Supplemental Housekeeping PWS_ revised.pdf

DEPARTMENT OF VETERANS AFFAIRS

SUPPLEMENTAL HOUSEKEEPING SERVICES

PERFORMANCE WORK STATEMENT

1. INTRODUCTION/BACKGROUND:

1.1. The Kansas City VA Medical Center (KCVAMC) has a requirement for aseptic cleaning services at several locations within the Kansas City area. The Contractor shall have knowledge of and ability to perform these services in a medical setting. All labor, supplies (excluded supplies in paragraph 1.1.2) and equipment shall be furnished by the contractor during contract performance. Personal Protective Equipment (PPE) shall be provided by the contractor on an as needed basis (see attachment for guidelines regarding wear of PPE).

1.1.1. The contractor shall furnish all supplies for the Kansas City VA Medical Center building, Excelsior Springs CBOC, Paola CBOC, and Radiation Oncology.

1.1.2. Government shall provide hand soap and hand sanitizer cartridges for all wall mounted dispenser systems as well as expendable paper products for use in restrooms such as paper towels, bath tissue and feminine hygiene products.

1.1.3. The list of current supplies and approved chemicals are found in Appendix A.

1.2. This is a Performance-based work statement (PWS). The requirements are stated in terms of desired results with associated quality standards. cleaning services shall be performed in a manner that will present a safe, clean, neat and professional appearance in all areas serviced and shall meet all The Joint Commission (TJC) standards, National Environmental Cleaning Standards, other regulatory agencies Healthcare Standards and facility requirements.

2. OBJECTIVE:

2.1.The objective is to optimize facility cleanliness and safety in support of KCVAMC’s mission of providing quality healthcare in a safe, hygienic and aesthetically pleasing medical facility. Due to the ongoing national pandemic the Contractor may have the risk of exposure to COVID-19 while providing services at KCVAMC facilities. In the event that a contract employee is exposed to or tests positive for COVID-19 the Contracting Officer Representative (COR) must be notified immediately. Upon notification Occupational Health will be informed if added information is needed. The Contractor shall provide cleaning services that prioritize removal of all soiling, stains, marks, scuffs and other foreign material while also enhancing infection control by disinfecting all surfaces. This includes sweeping, mopping, stripping, waxing, burnishing, steam cleaning, vacuuming and or shampooing and extraction of carpets, high/low dusting, cleaning restrooms, washing walls, cleaning grout, cleaning sinks, and removal of trash and general housekeeping duties in a hospital setting, as outlined in section 21 - Quality Control Monitoring.

3. PERIOD OF PERFORMANCE:

3.1. Period of performance will be for one (1) base year period, four (4) optional periods and one (1) six-month extension of service, if needed. The contractor is required to perform work on Federal holidays.

3.2. Hours of Operation: The contractor is required to provide housekeeping services seven (7) and five (5) days a week as specified at various locations throughout the Kansas City VA facilities.

3.2.1. Seven (7) days a week - 7:00am – 3:30pm, 3:00pm – 11:30pm

- KCVA Bldg. 56 (2 personnel, 1 on Day Shift 1 on Evening Shift)

3.2.2. Five (5) days a week, 8:00am – 4:30pm

- Excelsior Springs CBOC (1 personnel, Evening Shift)

- Paola CBOC (1 personnel, Evening Shift)

- Radiation Oncology (1 personnel, Evening Shift)

- KCVA Bldg. 15 Upper (1 personnel, Dayshift)

- KCVA Bldg. 15 Lower (1 personnel, Dayshift)

- KCVA Bldg. 2 (1 personnel, Dayshift)

- KCVA Bldg. 6, 40, Bldg. 3 (1 personnel, Dayshift)

- KCVA Basement, 1st Floor, 2nd Floor Bathrooms (3 personnel, Dayshift)

- KCVA Basement, 1st Floor, 2nd Floor Bathrooms (1 personnel, Evening Shift)

3.3. Contractor Areas of Responsibility. See table 1 below.

Contractor Areas of Responsibility Sq Ft

Housekeeping Svc – KCVA Bldg. 56 (Liberty Bldg.)

4801 Linwood Blvd. Kansas City, MO 66204 21,747 sq. ft.

Housekeeping Svc – Excelsior Springs CBOC 197 South McCleary Road, Excelsior Springs, MO 64024 10,572 sq.ft.

Housekeeping Svc – Paola CBOC 501 South Hospital Drive, Paola, KS 66071 4,723 sq. ft.

Housekeeping Svc – Radiation Oncology 10500 Mastin Street, Overland Park, KS 66207 7,042 sq. ft.

Housekeeping Svc – KCVA Bldg. 15 (Floors 5-8) 4801 Linwood Blvd. Kansas City, MO 66204 21,645 sq. ft.

Housekeeping Svc – KCVA Bldg. 15 (Floors sub-basement -4) 4801 Linwood Blvd. Kansas City, MO 66204 30,240 sq. ft

Housekeeping Svc – KCVA Bldg. 2 4801 Linwood Blvd. Kansas City, MO 66204 16,466 sq. ft.

