IMA Housekeeping SOW Final 9-23-2024~1.docx

HOUSEKEEPING, DEEP CLEANING, SANTIZATION, DISINFECTION & LINEN SERVICES

For Illinois Military Academy (Billeting Wings Only) Statement of Work

1. PROJECT SUMMARY: Work will be performed in billeting wings of the Illinois Military Academy (IMA). These rooms consist of 2 VIP (430 SQ FT), 31 BOQ (Bachelor Officer Quarters) (200 SQ FT), 44 (BEQ Bachelor Enlisted Quarters: 220 SQ FT). This includes

(63) Bathrooms (27-40 SQ FT). The rooms will be leased to individuals for overnight billeting, requiring housekeeping services. During this contract, billeting rooms requiring a scheduled cleaning will be referred to as unoccupied, occupied, or reset. Front desk Guest Services Representative will assign cleaning categories if there is a check out, continued stay, or reset in which the room was not used for a longer time frame requiring it to be refreshed. This SOW is looking for a contracting company to maintain standard levels of cleanliness and organization within housekeeping for the Illinois Military Academy.

1.1 DESCRIPTION OF SERVICES HOUSEKEEPING: The contractor will provide all management and labor necessary to ensure deep cleaning, disinfection & sanitization services are performed at the IMA (B and C Wings) in a manner that will maintain the facility to a standard level of cleanliness. The contractor will accomplish all housekeeping tasks to meet the requirements of this Statement of Work (SOW). The description of services is included below in the Service Delivery Summary paragraph

2.1 in this SOW. The contractor is responsible for supplying sufficient personnel on specified dates and necessary materials not supplied by the agency to perform services at the designated times as detailed in the Statement of Work.

1.2. Billeting rooms will require service (hereafter referred to as “Housekeeping, Disinfection & Sanitization” with specific standards listed in the Service Delivery Summary paragraph 2.1) on a “Housekeeping service”. The subsequent contract for “housekeeping” will be a regular service, dependent on the intake of IMA billeting reservations. These rooms will be cleaned, disinfected & sanitized. Due to the various frequency of occupancy, this will require a flexible schedule for labor to complete the required cleaning. While the Billeting Manager cannot guarantee that this occupancy does not change, the contractor will be immediately notified by phone or email of any significant change of expected occupancy with a two-week advance period. The contractor will be provided an automated printout for the month, understanding that this is subject to change daily depending on occupancy. The Billeting Manager will provide a total breakdown of all required areas to the contractor, this will include dates of availability and room codes for the type of cleaning required. Room Codes are as follows:

1.2.1 X = Occupied – Cleaning; C = Checkout – Cleaning & or Reset; DC= Did not meet IMA standard – Unpaid Cleaning & Reset; DND Do Not Disturb (these codes are subject to change based on lodging management software functionality).

1.3. Billeting rooms are either unoccupied or occupied. Unoccupied rooms will either require a check out cleaning, reset cleaning, or no cleaning. Occupied rooms will require general daily housekeeping. During a check out cleaning, all linen and towels will be removed and placed in appropriate bins for cleaning and new linen and towels will be placed, the room will be reset. Personal items left and found will be turned into IMA Front desk staff annotating date found and room number. Room will go through full cleaning process to allow for a new guest such as cleaning, dusting, sanitization, and disinfection. During an occupied daily housekeeping room, Towels will be replaced, bed linen will be reset or replaced if stains are on the bed or every Friday. Personal items are not to be touched, taken, or discarded if it is in the way of a cleaning function the cleaning task can be disregarded for that area and notated to Billeting Manager. General day to day cleaning maintenance is required if guest request DND please notify Billeting Manager. During a reset only, a Reset requires similar services of a check out. The room will be analyzed for distinct cleaning needs and linen will be removed and replaced.

2. HOUSEKEEPING SERVICES: This work is to be performed in specified rooms in both B and C Wings. All services described in this section are dependent on product type, product material make up, and degree of contact with guest in which contamination is risked. Some or all of the services described may be used to complete cleaning, sanitization, or disinfection on the required item. Some or all services requested may have different time regulations. These considerations are measured by daily, weekly, monthly, semiannual, and annual. Time frame of cleaning will be discussed with contractor as well as check list will be provided. Method of cleaning will be provided and described by contracting company and verified through state and federal cleaning laws and regulations but should also follow basic standards detailed in the sentences following. Hard surfaces: Hard surfaces like floors, countertops, and walls can be cleaned with a solution of warm water and a mild detergent. Use a microfiber cloth or mop to scrub the surface and then rinse with clean water. For disinfecting hard surfaces, use an EPA-approved disinfectant.

