P01 Draft PWS Yuba City JANITORIAL SVC.doc

Draft PERFORMANCE WORK STATEMENT AND REQUIREMENTS

JANITORIAL SERVICES CONCORD VET CENTER

1. GENERAL

1.1 The Department of Veteran Affairs Northern California Health Care System (VANCHCS) seeks a contractor to provide aseptic and custodial janitorial services for its out-patient care facility located in Yuba City, California. The Contractor shall furnish all necessary and appropriate labor, supervision, materials, supplies and transportation to successfully perform complete janitorial service and supplies necessary to provide janitorial services for the VA Yuba City Outpatient Clinic. Work shall be performed by bonded, experienced staff with experience in working with, and around occupied office spaces.

1.2 The technical provisions of this document require work to be accomplished at the Veterans Affairs Yuba City Facility located at 425 Plumas Street Yuba City, CA 95991. This site includes one building with the room numbers provided as an attachment. (See Attachment #2)

1.3 Outpatient Clinic normal business hours usually operate between 8:00 am to 4:30pm, Monday through Friday except Federal Holidays. Deviations from this schedule must be approved by the Contracting Officer Representative (COR). The Contractor is not required to provide services on the following U.S. Government holidays nor will the Contractor be paid for these days:

1.4 (a) NATIONAL HOLIDAYS:

New Year’s Day

Labor Day

M.L. King’s Birthday

Columbus Day

President’s Day

Veterans Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

Note: Any other day that is specifically declared by the President of the United States to be a National Holiday, will be observed.

1.4 The facility and organization have many VA employees who may not be familiar with the concept of “unauthorized commitments.” The only person authorized to obligate the Government is a warranted Contracting Officer. As a Government contractor, the contractor is expected to recognize the limitation of authority on other Government personnel and refrain from taking direction from them, except for emergency situations. If VA staff request the contractor to do anything different than or in addition to what is provided in this PWS, the contractor shall notify the COR and the Contracting Officer in writing of the request.

2. STANDARDS

2.1 The Contractor shall adhere to the PWS’s task and cleaning standards. All cleaning tasks shall be accomplished to meet the requirements and standards identified within this PWS and the Quality Assurance Surveillance Plan (QASP). (See Attachment #1)

2.2 Accomplish all work under this contract in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this PWS and (5) industry standards. The JC establishes the facility and management standards for VA facilities. The VA is committed to maintaining JC approved health care facilities. The Contractor's efforts shall provide the service to meet the requirements for high quality patient care, sensitivity to proper scheduling to meet medical and patient needs, and sanitation for infection control purposes.

2.3 The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements and have them readily available for inspection upon notification from the COR.

2.4 Disclaimer: Notwithstanding any historic data furnished by or for the medical facilities, it is the Contractor's responsibility to furnish the necessary quantities of manpower, supplies, and equipment to provide satisfactory service at the medical facilities. The technical exhibits highlight cleaning tasks and schedules, and the total area shall be cleaned. This means that items/tasks identified are included but not limited to these items/tasks only. Additional cleaning required by changes in mission assignments will be affected by written contract modification.

2.5 The contractor shall have experience in managing and performing a program of hospital asepsis as described in this performance work statement for at least 24 months during the past three years, preferably with focus on out-patient clinic and/or community based medical facilities. This experience must have been gained as a result of the contractor being regularly engaged in the business of providing aseptic services in all areas of the facility.

2.6 The Contractor shall also be responsible for adhering to all requirements under the Privacy Act. Because confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties, Contractor shall obtain a signed "Confidentiality Certificate" from each employee prior to allowing them to start work under this contract. This information shall be maintained at the facility and must be made available to the COR upon request.

2.7 Contractor personnel shall not consume food, snacks, drinks or tobacco products, except during specified break periods and in appropriate designated break/smoking areas only. The VA is a smoke-free environment and smoking is NOT authorized on VA Property.

2.8 Theft or pilferage by Contractor personnel shall constitute adequate cause for the Government to require that the Contractor immediately remove the offender(s) from employment on the medical facility premises for the duration of this contract.

2.9 Use of personal electronic devices, including cellular telephones and music players, will not be used while performing work. Headphones, ear buds, and in-ear phone devices (e.g. Bluetooth) will not be used during active work hours and are permitted only during break times.

2.10 The Contractor shall be responsible for safeguarding all Government property provided for the Contractor’s use. At the close of each work period, Government facilities, equipment and materials shall be secured.

