Attachment 1 Performance Work Statement .docx

Contents

Section 1 Scope of Work

1.1 Background

The National Institutes of Health (NIH) is the primary federal agency responsible for conducting, supporting, and promoting biomedical and behavioral research. The NIH mission is to enhance the health and well-being of the American people by advancing knowledge of human health, disability, and disease. To achieve this, NIH supports a broad range of research efforts both domestically and internationally, while also conducting intramural research within government laboratories. The majority of these in-house research programs are located in the Bethesda--Poolesville–Rockville, Maryland area. In addition to research, NIH has a mandate to disseminate medical knowledge and ensure its availability to the public.

1.2 Bethesda Campus

The main NIH campus is located in Bethesda, Maryland, approximately ten miles north of Washington, D.C. This urban campus serves as the central hub for NIH operations and includes critical research, administrative, and support functions. In addition to government-owned facilities, NIH Institutes and Centers (ICs) also occupy leased facilities throughout the surrounding area. Contractors providing services under this requirement may be required to support both government-owned and leased NIH facilities as directed.

1.3 Poolesville Campus

The NIH maintains a research facility in Poolesville, Maryland, located approximately twenty-eight miles from the Bethesda campus in a rural setting. This site supports specific intramural research programs and operational requirements. Contractors may be required to perform services at this location as part of the overall NIH facility support mission.

1.4 Leased Facilities

The NIH Institutes and Centers (ICs) occupy various locally leased facilities within the greater Bethesda-Rockville area and surrounding communities. These facilities support administrative, research, clinical, and programmatic functions essential to the NIH mission. Contractors providing services under this requirement may be required to perform custodial services at such locally leased facilities, consistent with the scope of this contract and authorized by the Contracting Officer.

1.5 Scope of Work

The contractor shall provide all management, labor, supervision, materials, equipment, and resources necessary to support NIH facilities, operations, and research environments as identified in this contract. Services may be required at the NIH Bethesda main campus, NIH-leased facilities, the Poolesville site, and other NIH-owned or NIH-leased facilities that become occupied during the period of performance, within the geographic service area defined in this contract and within the scope of custodial services described herein, as authorized by the Contracting Officer.

The contractor shall coordinate all activities with the designated Contracting Officer’s Representative (COR) and ensure performance meets the quality standards, safety protocols, and service levels established under this contract.

Section 2 Purpose and Objective The purpose of this contract is to obtain high-quality janitorial and recycling services that ensure NIH building occupants have a clean, functional, and safe work environment. This contract allows for increases or decreases in square footage and service requirements based on mission needs and available budgetary resources. Changes will be implemented through a formal contract modification executed by the Contracting Officer.

Section 3 Contractor Performance Requirements

3.1 Room Groups

This Performance Work Statement establishes the required outcomes, performance standards, and acceptable quality levels for custodial services. Except where expressly stated otherwise, the Contractor is responsible for determining the methods, staffing levels, equipment, work sequencing, and frequency of services necessary to meet or exceed the performance requirements of this contract. Nothing in this PWS shall be construed as directing the Contractor’s internal management decisions or means and methods of performance.

The contractor shall provide all labor, equipment, tools, supplies, consumables, supervision, management, and other resources necessary to provide all custodial and related services described in this PWS. All cleanable space is categorized into five Room Groups- Public, Staff, Health, Support, and Exterior. Described below are the rooms that are typically contained in each of the five room groups:

Group 1 - Public: Corridors, elevators, lobbies, and stairwells. (Approximately 1.25 million Square Feet) Group 2 - Staff: Classrooms, computer rooms, corridors in office areas, cubicles, Credit Union, executive offices, file rooms, general offices, laboratories, lounges, mail rooms, vending rooms, recreation rooms, and waiting areas. (Approximately 2.75 million Square Feet) Group 3 - Health: Cafeteria, day care centers, fitness centers, kitchenettes, locker rooms, restrooms, dining rooms, and health unit. (Approximately 175,000 Square feet) Group 4 - Support: Dark rooms, docks, janitor closets, shops, storage, tunnel, warehouse, workrooms, cat walks, and light industrial areas. (Approximately 245,000 Square Feet) Group 5 - Exterior: Patios, and outside entrances within 5 feet of points of access, Parking Garages, Stair towers. (Approximately 80,000 Square Feet) *Refer to Building List Attachment for specific Square Footage numbers*

3.2 Square Footage Range

The total estimated cleanable square footage covered under this contract is expected to fluctuate during the period of performance due to construction, renovation, space reconfiguration, changes in occupancy, and evolving mission requirements. All additions, reductions, or modifications to cleanable space shall be documented and tracked through the Government’s designated work request management system.

