SOW RSU Housekeeping Contract.docx

Rosebud Service Unit Housekeeping (Custodial) Services Performance Work Statement Performance Work Statement (PWS)

Housekeeper (Custodial) Services

C.1 Background The mission of the Rosebud Service Unit is to raise the physical, mental, social and spiritual health of American Indians and Alaska Natives to the highest level. The Rosebud Service Unit (RSU) is located in the south-central part of South Dakota. The Rosebud Hospital is a thirty-five (35) bed hospital, Joint Commission (TJC) accredited acute care hospital associated with an Emergency Department and two (2) housing campus locations.

It is the intent of the Rosebud Service Unit to acquire Housekeeping (Custodial) Services to provide supplemental services for the Rosebud Service Unit in Rosebud, South Dakota, 57570. Supplemental services include housekeeping (custodial) coverage for the entire hospital. These Housekeepers (Custodians) will ensure a clean and safe environment for patients, visitors, and staff.

C.2 General Requirements C.2.1 Purpose of Contract The purpose of this non-personal service contract is to provide direct housekeeping (custodial) services, supporting the current Rosebud Service Unit (RSU) Housekeeping staff, especially in times of temporary staffing shortages. It is of utmost importance the contractor renders seamless coverage and provides continuity. RSU is seeking up to four (4) qualified Housekeeping (Custodial) Personnel as full-time equivalents (FTEs). The contract company shall furnish well-experienced or certified personnel, with the relevant background in accordance with the terms and conditions specified in the resulting contract.

C.2.2 Contract Type The contract vehicle type will be Firm-Fixed Price, Fixed Unit Price.

C.2.3 Contract Performance Period A. The contract will be for a term of one (1) year from award date, and may be extended for an additional four (4) option years.

B. The firm-fixed price shall be inclusive of all cost associated in performance of a contract.

C. This contract can be terminated for the convenience of RSU if, a sufficient number of permanent government providers are hired to serve in this work capacity. In this event, an authorized government CO shall provide a preliminary written notice to contractor, 60 days in advance.

C.2.4 Contract Place of Performance RSU is comprised of one hospital campus and two housing compounds. The contractor’s duty station will be based out of the hospital.

1. Rosebud Hospital (located in Rosebud, SD)

2. Rosebud Service Unit Hospital Housing Compound (located in Rosebud, SD)

3. Rosebud Service Unit Hospital Housing Compound (located in Rosebud, SD) C.3.1 Scope The contractor shall furnish experienced and/or certified Housekeeping (Custodial) services. These services will be compatible with the facilities’ operating capacity and equipment. The contractor shall provide housekeeping (custodial) services to beneficiaries served by RSU, visitors and staff. The contractor shall report to the Hospital Housekeeping Supervisor and/or designee at RSU. It is important to note; the respective contract company supervises the contract personnel. With regard to time off, etc., The contractor is expected to provide seamless coverage. Contract services shall cover the range of housekeeping (custodial) services typically provided in rural setting, including the following:

A. Sweeps, mops, scrubs, applies floor wax and polishes surfaces throughout the hospital including stairways and elevators.

B. Maintains custodial equipment by cleaning, oiling, or adjusting machine to assure maximum use. Reports all major repairs to the Housekeeping Supervisor. Maintains other supplies in similar manner.

C. Empties waste baskets and trash cans from rooms and office throughout the hospital. Take trash outside to the trash dumpster.

D. Washes windows and screens inside and out, and dusts. May replace burnt out light bulbs.

E. Brings bundles of clean linen to the ward and gathers soiled linen and bundles in preparation for pick up by commercial laundry. Inspects, sorts, folds, counts and distributes clean linen following protocol.

F. Keeps restrooms in a clean, orderly and sanitary condition.

G. Cleans various areas such as in-patient rooms, bathrooms, public restrooms, exam/procedure rooms, isolation rooms, pharmacy, Emergency department, Lab, X-ray, halls, walls, floors, furnishing, equipment, windows, offices, etc.

H. Wears Personal Protective Equipment (PPE) as required.

I. Mixes and uses chemicals as per directions and follow material safety data sheet guidelines.

J. Removes non-infectious waste and infectious waste such as biological materials, blood, and other body fluids, and properly handles and disposes in proper containers. Removes and disposes hazardous waste following established protocols.

