Statement of Work Janitorial Services

Big Stone NWR

The purpose and intent of this Scope of Work is to perform janitorial services at the U.S. Fish and Wildlife Service Headquarters Office and Shop building, Odessa, Minnesota. The overall responsibility of the contractor is to perform services in a manner that will maintain satisfactory facility conditions and present a clean, neat, and professional appearance. Standard janitorial practices and proper use of cleaning materials is required.

The contractor shall provide services, supervision, labor, transportation and management necessary to administer and perform the requirement and the government will provide supplies in accordance with these specifications.

I. Location

U. S. Fish and Wildlife Service, Region 3 Big Stone NWR 44843 County Road 19 Odessa, MN 56276

Site Visit: Interested contractors may set up a site visit between the hours of 8:00 am - 3:30 pm, on June 18, June 22, and June 24 by contacting Deborah Hoffman at the Big Stone NWR Office at 320-273-2191.

II. Period of Performance

Award will be for a base period with up to 4 option years. The base period of performance is from 08/01/2026 – 07/31/2027, with 4 option years subject to the availability of funding.

III. Work Schedule

The services will be performed during weekends (after 4:30 p.m. Friday, or on Saturday or Sunday). The Government will provide all keys for the buildings, which shall not be duplicated.

The contractor shall establish methods of ensuring that these keys are not lost or misplaced and are not used by unauthorized persons. Keys shall be returned upon completion of the contract.

Contractor personnel will not have guests or visitors accompanying them to the work site. A background check is required.

IV. Description of Work

The contractor shall have current license(s), bonds and insurance as required by Minnesota State laws.

The contractor shall provide all labor and supervision to perform janitorial services necessary to achieve the defined standards for each of the tasks listed as follows:

Janitorial services required consist of the following every 2 weeks (unless otherwise noted) at the Headquarters Office and Shop Buildings:

Office Building

• All carpeted areas and area rugs are to be vacuumed. Spots shall be removed as they appear without damaging carpet. Any tears or unraveling shall be brought to the attention of the U.S. Fish and Wildlife Service.

• The tread mats, located inside the main entrance and the staff entrance, which have dirt collection bins under them should be cleaned out at a minimum of one time every two months.

• Sweep and wash the floor around the tread mats.

• Clean glass entrance doors and handles.

• Clean windows at least monthly, or more frequently, if needed.

• Clean all horizontal surfaces, non-fabric chairs, file cabinets, storage cabinets, bookshelves, interpretive displays, and other types of office furniture and equipment, windowsills, handrails, light switches, picture frames, etc., as needed. Oil based cleaners must NOT be used.

• Dust walls, focusing on corners where the walls meet the ceiling, to help ward off spiders. This is to be done monthly and may be conducted on a bi-weekly rotational basis.

• Remove spider webs inside the building.

• Sweep copy room floor bi-weekly and wash monthly, or more frequently if needed.

• Restock restroom supplies (toilet paper, paper towels, sanitary napkin receptacle bags liners, hand soap, etc.).

• Clean and disinfect all restroom surfaces, including but not limited, to sinks; countertops;

stall partitions and doors; handrails; toilet bowls; urinals; sanitary napkin receptacles;

dispensers; and other such surfaces.

• Clean and disinfect all wall areas adjacent to sinks, wall-mounted urinals and toilets.

• Clean all mirrored surfaces.

• Sweep and wash restroom floors.

• Clean sinks, countertops, tabletops, and tops of refrigerator in kitchenette areas

(conference room and breakroom). Restock hand soap and paper towels.

• Sweep and wash floor in breakroom.

• Vacuum fabric portions of chairs once a month.

• Clean office desks, only where papers and other desk items do not cover the surface.

• Clean both sides of wood door surfaces as needed.

• Clean all door frames.

• Sweep all unfinished cement floors in unlocked rooms at least monthly.

• Sweep conference room floor bi-weekly and wash floor monthly, or more frequently if needed.

• Empty all waste baskets and trash receptacles and place all trash in secured/tied plastic bags. Deposit all bags inside the dumpster in the headquarters parking lot.

Shop Building Restroom

• Restock restroom supplies (toilet paper, paper towels, hand soap, etc.)

• Clean and disinfect all bathroom surfaces including but not limited to sink; toilet bowl;

urinal; shower stall; handrails; dispensers; receptacles; and other such surfaces.

• Clean and disinfect all bathroom wall areas adjacent to sink, wall-mounted urinal and toilets.

• Clean all mirrored surfaces

• Remove spider webs

• Empty all waste baskets and trash receptacles and place all the trash in secured/tied plastic bags. Deposit all bags inside the dumpster in the headquarters parking lot.

• Sweep and wash floor.

