Ex. B Agency Special Requirements.pdf

9110 10021 Room Name Net Area

Po w er d up le x pe r Q ty

D at a d at a ou tle ts p er

Q ty

Si nk p er Q ty

Ca rd

Re ad er p er Q ty

Ca m er a p er Q ty

N ur se Ca ll p er

Q ty

Pa ni c

Bu tt on p er

Q ty

Ce ili ng

H ei gh t

Ce ili ng

M at er ia l

Door Function

Door Width

Exhaust

Percent To

Outside

Floor Material

Lighting Level

Minimum Outside

Air Change

Rate

Noise Level

Maximum

(NC)

Relative Humidity

Temperatu re

Summer

Temperatu re

Winter

Wain Wall Finish

Wall Finish

Alternate

Wall Material

Office 120 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Office 110 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Team Work Area 680 10 4 0 0 0 0 1 9'-0" AT 36" No CP/LVT 400 6 35 30-60 72 70 PT GWB Conference Room 350 8 4 0 2 0 0 0 9'-0" AT 36" No CP 300 6 35 30-60 72 70 PT GWB Office 150 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Lounge, Staff 300 8 2 1 0 0 0 0 9'-0" AT 36" No CP 300 40 30-60 72 70 PT GWB Team Work Area 950 10 4 0 0 0 0 1 9'-0" AT 36" No CP/LVT 400 6 35 30-60 72 70 PT GWB Team Work Area 400 10 4 0 0 0 0 1 9'-0" AT 36" No CP/LVT 400 6 35 30-60 72 70 PT GWB Office 100 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Office 120 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Lounge, Staff 300 8 2 1 0 0 0 0 9'-0" AT 36" No CP 300 40 30-60 72 70 PT GWB Conference Room 250 8 4 0 2 0 0 0 9'-0" AT 36" No CP 300 6 35 30-60 72 70 PT GWB Storage 150 4 2 0 0 0 0 0 9'-0" AT 42" No LVT 200 2 40 30-60 72 70 PT GWB

Vestibule 200 2 0 0 3 2 0 0 9'-0" AT/GWB Power Opener 60" No

Recessed Floor Mats 300 40 30-60 72 70 PT GWB

Mechanical Room 40 Storage 60 4 2 0 0 0 0 0 9'-0" AT 42" No LVT 200 2 40 30-60 72 70 PT GWB Toilet, Staff 45 1 0 1 0 0 0 0 9'-0" AT 36" Yes Tile 300 10 40 30-60 72 70 CT PT GWB Toilet, Staff 45 1 0 1 0 0 0 0 9'-0" AT 36" Yes Tile 300 10 40 30-60 72 70 CT PT GWB Office 100 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Team Work Area 1810 30 12 0 0 0 0 1 9'-0" AT 36" No CP/LVT 400 6 35 30-60 72 70 PT GWB Office 200 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Toilet, Staff 45 1 0 1 0 0 0 0 9'-0" AT 36" Yes Tile 300 10 40 30-60 72 70 CT PT GWB Toilet, Staff 45 1 0 1 0 0 0 0 9'-0" AT 36" Yes Tile 300 10 40 30-60 72 70 CT PT GWB Mechanical Room 60 Office 150 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Team Work Area 200 5 2 0 0 0 0 1 9'-0" AT 36" No CP/LVT 400 6 35 30-60 72 70 PT GWB Office 260 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Office 110 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Office 110 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Office 110 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Office 100 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Team Work Area 260 5 2 0 0 0 0 1 9'-0" AT 36" No CP/LVT 400 6 35 30-60 72 70 PT GWB Team Work Area 200 5 2 0 0 0 0 1 9'-0" AT 36" No CP/LVT 400 6 35 30-60 72 70 PT GWB Team Work Area 200 5 2 0 0 0 0 1 9'-0" AT 36" No CP/LVT 400 6 35 30-60 72 70 PT GWB Lounge, Staff 300 8 2 1 0 0 0 0 9'-0" AT 36" No CP 300 40 30-60 72 70 PT GWB Storage 60 4 2 0 0 0 0 0 9'-0" AT 42" No LVT 200 2 40 30-60 72 70 PT GWB

OI&T Comms Closet 200 10 0 1 1 0 0 9'-0" GWB/Dec k 42" No LVT 500 8 40 40-60 74 66 PT GWB Office 120 5 2 0 0 0 0 1 9'-0" AT 36" No CP 500 4 35 30-60 72 70 PT GWB Storage 100 4 2 0 0 0 0 0 9'-0" AT 42" No LVT 200 2 40 30-60 72 70 PT GWB

SPECIAL REQUIREMENTS: KEY SCHEDULE

Corridor, Entry and Office doors shall be equipped with a Falcon Great Grand Master Key System.

Provide removable and interchangeable core cylinders that are removable only with a special key or tool without disassembly of knob or lockset. Cylinders shall be 6 pin “D” keyway. Provide 2 blank “D” keyway keys with each lock. The pinning of the Lessor-provided cores will be accomplished by the Sioux Falls VA Engineering Department.

