Exhibit B Agency Specific Requirements.pdf

36C25025R0031 LESSOR: ________ GOVERNMENT: ________

Kalamazoo Clinic Lease Request Proposal

Department of Veterans Affairs Battle Creek VA Healthcare System

Agency Specific Requirements

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

Battle Creek VA Healthcare System

SECTION 1 ROOM SCHEDULE AND DETAILS

1.01 ROOM SCHEDULE

1.02 FINISH DETAILS

1.03 SPACE DETAILS

1.04 GENERAL SPACE AND CONSTRUCTION REQUIREMENTS

1.05 PROCUREMENT/INSTALLATION REQUIREMENTS

SECTION 2 DESIGN SCHEMATIC

2.01 DESIGN SCHEMATIC

SECTION 3 GENERAL REQUIREMENTS

3.01 SECURITY

3.02 INFORMATION TECHNOLOGY

3.03 JANITORIAL/MAINTENANCE

3.04 OTHER REQUIRED SYSTEMS

SECTION 4 DOOR HARDWARE

4.01 ADDITIONAL DOOR HARDWARE

SECTION 1 ROOM SCHEDULE AND DETAILS

1.01 ROOM SCHEDULE

Program for Design

• Please reference Statement of Work (SOW) – Program for Design

1.02 FINISH DETAILS

Finish Definitions

• Please reference Statement of Work (SOW) - Interior Finish Notes

Finishes General

• All finishes and wall protection shall be called out on the finish plan, finish schedule, and accompanied by interior elevations, shop drawings and details as appropriate in drawing set.

• Finish samples to be provided and approved by VA prior to installation.

Ceilings:

• All built in upper casework cabinetry and/or millwork shall have gypsum board soffit or a slope top to prevent collection of dust.

Counters and Casework/Millwork:

• All casework and cabinetry shall be lockable. Cabinetry to be keyed alike. A grand master lock shall be provided to unlock all key cores.

Perimeter Walls:

• Any room that has a window shall have blinds that can fully open and fully close.

• Corridors in patient care areas to include handrails and corner guards.

1.03 SPACE DETAILS

Entry Vestibule

• Forty-two inches (42”) minimum entrance door with air lock and automatic push button door opener or commercial sliding door.

• Sensors shall be motioned detector type with self-contained units mounted on the headers. If sliding doors are utilized and accepted as required exits, the doors shall be designed to open manually in the event of a power failure.

• Walk-off entry mats shall be provided and maintained by lessor.

• Hand sanitizer dispenser, wall mounted.

Reception

• Forty-two inches (42”) minimum clearance entrance door, entry lock set.

• Space and utilities for two (2) staff workstations with opening and countertop for wheelchair access.

• Panic button to be mounted to VA-provided furniture in locations determined by the VA. Main panic alarm station console to be in reception.

• Main nurse call station console.

• Space and utilities for one (1) multi-function printer.

• Clock.

• Coat hooks.

• Full size step-on opener trashcan.

Wheelchair Alcove

• Space for three (3) VA provided wheelchairs.

• Location should be near entry vestibule and/or reception.

Waiting Room

• All doors to waiting room to have forty-two inches (42”) minimum door. Doors from waiting area to clinical care spaces to have card reader access and automatic push button door opener.

• Television.

• Full size step-on opener trashcan.

Drinking Fountain Alcove

• Alcove sized to minimum one (1) drinking fountain with water bottle fill dispenser.

Lab with blood specimen collection

• Entry doors to be forty-two inches (42”) minimum with privacy lock set.

• A minimum of ten (10’0”) lineal feet of both upper and lower casework with under mounted stainless-steel sink.

• Handheld eye wash station with temperature control mixing valve at sink.

• Ceiling mounted cubical curtain track sized to fit around blood specimen chair.

• Clock.

• Coat hooks.

• Trashcan, twelve (12) gallons, hands free.

• Biohazard collection bin, six (6) gallons, hands free, red.

• Sharps container, lockable, three (3) gallons, wall mounted.

• Glove box holder, wall mounted.

• Lab to be provided independent HVAC temperature controls to adjust temperature within due to increased electrical heat producing equipment present.

Alcove, Height/Weight Accessible Station

• Scale.

• Stadiometer, wall mounted.

• Coat hook.

• Hand sanitizer dispenser, wall mounted.

Alcove, Equipment

• Hand sanitizer dispenser, wall mounted.

Alcove, Supply

• Lockable cabinets.

• Hand sanitizer dispenser, wall mounted.

Alcove, Medication

• Lockable cabinets.

Alcove, Team Copy/Supply

Alcove, Staff Personal Property Locker

• Lockable lockers.

• Clock.

• Coat hooks.

• Trashcan, twelve (12) gallons, hands free.

Refreshment Station

• Space available in reception area to support refreshment station.

Exam Room

• Room pressure: Neutral.

• Panic button mounted to VA-provided furniture.

