Ramstein PWS 1 sep 2024.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

AMBULATORY HEALTHCARE FACILITY ASEPTIC MANAGEMENT SERVICES AND MINOR FACILITY AND GROUNDS MAINTENANCE

AT

86TH MEDICAL GROUP, RAMSTEIN AIR BASE

1 Sep 2024

TABLE OF CONTENTS

SUBJECT Page Number

1.0 DESCRIPTION OF SERVICES 3 - 15

2.0 SPECIFIC REQUIREMENTS 15 - 17

3.0 SERVICES SUMMARY 17 - 20

4.0 GENERAL INFORMATION 20 - 28

5.0 APPLICABLE PUBLICATIONS AND FORMS 28 - 33

6.0 APPENDICES

1.0. DESCRIPTION OF SERVICES:

1.1 BACKGROUND: The purpose of this effort is to provide non-personal medical aseptic cleaning services, management of linen services and minor facilities and grounds maintenance services in accordance with the United States Air Force (USAF), Hospital Aseptic Management System (HAMS) at United States Air Force Medical Treatment Facilities (MTF), 86th Medical Group (86 MDG), Ramstein Air Base (RAB), Germany. Services performed under this PWS shall comply with US and German guidelines for environmental and infection control in medical facilities. Compliance with all standards and directives will be evaluated during the quality assurance and inspection process as outlined in Air Force Instructions (AFI) 36-138, Performance Based Services Acquisition. The services required under this PWS are not mission essential as defined by Department Of Defense Instruction (DoDI) 1100.22.

1.2. SCOPE: The contractor shall provide cleaning services, linen management and minor facilities and grounds maintenance services, and replenish soap and paper products in all areas identified in Appendices A and B, In Accordance With (IAW) this PWS and the Services Summary (SS). To ensure the MTF’s medical aseptic custodial services meet healthcare requirements, quality of services shall be consistent with the following to the extent it applies to the performance of this requirement:

· Centers for Disease Control and Prevention (CDC) at: http://www.cdc.gov/;

· Guidelines for Environmental Infection Control in Healthcare Facilities and Guidelines for Infection Control in Dental Health-Care Settings available at: http://www.cdc.gov/hicpac/pdf/guidelines/;

· Association for Professionals in Infection Control and Epidemiology (APIC) at: http://www.apic.org/Professional-Practice/Scientific-guidelines;

· The Deutsche Gesellschaft für Krankenhaushygiene e.V. (German Association for Clinical Hygiene) guidelines at: http://www.krankenhaushygiene.de/ Empfehlungen der Kommission für Krankenhaushygiene und Infektionsprävention (KRINKO) (Recommendations for Clinical Hygiene and Infection Prevention) at: http://www.rki.de/DE/Content/Infekt/Krankenhaushygiene/Kommission/kommission_node.html

IAW best commercial practice, a micro-fiber cleaning system shall be used wherever practical. As medical operations include a wide range of services from inpatient to outpatient care, the HAMS program is designed to accommodate differing work hours (7-days or 5-days a week) and differing drivers for cleaning (case driven, non-case driven, etc.). Further, HAMS requires the use of an 86 MDG Infection Control Council (ICC), an approved disinfectant solution to destroy surface borne pathogens and keep them from spreading throughout the MTF thru Heating Ventilation and Air Conditioning systems to limit healthcare associated infections. This HAMS program also has provisions for management of linen service, and minor facilities and grounds maintenance services.

1.2.1. Contractor Supplied Cleaning Materials, Supplies and chemicals. The contractor shall furnish a listing of all applicable hazardous material utilized during the contract period to the Contracting Officer (CO) prior to start of work. No cleaning products shall be used in the facilities without prior approval by the 86 MDG ICC and acceptance by the CO. Additions to the listing will need acceptance before being used on the installation. The cleaning inventory supply list shall contain the following information:

· Product name

· Manufacturer

· Item use

· Disposal procedures if material remains after usage.

· Storage of item The contractor shall be responsible for the proper disposal of all their cleaning supplies. All cleaning supplies shall be non-flammable. Products containing Chlorofluorocarbons (CFC’s), ozone depleting substances or products containing phenolic compounds, such as “Lysol” are not allowed.

1.3. CLEANING SERVICES: The contractor shall accomplish all custodial tasks to satisfy the minimum cleaning standards stated in this PWS. Note that these are the minimum requirements, and the contactor is encouraged to apply innovative techniques and managerial approaches to meet the requirements of this PWS.

