SOW_r1.pdf

DEPARTMENT OF HOMELAND SECURITY

U.S. CUSTOMS AND BORDER PROTECTION

STATEMENT OF WORK

For

Janitorial Service

1.0 BACKGROUND

The Jacksonville Air and Marine Branch requires a janitorial service for our facility.

2.0 DESCRIPTION OF TASKS

The contractor shall provide all janitorial services as outlined below:

A) A total of two janitors are needed, one for each floor. Work hours require 8-hour shifts for each worker to start no earlier than 5:00 am and ending no later than 4:30 pm, Monday through Friday, 40 hours per week (30 minutes for lunch), 52 weeks per year. In the absence of one or both of the janitors, temporary janitor(s) will be required to ensure full 8 hour coverage per work day. The contractor will ensure that temporary janitor(s) information (Full name, Social Security number, date of birth, and home address) has been provided prior to work so that a security screening can be completed.

This facility requires continuous coverage throughout the year.

B) The office space is approximately 24,410 square feet (2 floors). Office areas to be cleaned are: conference rooms, training room, restrooms, maintenance shop, wash rooms, gym, break areas, cubicles and office spaces. Custodial care includes sweeping, mopping, scrubbing, waxing and polishing floors, removing trash and other refuse, dusting office equipment and fixtures, cleaning interior office windows, polishing fixtures and trim, cleaning restrooms and showers.

C) The Jacksonville Air and Marine Branch will not provide necessary cleaning materials or equipment.

1. The cost reimbursable line item will be funded in the amount of $10,000.00 at contract award for the base year.

2. The contractor is responsible for invoicing these supplies separately from the rest of the contract requirements since there will be a specific line item for supplies. The contractor is also responsible for providing quarterly reports to the Contracting Officer (CO) and the Contracting Officer Representative (COR) regarding the usage and costs associated with the supplies provided to the location. In addition to the quarterly report the contractor must notify the CO and the COR when 75% of the cost reimbursable line item has been expended. This is IAW FAR 52.223. All equipment purchases that will be reimbursablemust be authorized by CBP before the purchase is made.

D) Required cleaning is as follows:

1. Empty wastebaskets and trash containers daily throughout the facility (1st and 2nd floor). Trash bags in offices are to be changed at least once per week.

2. Remove trash from building daily, dumpster is located on site. All cardboard boxes are to be broken down and placed in recycle for pickup.

3. Showers in 1st and 2nd floor restrooms are to be cleaned/sanitized daily, this includes polishing fixtures in restrooms.

4. Restrooms (1st and 2nd floor) are to be cleaned/sanitized and mopped daily.

5. Fill paper towel dispensers in Restrooms/Break Rooms daily and toilet paper dispensers in Restrooms daily.

6. The Break Room (1st and 2nd floor) is to be cleaned daily. This includes sanitizing counters and tables, cleaning dishes that may be in sink, cleaning refrigerator as needed, cleaning coffee pot and coffee dispenser.

7. The Break Room tile floors are to be mopped daily with a clean/sanitized mop.

8. Dust all office furniture, desks, chairs, tables, file cabinets, bookcases, shelves, blinds, telephones, computers, picture frames located in commons areas, and low horizontal surfaces to include sills, ledges and moldings at least once per week.

9. The Conference Room (1st and 2nd floor) is to be cleaned and dusted daily.

10. The first floor Training Room is to be cleaned at least once per week when not in use. When the Training Room is being used -the carpet is to be vacuumed, the computers are to be dusted, screens are to be cleaned on the monitors, tables are to be cleaned, and trash emptied daily.

11. Spot clean desktops and furniture as needed (at least daily).

12. Sweep and mop tile floors at least twice per week.

13. The rubber floor located in the 1st floor Avionics office and the 2nd floor Fitness

Room are to be mopped with a clean/sanitized mop at least three times per week.

14. The Fitness Room equipment is to be cleaned/wiped down at least three times per week.

15. Vacuum carpet floors located in 1st and 2nd floor offices including front administrative area of 2nd floor at least twice per week.

16. Spot clean spills and stains on carpet and tile floors daily.

17. Spot clean interior walls and doors daily.

18. Clean reception lobby glass (interior/exterior) including front or partition doors and exterior 1st floor windows daily.

