HEC PWS_27 June 2025.docx

DHA Enterprise HEC PWS v1.2 (6 Nov 2024)

Healthcare Environmental Cleaning & Linen Laundry Non-Personal Services Performance Work Statement

U.S. Army Health Clinic-Vicenza

TABLE OF CONTENTS

Part 1: Scope Part 2: Definitions Part 3: Items Available For Contractor Use Part 4: Contractor Provided Items And Equipment Part 5: Specific Tasks Part 6: Other Terms, Conditions And Provisions Part 7: Applicable Publications Part 8: Performance Reporting And Deliverables Exhibit A: Cleaning Requirement Report

PART 1

1. Introduction. The Defense Health Agency (DHA, Agency, or Government) supports the delivery of integrated, cost effective, and high-quality health services to military beneficiaries of the Military Health System (MHS). Patient care services are provided in a variety of settings within the MHS, including military clinics, hospitals, and medical centers, which are collectively referred to as Military Medical Treatment Facilities (MTFs). The DHA Enterprise requires highly specialized Healthcare Environmental Cleaning (HEC) and linen services, conforming to the highest standards of quality and complying strictly with all applicable certification requirements and with rigorous and exacting medical industry standards for maintaining an aseptic space for the administration of healthcare ranging from clinical to surgical. The Federal Procurement Data System Product and Service Code (PSC) for such specialized, aseptic “Healthcare Environmental Cleaning” services is PSC Q901.

An ability to meet run-of-the-mill “janitorial” or “custodial” services standards, PSC S201, would not be sufficient to satisfy the complex, extensive, and in most cases mission-essential requirements of the DHA Enterprise HEC.

Throughout this Performance Work Statement (PWS) and all Task Orders (TO) issued under the Contract, the following terminology will apply. The Prime Contractor’s corporate level staff, including the corporate level staff of the Prime Contractor’s teaming partners and subcontractors, will be referred to as “Contractor.” Workers performing cleaning and disinfecting duties as set forth in this contract and applicable TO(s) or providing on-site management of such cleaning and disinfecting duties, including employees of the Prime Contractor and its teaming partners and subcontractors, will be referred to as “Contractor Service Provider (CSP).” The term “Contractor Employees” refers to both Contractor Staff and CSP.

1.1. Non-Personal. The services under this contract are non-personal services and are neither inherently Governmental nor closely associated inherently Governmental. The Contractor shall supervise CSP and exercise any employer rights over the CSP performing under this contract including creating time and attendance records for corporate use, CSP appraisals, counseling/reprimand, retraining or performance improvement plans. The Contractor is solely accountable and liable for their employees and is obligated to meet all contract terms and conditions. Additionally, the Prime Contractor retains responsibility for all teaming partners or subcontractors and corporate employees and shall be accountable for their actions and performance.

1.2. Objective.

1.3. Scope. This Indefinite Delivery, Indefinite Quantity (IDIQ) Contract HEC services for the U.S. Army Health Clinic – Vicenza (USAHC-V), building 2310 and 2311. The services to be acquired are Healthcare Environmental Cleaning and Linen Laundry Services. The Government defines HEC services as, “cleanliness, disinfection and aesthetic maintenance of public and patient care spaces within Department of Defense (DoD) Military Treatment Facilities (MTFs)”. The Contractor is responsible for the performance of the entire scope of HEC and linen operations including management activities such as planning, scheduling, cost accounting, report preparation and submission, establishing and maintaining records, quality control, and performance management. The regulations, policy guidance, commercial and industry standards, and advisory recommendations cited in Part 7 of the PWS, Applicable Publications, are requirements for this effort.

1.3.1. The USAHC-V complex consists of a three-story clinic in Building 2310 and building 2311 (machine room).The USAHC-V also houses a Dental and a Veterinary clinic. Clinics and services include: acute care clinic, alcohol and substance abuse program, audiology, American red cross, behavioral health, dental clinic, education and development intervention services, immunization, laboratory, manage care, nutrition care, occupational health, occupational therapy, optometry, orthopedics, pharmacy, physical exam, physical therapy, preventive medicine, radiology, laboratory, ophthalmology /optometry, orthopedics, pharmacy, physical therapy, and radiology, and a veterinary clinic. The command suite and other administrative support functions such as: outpatient records, outpatient pharmacy, primary care unit, and specialty care clinics are located within the complex.

1.3.2. Authorized Ordering DoD Agencies. The Medical Readiness Contracting Office – Europe (MRCO-EUR) will execute and manage subsequent task orders (TOs).

1.3.3. Failure to Provide Services. If the Contractor fails to provide the procured HEC services as required, the Government reserves the right to procure such services from another source until the Contractor restores the capability to perform. When the Government exercises its right to procure these services on a temporary basis from another source, the Government will reduce subsequent payment(s) by the amount of the total cost to procure the temporary services. Consistent with applicable laws and regulations, the Government will furnish the Contractor with a copy of billing and payment information for the temporary services upon Contractor request. Additionally, the Government will document adverse past performance if this occurs and may use all available contracting remedies for unacceptable performance, including contract and/or task order termination.

