Exhibit B - Agency Specific Requirements.pdf

EXHIBIT B - AGENCY SPECIFIC REQUIREMENTS: JANITORIAL SERVICES

RLP 36C252-24-R-0071

JANITORIAL SERVICES

A. DESCRIPTION OF SERVICES. The Lessor shall provide all management, tools, equipment and labor necessary to ensure that custodial services are performed at the Department of Veterans Affairs – Rockford Community Programs in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. Total estimated square footage for the clinic is estimated at 3.500 sq. ft. Lessor shall be responsible to provide Material Safety Data Sheets (MSDS) to the Contracting Officer’s Representative (COR). All disinfectants used in the cleaning of the facility will be FDA/EPA approved. All cleaning agents used must be clearly labeled.

1. BASIC CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this

SOW and the Service Delivery Summary (SDS). The minimum cleaning standards and frequencies are established in Appendix A. All work listed under 1.1.1 through 1.1.10 shall be performed in accordance with the above.

2. Maintain Floors. All floors shall be swept, dust mopped, damp mopped, wet mopped on a daily basis, to ensure that all floors have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign particulate matter. Baseboards, corners, and wall/floor edges shall also be cleaned daily. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, 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.

3. Remove Trash. All trash containers shall be emptied and returned to their initial location. Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall be removed. All trash containers; wastebaskets, etc. shall be fitted with a disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied.

The trash shall be deposited in the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

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

5. 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.

6. 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 particulate matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

7. General Spot Cleaning. Perform spot cleaning on a continual 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, grillwork, 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.

8. General Dusting. All horizontal surfaces must be dusted or cleaned to eliminate dust collection. All vertical surfaces shall also be kept free from the accumulation of dust. All furniture, computers, and medical and other equipment is also to be kept free from dust. These areas shall be spot-cleaned on a daily basis to ensure removal of all dust and particulate matter.

9. Clean Interior Windows. Clean glass surfaces/windows throughout the area. After surfaces have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass.

10. Clean Air-Conditioning/Heating Vents. All heating and air conditioning ventilation grates/grilles/louvers/covers shall be kept free from dust and dirt and shall be cleaned on an as needed basis.

11. Clean Light Fixture Diffusers. All plastic diffusing lenses for ceiling mounted light fixtures will be kept in a clean condition (on both sides of diffuser) and free of dust, dirt, and dead insects.

12. BASIC EXAMINATION ROOM/LABORATORY/REST ROOM CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the Service Delivery Summary (SDS).

13. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks and counters, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such 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, as well as all surfaces of specimen pass-throughs.

14. Descale Toilet Bowls and Urinals. Descaling shall be performed monthly as 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.

15. Sweep and Mop Floor. After sweeping and 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, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance (See under 1.3.1. for minimum requirements). Contractor shall mop using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning.

16. Stock Janitorial Supplies in Examination Rooms/Restrooms/Laboratory. Contractor shall ensure examination rooms/restrooms/laboratories are stocked sufficiently so that supplies including soap for the soap dispensers, paper towels, and toilet paper do not run out. Supplies shall be stored in designated areas and shall be kept up off of surface of floors. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within 24 hours of notification. All supplies to perform work shall be supplied by contractor and included in the contract price.

17. Clean/Disinfect Examination Room/Lab Room Furniture. Patient examination tables, visitor chairs, and blood draw chairs in all examination rooms or laboratory rooms will be cleaned and disinfected with FDA/EPA approved germicidal detergent.

18. Pest Control. Lessor shall have and retain the capability to provide pesticide and/or pest remediation service as necessary for the remediation of common human parasite insects such as bedbugs, scabies, lice, etc. Such services will be ordered on an “as needed” basis by the COR. Janitorial staff shall maintain an adequate supply of required chemicals, cleaners and disinfectants to sufficiently respond to any such incident as they occur. Control pests as appropriate, using Integrated Pest Management techniques, as specified in the GSA Environmental Management Integrated Pest Management Technique Guide (E402- 1001).

