HAMS_PWS.pdf

PERFORMANCE

WORK

STATEMENT

for

AIR FORCE HOSPITAL ASEPTIC MANAGEMENT

SYSTEMS (HAMS) SERVICES

AT

RAF LAKENHEATH, UNITED KINGDOM

13 April 2016

Table of Contents

Section Number and Title

1.0 Description of Services

2.0 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, Base Pass and Identification

Appendix B, Applicable Publications and Forms

Appendix C, Health Insurance Portability and Accountability Act (HIPAA)

Appendix D, Definitions

Appendix E, Laundry Packaging and Finishing Details

Appendix F, Work Load Estimates

Appendix G, Inspection of Laundry Facilities

Appendix H, Consumables

Appendix I, Customer Complaint Form

1. Description of Services

1.1 BACKGROUND: The purpose of this effort is to acquire non personal services to provide medical aseptic housekeeping services, healthcare waste disposal and to provide and distribute linen/clothing. Services shall be provided at United States Air Force Medical Treatment Facilities (MTF), 48th Medical Group (48 MDG), Royal Air Force (RAF) Lakenheath, United Kingdom (UK) 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, Air Force directives, and UK and European Union (EU) regulations. In the event there are conflicting regulations or directives, the more stringent standard shall prevail.

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 Appendix H 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 the 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 contractor shall develop an Operational Procedures Manual (OPM) which shall define the contractor’s methods of accomplishment of the requirements of this PWS. As medical operations include a wide range of services from inpatient to outpatient care, the HAMS program is designed to accommodate differing work hours and days (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. The ICC is a group of Government employees who will pre-screen the disinfectant solutions for the 48th Medical Group.

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 Contracting Officer Representative (COR) located in the Facility Management

Office of any situation that cannot be resolved satisfactorily. Contractor shall maintain an internal training program on the proper operational procedures for handling all waste, and document training.

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

1.2.1.2.2 Code (EWC) are shown in paragraph 1.2.1.2.2 (table below) 1.2.1.2.3

Waste Classifications 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 48th 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

180103

Lab waste and "infectious cases" only.

waste, N.O.S.

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

Category A only - very rare in the 48th MDG.

In the event of such a diagnosis, a

1.2.2 ASEPTIC CLEANING SERVICES

1.2.2.1 All rooms/areas shall receive necessary cleaning, protection, and beautification in accordance with the individual Contractor's 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 concept of “Total Clean”. The contractor shall perform all scheduled cleaning tasks for each area. 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 in 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 cleaning), furniture cleaning, 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 as listed in Attachment H.

prevent infection;

waste from research, diagnosis, treatment or prevention of disease involving animals.

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

1.2.3 LINEN AND CLOTHING LEASE SERVICES

1.2.3.1 The contractor shall provide linen and clothing in accordance with the quantities in table in Attachment H. Articles shall comply with all certification or labeling requirements arising from the United Kingdom (UK) or European Union (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 and 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

2.1 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)

6.1 thru 6.28.6

Not to exceed two (2) defects per month.

SS# 2 Cleaning Services.

(Medium Risk Zones 2, 2A, 3, 4 & 5)

6.1 thru 6.28.6

Not to exceed two (2) defects per month.

SS# 3 Cleaning Services.

(Very High Risk Zones 6, and 6A & 9)

6.1 thru 6.28.6

Zero occurrences of non-performance or defects per month.

SS#4 Cleaning Services.

(High Risk Zones 7, 8, 10 & 11)

6.1 thru 6.28.6

Not to exceed two (2) defects per month.

SS# 5 Exterior Windows (Low Risk Zone 12) 6.21

Not to exceed two (2) defects per month.

SS# 6 Cycle Tasks Listed in

Appendix H Not to exceed one defect per six month period.

SS# 7 Contract Manager Availability

5.2.1.1 thru 5.2.1.4

No defects.

