02 Oxford Janitorial SOW.pdf

STATEMENT OF WORK

NOAA / NOS / NCCOS

Custodial Support Services

904 South Morris Street Oxford, MD 21654

1) Purpose:

The purpose of this requirement is to obtain the services of a contracting vendor to provide the following:

1) All Janitorial type support services for the National Oceanic and Atmospheric

Administration, National Ocean Service, National Centers for Coastal Ocean Science located at 904 South Morris Street, Oxford, MD 21654

The objective is to maintain a clean and sanitary environment in all common usage areas, specified environmental challenged laboratories and out-buildings. It is highly recommended that entities wishing to provide an accurate quote visit the laboratory.

IT Security Requirements

The Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

The contractor will not access, store, process or transmit any government privileged information. The contractor will not have access to any non-public government information, systems and/or networks.

2) Scope of Work:

The contractor shall provide furnish all the necessary personnel, services, materials, supervision and labor except those indicated as Government-furnished to perform the work as specified, in accordance with all terms and conditions set forth herein. The work shall be conducted and scheduled in accordance with this SOW, the contract and all applicable Federal, State and local laws, regulations, codes, directives, industry practices, and specifications in order to achieve the quality and performance standards. The contractor shall perform all related contractor administration services necessary to perform the work such as human resources, supply, quality control, financial control and maintenance of accurate and complete records, files and libraries of documents, which are necessary and related to the functions being performed.

All cleaning shall be accomplished utilizing the latest technology, products, equipment, industry practices and specifications in order to achieve the quality and performance standards

3) Description:

Custodial services apply to all spaces designated herein including, but not limited to 20,877 square footage of offices, conference rooms, laboratories, showers, and additional areas within 8 restrooms, passageways, entrances, lobbies, foyers, vestibules, and 2 out-buildings.

Personnel:

All contractor personnel shall be able to understand, read, write and comprehend English in order to perform the duties assigned. The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employee personnel with felony convictions, or with a record of narcotics use, for work at any NCCOS locations. All personnel employed by the contractor shall b experience in the type of work involved and familiar with the specification of this contract.

4) Conduct of Contractor Personnel:

The contractor’s employees are subject to and shall observe and comply with applicable regulations, policies and procedures. Contractor employees shall not enter restricted areas in accordance with security regulations and safety policies. The contractor shall be responsible for the selection, certification, assignment, supervision, management, and control of employees with the advice of the Contracting officer (CO) and/or the Contracting Officer’s Representative (COR) in the performance of all contract work. The removal from the job site of any employee shall not relieve the contractor of the requirement to provide sufficient personnel to perform the terms and conditions of the contract. The contractors’ employees shall not use offices, rooms, work areas, etc. for their own use. When a task is completed, such employees shall immediately leave the area. Contract personnel shall not use or operate Government or personally owned equipment or property without the express written permission of the contract COR. The contractor’s employees shall not disturb papers on desks, nor open desk drawers or cabinets. Breaks shall not be spent in offices or room areas, but taken only in designated rest areas. The contractor employees shall not loiter in any work, patron, or other unauthorized areas. While waiting for transportation or while on work breaks, they shall not block or impede movement on ramps, doorways, corridors or walkways. Contractor personnel shall conduct all operations in such a manner as to minimize an inconvenience in the use of the facilities to the occupants.

5) Contractor Employee Identification:

The government shall provide each contractor employee with a temporary facility access card. The contractor shall provide each employee with an identification card before that employee commences work. This card shall be carried by the employee at all times and shall include, as a minimum, the employee’s name, photograph and the name of the contractor. All contractor employees shall be required to dress neatly and commensurate with the tasks being performed.

6) Security Requirements:

Contractor employees shall comply with all DOC security requirements. Copies of pertentient policies, regulations and procedures will be provided to the contractor upon request. Fifteen days prior to the contact start date, the contractor shall submit to the contracting officer the full name and alias, address start date, city and state, date of birth of each employee hired to work on this contract. This employee list shall be constantly kept up to date. The contractor shall fill out any questionnaires or other forms as may be required by the Government for security purposes. All vehicles entering the laboratory campus are subject to search as authorized by local Law enforcement who have joint approved jurisdiction over the complexes.

7) Contractor Quality Control (CQC):

The contractor shall establish and maintain a quality control program that is acceptable to the contracting officer and the contracting offers representative which ensures that the requirements of the contract are provided a specified. Work will only be permitted after the review of the quality control plan, or at least a review of that portion of the plan applicable to the specifics features of work.

