B08_Attachment_1__SOW_Custodial_Services__SIPI.docx

STATEMENT OF WORK

CUSTODIAL SERVICES

for

SOUTHWESTERN INDIAN POLYTECHNIC INSTITUTE

May 1, 2025

1.0 GENERAL

The Bureau of Indian Education (BIE), Southwestern Indian Polytechnic Institute (SIPI) is a National Indian Community College in Albuquerque, New Mexico serving students from across the nation including Alaska. It operates exclusively for members of federally recognized Indian Tribes and Alaskan Natives. SIPI is seeking to obtain a qualified contractor who can demonstrate the required capability to provide facility custodial services for our campus. There are 20 (twenty) buildings on the premises that require custodial services (Table 1-1). The goal of these services is to ensure the highest standard of cleanliness of our facility and provide a healthy environment for occupants, users, and visitors of the facilities.

Table 1-1 Permitted Hours of Custodial Service

Facility Number

Facility Description

Service

Service Hours

Monday through Friday, 5 days a week, from 6am to 12am, except during classroom instruction or meetings.

ALL

Sunday through Saturday, 7 days a week, from 6am to 12am. Coordinate cleaning after events with FM/COR for school sponsored events only.

Monday through Friday, from 6am to 7:30 am or 4:30 pm to 12am. Saturday or Sunday 6am to 6pm.

1.1 PURPOSE

The purpose of the Statement of Work (SOW) is for Custodial Services to provide various levels of cleaning, activities and event cleaning, and special requirements. Optional services included: floor maintenance services, exterior window cleaning, sanitizing touch points, emergency cleaning call out, and provide infectious disease cleaning protocols, according to the CDC. The Contractor shall provide all management, supervision, inspections, personnel, equipment, tools, supplies, materials, transportation and other items necessary to perform custodial services as described in the Service Summary (SS) in paragraph 5.0. Custodial services apply to all designated spaces, including, but not limited to, hallways, corridors, restrooms, offices, work areas, entranceways, lobbies, common areas, and designated storage room areas.

1.2 PROJECT LOCATION

The Southwestern Indian Polytechnic Institute is located at 9169 Coors Blvd. NW, Albuquerque, New Mexico in Bernalillo County. See Appendix A – SIPI Campus Map.

1.3 PERIOD OF PERFORMANCE

The period of performance shall consist of one (1) 12-month Base period and four (4) 12-month Option Year periods.

1.4 ACRONYMS

“BIE” means the Bureau of Indian Education (BIE) “SIPI” means Southwestern Indian Polytechnic Institute (SIPI) “BIA” means the Bureau of Indian Affairs (BIA) “CO” means Contracting Officer authorized to award and modify the Contract “COR” means the Contracting Officer’s Representative “Contractor” means the Custodial Contractor “POC” means Point of Contact “OSHA” means Occupational Safety & Health Administration

1.5 GENERAL INFORMATION

1.5.1 Federal Holidays

Do not schedule work on Federal holidays or days observed in lieu thereof. The Federal holidays listed below are observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

Independence Day

1.5.2 Hours of Operation

The contractor shall perform the services required under this contract during the following hours. The contractor is not required to perform services on Federal Holidays.

1.5.2.1 Normal SIPI Hours

Hours of operation are 7:00 a.m. through 5:00 p.m., Monday through Friday. The Contractor may find it necessary to deviate from the normal hours of operation, to ensure timely completion of work under this SOW at no additional cost to the government.

1.5.2.2 SIPI Facilities Campuswide, Hours of Operation (All Buildings) The contractor shall provide a schedule during the permitted hours of custodial services to perform facility cleaning, restroom/locker room cleaning services, and periodic cleaning services under this contract as prescribed in Table 1.1, unless advanced coordination is made and approved between the Contractor and the Contracting Officers Representative (COR).

Optional periodic cleaning services (carpet cleaning, stripping and waxing, tile and grout, exterior window cleaning, sanitizing touch points surfaces, infectious disease cleaning requirements, and emergency cleaning call outs) shall be scheduled by the contractor and approved by the COR prior to work start. These tasks must not interfere with the employees working at any time.

1.5.2.3 Childcare Center, Hours of Operation

Hours of operations for the childcare center are 7:30 am to 4:30 pm, Monday through Friday. All cleaning shall be performed before or after childcare center operational duty hours except for any cleaning requirement standard performed more than one (1) time daily. NOTE: Contractor will be issued keys and access cards to access those areas requiring service after normal hours.

