Spangdahlem PWS Housekeeping (FINAL) - 26 September 2024.rtf

Performance Work Statement (PWS) for

Aseptic Housekeeping Services

Spangdahlem Medical Community Clinics, Veterinary Clinic

Dated ____________ 2024

Table of Contents

Section Number and Title Page Number

Description of Services/General Information 3

1.2. Personnel (Manager, Response Time, Uniforms, etc.) 3

1.5. Hours of Operation 10

1.6. Specific Work Requirements 11

1.7. Contractor Quality Control Requirements 18

2.0 Services Summary 20

1.0. DESCRIPTION OF SERVICES / GENERAL INFORMATION

1.1. The contractor shall provide all personnel, equipment, tools, materials, supervision and other items and services necessary to perform aseptic housekeeping services at Spangdahlem clinic building 550, Veterinary clinic 559, and HAWC/Health Promotion 580. The contractor shall provide quality of service consistent with the best commercial practices. The work sites for performances of aseptic housekeeping services are located in the following areas:

a. Spangdahlem Medical Community

1.2. PERSONNEL (CONTRACT PROJECT LEADERS/MANAGERS, RESPONSE TIME, UNIFORMS, ETC.)

1.2.1. Contractor Project Leader. The contractor shall designate a contract project leader and at least one alternate in writing to the Contracting Officer (CO) who are certified as disinfecting experts or building cleaning masters with clinic experience. Certification will be submitted with the technical proposal. The designated individuals shall be authorized to act as Contract/Quality Control Manager and alternate. One contract project leader or alternate shall be readily available on Spangdahlem AB during normal duty hours, 0730 (AM) through 1630 (PM).

1.2.1.1. The contract project leader and alternate must be able to comprehend and communicate in English.

1.2.2. Contract Management. The contractor shall designate two individuals in writing to the Contracting Officer and Government Representative to act as Contracting Officer Representative (COR)/Quality Control Manager and alternate. The designated individuals shall be authorized to act on behalf of the contractor, dealing with all contract and financial matters pertinent to the performance of this contract. The Contract Manager/Quality Control Manager and alternate shall be dedicated to these responsibilities only, and shall be able to read, write, understand and communicate in English.

1.2.3. Contract/Quality Control Manager or Alternates Duties. The Contract/Quality Control Manager shall perform duties to include working directly with the Contracting Officer and COR on matters of performance outlined in this PWS. The Contract/Quality Control Manager shall submit daily reports and pertinent documentation (by COB each duty day to the COR) covering discrepancies with contract performance, discrepancies within individual facilities, contractor quality control records, inspection and/or follow-up to Government Customer Complaint Record/s (Local Form). The Contract/Quality Control Manager or alternate shall be available, in person, during the hours of 0730 - 1700, Monday through Friday. The Contract/Quality Control Manager or alternate shall be accessible by phone during duty hours, once contacted by phone shall be able to meet with the Contracting Officer or COR no later than 2 hour of notification. Monthly meetings and site visits are scheduled by the contracting and medical squadrons.

1.2.4. Alternate Contract Manager Duties. The alternate Contract Manager shall perform duties in assistance to the Contract Manager during normal day-to-day activities. The alternate Contract Manager shall also be fully authorized to act on behalf of the contractor on all matters concerning the performance of this contract when the Contract Manager is relieved of their duties or at any time when they are not available, (sick, vacation, emergencies, or any other appointments when they would not be available for consultation).

1.2.5 Contractor Employee List. The contractor shall provide a list of its employees assigned to perform work associated against this contract prior to the beginning of the performance period or at contract start date. The list shall include all management, staff and workers’ names and position. For temporary replacement workers, the list shall state temporary replacement for position and facility. The contractor employee list shall be updated as changes occur and submitted to the Contracting Officer and COR to provide current and accurate information.

1.2.6. Contractor Employee Uniform and Identification. The contractor shall ensure all employees performing services be dressed in a manner that is easily identifiable. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. All the contractor’s housekeeping employees performing cleaning shall wear a standard distinctive uniform of the same color and design (other than green and white) and be clearly distinguishable from all military and clinic uniforms. The project leader and alternate are not required to wear a uniform unless they are performing cleaning duties. The uniform shall display a clearly readable identification badge, which will consist of the employee’s last name, a picture and identifying them as contractor employees. The government shall issue ID badges which shall be visible at all times. Employee uniforms shall be contractor owned and maintained.

1.2.7. Contractor Employee Personal Hygiene.

1.2.7.1 Contractor personnel shall wear a clean uniform each day, be neatly groomed and conform to acceptable standards of personal hygiene.

1.2.7.2. Only female employees shall be permitted to perform services in the women’s health clinic.

1.2.7.3. The contractor shall ensure that contractor employees eat in designated areas only, also that employees shall comply with the current clinic smoking policy. NOTE: There is no smoking inside government facilities and on the Medical Group Campus.

