HAMS PWS final - 03 July 08.doc

PERFORMANCE WORK STATEMENT

FOR

HOSPITAL ASEPTIC MANAGEMENT SYSTEM (HAMS)

48TH MEDICAL GROUP

RAF LAKENHEATH, UK

TABLE OF CONTENTS

1. GENERAL INFORMATION

1.1. Contractor Personnel Requirements

1.2. Health Requirements

1.3. Employee Training

1.4. Quality Control Plan

1.5. Security Requirements

1.6. Physical Security

1.7. Safety

1.8. Alcohol and Drugs

1.9. Response Times and Service Requirements

1.10. Required Reports and Schedules

1.11. Phase In/Out

1.12. Multifunctional Team (MFT) Meetings

1.13. Quality Assurance Surveys

1.14. Contractor Hours of Operation

1.15. Description of Services

2. SERVICES SUMMARY (SS)

2.1. Performance Deficiencies (Defects)

2.2. Re-Performance of Services

3. GOVERNMENT FURNISHED PROPERTY, SUPPLIES, AND SERVICES

3.1. Inventory

3.2. Storage Space

3.3. Janitor Closets

3.4. Utilities

3.5. Communications

3.6. Hospital Identification Badges

3.8. Keys, Key Lock Box, and Door Swipe Cards

3.9. Linen Storage

3.10. Supplies, Materials and Equipment

3.11. Services

APPENDICES

I. Contractor Furnished Items II. Facility List IIa. Room Listing

IIb. Maps/Floor Plans

IIc. Snow and Ice Control Zones III. Minimum Frequency Standards IV. Publications and Forms V. Acronyms VI. Linen Attachment

VII. Sample Health Certificate

VIII. Consumables

1. GENERAL INFORMATION

1.1. Contractor Personnel Requirements

1.1.1. Executive Housekeeper. The contractor shall provide on-site an Executive Housekeeper (EH) for the hospital. The EH and alternate(s) must be able to read, write, speak, and understand English.

1.1.1.1. Authority. The EH shall serve as the on-site manager representing the contractor and shall supervise and train employees, and maintain contract & employee records to ensure compliance with all provisions of this contract.

1.1.1.2. Education. Prior to assigning an individual to the position of EH, the contractor shall ensure that the individual has completed the training required. Documentation of training programs or EH training course completion certificates, as applicable, shall be provided to the Quality Assurance Personnel (QAP) prior to assignment of the EH. Certification from the International Executive Housekeepers Association (I.E.H.A.) or British equivalent demonstrates acceptable proof as an Executive Housekeeper.

1.1.1.3. Experience. The contractor shall ensure the EH has one of the following experience requirements:

1.1.1.3.1. The EH shall have at least three years of prior experience, with a proven track record of housekeeping management in a hospital requiring cleaning standards included in this Performance Work Statement (PWS), within the last five years and have participated in and successfully satisfied the requirements of a Joint Commission (JC) survey or an NHS Patient Safety Agency Patient Environment Action Team (PEAT) survey rating of at least “Good”. During this three year period of employment the EH shall have demonstrated the following abilities:

1.1.1.3.1.1. The ability to adapt standards for environmental sanitation to the needs and requirements of a hospital.

1.1.1.3.1.2. The ability to supervise hospital housekeeping labor force and intermediate supervisors.

1.1.1.3.2. The EH shall meet the following experience requirements during the three years immediately preceding the date established in the Request for Proposal (RFP). As EH, he/she shall have been a decision maker and responsible for the administration of the contract, departmental procedures, supervision, scheduling, work assignment training, recruitment/discipline, quality assurance and overall contract performance.

1.1.1.4. Authority. The EH shall be assigned full time duty residence (during the normal working hours of the Medical Treatment Facility (MTF) administrative staff) as the on-site manager representative (of the contractor) at the MTF. The EH shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

1.1.1.5. EH Absences.

1.1.1.5.1. When the EH will miss a normal eight hour shift, the QAP shall be notified orally and the name of the stand-in representative provided.

1.1.1.5.2. When the EH plans to be absent more than one but not more than five consecutive working days (Monday through Friday and Holidays, excluding Saturday and Sunday), the QAP shall be notified in writing and the name of the stand-in representative provided.

1.1.1.5.3. Should the EH be absent for more than five consecutive working days (including Monday through Friday and Holidays, excluding Saturday and Sunday), the company shall provide a qualified (as approved by the QAP) replacement EH during the absence. The QAP shall be notified in advance, in writing, of this substitution. Corporate Office operational management personnel with previous EH experience may be used temporarily to stand in while the EH is absent.

1.1.1.5.4. Should the EH be terminated, resign voluntarily, retire, or have an extended authorized absence, temporary replacement (with Corporate Office Operational Management Personnel) cannot stand in more than six weeks before a new, fully qualified EH is provided on site.

1.1.2. Supervisors. The contractor shall appoint supervisors/shift leaders for each shift. The shift leader shall represent the contractor in the absence of the EH and shall be capable of interpreting and implementing all requirements of the contract. The names of these individuals shall be provided in writing to the QAP.