The Contractor shall be capable of performing all custodial services required under this Performance Work Statement for facilities totaling no less than three million two hundred and fifty thousand (3,250,000) square feet and no more than six million two hundred fifty thousand (6,250,000) square feet of cleanable space.

The square footage within this range is not guaranteed and may increase or decrease at any time during the period of performance. The Contractor shall plan staffing, equipment, and operational capacity to accommodate fluctuations within this range. Changes to cleanable square footage that remain within this stated minimum and maximum shall not result in adjustments to contract price, staffing levels, or service requirements and shall not require a contract modification.

Changes to cleanable square footage above ten percent of the total square footage require a formal contract modification executed by the Contracting Officer.

3.3 Performance Level Determination

The performance level and acceptable quality of cleanliness are stated below:

· Solid Waste containers are serviced 3 times per week on Tuesdays, Thursdays, and Fridays to prevent overflow, odors, pest attraction, or unsanitary conditions and do not exceed normal accumulation levels.

· Waste containers in food facilities are to be serviced 5 times per week.

· Floors, walls, fixtures, and furnishings are free of visible spots, streaks, stains, or residue under normal visual observation.

· Isolated or incidental marks consistent with normal use may be present, provided they do not detract from the overall clean appearance of the space.

· Surfaces within normal reach and line of sight are free of visible dust or buildup.

· Corners, edges, and baseboards are clean and free of visible accumulation.

· Hard floors present a clean, uniform appearance appropriate to the floor type, without visible buildup.

· Carpeted surfaces are free of visible debris, litter, or excessive buildup.

· Cardboard is not staged or stored in corridors or common areas except at Government-designated collection locations and is managed to prevent excessive accumulation

· Restroom supplies are stocked and available during normal building occupancy.

* “Visible Buildup” means accumulation that is readily observable during normal visual inspection.

Failure to meet one or more of the above conditions in a manner that is clearly observable and negatively impacts the cleanliness of the space shall be recorded as a defect.

3.4 Room Group Deletions

During the period of performance, the Government reserves the right to delete one or more Room Groups, including Support, Exterior, Health, or any combination thereof, based on mission requirements, facility use, or budgetary considerations. The Contractor shall be provided written notice fifteen (15) calendar days prior to implementation. Any such deletion shall be formalized through a formal contract modification executed by the Contracting Officer. The contract price, staffing, and service levels shall be adjusted as appropriate to reflect the change in scope.

3.5 Addition or Deletion of Facilities

During the period of performance, the Government may add or remove facilities from the scope of this contract due to construction, renovation, occupancy changes, or mission requirements. The Contractor shall begin or discontinue services in affected facilities upon written direction from the Contracting Officer or the Contracting Officer’s Representative (COR).

Any adjustment to contract price, staffing, or service levels resulting from the addition or deletion of facilities shall be made only by a formal contract modification executed by the Contracting Officer.

Spaces that are closed, restricted, or otherwise unavailable for normal occupancy due to construction, renovation, or alteration activities shall be excluded from routine custodial services until such time as the space is returned to the Government for normal use.

Section 4 Contractor Effort Required The determination of the total daily productive man-hour requirements for the performance of all services specified herein is the sole responsibility of the Contractor. It is of the utmost importance that the Contractor utilizes skilled and productive personnel to achieve or exceed the Performance Level stated in Section 3 Contractor Performance Requirements.

The Contractor shall determine the frequency and methods of work necessary to meet or exceed the required performance standards.

The Contractor’s determination of work frequency shall be sufficient to prevent recurring deficiencies and sustain compliance throughout the contract performance period.

The Contractor shall provide full-time administrative support to access, maintain, research, comment and close out work requests generated from the work request management system.

Nothing in this PWS shall be construed as directing the Contractor’s internal staffing levels, work sequence, work schedules, or methods of performance, except where expressly stated as a specific performance requirement.

Section 5 Definitions The following custodial service tasks shall be considered part of the scope of work:

A. Routine Cleaning- Routine Cleaning consists of cleaning tasks that are performed on a frequent basis but require no special scheduling or planning.

1. Solid Waste- Solid waste (trash) collection from interior waste receptacles shall be performed 3 days per week, specifically Tuesdays, Thursdays, and Fridays. Buildings that contain food service facilities and all breakrooms in all buildings shall receive trash collection services daily. The Contractor shall coordinate with the COR to adjust collection frequency as necessary to prevent overflow, odors, or unsanitary conditions, or in response to pest management issues as identified by the Government and directed by the COR, and to maintain the required level of cleanliness.

