Exhibit T - GSA R101C Janitorial Requirements - ISSUED.pdf

GSA FORM R101C (09/13)

Janitorial Services

The contractor shall provide the managerial, supervisory, administrative, direct, and overhead personnel necessary to perform the work specified in the contract, including the provision of all labor, transportation, equipment, and materials, except as specified herein as government furnished, to ensure that custodial services are performed at The Department of Veterans Affairs, Marion VA Clinic, designated buildings listed below in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. Performance shall be in accordance with the standards contained herein.

1. Description of Service. The contractor shall provide all management tools, equipment and labor necessary to ensure that custodial services are performed at The Department of Veterans Affairs, Marion VA Clinic in a manner that will maintain an APPA Level of 2 or better, ATP Hygiene score of 200 or less and pass all required inspections.

1.1. Basic Cleaning Services. The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the Services Delivery Summary (SDS). Mopping will be accomplished using the double bucket mopping methodology and all cleaning will utilize the two step cleaning process as outlines in the Environmental Management Standard Operating procedures. All cleaning chemicals, strippers, waxes, carpet cleaners, deodorizers and any other chemicals must match those at the main hospital. No other chemicals may be used in the facility. Periodic cleaning projects such as stripping and waxing floors and carpet cleaning shall be performed on the weekends when the clinic is closed and as per the agreed upon schedule between the contractor and the COR and/or CBOC Manager.

The contractor will provide a person to clean the clinic from 1130 until 2000. The cleaning performed from 12 noon until closing will be to refresh the clinic midway through the day and cleaning eating areas. Cleaning performed after closing will be focused on terminally cleaning the clinic and making it ready for operations.

Floor maintenance such as stripping, waxing, topcoat scrubbing, carpet cleaning and other deep cleaning functions such as wall washing will be performed either during a weekend shift, holiday or other time when VA staff are not present. The contractor will check in with the manager(s) on duty at the leased space or with the designated contact number to report starting and completing of the work. It is the responsibility of the contractor to ensure that the building is promptly set up for the next business day and that the facility is secure.

2.0 Services Delivery Summary (SDS) 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.

2.1.1. Maintain floors. All floors, except carpeted areas, 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 free 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. 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.

2.1.2. Remove Trash. All trash 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 receptacles shall be left clean, free of foreign matter, and free of odors.

2.1.3. 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.

2.1.4. 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.

2.1.5. Clean Stairwells. All floor surfaces shall be cleaned in accordance with paragraph 1.1.1. 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.

2.1.6. 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 government representative. Area and throw rugs are included to receive this service.

2.1.7. 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.

2.1.8. 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.

2.1.9. Exam Table Cleaning. Completely clean and disinfect all surfaces of the exam tables using a germicidal detergent and then disinfect with the facilities approved disinfectant daily. Exam tables shall be left clean and free of foreign matter.

2.1.10. General Dusting & Vent Cleaning. All horizontal surfaces must be dusted or cleaned to eliminate dust collection weekly, or as needed to maintain the area free of any dust build up on surfaces or vents.

2.2. Basic Restroom/Locker Rooms Cleaning Services. The Contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the SDS in locker rooms on a daily basis.

2.2.1. 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, showers, shower mats, dispensers, 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. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors.

2.2.2. Descale Showers, Toilet Bowls, and Urinals. Descaling shall be performed monthly as 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.

2.2.3. 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. Refer to the frequencies listed in the Lease document for additional information.

2.2.4. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies do not run out, including but not limited to soap dispensers, paper towel dispensers, toilet paper dispensers, and feminine product dispensers.

Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out before the next service date, contractor shall refill within 24 hours.

2.2.5 Stock Miscellaneous Supplies. Contractor shall ensure all dispensers located throughout the leased space are stocked sufficiently, including but not limited to soap dispensers, paper towel dispensers, and wall-hung hand sanitizer dispensers.