1.1.3. Uniforms. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. All the contractor’s employees, except the EH and supervisors, shall wear a standard distinctive uniform of the same color and design (other than white) and be clearly distinguishable from all military and hospital uniforms. Uniforms will be worn as designed by the manufacturer. On the uniform shall be displayed an identification badge in accordance with paragraph 1.5.1. Badges shall not be defaced or covered with stickers. Employee uniforms will be contractor owned and maintained. The EH and supervisors shall wear business attire and display the identification badge.

1.1.4. Employee Personal Hygiene.

1.1.4.1. Contractor personnel shall wear a clean uniform each day, be neatly groomed, free of body odor and conform to commonly acceptable personal and professional hygiene standards for a medical treatment facility. Jewelry must be kept to a minimum. No strong perfume or cologne may be worn.

1.1.4.2. The contractor shall ensure that contractor employees eat in designated areas only and employees comply with the hospital smoking policy. The entire MTF is a non-smoking area with the exception of a few designated smoking areas.

1.1.5. Personnel Restrictions. The contractor shall not employ any person who is an employee of the United States Government (either civilian or military) if the employment of that person would create a conflict of interest unless such person seeks and receives approval in accordance with MTF directives and publications referenced in Appendix IV. The contractor shall not hire personnel who are assigned to the MTF. The contractor shall not hire any convicted felons.

1.1.6. Meetings. The EH will be a member of the hospital Infection Control Council (ICC) and Environment of Care (EOC) Committee (at least on a consultative basis) and will attend the meetings when necessary. When invited, the EH will attend other meetings and be a committee member, as required, of other committees formed to manage the MTF (i.e. Building Manager meetings).

1.1.7. Dedicated Personnel. Sufficient "dedicated" housekeeping personnel shall be permanently assigned to meet the case-driven response times required in the room listing and to provide all HAMS services required in the areas specified as "dedicated.” Supplemental personnel shall be trained and assigned to fill in during breaks, lunch, or any other absence of the permanently assigned personnel and to provide additional support personnel when the need arises as a result of heavy case loads, (e.g., three surgical cases occurring at the same time). NOTE: Personnel shall be "dedicated" 24 hours per day in labor and delivery areas, and readily available for emergency room and surgery areas.

1.1.8. Interrupt Work. Contractor employees shall interrupt their work at any time to allow passage of hospital patients, personnel, equipment, or carts.

1.2. HEALTH REQUIREMENTS

1.2.1. Public Health Clearance. All contractor personnel shall report to the Military Public Health Department with their immunizations records to receive their pre-employment medical screening interview, immunizations and tests prior to starting work. See appendix VII. The MFT will be responsible for covering the costs associated with the immunizations and tests. The contractor shall ensure that immunizations remain current throughout the course of employment. Personnel whose immunizations become more than 30 days overdue will not be allowed to work in the MTF. Contractor personnel have the option of obtaining the required immunizations and tests from their own physician at their own expense, provided the documentation clearly states the procedures performed.

1.2.2. Blood Borne Exposure Protocols. After start of work, the government will provide post blood borne exposure protocols according to applicable AFIs listed in Appendix IV (29 CFR Par 1910.1030).

1.2.2.1. In the event an employee sustains a reportable occupational exposure to blood or other potentially infectious material, the Government will provide the necessary blood tests to determine whether or not they have contracted a disease as a result of that exposure.

1.2.3. Occupational Exposure. The Occupational Safety and Health Administration (OSHA) requires that all contract personnel who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection. Personnel who sign declinations may change their minds at anytime and receive the Hepatitis B vaccine without penalty.

1.2.4. Reporting. The contractor is responsible for reporting to the appropriate MTF staff member all information necessary to ensure hospital records can be maintained correctly, and therefore comply with the JC, OSHA, National Institute for Occupational Safety and Health (NIOSH), Centers for Disease Control (CDC), or other accreditation agency employee health records requirements.

1.2.5. Pre-employment Clearance. The contractor shall be responsible for ensuring that all personnel report to the appropriate Government clinic to receive a pre-employment clearance. The intent of this clearance is to ensure contractor personnel have received all prescribed immunizations/tests as specified in paragraph 1.2.1. of this PWS.

1.2.6. Nose and Throat Cultures. The MTF may take nose and throat cultures from contractor personnel when required by the ICC.

1.2.7. MTF Policies. All MTF employee health policies and regulations listed in Appendix IV shall apply.

1.2.8. Medically Unfit. The MTF may designate that an employee is medically unfit. When an employee has been found medically unfit for working in the facility, he/she cannot return to work until the individual is re-examined under the National Health Service (NHS) and given permission in writing to return by the appropriate physician.

1.3. EMPLOYEE TRAINING

1.3.1. HAMS Initial Training. The contractor shall ensure initial intensive training of all employees two weeks prior to independent start of work for all employees who have never received HAMS' initial training. Employees who have had previous HAMS training (including specialized area training) shall complete this training within two weeks after starting work. The contractor shall ensure that their employees participate in any required MTF sponsored personnel orientation briefings and recurring requirements. The following topics shall be included:

1.3.1.1. A general orientation of basic bacteriological concepts, infection control, and standard or universal precautions, related duty functions to these areas and to the requirements of this PWS.

1.3.1.2. Complete instruction on obtaining, use, storage, care, and disposal of supplies and equipment. Also included is instruction on the selection and measurement of proper cleaning chemicals.

