FILE | S | IDIQ CUSTODIAL SERVICES VAMC DURHAM RFQ - Attachment

FBO DAILY ISSUE OF JULY 29, 2011 FBO #3534
DOCUMENT

S -- IDIQ CUSTODIAL SERVICES VAMC DURHAM RFQ - Attachment

Notice Date: 7/27/2011
Notice Type: Attachment
NAICS: 561720 — Janitorial Services
Contracting Office: Department of Veterans Affairs;VISN 6 Centralized Acquisition Service;100 Emancipation Drive;Hampton VA 23667
ZIP Code: 23667
Solicitation Number: VA24611RQ0629
Response Due: 8/15/2011
Archive Date: 10/14/2011
Point of Contact: Nakaura Yusuf
E-Mail Address: 8-7126<br
Small Business Set-Aside: Service-Disabled Veteran-Owned Small Business
Description: This is a combined synopsis/solicitation for Commercial Items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a written solicitation will not be issued. The requirement will be issued by Department of Veteran Affairs, Medical Center, Durham, North Carolina (VAMC Durham). This combined synopsis/solicitation serves as a request for quote (RFQ) for custodial service and will be issued as a Service Disabled Veteran Owned Small Business set-a-side. The solicitation document, incorporated provision and clauses are those in effect through the Federal Acquisition Circular (FAC) 2005-48. The associated North American Industrial Classification System (NAICS) for this requirement is 561720. Only electronic submission will be accepted, offeror must include, CCR Registration, Tax ID, Veteran Status, and reference Solicitation Number in Subject line of e-mail correspondence, no question will be answered after 08/05/ 2011, question must be e-mail to Nakaura.yusuf@va.gov. Contractors are required to respond to evaluation factors as prescribed, non-response quotes will be eliminated from further consideration close date 08/11/2011 Site visit will be schedule for 08/05/2011. IAD- 9:00 a.m Hillandale- 10:30 a.m. E-Wing- 11:30 a.m. This is a Service Disabled Veteran Owned Small Business set-aside requirement. Offerors or Contractors shall be able to perform all required tasks. SCHEDULE OF SERVICES: Item No.DescriptionEst. QtyUnitUnit PriceBASE YEAROPTION YEAR IOPTION YEAR IIOPTION YEAR IIIOPTION YEAR IIII CLIN 0001Hillandale I & II 12MONTH$___________$___________$___________$___________$___________$___________ CLIN 0002E-WING12MONTH$___________$___________$___________$___________$___________$___________ CLIN 0003OIA12MONTH$___________$___________$___________$___________$___________$___________ Extended Total $___________$___________$___________$___________$___________ PERFORMANCE WORK STATEMENT FOR CUSTODIAL SERVICES 1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, equipment and labor necessary to ensure that Janitorial Services performed at the following locations in accordance with the following specifications: "Hillandale Road Clinic, located at 1824 Hillandale Road, Durham, NC and Hillandale #2 offices located at 1830 Hillandale Road, Durham, NC. "Department of Veteran Affairs Medical Center, Durham, NC. 508 Fulton Street, E-Wing Facility, Durham, NC 27705. "Office of Information and Analytics (OIA), 800 Capitola Dr, Durham, NC 27705 "Additional Durham Sites may be added throughout the period of performance under this contract. Contractors are encouraged to submitted best prices as the government reserves the right to make award outside of this contract. This requirement is for the Department of Veteran Affairs Medical Center (VAMC Durham) locations as listed below other locations may be added as required; offerors will be required to provide services for all locations. 1.1. BASIC CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW. 1.1.1. Maintain Floors. All floors must be wet mopped with an EPA approved germicidal that kills blood borne pathogens. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, daily to ensure they have a uniform, glossy appearance and freedom 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 shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position. 1.1.2. Remove Trash. All trash containers shall be emptied daily and returned to their initial location. Boxes, cans, papers placed near a trash receptacle and marked "TRASH" shall be removed. Any obviously soiled or torrn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors. All waste removed must be with-in guidelines of OSHA regulations. 1.1.3. 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, or other foreign matter. 1.1.4. Clean Drinking Fountains. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil. 1.1.5. Clean Stairways and Hand Rails. All floor surfaces and hand rails shall be cleaned in accordance with paragraph 1.1.1 or 1.1.7, as appropriate for floor covering. Grease and grime shall be removed from stair guards, handrails and baseboards. Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide or maintain a clean, uniform appearance. 1.1.6. 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, burnps, and raveling shall be brought to the attention of the government representative. Area and throw rugs are included to receive this service. 1.1.6.1. Clean Carpets. Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately. 1.1.7. 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. 1.1.8. 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, pushbars, kickplates, 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. 1.1.9. General Dusting. All horizontal surfaces must be dusted or cleaned to eliminate dust collection. 1.1.10. BASIC RESTROOMS/LOCKER ROOMS CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this SOW. Restrooms are to be keep stocked with paper towels, soap, and toilet tissue. All walls well be spot washed daily, and complete washed and sanitized monthly. 1.2. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, saunas, 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, kickplates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. 1.2.1. Descale Showers, Toilet Bowls, Sinks and Urinals. Descaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains. 1.2.2. Sinks (Labs) Sinks must be cleaned daily if clear of lab materials and personal items. 1.2.3. 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. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance. 1.2.4. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including an approved Veterans Administration germicidal soap, to ensure the soap dispensers do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, contractor shall refill within 2 hours of notification. 1.3. PERIODIC CLEANING SERVICES. 