Attachment_1_-_CAMS_PWS_draft_27_March_2015.pdf

PEFORMANCE BASED-WORK STATEMENT

FOR

CLINICAL ASEPTIC MANAGEMENT SYSTEMS

(CAMS) SERVICES

for th

MEDICAL TREATMENT FACILITIES

18th Medical Group

Kadena Air Base, Japan

27 March 2015 i

TABLE OF CONTENTS

PARAGRAPH TITLE PAGE (S)

1 Description Of Services 1

1.1 Definitions 1

1.2 Acronyms 1

1.3 Specific Task 1

1.4 Quality Control Plan (QCP) 7

1.5 Contract Performance Evaluation Meetings 8

2 Service Delivery Summary 9

3 Government Furnished Property And Services 10

3.1 Facilities 10

3.2 Equipment 10

3.3 Materials 10

3.4 Contractor Transition 10

3.5 Services 10

4 General Information 12

4.1 Quality Control 12

4.2 Quality Assurance 12

4.3 Security Requirements 13

4.4 Contractor Personnel 14

4.5 Hours Of Operation 15

4.6 Conservation of Utilities 16

4.7 Vehicles 16

4.8 Japanese Road Laws 17

4.9 Required Insurance 17

4.10 Coordination With Other Contractors 17

4.11 Administration requirements 17

4.12 Performance Of Services During Crisis Declared By The National

Command Authority Or Overseas Combatant Commander

4.13 Training Program 18

4.14 Environmental Compliance 18

4.15 Regulated Medical Waste (RMW) Compliance 21

4.16 Infection Control Compliance 21

4.17 Emergency Or Special Event Services 22

4.18 Contractor’s Visitors 23

4.19 Inspection And Tours 23

4.20 Automated Data Processing Equipment (ADPE) 23

4.21 Invoicing 23

5. Contractor Furnished Equipment and Supply Materials 25

5.1 Facilities 25

5.2 Equipment 25

5.3 Material 25

5.4 Appendix K Sub-list 25

5.5 Healthy Business Transaction 25

6. Health Insurance Portability and Accountability (HIPAA) of 1996 26

SECTION I

DESCRIPTION OF SERVICES

1. DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, and other items and services necessary to perform all aseptic and basic housekeeping services as defined in this Performance-based Work Statement (PWS) except as specified as government-furnished property and services in Section III of the PWS. Services will be provided to buildings 90, 428, 626, 731, 850, 853, 859, 910 and 920 at Kadena Air Base, Okinawa, Japan. A listing of facilities and overall square footage is provided in

Appendix A. The contractor shall perform all required services identified in this PWS in accordance with The

American Society for Healthcare Environmental Services of the American Hospital Association (ASHES), The

Accreditation Association for Ambulatory Health Care (AAAHC), The Association for Professionals in Infection

Control and Epidemiology (APIC), The Joint Commission on the Accreditation of Healthcare Organizations

(JCAHO), The Building Owners and Managers Association (BOMA), and applicable laws and regulations of the

United States, Japan, and other political subdivisions.

1.1 DEFINITIONS: The contractor shall adhere to and utilize the definition in Appendix B in the performance of aseptic and basic housekeeping services.

1.2 ACRONYMS: The contractor shall adhere to and utilize the acronyms in Appendix C in the performance of aseptic and basic housekeeping services.

1.3. SPECIFIC TASK:

1.3.1 BASIC HOUSEKEEPING SERVICES: The contractor shall provide cleaning and low-level disinfection

(unless otherwise specified) of all vertical and horizontal surfaces in patient care, non-patient care, and laboratory work areas on a daily basis (unless otherwise specified) and through constant policing and spot cleaning to maintain a neat, clean and professional working environment. The contractor shall comply with all training, safety, environmental, regulated medical waste, and/or infection control standards, procedures and practices in performance of basic housekeeping services. A basic housekeeping room listing for each facility is provided in Appendix D.

Maps and/or blue prints are provided in Appendix F. Basic housekeeping service workload estimates are provided in

Appendix G.

1.3.1.1 Artificial Plants: All parts of the plant and container shall have a clean appearance with no visible signs of soil, debris and/or mold. Contractor shall avoid chemical cleaners that may damage or discolor the plant material.

1.3.1.2 Water Fountains: All surface areas shall have a clean appearance with no visible smudges, streaks, soil, debris, water spots, mineral deposits, scale, mold or other foreign matter. Stainless steel or chrome surfaces and fixtures shall have a shined appearance free of streaks, water spots, excess cleaning compounds, fingerprints or other foreign matter.

1.3.1.3 Interior Glass(mirrors, tables, etc…): All glass surfaces, both sides, shall have a clean appearance with no visible smudges, fingerprints, streaks, soil, debris, water spots, or other foreign matter. Stainless steel or chrome surfaces shall have a shined appearance free of streaks, water spots, excess cleaning compounds, fingerprints or other foreign matter. Wood surfaces shall have a clean and shiny appearance with no visible smudges, fingerprints, streaks, soil, debris, water spots, or excess oils/polishing compounds.

