HuntsvilleCleaning_SOW.docx

SOW ERO-FHO: Huntsville Updated: 2-13-14 Attachment 2 DHS/ICE – ERO Huntsville: Building Cleaning Service Statement of Work

1.0 Introduction

1.1 Organization

U.S. Department of Homeland Security (DHS) ICE/ERO/FHO – Huntsville 7405 C1 Highway 75 South Huntsville, TX 77340

1.2 Objective

The objective is to provide a safe and healthy work environment by obtaining contractual janitorial services to maintain the cleanliness and sanitation of the ICE/ERO/FHO - Huntsville Office.

1.3 Scope of Work

The Contractor shall provide all labor, equipment, supervision, and training for specified services in accordance with the Task Frequency Chart schedule. Cleaning services will be completed three times per week; Monday, Wednesday, and Friday. The building will be cleaned between the hours of 8 a.m. – 4 p.m. The Government, Huntsville location, will provide supplies and cleaning products used to clean and disinfect the building. The contract performance may begin on the specified date, if satisfactory security clearances have been received for the Contractor’s employees. If contract performance begins after the beginning of the month, the price shall be prorated for the first month of performance based on the monthly rate.

Requirements are provided as the Government‘s best gauge of the minimum quality standards to be met. The Government expects that upon daily or periodic inspections, that these minimum standards will be met or exceeded.

2.0 Custodial Requirements and Quality Standards

2.1 Sweep floor/vacuum

Sweep and dust mop uncarpeted floors. Floor surfaces shall be maintained clean and free of marks, dirt, spill, dust, visible litter, and other foreign matter. Chairs, trash receptacles, and easily moveable items are to be swept underneath and returned to their original positions upon completion of cleaning. No dirt shall be left in corners, under furniture, or behind doors. Carpeted areas shall be vacuumed.

2.2 Damp-Mop Floors

The Contractor shall damp-mop all tile and resilient flooring area, including corners and adjoining areas, so that after mopping, they are clean and free of dirt & debris, water streaks, rust stains, mop marks and present an overall appearance of cleanliness. All surfaces shall be dry and all corners cleaned. The Contractor shall move chairs, trash receptacles, and easily movable items to mop underneath and return to original positions. The Contractor shall remove all splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. The Contractor shall not mop wood or carpeted floors. The Contractor shall display caution signs when cleaning floors in an area where people other than contract personnel are or will be present before the floors are dry.

2.3 Remove Trash

The Contractor shall empty and return to their initial location all wastebaskets, cigarette butt receptacles, and other trash containers within the area. Boxes, cans, and paper placed near a trash receptacle marked “Trash” shall be removed by the Contractor. Any obviously soiled or torn plastic trash receptacle liners in such receptacles shall be replaced. The Contractor shall remove ashes and debris from community cigarette butt receptacles and place in a non-flammable container. The Contractor shall dispose of trash in the trash bins located outside of the facility. The Contractor shall pick up any trash that may fall in or around the facility or grounds during removal of collected trash.

2.4 Clean Trash Receptacles

The Contractor shall ensure that all trash receptacles are clean and free of spillage and grime, as needed.

2.5 Dust/wipe: Surfaces, Blinds, Ceiling, File Cabinets, Office Equipment, Light Fixtures, Molding, and Work areas/Stations The Contractor shall thoroughly dust all horizontal surfaces of furniture and cleared desktops so that after dusting, lint, litter, and dry soil shall be removed from surfaces of cleared desks, chairs, file cabinets, and other type of office furniture and equipment. The Contractor shall also dust ledges, picture frames, window sills, hand rails, etc. to a line 7’ above the floor level. There shall be no dust streaks. Corner crevices, molding, and ledges shall be free of all dust.

A clean, damp cloth should be used to ensure that there shall be no oils, spots, smudges, or streaks on dusted surfaces caused by dusting tools. The Contractor must receive permission from the employee when dusting individual workstations including computers and desks and shall not move or remove papers from the desk. Ceilings are to be free of cobwebs and loose dirt. Light fixtures shall be clean and free of bugs, stains, dust, and debris. Both sides of blinds shall be dusted and free of dust, cobwebs, and debris, on a monthly basis.

2.6 Clean Windows/Glass Doors/Partitions/Mirrors

The Contractor shall damp-wipe mirrors, display cases, trims, partitions, bookcases, and any other glass with approximately 70” from the floor so that after cleaning the glass, there are no traces of film, dirt, smudges, or water. Glass doors and windows sills are cleaned on a weekly basis.

2.7 Clean Drinking Water Fountains

The Contractor shall clean and disinfect drinking water fountains to ensure that the water spouts and fountains are clean and sanitary. The stainless steel surfaces shall be clean and bright, and free of dust, spots, stains, and streaks. Drinking water fountains shall be kept free of trash, ink, coffee grounds, etc. and free of scaling and encrustation.

