Exhibit C- Janitorial Requirements FINAL RELEASE.pdf

RLP 36C25026R0006- Janitorial Requirements- Exhibit C

Lessor:_____________ GOVT:__________________

GENERAL JANITORIAL SERVICES

The lessor must furnish all supplies, materials, machinery, appliances, supervision, and labor necessary to provide complete janitorial services for the entire leased clinic space. Services must be provided in all interior and exterior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below. The Lessor must make careful selection of cleaning products and equipment to ensure they are packaged ecologically, environmentally beneficial and/or recycled products that are phosphate-free, non-corrosive, non-flammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes.

The Lessor must select paper and paper products with recycled content conforming to EPA’s CPG. Performance will be based on the Contracting Officer’s evaluation of results, not the frequency or method performance.

A. Standards

It is the Lessor’s responsibility to maintain the clinic in a condition that meets all housekeeping and sanitization requirements of this solicitation and the current standards of the Joint Commission (JC).

B. Work Schedule

Janitorial work will be completed by the Lessor between the hours of 7:00 AM to 9:00 PM, Monday through Friday or between the preferred hours of 8:00 AM to 12:00 PM on Saturdays. The Lessor must request VA approval to provide janitorial services outside those hours, or on Sundays, as necessary. The Lessor must ensure all work is completed for the clinic to see patients at 7:00 AM each day of operation. NO DAY PORTER IS

BEING REQUIRED.

C. Janitorial Staff and Supervision

Janitorial staff will have access throughout the building; therefore, all janitorial staff must be vetted and background checked by the Lessor. Lessor must not knowingly deploy any party who has been convicted of a crime of theft, fraud, moral turpitude, or serious physical violence or threat thereof. There must be a janitorial staff supervisor, present on site on duty always when janitorial staff are in the building. Any person whose work or conduct is found to be unacceptable by the Government must be removed from the janitorial staff operating in the VA space. Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to VA search. Janitorial company’s standard uniforms are acceptable, if they clearly identify the company and the occupation of the individual. Janitorial staff will be required to wear photo identification badges, provided by the Lessor.

D. Safety and Special Procedures

The Lessor must consider the clinical environment and ensure that the janitorial staff is instructed on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human secretions, blood etc. from both floors and walls. Lessor will be notified of areas that need terminal cleaning. Terminal cleaning is defined as complete wipe down of all sinks, walls, countertops, casework, exam tables, etc., with germicide, and mopping of the floor with germicide. If the space

Lessor:_____________ GOVT:__________________ has a privacy curtain, it will require to be replaced. These areas require the use of gloves, gowns, masks, and shoe covers. The Lessor must ensure staff are competent on common hazards requiring a terminal clean in a healthcare setting. Lessor is responsible to provide competency to VA COR and demonstrated staff knowledge.

See “ALL AREAS” below under “Daily Cleaning Requirements” for method of handling sharps and hazardous waste. The janitorial staff must comply with applicable Federal, State, and Local safety and fire regulations and codes. The Lessor must immediately bring to the attention of the Government any fire and/or safety deficiencies. The Lessor must take reasonable precautions to promote a safe environment within the lease premises.

E. Equipment and Materials

All equipment and materials used in the performance of this contract will be cleaned and stored properly at the end of the workday. Cleaning carts and/or equipment will not be left unattended for any reason while patients are in the clinics. No food or drink must be stored on cleaning carts or in housekeeping closets. Lessor must ensure all equipment, tools, and supplies meet necessary safety requirements and janitorial staff has full working knowledge of their use. An EPA registered germicide will be used to clean all patient areas, floors, examination tables, and medical equipment. The Lessor must provide all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of janitorial services.

The Lessor must provide supplies for:

• toilet tissue;

• multifold paper towels;

• toilet seat covers;

• Medicated Vestal (or approved equivalent) hand soap;

• PURELL® Advanced Instant Hand Sanitizer Foam;

• plastic linings for all trash receptacles;

• plastic lining for non-hazardous waste trash receptacles.

The Lessor must attempt to keep a minimum of two weeks’ stock of supplies on hand. All accumulated waste must be removed and disposed of in the dumpsters.

