PWS_-_Aseptic_Cleaning.docx

PERFORMANCE WORK STATEMENT

FOR

ASEPTIC MANAGEMENT SYSTEM SERVICES

CUSTODIAL SERVICES

DRAFT

PATRICK AFB, FL

26 Nov 13

TABLE OF CONTENTS

4. HEALTH REQUIREMENTS 4

5. QUALITY CONTROL 5

6. MEETINGS 5

7. BUILDING SECURITY AND CONSERVATION 6

8. HANDLING/CLEANING OF GOVERNMENT FURNITURE 6

APPENDIX 1: DEFINITIONS 7

APPENDIX 3: CONTRACTOR-FURNISHED ITEMS AND 11

PERFORMANCE WORK STATEMENT

FOR ASEPTIC MANAGEMENT SYSTEM SERVICES

VETERINARY TREATMENT FACILITY, BIOENVIRONMENTAL ENGINEERING, AND MENTAL HEALTH/EDUCATION & TRAINING BUILDING (BUILDINGS 1366, 1370, AND 1385)

1. SCOPE OF WORK:

1.1. The contractor shall furnish all management, labor, supervision, management support, transportation, equipment and materials (except as specified as government furnished) to provide complete Aseptic Management System services as described herein.

1.2. TOTAL CLEAN: All rooms/areas shall be inspected then cleaned as necessary to maintain a level of aseptic commensurate with the government’s use of the room. All room’s areas shall be maintained, protected and beautified.

1.3. Personnel restrictions: The contractor shall not employ any person who is an employee of the United States government if the employment of that person would create a conflict of interest nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with locally established procedures.

2. TRAINING.

2.1. The contractor shall ensure initial intensive training of all employees two weeks prior to start of work for all employees who have never received aseptic initial intensive training. Employees who have had previous aseptic training (including specialized area training) shall complete this training within two weeks after starting work. The following topics shall be included:

(a) A general orientation of basic bacteriological concepts, infection control, and universal precautions, relating duty functions to these areas and the requirements of this PWS.

(b) Complete instruction on obtaining, use, and care of supplies and equipment, and selection and measurement of proper cleaning chemicals.

(c) Duties of each employee and techniques for measuring quality of work performance (including evaluation of cleaning effectiveness).

(d) Familiarization with applicable Federal, State, local, medical, and base regulations and policies, (including fire prevention, ground safety, employee health, universal precautions, exposure control plan, personal protective apparel (PPA), tuberculosis, respiratory protection plan, and appropriate disaster plan).

(e) The role of housekeeping in the clinic and effects on the health and wellbeing of staff and patients.

(f) Linen exchange services (including proper handling and care of all linen)

(g) Techniques for cleaning.

(h) Employee's personal hygiene.

(i) Adherence to all work schedules.

(j) Documentation of completion of scheduled work assignments.

(k) Customer/Personnel Relations.

(l) Regulated medical waste, including information on waste categories and waste disposal procedures.

(m) Hazard communications, including location and access to the Material Safety Data Sheet (MSDS) file for products used by the Contractor and Government personnel, a work area hazardous chemical inventory, and standard operating procedures (SOPs) or operating instruction (OI) governing non-routine tasks involving hazardous materials.

2.2. The contractor shall ensure continuing aseptic related training of all employees and will provide an opportunity for Government employees to train the housekeepers in job related areas as needed. Government training may be performed by (but not limited to), the Infection Control Committee (ICC) members.

2.3. Records of all employee training shall be maintained by the supervisor and made available to the veterinary service officer on request.

3. UNIFORMS AND CLOTHING.

3.1. All employees shall wear contractor-provided standard uniforms that shall be clearly distinguishable from all US military uniforms. The uniforms shall be worn as designed by the manufacturer. The uniform shall include shirt or blouse and slacks, skirt, or dress.

3.2. All personnel shall display legible identification of the employee's and company's names on their uniforms. Badges are acceptable.

