Exhibit T - Clinic Janitorial Service and Pest Control 15 Dec. 2023.pdf

Lancaster, Ohio CBOC Lease Janitorial Services and Pest Control SOW

CHILLICOTHE VAMC, OHIO DATE OF SPEC VERSION: 22 February 2022

SECTION STATEMENT OF WORK (SOW) JANITORIAL SERVICES AND PEST CONTROL

INCLUDES BUT IS NOT LIMITED TO PROVIDING CONSUMABLE SUPPLIES, GENERAL

WASTE AND RECYCLING REMOVAL SERVICES, AND LAUNDERING OF EXAM ROOM CURTAINS

TABLE OF CONTENTS

PART 1 - GENERAL 1

PART 2 - Janitorial Services Delivery Summary (JSDS) AND PEST CONTROL 2

PART 3 - Contractor Furnished Supplies and Equipment 9

PART 4 - Property and Services 12

PART 5 - Conservation of Utilities 13

PART 6 - Storage and Handling of Supplies and Equipment 14

PART 7 - Personnel Management 15

PART 8 - Uniforms and Identification Badges 16

PART 9 - Security 17

PART 10 - Safety and Infection Control 18

PART 11 - Housekeeping Schedules 19

PART 12 - Review and Evaluation of Operations 19

PART 13 - Clinic Hours of Operation 20

PART 14 - Government Furnished Supplies, Equipment, and Services 20

PART 15 - Protection of Government Leased Property 21

PART 16 - Government Cleaning Services 21

PART 17 - Government Pest Control Services 21

PART 18 - VA HANDBOOK 6500.6 Appendix B VA Acquisition Regulation Solicitation Provision and Contract Clause 21

PART 19 - VA HANDBOOK 6500.6 Appendix C VA INFORMATION AND INFORMATION

SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS 21

PART 20 - VA Handbook 6500.6 Appendix D CONTRACTOR RULES OF BEHAVIOR

(REQUIRED TO BE SIGNED ANNUALLY – SUBMIT TO VA CONTRACTING OFFICER AND

CONTRACTING OFFICER REPRESENTATIVE) 31

PART 1 - GENERAL

1.01 Level of Service Standard

The contractor shall provide all management tools, equipment, and labor necessary to ensure that custodial services are performed in a manner that will meet the requirements of this SOW, meet all Chillicothe VAMC Standard Operating Procedures (SOPs), Environment of Care round inspections, and pass all Government inspections.

1.02 Janitorial Services

The contractor shall provide the managerial, supervisory, administrative, direct, and overhead personnel necessary to perform the work specified in this SOW, including the provision of all labor, transportation, supplies, equipment, and materials, except as specified herein as government furnished, to ensure that janitorial services are performed at the Chillicothe VA Medical Center’s (VAMC) Community Based Outreach Clinic (CBOC) in Lancaster, Ohio in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance in a health care setting. Performance shall be in accordance with the standards contained herein.

A. The contractor shall provide daily cleaning services to maintain clinic operations. The clinic shall be refreshed at midday during every day of clinic operations. All other cleaning services shall be completed after clinic hours of operation. Cleaning performed after closing will be focused on terminally cleaning the clinic and making it ready for operations the next day.

B. After hours cleaning services shall be performed as per the agreed upon schedule between the contractor and COR.

C. It is the responsibility of the contractor to ensure that the building is properly set up for the next business day and that the facility is secure.

PART 2 - Janitorial Services Delivery Summary (JSDS) AND PEST CONTROL

The contractor janitorial service delivery 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.

2.01 Daily Services

The Contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the JSDS on a daily basis, services included under paragraph 2.01A midday clinic refresh also need to be accomplished during after-hours terminal cleaning.

A. Midday Clinic Refresh

This shall include restocking all restroom supplies to include paper towels, toilet paper, and stocking feminine hygiene station products, stocking soap, hand sanitizer, lotion, and paper towels throughout the clinic, checking all trash receptacles and emptying/replacing liners as needed, checking all recycling receptacles and emptying/replacing as needed, checking all sharps containers and replacing as needed (sharps collectors are to be replaced when they reach the manufacturer’s fill line), checking all biohazard trash cans and replacing liners as needed, checking lotion dispenser refilling as needed. This shall also include cleaning the restroom sinks, mirrors, urinals, and toilets. All high touch surfaces shall be cleaned in accordance with paragraph 2.01S High Touch Surface Cleaning.

