SOW.doc

U.S. DEPARTMENT of HOMELAND SECURITY

Bureau of Customs and Border Protection Port of Columbia, SC

STANDARD CUSTODIAL SPECIFICATIONS

STATEMENT OF WORK

The contractor shall furnish labor, materials, supplies, and equipment as part of a Custodial Services Contract for the Customs and Border Protection (CBP) facility at the following facility.

Property Name:

Port of Columbia (Bldg# SC0102), 2533-A Airport Blvd, West Columbia, SC 29170 Facility is approximately 1,682 sq. ft.

SCOPE OF WORK:

This contract is for the custodial services required for the above CBP facility. The contract price proposal shall be based on the frequency of the custodial services outlined below. Vendor must provide monthly over site to ensure their employees are meeting contract standards. Vendor should specialize in janitorial services, be state certified, insured and licensed in the state services are provided.

NORMAL WORKING HOURS:

The Contractor shall schedule his working hours to coincide with the normal business hours of the CBP personnel (Mon-Fri // 8:00am-4:30pm) Quality Control Provisions

1) The Contractor’s personnel shall become familiar with and comply with all of the safety and fire regulations that are applicable to other employees working in the building. All material and equipment must be picked up to eliminate tripping hazards in the work area. Appropriate signs shall be placed in clear view when mopping or waxing floors.

2) No materials shall be used which will damage floors, floor coverings, fixtures, woodwork, painted surfaces, or other items being cleaned. Materials, which do not comply with applicable fire, safety, or OSHA regulations, shall not be used.

3) Cleaning solutions containing lye shall not be used on asphalt, tile, or linoleum floors because this forms an emulsion with asphalt and causes the colors to run or be faded.

4) The Government will hold the Contractor responsible for any damage to Government property due to his/her failure to comply with these specifications.

5) The Contractor shall ensure that upon completion of work that all tools, equipment, and supplies are returned to the designated storage place. He/She will also ensure that before leaving an area, all lights are turned off and doors closed, unless otherwise instructed.

6) The time spent in performance of the duties under this contract is left to the discretion of the Contractor, since the time spent will be dependent upon the method used to accomplish the tasks.

STANDARD “SMALL PROPERTY” CUSTODIAL SERVICE

SPECIFICATIONS/STATEMENT OF WORK

1. GENERAL REQUIREMENTS

The Contractor shall provide labor, supplies, consummables, supervision, tools, materials, equipment, and transportation necessary to provide custodial services at the CBP facility, in accordance with this specification. Custodial service applies to all designated spaces including, but not limited to, halls, restrooms, offices, work areas, entranceways, lobbies, and storage area.

2. LENGTH OF AGREEMENT

The Contractor will be given a purchase order that will provide for contractual services for the specified dates as defined in the bid solicitation documents.

3. SPECIFICATIONS

The custodial services to be furnished under this contract shall be in accordance with this document and Attachments A & B.

4. DEFINITIONS – TECHNICAL

As used throughout this contract, the following terms shall have the meaning set forth below.

· Clean: Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, graffiti, litter, debris, and other residue.

· Contracting Officer: The warranted official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

· Contracting Officer’s Technical Representative (COTR): An alternate authorized representative for the CBP property designated as the Contracting Officer’s Technical Representative.

· Contractor: The term Contractor as used herein refers to the Prime Contractor. The Contractor will be responsible for insuring that his/her employees comply with the provisions of this contract.

· Contractor Representative: A foreman, superintendent, or manager who has authority to act for the Contractor.

· Disinfect: Cleaning in order to destroy any harmful microorganisms by application of a suitable chemical agent.

· Government Authorized Representative: An alternate CBP property representative authorized by the CO or COTR.

· Quality Control OC: A method used by the Contractor to control the quality of goods and/or services provided.

· Regular Working Hours: Unless otherwise specified in these provisions or as directed by the Contracting Officer, custodial services will be performed during the hours of facility operation. The Government’s regular working hours are from 8:00 a.m. to 4:00 p.m., Monday through Friday, except: (a) Federal Holidays, and (b) other days specifically designated by Contracting Officer.

· Space: A space is an area to receive custodial service but may or may not be considered a room by common definition. Examples of spaces are definable sections of hallways, lobbies, offices, and entrances.

· Trash Containers: Trash containers are defined as trash receptacles, waste baskets, trash cans, wastepaper baskets, ash trays, or any other container holding trash, paper, or refuse of any type.