SPECIAL REQUIREMENT: Electronic Physical Access Control Systems (PACS).

Dual card readers for PIV/HID. Access control systems shall be provided for exterior doors and selected interior doors. The head-end system shall be located in the OI&T Closet at the VA site.

The system shall be compatible with Sioux Falls VA issued PIV proximity cards. The main system shall be integrated with the main VA hospital. The main system controller shall be integrated with the intrusion detection system and electronic physical access control system for configuration and user interface capability.

1. PACS SYSTEM SHALL MEET THE FOLLOWING REQUIREMENTS

A. UL Listed Components conforming to NFPA 70

B. Installation by a certified business specializing in manufacturing the products specified in this section with minimum three years documented experience and with service facilities and an authorized installer within 100 miles of project.

C. Access Safeguard. To prevent learning codes through keypad observations or use of stolen or found access cards.

D. Time Sensitive. The ability to program access by user, by shift and day.

E. Area Sensitive: The ability to program access by door and area for each individual user.

F. Fail-Safe. The ability to maintain access security if the system goes down (i.e., bypass key).

G. Access Record/Audit Trail. The ability to provide for periodic or on demand print-out of names and time/dates of individual accessing. Records of access or audit trails will not be used for employee time and attendance purposes.

H. User Coverage. The number of individual access codes that the system will accommodate.

I. Personal Identify Number (PIN) Codes. Access control systems protecting PACS high security areas, such as controlled substance storage, primary computer and communications rooms, and security offices, require a PIN as a secondary personal authentication to be used in addition to card readers. “Scramble Pad” type PIN readers are recommended when PIN systems are installed. See the table below for specific VA-identified required locations.

1) 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 Implementation Guidance, Version 2.3 (December

20, 2005), published by the Physical Access Interagency Interoperability Working Group of the VHA Government Smart Card Interagency Advisory Board. This requires that such systems will meet the ISO/IEC 14443 a/b, Parts 1-4 standard for contactless (proximity) card systems, or the ISO/IEC 7816 Standard for contact-type cards. Further information on VA Smart Card operated PACS requirements can be found in the most recent edition of the document: “Physical Access Control Recommendations for the Department of Veterans Affairs.” Guidance and assistance with the standards can be obtained from the

OS&LE.

J. Proximity Card Readers meeting the specifications of this section are required in the following locations:

1) All entrances leading into government space, either from the exterior or non-government parts of the building. One entrance shall incorporate a vestibule which will require two card readers.

2) Door from waiting into the main office space

3) Door from reception into clerical space

K. Combination Proximity/PIN readers are required for HIGH PACS Assurance Level in the following locations:

1) IT server room entrance

2) All entrances leading into government space, either from the exterior or non-government parts of the building. One entrance shall incorporate a vestibule which will require two card readers.

L. Lessor shall provide all door hardware and accessories as necessary for a complete, functional physical access and control system

2. PACS SYSTEM COMPONENTS

A. Access Control Panel:

1) Product: Simplex Grinnell Software House i-Star Pro Controller or approved equal.

2) Description: 16 card reader capacity control panel with 64 MB of on board memory, battery backup, local area network compatible. Control panels shall accommodate 16 card readers, door position monitoring inputs for 16 doors and request to exit sensors for 16 doors.

B. Encoded Card Readers (Proximity card Reader)_:

1) Product: HID RP40-6125CGN000DG30 for the 5” by 5” locations or the HID RP15-

6145CGN000DG30 for the narrow mullion mount locations.

2) Description: Proximity card reader, indoor/outdoor rated, 5”x 5” square polycarbonate housing with approximately a 8” read range. The card reader shall be fully compatible with the PIV badges being used at the VA hospital.

3) Approved equals shall be accepted provided they work correctly with the VA PIV badges.

C. Encoded Card Readers with Keypad (Combination Proximity/PIN): See Exhibit 10 Agency

Specific Brochures (S8).

1) Product: HID 6136CGN000D00G30 with integral keypad.

2) Description: Proximity card reader with integral 10 button keypad, indoor/outdoor rated, 5”x 5” square polycarbonate housing with approximately a 8” read range. The card reader shall be fully compatible with the PIV badges presently being used at the VA hospital.

3) Approved equals shall be accepted provided they work correctly with the VA PIV badges.

D. Request to Exit Sensors:

1) Product: Bosch DS160 or approved equal.

2) Description: Surface mount with passive infrared sensor with a 8’ by 10’ coverage pattern.

White plastic enclosure.

E. Door Position Switches:

1) Product: General Electric 1076D series or approved equal.

2) Description: 1 inch diameter steel door contact with DPDT contacts, white in color.

F. System Cable:

1) Product: Communications Supply Corporation or equal.

2) Description: Plenum rated cable with aluminum foil shield, copper drain wire, yellow PVC jacket. Cable shall include integral #18-4/C unshielded, #22-3PR shielded, #22-2/C unshielded, and #22-4/C unshielded conductors for card reader, REX and door contact functions.

