Attachment B4 Janitorial Services.pdf

REQUEST FOR LEASE

PROPOSALS (RLP)

COMMUNITY BASED

OUTPATIENT CLINIC (CBOC)

Providence, R.I.

RLP No. 36C24124R0109

Janitorial Services

1.01 JANITORIAL SERVICES

A. The Lessor shall furnish all supplies, materials machinery, appliances, supervision, and labor necessary to provide complete janitorial services for the leased space and all other areas to which the Government has routine access. Services shall be provided in all interior areas of the leased space, public areas, entrances and all other common areas 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, non- flammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes.

Performance will be based on the Contracting Officer’s evaluation of results, not the frequency or method of performance.

B. Materials and Procedures

(1) Standards It is the Lessor's responsibility to maintain the clinic in a condition that meets all housekeeping and sanitation requirements of this lease and the current standards of all VHA, Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Center for Disease Control (CDC) and Prevention standards.

(2) Work Schedule Primary cleaning shall be performed outside of the working hours of 8 am to 4:30 pm, Monday through Friday. The Lessor shall ensure that the clinic is prepared to see patients at 8:00 AM. Secondary cleaning shall occur during the working hours of 8 am to 4:30 pm, Monday through Friday. Schedule will be determined in consultation with the COR and the Clinic manager.

(3) Janitorial Staff and Security Janitorial staff will have access throughout the clinic; therefore, none of the janitorial staff may have a police record for anything more serious than traffic or parking violations. Any person whose work or conduct is found to be unacceptable by the Government shall be removed from the janitorial staff.

Smoking is permitted in designated areas only. Possession of weapons is prohibited. Janitorial company’s standard uniforms are acceptable, if they clearly identify the company and the occupation of the individual. Janitorial staff will be required to wear photo identification badges at all times when in the facility and noncompliance may result in the offending individual(s) removal from the facility.

The Lessor shall complete and return any required security forms within 7 days of receipt. The security forms shall include all employees that will need access to the facilities, including alternatives.

All keys/access cards are to be protected from loss or compromise. The Lessor is not authorized to make copies of any keys or access cards. The loss of keys or access cards will be solely the responsibility of the Lessor and the VA will determine whether rekeying locks is necessary if keys are lost. Any rekeying of locks will be at the Lessor’s expense.

The janitorial staff are responsible for securing the facility upon completion of their janitorial service. The doors and windows are to be locked, lights are to be turned off, and alarms are to be set. Any unintentional triggers of any of the alarm or duress system will be the responsibility of the Lessor and restitution will be required where applicable.

COMMUNITY BASED

OUTPATIENT CLINIC (CBOC)

(4) Safety and Special Procedures The Lessor shall consider the clinical environment and ensure that the janitorial staff is instructed on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human secretions, blood, etc. from both floors and walls.

The Lessor shall not be responsible for the collection of sharps containers and hazardous materials (Red Bag medical waste). Removal and disposal off site shall be handled by others.

The janitorial staff shall comply with applicable Federal, State, and Local safety and fire regulations and codes. The Lessor shall immediately bring to the attention of the Government any fire and safety deficiencies.

The Lessor shall take reasonable safety precautions to promote a safe environment within the lease premises.

(5) Equipment and Materials Lessor shall ensure all equipment, tools, and supplies meet necessary safety requirements and janitorial staff has full working knowledge of their use. An EPA- registered germicide will be used to clean all patient areas, floors, examination tables, and medical equipment. The Lessor shall provide all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of janitorial services.

The Lessor shall provide supplies such as toilet tissue, multifold paper towels, toilet seat covers, and Medicated Vestal hand soap. The Lessor shall provide plastic linings for all trash receptacles. Provide clear plastic linings for non-hazardous waste trash receptacles and red plastic linings for hazardous waste trash receptacles. Housekeeping aide closet is located in the clinic for storage of supplies and equipment. The Lessor shall keep a minimum of two weeks’ stock of supplies on hand. Supplies to be used shall be approved by the Government. Specifications for supplies are as follows:

• Toilet tissue: Roll type, 4-1/2 inches wide, single ply

• Paper towels: Multi-fold, 10-1/8 inches wide

• Hand soap: Medicated Vestal

• Trash receptacle liners: (a) Polyethylene, flat type, 33 inches long, 52 inches wide, .66 millimeters thick;

(b) Polyethylene, flat type, 24 inches long, 33 inches wide, .31 millimeters thick; (c) Polyethylene, red bags (biohazard) 33 inches long, 52 inches wide and 24 inches long, 33 inches wide

