26RFP19911 Exhibit A SOW 1.pdf

Exhibit A: Scope of Work (SOW)

CLEANING SERVICES FOR COYOTE INN

FACILITIES AT

FORT MEADE SOUTH DAKOTA

26RFP19911

I. GENERAL REQUIREMENTS:

1. This contract is between the Department of Military, hereinafter referred to as “the Department” and a business engaged in providing cleaning services, hereinafter referred to as “the Cleaning Service”, for daily and periodic cleaning services at the Coyote Inn Army Lodging Facilities, Fort Meade, South Dakota.

2. The Cleaning Service is required to clean all or portions of buildings 159 and 160 at Fort Meade South Dakota. This contract is based on an itemized, per-unit, as needed basis. Specific units are prescribed in Exhibit B. The Cleaning Service will submit invoices detailing the specific services performed each day, including the number of private rooms, semi-private rooms, and common areas cleaned. The Coyote Inn reserves the right to audit invoices to ensure accuracy and adherence to the agreed-upon rates.

3. The Cleaning Service will provide services described herein on an as needed basis, 7 days a week, with the Department issuing work orders to the vendor for the areas to be cleaned. The Department will contact the vendor every afternoon, Monday through Friday, by 5:00 PM with the work orders for the following day. If the vendor is unable to be contacted by 5:00 PM, it will be the responsibility of the vendor to contact the Department for the work orders for the day. The work orders for that day shall be completed by 3:00 PM. The work orders for Saturday and Sunday shall be given to the vendor by 5:00 PM Friday.

Department does not require cleaning service on all recognized Federal holidays.

4. With the approval of the Coyote Inn administrator, weekend room cleanings may be delayed until the Monday immediately following the weekend, provided there are ample rooms clean and available for new reservations.

5. The Cleaning Service will be held responsible for direct supervision of its employees performing the services described herein. The Cleaning Service employees working in the Coyote Inn Facility must undergo a background check. The Cleaning Service will be held responsible for any room that did not get cleaned or had to be re-cleaned due to the neglect of the cleaners and the Coyote Inn Army Lodging will not be billed for said rooms.

6. The Cleaning Service will furnish all labor, hardware, and materials necessary to complete the services described herein to include cleaning chemicals, waste basket liners, toilet paper, vacuum cleaner, mop, rags, etc. Department will provide consumables as it deems appropriate (Kleenex, drinking cups, coffee, etc). The Department will provide towels and linens.

When the Department supplies need to be replenished the vendor will notify the Department by written or email notice of what supplies need replenishment. Notification needs to be provided with enough notice that supplies will not be exhausted prior to completion of the ordering process.

7. The Cleaning Service will periodically check towels and linen supplies for unusable items and will notify the Department when more towels or linens are needed. Department will dispose of unusable items.

8. The Cleaning Service will not prop doors open on vacant or occupied rooms while cleaning. No room will be entered before 9:00 am each morning. This is two hours before official check out time but if a room is determined vacant after the Cleaning Service announced its desired entry, the Cleaning Service can initiate applicable room cleaning. Cleaning personnel will go through every room before leaving the premises to ensure all rooms have been cleaned, bathroom doors are locked on the guest side (semi-privates), and toilets are flushed. The Coyote Inn Administrator shall be notified of any room that is not cleaned. The Coyote Inn Administrator shall be notified of any room that is due to check out and personal items are still in the room after 11:00 am (check out time). Documents describing daily cleaning accomplished must be submitted each day to the Coyote Inn Administrator for that building.

9. The Cleaning Service will be responsible for the moving and resetting of all furniture, chair pads, garbage receptacles, etc. to accomplish cleaning services described herein. Finished clean rooms should show an unused welcoming uniform appearance.

The uniform appearance includes: office chairs pushed into desk, remote placed in same location, all towels and blankets hung or placed neatly, lamps arranged on desks or tables, TV mounts pushed flat against the wall, and pillows placed on beds in a straight orderly fashion.

