P09 2023 ALNC Janitorial SOW Final - 11 Feb 2024 001.pdf

NATIONAL CEMETERY ADMINISTRATION MIDWEST DISTRICT

SCOPE OF WORK (SOW)

JANITORIAL/CUSTODIAL SERVICES

ABRAHAM LINCOLN NATIONAL CEMETERY 20953 W Hoff Rd, Elwood, IL 60421

NCA MISSION

The Department of Veterans Affairs (VA) National Cemetery Administration (NCA) honors Veterans and their eligible family members with final resting places in national shrines and with lasting tributes that commemorate their service and sacrifice to our Nation. There are approximately 135 National Cemeteries in 39 states that receive visitors, hold ceremonies and conduct committal services on an ongoing basis.

SCOPE OF WORK (SOW) STANDARDS

National Cemeteries are National Shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation’s concern and respect for those interned there. For this reason, the Contractor’s strict adherence to the specifications shall be required and shall be essential.

SCOPE OF WORK (SOW)

The Contractor shall furnish all labor, supervision, professional expertise, equipment, and supplies. All equipment, supplies and activities shall be maintained, operated and performed in accordance with all applicable Federal, State, County, Village, and Township laws, ordinances and regulations including, but not limited to, OSHA standards. Any damage to government property, etc., by the Contractor shall be repaired or replaced at Contractor's expense, as requested by the Contracting Officer Representative (COR).

1. This service contract at ABRAHAM LINCOLN NATIONAL CEMETERY 20953 W Hoff Rd, Elwood, IL 60421, hereafter referred to as “Cemetery/cemetery,” requires a contractor with 5+years of previous professional experience in janitorial maintenance. The overall responsibility of the Contractor is to plan, coordinate, organize, manage and perform the activities described herein, which are required to maintain an acceptable appearance of the cemetery facilities.

2. National cemeteries are a final resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the NCA to reflect this nation's concern and respect for those interred there.

The (NCA) mission is to honor veterans and their eligible dependents with a final resting place and lasting memorials that commemorate their service to our nation.

BACKGROUND

1. In 1999 Congress passed legislation requiring VA to ensure that National Cemeteries serve as a dignified and respectful setting. Each Cemetery is to be an expression of appreciation and respect of a grateful Nation for the service and sacrifice of her veterans.

2. Further, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined as a place of honor and memory that declares to the visitor/family who views it as a majestic setting, offering a sense of serenity, historic sacrifice and nobility of purpose. The

National Cemetery is a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

1. Location: ABRAHAM LINCOLN NATIONAL CEMETERY 20953 W Hoff Rd, Elwood, IL 60421

TYPE OF CONTRACT

Firm Fixed Price

1. The minimum life of the contract is planned for one base period with up to four (4) one- year options individually exercised at the VA’s discretion and dependent on the availability of funds.

2. Contract Award Meeting: The contractor shall not commence performance of the tasks in this SOW until the Contracting Officer (CO) has conducted a Contract Award Meeting, commonly referred to as a “kick-off” meeting or has advised the contractor in writing that a “kick-off” meeting is waived.

CONTRACT OBJECTIVES

1. To use an innovative and creative approach to manage the Cemetery’s custodial operations at Abraham Lincoln National Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with best commercial practices and the requirements identified in this solicitation.

2. To have the Contractor perform to its Technical Performance Approach focused on criteria designed to maintain a satisfactory facility condition and present a clean, neat and professional appearance.

GENERAL REQUIREMENTS

1. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

2. Where a written milestone deliverable is required in draft form, VA will complete their review of the draft deliverable within seven (7) calendar days from the date of receipt. The contractor shall have seven (7) calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

1. Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverable(s) described below within the performance period stated in Attachment B of this

SOW.

2. NCA Standards and Measures:

FACILITIES

a) Standard 1.1: Restrooms are clean, functional, sanitary, appropriately supplies

(e.g., soap, paper towels/hand-dryer and toilet paper) and are accessible.

1. Measure 1.1a: The percent of all cemetery restrooms that are inspected daily and determined to be clean and supplied in accordance with a Restroom Checklist. (clipboard visually posted in each restroom).

