PWS Updated v2.pdf

PERFORMANCE WORK STATEMENT

FOR BUILDING 100

MICHAEL E. DEBAKEY

VETERAN AFFAIRS MEDICAL CENTER, HOUSTON

1. Scope

1.1. Description of Services: The contractor shall provide all personnel, supplies (in accordance with the regulations and instructions in this Performance Work Statement (PWS), supervision, tools, materials, equipment, transportation and other items and non-personal services necessary to provide custodial services in accordance with this PWS. The contractor shall perform to the standards in the contract as well as all local, state and federal regulations. The Contractor shall provide Microfiber Mop Systems, other Floor and Housekeeping Equipment. The contractor shall clean all identified restrooms stated in this PWS. At Building 100 Michael E. DeBakey VA Medical Center 2002 Holcombe, Boulevard, Houston, TX 77030.

2. Quality

2.1. Quality Control: The contractor shall maintain effective quality control to ensure services are performed in accordance with this PWS. The contractor’s quality control is a means by which the contractor assures that their work complies with the requirements of the contract.

2.2. Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. The plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

2.3. Hours of Operation: Normal business hours are between 7:00a.m. to 6:00p.m. from Monday through Friday.

2.4. Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the COR describing how services will be accomplished.

All work shall be coordinated with the COR or designated representative when accomplished during normal business hours to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.

2.5. Services shall be accomplished during the hours of, 6:00 a.m. through 11:00 p.m., Monday through Sunday, including Federal holidays. 365 days a year. All work shall be done in building 100 of MEDVAMC located at 2002 Holcombe Boulevard, Houston, Texas 77030. The contract will cover a base period of 12 months plus four (4) one (1) year option periods.

2.6. The contractor shall have a minimum of six (6) staff on first shift and seven (7) staff on second shift, not to include supervisor.

2.7. The contractor shall have a supervisor or a shift leader on each shift.

2.8. The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas December 25

2.7. In addition to the days designated as holidays, the Government observes the following days:

2.7.1. Any other day designated by Executive Order;

2.7.2. Any other day designated by the President’s Proclamation; and

2.7.3. Any other day designated by Federal Statute.

3. Table 1:

Table 1:

RESTROOMS

TO BE

CLEANED

Stall Wash Basin

Urinal

1st Floor

1A-104A 3 2

1A-110A 6 6 6

1B-324A 2 2

1B-322 2 2 1

1C-264B 1 1

1C-264A 1 1

1B-395 2 2 2

2nd Floor

2C-207 1 1

2C-209 1 1

2A-302 2 3 2

2A-103 2 2

2B-156A 1 1 1

2B-156 2 2

2B-105 1 1

2B-107 1 1

3rd Floor

3B-107 2 2

3B-105 1 1

3B-300 2 2

3B-302 1 2 1

3C-105 1 1

3C-107 1 1

3A-102 3 3

3A-104 2 3 2

4th Floor

4C-105 1 1

4C-107 1 1

4A-390 2 2 1

4A-392 2 2

4B-306 2 2

4A-308 2 2 1

4A-260 2 3 1

4A-262 3 3

4B-105 1 1

4B-107 1 1

5th Floor

5C-105 1 1

5C-107 1 1

5C-109 3 2 2

5B-107 1 1

5B-105 1 1

5A-197 1 1

5A-199 1 1

5A-101 1 1

5A-103 2 2

5A-105 2 3 2

6th Floor

6C-104 3 2 2

6C-103 3 3

6C-109 2 2

6C-120 2 2 1

6B-120 2 3

6B-109 2 2

6B-106 1 1

6B-104 3 2 2

6B-306 1 1

6B-304 1 1

6B-103 3 3

4. Contract Changes

4.1. Contract Changes: Additional cleaning required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work not within the terms of the PWS or the Purchase Order, then the contractor must notify the Contracting Officer Representative (COR) and the CO of the request. The COR cannot request additional work under this Purchase Order not already included without a fully executed modification completed by the CO. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is the CO.

