White River Junction VA Healthcare System COVID 19 Housekeeping Services Performance Work Statement (PWS) General Information: The contractor shall provide all management, supervision, and labor necessary to ensure that Aseptic Custodial Services (using aseptic cleaning techniques) are performed for the interior spaces of the White River Junction VA Health Care System, specifically the main VA Medical Center in White River Junction VT. Cleaning will be accomplished daily, Monday through Friday (excluding Federal Holidays) and will include public areas, restrooms, waiting rooms, high touch areas and offices only. Patient rooms, clinical areas, or the emergency room will not be covered under this contract. (Approximately 77,043 square feet). Contracted employees shall have training and knowledge in aseptic cleaning techniques in a medical setting. Services shall be performed in a manner that shall maintain a satisfactory facility condition and present an aseptically pleasing, neat and clean professional appearance. This requirement is to perform housekeeping (janitorial) services to keep White River Junction, VA Medical Center clean and germ/virus free. The Facility is estimating a need of 4-5 employees with 1 employee acting as working lead. The intent of this contract is for the contractor to clean assigned areas of the Medical Center, 2nd Shift (3:00pm to 11:30pm) 5 employees, Monday through Friday, or Night shift Midnight to 08:00am plus high touch areas/waiting room areas, Monday through Friday. Location of Performance: VA Medical Center 168 Veterans drive White River Junction VT 5009 DESCRIPTION OF SERVICES REQUIRED. The Housekeeping Section at the White River Junction VA campus requires a company to provide hospital housekeeping services. The total square footage of the entire area is approximately 77,043 square feet. These areas will need coverage from: 3:00pm-11:30pm Monday-Friday and Midnight to 8:00am (excluding Federal Holidays). Bldg. 1=5,100 Bldg. 4=7,600 Bldg. 7=3,483 Bldg. 8=12,402 Bldg. 9=4,262 Bldg. 28=7,203 Bldg. 37=5,753 Bldg. 44=7,082 Bldg. 65=10,718 Bldg. T58=2,240 Bldg. T59=2,240 Bldg. T60=2,240 Bldg. T61=2,240 Bldg. T62=2,240 Bldg. T63=2,240 Total= 77,043 sf The Contractor shall provide all labor, supervision, management support, to facilitate cleaning. Contractor shall always maintain the facilities identified in accordance with this Statement of Work (SOW), Housekeeping SOP, and in accordance with acceptable levels of cleanliness that meet Aseptic Cleaning medical industry standards and The Joint Commission. The White River Junction VA will continually present a clean, neat, and welcoming appearance to our Veterans, visitors, and staff. The contractor shall perform all work in accordance with all applicable laws, regulations, contract standards, manufactures instructions, Housekeeping SOP and this SOW. Understand and utilize appropriate sanitation procedures. Control and monitor to ensure that all sanitation requirements are properly and efficiently addressed. Understand diseases and know the proper chemicals and methods of cleaning. SCOPE OF WORK. The contractor shall have experience in managing and providing housekeeping services to institutions of similar and scope as required by this solicitation. The contractor shall provide all labor, supervision, and management support to facilitate medical/healthcare cleaning and disinfection, floor care. Contractor shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees, selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy. General Requirements General cleaning products will be supplied by the White River Junction VA. The Contractor will have access to the housekeeping closets (or designated area) in each of the following areas: 1, 8, 28, 44 (Main building), 4, 7, 9, 37, 58, 59, 60, 61, 62, 63, and the PTSD building 65 (Outer buildings). The contractor will be responsible for daily trash removal, vacuuming, carpet cleaning, wiping down chairs, bathroom cleaning, dusting and removal of bugs in lights. This does not include floor care equipment for stripping and waxing of floors. The services will be performed in accordance with VA policies and procedures and the regulations of the medical staff by-law of the VA facility. This will be provided upon selection. Daily Monday through Friday: Clean and disinfect all restrooms to include sinks, toilets, counters, and floors, and high touch areas. Replace/refill all empty toilet tissue, paper towels, soap, Purell dispensers (all extra supplies to be kept in clinic designated storage areas). Dispose of trash/garbage generated in all medical and non-medical areas replacing liners except for the red bagged waste which will be handled by clinic staff only. Vacuum all carpeted areas paying special attention to edges and corners to prevent grimy build up. Also being sure to vacuum under every desk. Vacuum and mop all non-carpeted areas including but not limited to tile and vinyl flooring, using a mop head and/or brush that cleans not only the tile but the grout between each tile to prevent dirt/grime build