Attachment B-SOW Janitorial Services Massachusetts National Cemetery.docx

36C786-18-Q-0002 Statement of Work

PLACE OF PERFORMANCE:

Period of performance: May 1, 2025 through April 30, 20226 with (4) one-year options if exercised:

Location, size, and services required for the cemetery are as follows:

B 1.1 Description / Specifications / Work Statement:

B 1.2 BACKGROUND:

The Department of Veterans Affairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 155 National Cemeteries in 39 states that receive visitors, hold ceremonies and conduct committal services on an ongoing basis. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications is essential. (b) National cemeteries are a resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration to reflect this nation's concern and respect for those interred there. (c) Massachusetts National Cemetery is a National Shrine.

The standards of maintenance and appearance at this cemetery must reflect this nation's concern for those interred there. The cemetery is classified as an “open cemetery”, meaning grave space is available for the first interment of casketed and/or cremated remains. The cemetery is an active cemetery. In addition, the cemetery will conduct several memorial services; have approximately 30,000 annual visitors and 5000 participants and visitors for ceremonial activities.

C 1.1 GENERAL REQUIREMENTS:

a. CUSTODIAL SERVICES, DAYS AND HOURS OF PERFORMANCE REQUIREMENT Areas to be serviced are located at the Administrative/Maintenance Building, public restrooms, the cortege booth, trash bins located throughout the cemetery. All daily janitorial services will be performed and completed Monday through Friday between the hours of 5:00 P.M. and 7:00 A.M.

Square footage

D 1.1 RESPONSIBILITIES:

a. WORK TO BE CONDUCTED DAILY (Monday through Friday, 5pm-7am & Memorial Day Weekend)

1. Non-Carpeted Floors. In the administration/maintenance buildings, cortege booth, and public restrooms, the contractor must sweep and wet mop all non-carpeted floor areas and remove stains, dirt, mud, grime, and markings as needed. Shopvacs or other industrial vacuums are permissible for excessive dirt/debris. Ensure only commercial floor cleaner is used during mopping. Clean rinse water will be changed when water is dirty. Grime, dirt, and debris which accumulate in corners and base boards will be removed. For the administration building, these areas include the main entrance, employee entrance, foyer, conference room, kitchen, and employee restrooms. For the maintenance building, these areas include the entrance, mud room, locker rooms, hallways, break room, employee restrooms, offices, honor guard room, and tools & parts room. It does not include the vehicle bays and workshop areas. For both the public restrooms and cortege booth, this includes the entire floor surface areas.

2. Carpets/Mats/Rugs. The contractor must vacuum all carpeted areas, ensuring removal of debris; moving light furniture and floor items as needed. These include all carpeted surfaces, rugs, mats, and carpet runners in the administration/maintenance buildings, cortege booth, and public restrooms.

3. Restrooms. The contractor must clean restrooms with germicide disinfectant to include toilets/urinals, sinks, faucets, partitions, mirrors, tiled walls, doors, door handles, and light switches. This includes the administration/maintenance building employee restrooms and public restrooms. Clean and polish all glass, mirrored and stainless-steel areas with appropriate cleaners, ensuring no streaks. Furnish and fill all soap dispensers, paper towels, toilet paper and toilet seat protectors. Pour all mop and/or cleaning water down the designated floor drains. Sink will not be used as a drain. The contractor must not use sponges for dish washing found in the admin building kitchen/maintenance building breakroom to clean restrooms. Additionally, cleaning items (sponges, etc.) used to clean restrooms must not be used to clean the kitchen/breakroom.

4. Locker Rooms. In addition to the floor, the contractor must wipe down and clean lockers, benches, walls, and doors with appropriate cleaning solution to remove stains, dirt, and debris. The employee locker rooms are located in the maintenance building.

5. Trash. The contractor must empty all trash receptacles in and outside of the administration/maintenance buildings, cortege booth, and public restrooms and replace the liner. Cemetery trash and trash created in the performance of this contract will be disposed of in the dumpster as/where designated.