3.3. The contractor personnel shall be free of body odor and wear a clean uniform/clothing each day. Fingernails shall be clean and free of dirt. Hair shall be clean and neatly combed. Jewelry must be kept to a minimum.

4. HEALTH REQUIREMENTS.

4.1. The contractor is responsible for reporting (to the appropriate MTF section) all information necessary to ensure medical records can be maintained correctly, and therefore comply with employee health records requirements.

4.2. The contractor shall be responsible for all employed personnel obtaining pre-employment examinations through their own physicians and provide documented evidence of immunizations/laboratory results prescribed by the MTF Public Health before starting work. Also, as a condition of employment, OSHA requires that all contract employees who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign an informed voluntary declination, or have documented immunity to Hepatitis B infection before starting employment. Employees who sign declinations may change their minds at anytime and receive the Hepatitis B vaccine without penalty through their own physician.

4.3. The MTF may request laboratory examination or reexamination from contractor personnel when required by the Infection Control committee (ICC). Such examinations shall be performed at Government expense.

4.4. Contractor employees who have accidental percutaneous (needle stick), ocular or mucous membrane exposure to blood or other body fluids will receive initial treatment at the MTF in accordance with OSHA and Air Force Regulations.

4.5. When an employee is sick or has a potential communicable disease(s) for working in the facility, he/she will be sent home. The employee cannot return to work until re-examined and given permission by their own physician with supporting documentation provided and approved by the Contracting Officers Representative (COR).

4.6. Miscellaneous. Eating and drinking are permitted in designated areas only. The 45th Medical Group campus is a smoke-free environment and smoking is permitted in outside-designated smoking areas only. (NOTE: The approved smoking area closest to the 45MDG is the smoking area next to the commissary).

5. QUALITY CONTROL:

5.1. CONTRACTOR QUALITY CONTROL PROGRAM: The contractor is responsible for all aspects of quality control on the contract. Contractor shall have a quality control program to assure all requirements of the contract are provided as specified. The program shall be continuously improved and be documented.

5.2. Quality Control: The contractor shall develop and maintain a quality control program to ensure custodial services are performed IAW commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur.

5.3. Quality Control Plan (QCP). A written QCP shall be submitted to the CO for acceptance. The QCP shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. Any changes after initial QCP acceptance shall necessitate resubmission for acceptance.

5.4. Government Observations. Government personnel, other than Contracting Officers (COs) and COR, may occasionally, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

6. MEETINGS:

6.1. A contract representative may be a member of the clinic ICC and Facilities and Environment Function (at least on a consultative basis) and will attend the meetings when necessary.

6.2. Performance Evaluation Meetings. The Contracting Officer may require the contract manager to meet with the contract administrator, and other government personnel as deemed necessary. The contractor may request a meeting with the CO when he/she believes such a meeting is necessary. Written minutes of any such meeting shall be recorded by the CO and will be signed by at least the contractor’s representative and the contract administrator. If the contractor does not concur with any portion of the minutes, such nonoccurrence shall be provided in writing to the CO within 5 calendar days following receipt of the minutes. Distribution of minutes will be one copy to each coordinating party and one each to: Contracting Office: 45th CONS/LGCB

7. BUILDING SECURITY AND CONSERVATION:

7.1. Written work instructions are required to implement the requirement for building security. The contractor shall be provided keys or allowed access to all buildings and rooms/areas requiring cleaning. The government may choose to accompany contractor personnel when in certain secured areas. Keys provided to the contractor shall not be duplicated. All keys not issued for the day shall be retained in the designated locked key box. Only the senior contractor representative will be issued a master key and it shall be in his/her possession while they are on duty. The contractor shall be responsible for immediately reporting the occurrence of a lost key to the Facility Manager. Any keys lost by contractor personnel shall be replaced by the government at the contractor's expense. In the event a master key is lost or duplicated, all locks and keys on that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor. If a standard key is lost, the lock for that room shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

7.2. Contractor employees shall not allow anyone other than themselves to use keys in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas unlocked for cleaning shall not be left unattended during the cleaning process and shall be locked by contractor personnel after completion of cleaning duties.

