SOW NJHCS Janitorial Contract Lyons Campus Only.pdf

PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES

VA New Jersey Healthcare System

Lyons Campus ONLY

Section 1: General Information

1.1 General: The purpose of this contract is to obtain janitorial services for the Lyons Campus of the New Jersey Healthcare System. The Contractor shall perform janitorial services in all designated spaces including, but not limited to halls, patient rooms, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, and stairways as outlined\ in this PWS. The contract will be from the date of the contract award, through the end of Fiscal Year 2025 (September 30, 2025), with one (1) 12 month Option Year (10/1/2025 – 9/30/2026). The Contractor shall furnish all managerial, administrative, and direct labor personnel that are necessary to accomplish the work in this contract. Contractor employees shall be on site only for contractual duties and not for other business purposes. New Jersey Healthcare will provide all cleaning supplies and chemicals as well as housekeeping carts.

Contractor is responsible for providing janitorial equipment, including vacuums.

1.2 Period of Performance: Date of Award through September 30, 2025, with 1 Option Year

(10/1/2025 – 9/30/2026).

1.3 Place of Performance: New Jersey Healthcare System (NJHCS) is requesting cleaning for the

New Jersey Lyons Campus

New Jersey Lyons Campus (NJ) 151 Knollcroft Road Lyons, NJ 07939

1.4 Description of Services: The contractor shall provide the managerial, onsite supervisory, administrative, direct and overhead personnel necessary to perform the work specified in the contract, including the provision of all labor, transportation and cleaning equipment to include but not limited to (hepa filter vacuum cleaners, extractors, buffers, walk behind scrubbers/high speeds, etc.), housekeeping carts, except as specified herein as government furnished, to ensure that these deep cleaning and remediation housekeeping services are performed at a healthcare level of aseptic cleanliness. NJHCS will provide all cleaning supplies, including stripper and wax.

1.5 Hours of Operation: Normal business hours are between 3:00pm – 10:00pm every day including Federal holidays. NJHCS is open 24 hours per day, 7 days per week, including Federal holidays. The contractor will be required to clean the VA New Jersey Lyons Campus but will not be required to maintain the basement floors. The areas will involve interaction with patient or clinical areas.

1.6 Work Schedule: Contractor shall provide 8 full time employees (FTE) including 1 female and 1 supervisor. The contractor shall maintain a supervisor on site from 3:00pm – 10:00pm, 7 days per week, and phone availability 24/7.

Working hours are scheduled from 3:00pm – 10:00pm, 7 days per week, please see the buildings below. However, contractor is free to arrive after normal working hours to perform tasks requiring less foot traffic such as deep cleaning, carpet maintenance and floor care. Prior to commencing performance under this contract, the Contractor shall provide a proposed work scheduled to the Point of Contact (POC) on site describing how services will be accomplished.

All work shall be coordinated with the POC 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. The facility POC will communicate with the designated Contracting Officer Representative (COR) services and completion of those services to validate work was accomplished as required.

1.7 Areas could include:

Circle 2

Building 143 – Including 2W, 3W, 3N, 3E *7 Days a week- Sunday through Saturday*

WTU - 3E * Female Only*

• Restrooms

• Waiting Areas

• Lobbies

• Elevators and Doors

• Reception Areas

• Offices

• Tunnel

• Patient/Exam Rooms

• House Keeping Aide Closet

• Public Areas

• Stairwell

• Corridors

• Break Rooms

CLC

Building 135 – Including 1A, 1B, 1C, 2A, 2B, 2C *7 Days a week- Sunday through Saturday*

• Restrooms

• Waiting Areas

• Lobbies

• Elevators and Doors

• Reception Areas

• Offices

• Patient/Exam Rooms

• House Keeping Aide Closet

• Public Areas

• Shower Areas

• Stairwell

• Corridors

• Break Rooms

1.7 Contract Changes: Additional tasking 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 that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the COR and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer.

1.8 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.fsc.va.gov/einvoice.asp

Please contact the phone numbers or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• e-Invoice Setup Information:

• e-Invoice email:

• FSC e-Invoice Contact Information:

• FSC e-invoice email: vafsccshd@va.gov

Tungsten e-Invoice set-up information: 877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 877-353-9791 FSC e-Invoice email: vafsccshd@va.gov More information on the FSC electronic invoicing process can be found at http://www.fsc.va.gov/einvoice.asp.