2.3. Periodic Cleaning Services. On occasion the facility may have special events or other reasons that require detailed cleaning before and/or after to ensure continuity of service. These events will be communicated to the contractor’s supervisor as soon as it is known. Cleaning will be required during and after these events by the contractor. The organization will inform the supervisor of the events at least 3 to 5 business days in advance for planning purposes.

2.3.1. Strip, Scrub, and Refinish Floors. Strip, scrub, and refinish 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. Only the COR may direct the contractor to perform a stripping and waxing of the floors. If a request is made by any other staff those staff members must be directed back to the Environmental Management Service.

2.3.2. Clean Window Interior. Clean glass 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.

2.3.3. Clean Window Exterior. 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.

2.3.4. Clean/Shampoo Carpet. All carpets shall be cleaned in accordance with standard commercial practices. 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.

2.3.5. 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. As well as structural items such as spot washing walls, cleaning windowsills, frame and glass. Checking lights and inspecting the room for any damage.

2.3.6. Entry ways cleaning. Entry ways to each building shall be kept free of debris. Contractor will be responsible for the first 15 feet from the doorway out. 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 all walk ways 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.

2.3.7. High Touch Surface Cleaning. High touch surfaces will be cleaned and disinfected on a daily basis. These surfaces includes, 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, and Hallway hand rails.

2.3.8 Emergency or Special Event Cleaning, Set Up and Breakdown Services. Upon notification, the contractor shall perform emergency or special event cleaning required in any area or room covered under this contract. The contracting officer shall order cleaning services through issuance of a delivery order for the appropriate and required work task(s). Contractor shall begin emergency work, as determined by the contracting officer, within one hour of notification, which may be verbal. The contracting officer or designated representative will notify the contractor as soon as a special event requirement is known, but not less than 24 hours prior to the event. Completion schedule shall be determined for each delivery order.

3. Property and Services.

3.1 Storage Areas. The Lease holder will provide to the Government with a space within the facility to use for the storage of Housekeeping supplies and equipment, including housekeeping cart, scrubber, waxing system. This area will have lockable storage cabinets for dry supplies and a utility sink with a separate cold and hot water discharge. The COR and/or CBOC Manager 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 MSDS binder will be maintained in a wall mounted yellow rack marked MSDS. This room cannot contain any heating, cooling, electrical boxes or other utility systems. It must be designated exclusively to Housekeeping Services. This room will be keyed for exclusive Housekeeping use and the Columbus VA Ambulatory Center will retain a key 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.

3.2 Waste & Recycling Areas. The Lease holder will provide a separate room for the purpose of collecting biohazardous, sharps, general and recycling wastes and soiled linen. The room should be large enough to hold at least 6 65 gallon rolling waste containers, a pallet of packing supplies. This room will be keyed for exclusive Housekeeping use and the Columbus VA Ambulatory Center will retain a key for their use and inspection and may be the same key as the Housekeeping Storage. The Columbus VA may establish a recycling program at the facility and once it has been communicated the contractor will provide pickup services within the clinic and store them in provided containers. 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.

3.3. 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.

3.3.1. Waste Removal. The removal and disposal of biohazardous waste. The contractor will have to provide access to the rear of the building. It should be well lit and accessible in any weather conditions.

3.3.2. Removed.

3.3.3. Supplies, Materials and Equipment. All supplies and equipment will be provided for by the government with the exception of those specifically stated as contractor provided.

4.2.1. Sanitation. All original and replacement equipment provided by the VA shall be maintained in proper working order, as specified by the equipment manufacturer, and shall be cleaned with a disinfectant detergent free of soil prior to the end of each shift.

No equipment will ever be removed from the organization for any reason at any time by the contractor. Equipment must be kept clean and in good working order throughout the term of the contract.

4.2.3. Safety and Inspections. Equipment shall be in good repair and shall comply with all Government safety standards and all JCAHO standards for no clinical electrical equipment. Any equipment which the COR considers in disrepair or unsafe shall be removed by the VA and replaced with equivalent equipment that is in good repair and meets the specifications contained herein.