1.4. General Information.

1.4.1. Ordering Period. The contract includes a 30-day phase-in ordering period followed by five (5) service ordering periods.

Phase in Ordering Period: 01 September 2025 to 30 September 2025 Ordering Period 1: 01 October 2025 to 30 September 2026 Ordering Period 2: 01 October 2026 to 30 September 2027 Ordering Period 3: 01 October 2027 to 30 September 2028 Ordering Period 4: 01 October 2028 to 30 September 2029 Ordering Period 5: 01 October 2029 to 31 August 2030

The Government may issue task orders at any time during the ordering period. Each task order will only have one Period of Performance. Task order periods of performance will end no later than 60 days after the applicable ordering period end date except for any extensions of services IAW FAR 52.217-8.

1.4.2. Performance Locations. The services shall be performed at the USAHC-V at Caserma Ederle in buildings 2310 and 2311. See Exhibit A for the types of services required, operational hours, and facility details.

1.4.3. Performance Location Operational Hours.

Normal operating hours are 7:00– 17:00 local time, Monday through Friday, except where otherwise specified in this PWS. In some areas, due to the volume of personnel, type of operation, or other considerations, cleaning shall be accomplished at times other than during normal operating hours.

1.4.4. Mission Essential Status. Services under this contract are mission essential. In the event of a planned or unplanned facility closure, full HEC services or limited HEC services may still be required in accordance with policy cited in DFARS Subpart 237.76, Continuation of Essential Contractor Services.

1.4.5. Holidays. U.S. Federal Holidays are planned facility closures. The Contractor is not required to perform services on U.S. Federal Holidays. Some of these dates will move due to the day of observance. In general, federal holidays falling on a Saturday are observed on the preceding Friday whereas holidays falling on a Sunday are observed on the following Monday. The following is a list of legal U.S. federal holidays as referred to elsewhere in the contract and PWS:

The following is a list of legal Italian holidays as referred to elsewhere in the contract and PWS:

1.4.5.1. The contractor shall provide services on Italian holidays with the exception of 1 January, New Year's Day and 25 December, Christmas Day.

1.4.5.2. Operational days with reduced patient care such as military training days or family days are not U.S. Federal holidays or planned closures. The Contractor shall perform services on military training days and family days.

1.4.5.3. The Government may declare an unplanned closure of a performance location which may reduce performance location manning levels and/or operational hours impacting patient care activities and the need for HEC services. Full HEC services or limited HEC services may still be required for mission-essential services in accordance with performance location policy and procedures.

1.4.6. Invoicing. The Contractor shall submit complete and accurate monthly invoices no later than the 5th working day of the following month. Invoices shall be submitted in Wide Area Workflow (WAWF) after performance is complete in accordance with FAR 252.232-7006.

1.5. Performance Requirements Summary (PRS). The Contractor shall meet or exceed all Acceptable Quality Levels (AQLs) for metrics defined at Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.1, Performance Requirements Summary (PRS), for the basic DHA HEC contract and for all TOs as detailed in the PWS and PRS.

1.5.1.2. The Contractor shall resubmit a corrected invoice within three (3) business days when the Government rejects it or asks for additional details.

1.6. Mandatory Government Orientation and Training. The Contractor shall ensure personnel complete all Government in-processing requirements and initial/annual training at the performance location NLT 30 calendar days after the start of work or initial assignment.

1.6.1. The Contractor shall develop and maintain a comprehensive employee orientation and training program for pre-employment, initial, annual refresher, and developmental training of CSP. At a minimum, the training program shall address infection prevention and control, basic bacteriology, use and care of supplies and equipment, regulation reviews, fire prevention, safety, Contractor Procedure Manual, Asbestos Awareness Training, customer service and quality control, and recurring and continuing education for optimal competency. The Government may specify additional training requirements. The Contractor shall execute their training program and ensure completion before assigning/starting CSP to complete services at the performance location. The Contractor shall provide the Government details on training plans such as method, venue, lesson plans, hours of instruction, schedules, attendance, and training deficiencies as well as CSP training records upon request and in accordance with Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.2, Contractor Deliverables, Deliverable No. 2.

1.6.2. Out-Processing Requirements. The Contractor shall notify the COR when CSP employment status changes occur under a TO at least five (5) duty days in advance of the final duty day so that out processing procedures and return of Government-issued Installation Pass, MTF badge, and/or other local access card/document(s) can be arranged by the performance location in accordance with local procedures. For planned departures, on the final duty day, the Contractor shall ensure the CSP personally brings the Installation Pass, MTF badge, or other Government-issued local access card to the designated Government office so the Trusted Agent (TA) can remove authorized base access per mandatory regulations. For unplanned departures, the Contractor shall notify the COR within one (1) duty day of employee departure.

