C1-StatementOfWork_Janitorial.pdf

Janitorial Service Statement of Work Malta, MT

Malta Janitorial 2015 Page1/9

1. DESCRIPTION OF WORK: The Contractor shall provide management, supervision, labor, supplies, materials, equipment and tools, except for specified Government-furnished property, required to effectively, efficiently, and satisfactorily perform the janitorial services specified herein.

2. LOCATION OF WORK: BLM, Malta Field Office Facility, located at 501 S 2nd St. East in Malta, Montana. The work area complex consists of: 1) the 5,000 square foot main office building; 2) the lawn/shrub and sidewalk areas; 3) the non-public restroom facilities located in the warehouse (toilet, shower, sink, 65ft2) ; and, 4) the fenced and paved warehouse yard area(fenced area 32770ft2, paved area 61600ft2).

3. WORK WEEK AND WORK SHIFT: The various phases of cleaning and janitorial work shall, at a minimum, be carried out to meet the standards set forth in Section 23 – Custodial Services Requirements. The policing of corridors, lobbies, and restrooms, servicing of restrooms, washing of exterior windows, lawn mowing, and weed spraying may be carried out at any hour, but interference with Government business shall be avoided.

Other services are to be performed after 4:30 p.m. and before 7 a.m. The main office building will be occupied by 10 to 15 employees through out the work week. Work hours for the main office building and warehouse are from 7 a.m. to 4:30 p.m., Monday through Friday, except Federal holidays: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

4. SCHEDULING OF OPERATIONS: The Contractor shall schedule all cleaning operations and exterior work so as not to interfere with normal working conditions of the building occupants per an approved plan prior to start.

5. CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

a. SCOPE: The Contractor shall be required to furnish all labor, supplies, tools, and equipment to complete the work described in this contract.

b. SUPPLIES: The following items shall be furnished by the Contractor: cleaning supplies, disinfectants, deodorizers, paper towels, toilet paper, trash bag liners, liquid soap, incandescent light bulbs, florescent light tubes, lawn fertilizer, and weed spray. The use of “green” or environmentally safe products is required (see attached list of required products). The government has the right to approve or reject any supply item with a request for a substitute.

c. EQUIPMENT: All necessary equipment, including power-driven scrubbing, buffing and polishing machines, vacuum cleaners, lawn mower, power rakes, snow removal and weed removal equipment, air compressor, etc., shall be of the type and size customarily used in high quality work of this kind.

Equipment shall be configured to contain or otherwise restrict airborne irritants so that they go un-noticed. All equipment shall be furnished and maintained by the Contractor at his expense and shall meet the approval of the COR.

d. HAZARDOUS MATERIALS: Contractor shall keep MSDS or SDS posted by the stored cleaning supplies or any chemical weed spray and is responsible to inform his/her employees. All chemicals are to be stored in their original container or in compatible containers clearly marked as to what the chemical is and its hazards and their remedy.

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6. GOVERNMENT-FURNISHED ITEMS:

a. SUPPLIES: The Government will furnish the following supplies: dumpsters, water hose and sprinkler for boulevard lawn, and an automatic sprinkler system for the remaining lawn area.

b. UTILITIES: Reasonable amounts of electricity and water will be made available for use by the

Contractor, as provided in the facility.

c. KEYS: Keys and/or lock combinations to access the facilities will be provided by the Government. The

Contractor shall sign a receipt of keys issued, and be responsible for their return at the end of the contract. The Contractor shall notify the Contracting Officer immediately if any key(s) are lost or stolen.

The Government may, at the Government’s option, hold the Contractor liable for all costs associated with replacing lost keys, including the cost of re-keying or changing the locks affected, to include master keys and re-keying entire facilities.

d. STORAGE AREAS AND JANITORIAL CLOSETS: The Contractor shall share existing storage areas and janitor closets with building occupants. All Contractor stored materials, supplies, and equipment shall be conspicuously identified with the Contractor’s markings to indicate ownership and shall be stored in containers appropriate for the substance being stored. The Government shall not be responsible in any way for damage or theft of Contractor stored supplies and equipment, or the Contractor’s employees’ belongings brought into the buildings.

6. DEFINITIONS:

Contracting Officer Representative: The BLM will designate a qualified Contracting Officer Representative (COR) to assist the Contracting Officer (CO). They will serve as the primary contact for this contract and perform the majority of inspections.

Project Inspector: A Project Inspector (PI) may assist the COR. They serve as the contact in the COR’s absence and may perform inspections.

Project Representative or PR: A general term referring to both the COR and the PI.

