FA5587-16-R-0004 _Hospital_Aseptic_Custodial_Services_-_PERFORMANCE_WORK_STATEMENT_-_DRAFT__12_FEB_16.pdf

PERFORMANCE

WORK

STATEMENT

for

AIR FORCE HOSPITAL ASEPTIC MANAGEMENT

SYSTEMS (HAMS) SERVICES

AT

RAF LAKENHEATH, UNITED KINGDOM

12 February 2016

Table of Contents

Section Number and Title

Page Number

1.0 Description of Services

2.0 Performance Requirements Summary/Service Summary

3.0 Government Furnished Property and Services

4.0 Contractor-Furnished Equipment and Supplies

5.0 General Information

6.0 Specific Tasks

7.0 Definitions

8.0 Appendices

Appendix A, Standards

Appendix B, Worksheets

Appendix C, Maps/Blueprints

Appendix D, Required Reports/Forms

Contract Bid Schedule

1. Description of Services

1.1 BACKGROUND: The purpose of this effort is to acquire non personal healthcare services to provide medical aseptic housekeeping services and to provide and distribute let linen/clothing to implement the United States Air Force, Hospital Aseptic Management

System (HAMS) at United States Air Force Medical Treatment Facilities (MTF), 48th

Medical Group (48 MDG), Royal Air Force (RAF) Lakenheath, United Kingdom to include Aerospace Medicine and Dental Clinics at RAF Mildenhall and the Logistics

Warehouse and Veterinary Clinic at RAF Feltwell. Services performed under this

Performance Work Statement (PWS) shall comply with established standards, Air Force directives, and British Standards. Compliance with all standards and directives will be evaluated during the quality assurance and inspection process as outlined in AFI 63-138, Services Acquisition.

1.2 SCOPE: The contractor shall furnish all personnel, supervision, tools, materials, equipment, transportation and other replenishment supplies and services necessary to provide cleaning services, healthcare waste disposal services, and management of linen service for all facilities listed in Attachment C of this PWS. Standard of services shall be consistent with Association for Professionals in Infection Control and Epidemiology

(APIC) and The Joint Commission (TJC) guidelines to ensure the MTF’s 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 and Veterinary Clinic at RAF Feltwell, in accordance with this PWS. The

Operational Procedures Manual (OPM) shall define the contractor’s methods of accomplishment. As medical operations include a wide range of services from inpatient to outpatient care, the HAMS program is designed to accommodate differing work hours (7-days or 5-days a week) and differing drivers for cleaning (case driven, non-case driven, patient check-out, etc.). Further, HAMS requires the use of an Infection Control Council

(ICC) approved disinfectant solution to destroy surface borne pathogens and keep them from spreading throughout the MTF.

1.2.1 REGULATED HEALTHCARE WASTE DISPOSAL SERVICES

1.2.1.1 Healthcare Waste Handling

Contractor shall collect all waste, clean and reline waste receptacles and ensure that all bags are properly labeled. Contractor shall also ensure that all sharps containers are properly labeled by medical staff prior to removal from the clinic. If the proper documentation is not available, notify the noncommissioned officer in charge of that section. Contractor shall immediately inform the Facility Management Office of any situation that cannot be resolved satisfactorily. Contractor shall develop an internal training program on the proper operational procedures for handling all waste, and document training. Contractor shall also provide for transportation and destruction of all

Regulated Medical Waste (RMW), to include packaging and certifying for transport, according to European and UK regulations.

1.2.1.2 Healthcare Waste Incineration/Disposal Services

1.2.1.2.1 Healthcare waste incineration/disposal services shall include removal and disposal of bio-hazardous waste, offensive waste, sharps containers, anatomical waste, cytotoxic and cytostatic medicines, and non-hazardous pharmaceuticals. Waste classifications according to the European Waste Code (EWC) are shown in the table below.

Waste from Human Healthcare

UN PSN EWC Description Note

N/A N/A 180101/180109 Sharps (except 18 01 03), with residue medicines.

N/A N/A 180102

Body parts and organs including blood bags and blood preserves (except 18 01 03), skin, organs, etc.

Requires certificate of physician or lab specialist that this is not infectious

Pathology Lab

Waste, Infectious substance affecting humans

180103

Wastes whose collection and disposal is subject to special requirements in order to prevent infection.

Category A only - very rare in the 48 th

MDG. In the event of such a diagnosis, a copy, signed by a qualified clinician, will be provided prior to shipment.

Waste, Infectious substance affecting animals

180103

Clinical Waste, unspecified, N.O.S.;

or (Bio) Medical

Waste N.O.S.; or

Regulated medical waste, N.O.S.

180103

Lab waste and "infectious cases" only.

