NWWP92532300178 SOW Janitorial FY23 WFO EWX RFQ.pdf

STATEMENT OF WORK (SOW) – Janitorial

Purchase Request #

1. The contractor shall be responsible for satisfactorily managing and performing programs for cleaning as specified herein at the following location:

National Weather Service Office – WFO Austin/San Antonio 2090 Airport Road New Braunfels, TX 78130

The area covered by this contract consists of approximately 5,000 square feet. The NWS Office operates 24 hours a day, 7 days a week, 365 days a year.

2. Primary Responsibility:

Primary responsibility for representing the Contracting Officer and inspection of the contract work will be assigned to:

TO BE PROVIDED AT TIME OF AWARD

* The official is referred to throughout the Specifications as the “MIC”.

The MIC is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, terms and conditions. Any Contractor request for changes shall be referred to the Contracting Officer directly or through the MIC. No such changes shall be made without the expressed prior authorization of the Contracting Officer.

If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount or the price of the contract may be reduced to reflect the reduced value of services performed. If the defects in services are not corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements.

3. Equipment, Materials, and Supplies:

All equipment, materials, and supplies (SDS for chemicals) shall be furnished by the Contractor and properly stored in the areas designated by the MIC including paper towels, toilet paper, paper toilet seat covers and dispenser, hand soap, waste basket and trash can liners, cleaning supplies, and cleaning equipment. All products used are to be environmentally friendly and a list and Safety Data Sheets of these products will be supplied to the MIC for approval. The products are to be non-toxic, biodegradable, and made from renewable sources (not petroleum) to promote a healthy and green cleaning environment. Services performed under this contract shall be performed during hours approved by the MIC. NOTE: All paper products shall be made of recovered materials as per EPA guidelines at the following website: www.epa.gov/epawaste/conserve/tools/cpg/products/tissue.htm.

Safety Data Sheets (SDS) must be provided by the contractor to the Meteorologist in Charge (MIC) or Administrative Support Assistant (ASA) at each office, where the information will be kept on file in accordance with applicable guidelines of the OSHA Hazard Communications Standard. Requirements pertaining to recordkeeping will be strictly followed, with copy(s) provided to the MIC as necessary and upon request.

4. Security Background Investigations:

Personnel security investigations are required for all contractors entering the site per CAR clause 1352.237-71 Security Processing Requirements – Low Risk (Apr 2010) applies.

http://www.epa.gov/epawaste/conserve/tools/cpg/products/tissue.htm

JANITORIAL SPECIFICATIONS FOR WEATHER SERVICE OFFICE

AUSTIN/SAN ANTONIO, TX

5. Conduct of Work:

Services under this contract must be performed in such a way that there will be no interruption to, interference with, the normal operation of Government business on the premises.

The contractor shall be responsible for satisfactorily managing and performing programs for cleaning as specified.

All equipment, materials and supplies (SDS for chemicals) shall be furnished by the contractor including paper towels, toilet paper, paper toilet seat covers and dispenser, hand soap, waste basket and trash can liners, cleaning supplies, and cleaning equipment. Healthy and environmentally friendly product that are non-toxic, biodegradable, and made from renewable sources (not petroleum) shall be used to promote a healthy and green cleaning environment. Services performed under this contract shall be performed during hours approved by the MIC or designated representative. Inspection and acceptance of work will be done by the MIC or his designated representative.

6. Square Footage/Site Conditions:

The area covered by this contract consists of approximately 5,000 square feet. All rooms in the Weather Service Office main building will be cleaned as per the scope of work (SOW) except for the Communication Room and the Electrical Room (312 sq. ft). A listing of the flooring type and size of the various rooms to be cleaned as per the SOW are:

- 73 sq. ft of utility carpet with tile trim in the Front Entry Vestibule and Service Entry Vestibule. Glass windows and doors in both entry ways to be cleaned as per SOW.

- 1,440 sq. ft of carpeted area including the Reception/Waiting area, SOO Office, WCM Office, MIC Office, Conference Room, Training Room, and Main and Side Corridors.

- 2,114 sq. ft including computer tile flooring including the Primary Operations Area and 5 adjoining Cubicles, and tile flooring in the Equipment Room.

- 308 sq. ft of ceramic tile flooring including the Men’s Bathroom, Women’s Bathroom and Ready Room/Kitchen.

- 610 sq. ft of linoleum tile flooring in the Electronic Technician work and office area.

- 247 sq. ft of bare concrete in the inside Storage Room.

7. Cleaning Schedule and Requirements:

Daily Six Days – Cleaning and other schedule requirements will be performed between the hours of 5:00 PM and 9:00 PM except on the designated day off of Sunday. If necessary, a short break of about 10 minutes is allowed mid-way through the cleaning period. The Contractor will ensure their employees performing the janitorial services are fully aware of all the cleaning requirements per the below listed schedule and timelines.

Period of Performance - Period of performance is one Base Year of 12 months, plus four option years. Service period is for one (1) base year and four (4) option years. The Contractor’s employees will “check-in” with the site manager on duty (Senior Forecaster) upon arrival and upon completion of each site visit and enter their arrival and completion times in the Janitorial Log Book located at the front desk. The site manager will annotate the time-in and time-out of each site visit in the Monthly Janitorial Service Log and ensure the times match what is documented on the Visitor Log Sheet. The MIC will be notified by the site manager of any discrepancies in the times entered. The Contractor will conduct random visits on at least every two months for the purpose of performing follow-up inspections on the level of work being performed by their employees and also provide the MIC or designate the opportunity to address any concerns directly with the Contractor.