1.3.1. Basic Cleaning Services. All rooms/areas shall be pre-inspected and receive cleaning as necessary, protection IAW the individual Contractor's written Performance Management Plan (PMP)/Quality Control Plan (QCP) which shall specify the proper solutions, and mixtures appropriate to the intended use for room/area location within the MTF. This PWS employs a “Total Clean” concept. Upon arrival at an area for cleaning, the contractor will survey the area to determine which tasks must be accomplished to restore it to “total clean” as part of daily scheduled inspection and cleaning. Other than cycle task items, the entire area will be clean when the contractor finishes. Interior windows (including windows between panes when accessible), walls, floors, door vents, airway louvers, behind radiators, protruding parts of window/ceiling/wall air conditioners, and any other item or surface that can be touched from the room interior are included. Total clean includes trash collection, re-supplying consumables dispensers (including soap, air freshener, toilet paper, paper towels, alcohol hand gel and hand lotion), dusting, floor maintenance (wet/damp/dust mopping, vacuuming/wet vacuuming, buffing, stripping and refinishing floors, and carpet maintenance), furniture maintenance, spot cleaning, and cleaning glass, utility fixtures, wheelchairs, artificial plants, drinking fountains, public latrines, entrance platforms, patios, stairwells, government furniture and equipment, blinds, and light fixtures. Respiratory stations will be resupplied as needed to include alcohol hand gel, facial tissues and masks.

1.3.1.1. Remove Trash. All trash bins located inside and outside within the Medical Group campus shall be emptied. The interior and exterior of all trash bins must be clean and free of any kind of debris. Soiled or torn plastic trash/ bin liners shall be replaced with serviceable proper fitting liners. The trash shall be deposited, by recycling classifications in accordance to host nation regulations, in the nearest designated storage area for collection and/or deposited in the dumpster/skips. Cleaned trash bins shall be returned to their designated location. Bags shall not be visible on bins equipped with a liner and lid.

1.3.1.2. Clean Glass/Mirrors/Doors. Clean all interior glass, along with adjacent trim, including doors, interior wall windows, partitions, walls, display cases (exterior only), directory boards, and exterior of entrance doors. Where double glazing allows access to the interior surfaces, these are included. After glass/mirror cleaning, there shall be no traces of film, streaks, dirt, smudges, water, or other foreign matter.

1.3.1.3. Surfaces. The contractor shall clean all surfaces to include non-invasive medical equipment and all furniture including but not limited to: bedside tables, desks, conference tables, chairs, televisions, fans (outer surfaces), table lamps, wall-mounted lamps and medical equipment, computer equipment, cable runs, windowsills, window blinds, window screens, ledges, handrails, wall-mounted items etc. At no time will contractor personnel move books/paper/records or personal effects to clean under them. With the exception of wall-mounted items, dusting of medical staff personal items is not required. Upon completion of task, services shall be free of dust, lint, smudges and any foreign matter. Medical equipment attached to a patient shall not be touched by contractor personnel. All horizontal and vertical surfaces from floor to ceiling, unless expressly exempted, shall be dusted to present a clean appearance.

1.3.1.4. Any surface not bearing carpets shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and/or spray buffed as applicable to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, other stains and discoloration, and other foreign matter. Baseboards/skirting boards, corners, wall/floor edges and under entrance mats shall also be clean. All floor maintenance solutions shall be removed from baseboards/skirting boards, furniture, trash bins, etc. Chairs, trash bins, and other moveable items shall be moved or tilted to maintain floors underneath these items. All moved items shall be returned to their original and proper position. At no time will the floor be overly wet. Cleaning of floors shall be performed in a way that prevents medical staff and patients from crossing wet floors. The contractor shall ensure that “wet floor” signs are posted and visible at all times floors are wet. When a wash/vacuum machine is used in corridors, waiting rooms and entrance areas, special precautions shall be taken to prevent any hazards to patients, medical staff and visitors. Upon completion of task, floors and baseboards/skirting boards shall be free of dirt, trash, scuff marks, dust balls, and foreign matter and shall have a uniform, shiny appearance. Any hazard warning signs posted will be removed when floors are dry and stored in a housekeeping storage area.

1.3.1.4.1. Carpet Maintenance. Carpet maintenance (spot cleaning) shall be carried out as part of “total clean” as required. Additionally, the contractor shall develop a schedule for cleaning all carpeted areas at least once a year. See paragraph 1.3.3.2.

1.3.1.4.2. Vacuuming. Vacuuming shall be done in such a manner that no dust is raised and is done with mechanical vacuum equipment on carpeted areas. All tears and raveling shall be brought to the attention of the Contracting Officer’s Representative (COR) on the day they are noticed. Floors shall be free of dirt, dust, film, stains, and debris after completion of task.

1.3.1.4.3. Disinfectant Application. Disinfectant shall be applied when required by the 86MDG ICC.

1.3.1.4.4. Walk-Off Mats and Runners Interior and exterior mats and runners shall be properly cleaned according to their composition. Soil and moisture shall be removed from the area underneath mats and runners before they are returned to their normal location. They shall be treated with a chemical, which is dust and dirt attracting, and must lie flat upon completion of cleaning. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter.

1.3.1.5. Stairways and Lifts.

1.3.1.5.1. All stairway surfaces shall be cleaned IAW paragraph series 1.3.1.4., as appropriate for floor covering. Grease, soil, and grime shall be removed from stair guards, handrails and baseboards. Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide or maintain a clean, uniform appearance.