Housekeeping Svc – KCVA Bldg. 6, 40, 3 4801 Linwood Blvd. Kansas City, MO 66204 53,395 sq. ft.

Housekeeping Svc – KCVA Restrooms, Floors B, 1, 2 4801 Linwood Blvd. Kansas City, MO 66204 4,582 sq. ft.

TOTAL HOUSEKEEPING SQ. FT

170,412 sq. ft. (Sq to be cleaned is 145,529 sq. ft.)

Table 1 – Contractor Areas of Responsibility

KCVA Restroom Locations:

Basement: MB-223, MB-230, MB-244, MB-245, MB-434, MB-494, VB-612, VB-634, VB- 636.

1st Floor: F1-127, F1-127A, M1-206, M1-207, M1-360, M1-365, M1-319A, M1-321, M1- 420, M1-422, M1-523, M1-525, V1-714, V1-715, V1-642B, V1-642C.

2nd Floor: F2-155, M2-214, M2-216, M2-252, M2-257, M2-418A, M2-422, M2-436A, M2- 436B, M2-459C, M2-456, M2-473A, M2-475, M2-507, M2-508, M2-511, M2-522, M2- 523, M2-517, M2-557A, V2-641, V2-643, V2-645, V2-749A, V2-751A.

4.Type of Contract: Firm Fixed Price

5. MAJOR REQIREMENTS:

5.1 Description of Service: 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, equipment, and materials to include but not limited to all cleaning supplies, chemicals and cleaning equipment (High Efficiency Particulate Air (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 cleaning and housekeeping services are performed at a healthcare level of aseptic cleanliness.

6. BASIC CLEANING SERVICES:

6.1. The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the internal quality assurance documents (e.g., bed logs, restroom logs, detail sheets, etc.). The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. This includes but not limited to exam rooms, bathrooms, staff break rooms, kitchenettes, breakrooms, lobbies, work rooms and offices. All cleaning and disinfection will be accomplished with the use of Environmental Protection Agency (EPA) approved hospital grade germicidal solutions.

6.1.1. Floor Cleaning: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, spray buffed or refinished as needed, to ensure they have a uniform, glossy appearance and free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, wall/floor edges, furniture, trash receptacles (inside and out), etc. shall also be clean. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All items moved shall be returned to their original and proper position.

6.1.2. Floor cleaning Safety: Floor cleaning shall be performed in a way that ensures safety of facility staff and patients. Special precautions are taken to prevent any hazards to patients or staff from equipment used in corridors, waiting rooms and entrances.

Stripping and/or refinishing shall be performed in all areas that require it to return the hard-surface floors to a clean state, free of buildup, dirt or black marks and with a gloss which is acceptable to the government.

6.1.3. Sweep and Mop Floor: After sweeping and mopping, the complete floor surface including all edges, corners, baseboards, under floor mats and main floor spaces, including grout, shall be free from litter, dirt, dust, debris, scuff marks and foreign matter.

Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, refinished, etc., and as necessary to maintain Sanitary conditions and a clean, uniform appearance.

6.1.4. Carpet Care: Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, gum, spots, stains, soil, and other foreign matter.

Spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and ravels shall be brought to the attention of the COR.

Bonneting, shampooing and extracting of carpets shall be performed as needed to return the carpets to a clean state, free of soiled areas and acceptable to the government.

6.1.5. Walk-Off Mats and Runners: Vacuum all interior and exterior floor mats. Mats and runners free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

6.1.6. Ceiling and Light Fixtures: Ceiling areas free from dust, cobwebs/spider webs and other debris. Clean exterior and interior of light fixture to ensure free of all soil, stains, dead insects, deposits, and cleaning chemical residues.

6.1.7. Walls: All wall surfaces, including cove bases, visibly clean, free of dust, grit, lint, soil, cobwebs, graffiti and marks caused by furniture, equipment or staff. Light switches, outlets, data points visibly clean, free of dust, dirt, tape, fingerprints, and other marks to include all fixtures and items attached to the walls.

6.1.8. Doors: Doors free of dust, marks, smudges, and graffiti. Door glass and side glass panels free of dust, smudges, tape, posters, streaks, and water spots on both sides. Metal push and kick plates, and door hardware present a clean appearance with a uniform luster. Door tracks and door jambs free of grit and other debris.

6.1.9. Elevators: Elevator doors shall be free of deposit stains, streaks, debris, spots, smudges, scale, and other obvious soil. Door tracks and door jambs free of grit and other debris. Elevator buttons and rails shall be disinfected. All metal surfaces have a uniform finish and shall be clean and free of spots and streaks.

6.1.10. Stairwells: Stairwells, risers, steps, rails, walls and ceilings shall be free of dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, other foreign matter and obvious soil. All landings shall be clean and refinished as needed in order to restore them to a clean, dust free appearance.