SS#8 Healthcare Waste documentation Deliverables:

Consignment Order

6.5 thru 6.10.3

Not to exceed one defect per 3 months

SS#9 Healthcare Waste Coding Deliverables:

Consignment Order

6.5 thru 6.10.3

Not to exceed two defects per month

SS#10 Employee training program

5.8 thru 5.8.2.1

0 defects

SS#11 Monthly Quality Control Report Deliverables: QA Report

5.8 thru 5.8.2.1

Not to exceed one defect per 3 months

SS#12 Linen Par Levels Deliverables: Linen Delivery Report

Appendix F 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 Government Furnished Property and Services - There will be no Government

Furnished Property or Services for this requirement.

3.1 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.

3.2 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.

3.2.1 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.

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

3.2.3 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.

3.2.4 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 Housekeeping Manager (HM) or Associate Housekeeping Manager (AHM) 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.

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

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

3.2.7 Specialized Consumables. The Government will provide any specialized consumables which the contractor may not be able to obtain and/or import into the UK. The contractor shall contact the COR to submit a request for new or replacement consumables used as part of its normal contract work.

3.2.7.1 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 ensure all paper products used or furnished under this contract shall contain recycled materials. 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 in accordance with Attachment H.

4.2 Supplies and equipment shall meet the specifications below and comply with

British Environmental Protection Law.

4.3 Cleaning Solutions: All chemicals used within the MTF must be approved by the ICC prior to use. Below is the current approved list of chemicals for use within the MTF.

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 -Ecolab - Indur Brilliant Plus -Ecolab - Magic Maxx -Ecolab - Isa Star

-Stripping floors -Floor Polish -Floor cleaner and maintainer

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

4.4 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.

4.5 The contractor's equipment shall be compatible with existing sources of government furnished electrical power which is 110V and 220V.

4.6 Extension cords shall be approved by the MTF.

4.7 All contractor provided 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.

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

4.9 All contractor-furnished electrically powered equipment shall undergo an annual Government provided Portable Appliance Test. A Government provided “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:

5.1.1 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.

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

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

5.1.4 Employee Response – Hospital. The Contractor shall have at least one employee on duty 24 hours a day 7 days a week 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.

5.1.5 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).

5.1.6 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 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 Performance of Services during Crises

5.1.7.1 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. The following zones as referenced in the table found in section 6.29 will need to continue to have services in the event of an emergency. Zones 2, 2A, 3, 4, 5, 6, 7, 8, 9, 10, and 11.

5.1.7.2 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

5.2.1 REQUIRED POSITIONS.

5.2.1.1 Housekeeper Manager (HM): Supervises custodial supervisors and staff who are responsible for maintaining a clean and sanitary hospital environment. 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, and reviews work for accuracy and completeness. Resolves problems, mediates contractor /government conflicts encountered during daily operations, and determines appropriate solutions. Encourages regular communication and informs staff of relevant business issues and their impact on the organization.

5.2.1.1.1 Serve as the onsite manager.

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

5.2.1.1.3 Be available onsite during the hours 0730 – 1630, Monday through Friday.

5.2.1.1.4 When the HM is absent, the contractor shall provide an alternate HM. An AHM cannot stand in more than six weeks before a new, fully qualified HM is provided onsite.

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

5.2.1.1.6 Attend meetings as required, and shall represent contractor on all contract matters relating to daily operations of this contract.

5.2.1.1.7 Shall be able to communicate clearly, both orally and in writing, in English.

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

5.2.1.2 Assistant Housekeeper Manager (AHM): Supervises custodial supervisors and staff who are responsible for maintaining a clean and sanitary hospital environment. 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, and reviews work for accuracy and completeness.

Resolves problems, mediates contractor /government conflicts encountered during daily operations, and determines appropriate solutions. Encourages regular communication and informs staff of relevant business issues and their impact on the organization.

5.2.1.2.1 Serve as the onsite manager during absence of the HM

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

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

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

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

5.2.1.2.6 Shall be able to communicate clearly, both orally and in writing, in English.

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

5.2.1.3 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.

5.2.1.4 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.

5.2.1.5 Uniforms and Clothing:

5.2.1.5.1 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.

5.2.1.5.1.1 Hospital Identification Badges. All

contractor/subcontractor personnel shall wear government provided hospital identification badges which distinguish themselves from Government employees. Contractor personnel are required to prominently display required 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. 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.

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

5.2.1.5.3 Employee uniforms will be contractor owned and maintained.

5.2.1.5.4 The HM and supervisors shall wear business attire and display both contractor provided and Government provided identification badges.