1.3.1.5.2. Lift interior surfaces, including all light fixtures, ventilator slots, emergency phone boxes and floor door guide tracks of passenger and service lifts shall be cleaned as often as necessary to maintain them in a polished and presentable appearance. Other than spot cleaning, lifts will be cleaned after 1700 hours. Only one car is to be out of service for cleaning at a time, and it shall be cleaned at the lowest floor level only.

1.3.1.6. Ceiling/Light Cleaning. The contractor shall ensure all light fixture covers and ceiling mounted light fixtures are clean and free of insects. In case the light fixture needs to be removed so that cleaning can be performed then the contractor must ensure that it is reinstalled in the original location once the task is completed. The contractor shall also clean all tiles or surfaces around the air vents. Upon completion, the area should be free from dust, cobwebs and other debris.

1.3.1.7. General Spot Cleaning. Spot cleaning shall be performed on a continual basis, and immediately upon identification of a discrepancy to the identified standards. Spot cleaning includes but is not limited to removing or cleaning smudges of fingerprints, marks, streaks, spills, etc. from washable surfaces including, but not limited to walls, partitions, vents, grillwork, doors, door guards, door handles, push-bars, kick-plates, light switches, climate controls, fixtures, carpets, and hard floors. After spot cleaning is performed, the item shall have a clean uniform appearance, free of streaks, spots and other evidence of soil. Gum, tape/sticker residue or any other sticky substance on floors, furniture or any other surface shall also be removed. The contractor shall remove cobwebs, mud, dirt, bird droppings and litter from the outside walls, canopies, entrance lights and the immediate vicinity of the entrances and patios Carpet spot-cleaning shall be done IAW manufacturer’s recommendations or standard commercial practices. When the stain will not lift despite cleaning attempts, the COR shall be notified in writing.

1.3.1.8. Basic Restrooms/Locker Rooms and Cleaning Services.

1.3.1.8.1. Clean and Disinfect. Completely clean and disinfect, with an ICC-approved disinfectant, all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, diaper changing tables, dispensers, plumbing fixtures, partitions, doors, shower curtains, walls, toilet brushes, toilet brush holders, and other such surfaces. Clean all types of furniture to include chairs, benches, tables and any other furniture-like items placed in restrooms. Disinfect all surfaces of partitions surrounding urinals, toilets, sinks, stalls, stall walls, entry doors, including floors, handles, kick plates, ventilation grates, metal guards, tile walls, and wall areas adjacent to wall mounted lavatories, urinals, and toilets. After cleaning, surfaces will be free of deposits, dirt, streaks, mold, mildew and unpleasant odors. Provide and service feminine hygiene disposal units, nappy disposal units, toilet seat sanitizers, air fresheners, toilet seats and toilet brushes. Soap dispensers, toilet paper dispensers and paper towel dispensers shall be from manufacturer CWS, Tork or equivalent.

1.3.1.8.2. De-scale Shower, Toilet Bowls and Urinals. De-scaling with an ICC-approved chemical shall be performed as required to keep all areas free of scale, soap films, mold, mildew and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, mold, mildew, bodily waste deposits, rust stains, etc.

1.3.1.8.3. Clean/Disinfect Showers. The contractor shall scour and disinfect shower with an ICC-approved disinfectant to include walls, shower curtains/ rod, door, pipes, fixtures, benches and floor mats. Any benches within the showering area shall be cleaned. Upon completion of the task, the surfaces shall be free of scale, mildew, calcium deposits, water spots, streaks, smudges, soap residue and any foreign matter.

1.3.1.8.4. Clean Sinks and Drinking Water Fountains. Clean and disinfect with an ICC-approved disinfectant all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains. Sinks and drinking water fountains shall be free of residue, deposits, watermarks, streaks, stains, spots, smudges, scale, and other soil and foreign matter.

1.3.1.8.5. Re-Supply Restroom Supplies/Clean Dispensers. Contractor shall ensure restrooms are stocked sufficiently with contractor-supplied consumables such as soap, toilet paper, paper towels, and air deodorizers. Supplies shall be stored in designated cleaning cupboards. At no time will “spare” toilet paper or paper towels are placed in the room other than in designated dispensers. All restrooms shall contain soap, toilet paper, paper towels, toilet brush/holder and air deodorizer. Upon completion of re-stock, all dispensers, including internal surfaces, will be free of soap, streaks, dust and build-up.

1.3.1.9. Basic Kitchen/Break Room & Cooking Areas Cleaning Services. (Areas identified in Appendix B)

1.3.1.9.1. Clean/Sanitize Kitchens Surfaces, and Break Room Tables and Chairs. The Contractor shall clean and sanitize public kitchens and cooking areas to include cabinets, sinks, kitchen counters, kitchen appliances, refrigerators/freezers, microwaves, break room table/chair surfaces, and other surfaces as they may appear during performance of this contract daily.

