Statement of Work Housekeeping Services for Fermilab Housing Facilities

Fermi National Accelerator Laboratory (Fermilab) September 21, 2026

Rev. 01 Batavia, Illinois

1.0 Scope of Work

The purpose of this subcontract is to provide housekeeping services and linen handling, distribution, and inventory tracking for onsite housing facilities operated by Fermilab. Linen laundering services will be provided by a separate subcontractor.

Fermilab Village provides housing accommodations for visiting scientists, researchers, employees, students, and other authorized guests. Up to approximately 280 visiting scientists may reside in onsite housing facilities consisting of dormitory rooms, houses, and apartments.

The Subcontractor shall provide all labor, supervision, transportation, management, equipment, tools, and supplies necessary to perform housekeeping services and linen handling activities described in this Statement of Work (SOW), except for those materials and supplies specifically identified as being provided by Fermilab.

The services required include, but are not limited to:

Routine housekeeping services.

Weekly maid services.

Dormitory room cleaning.

House and apartment cleaning.

Check-out cleaning services.

Dormitory common area cleaning.

Collection, distribution, and inventory tracking of clean and soiled linens.

Coordination with the contracted linen laundry service.

Coordination with the Fermilab Housing OƯice.

Reporting maintenance concerns and damages.

Supporting Housing OƯice operational requirements.

Operation and management of the Housing Linen Room, including linen inventory tracking and coordination with the contracted linen service.

The Subcontractor shall perform all work in a professional manner consistent with the standards expected for Fermilab housing facilities and shall maintain cleanliness, safety, and guest satisfaction throughout the period of performance.

2.0 Period of Performance

Fermilab reserves the right to re-evaluate the subcontract at any time and may extend the subcontract for additional periods as determined necessary.

The need for housekeeping and linen services may vary throughout the year. Peak service requirements generally occur from May through September due to increased housing occupancy.

3.0 Facilities Covered

The services required under this Statement of Work include, but are not limited to, the following Fermilab Housing facilities:

Dormitory Rooms

Approximately sixty-five (65) dormitory rooms, including six (6) rooms with private bathrooms.

Dormitory Common Areas Includes:

Lounges Kitchens Bathrooms Hallways Entranceways Basements Shelter locations Laundry areas Aspen East Housing OƯice Lobby areas Bathrooms Nine (9) oƯices with private bathrooms

Houses Approximately thirty-two (32) houses consisting of:

Thirty-one (31) three-bedroom houses One (1) four-bedroom houses

Apartments Approximately five (5) apartments consisting of:

One (1) one-bedroom apartment Four (4) two-bedroom apartments

Additional Facilities Vending Building, including laundry equipment, public restroom, and seating area.

Fermilab reserves the right to add or delete facilities and adjust service requirements based on operational needs.

4.0 Subcontractor Requirements

The Subcontractor shall meet the following minimum requirements:

4.1 StaƯing Requirements

The Subcontractor shall provide:

A minimum of six (6) Full-Time Equivalent (FTE) housekeeping employees.

One (1) Full-Time Equivalent (FTE) Supervisor/Linen Room Attendant.

The Subcontractor shall provide additional temporary staƯing as necessary to meet Fermilab Housing operational requirements, including seasonal fluctuations in occupancy.

4.2 Employee Identification and Conduct

The Subcontractor shall:

Provide employees capable of communicating eƯectively with Fermilab

Housing personnel and housing guests.

Ensure employees maintain a professional appearance and conduct while onsite.

Provide employee uniforms approved by Fermilab.

Ensure uniforms are worn while performing work.

4.3 Transportation Requirements

The Subcontractor shall:

Provide transportation for employees while working onsite; or Provide employees who have reliable transportation.

All Subcontractor employees operating vehicles onsite shall:

Maintain a valid driver's license.

Maintain proof of vehicle insurance.

Provide copies of documentation to the Subcontractor.

Make documentation available to Fermilab upon request.

4.4 Identification Requirements

All Subcontractor employees shall maintain a Real ID-compliant form of identification.

4.5 Communication Requirements

The Subcontractor shall provide personnel capable of verbally communicating and interacting eƯectively with:

Fermilab Housing OƯice personnel.

