Custodial-Janitorial_Maintenace_Agreement_Final.docx

STATEMENT OF WORK

Janitorial Services at the FEMA Region IX Pacific Area Office

A. GENERAL INFORMATION

1. Title of Project: Custodial/Janitorial Maintenance Agreement

2. Scope of Work: The contractor shall provide all resources necessary to provide a maintenance agreement for all custodial/janitorial services located at 546 Bonney Loop, Building 520, Fort Shafter, Hawaii, 96858-5000.

Custodial/Janitorial services provided by the Contractor are arranged and oversight is provide by FEMA.

The Contractor shall furnish all personnel, labor, equipment, material, tools, supplies, supervision, management, and services, except as may be expressly set forth as Government furnished, and otherwise do all things necessary to, or incident to, perform and provide the work efforts described in Section C.

3. Background: The Pacific Area Office is requesting a maintenance agreement for the custodial/janitorial services its entire facility.

Total interior space is 8,423 square feet. This consist of two large office space join by a common walkway. Each office space is modified as follows:

Administration: 9 individual offices, reception room, large workspace with 14 individual cubicles, conference room, Secured IT Network room, copier and supply room, breakroom, and lavatory.

Annex: Divided into 2 sections: Section 1) Large open space with multiple cubicles, common workspaces, and storage room; Section 2) 1 office space, 6 individual cubicles, and common workspaces.

4. Performance Period: The contractor shall complete the work required under this SOW within the period of performance, unless otherwise directed by the Contracting Officer (CO).

Base Period: January 1, 2017 – December 31, 2017 Option Period 1: January 1, 2018 – December 31, 2018 Option Period 2: January 1, 2019 – December 31, 2019 Option Period 3: January 1, 2020 – December 31, 2020 Option Period 4: January 1, 2021 – December 31, 2021

All scheduling of services shall be mutually agreed upon between the Government and the Contactor prior to the start of services.

Work performed is to be during these business hours, Monday through Friday, 7am to 4pm. Any work performed outside these business hours shall be approved by the CO and coordinated with the on-site point of contact.

The following types of services to be performed shall be:

· Daily services for the Restroom and Breakroom; and

· Twice a week on Mondays and Thursdays for all other Office areas. When either day is a holiday or non-work day, then services shall be performed the next business day.

5. Type of Contract: Firm-Fixed-Price

B. GENERAL

Work shall proceed expeditiously and during schedule timeframes as coordinated with the on-site point of contact. After-hours work may be approved in case of an emergency or to limit the impact to the Government.

Impacts shall be minimized and mitigated in a way that limits disruption to the functioning of the facility.

FEMA agrees to operate and maintain the equipment covered by this agreement in accordance with the manufactures guidelines of operation.

C. SCOPE OF SERVICES

FEMA proposes to enter into an agreement with a contractor to provide custodial/ janitorial services as described in this SOW for:

Bare Floors

Carpet

Restrooms

Glass

Walls

Fixtures

Surface

Windows

Blinds & Window Covers

Recycle

The Contractor shall adhere to the cleaning standards as described in this section.

The Contractor shall be responsible to make the management and operational decisions to meet the quality standards required under this contract.

The Contractor shall use innovation, technology and other means and methods to develop time limits based on square footage and perform the most efficient cleaning services with minimal disruption of service to the facility.

The Contractor shall implement an effective service call system that results in prompt, professional, and courteous resolution of tenant concerns.

The Contractor shall keep the on-site Point of Contact (POC) informed of current status of the work being performed, provide work schedules and provide other pertinent information needed by the COR.

The Contractor shall reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products. At a minimal the Contractor shall provide MSDS Fact Sheets for all chemicals used to perform these services.

CLEANING STANDARDS

C.1 Interior Cleaning (General Office)

Areas shall be cleaned with a disinfectant cleaner. Fixtures shall maintain a high level of luster and be free of dust, mold, mildew, streaks, and encrustation. Partitions, doors, vents, sills, walls, baseboards, moldings, shelves, blinds, and ledges shall be free of dust, dirt, bodily fluid and waste, and graffiti.

C.2 Bare Floors:

Floors, base moldings, and grout shall be clean and free of debris including but not limited to dirt, water streaks, mop marks, string, gum, tar, and other foreign matter. The floors shall maintain their natural luster and not have a dull appearance.

Wet mopped floors are to be cleaned using disinfectant cleaner(s) with additional scrubbing, if necessary. Surfaces, baseboards, and corners shall be clean and dry. Walls, baseboards, and other surfaces shall be free of splashing and markings. There shall be no visible buildup of finish in corners or crevices.

C.2.1 Rugs

All rugs placed throughout the office and at all entranceways shall be cleaned and free of dirt, debris, dust, etc. Rugs shall be removed for cleaning of the floors beneath and replace when done.

C.3 Carpet Cleaning:

Build-up, spills, or crusted material shall be removed along with spots and smears. There shall be no areas of deterioration or fuzzing to the carpets and rugs as a result of harsh brushing or scrubbing. Cleaned areas of carpets and rugs shall be reasonably blended with surrounding carpets.

The Contractor shall coordinate with the COR the times when carpet shall be cleaned. The carpet shall be dry before customers occupy the building on the next business day. The Contractor shall take measures to prevent the growth of mold. Moving of duplicating equipment, computer equipment, and similar type electric and electronic equipment is to be coordinated with the COR prior to cleaning of the carpet. Any furnishings moved are to be returned to their original positions.

C.3.1 Spot Cleaning:

Carpet surfaces shall be free of removable spots, soiled traffic patterns, dirt, dust, debris, gum, and crusted material.