REQUIREMENTS

a. Daily (six days per week except on Sunday, the designated day-off)

1. Empty and damp wipe all waste baskets. If plastic bags are inserted in trash cans, damp wiping will be unnecessary. At no time will waste baskets or trash receptacles be placed on desk tops or work surfaces.

2. Remove all trash and dispose of in proper containers.

3. Vacuum all carpeting.

4. Thoroughly clean and disinfect fixtures, handicap rails, and floors in restrooms, including sinks and walls around sinks, countertops, mirrors, toilets, urinal, with special emphasis around walls and floor adjacent to the urinal and toilets.

5. Clean and disinfect fixtures, sinks, walls around sink, countertop, and table in the breakroom/kitchen.

6. Check paper towels, toilet tissue and paper toilet seat covers in restrooms and in break room and refill as necessary. Refill soap dispensers. Provide extra paper towels and toilet tissue in janitorial closet in the event dispensers run empty.

7. Dust mop all tile (linoleum) floors, concrete and computer floors. (Note!! Never use a wet mop or allow standing liquids on computer floor). Dust mop must be cleaned often to maximize effectiveness of cleaning. One single sweep through is not sufficient for proper dust mopping of floor surfaces. Must also ensure thorough dust mopping is performed under work surfaces.

8. Sweep outside entryway and remove any wind-blown debris and dirt from both entrances with vestibules.

9. Deodorize spray restrooms.

10. Wipe/disinfect all door handles.

11. Clean and sanitize the drinking fountain.

b. Weekly (once every week, normally done on Saturday)

1. Dust all flat surfaces which include table tops, chairs, file cabinets, (Cubicle rails and shelf surfaces), window sills, window ledges in the vestibules, etc., clean glass tops on wood furniture.

2. Wet mop all tile, linoleum, and concrete floors.

3. Wipe/disinfect restroom walls. Wipe/disinfect areas around all door handles.

4. Wash entrance windows (vestibule windows and doors) inside and out.

5. Sweep/vacuum dirt out of entry vestibule floor carpet mats.

6. Clean Microwave oven.

c. Bi-Weekly (Once every two weeks)

1. Buff all tile floors. (linoleum)

d. Monthly (once every month, normally done near the beginning of each new month)

1. Spot clean doors, walls and painted surfaces.

2. Dust high ledges, cabinet tops, ventilators, light fixtures and other high areas. Clean bugs/dust from overhead light fixture covers.

3. Properly clean the ceiling exhaust vent in both bathrooms.

4. Wax tile (linoleum) floor in the ET office.

5. Buff tile floors in restrooms and breakroom.

e. Quarterly (Once every 3 months during the months of December, March, June and September)

1. Wash all windows inside and out.

2. Vacuum and/or dust blinds.

3. Strip old wax, re-wax and buff all tile (linoleum) floor in the Electronic Technician work and office area.

f. Semi-Annually (March and September)

1. Shampoo all carpeting (confer with MIC or designated official).

g. Special Instructions

1. All sweeping of resilient floor covering shall be done by the dustless pickup method using either the laundered or the disposable type of treated cloths as appropriate. All dusting shall be done by the damp or treated cloth method.

2. All rules concerning safety, smoking and the security of the building shall be observed.

NO CHILDREN UNDER 18 YEARS OF AGE ARE ALLOWED TO ASSIST THE

CONTRACTOR.

3. The contractor shall remove all waste from the premises, and plastic bags used for disposal of wastepaper and put them in trash dumpster provided.

4. At no time will the contractor leave any building entrance door open and unattended during the performance of their duties. Staff observed security violations of this will be reported to the MIC.

5. COMPUTER FLOOR - USE ONLY DAMP MOP, DAMP MOP WITH MILD

DETERGENT WHEN NECESSARY.

- Never wax, buff, polish or rinse with water containing wax. The floor surface is designed to cause a “flake-off” and any build up of foreign substance can affect the static decay rate of the floor surface.

- Never use strong abrasives, scrapers, steel wool or power scrubbers to clean the floor.

- Never use excessive amounts of liquid or flood the surface with water.

6. Notify the MIC personally via email or telephone call whenever Quarterly requirements listed under (e.) and Semi-Annual requirements listed under (f.) are scheduled and are completed.

7. Professionalism in the performance of duties is expected at all times.

8. Invoicing:

The vendor will bill on a monthly basis in arrears.

9. Observance of Legal Holidays and Site Closure Information:

The Contractor hereby agrees to observe the following Federal holidays, plus any other day off work designated by Federal Statute, by Executive Order, or by Presidential proclamation:

New Year's Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth Day

When any holiday falls on a Saturday, the preceding Friday is observed; when any holiday falls on a Sunday, the following Monday is observed. All personnel assigned to this contract shall limit their observation of holidays to those set forth above. In each instance, the Contractor agrees to continue to provide sufficient personnel to perform requirements of any critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the Contracting Officer or the MIC. In the event of a site dismissal or closure due to weather, emergency or other circumstances, the contractor is instructed to contact the MIC or alternate contact for guidance.