• Furniture polish: Spray type for use on wood and wood veneer

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

• Air freshener cartridges in bathrooms: Johnson Wax Good Sense

• Upholstery cleaners: Dry or foam type recommended for fabric upholstery

• Quaternary Disinfectant – minimum 3-minute kill time

• All Purpose Cleaner

• Bowl Disinfectant Cleaner

• Glass Cleaner

• Germicide: EPA-registered

• Resilient floor tile cleaner and maintainer: As recommended by manufacturer of resilient flooring

• Floor finish: High-speed floor finish as recommended by manufacturer of resilient flooring

• Floor sealer: As recommended by manufacturer of resilient flooring

• Floor stripper: As recommended by manufacturer of resilient flooring

• Toilet seat covers: Paper, white (Lessor Provided)

A copy of the MSDS sheets for all products used shall be maintained at the clinic and shall be available for

COMMUNITY BASED

OUTPATIENT CLINIC (CBOC)

review by VA upon request.

C. Daily Cleaning Requirements

(1) Building Entrance(s)

• Pick up trash around entrances and vestibules.

• Empty trash receptacles and replace with new bag.

• Clean all floor mats and entries.

• Replace entrance mats when soiled.

(2) Direct Patient Care Areas / Exam Rooms

• All patient care area floors shall be wet mopped using a germicide.

• Wipe down all exam tables with a clean cloth dampened with germicide.

• Clean and disinfect sinks and countertops.

• Wipe down all walls with a clean cloth dampened with germicide.

• Clean and refill soap dispensers.

• Clean mirrors.

• Spills, body fluids, etc. shall be cleaned from floors and walls immediately upon notification.

(3) All Areas

• Trash receptacles shall be emptied and liners changed twice daily.

• Trash and recycling shall be removed and disposed of properly.

• Clean and disinfect all solid high contact surfaces. Examples of surfaces include, but are not limited to, handrails, doorknobs, key card scan pads, light switches, countertops, table tops, water faucets and handles, elevator buttons, door handles and push plates. Disinfected surfaces should be allowed to air dry.

• Damp dust all horizontal surfaces including but not limited to: desks (do not disturb papers on desks), filing cabinets, window ledges, phones, conference tables, and coffee tables. No dry dusting.

• All resilient tile floor areas shall be swept and wet mopped with germicide.

• Spot clean walls and doors.

• Vacuum all carpeted areas with an approved HEPA vacuum.

• Shampoo/clean carpeted areas as needed to remove stains.

• Spills, body fluids, etc. shall be cleaned from floors and walls immediately upon notification.

(4) All Restrooms

• All restrooms shall be swept and wet mopped twice each day.

• All surfaces, including commodes, urinals, walls, mirrors, counters and sinks, shall be cleaned and disinfected twice each day. Sponges and cloths shall not be used to clean commodes and urinals.

Commodes and urinals shall be cleaned with disposable items that are disposed of after cleaning commode and/or urinal in each toilet room. Items used to clean commodes and urinals shall not be used in turn for cleaning other items or wiping down other surfaces. Clean exterior of commodes and urinals first, followed by cleaning of the interior.

• Replenish paper products, soap, sanitizer, and any other EMS products as needed in dispensers

(5) Waiting Room(s)

• Damp dust tables, ledges, sills, moldings, and baseboards.

• Waiting Rooms – straighten furniture, clean and sweep/wet mop or vacuum floor twice each day

• Clean and disinfect all armrests on waiting room chairs.

• Clean and disinfect all check-in counters, chairs, tables, door handles and light switch plates using an EPA-registered hospital grade germicide.

(6) Ceramic Tile Areas (Other than restrooms)

COMMUNITY BASED

OUTPATIENT CLINIC (CBOC)

• Ceramic tile floors shall be swept and damp mopped with machines or microfiber mops. If dirt build-up occurs, ceramic tile floors shall be scrubbed when determined that it is required by COR and/or Clinic Manager.

(7) Corridors and Administrative Areas

• The areas shall be swept, wet mopped with a neutral cleaner, and burnished.

• Remove black scuff marks from corridor floors as necessary.

(8) Conference Room

• The areas shall be swept, wet mopped with a neutral cleaner, and burnished.

• Areas with cushioned flooring shall be maintained in accordance with manufacturer's recommendations.

(9) Kitchen Area

• Clean and disinfect kitchen counters, sinks, and cooking devices.

