NIHFacMainSOW2023F.docx

NIH F Facilities Maintenance Services Solicitation: 75N98024R00015 2

January 31, 2024

STATEMENT OF WORK

Article 1 Background

1.1 The National Institutes of Health (NIH) has responsibility for conducting, supporting, and promoting biomedical research. NIH seeks to improve the health of American people through increasing the understanding of processes underlying human health, disability, and disease. The NIH supports biomedical and behavioral research domestically and abroad. Furthermore, NIH conducts research in-house in laboratories, primarily in the Bethesda-Rockville, Maryland area and works to distribute medical knowledge to the public.

1.2 The main NIH campus is located in Bethesda, Maryland, an urban area approximately ten miles north of Washington, D.C.

1.3 The NIH Poolesville site is located in Poolesville Maryland in a rural area approximately twenty-eight miles from the Bethesda Campus

Article 2 Purpose and Objective

2.1 The main purpose and objective of this contract is to obtain the best quality facility maintenance services at flexible pricing, provide NIH building occupants optional levels of cleanliness, function, safety and allow for increases/decreases in the square footage and services to be provided under the contract based on budgetary resources.

Article 3 Contractor Performance Requirements

3.1 The Contractor shall provide all labor, equipment, tools, supplies, consumables, supervision, management, and other resources necessary to provide all custodial, light maintenance and related services described herein. All cleanable space is categorized into five room groups – Public, Staff, Health, Support and Exterior. Described below are the rooms that are typically contained in each of the five room groups.

1 Public Corridors, elevators, lobbies, and stairwells.

2 Staff Classrooms, computer rooms, corridors in office areas, cubicles, Credit Union, executive offices, file rooms, general offices, laboratories, lounges, mail rooms, vending rooms, recreation rooms, and waiting areas.

3 Health Cafeterias, day care centers, fitness centers, kitchenettes, locker rooms, restrooms, dining rooms, and health unit.

4 Support Dark rooms, docks, janitor closets, shops, storage, tunnel, warehouse, workrooms, catwalks, and light industrial areas.

5 Exterior Patios and outside entrances within 5’ of points of access Parking Garages and Stair Towers

3.2 The detailed workload requirements associated with each room group are contained the following three attachments:

a. Attachment 2 - Room Group Summary

b. Attachment 3 - NIH Site Statistics - Building/Room Group

c. Attachment 4 – NIH Site Statistics – Detailed Cleanable Space

d. Attachment 5 – Leased Space Site Summary

3.3 The detailed description of each building is contained in Attachment 5, Building Information. Included in the detailed description are specific scheduling and cleaning requirements for each building.

3.4 The performance levels/acceptable quality levels describe cleaning levels for all space identified in paragraph 3.2 and other service requirements within the scope of work.

a. NIH 3x5 Matrix - Performance Levels: The guiding concept for the achievement of flexible pricing is as follows:

(i) Space in existing and any future buildings has been categorized into five room groups – public, staff, health, support and exterior.

(ii) Three performance levels with corresponding acceptable quality levels have been identified for each group – very good, good, and fair.

(iii) This concept will be herein referred to as the NIH 3x5 Matrix.

Table 3.4.a - NIH 3x5 Matrix - Performance Levels

Room Groups

Very Good

Good

Fair

(1) Public

90 - 99%

80 - 89%

70 - 79%

(2) Staff

(3) Health

(4) Support

(5) Exterior

3.5 Performance Level Determination.

a. Actual performance will be determined by a third-party quality assurance contractor or Government Quality Assurance Specialists. However, the Contracting Officer Representative (COR) reserves the right to act as quality assurance in unforeseen circumstances.

b. Inspection will be performed randomly throughout any given month for all buildings.

c. An average score for each building with its associated room groups will be determined for measurement against the defined performance level for each building.

d. The performance level will be a percentage based on how many samples deviate from:

· No trash in waste containers.

· No litter on any surface.

· No dust on any surface.

· No spots or streaks on any surface.

· Corners and edges will be clean and free from any dirt or build up.

· The floor, other than carpet, will have a visible gloss or shine.

· There will be no loose fibers or dust buildup on carpets.

· Cardboard boxes are broken down, are not be visible in hallways and placed on the loading dock in the designated location.

· Restroom supplies will be fully stocked.

· Restrooms will be cleaned by 9:00 a.m.

e. Performance Level Descriptions.

(i) Very Good: The following conditions are likely to be evident at the “very good” level of cleaning:

· Waste containers are empty of trash and litter.

· Little if any litter will be seen on any surface such as floors, etc.