7.3. If any difficulty is encountered in keeping areas locked or windows closed and locked, the Facility Manager shall be notified.

7.4. Contractor personnel shall turn off all lights they turned on when entering an area.

8. HANDLING/CLEANING OF GOVERNMENT FURNITURE/EQUIPMENT:

8.1. The contractor shall clean all furniture and non-medical equipment. The contractor shall move all furniture to allow for cleaning underneath and shall replace each in its original position upon completion.

9. SAFETY: Working Methods: All work performed in delivering the services specified in this contract shall comply with applicable Federal, State, and local safety regulations. Contractor personnel shall attend MDG safety training (initial and annual refresher training) and shall participate in all MDG fire drills.

9.1. Personnel shall wear contractor-furnished personal protection equipment to perform assigned duties as required by OSHA standards. Eye protection and gloves shall be worn when mixing corrosive cleaning compounds. These items shall be fluid resistant and of impervious quality.

APPENDIX 1: DEFINITIONS

1.1. GENERAL DEFINITIONS: As used throughout this PWS, the following terms shall have the meaning set forth below:

1.2 . HOUSEKEEPING: Housekeeping is classified into three general definitions, Cleaning, Protection and Beautification.

1.2.1. Cleaning. This is the removal of soil from a surface and is the primary responsibility of the housekeeping staff.

1.2.2. Protection. This is preventing damage to surfaces and equipment caused by normal use or improper cleaning procedures.

1.2.3. Beautification. This is beneficial psychologically because it boosts military working dog, staff, and visitor moral. Beautification is accomplished through cleaning and protection.

1.2.4. Soil. This is dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, fomites, or any agent that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors.

1.2.5. Soil can be removed chemically, mechanically, or by a combination of both. Mechanical soil removal is removing soil with a machine such as a vacuum cleaner. Chemical soil removal is removing soil with a liquid that contains cleaning agents, such as detergents, disinfectants, and sanitizers. The combination of chemical and mechanical methods, such as an automatic floor-scrubbing machine, uses the chemical method to break down and loosen the soil while the mechanical method picks up and carries the soil away. Which soil removal method is used depends on the cleaning objectives and on the size, location, and type of surface to be cleaned and is the prerogative of the contractor.

1.2.6. Nosocomial Infection. An infection acquired by military working dogs or human patients, staff, and/or visitors as a result of a visit to the clinic, with prognoses confirmed by clinical or laboratory evidence.

1.3. RESPONSE TO STAFF REQUESTS/EMERGENCY:

1.3.1. Emergency response shall be required as needed to ensure safety and/or welfare, or stability of the buildings, or as a result of any disasters. During extreme emergencies/disaster situations it may be necessary to direct contractor employees on cleaning procedures appropriate to address a contingency situation.

1.4. MTF INFECTION CONTROL COMMITTEE (ICC): A designated group of MTF Staff responsible for monitoring and managing the total infection control program within the medical facility.

1.5. DEFINITIONS OF AREAS:

1.5.1. Military working dog Use/Visit are those areas that the military working dog occupies, or areas where ancillary military working dog care is delivered or administered (or areas adjacent to these areas) such as military working dog kennel rooms, examination rooms, technician stations, clinics, and toilet facilities, etc. These areas require thorough frequent cleaning. They are directly connected to military working dog welfare and are essential to the control of cross contamination. RS 7 includes administrative areas in buildings where military working dogs are treated.

