Attachment A - Statement of Work for Janitorial Services - Nashville.pdf

STATEMENT OF WORK

JANITORIAL SERVICES FOR NASHVILLE NATIONAL CEMETERY

BACKGROUND

Nashville National Cemetery is in the city of Madison, TN, within Davidson County and is approximately six miles northeast of Nashville's city center at the following address:

1420 Gallatin Pike S Madison, TN 37115-4619

All work shall be performed in accordance with the Statement of Work, contained in this contract and in accordance with OSHA and the NCA Environmental Management System (EMS).

Janitorial services cover the basement, 1st floor, 2nd floor, and porch of the historic lodge. There are three staffed offices. Government staff members are responsible for the cleaning and organization of their respective work areas. Additionally, services cover two public restrooms (separate building from office) and two (2) staff restrooms on the first and second floor of the historic lodge. Janitorial services shall include sweeping and mopping daily of all floors. Trash receptacles shall be emptied in all restrooms and the first and second floor office spaces daily. Tiled and concrete floors shall be mopped with a bleach solution and wood floors mopped with an appropriate wood-safe detergent.

See Attachment A (below) for general floor plan of both buildings. NOTE: That the basement is not shown and is approximately 1,000 ft2. Also note, the area listed as ‘Conference 102’ for the historic lodge is the rest of the front porch of the building.

The Contractor shall furnish all personnel, labor, supervision, transportation, equipment and supplies necessary to perform janitorial services at Nashville National Cemetery.

PERIOD OF PERFORMANCE (POP)

This will be a base year plus four (4) option year option renewals. The tentative POP are as follows:

Base Year: September 1, 2026 – August 31, 2027 Option Year One: September 1, 2027 – August 31, 2028 Option Year Two: September 1, 2028 – August 31, 2029 Option Year Three: September 1, 2029 – August 31, 2030 Option Year Four: September 1, 2030 – August 31, 2031

GENERAL REQUIREMENTS

Services shall be rendered daily, Monday through Friday, from 7:30am to 4:00pm local time. Public restrooms shall be cleaned on Federal holidays. The following is a list of Federal holidays:

Columbus Day/Indigenous People’s Day

Washington’s Birthday

Veterans Day Memorial Day

Thanksgiving Day Juneteenth

Christmas Day Independence Day

New Year’s Day Labor Day

Martin Luther King’s Birthday

And any other day designated a holiday by the President of the United States.

Performance consists of cleaning two (2) public restrooms, kiosk, and emptying trash receptacles located in the restrooms. All trash receptacles shall be emptied with a new liner placed daily.

The staffed historic lodge shall be cleaned daily. Cleaning includes front porch, 1 staffed office space on the first floor, second floor has 3 staffed offices Sanitary sweeping and mopping on first floor, second floor, and basement to include all stairways. All trash receptacles will be emptied with a new liner placed daily.

A.1 Cleaning of Two (2) Public Restrooms - Daily.

PROCEDURES

1. All public restroom interior trash cans shall be emptied and cleaned/sanitized daily. Contractor shall leave 2 extra liners in each trash can. Cemetery will provide interior trash cans.

2. All sinks, mirrors, toilet, counter tops, light switches, and door handles shall be cleaned, sanitized, and wiped to remove all excess standing water, spills, accumulation of objectionable material daily.

3. All glass and brass surfaces to include but not limited to countertop vanities, door push plates & mirrors shall be cleaned with an appropriate glass cleaner so that the surface is free of grease, dirt, and smudge marks daily. Where windows exist; windows shall be cleaned with glass cleaner inside and outside.

4. Tile and concrete floors shall be swept and wet mopped daily with a heavy bleach solution.

5. Light fixtures and ceiling shall be kept free of debris and cobwebs.

6. Contractor shall provide, refill, and maintain adequate supply of toilet paper, paper towels and provide disposable soap dispensers, disposable air fresheners daily. Contractor shall ensure additional back-up rolls are available for each restroom.