Stairwell Locations:

Freedom Building (8 Floors): S14, S20 Main Building (11 Floors): S1, S2, S3, S4, S5, S6, S13, S19, S21 Valor Building (5 Floors): S16, S17, S18, S24

6.1.11. Clean Interior Glass/Mirrors: Clean all interior glass surfaces, partitions, display cases, directory boards, including all windows (atrium, tempered glass atrium railings, office, revolving glass doors, glass inserts etc.). Glass doors, such as at entrance foyers and in other areas shall be cleaned inside and out including all frames, tracks and ledges. When complete a with glass surface cleaning, there shall be no traces of film/streaks, dirt, smudges, water, or other foreign matter.

6.1.12. Curtains and Blinds: Standard: Blinds, curtains, and shades, including the cords, tapes, and corniced housings shall be free of all dust, soil, lint, stains, and cobwebs. Blinds and coverings that are not operating properly are reported to the COR for repair. If privacy curtains are soiled and need to be replaced, please communicate the room number to the EMS Supervisors, and Environmental Management Services (EMS) staff will perform placement of the curtains.

6.1.13. Drinking Water Fountains: Clean and disinfect all porcelain, plastic and polished metal surfaces, including the drinking spout, orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of deposit stains, streaks, mineral build-up, debris, spots, smudges, scale, and other obvious soil. All metal surfaces have a uniformly bright finish.

6.1.14. Ice Machines: Clean and disinfect all ice machine surfaces, including but not limited to ice dispenser, drain, as well as exterior surfaces. Shall be free of deposit stains, streaks, mineral build-up, debris, spots, smudges, scale, and other mineral build-ups. All metal surfaces have a uniformly bright finish. Sign off on any log sheets associated with this cleaning process.

6.1.15. Surfaces/Spot Cleaning: All horizontal and vertical surfaces from floor to ceiling (including but not limited to partitions, vents, corners, crevices, moldings, ledges, hand rails, grills, doors, door handles, door knobs, door frames, push bar, kick plates, light switches and covers, temperature controls, bedside phones, remotes, etc.), unless expressly exempted, shall be rendered free of dust, lint, smudges, streaks, spots, hand marks, oil, dirt, soil substances, encrustation, and any foreign matter and present a clean appearance upon completion of the deep clean. Cabinets and desks covered with papers, personal items, computers, and keyboards are exempted. All wheels, casters, bases (bottom) and frames of chairs and beds shall be free from dust and soil upon completion of the cleaning process.

6.1.16. Furniture: All furniture shall be free of dust, dirt, spillages, stains and spots. As part of the cleaning all furniture shall be moved as required except for furniture as listed in 6.1.15 above (Cabinets and desks covered in papers, personal items, computers and keyboards).

6.1.17. 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 cleaning process.

6.1.18. Waste Liner Replacement: Waste receptacles shall be lined with serviceable, properly fitting, and appropriately colored plastic waste liner upon completion of the cleaning process.

6.1.19. Plants: The KCVAMC has a separate contract for plants. No services are required or permitted for plants on the premises.

6.1.20. Exam/Procedure Rooms: Completely clean and disinfect all surfaces of exam/procedure rooms using an EPA approved germicidal disinfectant. All horizontal surfaces and furniture shall be free of dust, dirt, spillages, stains and spots. Floors shall be cleaned and treated as required depending on flooring type which may include scrubbing, steam cleaning, extracting or refinishing as needed to ensure the flooring is aseptically and aesthetically clean.

6.1.20.1. Exam Table Cleaning: Completely clean and disinfect all surfaces of the exam tables using an EPA approved germicidal disinfectant. Exam tables shall be left clean and free of foreign matter. Exam tables shall be moved to perform cleaning and restorative work to the floor as needed.

6.1.21. Waiting Rooms: Completely clean and disinfect all surfaces of waiting rooms using an EPA approved germicidal disinfectant. All furniture shall be free of dust, dirt, spillages, stains and spots. Floors shall be cleaned and treated as required depending on flooring type which may include scrubbing, steam cleaning, extracting or refinishing as needed to ensure the flooring is aseptically and aesthetically clean. Furniture will be in place per the Interior Design Waiting Room Furniture plans.

6.1.21.1 Textile Services: For all patient discharges, the bed will be made with a replacement of fitted linens, sheets, pillowcases, and blanket comforter. The used linen will be sent to be laundered.

6.1.21.1. Terminal Clean and Two Step Cleaning Waiting Rooms:

6.1.21.2. Terminal Clean. Method used in healthcare environments to control spread of infections by removing detachable objects from the room, cleaning lighting & air duct surfaces in ceiling and cleaning downward to floor from window to door. Removed items must be disinfected and sanitized prior to returning to inside room. Protective gear is required and must conform to OSHA/CDC bloodborne pathogen standards that requires an impermeable barrier between worker and pathogen. This Personal Protective Equipment (PPE) will depend on the patient’s confirmed or suspected organism and the proper PPE required for cleaning can be obtained from the clinical staff.

