B. Agency Specific Requirements 7-25-24.pdf

AGENCY SPECIFIC REQUIREMENTS

PAGE 1 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

VHA20-531-2022-45708

Agency Specific Requirements Department of Veterans Affairs

The Agency Specific Requirements (ASRs) do not reduce the minimum requirements contained within the Lease. These ASRs provides specific agency requirements, which may be complementary, more specific, or more stringent than those of the Lease minimum requirements.

PAGE 2 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

GENERAL ROOM SCHEDULE AND DETAILS

1. ROOM SCHEDULE AND DETAILS .............................................................................................................................. PAGE 3

2. ADDITIONAL SPACE REQUIREMENTS ...................................................................................................................... PAGE 3

3. GENERAL IMPROVEMENTS ................................................................................................................................. PAGE 4

4. DAVIS BACON ACT WAGES ................................................................................................................................. PAGE 4 5.

SECTION 1 GENERAL INTENT

1.1 ARCHITECTUAL ........................................................................................................................................................... PAGE 5

1.1.2 BUIDING ENVELOPE ................................................................................................................................. PAGE 6

1.1.3 FURNISHINGS ................................................................................................................................. PAGE 6

1.1.4 ACCESSIBILITY ................................................................................................................................. PAGE 6

1.2 PARKING ................................................................................................................................. PAGE 6

1.3 UTILITIES ................................................................................................................................. PAGE 6

1.4 FIRE PROTECTION ................................................................................................................................. PAGE 6

1.5 PHYSICAL SECURITY ................................................................................................................................. PAGE 7

1.6 SEISMIC ................................................................................................................................. PAGE 7

SECTION 2 HVAC REQUIREMENTS

2.1.1 PERIMETER SPACES .................................................................................................................................................. PAGE 7

2.1.2 INTERIOR SPACES ................................................................................................................................. PAGE 7

2.1.3 OPEN SPACES ................................................................................................................................. PAGE 8

2.1.4 AIR TERMINALS ................................................................................................................................. PAGE 8

2.2 DUCT DESIGN ................................................................................................................................. PAGE 8

SECTION 3 ELECTRICAL

3.1.1 RECEPTICLES ............................................................................................................................................................. PAGE 8

3.1.2 COMMUNICATIONS ................................................................................................................................. PAGE 8

SECTION 4 PLUMBING FIXTURES ..................................................................................................................................... PAGE 9

SECTION 5 WOOD DOORS

5.1 DOOR HARDWARE ...................................................................................................................................................... PAGE 9

5.2 LOCKS AND LATCHES ................................................................................................................................. PAGE 9

5.2.1 LOCK AND LATCH SETS ............................................................................................................................... PAGE 10

5.2.2 KEYING ............................................................................................................................... PAGE 10

SECTION 6 SERVICES, UTILITIES, MAINTENANCE

6.1 GENERAL ................................................................................................................................................................... PAGE 10

6.2 NORMAL HOURS ............................................................................................................................... PAGE 10

6.3 OVERTIME USAGE ............................................................................................................................... PAGE 10

6.4 UTILITIES ............................................................................................................................... PAGE 10

6.5 JANITORIAL SERVICES ............................................................................................................................... PAGE 10

6.6 GROUNDS ............................................................................................................................... PAGE 18

6.7 SCHEDULE OF PERIODIC SERVICES ...................................................................................................................... PAGE 18

6.8 LANDSCAPE MAINTENANCE ............................................................................................................................... PAGE 18

6.9 SECURITY ............................................................................................................................... PAGE 18

6.10 MAINTENANCE AND TESTING OF SYSTEMS ......................................................................................................... PAGE 18

6.11 FREQUENCY OF BUILDING MAINTENANCE ........................................................................................................... PAGE 18

6.12 EXTERIOR CLEANING BY LESSOR .......................................................................................................................... PAGE 20

WASTE AND RECYCLING ............................................................................................................................... PAGE 21

PAGE 3 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

1. The following general improvements are necessary for occupancy by the Veterans Integrated Service Network 20 (VISN20) Optical Fabrication Lab (OFL) and VISN20 Prosthetics Mail Out Center (VMOC) (collectively known as VSSS for the remainder of this document) Lease in Boise, ID. The building owner working in conjunction with VA engineering staff shall provide Architectural, Engineering, and Construction services for the infill of the existing or new space for the following space requirements:

• Lessor shall utilize and incorporate Space Planning Criteria if available for OFL

• Provide one (1) Waiting Room approximately 120 ABOA.

• Provide one (1) Storage, Consumables approximately 210 ABOA.

• Provide one (1) Mailroom approximately 180 ABOA.

• Provide one (1) Housekeeping Aids Closet (HAC) approximately 90 ABOA.

