A04_RFQ_SOW.pdf

STATEMENT OF WORK

JANITORIAL SERVICES

USFWS Southwestern Native Aquatic Resources and Recovery Center

1. DESCRIPTION OF WORK: The Contractor shall provide management, supervision, labor, supplies, materials, equipment, transportation, and tools, with the exception of Government furnished items, required to perform the janitorial services effectively, efficiently, and satisfactorily as specified within this Performance Based Service Contract. The work shall comply with codes and standards applicable to each type of work and as listed in the individual sections within these specifications.

2. LOCATION OF WORK: The work shall be completed at Southwestern Native Aquatic

Resources and Recovery Center (SNARRC), 7116 Hatchery Road, Dexter, New Mexico. The facility is comprised of multiple single-floor structures.

a. Work areas include all common-use areas, restrooms, breakrooms, meeting rooms, corridors, and entryways located in the Administration building and the Fish Health building as outlined.

Administration Building Flooring Approx

Sq. Ft.

Main Entry/Foyer/Reception Area Carpet 1398

Public Restrooms (2) Tile 95

Staff Breakroom VCT 526

Staff Restrooms (2) Tile 384

Corridor VCT/Carpet 715

Conference Room Carpet 420

Mail/Copy Room Carpet 480

Admin Restroom/Alcove VCT 30

Fish Health Building

Main Corridor Carpet 184

Restroom Vinyl 132

Break/Copy Room Carpet 188

Total Approximate Square Feet 4,552

3. WORK WEEK AND WORK SHIFT: Hours for the main office building are from 6:30 a.m. to

4:00 p.m. The Contractor shall schedule all cleaning operations between the hours of 7:00 a.m.

and 3:00 p.m., preferably on the last day of the work week.

Frequency of performance as described in Custodial Services Requirements as well as in the

Quality Assurance Plan can be defined as the following:

- W (Weekly) = Once per week

- B (Bi-weekly) = Once every two weeks

- M (Monthly) = Once per month

- Y (Yearly) = Once per year

No work shall be performed on the following observed Federal Holidays:

- New Year's Day (January 1).

- Birthday of Martin Luther King, Jr. (Third Monday in January).

- Washington's Birthday (Third Monday in February).

- Memorial Day (Last Monday in May).

- Juneteenth National Independence Day (June 19).

- Independence Day (July 4).

- Labor Day (First Monday in September).

- Columbus Day (Second Monday in October).

- Veterans Day (November 11).

- Thanksgiving Day (Fourth Thursday in November).

- Christmas Day (December 25).

When Federal Holidays fall on weekends, a weekday is typically designated as the holiday.

Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a

Sunday are observed on the following Monday.

4. SCHEDULING OF OPERATIONS: The various phases of cleaning and janitorial work shall, at a minimum, be carried out to meet the standards set forth in this document.

a. After award and prior to the pre-work conference, the Contractor shall furnish to the

Contracting Officer’s Representative (COR) a complete and detailed Quality Control Plan describing how the requirements of the contract as set forth in Custodial Services

Requirements will be met. This plan shall also include a 12-month schedule of all services listing the dates when those services will be performed. Within two working days, the COR will review the plan. If the schedule is not accepted, the COR will contact the Contractor to negotiate the plan. The Contractor will resubmit the corrected plan within 3 working days.

b. The Contractor shall also submit intent to schedule a deep cleaning of carpet plan a minimum of 30 days prior to the date of the proposed cleaning. The scheduling date must be acceptable to the COR prior to the cleaning. The cleaning shall be postponed at any time due to an emergency situation as determined by COR. In the event of an emergency postponement the

COR will advise the Contractor on how to proceed.

c. The Schedule and Tasks as identified in the Quality Assurance Plan may be modified as specified by the Contracting Officer, as necessary, to accommodate variations in the use of the building.

5. CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

a. SCOPE: The Contractor shall be required to furnish all labor, supplies (except government-furnished supplies), transportation, tools, and equipment to complete the work described in this contract.

b. SUPPLIES: The Contractor shall furnish all supplies, except those furnished by the government. The COR will designate storage areas for the supplies if needed. Contractor shall submit a list of all supplies that will be used on the job site within ten days after award of the contract. The government has the right to approve or reject any supply with a request for a substitute.

c. EQUIPMENT: All necessary cleaning equipment, except those furnished by the government, including power-driven scrubbing, buffing, and polishing machines, vacuum cleaners, etc., shall be of the type and size customarily used in high quality work of this kind. All equipment furnished by the Contractor must be approved by the COR.

6. GOVERNMENT-FURNISHED ITEMS:

a. SUPPLIES: The Government will furnish the following supplies: general cleaning products/supplies, paper towels, toilet paper, liquid hand soap, trash can liners, and dumpsters.