Additionally, the Contractor shall diligently work with their former employee to surrender their Installation Pass, MTF badge, or other Government-issued local access card/documents and return them to the COR within three (3) duty days of the final duty day and provide the COR with daily updates on the Contractor’s progress to retrieve these items and facilitate the Government’s process to revoke the former employee’s access.

1.7. Exercise Participation. The Contractor shall ensure personnel participate in emergency exercises at the performance location, including, but not limited to, active shooter drills, tornado drills, and fire drills.

1.8. Contractor Personnel.

1.8.1. Corporate Personnel. The Contractor shall designate in writing a corporate level Program Manager to oversee the contract terms and conditions, compliance, and performance management within 10 calendar days from contract award and within five (5) duty days whenever changes occur to the roster in accordance with Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.2, Contractor Deliverables, Deliverable No. 3. Corporate Personnel positions are considered Contract-level Key Personnel.

1.8.1.1. The Contractor shall designate in writing to the KO Administrative Contracting Officer (ACO) a primary and alternate point of contact who is responsible for management and performance at the performance location no more than 10 calendar days from the Transition Period start and no later than five (5) calendar days before changes occur to the roster in accordance with Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.2, Contractor Deliverables, Deliverable No. 3. The primary and alternate POC are considered TO-level Key Personnel.

1.8.2. On-Site Management. The Contractor shall identify a designated on-site Executive Housekeeper (EH) with the authority to act on behalf of the Contractor for any performance-related matters, provide supervision of on-site personnel, oversee/manage of day-to-day operations, and ensure completion of HEC and other PWS requirements. The Executive Housekeeper shall execute the Contractor’s Quality Control Plan (QCP) activities and develop/submit inspection reports and corrective action plans to resolve performance discrepancies, to measure and ensure quality performance during the contract. The QCP shall describe the surveillance methodology for quality management, and approaches used under this contract. On-Site Management shall be submitted to the COR and COR in accordance with Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.2, Contractor Deliverables.

1.8.2.1. The Contractor shall provide management personnel (position titles such as, but not limited to, “Group Leader,” “Shift Supervisor”) available to communicate in person or over the phone during the duty hours IAW Paragraph 1.4.3. Outside those hours, the Contractor shall provide a notification process to the COR or the Government representative for after-hours notifications. If required, the on-site management will be available at the performance location within two (2) hours of receiving notification. The Executive Housekeeper (EH) shall be available to meet telephonically with the COR during normal operating hours IAW Paragraph 1.4.3. In the event of telephonic unavailability, the Executive Housekeeper shall return the call within 30 minutes. The Executive Housekeeper shall be available to meet with the COR on site during normal operating hours within 1 working day from notification.

1.8.2.2. The contractor shall provide to the KO and to the COR phone numbers for both the Executive Housekeeper and Shift Supervisor during duty and non-duty hours.

1.8.2.3. All proposed replacement of management personnel shall be submitted in writing to the KO and the COR at least 15 calendar days prior to the proposed replacement start date. All proposed replacements shall meet the minimum qualifications of management personnel prior to assuming the position.

1.8.3. Contractor Service Personnel.

1.8.3.1. Workers performing cleaning and disinfecting duties as set forth in this contract or providing on-site management of such cleaning and disinfecting duties, including employees of the Prime Contractor and its teaming partners and subcontractors, will be referred to as CSP. CSP shall perform duties and comply with all DoD, DHA, military service, and MTF policies and instructions which may be further defined in the TO PWS. CSP include the below positions.

1.8.3.1.1. Housekeeper Personnel. Housekeeper Personnel clean all surfaces other than floor care in all Service Levels in accordance with Part 5 of the PWS, Specific Tasks. This includes, but is not limited to, windows, furnishings, curtains and blinds, mirrors, water fountains, dispensers, ceilings, and light fixtures. Housekeeper Personnel includes CSP position titles such as, but not limited to, “Housekeeping Aide,” “Critical Care Housekeeper,” “Janitor,” “Environmental Services Technician.”

1.8.3.1.2. Floor Care Personnel. Floor Care Personnel use cleaning equipment, including automatic floor machines, commercial vacuums, wet mops, large wringers and other necessary equipment, tools, chemicals, and supplies for floor care. This CSP will include floor stripping/waxing and carpet shampooing in all Service Levels in accordance with Part 5 of the PWS, Specific Tasks. Floor Care Personnel includes CSP position titles such as, but not limited to, “Floor Tech,” “Floor Stripper.”