Housing guests.

Fermilab representatives.

5.0 Safety and Environmental Requirements

The Subcontractor shall conduct all work in compliance with:

Fermilab Environment, Safety, Health & Quality (ESH&Q) policies.

Occupational Safety and Health Administration (OSHA) requirements.

Applicable federal, state, and local regulations.

The Subcontractor shall:

Provide a written Safety Program/Plan.

Provide task-specific safety training.

Maintain employee training records.

Provide documentation upon request.

Safety training shall include, but is not limited to:

Hazard Communication.

Bloodborne Pathogens.

Proper use of cleaning chemicals.

Personal Protective Equipment requirements.

Safe work practices.

All cleaning products used onsite shall be approved by Fermilab Housing prior to use.

6.0 Supervisor/Linen Room Attendant Requirements

The Subcontractor shall provide one (1) Full Time Equivalent (FTE) Working Supervisor who shall also coordinate linen distribution activities between Fermilab Housing and the contracted linen service.

This individual shall perform housekeeping duties while also serving as the primary liaison between:

Fermilab Housing OƯice personnel.

Housekeeping employees.

Linen service subcontractor.

The Subcontractor is responsible for the collection, distribution, inventory control, and recordkeeping of household linens. The Subcontractor shall coordinate linen transfers with the contracted linen service. Actual laundering of linens shall be performed by a separate subcontractor designated by Fermilab.

The Supervisor/Linen Room Attendant shall be responsible for ensuring housekeeping operations are completed in accordance with this Statement of Work.

6.1 General Supervisor Responsibilities

The Supervisor/Linen Room Attendant shall:

Inspect, direct, instruct, and demonstrate housekeeping procedures to housekeeping personnel.

Serve as the primary contact for Fermilab at all times, including oƯ-hours.

Carry a subcontractor-provided cell phone at all times.

Coordinate employee response during emergencies.

Maintain the ability to immediately drive an automobile while onsite.

Coordinate with the linen service subcontractor.

Verify accurate counts of clean and dirty linens.

Maintain all Housing key inventories.

Store Housing keys in the locked key room located at 30 Sauk Boulevard.

Complete key inventories at the end of each business day.

Maintain daily and weekly housekeeping schedules.

Adjust schedules as required to meet Housing needs.

Maintain documentation of locations and times of completed cleanings.

Provide additional support to Housing personnel, including:

Delivering notices.

Providing access for maintenance personnel.

Assisting locked-out guests.

Report maintenance concerns, including:

Broken appliances.

Leaking faucets.

Damaged furniture.

Mattress issues.

Other facility deficiencies.

Report property damage.

Conduct periodic inspections of houses, apartments, and dormitories.

Maintain housekeeping supply inventories.

Notify Housing personnel when linen supplies are insuƯicient.

Notify Housing personnel when residents appear absent since the last scheduled cleaning.

6.2 Linen Recordkeeping and Inventory Procedures

The Supervisor/Linen Room Attendant shall maintain accurate records of all clean and soiled linens received, distributed, and transferred to the contracted linen laundry service. The Subcontractor shall ensure all linen transactions are properly documented to maintain accurate inventory records.

6.2.1 Dirty Linen Processing

Receive dirty linen from dormitories, maid service locations, check-out houses, family housing, and other assigned locations.

Maintain a linen count for each individual location.

Spot-check linen counts for accuracy.

Maintain records identifying the quantity and type of linen received from each location.

Stage all collected soiled linens for pickup by the contracted linen service.

The Linen Room Attendant shall:

Total the quantity of each category of dirty linen collected.

Provide the summary listing to the linen service subcontractor upon pickup.

Maintain a copy of all linen summary records.

6.2.2 Linen Replenishment

When linen inventory levels become insuƯicient, the Supervisor/Linen Room Attendant shall notify the Fermilab Housing OƯice regarding required replenishment.

Items requiring replenishment may include:

Queen flat sheets.

Full flat sheets.

Pillowcases.

Bath towels.

Bathmats.

Hand towels.

Washcloths.

Dish towels.

The Subcontractor shall not purchase replacement linen without prior authorization from Fermilab.

