HEC PWS 18MDG Final.pdf

Department of Defense Defense Health Agency

Performance Work Statement Healthcare Environmental Cleaning (HEC)/

Healthcare Aseptic Management Service (HAMS) Services

18th Medical Group (MDG)

PERFORMANCE WORK STATEMENT

HEALTH ENVIRONMENTAL CLEANING (HEC)

TABLE OF CONTENTS

Paragraph/Title

1. DESCRIPTION OF SERVICES

2. SUMMARY OF REQUIREMENTS

3. SERVICES SUMMARY

4. DELIVERABLES

5. GOVERNMENT FURNISHED SUPPORT AND CONTRACTOR FURNISHED

PROPERTY & SERVICES

6. QUALITY CONTROL

APPENDIX A - ACRONYMS & DEFINITIONS

APPENDIX B - APPENDIX B DEFINITIONS

APPENDIX C - INFECTIONS MEDICAL WASTE COLLECTION POINTS

APPENDIX D - LINEN COLLECTION POINTS

APPENDIX E - FACILITY LISTING

APPENDIX F - DEFENITIONS

APPENDIX H - BASIC HOUSEKEEPING ROOM LISTING

APPENDIX K - ASEPTIC SERVICES CRITICAL CARE ROOM

APPENDIX M - GOVERNMENT FURNISHED PROPERTY AND SERVICES FACILITIES

SPACE

APPENDIX O - RESTRICTED AREAS

APPENDIX P - ESTIMATED WORK LOAD

APPENDIX Q - ESTIMATED CLEANING FREQUENCIES

APPENDIX R - DUST MOPS, DUST MOP HANDLES AND ENTRANCE FLOOR MATS

SPECIFICATION AND DISTRIBUTION

APPENDIX S - CONTRACTOR FURNISHED EQUIPMENT AND SUPPLY MATERIALS LIST

REFERENCE

APPENDIX T.- PUBLICATIONS AND REGULATIONS

PERFORMANCE WORK STATEMENT

HEALTH ENVIRONMENTAL CLEANING (HEC)

1.0 DESCRIPTION OF SERVICES:

1.1 BACKGROUND.

The purpose of this effort is to acquire non-personal medical housekeeping services for Air Force Medical Treatment Facilities (MTF) to include Medical Centers, Ambulatory, Hospitals, Medical and Veterinary Clinics based throughout Kadena air Base Okinawa, Japan.

1.2 SCOPE.

This contract covers non-personal services for all management, labor, supervision, transportation, equipment and materials, etc., to provide complete medical housekeeping services for medical, dental, veterinary and other patient care facilities on Kadena Air Base. This program provides for the aseptic cleaning, protection, and beautification of all rooms and areas identified for coverage at a particular installation to maintain a level of asepsis commensurate with the use of the facility, rooms, and areas.

This program also has provisions for management of linen service and all categories of Infectious Medical Waste (IMW) as identified in the PWS. Housekeeping services may be considered a mission essential function and an essential contractor service consistent with the Medical Treatment Facility

(MTF).

1.3 NON PERSONAL SERVICES.

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer immediately. HEC services shall not include inherently governmental functions as defined in Office of Federal Procurement Policy (OFPP) Policy Letter 11-01, Inherently Governmental Functions, and FAR Subpart 7.5, Inherently Governmental Functions.

1.4 NON ESSENTIAL.

This Service is determined to be non-essential for performance during crisis according to DODI 3020.41, Operational Contract Support, paragraph 2.c. in the event of crisis, the contractor will be notified by the Contracting Officer and/or the Contracting Officer Representative (COR) of the need to discontinue services due to contingency, base closure or other causes, If notification to discontinue services is not received, the contractor will be expected to continue performance in accordance with PWS.

1.5 ESSENTIAL.

Performance of Services during a Crisis Declared by the National Command Authority of Overseas Combatant Commander. The HEC is required to perform essential services in accordance with this PWS in emergency or limited force protection conditions such as natural disaster; however, DODI 1100.22 does not apply to this contract for crisis situations where continuation of essential services by the Contractor is unfeasible. In the event of base emergency, Command Staff Directories (CSDs) may be issued by base commander. In this event the contractor is required follow the outlined directive after verifying compliance with the assigned COR.

2.0 SUMMARY OF REQUIREMENTS

2.1 HOUSEKEEPING REQUIREMENTS SUMMARY (RS) LEVELS & CLEANING

AREA

Outpatient/Clinical Support Administrative Areas Common Areas

Exam Rooms Offices (Outside of Clinical Areas)

Entrances/Vestibules

AREA

Outpatient/Clinical Support Administrative Areas Common Areas

Occupational Therapy Storage Rooms Conference Rooms

Laboratory Supply Rooms Lobby Areas Radiology Record Rooms Elevators Pharmacy Stairwells Soiled Utility Rooms Locker/Shower Rooms Treatment Rooms Lounge/Breakrooms Physical Therapy Bathrooms Audio Booths Parking Area Clean Utility Room Ground Medication Rooms Sidewalk Provider Offices Isolation Room Sterile Processing Dept Procedure Rooms

* Bathroom, Corridors and Patient Waiting Rooms/Areas shall be cleaned to the RS level of the area they support. This above listing is not all inclusive.