4.2.5. Disinfectant and Detergent. Will be provided by the government and only used at the site it was intended for use.

4.2.6. Liquid Floor Finish. Will be provided by the government and only used at the site it was intended for use.

4.2.7. Stripping Compound. Will be provided by the government and only used at the site it was intended for use.

4.2.8. Shampoo Carpet, Wet. Will be provided by the government and only used at the site it was intended for use.

4.2.9. 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 should use professional laundering services and ensure 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.

4.2.9.1. 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 supply enough of the items to provide all services as per this contract.

4.2.9.2. Mop heads shall be changed when they become saturated with dirt or dust, or at the end of the workday, whichever comes first.

4.2.9.3. Oil-based treatments or any deodorizers are not allowed.

4.2.12. Vacuum Cleaners

4.2.12.1. These items will be provided by the contractor but approved by the COR. All vacuum equipment shall have a hospital use, microstatic, impaction-type filtration system, which filters out dust and bacteria particles larger than 0.3 microns. New microstatic impaction filters and disposable paper filter bags shall be installed in microstatic vacuums no less that every 30 calendar days and more frequently, as determined by use conditions or by the COR.

4.2.12.2. The angle of exhaust system shall be at least 15° above the horizontal.

4.2.12.3. Dry vacuum cleaners shall be commercial type, ⅔-cubic foot capacity, or ½-bushel, with a microstatic, impaction-type exhaust air filter.

4.2.12.4. Upright vacuums shall be heavy duty and have a motor-driven beater brush.

4.2.12.5. Backpack vacuum units, used in stairwells, and wet-vacuums, used as components of combination scrubbers, are exempt from the above requirements.

4.2.13. Floor Polishers. These items will be provided by the contractor but approved by the COR.

4.2.14. Carpet Shampooer/Soil Extractor. These items will be provided by the contractor but approved by the COR.

4.2.15. Combination Scrubber-Vacuum Machines. These items will be provided by the contractor but approved by the COR.

4.2.16. Wall Washing Machines. These items will be provided by the contractor but approved by the COR.

4.2.17. Housekeeper's Carts. These items will be provided by the contractor but approved by the Chief of Environmental Management Service. Housekeeping carts shall have a low platform for mop buckets, mop wringer, and other gear, with compartments for tools and cleaning supplies, trash collection device and lockable. Mops shall fit on the cart so that mop heads do not protrude above the top of the cart. Carts shall fit in assigned storage closets. Housekeeping Carts must be approved by the Joint Commission.

4.2.18. Trash Collection Containers. Will be provided by the government and only used at the site it was intended for use.

4.2.19. Liners for Trash Receptacles: Will be provided by the government and only used at the site it was intended for use.

4.2.20. Mop Buckets. These items will be provided by the contractor but approved by the COR. Mop buckets will be of the double bucket mopping system type that maintains dirty water separate from clean solution.

4.2.21. Tool Handles. These items will be provided by the contractor but approved by the COR. 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 VA.

4.2.22. Wet floor Signs. Will be used whenever a floor is wet or being mopped. These signs will be for use at the sight and must be maintained in a clean and orderly state.

5. Handling of Supplies and Equipment. Specific routine infection control requirements are as follows:

5.1. 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.

5.2. Contractor or government furnished supplies and equipment not in immediate use shall be stored in designated storage areas.

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 VA in tightly covered metal containers provided by the contractor for their exclusive use.

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.

5.3. Supplies (e.g., toilet paper, paper towels, hand soaps, and detergents) 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.

5.4. Material Safety Date Sheets (MSDS). The VA will supply the contractor with any MSDS sheets of chemicals that the VA supplies. All other chemicals supplied by the contractor will be maintained in the MSDS book along with the VA MSDS sheets. The list of chemicals 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. Contractor must maintain the binder of all MSDS sheets on site for use and inspection at all times.