Section 2: Definitions & Acronyms

Basic Cleaning Definitions:

2.1 Sweeping and Mopping: Thoroughly prepare the floors by sweeping all visible dust and debris from the floor surfaces. Always use clean water (change water often). Upon completion of the wet mopping or scrubbing, the floor must be clean and free of dirt, water streaks, mop marks, strings; properly rinsed and dry mopped to present an overall appearance of cleanliness.

All surfaces must be dry, and corners and cracks cleaned after the wet mopping or scrubbing.

Chairs, wastebaskets, and other similar items must not be stacked on desks, tables, or windowsills. All furniture readily movable by one person must be moved during all floor cleaning operations and replaced in original positions upon completion. Baseboards, walls furniture and equipment must in no way be splashed, disfigured, or damaged during these operations, but rather left in a clean condition.

2.2 Deep Scrubbing and Burnishing: Thoroughly scrub with a solution of water/detergent, using a heavy-duty scrubbing machine, rinse with clean water and dry surface. Apply three coats of floor finish and burnish to a high gloss finish. Deep cleaning and remediation type cleaning procedures provides the highest level of sanitation which decrease and eliminates the soils and organic material which can harbor pathogenic organisms. This deep cleaning shall also eliminate build-up and accumulation of sites which might enhance micro-organism growth and detract from the aesthetic quality of the healthcare environment and disinfects all surfaces. The deep cleaning and cleaning standards will be enhanced by the utilization of the most commercially acceptable equipment, on all surfaces and to promote and provide the lowest possible infection risk for all patients, employees, and visitors to the areas cleaned in this process.

mailto:vafsccshd@va.gov

2.3 Strip and Wax (Refinish): Stripping and refinishing is to be scheduled during non-business hours. Scheduling of the stripping and refinishing of floors are to be arranged with the General Foreman or Assistant Chief, EMS. Stripper and wax will be provided by NJHCS. Five coats of wax are expected upon completion.

2.4 Restroom Cleaning: Fill dispensers of all types (paper towels, toilet tissue, soap, toilet seat covers etc.). Must be checked daily and filled when necessary. Completely dust all fixtures, ledges, edges shelves, exposed pipes and door frames with an approved dust cloth or dusting tool. Clean and disinfect waste receptacles and dispensers. Use proper chemicals and dilution for surface area. Thoroughly clean all sinks including bottom, and faucets with approved cleanser.

Rinse thoroughly to remove all cleanser residues. Wipe each item with approved disinfectant solution and allow to air dry. Thoroughly clean all glass and mirrors using glass cleaner to reflect a streak smear and smudge free surface. Thoroughly clean and descale toilets, toilet seats, and urinals. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. On a monthly basis, a heavy, deep cleaning of the restroom tiles and grout is required. Scrub all restroom walls. Machine scrub floor and recover with wet vacuum, ensuring grout is clean. Any area or item that marks and/or stains that cannot be removed will be identified to the COR for possible replacement.

2.5 Patient Rooms Cleaning: Perform high dusting on all horizontal and vertical surfaces.

Scrub all surfaces in the room with disinfectant and then repeat the process.

Spot clean the walls, doors, fixtures, sink and furnishings with a cleaning cloth saturated in EPA approved disinfectant cleaner, wiping all horizontal surfaces and high touch points. Start at the entry door of the room and clean in a clockwise or counterclockwise pattern around the room cleaning from highest to lowest points and cleanest to dirtiest items while not cleaning anything directly over the patient or anything that will require you to move the patient’s personal belongings. Pay special attention to phones, call lights, door handles, remote controls, bed rails, sink handles, over-bed tables and other high touch surfaces. Clean and restock all dispensers checking for expired products.

The following surfaces will be cleaned using an EPA registered disinfectant/sporicidal cleaner.

Patient monitors, beds and attachments, Reusable table straps, Positioning devices, Patient transfer devices, Overhead procedure lights, Tables and Mayo stands, Mobile and fixed equipment, Storage cabinets, supply carts, and furniture, Light switches, Door handles and push plates, Telephones and mobile communication devices, Computer accessories, Chairs, stools, and step stools, HVAC vents, Trash and linen receptacles. Floors will be dusted and mopped with an EPA registered disinfectant. Floors could be stripped and waxed. Walls will be dusted and wiped with a Hypochlorous Acid solution. (Supplied by the VA)

• Contractor must follow manufacture’s cleaning instructions on medical devices.

“Purple tops” can not be used on the Philips bedside monitors and Alaris Pumps.