1.3.1.4 Mirrors: Mirrored surfaces shall have a clean appearance with no visible smudges, fingerprints, streaks, soil, debris, or water spots. Stainless steel or chrome surfaces shall have a shined appearance free of streaks, water spots, excess cleaning compounds, fingerprints or other foreign matter. Wood surfaces shall have a clean and shiny appearance with no visible smudges, fingerprints, streaks, soil, debris, water spots, or excess oils/polishing compounds.

1.3.1.5 Sinks: All surface areas, fixtures and accessories shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold or other foreign matter.

Stainless steel or chrome surfaces and fixture shall have a shined appearance free of streaks, water spots, excess cleaning compounds, fingerprints or other foreign matter.

1.3.1.5.1 Chemistry Sinks: Sinks in the chemistry lab (Building 853, Room 107 and 109) is to be provided by request by COR. Contractor shall not touch or clean these sinks unless COR approves and the Building Manager of the building provide approval in writing or e-mail or other work request form.

1.3.1.6 Hoppers: All surface areas, fixtures and accessories shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold or other foreign matter.

Stainless steel or chrome surfaces and fixture shall have a shined appearance free of streaks, water spots, excess

1.3.1.7. Toilets: All surface areas, fixtures and accessories shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold or other foreign matter.

Stainless steel or chrome surfaces and fixture shall have a shined appearance free of streaks, water spots, excess

1.3.1.8. Urinals: All surface areas, fixtures and accessories shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold or other foreign matter.

Stainless steel or chrome surfaces and fixture shall have a shined appearance free of streaks, water spots, excess cleaning compounds, fingerprints or other foreign matter. Contractor shall maintain and restock deodorizing disk as required.

1.3.1.9 Showers: All surface areas, fixtures and accessories shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold, soap scum, or other foreign matter. Stainless steel or chrome surfaces and fixture shall have a shined appearance free of streaks, water spots, excess cleaning compounds, fingerprints or other foreign matter.

1.3.1.10 Infant Changing Tables: All surface areas shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, water spots, mold, or other foreign matter.

1.3.1.11 Venetian and/or Mini Blinds: All surface areas shall have a clean appearance with no visible smudges, streaks, soil, debris, water spots, mold, or other foreign matter. The contractor shall develop a daily work schedule to ensure services are performed on all blinds on a quarterly basis.

1.3.1.12. Privacy/Patient Care Curtain: The contractor shall obtain government furnished curtains and be responsible for the simultaneous removal and replacement of privacy/patient care curtains. Curtains removed shall be given to the Contracting Officer's Representative (COR) /or linen control officer for cleaning and laundry services. The contractor shall develop a work schedule to ensure all curtains are replaced on a semi-annual basis (or when dirty). Contractor shall schedule or perform the curtain exchange during times other than normal hours of operation to minimize impact on the mission of 18th Medical Group. The contractor is responsible for attaching an adhesive removable label on the tag of each curtain after the curtain has been cleaned and re-installed.

1.3.1.13 Office Curtains: The contractor shall obtain government furnished curtains and be responsible for the removal and replacement of office curtains. Curtains removed shall be given to the COR or linen control officer for cleaning and laundry services. The contractor shall develop a work schedule to ensure all curtains are exchanged on a semi-annual basis (or when dirty) according to the (APIC) guidelines. Contractor shall schedule the curtain exchange during times other than normal hours of operation to minimize impact on the mission of the MTF.

1.3.1.14 Exterior Furnishings: All surfaces shall have a clean appearance with no visible soil, debris mold, insect/bird excrement, or water spots. Exterior furnishings do not require low-level disinfection.

1.3.1.15 Side Walks: All surface areas shall have a clean appearance with no visible soil, debris, stains and liquid

(water excluded). Trash receptacles shall be moved during cleaning and returned to their proper location.

Sidewalks do not require low-level disinfection.

1.3.1.16 Soap: Contractor shall ensure all dispensers are adequately stocked with soap at all times. All dispenser surface areas shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold or other foreign matter.

1.3.1.17 Paper Towels: Contractor shall ensure all dispensers are adequately stocked with paper towels at all times. All dispenser surfaces areas shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold or other foreign matter.

1.3.1.18 Toilet Paper: Contractor shall ensure bathrooms are adequately stocked with toilet paper at all times. All dispenser surfaces areas shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold or other foreign matter.

1.3.1.19 Air Freshener:

1.3.1.19.1 Can: Contractor shall ensure an adequate supply of Air Freshener is on hand at all times.

1.3.1.19.2 Automatic: Contractor shall ensure Air Freshener dispensers are filled and operational at all times.

Contractor shall replace the battery every month. All dispenser surfaces areas shall have a clean appearance with no visible smudges, streaks, soil, debris, bodily fluids, rust stains, water spots, mineral deposits, scale, mold or other foreign matter.