• Provide one (1) Service Chief office approximately 150 ABOA.

• Provide three (3) Supervisory Staff Offices approximately 108 ABOA each.

• Provide one (1) Inventory Manager Office approximately 135 ABOA.

• Provide one (1) Purchasing Agent Office approximately 216 ABOA.

• Provide four (4) Material Handler Workstation approximately 202.5 ABOA each.

• Provide one (1) Printer alcove approximately 105 ABOA.

• Provide one (1) warehouse approximately 5,460 ABOA. Ceiling must be a minimum of 26’ high, tall enough to house the 3-tier racking system owned by the VA.

• Provide one (1) forklift charging/storage area approximately 135 ABOA.

• Provide one (1) OFL lab space approximately 11,340 ABOA. Multiple floor drains needed.

• Provide one (1) Clean Room approximately 2,093 ABOA. Positive air pressure required.

• Provide one (1) Compressor room approximately 900 ABOA.

• Provide one (1) Pump Room approximately 1,313 ABOA. Floor Drains needed; Water needed for industrial dish washer.

• Provide one (1) Remote Server Room IT closet approximately 150 ABOA.

• Provide one (1) Conference Room approximately 504 ABOA.

• Provide one (1) staff lounge approximately 336 ABOA.

• Provide two (2) staff toilets approximately 240 ABOA each.

2. Additional Space Requirements:

• Space must be on one floor and all in the same building.

• Minimum of three (3) full height bay door with access to standard height dock. The dock height and configuration shall be: two (2) truck heigh loading docks and one (1) ground height loading dock with the dimensions noted below.

• Dock height door minimum of 9’ wide x 10’ high and be 48” above finished exterior grade unless otherwise specified.

• Drive in doors minimum of 12’ wide x 16’ high unless otherwise specified.

• Minimum of 30’ between columns.

• Special HVAC requirements

• Special Ventilation in sand blasting room

• Positive pressure Clean Room

• Accommodate eyeglass fabrication equipment power needs for an estimated 4,828 kWh per month. (can be adjusted once established). Total power consumption for the building including lighting and HVAC is estimated at 7240 kWh per month.

• Building entryway and sidewalks to be ADA compliant. Provide ADA auto-door operator for entry door.

• Warehouse requires ceiling fans to regulate temperature.

PAGE 4 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

• Warehouse and OFL lab space shall be well lit.

• All offices and other workspaces are to have adequate phone, data, and power (details to be determined during design).

• Provide adequate lighting, plumbing, HVAC, power, data, and phone for spaces.

• All door openings shall meet ADA specifications.

• Provide builders’ hardware approved for ADA use. Building and office spaces must be lockable. Building must be alarmed.

• Preventive maintenance of building existing systems such as HVAC, domestic water heaters, and electric panel boards will be completed prior to occupying the space.

• Building owner to provide exterior building/lot/marquee signage (building signage shall be designed to meet VA signage standards).

• Building owner to provide carpet, flooring, cove base, paint, and window covering samples to VA interior designer for color selection.

• Clean entire space prior to VA occupying space.

• All interior walls for offices and conference rooms will be insulated to reduce disruptions and maintain a level of confidentiality and privacy.

3. The following general improvements are necessary for occupancy by the Veterans Support

Services Section (VSSS) consisting of the Optical Fabrication Lab (OFL) and Prosthetics Mail Out Center (VMOC) Services. The building owner working in conjunction with VA engineering staff shall provide Architectural, Engineering, and Construction services for the infill of the existing or new space for the following space requirements:

NFPA 101 primarily addresses life safety and fire protection features, while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, seismic stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101, and documents referenced by NFPA 101 to comply with the accreditation requirements of the Joint Commission. Therefore, designs shall comply with the requirements of NFPA 101, and documents referenced therein. Design features not addressed by NFPA 101, or documents referenced therein shall comply with the requirements of the IBC.

The space must be compliant with the Americans with Disabilities Act. Parking, both handicapped and regular must be readily available. All utilities including gas, electric, water, sewer and janitorial service shall be included in the lease. Lessor shall provide 32 parking spaces.

4. Davis Bacon Act Wages:

Davis-Bacon Act wages must be utilized for the build out of the lease space. The current Davis-Bacon wage rates for Boise, ID – Ada County are available at:

HTTP://WWW.WDOL.GOV/DBA.ASPX (Hard copies are available upon request).

