Attachment_A_Statement_of_Work.pdf

Attachment A

Statement of Work

STATEMENT OF WORK

CONTENTS

1.0 Introduction and Background

2.0 Scope

3.0 Requirements

4.0 Janitorial Services

4.1 Routine Janitorial Services

4.2 Emergency Service Calls

4.3 Unscheduled IDIQ Requests

4.4 Clean Room Services

5.0 Reporting Requirements

6.0 Deduction Schedule

Statement of Work

1.0 Introduction and Background

The NASA Glenn Research Center (GRC) is comprised of approximately 74 cleanable buildings and additional related areas on a 351-acre main campus, adjacent to Cleveland Hopkins International Airport.

There is approximately 3,000 staff at GRC including civil servant employees and support service contractor employees. Over half of the employees are scientists and engineers, who plan, conduct or oversee, and report on the research tasks and projects of the Center.

They are assisted by technical specialists, skilled workers, and an administrative staff.

An extensive support staff services the Center in support of these programs.

2.0 Scope

The Contractor shall provide all resources (except as may be expressly stated in this contract as furnished by the Government) necessary and incidental to the performance of the janitorial services. The Contractor shall provide all labor, supplies, on-site management and overall administration, tools, materials, equipment, transportation and vehicles necessary to perform all tasks.

In addition to the description of work identified, the Contractor shall be responsible for administrative and clerical activities associated with performing each task and the management of this contract. This shall include complying with all regulatory, reporting and training requirements associated with this contract.

3.0 Requirements

All work shall be performed in accordance with the specific requirements identified for each cleanable building and area, and in unscheduled Indefinite Delivery Indefinite Quantity (IDIQ) and emergency cleaning requests submitted by the Contracting Officer Representative (COR). All work should be performed in accordance with specifications in Attachment B.

The Contractor’s normal work week for janitorial services shall be Monday through Friday. Time constraints for facility cleaning are identified in the Routine Cleaning Specifications (Attachment B) and Facility Specifications (Attachment D). The Contractor shall schedule work to avoid interference with normal Government business.

GRC operates 24 hours a day, 7 days per week, most employees at the Center work a day shift, flexible schedule (6:00 a.m. to 6:00 p.m.). In those cases where interference is unavoidable, the Contractor shall be responsible for making every effort to minimize the impact. The Contractor shall be required to schedule some routine and non-routine janitorial services during off shift periods, which will include weekends, when necessary to avoid interference with ongoing work activities. GRC research schedules vary based on testing requirements. Shampooing of carpeting and hard surface floor maintenance shall be performed outside normal business hours unless alternate arrangements are made with building occupants and approved by the COR. All work shall be scheduled in advance. The COR, customer, security and Building Managers shall be notified of all scheduling in advance. The Contractor shall have some latitude in the shift assignments providing they adhere to designated time restrictions listed for some buildings. Secured areas will require the presence of a Government employee while services are being performed. Services in these areas shall be scheduled in advance with Government personnel responsible for these areas.

The Contractor shall ensure timely accomplishment of work requirements and shall provide accurate tracking of work in progress through the use of a Government provided Housekeeping Log. In addition, the Contractor shall plan and schedule work to ensure that material, labor and equipment are available to complete work requirements within the specified time limits, and ensure that reserve janitorial supplies are maintained at a level to ensure continuous replenishment. All paper and soap dispensers are to be monitored and filled to prevent any “stock out” situations. In heavy usage areas, replenishment of dispenser products may be required more than once per day. The Contractor shall monitor these areas and replenish as needed. When the Contractor is notified by either the COR or a customer of a jam in any soap or paper dispenser, the Contractor shall correct the deficiency within 1 hour of notification during normal business hours and prior to 8:00 am of the next business day when notified after normal business hours. Prior to performing emergency or unscheduled services within a designated task area, the Contractor shall notify the Building Manager, area supervisor or the requester of their presence in that area. The COR shall be notified immediately in the event of an emergency request and provided ongoing status of all routine, emergency and unscheduled services.

Any items, including paper and folders, on desks, cabinets, work tables and conference tables shall not be moved. Chairs, waste baskets and recycling bins shall be returned to their original position. Water faucets or valves shall be turned off after usage. Windows shall be closed and lights and fans turned off when not in use. The Contractor shall close doors and lock rooms as required after cleaning. Mechanical equipment controls for heating, ventilation and air conditioning systems shall not be adjusted by Contractor employees. Where it is necessary for the Contractor to move furniture, fixtures, equipment and furnishings, extreme care shall be used to return the items to their original positions in their original condition.

