1.1.4 Janitorial SOW Sante Fe (2.5).1.pdf

STATEMENT OF WORK

NM-JRO Janitorial Services

FEMA-HPCC 4562-NM

1. Scope The Contractor shall furnish all management, supervision, personnel, equipment, materials, transportation, permits, and supplies necessary to perform services as defined by this Statement of Work (SOW) for the Federal Emergency Management Agency (FEMA) and HPCC for the JRO (Joint Recovery Office).

2. Mission FEMA is authorized to provide disaster assistance, for emergencies, major disasters, and Incidents of National Significance under the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288), as amended. HPCC/FEMA are authorized to provide relief to the survivors of the Hermits Peak, Calf Canyon Fires. Per that authorization, this Statement of Work applies to the Santa Fe, NM JRO. FEMA reserves the right to include multiple contractors.

3. Location The Center Point for the operation is the JRO (Joint Recovery Office) located at 1712 St.

Michaels Dr., Santa Fe, NM. 87505. The building area is 94,829 sq ft.

4. Description of work

The following will be required for this contract:

A) Daily Duties:

a) Daily- Empty trash receptacles.

b) Sweep entrances, lobbies, hallways, and corridors.

c) Spot vacuum carpeting to clean particulate matter. Remove floor stains.

d) Clean Water Fountains.

e) Clean break area counters, tables, and restock paper towels including microwave ovens in use.

f) Sweep mop and sanitize bathrooms. Clean all restroom fixtures and replenish bathroom.

supplies being soap, paper towels, toilet tissue, and sanitary toilet seat covers.

g) Dispose of all trash removed from receptacles to the dumpster located at the loading dock.

h) Clean glass entry doors to the space entrance, garden center and emergency exits that have panes of glass.

i) Police sidewalks.

B) Duties Required three times per week:

a) Damp mop hard and resilient floors in office spaces, entrances, and lobbies

C) Duties Required monthly:

a) Clean all interior building windows at the security office, logistics offices, and exterior windows and other glass surfaces located at the front entrance of the building.

D) Routine Cleaning and Disinfecting Requirements for the NM-JRO:

a) The contractor shall wipe down daily all solid high contact common areas used and or accessed by staff and visitors. Inside the leased space to include doorknobs, and push plates on doors, counters, tables (not where staff are currently assigned seating). Break room sinks and sinks. The disinfectant shall be listed in EPA Reg. No. 12345-12 is on List N. the Novel Corona Virus Covid-19 SARS-CoV-2, or the equivalent listed in EPA Reg. No. 12345-12-2567.

5. Period of Performance The Period of Performance: 2-month base, one 4-month option and four 6-month options for a total of two and one half years.

6. Operational Day Unless otherwise specified by the Contracting Officer or the Contracting Officer’s Representative (COR) appointed over this contract, the required services in this contract will be done during the normal working hours of the NM JRO being 08:00-17:00. This is for the Monday thru Thursday 08:30-17:00 and Friday 09:30-18:00 cleaning schedule based on an (8) hour workday.

7. Projected Workload This will require a 2-month base, one 4-month option and five 6-month option for a total of three years.

8. Contractor Furnished Property The Contractor shall be responsible for providing all consumables to include mopping supplies, mops brooms, vacuum cleaners, paper towels (for bathroom dispensers, and break areas), toilet tissue, toilet seat sanitary protectors, hand soap, garbage bags, cleaning, and disinfectant supplies. PPE latex gloves for staff as required. Facemasks as required. At no time will any electronic equipment be connected to the FEMA network server, fax, copy machines, and the use of consumable and general office supplies GFE (Government Furnished Equipment) is prohibited.

9. Contractor Minimum Qualifications The Contractor shall provide professional, courteous, and timely services, activities, and management to ensure that all work identified in this Statement of Work is completed. This includes incorporating customer service into operations, where appropriate, as well as employing a flexible and transparent performance management system that includes performance measures of Contractor staff, subcontractors, and other representatives.

The Contractor is responsible for providing personnel who can pass a background check, as specified by FEMA, for activities that require FEMA Contractor badges and or access to Travel Trailer sites. The Contractor shall provide insightful, accurate, and timely reporting, as detailed in this Statement of Work.

10. Performance Evaluation Meetings The Contracting Officer (CO) or COR may require the Project Manager to meet with the CO or COR and other government personnel to review Contractor performance. Conversely, the Contractor may request performance evaluation meetings with the CO/COR when he or she believes such a meeting is necessary. Written minutes of any such meeting shall be recorded in the contract file and signed by the Contract Project Manager and the CO or COR. If the Contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the CO/COR.