(10) Mirrors and Glass Cleaning

• Clean all mirrors and glass at entrances (fingerprints and smudges).

• Glass and high-touch surfaces in Main Entry shall be cleaned twice each day.

(11) Housekeeping Aide Closet

• Clean daily including sinks, floors, and shelves.

(12) Water Coolers

• Clean water coolers.

• Housing shall be wiped down. Particular attention shall be given to top surface and spout to prevent lime build-up, bacterial growth, etc.

COMMUNITY BASED

OUTPATIENT CLINIC (CBOC)

D. Three Times Weekly

• Collect, remove, and dispose of refuse, trash, and garbage from trash collection area.

• Police sidewalks, parking areas, and driveways to maintain a neat and attractive appearance; including but not limited to the removal of cigarette butts, debris, litter, trash, etc.

• Apply resilient floor tile cleaner and maintainer to all resilient tile floors and burnish.

E. Weekly Cleaning Requirements

(1) Furniture

• Clean as necessary, but no less than weekly. Vacuum upholstered furniture.

(2) All Restrooms

• Scrub floors and ceramic tile base and wipe down with germicide.

• Clean ceramic tile walls and wipe down with germicide.

• Spot wash painted walls as necessary.

• Damp wipe toilet stall partitions and waste receptacles with germicide.

(3) Doors, Walls and Trim

• Spot wash (for fingerprints, smudges, etc.) as necessary but no less than once weekly.

(4) Glass Cleaning

• Clean interior and exterior of door and entrance glass in waiting areas, exam rooms, offices, and treatment rooms.

• Spot clean walls as necessary, but not less than weekly.

(5) All Areas

• Damp dust all horizontal surfaces

• Vacuum carpet in all areas.

• Remove all cobwebs.

• Maintain floor finish in Clinic, Common Areas and Building entrances through either new application of wax or floor finish, OR through regular buffing and/or burnishing

F. Monthly Cleaning Requirements

• Polish all furniture as necessary, but not less than monthly.

(2) Heating and Air Conditioning Grilles and Registers

• Clean / Vacuum all heating and cooling grilles and registers.

(3) Waiting Areas, Exam Rooms, Offices, Treatment Rooms

• Wash waste receptacles with germicide.

• High Dusting – ceilings and vents. No dry dusting.

• Clean light fixtures. Remove all debris and insects from light fixtures.

COMMUNITY BASED

OUTPATIENT CLINIC (CBOC)

(4) Floor Maintenance of Resilient Tile Areas

• Apply cleaning soap, as recommended by resilient tile manufacturer, scrub and re-wax hallways, waiting rooms, and lobbies.

• Apply cleaning soap, as recommended by resilient tile manufacturer, scrub and re-wax other resilient tiled areas as required.

G. Quarterly

(1) Building Interior

• Damp dust window coverings/blinds.

• Damp dust handrails and handrail brackets.

H. Semi-Annual Cleaning Requirements

• Shampoo upholstered furniture during January and July.

(2) Floor Maintenance of Resilient Tile Areas

• Strip floors, apply sealer, apply wax and refinish all resilient tile floors.

(3) Floor Maintenance of Carpeted Areas

• Steam clean / shampoo all carpeted areas.

(4) Glass

• Wash inside glass and clean interior of all window frames and window stools. Clean outside glass of all windows.

I. As required. Properly maintain plants and lawns. Replace light bulbs, fluorescent tubes, ballasts, and starters. Provide and empty exterior ash cans and clean area of any discarded cigarette butts.

J. Pest control. Control pests as appropriate, using Integrated Pest Management techniques, as specified in the GSA Environmental Management Integrated Pest Management Technique Guide (E402- 1001) and VA Directive 1850.02.

1.02 SELECTION OF CLEANING PRODUCTS (APR 2011)

The Lessor shall make careful selection of janitorial cleaning products and equipment to:

A. Use products that are packaged ecologically; Use products and equipment considered environmentally beneficial and/or recycled products that are phosphate free, non-corrosive, non-flammable, and fully biodegradable; and

B. Minimize the use of harsh chemicals and the release of irritating fumes.

NOTE: Examples of acceptable products may be found at www.gsa.gov/p2products.

1.03 SELECTION OF PAPER PRODUCTS (JUN 2012)

The Lessor shall select paper and paper products (e.g., restroom tissue and paper towels) with recycled content conforming to EPA’s CPG.

http://www.gsa.gov/p2products