ESBD_383198_1732218237056_Rider 101 - Scope of Work.pdf

RIDER 101

SCOPE OF WORK

Housekeeping Service for MD Anderson Remote Locations

1. SPECIAL INSTRUCTIONS

All cleaning services will be performed as described in the Housekeeping Levels of Service/Expectations Levels (1-3) as contained in Exhibit C.

All Day time policing expectations (Day Shift 7am-5pm); shall be included in your different housekeeping cleaning levels 1-3 pricing.

Contractor's employees will follow all Safety Rules and training as required by MD Anderson and Facilities Management as may be deemed appropriate for working in all areas within FACILITIES DEPARTMENT buildings.

2. DEFINITIONS

Definition of terms and abbreviations used within this Scope of Work (SOW) are listed in Exhibit A.

3. HOUSEKEEPING SERVICE/PROGRAM REQUIREMENTS

These specifications and LEVELS OF CLEANING are a statement of the minimum level of housekeeping services regarding the frequencies of service and standards of performance that the Contractor must provide. They are not intended to be, nor shall they be construed as, either maximum performance levels or limitations on the effort the Contractor must expend to accomplish the work.

Perform Privacy curtain services as described in Exhibit D Privacy Curtains Scope of Services; and priced per contract attachment Privacy Curtain Price Schedule.

Determination of the total man-hours required each day to perform the work specified herein is the sole responsibility of the Contractor.

No statement in these requirements shall be construed as being contrary to the Contractor responsibility.

Under the Housekeeping Services Program, the Contractor is responsible for meeting the cleaning expectations Levels 1 based on the type of space. The contractor will provide a sample scope of work, task description by cleaning level in EXHIBIT C. The following exceptions are on MD Anderson observed State of Texas Holidays. The total number of holidays is determined by the State Legislature and may change from year to year.

Contractor will be expected to have a dedicated customer service personnel to monitor the Computer Maintenance Management system (CMMS) queries and communicate all work orders needing to be completed on a day-to-day basis. Along with completing any terminal cleans asap to expedite room availability for the clinics. Day porters need to respond within 30 minutes of work order being dispatched to each location. Along with uploading all documentation of terminal clean logs for any procedure suites identified by MD Anderson (Examples: Interventional Radiology, Operating Room, Sterile Processing, Pharmacy). Along with any other documentation required for Joint Commission Accreditation.

Contractor will be required to perform Pharmacy USP 797 and USP 800 cleaning, disinfecting, and garbing related activities per MD Anderson EVS Pharmacy work instruction procedures which would include all the required cleaning supplies, PPE, and equipment required. Contractor will need to document all competency for the following requirements for each employee: Handwashing, Garbing, and EVS cleaning instructions on an annual basis. Along with Project Manager and Supervisors being certified in Good Manufacturing Practices: Cleaning and Sanitation for USP 797 and 800 on annual basis. Also completing the pharmacy logs electronically daily and having supervisor check daily and weekly sign-off of Pharmacy inspections.

Contractor will be required to perform procedure rooms (ex.

OR/IR/Sterile Processing/Endoscopy/Dermatology/ MOHS) Terminal cleans per our MD Anderson procedures daily. Logs will need to be maintained daily and supervisor inspections will be required daily sign off.

Contractor will be required to perform Isolation/Terminal cleans per MD Anderson Policy and Procedures.

Contractor will be required to provide the contractor’s employees with the necessary PPE, and monthly safety trainings.

Contractor will be required perform daily, nightly, and upon work order requests to replace sharps containers in patient rooms, pharmacy, OR, etc. throughout the building as needed or ¾ full upon cleaning each room. Along with placing the biohazard containers in the designated rooms.

Contractor will be required to keep employee files for Joint Commission Accreditation.

The contractor will be required to remove all biohazard waste in the different rooms red bags and place them in the appropriate biohazard containers daily.

Other locations that are occupied by FACILITIES DEPARTMENT areas of responsibility may observe holidays different than the MD Anderson schedule. Project Coordinator to provide the holiday schedules to the Contractor.