2. Restrooms- All restrooms must be cleaned 5 days a week (Monday – Friday) by 9:00am; any exceptions to this schedule will be coordinated with and approved by the COR. The Contractor shall schedule restroom cleaning activities in a manner that minimizes disruption to building occupants and ensures reasonable restroom availability during normal operating hours, subject to coordination with the COR.

3. Routine Cleaning Frequency:

Vacuuming/Damp; Wiping;

Dusting;

Doors (Glass);

Wiping;

Tables/Desks;

Mopping (laminate floor/tile);

Cubicle Walls

1X per week

B. Project Cleaning- Project Cleaning consists of periodic, non-routine custodial services performed to maintain or restore facility surfaces beyond routine daily or weekly cleaning and necessary to sustain the Acceptable Quality Levels. Project Cleaning services may include, but are not limited to: Spray Buffing, Scrubbing, Striping, and waxing of hard-surface floors; Bonnet buffing, extraction, or dry cleaning of carpet; high dusting of elevated surfaces; Other restorative or deep-cleaning activities as required. Any individual project cleaning service or task order with an estimated total cost exceeding $5,000 shall require prior written authorization from the Contracting Officer (CO) before work is performed. The Contractor shall submit a written proposal that includes a complete breakdown of material costs, labor categories, labor hours, and any other associated expenses. If subcontractors are utilized, the Contractor shall also provide the subcontractor’s scope of work and a detailed cost breakdown of materials and labor hours. The proposal shall be submitted to the COR and CO within forty-eight (48) hours of determining that the work will exceed the $5,000 threshold. No work exceeding this amount shall proceed without written approval from the CO.

1. Project Cleaning Schedule- The Contractor shall develop and submit a Project Cleaning Schedule identifying the proposed frequency of Project Cleaning services by building, area, or space type. The proposed schedule shall be based on facility use, traffic levels, surface types, and the need to maintain the Acceptable Quality Levels. The Project Cleaning Schedule shall be submitted to the Contracting Officer’s Representative (COR) for review and approval prior to implementation. The Contractor shall not perform recurring Project Cleaning services without an approved schedule. Once approved, the Project Cleaning Schedule shall be considered part of contract performance requirements. The Government reserves the right to modify the approved Project Cleaning Schedule based on mission needs, facility conditions, or performance considerations. The Government will provide the Contractor a minimum of 30 calendar days’ written notice prior to implementing changes to the approved schedule, unless an urgent condition requires a shorter notification period.

2. Coordination and Safety- The Contractor shall coordinate Project Cleaning activities with the Government to minimize disruption to facility occupants and operations. The Contractor shall provide advance notice to affected occupants at least 48 hours prior to scheduled Project Cleaning activities. Appropriate safety signage, including “Wet Floor” signs, shall be conspicuously posted at all entrances to areas being serviced and maintained for the duration of the activity. All Project Cleaning shall be performed in accordance with applicable safety regulations and the approved schedule.

3. Notice to Proceed- For items C, D, E, and F, a Not-to-Exceed (NTE) threshold of $5,000 shall apply. Requirements at or below this threshold may be authorized by the COR. Any requirement exceeding $5,000 shall require written authorization from the Contracting Officer (CO) in the form of a Notice to Proceed (NTP), contingent upon the COR’s concurrence with the pricing based on a technical evaluation.

C. Operational Support Services- As part of the Base Custodial Services, the Contractor shall provide operational support necessary to maintain facilities at the established Acceptable Quality Level (AQL). These activities are integral to overall contract performance and are not separately priced.

Support includes maintaining high-use and high-visibility areas such as lobbies and restrooms; responding to service requests or occupant concerns; performing limited special cleaning associated with office moves or minor alterations; addressing incidental events such as toilet overflows; and performing additional cleaning tasks as identified by the COR.

Response Requirements- The Contractor shall respond to service requests submitted by the COR through the authorized work order request system. Response time is defined as the time from notification to on-site arrival of personnel prepared to address the condition.

Urgent conditions that pose an immediate risk to safety, property, or operations (e.g. flooding, major spills (non-hazardous), broken glass) shall receive priority response within fifteen (15) minutes between 7:00am. and 5:00pm., and within one (1) hour at all other times. The Contractor shall remain on-site until the condition is stabilized or corrected.

D. Pre-Occupancy Cleaning- Pre-Occupancy is defined as cleaning of spaces that were previously unoccupied without construction. These requests will be considered part of the scope of the contract. The Contractor shall acknowledge receipt of a pre-occupancy cleaning request and commence coordination within two (2) workdays of receiving written direction from the COR. The Contractor shall coordinate the scheduling of the work with the customer and complete the pre-occupancy cleaning on a mutually agreed-upon date based on the scope of work and customer requirements.

