statement of work general terms for environmental...

APPENDIX B

STATEMENT OF WORK

GENERAL TERMS

FOR

ENVIRONMENTAL HOUSEKEEPING SERVICES

APPENDIX B

Appendix B - Statement of Work General Terms Page i Environmental Housekeeping Services IFB

TABLE OF CONTENTS

STATEMENT OF WORK (SOW) GENERAL TERMS FOR ENVIRONMENTAL HOUSEKEEPING SERVICES

SECTION TITLE PAGE THIS APPENDIX B SETS FORTH THE GENERAL TERMS OF THE STATEMENT OF WORK ("SOW") FOR ENVIRONMENTAL HOUSEKEEPING SERVICES ("SERVICES" OR "SERVICES") TO BE PROVIDED BY CONTRACTOR PURSUANT TO THE AGREEMENT(S) RESULTING FROM THE IFB. ................................................................. 1

1.0 SCOPE OF WORK .................................................................................................... 1

2.0 DEFINITIONS ............................................................................................................ 1

3.0 RESPONSIBILITIES – COUNTY .............................................................................. 1

4.0 RESPONSIBILITIES – CONTRACTOR .................................................................... 3

5.0 INTERRUPTED AND EMERGENCY SERVICES ...................................................... 8

6.0 ADDITION/DELETION/MODIFICATION OF FACILITIES, SPECIFIC TASKS AND/OR WORK HOURS ..................................................................................................... 9

7.0 QUALITY CONTROL PLAN ...................................................................................... 9

8.0 QUALITY ASSURANCE PLAN ............................................................................... 11

9.0 REPORTING REQUIREMENTS .............................................................................. 12

10.0 PERFORMANCE REQUIREMENTS SUMMRY (PRS) ........................................... 16

ATTACHMENTS TO THE STATEMENT OF WORK-GENERAL TERMS FOR ENVIRONMENTAL HOUSEKEEPING SERVICES: Attachment 1: Facility Transition Implementation Plan Attachment 2: Performance Requirements Summary (PRS) Chart Attachment 3: Contract Discrepancy Report (CDR) Attachment 4: Contractor Staffing Plan

APPENDIX B

Appendix B - Statement of Work Page 1 Environmental Housekeeping Services IFB

STATEMENT OF WORK GENERAL TERMS FOR

ENVIRONMENTAL HOUSEKEEPING SERVICES This Appendix B sets forth the general terms of the Statement of Work ("SOW") for Environmental Housekeeping Services ("Services" or "services") to be provided by Contractor pursuant to the Agreement(s) resulting from the IFB. 1.0 SCOPE OF WORK

Contractor(s) shall provide Services for the Department of Health Services ("DHS") and Department of Public Health ("DPH") Facilities of the County of Los Angeles. Services will be required to be provided for the entire Facility and/or within subdivisions of the Facility pursuant to the requirements specified in Appendix C – Statement of Work: Facility Specifications, as applicable to the Facility. The Contractor(s) is required to provide all labor, uniforms, badges, supplies, materials, equipment, supervision, management and other goods and services needed for provision of services at each Facility in accordance with the requirements of the resultant Agreement and the IFB, including Appendix C – Statement of Work: Facility Specifications thereto. All Facilities must be cleaned and maintained by Contractor in a manner that meets all applicable standards and compliance requirements including, but not limited to, those by the Centers for Disease Control and Prevention, The Joint Commission, Occupational Safety and Health Administration (OSHA), California Department of Public Health Licensing and Certification Division, Centers for Medicare and Medicaid Services, and the Association of peri-Operative Registered Nurses, as applicable to the Facility type (e.g., hospital, outpatient surgical center, health clinic, laboratory, etc.). Contractor shall maintain the Facilities with a clean appearance, and all work shall be performed by Contractor in a professional manner using good quality equipment, supplies and materials approved by the Facility.

2.0 DEFINITIONS Unless defined in the SOW, the terms and phrases with the initial letter capitalized shall have the meanings given to them in Appendix A – Required Agreement ("Required Agreement" or "Agreement"), Paragraph 2.0 - Definitions.

3.0 RESPONSIBILITIES – COUNTY 3.1 Personnel

The County will administer the Agreement according to Paragraph 6.0 – Administration of Agreement – County, Required Agreement. Specific responsibilities of County will include: 3.1.1 Monitoring the Contractor’s performance in the daily operation of the

Agreement and conducting regular and/or random inspections of the Facility to ensure Contractor’s compliance with the services required under the Agreement.

3.1.2 Providing direction to the Contractor in areas relating to policy, administration and procedural requirements.

Appendix B – Statement of Work Page 2 Environmental Housekeeping Services IFB

3.1.3 Preparing Amendments in accordance with the Agreement, Paragraph 8.0 – Standard Terms and Conditions, Sub-paragraph 8.1 – Amendments and Change Notices.