2.1.1 Housekeeping-Requirement Summary (RS) Levels

2.1.1.1 Requirement Summary Level #0: Identifies existing square footage at the MTF that is under renovation or does not require cleaning. Site specific requirements will be listed as RS #0 in the MTF.

2.1.1.2 Requirement Summary Level #1: Services of this type are generally rendered in outpatient/clinical support areas and serviced 5 days per week. Outpatient and support service areas may require after-hours services and terminal cleaning in some clinical spaces. Site specific requirements will be listed as RS #1 in the MTF.

2.1.1.3 Requirement Summary Level #2: Services of this type are generally rendered in the administrative offices in non-clinical areas 5 days per week. Some administrative areas/non- clinical areas may require after hours cleaning. Site specific requirements will be listed as RS #2 in the MTF.

2.1.1.4 Requirement Summary Level #3: Service of this type are generally rendered in outpatient/clinical support areas and serviced 5 days per week. This may include administrative offices in clinical support areas. Outpatient and support service areas may require after-hours services and terminal cleaning in some clinical spaces. Site specific requirements will be listed as RS#3 in the MTF.

2.1.1.5 Requirement Summary Level #4: Services of this type are generally rendered in common/high traffic areas, elevators, stairs, corridors, vestibules, lobbies, and conference rooms, and serviced 5 days per week. Some areas may require after hours cleaning. Site specific requirements will be listed as RS #4 in the MTF.

2.1.1.6 Requirement Summary Level #5: Services provided in response to any emerging Category (CAT) A disease. Specific cleaning procedures will be performed in accordance with applicable Centers for Disease Control (CDC) requirements. Site specific requirements will be listed as RS#5 in the MTF.

Should an emerging CAT A disease outbreak occur, the contractor will consult with the Facility Manager and Infection Control Officer to determine the specific cleaning methods required by the CDC, Occupational Safety and Health Administration (OSHA), and other government guides to limit the spread of infection.

2.1.1.7 Requirement Summary (RS) Level Cleaning

The contractor shall perform total disclaiming of RS level 0-5 as outlined in the MTF. The contractor shall respond to service calls within 10 minutes or less from notification during operating hours.

Contractor personnel will not be expected to work overtime on a routine basis.

2.1.2 Miscellaneous Cleaning.

2.1.2.1 The contractor shall perform steadfast policing of all common area spaces. The contractor shall create and maintain a service ticket in DMLSS-FM which records the date and time, the time contractor performs, location of the service, description of the service, and the name of the individual who provide the service. The contractor shall provide the service that is requested through DMLSS. The COR will notify the contractor if necessary.

2.1.2.2 The contractor shall provide continuous necessary cleaning services to exterior entrances and platforms (areas outside the buildings). Entrances and entrance platforms shall be cleaned once daily as a minimum (per contractor schedule) and prior to the start of heavy traffic hours. These items shall be included as part of this service: Clean foot scrapers, exterior entrance mats, and individual trash. Wash down the area and remove any standing water from the entrance and adjacent sidewalks. Police and clean up within 15 feet of each direction from the bulk refuse containers and entrance walkways. Clean entrance windows, storm windows and doors, as required, maintaining a clean appearance. Patios shall be cleaned except during inclement weather.

2.1.2.3 The contractor shall clean on-call rooms to include pick-up and deposit all soiled linen in the soiled linen hamper as outlined in the MTF.

2.1.2.4 The contractor shall clean all interior surfaces of passenger and service elevators.

2.1.2.5 The contractor shall perform pre-move in cleaning prior to re-opening areas previously under construction or before occupancy of a new or temporary facility. Cleaning shall be to a level commensurate with the RS level for the area.

2.1.2.6 Laundering of mop heads/cleaning cloths: The contractor shall clean reusable mop heads, dust mop, and cleaning cloths at a facility other than the MTF; items designated as single days use shall not be re-used.

2.1.2.7 Cell Carts. Contractor shall pick up and deliver linen cell cart in accordance with the pick-up location and schedule outlined on the MTF. This shall include mobile and stationary cell carts. Cell carts shall be cleaned when visibly soiled or as scheduled in the MTF.

2.1.2.8 Service Calls. The contractor shall establish a means to receive telephonic and/ or electronic requests for services. The contractor shall provide emergency and service call response when requested by the COR. The contractor shall create and maintain a service/problem call ticket in DMLSS-FM records the date and time the call was received, the time contractor responded to the call, location of the service/problem, description of the service/problem, and the name of the individual who called the contractor about the service/problem.

2.1.2.9 Total Clean. Any item or surface that can be touched from the room interior shall be part of the total clean requirement. (Artificial plants, walls, floors,etc).

2.1.2.10 Emergency/Contingency Services. Contractor shall provide cleaning services for emergencies and contingencies that may occur within a facility.