Clean: Clean, cleaning, or cleanup, as used in this contract, is the removal of any foreign material or matter, including but not limited to, candy and gum spots; dirt, mud or dust, scuff marks; oil or grease spots; and pencil, pen, or crayon marks in order to leave the surface free from dirt or impurities, unsoiled and unstained.

Policing: Policing, as used in this contract, is the preservation of acceptable conditions as described herein. It involves a conscientious visual inspection followed by subsequent cleaning or servicing as needed.

7. PERSONNEL QUALIFICATIONS AND SECURITY REQUIREMENTS: The Contractor shall employ qualified personnel with janitorial experience. Entry level staff shall accompany experienced employees to assure quality results. ALL employees having unescorted access to a Federal facility must pass a background check per HSPD-12 as described in the attachment “Contractor Personnel Security and Suitability Requirements.”

The COR is to be contacted as employees are replaced. Employee contact information shall be updated as changes occur.

8. CONTRACTOR LIAISON: The Contractor or the designated representative shall contact the COR at least once a month to discuss the conduct of the work and alleviate any minor misunderstandings that may arise during the performance of the work, and be available to take immediate action to have deficiencies corrected, if required, that may be called to their attention.

9. SUPERVISION: The Contractor shall have a Project Supervisor on duty during any and all operations under this contract. They shall be able to read and speak English. This person shall be identified (name and telephone number) at the onset of the contract and as changes are made.

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10. SAFETY: The Contractor shall use all necessary precautions for the control and safety of the Contractor personnel physically working on this contract. All employees that work with pesticides or hazardous chemicals shall be certified for their use.

11. FIRE PROTECTION AND PREVENTION: Prior to commencing work, the Contractor shall be acquainted with the location of the fire protection equipment, to assure that such equipment is available. The Contractor shall take necessary action to assure that all flammable materials, all cloths and cotton waste that might constitute a fire hazard are placed in metal containers and removed from the buildings at the end of each day. No flammables shall be stored in the buildings overnight.

12. SECURITY OF BUILDINGS: The Contractor shall be responsible for checking and securing the buildings being cleaned by the Contractor’s personnel. Responsibility includes checking and locking exterior doors, closing and securing any open windows, closing all window blinds, turning off designated lights, and checking the gate locks.

13. PROTECTION AND DAMAGE: The Contractor shall, without additional expense to the Government, be responsible for all damage to persons and property that occurs as a result of his negligence in connection with the performance of work under this contract, and shall be responsible for the proper care and caution of all work performed. Breakage or loss of office equipment or other property, including that of a Government employee, which may occur in or about a building as a result of the Contractor’s operations, or of the actions of his agents, subcontractors, or employees, shall be repaired or replaced by the Contractor at his expense.

14. REPORTING: The Contractor shall require each employee to IMMEDIATELY report fires by calling 911 and the COR. Other emergencies such as a broken pipe or break-in shall be reported to the COR immediately.

Items in need of repair such as leaky faucets, broken toilet seats, etc., shall be reported in writing to the COR at the end of each shift. Government furnished items in need of repair shall be reported in writing to the COR at the end of each shift. Adequate time will be allowed to repair or replace them. If the cleaning staff is unable to access the facility for any reason for a scheduled cleaning, the COR is to be contacted by noon the following work day. Contact information – in priority order of who to contact in the event the COR is unavailable – will be provided prior to the contract start date. This list will be updated as changes are made.

15. LOST AND FOUND: The Contractor shall give all articles found to the COR.

16. FURNITURE: The Contractor shall ensure that all furniture, waste baskets, office equipment, etc. are returned to their original position and location after cleaning each room.

17. UTILITY CONSERVATION: The Contractor shall ensure that water, lights and other electrical consumption precludes the waste of those utilities. Lights shall be on only in areas where and when work is actually being performed and water faucets or valves shall be turned off after the required use has been accomplished.

18. CONTRACT BOUNDARY AND FLOOR PLAN: The attached Contract Limits Map and the Main Office Floor

Plan indicate the general area that is to be serviced, and provides a general indication of the scope of work to be performed. They do not necessarily depict the specific square feet of area to be cleaned or serviced.

19. CONDUCT OF WORK: All persons employed by the Contractor shall either be experienced in this type of work or shall work with an experienced person. Conduct of work shall indicate deliberate effort to produce first quality results. Hasty or careless work is not acceptable. The Contracting Officer may require, in writing, that the Contractor remove from the work site any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable.

a. This is a performance-based service contract where the requirements are written with results in mind.

