P01 SOW - Burlington Janitorial .doc

STATEMENT OF WORK

A. GENERAL INFORMATION

Project Title: Janitorial Services for Burlington Lakeside Clinic CBOC.

Scope of Work: To provide all janitorial services to Burlington CBOC located at 128 Lakeside Ave, Burlington, VT 05401-5911. This includes cleaning of offices, bathroom facilities, clinical areas, to include floors, horizontal surfaces, and glass surfaces, restock paper products, remove trash, etc. Services shall be provided in all interior areas of the leased premises to provide a clean, neat, and attractive appearance.

Contract Cleaning Specifications for the Burlington CBOC.

Furnish all labor, materials, equipment, supervision, and travel necessary to provide janitorial services for all rooms except for rooms 226, 242, and 246 in the Burlington CBOC, 128 Lakeside Ave, Burlington, VT 05401-5911, approximately 17,608 square feet.

The following services are required:

1. Furnish all supplies, materials machinery, appliances, supervision, and labor necessary to provide complete janitorial services for the clinic.

a. Services shall be provided in all interior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below. The contractor shall make careful selection of cleaning products and equipment to ensure they are packaged ecologically, environmentally beneficial and/or recycled products that are phosphate-free, non-corrosive, non-flammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes.

b. Select paper and paper products with recycled content conforming to EPA's CPG. Performance will be based on the Contracting Officer's evaluation of results, not the frequency or method of performance.

c. Cleaning crew shall turn off lights as necessary and check all doors on completion of the work to ensure that doors are locked. Ensure that security alarm is set before leaving if there are no VA personnel on the premises.

2. Materials and Procedures

a. Standards It Is the Contractor's responsibility to maintain the clinic in a condition that meets all housekeeping and sanitation requirements of this solicitation and the current standards of the Joint Commission for the Accreditation of Hospitals and Outpatient Clinics (JCAHO).

b. The Contractor shall be responsible for providing a weekly certification in writing to the Government that all required cyclic cleaning has been completed.

3. Work Schedule

a. Work will be accomplished at times indicated. Work schedule shall be from 6:30 AM to 11 :00 PM, Monday through Friday. The Contractor shall ensure that sufficient employees are available to prepare the clinic to see patients at 8:00 AM, to be available to clean up spills, keep the public and specimen collection toilet rooms clean, and keep the toilet rooms stocked with sufficient paper products and soap.

b. Mechanical equipment such as vacuum cleaners, burnishers, scrubbing machines, etc., will not be used during the hours of 7:30 AM to 5:00 PM.

4. Janitorial Staff and Supervision

a. Janitorial staff will have access throughout the building; therefore, none of the janitorial staff may have a police record for anything more serious than traffic or parking violations.

b. There shall be a janitorial staff supervisor on duty at all times when janitorial staff is in the building. Any person whose work or conduct is found to be unacceptable by the Government shall be removed from the janitorial staff.

c. Smoking is permitted in designated areas only. Possession of weapons is prohibited.

d. Enclosed containers, including tool kits, shall be subject to search.

e. Janitorial company's standard uniforms are acceptable, If they clearly identify the company and the occupation of the individual. Janitorial staff will be required to wear photo Identification badges.

5. Safety and Special Procedures

a. The Contractor shall consider the clinical environment and ensure that the janitorial staff is Instructed on applicable safety precautions and special requirements. These requirements may include, but are not limited to, such conditions as cleaning of human secretions, blood, barium, etc. from both floors and walls.

b. Contractor will be notified of Isolation areas that need terminal cleaning. Terminal cleaning Is defined as complete wipe down of all sinks, walls, countertops, casework, exam tables, etc., with germicide, and mopping of the floor with germicide. These areas require the use of gloves, gowns, masks, and shoe covers, which will be provided by the Government. The vendor shall be responsible for collecting of sharps containers and hazardous materials. See 'ALL AREAS" below under "Daily Cleaning Requirements" for method of handling sharps containers and hazardous waste.

c. Sharps containers and hazardous waste shall be stored in designated area of the clinic. Disposal shall be addressed through Biohazardous Waste Disposal contract IDIQ 36C24123D0003.

d. The janitorial staff shall comply with applicable Federal, State, and Local safety and fire regulations and codes. The Contractor shall immediately bring to the attention of the Government any fire and safety deficiencies.

e. The Contractor shall take such ·safety precautions as necessary to protect the lives and health of occupants of the building.