• Sink, wall mounted.

• Paper towel dispenser.

• Soap dispenser.

• Hand sanitizer dispenser.

• Clock.

• Coat hooks.

• Trashcan, twelve (12) gallons, hands free.

• Biohazard collection bin, six (6) gallons, hands free, red.

• Sharps container, lockable, three (3) gallons, wall mounted.

• Glove box holder, wall mounted.

• Ceiling mounted track for cubicle curtain, sized to fit around exam bed.

• Diagnostic set, wall mounted.

Consult Room

• Entry doors to be forty-two inches (42”) minimum with privacy lock set.

• Room pressure: Neutral.

• Panic Button mounted to VA-provided furniture.

• Hand sanitizer dispenser.

• Clock.

• Coat hooks.

Conference Room/Group Therapy

• Television, wall mounted.

• Eight (8) coat hooks, wall mounted.

• Clock.

• Hand sanitizer dispenser.

Storage Room

• Entry door to be thirty-six inches (32”) minimum clearance, storage room lock set.

• Room pressure: Positive.

• Space cannot have a water source or window.

Staff Lounge

• Entry door to be thirty-two inches (32”) minimum clearance, entry lock set.

• A minimum of six (6’-0”) lineal feet of both upper and lower casework with under mounted stainless-steel sink and countertop surface to accommodate a microwave and coffee pot.

• Panic button to be mounted on wall.

• Ten (10) coat hooks.

• Clock.

Open Administrative Space

• Entry door to be forty-two inches (42”) minimum, entry lock set.

• Space and utilities for eight (8) staff workstations.

• Sink, wall mounted.

• Panic button per staff workstation to be mounted to VA provided furniture.

• Ten (10) coat hooks.

• Clock.

IT Room

• The size of this room shall be a minimum of ten feet (10’) x thirteen feet (13’).

• No windows are allowed.

• No floor drains are allowed.

• Four feet (4’) x eight feet (8’) sheets of three-quarter inch (¾”) fire retardant plywood mounted on the wall and painted.

• Four (4) 208VAC/60 HZ/30 AMPS, single phase electrical outlets on dedicated circuits.

• Four (4) 120VAC/60 HZ/20 AMPS, single phase electrical outlets on dedicated circuits.

• Data rack, Hubbell model HPW96RR19 or equal, eight (8’) feet high. Minimum one (1) required.

• Include data punch down panels per the data requirements listed throughout the functional room listing to accommodate approximately forty-eight (48) data outlets with two (2) jacks each and an additional forty-eight (48) spares.

• Follow all security requirements in VA Handbook 0730 Security and Law Enforcement, Appendix B Physical Security Requirements and Options.

• Exterior walls of brick and masonry construction are acceptable. Exterior walls which are composed of wood frame and siding require an interior backing of steel security screen mesh or sheet partition.

• Doors must be fitted with a mortise lock with a deadlock feature with interior hinges and swing outward from the IT room.

• No glass doors or doors with glass panes.

• All perimeter room walls, including drywall, must extend from floor slab to structure above to ensure physical security, in which case no ceiling is required. Interstitial overhead areas which enable entry into a secure room from an unsecured room must be barricaded by the installation of a suitable partition in the interstitial space with prevents “up and over” access. Ventilation grills on doors and air circulation ducts which exceed 0.06 m2 (100 square inches) in areas must be reinforced to prevent their removal from outside of the room. Other possible access means such as dumbwaiter shafts, roof or wall ventilator housing, trapdoors, etc., must be secured by appropriate means.

• A motion intrusion detection alarm system shall be installed which detects entry into the room.

Equipment which operates on the principle of narrow beam interception, door contacts, microwave, or photoelectric eye are unacceptable. Intrusion detectors must have the following essential features:

o An internal, automatic charging direct current (DC) standby power supply and a primary alternating current (AC) power operation.

o A remote, key operated activation/deactivation switch installed outside the room and adjacent to the room entrance door frame.

o An automatic reset capability following an intrusion detection.

o A local alarm level of eighty decibels (80 dB) minimum to ninety decibels (90 dB) maximum within the configuration of the protected area.

• Dedicated heating, ventilation, and air conditioning (HVAC) unit for IT closet that maintains temperature and humidity levels within the facility where information system resides at acceptable levels (per information system manufacturer requirements) and consistently monitors temperature and humidity. Designed to accommodate the telecommunications system: it shall provide a sixty-five (65) to seventy-five (75) degree temperature range and a forty (40) to sixty

(60) relative humidity range twenty-four (24) hours a day, seven (7) days a week, in order to minimize damage to government-owned-equipment (GOE) delicate electronic circuits for computerized systems only. Install a dedicated split air conditioning unit with thermostat located in the room. Condensate must be pumped from the room to a drain in another area and not have a floor drain in this room.

• Emergency power off (EPO) for all power to IT closets which are on a separate panel than main circuit board. Switch shall be clearly labeled, easily accessible and protected from unauthorized activation.