1.8.3.1.3. Quality Control (QC)/Team Leader. QC/Team Leader Identifies and troubleshoots equipment problems, defects, maintenance, security, safety, and cleanliness issues. QC/Team Leaders will participate in routine visual inspections and are required to maintain a clean and safe work environment and may schedule housekeeping team for cleaning duties. QC/Team Leaders conduct inspections to ensure that services and/or processes meet regulatory or industry standards and are responsible for inspecting designated rooms and/or public areas. QC/Team Leader includes CSP position titles such as, but not limited to, “Group Leader,” “Shift Supervisor.”

1.8.3.1.4. Linen Handler Personnel. Linen Handler Personnel collect, transport, and receive clean linen, remove used linen, inventory, and distribute linen in the performance location in accordance with Paragraph 5.13. of the PWS. Linen Handler Personnel includes CSP position titles such as, but not limited to, “Soiled Linen Handler,” “Linen Distributor.”

1.8.3.2. Removal from Contract Work. The Government may direct the Contractor to immediately remove any CSP from the performance location, either temporarily or permanently, when the KO determines that the behavior of the CSP is contrary to the public interest, inconsistent with the best interests of security, or demonstrates a risk to the health, safety, security, general wellbeing, accomplishment of the work, or operational mission of the facility and its population. The Contractor shall collect the Government issued identification (cards and/or badges) from the CSP and return them to the Government within three (3) business days or less of departure of the CSP.

1.8.3.2.1. The KO will make all determinations regarding the removal of any CSP from TO performance locations, except under certain conditions. When the KO is not available, either during the duty day or after hours, or in situations where a delay would not be in the best interest of the Government or is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the facility and its population, the COR will have the authority to request immediate, temporary removal of the CSP from the performance location. Any CSP removed from contract work shall be required to leave the performance location immediately. Government issued identification (cards and/or badges) shall be collected by the Contractor before departure of the CSP.

1.8.3.2.2. Law enforcement officers of the Military Police / Carabinieri / Italian Police / Italian Army will have the authority to immediately remove any CSP from the performance location when delay in removal would not be in the best interest of the Government, security, or is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population. The KO and COR will be notified as soon after the incident as practical or at the beginning of the next business day if an action happened after hours. The KO will make all official notifications to the Contractor.

1.8.3.2.3. The Contractor shall meet the terms and conditions of the contract, to include the standards in the PWS, regardless of CSP removal from the TO performance location.

1.8.3.3. Continuing Education Units. The Contractor, at their own expense, shall ensure CSP continue to meet the minimum continuing education requirements to maintain any required certifications. The Contractor shall ensure all training or education for CSP are obtained at no cost to the Government.

1.8.4. Communication. The Contractor shall ensure that all Key Personnel are able to speak, read, write, and effectively understand the English language, either independently or with the assistance of the company's staff who are fluent in English, in order to communicate with MTF management, staff, and co-workers and respond to emergency messaging systems.

The contractor shall ensure that a minimum of one CSP on duty is able to speak and read English and can communicate effectively with government personnel.

1.8.5. Dress and Appearance. The Contractor shall ensure all CSP wear distinctive uniforms, to include safety shoes, and have a badge or monogram with the contractor's name on it while performing duties in accordance with Paragraph 4.6. of the PWS. CSP shall present a well-groomed appearance and shall not wear artificial nails, tips, or nail extensions. CSP shall comply with Center for Disease Control and Prevention’s (CDC) Guideline for Hand Hygiene in Health-Care Settings. Fingernails shall not exceed one-quarter inch in length and shall be clean and free of dirt. CSP must be free of strong odors to include but not limited to cigarettes, vaping products, strong perfumes, etc. If this is identified, the CSP must immediately change to avoid health issues within the clinic staff or its beneficiaries. The COR, KO, or MTF Director can determine clothing does not meet aseptic cleaning standards and require it to be changed at any time.

1.8.6. Health Requirements. The Contractor shall comply with all health requirements in the contract. At least 10 calendar days prior to start of work at the performance location, the Contractor shall provide documentation certifying health requirements such as immunizations, annual vaccinations, medical testing (for example, tuberculosis), and physical examination at the time of initial placement and annually thereafter for all CSP as required in the TO and in accordance with Part 8 of the PWS, Section 8.2. Contractor Deliverables, Deliverable No. 4. The expense for all health requirements, to include monitoring and tracking annual requirements, shall be borne by the Contractor at no additional cost to the Government.

1.8.6.1. Annual Immunizations. The Contractor shall ensure CSP are immunized annually with the seasonal influenza vaccine, and any other vaccine recommended by the Advisory committee on Immunization Practice (ACIP) of the CDC for healthcare workers or service/MTF specific guidance as outlined in DoDD 6205.02e, Policy and Program for Immunizations to Protect the Health of Service Members and Military Beneficiaries. The annual influenza vaccine shall be provided by the Contractor, at no cost to the Government, and provide proof of vaccination to the Government. If the CSP declines vaccination, a signed declination form will be provided to the COR in accordance with CDC recommendations and MTF policy.

