A04-Bombay_Hook_FY26_SOW.pdf

Scope of Work – RFP # 140FSxxxx

United States Department of the Interior FWS Bombay Hook NWR

2591 WHITEHALL NECK ROAD

SMYRNA DE 19977-2912

SCOPE OF WORK

Janitorial Services

TABLE OF CONTENTS

I. INTRODUCTION

II. COVID-19 GUIDELINES

III. PROJECT DESCRIPTION/DETAILS

IV. PROJECT LOCATION/INFORMATION/POINT OF CONTACT

V. PERIOD OF PERFORMANCE:

VI. FREQUENCY OF SERVICE:

VII. WORK SCHEDULE

VIII. INSPECTIONS AND REPORTING REQUIREMENTS

IX. GOVERNMENT PROVIDED SUPPLIES AND EQUIPMENT

X. WEEKLY TASKS/DELIVERABLES

XI. MONTHLY TASKS/DELIVERABLES

XII. QUARTERLY TASKS/DELIVERABLES

XIII. BI-ANNUAL CARPET CLEANING AND FLOOR WAXING

XIV. COMPLIANCE REQUIREMENTS

XV. STANDARDS OF PERFORMANCE

I. INTRODUCTION

The U.S. Fish & Wildlife Service (FWS) is seeking a Contractor to provide Janitorial Services for One Base Year and Four Option Years. The Contractor shall furnish all necessary personnel, supervision, and transportation to provide professional janitorial services for the Bombay Hook National Wildlife Refuge located at 2591 Whitehall Neck Rd in Smyrna, Delaware in accordance with the terms and conditions of this Scope of Work (SOW).

The objective of this contract is to provide a clean, attractive workplace that presents the facility in its best appearance to enhance public relations and attractiveness of the facility.

II. PROJECT DESCRIPTION/DETAILS

The Contractor shall plan, schedule, coordinate, and assure effective performance of janitorial services with experienced and qualified professional personnel.

Estimated Square Footage The Government has estimated the number of square feet of floor space and the Contractor shall make no claim against the Government for any excess or deficiency therein. The occupied space consists of approximately 7,313 square feet (2,171 sq ft of assembly space, 2,773 sq ft of business space and 551 sq ft of accessory storage space).

Description Square Feet Type of Flooring Break Room 205 Tile Conference room 303 Carpet Mud Room 129 Tile Library 76 Carpet Lobby/Display Area 991 Epoxy Multi-Purpose Room 1,195 Epoxy Offices (#7) 1,678 Carpet Reception Area 70 Epoxy Men’s Restroom 200 Epoxy Women’s Restroom 200 Epoxy Staff Male Restroom 70 Epoxy Staff Female Restroom 80 Epoxy Vestibule 72 Epoxy

Configuration Kitchen One Sink Multi-Purpose Room Three Sinks Mud Room One Sink Men’s Restrooms One Urinals, Three Sinks, Three Toilets Women’s Restrooms Three Sinks, Four Toilets

Windows There are 33 first floor windows, 5 glass doors and a double glass door entryway. Only the first-floor windows are included in this scope of work and the dimensions are 13 tall 9’10” x 2’11” windows and 20 smaller 3’11” x 2’11” windows.

III. PROJECT LOCATION/INFORMATION/POINT OF CONTACT

Address: Bombay Hook NWR

2591 Whitehall Neck Rd Smyrna, Delaware

Point of Contact / Technical Coordinator To be provided upon award

IV. PERIOD OF PERFORMANCE:

One (1) Base Year and Four (4) Option Years (Dates are approximate and will be finalized upon award)

V. FREQUENCY OF SERVICE:

The contractor shall inspect, and clean areas as needed to maintain a clean and neat

Base year Oct 01,2025 – Sept 30,2026 Option year (1) Oct 01,2026 – Sept 30,2027 Option year (2) Oct 01,2027 – Sept 30,2028 Option year (3) Oct 01,2028 – Sept 30,2029 Option year (4) Oct 01,2029 – Sept 30,2030 indoor and outdoor appearance.