4.2. Post Award Meeting: The Contractor shall be prepared to perform on the effective date of award.

The contractor shall coordinate and attend a post-award meeting with the COR within three business days from the effective date of award.

5. Definitions & Acronyms

5.1. Definitions:

5.1.1. App. An application, especially as downloaded by a user to a mobile device.

5.1.2. Aseptic Cleaning. Techniques and procedures used under sterile conditions. Aseptic cleaning is the effort taken to clean the interior of building and keep people free from hospital micro-organisms.

5.1.3. Bodily fluids. Any fluid produced by a living organism. In humans, the body fluid can be classified into two major types according to the location in the body. Examples of body fluids: amniotic fluid, aqueous humor, bile, blood plasma, breast milk, cerebrospinal fluid, cerumen, chyle, exudates, gastric juice, lymph, mucus, pericardial fluid, peritoneal fluid, pleural fluid, pus, saliva, sebum, serous fluid, semen, sputum, synovial fluid, sweat, tears, urine, vomit, etc.

5.1.4. Clean. Shall be defined as free of bodily fluids, dirt, dust, fecal material, spots, marks, streaks, stains, smudges, scratches, mop strands, litter, debris, and other residue. Following cleaning procedures, finished areas shall have a uniform luster and the corners shall be clean.

5.1.5. Centers for Disease Control & Prevention (CDC). The nation’s health protection agency that publishes key health information, including weekly data on all deaths and diseases reported in the US and travelers' health advisories. The CDC also fields special rapid-response teams to halt epidemic diseases

5.1.6. Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

5.1.7. Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative.

5.1.8. Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government.

The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

5.1.9. Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

5.1.10. Custodial Cleaning. Providing an array of cleaning functions that are vital to the daily operation of the facility so as to present a clean facility.

5.1.11. Deep Cleaning. Utilizing power equipment to remove dirt, dust, grease, calcium build up, and other residue that cannot be removed by normal Janitorial services.

5.1.12. Fecal Material. Solid waste produced by humans and other animals and discharged from the gastrointestinal tract. Also referred to as feces or solid excrement.

5.1.13. Joint Commission (JC). A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.

5.1.14. Protection. This is preventing damages to surfaces and equipment caused by normal use or improper cleaning procedures.

5.1.15. QR Code. Quick-response code is a type of two-dimensional matrix barcode. Like any other barcode, a QR code is nothing more than a way to store information in a machine-readable optical label. The data contained by a QR code can be anything from simple text to email addresses, phone numbers, and so on.

5.1.16. Quiet Zone. Normally means a noise level of less than 72.B (A) at five feet from the source in patient-occupied areas.

5.1.17. Sanitize. Reduce or eliminate pathogenic agents (such as bacteria) on the surfaces.

5.1.18. Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, vomits, or any agents that is injurious to health. Soil can be visible such as dust, or can be invisible such as organisms, and odors.

5.1.19. Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

5.1.20. Two-Step Cleaning.

5.1.20.1. Step One: Cleaning is the necessary first step of any disinfection process.

Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation. The physical action of scrubbing with detergents and surfactants and rinsing with water removes substantial numbers of microorganisms. If a surface is not cleaned first, the success of the disinfection process can be compromised. Removal of all visible blood and inorganic and organic matter can be as critical as the germicidal activity of the disinfecting agent. When a surface cannot be cleaned adequately, it should be protected with barriers.

