Performance Work Statement.pdf

Performance Work Statement – FWOPC Housekeeping Services

SECTION I

1.0 INTRODUCTION:

The contractor shall furnish all labor, supplies, materials, equipment, supervision, management, and transportation to provide total housekeeping cleaning services for the Department of Veterans Affairs (VA) Fort Worth Outpatient Clinic. Contractor shall have aseptic cleaning experience in a clinical setting. Services shall be performed in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance.

1.1 LOCATION:

• Fort Worth Outpatient Clinic (FWOPC),

• 2201 SE Loop 820, Fort Worth, TX 76119

• Square Footage: ~166,000.

• Floor plans will be provided to the Contractor.

1.2 HOURS OF OPERATION:

The Contractor shall perform services required by this contract with a work schedule of 5 days a week Monday thru Friday and occasional Saturdays for duties and task that cannot be completed during normal business hours such as carpet shampooing, waxing and other special cleanings.

The Contracting Officers Representative (COR) must approve any changes to the Contractor’s schedule in advance. The Contractor’s employees should be available Monday through Friday 6:15 a.m. till 6:45 p.m. to perform routine cleaning service. Normal business hours for the clinic will be 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays which include: New Year’s Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. Minimal coverage will be needed on Saturdays.

a. Some contract tasks will require work to be performed during hours other than normal business hours of this solicitation.

b. Work shall be performed in a manner to create minimum disturbance or inconvenience to the users of the facility.

1.3 Period of Performance: Services will be for a base period of one year with four additional one-year optional renewals with performance beginning July 1, 2022.

2.0 OBJECTIVE:

It is critical that the janitorial services fulfill the organization responsibility to provide a clean and hazard-free work environment to the patients, visitors, and staff. Contract personnel shall be required to properly clean the facility including the Canteen when applicable in adherence to the Schedule of Work below. This includes sweeping, mopping, stripping, waxing, burnishing, vacuuming and shampooing carpets, high/low dusting, cleaning restrooms, washing walls, cleaning sinks, and removal of trash and general housekeeping duties in a clinical setting.

Frequencies will be outlined in the Schedule of Work. Prior to the award all supplies, equipment, and materials will be approved by the COR.

3.0 SCHEDULE OF WORK:

The following sanitary maintenance tasks shall be adhered to by the Contractor personnel in performing environmental sanitation services and providing supplies to the areas specified by this contract. Prior to award, all supplies, equipment, and material will be approved by the COR.

OVERALL CLEANING FREQUENCY CHART:

Fort Worth Outpatient Clinic has five rooms designated as “Sterile Environment”. These rooms require daily cleaning log signatures for JCAHO documentation. These rooms are listed as: 1N- 108, 1N-118, 1N-710, 1N-712 and 1N-713.

*In case of an infectious disease patients extra cleaning is requirement between patient use.

Minor surgery beds and holding rooms beds including any ambulatory care rooms or bathrooms are to be cleaned after any infectious disease patient use.

*Escalators and Elevators are to be cleaned weekly.

Restrooms Daily Weekly Monthly Semi- Annually

Annually As Needed

Scrub/mop floors X X Clean/disinfect sinks and sink surfaces

X X

Clean mirrors X X Clean/disinfect commodes

X

Spot-clean all walls (room and stalls)

X X

Refill dispensers (toilet paper, paper towels, toilet seat covers)

X X

Replace string on call buttons

X

Deep clean grout (walls and floors)

X X

Daily Weekly Monthly Semi-

Annually As Needed

Canteen (FWOPC) Vending, Food prep, dining area and retail store

X

Vacuum, scrub/mop floors and baseboards

X X

Clean/disinfect sinks and sink surfaces

X

Walls deep clean behind equipment and visible wall space

X X

Light fixtures: dust X Tables and chairs X Trash removal X X Degreasing X X

All other spaces Daily Weekly Monthly Semi-

Annually As

Needed Vacuum and mop tile floors

X X

Clean cove base X X Stop and refinish tile floors

X X

Top scrub and recoat X X Buff tile floors X X High dust walls/wall art X X Wash Walls/Cabinet/Fronts, etc.

X

Dust all flat surfaces (i.e., file and general cabinet tops, refrigerator tops, windowsills, etc.)

X X

Shampoo X Furniture/Furnishings X X

Light Fixtures and Vents (clean exterior, remove dead bugs and dust)

Escalators and Elevators X X Spills and Messes X Biohazard Waste X X Soiled Linen X X Replace Disposable Curtains

X X

Glass Daily Weekly Monthly Semi-

Annually As

Needed Interior Window Glass (including doors)

X X

Exterior Glass doors X X Other exterior glass X X

3.0.1 FLOOR MAINTENANCE

• Dust Mopping and Sweeping: Daily Standard: Dust mopping and/ or sweeping will be done daily Clean so that no dust or dust streaks remain on floors, in corners, behind doors, etc. Cleaning will be done with treated dust mops or dusting tools covered with impregnated dusting cloths. Cleaning shall be done in such a manner that no dust is raised. Straw brooms will be used only in sweeping exterior areas. All adhering matter will be removed using a putty knife or other appropriate tool.

