ATTACHMENT B - Statement of Work - Janitorial Services - Chattanooga National Cemetery.pdf

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

JANITORIAL SERVICES – CHATTANOOGA NATIONAL CEMETERY

BACKGROUND

The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines.

The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation's concern for those interned there. For this reason, the Contractor's strict adherence to the specifications shall be required and are essential.

Summary of Services: The Chattanooga National Cemetery (CNC) has an immediate need for complete onsite Janitorial Services at, 1200 Bailey Avenue Chattanooga, TN 37404.

The Contractor shall furnish all equipment, supplies, materials, labor and supervision necessary to provide Janitorial Services to include daily, monthly, annually, etc., of approximately 5,000 square feet including perimeter exterior as required.

Service Location:

Chattanooga National Cemetery, 1200 Bailey Avenue, Chattanooga, TN 37404.

Period of Performance: May 1, 2021 through April 30, 2022 with (4) 1-Year Options through April 30, 2026.

SCOPE OF WORK

The Contractor shall furnish all equipment, supplies, materials, labor and supervision necessary to provide complete Janitorial Services.

Janitorial Services include cleaning once daily of all office spaces, utility spaces, employee and public restroom areas, approximately 5,000 SQ FT. including the Cemetery’s perimeter exterior as follows:

CNC Administrative Building CNC Public Restroom, CNC Maintenance Complex

Contractor Furnished Supplies: The Contractor shall furnish all Restroom & Kitchen areas in all locations with sufficient supplies listed below, to ensure they ARE NOT depleted.

Extra backup supplies may be stored in the designated Janitorial supply cage or closets.

The Contractor will be responsible for furnishing and maintaining supply of the following items:

Hand Soap for Restrooms and Kitchen Areas Hand Sanitizer for Automatic Dispensers Toilet Paper for Restrooms Paper Hand Towels to all mounted dispensers Toilet Seat Covers for Restrooms

Sanitary Bags for Ladies Restroom Wastebasket Liners for all Building Waste Receptacles Cleaning Solutions Germicides & Disinfectants Automatic Air Sanitizers Batteries for automatic dispensers

Performance & Work Hours: Daily Cemetery hours are 7:30 a.m. to 4:30 p.m. EST.

The Chattanooga Cemetery Maintenance building will be available at 7:45 a.m. The Cemetery Office opens at 8:00 a.m. All Janitorial Services shall be performed and completed before 9:30 a.m. during normal business hours. Work may be required on weekends and Federal Holidays as designated by the Contracting Officer’s Representative (COR) for special Cemetery occasions or holiday commemorations.

Contract Management

(a) COR: The VA Contracting Officer will delegate one or more representatives to serve as the Contracting Officer’s Representative (COR). The COR is responsible for providing contract oversight and technical guidance to Contractor, placing orders for services, certification of invoices, and overseeing technical aspects of the contract. The COR is not authorized to add, modify, delete, or otherwise change any of the costs, specifications, provisions, requirements, terms or conditions of the contract and delivery orders issued under the contract. All administrative functions remain with the VA Contracting Officer.

(b) Site Manager: The Contractor shall provide a “Site Manager” for directing, overseeing and coordinating the work involved. Communication by the Site Manager weekly with the COR (or designee) is strongly encouraged.

The Contractor shall furnish a copy of the contract specifications to the Site Manager and each employee performing work under the contract to ensure they are completely familiar with the requirements. Any damage to cemetery property, structures or grounds caused by the Contractor and/or its personnel shall be repaired or replaced at the Contractor’s expense, as directed by the

COR.

CLEANING REQUIREMENTS

Scope of Cleaning Services:

(a) Floors

(i) Sweep and wet mop all floor areas and remove stains daily. Signs warning of wet floor shall be posted until the floor is dry.

(ii) Vacuum all carpet and rug areas to ensure that each is clean of debris, moving light furniture and floor items daily.