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The contractor is to meet or exceed the standards set forth in Section 23 – Custodial Services Requirements.

b. Examples of unacceptable work: Dirt in corners; mop splashes on baseboards and walls; dust build-up on surfaces including window sills and base boards; wax build-up on floor perimeter; dirt, debris, etc.

under waste baskets, garbage cans and chairs; accumulated filth in cracks, joints, stair treads, etc.; failure to remove trash such as cups, paper clips, staples from floor; failure to clean mop sinks after use; mop strings on floor; mopping or sweeping tracks on floors; failure to lock doors and turn off lights when leaving the buildings; failure to concentrate on high use areas; failure to remove snow and ice from walkways; failure to keep lawn and shrubs in a healthy condition and neat appearance; failure to control weeds; and other manifestations of lack of concern or capability of producing first quality work.

c. Repetitive notices of failure to perform shall be considered evidence of noncompliance of the contract and shall be grounds for removal of Contractor Personnel or termination of the contract.

21. QUALITY ASSURANCE SURVELLIENCE PLAN (worksheet): This contract is a performance-based contract where the monthly payment is dependent on the satisfactory completion of all work requirements. If work requirements are unsatisfactory or not completed then a percentage of the monthly payment may be withheld.

A worksheet has been developed for each area covered by this contract with each area evaluated separately.

The plan is divided into two parts:

a. An informational section that identifies the work requirements (with reference to Section 23 – Custodial

Services Requirements); a frequency schedule in which each required service is to be policed or performed; and, a percentage of pay breakdown.

b. An evaluation section that will be used for each inspection to record the satisfactory or unsatisfactory completion of each requirement. This form will also be used to summarize the results of those inspections (if two or more inspections are conducted) on a monthly basis and to recommend deductions if necessary.

22. EVALUATION PROCESS

Inspections will be performed by a qualified COR or a representative in their absence.

a. Number of Inspections: The normal level of inspections (five inspections per month) will be used at the start of the contract. The minimum level of inspections (one inspection per month) may be used at the COR’s discretion.

b. Unscheduled Inspections. If defective conditions are discovered between inspections, a separate worksheet will be used to record the finding noting that it is an unscheduled inspection. This information may be included in the monthly Analysis of Results if a trend in defects is detected.

c. Sample Size: 100% of all work requirements will be inspected using a variety of sampling procedures.

d. Sampling Procedures: Visual observations, random sampling, spot checking, customer feedback or other commercially accepted inspection methods will be used to insure compliance with the quality standards.

e. Evaluation Procedures: Each area under contract will be inspected separately and a worksheet will be completed for each area.

f. Analysis of Results: At the end of the month, inspections will be summarized on a Monthly Payment Analysis Form for each area. As necessary, payment deductions will be calculated and forwarded to the CO for consideration.

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23. CUSTODIAL SERVICES REQUIREMENTS: The Contractor shall provide the custodial services described herein.

BASIC SERVICES: Basic services shall be performed at the locations and frequencies shown in the Quality Assurance Surveillance Plan and shall consist of the services listed for the specified areas. No chemical or cleaning compound shall be used that will damage the item being cleaned or surrounding items. Objects moved while performing basic services shall be returned to their original position and location. Performance requirements for these services include the following:

A. GENERAL OFFICE SPACE CLEANING / SERVICING

(1) CARPETED FLOORS AND MATS - GENERAL: At the beginning of each work day, the carpeted floors and carpet type, rubber or polyester entrance mats shall be free of litter, soil, stains, and embedded foreign matter and grit. Chairs and trash receptacles shall be moved to clean underneath. Entrance mats shall be lifted to remove soil and moisture underneath and shall then be returned to their normal location.

(2) CARPETED FLOORS – DEEP CLEAN: Once a year, preferably late spring, compatible professional grade solutions and equipment shall be used according to manufacturer specifications to thoroughly clean all carpeted floors. All moveable objects, such as chairs, boxes, wastebaskets, etc. shall be moved to ensure broad spectrum cleaning. A thoroughly clean floor shall be free of litter, soil, stains, embedded foreign matter and grit and have a like new appearance.

(3) MATS: On a monthly basis, all loose entrance mats shall be given a thorough cleaning so that they are free of soil, stains, and embedded foreign matter and grit.

(4) NON-CARPETED FLOORS AND CHAIR MATS: At the beginning of each work day, non-carpeted floors and chair mats shall be free of dirt, debris and encrustations and have a uniform appearance with no streaks, swirl marks, or detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area.

