Attachment B- Statement of Work (SOW).docx

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

OMAHA NATIONAL CEMETERY, 14250 Schram Rd, Omaha, NE 68138

NCA MISSION

NCA honors Veterans and their eligible family members with final resting places in national shrines and with lasting tributes that commemorate their service and sacrifice to our Nation.

NATIONAL CEMETERY BACKGROUND AND SOW STANDARDS:

National Cemeteries are National Shrines that honors our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation’s concern for those interred there. For this reason, in addition to the Dignity Clause, the Contractor’s strict adherence to the specifications of the Operational Standards and Measures (please review this additional attached document file) shall be required and shall be essential.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

PERIOD OF PERFORMANCE

Performance Period: The term of this contract shall be for a period from Date of contract award through 365 calendar days plus four (4) 1-year Options, if exercised. The contractor shall submit an invoice electronically, in arrears, at the end of each month.

GENERAL INFORMATION

a. This is a performance-based contract for cemetery custodial services at Omaha National Cemetery and hereafter referred to as “ONC” or “Cemetery.” The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of “custodial services” described herein, which are required to maintain sanitation and an aesthetic appearance of the Cemetery Administration, Maintenance, Honor Guard and Public Information Center facilities, and public and staff restrooms.

b. This Performance Work Statement describes the basic objectives of the Omaha National Cemetery Custodial Program. The Performance Based Service Contract provides potential Offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the Offeror’s understanding of all aspects of the effort to be performed by eliminating the "how to" instructions to accomplish the required effort normally contained on the Statement of Work that the Government traditionally provides to prospective Offerors. Minimum acceptable levels of performance to meet the minimum requirements are outlined in the “Services Summary” contained in Attachment 1.

GENERAL REQUIREMENTS

(a) Areas to be serviced are in the Administrative Building, Maintenance Building, Public Information Center (PIC), and Honor Guard Building. All work shall be performed during normal cemetery hours of operation, 8:00am - 4:30pm local time Monday through Friday. The Admin, Maintenance and Honor Guard buildings will be cleaned 5 days a week (Monday -Friday). The PIC area of the Admin Building will be cleaned between 8:30 and 10:00 am when there are Holiday events or weekend burials scheduled.

(b) Janitorial services personnel are required to be onsite twice daily (8:30am and 2pm) during the Memorial Day weekend (Saturday and Monday) to ensure the PIC restrooms are clean and adequately stocked with paper towels, toilet paper, and hand soap.”

(c) Schedule Changes and Delays: Changes in schedules, work assignments or delays of daily operation must not occur under any circumstances. Excessive delays or problems may result in actions for termination of the contract.

(d) Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. Except for Memorial Day and Veterans Day, work is normally not conducted on Federal holidays.

The following is a list of all Federal holidays:

FEDERAL HOLIDAYS (Holidays observed by the Federal Government, per the US Office of Personnel Management website, Federal Holidays (opm.gov)

SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contractor requirements. The Contractor through innovation, technology, or other means, shall perform the required grounds maintenance services at frequencies agreed upon by the Contractor, and coordination as appropriate. Performance shall be based on the Government’s evaluation of results, and the frequency or methods of the Contractor's performance of the required/agreed upon descriptions of services.

A.1.1 Janitorial Services – Cleaning building interiors, including cleaning, and supplying restrooms and breakrooms daily, dusting, washing windows as needed, cleaning hard surface flooring and carpeted areas:

(A) DESCRIPTION OF SERVICES:

The Contractor shall furnish all personnel, supervision, professional expertise, equipment, tools, materials, services, and quality control necessary to ensure that non-personal custodial services are performed at the Cemetery, in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. The Contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the Service Summary (SS). Cleaning frequencies are established in Attachment 2. Estimated square footages are established in Attachment 3. All work performed by the Contractor shall be performed in accordance with all applicable laws, regulations, and commercial practices. All work will be done during normal Federal workdays*, during the following Cemetery workday hours: between 8:00 a.m. and 4:30 p.m. Monday through Friday. (* The exception is Memorial Day, which may be a workday for Federal employees, Contractor will need to be onsite Saturday and Monday to ensure PIC restrooms are clean and adequately stocked with paper towels, toilet paper, and hand soap.) No work will be allowed during special weekend activities.