K. Responds to emergency cleaning needs such as infectious, chemical spills, flooding, etc.

L. Washes and disinfects all discharge and transferred beds, bedside tables, stands, mattresses, pillows, and other equipment used for the treatment of patients, excluding medical equipment (cleaned by nursing staff). Fogs or sprays for contamination of Isolation rooms, exchanges privacy curtains as directed.

M. Keeps area secured and controls the use of issued keys which support facility security and safety.

N. Follows policies for patient confidentiality and standards of conduct at all times.

O. Contract staff shall comply with all RSU infection control and safety procedures, practices and standards. This includes COVID-19 policies/procedures, appropriate use of Personal Protective Equipment (PPE), and hand hygiene policies P. Contract staff shall respect and maintain basic rights of patients to include but not be limited to personal dignity Q. Prioritizes calls to respond, and promptly shifts duties to accommodate, without sacrificing the completion of primary duties.

R. Performs other environmental services related duties as assigned by the supervisor.

The duties of this position require moderate to arduous special physical exertion involving lifting up to 50lbs., bending, pushing, and squatting. Required to use hand to handle or feel objects, tools, or controls and with them with hands and arms. Frequently required to stand, walk, talk, hear or smell. May be required to lift equipment, patients, and furniture. Must be able to climb ladders for work above ground level heights. May be required to perform arduous work for sustained periods. Vision abilities required by this position include close vision, color vision, and depth perception.

C.3.2 New Employee Orientation (NEO) & Annual Trainings New Employee Orientation is required for all new staff, occurs every other week & is held at the RSU Hospital. Contract staff shall complete all RSU required annual trainings.

C.3.3 Tour of Duties The contract housekeepers’ (custodians) hours may vary due to changing needs of RSU. The Hospital Housekeeping Officer and/or designee of RSU will address any changes to the contract company. The contract company must make all contractor staff aware of the tour of duty.

The contract housekeeping (custodial) staff shall be available for a work schedule that will be established by the RSU Hospital Housekeeping Officer and/or designee. Tour of duty is an eight (8) hour day and will be worked between the hours of 7:00 am-3:30pm; 3:00-11:30 pm; 11:30pm-7:00 am. 7:00 am-11:30 pm is classified as Regular Hours. Monday through Sunday A thirty (30) minute lunch break is required, is not billable and is not to adversely affect RSU operations. If work is performed over the designated lunch period, a 30-minute lunch may be taken at a more convenient time.

C.3.9 Employee Health Requirements The Contractor shall adhere to RSU Employee Health Program policy. The purpose is to provide uniform guidelines for ensuring all staff are free from communicable disease or any other diseases, which may be debilitating or render the Contractor not able to perform his/her, assigned duties. The Contractor shall also adhere to receiving annual vaccinations required. The immunization records are required to be turned into Employee Health Department (within 7 days of employment). Employee Health Requirements are as follows (see attached policy for full details):

RSU Employee Health Nurse Point of Contact:

Michelle Vandermay Office: 605 747 0646 Email: Michelle.vandermay@ihs.gov

C.4 Special Requirements C.4.1 Security – Character Investigation Contractor staff will be required to follow RSU procedures for obtaining a full Federal background investigation and preliminary clearance. The preliminary clearance process ranges from 15-30 business days. In order to obtain a Personal Identity Verification (PIV) card, contractor staff shall complete and pass a Federal background investigation conducted by the Office of Personnel Management. RSU will process the investigations through the Office of Personnel Management on all contractor staff.

Processing of PIV cards shall be completed by Great Plains Area HSPD-12/Suitability Office in conjunction with RSU IHS PIV card stations. The contractors will be required to be physically present at one of the HSPD-12 enrollment and issuance workstations to obtain a PIV Card. Two forms of identification are needed for PIV related matters.

Each contractor shall complete each of the requirements below and receive pre-employment clearance from GPA/RSU prior to performing services under this contract.

Fingerprints must be captured for digital processing. Contractor will have fingerprints captured via hard copy, then sent to RSU by postal service (at contractor’s expense), tracking is highly recommended. Note, FD-258 fingerprint card is the only acceptable hard copy. Or, Contractor may have their fingerprints captured electronically, upon arrival at RSU. Two forms of identification are also required if the contractor is being fingerprinted upon arrival at RSU.

Please consult with RSU HSPD-12 representatives located in the Administration Department at RSU:

1) The OF-306, Declaration for Federal Employment shall be completed;

2) The Addendum to the OF-306, shall be completed;

3) Provisional Waiver form shall be completed;

4) Copy of Curriculum Vitae/Resume;

5) 86 C form shall be completed;

6) General Release form shall be completed;

7) eQIP (if applicable initially otherwise, required after 120 days of RSU employment);

8) The contractor shall be enrolled for PIV if eQIP is completed;

9) State Packets, individualized documents shall be completed, please consult with IHS HSPD-v 12 representative for guidance.

