(Final) IGAP Janitorial Services SOW (FY-23).docx

SUPPLIES OR SERVICES AND PRICES/COSTS

PRICE SCHEDULE: Contractor shall furnish all equipment, supplies, material, labor and supervision necessary to provide Janitorial Services at the Indiantown Gap National Cemetery, RR #2 Box 484 Indiantown Gap Road, Annville, PA 17003.

Site Visit: Offerors or quoters are urged and expected to inspect the site(s) where services are to be performed, verify square footage of all areas to be cleaned, and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect the site constitute grounds for a claim after contract award. If you are planning to conduct a site visit / inspection at Indiantown Gap National Cemetery, YOU MUST CONTACT one of the following VA cemetery personnel to make arrangements:

· Randy Plummer, Sup Administrative Officer...............................................(717) 865-5254

· John Jernigan, Maintenance & Operations Supervisor.............................. (717) 865-9395

Contract Term: The contract term shall be for one (1) Base Year and four (4) one year renewal options. All work shall be performed in strict accordance with specifications, schedules, terms and conditions of the contract.

BASE YEAR - From Date of Award through One Year

OPTION YEAR I – From Date of Award through One Year

OPTION YEAR II – From Date of Award through One Year

OPTION YEAR III – From Date of Award through One Year

OPTION YEAR IV – From Date of Award through One Year

SUMMARY GRAND TOTAL

(End of Price Schedule)

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.1 NCA MISSION

The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation's concern for those interned there. For this reason, the Contractor's strict adherence to the specifications shall be required and shall be essential.

A.2 SCOPE

A.2.1 The Contractor shall furnish all equipment, supplies, materials, labor and supervision necessary to provide complete Janitorial Services at the Indiantown Gap National Cemetery, RR#2 Box 484 Indiantown Gap Road, Annville, PA 17003.

A.2.2 Janitorial Services include cleaning of office space, visitor areas, employee areas & public restrooms areas. Location and approximate size of areas to be cleaned are as follows:

· Honor Guard Building 336 sq.ft.

A.2.3 Contractor Furnished Supplies: The Contractor shall furnish Restroom & Kitchen areas with sufficient supplies to ensure they do not run out. Extra backup supplies will be stored in the Janitor's closet. The Contractor is responsible for furnishing the following supply items:

· Hand Soap for Restrooms and Kitchen Areas

· Toilet Paper (2 ply) for Restrooms

· Paper Hand Towels (2 ply) tri-fold for Restrooms

· Paper Hand Towels (2 ply) tri-fold for Kitchen Area

· Wastebasket Liners for all Building Waste Receptacles

· Cleaning Solutions

· Germicides & Disinfectants

· Automatic Air Sanitizers

A.2.4 PERFORMANCE & WORK HOURS: Janitorial Services shall be provided in accordance with the following schedules:

(a) Administration Building: Janitorial services shall be performed and completed Monday through Friday (excluding Federal Holidays), between the hours of 4:30 p.m. and 6:00 a.m.

(b) Maintenance Building: janitorial services shall be performed and completed Monday through Friday (excluding Federal Holidays), between the hours of 4:30 p.m. and 6:00 a.m.

(c) Public Restrooms: Janitorial services shall be performed daily (7 days per week - Saturday thru Sunday including Federal Holidays) between 4:30pm and 6:00am.

(d) Contractor will be required to work Memorial Day weekend (Saturday, Sunday, and Monday) and the Sunday prior to Veteran’s Day when our annual programs are held at the cemetery.

(e) Honor Guard building: Janitorial services shall be performed and completed Monday through Friday (excluding Federal Holidays), between the hours of 4:30 p.m. and 6:00 a.m.

FEDERAL HOLIDAYS

All work required under this contract will be performed as provided in the Schedule and Statement of Work. The following is a list of all Federal holidays:

A.3 CONTRACT MANAGEMENT

A.3.1 Contracting Officer: Administration of this contract will be by the NCA Centralized Contracting Division (41D3A), 18434 Joplin Rd., Triangle, VA. 22172.