1.3.1. Strip, Scrub, and Wax Floors. Strip, scrub, and wax floors as necessary to maintain a uniform high glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuff marks, heel marks, wax build-up, and other stains and discoloration. To include stairs tile landing, strip, scrub, and wax shall be performed on an annual basis. 1.3.2. Clean Interior Windows. Clean glass surfaces that are over seven (7) feet high. 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. Window cleaning shall be performed on a quarterly basis. 1.3.3. Clean/Shampoo Carpets. All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. 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. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath, and returned to their original location. Clean/ Shampoo carpets shall be performed on an annual basis. 1.3.4. EMERGENCY OR SPECIAL EVENT CLEANING SERVICES. Upon notification, the contractor shall perform emergency or special event cleaning required in any building, area, or room covered under this contract. The contracting officer shall order cleaning services through issuance of a delivery order for the appropriate and required work task(s). Contractor shall begin emergency work, as determined by the contracting officer, within one hour of notification, which may be verbal. The contracting officer or designated representative will notify the contractor as soon as a special event/ emergency requirement is known, but no less than 24 hours prior to the event. Completion schedule shall be determined for each delivery order. The response time will be four to six hours from the time the call is placed. Any calls made to the contractor after normal working hours, or if the contractor is called back after performing normal cleaning in accordance with the specifications, will constitute and emergency call. 1.3.5 Elevators. Floors will be mopped nightly. Wall, doors, lights and ceilings will also be cleaned to present a pleasant atmosphere. To include the cleaning of the elevators tracks to remove all dirt, dust, and debris to prevent malfunctioning. 1.4 SPECIAL REQUIRMENTS 1.4.1 COMPUTER ROOM. Contractor shall not move or disrupt computer equipment. The minimum cleaning frequencies are established in Appendix B and Service Delivery Summary. 1.4.2 BREAK ROOM. Contractor shall disinfect all countertops on a daily basis, mop floor using disinfectant. 1.4.3 CLINICS. Contractor shall mop floors with disinfectant; wipe all surfaces of full service, countertops, and flat surfaces. 1.4.4 DISINFECTANT. All Clinical areas (Patient Care) will be swept, dust mopped, and wet mopped daily and must be shampooed semi-annually or as needed. 2. SERVICE DELIVERY SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. 3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. N/A 4. GENERAL INFORMATION. 4.1. 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. As a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Delivery Summary. 4.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan. 4.3. GOVERNMENT REMEDIES. The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 1997), for contractor's failure to perform satisfactory services or failure to correct non-conforming services. 4.4. HOURS OF OPERATION. All custodial work is to be done Monday through Friday, excluding national holidays, after 5:00 p.m. on Monday through Friday, excluding national holidays, before 7:00 a.m. No cleaning is to be done during clinic hours except for emergency. 4.5. SECURITY REQUIREMENTS All contractor employees who require access to the Department of Veterans Affairs' shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security Investigations Center prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. Background Investigations and Special Agreement Checks All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: NACI. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days. 5. CONTRACT INFORMATION 5.1 TYPE OF CONTRACT. Firm Fixed Price IDIC contract will be issued for a base plus (4) option years. The contract is subject to availability of funds after September 30, 2011 until the Contracting Officer authorizing such services in writing. 5.2 PERSONNEL POLICY. The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contract shall provide the following for these personnel: -workers compensation professional liability insurance health examinations income tax withholding, and social security payments. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. 5.3 WORK HOURS. The services covered by this contract shall be furnished by the contractor as described in the statement of work. The ten (10) holidays observed by the Federal Government are follows: New Year's Day Martin Luther King Day President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas 5.4 PAYMENT. The contractor shall submit invoices monthly in arrears covering the services performed under this contract. The invoice will contain the following information: Contract Number and Purchase Order Number (If applicable) Total Price Invoice must be submitted to: VA FSC PO Box 149971 Austin, TX 78714 5.5 TORT CLAIMS. The Contractor employees are not covered by the Federal Tort Claims Act. When a contractor's employee has been identified as provider in a tort claim, the Contactor employee is responsible for notifying the contractor's legal counsel and/ or insurance carrier. Any settlement or judgment arising from a contractor employee's action or non-action is the responsibility of the contractor and/ or insurance carrier. 5.6 USE OF VA FACILITIES. All work will be performed at the VAMC Durham, 508 Fulton St, Durham, 27705, E-Wing. Hillandale Road Clinic, located at 1824 Hillandale Road, Durham, NC, Hillandale #2 offices located at 1830 Hillandale Road, Durham, NC and Office of Information and Analytics (OIA), 800 Capitola Dr, Durham, NC 27705. 5.7 EVIDENCE OF INSURANCE COVERAGE. The Contractor shall furnish to the Contracting Officer with their proposal a Certificate of Insurance which shall contain an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day written notice of cancellation or change is furnished to the Contracting Officer. 6. APPENDICES. B. Estimated Workload Data HILLADALE I &II APPENDIX A ESTIMATED WORKLOAD DATA Buildings 1. Facility Director Office 2. Staff Offices General space and corridors. 3. Computer Room, General space and Corridors. 4. Conference Room, General. 5. Break Room,General space 6. Copy/ Supply Room, General Space. 