NWWS95152300022 Janitorial SOW 2023 for RFQ 11292022.pdf

STATEMENT OF WORK

It is the responsibility of the contractor to ensure that they build into their quoted price the necessary hours that it shall take to meet the performance standards specified.

1. SCOPE OF WORK

A. Place of performance shall be as follows: National Weather Service, 32 Dawes Drive, Johnson City, NY 13790.

B. All cleaning under this contract is required to meet the quality and performance standards as identified. The majority of the cleaning at this location shall be accomplished between the hours of 5:00 pm and 11:00 pm., six days a week, Federal holidays included, unless specifically approved by the Government Contact Point (GCP). GCP name and contact information will be provided upon award. Total area of facility to be cleaned is approximately 5,813 square feet.

There are roughly 22 people who work in this office.

C. Itemized services, specific rooms, areas requiring a different cleaning schedule, and services covered under a separate rate shall be furnished under Attachment Number 1, “Itemized Services Requirement Sheet” and updated by the GCP as needed.

D. All cleaning shall be accomplished utilizing the latest technology, products, equipment, industry practices, and specifications in order to achieve the quality and performance standards.

2. SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

A. Government Furnished:

(1) Space in building, for the storage of supplies and equipment, shall be provided for use in the performance of work under this contract. No flammable or explosive liquids such as gasoline shall be stored in the building. The Government shall not be responsible for damage or loss to the Contractor’s stored supplies or equipment.

(2) Electrical power shall be provided at existing outlets for the Contractor to operate such equipment, as necessary, in the performance of this contract.

(3) Hot and cold water shall be made available, as necessary, for cleaning purposes.

B. Contractor Furnished:

(1) The Contractor shall furnish all supplies, materials, and employee training necessary to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

(a) Consumable Materials: Consumable materials required for the execution of the contract include cleaning chemicals and solutions, rubber gloves, respirators, plastic liners for waste baskets, paper products (multi-fold paper towels, two-ply toilet paper, disposable bags for sanitary napkin disposal) for restrooms, soap for soap dispensers, air freshener dispensers and refills.

Consumables in place, other than back-up supplies, remaining at the conclusion of the contract period shall become the property of the Government.

(b) Services provided shall meet all applicable OSHA and other related standards.

The Contractor shall submit all Material Safety Data Sheets (MSDS) for any materials used under this contract containing “dangerous” or “warning” labels to the GCP within 10 days after contract award date.

(2) The Contractor shall furnish all equipment necessary to accomplish the work under this contract. All equipment must meet all applicable OSHA standards. All products used must be environmentally friendly, non-toxic, biodegradable, and from renewable (non-petroleum) sources when available. Contractor shall not use any unsafe equipment or any equipment in need of repair.

(3) The contractor is responsible for damage to any Government equipment, supplies, or facilities caused by contractor’s personnel. The contractor is cautioned that in many areas of the buildings delicate equipment is in operation. This equipment may be damaged by placing anything on top, bumping against controls, etc.

3. CONTRACTOR PERSONNEL

A. At the time of providing the quote, the Contractor shall submit, in writing, the name of the Site Manager and an alternate to the Contracting Officer. The Contractor shall supply telephone, cell phone, and/or pager numbers to the GCP for use in contacting the Site Manager. The Site Manager shall conduct overall management coordination and shall be the central point of contact with the Government for performance of all work under this contract. The Site Manager shall be authorized to receive any notices of deficiency in contract performance. The notices may include, but not be limited to, the following: non-performance of work, deficiencies in work performed and notices of proposed payment deductions due to the above. The Site Manager shall be available weekdays, between the hours of 8:00 a.m. and 3:00 p.m., within 24 hours to meet at the facility to discuss problem areas.

B. All personnel employed by the Contractor shall be experienced in the type of work involved and familiar with the specifications of this contract.

C. Contractor personnel shall conduct all operations in such a manner as to minimize any inconvenience in the use of the facilities to the occupants.