(b) Doors / Walls / Partitions

(i) Clean (with glass cleaner) inside and outside entrance and lobby glass doors.

(ii) Clean (with glass cleaner) interior/exterior windows and glass surfaces of doors.

(iii) Dust and spot clean all doors, door frames and walls ensuring all interior corners are free of dust and cobwebs.

(iv) Dust and clean all window ledges and windowsills free of debris.

(v) Wipe and sanitize all door handles and knobs.

(c) General Cleaning

(i) Empty, clean, and line all waste cans.

(ii) Clean and damp wipe lobby and all interior and exterior doors.

(iii) Damp wipe all display cases and cabinets. Clean (with glass cleaner) all glass surfaces.

(iv) Clean and damp wipe all chairs, wall pictures and wall clocks.

(v) Vacuum all carpeted areas to include upholstered furniture and floor mats.

(d) Restrooms

(i) Sweep the entrance area. This area should be free of all waste and debris.

(ii) Mop all floors.

(iii) Clean restrooms to include walls, doors, partitions, sinks and toilets/urinals with germicide disinfectant.

(iv) Clean and polish all glass; mirrored, and stainless-steel areas with appropriate cleansers.

(v) Furnish supplies and fill soap dispenser, hand sanitizer dispenser, toilet paper, women’s sanitary receptacles, automatic air sanitizers and paper towel holders.

(vi) Empty, clean, sanitize, and line all waste cans (including sanitary receptacles in women’s restrooms).

(vii) Pour all mop and/or cleaning water down the designated floor drains. The sink shall not be used as a drain.

(viii) Additional cleaning and servicing may be required.

CNC ADMINISTRATIVE BUILDING & MAINTENANCE COMPLEX

FREQUENCY / SCHEDULE OF SERVICE

The following services shall be performed once daily and as needed:

(a) Sweep and wet mop all areas and remove stains daily.

(b) Vacuum all carpeted areas and floor mats.

(c) All trash containers shall be emptied and returned to their initial location. Boxes, cans, papers, and other items placed near a trash receptacle and marked "TRASH" shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced.

The trash shall be removed from Cemetery grounds by the contractor. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

(d) Sweep building's sidewalks from the parking lot and from public restroom to admin building outside the front entrance foyer.

(e) Clean restrooms to include walls, doors, partitions, floors, sinks and toilets/urinals with germicide disinfectant. Pour water down the floor drains. Clean all mirrors with glass cleaner. Clean all metal surfaces with the appropriate cleaner. Furnish supplies and fill soap dispenser, hand sanitizer dispenser, toilet paper, women’s sanitary receptacles, and paper towels.

(f) Empty, clean, sanitize, and line all waste cans (including sanitary receptacles in women’s restrooms).

(g) Wipe down all break room tabletops, chairs, counter tops and sink, microwave ovens, refrigerator and stovetop or oven.

(h) Wipe down and disinfect the lobby reception area mid-day.

(i) Additional cleaning and servicing may be required.

The following services shall be performed weekly and as needed;

(a) Clean & Polish (with glass cleaner) inside and outside entrance and lobby glass doors.

(b) Dust and polish all offices and employee areas to include wood surfaces, such as counter tops and desks (not moving papers, items, etc. and being extremely careful around computer equipment), telephones, chairs, tables, etc.

(c) Wipe down all stainless metal fixtures leaving them free from streaks and fingerprints.

The following services shall be performed quarterly;

(a) Clean all windows, interior and exterior sides, with glass cleaner. Scheduling of services shall be coordinated with COR.

(b) Clean florescent lighting lens covers, inside and out, throughout the buildings.

Scheduling of services shall be coordinated with COR.

PUBLIC RESTROOM BUILDING:

FREQUENCY / SCHEDULE OF SERVICE

The following services shall be performed once daily and as needed;

(a) Sweep the entrance area. This area should be free of all waste and debris.

(b) Mop all floors.