• Automatic emergency lighting on separate circuit for information systems that activates in the event of a power outage or disruption and that covers emergency exits and evacuation routes within the facility.

• Provide master shutoff valve(s) for water source(s) within proximity to information systems that are accessible to VA staff. Shutoff valves should be located outside of the IT closet.

• Fire suppression and detection devices/systems for the information system that are supported by an independent energy source, activate automatically, and notify the organization and emergency responders in the event of a fire, provide automatic notification of any activation to the organization and emergency responders, and provides automatic fire suppression capability for the information system when the facility is not staffed on a continuous basis. (Can include but not limited to sprinkler systems, handheld fire extinguishers, fixed fire hoses, and smoke detectors)

• The room shall not be located directly below laboratories, kitchens, laundries, toilets, showers, or other areas where water service is provided.

• The door requires multifactor security (deadbolt and another form of electronic security), to permit two (2) form identification and data collection twenty-four (24) hour per day seven (7) days per week, of entrance, exit, and duration within room (Example forms of identification are badge, key card, electronic cipher pin, and biometrics).

• Doors and frames shall be two (2) hour fire resistive construction. Provided intrusion detection will provide door and lock status sensors and motion detectors.

1.04 GENERAL SPACE AND CONSTRUCTION REQUIREMENTS

• All areas must be in full compliance with current Americans with Disabilities Act (ADA) standards for Accessible Design and the VA Barrier Free Design Guide (PG-18-13).

https://www.cfm.va.gov/til/topicSpecific.asp

• All spaces to maintain temperature between sixty-eight and seventy-four (68-74) degrees

Fahrenheit unless otherwise specified.

• Building must be able to attain Leadership in Energy and Environmental Design (LEEDS) Silver status prior to occupancy per Office of Construction and Facility Management (CFM) Policy Memo 003C-2021-21. https://wbdg.org/ffc/va/sustainable-design/green-building-cert-requirements-memo#:~:text=Office%20of%20Construction%20&%20Facility%20Management%20(CFM)%20Tec hnical%20Information%20Library

Signage

• Interior signage must meet Americans with Disabilities Act (ADA) requirements for mounting location, font size, font type and contain braille.

• Exterior signage must be clearly visible from perpendicular entry road. Signage graphic to match

VA templated standard and be submitted for government approval prior to installation.

• Signage to be maintained to VA standard supplied standards.

• VA signage guidance provided as follows https://www.cfm.va.gov/til/dManual.asp#SIGN

Flagpole

• A ground-mounted flagpole, located preferably at the left of the entrance (facing the building), must be provided for new federal buildings. If ground-mounted poles are not feasible, a roof-mounted pole is permissible; or, if roof mounting is not suitable, an outrigger pole may be used.

• Must be illuminated during darkness.

• American flag provided by the lessor. Flag must be of outdoor grade, made in the USA with stitched stars.

Parking

• A minimum of thirty-six (36) standard and four (4) handicap dedicated parking spots to be provided. Bollards to be installed for each parking spot located next to the building. Identify staff and patient parking with signage.

• Parking lot to be lit to five (5) feet candle standard with twenty (20) feet candle levels at entrance.

Keys

• All locks shall be master key, minimum two master keys for each lock to the Government space will be provided.

• Determination of keyways to be coordinated with VA prior to building turn over.

1.05 PROCUREMENT/INSTALLATION REQUIREMENTS

Item Responsible for

Procurement Responsible for Installation

Signage - interior Lessor Lessor Signage - exterior Lessor Lessor Flagpole - exterior Lessor Lessor Casework/Millwork Lessor Lessor Nurse Call Lessor Lessor Panic Buttons Lessor Lessor Soap dispenser - wall mounted Lessor Lessor Baby Changing Station Lessor Lessor Paper Towel Holder Lessor Lessor Trashcan - twelve (12) gallons, hands free Lessor Lessor Trashcan - four (4) gallons, hands free Lessor Lessor Biohazard Bin - six (6) gallons, hands free, red GOV GOV Clock Lessor Lessor Coat Hook Lessor Lessor Sharps disposal container, lockable, wall mounted Lessor Lessor Stadiometer, wall mounted Lessor Lessor hand sanitizer dispenser, wall mounted Lessor Lessor Toilet paper dispenser Lessor Lessor Glove box holder, wall mounted Lessor Lessor Feminine product dispenser, wall mounted GOV Lessor Feminine hygiene receptacle, wall mounted Lessor Lessor Cubicle Curtain track, ceiling mounted Lessor Lessor Cubicle Curtain GOV GOV Furniture GOV GOV Walk off entry mat Lessor Lessor Scale, wall mounted GOV Lessor Television with mount, wall mounted GOV Lessor Eye Wash Station, handheld with mixer valve Lessor Lessor Diagnostic set, wall mounted GOV Lessor Data Rack / Data Cabling Lessor Lessor Window coverings Lessor Lessor Marker/Tack board GOV Lessor Handrail and Corner Guards Lessor Lessor Grab bars Lessor Lessor Chart holder Lessor Lessor Artwork GOV GOV

SECTION 2 DESIGN SCHEMATIC

2.01 DESIGN SCHEMATIC

The schematic below is representative of the layout required for this space. The Lessor is responsible for using the room schedule in section 1.01 and this layout to adapt the Government’s requirements to the space. Specific questions regarding the layout should be directed to the Lease Contracting Officer for resolution. The Government shall not be responsible for errors, omissions, or assumptions made by the Lessor in the adaption of the Government’s requirements to the Lessor’s space.