1.2.8. Contractor Personnel Health Requirements

1.2.8.1. The contractor must ensure each employee providing service under this contract will be enrolled in the Medical Employee Health Program (MEHP) within the 52 Medical Group. All contractor personnel shall report to the USAF Clinic’s Public Health department (building 550) before starting employment for medical screening and required immunizations.

Proof of immunization or laboratory results when certifying immunity by titers or serologic testing must be presented for Rubella, Rubeola and Mumps (MMR), Varicella, Tetanus Diphtheria, Pertussis (Tdap), and Hepatitis B. TB screening (PPD skin test) or laboratory test (Quantiferon) results must be given as well and cannot be older than three months prior to contract start date.

1.2.8.2. Clause: When directed by health authorities for health prevention measures, the contractor must meet or exceed German Government and US policies on said disease prevention, (examples; COVID small-pox, SARs, anthrax etc). The Government may require the contractor to provide evidence of the status of immunization, treatment and testing of the employee.

1.2.8.3. All contract personnel providing services under this contract, who experience a parenteral (e.g., needle stick or cut) or mucous membrane exposure (e.g., splash to the mouth or eye) to blood or bloody body fluids, shall receive prompt treatment. The medical treatment facility (MTF) will evaluate the source of exposure for risk of Hepatitis B, Hepatitis-C, and Human Immunodeficiency Virus (HIV) and will provide a report of the findings to the contractor and the employee. It shall be the contractor’s responsibility to provide appropriate treatment as needed to possibly include Tetanus-Diphtheria booster, or Hepatitis-B Immune Globulin. The contractor shall be responsible for providing the employee with initial testing and if the source of exposure was unknown, positive, or considered at high risk for HIV infection, follow-up testing 3, 6, and 12 months after exposure. In the event of a confirmed or highly suspected parenteral exposure to HIV, the contractor shall insure that the employee receives appropriate counseling and is referred immediately to a private infectious disease specialist for consideration of any experimental therapy. The Government may require the contractor to provide evidence of the status of treatment and testing of the employee.

1.2.9. Employee Training.

1.2.9.1. Based on training requirements, guidelines, and materials provided by the 52d Medical Group, the contractor will conduct orientation training covering the topics below. Training shall be started and completed within the 10 days period immediately prior to start of work for all employees. An outline of the orientation-training plan, including topics with a brief listing of contents and method of training shall be submitted not later than the pre-performance conference. The contractor shall maintain records of orientation training to be reviewed by the COR upon demand. Topics include, but are not limited to:

1.2.9.2. The government and the contractor shall develop an Exposure Control Plan that will include an inventory of occupational health hazards to which the contractor employees may be exposed. The Exposure Control Plan is due after award, but prior to start of performance. The government shall provide a copy of the Occupational Blood and Body Fluid Exposure Control Plan – Medical Group Instruction 48-109 to the contractor before contract start date. Contractor and COR shall schedule training.

1.2.9.3. Recurring, periodic, or as needed training for all contractor employees is to be provided and documented at pre-determined intervals throughout the contract period. The contractor shall provide to the government at the pre-performance conference and copy of its continuing education program. Contractor and COR shall schedule training. The COR shall arrange for training space on the MTF premises. Selected MTF staff members may observe contractor’s training session for adequacy.

1.2.9.4. Contractor’s Response Time

Response by the contractor due to need for allowable re-performance or late performance of defective findings (discovered during the government’s quality assurance surveillance inspections) is required to begin within 1 hour of notification by the government.

1.3. COMMUNICATION

1.3.1. Contract Performance Meetings. At any time during the performance of this contract, the COR, Contractor, or Contracting Officer shall be able to call a performance meeting to discuss and resolve contract discrepancies, requirements or any issue requiring such a meeting. As a minimum, a performance meeting shall be held after the first 30 days of contract performance and on an as needed basis thereafter (the contract administrator shall schedule such meetings).

1.3.2. Customer Complaint Record (Local Form). The Local Form, Customer Complaint Record, is used to record and report a formal complaint of discrepancy by the contractor in failure to comply with the performance set forth in this contract. The Local Form can be generated by any individual in the facility, the facility manager, or COR. Once the Local Form is filled out and the discrepancy noted, the form will be given to the COR or alternate. Valid forms need to be forwarded to the contract administrator the next duty day.

1.3.3. Monthly Cleaning Schedules. The contractor shall provide to the COR a monthly cleaning schedule no later than (NLT) the 20th of each month. The schedule shall include: Facility number, cleaning category, and the time for cleaning performance. The COR shall return the schedule to the Contract Manager if disapproved NLT five (5) duty days prior to the beginning of the month. If the schedule is disapproved, the Contract Manager shall make necessary corrections and return to the COR for approval NLT three (3) duty days prior to the beginning of the month.

