FA558722R0002 - Attachment 1 - Performance Work Statement.pdf

PERFORMANCE

WORK

STATEMENT

For

AIR FORCE HOSPITAL ASEPTIC MANAGEMENT

SYSTEMS (HAMS) SERVICES

AT

RAF LAKENHEATH, UNITED KINGDOM

17 February 2022

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, Linen Work Load Estimates (Linen Par Levels)

Appendix G, Inspection of Laundry Facilities

Appendix H, Consumables

Appendix I, Customer Complaint Form

Appendix J, Frequency, Zone Summary and Cycle Tasks

Appendix K, Medical Hazardous Waste Transport Checklist

Appendix L, Linen Schedule

Appendix M, Immunizations

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. The MTF is comprised of 16 buildings that will be covered by this PWS. RAF Lakenheath includes buildings 611, 612, 916, 922, 923, 926, 930, 932, 933, 935, 944, and 955. RAF Mildenhall includes buildings 446 and 830. RAF Feltwell includes buildings 70 and 80. Services performed under this Performance Work Statement (PWS) shall comply with, Air Force directives, and UK 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 L, Linen Schedule of this PWS. Standard of services shall be consistent with Association for Professionals in Infection Control and Epidemiology (APIC) and The Joint Commission (TJC), and the National Standards of Healthcare Cleanliness 2021 guidelines to ensure the MTF’s commercial standard custodial services are performed at the 48th Medical Group, RAF Lakenheath, to include Aerospace Medicine Clinic 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

5days a week) and differing drivers for cleaning (case driven, non-case driven, terminal cleans, patient check-out, etc.). Contractors must be qualified to aseptically clean infectious healthcare environments such as

COVID-19 AND up to Category A bio-terrorism diseases, such as Ebola, Anthrax and Smallpox. Further, HAMS requires the use of an Infection Control Function (ICF) approved disinfectant solution to destroy surface borne pathogens and keep them from spreading throughout the MTF. The ICF 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 is responsible for transport of healthcare waste between RAF Feltwell and RAF Mildenhall to the hazardous waste storage area behind building 932 at RAF Lakenheath. 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. The contractor needs to have knowledge, experience and attain the required license/certifications/permits to transport and certify Class 6.2 waste. Must have a current Certificate of Registration under the Waste

(England and Wales) Regulations. Waste classifications according to the European Waste

Code (EWC) are shown in table below.

Waste Classifications from Human Healthcare

UN PSN EWC Description Note

N/A

180101/

180109

Sharps (except 18 01 03), with residue medicines.

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.

substance affecting animals 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.

Clinical Waste, unspecified, N.O.S.; or (Bio)

Medical Waste N.O.S.;

or

Regulated medical waste, N.O.S.

Lab waste and

"infectious cases" only.

180104 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.

Waste Classifications from Human Healthcare

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

180201/

180208

Sharps (except 180203), with residue medicines.

substance affecting animals

180202 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.

180203 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.

180208 Medicines other than

180207

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), 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, drinking fountains, public latrines, entrances, patios, stairwells, government furniture and equipment, blinds, and exterior of light fixtures, no removing of light fixtures. Exterior lights at the entrances will be kept clean from cobwebs or excessive dirt. Respiratory stations shall be resupplied as needed to include alcohol hand gel, facial tissues and masks as listed.

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 F Linen Work Load Estimates. Articles shall comply with all certification or labeling requirements arising from the United Kingdom 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 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, 3, 4, 5 & 12)

6.1 thru

6.28.6

Not to exceed two (2) defects per month.

SS# 3 Cleaning Services.

(Very High Risk Zones 6, and 9)

6.1 thru

6.28.6

Not to exceed two (2) occurrences of nonperformance or defects per 90 days. Remedy within one (1) hour.

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

(No Risk)

6.21 thru 6.21.2

Not to exceed four (4) defects per 6 month period.

SS# 6 Cycle Tasks Listed in

Appendix J

Not to exceed four (4) defects per 6 month period.

SS# 7 Housekeeping Manager 5.2.1.1 thru

5.2.1.1.8

No defects. HM returns phone calls and emails within 24/hrs.

SS#8 Healthcare Waste documentation

Deliverables:

Consignment Order

6.10.2 thru

6.10.3

Not to exceed one (1) defect per 3 months

SS#9 Healthcare Waste

Coding

Deliverables:

Consignment Order

6.10.2 thru

6.10.3

Not to exceed two (2) defects per month

SS#10 Employee training program

5.8 thru 5.8.2.4 No defects

SS#11 Monthly Quality

Control Report

Deliverables: QA Report

5.7.2 Not to exceed one (1) defect per 3

months

SS#12 Linen Par Levels

Deliverables (Linen Work Load):

Linen

Delivery Report

Appendix F

Not to exceed two (2) 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, Masks 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 brush and holder, 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 Appendix H, Consumables.

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 ICF prior to use. Below is the current approved list of chemicals for use within the MTF.

2021 Approved Chemicals for Housekeeping Staff

Personal Protective Attire will be worn in handling any product per the manufacturer’s recommendations; see

Safety Data Sheet (SDS) 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

-Proctor & Gamble-Ariel Original

-Washing mops and cloths

-Washing hot pack covers

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 -NQ 64 Granules -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 ICF

-Environmental disinfectant to be used on inanimate objects only

**DO NOT USE IN

NEWBORN NURSERY,

CRIBS OR ISOLETTES**

Polish Cleaner -Ecolab - Stainless steel cleaner

Proshine -Ecolab - Gum Remover

Sapur Freeze -Ecolab - Furniture Polish

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 ICF 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

Kitchen, and the Surgical Areas if required. No other areas will normally be serviced.

