Exhibit B-ASR Martinsville Rev02.docx

COMMUNITY BASED OUTPATIENT CLINICS

Martinsville, IN VA Agency Specific Requirements

This appendix contains Agency Specific Requirements (ASR) that must be included in the construction and operation of the leased premises. These requirements supersede any conflicting requirements in the standard lease template and referenced national standards and codes.

I. Healthcare Requirements The lease is for a healthcare facility and as such local building codes do not capture all requirements needed for the facility to be accredited by The Joint Commission for operation after acceptance. Several standards and codes depend on the types and quantities of services provided to determine requirements.

VA intends to simultaneously treat “zero” patients at any given time who are incapable of self-preservation. This facility will fall into a Business Occupancy.

The Lessor shall follow the most current codes applicable when the project is awarded.

The Joint Commission (TJC) The Joint Commission (TJC) requirements apply to this facility due to it being occupied by the VA under a medical center license, including testing of any generator, exit lights, and emergency lights.

The following lists are location specific VA TJC standards that must be included in the construction and operation of the lease. (Lessor shall refer to all TJC standards to ensure they understand and apply all the requirements.)

· OIT: Required HVAC code requirements 24 hours a day, 7 days a week.

· HAC Lessor Maintenance Program:

· Refer to Environmental plan listed at the end of this appendix for Initial Intensive Training for Lessor employees for comply with OSHA, TJC, etc. requirements.

· The contractor shall comply with Standard Precautions as defined by the Centers for Disease Control and Prevention.

Additional considerations when conflicts occur between TJC, FGI Standards, FSL II, and VA Design Guides:

· Sink locations shall comply with FGI and TJC requirements.

· Consider ADA vs. ABA Accessibility and where cost implication refers to VA for guidance.

· There shall not be blast resistance as this facility will follow FSL II Security.

· No cork boards shall be installed per VA preferred infection prevention item.

· Every patient/exam room shall have a hand sanitizer dispenser, which will be provided by VA.

Infection Prevention Risk Assessment for isolation/decontamination rooms.

· There is no plan for decontamination rooms at this facility. This is an outpatient clinic only. Emergencies will be referred to a local hospital by dialing 911.

II. General Site Requirements

1. General Parking

a. Clinic requires 40 spaces.

Handicap accessible spaces shall be 20% of the total required spaces for a total of 8 handicap spaces.

Handicap accessible van spaces shall be 20% of the total handicap accessible spaces (8) for a total of 4 handicap van space.

b. Shall zoning require more parking, contractor, and developer to comply.

c. Consider designing separate back of house staff parking with staff entry vs. patient/public parking at the main entry.

d. If shared parking lot, VA to retain the use of 40 spaces for VA only.

2. Green Space - VA desires a healing environment for healthcare and patient areas.

a. Consideration for green spaces and benches within the parking areas and around the building shall play an integral part of this design.

b. Green spaces seen from within the building looking out from waiting areas and exam rooms shall be given high priority.

c. There shall be no smoking shelters.

d. Consider adjacent properties with buffers of either greenery and/or barriers.

3. Driveway Entry

a. Driveway shall be off a two directional entry. (i.e., Do not locate on a one-way street or boulevard)

4. Each site shall meet the minimum planning & zoning requirements.

5. Marque Sign and Exterior Signage: VA shall maintain the VA branding, which will be governed by the VA Sign Design guide and funding comes out of the tenant improvements.

6. Wayfinding signage: Directional signage from the highway exit to the clinic.

7. Flag Poles: The Lessor shall furnish and install 3 flag poles either near the entry to the building or along the entry drive in a landscaped setting. Confirm with VA in final site selection and landscape/parking layout. Lessor shall furnish and install American, State of Indiana, and POW flags for the life of the lease, and replace when flags show wear.

III. Building Features

1. Entrances

a. Building should have front vestibule entry.

1. Automatic entry doors 12 ft. deep minimum Minimize wind movement through the vestibule via L-shaped doors or off set doors.

b. Separate employee entrance if possible.

2. Room schedule

3. Interior finishes shall comply with FGI 2022 guidelines and local codes as well as VA’s approval. Lessor/Developer to confirm with VA at time of construction drawing completion. Below are examples and approvals from the above. No Vinyl Wall covering shall be used.

a. Exam Room: Luxury Vinyl Tile (LVT)

b. Group Rooms: LVT or Carpet Squares

c. Mental Health Consult Rooms: Carpet Squares

d. Waiting Spaces: Combination of carpet squares and LVT flooring. Ceilings may undulate with soffits and recessed areas and may be a combination of gypsum wall board, wood, acoustic tiles, or other material.

e. Toilets: Porcelain tile floor in larger format with less grout lines, all walls min 48” tile wainscot with plumbing walls full tile. Ceilings to be hard ceiling gypsum wall board and or divider walls to extend to underside of deck. Partitions to be floor to ceiling hung.

f. Public Corridors: LVT

g. Staff Corridors: LVT

h. Paint and flooring must be in like new condition.