6. Equipment and Materials

a. All equipment and materials used in the performance of this contract will be cleaned and stored properly at the end of the workday.

b. Cleaning carts and/or equipment will not be left unattended for any reason while patients are in the clinic. Contractor shall ensure all equipment, tools, and supplies meet necessary safety requirements and janitorial staff have full working knowledge of their use.

c. An EPA-registered germicide will be used to clean all patient areas, floors, examination tables, and medical equipment.

d. The Contractor shall provide all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of janitorial services.

e. The Contractor shall provide supplies such as toilet tissue, multifold paper towels, toilet seat covers, and Medicated Vestal hand soap.

f. The Contractor shall provide plastic linings for all trash receptacles.

i. Provide clear plastic linings for non-hazardous waste trash receptacles and red plastic linings for hazardous waste trash receptacles.

g. Housekeeping aide closets are located throughout the clinic for storage of supplies and equipment.

h. The Contractor shall keep a minimum of two weeks stock of supplies on hand. All accumulated waste shall be removed and disposed of in the dumpster. Hazardous waste and sharps containers shall be picked up and stored in a designated storage area.

i. Supplies to be used shall be approved by the Government.

i. Specifications for supplies are as follows:

1. Toilet tissue: Roll type, 4-112 inches wide, single ply

2. Paper towels: Multi-fold, 10-1/8 inches wide

3. Hand soap: Medicated Vestal

4. Trash receptacle liners:

a. Polyethylene, flat type, 33 inches long, 52 inches wide, .66 millimeters thick

b. Polyethylene, flat type, 24 inches long, 33 inches wide, .31 millimeters thick

c. Polyethylene, red bags (blohazard) 33 inches long, 52 inches wide and 24 inches long, 33 inches wide

5. Carpet shampoo and soil resistant treatment: Non-allergenic type

6. Furniture polish: Spray type for use on wood and wood veneer

7. Window cleaner: Ammonia type sufficient to remove smoke film and dust

8. Air freshener cartridges In bathrooms: Johnson Wax Good Sense

9. Upholstery cleaners: Dry or foam type recommended for fabric upholstery

10. Germicide: EPA-registered

11. Resilient floor tile cleaner and maintainer: As recommended by manufacturer of resilient flooring

12. Floor finish: High-speed floor finish as recommended by manufacturer of resilient flooring

13. Floor sealer: As recommended by manufacturer of resilient flooring

14. Floor stripper: As recommended by manufacturer of resilient flooring

15. Toilet seat covers: Paper, white.

16. A copy of the MSDS sheets for all products used shall be maintained at the clinic and shall be available for review by VA upon request.

7. Daily Cleaning Requirements

a. Building Entrances

i. Pick up trash and cigarette butts around entrances and vestibules.

ii. Empty trash receptacles.

b. Primary Care Area

i. During the hours of 6:30 AM to 8:00 AM, Monday through Friday:

1. All primary care area floors shall be wet mopped using a germicide before patients are seen.

2. Wipe down all exam tables with a clean cloth dampened with germicide.

3. Clean and disinfect sinks and countertops.

4. Clean and refill soap dispensers.

5. Clean mirrors.

c. Specialty Care Area

i. During the hours of 4:00 PM to 11 :00 PM

1. Treatment rooms shall be cleaned and disinfected after each patient procedure.

2. All floors shall be wet mopped using a germicide.

3. Wipe down all exam tables with a clean cloth dampened with germicide.

4. Clean and disinfect sinks, countertops, equipment, etc.

5. Wipe down all walls with a clean cloth dampened with germicide.

6. Clean and refill soap dispensers.

7. Clean mirrors.

d. All Areas

i. During the hours of 8:00 AM to 4:00 PM

1. Trash receptacles shall be emptied and liners changed.

2. Trash shall be removed from the building and placed in appropriate containers.

3. Boxes and other empty containers, to be disposed of, shall be removed from the building and placed in appropriate containers.

