foreign matter.

3.2.15. Bed Making Service.

Contractor shall make beds in conjunction with discharge cleaning between patients on Multi-Service

Unit (MSU) and Labor and Delivery Unit (L&D) and between patient case changes in the Operating

Room (OR) after hospital staff notification.

3.3. PRE-MOVE IN CLEANING.

This is an in-depth cleaning to bring an area up to the level of cleanliness, beautification, and protection to assure the room/area is acceptable for occupancy. The Contractor is responsible for determining what services are required to be performed to assure the room can pass an inspection. Carpeted floors shall receive service determined appropriate (per manufacturer's recommendations). Pre-move-in cleaning may be required when an area had been closed and removed from the contract and is being returned to the contract.

3.4. CYCLE-TASK CLEANING SERVICES.

I…