1.3.4. Annual Cleaning Schedules. The contractor shall submit an “Annual Cleaning Schedule” for all annual cleaning tasks to show all facilities scheduled for the year. Aforementioned schedule/s shall indicate the periodic cleaning tasks scheduled for a particular performance month. The schedule will be provided to the COR, not later than twenty (20) duty days prior to the beginning of the performance year, with the exception of the Base Year Schedule, which shall be provided NLT 60 days after contract award. The schedule shall meet the recommended number of days for cleaning as stated in Appendix C, Estimated Workload Data, and include as a minimum, the building/facility number, and date and time of cleaning performance. The COR shall return the schedule to the Contract Manager if disapproved ten (10) days prior to the beginning of the performance year. Should the schedule be disapproved, the contractor shall make the necessary corrections and return it to the COR for approval, not later than five (5) duty days prior to the beginning of the performance year.

1.3.5. Product Material Information. The contractor shall supply an AF Form 3000 (Material Submittal) in three copies for all products used for cleaning, accompanied with product information, to entail, manufacture product listings, recommended applications along with Safety Data Sheet (SDS) in both German and English to the COR for approval NLT 30 days prior to the activation of this contract, and as necessary throughout the period of performance. All SDS’s shall be available at all listed facilities at all times.

1.4. SECURITY REQUIREMENTS

1.4.1. Security Requirements. The contractor shall ensure each employee obtains the following pass and identification items as applicable for contractor personnel and non-government owned vehicles in order for complete performance of this contract as described in the PWS.

a) Security Questionnaire for simple security check (AE Reg 604-1)

c) Request for base entry identification, USAFE Form AE Form 190-16A

d) German Police Certificate. Certificate shall be less than three months old.

1.4.2. Secured Areas. Using agencies are responsible for escorting personnel into secured areas to provide the contracted service. The contractor shall contact the facility manager or alternate facility manager to establish entry into secured areas for purposes of performing service to appropriate facilities. The contractor and facility manager shall agree on a standard time to perform services for each day service is required. If the contractor is unable to make contact / arrange escort services, the contractor shall immediately notify the contract administrator of the problem and continue to attempt contact with the facility manager. If service is unable to be performed due to lack of escort or access, it shall be documented in the daily report to facility management or contracting and reported within two duty days.

1.4.3. The contractor shall keep all exterior doors and windows secured during performance of aseptic housekeeping after operating hours. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work day, all government facilities, equipment and materials shall be secured. When cleaning personnel find a window or door in such condition that it cannot be secured, facility management shall be notified. All lights shall be turned off as cleaning is completed (unless occupied).

1.4.4. Key Control. Keys or swipe cards issued to the contractor by the Government shall be safeguarded according to commercial practices. The contractor shall report the occurrence of a lost key and or swipe card to the Facility Management, no later than one workday after the loss is noted. The contractor shall be liable for all costs incurred as a result of lost items. Keys and swipe cards issued to the contractor by the U.S. Government shall be returned to the U.S. Government at the completion/termination of the contract. NOTE: Replacement costs for keys can be significant in the event the lost key is a master key (Generalschlüssel).

1.4.4.1. Contractor is required to provide proof of liability insurance to cover cost for lost keys.

1.4.5. Facility Access. The contractor shall receive access to all facilities being serviced under this contract.

1.4.6. HIPAA Requirement. Contractor has to abide by all applicable HIPAA Privacy and Security requirements regarding health information. A copy of the HIPAA Information will be provided to the contractor at the pre-performance conference and he shall brief all employees.

1.4.7. Loss Of Privileges. At any time the Contracting Officer reserves the right to order loss of privileges of an employee from this contract for purposes of safety or security violations. At the time of loss of privileges from this contract, the Contract Manager shall immediately confiscate any passes the individual holds for purposes of gaining access to the installation or secured areas to include any company vehicle pass that person currently holds. The individual shall be escorted off of the installation within 1 hour (if notice is received during the duty day) or all actions shall be taken prior to the individual reporting for work to this installation the next duty day. All personnel passes confiscated from loss of privileges employees shall be turned into the COR as soon as possible or the next duty day. If the company terminates an employee who is working as an employee on this contract, all passes as stated above shall be confiscated and turned in to the COR. In the event the individual released from duties happens to be the Contract Manager, the alternate Contract Manager shall act in full authority and in replacement of the Contract Manger until a new individual is appointed by the company in writing to the Contracting Officer.

1.4.8. Performance of Illegal Acts. Should an individual employee(s) be found to have committed an illegal act (theft, destruction of property, violation of security procedures, etc.) the individual employee(s) will immediately be terminated from employment under this contract and the 52d Security Forces Squadron and/or local authorities will be notified and all proper paperwork/actions accomplished.

1.4.9. Prior to submitting an invoice for final payment, the contractor shall obtain a clearance certification from the issuing office which states all base identification passes have been turned in, accounted for, or transferred to a follow-on contract. This certification shall be submitted to the contracting officer prior to submission of the final invoice for payment. Failure to comply with these requirements may result in the government withholding final payment from the contractor.

1.5. HOURS OF OPERATION

1.5.1. Performance of Services During Crisis

1.5.1.1. IAW DFARS 237.76 and unless otherwise directed by an authorized government representative, it is determined that services as identified in this PWS are NOT essential for performance during a crisis.