(c) Clean restrooms to include door handles, walls, partitions, sinks and toilets/urinals with germicide disinfectant.

(d) Clean and polish all glass; mirrored, and stainless-steel areas to include drinking fountains with appropriate cleansers.

(e) Furnish and fill soap dispenser, hand sanitizer dispenser, toilet paper, women’s sanitary receptacle and automatic air sanitizers.

(f) Empty, clean, sanitize, and line all waste cans (including sanitary receptacles in women’s restrooms).

(g) All trash containers shall be emptied and returned to their initial location. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be removed by the contractor. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

(h) Pour all mop and/or cleaning water down the designated floor drains. The sink shall not be used as a drain.

1. The following services shall be performed weekly and as necessary:

(a) Remove all visible cobwebs from inside ceilings, lights and outside overhang.

DEEP CLEAN: Quarterly Service to perform deep cleaning of cemetery administration building to include inside and outside of all windows, interior offices, work areas, lobbies, break rooms and restrooms of buildings:

a. Administration Building, Restrooms, and Maintenance Complex.

Special Deep Cleaning, floors, carpets and rugs in Cemetery Administration building as well as the Maintenance building.

Deep cleaning shall be coordinated with the COR after hours or on a weekend to minimize any disruptions to the visitors or cemetery operations. The contractor is to provide all labor, supplies and equipment necessary to steam clean hardwood and tile floors in all office spaces and public restroom areas.

The contractor shall move all furniture. All baseboards are to be cleaned and all areas are to be high dusted. Floors should be stripped and waxed in the break area and other common areas.

Window Washing: Inside and out: The contractor is to perform this work during normal hours and work is to be completed within a reasonable time established by the COR. The contractor is to provide all labor, supplies and equipment to perform this quarterly window washing.

Schedule of Deep Cleaning’s are during the months of May, August, November, and February.

MONITORING PROCEDURES

(a) In addition to any other documentation required in this solicitation, after training by the COR, the Contractor shall complete and maintain the following documents:

Daily Restroom Checklist Sample document of the Daily Restroom Checklist is included as APPENDIX B to this solicitation. Post-award, the COR will instruct the Contractor on the method of completing and maintaining the document.

(b) A record keeping system of Contractor work performance shall be established and implemented by the COR for the services involved. Based on the “Daily Cleaning Log” - the COR will validate and verify that cleaning services are performed in accordance with contract requirements and specifications.

(c) Discrepancies will be noted in the cleaning log for rectification by the contractor. If required daily, within one days, if weekly, within 2 days.

(d) Payment: The Contractor shall submit an invoice in arrears for services rendered. Prior to certification of payment, invoices will be verified for accuracy by the COR. The COR shall verify the services provided and authorize payment as indicated in the Price Schedule. VA reserves the right to reject any work that does not meet contract specifications.

STANDARDS OF CONDUCT

The Contractor is 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 Chattanooga National Cemetery:

(a) Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary.

(b) 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.

(c) Contractor-furnished personnel, supplies, services, equipment and materials, including personnel provided and necessary for contract performance shall be 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.

(d) Contractor personnel appearance and conduct shall be professional and unobtrusive always. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

(e) Shirts buttoned to the neck with company name and employee name visible, T-shirts with company and employee name visible, long pants, appropriate footwear are permissible.

Contractor personnel shall be fully clothed always. Tank tops as an outer garment are prohibited, as well as any garments which display a message or slogan affixed thereon, no open toed shoes, flip flops or sandals are permitted.

(f) It is expected that personnel will conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive or otherwise inappropriate language. Radios and/or video or otherwise electronic games / devices are not permitted while performing work on the grounds of the cemetery.

(g) Consume food and beverages only within areas designated by the COR. Use of intoxicating beverages and/or drugs are strictly prohibited. Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area. The use of intoxicating beverages and/or drugs on cemetery premises is strictly prohibited and a violation of Federal Law and will not be tolerated.

