Janitorial SOW updated 2021.docx

JANITORIAL SPECIFICATIONS FOR THE USDA

NORTH CENTRAL SOILS LAB-MORRIS, MN

SCOPE OF CONTRACT

1. The Contractor shall furnish all required labor, transportation, and supplies not specifically mentioned herein but obviously necessary to perform the required services.

2. The Government will furnish toilet tissue, paper towel, hand soap and trash liners_.

3. The square footage of the North Central Soil Conservation Research Lab. is approximately 21,000 ft2.

4. Contractors are responsible for the initial and subsequent asbestos awareness training required of their personnel. This training pertains directly to the cleaning of asbestos containing file flooring found in the building. (Appendix 1)

5. Contractors must comply with the USDA COVID-19 Protocols (Appendix 2), as such contractors are required to wear a mask while on the property and follow on-site safety procedure including social distancing and hand washing. They are required to follow the Health monitoring guidelines for contractors including future updates.

SECTION 1

Services performed under this contract shall be subject to inspection and approval by the Contracting Officer’s Representative (COR).

A. HIGH CONTACT SURFACES (counters, sinks, water fountains, handrails, doors and doorknobs, restrooms, light switches and floors will be cleaned daily. EPA recommended disinfectants should be utilized against the COVID-19 virus on non-porous surfaces including floors

B. FLOOR MAINTENANCE:

· Corridors: Sweep tile floors daily and wet mop weekly. Buff floors once per month (notify location). Strip and wax annually (coordinate with location to schedule dates for buffing).

· Receiving room tile floors daily and wet mop weekly.

· Carpeted area shall be vacuumed twice weekly (T TH). Professional clean carpets with a carpet cleaner twice per year (late March and September; coordinate with location to schedule dates).

· Offices: sweep at least weekly and mop monthly. Buff twice per year (2nd and 4th quarter – coordinate with location to schedule dates).

· Sweep laboratories monthly or more if requested by owner. Wet mop with only water in laboratories once per month.

· Spot clean floors as needed between the sweeping and wet mop schedule.

· For all operations where floor mats, furniture and equipment must be moved, no chairs, wastepaper baskets, or other similar items shall be stacked on desks, tables, or windowsills. Upon completion of work, these items must be returned to its original position.

C. DUSTING

· Remove spider webs from corners in entry foyers and other rooms as needed checking at least weekly.

D. TRASH:

· Trash cans placed in the hall should be emptied into the dumpster provided by the Government and located in the pallet area. To promote social distancing employees have been requested to place their trash receptacle into the hallway before 6 PM with the bag closed.

· Lunchroom trash to be emptied every day.

E. WINDOWS AND GLASS:

· Main entrance doors and entrance glass cleaned weekly.

· Inside and outside of all windows to be done twice per year, in the spring and fall (coordinate with location to schedule dates) .

F. LAVORATORIES (5-total):

· Floors cleaned with approved odorless cleaner and EPA recommended disinfectants for use against the COVID-19 virus. Special attention shall be given to floors around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance throughout.

· Toilets and urinals cleaned daily.

· Countertops, sinks, and soap trays cleaned daily.

· Place soap, towels, toilet tissue and deodorant material in lavatories as needed.

· Remove spots on walls as needed by damp-wiping using multi-purpose (disinfectant-deodorizing) cleaners.

G. LUNCHROOM:

· Floors swept daily and mopped twice per week. Strip and wax annually (coordinate with location to schedule dates for buffing)

· Countertops and tabletops wiped off daily. Sink cleaned daily.

· Place paper towels in dispenser as needed.

· Trash emptied every day, as stated above.

H. FOUNTAINS

· All fountains cleaned daily using an EPA recommended disinfectant for use against the COVID-19 virus.

I. WORKROOM SIN K:

· Sink in Room A108 to be cleaned once per week.

SECTION 2:

GENERAL CONDITIONS:

· EPA recommended disinfectants for use against the COVID-19 virus on non-porous surfaces including floors. High contact surfaces (counters, sinks, water fountains, handrails, doors and doorknobs, restrooms, light switches and floors) will be cleaned daily.

· Worked will be performed after between 6 PM and 6 AM, or anytime weekends.

· Where services specified in the specifications are required less than once daily (i.e. once a week, twice a week, etc.) the COR will specify the day(s) on which the service will be performed.

· The Contractor shall furnish only qualified and competent work staff who are proficient in performing janitorial work. The Contractor shall be responsible for instructing their staff in appropriate safety measures.

· Payment will be made on a monthly basis in arrears, on total services rendered each month, on submission of invoices by the Contractor.

· For Subcontractors, we require work experience references. Notification of sub-contractor selection is required prior to contract approval.

Appendix 1.

Asbestos Notification

· This is official notification that the North Central Soil Conservation Research Laboratory contains Asbestos Containing Materials (ACM). Enclosed is a copy of our most recent survey ACM database which including the abatement status; our Asbestos Management Plan, and Asbestos OM Program. Also enclosed is a copy of the map highlighting those areas that have ACM. Briefly, ACM has been found in the following locations in the floor tiles, above the suspended ceiling- ventilation duct, by fume hood (RM 102) of buildings 1 and 8, which are include within your service contract. Guidance for the maintenance of Asbestos-Containing Floor Coverings begins on page 9 of the Asbestos OM Program.

· In compliance with OSHA regulations the NCSCRL’s Asbestos OM Program states that “within 60 days of hire, maintenance and custodial staff who may work in a building that contains ACBM must receive at least two hours of initial asbestos awareness training, with annual refresher training. Those members of the maintenance and custodial staff who conduct any activity that will disturb ACBM must receive an additional 14 hours of training.” Training and medical surveillance are the responsibility of the Contractor.