1.5.2. Invasive Procedure Rooms are those such as minor surgery rooms, oral surgery, and special procedure rooms.

1.5.3. Cycle Task Line Items: Services required to be performed at the frequencies specified in Section C-5. Frequencies are less often than daily or weekdays and are therefore separate contract line items. EXAMPLES ARE:

1.5.3.1. Light Fixtures: This includes cleaning inside ceiling lights, emergency exit lights, patio lights, outside entrance, interior lighted signs, and canopy lights. This cleaning is in addition to the cleaning of the outside of the light fixtures performed as part of daily scheduled inspection and cleaning.

1.5.3.2. Exterior Windows: This includes cleaning all glass surfaces on the exterior of the buildings included in this statement of work.

1.5.3.3. Storm Windows: Windows that are not an integral part of the building (usually on the outside of the window surface) which can be removed, cleaned, and replaced.

1.5.3.4. Registers, Diffusers, and Grills: Interior portions will be cleaned. Exterior portions of registers, diffusers, and grills will be cleaned as part of daily scheduled inspection and cleaning.

1.5.3.5. Items Other Than Cycle Task Line Items: Interior windows, walls, floors, and any other item or surface that can be touched from the room interior is not "cycle task." A ladder shall be used when it is necessary. They are to be inspected and then cleaned as necessary as part of daily scheduled inspection and cleaning

1.6. Pre-Move In Cleaning: This is an in-depth cleaning to bring an area up to the level of cleanliness, beautification, and protection to ensure the room/area is acceptable for occupancy. The contractor is responsible for determining what services are required to be performed to ensure the room can pass an inspection and what services will enhance maintainability. The areas included in this SOW may require all surface areas to be cleaned. If a construction project has been completed, the floors may have received only an initial sealer or no finish at all. Therefore, sealing, as well as application of finish and scrubbing, may be required. Carpeted floors shall receive service determined appropriate.

1.7. Consumable Supplies: These are items intended for use by everyone in the facility. They are not the products used by the contractor in the process of performing the cleaning services of this contract.

1.8. Walk-Off Mats and Runners: Nonpermanent floor or carpet covering normally placed at entrances and in high traffic areas. Interior mats and runners shall be properly cleaned according to their composition. Exterior mats may be hosed down. Soil and moisture shall be removed from the area underneath mats and runners before they are returned to their normal location.

1.9. Entrances:

1.9.1. Interior: Interior entrance areas are those areas located inside the outer entry door, up to the area where the corridor or main entrance room begins. This area is often set off by a set of interior doors. This includes atrium entrance areas.

1.9.2. Exterior: Exterior entrance areas are those areas located outside the outer entry door to that point where a vehicle can approach (if canopy covered, it is the area thereunder).

1.10. Quality Assurance Audit: To examine periodically for the purpose of ensuring compliance with written work instructions/procedures, schedules, and contract requirements (include the recording of narrative audit results).

1.11. Facility Defects: Are defects in the facility found by the housekeeping staff that require fixing, e.g., leaking faucets, broken or torn furniture, torn or loose floor covering, improperly operating toilets, or broken curtain rods which, if not corrected, could impact the contractor's ability to maintain a totally clean facility.

1.12. Quiet: A noise level of less than 72 d (B)(A) at five feet from the source in occupied areas.

1.13. RS Category 7 is aseptic housekeeping in 5 day per week (Mon-Fri) areas indicated on RS #7 room charts.

1.14. REGULATED MEDICAL WASTE. A regulated medical waste is any solid waste, generated in the diagnosis, treatment, (i.e., provision of medical services), or immunization of human beings or animals, in research pertaining thereto, or in the production or testing of biologicals.

APPENDIX 2: GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1. GENERAL: The government will provide facilities, equipment, utilities, services, and materials as set forth herein:

2.1.2. All required Air Force and Department of Defense forms, regulations, and directives will be provided. Initial supplies of these items will be available on the effective date of the contract. The contractor will establish requirements for replacement through the base Publication Distribution Office.