1.3.1.20 Interior Trash Receptacles (Non-Regulated Waste): Contractor shall remove trash from all wastebaskets and other trash containers. Trash shall be disposed of in secured plastic bags and disposed of in the nearest outside trash collection point. Boxes, cans, and paper placed near a trash receptacle and marked “TRASH” shall be removed. The contractor shall only maintain a day’s supply of liners in the trash container. The contractor shall replace soiled receptacle liners maintained in the trash container. All debris or liquids remaining in a trash receptacle due to a leaky plastic trash bag must be removed. The contractor shall pick up any trash that may fall onto the facility or grounds during the removal of such collection. Trash receptacle's interior and exterior surfaces shall be free of soil, debris and odors. Receptacles will be placed back in their original location with a clean trashcan liner.

1.3.1.20.1 Recyclable Paper, Cardboard Boxes and Cans: Contractor shall remove recyclable paper, cardboard boxes and cans from all recycle paper baskets and other recycle containers. Cardboard boxes shall be broken down/flattened before turning in. Collected papers and cans shall be turned in to the assigned collection point in secured plastic bags. The contractor shall turn in the collected papers, cardboard boxes, and cans daily and shall not store it at their storage except in the case of emergency such as storm, typhoon, or other reasonable situation approved by COR. The contractor shall only maintain a day’s supply of liners in the recycle paper container. The contractor shall replace soiled receptacle liners maintained in the container. All debris or liquids remaining in a recycle receptacle due to a leaky plastic trash bag must be removed. Recycle receptacle's interior and exterior surfaces shall be free of soil, debris and odors. Receptacles will be placed back in their original location with a clean trashcan liner.

1.3.1.20.2 Batteries: Contractor shall ensure that any used batteries are turned into Medical Materiel for proper recycling. If batteries were used by contractor tape must be placed on both the “positive” and “negative” contact points before turning into Medical Logistics.

1.3.1.21 Sanitary Napkin Receptacles: Contractor shall remove sanitary napkin liners from receptacle. Sanitary napkin liner shall be disposed of in secured plastic bags and disposed of in the nearest outside trash collection point.

The contractor shall only maintain a day’s supply of liners in the receptacle. The contractor shall replace soiled receptacle liners maintained in the trash container. All debris or liquids remaining in a trash receptacle due to leaky liners must be removed. The receptacle's interior and exterior surfaces shall be free of odors and debris, soil or bodily fluids.

1.3.1.22 Exterior Trash Receptacles (Non-Regulated Waste): Contractor shall remove trash from all receptacles when full or at a minimum of Mondays, Wednesdays, and Fridays. If a service day falls on a holiday the contractor shall perform the task on the following duty day. Trash shall be disposed of in secured plastic bags and disposed of in the nearest outside trash collection point. The contractor shall not maintain excess liners in the trash receptacle.

All debris or liquids remaining in a trash receptacle due to a leaky plastic trash bag must be removed. The contractor shall pick up any trash that may fall in or around the facility or grounds during the removal of such collection. Trash receptacle's interior and exterior surfaces shall be free of soil, debris and odors. Receptacles will be placed back in their original location with a clean trashcan liner. Exterior trash receptacles do not require low-level disinfection. The contractor shall secure all receptacle lids with bungee cords and remove all trash within 1 hour of entering typhoon condition 1-C during normal operating hours. The contractor shall remove all bungee cords and install liners in the trash receptacle within 1-hour of typhoon condition “All Clear” or within 1-hour on the next duty day.

1.3.1.23 Interior/Exterior Walk-Off Mats and Runners: The contractor shall clean walk-off mats and runners according to their composition to restore resiliency of the carpet pile. In addition, walk-off mats and runners shall be free from all visible soil, debris, tar, grime, stains, and other foreign material. Soil, debris and moisture shall be removed from the area underneath mats and runners before they are returned to their normal location. The contractor shall remove all exterior mats and runners and secure them inside the facility within 1 hour of entering typhoon condition 1-C during normal operating hours. The contractor shall replace mats and runners to their original location within 1-hour of typhoon condition “All Clear” or within 1-hour on the next duty day.

1.3.1.24 Windows: Window frame, sill, casing, track, screen and glass surfaces shall have a clean appearance with no visible smudges, fingerprints, streaks, soil, debris, water spots, bird excrement or other foreign matter. The contractor shall clean and maintain interior as well as exterior windows serving as entrances or exits to the facility for staff, visitor and/or patients on a daily basis during times other than normal hours of operation to minimize impact on the mission of the MTF. The contractor shall perform cleaning on all other interior and exterior windows during the months of October, January, April and July. Contractor shall schedule window cleaning during times other than normal hours of operation to minimize impact on the mission of the MTF. Windows do not require low-level disinfection.