4. Conceptual drawing:

5. Minimum ceiling height of 9’-6” & 10’-0” in rooms larger than 500 sq. ft.

a. Abide by FGI 2022 guidelines and VA standards. Confirm with owner.

6. Doors shall all comply with codes. In addition:

a. No staff doors shall be less than 36”.

b. No patient doors shall be less than 42”.

c. Rear employee entrance door/service door shall be capable of accommodating equipment and furniture installation or removal. Peep hole required for solid state door.

7. Lessor shall provide window coverings at exterior walls where windows exist.

8. All Toilet Rooms shall have standard height floor mounted non-bariatric toilets and non-bariatric sinks.

9. Provide corridor handrails per code.

10. Patient-use corridors are to be 6 foot minimum clear, typical.

IV. Security Requirements Refer and coordinate with Standard FSL Level II requirements.

1. 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.

a. Hours proposed:

1. 7 a.m. until 5 p.m., Monday through Friday

2. All servers to be on Uninterrupted Power Supply (UPS) to be provided by Lessor.

3. Emergency and Back Up Power – none required.

4. Security cameras shall be installed at all entrances and in locations specified by VA physical security assessment.

5. Convex mirrors throughout as specified by VA physical Security assessment

V. Special Space Requirements

1. Departmental Specific Space Narratives

a. Lobby/Reception:

1. Centralized check-in

1. Adequate space for queuing

b. IT (Refer to VA IT requirements) All cabling shall be Cat 6A.

Guest Wi-Fi will be provided by Lessor.

Lessor will permit VA to use their own designated licensed contractor to install NextGen Wi-Fi in the leased space to include Cat 6A cabling, installation of wall jacks, biscuits, and all other aspects of the installation of VA wireless service per VA guidelines.

c. EMS (Lessor Space)

i. HAC Equipment Room shall have double 180-degree outswing doors.

1. Floor scrubbers will be housed in this room. They require a water source and there will be mop sinks in this room. They require normal power.

ii. HAC Closets shall have 180-degree outswing doors.

iii. Water and floor sinks in HAC

iv. Items stored in closets shall not be stored on the floor.

v. EMS closets must be negative pressure in relation to the adjacent space.

VI. Maintenance Requirements

Lessor will maintain utilities and equipment as prescribed by local codes. Lessor will provide records of the maintenance in the format and frequency required by the VAMC to ensure compliance with TJC.

VII. Environmental Management Plan Janitorial Services

1. Description of Services

a. The lessor 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.

2. Basic Cleaning Services

a. The lessor 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:

1. 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.

1. Vacuum Walk-Off Mats. 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.

1. 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.

1. 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.

1. 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.

1. 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 bio-hazardous 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.

1. 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.

1. Clean Drinking Fountains, Ice Machines and Sinks. Lessor 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.

1. 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.

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

1. 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.

3. Basic Restroom Cleaning Services

a. The contractor shall accomplish all cleaning tasks to meet requirements for clean restrooms DAILY.

1. 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. Lessor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers do 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, lessor 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.

4. Periodic Cleaning Services

a. The lessor 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:

1. 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.

1. 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.

1. 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.

1. 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.

5. Biannual Cleaning Services

a. Biannual cleaning to be performed include but not limited to:

1. 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.

1. 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.

1. Strip, Scrub, Seal, and Wax Floors. Strip, scrub, seal, and wax resilient floors semi-annually 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.

6. Special Cleaning Requirements

a. 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.

b. 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.

Personnel Management.

Employee Roster. The Lessor 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 Lessor shall require Contractors employees complete Form I-9 Employment Eligibility Verification and turn in to the Contracting Officer’s Representative (COR) within 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 Lessor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government. The Lessor 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 Lessor 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:

· Familiarization with all written Contractor technical and quality control procedures and instructions

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

· Infection prevention & blood borne pathogen standards relating to duty functions to all requirements of this contract. (OSHA, TJC, etc.)