· Very little dust will be seen on any surfaces 10’ and below to include supply and exhaust air distribution devices.

· Very few spots or streak marks will be visible on any surface.

· Corners and edges will reflect few detailing problems.

· There will be adequate gloss or shine on floor and polishable surfaces.

· Carpeted floors and furniture will exhibit few loose fibers, litter, or dust buildup problems.

· Paper and soap products shall be available at all times for each sink and toilet stall, including weekends (100%).

· Customer complaints will be 5 or less per month for buildings/room groups at this performance level.

· No cardboard will be visible in corridors.

In general, this level of performance will deliver a near defect-free environment. At any given time 90 - 99 percent of all items or surfaces to be cleaned shall be free of any of the conditions described above.

(ii) Good: The following conditions are likely to be evident at the “good” level of cleaning:

· Waste containers are almost empty of trash and litter (no more than 15% of capacity).

· Occasional litter may be seen on any surface such as floors, etc.

· Occasional limited dust will be seen on any surfaces 10’ and below to include supply and exhaust air distribution devices

· Some spots or streak marks will be visible on any surface.

· Corners and edges will reflect occasional detailing problems.

· There shall be adequate gloss or shine on floor and polishable surfaces.

· Carpeted floors and furniture will exhibit occasional loose fibers, litter or dust buildup problems.

· Paper and soap products will be available almost all of the time for each sink and toilet stall, including weekends (90%).

· Customer complaints will be 10 or less per month for buildings/room groups at this performance level.

· Very little cardboard will be visible in corridors.

In general, this level of performance will deliver a reasonably defect-free environment. At any given time 80 to 89 percent of all items or surfaces to be cleaned shall be free of any of the conditions described above.

(iii) Fair: The following conditions are likely to be evident at the “fair” level of cleaning:

· Waste containers are almost empty of trash and litter (no more than 25% of capacity).

· Litter may be seen on any surface such as floors, etc.

· Dust will be seen on any surfaces 10’ and below to include supply and exhaust air distribution devices

· Spots or streak marks will be visible on some surface.

· Corners and edges will reflect some detailing problems.

· There will be little gloss or shine on floor and polishable surfaces.

· Carpeted floors and furniture will exhibit occasional loose fibers, litter or dust buildup problems.

· Some buildup or neglect problems will be evident on many surfaces.

· Paper and soap products will be available almost all of the time for each sink and toilet stall, including weekends (80%).

· Customer complaints will be 15 or less per month for buildings/room groups at this performance level.

· Some cardboard will be visible in corridors.

In general, this level of performance will deliver a minor level of defects in the building environment.

At any given time 70 to 79 percent of all items or surfaces to be cleaned shall be free of any of the conditions described above.

Table 3.4.b - NIH 3x5 Matrix - Most Likely Performance Levels/Room Groups

Room Group Estimated Square Footage

Note: At contract award, all building, and room groups will have a designated performance level of “Fair” unless designated otherwise prior to contract performance with the exception of Building 10.Building 10 is “Good” level at award. NIH retains the right to change performance levels for individual buildings with adequate written notice to the vendor as detailed in “Performance Level Changes”.

3.6 Performance Level Changes: The Government reserves the right to implement performance level changes in the NIH 3x5 Matrix for existing or new spaces. The change may affect an entire room group category in an entire building or a room group category of one or more floors within a building. The Contractor shall be given written notice at least thirty (30) calendar days before such implementation.

3.7 Room Groups Deletions: At any time during the life of the contract, the Government reserves the right to delete either Support, Exterior, Health or all three Room Groups. The Contractor shall be given written notice at least thirty (30) calendar days before such implementation.

Article 4 Contractor Effort Required

4.1 The determination of the total daily productive man-hour requirements for the performance of all services specified herein is the sole responsibility of the Contractor. It is of the utmost importance that the Contractor utilizes skilled and productive personnel in order to achieve or exceed the selected NIH 3x5 Matrix Performance Levels/Acceptable Quality Levels.

4.2 The Contractor shall use whatever frequency of work and procedures deemed to be most effective in achieving the Acceptable Quality Levels.

4.3 The Contractor shall document his recommended custodial services tasks and frequencies in detail for all three performance levels of the NIH 3x5 Matrix by room group (public, staff, health, support, and exterior). All services shall be performed as described in the Contractor’s proposal.

4.4 The Contractor shall provide a full-time administrative support to access, maintain, research, comment and close work request generated from the work request management system.