Areas to be cleaned:

i. Administration Building: offices, breakroom, conference room and common areas

ii. Maintenance Building: break room, kitchen, and common areas; locker rooms and restrooms; offices

iii. Public Restrooms and Lobby area (PIC)

iv. Honor Guard Building

1. FACILITY CLEANING SERVICES

i. Non-Carpeted Floors (Hard Floors: Ceramic Tile, Concrete, etc.). Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matters by effective daily cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, wet mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Floors shall be continuously free of all debris such as paper, coins and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. A “Wet Floor” signs shall be used when the floor is wet.

ii. Entrances and Entrance Platforms are to be cleaned daily: as a minimum, sweeping and trash removal.

iii. Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matters by effective daily vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and unraveling shall be brought to the attention of the Contracting Officer’s Representative (COR). Area and throw rugs shall also receive this service. Floors shall be continuously free of all debris such as paper, coins and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Plastic protectors under desks shall be cleaned.

iv. Dusting Horizontal Surfaces. Dust office furniture, file cabinets, and all other horizontal office furniture and accessories, including pictures, fire extinguishers, and items in the foyer. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces include items such as tables, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, window blinds, ceiling fans, light fixtures, and overhead air registers. Waiting room chairs will be dusted and vacuumed weekly.

v. Spot Clean Vertical Surfaces. Spot-cleans all doors, door frames, and areas around light switches. Thoroughly clean soiled wall coverings and chairs throughout the contract coverage area. Clean the outside surface of microwaves and refrigerators in Admin Bldg. and Maintenance Bldg. Computer screens will not be cleaned with any products, only dusted.

vi. Windows, Interior Glass, and Entrance Glass. All interior window surfaces, interior glass, entrance glass (inside and out), and entrance door glass, including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matters. Exterior glass doors and exterior glass entranceway in the Admin Bldg. shall be cleaned daily.

vii. Clean Floor (Walk-Off) Mats. Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats return to their normal location.

viii. Trash and Recyclables Collection/Removal. All trash and recycling containers shall be emptied, trash transported and disposed of in designated area(s), recyclables collected and placed in designated area(s), and containers returned to their original locations. (Note: All cardboard is classified as recyclable and should be treated as such.) The shredder bins shall be emptied and treated as recycling no less than weekly or when the bin(s) are full. The Contractor shall provide and replace any obviously soiled, worn or torn plastic liners, but no less than twice per week. Trash and recycling receptacles shall be left clean, free of foreign matters and free of odors.

ix. Submittal of Facility Defects. When routine facility defects (e.g., dripping faucet, loose door, loose window frames, etc.) are found, they shall be reported to the COR.

2. RESTROOMS/LOCKER ROOMS CLEANING SERVICES

i. Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures and faucets, exposed pipes, partitions, dispensers, walls, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), light fixture covers, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matters. Walls and grout below six feet shall be free of all film, spots, and detergent buildup.

ii. Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 4.a. by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

iii. Stock Restroom Supplies. The contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two (2) hours of notification. The contractor shall provide soap dispenser refills, toilet tissue, and hand towel refills.

iv. Drinking Fountains. The contractor shall clean all facility drinking fountains: one outside of the Public Restroom. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

v. Restroom Trash Removal. All trash containers in restrooms and locker rooms, including sanitary napkin disposal containers, shall be emptied, trash disposed, and containers returned to or reassembled in their original locations. The Contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners, but not less than twice per week. Trash receptacles shall be left clean, free of foreign matters and free of odors.

vi. Restroom Checklists. The Contractor’s employee(s) on duty shall sign off daily on the restroom checklists, which are generally located in the foyers or attached to the doors of the public restrooms and staff restrooms.

