FINAL - Saratoga Janitorial Services SOW(FY-26).docx

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.1 BACKGROUND

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 at this cemetery must reflect this nation's concern for those interred there. Because of the special significance and attention it receives from the public, strict adherence to contract specifications, terms and condition is essential.

A.2 SCOPE

(a) The Contractor shall furnish all personnel, supervision, transportation, equipment, supplies and materials necessary to provide Janitorial Services at the Saratoga National Cemetery 200 Duell Rd, Schuylerville NY 12871.

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

· Administrative Building 4,780 sq. ft.

· Public Information Center Bldg. (with public restroom) 1,950 sq. ft.

(c) Contractor Furnished Supplies: The Contractor shall furnish Restroom & Kitchen areas with sufficient supplies to ensure that they do not run out. Extra backup supplies shall be stored in the janitor’s closet. The Contractor shall be responsible for furnishing the following supply items

· Hand soap for restrooms and kitchen area

· Toilet paper (2 ply) for restrooms – recycled products only

· Paper hand towels (2 ply) for restrooms – recycled products only

· Sanitary bags for ladies restroom

· Wastebasket liners for all building waste receptacles

· Bio based “green” products PER USDA Standards & NCA Directives 0058

· Cleaning Solutions (Biodegradable / Nontoxic)

· Germicides & Disinfectants

(d) Government Furnished Supplies: All deodorant refills for spray deodorant and urinal dispensers and gel refills for antibacterial hand sanitizer dispensers shall be furnished by the Government.

(e) Performance & Work Hours: All janitorial services shall be performed daily, Monday through Friday (excluding Federal Holidays) beginning at 5:00 pm each day.

A.3 CLEANING REQUIREMENTS

Contractor shall furnish all supervision, labor, equipment, supplies and materials necessary to clean Administration Building, Public Information Center, and Public Restrooms in accordance with all contract terms, conditions, and specifications. Cleaning services shall be performed daily (Monday through Friday – Holidays excluded) as follows:

A.3.1 Administration Building

(a) Floors

(i) Sweep and wet mop all current, terrazzo, tile, and other vinyl floor areas (moving tables, chairs, trash 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) Deep clean, wax and buff all cement, terrazzo, tile and other hard surface floor areas (moving tables, chairs, trash cans etc.) and remove stains as needed. This service shall be performed TWICE PER YEAR at the discretion of the COR.

(iv) Deep clean, wax and buff all wall tiles in restrooms and locker rooms and remove stains as needed. This service shall be performed TWICE PER YEAR at the discretion of the COR.

(v) Vacuum, shampoo and Scotch Guard all carpet, rug areas, chairs (50) and all cloth room dividers. This service shall be performed ONCE PER YEAR at least one (1) work week prior to Memorial Day Services.

(b) Doors / Walls / Partitions

(i) Clean (with glass cleaner) inside and outside entrance doors and attached windows at Maintenance, Main entrances and Public Information Center.

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

(iii) Clean and polish the kick-plates of the three office and conference room doors.

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

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

(vi) Dust all baseboards as needed.

(c) General

(i) Sweep all entrance areas

(ii) Empty, clean, line all waste cans and paper shredder. Shredded paper taken from paper shredder is to be placed in the back of the administration building in the hall near the electric room to be recycled.

(iii) Empty and damp wipe ash trays and urns at the outside entrance. Each receptacle should be free of litter associated with cigarette smoking as well as gum, paper wrappers etc.

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

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

(vi) Clean, polish and sanitize three drinking fountains, one located in the back of the administration building and two at the public information center.

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

(viii) Vacuum all upholstered furniture

(ix) Dust and polish all employees’ 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.

(x) Dust the buildings common areas.

(xi) Clean, organize and maintain the janitor’s closet.

A.3.2 Restrooms

(i) Sweep the outside entrance area to men’s and women’s restrooms.

(ii) Clean restrooms to include walls, partitions, grab bars, ceiling vents, floors, sinks, window sills, and toilets/urinals with germicide disinfectant. Clean tile walls around urinals as needed.

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

(iv) Fill soap dispenser, toilet paper and paper towel holders. All paper and soap dispensers will be damp wiped and dried as needed.

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

(vi) Pour all mop and or cleaning water down the drain in janitor’s closet. The sinks shall not be used as a drain.

A.4 CONTRACT MANAGEMENT

A.4.1 Contracting Officer: Administration of this contract will be by the Contracting Officer (CO), National Cemetery Administration Contracting Service (43C), 18434 Joplin Rd., Quantico, VA. 22172.

A.4.2 COR: The VA Contracting Officer will delegate one or more representatives to serve as the Contracting Officer’s 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.4.3 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.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 in Saratoga 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’s 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 because 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 all damages, expenses, or claims, which may arise from third party claims.

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 described in the statement of work so as not cause injury to themselves or other people.

(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 possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of New York.

(e) 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.8 FEDERAL HOLIDAYS

*Additional cleaning of public restrooms will be required on Memorial Day, Veterans Day, 4th of July, and Thanksgiving due to the cemetery receiving higher visitation.

All work required under this contract will be performed during normal cemetery hours of operation. With the exception of the holidays listed above, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays. Also included, but not listed, is any other day designated as a holiday by the President of the United States of America:

(End of Work Statement)