A.3.2 COR: The VA Contracting Officer will delegate one or more representatives to serve as the Contracting Officer’s Technical Representative (COR). The COR is responsible for providing contract oversight and technical guidance to Contractor, placing orders for services, certification of invoices, and overseeing technical aspects of the contract. The COR is not authorized to add, modify, delete, or otherwise change any of the costs, specifications, provisions, requirements, terms or conditions of the contract and delivery orders issued under the contract. All administrative functions remain with the VA Contracting Officer.

A.3.3 Site Manager: The Contractor shall provide a “Site Manager” for directing, overseeing and coordinating the work involved. Communication by the Site Manager with the COR (or designee) is strongly encouraged. The Contractor shall furnish a copy of the contract specifications to the Site Manager and each employee performing work under the contract to ensure they are completely familiar with the requirements. Any damage to cemetery property, structures or grounds caused by the Contractor and/or its personnel shall be repaired or replaced at the Contractor’s expense, as directed by the COR.

A.4 CLEANING REQUIREMENTS

A.4.1 ADMINISTRATION BUILDING

(a) Floors

(i) Sweep and wet mop all tile floor areas (moving tables, chairs, waste containers cans, etc.) and remove stains as needed.

(ii) Vacuum all carpet and rug areas to ensure that each is clean of debris, moving light furniture and floor items as needed.

(iii) At the discretion of the COR, strip and seal (wax and buff) all tile and other vinyl floor areas (moving tables, chairs, waste containers, etc.) and remove stains as needed. This service shall be performed at least QUARTERLY.

(b) Doors / Walls / Partitions

(i) Clean (with glass cleaner) inside and outside entrance and lobby glass doors.

(ii) Clean (with glass cleaner) interior windows and glass surfaces of doors.

(iii) Dust and spot .clean all doors, door frames and walls ensuring all interior corners are free of dust and cobwebs.

(iv) Dust and clean all window ledges and windowsills free of debris.

(v) Dust all baseboards.

A.4.2 ADMINISTRATION BUILDING & MAINTENANCE BUILDING

(a) General

(i) Empty, clean, and line all waste cans.

(ii) Empty and damp wipe ashtrays at the outside entrances. The receptacles should be free of the litter associated with cigarette smoking as well as gum, paper wrappers, etc.

(iii) Damp wipe all vending machines. Clean (with glass cleaner) all glass surfaces.

(iv) Clean and damp wipe all chairs, wall pictures and wall clocks.

(v) Clean and polish the light switches, door handles and push plates throughout the facility.

(vi) Clean (vacuum or dust) vents, louvers, fans, and mini-blinds. A treated cloth should be used when necessary.

(vii) Vacuum all upholstered furniture.

(viii) Dust and polish all employee areas to include wood surfaces, such as counter tops and desks (not moving papers, items, etc. and being extremely careful around computer equipment), telephones, chairs, tables, etc.

(ix) Dust the building's common areas.

(x) Clean, organize and maintain the janitor's closet.

(b) Prior to departing each evening/night, the contractor shall ensure that all blinds are closed, all lights in the building are turned-off, all doors are locked, and the alarm is set with the code provided by the COR. In the event the security system cannot be activated, the Cemetery Director or Designee shall be notified immediately by telephone.

A.4.3 ADMINISTRATION BUILDING, MAINTENANCE COMPLEX & PUBLIC RESTROOMS

(a) Restrooms

(i) Sweep the entrance area. This area should be free of all waste and debris.

(ii) Clean restrooms to include: walls, partitions, floors, sinks and toilets/urinals with germicide disinfectant.

(iii) Clean and polish all glass; mirrored, and stainless steel areas with appropriate cleansers.

(iv) Furnish and fill soap dispenser, toilet paper, automatic air sanitizers and paper towel holders.