3. PERIODIC CLEANING SERVICES (Services performed on a monthly, semi-annual, and annual basis).

i. Semi-Annual Hard Floor Maintenance (To be performed in April and September). Ceramic/Rubber/Vinyl Tile shall be cleaned, scrubbed, stripped, sealed, waxed (as appropriate and according to manufacturer’s recommendation), and polished as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces shall have a uniform clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

ii. Semi-Annual and Monthly Carpet Restorative Cleaning (To be performed in April and September). Carpets shall be bonnet cleaned monthly or as needed. Carpets shall be deep cleaned semi-annually to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

iii. Semi-Annual Cleaning of Air Registers, Diffusers, and Grilles (To be performed in April and September). Includes the outside part accessible to cleaning, without removal of registers, diffusers or grilles that are cleaned as part of everyday or weekday cleaning. This cleaning is an addition to cleaning of the outside fixture performed as part of the routine cleaning.

iv. Monthly Light Fixture Cleaning (To be performed on 15th of the month unless the day falls on a weekend or federal holiday). Ceiling lights, emergency lights, patio lights, outside entrance and all lights (except desk and table lights) shall have their covers removed and the Contractor shall clean the light inside and out. This cleaning is an addition to cleaning of the outside fixture performed a part of the routine cleaning.

v. Quarterly Window Exterior Cleaning (To be performed the 1st workday of the months covering April through September). All exterior glass surfaces that are in integral part of the outer surface of the building shall be cleaned no less than monthly during the designated period and show no traces of film, dirt, smudges, water, or other foreign matters.

(B) SAFETY

i. The Contractor shall display warning signs that have been approved by the Contracting Officer’s Representative (COR) in all areas where housekeeping operations may cause traffic obstruction or personnel hazard.

ii. The cleaning of lobbies and corridors resulting in a temporary wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel to cross the wet surface to gain access to other areas.

(C) GREEN CLEANING

iii. The Contractor shall take every precaution to ensure that if available, only safe and environmentally preferable products are used. Preference must be given to cleaning products that meet the following: United States Department of Agriculture (USDA) designated bio-based products, Green Seal certified (Standard GS-37 for Commercial and Institutional Cleaners, Comprehensive Procurement Guidelines (CPG)), and applicable Executive Orders.

iv. The Contractor shall give preference to supplies and products that are "environmentally preferable". The list of Comprehensive Procurement Guideline (CPG) items and their associated Recovered Materials Advisory Notices (RMAN’s) are available at http://www.epa.gov/cpg. Items such as trash bags are on the CPG list. Information on CPG items can be found at: http://www.epa.gov/cpg/products.htm. This includes concentrated and ready-to-use cleaning chemicals (spray bottles must be labeled with the contents) that use ecologically sound packaging, are phosphate-free, non-corrosive, non-combustible, non-poisonous, non-reactive, and non-aerosol; contain no carcinogens, mutagens and teratogens; contain no ozone-depleting substances; and are bio-based and fully biodegradable. Such products must have lower toxicity, and reduced potential for skin, eye, and respiratory irritation than comparable products used for the same purpose and must contain no unnecessary dyes or fragrances. Concentrations are preferable compared to ready-to-use products and should be used wherever possible. Furthermore, dilution control equipment (use equipment or systems consistent with those specified or recommended by the manufacturer of the concentrated products) should be employed to ensure correct dilutions of concentrates and to protect workers from exposure to concentrated chemicals. Preference must be given to cleaning products meeting the following Green Seal Standards: GS-37 for Commercial and Institutional Cleaners for those product categories covered by this Standard and GS-34 for Degreasers (http://www.greenseal.org/findaproduct/index.cfm#cleaners).

v. The Contractor must give preference to floor finishes and floor maintenance products that are free of metals, such as zinc, arsenic, lead, cadmium, cobalt, chromium, mercury, nickel, or selenium.