5.1.20.2. Step-Two Disinfection destroys most pathogenic and other microorganisms by physical or chemical means.

5.1.21. Workday. The number of hours per day the Contractor provides services in accordance with the contract.

5. Acronyms:

CBI Compliance and Business Integrity CEH Certified Executive Housekeeper COR Contracting Officer Representative

EPA Environmental Protection Agency ID Identification IT Information Technology JC Joint Commission IHEA International Executive Housekeeper Association NEHA National Executive Housekeeping Association OSHA Occupational Safety and Health Agency PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VA Veterans Affairs

6. Government Property, Equipment, and Service

6.1. The Government will supply dispensers for hand sanitation soap, and waterless alcohol-based hand sanitizer. The Government will also provide the following supplies:

6.1.1. PROVON clear & mild Form Handwash

6.1.2. Purell 1200ml, Hand Sanitizer Gel for TFX

6.1.3. Sharp containers.

7. Contractor Furnished Items and Services

7.1. The Contractor shall provide all equipment, supplies (except Government provided supplies noted in section 6 and 8.20 of the PWS), management, supervision, personnel, and transportation except as specified herein as government-furnished, necessary to assure that all services are in accordance with the contract and all applicable VA, federal, state, Occupational Safety and Health Standards and fire regulations. The contractor shall ensure all work meets performance standards specified in this PWS and referenced documents.

7.1.1. The Contractor’s equipment shall be all Brand New or like new (Brand New, not used or refurbished; like new 5 years old or newer)

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

7.3. NOTE: Aerosol sprays shall be approved by the COR before use and shall not be used in patient treatment areas.

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

7.5. 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 an EPA approved hospital grade germicidal disinfectant (https://www.epa.gov/pesticide-registration/list-n-disinfectants-coronavirus-covid-19) each day prior to storage.

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

7.7. 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.

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

7.9. Supplies and equipment shall not be transported in trash cart, mop buckets, etc. All materials not immediately used shall be properly stored in the storage place designated by the COR.

7.10. An EPA approved hospital grade germicidal detergent shall be used for all cleaning activities within the clinic. In the event of an outbreak of Methicillin Resistant Staphlococcus Aureus (MRSA), Clostridium Difficile (C-Diff) or other major Hospital Acquired Infection (HAI) and or COVID-19, the 2-step cleaning procedure will be used for cleaning the clinic.

7.11. 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. Stripping Compound shall be capable of completely removing all soap build-up and floor finishing film (with the exception of peracrylic type finishes). Stripping Compound shall contain approximately 12% or more active ingredients, exclusively or dilution; it shall have a pH 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.

7.12. Microfiber 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.

7.13. 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 an EPA approved hospital grade germicidal detergent. Vacuum filters shall be cleaned weekly.

7.14. 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 using an EPA approved hospital grade germicidal detergent.

7.15. Wet Floor Signs shall contain easily understood directions and guidance in English and Spanish.

7.16. 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.

7.17. 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

8. Specific Tasks

8.1. Standards: There may some cases where a room requires a “terminal cleaning” in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas. Contractor will be required to perform Two-Step Cleaning following the attached 2-step cleaning procedure.

8.2. Emergency Cleaning Services: In addition to routine cleaning, contractor personnel will be available all times during the normal work hours to respond to emergencies including (but not limited to) spills, bodily fluids, unsanitary restrooms, and outage of sanitary supplies (Toilet Tissue, Paper Towels) If the contractor must come in outside these hours, the contractor should contact the COR to arrange for access to the facility. The contractor shall respond within two hours for all emergency cleanings outside normal working hours. Emergency call outs shall apply to Contract Line Item Number (CLIN). (Estimated Emergency Call outs 4 times per year).

8.3. Tasks and Cleaning Standards

Restrooms Daily Weekly Bi-Monthly Semi-Annually Annually As Needed (determined by the COR

Mop floors X X

Clean/disinfect sinks and sink surfaces

X X

Clean mirrors X X

Clean/disinfect commodes X X

Spot-clean all walls (room and stalls)

X X

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

X X

Scrub Floor X X

Deep clean grout (walls and floors)

X X

All other space Daily Weekly Bi-Monthly Semi- Annually

Annually As Needed determined by the COR

Sweep and Mop all tile/wood floors X X

Buff all tiled floors X X

Scrub all tiled floors X X

Strip and recoat all VCT floors (Apx.