SPEICIAL REQUIREMENT CAMERA SYSTEMS (CCTV):

CCTV Surveillance Cameras with Time Lapse Video Recording: Twenty-Four-hour coverage and recording are required. A camera will be required at each entrance into government space, patient waiting area, and patient corridors, as well as the identified government parking spaces. Time-lapse video recordings (digital storage) are also required as a source of evidence and investigative leads. The Government will centrally monitor the CCTV Surveillance. Government specifications are available from the Contracting Officer. Camera systems must be integrated with intrusion control systems.

1. Cameras shall be charge coupled device (CCD) cameras and conform to National Television System Committee (NTSC) formatting criteria.

2. Cameras shall be color and programmable to digitally switch from color to black and white at dusk and vice versa at dawn.

3. Cameras shall be rated for continuous operation.

4. Each camera function and activity shall be addressed within the system by a unique twenty (20) character user defined name. The use of codes or mnemonics identifying the CCTV action shall not be accepted.

5. Cameras shall have built-in video motion detection that automatically monitors and processes activity information from each camera based upon how the surveillance field-of-view is programmed.

6. When the camera is used as part of a CCTV system computer network, a video encoder shall be used to convert the signal from the NTSC criteria to Moving Picture Experts Group (MPEG) format.

7. All cameras shall be home run to a monitoring and recording device via controlling video equipment such as a matrix switcher or network server that is monitored from a designated SCC location. The use of wireless cameras may also be considered.

SPECIAL REQUIREMENT: INTRUSION DETECTION SYSTEMS:

The intrusion detection alarm system shall detect entry into the room and broadcast a local alarm of sufficient volume to cause an illegal entrant to abandon a burglary attempt. Intrusion detector equipment which operates on the principle of narrow beam interception, door contacts, microwave, or photoelectric eyes is unacceptable as the primary means of detection. Intrusion detectors must have the following essential features.

1. INTRUSION DETECTION SYSTEM SHALL MEET THE FOLLOWING REQUIREMENTS:

A. An internal, automatic charging DC standby power supply and a primary AC power operations.

B. A remote, key operated activation/deactivation switch installed outside the room and adjacent to the room entrance door frame and/or a central alarm ON- OFF control in a central monitoring location. For personal safety reasons, alarm switches and panels will be located outside of the protected space.

C. An automatic reset capability following intrusion detection.

D. A local alarm level of 80 dB (min) to 90 dB (max) within the configuration of the protected area.

E. An integral capability for the attachment of wiring for remote alarm and intrusion indicator equipment (visual or audio).

F. A low nuisance alarm rate. Shall not exceed a rate of one (1) alarm per seven (7) days per zone within the first 60 days after installation and acceptance. Sensor adjustments will be made and then shall not exceed one (1) alarm per 30 days.

G. The Lessor will contract with a Security Monitoring Company to provide 24hour, 7 day, 365 day per year monitoring of Intrusion Detection.

1) Intrusion Detection Alarms shall be reported to Local Police

H. Installation & Execution:

1) The alarms shall utilize a separate dedicated phone line, or connect to an existing building shell system that provides this function, and is addressable to indication the location of the alarm.

2) The main system controller shall be capable of integrating the intrusion detection system and electronic physical access control system for configuration and user interface capability.

3) The remote alarms will be in addition to locally broadcast alarms in the protected areas.

2. INTRUSION DETECTION SYSTEM COMPONENTS:

A. Refer to Electronic Physical Access and Control System for Description of master control system.

B. Glass Break Sensors:

1) Product: Bosch Security DS1109i Glass Break Detector or equal

2) Description: Microprocessor based Glass Break Sensor with Built-in Door/Window

Contact.

C. Door Position Indicators

1) Product: Bosch Security ISN-CSD Series Recessed Compact Magnetic Contact or equal

2) Description: 100 V Max Voltage Magnetic recessed mount compact door position contact D. Motion Detectors-

1) Product: Bosch Security ISC-PPR1-WA16x Professional Series Detector or equal.

2) Description: 50ft x 70ft EN51131-2-2 Grade 3 Compliant Sensor with Alarm Memory, Temperature Compensation, anti-mask capability, draft and insect immunity

SPECIAL REQUIREMENT: PEST CONTROL

The contractor shall provide all management, licenses/certifications, laboratory testing, tools, supplies, equipment, transportation and labor to develop and implement an Integrated Pest Management (IPM) plan for pest control services at the VA leased Space. Service shall be performed in a manner that will ensure the health and general wellbeing of installation personnel, and effectively control pests. Area of service shall include Leased space, adjoining spaces and parking lot. Pest control services shall be performed in accordance with (IAW) commercial and GSA Environmental Management Integrated Pest Management Technique Guide (E402-1001). All pest control service requests shall be submitted via contractor supplied toll free telephone number or government approved electronic communication. The contractor’s technician shall contact the COR and Contracting Officer upon arrival and before departure from the installation.