The Contractor shall maintain their own process and system of tracking the currency of health immunizations and shall not rely on the Government for ensuring their employees are in compliance. The Contractor shall provide that status of the CSP immunizations to the COR at the Government’s request.

1.8.6.1.1. In those areas where there is a higher risk of transmission of tuberculosis, MTF policy may direct CSP be tested more frequently at no cost to the Government. The Contractor shall ensure CSP receive targeted screening and testing in accordance with CDC Guidelines for Health Care Settings at the Contractor’s expense and submit timely records of subsequent screening or testing to the COR.

1.8.6.1.2. The Contractor shall ensure CSP participate in the MTF’s Blood Borne Pathogen Program, which outlines the post blood borne exposure protocols for testing, treatment, and monitoring.

1.8.6.1.3. The MTF will not perform any medical tests or procedures required by the contract for non-beneficiaries except in the rare case of post-exposure in accordance with DoD regulations and CDC guidelines or recommendations. Except in the case of post-exposure such as post blood borne exposure or occupational exposure such as the Thermo-luminescent Dosimetry monitoring program, expenses for all required tests and/or procedures shall be borne by the Contractor or CSP, not the Government.

1.8.6.1.4. The Contractor shall notify the Government of health issues or hazards identified in their Safety Program in accordance with Paragraph 1.11. of the PWS. The Government may also notify the Contractor management staff of known work hazards. If work hazards exist, it will be the Government’s decision whether the CSP continue work in the environment and/or if temporary accommodations will be made.

1.8.6.1.5. The Contractor shall immediately remove Contractor personnel identified or suspected as infectious to patients or staff following a Government assessment and in accordance with CDC, federal, state, or local health department guidelines. The Contractor shall present a medical release or certification to return to work at least seven (7) calendar days prior to placing the CSP on the schedule.

1.9. Access and General Protection/Security Policy and Procedures Installation Access. The Contractor shall ensure all personnel performing services under this contract comply with DoD, DHA, and local security policies and procedures outlined in the TO. The Contractor shall ensure compliance with the provisions set forth below. For purposes of FAR 52.204-9, the Government will designate a TA for this contract. The Government reserves the right to amend or supplement these provisions pursuant to the FAR 52.212-4(c) clause in the contract.

1.9.1. The Contractor shall conduct their own initial personnel background investigations and annual revalidation background checks in accordance with their company’s internal human resource management procedures to ensure candidates for positions under this contract are and remain suitable to perform on Federal installations and are free of derogatory histories that will result in disqualifying findings. The Contractor shall provide the COR at the performance location a letter for each individual that will be performing HEC services under this contract attesting to the completion of the background check and a copy of the results before the Government will proceed with granting/renewing base assess or conducting additional Government investigations.

1.9.2. CSP shall not begin physical performance at the location until the required forms have been completed, accepted by the Government, and processed by the Office of Primary Responsibility (OPR) or full adjudication of the security investigation is complete. The Government will not begin the investigation process until all forms are received and accepted.

1.9.3. The Contractor shall advise their CSP that a favorable investigation result is required as a condition of employment under this contract/TO. If a background investigation results in an unfavorable finding, the Government will not grant access to the performance location. Thus, the Contractor personnel will not be able to perform services.

1.9.3.1. While the MTF commander may allow CSP temporary or interim access to the base, performance location pending the outcome of the investigation, immediate Contractor personnel removal will occur if the background check is returned with unfavorable findings and/or investigation results are unfavorable. The MTF/organizational commander will determine whether to allow the CSP to continue in the position or deny base access, which would require removal from the position.

1.9.4. Installation Access for Non-CAC Holders. The CSP will require base access only. The Contractor shall ensure CSP provides all information requested in the PWS in order to ensure the Government can complete the necessary reviews and validations to meet installation access requirements. After successful completion, CSP may receive an Installation Pass. At least 30 days before expiration, the Contractor shall contact the COR to renew installation access. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes. The Government will notify the Contractor of required changes.

1.9.4.1. The Contractor is responsible for absences of CSP due to expired identification and access documents. Such absences shall not relieve the Contractor of its obligation to perform the services required under this contract.

1.10. Safety Program. The Contractor shall develop and maintain a safety program in compliance with Public Law 91-596, Occupational Safety and Health Act (OSHA), and applicable local safety regulations. At a minimum, the Contractor’s safety program shall address exposure control, fire protection, accident, injury, and incident prevention, and environmental cleaning in areas containing asbestos materials. The Contractor shall provide plans and safety records upon request by the COR or whenever cleaning operations are scheduled at the performance location for areas that are not easily accessible such as ceilings, light fixtures, high reach dusting, etc. in accordance with Paragraphs 5.5. and 5.10. of the PWS. The Government reserves the right to inspect program details for compliance during the life of the contract. The Contractor shall submit deliverables in accordance with Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.2, Contractor Deliverables, Deliverable No. 5.