2. Target 1.1a: 100%

DESCRIPTION OF SERVICES

a) The Contractor shall furnish all personnel, supervision, professional expertise, equipment, tools, materials, services, and quality control necessary to ensure that non-personal custodial services are performed at the Cemetery, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The Contractor shall accomplish all cleaning tasks in order to meet the requirements of this PWS and the Service Summary (SS).

Maximum cleaning frequencies are established in Attachment 2. Estimated square footages are established in Attachment 3. All work performed by the

Contractor shall be performed in accordance with all applicable laws, regulations, and commercial practices. All work will be done during normal Federal workdays*, during the following Cemetery workday hours: between 8:00 a.m. and

4:30 p.m. Monday through Friday. (*The exception is Memorial Day, which may be a workday for Federal employees, but not for the Contractor.)

BUILDING SECURITY

a) Keys: The contractor shall be provided keys or allowed access to all areas and rooms requiring cleaning. Keys provided to the contractor shall not be duplicated. In the event a key is lost or duplicated, all locks and keys on that system shall be replaced by the VA. The contractor shall be responsible for the total costs involved with such replacement of keys and cores. The contractor shall be responsible for immediately reporting the occurrence of a lost key to the Contracting Officer or his/her designated representative.

b) Contractor employees shall not allow anyone use of any keys in their possession.

They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be re-locked by contractor personnel after completing cleaning duties.

c) Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Contractor personnel shall check and ensure encountered areas are locked. Ensure areas are secured and windows closed and locked. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.

CHEMICAL STORAGE AND SAFETY DATA SHEETS

a) The Contractor shall furnish to the COR all Safety Data Sheets (SDS) for any materials used in the performance of this contract. All new products used during the life of the contract must have SDS provided to the COR prior to bringing these products on site and being used. The Contractor shall use only commercially available products that meet Federal, State, and local codes. These requirements shall include those identified in Executive Order 13423. The COR must contact the Contractor immediately if any item is deemed inappropriate for use under this contract.

b) Contractor shall maintain the SDS in a location accessible to all employees and shall advise the COR of their location. The SDS shall be available for inspection by the COR on request.

c) Contractor shall store chemicals and cleaning supplies in an area designated by the COR Contractor shall provide spill containers for all liquids and ALL CONTAINERS shall be clearly markers as to content.

SAFETY

a) The Contractor shall display warning signs that have been approved by the Contracting Officer’s Representative (COR) in all areas where housekeeping operations may cause traffic obstruction or personnel hazard.

b) The cleaning of lobbies and corridors resulting in a temporary wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel to cross the wet surface to gain access to other areas.

c) Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Contractor personnel shall check and ensure encountered areas are locked. Ensure areas are secured and windows closed and locked. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.

d) The contractor shall provide all supervision, personnel, equipment, supplies, supervision, (to include Material Safety Data Sheets) and other items and services necessary to perform the following janitorial/custodial services at Cemetery.

Cleaning Areas of Responsibility

a. Janitorial services including cleaning of office space, visitor areas, employee areas, and public restrooms and locker room areas. Areas to be served are as follows: See Attachment 3

b. The Contractor shall furnish sufficient supplies to ensure they do not run out.

Extra backup supplies will be stored in the Janitor’s closet. Supplies the contractor is responsible for furnishing is listed in Attachment B.

c. Weekday janitorial services are as follows: All janitorial services for the Public

Information Center (PIC) building; Administration/Maintenance Building and shall be performed and completed Monday through Friday between the hours of 8:00AM and 4:30PM.

d. Weekend janitorial services are as follows: All janitorial services for the Public

Information Center (PIC) restrooms and breezeway only shall be performed and completed on Saturday and Sunday between the hours of 7:00AM and 3:30PM.

e. Holiday janitorial services (excluding Memorial Day) are as follows: All janitorial services for the Public Information Center (PIC) shall be performed and completed between the hours of 8:00AM and 4:30PM Janitorial services are also required during the entire Memorial Day weekend (Saturday, Sunday and Monday – the last Monday in May) and on any other days designed by the COR.

f. FEDERAL HOLIDAYS: Federal Holidays (opm.gov)

• If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies.