2.3. GOVERNMENT-FURNISHED FACILITIES/ADMINISTRATIVE AND STORAGE SPACE: The government will provide the space for the contractor to use as a housekeeping closet, and:

2.4. GOVERNMENT-FURNISHED SUPPLIES, MATERIALS AND EQUIPMENT: The government will provide the following materials and equipment:

2.4.1. Key lock box.

2.4.2. Keys.

2.4.3. Replacement dispensers will be installed by Facility Management (FM) or under the direction of FM personnel.

2.4.5. Light bulbs/tubes.

2.4. GOVERNMENT-FURNISHED SPACE AND MATERIALS FOR LINEN: The government will provide space for staging and storage of both clean and soiled linen at a designated location within the MTF. The government will also provide space in using activities for small amounts of emergency linen required between normal linen distribution schedules.

APPENDIX 3: CONTRACTOR-FURNISHED ITEMS AND SERVICES

3.1. GENERAL: The contractor shall furnish and maintain all equipment and cleaning supplies and consumable supplies (other than that specified as government-furnished) necessary to perform all services required by the contract. This includes all toilet paper, paper towels (either bi/tri fold or roll) soap for hand washing, and batteries for any battery operated restroom appliances.

3.1. 1. Supplies and equipment shall meet the specifications below and comply with Air Force Occupational Safety & Health Standards and fire regulations.

3.1.2. Changes in supplies and equipment (from that initially proposed) shall be considered a change to the MFAM. Product literature (includes MSDS) shall be submitted to the COR for review and approval by the ICC and Facility Manager prior to being used. Samples may be requested.

3.1.3. Steel wool, abrasive metal cleaners, or any other cleaning material or supply that could cause damage to government property is prohibited. Additionally, alcohol, ammonia or other ingredients that would produce any harsh, harmful or noxious odors or fumes shall not be used. Dry dusting tools are not permitted.

3.1.4. The contractor's equipment shall be compatible with existing sources of government-furnished electrical power. Rotary floor polishing, buffing and scrubbing machines shall have new brush or pad drive assemblies made of nonporous materials.

3.1.5. All electrically operated equipment shall be equipped with hospital quiet-type motors, be third-wire grounded and equipped with an appropriate length of UL-approved three-conductor cord. Extension cords are prohibited.

3.1.6. All wheeled and mobile equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except handles) shall protrude beyond the rubber bumpers.

3.1.7. All contractor-furnished electrically powered equipment will be inspected and documentation kept by the biomedical maintenance department of the MTF on an annual basis. Equipment may be rejected for use in the facility if unacceptable or considered unsafe by biomedical maintenance.

3.2. Environmental Protection Management. The Contractor shall control environmental pollution and damage in consideration of visual esthetics, noise, solid waste, and pollutants. The Contractor shall protect environmental resources for the duration of the contract. The Contractor shall comply with all applicable federal, state and local environmental resources and laws.

3.2.1 Identification and Certification of Mandatory Product Attributes. The Contractor shall comply with procurement requirements established by the Federal Acquisition Regulation (FAR) Subpart 23.7 and Executive Order 13101.

3.2.2 Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG). The Contractor shall comply with the EPA CPG program. The CPG program is authorized by Congress under Section 6002 of the Resource Conservation and Recovery Act (RCRA) and Executive Order 13423. The Contractor shall purchase designated products with the highest recovered material content practicable. (http://www.epa.gov/cpg).

3.2.3 Biobased Products. The Contractor shall comply with the Department of Agriculture BioPreferred program. Federal acquisition of biobased products is required by Executive Order 13514 and the Farm Security and Rural Investment Act of 2002, Section 9002. The Contractor shall purchase biobased products with the minimum biobased content practicable (http://www.biopreferred.gov).

3.2.4 Green Seal (GS) Product Standards. The Contractor shall provide bio- based products that meet Green Seal Product Standards (http://www.greenseal.org) in the performance of this PWS.

