A04_SOW.pdf

STATEMENT OF WORK

SCOPE

The purpose of this contract is to provide for janitorial services at Bureau of Indian Affairs, Office of Justice Services District 8 offices, located on the Fort Vancouver National Historic Site in Vancouver, Washington, Clark County.

Services shall be provided in strict compliance with the terms, specifications, conditions, and provisions contained herein.

The Contractor shall furnish all equipment, transportation, labor, supervision, and supplies (except as specified herein as Government furnished) necessary to maintain the designated building in a clean, sanitary, and acceptable condition.

Performance will be according to the standards indicated herein.

PLACE OF PERFORMANCE

The site of work is the Office of Justice Services District 8 office located in Building 728 on the Fort Vancouver National Historic Site located in Vancouver, Washington. The areas to be cleaned within this contract including the buildings’ interior, including approximately 5,800 square feet in total on one floor with primarily carpeted flooring and hard surface (wood) floors in the hallways and a concrete entryway on the OJS side (see attached drawing for details and exceptions). The building has 2 restrooms with 2 toilets total, and 2 sinks. There is also a kitchenette with 1 sink.

EXCEPTIONS: On the referenced attached drawing, the following spaces will not require any janitorial service and access is prohibited:

Room 127: “Storage” Room 121: “Vault”

The Contractor shall provide all transportation, labor, equipment, supervision, materials, and supplies except those listed as Government Furnished Property, for the performance of this contract. Standard janitorial practices and proper use of cleaning materials and equipment are required.

TECHNICAL SPECIFICATIONS

Janitorial Services for District VIII Office of Justice Services shall be performed, per the following guidelines:

1. Hours of Operation. All janitorial services shall be performed between the hours of 8:00am and 4:00pm.

The twice weekly work will be scheduled on days agreeable between the Contracting Officer’s Representative (COR) and Contractor. Monday and Thursdays are preferred. Holidays may result in the need to reschedule work days.

Carpet Cleaning must be scheduled on Fridays during hours of work. Must have COR approval 48 hours in advance of such planned work.

2. Supervisory Personnel. The Contractor shall designate an on-site supervisor who shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for performance of work. An equally qualified alternate supervisor shall be provided to act on behalf of the supervisor during his/her absence. The supervisor and alternate shall be designated as key personnel and be able to read, write, speak, and understand English, and have full authority to act for the Contractor. The Contractor shall provide the telephone number of the supervisor and alternate to the CO within ten calendar days after award of the contract. The Contractor shall immediately notify the Contracting Officer’s Representative (COR) and CO in writing when a decision to terminate an employee has been made. The Contracting Officer may, in writing, require the Contractor to remove from the worksite any employee who the Contracting Officer deems incompetent, careless or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or Government owned property. No one under 18 years of age will be allowed on the premises during the performance of duties. Building 728 is a non-smoking building. The Contractor shall ensure his/her employees do not smoke inside the building.

3. Supervision and Qualifications. All individual(s) assigned to clean the Office of Justice Services (OJS) building office space must have a background investigation with a satisfactory determination on file with the contractor. The cost of the background investigation will be the responsibility of the contractor. Satisfactory background investigation(s) are subject to OJS review and approval. Background investigation(s) must be a part of the contractors hiring process or the firm will not be awarded the contract.

4. The Contractor must observe building security standard procedures for Building 728 which will be provided upon award. This is to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft.

5. Quality Control Program. The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are met. It shall be submitted to the CO as part of the quote package prior to award of the contract. Any amendments shall be submitted to the CO for approval at least ten days prior to their proposed implementation. The quality control program shall, at a minimum, include:

a) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

b) A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c) A file of all inspections conducted by the Contractor and the corrective actions taken. This documentation shall be made available to the Contracting Officer Representative for review upon request.

6. Operating Plan. As part of the quote package prior to award of the contract, and annually thereafter, the Contractor shall submit to the CO and COR an Operating Plan with a schedule of all services to be performed. The Schedule shall indicate the time of day, the type of work to be performed and its frequency of performance (daily, weekly, monthly, quarterly, semi-annually, annually), the areas to be worked, and the estimated time to complete the work in each area.

The Operating Plan shall also include a list of all cleaning supplies to be used, subject to the COR approval. The list shall identify which products are USDA-designated biobased products. (See FAR 52.223-2) The Contractor shall notify the COR in writing at least 14 calendar days prior to the intended use of any chemicals which include a Material Safety Data Sheet (MSDS), all of which are subject to the approval by the COR.

The COR will make periodic quality checks to see if above specifications are met.