2.1.2.11 The contractor shall provide aseptic and basic housekeeping services during emergencies and to support special events. Emergency service requirements may occur as a result of, but not limited to, natural disasters, severe weather conditions, vandalism, flooding, contingency operations and/or malfunctions in facility equipment systems. The contractor shall respond, with appropriate amount of employees, to an emergency situation within one

(1) hour of notification by the COR and/or CO. Special event services requirements may occur as a result of, but not limited to, open houses, group banquets, holiday parties, military exercises, change of commands, inspection preparation, distinguished visitors and/or holiday parties. The COR will notify the contractor as soon as requirement is known, but no less than 24 hours prior to the event. Notification may be verbal or written. If notification is written, the contractor shall date and initial the notification upon receipt, and if required provide the government a plan for completion of special event cleaning within one

(1) workday. The contractor shall provide emergency and special event services during recognized holidays and normal and/or other than normal hours of operation. Contractor shall provide emergency services and/or support special events at no additional cost to the government.

2.1.2.12 Tarp. The contractor shall perform place and remove tarps in UH01 to support special events.

Special events service requirements may occur as a result of, but not limited to, open house, group banquets, holiday parties, change of commands, promotion ceremony, inspection preparation, distinguished visitors, briefing, luncheon and/or holiday parties. The COR will notify the contractor as soon as requirements is known. Contractor shall provide the services and/or support special events at no additional cost to the government.

2.2 CYCLE TASKS.

In addition to routine daily aseptic cleaning, the items identified below, shall be cleaned at the frequencies specified in the MTF. The exact month the cycle task is to be started and completed is specified in the MTF. See Appendix Q.

2.2.1 Exterior windows, screens, and interior windows over seven (7) feet shall be cleaned, as outlined in the MTF.

2.2.2 Blinds, curtains, and shades, including their cords, tapes, and corniced housings shall be free of all dust, soil, lint, stains, and cobwebs. Blinds and coverings that are not operating properly shall be reported to the COR for repair.

2.2.3 Cubicle curtains (patient privacy curtains) shall be removed and replaced when visibly soiled, exposed to active isolation patient, or as scheduled in the MTF. Curtains should be clearly marked or labeled as to when they were last replaced/cleaned per MTF requirements. Cubical Curtains are cleaned by 718 FSS Laundry Operation.

2.2.4 Light Fixtures. Light covers shall be removed and the light fixtures are to be cleaned inside and out.

This includes cleaning inside ceiling lights, emergency exit lights, patio lights, outside entrance and loading dock lights, interior lighted signs, canopy lights, operating room lights, and all other lights (except desk, table, floor). This cleaning is in addition to the cleaning of the outside of the light fixtures performed as part of daily scheduled inspection and cleaning.

2.2.5 Limited Interior Duct Cleaning. Removable portions of registers, diffusers, and grills shall be removed and cleaned as scheduled in the MTF. The entire removable portion shall be cleaned. The inside of the ducts behind the registers, diffusers, and grills shall be vacuumed (as far as the vacuum hose shall reach), and then washed and sprayed with a germicidal detergent, and the removable portions replaced.

2.2.6 Storage Rooms. Depending on usage, storage rooms at MTFs can either be cleaned as a cycle task or as an RS level as outlined in the MTF. If a storage room is to be cleaned to a specific RS level it will be included in the room inventory tab of the MTF, otherwise it will be identified as a cycle task as scheduled in the MTF. Cleaning as a cycle task shall include: Survey area and pick up trash. Damp wipe counters, ledges, sills, shelving, cabinets and vents. Sweep and mop floor with general purpose solution or neutral cleaner.

2.2.7 High Dusting of Stair wells. High dusting of stairwells areas/surfaces over seven feet shall be cleaned as outlined on the MTF.

2.2.8 The contractor shall determine and provide to the COR a copy of the schedule for the exact day-by-day performance of cycle task duties 30 days prior to accomplishment. (Deliverable #1) The cycle task schedule shall indicate the rooms/areas to be completed on a given date.

2.2.8.1 The contractor shall submit schedule changes in writing to the COR at least 48 hours in advance of the initially scheduled time for beginning the output. Should any unforeseen circumstance arise during the 48 hour notification period in the area of the cycle task, adjustments in the schedule shall be made to ensure cycle task completion. (Deliverable #1)

2.3 RECYCLABLE MATERIALS COLLECTION.

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

2.4 INFECTIONS MEDICAL WASTE (IMW)

2.4.1 The contractor shall handle, collect, and transport all waste to assigned storage area in accordance with OSHA, Federal, State, and Local regulations. IMW storage area will be locked at all times unless in use. Waste shall be stored in this area until destroyed, treated or picked up by a licensed contractor. IMW may include CAT A hazardous waste as defined by 49 Code of Federal Regulations (CFR) Parts 100-185.

2.4.2 The contractor shall collect IMW from all pick up locations as specified in the MTF then weight and document the IMW at the designated accumulation points (B001). Once documented, the contractor shall place the containers in the designated IMW storage room. The contractor shall perform additional collections within one hour of notification by MTF staff if IMW containers become filled after the normal collection period. (Refer to APPENDIX C for pick up location)

2.4.3 The contractor shall collect yellow cytotoxic waste containers and take to a designated central collection point within the MTF. Cytotoxic waste is only collected after the generator has certified the cytotoxic container contains only residual waste of less than 3% per container.