2.1 HOUSEKEEPING DESCRIPTION: Room, and bathroom areas are to be cleaned. Clean tables, chairs, beds, headboards, Vacuum cloth mattresses, and vinyl mattresses (as applicable) (check for bed bugs, ticks, flea’s, lice, & rodents). Once aware of any infestation contractor will notify the IMA staff. Clean baseboards, shower and shower curtains, nightstand, and desks, walls, doors, door handles, and knobs inside and out. Wipe down dressers, vacuum dressers, and drawers. Scrub, disinfect, and clean countertops and appliances such as refrigerators, and microwaves, coffee pots, and ice boxes inside and out. Dust TVs and dry clean screen. Clean inside and out of toilets as well as empty toiletry bins and replace trash bags. Descale showers and shower heads. Sweep and mist mop floors. Sweep and mop tiled floors. Remove all cobwebs, dust, scrub and degrease blinds, windows, and A/C Heating unit. Remove trash, clean receptacle inside and out, replace bags. Overall ensure that all surfaces in the room are wiped down with a disinfectant, including light switches, doorknobs, and other frequently touched surfaces. Make sure that all floors are properly cleaned and disinfected, including under and around furniture, toilets, and sinks. Check that all linens and towels are properly washed and dried before being replaced in the room. Check that all bathroom amenities if supplied, such as soap and shampoo, are fully stocked for the next guest.

2.2. SANITIZATION DESCRIPTION: Sanitization involves the use of heat or chemicals to reduce the number of microorganisms to safe levels depending on item type and makeup ensuring no item is damaged. This will require areas as specified on SOW to be sanitized to a standard level of cleanliness. Areas needed for sanitization will be tables, chairs, headboards, mattresses, dressers, sofa, lamps, countertops, TV, TV remote, doors, door handles, shower, shower heads, shower curtains, toilets, bathroom & living area floors. Sanitize clock, radio and phone, ice buckets, and glass surfaces.

2.3 DISINFECTION DESCRIPTION: Disinfection describes a process that eliminates many or all pathogenic microorganisms. Disinfection will include all areas stated in the Housekeeping & Sanitization services.

2.4. LINEN: Conduct linen washing, drying, deficiency identification, and inventory tasks for both B and C wings of the Illinois Military Academy. Ensure proper handling of soiled linen from billeting rooms marked for checkout or occupied rooms requiring linen replacement at scheduled times or in emergency situations. Bag and inventory linen items before washing them with an EPA safe cleaner to guarantee thorough cleanliness. After washing, dry and inspect linen items to confirm they are free of any stains and contaminants that could affect future occupants. Perform a linen inventory post-washing and ensure proper storage, updating the inventory accordingly. Note any damaged linen and notify Illinois Military Academy management staff to initiate the ordering process for replacement of damaged items. Remove all soiled linens in billeting rooms and replace with clean linen, to include towels, washcloths, bathmats, pillowcases, sheets, mattress pads, blankets and bed covers. In rooms that are currently occupied, sheets, mattress pads, blankets and bed cover that have not been removed from the bed and placed on the floor do not have to be replaced. Anytime a room is being vacated, the sheets and pillowcases must be replaced regardless of their appearance (but mattress pads, blankets and bed covers do not have to be exchanged unless soiled). Linen should be free of holes and tears. All linen will correspond with the correct bed type. All rooms will follow an identical method of making the bed and hanging towels, that provides a professional aesthetic.

2.5. CLEANING CYCLES: Rooms will require daily, weekly, biweekly, monthly, and semiannual cleaning to maintain a cleaning standard. The contracting company will be required to keep cleaning records and plan for the cleaning required in each room.

2.6. REMOVAL OF TRASH AND DEBRIS: In all areas of room cleaning or housekeeping closet and at all times, any trash or debris should be collected and discarded in appropriate containers. Billeting rooms (VIP’s, BOQ’s and BEQ’s) will have individual trash receptables that will require emptying during housekeeping. All receptacles must have a plastic liner, which must be replaced when soiled.

