Statement of Work Janitorial For Las Vegas Office 1.pdf

Statement of Work Janitorial Services Las Vegas Branch Office, New Mexico

1. Background The Federal Emergency Management Agency (FEMA) is authorized to provide disaster assistance for emergencies, major disasters, and Incidents of National Significance under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended.

The Hermits Peak/Calf Canyon Claims Office (HPCC) and FEMA are authorized to provide relief to survivors of the Hermits Peak/Calf Canyon Fires.

This Statement of Work (SOW) establishes the requirements for janitorial services at the FEMA Las Vegas Branch Office in Las Vegas, New Mexico. FEMA reserves the right to use multiple contractors, if necessary, to meet operational requirements.

2. Scope of Work The Contractor shall furnish all labor, supervision, management, tools, equipment, cleaning products, janitorial supplies, consumable items, personal protective equipment (PPE), transportation, and other resources necessary to provide complete janitorial services.

The Contractor shall maintain the facility in a clean, sanitary, safe, neat, and professional condition throughout the period of performance.

All services shall be performed in accordance with:

• This SOW;

• Applicable Federal, state, and local safety and sanitation requirements;

• Manufacturer instructions for cleaning and disinfecting products and equipment; and

• Commercially accepted janitorial industry standards and best practices.

The Contractor shall provide adequate personnel and supervision to complete every required task at the required frequency and quality level. FEMA will not prescribe the number of personnel. However, the Contractor remains fully responsible for ensuring sufficient staffing, coverage, and quality control.

3. Contractor-Furnished Supplies and Equipment The Contractor shall furnish, maintain, and replenish all supplies and equipment required to perform the services under this SOW.

At a minimum, the Contractor shall provide:

• Paper towels for all restroom, breakrooms, and kitchen-area dispensers;

• Hand soap for all restroom, breakroom, and kitchen-area dispensers;

• Toilet paper for all restroom dispensers;

• Trash liners for all waste receptacles;

• Cleaning and disinfecting products;

• Vacuum cleaners, mops, buckets, brooms, dustpans, floor-cleaning equipment, and carpet-cleaning equipment;

• Carts, storage containers, and other equipment necessary to safely transport cleaning materials;

• PPE required to perform the work safely; and

• All other consumer items necessary to perform the required services.

The Contractor shall monitor janitorial-supply inventory daily and reorder supplies when the remaining inventory of any required janitorial supply reaches two boxes. The Contractor shall ensure that dispensers remain functional, stocked, and available for use.

No Government-furnished property, equipment, materials, or supplies will be provided.

4. Place of Performance Services shall be performed at the following location:

FEMA Las Vegas Branch Office 208 Mill Avenue, Las Vegas, NM 87701 Suites 212 and 216 13,008 square feet

The service area includes, but is not limited to:

• Main workspaces and common areas;

• Hallways, entrances, and lobbies;

• Restrooms;

• Breakrooms and cafeteria areas;

• Kitchen areas;

• Warehouse areas;

• Interior glass doors;

• Entry-door glass; and

• Other areas identified by FEMA within the leased space.

5. Period of Performance The period of performance is four months, from November 17, 2026, through March 16, 2027.

Any extension, option period, or subsequent period of performance is subject to the terms and conditions of the contract and direction from the Contracting Officer.

6. Service Schedule The Contractor shall provide janitorial services according to the following schedule, unless otherwise directed in writing by FEMA:

Service Day Required Service Hours Monday through Friday 8:00 a.m. to 5:00 p.m.

Observed Federal Holidays 8:00 a.m. to 5:00 p.m., when directed by FEMA

The Contractor may use one employee for the full eight-hour service period or two or more employees with staggered shifts, provided that janitorial services are continuously available from 8:00 a.m. through 5:00 p.m. The Contractor remains responsible for providing sufficient personnel to meet all requirements of this SOW.

Daily cleaning requirements shall be completed twice during each service day, unless otherwise directed by FEMA.

The Contractor shall coordinate work activities with FEMA personnel to minimize disruption to Government operations. The Contractor shall immediately notify the FEMA point of contact of any condition that may affect service delivery, facility safety, sanitation, or access.

7. Required Janitorial Services

7.1 Daily Services, Twice Per Service Day

The Contractor shall complete the following services twice during each service day throughout applicable workspaces, common areas, restrooms, breakrooms, kitchen areas, hallways, entrances, and lobbies.

7.1.1 Trash and Waste Removal

The Contractor shall:

• Empty all trash cans and waste receptacles;

• Replace trash liners as needed;

• Remove trash and garbage generated in or around the facility, including restrooms, breakrooms, kitchen areas, common areas, and warehouse areas;

• Properly dispose of collected waste in accordance with applicable local requirements; and

• Ensure trash receptacles are clean, free of visible spills, and returned to their designated locations.