· Proper use and handling of germicidal detergents, supplies, and equipment

· Care and maintenance of Lessor- and Government-furnished property

· Procedures for replenishing cleaning supplies and obtaining equipment repairs.

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

· 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.

Government Furnished Property, Services, Utilities, Supplies, and Physical Security

Supplies, Materials, and Equipment. The government will provide hand sanitizer for distribution throughout the clinic.

Physical Security. All government facilities, equipment, and materials shall be safeguarded by the contractor. At the end of each work period, government facilities, equipment, and materials shall be secured. The contractor shall provide protection to government facilities, equipment, and materials to prevent damage during the period the property is under control of, or in the possession of, the contractor. The contractor shall record all available facts related to each instance of damage to government facilities, equipment, or materials and report it to the CO or the COR within 24 hours of occurrence. The contractor shall be responsible for any damage caused by contract personnel to government facilities, equipment, or materials and shall repair, clean, replace, or restore damaged items to the condition existing immediately prior to the item being damaged, as directed by the CO.

Contractor employees shall not allow anyone use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than Contractor employees performing assigned duties. All rooms/areas unlocked for cleaning shall not be left unattended during the cleaning process and shall be locked by Contractor personnel after completion of cleaning duties. Contractor employees will be responsible for ensuring any installed alarms are activated at the end of cleaning

Contractor Furnished Items

The Contractor shall furnish and maintain all equipment and supplies, other than those specified as Government furnished, necessary to perform all services required in this contract.

· Specifications. Contractor supplies and equipment shall meet the specifications listed below and shall comply with the occupational safety and health standards (OSHA) and fire regulations.

· Approval of Supplies and Equipment. All Contractor proposed supplies and equipment must conform to applicable technical provisions and specifications contained herein. Materials shall comply with Government fire and safety regulations. No materials bearing an Interstate Commerce Commission (ICC) red label shall be used. Proposed supplies and equipment for which specifications are not provided herein must be of the highest commercial quality and must be of a suitable type or grade for the required housekeeping task. This list shall be a part of the Contractor's instructions and procedures manual. Any new item of material, supplies, or equipment shall be submitted to the CO or COR for review prior to use in the VA.

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

Equipment and Cleaning Material Standards

· Sanitation. All original and replacement equipment introduced 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 lease.

· Electrical Equipment. All electrically operated equipment shall be equipped with hospital quiet-type motors, be third wire grounded, and be equipped with an appropriate length of Underwriters Laboratories (UL) approved three conductor cords. The cord shall be permanently attached to the machine. The Contractor's equipment shall be in good repair and shall comply with all Government safety standards and all TJC standards for no clinical electrical equipment. Any equipment, which the COR considers in disrepair or unsafe shall be removed from the VA and replaced with equivalent equipment that is in good repair and meets the specifications contained herein.

· 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.

· Disinfectant and Detergent. Disinfectants and detergents used shall be currently registered with the Environmental Protection Agency (EPA) as a pseudomonicidal, fungicidal, and viricidal at the manufacturer's shall use dilution and shall be UL approved. The detergent shall be a quaternary ammonium germicidal detergent, Hypochlorite, ethyl or Isopropyl alcohol, or phenolic germicidal detergent.

· 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.

· Mop Heads. Non-disposable mop heads shall be neutral-colored rayon or cotton yarn. Disposable mop heads shall be made of non-woven fabric, a lintless fabric consisting of textile fibers, or a combination of fibers and yarn, and shall be clear or neutral in color. Both disposable and non-disposable mop heads shall be changed when they become saturated with dirt or dust. Oil-based treatments are not allowed. Chemical treatments shall not have a "flash point" of less than 330°F and shall be free of saponifiable matter. Chemical treatments shall not heat spontaneously under service conditions. Total treatment residue in mop heads shall not exceed 28 percent by weight and shall contain no carbon residue.

· Dusting and Sweeping Cloths. Dusting and sweeping cloths shall be tubular cotton with 18 percent to 22 percent by weight and shall be non-oil impregnated. The impregnation compound shall meet UL specifications and requirements relative to safety from combustibility, shall have an affinity for dust, and shall be registered with the EPA.

· 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. Products requiring a "Poison" label, as defined in CFR, Title 49, shall not be permitted.

· Floor Polishers. Floor polishers shall have a non-porous scrubbing surface to inhibit bacterial growth. Rotary floor polishing, buffing, and scrubbing machines shall be equipped with new brush or pad drive assemblies made of non-porous materials when introduced into the VA.

· Trash Collection Containers. All trash containers shall meet Government fire regulations. Trash carts shall be of such size that they do not block passageways or prevent building evacuation.