SECTION 3 GENERAL REQUIREMENTS

3.01 SECURITY

The following security standards are listed in addition to those listed in the Lease document and the building specific security attachment.

VA HANDBOOK

0730-4 (Security and

Lease Security Requirements-FSL II.

Hours of the VA Operation Lessor shall provide electronic key access to VA employees into the building at locations at VA’s discretion for the hours including but not limited to those below. VA access to the property will be 7:00 a.m. until 5:00 p.m., Monday through Friday.

Utilities If there are utilities on the outside of the facility, there must be barriers surrounding where utilities are located. Per VA Handbook 0730 Security and Law Enforcement barriers are defined as concrete bollards;

concrete filled steel bollards; or concrete planters. Appropriate fencing may also be a perimeter barrier, depending on the application. Barriers must be of sufficient strength/weight to stop a passenger-car sized vehicle from breaching the protected space. If a fence is used, a minimum seven (7)-feet height vinyl coated six (6)-gauge core steel fence is required.

Video Surveillance System (VSS) Coverage – Cameras (shell)

• VSS coverage of personnel entrances and exits, parking lots, loading docks, lobbies and common areas defined in most recent VA Facility Security Level II document (revised 1/24/23).

• Coverage to be compatible to VA video surveillance system (VSS) recording system with the ability to feed data back to main Battle Creek security dispatch with a non-cloud-based system completely integrated and functional.

• Provided intrusion detection will provide door and lock status sensors and motion detectors.

Communications room doors shall have recorded motion-activated closed-circuit television (CCTV) camera coverage on the egress side of the door.

Intrusion/Motion Detection

• Space must include twenty-four (24) hours centrally monitored perimeter openings intrusion system, centrally monitored fire detection and alarm system and recordable exterior surveillance system.

• Intrusion/Motion detection required on communication rooms.

• An integral capability for the attachment of wiring for remote alarm and intrusion indicator equipment (visual or audio). In protected rooms of outpatient clinics not on facility grounds, intrusion detector alarms will be connected remotely to a commercial security alarm monitoring firm, a local police department, or a security office charged with building security.

The remote alarms will be in addition to locally broadcast alarms in the protected areas. A low nuisance alarm susceptibility.

• Monitoring cost is to be included in the lease cost.

Panic Alarms

• Must ring directly to outside emergency number.

• Creates an audible ring when pulled.

• Console to be located at the reception to indicate location of alarm set.

Card Readers/ PACS system Card readers to be installed per Facility Security Level II (FSL2) requirements. Readers must integrate into VA Battle Creek system and will be an extension of VA Battle Creek Physical Access Control System (PACS) under their command and control. Lessor will be responsible for designing, procuring, installing all components of the Physical Access Control System (PACS). Install proprietary physical access control system (PACS) that will control access through use of Battle Creek VA issued PIV cards at card readers by indicated doors. The system shall be a IDENTIV security management system, utilizing Hirsch Velocity FICAM Security Management System. The Hirsch Master Controller shall be installed in the secure communications room and shall be capable of communications with the VA intranet/BMS for remote access and programming.

Refer to Technical Information Library (TIL) Guidelines for Complete Description of Security Requirements and FSL II security requirements.

https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC-2015.pdf

3.02 INFORMATION TECHNOLOGY

The following IT standards are listed in addition to those listed in the Lease document.

• There will be a contractor supplied ten pound (10 lb.) Dry Chemical ABC fire extinguisher mounted on the inside wall of the IT Room. The room shall employ automatic fire detection and suppression devices/systems that activate and notify the organization and emergency responders in the event of a fire.

• All data communication lines will be terminated in this room on the back wall.

• Secure Emergency power shutoff capabilities. Uninterruptable Power Systems (UPS). Provide necessary UPS units with minimum of twenty (20) minutes runtime at full rated capacity and floor space necessary for units.

• Room must have two (2) standard, nineteen inches (19”) data racks installed, one to support network equipment and one to support personal computers/servers. The racks must be secured to the floor, a minimum of three (3) feet behind the rack for access. Both racks will have (two) 2 shelves on the bottom installed to hold IT computers. All equipment will be mounted or stored off the floor. Two (2) shelves on the side wall to hold two (2) spare personal computers, two (2) monitors, spare mice, and keyboards, etc.