1.3.1.9.2. Clean/Sanitize Inside Kitchen Cabinets, Refrigerators/Freezers, and Microwaves. The Contractor shall clean and sanitize the inside of kitchen cabinets, refrigerators/freezers, microwaves, and other kitchen equipment as required once a week. Contents shall be moved and returned to their original position after cleaning.

1.3.2. Cleaning Requirements by Area and Frequency Indicated in the Room Listing (Appendix B) and Floor Plans (Appendix C).

1.3.2.1. Zone 1 - Low Risk (General Administrative Areas). The contractor shall perform all basic cleaning services as outlined in paragraphs 1.3.1 through 1.3.1.9.2. (Five days per week, one shift, between 1730 and 0600 hours daily, Monday – Friday).

1.3.2.2. Zone 1A - Low Risk (General Administrative Areas). The contractor shall perform all basic cleaning services as outlined in paragraphs 1.3.1 through 1.3.1.9.2. (Five days per week, one shift, between 0900 and 1600 hours daily, Monday – Friday).

1.3.2.3. Zone 2 – Medium Risk (Patient Care and Ambulatory Care Areas).

1.3.2.3.1. Basic cleaning. The contractor shall perform all basic cleaning services as outlined in paragraphs 1.3.1 through 1.3.1.9.2. (Five days per week, one time, between 1730 and 0600 hours daily, Monday – Friday).

1.3.2.3.2. Remove Trash. The contractor shall perform all basic cleaning services as outlined in paragraph 1.3.1.1 (Five days per week, one time, between 1200 and 1300 hours daily, Monday – Friday).

1.3.2.3.3. Basic Restrooms/Locker Rooms Cleaning Services. The contractor shall perform all basic cleaning services as outlined in paragraphs 1.3.1.8 through 1.3.1.8.5 Five days per week, one time, between 1100 and 1300 hours daily, Monday – Friday.

1.3.2.3. Zone 3 – Medium Risk (Contingency Services (CASF)). The contractor shall perform all basic cleaning services as outlined in paragraphs 1.3.1 through 1.3.1.8.5. (Seven days per week, one time, between 0900 and 1600 hours daily, Monday – Sunday).

1.3.2.4. one 4 – High Risk (Central Sterile Supply and Dental Instrument Processing Centers). All surfaces will be cleaned daily; all horizontal surfaces including the floors shall be disinfected with an 86MDG ICC approved disinfectant. (Five days per week, one time, between 1730 and 0600 hours daily, Monday through Friday)

1.3.2.5. Zone 5 - High Risk (Healthcare Waste, Linen Storage & Medical Supply storage areas) (One day per week, between 0900 and 1600 hours, same day and time every week unless COR is notified)

1.3.2.5.1. The contractor shall clean and disinfect all surfaces to include walls and racks.

1.3.2.5.2. The contractor shall perform all basic cleaning services as outlined in paragraphs 1.3.1 through 1.3.1.9.2

1.3.2.6. Zone 6 - (Snow and Ice Removal Services) All outside walls, canopies, entrance lights and the immediate vicinity of the entrances and patios and walkways, stairs, footpaths, curbs, driveways and parking lot areas within a 33-meter offset to patient care facilities shall be cleaned.

1.3.2.6.1 Remove snow and ice from walkways exterior stairs and footpaths (outlined in Appendix C Area Maps pages 85-89) so that entire pathway is clear from end to end. Pathways shall be cleaned and safe for pedestrian traffic. Removal is to be completed Monday through Friday, by 0630, 30 minutes before the facility opens for patient care at 0700, and maintained as necessary, during clinic operating hours, to prevent an accumulation of more than two inches of snow. Snow deposited or thrown on sidewalks by street maintenance crews shall be removed by the Contractor as necessary to ensure safe pedestrian traffic. Ice control shall consist of removal of ice and/or application of ice melt, as necessary, during clinic operating hours to maintain safe conditions for pedestrian traffic.

1.3.2.6.1.2. Remove snow and ice from parking lots and associated driveways. Areas shall be cleaned and safe for vehicle and pedestrian traffic. Removal is to be completed Monday through Friday by 0630, 30 minutes before the facility opens for patient care at 0700. Ice control shall consist of removal of ice and/or application of ice melt, as necessary, during clinic operating hours, to maintain safe conditions for pedestrian traffic.

1.3.3. Periodic Cleaning: Periodic cleaning can only be performed Mon-Fri between 1700 and 0600 hours and on US holydays and weekends. A cleaning schedule shall be provided to the COR at least 14 days in advance. The schedule has to identify the anticipated cleanings, cleaning times, areas to be cleaned and impacted section notification/acknowledgement. The contractor shall provide a list of areas actually cleaned by the morning of the next duty day to the COR to ease inspection process.

1.3.3.1. Periodic Hard Floor Maintenance. Hard floors shall be cleaned, scrubbed, sealed, polished, waxed, and stripped as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. Easily moveable items weighing 22 kilograms or less shall be moved in order to reach areas underneath and returned to their original location after the floor has dried. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items.

