Exhibit C Janitorial Requirements.pdf

Janitorial Requirements ‐ Janitorial requirements exclude the large open warehouse space, but do include other areas such as offices, restrooms, breakrooms, mechanical/TR rooms, parking lots, exterior window cleaning, etc.

1. GENERAL: The Lessor shall provide all labor, supervision, management support, transportation, equipment, tools and materials, general supplies (replacement lights, cleaning chemicals, etc.)

except Government furnished space and utilities, necessary to provide cleaning services for the Community Based Outpatient Clinics (CBOC). Offerer is required to contract janitorial services with abilityone.org if available.

2. DEFINITIONS: As used throughout this contract, the following terms shall have the meaning set forth below:

a. Clean: Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris and other residue.

b. Disinfect: Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

c. Leasing Contracting Officer (LCO): The Leasing Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

d. Lessor: The term Lessor as used herein refers to both the prime lessor and any sublessors. The prime lessor shall ensure that his/her sublessors comply with the provisions of this contract.

e. Contracting Officer Representative (COR): The Contracting Officer reserves the right to designate a representative to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee’s authority. A copy of the designation shall be furnished the lessor.

3. HOURS OF OPERATION:

a. The Community Based Outpatient Clinic (CBOC) operating hours is 8:00 A.M. thru 4:30 P.M.

The Lessor shall perform the services Tuesday through Friday, excluding Holidays between 5:00 PM – 12:00 AM or at a time established by COR. The Clinic will normally be closed on weekends and holidays.

b. The Lessor shall not be required to work on Federal Holidays. They are as follows and include any other days specifically declared by the President of the United States to be a national holiday: New Year’s Day, Martin Luther King’s Birthday, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas and any other Federal holiday declared by the President.

c. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

Exhibit C

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES: In accordance with FAR 52.245‐2 the Government will provide limited storage space for lessor’s supplies/equipment. The use of government furnished property and services for other purposes are prohibited. The lessor will provide all paper products, toilet paper, hand soap, and trashcan liners. Government telephone shall not be used for personal reasons.

5. LESSOR FURNISHED ITEMS: Except for items listed in Paragraph 4, the lessor shall provide all facilities equipment, materials, supplies, and service to perform the requirements of this contract. This includes replacement lights, cleaning chemicals, brushes, cloths, mops and any other supplies needed to provide the required services. Cleaning Chemicals must be approved by VA prior to use. Lessor shall provide Safety Data Sheets (SDS) for all chemicals used.

6. SCHEDULING: Cleaning schedule will be daily Monday through Friday between 5:00 P.M. and 12:00 A.M. Jobs requiring more extensive timeframes ‐ such as floor waxing ‐ will be negotiated with the COR so that patient care is not interrupted

7. STANDARDS: Cleaning services shall meet standards established by the Poplar Bluff Health Care System. The COR or designee for the CBOC will accomplish monthly inspections of the Veterans’ clinic, and then issue results to the Lessor to correct any noted deficiencies. The COR will provide forms for inspections.

8. SPECIFIC WORK REQUIREMENTS:

a. Lessor shall perform all tasks in accordance with contract specifications at frequency identified on the Task and Frequency Chart attached.

b. Hazardous waste will be picked up by an independent contractor and is not a part of this janitorial services contract.

c. Lessor is responsible for moving and returning furniture for services as needed and must coordinate such with the COR or designee.

9. SECURITY: The lessor shall be issued keys for the building. The lessor will ensure that all keys issued by the Government are not duplicated. If any keys are lost or suspected lost, the lessor shall notify the COR immediately. If the keys are lost, the lessor will be responsible for the cost associated with the VA re‐keying the clinic. It is the lessor’s responsibility to prohibit the use of keys issued by the Government to any persons other than the lessor’s employees. Only lessor employees are permitted on‐site.

10. SPECIAL REQUIREMENTS

a. Lessor shall be responsible for supplying, completing and submitting all reports required or requested by any Federal, State, or Local Government agency, as required by laws, ordinances, and regulations, that pertain to the supplies and services provided under this contract.

b. Lessor’s employees, while performing the services of this contract, shall conduct themselves in a professional, business‐like manner. The CO and COR reserve the right to restrict any Lessor employee from performing the services of this contract. The

Government shall be the sole judge for this determination, which shall be followed up with written explanation to the Lessor. Smoking is permitted only in designated areas.

c. The Lessor shall, within ninety (90) minutes after receipt of notification by the COR or his/her designee, re‐perform the services of this contract when it is determined that unsatisfactory performance has been received at no additional cost to the

Government.