• The room will have adequate lighting/emergency lighting to work in controlled by switch/motion sensor.

• The room must also have a telephone for emergencies.

• IT LAN closets shall require twenty-four (24) hour cooling to seventy (70) degrees Fahrenheit with thermostat present within IT room confines.

• All CAT 6A data ports required by VA for operations to be supplied by the lessor.

• Lessor will provide communication line access for demarcation points to the location of the IT

Room.

• Please refer to https://www.cfm.va.gov/til/telecom.asp for technical details.

Refer to VA Handbook 6500 Risk Management Framework for VA Information Systems VA Information Security Program. VA Publications

3.03 JANITORIAL/MAINTENANCE

Description of Services The contractor shall furnish all personnel, equipment, and materials necessary to perform the janitorial services. Emergencies, unusual and out-of-line situations shall promptly be reported to the contracting officer or his/her designee. Standard cleaning procedures provides the first level of sanitation by routinely cleaning all surfaces which decrease and eliminates the harborage of organisms. Routine and frequent cleaning prevents build-up and accumulation of sites which might enhance micro-organism growth. The frequency of cleaning and cleaning standards will be enhanced by the utilization of EPA approved disinfectant detergents and sanitizers to continually reduce the level of micro-organisms on all surfaces and to promote and provide the lowest possible infection risk for all patients, employees, and visitors to the clinic. Standard cleaning procedures is one of the most important aspects of infection prevention.

Basic Cleaning Services The contractor shall maintain the facility in a state of physical and biological cleanliness daily. The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare.

Basic cleaning to be performed DAILY after normal business hours to include, but not limited to:

• Maintain Floors. All floors 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 freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. "Wet Floor" signs shall be posted in all areas having received service to avoid mishaps. Easily movable items shall be relocated to maintain floors beneath them and returned to their original position once service has been completed.

• Vacuum Walk-Off Mats and Carpets. High Efficiency Particulate Air (HEPA) Filter type vacuum cleaners shall be used to thoroughly clean and restore the resilience of walk-off mats.

After vacuuming, walk-off mats shall be free of all visible dirt, debris, and other foreign matter. Walk off mats shall be maintained in good repair.

• Waste Collection and Removal. All refuse, trash and garbage containers shall be emptied and returned to their initial location. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

• Recyclable Waste Removal. All cardboard boxes shall be broken down and disposed. Mixed office paper shall be emptied into large containers and transported to a central collection point for recycling.

• Medical Waste Collection and Removal. Any medical waste placed in red medical waste bags shall be collected by the lessor and placed in a bio-hazardous carboard box or container. Once the bio-hazardous cardboard box or container is full, lessor shall close and place in the soiled utility room. All medical waste containers where red bags have been removed shall be replaced by the lessor with new red bags. VA contractor will pick up all medical waste.

• Sharps Containers. VA employees shall remove full sharps containers, close the container’s tamper resistive access lid, and place the container on the floor outside of their door at the close of business. The lessor shall collect all containers that have been set out and place them in a bio-hazardous cardboard box or containers. Once the biohazardous cardboard box or container is full, it shall be closed and placed in the soiled utility room by the lessor. All wall dispensers where containers have been taken shall be replaced by the contractor with new containers.

• Clean Interior Glass/Mirrors. Clean all interior glass, including windows 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.

• Clean Drinking Fountains, Ice Machines and Sinks. Contractor shall clean and sanitize all surfaces of drinking fountains, ice machines/sinks to include the orifice, cofferdam, and drain.

Surfaces shall be free of streaks, smudges, fingerprints, marks film/residue, stains, spots, scale, soil, and other foreign matter once service has been completed. All metal surfaces shall be cleaned and polished and have a uniform appearance. All cofferdams surrounding ice machines shall be cleaned and free of standing water. Paper towel/soap dispensers associated with sinks/kitchens shall be cleaned, sanitized, and restocked.

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

• General Dusting. All horizontal surfaces must be dusted or cleaned as necessary to eliminate dust collection.

• Exam Table Cleaning. Clean and disinfect all surfaces of the exam tables, including base, using an EPA approved germicidal detergent. Exam tables shall be left clean and free of foreign matter.

Basic Restroom Cleaning Services The contractor shall accomplish all cleaning tasks to meet requirements for clean restrooms.

Daily

• Clean and disinfect. Clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, walls, and other such surfaces, using an EPA approved germicidal detergent to include de-scaling as needed. 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.

• 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, 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.

• Restock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including hand sanitizer and soap for the soap dispensers does not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within one hour of notification.

• Glass and Mirror Cleaning. All glass/mirrors shall be cleaned in such a manner that all trace of film/residue, dirt, dust, smudges/fingerprints, streak, watermark, and other foreign matter are eliminated.