3.2 Furnished Items 3.2.1 Keys

The County will provide a minimum of two (2) sets of keys for access to all Facilities at no cost to the Contractor. Keys/Access Cards will be issued to the Contractor in accordance with Facility Key/Access Card policies. All such keys are property of the County and shall be returned to the County’s Facility Project Manager upon termination of the Agreement. At no time are the keys to be duplicated by the Contractor. Any lost key(s) will be replaced by the County at the expense of the Contractor at the current replacement cost, including the cost of any re-keying associated with the lost key. If a key is bent/broken/damaged in any way, a new one shall be re-issued and receipt acknowledged once the damaged key is returned. The Contractor accepts full responsibility for all keys issued.

3.2.2 Alarm Some Facilities or partial areas of some Facilities may require the Contractor to arm and/or disarm alarms when entering or leaving for the day. In such instances, the County will provide written instructions to the Contractor to arm and disarm each alarm. The Contractor is responsible for training its staff on arming and disarming alarms.

3.2.3 Vending Machine/Dispensers Some Facilities or partial areas of some Facilities may provide vending machines/dispensers in the Women’s restroom for feminine sanitary products. In such instances, the County will decide on the products to carry, and the Contractor will be responsible for regularly stocking the machine/dispensers. The cost of the feminine products shall be incurred by the Contractor. Proceeds collected from the sale of feminine sanitary products will be retained by the Contractor. The machine/dispensers are property of the County, and will be maintained and replaced by the County.

3.2.4 Utilities The County will provide all utilities used by the Facilities, including gas, electricity, and water. At no time are County telephones, computers or any County peripherals to be used for Contractor’s personal use. Contractor will make every effort to assist County in conservation efforts by employing measures designed to lower the use of gas, electricity and water. Additionally, Contractor will continuously measure and assess how its operations at each Facility can be conducted in a manner to reduce the carbon footprint


of the provision of Environmental Housekeeping Services. The County shall be responsible for maintaining building systems including, but not limited to, plumbing, electrical, etc. Subject to the provisions of Sub-paragraph 8.19 of the Agreement, the Contractor shall inform the County of any repairs required for these systems and any related fixtures within twenty-four (24) hours upon Contractor’s discovery as applicable. All building issues requiring urgent or immediate attention shall be reported immediately through procedures provided by each Facility.

3.2.5 Storage The County will provide an on-site secured storage area(s) to the Contractor at the applicable Facility that is adequate for the storage of Contractor’s supplies, materials, equipment, etc. needed to provide the required services under this Agreement. The storage area(s) is to be used for service related items and by Contractor’s personnel assigned to the Facility. Contractor must store, maintain, and label all items in accordance with State, Federal and local standards. The Contractor is prohibited from use of said storage area(s) or any other County property for conducting his/her business interests that are not related to or required by the terms and conditions of the Agreement.

4.0 RESPONSIBILITIES – CONTRACTOR 4.1 Personnel 4.1.1 The Contractor shall provide the appropriate allocation of staff to

maintain the required amount of shift coverages, which shall meet all requirements of Appendix C – Statement of Work: Facility Specifications, as applicable to each Facility and of each Facility’s cleaning schedule and needs. Contractor’s required shift coverage levels shall be maintained at all times even during times of staff vacancies, approved, planned, and/or unexpected leaves of absence due to such events as (but not limited to and/or caused by) illness, vacation, short/long term medical leave, industrial injury, family emergencies, retirement, jury duty, etc.

4.1.2 All of Contractor’s personnel/staff providing services under the Agreement must be able to effectively communicate in English, both orally and in writing.

4.1.3 The Contractor is responsible for ensuring that all personnel assigned to provide services in the Facilities are Contractor’s employees and/or subcontractors of Contractor as approved by County.

4.1.4 Contractor shall closely monitor its employees providing services under the Agreement, including for the purposes of detecting operational irregularities, noncompliance with contractual requirements and/or the need for re-training on cleaning standards and protocols. It is the Contractor’s executive, management and/or


supervisory employees’ responsibility to ensure that the Contractor oversees the activities, and does not delay, ignore, or otherwise limit contractual obligations to a task, site, or operational request from the County.

4.1.5 The Contractor shall provide a full-time dedicated Contractor On-site Facility Shift Supervisor/Lead, applicable to Facility and each shift. The County must have access to the Contractor On-site Facility Shift Supervisor Lead during Facility cleaning hours pursuant to the applicable Appendix C – Statement of Work: Facility Specifications. Contractor’s On-site Facility Shift Supervisor/Lead must be on-site, at each applicable Facility, at least one (1) day a week for a minimum of half a work shift as feasible.

4.2 Cleaning Supplies, Materials and Equipment 4.2.1 Cleaning Supplies and Materials 4.2.1.1 The Contractor shall furnish all cleaning supplies and

chemicals, consumable usage items, and materials (herein after “cleaning supplies and materials”) needed to provide all services required under the Agreement, unless otherwise specified in the Agreement.

4.2.1.2 The Contractor shall only use cleaning supplies and materials that are hospital grade, safe for the environment, safe for use by the employees, meet all applicable safety and environment guidelines and regulations and that meet any applicable requirements needed to provide services under the Agreement. All cleaning supplies and materials are subject to prior review and approval by the County’s Facility Project Manager prior to use.

4.2.1.3 All Infection Control cleaning and disinfecting solutions must be approved by the Facility’s Infection Control Committee, or designated Infection Control Nurse, prior to use. There are no exceptions to this requirement.