The following space descriptions are provided for planning and informational purposes only and are not intended to represent fixed quantities, mandatory work methods, or guaranteed inventories within any individual space.

E. Miscellaneous Service Tasks- The Contractor shall perform Miscellaneous Service Tasks when requested by the Government. Miscellaneous Service Tasks are non-routine, non-recurring custodial services that arise from unusual, infrequent, or unforeseen events or conditions and that are not addressed through Routine Cleaning, Project Cleaning, Support Services, or any other defined requirement of this Performance Work Statement (PWS).

Miscellaneous Service Tasks are within the general scope of this contract but are not included in the base custodial services and are not part of the Routine Cleaning or Project Cleaning requirements. Miscellaneous Service Tasks shall not be used to supplement, replace, or compensate for deficiencies in routine custodial services required under this contract.

For scheduled (non-emergency) Miscellaneous Service Tasks, the Contractor shall submit an estimate of the required labor hours to the COR within one (1) business day of the Government’s request. Work shall not begin until the COR concurs that the estimated labor hours are technically reasonable. Only the Contracting Officer (CO) may authorize work that affects contract price, funding, or labor hour ceilings.

For emergency Miscellaneous Service Tasks requiring immediate action to protect life, property, or critical operations, the COR may provide verbal direction to proceed. Such direction shall be limited to the minimum effort necessary to stabilize or mitigate the emergency condition. Written confirmation of the verbal direction shall be provided by the COR within five (5) calendar days. Any work exceeding that necessary to address the immediate emergency condition shall require written authorization from the CO.

Labor performed for Miscellaneous Service Tasks outside the normal operating hours of the contract shall be compensated at the applicable overtime, weekend, or holiday labor rates only when such work is expressly authorized by the Contracting Officer or when required to address an emergency condition.

A maximum of two thousand (2000) Miscellaneous Service Task labor hours is authorized per contract year. This labor hour ceiling shall reset at the beginning of each option period and shall not carry over from one contract year to the next. The Contractor shall not exceed this annual labor hour ceiling without a formal contract modification executed by the Contracting Officer.

Upon completion of each Miscellaneous Service Task, the Contractor shall provide written documentation to the COR and Alternate COR that includes, at a minimum: the date(s) the service was performed; a description of the work performed; the number of personnel utilized; the actual labor hours expended; and the name(s) of the personnel who performed the work. Miscellaneous Service Tasks shall be billed as separate line items on the monthly invoice.

Repeated requests for similar services shall not be considered Miscellaneous Service Tasks and may be evaluated by the Government for inclusion in the base scope of work or as a separately priced Contract Line-Item Number (CLIN).

F. Additional Project Services- The Government reserves the right to request, within the scope of the contract, additional project services. The COR shall give the Contractor a minimum of three working days written notice of the requested performance date for the service. The Contractor may be required to perform project services on weekends however only with the written authorization of the COR. Prices quoted for Additional Project Services shall be fully burdened and shall include all labor, equipment, materials, supplies, and cleaning chemicals necessary to perform the service. No work is to begin without written authorization of the COR, Alternate COR, or the CO if the project value exceeds $5,000.00, as described in Section 5.1(b) above In cases of emergency, the COR may give verbal notification to proceed while written authorization is pending. The contractor shall provide acknowledgement of the verbal authorization via email to the COR. Written authorization from the COR will be sent within three business days when a verbal notice is issued.

1. Clean Carpeting (dry or extraction method)

i. Initial Unit- 250 serviceable square feet

ii. Incremental units of 50 serviceable square feet

2. Strip and refinish sheet and tile vinyl floor (three coats of finish)

i. Initial Unit- 250 serviceable square feet

ii. Incremental units of 50 serviceable square feet

3. Clean, wax, and buff wood floor

i. Initial Unit- 250 serviceable square feet

ii. Incremental units of 50 serviceable square feet

4. Scrub and seal concrete floor

i. Initial Unit- 250 serviceable square feet

ii. Incremental units of 50 serviceable square feet

5. Strip and refinish marble or terrazzo floor

i. Initial Unit- 250 serviceable square feet

ii. Incremental units of 50 serviceable square feet

6. Window Blind Cleaning

i. Cost per Unit

7. Power Washing (Ground and Building)

i. Initial Unit- 250 serviceable square feet

ii. Incremental units of 50 serviceable square feet

8. Parking Garage Cleaning

i. Cost per occurrence, per garage

9. Exterior Parking Lot Cleaning

i. Cost per occurrence, per lot

10. Industrial Space Cleaning (Mechanical Room and Utility Plant Common Equipment and Machinery Area)

i. Cost per month Section 6 Optional Services This section identifies services that are not included in the base scope of work and may be exercised by the Government, at its discretion, during the period of performance. Optional Services shall be performed only upon written authorization from the Contracting Officer or the Contracting Officer’s Representative (COR) and are subject to the availability of funds. Any Optional Services and any associated adjustments to pricing or service levels shall be accomplished only by formal contract modification executed by the Contracting Officer.