· Additional information on ACM can be found at these sites:

· Minnesota State and Local regulations;

· https://www.health.state.mn.us/communities/environment/asbestos/prof/notification.html

· EPA

· https://www.epa.gov/asbestos/asbestos-training

Appendix 2.

Guidance to Outside Contractor Staff and Visitors on Site Visits to North Central Soil Conservation Research Laboratory (NCSCRL) in Morris, MN Updated December 15, 2020 General All contractor staff and visitors must be pre-approved by the Research Leader for their site visit to the NCSCRL facility. The following is written guidance to instruct them on requirements for face coverings, health monitoring, and hand hygiene – cough etiquette during their visit to NCSCRL.

All contractor staff and visitors will need to enter through the front entrance and sign in using the logbook to account for occupants. If an evacuation is required (evacuations are announced through facility’s fire alarm system), contractor staff and visitors will exit building using appropriate exit path and report to the grass hill on the East side of the facility near the main driveway to the facility.

The lunchroom at the facility are currently closed for lunches, breaks and gatherings (vending machines should be available for use). Contractor staff and visitors should anticipate that their lunches will occur outside of the facility.

Social Distancing Requirements All contractor staff and visitors shall respect the limited use or occupancy of rooms, and other spaces at NCSCRL including the Swan Lake Research Farm to maintain social distancing requirements (6-ft distance between individuals always) to the maximum extent possible.

Face Coverings All contractor staff and visitors who are granted access to the NCSCRL facility will always be required to cover their mouth and nose with a mask or face covering. Disposable masks will be available at the entrance sanitizing station. The use of personal masks or face coverings will be permitted.

Please visit: https://www.cdc.gov/coronavirus/2019-ncov/downloads/cloth-face-covering.pdf However, masks with one-way valves are not permitted because they are not appropriate for minimizing spread of droplets. For guidance on the use and cleaning of cloth face masks, please visit https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/how-to-wash-cloth-face-coverings.html.

Disposal of Provided Facemask At the end of each workday, all contractor staff and visitors will take off their NCSCRL provided disposable face mask upon exiting the building and should discard it in a trash receptacle nearest the exit.

Health Monitoring Prescreening Contractors are expected to provide screening for their own employees and report this information to the Location contact and/or contracting officer’s representative daily.

Contractors should prescreen by measuring their temperature and answering the following questions prior to travelling to the worksite and entering the facility.

· Are you exhibiting symptoms of COVID-19?

· Do you have a fever over 100.0oF?

· Have you been in prolonged close contact* with someone known to be infected with COVID-19 or probable COVID-19?

· If they have COVID-19 symptoms or answer yes to any of the questions, they are denied entry to the facility. It is recommended that these individuals contact and follow the advice of their medical provider and notify their employer.

* CDC defines a close contact as, someone who was within 6 feet of an infected person for a cumulative total of 15 minutes or more over a 24-hour period starting from 2 days before illness onset (or, for asymptomatic patients, 2 days prior to test specimen collection.

Anyone who becomes sick or develops COVID-19 symptoms while at NCSCRL will leave the facility and should self-quarantine or seek medical attention. The sick individual should:

a. Notify their contact person at the NCSCRL and provide the requested health and tracing information (via telephone or non-contact method).

b. Avoid direct contact with anyone else at NCSCRL

c. Secure any ongoing work

d. Put on a mask if not already wearing one

e. Use the most direct exit route and limit exposing themselves to additional areas of the facility In circumstances when it is impossible or unsafe for a sick individual to leave NCSCRL immediately, they shall continue to isolate in place. They should:

a. If life threatening, call 9-1-1 followed by notifying their contact person at the facility or the location pandemic coordinator (320-287-0238).

Contract staff or visitors who become sick within the 48 hours after visiting NCSCRL will notify their contact person at NCSCRL or the Research Leader and will provide the following information:

a. Reporting any spaces that the sick individual occupied over the past 48 hours;

b. any equipment used in labs or offices or at the farm; and

c. any individuals that the sick individual had contact with over the past 48 hours.

Hand Hygiene and Cough Etiquette Contractor staff and visitors are encouraged to wash their hands with soap and water for at least 20 seconds or use an alcohol-based hand sanitizer that contains at least 60 percent alcohol:

· before and after work shifts or breaks

· before and after putting on, touching, or removing cloth face coverings

· after using the restroom

· before and after eating

· after coughing, sneezing, and using tissues

· after using shared equipment or tools

· before exiting the laboratory and before exiting the office

· apply hand sanitizer upon entry to the building.

Contractor staff and visitors are encouraged to review proper handwashing techniques at: https://www.cdc.gov/handwashing/when-how-handwashing.html

Workplace Hygiene and Cough Etiquette:

· Avoid touching your eyes, nose, or mouth.

· Cover mouth when coughing (if able) either by coughing into the inner elbow/upper sleeve or into a disposable tissue, which should be disposed into a no-touch trash receptacle.

Contractor staff and visitors are encouraged to review proper cough etiquette at: www.coughsafe.com/media.htmlYouTube.https://www.youtube.com/watch?v=sLXzw6j9JVw

Gloves are not to be substituted for hand hygiene (CDC); and wearing of gloves does not replace the need for frequent hand hygiene.

https://www.osfhealthcare.org/blog/wearing-gloves-is-no-substitute-for-proper-hand-hygiene/ https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/gloves.html