All Contractor personnel will be required to have an MD Anderson Badge before starting their training at MD Anderson. They will not be allowed in the MD Anderson Facility without a badge.

4. SERVICE LOCATIONS

Contractor will be responsible for providing housekeeping services, according to the agreed upon performance standards, for all FACILITIES DEPARTMENT buildings as listed in Exhibit B-Building Locations and Square Footage. Locations can be added or deleted from the contract at the discretion of MD Anderson Facilities Property Management .

5. TRANSITION/IMPLEMENTATION/PHASE-IN PLAN

Continuous, uninterrupted housekeeping services to the customers of the FACILITIES DEPARTMENT are of utmost importance.

The Contractor shall present a proposed Transition-Implementation- Phase plan, as part of the performance of the SOW that will demonstrate methods, timelines, tasks, responsible parties, and descriptions of task/activities to be utilized for each Level of Cleaning to ensure a seamless phase in of the service.

The Contractor should provide an initial Organization Chart for management of the cleaning services contract. The organization chart(s) will need to reflect each Level of Cleaning if they differ. This will ensure accurate communication between the Contractor and FACILITIES DEPARTMENT Project Coordinators

FACILITIES DEPARTMENT Project Coordinator and other appropriate FACILITIES DEPARTMENT staff, will meet with the new cleaning Contractor’s representatives that include: the On-Site Manager and any On-Site Management team to begin modification of the "proposed" transition/phase The FACILITIES DEPARTMENT requests that the start of service date be no longer than forty-five (45) working days from the execution of the contract for cleaning services.

The proposed and agreed upon actual transition/phase-in plan should include at least the following:

Orientation and Training Program implementation for new employees.

MD Anderson will conduct background checks for Institutional badging before the startup date.

Contractor will need to provide method and timing of materials and equipment change out.

Contractor and MD Anderson will conduct review and inspection of facilities to identify any required special project cleaning.

Contractor and MD Anderson will review and approve method for implementation of identified special/project cleaning/weekend services and added cost, if any.

MD Anderson will provide schedules for various start up activities.

MD Anderson and Contractor will need to agree on the method, frequencies, and involved staff that will evaluate the cleaning service product during the transition period.

MD Anderson will identify method to identify additional service needs not previously communicated.

MD Anderson to Transfer and verify of the key inventory with the Contractor.

Contractor will be expected to have supplies immediately available upon transition.

6. STANDARDS OF PERFORMANCE

Contractor is expected to use its best efforts, skill, judgment, and abilities to perform the Housekeeping Services Contract as specified within this document and to meet all standards of Contractor's professional and business requirements.

Contractor will meet all other applicable national, federal, state, and municipal laws, regulations, codes, ordinances, and orders and with those of any other body or authority having jurisdiction. The FACILITIES DEPARTMENT will cooperate with Contractor in Contractor's compliance requirements, but MD Anderson shall have no obligation to incur any expense related to any compliance requirements.

Standards of Performance QAPI will need to be documented monthly.

7. TASKS AND SERVICE EXPECTATIONS

Contractor will be expected to provide housekeeping services in accordance with the guidelines listed in Exhibit C, Housekeeping Levels of Service/Expectations. These are Tasks and Expectations relating to the housekeeping function but are not meant to be all-inclusive. The Contractor and FACILITIES DEPARTMENT Project Coordinator may add or delete from this list, as agreed upon by both parties.

8. QUALITY ASSURANCE PROGRAM

Contractor shall be prepared to provide information relating to the Quality Assurance and Inspection Program normally provided for the cleaning service. This information should include frequencies and type and trending of inspections results, method of corrective action and type of reports provided to FACILITIES DEPARTMENT. (See Attachment)

FACILITIES DEPARTMENT Project Coordinator may develop additional reports and frequencies of building inspections as required.

9. TRAINING PROGRAMS

Contractor shall be prepared to provide upon request, a detailed list of all courses and subjects provided within their in-house training programs. Minimally the course curriculum should include the accepted methods for cleaning areas as identified in Attachments, pages 1-12, proper use of cleaning supplies and equipment and a comprehensive Safety Program. FACILITIES DEPARTMENT Project Coordinator may require additional training programs as part of this agreement (Example is the recycling video, by MD Anderson).

