SOW_-_Janitorial_Services_-_DRC_7.pdf

Statement of Work (SOW)

Janitorial Services

DR-4399-FL

Disaster Recovery Center (DRC) #7 Gretna, FL

Gadsden County Dated: 11/18/2018

SCOPE: The Contractor shall furnish all labor, tools, equipment, materials, and consumable items to perform once-daily, seven days per week janitorial services at FEMA Disaster Recovery Center #7 located in Gretna, FL as designated by disaster declaration DR-4399-FL.

1. LOCATION OF WORK: The location of the facility to be serviced is the (Old) Gretna

Elementary School located at 706 Martin Luther King, Jr. Blvd., Gretna, FL 32332. The total area to be serviced is approximately 9,100 square feet consisting of:

One (1) tile hallway (approx. 120’ x 10’);

Six (6) carpeted office spaces (each approx. 35’ x 24’);

One (1) tile kitchen (approx. 35’ x 24’);

One (1) tile men’s restroom (approx. 34’ x 24’ with one (1) stall, four (4) urinals, and three (3) sinks);

One (1) tile women’s restroom (approx. 24’ x 16’ with four (4) stalls and three (3) sinks); and

One (1) tile bathroom being utilized as a shelter room (approx. 34’ x 24’ with two (2) stalls and two (2) sinks).

FEMA anticipates the site will host approximately 30-60 people daily, including stationary staff and visiting applicants.

2. PERFORMANCE OF WORK ON GOVERNMENT FACILITIES:

2.1 There may be limited space to store janitorial supplies at the facility. Where designated the space available for use by the contractor is on a share basis with the Government. The contractor may use this area without cost for the purpose of storage of equipment and materials, excluding flammable materials. Contractors shall be responsible for the orderliness and cleanliness of this space.

2.2 The Government will not be responsible in any way for damage occasioned by fire, theft, accidents or otherwise, to the contractor’s stored supplies, materials or equipment; the supplies, materials or equipment kept throughout the building; or the contractor’s employees’ personal belongings brought in to the location.

2.3 Contractor shall notify the assigned Project Officer (PO) of any inoperative water fixtures, lights, water closets, ext., damage to buildings; as well as any insect, rodent, or other vermin.

2.4 Damage to Finishes and Appurtenance: It shall be the responsibility of the contractor to rectify any damage caused to government property by the contractor’s employees during the course of this contract.

2.5 Contractor’s employees shall not remain in the buildings longer than necessary to complete the job.

3. FACILITY ACCESS: The contractor shall be allowed access to the locations during the hours of 8 a.m. to 7 p.m., seven days a week. There may be occasions that the DRC is temporarily closed, for example for observance of Federal holidays or for election polling; in those instances the contractor will be provided advanced notice and will not be allowed on the premises. Contractor employees shall be required to show a FEMA-issued badge when entering the premises, or shall be escorted by a FEMA-badged employee at all times.

4. SAFETY: The Contractor shall be responsible for instructing contractor employees in OSHA safety measures. The contractor shall not permit the placement or use of mops, brooms or other implements to create safety hazards and shall provide appropriate warning signs for slippery floor areas caused by cleaning or waxing operations.

5. ENVIRONMENTAL CONSIDERATIONS: Cleaning solutions shall be used in strict conformance with the product’s Environmental Protection Agency (EPA) and State of Florida requirements. All manufactures’ instructions and recommendations for the use of cleaning solutions shall be strictly followed. In addition, the contractor shall comply with all federal, state, or local laws and regulations concerning the, use, storage, and disposal of hazardous materials.

6. The contractor or its representative shall be available to meet with FEMA personnel within

12 hours of notification if necessary. During working hours, this representative shall be available to receive complaints and directions via telephone or fax.

6.1 The Contractor’s employee attire shall be as neat and clean as practical while performing their duties. Each employee shall wear a FEMA-issued security credential clearly visible around the neck or clipped to a shirt pocket at all times.

6.2 Interference with Business: The work shall be carried on in such a manner that there will be minimal interruption to, or interference with the proper execution of Government business. All persons employed in the work, while on the premises, shall comply with all building regulations. FEMA personnel will not cause unnecessary delays (during janitorial cleaning) when offices or office areas need cleaning. Contact the PO if there are problems.