5. CONTRACTOR FURNISHED PROPERTY AND SERVICES

The Contractor shall provide equipment, material and labor to perform the requirements of this contract. The Contractor shall take all action necessary to protect his/her and Government furnished supplies, materials, and equipment, and the personal property of his/her employees from loss, damage, or theft.

6. LOST AND FOUND ARTICLES

The Contractor shall ensure that all articles found by his/her employees while performing their duties under this contract are turned in to the Government Authorized Representative, at the facility.

7. MANAGEMENT

The Contractor shall manage the total work effort associated with the custodial services required herein to assure fully adequate and timely completion of these services.

· Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control.

· The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

· The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

8. FLOOR COVERING CHANGES

The changing of floor coverings in buildings in this contract shall be considered to be a normal occurrence.

· A changing of floor covering from tile to carpet and carpet to tile shall not be cause for a change to the total dollar amount of the contract.

· When changes occur, new floor coverings shall be maintained and treated as like floor coverings in the building.

9. INSPECTION

All services, workmanship and material furnished or utilized in the performance of this contract shall be subject to inspection by the Government at any time during the term of the contract. All inspections by the Government shall be made in such a manner as not to unnecessarily delay the Contractor’s work.

The authorized representative is responsible for inspection of the Contractor’s work performance.

· If any service(s) performed is not in accordance with the contract requirements, the Government shall have the right to require the Contractor to perform the service(s) again in compliance with the contract requirements at no additional cost to the Government.

· When the service(s) to be performed are of such a nature that the defect cannot be corrected through performance, the Government shall have the right to require the Contractor to immediately take all necessary steps to ensure that future performance of the service(s) are in accordance with the contract.

10. SPECIFIC REQUIREMENTS

The Contract Services Guidelines for the Contractor are given below. Questions should be addressed to the Government Authorized Representative.

Vacuum Carpet The contractor shall vacuum all carpeted floor areas so that after vacuuming, the carpet is clean, free of all visible litter, dust, and soil. The contractor shall remove all spots. The contractor is only responsible for removing spots smaller than two square feet. All tears, burns, and raveling shall be brought to the attention of the person in charge of the building entity or their designated representative.

Shampoo Carpet All locations with carpet shall be shampooed per the carpet manufacturer’s recommendations, and shampooing standards, to be free of spots, stains, chemicals and moisture. The carpet along the walls and in corners shall also be free of spots and stains. The carpet shall be free of unsavory odors including lingering cleaning product odors.

Sweep Floors The Contractor shall sweep all non-carpeted floor surface areas, including corners and abutments, so that after sweeping the floors are free of spills, trash, visible litter, dust, and debris. No dirt shall be left in corners, under furniture or behind doors. The Contractor shall move chairs, trash receptacles, and easily movable items to sweep underneath and return them to their original positions.

Mopping The contractor shall damp mop and spray buff the tile and resilient flooring areas, unless specified otherwise by the material manufacturer’s recommendations, or industry standards, including corners and abutments, so that after mopping, they are clean and free of dirt, water streaks, rust stains, mop marks, string, gum, grease, tar and all foreign items and present an overall appearance of cleanliness.

Spray Buff Floors The Contractor shall apply a uniform and non-slip floor finish coating, so that the floors have a glossy appearance, and are free of scuffmarks, heel marks, and other stains and discolorations. The Contractor shall not apply floor finish to surfaces that have not been cleaned. All surfaces shall be dry and the corners clean. The Contractor shall move chairs, trash receptacles, and easily movable items to mop underneath and return to original positions. The Contractor shall remove all splash marks or mop streaks on furniture, walls, baseboards etc., or mop strands remaining in the area. The Contractor shall display caution signs when cleaning floors in an area where people other than contract personnel are or will be present before the floors are dry.

Strip Wax and Apply New Wax Strip and wax all hard surface floors in accordance with the manufacturer’s recommendations. If a new base coat of wax is required it shall be placed on the floor, so that after buffing, the finish is clean, glossy and uniform in all areas. The products used for this procedure should be those that are recommended by the material manufacturer and must provide a non-slip surface. There shall be no build-up of wax in corners, at doorstops, or next to carpeted areas.

Clean Walk-Off Mats The Contractor shall vacuum all carpet-type entrance mats to remove soil and grit and to restore resiliency of the carpet pile (shampoo only if needed to restore resiliency and to maintain color definition). The Contractor shall sweep, vacuum, or hose-down outside rubber or polyester entrance mats to remove soil and grit. Soil and moisture underneath entrance mats shall be removed by the Contractor and mats returned to their normal location.

