PWS_FRF Cleaning Services_18 may 2020.pdf

Scope of Work for

Cleaning Service at Field Research Facility Duck, North Carolina

1. WORK TO BE DONE. The work to be done under these specifications consists of furnishing all supervised labor, cleaning supplies, and equipment to perform janitorial services at the U.S. Army Corps of Engineers Field Research Facility, located at 1261 Duck Road, Duck, North Carolina. The services to be furnished under this order include vacuuming, sweeping, mopping, and buffing the floors of all finished interior spaces; cleaning and servicing kitchen and all appliances, washrooms, toilets and bathrooms; emptying wastebaskets; replacing light bulbs as needed; changing air filters and other miscellaneous services as specified herein.

2. WORK SITE. Services are to be provided for four buildings, the main office buildings (Buildings No. 1 & No. 2), the conference room building (Building No. 3) South and West of the main office buildings, and an office trailer (Building No. 4) South of the main office buildings for a combined area of approximately 10,397 square feet including 8 restrooms and 2 Kitchen areas.

3. SITE OF INSPECTION. Official tours of the building will be scheduled for the convenience of all bidders. Bidders should avail themselves of the tours and also inspect the building during the hours of 8:00 am and 4:30 pm so that they will be aware of the nature of the work and the general and local conditions, which can affect the work. Access to the building may be obtained for inspection purposes by contacting the Building Manager between the hours of 7:00 am and 3:30 pm, Monday thru Friday. Building Manager: Mr. Mark Preisser 252-435-3359.

4. GOVERNMENT FURNISHED UTILITIES. The Government will furnish from existing outlets without charge to the Contractor, all water and electric power that may be required in the performance of the specified services. The Contractor shall furnish all supplies and equipment required to service a particular area, except light bulbs and air filters, which will be furnished by the Government. Lights shall be turned off when leaving all rooms.

5. PERFORMANCE TIME. The work specified herein shall be accomplished by agreement between the Contractor and Building Manager. Stripping and waxing work shall be accomplished on the weekend. The Contractor shall furnish an alternate workday whenever a Government holiday falls on a scheduled cleaning day.

6. WORK TO BE DONE.

6.1 Weekly – All Buildings (1-4)

6.1.1 Sweep, vacuum, and/or dust mop floors.

6.1.2 Empty wastebaskets and containers, and clean if necessary.

6.1.3 Sweep all throw rugs.

6.1.4 Clean and disinfect drinking fountains.

6.1.5 Sweep entrances, including steps.

6.1.6 Clean and disinfect restrooms.

6.1.6.1 Water closets

6.1.6.2 Urinals

6.1.6.3 Sinks and washbowls

6.1.6.4 Mirrors

6.1.6.5 Dispensers (fill)

6.1.6.6 Stall partitions

6.1.6.7 Sweep and damp mop floors

6.1.7 Clean and disinfect all door handles, door knobs, and light switches

6.1.8 Dust as necessary.

6.1.9 Trash removal.

6.1.10 Clean and disenfect kitchens

6.1.11 Replace light bulbs and air filters as needed – Clean All Appliances.

6.2 Monthly Buildings (1-4)

6.2.1 Clean the interior and exterior of all accessible windows.

6.2.2 Clean venetian blinds.

6.2.3 Buff floors.

6.3 Quarterly- Buildings No. 1 & No. 2 Clean the exterior of all second floor windows.

6.4 Annually- Building No. 1 & No. 2

6.4.1 Clean all light fixtures.

6.4.2 Clean the interior and exterior stairwell windows.

6.4.3 Strip and wax floors.

6.5 Floor Cleaning and Preservation.

6. 5.1 Sweeping and Vacuuming. Floors shall be cleaned so that no dust streaks are left and no dust remains where dirt is picked up with the dustpan. No dirt or dust shall be left in corners, or under furniture, behind doors, or on stair treads and risers.