6. Glass Doors. The contractor must clean the glass entrance doors and their handles of the administration building, public restrooms, and maintenance building with appropriate cleaners leaving no stains, handprints, marks, or streaks.

7. Drinking Fountains. The contractor must sanitize, clean, and polish all drinking fountains.

8. Light Switches. The contractor must wipe down and clean all light switches and push plates the administration building and public restrooms.

9. Kitchen/Breakroom Areas. In addition to the floor surface and trash removal, the contractor must wipe down and clean countertops, table, and sink with appropriate cleaning solution in both the administration building kitchen and the maintenance building break room. Cleaning sponges/rags must not be the same used to clean the restrooms. Restock the paper towels and soap dispenser when required.

10. Janitorial Closets. The contractor must keep the janitorial closets clean and neatly organized.

11. Daily Closing. The contractor must ensure the lights are shut off, the doors properly locked, and the alarm system reset prior to departing for the evening.

b. WORK TO BE CONDUCTED WEEKLY

1. Dusting. The contractor must weekly dust and clean all doors, doorframes, walls, and partitions, ensuring corners are free of dust and cobwebs in the administration building, maintenance building, and cortege booth. For the administration building, these areas include the whole interior except closets and IT room. It does not include employee desks. For the maintenance building, these areas include the entrance, mud room, hallways, break room, employee restrooms, foreman/work leader/maintenance offices, honor guard room, and tools & parts room. It does not include the vehicle bays, workshop areas, locked utility closets, and employee desks. For both the public restrooms and cortege booth, this includes the whole interior except janitorial and utility closets.

2. Trash Removal/Burial Sections. The contractor must remove trash and debris weekly from trash bins located at each burial section: (1-65; CS-1, CS-2, and CS-3; sections A-H; and Committal Shelters 1, 2, and 3). Trash will be deposited in the dumpster located on site where/or designated. Trash generated by the contractor from other job locations, place of residence, or business, must not be deposited in the cemetery’s dumpster.

c. WORK TO BE CONDUCTED BI-ANNUALLY (First week of May/first week of November)

1. The contractor must clean all glass windows with appropriate cleaner, inside and outside surfaces, for the administration/maintenance buildings, cortege booth, and public restrooms.

2. The contractor must dust and clean all window ledges, windowsills, pictures, and baseboards in the administration/maintenance buildings and cortege booth.

3. The contractor must clean (vacuum or dust) vents, louvers, light fixtures, ceiling fans, mini blinds, windowsills, tube heat radiators, water supply piping, ceiling structural framing braces and HVAC supply registers and duct work. A treated cloth should be used when necessary.

4. The contractor must vacuum, shampoo, and steam clean the carpeted areas in the administration building in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions will be removed from baseboards, furniture, trash receptacles, chairs, and other related items. Chairs, trash receptacles, and other items will be moved to clean carpets underneath and returned to their original location. Once cleaned, for safety reasons, all carpeted areas must be thoroughly dried prior to 7am.

d. WORK TO BE CONDUCTED ON MEMORIAL DAY WEEKEND

1. The contractor must clean the public restrooms in accordance with paragraph D 1.1.a.3 daily over the Memorial Day Weekend (which is the Saturday, Sunday, and Monday). Memorial Day is the last Monday in May, so work will be completed that day as well as the Saturday and Sunday immediately preceding Memorial Day. Work will be completed during normal hours, 5pm to 7am.

e. LIABILITY INSURANCE

1. The contractor must provide personal liability and property damage insurance cover sheets prescribed by the laws of the State of Massachusetts pursuant to FAR 52.247-21. The Contractor must maintain adequate public liability and property damage insurance to cover claims arising from their operations.