The following general improvements are necessary for occupancy by the VSSS Service

Functional Area Quantity Net ABOA SF Total

ABOA

SF

Floor Base Wall Finish

Ceiling

VSSS Service http://www.wdol.gov/dba.aspx

PAGE 5 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

Waiting Room 1 120 120 Carpet Tile

Profile RB Paint Acoustic

Storage 1 210 210 Sheet Vinyl

Rubber Paint Acoustic

Mail Room 1 180 180 Sheet Vinyl

Rubber Paint Acoustic

Housekeeping Closet (HAC)

1 90 90 Sheet Vinyl

Rubber Paint Acoustic

VSSS Chief Office

1 150 150 Carpet Tile

Rubber Paint Acoustic

Supervisory Staff Offices

3 108 324 Carpet Tile

Rubber Paint Acoustic

Inventory Manager Office

1 135 135 Carpet Tile

Rubber Paint Acoustic

Purchasing Agent Office

1 216 216 Carpet Tile

Rubber Paint Acoustic

Material Handler workstations

4 202.5 810 Sealed Concrete

Rubber Paint

Printer alcove 1 105 105 Sealed Concrete

Rubber Paint

Warehouse 1 5,460 5,460 Sealed Concrete

Rubber Paint

Forklift charging/storage

1 135 135 Sealed Concrete

Rubber Paint

OFL Fabrication 1 11,340 11,340 Sealed Concrete/ Sheet Vinyl

Rubber Paint Acoustic

ARC Clean Room

1 2,093 2,092 Sheet Vinyl

Rubber Paint Acoustic

Compressor Room

1 900 900 Sealed Concrete

Rubber Paint

Pump Room 1 1,313 1,313 Sealed Concrete

Rubber Paint

Telephone/IT Closet

1 150 150 Carpet Tile

Rubber Paint Acoustic

Conference Room

1 504 504 Carpet Tile

Rubber Paint Acoustic

Staff Lounge 1 336 336 Sheet Vinyl

Rubber Paint Acoustic

Female Bathroom

1 240 240 Porcelain Tile

Porcelain Tile

Ceramic Tile to 4'/Paint

Acoustic

Male Bathroom 1 240 240 Porcelain Tile

Porcelain Tile

Ceramic Tile to 4'/Paint

Acoustic

Net ABOA Sq. Ft. 25,050

VA’s Special Requirements

1.0 General Intent

1.1 Architectural

Lessor shall provide architectural design and tenant improvements in accordance with VA Architectural Design Manual, August 2011. http://www.cfm.va.gov/til/dManual/dmARhosp.pdf http://www.cfm.va.gov/til/dManual/dmARhosp.pdf

PAGE 6 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

1.1.2 Building Envelope

Building envelope shall meet the latest city, county, and state requirements and ASHRAE. The prescriptive assembly maximum U-values and insulation minimum R-values stated in ASHRAE shall be incorporated into the opaque elements of the building envelope of new facilities.

1.1.3 Furnishings

The lessor shall provide new furnishings such as welded sheet flooring, carpeting, ceilings, painting, office/exam drapery tracks and accessories, and window shades. Lessor shall provide upper and lower manufactured wood casework and counter tops for conference, reception, and workroom in accordance with VA Master Construction Specifications Division 12, Furnishings.

1.1.4 Accessibility

The offered space must meet or be able to economically meet Americans with Disabilities Act medical care facility requirements. Refer to VA Barrier Free Design Guide PG-18-13 for further accessibility requirements. http://www.cfm.va.gov/til/accessibility.asp

The VA prefers sites, including sidewalks and parking lots that are level with the main building entrance. Building entrances shall be ADA accessible with automatic door operators and door operator buttons.

In addition, the building must have or be able to economically be modified to have 44-inch-wide doorways.

1.2 Parking

Minimum of 32 spaces (including adequate handicapped spaces).

1.3 Utilities

All utilities including gas, electric, water, sewer, shall be included in the lease. Additional services such as trash disposal shall be included in the lease.

1.4 Fire Protection

Lessor shall provide fire protection systems in accordance with city, county, and state codes.

1.5 Physical Security

This will be different for an existing building verses a new building. Also, if there are other tenants in the building or if there is only one tenant.

VA Fiscal Lease shall meet VA Physical Security Design Manual for VA Facilities, January 2015 "Life Safety Protected Facility". Requirements are at

HTTP://WWW.CFM.VA.GOV/TIL/PHYSICALSECURITY/DMPHYSECLS.PDF.

Lessor shall provide Security Systems to include Intrusion Detection System (IDS), Physical Access Control System (PACS), and Video Surveillance (CCTV). Lessor shall provide cameras at every entrance and bay door. VA Police shall monitor all surveillance feeds. Systems shall be designed and installed in accordance with VA Design Manuals, VA Master Construction Specifications Division 27 Communications, Division 28 Electronic Safety and Security, and VA Handbook 0730/4 Security and Law Enforcement.