The FACILITIES DEPARTMENT Project Coordinator or designee may provide access to selected MD Anderson training programs, as necessary, for use by the Contractor. This will be determined based on need and after a review of the Contractor's training program as requested above and reviewed by the FACILITIES DEPARTMENT Project Coordinator.

10. PERSONNEL

CONTRACTORS MANAGERS AND SUPERVISORS

Contractor will provide full time On-Site management and appropriate level of supervisors to fully perform the scope of work as defined in this agreement. A full-time customer service representative also to be designated by the Contractor.

UNIFORMS

Contractor will provide, at Contractor expense, uniforms for their staff. These uniforms will clearly identify Contractors’ staff as employees of the Contractor (Note: “Uniforms" as defined in the Definition Section.)

RIDER 101 SCOPE OF WORK

Housekeeping Service for MD Anderson Remote Locations

Building GENERAL STAFFING

Contractor will provide a staffing plan to include number and type of cleaning staff assigned by location. The plan should also include Management and Supervisory assignments/accountabilities.

The Project management staff shall be able to communicate clearly in English and be responsible for servicing all work covered by this agreement.

The Project management staff will ensure all work is conducted in a professional manner with a proper size crew that will complete all tasks as scheduled.

All day workers must communicate in English.

EMERGENCY STAFFING

Contractor will provide information relating to their ability to provide additional staffing in case of an emergency at any of the FACILITIES DEPARTMENT locations. Additionally, the Contractor may be asked to provide a Ride Out and Recovery Team as a part of the FACILITIES DEPARTMENT Emergency Operations Plan. The FACILITIES DEPARTMENT Project Coordinator and the Contractor will coordinate the planning of this function.

SPECIAL SERVICES

Contractor shall be prepared to provide information as to their ability to provide additional staff for special cleaning or special functions that may be held at any of the FACILITIES DEPARTMENT locations. This information should include methods and cost to provide these services.

CALL IN SERVICE

Contractor shall be prepared to provide information relating to their ability and methods used to call in additional staff as requested by FACILITIES DEPARTMENT or in case of emergencies.

Contractor will provide an employee Call down Tree to the FACILITIES DEPARTMENT Project

Coordinator as part of their transition plan. This Call down Tree will be updated quarterly.

CONTRACTOR STAFF MEDICAL REQUIREMENTS

All employees of the Contractor performing services for FACILITIES DEPARTMENT will meet all employment medical requirements of MD Anderson outlined for the staff working within FACILITIES DEPARTMENT buildings/properties.

11. VENDOR QUALIFICATIONS

Contractors shall be asked to provide documentation supporting the minimum experience of the staff performing services for types of buildings and locations listed in Exhibit B

The Contractor is expected to have provided services to facilities of at least 75% of the size and square footage of those listed in Exhibit B. Additionally, the Contractor should be prepared to provide the type, size and number of comparable facilities to which they have previously provided cleaning service.

The Contractor should be prepared to provide documentation, such as Cleaning Industry Management Standard (CIMS) certification from ISSA, to demonstrate that they are certified, by a "nationally recognized" third party, to provide cleaning services to buildings of the type, size and square footage covered by the SOW.

Certification of the Contractor's qualifications by an organization other than ISSA will be taken into consideration by FACILITIES DEPARTMENT staff when making evaluations.

The Contractor should also be prepared to provide documentation of Pharmacy USP 797 and 800 clean room certifications or, GMP clean room certifications.

Contractor must demonstrate successful participation in/with owner’s recycling program

12. SUPPLIES AND EQUIPMENT

All cleaning supplies, paper products, and plastic liners will be provided by the Contractor. T h i s may be purchased through MD Anderson's "Vizient Contract" suppliers or any other negotiated contracts.

Additionally, the Contractor will provide as part of this contract all batteries for all dispensers, such as paper towel dispensers, Hand Sanitizer dispensers.

(The FACILITIES DEPARTMENT Project Coordinator and appropriate MD Anderson representative(s), such as Infectious Disease or Sourcing and Contract Management, must agree upon any exceptions to this stipulation.)

