3a NWWP92012300106 Janitorial Services-SOW-KEY-2023 RFQ.pdf

NWS

Statement of Work

01 February 2023 Contract for Janitorial Services

Purchase Request #NW-WP9201-23-00106

1. The contractor shall be responsible for satisfactorily managing and performing programs for cleaning as specified herein at the following location:

NOAA/National Weather Service Weather Forecast Office 1315 White Street Key West, Florida 33040

*The National Weather Service Weather Forecast Office is a 24 hours/day, 7 days/week operation.

2. Primary Responsibility

CONTACT INFORMAITON TO BE PROVIDED AT TIME OF AWARD

If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount or the price of the contract may be reduced to reflect the reduced value of services performed. If the defects in services are not corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements.

3. Equipment, Materials, and Supplies The Contractor shall provide all tools, equipment, materials, supplies, and supervision for the duties required to clean the Weather Forecast Office as described in this statement of work. The equipment, materials, and supplies (i.e., toilet paper, paper towels, liquid soap, trash can liners, garbage bags, cleaning solutions, etc.) shall be of good commercial value and approved for use by the MIC or his/her designee, unless otherwise specified, and properly stored in the area designated by the Government Representative. All necessary cleaning equipment, including but not limited to, waxing and polishing machines, industrial type vacuum cleaners (for carpets and floors), etc., needed for the performance of the work of this contract shall be furnished by the Contractor. Electrical power will be furnished by the Key West NWS/WFO at designated existing power outlets for the Contractor’s use to operate such equipment as is necessary in the conduct of this work. Hot and cold water will also be made available to the Contractor, as necessary for that purpose and a janitorial closet will be provided for onsite storage as necessary.

All products used are to be environmentally friendly and a list and Material Safety Data Sheets of these products will be supplied to the MIC for approval. The products are to be non-toxic, biodegradable, and made from renewable sources (not petroleum) to promote a healthy and green cleaning environment. Services performed under this contract shall be performed during hours approved by the MIC. NOTE: All paper products shall be made of recovered materials as per EPA guidelines at the following website:

https://www.epa.gov/smm/comprehensive-procurement-guidelines-paper-and-paper-products

Materials Safety Data Sheets (MSDS) must be provided by the contractor to the MIC. The information will be kept on file with applicable guidelines of the OSHA Hazard Communication Standard. Requirements pertaining to recordkeeping will be strictly followed, with copies provided to the MIC as necessary, and upon request.

JANITORIAL SPECIFICATIONS FOR NOAA/NATIONAL WEATHER SERVICE WFO

Key West, Florida

4. Conduct of Work

Services under this contract must be performed in such a way that there will be no interruption to, or interference with, the normal operation of Government business on the premises. The contractor shall be responsible for satisfactorily managing and performing programs for cleaning as specified. Healthy and environmentally friendly https://www.epa.gov/smm/comprehensive-procurement-guidelines-paper-and-paper-products products that are non-toxic, biodegradable, and made from renewable sources (not petroleum) shall be used to promote a healthy and green cleaning environment. The contractor personnel must be able to speak and understand English. Contractor personnel shall present a neat appearance. All clothing shall be in good repair, freshly laundered, and well fitting. The MIC or designated representative can restrict wearing of clothing which is derogatory or distracting in nature. The contractor will supply a picture ID for personnel to wear at all times while in the facility. The contractor shall prohibit their employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephone or office equipment provided for official government use only. The Contractor shall require their employees to comply with the instructions pertaining to conduct and building regulations issued by the MIC or a designated representative.

The Contractor shall establish and maintain a complete Quality Control Plan to ensure the requirements of the contract are provided as specified. The plan shall include an inspection system covering all the services listed in the contract. It must specify the areas to be inspected on a scheduled basis, how often inspections will be accomplished (no less than once per month), and the name and title of the individual conducting the inspections (should be a supervisor, cannot be personnel regularly working on-site). On-site records of all inspections conducted by the contractor and the necessary corrective actions taken are required. The custodial closet shall contain an up-to-date task frequency chart and dated sign-off sheet. Information on the checklist shall show the task frequencies of all work to be accomplished in the building. The contractor shall insure that each day’s scheduled tasks are accomplished by having the cleaning crew leader sign the form indicating that the work was satisfactorily completed. The MIC or a designated representative will conduct random inspections of the building and checks of the Quality Control Plan to ensure compliance with contract requirements. Any discrepancies noted during the random inspections by the MIC or designated representative will be brought to the contractor’s attention for corrective actions.