7.1.2 Restroom Cleaning and Supply Replenishment

The Contractor shall:

• Sweep and mop restroom floors;

• Clean and disinfect toilets, urinals, sinks, faucets, countertops, mirrors, stall doors, partitions, and other restroom fixtures;

• Remove visible soil, water spots, fingerprints, and debris;

• Replenish toilet paper, paper towels, hand soap, and other required restroom supplies;

• Verify that dispensers are functional and adequately stocked; and

• Immediately report damaged, leaking, inoperable, or unsafe restroom fixtures to the FEMA point of contact.

7.1.3 Floor and Carpet Care

The Contractor shall:

• Spot vacuum carpeted areas;

• Remove visible debris, dirt, and stains from carpeted areas;

• Sweep or dust mop hard-surface floors, as appropriate;

• Maintain floors in a clean, safe, and presentable condition;

• Address spills promptly to reduce slip, trip, or fall hazards; and

• Place appropriate caution signs when floors are wet or cleaning activities create a safety hazard.

7.1.4 High-Touch Surface Cleaning and Disinfection

The Contractor shall wipe down and disinfect high-touch surfaces in common areas and leased space, including, as applicable:

• Door handles, doorknobs, push plates, and door frames;

• Entrance and exit doors;

• Light switches;

• Handrails;

• Key-card scan pads;

• Countertops and tabletops;

• Water-fountain and water-cooler controls;

• Restroom fixtures and dispenser surfaces;

• Breakroom and kitchen-appliance handles;

• Vending-machine controls and handles; and

• Other high-traffic touchpoints identified by FEMA.

7.1.5 Breakroom and Kitchen-Area Cleaning

The Contractor shall:

• Clean and disinfect counters, tables, sinks, faucets, and other shared surfaces;

• Clean the exterior surfaces and handles of refrigerators, microwaves, vending machines, and similar shared appliances;

• Clean refrigerator and microwave station areas;

• Remove trash and replace liners as needed;

• Replenish paper towels and soap; and

• Maintain these areas in a sanitary and professional condition.

The Contractor shall not clean the interior of refrigerators, microwaves, or other appliances unless specifically directed by FEMA.

7.1.6 Glass Cleaning

The Contractor shall:

• Clean glass on all entry doors;

• Clean existing interior glass doors throughout the facility; and

• Remove visible fingerprints, smudges, streaks, and other marks from glass surfaces.

7.2 Weekly Services

At least once each week, the Contractor shall perform the following:

1. Conduct detailed stain-removal efforts for carpeting throughout work areas, entrances, lobbies, hallways, restrooms, and other applicable areas.

2. Conduct detailed cleaning of all glass entry doors and existing interior glass doors throughout the facility.

3. Clean areas that may accumulate dirt or dust beyond the normal daily-service level, including baseboards, corners, wall edges, door frames, and other accessible surfaces.

4. Inspect all janitorial dispensers, trash receptacles, and commonly used fixtures to identify damaged or inoperable items. The Contractor shall report identified issues to the FEMA point of contact.

7.3 End-of-Period-of-Performance Deep Cleaning

At the conclusion of each period of performance and before the start of any subsequent period of performance, option period, or contract extension, the Contractor shall perform a complete deep cleaning of the facility.

The Contractor shall coordinate the date and time of the deep cleaning with FEMA. The deep cleaning shall be completed before the start of the subsequent period of performance unless otherwise directed in writing by FEMA.

7.3.1 Carpet Deep Cleaning

The Contractor shall:

• Professionally deep clean all carpeted areas using hot-water extraction, steam cleaning, or another commercially accepted method appropriate for the carpet type;

• Deep clean carpeting in workspaces, common areas, hallways, entrances, lobbies, breakrooms, and other applicable areas;

• Remove visible stains, dirt, debris, and odors to the maximum extent practicable;

• Use cleaning methods and products that do not damage carpet fibers, backing, flooring, furnishings, or adjacent surfaces; and

• Ensure carpets are sufficiently dry and safe for occupancy before the facility returns to normal use.

7.3.2 Detailed Facility Cleaning

The Contractor shall perform detailed cleaning of:

• Hard-surface floors;

• Baseboards, corners, and accessible wall edges;

• Door frames and doors;

• Interior glass and entry-door glass;

• Restrooms;

• Breakrooms and kitchen areas;

• Common areas and lobbies; and

• High-touch surfaces.

The Contractor shall remove accumulated dust, dirt, marks, stains, and debris from areas that may not be fully addressed during daily janitorial services.