Option 1: Interior Recycling Collection, Exterior Solid Waste, Exterior Recycling Collection When exercised by the Government, the Contractor shall provide interior recycling collection, exterior recycling collection, and exterior solid waste collection within NIH facilities and within the confines of the NIH Bethesda main campus. Interior solid waste collection is included in the base custodial scope of work and is not part of this optional service.

Exterior collection is limited to on-campus locations outside the buildings. This optional service does not include off-site hauling, disposal, or recycling processing unless separately authorized under another provision of the contract.

The Contractor shall collect recyclable materials from designated interior and exterior recycling containers and solid waste from designated exterior waste containers and shall transport all collected materials to Government-designated on-campus consolidation points, central collection areas, or other locations as directed by the Contracting Officer’s Representative (COR). Collection frequency shall be when recycling receptacles reach a 75% fill rate to prevent overflow, odors, pest attraction, or unsanitary conditions.

This optional service includes interior recycling collection within NIH facilities covered under this contract, including the NIH Clinical Center. Note that recycling must be collected from designated buildings even if those buildings/facilities are not covered under the janitorial scope.

Prices quoted for this optional service shall be fully burdened and shall include all labor, equipment, supplies, and materials necessary to perform interior recycling, exterior recycling, and exterior solid waste collection.

This optional service shall be performed only upon written authorization by the Contracting Officer and shall be funded under a separately priced Contract Line-Item Number (CLIN). Exercise of this optional service shall not modify the base custodial scope of work unless expressly stated in a contract modification executed by the Contracting Officer.

Section 7 General Requirements

7.1 Work Week

In general, all routine work shall be performed within the 8-hour, 5-day work week (Monday-Friday) excluding weekends and Federal Holidays, from 7:00am-4:00pm. Project cleaning shall be performed from 6:00 pm-12:00 am.

7.2 Special scheduling requirements

The Government reserves the right to require the Contractor to perform certain custodial services tasks during specific shifts. The Contractor shall be given written notice by the COR at least thirty (30) calendar days before such implementation.

7.3 Building Defects Report

The Contractor shall ensure that all personnel remain vigilant in identifying building defects or deficiencies during their assigned duties and during inspections of service areas. Examples include, but are not limited to; leaking water faucets, inoperative lighting, and broken restroom fixtures. When a defect is identified, the Contractor shall:

1. Immediate Reporting- Upon discovery, the Contractor shall immediately report the issue to the Contractor Management Team (Project Manager, Assistant Project Manager, or immediate Supervisor).

a. The Contractor Management Team must create a Maintenance Ticket reporting the defect in the work request management system.

2. Tag the Defect- Affix a white tag directly to the defective item or in the immediate area. The tag shall include the NIH service request number, the date of the call, and the initials of the individual who reported the defect.

a. The Contractor shall provide all tags and materials necessary to comply with this requirement.

3. Monthly Reporting- Maintain a log of all reported defects and corrective service calls. A consolidated monthly report shall be submitted to the COR and Alternate COR no later than the 5th business day of the following month.

4. Annual Reporting- Provide a comprehensive year-end summary report of all building defect calls. This report shall be submitted to the COR no later than January 15 of the following year.

The Contractor shall ensure reporting is accurate, timely, and complete. Failure to report, tag, or document building defects as required will be considered non-compliance with this Performance Work Statement.

Section 8 Authority and Limitations The Contracting Officer (CO) is the only individual authorized to make changes to the terms and conditions of this contract, including affecting the scope, price, funding, labor hour ceilings, or period of performance. The Contracting Officer’s Representative (COR) is authorized to provide technical direction, coordinate schedules, monitor performance, and accept or reject services in accordance with the contract requirements. The COR does not have authority to authorize work that results in a change to contract price, scope, funding, or other contractual terms.

Section 9 Non-Personal Services This contract is a “non-personal services contract” as defined in Federal Acquisition Regulation (FAR) Subpart 37.1. It is, therefore, understood and agreed that the Contractor and/or the Contractor’s employees: (1) shall perform the services specified herein as independent contractors, not as employees of the Government; (2) shall be responsible for their own management and administration of the work requirements and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract; (3) shall be free from supervision or control by any Government employee with respect to the manner or method of performance of the services specified; but (4) shall, pursuant to the Government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

Section 10 Contractor Personnel The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct appearance, and integrity and shall be responsible for taking such disciplinary action with respect to their employees as may be necessary.