• Weekly - Services performed one time during each week of the contract.

• Monthly - Services performed twelve times during each 12-month period of the contract.

• Bi-Monthly - Services performed twice per month during each period of the contract.

• Quarterly - Services performed four times during each 12-month period of the contract. Scheduling of these services must be arranged with the Technical Coordinator prior to work being conducted.

VI. WORK SCHEDULE

The Contractor shall perform all cleanings on an agreed upon day, Monday thru Friday, between the hours of 9:00am and 4:00pm, EST/EDT. In no case shall work be performed outside of the scheduled times unless requested and approved by the Technical Coordinator.

Whenever scheduled services fall on a federal holiday, the services will be performed on the previous or following working day. In no event will the Contractor change the work schedule without the prior consent of the Contracting Officer (CO) or Technical Coordinator.

Federal Legal Holidays: New Year’s Day, Martin Luther King's Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

When a holiday falls on Saturday or Sunday, it is observed on the adjacent Friday or Monday, respectively. In addition to the holidays listed above, the Contractor agrees to observe leave days or closures designated by Federal Statute, Executive Order, or Presidential Proclamation.

VII. INSPECTIONS AND REPORTING REQUIREMENTS

A Janitorial Service Log (Log) will be provided to the Contractor by the Technical Coordinator. Completion of the Log is a requirement of the contract. The Log for each visit shall be completed, signed, and dated by the employee who performed the work.

Information in the Log shall include at a minimum:

• Checklist of work performed during the cleaning visit. All tasks shall be clearly noted on the Log.

• Discrepancies from the routine work scheduled and an explanation of the circumstances involved.

• All janitorial supplies provided by the facility that are running low must be noted in the Log so they can be resupplied.

• The Log will be cross referenced with each invoice submitted by the Contractor.

Incomplete Logs may affect payment amounts.

VIII. GOVERNMENT PROVIDED SUPPLIES AND EQUIPMENT

The Government shall provide necessary cleaning equipment and cleaning products to include but not limited to: (list all supplies below)

Cleaning Supplies: All cleaning products provided will be environmentally friendly and free from toxic and polluting chemicals when at all possible.

o General multipurpose cleaner o General multipurpose interior and exterior glass cleaners o General multipurpose disinfectants o General furniture polish o Rug Cleaners o Floor cleaners and strippers o Hand soap (bar and liquid types) o Hand Sanitizers o Odor Control and Neutralizers o Floor surface restorers and finishes o Trash bags/liners of various sizes for all trash receptacles.

o Paper towels o Toilet paper

Cleaning Equipment:

o Rags, Dusting Cloths, etc.

o Vacuum o Mops o Brooms o Carpet Shampoo Machine o Floor Wax Machine

The above supplies and equipment will be stored onsite. The contractor shall be responsible for the proper care and storage of all Government provided equipment and products. The storage area shall be maintained in a clean and sanitary manner. The Contractor shall write a comment in the janitorial log when any products have a low inventory.

All materials, equipment and/or paper supplies belonging to the Government shall not be removed from the site. The Government will not permit wasteful or unauthorized use of Government-furnished materials. The contractor will not use Government-furnished materials for use outside of the job requirements of this contract.

The Government will provide all utilities for Contractor’s use in performance of tasks outlined in this SOW. The Contractor shall be prudent to turn off lights, water faucets or valves off after use.

IX. WEEKLY TASKS/DELIVERABLES

(Refer to Section XIII for task specific cleaning standards and expectations)

Weekly Tasks include cleaning the following rooms:

Entrances, Lobbies, Corridors, Hallways, Mudroom, Multi-purpose Rooms, Bathrooms, Vestibules, lobby, etc.….