D. Except as otherwise provided by law, the Government shall not be responsible for the loss of, or damage to, the contractor’s equipment, or death of or injury to the contractor’s personnel, or for the death of, or injury to, persons or for damages to property resulting from the contractor’s negligent performance under this contract. The contractor shall be responsible for all damages to persons or property that occurs as a result of their fault or negligence, or the fault or negligence of their employees or agents, while performing the requirements of this contract.

E. The Contractor is responsible for providing a list of employees to the GCP for security investigations in accordance with CAR clause 1352.237-71 – Security Processing Requirements – Low Risk (Apr 2010) as attached. Contractor employees who have not been submitted for security investigations and appropriately vetted shall be denied entrance to the facility. The Contractor shall submit security paperwork as designated by the GCP no later than 30 days prior to the start of the contract. Facility Management should be introduced to all current and future contract employees who may be servicing the facility.

4. SCHEDULING WORK AND REPORTING REQUIREMENTS

A. Five work days prior to the contract starting date, the Contractor shall submit to the GCP annual schedules and plans of all periodic cleaning. (Periodic cleaning is defined as janitorial and related services performed that are not on a routine or weekly basis). Additionally the Contract shall submit to the GCP a checklist of tasks that will be performed six days per week.

B. Cleaning shall take place between the hours of 5:00 pm and11:00 pm, six days a week, including Federal holidays, except on the designated day off of Saturday or Sunday, as discussed between the Contractor and the GCP. Work outside of these hours may be negotiated at the discretion of the GCP.

PERFORMANCE STANDARDS AND GUIDELINE REQUIREMENTS

NOTE: All cleaning under this contract is required to meet the quality and performance standards as identified.

A. The Contractor shall ensure that the building listed herein meets all quality and performance standards under this contract and presents an overall appearance of cleanliness. The Contractor shall provide sufficient supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning which is consistent with comparable industry standards for this type of contract.

1. The following guidelines describe what is considered to be the normal industry quality and performance standards for intended services under this type of contract.

2. The Contractor, through innovation, technology, or other means, shall perform the required cleaning services in order to meet the quality and performance standards.

B. The following guidelines are for reference only and final results shall be the determining factor for the success or failure of this contract. The definition of clean shall be to remove dirt, water streaks, gum, grease, tar or any other extraneous matter from all surfaces or objects in order to present an overall appearance of cleanliness.

1. Glass/Mirror surfaces and coverings shall be clean and free of obvious dirt, dust streaks and smudges. As needed, on a six day per week basis, clean the interior of all windows in the main entryway of the facility.

2. Furniture and all surfaces under 70 inches shall be free of obvious dust and dirt.

3. All carpets shall be clean and free of dirt, debris and obvious spots and stains.

Carpet spotting should be accomplished as needed.

(a) CARPET NOTES:

1. Carpet spotting shall be accomplished as needed to meet the quality standard.

2. A bonnet type shampoo cleaner, hot water extraction, or other acceptable methods shall be used to accomplish performance standards.

4. Resilient flooring shall be maintained at a high level of luster, free of all types of marks. (buffing, stripping and waxing are included in the cost of this contract)

5. All other flooring shall be free of dirt, debris and foreign material and maintain a high level of luster. (buffing, stripping and waxing are included in the cost of this contract)

6. Raised vinyl flooring shall be free of dirt, debris and foreign matter, and damp mopped as the only method of wet cleaning.

7. Drinking fountains and water dispensers shall be cleaned and free of water marks and any other debris or encrustation. Drinking fountains shall be maintained at a high level of sanitation.

8. All trash shall be collected from work areas and removed to an outside location designated by the GCP. Trash and recycling containers shall be lined and kept relatively free of dirt, stains, and debris. All trash removed from the facility shall be disposed of in accordance with Federal, State, and Local jurisdictional laws and regulations governing solid waste disposal, recycling, and landfill operations.