5.1.7 Performance of Services during Crises to include Pandemics

Performance of Services during Crises Declared by the National Command Authority or Overseas

Combatant Commander: All requirements outlined in Paras 5.1.7.1 and 5.1.7.2.

The Contractor must maintain the ability to provide 24 hour coverage if requested by the COR.

Access to installations during various FPCONs – Contractors will be assigned a mission essential designation in accordance with requirements contained in AFMAN 31-113 USAFESUM-O 3

Mar 17 FPCON Reference and AFMAN 31-3113 USAFESUP-O 3 Mar 17 Attachment 15

USAFE Access Control Requirements. Only the installation commander or the unit commander requesting contract support will assign the mission essential designation.

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, 3, 4, 5, 6, 7, 8, 9, 10, 11, and 12.

5.1.7.2 The contractor may be required to support MTF emergency management actual incidents, exercises and pandemics and as such may be considered a mission essential function. Should an emerging CAT A disease outbreak occur, the HM will consult with the COR and Infection Preventionist to determine the specific cleaning methods required by the CDC, OSHA, and other government guides to limit the spread of infection. During pandemics, CAT A, the need for ‘terminal cleans’ outside of the OR could increase to an average of 75 a month. The contractor shall provide the COR with telephone numbers to notify the HM of an MTF emergency management incident.

5.1.7.3 In accordance with DFARS 252.237-7024, the contractor shall provide with its offer a written plan describing how it will continue to perform the essential contractor services listed in Mission Essential Contractor Services, under this

PWS, during periods of crisis. The contractor shall:

5.1.7.3.1 Identify provisions made for the acquisition of essential personnel and resources, if necessary, for continuity of operations for up to 30 days or until normal operations can be resumed.

5.1.7.3.2 Address in the plan at a minimum:

a. Challenges associated with maintaining essential contractor services during an extended event, such as pandemics that occur in repeated waves;

b. The time lapse associated with the initiation of the acquisition of essential personnel and resources and their actual availability on site;

c. The components, processes, and requirements for the identification, training and preparedness of personnel who are capable of relocating to alternate facilities or performing work from home.

d. Any established alert and notification procedures for mobilizing indentified

“Essential Contractor Service” personnel; and

e. The approach for communicating expectations to contractor employees regarding their roles and responsibilities during a crisis.

f. The Mission Essential Contractor Services listed in para 2.1, as determined by the functional commander must be performed under all circumstances in order to maintain continuity of operations.

5.1.8 Phase In/Phase Out (Transition) Period. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board during the 60 day phase in/phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

5.1.9 Management Plan. The contractor shall address all management activities including obtaining and managing personnel and resources to successfully perform the services detailed in the PWS. The plan shall include as a minimum, but is not limited to:

a. A detailed explanation of your approach to recruit and retain personnel and ensure continuity and the sharing of all relevant contract information in the event of a change of personnel or change in cleaning level or square footage occurs.

b. An explanation of the process to ensure adequate equipment, cleaning products, and consumables are available to enable staff to perform all the required tasks to the standard of the PWS for the facility.

c. An explanation of the process to ensure linen meets the standards listed in the PWS, the onsite availability, and the minimum and/or maximum quantities are maintained in accordance with the PWS.

d. Procedures for meeting the requirements for any contractor record keeping and reporting requirements.

e. Provide any legal certificates required to work or perform this service.

f. An organizational chart which would support contract performance if awarded the contract. Organizational chart shall provide details of the individuals and the key positions that they hold to include details of their relevant experience in managing a contract of this type and a projected number of employees.

g. Provide the procedures to safeguard and control any government-provided passes, keys and any communication devices. Procedures are inclusive of informing the Government of contractor personnel departures and insuring that all government- issued items are returned and access revoked.

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 – 1600, Monday through Friday. A member of the management team must be available Monday through Friday, during the hours 0730-1630.

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, to include the Environment of Care (EOC), the

ICF (Infection Control Function) and shall represent the 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/Team Leader: Each shift shall have a shift/team leader. The shift/team 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.

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

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 is Appendix

M.

5.2.5 OSHA requires all contract employees who shall have occupational exposure to blood or body fluids, or other potentially infectious materials, receive Hepatitis B vaccine or have documented proof of immunity to the Hepatitis B infection.

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

B, Applicable Pubs and Forms.

5.2.7 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.

5.2.7.1 The employee shall not return to work until the individual is reexamined 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 National Vocational Qualification Level 3 (NVQ 3) in Domestic Services 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 J, Frequency, Zone

Summary and Cycle Tasks, 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 nonrecurring 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 (FAR) Part 46 (see FAR 46.105 – Contractor Responsibilities). 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 referenced in paragraph 2 of the PWS.

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 by periodic inspections and customer complaints. 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 Appendix I, Customer Complaint Form.

Alternatively, government customers may submit an email complaint to the COR.

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.

Monthly

Requirements

Accomplished within one (1) month 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 SDS’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 ICF 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

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

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

5.8.2.3 The HM/AHM shall attend at least one HAMS related…