Periodic Cleaning Services The contractor shall maintain the facility in a state of physical and biological cleanliness. The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. Periodic cleaning to be performed QUARTERLY include but are not limited to:

• Clean Interior Windows. Clean all interior glass window surfaces. 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.

• Floor Cleaning. Vinyl no-wax flooring shall be swept, mopped, and scrubbed to remove debris only. There shall be no wax type floors of any kind. Clean floors according to flooring manufacturer warranty and direction regarding scrubbing. There shall be no damage to the floors. Any damage incurred is of the responsibility of the Lessor to replace.

• Wall Cleaning. Wall cleaning to remove routine spills, stains, splatters, marks, etc. shall be provided by the contractor as a part of routine space cleaning. Walls shall be thoroughly and completely cleaned and sanitized with an approved solution to eliminate the hazardous conditions.

• Light Fixture Cleaning. Light fixtures shall be cleaned, when ordered by the Government or as needed, to achieve a “free of soil” state. The light cover shall be removed, and the light fixtures shall be cleaned of debris inside and out.

Biannual Cleaning Services Biannual cleaning to be performed include but not limited to:

• Exterior Window Cleaning. Exterior windows shall be cleaned semi-annually, to achieve a "free of soil" state. This includes cleaning of the frame, the areas immediately adjacent to the frame, ledges, and removing, cleaning, and replacing window screens.

• Curtain and Blind Cleaning. Blinds shall be removed and cleaned inside and out as needed, to achieve a "free of soil" state. Privacy curtains in examination rooms shall be the responsibility of the Government.

• Strip, Scrub, Seal, and Wax Floors. Strip, scrub, seal, and wax resilient floors semiannually as required by material, or as necessary to maintain a uniform glossy appearance appropriate to the flooring material. A non-skid wax is required. A uniform glossy appearance is free of scuff marks, heel marks, wax build-up, and other stains and discoloration. Vinyl no-wax flooring shall be swept, mopped, and scrubbed to remove debris only.

• Carpet cleaning. Carpets will have semi-annual carpet extraction cleaning.

Special Cleaning Requirements

• Equipment Operation. All housekeepers shall adhere to the manufacturer or established operating procedures when operating battery powered or electrical floor machines, wet/dry vacuums, scrubbers, etc. All equipment will be cleaned as specified by the manufacturer to ensure operation safety and to eliminate the spread of micro bacteria, nosocomial infection, etc.

• Battery and electrical equipment will be properly maintained, stored, and charged after each use, if necessary.

• Urgent Cleaning Services. Upon notification by the Contracting Officer (CO) or Contracting Officer’s Representative (COR), which may be verbal, contractor shall perform urgent cleaning in any area or room covered under this contract, as determined by the CO or COR, during normal business hours with a response time of one hour. This includes biological materials spills.

• Pest control. Lessor will be responsible for addressing pest control measures at the clinic to include bed bug remediation.

• Hand sanitizer. Hand sanitizer stations will be supplied throughout the clinic and refilled as needed by the lessors cleaning staff with hand sanitizer being furnished by the lessor.

Personnel Management.

• Employee Roster. 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 require Contractors employees complete Form I-9 Employment Eligibility Verification and turn into the Contracting Officer’s Representative (COR) within thirty (30) Calendar days after the start of this contract to obtain a VA Issued

Flash Badge. (See Form I-9 Attachment) The Contractor shall provide a copy of the personnel roster and changes thereto to the COR. Any/All changes of Contractor employees for the duration of this lease must obtain a VA Issued Flash Badge.

• Employee 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 CO 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.

• Employee Schedules. 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). Schedules shall be provided as requested by COR. If overall time of performance changes, COR is to be notified.

• Communication. 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.

• Standards of Conduct. 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. 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. Theft of Government property or the personal property of a VA employee shall be grounds for immediate removal from the VA and baring the individual from performing work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA’s mission.

• 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. Initial Intensive Training. All employees shall receive initial, intensive training in health care facility housekeeping.

Employees, who have never received initial intensive training in health care facility housekeeping, including infection prevention, shall not be assigned to work until this training requirement is completed.

Training shall include, at a minimum, the following topics:

o Familiarization with all written contractor technical and quality control procedures and instructions.

o Basic bacteriological concepts, including how disease is caused, transmitted, and prevented, reduced, or contained through proper housekeeping methods.

o Infection prevention & blood borne pathogen standards relating to duty functions to all requirements of this contract. (Occupational Safety and Health Administration, The Joint Commission, etc.)

o Proper use and handling of germicidal detergents, supplies, and equipment.

o Care and maintenance of Contractor- and Government-furnished property.

o Procedures for replenishing cleaning supplies and obtaining equipment repairs.

o Familiarization with the Government's fire prevention, safety, and security procedures and current disaster plans.

o Role of housekeeping in the health care facility and its effect on the health and wellbeing of patients.

• Training Records. Records of all employee training, including attendance rosters, shall be maintained by the Contractor, and shall be furnished upon request to the CO or COR for review.