All furniture and other equipment moved during the sweeping process shall be replaced at completion of work. Baseboards, doors, furniture, and equipment shall not be disfigured or damaged by being struck with the sweeping brush or mop in the process of moving furniture and equipment. The computer room floor is to be swept using the central vacuum only.

6.5.2 Damp-mopping. Floors shall be damp-mopped or wet-mopped if necessary to remove dirt and stains that cannot be removed by sweeping. Neutral soap solutions shall be used in wet mopping as agents to remove dirt. Floors shall be mopped dry to prevent any standing water from being absorbed by floor coverings. Mop water splashed on baseboard, doors, furniture and equipment shall be removed immediately.

6.5.3 Spot-mopping. Spot-mopping shall include the removal of stains caused by spillage on small areas of the floor surface and where windows or doors have been left open so that rain, snow, or sleet blows in. All rugs shall be spot cleaned as necessary.

6.5.4 Scrubbing. Scrubbing with neutral soap solutions, rather than damp or wet mopping, shall be resorted to when a floor cannot be cleaned by mopping. Water or scrubbing solution shall not be allowed to stand on floors longer than necessary to complete the cleaning job, at which time dirty water shall be picked up and the floor shall be rinsed until clean and free of soap solution and then dried.

6.5.5 Stripping and Re-waxing. The process shall begin with a thorough cleaning of floors to remove the old wax and soil. The application of excessive amounts of wax shall not be permitted. Sufficient wax shall be used to fully protect the floor surface and present a neat, well-kept appearance.

6.5.6 Buffing. Wax shall be thoroughly dry before buffing. A buffing machine shall be used and buffing shall be only enough to harden the wax and bring the surface to desired uniform luster. Woodwork, baseboards, and furniture shall not be exposed to wax or buffing when nearer than six inches to baseboards or non-movable fixtures; brushes will carry enough wax to protect the six-inch wide area.

6.6 Toilet Rooms.

6.6.1 General. Scheduled cleaning of building toilet rooms shall include sweeping and mopping (or scrubbing as necessary) of floors, cleaning of mirrors, cleaning of nickel and chrome hardware, and cleaning of fixtures. Walls and stall partitions shall be wiped at specified intervals, with spots removed during scheduled cleaning. Water closets and urinals shall be scrubbed with soap and water and sterilized with an antiseptic solution. Quality of cleaning shall be such that unpleasant odors are eliminated. Soap dispensers and automatic, liquid dispensing urinal deodorizers shall be maintained and refilled as necessary by the Contractor. All materials shall be especially formulated for the intended application. Urinals deodorizers which, in the opinion of the Building Manager, are irreparable shall be provided with solid cake type toilet deodorant.

Each lavatory without an adjacent soap dispenser shall be provided with a bar of hand soap.

6.6.2 Miscellaneous.

6.6.2.1 Water closets shall be cleaned to remove all rust, odors, and stains.

6.6.2.2 Urinals shall be cleaned to re remove rust odors, and stains.

Cleaning solution shall not be flushed through the trap to reduce accumulation of scale.

6.6.2.3 Wash bowls shall be cleaned to remove rust and stains. Water used in cleaning shall not be allowed to drip between the fixtures and wall.

6.6.2.4 Drinking fountains shall be cleaned to remove any stains, rust or scale.

6.6.2.5 Exterior of paper towel cabinets and soap dispensers shall be cleaned after refilling.

6.6.2.6 Disinfect all touch surfaces, such as toilet seats and flush handles, urinal handles, stall handles and faucet handles.

6.6.3 Toilet Room Floor and Wall Cleaning.

6 .6.3.1 Floor shall be mopped and rinsed until free of soap solution.

In no instance shall a hose or stream of water be used to mop the floors.

6.6.3.2 Toilet room walls, partitions and woodwork shall be washed where wall surfaces or vitreous material or the surfaces are covered with a washable paint or enamel. Surfaces of walls, stall partitions, and woodwork, which are not washable, shall be spot-cleaned to remove dirt and pencil or other marks.