6. Personnel Management.

6.1. Supervision. A supervisor will be present at the beginning, middle and end of each shift to ensure that all prescribed work is given, proceeds effectively and is completed in a manner that meets the requirements of the contract. The Supervisor will make contact with the COR from a government land line. The supervisor will ensure that all required reports are completed each day and sent to the COR. A template of these reports will be provided prior to the start of the contract. The Supervisor will maintain the security codes to enter into the facility and will not share them with the cleaning staff. The Supervisor will be responsible for ensuring that the building is locked up and secure prior to the close of the shift. The Supervisor will be provided an Inspection Tool Kit and reports to be completed on a monthly basis. The tool kit is the property of the Columbus VA Ambulatory Center and the contractor will be held accountable to ensure its proper use, maintenance and security.

6.2 Training & Competencies. Prior to the start of the contract a list of employees shall be provided by the contractor to the COR for review and approval. All staff will have to complete a basic clinical training program. After 6 months of work competencies shall be conducted using the Columbus VA Housekeeping Competency Check list. These competencies must be competed whenever a change of personnel occurs and annually thereafter. A list of all annual training and competencies will be provided after award of contract.

6.3. Roster. The Contractor shall establish a roster of Contractor employees within 30 calendar days after the start of this contract.

The roster shall list the name and job title of each Contractor employee. The Contractor shall provide a copy of the personnel roster and changes thereto to the COR.

6.4. 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.

6.5. 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). A copy of each schedule shall be furnished to the COR 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 as they occur.

6.6. 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.

6.7. 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. All contractor employees will be required to provide customer service consistent with that of the VA’s mission.

7. 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. Training shall include VA required training for healthcare facilities. 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.

7.1. 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 control, shall not be assigned to work until this training requirement is completed. Training shall include, at a minimum, the following topics:

7.1.1. Familiarization with all written Contractor technical and quality control procedures and instructions

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

7.1.3. Infection control & blood borne pathogen standards relating to duty functions to all requirements of this contract. (OSHA, JCAHO, etc)

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

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

7.1.6. Procedures for replenishing cleaning supplies and obtaining equipment repairs

7.1.7. Familiarization with the Government's fire prevention, safety, and security procedures

7.1.8. Familiarization with applicable VA regulations and policies, including fire prevention, safety, and current disaster plans

7.1.9. Role of housekeeping in the health care facility and its effect on the health and well being of patients

7.1.10. Employee developmental topics (i.e., communications and individual and group behavior)

7.1.11. Employee personal hygiene and Blood borne Pathogens

7.1.12. Adherence to all Contractor work schedules and how completed scheduled work assignments shall be documented to support the Contractor's Quality Control Program

7.1.13. Contractor employees shall be provided sexual harassment training within the first 30 days and annually thereafter. The Contractor must have documented proof of training. A copy of the documented proof will be made available to the CO or COR upon request.

7.2. 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.

8. Uniforms.

8.1. 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.

8.2. 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.

8.3. Protective Clothing. When required the Contractor personnel shall wear special protective clothing and shoe covers while working in designated areas. They shall be used as specified and then destroyed, as directed by the COR.

9. 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. No wearing of hats, overcoats or other outside garments in the performance of duties except on the outside of the buildings.

10. Health Requirements.

10.1. 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 must have orientation on all applicable policies and procedures specified by the Veterans Affairs Maryland Health Care System that deal with infection control. The Contractor must have documented proof of training in infection control. A copy of the documented proof will be made available to the CO or COR upon request. The infection control training and associated cost is the responsibility of the Contractor. The Contractor employees and subcontractors must follow JCAHO approved policies regarding infection surveillance, prevention, and control.

10.2. Physical Examinations. The Contractor shall employ personnel who are medically fit. Personnel must receive medical clearance prior to starting work at the VA. The Contractor shall be responsible for the cost and completion of an initial and subsequent annual physical examinations for Contractor employees. These examinations shall provide, as a minimum, a certified statement from a qualified health care provider that the employee is free of communicable diseases.

10.2.1. The Government reserves the right to examine or re-examine any employee.

10.2.2. WHEN DIRECTED BY THE VA ICC, ALL CONTRACTOR PERSONNEL MUST TAKE IMMUNIZATIONS, OR THEY SHALL

NOT BE ALLOWED TO WORK UNTIL REPORTING TO THE ICC FOR RELEASE.