B. Terminal Cleaning for Patient Care Rooms and all other Areas Receiving Pest Control Chemical Treatment

Terminally clean all patient care rooms (exam rooms, consult rooms, specialty care rooms, lab, etc), and all other areas receiving pest control chemical treatment. Terminally cleaning a room/area shall consists of the following: To terminally clean a room/area, the two step cleaning process is required to be used. This process is to use a detergent to wipe down everything in the room/area to remove any gross soil, and then sanitize everything in the room/area with an EPA approved sanitizer. The process includes sweeping/mopping all floors, wiping down all walls, cleaning all surfaces both horizontal and vertical. Clean all phones, call lights, door handles, remote controls, sink handles, chairs, bed rails, mattresses, and other high touch surfaces. Clean ledges, cupboards (inside and out, fixtures and all furnishings, within the room/area including exam tables and chairs, countertops, clean restroom sinks, mirrors, urinals, remove all trash, change cubicle curtains, replenish items such as toilet paper, paper towel, soap, hand sanitizer, hand lotion, and remove and replace sharps containers as needed.

C. Maintain floors

All floors, except carpeted areas, shall be swept, dust mopped, and wet mopped, to ensure they have a uniform, glossy appearance and free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Mopping shall be accomplished using the double bucket mopping methodology or the microfiber mopping system in accordance with the SOPs. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

D. Disinfect Floors

All flooring except carpeted areas shall be disinfected every other day.

E. Remove Trash and Recycling

All trash and recycling containers shall be emptied and returned to their initial location daily. Boxes, cans, and paper placed near a trash receptacle shall be removed. All plastic trash receptacle liners shall be replaced. The trash shall be collected by the Contractor and delivered to the designated trash storage area. Trash and recycling receptacles shall be left clean, free of foreign matter, and free of odors.

F. Biohazard Trash Cans and Sharps Containers

All biohazard trash can bags (red bags) and sharps containers shall be collected and delivered by the Contractor to the designated contaminated trash storage area (soiled utility room) in accordance with the SOPs. All biohazard trash receptacle liners shall be replaced. All sharps containers shall be replaced (sharps collectors are to be replaced when they reach the manufacturer’s fill line). Under no circumstances will this waste be thrown out as regular trash or mixed with regular/clear bag trash.

G. Clean Interior Glass/Mirrors

Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. daily. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter on the glass, frames, walls or floors. All precautions shall be used to prevent overspray on other surfaces.

H. Clean Drinking Fountains

Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

I. Clean Stairwells (if applicable based on the proposed leased space)

All floor surfaces shall be cleaned in accordance with paragraph 2.01B Maintain Floors. Grease and grime shall be removed from stair guards, handrails, and baseboards. Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls and provide or maintain a clean, uniform appearance.

J. Vacuum Carpets

Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. Spots shall be removed by carpet manufacturer’s approved methods as soon as noticed.

All tears, burns, and ravels shall be brought to the attention of the Lessor for correction. Notify the COR, EMS Chief, and the Clinic’s Nurse Manager of the discrepancy and planned solution. Area and throw rugs are included to receive this service.

K. Vacuum and Clean Floor Mats

Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

L. General Spot Cleaning

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

M. Exam Table Cleaning

Completely clean and disinfect on a daily basis all surfaces of the exam tables using a germicidal detergent and disinfectant that is COR approved.

Exam tables shall be left clean and free of foreign matter.

N. General Dusting & Vent Cleaning

All horizontal surfaces must be dusted or cleaned to eliminate dust collection to maintain the area free of any dust build up on surfaces or vents. This shall include dusting and cleaning light fixtures and light fixture diffusers including interior of diffusers as needed. This shall also include supply and return grilles for HVAC as needed based on visual inspection.

O. Basic Restroom Cleaning Services.

1. Clean and Disinfect

Cleaning and Disinfecting will be performed using a two-step process as outlined in the procedures manual that will be provided at the time of contract award. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, wall accessories, plumbing fixtures, partitions, doors, walls, counters 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, and other hard surfaces, using a germicidal detergent that is COR approved. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors.

2. Descale Toilet Bowls, and Urinals

Descaling shall be performed monthly at a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

3. Sweep and Mop Floor

After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, refinished, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance.

P. Stock Clinic and Restroom Supply Consumables

Contractor shall ensure the clinic spaces and restrooms are stocked sufficiently so that supplies do not run out. Supplies to be stocked include all consumables such as paper towel, toilet paper, soap, hand sanitizer, lotion, and feminine hygiene products. Excess supply room supplies shall be stored in designated areas and not in the restrooms or other clinic spaces. Contractor shall refill low stocked supplies in the supply room within 24 hours.

Q. Clean Furniture

Clean and disinfect all furniture daily in the waiting areas and exam rooms. This shall include any drawer fronts, lockers, cabinets, chairs and desks.

R. Entry ways cleaning

Entry ways to the clinic shall be kept free of debris. Contractor will be responsible for from the doorway out to the parking lot(s) designated for the VA. At buildings that have a porch or over hang the contractor will be responsible for the porch and overhang space, stairs and side walk leading to the stairs. At buildings with dock space the contractor will be responsible for cleaning the dock and the space immediately in front and to the sides. During winter months walk ways leading to stairs and buildings will be treated in order to keep ice and snow from forming. This product will be provided by the contractor but approved by the COR and EMS Chief Annually.