1.10.1. The Contractor shall submit safety program details annually (based on the date of contract award) or each time the document is updated. The Contractor shall submit safety program details to the COR.

1.10.2. The linen laundry facility shall be designed, equipped, and ventilated to minimize the dissemination of microbial contaminants. The ventilation system shall include adequate intake, filtration, exhaust in accordance with local, state, and federal regulations.

1.10.3. During the time Government-owned linen is in the possession of the Contractor, it shall be adequately stored and protected in such a manner to maintain proper identification, preventing damage to items, protection from wrinkling, soiling, and other unsanitary conditions, and maintain segregation of items as required by this contract.

1.11. Quality. The Contractor shall develop, maintain, and execute a QCP applicable to all performance locations. The Contract-level compliance document accepted during source selection and incorporated in resultant contract will be applicable to all subsequent TOs.

1.11.1. The Government will evaluate the Contractor’s performance under this contract in accordance with the HEC Quality Assurance Surveillance Plan (QASP). Subsequent TOs will utilize the Contract-level QASP for monitoring TO performance. The Government may revise the QASP as warranted at any time during contract performance.

1.11.2. The Contractor shall submit a written monthly report of inspection activities, results, and corrective actions for each performance location to the COR not later than (NLT) the fifth calendar day of the following month (for example, A report submitted on November 5, 2024, will include details on performance and inspections for the month of October 2024) in accordance with Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.2, Contractor Deliverables, Deliverable No. 6. The Contractor shall submit the report on the first day after the fifth calendar day when then fifth calendar day falls on a weekend or Federal Holiday. The Contractor shall complete all portions of the report template. The report template will include items such as the following:

· Service Level

· Building/room

· The day and shift the cleaning was completed

· Inspection date and time

· Inspector’s Name

· Results/findings

· Action taken

1.11.2.1. The Contractor shall resubmit a corrected monthly report within three (3) business days when the Government rejects the deliverable or asks for additional details.

1.12. Data Rights. In addition to the Government’s rights to information, technical data, and/or computer software provided for elsewhere in the terms of this contract, the Government has the rights to use and distribute for any Government purpose any and all information, technical data, and/or computer software produced in the performance of this contract, including the source codes of any software required to prepare or read any reports or other information or technical data prepared within the scope of this contract. All such information, technical data, and/or computer software shall be delivered to the Government. Such information, technical data, and/or computer software may not be published, distributed, sold, or otherwise used by the Contractor without prior written permission from the CO. This right does not abrogate any other Government rights.

1.13. Restriction on the Use of Government-Affiliated Personnel. The Contractor shall not employ any person who is an employee of the United States Government. The Contractor shall not employ any person who is an employee of the DoD, either military or civilian

1.14. Use of Non-Compete Clauses (or employment agreements). The Contractor shall not limit the employment of CSP by another Contractor beyond the current PoP identified in a TO. Provisions that prevent workers from being interviewed by, employed, or offered employment in like or similar positions at the same performance location negatively impacts the goal of retaining incumbent workers and are unacceptable. If Contractors are found to use such non-compete clauses during and beyond the period of TO performance, it may render them ineligible for future contract awards.

1.15. Confidentiality of Information. Unless otherwise specified, all financial, statistical, personnel, and/or technical data, which is furnished, produced, or otherwise available to the Contractor management staff or CSP during the performance of this contract are considered Government confidential business information and shall not be used for purposes other than performance of work under this contract. The Contractor and/or the CSP shall not release any of the above information without prior written consent of the CO. All medical records, medical data, and reports remain the property of the Government.

1.15.1. Patient lists and any medical treatment information, no matter how developed or observed by the CSP, shall be treated as confidential information in accordance with the Privacy Act and the Health Insurance Portability and Accountability Act (HIPAA). Lists and/or names of patients, or treatment information, shall not be disclosed to or revealed in any way for any use outside the MTF, except through MTF-specified processes.

1.15.2. The Contractor shall ensure that CSP notify on-site management staff if they receive any inquiries or complaints from patients, staff, or interested third parties. On-site management staff shall notify the COR within one (1) hour during normal duty hours or the next duty day if received after hours. The Contractor or CSP shall not respond to any media or other inquiries seeking Government information.

1.16. Organizational Conflict of Interest. If a Contractor was involved in writing the PWS, Government cost estimate, or source selection plan for a future contract, that Contractor is not eligible to compete for or perform work as a Prime Contractor or subcontractor on that future contract. Additionally, if a Contractor is already performing on another contract, through which it would be in a position to evaluate its offer for or performance of a future contract, that Contractor is not eligible to compete for or perform work as a Prime Contractor or subcontractor. The Government reserves the right to waive this barrier on a case-by-case basis if no other Contractor is eligible, is capable, or chooses to submit an offer on the future contract (in accordance with FAR 9.503).

1.16.1. Health Insurance Portability and Accountability Act (HIPAA) of 1996: See Part 6 for the Business Associate Agreement.