1.3.1.25 Light Fixtures: All interior and exterior surface of the light fixture shall have a clean appearance with no visible signs of soil, dust, streaks, dirt, discoloration, water spots, mold, mildew, dead insects or other foreign matter. The contractor shall replace burnt-out incandescent light bulbs and fluorescent light tubes as noticed during the performance of their normal duties or within 2 hours when notified by the COR or MTF staff. If a light fixture is not operational after replacing burnt out incandescent light bulbs and florescent light tubes, the contractor shall replace the light fixture starter mechanism. The contractor shall develop a work schedule to ensure light fixtures are clean, serviceable and in good working order on a quarterly basis. Exterior light fixtures do not require low-level disinfection. Burnt out incandescent light bulbs and florescent light tubes shall be turned into the light bulb accumulation point in bldg. 626, for proper disposal by Medical Materiel.

1.3.1.26 Atrium/Bonsai Island: The contractor shall maintain the atrium/bonsai island on a bimonthly basis. All foliage shall have a healthy and naturally groomed shape that presents neat and clean environment. The plant bed shall adequately cover the entire area to prevent weed growth. The plant bed shall be free of weeds, dead plant material, debris and other foreign material.

1.3.1.27 Parking Garage Floor: Contractor shall clean the parking garage floors during times other than normal hours of operation to minimize impact on the mission of the MTF. The contractor shall schedule cleaning during the months of November, February, May and August or as needed. The garage floor surface shall have a clean and uniform appearance with no visible soil, debris, oil sludge or residue, standing water, or other foreign matter.

Transition strips, grates, drain holes, trenches, and traction strips shall be free of soil, debris and excessive cleaning compounds. The contractor shall return the garage floor surface to a clean and uniform appearance within 1-hour after typhoon condition "All Clear" or within the first hour of the next duty day.

1.3.1.28 Interior Ceramic Tile, Linoleum Sheets/Tile, Metal, and/or Stainless Steel Floors: The contractor shall move all furnishings and other easily movable items when cleaning floors. Contractor is responsible for sweeping, vacuuming, dust mopping, damp mopping, bonnet/pad cleaning, deep soil extraction and/or dry/spray buffing the floor surface on a routine interval to maintain a clean, aseptic environment. Floor surfaces shall be free of all mildew, mold, debris, scuffmarks, detergent residue, standing water, stains and other foreign material. Areas that require spray/dry buffing shall be free of streaks, swirl marks or discoloration. Grout lines on floor tiles shall be free of dirt, scum, mildew, residue, etc. Stainless steel or chrome surfaces shall have a shined appearance free of streaks, water spots, excess polishing compounds, or other foreign matter. All furnishings moved during cleaning shall be returned to their original location. The contractor shall schedule floor restoration which includes the act of deep soil extraction, scrubbing, and stripping, sealing, waxing and/or high speed buffing to restore the floor surface to a like new finish. Work shall be performed during other than normal hours of operation to minimize impact on the mission of the MTF. The tasks accomplished shall be based on scheduled task intervals or when normal floor maintenance no longer produces a clean, professional and/or aseptic environment. In addition, the entire floor surface shall have a uniform and glossy appearance covered with a non-skid wax. Areas that required high speed buffing should be free of streaks swirl marks or discoloration. Wax shall only to be applied to floor surfaces that have been cleaned.

1.3.1.29 Cove Molding and Baseboards: Surfaces shall have a clean appearance with no visible smudges, streaks, dirt, adhesives, water spots, mold, scuffmarks or other foreign matter.

1.3.1.30 Carpet: The contractor shall move all furnishings and other easily movable items when vacuuming or shampooing carpets. All carpeted areas shall be vacuumed. The contractor shall perform deep soil extractions on heavily soiled areas in accordance with manufacturer’s approved methods. Bonnet/pad cleaning of carpet may be used between extractions for surface cleaning only to prevent rapid resoiling in high traffic areas. Heavily stained areas that cannot be cleaned by vacuuming, deep soil extractions, bonnet/pad cleaning shall be brought to the attention of the COR. The carpet shall be free from all visible soil, debris, and stains. All furnishings shall be returned to their original location. The contractor shall schedule carpet cleaning during times other than normal hours of operation to minimize impact on the mission of the MTF. The contractor shall develop a work schedule to ensure all carpet surfaces are shampooed on a quarterly basis. All carpeted areas shall be completely cleaned by deep soil extraction method and by applying a heavy-duty spot remover in heavily soiled areas. After deep soil extraction, the carpeted area will be dry, uniform in appearance and be free of stains and discoloration. All cleaning solutions shall be removed from walls, furniture, trash receptacles, chairs and other similar items.

1.3.1.31 Interior Concrete Floor: The contractor shall move all furnishings and other easily movable items when cleaning the floors. The entire floor shall have a uniform appearance, and be free of soil, debris, mildew, mold, standing water, and other foreign material. The entire floor surface shall have a uniform and semi-gloss appearance covered with a non-skid wax. The contractor shall schedule floor waxing during times other than normal hours of operation to minimize impact on the mission of the MTF. The contractor shall develop a work schedule to ensure all interior concrete floors are waxed on a quarterly basis. Stainless steel or chrome surfaces shall have a shined appearance free of streaks, water spots, excess polishing compounds, or other foreign matter. Transition strips, grates, drain holes, and traction strips shall be free excessive wax build-up and cleaning compounds. All furnishings moved during cleaning shall be returned to their original location.