1.5.2.4 SIPI Closures

Work scheduled but not accomplished because of closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening. The COR will alert the Contract Manager when these unscheduled closures occur.

1.6 WORK SCHEDULES

The Contractor's work shall not interfere with normal Government business. In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide in advance a detailed semester work schedule. The work schedule shall contain all scheduled work as required in the SOW permitted hours of custodial service. The schedule shall be submitted to the COR at the scheduled post award conference. The detailed semester work schedule shall indicate the specific task to be performed, the date it is to be performed, identify facilities by building number in numerical order and approximate date and time a specific cleaning task shall occur. The Contractor shall notify the COR of any difficulty in scheduling work due to Government controls.

1.6.1 Work Control

The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and work status updates shall be provided when requested by the COR. A status update of any item of work must be provided within two hours of the inquiry during regular SIPI operating hours.

1.6.2 Changes in Work Schedules

The contractor shall be allowed 30 days to adjust work schedules based on inspections, use, traffic and any special requirements with the COR as appropriate. If schedule changes are needed, the contractor shall submit the second schedule to the COR for acceptance within 10 calendar days after the first contract month period and shall be known as the Cleaning Frequency Schedule (CFS). The contractor shall provide the CFS to the COR and not deviate from the accepted schedule without prior approval. Any permanent changes to the CFS must be submitted 10 days before implementation and receive COR acceptance before the Government shall allow the proposed changes. The CFS may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software. A point of contact list will be provided to the Contractor at the post award conference and updates to this list will be the responsibility of the COR.

1.6.3 Accessibility

When rooms to be cleaned in the contract are inaccessible, contact the COR or Security Supervisor or after-hours POC provided for access.

1.7 MISCELLANEOUS REQUIREMENTS

1.8 COORDINATION

SIPI Point of Contact: Garrick Harlan, Facilities Manager at 505-922-6522 or by email at garrick.harlan@bie.edu.

1.9 DESCRIPTION OF SERVICES

The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at Southwestern Indian Polytechnic Institute (SIPI) in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance and must have 3-8 years’ experience. The contractor shall accomplish all Facility Cleaning Services for Levels I, II, III, Special Requirements, Infectious Disease Requirements, and Optional Services as requested. The Contractor shall be required to provide and replenish soap and paper products in all restrooms, conference rooms, break rooms, kitchens and kitchenettes as identified in 7.5.1; to meet the requirements of this SOW. The maximum cleaning frequencies established in Appendix B – SIPI Level of Cleaning Services Frequency Matrix shall be carried forth in consideration of Appendix C – SIPI Square Footage. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, standards, instructions, and commercial practices.

1.9.1 FACILITY CLEANING SERVICES – LEVEL I

Level I Facility Cleaning Services Frequencies and Tasks includes, but not limited to: Hallways, Corridors, Foyers, Restrooms, Showers, Administrative Offices, Instructors Offices, Common/Open Areas, Classrooms, Study Areas, Computer Labs and Dormitories and Dormitory Lobbies. Exclude rooms identified as “Authorized Personnel Only”. The rooms identified as “Authorized Personnel Only” will be cleaned once a month according to Level I cleaning tasks (not frequency) and coordinated with the Facilities Department/Contracting Officer Representative (COR). Exclude the dormitory sleeping rooms. See Appendix B.

1.9.1.1 Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.: Frequency – 5 days a week (M-F).

Hard floors shall be maintained free of grit, soil, dust, scuff, and heel marks, stains, spills, debris, litter and other foreign matter by routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions, if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.9.1.2 Carpeted Floors: Frequency – 5 days a week (M-F).

Carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matter by routine vacuuming. The contractor shall use efficient vacuum cleaners -that offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the COR and Facility Operations Specialist. Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.9.1.3 Stairways/Handicap Lifts/Elevators: Frequency – 5 days a week (M-F).

All floor surfaces shall be cleaned in accordance with paragraph 1.9.5.2, as appropriate. Stair guards, handrails, wall caps, and baseboards shall be free from dirt, grease and grime. Clean elevator walls, doors, sanitize buttons, handrails, and clean door tracks. The contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 72 inches height from stair tread level, to provide or maintain a clean, uniform appearance.

1.9.1.4 Clean Floor (Walk-Off) Mats: Frequency – 5 days a week (M-F).

Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.9.1.5 Trash Collection/Removal: Frequency – 5 days a week (M-F).