(D) CHEMICAL STORAGE AND SAFTEY DATA SHEETS

i. The Contractor shall furnish to the COR all Safety Data Sheets (SDS) for any materials used in the performance of this contract. All new products used during the life of the contract must have SDS provided to the COR prior to bringing these products on site and being used. The Contractor shall use only commercially available products that meet Federal, State, and local codes. These requirements shall include those identified in Executive Order 13423. The COR must contact the Contractor immediately if any item is deemed inappropriate for use under this contract

ii. The contractor shall maintain the SDS in a location accessible to all employees and shall advise the COR of their location. The SDS shall be available for inspection by the COR on request.

iii. Contractors shall store chemicals and cleaning supplies in an area designated by the COR (see paragraph 11, USE OF CEMETERY FACILITIES). Contractors shall provide spill containers for all liquids and ALL CONTAINERS shall be clearly marked as to content.

SECTION B: ROLES AND RESPONSIBILITIES

B.1 USE OF CEMETERY FACILITIES AND UTILITIES

(a) The Government shall not be responsible for any loss, damage, or theft of Contractor equipment, supplies, items, or personal property. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(b) The Government shall provide limited space assigned by the COR and/or CO as appropriate. Space offered shall be in “as-is" condition. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

(c) The Government shall not provide the Contractor with any equipment, supplies, fuel storage, or telephone and utility services. If available, only water utilities at designated work and storage areas shall be provided for purposes of contract performance only. The Contractor shall be responsible for the cleaning and maintaining of any Government spaces provide for their use. The Contractor shall also be responsible for the cost of any utilities, such as sewer, water, electric, heat (gas), internet services, and trash removal, associated with their use of the Government facility. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearances, and unsanitary conditions.

(d) The Contractor is responsible for safely handling and disposition of all fluids, oil, cleaning solutions, hazardous materials, used parts, etc. in accordance with manufacturers recommendations, OSHA standards, State and Federal regulations.

(e) Contractor employees may park privately owned vehicles in the area designated for parking by the COR and/or CO as appropriate.

(f) Government buildings, service shelters and customer public bathrooms are off limits except for necessary work such as trash or debris removal.

(g) Back fill and black dirt materials shall be provided by OMAHA NATIONAL CEMETERY

B.2 OPERATIONS AND STORAGE AREAS

(a) The Contractor shall confine all operations (including storage of materials) on Government premises to areas through coordination with the COR and/or CO as appropriate.

(b) Due to the location of the OMAHA NATIONAL CEMETERY, building of temporary shelters or facilities for use by the Contractor is not allowed.

(c) The Contractor shall, use only established roadways, or use temporary roadways constructed by the Government. When materials are transported in performance of work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads that has been caused by the Contractor.

(d) The COR and/or CO as appropriate shall designate working space and space available for storing materials.

(e) Contract personnel are subject to the Cemetery rules of conduct. In addition to items listed elsewhere in this contract, the Contractor is responsible for ensuring that no contract work causes any committal service, ceremony, procession, or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(f) Contractor shall execute work in such a manner as to interfere as little as possible with work being done by other contractors. Keep roads clear of materials, debris, standing equipment and vehicles at all times. Materials and equipment shall not be stored in other than assigned areas.

B.3 UTILITY INTERRUPTIONS

(a) No utility services such as water, gas, steam, sewers or electricity, or fire protection systems and communications systems may be interrupted without prior notification to the COR and/or CO as appropriate.

(b) Contractor shall submit a notice to and shall coordinate with the COR and/or CO as appropriate regarding the interruption of any such services, in writing, 48 hours in advance of interruption. Notification shall state reason, date, exact time of, and approximate duration of such interruption.