Article 5 Definitions

5.1 The following custodial services tasks shall be considered part of the scope of work:

restroom fixtures and food-related surfaces, cleaning office and/or suite entrance door glass, restocking restroom supplies, etc. In addition, all supply and exhaust air diffusers shall be vacuumed at 10’ and below.

Special Note: All restrooms must be cleaned by 9:00 a.m.; any exceptions to this schedule will be coordinated with and approved by the COR. Buildings with specific restroom schedules are designated in Attachment 5, Building Information. Restroom cleaning should be structured so that a restroom is available on every other floor. (Example, while cleaning the first floor, the second floor should be available or, while cleaning the third floor, the fourth floor should be available, etc.)

advance by posting notices indicating the date and time service will be performed.

At least 24 hours prior to and then again on the scheduled date of service, and immediately before the project cleaning activity begins, the Contractor’s on-site Supervisor or Shift Leader shall personally notify office and laboratory occupants within the area to be serviced that a potentially hazardous cleaning operation is about to begin.

“Wet Floor” signs shall be conspicuously posted at all entrances to the area to be serviced.

Note: Unless other scheduling requirements apply (See Attachment 5, Building Information), floor care defined as project cleaning shall not be performed before 6:00 p.m.

c. Support Services - include, but are not limited to servicing the main lobbies, restrooms and other high use public areas to maintain them at the Acceptable Quality Levels; responding to service complaints, special cleaning required by building occupants due to vacating staff and/or alterations being performed; cleanup work required due to toilet floods and similar occurrences; supplying movable trash containers to building occupants for purging of files and other general waste; and providing additional cleaning and servicing requirements as identified by the COR.

An average office is approximately 300 square feet. (Most are equipped with modular furniture.) A typical office consists of 8 ceiling lights, 3 vents, ledges, two large 4-drawer file cabinets, nine small 3-drawer file cabinets, 2 work tables, 2 computer tables, 6 desks, 11 overhead shelves with bottom lights, 2 storage cabinets, 2 windows and carpeted or tile floor.

An average research laboratory is approximately 200 square feet. A typical research laboratory consists of 7 ceiling lights, 9 wall cabinets with 18 glass doors, 14 shelves, 1 hood with 1 pipe, 2 vents, 3 desks, 10 desk drawers, 2 lab benches, 45 drawers, counter tops, 1 door, 1 door frame, 6 chairs, 1 fire extinguisher, 1sink with overhead shelf, under the sink cabinet with 2 doors, drawer and shelf, 1 overhead duct, baseboards, ledges, 11 overhead pipes, wall space, 1 lab table, 1 refrigerator and tile or epoxy floors.

The nature of these services may range from emergencies such as floods, fires, special events including, but not limited to, rearrangement of conference room furnishings, or unique cleaning requests such as pre-occupancy cleaning of an NIH residence. If a service is for a scheduled request, the Contractor shall submit to the COR within one business day of the request, the estimated hours of labor for approval before performing the service. Labor time for services required outside the normal operating hours of the contract will be paid at the hourly rate of overtime, weekend, or holiday, whichever applies. In the event of an emergency, the COR may issue verbal orders with written confirmation within five calendar days of the verbal order. Upon completion of the work, the Contractor shall provide the COR in writing the delivery date of the service, the actual labor hours required to perform the task(s), and the name(s) of the employee(s) who performed the work. The Contractor shall include it in the monthly invoice as a separate line item.

A total of 2,000 miscellaneous service task hours shall be included in the vendor performance each year. miscellaneous tasks per year. Miscellaneous hours shall not exceed the maximum without a formal modification to the contract executed by the Contracting Officer. The miscellaneous service hours will list work order, #of staff, staff hours, description of work performed. A miscellaneous hours report shall be submitted monthly on or before the 15th of each month to the COR, Alternate COR and any COR designated individuals.

f. Additional Project Services - At an additional cost, the Government reserves the right to request, within the scope of the contract, additional project services with a minimum unit of square feet. The COR shall give the Contractor a minimum of three working days written notice of the requested performance date for the service. The Contractor may be required to perform project services on weekends however only with the written authorization of the COR. The additional project services shall include a quote of services to include labor and materials. No work is to begin without written authorization of the COR. In cases of emergency the COR my give verbal notification to proceed while written authorization is pending. The contractor shall provide acknowledgement of the verbal authorization via email, or text to the COR. Written authorization from the COR shall be sent within in three business days when a verbal notice is issued.