All trash receptacles shall be emptied, while performing other required cleaning functions and return to their initial location. Boxes, cans and paper placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic receptacle liners shall be replaced. The contractor is responsible for providing replacement trash can liners. The trash shall be deposited in the nearest approved trash bin and ensure that the trash bin lids are closed at all times. Trash receptacles shall be kept clean, free of dirt, foreign matter, stains, debris, and odors.

Contractor shall empty all paper shredders in offices, copy/printer rooms and common areas. Shredding paper is not to be recycled and shall be disposed of in the trash bins.

1.9.1.6 Recycling: Frequency – 5 days a week (M-F).

The Contractor shall be required to recycle and empty all recycling containers into larger centrally located recycle containers within each facility. The contractor is responsible for “breaking down” cardboard boxes that are placed next to the centrally located recycle containers within each facility and hauling to the large recycle bin. The contractor shall empty all centrally located recycle containers and deposit recycle materials in the nearest designated recycling bin and ensure that the recycling bin lid is closed at all times. The contractor shall empty the centrally located recycle containers as often as necessary to maintain the standard.

1.9.1.7 Restrooms/Locker Rooms: Frequency – 5 days a week (M-F).

1.9.1.8 Clean and Disinfect

All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, doors, walls, partitions, stalls and doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Showers, toilets, and urinals will be free of spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks flyers, stickers, or other items adhered to the mirror. Stalls shall be smudge and stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, and detergent buildup.

1.9.1.9 Restroom Floor Care

All floor surfaces shall be maintained in accordance with paragraph 1.9.5.1 by routine cleaning. Moveable items shall be tilted or moved to sweep and mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

1.9.1.10 Provide and Stock Supplies

Contractor shall furnish ensure conference room, kitchens, kitchenettes and restroom dispensers for toilet paper, paper towels, and hand soap, are stocked. Supplies may be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill immediately upon notification.

1.9.1.11 Restroom Trash Removal

All trash containers in restrooms and locker rooms shall be emptied, trash disposed, and containers returned to their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

1.9.1.12 Dormitories, Gymnasium & Cafeteria Cleaning: Frequency – 7 days a week (Sun-Sat).

Contractor shall clean all areas except dorm rooms and storage areas in the dormitories. Contractor shall clean restrooms, locker rooms, showers, and weight rooms in the gymnasium, and the restrooms and dining area in the cafeteria.

1.9.2 FACILITY CLEANING SERVICES – LEVEL II

Level II Facility Cleaning Service Frequencies and Tasks include all of the Level I & II Tasks (3 days a week) for Conference Rooms, Break Rooms, Labs in Classrooms located in all facilities. Kitchenettes and Computer Labs in Dorms; and Snack Bar Counter Area/Dishwashing Area located in the Student Center. See Appendix B.

1.9.2.1 Conference Rooms, Break Rooms, Computer Labs: Frequency – 3 days a week (M-W-F).

All countertop surfaces and cabinets shall be maintained free of food, dust, litter, and other foreign matter by routine wiping/sanitizing with appropriate cleaning products for each different type of surface. Sinks shall be maintained free of dirt, stains, scale and other foreign matter by routine cleaning. Refrigerators, microwaves and coffee makers that are not identified as “Employee’s Only” shall be cleaned and sanitized with manufacturers recommended cleaning products. All tables and chairs shall be wiped down with appropriate cleaning products for each type of furniture (wood, vinyl, cloth, etc.).

1.9.2.2 Sinks/Cabinets in Classrooms, Labs in Classrooms and Kitchenettes: Frequency – 3 days a week (M-W-F).

Sinks and cabinets shall be maintained free of dirt, stains, scale and other foreign matter by routine cleaning. Hard water stains shall be treated with appropriate cleaning products recommended by manufacturers for each type of sink.

1.9.2.3 Drinking Fountains: Frequency – 3 days a week (M-W-F).

Contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms and common areas. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, scale, and other obvious soil.

1.9.2.4 Bodily Fluids Cleaning: Frequency – On call 7 days a week.

Contractor shall be available 7 days a week to clean bodily fluids in all facilities listed for this contract. Contractor shall have certification and training for cleaning bodily fluids from furniture, floors, restrooms and showers. Contractor shall have a safety plan and submit during the post award conference.