Physical Access Control System: Systems must be in compliance with HSPD-12. System products on the GSA schedule must be fully PIV 2 compliant in compliance with Federal Standards. New installations or retrofitted access control systems will be compliant with technology described in Federal Information Processing Standard (FIPS) Publication 201, Personal Identity Verification of Federal Employees and Contractors, and the document "PACS http://www.cfm.va.gov/til/accessibility.asp http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecLS.pdf

PAGE 7 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

Implementation Guidance, Version 2.2 (July 30, 2004), published by the Physical Access Interagency Interoperability Working Group of the GSA Government Smart Card Interagency Advisory Board. This requires that such systems will meet the ISO/IEC 14443 a, Parts 1-4 standard for contactless (proximity) card systems, or the ISOIIEC 7816 Standard for contact-type cards.

1.6 Seismic

The building must meet city, county, and state seismic requirements for a building in a moderate low seismic zone. Offers of existing buildings will be evaluated according to the procedures in ASCE 31-02 for the Immediate Occupancy Performance Level.

http://www.cfm.va.gov/til/seismic.asp

Earthquake-resistive design for the HVAC equipment and piping shall comply with H-18-8 (VA Seismic Design Handbook), ASCE-7, SMACNA Seismic Restraint Manual, and the International Building Code (IBC). Structures assigned to Seismic Design Category C, D, E, or F, permanent non-structural components and their attachments, and the structure-supported attachments of permanent equipment shall be designed to resist total design forces prescribed in ASCE-7.

2.0 HVAC Requirements

Lessor shall provide a dedicated all-air air handling unit to supply conditioned air to office and OFL occupied spaces by fully ducted air distribution system for all new facilities and major renovations of existing facilities where above ceiling clearance is available to accommodate HVAC air distribution systems. Design of all-air systems shall be based on admitting minimum outdoor air, or 100% outdoor air, with variable air volume (VAV) or constant volume (CV) configuration. Refer to Table 1 below for special room requirements.

2.1.1 Perimeter Spaces

A single air terminal unit can serve as many as three offices located on the same exposure and with identical load characteristics. Do not combine spaces located on different zones to form a common temperature-controlled zone. Exception: A perimeter corner space with at least two exposures shall be equipped with a dedicated room temperature control.

2.1.2 Interior Spaces

Lease HVAC requirement shall be met.

2.1.3 Open Spaces

Lease HVAC requirement shall be met.

2.1.4 Air Terminal Units

All terminal units shall be pressure-independent type. All air terminal units (constant volume or variable air volume) serving perimeter or interior spaces shall be equipped with integral reheat coils and heating hot water with modulating control. The maximum and minimum air volume settings shall be factory set, but field adjustable. The minimum setting shall satisfy the following:

• Provide make-up air for exhaust

• Meet minimum ventilation air needs

• Anti Reflective Coating Lab requires positive pressure, HEPA filtration, and plenum.

http://www.cfm.va.gov/til/seismic.asp

PAGE 8 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

2.2 Duct Design

Air distribution system shall be designed in accordance with applicable ASHRAE and SMACNA Standards. Parameters listed below shall govern in the event of discrepancies from the ASHRAE or SMACNA Standards. Use applicable sections of the SMACNA Standard to select the air distribution ductwork pressure classification. Ductwork shall be fabricated from galvanized steel, aluminum, or stainless steel depending upon applications. Fiber board ductwork is prohibited.

3.0 Electrical

Lessor shall provide electrical systems design and tenant electrical system improvements in accordance with VA Electrical Design Manual, December 2010; NFPA 70 National Electrical Code (NEC), latest edition; and VA Master Construction Specifications, Division 26, Electrical Systems. http://www.cfm.va.gov/til/dManual/dmELhosp.pdf

3.1.1 Receptacles

All receptacles shall comply with NEMA, NFPA, and UL. Duplex Receptacles shall be single phase, 20 ampere, 120 volts, 2-pole, 3-wire, NEMA 5-20R, with break-off feature for two-circuit operation. Wall plates for switches and receptacles shall be unbreakable.

Ground Fault Circuit Interrupter (GFCI) Duplex Receptacles shall be provided at locations within six feet of a water source such as a sink and provided at all outdoor locations. Outdoor receptacles shall be weatherproof. GFCI's shall be an integral unit, suitable for mounting in a standard outlet box, with end-of-life indication and provisions to isolate the face due to improper wiring.

3.1.2 Communications

Lessor shall provide telecommunications systems design and tenant Communications improvements in accordance with VA Master Construction Specifications, Division 27 Communications, and VA Electrical Design Manual, December 2010. Lessor shall coordinate with VA Communications point of contact (POC) for equipment and telecommunications room requirements.

The Lessor shall furnish, install, certify, test, and guaranty a complete and operating Voice and Digital Cable Distribution System (here-in-after referred to as “the System”), and associated equipment and hardware to be installed in the VSSS here-in-after referred to as “the Facility”.