500 sqft.)

X X

High dust walls/wall art X X

Wash Walls/Cabinet/Fronts, etc. X X

Dust all flat surfaces (i.e. general cabinet tops, window sills, etc.)

X X

Clean all furniture/furnishings X X

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

X

Glass Daily Weekly Bi-Monthly Semi-Annually Annually As Needed determined by the COR

Interior Window Glass (including doors)

X X

Exterior Glass doors X X Other exterior glass X

8.4. Floor Maintenance: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, spray buffed, stripped and waxed, as needed, to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. Baseboards, corners, wall/floor edges and door edges shall be clean and free of any floor maintenance solutions. All hidden floor areas (behind and underneath furniture) shall be free of dirt and debris. If any furniture is moved during cleaning, it shall be carefully returned to its position without causing any damage.

8.5. Door and Doorjambs: Perform spot cleaning by damp-wiping and polishing unpainted metal doors, washable surfaces of walls, partitions, doors and fixtures, and handrails. Sanitize as needed.

8.6. Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed. The ducts shall be cleaned as needed.

8.7. Floor maintenance (non-carpeted):

8.7.1. The Contractor shall strip wax, finish and buff using non-slip floor finish to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. The Contractor shall “turn back the rugs” in order to clean and finish the floor areas at least one-feet underneath the rugs. The stripping of wax, finish and buffing shall be performed twice per year at each facility. The entire facility shall be waxed, finished and buffed twice per year. The scheduling of this task will be coordinated between the Contractor CEH, COR and staff occupying building to ensure there is no disruption to staff and visitors.

8.7.2. Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur no more than once per week. The area or the room requiring the service will be identified by COR or designated representative to the Contractor’s CEH.

8.7.3. The Contractor shall wet mop and scrub using germicidal type detergent to sanitize all accessible areas including corners and abutments to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. The Contractor shall remove any splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop wood or carpeted floors. The Contractor shall change water in mop bucket in between room cleanings.

8.7.4. The Contractor shall sweep, dust, damp mop, wet mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. The floors shall be swept, dusted, damp mopped and wet mopped using a treated or dust- free method/mop. The Contractor shall ensure that the cleaning includes the corners and abutments. The Contractor shall tilt or move chairs, trash receptacles, and other easily movable items so as to clean underneath and shall return items to their proper position.

8.7.5. The Contractor shall dry buff and spray buff all floors unless specified elsewhere as having carpet or special flooring to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration. The Contractor shall apply a uniform coating of non-skid floor finish to protect and restore gloss or sheen. The Contractor shall remove excess floor finish solutions. The Contractor shall apply these techniques only to the portion of the floor needing work, to bring the entire floor up to standard.

8.8. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36” and below) The Contractor shall dust all uncluttered horizontal surfaces within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, window sills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust, eliminate stains and dust collection.

8.8.1. The Contractor shall dust furniture items such as chairs, file cabinets and other types of office furniture. The Contractor shall damp-dust other office furniture such as vinyl chairs, lamps, telephones, furniture bases, picture frames. The Contractor shall not dust typewriters, computers, business machines and equipment of similar nature.

8.8.2. Furniture and Flat Surfaces Cleaning (High Dusting refers to areas higher than 36” up to 70”): High dusting includes all the wall surfaces, door frames, shelves, equipment, window sills, ledges, hand rails, etc. that are 70 inches from the floor or more.

8.9. Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners, in particular. Move items as necessary to ensure thorough and adequate cleaning;

replace to original position.

8.9.1. The Contractor shall spot clean upholstered furniture as required.

8.9.2. The Contractor shall steam clean or deep-clean upholstered furniture as required.

8.10. Doors (Entrance areas): The Contractor shall clean all glass partitions, interior and exterior glass doors, display cases, directory boards, and draft shields on windows, mirrors and adjacent trim.