S. High Touch Surface Cleaning

High touch surfaces shall be cleaned and disinfected on a daily basis.

These surfaces include Door knobs/handles, Door surface, Light switches, Sink basin, Sink faucet, Counter tops, Call button, Phone, Phone cord, TV remote, Cord to TV remote/call button, Furniture (e.g., chairs), Medical equipment (e.g., IV controls), TV & stand, Bathroom door knob, Bathroom handrails, Bathroom sink basin, Bathroom sink faucet, Bathroom call button, Toilet horizontal surface/seat, Toilet lever/flush, Flushed toilet, Dust mop tile/wet mop tile, Hallway hand rails, baby changing stations, and refrigerator exteriors.

2.02 Periodic Cleaning Services

A. Scrub Floors

Scrub floors based on manufacturer’s recommendations. If it is a flooring surface that requires stripping and waxing that shall be done every 6 months or more frequently as needed. If it is a floor that requires a sealant or finish that shall be done every 6 months or more frequently as needed. Scrub floors as necessary to maintain a uniform glossy appearance. A non-skid finish is required. A uniform glossy appearance is free of scuffmarks, heel marks, finish build-up, and other stains and discoloration.

B. Clean Window Interior.

Clean window interiors weekly and as needed based on visual observation.

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.

C. Clean Window Exterior

Ground level windows shall be cleaned weekly and as needed based on visual observation. Windows above the ground level shall be cleaned as necessary based on visual observation. Contractor is responsible for all equipment requirements to access exterior windows. Windows are the glass surfaces that are an integral part of the outer wall of the building. After window has been cleaned, exterior frames, casings, sills, and glass shall be free of all traces of film, dirt, smudges, water, and other foreign objects.

D. Clean/Shampoo Carpet

All carpets shall be cleaned in accordance with the SOPs. All carpets shall be shampooed every 6 months or more frequently as needed. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items.

Chairs, trash receptacles, and other items shall be moved to clean carpets underneath, and returned to their original location.

E. Exam Room Curtain Changing and Laundering

Exam rooms curtains shall be replaced and laundered every 3 months or more frequently as needed. Document launderings and provide proof to the COR.

At the time of changing out exam room curtains verify the proper operation of the exam room curtain track and notify the lessor for repairs if any deficiencies in operation are noted. The lessor shall maintain two full sets of exam room curtains at all times, one set up in place in the exam rooms and one set being laundered and in reserve. Store reserve exam room curtains in a clean dry location not in the way of clinic operations. See paragraph 3.09 Exam Room Curtains and Track for additional information.

F. Terminal Cleaning after Pest Control treatment with Chemicals

All areas that are treated by chemicals for pests including bedbugs by the vendor or by the VA will be terminally cleaned two hours after treatment is completed. See section under daily services for Terminal Cleaning requirements. The lessor shall document terminal cleaning took place after pest control treatment with chemicals and submit that documentation to the

COR.

2.03 Pest Control

The contractor shall provide all supervision, personnel, equipment, supplies, facilities, transportation, tools, materials, and other items necessary to perform Integrated Pest Management (IPM) Services for interior and exterior spaces of the Lancaster Clinic. Pest Control services shall include on call response to pests brought in by staff, patients, and visitors. The contractor shall accomplish the surveillance, trapping, pesticide application, and pest removal components of the IPM Program. The Contractor shall conform to all regulations Federal, State, Local and Department of Veterans Affairs, governing examining and licensing of pest control operators, performance of pest control, use of approved pest control chemicals and equipment, which may be in effect in the area in which the work under the contract will be performed.

A. Required notifications to the Contracting Officer, COR and Nurse Manager:

1. Contractor shall notify and receive approval prior to application of pesticides.

2. If any pest control activity is going to impact patient care or availability of any room of the clinic the contractor shall provide notification and approval prior to proceeding.

B. Hours of Operations: All services shall be performed outside of normal clinic operations unless coordinated otherwise. On call services shall be performed upon notification.

C. Frequency: At a minimum it is anticipated the contractor would be on site to perform services 1 hour per week, and as needed when pests are identified by personnel and notified to the contractor.

D. Response Time for On Call Pests Identified: When pests are identified the required response, time is within 2 hours of being notified. If chemical treatment is necessary janitorial services terminal cleaning is required. The Lessor shall ensure the janitorial services personnel are promptly notified of a chemical treatment so terminal cleaning can take place 2 hours after treatment. See section “Terminal Cleaning after Pest Control treatment with Chemicals.”