3.2.5 Sustainable Earth Green Cleaning (SEGC) Product Standards. The Contractor shall provide cleaning products that meet the Sustainable Earth Green Cleaning (SEGC) products standard 104-E.

3.2.6 Environmentally-Preferable Products. The Contractor shall purchase and implement environmentally preferable cleaning products or equivalent listed below:

Also review Design for the Environments (DfE) Key Characteristics of Laundry Detergent Ingredients Green Seal GC-11 Environmental Criteria for Powdered Laundry Bleach

3.2.7 Disposable Products. The Contractor shall purchase and implement disposable products or equivalent listed below. In addition, all disposable products or equivalent shall be certified Processed Chlorine-Free® (PCF), if applicable.

3.2.8 Energy Star or Energy Efficiency Product Standards. The Contractor shall purchase and use Energy Star or other energy-efficient items listed on the Department of Energy’s Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract.

3.3. MOP HEADS:

3.3.1. Non-disposable mop heads shall be neutral in color, rayon, cotton yarn, or micro-fiber.

3.3.2. Disposable mop heads may be made of non-woven fabric, or a lintless fabric consisting of textile fibers, or a combination of fibers and yarn, and be transparent or neutral in color.

3.3.3. No oil-based treatments are allowable. The chemical treatment shall not have "flash point" of less than 330 degrees Fahrenheit and shall be free of saponifiable matter. The compound shall not heat spontaneously under service conditions. Total treatment residue in mop heads shall not exceed 28% by weight and shall contain no carbon residue.

3.4. VACUUM CLEANERS:

3.4.1. All vacuum equipment shall have a hospital use microstatic impaction type filtration system that will filter out dust and bacteria particles larger than 0.3" microns. All vacuum equipment shall meet hospital quiet criteria.

3.4.2. Dry vacuum cleaners shall be commercial type.

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

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

3.4.5. FLOOR POLISHERS, BUFFERS AND SCRUBBERS: Shall have a nonporous pad drive attachment surface. Only electrically powered units will be used.

3.6. HEAVY DUTY DEEP SOIL EXTRACTOR: Shall be a commercial type, upright design, with agitator brush and motor, storage tank, compressor, dispenser, and shall have positive action vacuum. A minimum of one heavy-duty deep soil extractor is required on site.

3.6.1. Bonnet/Pad Cleaning of Carpet. Bonnet/pad buffing may be used between deep soil extractions, using a low foaming carpet cleaner. Bonnet pads will be non-disposable, neutral in color, rayon or cotton yarn.

3.7. HOUSEKEEPING CARTS: May have a low platform for mop buckets, mop wringer, and other gear, with compartments for tools and cleaning supplies, and trash collection device. Mops shall fit on the cart with the mop heads down. Carts shall fit in storage closets. All housekeeping carts shall have rounded or non-marking rubber-covered corners to minimize damage to facility walls and interior furnishings. (All chemicals on the cart shall be clearly labeled.)

3.8. TRASH COLLECTION CONTAINERS: Shall be rigid collection containers with a smooth interior finish equipped with a snug fitting cover and hard rubber non-marking silent running casters. All trash containers shall meet local base fire regulations. Trash carts shall be of such size that they will not interfere with or block passageways for building evacuation. All trash collection containers and carts shall have rounded or non-marking rubber corners to minimize damage to the facility.

3.9. MOP BUCKETS: May have a single or double compartment and shall be constructed of nonporous, acid resistant, seamless material.

3.10. SIGNS: Shall contain easily understood directions and guidance. (REF PARA 1.7.1).

3.11. CONSUMABLE SUPPLIES: The contractor shall furnish all consumable items. This includes toilet paper, paper towels, liquid hand washing soap (all sized to fit existing or installed dispensers).

3.12. MOTOR VEHICLES: the contractor shall provide Any vehicles required to perform the services of this contract.

3.13. OZONE DEPLETING SUBSTANCES (ODS): The contractor shall not use products containing Class I Ozone Depleting Substances in the performance of this contract.

