Exhibit T - Janitorial Services.pdf

Janitorial Services

Description Of Services. The contractor shall furnish all personnel, equipment and materials necessary to perform the janitorial services. A meeting with VA’s EMS service to discuss supplies, products, and cleaning expectations can be coordinated at the request of the contractor.

a. BASIC CLEANING SERVICES. The contractor shall maintain the facility in a state of physical and biological cleanliness. The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. This includes but not limited to exam rooms, bathrooms, staff break rooms, kitchenettes, lobby and offices.

i. Maintain Floors. All floors shall be cleaned of dust, dirt, and scuffs per the requirements of the flooring manufacturer. Baseboards, corners, and wall/floor edges shall also be clean. "Wet Floor" signs shall be posted in all areas having received service in order to avoid mishaps. Easily movable items shall be relocated to maintain floors beneath them and returned to their original position once service has been completed.

ii. Vacuum Carpets and Walk-Off Mats. High Efficiency Particulate Air (HEPA) Filter type vacuum cleaners shall be used to clean all carpeted areas/walk-off mats. After vacuuming, carpet areas/walk-off mats shall be free of all visible dirt, debris, and other foreign matter. Carpet shall be spot cleaned using carpet manufacturer's approved method to remove spills as needed. All tears and unraveling of carpet shall be brought to the attention of the Contracting Officer Representative (COR) upon discovery.

iii. Waste Collection and Removal. All refuses, trash and garbage containers shall be emptied and returned to their initial location.

Any obviously soiled or torn plastic trash receptacle liners shall be replaced. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

iv. Recyclable Waste Removal. All cardboard boxes shall be broken down and disposed. Mixed office paper shall be emptied into large containers and transported to a central collection point for recycling.

v. Medical Waste and Sharps Collection and Removal. VA contract through EMS service will be responsible for this work.

vi. Clean Interior Glass/Mirrors. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

vii. Clean Drinking Fountains, Ice Machines and Sinks. Contractor shall clean and sanitize all surfaces of drinking fountains, ice machines/ sinks to include the orifice, cofferdam and drain. Surfaces shall be free of streaks, smudges, fingerprints, marks film/residue, stains, spots, scale, soil, and other foreign matter once service has been completed. All metal surfaces shall be cleaned and polished and have a uniform appearance. All cofferdams surrounding ice machines shall be cleaned and free of standing water. Paper towel/soap dispensers associated with sinks/kitchens shall be cleaned, sanitized, and restocked.

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

ix. General Dusting. All horizontal surfaces must be dusted or cleaned to eliminate dust collection.

x. Exam Table Cleaning. Completely clean and disinfect all surfaces of the exam tables using a germicidal detergent. Exam tables shall be left clean and free of foreign matter.

b. BASIC RESTROOMS/ LOCKER ROOM CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this ASR

i. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

ii. De-scale Sinks, Toilet Bowls and Urinals. All surfaces of sinks, toilets, urinals, plumbing fixtures, dispensers, stalls, stall doors, entry/exit doors, handles, drains, kick plates, ventilation grates, and all wall surfaces to include grout shall be de-scaled as needed.

Surfaces shall be free from streak, stains, scale, soap film, scum, mineral deposits, and rust stains and have a uniform, polished appearance upon completion of service.

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

iv. Restock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within one hour of notification.

v. Trash Removal. All trash receptacles shall be emptied, cleaned, and returned to their original position once service has been completed. Soiled or torn plastic trash receptacle liners shall be replaced at time of service. Trash shall be disposed of in secured plastic bags and placed in the appropriate outside dumpster/compactor.

vi. Glass and Mirror Cleaning. All glass/mirrors shall be cleaned in such a manner that all trace of film/residue, dirt, dust, smudges/fingerprints, streak, watermark, and other foreign matter are eliminated.

c. PERIODIC CLEANING SERVICES.

i. Clean Interior Windows. Clean all interior glass window surfaces quarterly. 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.

