Janitorial_SOW.pdf

Statement of Work

Janitorial Services

USDA‐ARS

Corvallis, Oregon

1. SCOPE

The contractor shall provide all management, supervision, and labor necessary to ensure that aseptic custodial services are performed for the USDA‐ARS in Corvallis, Oregon. The USDA‐ARS is made up of four main buildings and two outbuildings and is approximately 125,000 square feet. Contractor shall have aseptic cleaning experience in a scientific setting. Services shall be performed in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.

1.1. BASIC CLEANING SERVICES

The contractor shall accomplish all aseptic cleaning tasks to meet the requirements of this SOW. The minimum cleaning frequencies are established in Attachment 1 ‐ Task and Frequency Specifications for

Environmental Sanitation.

1.2. Maintain Floors: All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, as needed, to ensure they are free from dirt, debris, dust, and large scuff marks. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position. Use only approved cleaning solutions for floor type.

1.3. Remove Trash: All trash containers shall be emptied and returned to their initial location. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

1.4. Clean and Disinfect: Completely clean, disinfect, and polish dry all surfaces of sinks and plumbing fixtures. After cleaning, sinks and plumbing fixtures will be free of deposits, dirt, streaks and odors.

Ensure that any disinfectant used in cleaning will not leave any odor that may become hazardous to personnel.

1.5. Clean Interior Glass/Mirrors: Clean all interior glass, including glass in doors, windows, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

1.6. Vacuum Carpets: Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. All tears, burns, and raveling shall be brought to the attention of the government representative.

1.6.2. Vacuum and Clean Floor Mats: Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.7. General Spot Cleaning: Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.8. General Dusting: All horizontal surfaces shall be dusted or cleaned to eliminate dust collection.

2. BASIC RESTROOM CLEANING SERVICES

The contractor shall accomplish all cleaning tasks to meet the requirements of this specification and the

Task and Frequency Specifications for Environmental Sanitation.

2.1. Clean and Disinfect: Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, tampon receptacles, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces. After cleaning, surfaces will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

2.2. Descale Toilet Bowls: Descaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

2.3. Sweep and Mop Floor: After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath.

3. CONTRACTOR‐FURNISHED ITEMS

The Contractor shall provide all management, supervision, personnel, and transportation except as specified herein as government‐furnished, necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor’s efforts shall provide the service to meet the requirements for high quality care, sensitivity to proper scheduling to meet client needs, and sanitation for infection control purposes.

4. GOVERNMENT‐FURNISHED ITEMS

The government will provide supplies to include disinfectants, cleaners, degreasers, paper products, trash can liners, vacuums, etc. as needed. Contractor shall give a two‐week lead time for supply replenishment.

5. SCHEDULED SERVICES/HOURS OF OPERATION

The contractor shall perform services required by this contract Monday through Friday between the hours of 6:00pm and 2:00am. There shall not be any work done during the week‐ends and holidays, see below, unless a request is submitted. The Contracting Officer’s Technical Representative (COTR) must approve any changes to the contractor’s schedule in advance.

5.1. Holidays: The contractor will not work on the following Federal holidays observed by the United States Government – New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, Christmas Day, and any other specifically declared by the President of the United States.

6. CONTRACTOR STAFF REQUIREMENTS

6.1. The contractor shall be responsible for ensuring that all employees receive training appropriate for work in a scientific laboratory and office setting. Any staff assigned for the performance of this contract shall have the ability to speak and read fluently in English. Reasonable accommodations will be provided whenever possible for contractor employee with disabilities (i.e., hearing impaired, etc.).

6.2. Shift Leader: The Contractor shall appoint supervisor for the work being performed under the terms of this contract. Shift Leader will be onsite with regular and alternate employees.

6.3. Personnel rosters: Current written rosters of all regular and alternate employees will be provided to the COTR. Employees not listed or employees who have not had a background investigation initiated

(6.4) will not be allowed to work in the facility.

6.4. Employee Background Investigations: Shift Leader is required to have a background check and will be accompanied by Government personnel until background check is complete.

6.5. Miscellaneous: Contractor personnel shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break/smoking areas only.

Unauthorized smoking, eating, theft or pilferage by Contractor personnel shall constitute adequate cause for the Government to require that the Contractor immediately remove the offender(s) from employment on the facility premises for the duration of this contract.

7. QUALITY CONTROL/QUALITY ASSURANCE

7.1. Quality Control: The contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non‐recurrence of defective services.

7.1.2. A description of the inspection system to cover all services specified in the statement of work.

Description shall include specifics as to the areas to be inspected on both scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors.