The Contractor shall not move or disconnect any Automated Data Processing (ADP) equipment in the course of performing janitorial services. It is the responsibility of the customer to make appropriate arrangements for this task.

The Contractor shall be responsible for transporting personnel, tools, equipment and materials including ladders and scaffolds to and from work area. Contractor vehicles used in the performance of this contract shall have the Contractor’s name in letters, at least two inches high, affixed on both sides. The Contractor shall provide their own maintenance of contractor owned service vehicles and purchase gasoline for those vehicles. The Contractor shall adhere to all Glenn traffic and parking requirements in the performance of its duties.

Deployment of all supplies to buildings shall be the responsibility of the Contractor and a small amount of janitorial stock and materials shall be placed in designated storage areas (see Attachment F). In most instances, these storage areas are locked, in all locations supplies and equipment will be stored at the Contractor’s risk.

No contract deliveries will be accepted at the Glenn Receiving Dock. All supplies ordered by the Contractor, if delivered to the Center by a contract carrier, shall be delivered to the Contractor’s Receiving Area.

All chemicals utilized in the performance of this contract shall be accompanied by a Material Safety Data Sheet (MSDS) when received on the Center. A copy of all Material Safety Data Sheets (MSDS) shall be sent to the Safety and Health Division (SHeD) at Mail Stop 6-4. All chemicals delivered to the Glenn Research Center shall be added to the Center chemical inventory system and labeled in accordance with the Center requirements before they are released from the contractors receiving area or utilized on the Center. The contractor shall dispose of all empty chemical containers and or chemicals that are no longer needed in accordance with Center requirements and utilizing the Center process to ensure accurate inventory tracking.

If the COR purchases materials such as replacement walk-off mats, trash cans, and cigarette butt receptacles they will be shipped directly to the Contractor’s Receiving Area for receipt and deployment to target building location. The COR will provide the Contractor with appropriate purchase order information and the Contractor shall match material specifications with order information before taking acceptance. The Contractor shall provide the COR with the packing slip indicating material receipt within two working days after acceptance. All cigarette butt receptacles (aka Smoker’s Outposts) shall be stenciled with target building location before deployed. It is the Contractor’s responsibility to maintain an inventory and location of cigarette butt receptacles.

The Center is an ever-changing environment due to building modifications and other changes that will affect the accuracy of documented square footage. All new construction and demolition of existing buildings will require pricing estimates provided by the Contractor based on square footage to be approved by Government. The Contractor shall verify square footage information when estimating work. It is the responsibility of the Contractor to ensure that work estimates are based on accurate data. Work estimates based on GRC documentation shall allow for an error margin of + or - 10% before any equitable adjustment will be made to the work estimate price. Estimates for IDIQ and emergency work shall be prepared at no additional cost to the Government. All estimates shall include the task to be performed, the number and type of units (i.e., sq. ft., man-hours) used to estimate the task, the unit price and the total cost. All estimates shall be prepared in accordance with the Government’s processes. The Contractor shall work with customers to identify task requirements when preparing estimates.

The Contractor shall ensure the efficient performance of the work effort in planning, scheduling, and quality control and process improvements for services throughout the contract period of performance.

Contractor responsibilities shall not be limited to the routine administration of the contract, but will include continuous and aggressive attention to continuous process improvements throughout the contract period of performance. The Contractor shall work in cooperation with the Government in identifying areas within buildings which are in need of special cleaning, as well as identifying process improvements.

The Glenn Research Center has many buildings with laboratory areas consisting of lab sinks, chemical storage cabinets, fume hoods and research equipment. The Contractor is NOT responsible for the cleaning of lab sinks, fume hood glass, storage cabinets, or equipment in these areas.

The Contractor shall provide all supplies, tools, materials, equipment, and vehicles necessary to perform these services except as may be expressly stated in this Contract as furnished by the Government. Contractor employees shall not use Government or privately-owned equipment located in work areas during the performance of janitorial services.

The Government shall provide telephones and radios identified in Attachment G. All equipment provided shall be used for official Government business only.

On-site office space is provided to the Contractor for use in performance of this contract.