(v) Clean, polish and sanitize the drinking fountain.

(vi) Empty, clean, sanitize, and line all waste cans.

(vii) Pour all mop and/or cleaning water down the designated floor drains. The sink shall not be used as a drain.

(viii) Clean and seal the floor drains.

A.4.4 HONOR GUARD BUILDING

(a) General

(i) Empty, clean, and line all waste cans.

(ii) Empty and damp wipe ashtrays at the outside entrances. The receptacles should be free of the litter associated with cigarette smoking as well as gum, paper wrappers, etc.

(iii) Damp wipe all vending machines. Clean (with glass cleaner) all glass surfaces

(iv) Clean and damp wipe all chairs, wall pictures and wall clocks.

(v) Clean and polish the light switches, door handles and push plates throughout the facility.

(vi) Clean (vacuum or dust) vents, louvers, fans, and mini-blinds. A treated cloth should be used when necessary.

(vii) Dust the building's common areas to include tables and counter tops.

Clean, organize and maintain the closet.

(b) Prior to departing each evening/night, the contractor shall ensure that all blinds are closed, all lights in the building are turned-off, and all doors are locked. In the event the doors cannot be locked the Cemetery Director or Designee shall be notified immediately by telephone.

A.4.5 HONOR GUARD BUILDING RESTROOMS

(a) Restrooms

(i) Sweep the entrance area. This area should be free of all waste and debris.

(ii) Clean restrooms to include: walls, partitions, floors, sinks and toilets/urinals with germicide disinfectant.

(iii) Clean and polish all glass; mirrored, and stainless steel areas with appropriate cleansers.

(iv) Furnish and fill soap dispenser, toilet paper, automatic air sanitizers and paper towel holders.

(v) Clean, polish and sanitize the drinking fountain.

(vi) Empty, clean, sanitize, and line all waste cans.

(vii) Pour all mop and/or cleaning water down the designated floor drains. The sink shall not be used as a drain.

(viii) Clean and seal the floor drains.

A.4.6 FREQUENCY / SCHEDULE OF SERVICES

(a) Daily Cleaning Services: The following services shall be performed daily (Monday through Friday):

(i) Sweep and wet mop all ceramic/vinyl floor areas (moving tables, chairs, water cooler, trash cans, etc.) and remove stains as needed.

(ii) Vacuum all carpeted areas to ensure that each area is vacuumed daily, moving furniture and floor items as needed.

(iii) All trash containers shall be emptied and returned to their initial location. Boxes, cans, papers, and other items placed near a trash receptacle and marked "TRASH" shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

(iv) Sweep building's lead walk outside the front entrance. Vacuum the vestibule.

(v) Clean (with glass cleaner) inside and outside entrance and lobby glass doors.

(vi) Clean restrooms to include: walls, partitions, floors, sinks and toilets/urinals with germicide disinfectant. Pour water down the floor drains. Clean all mirrors with glass cleaner. Clean all metal surfaces with the appropriate cleaner. Furnish and fill soap dispenser, toilet paper and paper towels.

(vii) Clean all kitchen tabletops, chairs, counter tops and sink, microwave and refrigerator and water coolers.

(viii) Prior to departing each evening/night, the contractor shall ensure that all window blinds are closed, all lights in the building are turned-off, all outside entrance and exit doors are locked and the security systems properly activated. In the event the security system cannot be activated, the Cemetery Director or Designee shall be notified immediately by telephone.

(b) Weekly Cleaning Services: The following services shall be performed Weekly (once per week);

(i) Dust all employee areas to include desks chairs, tables, etc. Special care will be taken to not move or disturb papers, items, etc. and extreme care will be taken when cleaning around computer equipment.

(ii) Dust the building's common areas.

(iii) Clean and dust all window blinds and window sills with treated dust cloth.

(iv) Check all interior corners of the walls and ceiling and cleaning out cobwebs.