· Tool Handles. All mops, brooms, and sweeping tools, which are equipped with handles of over 48 inches in length, shall be capped with non-marking rubber, vinyl, or plastic tips to prevent the marking or scarring of walls or other surfaces in the clinic.

· Signs. All signs shall contain easily understood directions and guidance in English.

Supplies and Equipment

Specific routine infection prevention requirements are as follows:

· All containers of cleaning chemicals and similar products shall be marked with a factory label, to identify contents, and all other labels shall be removed or defaced. Materials bearing Department of Transportation red labels shall not be used.

· Lessor furnished supplies and equipment not in immediate use shall be stored in lessor space. No items shall be stored on the floor. Towels, mops, brushes, and other supplies, which contain an oil residue and are subject to spontaneous combustion, shall be disposed of or stored outside of the VA in tightly covered metal containers. Storage shall be in accordance with applicable Federal, state, and local regulations. Cleaning supplies that are subject to combustion may be temporarily stored and transported in tight fitting metal containers while in use inside of the VA.

Supplies shall be transported in carts designed for supply movement (e.g., housekeeping carts), not in trash barrels, nor mop buckets. All materials not immediately in use shall be properly stored in designated storage spaces provided by the Government. The following supplies shall be furnished by the Lessor to fit existing infrastructure:

· Paper towels (no C-fold style)

· Toilet tissue

· Toilet seat covers

· Antibacterial or Antimicrobial Lotion Soap (Packaging type: nonrefillable drop-in style cartridge only)

· Plastic trash can liners

Material Safety Data Sheets (MSDS). The Lessor will be required to furnish the VA with MSDS sheets for all chemicals that are used in the clinic. This list will be always kept current. 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. Lessor must always maintain a binder of all MSDS sheets on site for use and inspection.

Work Hours

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will be required to furnish such services five (5) days a week excluding weekends and federal holidays. The clinic’s daily normal hours of operation are from 7:30 a.m. to 4:00 p.m. Shift hours may change based on the needs of the facility. The Contracting Officer or designee reserves the right to change/adjust/establish any hours of performance.

Work Hours: Contractor work hours shall be during non-operating hours and of sufficient time to complete assigned tasks as outlined.

Federal Holidays: There are 11 holidays observed by the Federal Government, i.e., New Year's Day, Martin Luther King Jr.'s Birthday, President's Day, Memorial Day, Juneteenth, 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.

SERVICE DELIVERY SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Basic Cleaning Services.

Floors, baseboards, corners, and wall edges are free of dirt, dust, and debris. Trash is empty. Plastic liners are replaced. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Glass and mirrors have no traces of film, dirt, smudges, or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale, and other deposits. Stairwells are free of dirt, debris, litter, and other foreign matter. Dust is not visible. Exam tables are completely clean and free of foreign matter.

Basic Restroom/Locker Rooms Cleaning Services.

Restrooms and locker rooms are disinfected and free of dirt, deposits, streaks, and odors. Toilets and urinals are disinfected and free of scale, stains, scum, and other deposits. Floors are free of litter, dirt, dust, and debris. Supplies are adequate until next service.

Periodic Cleaning Services.

Floors have a uniform appearance free of scuffmarks, heel marks, and other stains and discoloration.

Windows are free of film, dirt, smudges, water, and other foreign matter.

Surveillance: The COR or clinic manager will receive complaints from hospital personnel and pass them to the contractor for correction.

Standard: Not to exceed 5 customer complaints per quarter. The COR shall notify the contracting officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions—Commercial Products and Commercial Services (Nov 2023)or appropriate Inspection of Services clause, if any of the above service areas exceed five customer complaints.

Procedures. Any patient, employee, or visitor that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives shall immediately contact the clinic manager or COR who will complete appropriate documentation to record the complaint. The VA staff will consider the customer complaint valid upon receipt from the customer. The VA staff shall verbally notify the assigned contractor contact of the complaint. The contractor will be expected to resolve the complaint during the next work shift. If the contractor staff disagrees with the complaint, he/she will notify the COR. The COR will investigate to determine the validity of the complaint. If the COR determines the complaint as invalid, he will document the written complaint of the findings and notify clinic manager. The COR will retain the annotated copy of the written complaint for his/her files. If after the investigation the COR determines the complaint as valid, the COR will inform the contractor and the contractor will be expected to correct the defect within one hour. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the COR shall contact the Contracting Officer for appropriate action. The VA staff will verify the issue is resolved.

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