1.5.2. Federal Holidays. The following is a list of Federal Holidays observed by this installation:

1.5.2.1. American Federal Holidays. 11 holidays (off)

New Year's Day, January 1 or the Friday preceding or Monday following Martin Luther King's Birthday, 3rd Monday in January President's Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth, 19 June Independence Day, July 4 or the Friday preceding or Monday following Labor Day, First Monday in September Columbus Day, 2nd Monday in October Veterans’ Day, November 11 or the Friday preceding or Monday following Thanksgiving Day, 4th Thursday in November Christmas Day, December 25 or the Friday preceding or Monday following *When the holiday is on a Saturday, the preceding Friday will be the U.S. holiday.

*When the holiday is on a Sunday, the following Monday will be the U.S. holiday.

1.5.2.2. German Holidays. 10 holidays

Second Christmas Day

1.5.2.3. Hours of Operation.

1.5.2.3.1. The contractor shall perform the services required under this contract during the following hours: See Appendix A for schedule:

Spangdahlem Clinics: American Workdays: 07:30 am – 16:30 pm

1.5.2.3.2. All clinics and veterinary clinic: Custodial services will be performed after normal duty hours between 17:00 hrs. through 20:00 hrs. Monday through Friday. Veterinary clinic between 16:30 hrs. through 20:00 hrs. See Appendix A for schedule. HAWC in correspondence with HAWC staff.

1.5.2.3.3. Cleaning services during holidays. The contractor shall be required to provide services at Spangdahlem Medical Community on German holidays.

1.5.2.3.4. Training Days. The contractor shall be required to provide service on all training days.

1.5.2.3.5. All clinics are closed on American holidays. The contractor is required to provide normal services to clinics on German holidays.

1.5.2.3.6. Changes to the Schedules. Due to military exercises and training, changes in the schedule may be necessary. The COR will notify the Contracting Officer in writing (e-mail acceptable) of the necessary change(s) for approval. The COR shall select another date of cleaning performance and forward the same to the Contract Manager and alternate. The Contract Manager shall date and initial each request for a change to the original schedule.

1.6. SPECIFIC WORK REQUIREMENTS

1.6.1. Routine Services. The contractor shall accomplish all cleaning tasks to meet the requirements of the Performance-based Work Statement (PWS) and the Services Summary (SS).

1.6.1.1. Routine Cleaning such as trash removal, moping, sweeping and vacuuming.

1.6.2. Disinfectant-Detergents: Disinfectant-detergents will be used when cleaning vital patient care areas within Spangdahlem Medical Buildings, at the primary health care clinic and veterinary clinic. The clinic’s Infection Control Function prior to use will approve all disinfectant-detergents. All damp wiping, bathroom clean up, and floor disinfecting shall be done with an approved disinfectant-detergent, mixed according to the manufacturer’s instructions.

1.6.3. Total Disinfectant Cleaning: Cleaning service that when performed correctly will neutralize on all surfaces the presence of germs that can cause an infection.

1.6.4. Minor procedures rooms in building 550. The contractor shall perform final cleaning per notification by the clinic staff.

1.6.5. Total Disinfectant Cleaning of Isolation Rooms. Patients with communicable diseases are isolated to prevent transmission of diseases to others. The government’s minimum acceptable quality standard to total disinfectant cleaning requires that specific tasks be performed daily. Isolation rooms shall be cleaned after all other patient rooms. The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the SS.

1.6.6. Daily Cleaning. Isolation rooms will be identified by signs posted outside the entrance to each isolation room. Signs will be in English and German. The contractor shall always provide and have all necessary personal protective equipment (PPE) ready for use. The contractor’s employees shall comply with isolation precautions in effect and shall be knowledgeable of the isolation system used by the clinic (e.g., disease specific or category specific patient rooms). When in doubt, check with the nurse in charge.

1.6.7. The clinic staff shall collect regulated medical (infectious) waste in biohazard wastebasket liners (red bags) and needles in sharps containers. Clinic staff shall put the red bags and sharps containers into black barrels and close it with self-sealing lid. Housekeepers shall pick-up only sealed and labeled black barrels from designated areas after notification.

1.6.8. Damp wipe all ledges, fixtures, and furniture below 5 feet (approximately 1.70 meters) including doorknobs, and telephones. Spot wash walls. Clean bathroom according to paragraphs 1.6.13. Fill and or refill all dispensers (Hand soap dispensers and hand sanitizer dispensers *Purell*). Any paper products taken into the room shall remain in the room. Damp mop entire room including bathroom. Clean all contractor equipment used in the room and return it to the cart. Place soiled mop and rags in biohazard plastic bag.

1.6.9. Remove protective clothing while in room and dispose of it in appropriate hamper (i.e., isolation linen bag if reusable, or biohazard bag if disposable). Double bag the biohazard bag with assistance from staff and place outside the room. Return to closet, dispose of solutions, and clean buckets with fresh solutions. Deliver sealed biohazard plastic bag from outside isolation room to nearest collection point.

