Attachment 2- West Point Complete Facilities Maintenance and Janitorial Services _SOW 8 June 20.pdf

RFP# 15F06720R0000179 Version 1.0 Page 1

FEDERAL BUREAU OF INVESTIGATION

FINANCE DIVISION | PROCUREMENT SECTION

West Point Range 9

Complete Facilities Maintenance

For the

New York Division

Statement of Work

5/18/2020

Rev: 8 June 20

RFP# 15F06720R0000179 Version 1.0 Page 2

FEDERAL BUREAU OF INVESTIGATION

WEST POINT RANGE 9

MAINTENANCE AND JANITORIAL SERVICES

STATEMENT OF WORK

1 Introduction

1.1 Background

The Federal Bureau of Investigation Facilities and Finance Division has a training facility located on Range 9 of the United States Military Academy, West Point NY. The facility is newly constructed and consists of a 5,000 square foot administration facility, a 250 square foot range tower and a (30) position target range.

1.2 Scope

Provide a complete facilities maintenance contract to include building equipment maintenance and janitorial services to maintain and clean the administration and tower facilities. The building equipment is identified on the attached West Point O&M asset list. The contractor shall furnish all management, labor, tools, material, equipment, and insurance necessary to perform these services for:

• 5,000 square feet of the administrative

• 250 square feet of the range tower

Provide a complete facilities maintenance contract for equipment maintenance and janitorial services. The contractor shall inspect, test and maintain with a service agreement all equipment and its’ components listed on the attached West Point O&M asset list located at the FBI facility at West Point Range 9. The contract will include a service line for equipment to address unscheduled (any after hours and emergency services) within a 4-hour response time. This will be utilized to get the failed equipment systems back in operation to minimize the possibility of further component failure and minimize the disruption to operations and personnel. Provide janitorial services to clean the facilities two (2) janitorial service visits per week by using standard methods of wiping, dusting, vacuuming, mopping, cleaning windows and emptying trash. Provide all services to the Range 9 FBI facility in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional environment. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, instructions, commercial practices, and this SOW.

1.3 Objectives

The objective of this acquisition is to acquire equipment maintenance and janitorial services to maintain satisfactory facility conditions and present a clean, neat, and professional appearance.

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2 Requirements/specifications

The Contractor shall provide equipment maintenance and janitorial services to clean the combined five thousand- two hundred and fifty (5,250) square feet of administrative office space and classrooms, restrooms and range tower.

This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the

Government. The equipment maintenance shall follow manufacturers’ recommendation on service type and intervals (i.e. monthly, quarterly, annually). The cleaning shall be performed twice a week on a weekly basis:

2.1 Task Descriptions

2.1.1 Equipment Maintenance

• Verify that all equipment data is accurate and complete on the attached “asset list”.

• Review manufactures’ recommended operations and maintenance procedures of all installed equipment.

• Perform an initial test and inspection of all equipment listed in the “asset list” to develop a “baseline” of operation.

• Perform monthly, quarterly, semiannual and annual maintenance as

“recommended” by the manufacture to maintain optimal performance standards.

• Identify any equipment repairs needed and provide a proposal for repairs to include parts and labor.

• Remove and properly dispose of any and all waste generated during maintenance and repair of the equipment.

2.1.2 Janitorial Services

• Sweeping and Mopping

The Contractor shall sweep and damp and/or wet mop all floor areas. Chairs, trash receptacles, and easily movable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their proper position when all operations have been completed. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil, stains, film debris, or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area.

• Vacuuming

The Contractor shall vacuum all carpeted areas regardless of occupancy. All carpeted areas shall be vacuumed and free of all visible lint, litter, soil and imbedded grit. Vacuum/clean interior and exterior walk-off mats. After

RFP# 15F06720R0000179 Version 1.0 Page 4 vacuuming or cleaning, mats shall be free of all visible lint, litter, and soil. Carpet style entrance mats shall be vacuumed to remove soil and dirt and to restore resiliency of the carpet pile. Rubber entrance mats shall be swept, vacuumed, or hosed down and then dried to remove soil and grit. Soil and moisture underneath entrance mats shall be removed, and mats returned to their normal location.

• Dusting

The Contractor shall dust all furniture, picture frames, windowsills, window tracks, AC/Heating vents, window blinds, televisions, computers (CPU and

Monitor), doorframes, hallways, stairways, and entrance foyers. All horizontal surfaces, such as windowsills, window tracks, window blinds, hand rails, wood strips, door frames, exposed piping, light fixtures, covers and diffusers, ceiling and walls within eight feet from the top of the finished floor shall be free of lint, dust, dirt, cobwebs, marks, finger prints, smudges, and other accumulated soils.