2.5 LINEN SERVICES.

The contractor shall provide all necessary phases of linen operations to include pick up, transportation, and distribution. The government shall provide laundry services for the cleaning of linen, privacy drapes and/or window curtains in performances of aseptic and basic housekeeping services under this PWS.

Linen distribution and pickup points are subject to change due to mission requirements. Linen handling will comply with American National Standards Institute/Association for the Advancement of Medical Instrumentation publication (ANSI/AAMIST 65:2008).

2.5.1 The contractor shall inventory linen at each user/activity location and restock with clean linen equal to the par levels established for that site location. Par levels are established by the using activity.

Distribution of clean linen to the using activity shall be done via covered containers as indicated by the schedule in the MTF. If emergencies deplete linen levels, linen shall be restocked to regular levels within 1 hour of notification. The contractor shall rotate all clean linen on a first in, first out rotation basis when restocking clean linen storage areas.

2.5.1 The contractor shall collect soiled linen from areas as indicated by the schedule in MTF and transport to a designated linen area. The accumulation points specified in APPENDIX D.

2.5.2 Clean and soiled linen shall not be handled at the same time by one person. Personnel who handle soiled linen shall change all Personal Protective Equipment (PPE) and wash their hands before handling clean linen.

2.5.3 Monthly Linen Laundering Report. The contractor shall meet the COR at the designated soiled linen room/area to receive the clean linen carts, and remove soiled linen carts. Contractor shall weigh each linen cart at the time of pickup and delivery by the COR and record each weight. The contractor shall provide a monthly linen laundering report to the COR by the fifth (5th) business day of the month following the month of service. The report shall list by day the weight of soiled linen sent to the laundry and weight of clean linen received from the laundry. (Deliverable #2)

2.5.4 Monthly Linen Report. The contractor shall record all issues of linen to users/activities by- piece-by-day. The contractor shall provide a monthly linen report to the COR of all issues to users/activities by-piece-by-day with daily totals and monthly grand totals no later than the fifth (5th day) of the month following the month of service. (Deliverable #3)

2.5.5 The contractor shall open all linen bundles marked as salvage by the Laundry Service Contractor following delivery of clean linen from laundry. Designated salvage linen shall be segregated from serviceable linen and placed by type on specified shelves in the clean linen room for inspection and disposition by the government.

2.5.6 The contractor shall mark all new linen with government furnished labels prior to being placed into the circulating inventory. Linen items in the circulating inventory with illegible identifying marks shall be remarked.

2.5.7 Annual/Semi-annual Linen Inventory. An initial and semi-annual linen inventory shall be conducted by the contractor with the COR within 7 days of performance start and semi- annually thereafter. The linen inventory report shall be provided to the COR within 7 calendar days after completion. (Deliverable #4)

2.5.8 Soiled-for-Clean Uniform Exchange Service shall be operated during the hours as specified and outlined by the MTF.

2.6 KEY PERSONNEL & QUALIFICATIONS.

The contractor shall adhere to the following special qualifications:

2.6.1 Corporate Experience Requirements. The contractor shall have experience in managing and performing an Aseptic Cleaning Program, as described herein. This experience must have been gained as a result of the company being regularly engaged in the business of providing aseptic services in all the areas of a full-service medical facility. The minimum acceptable experience will be that gained at a full-service medical facility where the company managed the asepsis program over 24 months, within the last 36 months. The contractor shall possess Iryo Kanren Service Mark (the certificate of medical related service mark).

2.6.2 Key Personnel. The Contractor shall assign an on-site Key personnel to serve solely in Bldg626. The Key Personnel shall be assigned full time duty residence (during the normal working hours of the MTF) as the on-site management representative (of the Contractor) at the individual MTF. The Key personnel shall be available on-site during hours specified as Cleaning Requirement by Room in the AppendixH. The Contractor shall update a written certification referred to in para 2.6.2.1 below submitted originally to the Contracting Officer (CO) that the Key personnel meets the requirements of this PWS. These certifications shall be updated in Medical Facility Adapted Manual (MFAM)

2.6.2.1 The Experience Requirements for the Key personnel are as follows: (a) one (1) year of consecutive experience, during the last three (3) years, as an on-site representative in a full-service hospital (as defined in Appendix H). (b) As Key personnel he/she shall have been responsible for supervision, scheduling work assignments, training, hiring/firing, quality assurance and overall contract performance for their respective company and (c) shall have knowledge of characteristics of the medical facility and infection prevention. As Key Personnel, individual shall possess Byoin Seiso Jyutaku Sekininsha (the certificate of cleaning fiduciary).

2.6.2.2 The on-site representative must be able to read, write, speak, and understand the English language, or accompanied by a person who is able to read, write, speak, and understand the English language whenever required by the Government.

