B08_-_SOW_-_Janitorial_-_LI_NWR_Complex.pdf

STATEMENT OF WORK

FY 2025

JANITORIAL SERVICES

FOR

LONG ISLAND NATIONAL WILDLIFE REFUGE COMPLEX – WERTHEIM REFUGE

340 SMITH ROAD, SHIRLEY, NY 11967

PART A – GENERAL INFORMATION AND INSTRUCTIONS

GENERAL DESCRIPTION OF WORK: The contractor will provide, on a once or twice weekly basis, janitorial services for the Long Island National Wildlife Refuge Complex administrative offices and visitor facility. The government will provide all cleaning products, paper towels, toilet tissue, trash can liners/bags, batteries and soap for dispensers. The contractor shall provide any other additional cleaning supplies and equipment necessary to accomplish the cleaning of the facility. The work will be performed on a weekday between the hours of 8:00AM and 3:00PM.

The station will make the final time decision and will be discussed at the time of award. In case of an office closure due to inclement weather, contractor will contact the COR within 24 hours to reschedule a day for cleaning within the next 2 days of the office closure.

The building is in two sections. The administrative side and visitor facility side, the two sections are to be cleaned once weekly or twice weekly on different days of the week. Station preferences are Wednesday and Thursday mornings.

Weekly Cleaning tasks include but are not limited to:

a) Clean (sanitize), and polish non-carpet floor areas including slate, wood, and concrete

i. We require using appropriate cleaning materials for the different type of floors

ii. For a stubborn stain that is deeply set-in, use a concentrated cleaning solution along with a hand brush to apply extra pressure to the floor. You can clean vigorously, but make sure that you don’t press so hard that the bristles of the brush scar the floor. Allow the floor to air dry to a naturally streak-free finish.

iii. Do not allow puddles to form or pooled water spots. Standing water on the seams between the tiles could leak, and over time the moisture could cause the subfloor wood to mold or rot.

b) Clean carpeted offices and common areas; eighteen rooms in total

c) Clean (sanitize) interior glass doors, dust windowsills, baseboards, and any other horizontal surfaces and polish wooden tables

d) Clean (sanitize) eight restrooms and two basement locker rooms; to include sinks, toilets, mirrors, fixtures, exposed pipe, toilet stall panels and doors, floors, walls, counters, cabinets, and sanitary item dispensers.

Refill soap, towel and toilet paper dispensers as necessary.

e) Clean (sanitize) water fountains located outside first and second floor bathrooms

f) Remove trash and recyclables from all offices, kitchen area, bathrooms, locker rooms, conference room, multi-purpose room, environmental education room, and main entrance area. Dispose of all trash in facility dumpster in gated office parking lot for employees and place all recyclables in bins provided in basement.

g) Clean (sanitize) stainless steel fixtures in bathrooms and hand railings in staircases and doors.

h) Dust and remove any accumulated debris from all level/horizontal surfaces throughout the building including but not limited to; window sills, hallway wanes coating, stairwells, office and other area baseboards, fire place mantel, tables, desks, and other furniture

i) Wash the inside of the windows, once annually in January

GENERAL PERFORMANCE REQUIREMENTS: The contractor’s employees and representatives must maintain professional conduct and appearance. The contractor will schedule work so as to minimize disruption to normal work routines, and schedules, as well as normal employee and visitor foot traffic throughout the building, by coordinating with the station representative. The contractor is charged with the professional performance of all duties to ensure the protection and/or conservation of government facilities and property.

https://www.thespruce.com/floor-layers-explained-4120153

OTHER PERFORMANCE REQUIREMENTS: The contractor will perform only such work or expend effort as required by the contract, or as directed in writing by the contracting officer (CO) or by direction of the station representative relative to a specifically delegated task or work (such as emergency cleaning or re-accomplishment of unacceptable work). The contractor and its employees will abide by the facility security requirements regarding entry and exit, protection of government property, and follow the instruction of security, fire, and other emergency officials performing duties within the building.

PART B – PERFORMANCE REQUIREMENTS

CLEANING OF FLOORS, WINDOWS, AND FURNITURE AND FIXTURES: The contractor will clean (sanitize) and/or polish all surfaces as described below in order to maintain a clean and safe work area. Windows throughout the building require an ammonia free cleaning solution to prevent deterioration of UV protective coating.

BASEMENT LEVEL RESTROOMS/LOCKER ROOMS: The contractor shall remove loose debris (sweep, dust, etc) and clean (sanitize) each of the restrooms/locker rooms located on the lower level on a weekly basis. The contractor shall use non-toxic and non-polluting materials, such as disinfectant solutions or sprays, on all surfaces that commonly experience hand touch (stall doors, entry door knobs, etc.), equipment, and methods to ensure that sinks, toilets, showers, floors, paper towel holders, and soap dispensers are cleaned, sanitized, and full of paper/soap product.

The contractor shall use similar disinfectant materials in cleaning the floor. The contractor shall post “cleaning in progress” and “slippery surface” placards or signs (or similar commercial items) while cleaning the restrooms.

LEVEL ONE AND TWO RESTROOMS: The contractor shall clean all restrooms on Level 1 and 2 on a weekly basis in the same manner as restrooms/locker rooms on the Lower Level as described.

FACILITY FOYER/RECEPETION/VISTOR AREA: These areas are the first encountered by employees, visitors, and other business partners of the agency. It is imperative that the condition of the floor area contribute to a dignified and welcoming appearance for all persons entering the facility. The contractor will clean the floor mats, the areas between the two glass entry doors, and the glass in this area using approved products, equipment, and methods. All non-carpeted areas will be mopped using an approved floor chemical on a weekly basis.