The System shall include, but not be limited to equipment cabinets, interface enclosures, and relay racks; necessary combiners, traps, and filters; and necessary passive devices such as:

splitters, couplers, cable “patch”, “punch down”, and cross-connector blocks or devices, voice and data distribution sub-systems, and associated hardware. The System shall additionally include, but not be limited to telecommunication closets (TC); telecommunications outlets (TCO); copper and fiber optic, and analog radio frequency (RF) systems coaxial distribution cables, connectors, “patch” cables, and/or “break out” devices.

At a minimum, the System shall be able to support voice and data and analog RF operations for Category 6 Certified Telecommunication Service. Refer to VA Master Construction Specifications, Section 27 15 00 Communications Horizontal Cabling for further minimum system performance requirements, TCO, and cabling requirements.

4.0 Plumbing Fixtures

Lessor shall provide plumbing design and tenant plumbing fixture improvements in accordance with VA Master Construction Specifications, Division 22, Section 22 40 00 Plumbing Fixtures.

http://www.cfm.va.gov/til/dManual/dmELhosp.pdf

PAGE 9 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

Lessor shall provide emergency shower/eye and face wash stations in Lab in accordance with ANSI Z358.1-2009 In-Depth Compliance Guide, and latest ANSI Eyewash Standards. Locate eyewash stations on the same level as the hazard and the path of travel shall be free of obstructions. Lessor shall provide Thermostatic Mixing Valves (TMV) or water tempering valves to deliver tempered water to eye wash stations (range 60°F to 100°F) per ANSI Z358.1-2009.

Refer to ANSI Standard for Minimum Performance and Installation requirements. Provide Eyewash Signage as required.

5.0 Wood Doors

AA Grade Face Veneer in accordance with WDMA I.S.1-A. One species throughout the project.

For transparent finishes Premium Grade, rotary cut. Match face veneers for doors for uniform effect of color and grain at joints. Door edges shall be same species as door face veneer. See VA Physical Security Design Guide for additional security requirements.

Lessor shall provide hollow metal doors and door frames in accordance with VA Master Construction Specification Section 08 11 13 Hollow Metal Doors and Frames.

5.1 Door Hardware

All hardware shall comply with UFAS, Uniform Federal Accessible Standards. Hardware for application on metal and wood doors and frames shall be made to standard templates. Furnish templates to the fabricator of these items in sufficient time so as not to delay the construction.

The following items shall be of the same manufacturer: locksets, hinges for hollow metal and wood doors, surface applied overhead door closers, exit devices, and floor closers.

The Lessor shall provide door hardware in accordance with the VA Physical Security Design for Life Safety Protected Facilities. Refer to appendix for further door hardware specifications and placement requirements.

The Lessor shall provide armor plates, kick plates, mop plates and door edging as required conforming to ANSI Standard A156.6. Kick plates, mop plates and armor plates of metal, Type J100 series.

5.2 Locks and Latches

Conform to ANSI A156.2. Locks and latches for doors 45 mm (1-3/4 inch) thick or over shall have beveled fronts. Lock cylinders shall have not less than seven pins. Cylinders for all locksets shall be BEST removable core type. Cylinder shall be removable by special key or tool. Construct all cores so that they will be interchangeable into the core housings of all mortise locks, rim locks, cylindrical locks, and any other type of lock included in the Great Grand Master Key System. Disassembly of lever or lockset shall not be required to remove core from lockset.

5.2.1 Lock and Latch Sets: Conform to ANSI/BHMA A156.13. Locksets shall be series 1000, minimum Grade 2. All locksets and latchsets shall have lever handles fabricated from cast stainless steel. Provide sectional (lever x rose) lever design for VA approval.

5.2.2 Keying

Keying: All cylinders shall be keyed into existing manufacturer "BEST" patented Great Grand Master Key System. Provide removable core cylinders that are removable only with a special key or tool without disassembly of knob or lockset for all doors. Cylinders shall be 7 pin type.

Keying information shall be furnished later by the Contracting Officer's Representative (COR).

6.0 Services, Utilities, Maintenance

6.1 Services, Utilities, Maintenance: General

PAGE 10 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

Services, utilities, and maintenance shall be provided by the Lessor as part of the rental consideration. The Lessor shall have a building superintendent or a locally designated representative available to promptly correct deficiencies or to correct deficiencies within twenty-four (24) hours of written or oral notice of such deficiency. Emergency maintenance shall be provided within four (4) hours of written or oral notice of such deficiency. If no substantial attempt has been made to correct within the specified time, action will be taken by the VA to correct such deficiency and the cost of those repairs, plus an administrative fee of $50, will be deducted from the next month’s rental payment.