6.1.21.3. Two-Step Cleaning:

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

Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation. The physical action of scrubbing with EPA approved disinfectants 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.

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

6.1.22. Restroom/Locker Rooms Cleaning Services: The Contractor shall accomplish all cleaning tasks listed in requirements 6 – 6.1.26 of this PWS to the acceptable standard of cleanliness as listed in the requirement.

6.1.23. Restroom and Shower Cleaning: Completely clean and disinfect all surfaces of vents, sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, doors, walls, dispensers’ floors, grout and other surfaces, using an EPA approved germicidal disinfectant. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. 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.

6.1.24. Descale Showers, Toilet Bowls, and Urinals: Descaling shall be performed to remove all scale, soap films, minerals and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

6.1.25. Stock Restroom Supplies: At the conclusion of the 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 clean (Dispensers should be ¼ full or in excess of 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. In such cases, the supplies provided to the contractor by EMS shall be returned within two weeks from the date of issuance. The government reserves the right to deduct the cost of supplies and any associated administrative fees from the following invoice when items are not returned to EMS within the designated timeframe.

6.1.26. Emergencies: Emergencies, unusual and out of line situations shall be promptly reported to the contracting officer or his/her designee. Hospital cleaning procedures provide the highest level of sanitation which decrease and eliminates the soils and organic material which can harbor pathogenic organisms and disinfects all surfaces.

This 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. The cleaning standards will be enhanced by the utilization of the most commercially acceptable equipment, cleaning chemicals and solutions, and EPA approved disinfectants to reduce the level of micro-organisms 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.

6.2. Definitions:

6.2.1. Terminal Clean. Method used in healthcare environments to control spread of infections by removing detachable objects from the room, cleaning lighting & air duct surfaces in ceiling and cleaning downward to floor from window to door. Removed items must be disinfected and sanitized prior to returning to inside room.

6.2.2. Two-Step Cleaning:

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

Cleaning removes organic matter, salts, and visible soils, all of which interfere with microbial inactivation. The physical action of scrubbing with EPA approved disinfectants, 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.

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

6.2.3. Terminal Clean Disinfectants.

6.2.3.1. Disinfectants: Must meet EPA’s criteria for use against SARS-CoV-2, the virus that causes COVID-19.

7. CONTRACTOR FURNISHED ITEMS: The Contractor shall furnish all cleaning/maintenance equipment and supplies (except excluded items listed in paragraph 1.1.2.) required to complete all phases of the job requirements.

7.1 Specifications: Contractor equipment shall meet the specifications listed below and shall comply with the Occupational Safety and Health Administration (OSHA) Standards, Fire Protection Agency (NFPA) 99 Health Care Facilities Code, National Fire Protection Agency (NFPA) 1 Fundamental electrical safety requirements in the Fire Code, and NFPA 70 National Code.

7.2. Approval of Equipment and Materials: All Contractor proposed equipment must conform to applicable technical provisions and specifications contained herein.

Materials shall comply with Government fire and safety regulations. No materials bearing an Interstate Commerce Commission (ICC) red label shall be used. Proposed material and equipment for which specifications are not provided herein must be of the highest commercial quality and must be of a suitable type or grade for the required housekeeping task. This list shall be a part of the Contractor's instructions and procedures manual. Any new item of material, or equipment shall be submitted to the CO or COR for review prior to use in the VA.

7.3. Products: All cleaning products and disinfectants shall be provided by the Contractor but shall be the same or equal to what the Government is currently using (if applicable) and shall be currently registered with the Environmental Protection Agency (EPA) if required and government approved, and shall comply with Executive Order 13693, Planning for Federal Sustainability in the Next Decade

7.4. Abrasives: Steel wool, abrasive metal cleaners, or any other cleaning supplies or equipment, which could cause damage to Government property, shall not be used.

7.5. Stripping Compound: All floor finish removers shall be low odor and effective for removing the finishes currently in use by the Government and be approved by the Government for use in the facility.

7.6. Liquid Floor Finish: All floor finish shall be provided by the Contractor but shall be equal to or the same as what the Government is currently utilizing and shall be appropriate for the flooring type it is being applied on, have some built in slip resistance and meet the Government’s approval.

https://www.epa.gov/coronavirus/how-does-epa-know-products-list-n-work-sars-cov-2

7.7. Shampoo Carpet, Wet: All carpet cleaning products, and EPA approved disinfectants shall be provided by the Contractor but shall be the same as or similar to what is currently in use by the Government and shall be Government approved.

7.8. Bowl Cleaner Liquid-Type: All cleaning products and EPA approved disinfectants shall be provided by the Contractor but will be the same as or similar to what the Government is currently using, and Government approved.

7.9. Oil-based treatments are not allowed: Oil (petroleum) based treatments are not recommended for use in healthcare facilities and will not be used in this cleaning process. Use of Lemon Oil for wooden furniture or citrus based cleaners for cleaning is not specifically prohibited but must be use within manufacturers recommendations and not in direct patient care areas.

