B08_-_SOW.pdf

Scope of Work – RFP # 140FSxxxx

SCOPE OF WORK

Janitorial Services

OLE Lacombe, LA RAC Offie 61387 Hwy. 434, Lacombe, LA 70445

TABLE OF CONTENTS

I. INTRODUCTION

II. PROJECT DESCRIPTION/DETAILS

III. PROJECT LOCATION/INFORMATION/POINT OF CONTACT

IV. PERIOD OF PERFORMANCE:

V. FREQUENCY OF SERVICE:

VI. WORK SCHEDULE

VII. INSPECTIONS AND REPORTING REQUIREMENTS

VIII. GOVERNMENT PROVIDED SUPPLIES AND EQUIPMENT

IX. WEEKLY TASKS/DELIVERABLES

X. MONTHLY TASKS/DELIVERABLES

XI. QUARTERLY TASKS/DELIVERABLES

XII. COMPLIANCE REQUIREMENTS

XIII. STANDARDS OF PERFORMANCE

I. INTRODUCTION

The U.S. Fish & Wildlife Service (FWS) is seeking a Contractor to provide Janitorial Services for One Base Year and Four Option Years. The Contractor shall furnish all necessary personnel, supervision, and transportation to provide professional janitorial services for the OLE Lacombe, LA RAC Office located 61387 Hwy. 434, Lacombe, LA 70445 in accordance with the terms and conditions of this Scope of Work (SOW).

The objective of this contract is to provide a clean, attractive workplace for the employees stationed at this office.

II. PROJECT DESCRIPTION/DETAILS

The Contractor shall plan, schedule, coordinate, and assure effective performance of janitorial services with experienced and qualified professional personnel.

Estimated Square Footage The Government has estimated the number of square feet of floor space and the Contractor shall make no claim against the Government for any excess or deficiency therein. The occupied space consists of approximately 2,609 square feet.

Description Square feet Type of flooring

Hallway bathroom 29.25 Ceramic tile hallway 35.00 ceramic tile Conference room 360.00 brick Front room 525.00 heart pine wood floor Employee office 209.25 heart pine wood floor Employee bathroom 33.00 ceramic tile Hallway to copy room 14.00 heart pine wood floor Copy room 155.25 heart pine wood floor Ladies bathroom 27.50 ceramic tile Employee office 148.50 heart pine wood floor Small hallway 67.50 heart pine wood floor Kitchen file room 36.00 ceramic tile Kitchen 144.00 ceramic tile Employee office 186.00 brick Long hallway 103.50 stone Employee office 193.75 carpet Shared bathroom 30.25 ceramic tile Employee office 168.00 carpet Spare office/storage room 143.00 stick tile/rug

Configuration

Kitchen double sink Hallway bathroom one sink/one toilet Ladies' bathroom one sink/one toilet Shared bathroom one sink/one toilet Employee bathroom adjacent to office one sink/one toilet

Windows

There are 42 windows of various sizes. The largest windows are 6’ x 8’. The majority are 5’6” x 2’9”.

III. PROJECT LOCATION/INFORMATION/POINT OF CONTACT

Address: OLE Lacombe, LA RAC Office 61387 Hwy. 434, Lacombe, LA 70445

Point of Contact / Technical Coordinator To be provided upon award

IV. PERIOD OF PERFORMANCE:

One (1) Base Year and Four (1) Option Years (Dates are approximate and will be finalized upon award)

Base year January 1, 2025 – December 31, 2025 Option year (1) January 1, 2026 – December 31, 2026 Option year (2) January 1, 2027 – December 31, 2027 Option year (3) January 1, 2028 – December 31, 2028 Option year (4) January 1, 2029 – December 31, 2029

V. FREQUENCY OF SERVICE:

The contractor shall inspect, and clean areas as needed to maintain a clean and neat indoor appearance.

• Weekly - Services performed one time during each week of the contract.

VI. WORK SCHEDULE

The Contractor shall perform all cleanings on an agreed upon day, Monday thru Friday, between the hours of 9:00am and 4:00pm, CST. In no case shall work be performed outside of the scheduled times unless requested and approved by the Technical Coordinator.

Whenever scheduled services fall on a federal holiday, the services will be performed on the previous or following working day. In no event will the Contractor change the work schedule without the prior consent of the Contracting Officer (CO) or Technical Coordinator.