2.8 Clean Break Room/, lounge Areas, and conference room

The Contractor shall clean all tabletops, chairs, soda machines, walls, doors, and the conference room. All surface areas will be disinfected and free of dirt, spills, drips, stains, and food/beverage remnants. Trash receptacles used for food remnants will be cleaned and sanitized.

2.9 Government- Owned Refrigerator and Microwave

The Contractor shall clean inside and outside of the microwave. The microwave shall be free of spills, drips, and food stains. The Mission Support staff on location, will coordinate the day and time for cleaning and disinfecting the inside refrigerator located inside of the break room. The outside of the refrigerator will be free of dust, spill, and food stains.

2.10 Sweep and Damp Mop Restrooms and Locker Rooms

The Contractor shall sweep the floor so that it is free of visible litter, dirt, mud, and foreign debris. All floors shall have a uniform clean appearance and be free of streaks, debris, or standing water.

2.11 Clean and Disinfect Restrooms, Locker Rooms, and Showers The Contractor shall disinfect all surfaces of partitions, stalls, mirrors, sinks, and faces of toilet bowls, urinals, showers, dispensers, exercise equipment, and other surfaces in these rooms. The Contractor shall use cleaning products provided by the Government. Toilet seats shall be placed in an upright position when cleaned. Damp wipe and polish dry mirrors, restroom vanities, shelves, dispensers, chrome fixtures, and exposed pipe up to 7’ from the floor.

The Contractor shall de-scale toilet bowls and urinals so that after de-scaling, the entire surface shall be free from streaks, stains, scale, scum, urine deposits, and rust stains. The surface of all paper towel and soap dispenser shall be clean and disinfected.

2.12 Supplies for Restrooms, Locker Rooms and Break Room

The Contractor shall provide supplies to include toilet tissue, paper towels, and hand soap. Soap dispensers are to be stocked and ready for use.

2.13 Clean Main Lobby, Entrance and Hallways

The Contractor shall clean the main entrance to include windows and glass doors so that they are free of dust, trash, dirt, and debris, on a monthly basis. Trash receptacles outside of the main entrance to the building will be emptied and kept clean. Steps and sidewalk fronting the main entrance shall be cleaned and kept free of debris.

2.14 Outside Area

General policing of the surrounding grounds including the entrance mats, driveways, curbs, green areas, and parking lot areas associated with only the ICE facility. This includes sweeping, trash pick-up, cigarette butts, or other trash not associated with the general landscaping area. The Contractor shall pick up any trash that may fall in or around the facility and/or dumpsters during removal of collected trash.

2.15 Deep cleaning of carpeted floors and stripping/waxing of floors Priced separately. Frequency – annually.

3.0 Quality Control Program

The Contractor shall establish a complete Quality Control Program to verify that the requirements of this contract are met and or exceeded. The local Mission Support staff will provide oversight on the cleaning services being provided at the Huntsville Office.

4.0 Miscellaneous Requirements

4.1 The work under this contract shall be performed with a minimum disruption to the Government personnel working on-site.

4.2 Lights shall be turned on only when needed in that specific location for cleaning or if personnel are working in the immediate area.

4.3 Mechanical equipment controls for heating, ventilation, and air-conditioning system shall not be adjusted by the Contractor.

4.4 Water faucets shall be turned off after the required usage has been accomplished.

4.5 Lost and found items shall be turned in, the same day to the MSS staff or supervisor.

4.6 Report fires, hazardous conditions, and items requiring repair to the MSS staff or supervisor.

4.7 Lock rooms in secure areas after cleaning and return keys to the designated staff member.

4.8 Ensure that upon completion of work, all tools, equipment, and supplies are stored properly.

4.9 Move readily moveable furniture and equipment from the area when cleaning and return the item back to the original location.

5.0 Security Requirements

5.1 General

DHS has determined that performance of the tasks as described in the Contract award requires that the Contractor, sub-contractors, vendors, etc., (herein known as Contractor) may be in the vicinity of sensitive DHS information, and the Contractor will adhere to the following.

5.2 Suitability Determination

DHS shall have and exercise full control over granting, denying, withholding, or terminating unescorted Government facility and/or sensitive Government information access for the Contractor’s employees, based upon the results of a background investigation. DHS may, as it deems appropriate, authorize and make a favorable entry on duty (EOD) decision based on preliminary security checks. The favorable EOD decision would allow the Contractor’s employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable EOD decision shall not be considered as assurance that a full employment suitability authorization will follow as a result thereof, for the Contractor’s employees. The granting of a favorable EOD decision or full employment suitability determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by DHS, at any time during the term of the contract.

No employee of the Contractor shall be allowed to EOD and/or access sensitive information or systems without a favorable EOD decision or suitability determination by the Office of Professional Responsibility, Personnel Security Unit (OPR-PSU). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable EOD decision or suitability determination by OPR-PSU. Contract employees assigned to the contract not needing access to sensitive DHS information or recurring access to DHS’ facilities will not be subject to security suitability screening.

5.3 Background Investigations

Contract employees (to include applicants, temporaries, part-time, and replacement employees) under the contract, needing access to sensitive information, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. Background investigations will be processed through the Personnel Security Unit.