19. Clean/sanitize drinking fountains and break room areas daily.

20. Fill paper towel dispensers in restrooms/break rooms daily and toilet paper dispensers in restrooms daily.

21. Mop 1st floor lobby daily, sweep front of entryway daily.

22. Clean cigarette containers located in designated front smoking area outside of building.

23. Any other general cleaning that may be needed.

3.0 SECURITY PROCEDURES (OCT 2009)

A. Controls

1. The Contractor shall comply with the U.S. Customs and Border Protection (CBP) administrative, physical and technical security controls to ensure that the Government’s security requirements are met.

2. All Government furnished information must be protected to the degree and extent required by local rules, regulations, and procedures. The Contractor shall comply with all security policies contained in CBP Handbook 1400-05C, Information Systems Security Policies and Procedures Handbook.

3. All services provided under this contract must be compliant with the Department of Homeland Security (DHS) information security policy identified in DHS Management Directive (MD) 4300.1, Information Technology Systems Security Program and DHS 4300A, Sensitive Systems Handbook.

4. All Contractor employees under this contract must wear identification access badges when working in CBP facilities. Prior to Contractor employees’ departure/separation, all badges, building passes, parking permits, keys and pass cards must be given to the Contracting Officer’s Representative (COR). The CORR will ensure that the cognizant Physical Security official is notified so that access to all buildings and facilities can be revoked. NOTE: For contracts within the National Capitol Region (NCR), the Office of Internal Affairs, Security Management Division (IA/SMD) should be notified if building access is revoked.

5. All Contractor employees must be registered in the Contractor Tracking System (CTS) database by the Contracting Officer (CO) or COR. The Contractor shall provide timely start information to the CO/COR or designated government personnel to initiate the CTS registration. Other relevant information will also be needed for registration in the CTS database such as, but not limited to, the contractor’s legal name, address, brief job description, labor rate, Hash ID, schedule and contract specific information. The CO/COR or designated government personnel shall provide the Contractor with instructions for receipt of CTS registration information. Additionally, the CO/COR shall immediately notify IA/SMD of the contractor’s departure/separation.

6. The Contractor shall provide employee departure/separation date and reason for leaving to the CO/COR in accordance with CBP Directive 51715-006, Separation Procedures for Contractor Employees. Failure by the Contractor to provide timely notification of employee departure/separation in accordance with the contract requirements shall be documented and considered when government personnel completes a Contractor Performance Report (under Business Relations) or other performance related measures.

B. Security Background Investigation Requirements

1. In accordance with DHS Management Directive (MD) 11055, Suitability

Screening Requirements for Contractors, Part VI, Policy and Procedures, Section E, Citizenship and Residency Requirements, contractor employees who require access to sensitive information must be U.S. citizens or have Lawful Permanent Resident (LPR) status. A waiver may be granted, as outlined in MD 11055, Part VI, Section M (1).

2. Contractor employees that require access to DHS IT systems or development, management, or maintenance of those systems must be U.S. citizens in accordance with MD 11055, Part VI, Section E (Lawful Permanent Resident status is not acceptable in this case). A waiver may be granted, as outlined in MD 11055, Part VI, Section M (2)

3. Provided the requirements of DHS MD 11055 are met as outlined in paragraph 1, above, contractor employees requiring access to CBP facilities, sensitive information or information technology resources are required to have a favorably adjudicated background investigation (BI) or a single scope background investigation (SSBI) prior to commencing work on this contract. Exceptions shall be approved on a case-by-case basis with the employee’s access to facilities, systems, and information limited until the Contractor employee receives a favorably adjudicated BI or SSBI. A favorable adjudicated BI or SSBI shall include various aspects of a Contractor employee’s life, including employment, education, residences, police and court inquires, credit history, national agency checks, and a CBP Background Investigation Personal Interview (BIPI).

4. The Contractor shall submit within ten (10) working days after award of this contract a list containing the full name, social security number, place of birth (city and state), and date of birth of employee candidates who possess favorably adjudicated BI or SSBI that meets federal investigation standards.. For employee candidates needing a BI for this contract, the Contractor shall require the applicable employees to submit information and documentation requested by CBP to initiate the BI process.

5. Background Investigation information and documentation is usually submitted by completion of standard federal and agency forms such as Questionnaire for Public Trust and Selected Positions or Questionnaire for National Security Positions; Fingerprint Chart; Fair Credit Reporting Act (FCRA) form; Criminal History Request form; and Financial Disclosure form. These forms must be submitted to the designated CBP official identified in this contract. The designated CBP security official will review the information for completeness.