3. APPLICABLE REGULATIONS AND MANUALS

3.1 The Government will provide the Contractor copies of all policies, regulations, manuals and specifications such as those listed below:

a) Security Clearances, Access Controls, Identification Badges

b) Facility policies concerning fire / disaster program.

c) Parking Requirements

d) Infection Control Manuals

e) Policies and procedures for Northern California Health Care System

3.2 Supplements and amendments will be updated and will be implemented immediately upon receipt by the Contractor. The policies and procedures of mandatory directives shall always be adhered to. The Contractor shall insure that all mandatory publications are posted and up to date.

4. CONTRACTOR’S ATTIRE AND IDENTIFICATION

4.1 The Contractor shall wear a standard custodial type uniform which is easily recognizable, bares the contractor companies name and clearly distinguish them as the Contractor. Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. No denim is allowed. Leggings will not be substituted for pants.

4.2 Footwear that covers the entire foot and is appropriate for Housekeeping duties will be worn.

4.3 Personal Hygiene: The Contractor personnel shall be free of body odor and wear a clean uniform/clothing each day. Fingernails shall be clean and free of dirt. Hair shall be clean and neatly combed. Jewelry must be kept to a minimum.

5. SCOPE OF WORK

5.1 An estimated 10,295 square feet shall be maintained in accordance with this Performance Work Statement (PWS). It is incumbent that the Contractor conducts its own measurement of the square footage for each site. The Government’s estimate is not considered accurate. (See Attachment #4 for floor plan)

5.2 Contractor shall supply all resources, including personnel, to accomplish the housekeeping services described herein. All areas in the Room/Facility Listing Chart (Attachment #2) will be serviced based on the Performance based outcomes described in this document. Staff and frequency of service to maintain building to performance/outcome requirements is incumbent on contractor.

5.3 Direct daily cleaning operations, supervise custodial personnel, develop cleaning schedules, make quality control inspections, hire and train employees, communicate and coordinate with building personnel, forecast material usage, and provide all cleaning supplies and equipment.

5.4 The Room/Facility Listing Chart reflects a quantification of the services; however, it is not an exact reflection of the total sanitation requirements, nor is it a management program. It is incumbent upon the Contractor to furnish the management expertise to accomplish not only the specific tasks specified within this PWS, but also an acceptable environmental appearance that reflects accomplishments of a total program. In addition to these services, incidental tasks (urgent or emergency), not specifically tested but normally included as general practice within the housekeeping industry, shall be provided by the Contractor.

5.5 The Contractor shall be responsible to ensure that employees who perform, or are expected to perform, any or all of their work at the facility listed in the contract; follow all Centers for Disease Control and Prevention (CDC) requirements for epidemic and/or pandemic outbreaks such as COVID-19.

5.6 Contractor shall provide training on establish CDC procedures and guidelines for a clean and sanitary environment for staff and visitors; in order to prevent the proliferation of emerging pathogens such as SARS-CoV-2 (COVID-19), cross-contamination, and transmission of infections.

5.7 The Contractor shall provide to the COR a proposed work schedule which depicts how services will be accomplished. All work shall be accomplished during normal business hours. All work shall be coordinated with the COR, or designated representative, and contractor shall communicate and coordinate with onsite VA Staff to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.

5.8 Dedicated Day Porter services are required for Yuba City during operating hours. Additionally, day porter shall provide cleaning services on an on-call basis for the Outpatient Clinic.

5.9 The Contractor and contracting staff shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English.

5.10 Department of Veterans Affairs personnel shall not be hired by the Contractor.

5.11 Prior to beginning performance under this contract, the Contractor shall provide the following:

a) List of employees who will provide services under this contract

b) Name, telephone number and address of the CEH

c) List of shift supervisors

5.12 The Contractor shall assign an International Executive Housekeeper Association (IHEA) or Certified Healthcare Environmental Services Technician (CHEST), Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The CEH shall also be authorized to discuss the contract requirements and make decisions on behalf of the contractor. The CEH shall be assigned solely to the VA Yuba City Facility. The supervisor shall develop and evaluate the environmental sanitation procedures in order to ensure compliance with all provisions contained in this contract.

5.13 The Contractor shall provide the CEH with a means of communicating with the COR, engineering staff, or other designated Government personnel.