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

1.3.1.4. Familiarization with applicable federal, host nation, local, hospital, and base regulations and policies, (including fire prevention, ground safety, smoking, security, employee health, standard or universal precautions, exposure control plan, facility emergency management plan, utilities plan, personal protective equipment (PPE) (including the respiratory protection plan for the furnishing and fitting HEPA masks as required), and tuberculosis.

1.3.1.5. Familiarization with all technical and procedural manuals provided as part of the contractor’s Operational Procedures Manual (OPM).

1.3.1.6. The role of housekeeping in the healthcare facility and its effects on the health and well being of patients, staff, and visitors.

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

1.3.1.8. Techniques for cleaning the maximum asepsis areas such as surgical suite, obstetrical suite, newborn nursery, endoscopy and procedure rooms, and central sterile supply, etc. (For persons being assigned to these specialized areas).

1.3.1.9. Employee's personal hygiene.

1.3.1.10. Adherence to all work schedules.

1.3.1.11. Documentation of completion of scheduled work assignments.

1.3.1.12. Patient/Personnel/Staff/Visitor Relations.

1.3.1.13. Health Insurance Portability Accountability Act (HIPAA) and Patient Privacy regulations and procedures

1.3.1.14. Regulated medical waste, including information on waste categories and waste disposal procedures.

1.3.1.15. Hazard Communications/Risk Plan, including location and access to Material Safety Data Sheets (MSDS)/Control of Substances Hazardous to Health (COSHH) sheets, for products used by the Contractor and Government personnel, a work area hazardous chemical inventory, and standard operating procedures (SOPs) or operating instructions (OI) governing routine tasks involving hazardous materials.

1.3.2. Government Training. The contractor shall ensure continuing HAMS 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 will be performed by (but not limited to), the Infection Control Council (ICC)/Infection Control Review Function (ICRF) members, and/or the QAP.

1.3.3. EH Continuing Training. The EH shall attend at least one HAMS related continuing education training course (or equivalent course at contractor’s expense) every two years. Certification of completion of the course shall be presented to the QAP.

1.3.4. Cardiopulmonary Resuscitation (CPR). All contract employees working in Air Force Medical Treatment Facilities (MTFs) must be trained and certified in CPR. Training will be provided by the Government and scheduled by the MTF Staff Development/Education and Training Office during normal duty day shift hours.

1.3.5. Records. Records of all employees training shall be maintained by the EH and made available to the QAP, Joint Commission (JC), or other authorized inspection agencies upon request.

1.4. Quality Control Plan. The policy of the Government for Contractor Quality Control and applicable definitions are provided in Federal Acquisition Regulation Part 46. In all Government contracts, the Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services that conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary (reference Section 2 of this PWS).

1.4.1. Quality Assurance. The Government will assess the Contractor’s performance on a continual basis. The primary approach will be to assess the Contractor’s quality management system and when it is found to be acceptable, the Government will use the contractor’s quality data for acceptance and payment purposes. As long as the Contractor’s quality control remains satisfactory, the Government will perform inspections to validate the accuracy, timeliness, and truthfulness of the Contractor’s quality data. When the Contractor’s quality management system results in unsatisfactory performance, the Government will do a more detailed performance assessment. Unsatisfactory performance is performance below the required Performance Threshold. Each required service will be assessed against applicable performance objectives and thresholds using a combination of techniques including the use of customer complaints and on-site inspections.

1.4.2. Staff Plan. The contractor shall provide an initial staffing plan, revising it when square footage is changed, performance requirements change, or staffing within contractor’s company changes.

1.4.3. Inspections. An inspection system covering all the services listed in the PWS must be provided to the government. It must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections shall be accomplished and the title and name of the individual(s) who shall perform the inspection.

1.4.4. Key Control. Establish and implement a key control system to make sure that keys issued to the contractor’s employees are not lost, misplaced and are not used by unauthorized persons. Contractor shall establish a log to show facility, name signing out/in the key, date and time out/in and any other pertinent information necessary to control keys. The contractor shall not duplicate any keys issued by the Government.

1.5. SECURITY REQUIREMENTS

1.5.1. Hospital Identification Badges. A hospital identification badge is required for every employee in performance of the awarded contract. Facility Management will furnish hospital identification badges. Contractor personnel are required to prominently display identification badges on their outermost garment while visiting or performing work in any facility under this contract. Badges shall not be altered, defaced or covered with stickers.

1.5.2. Base Identification Badges. During performance of the contract, the contractor shall be responsible for obtaining required base identification badges for all current and newly assigned personnel. It is also the responsibility of the contractor to promptly return the identification badge for any employee who no longer works under this contract to the QAP.

1.5.3. Subject to Search. The contractor shall inform all assigned personnel that they and their personal belongings may be subject to search, at the discretion of the installation commander, when entering or leaving the installation.

1.5.4. Fire Prevention Program. The contractor employees shall comply with Lakenheath Instruction 32-2001, The Fire Prevention Program. A copy of this regulation may be obtained from the CO.