Federal Legal Holidays: New Year’s Day, Martin Luther King's Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

When a holiday falls on Saturday or Sunday, it is observed on the adjacent Friday or Monday, respectively. In addition to the holidays listed above, the Contractor agrees to observe leave days or closures designated by Federal Statute, Executive Order, or Presidential Proclamation.

VII. INSPECTIONS AND REPORTING REQUIREMENTS

A Janitorial Service Log (Log) will be provided to the Contractor by the Technical Coordinator. Completion of the Log is a requirement of the contract. The Log for each visit shall be completed, signed, and dated by the employee who performed the work.

Information in the Log shall include at a minimum:

• Checklist of work performed during the cleaning visit. All tasks shall be clearly noted on the Log.

• Discrepancies from the routine work scheduled and an explanation of the circumstances involved.

• All janitorial supplies provided by the facility that are running low must be noted in the Log so they can be resupplied.

VIII. GOVERNMENT PROVIDED SUPPLIES AND EQUIPMENT

The Government shall provide necessary cleaning equipment and cleaning products to include but not limited to: (list all supplies below)

Cleaning Supplies: All cleaning products provided will be environmentally friendly and free from toxic and polluting chemicals when at all possible.

o General multipurpose cleaner o General multipurpose interior and exterior glass cleaners o General multipurpose disinfectants o Floor cleaners o Odor Control and Neutralizers o Trash bags/liners of various sizes for all trash receptacles.

o Paper towels o Toilet paper

Cleaning Equipment:

o Rags, Dusting Cloths, etc.

o Vacuum o Mops o Brooms o Mop bucket o Toilet brushes

The above supplies and equipment will be stored onsite. The contractor shall be responsible for the proper care and storage of all Government provided equipment and products. The storage area shall be maintained in a clean and sanitary manner. The Contractor shall write a comment in the janitorial log when any products have a low inventory.

All materials, equipment and/or paper supplies belonging to the Government shall not be removed from the site. The Government will not permit wasteful or unauthorized use of Government-furnished materials. The contractor will not use Government-furnished materials for use outside of the job requirements of this contract.

The Government will provide all utilities for Contractor’s use in performance of tasks outlined in this SOW. The Contractor shall be prudent to turn off lights, water faucets or valves after use.

IX. WEEKLY TASKS/DELIVERABLES

(Refer to Section XIII for task specific cleaning standards and expectations)

Weekly Tasks include cleaning the following rooms:

Entrances, Lobbies, Corridors, Hallways, Mudroom, Multi-purpose Rooms, Bathrooms, Vestibules, lobby, etc.….

Office and open areas (all the duties below will be completed weekly):

• Broom sweep all floors.

• Mop all tile floors using a cleaning disinfectant, and clean hardwood floors with appropriate hardwood floor product, such as Bona Hardwood Floor Cleaner.

Baseboards and corners shall also be cleaned.

• Vacuum all carpets

• Empty all wastebaskets, reline, and put trash in dumpster on Fish & Wildlife Service premises.

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

Restrooms: All of the duties below will be completed once per week to all four bathrooms:

• Empty and reline wastebaskets with bags.

• Clean and disinfect all surfaces of sinks, toilet bowls, lavatories, partitions, doors, walls and other such surfaces using a germicidal detergent.

• Keep sinks and toilet bowls free from scale and mildew.

• Wash underside and tops of toilet seats with disinfectant.

• Sweep and mop floor with clean mop and disinfectant.

• Clean mirrors with window cleaner such as Windex in all bathrooms.

This duty will be performed twice per year, once in October and April.

• Clean all windows in all rooms inside and out. After cleaning glass, there shall be no traces of film, dirt, smudges, water or other foreign matter.

X. COMPLIANCE REQUIREMENTS

Accident Reporting: The Contractor shall maintain an accurate record of all accidents and shall immediately report to the Technical Coordinator all accidents resulting in death, trauma, or occupational disease. All accident records/reports must be submitted to the CO and Technical Coordinator within twenty-four (24) hours of their occurrence and be noted on the Log. For life-threatening emergencies, calls shall be directed to 911.

Contractor Representative: The Contractor shall designate in writing to the CO and Technical Coordinator, prior to beginning work, a representative who will be in charge of the work and be available at all times when work is being performed.