The contractor shall ensure that the employees it proposes for work under this contract have a reasonable chance for approval. If at any point during the investigation process a contractor staff is deemed ineligible or found to have other than favorable suitability, the individual must be removed from providing services under this contract. RSU shall investigate personnel at no cost to the contractor.

Please address (FD-258) hard copy fingerprint card to:

Dave Reddest Rosebud Hospital Administration; Office; 605-747-0440 PO Box 400 Rosebud, SD 57570 Email: david.reddest@ihs.gov

HSPD-12/Background Investigation Point of Contact:

Summer Fallis Administration Department at RSU; Office; 605-747-0585 Summer.fallis@ihs.gov

C.4.2 Work Identification Badge When the contract housekeeping staff is cleared to start providing service, upon arrival, he/she shall obtain a RSU work identification badge from RSU Administration Department. The contractor is required to wear the work identification badge at all times when in working status.

C.4.3 Contractor Furnished Property RSU requires the contractor to carry a working form of communication (i.e. cellular phone or pager) at their expense.

C.5 Additional Requirements C.5.1 Contract Line-Item Numbers (CLINs) # 1 Regular Hours On site coverage, Monday through Sunday, 8hours shift(s) # 2 Overtime Hours Overtime applies when the contractor works beyond their regular scheduled 8-hour duty day. For overtime, the contractor shall seek prior approval from the Hospital Housekeeping Officer or designee.

C.5.2 Timesheet Timesheet shall capture daily time in, time out and 30-minute (unpaid/required) lunch break. Please tally time on timesheet in 15-minute increments. Contractor time from 1 to 7 minutes shall be rounded down, and thus not counted as hours worked, but contractor time from 8 to 14 minutes must be rounded up and counted as a quarter hour of time worked. Ensure prior approval for overtime is obtained from the Hospital Housekeeping Officer or designee. Note, the contract housekeeping staff shall be responsible for returning the approved documents to their contract company.

C.5.3 Invoicing The contractor shall submit an invoice on a minimum monthly basis, via email. Contractor shall include the approved timesheet(s) and approved HICF(s) with each invoice. The contractor will be paid for their hours worked, at the fixed hourly rate, by labor category. Please address invoices to the Hospital Housekeeping Officer, Contract Officer Representative (COR) assigned at contract award and Great Plains Area (GPA) Accounts Payable (AP) Accountant.

Tobianne.Beauchman@ihs.gov – RSU Hospital Housekeeping Officer Rachel.Olson@ihs.gov – GPA AP Accountant Gillian.leadercharge@ihs.gov – RSU COR C.6) Additional Information C.6.1 RSU-IHS Furnished Property RSU will provide equipment and supplies used in the facilities for the required duties, ensuring a safe and clean quality of care environment.

C.6.2 Work Environment Exposure to contagious diseases is possible in the RSU and housing compounds. Potential exposure to bodily fluids may occur in the course of performing duties of a housekeeper (custodian).

C.6.3 Weather Rosebud, South Dakota, is a geographic area with wide temperature span. The winters can be very cold and windy. Contractors should expect to drive in weather conditions for which they may not be accustomed. The sole authority to close RSU or outlying clinics rests with the Chief Executive Officer (CEO) via the Great Plains Area Director, Mr. Joe Amiotte. If the hospital remains open, the Contractor will be expected to report to work on time, as all other hospital employees will be required. Reliable transportation to report for duty within the specified timeframe of this contract is the contractor’s responsibility and at their expense.

C.6.4 Meals Breakfast, lunch and dinner (supper) may be available in the Rosebud Service Unit (RSU) hospital cafeteria with the purchase of a meal ticket. Meal tickets can be purchased in the Finance Department between the hours of 8:00 am to 12:00 pm (Noon) and 12:30 pm to 1:00 pm, C.6.5 Housing If available, RSU housing can be applied for consideration by the housing committee. The contractor is required to pay rent for any offered housing. The rental rate is determined by RSU Guidelines. RSU will invoice the individual renting.

RSU Housing point of contact:

Tobianne Beauchman Office: (605) 747-0420 Email: Tobianne.beauchman@ihs.gov

C.7) Deliverables