Due to NASA regulations and limitations in storage space, only a minimum of materials are to remain on hand at Glenn. The Contractor may use the following Glenn provided areas for supply and equipment storage: Building 107 caged area (270 sq. ft.), Building 214 warehouse (400 sq. ft.). No additional storage or office space will be provided. See floor plan in Attachment E.

Office furniture located in the space provided above will be available for Contractor use (see Attachment G). Replacement of broken furniture or any additional furniture required for the contract will not be furnished by the Government.

The Government shall provide computer equipment identified in Attachment G.

Privately configured IT equipment shall not be connected to the internal network and Government provided computers shall not be networked to or communicating with an off-site system through a modem. These computer systems will come with a full-service seat in order to accomplish the interoperability necessary to function on the GRC network and communicate with other devices existing at the Center. All use of these computers shall be limited to Government business or GRC approved Internet access in support of this Contract. Use of all Government provided IT resources require compliance with all IT security policies and requirements.

The Contractor shall use recycled content and bio-preferred supplies, products, and equipment whenever possible. The Contractor shall utilize environmentally preferable products that reduce impacts on human health and the environment. Such purchases are required by Executive Order 13514 "Federal Leadership in Environmental, Energy, and Economic Performance", the Energy Policy Act of 2005, Environmental Protection Agency's (EPA's) "Comprehensive Procurement Guidelines", EPA's "Recovered Material Advisory Notices", and Office of Federal Procurement Policy's (OFPP's) Policy Letter 92-4, “Procurement of Environmentally Sound and Energy Efficient Products and Services".

The Contractor shall comply with all GRC Security requirements when staffing and performing required tasks. These requirements apply to the prime and all subcontractors.

This information is being furnished so that the Contractor shall consider these factors at the time of staffing.

The Contractor shall notify Security, in advance according to Government policy, of any outside visitors and make all arrangements for temporary badges and escort. All vehicles entering Government property are subject to search.

The Contractor shall ensure that all Government and personal property items found out of place, such as on the floor, in restrooms or in common-use areas, are turned into the Glenn Security Office.

The Contractor shall comply with all Federal, State and local safety and health requirements, as well as NASA Glenn safety, health, and environmental policies and requirements applicable to work performed under this contract and all revisions or changes, which may come into effect during this period of performance.

The Contractor shall use environmental management practices to improve indoor air quality (IAQ). Indoor air quality shall be considered when selecting cleaning methods and products. Solvents and cleaning agents shall be used that reduce volatile organic compounds (VOCs) in the buildings. The Contractor shall develop documented procedures to ensure employee awareness of this requirement. These procedures shall include processes to improve indoor air quality, mold awareness, proper disinfection and cleaning procedures, vacuuming procedures and the role that the janitorial staff has in indoor environmental quality. “Cleaning for Health” needs to be the prevailing focus.

The Contractor shall be required to prepare a site specific Health and Safety Plan, including a Sharps Exposure Control Plan, to be submitted for Government approval.

Final plan shall meet the Government’s requirements and be approved by the Government within 15 days of Contract award. All safety, health, environmental, and security requirements of this contract shall be applicable to all subcontractors performing work under this contract. This shall include any required training and a site/task specific Health and Safety Plan when required. The Contractor shall provide ongoing review of all operations to ensure compliance to all health and safety requirements of the contract.

The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the GRC environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the GRC EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Management Representative. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

The Contractor shall develop a safety program encompassing safe work procedures, practices and any other pertinent information regarding safety standards. The Contractor shall ensure the safety of Contractor personnel, Government property and facilities.

The contractor shall participate in the NASA Glenn Contractor Safety Committee. The contractor shall conduct monthly safety meetings with Contractor personnel. The contractor shall comply with all training requirements defined in Attachment R and new requirements as revised during the term of the contract.

The Contractor shall ensure that all licensing, certifications, medical monitoring and immunizations required by Federal, State, local and NASA requirements are current throughout the term of the contract. Records related to compliance shall be made available to the Government upon request.

The Contractor shall be responsible for determining the need for, and usage of, proper safety equipment in accordance with applicable safety and environmental standards.