7. Reception area, General space 8. IT Director Office, General Space. Est. Total Square footage: 33,601 E-WIING APPENDIX B ESTIMATED WORKLOAD DATA Buildings 1. Building 1 E-Wing Research floors 4, 3, 2, 1, and ground floor. (approx. 25,685 nsf) 2. Building 16 1st floor Administrative, General, Labs and 2nd floor Administration. (9,700) nsf) 3. Building 14 Administrative, General space and Corridors. (1,940 nsf) 4. Building 10 Administrative, General and Labs. (1,885 nsf) 5. Building 6 Administrative, General and Labs. (2,809 nsf) Est. Total Square footage: 42,019 OIA APPENDIX C ESTIMATED WORKLOAD DATA Buildings 1. Staff Offices (Qty 34), General space and corridors. (150 nsf) 2. Training Room, General space and Corridors. (500 nsf) 3. Conference Room (2), General. (600 nsf) 4. Break Room (Qty 1), General space. (300 nsf) 5. Copy/ Supply Room, General Space. (300 nsf) 6. Reception area (qty 1), General space (100 nsf) 7. Restrooms (Qty 2), General Space. (300 nsf) 8. Computer Room (Qty 1), Space (500 nsf) Est. Total Square footage: 2,750 EVALUATION CRITERIA: a.Contractor shall address the Performance Work Statement (PWS) and include Technical Capability, Understanding of requirement, Management, and Quality Control. b.Provide information on how the vendor will complete Custodial Services include a key personnel contact list. c.Monitoring/training personnel on performance in accordance with the Performance Work Statement. Describe how the requirements of the PWS will be maintained at an acceptable level without interruption. d.Provide name of chemical usage and supply material Data Safety Sheets for approval. e.Experience on similar contacts. The offeror must demonstrate that it has successfully performed at least three similar contracts within the past (3) years. While the government may elect to consider data obtained from other sources, the burden of providing thorough and complete past performance information rest with the offeror. PRICE: The techniques and procedures described under FAR 12.209, Price Analysis, will be the primary means of assessing Proposal reasonableness. The Government will evaluate proposed prices to determine whether prices are realistic for the work to be performed; reflect a clear understanding of the requirements, and are consistent with the various elements of the offeror's mission capability Proposal. Price analysis techniques may include a comparison of proposed prices received in response to the solicitation competitive range will be established by the Contracting Officer utilizing price related factors, fair market prices, comparison with other contract prices for similar services, and/or a comparison of proposed prices with the independent Government cost estimate. The Government intends to establish award without exchanges with contractors. Consequently, Contractors are highly encouraged to offer their best technical and pricing quotes in their initial submissions. However, the Government reserves the right to discuss submissions with any or all contractors submitting a technical and price quote, if it is determined advantageous to the Government to do so. This statement is not to be construed to mean that the Government is obligated to conduct exchanges. Note that FAR Part 13 Simplified Acquisitions Procedures; 13.5 Test Program for Certain Commercial Items procedures will be used. A Contractor may be eliminated from consideration for a without further exchanges if its technical and/or pricing quotes are not among those Contractors considered most advantageous to the Government based on a best value determination. Class Deviation from Department of Veterans Affairs Acquisition Regulation 804.1102, Vendor Information Pages Database Class Deviation: Pursuant to Department of Veterans Affairs Acquisition Regulation (VAAR) 819.70 as follows: VERIFICATION OF STATUS OF APPARENTLY SUCCESSFUL OFFEROR (a) The apparently successful offeror, unless currently listed as verified in the Vendor Information Pages (VIP) at: www.vetbiz.gov database, shall submit to Department of Veterans Affairs' (VA) Center for Veterans Enterprise (CVE) within five business days of receipt of written notice of its status as the apparently successful offeror, a verification application in accordance with 38 Code of Federal Regulations (CFR) Part 74 with such reasonably adequate documentary material, as necessary, establishing as follows: (1) The owner or owners of 51 percent or more of the offeror is/are service-disabled Veteran(s), Veteran(s), or an eligible surviving spouse thereof, as applicable, for the instant acquisition. In this regard, the apparently successful offeror shall submit a VA Form 0877 to CVE via VA's VIP at: www.vetbiz.gov.internetsite.This confidential and secure electronic application will enable CVE to inform the CO of the service-disabled Veteran or Veteran status of the owner(s) of the offeror without the CO having to receive and secure confidential individually identifiable information or personal health care information on this topic. (2) Eligible parties own 51 percent or more of the concern (see 38 CFR 74.3). Adequate documentation can include copies of official stock certificates, articles of incorporation, partnership agreement, operating agreement, or other similar documentation which reasonably demonstrates the percentage of ownership by eligible parties; and (3) Eligible parties control the concern (See 38 CFR 74.4). Control includes both the strategic policy setting exercised, for example, by boards of directors, and the day-to-day management and administration of business operations. Adequate documentation should include articles of incorporation, corporate by-laws, partnership agreement, operating agreement, resumes, disclosure of any other current employment, or other relevant documentation, as applicable, which demonstrates control of the strategic and day-o-day management of the offeror by eligible parties, as applicable. (b) CVE will examine the business documents to determine if they establish appropriate ownership and control of the business from which an offer has been received. Within 21 business days, CVE shall determine whether the firm can or cannot be verified as a SDVOSB or VOSB, as appropriate, and issue its decision thereon to the vendor in accordance with 38 CFR 74.11(e) and to the CO. The CO will use CVE decision in making the source selection decision. (c) If a competing vendor raises a status protest prior to CVE completion of its verification examination, the CO may