N/A N/A 180104

Wastes whose collection and disposal is not subject to special requirements in order to prevent infection (for example dressings, plaster casts, linen, disposable clothing, diapers)

Requires certificate of physician or lab specialist that this is not infectious offensive waste. Bins in all exam, treatment, procedure rooms except where there's as suspected or confirmed infectious case.

18513

24832

Chemical 180108

Cytotoxic and cytostatic medicines.

N/A N/A 180109

Medicines other than those mentioned in 180108.

In addition to medicines

(residues) in sharps containers, this also covers destroyed items.

Mercury Compound

Solid, N.O.S.

180110

Amalgam waste from dental care.

Dental

Waste from Animal Healthcare

UN PSN EWC

Description Note

N/A N/A 180201/180208 Sharps (except 180203), with residue medicines.

Waste, Infectious substance affecting animals

180202

Wastes whose collection and disposal is subject to special requirements in order to prevent infection; waste from research, diagnosis, treatment or prevention of disease involving animals.

Category A only - very rare in the 48th MDG. In the event of such a diagnosis, a copy, signed by a qualified clinician, will be provided prior to shipment.

N/A N/A 180203

Wastes whose collection and disposal is not subject to special requirements in order to prevent infection (for example disinfected wastes, plaster casts, linen, one way articles)

Requires certificate of physician or lab specialist this is not infectious

Offensive waste. Bins in all exam, treatment, procedure rooms except where there's a suspected or confirmed infectious case.

N/A N/A 180208 Medicines other than 180207

1.2.2 ASEPTIC CLEANING SERVICES

1.2.2.1 All rooms/areas shall be pre-inspected and receive necessary cleaning, protection, and beautification in accordance with the individual Contractor's written procedures OPM which shall specify the proper solutions, and mixtures appropriate to the intended use for room/area location within the MTF. This PWS employs a “Total Clean” concept.

Upon arrival at an area for cleaning, the contractor shall survey the area to determine which 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 shall 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/ceiling/wall air conditioners, and any other item or surface that can be touched from the room interior are included. Total clean further 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, wheelchairs, artificial plants, drinking fountains, public latrines, entrance platforms, patios, stairwells, government furniture and equipment, blinds, and light fixtures. Respiratory stations shall be resupplied as needed to include alcohol hand gel, facial tissues and masks.

1.2.3 LINEN AND CLOTHING LEASE SERVICES

1.2.3.1 The contractor shall provide linen and clothing in accordance with the quantities in table in Appendix B. Articles shall comply with all certification or labeling requirements arising from United Kingdom (UK) or European (EU) health regulations.

Linen and clothing shall be cleaned in accordance with the Association for

Professionals in Infection Control and Epidemiology (APIC) standards of quality of cleanliness, finish and appearance, which is an internationally recognized standard.

Articles shall be free from bacteria and other microorganisms, including pathogens or disease-producing organisms. All contractor linen/clothing cleaning facilities must be in compliance with UK and EU environmental requirements. All items must be clean, dry and free of lint, odor, spots, or excessive wrinkles.

2. Service Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance

Objective/Statements

PWS Paragraph

Reference

Performance Thresholds/AQLs

SS# 1 Cleaning

Services. (Low Risk

Zone 1)

6.3.1 thru 6.9

Not to exceed two (2) defects per month.

SS# 2 Cleaning

Services. (Medium

Risk Zones 2, 2A, 3, 4

& 5)

6.3.1 thru 6.16

Not to exceed two (2) defects per month.

SS# 3 Cleaning

Services. (Very High

Risk Zones 6, and 6A

& 9)

6.3.1 thru 6.24.5

Zero occurrences of non-performance or defects per month.

SS#4 Cleaning

Services. (High Risk

Zones 7, 8, 10 & 11)

6.3.1 thru 6.24.5 Not to exceed two (2) defects per month.

SS# 5 Exterior

Cleaning Services

(Low Risk Zone 12) 6.25

Not to exceed two (2) defects per month.

SS# 6 Cycle Tasks 6.3.1 thru 6.9 Not to exceed one defect per six month period.

SS# 7 Contract

Manager Availability

5.10.2.1 No defects.

SS#8 Healthcare

Waste documentation

Deliverables:

Consignment Order

1.2.1.1 Not to exceed one defect per 3 months

SS#9 Healthcare

Waste Coding

Deliverables:

Consignment Order

1.2.1.1 Not to exceed two defects per month

SS#10 Operations procedures manual and

Quality Control Plan

5.8 0 defects

SS#11 Monthly

Quality Control Report

Deliverables:

QA Report

5.8.2.1 Not to exceed one defect per 3 months

SS#12 Linen Par

Levels

Deliverables:

Linen Delivery Report

6.33 Not to exceed two defects per month.

SS#13 Staff

Immunizations

Deliverable:

Staff Immunization

Records

5.2.4 Not to exceed one staff member per 30

days

3.1 Government Furnished Property and Services - There will be no Government

Furnished Property or Services for this requirement.