8.11. Walls: Spot/Clean/Wash. The Contractor shall spot-clean wall surfaces to remove cobwebs, fingerprints, smudges. The Contractor shall sanitize the walls as needed.

8.12. Blinds: The Contractor shall vacuum, and damp clean all blinds to remove surface dust, vacuum drapes in place.

8.13. Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills.

8.14. Window Cleaning Exterior: The Contractor shall wash exterior surfaces, damp-wipe window sashes/sills. The contractor shall be responsible for the exterior windows on the entrance only and first the first floor level. To maintain clean appearance, the exterior windows and glass entrance doors shall be cleaned daily and spot cleaned as necessary.

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

8.16. Unoccupied Rooms: Cleaning of unoccupied rooms should be performed in accordance with the PWS to remove dust from all surfaces, the restroom should be cleaned and the commode flushed to prevent hard water deposits.

8.17. Miscellaneous

8.17.1. Contractor's Storage Room: The Contractor shall store equipment and supplies in a Government-provided storage room. The Contractor shall maintain the storage room and used only as authorized. The Contractor shall not store food in the room. This storage room shall be clean and odor free at all times.

8.17.2. Water Fountains: The Contractor shall empty, rinse and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent. The Contractor shall re-stock those water coolers with cups. The Contractor shall daily clean and disinfect all porcelain and polished metal surfaces, including the drains as well as exterior surfaces of the fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, and any type of foreign mater.

8.17.3. Polish Metal. The Contractor shall polish the brass and other metal, aluminum, stainless steel hardware on doors, push bars, and the kicking plates.

8.18. Restrooms: The Contractor shall daily maintain the restrooms in a clean and sanitary condition at all times. All areas of the restroom including the toilet seats, bowls, urinals, sinks, partitions, walls, mirrors, doors (including doorknobs), plumbing fixtures, underside of sinks and pipes, floors, soap dispensers, paper towel holders, faucets, trash cans, vents, light switches, etc.

shall be cleaned using a U.S. Environmental Protection Agency (EPA) approved hospital grade germicidal detergent. After cleaning, receptacles shall be free of deposits, dirt, streaks, and odor.

8.18.1. The Contractor shall be responsible for monitoring all restroom as needed through out the day.

8.18.2. The Contractor shall clean and sanitize doors, vents, all fixtures (lights, light ledges, pipes, faucets, handles, etc.), sinks, urinals, and toilets.

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

8.18.4. 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.

8.18.5. 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.

8.18.6. The Contractor shall damp-wipe and polish the chrome fixtures.

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

8.18.8. The Contractor shall furnish and/or replenish restroom supplies, e.g., soap dispensers, paper towels, toilet tissue, feminine sanitary napkins and other sanitary items supplied by the Government. The Contractor shall ensure sufficient supplies are provided.

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

8.19. Waste

8.19.1. Trash Removal: Trash containers will be furnished by the Government. The Contractor shall pick up and empty all trash or waste receptacles. 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. If there are any objects such as boxes, Cardboard, cans, etc. placed near trash cans, the contractor’s employee shall enquire from the staff in the area if this material needs to be discarded and ensure the task is completed. All trash shall be delivered to the designated trash storage area. Trash receptacle shall be left clean, free of foreign matter and free of odors. If the trash is overflowing, the trash shall be disposed of immediately.

8.19.2. Litter Removal: The Contractor shall pick up and dispose of litter and trash from the entrances and perimeter of the building, as designated by the COR.

8.19.3. ‘Red Bag’ Bio-hazardous: All receptacles lined with "Red Bags" (plastic bags containing bio-hazardous medical waste material) shall be serviced. The Contractor shall pick up the Red Bag waste and deposit it in specially designated, locked "infectious waste" bins or lockers, usually located at the rear of the facility, in a safe and timely manner, and in accordance with established standards and procedures. NOTE: Red Bags may not be used for any other purpose.