• Wet Mopping: Daily Standard - Wet moping Shall be done using a double-bucket method. The mop water will be prepared using an approved germicidal detergent at a solution strength recommended by the manufacturer. Upon completion, floor shall be without dirt, dust, heel marks, streaks, etc. Wet floor signage provided by the Contractor will be placed in freshly mopped areas to prevent injury.

• Spray Buffing: Weekly Standard - Spray buffing will be performed to maintain floors at an acceptable appearance. Floors should always have a glossy appearance and uniform luster.

• Burnishing or Stripping: Annually Standard - Minimum of one (1) time per year, at times approved and scheduled by the COR at the beginning of each contract year. Shall have standard appearance level by burnishing or wax stripping shall be accomplished using a non-ammoniated finish remover. Any splash on walls, doors, baseboards, etc., will be removed. Finished floors will have an even, glossy appearance and a non-slip surface. A minimum four (4) coats of finish must be applied. Any splash on baseboards, walls, etc., will be removed. Additional finishing may be required in heavy traffic areas between regularly scheduled finishing’s to keep the floor protected and provide an even appearance.

• Carpet Shampooing: Biannually- Carpets shall be shampooed a minimum of twice a year. Carpet shampooing will be performed on weekends (Saturday) to prevent interference with patient care. Shampooing shall schedule and approved by the COR at the beginning of each contract year

• Vacuuming: Daily Standard - Vacuuming will be required daily for all carpeted areas and carpeted mats.

• Spill / Mess Cleanup: Immediate Standard - Traffic patterns or inadvertent spillage, or messes left behind will be cleaned when discovered and reported to the main housekeeping office for assistance.

• Spot Treatments: Weekly Standard - Spots from spills, debris, or stains in carpet will be required to be treated weekly, hot water extraction method or a packaged spot treatment solution preapproved by the COR shall be used to remove embedded soil. Carpets shall be treated with a soil retardant after every shampooing procedure.

3.0.2 WALLS, LEDGES, DOORS, COUNTERS, MOLDINGS, AND BASEBOARDS

• Spot Washing: Weekly Standard - walls, doors, woodwork, counters, etc. shall be spot washed on a weekly basis.

• Surface Washing: Monthly Standard - walls and doors, shall be thoroughly washed monthly.

• Damp Dusting: Weekly Standard -Damp dust all horizontal surfaces weekly.

3.0.3 WINDOWS

• Entrance: Daily Standard - Clean entrance door glass daily.

• Interior: Weekly Standard - Clean interior glass weekly (includes glass partitions, display cases, etc.)

• Outside facing Windows: Weekly Standard -Clean inside of exterior windows.

3.0.4 ELEVATORS AND/OR ESCALATORS

• Interior: Weekly Standard - Interior walls wiped weekly.

• Floor Cavity: Weekly Standard - Floor cavity to be vacuumed and cleaned weekly.

• Handrails: Weekly Standard- Handrails to be cleaned daily.

3.0.5 FURNITURE

• Damp Dusting: Weekly Standard - Damp dust all horizontal and vertical surfaces (use furniture polish when appropriate)

• Spot Cleaning: Weekly Standard - Spot clean as necessary.

• Vacuuming: Monthly Standard - Vacuum upholstered furniture.

• Rearrange: Daily Standard - Place furniture in proper location-daily.

• Polishing: Weekly Standard - Stainless steel cabinets shall be polished weekly with approved product.

3.0.6 RESTROOMS AND SHOWER ROOMS

• Dust and Damp Mop: Daily Standard -Dust and damp mop floors with germicidal/detergent solution daily.

• Deep Clean: Weekly Standard- Deep clean weekly.

• Spot Wash: Daily Standard -Spot wash walls, doors, and partitions

• Clean Urinals and Commodes: Weekly Standard Clean interior and exterior of all urinals, commodes, sinks, and mirrors including fixtures and pipes daily. Miscellaneous leaks or spills shall be cleaned up as they occur.

• Damp Dust: Weekly Standard -Damp dust all horizontal surfaces weekly.

• Residue Removal: Weekly Standard- Remove soap residue from shower walls and floors-weekly.

• Refill Dispensers: As Needed Standard-Clean and refill all dispensers (soap, paper towel, toilet tissue, sanitary napkins) as necessary-daily.

• Empty Trash: As Needed Standard-Empty and reline waste receptacles daily and as needed.

• Spot Clean: Daily Standard- Spot clean waste receptacle daily.