rely on the status protest decision when issued. (d) This deviation will expire December 31, 2011. Thereafter, in accordance with VAAR 804.1102, COs shall only make awards to SDVOSBs or VOSBs which are listed as verified in VIP at: www.vetbiz.gov. (End of addendum) The following Provisions and Clauses apply: a)52.204-9 Personal Identity Verification of Contract Personnel b)52.209-7 Information Regarding Responsibility Matters c)52.216-18 Ordering d)52.216-19 Order Limitations e)52.216-22 Indefinite Quantity f)52.217-8 Option to Extend Services g)52.217-9 Option to Extend the Term of the Contract h)52.224-1 Privacy Act Notification i)52.224-2 Privacy Act j)52.228-5 Insurance- Work on a Government Installation k)52.232-19 Availability of Funds for the Next Fiscal Year l)52.237-3 Continuity of Services m)52.246-4 Inspection of Services- Fixed Price n)852.203-70 Commercial Advertising o)852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-aside p)852.237-70 Contractor Responsibilities q)852.273-75 Security Requirements for Unclassified Information Technology Resources r)852.273-76 Electronic Invoice Submission s)52.212-3 Offeror Representations and Certifications. Please include a completed form or complete at https://orca.bpn.gov/ 52.212-4 Contract Terms and Conditions t)52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive u)52.525-2 Clauses Incorporated by Reference v)52.212-1 Instructions to Offerors- Commercial Items. w)52.212-2 Evaluation- Commercial Items x)52.212-3 Offeror Representation and Certification- Commercial Items y)52.216-27 z)52.217-5 Evaluation of Options aa)52.233-2 Service of Protest bb)52.237-1 Site Visit cc)852.233-70 Protest Content/ Alternative Dispute Resolution dd)852.233-71 Alternate Protest Procedure ee)852.270-1 Representative of Contracting Officers ff)852.273-74 Award Without Exchanges Copies of the reference provision and clause may be obtained at: FAR http://arnet.gov/far VAAR http://www.va.gov/oamm/oa/ars/policyreg/vaar/ Attachments: Attachment I: Durham VA Medical Center Sharpe Container SOP Attachment II: Wage Determination Attachment III: QASP Attachment IIII: Performance Measures VA Medical Center Durham, North Carolina Environmental Management Service November 3, 2009 Standard Operating Procedure No. 40 Subject: To provide a safe disposal method for used needles and sharps. I. POLICY: Personnel will use the biohazard marked disposable needle collection containers whenever disposing of syringes, lancets, needles or any other collection device that is used to puncture a patient's skin. The containers are located in Laboratories, Dental Offices, and Patient Rooms, and Medical Clinics. Smaller biohazard marked disposable containers are available for remote use. Replacements for both containers are available from the Environmental Management Services (EMS) Parts & Tools supply room. II. DEFINITIONS: A. Biohazard: Bio - combining form denoting relationship to life. Hazard - a chance of being injured or harmed; danger IV. RESPONSIBILITIES: A.Nursing Staff - To always place sharps in biohazard marked containers. B.EMS Staff - To transportation of containers to the Soiled Utility Room for proper disposal. C. EMS Staff - To transport the biohazard containers to the Sani-Pac Area D. EMS Staff - To autoclave biohazard materials prior to proper disposal E.EMS Supervisor - Will maintain proper operation of the auto clave to assure sterility and send a report to the Infection Control Services Monthly. V. PROCEDURES: A. Handle sharp objects carefully. Always wear gloves. 1. Do not cut, bend, break or routinely reinsert used needles into original sheath by hand. Do not detach used needle from syringe. HANDLING NEEDLES AND SHARPS 2. NOTE: Personnel should never reach into the needle container. a. Sharps containers must be kept upright, replaced routinely to avoid overfilling. Sharpe Containers must be removed and replaced when the contents reached the required level (3/4 Full) clearly marked on the box. b. When removed from work area, containers will be upright and closed to prevent spillage or protrusions during handling. When the containers are 3/4 full, it is the responsibility of the EMS Staff to take the Sharpe container to the Soiled Utility room. c. To remove from wall bracket - 1. Lock lid into place before removing. Push top lid forward, and inspect to ensure lid is in lock position. 2. Lift container up and remove. Clean containers are located in the Housekeeping Closet on that floor, ward and/or unit, and should be put in place (at the same time the 3/4 full container is removed) d. A designated EMS Staff member will decontaminate the containers by autoclaving the container for two hours at 250 degrees F at fifteen pound pressure and verify decontamination by a chemical indicator. After decontamination, the containers can be dispensed to proper disposal sites as specified by local, state and federal law. e. Report immediately all accidents involving any used needle or sharp to your supervisor.. VI. REFERENCES: Dorlands Illustrated Medical Dictionary, Twenty Fifth Edition; The American Heritage Dictionary, Second College Edition VII. COLLABORATED WITH: Central Supply Clerk, Nursing Services, and Infection Control Committee VIII. RESCISSIONS: IC-04, Handling Needles and Sharps dated October 30, 2006; IC-04, Handling Needles and Sharps dated December 18, 2002; Policy # IC-04, Handling Needles and Sharps dated September 1, 2002; Policy # IC-04-99-R, Handling Needles and Sharps dated January 31, 1999; and Policy # IC-02-05 (3/7/95) IX.DISTRIBUTION: EMS, Standard Operating Procedures X. REVIEW AND REISSUE DATE: November 2012 XI. FOLLOW-UP RESPONSIBILITY: Infection Control Services 2. Rescission. 3. Review Date. Mr. Steve McLeod Chief, Environmental Management Service http://www.wdol.gov/sca.aspx#8 WD 05-2401 (Rev.