IMA Housekeeping SOW~2.pdf

ATTACHMENT #1

HOUSEKEEPING SERVICES

For

Illinois Military Academy (Billeting Wings Only)

STATEMENT OF WORK

1. PROJECT SUMMARY: Work shall be performed in billeting wings of the Illinois Military Academy. These rooms consist of 34 individual and 50 two-person private rooms. The rooms will be leased to individuals for overnight billeting, requiring daily housekeeping on a room-by-room basis for those currently occupied or occupied the previous day. While occupancy frequency estimates are not guaranteed, it is reasonable to expect the following:

Billeting rooms: 10% expected minimum occupancy on weekdays, with occasional weekday occupancy of75- 100%. 25% occupancy on most weekends, with occasional weekend occupancy as low as 5% or as high as I 00%.

2. DESCRIPTION OF SERVICES: The contractor shall provide all management and labor necessary to ensure housekeeping services are performed at the Illinois Military Academy (B and C Wings) in a manner that will maintain the facility in a clean and sanitary state at all times. The contractor shall 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 later in this SOW.

Billeting rooms will require service (hereafter referred to as "housekeeping", with specific standards listed in the Service Delivery Summary paragraph) on a "per-occupancy" frequency: any room currently occupied or occupied the previous day (as confirmed by the reservation manager). These rooms must be cleaned, every day of the year (including holidays). Housekeeping must be performed while occupant is not present in the room, and completed between the hours of 0900 and 1600. Due to the various frequency of occupancy, this will require a flexible schedule for labor to complete the required housekeeping. The reservation manager will provide the contractor with an expected weekly occupancy schedule at least two weeks in advance. While the reservation 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 within the two week advance period.

3. BASIC HOUSEKEEPING SERVICES: This work is to be performed in all Rooms in both B and C wing.

3.1 DUST MOPPING AND WET MOPPING. All floor areas identified except carpeted areas, shall be swept, dust mopped, wet mopped, as specified to ensure they are free from dirt, debris, dust, scuff marks, heel marks and any other foreign matter at all times. All accessible areas shall be mopped witll water mixed with appropriate cleansing agent. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue or any evidence of soil, stains, film debris, or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area. Baseboards, comers, and wall/floor edges shall also be clean. All floor maintenance solutions shall be remoyed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and otl1er moveable small items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper placement.

EXCHANGE LINENS. Remove all soiled linens in billeting rooms and replace witll clean linen, to include towels, washcloths, bath mats, pillow cases, sheets, mattress pads, blankets and bed covers. In rooms that are currently occupied, sheets, mattress pads, blankets and bed covers tllat 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 pillow cases must be replaced regardless oftJ1eir appearance (but mattress pads, blankets and bed covers do not have to be exchanged unless soiled). After replacing required linens, the bed shall be made and towels and bathmat hung in appropriate manner.

All rooms shall follow an identical method of making the bed and hanging towels, that provides a professional aest11etic. Remove all soiled linens in linen bags from C-Wing latrines.

REMOVAL OF TRASH AND DEBRIS. In all areas at all times, any trash or debris should be collected and discarded in appropriate containers. Billeting and bay rooms will have individual trash receptacles tliat will require emptying during housekeeping. All receptacles must have a plastic liner, which must be replaced when soiled.

VACUUM MATS. Rubber or polyester mats shan be swept or vacuumed to remove soi l and grit. Soil and moisture underneath mats shan be removed and mats returned to their normal locations. An tears, bums, and raveling shall be brought to the attention of the Agency representative. The carpets shan remain free of all visible dirt, debris, litter and other foreign matter at all times.

3 .2 CLEAN INTERIOR DOORS. At any one time, there shan be no remaining traces of film, dirt, smudges, water, or other foreign matter.

3.3 CLEAN, DISINFECT, AND DESCALE SINKS, FIXTURES, TOILETS, PARTITIONS, AND SHOWERS.

Clean, disinfect and descale all polished metal surfaces, including the orifices and drain, as wen as interior walls of the showers and exterior surfaces of sinks and toilets. Sinks, shower wans and toilets shall remain free of streaks, stains, spots, smudges, scale, and other obvious soil at an times.

3.4 CLEAN AND DISINFECT REFRIGERATORS, MICROWAVES AND COFFEE POTS. The interior and exterior of an refrigerators, microwaves and coffee pots shan remain clean at all times. This shall include an removable interior parts and pieces.

3.5 CLEAN AND DUST FURNITURE, APPLIANCES AND BLINDS. All furniture, appliances and blinds shall remain clean and dust-free at all times. To include tops, fronts, backs, sides and interiors of all drawers.

4. HOURS OF OPERATION. The Contractor shall provide services as required (per occupancy for rooms, and weekly for other areas) 365 days of the year. As mentioned in paragraph 1, it is possible that on some days none of the billeting or bay rooms are occupied, necessitating no service for those rooms. Services will be completed between 0900 and 1600 each day.

4 . 1 PRE-PERFORMANCE CONFERENCE. A Pre-performance conference will be held prior any work begins involving the Contractor, a representative from the Contracting Office, and the COTR. Areas to be covered will include a review of the scope of work as well as various regulations governing the job 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, shall be tlle responsibility of the contractor. The contractor shall 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 shall not ·assume any responsibility or incur any expense in association with any damage to state property by the contractor.