Dust & Cobweb Removal Dust and remove any accumulated debris and grime from all level/horizontal surfaces throughout the building 72” and below.

Floor Cleaning o All hard surfaced floors shall be vacuumed and wet mopped o All Carpets and Rugs shall be vacuumed including entrance mats if applicable o If entrance mats are present at entrance/exit doorways, the Contractor shall shake them out to remove any visible litter, vacuum as needed and return to their original position o Sweep Exterior Porches and Entryway

Kitchen - Clean & Disinfect: (All items listed below shall be cleaned & disinfected) o Sink, countertops, table and chairs o Exterior of all appliances (refrigerators, stovetop, oven, microwave)

Mudroom and Multi-purpose Rooms – Clean and Disinfect o Chrome fixtures, faucet, sinks, countertops o Refill all dispensers (soap, paper towels)

Restrooms - Clean & Disinfect: (All items listed below shall be cleaned & disinfected) o Chrome fixtures, faucets, dispensers, sinks, countertops, mirrors, toilets, urinals, showers, and infant changing stations o Partitions, stalls, stall doors & handles, switch plate covers, and wall areas adjacent to wall mounted urinals and toilets o Feminine sanitary napkin receptacles o All traps, strainers, stop sinks and urinals shall be always free from odor.

o Vacuum and wet mop (disinfect) floor o Remove all trash and replace liners including feminine disposal bags o Refill all dispensers (soap, paper towels, and toilet paper)

Trash/Refuse & Recycling/Shredding – Containers Remove trash/recyclables/shredding from all areas where there is a receptacle. Dispose of in appropriate dumpsters located onsite.

o Empty refuse containers and replace can liner with appropriate size bag o Empty paper recycling containers o Empty shredding machines o Clean and disinfect waste receptacles, as needed

Water/Drinking Fountains All fountains shall be cleaned and disinfected

Window & Glass Cleaning Glass in visitor center doors and vestibule windows shall be cleaned inside and out. All glass and window frames shall be cleaned in a professional manner using industry standard methods.

X. MONTHLY TASKS/DELIVERABLES

i-Monthly Tasks include cleaning the following rooms:

Staff Offices, Conference Room, Multipurpose Room, Library, Copy Room, Shared Space, etc.

o Dust surfaces and clean windowsills in offices and cubicles o Clean tables, chairs, cabinet fronts, and windowsills in multi-purpose rooms o Clean table, countertops, cabinet fronts, and windowsills in conference room o Dust surfaces and clean windowsill in library o Clean countertops, cabinet fronts, and windowsills in copy room o Clean and disinfect high touch exhibit areas and front desk countertop

XI. QUARTERLY TASKS/DELIVERABLES

Quarterly Tasks include cleaning the following rooms:

Staff Offices, Conference Room, Multi-purpose Rooms, Lobby, Vestibule, Mudroom, Hallways o Clean interior and exterior of all windows and doors o Clean exhibit surfaces

XII.

XIII. COMPLIANCE REQUIREMENTS

Accident Reporting: The Contractor shall maintain an accurate record of all accidents and shall immediately report to the Technical Coordinator all accidents resulting in death, trauma, or occupational disease. All accident records/reports must be submitted to the CO and Technical Coordinator within twenty-four (24) hours of their occurrence and be noted on the Log. For life-threatening emergencies, calls shall be directed to 911.

Contractor Representative: The Contractor shall designate in writing to the CO and Technical Coordinator, prior to beginning work, a representative who will be in charge of the work and be available at all times when work is being performed.

Damage Reporting: In all instances where Government property or equipment is damaged, a full report of the fact and extent of such damage will be submitted in writing to the CO and Technical Coordinator within twenty-four (24) hours.

Fire Prevention: The Contractor and its employees are to be familiar with the method of turning on a Fire Alarm. The Contractor and its employees shall be cognizant of and shall observe all requirements for handling and storage of combustible supplies and materials, and for daily disposal of combustible waste and trash.