(Cleaning instructions attached for the bed side monitors)

Terminal/Deep Cleaning: Thorough clean of area to rid of any infectious agents. Follow all Surface Cleaning requirements.

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.

2.6 Waste Removal: All waste containers shall be emptied, cleaned, sanitized, and returned to their proper location. Boxes, cans, and paper placed near a trash receptacle shall be removed. All plastic trash receptacle liners shall be replaced. The waste shall be collected by the Contractor and delivered to the designated waste storage area. The inside and outside of all trash receptacles shall be visibly clean, free of foreign matter, and free of odors. No debris shall be present on the ground/floor in the immediate vicinity of receptacles at the completion of the deep cleaning process.

2.7 Waste Liner Replacement: Waste receptacles shall be lined with serviceable, properly fitting, and appropriately colored plastic waste liner upon completion of the deep cleaning process. Liners will be provided by EMS.

2.8 Stock Restroom Supplies: After the deep cleaning process Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap dispensers do not run out within 8 hours of completion of the deep clean (Dispensers should be ¼ full or more than this amount as verified visibly). Supplies shall be stored in designated secure areas except when in active use. If the Contractor supplies run out before completion of the day’s work Contractor shall request enough to complete from the EMS to ensure completion.

2.9 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.

2.10 Dwell Times: The amount of time that a sanitizer or disinfectant must be in contact with the surface and remain wet, to achieve the product’s advertised kill rate.

2.11 High Touch Areas: Surfaces within a patient room that require more frequent cleaning and disinfection due to having frequent contact with hands. High touch surfaces can be found on the CDC Environmental checklist for monitoring terminal cleaning.

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

2.13 Soil. Dust, dirt, stains, grease, smudges, streaks, spots, lint, odors, organisms, bodily fluids, or any agents that is injurious to health.

2.14 Services Delivery Summary: The contractor shall accomplish all deep cleaning tasks and remediation services to meet the requirements of this SOW and the Services Delivery Summary. The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. All cleaning and disinfection will be accomplished using provided disinfectant.

2.15 Two-Step Cleaning:

2.15 a 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.

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

Other Definitions:

2.16 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

2.17 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.

2.18 Contracting Officer (CO). A person with the authority to enter into, administer, 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.

2.19 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.

2.20 Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency and provide documentation of correction

2.21 Joint Commission (JC). A national organization dedicated to improving the performance, safety, and quality of patient care in health care facilities, and publishers of the Joint Commission on Accreditation Manuals.

2.22 Point of Contact (POC). An identified individual with subject matter expertise (SME) of VHA EMS proper cleaning procedures.

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

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

2.25 Acronyms:

CBI Compliance and Business Integrity COR Contracting Officer Representative EPA Environmental Protection Agency ID Identification IT Information Technology JC Joint Commission OSHA Occupational Safety and Health Agency

POC Point of Contact PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VHA Veteran Health Administration VA Veterans Affairs

Section 3: Government Furnished Property, Equipment, and Services

The government will furnish all supplies and equipment Including cleaning supplies (chemicals, PPE, mops, equipment, and SDS).

Section 4: Contractor Furnished Items and Services

The contractor shall provide a standard custodial type uniform which is easily recognizable and clearly distinguish them as the “Contractor.” for employees and ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.

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. The Contractor will not wear hats.

5. Specific Tasks and Frequency

Standards: Aseptic areas apply to all areas within the medical center. Contractor will be required to perform Two-Step Cleaning in accordance with Centers for Disease Control (CDC) guidance.

https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html.

There will be cases where a room requires a “terminal cleaning” in the case of discharge, an isolation room, sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas.

Location TASK FREQUENCY

NJ Exam Rooms Daily

NJ Maintain Floors Daily NJ Patient Rooms Daily NJ Remove Trash Daily as needed or as requested NJ Clean Drinking Fountains Daily NJ Clean Interior Glass/Mirrors/Plexiglass/Plastic and

Vinyl Drapes Interior glass/mirrors - Daily Plexiglass/plastic & vinyl drapes - 2x daily and as needed

NJ Clean Interior/Exterior Windows and Entries Interior Windows - as needed to remove dirt and maintain unobstructed view Stairs/ramps - Daily

NJ Furnishings Daily https://www.cdc.gov/oralhealth/infectioncontrol/faqs/cleaning-disinfecting-environmental-surfaces.html