1.6.10. Wash hands thoroughly. NOTE: Hands shall be washed before entering and upon leaving each room; even when gloves have been used. Hand washing is the single most important means of preventing the spread of infections.

1.6.11. Inform the head nurse/clinical technician of any special problems or needed repairs (such as the need to replace a torn plastic mattress cover or pillow cover).

1.6.12. Terminal (Discharge) Unit Cleaning of an Isolation Room. The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the SS.

1.6.12.1. Terminal discharge cleaning of an isolation room shall be accomplished as outlined in paragraphs 1.6.5 with the following additions:

1.6.12.2. Remove all soiled linen from exam table and deposit in linen bag. Place linen bag into additional plastic bag for transportation to the soiled linen room. Disinfect (clean) exam table. Damp and wipe (disinfect) all ledges, fixtures, and furniture below shoulder height.

1.6.12.3. Mops and rags used in the cleaning of each isolation room shall be appropriately discarded (either as infectious linen to launder or as infectious waste to be destroyed). Soiled items shall be bagged according to established clinic practice. Infectious linen bag shall be sealed once all reusable soiled linen has been placed inside. Label bag as infectious linen. The Med Group staff will place infectious waste red bags inside black barrels.

1.6.13. Cleaning of Lavatories, Bathrooms, Shower Stalls and Bathtubs. All public and staff bathrooms shall be maintained throughout working days. All fixtures including toilets, pipes and faucets shall be scrubbed with an approved disinfectant-detergent. Fixtures shall be thoroughly wiped with damp rag, including pipes and faucets. If the room has a floor drain water shall be filled into the drain weekly.

1.6.14. Prior to commencement of cleaning services, the contractor shall display caution signs, which warn about the ongoing cleaning. Signs shall be in the English and German languages and shall be removed upon completion of cleaning services.

1.6.15. Clean Mirror Glass. The contractor shall clean all mirrors and adjacent trim in rest rooms, showers and locker rooms.

1.6.16. Total Disinfectant Cleaning of Procedure/Exam Rooms. Procedure/Exam rooms will be cleaned daily in accordance with the above instructions.

1.6.17. Removal and Storage of Regulated Medical Waste. The contractor shall daily (except for weekends) remove Medical Waste barrels that contain regulated medical waste from designated areas within the clinics. The contractor shall store the barrels in designated biohazard/medical waste rooms. The contractor shall not remove any barrel that is not properly sealed and labeled. The Clinic staff shall place red bags with regulated medical waste in the barrels. The Med Group staff shall seal and label the barrels. The labels applied by the Med Group staff will contain as a minimum, location of the barrel, date and time sealed.

1.6.17.1. NOTE: There is a separate contract in place for pick-up of Medical Waste.

1.6.17.2. If there are any questions concerning the removal and storage of regulated medical waste the contractor shall contact 52d MDG Facility Management at 452-3154.

1.6.18. Ancillary Areas. The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the Service Summary (SS).

1.6.18.1. Ancillary Rooms/Areas (i.e., All Other Than Vital Patient Care Areas) – These are public areas such as waiting rooms, lobbies, rest rooms, offices, meeting rooms, corridors, stairwells, employee lounges, locker rooms, entrance/exits ways and elevators. These locations do not require total disinfectant cleaning, but they shall be cleaned to conform to Government standards set forth in the paragraphs below:

1.6.18.2. Vacuum Carpet. The contractor shall vacuum all carpeted floor areas. All tears, burns, and raveling shall be brought to the attention of government Contracting Officer Representative (COR) (orally or in writing) as soon as they are noticed. The contractor shall have chairs, trash receptacles, and easily moveable items tilted or moved to vacuum underneath and return all moved items to their proper position upon completion of vacuuming services.

1.6.18.3. Mop Floors. The contractor shall mop all hard surface floor areas. The contractor shall have chairs, trash receptacles, and easily moveable items moved to mop underneath. The contractor shall remove splash marks or mop streaks on furniture, wall baseboards, etc., or mop strands remaining in the area. Moved items shall be returned to their proper position upon completion of mopping services. When mopping traffic areas such as hallways, staircases and corridors, the contractor shall only mop one half of the floor surface at a time. The contractor shall insure that wet floor signs are visible at all times when floor is being mopped. Any floor damage shall be brought to the attention of government COR (orally or in writing) as soon as noticed.

1.6.19. Trash Removal. The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the SS.

1.6.19.1. All trash, and recycling containers weighing 22 kilograms or less, inside and outside the building, shall be emptied and, if soiled, wet cleaned and supplied with a fitting new plastic bag. Regular trash and paper shall be disposed of in the nearest outside recycling center or applicable recycling/trash dumpster in accordance with MDGI 32-1002.

1.6.19.2. The housekeeper shall remove all trash. Waste receptacles shall have clean liners. All trash shall be deposited in appropriate Government furnished waste containers at the trash and recycling points of 52nd MDG Facilities.