4.2.1.4 Contractor must provide samples of all cleaning supplies and materials that will be used during the pre-job conference. Said samples must be pre-approved by County’s Facility Project Manager prior to their use in the applicable Facility.

4.2.1.5 Contractor shall furnish to the County’s Facility Project Manager copies of Safety Data Sheets (SDS) for all products used for providing services under the Agreement, prior to beginning service in any Facility. Contractor must update copies of SDS on an annual basis. In addition, any time a new chemical or cleaning


product is introduced into the Facility, a copy of that product’s SDS must be provided to the County’s Facility Project Manager for approval. The SDS must be in compliance with OSHA Regulation 1910.1200. MSDS sheets shall be kept in the custodial closets along with the cleaning agents.

4.2.1.6 Contractor shall comply with OSHA Regulation 1919.1200, paragraph f, concerning the labeling of all chemical containers.

4.2.1.7 Contractor shall use caution signs as required by OSHA Regulation 1910.144 and 1910.145.

4.2.1.8 There shall be no changes to any of the cleaning supplies and chemicals, consumable usage items, and/or materials without the prior approval of the County’s Facility Project Manager and Infection Control Nurse.

4.2.2 Equipment 4.2.2.1 Contractor shall furnish and maintain in good working

condition all necessary cleaning equipment required to maintain the Facility including, but not limited to, vacuum cleaners, buffers, strippers, scrubbing machines, extension poles, ladders and carpet extraction equipment, brooms, mops, buckets, etc.

4.2.2.2 Contractor’s equipment shall be maintained and used in a safe and operable condition in accordance with the manufacturer’s standards and specifications. All of Contractor’s equipment shall be kept clean by Contractor.

4.2.2.3 Contractor’s electrical equipment must be safety checked and approved by designated Facility prior to being placed into service and as appropriate thereafter.

4.2.2.4 Equipment provided by County to Contractor will be assigned by County’s Facility Project Manager and inventoried on a quarterly basis or as otherwise required by County. All such equipment shall only be used for the provision of providing services under the Agreement. All equipment furnished by County and used by Contractor shall remain County property. Normal maintenance and repair of County provided equipment will be the responsibility of County.

4.2.2.5 Contractor will be responsible for any loss or damage to County provided equipment assigned to Contractor. Contractor assumes responsibility for any resulting and/or consequential damages to County provided


equipment to County by the loss or damage of County provided equipment assigned to Contractor.

4.2.2.6 Loss or damage to County provided equipment must be reported to County by Contractor as soon as possible. Contractor shall confirm this report in writing within one (1) working day following the loss and/or damage.

4.3 Training 4.3.1 The Contractor shall be responsible for ensuring that each

Contractor employee providing services under this Agreement has undergone proper orientation and is familiar with the Facility that they service prior to providing services.

4.3.2 The Contractor shall provide in-service education and training programs for all new employees and continuing in-service training for all employees and maintain and provide evidence/documentation of said training available upon request. The in-service training should be provided no less frequently than on an annual basis and must be in compliance with OSHA/Cal-OSHA, The Joint Commission, Title 22, Division 5, and all other applicable regulatory requirements.

4.3.3 All Contractor employees, prior to providing services under the Agreement, must receive and complete the following required County training. Contractor must provide certificates of completion to County’s Facility Project Manager, as applicable for each Contractor employee, for each training program required, as outlined below and/or as required or requested by County: 4.3.3.1 Facility Specific Training

a. Orientation/Reorientation b. Fire Life Safety Training c. Area Specific Training d. HIPAA/Privacy (PHI) e. Hazard Materials f. Hazard Communications g. Disaster Management/Emergency Plan h. Risk Management/Incident Reporting i. Data/Information Security Awareness; Safeguards j. Threat Management “Zero Tolerance” k. Infection Control/Blood Borne Pathogens Training

4.3.3.2 Other Training a. DHS Policies Acknowledgement and Handouts


b. Privacy & Security Survival Training: Protecting Patient Information

c. County Policy of Equity for Employees d. Disaster Services Worker (DSW) Training – Part 1 e. Disaster Services Worker (DSW) Training – Part 2 f. Diversity: Skills for the 21st Century Workforce g. Sexual Harassment Prevention Training CPOE h. Sexual Harassment Prevention Training (for Line

Staff) 4.3.4 All Contractor employees shall be trained in their assigned tasks

and in the safe handling of equipment, safety and manufacturer requirements related to cleaning chemicals, etc. prior to providing services.

4.3.5 All Contractor employees shall be trained in proper procedures and responsibilities in regards to the handling of protected health information in accordance with the Contractor’s obligations as a business associate under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Health Information Technology for Economic and Clinical Health Act (HITECH) prior to providing services.

4.4 Contractor’s Office The Contractor shall maintain within Los Angeles County an office where

the Contractor conducts business, with a telephone number in the company’s name. 4.4.1 Business Hours

The Contractor’s office shall be staffed during the hours of 8:00 a.m. to 5:00 p.m. (PST), Monday through Friday, by at least one Contractor employee who can respond to inquiries and complaints which may be received about the Contractor’s performance under this Agreement. If an answering service receives the call during normal business hours, the Contractor must respond within thirty (30) minutes of receipt of the call.

