A04-SOW_MSQ_Janitorial_Svs_2026.pdf

United States Department of the Interior FWS Missisquoi NWR

29 TABOR ROAD

SWANTON VT 05488-8159

Scope of Work (SOW)

Janitorial Services

1. INTRODUCTION AND OVERVIEW

The Contractor shall furnish all necessary personnel, supervision, transportation, materials, equipment, and supplies to provide janitorial services for the Missisquoi National Wildlife

Refuge located in Swanton, Vermont in accordance with the terms and conditions of this Scope of Work (SOW).

2. PERIOD OF PERFORMANCE

One (1) Base Year and Four (4) Option Years.

Base year June 1, 2026 – May 31, 2027

Option year (1) June 1, 2027 – May 31, 2028 Option year (2) June 1, 2028 – May 31, 2029

Option year (3) June 1, 2029 – May 31, 2030

Option year (4) June 1, 2030 – May 31, 2031

3. PROJECT DESCRIPTION AND INFORMATION

The contractor shall provide janitorial cleaning services for the visitor’s center, staff offices

(7,250 sq. ft.), and (2) public bathrooms located at the Missisquoi National Wildlife Refuge located at 9 Tabor Road, Swanton, Vermont.

Equipment, Supplies and Materials: The contractor shall provide all supplies, materials, equipment and tools required to satisfy the requirements of this SOW with the exception of the below listed Government provided supplies. Materials and equipment shall be of the type and quality used in large-scale commercial cleaning operations meeting the requirements specified herein. No chemical or cleaning compounds or combination of chemicals or compounds shall be used that will damage, weaken, or discolor surfaces, floors, floor coverings, woodwork or furniture. All cleaning products should be environmentally friendly and free from toxic and polluting chemicals when at all possible. Products not meeting this standard must be approved by the refuge prior to their use.

The Government shall provide the following supplies: Trash bags, toilet tissue, soap for bathroom dispensers and paper towels. These will be located in the refuge storage area in the

Visitor’s Center.

Description of Flooring: Floors in the visitor center, office and bathrooms are polished concrete.

Sweeping: The Contractor shall sweep clean or vacuum all uncarpeted floors so that no dust streaks are left, and no dust remains when dirt is picked up with a dustpan. No dirt nor dust shall be left in corners, under air/heat floor vents, under furniture, behind doors, or on stairs. Chairs, trash receptacles, and easily movable items shall be tilted and/or moved to completely sweep underneath. Any foreign waste, candy or gum or other substance that has been spilled, leaked, or otherwise adhered to floor surfaces shall be removed.

Carpets and Rugs: The Contractor shall vacuum all carpets and rugs with equipment that will remove dirt and soil without damaging or causing rapid deterioration of the carpets and rugs being serviced. Carpeted areas and rugs shall be free of all soil, spots, and debris.

Wet Mopping: The Contractor shall wet mop concrete floors to remove dirt and stains that cannot be removed by sweeping. Floor surfaces and adjacent moldings shall be free and clean of spills, spots, streaks, swirl marks, detergent residue, or any evidence of soil, traffic marks, stains, film, debris or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc.

Detailed Tasks: Cleaning tasks include but are not limited to the following:

Bi-Weekly Tasks:

Visitor Center/Exhibit Room – Public Areas:

• Vacuum, sweep and wet mop all floor surfaces

• Dust and wipe down displays and walls to be cleaned of residue, fingerprints, and smudges

• Waste baskets will be emptied (refer to Trash Removal section below)

Staff Office’s:

• Vacuum, sweep and wet mop all floor surfaces, to include areas under desks and along the walls (where accessible)

• Waste baskets will be emptied (refer to Trash Removal section below)

Bathrooms:

The bathrooms contain a variety of surface types and will be cleaned using an appropriate cleanser/disinfectant according to what they are. All fixtures, including toilet bowls, urinals, sinks, mirrors, dispensers, walls, and waste receptacles shall be free of stains, clean and bright;

there shall be no dust, spots, stains, rust, mold, encrustation, excess moisture, or odors.