5. Square Footage/Site Conditions The Weather Forecast Office consists of 8,073 square feet. It contains raised computer floors, carpeted and vinyl tile floors, and ceramic tile. The Upper-Air Tower consists of 2,751 square feet with cement floors and stairs. All rooms in the Weather Forecast Office main building will be cleaned as per the statement of work (SOW).

6. Cleaning Schedule and Requirements Six Days a Week (Saturday off day) - Cleaning shall be performed during the hours approved by the MIC or a designated representative.

A. DAILY SERVICES

1) Restrooms

a. Floors shall be swept, and then mopped with disinfectant detergent.

b. All water closets, showers, seats, and urinals shall be cleaned inside and out with a disinfectant detergent. Seats shall be left in a raised position; wash basins shall be cleaned and wiped free of all watermarks; all mirrors, shelves, dispensers, chrome fixtures, and pipes shall be damp-wiped and polished dry.

c. Clean restroom mirrors.

d. Empty all trash receptacles; empty and disinfect all sanitary napkin dispensers and install new plastic bags.

e. Replenish all supplies such as paper towels, toilet paper, and soap (put in existing dispensers).

f. Dust window sills, ledges, grilles, and stall partitions; spot clean wall surfaces, partitions, doors, and waste receptacles.

2) Office and Hallway Cleaning

a. Empty all wastebaskets and replace plastic liners.

b. Vacuum and spot clean all carpeted areas to remove all obvious surface dirt from the traffic area and from under furniture. Stains need to be removed daily. The Contractor needs to notify the MIC or designated representative of any stains which could not be removed within 48 hours after the carpet has been spot cleaned.

c. Hard floors shall also be swept or vacuumed and damp-mopped. Chairs and trash receptacles and easily moveable items (items less than 50 pounds) shall be tilted or moved to sweep and mop underneath.

d. Dust the horizontal surfaces of desks, files, and tables with a damp or furniture polish cleaning cloth.

e. Every other day, clean both sides of plate glass doors within the building.

3) Kitchen/Break Room Area

a. Empty, wipe off, and reline with plastic all trash cans.

b. Floors shall be swept and then mopped.

c. Sink shall be cleaned with a disinfectant detergent.

d. Microwave oven and refrigerator (two) handles and exterior shall be wiped clean. All other counter tops shall be damp wiped with a disinfectant (including behind the microwave oven).

e. Replenish all supplies, such as paper towels and soap.

4) Entrances

a. All building interior entryways shall be swept.

b. Clean both sides of all entrance glass doors.

c. Vacuum or clean outdoor and indoor entrance mats.

5) Wastepaper, Trash, and Debris Removal Collect and remove all trash, debris, wastepaper, and garbage from the building and outside of the building.

6) Recycling All waste paper, aluminum cans, and glass shall be placed in appropriate recycling containers (utilizing Waste Management recycling guidelines for types of recyclable materials) and placed in an area designated by the MIC or a designated representative for recycling. Boxes need to be emptied and broken down before being placed in the cardboard recycling bin. Styrofoam, plastic, straps or other types of packing materials need to be placed in the garbage bin and not in the recyclable cardboard container. Recycling material will be placed on the street in a designated area two times per week for pickup by Waste Management.

7) Drinking Fountains Clean fountains daily. After cleaning, all water fountains shall be free of water stains, visible dirt, soil, or other foreign matter. Polish solution and/or disinfectant agent shall be used to shine water fountains.

8) Weekends All work shall be performed as described in “Daily Services”.