B. PERIODIC CLEANING SERVICES

1. Strip, Scrub, Seal, and Wax Floors. Strip, scrub, seal, and wax floors as often as needed to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Floors should be stripped, scrubbed, sealed, and waxed a minimum of two (2) times per year. A traffic coating of wax should be applied as often as needed to maintain a uniform glossy appearance.

C. JOINT COMMISSION ON ACCREDITATION OF HEALTHCARE ORGANIZATIONS (JCAHO) REQUIREMENTS

1. Contractor will attend a pre-work orientation meeting prior to the commencement of work on site. The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting)

Fire and Safety Infection control Disaster procedures

2. The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above. Documentation of such will be required in writing.

3. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

D. SECURITY REQUIREMENTS. The contractor's FSEs (employees) shall wear visible identification at all times while on the premises of the Rockford Clinic. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from Rockford Clinic OPC staff or from the COR. The Rockford Clinic OPC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside the clinic building. Possession of weapons is prohibited. Violations of Department of Veterans Affairs (VA) regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

E. Damage: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor will be repaired and or replaced to the satisfaction of the VA at the contractor’s expense.

Damage to the building, its contents or loss of Government property, in excess of $100,000 will require a Report of Survey or Investigative Report by the Rockford Clinic OPC. Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss.

F. CONFIDENTIALITY Contractor, any and all personnel employed by Contractor, and any other individuals enlisted by

Contractor (sub-contractors, etc.) to meet the requirements of this SOW, shall not disclose any information regarding the patients treated at the Rockford Clinic Veterans Clinic. All clinical records, including names of patients, Social Security numbers, and any and all medical, administrative, or demographic information that pertains to the patients treated at the Rockford Clinic Veterans Clinic is strictly confidential. This information is protected under federal regulations. All information and records that pertain to the employees of the Rockford Clinic Veterans Clinic is also confidential and is protected under law. Contractor, and any individuals employed or enlisted by Contractor, may be required to sign Confidentiality Statement as a condition of being allowed to work at the

Rockford Clinic t Veterans Clinic.

Failure to comply with the contractor personnel security requirements may result in termination of the contract for cause.

All contractor employees who require access to the Department of Veterans Affairs' Contractors computer systems or have access to sensitive information shall be the subjects of a background investigation. The contractor is encouraged to have its employee immediately download the background investigation packet from HTTP://WWW.VA.GOV/VABACKGROUND_INVESTIGATIONS upon notification of contract award. A contractor’s employee shall not commence working at VA under contract until Contractor and the Contracting Officer receive notification from the VA Office of Security and Law Enforcement (OSLE) that the contract employee’s application was received complete. A favorable adjudication from the VA Office of Security and Law Enforcement must be received in order for a contractor employee to continue contract performance. This requirement is applicable to all subcontractor personnel.

The Contractor shall provide complete Background Investigation applications, for all Contract Employees, to OSLE, promptly and in sufficient time to meet the contract performance or delivery schedule (or: within 7 calendar days after contract award). If a delay in the notification from OSLE to the Contracting that a complete application has been received is due to the failure of the contractor to provide a complete application as soon as practicable (or: within 7 calendar days) after contract award, this delay shall not excuse the Contractor from meeting the contract performance or delivery schedule and may result in termination for cause.

1. Position Sensitivity – JANITORIAL: The position sensitivity has been designated as

LOW RISK.

2. Background Investigation – In accordance with Veterans Health Administration (VHA) Directive 0710, the level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries.

3. Contractor Responsibilities

a. The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel

Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st months invoice(s) for services rendered.

b. It is imperative for the contractor to provide, at the request of VA, a listing of contractor personnel performing services under this contract in order for the background investigation process to commence. This list will include name (first, middle, last), social security number, date of birth, and city, state and country of birth.

c. The contractor or their employees shall submit a complete background investigation packet. Additional guidance and information in completing the required forms, and examples of the forms, can be found at HTTP://WWW1.VA.GOV/VABACKGROUND_INVESTIGATIONS/PAGE.CFM?PG=2.