1.6.19.3. The contractor shall not remove improperly segregated trash. Should it be removed anyway by the contractor then the contractor assumes responsibility for proper segregation of the trash prior to disposal.

1.6.20. Low Dusting

1.6.20.1. Low dusting shall be done weekly (at the time that normal cleaning is performed). The contractor shall perform low dusting to include all furniture items such as desks, chairs and file cabinets as well as ledges, windowsills, handrails, etc. The user shall clear all surfaces on desks and cabinets they wish to be cleaned prior to the contractor performing the services.

1.6.21. Clean/Disinfect Public Rest Rooms in Ancillary Areas The contractor shall clean and disinfect all toilet fixtures to include toilet bowls, urinals, toilet seats, washbasins, and dispensers. Contractor shall scale toilet bowls, urinals, seats, washbasins, and dispensers. Contractor shall scale toilet bowls using a germicidal detergent. All supplies i.e. disinfectant soap and paper towels shall be checked and replenished as needed. All trash shall be removed. If the room has a floor drain, water shall be filled into the drain weekly.

1.6.21.1. At a minimum, public rest rooms shall be cleaned twice daily and checked periodically throughout the day for emergency cleaning and to ensure supplies are stocked.

1.6.21.2. Clean/Disinfect Shower Rooms/Locker Rooms. The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the SS.

1.6.21.3. Prior to commencement of shower/locker room cleaning services the contractor shall display caution signs on shower/locker room(s), warning about cleaning being in progress and that shower/locker room(s) can’t be used at the moment. Signs shall be in the English and German languages and shall be removed upon completion of cleaning work. All trash shall be removed. If the room has a floor drain, water should be filled into the drain weekly.

1.6.22. High Dusting. High dusting is done as per cleaning periodic schedule; see attachment work schedule. The contractor shall remove dust, dirt, and dry soil from exposed surfaces of furnishings, wall mounted lighting fixtures, ceiling lights, window blinds, piping, conduit, heating/cooling ducts, exhaust vents, structural projections up to a above a line of 300 centimeters above the floor line.

1.6.23. Glass Cleaning. The contractor shall clean all glass partitions, interior/exterior glass doors and frames, display cases, directory boards, mirrors and adjacent trim as required maintaining a clean appearance.

1.6.24. Maintain Floors. The contractor shall maintain all floors. The contractor shall remove floor finish solutions from baseboards, furniture, trash receptacles, etc. The contractor shall move all office furniture and any other items less than 22kg to get to floor surface underneath. The contractor shall return all moved items to their original position upon completion of cleaning. The contractor shall not apply floor finish to surfaces that have not been cleaned. Hard surface floors shall be buffed once a month.

1.6.25. Spills. Spills shall be cleaned promptly upon notification.

1.6.26. Cleaning of Corridors and Stairwells. The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the SS.

1.6.27. Wet floor signs shall be used when mopping and/or stripping corridors and stairwells. Floors and steps shall be mopped in sections in order to maintain safe flow of traffic. The same cleaning procedure used in an office shall be followed in corridors and stairwells, to include high dusting and damp wiping of handrails, doorframes, fire extinguishers, and hose cabinets.

1.6.28. Water fountains shall be cleaned daily.

1.6.29. Cleaning of Entrances/Exits/Exit Platforms and Entrance Platforms.

1.6.30. Entrances/exits/exit platforms and entrance platforms shall be performed in the mornings before 1000hrs Monday thru Friday. The contractor shall clean foot scrapers, exterior and interior entrance mats, and individual trash and / or smoking receptacles 15 feet (approximately 5 meter) from entrance doorway.

1.6.30.1. These areas shall be kept free of lint, cobwebs, mud, dirt, and litter. Police the immediate vicinity of the bulk refuse containers.

1.6.31. Cleaning of Passenger and Service Elevators. The contractor shall clean elevators in accordance with quality standards for routine sanitation services performed in ancillary areas. Cleaning is to include all light fixtures, ventilator slots, guide tracks, and floor door guide tracks. Cleaning of elevators shall be accomplished every working day. Elevator floors shall be stripped and refinished at least semi-annually.

1.6.32. Cleaning of Exam Tables. Clean and disinfect all exam tables daily at the end of each duty day to include removing exam table paper (do not replace – to allow to dry).

1.6.33. Periodic (Project/Cyclical) Cleaning. Periodic cleaning shall be performed as outlined in the paragraphs below. The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the SS.

1.6.33.1. Interior/Exterior Window Cleaning. The contractor shall clean interior/exterior window, interior glass surfaces, screens, and window frames annually. The window surface in the workload data table is the total surface of window panels. Please note that the total surface to be cleaned is twice the number because the glass shall be cleaned on both sides and the frames entirely. Please note: There are several areas (Entrances, staircases, waiting rooms of building 550) where Contractor provided special equipment (special limited load requirements for the floating screed in Bldg. 550) shall be used for cleaning. For acceptance of the service and financial purposes the contractor shall provide measurements of the total square meters cleaned to the COR.