B. TWICE WEEKLY SERVICES

1. Clean both sides of the glass panel to the conference room and any other glass in the hallway area.

2. Sweep off the front entrance walkway and covered porch area. Also, sweep the employee entrance ramp.

C. EVERY OTHER WEEK

1. Sweep stairs to upper air launch.

D. MONTHLY SERVICES

1. Office Cleaning In all office spaces, conference rooms, etc.:

a. Spot clean wall surfaces.

b. Thoroughly dust horizontal surfaces of furniture and all wall surfaces within approximately 70 inches of the floor and vertical surfaces and under surfaces.

c. Dust or vacuum all room dividers, blinds, and windows. After cleaning, they should be free of dust, lint, litter, cobwebs, and debris.

2. Clean Ventilators

After cleaning, ventilators shall be free of all visible dirt, dust, grease, or other foreign matter.

3. Clean Light Fixtures

After cleaning, light fixtures shall be free of bugs, dirt, dust, grease, or other foreign matter.

4. Enclosed Trash Area

Sweep out and hose off the enclosed trash area.

E. EVERY TWO MONTHS

1. Restrooms Damp-wipe all stall partitions, doors, sills, walls surrounding urinals and toilets, wastepaper receptacles utilizing a multipurpose (disinfectant-deodorizer) cleaner.

F. EVERY SIX MONTHS (TWICE PER YEAR)

1. Shampoo of Carpets

All building carpeting shall be shampooed. After shampooing, the carpeted areas will be uniform in appearance and free of stains and discolorations. Chairs, trash receptacles, and easily removable items shall be moved to shampoo carpet underneath and returned to their original location. Caution should be used to not use too much shampoo or get carpets too wet while cleaning to prevent soap residue buildup and moldy carpet. When at all possible, weekends should be utilized for carpet shampooing in order to cut down on avoidable foot traffic.

2. Windows and Glass Wash both sides of ALL exterior building windows, including ALL of the glass around the Lobby (both entrances and near ceiling).

3. High Cleaning Clean surfaces and objects in the building approximately 70 inches or more from the floor. This includes, but is not limited to, the wall and ceiling areas, ventilating and air conditioning outlets, transoms, clocks, ceiling moldings, tops of partitions, overhead pipes, wall fans, pictures, plaques, wall or ceiling diffusers, file cases, bookcases, lockers, etc. Damp wipe and dry high surfaces such as transoms, clock glass, picture frames and plaques, smudged areas surrounding air grilles, diffusers, etc. Drapes and/or blinds will be vacuumed in place.

4. Pressure Wash Pressure wash ALL concrete entryways (FRONT, BACK, LOADING DOCK AREA) and stairs/steps (FRONT ENTRANCE, BACK ENTRANCE, UPPER-AIR TOWER and

GENERATOR BUILDING).

5. Vinyl Floor Area Strip and wax all vinyl floors (May and November - coordinate with MIC).

7. Invoicing

The vendor will bill on a monthly basis in arrears.

8. OBSERVANCE OF LEGAL HOLIDAYS AND SITE CLOSURE INFORMATION

The Contractor hereby agrees to observe the following Federal holidays, plus any other day off work designated by Federal Statute, by Executive Order, or by Presidential Proclamation:

New Year’s Day (January 1) Birthday of Martin Luther King, Jr. (Third Monday in January) Washington’s Birthday (Third Monday in February) Memorial Day (Last Monday in May) Juneteenth National Independence Day (June 19) Independence Day (July 4) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Veterans Day (November 11) Thanksgiving Day (Fourth Thursday in November) Christmas Day (December 25)

When any holiday falls on a Saturday, the preceding Friday is observed; when any holiday falls on a Sunday, the following Monday is observed. All personnel assigned to this contract shall limit their observation of holidays to those set forth above.

In each instance, the Contractor agrees to continue to provide sufficient personnel to perform requirements of any critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the Contracting Officer or the MIC.

If the Monroe County, Florida Government issues a “Mandatory Evacuation Order” for residents in Key West, Florida due to the threat of hurricane impacts (resulting in evacuation of personnel assigned to this contract), then the Contractor agrees to provide sufficient personnel to perform requirements within seven days of the evacuated personnel returning to Monroe County following the lifting of the Mandatory Evacuation Order in order to make up for days missed.