3.14 DISPENSERS: If the contractor desires to replace dispensers, it will be at no additional cost to the government. All dispensers will be installed by FM or under the direction of FM personnel.

APPENDIX 4: SPECIFIC TASKS

4.1. GENERAL: The contractor shall provide all management, labor, insurance, equipment, materials and supplies necessary to accomplish a program of Aseptic Management as described in this PWS and resultant task order. Services shall be provided five times per week, Monday through Friday. All clinics/buildings on this contract Vet clinic (building 1385) all of building 1370 (currently Mental Health, Education & Training, and Drug Demand Reduction) and the Bioenvironmental Engineering building (building 1366) shall be cleaned on the evening shift, once the offices have closed for the day.

4.1.2. ADMINISTRATIVE: The contractor shall accomplish all administrative tasks necessary to ensure performance of the aseptic services, including but not limited to preparation and distribution of work schedules, emergency recall rosters, facility defects reports, and all other data submissions listed below.

4.2.2. DAILY TASKS: The contractor shall ensure that all rooms/areas are maintained to meet the total clean requirement. The Facility Manager will inspect the contractor’s performance.

4.3. CYCLE TASKS: In addition to routine daily aseptic maintenance, cycle task cleaning shall be performed at the following frequencies.

4.3.1. Light Fixtures shall be cleaned during the months of June and January.

4.3.2. Exterior Windows shall be cleaned during the months of March, June, September and December.

4.3.3. Registers, diffusers, and grills will be cleaned during the months of May and Novemnber.

4.3.4. Light and lamp bulb/tube replacement shall be done on a daily basis when burnout occurs, either when the contractor's inspection identifies the need or when notified.

4.4. EMERGENCY/DISASTER SITUATIONS: During extreme emergencies/disaster situations, it may be necessary to direct contractor employees on cleaning procedures appropriate to address a contingency situation. Any additional costs will be handled under an equitable adjustment to the contract.

4.5. REGULATED MEDICAL WASTE:

4.5.1. Personnel will place all regulated medical waste in appropriate containers. Regulated medical waste shall be collected and removed by contractor personnel in a transport cart separate from general refuse and will be delivered to a locked storage area Building 1380, room 1166 – on the loading dock). Waste will be stored in this area until picked up by a licensed contractor. Contractor personnel must wear appropriate PPA during any handling of waste.

4.5.2. All waste receptacles/containers and holding areas shall be cleaned daily. Cleaning of the regulated medical waste storage area will be accomplished using an ICC-approved germicidal detergent to ensure floors, walls and ceilings are clean. Cleaning of the area/room containing the regulated medical waste treatment or destruction equipment will also be accomplished on the same schedule. Waste holding areas will be kept secure.

4.5.3. Contractor personnel will package regulated medical waste in containers that are rigid, leak-resistant, and impervious to moisture (containers to be supplied by the waste contractor). Containers shall be sealed to prevent leakage and handled in a manner that will prevent bursting or tearing during transport. Sharps containers shall also be placed in similar containers. Liquid containers shall be placed in break-resistant and tightly sealed packages. All exterior containers used shall display the biohazard symbol. Bags used as container liners need not be labeled. All exterior containers shall be marked in accordance with local and State guidelines.

4.6. LINEN SERVICES: The contractor shall manage, schedule and perform the requirements listed below.

4.6.1. Clean linen will be distributed and soiled linen will be removed from the facility.

4.6.2. Clean linen shall not be transported or stored in the same rooms, carts, bins, or shelves used for the storage or transportation of soiled linen without use of proper precautions taken to prevent cross contamination.

4.6.3. Clean and soiled linen shall not be handled at the same time by one person. Linen personnel who handle soiled linen shall change all PPA (outer garments and shoes/shoe covers) and wash their hands before handling clean linen.