Damage Reporting: In all instances where Government property or equipment is damaged, a full report of the fact and extent of such damage will be submitted in writing to the CO and Technical Coordinator within twenty-four (24) hours.

Fire Prevention: The Contractor and its employees are to be familiar with the method of turning on a Fire Alarm. The Contractor and its employees shall be cognizant of and shall observe all requirements for handling and storage of combustible supplies and materials, and for daily disposal of combustible waste and trash.

Hazardous Conditions: If a hazardous condition is seen, the Contractor and its employees shall notify the CO and Technical Coordinator in writing within twenty-four

(24) hours.

Maintenance Standards: All work shall be accomplished in such a manner as to ensure a clean and safe environment and shall conform to the requirements of the Occupational Safety and Health Administration (OSHA) and with the standard practices of janitorial services. The quality of the workmanship, including all materials, will comply with applicable Federal specifications.

Personnel: The Contractor and Contractor’s employees shall be capable and experienced in janitorial work to perform the services under this contract. The Contractor shall designate in writing to the CO and Technical Coordinator, prior to beginning work, a roster/list of all personnel that will perform the duties of this contract. Subsequent changes to the roster shall be submitted to the CO and Technical Coordinator, in writing, at least 48-hours prior to any change. The CO and Technical Coordinator shall be notified immediately whenever changes are made to personnel.

The CO may require dismissal from the workplace of Contractor employees who the CO or Technical Coordinator deems incompetent, insubordinate, objectionable, or whose continued employment is deemed contrary to the public interest.

Personnel Behavior: The Contractor is responsible for the behavior of its employees while working within the facility. Contractor personnel shall not engage in prohibited activities, such as gambling, consumption of alcohol, use of non-prescribed medicines or drugs, or smoking. Contractor employees are to observe acceptable courtesies when engaging Government officials and non-government visitors to the facility. Contractor employees shall not conduct harassing behavior based on race, color, religion, sex (including pregnancy and gender identity), sexual orientation, national origin, age, disability, genetic information (including family medical history), status as a parent, marital status, and political affiliation. Employees should use earbuds/earphones if listening to music or making a telephone call. Sound should not be audible.

Personnel Attire/Vehicle: The Contractor's employees must perform work in clothing that is clean and orderly as possible, given the type of work performed.

Contractor employees shall not wear on their clothing or have on their vehicle, any slogans, profanity, political or social- cause messages, or advertising (other than the company name or logo)..

Quality Assurance - Government: Any inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Government shall be resolved in accordance with clause 52.212-4(a) Inspection/Acceptance.

The Government shall give the Contractor written notice of deficiencies whenever required services are not performed or the quality of work does not conform to the specifications of this contract. This written notice shall be served prior to withholding any payment. Repeated instances of "non-performance" or "unsatisfactory" work will be ground for termination or default of this contract.

The Contractor shall have five (5) days from the date of a written notice of deficiencies, in which to furnish satisfactory written explanation of the deficiencies and corrective action taken.

Safety Requirements: Contractor must perform this contract in a safe manner, observing any necessary safety precautions. The contractor shall promptly correct any condition which, in the opinion of the CO or Technical Coordinator, endangers the safety of personnel and/or property during the performance of this contract. Failure to observe this requirement shall result in contract termination, with the Contractor liable for any such damages that may occur. The Contractor is obligated to perform a thorough inspection each working day of all areas to assure that all necessary safeguards relative to safety and fire hazards are being taken.

XI. STANDARDS OF PERFORMANCE

These standards are an outline of general expectations of cleanliness but are not meant to replace or supersede the latest industry standards or materials and equipment manufacturers’ recommendations. Each of the Contractor’s employees shall be equipped with the necessary equipment to carry out the proper performance of the cleaning as specified.

Service Level (Acceptable Quality): The level of services as outlined in these Specifications shall consistently be maintained. During the Contract period, the Technical Coordinator will conduct monthly inspections of the facilities under this Contract. The inspections are based on standards for commercial facilities within the maintenance industry.

Carpeted Surfaces: See vacuuming

Clean: Removal of dirt, dust, grime, finger marks, food waste, furniture rubs, cobwebs, scuffs, and smudges from surfaces with an appropriate cleaning technique.

Standard: Surfaces shall be as free of dirt, dust, grime, finger marks, streaks, stains, cobwebs, scuffs, smudges, litter, debris, and other residue.