6.3 Linen Procedures for Mandatory Housing Facilities Housekeeping Services

6.3.1 Houses and Apartments

The Subcontractor shall maintain a record of each house and apartment by address.

The record shall identify:

Dirty linen received.

Date received.

Quantity and type of linen.

Location of origin.

The Subcontractor shall record dirty linen collected from Monday through Friday each week.

Each Friday morning, the Supervisor/Linen Room Attendant shall review records to identify any houses or apartments that did not provide dirty linens.

If no dirty linen has been received from a residence, the Subcontractor shall contact the Housing OƯice to determine whether:

The residence is vacant.

A maid service is scheduled.

A scheduled maid service was missed.

Clean linens shall be prepared and delivered weekly to occupied houses and apartments receiving service.

6.3.2 Dormitory Linen Procedures

The Subcontractor shall maintain records for each dormitory room/location.

Records shall include:

Dormitory number.

Date of linen collection.

Type and quantity of dirty linen collected.

Dirty linen shall be tracked weekly from Thursday through Thursday.

The Subcontractor shall:

Total all dirty linen collected from each dormitory.

Coordinate receipt and distribution of clean linen quantities equal to the documented dirty linen quantities.

Deliver clean linen to dormitories the following morning.

6.4 Linen Services for Crib Sheets

6.4.1 Crib Sheet Processing

Fermilab Housing shall provide crib sheets for use in Housing facilities. The Subcontractor shall launder crib sheets as needed using the washer and dryer provided by Fermilab at the Linen Building located at 30 Sauk Boulevard.

Dirty crib sheets shall be:

Washed.

Dried.

Returned to families in clean condition.

6.5 Dry Cleaning Log Requirements

Fermilab Housing will be responsible for payment of dry-cleaning services. The Subcontractor shall maintain a Dry-Cleaning Logbook for specialty items requiring dry cleaning.

Items may include:

Blankets.

Bedspreads.

Pillows.

Other specialty cleaning items.

The Supervisor/Linen Room Attendant shall:

Contact the dry cleaner to arrange pickup.

Record all items submitted for cleaning.

Verify returned items against the Dry Cleaning Log Book.

Provide dry cleaning receipts to the Fermilab Housing OƯice.

7.0 Housekeeping Duties and Requirements

The Subcontractor shall provide housekeeping services for Fermilab dormitories, houses, apartments, and associated facilities. All cleaning activities shall be performed in accordance with this Statement of Work and Fermilab Housing requirements.

The Subcontractor shall provide all labor, supervision, equipment, tools, and cleaning supplies necessary to complete the required work, except for items specifically identified as being provided by Fermilab.

All cleaning products shall be approved by the Fermilab Housing OƯice prior to use.

The Subcontractor shall be responsible for any personal property belonging to housing guests and any Fermilab property damaged during housekeeping activities.

7.1 Dormitory Common Areas – Routine Housekeeping Duties

The Subcontractor shall perform routine cleaning of dormitory common areas as described below.

Bathrooms The Subcontractor shall:

Clean the inside and outside of toilets daily.

Clean bathtubs and bathtub walls daily.

Clean bathroom sinks and soap dishes daily.

Replenish bar soap, toilet paper, and paper hand towels.

Clean and maintain soap, toilet paper, and towel holders.

Clean shower doors daily, including:

Interior surfaces.

Exterior surfaces.

Door tracks.

Clean bathroom mirrors daily.

Clean bathroom floors daily.

Waste Removal The Subcontractor shall:

Empty wastebaskets in common areas daily.

Replace plastic liners.

Remove trash to designated outdoor dumpsters or waste totes.

Dispose of recyclables in designated recycling containers.

Lobbies, Entrances, and Hallways The Subcontractor shall:

Vacuum floors daily.

Mop floors as required.

Clean entrance areas.

Clean glass in doors as needed.

Maintain a clean and presentable appearance.

Lobby and Kitchen Furniture The Subcontractor shall:

Clean kitchen tables daily.

Dust furniture weekly.

Remove cobwebs weekly.

Dust cold air returns weekly.

Vacuum or dust common area blinds twice annually.

Kitchens

Clean kitchen sinks daily.