1. INTEGRATED PEST MANAGEMENT (IPM) PLAN. The contractor shall develop and submit an IPM plan within 30 days of after occupancy start date and as changes to chemicals or strategies are made for approval. The IPM Plan shall be written in accordance with the outline prescribed in the Integrated Pest Management techniques, as specified in the GSA Environmental Management Integrated Pest Management Technique Guide (E402-1001). In addition, the IPM plan shall comply with all applicable Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), federal and state/local regulatory guidance on pesticide usage, disposal and applications.

A. The contractor’s IPM plan shall establish the strategy and methods for conducting a safe, effective, and environmentally sound pest management program. In developing the IPM plan, the contractor shall address continuous monitoring, pest response and removal procedures, record keeping, warranties, pest education and communication to prevent pests and disease vectors. The IPM approach shall use targeted (effective and environmentally sound) methods including habitat/facility modification, biological/genetic/cultural control, mechanical/physical control, and where necessary with the judicious use of the least hazardous pesticides using all Federal, State, County and local requirements.

B. A list of all pesticides to be used for pest control services at Leased Space shall be included in the IPM plan. The contractor shall only use pesticides from Federal listings approved by the GSA Environmental Management Integrated Pest Management Technique Guide (E402- 1001). All pesticides shall be approved by the State of South Dakota, Contracting Officer, and VA Pest Management, prior to use. The contractor shall supply electronic copies of Material Safety Data Sheets (MSDS) and Chemical Labels to the IPCS within 10 days after contract award and 30 days prior to the start of each contract year.

C. The IPM plan requires approval by the Contracting Officer prior to implementation. The Contractor shall review and update the plan annually and as strategies or chemicals change for all pest control categories. The updated IPM plan shall be submitted to the IPCS within 10 days after contract award and 30 days prior to the start of each contract year.

2. Basic Services

A. Common Pests. Common pests are described as any insect, invertebrate, arachnid, rodent, mammal, bird, or snake that causes an economic loss, or presents a hazard to VA Leased property, personal health or morale. These pests include mice, rats, squirrels, gophers, birds, bats, ants, bees, snakes, mosquitoes, gnats, beetles, bed bugs, weeds, and spiders.

This list is not all inclusive and shall not be considered to be a complete list of the pests the contractor shall be responsible to control. Contractor shall insure applicators are trained in the proper and safe handling of snakes.

B. Pest Control for Facility. The contractor shall complete all pest control requests within 8 business hours from receipt of request. Contractor shall coordinate with the COR on pest management practices to keep pests under control using the least amount of pesticides. At the VA leased property the contractor shall contact COR or alternate prior to any pest control actions.

3. EMERGENCY SERVICES. Upon notification by the Contracting Officer, or duly authorized representative such as the COR, the contractor shall perform emergency services within 2 hours from time of notification. Contractor shall provide an after-hour emergency contact number to the COR. The definition for emergency service is the control of medically important pests, including venomous arthropods, venomous snakes, which could affect human health and pests which could cause damage to Government property. Note: Contractor may have to perform work at times other than the normal duty hours for emergencies.

4. Pesticide Mixing and Storage. All pesticides shall be stored off-base. All unused pesticides, empty pesticide containers and residue shall be disposed of properly at an approved off-base disposal area. In the event the contractor spills or releases any hazardous substances (example, substances listed in 40 CFR 302), the contractor shall immediately notify the COR or Contracting Officer. Chemical mixing for immediate application may be accomplished at the site of application/treatment and only state certified applicators may mix or apply pesticides.

5. SAFETY. Contractor shall wear all safety items while mixing and applying chemicals. When the label states that an eye irritation may occur, or lists flushing eyes, face and eye protection shall be worn as part of the required safety items. Contractor shall provide a spill container at mixing areas to ensure that no chemicals impact an area that is not being treated. The contractor shall have an operational emergency eyewash kit available at each mixing location.

6. Pest Control Records and Reports.

A. Records. The contractor shall maintain a complete pest control record and reports and must provide a record all information required by VA, Federal, State and Local Regulations. All reports shall have the Percentage of Active Ingredient used and for each chemical used.

B. Annual Report. Annual reports are to be turned in to the Contracting Officer by the fifth of October each year.

7. CONTRACTOR EMPLOYEES. The contractor shall have a State of South Dakota certified pest control manager specifically assigned to support this contract available within one hour to meet with government personnel (telephonically or in person) during duty hours. All contract employees that apply or mix pesticides shall have a current South Dakota Structural Pesticide Applicator Certificate. The contractor shall be responsible to ensure that the licenses and certificates and training of contractor personnel are kept current and copies provided to the

IPCS.

8. HOURS OF OPERATION. The contractor shall provide sufficient personnel to cover all required services during normal hours of operation which are 7:00 am to 5:00 pm, Monday through Friday.

9. QUALITY CONTROL PLAN. The contractor shall develop and maintain a quality control plan (QCP) to ensure systematic inspection of facilities for pests, a customer service call/emergency response system for pest removal, and a continuous pest prevention education program for facility managers and occupants, food handling managers, and housing occupants. The contractor shall develop and implement procedures to identify and prevent defective services from recurring on all services required by this PWS. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Section 2, Services Summary. The contractor’s QCP shall be written and submitted to the PM and QAP within 10 calendar days from the date of award and within 30 calendar days prior to the start of each option year or as changes occur. The Contractor shall identify their quality control representative in writing to the government IPCS, PM and QAP for notification and resolution of valid customer complaints or Quality Control issues.