(i) Clean carpeting (dry cleaning or extraction method) Initial unit ..................................................................................................... 250 serviceable square feet Incremental units of ..................................................................................... 50 serviceable square feet

(ii) Strip and refinish sheet and tile vinyl floor (three coats of finish) Initial unit ...................................................................................................... 250 serviceable square feet Incremental units of ...................................................................................... 50 serviceable square feet

(iii) Clean, wax, and buff wood floor Initial unit ...................................................................................................... 250 serviceable square feet Incremental units of ...................................................................................... 50 serviceable square feet

(iv) Scrub and seal concrete floor Initial unit ...................................................................................................... 250 serviceable square feet Incremental units of ...................................................................................... 50 serviceable square feet

(v) Strip and refinish marble or terrazzo floor Initial unit ...................................................................................................... 250 serviceable square feet Incremental units of ...................................................................................... 50 serviceable square feet

(vi) Building 31 - Additional requirements for the NIH Fitness Center (see Attachment 5, Building Information).......................................................................... cost per month

(vii) Building 31 - Weekend service and extra trash pickup requirements for NIH Police Department (see Attachment 5, Building Information)......................................................................… cost per month

(viii) Building 12 - Weekend service requirements for computer area (see Attachment 5, Building Information).......................................................................... cost per month

*Exterior Garage Lobby Cleaning …………………………………………………cost per month, per garage Sweeping, trash removal and cleaning elevator interior and exterior.

*Industrial Space Cleaning ….. …………………………………………… cost per month (When requested via RFP)

Light Maintenance Task ……………………………………………..per task to include labor and equipment. Task may include but is not limited to, lamping, minor plumbing repairs, carpet repair, painting, caulking, curb and gutter repairs and shall be requested via work request followed by a request for proposal from the contracting officer or contract specialist. All work under light maintenance task shall be performed by a qualified sub-vendor with demonstrated experience and expertise.

Building 66A – Windows Cleaning Interior & Exterior……………………………………..cost per quarter

Article 6 General Requirements

6.1 Work week: In general, all routine work shall be performed within the 8 hour five (5) day work week, excluding weekends and Federal holidays, from 7:00 a.m. and 4:00 p.m. Project cleaning is performed from 6:00 p.m. to 12 midnight.

6.2 Special scheduling requirements. The Government reserves the right to require the Contractor to perform certain custodial services tasks during specific shifts. The Contractor shall be given written notice by the COR at least thirty (30) calendar days before such implementation. Buildings currently affected by special scheduling requirements are identified in Attachment 5, Building Information.

6.3 Building defects. When a defect or problem is found during the performance of services or during inspections of services (i.e., water faucet leaks, lights burned out, broken restroom fixtures, etc.), Contractor personnel shall report it as soon as possible and practical to the service center at 301-435-8000.

Article 7 Response Specifications

7.1 The Contractor shall respond to all problems presented by the COR upon notification. This response shall conform, at a minimum, to the following schedule:

a. Emergency Response. Emergency responses consist of correcting custodial service-related problems that constitute an immediate danger to personnel or property as determined by the COR, including, but not limited to, cleaning required due to restroom floods, accidents such as coffee or beverage spillages in main corridors or rooms, dropped food, broken glass, etc. The Contractor shall remain on duty until the emergency situation has been corrected.

From 7:00 a.m. to 12 midnight, the Contractor shall respond within 15 minutes upon notification. During all other times (midnight to 7:00 a. m., weekends and holidays), the Contractor shall respond via approved communication media within one hour

From 7:00 a.m. to 4:00 p.m., the Contractor shall respond within 30 minutes to routine service calls and correct each deficiency within one hour.

c. NIH Customer Requests for Service. Due to the work performed in many laboratories, project cleaning of floors can only be performed upon request by occupants or COR. The contractor shall be provided with a work request through the NIH maintenance service request system. The COR will provide the Contractor the customer’s written request The Contractor shall acknowledge receipt of the request within one day and provide a schedule to perform the work within three working days upon receipt of notice.

Article 8 Non-Personal Services

requirements and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract; (3) shall be free from supervision or control by any Government employee with respect to the manner or method of performance of the services specified; but (4) shall, pursuant to the Government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

Article 9 Contractor Personnel

9.1 The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct appearance, and integrity and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary.

9.2 Contractor personnel are subject to the same rules of conduct as Government employees. The Contractor shall take appropriate personnel action as required in the event employees become involved with civilian authorities as a result of misconduct.

9.3 All personnel employed by the Contractor shall be trained in accordance with NIH guidelines, shall be competent, and skilled in the performance of the work to which they are assigned. The Contractor shall require all of its employees to be courteous at all times, not to use loud or profane language, and to do their work as quietly and safely as possible and in a sanitary manner.