(5) FURNITURE, FIXTURES, ETC.: At the beginning of each work week, desks, tables, filing and storage cabinets, glass display cases, customer counter, partitions, chairs, fixtures, and doors shall be free of dust, dirt, cobwebs, spots, and encrustations. Working papers shall not be disturbed. When dusting horizontal and vertical surfaces of computer equipment, do not dust any controls or computer screens. The cleaning process shall be safe and harmless to the surfaces cleaned and shall not adversely affect appearance or durability.

(6) WALLS AND CEILINGS: On a monthly basis, walls, base boards, door framing, and ceilings shall be policed so that they are free of dust, cobwebs, spots, and encrustations.

(7) VERTICLE AND VENETIAN BLINDS: Once a year, all blinds shall be dusted or otherwise cleaned so that they are free of all insects, dirt, spots, and lint.

(8) CONVECTORS: Twice a year, convectors, including ventilation registers and bathroom fans shall be cleaned so that they are free of all dirt, dust, and lint.

(9) LIGHT FIXTURES: Twice a year, interior and exterior incandescent light fixtures with glass globes, fluorescent lenses, and fluorescent tubes shall be cleaned so that they are free of all dirt, dust, insects, and smears.

(10) LIGHTS: At the beginning of the work week and daily throughout the workweek, all fluorescent office lighting and interior and exterior incandescent lighting shall be in working order.

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(11) WINDOWS: Twice a year, glass panes shall be cleaned so that they are free of any streaks, lint, or otherwise unwashed areas of glass. This includes all interior and exterior windows, including storm windows.

The cleaning solution shall not be spilled on sills, sashes, floor or furnishings. Window screens, trim molding and sills shall be cleaned so they are free of all dirt, dust, stains, and lint.

(12) GLASS DOORS (main office only): At the beginning of each work week and daily through out the work week as necessary, the glass doors at the East and West entrances of the building shall be cleaned both inside and out so that they are free of any streaks, lint, or otherwise unwashed areas of glass.

(13) TRASH REMOVAL: At the beginning of each work day, the facility shall be free of obvious garbage and the waste baskets shall be free of dirt, spots, debris, and other encrustations. Receptacle plastic liners shall be unsoiled and free from holes. All boxes, cans, papers, etc., placed near a trash receptacle and marked “TRASH” or similar shall have been removed. Both the interiors and exteriors of wastebaskets and garbage containers shall be free of debris, encrustations and wet spots. In addition, restrooms, conference room and food service area garbage containers shall be disinfected. The Contractor shall police any spillage of trash, debris, refuse, etc., which is a result of this operation.

B. RESTROOMS / SHOWER FACILITIES

No chemicals, materials, or combination of chemicals or materials shall be used that will damage walls, floors, or fixtures in the process of cleaning. Cloth or any other linen material or paper towels used for cleaning purposes shall not be disposed of by flushing down the toilet.

There are 2 restroom located in the main office building and 1 additional restroom located in the warehouse.

The restroom in the warehouse is 65 ft2 and contains a toilet, sink, shower, and water heater.

(1) DESCALE TOILET BOWLS AND URINALS: At the beginning of each work day, toilet bowls and urinals shall be disinfected and free of scale, scum, mineral deposits, rust stains, streaks, other stains, and all foreign matter. Deodorant blocks for urinals and deodorizers for tanks shall be in place.

(2) TOILET STALLS (ENCLOSURES), HANDRAILS AND TOILET PAPER HOLDERS: At the beginning of each work day, all surfaces shall be disinfected and free of watermarks, scum, mold, and any other foreign material.

(3) SINK AREA: At the beginning of each work day, all porcelain, metal and chrome fixtures, wash basins, backsplashes, countertops, paper towel holders, exposed piping and mirrors shall be disinfected and be clean and bright; there shall be no dust, spots, stains, rust, mold, encrustations or excess moisture.

(4) SHOWER STALL: At the beginning of each work day, all surfaces shall be free of watermarks, body or soap film, scum, mold, and any other foreign material.

(5) FLOORS: At the beginning of each work day, floors shall be free of soil, debris, scum, mold, or encrustations and shall have a uniform appearance with no streaks, swirl marks, detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. Trash receptacles and other moveable objects shall be moved when necessary to clean underneath.

Floor drains shall be maintained free from dirt, rust or encrustations.