VISITOR AREA GLASS DOORS, COUNTERS AND FURNITURE CLEANING: The contractor will clean these areas on a weekly basis with approved products, equipment, and methods. To include but not limited to the cleaning (sanitizing) of counters, furniture, glass, desks, and glass cases. Windows throughout the building require an ammonia free cleaning solution to prevent deterioration of UV protective coating. The contractor will check and empty the trash receptacles in all areas and shall transport all trash in secured durable plastic bags to the facility disposal bin.

The contractor may be required to re-perform the cleaning of the restrooms or other areas if a scheduled or unscheduled quality inspection results in an unsatisfactory rating.

VISITOR CENTER/EXHIBT HALL, NATURE STORE, ENVIRONMENTAL EDUCATION (EE) ROOM,

MULTIPURPOSE ROOM, HALLWAYS AND CARPETED AREAS: The contractor shall, on a weekly basis, vacuum the carpeted and non-carpeted areas. On hard non-porous floors, the contractor shall use similar disinfectant materials and methods of cleaning as listed in the Basement Level Restrooms/Locker Rooms above. The contractor shall post “cleaning in progress” and “slippery surface” placards or signs (or similar commercial items) while cleaning the floors.

ENVIRONMENTAL EDUCATION (EE) ROOM and MULTIPURPOSE ROOM,: The contractor shall, on a biweekly basis from October 1 – April 30 and weekly from May 1 - September 30, vacuum the carpeted and non-carpeted areas, cleaning (sanitizing) of counters, furniture, glass, desks, and glass cases. Windows throughout the building require an ammonia free cleaning solution to prevent deterioration of UV protective coating. The contractor will check and empty the trash receptacles in all areas and shall transport all trash in secured durable plastic bags to the facility disposal bin.

EMPLOYEE BREAK/KITCHEN AREAS: The contractor shall use approved materials, equipment and methods to clean (sanitize) cabinet exteriors, tables, counters, microwave, stove-top and floors in the non-carpeted employee break/kitchen area weekly. The contractor shall clean these areas and remove accumulated trash and litter weekly.

CONFERENCE ROOM: The contractor shall clean the conference room on a weekly basis when it is not occupied.

the contractor shall wipe down all level surfaces and window sills. The fireplace and mantle in the conference room shall be dusted weekly. Non-carpeted areas will be handled the same as non-carpeted areas described above. Area rugs will be cleaned weekly.

PART C – OTHER PERFORMANCE REQUIREMENTS AND INFORMATION

DOCUMENTATION AND REPORTING: The station shall establish a log book for the contractor to sign in and out of. The contractor may also note any observed issues such as unusual condition(s), damage to government property, or other information that adversely affects the contractor’s performance and annotate them in the log book as well as report them to the station representative. The log book should indicate the time services begin and end each work day. The station representative will annotate any issues discovered during inspection in the log book as well and report it to the contractor. The log book will be used to maintain quality control information (such as compliments or complaints), to determine the overall level of the contractor’s performance.

OTHER CONTACTOR RESPONSIBILITIES: This agency facility houses agency offices, a visitor center, and refuge operations. The mission of the agency requires service employees to meet frequently with other federal and state government officials as well as community, schools, and local government representatives. Therefore, the contractor’s employees must perform work in clothing that is clean and orderly as possible, given the type of work performed. The contractor must ensure that all contractor employees use appropriate safety clothing, shoes, or other devices while performing work. Contractor employees shall not wear their clothing, or have visible on any undergarments, any slogans, political or social cause messages, or advertising (other than company name or logo).

CONTRACTOR FACILITY ACCESS: The contractor must provide acceptable evidence of U.S. citizenship, legal resident status, and state and local residence to this agency for all employees scheduled for work at this facility. The contractor’s employees may not use privately owned radios, CD players, or other musical devices while performing work during normal facility hours. In addition, contractor will be required to provide certification of a basic background check for all employees that will have unsupervised access to administrative areas.

CONTRACTOR EMPLOYEE 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 courtesy when engaging government officials and non- government visitors to the facility.

CONTRACT INSPECTIONS: The government intends to rely primarily on the contractor’s inspection and quality control systems methods to ensure the facility is cleaned and maintained properly. The government will perform a limited number of regular inspections and unscheduled inspections of specific areas according to the facility assurance plan and client complaints.

GREEN PRODUCT USE: Janitorial services contractor shall meet the applicable requirements of Executive Order 13514, Executive Order 13423, the Department of Interior Sustainable Buildings Operations and Maintenance Checklist, and U.S. Fish and Wildlife Service Policy 560FW1. Environmentally preferable products will be used by the Contractor, including products with low emitting materials, recycled content products, bio based products, non-toxic products, and non-ozone depleting products. Contractor supplied products and services will be energy-efficient and water-efficient.

All products used shall meet or exceed the Environmental Protection Agency's guidelines for Environmentally Preferable Purchasing. Prohibited characteristics of products to be used in cleaning include: no highly toxic, corrosive or environmentally harmful products, no carcinogens, no toxicants and no hazardous wastes or hazardous materials.

Desirable characteristics include: minimal skin, eye, and respiratory irritation; biodegradability; avoidance of undesirable or unnecessary dyes and fragrances; and recyclable containers and minimization of non-recyclable waste.

The Contractor is encouraged to use products that are have no VOC's, have low flammability, are designed for use in cold water to save energy, and are pump sprays rather than aerosols. Contractor will train all contractor employees in the proper use of products. All products will be clearly labeled.

CONTACT INFORMATION: Potential contractors are encouraged to contact Walt Martens, Facility Manager at 631-286-0485 ext. 2156 or walter_martens@fws.gov to schedule a site visit to review building and proposed contract.