S. CONTRACT MANAGER. The contractor shall provide a contract manager who shall be responsible for work performance. The name of t11is person and altemate(s) who shall act on behalf of the contractor when the manager is absent shall be designated in writing to the contracting officer prior to contract start date.

5. 1. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

5.2. The contract manager or alternate shall be available during normal duty hours (of contractor work days) within 60 minutes to meet on t11e installation wit11 Agency personnel designated by the Contracting Officer to discuss problem areas.

6. APPEARANCE, HEAL TH AND SAFETY. All employees working for the Contractor shall maintain a neat appearance during working hours (i.e. nails trimmed, hair cut neatly or pulled back out of the face, pants without holes, no tank top shirts and /or cut offs or shorts). 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.

6.1. 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 shall promptly remove any such employee from the premises.

6.2. The contractor shall not employ any person who is an employee of the State of Illinois if 1J1e employment of that person would create a conflict of interest.

7. GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT. The Illinois Military Academy will provide the basic equipment necessary to properly perform the work as defined in this contract, to include mops, mop buckets, brooms, dust mops and pans, trash bags and toilet brushes. Contractor may use chemical cleaning products provided in each building. Any cleaning products, equipment, or chemicals not provided in the buildings that the contractor requires to perform the tasks outJined in the SOW, will be provided by the contractor.

8. FACILITIES AND SECURITY.

8.1 . The Agency will provide facilities for equipment and supplies storage needed to perform the contract. Access to the facility and grounds will be prearranged with the IMA Facility Manager.

8.1.1. The IMA Facility Manager or his/her representative shall 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 shall be immediately reported to the Facility Manager.

8.1.2. In the event keys are lost or duplicated, the contractor will be required, upon direction of the Contracting Officer, to rekey or replace tJ1e 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 shall be deducted from the monthly payment due the contractor.

8 .1 .3. l t 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 oflocked 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.

8.1 .4. 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 Reservation Manager.

9. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utilities conservation practices.

The contractor shall be responsible for operating under conditions which preclude the waste ofutilities, which shall include:

9.1 Lights shall be used in areas where and when work is actually being performed.

9.2. Mechanical equipment controls on heating, ventilation, and air-conditioning. Workers shall not adjust air conditioning systems.

9.3. Water faucets or valves shall be turned completely off after the required usage hns been accomplished.

10. LOST AND FOUND PROPERTY. It is the responsibility of the contractor to ensure that nil items of possible personal or monetary value found by the contractor' s employees are turned into the Housing Officer.

11. DEFINITIONS

11 .1. Quality Assurance - Those actions taken by the Agency to assure services meet the requirements of the Statement of Work.

11.2 Contracting Officer's Technical Representative (COTR) - A Agency person responsible for surveillance of contractor performance.

11.3 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.

SERVICE DELIVERY SUMMARY

B-Wlng (BOQ/BEQ - Bachelor Officer/Enlisted Quarters, Showers, & Restrooms)

Description of Services

a. Dust Mop & Wet Mop all single and double occupancy rooms (Paragraph 3.1)

b. Exchange oflinens (Paragraph 3.1)

c. Removal of Trash and debris (Paragraph 3. 1)

d. Vacuum each area rug in each BEQ/BOQ Room.

(Paragraph 3.1)

c. Clean Interior Doors & Glass (Paragraph 3.2)

f. Clean, Disinfect nnd Descale Bathrooms (Paragraph 3.3)

g. Clean and disinfect refrigerator, microwave and coffee pot (Paragraph 3.4)

h. Clean and dust furniture (Paragraph 3.5) t/!?:/EiPerformance Objective ·• \'.:'. . C,:•\/i •···.·

Frequency

DETERMINED

BY

CONTRACTOR

Perfor.mance~Threshold '\?>,ti;> :~:

Housekeeping Services of single and Floors, baseboards, comers and wall edges are free of dirt, dust double occupancy rooms. and debris; Glass and mirrors have no traces of film. dirt, smudges, or water; Carpets are free of dirt, debris, litter and other foreiim matter; Dust is not visible.

Cleaning Latrine. Latrines are disinfected and free of dirt, deposits, streaks and odors; Showers are disinfected and free of soap films, scum and other deposits; Toilets are disinfected and free of scale, stains, scum and other deposits; Floors are free of litter, dirt, dust and debris; Suoolies are adequate until next service.

12. CONTRACTOR - FURNISHED ITEMS AND SERVICES. General - The contractor shall furnish all personnel and labor necessary to properly perform the work defined in this contract Any cleaning products, equipment, or chemicals not provided in the buildings that the contractor requires to perform the tasks outlined In the SOW, shall be provided by the contractor.

13. GENERAL INFORMATION.

QUALITY ASSURANCE. The Agency will periodically evaluate the contractor's performance by appointing a representative(s) to monitor performance to ensure services are received. The Agency representative will evaluate the contractor's performance through intermittent on-site inspections and receipt of complaints from occupying personnel. The Agency may inspect a task as completed or increase the number of tasks inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. The Agency will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the Agency contracting office representative will make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).