Remove Trash The Contractor shall empty and return to their initial location all wastebaskets, cigarette butt receptacles (ash trays, butt cans, etc), and other trash containers within the area, including exterior receptacles if not part of an exterior maintenance agreement. Boxes, cans, and papers placed near a trash receptacle marked "TRASH" shall be removed by the Contractor. Any obviously soiled or torn plastic trash receptacle liners in such receptacles shall be replaced. The Contractor shall remove ashes and debris from community cigarette butt receptacles and place in a nonflammable container. The Contractor shall dispose of trash in plastic bags secured with bag ties. The Contractor shall pick up any trash that may fall from the dumpsters during the removal of collected trash. All solid waste collected as a requirement of this contract shall be placed in dumpster containers on the site.

Perform Low Dusting The Contractor shall thoroughly dust all horizontal surfaces on furniture below 7’0” from the floor so that after dusting, all dust, lint, litter, and dry soil shall be removed from surfaces of cleared desks, chairs, file cabinets, and other types of office furniture and equipment, and from ledges, window sills, hand rails, etc.

NOTE: In dusting of horizontal spaces, working papers on desks shall not be disturbed. The Contractor shall not dust typewriters, computers, and other computer equipment, business machines and equipment of similar nature. There shall be no streaks. Corners, crevices, moldings and ledges shall be free of all dust. There shall be no oil, spots, or smudges on dusted surfaces caused by dusting tools.

Clean Glass The Contractor shall damp wipe mirrors and both sides of all glass in doors, display cases and adjacent trim, partitions and bookcases and any other glass within approximately 7’0” of the floor so that after cleaning the glass, there shall be no traces of film, dirt, smudges, water, and shall not be cloudy.

Clean Exercise Room Equipment (if applicable) Wipe down surfaces of exercise equipment, including mats beneath the equipment, with a disinfectant that won’t damage or degrade any of the parts of the equipment. Exercise equipment shall be free of dirt, dust, streaks, and spots.

Clean Drinking Fountains The porcelain or stainless steel surfaces shall be clean and bright, and they shall be free of dust, spots, stains, and streaks. Drinking fountains shall be kept free of trash, ink, coffee grounds, etc., and nozzles free from encrustation.

Perform Spot Cleaning The Contractor shall perform spot cleaning by removing smudges, fingerprints, marks, streaks, etc., from washable surfaces of walls, partitions, baseboards, doors, floors and fixtures. The Contractor shall use germicidal detergent in restrooms, locker rooms, exercise rooms, break areas, and drinking fountains. The Contractor shall polish brass hardware, aluminum bars, and other metal on doors and cigarette urns with a polishing compound. The cleaning and polishing chemicals and compounds should be those recommended by the material manufacturer for the specific material. Chemicals and compounds used by the Contractor that damage the surfaces will become the responsibility of the Contractor to repair or replace to the satisfaction of Government Authorized Representative. After spot cleaning by the Contractor, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of removed soil.

Sweep and Damp Mop Restroom, Locker Room, Exercise Room, Shower Floors, Holding Cells, or Other Tiled or Smooth Surface Floors. The Contractor shall sweep the floor so it is free of visible litter, dust, and foreign debris, and then damp mop accessible areas. The Contractor shall disinfect all surfaces of partitions, stalls, faces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces, using a germicidal detergent. Damaged fixtures will be the responsibility of the Contractor to repair or replace to the satisfaction of the Government Authorized Representative.

De-scaling Restrooms, Showers, Holding Cells The Contractor shall de-scale toilet bowls and urinals, so that after de-scaling, the entire surface shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

NOTE: Holding cells will only be entered for the purpose of cleaning or re-supplying when detainees are not present.

Supply Restrooms, Locker Rooms, Kitchen/Break Areas, Holding Cells The Contractor shall re-supply restrooms, locker rooms, kitchen/break areas, and holding cells with toilet paper, paper towels and hand soap so that after re-supplying, the rooms are stocked so that supplies do not run out prior to the next re-supply period.

NOTE: The contractor shall replenish all dispensers in all toilet rooms to maximum capacity during the last day of the contract period. Paper supplies and hand soap remaining at the termination of the last official workday shall not be removed from the dispensers.