TASK AND FREQUENCY CHART

Restrooms Daily Weekly Monthly Semi‐ Annually

Annually As Needed

Clean/disinfect floors X

Clean mirrors X

High dusting X

Clean/disinfect toilets, urinals, sinks, commodes

X

Clean/disinfect clean walls and stalls

X

Refill dispensers (toilet paper, paper towels, soap) X

Replace string on call buttons X

All other space Daily Weekly Monthly Semi‐ Annually

Annually As Needed

VCT/Ceramic tile floors ‐ Mop with disinfectant cleaner

X

Clean/disinfect floors X

Clean cove base X X

Strip and wax tile floors X X

Top scrub and recoat X X

Buff tile floors X

High dusting X

Clean/disinfect sinks X

Refill dispensers (soap/paper) X X

Clean Glass Daily Weekly Monthly Semi‐ Annually

Annually As Needed

Interior window glass X X

Exterior/Interior glass doors X X

Other exterior glass X X

Miscellaneous Items Daily Weekly Monthly Semi‐ Annually

Annually As Needed

Clean/disinfect horizontal surfaces, including tables, cabinets, worksurfaces

X

Spot clean vertical surfaces X

Clean Furniture X X

Clean Chairs/Seating X X X

Clean Plants/Decorative objects X X

Trash Cans – empty and replace liners

X

Trash cans cleaned with disinfectant cleaner

X if used for food remnants

X

Clean/Disinfect door handles, light switches, drinking fountains

X

Light fixtures Remove any debris (such as insects) when present

Carpeting Daily Weekly Bi‐ Monthly

Semi‐ Annually

Annually As Needed

Vacuum and spot clean X

Clean/Shampoo Carpet X X

Note: Adequate attention must be provided to ensure all areas are maintained in a clean state.

The Lessor shall maintain the premises and all areas of the Property to which the Government has routine access in a clean condition and shall provide supplies and equipment for the term of the Lease.

The following schedule describes the level of services intended. Performance will be based on the COR’s evaluation of results, not the frequency or method of performance.

A. Daily. Empty trash receptacles. Sweep entrances, lobbies, and corridors. Spot sweep floors, and spot vacuum carpets.

Clean drinking fountains. Sweep and damp mop or scrub restrooms. Clean all restroom fixtures and replenish restroom supplies.

Dispose of all trash and garbage generated in or about the Building. Wash inside and out or steam clean cans used for collection of food remnants. Dust horizontal surfaces that are readily available and visibly require dusting. Spray buff resilient floors in main corridors, entrances, and lobbies. Clean elevators and escalators.

Police sidewalks, parking areas, and driveways. Sweep loading dock areas and platforms. Clean glass entry doors to the space.

B. Three times a week. Sweep or vacuum stairs.

C. Weekly. Damp mop and spray buff all resilient floors in restrooms and health units. Sweep sidewalks, parking areas, and driveways (weather permitting).

D. Every two weeks. Spray buff resilient floors in secondary corridors, entrance, and lobbies. Damp mop and spray buff hard and resilient floors in office space.

E. Monthly. Thoroughly dust furniture. Completely sweep and/or vacuum carpets. Sweep storage Space.

Spot clean all wall surfaces within 70 inches of the floor.

F. Every two months. Damp wipe restroom wastepaper receptacles, stall partitions, doors, window sills, and frames. Shampoo entrance and elevator carpets.

G.Three times a year. Dust wall surfaces within 70 inches of the floor, vertical surfaces and under surfaces. Clean metal and marble surfaces in lobbies. Wet mop or scrub garages.

H.Twice a year. Wash all interior and exterior windows and other glass surfaces. Strip and apply four coats of finish to resilient floors in restrooms. Strip and refinish main corridors and other heavy traffic areas.

I. Annually. Vacuum or dust all surfaces in the Building more than 70 inches from the floor, including light fixtures. Strip and refinish floors in offices and secondary lobbies and corridors. Clean balconies, ledges, courts, areaways, and flat roofs.

J. As needed: Maintain exterior to include trash, weeds, plants, trees, grass. Provide initial supply, installation, and replacement of light bulbs, tubes, ballasts and starters. Clean area of any discarded cigarette butts.

K. Pest control. The Lessor is responsible to treat/exterminate insects, rodents, and other pests monthly and when pests/rodents are detected in the leased property. Pest spraying must be done so as not to interfere with VA work, spraying must be odorless and non‐irritating. Complete pest management services IAW VHA Directive 1850.02 and Parent Facility Integrated Pest Management Plan. This includes, but is not limited to, management of rodents, small to large animals, flying insects (wasps, hornets, moths, flies and termites) and crawling insects (ants, fleas, ticks, roaches, bedbugs and beetles) that may be transported into the facility by any means.

L. Special Event Cleaning Service:

Upon notification, lessor will perform special cleaning required in any area or room leased by the VA. An example of a special event includes but is not limited to weekend open houses or high-profile visits. The LCO or COR will notify the Lessor as soon as a special event requirement is known, but not less than 72 hours prior to the event.

L. Cleaning and Disinfecting requirements. The Lessor shall routinely wipe down all solid, high contact surfaces in common and high traffic areas using soap and water, followed by a disinfectant from the EPA‐ registered list of products. Cleaning staff shall use products in accordance with directions provided by the manufacturer, including the use of personal protective equipment (PPE), if applicable. Disinfection application and products should be chosen so as to not damage interior finishes or furnishings.

“Routinely,” for purposes of this section, is defined as no less than once daily. More frequent cleaning and disinfection may be required based on level of use. Examples of common and high traffic areas include, but are not limited to, handrails, door knobs, key card scan pads, light switches, countertops, table tops, water faucets and handles, elevator buttons, sinks, toilets and control handles, restroom stall handles, toilet paper and other paper dispensers, door handles and push plates, water cooler and drinking fountain controls. Disinfected surfaces should be allowed to air dry.