Contractor personnel are subject to the same rules of conduct as Government employees. The Contractor shall take appropriate personnel action as required in the event employees become involved with civilian authorities as a result of misconduct.

All personnel employed by the Contractor shall be trained in accordance with NIH guidelines, shall be competent, and skilled in the performance of the work to which they are assigned. The Contractor shall require all its employees to be courteous at all times, not to use loud or profane language, and to do their work as quietly and safely as possible and in a sanitary manner.

All Contractor employees, including supervisors, must wear distinctive clothing for ready identification. The clothing shall have the Contractor’s name affixed in a permanent or semi-permanent manner. Employees shall be in uniform no later than ten (10) working days from the date of entering on duty. Employees shall wear shirts and trousers, coveralls, or full-sized smocks, as appropriate. Any color or color combination, except for blue, may be used for uniforms. Employees shall be required to dress professionally and for safety. The Government will restrict access if employees are improperly attired.

All Contractor personnel shall be required to obtain an NIH identification badge from the NIH Division of Personnel Security (DPS), Building 31, Room 1B03, within five (5) working days from the beginning date of their employment on this contract. The ID badge shall be worn clipped or pinned to the uniform shirt during contract work hours. When Contractor personnel are terminated or leave for other reasons, security checkout procedures require that NIH ID badge and any keys or cardkeys assigned to the individual be immediately returned to the COR.

The Contractor shall provide to the COR a complete list of all contract employees under this contract to include names, position title, assigned area, their individual tours of duty, and schedule of work assignments. This list shall be submitted within 14 working days following the start date of full contract responsibility and updated monthly thereafter.

Contractor personnel shall be capable of recognizing hazardous notification signs/symbols and insignia and able to read health and safety information in English.

If the performance of on-site Contractor personnel is determined to be substandard in the judgment of the COR, the Contractor shall receive written notice of the problem from the Contracting Officer. Within a maximum of two weeks from receipt of written notification, the Contractor shall apply corrective measures and demonstrate improved performance by the employee. If satisfactory improvement is not observed within this period, the Contractor may be directed by the Contracting Officer to immediately remove the employee from the contract and expeditiously provide a replacement employee.

The COR may direct the Contractor to remove, and the Contractor shall remove any employee performing under this contract who is deemed incompetent, careless, insubordinate, unsuitable, or otherwise objectionable, whose continued deployment to the NIH is inconsistent with the best interests of the mission of the NIH, or for reasons of misconduct.

Section 11 Homeland Security Presidential Drective-12 (HSPD-12) All federal employees, contractors, and affiliates who require physical access to NIH facilities and logical access to NIH IT networks and information are required to obtain an ID badge. To obtain an ID badge, an individual's personal identity must be verified in accordance with HSPD-12 requirements, and the appropriate background investigation must be completed and favorably adjudicated. Individuals may be issued an ID badge on an interim basis if they meet the requirements as outlined in this policy. NIH will adhere to all requirements of HSPD-12 and its implementing instructions as prescribed in the National Institute of Standards and Technology (NIST) Federal Information Processing Standards (FIPS) FIPS 201 Standard for all persons who work at or for NIH.NIH, in accordance with Department of Health and Human Services (HHS) policy, issues or accepts several types of ID badges for physical and network/system (logical) access.

The Contractor will provide to the COR at least 1 week prior to the contract effective date for full contract responsibility and prior to commencement of work for any subsequent new hires an alphabetical listing of contractor employees to be assigned under the contract. The COR shall submit the listing to the NIH Division of Security Operations for the purpose of conducting a security check. The contractor shall submit for HHS-790.

Section 12 Qualifications of Personnel

12.1 General Qualifications

The personnel employed by the Contractor shall be trained in custodial-type work. The buildings shall be fully staffed to meet the required performance levels at the completion of the phase-in period, to be able to assume full contract responsibility beginning the first day of full contract performance. The Contractor’s employees shall be familiar with building fire alarm systems and trained on the procedures to follow in the event of fire or other emergencies. Upon award, this will be provided to the contractor.

12.2 Supervision

The Government shall not exercise any supervision or control over Contractor employees performing services under the contract. Such Contractor personnel shall be accountable solely to the Contractor who, in turn, shall be accountable to the Government. The Contractor shall apply proper supervisory techniques and keep personnel informed of all changes and methods of operation. All work shall be performed in such a manner so that there is no interruption to, or interference with the NIH mission. Contractor supervisors shall always be available when the contract work is in progress, to receive notices, reports or requests from the Contracting Officer or his/her designated representative. The scheduled on-site supervisor(s) shall always remain in their designated area of responsibility when the contract work is in progress. The Contractor shall furnish to the COR, in writing, within 14 workdays following the contract start date and prior to assumption of full contract responsibility, the names, telephone numbers and/or page numbers of all project management staff and on-site supervisor(s). The Contractor shall furnish to the COR updates as changes occur.