VA will be solely responsible for hazardous waste and sharps container pick-up, including appropriately packaging for removal from the site and storing in a designated negative pressure storage area. VA will also replace the red plastic linings for hazardous waste trash receptacles.

All deployed supplies must be approved by the Government. Basis of design for specifications of supplies provided and maintained by the Lessor are as follows:

1. Toilet tissue: Roll type, 4-1/2 inches wide, single ply.

2. Paper towels: Multi-fold, 10-1/8 inches wide.

3. Hand soap: Medicated Vestal.

4. Hand sanitizer: PURELL® Advanced Instant Hand Sanitizer Foam

5. Trash receptacle liners:

Lessor:_____________ GOVT:__________________

i. Polyethylene, flat type, 33 inches long, 52 inches wide, 0.66 millimeters thick.

ii. Polyethylene, flat type, 24 inches long, 33 inches wide, 0.31 millimeters thick.

iii. Polyethylene, red bags (bio hazard) 33 inches long, 52 inches wide and 24 inches long, 33 inches wide.

6. Furniture polish: Spray type for use on wood and wood veneer.

7. Window cleaner: Ammonia type sufficient to remove smoke film and dust.

8. Air freshener cartridges in bathrooms: Johnson Wax Good Sense.

9. Upholstery cleaners: Dry or foam type recommended for fabric upholstery.

10. Germicide: EPA-registered.

11. Resilient floor tile cleaner and maintainer: As recommended by manufacturer of resilient flooring.

12. Floor finish: High-speed floor finish as recommended by manufacturer of resilient flooring.

13. Floor sealer: As recommended by manufacturer of resilient flooring.

14. Floor stripper: As recommended by manufacturer of resilient flooring.

15. Toilet seat covers: Paper, white.

16. A copy of the MDS sheets for all products used must be maintained at the clinic and must be available for review by VA upon request. MDS sheets must be maintained in each housekeeping closet and must be reviewed semiannually by the lessor for accuracy. When new products are introduced, the MDS sheets must be updated.

F. Selection of Cleaning Products The Lessor must make careful selection of janitorial cleaning products and equipment to:

1. Use products that are packaged ecologically; Use products and equipment considered environmentally beneficial and/or recycled products that are phosphate free, non-corrosive, non-flammable, and fully biodegradable; and

2. Minimize the use of harsh chemicals and the release of irritating fumes. NOTE: Examples of acceptable products may be found at www.gsa.gov/products

G. Selection of Paper Products

The Lessor must select paper and paper products (e.g. restroom tissue and paper towels) with recycled content conforming to EPA’s CPG.

H. Waste and Recycling

The Lessor will have no responsibility for disposing of hazardous or pathological waste. The Lessor must provide collection, disposal, and recycling for all other waste materials generated by the VA. Recycling of paper, plastic, aluminum, toner cartridges and cardboard is required.

Locate waste and recycling containers near the loading dock/service area in accordance with security requirements. The Lessor must provide and maintain adequate quantity of trash container(s) based on volume of waste and frequency of collection. Lessor to provide the necessary covered containers with daily or weekly collection and removal from site for refuse, trash, and garbage. The Lessor must provide the covered recycling containers and must collet and remove recycled materials weekly.

http://www.gsa.gov/products

Lessor:_____________ GOVT:__________________

TASKS AND ASSOCIATED FREQUENCIES

1. Walk Off Mats

i. Lessor must provide walk off mats at all patient/visitor/employee entrances.

ii. Walk off mats must be professionally cleaned on a Lessor provided monthly basis.

iii. Wall off mats must have the characteristics for heavy traffic in a healthcare facility.

iv. Orient mat to fit in location to provide best coverage.

v. Color of mats to match building carpet/color scheme.

vi. Mats are to be kept in good repair.

vii. Mat material/type to be 3M TM Carpet Matting 8850 or approved equal.

2. Umbrella Stands and Bags

i. Lessor must furnish and install umbrella bag stands at each patient and employee entrance.

ii. Lessor to stock umbrella bags as necessary.

iii. Bag type to be Uline H-2953 46” Bag Stand and S-17365 Large Bags or approved equal.

iv. Bag stands must be reviewed daily to ensure adequate stock.