Replenish dish sponges, dish soap, and dish towels.

Clean exterior surfaces of:

Stoves.

Refrigerators.

Stove hoods.

Toasters.

Counters.

The Subcontractor shall:

Verify stove burners operate properly after cleaning.

Clean the inside of ovens, broilers, and refrigerators monthly.

Post notice three (3) days prior to refrigerator interior cleaning.

Remove expired food items.

Clean microwave ovens inside and outside daily.

Mop kitchen floors daily.

Laundry Rooms Where laundry equipment is provided, the Subcontractor shall:

Clean laundry rooms daily.

Clean around washer and dryer areas.

Empty dryer lint traps.

Annual Deep Cleaning The Subcontractor shall perform a complete deep cleaning of each dormitory at least once annually.

Deep cleaning shall include all areas of the dormitory facility.

7.2 Dormitory Rooms – Weekly Maid Service

A weekly maid service shall be performed for each dormitory guest room occupied for longer than one week.

The service shall include:

Bedding and Linen Services The Subcontractor shall:

Change bed linens.

Make beds with clean linens.

Count dirty linens.

Bag and document dirty linen quantities.

Return dirty linen to the Linen Room.

Replace used bath linens with clean linens.

Room Cleaning

Dust all furniture.

Remove cobwebs.

Dust cold air returns.

Dust window sills.

Clean mirrors.

Vacuum all carpeted areas.

Empty wastebaskets.

Wash and dry wastebaskets when necessary.

Replace trash liners.

Remove trash to designated containers.

Vacuum lamp shades as needed.

Replace light bulbs as required.

Room Safety and Inspection Requirements The Subcontractor shall:

Verify emergency response receivers are plugged in and reset.

Report maintenance concerns to the Housing OƯice.

Inspect rooms for evidence of bed bugs.

Immediately report suspected infestations.

7.3 Dormitory Room Check-Out Cleaning

A dormitory check-out cleaning shall be performed when a guest permanently vacates a room and the room must be prepared for the next occupant.

Check-out cleaning shall include all weekly maid service requirements plus the following:

Keys and Personal Property The Subcontractor shall:

Immediately notify the Housing OƯice if a room key is found.

Deliver keys to the Housing OƯice before the end of the workday.

Collect personal items left behind by guests.

Place personal items in labeled bags identifying:

Room number.

Date collected.

Personal items shall be returned to the Housing OƯice.

Additional Cleaning Requirements The Subcontractor shall:

Clean inside desk drawers.

Clean inside dresser drawers.

Move furniture and vacuum all carpet areas.

Clean exposed walls.

Clean telephones.

Dust windowsills.

Clean drapes and blinds as needed.

Clean glass picture frames.

Dust picture frames.

Wash interior windows.

Replace hangers as required:

Ten (10) wire hangers.

Two (2) wood hangers.

Set clocks to the correct time.

Verify wall switches properly operate room lighting.

Clean private bathrooms following house/apartment checkout bathroom procedures.

Report maintenance concerns.

Inspect for bed bugs.

Upon completion, the Subcontractor shall notify the Housing OƯice immediately.

7.4 House and Apartment Maid Service

Maid service shall be performed weekly for occupied houses and apartments.

Services shall include:

Kitchen Cleaning The Subcontractor shall:

Clean exterior surfaces of stoves and refrigerators.

Verify stove burners operate properly.

Clean kitchen floors.

Clean kitchen counters.

Clean, rinse, and dry kitchen sinks.

Replace kitchen sponges and dish soap as needed.

Empty wastebaskets.

Wash and dry wastebaskets when necessary.

Replace trash liners.

Dispose of trash in designated containers.

General Cleaning The Subcontractor shall:

Dust and vacuum furniture.

Remove cobwebs.

Dust cold air returns.

Vacuum carpeted areas.

Clean mirrors.

Clean telephones.

Vacuum lamp shades as needed.

Replace light bulbs as required.

Bathroom Cleaning The Subcontractor shall:

Clean inside and outside of toilets.

Clean bathroom sinks.

Rinse and dry sinks.

Replace hand soap.

Clean shower walls.

Clean shower doors inside and outside.