V. Quality Assurance

The Contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The Contactor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's quality control program with plan and any supporting documentation shall be made available to the Government for review upon request.

VI. Government Furnished Materials

The government will furnish all cleaning equipment, tools, cleaning supplies, liquid hand soap, toilet paper, sanitary receptacle liners, urinal deodorant blocks, paper towels and plastic trash bags.

A trash dumpster is located in the headquarters parking lot.

PRIMARY CONTACT: Deborah Hoffman: 320-273-2191 (office)

SECONDARY CONTACT: Michael Budd: 320-292-4367 (cell)

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

JANITORIAL SERVICES AT

BIG STONE NATIONAL WILDLIFE REFUGE

HEADQUARTERS HEAD QUARTERS AND SHOP BUILDINGS

1. PURPOSE. This Quality Assurance Surveillance Plan (herein after referred to as the “QASP”) has been developed by the Government and adheres to performance-based acquisition (PBA) guidelines. This Plan will be used to ensure the Contractor performs in accordance with performance standards set forth in the contract documents and subsequent task orders, that the Government receives the quality of services called for in the contract, and that the Government only pays for the acceptable level of services received.

2. ROLES & RESPONSIBILITIES. The following government officials will participate in performance management of this contract. Their roles and responsibilities are described as follows:

2.1. Contracting Officer (CO): A person duly appointed with the authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government. The CO is the only person with the authority to direct the contractor in the performance of their duties under the contract and to make interpretations of and changes to the contract.

2.2. Quality Assurance Monitor (QAM): This will be the Big Stone NWR (Refuge) Administrative Officer. The duties and limitations of the QAM are contained in their appointment letter. The QAM has primary responsibility for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract. The QAM maintains written records of the contractor’s performance.

2.3. Contractor: The service provider ensures that an acceptable quality control system is provided and maintained. The contractor is required to provide all services identified in the Performance Work Statement (PWS).

3. PROCEDURES. Government performance assessment will be conducted by the QAM in accordance with the Performance Standards Summary. Documentation of contractor performance should be accomplished on the Monthly or Quarterly Customer Feedback/Discrepancy Form as the observation is completed, thus preventing loss of information. All documentation generated in the performance of this plan will be marked, "For Official Use Only".

4. METHODS OF ASSESSMENT.

4.1. Visual Assessment. Visual inspection of work site to ensure the work meets requirements of the PWS.

4.3. Validated Complaint. If any Government personnel or visitor to the Refuge office presents a complaint, the QAM will validate the complaint prior to reporting it to the Contractor for corrective action.

5. SUCCESSFUL PERFORMANCE AND REMEDIES.

5.1. Contractor performance will be assessed against the requirements of the PWS.

Objective and subjective criteria will be employed during the assessment using the Performance Requirements Summary as a guide to the requirements. The contractor will correct any and all correctable discrepancies. These discrepancies will be corrected prior to acceptance of services and payment.

5.2. Assessments will be conducted by the QAM. Successful performance will receive the performance assessment and will be recorded on the Weekly Customer Feedback Report. Deficiencies will be identified to the contractor for corrective action.

PERFORMANCE STANDARDS SUMMARY

Performance Objective, as applicable

Performance Standard Acceptable Performance Level (APL)

Monitoring Method

Corrective Action

Vacuum carpet

Carpets shall be clean and free from dust balls, dirt and other debris. Any mats and area under mats shall be vacuumed and free from debris.

100%

Visual assessment Customer complaint

Re-performance

Sweep and wet mop floors with disinfectant

Restroom floors Floors shall be clean and free of dirt and present an overall appearance of cleanliness. Floors shall be slip resistant, free of marks, skipped areas, and streaks and mop strands.

Walls, baseboards and other surfaces shall be free of splashing and markings from the equipment.

All surfaces, crevices, tracks, baseboards, and corners shall be clean and dry.

100 % Visual assessment Customer complaint

Re-performance

Empty all trash Wastebaskets shall be free of spillage, dust, debris and residue.

Plastic liners shall not be torn, worn or contain residue.

Visual Assessment Validated complaint

Re-performance

Clean restrooms

The restrooms will be clean and odor and stain free. Supplies will be in plentiful supply.

Visual Assessment

Clean kitchen areas

Tables and counters will be wiped down and free of debris. All dirt, dust, water stains, spots, streaks and smudges shall be removed from the surfaces.

100% Visual Assessment

Quality Assurance Surveillance Plan Monthly or Quarterly Customer Feedback/Discrepancy Report

Contract No.

Janitorial Services at Big Stone NWR

Location: Odessa, MN 56276

Discrepancy Date Originator Corrective Action Date

A04 - Statement of Work - Janitorial Services.pdf

A04 - BSNWR_Map_of_Facilities.pdf