8) Quality Control Plan (QCP):

The contractor shall submit a QCP for the Contracting Officers approval as part of the proposal. As a minimum, the plan shall include the following:

I. Conduct quality control inspections on either a scheduled or unscheduled basis as part of the statement of work included in the contract

II. Describe the methods to identify deficiencies or customer complaints in the quality of services performed, before the level of performance becomes unacceptable.

III. Describe the methods for documenting and enforcing quality control operations of the contractor’s work.

IV. A copy of the QCP shall remain at the worksite reflecting the pertinent modifications, building changes or conditions.

9) Facility Closures:

The contractor is responsible for reporting planned or unforeseen closures of any space (i.e. bathrooms, conference rooms, etc.) in which work is to be performed. Responsibility for coordinating access to closed facilities, via the COR, resides with the contractor.

10) Work Schedules/ Shifts

The contractor shall provide a sufficient number of employees in order to accomplish all work for the site-specific working hours. Any work that cannot be accomplished during regular work hours, such as floor stripping and waxing would need special permission for the COR.

11) Federal Holidays

Contractor’s work shall not be performed on Federal Holidays. Federal Holidays are as following: New Year’s Day, MLK day, President’s Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving, Christmas and any day the President of the United States declares or proclaims that is a day off for Federal workers, i.e. (Presidential Funeral)

12) Building Security

The contractor shall be responsible for ensuring that any doors used by the contractor during cleaning or for building egress, prior to and after normal working hours are secured (location specific). The contractor shall have limited access to specific custodial keys. Any other keys found by the contractor shall be hand carried to the COR.

13) Safety and Environmental Program

I. Safety Requirements and Reports

All contract work shall be conducted in a safe manner comply with applicable OSHA requirements. If the contractor fails or refuses to comply promptly with safety requirements, the contracting officer may issue and order stopping all or part of the work until shall be made the subject of a claim for an extension of time, excess costs or damages to the contractor.

II. Safety Training It is required that all personnel complete the safety training and EMS including refresher training that is offered by the Government.

III. Safety Equipment The contractor will furnish all equipment required to safely accomplish the contract work including, but not limited to; goggles, gloves respirators, and hearing protection. The contractor’s personnel shall, without exception, wear or use proper personnel safety clothing and equipment appropriate to the work being performed.

IV. Material Safety Data Sheets The contractor shall maintain MSDS (material safety data sheets) for all materials used or stored at the facility. This listing shall be kept current at all times. A copy shall be made available at the Government’s request.

14) Insurance

Contractor shall furnish all forms of insurance, comprehensive, general liability, property damage, worker’s compensation, etc. required by law and shall maintain the same in force to meet contractor’s responsibilities and protect Government property and resources.

15) Specific / General Tasks and Standards

I. Annual Custodial Services Plan The contractor shall prepare and submit for approval an Annual Custodial services plan for each year in which the contract is awarded. The initial plan shall be submitted to the contracting officer to cover the period from the contract start through the following twelve months period or until the completion / termination of the contract. Annual Custodial Service plans shall list the planned dates and frequencies of accomplishments, by the building and room/space, for all work tasks. The plans shall be tailored to the requirements of the local conditions so as not to interfere with the planned Government use of the space. Changes to the plans shall be requested, in writing, by the contractor and approved by the contracting officer prior to implementation.

The contractor shall use the Annual Custodial Service Plans as the basis for preparing Monthly Work Plans.

II. Monthly Work Plan The contractor shall prepare Monthly Work Plans. Monthly Work plans shall list by class of service, date, frequencies of performance, building and room/space, all work tasks, which are to be accomplished during the next calendar month. The contractor shall submit the monthly work plans to the COR for approval. Monthly work plans shall be submitted at least ten days

(10) work days prior to the first day of the month for which the Monthly Work plans applies. The Government may review and return the monthly work plans to the contractor for the correction or revision with the (5) working days of receipt by the COR. Monthly work plans shall firmly and completely represent all standing work that the contractor is required to accomplish in that month. Deviation from Monthly work plans are permissible only upon approval of the contracting officer. The contracting officer / COR and the contractor’s quality control representative shall utilize the monthly Work plans as one of the methods of monitoring the contactors progress and quality of work.