1.9.2.5 Other Emergency Cleaning: Frequency – On call 7 days a week.

Contractor shall be available 7 days a week to clean feces, urine, blood during emergency situations in all facilities listed for this contract. Contractor shall be available to clean hard floors and carpets (extraction) when soiled by any bodily fluids or from overflow of toilets and water leaks. Contractor shall have certification and training. Contractor shall have a safety plan and submit during the post award conference.

1.9.3 FACILITY CLEANING SERVICES – LEVEL III

Level III Facility Cleaning Services includes all Frequencies and Tasks for Level I, II & III Tasks for all facilities during the trimester breaks or as noted below. See Appendix B.

1.9.3.1 Dusting Low: Frequency – 3 times a year

Contractor shall dust all surfaces in all facilities and provide a schedule/coordinate dates for each facility with COR. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. Surfaces could include items such as tables, desks, base of computers, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, etc.

1.9.3.2 Dusting High: Frequency – 3 times a year

Contractor shall dust all surfaces in all facilities and provide a schedule/coordinate dates for each facility with COR. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces could include items such as shelves, bookcases, storage lockers, window sills, pictures, window blinds, ceiling fans, light fixtures, etc. COR and SIPI Facilities Department shall coordinate with building occupants to remove personal items when high dusting is scheduled.

1.9.3.3 Cleaning Interior/Exterior Doors and Door Frames: Frequency – 3 times a year Contractor shall clean and wipe down all doors in all facilities of all dirt, smudges, tape and other foreign matter. Tape shall be removed with an appropriate tool/scraper per manufacturer’s recommendation as to not scratch the different types of doors.

1.9.3.4 Interior Windows & Window Blinds: Frequency – 3 times a year Contractor shall clean all interior windows and window blinds and shall show no traces of film, dirt, smudges, water, or other foreign matter. Tape shall be removed with an appropriate tool/scraper per manufacturer’s recommendation as to not scratch the different types of window glass. Science and Technology building, glass at the main entrance shall be cleaned on all sides and the top. Contractor shall clean all interior window blinds according to manufacturer’s recommendation.

1.9.3.5 Furniture Cleaning: Frequency – 3 times a year

Contractor shall clean all furniture in conference rooms, break rooms, common areas, hallways, corridors and foyer, according to manufactures’ recommendation. In addition, all furniture in dorm rooms shall be cleaned out, bed frames and mattress wiped down. All chairs shall be cleaned and wiped down free of dust in all offices campuswide.

2.0 FACILITY SPECIAL REQUIREMENTS - CLEANING SERVICES

The contractor shall accomplish all cleaning tasks in accordance with Sections 1.9.1, 1.9.2, 1.9.3, and as required below for Special Requirements 1-4, to meet the requirements of this SOW and the Service Summary. See Appendix B.

2.1 SPECIAL REQUIREMENTS 1 - CHILDCARE CENTER

The childcare facility shall be maintained in accordance with what is stated in Appendix B. The operating hours for the Early Childhood Learning Center are 7:30 a.m. through 4:30 p.m., Monday through Friday. All cleaning requirements will be performed either before or after the operational duty hours except for any cleaning requirement standard performed more than one (1) time daily. For those specific cleaning requirements of two (2) or more times daily at least one cleaning shall be performed during operational duty hours. Daily floor cleanings shall be accomplished during operational duty hours as indicated in Appendix B.

2.1.1 Cleaning Requirements Childcare Center.

Physical contact shall not be allowed, and contractor employees shall not be alone with children unsupervised.

2.1.2 Cleaning Products Approval.

The SIPI/YDI Early Childhood Learning Center shall provide all approved cleaning products to be used in the center. Contractor shall not provide any cleaning products to solicit any other cleaning products to the SIPI/YDI Early Childhood Learning Center. The cleaning products which include warnings that they may not be used in areas occupied by children cannot be used. All chemicals and other potentially dangerous products (except bleach water solution) and cleaning supplies (including mops, mop buckets, etc.) must be stored in their original, labeled container in a closet inaccessible to children and properly stored according to Occupational Safety and Health Administration standards (OSHA).

2.1.3 Cleaning Equipment/Materials.

Trash, mops, brooms, and cleaning buckets shall be inaccessible to children.

2.1.4 Sweeping/Mopping Non-Carpeted Floors.

The Contractor shall sweep and mop (clean and sanitize) the floors underneath all eating tables and adjoining walls at the end of each day.