8. EQUIPMENT STANDARDS:

8.1. Sanitation: All equipment introduced into the VA shall be in proper working order, as specified by the equipment manufacturer, and shall be cleaned with an EPA approved disinfectant free of soil prior to introduction into the VA. All equipment removed from a designated use area shall be cleaned with an EPA approved disinfectant prior to its removal from and reintroduction into the area. Equipment must be kept clean and in good working order throughout the term of the contract.

8.2. Electrical Equipment: All electrically operated equipment shall be equipped with industry standard noise reduced operating motors, be third wire grounded, and be equipped with 45 to 60 feet (standard distance between electrical outlets in corridors) of Underwriters Laboratories (UL) approved three conductor cord. The cord shall be permanently attached to the machine. The Contractor's equipment shall be compatible with existing sources of Government furnished electrical power.

8.3. Safety and Inspections: The Contractor's equipment shall be in good repair and shall comply with all Government safety standards and all Joint Commission on Accreditation for Healthcare Organizations/The Joint Commission (TJC) standards for all Contracted Area electrical equipment. Any equipment, which the COR considers in disrepair or unsafe shall be removed from the VA and replaced with equivalent equipment that is in good repair and meets the specifications contained herein.

8.4. Bumper Guards: All wheeled and movable equipment shall be equipped with protective, non-marking wheels and rubber bumpers or guards around the entire perimeter, except for fiberglass trash receptacles. No part of the equipment, except handles, shall protrude beyond the rubber bumpers. Bumpers and guards shall be maintained in good repair at all times. Equipment with improper bumpers or guards shall be removed from service immediately and shall not be used until repaired. Any repairs to Government property required as a result of improperly protected equipment shall be made at the Contractor's expense.

8.5. Cloths, Impregnated Dusting and Sweeping: All cleaning equipment, shall be provided by the Contractor but shall be at the commercially acceptable industry standard for healthcare use and approved by the Government.

8.6. Vacuum Cleaners: All vacuum equipment shall have a hospital use, micro static, impaction-type filtration system, HEPA-filters which filters out dust and bacteria particles larger than 0.3 microns. New micro static impaction filters and disposable paper filter bags shall be installed in micro static vacuums no less that every 30 calendar days and more frequently, as determined by use conditions or by the COR.

8.6.1. The angle of exhaust system shall be at least 15° above the horizontal. Dry vacuum cleaners shall be commercial type, ⅔-cubic foot capacity, or ½-bushel, with micro static, impaction-type exhaust air filter. Upright vacuums shall be heavy duty and have a motor-driven beater brush. Backpack vacuum units, used in stairwells, and wet vacuums, used as components of combination scrubbers, are exempt from the above requirements.

8.7. Floor Polishers: All cleaning equipment, shall be provided by the Contractor but shall be at the commercially acceptable industry standard for healthcare use and approved by the Government. Floor polishers shall have a non-porous scrubbing surface to inhibit bacterial growth. Rotary floor polishing, buffing, and scrubbing machines shall be equipped with new brush or pad drive assemblies made of non-porous materials and disinfected prior to being introduced into the VA.

8.8. Carpet Shampooer/Soil Extractor: Shampooers, extractors, steam cleaners shall be a commercial type, upright design, with agitator brush and motor, storage tank, compressor, dispenser, and shall have positive action vacuum.

8.9. Combination Scrubber-Vacuum Machines: Combination scrubber-vacuum machines shall be battery powered; motorized units designed for use in large public areas.

8.10. Wall Washing Machines: Wall washing machines shall have a minimum capacity of four gallons with double tanks and a pump type pressure sprayer for use in wall washing with an EPA approved disinfectant. Methods must be approved prior to use by

COR.

8.11. Housekeeper's Carts: Housekeeping carts shall have a low platform for mop buckets, mop wringer, and other gear, with compartments for tools and cleaning supplies, trash collection device and lockable. Mops shall fit on the cart, so mop heads do not protrude above the top of the cart. Carts shall fit in assigned storage closets.

Housekeeping Area Closet (HAC) dimensions, doorway dimensions.

8.12. Waste Collection Containers: Collection containers shall be rigid with a smooth interior finish and shall be equipped with a snug fitting cover and hard rubber, non-marking, silent-running casters. All trash containers shall meet Government fire regulations. Waste carts shall be of such size that they do not block passageways or prevent building evacuation.

8.12.1. Liners for Trash Receptacles: Contractor shall provide all cleaning products, and equipment and it shall be approved by the Government prior to use.

8.13. Mop Buckets: Mop buckets may be either single or double compartmented and shall be constructed of a non-porous, acid resistant, seamless material (microfiber or string mop systems).

8.14. Tool Handles: All mops, brooms, and sweeping tools, which are equipped with handles of over 48 inches in length, shall be capped with non-marking rubber, vinyl, or plastic tips to prevent the marking or scarring of walls or other surfaces in the VA. No wooden handles or natural fibers are permitted for use.