10. For the purposes of this contract, whenever the term hard surfaced floor is used, it is intended to include concrete, vinyl composition tile, linoleum, ceramic tile, and rubber mats.

11. For the purpose of this contract, whenever the term carpet or carpeting is used, it is intended to include wall to wall carpeting, room sized rugs, and area rugs, and entry rugs.

12. The Cleaning service will notify the department of maintenance and repair requirements such as leaky faucets, broken/damaged/inoperable door handles, furniture, mirrors, lights, insect infestation, etc.

13. The Cleaning Service will maintain the housekeeping supply room in a clean orderly manner. All clean linen will be kept off the floor and shelved daily, whether bagged or not. Cleaning carts containing garbage should be properly disposed of daily to reduce odor and insect attraction to supply room. All walls in the hallways will be kept clean of all markings made from the housekeeping carts. Any damage done to the walls or hallways by the cleaners will be at the cleaner’s expense to fix or repair.

This would include staining of carpets due to chemical spills.

14. Both parties reserve the right to terminate the agreement without cause, the Department by giving the Cleaning Service thirty

(30) days written notice and the Cleaning Service giving the Department thirty (30) days written notice of such intent.

15. The State of South Dakota requires that all vendors, bidders, and suppliers, employing fifteen or more persons, doing business with any State agency, department or institution, place on file with the State a statement of Affirmative Action that said vendor, bidder, or supplier does not discriminate in its employment practices with regard to race, age, sex, national origin, or disability.

II. CLEANING SERVICES:

1. ROOM CLEAN: Services to be provided every day for rooms where current stay ended.

A. Restrooms.

1) Clean and sanitize basins, faucets, mirrors, toilets, and dispensers. Using a cleaning and sanitizing agent, surfaces will be clean, bright, and free of dust, spots, streaks, stains, soap scum, rust, mold, mildew, encrustation, or excess moisture.

2) Clean and sanitize floors. Using a cleaning and sanitizing agent in mop water, floors will be mopped and surfaces, corners and floor base will be left free of dirt, water streaks, mop marks, string, gum, tar, grease, etc.

3) Restock (toilet tissue, Kleenex, shampoo, hand lotion, facial makeup remover wipes, Ice bucket liners, drinking cups, hand soap, bath bar soap, and facial soap), as made available by the Department.

4) Empty trash containers. Clean, sanitize, and install new liners as needed.

5) Clean and sanitize showers. Using a cleaning and sanitizing agent, surfaces of shower stalls and shower curtains will be clean, bright, and free of dust, spots, streaks, stains, rust, mold, mildew, encrustation, soap scum or excess moisture.

6) Any soap, shampoo or conditioner left in shower stalls will be removed and discarded.

B. Beds.

1) Remove used bed linen and make the bed with clean linen each time a guest checks out or every fifth day for carryover guests. Replace blankets and bedspreads as needed. Check new linen prior to making bed to ensure there are no stains or soiling.

2) Spot cleaning of mattresses will be accomplished as needed.

C. Rooms

1) High and low surface dusting (Walls, desks, tables, shelves, window ledges, furniture, headboards, window coverings, moldings, coat racks, televisions etc. will be free of dust, streaks, smudges, insects, cobwebs and of excessive oils from dusting equipment). Lighting receptacles will be cleaned to remove bugs and debris from the lenses.

2) Clean interior windows. All glass will be cleaned and free of dirt, dust, grime, streaks, fingerprints, streaks, watermarks, and spots.

3) Window frames will be clean and free of dirt, dust, insects, and cobwebs.

4) Windows disassembled for cleaning will be reinstalled to close, lock, and operate freely.

5) Clean and sanitize sinks, faucets, mirrors, and dispensers. Using a cleaning and sanitizing agent, surfaces will be clean, bright, and free of dust, spots, streaks, stains, soap scum, rust, mold, mildew, encrustation, or excess moisture.

D. Appliances

1) Refrigerators will be inspected during each full-clean for any remaining foods or liquids. Using a cleaning and sanitizing agent, inside and outside surfaces of refrigerators will be clean, bright, and free of dust front and back, spots, streaks, stains, rust, mold, mildew, encrustation, or excess moisture.

