S201--Custodial Services Department of Veterans Lebanon VA Community Clinics

The contractor shall provide all management, tools, equipment and labor necessary to ensure that custodial services are performed in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. Total estimated square footage for the Berks County VA Community Clinic is 14,996 sf. Total estimated square footage for the Cumberland County VA Community Clinic is 25,000 sf. Total estimated square footage for the Lancaster County VA Community Clinic is 15,000 sf. Total estimated square footage for the York County VA Community Clinic 1st floor is 13,421 sf. Total estimated square footage for the York County VA Community Clinic 2nd floor is 6,134 sf. PERFORMANCE REQUIREMENTS: Vestibule/Reception Area/Waiting Area/Hallways: Daily Cleaning: 1. Empty all waste receptacles and replace plastic liners 2. Dust all horizontal surfaces to reachable heights 3. Waiting room shall be policed 4. Vacuum carpet and spot clean soiled carpet 5. Remove fingerprints and soiled residue from doors, frames, kick plates, handrails, light switches, glass surfaces, and walls 6. Spot clean (shampoo) as needed all chairs, other furniture and waste receptacles 7. Spot clean all wall surfaces 8. Spot clean desktops (papers not disturbed) 9. Dust all telephones 10. Dust all furniture including desks, tables, bookcases, shelves, chairs and filing cabinets 11. Empty recycling bin twice a week (Tuesday and Friday) 12. Clean dead bugs from fluorescent ceiling lights 13. Remove cans, leaves, papers, empty bottles, cigarette butts and other refuge from building exterior entrances 14. General daytime cleaning of waiting areas and high traffic areas 15. Mopping and sweeping of floors as needed 16. Cleaning and disposal of any Service/Emotional Support Animal waste Weekly Cleaning: 1. Wash and thoroughly clean all waste receptacles 2. Dust all vertical surfaces and under surfaces of furniture such as chair rungs and table legs. Remove all cobwebs. 3. Clean desk tops (papers not disturbed) 4. Clean and sanitize all phones in group/multipurpose rooms. 5. Damp clean vinyl and leather furniture, vacuum fabric furniture. 6. Sanitize patient waiting area furniture 7. Clean and police door jambs and chrome fixtures 8. Detail all carpet areas 9. Clean windows and doors Monthly Cleaning: High dust walls, ceilings, blinds, and horizontal surfaces Spray and buff all VCT floors, maintain and clean ceramic tile floors Bi-Annual Cleaning: Clean all air circulation vents (grilles, grates, covers, etc.) Clean inside of all windows Clean and clear air ducts Clean smoke alarms and fire bells Clean trash cans Clean ceiling light diffusers Discharge Cleaning: As needed Restrooms/Dirty Utility/Clean Utility/Employee Break Room Daily Cleaning: 1. Clean and polish all chrome surfaces 2. Clean all glass and mirrors 3. Wash and disinfect toilet seats, toilet basins, sinks, urinals, and pass through 4. Restock all dispensers and hand sanitizer products (post expiration date on dispensers) 5. Empty and sanitize interior of sanitary containers 6. Clean and sanitize exterior of all waste receptacles 7. Empty all waste containers and replace plastic liners 8. Damp mop and sanitize all floors 9. Sanitize all counter tops 10. Spot clean walls 11. Dust all horizontal surfaces to reachable heights 12. Empty recycling bin twice a week (Tuesday and Friday) 13. Cleaning and disposal of any Service/Emotional Support Animal waste\ Weekly Cleaning: 1. Spot clean walls 2. Remove fingerprints from doors, light switches, kick and push plates 3. Dust all horizontal surfaces to include ceiling diffusers 4. Scrub tile floors thoroughly to remove any dirt around fixtures or counter supports 5. Sanitize pass through for urine specimens in restrooms Monthly Cleaning: 1. Wash baseboards 2. Clean walls 3. Clean all air circulation vents (grilles, grates, covers, etc.) 4. Clean all ceiling diffusers Examination Rooms/Laboratory (Blood Draw Room) Daily Cleaning: Clean and polish all chrome surfaces 2. Clean all glass and mirrors 3. Wash and disinfect toilet seats, toilet basins, sinks, urinal and pass through 4. Restock all dispensers 5. Empty and sanitize interior of sanitary containers 6. Clean and sanitize exterior of all waste receptacles 7. Empty all waste containers and replace plastic liners 8. Damp mop and sanitize all floors 9. Sanitize all counter tops 10. Spot clean walls 11. Dust all horizontal surfaces to reachable heights 12. Clean and disinfect blood draw chair(s) 13. Clean and disinfect examination tables including attachments and patient/visitor chairs and mobile table 14. Damp (Wipe) clean all exam room table surfaces (including foot step) utilizing an approved hospital germicide detergent solution 15. Empty recycling bin twice a week (Tuesday and Friday) 16. General daytime cleaning of all restrooms 15. Cleaning and disposal of any Service/Emotional Support Animal waste Weekly Cleaning: 1. Remove fingerprints from doors, light switches, kick and push plates 2. Dust all horizontal surfaces to include ceiling diffusers 3. Scrub tile floors thoroughly to remove any dirt around fixtures or counter supports 4. Sanitize pass through for urine specimens in restrooms 5. Dust medical equipment, computers, chairs 6. Dust vertical surfaces. 