4. Hazardous waste and full sharps containers shall be collected in red plastic bags and placed in cardboard boxes provided.

5. Cardboard boxes shall be sealed with tape and placed in hazardous collection room for removal and disposal off site by others.

6. Spills, body fluids, etc. shall be cleaned from floors and walls immediately upon notification.

7. Remove black scuff marks from corridor floors as necessary.

e. All Areas

i. During the hours of 4:00 PM to 11 :00 PM

1. • Complete other required janitorial services.

2. Oust furniture, desks (do not disturb papers on desks), machines, phones, file

3. cabinets, window ledges, etc.

4. All resilient tile floor areas shall be swept and wet mopped with germicide.

5. Electrical equipment shall only be used during these hours.

6. Carpeted areas and mats shall be vacuumed. Carpet sweeper is not acceptable.

7. Spot clean any carpet stains.

8. Spot clean walls and doors.

f. Direct Patient Care Areas

i. During the hours of 4:00 PM to 11 :00 PM

1. Janitorial services in direct patient care areas such as clinics, x-ray, dental, laboratory, rehab medicine, etc.

2. Sweep and wet mop with germicide.

3. Wipe down all exam tables with a clean cloth dampened with germicide.

4. Clean and disinfect sinks and countertops.

5. Clean and refill soap dispensers.

6. Clean mirrors.

g. All Restrooms

i. During the hours of 8:00 AM to 4:00 PM

1. All restrooms shall be swept and wet mopped at least twice each day.

2. All paper products and hand soap shall be replenished.

3. All surfaces, including commodes, urinals, walls, mirrors, counters and sinks, shall be cleaned and disinfected.

4. Sponges and cloths shall not be used to clean commodes and urinals. Commodes and urinals shall be cleaned with disposable Items that are disposed of after cleaning commode and/or urinal in each toilet room. Items used to clean commodes and urinals shall not be used in turn for cleaning other items or wiping down other surfaces.

5. Clean exterior of commodes and urinals first, followed by cleaning of the interior.

6. Ceramic tile floors shall be swept and damp mopped. If dirt build-up occurs, ceramic

7. tile floors shall be scrubbed when determined that it is required by COTR.

h. Corridors, Waiting Areas, Administrative Areas, Mental Health D

i. During the hours of 4:00 PM to 11:00 PM

1. The areas shall be swept, wet mopped with a neutral cleaner, and burnished.

2. Carpeted areas shall be vacuumed.

i. Pharmacy, Warehouse, SPD, Biomedical Engineering, Telephone Room, Conference Rooms (if unoccupied)

i. During the hours of 8:00 AM to 4:00 PM

1. The areas shall be swept, wet mopped with a neutral cleaner, and burnished.

2. Areas with cushioned flooring shall be maintained In accordance with manufacturer's recommendations.

3. Carpeted areas shall be vacuumed.

4. Restrooms shall be swept and wet mopped once each day and all paper products and hand soap replenished.

5. All restroom surfaces, including commodes, urinals, walls, mirrors, counters and sinks, shall be cleaned and disinfected.

j. Waiting Room Tables, Doors, Walls and Trim

i. Dust tables, ledges, sills, moldings, and baseboards.

ii. Mirrors and Glass Cleaning

iii. Clean all mirrors and glass at entrances (fingerprints and smudges).

k. Housekeeping Aide Closets

i. Clean daily Including sinks, floors, and shelves.

l. Isolation Rooms

i. Any room where patients with suspected infectious disease have been examined will be thoroughly cleaned with germicide (terminal cleaning).

m. Water Coolers

i. Clean water coolers.

ii. Housing shall be wiped down. Particular attention shall be given to top surface and spout to prevent lime build-up, bacterial growth, etc.

n. Vending Areas

i. Spot clean floors, walls, counters, cabinets, sink, microwave, etc. twice daily to eliminate spills, food items, trash, etc.