E 1.1 CONTRACTOR-PROVIDED SUPPLIES

a. The contractor must ensure restrooms and kitchen areas are stocked sufficiently with contractor-provided supplies. The contractor must ensure restroom soap, toilet paper, and paper towel dispensers are restocked daily. The contractor must also ensure the paper towel dispenser in the kitchen is also restocked daily. The following extra backup supplies will be stored in janitor’s closet but are not limited to:

1. Hand soap for restrooms and kitchen areas

2. Toilet paper for restrooms (2 ply)

3. Hand paper towels for restrooms (2 ply)

4. Rolled paper towels for all break room areas

5. Dish soap for all break room areas

6. Cleaning Solutions

7. Germicides & Disinfectants

F 1.1 HOLIDAYS AND WEEKENDS (Not Required to Work these Days) Federal Holiday Schedule:

G 1.1 Site Work Coordination & Clean-Up

(a) The Contractor is responsible for reporting to the CO any problems or questions that may arise with any other personnel on site during the period of performance of this contract. The Contractor will not take it upon him or herself to resolve any problems or issues with other on-site Contractors or employees, but rather will leave it to the COR(s) to resolve the issue.

(b) The contractor must remove all trash and debris resulting from work and dispose of properly. Use of the onsite dumpster is permitted, provided that said trash was generated solely in the performance of this contract.

H 1.1 Contractor-furnished Items

(a) The Contractor will provide all janitorial supplies, tools, equipment, and materials at Massachusetts National Cemetery.

(b) Items necessary to perform work as required under this contract will be furnished, maintained, and operated by the contractor. Materials and supplies procured and stored by the contractor will be at the contractor's risk.

(c) The contractor is responsible for the supply, maintenance and repair of all contractors furnished equipment.

(d) The contractor will be responsible to ensure that equipment does not block access to any road or gravesite, during the performance of the contract.

I 1.1 Government Furnished Items

Unless otherwise specified in the Schedule of Government-furnished Items, the Government will not provide equipment, supplies, or materials to the contractor, or otherwise augment or supplement contractor-furnished materials in performance of this contract. The Contractor will be responsible for maintaining, at his/her expense, any Government furnished items.

J 1.1 Storage

(a) The Government will provide (2) storage closets (1 at administrative building, 1 at Maintenance) for this contract.

(b) The Government will not provide office space or operational facilities to the contractor. The contractor will secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

K 1.1 Schedule of Government Furnished Items

NONE

L 1.1 DAMAGES CAUSED BY CONTRACTOR

In the event of damages resulting from negligence, improper handling, or failure to adhere to the contract requirements by the contractor or their employees, the contractor shall be held liable for all repair, replacement, or associated costs of the damaged items. This includes, but is not limited to, the following:

a. Outdoor Areas:

· turf, structures, headstone, markers, monuments, irrigation sprinkler, gravesites, curbs, roads, flower vases, facility structures, fences, disfigurement or damage to structure or property on or adjacent to this project.

· trees, shrubs, and other landscaping elements.

b. Indoor Facilities:

· Carpets, floors, walls, windows, and doors damaged during cleaning activities.

· Desks, chairs, workstations, or other office furniture and equipment that are scratched, stained, broken, or otherwise damaged.

· Electrical fixtures, lighting, and appliances affected by improper cleaning methods.

· Any administrative office or maintenance building infrastructure including HVAC unites, plumbing and utility systems, damaged by misuse or negligence.

c. Restroom Facilities:

· Fixtures such as sinks, toilets, urinals, mirrors, soap dispensers, paper towel dispensers, and hand dryers damaged by improper use or cleaning.

· Restroom walls, partitions, and doors scratched, stained, or otherwise damaged during cleaning.

· Plumbing systems affected by the disposal of inappropriate materials or cleaning agents.

· Floors damaged by excessive water usage, inappropriate cleaning chemicals, or mishandling of equipment.

Upon discovery of any damage caused by the contractor, the Contracting Officer or designated representative will be notified.

The contractor shall complete the necessary repairs or replacements within a timeframe agreed upon with the government. All repair work must meet the original specification or the damaged item.

The contractor is required to take all reasonable precautions to prevent damages during the execution of services, including proper training of staff and adherence to all cleaning protocols outlined in the contract.

The Contractor must possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and must maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Massachusetts.

M 1.1 Contract Discrepancy Report (CDR)

1. The issuance of a Contract Discrepancy Report (CDR) shall be issued when work does not meet the statement of work or if found to be unsafe, or in violation of Contract Requirements.