1.6. PHYSICAL SECURITY

1.6.1. Building Security. The contractor shall keep all exterior doors and windows secured during performance of aseptic custodial services after operating hours. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government facilities accessed by the contractor, equipment and materials shall be secured to prevent theft, damage, and unauthorized entry. If contractor personnel find an exterior window or door damaged so that it cannot be secured, the contract manager and QAP shall be notified immediately. If this occurs outside of business hours, contractor personnel shall notify the Emergency Room (ER).

1.6.2. Keys and Door Access Card Control. Keys and cards issued to the contractor by the Government shall be safeguarded according to commercial standards (i.e. key lock box). The contractor shall report the occurrence of a lost key/card to the QAP, no later than one workday after the loss is noted. The contractor shall be liable for all costs incurred as a result of lost or duplicated keys and cards, which may include re-keying multiple locks. Keys and cards issued to the contractor by the U.S. Government shall be returned to the U.S. Government upon request and at the completion/termination of the contract and before final payment will be authorized.

1.7. SAFETY

1.7.1. Safety Standards. The contractor shall comply with safety standards in accordance with the OSHA Standard in accordance with AFI 91-301, Air Force Occupational and Environmental Safety, Fire Protection, and Health (AFOSH) Program (para. 9), or in the event of conflict, whichever law is most stringent. The contractor shall provide a safety plan prior to performance.

1.7.2. Warning Signs. The contractor shall display warning/advisory signs in all areas where services may pose a hazard to medical personnel or patients.

1.7.3. Injuries/Damage. In the case of contractor employee, medical personnel/patient injuries or damage to government assets, the contractor will promptly inform QAP who in turn will inform the 48 MDG Safety Officer.

1.7.4. Disinfectant Detergents. Prior to use, the 48th Medical Group’s Infection Control Committee will approve all disinfecting-detergent. Disinfecting-detergents shall be mixed to the correct dilution ratio according to the manufacturer’s instructions. All containers of cleaning chemicals and similar products shall be clearly marked (preferably with a factory label) to identify contents and all other labels shall be removed or concealed. The contractor shall provide the QAP a copy of the Control of Substances Hazardous Health (COSHH) safety data sheet or Material Safety Data Sheets (MSDS) and risk assessment for each material submitted for use. Samples of solutions may be requested during approval process. The contractor shall maintain a minimal quantity of disinfectants and detergents in the housekeeping supply closets in order to maintain storage requirements per National Fire Protection Agency fire safety standards.

1.8. Alcohol and Drugs. The consumption of and/or being under the influence of alcohol (to include smelling of alcohol) or drugs while on duty is strictly prohibited. At the direction of the CO or CO’s designated representative, contractor personnel found to be or suspected to be under the influence of alcohol or drugs during duty will be immediately removed from duty. The Contractor will be notified and will ensure that all duties are accomplished IAW this PWS.

1.9. RESPONSE TIMES AND SERVICE REQUIREMENTS

1.9.1. Contractor’s Response Time. The on-duty supervisor shall respond within one hour for routine calls and within 15 minutes for emergency calls from the time the notification is given. The contractor shall maintain an efficient system for notifying on-duty contractor personnel of emergency response requests and be responsible for emergency support within the time required. The contractor shall assure QAP are informed of the specific person to notify to initiate the recall procedures. The government will be responsible for calling only the specified person.

1.9.2. Response to Defective Performance. If complaints that have been found by QAP are valid, response by the contractor for re-performance of validated defective service or late performance discovered during the government’s quality assurance surveillance inspections, is required within one hour of notification by the government.

1.9.3. Contingency Services. The contractor will be expected to perform all contracted services by the standards of this PWS throughout declared contingencies, unless base access is restricted.

1.9.4. One-Time Services.

1.9.4.1. As directed by the contracting officer, the contractor will perform one time cleaning after completion of construction or renovation projects. One time cleaning occurs when an area requires more than normal cleaning. The QAP will determine when one time cleaning is needed and notify the contracting officer who will in turn contact the contractor with direction and instructions.

1.9.4.2. QAP will submit a request identifying the location/area to the Contracting Office, which will in-turn schedule a site-visit with the contractor for preparation of a quote. QAP will verify completeness, accuracy, and timely performance of the one-time service upon completion.

1.9.4.3. One time cleaning services will be requested a minimum of two calendar days in advance. Standards for one time cleaning services shall be performed as outlined in Section One of this PWS.

1.10. REQUIRED REPORTS AND SCHEDULES

1.10.1. Cleaning Schedule. The contractor shall provide a detailed cleaning schedule. This schedule shall include the start and completion times for each facility for all services that are to be accomplished in all areas covered in this contract. When an area receives multiple cleanings in a 24-hour period, each cleaning shall be reflected on the schedule. All schedules must be approved by the QAP before implementation. Once the schedule has been approved, any changes that are required shall be submitted to the QAP no later than the fifteenth day of the month for implementation on the first day of the following month.

1.10.2. Quality Control Reports. The contractor shall provide the QAP annual and monthly reports. Subject reports shall identify the performance/cleaning level based on the inspection performed. They shall also include (1) the type of task (machine scrub, etc.) inspected, (2) the day and shift the task was accomplished, (3) the facility number, (4) inspection date/time/result, (5) name of the inspector, (6) action taken if applicable, and (7) any other pertinent information.