At the beginning of the contract, and annually thereafter, a survey will be conducted by the COR to confirm that the figures provided are accurate. Agreement will be noted in the Operating Plan. Any changes to these figures shall be brought to the attention of the COR and, if necessary, an appropriate contract modification will be considered.

7. Key Control. The Contractor will not be issued keys for entry to the building. The Hours of Operation section dictates that all work shall be performed during working hours of 8am and 4pm.

8. Workers Compensation Insurance. The Contractor shall provide evidence of Worker’s Compensation Insurance or a letter from the State Department of Industrial Relations exempting the Contractor from the requirement after award, but before contract start. NOTE: A contractor working alone is not required to carry the insurance.

9. Property and Personal Damage.

The Contractor shall be responsible for all damage to property and to persons, including third parties that occur as a result of his or his agent’s or employee’s fault or negligence. The term “third parties” is constructed to include employees of the Government. This includes, but is not limited to damage to duplex outlets, corner base molding and knocking parts off cubicle furniture. At their own expense, Contractor shall repair any damage, returning damaged item to original condition.

The Contractor shall be directly responsible for instructing employees in utility conservation practices. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by Contractor employees. Water faucets or valves shall be turned off after the required usage is complete. Windows shall be closed and lights and fans turned off when not in use. Government telephones shall not be used for personal reason, or for any toll or long distance calls. The Contractor shall notify the COR whenever a building deficiency is identified (e.g., chemical spill, leaking pipe, stopped up sink, power outage, doors or other equipment that appear to be working improperly) and marked as out of order.

It is the responsibility of the Contractor to ensure that all articles of possible personal or monetary value found by the Contractor’s employees are turned into the COR.

It is the responsibility of the Contractor to secure the building upon completion of work and close entry doors after leaving building.

GOVERNMENT-FURNISHED PROPERTY

The Government shall deliver to the Contractor equipment, materials, supplies, property, and/or services (hereinafter referred to as "Government-Furnished- Property") listed below at the work site prior to work commencing. As supplies need replenishing, the Contractor shall notify the Contracting Officer's Representative (COR) no less than 2 weeks in advance so needed items can be ordered. The Government will furnish the following items:

• Light bulbs

• toilet paper

• toilet seat covers

• paper towels

• hand soap

• biodegradable garbage bags

• All utilities necessary for the Contractor to perform the required services as stated herein.

The Government will provide the contractor with a Janitor’s Storage Closet. The closet provides space that can be used to store cleaning supplies, equipment, etc.

One parking spot will be provided for workers during performance at work.

CONTRACTOR-FURNISHED MATERIALS

Equipment: The Contractor shall furnish all equipment and materials necessary, except as noted in GOVERNMENT FURNISHED MATERIALS, to perform the tasks specified in this contract. Equipment furnished by the Contractor shall be commercial grade and of the size and type customarily used in work of this kind. All equipment brought on to the premises is subject to the approval of the COR. Equipment deemed, by the COR, to be of improper type, design, or hazardous shall be removed from the premises and replaced with satisfactory equipment. Carpet cleaning equipment shall be of professional quality and capable of deep cleaning all carpets. All equipment shall have bumpers and guards to prevent marking or scratching of fixtures, furnishings, and/or building surfaces. All electrical equipment used by the Contractor shall meet all safety requirements of this contract and must operate using existing building circuits.

Supplies: The Contractor shall furnish all products and materials necessary, except as noted in GOVERNMENT FURNISHED MATERIALS, to perform the tasks specified in this contract. The Contractor shall utilize products and materials made from biobased materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

The Contractor shall not use any materials which the COR determines to be unsuitable for the work or harmful to the surfaces it is intended to be applied. This does not relieve the Contractor of any damages resulting from the application of such materials.

The Contractor shall not use any materials which the COR determines does not meet the requirements established by applicable Federal specifications and standards. Material Safety Data Sheets (MSDS) are required for all cleaning compounds and products used to perform the tasks specified in this contract.

SPECIFIC TASKS AND QUALITY AND PERFORMANCE STANDARDS

The Contractor through innovation, technology, or other means, shall perform the work in this contract at frequencies necessary to meet the quality and performance standards. Evaluations of the Contractor’s work will be based on these standards, and shall be conducted by the COR as close to the time that the cleaning tasks are completed as possible.