NJ Vacuum Carpets 2x weekly NJ Clean Floor Mats and Mat Wells 2x weekly NJ General Spot Cleaning Continuous throughout Shift NJ Walls Weekly and as needed NJ Clean and polish all stainless steel As needed NJ Dusting Daily NJ Stairways/Elevators/Handicap Lifts Daily NJ Trash Collection/Disposal Daily and as needed NJ Trash Container Liners Daily and as needed to coincide with 2.14

Trash Collection/Disposal NJ High Dusting Weekly and as needed NJ Recycling Daily

NJ

NJ Clean and disinfect No less than 2x Daily or as requested NJ Mirrors Daily NJ Descale Toilet Bowls and Urinals Daily

NJ Polishing Daily NJ Sweep and Mop Floor Daily NJ Stock Restroom Supplies Daily and as needed NJ Trash Removal Daily and as needed

NJ LOCKER ROOMS/OTHER

NJ Locker Rooms Daily NJ Locker Rooms Daily NJ Cleaning of High Touch Surfaces As requested by POC NJ Unoccupied Room Cleaning As requested by POC NJ Occupied Patient Room Cleaning As requested by POC NJ Isolation, Terminal and Discharge Room Cleaning As requested by POC

1. Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and replace the furniture after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. The Contractor shall report any tears, burns and raveling to the attention of the on-site POC or designated representative.

a) Light Shampoo to protect carpet with soil-repellent and/or static free application of treatment as required.

b) Deep Steam Clean by using “steam” or other residue-free cleaning product. The carpet shall be dried to the touch upon completion.

2. 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.

3. Ducts, Light Fixtures, Vents and Louvers: These areas are to be cleaned and vacuumed.

The ducts shall be cleaned as needed.

4. Elevators: The Contractor shall clean all interior surfaces, including doors, metal thresholds, tracks, fans. Spot-clean walls.

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

6. Floor maintenance (non-carpeted):

a) The Contractor shall strip wax, finish and buff using non-slip floor finish. The Contractor shall “turn back the rugs” to clean and finish the floor areas. The stripping of wax, finish and buffing shall be performed as requested. The scheduling of this task will be coordinated between the Contractor and on-site POC and staff occupying building to ensure there is no disruption to staff and visitors.

b) Individual rooms and/or a designated area requiring the stripping of wax, refinishing and rebuffing, shall occur and direction of the on-site POC. The area or the room requiring the service will be identified by on-site POC or designated representative to the COR.

a) The Contractor shall wet mop using a neutral floor cleaner, using a Micro-Fiber Mopping System to mop all accessible areas including corners and abutments. The Contractor shall remove any splash marks or streaks on furniture, walls, baseboards, etc... Isolation room cleaning will include disinfecting floors using a flat microfiber system.

b) The Contractor shall not mop wood or carpeted floors. The Contractor will only use string mops in the case of large spills. When string mops are required, a double bucket mopping process will be used.

c) The Contractor shall sweep, dust, and damp mop hard-surfaces, resilient flooring to include normal traffic areas, group rooms, and restrooms. The floors shall be swept, dusted and damp mop 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 to clean underneath and shall return items to their proper position.

d) The Contractor shall spray and buff all floors accessible to floor machine unless specified elsewhere as having carpet or special flooring. 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.

7. Furniture and Flat Surface Cleaning: (Low Dusting refers to areas 36” and below) The Contractor shall dust specific uncluttered horizontal surfaces per direction of the on-site POC within reach with a treated dust cloth (i.e., desks, counters, file cabinets, ledges, bookcases, tables, credenzas, windowsills, etc.). The Contractor shall dust vertical surfaces and underneath desks in such a manner as to prevent airborne dust.

a) 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.

b) 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, windowsills, ledges, handrails, etc. that are 70 inches from the floor or more.

a) Furniture: The Contractor shall vacuum upholstered furniture; clean behind furniture and corners. Move items as necessary to ensure thorough and adequate cleaning;

replace to original position. The Contractor shall spot clean upholstered furniture as required.

8. 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.

9. Stairwells: The Contractor shall sweep, dust and damp mop as needed. Lamps, vents, ceiling, and wall areas shall be free of cobwebs, dust, debris and insects.

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

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

12. Window Cleaning Interior: The Contractor shall wash all windows on interior surfaces, damp-wipe window sashes/sills. The contractor is not responsible for the highest interior windows.

13. Laundry Service: The contractor shall collect all soiled linen daily and place in designated soiled linen storage until items are picked up by laundry distribution personnel.