3. Replace light bulbs as necessary.

4. Daily Cleaning Requirements

a. Terminal Cleaning

i. Any room where patients with suspected infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning). Two step method (clean twice) for all such cleaning

b. Building Entrances

i. Pick up trash around entrances and vestibules.

ii. Empty trash receptacles.

c. Primary Care Area (prior to patient appointments each operational day)

i. All primary care areas must be wet mopped using a germicide before patients are seen.

ii. Wipe down all exam tables with a clean cloth dampened with germicide.

iii. Clean and disinfect sinks and countertops.

iv. Clean and refill soap dispensers.

v. Clean and refill all paper towel dispensers.

vi. Review level of sharps container and replace with new insert sleeve as necessary.

vii. Clean mirrors.

viii. Wipe down all walls with protection with a clean cloth dampened with germicide.

d. Specialty Care Area (completed after patient appointments have concluded each operational day)

i. Treatment rooms must be cleaned and disinfected after each patient procedure. (Coordinate with VA COR on patient appointment schedule for times when cleaning must take place)

ii. All floors must be wet mopped using a germicide.

iii. Wipe down all exam tables with a clean cloth dampened with germicide.

Lessor:_____________ GOVT:__________________

iv. Clean and disinfect sinks, countertops, equipment, etc.

v. Wipe down all walls with a cloth dampened with germicide.

vi. Clean and refill soap dispensers.

vii. Clean and refill all paper towel dispensers.

viii. Review level of sharps container and replace with new insert sleeve as necessary.

ix. Clean mirrors.

e. All Areas (complete throughout each operational day, without impacting employees, patients, and visitors)

i. Trash receptacles must be emptied, cleaned and liners changed.

ii. Trash must be removed from the building and placed in appropriate containers.

iii. Medical Waste and Hazardous Waste must be emptied and cleaned.

iv. Boxes and other empty containers, to be disposed of, must be removed from the building, and placed in appropriate containers.

v. Hazardous waste and full sharps containers must be collected in red plastic bags and placed in cardboard boxes provided.

vi. Cardboard boxes must be sealed with tape and placed in hazardous collection room for removal and disposal off site by others.

vii. Spills, body fluids, etc. must be cleaned from floors and walls immediately upon notification.

viii. Remove black scuff marks from corridor floors as necessary.

f. All Areas (complete after patient appointments have been concluded for each operational day.

Electrical equipment must only be used during this time.)

i. Complete other required janitorial services.

ii. Dust furniture, desks (do not disturb papers on desks), machines, phones, file cabinets, window ledges, etc.

iii. All resilient tile floor areas must be swept and wet mopped with germicide.

iv. Vacuum and spot clean carpets.

v. Carpeted areas and mats must be vacuumed.

vi. Remove black scuff marks from corridor floors as necessary.

vii. Spot clean walls and doors.

viii. Spot clean any carpet stains.

g. Direct Patient Care Areas: Radiology, lab/phlebotomy, physical therapy, etc. (complete after patient appointments have concluded for each operational day)

i. Sweep and wet mop with germicide.

ii. Wipe down all exam tables or any patient chair with a clean cloth dampened with germicide.

iii. Clean and disinfect sinks and countertops, including Reception areas.

iv. Clean and refill soap dispensers.

v. Clean and refill paper towel dispensers.

vi. Review level of sharps container and replace with new insert sleeve as necessary.

vii. Clean mirrors.

viii. Wipe down all walls with protection with a clean cloth dampened with germicide.

h. All Restrooms (completed during daily operational hours)

Lessor:_____________ GOVT:__________________

i. All restrooms must be swept and wet mopped at least twice each day.

i. All paper products and hand soap must be replenished.

ii. Review feminine hygiene products and replenish as necessary. Restock of feminine hygiene products will be provided by the VA through the VA COR.

iii. All surfaces, including commodes, urinals, walls, mirrors, counters, and sinks, must be cleaned and disinfected. Sponges and cloths must not be used to clean commodes and urinals.