Disinfecting: Disinfecting is the application of a germicidal solution to surfaces to kill or neutralize 99.9% of the material containing or supporting the growth of bacterial/viral organisms. Surfaces should remain “wet” for a minimum of 10 minutes or per manufacturer’s recommendation.

Standard: Surfaces shall be as free of dirt, dust, grime, finger marks, furniture rubs, cobwebs, scuffs, smudges, and material containing living bacteria, viruses, or other contaminations that are capable of causing infections.

Dispenser Cleaning and Refilling Service: Dispenser cleaning/service requires damp wiping dispensers with a disinfectant, checking/refilling of all paper towels, toilet tissue, hand soap, and urinal cartridges or any other dispensers which may be identified by the Technical Coordinator.

Standard: Dispensers will be disinfected, present a clean uniform shining appearance free of all soil, marks, smudges, streaks and will have an adequate supply of the applicable dispensed products.

Fixtures: Cleaning of restrooms require the removal of dust, dirt, debris, spots, stains, and smears from sinks and toilets with a germicidal solution.

Standard: Fixtures will be disinfected and there shall be no dust, dirt, spots, or debris on the fixtures.

Flooring: See Vacuuming, Sweeping, and Wet Mopping.

Glass, Window, and Mirrors: Glass and window cleaning requires the removal of dirt, soil, smudges, fingerprints, and other foreign material from glass window, doors, partitions, or any other items, which may consist in whole or part of a glass, or similar material including mirrors.

Standard: Glass surfaces shall be free of all dirt, soil, smudges, streaks, smears, film, or any other foreign substances. All excess spray/solution must be removed from any surrounding trim or surfaces and glass/window surfaces shall have a uniformly bright appearance. Any items moved to accomplish this task must be returned to their original positions.

Spot Cleaning Floors: Spot cleaning requires the removal of dirt, soil, debris, liquids, stains, or other foreign materials from floor areas which can be accomplished by cleaning only the immediately affected area where cleaning the whole area would not be necessary. Spot cleaning may be accomplished by any of the methods contained herein and as dictated by the circumstances of the floor covering and soiling.

Standard: Spot cleaning shall remove completely any evidence of the soiling which necessitated the cleaning and return the finish of the area affected to its pre-soiled condition without evidence of occurrence or cleaning.

Sweeping: Sweeping requires the removal of loose dirt, dust, debris, and other foreign material through either manual or mechanized methods, as appropriate for the location and situation.

Standard: A swept area shall be free of all loose dirt, grit, lint, dust, debris, or other foreign material with no build up in corners, crevices, under or around furniture parts.

All items moved during this process shall be returned to their original location.

Trash/Waste & Recycling/Shredding Removal: Trash/waste/recycling/shredding removal, liner replacement, and disposal to an onsite dumpster.

Standard: All trash/waste/shredding liners shall be removed from containers, and a new liner shall be fitted into all such containers. Collected bags shall be disposed of in appropriate facility dumpster. All receptacles shall be returned to their original location.

Vacuuming: Vacuuming requires the mechanical removal of loose dust, dirt, soil, debris, and other foreign material from carpeted floors and other items (e.g. couches, chairs, walls, curtains/drapes), which require this method of cleaning. Carpet edges and corners where floor and wall intersect, where floor and thresholds meet or around the bases of any object permanently placed on a carpet surface are to be vacuumed with an edging tool.

Standard: There shall be no evidence of obvious dirt, dust balls, damage, debris, spots, grime, and stains. All items moved during this process shall be returned to their original positions.

Wet Mopping: Wet mopping requires the removal of built-up dirt, soil, liquids, or other foreign materials from a floor using commercial type clean cotton or similar yarn type string mops and mechanically wrung out so as to have sufficient neutral detergent and water solution or disinfecting detergent and water solution. This shall include rinsing if required or as recommended by the detergent manufacturer. Sweeping to remove dirt and debris may be needed prior to mopping.

Standard: A wet mopped floor shall be free of all dirt, debris, soil, liquids, or other foreign material. It will present a uniform appearance free of streaks, smudges, heel marks, or any other marks, which can be reasonably removed through this cleaning method. All splash marks/spots on walls and furniture/fixtures shall be removed before completion of the wet mopping task. All items moved during this process shall be returned to their original positions.

Window Cleaning: See Glass, Window, Mirrors