5.14 The CEH or stand-in representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within 3 hours.

5.15 COR shall be the liaison between VA organization, the contractor and/or CEH. Telephonic communication is deemed to be the primary method and will be maintained as a clear channel of communication. Should there be a conflict with establishing telephonic communication, electronic mail (Email) will be utilized by the COR or CEH so that communications can be maintained.

5.16 The Contractor shall instruct employees on best utilities conservation practices. The Contractor shall be responsible for operating under condition which precludes the waste of utilities, which shall include:

a) No adjustment any mechanical equipment controls for heating, ventilation and air conditioning system unless otherwise directed by the COR under supervision of designated representative.

b) All water faucets or values shall be turned-off when not in usage.

c) Government telephones are deemed for Official Use Only.

5.17 Moving of room contents for floor cleaning/refinishing, and moving of office furniture, supplies and equipment are included duties in this contract. Environmental quality and performance of regular tasks will not be compromised due to this activity.

5.18 Reusable Medical Equipment used in the patient rooms will be aseptically cleaned according to manufacturer and VA guidelines. Sufficient clean equipment will be made available by contractor as to not disrupt delivery of patient care.

5.19 Procedure Manual: The Contractor’s basic procedures manual shall be available for review by the CO, COR, or pre-award survey team before award of contract. This manual shall be a comprehensive description of Contractor’s procedures and designed for Contract’s personnel for general reference purposes. It is to contain all procedures necessary to perform complete services required by the contract. Prior to state of the contract performance period, the approved basic manual shall be adapted to each facility covered under this contract and updated as changes occur. Updates shall be provided to the COR as they occur during the term of the contract.

5.20 The Contractor may be required to collect bio-hazardous “Red Bags” waste (double-bagged) and solid, enclosed “SHARPS” containers from the medical facility exam and treatment rooms, and to deposit the bags and containers in designated bio-hazardous waste container (usually located outside and at the rear of the facility in locked cage or storage facilities). The Contractor shall maintain records on employee training and shall notify the COR appointed under this contract, as to when new annual training is required. The Contractor shall provide a certification of annual training for each employee.

5.21 Any changes to the Scope of Work or functions of contract will be exercised by the Contracting Officer.

6. PERFORMANCE REQUIREMENTS

6.1 The Contractor shall provide janitorial services as specified below every in all areas throughout the facility. See Attachment #2 for room listing.

6.2 Day Porter Services: require constant policing and response to immediate and sometimes spontaneous customer-driven cleaning demands throughout the facility during hours of operation.

6.3 CARPET MAINTENANCE: The Contractor shall vacuum all carpeted areas. After vacuuming, carpets shall be free of all visible litter, dust and soil. Carpet maintenance shall include spot and bonnet cleaning, a process to apply a spotting agent in a uniform manner to loosen all types of soil; or carpet soil extraction, a method where by water is injected into the carpet to loosen and remove all types of soil. Furniture shall be removed prior to spot and bonnet cleaning or carpet extraction and returned to its proper position. Upon completion of spot and bonnet cleaning or carpet extraction the carpet shall be free of soil, stain and residue; all baseboards, walls, doors and furniture shall be free of splashes, marks, streaks, etc.

6.4 FLOOR CLEANING: The Contractor shall clean the entire floor surfaces, using a dust free method, including corners and abutments. After sweeping floors, it shall be free of visible litter, dust and foreign debris. The Contractor shall tilt or move all easily movable items, such as chairs, trash receptacles, etc., to clean underneath.

6.5 MOP FLOORS: The Contractor shall mop all accessible areas, including corners and abutments. After mopping floors shall have a uniform appearance free of streaks, swirl marks, detergent residue, mop strands, or any evidence of soil, stains, film, and debris or standing water. The Contractor shall move chairs, trash receptacles, and easily movable items to mop underneath and return all moved items to their proper position. After mopping floors there shall be no evidence of splash marks or mop streaks on furniture, walls, baseboards, etc.

6.6 PERFORM LOW DUSTING: The Contractor shall perform low dusting in such a manner as to prevent airborne dust. After dusting all dust, lint, dry soil and other foreign debris shall be removed from surfaces of desks, chairs, file cabinets and other type of office furniture and equipment and from ledges, windows sills, handrails, etc. The Contractor shall not dust computers, typewriters, business machines and equipment of similar nature.