1.3.3.1.1 Semi-Annually - Patient care facilities shall be cleaned. Contractor’s invoice shall specify building/square meters cleaned.

1.3.3.1.2. Annually – non-patient care facilities shall be cleaned. Contractor’s invoice shall specify building/square meters cleaned.

1.3.3.1.3. Semi-Annually – Contingency Patient care facilities shall be cleaned. Contractor’s invoice shall specify building/square meters cleaned.

1.3.3.2. Periodic Carpet Restorative Cleaning: Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning carpet shall be free of all types of soil, stains and loose carpet fibers. The carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items weighing 22 kilograms or less shall be moved to clean carpets underneath and returned to their original location after the carpet has dried. This is separate from spot cleaning which is part of “total clean,” as defined in paragraph 1.3.1.4.1.

1.3.3.2.1. Annually – Patient and Non-Patient care facilities shall be cleaned. Contractor’s invoice shall specify rooms/square meters cleaned.

1.3.3.2.3. Annually – Contingency Patient care facilities shall be cleaned. Contractor’s invoice shall specify rooms/square meters cleaned.

1.3.3.3. Interior/Exterior Window Cleaning. Interior and exterior window glass surfaces, window frames, casings, sills, and glass bricks shall be cleaned and wiped dry. Cleaning shall include the removal and cleaning of all fly screens.

1.3.3.3.1. Semi-Annually - Patient care facilities shall be cleaned. Contractor’s invoice shall specify building/square meters cleaned.

1.3.3.3.2. Semi-Annually – non-patient care facilities shall be cleaned. Contractor’s invoice shall specify building/square meters cleaned

1.3.3.3.3. Annually – Contingency Patient care facilities shall be cleaned. Contractor’s invoice shall specify building/square meters cleaned.

1.3.3.4. Clean Renovated Areas. Perform cleaning IAW specifications in paragraphs 1.3.1 through 1.3.1.9.2, 1.3.3.1, 1.3.3.2, and 1.3.3.3 as applicable to the area.

1.3.3.5. Clean Mechanical, Storage, Supply, and Communication Rooms. Semi-Annually -Perform cleaning in accordance with specifications in paragraphs 1.3.1, 1.3.1.2, 1.3.1.3 (to include mechanical equipment and piping), 1.3.1.4, 1.3.1.4.4, 1.3.1.5, and 1.3.1.6 as applicable for the area.

1.4. LINEN SERVICES: The contractor shall manage, schedule, and perform the requirements listed below, between 0900 and 1500 hours daily, five days a week, Monday through Friday

1.4.1 Linen Inventory:

1.4.1.1. Semi-annual Inventory: A physical inventory of linen shall be performed at the beginning of the contract and at least every six months thereafter. One of the inventories shall be performed and the results provided to the COR not later than 1 August of every year, to coincide with the Government end of fiscal year purchasing.

1.4.1.1.1. A six-month inventory report shall be provided to the COR within 15 calendar days after the linen inventory.

1.4.1.1.2. The report shall identify all linen on hand, new linen received, and old linen salvaged since the previous inventory.

1.4.1.1.3. A Medical Linen Supply Record (Appendix D) shall be maintained for each line item in the inventory.

1.4.1.2. Monthly Report: Prepare and submit a monthly linen report to the COR within 5 working days of the following month.

1.4.1.2.1. The report shall identify linen pickup/delivery by the laundry contractor, linen delivered by department, linen salvaged during the month, new linen received during the month and linen on hand at the end of the month.

1.4.1.2.2. Attach the laundry contractor’s delivery/pick-up receipts to the monthly linen report.

1.4.1.3. Daily Linen Services. (In support of separate Linen service Contract)

1.4.1.3.1. All linen items shall be weighed by contractor personnel at the time of pickup/delivery by the laundry contractor.

1.4.1.3.2. Contractor personnel shall verify the quantities of items received from the laundry contractor to be consistent with the delivery tickets. Delivery tickets shall be forwarded to the COR and shall include a separate list of all discrepancies noted. The laundry contractor may modify the delivery tickets in pen to obtain the concurrence/verification by contractor personnel.

1.4.1.3.3. Clean linen shall be stored in the central clean linen area, with its plastic wrapping intact, IAW facility infection control guidelines.

1.4.1.3.4. Linen shall be delivered, with its plastic wrapping intact, in designated clean linen bins with lids in place to the departments. At no time shall clean linen be moved on top of a linen bin lid. Linen bins shall be cleaned weekly with an 86MDG ICC approved disinfectant.

1.4.1.3.5 Contractor staff will top up each ward /department’s linen store directly, to include outlying buildings, with the identified linen issue quantities according to the identified delivery frequencies. The amount of linen delivered shall be recorded by department and reported on the monthly linen report.

1.4.1.3.6. At the point of delivery, all previously existing linen will be refolded and straightened as required. ew linen will be removed from its plastic wrapping, checked for legibility of laundry marker and serviceability, and placed on the appropriate shelf.