1.11. PHASE IN/OUT

1.11.1. Phase In. The contractor shall make all necessary preparations to begin contract performance on contract start date in order to ensure no interruption of services.

1.11.2. Phase Out. In the event the contract options are not exercised or at the end of the contract options, the incumbent contractor is not successful in the re-competition, the contractor shall assist and coordinate with the incoming contractor on all matters/issues in regards to the Aseptic Custodial Contract.

1.12. MULTIFUNCTIONAL TEAM (MFT) MEETINGS. The Contractor POC or designated representative will be required to meet with the CO, Contract Administrator (CA), QAP, and other Government personnel on a quarterly basis. The contractor may request a meeting with the Contracting Officer when the contractor believes such a meeting is necessary. Written minutes of any such meetings shall be recorded in the contract file and signed by the Contractor representative, the CO and CA, and other members of the MFT within ten days of receipt. If the contractor does not concur with any portion of the minutes, such nonoccurrence shall be documented by attached addendum to the minutes. The addendum shall have the same signatures as the original minutes (by position).

1.13. QUALITY ASSURANCE SURVEYS. The government will conduct quality assurance surveillance of contractor performance in accordance with procedures outlined in the Performance Plan (PP). Defective performance noted by the QAP during quality assurance inspections will be immediately brought to the contractor’s attention so that defective services may be re-performed at no additional cost to meet contract standards. The QAP shall inform the contractor immediately of deficient cleaning services, or cleaning services which were not performed, and request immediate re-performance/performance of the service.

1.14. CONTRACTOR HOURS OF OPERATION

1.14.1. Contractor Normal Hours of Operation. Normal duty hours are defined as 0730 to 1630 hours, Monday through Friday.

1.14.2. Dedicated Personnel. The contractor shall perform the services required under this contract as specified below.

1.14.2.1. Employee Response – Hospital. The Contractor shall have at least one employee on duty for the MTF to respond to staff requests for emergency clean up (spillages, floods, etc.) as requested by the QAP/officer on duty. When contract employees are not performing these functions, they shall perform general housekeeping responsibilities with the understanding that the housekeeping staff member will respond within 15 minutes to an emergency request from the QAP.

1.14.2.2. Labor and Delivery Area. One housekeeper per shift will be dedicated to providing 24-hour coverage for the labor and delivery area

1.14.2.3. Surgical Area. The surgical area shall have one dedicated housekeeper whose primary responsibilities are to perform housekeeping services IAW paragraphs 1.15.5.5. through 1.15.5.5.3.7. Monday through Friday, from 0630 until the last surgical case (normally approximately at 1600 hours). After the last surgical case, end of day cleaning will commence.

1.14.3. Schedule Changes. The QAP maintains the right to change cleaning schedule due to contingency or unforeseen events outside of the MTF control (QAP must notify the Contractor at least 24 hours in advance or as early as practical in the event of such change).

1.14.4. Holidays. The Contractor is required to provide service 365 days a year, 24 hours a day. Normal service shall be performed on all British holidays. Service on U.S. holidays shall be limited to the Emergency Room and adjacent corridors, Public Toilets, Medical/Surgical Unit (MSU) and Labor & Delivery In-patient areas, the Dining Hall and Kitchen, and the Surgical Areas if required. No other areas will be serviced.

U.S. Federal Holidays:

*When the holiday is on a Saturday, the proceeding Friday will be the U.S. holiday. When the holiday is on a Sunday, the following Monday will be the U.S. holiday.

1.14.5. British Holidays. Services shall be provided according to the normal schedules.

1.15. DESCRIPTION OF SERVICES. The contractor shall furnish all personnel, supervision, tools, materials, equipment, transportation and other replenishment supplies and services necessary to provide cleaning services for all facilities listed in Appendix II of this Performance Work Statement (PWS). Quality of services shall be consistent with Association for Professionals in Infection Control and Epidemiology (APIC) and Joint Commission (JC) guidelines to ensure that medical treatment facilities (MTFs) commercial standard custodial services are performed at 48th Medical Group, RAF Lakenheath, to include Aerospace Medicine and Dental Clinics at RAF Mildenhall and the Logistics Warehouse at RAF Feltwell, in accordance with this performance work statement (PWS). In accordance with best commercial practice, a micro-fiber cleaning system will be used throughout wherever practical. The (OPM) shall define the contractor’s methods of accomplishment.

1.15.1. Performance Objective. The contractor shall accomplish all custodial tasks to satisfy the minimum cleaning standards stated in this PWS. Note that these are the minimum requirements and the contactor is encouraged to apply innovative techniques and managerial approaches that will yield increased levels of service and greater cleaning efficiencies.

1.15.2. Basic Cleaning Services. This PWS employs a “Total Clean” concept. Upon arrival at an area for cleaning, the contractor will survey the area to determine what tasks must be accomplished to restore it to “total clean” as part of daily scheduled inspection and cleaning. Other than cycle task items, the entire area will be clean when the contractor finishes. Interior windows (including between panes when accessible), walls, floors, door vents, airway louvers, behind radiators, protruding parts of window air conditioners, and any other item or surface that can be touched from the room interior are included. Total Clean includes trash collection, re-supplying consumables dispensers (including soap, air freshener, toilet paper, paper towels, alcohol hand gel and hand lotion), dusting, floor maintenance (wet/damp/dust mopping, vacuuming/wet vacuuming, buffing, stripping and refinishing floors, and carpet maintenance), furniture maintenance, spot cleaning, and cleaning glass, utility fixtures, artificial plants/flowers, drinking fountains, public latrines, entrance platforms, patios, stairwells, government furniture and equipment, blinds, and light fixtures.