Health Requirements

• Infection Prevention. The contractor shall comply with Standard Precautions as defined by the

Centers for Disease Control and Prevention in the performance of this contract. The contractor must have orientation on all applicable policies and procedures specified by Veteran Health Indiana that deal with infection prevention. The Contractor must have documented proof of training in infection prevention. A copy of the documented proof will be made available to the CO or COR upon request. Infection prevention training and associated cost is the responsibility of the Contractor. The Contractor employees and subcontractors must follow TJC approved policies regarding infection surveillance, prevention, and control. Reporting Requirements. The Contractor shall report to the COR all-occupational health and preventive medicine information required by the Government and for complying with current TJC health records documentation requirements. Health Maintenance. The Contractor shall employ personnel who are medically fit. The Contractor shall refer all employees alleging health problems to a qualified health care provider for diagnosis and treatment. If such an employee is absent for three working days or more due to illness, the Contractor shall require the employee to furnish written certification from a qualified health care provider that the employee is free from all communicable disease(s) and is fit to return to work in a health care facility. The Government reserves the right to examine or re-examine any Contractor employee who meets this criterion. Eating and Smoking. Eating or smoking by Contractor personnel is permitted only in designated areas.

BUILDING MAINTENANCE BY LESSOR

The Lessor is responsible for total maintenance of the leased premises. The Lessor must have a building superintendent or a local, designated representative available to promptly correct deficiencies or attempt to correct deficiencies upon written notice of such condition from the VA.

The Lessor’s superintendent or designated representative shall correct or attempt to correct deficiencies within the timeframes specified in the Operating and Maintenance plan and agreed to by the Government. If no substantial attempt has been made to correct the deficiencies within the specified time, action will be taken by the VA to correct such deficiencies, and the cost of repairs will be deducted from the next month’s rental payment.

The Lessor shall provide the labor, material, and supervision to adequately maintain the structure, the roof, the exterior walls, windows, doors and any other necessary building appurtenances to provide watertight integrity, structural soundness, and acceptable appearance.

The Lessor’s maintenance responsibility includes initial supplies of all items, materials, and equipment necessary for such maintenance. All maintenance work will be done in accordance with applicable local Building Codes and ordinances, and inspection certificates will be displayed as appropriate.

Maintenance by Lessor includes, but is not limited to, interior and exterior care of the building the site, all sidewalks, parking areas, driveways, private access roads, lawns, and shrubbery, utilities and building service equipment including all repairs and replacements. All equipment and systems shall be maintained to provide reliable service without unusual interruption, disturbing noises, exposure to fire or safety hazards, or unusual emissions of dirt.

Lessor shall maintain the Essential Electrical System as required by NFPA and Joint Commission, including but not limited to, weekly, monthly, annually, and triennial tests and activities.

FREQUENCY OF MAINTENANCE

As Required/Requested Requirements

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

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

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

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

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

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

• Pans in HVAC units shall be treated as required to prevent mildew or bacterial growth.

• Before operational hours, remove snow and ice from all entrances, sidewalks, parking lots and approaches. In the even of snow or freezing rain during working hours, removal must occur withing one hour from receipt of notification by VA staff. Lessor shall be deemed the ‘spotter’ for weather events at the site to determine necessary response.

• All building equipment shall follow manufacturer recommendations for preventative maintenance.

• Lessor shall provide VA COR owner level access to work order system platform being utilized to review/monitor status of preventative maintenance, inspections, work orders, etc.

• Lessor responsible for the privacy curtains. Lessor shall replace the privacy curtains if they are visibly soiled, when performing terminal cleans in a space with such curtain or as determined by the VA COR. Curtains shall be replaced with clean curtains.

Weekly Mow and edge lawns weekly during the growth season.

Monthly

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

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

• Trim and prune shrubbery and trees to maintain an attractive appearance. Shrubbery shall be not allowed to grow up and cover windows.

• Lessor to provide VA COR monthly reports on the quantity of recyclables and Lessor generated hazardous waste.

Quarterly

• a. Trim/maintain onsite landscaping as required; complete during the hours of 7:00 am – 5:00 pm.

Semi-Annually

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

• Remove all washable patient privacy curtains and replace with clean curtains.

Three Times Per Year

• Fertilize all lawn areas. Fertilize application prior to the start of the growth season shall contain week killer per manufacturer’s recommendations.

Annually

• Clean interior of all double wall HVAC units and drain pans.

• Re-mulch all planting beds.

• Lessor shall provide the VA COR a certified report from an independent 3rd party test and balance company identifying the airflow in CFM, the air changes per hour (ACH) and pressure differential for all rooms identified having positive or negative pressure relationships to the adjacent space (isolation room, procedural rooms, etc.) At a minimum, the report will include the room number, minimum CFM required, minimum ACH required, minimum pressure differential required, actual CFM, actual ACH, actual pressure differential and date that the testing occurred. The first certified report for all room types is due within 45 day of building acceptance.