7. All inside & outside entrance doorways and bottom corners shall be swept free of bugs, cobwebs, and debris daily. Restroom doors shall be wet wiped with a bleach solution inside/outside and top to bottom to include top horizontal surface and door handles.

8. All public restroom interior trash cans shall be emptied and cleaned/sanitized daily.

9. Public Information kiosk located at restroom building shall be cleaned. Computer screen will be cleaned with approved glass cleaner. Painted metal surfaces shall be cleaned using a recommended disinfecting solution that is safe for painted surfaces. All surfaces of kiosk shall be wiped dry leaving no visible dirt, dust or cleaning solution residue.

10. Agency mandatory requirement - upon the completion of cleaning the restrooms, the cemetery restroom daily checklist (Checklist A – end of this document) shall be completed for all cemetery restrooms, signed and submitted to the COR daily. Cemetery will provide clipboards, pens, and checklists.

11. All supplies and equipment shall be kept in an organized manner in a designated area within the NNC (Nashville National Cemetery) building.

Note: No other sprays, scents, cleaning products or toilet tablets are authorized to be utilized outside the specifications herein.

A.2 Cleaning of Historic Lodge/Admin. Building – Including 2 Employee Restrooms - Daily

Performance consists of cleaning two employee restrooms and all offices, rooms, stairs and stairwells, and front porch including stairs of the staffed historic lodge. Contractor shall empty trash receptacles located in the restroom daily Monday through Friday (7:30am-4:00pm).

NOTE: THIS IS A DAILY ADMINISTRATIVE OFFICE CLEANING TO ENSURE ALL COMMON

SURFACES ARE DISINFECTED WITHIN CDC RECOMMENDED GUIDELINES WHICH

ENTAILS USE OF A HEAVY BLEACH SOLUTION OR COR APPROVED DISINFECTING WIPES.

1. All interior trash cans shall be emptied and cleaned/sanitized. Contractor will leave 2 extra liners in each trash can. Cemetery will provide interior trash cans. Each of the offices and/or workstations, kitchen/breakroom and two restrooms each have a trash receptacle.

2. Door handles at entrance, front porch, Public Information Center (PIC) sofas, desk, and water fountains shall be wiped with Clorox or alcohol wipes to ensure common public facing areas are sanitized

3. All employee restroom sinks, mirrors, toilets, counter tops, light switches, and door handles shall be cleaned, sanitized, and wiped to remove all excess standing water, spills, accumulation of objectionable material daily. A heavy bleach solution shall be utilized for sanitary requirements for the tile floors.

4. Cleaning of all glass and brass surfaces to include but not limited to tabletops.

5. All sinks, mirrors, toilet, counter tops, light switches, and door handles shall be cleaned, sanitized, and wiped to remove all excess standing water, spills, accumulation of objectionable material daily in employee restroom and kitchen.

6. Wood, tile, and concrete floors shall be swept and wet mopped or utilize a wet Swiffer (or equivalent) with a disinfecting cleaning solution and/or with a clean mop/wet pad according to type of flooring.

7. The front porch and stairs shall be cleaned as part of the historic lodge. Floor shall be swept and wet mopped or utilization of a wet Swiffer (or equivalent) with a disinfecting cleaning solution and/or a clean mop/wet pad. Appropriate wood safe detergent shall be used to clean wood floors. Furniture shall be cleaned using disinfecting solution and sanitized. Light fixtures shall be cleaned and kept free of dirt, dust, and insects. Empty trash receptacles and replace with new liner.

8. Contractor shall provide, refill, and maintain adequate supply of toilet paper, paper towels, disposable air fresheners, and disposable soap dispensers. Contractor shall ensure an additional back-up roll is available for each employee restroom.

9. Entry rugs shall be vacuumed daily including interior and exterior rugs.

10. Agency mandatory requirement - upon the completion of cleaning the restrooms, the cemetery restroom daily checklist (Checklist A – end of this document) shall be completed for all cemetery restrooms, signed and submitted to the COR daily. Cemetery will provide clipboards, pens, and checklists

11. All supplies and equipment may be kept in an organized manner in a designated area within the NNC building.

Note: Cemetery employees are responsible for the cleaning of their workstations daily.