3.1.2 Office and Storage Space. For storage purposes, space will be made available.

The contractor shall be responsible for maintaining order of these rooms. Space will not normally be made available for storing more than one week’s worth of supplies. Locations of spaces to be occupied by the contractor will be shown on the room listing. Government will provide office spaces, generally consisting of two desks, three black office chairs, one 4-drawer file, four 2-drawer files, and one 5-drawer file for contractor use. Additionally, there are seven 5-shelf stainless steel storage units located in the linen room and metal storage units with doors located in supply room.

3.1.3 Housekeeping Cupboards. The government will provide housekeeping cupboards when available within facilities requiring custodial services. It is the contractor's responsibility to maintain these areas to the same standards as the

PWS directs for other areas in the building. Not all facilities have a housekeeper's cupboard, and in some cases they’re shared with the unit’s “soiled utility” or other function. If no housekeeper’s cupboard is provided, contractor will be required to carry all supplies and equipment each time service is required. Some housekeeper’s cupboards are small. Contractor must take this into account when providing carts as in most cases, alternative arrangements cannot be made.

3.1.4 Linen Storage. Government will provide space for staging and storage of both clean and soiled linen at a designated location within the MTF. The Government will also provide space in using activities for normal linen distribution.

3.1.4.1 Linen carts will be available for delivery and pick up of daily linen.

3.1.5 Utilities. Water, electricity, and on site general refuse collection shall be provided by the government as necessary in performance of this contract.

3.1.6 Local landline telephone and pager service and two telephones. The

Government may, at its discretion, provide landline phone and/or pager equipment and services for official use under the contract.

3.1.7 Hospital Identification Badges/Door Swipe Cards. Badges shall be issued to the contractor for use during performance of this contract. Badges will be issued to employees upon presentation of an authorization letter from the HM or AH prior to employees beginning work and will be signed for by the individuals. All badges shall be returned to the government before final payment is approved.

3.1.8 Keys, Key Lock Box. To be signed for on detailed receipt at commencement of contract.

3.1.9 Refuse collection from dumpsters and skips located on site are available for contractor use.

3.1.10 Government-Furnished Consumables. The Government will provide the following consumables. The contractor shall contact the COR to submit a request for new or replacement consumables used as part of its normal contract work.

3.1.10.1 Hygienic

Alcohol Hand Rub, Professional Skin Conditioner and facial tissues.

Refills for existing dispensers will be provided. The quantity required will be determined by the Contractor and submitted to the Government for issuance.

4 Contractor-Furnished Property and Services

4.1 The contractor shall furnish and maintain all equipment and cleaning supplies and consumable supplies to include toilet paper, paper towels, hand soap, plastic bags, healthcare waste disposal bags, alginate infected laundry bag liners, air freshener, toilet seat sanitizer, sanitary towel disposal bins, and nappy disposal bins, other than that specified as government-furnished, necessary to perform all services required by the contract. The contractor shall become familiar with the specifics involved in providing the correct size and quantity of these supplies such as soap and cleaner dispenser types, and trash can size.

4.2 Supplies and equipment shall meet the specifications below and comply with British law.

4.2.2 Cleaning Solutions: All chemicals used within the MTF must be approved by the ICC prior to use.

2016 Approved Chemicals for Housekeeping Staff

Personal Protective Attire will be worn in handling any product per the manufacturer’s recommendations; see Material Safety Data Sheet (MSDS) for product information.

BRAND NAMES USES

Air Freshener -Aerofresh

-Sensaire

-Used in toilets/water closets throughout hospital

Carpet Cleaning -Ecolab - Sapur B

-Ecolab - Spot & Stain

Dishwashing Detergent -Ecolab - Assert Lemon

-Dawn®

-Palmolive®

-Cleaning of personal cups/dishes

Disinfectants -Cavicide®

-Clorox Healthcare® Bleach Germicidal

Cleaner

-Disinfectant, decontaminant cleaner used in ORs, waiting areas and patient rooms