9.4 All Contractor employees, including supervisors, must wear distinctive clothing for ready identification. The clothing shall have the Contractor’s name affixed in a permanent or semi-permanent manner. Employees shall be in uniform no later than ten (10) working days from the date of entering on duty. Employees shall wear shirts and trousers, coveralls, or full sized smocks, as appropriate. Any color or color combination, with the exception of blue, may be used for uniforms. Employees shall be required to dress neatly. The Government will restrict access if employees are improperly attired.

9.5 All Contractor personnel shall be required to obtain an NIH identification badge from the NIH Parking Office, Building 31, Room B3B04, within five (5) working days from the beginning date of their employment on this contract. The ID badge shall be worn clipped or pinned to the uniform shirt during contract work hours. When Contractor personnel are terminated or leave for other reasons, security checkout procedures require that NIH ID badge and any keys or card-keys assigned to the individual be immediately returned to the COR.

9.6 The Contractor shall provide to the COR a complete list of all contract employees under this contract to include names, position title, assigned area, their individual tours of duty, and schedule of work assignments. This list shall be submitted within 14 working days following the start date of full contract responsibility and updated weekly thereafter.

9.7 The Contractor is responsible for ensuring that the employees performing under this contract are citizens of the United States or, if aliens, have immigration and naturalization registration cards on file.

9.8 Contractor personnel shall be capable of recognizing hazardous notification signs/symbols and insignia and able to read health and safety information in English.

9.9 The Contractor must maintain current health records on all employees and ensure that each employee is physically able to perform the required work and free of any infectious or communicable diseases.

9.10 If the performance of on-site Contractor personnel is determined to be substandard in the judgment of the COR, the Contractor shall receive written notice of the problem from the Contracting Officer. Within a minimum of two weeks from receipt of written notification, the Contractor shall apply corrective measures and demonstrate improved performance by the employee. If satisfactory improvement is not observed within this period, the Contractor may be directed by the Contracting Officer to immediately remove the employee from the contract and expeditiously provide a replacement employee.

9.11 The COR may direct the Contractor to remove, and the Contractor shall remove, any employee performing under this contract who is deemed incompetent, careless, insubordinate, unsuitable, or otherwise objectionable, whose continued deployment to the NIH is inconsistent with the best interests of the mission of the NIH, or for reasons of misconduct.

Article 10 & HSPD 12

10.1 All federal employees, contractors, and affiliates who require physical access to NIH facilities and logical access to NIH IT networks and information are required to obtain an ID badge. To obtain an ID badge, an individual's personal identity must be verified in accordance with HSPD-12 requirements and the appropriate background investigation must be completed and favorably adjudicated. Individuals may be issued an ID badge on an interim basis if they meet the requirements as outlined in this policy.

NIH will adhere to all requirements of HSPD-12 and its implementing instructions as prescribed in the National Institute of Standards and Technology (NIST) Federal Information Processing Standards (FIPS) FIPS 201 Standard for all persons who work at or for NIH.NIH, in accordance with Department of Health and Human Services (HHS) policy, issues or accepts several types of ID badges for physical and network/system (logical) access

10.2 The Contractor will provide to the COR at least 1 week prior to the contract effective date for full contract responsibility and prior to commencement of work for any subsequent new hires an alphabetical listing of contractor employees to be assigned under the contract. The COR shall submit the listing to the NIH Division of Security Operations for the purpose of conducting a security check. The contractor shall submit for HHS-790.

Article 11 Qualifications of Personnel

11.1 General Qualifications .

b. The personnel employed by the Contractor shall be trained in custodial-type work.

c. The buildings shall be fully staffed to meet the required performance levels at the completion of the phase in period, so as to be able to assume full contract responsibility beginning the first day of full contract performance. The Contractor’s employees shall be familiar with building fire alarm systems and trained on the procedures to follow in the event of fire or other emergencies. Upon award, this will be provided to the contractor.