Also included would be any day specifically declared by the President of the United States of America as a National holiday.

g. Contractor shall accomplish all work in accordance with the technical specifications that have been provided as Attachments B to this solicitation.

Overall work shall conform to the NCA Operational Standards and Measures, per the National Cemetery Administration National Shrine Commitment Operational Standards and Measures, pg. 14.

h. The Contractor shall be responsible for providing a safe working environment for

Contractor, cemetery staff and general public and ensuring all work conforms to the NCA’s established National Standards.

i. Work Hours: Work shall be performed in the hours indicated Description of

Services: d), e) and f) unless otherwise requested by the Cemetery Director or COR. At the Contractor’s request, and through coordination with the COR, work may also be permitted to be scheduled for weekends and/or holidays. In emergency situations caused by the Contractor, or when severe adverse weather prohibits work during the week, the Contractor shall arrange with the COR to work on weekends and/or holidays in order to meet performance time frames.

The Government shall not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration. Contractor may need to work certain holidays depending on interment schedule. This is outside the COR’s general authority.

PERFORMANCE OF WORK ON CEMETERY GROUNDS

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

1. ABRAHAM LINCOLN NATIONAL CEMETERY is a National Shrine. The National Cemetery

Administration (NCA) are national shrines that honors Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of work, appearance, and procedures performed by Contractors at National Cemeteries shall reflect this nation’s concern for those interred there. Due to the sensitive mission of the cemetery, Contractor’s personnel must exercise and exhibit absolute decorum, composure, and stability at all times.

2. As the work being performed is at a National Cemetery all Contractors’ employees must always look professional and neat in appearance; The Contractor shall require its employees, including subcontractors, to wear distinctive visible identification at all times for easy identification while on NCA premises. Contractor and Contractors’ personnel (including subcontractor and their employees) shall be required to adhere to the standards of dress and conduct while performing work on the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

3. Contractor’s personnel shall:

a) be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing will be clean each day. Any soiled clothing should be Cemetery work-related that day. Tank tops as outer garments are prohibited.

Tee-shirts will have the company logo visibly displayed. Shoes/boots will have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA. Contractor employees shall maintain personal hygiene.

b) not engage in loud or boisterous behavior or use profane or abusive language;

Shall show proper reverence during committal services and any interactions with visitors at the PIC.

c) not eat or drink beverages except water or non-alcoholic drinks while in work area or in sight of committal service area during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

d) not lean, sit or stand on or against headstones, markers, or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments at any time. Contractor personnel shall not drive over headstones, markers, or monuments.

e) only smoke in smoking areas, as designated by the COR. All other areas are designated as NO SMOKING.

4. Parking and VA Regulations:

Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. The Cemetery will not validate or make reimbursement for parking violations of the Contractor’s employees under any conditions.

Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of

VA regulations may result in citation/summons answerable in the United States (Federal)

District Court, or other appropriate jurisdiction/agency.

5. Use of Cemetery Facilities

a. The Cemetery shall provide the contractor space for supplies and equipment storage.

b. The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

c. Electricity WILL be furnished by the Government for the Contractor’s use. Phone service will NOT be furnished by the Government for the Contractor’s use.

6. Supervision and Training

a. Contract Manager. The Contractor shall establish and maintain an office through which the Contract Manager or alternate(s) can be contacted during work hours. The Contract Manager or alternate shall be available during standard duty hours to meet on the Cemetery within one (1) hour with the Government personnel designated by the CO to discuss problem areas. The Contractor shall provide the COR telephone number(s) where surveillance results and complaints can be reported. The Contractor shall also provide to the COR the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept and updated by the Contractor whenever personnel changes occur. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

b. The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, the COR may direct the removal of an employee from the premises. Contractor objections to any such action will be referred to the Contacting Officer (CO) for final resolution; however, the Contractor will first immediately comply with COR direction pending any CO final resolution at a later time or date. The Contractor will not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless the removal is requested by the COR and is later found invalid and/or unreasonable by the Contracting Officer.