SPECIAL REQUIREMENT: JANITORIAL SERVICES

The lessor shall be responsible for all janitorial services. Cleaning shall be performed after tenant working hours unless daytime cleaning is specified as a special requirement elsewhere in this SFO.

Contracting Personnel will be subject to security requirements as outlined in section 6.17 IDENTITY VERIFICATION OF PERSONNEL Lessor will provide a daily cleaning schedule to be approved by the Contracting Officer before acceptance of the property.

1. Office Hours of Operation.

All work shall be performed after normal office business hours, and before the next day of office operations.

A. The normal office hours are Monday through Friday (except federal holidays) from 7:00AM to 5:00PM.

B. Federal Holidays: The ten holidays observed by the Federal Government are: New Year's

Day, Martin Luther King Jr.'s Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a federal holiday.

C. Non-Work Hours: Except in cases of emergency, the VA will be closed all weekends, Saturdays, and Sundays, and Monday Through Friday from5:00 PM until 7:00AM the following workday

2. Cleaning Staff Training.

The Contractor shall develop an employee training plan and be responsible for the cost and provision of initial and developmental training programs for Contractor employees. The Contractor shall maintain and update the plan throughout the life of this contract and shall submit the plan to the COR for review when requested. Documentation of training shall be forwarded to the COR before cleaning staff begin duties Familiarization with all written Contractor technical and quality control procedures and instructions. Records of all employee training, including attendance rosters, shall be maintained by the Contractor and shall be furnished upon request to the Contracting Officer or COR for review. Cleaning Staff must receive and complete the following training:

A. Healthcare sanitation, to include infection prevention.

B. Isolation Cleaning Procedures C. OSHA Blood Borne Pathogen D. DOT HazMat Training E. Basic bacteriological concepts, including how disease is caused, transmitted, and prevented, reduced, or contained through proper housekeeping methods.

F. Infection control & blood borne pathogen standards relating to duty functions to all requirements of this contract. (OSHA, JC, etc.)

G. Proper use and handling of germicidal detergents, supplies, and equipment H. Care and maintenance of Contractor- and Government-furnished property I. Procedures for replenishing cleaning supplies and obtaining equipment repairs.

J. Familiarization with the Government's fire prevention, safety, and security procedures K. Familiarization with applicable VA regulations and policies, including fire prevention, safety, and current disaster plans.

L. Role of housekeeping in the health care facility and its effect on the health and well-being of patients.

M. Employee developmental topics (i.e., communications and individual and group behavior) N. Employee personal hygiene.

O. Adherence to all Contractor work schedules and how completed scheduled work assignments shall be documented to support the Contractor's Quality Control Program P. Contractor employees shall be provided sexual harassment training within the first 30 days and annually thereafter.

3. Supervision

The Contractor will have adequate supervision on-site during the scheduled hours of contract performance to ensure that all cleaning functions are performed as scheduled by the contractor.

The term "on-site supervisor" and "alternate on-site supervisor" means a person designated in writing by the contractor who has the authority to act for the Contractor on a day-to-basis at the worksite and to accept and sign correspondence on behalf of the contractor. Supervisor and/or alternate shall be available during all times work is in progress. The contractor shall provide the contact names, telephone numbers and pager numbers to the Contracting Officers Representative for use in contacting the supervisor should the need occur when the supervisor is not on the work site. This information shall be provided with the solicitation documents. All Contractor employees, who must communicate with the COR, must be able to read, write, speak, and understand the English language, to ensure the effective administration of this contract and accurate ordering of work.

4. Cleaning and Supplies

The lessor shall provide and maintain all cleaning and paper supplies required under this contract which includes but is not limited to: regular waste basket liners, toilet, bath, regular hand soap shall be provided for the bathrooms. Soap dispensers shall contain non-refillable bag in the box anti-microbial soap.

5. Cleaning Schedule

The Lessor shall maintain the leased premises, including outside areas, in a clean condition and shall provide supplies and equipment for the term of the lease. The following schedule describes the level of services intended. Performance will be based on the Contracting Officer's evaluation of results, not the frequency or method of performance.

A. DAILY

1) Empty all trash receptacles, and clean ashtrays. Wash inside and out or steam clean receptacles used for collection of food remnants from snack bars and vending machines.

Dispose of all trash and garbage generated in or about the building. Inspect and Clean if necessary, sidewalks, designated VA parking areas, and driveways, with particular attention to cigarette butts. Sweep loading dock areas and platforms. Clean glass entry doors to the Government-demised area. Clean elevators and escalators. Remove carpet stains.

2) Sweep or vacuum- entrance, lobbies, corridors, office areas, storage rooms etc. Floors shall be free of trash and foreign matters. No dirt shall be left in corners, under furniture or behind doors; spot sweep all floors and spot vacuum carpets.