(6) STRIP AND SEAL VINYL FLOOR (Main Office Only): On a monthly basis, vinyl floors shall be made free of scuff marks, scratches, stains and encrustations by using a stripping and sealing process. Stripping shall be defined as the complete removal, without damage to the floor surface or sub-floor, of all finish and/or sealer from all visible floor surfaces and from those floor surfaces that can be exposed by the removal of non-fixed furnishings. The stripping chemical(s) used shall be used according to the manufacturer’s instructions for the type of finish and/or sealer being stripped. Application of the new floor finish seal shall be in accordance with the manufacturer’s application instructions for the product and type of floor material. After the finish has dried, the gloss shall be uniform and no streaks, swirls, etc., shall be visible. No stripping solution or finish shall

Page 7/9 remain on baseboards, doors, or other non-floor surfaces. All floor finishes and sealers applied under this contract shall meet or exceed ASTM Standard D2047 for slip resistance or by UL rated as to slip resistance.

(7) WALLS AND CEILINGS: On a monthly basis, walls and ceilings shall be policed so that they are free of dust, cobwebs, spots, stains, water streaks, and encrustations.

(8) TRASH REMOVAL: See Section 23.a(13). In addition, at the beginning of each workday, sanitary napkin receptacles shall be disinfected and have a new liner in place.

(9) SERVICING: Throughout the workday, paper towels, toilet tissue, and hand soap shall be available.

c. BREAKROOM / KITCHENETTE / WATER FOUNTAINS

(1) WASH BASINS AND SINKS: See Section 23.b(3)

(2) TABLES, COUNTERTOPS AND CABINETS: At the beginning of each work day, tables, countertops, cabinets, and counter top appliances shall be free of streaks, stains, spots, smudges, and other encrustations.

(3) FLOORS: See Section 23.a(1).

(4) TRASH REMOVAL: See Section 23.a(13).

(5) DRINKING FOUNTAINS: At the beginning of each workday, the entire drinking fountain shall be disinfected and free from streaks, stains, spots, smudges, scale, and other obvious removable materials.

(6) SERVICING: Throughout the workday, paper towels shall be available.

d. JANITORIAL CLOSET / FURNACE STORAGE ROOM

(1) FLOOR: At the beginning of each workday, the floor shall be free of debris and encrustations.

(2) WASHBASIN: At the beginning of each workday, the washbasin shall be free of debris and encrustations.

(3) DOOR: At the beginning of each work day, the inside and outside of the door shall be free of smudges, water spots, scuff marks, etc.

(4) CLEANUP: All cleaning materials and equipment must be removed upon completion of work in order to prevent hazards. Rags, brushes, mops, and other combustible materials used in cleaning that contain or retain a residue of animal, vegetable, or mineral oils are considered to be subject to spontaneous combustion and must be properly disposed of outside the buildings. The contractor shall not store pesticides on government property.

e. EXTERIOR LAWN CARE / SHRUBBERY CARE / WEED CONTROL / SNOW REMOVAL

(1) LAWN CARE: During the growing season the lawn is to be a healthy height no taller than 3 inches.

Remove and dispose of all grass clippings after each mowing legally and off site. Once a year, power rake the lawn area. Furnish and apply lawn weed control fertilizer twice a year. Water the boulevard lawn at least twice weekly or as necessary to keep the lawn green and free of brown areas throughout the growing season.

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(2) SHRUBBERY CARE: Water at least twice weekly all trees, and shrubbery. Trim back all shrubbery that has grown onto the sidewalk area or against the office building. Remove all new shoots that sprout at the base of the shrubs and trees.

(3) SNOW REMOVAL: During the winter season all sidewalk areas, entrance landings, and access ramps shall be kept free of all snow and ice. Snow shall be cleared before 7 a.m., 11:30 a.m., and 4 p.m. when accumulations are more than two inches and shall be scraped clean after the storm has ended. Snow must still be removed before 7:00 a.m. and after the storm has ended if the total accumulation is less than two inches.

(4) LEAF REMOVAL: During the fall season all leaves shall be gathered up and properly disposed of according to the regulations set by the City of Malta. Leaves should be removed from the premises the same day that they are gathered.

(5) WEED CONTROL: Throughout the growing season all weeds must be either pulled or have herbices applied to them on two separate occasions. Any additional weed growth will be controlled by mowing, weed eating, or by removal. Weeds should not exceed 3 inches in length. Control weeds throughout the entire exterior complex including the lawn areas, warehouse yard area, parking lot, sidewalks, fence line, and the areas between the fence and the street curb.

(6) YARD IRRIGATION: In addition to the boulevard lawn, the main lawn for the field office has an automatic sprinkler system. Care and Maintenance of the automatic sprinkler system is included in this contract. The work consists of;

A. Turn water on in the spring after danger of freezing is past (April 1) B. Repair broken sprinkler heads as needed.

C. Turn water off in fall. (October 1) D. Remove all water from the sprinkler lines (Blow out the sprinklers). The contractor must supply his own compressor. (October 1) E. Store hoses and watering devices away for winter.