Hazardous Conditions: If a hazardous condition is seen, the Contractor and its employees shall notify the CO and Technical Coordinator in writing within twenty-four

(24) hours.

Maintenance Standards: All work shall be accomplished in such a manner as to ensure a clean and safe environment and shall conform to the requirements of the Occupational Safety and Health Administration (OSHA) and with the standard practices of janitorial services. The quality of the workmanship, including all materials, will comply with applicable Federal specifications.

Personnel: The Contractor and Contractor’s employees shall be capable and experienced in janitorial work to perform the services under this contract. The Contractor shall designate in writing to the CO and Technical Coordinator, prior to beginning work, a roster/list of all personnel that will perform the duties of this contract.

Subsequent changes to the roster shall be submitted to the CO and Technical Coordinator, in writing, at least 48-hours prior to any change. The CO and Technical Coordinator shall be notified immediately whenever changes are made to personnel.

The CO may require dismissal from the workplace of Contractor employees who the CO or Technical Coordinator deems incompetent, insubordinate, objectionable, or whose continued employment is deemed contrary to the public interest.

Personnel Behavior: The Contractor is responsible for the behavior of its employees while working within the facility. Contractor personnel shall not engage in prohibited activities, such as gambling, consumption of alcohol, use of non-prescribed medicines or drugs, or smoking. Contractor employees are to observe acceptable courtesies when engaging Government officials and non-government visitors to the facility. Contractor employees shall not conduct harassing behavior based on race, color, religion, sex (including pregnancy and gender identity), sexual orientation, national origin, age, disability, genetic information (including family medical history), status as a parent, marital status, and political affiliation.

Personnel Attire: This facility provides visitor services to the public. Therefore, the Contractor's employees must perform work in clothing that is clean and orderly as possible, given the type of work performed. Contractor employees shall not wear on their clothing, any slogans, profanity, political or social-cause messages, or advertising (other than the company name or logo).

Pre-performance Conference Call: Prior to commencing work, the Contractor shall schedule a conference call with the CO and/or the Technical Coordinator, at a time mutually agreeable to discuss and develop a mutual understanding relative to scheduling, the Log and administration of the work required by this contract.

Performance Evaluations: The Technical Coordinator will require either a meeting or a phone call with the Contractor on a quarterly basis to ensure services are being completed adequately. The purpose of these meetings will be to resolve identified problems, to schedule required work, to establish or adjust priorities, and to evaluate Contractor performance for payment purposes.

Quality Assurance - Government: Any inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Government shall be resolved in accordance with clause 52.212-4(a) Inspection/Acceptance.

The Government shall give the Contractor written notice of deficiencies whenever required services are not performed or the quality of work does not conform to the specifications of this contract. This written notice shall be served prior to withholding any payment. Repeated instances of "non-performance" or "unsatisfactory" work will be ground for termination or default of this contract.

The Contractor shall have five (5) days from the date of a written notice of deficiencies, in which to furnish satisfactory written explanation of the deficiencies and corrective action taken.

Safety Requirements: Contractor must perform this contract in a safe manner, observing any necessary safety precautions. The contractor shall promptly correct any condition which, in the opinion of the CO or Technical Coordinator, endangers the safety of personnel and/or property during the performance of this contract. Failure to observe this requirement shall result in contract termination, with the Contractor liable for any such damages that may occur. The Contractor is obligated to perform a thorough inspection each working day of all areas to assure that all necessary safeguards relative to safety and fire hazards are being taken.

XIV. STANDARDS OF PERFORMANCE

These standards are an outline of general expectations of cleanliness but are not meant to replace or supersede the latest industry standards or materials and equipment manufacturers’ recommendations. Each of the Contractor’s Employee’s shall be equipped with the necessary equipment to carry out the proper performance of the cleaning as specified.