-Disinfectant with bleach used to clean

C.diff rooms

Fabric Washing Liquid -Ecolab - Ecobrite Super Silex -Washing mops and cloths

Floors -Ecolab - Bendurol Forte

-Ecolab - Tuklar Maxx Emulsion

-Ecolab - Indur Top

-Ecolab - Kristalin Bio

-Stripping floors

-Floor Polish

-Floor cleaner and maintainer

-Ecolab - Indur Brilliant Plus

-Ecolab - Magic Maxx

-Ecolab - Isa Star

General Purpose Cleaner -Ecolab - Brial Top

-Ecolab - Diesen Maxx

-Ecolab - Pep Active

-All purpose cleaner used to clean floors, sinks, and work surfaces

Hand Hygiene -Purell®

-Soft Care Fresh H1

-Alcohol based hand sanitizer

-General Hand Soap

Hazardous Spill Kits -Haz-Tab Granules

-NQ 64 Granuales

-Disinfection and absorption of blood and blood stained body fluids

Limescale Remover -Into Top -Remove calcium deposits

Phenolic -Actichlor Plus®

-Beaucoup®

-substitute: must be approved through ICC

-Environmental disinfectant to be used on inanimate objects only

**DO NOT USE IN NEWBORN

NURSERY, CRIBS OR ISOLETTES**

Toilet Cleaner -Ecolab - Into WC

Toilet Seat Sanitizer -Safeseat -Surface Sanitizer for toilet seats

4.2.3 Supplies and equipment need to be submitted for approval. Product literature

(includes Safety Data Sheet (SDS) shall be submitted to the COR for review and approval by the ICC and Facility Manager prior to being used. Samples may be requested.

4.2.4 The contractor's equipment shall be compatible with existing sources of government furnished electrical power.

4.2.5 Extension cords not approved and non-compliant with British law are prohibited.

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

4.2.7 Commercial Washer and Dryer for cleaning mops and cloths. Utilities are available for connection.

4.2.8 All contractor-furnished electrically powered equipment shall undergo an annual

Portable Appliance Test. A “pass” label must be affixed to each item upon successful completion of the test. Equipment may be rejected for use in the facility if considered unsafe or a fire hazard by biomedical maintenance or facility management.

5 General Information

5.1 Hours of Operation. The contractor shall perform the services required under this contract during the following hours:

5.1.2 Normal MTF Hours. Base hours of operation are 0730 to 1630 hours, Monday through Friday. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

5.1.3 Surgical Area. The surgical area shall have one dedicated housekeeper whose primary responsibilities are to perform housekeeping services IAW paragraph.

1.3.2.6 through 1.3.2.8.1.5. Monday through Friday, from 0630 until the last surgical case (approximately 1600 hours). After the last surgical case, end of day cleaning will commence.

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

5.1.5 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 COR/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 COR.

5.1.6 Schedule Changes. The COR maintains the right to change the cleaning schedule due to contingency or unforeseen events outside of the MTF control

(COR must notify the Contractor at least 24 hours in advance or as early as practical in the event of such change).

5.1.7 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. Federal Holidays , U.S. Federal Holiday Observant days shall be limited to the Emergency Room and adjacent corridors and waiting areas, 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 normally be serviced.

5.1.7.1 Federal Holidays. The contractor will not be required to work the following

United States federal holidays, New Years’ Day, Martin Luther King’s

Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

5.1.8 Performance of Services during Crises

5.1.8.1 During extreme emergency management incidents, it may be necessary for the MTF personnel to give contractor employees specific instructions on cleaning procedures appropriate to address an emergency situation.

5.1.8.2 The contractor may be required to support MTF emergency management actual incidents and exercises. The contractor shall provide the COR with telephone numbers to notify the HM of an MTF emergency management incident.

5.2 Contractor Personnel

5.2.2 REQUIRED POSITIONS.

5.2.2.1 Housekeeper Manager (HM): Supervises custodial supervisors and staff who are responsible for maintaining a clean and sanitary hospital environment. Assists in the development of departmental budgets.

Implements safety standards and develops procedures to ensure compliance.

Reviews, develops, and/or modifies work plans, methods, and procedures, determines work priorities, and develops work schedules to provide adequate staff coverage. Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation. Assigns and distributes work, reviews work for accuracy and completeness, and returns assignments with recommendations for proper completion. Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and promotes teamwork. Encourages regular communication and informs staff of relevant business issues and their impact on the organization. Develops the performance enhancement plan, documents performance, provides performance feedback, formally evaluates the work of the employee, and provides reward and recognition for proper and efficient performance. Develops and implements training and development plans and opportunities for subordinate staff.

5.2.2.1.1 Serve as the onsite manager.

5.2.2.1.2 Supervise, train, and maintain employees and contract records to ensure compliance with all provisions of this contract.

5.2.2.1.3 Be assigned as a full time duty residence (during the normal working hours of the MTF administrative staff) as the onsite manager representative (of the contractor) at the MTF.

5.2.2.1.4 Be available onsite during the hours 0730 – 1630, Monday through

Friday.

5.2.2.1.5 When the HM shall miss a normal eight hour shift, the COR shall be notified orally and advised of who shall be the stand-in representative during this absence.

5.2.2.1.6 When the HM 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 COR shall be notified in writing and advised of who shall be the stand-in representative during this absence.

5.2.2.1.7 If the HM shall 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 replacement HM during the absence. The COR shall be notified in advance, in writing, of this substitution. Corporate Office operational management personnel with previous HM experience may be used temporarily to stand in while the HM is absent.