C.3.2 Vacuuming:

Carpet surfaces are to be free of dirt, dust, and other debris. Vacuuming shall be done at a frequency that will protect the integrity of the carpet and prolong wear.

Any raveling of the carpet or tear shall be reported to the on-site Point of Contact.

C.3.3. Exterior Cleaning

Exterior entranceways and foyers adjacent to all access points shall be swept and the area kept clean of debris, dirt, etc.

C.4 Restrooms:

C.4.1 Cleaning:

Areas shall be cleaned with a disinfectant cleaner. Fixtures shall maintain a high level of luster and be free of dust, mold, mildew, streaks, and encrustation. Door, vents, sills, walls, baseboards, moldings, and ledges shall be free of dust, dirt, bodily fluid and waste, and graffiti.

Restrooms shall be free of discarded material and trash shall be emptied to prevent the containers from overflowing.

C.4.2 Dispensers:

The Government shall provide dispensers. The Contractor shall replenish supplies and fill dispensers as a standard service. The supplies for the provided dispensers shall be compatible with the dispenser’s manufacturer’s requirements. Supplies used shall be consistent with the Comprehensive Procurement Guideline (CPG) items.’

C.4.3 Trash Containers

The Contractor shall provide trash container liners and outfit each container with a new liner when cleaning services are performed. The Contract will collect all waste from trash containers located throughout the office and disposed of in dumpsters located near the office building.

C.4.4 Floors:

The quality standard for providing standard service is the same as that described for Floor Care in the Standard Service Section in C.1.

C.4.5 Fixtures:

Fixtures and surfaces (washbasins, urinals, modesty panels, toilets, shower stalls, etc.) shall be clean and sanitized with no dust, spots, soil substances, discoloration, mold, build-up, or excess moisture.

C.5 Surfaces:

C.5.1 Horizontal surfaces:

All surfaces shall be free of dust, dirt, oil spots, or smudges. Cabinets and desks with papers, computers, and keyboards shall not be disturbed.

Metal, Brass and Woodwork: Surfaces (including corners, crevices, moldings, ledges, hand rails, grills, doors, door knobs, door frames, kick plates, etc.) shall be free of dust, streaks, spots, hand marks, oil, smudges, dirt, soil substances, encrustation, and streaks.

C.5.2 Glass Cleaning:

All glass, clear partitions, mirror surfaces, bookcases, and other glass (within approximately 70’’ of the floor) shall be clean and free of dirt, dust, streaks, smudges, watermarks, spots and grime, and shall not be cloudy. There shall be no water spots on the glass or adjacent fixtures and furniture.

C.5.3 Walls:

Free of smudges, marks, dirt, and spots with no discoloration.

Trash Containers: Trash containers shall be emptied and kept clean, odor-free and free of dirt, dust, debris, residue, and spilled material.

C.5.4 Windows:

Windows shall be clean and free of dirt, grime, streaks and moisture, and shall not be cloudy. Window sashes, sills, woodwork, and other surroundings of interior glass shall be wiped free of drippings and other watermarks.

C.5.5 Blinds and Coverings:

All blinds and coverings, cord tapes, and valances shall be clean and free of dust and spots.

C.5.6 Recycling:

Recycled Material shall be transported from recycling bins to storage containers in designated area.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

The contractor shall provide pricing for monthly services and additional pricing for outside the maintenance agreement scope of work in section C.

Monthly: Daily Breakroom and Restroom

Monthly: Twice a Week Office Areas

Emergency Calls

E. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

F. REPORTING REQUIREMENTS

The contractor shall provide the on-site point of contact completion report and shall cover all work completed during the life of the maintenance agreement. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that arose but were never completely resolved, with an explanation.

G. SECURITY

In order to gain access to the facilities requires Government issued identification for all attempting to gain access. The Contractor shall ensure that all contractor personnel have the proper identification (Valid photo identification) in order to gain access to the facilities. The Contractor shall be responsible for any cost associated with obtaining security clearance (for example, background checks and badging).

H. SAFETY

The contractor and each of its employees shall comply with all applicable local, state, federal, and Authority rules, regulations, and practices.

The contractor shall also be responsible for all injury to persons or damage to property that occurs as a result of the contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others.

The contractor shall perform all its activities pursuant to this contract in a safe manner. The contractor shall assume responsibility on the job site for the actions of all its personnel and subcontractor(s) who are associated with performance on this contract. The contractor shall take adequate measures to prevent injury to the public or Authority property on the job site

The Contractor shall provide the CO with a written report of any accidents involving personal injury or property damage by 0800 the next working day following the accident. It is expected the Contractor will cooperate with Government safety officials regarding safety issues, problems or concerns.

I. GOVERNMENT FURNISHED ITEMS AND SERVICES:

Utilities: The Government will provide use of electrical and water for the purpose of operating and cleaning equipment: The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning of equipment.

Domestic drains and storm drains on the job site shall not be used to dispose of gasoline, paint, thinners, solvents, concentrated cleaning agents, or other hazardous materials.

J. PERMITS, ROYALTIES, AND LICENSES

The contractor shall, without an additional expense to the Authority, be responsible for obtaining all licenses, certifications and permits which are necessary to fulfill the requirements of the Statement of Work.

The contractor shall also obtain and pay the costs of any royalties and licenses for any patented or copyrighted items used in the performance of work.

K. SITE VISIT

A site visit will be coordinated during the week of December 5, 2016. Additional details will be provided.

Statement of Work – Custodial/Janitorial Services Maintenance Agreement