-11) was first posted on www.wdol.gov on 06/17/2011 Quality Assurance Surveillance Plan (QASP) Custodial Service Contract Number: Task Order Number: _______________________ Date of Award: ___________________________ Contractor's Name and Address: ____________________________ ____________________________ ____________________________ ____________________________ Contracting Officer's Technical Representatives (COTR): Jeff Robinson and Debbie Sweitzer Contracting Officer: Nakaura Yusuf APPROVED: __________________________________ DATE:__________________ Contractor Manager Name and Title 1. INTRODUCTION: This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the Statement of work (SOW) entitled Program Coordinator. This plan sets forth the procedures and guidelines the Department of Veteran Affairs, Durham Medical Center will use in ensuring the required performance standards or services are met by the contractor(s). The QASP further serves as the plan for surveillance of performance and identifies the performance indicators, standards, inspections methods and procedures to be used in monitoring performance. It details thresholds for acceptable and unacceptable performance for specific tasks within the SOW. 1.1 Overview. This QASP outlines the procedures for surveillance of the contract order. Included are procedures for evaluating the contractor's performance and how key services will be inspected. 1.2 Purpose and Objectives. The objective of this QASP is to provide a systematic method to evaluate the service the Contractor is required to furnish by the contract. The primary interest is in the final product/service that the Contractor is providing and not in the details of how the contractor is accomplishing the task. The COTR may evaluate work at any time during the Contractor's work performance. This plan documents the methods to be used for measuring each contract requirement, the scheduling of inspections, and the results of the surveillance program. 2. RESPONSIBILITIES: The Contractor is responsible for management and quality control actions necessary to meet the terms of the contract. 2.1 The contractor is responsible for the management and quality control actions necessary to meet the terms of the contract. It is understood that on rare exceptions unforeseen and uncontrollable problems do occur. This has been recognized and incorporated into thresholds for acceptable and unacceptable performance. Good management and use of an adequate quality control plan will allow the contractor to operate within specified performance requirements. The contractor is responsible for providing all information to the government that is necessary to accurately evaluate performance. 2.2 The role of the government is quality assurance to ensure contract services are provided. The government desires to maintain a quality standard for completion of all tasks specified in the SOW/Contract and is responsible for developing measurable standards to evaluate performance against. This contract requires services in the field of Veteran health care which directly impacts the security of the U.S. and which requires access to protected health information. COs / COTRs are to be objective, fair and consistent in evaluating contractor performance against the standards. 2.3. Each document provided for analysis by the contractor will be maintained by the contractor for inspection for the period of the contract. Each evaluation made by the CO/COTR will also be documented and filed for further reference, audit, and proof of inspection by the CO/COTR. 3. PROCEDURES/METHODS OF ASSESSMENT: 3.1 Contracting Officer Representative Surveillance Schedule. The COTR will develop a routine monthly surveillance schedule based on the surveillance plan's requirements. The monthly schedule shall be completed no later than the last workday of the preceding month. 3.2 Inspection Methods. This plan may use a combination of surveillance methods which adequately assures the Government of the Contractor's performance. 3.2.1 Periodic Inspection: Periodic inspection is a QA method based on a predetermined plan to evaluate part of the contract outputs using subjective judgment and analysis of agency resources to decide what work to inspect and how frequently to inspects it (daily, weekly, monthly, quarterly, etc.) as determined by the COTR. 3.2.2 100% inspection: 100% inspection is a QA method designed to evaluate all outputs of the contract requirement. This method requires a total inspection of Contractor's performance. 3.2.3 Validated Customer Complaints: Validated customer complaints is a QA method whereby deficiencies in the outputs of the contract requirement are identified by a person other than the COTR. These persons are made aware of contract requirements and monitor the services provided by the Contractor. Where there is a case of poor performance or nonperformance, the COTR is notified. Then, the COTR investigates the report, and, if found to be valid, documents it. Each complaint should be validated to ensure the service was required, and that the requirement was not fulfilled. 3.3 Inspection Method Selection. The depth and detail of observations of work shall be based on the relative importance of the items of work under evaluation. The principal method of surveillance shall be periodic inspection with 95% inspection of key requirements; however, any surveillance method can be used at the Government's discretion. Certain tasks may be so important that nonperformance or poor performance may significantly impact the mission and warrant 100% inspection. Joint inspections may be made by the COTR/ and the Contractor. These are beneficial when routinely performed. They are vital when any disagreement or misunderstanding occurs. 3.4 Performing Surveillance. Surveillance results must be able to support action taken by the COTR/Contracting Officer when nonperformance or unacceptable performance occurs. 3.4.1 Inspection Checklists. An essential part of any QASP is the Inspection Checklist for the service that will be evaluated. A standard Inspection Checklist form ensures documented, uniform appraisal of each performance occurrence, and that equal weight is given to each evaluation. These checklists form the basis for all QA evaluations and constitute the documentation which will be used to substantiate determination of unsatisfactory performance should that occur. 3.4.2 Other Surveillance Records. The COTR at times will need to make other types of records such as Memoranda of Telephone Conversation. 4. SUCCESSFUL PERFORMANCE AND REMEDIES: 4.1 Unacceptable Performance. If performance is judged unacceptable, the COTR will initiate a report of findings on the record of the observation and submit the report of finds, along with supporting documentation recording the unacceptable performance, to the Contracting Officer. The seriousness of the situation should govern whether the COTR should provide the report of findings to the Contracting Officer as soon as unacceptable performance is indicated or wait until not later than the third workday of the month following the surveillance. 