11.2 Qualifications of Supervisory and Management Employees:

a. The Contractor will provide Managers and Supervisors who are directly responsible and involved in executing services to ensure supervision for the delivery of services and proper supervision of employees is accomplished where the actual work is performed. Managers and supervisors shall not be assigned as part of the scheduled work force to perform specific janitorial tasks. Site management must be committed to the project for at least one year from date of contract commencement. In the event that the site manager, management personnel and/or supervisory employee leaves prior to the one-year period, and in accordance with the Key Personnel clause contained herein, the Contractor shall submit to the COR for approval resume(s) of proposed replacement personnel.

b. All personnel engaged in the oversight management and directing the work to be accomplished under this contract shall possess at least two years of recent (within the past five years) experience in directing cleaning type operations in a supervisory capacity for buildings of the approximate size of the buildings to be cleaned under this contract. The Contractor’s supervisory personnel shall be experienced and knowledgeable of equipment, tools, chemicals, techniques, and related activities used to provide services and shall be able to recognize any situations or circumstances under which the performance may be improved. Both new and replacement supervisors must meet these qualification standards. In addition, all oversight staff to include but not limited to Project Manager, Assistant Project Manager, Safety Officer, and Quality Control Manager shall be computer-literate.

c. A detailed resume containing the information specified below must be submitted to the COR for approval before assignment of any supervisor to the contract (refer to Addendum to FAR Clause 52.212-4, paragraph 15, Key Personnel). Resumes shall include at a minimum: full name of the proposed individual(s); detailed description of the individual(s) previous five-year employment history; name and address of companies for whom the individual was employed for the past five years along with the name and telephone number of the immediate supervisor; and, the individuals ability to communicate in the English language with the Government customer.

Article 12 Supervision

12.1 The Government shall not exercise any supervision or control over Contractor employees performing services under the contract. Such Contractor personnel shall be accountable solely to the Contractor who, in turn, shall be accountable to the Government.

12.2 The Contractor shall apply proper supervisory techniques and keep personnel informed of all changes and methods of operation. All work shall be performed in such a manner so that there is no interruption to, or interference with the NIH mission.

12.3 Contractor supervisors shall be available at all times when the contract work is in progress, to receive notices, reports or requests from the Contracting Officer or his/her designated representative. The scheduled on-site supervisor(s) shall remain at the building site at all times when the contract work is in progress.

12.4 The Contractor shall furnish to the COR, in writing, within 7 work days following the contract start date and prior to assumption of full contract responsibility, the names, telephone numbers and/or page numbers of all project management staff and on-site supervisor(s) and the respective area of responsibility. If or when there is a change of any supervisory or management staff, the contractor shall notify the COR with resume of prospective replacement for approval prior to the commencement of any work by the replacement. The COR shall provide in writing concurrence to the Project Manager or senior staff of the contractor.

Article 13 Orientation and Training Requirements

13.1 Orientation . At contract start, the COR will provide an orientation to the members of the management team, conduct a tour of key buildings, and introduce the team members to key NIH customers.

13.2 Contractor-furnished training.

a. The Contractor shall provide, within 30 calendar days following contract award, at least four (4) hours of customer relations training for his employees as part of their new hire orientation. This training shall stress the importance of conflict avoidance and problem resolution. Emphasis shall be placed on grooming, proper attire, and the importance of professionalism and courtesy in day-to-day contacts with building occupants and visitors. This training will then continue to be a part of the new hire orientation for all future contract hires.

b. The Contractor shall be responsible for instructing its staff at hire and then providing regular refresher training in all safety matters necessary for the work site in compliance with applicable sections of the Williams-Steiger Occupational Safety and Health Act of 1970, as amended (US Code of Federal Regulations, Title 29).

c. Prior to beginning any work, Contractor employees shall be properly trained in safety practices by the Contractor and understand all hazards associated with their work in the special environment of biomedical research facilities, and be familiar with the risk involved in performing their assigned tasks and the proper steps to mitigate them.

d. The safety-training program shall include appropriate responses to fires, accidents, injuries, physical/chemical hazards, and release of chemical, radioactive or biological materials at the NIH campus; i.e., dialing 116 for the NIH Fire/Rescue Department, and to security-related incidents, dialing 115 for the NIH Police Department. In off-campus facilities, Montgomery County Fire/Rescue and Police Departments are to be contacted in an emergency by dialing 911.

e. In addition, the Contractor shall adhere to the following:

(i) Respect the authority and directives of NIH safety personnel from the Division of Safety and Division of Public Safety. NIH Safety Officers, Police Officers and Fire Marshals have the authority to stop any and all Contractor activities at any time he/she determines that there is an imminent risk to NIH or contractor personnel safety

(ii) Report all incidences of accidents, injuries and release of hazardous materials to the NIH COR and appropriate safety office immediately. After receiving authorization to do so by the NIH COR, (e.g., after a fire in an area where some physical hazards such as broken glass, may be present), the Contractor supervisor shall direct its employee(s) to assist in the clean-up of the hazard.

(iii) Submit a Safety Data Sheet (SDS) to the COR for all chemical products used on this contract. In the event of an emergency or potential emergency, the contractor shall provide a MSDS for the product in question to the Occupational Safety and Health Branch, Division of Safety or NIH Fire Department, Division of Public Safety upon request.