7. INSPECTION BY THE GOVERNMENT: Inspection of the contractor’s work will be made by the PO or designated task monitor. The PO or task monitor has authority to point out corrective measures, but does not have authority to alter the terms or conditions of the contract. All discrepancies pointed out shall be corrected immediately. No payment shall be made for services that are not performed in accordance with the specifications.

8. CLEANUP: Keep all supplies, equipment and machines clear of traffic lanes, other areas where they might be hazardous. Dispose of cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition or store outside the buildings in tight containers. After completing the work, dispose of all dirt and debris daily resulting from work under this contract.

9. INVOICES: The contractor shall submit a monthly invoice to the address in the contract.

10. OTHER CONTRACTS: The Government may undertake or award other contracts for additional work, such as painting and building and equipment repair. The contractor shall fully cooperate with such other contractors and government employees and carefully fit his own work to such additional work as may be directed by the Contracting Officer. The contractor shall not commit or permit any act which will interfere with the performance of work by any other contractor, or by government employees.

11. LOST AND FOUND: It is the responsibility of the Contractor to ensure that all articles of possible personal or monetary value found by the Contractor’s employees are turned in to the PO or Security.

12. SUPPLIES AND EQUIPMENT: The contractor shall provide all labor, equipment and supplies for the accomplishment of all janitorial work; this includes all toilet paper, paper towels, hand soap, and wastepaper receptacle liners.

13. PERFORMANCE STANDARDS

Once daily, seven days per week, the contractor shall provide janitorial services to meet the following performance standards:

13.1 VACUUMING AND SWEEPING: A properly vacuumed and swept floor is free of all dirt, dust, grit, lint, and debris except imbedded dirt and imbedded grit. Vacuum and sweep to ensure the area is clean and free of trash, debris and foreign matter.

No dirt shall be left in corners, crevices or where sweepings were picked up.

Vacuuming and sweeping shall be performed daily. Additional spot vacuuming and sweeping shall be performed as needed.

13.2 MOPPING: Uncarpeted interior floor (except plywood surfaces) shall be properly cleaned after sweeping by mopping any dirt, dust, grit, line, and debris which cannot be removed by additional sweeping. Mopped surfaces shall present a uniform, clean appearance free of debris, dirt, dust, soiled water film, streaks, marks and excess water. A satisfactorily mopped floor is without dirt and dust, marks, film streaks, debris, and standing water. Mopping shall be performed daily with additional spot mopping being required as needed.

13.3 DUSTING: The contractor shall dust all exposed air conditioning grills, mini blinds, doors, corners, crevices, moldings and ledges within approximately 70 inches from the floor. The contractor shall perform surface spot cleaning and dust horizontal surfaces up to approximately 70 inches from the floor. Dusting shall be performed twice per week.

13.4 WINDOWS/DOORS/WALLS: All glass shall be clean and free of dirt, grime, dust, streaks, watermarks and spots and shall not be cloudy. On a daily basis, the contractor shall clean metal door knobs, thresholds, kick plates, railings and other metal surfaces; handrails, doors; and clean spots and marks off walls. The contractor shall assure that walls, baseboards and other surfaces remain free of finish residue and marks from equipment.

13.5 EMPTYING WASTE BASKETS/RECEPTACLES: The contractor shall empty waste receptacles daily, collecting soiled bags in separate containers for disposal.

As needed, the Contractor shall wipe wastepaper receptacles utilizing a multipurpose (disinfectant-deodorizer) cleaner to remove all debris. The contractor shall reline all wastebaskets with a suitable plastic liner of the appropriate size.

The existing liner may be reused if it has not been soiled. Upon completion of this operation, all wastebaskets shall be free from all foreign material. Foreign material includes, but is not limited to, coffee grounds, paper, soda, etc.

13.6 TRASH REMOVAL/DISPOSAL: The contractor shall be responsible for disposal of all material collected from the waste receptacles and shall remove it from the site in a manner to prevent leaking, spilling, or blowing during transport. Disposal shall be in accordance with existing local, state, and federal regulations. The contractor shall be responsible for any and all permits or fees associated with the disposal.