• All public restrooms must be cleaned a minimum of two (2) times per day and as needed per request. Some high frequency areas such as Lab will require a minimum of 3 daily cleanings.

• Restock Feminine Products: Daily Standard- Female public restrooms require daily stocking of tampons and sanitary napkins. These are to be offered for free of charge.

Vending machines are provided by the building owner.

3.0.7 Linen Service: Linen Cleaning Service will be provided by the Dallas VA Medical Center.

Linen will be picked up and dispensed twice weekly. Laundry Bins will be provided by VA.

Contractor will be responsible for requesting needed linen to NTX EMS Seamstress. Contractor will also be responsible for picking up clean laundry bins from the dock area and delivered to main linen room. Contractor staff will deliver clean laundry to specified areas throughout the clinic on an as needed basis. Dirty laundry will be picked up from designated rooms throughout clinic and brought to central linen room daily and prepared in bins for transport back to Dallas VA. Soiled Linen shall be removed daily in preparation of laundry. Area such as procedure rooms, GI, Radiology, Dermatology, Nuclear Medicine and Podiatry will require soiled linen removal multiple times throughout the day.

3.0.7 MISCELLANEOUS TASKS

1. Empty and reline all waste receptacles daily.

2. Empty and wash all smoking receptacles (outside) twice daily.

3. Biohazard waste and will be removed from designated areas weekly or as needed and dispose of in designated Biohazard disposal locations. 1N-814 and 1N-112 storage room.

4. Clean all drinking fountains twice daily.

5. Wash all waste receptacles monthly.

6. Dust exhaust fans weekly.

7. Light fixtures will be cleaned to ensure bugs or stains are not present as needs.

8. Microwave ovens must be cleaned daily.

9. Vacuum draperies monthly

10. Dust Venetian blinds weekly

11. Check all feminine product dispensers and refill in all areas daily

12. Damp dust window shades monthly

13. Clean all air conditioning vents and exhaust hoods, sprinkler heads and light lenses monthly.

14. Sweep and/or vacuum all dirt and debris from area outside main entrance daily.

15. Empty outside trash receptacles daily.

3.1.1 Remove Trash: All trash containers shall be emptied, wiped down exterior and interior with a VA approved solution then returned to their initial location. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. All trash liners will be removed and replaced in the break rooms after each meal and in other areas daily. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

3.1.2 Clean and Disinfect: Completely clean, disinfect with the use of Environmental Protection Agency (EPA) approved hospital grade germicidal detergent, and polish dry all surfaces of sinks, water fountains and plumbing fixtures. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Blood and other body fluids and/or excretion on any surface shall be cleaned immediately with germicidal detergent. Waiting rooms shall be free of all paper, trash, empty bottles, and other discarded material. There shall be no evidence of gum, spots of tar, wet areas, or other foreign substances on floors.

3.1.3 Clean Interior Glass/Mirrors: Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, fire extinguisher case, Police check in windows, and glass picture frames. After glass cleaning, there shall be no traces of film, dirt, streaks, smudges, water, or other foreign matter.

3.1.4 Vacuum Carpets: Vacuum carpeted areas. After daily vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government representative.

3.1.5 Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats.

After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

3.1.6 Clean Carpets: All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location.

3.1.7 General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

3.1.8 General Dusting: All horizontal surfaces shall be dusted or cleaned to eliminate dust collection and wiped with VA approved germicidal. Dusting will include equipment and furnishings located in common areas through the clinic.

4.0 SCOPE OF WORK:

The Contractor employees daily work scheduling is based on work demands and subject to immediate changes. The VA reserves the right to propose alternate daily scheduling to least interfere with the normal operation of the treatment facility.

4.1 Basic Cleaning Services:

Offices and Exam Rooms: Offices will be cleaned daily. Floors will be mopped with germicidal solution (cleaning methods and germicidal solutions shall be prescribed by the COR. Carpeted floors will be vacuumed. All horizontal surfaces will be wiped down and kept free of dust and debris. All waste receptacles will be emptied daily, cleaned inside and out with VA approved germicidal, and placed with clean liners. Patient exam chairs will be thoroughly cleaned including frame, all horizontal surfaces. (Carpets will be shampooed in accordance with the Schedule of Work above).

4.1.1 Maintain Floors: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped daily, wet mopped, dry buffed, and spray buffed to ensure they have a uniform, glossy appearance and free from dirt, debris, dust, scuff and heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items.

4.1.2 Break room: High use areas such as the break room area will be cleaned daily and checked throughout the day after peak hours 8, breakfast and lunch to prevent overflow of trash. Floors shall be mopped, and trash taken to the outside containers. The cleaning of the day shall include complete cleaning underneath the refrigerators and microwave.