Items on furniture tops are to be dusted and replaced. Upholstered furniture shall be free of dust, dirt, lint, other stains and discoloration and shall be kept free of all visible lint, liter, soil and imbedded grit.

• Restrooms

Completely deep clean and disinfect all surfaces of the wash bowl, toilet bowl and seat, shower, dispensers, plumbing fixtures, doors, walls, , partition dividers, polished exposed piping, mirrors, and other such surfaces, using germicidal detergent. After cleaning, receptacles shall be left free of deposits, dirt, smudges and streaks, soap film, dust, soils, scum, and odors. All bright metal finishes such as faucets, pipes, fittings and hardware shall be kept in a bright and clean condition. After sweeping and mopping the floor, the entire surface shall be free from litter, dust, and foreign debris, including grout. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirls, marks, detergent residue, or any evidence of soil, stain, film, or standing water. Easily moveable items shall be tilted or moved aside to sweep and damp mop underneath. The Contractor shall ensure that the bathrooms are properly stocked with toilet paper, paper towels, and hand soap.

• Trash

The Contractor shall remove the trash from all areas of the building. All trash receptacles shall be emptied and returned to their initial location with Government provided plastic liners. All debris or liquids remaining in a trash receptacle due to a leaky plastic trash bag shall be removed. Trash shall be disposed of in a secured plastic bag. The contractor shall pick up any trash that may fall onto the facility or grounds during the removal of such trash collection. All refuse collected shall be disposed of in the appropriate trash dumpster and/or recycle dumpster located in

RFP# 15F06720R0000179 Version 1.0 Page 5 the parking lot outside the building. Dirty trash receptacles shall be washed inside and out and shall be odor free. The government is responsible for the outside dumpsters once trash is removed from the buildings/ locations.

2.2 Position Qualifications

The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all requirements associated with the work they perform. The contractor shall be licensed, certified and adhere to all standards and regulations as required by federal, state and local authorities having jurisdiction on chemical and cleaning agents as required to perform this type of work.

3 Place of Performance

The primary place of performance shall be at FBI facilities located on Range 9 of the United

States Military Academy, West Point NY (Orange County).

4 Performance Timelines (Maintenance and Services)

4.1 Equipment Maintenance

The contractor shall follow manufacturers’ service recommendations and intervals for the type of equipment being maintained (i.e. monthly, quarterly, annually). Service is to be performed during normal business hours (M-F excluding weekends and Federal Holidays) except during after-hours and emergency required services.

4.2 Janitorial Services

The contractor shall provide two (2) janitorial service visits per week (Monday thru Friday) excluding weekends and Federal Government Holidays.

5 Hours of Operation

Specific work hours must be coordinated with the range Principal Firearms Instructor (Section

9.1). This work shall not include weekends or holidays.

PERFORMANCE DAYS AND FEDERAL HOLIDAYS

The U.S. Government observes the below listed days as holidays:

New Year's Day Dr. Martin Luther King's Birthday President's Day

Memorial Day Independence Day Labor Day

Columbus Day Veteran's Day Thanksgiving Day

Christmas Day Inauguration Day (when applicable)

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In addition to the days designated as holidays, the U.S. Government observes the following days: Any other day designated by Federal Statute or by Executive Order or by the Presidential

Proclamation.

It is understood and agreed that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation.

Services on these designated days except when an emergency spill response is needed.

When the Federal, State, Local and other governmental entities grants excused absence to its employees, assigned contracted personnel may also be dismissed. The contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled and shall be guided by the instructions issued by the Contracting Officer or the

Contracting Officer's Representative (COR).

If Government personnel are furloughed, the COR shall provide direction per the Contracting

Officer’s guidance. It is the Government's decision as to whether the contract price/cost will be affected. Generally, contracted personnel that are able to continue contract performance (either on-site or at a site other than their normal workstation), shall continue to work and the contract price shall not be reduced or increased. Contracted personnel that are not able to continue contract performance (e.g., support functions) may be asked to cease their work effort.

6 Deliverables

The Contractor shall provide all management, labor, tools, material (except for GFP), and equipment to perform the equipment maintenance and janitorial services as described in this

SOW. The contractor shall submit a report after each equipment service interval identifying what equipment and service was completed.

The janitorial service checklist shall be submitted after each day of service. The Checklists will be provided by the Government and shall be completed by the individual performing the service.