1.15.2.1. Remove Trash. All trash receptacles located inside and outside, within the Medical Group campus shall be emptied. The interior and exterior of all trash receptacles must be clean and free of any kind of debris. Soiled or torn plastic trash/ receptacle liners shall be replaced with serviceable proper fitting liners. The trash shall be deposited in the nearest designated storage area for collection and/or deposited in the dumpster/skips. Cleaned trash receptacles shall be returned to their designated location.

1.15.2.2. Regulated Medical Waste Handling.

1.15.2.2.1. MTF personnel will place all regulated medical waste into appropriate containers/bins. Regulated medical waste shall be collected and removed by HAMS contractor personnel in a transport cart separate from general refuse and will be delivered to a designated locked storage area. The waste is transported in the bins provided by the medical waste disposal contractor twice per week. These bins will be thoroughly cleaned with a pressure washer and ICC-approved solution prior to entering the facility. Waste will be stored in this area until picked up by a licensed contractor. HAMS Contractor personnel must wear appropriate PPE during any handling of waste. Contractor personnel shall also transport regulated medical waste from outlying MTF buildings (RAF Mildenhall Dental Clinic and Flight Medicine Clinic) and the Veterinary Clinic, Building 80, at RAF Feltwell. Note: Regulated medical waste will be collected from Building 80 bi-weekly. No other services are provided for Building 80 under this PWS.

1.15.2.2.2. All waste receptacles/containers and holding areas shall be disinfected daily and as required. Cleaning of the medical waste storage areas will be accomplished using an ICC -approved germicidal detergent to ensure floors, walls and ceilings are clean. Waste holding areas will be kept secure.

1.15.2.2.3. HAMS contractor personnel will collect regulated medical waste in containers that are rigid, leak-resistant, and impervious to moisture (containers to be supplied by the waste disposal contractor). Containers/bags shall be sealed to prevent leakage and handled in a manner that will prevent bursting or tearing during transport. Sharps containers shall be placed in similar containers. Liquid containers shall be placed in leak-resistant and tightly sealed packages. The exterior of all containers used shall display the biohazard symbol. Bags and exterior containers shall be marked in accordance with UK and European guidelines.

1.15.2.2.4. Clean Glass/Mirrors/Doors. Clean all interior glass, along with adjacent trim, including doors, interior wall windows, partitions, walls, display cases (exterior only), directory boards, and exterior of entrance doors. Where double glazing allows access to the interior surfaces, these are included. After glass/mirror cleaning, there shall be no traces of film/streaks, dirt, smudges, water, or other foreign matter.

1.15.2.2.5. Surfaces. The contractor shall clean all surfaces to include; non-invasive medical equipment, all furniture including but not limited to: bedside tables, desks, conference tables,, chairs, televisions, fans (outer surfaces), table lamps, wall-mounted lamps and medical equipment, computer equipment, cable runs, windowsills, window blinds, window screens, ledges, handrails, wall-mounted items etc. At no time will contractor personnel move books/paper/records or personal effects to clean under them. With the exception of wall-mounted items, dusting of medical staff personal effects is not required. Upon completion of task, services shall be free of dust, lint, smudges and any foreign matter. Medical equipment attached to a patient will not be touched by contractor personnel. All horizontal and vertical surfaces from floor to ceiling, unless expressly exempted, shall be dusted to present a clean appearance.

1.15.2.2.6. Floors.

1.15.2.2.6.1. Any surface not bearing carpets shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and/or spray buffed as applicable to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, other stains and discoloration, and other foreign matter. Baseboards, corners, wall/floor edges and under entrance mats shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved or tilted to maintain floors underneath these items. All moved items shall be returned to their original and proper position. At no time will the floor be overly wet. Cleaning of floors shall be performed in a way that prevents medical staff and patients from crossing wet floors. The contractor shall ensure that wet floor signs are posted and visible at all times floors are wet. When a wash/vacuum machine is used in corridors, waiting rooms and entrances special precautions shall be taken to prevent any hazards to patients or medical staff. Upon completion of task, floors and baseboards shall be free of dirt, trash, scuff marks and foreign matter and shall have a uniform, shiny appearance.

1.15.2.2.6.2. Carpet Maintenance. Carpet maintenance shall be carried out as part of “total clean”. However, the contractor shall develop a schedule for cleaning to include all carpeted areas at least once a year. Full cleanings that are carried out as part of “total clean” shall count towards the annual requirement.

1.15.2.2.6.2.1. Vacuuming. Vacuuming should be done in such a manner that no dust is raised and is done with mechanical vacuum equipment on carpeted areas. All tears and raveling shall be brought to the attention of the QAP on the day they are noticed. Floors shall be free of dirt, dust, film, stains, and debris after completion of task.

1.15.2.2.6.2.2. Disinfectant Application. Disinfectant shall be applied when required by the ICC, such as when bodily fluids have spilled on the floor.

1.15.2.2.6.2.3. Deep Soil Extraction. Shampooing is accomplished with a deep extraction machine. Carpet shall be free of all types of soil, stains and loose carpet fibers.

1.15.2.2.6.3. Walk-Off Mats and Runners (Contractor Supplied – See Room Listing). These are nonpermanent, carpet-faced, 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. Soil and moisture shall be removed from the area underneath mats and runners before they are returned to their normal location. They shall be made of material or treated with a chemical, which is dust and dirt attracting, must lay flat; and cover entry/exit points and heavy traffic areas in the buildings shown in the room listing. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter.

1.15.2.2.7. Stairways and Elevators.

1.15.2.2.7.1. All stairway surfaces shall be cleaned in accordance with paragraph series 1.15.2.2.6., as appropriate for floor covering. Grease, soil, and grime shall be removed from stair guards, handrails and baseboards. Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide or maintain a clean, uniform appearance.

1.15.2.2.7.2. Elevator interior surfaces, including all light fixtures, ventilator slots, emergency phone boxes and floor door guide tracks of passenger and service elevators shall be cleaned as often as necessary to maintain them in a polished and presentable appearance. Other than spot cleaning, elevators will be cleaned after normal duty hours. Only one car is to be out of service for cleaning at a time, and it shall be cleaned at the lowest floor level only.

1.15.2.2.8. Ceiling/Light Cleaning. The contractor shall ensure all light fixture covers and ceiling mounted light fixtures are clean and free of insects. In case the light fixture needs to be removed so that cleaning can be performed then the contractor must ensure that it is reinstalled in the original location once the task is completed. The contractor shall also clean all tiles or surfaces around the air vents. Upon completion, the area should be free from dust, cobwebs/spider webs and other debris.

1.15.2.2.9. General Spot Cleaning. Spot cleaning shall be performed on a continual basis, and immediately upon identification of a discrepancy to the identified standards. Spot cleaning includes but is not limited to removing or cleaning smudges of fingerprints, marks, streaks, spills, etc. from washable surfaces including, but not limited to walls, partitions, vents, grillwork, doors, door guards, door handles, push-bars, kick-plates, light switches, climate controls, fixtures, carpets, and hard floors. After spot cleaning is performed, the item shall have a clean uniform appearance, free of streaks, spots and other evidence of soil. Gum, tape/sticker residue or any other sticky substance on floors, furniture or any other surface shall also be removed. Carpet spot-cleaning shall be done in accordance with manufacturer’s recommendations or standard commercial practices. When the stain will not lift under any circumstances, the QAP will be notified in writing.

1.15.3. Basic Restrooms/Locker Rooms Cleaning Services.

1.15.3.1. Clean and Disinfect. Completely clean and disinfect, with an ICC-approved solution, all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, doors, shower curtains, walls, toilet brushes, toilet brush holders, and other such surfaces, in accordance with the OPM. Clean all types of furniture to include chairs, benches, tables and any other furniture-like items placed in restroom. Disinfect all surfaces of partitions surrounding urinals, toilets, sinks, stalls, stall walls, entry doors, including floors, handles, kick plates, ventilation grates, metal guards, tile walls, and wall areas adjacent to wall mounted lavatories, urinals, and toilets. Disinfection will be done with an ICC-approved solution. After cleaning, surfaces will be free of deposits, dirt, streaks, mold, mildew and unpleasant odors. Where indicated on the room listing (reference Appendix IIa), provide and service feminine hygiene disposal units, nappy disposal units, toilet seat sanitizers and air fresheners (Note: some air fresheners are in areas other than restrooms/locker rooms).

1.15.3.2. De-scale Shower, Toilet Bowls and Urinals. De-scaling shall be performed to keep all areas free of scale, soap films, mold, mildew and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, mold, mildew, bodily waste deposits, rust stains, etc.

1.15.3.3. Clean/Disinfect Showers. The contractor shall scour and disinfect shower with an ICC-approved solution to include walls, shower curtains/rod, door, pipes, fixtures, benches and floor mats. Any benches within the showering area shall be cleaned. Upon completion of the task, the surfaces shall be free of scale, mildew, calcium deposits, water spots, streaks, smudges, soap residue and any foreign matter.

1.15.3.4. Clean Sinks, Drinking Water Fountains, and Ice Machines. Clean and disinfect with an ICC-approved disinfectant all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains and ice machines. Sinks, ice machines, and drinking water fountains shall be free of residue, deposits, watermarks, streaks, stains, spots, smudges, scale, and other soil and foreign matter.

1.15.3.5. Re-Supply Restroom Supplies/Clean Dispensers. Contractor shall ensure restrooms are stocked sufficiently with contractor-supplied consumables (listed in Appendix VIII) such as soap, toilet paper, paper towels, air deodorizers, baby changing stations with appropriate items. Supplies shall be stored in designated cleaning cupboards. All restrooms shall contain soap, toilet paper, paper towels, toilet brush/holder and air deodorizer. Government supplied dispensers – soap, hand-gel, hand-lotion, toilet paper and paper towel – will not be replaced by the contractor without the written approval of Facility Management and in any case will be at no cost to the government. Upon completion of re-stock, all dispensers, including internal surfaces, will be free of soap, streaks, dust and build-up.