The following required forms must be submitted to the VA Office of Security and Law Enforcement before contract performance begins:

(i) Standard Form 85P, Questionnaire for Non-Sensitive Positions

(ii) Optional Form 306, Declaration for Federal Employment

(iii) Standard Form 86A (EG), Continuation Sheet for Questionnaire

(iv) Electronic Fingerprint Form

Fingerprinting is required with the background investigation. Fingerprinting can be done at the local VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms.

d. The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in OPM rejecting the documentation for investigation and delay contract performance.

e. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract, and at the request of the VA, submit another employee for consideration.

f. The contractor may utilize a private investigating agency if such agency possesses an OPM and Defense

Security Service certification. A Cage Code number must be provided to the VA Office of Security and Law Enforcement. VA Office of Security and Law Enforcement will verify the information and advise the contracting officer whether contractor’s access to the computer systems can be authorized.

g. All contractor employees and subcontractors are required to complete VA’s Privacy training annually. All

Contractor employees and subcontractors requiring access to VA computer network are required to complete Cyber Security training courses annually either on-line or hard copy. Documented proof must be provided to the Contracting Officer.

h. The contractor will notify the COR immediately when their employee(s) no longer require access to VA computer systems.

4. Government Responsibilities

a. The contracting officer will request the contractor employee’s background investigation by the Office of

Security and Law Enforcement.

b. The Office of Security and Law Enforcement will provide the contractor will instructions for the contractor’s employees, coordinate the background investigations, and notify the contracting officer and contractor of the results of the investigations.

c. The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st months invoice(s) for services rendered.

5. The current fees associated with background investigations are $230.00 each for low-level investigation, $825.00 each for medium level investigation, and $3,015.00 each for high level investigation.

6. SPECIAL SECURITY REQUIREMENTS: Due to the increased emphasis on privacy and information security, the following special contract requirements are established and hereby made part of the contract entered into with the Department of Veterans Affairs.

7. Privacy Training: Contractor and their sub-contractors assigned work under the contract are required to receive annual training on patient privacy as established by the Health Insurance Portability and Accountability Act (HIPAA) statues. Training must meet VHA’s and the Department of Health and Human Services (HHS) Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof to the contracting officer that all employees assigned work and/or having access to Protected Health Information have received annual training. Proof of training is to be forwarded to the Contracting Officer. Training can be obtained through the VA’s Talent Management System (TMS). An account must be set up in order to access the training site by visiting the TMS NEW USER WEB PAGE. For assistance, contact the Madison VAMC TMS Administrator, or contact the VA TMS Help Desk by e-mail at MAILTO:VATMSHELP@VA.GOV.

a. For contractors and sub-contractors who do not have access to VHA computer systems, this requirement is met by receiving VHA National Privacy Training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS standards.

b. Rules of Behavior for Automated Information Systems: Contractor personnel having access to VA Information Systems are required to read and sign a Rules of Behavior statement which outlines rules of behavior related to VA Automated Information Systems. The COR will provide, through the facility ISO, the Rules of Behavior to the Contractor for the respective facility.

c. Contractor(s) shall insure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality. Any person, who knowingly or willingly discloses confidential information from the VA Medical Center, may be subject to fines AND OR legal action.

8. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA)

Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor will be required to enter into a Business Associate Agreement (BAA) with VA.

G. COMPLIANCE WITH THE GENERAL SAFETY REGULATIONS

(As applicable to on-site services)

a. All Contractors and Subcontractors performing services for the Government shall comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. Also all Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

b. All tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed.

Contractor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Contract.

c. The Contractor shall purchase and issue all chemicals in their original containers. Materials that require precautionary warnings shall have affixed to all containers such labels or markings as are prescribed by law, regulatory agencies or this Contract. Any violation of OSHA may be subject to default action.

d. If applicable, the Contractor shall furnish to the COR two (2) copies of Material Safety Data Sheets (MSDS), for all products proposed for use, a minimum of seven (7) days prior to beginning service, for approval. Contractor must update copies of the MSDS on an annual basis. In addition, each time a new chemical product is proposed to be introduced into the facility, a copy of that product's MSDS must be provided to the COR for approval, prior to the product being used at the facility.

H. INSURANCE

1. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.

2. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

3. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.

I. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The Contractor's FSEs shall wear visible identification at all times while on the premises of the Rockford Clinic OPC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the COR. The Rockford Clinic OPC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the Rockford Clinic OPC facility. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

J. REPORTING REQUIREMENTS. At the discretion of the COR or Contracting Officer, the Contractor may be required to submit an ongoing report of services rendered under the terms of the contract. The contractor may be required to submit a report which shall include but not be limited to 1) dates and times when services were performed, 2) a list of the areas where services were performed, and 3) type(s) of services and brief description of the work.

VA Contact Person(s):

Location (Building/Room Number):

Telephone Number & Extension(s):

Contractor -- Provide telephone number(s) to call for your Service Department:_ _

Provide name(s) of authorized contact person(s)

K. CONFORMANCE STANDARDS. All work shall be performed and equipment shall function in conformance with all VA safety standards, manufacturer's/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JCAHO, and other applicable national standards.

L. QUALITY ASSURANCE SURVEILLANCE PLAN FOR CUSTODIAL SERVICES

INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this SOW.

It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS) in the maintenance contract.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

This QASP is based on the premise the government desires to maintain a quality standard in operating, maintaining, and repairing facilities and that a service contract to provide the service is the best means of achieving that objective.

The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract.

The role of the government is quality assurance to ensure contract standards are achieved.

In this contract the quality control program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to succ ess.

Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

JANITORIAL SERVICES APPENDICES

Appendices A through F below further describe required janitorial services.

JANITORIAL STATEMENT OF WORK APPENDIX A

ESTIMATED WORKLOAD DATA - STANDARDS

Item

Cleanliness Standards

Doors Surface is clean, free of smudges and fingerprints. Door jamb is free of dust/dirt build-up.

Baseboards No splatters from stripper, free from floor finish build-up.

Tiled Floors No dust/dirt build-up in corners, along baseboards and under/behind furniture. Spills, stains, and soil are removed; sufficient floor finish with high luster.

Carpeted Floors No dust/debris build-up in corners, along edges and under/behind furniture. Spots and stains are promptly removed and floor has vacuumed appearance.

Walls No splatters, drips, smudges, fingerprints or soil build-up.

Light Fixtures Surface is free of dust, soil build-up, splatters, etc.

Sinks, Fountains No soap or soil build-up on top surface or underside of sink. No water build-up around faucet or plumbing.

Enamel, chrome fixtures, and plumbing have polished appearance.

Mirrors/Glass No evidence of fingerprints, smudges, streaking, splatters or film. Mirror frames are dust-free.

Dispensers Free of soap or soil build-up. No streaks, smudges, splatters, or dust build-up. Dispensers are filled daily or as needed.

Waste Receptacle No evidence of splatters or streaks. Wiped clean inside and out. Clean liner in place.

Stairwells Steps free of dust and debris. Freshly wet mopped to remove spills and soil. Walls free of spots, splatters, smudges and fingerprints. All plumbing and ceilings are free of dust build-up and spider/cobwebs.

Toilets, Urinals

Bowl is free of ring, and under rim has stains removed. Rim, seat and outside of bowl has clean, polished appearance and is free of splatters and urine build-up. Pedestal is thoroughly cleaned and is free of urine stains and splatter.

Ledges, Sills Free of dirt, dust and debris. Spots and stains are removed.

Fans, Vents Free of dust. Spots and stains removed.

Furniture

Vinyl furniture has dust, debris, spots, and stains removed from seat and frame. Fabric furniture has dust, spots, and stains removed. Frame is thoroughly vacuumed under cushions. Wooden frames are treated with furniture polish.

Bed Units

Bed frame, springs and both sides of the mattress are thoroughly cleaned of dried food, dust, blood splatters, and dirt. Over-bed table, bedside table and patient furniture are thoroughly cleaned (inside and out) and are free of dust, debris, dried food, blood spills, etc. Walls around bed have been spot washed to remove blood splatters, streaks, etc.

Cubicle Curtains Free of spots or stains.

Horizontal Surfaces All horizontal surfaces not otherwise specified are to be dust free, and free of spots or stains.

Stainless Steel Stainless steel surfaces not otherwise specified are to be free of smudges, fingerprints, streaks, and splatters, and have a freshly polished appearance.

