Attachment_A_-_BDC_Fire_Cache_Janitorial_SOW.doc

BILLINGS DISPATCH/FIRE CACHE JANITORIAL

STATEMENT OF WORK

BILLINGS DISPATCH/FIRE CACHE JANITORIAL

STATEMENT OF WORK

DESCRIPTION OF WORK: The Contractor shall provide management, supervision, labor, supplies, materials, equipment, and tools (see Statement of Work) except for specified Government-furnished property, required to effectively, efficiently, and satisfactorily perform the janitorial services specified herein.

LOCATION OF WORK: Bureau of Land Management (BLM) Billings Dispatch Center (BDC) is located at 1299 Rimtop Drive, Billings, Montana 59105. The work area complex consists of two buildings: 1) the Dispatch Office building (approx. 9,024 sq ft); 2) Billings Fire Cache is located at 551 Northview Drive, Billings MT 59105). Fire Cache (approximate 1860 sq ft)

REQUIREMENTS:

1) WORK WEEK AND WORK SHIFT: The various phases of cleaning and janitorial work shall be carried out to meet the standards set forth in Section 21 – Custodial Services Requirements. Due to the BLM security system, the requirements of corridors, lobbies, servicing of restrooms, and washing of exterior windows, may be carried out at any hour, but interference with Government business shall be avoided. Other services including but not limited to vacuuming and emptying trash receptacles are to be performed after 5:00 p.m.

2) SCHEDULING OF OPERATIONS: The Contractor shall schedule all cleaning operations so as not to interfere with normal working conditions of the building occupants. Within ten days after the contract award, the Contractor shall furnish, to the Contracting Officer (CO), a complete Quality Control Plan to ensure the requirements of the contract are provided as set forth in Section 21 – Custodial Services Requirements. Periodic services refer to services to be performed weekly, monthly, quarterly, semi-annually, and annually. Once scheduled services are performed the Contractor shall notify the CO in writing within 3 days of completion so a timely inspection can be performed. Failure to notify CO in writing within 3 days may result in payroll deduction for scheduled item.

3) SERVICES SHALL BE PERFORMED NOVEMBER THROUGH MARCH TUESDAY AND THURSDAY, APRIL THROUGH OCTOBER MONDAY THROUGH FRIDAY – UNLESS 7-day work week is necessary due to a busy fire season. All security doors in the main lobby area shall remain closed at all times – NO EXCEPTIONS. The buildings will be occupied by employees throughout the work week, Monday through Friday, except Federal holidays.

Federal holidays: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

4) SCHEDULING OF OPERATIONS: The Contractor shall schedule all cleaning operations so as not to interfere with normal working conditions of the building occupants. Within ten days after the contract award, the Contractor shall furnish, to the Contracting Officer (CO), a complete Quality Control Plan to ensure the requirements of the contract are provided as set forth in Section 21 – Custodial Services Requirements. Periodic services refer to services to be performed weekly, monthly, quarterly, semi-annually, and annually. Once scheduled services are performed the Contractor shall notify the CO in writing within 3 days of completion so a timely inspection can be performed. Failure to notify CO in writing within 3 days may result in payroll deduction for scheduled item.

5) CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

a) SCOPE: The Contractor shall be required to furnish all labor, supplies, tools, and equipment to complete the work described in this contract.

b) SUPPLIES: The following items shall be furnished by the Contractor: cleaning supplies, disinfectants and other necessary supplies not furnished by the Government. The use of “green” or environmentally safe products is required unless otherwise justifiable. Green purchasing included Green Seal certified cleaning products or USDA Bio-Preferred certified products. The contractor shall submit a list of all products to be used prior to purchase for approval by the CO. The government has the right to approve or reject any supply with a request for a substitute. Please see “Greening” documents for further information on Greening requirements. The Contracting Officer will designate storage for the supplies.

c) EQUIPMENT: All necessary equipment, including vacuum cleaners, power-driven scrubbing, buffing and polishing machines, etc., shall be of the type and size customarily used in high quality work of this type. All equipment shall be furnished and maintained by the Contractor at Contractor’s expense and shall meet the approval of the CO.

d) HAZARDOUS MATERIALS: Contractor shall submit, to the CO, a total list of all supplies along with Material Safety Data Sheets (MSDS) that will be used on the job site within ten days after award of the contract. Contractor shall keep a binder with all MSDS in each janitorial storage area. The Contractor shall be responsible to inform his/her employees of the binders and ensure employees are properly educated on the safety requirement.

6) GOVERNMENT-FURNISHED ITEMS:

a.

SUPPLIES: The Government will furnish the following supplies: Paper towels, toilet paper, trash bag liners, liquid hand soap, toilet seat protectors, dumpsters. The Contractor shall use all Government –furnished items in a safe and responsible manner. The Contractor shall notify the COR when supplies begin to run low, allowing sufficient time for the Government to reorder/restock. Failure to notify the CO (or designated personnel) may result in deduction to payment.

b.

UTILITIES: Reasonable amounts of electricity and water will be made available for use by the Contractor, as provided in the facility.

c.

DOOR CODES: Door codes, combinations necessary to access the facilities will be provided by the Government. The Contractor shall sign a receipt of door code issued. It is the responsibility of the Contractor to ensure employees are completing security requirements in a timely manner. Failure of an employee to complete requirements for background checks shall result in NO BUILDONG ACCESS for that employee until such time the background check is completed, and approval given by the CO. The Contractor Shall Not store any chemicals or supplies under stairs.

d.

STORAGE AREAS AND JANITORIAL CLOSETS: The Contractor shall share existing storage areas and janitor closets with building occupants. All Contractor stored materials, supplies, and equipment shall be conspicuously identified with the Contractor’s markings to indicate ownership and shall be stored in containers appropriate for the substance being stored. The Government shall not be responsible in any way for damage or theft of Contractor stored supplies and equipment, or the Contractor’s employees’ belongings brought into the buildings.

5. PERSONNEL QUALIFICATIONS AND SECURITY REQUIREMENTS:

a. Performance of this contract requires contractor personnel to have a federal government-issued personal identification card before being allowed unsupervised access to a DOI [facility and/or information system]. The Contracting Officer’s designated representative will be the sponsoring official, and will make the arrangements for personal identify verification and card issuance.

At least two weeks before start of contract performance, the Contractor will identify all contractor and subcontractor personnel who will require [physical and/or logical] access for performance of work under this contract. The Contractor must make their personnel available at the place and time specified by the designated representative in order to initiate screening and background investigations. The following forms or their equivalent may be used to initiate the credentialing process:

• OPM Standard Form 85 or 85P

• OF 306

• Fingerprint card (local procedures may require the fingerprinting to be done at a police station; in this case any charges are to be borne by the contractor.)

• Release to Obtain Credit Information

• PIV card application (web-based)

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

Alternatively, if an individual has already been credentialed by another agency through OPM, and that credential has not yet expired, further investigation may not be necessary. Provide the designated representative with documentation that supports the individual’s status.

During performance of the contract, the Contractor will keep the designated representative apprised of changes in personnel to ensure that performance is not delayed by compliance with credentialing processes. Cards that have been lost, damaged, or stolen must be reported to the designated representative and Issuing Office within 24 hours. Replacement will be at the contractor’s expense. If re-issuance of expired credentials is needed, it will be coordinated through the designated representative.

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

Before starting work under this contract, a National Agency Check (NAC) will be conducted to verify the identity of the individual applying for clearance. Upon successful completion of the NAC process, an identification card will be issued and access the building granted.

Simultaneously, a NAC with Inquiries (NACI) will be initiated to determine the individual’s suitability for the position. If the NACI adjudication is favorable, nothing more needs to be done. If the adjudication is unfavorable, the credentials will be revoked. In the event of a disagreement between the Contractor and the Government concerning the suitability of an individual to perform work under this contract, DOI shall have the right of final determination.

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

6.

CONTRACTOR LIAISON: The Contractor or the designated representative shall contact the CO or the COR at least once a month to discuss the conduct of the work and alleviate any minor misunderstandings that may arise during the performance of the work and be available to take immediate action to have deficiencies corrected, if required.

7.

SUPERVISION: The Contractor shall have a responsible, working employee on duty during any and all operations under this contract that is qualified to supervise all work under this contract. The Contractor shall give the COR the name and telephone number of the Project Supervisor assigned. This information shall be available at the onset of this contract and as changes are made.

8.

SAFETY: The Contractor shall use all necessary precautions for the control and safety of the Contractor personnel physically working on this contract.

9.

FIRE PROTECTION AND PREVENTION: Prior to commencing work, the Contractor shall be acquainted with the location of all fire protection equipment. The Contractor shall take necessary action to assure that all flammable materials, all cloths, and cotton waste that might constitute a fire hazard are placed in metal containers and removed from the buildings at the end of each day. No flammables shall be stored in the buildings overnight.

10.

SECURITY OF BUILDINGS: The Contractor shall be responsible for checking and securing all buildings being cleaned by the Contractor’s personnel. Responsibility includes checking and locking exterior doors, closing, and securing any open windows and turning off designated lights.

11.

PROTECTION AND DAMAGE: The Contractor shall, without additional expense to the Government, be responsible for all damage to persons and property that occurs because of contractor/contractor personnel negligence in connection with the performance of work under this contract and shall be responsible for the proper care and caution of all work performed. Breakage or loss of office equipment or other property, including that of a Government employee, which may occur in or about a building because of the Contractor’s operations, or of the actions of his agents, subcontractors, or employees, shall be repaired or replaced by the Contractor at his expense.

12.

MISCELLANEOUS REPORTING: The Contractor shall require each employee IMMEDIATELY report fires by calling 911 and the COR. (First priority is to ensure contractor and all employees are out of building(s) and in a safe environment). Other emergencies such as a broken pipe or break-in should be reported to the COR immediately. Names and phone numbers of the COR shall be given to the Contractor. Items in need of repair such as leaky faucets, broken toilet seats, etc., shall be reported in writing to the COR at the end of each shift.

13.

LOST AND FOUND: The Contractor shall give all articles found to the designated COR.

14.

FURNITURE: The Contractor shall ensure that workmen return all furniture, waste baskets, office equipment, etc. to their original position and location after cleaning each room.

15.

UTILITY CONSERVATION: The Contractor shall ensure that water, lights and other electrical consumption precludes the waste of those utilities. Lights shall be on only in areas where and when work is actually being performed and water faucets or valves shall be turned off after the required use has been accomplished.

16.

CONTRACT LIMITS AND FLOOR PLAN: The attached floor plans indicate the general area that is to be serviced and provides a general indication of the scope of work to be performed and does not necessarily depict the specific square feet of area to be cleaned or serviced. Note: The vehicle/locker storage room in the fire building DOES NOT REQUIRE any services.

17.

DEFINITION OF CLEAN: Clean, cleaning, or cleanup, as used in this contract, is the removal of any foreign material or matter, including but not limited to, candy and gum spots; dirt, mud or dust, scuff marks; oil or grease spots; and pencil, pen, or crayon marks in order to leave the surface free from dirt or impurities, unsoiled and unstained.

18.

CONDUCT OF WORK: All persons employed by the Contractor shall either be experienced in this type of work or shall work with an experienced person. Conduct of work shall indicate deliberate effort to produce first quality results. Hasty or careless work is not acceptable.

a. This is a performance-based service contract where the requirements are written with results in mind. The contractor is to meet or exceed the standards set forth in Section 21 – Custodial Services Requirements set forth in this Statement of Work.

b. Examples of unacceptable work: Dirt in corners; mop splashes on baseboards and walls; dust build-up on surfaces including window sills and base boards; wax build-up on floor perimeter; dirt, debris, etc. under waste baskets, garbage cans and chairs; accumulated filth in cracks, joints, stair treads, etc.; failure to remove trash such as cups, paper clips, staples from floor; failure to clean mop sinks after use; mop strings on floor; mopping or sweeping tracks on floors; unsanitary restrooms; failure to lock doors and turn off lights when leaving the buildings; failure to concentrate on high use areas and other manifestations of lack of concern or capability of producing first quality work.

c. Repetitive notices of failure to perform shall be considered evidence of noncompliance of the contract and shall be grounds for removal of Contractor Personnel, monthly invoice deduction and/or termination of the contract.

19.

QUALITY ASSURANCE PLAN / EVALUATION WORKSHEET: This contract is a performance-based contract where the monthly payment is dependent on the satisfactory completion of all work requirements. If some work requirements are unsatisfactory or not completed, then a percentage of the monthly payment may be with held. A Quality Assurance Plan / Evaluation Worksheet has been developed for all areas in this contract. Each area shall be evaluated separately. The plan is divided into two parts, a work requirement section, and an evaluation section.

a. There is an informational section that identifies the work requirements (with reference to Section 21 – Custodial Services Requirements); a frequency schedule in which each required service is to be policed or performed; and a percentage of pay breakdown.

b. There is an evaluation worksheet section which will serve as the form that will be used for each inspection to record the satisfactory or unsatisfactory completion of each requirement. This form will also be used to summarize the results of those inspections (if two or more inspections are conducted) on a monthly basis and to recommend if there are to be any monthly invoice deductions.

20.

EVALUATION PROCESS:

a. Number of Inspections: Qualified BLM Project Inspectors will complete all inspections. The normal level of inspections (three to four inspections per month) will be used at the start of the contract. The minimum level of inspections (one inspection per month) may be used if the quality of work is satisfactory for two consecutive months and if approved by the Contracting Officer.

b. Unscheduled Inspections. If defective conditions are discovered, which is not part of the randomly selected inspections, a separate EVALUATION WORKSHEET will be annotated with the same information as a regular worksheet, noting that it is an unscheduled inspection. When a trend in defects is noted during the course of regularly scheduled inspections, unscheduled inspections will also be used to determine the magnitude of the defects for this specific worksheet item.

c. Sample Size: 100% of all work requirements will be inspected.

d. Sampling Procedures: Visual inspection to ensure compliance with the quality standards will be performed on every inspection visit (minimum of one inspection per month). If a deficiency or deficiencies are found, the contractor will be given notification and have three days to become compliant.

e. Evaluation Procedures: Each of the areas under contract will be inspected separately and an EVALUATION WORKSHEET will be completed for all areas. A pre-printed EVALUATION WORKSHEET will be completed for each inspection at the time of the inspection. The contractor will complete all duties within the timeframes/dates submitted in the Schedule of Operations. For items scheduled on a monthly/quarterly/annual basis, the contractor shall notify the Contracting Officer in writing within 2 days of completion so a timely inspection can be performed. Failure to notify CO in writing within 2 days of completion may result in payroll deduction for scheduled item.

f. Analysis of Results. At the end of the month, the Project Inspector(s) will summarize the results of the month’s inspections for each of the five areas under contract and calculate recommended payroll deductions on a MONTHLY PAYMENT ANALYSIS FORM for each area.

21.

CUSTODIAL SERVICES REQUIREMENTS:

The Contractor shall provide the custodial services described herein.

BASIC SERVICES: Basic services shall be performed at the locations and frequencies shown in the Quality Assurance Plan and shall consist of the services listed for the specified spaces. No chemical or cleaning compound shall be used that will damage the item being cleaned or surrounding items. Objects moved while performing basic services shall be returned to their original position and location. Performance requirements for these services include the following:

a. GENERAL OFFICE SPACE CLEANING / SERVICING

(1) CARPETED FLOORS AND MATS - GENERAL: Daily - All the carpeted floors and carpet type, rubber or polyester entrance mats shall be free of litter, soil, and embedded foreign matter and grit. Chairs and trash receptacles shall be moved to clean underneath.