16) Supplies, Materials, Equipment and Services

Government Furnished:

Hot and cold water will be made available, as necessary, for cleaning purposes.

Contractor Furnished:

The contractor shall furnish all supplies, materials, tools, equipment and employee training necessary to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

Electrical equipment used by the contractor shall meet all applicable OSHA standards. Contractor shall not use any unsafe equipment or any equipment in need of repair. The equipment must operate using existing circuits. It is the contractor’s responsibility to prevent operation, or attempted operation, by his/her employees of equipment, or combinations of equipment, which require electrical power exceeding the capacity of the existing circuits. Training shall include all applicable OSHA and other related standards.

The contractor will provide all restroom supplies in sufficient quantities, quality and in a manner, which will preclude depletion prior to restocking. This includes all toilet tissue (of higher quality), toilet tissue dispensers (if necessary), paper hand towels, hand soap (and dispensers if necessary) and paper inserts for sanitary napkin disposal and garbage bags. Consumables in place, other than back–up supplies, remaining at the conclusion of the contract period will become property of the Government.

17) Custodial Service Requirements

The contractor shall ensure that the buildings listed herein meets all quality and performance standards under this contract and presents an overall appearance of cleanliness. The contractor shall provide shall provide sufficient supplies, materials and equipment to adequately maintain the premises at an acceptable level of cleaning which is comparable industry standards of this type of contract. The following guidelines describe what is considered to be the normal industry quality and performance standards for intended services under this type of contract. The contractor, through innovation, technology, or other means, shall perform the required cleaning services in order to meet the quality and performance standards. The guidelines listed below are for reference only and final results will be determining factor for the success or failure of this contract. The definition of clean will be to remove dirt, streaks, gum, grease, tar or any other extraneous matter form all surfaces or objects in order to present an overall appearance of cleanliness.

Custodial service requirements are divided into two groups: Standing Work and Service Work. The following definitions are not inclusive and are provided so that the contactor mat understand the nature and frequency of each type of general task as specified in Exhibit A below.

Standing Work- Custodial service requirements that are repetitive in nature and frequency performed are included in standing Work. As illustrated are eight (8) classes of standing work based upon the utilization of the space, type of services required intensity and frequency.

Exhibit A

Class:

• Offices

• Passageways, Entrances, Lobbies, Foyers, Vestibules, Landings, Stairs

• Restrooms

• Breakrooms

• Group Areas (Conference Rooms, etc.)

The following definitions of tasks are very general explanations of the types and levels of Standing Work required.

• SWEEP / DUST MOP- Flooring shall be free from loose dirt, debris, dust, streaks and smears. Mops shall be treated with dust controlling. Gum and like substances shall be removed from the floors using necessary tools. Furniture or other equipment moved during floor cleaning shall be returned to its original, position.

Bi-Annual deep cleaning of floors in common spaces, labs, and offices.

• DAMP MOP, NON-GERMICIDAL- Non-carpeted floors shall be damp mopped to remove dirt. Streaks, smears, detergent residue, or any evidence of soil, film, debris or standing water. There shall be no splash marks or mop streaks on the furniture, walls, base boards, etc. or mop strands remaining in the area. Chairs, trash receptacles, and easily removable items shall be return to their original positions.

• DAMP MOP, GERMICIDAL – Floors shall be damp mopped with an FDA-approved germicidal Solution as described in the previous paragraph.

Note: Mops, mop buckets, cleaning clothes or sponges shall be cleaned after each usage. Janitorial closet or rooms shall not contain buckets or container filled with cleaning water or solutions overnight.

• VACUMN CARPET/RUGS- Carpeted areas and rugs shall be vacuumed free of all loose soil debris

• WASTE RECEPTIACLES TRASH- All waste baskets and recycling containers within the area shall be emptied and returned to their initial location. Location to empty trash will be designated by the COR. Boxes, cans and papers placed near a trash receptacle and marked “TRASH” shall be removed. All receptacles shall be lined with disposable liners which shall be replaced whenever they become soiled, torn or otherwise unserviceable. Dirt, streaks, smears shall be removed using FDA approved germicide solutions.

• LOW DUSTING- The contractor shall clean all horizontal surfaces locate up to as height of 7’0” above the floor level so that they are free from dust, lint, litter and dry soil.