HKA Equipment

Cart, bucket, and wringer are to be free of dust, dirt, spots, and stains. Stainless steel should be polished.

Tools and electrical equipment are thoroughly washed and free of spots, stains, dirt, and splatter. Chemical containers are properly labeled.

HKA Closet

Closet is well organized. Walls are free of spots and stains. Floors are scrubbed and free of dust, debris, spots, and soil. Shelves contain only chemicals and supplies, neatly stacked. Chemical listing, MSDS location memo, and work schedule are posted in a highly visible location.

JANITORIAL STATEMENT OF WORK APPENDIX B

ESTIMATED WORKLOAD DATA - FREQUENCIES

Rockford Clinic VETERANS

CLINIC

Item

Task

Frequency

Tiled Floors Dust Mopping Daily and as needed

Wet Mopping Daily and as needed Stripping Annually or as determined by supervisor

Traffic coating Bi-weekly or as determined by supervisor

Carpeted Surfaces and Rugs Vacuuming Daily or as needed Bonnet Cleaning Monthly or as needed

Extraction Semi-annually or as needed

Vents

Dusting and Cleaning

Weekly

Waste Receptacles Spot Cleaning Daily or as needed Thorough Cleaning Weekly or as needed

Windows, Inside

Washing Quarterly (more frequent spot cleaning in patient care areas)

Windows, Outside

Washing

Annually, by contract

Window Screens

Annually, by contract

Blinds Dusting/Vacuuming Weekly Washing as needed

Draperies Vacuuming Annually

Cleaning and as needed

Cubicle Curtains

Replace/Clean

Semi-annually and as needed

Mirrors Washing Daily and as needed

Shower Stalls

Daily

Sinks

Washing and Polishing

Toilets and Urinals

Washing and Polishing

Descaling Weekly

JANITORIAL STATEMENT OF WORK APPENDIX C

CLEANING FREQUENCY SCHEDULE (TREATMENT/ EXAM ROOMS)

Sweep Dust

Dust Mop

Wet Mop

High/low Dusting

Wash/Scrub/or Polish

Scrub/strip Wax

Traffic Coating

Buff Spot Clean

Tiled Floors W D D D BY AN 2XW AN Baseboards W Q AN Doors/Glass D

Doors/wood D W M D Light Switched D Windows inside M AN Sills/ledges D W AN

Fans D M AN Empty/wash trash receptacles D W AN Sinks D AN Shower Stalls/ Bathtubs

D AN

Shower Curtains D AN Cubicle Curtains AN Beds, Overbed tables, bedside stands When vacant AN Mirrors D AN Toilets and urinals D AN Shades/Blinds Draperies

W BY AN

Vents W AN Vinyl Upholstery Y AN Exam tables/chairs W AN Unit Air Conditioner Q

Fire extinguisher and or/cabinet M AN Furniture in general patient area, including Blood pressure machines, otoscopes, Othalmaoscope and scale

D BY AN

D= DAILY, 2XW= TWICE WEEKLY, W= WEEKLY, M= MONTHLY, Q= QUARTERLY, BY= BI YEARLY Y= YEARLY, AN= AS NEEDED All exposed plumbing pipes and radiators should be dusted and cleaned as needed in all areas.

JANITORIAL STATEMENT OF WORK APPENDIX D

Vestibules-Entrance Areas/Patient Check-In/Patient Waiting Areas/ Hallways/Staff Offices/Conference Rooms/File Rooms/Interview Rooms:

Daily Cleaning:

1. Empty all waste receptacles and replace plastic liners

2. Dust all horizontal surfaces to reachable heights

3. Waiting room shall be policed

4. Vacuum and spot clean floor mats and throw rugs.

5. Damp mop and sanitize all floors

6. Remove fingerprints and soiled residue from doors, frames, kick plates, handrails, light switches, glass surfaces, and walls

7. Chairs, other furniture and waste receptacles will be spot cleaned as needed

8. Spot cleaning of wall surfaces

9. Spot clean desktops (papers not disturbed)

10. Dust all telephones

11. Dust all furniture including desks, tables, bookcases, shelves, chairs and filing cabinets.

Weekly Cleaning:

1. Wash and thoroughly clean all waste receptacles

2. Dust all vertical surfaces and under surfaces of furniture such as chair rungs and table legs. Remove all cobwebs.

3. Clean desk tops (papers not disturbed)

4. Clean and sanitize all phones

5. Damp clean vinyl and leather furniture, vacuum fabric furniture. Patient waiting area furniture to be sanitized.

6. Clean and police door jambs and chrome fixtures

7. Detail all vinyl floor areas

Monthly Cleaning:

1. Clean interior windows and glass panels

2. Clean ceiling diffusers

3. Clean all air circulation vents (grilles, grates, covers, etc.)

4. High dust walls, ceilings, blinds, and horizontal surfaces

Bi Yearly (Every six months):

1. Strip, scrub, seal, and wax floors.

JANITORIAL STATEMENT OF WORK APPENDIX E

Restrooms/ Dirty Storage Rooms/ Clean Storage Rooms/Employee Break Rooms/Janitorial Closets:

1. Clean and polish all chrome surfaces

2. Clean all glass and mirrors

3. Wash and disinfect toilet seats, toilet basins, sinks, urinals and specimen pass-throughs

4. Restock all dispensers

5. Empty and sanitize interior of sanitary containers

6. Clean and sanitize exterior of all waste receptacles

7. Empty all waste containers and replace plastic liners

8. Damp mop and sanitize all floors

9. Sanitize all counter tops

10. Spot clean walls

11. Dust all horizontal surfaces to reachable heights

1. Spot clean walls

2. Remove fingerprints from doors, light switches, kick and push plates

3. Dust all horizontal surfaces to include ceiling diffusers

4. Scrub tile floors thoroughly to remove any dirt around fixtures or counter supports

5. Disinfect pass-throughs for urine specimens in restrooms

1. Wash baseboards

2. Clean walls

4. Clean all ceiling diffusers

JANITORIAL STATEMENT OF WORK APPENDIX F

Examination Rooms/Vitals Rooms/Laboratories (Blood Draw Rooms)/Medical Charting Rooms:

1. Clean and polish all chrome surfaces

2. Clean all glass and mirrors

3. Wash and disinfect sinks, and specimen pass-throughs

4. Restock all dispensers

5. Empty and sanitize interior of sanitary containers

6. Clean and sanitize exterior of all waste receptacles

7. Empty all waste containers and replace plastic liners

8. Damp mop and sanitize all floors

9. Sanitize all counter tops

10. Spot clean walls

11. Dust all horizontal surfaces to reachable heights

12. Clean and disinfect blood draw chair(s).

13. Clean and disinfect examination tables and patient/visitor chairs.

1. Remove fingerprints from doors, light switches, kick and push plates

2. Dust all horizontal surfaces to include ceiling diffusers

3. Scrub tile floors thoroughly to remove any dirt around fixtures or counter supports

4. Disinfect pass-throughs for urine specimens in restrooms

5. Dust medical equipment, computers, chairs.

6. Dust vertical surfaces.

7. Clean and sanitize all phones.

1. Wash baseboards

2. Clean walls

4. Clean all ceiling diffusers

Telecommunications Closets/Mechanical Rooms/Other Closets & Storage Area:

1. Damp mop and sanitize all floors.

2. Wash baseboards

3. Clean/dust walls and other vertical surfaces.

4. Clean all air circulation vents (grilles, grates, covers, etc.)

5. Clean all ceiling diffusers

6. Dust all horizontal surfaces, shelves, racks.

7. Clean and polish all chrome surfaces, door handles, kickplates, switch plates

1 Strip, scrub, seal, and wax floors.

SELECTION OF CLEANING PRODUCTS (APR 2015)

The Lessor shall use cleaning products (including general purpose cleaners, floor cleaners, hand soap, etc.) that comply with either the Green Seal standard, the UL/EcoLogo standard, EPA's Design for the Environment (DfE) designation, or a substitute acceptable to the COR. Hand soap products shall also be USDA Certified BioPreferred, and approved by COR.

Intentionally Blank