c. The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. Training shall be accomplished within the first thirty (30) days of employment, with refresher courses on an annual basis. OSHA standards shall be observed by the Contractor in all work performed. Contractor shall ensure that appropriate safety equipment is used by Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to, and records will indicate by name and date when employees are trained in the following:

i. National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers

ii. Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

iii. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

iv. Hazard Communications (OSHA, HCS, 29 Code, FR 1910.1200)

v. Hazard spills/Waste Handling

vi. Universal Precautions (OSHA, 29 CFR Part 1910.1030)

vii. Equipment Operations Training (Utility Training)

viii. Initial Environmental Management System (EMS) awareness training and annual EMS awareness refresher training if the contract is greater than one (1) year. The COR or designated appointee will be responsible for providing the EMS training, as well as providing the method of training. Individual documentation processes will be established by the COR or designated appointee.

7. Inspection and Cleaning of Cemetery Facilities:

a. The Contractor shall perform a weekly inspection. During this inspection the appearance of the Cemetery will be observed, and any deficiencies noted within the scope of the contract will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the COR or his/her representative.

b. The Contractor shall be required to submit inspection reports and work accomplished to the COR weekly. The COR is located at Abraham Lincoln National Cemetery. The inspection forms will be provided to the Contractor. (See “Work Summary and Progress Report”, Attachment 4)

8. Quality Assurance:

a. The Government COR shall conduct surveillance activities and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after Contractor has provided the services. The COR will utilize the Contractor’s work schedule, to plan their inspections and surveillance activities. The COR will record inspection and surveillance results which then become the official National Cemetery Administration record of the Contractor’s performance.

b. ACTIONS:

i. Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

ii. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

iii. When the Contractor is not meeting the acceptable limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory.

iv. When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, “Inspection and Acceptance”.

v. If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered, to include a determination on whether continued performance by the contractor is feasible.

vi. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR IAW instructions provided and return it to the CO within ten

(10) calendar days of receipt. The CO will have ten (10) calendar days to respond back to the Contractor with acceptance or rejection of the Contractors’ response to the CDR.

c. PERFORMANCE EVALUATION MEETING:

i. The issuance of a Contract Discrepancy Report (CDR) found at Attachment 5 may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s).

ii. Should the Contractor not concur with the minutes, they will so state their objections in writing to the Contracting Officer, within ten calendar days, and explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and decide to revise or uphold the comments as written. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days of submission of any objections.

9. Contractor’s Quality Control Plan (QCP):

The Contractor shall submit a Quality Control Plan for Contracting Officer and COR acceptance within 14 calendar days after contract award to assure the requirements of this contract are provided as specified. Any changes thereafter must also be provided to Contracting Officer and

COR for acceptance. The Contracting Officer will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

a. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.

b. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

c. Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract.

d. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

e. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

f. A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services.

g. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

10. REPORTING AND RECORD KEEPING. The Contractor Manager or his designee shall provide the COR the following documentation:

a. The Contractor Manager shall provide WEEKLY an accurate written report identifying all work that took place within the previous seven calendar days. The contractor shall document services performed, indicate the location where work was to be performed, and provide information to the COR as required.

b. SUBMITTALS - The Contractor shall submit the following documents or information in accordance with the table below.

Submittal Frequency Submittal Schedule

Work Plan/Staffing Plan As

Revised

With Proposal

Fire Safety Plan As

Revised

Prior to Beginning Work

Emergency Contacts As

Revised

Prior to Beginning Work

Licenses, Permits, Insurance on

Vehicles, Liability, Workman’s

Compensation Insurance, etc.

As

Revised

Prior to Beginning Work

Contractor Quality Control Plan As

Revised

Within 14 calendar days after contract award

Safety Data Sheets (See FAR

Clause 52.223-3)

As Needed Prior to Chemical Use

Weekly Report and Rework List Weekly Weekly

3. DAMAGES CAUSED BY CONTRACTOR'S NEGLECT

In the event damages result to any National Cemetery Administration facilities, units and/or gravesites (also including surrounding NCA property areas, headstones, or to third parties due to neglect by the contractor, restitution will be required at no cost to the agency.

Changes in schedules, work assignments or delays of daily operation must not occur under any circumstances.