• Clean mirrors with a glass cleaner using a soft cloth

• Clean and disinfect inside and outside of toilets

• Clean and disinfect bathroom sink fixtures and surfaces to remove grime, fingerprints, smudges, soap residue, and dust.

• Sweep and wet mop bathroom floors

• Refill liquid soap in each soap dispenser as needed. If any dispenser should develop a leak, the area which collects soap residue will be cleaned and the leak reported to

Refuge staff for repair.

• Replace paper products in the corresponding paper holders (toilet paper and paper towels dispenser) as needed.

Monthly Tasks or “as needed”:

• The Contractor shall wash and clean all accessible inside and outside window glass surfaces with a glass cleaner using a soft cloth. All glass will be sufficiently cleaned to remove all traces of film, smudges, dirt, streaks, and handprints.

• Window ledges and baseboards will be wiped down to remove dust and cobwebs

• Spider webs will be removed from the corners of ceilings and all accessible spaces

• Clean and oil (using mineral oil) marble counter tops (bathroom sink, visitor’s center desk and office area).

Trash Removal: All trash receptacles are to be emptied each visit. Half-full bags may be combined with others to reduce the overall amount of plastic going to the landfill. Filled trash bags will be deposited immediately after completion of duties in one of the trash cans located in the mud room at the front of the office area.

New bags (appropriate type for each container) will be placed inside the empty trash receptacles each time a bag is removed.

Work Schedule: The Contractor shall clean the facility twice a month (bi-weekly) on Thursday or Friday, March - November., With no less than one week between cleanings. December, January and February, contractor shall clean only the bathrooms and administrative office spaces. Work shall be completed after regular business hours (4:00 pm) to eliminate conflicts with staff and visitors in the facility.

Whenever scheduled services fall on a federal holiday, the services will be performed on the following working day. In no event will the Contractor change the work schedule without the prior consent of the CO and COR.

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.

4. COMPLIANCE REQUIREMENTS

Accident Reporting: The Contractor shall maintain an accurate record of all accidents and shall report to the Contracting Officer (CO) or Contracting Officer Representative (COR) all accidents resulting in death, trauma, or occupational disease. All accidents must be reported within twenty-four (24) hours of their occurrence.

Consequences of Non-performance and Unsatisfactory Work: The Government shall give the

Contractor written notice of deficiencies via a Contract Discrepancy Report (CDR) 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.

Contract Discrepancy Report (CDR): A formal written documentation of Contractor non-conformance or lack of performance for contracted work. Upon issuance of a Contract

Discrepancy, the Contractor shall reply in writing to the CO and COR within twenty-four (24) hours giving the reason(s) for unsatisfactory work or non-performance and identifying the corrective action(s) to be taken to prevent recurrence.

Contractor Personnel Security and Suitability Requirements

Performance of this contract requires contractor personnel to have a Federal government-issued

Personal Identity Verification (PIV) credential before being allowed unsupervised access to a DOI

[facility and/or information system]. The Contracting Officer's Representative (COR) or

Contracting Officer's Technical Representative (COTR) will be the requesting official and will make arrangements through a DOI Access Card Sponsor for personal identity verification and

DOI Access Card issuance.

At least two weeks before start of contract performance, the Contractor must identify all contractor and subcontractor personnel who will require [physical and/or logical] access for performance of work under this contract. Physical Access means routine, unescorted or unmonitored access to nonpublic areas of a federally-controlled facility. Logical Access means routine, unsupervised access to a Level 3 or 4 federally-controlled information system. The Contractor must make their personnel available at the place and time specified by the COR/COTR or DOI Access Card

Sponsor in order to initiate screening and background investigations. The following forms and inquiries, or their equivalent, will be used to initiate the credentialing process:

• OPM Standard Form 85 or 85P

• OF 306

• National Criminal History Check (NCHC) (local procedures may require the fingerprinting to done at a police station; in this case, any charges are to be borne by the contractor)

• PIV card application (web-based)

Before starting work under this contract, a National Criminal History Check (NCHC) will be initiated to verify the identity of the individual applying for clearance and to determine the individual's suitability for the position. If the NCHC adjudication is favorable, a DOI Access Card will be issued for that individual. If the adjudication is unfavorable, the credentials will not be issued and the contractor must make other arrangements for performance of the work. In the event of a disagreement between the Contractor and the Government concerning the suitability of an individual to perform work under this contract, DOI shall have the right of final determination.