5.2.2.1.8 Should the HM be terminated, resign voluntarily, retire, or have an extended authorized absence, temporary replacement, with

Corporate Office operational management personnel with previous

HM experience may be used temporarily to stand in until a new, fully qualified HM is provided. An AHM cannot stand in more than six weeks before a new, fully qualified HM is provided onsite.

5.2.2.1.9 Have the ability to adapt standards for environmental sanitation to the needs and requirements of a hospital.

5.2.2.1.10 Have the ability to supervise hospital housekeeping labor force and intermediate supervisors.

5.2.2.1.11 Attend meetings as required, and shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

5.2.2.1.12 Have excellent interpersonal skills and be able to communicate clearly, both orally and in writing, in English.

5.2.2.1.13 Provide personnel who meet the requirements of this PWS without further training, except for familiarization of policies and procedures governing Air Force, Air Force Medical Support Agency (AFMSA), and MTF when employed.

5.2.2.1.14 Ensure the proficiency of the contractor employee is maintained throughout the period of performance.

5.2.2.1.15 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 persons seeks and receives approval in accordance with MTF directives and publications referenced in

Appendix A. The contractor shall not hire military individuals who are assigned to the MTF.

5.2.2.2 Assistant Housekeeper Manager (AHM): Assists with helping the

Housekeeper manager. Reviews, develops, and/or modifies work plans, methods, and procedures, determines work priorities, and develops work schedules to provide adequate staff coverage. Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation. Assigns and distributes work, reviews work for accuracy and completeness, and returns assignments with recommendations for proper completion. Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and promotes teamwork.

Encourages regular communication and informs staff of relevant business issues and their impact on the organization. Develops the performance enhancement plan, documents performance, provides performance feedback, formally evaluates the work of the employee, and provides reward and recognition for proper and efficient performance.

5.2.2.2.1 Serve as the onsite manager during absence of the HM

5.2.2.2.2 Supervise, train, and maintain employees and contract records to ensure compliance with all provisions of this contract during absence of the

HM.

5.2.2.2.3 Be assigned as a full time duty residence (during the normal working hours of the MTF administrative staff) as the onsite manager representative (of the contractor) at the MTF during absence of the

HM

5.2.2.2.4 Be available onsite during the hours 0730 – 1630, Monday through

Friday, during absence of the HM.

5.2.2.2.5 Have the ability to adapt standards for environmental sanitation to the needs and requirements of a hospital during absence of the HM.

5.2.2.2.6 Have the ability to supervise hospital housekeeping labor force and intermediate supervisors during absence of the HM.

5.2.2.2.7 Be responsible for departmental procedures, supervision, scheduling, work assignment training, hiring/firing, and quality assurance and overall contract performance during absence of the HM.

5.2.2.2.8 Have excellent interpersonal skills and be able to communicate clearly, both orally and in writing, in English.

5.2.2.2.9 Provide personnel who meet the requirements of this PWS without further training, except for familiarization of policies and procedures governing Air Force, Air Force Medical Support Agency (AFMSA), and MTF when employed.

5.2.2.2.10 Ensure the proficiency of the contractor employee is maintained throughout the period of performance.

5.2.2.2.11 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 persons seeks and receives approval in accordance with MTF directives and publications referenced in

Appendix A. The contractor shall not hire military individuals who are assigned to the MTF.

5.2.2.3 Shift Leader: Each shift shall have a shift leader. The shift leader shall represent the Contractor in the absence of the HM and AHM 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 COR within 20 calendars days after task order award.

5.2.2.4 Personnel Roster: The contractor shall have a written personnel roster that shall be maintained current that includes as a minimum name and job assignment. The COR shall be furnished the original roster prior to the start of performance under the contract and any time changes are required.

Employees not listed shall not be allowed to work in the MTF.

5.2.2.5 Uniforms and Clothing:

5.2.2.5.1 All employees (except the HM, the AHM, administrative personnel, and/or personnel assigned full time in critical care areas) shall wear contractor-provided standard uniforms that shall be neat and clean and clearly distinguishable from all United States (US) military uniforms.

The uniforms shall be worn as designed by the manufacturer. Where required the contractor shall furnish their employees with safety (steel toe) footwear. Open toed shoes/sandals are not allowed. All personnel shall display contractor-provided legible identification of the employee's and company's names on their uniforms. Badges are acceptable.

5.2.2.5.2 All personnel shall also be required to wear (when on duty) any and all identification badges required and provided by the Government.

5.2.2.5.2.1 All contractor/subcontractor personnel shall wear government provided identification badges which distinguish themselves from

Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be discussed solely between Government employees.

Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review.

Electronic mail signature blocks shall identify their company affiliation. Where practicable, contractor/subcontractors occupying collocated space with their Government program customer should identify their work space area with their name and company affiliation or as a minimum place the identifier “Contractor” after their name.

