B08_Attachment_1_SOW.docx

STATEMENT OF WORK

Janitorial Services for the Crow Agency

SCOPE

The Bureau of Indian Affairs (BIA), Crow Agency requires janitorial services at the buildings located at 226 S. Weaver Drive, Crow Agency, MT. 59022. Services shall be provided in strict compliance with the terms, specifications, conditions, and provisions contained herein. The Government shall furnish all equipment and supplies necessary to maintain the designated buildings in a clean, sanitary, and acceptable condition. Performance will be according to the standards indicated herein.

PLACE OF PERFORMANCE

Building #2: 20,895 square feet, including the basement which currently does not house any employees, the Main floor is 12,239 square feet, which will be cleaned daily, the basement would not need to be cleaned daily. Will schedule a time for cleaning with the Point of Contact.

Building #76: roughly 1,800 square feet, 6 rooms, 1 bathroom, 1 toilet, 1 sink. This will be cleaned twice a week.

Building #183: mainly serves as a warehouse and shop, combined area of 4,583 square feet and has 1 bathroom, 1 urinal, 1 toilet, and 1 sink. This will be cleaned weekly.

2 Mobile office trailers: each at 1,792 square feet, combined total of 3,584 square feet, each has 7 rooms, 2 bathrooms, with 1 toilet and 1 sink for a combined 4 restrooms, 4 toilets, and 4 sinks. This will be cleaned twice a week.

The Contractor shall provide all transportation to and from the various buildings, all of which are located within 1 city block of each other.

TECHNICAL SPECIFICATIONS

Janitorial Services for the BIA, Crow Agency shall be performed, per the following guidelines:

1. Hours of Operation All janitorial services shall be performed between the hours of 8:00 am and 4:30 pm.

The twice weekly work will be scheduled on days agreeable between the Point of Contact (POC) and Contractor. Monday and Thursdays are preferred. Holidays may result in the need to reschedule workdays.

2. Supervisory Personnel The Contractor shall designate an on-site supervisor who shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for performance of work. An equally qualified alternate supervisor shall be provided to act on behalf of the supervisor during his/her absence. The supervisor and alternate shall be designated as key personnel and be able to read, write, speak, and understand English, and have full authority to act for the Contractor. The Contractor shall provide the telephone number of the supervisor and alternate to the Point of Contact and/or CO within ten calendar days after award of the contract. The Contractor shall immediately notify the Point of Contact (POC) and CO in writing when a decision to terminate an employee has been made. The Contracting Officer may, in writing, require the Contractor to remove from the worksite any employee who the Contracting Officer deems incompetent, careless or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or Government owned property. No one under 18 years of age will be allowed on the premises during the performance of duties. All Buildings are Non-Smoking, The Contractor shall ensure his/her employees do not smoke inside the building.

3. Employee Qualifications All individual(s) assigned to clean the BIA, Crow Agency building office space must have a background investigation with a satisfactory determination on file with the contractor. The cost of the background investigation will be the responsibility of the contractor. Satisfactory background investigation(s) are subject to BIA review and approval. Background investigation(s) must be a part of the contractor’s hiring process or the firm will not be awarded the contract.

4. Building Security The Contractor must observe building security standard procedures which will be provided upon award. This is to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft.

5. Quality Control Program The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are met. It shall be submitted to the CO as part of the quote package prior to award of the contract. Any amendments shall be submitted to the POC for approval at least ten days prior to their proposed implementation. The quality control program shall, at a minimum, include:

a) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

b) A method for identifying deficiencies in the quality of services performed and for proposing that any corrective action be taken.

c) A file of all inspections conducted by the Contractor and the corrective actions taken. This documentation shall be made available to the POC for review upon request.

6. Operating Plan The POC will make periodic quality checks to see if the above specifications are met.

At the beginning of the contract, and annually thereafter, a survey will be conducted by the POC to confirm that the figures provided are accurate. Agreement will be noted in the Operating Plan. Any changes to these figures shall be brought to the attention of the POC and, if necessary, an appropriate contract modification will be considered.

7. Key Control The Contractor will not be issued keys for entry to the building. The Hours of Operation section dictates that all work shall be performed during working hours of 8:00 am and 4:30 pm.

8. Workers Compensation Insurance The Contractor shall provide evidence of Worker’s Compensation Insurance or a letter from the State Department of Industrial Relations exempting the Contractor from the requirement after award, but before contract start. NOTE: A contractor working alone is not required to carry the insurance.

9. Property and Personal Damage.

The Contractor shall be responsible for all damage to property and to persons, including third parties that occur as a result of his or his agent’s or employee’s fault or negligence. The term “third parties” is constructed to include employees of the Government. This includes, but is not limited to damage to duplex outlets, corner base molding and knocking parts off cubicle furniture. At their own expense, Contractor shall repair any damage, returning damaged item to original condition.

The Contractor shall be directly responsible for instructing employees in utility conservation practices. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by Contractor employees. Water faucets or valves shall be turned off after the required usage is complete.

Windows shall be closed and lights and fans turned off when not in use. Government telephones shall not be used for personal reason, or for any toll or long-distance calls. The Contractor shall notify the POC whenever a building deficiency is identified (e.g., chemical spill, leaking pipe, stopped up sink, power outage, doors or other equipment that appear to be working improperly) and marked as out of order.

It is the responsibility of the Contractor to ensure that all articles of possible personal or monetary value found by the Contractor’s employees are turned into the POC.