up. Move furniture required to complete proper floor care. Wash and disinfect all room chairs. Clean the glass windows in the reception area and the vestibule to include glass on doors Weekly to be completed on Fridays: Remove cobwebs in all areas. Spot clean wall defacements. Dust all horizontal surfaces that are readily available up to a height of 6 feet including but not limited to: window ledges, desks, file cabinets, and counter tops. Annual to be completed within 30 days of 1st month of base year and option years of contract: Strip and wax (4-5 coats unless otherwise specified in manufactures recommendations) all vinyl floors throughout the clinic to include hallways, exam, rooms, staff lounge, and storage areas. Move all furniture required to do proper floor care. Semi-annual to be completed in month 1 and 7 of contract base and option years: Top scrub and wax (2 coats) all vinyl floors throughout the clinic to include hallways, exam, rooms, staff lounge, and storage areas. Move all furniture required to do proper floor care. Annual cleaning requirements to be completed in 2nd month of contract base and option years: Vacuum all heating and cooling vents. Clean the inside of all windows. Dust the tops of all suspended lighting. Steam clean/shampoo/Extract all carpeted areas All Solid Waste and Zero Sort Recycling will be disposed of at the loading dock behind the Granite building (31) and put in the Solid Waste compactor or Recycling compactor. Building Security: Key Control: The contractor may be able to sign out keys as needed for building/room access. Room Access: The contractor shall ensure its employees do not allow any unauthorized person the use of any key in their possession. The contractor shall ensure they do not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties. Unlocked Doors or Windows: Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed in empty or vacant areas. Ensure areas are secured and windows are closed and locked. The Point of Contact or designee, and VA police shall be notified of any unlocked doors or windows during his/her duty hours. Safety: Employee: The PPE user is responsible for following the requirements of the medical center PPE policies and SOP's. This involves: 1. Properly wearing PPE as required. 2. Attending required training sessions. 3. Properly caring for, cleaning, maintaining, and inspecting PPE as required. 4. Following the White River Junction Medical Center PPE procedures. 5. Informing the supervisor of the need to repair or replace PPE and report problems when they are encountered. 6. At a minimum PPE used in the Medical Center is face masks, gloves, eye protection, and steel toe shoes or equivalent. Personal protective equipment (PPE) refers to protective clothing, helmets, gloves, face shields, goggles, facemasks and/or respirators or other equipment designed to protect the wearer from injury or the spread of infection or illness. PPE is to be use throughout the WRJ VA Medical Center hospitals, Wards, emergency department, Operating room department, and clinical areas. When used properly, PPE acts as a barrier between infectious materials such as viral and bacterial contaminants and your skin, mouth, nose, or eyes (mucous membranes PPE also protect patients who are at high risk for contracting infections through a surgical procedure or who have a medical condition, such as, an immunodeficiency, from being exposed to substances or potentially infectious material brought in by visitors and healthcare workers. When used properly and with other infection control practices such as handwashing, using alcohol-based hand sanitizers, and covering coughs and sneezes, it minimizes the spread of infection from one person to another. Effective use of PPE includes properly removing and disposing of contaminated PPE to prevent exposing both the wearer and other people to infection. Caution Sign Use: The contractor shall display warning signs in all areas where housekeeping operations may cause traffic obstruction or personnel hazard. This would include putting wet floor sign out in restroom and all mopped areas. Handling/Cleaning/Office space: Tables and Equipment: the contractor shall be responsible for moving and returning the furniture to its original location when cleaning it, under it or behind it. Damage: the contractor shall perform all work to preclude damage or disfigurement of furniture and/or building structure(s). The contractor shall repair, at contractor's sole cost, any damage caused by its employees to any part of the building or equipment, or any area covered by this contract. Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.): the contractor shall maintain floors free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective cleaning methods. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with proper cleaning solutions and equipment for the specific floor type, per manufactures specifications. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Carpeted Floors: carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matter by effective cleaning methods. Any spots and/or spills shall be removed by the carpet manufacturer's approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and unraveling shall be brought to the attention of the COR. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Carpet areas will be vacuumed one time per week or as necessary. Stairways/Elevators/Handicap Lifts: all floors and surfaces shall be cleaned. Stair guards, handrails, wall caps, and baseboards shall be free from dust, dirt, grease and grime. The contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from walls and adjoining stairwell walls, up to 72 inches in height from stair tread level, to provide or maintain a clean, uniform appearance. Clean Floor (Walk-Off) Mats: vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location. Trash Collection/Removal/Sharps removal: all trash will be removed from each area at a minimum of once a day. Trash bags will be tied up and trash put in appropriate container for disposal. The contractor shall collect and dispose of all trash from these locations to prevent foul odors, or bags leaking or tearing leaving an infection control issue. Trash cans themselves shall be kept clean and free of dirt, stains and debris. The contractor is responsible for replacement of plastic trash bags. Towards the end of the day, all trash collected for facility shall be transported to outside trash containers. as indicated by COR. Drinking Fountains: drinking fountains will be cleaned to be free of water marks and any other debris or encrustations. The water fountains are to be polished including the orifices and drain, as well as the exterior stainless-steel surfaces. Low water pressure or inoperative drinking fountains will be reported to facility staff or designee as discovered. Dusting: the contractor shall dust in responsibility areas. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to ceiling. Surfaces could include items such as tables, shelves, windowsills, handrails, pictures, clocks, window blinds, ceiling fans, Heating Ventilation and Air Conditioning (HVAC) grills, patient lift equipment etc. Interior/Exterior windows/ Glass: all glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter. Stock Facility: the contractor shall ensure facility and restroom supplies are sufficiently stocked so any provided supplies do not run out. Supplies will be stored in designated areas as decided by the POC. Counter Surfaces: all counter surfaces must be wiped down and cleaned. Exceptions to this are employee desks will not be cleaned unless desk is unoccupied. Tramway/Catwalk connecting buildings will require daily wiping with a hospital grade disinfectant to include windowsills, benches, and doorknobs. This requirement will be accomplished three times a day, morning, (0900 AM) afternoon (1400), and evening (after 1900hrs). Waiting areas bldg. 8 (main floor), 28 all floors, tables and chairs will require daily wiping with a hospital grade disinfectant. This requirement will be accomplished three times a day, morning, afternoon, and evening. Contractor will be responsible to remove bugs from in tram, bldg. 28 all floors and stairwells, Federal Holidays. The date of observance by the Federal Government of the following holidays: New Year's Day (1 January), King's Birthday (3rd. Monday in January), Washington's Birthday (3rd. Monday in February), Memorial Day (Last Monday in May), Juneteenth (June 19th), Independence Day (4th of July), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veteran's Day (11 November), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December). Cleaning Restrooms: Clean and Disinfect/Sanitize: all surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, mirrors, dispensers, doors, walls, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), and other such surfaces shall be cleaned and disinfected using a germicidal solution. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any deposits. Mirrors shall be clean and have no streaks. Partitions/stalls shall be smudge/stain free. Vents, to include ceiling vents, shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup. Restroom supplies shall be checked during cleanings and replenished as needed to always maintain an adequate supply. Restroom Floor Care: all floor surfaces shall be maintained by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout shall be free of dirt, scum, mildew, and residue. The floors may require deep scrub to remove dirt from grout. Stock Restroom Consumable Supplies: supplies shall be stored in designated areas. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification. Supplies will be provided by Sheridan VA. Restroom Trash Removal: the contractor shall empty all trash containers in restrooms. The contractor shall dispose of all trash and clean trash containers, inside and out, and return containers to their original locations. The contractor shall replace plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors. Background Check: contractor will ensure all personnel pass drug screening, e-verify, and nationwide background checks.