2.1.5 Other Non-Carpeted Floors.

All other floors (not including restrooms) shall be swept, mopped, and sanitized with approved cleaning solution.

2.1.6 Clean/Sanitize Children’s Toilets and Fixtures.

Toilets, sinks, and adjacent walls (up to height of four feet) shall be cleaned with detergent and then sanitized with the bleach water solution at least once daily.

2.1.7 Sweep/Mop Children’s Bathroom Floors.

The Contractor shall sweep and mop the children’s bathroom floors once a day with cleaning solution.

2.1.8 Non-Carpeted Floor Maintenance.

The Contractor shall spray buff all non-carpeted floors quarterly. These floors shall also be stripped and waxed on a yearly basis, after operating hours. The Contractor shall remove all movable furniture prior to stripping and waxing.

2.1.9 Vacuum.

The Contractor shall maintain all carpet areas free from visible soil and vacuumed at least once per day, when children are not present in the activity rooms, or as required to maintain clean and sanitary conditions.

2.1.10 Carpet Maintenance.

The Contractor shall steam clean all carpet in accordance with the standards as listed in this SOW, on weekends or after operating hours, to ensure carpets are completely dry when children are present.

2.1.11 Empty Trash Cans and Diaper Pails.

The Contractor shall empty trash cans and diaper pails daily. The contractor shall provide, and replace worn, torn or otherwise soiled plastic trash bags suitable for the type of trash containers within the entire facility.

2.1.12 Stock Restroom Supplies.

SIPI Early Childhood Learning Center supplies all consumable, however the Contractor shall ensure restrooms and supplies are sufficiently stocked at all times. Supplies may be stored in designated areas. The contractor shall refill immediately upon notification.

2.1.13 Dusting.

Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces could include items such as tables, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, window blinds, ceiling fans, light fixtures, etc. Please see Appendix B, Level 3.

2.1.14 Windows/Interior Glass.

All windows and interior glass, including glass indoors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

2.1.15 Clean Drinking Fountains.

Clean drinking fountains with sanitizing solution daily.

2.1.16 Clean Doorknobs.

Clean doorknobs with sanitizing solution daily.

2.1.17 Workmanship.

The performance of work shall conform to the standards specified in this SOW and cleaning chemical and equipment manufacturers' written instructions. While performing services in the building during normal duty hours, work areas left unattended shall be protected with the necessary warning signage to protect occupants from possible safety hazards such as slipping and falling. While performing services in the building after normal duty hours, maintain the physical security of the building. Keep doors closed and locked. Close and lock doors and windows and turn off lights upon completion of work. If the CO or the COR determine the work does not meet standards specified for a particular task, the Contractor shall redo the task at no expense to the SIPI within 24 hours of notification. Any SIPI property damaged by the Contractor during work performance shall be repaired or replaced immediately by the Contractor at no expense to the SIPI.

2.2 SPECIAL REQUIREMENTS 2 – GYMNASIUM & DORMITORIES

The gymnasium shall be maintained in accordance with Appendix B and these special requirements.

2.2.1 Cleaning Gym Bleachers.

The bleachers shall be cleaned during each break. Cleaning shall contain wiping, sweeping, and mopping according to the manufacturers’ recommendations.

2.2.2 Weight Room.

Contractor shall clean all equipment in both weight rooms 3x a day, according to manufacturers’ recommendation.

2.2.3 Gym Floor Maintenance.

Clean hard wood floors according to manufacturers’ recommendation per floor type. COR shall approve cleaning method, prior to work beginning. Contractor shall coordinate cleaning schedule with the COR, Facilities’ and Student Services Department.

2.2.4 Women & Men Dorms.

Contractor shall sign in with the Resident Assistants (RAs) each time they enter the dormitories and shall be escorted at all times if they have not been cleared through the background clearance. Contractor shall clean all vents (supply & return air vents) during the trimester breaks as part of the 3x year cleaning. Contractor shall clean the front grill of the fireplace in the main common area to be free of dust as part of the 3x year cleaning.

2.3 SPECIAL REQUIREMENTS – ACTIVITIES AND EVENT CLEANING

The Contractor shall perform cleaning services required in any building covered under this contract for student activities, special events, large meetings held by SIPI departments and programs. Special event cleaning shall be determined by the COR (note: SIPI has approximately 6-8 large events each year)

2.3.1 Preparing for Student Return

Contractor shall provide deep cleaning to all touch points throughout campus for all rooms (offices, classrooms, laboratories, dorm rooms, computer labs, etc.) in all buildings prior to students returning to campus. Contractor shall follow the current CDC guidelines.