5.2.2.5.3 Jewelry must be kept to a minimum and a “bare below the elbows” policy followed for all staff involved in cleaning.

5.2.2.5.4 Hospital Identification Badges. A hospital identification badge is required for every employee in performance of the awarded contract.

The Government will furnish hospital identification badges. Contractor personnel are required to prominently display identification badges above the waist 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.

5.2.2.5.5 Employee uniforms will be contractor owned and maintained.

5.2.2.5.6 The HM and supervisors shall wear business attire and display the identification badge.

5.2.3 Personal Hygiene: Contractor personnel shall be free of body odor and wear a clean, soil free uniform/clothing free of stains at all times. Fingernails shall be clean and free of dirt. Hair shall present a clean kept appearance. No noticeable perfume or cologne may be worn.

5.2.4 Health Requirements: The contractor is responsible for reporting to the COR and appropriate MTF staff member all information necessary to ensure hospital records can be maintained correctly, and therefore comply with TJC, Occupational Safety and Health Administration (OSHA), National Institute for

Occupational Safety and Health (NIOSH), Centers for Disease Control and

Prevention (CDC), or other accreditation agency employee health records requirements.

5.2.5 The contractor shall be responsible for ensuring that all personnel report to the appropriate government physician to receive the pre-employment examinations and immunizations/shots prescribed by the MTF. The MTF 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. The list of required immunizations and examinations are available on request.

5.2.6 OSHA requires that all contract employees who shall have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive

Hepatitis B vaccine or have documented proof of immunity to the Hepatitis B infection.

5.2.7 The MTF may require nose and throat cultures from contractor personnel when required by the ICC.

5.2.8 All MTF employees shall comply with all health policies and regulations listed in

Attachment B.

5.2.9 The MTF may designate that an employee is medically unfit. When an employee has been found medically unfit for working in the facility, the individual will be denied access to the MTF.

5.2.9.1 The employee shall not return to work until the individual is re-examined under the National Health Service (NHS) or their own physician and given permission to return by the appropriate physician.

5.3 Qualifications

5.3.2 Minimum Qualifications of Housekeeping Manager(HM):

5.3.2.1 Three years of prior experience in hospital housekeeping management within the last five years. As HM, 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.

5.3.2.2 Have participated in, and successfully satisfied the requirements of, a TJC survey during that three year period, or an NHS Patient Safety Agency

Patient Environment Action Team (PEAT) survey rating of at least “Good.

5.3.2.3 During this three year period of employment the HM shall have demonstrated the following abilities:

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

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

5.3.2.4 Education. Prior to assigning an individual to the position of HM, the contractor shall ensure that the individual has completed the required training listed. Documentation of training programs or HM training course completion certificates, as applicable, shall be provided to the COR.

Certification from the International Executive Housekeepers Association

(I.E.H.A.) or British equivalent demonstrates acceptable documentation of training.

5.3.3 Minimum Qualifications of Associate Housekeeper (AH)

5.3.2.1 Functional Responsibilities:

5.3.2.1.1 Serve as the onsite manager during absence of the HM.

5.3.2.1.2 Supervise, train, and maintain employees and contract records to ensure compliance with all provisions of this contract during absence of the HM.

5.3.2.1.3 Be assigned as a full time duty residence (during the normal working hours of the MTF administrative staff) as the onsite manager representative (of the contractor) at the MTF during absence of the HM.

5.3.2.1.4 Be available onsite during the hours 0730 – 1630, Monday through Friday, during absence of the HM.

5.3.2.1.5 Have the ability to adapt standards for environmental sanitation to the needs and requirements of a hospital during absence of the HM.

5.3.2.1.6 Have the ability to supervise hospital housekeeping labor force and intermediate supervisors during absence of the HM.

5.3.2.1.7 Be responsible for departmental procedures, supervision, scheduling, work assignment training, hiring/firing, and quality assurance and overall contract performance during absence of the

EH.

5.3.4 Supervisors. The contractor shall appoint supervisors/shift leaders for each shift.

The shift leader shall represent the contractor in the absence of the AHM 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 COR.

5.4 Security Clearances

5.4.2 Contractor Employee Base Pass and Identification, Special Clearances, and Vehicle Registration. The Contractor shall comply with all requirements and procedures IAW AFFARS 5353.242-9000, Contractor Access to Air Force

Installations.

5.4.3 All personnel employed on a US military base require a National Agency

Check (NAC) equivalent investigation before they are authorized access to the base, facilities, and if necessary computer networks. For the purpose of this contract, these positions are deemed non-sensitive, which by US Government definition means do not require access to US classified information. Reference documents can be provided to the contract company for review if required:

DoD 5200.2-R, Personnel Security Program; DoD Instruction 1000.13 and

Volume I, Identification Cards for Members of the Uniformed Services, Their

Dependents, and Other Eligible Individuals; DoD Instruction 1402.5, Criminals

History Background Checks on Individuals In Childcare Services; AF

Instruction 31-501, Personnel Security Program; AF Instruction 31-101, Integrated Defense; and AF Instruction, USAFE Supplement 31-101, Integrated

Defense.