4.4.2 After-Hours When the Contractor’s office is closed, an answering service shall be provided to receive calls. If an answering service receives the call after business hours, the Contractor must respond within thirty (30) minutes of receipt of the call.

4.5 Emergency Procedures The Contractor shall immediately report to the County Facility Project Manager any emergency situations, such as vandalism, broken water


pipes, windows, doors, etc. The Facility will provide procedures for the Contractor in the event an emergency occurs during after-hours.

5.0 INTERRUPTED AND EMERGENCY SERVICES 5.1 The County’s Facility Project Director, or designee, may authorize the

Contractor to perform unscheduled work when the need for such work arises out of emergencies, unforeseen and/or urgent incidents.

5.2 Interrupted Services 5.2.2 In the event a Facility opens late or closes early due to a natural or

man-made disaster, the County may require Contractor to have its employees work hours outside of their normal work schedules in order to complete cleaning duties once the Facility is reopened.

5.3 Emergency Services 5.3.1 Any Environmental Housekeeping Services that require an immediate

response to prevent or lessen possible injury to persons and/or property in the event of, but not limited to, infectious disease contamination, earthquakes, fires, floods, broken pipes, etc. and/or other events due to an emergency, where a dire action to a crisis situation is required ("Emergency Services"), will be considered temporary in nature and for a specific period/duration.

5.3.2 For Additional Services that meet the criteria of Emergency Services, County’s Facility Project Manager may verbally approve (and such approval shall be deemed "authorized") such work in order to allow Contractor to begin the Emergency Services. Before commencing any Emergency Services, Contractor shall be required to provide County's Facility Project Manager, by the next working day, with a written estimate of costs, inclusive of all labor, services, materials, equipment, etc. All labor costs/pricing shall be consistent with the Additional Work Labor Rates pursuant with the Agreement’s Pricing Sheet. County’s Facility Project Manager must review and approve the estimate, before Emergency Services can be commenced. Upon completion of the Emergency Services, if such services exceeded the Contractor’s original estimate of costs, a justification for the cost increase must be submitted, and such increases must be approved by the County’s Facility Project Manager. Contractor must submit a copy of the final approved estimate of costs to the DHS Contracts and Grants Division by the next working day. Contractor may only be reimbursed for any Emergency Services it has provided which have been approved by County’s Facility Project Manager and have been added to the Agreement, pursuant to Sub-paragraph 8.1 – Amendments and Change Notices of the Agreement.

5.3.3 The total cost of all Emergency Services that may be provided under the Agreement shall not exceed the amount specified in Sub-paragraph 5.7 – Maximum Obligation of County of the Agreement specific to Pool Dollars and is contingent upon the availability of such


Pool Dollars. If any Emergency Services are provided/performed by Contractor without the required approvals and/or have not been added to the Agreement, as specified above, the provisions of Paragraph 3.0 – Work, Sub-paragraph 3.2 of the Agreement shall be enforced to deem such unapproved Emergency Services as gratuitous effort on behalf of Contractor, in addition to any assessment deductions/fees pursuant to Attachment 3 – Performance Requirements Summary (PRS) Chart of this Statement of Work.

5.3.4 The Contractor shall commence all Emergency Services by the established specified date. The Contractor shall proceed diligently to complete the Emergency Services within the time allotted.

5.3.5 Any Emergency Services approved by County will be inspected by the County on a regular basis, as applicable, to ensure Contractor’s compliance with the services required under this Agreement.

5.3.6 The County reserves the right to perform the Emergency Services itself and/or assign the work to another Contractor.

6.0 ADDITION/DELETION/MODIFICATION OF FACILITIES, SPECIFIC TASKS AND/OR WORK HOURS

6.1 County may, at its sole discretion, increase and/or decrease the Agreement’s maximum obligation as necessary as a result to the addition of new Facilities, removal of Facilities, the increasing and/or decreasing of areas within a Facility, other modification of Facilities, and/or due to the authorization of Additional Services. All Additional Services must be approved, in writing, by DHS Contracts and Grants Division and County’s Facility Project Manager within 15 days from the effective start date of the Additional Services.

6.2 County’s request for change, addition, and/or deletion of services shall be made by written notice to Contractor three (3) to five (5) business days prior to any coverage change. Contractor shall be required to provide written confirmation of coverage changes within three (3) calendar days of receipt of such notice. County will prepare evidence of change, addition, and/or deletion of services according to Paragraph 8.0 – Standard Terms and Conditions, Sub-paragraph 8.1 – Amendments and Change Notices of the Agreement.

6.3 County may, at its sole discretion, direct Contractor to suspend, delay or interrupt all or part of the work performed at any County Facilities outlined in the Agreement, if it is in the best interest of the County.

6.4 All changes to services provided under the Agreement shall be made subject to the provisions of Paragraph 8.0 – Standard Terms and Conditions, Sub-paragraph 8.1 – Amendments and Change Notices of the Agreement.