(c) Monthly Cleaning Services: Clean Interior / Exterior Lobby Doors. Clean & Polish with glass cleaner once per month.

(d) Quarterly Cleaning Services: The following services shall be performed on a Quarterly basis:

(i) Lubricate all doors and door locks. Lubrication shall be performed during January, April, July, and October of the year.

(ii) Clean all windows, interior and exterior sides, with glass cleaner.

(iii) Clean all florescent lighting lens covers, inside and out, throughout the building.

(e) Annual Cleaning Services:

(f) The following services shall be performed as needed;

(i) Inspect vents to outside and remove any blockages or obstructions, e.g., birds nests, cobwebs. etc.

(ii) Unclog drains to include kitchen, bathroom & custodial closet sinks, and all toilets including floor drains.

A.5 STANDARDS OF CONDUCT

The Contractor is responsible for the ethical conduct of its employees. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor personnel shall adhere to the following standards of dress and conduct while performing work at Indiantown Gap National Cemetery:

(a) Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary. It will be at the discretion of the COR to initiate immediate removal of Contractor personnel from cemetery grounds if conduct standards are not adhered to during contract performance.

(b) Contractor shall remove his/her employee from the cemetery for cause to include but not limited to willful misconduct and/or unacceptable performance of the work required under the contract. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery.

(c) Contractor-furnished personnel, supplies, services, equipment and materials, including personnel provided and necessary for contract performance shall be fully compliant with applicable OSHA, Federal, State, County and local ordinance laws & regulations. The Contractor is responsible for training its personnel regarding safety precautions and procedures prescribed by OSHA Standards.

(d) Contractor personnel appearance and conduct shall be professional and unobtrusive at all times. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

(e) Shirts, T-shirts, long pants, neat jeans or walking shorts are permissible. Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from waist to neck. Tank tops as an outer garment are prohibited, as well as any garments which display a message or slogan affixed thereon.

(f) It is expected that personnel will conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive or otherwise inappropriate language. Radios and/or video or otherwise electronic games / devices are not permitted while performing work on the grounds of the cemetery.

(g) Consume food and beverages only within areas designated by the COR(s). Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area. The use of intoxicating beverages and/or drugs on cemetery premises is strictly prohibited and a violation of Federal Law, and will not be tolerated.

(h) Contractor personnel shall take all necessary precautions to prevent damage to cemetery property, structures and grounds during performance of this contract. The Contractor shall be liable for replacement costs for property damaged as a result of actions by Contractor personnel. There is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from any or all damages and expenses of any kind for harm incurred by the Contractor, or from any and all damages, expenses, or claims, which may arise from third party claims.

(i) Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

A.6 USE OF CEMETERY FACILITIES

(a) The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of cemetery facilities used by Contractor's employees.

(b) Parking is not a condition or term of this contract. However, when local conditions are such that parking is permitted, Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

(c) The Contractor will be responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals and cleaning solutions used in performance of this contract.

(d) Electricity and water will be furnished by the Government.

A.7 SAFETY & SECURITY

(a) The Contractor shall, at all times, exercise care and caution in performing the duties describes in the statement of work so as not cause injury to themselves or others persons.

(b) The Contractor shall perform the assigned task and duties in a safe manner in accordance with VA, NCS, and OSHA regulations and policies.

(c) The Contractor shall indemnify to protect itself, and render the United States Government, its employees, agents, and representatives, harmless from any liability resulting from personal injury arising out of performance of the work contained herein.

(d) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

(e) The contractor and all contractor personnel must take the "Security Awareness Training" course prior to gaining access to any of the buildings at the Indiantown Gap National Cemetery. This course may be obtained from the COR and may be taken off the premise. Upon completion of the course, the COR will provide a signed certificate to indicate that the individual has taken and passed the required course. A copy of the certificate shall be maintained by the COR. The Security Awareness course is normally taken annually in January / February.

[End of Work Statement]