8.20. Supplies:

8.20.1. The following is a list of current supply dispensers and supplies used at the VA. The Government will also provide the following supplies. The Government reserves the right to change these products at any time:

8.20.1.1. Georgia Pacific

8.20.1.2. Coreless toilet tissue

8.20.1.3. Johnson Signature Wax

8.20.1.4. Wexcide 121 Disinfectant

8.20.1.5. Betazyme

8.20.1.6. Glass Cleaner Wipes

8.20.1.7. Neutral Cleaner

8.20.1.8. Stainless Steel Wipe

8.20.1.9. 1200ml Provon Foam Hand Soap

8.20.1.10. Plastic Bags, Large Clear 33x40, 1.5mil

8.20.1.11. Plastic Bags, Small Clear, 24x24, 1.5mil

8.20.1.12. Plastic Bags, Extra Large Clear, 40x47, 1.5mil

8.20.1.13. Wet Tasks

8.20.1.14. Purell Gel Hand Sanitizer

8.20.1.15. Toilet Seat covers ¾ fold and ½ fold.

8.20.1.16. Snap Panel Cubicle Curtain

8.20.1.16.1. Wexford Lab dispenser the above products (brand name or equal Products other than those listed above must be approved by the COR. All other cleaning supplies are contractor’s choice but must be approved by COR. There are no estimates on usage of supplies.

8.20.1.16.2. There will be Georgia-Pacific Paper Towel Dispensers throughout the Clinic in various areas.

9. Contractor Personnel

9.1. The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures in order to ensure compliance with all provisions contained in this contract.

9.2. Personnel Technical Experience: The CEH shall have at least three (3) year of prior technical experience as a CEH Manager within the last three years. Written certification of technical experience and copies of any formal training program (i.e. National Executive Housekeeping Association (NEHA) shall be submitted by the solicitation due date. In the event the CEH leaves the company, the personnel must be replaced within five business days to continue successful operation of this contract. The personnel must be pre-approved in writing prior to starting work by the COR and CO to ensure they meet the minimum requirements of the contract. The approval must be received prior to an employee working at any of the facilities. The contractor shall provide the resume and certification of the CEH by the solicitation due date. The prime Contractor shall demonstrate a minimum of three (3) years of experience performing as the prime Contractor in accordance with PWS, to include sections 1.1, 1.2, and 1.3. The Contractor shall not submit information with the prime Contractor’s experience performing as a subcontractor on a contract. The Contractor’s experience shall include two (2) Contractor’s experience projects where the Contractor performed as the prime Contractor, completed within the last ten (10) years from the solicitation due date and be the same or similar in size, scope, and complexity as the PWS. The Contractor shall include the title of the project, contract number, dollar value, description of the project(s), location, and complexity. The Contractor shall also include a point of contact for the Government to verify this information for each project with the point of contact’s name, email address, and phone number.

9.3. All other housekeeping personnel must have [12 (twelve) months of experience] performing housekeeping services with the last five years. The contractor shall provide a resume of all personnel by the award date, if selected.

9.4. 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.

9.5. The contractor’s employees shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English.

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

9.6.1. List of employees who will provide services under this contract

9.6.2. Name, telephone number and address of the CEH

9.6.3. List of shift supervisors

9.7. The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative.

He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

9.8. The Contractor shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break areas only. Smoking is prohibited on the VA campus.

9.9. The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements.

9.10. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed “Confidentiality Certificate” from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes.

9.11. The Contractor is not required to have physical examination prior to work on this contract; however, the Contractor is expected to be in good physical health and able to work in patient care areas without risk to the patients. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

9.12. Personal Protective Equipment: The Contractor is responsible for providing Personal Protective Equipment to all personnel. The VA currently requires face coverings for any personnel entering the facilities. The face covering must be a mask affixed to the face such as a surgical mask, N95 mask, or similar. Loose face coverings are not allowed such as bandanas, fabric tied behind the head, or other articles of clothing or fabric not intended to be manufactured as a designated face covering. The Contractor shall also be responsible for ensuring their personnel does not exhibit any flu like symptoms prior to entering the VA facility. The Contractor shall be responsible for providing the necessary personnel to fulfill the contract requirements and shall ensure all personnel are able to pass the COVID screening prior to entry.