• If report indicates a change in original room design, Lessor shall immediately notify VA COR and provide corrective action plan.

EXTERIOR CLEANING

Lessor’s Responsibilities

• The Lessor shall maintain the leased premises to provide a clean, neat, and attractive appearance by performing the functions outlined below.

Daily

• Building entrances and gazabos. Pick up trash, litter, and debris.

Three Times Weekly

• Sweep landings, steps, and sidewalks

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

Monthly

• Parking lot sweeping (completed after building has closed, allowing for parked cars to be at a minimum)

Quarterly

• Clean bugs from the interior and exterior of light lenses.

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

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

• Trim/maintain onsite landscaping (complete during the hours of 7:00 am – 5:00 pm)

Semi-Annually

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

• Drainage System: (complete during the hours of 7:00 am – 5:00 pm. Off tour work is also permitted to complete these tasks.)

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

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

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

Annually Clean exterior of building. Remove all spider webs, wasp nests, stains, etc.

Every Three Years (must be completed during nonoperational hours)

• Curb painting

• Parking lot line striping

3.04 OTHER REQUIRED SYSTEMS

*** Please price as totally installed and provide a unit cost for each item as listed in this Schedule.

Adjustments in the contract at the time of approval of the equipment drawings will be made based on prices provided by the Offeror in this Schedule B document. Specific Telecommunications Systems (all systems must be approved by the Contracting Officer or the Contracting Officer's designee.) ***

NURSE CALL - AUDIO VISUAL, NURSE CALL, AND CODE ONE (BLUE) SYSTEM

Provide a complete nurse call system. System{s) shall be as manufactured by Rauland Borg, General Electric, Simplex, or approved equivalent, as updated to most current technology or manufacturer.

Nurse Call may be a standalone system and installed in the bathrooms and exam rooms only. Console will be located at reception area.

CABLE TELEVISION

Contractor is responsible for providing cable service to a predetermined location such as the waiting area for a television. Contractor is responsible for facilitating the service and should be included in lease fees.

GUEST WIFI

Contractor is responsible for providing a heat map of the floorplan, designing, and installing a guest Wi- Fi system throughout the entire floorplan. This is a separate internet service entirely separate from the VA circuit which contractor will not be responsible for. This service is to be included in the lease fees.

PUBLIC ADDRESS SYSTEM

Provide a public-address system. The system will also allow each area receptionist to address their specific waiting areas. Public address central equipment shall be located in Telephone Equipment Room.

System(s) shall be as manufactured by Bogen, JBL, Dukane, or approved equivalent, as updated to most current technology or manufacturer.

DATA CABLING & VIDEO TELECONFERENCING SYSTEM (VTEL)

Provide cabling and outlets for the VTEL system. The VA shall provide equipment required for the VTEL system. Install a CAT 6A cable from a data outlet in designated rooms to Telephone Equipment Room. Cable from each room shall terminate in center of Telephone Equipment room with thirty (30) feet of excess cable and shall be tagged to indicate room that cable serves. System{s) shall be as manufactured by Polycom, Tandberg, HP, or approved equivalent, as updated to most current technology or manufacturer.

MASTER ANTENNA TELEVISION (BROADBAND) SYSTEM

Provide a master antenna television (broadband) system. System{s) shall be as manufactured by Blonder Tongue, Scientific Atlanta, Olson Technologies, or approved equivalent, as updated to most current technology or manufacturer.

VA SATELLITE TV SYSTEM

Provide cabling, outlets, and roof support for VA satellite TV system for reception of VA internal programming. VA shall provide satellite dish for Lessor installation. The VA shall furnish and install system equipment. Provide coaxial cable, Belden 7731A, from TV outlets in Classroom and Conference Room to Telephone Equipment Room. Cable from each room shall be installed to center of Telephone Equipment Room above ceiling with thirty (30) LF of excess cable. Cables shall be tagged to identify room that cable serves. Provide coaxial cable from Telephone Equipment Room to Satellite Dish location on roof (250 LF}. Provide roof support for satellite dish and means of anchoring satellite dish to roof. System(s) shall be as manufactured by Scientific Atlanta, Blonder Tongue, Pico Macom, or approved equivalent, as updated to most current technology or manufacturer.

PRIVACY CURTAINS

Lessor shall provide and install all privacy curtains; Architex DRx6001.

LOGISTICS ENTRANCE

Double door for entryway along with an accessible drive or drop off area for deliveries.

PATIENT LIFTS

Provide ceiling mounted patient lifts for Women's Health & Procedure exam rooms. Documentation and yearly testing are required for the system.

RETENTION AND WATER POND

Retention Pond Water is not to stay in pond for more than 24-36 hours. Provide an explanation on how the pond will be drained. Retention ponds should be located at least fifty (50) feet away from parking areas.

EMERGENCY GENERATOR

Generator shall be…