7.0 QUALITY CONTROL PLAN In accordance with Agreement, Sub-paragraph 8.6 – Complaints, the Contractor shall

establish and utilize a comprehensive Quality Control Plan (also referred to herein as “plan”) to ensure that a consistently high level of service is provided to the County and its Facilities throughout the term of the Agreement. The plan shall be submitted to the County’s Facility Project Manager and DHS Central Contracts


Monitoring Division for review and approval within 30 days from the Effective Date of the Agreement. The plan shall include, but not be limited to, the following: 7.1 Method of monitoring all tasks and services to ensure that the Agreement

requirements are being met. The monitoring system must specify methods for identifying and preventing deficiencies in the quality of services performed before the level of performance becomes unacceptable.

7.2 The Quality Control Plan shall include, but not limited to, the information specified below:

7.2.1 Specific activities to be monitored either on scheduled or unscheduled basis; and

7.2.2 Methods of monitoring to include methods of verifying authenticity of reports and methods to ensure quality of services; and

7.2.3 Frequency of monitoring; and 7.2.4 Sample of forms to be used in monitoring; and 7.2.5 Job title and personnel performing monitoring functions

(Contractor shall ensure that Contractor’s Project Manager and/or quality control personnel, and not Contractor’s housekeepers actually performing the cleaning services, shall implement the Quality Control Plan); and

7.2.6 Plan for ensuring that services will continue in the event of a natural or manmade disaster or strike as applicable.

7.3 A record of all inspections conducted by the Contractor, any corrective action taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action, shall be provided monthly to the County and upon request.

7.4 The Contractor shall maintain a written log of all complaints, relative to the cleanliness of the Facility, including date, time, and the action taken or reason for the inaction. The log of complaints shall be open to inspection by the County either in person, mailed, faxed, or emailed to the County upon request.

7.5 The Contractor shall respond to complaints, specific to the services being provided under the Agreement, within two (2) hours of notification of the complaint, as applicable. If a complaint is not abated within the time specified or to the satisfaction of the County, the County may correct the specific complaint. The total cost incurred by the County will be deducted from the Contractor’s monthly invoice.

7.6 Contractor shall maintain and update as necessary written policy and procedures regarding the licensing, certification, training files and work requirements for Contractor’s staff providing services und the Agreement, as applicable, and provide to County immediately upon request.


8.0 QUALITY ASSURANCE PLAN 8.1 The County will evaluate the Contractor’s performance under the

Agreement in accordance with Paragraph 8.0 – Standard Terms and Conditions, Sub-paragraph 8.18 – County’s Quality Assurance Plan of the Agreement.

8.2 On a monthly basis after Contractor begins providing services, Contractor shall submit to County's Project Manager Contractor’s scheduled and unscheduled inspection reports as specified in Paragraph 9.0 – Reporting Requirements of this Statement of Work. The inspection reports shall include at a minimum: (a) date of inspection; (b) problem(s) identified; (c) corrective action taken; and (d) time elapsed between identification of a problem and corrective action completed. County's Project Manager will review all reports to ensure that County’s requirements are being met.

8.3 Meetings The Contractor is required to attend any scheduled Facility Administrative Staff meetings and/or other meetings related to the Agreement. For example, monthly Environment of Care meetings and other monthly Infection Control meetings, monthly Housekeeping Committee meetings, bed huddles, etc., for each Facility serviced under the Agreement. Special meetings or emergency meetings, depending on the nature of an event or issue, may be scheduled during the same business day. 8.3.1 Mandatory Performance Evaluation Meetings

County and Contractor shall meet at least on a quarterly basis, and more frequently, if deemed necessary by County, to discuss the status of the Agreement, new or on-going problems, Contractor’s staff, Facility cleanliness, performance discrepancies, Facility survey and/or audit reports/results, Agreement expenditures, invoices, and payments, monitoring, etc. Contractor’s On-Site Facility Project Manager and Contractor’s Project Manager shall attend and participate in discussions relating to the scope and performance of the Agreement at meetings with County’s Project Manager, County’s Facility Project Monitor, representatives from the DHS Contracts and Grants Division, DHS Centralized Contract Monitoring Divisions, as well as applicable Facility’s Expenditure Management section, and work with the County team to prepare and distribute corresponding reports as applicable to his/her realm of oversight and/or responsibility. 8.3.1.1 Contractor’s failure to attend will cause an assessment of

one hundred dollars ($100) as specified in Attachment 3 – Performance Summary Requirements (PSR) of this Statement of Work.

8.3.1.2 County’s Project Manager reserves the right to schedule more frequent meetings if Contractor’s quality or performance is not at an acceptable level. An acceptable


level will be determined by, but not limited to, Contractor adhering to the requirements of Attachment 3 – Performance Requirements Summary (PRS) of this Statement of Work.

8.4 Contract Discrepancy Report 8.4.1 Verbal notification of a performance discrepancy will be made by

the County’s Facility Project Monitor as soon as possible whenever a performance discrepancy is identified. The problem shall be resolved within a time period mutually agreed upon by the County and the Contractor.