2.4 SPECIAL REQUIREMENTS 4 – DETAILED FLOOR CLEANING AND OPTIONAL SERVICES

These services shall be scheduled and performed in between each trimester, during breaks or weekends – upon the availability of funds. Schedules shall be submitted and coordinated with the Facilities Department/COR at the beginning of each year and revised schedules shall be approved 2 months in advance, prior to work beginning in each facility.

2.4.1 Hard Floor Maintenance (Tile & Grout and Stripping & Waxing).

Hard floors shall be cleaned, scrubbed, sealed, polished, waxed, and stripped as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

2.4.2 Carpet Restorative Cleaning.

Carpets (including area rugs and floor mats) shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction, and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearances. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

2.4.3 Exterior Windows.

Contractor shall clean all exterior windows and shall show no traces of film, dirt, smudges, water, or other foreign matter. Tape shall be removed with an appropriate tool/scraper per manufacturer’s recommendation as to not scratch the different types of glass. To remove sun and hard water stains shall require appropriate methods and products for cleaning that shall be approved by COR. Cost shall be broken down per building.

2.4.4 Sanitize Touch Points

Contractor shall provide deep cleaning to all touch points daily according to (A) – (H) below, for every common area in all building: restrooms; conference rooms; breakrooms; corridors/hallways; lounges; computer labs; common printing rooms; foyers (open areas).

[Note: Frequency may change depending on new information.] A. Drinking Fountains & Wash Stations B. Wipe door handles and handrails C. Elevator panel Cleaning D. Clean & Disinfect - all common touch points, doorknobs, latches, handles, tables, light switches E. Cooler/Freezer/Refrigerator handles F. Employee Breakroom, refrigerator handles, microwave, furniture (non-upholstered) G. Vending Machine Buttons H. Microwave buttons/handles

2.4.5 Emergency Call Outs

A. Bodily Fluids Cleaning B. Other Emergency Cleaning Optional Services shall be scheduled by the contractor and approved by the COR prior to work start. These tasks must not interfere with employees working at any time.

2.5 PERSONAL PROTECTIVE EQUIPMENT

Contractor shall follow Centers for Disease (CDC) guidelines, State of New Mexico guidelines, and SIPI protocol when required during infectious disease outbreaks and shall provide employees with all personal protective equipment. While working on SIPI campus the following shall be adhered to which include but not limited to 1) wearing a mask, 2) washing hands frequently, 3) distancing, and 4) testing.

2.6 INFECTIOUS DISEASE CLEANING REQUIREMENTS

Contractor shall follow the current CDC guidelines.

2.8 PROGRESS MEETINGS

The Contractor agrees to attend any post-award conference and periodic progress meetings convened by the CO or COR. The CO, COR, Supervisory Facilities Operations Specialist, and other government personnel as appropriate, and the Contractor shall meet once a month, unless otherwise specified by the COR to discuss the Contractor’s performance. The Contractor shall provide a 24-hour notice to the CO prior to rescheduling any meetings. Progress meetings will consist of reviewing schedules, performance, and to resolve outstanding issues if any.

Discussions may include but is not limited to opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. Attendance by the contractor’s supervisory personnel, who possess BIE clearance, will be required at the facilities management monthly staff, activity or event meeting.

2.9 DELIVERABLES

The Contractor shall submit all formal accurate and complete deliverables within the specified timeframes to the designated COR or as otherwise requested by the COR. The below is a list of deliverables:

A. Work Schedule

· Submit schedules for each building

· Submit work schedule prior to the beginning of each semester

· Submit special requirement work schedules

B. Contractor Quality Control Plan/Quality Assurance C. List of Employees

· Update list of employees to be submitted every time a new employee is hired or terminated.

D. Safety Plan for Cleaning Bodily Fluids E. Incident Reports F. Work Requests Form

· Contractor shall provide work request to Facilities Department, when safety deficiencies are found.

G. Equipment Inventory

· Contractor shall provide a list of all equipment to be stored on campus

· All contractor equipment shall be labeled and identified with contractors name H. Rooms identified as Authorized Personal Only, shall be cleaned 3x a year.