6.7 Kitchens. Scheduled cleaning of kitchens shall include sweeping and mopping (or scrubbing as necessary) of floors, cleaning all appliances, cabinets, sinks and faucets, ovens, and countertops. Disinfect all touch surfaces such as faucets, appliance handles, cabinet knobs and handles. Walls shall be wiped at specified intervals, with spots removed during scheduled cleaning.

6.8 Dusting. Dust shall be removed from exposed surfaces, including but not limited to furniture, filing cabinets, window and doorframes and casings, window sills, bulletin board frames, picture frames, and all other wall mounted items. Areas around air conditioning outlets and return air grills, and the louvers in all doors so equipped, will be thoroughly cleaned. Spots should be removed from walls at the time when high objects in the room are being dusted.

6.9 Miscellaneous Cleaning.

6.9.1 Venetian Blinds. These shall be cleaned to remove all dust, stain, soil, and smudges. Care should be exercised to prevent staining of the tapes or cords during cleaning operations.

6.9.2 Polishing Metal. Solid non-ferrous metal push plates, plates, name plates, escutcheons, fire extinguishers, and other fixtures, shall be polished to present a neat, clean, shinning appearance. Polishing materials shall be used with care so that finish of metal fixtures and adjacent surfaces will not be damaged.

6.9.3 Cleaning Light Fixtures. Light fixtures shall be dusted on the outside.

Glass bowls of incandescent fixtures shall be removed from the fixtures and cleaned inside and outside. Fluorescent fixtures shall be cleaned to remove dust and stains.

6.9.4 Office Equipment. Wastepaper baskets shall be emptied each trip.

6.9.5 Furniture. Wood and metal desks, table tops and chairs shall be cleaned to remove dust, soil, stains and grease.

6.9.6 Cleaning Entrances. Loading bays, platforms and steps outside of, and adjacent to, entrances shall be swept and policed for the removal of dirt and litter.

6.9.7 Trash Removal. Wastebaskets, sand urns, and ashtrays located in building at entrances and at outside pickup stations will be furnished by the Government.

The Contractor shall collect and deposit trash and rubbish in pickup station containers in such a manner as to ensure that all waste is deposited in the containers. Proper containers required to transport trash and rubbish from the building to the pickup stations shall be furnished by the Contractor and shall be changed at intervals not exceeding two months.

7. ITEMS FURNISHED BY THE CONTRACTOR.

7.1 The Contractor shall furnish all supplies, materials, equipment, and employee training necessary for the performance of the work of this contract unless otherwise specified herein. These supplies and materials shall be of a quality and type customarily utilized.

7.2 The Contractor shall not use any material, which the Government determines would be unsuitable for the purpose, or harmful to the surfaces, to which applied. Costs for correcting damage caused by misused materials will be borne by the Contractor.

7.3 All necessary cleaning equipment, including power driven floor scrubbing machines, waxing, and polishing machines, industrial type vacuum cleaners, and all necessary motor trucks, etc., needed for the performance of the work of this contract shall be furnished by the Contractor. Such equipment shall be of the size and type customarily used in work of this type, and shall meet the approval of the Government.

Defective equipment shall be repaired or replaced.

8. CONTRACTOR'S LIABILITY.

8.1 Contractor's Liability - Damage to Government Property. By executing this contract, the Contractor agrees to be liable for all damage, destruction, theft or loss of Government property and materials caused, in whole or in part, by his/her employees.

Such property includes, but is not limited to, equipment, fixtures, materials, supplies, natural resources, and structural components. In such an event, the Contractor shall either make payment to the Government for such damage, loss, destruction, or theft in the amount determined by the Building Manager, or replace or repair the damaged, destroyed, or stolen property to the satisfaction of the Building Manager.