11. Contractor Roles and Responsibilities Contractor roles and responsibilities are contingent on the services required specific to the disaster event. Tasks required include the erecting of walls installation of ceiling tiles and all support materials to complete this agreement and the qualified labor needed. The required services and projected workload are specified in this Section. The Contractor shall:

a. Obtain all permits and licenses, as required, at the expense of the Contractor.

b. Coordinate all efforts with Government entities as required by Federal, State, and Local laws and regulations.

c. Obtain appropriately trained, experienced, and licensed staff, technicians, and subcontractors to perform the work.

d. Provide staff that can obtain access to government facilities if needed for meetings. All Contractor staff will be required to go through the government process in place, as required by the COR, to allow them access to Government facilities.

e. Provide and perform cleaning activities for the duration of this contract within acceptable industry standards.

f. Provide all the consumables, labor, ancillary equipment, and services for cleaning the NM-JRO. No Government Furnished Equipment (GFE) will be supplied.

g. Use Local subcontractors to the maximum extent practicable.

h. Actively coordinate with the FEMA CO or COR.

i. Identify and notify COR of potential project constraints.

j. Perform cleaning and disinfecting duties. Ensure Contractor performance meets the requirements outlined in this SOW, and Performance Evaluation.

k. Dispose of all materials and supplies in compliance with all Federal, State, and Local laws, regulations, and rules, also the contractor will be required to remove all refuse from receptacles to the dumpster located near the loading dock at the JRO.

l. Contractor Safety

i. The Contractor shall furnish all required safety equipment and/or clothing, which may be required for personnel as mandated by Federal, State, and Local code. This will include maintaining a safe working environment for the Contractor’s employees, FEMA staff, other Contractors, and the public. At no time shall the Contractor leave unattended or otherwise unprotected, any safety hazard that might cause injury to persons.

ii. The Contractor shall comply with the Federal and The State of New

Mexico Department of Labor and the Occupational Safety and Health Administration (OSHA) safety regulations, rules, and requirements, as well as any Federal, State, County and Local laws, codes, and ordinances.

m. Provide reports, as defined by the COR. Ensure that all reports meet the information needs specified, and any additional information requested by the COR. Maintain accurate records and provide all documents as required in the contract.

n. Keep the facilities current restrooms in working order until it’s necessary to close them and re-open them as soon as humanly possible.

o. The Contractor shall submit invoices monthly, as required by the contract invoiced to include the following: Contract or PO Number, Dates of Service, and Invoice Number emailed to the FEMA National Finance Center and shall maintain SAM.Gov registration and applicable CAGE and DUNS registration numbers as required.

14. FEMA Roles and Responsibilities To support Contractor activities related to the service responsibilities, FEMA shall perform the tasks detailed below. The scope of services provided by FEMA may vary based on the need of the event, and scope of services provided by the Contractor or other Federal agencies.

a. Meet its financial obligation.

b. Monitor the spending of Taxpayer funds.

c. Hold contractor accountable for all terms and conditions, providing COR and TM oversight.

d. FEMA reserves the right to include or exclude any contractors.

e. FEMA reserves the right to cancel for convenience in the event of changing mission requirements.

15. Deliverables, Required Reports, and Additional Details The purpose of the Reports and Deliverables Section is to provide the COR with information that will be used to assess and track how the mission is being carried out. The COR will determine if any of the reports that are generally required by the Government are deemed unnecessary for this contract. The COR will notify the Contractor in writing to inform the Contractor of what reports will be required as part of this contract.

16. Project Management The Contractor shall provide all needed manpower to manage the operations of the contract to include upper management, supervisors, cost estimators, project managers, field janitorial/sanitation personnel, etc.

17. Reports:

The contractor shall provide reports as required to the COR for the following activities under this contract to include but not limited to site address, and date of service. Reports shall be submitted to the COR no later than 8:00am on the day following the work activity. Daily and Weekly reports shall be submitted on a medium that is compatible to the Governments computer systems such as Microsoft Excel and Microsoft Word. Documentation for servicing will be required by the COR or an appointed Technical Monitor. * Section (17) is as required by the CO/COR at their request as needed.

18. Quality Control The Contractor shall develop, present, maintain and update a quality control plan to monitor performance to ensure appropriate quality is achieved. The quality control plan must include processes for ensuring work is consistent with the specifications set forth in this Statement of Work. The plan shall identify processes for addressing delayed activities. The Contractor shall monitor the quality of work using this established plan, which will also be used to facilitate Government oversight of the contract and inspection of work performed.

FEMA COR: