JFO COVID19 Cleaning Statement of Work dated 3-25-20.docx

Statement of Work (SOW)

DR-4399-FL

Joint Field Office (JFO) COVID-19 Cleaning and Disinfecting Services Dated: 3/26/2020

SCOPE: The Contractor shall furnish all labor, tools, equipment, materials, consumable items and supervision to perform cleaning and disinfecting services, in response to a COVID-19 event, at FEMA designated office facility @ 819 E 11th St Panama City FL DR-4399-FL and/or MHU Staging Yard, 3414 Orlando Road, Panama City Fl. 1000sq. ft (+-) , and/or MHU Staging 3689 Industrial Park Drive Marianna, Fl. 32488 1900sq. ft (+-), and/or any other office or logistics facility used in support of DR-4399-FL.

1. LOCATION OF WORK: The location of the facility to be serviced will be determined in accordance with the request for quote when establishing call orders. The total area to be serviced may vary from a nominal space greater than or equal to 21,900 sq. ft (+-) with office spaces and common areas may include carpeted floors, tiled floors, plywood floors, shelving, office desks, conference rooms, waiting areas, restrooms, breakrooms, kitchenettes, and trash receptacles.

2. PERFORMANCE OF WORK ON GOVERNMENT FACILITIES:

2.1 The Government will not be responsible in any way for damage occasioned by fire, theft, accidents or otherwise, to the contractor’s stored supplies, materials or equipment; the supplies, materials or equipment kept throughout the building; or the contractor’s employees’ personal belongings brought into the location.

2.2 Contractor shall notify the assigned Contracting Officer Representative (COR) of any inoperative water fixtures, lights, water closets, ext., damage to buildings; as well as any insect, rodent, or other vermin.

2.3 Damage to Finishes and Appurtenance: It shall be the responsibility of the contractor to rectify any damage caused to government property by the contractor’s employees during the course of this contract.

2.4 Contractor’s employees will not remain in the buildings longer than necessary to complete the job.

3. DESCRIPTION OF WORK TO BE PERFORMED:

3.1 Summary

These procedures are intended to be used when an individual with a suspected or confirmed case of COVID-19 has been in a FEMA-controlled facility. This document will be updated whenever new guidance is received from the Centers for Disease Control and Prevention (CDC) or associated health authority.

3.2 This scope should be used under the following circumstances:

a) The ill individual(s) have a confirmed or suspected case of coronavirus (COVID-19),

b) The ill individual(s) have recently traveled (within the past 14 days) to a location of known COVID-19 outbreak, or

c) The ill individual(s) have been in direct contact with someone infected with COVID-19.

3.3 The detailed cleaning and disinfection scope is based on current CDC guidance: Interim Recommendations for US Community Facilities with Suspected/Confirmed Coronavirus Disease 2019 located at: https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html. In the event of a conflict between the guidance provided in this SOW, and the most up to date guidelines provided by the CDC at their COVID-19 website, the CDC guidelines shall prevail.

3.4 Detailed Cleaning and Disinfection Scope

a) Any area(s) used by an ill individual(s) meeting the above criteria shall be emptied of occupants and closed for up to 24 hours.

b) The contractor performing the cleaning and disinfection shall:

c) Use only EPA-registered disinfectants for disinfecting solid surfaces (see list at https://www.epa.gov/sites/production/files/2020-03/documents/sars-cov-2-list_03-03-2020.pdf ),

d) Use disinfectants approved by EPA (see list at https://www.americanchemistry.com/Novel-Coronavirus-Fighting-Products-List.pdf ) and any associated manufacturers guidance for porous surfaces (e.g., rugs, partitions),

e) Use cleaning agents or detergents appropriate for office furnishings and surfaces.

f) The contractor shall submit the proposed list of cleaners and disinfectants to GSA for review prior to use.

g) The contractor shall use the cleaners and disinfectants according to the manufacturer’s recommendations.

h) Prior to entering the area, the contractor shall don appropriate personal protective equipment (PPE) required for the specific cleaners and disinfectants used. Contractor may need to wear additional PPE such as safety glasses, depending on how the disinfectant is used. At minimum, the contractor shall wear non-fabric disposable gloves (e.g., latex, nitrile) and disposable suits or gowns (e.g., tyvek).

i) Following the closure period, the contractor shall open any available windows and doors to ensure adequate ventilation throughout the cleaning and disinfection period.

j) Contractor shall proceed through the area and clean surfaces with detergent or soap and water cleaner.

k) Following cleaning, the contractor shall disinfect by wiping in one direction solid surfaces including, but not necessarily limited to: handrails, door knobs and push plates, desk or work surfaces, keypad, computer mice, light switches, elevator buttons, bathroom sinks, toilet and paper dispensers, kitchenette countertops, water cooler controls.

l) Contractor shall clean/disinfect all high contact porous surfaces such as carpets, and partitions with either appropriate cleaners indicated for use by the manufacturers, or with a disinfectant from the EPA list for emerging viral disease (see list at https://www.americanchemistry.com/Novel-Coronavirus-Fighting-Products-List.pdf ).

m) Contractor shall let all disinfectants remain on surfaces until air dry.

n) When cleaning and disinfecting of the area is complete, the contractor shall remove and dispose of gloves, gowns (suits) and other PPE being careful not to contaminate the wearer or office surfaces. All used PPE and cleaning materials shall be disposed of in a sealed, plastic, disposal bag.

4. FACILITY ACCESS: The contractor shall be allowed access to the locations during non-normal working hours if required to performed contracted services

5. SAFETY: The Contractor shall be responsible for instructing contractor employees in OSHA safety measures. The contractor shall not permit the placement or use of mops, brooms or other implements to create safety hazards and shall provide appropriate warning signs for slippery floor areas caused by cleaning or waxing operations.

6. ENVIRONMENTAL CONSIDERATIONS: Cleaning solutions shall be used in strict conformance with the product’s Environmental Protection Agency (EPA) and State of New York requirements. All manufactures’ instructions and recommendations for the use of cleaning solutions shall be strictly followed. In addition, the contractor shall comply with all federal, state, or local laws and regulations concerning the, use, storage, and disposal of hazardous materials.

7. CONTRACTOR SUPERVISION: The contractor shall provide supervision of contractor employees to assure compliance and satisfactory performance. The contractor or its representative will be available to meet with FEMA personnel within 4 hours of notification if necessary. During working hours, this representative shall be available to receive complaints and directions via telephone or fax.

7.1 Interference with Business: The work shall be carried on in such a manner that there will be minimal interruption to, or interference with the proper execution of Government business. All persons employed in the work, while on the premises, shall comply with all building regulations. FEMA personnel will not cause unnecessary delays (during janitorial cleaning) when offices or office areas need cleaning. Contact the COR if there are problems.

7.2 It is anticipated that any office buildings affected by a COVID-19 event as described in paragraph 3.2 will be closed in accordance with CDC-guidelines. However, Government business may still take place in other AD Harris facility buildings or outside of office spaces at FEMA logistics facilities.

8. INSPECTION BY THE GOVERNMENT: Inspection of the contractor’s work will be made by the COR or designated task monitor. The COR or task monitor has authority to point out corrective measures, but does not have authority to alter the terms or conditions of the contract. All discrepancies pointed out will be corrected immediately. No payment shall be made for services that are not performed in accordance with the specifications.

9. CLEANUP: Keep all supplies, equipment and machines clear of traffic lanes, other areas where they might be hazardous. Dispose of cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition or store outside the buildings in tight containers. After completing the work, dispose of all dirt and debris daily resulting from work under this contract. Place debris in dumpster located at the site.

10. INVOICES: The contractor shall submit a monthly invoice to the address in the contract.

11. OTHER CONTRACTS: The Government may undertake or award other contracts for additional work, such as painting and building and equipment repair. The contractor shall fully cooperate with such other contractors and government employees and carefully fit his own work to such additional work as may be directed by the Contracting Officer. The contractor shall not commit or permit any act which will interfere with the performance of work by any other contractor, or by government employees.

12. LOST AND FOUND: It is the responsibility of the Contractor to ensure that all articles of possible personal or monetary value found by the Contractor’s employees are turned in to the (COR) or Security.

13. SUPPLIES AND EQUIPMENT: The contractor shall provide all labor, equipment and supplies for the accomplishment of all janitorial work.

14. ADDITIONAL SECURITY REQUIREMENTS: The following requirements are for personnel who require regular, recurring access to FEMA facilities. At this time, it is not anticipated that performance under this contract will require regular and/or recurring access to FEMA facilities. However, in the even that recurring access is required, the following requirements will need to be met before access is granted:

All personnel require access to information up to the sensitive but unclassified, for official use only (FOUO) levels. Contractor must ensure contractor employees’ receive a favorably adjudicated public trust suitability prior to entry on duty (EOD). All individuals will be U.S. citizens. The contractor shall follow the standards established within DHS and FEMA policy.

14.1 Unauthorized Disclosure of Classified or Unclassified Information: Contractors and Subcontractors who are working on this contract shall receive Unauthorized Disclosure of Classified or Unclassified Information training. Access to the training can be obtained at: https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

14.2 OPSEC Training: Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness Brief. Access to the briefing can be obtained at http://cdsetrain.dtic.mil/opsec. Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

14.3 Insider Threat Training: Insider Threat training for Contractors can be found at: http://cdsetrain.dtic.mil/itawareness/index.htm. Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

14.4 For Official Use Only (FOUO) Information: In accordance with DHS Management Directive 11042.1 contractors, consultants and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and non-governmental activities.

The contractor will:

1. Be aware of and comply with the safeguarding requirements for “For Official Use Only” (FOUO) information as outlined in this directive.

2. Participate in formal classroom or computer-based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information.

3. Be aware that divulging information without proper authority could result in administrative or disciplinary action.

Contractors and Consultants shall execute a DHS Form 11000-6, Sensitive but Unclassified Information Non Disclosure Agreement (NDA), as a condition of access to such information. Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will be granted, may be requested to execute an NDA as determined by the applicable program manager. Execution of the NDA shall be effective upon date of the DHS Policy and not applied retroactively.

14.5 Unauthorized Disclosure of Classified or Unclassified Information: Contractors and Subcontractors who are working on this contract shall receive the Unauthorized Disclosure of Classified or Unclassified Information training. Access to the training can be obtained at: https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm. Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

15. CONTRACTING OFFICER REPRESENTATIVE (COR) AND/OR TASK MONITOR:

The Contracting Officer Representative (COR) and/or Task Monitor (TM) are government employees assigned to assist the Contracting Officer (CO) in ensuring contractor performance of services in accordance with the terms and conditions of this contract. The tasks of the COR and TM include:

Notifying the Contracting Officer (CO) as to the timeliness of performance by the vendor employees in accordance with the terms and conditions of this contract

Performing random surveillance of the vendor employees while they are at the facility

Ensuring compliance with contract requirements insofar as the locations and facilities to be serviced

Advising the CO of nonperformance or unsatisfactory performance issues

The COR and/or TM shall act as the onsite government representative but will not have the authority to direct the contractor or authorize any verbal or written changes to the terms and conditions of the contract. The Contracting Officer shall maintain this authority.

The Contracting Officer Representative (COR) and/or Task Monitor (TM) assigned to this contract are: To be determined prior to award.