The Checklists shall be submitted to the onsite Government representative to be inspected and signed by both the Contractor and the Government Representative. This will ensure that standards and performance expectations have been satisfactorily met. This report is for

Government record, a copy will be given to Contractor upon request.

The Contractor shall be responsible for providing the following deliverables:

Deliverable Title Delivery Timeframe Delivery Method Deliver Submission

Inspection and

Testing Report

Within two (2) weeks of completion of service

Email COR

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Copy of Licensed personnel

Prior to start of work Email COR w/ copy to

CO/CS

Detailed written report on Service

Delivered

Per Occurrence Email COR w/ copy to

CO/CS

Written correction recommendation to of any noted deficiencies along with proposal for corrective action

As applicable Email COR w/copy to

CO/CS

Work schedule of proposed dates to perform services

As applicable Email COR w/copy to

CO/CS

Safety Submittal Plan Within 30 days of contract award and updates as applicable

Written plan COR w/copy to

CO/CS

Environmental

Submittal Plan

Within 30 days of contract award and updates as applicable

Written plan COR w/copy to

CO/CS

Draft Invoice Submitted within 5 days of completed services

Word or Excel

Document

COR

Final Invoice After COR approval PDF Document Central_invoices@fbi

.gov

7 Government Furnished Equipment or Information

The FBI will furnish toilet paper, paper towels, trash can liners, and hand soap to the Contractor to restock the restrooms during cleanings.

See Attachment 4 – West Point O&M list Apr 2020

8 Contractor Personnel

8.1 Employee Listing

mailto:Central_invoices@fbi.gov mailto:Central_invoices@fbi.gov

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The contractor shall maintain and provide upon request a current listing of employees. The list shall include employee’s name, social security number, and level of security clearance. Failure of to maintain a trained and certified workforce with the technical proficiency to perform required work in this work statement shall constitute grounds for any remaining contract options not to be exercised or for termination of this contract.

8.2 Identification of Contract Personnel

Security requirements will require that all contract personnel, to include employees and subcontractors, wear identification badges when at the Government facility on contract start or employment start date. The ID badge shall be made of nonmetallic material, easily readable, and include employee’s name, contractor’s company name, functional area of assignment, and color photograph. contract personnel shall wear their company ID badge; a Government-provided ID badge; or both, as directed by regulations and procedures in effect at any specific Government facility, at all times when performing work under this contract, to include attending Government meetings and conferences. Each employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when local regulations, safety, or health reasons prohibit such placement.

When attending meetings and working in facilities where their status is not obvious to third parties, contract employees are required to identify themselves as such to avoid creating an impression that they are government officials. These procedures will be in addition to other security requirements as set forth in this contract.

9 Safety and Environmental Regulations/Requirements

9.1 The Contractor is responsible for following all federal Occupational Safety and Health

Administration (OSHA), state and local regulations, and FBI policies as they pertain to safety and health. The Contractor shall provide any information on their safety programs as requested by the CO or COR. The Contractor is responsible for providing and training any Personal

Protective Equipment, monitoring devices, or other specialty equipment to perform their job in a safe manner while on FBI property. The Contractor is open for inspection, at any time, by the

FBI Safety Staff while on site.

9.2 The Contractor is responsible for following all federal, state, and local regulations as they pertain to the Environment. All applicable Environmental Protection regulations and procedures shall be followed. Any information pertaining to environmental compliance can be requested by the CO or COR. The Contractor shall attempt to reduce any environmental impact due to the procedures and chemicals used while working on FBI property and determine the need for and provide any personal protective items required for the safe performance of work.

Note: Any hazard waste generated by contractor performing these services must properly disposed of by the contractor. No hazard waste will be stored or disposed of on site without prior approval by the

Contracting Officer Representative (COR).

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10 Security Requirements

The Limited Access Request (LAR) (formerly the Limited Background Investigation (LBI)) process is designed to ensure personnel without clearances requiring escorted access to FBI space are properly vetted through the FBI. Personnel that undergo a LAR may be permitted to work maintenance issues, construction projects, teach unclassified seminars or provide other services to the FBI on a limited basis. To be clear, persons provided an LAR have no greater privileges than anyone else being escorted into FBI space - they are not authorized to view or be exposed to

Classified or Sensitive But Unclassified information, nor have system access, nor be left unescorted at any time. The value of the LAR is to ensure we are not allowing known criminals, those with open warrants, etc. access to FBI space.