1.3.1.32 Exterior Concrete, Gravel, Ceramic Tile and/or Brick Floors: Contractor shall clean exterior floors on an as needed basis. As a minimum, exterior floors shall be cleaned on Mondays, Wednesdays, and Fridays. The contractor shall not be required to perform these tasks during inclement weather. If a service day falls on a holiday or during inclement weather the contractor shall perform the task on the following duty day (there is no need to document inclement weather days). The contractor shall perform all tasks during times other than normal hours of operation to minimize impact on the mission of the MTF in areas serving as an entrance or exit for staff, visitors and patients. The contractor shall move all furnishings and other easily movable items when performing floor cleaning.

Upon completion the entire floor shall be uniform in appearance, free of soil, debris, mildew, mold, standing water, and other foreign material. Stainless steel or chrome surfaces shall have a shined appearance free of streaks, water spots, excess polishing compounds, or other foreign matter. Transition strips, grates, drain holes, and traction strips shall be free of soil, debris and excessive cleaning compounds. All furnishings moved during cleaning shall be returned to their original location. Exterior concrete floors do not require low-level disinfection.

1.3.1.33 Duct, Supply/Return Ducts, Vents, Diffusers and Grills: Contractor shall schedule cleaning during times other than normal hours of operation to minimize impact on the mission of the MTF. The contractor shall develop a work schedule to ensure cleaning is performed on all supply and return ducts, vents, diffusers and grills on a semiannual basis. The contractor shall remove, if removable, the supply and return duct cover to gain access to the supply or return duct. The contractor shall vacuum up to 3 feet inside or as far as the vacuum hose will reach into the supply and return duct. After vacuuming the contractor shall clean and disinfect the supply and return duct, vent, diffuser and grill with a disinfectant. All supply and return ducts, vents, diffusers and grills shall have a clean appearance with no visible signs of soil, dirt, streaks, discoloration, water spots, mold, mildew, or other foreign matter. Upon completion the contractor shall replace the removable cover.

1.3.1.34 Dusting: The Contractor dust all horizontal and vertical surfaces to ensure interior surfaces maintain a clean appearance with no visible smudges, fingerprints, streaks, soil, debris, adhesives, scuffmarks, or water spots.

Stainless steel or chrome surfaces shall have a shined appearance free of streaks, water spots, excess cleaning compounds, fingerprints or other foreign matter. Wood surfaces shall have a clean and shiny appearance with no visible smudges, fingerprints, streaks, soil, debris, water spots, or excess oils/polishing compounds.

1.3.1.34.1 Low Level Dusting: All vertical and horizontal surfaces under six (6) ft. The contractor shall develop a work schedule to ensure dusting is completed on a daily basis.

1.3.1.34.2 High Level Dusting: All vertical and horizontal surfaces over six 6 ft. The contractor shall develop a work schedule to ensure all dusting over six (6) ft is completed on a weekly basis. Ceiling surfaces shall have a clean appearance with no visible soil, debris, stains, cobwebs or water spots.

1.3.1.34.3 Dust Mop and Dust Mop Handle Distribution: Contractor must provide the dust mops and its handles with the schedule and the specification on appendix P and clean the mops and its handles with the procedure meeting the both US and Japanese infection control standard and Japanese Environmental Governing Standards

(JEGS) and other local environmental standard. The cost will be reimbursed in accordance with appendix K unless it will not exceed the amount initially approved and agreed.

1.3.1.34.4 Entrance Floor Mat Distribution: Contractor must provide the entrance floor mats with the schedule and the specification on appendix P and clean the mops and its handles with the procedure meeting the both US and

Japanese infection control standard and JEGS and other local environmental standard. The cost will be reimbursed in accordance with appendix K unless it will not exceed the amount initially approved and agreed.

1.3.1.35 Linen: The contractor shall transport dirty/clean linen to/from accumulation points specified in appendix O on Monday, Wednesday and Friday or as needed to a room identified by the COR before 0900. This transportation will be in separate containers with separate trips in the elevator making sure clean linen will not be transported with dirty linen or in dirty linen container. The contractor shall receive an itemized list/weight receipt from linen cleaning company and verify itemized list/weight receipt when returned. All linen will be marked as Medical Group property and any extra linen will be stored in a room identified by the COR. The government will supply/replace all linen.

The contractor shall maintain a minimum 1 days stock of linen, in areas specified as clean linen in appendix O.

Inventory and total the consumption for each section. The inventory report/data shall be made available upon request or given to the Resource Management Office (RMO) on or before the 5th day of the following month.