8. BUILDING SECURITY AND CONSERVATION

8.1. As the cleaning staff will perform tasks after the facilities are closed, the contractor shall be responsible for arming/disarming security system (NCGR). Instructions will be provided during post‐ award orientation prior to commencement of work.

8.2. The Contractor shall be provided keys or allowed access to all buildings and rooms/areas requiring cleaning. Keys to the facilities will be provided after Employee Background Investigation (6.4).

9. QUALITY ASSURANCE MONITORING

a. The Government will monitor the contractor’s performance to assure that the performance thresholds and standards of performance are met in accordance with Attachment 1 ‐ Task and

Frequency Specifications for Environmental Sanitation. The Government may require re‐performance of nonconforming services at no increase in contract price.

b. The contractor service requirement tasks are summarized in paragraphs 1.2 through 1.8 and 2.1 through 2.3. These tasks describe the minimum acceptable levels of the service required. These thresholds are critical to mission success.

c. The Government COTR will inspect all work tasks required to ensure contract performance on a monthly basis utilizing Attachment 1 ‐ Task and Frequency Specifications for Environmental Sanitation.

d. The inspection period is monthly with on a quarterly basis not to exceed 12 months. Inspection period will be from the first of the month through the last day of the month. The COTR will record results of the inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COTR will notify the Shift Leader. The Contractor shall correct the unacceptable performance within 48‐ hours in order for the USDA‐ARS to continue and provide a clean and sanitized scientific work environment.

Attachment 1 ‐ Task and Frequency Specifications for Environmental Sanitation

Monday

1. Fully clean all bathrooms at HCRU, Annex, GCBuilding, Schreiner Lab, FSCRU, FSCRUGreenhouse, and NCGR (19 total)

a. Flush toilets and urinals. Check for stoppage.

b. Remove trash, empty sanitary napkin receptacles and replacepaper bags.

c. Replenish supplies (soap, paper towels, toiletpaper, and toilet seat covers.)

d. Dust (with a damp cloth or sponge) tops of mirror frames, top edge of tiles, top of toilet stall partitions, all containers, lights, vents, and shelves.

e. Spot clean doors, walls, partitions, andwaste receptacles.

f. Clean sink basins, rise and polish chrome, cleanmirrors.

g. Clean toilets and urinals including underneath, sides, edges and urinals throat with a disinfectant solution. Use bowl cleaner only on the inside of toilet and urinals.

h. Clean tile around and behind bowls, toilets, and urinals.

i. Wet mop

2. Wipe down all doors, push plates, handrails at all facilities

3. Restock all supplies

4. Remove garbage at all facilities

5. Sanitize water fountains

6. Clean entry doors

Tuesday

HCRU, Annex, GC Building, Schreiner Lab ‐ Labs and Common areas

a. Vacuum and mop all labs

b. Common area vacuum and mop including inside stairs

c. Conference Room vacuum, mop,wipedown, restock

d. Kitchen wipe down, restock

e. Maintenance clean bathrooms –vacuum,mop, restock (if necessary)

f. Lab and Common area garbage removal

g. Sanitizewater fountains

h. Clean entry doors

Wednesday

NCGR ‐ Labs and Common areas

a. Vacuum and mop all labs

b. Common area vacuum and mop including inside stairs

c. Conference Room vacuum, mop,wipedown, restock

d. Kitchen wipe down, restock

e. Maintenance clean bathrooms –vacuum,mop, restock (if necessary)

f. Lab and Common area garbage removal

g. Sanitizewater fountains

h. Clean entry doors

Thursday

HCRU, Annex, GC Building, Schreiner Lab ‐Offices

a. Vacuum and mop all offices

b. Remove office garbage

c. Maintenance clean bathrooms –vacuum,mop, restock (if necessary)

d. Touch‐up Common areas – vacuum, spotmop, empty garbage if necessary

e. Elevator wipe down, vacuumandmop

f. Sanitize water fountains

g. Clean entry doors

Friday

NCGR, FSCRU ‐ Offices

a. Vacuum and mop all offices

b. Remove office garbage

c. Maintenance clean bathrooms –vacuum,mop, restock (if necessary)

d. Touch‐up Common areas – vacuum, spotmop, empty garbage if necessary

e. Elevator wipe down, vacuumandmop

f. Sanitize water fountains

g. Clean entry doors

Other duties

As needed (at a minimum) Ceiling vents (Bi-annually) Spot clean garbage cans (Monthly) Wall washing (Bi-annually) Emergency exit stairwells (Monthly) Dust brush ceiling corners (Monthly)