Counters, sinks, and shelving will be left clean with no food particles on or underneath appliances and wiped with VA approved germicidal. Break room will be mopped or vacuumed each day. All tables, chairs, and other furnishings will be wiped down with VA approved germicidal and left free of any part particles, smears, or stains. Trash cans will be emptied after cleaning is completed. Walls should be clean with no lint, finger marks, or stains. It is the responsibility of VA staff to clean dirty dishes and the insides of all appliances such as microwaves, and refrigerators.

4.1.3 Common Areas: Waiting areas to include the back, seat, and legs of all chairs, tables, windowsills stairwells, and corridors will be swept, dry mopped, mopped, vacuumed, and wiped down with VA approved germicidal frequently throughout the day. Entrance mats shall be clean as required to maintain quality standards. During inclement weather, saturated mats shall be changed.

4.2 Basic Restrooms and Shower Cleaning Services:

4.2.1 Clean and Disinfect: Completely clean and disinfect with the use of an EPA approved hospital grade germicidal detergent all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, saunas, partitions, dispensers, doors, walls, and other such surfaces. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, and stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, all stainless- steel appliances and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

4.2.2 Descale Toilet Bowls: Descaling shall be performed every week as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

4.2.3 Sweep and Mop Floor: After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. The item is to be returned to its original spot upon completion of task. Floors shall be dust mopped, stripped, scrubbed, waxed, buffed, as necessary to maintain sanitary conditions and a clean, uniform appearance.

4.2.4 Stock Restroom Supplies: Contractor personnel shall ensure restrooms are stocked sufficiently so that supplies including soaps, paper towels, toilet paper, toilet seat covers, women personal hygiene items in female restrooms and personal paper do not run out.

Supplies shall be stored in designated areas.

4.3 Soiled and Clean Rooms:

4.3.1 Drains: Drains and sinks in soiled and clean rooms will be flushed with water and order a mild VA cleaning solution a minimum of monthly to prevent odor and calcification.

4.3.2 Floors: The clean and soiled room floor should be dry mopped, mopped daily.

SECTION II

5.0 GOVERNMENT FURNISHED SERVICES. All reasonable quantities of utilities will be made available to the Contractor without cost.

5.1.1 The Government shall provide HAC closets throughout the facility. Office space with IT services and storage areas will be provided to contractor

5.1.2 Contractor shall receive keys and combinations for entry access to buildings being serviced, as required and when security allows. COR will provide contract staff with necessary Patient Privacy and HIPPA Focused training materials. All contract staff are required to complete and sign training certificates before they may start work.

5.2 SERVICES. The Government shall provide industrial dumpsters at established locations.

The Government shall provide insect and rodent control and grounds maintenance of Government furnished property coordinated through the COR. Service Specific training will be provided by COR or a designated VA staff member.

5.3 Entry and or Escort Services. The building facility manager will arrange for entry and escort service when required in secure or controlled locations. The COR will provide the list to the prospective Contractor. Parking will be provided for contractor staff at the north end of the main patient lot or in the south located employee parking lot.

5.4. Police and Fire Protection. The number to call for police, fire protection, and hazardous spills will be 911. All emergencies and/or reportable incidents are also to be reported to the COR.

SECTION III

GENERAL INFORMATION

6.1 PERSONNEL. The Contractor shall be responsible for obtaining all necessary cards, passes, badges, and decals to perform work requirements. The Contractor shall be required to apply individual identification media through VA Personnel Security. Point of contact is the

FWOPC Administrative Officer: 817-730-0002. A list of personnel will be submitted to VA Personnel Security and a copy to the Contracting Officer. This identification shall be surrendered to the Facility Management Office upon completion or termination of the contract, or within 24 hours upon termination of an individual’s employment.

The Contractor’s personnel must be fully trained in OSHA’s Bloodborne Pathogen Standard (29 CFR 1910.1030) and comply with all VA requirements for waste handling. In addition, contractor personnel must be trained and fit tested for the N95 particle respirator in accordance with OSHA’s Respiratory Protection Standard (29 CFR 1910.134) and maintain a supply of N95s for personal use.

The Contractor shall not employ any illegal alien and must comply with DHS pre-employment checks. The Contractor shall be responsible for all individual passes issued to employees by the VA Personnel Security office.

6.2 IDENTIFICATION. The Contractor shall provide each employee with an identification badge that shall include the employee’s name, employee’s photograph, and Contractor’s company name. Identification shall be available prior to assignment and shall be worn or attached to the outer garment at all times while on the installation. All workers must have visible identification on their uniforms the individual all times. In cases where the Contractor has two or more persons reporting to work under the contract, one of these will be designated as a work leader or supervisor and must be fully responsible for the work to be performed. Contractor staff will be easily identifiable by wearing uniform.