3. BASIC DEEP CLEANING SERVICES: This work is to be performed in specified rooms in both B and C Wings semiannually.

3.1. DEEP CLEANING SERVICES: Wiping clean tables and chairs, clean bed headboard Vacuum cloth mattresses. Wipe clean vinyl mattresses (check for bed bugs, ticks, flea’s lice & rodents). Once aware of any infestation will notify IMA staff. Wipe down dressers, vacuum dresser drawers. Scrub and disinfect countertops clean and disinfect appliances inside and out dust TV and dry clean screen, refrigerator, microwave. Wash walls, doors, door handles/knobs inside and out clean baseboards, shower and shower curtains, nightstand, desk. Descale showers and shower heads, sweep and mist mop floors, sweep and mop tiled floors remove all cobwebs dust, scrub, and degrease blinds and A/C Heating unit. Remove trash, clean receptacle inside and out, replace bags. All furniture and stationary items, including beds, desks, refrigerators, and nightstands, must be relocated to allow for thorough cleaning of all areas within the billeting rooms. Once the cleaning process is finished, the furniture and stationary items should be carefully placed back in their original positions to maintain the room's organization and functionality.

3.2. SANITIZATION: Regular cleaning and disinfection will be carried out to maintain the rooms at a consistently high level of cleanliness. The rooms will undergo periodic sanitization to guarantee that they are always at a standard level of cleanliness. To ensure that the rooms are consistently clean, a recurring cycle of sanitization will be required. Sanitization involves the use of heat or chemicals to reduce the number of microorganisms to safe levels. This will require areas of specified on SOW to be sanitized to a standard level of cleanliness. Areas needed for sanitization will be tables, chairs, headboards, mattresses, dressers, sofa, lamps, countertops, TV, TV remote, doors, door handles, shower, shower heads, shower curtains, toilets, bathroom & living area floors, sanitize clock, radio and phone, ice buckets, glass surfaces and mirrors.

3.3. DISINFECTION: Disinfection describes a process that eliminates many or all pathogenic microorganisms. Disinfection will include all areas stated in the Deep Cleaning & Sanitization services. Regular disinfection procedures will be carried out according to a set schedule to ensure cleanliness and safety standards are always maintained. Disinfection will be performed routinely as part of our ongoing efforts to uphold high levels of hygiene and sanitation within the premises. Scheduled disinfection will be implemented consistently to prevent the spread of germs and maintain a healthy environment for all individuals. Additionally, the procedure must be carried out using non-expired materials that have been approved by the Environmental Protection Agency (EPA).

4. ADDITIONAL CONTRACTOR GUIDELINES: The Contractor will provide services as required per occupancy for rooms and cycling task for other areas. Regular service based on contract that may be conducted over a 7-day period. Services are to be completed between 9:00 am & 4:00 pm CST. Cleaning priorities are check out rooms. All rooms requiring a checkout will be the top priority of cleaning and must be completed no later than (NLT) 3:00 pm each day. Second Priority of cleaning is occupied rooms. Typically, guests are expected to be out of their rooms during the workday. If there are unoccupied rooms or checked out rooms expected to not be cleaned by 3:00 pm, please notify the IMA Housing Manager.

4.1. PRE-PERFORMANCE CONFERENCE: A Pre-performance conference may be held prior to any work beginning involving the Contractor, a representative from the Lodging Fund Advisory Council (LFAC) voting members, IMA Supervisor and the IMA Housing Manager. This is an optional conference and will be determined by IMA Leadership. Areas to be covered will include a review of the scope of work and any instructions that need to be followed by all contractor employees.

4.2. DAMAGE TO STATE PROPERTY: Damage to state property, which occurs as a result of actions by the contractor, will be the responsibility of the contractor. The contractor will pay in full for the cost of repair or replacement of said property, and such payment may also be attained by contract deduction. The state will not assume any responsibility or incur any expense in association with any damage to state property by the contractor.

4.3. LOST AND FOUND PROPERTY: It is the responsibility of the contractor to ensure that all items of possible personal or monetary value found by the contractor’s employees are turned into the Front Desk staff or housing manager. Items found will be properly annotated with date and room number.

5. CONTRACT MANAGER: The contractor will provide a contract manager who will be responsible for work performance. The name of this person and alternate(s) who will act on behalf of the contractor when the manager is absent will be designated in writing to the contracting officer prior to contract start date.