6.7 PERFORM SPOT CLEANING: The Contractor shall perform spot cleaning by removing smudges, fingerprints, marks, streaks, etc., from washable surfaces of walls, partitions, doors and fixtures. The Contractor shall clean brass hardware, aluminum bars, stainless steel and other metal on doors. After spot cleaning the surface shall have a clean uniform appearance, free of streaks, spots and other evidence of removed soil.

6.8 DISINFECT RESTROOMS: The Contractor shall disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, dispensers, sinks and mirrors and other such surfaces, using a germicidal detergent. After disinfecting all surfaces, they shall be free of streaks, stains, smudges or other foreign debris.

a) The Contractor shall clean and sanitize sinks, urinals, and toilets.

b) The floor traps shall be maintained free from odor at all times.

c) The Contractor shall sweep and wet-mop the floors daily and spray buff as required. The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

d) The Contractor shall damp-wipe walls, doors, partitions, mirrors, shelving, and window frames and sills. The Contractor shall use an approved germicide/detergent in restrooms to disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces.

e) The Contractor shall damp-wipe and polishes the chrome fixtures.

f) The Contractor shall clean (descale) toilet bowls and urinals.

g) The Contractor shall furnish and replenish restroom supplies for example: soap dispensers, paper towels and toilet tissue. The Contractor shall ensure sufficient supplies are provided.

h) The Contractor shall empty, clean, disinfect, and re-line all sanitary napkin and all waste receptacles.

6.9 The Contractor shall pick up and empty all trash or waste receptacles, to include the vending machine/snack areas. The Contractor shall wash and damp-wipe all waste receptacles; re-line daily or as needed. The Contractor shall dispose of trash in plastic bags secured with bag ties.

6.10 Sweep landing, steps, sidewalk of front entrance area, clean the walk-off mats, hose off as required, and remove standing water. The Contractor shall damp-mop the entrance and lobby floors during inclement weather. Trash containers located inside and outside of entrances shall be emptied.

6.11 The contractor shall collect all soiled linen daily and place in designated soiled linen storage until items are picked up by laundry service contractor.

6.12 Ceilings: The Contractor shall dust and remove cobwebs from the ceilings, vents and light fixtures.

6.13 Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas.

6.14 The two-Step Cleaning Process as defined by VA NCHCS Infection Control/Prevention IC/P Staff. See attachment #3 for Two-Step Cleaning Requirements.

6.15 Response to onsite VA staff request will be required to return the hospital to an aseptic condition should an immediate need arise or should the Contractor fail to provide adequate scheduled cleaning or constant policing.

6.16 SERVICES UPON REQUEST

(In the event services are required, they will be negotiated at that time and added to the contract via a modification).

· Window washing - inside and outside glass this is to include all interior and exterior windows.

· Ceiling cleaning- (Cobweb Removal)

· Emergency cleaning

· Wash waste receptacles

6.17 CONTRACTOR FURNISHED SUPPLIES

NOTE: The Contractor shall provide environmentally preferable products and is required to provide a Material Data Safety Sheet (MSDS) for all potentially hazardous agents used within the facility to ensure the safety of the occupants and its employees.

· Liquid soap

· Chemicals for sanitizing, disinfecting, deodorizing and cleaning

NOTE: The following items supplied by the Contractor shall be the equivalent (brand name or equal) of the products specified. Products determined to be unacceptable shall be required to be replaced at the Contractor’s expense. The products are provided with a Waxie stock number for reference only.

· Paper towels

· Large roll paper towel

· Toilet tissue

· Seat covers

· Liners – trash receptacles

6.18 Contractor’s equipment and/or cleaning materials to be used in the performance of this contract may be stored on site.

6.19 Cleaning equipment and supplies shall not be left adrift to cause a safety hazard or allow use by unauthorized parties.

7. GOVERNMENT FURNISHED FACILITIES AND EQUIPMENT

7.1 The Government shall furnish a designated area within the facility for use in connection with the performance of the contract. This room shall be maintained in a neat and organized condition. No alterations will be made to this space without the written permission from the Contracting Officer’s Representative (COR). Materials supplies and equipment shall not be stored in areas other than what’s assigned.

7.2 The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor’s equipment or belongings that are lost, stolen or damaged.

7.3 The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation.

7.4 The Contractor shall perform repairs or replace Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures to their previous existing condition and at its own expense when the Government determines damage to be Contractor-caused or due to the Contractor failure to use reasonable care. If the Contractor has caused damage or loss to this property, the Contractor shall repair or replace the lost/damage part. The Contractor shall be liable for the cost of repair and/or replacement.