6.3 BUILDING SECURITY.

a) Keys. The contractor shall be provided keys or allowed access to all areas and rooms requiring cleaning. Keys provided to the Contractor shall not be duplicated. In the event a key is lost or duplicated, all locks and keys on that system shall be replaced by the Government. The Contractor shall be responsible for the total cost involved in replacing keys and cores. The Contractor shall be responsible for immediately reporting the occurrence of a lost key to the Contracting Officer Representative (COR) or his/her designee.

b) Contractor employees shall not allow any unauthorized person the use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.

c) Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Ensure areas are secured and windows are closed and locked, the Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.

6.4 INTERFERENCE TO NORMAL FUCNTION. Contractor personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of patients, personnel, equipment, and carts.

6.5 SAFETY.

1. In the performance of this contract, the contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building.

2. The Contractor shall immediately correct any fire and safety deficiencies caused by his/ her personnel. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of work and hold the Contractor in default of the contract.

3. The Contractor shall comply with applicable Federal, State, and local 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.

4. All material and equipment will be removed from the facility or stored properly at the end of the workday and secured during the workday in the areas specified by the Contracting Officer.

6.6 SERVICE SCHEDULES. The Contractor shall develop and maintain a service schedule. The Contractor shall comply with the submitted schedule. If the service schedule falls on a Federal holiday, the VA locations in this PWS will be closed and the Contractor will not be required to render service during those days.

1. Normal business hours for the clinic are 8:00 a.m. to 4:30 p.m., Monday through Friday. The Contractor will have access to the clinic Monday through Friday from 6:00 a.m. to 7:00 p.m. Saturday hours will be 8:00 a.m. to 4:30 p.m.

2. Sanitary maintenance tasks shall be performed daily, Monday through Friday except Federal holidays. In no event, shall the Contractor perform work outside regular agreed-upon working hours without prior approval of the Contracting Officer.

3. In order not to disrupt normal clinic operations, much of the work must be performed between the hours of 6:00 a.m. to 8:00 a.m. and from 4:30 p.m. to 7:00 p.m., such as floor stripping and refinishing, carpet, and upholstery shampooing, and cleaning all air vents and ductwork. Certain areas, such as the Pharmacy, Canteen and the Warehouse must be completed during normal working hours for security reasons.

4. The Contractor must have a designated supervisor throughout the workday. The Contractor will be required to provide a minimum of five employees 6:00 am to 2:30 pm, two employees 8:00 a.m. to 4:30 pm, five employees11:00 am to 7:00 p.m. This compiles a total of twelve employees total for a regular workday for the Fort Worth Outpatient Clinic. Main housekeeping office is to be manned Monday thru Friday, 8 a.m. to 4:30 p.m. for staff to report any special needs or immediate clean up.

5. Contractor personnel will be required to immediately respond to all emergencies such as spills, vomit, blood, etc., that may occur during normal clinic hours.

6. Contractor personnel will be able to perform routine cleaning tasks in administrative office areas during regular clinic hours but will have limited or no access to exam rooms, waiting rooms, staff restrooms, etc. which would impair the efficiency of the clinic staff or the safety and comfort of the patients.

7. The routine cleaning schedule listed under Schedule of Work will be verified with the contracting Officer no later than two weeks prior to the contract start date, a detailed schedule showing how and when the services will be performed.

6.7 REQUIRED REPORTS:

Contractor is responsible for supplying, completing, and submitting all reports required or requested by Federal, State, or local ordinances which pertain to any duties contained in the contract.

The Contractor will be required to furnish the VA North Texas Health Care System Fort Worth Outpatient Clinic with material safety data sheets for all chemicals that are used in in both locations. The contractor and the COR will have separate SDS books. This list will be kept current at all times. This information is required by the VA for emergency treatment in the event of ingestion of and/or contact with the material by humans and is required by OSHA regulations.

Contractor will provide the Contracting Officer with a detailed report of periodic tasks accomplished as outlined in the Schedule of Work (Section 3), on a quarterly basis.

6.8 QUALITY CONTROL PLAN (QCP). The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with this Performance Work Statement and commonly accepted commercial practices. This plan is due to the CO on or before the post-award meeting. The CO will notify the Contractor of acceptance or required modification to the plan. The QCP shall include, as a minimum:

a. Quality control procedures addressing the areas identified in the PWS.

b. A description of the Contractors inspection system to cover all requirements listed in the

PWS.

c. A description of the Contractor’s methods to be used for identifying and preventing defects in the quality of services performed.

d. Control procedures for any Government provided keys or lock combinations.

e. A description of the records kept that relate to document inspections and the corrective or preventive actions taken.

f. Descriptions of how to identify, prevent, and ensure the non-recurrence of defective services.

g. The supervisor will be a member of the Fort Worth Environment of Care Committee and will conduct monthly EOC rounds with the committee.

6.9 INSPECTIONS.

Monthly inspections will be accomplished by a representative of the FWOPC during Environment of Care Rounds. Any noted deficiencies will be corrected within 24 hours of written notification. A follow-up inspection will be accomplished by a representative of the FWOPC upon receipt of certification from the Contractor that noted deficiencies have been corrected. A contractor representative may be present during any inspection of subsequent follow up inspection conducted.