In the event personnel fail the COVID screening, it shall be the responsibility of the contractor to immediately provide replacement personnel within two hours from the designated start time.

9.13. Contractor’s Technical Experience: The contractor shall be International Executive Housekeeper Association (IEHA) certified. The contractor shall submit their certification by the solicitation due date with their quote. The prime contractor shall demonstrate a minimum of three (3) years of technical experience performing as the prime contractor in accordance with PWS performing housekeeping services. The contractor shall not submit information with the prime Contractor’s experience performing as a subcontractor on a contract. The contractor’s technical experience shall include technical experience projects where the contractor performed as the prime Contractor, completed within the last ten (10) years from the solicitation due date and must be the same or similar in size, scope, and complexity as the PWS.

Similar size, scope and complexity is performing housekeeping services as the prime contractor on at least a [31,500] square footage facility within the last ten (10) years. The Contractor shall include the title of the project, square footage, contract number, dollar value, description of the project(s), location, and complexity. The prime contractor’s technical experience project(s) must equal at least three years or more of technical experience. The Contractor shall also include a point of contact for the Government to verify this information for each project with the point of contact’s name, email address, and phone number.

10. Safety Training Requirements

10.1. Contractor-Furnished Safety Training: The Office of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by respective State Laws and that are applicable to all employees. All Contractors providing service at VA facilities shall follow these established Code of Regulations “General Industry Safety Orders (OSHA) section listed below, as a condition of contract award:

10.2. The above-listed orders, effective 1 July 1991, require the employer to develop, implement and document written programs, as well as requiring initial and recurring employee training and record keeping. The Contractor shall provide to the COR 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.

10.3. Hepatitis B Vaccination: The final rule on Occupation Exposure to Blood Borne Pathogens, 29 CFR Part 1910.1030, states “employers shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident. 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 for each employee.

10.4. All contract employees need to be screened for tuberculosis prior to employment.

10.5. All contract employees need to be medically cleared to wear respiratory protection.

10.6. All contract employees shall be cleared for fitness of duty to perform physical tasks required for the job such as lifting a minimum of 50 lbs., prolong standing walking and frequent bending.

10.7. All contract employees shall comply with VA policy regarding influenza vaccine for staff and contractors.

10.8. A copy of this letter shall also be filed with the COR and placed in the COR’s contract file, and an additional copy shall be sent to the VA employee physician’s office. 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 COR.

10.9. Handling of Infectious Medical Waste (“Red Bag” Waste and “Sharps” Containers): 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. 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.

11. Contractor’s Attire and Identification

11.1. The Contractor shall wear a standard custodial type uniform which is easily recognizable 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. Standard custodial type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes.

11.2. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor’s and employee’s name. The Government will issue ID cards to the Contractor after background checks have been completed.

The Contractor shall obtain “Visitors’ Badges” during the interim period via VA Police or Human Resource Department.

11.3. 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.

11.4. Contractor’s Personal Hygiene: The Contractor’s attire and presentation shall be appropriate per industry standard.

12. Contractor Training

12.1. Contractor personnel shall not be assigned to work until they have completed initial orientation and required training. Exception: An exception will be made during the first sixty

(60) days of contract performance, whereby Contractor’s employees who have had general janitorial and OSHA training will be permitted to start work at the VA medical facilities, on the condition that the training specified herein shall be completed within sixty (60) days after contract effective date. The Contractor shall provide an initial training plan to the COR for approval. The initial plan shall include topics, brief statement of content and method of training.

Documentation verifying the content of such training and orientation shall be transmitted to the

COR.

12.2. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 5 work days.

12.2.1. 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.