8. SAFETY REQUIREMENTS

8.1 The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

8.2 The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings. Any hazardous incidents created by the Contractor shall be corrected immediately. The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

8.3 The Contractor shall be familiar with the standards of Fire or Life Safety and Disaster Control; and shall participate in exercises for the VA such as Fire Drills. The Contractor's emergency response procedure shall be used to notify the EH of a disastrous situation.

8.4 Contractor-Furnished Safety Training: The California Division of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by State law, and that are applicable to all private sector employers. All contractors providing service at VA facilities shall be in compliance with the California Code of Regulations "General Industry Safety Orders" (CAL/OSHA) sections listed below, as a condition of contract award:

8.5 Section 3203 Title 8, "Illness and Injury Prevention Program". Exception: Employers having fewer than 10 employees shall be permitted to communicate to and instruct employees orally in general safe work practices with specific instructions with respect to hazards unique to the employees' job assignments, as compliance with Subsection (a) (3).

· Section 5193 Title 8, "Bloodborne Pathogens”

· Section 5194 Title 8, "Hazard Communication"

8.6 The above-listed orders establish minimum standards and apply to all employee’s and places of employment in California as defined by Labor Code Section 6303; provided, however, that when the Occupational Safety and Health Standards Board has adopted or adopts safety orders applying to certain industries, occupations or employment’s exclusively, in which like conditions and hazards exist, those orders shall take precedence wherever they are inconsistent with the General Industry Safety Orders hereinafter set forth.

8.7 The above-listed orders require the employer to develop, implement and document written programs, as well as requiring initial and recurrent employee training and record keeping. Contractor shall provide the Contracting Officer an annual written certification that each employee has received the State-required safety training; that each employee has received the Hepatitis B vaccination; or provide a written certification from any employee who declines the Hepatitis B vaccination.

8.8 Hepatitis B Vaccination: Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the Contractor. A copy of this letter shall also be filed with the Contracting Officer and placed in the official contract file. Following Contractor employee's exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician. Records of treatment and follow-up shall be maintained for the duration of employment by the Contractor and for thirty (30) years thereafter. Copies of treatment and follow-up records shall be provided to the Contracting Officer.

8.9 Contractor shall maintain records on employee training and shall notify the Contracting Officer or COR appointed under this contract, as to when new annual training is required. The Contractor shall provide a certification of annual training for each employee.

8.10 Contractor's employees are required to have a physical examination prior to work on this contract (at the expense of the contractor); each employee is expected to be in good physical health and able to work in patient care areas without risk to the patients. No personnel shall be assigned to this contract who is not in good physical health or who pose a risk to patients. Contractor's personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

8.11 The Contractor is responsible for reporting (to the appropriate VA staff member) all information necessary to ensure hospital records can be maintained correctly and therefore comply with the Joint Commission, OSHA, NIOSH, and CDC employee health records requirements.

8.12 In special sanitation and/or “isolation” situations, the Contractor may be required to wear special protective clothing and shoe covers, which will be supplied by the medical facility. Such items are to remain the property of the Government and shall not be removed from the premises of the medical facility. They will be received, worn, and turned in or disposed of as directed by the COR. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

9. PERFORMANCE MONITORING

9.1 A Quality Assurance Surveillance Plan (QASP)will be established to facilitate use by the COR or designated representative. The QASP provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

9.2 The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program shall be provided to the COR and the Contracting Officer 15 days after contract award effective date. An updated copy shall be provided the COR and Contracting Officer as changes occur. The quality control program shall include, but is not limited to the following:

a) An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

b) The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable.

c) On-site records of all inspections conducted by the Contractor and necessary corrective action taken.

d) A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the COR or designated representative during the term of the contract.

9.3 The Contracting Officer’s Representative (COR) will conduct quarterly inspections of the office(s) located at 425 Plumas Street Yuba City, CA 95991 to determine the cleanliness of the areas being provided janitorial services. The COR will communicate his/her findings with the contractor and then will determine the necessary steps to correct any deficiencies. Deficiencies will be corrected by the contractor within 30 days of notification of unacceptable service(s) or condition of the space being served.

9.4 Performance Evaluation Meetings. The contracting officer (CO) may require the contract manager to meet with the contracting officer, COR, and other government personnel as deemed necessary. The contractor may request a meeting with the CO when they believe such a meeting is necessary. Written minutes of any such meeting shall be recorded by the CO and will be signed by at least the contractors CEH, the COR and the CO. If the contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the contracting officer within 10 calendar days following receipt of the minutes.

9.5 The CEH may be required to meet with CO/COR at least weekly during the first month of contract performance and thereafter, meeting may be held as often as determined necessary by the COR. Contractor may request a meeting be held whenever a “Contract Discrepancy Report” is issued. A mutual effort will be made to resolve all identified problems. Written minutes of the meeting shall be prepared by CO/COR and signed by all parties. Should the Contractor not concur with the minutes, the Contractor shall state in writing any areas of nonoccurrence to the CO within 10 calendar days of receipt of the signed minutes.

9.6 The Performance Requirements Table (PRT) indicates the minimum acceptable cleaning frequencies; however, it is the responsibility of the Contractor to re-clean in such a manner as to correct deficiencies which have been identified, recorded, and reported to the Contractor by the Contracting Officer’s Representative (COR) or his/her designee. Re-cleaning must be accomplished within the timeframe indicated by the COR.

ATTACHMENT #1

Quality Assurance Surveillance Plan

Aseptic Janitorial SERVICES

For: ASEPTIC JANITORIAL SERVICES

Contract Number: TBD

Contract Description: The Department of Veteran Affairs Northern California Health Care System (VANCHCS) seeks a contractor to provide aseptic and custodial janitorial services for its out-patient care facility located in Yuba City, California. The Contractor shall furnish all necessary and appropriate labor, supervision, materials, supplies and transportation to successfully perform complete janitorial service and supplies necessary to provide janitorial services for the VA Yuba City Outpatient Clinic. Work shall be performed by bonded, experienced staff with experience in working with, and around occupied office spaces.

Contractor’s name: TBD

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. Government Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO: TBD

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR: Jeremy Jonas

Alternate COR: Albert Kennedy

c. Other Key Government Personnel:

· Environmental Management Service Chief: Jose A. Saldana

· Environmental Management Assistant Service Chief: Jeremy Jonas

· EMS Quality Assurance Officer: Chanthea Khoun

3. Contractor Representatives

The following employees of the contractor serve as the contractor’s program manager for this contract.

a. Program Manager: TBD

b. Other Contractor Personnel: TBD

Title:

4. Performance Standards Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

Option Period;

Satisfactory

CPRS;

Vs.

Non-exercise of

Option;

Withholding payment;

termination of contract, unsatisfactory

CPARS

Excellent = < , less than 4 deficiencies per

Satisfactory = , 5 deficiencies per

Unsatisfactory = > 5 deficiencies per month

Option Period;

Satisfactory

CPRS;

Vs.

Non-exercise of

Option;

Withholding payment;

termination of contract, unsatisfactory

CPARS

Excellent = < , less than 4 deficiencies per

Satisfactory = , 5 deficiencies per

Unsatisfactory = > 5 deficiencies per month

Option Period;

Satisfactory

CPRS;

Vs.

Non-exercise of

Option;

Withholding payment;

termination of contract, unsatisfactory

CPARS

Satisfactory = reports received on time

Unsatisfactory = not received on time, or not at all

Option Period;

Satisfactory

CPRS;

Vs.

Non-exercise of

Option;

Withholding payment;

termination of contract, unsatisfactory

CPARS

Satisfactory = no complaints received of misconduct

Unsatisfactory= misconduct complaint received

5. Incentives

The Government shall use exercise of option period and past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. Methods of QA Surveillance

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

PERIODIC INSPECTION: Inspections may be scheduled quarterly.

Performance Standard ID – 1,2, & 3

VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.)

Performance Standard ID – 4

7. Ratings Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Excellent = Exceeds Standards

Satisfactory = Meets Standards

Unsatisfactory = Fails to Meet Standards

8. DOCUMENTING PERFORMANCE

a. Acceptable Performance

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. Unacceptable performance When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager with a copy to the Contracting Officer.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

9. Frequency of Measurement

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor monthly to assess performance and shall provide a written assessment.

Signature – Contractor Program Manager

Signature – Contracting Officer’s Technical Representative

ATTACHMENT #2

Facility Room List

ATTACHMENT #3

The two-Step Cleaning Process as defined by VA NCHCS Infection Control/Prevention IC/P Staff

· Use EPA registered hospital-grade detergent to clean. This removes soil and organic material allowing disinfectant to have maximum effect.