1.6.33.2. Venetian Blinds Cleaning. The contractor shall clean venetian blinds in a manner to leave the blinds free of all foreign matter. For acceptance of the service and financial purposes the contractor shall provide measurements of the total blinds cleaned to the COR

1.6.33.3. Window/Wall Drapes, Curtains. Window/wall drapes, curtains, and patient privacy curtains shall be removed twice annually for cleaning and re-hung after completion. For acceptance of the service and financial purposes the contractor shall provide measurements of the total blinds cleaned to the COR.

1.6.34. Carpet and hard surface floor cleaning: The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the SS.

1.6.35. Contractor shall perform carpet hard surface floor cleaning semi-annual in accordance with the schedule for each facility. Contractor shall notify the effected duty section at least two duty days prior to commencement of carpet and hard surface floor cleaning service.

1.6.36. The contractor shall move all movable items such as office furniture, trashcans, stands, and small appliances without causing scratches, tears, or other damage to the floors, facility or furniture. The contractor shall not move or disconnect any electrical medical equipment.

1.6.37. The contractor shall only use cleaning compounds approved by the clinic’s Infection Control Function.

1.6.38. Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing marks, streaks, and spills, etc.

1.6.39. Carpets shall be shampooed/deep cleaned semi-annually. For acceptance of the service and financial purposes the contractor shall provide measurements of the total square meters cleaned to the COR.

1.6.40. Hard surface floors shall be maintained according to manufacturer’s specifications. See Attachment 1

1.6.41. Ceilings. The contractor shall perform routine cleaning to ensure all dust, streaks, and cobwebs are removed.

1.6.41.1. High ceilings, high mounted lights, mirrors, visible ventilation ducts etc. The contractor shall perform cleaning to ensure all dust, streaks, and cobwebs are removed semi-annual. For acceptance of the service and financial purposes the contractor shall provide measurements of the total square meters cleaned to the COR.

1.6.42. As Requested, One-Time Cleaning Services.

1.6.42.1. The contractor shall perform one-time cleaning services after completion of small in-house construction or renovation projects. The COR shall determine when one-time cleaning services are required. COR shall verify completeness, accuracy, and timely performance of the housekeeping service.

1.6.43. Task and Frequency of Housekeeping Services to be performed.

1.6.43.1. The Clinics and the veterinary clinic shall have aseptic housekeeping services performed. The categories are designated as 1 time per month, on demand, case driven, 2 days a week (HAWC), 3 days a week (Vet Clinic) and 5 days a week all other buildings. All routine work, which is started, shall be completed fully before the end of each shift. The regular business hours are 0730-1630 daily. These hours are subject to change. The contractor shall be notified in writing by the COR 7 days before any change is made. Restrooms damp mopping, trash removal, toilet cleaning and restocking shall be performed as required. Collection of trash and debris and inspection of the area around entrances/exits shall be accomplished on an as needed basis. The contractor shall replace all trash liners upon removal of trash. Project work such as wall washing, and window cleaning shall be coordinated with the activity’s staff. Adequate cleaning/consumable supplies shall be left at each activity so that the activity has an appropriate number of supplies on hand to handle emergencies during the contractor’s non-duty hours.

1.6.44. Miscellaneous Duties

1.6.44.1 Linen Services. Contractor personnel shall perform all of the requirements listed below, in accordance with infection control guidelines.

1.6.44.2. For emergency linen request, housekeeping staff shall be available within 15 minutes. Clean linen shall be delivered to the sections designated linen supply rooms, locker rooms/and or changing rooms. Cabinets shall be stacked by color, size, and article. The personnel shall wear /use appropriate personnel protective equipment (PPE) when working with soiled linen.

1.6.44.3. Linen shall be inventoried semi-annually. Quantities verified by the linen personnel and recorded on AF Form 581-Medical Linen Supply Record, and then stored in the central clean linen area. The AF Form 581 shall be provided to the Quality Assurance personnel within five (5) calendar days. The report on hand shall identify all linen on hand, new linen received, and old linen salvaged since the previous inventory. All salvaged linen shall be given to Quality Assurance personnel together with the aforesaid AF Form 581. Laundry delivery tickets and daily record count shall be forwarded to the facility manager, quality assurance personnel. Any irregularities/ discrepancies pertaining to the laundered items shall be listed on a separate report and forwarded to the facility manager’s office.

1.6.44.4. All curtains Distribution of clean linen to each section shall be accomplished daily and soiled linen shall be removed from all clinic sections on a daily basis as a minimum. Clean linen shall not be stored in the same rooms, carts, bins, elevators, or shelves used for the storage or transportation of soiled linen without the use of proper precautions taken to prevent cross contamination.

1.6.44.5. Soiled linen shall be placed in linen bags and stored in linen hampers in the dirty linen room.

1.6.44.6. All curtains shall be accounted for on an "Item Count basis" and by weight.

1.6.44.7. Sufficient linen, including a small reserve, shall be maintained in the using areas to support normal usage until the next scheduled distribution. Depleted linen levels, due to medical emergencies shall be replenished on a "Call Basis".