8.4.2 The County’s Facility Project Monitor will determine whether a formal Contract Discrepancy Report ("CDR") shall be issued. If a formal CDR is issued, the Contractor is required to respond in writing to the County’s Facility Project Monitor within five (5) business days, acknowledging the reported performance discrepancies or presenting contrary evidence. A plan for correction of all performance deficiencies identified in the CDR shall be submitted to the Facility Project Monitor within ten (10) business days. A sample of the CDR is attached as Attachment 4 – Contract Discrepancy Report (CDR) of this Statement of Work.

8.4.3 If repeated instances of performance discrepancy, three (3) times or more within a Fiscal Year, are not remedied to the satisfaction of County, a penalty of up to 3 percent (3%) of the next invoice amount for the work performed at that Facility will be deducted from the payment due to the Contractor. Continuous and serious performance discrepancy may be grounds for termination of the Agreement.

8.5 County Observations In addition to departmental County staff, other County personnel may observe performance, activities, and review documents relevant to this Agreement at any time deemed necessary and appropriate by County. However, these personnel may not unreasonably interfere with the Contractor’s performance.

9.0 REPORTING REQUIREMENTS 9.1 Contractor and/or Contractor employees shall prepare, submit, and maintain

documents and reports pursuant to the Agreement, including this SOW. Contractor shall submit documents at the frequency specified in the Agreement, including this Statement of Work.

9.2 Quality Control Plan Contractor shall maintain, update as necessary and provide to County's Project Manager, immediately upon request, a detailed Quality Control Plan as specified in Paragraph 7.0 – Quality Control of this SOW.


9.3 Monthly Inspection Report A Monthly Inspection Report ("MIR") is to be completed by the tenth (10th) calendar day of each month for each Facility for which services were provided, which shall provide full details on all services provided, any corrective action(s) taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action shall be provided. A complete record of all MIRs conducted by Contractor shall be made available upon request by County. Contractor shall maintain all MIR records and reports for five (5) years following termination of the Agreement.

9.4 Procedural Manual Contractor shall provide a procedural manual, at least ten (10) business days prior to commencing work under the Agreement, detailing the protocol for procedural changes made by County or other entity. The procedural manual should detail how Contractor’s staff working in County Facilities will become fully cognizant of all procedural changes.

9.5 Background Investigation Clearance Report In the event the Contractor adds new staff to a County facility, Contractor shall forward a Background Investigation Clearance Report to County's Project Manager at least ten (10) days prior to the new staff start date. The Background Investigation Clearance Report shall include employee name, Facility, and date background cleared by County.

9.6 Contractor’s Staff Training Programs a) Contractor shall ensure that all Contractor’s staff providing services

under the Agreement remain current in all required training and certifications, including required updates provided by County.

b) Contractor shall establish a method of tracking all required certificates, training and training updates needed to maintain compliance with the Agreement.

c) Contractor shall provide a Training Compliance Report at the time of the quarterly performance evaluation meetings, or as requested by County's Project Manager.

d) A Training Compliance Report shall be kept in each employee's Training File and shall include, at a minimum:

1. Name of Employee and job title; 2. Title of training; 3. Date completed; 4. Number of hours; 5. Certificate of completion received; 6. Future training and date needed.


9.7 Contractor’s Staff File 1. Contractor shall be responsible for maintaining a File for each

employee assigned to provide services under the Agreement. The File shall contain copies of: completed Contractor background investigation records; records of training received from Contractor or County with dated certificates of completion; current cards, licenses, and certifications as applicable; and any additional information as required by County. The File shall be kept by Contractor, updated with current information on an on-going basis, and made available for inspection upon request by County, state, or federal representatives. On-site storage and retrieval of Files will be provided if required by County, based on the needs of the Facility where services are performed.

2. The File shall include, but shall not be limited to, the following current certifications and information: a) Annual Performance Evaluations; b) Valid California Class “C” Driver’s License and/or Identification

Card (Driver’s License only if required by position); c) Record of The Joint Commission compliance requirement training

(if required); and d) Record of Facility-specific employee training.

9.8 Notification of Infectious Potential 1. Contractor shall immediately notify the County's Project Manager of

any Contractor’s staff reporting contact with, or evidencing signs or symptoms indicating the presence of, an infectious disease. Any Contractor staff determined to have infectious potential shall be removed from Facility until it has been determined that the individual is no longer infectious as evidenced by a doctor’s note.

2. County may provide, without incurring liability, referrals to Contractor and his/her staff respect to health examinations, vaccinations, or other medical treatment which may be necessitated as a result of infection potential notification.

3. Contractor shall, utilizing available public information, make its employees aware of recommended vaccinations for diseases that can be prevented by vaccination.

9.9 Health Clearance Files To the extent authorized by law, Contractor’s staff health clearance files shall be maintained and made available for review upon the request of appropriate County personnel, local, or State health officials. The County's Department of Health Services and Department of Public Health may need to access the health clearance files in the event of a TJC review and/or medical outbreak. On-site storage and retrieval of some of Contractor’s staff health clearance files may be required, based on the needs of the Facility where services are


to be performed. 9.10 Daily/Weekly Reporting Documents

Contractor shall maintain a time record (time sheets, time card, etc.) for Contractor’s staff at each Facility where services are provided. The completed time record for the month shall be submitted with monthly invoices to County Project Manager, or designee, for review. Records shall include, but may not be limited to: 1. Contractor’s Staff Time Record

Contractor’s staff must sign in/clock in upon arrival at Facility and sign out/clock out at the end of each shift using an Electronic Confirmation System or a hard copy Sign In/Out Sheet.