E. Special Qualifications

Certified applicators are required in the performance of the work under the contract. Each applicator designated by the Contractor to perform work under the contract will furnish a copy of his/her state certification (showing categories) to the Contracting Officer prior to reporting for work. The Contractor will be responsible to ensure Contractors employees providing work on this contract are fully trained and completely competent to perform the required work.

F. Basic Services

The contractor shall develop an IPM plan for approval. The IPM plan will require approval by the COR prior to implementation. The contractor’s IPM plan shall establish the strategy and methods for conducting a safe, effective, and environmentally sound pest management program. In developing the IPM plan, the contractor should address continuous monitoring, pest response and removal procedures, record keeping, warranties, pest education and communication to clinic personnel to prevent pests and disease vectors. The IPM approach should use targeted methods including habitat/facility modification, biological/genetic/cultural control, mechanical/physical control, and where necessary, the judicious use of least hazardous pesticides. The IPM plan shall comply with all applicable Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), and state/local regulatory guidance on pesticide storage, disposal and applications. IPM services plan required of the contractor shall include but not be limited to the following tasks:

1. Inspect to determine pest management measures are appropriate and required.

2. Recommend environmental sanitation practices that restrict or eliminate food, water or harborage for pests and recommend engineering practices that limit entry of pests.

3. Selection and utilization of non-chemical control methods, which eliminate, exclude or repel pest (i.e.), insect electrocution devices, traps, caulking, air screens, etc. Collection and disposal of all pests collected per non-chemical methods.

4. Selection and use of the most environmentally sound pesticide(s) to affect control when chemical control methods are necessary.

5. Control of general structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.).

6. Control flying insect pests (i.e., housefly, stable fly, blow flies, cluster flies, etc.).

7. Control predatory pests, includes but not limited to chemically treating, monitoring and heat treatment of rooms infested by bedbugs, heat treatment of rooms should be used as a last resort for extreme cases of bedbugs, with a method of inspection, control and validation of eradication (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.)

8. Control of stored product pests (i.e., saw tooth grain beetle, red confused flour beetle, trogderma beetles, grain moths etc.)

9. Control of mice and rats (i.e., house mouse, field mouse, roof rat, Norway rats, etc.)

10. Control of pest birds (i.e., pigeons, sparrows, blackbirds, starlings, etc.)

11. Control of other vertebrate pests to include trapping and removal from the facility (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.).

12. Control of aquatic pests (i.e., mosquito larva/pupae, algae etc.).

13. Evaluation of control measures through follow-up inspections.

G. Pest Management Treatment Log and Submittal

Log all applications of pest control activities. Log shall include at a minimum date, start time, completion time, analysis of pest activities, action taken without chemicals, application location, site crop or commodity treated, method of application, brand name, EPA Registration #, Amount of Pesticide Used, Formulation of Pesticide Used, Active Ingredient, Reentry time (in hours), inspection reports, applicator/technician name, and applicator certification # or technician registration #. Submit logs to the COR and Chief of EMS after each treatment to ensure the VA has updated records.

2.04 Items Specifically Excluded from Janitorial Services Cleaning

The below items are specifically excluded from this contract and should not be cleaned by janitorial services employees:

A. Omnicell

B. Staff use refrigerators and microwaves

C. Select Reusable medical equipment (RME). Examples of RME that will not be cleaned will be covered in the Chillicothe VAMC EMS provided training, and a list can be provided upon request to the COR.

PART 3 - Contractor Furnished Supplies and Equipment

All supplies and equipment will be provided by the lessor or cleaning contractor unless specifically stated otherwise in this SOW and shall be approved by the COR. All supplies and equipment for pest control shall be supplied by the pest control contractor. A list of approved cleaning chemicals is listed below. All cleaning chemicals, carpet cleaners and any other chemicals must match those used at the Chillicothe VAMC. Strippers, waxes, and other floor care products shall be submitted for use and be compatible with the floor manufacturer’s recommendations. No other chemicals may be used in the facility.

3.01 General Waste and Recycling Removal Services

A. Lessor shall provide general waste trash dumpster with the general waste removal services. Locate away from the building for security. Dumpster to be utilized by the Janitorial Services Contractor for general waste removal from the clinic.

B. Lessor shall provide receptacles for collection of recycling within the clinic and provide outside of the clinic a larger collection container for recycling to be emptied by the Janitorial Services Contractor.

3.02 Contractor Provided Consumable Supplies

The below supplies shall be provided by the janitorial service provider and shall be compatible for use with the accessories holding/dispensing them. Verify holding and dispensing accessories that are actually installed in the clinic prior to ordering supplies. Supplies shall be kept on stock in sufficient quantity to not run out with at least 24 hours of additional stock on hand at the clinic.