1.4.1.3.7. Linen that is torn, permanently stained or excessively worn will be placed in a salvage holding area for examination by the COR and accounted for on the monthly linen report. (Appendix D)

1.4.1.3.8. Linen with illegible markings will be returned to the linen room and remarked.

1.4.1.3.9. All empty linen bins shall be returned to the linen room for use the following day. Clean linen shall not be transported or stored in the same rooms, carts, bins, lifts, or shelves used for the storage or transportation of soiled linen. Further, clean linen bins shall be used for clean linen only and shall not be used for soiled linen, rubbish or to move any other items.

1.4.1.4. Linen Stock/Issue Levels

1.4.1.4.1. Linen stock and issue levels shall constantly be reviewed based on continuing usage patterns within each ward/department. Either increasing or decreasing the quantities shall be approved by the COR.

1.4.1.4.2. Departmental staff may request additional quantities/ items of linen in response to local ad hoc requirements, by speaking to contractor staff when they are topping up the linen. Increases need to be reported to the COR and listed on the monthly linen report.

1.4.1.4.3. Clean and soiled linen shall not be handled at the same time by one person. Linen personnel who handle soiled linen shall change all Personal Protective Equipment (PPE [outer garments and shoes/shoe covers]) and wash their hands before handling clean linen.

1.4.1.4.4. All soiled linen shall be placed in laundry bags provided by the MTF. Once closed, bags shall not be opened. Bags shall only be opened by the laundry facility contractor personnel.

1.4.1.4.5. In the event of a medical emergency (Mon-Fri 0700-1700 hours) , the contractor shall replenish depleted linen levels on an on call basis.

1.4.1.4.6. All new linen shall be marked with the name of the medical facility and sent to the laundry contractor for initial cleaning immediately upon removal from the original shipping packages or no later than five days after receipt.

1.5. DAY PERSONNEL. The contractor shall assign English-speaking personnel, one person for Bldg. 301 and one person to cover the main clinic buildings, who shall be available from 0700 until 1700 daily as daytime cleaning personnel for all MTF buildings on Ramstein AB from Monday through Friday. Personnel shall immediately be available to perform emergency cleaning (clean unforeseen spills, body fluids, etc.), spot cleaning, unexpected cleaning (clean after minor repair work, clean after medical equipment replacements, etc.) and duties as outlined in this paragraph. Response times shall not exceed, for emergency cleaning 2 minutes, unexpected cleaning 20 minutes and all other duties shall be done continuously from 0700-1700. Transport between medical facilities shall be the contractor’s responsibility.

1.5.1. Clean Restrooms. The contractor shall maintain all restrooms, so they present an orderly appearance. This task includes re-stocking of soap and paper towel dispensers as required, performance of unexpected, spot and emergency cleaning as determined by the COR.

1.5.2. Maintain Common Areas. The contractor shall maintain all common areas to include rest rooms, waiting rooms, entrances, hallways, break rooms, etc. so they present an orderly appearance. This task includes cleaning of interior and exterior windows, glass and plexiglass panels, walk-off mats, hallways, and stairs, wiping down of waiting room furniture, and cleaning of drinking fountains, performance of emergency cleaning and spot cleaning (i.e. unforeseen spills) as required. The contractor shall remove cobwebs, mud, dirt, bird droppings and litter from the outside walls, canopies, entrance lights and the immediate vicinity of the entrances and patios

1.5.3. Maintain Exam/Treatment Rooms. The contractor shall maintain all exam and treatment rooms, so they present an orderly appearance. his task includes re-stocking of soap and paper towel dispensers as required, performance of unexpected cleaning as determined by the government representative, performance of emergency cleaning and spot cleaning (i.e. unforeseen spills)

1.5.4. Terminal Cleaning. Terminal cleaning shall be accomplished after each patient on Transmission-Based Precautions. Method of cleaning is based on infecting microorganism(s) and the amount of environmental contamination. In addition to thorough cleaning, adequate disinfection of equipment and environmental surfaces (i.e. walls, exam tables, bedside tables, carts, toilets, doorknobs, fixtures, faucet handles, paper towel, soap dispensers, etc.) as indicated for certain pathogens.

1.5.5. Trash Removal. Day personnel shall empty trash cans in examination/treatment rooms as required and remove trash in the Pharmacy, Laboratory, and storage rooms after supply deliveries in accordance with para 1.3.1.1.

1.6. CARETAKER. The contractor shall assign English-speaking personnel who shall be available from 0630 until 1600 daily as caretaker personnel for all MDG buildings on Ramstein AB. Personnel shall immediately (not to exceed five minutes) be available to perform minor interior and exterior maintenance duties as outlined in this paragraph. Transport between medical facilities shall be the contractor’s responsibility.

1.6.1. Grounds Maintenance. All grounds within a 33-meter offset to the buildings shall be maintained to present a clean impression. A List of Buildings is contained in Appendix C to this PWS.