9.11 Security Incident Report (SIR) 1. Contractor’s staff shall report any lost, theft, or misuse or any Contractor-

owned or County-owned equipment immediately to Contractor's Project Manager by phone or email. Preliminary notification is to be followed by written memorandum or a Security Incident Report ("SIR") by the end of shift. Written documentation shall include: report date, date, time, and Facility where item became lost or was stolen, description of missing item, serial number (if applicable), Contractor and County employees assigned to Facility area. Contractor Project Manager will notify and provide written documentation to County Project Manager, as specified in Paragraph 9.0 - Reporting Requirements of this Statement of Work.

2. Contractor’s staff shall immediately report to County's Project Manager any incidents requiring fire, law enforcement, health authorities and/or Facility Administrator response; on any incidents involving: act or threat of physical violence, attempted suicide, bomb threat, death at the Facility, shooting, natural or manmade disaster, evacuation or partial evacuation, visit by regulatory authorities such as CAL-OSHA, TJC, fire, theft, flood, hazardous materials, hostage or barricade, mechanical or power failure, discharge of firearms, bodily injury, or allegation of sexual harassment as applicable. Contractor shall immediately follow up on these incidents by preparing a written memorandum or a SIR. Written documentation shall describe the incidents in detail, and be submitted to the County's Project Manager before the end of the shift, or if incidents occur after hours, the next morning.

3. Report all incidents of an emergent nature that may involve potential property damage or personal injury to Contractor’s staff or Facility visitors/patients. Contractor shall report the incidents to County's Facility Administrator as follows: a) Immediately request appropriate emergency aid. b) Notify Contractor's Project Manager as soon as practicably feasible.


c) Prepare a written memorandum or SIR, as required, and submit to Contractor's Project Manager by the end of the shift or if incidents occur after hours, the next morning.

10.0 PERFORMANCE REQUIREMENTS SUMMRY (PRS) 10.1 All listings of services used in the Performance Requirements Summary

(PRS) are intended to be completely consistent with the Agreement and the SOW, and are not meant in any case to create, extend, revise, or expand any obligation of Contractor beyond that specified in the Agreement and the SOW. In any case of apparent inconsistency between services as stated in the Agreement, the SOW, and/or the PRS Chart (Attachment 2 to this Statement of Work), the meaning apparent in the Agreement and the SOW shall prevail. If any service seems to be created in the PRS Chart which is not clearly and forthrightly set forth in the Agreement and the SOW, that apparent service will be null and void and place no requirement on Contractor.

10.2 The Contractor is expected to perform all services described herein. The PRS Chart describes certain required services which will be monitored by the County during the term of the Agreement, and for which Contractor may be assessed financial deductions from payment if the service has not been satisfactorily provided. The PRS Chart indicates the SOW and/or Agreement section of the performance referenced (Column 1); the service to be provided (Column 2); the monitoring method that will be used (Column 3); and the deductions/fees to be assessed for services that are not satisfactory (Column 4).

ENVIRONMENTAL HOUSEKEEPING SERVICES APPENDIX B - STATEMENT OF WORK GENERAL TERMS

Attachment 2, Performance Requirements Summary Chart Appendix B, Statement of Work-General Term Environmental Housekeeping Services IFB 1

ATTACHMENT 2 PERFORMANCE REQUIREMENTS SUMMARY (PRS) CHART

SPECIFIC PERFORMANCE

REFERENCE

STANDARD OF PERFORMANCE MONITORING METHOD

DEDUCTIONS/FEES TO BE ASSESSED FOR

NON-COMPLIANCE OR NON-PERFORMANCE

AGREEMENT

1.

Agreement, Paragraphs 7.5, Contractor’s Staff

Identification, , 7.6, Background & Security Investigations and 7.8,

Medical Health Screening

100% Compliance: The Contractor must ensure all its employees assigned to County facilities under the Agreement are compliant with obtaining photo identification as required, passing a background investigation to the satisfaction of the County and Such ID badge must be on their person and visible at all time and have undergone and successfully passed a current physical health examination, and has done so on an annual basis as applicable, consistent with current DHS policy and Exhibit N - Medical Health Screening

Inspection, Verification, Observation

Immediate removal of employee and $100 per occurrence – per employee – per Facility.

2.

Agreement, Paragraph 8.46, Subcontracting

100% Compliance: The requirements of this Agreement may not be subcontracted by the Contractor without the advance written approval of the County.

Inspection, Verification,

Observation, and Reporting

Withholding of payment, for all Facilities, in addition to a $500 fee per occurrence, per Facility and/or termination of the Agreement.

CONTRACTOR’S PERFORMANCE REQUIREMENTS – STATEMENT OF WORK – GENERAL TERMS

3.

Statement of Work-General Terms, Paragraph 4.1,

Personnel, Subparagraph 4.1.1

100% Compliance: The Contractor shall provide and maintain the daily minimum mandatory shift coverages required, pursuant to Appendix C, Technical Exhibits to the Statements of Work, as applicable to each Facility.