Clean shower door tracks.

Clean bathroom floors.

Linen Closet and Supply Maintenance The Subcontractor shall maintain adequate supplies including:

Bar soap.

Toilet paper.

Vacuum cleaner bags.

Linen tickets.

Light bulbs.

Plastic bags.

The Subcontractor shall:

Check household vacuum cleaners.

Replace vacuum bags when required.

Clean exterior surfaces of washers and dryers.

Clean dryer lint traps.

Bedding and Linen Requirements The Subcontractor shall:

Change bed linens.

Make beds with clean linens.

Replace bath linens.

Count and record dirty linens.

Return dirty linens to the Linen Room.

Verify linen closet inventory.

Replenish missing linens.

Inspect emergency response receivers.

Report maintenance concerns.

Inspect for bed bugs.

If residents have been absent since the previous cleaning, the Supervisor shall notify the Housing OƯice and perform additional cleaning as directed, which may include:

Cleaning inside ovens.

Cleaning inside refrigerators.

Moving furniture for additional vacuuming coverage.

7.5 House and Apartment Check Out Cleaning

A check out cleaning shall be performed whenever a guest permanently vacates a house or apartment and the residence must be prepared for the next occupant.

The Subcontractor shall perform all requirements of the weekly maid service in addition to the following tasks.

Kitchen The Subcontractor shall:

Remove all contents from kitchen cabinets.

Wash the interior and exterior surfaces of all cabinets.

Return all household inventory to the appropriate cabinet locations.

Clean the interior of the oven.

Thoroughly rinse all cleaned surfaces.

Relight oven pilot lights, if applicable.

Install a new foil liner inside the oven.

Wash the stove hood and hood filter.

Dry and reinstall the hood filter.

Verify proper operation of the range hood.

Clean the exterior of the stove.

Pull the stove away from the wall and clean behind and beneath the appliance.

Refrigerator The Subcontractor shall:

Remove and dispose of all food remaining after guest departure.

Clean the interior of the refrigerator.

Clean refrigerator door gaskets.

Clean exterior refrigerator surfaces.

Pull the refrigerator away from the wall.

Clean behind and beneath the refrigerator.

Kitchen Floor

The Subcontractor shall clean all flooring, including beneath movable appliances.

Household Inventory The Subcontractor shall:

Remove dishes, cookware, utensils, and other household inventory from cabinets.

Wash all household inventory.

Dry all household inventory.

Return items to their designated storage locations.

Compare household inventory against the Housing inventory list.

Report and replace missing inventory as directed by the Housing OƯice.

Linen Inventory The Subcontractor shall:

Verify linen quantities based upon the number of bedrooms.

Replenish missing linens.

Verify proper quantities of bath linens.

Verify proper quantities of kitchen linens.

Bedrooms The Subcontractor shall:

Replace all bed linens.

Replace pillowcases.

Replace blankets and bedcovers as required.

Make all beds.

Fold one (1) additional blanket for each bed.

Place folded blankets on the bedroom closet shelf.

Carpets The Subcontractor shall:

Move furniture as necessary.

Vacuum all carpeted areas.

Vacuum entryways.

Vacuum stairways.

Return furniture to its original location.

The vacuum cleaner provided for guest use shall receive:

A new vacuum bag; or Emptying of the bagless collection container.

Each residence shall contain two (2) replacement vacuum bags in the linen closet for guest use.

Furniture

Vacuum upholstered furniture.

Clean blinds.

Dust furniture.

Remove cobwebs.

Light Fixtures The Subcontractor shall clean all interior light fixtures.

Closets The Subcontractor shall clean all closet shelves.

Bathrooms The Subcontractor shall:

Clean the inside and outside of bathroom vanities.

Clean the inside and outside of medicine cabinets.

Clean mirrors.

Clean shower doors.

Clean shower tracks.

Clean toilets.

Clean sinks.

Clean floors.

Fireplace Where applicable, the Subcontractor shall:

Vacuum fireplaces using subcontractor-supplied equipment.

Clean fireplace interiors.

Clean fireplace tools.

Exterior Areas Where applicable, the Subcontractor shall:

Sweep porches.

Remove accumulated debris from entryways.