ii. Main Restrooms Deep Cleaning. The contractor is to provide labor and equipment to perform overall sanitizing and grout cleaning to all surfaces, sinks, and commodes semi-annually for all public/staff restrooms. Work to include high pressure cleaning to remove buildup on surfaces, treat urinals, commodes, sinks, and floors with anti-bacteria and follow up with fresh water rinse. Water, bacteria, and soil are to be vacuumed away allowing floors to dry quickly. All fixtures are blown dry ensuring that the restrooms are ready for immediate use.

iii. Strip, Scrub, and Seal Floors. Strip, scrub, and seal floors semi-annually or as recommended by flooring manufacturer’s written instructions for proper care for flooring installed.

iv. Wall Cleaning. Wall cleaning to remove routine spills, stains, splatters, marks, etc. shall be provided by the contractor as a part of routine space cleaning under the fixed-price portion of the contract. However, when the entire wall surface of a space must be cleaned due to potential infectious or other health hazardous conditions, the work will be ordered under the indefinite quantity portion of the contract. Walls shall be thoroughly and completely cleaned and sanitized with an approved solution to eliminate the hazardous conditions.

v. Light Fixture Cleaning. Light fixtures shall be cleaned, when ordered by the Government, to achieve a "free of soil" state. The light cover shall be removed, and the light fixtures shall be cleaned of debris inside and out.

vi. Clean/Shampoo Carpet. All carpets shall be cleaned in accordance with standard commercial practices at a minimum of annually. 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.

d. SPECIAL REQUIREMENTS

i. Equipment Operation. All housekeepers shall adhere to the manufacturers or established operating procedures when operating battery-powered or electrical floor machines, wet/dry vacuums, scrubbers, etc.

ii. Equipment Cleaning. Wheelchairs, stretchers, and Hoyer lifts in storage for patient escort use shall all be cleaned with a germicidal monthly or as needed.

iii. Exterior Window Cleaning. Exterior windows shall be cleaned semi-annually, to achieve a "free of soil" state. This includes cleaning of the frame, the areas immediately adjacent to the frame, ledges, and removing, cleaning, and replacing window screens. Where storm windows exist, exterior window cleaning shall include both sides of the storm window and the outside of the exterior glass, and shall be counted as three separate surfaces for reimbursement purposes.

iv. Blind Cleaning. Blinds shall be removed and cleaned when ordered by the Government or a minimum annually, to achieve a "free of soil" state. Privacy curtains in examination rooms shall be the responsibility of the government.

e. JANITORIAL SERVICE PERSONNEL MANAGEMENT

i. Employee Discipline. The Contractor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government.

ii. 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, including VA required training (i.e. Privacy Training). 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. A copy of the cleaning requirements shall be maintained in the janitorial closet.

iii. Contractor List. The Contractor shall maintain a list of all employees with access to the facility that whenever updated will be provided to the CO or COR.

iv. Uniforms. All employees shall wear Contractor provided standard uniforms and identification badge.

v. Health Requirements.

a. 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.

b. 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.

Janitorial Service Work Hours

The services covered by this contract shall be furnished by the contractor as defined herein. CBOC’s normal hours of operation are from 7:00a.m.

to 5:00p.m. Shift hours may change based on the needs of the facility.

Work Hours: CBOC - Monday thru Friday (except federal holidays) one shift - 5:00p.m. to 9:00p.m.

Federal Holidays: The ten holidays observed by the Federal Government, i.e., New Year's Day, Martin Luther King Jr.'s Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a federal holiday.

Janitorial Supplies

Cleaning Contractor Furnished Items. The Contractor shall furnish and maintain all equipment and supplies, other than those specified as Government furnished items section, necessary to perform all services required in this contract. Supplies and cleaning products to be approved by VA’s EMS service.

Government Furnished Items. The government will provide the following materials and equipment to be used by the Contractor only in performing the services required by this contract:

a) Hand sanitizer for distribution throughout the clinic.

b) Keys for areas to receive housekeeping services.

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

a) 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.

b) Contractor furnished supplies and equipment not in immediate use shall be stored in designated storage areas provided by the Government.

c) Supplies All supplies shall be furnished by the contractor to fit existing infrastructure.

Material Safety Data Sheets (MSDS). The contractor will be required to furnish the VA with MSDS sheets for all chemicals that are used in the clinic. This list 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 a binder of all MSDS sheets within the onsite janitorial closet for use and inspection at all times.