I. Cleaning Logs for Restrooms, Breakrooms, and Conference Rooms.

The Contractor shall revise/modify records and reports, as directed by the COR, at no additional cost to the Government. Except where otherwise specified, all deliverables shall be submitted electronically in a Microsoft Office 365 compatible format. Deliverables shall be unprotected and capable of being sorted by contract number, item number, building number, etc. All formulas shall be traceable.

Government acceptance of deliverables shall not relieve the Contractor of responsibility for any error or omission which may exist in the deliverable, as the Contractor is responsible for all requirements of this contract. All deliverables shall be available to authorized Government personnel 24 hours/day and 365 days/year for the duration of the contract.

3.0 PERSONNEL & MANAGEMENT

The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes but is not limited to planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality assurance. The Contractor shall provide a staff with the necessary management expertise to ensure performance objectives and standards are met.

The Contractor shall provide the name and telephone number of a contract manager and an alternate who shall act for the Contractor when the Contract Manager is absent at the post award conference. The Contract Manager or alternate shall have full legal authority to act for the Contractor on all contract matters relating to daily operation of this contract and can be contacted during SIPI normal hours of operation between 7:00 a.m. through 5:00 p.m., Monday through Friday.

3.1 Designated Personnel

The Contractor shall provide an individual to perform cleaning services from 7:00 am to 6:00 pm, as a custodial rover that can be reached by phone or radio at all times.

3.2 Contractor Personnel

Contractor personnel’s conduct shall not reflect discredit upon SIPI. The Contractor shall ensure their personnel shall present a professional appearance, speak and write fluent English. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security and possession of firearms or other lethal or illegal weapons or substance. The Contract is responsible for ensuring any Contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security.

Contractor shall ensure Contractor employees must be culturally sensitive to SIPI students and SIPI events. Contractor shall ensure Contractor employees always conduct themselves in a courteous and professional manner and are dressed appropriately for the functions they perform, including shirts, pants, shoes, socks, and personal safety clothing and equipment. All clothing shall be neat, clean and free of stains, tears or offensive language, symbols, or graphics. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items sleeted should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

3.3 Contractor Employees

The Contractor shall submit a list of contractor’s employees at the post award conference or as coordinated by the COR. The Contractor shall provide a sufficient number of properly trained and qualified employees to perform the requirements of this contract. The Contractor shall provide all necessary employee training. Custodial service supervisors and workers shall receive appropriate training which prepares them to accomplish custodial services tasks specified in this contract. Training shall also include safety and proper use of cleaning chemicals and equipment. Training available from commercial sources shall be obtained, scheduled, and funded by the Contractor.

3.4 Contractor Vehicle and Operator Requirement

Contractor vehicles will have the company name prominently displayed on both sides and be maintained to present a neat, professional appearance. Contractor vehicles shall comply with all applicable requirements during performance of this contract.

Contractor vehicles or privately owned vehicles shall not be maintenance and repaired on site. Contractor employees shall possess a valid state driver's license, current vehicle registration, and proof of state required minimum liability insurance to operate Contractor-furnished or their privately-owned vehicles and motorcycles on the SIPI premises.

3.5 Equipment

All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. Any equipment found to be unsafe and unable to function as designed shall not be used in performance of this contract. The CO or COR may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the campus.

4.0 SECURITY REQUIREMENTS

Contractor shall obtain personal identification passes for all employees for access into the buildings and vehicle passes for all Contractor vehicles requiring entry onto SIPI. The contractor must complete required documents and submit it through the COR to the Security Office. Vehicle registration, proof of vehicle insurance and a valid driver’s license must be presented for all vehicles to be registered.

4.1 Traffic

The Contractor and its employees shall comply with campus traffic signage.

4.1.1 Weapons, Firearms, and Ammunition

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on SIPI campus.

4.1.2 Physical Security

The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.1.3 Clearance

The Contractor’s supervisory/lead personnel shall submit a completed DOI Access/e-Qip request form to the Security Point of Contact for an appropriate background check after the contract has been approved. All employees are to complete the background requirements. Contractor is responsible for following the background process with SIPI HR and BIE Security.

Contractor is responsible for tracking the employees process through the background clearance. Contractor is responsible to ensure all employees have an email address and computer access to complete all background clearance requirements.