8.15. Signs: All signs should be wiped down with EPA approved germicidal wipes only.

8.16. Handling of Supplies and Equipment: Specific routine infection control requirements are as follows:

8.17. Cleaning Chemical Containers: All containers of cleaning chemicals and similar products shall be marked with a factory label, to identify contents, and any other labels shall be removed or defaced. Materials bearing Department of Transportation red labels shall not be used.

8.18. Equipment: Contractor furnished equipment not in immediate use shall be stored in designated storage areas provided by the Government.

8.19. Supplies (e.g., toilet paper, paper towels, hand soaps, and EPA approved disinfectants) shall be transported in carts designed for supply movement (e.g., housekeeping carts), not in trash barrels, nor mop buckets. All materials not immediately in use shall be properly stored in designated storage spaces provided by the Government.

8.20. Safety Data Sheets (SDS). A safety data sheet (SDS) also known as material safety data sheets (MSDS) shall be provided for each material utilized in the performance of this contract. The Contractor shall document employee training on the proper use and disposal of each item. SDS are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a Government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the Contractor within 14-days of contract performance start date. Failure to provide SDSs when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

9. PERSONNEL MANAGEMENT:

9.1. Key Personnel/Supervision: The contractor shall provide sufficient management to ensure that this task is performed efficiently, accurately, on time, and in compliance with the requirements of this Performance Work Statement. Specifically, the contractor shall designate a Project Manager to oversee this task and supervise staff assigned to this task. The contractor shall provide sufficient contract service providers experienced in the conduct of similar hospital operations. Key personnel consist of the site supervisor and project manager. The Housekeeping Supervisor shall be capable of temporarily assuming Project Manager duties during his or her absence.

9.2. Project Manager: The contractor shall provide a Housekeeping Project Manager and Supervisor to serve solely at the Kansas City VAMC and satellite sites. The Housekeeping Project Manager and Supervisor shall serve as the onsite management team and represent the contractor in performing all duties to ensure compliance with the provisions of the contract. The Housekeeping Project Manager will coordinate with COR on all daily operation issues.

9.3. Certification and Experience Requirements: The Housekeeping Project Manager and Supervisor shall possess one of the following within 12 months of contract award: Certified by the Association for the Healthcare Environment (AHE) as a Certified Healthcare Environmental Services Professional (CHESP) or the International Executive Housekeeper's Association (IEHA) as a Certified/Registered Executive Housekeeper (C/REH). All certifications shall be submitted within 14-days of contract award and maintained active and current throughout the term of the contract. The Housekeeping Project Manager and Supervisor shall possess a minimum of five years housekeeping experience with a minimum of two years of specific hospital housekeeping experience.

9.4. Availability of Key Personnel: The Housekeeping Project Manager and Supervisor shall be available to meet with the CO/COR on site during agreed upon work hours within one hour of notification. The contractor shall provide the CO/COR phone numbers for the Housekeeping Project Manager and Supervisor during duty and non-duty hours (to include evenings, holidays, and weekends). After duty hours, the Housekeeping Project Manager and Supervisor shall be available on site within two hours of notification.

9.4.1. Roster: The Contractor shall establish a roster of Contractor employees for use during the contract period. The roster shall list the name and job title of each Contractor employee. The Contractor shall provide a copy of the personnel roster and changes thereto to the COR. The contractor shall submit updates to the written updated personnel roster to the COR each month until the end of the contract period.

9.5. Discipline: The Contractor shall maintain satisfactory standards of the Contract employee’s competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to the personnel as may be necessary.

The contractor shall ensure personnel do not disturb papers on desks, open desk drawers or cabinets, or use government telephones, except as authorized. The Contractor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government. The Contractor shall furnish to the CO or COR, a written report of disciplinary action taken in those instances where an infraction of a Government regulation has been reported and substantiated.

Termination of employees that violate confidentiality (patient and staff), privacy, safety, security, EEO, media/photo (i.e. cannot take photos or voice record), patient abuse and customer service violations. Contractor shall be aware and abide by HIPPA to ensure patients privacy is maintained.

9.6. Employee Schedules: The Contractor shall prepare and maintain employee schedules for all Contractor employees to ensure that VA internal security is maintained (i.e., determine if personnel are scheduled to work). A copy of each schedule shall be furnished to the COR for review one week prior to the beginning of the period covered by the schedule. The onsite working supervisor shall mobilize between each site to ensure adequate supplies; quality assurance and sanitation compliance are being met.

Changes to employee schedules shall be provided to the COR as they occur.

9.7. Man-hour Reports: The contractor shall submit a written man-hour report to the COR not later than the 5th calendar day of each month. The man-hour report shall include the total number of hours worked by direct labor Contract personnel during the previous month. Direct labor is the Contract Personnel who are directly involved in the production of goods or services. Indirect labor is Contract Personnel (such as supervisors, administrative support, quality control, etc.) who do not directly produce goods or services, but who make their production possible or more efficient.