4.2 Inform Contract Manager. The COTR must always contact the Contractor's manager or on-site representative and inform them of the unacceptable performance, and have the manager initial the entry on the Inspection Checklist. 6. REVISIONS TO QASP: revisions to the surveillance plan are the joint responsibility of the COTR and the Contracting Officer. Performance ObjectiveSOW ParaPerformance ThresholdSurveillance Dis-Incentive Basic Cleaning Services.1.1.Not to exceed three (3) COTR validated customer complaints per month at each facility. 100%Five (5) percent invoice deduction per facility if > 3 COTR documented complaints per month. Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash is empty;. Plastic liners are in good condition. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Ash containers are emptied and free of ashes, odors and stains. Glass and mirrors have no traces of film, dirt, smudges, or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Stairways are free of dirt, debris, marks, smudges, scuffs and other foreign matter. Carpets are free of dirt, debris, litter and other foreign matter. Dust is not visible. Basic Restrooms/Locker Rooms Cleaning Services.1.2.Not to exceed (3) COTR validated customer complaints per month at each facility. 100% Restrooms and locker rooms are disinfected and free of dirt, deposits, streaks and odors. Showers are disinfected and free of soap films, scum and other deposits. Toilets and urinals are disinfected and free of scale, stains, scum and other deposits. Floors are free of litter, dirt, dust and debris. Supplies are adequate until next service. Periodic Cleaning Services.1.3.Not to exceed (2.5) COTR validated customer complaints per month.100%Five (5) percent invoice deduction per facility if > 3 COTR documented complaints per month. Waxing: Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Windows: Windows are free of film, dirt, smudges, water, and other foreign matter. Carpets: Carpets are free of stains and discoloration. Emergency or Special Event Cleaning Services. Ordered services meet the requirements of paragraphs 1.1 and/ or 1.2 as appropriate. 1.4.Not to exceed (3) COTR validated customer complaints per month at each facility. 100%Five (5) percent invoice deduction per facility if > 3 COTR documented complaints per month. BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF VETERANS AFFAIRS, VETERANS HEALTH ADMINISTRATION AND Whereas, (Business Associate) provides Custodial Services Custodial Services services to the Department of Veterans Affairs Veterans Health Administration (Covered Entity); and Whereas, in order for Business Associate to provide Custodial Services Custodial Services services to Covered Entity, Covered Entity discloses to Business Associate Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) pursuant to the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Pub. L. 104-191, 110 Stat. 1936 (1996), and its implementing regulations, 45 C.F.R Parts 160, 162, and 164, ("the HIPAA Privacy and Security Rules"); and Whereas, the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5, 123 Stat. 115 (2009), pursuant to Title XIII of Division A and Title IV of Division B, called the Health Information Technology for Economic and Clinical Health (HITECH) Act, provides modifications to the HIPAA Privacy and Security Rules; and Whereas, Department of Veterans Affairs Veterans Health Administration is a "Covered Entity" as that term is defined in the HIPAA implementing regulations, 45 C.F.R. 160.103; and Whereas,, including its employees, officers, contractors, subcontractors, or any other agents, as a recipient of PHI from Covered Entity in order to provide Custodial Services Custodial Services services to Covered Entity, is a "Business Associate" of Covered Entity as that term is defined in the HIPAA implementing regulations, 45 C.F.R 160.103; and Whereas, pursuant to the Privacy and Security Rules, all Business Associates of Covered Entities must agree in writing to certain mandatory provisions regarding the Use and Disclosure of PHI and EPHI; and Whereas, the purpose of this Agreement is to comply with the requirements of the Privacy and Security Rules, including, but not limited to, the Business Associate Agreement requirements at 45 C.F.R. 164.308(b), 164.314(a), 164.410, 164.502(e), and 164.504(e), as may be amended. NOW, THEREFORE, Covered Entity and Business Associate agree as follows: 1. Definitions. Unless otherwise provided in this Agreement, capitalized terms and phrases that are defined in the Privacy and Security Rules have the same meanings as set forth in the Privacy and Security Rules. When the phrase "Protected Health Information" and the abbreviation "PHI" are used in this Agreement, they include the phrase "Electronic Protected Health Information" and the abbreviation "EPHI." 2. Ownership of PHI. PHI provided by Covered Entity to Business Associate and its contractors, subcontractors, or other agents, or gathered by them on behalf of Covered Entity, under this Agreement are the property of Covered Entity. 3. Scope of Use and Disclosure by Business Associate of Protected Health Information. Unless otherwise limited herein, Business Associate may: A. Make Uses and Disclosures of PHI that is disclosed to it by Covered Entity or received by Business Associate on behalf of Covered Entity as necessary to perform its obligations under this Agreement and all applicable agreements, provided that such Use or Disclosure would not violate the HIPAA Privacy Rule if made by Covered Entity and complies with Covered Entity's minimum necessary policies and procedures; B. Use the PHI received in its capacity as a Business Associate of Covered Entity for its proper management and administration and to fulfill any legal responsibilities of Business Associate; C. Make a Disclosure of the PHI in its possession to a third party for the proper management and administration of Business Associate or to fulfill any legal responsibilities of Business Associate; provided, however, that the Disclosure would not violate the HIPAA Privacy Rule if made by Covered Entity, or is Required by Law; and Business Associate has received from the third party written assurances that (a) the information will be held confidentially and used or further disclosed only for the purposes for which it was disclosed to the third party or as Required By Law, (b) the third party will notify Business Associate of any instances of which it becomes aware in which the confidentiality of the