2) Televisions and wall mounts will be wiped down and free of dust. Screens should be wiped with a non-scratch microfiber cloth to remove smears, smudges, and fingerprints.

3) Microwaves will be inspected during each full clean. Using a cleaning agent, microwave surfaces both inside and out will be wiped down to remove any food residue, dust, smears, and fingerprints.

4) Coffee maker’s outer surfaces will be wiped down with a sanitizing agent. Any used K-Cups will be discarded.

Reservoirs should be free of water and lids left open to air dry. K-Cups will be replenished to a total of four per room.

E. Walls, Doors, and Thresholds

1) Spot clean walls, doors and thresholds to a height of 70 inches. Walls doors and thresholds will be free of dirt, gravel, smudges, marks, or spots. Spot cleaning will be done without causing unsightly discoloration.

F. Heating, Cooling, and Exhaust Grills.

1) Heating, cooling, and exhaust grills will be surface cleaned four times annually at three-month intervals.

2) Heating, cooling, and exhaust grills will be cleaned using a cleaning agent and will be left free of dirt, dust, grime, grease, streaks, watermarks and spots.

G. Carpeted Floors.

1) Vacuum and spot clean carpeted floors. Carpet will be free of obvious dirt, dust and debris. Excessive buildup of crusted material will be removed along with spots, smears, and stains. Cleaned areas will show no evidence of excessive wear caused by harsh rubbing or brushing and will blend with adjacent areas of carpeting.

2) Detail vacuuming will be accomplished daily as required.

H. Hard Surfaced Floors.

1) Hard surfaced floors will be dust mopped or vacuumed. Floors including corners, under radiators, under furniture, and behind doors will be clean and free of dirt, dust, cobwebs, insects, trash and foreign matter.

2) Hard-surfaced floors will be spot cleaned as required. Floors will be free of spots and stains. Areas where spot cleaned will blend in with the same color and sheen as adjacent floor surfaces where possible.

I. Waste Receptacles.

1) Waste Receptacles will be emptied.

2) Damp wipe waste receptacles and install new liners as needed.

2. OVERNIGHT CLEAN: Services to be provided every Monday and Thursday for rooms where current stay will continue to the following day. No room will be entered on an overnight stay with privacy signs hanging on the door unless directed to by the Coyote Inn Administrator. Cleaning service should ask for directions from the Coyote Inn Administrator when a privacy sign has been in place for six days.

A. Restrooms.

1) Clean and sanitize basins, faucets, mirrors, toilets, and dispensers. Surfaces will be clean, bright, and free of dust, spots, streaks, stains, soap scum, rust, mold, mildew, encrustation, or excess moisture.

2) Clean and sanitize floors. Using a cleaning and sanitizing agent in mop water, floors will be mopped and surfaces, corners and floor base will be left free of dirt, water streaks, mop marks, string, gum, tar, grease, etc.

3) Restock items. (toilet tissue, Kleenex, trashcan liners, Ice bucket liners, drinking cups, hand soap, coffee, etc).

4) Empty trash can. Clean, sanitize, and install new liners as needed.

5) Clean and sanitize showers. Using a cleaning and sanitizing agent, surfaces of shower stalls and shower curtains will be clean, bright, and free of dust, spots, streaks, stains, rust, mold, mildew, encrustation, soap scum or excess moisture.

B. Beds.

1) Make the bed. If guest stay continues for six or more days, make bed with clean linen. Replace blankets, bedspreads, and mattress pads as needed. Note: If the guest has personal items on the bed, Cleaning Service is not authorized to make bed.

C. Carpeted Floors.

1) Vacuum and spot clean carpeted floors.

D. Rooms

1) High and low surface dusting (Walls, desks, shelves, window ledges, furniture, headboards, window coverings, moldings, coat racks, televisions etc. will be free of dust, streaks, smudges, insects, cobwebs and excessive oils from dusting equipment). Lighting receptacles will be cleaned to remove bugs and debris from the lenses.