A. Paper towel Multifold, compatible with paper towel dispenses on the drawings accessory schedule

B. Toilet paper, 2 ply minimum

C. BD Recykleen Sharps Collectors 2 or 3 gallon

D. DebMed Kindest Kare Advanced Antimicrobial Handwash Item #6267-87, compatible with the SC JOHNSON SDS Soap Dispenser listed on the drawing accessory schedule

E. Purell Hand Sanitizer, Alcohol Based, Compatible with TFX Touch Free Dispenser

F. Medline Remedy Olivamine Skin Repair Cream, Manufacturer#: MSC094410UNSC

G. Trash Receptacle Liners small and large of the size and quantity to match receptacles. It is estimated that there will be a minimum of 1 trash receptacle in each room, and at each staff work station, as well as a minimum of 3 trash cans in the waiting area, and larger exterior trash receptacle by the entrances. Workstations, exam rooms and patient care rooms, offices, group rooms, restrooms and waiting room receptacles will take approximately a 7-10 gallon or approximately 30 – 45L trash bag (verify sizes prior to ordering), exterior receptacles will have large receptacles and will take approximately 30-45 gallon bags (verify sizes prior to ordering)).

H. Biohazardous Waste Receptacle Liners (red) of the size and quantity to match receptacles (It is estimated that there will be 1 in the soiled utility room, 2 in the lab, 1 in each patient care room and up to 1 other location TBD.)

3.03 Contractor Supplied Required Cleaning Products and Equipment

Below is the current list of approved cleaning products at the Chillicothe VAMC. From time to time cleaning products are replaced as the approved product and the COR will notify the contractor when this happens.

Typically an equitably priced product is selected for the replacement product. If the replacement product requires a change in contract price the Contractor shall notify the COR and Contracting Officer.

A. Spartan chemicals:

1. Restroom cleaner

2. Spotting solution

3. Consume

4. Graffiti remover SAC

5. Glass cleaner

6. RJ8 (As of 12/7/21 RJ8 will be replaced by another tile and grout cleaner to be determined by the Chillicothe VAMC.)

7. Peroxy

8. 256

9. CLR

B. ECOLAB: Stainless steel polish

C. Clorox Bleach wipes

D. ATCO: Dust-N-Shine

E. Diversy Oxivir Tb Wipes

F. Smith&Nephew Unisolve

G. Floor Cleaners

1. Floors shall be disinfected using Spartan 256

2. In addition floor shall be cleaned following the manufacturer’s recommendations.

3.04 Mop Heads

A. Dust mop heads

The contractor will provide clean mops to be used at the facility each day that are professionally laundered, free of any residual chemicals, dirt, debris or odors. The contractor will maintain a binder of invoices showing proof that they are using professional laundering services and that clean mop heads are being supplied to the facility for cleaning purposes. The contractor will supply enough of the items to provide all services as per this contract.

B. Looped Mop heads shall be changed every three rooms or more frequently when they become saturated with dirt or dust, or at the end of the workday, whichever comes first.

C. Microfiber Mop heads shall be changed every exam room or more frequently when they become saturated with dirt or dust, or more frequently based on manufacture’s recommendations for square feet to clean, or at the end of the workday, whichever comes first.

D. Oil-based treatments or any deodorizers are not allowed with mop heads.

3.05 Housekeeper's Carts

Housekeeping carts shall be chosen based on the type of mop used (eg looped mop or microfiber). Housekeeping carts shall be lockable and kept locked up unless under direct control of the housekeeper.

3.06 Mop Buckets for Looped Mops

Mop buckets will be of the double bucket mopping system type that maintains dirty water separate from clean solution

3.07 Wet floor Signs

Wet floor signs shall be used whenever a floor is wet or being mopped. Wet floor signs will be provided by the contractor and must be maintained in a clean and orderly state.

3.08 Equipment

A. Equipment shall be provided as necessary to meet the requirements of this statement of work, examples of equipment include but are not limited to floor polishers, carpet, shampoo/soil extractor, combination scrubber-vacuum machines, and vacuum cleaners.

B. Equipment must be kept clean and in good working order throughout the term of the contract. Equipment shall be in good repair, shall comply with all Government safety standards, and all Joint Commission on the Accreditation of Healthcare Organizations standards for non-clinical electrical equipment.

C. All vacuum equipment shall be commercial type, and be HEPA filtered.

Change or clean filters per manufacture’s recommendations.

3.09 Exam Room Curtains and Track

Two sets of Exam room curtains for all locations with exam room curtains shall be provided by the lessor at the start of the lease. Exam room curtains shall be maintained during the term of the lease free of tears, stains, or other defects. Exam room tracks shall be maintained during the term of the lease allowing for proper operation. The lessor shall repair or replace as needed to meet this standard.