Cleaning supplies and products used within FACILITIES DEPARTMENT locations preferred to be

"GREEN SEAL CERTIFIED".

A list of all products and equipment the Contractor is planning to utilize in the performance of the SOW will be requested for review as a part of the RFP submission. The FACILITIES DEPARTMENT Project Coordinator will have the final product approval for all supplies and equipment the Contractor is planning to utilize in the performance of the SOW. All electrical cleaning equipment is required to have dust control measures.

13. SAMPLE OF AREAS THAT MAY BE EXCLUDED:

Food Production Facilities Data Center

Mechanical Areas

14. CHARGES FOR SERVICE and CONTRACT PRICE CHANGES

The Contractor will provide rates for service in accordance with instructions provided within document Rider 102 Price Schedule.

Contract Price Changes - All annual changes to contract pricing between Contractor and MD Anderson shall be in accordance with the Consideration and Invoicing section of the Summary Agreement.

Pricing Adjustments–

Project Coordinator will provide a Quarterly report that provides square footage vacancy, activation, or expansion. Square footage Adjustments will be net of additions and deletions of square footage.

The Project Coordinator will provide a move schedule to the Contractor on activations to square footage.

The invoicing for services provided will be in accordance with Rider 116-Invoice Payment Requirements. Additional requirements established by the Facilities Department Project Coordinator, need to be included such as description of any additional work on each invoice, employees names, hours worked and building.

15. CONTRACTOR REPORTS

The Contractor will be expected to collaborate with the project coordinator on the generation of the following types of reports on a monthly basis for QAPI by the 5th of each month.

Maintenance and repair items discovered during inspections or normal cleaning. Call 3-5000 on any repairs needed during inspection.

Number of complaints received method of correction and follow-up.

Contractor employee turnover and performance of staff

Staff/Safety Training Report-Monthly

Quality Assurance Inspections-Environmental Services Inspections

Supervisor/Manager daily report of building inspections, monthly reports

OR/Pharmacy/IR/Sterile/Procedure Suites/ Monthly Reports

Floor Report-Monthly report-buffing/scrubbing floors.

Requested services and report of completion.

Periodic cleaning schedule

Additional reports as agreed upon by Contractor and FACILITIES DEPARTMENT Project Coordinator.

16. CONTRACTOR SPACE

FACILITIES DEPARTMENT will provide appropriate office and storage space to facilitate the Contractor’s success to include telephone, computer and MDACC network connectivity.

All connectivity will need to be approved by MD Anderson Project Coordinator.

The Contractor may provide its own printers, time clocks, computers, pagers, and other electronic equipment necessary to accomplish the Contractor's activities.

All Contractors’ electronic equipment must meet the requirements of MDACC Information Technology Department (IT) if it is going to be connected to the MDACC Network.

Contractor will meet all requirements regarding space use as described in other section(s) of the SOW or other attachments to the Summary Agreement.

Contractor is responsible for ALL Parking Costs associated with the performance of this agreement.

Contractor will receive limited rights to utilize MD Anderson CMMS (Maximo) to document, receive, track and close work order/requests.

Contractor will be trained and granted rights to the CMMS to review queries, work orders, service requests, and complete work orders as needed.

17. FACILITIES DEPARTMENT CONTACTS

The following will be the contacts relating to the performance of this contract:

FACILITIES DEPARTMENT Project Coordinators:

Primary Contact - Jesus Cardenas - Facilities Assistant Director of Operations and Maintenance.

Secondary Contact - Erica Pentecost-Facilities Customer Advocate

Alternate Contact – Noel Ellis– Facilities Director of Operations and Maintenance.

Alternate Contact – Dan Prate-Facilities Utility and Operations Supervisor

18. EXHIBITS

Exhibits included in the SOW are as follows:

Exhibit A Definition of Terms

Exhibit B Locations of Buildings and Square Footage

Exhibit C Task Description by Cleaning Levels

Exhibit D Privacy Curtains Scope of Services

Exhibit E Regulated Medical Waste Containers

Exhibit F Housekeeping Supplies

Exhibit G Quality Assessment and Performance Improvement