In pursuant to the Indian Child Protection and Family Violence Prevention Act (P.L. 101-630, 25 U.S.C. 3201 et. Seq), the Bureau of Indian Affairs is required to perform a background investigation for the supervisor. This position is considered public trust positions. The Security Point of Contact (SPOC) shall initiate, receive and maintain all background checks. All results shall be maintained by the SPOC. The following steps are required to process the background check.

a. Questionnaire for Public Trust Positions (SF 85P). The SF 85P shall be used for all investigation requests submitted to OPM for positions that have been designated as non-critical sensitive/high risk or moderate risk public trust.

b. Supplemental Questionnaire for Selected Positions (SF 85P-S). The SF 85P-S shall be used for all investigation requests submitted to OPM for positions that include working with children as part of their employment or association with OIEP.

c. Fingerprint Chart (SF-87) or (FD 258). Two sets of fingerprint charts shall be submitted with each security package for all individuals requiring a background investigations or reinvestigation. The SF 87 shall be used for all OIEP applicants and employees. The FD 258 shall be used for all contractors, consultants, or volunteers. The fingerprint chart shall include the pre-printed originating routing identifier issued by OPM.

d. Childcare National Agency Check with Inquiries (CNACI). The CNACI is the minimum investigation required for moderate public trust positions who have contact with or control over children (use SF 85P). All coverage is obtained through written inquiry and computer linkages. Coverage includes the NAC investigation plus inquiries regarding the individual’s employers for the last five years; and highest degree verified; residences for the last three years; identified references; law enforcement for the last five years; and search of the State Criminal History Repository records of each unique state of residence that the individual indicates on his/her completed SF 85P.

e. OF-306, Declaration for Federal Employment. The Declaration for Federal Employment form is necessarily used in conjunction with another form or forms, this form may be used in conducting an investigation to determine your suitability or your ability to hold a security clearance and it may be disclosed to authorize officials making similar, subsequent determinations.

f. Release to Obtain Credit Report. In pursuant to the Fair Credit Reporting Act, the Bureau of Indian Affairs is required to attain a signed Release to Obtain Credit Report form, to determine your fitness for federal employment, clearance to perform contractual service for Federal Government, and/or security clearance or access.

g. Suspected Child Abuse and Neglect (SCAN) Training. Upon employment, and then annually thereafter, all contract employees must receive notice of their responsibilities of being a mandated reporter, if they have knowledge of or reasonable suspicion of, incidents of child abuse or neglect.

4.1.4 Required Documentation

The Contractor shall provide a summary spreadsheet listing of all employees proposed to work in the childcare center with the employee’s name, and position. In the event that an employee is replaced, even temporarily, the replacement shall meet all requirements set forth in paragraph 4.0, inclusive, be completed prior to beginning work. Failure to fulfill these requirements, in sufficient time to replace an employee, will not relieve the Contractor of their responsibilities under this contract. Failure to provide these statements will prohibit Contractor employee(s) entrance into the childcare center during operating hours. It shall be the Contractor’s responsibility to update the spreadsheet as necessary.

4.1.5 All contracted employees shall submit required background investigation documents listed in 4.0, regardless of duty station.

4.1.6 All employees shall wear identifying company apparel.

4.1.7 Safety & Security

Contractor/Employee Identification, Sign-In and Safety Orientation A. All employees shall sign-in/out at the Facilities Department prior to beginning services and end of services. Employee(s) will require an escort until background clearance has been approved.

B. All employees shall wear a nametag or other identifying apparel.

C. All employees shall go through SIPI’s Safety Orientation the first time they provide services on the SIPI campus. This is to be coordinated by the COR and Security Department.

4.1.8 Key Control and Access Control

The Contractor shall establish and implement a key/access control system to ensure that SIPI keys and access cards issued to the Contractor by the government are not lost, stolen or used by unauthorized persons. The COR and Contractor will conduct an initial inventory on all keys and access cards prior to the start of contract performance. The Contractor shall not duplicate any keys issued by the government. The Contractor shall immediately report to the COR any occurrences of lost access cards, lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost shall be deducted from the monthly payment due the Contractor. The Contractor and COR shall review and inventory all keys issued to Contractor annually.

4.1.9 Unauthorized Use of Keys and Access Cards

The Contractor shall prohibit the use of SIPI issued keys and access cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas.

4.2 SAFETY COMPLIANCE – CONTRACTOR RESPONSIBILITIES

The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the COR as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the COR within five calendar days of each occurrence.

4.2.1 Warning Signs

Display warning signs in all areas where Contractor operations may cause traffic obstructions or personal hazards. All signs shall be placed so that they are visible from all approaches.