2.6.2.3 Upon notification by the CO of the intent to award the contract, the contractor shall submit the MFAM (refer to 3.6.) with the other submittal documents. Certification for the original Key personnel will be part of the MFAM. For all replacement or stand-in personnel during the period of the contract the certification of experience required in 2.6.1. through 2.6.2.2. shall be submitted to the CO separately and must include the name, address, and phone number of person to contact at the healthcare facility to verify the experience

2.6.2.4 If the Key personnel will miss a normal eight (8) hour shift, the COR shall be notified orally and advised of who will be the stand-in representative during this absence.

2.6.2.5 When the Key personnel plans to be absent more than one (1) but not more than five (5) consecutive working days (Monday through Friday and Holidays, excluding Saturday and Sunday), the COR shall be notified in writing and more than three (3) days in advance of who will be the stand-in representative during this absence

2.6.2.6 Should the Key personnel be absent for more than five (5) consecutive working days (including Monday through Friday and Holidays, excluding Saturday and Sunday), the company shall provide a qualified replacement Key personnel representative during the absence. (Ref para 2.6.2.1.) The COR shall be notified in advance, in writing, of this substitution

2.6.2.7 Key personnel replacement. The Contractor shall assign Key personnel replacement during the Key personnel’s absence. The key personnel replacement shall be capable of handling all aspects of this contract normally the responsibility of the key personnel and in the absence of the assigned key personnel may act as the Contractor's representative as required in para 2.6.2

2.6.2.8 The on-site representative replacement must be able to read, write, speak, and understand the English language

2.6.2.9 Personnel Roster. The contractor shall have a written personnel roster that shall be maintained current and that includes at a minimum the name of the employee, hire date and job assignment. The contractor shall submit the original personnel roster to the COR, 10 days prior to performance start and three (3) days prior to any personnel changes thereafter. Employees not listed shall not be allowed to work in the MTF. (Deliverable #6)

2.6.2.10 MEETINGS. The key personnel will attend the Infection Control Function (ICF), Environmental of Care (EOC) tour and any other MTF meeting when requested to, in a consultative capacity

2.6.2.11 ATTENDANCE When invited, the Key personnel will attend meetings with the Hospital Executive Staff, and meetings with the Functional Area Chief and the COR. However, the Key personnel does only perform as assistant adviser to COR only as to the subject service

2.7 TRAINING

Government Provided Training. The Contractor’s on-site housekeeping employees shall attend the MTF's required orientation within 30 days of being hired. If an employee has not attended or is not scheduled within 30 days, the employee will not report to work until orientation training is complete/documented.

After start of work, the Government will provide education regarding exposure control plan protocols for blood borne pathogens and tuberculosis according to applicable military instructions. Documented training shall be made available to the COR upon request. In addition, contractor employees will be required to attend annual/other training as determined by MTF leadership.

2.7.1 Health Insurance Portability & Accountability Training (HIPAA)/Patient Privacy. All contract employees working in an AF MTF must be trained in HIPAA/Patient Privacy. Training will be provided by the government during normal duty hours.

2.7.2 Contractor Provided Training. The contractor shall provide initial training of all employees prior to start of work. The following topics shall be included:

2.7.2.1 Cardiopulmonary Resuscitation Training. All contract employees working in an AF MTF must be trained and certified in CPR. The contractor shall bear the cost associated with developing, translating and conducting the training. Aseptic and basic housekeeping training will include, but is not limited to, duty responsibilities, work schedule/assignments, bacteriological concepts, infection control standards, exposure to bodily fluid contaminants, needle sticks, Infectious Medical Waste, hazard communication, occupational and ground safety, use/care of supplies and equipment, selection/measurement of cleaning chemicals, quality control standards, use of PPE, role of housekeeping in delivery of healthcare, aseptic cleaning procedures, and personal hygiene.

2.7.2.2 Orientation/overview on fire prevention, ground safety, smoking, security, employee health, standard or universal precautions, exposure control plan, handling of Infectious Medical Waste, utilities plan, and PPE.

2.7.2.3 Hazard Communications Plan, including location and access to Safety Data Sheets (SDS) for products used by the contractor and government personnel, a work area hazardous chemical inventory, and standard operating procedures (SOPs) or Operating Instructions (OI) governing tasks involving hazardous materials.

2.7.2.4 The contractor shall document and maintain an individual record of all employees training. The training records are to be maintained locally and shall be made available to the COR upon request.

2.7.2.5 The contractor shall coordinate with COR 30 days prior for scheduling conference room space.

Training/conference rooms for conducting training will be dependent upon space availability.

2.8 EMPLOYEE STANDARDS

2.8.1 Uniforms. The contractor shall provide all of its housekeeping employees, other than the Executive Housekeeper, uniforms of distinctive color and design distinguishable from all other MTF uniforms. The uniform must display the company name. The contractor shall have a uniform dress code that requires contract personnel to maintain a clean, neat, and professional appearance appropriate for a health care setting. The contractor staff shall wear enclosed rubber sole work shoes to prevent slips and falls while on duty. Sandals, slippers, or open shoes are prohibited. Excessive or inappropriate jewelry or body piercing is not permitted. Jewelry or body piercing shall be kept to a minimum. Use of cologne, perfume, perfume products (hand/body lotion, etc.) or aftershave is discouraged and if worn should he minimal and not noticeable by others. Smoke odors are prohibited. PPE or other religious headgear is authorized inside the

MTF.