3) Waiting rooms-Corridors - shall be free of all paper, trash, empty bottles or cans, and other discarded materials. There shall be no evidence of wads of gum, spots of tar, wet areas, or other foreign substances on tables, counters, chairs or floors. All surfaces shall be cleaned with a hospital grade germicidal disinfectant. Clean drinking fountain.

4) Mop - all resilient floors.

5) Spot cleaning - of walls, windows, mirrors, doors and door hardware, smudge marks, and spots shall be removed without causing unsightly discoloration.

6) Clean tables, counter tops, light switches and telephones.

7) Restrooms-sweep and mop restroom floors. Clean all toilets, urinals, sinks and hardware.

All product holders and fixtures shall be clean and bright, and there shall be no dust, spots, stains, rust, mold, encrustation, or excess moisture. Replenish all paper and soap supplies as needed. Provide both regular soap and anti-microbial dispensers at all sink locations.

8) Dust - all horizontal surfaces that are readily available and visibly require dusting.

9) Clean elevators and remove carpet stains.

10) All surfaces shall be cleaned with a hospital grade disinfectant.

B. THREE TIMES A WEEK

Sweep or vacuum stairs.

C. WEEKLY

1) Spray Buff or burnish all resilient floors in lobbies, entrances, corridors, and offices. Floor shall be free of soil, streaks, mop strands and black marks. Wall baseboards and other surfaces shall be free of splashing and markings from the equipment used to clean. The finished area shall have uniform luster.

2) Sweep sidewalks, parking areas, and driveways (weather permitting).

3) Completely sweep and/or vacuum carpets.

4) Clean windowsills, picture frames, chair shelves and cabinets.

D. MONTHLY

1) Thoroughly dust furniture. Sweep and mop storage space. Spot clean all wall surfaces within 70 inches of the floor.

2) Damp wipe wastepaper receptacles, stall partitions, doors, windowsills and frames.

E. QUARTERLY

1) Dust all vertical surfaces and under surfaces of furniture (knee walls, chair rugs, tables, table legs, etc.). Dust pictures, file cases, and bookcases.

2) Perform high dusting or vacuuming to include removal of all dust, cob-webs, soot or other foreign substance from walls, ceiling fans, light fixtures, ventilation or air conditioning outlets, tops of partitions, clocks, ceiling diffusers, lockers, plants, wall plaques, drapes and drape rods, window blinds, overhead pipes, and any other wall or ceiling mounted item.

3) Drapery (IF ANY) shall be free of dust.

4) Shampoo entrance and elevator carpets or floor mats.

5) Dust wall surfaces within 70 inches of the floor, vertical surfaces and under surfaces.

Clean metal and marble surfaces in lobbies. Wet mop or scrub garages.

F. AS NEEDED BUT NO LESS THAN TWICE A YEAR

1) Surface scrub top layers of floor finish and add new coat of finish. Wall baseboards and other surfaces shall be free of splashing and marks from the equipment. The finish area shall have a uniform luster.

2) Strip and apply four coats of finish to resilient floors in restrooms if tiled. Strip and refinish main corridors and other heavy traffic areas.

3) Shampoo carpets in corridors and lobbies.

4) Windows shall be damp wiped on both sides of glass in doors, partitions, bookcases and other glass within approximately 7’(inches) of the floor. Glass shall be clean and free of dirt, dust, streaks, watermarks, spots, grime, and any cloudiness. Wash all interior and exterior windows and other glass surfaces. Dust all venetian blinds semi-annually, wash blinds annually.

5) Wash all blinds, Vacuum, or dust all surfaces in building including light fixtures. Vacuum all drapes in place. Strip and refinish floors in offices and secondary lobbies and corridors.

G. YEARLY

Shampoo carpets in all offices and other non-public areas. Clean balconies, ledges, courts, areaways, and flat roofs.

H. EVERY FIVE YEARS

Dry clean or wash (as appropriate) all draperies.

I. AS REQUIRED

Properly maintain plants and lawns. Provide initial supply, installation, and replacement of light bulbs, tubes, ballasts, and starters. Replace worn floor coverings (this includes the moving and returning of furnishings). Provide and empty exterior trash cans and clean area of any discarded cigarette butts.

6. Basic Cleaning Services.

A. Maintain floors. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, grease, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, floor mats, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

B. Remove Trash. All trash containers shall be emptied and returned to their initial location.

Boxes, cans, and paper placed near a trash receptacle shall be removed. All plastic trash receptacle liners shall be replaced. The trash shall be collected by the Contractor and delivered to the designated trash storage area. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

C. Clean Interior Glass/Mirrors. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

D. Clean Drinking Fountains. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

E. Vacuum Carpets. Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. Spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and ravels shall be brought to the attention of the government representative.

F. Vacuum and Clean Floor Mats. Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

G. General Spot Cleaning. Perform spot cleaning on a conditional basis. Spot cleaning includes, but is not limited to, removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

H. General Dusting. All horizontal and vertical surfaces must be dusted or cleaned to eliminate dust collection.

7. Basic Restroom Room Cleaning Services.

A. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, walls, and other surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

B. Descale Toilet Bowls, and Urinals. Descaling shall be performed monthly, at a minimum, and as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

C. Damp Mop Floor. After damp mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, refinished, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance.

D. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies, including soap dispensers, do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out before the next service date, contractor shall refill within 24 hours.

8. Emergency or Special Event Cleaning Services.

Upon notification, the contractor shall perform emergency or special event cleaning required in any area or room covered under this contract. The Contracting Officer shall order cleaning services through issuance of a delivery order for the appropriate and required work task(s).

Contractor shall begin emergency work, as determined by the contracting officer, within one hour of notification, which may be verbal. The contracting officer or designated representative will notify the contractor as soon as a special event requirement is known, but not less than 24 hours prior to the event.

9. Cleaning Equipment

A. Sanitation. All original and replacement equipment introduced into the VA shall be in proper working order, as specified by the equipment manufacturer, and shall be cleaned with a disinfectant detergent and free of soil prior to introduction into the VA. All equipment removed from a designated use area shall be cleaned with a disinfectant detergent prior to its removal from and reintroduction into the area. Equipment must be kept clean and in good working order throughout the term of the contract.

Bumper Guards. All wheeled and movable equipment shall be equipped with protective, non-marking wheels and rubber bumpers or guards around the entire perimeter, except for fiberglass trash receptacles. No part of the equipment, except handles, shall protrude beyond the rubber bumpers. Bumpers and guards shall be always maintained in good repair.

Equipment with improper bumpers or guards shall be removed from service immediately and shall not be used until repaired. Any repairs to Government property required as a result of improperly protected equipment shall be made at the Contractor's expense.

10. Products.

A. Abrasives. Steel wool, abrasive metal cleaners, or any other cleaning supplies or equipment which could cause damage to Government property, shall not be used.

B. Disinfectant and Detergent. Disinfectant and detergents used shall be currently registered with the Environmental Protection Agency (EPA) as a pseudomonicidal, fungicidal, and viricidal at the manufacturer's recommended use dilution, even in hard water of 400 PPM (CaCO3) and shall be UL approved. The detergent shall be a quaternary ammonium germicidal detergent, Hypochlorite, ethyl or Isopropyl alcohol, or phenolic germicidal detergent.

C. Liquid Floor Finish. Liquid floor finish shall be a synthetic copolymer plastic (not a wax), water emulsion with solid content of at least 16 percent, removable by detergent scrubbing, and safe for use on all synthetic floors, such as rubber, asphalt, vinyl, and linoleum. It shall dry to a high gloss shine, be slip resistant, and resist scuffing and water penetration. The Government may accept alternate floor finishes if the Contractor demonstrates to the Contracting Officer or COR in a designated test area that the alternate floor finish is superior to the above specifications.

D. Stripping Compound. Stripping compound shall be purely synthetic, non-ionic, biodegradable, and contain no animal or vegetable soaps, abrasive, bleach, alcohol, ammonia, or other ingredients, which could produce harsh, harmful, or noxious odors or fumes, either in use or in storage. It shall be capable of completely removing all soap build-up and floor finish film, with the exception of perm acrylic epoxy poured type finishes. It shall not change the conductivity of conductive flooring when tested according to current requirements of National Fire Prevention Association (NFPA) Pamphlet No. 56. It shall contain approximately 12 percent or more active ingredients, exclusive of water, in its concentrated form. When mixed in a 10 percent use dilution, it shall have a pH of not less than 7 nor more than 11. It is permissible to use a special high-speed, low-foaming detergent stripper specially designed for use in automatic floor scrubber equipment, so long as it meets the above specifications except for pH and percentage of active ingredients standards.

E. Shampoo Carpet, Wet. Shampoo shall incorporate a current EPA registered sanitizer and a soil retardant. The pH of the wet shampoo shall be between 9 and 10.5 for use on synthetic fibers and shall be no higher than nine for use on natural fibers. Phenolic-based disinfectants shall not be used as a carpet shampoo. The dilution rate used shall be that recommended by the manufacturer.

F. Bowl Cleaner Liquid-Type, Triple Action. The bowl cleaner shall clean, deodorize, disinfect, not be noxious or cause irritating fumes in use as determined by the Food and Drug Administration, of S Typhosa, and be suitable for use in toilet bowls and urinals only. It shall be fully inhibited to protect pipes and metal against corrosion. Products requiring a "Poison" label, as defined in CFR, Title 49, shall not be permitted.

G. Liners for Trash Receptacles. Contractor shall furnish acceptable liners for non-hazardous medical waste trash receptacles throughout facility.

H. Material Safety Data Sheets (MSDS). The contractor will be required to furnish the VA with MSDS sheets for all chemicals that are used in the office. This list will be kept current at all times. This information is required by the VA for emergency treatment in the event of ingestion of and/or contact with the material by humans, and is required by OSHA regulations. Contractor must maintain a binder of all MSDS sheets on site for use and inspection at all times.

