A04_SOW_V4_CPY_2026_(1).docx

SCOPE OF WORK

Janitorial Services Cape May National Wildlife Refuge

TABLE OF CONTENTS

INTRODUCTION

The Contractor shall furnish all necessary personnel, supervision, transportation, cleaning products and equipment to provide professional janitorial services for the Cape May National Wildlife Refuge in Cape May Court House, New Jersey in accordance with the terms and conditions of this Scope of Work (SOW).

PROJECT DESCRIPTION

The janitorial services are for one multi-purpose headquarters building (HQ) and one visitor contact station building (VCS). The janitorial work is for three groupings of tasks, Monthly, Bi-Annual, and Annual cleanings.

PROJECT LOCATION/INFORMATION

· Headquarter Building (HQ) – Approximately 2,592 sq.ft.

Address: 24 Kimbles Beach Rd, Cape May Court House, NJ 08210

· Visitor Contact Station (VCS) – Approximately 1,446 sq.ft.

Address: 12001 Pacific Ave, Wildwood, NJ 08260.

PERIOD OF PERFORMANCE

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

Base year January 1, 2025 – December 31, 2025 Option year (1) January 1, 2026 – December 31, 2026 Option year (2) January 1, 2027 – December 31, 2027

WORK SCHEDULE

The Contractor shall perform all monthly work on one day between the hours of 8:00am and 4:30pm, EST. 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.

INSPECTIONS AND REPORTING REQUIREMENTS

A Janitorial 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 weekly, monthly, semi-annual, and annual 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 (i.e. paper products, toilet paper, paper towels, garbage can liners) 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.

CONTRACTOR REQUIREMENTS – JANITORIAL SERVICES

The Contractor shall provide all labor, cleaning supplies, materials, equipment, and tools required to satisfy the requirements of this SOW with the exception of “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 shall be environmentally friendly and free from toxic and polluting chemicals when at all possible. Products not meeting this standard must be approved by the Technical Coordinator prior to their use.

Government Provided Supplies The refuge shall provide paper products, toilet paper, paper towels, hand sanitizer, hand soap, dish soap, and garbage can liners. These items will be stored onsite. All materials, equipment and/or paper supplies belonging to the refuge shall not be removed from the site.

MONTHLY JANITORIAL CLEANING TASKS – (Once per Month) Tasks 1 & 2

Headquarters (HQ): - (Task 1) Monthly janitorial tasks include: Reception/Exhibit Area, Offices (7), Conference Room, Copy Room, Crew Room (Kitchen), Bathroom (2), Common Areas, and Main Entrance

Mechanical/Electrical/Mapping Rooms: (4 rooms)

· Sweep, mop (sanitize), and polish non-carpet floor areas

· Dust and remove any accumulated debris from all level/horizontal surfaces throughout the rooms including but not limited to doors, air handlers, duct work water treatment tanks, control boxes, and computer servers

Visitor Contact Station (VCS): - (Task 2) Monthly janitorial tasks include: Waiting Area, Offices (2), Kitchen, Bathroom (1), Common Areas, and Main Entrance

Mechanical/Electrical/Mapping Rooms: (2 rooms)

· Sweep, mop (sanitize), and polish non-carpet floor areas

· Dust and remove any accumulated debris from all level/horizontal surfaces throughout the rooms including but not limited to doors, air handlers, duct work water treatment tanks, control boxes, and computer servers

Dusting Dust and remove any accumulated debris from all level/horizontal surfaces throughout the building including but not limited to hallways, offices, kitchen and other area baseboards, tables desks, and other furniture.

Clean & Sanitize Exposed Surfaces Water Fountain Door handles, switch plate covers and other high-touch areas Doors, walls smudges, and frames Baseboard heater rims that collect debris and dust Exposed pipes Other exposed surface that collect debris and dust

Glass Cleaning Clean interior glass barriers in Reception/Exhibit Area of HQ building

Floor Cleaning Sweep, mop (sanitize), and polish non-carpet floor areas.

Vacuum all carpeted areas Wet mop and disinfect bathroom floors

Refuse & Recycling – Containers Remove trash and recyclables from all offices, common area workstations, kitchen area, bathrooms, conference room, and main entrance area. Dispose of in respected receptables south of the HQ building.

Empty refuse containers and replace can liner Empty containers of paper recycling containers Clean and disinfect waste receptacles, as needed

Restrooms and Kitchen Clean & Sanitize the Following:

All surfaces the public touch Restroom fixtures, dispensers, and cabinets Sinks, faucets, mirrors, sanitary item dispensers, toilets, urinals, exposed pipes Doors handles and handrails Partitions Countertops Floors Sweep/vacuum tile floors:

Wet mop and disinfect ceramic tile- floors Empty refuse containers and replace liner Clean and disinfect waste receptacles, as needed

BI-ANNUAL CLEANING TASKS – (Twice per year, April & October) Tasks 3 & 4

Headquarters (HQ): (Task 3) - Visitor Contact Station (VCS): (Task 4)

· Kitchen Cleaning – Microwave, Oven, and Refrigerator Remove all contents from the above items and thoroughly clean interior and exterior surfaces

ANNUAL DEEP CLEANING TASKS – (Once per Year) Tasks 5 & 6

Headquarters (HQ): (Task 5) - Visitor Contact Station (VCS): (Task 6)

Perform an annual deep cleaning of the non-carpeted floors (e.g. wood, ceramic tile, and vinyl composition tile). Each floor type shall be cleaned in a professional manner using industry standard methods appropriate to the floor type.