2.8.2 Hygiene. All contractor employees shall wear contractor provided approved uniforms at all times.

Contractor personnel shall wear a clean uniform each day, be neatly groomed, and free of body odor and conform to acceptable standards of personal hygiene for an MTF. Hair is to be clean, neat, and well groomed. Shoulder length hair or longer must he pulled back behind the ears and off the neck. Fingernails (not longer than 1/4") shall be clean and free of dirt. Artificial nails and natural nails longer than 1/4” inch shall not be permitted per Infection Prevention and Control Standards. Contractor’s staff shall follow CDC Hand Hygiene Standards.

2.8.3 Health Requirements. The contractor shall be responsible for ensuring its employees meet all health requirements (e.g. vaccinations, physical exams required), required by the MTF, under this contract at no additional cost to the Government. Medical clearances or certificates issued by a source approved by the Local/Regional/State health department shall be maintained by the contractor for each of its contractor personnel and available for government inspection by the COR at all times. Special immunizations and biological testing may be administered by the MTF at government expense in the event of unusual risk situations. The contractor shall be responsible for the medical clearance required by OSHA for the High- Efficiency Particulate Air (HEPA) mask fitting.

2.8.3.1 The following immunizations, to include pre-employment screenings, shall be considered the minimum requirements essential for performance under this contract.

2.8.3.1.1 Tuberculosis. In those areas where there is a higher risk of transmission of tuberculosis, contractor employees may be tested frequently as directed by the MTF. This test will be provided by the MTF. Tuberculosis screening will follow the Local/Regional/State Health Department, to include intradermal purified protein derivative (IPPD) (Mantoux Intermediate Strength Purified Protein Derivative 5 Tuberculin units (PPD 5-TU)), or equivalent if necessary.

2.8.3.1.1.1 Intradermal purified protein derivative (IPPD) (Mantoux Intermediate Strength Purified Protein Derivative 5 Tuberculin units (PPD 5-TU), unless contraindicated, contractor personnel shall have documentation of IPPD test results. Contractor personnel with undocumented or expired IPPD test results shall not be permitted to work within the MTF as determined by the MTF’s Occupational Health Nurse.

2.8.3.1.1.2 Contractor personnel with baseline positive or newly positive tuberculin reactions or documentation of treatment for latent tuberculosis infection or tuberculosis disease shall have documentation of chest-x-ray results not older than 12 months to exclude TB disease. Contractor personnel with undocumented or expired chest x-ray results shall not be permitted to work within the MTF as determined by the MTF Occupational Health Nurse. Chest x-ray retesting of positive tuberculin reactors is not necessary unless symptomatic or signs of TB develop or unless recommended by the MTF Occupational Health Nurse or clinician.

2.8.3.1.2 Mumps, Rubella, Rubeola, and Varicella Screening. Screening tests for the presence of Rubella, Rubeola, Mumps, and Varicella antibodies must be performed, and individuals with non-protective titers shall be immunized.

2.8.3.1.2.1 If a contractor has had screening tests for the presence of Rubella, Rubeola, Mumps and Varicella antibodies and can obtain a statement from a physician or authorized official attesting to the fact that the CSP has a protective Rubella, Rubeola, Mumps and Varicella titers, the immunizations will not be required.

2.8.3.1.3 Diphtheria-Tetanus. All contractor personnel are required to have a Diphtheria- Tetanus immunization within the past 10 years and a one-time vaccination of the Tetanus- Diphtheria-Pertussis.

2.8.3.1.4 Hepatitis B. Contractor personnel are required to have a completed series of Hepatitis B vaccines, once as an adult. The contractor shall provide hepatitis B vaccination to be in compliance with 29 CFR 1910.1030, Blood borne Pathogens Regulation to all contract employees.

2.8.3.1.5 Contractor personnel shall be immunized annually with the seasonal influenza vaccine and any other vaccine recommended by the Advisory Committee on Immunization Practices (ACIP) of the CDC.

2.8.3.2 Any contractor personnel considered by Occupational Health to be infectious In Accordance With (IAW) CDC work restriction guidelines to patients or to health care facility personnel shall not be permitted within the premises. The contractor shall present a medical release or certification to return to work for the employee to the Occupational Health department prior to their working under the provisions of this contract.

2.8.3.2.1 The Government reserves the right to require examinations or re-examinations of any contractor personnel as determined necessary by the MTF leadership or Occupational Health. Any such examinations will be performed by the Government at the Government’s expense.

2.8.3.2.2 The contractor shall provide their Occupational Health Plan for contractor personnel to the CO as a deliverable during the 45 day transition period, but not later than 10 days prior to performance start (Deliverable #7). The contractor shall ensure all contractor personnel comply with the MTF’s health policies and regulations.

2.8.3.3 The MTF will provide emergency treatment to prevent loss of life, limb, or to prevent undue suffering to the contractor’s personnel working at the MTF. The contractor shall pay for medical services provided in accordance with current policies regarding civilian emergencies for government/contractor personnel. Required medical examinations and treatment for all job related injuries or illness shall be the responsibility of the contractor.