8.2 Contractor's Liabilitv- Damage to Property or Injury to Persons. By execution of this contract the Contractor agrees to hold and save the United States harmless from all claims for damages to property or injuries to persons which may arise from or be incident to the performance of work under this contract, or for damages to the property of the Contractor or for damages to the property or injuries to the person of the Contractor's officers, agents, servants or employees, or subcontractors, and the United States shall not be responsible for such damages or injuries.

9. STANDARDS OF CONDUCT.

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. The Contractor is also responsible for ensuring that his employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones, except as authorized.

9.2 A detailed roster of contractor employees will be provided to the Building

Manager.

9.3 Each employee shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by alien Registration Receipt Card, Form 1-151, or who presents other evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

9.4 Contractor employees will not be permitted to use government property with exception of the telephone in case of emergency.

9.5 Contractor employees will not be permitted to loiter in the hallways, offices, restrooms, lobbies, or other areas. They will not interfere with Government employees doing their duties.

9.6 Contractor employees will be escorted off the work site and not allowed re-entry for violation of any of the following:

a. Smoking inside of a Government building.

b. Possessing and/or using illegal drugs or intoxication from any alcohol product at any time while in the performance of this contract.

c. The use of profane, vulgar, or indecent language to such extent that it offends, distracts, or otherwise interferes with the duties of the Government employee or contractor workers.

d. Harassing, intimidating, coercing, threatening, assaulting, or making obscene gestures, insubordination or abusive attitude towards any Government employee or contractor workers.

e. Possession of any weapon, whether it is a firearm or knife, (other than a legal pocketknife). This includes the discharge of such weapons or producing such weapons in any manner considered to be threatening against any human.

f. The Contractor must provide a supervisor and any necessary personnel to perform the work required in the time allotted. The supervisor can do work in addition to supervising other employees, and performing inspection duties necessary to assure that all required work is accomplished. The supervisor shall accompany the Building Manager or his representative in inspecting the work for compliance with these specifications.

10. EMPLOYEE SUITABILITY DETERMINATIONS. At least 10 working days prior to entry on Government property by any personnel or agents of the Contractor, the Contractor shall provide a correctly completed Standard Form 85, Public Trust Position, Optional Form 306, two (2) completed FD-258's (Fingerprint Card), and proof of citizenship (Birth Certificate, U. S. Passport, Certificate of Naturalization, Certificate of Release or Discharge from Active Duty (DD Form 214) to the ERDC Security Office to facilitate a National Agency Check (NAC), per AR 380-49 Industrial Security Program; AR 380-67 Personnel Security Program; and DOD 5220.22-R Industrial Security Regulation for each person requiring permission to enter and work on Government property. Anyone who is not favorably adjudicated by this check will not be allowed to perform the services required by this contract.

11. SECURITY. The Contractor shall take appropriate steps to safeguard the contents of the building while the Contractor and/or any of his employees are working in the building.

Upon completion of the work, the Contractor's foreman will be responsible for closing and fastening all windows that have been opened during prosecution of the work and for turning off all lights.

12. STORAGE SPACE. The Contractor will be allowed to store equipment and supplies in a janitorial closet in Building No. 1. The Contractor shall keep the storage space clean at all times with equipment and supplies arranged in a neat and orderly manner. The Government will not be responsible in any way for damage occasioned by fire, theft, accident, or otherwise to the Contractor's supplies, materials or equipment kept in the building or the Contractor's employees' personal property brought to the building.

13. SAFETY.

13.1 All sweeping compounds, dust cloths, mop treating materials, floor oils and floor treatment materials (exclusive of waxes) shall be products that are free of any spontaneous heating tendencies. Listing of these products as free of this tendency by the Underwriter's Laboratory, Inc., or other similar qualified, nationally recognized testing organizations, shall be considered as meeting these requirements.