At least one month’s worth of supplies should be on hand at all times; the Contractor shall notify the COR immediately when supplies fall below that level.

b. UTILITIES: Reasonable amounts of electricity and water will be made available for use by the

Contractor.

c. STORAGE AREAS AND JANITORIAL CLOSETS: The Contractor shall share existing storage areas and janitor closets with building occupants. All Contractor stored materials, supplies, and equipment shall be conspicuously identified with the Contractor’s markings to indicate ownership and shall be stored in containers appropriate for the substance being stored.

Storage of supplies shall conform to applicable OSHA regulations. Incompatible supplies will not be stored together. The government shall not be responsible in any way for damage or theft of Contractor stored supplies and equipment, or the Contractor’s employees’ belongings brought into the buildings.

7. PERSONNEL: The Contractor shall supply a fully qualified work force with sufficient personnel to perform all work specified within the contract. At least one employee shall have been previously engaged in performing janitorial operations. A list of employee names shall be provided 14 days before start of contract performance. As the contract progresses and employees are replaced, the Contractor shall update that list and submit to the COR in writing. The Contractor shall not bring, or allow, into the building anyone who is not an employee working under this contract.

8. CONTRACTOR LIAISON: The Contractor or the designated representative shall contact the

COR or Project Inspector (PI) at least once a month to discuss the conduct of the work and alleviate any misunderstandings that may arise during the performance of the work and be available to take immediate action to have deficiencies corrected, if required, that may be called to their attention.

9. SAFETY: The Contractor shall use all necessary precautions for the control and safety of the

Contractor personnel physically working on this contract. The Contractor shall display a “Caution, Wet Floor” sign, provided by the government, during all operations involving liquids on floor surfaces. The Contractor shall provide SDS for any supplies stored on site which exceed normal household amounts.

10. PROTECTION AND DAMAGE: The Contractor shall be responsible for safeguarding all

Government property provided for Contractor use. At the end of each work period, Government facilities, equipment and materials shall be secured. The Contractor shall be responsible for any damage caused by his/her personnel to the building, finishes, furnishings, equipment, etc. and shall repair, clean, replace, or restore damaged items to the condition existing immediately prior to the item being damaged.

11. MISCELLANEOUS REPORTING: Items in need of repair such as leaky faucets, broken toilet seats, etc., shall be reported to the COR or PI immediately.

12. LOST AND FOUND: The Contractor shall give all found articles to the COR, PI, or other designated point of contact.

13. FURNITURE: The Contractor shall ensure that personnel return all waste baskets, office equipment, etc. to their original position and location after cleaning each room. The Contractor shall not re-arrange furniture.

14. UTILITY CONSERVATION: The Contractor shall ensure that water, lights, and other resource consumption precludes the waste of those utilities. Lights shall be on only in areas where and when work is actually being performed and water faucets or valves shall be turned off after the required usage has been accomplished.

15. DEFINITIONS:

CLEAN: Clean, cleaning, or cleanup, as used in this contract, is the removal of any foreign material or matter, including but not limited to, dirt, mud, or dust; scuff marks; oil or grease spots; and pencil, pen, or crayon marks in order to leave the surface free from dirt or impurities, unsoiled, and unstained.

16. CONDUCT OF WORK: All persons employed by the Contractor shall either be experienced in this type of work or shall work with an experienced person. Conduct of work shall indicate deliberate effort to produce first quality results. Hasty or careless work is not acceptable.

a. This is a performance-based service contract where the requirements are written with results in mind. The contractor is to meet or exceed the standards set forth in Custodial Services

Requirements of this Statement of Work.

b. Examples of unacceptable work: Dirt in corners; mop splashes on baseboards and walls; dust build-up on surfaces; wax build-up on floor perimeter; dirt, debris, etc. under waste baskets, garbage cans, and chairs; accumulated filth in cracks, joints, etc.; failure to remove trash such as paper, paper clips, staples from floor; failure to clean mop sinks after use; mop strings on floor; mopping or sweeping tracks on floors; failure to concentrate on high use areas; and other manifestations of lack of concern or capability of producing first quality work.

c. Three written notices of failure to perform within one year shall be considered evidence of noncompliance with the contract and shall be grounds for removal of Contractor Personnel or termination of the contract.