1.15.4. Basic Semi-Annual Cleaning Services.

1.15.4.1. Privacy/Cubicle Curtains. The contractor shall remove privacy curtains and replace them with clean ones on a semi-annual basis. Visibly soiled curtains shall be replaced as necessary. Curtains shall be tagged showing the date of change.

1.15.4.2. Exterior light fixture covers will be removed and the fixture and cover thoroughly cleaned. After cleaning is completed cover will be put back in place.

1.15.5. Cleaning Requirements by Area and Frequency Indicated in Appendix III (Reference maps in Appendix II)

1.15.5.1. Zone 1 (General/administrative Areas). The contractor shall perform all basic cleaning services as outlined in paragraphs 1.15.2 through 1.15.4.

1.15.5.2. Zone 2 (Patient Care and Ambulatory Care Areas). The contractor shall perform all basic cleaning services as outlined in paragraphs 1.15.2 through 1.15.4.

1.15.5.3. Zone 3 (Kitchen and Dining Room). The contractor shall perform all basic cleaning services as outlined in paragraphs 1.15.2 through 1.15.4. In addition, the contractor shall damp sweep and mop the kitchen floor, vacuum the dining room, wipe down the dining room tables and chairs, and empty trash three times a day, following every meal. Cleaning shall begin within one hour of each completed meal.

1.15.5.4. Zone 4 & 5 (Public Toilets – as indicated on the Room Listing). The contractor shall perform all basic restroom cleaning services as outlined in paragraph 1.15.3.

1.15.5.5. Zone 6 (Labor/Delivery/Operating Room, Endoscopy Room and Associated Areas). The contractor shall perform all basic cleaning services outlined in paragraphs 1.15.2 through 1.15.4. in the corridor area of the operating room to include the hallway that is located behind the operating room and in the Endoscopy room. In addition, the contractor must use an ICC approved disinfectant.

1.15.5.5.1. Daily Cleaning Requirements. In addition to the coverage requirements stated above, one person shall be dedicated to the Surgery Unit between 0630 and 1530 hours, Monday to Friday.

1.15.5.5.1.1. Pre-Cleaning. Pre-cleaning shall be performed prior to start of day/use of the area. By 0630 hours all operating rooms shall be cleaned as follows: The floor and all horizontal surfaces will be disinfected. Horizontal surfaces include, but are not limited to: back table, ring stands, mayo stand, prep stand, IV poles, horizontal surfaces of anesthesia machines, overhead lights, kick buckets, and Operating Room bed.

1.15.5.5.1.2. Between Surgical Procedure Cleaning: The following surgical, labor, and delivery room clean up tasks shall be performed at the end of each scheduled or unscheduled case and each morning:

1.15.5.5.1.2.1. Between surgical procedures the following surfaces will be disinfected: back table, ring stands, Mayo stand, prep-stand, IV poles, overhead lights, kick buckets, horizontal surfaces of the anesthesia machine, operating room bed, and stretchers.

1.15.5.5.1.2.2. Replace all linen on beds and transport stretchers, clean operating room beds and transport stretchers with ICC-approved solution, place dirty linens in designated linen bags and place linen bags in designated collection point. Replace linen bag in hamper.

1.15.5.5.1.2.3. Disinfect floors by either wet vacuuming or damp mopping.

1.15.5.5.1.2.4. Replace plastic liners in kick buckets and trash hamper.

1.15.5.5.1.2.5. Spot clean walls and doors.

1.15.5.5.1.2.6. Empty all trash to include regulated medical waste.

1.15.5.5.1.3. End of Day Cleaning: In addition to the tasks required above, Contractor shall accomplish the following tasks after the last surgery or labor/delivery room clean up required at the end of the normal hospital duty hours for the area.

1.15.5.5.1.3.1. Disinfect faceplates of all vents, and doors of cabinets and operating theaters using fresh ICC-approved solution.

1.15.5.5.1.3.2. Clean scrub sinks.

1.15.5.5.1.3.3. The floors and horizontal surfaces in the hallway and sub-sterile rooms behind the red line shall be disinfected using ICC-approved solution.

1.15.5.5.1.3.4. Clean all walls.

1.15.5.5.1.3.5. Clean all window glass and mirrors.

1.15.5.5.2. Emergency Cases After Normal Duty Hours. If there are emergency cases after normal duty hours, the Contractor shall perform “Between Surgical Procedure Cleaning” when necessary and “End of Day Cleaning” IAW paragraphs 1.15.5.5.1.2. and 1.15.5.5.1.3.

1.15.5.5.3. Recovery Room (M-F 0800-1630 and as needed after hours). Recovery room finishes approximately one hour after the Surgical Suite closes. Cleaning will be accomplished after the last patient of the day vacates the room.

1.15.5.5.3.1. Empty all trash bins/medical waste bins and replace liners at end of day.

1.15.5.5.3.2. Disinfect all horizontal surfaces with ICC-approved solution. Include operating room beds, transport stretchers, window sills, tape dispenser, tops of electrical sockets, oxygen and suction fixtures, tops…