6. The estimated completion of a BI or SSBI is approximately sixty (60) to ninety

(90) days from the date of receipt of the properly completed forms by CBP security office. During the term of this contract, the Contractor is required to provide the names of contractor employees who successfully complete the CBP BI or SSBI process. Failure of any contractor employee to obtain and maintain a favorably adjudicated BI or SSBI shall be cause for dismissal. For key personnel, the Contractor shall propose a qualified replacement employee candidate to the CO and COR within 30 days after being notified of an unsuccessful candidate or vacancy. For all non-key personnel contractor employees, the Contractor shall propose a qualified replacement employee candidate to the COR within 30 days after being notified of an unsuccessful candidate or vacancy. The CO/COR shall approve or disapprove replacement employees. Continuous failure to provide contractor employees who meet CBP BI or SSBI requirements may be cause for termination of the contract.

C. Security Responsibilities

1. The Contractor shall ensure that its employees follow the general procedures governing physical, environmental, and information security described in the various DHS CBP regulations identified in this clause. The contractor shall ensure that its employees apply proper business practices in accordance with the specifications, directives, and manuals required for conducting work under this contract. Applicable contractor personnel will be responsible for physical security of work areas and CBP furnished equipment issued under this contract.

2. The CO/COR may require the Contractor to prohibit its employees from working on this contract if continued employment becomes detrimental to the public’s interest for any reason including, but not limited to carelessness, insubordination, incompetence, or security concerns.

3. Work under this contract may require access to sensitive information as defined under Homeland Security Acquisition Regulation (HSAR) Clause 3052.204-71, Contractor Employee Access, included in the solicitation/contract. The Contractor shall not disclose, orally or in writing, any sensitive information to any person unless authorized in writing by the CO.

4. The Contractor shall ensure that its employees who are authorized access to sensitive information, receive training pertaining to protection and disclosure of sensitive information. The training shall be conducted during and after contract performance.

5. Upon completion of this contract, the Contractor shall return all sensitive information used in the performance of the contract to the CO/COR. The Contractor shall certify, in writing, that all sensitive and non-public information has been purged from any Contractor-owned system.

D. Notification of Contractor Employee Changes

1. The Contractor shall notify the CO/COR via phone, facsimile, or electronic transmission, immediately after a personnel change become known or no later than five (5) business days prior to departure of the employee. Telephone notifications must be immediately followed up in writing. Contractor’s notification shall include, but is not limited to name changes, resignations, terminations, and reassignments to another contract.

2. The Contractor shall notify the CO/COR and program office (if applicable) in writing of any proposed change in access requirements for its employees at least fifteen (15) days, or thirty (30) days if a security clearance is to be obtained, in advance of the proposed change. The CO/COR will notify the Office of Information and Technology (OIT) Information Systems Security Branch (ISSB) of the proposed change. If a security clearance is required, the CO/COTR will notify IA/SMD.

E. Non-Disclosure Agreements

When determined to be appropriate, Contractor employees are required to execute a non-disclosure agreement (DHS Form 11000-6) as a condition to access sensitive but unclassified information.

4.0 PERIOD OF PERFORMANCE

The period of performance shall be from April 1, 2018, through March 31, 2019, with four option years.

Base Year: 4/1/2018 – 3/31/2019 Option Year 1: 4/1/2019 – 3/31/2020 Option Year 2: 4/1/2020 – 3/31/2021 Option Year 3: 4/1/2021 – 3/31/2022 Option Year 4: 4/1/2022 – 3/31/2023

5.0 PLACE OF PERFORMANCE

DHS/CUSTOMS AND BORDER PROTECTION

JACKSONVILLE AIR AND MARINE BRANCH

HANGAR 1002, NAVAL AIR STATION

JACKSONVILLE, FL 32212

904-680-6723

Attachment A

Facility Services Task and Frequency Chart U.S. Customs and Border Protection

Property name: Jacksonville Air and Marine Branch

Custodial Tasks NA 2D D W 2W 3W 4W M1 2M M3 M6 A Vacuum Carpet X Shampoo Carpet X Sweep Floors X Mopping (Tile Floors-Twice Weekly) (Rubber Floors-Three Times Weekly)

X X

Spray Buffing X Strip Wax and Apply New Wax X Clean Walk-Off Mats X Remove Trash X Perform Low Dusting (Conference Rooms - Dust Daily)

X X

Clean Glass X Clean Exercise Room Equipment X Clean Drinking Fountains X Perform Spot Cleaning X Clean/Sanitize, Sweep and Damp Mop Restroom, Locker Rm., Exercise Rm., Shower Floors, Kitchen/Break Areas, & Other

X

De-scale Restrooms & Showers X Supply Restrooms, Locker Rooms, & Kitchen/Break Areas

X

Apply Floor Finish – Restrooms & Locker Room Floors

X

Perform High Dusting X Clean Window Surfaces X Clean Light Fixtures X Check and Replace Light Bulbs X Wash Venetian Blinds X Dust Venetian Blinds X Clean Air Conditioning Vents X

NOTE: For tasks to be performed more frequently than twice a day, the second cleaning shall be performed no earlier than six hours after the first cleaning, and no later than twelve hours after the first cleaning. For tasks required less frequently than once a month, the Contractor is required to perform each listed task within the first month of contract performance and then on a regular schedule thereafter as stipulated in the task and frequency chart for the individual allocations.