Note: No other sprays, scents, cleaning products or toilet tablets are authorized to be utilized outside the specifications herein.

A.3 Cleaning of Two (2) Public Restrooms – Federal Holidays.

Performance consists of cleaning two public restrooms and kiosk on federal holidays as defined in

GENERAL REQUIREMENTS.

PROCEDURES

1. All public restroom interior trash cans shall be emptied and cleaned/sanitized daily. Contractor shall leave 2 extra liners in each trash can. Cemetery will provide interior trash cans.

2. All sinks, mirrors, toilet, counter tops, light switches, and door handles shall be cleaned, sanitized, and wiped to remove all excess standing water, spills, accumulation of objectionable material daily.

3. All glass and brass surfaces to include but not limited to countertop vanities, door push plates & mirrors shall be cleaned with an appropriate glass cleaner so that the surface is free of grease, dirt, and smudge marks daily. Where windows exist; windows shall be cleaned with glass cleaner inside and outside.

4. Tile and concrete floors shall be swept and wet mopped daily with a heavy bleach solution.

5. Light fixtures and ceiling shall be kept free of debris and cobwebs.

6. Contractor shall provide, refill, and maintain adequate supply of toilet paper, paper towels and provide disposable soap dispensers, disposable air fresheners daily. Contractor shall ensure additional back-up rolls are available for each restroom.

7. All inside & outside entrance doorways and bottom corners shall be swept free of bugs, cobwebs, and debris daily. Restroom doors shall be wet wiped with a bleach solution inside/outside and top to bottom to include top horizontal surface and door handles.

8. All public restroom interior trash cans shall be emptied and cleaned/sanitized daily.

9. Public Information kiosk located at restroom building shall be cleaned. Computer screen will be cleaned with approved glass cleaner. Painted metal surfaces shall be cleaned using a recommended disinfecting solution that is safe for painted surfaces. All surfaces of kiosk shall be wiped dry leaving no visible dirt, dust or cleaning solution residue.

10. Agency mandatory requirement - upon the completion of cleaning the restrooms, the cemetery restroom daily checklist (Checklist A – end of this document) shall be completed for all cemetery restrooms, signed and submitted to the COR daily. Cemetery will provide clipboards, pens, and checklists.

11. All supplies and equipment shall be kept in an organized manner in a designated area within the NNC (Nashville National Cemetery) building.

Note: No other sprays, scents, cleaning products or toilet tablets are authorized to be utilized outside the specifications herein.

A.4 SEMI-ANNUAL CLEANING - Veterans Day and Memorial Day

Performance consists of cleaning all windows internally and externally, shampooing all entry carpeted rugs, cleaning air vents and applying Mop and Glow or equivalent for the applicable surfaces in the entire building.

Note: Carpet shampoo service must be completed with a COR approved ‘carpet cleaning device’ and an industry standard cleaning product approved by COR.

1. Windows: Contractor shall clean all lodge windows (inside/outside) upstairs and downstairs utilizing the most conventional method to ensure maximum results. Any state, local or federally approved solution may be used. Each window (inside/outside) shall be scrubbed, free of debris and wiped dry upon completion where safely feasible. Window seals shall be scrubbed free of any stains or debris.

2. Contractor shall polish all metal handles.

3. Contractor shall vacuum air vents and remove them from the sockets, when possible, to clean/brush any dust/webs or other debris.

4. Contractor shall shampoo all entry rugs twice annually utilizing the wet vacuum-cleaning method.

5. Contractor shall mop all wood floors, kitchen tile and bathroom tile with Mop and Glow or equivalent. Contractor shall use products that are applicable to each surface. To prevent damage to floors, Contractor shall only place the carpeted mats back in their locations when both the mats and floors are completely dry.

A.5 STANDARDS OF CONDUCT

The Contractor shall be responsible for the ethical conduct of its employees. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

Contractor personnel shall adhere to the following standards of dress and conduct while performing work at National Cemeteries:

1. Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary. It will be at the discretion of the COR to initiate immediate removal of Contractor personnel from cemetery grounds if conduct standards are not adhered to during contract performance.