Apply Floor Finish on Restroom and Locker Room Floors The Contractor shall apply a uniform coating of non-slip floor finish so that the floor presents a uniform glossy appearance. Use products that are recommended by the material manufacturer. The Contractor shall remove floor finish solutions from baseboards, trash receptacles, lockers, toilets, and urinals, and return all moved items to the proper positions after applying floor finish.

Perform High Dusting The Contractor shall perform high dusting, so that after dusting, all dust, lint, cobwebs, litter, and dry soil shall be removed from all surfaces 7'0" or more above the floor surface to include Venetian blinds, ceiling fans, where installed, and air supply/return vents. Frequencies may vary according to accessibility and visibility.

Clean Window Surfaces The Contractor shall clean interior and exterior window surfaces, so that after the windows have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sill, and glass.

Light Fixtures The Contractor shall clean both permanently mounted and freestanding government light fixtures, so that after cleaning, light fixtures shall be free of bugs, dirt, dust, grease, or other foreign matter. This includes the interior and exterior of the fixtures. Fixtures above typical ceiling height will be cleaned on the High Dusting schedule unless requested more frequently by the Government Authorized Representative.

Check and Replace Light Bulbs The Contractor will check all interior lighting fixtures include the garage(s) and any lighting fixtures attached to the exterior of the building, and will remove and replace any burned out bulbs within 24 hours of occurrence. The Government shall provide all bulbs for Government fixtures. Parking lot light bulbs will be the responsibility of the electrical contractor responsible for the site electrical system.

Wash Venetian Blinds Wash all Venetian blinds in buildings. Clean cords. Defective cords shall be reported to the Government Authorized Representative who will make arrangements for replacements. Both sides of Venetian blind slats shall be clean and free of dust and water spots. Cords shall be free of dust, dirt, stains, and shall not be sticky to the touch.

Dust Venetian Blinds Dust or vacuum all Venetian blinds. Both sides of Venetian blind slats shall be dusted with a dry cloth so that after dusting, no dust or lint remains.

Clean Air Conditioning Vents Contractor will clean air conditioning vents so that they are free of any lint or dust and the surrounding area is free of discoloration. Vents above typical ceiling height will be cleaned on the High Dusting schedule or as requested by the Government Authorized Representative.

Clean Kennel Areas The kennel should be free of all solid animal waste, lose hairs, dirt, litter and debris, inside and outside of the kennels. The sidewalks leading to the kennel should also be free of waste, dirt, litter and debris. All surfaces shall be cleaned with non toxic chemicals to a height of 84 inches. The surface debris and excess cleaning solution should be rinsed into the drains. All drain channels between the inside and outside kennel shall also be cleaned. Movable items to include the dog’s platform should be moved by the contractor to sweep underneath and return to its initial location. All solid waste should be collected and placed in designated containers. Spills of all biohazard waste shall be cleaned up immediately. All water hoses on the outside of the kennel shall be drained during temperatures of 32 degrees or below. Pull all hoses and other equipment out of dogs reach. Fully secure gates before releasing dogs to outside kennels.

12. FIRE PREVENTION

The Contractor shall ensure that his employees know how to turn in a fire alarm. The Contractor shall observe all requirements for handling and storage of combustible supplies, materials, and trash.

13.

ENVIRONMENTAL PROTECTION

The Contractor shall comply with all applicable environmental protection requirements. The Contractor shall comply with federal, state and local laws and with the regulations and standards regarding environmental pollution. All environmental protection matters shall be coordinated with the authorized representative. The Contractor shall comply with the instructions and with respect to avoidance of conditions which create a nuisance or which may be hazardous to the health of Government and Contractor personnel.

· Hazardous Material Control Plan: The Contractor shall prepare and submit a “Hazardous Material Control Plan”. This plan shall specifically address the following:

· Employee Safety Training (Specific to each chemical used).

· Proper use of each chemical (Material Safety Data Sheets/MSDS).

· Storage of hazardous material.

· Disposal of hazardous material.

· Safety equipment required and training in proper use.

· The plan shall be submitted to the Government Authorized Representative for approval prior to any hazardous material being brought onto the site. The Contractor shall provide copies of MSDS sheets for all chemicals brought onto the site during the period of this contract.

· The Contractor shall store all hazardous materials (i.e., all materials with MSDS sheets) in quantities no greater than one gallon in a central storage area, as designated by the authorized representative.