Service Location: Jacksonville, Florida Property Name: Jacksonville Air and Marine Branch Property Address: Hangar 1002, Naval Air Station Jacksonville, Florida 32212

Contracting Officer’s Representative (COR): Roger Empie, Project Manager Phone: (817) 868-8662

Local Contact:

Phone: 904-680-6723

Frequency 2D Twice Daily D Daily W Weekly 2W Twice Weekly 3W Three Times Weekly 4W Four Times Weekly M1 Monthly 2M Twice Monthly M3 Every Three Months M6 Every Six Months A Annual

Equipment and Labor Requirements

The contractor shall furnish all supervision, supplies, materials, transportation and equipment necessary for the performance of this contract, unless otherwise specified herein. In accordance with FAR 52.223-3, Hazardous Material Identification and Material Safety Data; the contractor shall provide a list of any hazardous materials, as defined in paragraph (a) of FAR 52.223-3, to be delivered under this contract. This list will be identified as the Material Safety Data Sheets.

All equipment and cleaning agents must meet all applicable OSHA standards. If equipment utilized by the Contractor’s employees is in need of repairs and is determined to be unsafe by the COR, the Contractor shall immediately stop using the equipment upon notification by the COR.

In accordance with Federal Acquisition Regulation 237.703, Contracting for Environmentally Preferable and Energy Efficient Products and Services; the contractor shall utilize energy and water consuming equipment that promotes energy-efficiency and water conservation where practicable.

Safety and Equipment condition Contractor shall use only chemicals which are environmentally safe. The Contractor shall furnish and display caution signs to be used when cleaning floors where people other than contractor personnel are present before the floors are dry. All equipment shall have bumpers and guards to prevent marking or scratching of fixtures, furnishings, or building surfaces.

Conservation of Utilities

Operating Conditions: Contractor shall instruct its employees in utilities conservation practices.

Contractor shall be responsible for operating under conditions, as noted below, which preclude the waste of utilities.

Lights: shall be used only in areas where and when work is being performed.

Controls for Heating, Ventilation and Air Conditioning Systems: Workers shall not adjust mechanical equipment controls for heating, ventilation and air conditioning systems.

Water Faucets/Valves: Water faucets or valves shall be turned off after the required usage has been accomplished.

Malfunctioning Faucets, Electrical outlets, Switches, etc.: Any malfunctioning faucets, electric outlets, switches, etc., are to be identified by location and presented to the Government Authorized Representative for follow up as soon as they are found.

ENVIRONMENTAL REQUIREMENTS

Bio-based & Recovered Material Products for Custodial Services. The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, and “Strengthening Federal Environmental, Energy, and Transportation Management,” and the Federal Acquisition Regulation to provide bio-based and recovered material products.

CBP is mandated by legislation and Executive Order 13514 to purchase products that are good for the environment. Below are minimum requirements for paper products, bathroom and facial tissue, napkins, industrial wipers, and trash liners that may be used by contractors in a CBP service contract.

See Attachment C to view Bio-Preferred Program Product Categories from USDA, June 2013 and Environmental Requirements.

The Contractor shall utilize products and material made from bio-based & recovered materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer’s Representative (COR).

The following is an example list of products that may be used in this contract for custodial services for which bio-based & recovered material products are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of bio-based & recovered material products listed, meeting the health and environmental specifications.

Bio-based Products All-purpose cleaner, Floor sealer, Degreaser/cleaner Extraction fluid, Heavy duty cleaner, Furniture polish, Deodorizer, Floor stripper, Carpet shampoo, Glass cleaner, Floor finish, Neutral cleaner (liquid), Gum remover, Grout sealer, Floor finish restorer, Stain remover, Disinfectant sanitizer, Stainless steel polish, Air freshener including dispenser, Chrome polish/cleaner, Toilet bowl cleaner, Laundry detergent, Bathroom cleaner, Liquid hand soap including dispenser, White board cleaner, Cream cleaner, Brass polish/cleaner, Lime and scale remover (tub and tile cleaner), Wood floor cleaner, Solvent, Fertilizers Animal Repellents, 2-cycle engine oil, Concrete & asphalt cleaners, Hydraulic fluids, Greases, General Purpose De-Icers, Mulch & Compost Materials, Sorbents Diesel fuel additives.

