Hilo Janitorial SOW 1.30.26 UPDATED.pdf

Statement of Work

VC 0635 Hilo Vet Center Janitorial Services

1. GENERAL PROCEDURE

The Contractor shall furnish all necessary and appropriate labor and supervision to successfully perform complete janitorial service for approximately 3024 square feet at the Hilo Vet Center at 70 Lanihuli Street, Suite 102, Hilo, HI 96720. Work shall be performed by bonded, experienced staff with experience in working with, and around fully occupied office spaces. Services shall be performed in a manner that shall maintain a satisfactory facility condition and present a clean, neat, and professional appearance.

2. PERIOD OF PERFORMANCE/HOURS OF SERVICE

Base Year: 03/01/2026-02/28/2027 Option 1: 03/01/2027-02/29/2028 Option 2: 03/01/2028-02/28/2029 Option 3: 03/01/2029-02/28/2030 Option 4: 03/01/2030-02/28/2031

The Contractor shall perform the services as specified herein Janitorial service will be 2 (two) days per week, Monday and Thursday during normal business hours of 8:00AM – 4:30PM. The Contractor shall establish a consistent arrival time and will stay until all duties are complete. The Contractors is not required to stay the entirety of the business day. The COR must approve any changes to the contractor’s schedule in advance. The Contractor is not required to provide service on the following U.S. Government holidays, nor will the Contractor be paid for these days:

NATIONAL HOLIDAYS:

New Year’s Day January 1st

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

3. SITE/USAGE

Site: Hilo Vet Center Area: approximately 3024 square feet Number of users (average): 5 individuals each day Contractor will provide all cleaning equipment and supplies required to complete tasks.

4. AREAS TO BE SERVICED

• Entrance doors and glass

• Lobby/reception area and glass

• All offices and workstations

• Break room/kitchen

• Restrooms

• Hallways

• Outside entrance

• Partition glass

• Windows

5. TASKS

Weekly (Monday and Thursday):

• Vacuum (approximately 3024 sq. ft. of office space) o Vacuum traffic lanes, under desks and chairs o Vacuum walk-off mats o Detail vacuuming including edges and corners

• Dust & damp mop hard surface floor areas

• Sweep outside front door area, ensuring area is free of debris and presenting a professional image.

• Empty wastepaper receptacles to include paper shredder, taking trash to designated area in the building storage or removal, replace with can liner

• Clean restrooms (including sweeping, mopping floors, cleaning sinks, polishing chrome, filling dispensers, clean and disinfect toilets, base, seat and rim, cleaning mirrors, clean and disinfect washbasins, dispensers, fixtures and floors, wiping down stalls)

• Restock all paper products

• Entry door is glass, clean inside and out as needed but not less than once per week.

• Spot-clean doors, floor frames, light switches and walls

• Clean and sanitize eating area tabletops

• Clean and sanitize kitchen sink

• Clean and sanitize counter tops

• Clean and sanitize microwave

Monthly (first week of month):

• Clean and sanitize lunch/break room trash receptacles

• Dust and damp wipe ceiling vents

• Dust blinds and mini blinds

• Dust light fixtures

• Dust wall fixtures, tops of doors and window frames, corners and baseboards

• Dust windowsills

• Dust uncluttered tabletops

• Dust uncluttered file cabinets

• Vacuum fabric furniture

• Remove cobwebs from corners and edges

• Clean inside windows

• Clean outside windows

• Spot clean carpeting

Quarterly (first week of February, May, August, November):

• Clean interior and exterior windows.

• Damp clean all window blinds

Annually (first week of September):

• Polish metal

• Shampoo and steam clean all carpeted areas to include moving and replacing furniture.

6. PERFORMANCE REQUIREMENTS

The Contractor shall provide janitorial services as specified below in all areas throughout the facility.

CARPET MAINTENANCE: The Contractor shall vacuum all carpeted areas. After vacuuming carpets shall be free of all visible litter, dust and soil. Carpet maintenance shall include spot Furniture shall be removed prior to spot or carpet extraction and returned to its proper position. Upon completion of spot cleaning or carpet extraction the carpet shall be free of soil, stain and residue; all baseboards, walls, doors and furniture shall be free of splashes, marks, streaks, etc.

FLOOR CLEANING: The Contractor shall clean the entire floor surfaces, using a dust free method, including corners and abutments. After sweeping floors shall be free of visible litter, dust and foreign debris. The Contractor shall tilt or move all easily movable items, such as chairs, trash receptacles, etc., to clean underneath.

MOP FLOORS: The Contractor shall mop all accessible areas, including corners and abutments. After mopping floors shall have a uniform appearance free of streaks, swirl marks, detergent residue, mop strands, or any evidence of soil, stains, film, debris or standing water. The Contractor shall move chairs, trash receptacles, and easily movable items to mop underneath and return all moved items to their proper position.

After mopping floors there shall be no evidence of splash marks or mop streaks on furniture, walls, baseboards, etc.

PERFORM LOW DUSTING: The Contractor shall perform low dusting in such a manner as to prevent airborne dust. After dusting all dust, lint, dry soil and other foreign debris shall be removed from surfaces of desks, chairs, file cabinets and other type of office furniture and equipment and from ledges, windows sills, hand rails, etc.

The Contractor shall not dust computers, typewriters, business machines and equipment of similar nature.

