DEPARTMENT OF HOMELAND SECURITY

STATEMENT OF WORK FOR:

Janitorial Services.

Tara Shirley, Contracting Officer

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) FOR

Janitorial Services

1.0 GENERAL

1.1 BACKGROUND

Bothell MERS is an entity under the Secretary, Department of Homeland Security, Federal Emergency

Management Agency (FEMA) and within the Disaster Emergency Communication (DEC) Division. Bothell

MERS requires janitorial services for the office and administrative area of the building. The building serves as the operations facility for 47 personnel who provide emergency communications services to the U.S. Government. The facility is a 24/7 operations located at 200 228th Street SW, Bothell, WA. The building administrative area consist of carpeted office areas, laminate/tile kitchen floors, tile bathroom floors and concrete flooring for steps ascending into an internally built second floor annex consisting of carpeted area and a small tile area located in a backroom. Entrance to the building is carpeted. The service contract has been based on a one-year contract. Janitorial service is an absolute requirement for the purpose of setting and maintaining a safe, healthy, and secure work environment for 47 people.

Contractor personnel will undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract. POP will start only once the background check is complete, no payment will be provided until start date finalized and background check is complete.

1.2 SCOPE

The work described in this Performance Work Statement (PWS) provides for management, supervision, labor, transportation, supplies, material, equipment, required to perform the Janitorial Services and miscellaneous utility work effectively, economically, and satisfactorily at the FEMA Bothell MERS Facility.

The work shall be conducted in strict accordance with the contract and all applicable Federal, State, and local laws, regulations, and codes. Contractor shall ensure that all work provided meets or exceeds performance standards specified. Contractor shall perform all related contractor administrative services necessary to perform the work.

The Contractor, or his representative having authority to bind the Contractor, shall be required to visit the site quarterly and meet with representatives of the Contracting Officer, (CO), to discuss and develop mutual understanding relative to safety precautions, labor provisions, and other contractual requirements. The quarterly site visit requirement can be cancelled only at the discretion of the CO. The Government also reserves the right to schedule special meetings to discuss or resolve issues/problems it deems to be critical.

1.3 Objective

Provide a clean, safe, orderly work environment for 47 employees to work daily.

1.4 APPLICABLE DOCUMENTS

1) Janitorial Tasks

2) VSAB Layout

3) Admin Area Layout

4) Security Language

2.0 SPECIFIC REQUIREMENTS/TASKS

Contractor must supply Janitorial services for the Bothell MERS approximately 12,000 sq/ft. facility.

Specified tasks and duties are broken down by Task, Area, and Frequency (Daily, Weekly, Mon, Wed, Fri, and Semi-Annual requirements) required in the SOW Task List. Daily tasks include but are not limited to daily trash removal of personal offices (~40 personnel) and common areas, dusting and cleaning surfaces and mirrors, cleaning, restocking, and disinfecting restrooms, and sweeping and mopping floors. M,W,F tasks include but are not limited to vacuuming common areas and office spaces and sweeping and mopping floors in the MOC stairwell. Weekly Tasks include but are not limited to cleaning and disinfecting trash cans, cleaning and disinfecting surfaces and walls, and washings windows and glass doors. The Semiannual professional carpet cleaning and floor polishing will be required to be conducted outside of Bothell MERS personnel regular hours of business (Monday-Friday 0630-1430) or on a weekend as to not impede Bothell MERS normal operations. Contractor is responsible for all cleaning supplies and restroom restocking supplies including but not limited to: general cleaners, sanitizers, soap, trash bags, toilet paper (2 ply minimum), and paper towels; all carpet cleaning supplies; supply cost must be included in contract total proposal price. See Janitorial Services Work

Task List (Attachment 3)

3.0 Qualified Personnel

CONTRACTOR EMPLOYEES MUST BE UNITED STATES CITIZENS AND PASS A TIER 1

INVESTIGATION WITH A CREDIT CHECK AND RECEIVE FAVORABLE ADJUDICATION THEROF

FROM FEMA PSD PRIOR TO PERFORMING WORK UNDER THE CONTRACT. For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the National Background Investigation Services (NBIS) e-Application

(eAPP) online system and instructions for submitting the necessary information:

▪ Standard Form 85P, “Questionnaire for Public Trust Positions”

▪ Optional Form 306, “Declaration for Federal Employment”

▪ SF 87, “Fingerprint Card” (2 copies)

▪ DHS Form 11000-6, “Non-Disclosure Agreement”

▪ DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the

Fair Credit Reporting Act”

FEMA PSD will only accept complete packages consisting of all of the above documents and Standard

Form 85P, which must be completed electronically through the National Background Investigation

Services (NBIS) e-Application (eAPP) online system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

3.1 CONTINUITY OF SUPPORT

The Contractor shall ensure that the contractually required level of support for this requirement is always maintained. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer. Contract performance will be monitored and assessed based on always maintaining appropriate staffing as well as completing background checks in a timely manner. Contractors and Subcontractors conducting janitorial cleaning must be within a 30 mile radius of the Bothell campus.