(2) NON-CARPETED FLOORS AND CHAIR MATS: Daily/Weekly - All non-carpeted floors and mats shall be swept and free of dirt, debris, and encrustations on a daily basis. -All non-carpeted floors and mats shall be mopped every THURSDAY and have a uniform appearance with no streaks, swirl marks, or detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. (See 21.d.(1) for stripping/sealing requirements of floors) PLEASE NOTE THIS DOES NOT APPLY TO RESTROOM FLOORS. SEE 21.b(5) FOR RESTROOM FLOOR REQUIREMENTS.

(3) DOORS, WALLS, AND CEILINGS: Quarterly – Doors, door framing, walls, baseboards, and ceilings shall be free of dust, cobwebs, and encrustations. All doorknobs shall be cleaned and disinfected. This is for all areas including restrooms. The cleaning process shall be safe and harmless to the surfaces cleaned and shall not adversely affect appearance or durability.

(4) VERTICLE AND VENETIAN BLINDS: Annually - All blinds shall be dusted or otherwise cleaned so that they are free of all insects, dirt, spots, and lint.

(5) CONVECTORS AND VENTS: Semi-Annually – Convectors and Vents as well as bathroom fans shall be cleaned so that they are free of all dirt, dust, and lint.

(6) LIGHT FIXTURES: Annually – ALL interior light fixtures with covers, including those in the restrooms, shall be cleaned so that they are free of all dirt, dust, insects, and smears.

(7) WINDOWS: Quarterly - Glass panes shall be cleaned so that they are free of any streaks, lint, or otherwise unwashed areas of glass. This includes all interior and exterior windows, including storm windows (if applicable). The cleaning solution shall not be spilled on sills, sashes, floor or furnishings. Window screens, trim molding and sills shall be cleaned so they are free of all dirt, dust, stains, and lint.

(8) GLASS DOORS: Daily - Glass on doors at all front entrances of all three of the buildings shall be cleaned both inside and out so that they are free of any streaks, lint, or otherwise unwashed areas of glass. Glass on doors at all other entrances shall be cleaned quarterly with windows as identified in 21.a(7)

(9) TRASH REMOVAL: Daily – The buildings shall be free of obvious garbage and all waste baskets shall be free of dirt, spots, debris, and other encrustations. Receptacle plastic liners shall be unsoiled and free from holes. All boxes, cans, papers, etc., placed near a trash receptacle and marked “TRASH” or similar shall have been removed. Both the interiors and exteriors of wastebaskets and garbage containers shall be free of debris, encrustations and wet spots. In addition, restrooms, conference room and food service area garbage containers shall be disinfected. The Contractor shall police any spillage of trash, debris, refuse, etc., which is a result of this operation. All cleaning is to take place Monday through Friday – NO WEEKEND CLEANING. At no time shall food be left in trash receptacles over the weekend.

b. RESTROOMS / SHOWER FACILITIES No chemicals, materials, or combination of chemicals or materials shall be used that will damage walls, floors, or fixtures in the process of cleaning. Cloth or any other linen material or paper towels used for cleaning purposes shall not be disposed of by flushing down the toilet.

(1) DESCALE TOILET BOWLS AND URINALS: Daily - Toilet bowls and urinals shall be disinfected and free of scale, scum, mineral deposits, rust stains, streaks, other stains, and all foreign matter.

(2) TOILET STALLS (ENCLOSURES), HANDRAILS AND TOILET PAPER HOLDERS: Daily - All surfaces shall be disinfected and free of watermarks, scum, mold, and any other foreign material.