1.6.1.1. All weeds from parking lots, driveways, walkways, and footpath and curb areas shall be pulled.

1.6.1.2. All flowerbeds shall be weeded and be free of dead flowers and leaves. Bushes and trees shall be trimmed, to maintain their natural growth characteristics to enhance the health of the plant.

1.6.1.3. Cut grass to maintain grass height between five (5) and seven (7) centimeters.

1.6.1.4. Contractor shall plant and maintain approximately 120 flower boxes and 20 planters with seasonal flowers. These shall be maintained free of weeds and dead leaves and be watered daily if necessary.

1.6.1.5. All cigarette containers shall be emptied and cleaned leaving them free from dust, ash, foreign matter and cigarette butts. (Posted on campus perimeter; see clinic smoking area maps in Appendix C).

1.6.1.6. Pavilions.

1.6.1.6.1. Daily - The contractor shall sweep paved areas and police the 3 pavilion areas north of buildings 301, 2116 and 2121, to include all areas around tables, removing any litter, leaves or debris.

1.6.1.6.2. Monthly - Tables and benches shall be cleaned monthly to remove soil and bird droppings.

1.6.2. Minor Maintenance. All interior buildings shall be maintained to present a clean, uniform and safe impression.

1.6.2.1. Minor structural work. Repairing/fastening baseboards, loose carpet and floor pieces, door handles; spackling/filling holes in walls, floors, ceilings; replacing ceiling and floor tiles; adjusting hinges; repairing furniture, mini blinds; re-opening stuck windows and doors; hanging pictures, signs, bulletin boards, mirrors, lamps, dispensers, shelves, coat racks and hooks, banners, promotional items, television equipment, customer comment boxes, and other similar tasks, manual lock/unlock certain exterior/interior doors as needed.

1.6.2.2. Minor electrical work. Clean inside of interior and exterior lights for removal of insects and dust; replace broken switch plates, outlet covers, light bulbs and starters. Clean inside of radiators once a year, replace batteries in electronic locks.

1.6.2.3. Minor plumbing work. Replace broken fixtures, dispensers, toilet seats. Clearing stopped-up sinks, toilets, sink filters,

1.6.2.4. Performing minor touch up painting jobs.

1.6.2.5. Move miscellaneous office furniture for function relocations/implementations and to support renovation projects within the MTF shall be accomplished as determined by the COR.

1.6.2.6. Changing out window and privacy curtains when soiled but at least quarterly (approximately 100 per quarter). Changed out curtains shall be sent to the laundry contractor for cleaning immediately upon removal.

1.6.3. Exterior clean

1.6.3.1 The contractor shall remove cobwebs, mud, dirt, bird droppings and litter from the outside walls, canopies, entrance lights and the immediate vicinity of the entrances and patios. (Five days per week, one time, between 0630 and 1600 hours daily, Monday through Friday)

1.6.3.2. The contractor shall ensure walkways, exterior stairs, and footpaths and along curb areas are swept and kept free of dirt, built-up bird droppings, leaves, rubbish, and debris, within the limits shown in attached Appendix C Area Maps (pages 85-89). Cleaning is to be completed five days per week, Monday through Friday, between 0630 and 1600 hours daily, Monday through Friday, except in the event the weather requires ice/snow removal IAW para 1.3.2.6.1

1.6.3.3. The contractor shall ensure parking lots and associated driveways are swept within the limits shown in attached Appendix C Area Maps (pages 85-89). Cleaning is to be completed daily between 0630 and 1600 hours, Monday through Friday, except in the event the weather requires ice/snow removal IAW para 1.3.2.6.2.

2.0. SPECIFIC REQUIREMENTS

2.1. Contractor Provided Equipment and Supplies.

2.1.1. Contractor-Furnished Equipment/Vehicles. Cleaning, maintenance, and repair of contractor equipment, vehicles, or their privately owned vehicles shall not be accomplished on site. Contractor equipment and vehicles shall have the company name prominently displayed and be maintained to present a neat, professional appearance.

2.1.2. All equipment used in the performance of this contract shall comply and be maintained to the respective German Trade Association (Berufsgenossenschaft) standards. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The Base Safety Office, the 86 MDG Safety Officer or the COR may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or improperly functioning equipment or vehicle from the installation.

2.1.3. The contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. Equipment failure shall not alleviate the contractor from performing any requirement contained in this contract.

2.1.4. The contractor shall ensure that Day Personnel (para 1.5. 0700-1700 hours) and caretakers (para 1.6. 0630-1600 hours) are available/contactable by the COR if required. Methods of communication may be pagers, cellphones, landlines, or any other method deemed necessary by the Government. Day Personnel, Caretakers and Linen Personnel requires driver’s license B,

2.1.5. Contractor Furnished Supplies.

Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle.

Toilet Tissue: Two-ply.

Paper Towels: Bi-Fold, Tri-Fold, Dispenser type and suitable for the type of dispenser.

Hand Soap: Liquid anti-bacterial soap for installed liquid soap dispensers, and/or hand size push/pump liquid anti-bacterial soap when installed dispensers are non-operational.