Recovered Material Products

Bathroom Tissue Facial Tissue, Paper Towels, General Purpose Industrial Wipers, Paper Napkins.

Bio-based products that are designated for preferred procurement under USDA’s Bio-Preferred program must meet the required minimum bio-based content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their bio-based products such as bio-based content.

In addition to the bio-based products designated by the U.S. Department of Agriculture in the Bio- Preferred Program, the Contractor is encouraged to use other bio-based products.

The Contractor shall submit with the initial proposal a complete list of bio-based products, indicating the name of the manufacturer and the intended use of each of the materials that are to be used in carrying out the requirements of the contract.

The Contractor on each anniversary date of the contract shall compile a complete list of bio-based products, including the information above, purchased to carry out the contract requirements.

The Contractor shall comply with the provisions at FAR 52.223-1, Bio-based Product Certification and FAR 52.223-4, Recovered Material Certification.

The Contractor shall comply with the clauses at FAR 52.223-2, Affirmative Procurement of Bio-based Products Under Service and Construction Contracts and FAR 52.223-17, Affirmative Procurement of EPA-designated Items in Service and Construction Contracts.

Within thirty (30) days of contract award, the Contractor shall submit an Operations and Maintenance Plan. This submittal shall be approved by the COR in writing. The Contractor shall not commence work until this submittal is approved by the COR in writing.

The Plan must be reviewed and updated annually, and as required by the COR. The Plan must contain and define the following elements:

• The Contractor’s written policy stating its commitment to the use of bio-based products, employee health and safety, and sound environmental management practices.

• Detail on how the Contractor intends to keep abreast of the development and increasing availability of bio-based products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

• Proposed bio-based custodial products which must be selected in accordance with the criteria included above. At a minimum, the Plan must identify products by brand name for each of the product types.

NOTE: A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

• The product guides which define standard operating procedures for instructing staff in the proper use, storage, and disposal of bio-based products; proper maintenance of equipment; and other procedures/instructions to accomplish work under this contract.

The Contractor shall provide data on the quantity and dollar values of bio-based products used in this contract. The data will be submitted to the COR quarterly. A demonstration of proper use, an effective training program, and technical assistance are essential to the success of the purchase and use

Attachment C

ENVIRONMENTAL REQUIREMENTS

CBP is mandated by legislation and executive order to purchase products that are good for the environment.

Below are minimum requirements for paper products, bathroom and facial tissue, napkins, industrial wipes, and trash liners that must be used by contractors in a CBP service contract.

Paper Products:

Paper products include bathroom and facial tissue, paper towels, napkins, and general-purpose industrial wipes. The products must contain the minimum requirements shown below:

Recovered Fiber Content Levels for Sanitary Tissue Products

Plastic Trash Liners:

Plastic trash can liners are widely available with recovered material content including HDPE, LDPE, and LLDPE.

The trash liners must meet the minimum requirements shown below:

Recovered Materials Content Levels for Plastic Trash Bags ¹ Plastic trash bags are widely available with recovered material content including HDPE, LDPE, and LLDPE. The trash liners must meet the minimum requirements shown below:

Website: http://www.epa.gov/cpg/products/tissue.htm

¹Recommendation does not preclude purchasing a trash bag manufactured using another material, such as paper. It merely recommends that when purchasing plastic trash bags, purchase items made from recovered materials.

In addition to the supplying paper products as outlined immediately above, the Contractor shall also follow the requirements and guidelines of FAR clause 52.223-1, “Bio-based Product certification” and 52.223-2 “Affirmative Procurement of Bio-based Products under Service and Construction Contract.

Item Post-consumer Fiber (%): Recovered Fiber (%):

Bathroom Tissue 20-60 20-100 Paper Towels 40-60 40-100 Paper Napkins 30-60 30-100 Facial Tissue 10-15 10-100 General Purpose Industrial Wipes 40 40-100

Product: Material (%): Post-consumer Content

Plastic Trash Bags Plastic 10-100 http://www.epa.gov/cpg/products/#1 http://www.epa.gov/cpg/products/tissue.htm http://www.epa.gov/cpg/products/#1 http://www.epa.gov/cpg/glossary.htm#recovered