When required, safety permits will be initiated through the Center’s Safety Office prior to starting any work. The Contractor shall further be responsible for obtaining and providing all necessary safety equipment. The Contractor shall provide and utilize OSHA-approved ladders and scaffolding when required for janitorial work. If during the course of performing services under this contract the Contractor suspects any material of being hazardous, the Contractor shall stop work and notify the COR. Work shall not resume until a determination has been made concerning the suspected material. The COR shall be notified immediately of any condition that has or has the potential to create a poor or unsafe working environment. The Contractor shall report items in need of repair to the appropriate Building Manager and the COR.

Special safety precautions to prevent accidents during floor care operations shall be observed. Safety warning cones or signs shall be placed at each entrance to the hallways or stairwells when floors are being damp mopped. Safety cones and/or signs shall remain in place until floor surfaces are dry. Some floor areas require the application of a “non-static” wax. These areas are indicated in building specifications (Reference Attachment B). Due to the aircraft present, there is currently a Class 1, Division 2, Group D, EE-rated floor scrubber located in the hanger at Building 4. This floor scrubber is currently available for use by the contractor. However, in the event that the floor scrubber is not operational, it is the responsibility of the contractor to complete the cleaning as identified in the statement of work utilizing an equivalent method and same rated equipment without the expectation that the Government will fix, replace, or supply alternate equipment resources. Any floor scrubber used must be approved by hanger personnel and janitorial contract employees using the equipment must have proper training prior to use.

The Contractor shall comply with the Standards for the Tracking and Management of Medical Waste, (CFR Title 40, Part 259); and the Ohio Revised Code, Section 3745-27- 30 State of Ohio Infectious Waste Regulations; OSHA’s Bloodborne Pathogens Standards; and DOT Hazardous Materials Regulations. The Contractor shall also comply with OSHA Toxic and Hazardous Substances standards (29 CFR 1910.1001 and 29 CFR

1926.1101 and preamble) in performance of janitorial services and associated training.

The Contractor shall comply with the requirements defined in the Safety and Health Division, Medical Waste Management Chapter and Bloodborne Pathogens Chapter.

All resilient tiles shall be presumed asbestos containing material (PACM) unless specifically identified as asbestos free. When removing carpeting, the Contractor shall ensure that asbestos tiles are not abraded, crumbled or handled in such a way as to cause a “friable” condition. During carpet removal, the Contractor shall cut, lift and remove the carpeting in narrow strips to eliminate or minimize the lifting of any tiles. Where the condition of asbestos tiles comes into question, the Contractor shall stop work immediately and notify the COR. Glenn asbestos personnel will be contacted to evaluate and contain the area for abatement, as required. The Contractor shall provide Asbestos Awareness training for all employees as required in Attachment R.

The Contractor shall keep all work areas clean and free from foreign debris and hazards, with all waste materials, trash, recyclable materials and debris deposited in containers furnished by the Government. Plastic and glass bottles and aluminum cans collected in buildings throughout the Center for recycling shall be placed in the appropriate dumpster located at Gate 219 Storage Area. All equipment and supplies shall be removed from occupied areas and properly stored when not in use.

4.0 Janitorial Services

The Contractor shall provide routine, emergency and unscheduled janitorial services.

Routine janitorial services consists of general cleaning and servicing, emptying of all waste and recycling containers, floor maintenance, restroom cleaning and stocking of supplies, carpet, window, diffuser and vent cleaning, winter wet mopping, and reoccurring special event cleaning. Emergency and unscheduled services are commonly referred to as indefinite delivery, indefinite quantity, (IDIQ) because the quantity of these services varies. All IDIQ services shall be performed as requested by the COR. All services provided under this Contract shall meet the defined quality standards in Attachment C.

4.1 Routine Janitorial Services

The Contractor shall provide routine janitorial services for all areas defined in the Inventory of Facilities, Attachment D. These tables are included to provide a reasonable estimate of facilities to be cleaned, the approximate total square footage and miscellaneous existing building data to quantify the scope of the janitorial work described in routine services. All work should be performed in accordance with the specifications in Attachment B. Attachment B also contains a preface which gives further detail on general building specifications and lists comments, clarifications and rationale for many cleaning tasks.

All requests for new or modification to routine tasks in a building or area will be submitted to the Contractor by the COR in writing. The Contractor shall provide a cost estimate to the COR for review and approval prior to implementation of any changes. All changes will be documented in a contract modification approved by the Contracting Officer.