Recycled Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials.

2.1.6. Miscellaneous Requirements:

1. Turn off unnecessary lights and unnecessary electrical items such as air conditioners when nobody is in the room

1. Report fire hazards, conditions, and items in need of repair to the COR.

1. Turn in lost and found articles to the COR.

1. Notify COR when unauthorized or suspicious persons are seen on the premises.

1. Contractor employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, Contractor employees shall ensure all doors and windows are closed and secured upon their departure.

1. The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

2.2. Furnished Property and Services

2.2.1. Furnished Facilities. The government will provide Janitorial office/closets and linen storage as outlined in Appendix B, page 80. In addition, one designated parking space will be assigned by the agency facility manager. No alterations to the office and storage space shall be made. The Contractor shall return areas to the government in the same condition as received, fair wear and tear and approved modifications.

2.2.1.1. Janitorial Closets. Janitorial closets will be available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. The Contractor will be required to maintain odorless and clean closets. Closets will be free of clutter and debris and will be locked all the time when unattended. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. The government will not be responsible for Contractor’s stored supplies or equipment kept in the building or janitor’s closets or for the Contractor’s employees’ personal belongings. Food items are prohibited in all janitorial closets.

2.2.2. Furnished Utilities. The Government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

2.2.2.1. Utility Conservation. The Contractor shall adhere to all base level utility conservation practices or requirements. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

2.2.2.2. Telephone Service. The Government will only provide base and local commercial telephone service. Long distance service, if desired, shall be at the contractor’s expense.

2.2.2.3. Security, Fire and Medical Services. The Government will provide police and fire protection. In the event of a medical emergency the contractor is responsible for organizing transportation of injured employee to host nation hospital, should this be required.

2.2.2.4. Trash/Recycling Containers. The Government will provide bulk containers to dispose of trash, combustibles and paper at each building. Glass, wood, metal, batteries and other special waste generated from accomplishment of services detailed in this PWS shall be dropped off by, the caretaker, at the Base Recycling Center. The contractor shall adhere to all base level recycling programs.

3.0. Services Summary (SS): The contract service requirements are summarized in performance objectives that relate directly to important services. Failure of a service in the below chart does not relieve the contractor from performance. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. The Government’s primary quality assurance surveillance procedures are based on Periodic Validation and Customer Complaint. However, the Government reserves the right to perform quality assurance surveillance using other methods as deemed necessary.

These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to inspect all services in this PWS and to remedy deficiencies. During the initial 30 days of the contract performance, two additional errors on each task will be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

SS# 6 Linen

SS#6 Daily Linen Services

1.4. thru 1.4.1.4.6

1.4.1.3 thru 1.4.1.4.6 Not to exceed one defect per month.

Not to exceed one defect per month Re-performance within 30 minutes of notification

Re-performance within 30 minutes of notification

SS# 9 Special Requirements

3.1. Quality Control. The contractor shall have and maintain a quality control program to ensure custodial services are performed IAW commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the contractor shall have quality control procedures in place to address the areas identified in paragraph 3, Services Summary.

3.2. Quality Assurance Surveillance. The government will inspect and evaluate the contractor’s performance to ensure services are IAW requirements set forth in this contract. The COR will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO with a Corrective Action Report (CAR) for issuance to the contractor. The contractor shall respond to the CAR IAW instructions provided and return it to the CO within 10 calendar days of receipt. The CO will forward the contractor’s response to the COR once received. The COR will perform re-inspection within 1 workday of receipt of contractor’s response.

3.3. Performance Assessment.

3.3.1. Periodic Validations. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated Cleaning Frequency Schedule (CFS, PWS paragraph 4.22. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. The CFS or modified version thereof, shall be used for COR scheduled inspections and results documentation.

3.3.1.1. Any unsatisfactory inspection (defect) result shall be recorded by the COR, the Contractor shall report to site immediately and without delay and re-perform the service within 2 hours after notification and/or a mutually acceptable timeframe to the COR and customer. If the Contractor disagrees with the deficiency, he/she shall notify the COR in writing directly or not later than the next working day after receipt of the documented inspection results. If the Contract Manager (CM) fails to respond in a timely manner the Government will assume acceptance of the deficiency. COR will re-inspect immediately after re-performance.

3.3.1.2. Not meeting the performance threshold for any of these performance objectives in any one-month period may result in a warning or letter of concern from the CO.

3.3.1.3. Not meeting the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be IAW the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

3.3.2. Customer Complaints. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. If it is determined that the complaint is valid the contractor shall report to site immediately and without delay. In the instance that the contractor disagrees with the valid complaint, he/she will notify the COR in writing directly or not later than the next working day after receipt of the documented complaint. If the CM fails to respond in a timely manner the Government will assume acceptance of the deficiency. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor. Validated customer complaints shall be re-performed within 2 hours of notification or a mutually acceptable timeframe to the COR and customer.

3.3.3. Contractor’s Inspection Records. The Contractor shall make inspection records available within 5 days of request for Government review.