information may have been breached, and (c) the third party has agreed to implement reasonable and appropriate steps to safeguard the information; D. Engage in Data Aggregation activities, consistent with the HIPAA Privacy Rule; and E. De-identify any and all PHI created or received by Business Associate under this Agreement, provided that the de-identification conforms to the requirements of the HIPAA Privacy Rule. 4. Obligations of Business Associate. In connection with its Use or Disclosure of PHI, Business Associate agrees that it will: A. Consult with Covered Entity before making the Use or Disclosure whenever Business Associate is uncertain whether it may make a particular Use or Disclosure of PHI in performance of this Agreement; B. Ensure any employee, officer, contractor, subcontractor, or other agent of Business Associate who has access to PHI receives at a minimum annual privacy and security awareness training that conforms to the requirements of Covered Entity; C. Develop and document policies and procedures and use reasonable and appropriate safeguards to prevent use or disclosure of PHI other than as provided by this Agreement; D. To the extent practicable, mitigate any harmful effect of a Use or Disclosure of PHI by Business Associate in violation of this Agreement that is known or, by exercising reasonable diligence, should have been known to Business Associate; E. Maintain a system or process to account for any Security Incident, Privacy Incident, or Use or Disclosure of PHI not authorized by this Agreement of which Business Associate becomes aware; F. Notify Covered Entity within 24 hours of Business Associate's discovery any incident which may potentially be a data breach, including a HIPAA Electronic Transactions and Code Sets, Privacy, Security or Standard Identifier Incident, or Use or Disclosure of PHI, whether secured (PHI which has been destroyed or in the alternative has been rendered unreadable, unusable or undecipherable) or unsecured (PHI not secured through the use of a technology which renders it unusable, unreadable, or indecipherable through methodology specified by HHS in guidance issued under 13402(h)(2) of the HITECH Act), not provided for by this Agreement and promptly provide a report to Covered Entity within ten (10) business days of the notification; (1) An incident will be considered any physical, technical or personal activity or event that increases risk of inappropriate or unauthorized use or disclosure of PHI or causes Covered Entity to be considered non-compliant with the HIPAA Privacy and Security Rules; (2) A breach, as defined in 45 C.F.R. 164.402, is an unauthorized acquisition, access, use or disclosure of PHI in a manner not permitted under the HIPAA Privacy Rule which compromises the security or privacy of the PHI by posing a significant risk of financial, reputational, or other harm to the individual; (3) A breach, consistent with 45 C.F.R. 164.410(a)(2), will be treated as discovered as of the first day on which such breach is known to Business Associate or, by exercising reasonable diligence, would have been known to Business Associate, or any employee, officer, contractor, subcontractor, or other agent of Business Associate; (4) Notification will be made by Business Associate to the Director, Health Data & Informatics by telephone, 202-461-5839 or secure fax of any HIPAA Electronic Transactions and Code Sets, Privacy, Security or Standard Identifier Incident, or Use or Disclosure of PHI not provided for by this Agreement; and (5) A written report of the incident, submitted to the Director, Health Data & Informatics within ten (10) business days after initial notification, will document the following: (a). The identification of each individual whose PHI has been, or is reasonably believed by Business Associate to have been accessed, acquired, used, or disclosed during the breach; (b). A brief description of what occurred, including the date of the breach and the date of the discovery of the breach (if known); (c). A description of the types of secured and/or unsecured PHI that was involved; (d). Any steps that Business Associate believes individuals should take to protect themselves from potential harm resulting from the breach; (e). A description of what is being done to investigate the breach, to mitigate further harm to individuals, and the reasonable and appropriate safeguards being taken to protect against future breaches; and (f). Any other information described in 45 C.F.R. 164.404(c); (g). This report should be documented as a letter and sent to: Director, Health Data & Informatics Department of Veterans Affairs - Veterans Health Administration Office of Information (19F) 810 Vermont Avenue NW Washington, DC 20420 Phone: 202-461-5839 Fax: 202-273-9386 G. Implement administrative, physical, and technical safeguards and controls for the PHI that Business Associate receives, maintains, or transmits on behalf of Covered Entity, including policies, procedures, training, and sanctions, in compliance with Federal Information Security Management Act (FISMA), Pub. L. No. 107-347, 116 Stat. 2946 (2002); the HIPAA Privacy and Security Rules, 45 C.F.R. Parts 160, 162, and 164; standards and guidance from the Office of Management and Budget and the National Institute of Standards and Technology; and other laws, regulations, and policies pertaining to safeguarding VA Sensitive Data; H. Require contractors, subcontractors, or other agents to whom Business Associate provides PHI received from Covered Entity to agree to the same restrictions and conditions that apply to Business Associate pursuant to this Agreement, including implementation of administrative, physical, and technical safeguards and controls, including policies, procedures, training and sanctions, in compliance with the above-referenced legal authorities; I. If Business Associate maintains PHI in a Designated Record Set or Privacy Act System of Records, within ten (10) business days of receiving a written request from Covered Entity: (1) Make available PHI in the Designated Record Set or System of Records necessary for Covered Entity to respond to individuals' requests for access to PHI about them that is not in the possession of Covered Entity; (2) Incorporate any amendments or corrections to the PHI in the Designated Record Set or System of Records in accordance with the Privacy Act and the HIPAA Privacy Rule; and (3) Maintain the information necessary to document the disclosures of PHI