The Contractor shall schedule services within buildings in accordance with requirements and frequencies detailed for each building in Attachment B. Any scheduled changes that affect the interval or frequency of a routine service shall be approved in advance by the COR. During the performance of routine janitorial services for an entire building or area, where access is temporarily restricted in some building locations due to construction or work schedule conflicts, the Contractor shall temporarily omit this building area. The Contractor shall be required to return to these building locations at a later date and time to complete the building task. Effort incurred for the movement and deployment of janitorial equipment in support of this work is viewed as within the scope of the SOW.

Therefore, no additional cost shall be charged for this work.

The Contractor shall clean all building entrances, to include interior and exterior doors, doorframes, and door glass to present a clean appearance free from tape, streaks, stains and hand marks. The Contractor shall monitor areas immediately outside building entrances, steps and sidewalks to remove dirt, debris, cobwebs and other foreign matter.

The Contractor shall empty all waste containers. Disposable liners shall be used and replaced when any liquids or food waste are found during trash or recycling removal when emptying containers. All container liners shall be of an environmentally friendly biodegradable material.

Dust all exposed surfaces. All surfaces shall be dusted using a microfiber dusting cloth to capture dust. These surfaces shall include all furniture including desks, file cabinets, shelving units, chair bases, tops of wall hung objects, window sills and frames, grills and grates, door frames, etc. Routine dusting shall include removal of all visible cobwebs from cleanable areas.

Dust mop (sweep) and damp mop hard surface floors. Hard surface floors shall be dust or damp mopped to remove all dirt, debris, cob webs and other foreign matter. All hard surface floors shall be free of spills and stains.

Vacuuming shall be performed using commercial vacuuming equipment with a minimum high efficiency particulate absolute (HEPA) filtration of 99.97% on 0.3 micron particle size to assure dust, dirt and other contaminants are contained and removed from the building. All bag, filter replacement and maintenance shall be performed in accordance with manufacturer specifications and recommendation. Maintenance records, which include dates when vacuum bags and filters are changed, shall be made available to the Government upon request. Items such as chairs, waste and recycling cans shall be moved to ensure vacuuming covers all accessible areas. Close attention shall be paid to ensure areas along walls, corners, and under desks are effectively cleaned when vacuuming.

Sufficient time shall be spent while vacuuming to prevent the accumulation of embedded dirt and dust in all carpeted areas.

Restroom cleaning procedures shall ensure that all sinks, toilets, urinals, chrome fixtures, counters, mirrors, and partitions are maintained in a clean and sanitary condition.

Restroom perimeter and interior walls are cleaned annually. Floors shall be swept and disinfected. Cleaning methods shall ensure that all surfaces are sufficiently disinfected to promote a healthy environment. In all restroom areas, trash shall be emptied to ensure no overflows and dispensers shall be monitored to ensure no outage conditions.

All paper and soap supplies for restroom dispensers shall conform to current style and roll or package sizes used in existing dispensers. All toilet paper shall be 2-ply. Any changes to dispenser design/style shall be approved by the COR. Replacement, installation and all on-going maintenance of all dispensers shall be the responsibility of the Contractor and at no cost to the Government. All paper products, soap, and restroom supplies shall meet all affirmative procurement requirements. This includes environmentally friendly and recycled content products.

Routine annual carpet cleaning shall be performed on a schedule to ensure the interval between cleanings does not exceed 12 months. All carpets shall be vacuumed prior to cleaning. Cleaning methods shall ensure no residual cleaning products are left in the carpet. Methods shall ensure that National Carpet and Rug Industry Standards are used for water temperature, typically between 160 – 180 degrees, and cleaned areas are completely dried within 48 hours to prevent mold and bacteria growth. Building occupants are notified at least 48 hours in advance to ensure small items are removed from the floor in carpeted areas prior to cleaning. The Contractor shall ensure that items such as chairs and any remaining waste and recycling cans are moved to ensure carpet cleaning covers all accessible areas. Close attention shall be paid to ensure areas along walls, corners, and under desks are effectively cleaned. In addition, all carpeted first floor entryways and hallways are cleaned three times during the winter months.

Routine annual strip and wax floor care shall be performed on a schedule to ensure the interval between cleanings does not exceed 12 months. All floors shall be swept prior to cleaning. Cleaning methods shall ensure no residual dirt is embedded in the finished floor. Finished floors shall be streak free and have a uniform shine. Methods shall ensure that cleaned areas are completely dried by 6:00 a.m. the following business day.