6.2 Normal Hours

Services, utilities, and maintenance shall be provided daily, extending 0600-1630 except Saturdays, Sundays, and federal holidays.

6.3 Overtime Usage

A. The Government shall have access to the leased space at all times without additional payment, including the use, during other than normal hours, of necessary services and utilities such as elevators, toilets, lights, and electric power.

B. Reimbursement to the Lessor for overtime heating or cooling will be at the hourly rate established in the contract.

6.4 Utilities

The Lessor shall ensure that utilities necessary for operation are provided and that all associated costs are included as part of the established rental rate.

6.5 Janitorial Services

Lessor’s Responsibilities: The Lessor shall furnish all supplies, materials, machinery, appliances, supervision, and labor necessary to provide complete janitorial services for the VSSS. 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, non-flammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes. The Lessor shall select paper and paper products with recycled content conforming to EPA’s CPG. Performance will be based on the Contracting Officer’s evaluation of results, not the frequency or method of performance.

• If after normal business hours, cleaning crew shall turn off lights as necessary and check all doors on completion of the work to ensure that doors are locked. Ensure that security alarm is set before leaving if there are no VA personnel on the premises.

Materials and Procedures:

1) Standards: It is the Lessor's responsibility to maintain the VSSS in a condition that meets all housekeeping and sanitation requirements of this solicitation.

2) Work Schedule: Work will be accomplished at times indicated. Work schedule shall be from 6:00 AM to 4:30 PM, Monday through Friday excluding Federal Holidays listed below and keep the toilet rooms stocked with sufficient paper products and

PAGE 11 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

soap. Mechanical equipment such as vacuum cleaners, burnishers, scrubbing machines, etc., can be used during the hours of 7:30 AM to 3:00 PM.

3) Janitorial Staff and Supervision: Janitorial staff will have access throughout the building; therefore, none of the janitorial staff may have a police record for anything more serious than traffic or parking violations.

4) There shall be a janitorial staff supervisor on duty at all times when janitorial staff is in the building. Any person whose work or conduct is found to be unacceptable by the Government shall be removed from the janitorial staff.

5) Smoking is permitted in designated areas only. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

6) Janitorial company’s standard uniforms are acceptable, if they clearly identify the company and the occupation of the individual. Janitorial staff shall be required to obtain and always wear VA photo identification badges at no additional cost to the government.

7) 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.

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 such safety precautions as necessary to protect the lives and health of occupants of the building.

8) Equipment and Materials: All equipment and materials used in the performance of this contract will be cleaned and stored properly at the end of the workday. Lessor shall ensure all equipment, tools, and supplies meet necessary safety requirements and janitorial staff have full working knowledge of their use.

9) Cleaning Products: 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 closets are located throughout the VSSS for storage of supplies and equipment. The Lessor shall keep a minimum of two weeks stock of supplies on hand. All accumulated waste shall be removed and disposed of in the dumpster.

PAGE 12 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

• Hazardous waste and sharps containers shall be picked up when full, replaced with and empty container, and stored in a designated storage area until proper disposal through local, state, and federal requirements. Supplies to be used shall be approved by the Government.

Specifications for supplies are as follows:

1) Toilet tissue: Contractor furnished toilet paper, roll type, 4-1/2 inches wide, single ply, of acceptable quality as determined by the COR. It shall be of appropriate size and quality to accommodate all toilet tissue dispensers throughout the Clinic.

2) Paper towels: Contractor Furnished, Multi-fold, 10-1/8 inches wide or of appropriate size to accommodate all paper towel dispensers of acceptable quality towel as determined by the COR.

3) Hand Soap/Foam Hand Sanitizer: Contractor provided hand soap and hand sanitizing foam shall be of a quality consistent with the prevailing standards for hand washing as prescribed by the Centers for Disease Control in Atlanta, Georgia. The product or liquid will be dispensed from a closed bacteria-free system. Refillable containers will not be used. Only disposable cartridge/bag type refills will be used for the compatible dispensers.

4) Waste Receptacles and Liners (Plastic Bags): Contractor furnished plastic bags shall be appropriate size to accommodate all waste receptacles in the Clinic. Red bags will be furnished and disposed of by the VA for receptacles in patient exam rooms and any other area designated or determined to have contaminated waste.

These receptacles will be designated by the COR. 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.

5) Carpet shampoo and soil resistant treatment: non-allergenic type.

6) Furniture polish: Spray type for use on wood and wood veneer.

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

8) Air freshener cartridges in bathrooms: Johnson Wax Good Sense.

9) Upholstery cleaners: Dry or foam type recommended for fabric upholstery.

10) Germicide: Contractor furnished, EPA-registered, Hospital type.