5.4.4 A NAC consists of:

5.4.4.1 A Local File Check (LFC) conducted by the installation SF (this can take several days or weeks to complete),

5.4.4.2 A Defense Clearance and Investigation Index (DCII) conducted by the installation Security Forces (SF),

5.4.4.3 A Host Agency Check (HAC) conducted by the Ministry of Defense

(MOD) Defense Vetting Agency (DVA), and

5.4.4.4 A Federal Bureau of Investigation (FBI) check if the potential employee has ever resided in the United States for 12 or more consecutive months.

5.4.5 Once completed, a NAC is valid for five years.

5.4.6 Before any employee is authorized to perform work on this contract, the

Contractor shall provide new employee information required by the LFC and

DCII to the COR(s) for the base/task order. The Contractor shall then coordinate with the COR(s) for the new employee to complete all requested documentation for the HAC and, if required, FBI checks within three days of the first day of employment.

5.4.7 After the LFC and DCII are completed with no issues discovered and the investigation is submitted to DVA and the FBI then a temporary Installation

Pass (IP) granting unescorted base access may be granted when (a) DVA opens the case, (b) a favorable fingerprint report is returned from the FBI, and (c) the unit commander or director favorably reviews the submitted investigation package. The temporary IP is limited to 90 days and does not grant escort privileges. Holders of temporary IPs are subject to additional search procedures at installation entrance gates.

5.4.8 When a NAC has been favorably completed and documented the COR(s) will inform the Contractor. The COR(s) may request SF issue a non-temporary IP to the employee. The end date will be no later than the end of the contract or one year from issue, whichever is sooner.

5.4.9 The Contractor shall be responsible for tracking expiration dates of IPs and either applying for renewals, or returning the expired IPs to the COR(s) for the base/task order. The Contractor shall return IPs or for employees who are no longer employed by the Contractor or assigned to this contract shall be returned to the COR(s) for the base/task order within 48 hours of the employee’s departure.

5.5 Vehicle Registration. Contractor owned or leased vehicles and contractor’s employees’ POVs must be registered with SF. The process is yet to be determined.

5.5.2 Contractor liveried vehicles and larger vehicles designed to carry cargo such vans or trucks are subject to search and inspection and are required to enter through designated gates for each location.

5.6 Contractor Management

5.6.2 Administrative: The Contractor shall accomplish all administrative tasks necessary to ensure performance of the aseptic services, including but not limited to preparation and distribution of work schedules, facility defects reports, and all other data submissions listed below. The Contractor shall maintain current all publications identified in Appendix B.

5.6.3 Work Scheduling:

5.6.3.1 The Contractor shall submit a schedule for all services described in PWS to the CO for acceptance at the pre-performance conference, identifying facilities by building number/area name in numerical/alphabetical order, and approximate time cleaning will occur. The Contractor shall adjust and finalize the schedule based on inspections, facility use, traffic, and special requirements, minimum frequencies listed in Appendix A, and facility managers’ requirements. This finalized work schedule shall be submitted to the CO for acceptance no later than 30 days after performance of cleaning services begins and shall be known as the Cleaning Frequency Schedule

(CFS). Any permanent changes to the CFS must be submitted 10 days before implementation and receive CO acceptance before the Government will allow the proposed changes. The CFS may be submitted electronically using a file format compatible with Government software programs such as "Microsoft

Office" software.

5.6.3.1.1 All monthly, quarterly, annual scheduled tasks shall be identified and tentatively scheduled. Final schedules for non-recurring task schedules shall be approved by the COR no less than 30 days prior to the scheduled task date.

5.6.3.2 The Contractor shall develop and schedule areas to be inspected and necessary services performed to ensure that all rooms/areas are maintained to meet the

"total clean" requirement.

5.6.3.3 The Contractor shall determine and provide to the COR copies of schedules for the exact day-by-day performance of all cycle task line item cleaning.

5.6.3.4 Schedules for Cycle Task Cleaning, shall be provided to the COR one-month prior to accomplishment. Cycle task schedules shall indicate the rooms/areas to be completed on a given date.

5.6.3.5 The Contractor shall submit schedule changes in writing to the COR at least

24 hours in advance of the initially scheduled time for beginning scheduled cleaning. If a cycle task scheduled is not completed on a given date, the contractor shall notify the COR at the start of business the next workday.

Cycle tasks not completed or not accepted shall be re-performed at no additional cost to the Government.

5.7 US Military and Government Employees The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. Nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval from the Government.