1.17. Emergency Health Care. The Government may provide emergency health care for CSP having injuries or life-threatening medical emergencies while conducting services at the performance location. The Contractor shall reimburse the Government for medical services provided in any case that CSP are not covered by workers’ compensation insurance, other health insurance, or the individual is a military beneficiary entitling them to Government healthcare services.

1.17.1. The Government is permitted to terminate a contract for commercial services either for the Convenience of the Government (FAR 52.212-4(l)) or for Cause (FAR 52.212-4(m)). This in no way modifies the rights and responsibilities of the Government or Contractor under the FAR clauses above, or the authority provided by the FAR in the Disputes Clause or Changes Clause. By submitting a proposal under the original solicitation for this requirement, the Contractor agrees (as under a bilateral agreement) to be bound by the terms and conditions of this clause.

1.18. Key Control. The Contractor shall maintain the approved key control procedures for Government-issued keys in accordance with Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.2, Contractor Deliverables, Deliverable No. 7. The Contractor shall orally report NLT one (1) hour after discovery any lost, stolen, or duplicated keys to the COR followed by a written report within 24 hours. If lost during hours when COR is not available, the oral report shall be given to the Administrative Officer of the Day (AOD) and followed up on the next business day with a written report to the COR.

1.18.1. In the event keys, other than master keys, are lost, stolen, or duplicated the Contractor shall, upon direction of the ACO, reimburse the Government for the cost to re-key or replace the affected lock or locks. The Government may re-key or replace the affected lock or locks, at its option. In the event a master key is lost, stolen, or duplicated, all locks and keys for that area shall be replaced by the Government and the cost shall be paid by the Contractor.

1.18.2. The Contractor shall prohibit the use of Government-issued keys by any persons other than COR-authorized CSP engaged in the performance of assigned work under this contract. The Contractor shall ensure CSP unlock only the doors and windows necessary for the cleaning function. The Contractor shall prohibit the opening of locked areas to permit entrance of other persons.

1.18.3. The Contractor shall ensure CSP do not leave unlocked rooms or areas unattended or unlocked during the cleaning process. CSP shall lock all doors when they finish the cleaning process when found locked. When a door is found unlocked, CSP shall leave it unlocked.

1.18.4. The Contractor shall ensure CSP report problems with locking doors or windows to the COR in accordance with Paragraph 5.14. of the PWS.

PART 2

DEFINITIONS AND ACRONYMS

2. Definitions. In addition to the terms defined in FAR 2.101, DFARS 202.101, and DHA Procurement Policies, Procedures, and Guidance, the following terms, used throughout this Contract-level PWS and in the TO-level PWS of TOs issued under this Contract, are understood to be contract terms and, when interpreting this contract and TO issued thereunder, they shall to the fullest extent practicable be given the following specific definitions:

2.0.1. Acceptable Quality Level (AQL). AQL is the maximum allowable percentage of deviation from perfect performance for an individual service output.

2.0.2. Administrative Contracting Officer (ACO). Program-level Contracting Officer who provides overall contract oversight for all DoD performance locations on a corporate-wide basis, issues Contract Deficiency Reports when appropriate, and serves as the reviewing official for Contractor’s annual performance metrics and periodic Performance Confidence Assessments.

2.0.3. Asbestos-Containing Material (ACM). Any material containing more than 1% asbestos. Presumed Asbestos Containing Material includes thermal system insulation and surfacing material found in buildings constructed no later than 1980.

2.0.4. Aseptic Cleaning. This is the removal of soil and/or grime from a surface in accordance with total disinfection standards, policies, and procedures to control and eliminate infections.

2.0.5. Backup Personnel. Contractor personnel that are needed for cleaning requirements and are not already on duty at the performance location.

2.0.6. Between-Case Cleaning. The surgical and labor and delivery room clean up tasks performed at the end of each scheduled or unscheduled case.

2.0.7. Bloodborne Pathogens Standard. The OSHA standard to eliminate or minimize occupational exposure to Hepatitis B Virus (HBV), Human Immunodeficiency Virus (HIV), and other blood borne pathogens.

2.0.8. Business Day. A weekday, including Monday, Tuesday, Wednesday, Thursday, or Friday, during which the office of the CO/COR, or the office of the TOCO/COR, as appropriate, is open for business. This does not include Saturdays, Sundays, or any days that are Federal holidays. It also does not include any day on which weather or other conditions cause the closing of the CO/COR/TOCO/COR’s office, as appropriate, for more than four (4) hours between the normal agency opening of business and the normal agency closing of business that day. Unless otherwise stated, the normal agency opening of business is presumed to be 7:00 a.m. (0700 hours) and the closing of business is presumed to be 5:00 p.m. (1700 hours), local time.

2.0.9. Certification. An official recognition by a national agency or association that the individual worker has successfully completed an approved education program or evaluation process. This includes formal processes designed to assess the knowledge, experience, skills, and abilities required to provide quality services.