3.2 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the

Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.3 EMPLOYEE IDENTIFICATION

3.3.1 CONTRACTOR EMPLOYEES VISITING GOVERNMENT FACILITIES SHALL

WEAR AN IDENTIFICATION BADGE THAT, AT A MINUMUM, DISPLAYS THE

CONTRACTOR’S NAME, THE EMPLOYEES PHOTO, NAME, CLEARANCE-LEVEL AND

BADGE EXPIRATION DATE.

Visiting Contractor employees shall comply with all Government escort rules and requirements.

All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.4 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at

Government facilities. The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security.

3.5 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

3.6 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting

Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government.

During any absence of the Project Manager, only one alternate shall have full authority to act for the

Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the

Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.6.1 The Project Manager shall be available to the COR via telephone between the hours of 0600 PST and 1500 EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 48 hours of notification.

4.0 Security

CONTRACTOR EMPLOYEES MUST BE UNITED STATES CITIZENS AND PASS A TIER 1

INVESTIGATION WITH A CREDIT CHECK AND RECEIVE FAVORABLE ADJUDICATION THEROF

FROM FEMA PSD PRIOR TO PERFORMING WORK UNDER THE CONTRACT.

4.1 Security Language

All personnel require access to unclassified information only. Contractor must ensure contractor employees receive a favorably background investigation prior to entry on duty (EOD). All individuals will be U.S. citizens. The contractor shall follow the standards established within DHS and FEMA policy.

Background Investigations:

All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable

Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access:

Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract. (also reference Facility Access).

Low Risk with Information System Access:

Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability Background

Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk:

Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk:

Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Background Investigation Process:

To initiate the request to process contractor personnel, the Contractor shall provide the FEMA

Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening

Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

▪ the investigation was completed within the last five years,

▪ it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract,

▪ the contractor personnel have not had a break in employment since the prior favorable adjudication, and,

▪ FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the National Background Investigation Services (NBIS) e-

Application (eAPP) online system and instructions for submitting the necessary information:

▪ Standard Form 85P, “Questionnaire for Public Trust Positions”

▪ Optional Form 306, “Declaration for Federal Employment”

▪ SF 87, “Fingerprint Card” (2 copies)

▪ DHS Form 11000-6, “Non-Disclosure Agreement”

▪ DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the

Fair Credit Reporting Act”

FEMA PSD will only accept complete packages consisting of all of the above document and Standard

Form 85P, which must be completed electronically through the National Background Investigation

Services (NBIS) e-Application (eAPP) online system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract. Neither the Prime Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation:

Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel Security Division has renewed their eligibility to perform work under this contract.

Exclusion by Contracting Officer:

The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

OPSEC Training:

Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness

Brief.

Access to the briefing can be obtained at OPSEC Awareness for Military Members, DOD Employees and

Contractors (usalearning.gov)

Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Insider Threat Training:

Insider Threat training for Contractors can be found at: Insider Threat Awareness (usalearning.gov)

Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer

Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel https://securityawareness.usalearning.gov/opsec/index.htm https://securityawareness.usalearning.gov/opsec/index.htm https://securityawareness.usalearning.gov/itawareness/index.htm are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Facility Access:

The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification Guidance,”

FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121-3-1 “FEMA Credentialing Access Manual,” to arrange for contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or FEMA IT systems and do not qualify for a PIV Card may be issued a Facility Access Card (FAC). FACs cannot exceed

180 days; all contractors requiring access greater than 180 days will need to qualify for and receive a PIV card before being allowed facility access beyond 180 days.

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint Card,” and an OF306, Declaration for Federal Employment, and receive approval from FEMA PSD. Contractor personnel using a FAC for access to FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.) at all times.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief Security

Officer has determined to be a potential security threat.

Separation of Contract:

The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification to FEMA as soon as any of the following occurs:

• When no longer needed for contract performance.

• Upon completion of a contractor employee’s employment.

• Upon contract completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the contractor personnel and the Contractor to civil and criminal liability.

4.2 Period of Performance

The period of performance for this contract is one year from the date of award.

4.3 Place of Performance

The primary place of performance will be the Department of Homeland Security/Federal

Emergency Management Agency’s Bothell Mobile Emergency Response Support (MERS) facility at 200 228th Street SW; Bothell, WA 98021

4.4 Hours of Operation

Contractor employees shall begin work between the hours of 6:00 am and 8:00 am, Monday thru Friday, completing no later than 12:00 pm.

4.5 Protection of Information

Contractor access to information protected under the privacy Act is required under this SOW.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

5.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and provide FEMA Finance and FEMA

Contracting with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to FEMA Finance and FEMA Contracting notifying it that the deliverable has been accepted.

5.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

5.2 The COR will have 30 business days to review deliverables and make comments. The Contractor shall have 30 business days to make corrections and redeliver.