8. Three Times Weekly

a. Collect, remove, and dispose of refuse, trash, and garbage from trash collection area.

b. Apply resilient floor tile cleaner and maintainer to all resilient tile floors and burnish.

9. Weekly Cleaning Requirements

a. Furniture

i. Clean as necessary, but no less than weekly. Vacuum upholstered furniture.

ii. Carpeted Areas end Mets

iii. Spot clean as necessary.

b. All Restrooms

i. Scrub floors and ceramic tile base and wipe down with germicide.

ii. Clean ceramic tile walls and wipe down with germicide.

iii. Spot wash painted walls as necessary.

iv. Damp wipe toilet stall partitions and waste receptacles with germicide.

c. Shower Areas

i. Scrub ceramic tile floors and walls and wipe down with germicide.

ii. Clean grout between tiles In patient and employee showers.

iii. Doors, Walls and Trim

iv. Spot wash (for fingerprints, smudges, etc.) as necessary but no less than once weekly.

d. Glass Cleaning

i. Clean interior and exterior of door and entrance glass in waiting areas, laboratories, exam rooms, offices, and treatment rooms.

ii. Spot clean walls as necessary, but not less than weekly.

10. Monthly Cleaning Requirements

a. Furniture

i. Polish all furniture as necessary, but not less than monthly.

b. Air Conditioning Grilles and Registers

i. Vacuum all grilles and registers.

c. Waiting Areas, Labs, Exam Rooms, Offices, Treatment Rooms

i. Wash waste receptacles with germicide.

d. Floor Maintenance of Resilient Tile Areas

i. Apply cleaning soap, as recommended by resilient tile manufacturer, scrub and re-wax hallways, waiting rooms, and lobbies.

11. Quarterly

a. Building Interior

i. Dust window coverings/blinds.

ii. Dust handrails and handrail brackets.

The contractor will provide all the equipment and materials necessary to provide the janitorial services to and from the clinic on a daily basis and May use the janitors sink in the soiled utility closet for the requirements listed above.

SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW.

SCHEDULE FOR DELIVERABLES

1. The contractor shall complete the Delivery Date column in Attachment A for each deliverable specified.

2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.

3. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.

CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

REPORTING REQUIREMENTS

1. The contractor shall provide the COR with monthly written progress reports (original plus1 copies). These are due to the COR by the second workday following the end of each calendar month throughout the project's duration.

2. The progress report will cover all work completed during the preceding month and will present the work to be accomplished during the subsequent month. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation.

GOVERNMENT RESPONSIBILITIES [If applicable] The Government will provide, closet space, telephone service, and Government-furnished equipment; and procedural guides, reference materials and program documentation.]

The Government will provide keys/alarm access as needed to appropriate personnel following acceptable background checks. Keys remain property of the government and shall be surrendered upon request, or termination of services.

SECURITY CLAUSE: Incidental exposure to protected health information may occur from accessing the work site. Contractors, and any of their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as are VA personnel, regarding information and information system security. These include but are not limited to federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov.

Contractors and their staff are to wear company uniforms or company badges in order to identify themselves while on the premises.

If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

Background Check: Contractor will ensure all employees that work/clean in the Lakeside Clinic have been screened by the contractor, passed a drug screening test and had a nationwide background check performed. The VA reserves the right to further investigate any individual that may have derogatory information. If an employee that works in the Lakeside Clinic is terminated the Contractor must notify the VA Contract Office.

Attachment B

SECURITY

BACKGROUND INVESTIGATION INFORMATION

(Submit after award and prior to contract performance)

Complete this form after contract award if contractor employee does not possess a NACI clearance. The completed form must be sent directly to the Contracting Officer within ten days of award.

Vendor Name: ______________________ Cage Code No.______________

Address: _______________________________

City, State, and Zip Code: ______________________________

1. Was the employee prescreened? _____ Yes or _____ no

2. is the employee a U.S. Citizen? _____ Yes or _____ no

3. Can the employee read, write, speak and understand English language?

_____ Yes or _____no Information from Employee Requiring a Clearance

Name

Social Security No.

Address

City State Zip Code