(c) Contractor shall be advised (in writing) of concurrence or rejection of request or of which other date and/or time such interruption shall cause least inconvenience to operations of Cemetery. Interruption time may occur at other than Contractor's normal working hours.

(d) To minimize interference of daily operational activities with flow of Cemetery traffic, the Contractor is to keep roads, walks and entrances to grounds, parking and occupied areas of buildings clear of materials, debris, and equipment. At least one lane must be always open to traffic.

B.4 PROTECTION & DAMAGE

(a) The Contractor shall preserve and protect all structures, equipment, grounds, and vegetation (such as trees, shrubs, gravesites, and grass) within the cemeteries which are not to be removed and which do not interfere with the work required under this contract. The Contractor shall only remove trees after coordination with the COR and/or CO as appropriate permits the contractor to do so and shall avoid damaging vegetation that shall remain in place. If any limbs or branches of trees are broken during contract performance or by the careless operation of equipment by workmen, the Contractor shall trim those limbs or branches with a clean cut, apply tree bandage spray to tree stub, and properly dispose of broken limb from the site as defined herein.

(b) The Contractor shall preserve all grounds (such as turf, gravesites etc.). For example, Contractor shall not create or produce tire ruts with equipment in cemetery property. driving over recently dug gravesites. All damage caused by Contractor to cemetery property shall be repaired at Contractor’s expense.

(c) The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR and/or CO as appropriate of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

B.5 RESTORATION

(a) Except as otherwise shown or specified, contractor shall not disturb any water, steam, gas, internet, telephone, electric or other services. Existing work to be altered or extended that is found to be defective in any way, shall be reported to the COR and/or CO as appropriate before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original construction, except as otherwise shown or specified.

(b) Upon completion of contract, existing work (lawns, paving, roads, walks, buildings, utilities, facilities, etc.) disturbed, removed, or damaged as a result of performing required services, shall be patched, repaired, reinstalled, or replaced as determined necessary by the COR and/or CO as appropriate. Lawns, paving, roads, walks, buildings, utilities, facilities, etc. shall be repaired / refinished and left in as good condition as existed before contract commencement. All restoration work shall be accomplished without undue delay and jointly inspected by the COR and/or CO as appropriate and Contractor thirty (30) days prior to contract completion.

(c) The Contractor, at its own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen/sub-contractors to existing piping, conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone - if applicable), to the work performed under this agreement, which are not scheduled for discontinuance or abandonment.

B.6 CONTRACT ADMINISTRATION

(a) Representatives of the Contracting Officer: The VA Contracting Officer shall designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR) to act for him/her in furnishing technical guidance and advice or generally coordinating the work to be performed under the contract. Such designation shall be in writing and shall define the scope and limitations of the COR’s position. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) Contractor’s work schedule shall account for daily cemetery activities and operations and minimize any disruptions. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Schedule services

(iii) Verification / certification of payments to the Contractor for services rendered.

(c) All administrative contract functions are the responsibility of the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be provided in writing by the Government Contracting Officer.

(d) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Government shall provide a list of Government personnel designated to act as COR.

B.7 CONTRACTOR RESPONSIBILITIES

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover, shall not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

(b) The Contractor is responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers, monuments, flower bases, trees and other structures during maintenance operations. The Contractor shall be charged current replacement costs for headstones, markers and other cemetery structures or property damaged because of actions by the Contractor and/or its personnel.

(c) Use of Cemetery Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. The Contractor shall be responsible for the cleaning and maintaining of Government spaces provided for their use. The Contractor shall also be responsible for any utilities such as sewer, water, heat(gas), electric, internet services, and trash/recycling removal associated with their use. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(d) The Government shall not provide the Contractor with any fuel storage, equipment, trash/recycling, electricity, telephones, or utilities. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearance, and unsanitary conditions.