1.3.2 ASEPTIC SERVICES: The contractor shall provide cleaning and high-level disinfection of all vertical and horizontal surfaces in-patient care, non-patient care, and laboratory work areas to maintain a sterile environment;

reduce the spread of infectious diseases; and reduce nosocomial infections in the healthcare facility. The contractor shall not be required to provide cleaning or high level disinfection of critical and semi-critical patient care appliances. The contractor shall be responsible for cleaning and high level disinfection of non-critical patient care and non-patient care appliances. The contractor shall provide aseptic services in critical care areas between each patient care visit, after each medical or dental procedure, or as requested by MTF staff. The contractor shall only provide aseptic housekeeping services in general care, non-patient care and laboratory work areas when contaminated or exposure to bodily fluids and/or an infectious patient. The contractor shall respond to and begin aseptic housekeeping services within 10 minutes of notification by the COR or MTF staff. The contractor shall comply with all training, safety, environmental, regulated medical waste, and/or infection control standards, procedures and practices in performance of aseptic housekeeping services. A room listing of critical care areas for each facility is provide in Appendix E. Maps and/or blue prints are provided in Appendix F. Aseptic housekeeping service workload estimates are provided in Appendix G. The performance of aseptic housekeeping service does not alleviate the contractor from performing basic housekeeping services. The contractor shall be responsible for providing basic housekeeping services in all critical care areas as specified in paragraph 1.3.1.

1.3.2.1 Critical Care Area Cleaning and High Level Disinfection: The contractor shall clean and high-level disinfect all vertical and horizontal surfaces. This includes non-critical patient care appliances, non-patient care appliance, walls, ceilings and floors with an approved germicidal disinfectant. The level of hygiene must be under the score of table 1 on appendix Z at the point of cleaning and disinfection effort.

1.3.2.2 General Care, Non-Patient Care and Laboratory Work Area Cleaning and High Level Disinfection:

The contractor shall clean and high-level disinfect all vertical and horizontal surfaces. This includes non-critical patient care appliances, non-patient care appliance, walls, ceilings and floors with an approved germicidal disinfectant. The level of hygiene must be under the score of table 2 on appendix Z at the point of cleaning and disinfection effort.

1.3.2.3 Duct, Supply/Return Ducts, Vents, Diffusers and Grills: The contractor shall aseptically clean and disinfect all supply and return ducts, vents, diffusers and grills in critical care areas once a week. A critical care room listing is provided Appendix E. The contractor shall remove, if removable, the supply and return duct cover to gain access to the supply or return duct. The contractor shall vacuum up to 3 feet inside or as far as the vacuum hose will reach into the supply and return duct. After vacuuming the contractor shall clean and disinfect the supply and return duct, vent, diffuser and grill with a disinfectant. All supply and return ducts, vents, diffusers, grills and filter element shall have a clean appearance with no visible signs of soil, dirt, streaks, discoloration, water spots, mold, mildew, or other foreign matter. Upon completion the contractor shall replace the removable cover.

1.3.2.4 Disposition of Regulated Medical Waste (RMW): The contractor shall be responsible for collecting and transporting RMW to the central accumulation point, (currently located at room B001); and weighing and documenting RMW from designated accumulation points specified in Appendix H. The contractor shall collect

RMW from the designated accumulation points as necessary, but not less than every Monday, Wednesday and

Friday. If a pick up day falls on a holiday the contractor shall perform the task on the following duty day. The

RMW transportation cart shall be free of soil, debris, bodily fluids, and odors. The contractor shall ensure only the minimum level of RMW bags are maintained in each RMW accumulation point.

1.3.2.5 RMW Receptacles (Red Biohazard Containers): The contractor shall clean and disinfect RMW receptacles in all rooms on an as required basis. RMW receptacle's interior and exterior surfaces shall be free of soil, debris, bodily fluids and odors.

1.3.2.6. RMW Central Accumulation Point: The contractor shall clean and disinfectant the entire RMW central accumulation point, currently located at room BO01, on Tuesday and Thursday. If a service day falls on a holiday the contractor shall perform the task on the following duty day. The RMW central accumulation point shall be free of soil, debris bodily fluids, and odors.

1.4. CONTRACT PERFORMANCE EVALUATION MEETINGS: The contractor shall meet with the CO, COR, and other government personnel as required or at a minimum on a quarterly basis to review performance.

Written minutes of the meetings shall be prepared by the contracting office, signed by the CO and distributed to the

COR and contractor.