SUPERVISION, WORK HOURS AND TRAINING

Site Supervisor: A competent and experienced “Site Supervisor” shall be provided by the Contractor for not less than two (2) hours per day whenever work is being performed - other than trash and debris pick-up. In the absence of the Site Supervisor, the Contractor will appoint a crew foreman or employee who will be responsible to ensure that the work is: being accomplished in an expeditious manner

a) performed in accordance with the contract specifications, and

b) progress is being made without undue delay.

The Site Supervisor will ensure all SOW specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained. Both site supervisor and crew foreman are required to be fluent in English.

PARKING AND US DEPARTMENT OF VETERAN AFFAIRS REGULATIONS

Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure their employees park in the appropriate designated parking areas. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor’s employees under any conditions. Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

All contractor personnel operating vehicles on government property must possess a valid state driver’s license. Contractor must discuss the guidance in this paragraph with its employees and all subcontractors. Any doubts as to proper procedures shall be brought to the attention of the COR and Contracting Officer for guidance or resolution. Contractor and subcontractor employee shall sign a Statement of Compliance (if applicable); and shall deliver the signed statements to the COR before work may begin or before any new employee is allowed to work on Cemetery grounds.

Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, the COR may request the removal of an employee from the premises. Contractor’s objections to any such action will be referred to the Contracting Officer for final resolution; however, the Contractor will first immediately comply with the COR’s direction pending the Contacting Officer final resolution at a later time or date. The Contractor will not be due any type of compensation for their costs incurred as a result of an employee being removed for cause, unless the removal is later found invalid and/or unreasonable by the Contracting Officer.

Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to the Contractor personnel and shall be used as prescribed by OSHA standards, including (if applicable for the duties being performed) safety shoes, safety glasses, and hearing protection devices. The following OSHA and The National Fire Protection Association (NFPA) standards and codes are to be adhered to:

1) Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

2) Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

I. CONTRACT MANAGEMENT

1) Representatives of the Contracting Officer: The VA Contracting Officer will designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR) to act for him/her in furnishing technical guidance and advice or generally directing the work to be performed under the contract. Such designation will be in writing and will define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

2) The COR may with the Contractor to develop a work schedule in specific areas of the cemetery in coordination with daily cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

a. Providing contract oversight and technical guidance to the Contractor.

b. Verification / certification of payments to the Contractor for services rendered.

c. Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

All administrative contract functions are the responsibility of the VA Contracting Officer.

Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

3) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise shall not disturb burial services. Trucks and workmen shall be prohibited from passing through the service area during this period.

4) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government will provide, at the time of contract award, a list of Government personnel delegated as COR.

ATTACHMENT B

ABRAHAM LINCOLN NATIONAL CEMETERY

JANITORIAL SERVICES

PUBLIC INFORMATION ADMINISTRATION OFFICE:

AREAS TO BE CLEANED

a) The administrative building consists of six offices 10 cubicles, two public restrooms, two employee restrooms/locker rooms, break/lunchroom, reception area, operations area, copier room and 2 hallways.

b) ALNC ( Abraham Lincoln National Cemetery) has a Public Information Center

(PIC), which has two public restrooms, foyer and an office. All areas are cleaned daily however the public restrooms are also to be cleaned on the weekends.

FACILITY CLEANING SERVICES- DAILY (Monday thru Friday)

a) Non-Carpeted Floors (Hard Floors: Tile, Concrete, etc.). Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective daily cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, wet mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Floors shall be continuously free of all debris such as paper, coins and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. A “Wet Floor” signs shall be used when the floor is wet.

b) Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective daily vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Contracting Officer’s Representative (COR). Area and throw rugs shall also receive this service. Floors shall be continuously free of all debris such as paper, coins and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Plastic protectors under desks shall be cleaned.

c) Clean and Disinfect restrooms. All surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures and faucets, dispensers, walls, stalls, and shower stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), light fixture covers, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout below six feet shall be free of all film, spots, and detergent buildup. All floor surfaces shall be maintained in accordance with paragraph a.i by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

d) Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two

(2) hours of notification. The contractor shall provide soap dispenser refills, toilet tissue (2-ply), and hand towel refills.