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

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

12.2.4. Care and maintenance of Contractor and Government-furnished property.

12.2.5. Familiarization with local fire preventing and safety procedures.

12.2.6. Familiarization with applicable facility polices/regulations and their effect on sanitation Services.

12.2.7. Familiarization with the Contractors procedures manual.

12.2.8. Individual duties and responsibilities.

12.2.9. Procedures for replenishing cleaning supplies and obtaining equipment repair.

12.2.10. Role of Contractor’s personnel in the facility and their impact on patient care

12.2.11. Techniques/methods for measuring quality of work performance

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

12.2.13. Facility emergency fire and disaster program

12.2.14. Hazardous Communication Standard

12.2.15. Utility Operation

12.2.16. Standard Precautions

12.2.16.1. Emergency Preparedness

12.2.16.2. Body Mechanics/Lifting

12.2.16.3. Accident Reporting

12.2.16.4. Sexual Harassment

12.2.16.5. Ethics

12.2.16.6. TB-Precautions (PPD Hep B)

12.2.16.7. Mercury/Spills

12.2.16.8. Chemo Waste Handling

12.2.16.9. Linen exchange services, including proper handling and care of all linens.

12.3. Compliance and Business Integrity (CBI) Awareness Training: The Contractor shall complete initial compliance awareness training within thirty (30) days of contract award effective date. The Contractor shall also meet the annual compliance awareness refresher training. This requirement can be fulfilled by completing the training module available via the following Internet site:

(https://www.docs.lms.va.gov/LMSDocs/Docs/56840/7318CBITrainingHandout.pdf)

12.4. Remedial Training: When notified, the Contractor shall complete remedial training and education to address any detected compliance issues.

12.4.1. Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the COR or designated representative. The COR will retain proof of training in accordance with applicable Records Control Schedule.

13. Contractor’s Quality Control Plan

13.1. 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 15 days after contract award effective date. An updated copy shall be provided the COR as changes occur. The quality control program shall include, but are not be limited to the following:

13.1.1. 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.

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

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

13.1.4. 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.

14. QR Code Feedback

14.1. The contractor shall put in place, for all areas noted in the SOW, QR Codes for Customer Feedback, complaints, and work request.

14.2. QR codes/signs should be placed outside each restroom, noted in the SOW, and inside on the mirror. The sign should state “Scan with Camera for Touchless Feedback”.

14.3. The system should improve the user experience by engaging the building occupants, customers, employees, and guests to understand their experience and pain points while using the building amenities. Very simple, intuitive, and no-touch interface on a web portal that captures the details of specific issues in a given area. The building occupants, customers, employees, and guests do not need an app, they scan the QR code with their smart phone camera to access the web portal. The system includes real time notification to the cleaning crew to attend to the customer complaints and trend analysis.

14.4. Building occupants, customers, employees, and guests, should have access to information related to cleaning / disinfection schedules. It is critical for the cleaning staff to publish a schedule and document each cleaning visit to an area. The information can be provided to the occupants in specific locations, in terms of “last clean time”, "last disinfection time" etc. or can be made available to the building occupants and visitors by just scanning a QR code in an area and getting the relevant cleaning information.

14.5. Service issues like dirty floors, overflowing trash bins and empty dispensers get reported in real time. Depending upon the rating given, the user will be asked to provide additional details to drill down on the real issue. Alerts get generated to the relevant supervisors and COR for them to trigger the remedial action without any delay.

14.6. The app can be used by the COR to conduct an inspection of the facilities for validation and compliance. The COR can check whether the contractors have completed task in accordance with the SOW. and they can also send notification to relevant supervisors from within the app if they see the need for prompt corrective action.

15. Fire Prevention and Emergency Procedures

14.1. The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.

14.2. Any hazardous incidents created by the Contractor shall be corrected immediately.

14.3. 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.

14.4. The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

14.5. Posting Warning Signs: The Contractor shall display approved warning…