17. EVALUATION PROCESS / QUALITY ASSURANCE: In accordance with the FAR 52.246-4, INSPECTION OF SERVICES clause, all work performed under this contract is subject to

Government inspection at any time. The Government’s Quality Assurance Plan (QAP)

Attachment is not a substitute for quality control by the Contractor. All findings of unsatisfactory or non-performed work will be administered in accordance with the consequences of Contractor’s failure to perform required services clause. All costs associated with rework are the responsibility of the Contractor. The Government reserves the right to choose the inspection methods to be used in implementing its quality assurance program and to vary the inspection utilized during the work, without notice to the Contractor. The Contractor shall ensure corrective action is taken immediately or at a maximum of within 1 working day and shall notify the COR of the corrective action taken and the planned action to preclude repeating the deficiency.

a. SAMPLING PROCEDURES: Visual inspections will be performed to ensure compliance with the quality standards.

b. EVALUATION PROCEDURES: Each of the areas under contract will be inspected and an

Evaluation Worksheet will be completed. A pre-printed Evaluation Worksheet will be completed for each inspection at the time of the inspection.

c. EVALUATION WORKSHEET: This contract is a performance-based service contract where the monthly payment is dependent on the satisfactory completion of all work requirements. If some work requirements are unsatisfactory or not completed per the Quality Control Plan then a percentage of the monthly payment may be withheld. A Quality Assurance Plan / Evaluation

Worksheet has been developed for the areas that this contract covers. The plan is divided into two parts:

1) An informational section that identifies the work requirements with reference to Custodial

Services Requirements; a frequency schedule in which each required service is to be policed or performed; and a percentage of pay breakdown.

2) An evaluation or worksheet section that serves as the form to be used for each inspection to record the satisfactory or unsatisfactory completion of each requirement. This form will also be used to summarize the results of those inspections on a monthly basis.

d. ANALYSIS OF RESULTS: At the end of the month, the Project Inspector(s) will summarize the results of the month’s inspections for each of the areas under contract and calculate recommended deductions on a Monthly Payment Analysis Form.

18. CUSTODIAL SERVICES REQUIREMENTS: The Contractor shall provide the custodial services described herein. The Contractor shall not remove items on counters, floors, and walls that are not labeled as trash. The Contractor shall not clean any dry-erase boards unless otherwise indicated.

19. BASIC SERVICES: Basic services shall be performed according to the frequencies listed.

Performance requirements for these services include the following:

a. GENERAL CLEANING / SERVICING: This work includes cleaning of the common areas of the buildings indicated. Some rooms in the building may be locked on a regular or occasional basis. Contractor shall not enter locked rooms unless otherwise directed in writing by the

COR. This section’s work shall be done according to the schedule in the QAP.

1) CARPETED FLOORS AND MATS - GENERAL: The carpeted floors and carpet-like, rubber or polyester entrance mats shall be free of litter, soil, stains, and embedded foreign matter and grit. Chairs, wastebaskets, and garbage cans shall be moved to clean underneath. Entrance mats shall be lifted to remove soil and moisture underneath.

Vacuum all carpeted floors including under furniture.

2) CARPETED FLOORS - DEEP CLEAN: Twice a year, on days to be agreed upon by the

COR and the Contractor, all carpeted floors shall be thoroughly cleaned using compatible professional grade solutions and equipment. All moveable objects, such as chairs, boxes, waste baskets, garbage cans, etc. shall be moved to ensure broad spectrum cleaning. A thoroughly clean floor shall be free of litter, soil, stains, embedded foreign matter, and grit and have a like new appearance.

3) CARPETED FLOORS - SPOT CLEAN: Spots and stains on carpet shall be removed using professional grade cleaning solutions.

4) NON-CARPETED FLOORS: Non-carpeted floors and chair mats shall be free of dirt, debris, and encrustations and have a uniform appearance with no streaks, swirl marks, or detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area.

5) FURNITURE, FIXTURES, ETC.: Tables, filing and storage cabinets, display cases, partitions, chairs, windowsills, walls, ceilings, doors, and fixtures shall be cleaned and kept free of dust, dirt, cobwebs, spots, and encrustations. The accessible portions of locked areas shall be cleaned to the same standards. Working papers shall not be disturbed. The cleaning process shall be safe and harmless to the surfaces cleaned and shall not adversely affect appearance or durability.

6) VENETIAN BLINDS: Twice a year, venetian blinds shall be dusted or otherwise cleaned so that they are free of all insects, dirt, spots, residues, and lint.

7) LIGHT FIXTURES: Twice a year, incandescent light fixtures with glass globes, exit signs, fluorescent lenses, and fluorescent tubes shall be cleaned so that they are free of all dirt, dust, insects, and smears.

8) WINDOWS: Monthly, interior glass panes shall be cleaned so that they are free of any streaks, debris, or otherwise unwashed areas of glass. Glass panes in doors shall be cleaned biweekly. The cleaning solution shall not be spilled, splattered, or otherwise dripped in the surrounding area.