e) Restroom Trash Removal. All trash containers in restrooms and locker rooms, including sanitary napkin disposal containers, shall be emptied, trash disposed, and containers returned to or reassembled in their original locations. The Contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners, but not less than twice per week. Trash receptacles shall be left clean, free of foreign matter and free of odors. The contractor shall provide trash can liners.

f) Trash and Recyclables Collection/Removal. All trash and recycle containers shall be emptied, trash transported and disposed in designated area(s), recyclables collected and placed in designated area(s), and containers returned to their original locations. (Note: All cardboard is classified as recyclable and should be treated as such.) The shredder bins shall be emptied and treated as recycling no less than weekly or when the bin(s) are full. The Contractor shall provide and replace any obviously soiled, worn or torn plastic liners, but no less than twice per week. Trash and recycle receptacles shall be left clean, free of foreign matter and free of odors. The contractor shall provide trash can liners.

g) Restroom Checklists. The Contractor’s employee(s) on duty shall sign off daily on the restroom checklists, which are generally located in the foyers or attached to the doors of the public restrooms and staff restrooms. The COR will come through the next day to ensure everything was cleaned, and initial.

h) Disinfect All Surfaces. Surfaces include items such as break room tables, all door handles/knobs, microwave and refrigerator.

i) Clean Kiosk screen. Grave locator kiosk located outside of the Administration Building front door needs to be dusted daily. Screen will not be cleaned with any products, only dusted.

j) Submittal of Facility Defects. When routine facility defects (e.g., dripping faucet, loose door, loose window frames, etc.) are found, they shall be reported to the

COR.

FACILITY CLEANING SERVICES – WEEKLY

a) Clean Floor (Walk-Off) Mats. Vacuum and deep clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal locations.

b) Drinking Fountains. Contractor shall clean the facility drinking fountain: outside of the breakroom. All polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountain shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

c) Light Fixture Cleaning. Ceiling lights, emergency lights, patio lights, outside entrance and all lights shall have their covers removed and the Contractor shall clean the light inside and out. This cleaning is an addition to cleaning of the outside fixture performed a part of the routine cleaning.

FACILITY CLEANING SERVICES- MONTHLY

a) Dust Surfaces. Dust office furniture, file cabinets, and all other horizontal office furniture and accessories, including pictures, fire extinguishers, all heat/air vents and items in the foyer. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces include items such as tables, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, crown molding, window blinds, ceiling fans, light fixtures, and all heat/air vents.

b) Spot Clean Vertical Surfaces. Spot clean all doors, door frames, and areas around light switches. Thoroughly clean soiled wall coverings throughout the contract coverage area.

c) Windows, Interior Glass, and Entrance Glass. All window (interior and exterior) surfaces, interior glass, entrance glass (inside and out), and entrance door glass, including glass in doors, partitions, walls, and display cases shall show no traces of film, dirt, smudges, water, or other foreign matter.

d) Clean and Disinfect restrooms. Clean and sanitize stall partitions.

e) Flush all floor drains with approved disinfectant solution All floor drains (men’s locker room, men and women’s public restrooms, mechanical room) will be flushed monthly with an approved disinfectant solution.

FACILITY CLEANING SERVICES- QUARTERLY

a) Machine scrub bathrooms (To be performed first week of each quarter- January, April, July and October). Bathroom floors shall be machine cleaned and scrubbed. After periodic maintenance, floor surfaces shall have a uniform clean appearance without streaks, swirl marks, detergent residue or any evidence of soil, stain, film or standing water. After being machine scrubbed, the floors shall show an improvement in visible appearance.

b) Clean all interior walls. All walls inside of the contract coverage area shall be cleaned and scrubbed to remove dirt and stains. After deep cleaning, the walls shall show an improvement in visible appearance. All walls shall have a uniform clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, or film.

FACILITY CLEANING SERVICES- BIANNUAL

a) Carpet and Office Chair Restorative Cleaning. (To be performed in May and December). Carpets and all office chairs shall be deep cleaned biannually in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area and office chairs shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items.

Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

b) Hard Floor Maintenance (To be performed in May and December). Tile shall be cleaned, scrubbed, stripped, sealed, waxed, and polished as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings.

After periodic maintenance, floor surfaces shall have a uniform clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

GENERAL

➢ Dumpster, located in the maintenance yard, may be used to dispose of trash.