11) Resilient floor tile cleaner and maintainer: As recommended by manufacturer of resilient flooring.

12) Floor finish: High-speed floor finish as recommended by manufacturer of resilient flooring.

13) Floor sealer: As recommended by manufacturer of resilient flooring.

PAGE 13 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

14) Floor stripper: As recommended by manufacturer of resilient flooring.

15) Flushable toilet seat covers: Contractor furnished, paper, white, shall be of acceptable quality as determined by COR.

16) Material Safety Data Sheets (MSDS): The Contractor will maintain MSDS(s) for all chemicals used to carry out the specifications of this contract. Prior to the use at the clinic of any product that has a MSDS sheet, The Contractor will provide the COR with MSDS(s). The Contractor will maintain a clearly marked separate file of all MSDS sheets of contractor used products at the Clinic in the cleaning room. The Contractor will ensure MSDS(s) are readily available to each contractor employees for all chemicals used to carry out the specifications of this contract. Each contractor employee shall have documented safety training on each chemical used to carry out the specifications of this contract.

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

1) Weekly Cleaning Requirements for Office & General Use Space:

• Dust furniture, desks (do not disturb papers on desks), machines, phones, file cabinets, window ledges, etc.

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

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

Carpeted areas and mats shall be vacuumed. Carpet sweeper is not acceptable.

• Vacuum all carpeted areas. Spot clean any carpet stains.

• Spot clean walls and doors.

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

Carpeted areas shall be vacuumed.

• Dust and clean waiting room tables, sills, baseboards, and chairs.

• 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.

• Clean all glass at entrances.

• Clean and disinfect handrails.

• Empty trash.

2) Weekly Cleaning Requirements for Restrooms and Locker Rooms:

PAGE 14 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

• All restrooms shall be swept and wet mopped at least once a week.

• All paper products and hand soap shall be replenished.

• All surfaces, including commodes, urinals, walls, mirrors, counters, and sinks, shall be cleaned and disinfected. 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.

• Ceramic tile floors shall be swept, and damp mopped. If dirt build-up occurs, ceramic tile floors shall be scrubbed when determined that it is required by COR.

• Empty trash.

3) Weekly Cleaning Requirements for Housekeeping Closets:

• Clean weekly including sinks, floors, and shelves.

4) Monthly Cleaning Requirements:

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

• Air Conditioning Grilles and Registers: Vacuum all grilles and registers.

• Waiting Areas, Labs, Exam Rooms, Offices, Treatment Rooms Wash waste receptacles with germicide.

• 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.

5) Quarterly Cleaning Requirements:

• Dust window coverings/blinds

• Dust handrails and handrail brackets.

6) Semi-Annual Cleaning Requirements:

• Shampoo upholstered furniture during January and July.

• Have carpets professionally steam cleaned, and soil resistant treatment applied during January and July. Spot clean as needed.

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

PAGE 15 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

VA CLEANING RESPONSIBILITY

VA shall have no cleaning responsibility for the interior or exterior of the leased premises. The Lessor shall have responsibility for interior janitorial services and shall maintain the interior of the leased premises as described above. The Lessor shall provide all cleaning supplies and equipment.

Access (Key): The Lessor is responsible for safeguarding and controlling all keys they provide to employees and/or contractors for access Government leased space.

HIPAA:

The contractor will have to complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) after award.

Security: The Lessor, their employees and or contractors shall:

1. Keep all entry doors, elevators, are to be kept locked while cleaning the Government leased space.

2. Close windows and turn off lights and other electrical appliances when not in use, or as directed.

3. Ensure doors, windows and elevators are secured prior to exiting the Government Leased space upon completion of work.

4. Turn-in all lost and found articles to the VA Site Manager.

5. Report potentially hazardous conditions, items needing repairs, plugged toilets, etc. to

Lessor.

6. Report fires, hazardous conditions and items needing repair such as leaky faucets, plugged toilets, and broken light fixtures.

Hours:

1) The Lessor shall accomplish the Janitorial tasks inside the normal hours of VSSS Operation. Work shall be planned, to minimize interference with the functions of the

VSSS.

2) Normal hours of Operation are Monday through Friday, 6:00 a.m. to 4:30 p.m. except Federal Holidays.

3) Federal Holidays are legal public holidays observed by the Federal Government:

New Year's Day Labor Day Martin Luther King, Jr.'s Birthday Columbus Day President's Day Veterans Day Memorial Day Thanksgiving Day

PAGE 16 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

Juneteenth Day Christmas Day Independence Day or any other day specifically declared by the President of the United States.

6.6 Grounds

Properly maintain plants and lawns. Promptly remove snow and ice from entrances, exterior walks, and parking lots of building. Maintain parking lot lighting, striping, markings, pavements, and markings. Maintain parking area free of weeds, dirt, sand, and other foreign material.