1.6.44.8. All new linen shall be marked with the name of the Clinic prior to first usage. Linen items with illegible stamps shall be clearly remarked.

1.6.44.9. Linen ring stands and hamper covers shall be cleaned and disinfected daily.

1.6.44.10. Washer, dryer, and utilities in Bldg. 550 will be provided by the 52 MDG for cleaning/washing supplies.

1.7. CONTRACTOR QUALITY CONTROL REQUIREMENTS

1.7.1. The Quality Control Plan must consist of the following:

A complete portfolio of the company, listing key personnel.

Placement of Personnel:

Total number of personnel assigned to the clinics, Spangdahlem Air Base Training Guide and Training Sessions. Provide a detailed training plan for clinic cleaning staff.

Equipment. List all major equipment, which may be utilized in medical facilities. Equipment shall be clearly marked / tagged as contractor furnished.

List all cleaning products.

Work schedule. Provide a sample work schedule for the clinics.

1.7.2. Quality Control. Provide a detailed Quality Control Program, including checklists, metrics, and other pertinent tools to measure the quality of cleaning services rendered. Include the type/s of preventive measure/s utilized to maintain the cleaning standard in the facility.

1.7.3. Quality Control for Health Care Facilities. The contractor shall develop and maintain a quality program to ensure custodial services are performed IAW government accepted commercial practices. If a commercial QCP is not available the contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop a quality control plan addressing the areas identified in paragraph 2.0, Services Summary. All quality control inspections performed during a week shall be provided to the COR on the Tuesday of the following week in writing or via e-mail.

1.7.4. Re-performance of Services. The contractor shall re-perform such cleaning services, which did not meet the cleaning standard as cited in this PWS. Any service not meeting standards shall be re-performed within two hours of notification by the COR and logged as a complaint as validated by the COR. Re-performed services shall be inspected by the COR upon completion and annotated on the on the local customer complaint form.

1.7.5. Contractor Manpower Reporting. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the US Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for Government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

1.7.5.1. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

1.7.5.2. Uses and Safeguarding of Information. Information from the secure web site is proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor’s name and contract number associated with the data.

1.7.6. Contract Performance Meetings. At any time during the performance of this contract, the COR, Contractor, or Contracting Officer shall be able to call a performance meeting to discuss and resolve contract discrepancies, requirements or any issue requiring such a meeting. As a minimum, a performance meeting shall be held after the first 30 days of contract performance and on an as needed basis thereafter (the contract administrator shall schedule such meetings).

1.7.7. Performance Assessment. The government shall evaluate the contractor’s performance using the customer complaint and periodic surveillance methods in accordance with the Performance Plan.

1.7.8. Performance Metrics. Schedule and performance metrics shall be used to track contractor progress towards meeting stated performance objectives IAW the SS. The multi-functional team (MFT) in assessing contractor performance validates that the performance metrics align with the PWS and overall mission support objectives.

2.0 SERVICE SUMMARY

Services Summary (SS). The Services Summary summarizes the performance objectives that relate directly to standards of performance required to meet mission needs. The performance threshold briefly describes the minimum acceptable overall levels of service required for each level of service. These thresholds are critical to mission success.

SS#

Performance Objective

PWS Paragraph

Performance Threshold

Surveillance Method

Cleaning of Exam Tables. Clean and disinfect all exam tables daily at the end of each duty day to include removing exam table paper (do not replace – to allow to dry) Para 1.6.32 1 valid defect per month and all defects are re-performed satisfactorily within 1 hour Periodic Inspections & Customer Complaints

Total Disinfectant Cleaning of Procedure/Exam Rooms.

Para 1.6.16 no valid defects per month Periodic Inspections & Customer Complaints

All trash, and recycling containers weighing 22 kilograms or less, inside and outside the building, shall be emptied and, if soiled, wet cleaned and supplied with a fitting new plastic bag all duty days.

Para 1.6.19.1 2 valid defects per month and all defects are re-performed satisfactorily 3 hours Periodic Inspections & Customer Complaints

All public and staff bathrooms shall be maintained throughout working days.

Para 1.6.13 2 valid defects per month and all defects are re-performed satisfactorily within 1 hour Periodic Inspections & Customer Complaints

Low dusting shall be done weekly (at the time that normal cleaning is performed). The contractor shall perform low dusting to include all furniture items such as desks, chairs and file cabinets as well as ledges, windowsills, handrails, etc.

Para 1.6.20.

2 valid defects per month and all defects are re-performed satisfactorily within same duty day Periodic Inspections & Customer Complaints

Routine Cleaning such as trash removal, moping, sweeping, and vacuuming.

Para 1.6.1.1 5 valid defects per month and all defects are re-performed satisfactorily within same duty day Periodic Inspections & Customer Complaints

2.1. Non-SS Items. The Government reserves the right to inspect all other tasks required under this PWS at the discretion of the FC/FD, CO, and/or the COR.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. The government shall provide, without cost, the facilities, equipment, materials, and/or services listed…