4.6.4. All soiled linen shall be placed in impervious or plastic bags. Bags used shall not be of the same type or color as those being used for regulated medical waste in the facility. Once closed, bags shall not be opened. Bags shall only be opened by the laundry contractor at his/her facility.

4.6.5. Sufficient linen (including a small reserve) shall be maintained in the using areas to support normal usage until the next scheduled distribution. The contractor on an on-call basis will replenish depleted linen levels, due to a medical emergency.

APPENDIX 5: HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) OF 1996

HIPAA is comprised of several different sections, each to be implemented by the Dept. of Health and Human Services. The medical facilities of the military services and the DOD health plans are specifically listed as covered by HIPAA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTFs. The specific implementation of HIPAA Privacy for DOD medical facilities is set forth in DOD 6025.18-R, and for HIPAA Security, the requirements for AF MTFs are contained in DOD 8580.02R and AFI 41-217, which also contain additional Information Assurance requirements for all AF MTFs. DOD 6025.18-R, DOD 8580.02R and AFI 41-217 are incorporated herein by reference. MTFs are responsible to insure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates.

IAW these regulations, the Contractor and its employees meet the definition of Business Associates. Therefore, a Business Associate Agreement (BAA) is required by law to comply with both the HIPAA Privacy and Security regulations. This clause serves as that agreement for each MTF, whereby the Contractor and its employees agree to abide by all HIPAA Privacy and Security requirements regarding health information as defined in this clause, DoD 6025-18-R, DOD 8580.02R and AFI 41-217. Additional HIPAA requirements will be addressed when implemented.

Introduction

Definitions. As used in this clause generally refer to the Code of Federal Regulations (CFR) definition unless a more specific provision exists in DOD 6025.18R, DOD 8580.02R or AFI 41-217.

Individual has the same meaning as the term “individual” in 45 CFR 164.50 1 and 164.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

Protected Health Information has the same meaning as the term “protected health information” in 45 CFR 164.501, limited to the information created or received by The Contractor from or on behalf of the Government.

Electronic Protected Health Information has the same meaning as the term “electronic protected health information” in 45 CFR 160.103.

Required by Law has the same meaning as the term “required by law” in 45 CFR 164.501 and 164.103.

Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

Security Rule means the Health Insurance Reform: Security Standards at 45 CFR part 160,162 and part 164 subpart C.

Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103, 164.501 and 164.304.

(b) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.

c) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.

(d) The Contractor agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract.

(e) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract.

(f) The Contractor agrees to report to the Government any security incident involving protected health information of which it becomes aware.

(g) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract of which the Contractor becomes aware of.

(h) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information.

(i) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it.

(j) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.

(k) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government.

(1) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the 'Government or the Secretary, for purposes of the Secretary determining the Government's compliance with the Privacy Rule.

(m) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

(n) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

General Use and Disclosure Provisions Except as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for treatment, payment, or healthcare operations purposes, in accordance with the specific use and disclosure provisions below, if such use or disclosure of Protected Health Information would not violate the Privacy Rule, the Security Rule or DOD 6025.18R if done by the Government.

Specific Use and Disclosure Provisions

(a) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor.

(b) Except as otherwise limited in this Agreement, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.

(c) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B).

(d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).

Obligations of the Government

Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions

(a) Upon request the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice.

(b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures.

(c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522.

Permissible Requests by the Government

The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause.

Termination

(a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract.

(b) Effect of Termination.

(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below.

(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.

(3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information.

Miscellaneous

(a) Regulatory References. A reference in this Clause to a section in DOD 6025.18R, Privacy Rule or DOD 8580.02R, Security Rule means the section as in effect or as amended, and for which compliance is required.

(b) Survival. The respective rights and obligations of Business Associate under the "Effect of Termination" provision of this Clause shall survive the termination of this Contract.

(c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with DOD 6025.18R, the CFR Privacy Rule, DOD 8580.02R, the CFR Security Rule and AFI 41-217.