5.1. The contract manager or alternate will have full authority to act for the contractor on all contract matters relating to daily operations of the contract.

5.2. The contract manager or alternate will be available during normal duty hours (of contractor workdays) within 2 hours to meet on the installation with Agency personnel designated by the Contracting Officer to discuss problem areas.

5.3. APPEARANCE, HEALTH, AND SAFETY: All employees working for the Contractor will maintain a neat and clean appearance during working hours. Employees must maintain a professional and polite demeanor, with their attitude focusing on providing excellent customer service. The employees must also be easily recognized. This may be accomplished by the employees wearing clothing bearing the name of the company; this method is optional to the contractor; however, each employee will be required to wear an identification badge which contains the company name and the name of the employee.

5.4. The Agency reserves the right to restrict the employment under the contract of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, and general well-being or operational mission of the installation and its population. The contractor will promptly remove any such employee from the premises.

5.5. The contractor will not employ any person who is an employee of the State of Illinois if the employment of that person would create a conflict of interest.

6. GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT: The agency is responsible for supplying all necessary cleaning products to carry out the requirements in the statement of work.

6.1. FACILITIES AND SECURITY: The IMA Facility Manager or his/her representative will issue, such keys necessary to complete the contract requirements, and establish appropriate key control measures to maintain security, to include prevention of misuse, unauthorized entry, or lost keys. Loss or misplacement of any keys or sensitive items will be immediately reported to the Billeting Manager.

6.1. FACILITY SECURITY AND BACKGROUND INVESTIGATION: The contractor is required to submit all employees for agency sponsored background investigations one week prior to the employee being allowed to begin services on the installation. Subsequent investigations are at the prerogative of the agency (IMA Management).

6.3. In the event keys are lost or duplicated at the fault of the contractor, the contractor will be required, upon direction of the Contracting Officer, to rekey or replace the affected lock or locks; however, the Agency at its option, may replace the affected lock or locks or perform rekeying. When the replacement of locks or rekeying is performed by the Agency, the total cost of rekeying or the replacement of the lock or locks will be deducted from the invoiced payment due the contractor.

6.4. It is the responsibility of the contractor to prohibit the use of keys issued by the Agency by any persons other than the contractor’s employees. It is also the responsibility of the contractor to prohibit the opening of locked areas by the contractor’s employees to permit entrance of persons other than the contractor’s employees engaged in the performance of assigned work in those areas.

6.5. The contractor will ensure that employees take all reasonable measures to protect any personal information of occupants or facility employees. No materials or equipment which might contain any such personal information will be removed from any room. In the event any such information is discovered, employees will notify the Front Desk Staff.

7. CONSERVATION OF FACILITIES AND UTILITIES: The contractor will instruct employees in utilities conservation practices. The contractor will be responsible for operating under conditions which preclude the waste of utilities, which will include:

7.1. Lights will be used in areas where and when work is being performed.

7.2. Mechanical equipment controls on heating, ventilation, and air-conditioning. Workers will adjust air-conditioning systems to prescribed temperatures in all unoccupied billeting rooms are applicable work areas.

7.3. Water faucets or valves will be turned completely off after the required usage has been accomplished.

7.4 During the execution of housekeeping duties, contract employees who identify discrepancies will notify the billeting manager of the discrepancy to facilitate work order generation. This includes discrepancies such as faulty lighting, electrical, plumbing, HVAC, or general deficiencies of facility maintenance. Notification will include date, location or room number, and a description of the fault.

8. DEFINITIONS

8.1. Quality Assurance: Those actions taken by the Agency to assure services meet the requirements of the Statement of Work.

8.2. Contracting Officer’s Representative (COR): An Agency person responsible for surveillance of contractor performance.

8.3. Contracting Officer: A warranted Agency employee responsible for administration of the contract. Only a Contracting Officer has authority to make changes to the contract or obligate funds for the Agency. These changes will be verified through IMA Leadership channels including DMA State Procurement and State Purchasing Officer.