PART 4 - Property and Services

4.01 Storage Areas

The Lease holder shall provide room(s) within the facility to use for the storage of Housekeeping supplies and equipment, including housekeeping cart, scrubber, waxing system, reserve exam curtains etc. (see Lessor’s Housekeeping Aides Closet (HAC) in the program for design), or at the lessors option the lessor shall hire a Janitorial Services contractor that stores all required items off site within a response distance that allows for satisfactory completion of the SOW requirements. The size of the Lessor’s HAC room shall be as determined by the lessor. This room shall not be co-located with mechanical rooms, electrical rooms, or any other utility rooms. The Lessor’s Housekeeping Aides Closet is separate from the VA’s Housekeeping Aides Closet (HAC) (see the program for design). The Lessor’s HAC room will have storage for dry supplies, and have a mop sink with a separate cold and hot water discharge. The Janitorial Services staff will maintain a copy of all keys to carts and cabinets and they should be kept neat and clean with no waste stored in them. The Safety Data Sheet (SDS) binder will be maintained and properly stored in this room. This room will be keyed for exclusive Housekeeping use, and the Lessor shall provide copies of this key to the Chillicothe VAMC staff for their use and inspection. This room should be located at the rear of the building; close to rear outside access. The rear of the building should be accessible by truck for the delivery of goods and services to support the facility. For supplies and equipment that cannot properly fit in the HAC room, the lessor shall provide additional storage needs to meet the requirements of this SOW to the Janitorial Service provider, and those areas shall be keyed, locked, and a copy of the key given to Chillicothe VAMC staff for their use and inspection.

4.02 Waste & Recycling Areas

The Lease holder will provide a separate room for the purpose of collecting biohazardous waste, sharps, recycling wastes, and soiled linen (see Soiled Linen / Utility room in the program for design). This room will be keyed following the Chillicothe VAMC Best Grand Master Keying system, and the Chillicothe VAMC will retain keys for their use and inspection. General waste shall be removed outside to the dumpster.

Recycling shall be removed to a location as determined by the lessor. The lessor shall provide a recycling program at the facility including collection containers (separate from General Waste), and the janitorial services contractor shall provide pickup services within the clinic and store the recyclables in lessor provided containers. This room should be located at the rear of the building or outside the building, close to rear outside access. The rear of the building should be accessible by truck for the delivery of goods and services to support the facility.

4.03 Lessor Provided General Waste and Recycling Removal Services and Reporting

A. The lessor shall provide services for general waste removal for the clinic.

B. The lessor shall provide services for recycling removal for the clinic.

C. On a recurring basis not to exceed every 3 months, the lessor shall provide to the Contracting Officer and COR general waste removal quantities and recycling removal quantities. Reporting quantity provided shall be industry standard (weight or volume) or estimated weight or volume if there is not a means available for providing actual quantities.

The VA COR shall provide these quantities to the Chillicothe VAMC GEMS Program Manager

4.04 VA Provided Biohazardous Waste Removal Services

The Chillicothe VAMC will provide removal of biohazardous waste and sharps containers from the soiled linen / utility room. As stated elsewhere in this SOW it is the Janitorial Services contractor’s responsibility to provide services to collect the biohazardous waste and sharps containers and place them in the soiled linen room.

4.05 Access for Government Waste Removal

To facilitate the removal and disposal of biohazardous waste and sharps containers, the lessor will have to provide access to the rear of the building. It should be well lit and accessible in any weather conditions.

4.06 Utilities and Services

Cleaning crew shall have access to all necessary utilities to perform their work, as furnished by the lessor and paid by the government.

PART 5 - Conservation of Utilities

The Contractor shall instruct Contractor employees in utilities conservation practices. The Contractor shall operate under conditions, which preclude the waste of utilities, which shall include:

5.01 Lights

Lights shall be used only in areas when work is actually being performed.

Otherwise, lights shall be turned off.

5.02 HVAC Controls

The Contractor’s employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

5.03 Water

Water faucets or valves shall be turned off after their required use.

5.04 Telephone

Government telephones shall not be used for personal reasons. Unauthorized calls traced to the Contractor or a Contractor employee will be billed to the Contractor by the Government.

PART 6 - Storage and Handling of Supplies and Equipment

6.01 Storage

Storage shall be in accordance with applicable Federal, state, and local regulations. Contractor furnished supplies and equipment not in immediate use shall be stored in designated storage areas.

6.02 Supply Handling

Supplies (e.g., toilet paper, paper towels, hand soaps, and detergents) shall be supplied by contractor and shall be transported in carts designed for supply movement (e.g., housekeeping carts), not in trash barrels, nor mop buckets. All carts and supplies not immediately in use shall be properly stored in designated storage spaces.

6.03 Combustibles

Rags, 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 clinic in appropriate containers/locations provided by the contractor for their exclusive use. Cleaning supplies that are subject to combustion may be temporarily stored and transported in appropriate containers while in use inside of the clinic.