(e) The Contractor is responsible for safely handling any chemicals, pesticides, cleaning solutions, etc. in accordance with manufacturers recommendations, and Federal and State guidelines. A MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides, and cleaning solutions. The Contractor shall comply with State regulations and is responsible for obeying all Federal & State laws related in the performance of work on cemetery property. Pesticide Management Sheets shall be submitted to COR and/or CO as appropriate by COB of all applications performed per State pesticide and fertilizer regulations and laws.

(f) If space is provided, only the Contractor’s equipment, supplies, and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area. No maintenance or repair of Contractor equipment shall be done on cemetery property. Maintenance or repair of Contractor equipment shall only be conducted in designated area by the COR.

(g) Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

(h) More than one Contractor may have access to storage areas designated by the COR. The government is not responsible for any costs associate with repairing or replacing Contractor(s) property while on cemetery property.

(i) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf areas except as provided in this contract or as unless coordinated through the COR and/or CO as appropriate. The Contractor shall be responsible for repairing turf damage caused by the Contractor regardless of weather conditions, and at no additional cost to the government.

(j) The Contractor shall provide adequate safety warning devices, barricades, and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

(k) At the end of each day, the Contractor shall remove all debris from the cemetery site. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

(l) The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State.

Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents, or employees, resulting from performance of this contract. Contractor shall notify the COR and/or CO as appropriate (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident.

B.8 STANDARDS OF EMPLOYEE CONDUCT

OMAHA NATIONAL CEMETERY is a National Shrine. The National Cemetery Administration (NCA) are national shrines that honors Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of work, appearance, and procedures performed by Contractors at National Cemeteries shall reflect this nation’s concern for those interred there. Due to the sensitive mission of the cemetery, Contractor’s personnel must exercise and exhibit absolute decorum, composure, and stability always.

As the work being performed is at a National Cemetery all Contractor’s employees must always look professional and neat in appearance; and be fully clothed to include upper garment to cover the body from the waist to the neck and long pants or slacks. The Contractor requires its employees, including subcontractors, to always wear distinctive visible identification for easy identification while on NCA premises. Contractor and Contractor’s personnel (including subcontractor and their employees) shall be required to adhere to the standards of dress and conduct while performing work on the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

Contractor’s personnel shall:

1. be fully clothed, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be Cemetery work-related that day. Tank tops as outer garments are prohibited. Tee shirts shall have the company logo visibly displayed. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA. Contractor employees shall maintain personal hygiene.

1. not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during committal service.

1. not eat or drink beverages except water or non-alcoholic drinks while in work area or in sight of committal service area during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

1. not lean, sit or stand on or against headstones, markers, or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments at any time. Contractor personnel shall not drive over headstones, markers, or monuments.

1. only smoke in smoking areas, as designated by the COR. All other areas are designated as NO SMOKING.

(E) CONTRACTOR FURNISHED EQUIPMENT/SUPPLIES

i. The contractor shall furnish the supplies necessary to perform all the services required. Supplies and equipment shall meet the specifications below and comply with VA, Federal, or State Occupational Safety and Health Standards and Fire regulations.

ii. All items shall be approved by the COR prior to being used. New supplies or changes in previously approved material shall require product literature and may require samples.

iii. Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to property. At no time shall chairs, wastebaskets, brooms, mops, or any other items normally placed on the floor be placed on any surface of furniture or equipment.

iv. Contractor’s equipment shall be compatible with existing sources of furnished electrical power. All equipment shall comply with current safety standards. All equipment shall be cleaned with a disinfectant detergent each day prior to storage.

v. Rotary floor polishing, buffing, and scrubbing machines, shall be equipped with brush or pad head drive assemblies made of non-porous materials. Equipment will be checked for electrical safety and records maintained.

vi. All electrically operated equipment shall be equipped with a quit-type motor, be third wire grounded, and equipped with an appropriate length of UL approved three-conductor cord.

vii. All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.

viii. When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage.

ix. Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. All material not immediately used shall be properly stored.