2.0.10. Common Access Card (CAC). Smart card-based technology and systems used to transform and improve security in DoD processes and mission performance thereby enhancing readiness while also improving business processes. The standard identification card for active-duty Uniformed Services personnel (to include the Selected Reserve), DoD civilian employees, eligible Contractor personnel, and eligible foreign nationals. The Department’s primary platform for the public key infrastructure authentication token used to access DoD computer networks and systems in the unclassified environment and, where authorized by governing security directives, the classified environment. It is the principal card enabling physical access to installations. The CAC enables encrypting and cryptographically signing email facilitating the use of PKI authentication tools and establishes an authoritative process for the use of identity credentials.

2.0.11. Consumable Supplies. Items that are consumed or otherwise utilized in the normal course of operations.

2.0.12. Contingency Aseptic Cleaning Services. Unforeseen circumstances or events such as post-construction or renovation projects or emergency cleaning of a specific area or National Health Emergencies that may be required in a DHA facility but cannot be forecasted with certainty.

2.0.13. Contract Discrepancy Report (CDR). A report that requires the Contractor’s response when performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of problems will be prevented.

2.0.14. Contract-level Performance Requirements. The Contract-level performance objectives outlined in Part 8 of the PWS, Performance Reporting and Deliverables, Section 8.1, Performance Requirement Summary, that the Contractor must meet in order to be considered a satisfactory performer.

2.0.15. Contract Service Providers (CSP). Workers performing cleaning and disinfecting duties under this contract or providing on-site management.

2.0.16. Contractor Performance Assessment Reporting System (CPARS). The Government system for reporting Contractor performance records in accordance with FAR 42.1502 and 42.1503.

2.0.17. Contracting Officer (KO). The individual with the authority to enter into, administer, and/or terminate contracts. The KO is the exclusive Government official authorized to execute changes and authorize deviations or variations from the contract.

2.0.18. Contracting Officer’s Representative (COR). The subject matter expert and HECPO point of contact at the Enterprise level for HEC services who provides oversight of COR Quality Assurance, Contractor performance, Quality Control activities, and Acceptable Quality Levels (AQL). This person is designated in writing by the KO to be responsible for quality assurance and quality control surveillance documentation monitoring across the Enterprise to support the Contractor Performance Assessment Reports.

2.0.19. Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the Prime company, their subcontractors, and their corporate level employees.

2.0.20. Corporate Contracting Officer. Program-level Contracting Officer who provides overall contract oversight for all DoD performance locations on a corporate-wide basis, issues Contract Deficiency Reports when appropriate, and serves as the reviewing official for Contractor’s annual performance metrics and periodic Performance Confidence Assessments.

2.0.21. Critical Care Areas. Areas where the threat of nosocomial infection is the greatest, which include (but are not limited to) surgery, recovery, intensive/critical care, labor/delivery areas, infant nursery, and central sterile supply areas. These areas are sometimes described as cap and gown areas, behind the red line, or behind the double doors.

2.0.22. Day. Unless otherwise specified (for example, “Business Day,” “Duty Day”), “day” means “calendar day.” In the computation of any period, the day of the act, event, or default from which the designated period of time begins to run is not included; and the last day after the act, event, or default is included unless the last day is a Saturday, Sunday, Federal holiday; or in the case of a filing of a required deliverable or other paper contemplated under the contract or TO, the last day is a day on which weather or other conditions cause the closing of the CO/COR/’s office, as appropriate, for more than four (4) hours between the normal agency opening of business and the normal agency closing of business that day. Unless otherwise stated, the normal agency opening of business is presumed to be 7:00 a.m. (0700 hours) and the closing of business is presumed to be 5 p.m. (1700 hours), local time. “Filed” means the complete receipt of any document by the agency before its normal close of business.

2.0.23. Dedicated Personnel. Contractor employee(s) assigned to a specific Service Level I or II area and are dedicated to staff service calls within 10 minutes or less from notification for Service Level I emergency cases after normal operating hours. Requests for Service Level II transfer/terminal discharge cleaning within 15 minutes. Dedicated areas are generally areas where work could potentially be continuous, and failure to provide timely housekeeping services affects the healthcare mission of the dedicated area.

2.0.24. Deliverable. Anything that can be physically or electronically delivered, including non-manufactured things such as meeting minutes, reports, QCPs, qualifying documentation, etc.

2.0.25. Diffusers. The outside (the part accessible to cleaning without removal) of Heating Ventilation and Air Conditioning (HVAC) registers, grills, and covers.

2.0.26. Dilution Control Dispenser System. Dilution control dispensers work with system- specific concentrated cleaning chemicals and help reduce chemical exposure to workers. Dispensers supply a concentrated chemical from one hose and add water from another hose, then portion out the liquids to produce a diluted solution.