6.04 OSHA Hazard Communication: Safety Data Sheets (SDS) formerly MSDS.

A. The contractor shall be required to meet OSHAs Hazard Communication requirements. The contractor will be required to keep an updated SDS Binder. The Chillicothe VAMC will provide a template SDS Binder that shall be updated and maintained by the Contractor. The Contractor shall maintain the binder of all SDS sheets on site for use and inspection at all times. The binder shall be standardized to match the Chillicothe VAMC’s SDS binders. The binder shall be kept neat and orderly. The binder will include a consolidated list of all hazards requiring an SDS sheet, and a copy of all SDS sheets labeled and tabbed in order to match the consolidated list. The list of hazards and SDS sheets will be kept current at all times. 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. The contractor shall provide to the COR all SDS on inventory in electronic and paper copy, and the

Government will ensure the SDS sheets are in the VA SDS/Chemical Inventory Service page.

B. 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.

PART 7 - Personnel Management

7.01 Supervision

Contractor shall provide sufficient supervision to manage the contract and meet the requirements of this SOW. The supervisor will ensure that all required reports are completed and sent to COR.

7.02 Training

Prior to the start of work all janitorial staff will have to complete a day long basic clinical training program given by Chillicothe VAMC EMS and Infection Control staff at the Chillicothe VAMC at the start of the contract and annually thereafter. At the Chillicothe VAMC’s EMS Chief’s option, training may be conducted at the Clinic. The lessor may request this, and at the VA’s option based on availability and other factors, the request may or may not be approved. The training will include use of required chemicals, and Chillicothe VAMC standard operating procedures for janitorial services.

7.03 Roster

The Contractor shall establish a roster of Contractor employees prior to the start of work on this contract. The roster shall list the name and job title of each employee to be working on this contract. The Contractor shall provide a copy of the personnel roster and changes thereto to the COR. The Contractor shall notify the COR when an employee has been terminated and the Contractor shall collect and turn over their Badges and Keys.

7.04 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.

7.05 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). That way the VA knows who is supposed to be on site working and when. A copy of each schedule shall be furnished to the COR and Nurse Manager for review one week prior to the beginning of the period covered by the schedule. Changes to employee schedules shall be provided to the COR and Nurse Manager as they occur.

7.06 Communication

All Contractor employees 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.

7.07 Standards of Conduct

While on duty and executing the specifications of this contract, Contractor employees are prohibited from using and/or possessing alcohol, illegal drugs, and firearms. Non-compliance with this requirement, confirmed by the COR, shall be grounds for immediate removal of the Contractor employee from the clinic and baring the individual from performing further work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA’s mission.

7.08 Eating and Smoking.

Eating or smoking by contractor personnel is permitted only in designated areas.

7.09 PERSONAL HYGIENE

Contractor personnel shall be clean and wear a clean uniform at all times when in patient care and public areas. Fingernails shall be clean and free of dirt, and hair shall be neatly trimmed and combed.

PART 8 - Uniforms and Identification Badges

8.01 Type of Uniform

All employees shall wear Contractor provided standard uniforms, including pants, shirts, skirts, blouses, and/or dresses, which are clearly distinguishable from other VA uniforms currently in use. The uniforms shall be worn as designed by the uniform manufacturer. Sandals or other open-toed shoes shall not be worn.

8.02 Identification Badges

All personnel shall display identification badges, except for protective clothing, which shall include the employee's full name and Contractor's full name.’

8.03 VA PIV Badge

All personnel shall also be required to be badged with a PIV badge issued from the Chillicothe VAMC in accordance with the most current version of Chillicothe VAMC PIV Badging Instructions. Additionally applicable to these personnel are VA Handbook 6500.6 Appendix B VA Acquisition Regulation Solicitation Provision and Contract Clause, VA Handbook 6500.6 Appendix C VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, and these personnel shall be required to annually sign VA Handbook 6500.6 Appendix D CONTRACTOR RULES OF BEHAVIOR and Submit to the Contracting Officer and Contracting Officer Representative. The PIV badge will be required to gain access to areas for cleaning. Contractor shall be responsible for all travel expenses related to obtaining said badge, and any replacements thereafter.

Contractor employees shall wear the Government furnished badge on the front of their outer clothing, except for protective clothing. When an employee leaves the Contractor's employment, the Contractor shall return all identification badges and passes of the employee issued by the Government to the COR or security personnel within five working days after termination of their employment.

PART 9 - Security

The Contractor shall comply with all Government security requirements.

9.01 Video Surveillance

The property will be covered by twenty-four hour video surveillance and all contractor activities are subject to monitoring.

9.02 Keys and PIV Badge

The Contractor shall request keys to be issued to employees through the COR . The Contractor will be provided keys, PIV Badge, and/or allowed access to all rooms requiring housekeeping services. The Government may choose to accompany Contractor personnel when in certain secured areas.