Listed below are the specific tasks and the performance standards the Contractor is required to meet in this contract:

JANITORIAL SERVICES

Foyers, Hallways, Offices, Break Room, Conference Room, Computer Server Room, File Room, Reception Area

1. Vacuum dirt, mud, gravel, etc. off carpet, mats, and tile in all foyers, reception areas, offices and hallway as needed. Remove tracked-in material that does not come up with vacuuming.

2. Sweep and mop the concrete floor entryway and office corridor hallway as needed.

3. Spot clean walls and doors as needed.

4. Dust all flat counters and displays.

5. Each office space or work area (desk, tables, computer stations, printers, printer stands, and chairs) will be wiped down/dusted each scheduled cleaning day. Unless the occupant of the specific space declines this service for that day.

6. Empty wastebaskets and dispose of waste in receptacles provide. Plastic bags shall be changed at least weekly in kitchen and reception area.

7. Wash inside and outside of all glass entrances as needed.

8. Remove dust from frames surrounding window and door glass.

9. Dust mop wood hallway.

10. Paper shredder in the printer/work room is to be checked and emptied as needed on each scheduled cleaning day and a new bag to be placed in the shredder. Plastic bags removed from the shredders will be placed in the outside dumpster assigned to Building 728.

11. Remove dust from window ledges. Soil and stains on window ledges that cannot be removed with dusting shall be washed off and wiped dry.

12. Spot clean all doors as needed. Remove dust and soil from frames surrounding the doors.

13. Vacuum or sweep then mop clean all rooms with vinyl tile (break room)

14. Clear cobwebs from light fixtures, ceilings, ceiling vents, and corners as needed.

15. Spot clean carpet stains as needed.

16. Sweep and dust only the Computer Server and File Room as needed.

Janitor’s Closet:

1. Sweep and mop as needed. Clean and disinfect sink, wiping free of all watermarks. Keep supply area clean and orderly.

Restrooms

1. Tile floors shall be vacuumed or swept then mopped clean using a disinfectant detergent.

2. Empty wastebaskets and dispose of waste in receptacles provided. Plastic bags shall be changed at least weekly.

3. Fill toilet paper holders, paper towel, toilet seat covers, soap dispensers, etc. Report any problems with these dispensers to the Contracting Officer’s Representative.

4. Wash and rinse completely with a disinfectant; toilet stools and seat assembly, urinals, washbasins, dividers and modesty screens. Treat washbasins, toilets and urinals with a suitable scale remover, germicide and deodorant.

5. Mirrors will be damp wiped clean and dried. Wipe free of watermarks.

6. Spot clean wall surfaces, doors and waste receptacles as needed. Remove all mop water lines/rings from the base of the walls.

Outside

1. Porches, Loading Dock, Accessible Ramp: The Contractor shall sweep, clean ice and snow from, and maintain the surfaces of the porches, loading dock, and accessible ramp in a state of good repair which makes access safe for the visiting public, BIA employees, and BIA operations. Pick up any litter within 100 feet around building and public and employee parking areas. Clear cobwebs and debris from light fixtures, ceilings and corners as needed.

General

1. Replace burnt out light bulbs as needed. Light bulbs shall be GOVERNMENT FURNISHED. Each light fixture contains two different bulb types. Care shall be taken to ensure that the correct bulb type is installed when a bulb is replaced. Burnt out light bulbs will be recycled.

Recycling

1. Recyclable items will be placed in recycle bins in the predesignated areas and emptied weekly into the outside recycling containers provided by Waste Connections.

SEMIANNUAL SERVICES – March and September

1. Wash all windows, inside and out

2. Wash fluorescent light panels (remove, wash, replace).

3. Wash all heating and air conditioning and exhaust vent covers.

4. Strip wax from all vinyl tile floors in break room, then clean, wax and buff floor.

5. Shampoo all carpet in the office building. Move all furniture except filing cabinets, copy machines, or items too heavy to be moved without furniture moving equipment. Care shall be taken to ensure cords are not pulled loose from computer terminals and that office equipment or telephones are not dropped.

6. Interior walls/painted surfaces must be washed

7. Hard floor care stripping of Hallway, separate wet pick-up required, 175 RPM, 17”

8. Hard floor care sealer application with mop

9. Wash and dry concrete entryway with a mild floor cleaner

INSPECTION AND ACCEPTANCE

Additional Inspection Requirements: The Government will make periodic random inspections to determine that contractor is in compliance with the specifications of this contract. The contractor is encouraged to observe these inspections.

Acceptance: Acceptance of the work will be made only after the Government has determined the work to be in compliance with the contract.

SERVICE DELIVERY SUMMARY

The contractor service requirements are summarized as performance objectives that relate directly to mission essential items.

The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.