5.8 Operational Procedures Manual (OPM)/Quality Control Plan (QCP):

5.8.2 Operational Procedures Manual (OPM) The contractor shall develop an

OPM and provide it to the COR, no earlier than 20 calendar days after contract award but not later than start of performance at a particular site. The OPM shall include as a minimum the following:

5.8.2.1 Work instructions/procedures, processes, and product descriptions to implement contractual obligations.

5.8.2.2 The preparation and maintenance of, and compliance with, these instructions shall be managed as a function of the contractor’s Quality

Control Program to assure compliance with or timely changes to the instructions.

5.8.2.3 The contractor shall maintain a documented inspection system covering the service requirements in the PWS. Documentation shall include specifics as to the areas to be inspected, frequency of inspections, and the title and organizational placement of the inspectors. The inspection items should include at a minimum all Services Summary items. A documented method of early detection and correction of assignable conditions adverse to the quality of service, to include analysis of corrective action records (including customer complaints) in order to determine causes of defects. This method shall include providing timely written explanation/documentation, to the

COR, of the correction of deficiencies and correction of cause in response to government corrective action request on the Customer Complaint Form, Corrective Action Report (CAR) Form, or the Contract Discrepancy Report

(CDR) and shall also include bacteriological monitoring through IC spot inspections.

5.8.2.4 Written work instructions in accordance with paragraph 5.8.1.1 and 5.8.1.2 for maintenance and use of inspection records and audit documentation.

5.8.2.5 The contractor shall provide to the COR the OPM as identified in paragraph

2.4. The COR shall be on document distribution for all formalized changes to the contractor’s OPM. There is no page limitation on the OPM.

5.8.3 Quality Control Plan (QCP). The Contractor shall submit a QCP as part of the proposal to this solicitation and maintain/update it thereafter. 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.

5.8.3.1 Quality Assurance. Work and documentation produced by the contract personnel will be regularly reviewed by the COR. Only the COR may accept or reject deliverables provided by the Contractor. 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, will be used 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.

5.9 Performance Management

5.10 Government Quality Assurance: The Government will rely on the contractor’s quality control program and the performance management approach described in paragraph 4.7 above to assess performance whenever possible. However, the

Government reserves the right to perform additional inspections as necessary, utilizing the Government’s Quality Assurance Surveillance Plan (QASP) and the inspection/acceptance provisions in the clause FAR 52.212-4 Contract Terms and

Conditions -- Commercial Items.

5.10.2.1 Quality

Assurance Surveys. The government will conduct quality assurance surveillance of contractor performance in accordance with procedures outlined in the Quality Assurance Surveillance Plan (QASP). Unsatisfactory performance noted by the COR during quality assurance inspections will be immediately brought to the contractor’s attention so that services may be re-performed at no additional cost to meet contract standards. The COR shall inform the contractor immediately of unsatisfactory cleaning services, or cleaning services which were not performed, and request immediate re-performance/performance of the service.

5.10.3 Inspections. An inspection system covering all the services listed in the PWS must be provided to the government on a monthly basis. 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.

5.10.4 Customer Complaint Form. This form may be utilized by the contractor, Government and/or Government customer to provide feedback on issues affecting the performance of this contract. See Attachment H. Alternatively, government customers may submit an email complaint to the Facilities organizational Email box, 48 MDSS/SGSMF. Emails will be handled the same way as the feedback form.

5.10.5 Facility Defects: Contractor personnel shall report facilities defects immediately, in writing, to the COR or Facility Manager. If the COR or Facility Manager is not on duty at that time, report is to be made to the appropriate personnel as designated by the COR.

5.10.5.1 The HM

and/or the contractor’s designated quality control (QC) point of contact shall be available within one hour, from COR notification, during the duty day from

0730 until 1630 for notification, receipt, and response to unsatisfactory performance and to meet on the installation with government personnel to address unsatisfactory contract performance. Contractor shall also provide emergency phone numbers and points of contact to respond to contractual requirements after normal duty hours.

5.10.5.1.1 Unsatisfactory performance report validity.

5.10.5.1.2 If, after investigation, the contractor agrees performance is unsatisfactory, he/she will validate it and arrange for re-performance.

5.10.5.1.3 If the COR determines the performance to be unsatisfactory to be valid but the contractor disagrees, the COR will notify the CO in writing.

5.10.5.1.4 If the COR determines the report of unsatisfactory performance is invalid, he/she will document the written report with the findings and notify the initiator.

5.10.5.2

Re-Performance of Services. Re-performance shall be considered satisfactory when all required tasks have been accomplished for each scheduled cleaning within the following guidance:

FREQUENCY OF TASK SATISFACTORY RE-PERFORMANCE

More Than Once A Day

Requirements

Accomplished prior to the next scheduled cleaning time of the same day of failed performance.

Daily Requirements Accomplished the same day of failed performance.

Semi-Annual/Annual

Requirements

Accomplished within one…