6.10 RE-PERFORM. The CO or the COR will have the right to require the Contractor to re-perform, in accordance with FAR 52.212-4(a) at no additional cost to the Government, all cleaning tasks which are not performed in accordance with this contract. All re-performed work shall be completed within 24 hours of notification or prior to next schedule cleaning or whichever is the least amount of time. If work cannot be re-performed or is not performed to the Government contract standards, established during initial cleaning, deductions will be made in accordance with SDS.

6.11 PERFORMANCE EVALUATION MEETINGS. The COR will monitor the Contractor’s performance in accordance with PWS and as directed by the CO. The Contractor’s Contract Manager shall meet the CO/COR weekly during the first 90 (ninety) days of the contract. Thereafter, meetings will be scheduled as deemed necessary by either party or else monthly. Meetings shall be conducted during normal business hours. When a meeting is held a memorandum of record detailing all discussions will be prepared by the Government, with a copy furnished to the Contract Manager.

6.12 SAFETY AND HEALTH STANDARDS. The Contractor shall initiate and maintain programs to comply with the provisions of OSHA. The Contractor shall comply with applicable Federal, State, and local 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.

All material and equipment will be removed from the facility or stored properly at the end of the workday and secured during the workday in the areas specified by the Contracting Officer.

In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building.

The Contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the contractor in default of the contract.

6.13 CONTRACTOR FURNISHED ITEMS/SUPPLIES AND SERVICES

The Contractor shall furnish at his own expense, all labor, materials, machinery, and appliances necessary or appropriate in the performance of this contract.

1. The contractor shall furnish the supplies necessary to perform all housekeeping services required including all bathroom products. Supplies and equipment shall meet the specifications below and comply with VA, federal or state Occupational Safety and Health Standards and fire regulations. Contractor furnished items shall be subject to use by VA employees. A listing of these items will include paper towels, toilet paper, hand soap, Purell hand sanitizer, Provon hand lotion, deodorizers tampons and sanitary napkins. The Contractor shall furnish household air fresheners for all public restrooms to control odor as necessary except in areas that are scent free such as Lab. The Contractor must also furnish plastic linings for all trash receptacles to be changed as required as well as trash compactor bags. Contractor shall provide red biohazard bags, soap, detergents, and lotions. The Contractor shall furnish Sani-fresh or equal lotion hand soap for dispensers in all restrooms and Sani-fresh antiseptic liquid hand soap for all dispensers in exam/treatment areas. The Contractor will furnish all cleaning solutions and chemicals used. The contractor will furnish initial and supply replacement soap dispenser, paper towel dispensers and Purell dispenser base on a normal wear and tear. A complete list of VA recommended supplies and equipment will be given to Contractor at award of contract.

2. All items shall be approved by the facilities Infection Control Committee (ICC) and the COR prior to being used. The Contractor shall obtain Material Safety Data Sheets, Occupational Safety and Health Administration (OSHA) Form 20 for all chemical products used and must provide a copy to the COR. New supplies or changes in previously approved materials shall require product literature and may require samples.

NOTE: Aerosol sprays shall not be used in patient treatment areas.

3. Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to government property. At no time shall chairs, wastebaskets, brooms, mops, or any other items normally placed on the floor be placed on any surface of furniture or equipment.

4. All containers of cleaning chemicals and similar products shall be conspicuously marked (preferably with a factory label), to identify contents. All other labels must be removed or defaced. Materials bearing a Department of Transportation (DOT) red label (flammable) shall not be used. No unlabeled chemicals are permitted for use anywhere within the facility.

5. Contractor’s equipment shall be compatible with existing sources of government furnished electrical power. All equipment shall comply with current safety standards. All equipment shall be cleaned with a disinfectant/detergent each day prior to storage.

6. All electrically operated equipment shall be equipped with hospital quiet-type motor, be third wire grounded, and equipped with an appropriate length of UL approved three-conductor cord. Extension cords are prohibited.

7. All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.

8. When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage.

9. Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. but in a lockable transportable cart. All materials not immediately used shall be properly stored in locked cabinet. The transportable cart will be locked when left unattended.

10. The disinfectant/detergent shall be currently Environmental Protection Agency (EPA) registered as a hospital grade germicidal (pseudomonacidal and staphylocidal), fungicidal and viricidal at the recommended use dilution. The manufacturer’s labeled instructions for use dilution should be followed. The disinfectant/detergent used shall be compatible in use with the microorganisms which may be prevalent in the local area. In the event of an outbreak of Methicillin Resistant Staphylococcus Aureus (MRSA), Clostridium Difficile (C-Diff) etc., COR will instruct Contractor on proper cleaning procedures.