14. Miscellaneous

a) Water Fountains: The Contractor shall empty, rinse, and sanitize drinking fountains, water coolers, the hot/cold water dispensers with a germicidal type detergent ensuring that the surface remains visibly wet for the proper dwell time.

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

c) Loading Dock. The Contractor shall sweep and hose off loading dock area as needed.

15. Restrooms

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

b) The floor traps shall always be maintained free from odor.

c) The Contractor shall sweep and wet mop the floors daily and spray buff as required.

The Contractor shall apply a uniform coating of non-skid floor finish. The Contractor shall remove any excess floor finish solutions.

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

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

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

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

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

16. Waste

a) Trash Removal: The Contractor shall pick up and empty all trash or waste receptacles. Waste will be deposited at established waste collection sites/holding areas at the facility for waste hauler pick up.

b) Regulated Medical Waste (RMW) ‘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 designated holding areas 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. Under no circumstance will red bag waste be co-mingled with any other types of waste.

c) Recyclables: The Contractor shall pick up and empty all recycled collection receptacles and deposited them at established holding sites.

17. Supplies: The dispensers and supplies will be provided by the Government.

5.2 Contractor Personnel

1. All contracted employees must present proof of COVID-19 vaccination.

2. The contractor’s employees shall have basic English comprehension.

3. Prior to beginning performance under this contract, the Contractor shall provide a list of employees who will provide services under this contract.

4. 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.

5. The Contractor shall not consume food, snacks, or drinks products except during specified break periods in appropriate designated break areas only.

6. The Contractor shall adhere to the VHA smoke-free campus policy.

7. 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.

8. The Contractor is required to have a physical examination prior to work on this contract.

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. The Contractor will inform the COR, if their employee was at risk of exposing Veterans, visitors or VHA employees to a contagious virus or communicable disease.

9. The Contractor will obtain appropriate background checks. Online questionnaire must be completed and scheduled for review prior to staff arriving at a VA location.

Fingerprinting will be required to complete the background check but will not need completed prior to commencing work.

10. Contractor will be required to obtain a Non-PIV badge from the VA. The Non-PIV badge is good for no more than 180 cumulative days onsite at any facility. If, contractors are expected to perform on-site more than 180 cumulative number of days, the Contractor will be required to obtain a PIV badge with no network access. It is the responsibility of the designated COR to track the number of days the Contractor is performing and collect the PIV badges at the end of the Contractor’s term.

5.3 Safety Training Requirements

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:

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

b) Section 5193 Title 8. “Blood Borne Pathogens”

c) Section 5194 Title 8. “Hazard Communication”

d) The above-listed orders establish minimum standards and apply to-employment’s and places of employment’s in California as defined by Labor Code Section 6303;

provided, however, that when the Occupational Safety and health Standards Board has adopted or adopts safety orders applying to certain industries, occupations or employment’s exclusively, in which like conditions and hazards exit, those orders shall take precedence wherever they are inconsistent with the General Industry Safety Orders hereinafter set forth.

e) 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.

f) 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.

g) All contract employees need to be screened for tuberculosis prior to employment

h) All contract employees need to be medically cleared to wear respiratory protection

i) 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.

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

k) 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.

2. Handling of Regulated Medical Waste, Infectious Medical Waste (“Red Bag” Waste and “Sharps” Containers): Contractor is not expected to handle red bag waste in administrative areas.

3. Contractor will provide own PPE, although a surgical mask is sufficient as the scope of contract covers administrative areas.

4. 5.4 Contractor’s Attire and Identification

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.

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.

3. In precaution type isolation situations, the Contractor will be required to wear Personal Protective Equipment (PPE) which will be supplied by the medical facility. Such items are disposable and will be disposed of as directed by the on-site POC.

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

5.5 Contractor Training

1. Contractor personnel shall not be assigned to work until they have completed initial orientation and required training as indicated below under item 5.5.2. 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 on-site POC 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 on-site POC and COR when deemed appropriate.

2. Minimum Contractor-Furnished Training: Initial training shall cover the topics listed below. The Contractor shall accomplish the training within 5 workdays.

a) 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.

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

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

d) Care and maintenance of Contractor and Government-furnished property.