7. Spot clean walls Monthly Cleaning: 1. Wash baseboards 2. Clean walls 3. Clean all air circulation vents (grilles, grates, covers, etc.) 4. Clean all ceiling diffusers Discharge Cleaning: As needed DETAILED PERFORMANCE REQUIREMENTS: Basic Cleaning Services: Maintain Floors: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, and/or wet mopped, to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall-floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items, with the exception of computer equipment (to include computerized medical devices and printers), shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position. Remove Trash: All trash containers shall be emptied daily and returned to their initial location. Boxes, cans, and/or paper placed near a trash receptacle and marked TRASH shall be removed. All trash containers, waste baskets, etc. shall be fitted with a disposable plastic liner. All plastic liners for trash receptacles of any sort shall be replaced with new ones when receptacle is emptied. The trash shall be deposited in the nearest outside trash collection container as directed by the COR. Trash receptacles shall be left clean, free of foreign matter, and free of odors. This includes trash cans at the building s exterior. Remove recycling: Recycling containers will be emptied into the recycling dumpster located in the parking lot. All recycling bins shall be fitted with a disposable plastic liner. All plastic liners for recycling containers of any sort shall be replaced with new ones when the container is emptied. Recycling containers shall be left clean, free of foreign matter, and free of odors. Recycling should be emptied twice a week on Tuesdays and Fridays. Clean Interior Glass/Mirrors: Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, streaks, or other foreign matter. Vacuum Carpets: Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the government representative. Area and throw rugs are included to receive this service. All carpets will be shampooed twice a year. Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be 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. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately. General Dusting: All horizontal surfaces (tops) must be dusted or cleaned to eliminate dust collection. All vertical surfaces (sides) shall also be kept free from the accumulation of dust. All furniture, computers, medical and other equipment is also to be kept free from dust. Personal items in offices (such as family pictures, figurines, etc.) shall not be moved for cleaning. Computer and medical equipment shall never be unplugged as part of the cleaning process. Clean Interior Windows: Clean glass surfaces/windows/doors throughout the area. After surfaces have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass. Clean Exterior Entrance Doors: After doors have been cleaned, exterior frames, casings, sills, and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter. Clean Air-Conditioning/Heating Vents: All heating and air conditioning ventilation grates/grilles/louvers/covers shall be kept free from dust and dirt and shall be cleaned on an as needed basis. Clean Fluorescent Light Fixture Diffusers: All plastic diffusing lenses for ceiling mounted fluorescent light fixtures will be kept in a clean condition (on both sides of diffuser) and free of dust, dirt, and dead insects. Fluorescent lights in the ceilings will be kept free of bugs and will be cleaned as needed. Clean Entranceways: Remove cans, leaves, papers, empty bottles, cigarette butts, and other litter from building exterior entrances and accompanying grounds. Basic Examination Room/Restroom Cleaning Services: Clean and Disinfect: Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. 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, as well as all surfaces of specimen pass through. De-scale Toilet Bowls and Urinals: De-scaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains. Sweep and Mop Floor: After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. 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, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Contractor shall mop using only clean water and appropriate cleaning agents and shall dispose of soiled water after each cleaning. Stock (Janitorial) Examination Room/Restroom Supplies: Contractor shall ensure examination rooms/restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, paper towels, and toilet paper do not run out. Anti-bacterial hand sanitizer supplies, including wall mount dispensers, shall be provided by the Contractor and must be pre-approved by the VA. Sanitizer expiration date must be written on the bag and mounted in the dispenser so that the expiration date is clearly visible in the dispenser without having to open the dispenser. Sanitizer shall be replaced when expired. All Supplies shall be stored in designated areas and shall be kept up off of floor surface. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within 24 hours of notification. Clean/Disinfect Examination Room/Lab Room Furniture: Patient examination tables, visitor chairs, and blood draw chairs in all examination rooms or lab rooms will be cleaned and disinfected daily with FDA/EPA approved germicidal detergent. Periodic Cleaning Services: Strip, Scrub, Seal and Wax Floors: Strip and wax VCT floors. Strip, scrub, seal and wax floors as often as needed to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance. Clean/Shampoo Carpets: All carpets shall be cleaned in accordance with standards as provided in the attachment. All carpeted areas shall be cleaned as often as necessary to maintain a uniform appearance free from stains or discoloration. A heavy-duty spot remover may be required in heavily soiled areas. Spot clean or shampoo dirty carpets over an area of two square feet or less. Spots must be removed immediately. All carpets will be shampooed twice a year or as needed when requested by the COR. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. With the exception of computer-related equipment, all items, including chairs, trash receptacles, and other items shall be moved to clean carpets underneath, and returned to their original location once the carpet is dry. Cleaning of Vinyl tile flooring: All vinyl flooring shall be cleaned in accordance with standards as provided in the attachment on a weekly basis. Patient Care (Exam/In-Patient) Room Discharge Cleaning Bedbugs, Scabies or Lice How to Clean: Don Personal Protective Equipment (PPE): Contact Precaution: Two pair (double gloving) of ASTM D6978 certified gloves will be worn, Gown, & Shoe Covers. For cleaning above the head (ceilings and walls) use goggles. If the room is designated as an Isolation Droplet or Airborne additional PPE is required. Materials Required in Room: Vacuum Cleaning Cloths Flat Mop and Clean Flat Mop Heads Small Step Ladder Toilet Brush/Johnny Mop If room has restroom Trash Bags Clean Privacy Curtain Wall Washing Equipment Cleaning Chemicals: Disinfectant Cleaner: Clorox/Dispatch; Kills - HIV-1, MRSA, VRE, herpes simplex I and II, Influenza A, Zika, and other pathogens; Dwell/Kill Time = 10 Minutes; DO NOT use for areas identified with C-Diff, TB, or Norovirus; This chemical cleans and disinfects; however, it is critical when disinfecting any surface that you use a two-step process. First clean the surface and then disinfect it. Procedure: NOTE: Always use a TWO-STEP cleaning process when cleaning; Step 1 = Clean the item/surface thoroughly removing any soil or potential soil whether seen or unseen: Step 2 = Disinfect the item/surface thoroughly using the appropriate disinfectant properly allowing for the disinfectant to dwell/remain wet on the surface in accordance with the manufacturer s instructions. NOTE: Always double bag with our plastic trash liners any linens in the room and mark for laundry so that they can place directly into washer without handling. In addition, do the same for all cleaning mops and cleaning cloths. Only take those items you are going to use into the room. Inspect the room first for any objects on the floor such as, sharps, large waste or liquids. In the event you discover a Sharps make sure you only pick it up with a mechanical device. If you discover liquids make sure you clean them up appropriately prior to beginning your isolation room cleaning procedure. Thoroughly vacuum the entire room to include all furnishings. For patient furnishings, it is important to vacuum out any drawers also that they may have opened or stored items in. Change out the vacuum cleaner bag. Remove any general waste and place in designated container in accordance with Housekeeping Policy and Procedure Manual Procedure #4. NOTE: Always use caution Before removing visually inspect for sharp objects that do not belong in the waste container. Never reach in or compress the waste since there may be a sharp object in the waste container that is missed, and waste is always considered contaminated. When carry waste bag never allow it to brush up against or touch your body since there may be sharp objects in the waste and it is considered contaminated. Remove any Medical Waste in accordance with Housekeeping Policy and Procedure Manual Procedure #5. NOTE: Always use caution Before removing visually inspect for container for sharp objects protruding out of the container. Never reach in or compress the medical waste since the waste is always considered contaminated. When carry waste bag never allow it to brush up against or touch your body since there may be sharp objects in the waste and it is considered contaminated. For In-Patient Room - Clean the restroom in accordance with Housekeeping Policy and Procedure Manual Procedure #16. NOTE: Upon discharge Housekeeping is responsible for cleaning any mobile toilets left in room using the appropriate chemicals. In addition, if there is a riser on the permanent toilet Housekeeping is responsible for cleaning it, but not authorized to remove it or reattach it. Clean the room furnishings. Dampen the cloth with a disinfectant cleaner. Using the dampened cloth wipe the surface and allow to air dry. Begin cleaning at the entrance door and work around the room. Damp clean the top of an object first and work down to avoid soiling surfaces you have just cleaned. Fold the cloth in a series of squares to provide additional cleaning surfaces. A wadded cloth does not clean as effectively. Clean dust items such as thermostats, light switches, and ledges. Never shake the cloth. When it becomes too soiled to continue, simply refold it so a clean surface is available or send to laundering. Spot clean visible soil from doors, walls, windows and blinds. Pay