· Use an approved EPA registered hospital grade disinfectant.

1. Check for isolation or precaution signs to determine appropriate PPE

2. Verify that nursing supplies and patient belongings have been removed from the room by inspecting room. If patient belongings or nursing supplies are found, place in a clear plastic bag and/or patient belongings bag in accordance with facility policy, mark with room number, bed number, date, time and give to staff at the nursing station. (if an isolation room dispose of nursing supplies in waste receptacle)

3. Carefully remove bed linen and place in a soiled linen hamper.

4. Maintain curtains in accordance with the facility procedure.

5. If using a microfiber fill system, fill bucket with approved EPA-registered hospital cleaner/disinfectant solution and insert microfiber wiping cloths to fill line. Cloth must be exchanged after cleaning five surfaces. Cloth must also be replaced when visibly soiled or cloth begins to dry.

6. Using Microfiber wiping cloths and EPA-registered hospital cleaner/disinfectant or disinfectant wipes, clean over-bed table and both sides of pillow and place on table using a two-step cleaning process.

7. Remove waste. Red bag waste must be treated as Regulated Medical Waste. General Waste should be handled with routine precautions. Co-mingling of general and regulated medical waste is never allowed.

8. Using a two-step cleaning process, clean top and side of mattress. Inspect mattress for tears or rips, if present, contact supervisor immediately to remove from service or repair. Fold mattress over and clean half of mattress, and all exterior surfaces. Unfold mattress and repeat process at the other end. If possible when finished, turn the mattress over completely so the underside is now the top. (Follow manufacturer’s directions, as some mattresses are not intended to be turned.)

9. Using a two-step cleaning process, clean Evacusled and/or fall mat, if present, in accordance with the facility procedure. Treat Evacusled as part of mattress.

10. Using a two-step cleaning process, clean interior (e.g. drawers, shelves, etc.) and exterior surfaces of all patient room furniture, bedside chair, handles/doorknobs, closets and/or wall lockers and waste receptacle using EPA-registered hospital cleaner / disinfectant or disinfectant wipes, and a putty knife, if necessary.

11. Using a two-step cleaning process, spot clean walls, cabinets and glass surfaces. Wash soiled walls with EPA-registered hospital cleaner / disinfectant or disinfectant wipes.

12. Clean or remove any rolling stock in accordance with facility procedure.

13. Restock paper and soap products. Clean and reline trash receptacle.

14. Using a two-step cleaning process, clean sinks, toilets and showers, with EPA-registered hospital cleaner / disinfectant or disinfectant wipes.

15. Using a two-step cleaning process, clean overhead light, headboard, footboard, side rails, and lower parts of bed frame, bed controls and phone, paying particular attention to all high touch surfaces (e.g., bed control, rails, over bed tables, nurse call button/television

121 remote control)

16. All areas with C-Diff designation will also use the two-step process but will include the following:

a) Remove all visible soil by wiping surfaces with an EPA registered cleaner/disinfectant

b) Re-wipe surfaces and allow to remain wet for proper dwell time as indicated by manufacturer

c) Use a disinfectant that kills C-Diff. Generally, only bleach will kill C-Diff in spore form.

d) Follow manufacturers’ recommendations for product, paying attention to “wet” or “dwell” times.

e) Specifically, for Patient Rooms – bed (rails, head/footboard, base), over bed table, side table, telephone, T.V. monitor, remote, closet and drawer handle areas, side chair, door, door handle and frame, light switch(es), in-room sink, walls and other surfaces that are visibly soiled, entire bathroom;

f) For Shared Areas – handrails, counters/tables, doors, hallway/public door handles and frames, light switch(es), furniture that can withstand bleach, dining area (Tahoe), Nursing Station surfaces (main and satellite), laundry room.

g) For staff Areas – lounge/break room tables, counters, chairs that can withstand bleach, door handles and frames, light switch(es).

17. Return all furniture to its proper location.

18. Remove gloves and use proper hand hygiene prior to getting clean linen.

19. Prepare bed for the next patient. Perform hand hygiene. Make bed using clean linen. Avoid shaking the sheets and blankets; this keeps the air free from lint. Any linen dropped on the floor is considered contaminated and should be placed in the linen hamper.

20. Set out Wet Floor signs.

21. Using a flat microfiber mopping system, mop patient room and bathroom in accordance with facility procedure.

22. Conduct visual room inspection to ensure that all tasks have been completed.

ATTACHMENT #4