2.8.3.4 The contractor shall be responsible for payment of initial and follow-up treatment/monitoring for their contractor personnel, if such contractor personnel have accidental needle sticks, ocular, mucous membrane, or other significant exposure to blood or other body fluids will receive initial assessment and treatment per MTF policy.

2.8.3.5 The contractor shall follow the methods for controlling and preventing disease as described in the American Public Health Association publication, Control of Communicable Diseases Manual (https://www.apha.org/ccdm), current edition, and the Centers for Disease Control and Prevention publication, relevant issues of Morbidity and Mortality Weekly Report (MMWR) (https://www.cdc.gov/mmwr/publications/index.html), and its supplements. The contractor shall maintain workforce health qualifications as published in the most recent guidelines from these publications throughout the life of the contract. For the purposes of this contract CDC recommendations are considered requirements.

2.9 TRANSITION PLAN:

The contractor shall provide a transition plan with their proposal (Deliverable #8). The transition plan will describe contractor processes and procedures for a 45- day transition period. The transition plan shall include the following: key milestones to reflect a ramp-up period of up to 45 days, chronological sequence of events and actions that will be accomplished without disruption of services, and activities necessary to transfer contract responsibilities from the incumbent to the contractor to a new contract.

Deliverables shall be submitted 10 days prior to performance start include:

Contractor Personnel Certification Occupational Health Plan Contractor Furnished Supplies/Equipment List

2.10 GENERAL

2.10.1 Project Management Support. Contractor shall provide a single point of contact for project management oversight with authority to make decisions and executions of the services in accordance with the PWS.

2.10.2 Identification of Contractor Employees: All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Electronic mail signature blocks shall identify their company affiliation.

2.10.3 Work Schedule. Work Schedule. It is the contractor's responsibility to complete a work schedule adequate to provide all necessary services. It should be noted that service performance will not be required on the below list of Federally Recognized U.S. Holidays. Recognized Holidays http://www.apha.org/ccdm) http://www.cdc.gov/mmwr/publications/index.html) http://www.cdc.gov/mmwr/publications/index.html)

New Year's Day Martin Luther King Jr’s Birthday Presidents’ Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

*Any additional Federal Holidays that will be signed/approved by U.S. President during the contract lifetime may/may not be considered as Federal Holidays although it may not be listed above.

**If the president declares an additional holiday, it will not be considered a holiday for the contractor.

2.10.4 Hours of Operation. The contractor shall maintain the following hours of operation for normal day-to-day business where employees should work a normal workweek of 40 hours. Work required during other than normal hours of operation may be completed prior to or after the scheduled hours of operation.

BLDG# DAYS OF THE WEEK OPEN TO PUBLIC

90 Monday through Friday 0730 - 1630

428 Monday through Friday 0730 - 1630 626 Monday through Friday 0700 - 1630 731 Monday through Friday 0730 - 1630 734 Monday through Friday 0700 - 1600 850 Monday through Friday 0730 - 1630 853 Monday through Friday 0730 - 1630 859* Monday through Friday * 0730 – 1630* 910 Monday through Friday 0730 - 1630 920 Monday through Friday 0730 – 1630 3154 Monday through Friday 0730 – 1630

* Buildings 859 is currently under construction or renovation. Information is provided as a future estimate if/when services will become required.

2.11 SECURITY REQUIREMENTS.

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

2.11.1 All contractor employees shall prominently display identification at all times and base passes for all employee and vehicles. Application shall be coordinated through the Contracting Officer or designated representative. The contractor shall conduct background check with local authorities on all employees.

The contractor shall not employ any convicted felons. As a proof of background check completion, Okinawa Prefectural Criminal History Check issued by Okinawa Prefectural Police Department shall be provided. Upon termination of employment, the contractor shall return identification cards and base passes to Security Forces within 24 hours.

2.11.2 Background Checks. All contractor employees shall ensure that all potential employees have a background check performed by local law enforcement authorities prior to employment under the terms of this task order. The contractor shall not employee any individual whose background indicates an unacceptable threat to life, health and safety of patients, staff, visitors and/or government property. After received the criminal background check from the local law enforcement, the contractor shall bring the criminal background check to COR for their validation. The record is closed in an envelope that should be only opened by authorized personnel. The government reserves the right to deny contractor personnel access to the facility/installation.

2.11.3 Key Control. NOTE: All references to keys include key cards/key fobs. The Government will issue keys to contractor key personnel by name. The contractor shall maintain a key issuance log. The keys shall not be duplicated or used by unauthorized personnel. The contractor shall follow all guidance concerning key control. The contractor shall immediately report any occurrences of lost or duplicated keys to the COR. In the event that keys, other than master keys, are lost or duplicated the contractor shall, upon direction of the CO/COR, re-key or replace the affected lock or locks. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the contractor, at no additional cost to the Government. The contractor shall turn-in all keys upon termination of employment/contract.

2.11.4 The loss of any pass and identification items shall be reported as soon thereafter as possible to the issuing activity and the Contract Officer Representative(COR).