Prospective Contractor employees with adequate security clearances issued by the Defense Industrial Security Clearance Office (DISCO) may not be required to submit complete security packages, as the clearance issued by DISCO may be accepted. Prospective Contractor employees without adequate security clearances issued by DISCO shall submit the following completed forms to the Personnel Security Unit through the COTR, no less than five days before the starting date of the contract or five work days prior five workdays prior to the expected entry of duty of any contract employee, whether a replacement, addition, sub-contractor, or vendor:

1. Standard Form 85P, “ Questionnaire for Public Trust Positions” form will be submitted via e-QIP (electronic Questionnaires for Investigation Processing) (2 copies)

2. FD Form 258, “Fingerprint Card” (2 copies)

3. Foreign National Relative or Associates Statement

4. DHS 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act”

5. Optional Form 306, Declaration for Federal Employment (applies to Contractors as well)

6. Authorization for Release of Medical Information Required forms will be provided by DHS at the time of award of the contract. Only complete packages will be accepted by the OPR-PSU. Specific instructions on submission of packages will be provided upon award of the contract.

Be advised that unless an applicant requiring access to sensitive information has resided in the U.S. for three of the past five years, the Government may not be able to complete a satisfactory background investigation. In such cases, DHS retains the right to deem an applicant as ineligible due to insufficient background information.

The use of Non-U.S. citizens, including Lawful Permanent (LPRs), is not permitted in the performance of this contract for any position that involves access to DHS IT systems and the information contained therein, to include, the development and/or maintenance of DHS IT systems; or access to information contained in and/or derived from any DHS IT system.

5.4 Continued Eligibility

If a prospective Contractor employee is found to be ineligible for access to Government facilities or information, the COTR will advise the Contractor that the ineligible employee shall not continue to work, or to be assigned any work under the contract.

The OPR-PSU may require drug screening for probable cause at any time and/or when the Contractor independently identifies, circumstances where probable cause exists. The OPR-PSU may require reinvestigations when derogatory information is received and/or every five years.

DHS reserves the right and prerogative to deny and/or restrict the facility and information access of any Contractor employee whose actions are in conflict with the required standards of conduct per, 5 CFR 2635 and 5 CFR 3801, or when DHS determines a Contractor to present a risk of compromising sensitive Government information to which he or she would have access under this contract.

The Contractor will report any adverse information coming to their attention concerning contract employee under the contract to the OPR-PSU through the COTR. Reports based on rumor or innuendo should not be made. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The report shall include the employees’ name and social security number, along with the adverse information being reported.

The OPR-PSU must be notified of all terminations and resignations within five calendar days of occurrence. The Contractor will return any expired DHS issued identification cards and building passes, or those of terminated employees to the COTR. In an identification card or building pass is not available to be returned, a report must be submitted to the COTR, referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card. The COTR will return the identification cards and building passes to the responsible ID Unit.

5.5 Employment Eligibility

The Contractor shall agree that each employee working on this contract will successfully pass the DHS Employment Eligibility Verification (E-Verify) program operated by USCIS to establish work authorization.

The E-Verify system, formerly known as the Basic Pilot/Employment Eligibility Verification Program, is an internet-based system operated by DHS USCIS, in partnership with the Social Security Administration that allows participating employers to electronically verify the employment eligibility of their newly, hired employees. E-Verify represent the best means currently available for employers to verify the work authorization of their employees.

Subject to existing law, regulations, and/or other provisions of this contract, illegal, or undocumented aliens will not be employed by the Contractor, or with this contract. The Contractor shall be responsible to the Government for acts and omissions of his own employees and for any sub-Contractors and their employees.

Subject to existing law, regulations and/or other provisions of this contract, illegal, or undocumented aliens will not be employed by the Contractor, or with this contract. The Contractor will ensure that this provision is expressly incorporated into any and all sub-Contractors or sub-ordinate agreements issued in support of this contract.

5.6 Security Management

The Contractor shall appoint a senior official to act as the Corporate Security Officer. The individual will interface with the OPR-PSU through the COTR on all security matters, to include physical, personnel, and protection of all Government information and data accessed by the Contractor.

The COTR and the OPR-PSU shall have the right to inspect the procedures, methods, and facilities utilized by the Contractor in complying with the security requirements under this contract. Should the COTR determine that the Contractor is not complying with the security requirements of this contract; the Contractor will be informed in writing by the COTR of the proper action to be taken in order to effect compliance with such requirements.

6.0 Period of Performance

6.1 Period of Performance

Services are requested for a period of 12 months, from the date the contract is awarded, with the option to renew, up to 3 additional years.

6.2 Frequency of Services – see section 2.0 Custodial Requirements and Quality Standards. (TASK CHART ON NEXT PAGE)

TASK FREQUENCY CHART

Note: Daily in the table, refers to- Mon./Wed./Fri.

Weekly – window sills and glass doors Monthly: blinds

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