Sweep and Mop Wood Floors The wood floors floor are located in (HQ hallways and reception/exhibit area; VCS hallway and waiting area). Cleaning shall be completed in a professional manner using industry standard methods as follows:

· Prepare the area

· Sweep dust and debris

· Mop the floor

Strip, Wax and Buff Vinyl Composition Tile Floors The vinyl composition tile floors located in (HQ utility closet and two mechanical closets; VCS utility closet and storage room). Floor maintenance shall be done in a professional manner using industry standard methods as follows:

Prepare the area Move furniture and fixture as needed Scrub, clean and dry floor surface Apply finish(s) Allow floors to dry as needed Replace furniture and fixture as needed

Scrubbing & Sealing Ceramic Tile & Grout Floors The ceramic tile floors located in (HQ kitchen, copy room, and two bathrooms; VCS kitchen and bathroom). Cleaning shall be completed in a professional manner using industry standard methods as follows:

All tile floors shall be scrubbed, cleaned, and sealed in a professional manner using industry standard methods appropriate for the flooring.

Tile floor surfaces shall be machine scrubbed with an effective detergent cleaner and neutralized.

Annual Deep Cleaning of Carpeted Areas These floor types located in (HQ conference room and all seven office rooms; VCS office). Carpet cleaning shall be done in a professional manner using industry standard methods as follows:

Prepare the area and clean floors Move furniture and fixture as needed Professionally clean carpet Allow carpets to dry Replace furniture and fixture as needed

Annual Window Washing The VCS has seven windows, and the HQ has twenty windows. All glass, window frames, screens, and blinds shall be cleaned in a professional manner using industry standard methods as follows:

Wash all interior and exterior windows Wash all viewing windows and main entrance doors Clean windowsills and frames Clean window blinds Clean window screens Clean window in office doors

TASK SUMMARY TABLE and SQUARE FOOTAGES

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 manage 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.

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, 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.

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.

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. This equipment shall always be available and in possession of the Contractor’s Employee’s while carrying out their duties.

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.

Carpeted Surfaces: See vacuuming

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.

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

Damp Mopping: Damp mopping requires the use of cotton or similar yarn type string mops (24 oz.) that have been mechanically wrung/squeezed to remove excess solution for purposes of removing light soil, dirt, liquid or other foreign material from a floor that does not require the complete mopping of the area or when the area is not soiled sufficiently to require wet mopping.

Standard: A damp mopped floor shall be free of all dirt, debris soil, liquids, or other foreign material. All splash marks/spots on walls and furniture/fixtures shall be removed before completion of the damp mopping task. All items moved to accomplish this task shall be returned to their original positions.

Dispenser cleaning and service: Dispenser cleaning/service requires damp wiping dispensers with a disinfectant, checking/refilling of all towel, toilet tissue, seat covers, soap, 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: All level and horizontal surfaces at or below six feet (72 inches).

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 & kitchen fixtures and fountains require the removal of dust, dirt, debris, spots, stains, and smears from sinks, slop 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 Damp Mopping and Wet Mopping.

Furniture: 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.

Refrigerators: Requires cleaning outside surfaces, especially the handles with a germicidal detergent solution.

Standard: Outside surfaces shall present an overall clean appearance.

Restrooms: Cleaning of restrooms requires the removal of trash, cleaning of floors, fixtures, urinals, toilets, receptacles, mirrors, sinks, faucets, handles, switch plate covers, dispensers, walls, partition stalls, and doors with a germicidal solution. All glass, chrome, and stainless-steel surfaces shall be cleaned and buffed to a shine.

Standard: Restrooms shall be considered properly cleaned when floors are mopped and fixtures, urinals, toilets, waste receptacles, wash basins, faucets, handles, dispensers, partition stalls, and doors are cleaned with a germicidal solution. All glass, chrome, and stainless-steel surfaces shall be cleaned and buffed to a shine, waste receptacles emptied, and dispensers refilled.

Stairwell: Cleaning of stairwells requires the removal of loose dust, dirt, soil, debris, and other foreign material from rubber flooring prior to mopping. All handrails shall be wiped clean and shall be cleaned and buffed to a shine.

Standard: Stairwells shall be considered properly cleaned when the floors are free of dirt, soil, debris, and other foreign material and mopped. All handrails are free of dirt, soil, and grime.

Scrubbing: Machine scrubbing requires the use of mechanized scrubbing/vacuum machines to be more aggressive than wet mopping; this may include large areas such as halls, lobbies, garages, ramps, or similar large areas which would otherwise require extensive labor to complete in a reasonable time period.

Standard: Machine scrubbing shall be held to the same quality standard as wet mopping and shall remove all scuff marks.

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.

Stripping and waxing floors: Standard professional techniques shall be used to strip and wax all vinyl composite tile floors including corridors, doorways, kitchens, breakroom, janitorial closet, and alcove with large format printer.

Standard: An industry standard method was used, and floors shall be free of streaks, clumps, bare spots, and fibers and have a durable “non-yellowed” high-gloss appearance.

Sweeping and Dust Mopping: Sweeping/dust mopping 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 to remove dirt shall be returned to their original location.

Trash/Waste/Recycling Removal: Trash/waste/recycling removal requires the collection of all materials, which have been placed into appropriate containers, and taken to the onsite dumpster located at the south end of the main hatchery building.

Standard: All trash/waste and soiled liners shall be removed from all trash/waste containers, and a new trash/waste liner shall be fitted into all such containers. Collected trash shall be disposed of in the facility dumpster. All small office recycling bins shall be emptied into larger recycling bins.

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 Fountain: Water fountains shall be 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, incrustation 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 to accomplish this task shall be returned to their original positions.

Window Blinds: Blinds shall be cleaned with a vacuum cleaner using tools designed for cleaning blinds.

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

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.

Scope of Work