Building occupants are notified 48 hours in advance to ensure small items are removed from the floor prior to cleaning. The Contractor shall ensure that items such as chairs and any remaining moveable items are removed to ensure all exposed areas are stripped and waxed. Close attention shall be paid to ensure areas along walls, corners, and under desks are effectively cleaned.

Routine annual window washing shall be performed on a schedule to ensure the interval between cleanings does not exceed 12 months. All window cleaning shall include interior and exterior surfaces. Cleaning methods shall ensure that windows are clean and streak free. Building occupants are notified 48 hours in advance to ensure items are removed from window sills.

Routine annual HVAC ceiling diffuser cleaning shall be performed on a schedule to ensure the interval between cleanings does not exceed 12 months. Building occupants shall be notified 48 hours in advance to ensure items and equipment below area(s) being cleaned are covered. Cleaning methods shall ensure that ceiling diffusers are thoroughly cleaned and left free of any dirt, accumulated dust and debris.

All bio-medical waste shall be delivered to the appropriate central collection point for disposal and any required documentation prepared.

Routine services shall include an annual cleaning of all slop sinks, eye wash stations, ear plug stations, inside and outside of smoker’s outposts, and inside and outside of all trash cans. In addition, trash cans should be cleaned if any liquids or other food waste are noticed when cans are emptied and during replacement of liners/bags. The Contractor shall keep the COR informed of any smoker’s outposts or walk-off mats which are damaged or in need of replacement. The Contractor shall replace these items as needed utilizing stock provided by the Government. Severely damaged carpeting, tiles, stair treads or building surfaces which may pose a tripping hazard shall be reported as a safety hazard to the Building Manager.

4.2 Emergency Service Calls

Emergency services consist of overflowed restroom fixtures, spills, floods, muddy or wet entrances, broken glass, and biohazard cleanups. The Contractor shall provide all labor and materials necessary to perform all emergency IDIQ janitorial services. Emergency services shall be available 24 hours per day, 7 days per week on an as needed basis. The Contractor shall respond to emergency service requests within two hours. Once initiated, the cleaning effort shall continue until complete.

The Contractor shall provide a designated 24-hour manned phone number(s) for all emergency service requests. The Contractor shall notify the COR no later than 8:00 a.m.

the following business day of all emergency requests received after hours received by any source other than the COR. Notification to the COR shall include date, time, location, requester, nature of the request and hours. All emergency work requests shall be documented on the appropriate form provided by NASA. Contractor costs for emergency work (e.g., an hourly rate including materials, etc.) shall be reimbursed utilizing the rate for such services as proposed in the “Detailed Pricing Sheets” for Task 4.2 (Reference Attachment J-B.2).

In the event of an active leak or pending repair, the Contractor shall coordinate with the on-site maintenance contractor and Water Intrusion Response Team (WIRT) to ascertain the status of the repair to avoid time spent on a cleanup which will only continue to reoccur.

Emergency services shall be provided to all areas of the Center. This shall include Building 340, Lewis Little Folks, Inc. Daycare Center, and other areas where routine services are not performed.

4.3 Unscheduled IDIQ Requests

Unscheduled IDIQ requests shall include all janitorial services required on an unscheduled or irregular frequency. These services may include performance of a routine service which is requested between the normal scheduled frequencies for that task. These unscheduled requests shall include carpet and mat cleaning, window cleaning, ceiling vent/diffuser cleaning, stripping and waxing floors, application of special coatings, carpet and drape installations, blind cleaning, trash removal, special cleaning as a result of personnel moves. These services will also include cleanup before, during and after picnics, conferences or any other special event. Some requests shall include heavy industrial cleaning of a test facility which may involve removal of a petroleum-based residue or other materials. Historical data can be found in Attachment O.

Unscheduled requests shall be ordered on an as-needed basis. The Contractor shall provide a cost estimate to the Government for all requests within 3 business days, unless specified as an urgent or short-turnaround request. Urgent requests require a response within 1 business day. Cost estimates for all work shall provide sufficient detail to allow the Government to distinguish discreet costs for each task within a given request. No work shall be performed until specifically approved by the COR.