2.11.5 Retrieving Identification Media. The contractor shall retrieve all identification media from employees who depart for any reason before the contract expires (e. g., terminated for cause, retirement) and return such media to Pass and Identification section for proper disposition.

3.0 SERVICES LEVEL

3.1 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. The Services Summary outlining these requirements is included as an Attachment to this PWS.

Performance Objective PWS Paras Performance Threshold

SS#1

Provide RS Cleaning Levels 1 and 2 services

2.1.1.2, 2.1.1.3 2.1.2.1 & 2.1.3

Zero infection transmission (e.g. blood or body fluids remaining) deficiencies after cleaning.

Not more than 3 minor deficiencies, per MTF, per month (e.g. failing to timely remove IMW, visible dust)

Not more than 2 late responses to services calls per MTF, per month. (past 10 minutes in considered late)

SS #2

Levels 3 services

2.1.1.4 & 2.1.3

Zero infection transmission deficiencies (e.g. blood or body fluids remaining) after clean.

Not more than 5 minor deficiencies, per MTF, per month (e.g. failing to timely remove IMW, visible dust)

SS #3

Levels 4 services

2.1.1.5

Not more than 5 minor deficiencies, per MTF, per month (e.g. failing to timely remove waste, visible dust, restocking)

SS #4

Proper collection and storage of Infectious Medical Waste

2.4

Zero infection transmission deficiencies (e.g. failure to secure IMW storage area) Not more than 2 minor deficiencies, per MTF, per month (e.g. improper bagging, failing to use cart)

SS #5

Level 5 services

2.1.1.6

100% timely, compliant responses in support of emerging CAT-A diseases

Notes

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

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

3. Exceeding the performance threshold for any of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR52.212-4 (a), Contract Terms and Conditions – Commercial Items, Inspection/Acceptance.

3.2 Atrium/Bonsai Island.

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

4.0 DELIVERABLES

4.1 Deliverables associated with this contract are specified below. All deliverables shall be submitted and agreed upon by the Government.

Deliverable Title

Copies (including original)

PWS Reference

1. Cycle Tasks

2.2.8 The contractor shall determine and

provide to the COR a copy of the schedule for the exact day-by-day performance of cycle task duties 30 days prior to accomplishment.

2.2.8.1 The contractor shall submit

schedule changes in writing to the COR at least 24 hours in advance of the initially scheduled time for beginning the output.

2. Monthly Linen Laundering Report

2.5.4 The contractor shall provide a monthly

linen laundering report to the COR by the fifth (5th) business day of the month following the month of service.

3. Monthly Linen Report

2.5.5 The contractor shall provide a monthly

linen report to the COR of all issues to users/activities by-piece-by-day with daily totals and monthly grand totals no later than the fifth (5th) day of the month following the month of service.

4. Annual/Semi-annually Linen Inventory

2.5.8 The linen inventory report shall be

provided to the COR within 7 calendar days after completion.

5. Key Personnel Change

2.6.1 Changes to key personnel shall be

submitted in writing to the COR as soon as identified by the contractor but no later than three (3) days prior to performance.

6. Personnel Roster

2.6.2.9 The contractor shall submit the

original personnel roster to the COR, 10 days prior to performance start and three (3) days prior to any personnel changes thereafter. Employees not listed shall not be allowed to work in the

MTF.

7. Occupational Health Plan

2.8.3.2.2 The contractor shall provide their

Occupational Health Plan for contractor personnel to the CO as a deliverable during the 45 day transition period, but not later than 10 days prior to performance start.

8. Transition Plan 1 2.9 The contractor shall provide a transition plan with their proposal.

9. Contractor Provided Supplies and Materials Standards

5.2.6 The contractor shall submit a written list

of contractor furnished supplies and equipment, to include chemical products and current & applicable Safety Data Sheets, to the CO as a deliverable during the 45 day transition period, but not later than 10 days prior to performance start. The contractor shall coordinate requests for changes to approved chemical cleaning products to the COR not later than 30 days prior to implementation.

10. Quality Control Plan

6.1 The contractor shall develop and submit

a Quality Control Plan to the CO/COR no later than 10 calendar days after contract award. If any changes are made during the period of performance, the contactor must submit to the CO/COR a revised plan for acceptance within 7 calendar days for review/comment prior to implementation.

5.0 GOVERNMENT FURNISHED SUPPORT AND CONTRACTOR FURNISHED PROPERTY

& SERVICES

5.1 GOVERNMENT FURNISHED SUPPORT. The Government will furnish services as specified herein to the contractor. Government furnished services shall be used only in the performance of the contract required throughout the period of performance and take reasonable precautions to prevent fraud, waste, and abuse.

5.1.1 Initial supplies of these items or access to them if in electronic format shall be available on the effective date of the contract.

5.1.2 The Government will provide the space identified in the MTF for the contractor to use as an office, supply and equipment storage, and housekeeping closets.

5.1.3 The government shall provide safety equipment and signs to meet all safety regulations such as Wet Floors, Danger, Caution, saw horse barriers or equal as required by OSHA regulation.

5.1.4 The Government will…