GOVERNMENT-FURNISHED MATERIALS

The Government will deliver to the Contractor equipment, materials, supplies, property, and/or services (hereinafter referred to as "Government-Furnished- Property") at the work site prior to work commencing. As supplies need replenishing, the Contractor shall notify the POC no less than 2 weeks in advance so needed items can be ordered.

The Government will provide the contractor with a Janitor’s Storage Closet. The closet provides space that can be used to store cleaning supplies, equipment, etc.

CONTRACTOR-FURNISHED MATERIALS

The Contractor shall furnish their own transportation to and from the buildings, and the dump site as needed.

SPECIFIC TASKS, QUALITY AND PERFORMANCE STANDARDS

The Contractor, through innovation, technology, or other means, shall perform the work in this contract at frequencies necessary to meet the quality and performance standards. Evaluations of the Contractor’s work will be based on these standards and shall be conducted by the POC as close to the time that the cleaning tasks are completed as possible.

Listed below are the specific tasks and the performance standards the Contractor is required to meet in this contract:

JANITORIAL SERVICES

Foyers, Hallways, Offices, Conference Room, Computer Server Room, File Room, Reception Area

1. Vacuum dirt, mud, gravel, etc. off carpet, mats, and tile in all foyers, reception areas, offices and hallway as needed. Remove tracked-in material that does not come up with vacuuming.

2. Sweep and mop the concrete floor entryway and office corridor hallway as needed.

3. Spot clean walls and doors as needed.

4. Dust all flat counters and displays.

5. Each office space or work area (desk, tables, computer stations, printers, printer stands, and chairs) will be wiped down/dusted each scheduled cleaning day. Unless the occupant of the specific space declines this service for that day.

6. Empty wastebaskets and dispose of waste in receptacles provided. Plastic bags shall be changed at least weekly in kitchen and reception area.

7. Wash inside and outside of all glass entrances as needed.

8. Remove dust from frames surrounding window and door glass.

9. Dust mop wood hallway.

10. Paper shredder in the printer/work room is to be checked and emptied as needed on each scheduled cleaning day and a new bag to be placed in the shredder. Plastic bags removed from the shredders will be placed in the outside dumpster assigned to Building 728.

11. Remove dust from window ledges. Soil and stains on window ledges that cannot be removed with dusting shall be washed off and wiped dry.

12. Spot clean all doors as needed. Remove dust and soil from frames surrounding the doors.

13. Vacuum or sweep then mop clean all rooms with vinyl tile (break room)

14. Clear cobwebs from light fixtures, ceilings, ceiling vents, and corners as needed.

15. Spot clean carpet stains as needed.

16. Sweep and dust only the Computer Server and File Room as needed.

Janitor’s Closet:

1. Sweep and mop as needed. Clean and disinfect sink, wiping free of all watermarks. Keep supply area clean and orderly.

Restrooms

1. Tile floors shall be vacuumed or swept then mopped clean using a disinfectant detergent.

2. Empty wastebaskets and dispose of waste in receptacles provided. Plastic bags shall be changed as needed or at least weekly.

3. Fill toilet paper holders, paper towel, toilet seat covers, soap dispensers, etc. Report any problems with these dispensers to the Contracting Officer’s Representative.

4. Wash and rinse completely with a disinfectant; toilet stools and seat assembly, urinals, washbasins, dividers and modesty screens. Treat washbasins, toilets and urinals with a suitable scale remover, germicide and deodorant.

5. Mirrors will be damp wiped clean and dried. Wipe free of watermarks.

6. Spot clean wall surfaces, doors and waste receptacles as needed. Remove all mop water lines/rings from the base of the walls.

Outside

1. Porches, Loading Dock, Accessible Ramp: The Contractor shall sweep, clean ice and snow from, and maintain the surfaces of the porches, loading dock, and accessible ramp in a state of good repair which makes access safe for the visiting public, BIA employees, and BIA operations. Pick up any litter within 100 feet around building and public and employee parking areas. Clear cobwebs and debris from light fixtures, ceilings and corners as needed.

General

1. Replace burnt out light bulbs as needed. Light bulbs shall be Government Furnished. Each light fixture contains two different bulb types. Care shall be taken to ensure that the correct bulb type is installed when a bulb is replaced. Burnt out light bulbs will be recycled.

Recycling

1. Recyclable items will be placed in recycle bins in the predesignated areas and emptied weekly into the outside recycling containers provided by Waste Connections.

SEMI-ANNUAL SERVICES (March and September)

1. Wash all windows, inside and out.

2. Wash fluorescent light panels (remove, wash, replace).

3. Wash all heating and air conditioning and exhaust vent covers.

4. Strip wax from all vinyl tile floors in break room, then clean, wax and buff floor.

5. Shampoo all carpet in the office building. Move all furniture except filing cabinets, copy machines, or items too heavy to be moved without furniture moving equipment. Care shall be taken to ensure that cords are not pulled loose from computer terminals and that office equipment or telephones are not dropped.

6. Interior walls/painted surfaces must be washed.

7. Hard floor care stripping of Hallway, separate wet pick-up required, 175 RPM, 17”

8. Hard floor care sealer application with mop.

9. Wash and dry concrete entryway with a mild floor cleaner.

INSPECTION AND ACCEPTANCE

The Government will make periodic random inspections to determine that the contractor is in compliance with the specifications of this contract. The contractor is encouraged to observe these inspections.

Acceptance of the work will be made only after the Government has determined the work to be in compliance with the contract.