10.3. 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 JCAHO health records documentation requirements.

10.4. Health Maintenance. The Contractor shall refer all employees alleging health problems to a qualified health care provider for diagnosis and treatment.

10.5 The contractor shall ensure that there is no lag in service during the absence of any employee. Coverage shall be provided for at no additional cost to the government for the site supervisor and housekeeping staff. only trained and qualified employees will be used preapproved by the COR. All training requirements will be met prior to the start of work.

11. Eating and Smoking. Eating or smoking by Contractor personnel is permitted only in designated areas.

12. Physical Security

12.1. Keys. The Contractor will be provided keys 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 or removed from the VA premises. The Government at the Contractor’s expense shall replace any keys lost by Contractor personnel. In the event a master 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 monthly payment due to the Contractor. If a key to a single area is lost, the Government will replace the lock for that area, and the total replacement cost shall be deducted from the monthly payment due to the Contractor. Written procedures covering key control will be included in the Contractor's instructions and procedures manual. The Contractor shall immediately report the occurrence of a lost key to the COR.

12.2. 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.

13. General Security.

13.1. General. The Contractor shall comply with all Government security requirements. Upon written request, by the COR, the Contractor shall submit a list of the names and addresses of all employees hired to perform the work specified in this contract.

13.2. Passes and Badges. All Contractor personnel requiring access to the VA shall obtain employee identification badges and vehicle passes required by the Government. Prior to the start of this contract the Contractor shall submit to the COR the names of all personnel employed in performing this contract and all information required to prepare identification badges for all Contractor personnel. The Government will issue these badges without charge to the Contractor. However, a charge of $5.00 will be required for each replacement badge issued as a result of abuse or loss. 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.

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

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

13.5. Security Checkout Procedures. The Contractor shall ensure that all employees hired to perform the work specified in this contract, clear the hospital security office upon termination of their employment. Checkout shall include the return of Government issued passes and identification badges (see paragraph 12.2 above).

14. Safety.

14.1. Work Methods. All work performed in delivering the services specified in this contract shall comply with applicable Federal, State, and local safety regulations. The Contractor shall have a working knowledge of the following codes, standards, recommended practices, and manuals:

14.1.1. Accreditation Manual for Hospitals developed by the Joint Commission on Accreditation of Hospitals (JCAHO), current edition

14.1.2. Public Law 91-596, Occupational Safety and Health (OSHA) Act of 1970 and current amendments

14.1.3. National Fire Codes and Standards pertaining to the health care field developed by the National Fire Protection Association, current listings

14.1.4. National Safety Council Accident Prevention Manuals pertaining to the health care field, current edition

14.1.5. American National Standards Institute standards pertaining to the health care field

14.1.6. VA Disaster Control Plan

14.1.7. Material Safety Data Sheets (MSDS).

14.2. In addition, Contractor employees shall:

14.2.1. Receive instruction in appropriate safety measures and cleaning methods to be used for portable blood pressure monitors, exam tables, geriatric chairs, etc.

14.2.2. 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.

14.2.3. Display warning signs in all areas where housekeeping operations may cause traffic obstruction or hazard to patients, staff personnel, or visitors.

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

14.2.5. 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 clinic waiting areas. Whenever this is not possible, Contractor employees shall display warning signs, as required in paragraph 13 above.

14.2.6. 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.

14.2.7. Cleaning of mop heads shall not be accomplished on the VA premises. All mop heads shall be treated as if contaminated and professionally laundered.

14.2.8. No supplies shall be left unattended and should be kept locked up when not in use.

14.3. 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.

14.4. 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.

14.5. Emergency Treatment. The Government will furnish only emergency first aid treatment to Contractor employees who may suffer on-the-job injuries. All emergencies will require a 911 call.

15. Hours of Operation.

15.1. Regular Hours. The regular hours of operation of the Clinic are:

Monday-Friday 8:00am – 4:30pm Saturday Closed Sunday Closed Holidays Closed

15.2. Recognized Holidays. Holidays which the Government recognizes are New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day. Project work such as stripping and waxing and carpet cleaning may be scheduled at these times with advance notice to the COR at least 3 days in advance.