2. The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

3. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

4. The COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified. Failure to correct discrepancies in the required time frame or repeated occurrences of discrepancies will result in issuance of a CDR.

5. When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

6. A CDR will be prepared by the COR and forwarded to the CO and Contractor.

N 1.1 Standards of Contractor Personnel Conduct

Contractor personnel will be required to adhere to the following standards of dress, conduct, supervision, and training, while performing work in the cemetery:

1. All personnel working on cemetery property are required to maintain a respectable personal appearance and conduct themselves in a respectable manner. Shorts and tank tops (CUT off Sleeves) are not allowed. All contractor employees must be fully clothed always. Employees should wear long pants, and undershirts or uniform shirts to include an upper garment to cover the body from the waist to neck and long pants or slacks. Garments which have a message, slogan, or printing of any kind other than the contractor's business attire are prohibited.

2. Contractor’s employees will wear all required safety equipment such as goggles or face shield, hearing protection, hard hats, respirators, if required. Contractor will be responsible for training and safety precautions, prescribed by OSHA standards regarding safety equipment and devices.

3. The Contractor will observe all traffic, parking, directional signs, and regulations when using the cemetery’s roadways. Contractors will park only on cemetery parking lots or roads. No vehicles will be permitted to drive on turf.

4. Contractor will be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affairs, facilities used by Contractor's employees.

5. Not engage in loud or boisterous behavior or use profane' abusive or otherwise inappropriate language, nor play radios and/or video or other electronic games/devices while performing work on site.

6. Consume food and beverages only within areas. Intoxication, violence, weapons, or criminal acts of any kind will not be tolerated - and is cause for immediate removal from Government property. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. The Contractor personnel will follow the cemetery smoking policy that is available at the Cemetery’s Administration Building.

7. Not sleep or otherwise lay, rest or be idle in a manner that reflects unfavorably on the Government or the contractor.

8. Questions from cemetery visitors will be politely referred or directed to cemetery personnel.

O 1.1 Definitions The following terms apply throughout this contract.

1. SAFETY, SAFE, AND/OR SAFE APPLICATION. Matters related to safety, and any actions of the Contractor, must meet the requirements of Massachusetts’s National Cemetery’s Safety Manager - which in turn are the requirements of the Cemetery and/or OSHA, and the State of Massachusetts. It is incumbent upon the Contractor to be familiar with these requirements. “Safe Application” involves all actions initiated and/or completed by the Contractor necessary in the performance of the specified work - in a manner that safeguards all visitors, employees, and natural resources. It is all actions initiated and/or completed by the Contractor that meet OSHA and State of Massachusetts’s legal requirements, Right-to-Know laws, EPA guidelines, and otherwise follows the MNC’s precautions stated within this contract. “Safety” will also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Manager of MNC. Contractor accepts all liability for his or her actions, equipment, and/or labor that result in damage to property, injury, or death.

2. SITE MANAGER. Contractor must always be available whenever work is being performed. Site manager will ensure all specifications are being met, ensure contract work does not conflict with ceremonies and committal services, and ensure employees are adequately supervised and proper conduct is maintained. The contractor shall ensure that all employees assigned to this contract are able to communicate effectively in English to perform their duties and interact with government personnel as needed. The contractor shall designate a site manager who will serve as the primary point of contact for all contract-related matters. The site manger shall be responsible for the daily management and supervision of on-site personnel, ensuring all services are performed in accordance with the contract requirements. The site manager must be available during all working hours, possess sufficient English proficiency to communicate effectively with government personnel, and have the authority to make decisions on behalf of the contractor. Additionally, the site manager shall oversee quality control, address performance issues, and respond promptly to government inquiries or concerns.

3. SUPPLIES AND MATERIALS PROVIDED BY CONTRACTOR. Everything needed in meeting this contract’s specifications.

4. SUPPLIES PROVIED BY THE GOVERNMENT. Water, electricity, and dumpster will be available for use by the contractor for the performance of work.