11. Floor finish shall be synthetic co-polymer plastic (not a wax), water emulsion with a solid content of at least 25%, removable by detergent scrubbing and safe for use on all synthetic, resist scuffing, and water penetration.

12. Stripping Compound shall be purely synthetic, non-ionic, biodegradable, and contain no animal or vegetable soaps, abrasives, bleach, alcohol, ammonia, or other ingredients which would produce harsh, harmful, or noxious odors or fumes, either in use or in storage. It shall be capable of completely removing all soap build-up and floor finishing film (except for acrylic type finishes). It shall contain approximately 12% or more active ingredients, exclusively or dilution; it shall have a p1-1 of not less than seven or more than 11.0. It is permissible to use a special detergent stripper specially designed for use in automatic scrubber equipment, so long as it meets the above requirements.

13. Carpet Shampoo shall be used in accordance with manufacturers’ recommendations.

14. Mop heads shall be laundered after each use. Disposable mop heads may be made of non-woven fabric or a listless fabric consisting of textile fibers or a combination of fibers and yam and be clear or neutral in color. No oil-based treatments are allowable. The chemical treatment shall not have a “flashpoint” of less than 330º Fahrenheit and shall be free of specifiable matter. The compound shall not heat spontaneously under service conditions.

Total treatment residue in mop heads shall contain no carbon residue.

15. Vacuum Cleaners shall have hospital grade micro static impaction type filtration system which shall filter out all dust and bacteria particles larger than 0.3 micros. All vacuum equipment (i.e., tank, hose, and bag) shall be cleaned daily with hospital disinfectant/detergent. Vacuum filters shall be cleaned weekly.

16. Trash collection containers shall be rigid, with a smooth interior finish, equipped with a snug fitting cover and hard rubber, non-marking, silent running casters. All trash containers shall meet local base fire regulations. Trash carts shall be of such size that will not block width or block passageways for building evacuation. All trash collection containers shall be thoroughly cleaned and disinfected daily.

17. The double bucket mopping or microfiber system shall be used. Buckets shall be constructed of non-porous, acid resistant, seamless material.

18. Signs shall contain easily understood directions and guidance in English and Spanish.

19. Contractor Equipment. The government shall not be held responsible for any item of Contractor’s equipment which may be lost, damaged or stolen. The Contractor shall tag all Contractor owned equipment for identification.

20. When routine facility’s defects (dripping faucet, loose door, loose window frames, etc.)

are found, they shall be reported to the COR or his/her representative.

21. The FWOPC utilizes waterless urinals with sealant and trap replacement This also requires the traps maintenance. Although maintenance requirements may differ depending on the manufacturer of the waterless urinal follows most of the same steps and procedures custodians are used to for a conventional urinal, they usually involve replenishing the liquid sealant and/or replacing the cylinder as necessary. These steps include:

• Wear gloves (and goggles) as you would to clean any restroom fixture.

• Remove any foreign objects in the urinal. The trap is designed to prevent larger objects from entering the drain area.

• Do not use abrasive cleaners, towels, or brushes.

• Mist all urinal surfaces with a neutral or all-purpose cleaner or use a Johnny Mop with water a cleaner on all surfaces.

• Allow for dwell time if indicated by the chemical manufacturer.

• Wipe clean with a soft sponge, Johnny Mop dipped in a bucket of clean water, or a cleaning cloth.

• Dry the surfaces with a soft cloth.

• Do not pour excess or soiled water down the waterless urinal trap because it can flush the sealant out of the trap insert.

22. All areas are to be pre-inspected by the Contractor and shall receive cleaning, protection, and beautification in keeping with the minimum standards established by the government.

23. The Contractor is not responsible for any cleaning of VA owned equipment excluding exams tables and gurneys.

7.0 PERSONNEL QUALIFICATION AND REQUIREMENTS:

7.1 Supervision: The VA shall specify a supervisor to oversee the FWOPC. The Supervisor or lead shall be responsible for overseeing the performance of contract personnel. The COR will be notified in writing of the Contractor personnel names and of changes in personnel appointed to fulfill this function or substitution of personnel due to illness or leave. The supervisor will also be required meet all requirements necessary to gain access to the VA computer network. Contractor supervisor will have access to login to computer and email services. Requirements include background check, and TMS training in HIPPA and Privacy.

7.2 Training: The contract personnel will be required to go through the VA training required by all Environmental Management Service employees. This will include reading the Sanitation Procedure Manual and completing the Mandatory training courses: VA Information Security Awareness, VHA Privacy Policy Training, Customer Service, Blood Borne Pathogens, and Hand Hygiene Program. The VA will also expand on the following subjects as they apply to the VA health care facilities: Facility Emergency Fire & Safety Program, Accident

Reporting, Sexual Harassment and Ethics.

7.3 Communication: Daily effective communication is critical and requires ability to speak, understand, and follow simple instructions in English.