• FURNITURE CLEANING- The contractor shall ensure that all table tops, chairs, horizontal and vertical bar surfaces and stools are free of spills, stains, dirt, film and graffiti.

• POLICE AREA/ SPOT CLEAN- Collect and remove all loose paper, trash, rubbish, empty bottles and other discarded materials. The contractor shall clean the vertical surfaces and fixtures ensuring they are free form smudges, fingerprints, marks, streaks and spots. All vertical surfaces and fixtures shall be uniform in appearance. Fixtures shall be sanitized. Metal surface shall be polished.

• SINKS/BASINS/WATER FOUNTAINS- Sinks/Basins: Completely damp clean and disinfect all surfaces of lavatories, dispensers, and other such surfaces using germicidal detergent. Water Fountains: Clean, disinfect all porcelain and polished metal surface, including the orifices and drain. After cleaning, drinking fountains sink / basins shall be free from streaks, stains, smudges, scale and other obvious soil.

• RESTROOM FIXTURES- Fixtures, including water closets, urinal, lavatories and sinks shall be washed inside and outside. The entire surface shall be free from streaks, stains, scale, scum, urine deposits and rust stains using a germicide and shall be free of stains and odors. Mirrors shall be cleaned and polished. Disinfect all surface of partitions, stalls, stall doors and wall areas within showers and adjacent to wall mounted lavatories, urinal and toilets.

• RESTROOM WALLS, CEILINGS and FURNISHINGS, partitions, benches, sets, stools and other furnishings shall be sanitized and free of dirt, stains and graffiti.

• RESTROOM/SHOWER DISPENSORS – All supply holders, including paper towels, toilet tissue, sanitary napkin and soap dispensers shall be replenished daily. All waste receptacles shall be emptied and plastic liners replaced.

Restrooms shall be stocked so that supplies do not run out. Special precautions shall be made to ensure adequate supply of stock during weekends and Federal Holiday periods.

• BREAKROOM REFRIGERATORS- Dispose of out dated food and cleaned;

included bins and shelving.

Service Work – Service work will be performed in addition to standing work requirements, when ordered by the contracting officer or their representative and at the frequencies specified below. Service work costs are included in the fixed price of the contract. Service work included, but not necessarily limited to the following:

• SERVICE CALLS- Service calls consist of providing labor to perform miscellaneous cleaning tasks, in addition to standing work which are required for health, safety and sanitation purposes. Service calls will usually be of an immediate nature, but are not necessarily true emergencies. Response time by the contractor shall be within one (1) hour during regular business working hours, upon notification by the COR Service calls include, but are not limited to items such as:

A) Cleaning up spills. (Unless it contains hazardous/ or toxic materials) This is the responsibility of the Safety Officer.

B) Cleaning muddy or wet entrances C) Cleaning up broken glass. (Unless it contains hazardous and/or toxic materials) This is the responsibility of the Safety Officer.

D) Decontamination – (approved by Safety Officer)

Upon receipt of a service call, the team lead for the contractor shall divert such part of his/her work force, as necessary, from standing work to perform the service call work. When these employees are no longer needed to perform service, call work they shall return to their standing work assignments. No additional cost shall be charged to the Government for diversion of employees from standing work assignments. No additional cost shall be charged to the government of diversion of employees stranding work and the contractor shall not be penalized performing standing work when contractor forces are diverted for service calls.

Areas / Tasks

O ffice

C orridors

Entrances

R estroom s

B reak room s

C onference room s

Sweep / Dust Mop W W W W

Wet Mop W W W W

Vacuum W W W W W W

Trash/Recycle W W W W

Dusting W W W W W

Police Area W W W W W W

Fountains W

Sink/Counter tops W

Toilets/Urinals W

Walls Q Q Q Q Q Q

Showers W

Dispensers W W

Refrigerators M

D: Daily W: Weekly B/W: Bi-weekly M: Monthly S: Semi-annual

Q: Quarterly B/M: Bi-Monthly A/N: As needed A/R: as requested

Oxford Cooperative Laboratory

Oxford, MD 21654

Site Specific Information:

Number of Buildings requiring service: One (1) Main and Two (2) Out-building Total Square footage: 20,877 sq. feet; 8 Restrooms 10 toilets and 1 urinal Period of Performance: 1Base Year and 4 Consecutive Option Years.

On-site Contact Information:

Greg Wilson, Technical Representative

Oxford, MD 21654 phone: (443) 684-5393