sufficient to make an accounting of those disclosures as required under the Privacy Act, 5 U.S.C. 552a, and the HIPAA Privacy Rule, and within ten (10) days of receiving a request from Covered Entity, make available the information necessary for Covered Entity to make an accounting of Disclosures of PHI about an individual in the Designated Record Set or System of Records; J. Utilize only contractors, subcontractors, or other agents who are physically located within a jurisdiction subject to the laws of the United States and ensure that no contractor, subcontractor, or agent maintains, processes, uses, or discloses PHI received from Covered Entity in any way that will remove the PHI from such jurisdiction. Any modification to this provision must be approved by Covered Entity in advance and in writing; K. Provide satisfactory assurances that the confidentiality, integrity, and availability of the PHI provided by Covered Entity under this Agreement are reasonably and appropriately protected; L. Upon completion or termination of the applicable contract(s) or agreement(s), return and/or destroy, at Covered Entity's option, the PHI gathered, created, received, or processed during the performance of the contract(s) or agreement(s). No data will be retained by Business Associate, or contractor, subcontractor, or other agent of Business Associate, unless retention is required by law or regulation and specifically permitted by Covered Entity. As deemed appropriate by and under the direction of Covered Entity, Business Associate shall provide written assurance that all PHI has been returned to Covered Entity or destroyed by Business Associate. If immediate return or destruction of all data is not possible, Business Associate shall notify Covered Entity and assure that all PHI retained will be safeguarded to prevent unauthorized Uses or Disclosures; M. Be liable to Covered Entity for liquidated damages in the event of a data breach involving any PHI maintained or processed by Business Associate under this Agreement; N. Be liable to Covered Entity for any civil or criminal penalties imposed on Covered Entity under the HIPAA Privacy and Security Rules in the event of a violation of the Rules as a result of any practice, behavior, or conduct by Business Associate; O. For the purpose of determining compliance with this Agreement and underlying agreements, Business Associate will make available to Covered Entity its practices, policies and procedures; and P. Make available to the Secretary of Health and Human Services Business Associate's internal practices, books, and records, including policies and procedures, relating to the Use or Disclosure of PHI for purposes of determining Covered Entity's compliance with the Privacy and Security Rules, subject to any applicable legal privileges. 5. Obligations of Covered Entity. Covered Entity agrees that it: A. Has obtained, and will obtain, from Individuals any consents, authorizations, and other permissions necessary or required by laws applicable to Covered Entity for Business Associate and Covered Entity to fulfill their obligations under this Agreement; B. Will promptly notify Business Associate in writing of any restrictions on the Use and Disclosure of PHI about Individuals that Covered Entity has agreed to that may affect Business Associate's ability to perform its obligations under this Agreement; and C. Will promptly notify Business Associate in writing of any change in, or revocation of, permission by an Individual to use or disclose PHI, if such change or revocation may affect Business Associate's ability to perform its obligations under this Agreement; 6. Material Breach and Termination. A. Termination for Cause. Upon Covered Entity's knowledge of a material breach by Business Associate, Covered Entity shall either: (1) Provide an opportunity for Business Associate to cure the breach or end the violation; (2) Terminate this Agreement and underlying contract(s) if Business Associate does not cure the breach or end the violation within the time specified by Covered Entity; (3) Immediately terminate this Agreement and underlying contract(s) if cure is not possible; or (4) If Business Associate has breached a material term of this agreement and neither termination nor cure is feasible, Covered Entity will report the violation to the Secretary of Health and Human Services. B. Termination Upon Review. This Agreement may be terminated by Covered Entity, if appropriate, upon review as defined in Section 12 of this Agreement. C. Automatic Termination. This Agreement will automatically terminate upon completion of the Business Associate's duties under all underlying agreements or by mutual written agreement to terminate underlying agreements. D. Effect of Termination. Termination of this Agreement will result in cessation of activities by Business Associate involving PHI under this Agreement. 7. Amendment. Business Associate and Covered Entity agree to take such action as is necessary to amend this Agreement for Covered Entity to comply with the requirements of the Privacy and Security Rules or other applicable law. 8. No Third Party Beneficiaries. Nothing expressed or implied in this Agreement is intended to confer, nor shall anything herein confer, upon any person other than the parties and their respective successors or assigns, any rights, remedies, obligations, or liabilities whatsoever. 9. Other Applicable Law. This Agreement does not and is not intended to abrogate any responsibilities of the parties under any other applicable law. 10. Effect of Agreement. With respect solely to the subject matter herein, in the case of any conflict in terms between this Agreement and any other previous agreement or addendum between the parties, the terms of this Agreement shall control and supersede and nullify any conflicting terms as it relates to the parties. 11. Effective Date. This Agreement shall be effective on last signature date below. 12. Review Date. The provisions of this Agreement will be reviewed by Covered Entity every two years from Effective Date to determine the applicability of the agreement based on the relationship of the parties at the time of review. Department of Veterans Affairs Veterans Health Administration By :By : ____________________________ Name : Nakaura YusufName : ___________________________ Title: Contracting OfficerTitle: ____________________________ Date :Date : ____________________________
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