x. Supplies and equipment reserved for use in designated areas shall not be transferred to the other areas. All such items assigned shall be plainly marked with the area’s designation.

xi. Floor Polishing Liquid – The liquid shall be synthetic co-polymer plastic (not a wax), water emulsion with a solid content of at least 12 percent, removable by detergent scrubbing, and safe for use on all synthetic, resist scuffing, and water penetration.

xii. Stripping Compound – This product shall be purely synthetic, non-ionic, biodegradable, and contain no animal or vegetable soaps, abrasives, bleach, alcohol, ammonia or other ingredients which would produce any harsh, harmful, or noxious odors or fumes, either in use or in storage. It is permissible to use a special detergent stripper specially designed for use in automatic scrubber equipment, so long as it meets the above requirements.

xiii. Mops – non-disposable mop heads shall be neutral colored and made of rayon yam. Cotton yam may be used only if the disinfectant-detergent is not a quat (since cotton neutralized quats. Mop heads shall be washed in housekeeping closet sinks.

xiv. Cloths, Impregnated, Dusting and Sweeping – These cloths shall be tubular cotton with 18 percent to 22 percent non-oil impregnation by weigh, and the impregnations compound shall be registered with EPA.

xv. Vacuum Cleaners – All vacuum equipment shall have hospital use micro-static impaction type filtration system, which shall filter out all dust and bacteria particles larger than 0.3 microns. All vacuum equipment (i.e., tank, hose, and bag) shall be cleaned daily with disinfectant detergent. Vacuum filters shall be cleaned weekly.

xvi. Other Items –

a. Floor Polisher. Floor polishers shall have a non-porous scrubbing surface to inhibit bacterial growth.

b. Mop Buckets – The double bucket mopping system shall be used. Buckets shall be constructed of nonporous, acid resistant, seamless material.

c. Contractor Equipment – The Cemetery shall not be held responsible for any items of Contractor’s equipment which may be lost, damaged or stolen. The contractor shall tag all contractor owned equipment for identification.

d. Contractor will ensure restrooms and breakroom areas are stocked sufficiently with contractor-provided supplies. The following extra backup supplies will be stored in janitor’s closet but are not limited to:

i. Hand soap for restrooms and kitchen areas

ii. Toilet paper for restrooms

iii. Hand paper towels for restrooms

iv. Rolled paper towels for all break room areas

v. Dish soap for all break room areas

(F) SUPERVISION AND TRAINING:

a. National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers

b. Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

c. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

d. Hazard Communications (OSHA, HCS, 29 Code, FR 1910.1200)

e. Hazard spills/Waste Handling

f. Universal Precautions (OSHA, 29 CFR Part 1910.1030)

g. Equipment Operations Training (Utility Training)

Initial Environmental Management System (EMS) awareness training and annual EMS awareness refresher training if the contract is greater than one (1) year. The COR or designated appointee will be responsible for providing the EMS training, as well as providing the method of training. Individual documentation processes will be established by the COR or designated appointee.

DIGNITY CLAUSE

Respect for Headstones and Markers in National Cemeteries; Handling of Markers and Headstones

1. Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

0. Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them.

0. No tools, equipment or other items shall be placed or leaned on headstones or markers.

0. Use care not to scratch or damage markers in any manner.

0. The contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.

0. Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (e.g., casket or urn), or outer burial container, the contractor must contact the COR and/or CO as appropriate, and the Director/Assistant Director.

1. Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.

The contractor is required to discuss the guidance with employees and/or subcontractors and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin.

The contractor must discuss the guidance in this paragraph with its employees and all subcontractors. Any doubts as to proper procedures shall be brought to the attention of the COR and Contracting Officer for guidance or resolution. Contractor and subcontractor employee shall sign a Statement of Compliance (if applicable); and shall deliver the signed statements to the COR before work may begin or before any new employee is allowed to work on Cemetery grounds.

The contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.