14. DISPOSAL

Debris, rubbish, and unused material resulting from the work under this contract will be disposed of off Government property. The Contractor will dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its’ associated state and local regulations.

15. SAFETY REQUIREMENTS AND REPORTS

All work shall be conducted in a safe manner and shall comply with activity requirements.

· The Government will not provide safety equipment to the Contractor.

· The Contractor is to provide safety controls for the protection of the life and health of employees and other persons; to prevent damage to property, materials, supplies and equipment, and to avoid work interruptions in the performance of this contract.

· The Contractor shall comply with all pertinent provisions as may be amended by the U.S. Department of Labor, Occupational Safety and Health Act (OSHA), and all local fire codes.

The Contractor’s workspace may be inspected for OSHA compliance.

· All actions to correct any cited violations should be the responsibility of the Contractor.

· The Contractor shall provide assistance to the federal or state OSHA Inspector if a complaint is filed.

· Any fines levied on the Contractor by a federal or state OSHA office due to safety/health violations will be paid promptly.

The Contractor shall report to the authorized representative in writing all accidents resulting in death, trauma, or occupational disease.

· All accidents must be reported to the Contracting Officer within 24 hours of their occurrence.

The Contractor shall submit to the Government Authorized Representative a full report of damage to Government property and/or equipment caused by Contractor employees.

· All damage reports shall be submitted to the Government Authorized Representative within 24 hours of the occurrence.

The Contractor shall provide all safety and protective equipment required to perform the duties specified as on this contract.

· This includes all equipment such as rubber gloves as required by MSDS sheets.

· All safety equipment shall comply with the applicable OSHA Safety Manual requirements and other applicable safety requirements.

16.

PERMITS

The Contractor shall without additional expense to the Government, obtain all appointments, licenses, and permits required for the execution and completion of the work. TWIC cards are not required at this work site. The Contractor shall comply with all applicable federal, state and local laws.

17. INSURANCE

Within thirty (30) calendar days after the award of this contract, the Contractor shall furnish the Government Authorized Representative with a Certificate of Insurance as evidence of the existence of insurance coverage.

18.

CUSTODIAL MATERIAL AND SUPPLIES

Contractor will furnish all necessary materials and supplies to meet the requirements specified herein.

· Material Requirements: All restroom supplies and custodial materials provided by the Contractor shall be of commercial grade and quality per Attachment B.

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

Property location: Port of Columbia, 2533-A Airport Blvd, Columbia, SC 29170

Vacuum Carpet x

Shampoo Carpet x

Sweep Floors x

Mopping x

Strip Wax and Apply New Wax x

Clean Walk-Off Mats x

Remove Trash x

Perform Low Dusting x

Clean Glass x

Clean Drinking Fountains x

Perform Spot Cleaning x

Sweep and Damp Mop Restroom, Locker Rm., Exercise Rm., Shower Floors, Holding Cells, & Other x

De-scale Restrooms, Showers, & Holding Cells x

Supply Restrooms, Locker Rooms, Kitchen/Break Areas, & Holding Cells x

Apply Floor Finish – Restrooms & Locker Room Floors x

Perform High Dusting x

Clean Window Surfaces x

Clean Light Fixtures x

Wash Venetian Blinds x

Dust Venetian Blinds x

Identify the total estimated labor hours needed to complete the proposed frequencies ______ Add or deduct required tasks as applicable. Change frequencies as needed.

Land and Grounds Maintenance – Task and Frequency Chart

Grass height will be kept at a uniform height between 1 ½”to 3”

Identify the total estimated labor hours needed to complete the proposed frequencies ___

Add or deduct required tasks as applicable.

Frequency

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

NA Not Applicable

COTR: ___________________________________

Property Name: __________________________________________________________

Property Address: ________________________________________________________

Phone: _______________ Fax: ________________

ATTACHMENT B

ENVIRONMENTAL REQUIREMENTS

CBP is mandated by legislation, and executive order to purchase products that are good for the environment. Below are minimum requirements for paper products, bathroom and facial tissue, napkins, industrial wipes, and trash liners that must be used by contractors in a CBP service contact.

Paper Products:

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

Recovered Fiber Content Levels for Sanitary Tissue Products

Plastic Trash Liners:

Plastic trash can liners, are widely available with recovered material content including HDPE, LDPE, AND LLDPE. The trash liners must meet the minimum requirements shown below:

Recovered Materials Content Levels for Plastic Trash Bags ¹

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

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

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