Windows The Subcontractor shall:

Clean all interior window glass.

Wipe window screens.

Clean windowsills.

Guest Property The Subcontractor shall:

Collect personal property left behind.

Place items into plastic bags.

Label each bag with:

House or apartment address.

Date collected.

Deliver all property to the Housing OƯice.

Miscellaneous The Subcontractor shall:

Set clocks to the correct time.

Verify bedroom wall switches operate the appropriate lighting.

Report maintenance deficiencies to the Housing OƯice.

Inspect for bed bugs.

Immediately report evidence of infestation.

8.0 Materials and Supplies

8.1 Materials Furnished by Fermilab

Fermilab shall furnish the following items:

Linens.

Dish soap (bulk containers).

Dormitory kitchen wipes.

Dust pans.

Brooms.

Plastic trash bags (small, medium, and large).

Small-core toilet paper.

Light bulbs.

Vacuum cleaner bags for vacuums located in houses and apartments.

Odor-absorbing air sponges.

Sponge mops.

Replacement sponge mop heads.

One (1) washing machine.

One (1) clothes dryer.

8.2 Materials Furnished by the Subcontractor

The Subcontractor shall furnish, at no additional cost to Fermilab:

Commercial vacuum cleaners for dormitories.

Vacuum collection bags for subcontractor-owned vacuums.

Mops.

Dust mops.

Cleaning cloths.

Dusting tools.

Buckets.

Cleaning implements.

Cleaning chemicals.

Floor cleaning equipment.

Floor polishing equipment.

Personal Protective Equipment (PPE).

Safety equipment.

Cell phones.

Cell phone service.

Laundry detergent.

Room fresheners.

Baking soda.

Dish soap (small bottles).

Liquid hand soap.

Bar soap.

Regular toilet paper.

Kitchen sponges.

Large center-pull towels.

Large toilet paper rolls.

Large aluminum foil pans.

Any additional supplies necessary to perform the work.

Unless specifically authorized in writing, these items shall not be separately reimbursed by Fermilab.

9.0 Safety Requirements

The Subcontractor shall perform all work in accordance with:

Fermilab Environment, Safety, Health & Quality (ESH&Q) requirements.

OSHA regulations.

Federal, state, and local safety requirements.

The Subcontractor shall:

Maintain a written Safety Program.

Conduct employee safety meetings.

Maintain employee training records.

Provide documentation upon request.

Ensure employees complete all Fermilab-required training before beginning work.

Immediately report accidents, injuries, spills, or unsafe conditions to the Fermilab

Housing OƯice.

10.0 Invoicing

The Subcontractor shall submit one (1) invoice and one (1) supporting statement each week.

The statement shall include:

Employee name.

Hours worked.

Hourly billing rate.

Extended amount.

Total amount due.

Supporting employee timesheets shall accompany each invoice.

Invoices shall be submitted electronically to: APinvoices@fnal.gov and copy Housing StaƯ Invoices shall reference the applicable purchase order number.

No payment shall be made for work performed outside the scope of this Statement of Work without prior written authorization from Fermilab.

11.0 Performance Inspections

Fermilab reserves the right to inspect all work performed under this subcontract.

Performance inspections may be conducted by:

Fermilab Housing personnel.

Fermilab representatives.

Third-party inspection firms retained by Fermilab.

Inspections may include:

Dormitory rooms.

Dormitory common areas.

Houses.

Apartments.

Linen room operations.

Supply inventories.

Housekeeping records.

Employee performance.

Safety compliance.

The Subcontractor shall promptly correct deficiencies identified during inspections at no additional cost to Fermilab.

Performance deficiencies may be documented and considered in evaluating overall subcontract performance and future option period decisions.

12.0 Quality Standards

The Subcontractor shall maintain housekeeping services that promote:

Clean, sanitary, and orderly housing facilities.

Safe living conditions.

Proper maintenance of furnishings and equipment.

Professional interaction with Fermilab guests.

Accurate housekeeping and linen documentation.

Timely response to Housing OƯice requests.

The Subcontractor shall be responsible for maintaining a level of service that reflects industry best practices and supports the operational needs of Fermilab Housing.

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