5.2.2 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.

5.2.3 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.

5.2.4 The contractor shall be responsible for ensuring that all personnel report to the designated 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 current list of required immunizations and examinations will be provided.

5.2.5 OSHA requires 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.

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

5.2.7 All MTF employees shall comply with all health policies and regulations listed in Appendix B.

5.2.8 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.

5.2.8.1 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

5.3.1 Minimum Qualifications of Housekeeping Manager (HM):

5.3.1.1 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.

5.3.1.2 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.

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

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

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

5.3.1.4 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.

5.3.2 Minimum Qualifications of Associate Housekeeper (AHM)

5.3.2.1 Functional Responsibilities:

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

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

5.3.2.4 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.

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

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

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

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

5.4 Contractor Management

5.4.1 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.

5.4.2 Work Scheduling:

5.4.2.1 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.

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

5.4.2.2 The Contractor shall ensure that all rooms/areas are maintained to meet the "total clean" requirement and receive the cleaning frequencies listed in paragraph 6.29.

5.4.2.3 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.

5.4.2.4 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.

5.5 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.

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

5.6.1 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 at a minimum the following:

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

5.6.1.2 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.

5.6.2 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 which can be reference in paragraph 2.

5.6.2.1 As part of the quality control plan 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.

5.6.3

5.6.3.1 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 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. 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.

5.7 Performance Management

5.7.1 Government Quality Assurance: The Government will rely on the contractor’s quality control program and the performance management approach described in paragraph 5.6.2 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.

5.7.1.1 Quality Assurance Surveillance. 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.

5.7.2 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.

5.7.3 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 I.

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.

5.7.4 Performance Defects: Contractor personnel shall report performance 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.

5.7.4.1 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.

5.7.4.1.1 Unsatisfactory performance report validity.

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

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

5.7.4.1.4 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.

5.7.4.2 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 (1) month of failed performance.

5.7.4.3 Re-performance Failure. If, after validation and notification of unsatisfactory performance, the task is not satisfactorily re-performed within the above timelines, it shall be deemed a defect and count toward the Performance Thresholds in the Services Summary, paragraph 2.2.1.

5.8 Training

5.8.1 Government-Furnished Training

5.8.1.1 New employees who have never received HAMS initial intensive training will receive it within the first two weeks of employment and before they are allowed to work on their own. Employees who have had previous HAMS training (including specialized area training) shall also complete the required training within two weeks of employment.

5.8.1.2 The contractor shall ensure that all employees participate in any required MTF sponsored personnel orientation courses. The following topics shall be included:

5.8.1.3 A general orientation of basic bacteriological concepts, infection control, and Standard or Universal Precautions, related duty functions to these areas.

5.8.1.4 Complete instructions on obtaining, use, storage, care, and disposal of supplies and equipment. 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, PPE, (including the respiratory protection plan for the furnishing and fitting HEPA masks as required), and tuberculosis.

5.8.1.5 HIPAA and Patient Privacy regulations and procedures.

5.8.1.6 Hazard Communications Plan/Control of Substances Hazardous to

Health (COSHH), including location and access to MSDS’s for products used by the contractor and Government personnel, a work area hazardous chemical inventory, and standard operating procedures or Operating Instructions governing tasks involving hazardous materials.

5.8.1.7 The contractor shall provide an opportunity for Government employees to train contractor employees in US Government specific topics. Government training shall be performed by (but not limited to), the ICC members, and/or the COR.

5.8.1.8 Cardiopulmonary Resuscitation (CPR). All contract employees working in the MTF must be trained and certified in CPR. Training shall be provided by the Government and scheduled by the MTF Education and Training Office during normal duty day shift hours

5.8.2 Contractor-Furnished Training

5.8.3 The contractor shall ensure continuing HAMS related training of all employees.

5.8.4 All training shall be accomplished under the supervision of the HM or his/her representative. The ICC members and/or the COR may attend these sessions to observe.

5.8.5 The HM/AHM shall attend at least one HAMS related continuing education training course every two years. Certification of completion of the course shall be presented to the COR within 30 days of completion.

5.8.6 Government and Contractor provided training records for all employees shall be maintained by the HM and made available to the COR, TJC, or other authorized inspection agencies within 1 hour of request.