(iv) Adhere to NIH safety procedures, understand warning signs, including those that indicate the presence of biological, radiological, chemical and/or physical hazards, and respond to them appropriately. Also, Contractor employees shall participate in fire drills and other safety procedures and exercises occurring in buildings where they work.

(v) The Contractor employees shall follow the NIH Corridor Utilization Policy and not place equipment or other obstacles in traffic lanes or in other locations in such a manner as to create safety hazards or violate the policy.

(vi) The Contractor employees shall display appropriate, neat appearing, well kept, “Wet Floor” warning signs, caution signs and restroom closure signs. Such signs shall be provided by the Contractor and shall be displayed and visible at all times in all areas where cleaning operations are in progress which necessitate the use of any equipment or supplies, such as buckets, wires, ladders, water, wax, etc., which may cause a traffic obstruction, slip, trip, or personnel hazard.

(vii) The Contractor shall provide all necessary safety equipment and personal protective equipment to their employees who will be required to perform under the contract provisions and the contractor will enforce the use of such equipment. Personal protective equipment(PPE) includes but is not limited to gloves, face shields, protective aprons, dust masks, safety glasses, etc. Contractor employees must be trained by the Contractor in the proper care and use of all appropriate safety and personal protective equipment used.

13.3 Government-furnished. Upon award of the contract, a Safety Orientation training program will be conducted by the Government for Key Personnel, as identified in the contract. This orientation will include NIH Health and Safety requirements; Occupational Medical Service (OMS) as it relates to contractors; waste management; hazard signage; and other safety related information. It is the responsibility of the Contractor to convey this information to their staff, before they are assigned to work at the NIH.

Article 14 - Occupational Safety and Health-Contact DOHS

14.1 In order to provide safety controls for protection of life and health of NIH personnel, visitors, contractor employees and others at the NIH, the Contractor shall assume full responsibility and liability for compliance and the deliverables contained within the NIH Contractor Health and Safety Attachment, the training of its staff and for the work performed under this contract ensuring compliance with all applicable Federal, State and Local safety and health regulations, statutes and guidelines, including Public Law 91-596, Williams-Steiger Occupational Safety and Health Act of 1970, Federal Agency Safety Programs and Responsibilities, as amended (Title 29 Code of Federal Regulations 1910).

a. Reference Material - In addition to Federal, State and Local occupational safety and health statutes (e.g.,29 CFR 1910), all operations conducted by contractor shall be in compliance with the following:

(i) CDC/NIH Biosafety in Microbiological and Biomedical Laboratories, HHS Publication No. (CDC) 93-8395.

(ii) The National Institutes of Health Radiation Safety Guide.

(iii) NIH Manual Issuance #3032; Waste Management at NIH.

(iv) NIH Manual Issuance #1340; NIH Occupational Safety and Health Management.

(v) NIH Corridor Utilization Policy.

(b) Title 29 CFR Subpart 6, Part 1910.96, Ionizing Radiation; OSHA, Dept. Of Labor.

Note: All of the above will be provided upon written request.

b. Also, the Contractor shall ensure that its employees comply with all applicable sections of 40 CFR, subtitle C and D, which address the proper disposal of waste materials; 29 CFR 1910.331-335, which address electrical safety-related work practices; all NIH on-site safety, fire protection, and security policies and other related guidelines or directives that the NIH Contracting Officer or COR may determine to be reasonably necessary.

14.2 Government Health and Safety Resources .

a. Medical Services. Emergency medical treatment for injuries sustained at an NIH on-campus work site is available to Contractor staff at the OMS clinic during regular hours. In such instances, the patient will be stabilized and then referred to a local hospital, or a specific health care provider designated by the Contractor's on-site supervisor. When OMS is not available, the patient will be transported by NIH Fire and Emergency Response personnel directly to a local hospital. In the event that a medical question arises over the ability of an on-site Contractor employee to perform the assigned duties, the NIH COR may require the Contractor to have a medical evaluation performed on the subject employee.

b. Environmental Monitoring. Periodically, NIH work sites may be monitored for the presence/absence of potentially hazardous materials or conditions. In such circumstances, workers in those areas may participate by wearing monitoring devices, e.g., film badges, personal dosimeters, which allow NIH Division of Safety staff to properly assess potential exposures in those work sites. Contractor employees shall cooperate in such surveys when directed to by the NIH COR. In those instances where Contractor employees participate in the monitoring effort, the Contractor will be provided the resultant data in a timely fashion.

c. Pest Management. The NIH has adopted an Integrated Pest Management (IPM) approach to pest management. The application of any insecticide or rodenticide by Contractor personnel, in any facility covered by the provisions of this contract, is strictly prohibited. The Government will be responsible for the determination and application of appropriate pest management practices. The Pest Management Unit, NIH, makes recommendations on sanitation issues and housekeeping practices relevant to preventing and controlling pests in and around NIH facilities.