Keys provided to the Contractor shall not be duplicated. The Government at the Contractor’s expense shall replace any keys lost by Contractor personnel. In the event a key is lost or duplicated, all locks and keys on that lock system will be replaced by the Government, and the total replacement cost will be deducted from the payment due to the Contractor, or the Government may recover funds by all means available. The Contractor shall immediately report the occurrence of a lost key to the COR.

9.03 Securing Spaces

Contractor employees shall not allow anyone to use any key in their possession. They shall not open locked areas to permit entrance by persons other than Contractor employees performing assigned duties. All areas that are to be locked shall not be left unattended during the cleaning process and shall be relocked by Contractor personnel after completion of housekeeping duties. Contractor personnel shall turn off all lights in all unoccupied areas.

9.04 Identification Badges

See section part 8 of this SOW Uniforms and Identification Badges. All Contractor personnel requiring access to the VA shall obtain employee identification badge required by the Government.

9.05 Consequences of Illegal Activities

Contractor employees who are found in violation of Government security regulations will be immediately removed from the clinic and barred from performing further work under this contract.

9.06 Loitering

Contractor employees shall not loiter on the clinic grounds when in a non-duty status. After completing assigned work shifts, all Contractor personnel shall promptly depart the clinic.

9.07 Security Checkout Procedures

Upon termination of employment of their employee(s) and or end of the contract, the Contractor is responsible for obtaining and turning over to the COR all government issued keys and badges. The contractor shall be responsible for all cost associated with obtaining the government issued keys and badges from terminated employees. The contractor shall also be responsible for any replacement costs as described in section 9.02 Keys and PIV Badge.

PART 10 - Safety and Infection Control

10.01 Work Methods

All work performed in delivering the services specified in this contract shall comply with applicable Federal, State, and local safety regulations.

10.02 Personal Protective Equipment (PPE)

Contactor shall be responsible for providing personal protection equipment and protective clothing to their employees as required based on the hazards they will be exposed to.

10.03 Safety Codes, Standards, Recommended Practices and Manuals

A. The Contractor shall have a working knowledge of the following laws, codes, standards, and reference materials:

1. Occupational Safety and Health Administration (OSHA)

2. Chillicothe VAMC Standard Operating Procedures

3. Chillicothe VAMC Emergency Operations Plans

4. Safety Data Sheets (SDS)

10.04 Safety Requirements

Contractor employees shall:

A. Not place mops, brooms, electrical cords, hoses, machines, and other equipment in traffic lanes or other locations in a manner that creates a safety hazard.

B. Interrupt their work at any time to allow the passage of patients, staff personnel, visitors, equipment, or carts.

C. Use parallel wet mopping or cleaning procedures when the cleaning of public traffic areas (e.g., lobbies and corridors) may result in a temporarily wet or slippery floor surface. Contractor employees shall accomplish floor cleaning such that at no time will it be necessary for patients, staff personnel, or visitors to cross a wet floor to gain access to other areas of the VA. Contractor employees shall accomplish cleaning of high traffic areas before or after regular working hours, including passageways and outpatient clinic waiting areas. Whenever this is not possible, Contractor employees shall display wet floor signs.

D. Wear personal protective clothing and/or equipment when handling, pouring, or working with substances, which may expose the employee to injury and/or occupational illness.

E. Not leave supplies unattended and should keep supplies locked up when not in use.

10.05 Failure to Comply

If the Contractor fails or refuses to promptly comply with applicable safety directives, the COR may issue an order stopping all work until satisfactory corrective action has been taken by the Contractor. None of the time lost as a result of such a work stop order shall be made the subject of a claim for extension of time or for excess costs or damages to the Contractor.

10.06 Accident Reporting

The Contractor shall report all occupational exposures and all accidents resulting in death, trauma, or occupational disease to the COR. All accidents shall be reported within 24 hours of their occurrence. The COR may require the Contractor to complete certain forms to document exposures and/or accidents. The Contractor shall complete these forms promptly, at no additional cost to the Government.

10.07 Emergency Treatment

All emergencies will require a 911 call. This is a defined process, regardless of whether the worker is a Veteran. The clinic is not an emergency room and does not typically have providers who are authorized to provide care under the State of Ohio Workers Compensation program.

Therefore, to protect the rights of workers to their Workers Compensation benefits, and to ensure proper care is received, it is standard procedure to require a call to 911. This paragraph does not limit a competent, qualified provider from responding or providing care within their authorized means rather it is for expectation management and emergency preparedness.

10.08 Infection Control

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 will receive orientation on all applicable policies and procedures specified by the Chillicothe VAMC that deal with infection control at the initial and annual training with EMS staff.

PART 11 - Housekeeping Schedules

Two weeks prior to the start date of the contract, the Contractor shall provide to the COR for approval, a planned schedule for performing routine housekeeping services. Once approved by the COR, all routine housekeeping tasks shall be performed at the frequencies and within the time periods specified in the schedule.