Attachment 2- West Point Complete Facilities Maintenance and Janitorial Services _SOW 18 May 20.pdf

RFP# 15F06720R0000179 Version 1.0 Page 1

FEDERAL BUREAU OF INVESTIGATION

FINANCE DIVISION | PROCUREMENT SECTION

West Point Range 9

Complete Facilities Maintenance

For the

New York Division

Statement of Work

5/18/2020

RFP# 15F06720R0000179 Version 1.0 Page 2

FEDERAL BUREAU OF INVESTIGATION

WEST POINT RANGE 9

MAINTENANCE AND JANITORIAL SERVICES

STATEMENT OF WORK

1 Introduction

1.1 Background

The Federal Bureau of Investigation Facilities and Finance Division has a training facility located on Range 9 of the United States Military Academy, West Point NY. The facility is newly constructed and consists of a 5,000 square foot administration facility, a 250 square foot range tower and a (30) position target range.

1.2 Scope

Provide a complete facilities maintenance contract to include building equipment maintenance and janitorial services to maintain and clean the administration and tower facilities. The building equipment is identified on the attached West Point O&M asset list. The contractor shall furnish all management, labor, tools, material, equipment, and insurance necessary to perform these services for:

• 5,000 square feet of the administrative

• 250 square feet of the range tower

Provide a complete facilities maintenance contract for equipment maintenance and janitorial services. The contractor shall inspect, test and maintain with a service agreement all equipment and its’ components listed on the attached West Point O&M asset list located at the FBI facility at West Point Range 9. The contract will include a service line for equipment to address unscheduled (any after hours and emergency services) within a 4-hour response time. This will be utilized to get the failed equipment systems back in operation to minimize the possibility of further component failure and minimize the disruption to operations and personnel. Provide janitorial services to clean the facilities two (2) janitorial service visits per week by using standard methods of wiping, dusting, vacuuming, mopping, cleaning windows and emptying trash. Provide all services to the Range 9 FBI facility in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional environment. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, instructions, commercial practices, and this SOW.

1.3 Objectives

The objective of this acquisition is to acquire equipment maintenance and janitorial services to maintain satisfactory facility conditions and present a clean, neat, and professional appearance.

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2 Requirements/specifications The Contractor shall provide equipment maintenance and janitorial services to clean the combined five thousand- two hundred and fifty (5,250) square feet of administrative office space and classrooms, restrooms and range tower.

This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The equipment maintenance shall follow manufacturers’ recommendation on service type and intervals (i.e. monthly, quarterly, annually). The cleaning shall be performed twice a week on a weekly basis:

2.1 Task Descriptions

2.1.1 Equipment Maintenance

• Verify that all equipment data is accurate and complete on the attached “asset list”.

• Review manufactures’ recommended operations and maintenance procedures of all installed equipment.

• Perform an initial test and inspection of all equipment listed in the “asset list” to develop a “baseline” of operation.

• Perform monthly, quarterly, semiannual and annual maintenance as “recommended” by the manufacture to maintain optimal performance standards.

• Identify any equipment repairs needed and provide a proposal for repairs to include parts and labor.

• Remove and properly dispose of any and all waste generated during maintenance and repair of the equipment.

2.1.2 Janitorial Services

• Sweeping and Mopping The Contractor shall sweep and damp and/or wet mop all floor areas. Chairs, trash receptacles, and easily movable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their proper position when all operations have been completed. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil, stains, film debris, or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area.

• Vacuuming The Contractor shall vacuum all carpeted areas regardless of occupancy. All carpeted areas shall be vacuumed and free of all visible lint, litter, soil and imbedded grit. Vacuum/clean interior and exterior walk-off mats. After

RFP# 15F06720R0000179 Version 1.0 Page 4 vacuuming or cleaning, mats shall be free of all visible lint, litter, and soil. Carpet style entrance mats shall be vacuumed to remove soil and dirt and to restore resiliency of the carpet pile. Rubber entrance mats shall be swept, vacuumed, or hosed down and then dried to remove soil and grit. Soil and moisture underneath entrance mats shall be removed, and mats returned to their normal location.

• Dusting The Contractor shall dust all furniture, picture frames, windowsills, window tracks, AC/Heating vents, window blinds, televisions, computers (CPU and Monitor), doorframes, hallways, stairways, and entrance foyers. All horizontal surfaces, such as windowsills, window tracks, window blinds, hand rails, wood strips, door frames, exposed piping, light fixtures, covers and diffusers, ceiling and walls within eight feet from the top of the finished floor shall be free of lint, dust, dirt, cobwebs, marks, finger prints, smudges, and other accumulated soils.

Items on furniture tops are to be dusted and replaced. Upholstered furniture shall be free of dust, dirt, lint, other stains and discoloration and shall be kept free of all visible lint, liter, soil and imbedded grit.

• Restrooms Completely deep clean and disinfect all surfaces of the wash bowl, toilet bowl and seat, shower, dispensers, plumbing fixtures, doors, walls, , partition dividers, polished exposed piping, mirrors, and other such surfaces, using germicidal detergent. After cleaning, receptacles shall be left free of deposits, dirt, smudges and streaks, soap film, dust, soils, scum, and odors. All bright metal finishes such as faucets, pipes, fittings and hardware shall be kept in a bright and clean condition. After sweeping and mopping the floor, the entire surface shall be free from litter, dust, and foreign debris, including grout. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirls, marks, detergent residue, or any evidence of soil, stain, film, or standing water. Easily moveable items shall be tilted or moved aside to sweep and damp mop underneath. The Contractor shall ensure that the bathrooms are properly stocked with toilet paper, paper towels, and hand soap.

• Trash The Contractor shall remove the trash from all areas of the building. All trash receptacles shall be emptied and returned to their initial location with Government provided plastic liners. All debris or liquids remaining in a trash receptacle due to a leaky plastic trash bag shall be removed. Trash shall be disposed of in a secured plastic bag. The contractor shall pick up any trash that may fall onto the facility or grounds during the removal of such trash collection. All refuse collected shall be disposed of in the appropriate trash dumpster and/or recycle dumpster located in

RFP# 15F06720R0000179 Version 1.0 Page 5 the parking lot outside the building. Dirty trash receptacles shall be washed inside and out and shall be odor free.

2.2 Position Qualifications

The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all requirements associated with the work they perform. The contractor shall be licensed, certified and adhere to all standards and regulations as required by federal, state and local authorities having jurisdiction on chemical and cleaning agents as required to perform this type of work.

3 Place of Performance The primary place of performance shall be at FBI facilities located on Range 9 of the United States Military Academy, West Point NY.

4 Performance Timelines (Maintenance and Services)

4.1 Equipment Maintenance

The contractor shall follow manufacturers’ service recommendations and intervals for the type of equipment being maintained (i.e. monthly, quarterly, annually). Service is to be performed during normal business hours (M-F excluding weekends and Federal Holidays) except during after-hours and emergency required services.

4.2 Janitorial Services

The contractor shall provide two (2) janitorial service visits per week (Monday thru Friday) excluding weekends and Federal Government Holidays.

5 Hours of Operation Specific work hours must be coordinated with the range Principal Firearms Instructor. This work shall not include weekends or holidays.

6 Deliverables The Contractor shall provide all management, labor, tools, material (except for GFP), and equipment to perform the equipment maintenance and janitorial services as described in this SOW. The contractor shall submit a report after each equipment service interval identifying what equipment and service was completed.

The janitorial service checklist shall be submitted after each day of service. The Checklists will be provided by the Government and shall be completed by the individual performing the service.

The Checklists shall be submitted to the onsite Government representative to be inspected and signed by both the Contractor and the Government Representative. This will ensure that standards and performance expectations have been satisfactorily met. This report is for Government record, a copy will be given to Contractor upon request.

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7 Government Furnished Equipment or Information The FBI will furnish toilet paper, paper towels, trash can liners, and hand soap to the Contractor to restock the restrooms during cleanings.

8 Security Requirements

The Limited Access Request (LAR) (formerly the Limited Background Investigation (LBI)) process is designed to ensure personnel without clearances requiring escorted access to FBI space are properly vetted through the FBI. Personnel that undergo a LAR may be permitted to work maintenance issues, construction projects, teach unclassified seminars or provide other services to the FBI on a limited basis. To be clear, persons provided an LAR have no greater privileges than anyone else being escorted into FBI space - they are not authorized to view or be exposed to Classified or Sensitive But Unclassified information, nor have system access, nor be left unescorted at any time. The value of the LAR is to ensure we are not allowing known criminals, those with open warrants, etc. access to FBI space.

The LAR is a requirement for anyone who does not have a clearance and is not entering the FBI as a family member. The limited exception is for persons attending unclassified meetings in sanitized spaces under escort. If meetings become more frequent than once or twice per year, the LAR may become a requirement.

Persons with active clearances are not eligible for the LAR and must pass their clearances via official channels for any type of FBI space access.

8.1.1 The Process

Upon award of the contract, all personnel involved in the process must have a completed LAR consisting of checks from the Data Integration and Visualization System (DIVS), National Crime Information Center (NCIC)/Interstate Identification Index (III), Sentinel, and the Treasury Enforcement Communication System (TECS). The following forms must be accurately completed and furnished to the OSO at least 45 work days prior to the arrival of contract individual to FBI space (or as early as possible).

• HYPERLINK

https://go.fbinet.fbi/DO/FD/OSO/Documents/OSO%20Forms%20and%20Documents/SF-85%20- %20Questionnairre%20for%20Non-Sensitive%20Positions%20-%20FBI.pdf?Web=1 (fill-in gray areas only) o Completion Guide o Spanish Completion Packet

• Authorization for Release of Information (page 6 of SF-85)

• FD-285 - Fingerprint Application Card

• FD-857a - Sensitive Information Non-Disclosure Agreement

Failure to allot enough time to conduct the checks can result in access delays that cannot be waived.

https://go.fbinet.fbi/DO/FD/OSO/Pages/Personnel.aspx https://go.fbinet.fbi/DO/FD/OSO/Documents/OSO%20Forms%20and%20Documents/SF-85%20-%20Questionnairre%20for%20Non-Sensitive%20Positions%20-%20FBI.pdf?Web=1 https://go.fbinet.fbi/DO/FD/OSO/Documents/OSO%20Forms%20and%20Documents/SF-85%20-%20Questionnairre%20for%20Non-Sensitive%20Positions%20-%20FBI.pdf?Web=1 https://go.fbinet.fbi/HRB/SecD/SSCS/PSIUIV/LAR%20Resources/SF%2085/LAR%20SF%2085%20Completion%20Guide.pdf?Web=1 https://go.fbinet.fbi/HRB/SecD/SSCS/PSIUIV/_layouts/15/WopiFrame.aspx?sourcedoc=/HRB/SecD/SSCS/PSIUIV/LAR%20Resources/SF%2085/Spanish/LAR%20Spanish%20Translation%20Packet.pdf&action=default https://go.fbinet.fbi/do/rpo/ipo/formsdesk/pdfforms/fd-258.pdf https://go.fbinet.fbi/do/rpo/ipo/formsdesk/pdfforms/FD-857a.pdf

RFP# 15F06720R0000179 Version 1.0 Page 7

SF-85 - Questionnaire for Non-Sensitive Positions

Visitors must adhere to all security policy, including the use of portable electronic devices, laptops, cell phones, cameras, etc. The recommended escort/visitor ratio is one escort to five visitors. The escort is accountable for the visitor(s) and any badge(s) issued to the visitor(s).

9 Government Representatives

9.1 Government Onsite Point of Contact

The Government Onsite Point of Contact (POC): Jude Tarasca (Principal Firearms Instructor), jetarasca@fbi.gov

9.2 Contracting Officer Representative

The COR will be identified via letter of COR delegation authority issued by the Contracting Officer (CO) for this contract. The COR is responsible, as applicable, for: receiving all deliverables; inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, filling in details or otherwise furnishing information necessary to accomplish the SOW; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the SOW, the CO will issue such changes.

COR: Daniel Ferguson (Facilities Operations Specialist) dlferguson@fbi.gov

9.3 Contracting Officer

The CO is the appointed authority to bind the Government to the extent of the authority delegated. Direction that will modify the scope, schedule, terms and conditions, funding, or any other action that may modify the agreement as originally entered into with the Government must be given only by the CO.

Contracting Officer: Steven C. Bonds, scbonds@fbi.gov

10 Travel

NA

11 Applicable documents Attachment 1 – RFP 15F06720R0000179 Schedule of Services Attachment 2 – West Point Statement of Work dtd 18 May 20 Attachment 4 – West Point O&M list Apr 2020 Attachment 6 – Limited Access Request (LAR) Attachment 7 – FD-857 – Sensitive Information Non-Disclosure Agreement (NDA) mailto:jetarasca@fbi.gov mailto:dlferguson@fbi.gov mailto:scbonds@fbi.gov

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Attachment 8 – SF-85 Questionnaire for Non-Sensitive Personnel Attachment 9 – FD-258 Fingerprint Application Card

2.2 Position Qualifications