The Contractor shall maintain gear rooms and housekeeping closets in a clean and organized manner in order to minimize clutter and discourage the occupancy of pests. At the end of each day, all mops shall be hung up to dry and mop buckets emptied. Trash shall be removed each day and boxes, equipment, and supplies shall be stored in a neat and orderly manner. Food shall not be stored, prepared, or consumed in housekeeping closets or gear rooms. The sighting of any pest(s) or condition(s) requiring maintenance or repair (i.e., leaky faucets, clogged drains, missing ceramic tiles, etc.) shall be reported to the Housekeeping Supervisor for corrective action.

14.3 Animal Care Facility Classification and Entry Requirements:

a. Animal Care Facilities are not cleaned or maintained as a part of this requirement.

b. Each animal facility is classified according to the pathogen status of the animals in that facility. The entrance requirements vary from facility to facility. The stricter the entry requirement, the lower the risk of introduction of pathogens to the facility. The contractor shall contact the Animal Facility Care Manager for entry procedures and requirements for each facility.

c.. Animal facilities are classified as conventional, limited access, specific pathogen free (SPF) or barrier:

Article 15 Key Control

15.1 The Contractor shall establish a control system to ensure that no keys issued to the Contractor by the Government are lost, misplaced or used by unauthorized persons. No keys issued to the Contractor shall be duplicated, unless authorized by COR. The Contractor shall:

a. Lost keys. Reimburse the Government for replacement of locks or re-keying required as a result of Contractor losing any keys. In the event a key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the Contractor's monthly payment due.

b. Report any occurrence of lost key(s) immediately to the COR. In no event shall the report be later than the next working day if loss occurs at night.

c. Prohibit the use of keys issued by the Government by any person other than authorized Contractor employees. Contractor employees shall not permit entrance to locked areas to any person other than Contractor personnel engaged in the performance of work in those areas.

d. Abide by all rules and provisions of NIH key control procedures.

Article 16 Holidays and Administrative Leave

· 16.1 The National Institutes of Health observes the following days as holidays:

· New Year’s Day, January 1st

· Martin Luther King’s Birthday, 3rd Monday in January

· Presidents’ Day, 3rd Monday in February

· Memorial Day, last Monday in May

· Juneteenth Day, (day of observation)

· Independence Day, July 4th

· Labor Day, 1st Monday in September

· Columbus Day, 2nd Monday in October

· Veteran’s Day, November 11th

· Thanksgiving Day, 4th Thursday in November

· Christmas, December 25th

· Any other day designated by Federal Statute.

· Any other day designated by Executive Order

· Any day designated by Presidential proclamation

16.2 When any such day falls on a Saturday, the preceding Friday is observed. When any such day falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not be cause for an extension to the delivery schedule or period of performance or adjustment to the price, estimated cost, or fee(s), if any, except as set forth in the contract.

16.3 Contractor personnel performing on-site under this contract shall limit their observation of holidays to those set forth above. In the event Contractor personnel work during a holiday other than those above, no form of holiday or other premium compensation will be reimbursed as either a direct or indirect cost. This does not preclude reimbursement for authorized overtime work.

16.4 When the Government grants administrative leave to its employees, Contractor personnel shall also be dismissed. However, the Contractor shall continue to provide sufficient personnel to perform critical contract requirements already in progress or scheduled and shall be guided by the instructions issued by the Contracting Officer or his/her duly appointed representative (COR). In each instance when administrative leave is granted to Contractor personnel due to inclement weather, potentially hazardous conditions, explosions, or other special circumstances, it will be without loss to the Contractor. The cost of salaries and wages to the Contractor for the period of any such excused absence shall be a reimbursable item of direct cost under the contract for employees whose regular time is normally direct charge and a reimbursable item of indirect in accordance with the Contractor’s established accounting policy. When an unforeseen closure occurs on a regularly scheduled day of work, the Government reserves the right to reschedule the work on any day mutually satisfactory to both parties at no additional cost or to forego the missed work.

16.5 When Government employees are granted administrative leave due to inclement weather or other conditions however essential personnel must report for…