9) MAIN ENTRY GLASS FRAMED WINDOWS AND DOORS: Biweekly, the glass surfaces of the vestibules, on both sides, shall be cleaned so that they are free of any streaks, encrustations, and debris.

10) TRASH REMOVAL: The facility shall be free of obvious garbage and the wastebaskets shall be free of dirt, spots, debris, and other encrustations. Plastic liners shall be unsoiled and free from holes. All boxes, cans, papers, etc., placed near a wastebasket or garbage can and marked “TRASH” shall have been removed. The Contractor shall police any spillage of trash, debris, refuse, etc., which is a result of this operation. Trash shall be taken to an outdoor dumpster and disposed of properly.

b. RESTROOMS: No chemicals, materials, or combination of chemicals or materials shall be used that will damage walls, floors, counters, or fixtures in the process of cleaning. Cloth or any other linen material or paper towels used for cleaning purposes shall not be disposed of by flushing down the toilet. This section’s work shall be done according to the schedule in the

QAP.

1) DE-SCALE TOILET BOWLS, TOILET SEATS, AND URINALS: Toilet bowls, toilet seats, and urinals shall be disinfected and free of scale, scum, mineral deposits, rust stains, streaks, other stains, and all foreign matter.

2) TOILET STALLS (ENCLOSURES), HANDRAILS, AND TOILET PAPER HOLDERS:

All surfaces shall be free of watermarks, scum, mold, and any other foreign material.

3) SINK AREAS: All porcelain, metal, and chrome fixtures, wash basins, backsplashes, countertops, paper towel holders, exposed pipes, and mirrors shall be disinfected and be clean and bright; there shall be no dust, spots, stains, rust, mold, encrustations, or excess moisture.

4) FLOORS: Floors shall be free of soil, debris, scum, mold, or encrustations and shall have a uniform appearance with no streaks, swirl marks, or detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. All moveable objects shall be moved to clean underneath. Floor drains shall be maintained free from dirt, rust, or encrustations.

5) WALLS, CEILINGS, AND DOORS: Walls, ceilings, and doors shall be free of dust, cobwebs, spots, stains, and encrustations.

6) TRASH REMOVAL: The facility shall be free of obvious garbage. Wastebaskets shall be disinfected; free of dirt, spots, debris, and other encrustations; and have a new liner in place. Plastic liners shall be unsoiled and free from holes. The Contractor shall police any spillage of trash, debris, refuse, etc., which is a result of this operation. Trash shall be taken to an outdoor dumpster and disposed of properly.

7) SERVICING: Each dispenser for toilet paper, paper towels, soap, and similar items will be filled with Government-furnished supplies. Paper towel, soap, and toilet paper dispensers shall have sufficient supplies to last through the work week. Partial rolls may be left by the nearest sink or toilet for use.

c. BREAKROOM / KITCHENETTE / WATER FOUNTAINS: This section applies to all similar features (countertops, tables, drinking fountains, etc.) throughout the building, regardless of location in a designated breakroom. This section’s work shall be done according to the schedule in the QAP.

1) SINK AREAS: All porcelain, metal, and chrome fixtures, wash basins, backsplashes, countertops, paper towel holders, exposed pipes, and mirrors shall be disinfected and be clean and bright; there shall be no dust, spots, stains, rust, mold, encrustations, or excess moisture.

2) TABLES, COUNTERTOPS, AND CABINETS: Tables, countertops, and cabinets shall be free of streaks, stains, spots, smudges, and other encrustations.

3) FLOORS: Floors shall be free of soil, debris, scum, mold, or encrustations and shall have a uniform appearance with no streaks, swirl marks, detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. All moveable objects shall be moved to clean underneath. Floor drains shall be maintained free from dirt, rust, or encrustations.

4) TRASH REMOVAL: The facility shall be free of obvious garbage and the wastebaskets shall be free of dirt, spots, debris, and other encrustations. Liners shall be unsoiled and free from holes. The Contractor shall police any spillage of trash, debris, refuse, etc., which is a result of this operation. Trash shall be taken to an outdoor dumpster and disposed of properly.

5) DRINKING FOUNTAINS: The entire drinking fountain shall be disinfected and free from streaks, stains, spots, smudges, or scale.

6) JANITORIAL CLOSETS: The janitorial closets shall be in neat and clean condition. The floor shall be free of debris and encrustations. The inside and outside of the door shall be free of smudges, water spots, scuff marks, etc.

7) SERVICING: Each dispenser for paper towels and soap shall be filled with Government-furnished supplies. Dispensers shall have sufficient supplies to last through the work week.

Partial rolls shall be left by the nearest dispenser for use.

20. CLEANUP: All cleaning materials and equipment must be stored properly upon completion of work in order to prevent hazards.