8. Cleaning and Disinfection Requirements The Contractor shall provide routine cleaning and disinfection of all applicable areas used or accessed by Government employees and visitors.

The Contractor shall use disinfectants that are effective against viruses and bacteria that cause illness. Cleaning and disinfecting products shall be selected and used in a manner that does not damage interior finishes, furnishings, fixtures, or equipment.

The Contractor shall use:

• A disinfectant listed on the Environmental Protection Agency (EPA) List N; or

• Another product containing the same active ingredient or active ingredients at the same or greater concentration as a product identified as effective against SARS-CoV-2.

All cleaning and disinfecting products shall be used in accordance with the manufacturer’s instructions, including required dwell times, dilution requirements, ventilation requirements, and air-drying instructions.

The Contractor is not responsible for cleaning or disinfecting Government-owned personal or information technology equipment, including:

• Desks;

• Telephones;

• Computers;

• Keyboards;

• Docking stations;

• Computer power supplies;

• Computer mice;

• Personal fans;

• Personal heaters;

• Desk lighting; or

• Similar equipment, unless specifically directed by FEMA.

9. Personal Protective Equipment The Contractor shall provide all PPE necessary to safely perform the required services.

At a minimum, Contractor personnel shall wear disposable gloves, such as latex or nitrile gloves, while performing cleaning and disinfecting services. Contractor personnel shall wear face masks or other PPE when required by product manufacturer instructions, site conditions, or applicable safety requirements.

The Contractor shall ensure that its personnel are trained in the safe use, handling, storage, and disposal of cleaning products, disinfectants, and PPE.

10. Contractor Personnel and Supervision The Contractor shall provide qualified, trained, and properly supervised personnel capable of performing all requirements in this SOW.

The Contractor shall:

• Provide sufficient personnel to complete all services at the required frequency and quality level;

• Ensure personnel are trained in janitorial practices, safety procedures, proper use of cleaning products, and facility-access procedures;

• Provide adequate supervision and quality control;

• Ensure uninterrupted service during employee absences, turnover, or other staffing changes;

and

• Provide replacement personnel, when necessary, without interruption to required services.

FEMA will not prescribe specific education, experience, or personnel qualifications. The Contractor remains responsible for ensuring its personnel can safely and effectively perform all required work.

11. Employee Identification and Facility Access Contractor personnel shall comply with all FEMA facility-access, security, escort, and visitor-control requirements.

All Contractor employees shall:

• Identify themselves as Contractor personnel when their status is not readily apparent;

• Display required identification and visitor badges in plain view above the waist while on

Government premises;

• Comply with all facility-access and security procedures;

• Remain only in areas necessary to perform assigned work; and

• Follow all instructions from authorized FEMA personnel regarding access, safety, and facility operations.

The Contractor shall establish and provide a method by which its employees can be readily identified when questioned by FEMA personnel.

12. Quality Control and Performance Standards The Contractor shall maintain a quality-control process to ensure all required services are completed correctly and on schedule.

At a minimum, the Contractor shall ensure that:

• Required daily services are completed twice during each service day;

• Restrooms, breakrooms, kitchen areas, and common areas remain sanitary and adequately supplied;

• Trash is removed and disposed of properly;

• Floors are free of visible debris and avoidable safety hazards;

• Glass surfaces are free of visible fingerprints, smudges, and streaks;

• High-touch surfaces are routinely cleaned and disinfected;

• Cleaning products and supplies are available and properly stored; and

• Deficiencies identified by FEMA are corrected promptly.

FEMA may inspect the facility and notify the Contractor of observed deficiencies. The Contractor shall correct any deficiency within the timeframe directed by FEMA, at no additional cost to the Government.

13. Removal of Contractor Personnel The Government may, at its sole discretion and through the Contracting Officer, direct the Contractor to remove any Contractor employee from Government facilities for misconduct, failure to comply with facility requirements, or security reasons.

The Contracting Officer will provide the Contractor with a written explanation supporting the request for employee removal.

Removal of an employee does not relieve the Contractor of its responsibility to continue performing all services required under the contract. The Contractor shall provide qualified replacement personnel as necessary to maintain uninterrupted service.

14. Security Requirements All Contractor personnel shall successfully complete the FEMA background and vetting process before performing work under this contract, as required by FEMA.

Individual Contractors and Contractor employees shall be United States citizens or lawful permanent residents.

Contractor employees who are lawful permanent residents shall provide appropriate proof of lawful permanent resident status during the FEMA vetting process, as required.

The Contractor shall ensure that personnel do not begin work until all required FEMA access, security, and vetting requirements have been completed.