(3) SINK AREA: Daily - All porcelain, metal and chrome fixtures, wash basins, backsplashes, countertops, paper towel holders, exposed piping and mirrors shall be disinfected and be clean and bright; there shall be no dust, spots, stains, rust, mold, encrustations, or excess moisture.

(4) SHOWER STALL: Daily - All surfaces shall be free of watermarks, body or soap film, scum, mold, and any other foreign material.

(5) FLOORS: Daily – Floors shall be mopped daily. Floors shall be free of soil, debris, scum, mold, or encrustations and shall have a uniform appearance with no streaks, swirl marks, detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. Trash receptacles and other moveable objects shall be moved when necessary to clean underneath. Floor drains shall be maintained free from dirt, rust or encrustations. See 21.d(1) below for stripping/sealing floors.

(6) TRASH REMOVAL: Daily - See Section 21.a(9). In addition, each sanitary napkin receptacles (if used) shall be disinfected and have a new liner in place on a daily basis.

(7) SERVICING: Daily - Paper towel dispensers, disposable toilet seat cover dispensers, and hand soap dispensers shall be filled and available to employees.

c. BREAKROOMS / KITCHENETTES / WATER FOUNTAINS

(1) WASH BASINS, SINKS, COUNTERTOPS, AND CABINETS: Weekly – Every Thursday wash basins, sinks, countertops, and cabinets shall be cleaned and free of streaks, spots, smudges, and other encrustations.

(2) FLOORS: Daily - See Section 21.a(2).

(3) TRASH REMOVAL: Daily - See Section 21.a(9).

(4) DRINKING FOUNTAINS: Daily - The entire drinking fountain shall be disinfected and free from streaks, stains, spots, smudges, scale, and other obvious removable materials.

(5) SERVICING: Daily - Paper towel dispensers shall be filled and available for employees.

d. FLOORS (over and above the normal/routine cleaning)

(1) STRIP AND SEAL FLOORS: (January) - Floors shall be made free of scuff marks, scratches, stains, and encrustations by using a stripping and sealing process. Stripping shall be defined as the complete removal, without damage to the floor surface or sub-floor, of all finish and/or sealer from all visible floor surfaces and from those floor surfaces that can be exposed by the removal of non-fixed furnishings. The stripping chemicals used shall be used according to the manufacturer’s instructions for the type of finish and/or sealer being stripped. Application of the new floor finish seal shall be in accordance with the manufacturer’s application instructions for the product and type of floor material. After the finish has dried, the gloss shall be uniform and no streaks, swirls, etc., shall be visible. No stripping solution or finish shall remain on baseboards, doors, or other non-floor surfaces. All floor finishes and sealers applied under this contract shall meet or exceed ASTM Standard D2047 for slip resistance or by UL rated as to slip resistance. Contractor must coordinate cleaning with contracting officer. Floor stripping and sealing shall be coordinated with the CO.

(2) CARPETED FLOORS – DEEP CLEAN: Semi-Annually - Compatible professional grade solutions and equipment shall be used according to manufacturer specifications to thoroughly shampoo/clean all carpeted floors. The first deep clean of the year will be ALL carpeted areas such as cubicles/hallways/common areas/etc. The second deep cleaning of carpets shall include only the hallways/common areas. Cubicle areas shall not be included in the second cleaning. All moveable objects, such as chairs, boxes, wastebaskets, etc. shall be moved to ensure broad spectrum cleaning. A thoroughly clean floor shall be free of litter, soil, stains, embedded foreign matter and grit and have a like new appearance. Contractor must coordinate cleaning with contracting officer.

e.

JANITORIAL CLOSETS / MOP ROOMS

(1) CLEANUP: Daily - Rags, brushes, mops, and other combustible materials used in cleaning that contain or retain a residue of animal, vegetable, or mineral oils are considered to be subject to spontaneous combustion and must be properly disposed of outside the buildings. It shall be the responsibility of the Contractor to ensure all janitorial closets are kept clean, safe, and orderly. Contractor Shall Not store any supplies under the stairway at any time whatsoever.