11. Employee Roster and Schedules.

A. The contractor shall provide in writing to the COR, at least 15 calendar days prior to the employee starting date, the name, telephone number and address of the contractor’s on-site representative. The term “on-site representative” means a person designated in writing by the contractor who has the authority to act for the contractor on a day-to-day basis at the work site and to accept and sign for inspection reports and all other correspondence on behalf of the contractor. The on-site representative must be available at all times when the contract work is in progress. The contractor must provide the name of qualified substitute on-site representatives that will fill in when the primary on-site representative is not available. The Contractor shall establish a roster of Contractor employees within 30 calendar days after the start of this contract. The roster shall list the name and job title of each Contractor employee. The Contractor shall provide a copy of the personnel roster and changes thereto to the COR.

B. The Contractor shall prepare and maintain employee schedules for all Contractor employees to ensure that VA internal security is maintained (i.e., determine if personnel are scheduled to work). A copy of each schedule shall be furnished to the COR for review one week prior to the beginning of the period covered by the schedule. Changes to employee schedules shall be provided to the COR as they occur.

12. Standards of Conduct and Discipline.

The Contractor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government. The Contractor shall furnish to the Contracting Officer or COR, for review, a written report of disciplinary action taken in those instances where an infraction of a Government regulation has been reported and substantiated.

Non-compliance with this requirement, confirmed by the COR, shall be grounds for immediate removal of the Contractor employee from the VA and baring the individual from performing further work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA’s mission.

A. Alcohol, Drugs and Firearms. While on duty and executing the specifications of this contract, Contractor employees are prohibited from using and/or possessing alcohol, non-prescription drugs, and firearms.

B. Loitering. Contractor employees shall not loiter on the grounds when in a non-duty status.

After completing assigned work shifts, all Contractor personnel shall promptly depart the station.

C. Personal Hygiene. Contractor personnel shall be clean and always wear a clean uniform when in patient care and public areas. Fingernails shall be clean and free of dirt, and hair shall be neatly trimmed and combed.

D. Eating and Smoking. Eating or smoking by Contractor personnel are not permitted.

13. Keys.

The Contractor will be provided keys or allowed access to all rooms requiring housekeeping services. The Government may choose to accompany Contractor personnel when in certain secured areas. Keys provided to the Contractor shall not be duplicated or removed from the VA premises. 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, all locks and keys on that lock system will be replaced by the Government, and the total replacement cost will be deducted from the monthly payment due to the Contractor. If a key to a single area is lost, the Government will replace the lock for that area, and the total replacement cost shall be deducted from the monthly payment due to the Contractor. Written procedures covering key control will be included in the Contractor's instructions and procedures manual. The Contractor shall immediately report the occurrence of a lost key to the COR.

14. General Security.

A. The Contractor shall comply with all Government security requirements. Upon written request by the COR, the Contractor shall submit a list of the names and addresses of all employees hired to perform the work specified in this contract.

B. Contractor employees shall not allow anyone to use any key in their possession. They shall not open locked areas to permit entrance by persons other than Contractor employees performing assigned duties. All areas that are to be locked shall not be left unattended during the cleaning process and shall be relocked by Contractor personnel after completion of housekeeping duties. Contractor personnel shall turn off all lights in all unoccupied areas.

Identification Badges.

C. All personnel shall display identification badges, except for protective clothing, which shall include the employee's full name and Contractor's full name.

D. Loitering. Contractor employees shall not loiter on the grounds when in a non-duty status.

After completing assigned work shifts, all Contractor personnel shall promptly depart the station.

15. Consequences of Illegal Activities.

Contractor employees who are found in violation of Government security regulations will be immediately removed from the office and barred from performing further work under this contract.

16. Work Methods.

All work performed in delivering the services specified in this contract shall comply with applicable Federal, State, and local safety regulations. The Contractor shall have a working knowledge of the following codes, standards, recommended practices, and manuals:

A. Accreditation Manual for Hospitals developed by the TJC, current edition

B. Law 91- 596, Occupational Safety and Health (OSHA) Act of 1970 and current amendments C. National Fire Codes and Standards pertaining to the health care field developed by the

National Fire Protection Association, current listings D. National Safety Council Accident Prevention Manuals pertaining to the health care field, current edition E. American National Standards Institute standards pertaining to the health care field F. VA Disaster Control Plan G. Material Safety Data Sheets (MSDS) H. In addition, Contractor employees shall:

1) Not place mops, brooms, electrical cords, hoses, machines, and other equipment in traffic lanes or other locations in a manner that creates a safety hazard.

2) Display warning signs in all areas where housekeeping operations may cause traffic obstruction or hazard to patients, staff personnel, or visitors.

3) Interrupt their work at any time to allow the passage of patients, staff personnel, visitors, equipment, or carts.

4) Use parallel wet mopping or cleaning procedures when the cleaning of public traffic areas (e.g., lobbies and corridors) may result in a temporarily wet or slippery floor surface. Contractor employees shall accomplish floor cleaning such that at no time will it be necessary for patients, staff personnel, or visitors to cross a wet floor to gain access to other areas of the VA. Contractor employees shall accomplish cleaning of high traffic areas before or after regular working hours, including passageways waiting areas.

Whe…