15.3. Saturday and Sunday Hours. The clinics are normally closed on the weekends. If a Saturday clinic is going to occur the COR will inform the site supervisor at least 3 to 5 days in advance for coverage. At times when there is no clinic the contractor may schedule project work do be completed that cannot be done while staff are present.

16. 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:

16.1. Lights shall be used only in areas when work is actually being performed. Otherwise, lights shall be turned off.

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

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

16.4. 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.

17. Review and Evaluation of Operations.

17.1. Housekeeping Schedules.

17.1.1. Fixed-Price Work. 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. Schedules shall be adhered to in order to facilitate the Government's inspection of the work but may be adjusted to meet operational needs with notice by either party at least 3 to 5 days in advance of the required change.

17.1.2. Project (Indefinite Quantity) Work. Schedules for project work shall be submitted to the COR for approval upon receipt by the Contractor of a delivery order, but in no case in less than 24 hours prior to the start of the work. Required delivery order completion dates will be indicated by the Government on each order, and shall be reflected by the Contractor on proposed schedules.

17.1.3. After contract start date the Contractor shall submit proposed changes to approved housekeeping schedules, in writing, to the COR at least 24 hours in advance of beginning the work.

17.2. Inspections. The Contractor or the site supervisor shall, on a daily basis when work is performed, tour all areas for which the Contractor is assigned responsibility under this contract and shall carefully inspect the quality of housekeeping operations and the status of Government furnished and Contractor furnished equipment. The Contractor shall initiate prompt action to correct identified discrepancies. The Contractor shall promptly report to the COR those deficiencies resulting from poor or non-performance. When facilities defects are found, these defects shall be reported to the COR no later than the close of business on the date of discovery.

17.3. Documentation. On a monthly basis, the Contractor shall document an assessment of compliance with their Quality Control Plan. Monthly documentation shall include, at a minimum, a statement of the degree of compliance, based on the APPA standards, the ATP scores and pre-established criteria, recommendations for changes in work methods, and plans of action and milestones to correct identified discrepancies.

17.4. Review of Documents. The Contractor shall provide copies of all documents listed in this contract to the COR when requested within 8 working hours of the request.

18. Pathological and Contaminated/Isolated Waste

All pathological and contaminated/isolation waste generated by the VA shall be collected and delivered by the Contractor in accordance with VA contaminated waste directives to the designated contaminated trash storage area. This waste is collected in RED tinted trash bags. Under no circumstances will this waste be thrown out as regular trash or mixed with regular/clear bag trash.

QUALITY ASSURANCE & CONTROL (QAQC) PROGRAM

The Contractor shall establish and maintain a complete QAQC Program that mirrors the Columbus VA Ambulatory Center Quality Control Program. The program shall be documented in loose-leaf manual format and electronic in Microsoft Word, and shall be provided for review throughout the term of the contract when requested by the CO or COR. The government shall supply the contractor with a copy of the QAQC program upon award of the contract. The cleaning contractor and his supervisor will meet with the Chief of Environmental Services to discuss and make adjustments to the program as needed and deliver the inspection tool kit to the contractor for their use during the term of the contract. The tool kit is government property and should be left on the premises in a secure and locked area accessible by the government and site supervisor. Reports will be completed monthly. Report templates will be provided by the government.

Vestibule Walk-off entry mats shall be included to help trap soil, salt, water, and other moisture from coming into the building and creating slip hazards and staining. Walk-off entry carpeting shall be modular in nature; carpet will be 5/32” gauge, 100% high quality nylon, yarn dyed, with manufacture soil protection built-in, 38 oz face yarn weight, 24” x 24” size, Fiberglass Reinforced Thermoplastic Composite backing. Product should be installed in a monolithic pattern. Product should have no pattern, have two to three yarn colors that are a blend of neutral shades. Service of walk-off mats shall be included in fully serviced lease.