Section 13 Orientation and Training Requirements

13.1 Orientation

Orientation will be conducted by the COR at the start of the Contract. The COR will provide the orientation to the members of the management team with a tour of the key buildings with an introduction to some key NIH customers.

13.2 Contractor-furnished training

The Contractor shall provide, within thirty (30) calendar days following contract award, at least four (4) hours of customer relations training for its employees as part of new hire orientation. This training shall stress the importance of conflict avoidance and problem resolution. Emphasis shall be placed on professional appearance, grooming, proper attire, and the importance of professionalism and courtesy in day-to-day interactions with building occupants and visitors. This training shall continue to be a part of the new hire orientation for all future contract hires.

The Contractor shall be responsible for instructing its staff at hire and then providing regular refresher training in all safety matters necessary for the work site in compliance with applicable sections of the Williams-Steiger Occupational Safety and Health Act of 1970, as amended (US Code of Federal Regulations, Title 29).

Prior to beginning any work, Contractor employees shall be properly trained in safety practices by the Contractor and understand all hazards associated with their work in the special environment of biomedical research facilities and be familiar with the risk involved in performing their assigned tasks and the proper steps to mitigate them.

The safety-training program shall include appropriate responses to risk assessments and the appropriate safety controls to protect personnel from identified hazards/risks at the NIH campus, i.e., dialing 116 for the NIH Fire/Rescue Department, and to security-related incidents, dialing 115 for the NIH Police Department. In off-campus facilities, Montgomery County Fire/Rescue and Police Departments are to be contacted in an emergency by dialing 911.

In addition, the Contractor shall comply with all directives issued by NIH safety personnel. Authorized personnel from the Division of Occupational Health and Safety (DOHS), NIH Safety Officers, Police Officers, and Fire Marshals have the authority to suspend or stop Contractor activities at any time when an imminent risk to the safety of NIH personnel, Contractor personnel, or property is identified.

Report all incidences of accidents, injuries and release of hazardous materials to the NIH COR and appropriate safety office immediately. After receiving authorization to do so by the NIH COR, (e.g., after a fire in an area where some physical hazards such as broken glass may be present), the Contractor supervisor shall direct its employee(s) to assist in the clean-up of the hazard.

Contractor must submit all Safety Data sheets (SDS) to the COR for all chemical products used in this contract. In the event of an emergency or potential emergency, the contractor shall provide an SDS for the product in question to Occupational Safety and Health Branch, Division of Safety or NIH Fire Department, Division of Public Safety upon request.

Adhere to NIH safety procedures, understand warning signs, including those that indicate the presence of biological, radiological, chemical and/or physical hazards, and respond to them appropriately. Also, Contractor employees shall participate in fire drills and other safety procedures and exercises occurring in buildings where they work.

The Contractor employees shall follow the NIH Corridor Utilization Policy and not place equipment or other obstacles in traffic lanes or in other locations in such a manner as to create safety hazards or violate the policy.

The Contractor employees shall display appropriate, neat appearing, well kept, “Wet Floor” warning signs and restroom closure signs. Such signs shall be provided by the Contractor and shall be displayed and visible at all times in all areas where cleaning operations are in progress which necessitate the use of any equipment or supplies, such as buckets, wires, ladders, water, wax, etc., which may cause a traffic obstruction, slip, trip, or personnel hazard.

The Contractor shall provide all necessary safety equipment and personal protective equipment to their employees who will be required to perform under the contract provisions, and the contractor will enforce the use of such equipment. Personal protective equipment (PPE) includes but is not limited to gloves, face shields, protective aprons, dust masks, safety glasses, etc. Contractor employees must be trained by the Contractor in the proper care and use of all appropriate safety and personal protective equipment used.

13.3 Government Furnished

Upon award of the contract, a Safety Orientation training program will be conducted by the Government for Key Personnel, as identified in the contract. This orientation will include NIH Health and Safety requirements; Occupational Medical Service (OMS) as it relates to contractors; waste management; hazard signage; and other safety related information. It is the responsibility of the Contractor to convey this information to their staff, before they are assigned to work at the NIH.