SECTION II

SERVICE SUMMARY

Performance Objective

PWS

Reference

Performance Threshold

Remedy

SS-1: Transport Linen

1.3.1.35 1 Defect Per Month Re-performance

Within 2 hours of notification

SS-2: Collect and Transport

Regulated Medical Waste

(RMW)

1.3.2.4

1.3.2.5

1.3.2.6

0 Defects Per Month Re-performance

Within 2 hours of notification

SS-3: Clean Floors

1.3.1.28

1.3.1.29

1.3.1.30

5 Defects Per Month Re-performance

Within 2 hours of notification or a mutually acceptable timeframe to the COR, customer and

Contractor

SS-4: Perform Dusting

1.3.1.34

1.3.1.34.1

1.3.1.34.2

5 Defects Per Month Re-performance

Within 2 hours of notification

SS-5: Perform Aseptic

Cleaning

1.3.2

4.12.3

0 Defects Per Month Re-performance

Within 2 hours of notification

SDS-6: Maintain Infection

Control

4.14 0 Defects Per Month Re-performance

Within 2 hours of notification

Notes-

1. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service within 2 hours after notification

2. Exceeding the performance threshold for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO.

3. Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate

Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR

52.212-4 (a), Contract Terms and Conditions – Commercial Items, Inspection/Acceptance.

SECTION III

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1 FACILITIES: The contractor is responsible for keeping the facilities listed in Appendix I and surrounding areas in a clean and orderly condition. All contractor’s property, equipment, and supplies shall be removed within

48 hours of contract expiration.

3.2 EQUIPMENT: The contractor is responsible for maintaining all government –furnished equipment listed in

Appendix J. The contractor and the COR shall conduct a joint inventory at the start and expiration of this contract.

The government will replace equipment when necessitated by fair wear and tear. The contractor is responsible for replacement if necessitated by loss or damage beyond fair wear and tear.

3.3 MATERIAL: The contractor is responsible for maintaining all government-furnished materials listed in

Appendix J and Contractor Furnished Equipment and Supply Materials listed in Appendix K. The contractor and the COR shall conduct a joint inventory at the start and expiration of this contract. The contractor shall request additional or replacement materials and supplies items through the COR. The contractor shall provide a material and supply consumption report to the COR on a monthly basis.

3.4 PHASE OUT

3.4 1 If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of this contract.

3.4.2 The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor. With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

3.4.3. The contractor takes over the contract shall be allowed to start setting up its operation 30 calendar days prior to the start date of the contract with the approval and verification by COR. In response to the approval and verification, COR will ensure to provide any necessary coordination. Any damage to the government property or incumbent contractor shall be covered by the contractor for any action approved and verified by COR initially. The contractor will keep its own inventory of material, equipments from incumbent contractor and the government.

3.5 SERVICES: The government will provide reasonable amounts of the following services:

3.5.1 Utilities: The government shall provide all utilities to include, but not limited to, heating, air conditioning, water, gas, sewage and electrical for operation of government furnished facility space.

3.5.2 Telephone Services: The government shall provide access to (2) two Class B-2, on/off base, line to the contractor’s office for official calls only. Government telephones shall not be used for personal use or for any toll or long distance calls.

3.5.3 Postal/Installation Distribution: The government shall provide mail service to the contractor for any mail that is generated as a result of performance of this contract. Mail services shall be provided and/or handled via the

Base Information Transfer System (BITS). Personal mail is not authorized or handled by BITS.

3.5.4 Solid Waste Collection: The government shall provide solid waste collection and disposition from designated collection points outside each medical facility.

3.5.5 Hazardous Waste Disposal: The government shall provide hazardous waste disposal in accordance with the

JEGS for all hazardous waste collected in performance of services under the PWS.

3.5.6 Regulated Medical Waste Collection: The government shall provide collection and deposition of regulated medical waste from the designated collection point outside building 626.

3.5.7. Pest Management Services: The government shall provide insect and rodent control for all government-furnished facilities. The contractor shall notify the COR when an insect or rodent problem is detected.

3.5.8. Police and Fire Protection: The government shall provide police and fire protection.

3.5.9 Emergency Medical Treatment: In the event of a medical emergency, accident, or injury involving contractor personnel during performance of duties under this contract, the MTF shall provide medical services in order to save life or limb, or to stabilize for transportation to local civilian medical treatment facility.

3.5.10 Laundry Services: The government shall provide laundry services for the cleaning of linen, privacy drapes and/or window curtains in performances of aseptic and basic housekeeping services under the PWS.

SECTION IV

GENERAL INFORMATION

4.1 QUALITY CONTROL: The Contractor is required to control the quality of service delivery and offer to the

Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

4.2 QUALITY ASSURANCE:

4.2.1 The government will periodically evaluate the contractor’s performance by appointing a Contracting Officer's

Representative (COR) to monitor performance to ensure services are received. The COR will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.2.2 The Contracting Officer’s Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

4.2.3 The COR(s) or alternate(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) or alternate(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

4.2.4 Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and thru the COR(s).

4.2.5 The services to be performed by the contractor during the period of this contract shall at all times be subject to be reviewed by the Contracting Officer or authorized representative(s).

4.3 SECURITY REQUIREMENTS:

4.3.1 Physical Security: Contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, materials, information in the building and data created on the government computer or network shall be secured, and utilities turned off or set for conservation.

4.3.2 Identification and Base Passes: The contractor shall obtain identification cards and base passes for all employees and vehicles. Application shall be coordinated through the Contracting Officer or designated representative. At time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall return identification cards and base passes to Security Forces within

24 hours.