6.7 Schedule of Periodic Services

Within 60 days after occupancy by the Government, the Lessor shall provide the Contracting Officer with a detailed written schedule of all periodic services and maintenance to be performed other than daily, weekly, or monthly.

6.8 Landscape Maintenance

Performance will be based on the Contracting Officer's evaluation of results and not the frequency or the method of performance. Landscape maintenance shall be performed during the growing season on a weekly cycle and shall consist of watering, mowing, edging, weeding, and policing the area to keep it free of debris. Pruning and fertilization shall be done on an as needed basis. In addition, dead or dying plants shall be replaced.

6.9 Security

The Lessor shall provide a level of security which reasonably deters unauthorized entry to the space leased during non-duty hours and deters loitering or disruptive acts in and around the space leased. The Lessor shall ensure that security cameras and lighting are not obstructed.

6.10 Maintenance and Testing of Systems

A. The Lessor is responsible for the total maintenance and repair of the leased premises.

Such maintenance and repairs include site and private access roads. All building service equipment and systems shall be maintained in accordance with industry standards and the manufactures recommendations to provide reliable, energy efficient service without unusual interruption, disturbing noises, exposure to fire and safety hazards, uncomfortable drafts, excessive air velocities, or unusual emissions of dirt or fumes. The Lessor's maintenance responsibility includes initial supply and replacement of all supplies, materials, and equipment necessary for such maintenance. Maintenance, testing, and inspection of appropriate equipment and systems shall be done in accordance with applicable codes, and inspection certificates shall be displayed as appropriate. Copies of all records in this regard shall be forwarded to the VA Field Office Manager or a designated representative.

B. Without any additional charge, the Government reserves the right to require documentation of proper operations or testing prior to occupancy of such systems as fire alarm, fire sprinkler, physical security systems, etc. to ensure proper operation. These tests shall be witnessed by a designated representative of the Contracting Officer.

C. The contractor is responsible for performing code required testing, including but not limited to testing emergency and egress lighting, fire extinguisher checks, testing of fire alarm systems, testing of fire sprinkler systems, etc.

6.11 Frequency of Building Maintenance

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

PAGE 17 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

1) Weekly

• Mow and edge lawns weekly during the growth season.

2) Monthly

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

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

• Trim and prune shrubbery and trees to maintain an attractive appearance.

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

3) Quarterly

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

• Pest management is to be done using an integrated pest management approach that minimizes the use of toxic chemicals. Pesticide shall only be applied by persons deemed qualified by EPA and state requirements.

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

4) Semi-Annually

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

5) Annually

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

• Re-mulch all planting beds.

6) As Required:

• Lessor is responsible for the repair and replacement of all light fixture ballasts and starters. Lessor shall replace burned out bulbs and fluorescent tubes in interior light fixtures.

• Lessor is responsible for the repair and replacement of all Plumbing fixtures.

PAGE 18 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

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

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

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

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

Fertilize with frequency recommended by manufacturer of type of fertilizer used.

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

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

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

Clean condensate pans in HVAC units shall be treated as required to prevent mildew or bacterial growth.

• Before working hours 6:00 AM to 4:30 PM remove snow and ice from all entrances, sidewalks parking lots, dock area, and approaches. In the event of snow or freezing rain during working hours, removal must occur within one hour from receipt of notification by VA staff. Chemicals or sand may be used to reduce safety hazards.

6.12 Exterior Cleaning By Lessor

Lessor’s Responsibilities: The Lessor shall maintain the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below. At a minimum, the Lessor shall perform the following at the frequency indicated:

1) Daily:

• Building entrances: Pick up trash, litter, debris, and cigarette butts. Empty trash receptacles.

2) Three Times Weekly:

• Sweep landings, steps, and sidewalks.

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

PAGE 19 LESSOR: ______ GOVERNMENT: ________ REV 7/25/24

3) Quarterly

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

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

• Clean mildew from exterior of building, sidewalks, and roof areas, etc.

4) Semi-Annually

• Wash outside of all exterior windows, glass located over and in exterior and vestibule doors, and all exterior plate glass around entrances, lobbies, vestibules, and skylights.

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

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

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

5) Annually

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

Waste and Recycling: The Lessor shall have no responsibility for disposing of hazardous waste. The Lessor shall provide collection, disposal, and recycling for all other waste materials generated by VA.

• Locate waste and recycling containers near the loading dock/service area in accordance with security requirements. The Lessor shall provide and maintain adequate quantity of trash container(s), including compacting equipment as required, based on volume of waste and frequency of collection.

• The Lessor shall provide the covered recycling receptacles and shall collect and remove recycled materials bi-weekly.