13.7 RESTROOMS: Cleaned toilet rooms shall have no odors; wall and floors shall be kept free of marks at all times. The contractor shall clean all fixtures, metal chrome surfaces, doorplates, urinals, washbasins, mirrors, waste receptacles, shelving, dispensers and wall surfaces, utilizing a cleaner/disinfectant. Grease and dirt shall be removed from all lavatory and sink surfaces. Stains that cannot be removed using soap or detergent solutions may be removed with mild cleaning power. This cleaning shall take place once per day.

• RESTROOMS: URINALS/TOILETS: Cleaning shall include the seat, interior/exterior of bowl/urinal, flush valve, and polishing chrome-plated hardware and piping. Scrub bowl/urinals clean as far into the trap as possible and under the inside rim. Install, and/or replace as necessary, deodorizing cake, in all urinals and toilets. All urinal cakes shall be attached so as to not obstruct the normal flow of water. This cleaning shall take place once per day.

• RESTROOMS: TOILET PAPER DISPENSERS AND PARTITIONS: Toilet paper dispensers and partitions shall be cleaned with a neutral soap or mild detergent and water solutions followed by damp wiping with a clean cloth and clean water. The interior of dispensers shall be cleaned in the same manner as for exterior surfaces followed by thorough drying if all interior surfaces.

Dispensers shall be filled as necessary. This cleaning shall take place once per day.

• RESTROOMS: MISCELLANEOUS: Paper towels and hand soap dispensers shall be filled as necessary. The contractor shall empty, clean and disinfect sanitary napkin receptacles daily; replace soiled bags with new ones.

Deodorizers shall be checked daily and the contractor shall replace cartridges when necessary.

13.8 COMMON AREAS/EXTERIOR: The contractor shall vacuum or sweep entranceways, corridors, main lobbies, hallways, and passageways daily. The contractor shall mop tile or plywood entranceways, corridors, main lobbies, hallways and passageways daily. Drinking fountains shall be cleaned daily.

Elevators shall be cleaned daily and stairs shall be swept or vacuumed three times per week.

Loading dock areas and platforms shall be swept daily. Sidewalks, parking areas, and driveways shall be swept weekly (weather permitting). Exterior ash cans shall be emptied daily and the contractor shall clean the area of any discarded cigarette butts daily.

14. BUILDING CLEANING SCHEDULE: All cleaning services shall be performed once daily between the hours of 8:00 AM to 7:00 PM, seven days a week. Cleaning services outside these hours shall only be allowed with prior approval by the Project Officer or Contracting Officer. There may be occasions that the DRC is temporarily closed, for example for observance of Federal holidays or for election polling; in those instances the contractor will be provided advanced notice and will not be allowed on the premises.

15. ADDITIONAL SECURITY REQUIREMENTS: All contractor employees needing access to Government facilities or installations shall submit to a thorough background investigation.

The contractor shall ensure that each employee needing a DHS security credential complete a Form SF 85 Questionnaire for Public Trust Position and a DHS Form FF 12- 62 Personal Identification Verification Credential. All contractor employees must wear a FEMA-issued security credential at all times while in a FEMA facility.

Prior to receiving FEMA-issued security credentials, contractor staff shall be escorted by a FEMA-badged employee at all times.

16. PROJECT OFFICER: The Contracting Officer's authorized technical representative referred to herein as the Project Officer (PO) for this order is:

Project Officer: TBD

The Project Officer is the government employee assigned to assist the Contracting Officer (CO) in ensuring contractor performance of services in accordance with the terms and conditions of this contract. The tasks of the PO include:

Notifying the Contracting Officer (CO) as to the timeliness of performance by the contractor employees in accordance with the terms and conditions of this contract

Performing random surveillance of the contractor employees while they are at the facility

Ensuring compliance with contract requirements insofar as the locations and facilities to be serviced

Advising the CO of nonperformance or unsatisfactory performance issues

The PO shall act as the onsite government representative, but will not have the authority to direct the contractor or authorize any verbal or written changes to the terms and conditions of the contract. The Contracting Officer shall maintain this authority.

17. PERIOD OF PERFORMANCE: The performance period for this contract is as follows:

Base Period: Three (3) Months Option Period I: One (1) Month Option Period II: One (1) Month Option Period III: One (1) Month