4.3.3. Key Control: The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the government are not lost or misplaced, and are not used by unauthorized persons. The contractor shall report lost keys to COR immediately. The contractor shall not duplicate any keys.

(NOTE: ALL REFERENCES TO KEYS ALSO INCLUDE KEY CARDS. NO KEYS ISSUED TO THE

CONTRACTOR BY THE GOVERNMENT SHALL BE DUPLICATED. THE CONTRACTOR SHALL

DEVELOP PROCEDURES COVERING KEY CONTROL THAT SHALL BE INCLUDED IN THE QUALITY

CONTROL PLAN. SUCH PROCEDURES SHALL INCLUDE TURN-IN OF ANY ISSUED KEYS BY

PERSONNEL WHO NO LONGER REQUIRE ACCESS TO LOCKED AREAS).

4.3.4 The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees.The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

4.3.5 Lock Combinations.The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

These procedures shall be included in the contractor’s Quality Control Plan.

4.3.6. The Government may, at its option, require the contractor to replace keys, , or re-key the locks as a result of contractor losing keys. In the event a master key is lost or duplicated, the contractor shall replace all locks and keys for that system and the total cost will be deducted from the monthly payment.

4.3.7 BASE COMPUTER NETWORK ACCESS. CM(Contract Manager), on site administrative staff member of the contractor, DOH, or their alternates are required to have access to the government NIPRNet(Non-classified IP

Router Network) within the range and level of access to fulfill and provide required administrative support including processing for weekly/ monthly reports and inventory of supply items or to respond to required cleaning request on the contract. The contractor personnel shall fulfill all the requirements in accordance with AFFARS 5352.242-9001-

COMMON ACCESS CARDS (CACs) FOR CONTRACTOR PERSONNEL (AUG 2004) when CAC will be issued to the contractor personnel.

4.3.8 The contractor shall achieve the same level of trustworthiness for contractor or subcontractor personnel as required for Government personnel with similar access to automated information systems (AISs) and networks containing DoD Sensitive Information (SI). The contractor shall meet the personnel security requirements for

Automated Data Processing (ADP) access in AFMAN 33-152, Personnel Security, for employees and subcontractor employees that require access to Government (IT) systems or DoD SI, or are involved in developing, delivering, or supporting IT systems and services, or safeguarding DoD sensitive information within Government or contractor systems. The contractor shall classify ADP/IT or related positions, submit appropriate paperwork for background investigations or proof of a favorable adjudication, ensure individuals receive requisite training and document compliance. Personnel background investigations and training must be initiated before access to DoD AIS/networks or DoD SI is allowed. Following contract award, details for completing and forwarding forms for requesting an investigation will be coordinate with the Government IT Security Officer designated for the networks and systems being accessed.

4.3.9 National Agency Checks. The contractor shall comply with DoD 5200.2-R, Department of Defense Personnel

Security Program and AFMAN 33-119, electronic Mail Management and Use requirements for contractor personnel operating Government workstations that have unclassified automated information systems (e-mail, MIS, Internet, CAMS, etc.) Request for National Agency Checks (NAC) on contractor personnel hired at the beginning of the contract, shall be submitted to the Government not later than 14 working days from the contract start date. Request for NACs on contractor personnel hired subsequent to the contract start date shall be submitted to the Government not later than five (5) workdays from the employee’s first duty day. Contractor personnel receiving unfavorable

NACs shall not be hired. The contractor at no additional cost to the Government shall submit these investigations.

4.4 CONTRACTOR PERSONNEL:

4.4.1 Contract Manager (CM): The contractor shall provide a Contract Manager (CM) and/or an alternate(s) who shall be responsible for the performance of the work. The CM and his/her alternate shall be designated in writing to the CO prior to the start date of the contract. The CM and alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

4.4.1.1. License and Qualification of CM: The CM must have valid 第一種衛生管理者（Occupational Health

Control Person Class 1 License） or 第二種衛生管理者 (Occupational Health Control Person Class 2

License) certified by 厚生労働省 Ministry of Health, Welfare and Labor of Japan (JMHWL). CM must have

STEP(Eiken: Test in Practical English Proficiency) 2nd Grade or above, TOEIC score 519 or TOEFL score

456 or above or he or she must be a have a college or university diploma providing education in English.

4.4.1.2. Responsibility of CM: The CM shall be on-site during normal duty hours to coordinate all work efforts, establish/perform quality assurance protocols, answer customer complaints, and to meet with government personnel (designated by the CO) to discuss problem areas under the PWS. After normal duty hours, the

CM shall be available on the installation within one hour of notification.

4.4.1.3. Required responsibility of CM: As a CM or alternate he/she shall have been responsible for contract procedures, supervision, scheduling, work assignment and training, hiring or discharging of employee, service quality assurance and overall contract performance as a representative of company.

4.4.2. Director of…