Commodes and urinals must be cleaned with disposable items that are disposed of after cleaning commodes and/or urinal in each toilet room. Items used to clean commodes and urinals must not be used in turn for cleaning other items or wiping down other surfaces. Clean exterior of commodes and urinals first, followed by cleaning of the interior.

j. Flu Stations (completed during daily operational hours)

i. Review product stock at flu stations (tissues and/or face masks) and replenish as necessary.

Restock of such items will be provided by the VA through the VA COR.

k. Ceramic Tile Areas (other than restrooms) (complete after patient appointments have concluded on each operational day)0

i. Ceramic tile floors must be swept, and damp mopped. If dirt build up occurs, ceramic tile floors must be scrubbed when determined that it is required by the VA COR.

l. Corridors, Waiting Areas, Administrative Areas, Behavioral Health (complete after patient appointments have concluded on each operational day)

i. The areas must be swept, wet mopped with a neutral cleaner, and burnished.

ii. Carpeted areas must be vacuumed.

m. Restricted Areas (Clean Supply/Medication Storage, Warehouse, OIT, Telephone Room, Police

Station/Security, and any other area specified by the VA COR) (complete during operational day hours when VA department staff are present)

i. Trash receptacles must be emptied, and liners changed.

ii. The areas must be swept, wet mopped with a neutral cleaner and burnished.

iii. Areas with cushioned flooring must be maintained in accordance with manufacturer’s recommendations.

iv. Carpeted areas must be vacuumed.

v. Restrooms must be swept and wet mopped once each day and all paper products and hand soap replenished.

vi. All restroom surfaces, including commodes, urinals, walls, mirrors, counters, and sinks, must be cleaned and disinfected.

vii. Hazardous waste and full sharps containers must be collected in red plastic bags and placed in cardboard boxes provided.

n. GIP Storage (complete during operational day hours when VA staff are present)

i. Trash receptacles must be emptied, and liners changed.

ii. Flooring must be swept and wet mopped with a neutral cleaner.

iii. Daily documentation of housekeeping tasks in each GIP rooms must be completed (cleaning log provided by VA Logistics Department via VA COR)

o. Conference Rooms (if unoccupied)

i. The areas must be swept, wet mopped with a neutral cleaner, and burnished.

Lessor:_____________ GOVT:__________________

ii. Carpeted areas must be vacuumed.

iii. Dust furniture, desks (do not disturb papers on desk), machines, phones, file cabinets, window ledges, etc.

iv. Clean and disinfect all tabletop surfaces and chair arms with germicide.

v. Areas with cushioned flooring must be maintained in accordance with manufacturer’s recommendations.

p. Waiting Room Tables, Doors, Walls, and Trim

i. Dust tables, ledges, sills, moldings, and baseboards.

ii. Neatly arrange all reading material.

iii. Clean and disinfect all tabletop surfaces and chair arms with germicide.

q. Mirrors and Glass Cleaning

i. Clean all mirrors and glass at entrances (fingerprints, smudges, etc.)

r. Housekeeping Aide Closet

i. Clean sinks, floor, and shelves.

s. Isolation Rooms (rooms with positive and/or negative pressure relationships to adjacent space)

i. Any room where patients with suspected infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning). Two step method (clean twice) for all Isolation Rooms.

t. Water Coolers

i. Clean water coolers.

ii. Housing must be wiped down. Particular attention must be given to top surface and spout to prevent lime build-up, bacterial growth, etc.

5. Weekly Cleaning Requirements

a. Furniture (complete after patient appointments have been concluded on an operational day)

i. Clean as necessary, but not less than weekly.

ii. Vacuum upholstered furniture.

b. All Restrooms (complete during operational hours if the closure of the restroom does not exceed a half hour. If these weekly tasks cannot be completed within that timeframe along with the daily restroom cleaning tasks, complete this task after patient appointments have concluded for the day)

i. Scrub floors and ceramic tile base and wipe down with germicide.

ii. Clean ceramic tile walls and wipe down with germicide.

iii. Spot wash painted walls as necessary.

iv. Damp wipe toilet stall partitions and waste receptacles with germicide

c. Doors, Walls, Trim, Sills, and Ledges

i. Spot wash (for fingerprint, smudges, etc.) as necessary but no less than once weekly.

d. Mechanical/Electrical/MEP Equipment Rooms

i. The area must be swept and wet mopped with a neutral cleaner.

ii. Collect, remove, and dispose of refuse, trash, and garbage from the space.

e. OIT Data Closets (complete during operational hours of day when VA staff are present to provide escort)

i. Areas must be swept and wet mopped with a neutral cleaner.