attention to heavily soiled and frequently touched surfaces. Use the damp cloth on soil. Use the abrasive hand pad to clean stubborn spots then re-wipe the area with the cleaning cloth. Never shake the cloth. When it becomes too soiled to continue, simply refold it so a clean surface is available or send to laundering. Clean the phone, cord and dial plate using the disinfectant cleaner. Thoroughly clean the hand piece and push buttons. Change out all privacy curtains. Place ladder directly under one end of the privacy curtain. Note: Make sure ladder is large enough so that you will not have to stand on the top or second to the top step on the ladder. Climb up the ladder until you can easily reach the hooks of the privacy curtain. Remove the hooks from the privacy curtain leaving the actual hooks attached to the privacy curtain railing system. As you unhook the privacy curtain continue to draw the privacy curtain to you so that you do not have to continue moving up and down the ladder. Once all hooks have been removed place the curtain into a soiled linen hamper. Remove soiled disposable two pair (double gloving) of ASTM D6978 certified gloves will be worn and don new disposable two pair (double gloving) of ASTM D6978 certified gloves will be worn. Get clean privacy curtain and climb the ladder in the same location and begin attaching the privacy curtain to the hooks. Continue attaching the privacy curtain until all the hooks have been attached. Note: There should be no eyelets unattached. Inspect your work for anything that may have been missed. Clean the patient bed or exam table. Clean sink, mirror, and dispensers within the patient care room. Clean and refill all dispenser. Report any broken or malfunctioning units. Dust mop the floor. Wet mop the floor using a flat mop. Using a clean micro fiber flat mop with disinfectant cleaner wet enough to allow the disinfectant cleaner to "dwell" on the floor for 10 minutes. This will allow the disinfectant to be effective. Push the flat mop around the baseboards first paying particular attention to removing the soil from the corners. Avoid splashing the walls and furniture. In open areas, use the figure eight stroke, overlapping each stroke. Use only one flat mop head per room unless it is an oversized room then change out accordingly. Repeat these steps until the entire floor has been mopped. Allow the floor to air dry. Check your Work Janitorial Closet: All designated janitorial closets will be kept clean and orderly. Mop heads and brooms will be stored clean and free of debris. Mop ringer buckets, buckets and misc. containers will be free of standing liquid and debris. Cleaning chemical supplies and misc. equipment will be stored in cabinets, off the floor or hanging from wall hooks. All cleaning chemicals will be clearly labeled and must be approved for use by VA EMS Department Chief. Electrical equipment stored in the clinic will be in working order. No broken or unsafe equipment will be stored in the janitorial closets/clinic. Safety: Housekeeping carts will not be left unattended or parked in walk areas. Wet floor signs will be posted and be visually seen by all directions. GENERAL INFORMATION: Quality Control: The contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum the contractor shall develop quality control procedures addressing the areas identified in the, Service Delivery Summary. Quality Assurance: The government will periodically evaluate the contractor s performance in accordance with the attached Quality Assurance Surveillance Plan (QASP). Hours of Operation: The services being provided shall be performed during the following times: Day time cleaning: 7:30am through 4:00pm eastern standard time Monday through Friday, excluding Federal Holidays. Day time cleaning consist of: General daytime cleaning of waiting areas and high traffic areas, General daytime cleaning of all restrooms, restocking of paper supplies as needed, mopping/sweeping of floors as needed. After hours cleaning: 5:30pm until complete eastern standard time Monday through Friday, excluding Federal Holidays. After hours cleaning consist of: Basic Cleaning Services, Basic Examination Room/Restroom Cleaning Services, Periodic Cleaning Services, Janitorial Closet, Waiting room, Lab and Safety. Contractor shall provide proposed work schedule to the COR within five (5) calendar days from receipt of Award. The ten holidays observed by Federal Government are: New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies. Contractor Staff Information: Training: The contractor will develop and be responsible for the cost and provision of initial and developmental training programs for contractor employees. A training plan, to include a schedule of topics and synopsis of the material to be presented on each topic that is required below, will be submitted for review to the Contracting Officer Representative (hereinafter referred to as COR) on an annual basis (the first initial and developmental training program will be made available to the COR no later than 60 days after the effective date of this contract, or when requested by the COR). All employees will receive no less than 8 classroom hours of initial, intensive training in health care facility infection control and related topics.

Division 01 -

General Requirements, Facility Maintenance.