13.2 The Contractor shall not store combustible supplies, including but not limited to rags and paper, near possible sources of ignition, such as, but not limited to high- wattage lamp bulbs. The Contractor shall consider contaminated buckets, mops, cloths, and brushes as potentially subject to spontaneous heating, and shall not store such items in buildings except in those areas specifically designated for this purpose.

13.3 The Contractor shall store soap powder in a cool, dry location, and used wiping cloths in covered metal containers. He shall require his employees to collect contents of ashtrays in metal containers separate from regular collection containers.

13.4 All work required herein should be accomplished in accordance with the requirements of all applicable sections of the latest edition of the U.S. Army Corps of Engineers Safety & Health Requirements Manual, EM 385-1-1, except that the Contractor will not be required to have a first aid attendant on duty. A formal safety plan is not required under these specifications.

14. INSPECTION. The Contractor's supervisor shall be responsible for the inspection of all work to ensure the services and supplies required under this contract are performed in accordance with the requirements of these specifications. Inspections will also be made by the Building Manager or his representative. The Contractor shall correct any deficiencies found that day. Government inspections will be made in the presence of the Contractor's supervisor.

15. FAILURE TO PERFORM. Repeated failure to correct any of the deficiencies found during inspections of any of the work required in Items 1 through 5 will result in termination of the contract.

16. PERIOD OF CONTRACT. The period of this contract shall be for 12 months from the date of contract award, unless extended in accordance with the contract clause option provisions, FAR 52.217-8, OPTION TO EXTEND SERVICES, and FAR 52.217-

9, OPTION TO EXTEND THE TERM OF THE CONTRACT.

17. QUALITY CONTROL I QUALITY ASSURANCE:

17.1 Quality Control. The Contractor shall establish a quality control program to assure the requirements of the contract are provided as specified. A copy of the Contractor's Quality Control Program must be provided the Building Manager for approval prior to phase-in of contract and changes occur. The program shall include, but not be limited to, the following:

a. An inspection system covering specific areas listed in the Work To Be

Done be inspected on either a scheduled or unscheduled basis and the individual's title that will perform-the inspection.

b. A method for identifying deficiencies in the quality of services performed before the level of performance is unsatisfactory.

c. A file of all inspections conducted by the Contractor and the corrective action taken. This document shall be available to the Government during the term of the contract.

17.2 Quality Assurance. The Government may monitor the Contractor's performance under this contract using the Work To Be Done stated in Section 6 or such other procedures as may be necessary to ascertain Contractor compliance with this contract. Changes to surveillance methods and/ or procedures are solely within the Building Manager's discretion and control.

Appendix 1 – FRF Janitorial Services Matrix

Statements Standards Remedy Trashcans emptied

Minimum performance rating = Good

If found to be non-compliant the contractor is responsible for correcting the task and resulting action will require completion at no additional cost or extension to the period of performance.

Restrooms disinfected and cleaned

Minimum performance rating = Good

If found to be non-compliant the contractor is responsible for correcting the task and resulting action will require completion at no additional cost or extension to the period of performance.

Kitchens disinfected and cleaned

Minimum performance rating = Good

If found to be non-compliant the contractor is responsible for correcting the task and resulting action will require completion at no additional cost or extension to the period of performance.

Offices dusted/ swept/vacuumed

Minimum performance rating = Good

If found to be non-compliant the contractor is responsible for correcting the task and resulting action will require completion at no additional cost or extension to the period of performance.

Monthly Tasks – clean interior and exterior of all accessible windows, venetian blinds, buff floors

Minimum performance rating = Good

If found to be non-compliant the contractor is responsible for correcting the task and resulting action will require completion at no additional cost or extension to the period of performance.

Quarterly Tasks – exterior of all second floor windows

Annual Tasks – clean light fixtures, interior and exterior stairwell windows, strip and wax floors.

Minimum performance rating = Good

If found to be non-compliant the contractor is responsible for correcting the task and resulting action will require completion at no additional cost or extension to the period of performance.