9. Restrooms shall be cleaned and disinfected to maintain all fixtures at a high level of shine and cleanliness. Floors shall be sanitized and maintained to ensure that there is not a buildup of dirt, debris, or bacteria. Partitions and walls shall be free of obvious dirt, graffiti, dust or any other extraneous matter. Toilet supplies shall be replenished as needed to maintain an adequate supply at all times. Trash and sanitary napkins shall be collected and disposed of at a location designated by the GCP. NOTE: Due to the health implications and requirement for restrooms to be sanitized, restrooms shall be cleaned and sanitized six days per week. Paper products shall be replaced/replenished to the following minimum standards: Toilet paper rolls next to each commode shall be kept at least half full, and each commode shall have a least one full back-up roll on the appropriate type of holder. All paper towel dispensers shall be replenished at least three quarters full with appropriately sized paper towels

10. Food and service break areas shall be cleaned. All counters, tables, chairs, sink, refrigerator (inside minimum monthly or more as needed and outside daily), and microwave (inside and out), shall be free of stains, smudges, streaks and other foreign matter.

11. Metal and wood surfaces shall be cleaned and polished to obtain a uniform luster and protect the wood or metal.

12. Stairways, landings, railings, risers, ledges, grills, doors, radiators, and surrounding areas shall be free of obvious dirt, dust, stains, debris and other extraneous matter.

13. Windows and glass (includes all interior/exterior building windows, interior building lights, glass) shall be clean, free of obvious dirt, grime, streaks, cloudiness and water spots. Surrounding areas shall be free of standing water, drips or watermarks.

14. Venetian blinds or coverings shall have cords and both sides of blind slats free of obvious dust, dirt, grime and water spots.

15. High cleaning surfaces above 70 inches shall be free of obvious dust, cobwebs, or any other extraneous matter (interior only).

16. Light Fixtures shall be cleaned of dust and dead insects.

17. Heating and air conditioning vents shall be free of obvious dirt and dust.

18. All other space not specifically mentioned and covered by this contract shall be free of obvious dirt, debris, and present an overall appearance of cleanliness.

ITEMIZED SERVICES REQUIREMENT LIST

(Attachment 0001)

The following are services INCLUDED under this contract. The following are major service items and therefore, some minor or sub-item services may not be listed.

A. Carpet Cleaning (2x a year, spring and fall)

a. Contractor shall provide a proposed schedule for carpet cleaning no later than five days prior to the start of the contract period.

B. Carpet Spotting

C. Drinking Fountains and Water Dispensers

D. Entrance, Lobbies and Corridors

E. Floor Maintenance (including stripping 2x a year or as needed & buffing weekly)

F. Floor Mats and Entrance Rugs

G. Furniture

H. Glass and Mirrors

I. High Cleaning

J. Horizontal surfaces

K. Kitchen area (including refrigerator and micro-wave)

L. Lighting fixtures

M. Recyclables and Receptacles

N. Restrooms

O. Room cleaning

P. Trash collection

ADDITIONAL WORK OUTSIDE THE STATEMENT OF WORK

Additional work not covered in specifications on an “as needed” and “requested” basis. Additional work shall be approved by the Contracting Officer prior to performance. With an approved modification to the purchase order, the contractor shall be compensated for the additional work at an hourly rate, to be included in the contract, plus materials, if applicable. Materials shall be itemized on the invoice and not exceed published price listing.

TERMS OF THE SOW

1) Vendor shall bill on a monthly basis in arrears for the service provided.

2) The contractor shall be responsible for the scheduling and coordination of work on the site.

3) If any of the services do not conform to the contract requirements, the government may require the contractor to perform the series again in conformity with the contract requirements, at no increase in contract amount. If the defects in services are not corrected by performance, the government may (1) require the contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce the contract price to reflect the reduced value of the services performed.

4) If the contractor fails to expeditiously take the necessary action to ensure that performance shall be inconformity with contract requirements, the government may terminate the contract.

5) The government reserves the right to inspect for quality control.

6) The contractor and/or employee should sign in on the security log sheet when entering the property and should sign out when leaving the property.