4.4 Clean Room Services

Clean Room services are provided on an ongoing routine basis. The need for specific Clean Rooms will vary based on Center test requirements and will be activated and deactivated as needed. Cleaning standards and the frequency of cleaning shall be in accordance with the required Federal Standard 209 to maintain the rating for the specific Clean Room. Clean room ratings will range from Class 1 to Class 100,000. Cleaning services to bring an inactive Clean Room up to the required standards should be considered when providing estimates.

The Contractor shall supply all equipment and materials necessary to clean and maintain the specified environment of all Clean Rooms identified in Attachment S. This shall include all specialized clothing and to include coveralls, smocks, head covering caps or hoods, shoe covering booties and gloves.

Cleaning of Floors - Floors shall be vacuumed with a HEPA filtered vacuum cleaner, followed by damp mopping. Damp mopping shall be performed with an absorbent, non-shedding sponge mop. Floor cleaner/degreaser solutions shall be non-toxic, non-flammable and non-corrosive and contain no formaldehyde, abrasives, phosphates or soaps. All floor cleaning and degreasing solutions shall be approved for Clean Room applications. All floor wax used will meet anti-static properties.

Cleaning of Walls and Ledges (12’ and below) – Walls and ledges shall be cleaned with wipes and liquid cleaner. Wipes shall be fabricated from non-abrasive, absorbent materials which leave no film or residue. Wipes shall be specifically approved for Clean Room applications. Liquid cleaning solutions shall be identical to that used for cleaning Clean Room floors. This requirement applies to Level 1 and 2 Clean Rooms only.

Cleaning of Walls and Ledges (above 12’ height) – Walls and ledges shall be cleaned with wipes and liquid cleaner. Wipes shall be fabricated from non-abrasive, absorbent materials which leave no film or residue. Wipes shall be specifically approved for Clean Room applications. Liquid cleaning solutions shall be identical to that used for cleaning Clean Room floors. The Glenn Research Center has no existing Level 1 or 2 Clean Rooms with ceiling heights greater than 12’. Therefore, this requirement applies only to Level 3 and 4 Clean Rooms.

Cleaning of Ceilings – Ceilings shall be cleaned with wipes and liquid cleaner.

Solutions shall be identical to that used for cleaning Clean Room floors.

Cleaning of Horizontal Surfaces – Horizontal surfaces, including uncluttered tables, empty shelves, exterior surfaces of cabinets and chairs shall be cleaned with wipes and a liquid cleaning solution. The Contractor is not responsible for cleaning research equipment, tables or shelves containing equipment or chemicals, or laboratory sinks.

Wipes and liquid cleaning solutions shall be identified to that used for cleaning Clean Room floors.

Cleaning of Cranes and Hoists – Cranes and/or hoists shall be cleaned with wipes and a liquid cleaning solution. Wipes and liquid cleaning solution shall be identical to that used for cleaning Clean Room floors.

Clean Room locations, square footage values and cleanliness levels are listed in Attachment S. All employees performing services in Clean Room areas shall have adequate training for this type of specialized requirement.

See Attachment S for a list of potential unscheduled Clean Room services frequently requested. The Contractor shall perform these tasks to meet the quality standards.

5.0 Reporting Requirements

The Contractor shall provide all reporting requirements identified below and referenced throughout this document and specifically detailed in Attachment Q.

The Contractor shall submit a Safety and Health Plan, including Sharps Exposure Plan, within 15 calendar days of contract award. The Contractor’s Safety and Health Plan shall be required to meet the Government’s minimum standards.

The Contractor shall provide MSDS sheets prior to the use of all chemicals and cleaning products utilized in the performance of the contract. The Contractor shall maintain copies for their record and provide a copy to the NASA Safety and Health Office at Mail Stop 6-4.

The Contractor shall report and document all accidents or close calls utilizing the NASA Incident Reporting Information System (IRIS) within 24 hours. The contractor shall immediately notify the COR, LTID Safety Coordinator, LTID Division Office and the Glenn Safety and Health Division Chief. The Contractor shall provide updates in IRIS and additional information as required until incident is closed by the NASA Glenn Safety Office.

The Contractor shall provide a monthly training report documenting all training accomplished during the month. All safety, environmental, procedural and any other required training shall be included. Report shall identify attendees, topic, and date of training.

The Contractor shall provide an annual report documenting the status of all licensing, certifications, medical monitoring and immunizations required by Federal, State, local and NASA requirements are current throughout the term of the contract.