9.8. Communication: All Contractor employees, who must communicate with the COR and all Contract employees must be able to read, write, speak, and understand the English language to ensure the effective administration of this contract and accurate ordering of work.

9.9 Standards of Conduct: While on duty and executing the specifications of this contract, Contractor employees are prohibited from using and/or possessing alcohol, non-prescription drugs, and firearms. Non-compliance with this requirement, confirmed by the COR, shall be grounds for immediate removal of the Contractor employee from the VA and baring the individual from performing further work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA’s mission.

10. Uniforms: All employees shall wear Contractor provided standard uniforms, including pants, shirts, skirts, blouses, and/or dresses, which are clearly distinguishable from other VA uniforms currently in use. The uniforms shall be worn as designed by the uniform manufacturer Uniforms shall be neat, clean, and in good repair, and have a badge or monogram with the contractor's name on it. Contract staff shall wear contractor-provided approved uniforms at all time while performing housekeeping duties except when working in areas requiring government-furnished surgical garments.

Sandals or other open-toed shoes shall not be worn.

11. Identification Badges: All Contractor Personnel requiring access to the VA shall obtain employee identification badges and vehicle passes required by the Government.

Prior to the start of this contract the Contractor shall submit to the COR the names of all personnel employed in performing this contract and all information required to prepare identification badges for all Contractor personnel. The Government will issue these badges without charge to the Contractor. However, a charge will be required for each replacement badge issued as a result of abuse or loss. Contractor employees shall wear the Government furnished badge on the front of their outer clothing and above the waist except for protective clothing. When an employee leaves the Contractor's employment, the Contractor shall return all identification badges and passes of the employee issued by the Government to the COR or security personnel within five working days after termination of their employment. Due to the time required for the various Agencies involved in the background check for badge issuance to work at a federal facility the Contractor shall provide a pool of potential candidates as soon as practical after contract in order to ensure that after award the Contractor has enough staff available to assume all of the duties contained herein in this Performance Work Statement. The Contractor must ensure to update that pool periodically if the Contractor experiences attrition in order to ensure the Contractor has a sufficient workforce to fully complete all tasks and assignments as outlined in this Performance Work Statement on a consistent basis throughout the life of this contract.

11.1. All personnel shall display identification badges, except for protective clothing, to be worn over their own clothing which shall include the employee's full name and Contractor's full name.

11.2. The contractor personal shall comply with agency personnel identification verification procedures when the contract personnel is required to have physical access to a federally controlled facility.

11.3. The contractor will comply with the identification badge access process that is currently in place. No contractor will work without having the proper identification badge. If a contract personnel no longer work for the Contractor, the identification badge must be turned in to the COR or Security Personnel within 5 working days of termination of employment. An e-mail communication will be sent to the CO when a contract personnel leaves employment with the Contractor.

12. Protective Clothing: When required the Contractor personnel shall don Personal Protective Equipment (PPE) and shoe covers while working in designated areas. They shall be used as specified and then destroyed, as directed by the COR.

13. Personal Hygiene: Contractor personnel shall be clean, free of odor and wear a clean uniform at all times when in patient care and public areas. Fingernails shall be clean and free of dirt, and hair shall be neatly trimmed and combed.

14. SAFETY:

14.1. Work Methods: All work performed in delivering the services specified in this contract shall comply with applicable Federal, State, and local safety regulations. The Contractor shall have a working knowledge of the following codes, standards, recommended practices, and manuals.

14.1.1. Accreditation Manual for Hospitals developed by the Joint Commission on Accreditation of Hospitals/The Joint Commission (TJC), current edition.

14.1.2. Public Law 91-596, Occupational Safety and Health (OSHA) Act of 1970 and current amendments

14.1.3. National Fire Codes and Standards pertaining to the health care field developed by the National Fire Protection Association, current listings

14.1.4. National Safety Council Accident Prevention Manuals pertaining to the health care field, current edition

14.1.5. American National Standards Institute standards pertaining to the health care field

14.1.6. VA Disaster Control Plan – The VA’s 4th Mission VHA Office of Emergency Management Home (va.gov); 00-001S-003 Emergency Operations Plan (EOP).docx (sharepoint.com)

14.1.7. Safety Data Sheets (SDS) with staff training.

14.1.8. In addition, Contractor employees shall:

Receive instruction in appropriate safety measures and cleaning methods to be used for blood pressure monitors, exam tables, geriatric chairs, and ensure staff applies work safety and good body mechanics for health care environment.

Not place mops, brooms, electrical cords, hoses, machines, and other equipment in traffic lanes or other locations in a manner that creates a safety hazard.

Display warning signs in all areas where housekeeping operations may cause traffic obstruction or hazard to patients, staff personnel, or visitors Interrupt their work at any time to allow the passage of patients, staff personnel, visitors, equipment, or carts.