The LAR is a requirement for anyone who does not have a clearance and is not entering the FBI as a family member. The limited exception is for persons attending unclassified meetings in sanitized spaces under escort. If meetings become more frequent than once or twice per year, the LAR may become a requirement.

Persons with active clearances are not eligible for the LAR and must pass their clearances via official channels for any type of FBI space access.

10.1.1 The Process

Upon award of the contract, all personnel involved in the process must have a completed LAR consisting of checks from the Data Integration and Visualization System (DIVS), National Crime

Information Center (NCIC)/Interstate Identification Index (III), Sentinel, and the Treasury

Enforcement Communication System (TECS). The following forms must be accurately completed and furnished to the OSO at least 45 work days prior to the arrival of contract individual to FBI space (or as early as possible).

• HYPERLINK

https://go.fbinet.fbi/DO/FD/OSO/Documents/OSO%20Forms%20and%20Documents/SF-85%20-

%20Questionnairre%20for%20Non-Sensitive%20Positions%20-%20FBI.pdf?Web=1 (fill-in gray areas only) o Completion Guide o Spanish Completion Packet

• Authorization for Release of Information (page 6 of SF-85)

• FD-285 - Fingerprint Application Card

• FD-857a - Sensitive Information Non-Disclosure Agreement

Failure to allot enough time to conduct the checks can result in access delays that cannot be waived.

SF-85 - Questionnaire for Non-Sensitive Positions

Visitors must adhere to all security policy, including the use of portable electronic devices, laptops, cell phones, cameras, etc. The recommended escort/visitor ratio is one escort to five visitors. The escort is accountable for the visitor(s) and any badge(s) issued to the visitor(s).

https://go.fbinet.fbi/DO/FD/OSO/Pages/Personnel.aspx https://go.fbinet.fbi/DO/FD/OSO/Documents/OSO%20Forms%20and%20Documents/SF-85%20-%20Questionnairre%20for%20Non-Sensitive%20Positions%20-%20FBI.pdf?Web=1 https://go.fbinet.fbi/DO/FD/OSO/Documents/OSO%20Forms%20and%20Documents/SF-85%20-%20Questionnairre%20for%20Non-Sensitive%20Positions%20-%20FBI.pdf?Web=1 https://go.fbinet.fbi/HRB/SecD/SSCS/PSIUIV/LAR%20Resources/SF%2085/LAR%20SF%2085%20Completion%20Guide.pdf?Web=1 https://go.fbinet.fbi/HRB/SecD/SSCS/PSIUIV/_layouts/15/WopiFrame.aspx?sourcedoc=/HRB/SecD/SSCS/PSIUIV/LAR%20Resources/SF%2085/Spanish/LAR%20Spanish%20Translation%20Packet.pdf&action=default https://go.fbinet.fbi/do/rpo/ipo/formsdesk/pdfforms/fd-258.pdf https://go.fbinet.fbi/do/rpo/ipo/formsdesk/pdfforms/FD-857a.pdf

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11. Government Representatives

11.1 Government Onsite Point of Contact

The Government Onsite Point of Contact (POC): Jude Tarasca (Principal Firearms Instructor), jetarasca@fbi.gov

11.2 Contracting Officer Representative

The COR will be identified via letter of COR delegation authority issued by the Contracting

Officer (CO) for this contract. The COR is responsible, as applicable, for: receiving all deliverables; inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, filling in details or otherwise furnishing information necessary to accomplish the SOW; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the

Government’s best interest to alter/change contractual obligations or the SOW, the CO will issue such changes.

COR: Daniel Ferguson (Facilities Operations Specialist) dlferguson@fbi.gov

11.3 Contracting Officer

The CO is the appointed authority to bind the Government to the extent of the authority delegated. Direction that will modify the scope, schedule, terms and conditions, funding, or any other action that may modify the agreement as originally entered into with the Government must be given only by the CO.

Contracting Officer: Steven C. Bonds, scbonds@fbi.gov

12 Travel

NA

13 Applicable documents

Attachment 1 – RFP 15F06720R0000179 Schedule of Services

Attachment 2 – West Point Statement of Work dtd 18 May 20

Attachment 4 – West Point O&M list Apr 2020 Attachment 6 – Limited Access Request (LAR)

Attachment 7 – FD-857 – Sensitive Information Non-Disclosure Agreement (NDA)

Attachment 8 – SF-85 Questionnaire for Non-Sensitive Personnel

Attachment 9 – FD-258 Fingerprint Application Card mailto:jetarasca@fbi.gov mailto:dlferguson@fbi.gov mailto:scbonds@fbi.gov