Contractor employees must give, and authorize others to give, full, frank, and truthful answers to relevant and material questions needed to reach a suitability determination. Refusal or failure to furnish or authorize provision of information may constitute grounds for denial or revocation of credentials. Government personnel may contact the contractor personnel being screened or investigated in person, by telephone or in writing, and the Contractor must ensure they are available for such contact.

Alternatively, if an individual has already been credentialed by another agency through OPM, and that credential has not yet expired, further investigation may not be necessary. In that case, the contractor must provide the COR/COTR with documentation that supports the individual's credentialed status.

Contractor employees who have been successfully adjudicated will be issued DOI Access Cards, which must be activated at a USAccess Credentialing Center. Those Contractor employees not located within a reasonable travel time of a USAccess Credentialing Center will be screened and issued alternate credentials, such as temporary access badges.

During performance of the contract, the Contractor must keep the COR/COTR apprised of changes in personnel to ensure that performance is not delayed by compliance with credentialing processes. Cards that have been lost, damaged, or stolen must be reported to the COR/COTR and

Issuing Office within 24 hours. If reissuance of expired credentials is needed, it must be coordinated through the COR/COTR.

At the end of contract performance, or when a contractor employee is no longer working under this contract, the Contractor must ensure that all identification cards are returned to the

COR/COTR.

This requirement must be incorporated into any subcontracts that require subcontractor personnel to have routine unsupervised access to a federally-controlled facility for more than 180 calendar days or any unsupervised access to a federally-controlled Level 3 or 4 information system.

Contractor Representative: The Contractor shall designate in writing to the CO and COR, 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 COR within twenty-four (24) hours.

Fire Prevention: The contractor and its employees are to be familiar with the method of turning in 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.

Keys: The Government shall furnish keys and alarm access code for the building serviced by this contract. Keys and cards are issued to an individual and MAY NOT be traded or given to other employees of the contractor. All keys will be issued and listed on a key inventory sheet and signed for as received. Key assignment records will be established by the Contractor and enforced for adequate key control. The Contractor must immediately notify the CO or COR of any misplaced or lost key(s).

The keys will not be reproduced, and the Contractor shall be responsible for all keys issued.

Upon completion of this contract, all keys will be returned. Any keys not returned shall be charged to the Contractor at a cost of $10.00 each by deductions from amounts due to the

Contractor. If the CO decides that a lock must be replaced or a combination changed due to

Contractor negligence, the Contractor shall pay the cost of such replacement.

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.

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

Performance Evaluation Meetings: The COR shall meet 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 Control: The Contractor shall establish a quality control program (QCP) to assure the requirements of the contract are provided as specified. Copies of the QCP will be provided to the

CO and COR at the pre-performance conference.

The QCP will include, but not be limited to the following:

• An inspection system covering the services stated in the Statement of Work. It must specify the areas to be inspected on either a scheduled or unscheduled basis and the title of the individuals who will perform the inspection.

• A method for identifying deficiencies in the quality of services performed before the level of performance is unacceptable.

• A file of all inspections conducted by the Contractor and the corrective action taken.

This documentation will be made available to the Government at all times during the term of the contract. This file will be the property of the Government and will be turned over to the CO and COR within ten (10) days after the end of the calendar quarter or upon termination of this contract.

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 COR, 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.

Security Check & Lock Up Requirements: The contractor shall ensure that the building(s) remain secure while working on premises. Upon completion of duties, the Contractor shall walk through building(s) to turn off lights, lock doors and rearm the security alarm system.

5. OTHER CONSIDERATIONS

Prospective Contractors are highly encouraged to inspect the site prior to submitting a quote.

Refer to Synopsis for further details.