Lessor:_____________ GOVT:__________________

ii. Collect, remove, and dispose of refuse, trash, and garbage.

f. Glass Cleaning (complete throughout operational day, without impacting employees, patients, and visitors)

i. Clean interior and exterior of door and entrance glass in waiting areas, exam rooms, offices, specialty areas, and treatment/isolation rooms.

g. Floor Maintenance of Resilient Tile Areas (complete after patient appointments have concluded for the operational day. When completing these tasks, maintain access for building occupants for fire egress. For areas within VA restricted access areas, coordinate work with VA COR)

i. Apply cleaning soap, as recommended by resilient tile manufacturer, scrub and re-wax hallways, waiting rooms, and lobbies.

6. Monthly Cleaning Requirements

a. Furniture (complete after patient appointments have concluded on an operational day)

i. Polish all furniture as necessary, but not less than monthly.

b. Air Conditioning Grilles and Registers (complete after patient appointments have concluded on an operational day)

i. Vacuum all grilles and registers.

ii. Clean baseboard grilles and all air diffusers.

c. Waiting Areas, Exam Rooms, Offices, Specialty Area, Isolation/Treatment Rooms (complete after patient appointments have concluded on an operational day)

i. Wash waste receptacles with germicide.

d. Floor Maintenance of Storage Areas

i. Sweep storage areas.

7. Quarterly Cleaning Requirements

a. Building Interior (complete after patient appointments have concluded on an operational day)

i. Dust window coverings and blinds.

ii. Dust handrails and handrail brackets.

iii. Light fixtures checked and cleaned.

iv. Clean elevator tracks.

8. Semi-Annual Cleaning Requirements

a. Furniture (complete after patient appointments have concluded on an operational day)

i. Shampoo upholstered furniture during January and July

b. Floor Maintenance of Resilient Tile Areas (complete after patient appointments have concluded on an operational day. When completing this task, maintain access for building occupant life safety egress. For flooring that is within an area deemed ‘restricted’, coordinate time with VA COR to complete task.)

i. Strip floors, apply sealer, apply wax, and refinish all resilient tile floors.

c. Floor Maintenance of Carpet Areas (complete after patient appointments have concluded on an operational day. When completing this task, maintain access for building occupant life safety egress. For flooring that is within an area deemed ‘restricted’, coordinate time with VA COR to complete task.)

Lessor:_____________ GOVT:__________________

i. Carpets must be professionally steam cleaned and soil resistant treatment applied during January and July.

ii. If cleaning cannot remove soiled/stained marks lessor must replace carpeting in kind.

d. Glass

i. Wash inside glass and clean interior of all window frames and window stools.

9. Annually

a. Lessor must ensure that staff entry into their position and then annually thereafter, that VA training course 10203 Privacy and HIPPA training be completed and passed.

b. Course training materials will be provided by the VA COR.

c. Completed staff training documentation to be submitted to VA COR.

10. Every Three Years

a. Lessor must ensure that staff who are assigned biohazard tasks associated with handling, collecting, packing, and signing the associated manifest complete and pass the required tests to perform such work.

b. VA COR will provide training materials and administer any tests.

c. Tests must be completed upon staff entry to such position and then every three years thereafter.

d. Completion certificates must be posted in the biohazard accumulation room.

III. Exterior Cleaning

Lessor’s Responsibilities-The Lessor must maintain the leased premises to provide a clean, neat, and attractive appearance by performing the functions outlined below.

1. Daily

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

2. Three Times Weekly

a. Sweep landings, steps, and sidewalks.

b. 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 must include, but not limited to, the removal of debris, litter, trash, limbs, etc. (from both sides of fences, if applicable)

3. Monthly (completed after building has closed, allowing for parked cars to be at a minimum)

a. Parking lot sweeping.

4. Quarterly

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

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

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

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

5. Semi-Annually

a. 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.

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

Lessor:_____________ GOVT:__________________

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

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

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

6. Annually

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