Use parallel wet mopping or cleaning procedures when the cleaning of public traffic areas (e.g., lobbies and corridors) may result in a temporarily wet or slippery floor surface. Contractor employees shall accomplish floor cleaning such that at no time will it https://www.va.gov/vhaemergencymanagement/ https://www.va.gov/vhaemergencymanagement/ https://dvagov.sharepoint.com/:w:/r/sites/KCVAPolicy2/_layouts/15/Doc.aspx?sourcedoc=%7BE5933B2D-1251-4129-948F-711CBE6230EB%7D&file=00-001S-003%20Emergency%20Operations%20Plan%20(EOP).docx&action=default&mobileredirect=true&DefaultItemOpen=1 https://dvagov.sharepoint.com/:w:/r/sites/KCVAPolicy2/_layouts/15/Doc.aspx?sourcedoc=%7BE5933B2D-1251-4129-948F-711CBE6230EB%7D&file=00-001S-003%20Emergency%20Operations%20Plan%20(EOP).docx&action=default&mobileredirect=true&DefaultItemOpen=1 be necessary for patients, staff personnel, or visitors to cross a wet floor to gain access to other areas of the VA. Contractor employees shall accomplish cleaning of high traffic areas before or after regular working hours, including passageways and outpatient Contracted Areas waiting areas. Whenever this is not possible only half of the corridor will be mopped at a time. Contractor employees shall display warning signs, as required in paragraph 14 above.

Wear PPE and/or equipment when handling, pouring, or working with substances, which may expose the employee to injury and/or occupational illness.

Cleaning of mop heads shall not be accomplished on the VA premises. All mop heads shall be treated as if contaminated.

No supplies shall be left unattended and should be kept locked up when not in use.

Supplies to be stored not higher than 18 inches from ceiling sprinklers.

14.2. Failure to comply with safety directives: If the Contractor fails or refuses to promptly comply with applicable safety directives, the COR may issue an order stopping all work until satisfactory corrective action has been taken by the Contractor. None of the time lost as a result of such a workshop order shall be made the subject of a claim for extension of time or for excess costs or damages to the Contractor.

14.3. Accident reporting: The Contractor shall report all occupational exposures and all accidents resulting in injury or occupational disease to the COR. All accidents shall be reported as soon as possible after occurrence. The COR may require the Contractor to complete certain forms to document exposures and/or accidents. The Contractor shall complete these forms promptly, at no additional cost to the Government.

14.4. Emergency treatment: The Government will furnish only emergency first aid treatment to Contractor employees who may suffer on-the-job injuries. All emergencies shall follow hospital code procedures (code blue) and dial 15555. All off-site emergencies located at CBOC sites shall dial 911 for medical assistance. The Contractor shall be responsible to ensure that their employees coming to the worksite will receive the information required above. The Contractor shall be responsible to ensure their employees providing work on this contract are fully trained and completely competent to perform the required work.

15. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

15.1. Storage Areas: The Government will provide the space (i.e., facilities) for the contractor's use as supply and equipment storage spaces, including housekeeping closets. No alterations shall be made to these facilities. Upon completion or termination of the contract, the contractor shall return all Government furnished facilities and furnishings in the same condition and quality as received, fair wear and tear excepted.

15.2 Utilities and Services: The Government will furnish the following utilities and services as may be required to perform work under the contract at no cost to the contractor. Utilities will be provided at existing outlets and will include electrical power, water, and sewers.

• All repairs to the facility not due to the Contractor’s negligence.

• Removal of trash and waste from bulk storage containers (e.g. dumpsters).

• Insect and rodent control services.

• Security police and fire protection services, including all applicable telephone numbers.

15.3. Supplies, Materials, and Equipment. The government will provide the following materials to be used by the Contractor only in performing the services required by this contract:

15.3.1. Keys: The Contractor will be provided keys through the key tracker system at Kansas City VAMC or allowed access to all rooms requiring housekeeping services.

The Government may choose to accompany Contractor personnel when in certain secured areas. Keys provided to the Contractor shall not be duplicated or removed from the VA premises. The Government at the Contractor’s expense shall replace any keys lost by Contractor personnel. In the event a master key is lost or duplicated, all locks and keys on that lock system will be replaced by the Government, and the total replacement cost will be deducted from the monthly payment due to the Contractor. If a key to a single area is lost, the Government will replace the lock for that area, and the total replacement cost shall be deducted from the monthly payment due to the Contractor. Written procedures covering key control will be included in the Contractor's instructions and procedures manual. The Contractor shall immediately report the occurrence of a lost key to the COR. Off-site facilities, keys will be issued by designated official.

15.3.2. Securing Spaces: Contractor employees shall not allow anyone to use any key in their possession. They shall not open locked areas to permit entrance by persons other than Contractor employees performing assigned duties. All areas that are to be locked shall not be left unattended during the cleaning process and shall be relocked by Contractor personnel after completion of housekeeping duties. Contractor personnel shall turn off all lights in all unoccupied areas.

15.3.3. Supplies. The government will furnish all C-size batteries and D-size batteries.

Government will furnish hand soap and hand sanitizer for all wall mounted dispenser systems as well as expendable paper products for use in restrooms such as…