5.9 Bioenvironmental Engineering/Hazmat Requirements

5.9.1 Environmental, Health, And Safety. The contractor shall ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), federal and local laws. The contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

5.9.2 Pollution Prevention. "Pollution Prevention" and "Source Reduction" are defined in the Pollution Prevention Act of 1990, 42 U.S.C. §§ 13101- 13109. Contractor's obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the contractor to conduct activities not otherwise required by the program.

5.9.3 The contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

5.9.4 Ionizing and Non-Ionizing Radiation: Contractors must obtain authorization from BE prior to bringing on site ionizing or non-ionizing sources/equipment onto the installation. Contractors must provide list of items and description of how they will be used to Bioenvironmental Engineering (BE) at 01638528047 or 48amds.sgpb@us.af.mil at least 10 days prior to the date required to bring them on base.

5.9.4.1 Non-Ionizing Radiation: Electromagnetic Frequency (EMF) Radiation and LASERS: Contact BE/Installation Laser Safety Officer (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site.

(Example: LASER Classes: 1M, 2M, 3R, 3B, or 4; Transmitting antennas, radars etc.) Reference: AFI 48-139, LASER and Optical Radiation Protection Program, Paragraph 2.21)

5.9.4.2 Ionizing sources: Contact BE (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, provide copies of permits or sealed source certifications. (Example: Troxler density gauges, sealed sources in various gauges/devices). Reference: AFI 48 -148, Ionizing Radiation Protection.

5.9.5 Hazardous Materials/Chemical Management: Hazardous

Materials/Chemical Management: All hazardous material use requires prior authorization before bringing the hazardous material on base.

"Hazardous material" includes many materials for which there is a manufacturer SDS, such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

5.9.5.1 The Contractor shall submit an inventory list of ALL chemical products to be used, along with copies of the Safety Data Sheet (SDS) for each chemical product, for review before bringing any potentially hazardous material onto RAF Lakenheath, RAF Feltwell or RAF Mildenhall using the attached “HazMat Authorization Request Template”. The Contractor shall submit completed inventories and SDSs to the 1) CO, 2) CE Environmental / for RAF Lakenheath (01638 523990) nolan.swick@us.af.mil, or for RAF Mildenhall 100 CES/CEIE (01638 545831), jeanne.dye-porto@us.af.mil and 3) Bioenvironmental Engineering (01638 528047) (48amds.sgpb@us.af.mil) at least 10 days prior to the date required to bring them on base.

5.9.5.2 Once approved, the Contractor shall maintain an inventory of all hazardous materials along with corresponding Safety Data Sheets (SDSs). The Contractor shall track and report actual hazardous material usage during the performance of the contract. Hazardous material usage for any contract that is less than one month in duration shall be reported at the end of the contract period. Hazardous material usage for any contract over a month in duration shall be reported no less than monthly. Hazardous material usage shall be reported using the attached “HazMat Monthly Usage Log Template”.

5.9.5.3 The Contractor shall not leave any excess hazardous materials or empty containers on site following completion of the project. The Contractor is responsible for the removal of all unused hazardous materials and proper disposal of all hazardous waste generated.

Reference: AFI-32-7086, Hazardous Materials Management

5.9.6 Controls of other hazards: Contractors must coordinate with

Bioenvironmental Engineering (BE) at 01638528047 or 48amds.sgpb@us.af.mil at least 10 days prior to start of project, regarding all contracts with potential health impact to personnel (Example: Noise above 85 dBA, activities with potential airborne contaminants or particulates). Hazardous work areas/perimeters shall be established to control exposures and limit access to nearby facilities and personnel.

Work shall be performed IAW all applicable occupational health and safety regulations.

5.9.7 Contractors must coordinate with facility managers and receive a safety brief of hazards present within work areas.

5.10 Physical Security

5.10.1 Key Control

5.10.1.1 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. Keys provided to the contractor shall not be duplicated nor removed from the premises of the MTF.

5.10.1.2 All keys and cards issued to the contractor by the Government shall be stored in the government provided lock box. The contractor shall report the occurrence of a lost key/card to the COR, or the Facility Management Office, 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…