Prior to contract start, the Contractor shall provide the COR an emergency call list. The list shall identify contractor management personnel with the authority to commit resources when requested by the COR and the succession of authority. Contact information is required for all individuals during and after business hours and weekends.

The Contractor shall ensure that the COR has a current and accurate list throughout the term of this contract.

Prior to contract start, the Contractor shall provide a list of all employees, their assigned areas of responsibility including buildings and duties. The list shall include the designated shift or restrictive timeframe when work is being performed in each building and work area. The Contractor shall provide an up-to-date list on a quarterly basis, or as needed, to ensure that the COR has a current and accurate list throughout the term of this contract.

Prior to contract start, the Contractor shall provide detailed work schedules for all routine services. Schedules shall include all daily, weekly, monthly, and annual tasks. Schedules for long range cleaning tasks such as carpet and mat cleaning, perimeter wall washing in restrooms and cleaning of HVAC ceiling vents will be provided to Building Managers for the purpose of notifying building occupants of upcoming work. All work shall be performed in strict compliance with the contractor defined schedules. Changes to the work schedules shall be submitted to the COR at least 3 working days prior to implementation. Work schedules will be used for the purpose of contract surveillance.

The schedule shall include sufficient detail to determine if routine services are being performed in accordance with the requirements of the contract. All schedules shall include day, month, building and area where services are to be performed. When work is performed at frequencies such as twice or three times per week, etc., the specific day of the week shall be designated to allow customers to plan accordingly and provide necessary access. The Contractor shall maintain records, including completed Housekeeping Logs for all areas, to indicate completion of all services in accordance with defined schedules. Housekeeping logs shall be reviewed for accuracy and consolidated into a Master Housekeeping Log, which will be maintained and signed off by Contractor Management. A Master Housekeeping Log, signed off by Contract Management, shall be provided to the Government weekly or when requested by Government.

The Contractor shall develop and submit a Quality Assurance Plan (QAP) within 15 calendar days of contract award. The QAP shall include inspection methods to ensure all tasks are performed in compliance with defined schedules and contract quality standards.

The Contractor’s QAP shall define a formal process of corrective action to address any complaints or deficiencies identified by the Contractor, customers or the COR. The plan shall incorporate feedback received utilizing the Government’s automated Customer Satisfaction Survey System available to Center customers. The plan shall be developed with continuous process improvement in mind. Records of inspections and corrective actions shall be available to the Government upon request. A Quality Assurance Report shall be provided to the Government monthly. The report shall provide details of inspection results and any corrective actions taken.

The Contractor shall provide a monthly status report of all open, on-going and completed IDIQ and emergency work requests. The report shall be discussed at a monthly contract coordination meeting.

The Contractor shall provide a detailed annual report of all janitorial material, equipment and supplies utilized in the performance of the contract. The report shall identify item, quantity and type for all materials, equipment and supplies. Reporting shall also identify products with recycled content and environmentally preferred products. Additional reporting shall be required to comply with the Center’s Affirmative Procurement requirements.

The Contractor shall provide an annual staffing report for all personnel subject to the Service Contract Act utilized in the performance of this contract. This shall include staffing information for all union, non union, temporary, full time, part time and subcontractor personnel. The report shall include the employees name, employer, bargaining unit status, labor classification, and hourly wage and fringe rates. This information shall be maintained current at all times by the Contractor and made available to the Government immediately upon request.

6.0 Deduction Schedule

The contract is a fixed-price performance-based contract. The performance requirements being used to determine acceptable performance are quality and schedule (frequency and timeliness). The quality standards and frequency of cleaning are defined in the contract.

The Government shall utilize the contract surveillance plan to evaluate the quality and timeliness of all work performed. The Government’s determination of defect in quality of timeliness shall result in deductions from the Contractor’s invoice. Deductions are based on classes of deficiencies. The class deductions are divided into three levels based on criticality. Each class deduction has a specific deduction amount associated with it.

There is also a deduction for non-performance which shall be taken for non-performance of task(s) in any of the three class categories.

The class of deduction for contract tasks is incorporated in the Schedule of Deductions, Attachment I. The Contractor shall be notified immediately of any deficiencies identified by the Government as a result of contract surveillance. The Contractor shall be given an opportunity to re-perform a service before a deduction is taken. Re-performance shall occur within the timeframe defined in the Deduction Schedule or the deduction will be taken.