Section 14 Occupational Health and Safety In order to provide safety controls for protection of life and health of NIH personnel, visitors, contractor employees and others at the NIH, the Contractor shall assume full responsibility and liability for compliance and the deliverables contained within the NIH Contractor Health and Safety Attachment, the training of its staff and for the work performed under this contract ensuring compliance with all applicable Federal, State and Local safety and health regulations, statutes and guidelines, including Public Law 91-596, Williams-Steiger Occupational Safety and Health Act of 1970, Federal Agency Safety Programs and Responsibilities, as amended (Title 29 Code of Federal Regulations 1910).

14.1 Contractor Safety Assessment Program (CSAP)

The National Institutes of Health (NIH) utilizes the Contractor Safety Assessment Program (CSAP) to evaluate a contractor’s commitment to workplace safety and health. The CSAP is a standardized, third-party assessment that reviews a contractor’s leading and lagging indicators of safety performance, including safety management practices, injury and incident history, and regulatory compliance.

The CSAP is used by the Government to assess contractor safety performance and to support informed contracting and task order decisions. Contractors performing work under this contract may be required to complete the CSAP and maintain a current certification of completion, as applicable, in accordance with NIH safety requirements. Additional information regarding the CSAP, including assessment procedures and access instructions, is available at the Government-provided link.

NIH Contractor Safety Assessment Program

14.2 Reference Material

In addition to Federal, State, and Local occupational safety and health statutes (e.g., 29CFR 1910), all operations conducted by the Contractor shall be in compliance with the following:

CDC/NIH Biosafety in Microbiological and Biomedical Laboratories, HHS Publication No. (CDC) 93-8395 The National Institutes of Health Radiation Safety Guide NIH Manual Issuance #3032; Waste Management at NIH NIH Manual #1340; NIH Occupational Safety and Health Management NIH Corridor Utilization Policy Title 29 CFR Subpart 6, Part 1910.96, Ionizing Radiation; OSHA, Department of Labor.

*All the above documents will be provided to the Contractor Management Team upon completion of Orientation.

Additionally, the Contractor shall ensure that its employees comply with all applicable sections of 40 CFR, subtitle C and D, which address the proper disposal of waste materials; 29 CFR 1910.331-335, which address electrical safety-related work practices; all NIH on-site safety, fire protection, and security policies and other related guidelines or directives that the NIH Contracting Officer or COR may determine to be reasonably necessary.

14.3 Government Health and Safety Resources

A. Medical Services- Emergency medical treatment for injuries sustained at an NIH on-campus work site is available to Contractor staff at the OMS clinic during regular hours. In such instances, the patient will be stabilized and then referred to a local hospital, or a specific health care provider designated by the Contractor's on-site supervisor. When OMS is not available, the patient will be transported by NIH Fire and Emergency Response personnel directly to a local hospital. In the event that a medical question arises over the ability of an on-site Contractor employee to perform the assigned duties, the NIH COR may require the Contractor to have a medical evaluation performed on the subject employee.

B. Environmental Monitoring- Periodically, NIH work sites may be monitored for the presence/absence of potentially hazardous materials or conditions. In such circumstances, workers in those areas may participate by wearing monitoring devices, e.g., film badges, personal dosimeters, which allow NIH Division of Safety staff to properly assess potential exposures in those work sites. Contractor employees shall cooperate in such surveys when directed by the NIH COR. In those instances where Contractor employees participate in the monitoring effort, the Contractor will be provided with the resultant data in a timely fashion.

C. Pest Management- NIH utilizes an Integrated Pest Management (IPM) approach. Contractor personnel shall not apply pesticides, rodenticides, traps, or other pest control measures in any facility covered by this contract. The Government is solely responsible for determining and implementing pest management practices.

Contractor personnel shall support the IPM program through proper sanitation and housekeeping practices, including maintaining gear rooms and housekeeping closets in a clean and orderly condition, storing materials to minimize pest harborage, removing trash daily, hanging mops to dry, emptying mop buckets, and prohibiting the storage, preparation, or consumption of food in housekeeping areas.

Contractor personnel shall remain vigilant for signs of pest activity or conditions conducive to pests (e.g., rodent activity, leaks, or damaged building materials) and shall promptly report such conditions through the Government-designated pest management or facilities reporting process, as directed by the Contracting Officer’s Representative (COR). Contractor personnel shall not attempt to remediate pest conditions beyond routine sanitation and reporting.

D. Animal Care Facility Classification and Entry Requirements

Animal Care Facilities are not cleared or maintained as a part of this requirement.

Section 15 Key Control The Contractor shall establish a control system to ensure that no keys issued to the Contractor by the Government are lost, misplaced or used by unauthorized persons. No keys issued to the Contractor shall be duplicated, unless authorized by COR. The Contractor shall:

A. Lost Keys- Reimburse the Government for replacement of locks or re-keying required as a result of Contractor losing any keys.