SERVICE DELIVERY SUMMARY

VIP/BOQ/BEQ – Bachelor Officer Quarters / Bachelor Enlisted Quarters, Showers, Restrooms Description of Services

a. HOUSEKEEPING SERVICES (Paragraph 2)

b. HOUSEKEEPING DESCRIPTION (Paragraph 2.1)

c. SANITIZATION DESCRIPTION (Paragraph 2.2)

d. DISINFECTION DESCRIPTION (Paragraph 2.3)

e. LINEN (Paragraph 2.4)

f. MANAGE LINENS (Paragraph 2.4)

g. CLEANING CYCLES (Paragraph 2.5)

h. REMOVAL OF TRASH AND DEBRIS (Paragraph 2.6)

No splash marks, mop streaks, mop strands remaining in area.

Baseboards, corners, and wall/floor edges will also be clean. All floor maintenance solutions will be removed from baseboards, furniture, trash receptacles, etc.

Furniture is vacuumed and or cleaned.

Chairs, trash receptacles, and other moveable small items will be moved to maintain floors underneath these items.

All moved items will be returned to their original and proper placement.

Room condiments are restocked.

Toiletry bins are emptied, and trash bags replaced.

No burns, holes, shrinkage on cleaned room. No left-over residue or signs or human use on cleaned room.

Linen matches the expected linen count.

Surfaces must be cleaned and disinfected to standard to ensure a safe and healthy environment for guests.

If bed bugs, ticks, flea’s lice & rodents are found, the cleaning team must report it immediately to IMA staff to ensure timely treatment and avoid spreading to other areas.

Cobwebs must be removed from all areas of the room to ensure a clean and presentable appearance for guests.

All appliances, walls, doors, door handles/knobs, and baseboards must be cleaned and disinfected to a minimum standard to ensure a clean and hygienic environment for guests.

All shower doors, tubs, and shower heads must be descaled and disinfected to a minimum standard to ensure a clean and safe environment for guests.

All the floors must be swept, and mist mopped to ensure a clean and hygienic environment for guests.

Trash cans must be cleaned and disinfected inside and out, and bags replaced after each cleaning to ensure a clean and odor-free environment for guests.

All blinds and A/C Heating units must be dusted, scrubbed, and degreased to ensure a clean and dust-free environment for guests.

All areas listed in the SOW must be sanitized to a minimum standard to ensure a safe and healthy environment for guests.

High-touch surfaces, such as tables, chairs, headboards, mattresses, dressers, sofa, lamps, countertops, TV, TV remote, doors, door handles, shower, shower heads, shower curtains, toilets, bathroom & living area floors, table lamp, clock, radio, phone, ice buckets, glass surfaces, interior and exterior glass on doors, wood hangers, and mirrors, must be sanitized to a minimum standard to ensure a safe and healthy environment for guests.

All areas stated in the deep cleaning and sanitization services must be disinfected to a standard to ensure a safe and healthy environment for guests.

Surfaces, equipment, and materials used in the disinfection process must be properly labeled, stored, and disposed of to prevent cross- contamination and ensure a safe and healthy environment for guests.

9. GENERAL INFORMATION - QUALITY ASSURANCE: 9. The Agency will, as a matter of daily responsibility, evaluate the contractor’s performance by routinely conducting supervisory room servicing completion inspections to ensure services are received to standard. The Agency representative will evaluate the contractor’s performance through daily coordinated inspections and via response to receipt of feedback from occupying guests via the Guest Feedback Form. The Agency may inspect non-coordinated inspections if deemed appropriate due to repeated failures discovered during quality control inspections or customer feedback response. The contractor, when notified, will be responsible for initially validating customer complaints. However, the Agency Housing Office or Base Operations Supervisor (BOS) will make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s). IMA management will share customer/guest feedback survey results with the contract supervisor on a monthly or as needed basis as received to support contractor internal quality assurance.

10. As a means to ensure quality service, the IMA (Agency) Housing Officer, BOS, or IMA Officer-In-Charge (OIC) will validate work performance through the supervisory inspections mentioned in paragraph 9 above prior to forwarding payment invoices to the Department of Military Affairs Comptroller. Any annotated discrepancies will need to be rectified or resolved prior to invoice processing. This process will be thoroughly communicated with the contractor to ensure all parties are properly informed. Partial invoices can be authorized by the BOS or IMA OIC if resolution of discrepancies interferes with timely submission of invoices. Timely submission equates to a period of 5 working/business days after the contractor submits an invoice for payment. Contractor invoices will be submitted to the IMA Housing Staff via email (or hardcopy in the event email is not operational) within 5 working/business days after the last day of the invoiced work period. Weekends and State or Federal Holidays are not considered working/business days.