PERFORM SPOT CLEANING: The Contractor shall perform spot cleaning by removing smudges, fingerprints, marks, streaks, etc., from washable surfaces of walls, partitions, doors and fixtures. The Contractor shall clean brass hardware, aluminum bars, stainless steel and other metal on doors. After spot cleaning the surface shall have a clean uniform appearance, free of streaks, spots and other evidence of removed soil.

DISINFECT RESTROOMS: The Contractor shall disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, dispensers, sinks and mirrors and other such surfaces, using a germicidal detergent. After disinfecting all surfaces shall be free of streaks, stains, smudges or other foreign debris.

CLEAN AND DAMP MOP RESTROOMS: The Contractor shall sweep floors to remove all visible litter, dust and foreign debris, then damp mop accessible areas. After mopping floors shall have a uniform appearance and be free of streaks, debris, standing water, or mop strands. There shall be no evidence of splash marks or mop streaks on walls, partitions, fixtures, etc.

7. CONTRACTOR FURNISHED SUPPLIES

NOTE: The Contractor shall provide environmentally preferable products and is required to provide a Material Data Safety Sheet (MSDS) for all potentially hazardous agents used within the facility to ensure the safety of the occupants and its employees.

• Liquid soap

• Chemicals for sanitizing, disinfecting, deodorizing and cleaning

NOTE: The following items supplied by the Contractor shall be the equivalent (brand name or equal) of the products specified. Products determined to be unacceptable shall be required to be replaced at the Contractor’s expense.

• Paper towels –

• Large roll paper towel

• Toilet tissue –

• Seat covers Liners – trash receptacles –

Contractor’s equipment and/or cleaning materials to be used in the performance of this contract may be stored on site. Cleaning equipment and supplies shall not be left adrift so as to cause a safety hazard or allow use by unauthorized parties.

8. GOVERNMENT FURNISHED FACILITIES/EQUIPMENT

The Government shall furnish a designated area within the facility for use in connection with the performance of the contract. This room shall be maintained in a neat and organized condition. No alterations will be made to this space without the written permission from the Contracting Officer’s Representative (COR). Materials, supplies and equipment shall not be stored in areas other than what’s assigned.

9. SUPERVISION BY CONTRACTOR

The Contractor shall assign a Point of Contact (POC) for the purpose of supervision and training the Contractor’s employees and evaluating cleaning procedures to ensure compliance with all provisions in this contract. The Contractor POC shall perform a site visit at least once a month. The schedule of this visit shall be coordinated with the

COR.

The contractor shall provide a point of contact in the space below:

• Name:

• Telephone Number:

• Email Address:

10. QUALITY ASSURANCE

The Contracting Officer’s Representative (COR) will conduct quarterly inspections of the office(s) located at the Hilo Vet Center at 70 Lanihuli Street, Suite 102, Hilo, HI 96720 to determine the cleanliness of the areas being provided janitorial services. The COR will communicate his/her findings with the contractor and then will determine the necessary steps to correct any deficiencies. Deficiencies will be corrected by the contractor within 30 days of notification of unacceptable service(s) or condition of the space being served.

11. CONTRACTING OFFICERS REPRESENTATIVE (COR)

Delegation of Authority letters shall be forwarded to the using service and the contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service additional service shall be provided without the approval from the COR or his/her designee of this contract.

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority.

15. CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS

The Contractor is also required to comply with federal and state Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307- 2-Liability.

Within 15 days of contract award the Contractor shall furnish to the Contracting Officer certification from his insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished prior to the expiration date.

16. SAFETY AND FIRE PREVENTION

In the performance of this contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the Contracting Officer’s Representative may issue an order stopping all, or any part, of the work.

The Contractor shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.

When cleaning tile and hard floor surfaces, the Contractor shall display appropriate warning signs in all areas where operations may cause a traffic obstruction and/or personnel hazard.

1. CONTRACTOR PERSONNEL

The Contractor is responsible for providing fully knowledgeable, trained staff that are competent to meet the cleaning requirements of this contract and fulfill all obligations to the satisfaction of the COR.

All Contractor personnel assigned to the performance of this contract shall wear a Contractor-provided uniform that clearly identifies the individual as a Contractor.

Sandals, flip-flop style footwear or open toed shoes shall not be worn by Contractor personnel.

At least one (1) fluent English speaking Contractor representative must be on site during scheduled hours of work. Eating or smoking by Contractor personnel are permitted in designated areas only.

Government telephones shall not be used for personal reasons.

All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement of government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the

Contractor personnel to the COR. The Contractor shall be responsible for repair or replacement of government-owned items or facilities to previous condition, if determined to be at fault by the COR.

The Contractor shall ensure that the crew assigned will be cognizant of sexual harassment, drug-free workplace and other appropriate federal employment requirements.

18. EXERCISE OF OPTION YEARS

The Government is not obligated to exercise option periods as referenced in this contract. Determination to exercise the option year will be evaluated prior to the expiration of the period in effect. If it is determined to be in the best interest of the Government, the Option Year will be exercised (refer to FAR 52.217-9 – “Option to Extend the Term of the Contract”.

19. PARKING POLICY

It is the responsibility of Contractor personnel to park only in designated parking areas.

The VA will not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

20. SMOKING POLICY

Smoking is not permitted within or around the facilities, except in designated areas.

21. CELLULAR PHONES

Cellular phones are prohibited for use inside the building.

22. VA POLICIES

Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court.