➢ Daily clean, organize and maintain the janitor’s closet.

➢ Prior to departing each evening, Contractor shall ensure that all lights are turned off, all doors are secured and locked and the alarm is set.

CONTRACTOR-PROVIDED SUPPLIES

Contractor shall ensure all serviced areas are stocked sufficiently with contractor-provided supplies. The following extra backup supplies will be stored in janitor’s closet but are not limited to:

1. CONTRACTOR FURNISHED EQUIPMENT/SUPPLIES

i. The contractor shall furnish the supplies necessary to perform all services required. Supplies and equipment shall meet the specifications below and comply with VA, Federal, or State Occupational Safety and Health Standards and Fire regulations.

ii. All items shall be approved by the COR prior to being used. New supplies or changes in previously approved material shall require product literature and may require samples.

iii. Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to property. At no time shall chairs, wastebaskets, brooms, mops or any other items normally placed on the floor be place on any surface of furniture or equipment.

iv. Contractor’s equipment shall be compatible with existing sources of furnished electrical power. All equipment shall comply with current safety standards. All equipment shall be cleaned with a disinfectant-detergent each day prior to storage.

v. Rotary floor polishing, buffing and scrubbing machines, shall be equipped with brush or pad head drive assemblies made of non-porous materials. Equipment will be checked for electrical safety and records maintained.

vi. All electrically operated equipment shall be equipped with quiet-type motor, be third wire grounded, and equipped with an appropriate length of UL approved three-conductor cord. Extension cords are prohibited.

vii. All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.

viii. When not in use, equipment shall be stored in designated areas only.

ix. Supplies and equipment shall not be transported in trash barrels, mop buckets, etc.

All material not immediately used shall be properly stored.

x. Supplies and equipment reserved for use in designated areas shall not be transferred to the other areas. All such items assigned shall be plainly marked with the area’s designation.

xi. Floor Polishing Liquid – The liquid shall be synthetic co-polymer plastic (not a wax), water emulsion with a solid content of at least 12 percent, removable by detergent scrubbing, and safe for use on all synthetic, resist scuffing, and water penetration.

xii. Stripping Compound – This product shall be purely synthetic, non-ionic, biodegradable, and contain no animal or vegetable soaps, abrasives, bleach, alcohol, ammonia or other ingredients which would produce any harsh, harmful, or noxious odors or fumes, either in use or in storage. It is permissible to use a special detergent stripper specially designed for use in automatic scrubber equipment, so long as it meets the above requirements.

xiii. Mops – Non-disposable mop heads shall be neutral colored and made of rayon yarn. Cotton yarn may be used only if the disinfectant-detergent is not a quat (since cotton neutralizes quats.

xiv. Cloths, Impregnated, Dusting and Sweeping – These cloths shall be tubular cotton with 18 percent to 22 percent non-oil impregnation by weight, and the impregnations compound shall be registered with EPA.

xv. Vacuum Cleaners – All vacuum equipment shall have hospital use micro-static impaction type filtration system, which shall filter out all dust and bacteria particles larger than 0.3 microns. All vacuum equipment (i.e., tank, hose, and bag) shall be cleaned daily with disinfectant-detergent. Vacuum filters shall be cleaned weekly.

xvi. Other Items –

1) Floor Polisher. Floor polishers shall have a non-porous scrubbing surface to inhibit bacterial growth.

2) Mop Buckets – The double bucket mopping system shall be used.

Buckets shall be constructed of nonporous, acid resistant, seamless material.

3) Contractor Equipment – The Cemetery shall not be held responsible for any items of Contractor’s equipment which may be lost, damaged or stolen. The contractor shall tag all contractor owned equipment for identification.

4) Contractor is required to complete restroom all check list that the cemetery will provide. This will include daily weekly, monthly check list.

Check list will be posted in all restrooms and in breakroom.

2. GREEN CLEANING

a. The Contractor shall use green cleaning products and processes. Green cleaning is a planned and organized approach to cleaning that is designed to protect the occupants and workers' health and reduce the impact on human health and the environment.

Unlike a traditional cleaning program, a green custodial program takes a holistic approach to…