$200 per occurrence, per day, per employee, per Facility until alternate staff is provided and approved by County’s Facility Project Manager prior to beginning work.

4.


Cleaning Supplies, Materials and Equipment

100% Compliance: Contractor is responsible for purchasing and providing all cleaning supplies and chemicals, consumable usage items, materials, and equipment needed to provide the required services under this Agreement unless otherwise specified. Contractor shall furnish and maintain in good working condition all necessary cleaning equipment required and shall maintain and use such equipment safely in accordance with the manufacturer’s standards and specifications.



$500 per occurrence, per day, per Facility, in which lack of cleaning supplies and chemicals, consumable usage items, materials, and/or equipment caused the temporary closure (for 30 minutes or more) of an area, room, etc., within or outside the Facility.





REFERENCE




5.

Statement of Work-General Terms, Paragraph 4.5, Emergency Procedures

100% Compliance: The Contractor shall immediately report any emergency situations to the County Facility Project Manager.

Reporting, Verification and

Observation, and Inspection

$500 per occurrence, per Facility.

6.


Quality Control

1) 100% Compliance: Contractor shall maintain a written log of all complaints, relative to the cleanliness of the Facility, including date, time, and the action taken or reason for the inaction.

2) 100% Compliance: The log of complaints shall be open to inspection by the

County either in person, mailed, faxed, or emailed to the County upon request.



1) $100 per occurrence, per Facility, per log as applicable.

2) $100 per occurrence, per

Facility, per log for which County is unable to inspect, receive, etc.

7.

Statement of Work-General Terms, Paragraph 8.0, Quality Assurance Plan

100% Compliance: The Contractor is required to submit to County Project Manager, Contractor’s scheduled and unscheduled inspection reports as required. Contractor shall attend any scheduled Facility Administrative Staff meetings and/or other meetings (i.e., meetings with DHS-Contracts and Grants) related to this Agreement.



$50 per occurrence, per Facility as applicable.

8.


Quality Control

100% Compliance: Contractor shall submit a Quality Control Plan to County’s Facility Project Manager and DHS-Central Contracts Monitoring Division within 30 days from the Effective Date of the Agreement.

Approved Plan on file with

County’s Facility Project Manager.

$100 per day, per Facility, in which each plan was submitted past the required due date.





REFERENCE




CONTRACTOR’S PERFORMANCE REQUIREMENTS – TECHNICAL EXHIBITS TO THE STATEMENT OF WORK

9. Exhibit C, Technical Exhibits to the Statement of Work; Exhibit B, Facilities Specifications; Agreement, Paragraph 8.25, Governing Law, Jurisdiction and Venue; and/or applicable laws, policies, and standards (e.g., CDPH L&C, CMS, Cal OSHA, GACHRLS, The Joint Commission, etc.)

100% Compliance: Contractor must clean all Facilities in compliance with all required standards.

Inspection, Verification and Observation, and Reporting

$1,000 per occurrence, per day, per Facility, that Contractor fails compliance.

*Note: Deduction/fees to be assessed for this specific performance reference shall include those as a result of any audit and/or survey review(s) from any outside/accreditation agency(ies) (e.g., CDPH L&C, CMS, Cal OSHA, GACHRLS, The Joint Commission, AORN, etc.), due to Contractor performance deficiency(ies).

Appendix B – Statement of Work – General Terms Attachment 3 – Contract Discrepancy Report Environment Housekeeping Services IFB

APPENDIX B STATEMENT OF WORK – GENERAL TERMS

ENVIRONMENTAL HOUSEKEEPING SERVICES ATTACHMENT 3 – CONTRACT DISCREPANCY REPORT (CDR)

TO: FROM: DATES: Prepared: _________________ Returned by Contractor: _________________ Action Completed: _________________ CONTRACT DISCREPANCY:

________________________________________ ________________ Signature of County Representative Date CONTRACTOR RESPONSE (Cause and Corrective Action):

________________________________________ ________________ Signature of Contractor Representative Date COUNTY EVALUATION OF CONTRACTOR RESPONSE:

COUNTY ACTIONS:

CONTRACTOR NOTIFIED OF ACTION: County Representative’s Signature and Date ____________________________________________________________

ENVIRONMENTAL HOUSEKEEPING ERVICESSTATEMENT OF WORK - GENERAL TERMS

STAFFING PLAN

APPENDIX B ATTACHMENT 4

COMPANY NAMECOMPANY ADDRESSPROJECTDEPARTMENT NAME

HOURS COUNTY NON-CNTYEMPLOYEE POSITION ROVER(S) WORK WORKED FULL TIME/ HOURLY TOTAL TOTAL TOTAL HIRE TERMINATION

FACILITY OR LOCATION NAME TITLE (Back ups) SCHEDULE PER DAY PART TIME RATE MON. TUES WEDS THURS FRI SAT SUN HRS HRS HRS DATE DATE

0

0

0

Rev.March 2016

COUNTY OF LOS ANGELESLIVING WAGE PROGRAM

HOURS

Appendix B - SOW General Terms