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

f) Familiarization with the Contractors procedures manual.

g) Individual duties and responsibilities.

h) Procedures for replenishing cleaning supplies and obtaining equipment repair.

i) Role of Contractor’s personnel in the facility and their impact on patient care

j) Techniques/methods for measuring quality of work performance

k) Basic orientation to the facility, function, mission, goals

l) Facility emergency fire and disaster program

m) Hazardous Communication Standard

n) Respiratory Protection

o) Personal Protective Equipment (PPE) including proper donning and doffing

p) Utility Operation

q) Standard Precautions

r) Body Mechanics/Lifting

s) Accident Reporting

t) Sexual Harassment

u) Ethics

v) TB-Precautions (PPD)

w) Hep B

x) Mercury/Spills

y) Proper handling of Regulated Medical Waste, Solid Waste, Chemo Waste

Handling and Recycling

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

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.tms.va.gov/SecureAuth35/

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

5. Proof of Training: The Contractor shall submit proof of training by providing a copy of the training to the on-site POC or designated representative. The on-site POC will retain proof of training in accordance with applicable Records Control Schedule and provide to the COR when requested.

5.6 Contractor’s Quality Control Plan

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 on-site POC and COR 15 days after contract https://www.tms.va.gov/SecureAuth35/ award effective date. An updated copy shall be provided the on-site POC and COR as changes occur. The quality control program shall include, but are not be limited to the following:

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

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

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

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

5.7 Fire Prevention and Emergency Procedures

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

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

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.

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

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

5.8 Building Security and Keys

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

2. The Government shall provide the Contractor access to the required rooms. Access to any areas will be arranged with the on-duty EMS supervisor. Restricted area access shall be provided to the Contractor by prior arrangements with the COR.

3. When leaving a work area, the Contractor shall turn off lights if the area is unoccupied unless otherwise directed by the COR. The Contractor shall secure and lock the window(s) before leaving the area and if there is difficulty securing the areas, the Contractor shall notify the COR or designated representative.

4. The Contractor shall comply with the security clearances or access controls imposed.

5. The Contractor shall turn in all lost articles found during the performance of duties to the COR or designated representative.

6. If the contractor does not have access to an area due to either not having a key or otherwise, the contractor shall immediately notify the COR and cc the Contracting Officer in writing, so that appropriate action can be taken.

7. The engineering, IT, and telephone closets are restricted access. The contractor will not have keys to those areas and will require an escort to those areas.

5.9 Interference to Normal Function

The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

5.10 Damage and Equipment Loss

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

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

3. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures.

5.11 Handling of Government Furniture and Equipment

1. The COR or designated representative will instruct the Contractor what Government items should not to be moved or otherwise handled. Any medical apparatus in use on or by a patient will not be moved or otherwise handled by the Contractor except when prior arrangements have been made with the nurse supervisor.

2. In emergency situations, the Contractor’s assistance may be required to help move patients out of harm’s way.

5.12 Conservation of Utilities

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

a) The Contractor shall not adjust any mechanical equipment controls for heating, ventilation and air conditioning system unless otherwise directed by the COR or designated representative.

b) The Contractor shall turn-off all water faucets or values when not in usage.

c) The Contractor shall not use Government telephones for personal reasons.

5.13 Applicable Regulations and Manuals

1. All work under this contract must be performed in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this Performance Work Statement (PWS); (5) Site-specific EPS Standard Operating Procedure Guidance and (5) industry standards.

2. Documents applicable to work described in this section are mandatory and are listed below. The Government will provide the Contractor copies of all regulations, manuals and specifications such as those listed below. Supplements and amendments will be updated and will be full force and effective immediately upon receipt by the Contractor.

The policies and procedures of mandatory directives shall always be adhered to. The Contractor shall insure that all mandatory publications are posted and up to date.

a) Security Clearances, Access Controls, Identification Badges

b) Facility policies concerning fire / disaster program.

c) Parking Requirements

d) Infection Control Manuals

5.14 Required Security Training

1. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

a) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems.

b) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

c) The contractor shall provide to the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

d) Business Associate Agreement (BAA): The Contractor shall execute a BAA upon award of contract. A copy shall be forwarded to the Privacy Officer.

5.15 Information Security Requirements

1. The C&A requirements do apply and that a Security Accreditation Package is required.

The vendor will be in contact or will have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.

2. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

3. Information Security and Privacy Training

a) All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems.

b) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, VA Handbook 6500.6, Appendix E relating to access to VA information and information systems.

c) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

d) Successfully complete the appropriate VA privacy training and annually complete required privacy training.

e) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access to be defined by the VA program official and provided to the…