8.0 CONTRACTOR STAFF REQUIREMENTS:

8.1 Personnel Rosters: Current written rosters of all regular and alternate employees will be provided to the COR. Employees not listed will not be allowed to work in the facility.

8.2 Backup Employees: The Contractor shall ensure that sufficient backup employees have experience cleaning a health care facility, VA background checks and completed VA course training. Provide a written contingency plan for how contract obligations will be meeting in case of an emergency. For example, ten people call out sick on the dame day. How will the Contractor respond?

8.3 Employee Physical Examinations: Contractor employees are required to have a physical examination prior to work on this contract; 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 that are not in good physical health or pose a risk to patients.

Contractor personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. Position entails continuous walking, standing and stooping, reaching, and working in limited spaces. Incumbent will be required to perform moderate to heavy lifting (40 to 50 pounds), pushing, pulling, and carrying of furniture and equipment. Exposure to various contagion and infections is a constant hazard as is the danger of cuts and stabs from glass, metal objects and needles found in trash and red bag waste, electrical shocks in equipment and slips on wet floors. Skin rashes and allergies due to strong detergents and disinfectants are possible. Incumbent must work in close proximity to persons who are ill and must adjust accordingly. Work is subject to numerous interruptions by those who are attending or visiting patients.

8.4 Miscellaneous: Contractor personnel shall not consume food, snacks, drinks, or tobacco products except during specified break periods in appropriate designated break/smoking areas only. There will be no usage of personal cell phones while on stations. Unauthorized smoking, eating, 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.

9.0 TRAINING:

9.1 Contractor-Furnished Training: At a minimum Contractor shall cover the following topics listed in 29 Code of Federal Regulation (Labor) 1910.l-1910.1450 which is to be conducted not less than two (2) full days from date of contract award. The Contractor shall provide evidence that its employees are trained for providing janitorial services for a healthcare facility in all aspects of cleaning and in the use of all chemicals utilized by the contractor.

The Contractor shall ensure that a minimum of 20 hours of job-specific training is conducted period of performance. Training shall include the following:

General orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, how it can be prevented, reduced, or contained through proper environmental sanitation methods.

Infection control orientation, relating duty functions to the technical provisions of this specification.

Proper use and handling of germicidal detergents, supplies, and equipment.

Care and maintenance of Contractor and Government-furnished property.

Familiarization with local fire prevention and safety procedures.

Familiarization with applicable facility policies/regulations and their effect on sanitation services.

Familiarization with the Contractor's procedures manual.

Individual duties and responsibilities.

Procedures for replenishing cleaning supplies and obtaining equipment repair.

Techniques/methods for measuring quality of work performance.

Basic orientation to the facility, function, mission, goals.

Facility emergency fire and disaster program.

Hazardous Communication Standard Utility Operation Standard Precautions Emergency Preparedness Body Mechanics/Lifting Accident Reporting Sexual Harassment Ethics

10.0 SAFETY

10.1 All OSHA Safety Regulations including 29CFR 1910.28 (I) (10) and 1910.66 subpart D will be strictly adhered to. (Regulation may be located at http://www.osha.gov/). All chemicals used on VA property must be accompanied by a Material Safety Data Sheet and be approved by a COR or designee. All materials and equipment will be removed from the facility or stored at the end of the workday.

10.2 The Contractor shall take such safety precautions as are necessary to protect the lives and health of occupants of the building during performance of contract requirements.

The Contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel.

10.3 Handling of Infectious Medical Waste ("Red Bag" Waste and "Sharps") Containers:

The Contractor employees may be required to collect bio-hazardous "RED BAG" waste and solid, enclosed "SHARPS" containers from the treatment facility, and to deposit the bags and containers in designated bio-hazardous waste containers (usually located outside and at the rear of the facility in locked cage or storage facilities). Sharps containers will be changed as needed or 3/4th full. Contractor shall maintain records on http://www.osha.gov/ employee training.

11.0 BUILDING SECURITY AND CONSERVATION

11.1 Written work instructions are required to implement the requirement for building security.

The Contractor personnel shall be provided keys by the agency’s supervisor or General Foreman. Keys are to be returned to the supervisor or General Foreman at the end of the work shift daily to allow access to all buildings and rooms/areas requiring cleaning. The Government may choose to accompany Contractor personnel when in certain secured areas. Keys provided to the Contractor shall not be duplicated nor removed from the premises. All keys not issued for the day shall be retained in the designated locked key box.

Only shift leaders will be issued a master key and it shall be in their possession while they are on duty. The Contractor shall be responsible for immediately reporting the occurrence of a lost key to the COR. The Government at the Contractor's expense (including re-keying all doors that were affected by the lost key) shall replace any keys lost by Contractor personnel. In the event a key(s) is lost or duplicated, the Government shall replace all locks and keys on that system and the total cost deducted from the monthly payment due the Contractor.