(h) 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 because 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.

(i) Reporting "on-the-job" Injuries: The Contractor shall be required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor shall notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

USE OF CEMETERY FACILITIES

(a) The Government will 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 Contractor's employees.

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

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

(d) Electricity and water will be furnished by the Government.

(e) At the discretion of the Cemetery Director through the COR, may allow the contractor to use government utility equipment and other government owned tools and equipment on special occasions. The Cemetery Director may also allow the use of parking and storage spaces as designated by the COR.

SAFETY & SECURITY

(a) The Contractor shall, always, exercise care and caution in performing the duties describes in the statement of work so as not cause injury to themselves or others.

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

(c) 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.

(d) 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.

FEDERAL HOLIDAYS

All work required under this contract will be performed as provided in the Schedule and Statement of Work. Apart from Veterans Day and Memorial Day, cleaning services may or may not be required on Federal Holidays or by Executive Order by the President of The United States. The following is a list of all Federal holidays:

January New Year’s Day September Labor Day

January Martin Luther King’s Birthday October Columbus Day

February President’s Day November Veterans Day

May Memorial Day November Thanksgiving Day

July 4th of July December Christmas Day

WEEKEND JANITORIAL SERVICE

Weekend janitorial services will be on a “as needed” basis no more than (10) jobs annually and as requested by the Chattanooga National Cemetery COR or designee.

BATHROOM INSPECTION SHEET

OS-1.1A CEMETRY PUBLIC RESTROOM ARE INSPECTED DAILY AND DETERMINED TO BE

CLEAN AND SUPPLIED IN ACORDANCE WITH THE RESTROOM CHECKLIST

RESTROOMS ARE TO BE INSPECTED DAILY ON THE DAYS THEY ARE OPEN TO THE PUBLIC.

MONTH/YEAR:

Week 1 M T W T F

Week 2

Week 3

Week 4

CLEAN DAILY

MIRRORS

SINKS

TOILETS

FLOORS

TRASH

EMPTIED

CHECK DAILY (REPLENISH AS NECESSARY)

TOWELS/TOILET

PAPER

SOAP, AIR

FRESHNER

CLEAN MONTHLY (3rd Wednesday of each month)

HEAT/AIR

VENTS

WALLS/ DOORS

STALL

PARTITIONS

AIR FRESHENER

DISPENSER

COR /

SUPERVISOR

INSPECTION YES/ NO YES/NO YES/NO YES/ NO

WORK

COMPLETED

WORK

INSPECTED BY

Comments:

CONTRACT DEFINITIONS / ACRONYMS

(a) Normal Business Hours / Days: Chattanooga National Cemetery (CNC) normal business hours / days of operation are 7:30 AM to 4:30 PM, Monday through Friday, excluding Federal Holidays.

(b) After Normal Business Hours / Days: After normal business hours / days of operation are 4:31 PM through and 7:29 AM, Monday through Friday.

(c) Cemetery Director: Administrator/Management Official. The Cemetery Director is responsible for the day-to-day oversight of a national cemetery, including burying veterans and their eligible family members, and maintaining the grounds as a national shrine.

(d) Assistant Cemetery Director: Responsible for assisting the director with all administrative, maintenance and burial operations to ensure dignified burial services and perpetual care for military veterans and eligible family members.

(e) Contracting Officer (CO): VA official with the authority to enter, administer, and/or terminate contracts and make related determinations and findings, and is a member of the evaluation team.

(f) Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and is a member of the Contractor evaluation team.

All administrative functions remain with the Contracting Officer.

(g) Contractor: The term “Contractor” as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract.

(h) Applicable Publications: Every contractor and subcontractor shall comply with the Occupational Safety & Health Administration (OSHA) safety and health standards published in 29 CFR Part 1925 (Safety & Health Regulations for Federal Service Contracts). OSHA Safety & Health Regulations and any other publication referenced in this contract shall be with the same force and effect as if they were given in full text.