Service Level (Acceptable Quality): The level of services as outlined in these Specifications shall consistently be maintained. During the Contract period, the Technical Coordinator will conduct monthly inspections of the facilities under this Contract. The inspections are based on standards for commercial facilities within the maintenance industry.

Buffing: Buffing/Burnishing/Polishing requires the use of a high-speed floor machine and a clean pad designed for polishing or buffing.

Standard: An industry standard method was used, and the floor should have a “non-yellowed” high-gloss appearance.

Carpeted Surfaces: See vacuuming

Chrome Surfaces: Cleaning chrome requires the removal of surface spots, fingerprints, smudges, etc., with the appropriate chrome polish.

Standard: Surfaces will present a clean uniform shining appearance free of all soil, marks, smudges, streaks.

Clean: Removal of dirt, dust, grime, finger marks, food waste, furniture rubs, cobwebs, scuffs, and smudges from surfaces with an appropriate cleaning technique.

Standard: Surfaces shall be as free of dirt, dust, grime, finger marks, streaks, stains, cobwebs, scuffs, smudges, litter, debris, and other residue.

Disinfecting: Disinfecting is the application of a germicidal solution to surfaces to kill or neutralize 99.9% of the material containing or supporting the growth of bacterial/viral organisms. Surfaces should remain “wet” for a minimum of 10 minutes or per manufacturer’s recommendation.

Standard: Surfaces shall be as free of dirt, dust, grime, finger marks, furniture rubs, cobwebs, scuffs, smudges, and material containing living bacteria, viruses, or other contaminations that are capable of causing infections.

Dispenser Cleaning and Refilling Service: Dispenser cleaning/service requires damp wiping dispensers with a disinfectant, checking/refilling of all paper towels, toilet tissue, hand soap, and urinal cartridges or any other dispensers which may be identified by the Technical Coordinator.

Standard: Dispensers will be disinfected, present a clean uniform shining appearance free of all soil, marks, smudges, streaks and will have an adequate supply of the applicable dispensed products.

Dusting & Cobweb Removal: All level and horizontal surfaces at or below six feet (72”), including kickboards.

Standard: Items shall be free of any laden airborne materials, streaks, smudges, and cobwebs. Laden airborne matter shall be removed by either mechanical, chemical, or manual means. Devices, which merely displace or redistribute the matter, such as feather dusters, will not be used, unless treated to attract and hold the matter. All items moved to accomplish this task shall be returned to their original position.

Fixtures: Cleaning of restroom & water fountains require the removal of dust, dirt, debris, spots, stains, and smears from sinks, toilets, urinals, and fountains with a germicidal solution.

Standard: Fixtures will be disinfected and there shall be no dust, dirt, spots, or debris on the fixtures.

Flooring: See Vacuuming, Sweeping, and Wet Mopping.

Furniture and Displays: Cleaning of furniture and tables requires dusting, damp wiping, or vacuuming.

Standard: Surfaces are to be free of dirt, dust, debris, marks, lint, and film. Any furniture moved during cleaning shall be returned to the original location.

Glass, Window, and Mirrors: Glass and window cleaning requires the removal of dirt, soil, smudges, fingerprints, and other foreign material from glass window, doors, partitions, or any other items, which may consist in whole or part of a glass, or similar material including mirrors.

Standard: Glass surfaces shall be free of all dirt, soil, smudges, streaks, smears, film, or any other foreign substances. All excess spray/solution must be removed from any surrounding trim or surfaces and glass/window surfaces shall have a uniformly bright appearance. Any items moved to accomplish this task must be returned to their original positions.

Restrooms: Cleaning of restrooms requires the cleaning and disinfecting of all chrome fixtures, faucets, dispensers, sinks, countertops, mirrors, toilets, urinals, feminine sanitary napkin receptacles, showers, infant changing stations, traps, strainers, stop sinks, partitions, stalls, stall doors & handles, switch plate covers, and wall areas adjacent to wall mounted urinals and toilets. Floors are wet mopped and disinfected. All toilet paper, paper towels and soap dispensers are refilled

Standard: Restrooms shall be considered properly cleaned when all the restroom floors are mopped and disinfected, waste receptacles emptied & liners replaced, and all dispensers are refilled. All surfaces shall be free of dirt, dust, grime, mold, smudges, stains, encrustations or other foreign matter on any surface or fixture.

Spot Cleaning Floors: Spot cleaning requires the removal of dirt, soil, debris, liquids, stains, or other foreign materials from floor areas which can be accomplished by cleaning only the immediately affected area where cleaning the whole area would not be necessary. Spot cleaning may be accomplished by any of the methods contained herein and as dictated by the circumstances of the floor covering and soiling.

Standard: Spot cleaning shall remove completely any evidence of the soiling which necessitated the cleaning and return the finish of the area affected to its pre-soiled condition without evidence of occurrence or cleaning.

Sweeping: Sweeping requires the removal of loose dirt, dust, debris, and other foreign material through either manual or mechanized methods, as appropriate for the location and situation.

Standard: A swept area shall be free of all loose dirt, grit, lint, dust, debris, or other foreign material with no build up in corners, crevices, under or around furniture parts.

All items moved during this process shall be returned to their original location.

Trash/Waste & Recycling/Shredding Removal: Trash/waste/recycling/shredding removal, liner replacement, and disposal to an onsite dumpster.

Standard: All trash/waste/shredding liners shall be removed from containers, and a new liner shall be fitted into all such containers. Collected bags shall be disposed of in appropriate facility dumpster. All receptacles shall be returned to their original location.

Trash Receptacles and Cleaning: Cleaning and disinfecting receptacles is defined as wiping or washing containers with a germicidal solution and replacing plastic liners.

Standard: Receptacles must be cleaned both inside and outside and free of stains, dried refuse and odors. Receptacles shall be returned to the original locations.

Vacuuming: Vacuuming requires the mechanical removal of loose dust, dirt, soil, debris, and other foreign material from carpeted floors and other items (e.g. couches, chairs, walls, curtains/drapes), which require this method of cleaning. Carpet edges and corners where floor and wall intersect, where floor and thresholds meet or around the bases of any object permanently placed on a carpet surface are to be vacuumed with an edging tool.

Standard: There shall be no evidence of obvious dirt, dust balls, damage, debris, spots, grime, and stains. All items moved during this process shall be returned to their original positions.

Water/Drinking Fountain: Water fountains shall be disinfected and cleaned with an appropriate cleaning solution

Standard: Fountains shall maintain a high luster and shall be kept free of obvious dust, spots, smudges, dirt, stains, streaks, watermarks, trash, encrustation and other debris.

Water fountain shall be free of visible mineral and/or calcium accumulation.

Wet Mopping: Wet mopping requires the removal of built-up dirt, soil, liquids, or other foreign materials from a floor using commercial type clean cotton or similar yarn type string mops and mechanically wrung out so as to have sufficient neutral detergent and water solution or disinfecting detergent and water solution. This shall include rinsing if required or as recommended by the detergent manufacturer. Sweeping to remove dirt and debris may be needed prior to mopping.

Standard: A wet mopped floor shall be free of all dirt, debris, soil, liquids, or other foreign material. It will present a uniform appearance free of streaks, smudges, heel marks, or any other marks, which can be reasonably removed through this cleaning method. All splash marks/spots on walls and furniture/fixtures shall be removed before completion of the wet mopping task. All items moved during this process shall be returned to their original positions.

Window Cleaning: See Glass, Window, Mirrors

Window Screens: Screens shall be removed from the windows and cleaned using a soft brush and scrubbed with an appropriate cleaning solution.

Standard: Screens shall be free of dust, cobwebs, and accumulated dirt and give an overall clean appearance.

Attachment:

Floor Plans (x pages)