2) Clean interior windows. All glass will be cleaned and free of dirt, dust, grime, streaks, fingerprints, streaks, watermarks, and spots.

3) Window frames will be clean and free of dirt, dust, insects, and cobwebs.

4) Windows disassembled for cleaning will be reinstalled to close, lock and operate freely.

5) Coffee maker’s outer surfaces will be wiped down with a sanitizing agent. Any used K-Cups will be discarded.

Reservoirs should be free of water and lids left open to air dry. K-Cups will be replenished to a total of four per room.

E. Walls, Doors, and Thresholds

1) Spot clean walls, doors and thresholds to a height of 70 inches. Walls doors and thresholds will be free of dirt, gravel, smudges, marks, or spots. Spot cleaning will be done without causing unsightly discoloration.

F. Heating, Cooling, and Exhaust Grills.

1) Heating, cooling, and exhaust grills will be surface cleaned four times annually at three-month intervals.

2) Heating, cooling, and exhaust grills will be cleaned using a cleaning agent and will be left free of dirt, dust, grime, grease, streaks, watermarks and spots.

G. Hard Surfaced Floors.

1) Hard surfaced floors will be dust mopped or vacuumed.

2) Hard-surfaced floors will be spot cleaned as required.

H. Waste Receptacles.

1) Waste Receptacles will be emptied.

2) Damp wipe waste receptacles and install new liners as needed.

A. DAILY AS NEEDED: The following are as needed: Day Rooms, Corridors, Hallways, Stairwells and Laundry Rooms.

1) Clean and sanitize microwaves, washers, dryers, tables and countertops. Using a cleaning and sanitizing agent, surfaces will be clean and free of dust, spots, streaks, stains, or excess moisture.

2) Hard-surfaced floors will be dust mopped and wet mopped if necessary. Flooring will be free of obvious dirt, dust, and debris.

3) Carpet, to include entry rugs, will be vacuumed and spot cleaned if needed. Carpet will be free of obvious dirt, dust and debris. Excessive buildup of crusted material will be removed along with spots, smears, and stains. Cleaned areas will show no evidence of excessive wear caused by harsh rubbing or brushing and will blend with adjacent areas of carpeting. Detail vacuuming will be accomplished daily as required.

4) Trash receptacles will be emptied, cleaned, sanitized and a new liner installed.

5) Windows

a. Clean interior windows. All glass will be cleaned and free of dirt, dust, grime, streaks, fingerprints, streaks, watermarks, and spots.

b. Window frames will be clean and free of dirt, dust, insects, and cobwebs.

c. Windows disassembled for cleaning will be reinstated to close, lock and operate freely.

6) Walls, Doors, Thresholds, and Door Glass.

a. Spot clean walls, doors and thresholds to a height of 70 inches. Walls doors and thresholds will be free of dirt, gravel, smudges, marks, or spots. Spot cleaning will be done without causing unsightly discoloration.

b. Clean both sides of plate glass windows in doors as needed to keep glass free of fingerprints, dirt, grime, dust, spots, streaks, and water marks.

7) Drinking Fountains.

a. Clean and sanitize drinking fountains. Using a cleaning and sanitizing agent, surfaces and nozzle will be clean, bright, and free of dust, spots, streaks, stains, rust, mold, mildew, encrustation, or excess moisture.

III. QUALITY CONTROL

1) Coyote Inn Administrator retains a general power of inspection of results for the purpose of determining that the contracted work is completed according to the terms and conditions agreed between the parties. This general power includes the right to inspect and the right to stop the work, the right to make suggestions or recommendations as to the details of the work and the right to prescribe alterations or deviations in the work.

2) A quality control plan shall be submitted with the proposal to include a method for identification by the Cleaning

Service of deficiencies along with implementation of remedial actions to address identified deficiencies, including deficiencies identified by the Cleaning Service and deficiencies identified in the quality control inspections completed by the Department, and to improve performance.

3) All housekeeping duties shall be performed without disturbing Coyote Inn Army Lodging guests or other persons or individuals occupying the premises.