2. Contractor shall remove his/her employee from the cemetery for cause to include but not limited to willful misconduct and/or unacceptable performance of the work required under the contract.

Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery.

3. Contractor-furnished personnel, supplies, services, equipment, and materials, including personnel provided and necessary for contract performance shall be consistent and fully compliant with applicable OSHA, federal, state, county, and local ordinance laws & regulations. The Contractor is responsible for training its personnel regarding safety precautions and procedures prescribed by OSHA Standards.

4. Contractor personnel appearance and conduct shall always be professional and unobtrusive.

Contractor employees shall dress in appropriate organizational clothing with a name and/or emblem of the company’s name on their clothing. No other clothing with advertisements or lettering shall be utilized. Questions from cemetery visitors shall be politely referred to or directed to cemetery personnel.

5. Shirts, T-shirts, long pants, neat jeans or walking shorts are permissible. Contractor personnel shall always be fully clothed, to include an upper garment to cover the body from waist to neck.

Tank tops as an outer garment are prohibited, as well as many garments which have a message or slogan affixed thereon. This contract is conducted at National Cemeteries, and the utmost respect is required during these duties.

6. Contractor personnel shall conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive or otherwise inappropriate language. Radios, headphones, earbuds, recording devices and/or video or otherwise electronic games/devices are not permitted while performing work on the grounds of the cemetery.

7. NCA Directive 8500: Photography and video recording are prohibited at National Cemeteries. Requests for photography and videos will be evaluated for approval or disapproval by the Cemetery Director.

8. Consume food and beverages only within areas designated by the COR(s). Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area.

The use of intoxicating beverages, tobacco, and/or drugs on cemetery premises is strictly prohibited, a violation of Federal Law and will not be tolerated.

9. Contractor personnel shall take all necessary precautions to prevent damage to cemetery property, structures, and grounds during performance of this contract. The Contractor shall be liable for replacement costs for property damaged as a result of actions by contractor personnel.

There is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from any or all damages and expenses of any kind for harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims.

A.6 USE OF CEMETERY FACILITIES

1. The Government shall not be responsible for any loss, damage, or theft of contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of cemetery facilities used by contractors’ employees.

2. Parking is not the condition or term of this contract. However, when local conditions are such that parking is permitted, Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

3. The Contractor shall be responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. An SDS (Safety Data Sheet) is required for all chemicals and cleaning solutions used in performance of this contract.

4. Electricity and water will be furnished by the Government.

A.7 SAFETY & SECURITY

1. The Contractor shall always exercise care and caution in performing the duties described in the statement of work so as not to cause injury to themselves or to other persons.

2. The Contractor shall perform the assigned task and duties in a safe manner in accordance with VA, NCS, and OSHA regulations and policies.

3. The Contractor shall indemnify to protect itself, and render the United States Government, its employees, agents, and representatives, harmless from any liability resulting from personal injury arising out of performance of the work contained herein.

4. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the schedule or elsewhere in the contract.

5. Upon any injury, incident or accident of the Contractor or employees, the Contractor shall report immediately circumstances of accident, injury, or incident.

(End of Work Statement)

Checklist A.1:

Restroom Cleaning Checklist

COMMENTS

DATE

Mirrors

Sinks

Toilets

Floors

Trash Emptied

Light Fixtures Soap Dispenser

Heat/Air Walls and Doors Stall Partitions Air Freshner Dispenser

Towels

Toilet Paper

Soap

Air Freshner

Work Completed by Work Inspected by

OAI SAM 3.1.6A: Restrooms are inspected, cleaned, and supplied daily. Restroom checklists should be completed during inspection and visibly posted in each restroom

Restrooms are to be inspected daily on the days they are open to the public.

SUN. MON. TUE. WED. THUR FRI. SAT.

CLEAN DAILY

CLEAN WEEKLY - (Or as needed)

CLEAN MONTHLY - (Or as needed)

CHECK DAILY (Replenish as necessary)

Attachment A.2: Floor Plan for Administration Building and Restroom Building