Attachment B - Revised Statement of Work.pdf

Statement of Work for Janitorial Services at Jacksonville National Cemetery

1) BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration (NCA), honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 155 National Cemeteries in 39 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. As the final resting place for our nation’s heroes, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration (NCA) to reflect this nation’s concern and respect for those interred there, therefor strict adherence to the following specifications is essential.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required when scheduling and performing work to not interrupt cemetery operations.

The Jacksonville National Cemetery is in Duval County, Jacksonville, Florida which is approximately 10 minutes from the Jacksonville International Airport. National Cemeteries are National Shrines. The standards of maintenance and appearance of the buildings at these cemeteries must reflect this nation’s concern for those interred there. For this reason, strict adherence to the specifications is required as well as National Cemetery Administration standards.

2) SCOPE OF WORK:

The Contractor shall furnish all supervision, labor, equipment, materials and supplies necessary to provide Janitorial Services to the Jacksonville National Cemetery. The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of “janitorial services” described herein, which are required to maintain sanitation and an aesthetic appearance of the Cemetery’s Administration Office Building, Honor Guard Building and Maintenance Building. All equipment and supplies to be provided by the contractor. Specific location, size and services required for the cemetery buildings are as follows:

Administration/Public Information Center (PIC)/Breezway/Restrooms Maintenance and Honor Guard Buildings 2,720 sq ft - Administration Building 1,428 sq ft – Breezeway/PIC 544 sq ft - Public Restrooms 3,080 sq ft - Maintenance and Honor Guard Building

The work shall consist of cleaning: sanitizing and maintaining all public restrooms, administrative and maintenance break room, honor guard team room, administrative area of the administrative / maintenance building including employee spaces and the public information building and public restroom. Cleaning in the break rooms include microwaves and refrigerators.

2.1) GENERAL REQUIREMENTS:

a. Areas to be cleaned:

b. Administration Office Building (Admin Building), to include lobby, offices, conference room, kitchen and lunchroom, operations center, and bathrooms.

c. Maintenance Building, to include offices, mechanical/electrical rooms and breakroom, Honor Guard room, and men’s and women’s locker rooms and bathrooms.

2.2) FACILITY CLEANING SERVICES

a. All trash cans shall be emptied, cleaned, and sanitized daily. This includes recycle bins, bags of shredded papers and any boxes shall be broken down and placed in the recycling bin at the maintenance building.

b. All dirt, debris, urine, feces, and water shall be removed from all floors and wall surfaces.

c. All sinks and counter tops shall be cleaned, sanitized, and wiped to remove all excess standing water and debris daily. If an item such as microwave is on the countertop, that item must also be moved to ensure the cleanliness of the countertop.

d. All door handles, knobs, push plates in all buildings, as well as the front of the customer counter, chairs in the Public Information Center (PIC) will be cleaned daily utilizing a COVID-19 disinfectant chosen by the contractor from the List N Tool on the EPA website as an approved COVID-19 disinfectant.

e. Refrigerator and microwave shall be cleaned inside and out monthly or more frequent if needed, however wiped down weekly.

f. All glass surfaces shall be cleaned with an appropriate glass cleaner so that the surface is free of grease, dirt, and smudge marks daily. All stainless-steel surfaces will be cleaned once a week or as necessary or when instructed by the COR so that the surface is free of grease, dirt, and smudge marks daily.

i. All toilets are to be cleaned and sanitized daily.

ii. All stainless-steel surfaces shall be cleaned weekly and according to manufacturer's specifications. There shall not be any dust on the flat surfaces of stainless-steel dryers.

iii. All windows in the public information center will be cleaned inside and out weekly and daily if needed.

iv. All light fixtures, ceilings and corners will be swept / dusted for cobwebs in administration building and maintenance building monthly or more frequently as needed.

g. Any feminine hygiene disposal units shall be emptied, cleaned, and sanitized in a method approved for cleaning and disposing of blood borne pathogens daily.

h. Floors shall be mopped daily with a disinfecting cleaning solution and with a clean mop and floors should be waxed quarterly and stripped semi-annually in the maintenance and honor guard building, if appropriate. (Public Washroom mops etc., shall be stored and used in public washroom area only.) At no time should there be any standing water remaining after mopping.

Note: Stripping of floors needs to be done on Saturday’s and prior approval from COR/Director.

Contractors will need to move all furniture prior to stripping floors and the following business day place all furniture back.

i. An adequate supply of toilet paper, paper towels and soap shall be maintained daily so that there are always 2 rolls in the dispensers and one back-up roll available for all restrooms.

j. Administrative and public areas will be swept, mopped, and dusted daily or additional when needed or when instructed by the COR to ensure all areas are free of dirt, dust, and debris. Mop bucket shall be emptied at the end of each day after use.

i. The carpeted area (if applicable) will be vacuumed daily or as needed or when instructed by the COR. If there is no carpet in the building, sweeping, and mopping to floor will apply.

ii. The windows, window covers, and base boards (interior and exterior) will be washed and cleaned monthly.

iii. The carpeted areas will be shampooed every 4 months (If carpet is in any part of the either building).

k. Entrance ways and windows of PIC/Admin and maintenance building will be swept free of bugs and debris daily. However, the entire administration and maintenance building windows shall be washed quarterly.

l. The maintenance building and honor guard room will be cleaned daily to ensure all areas are free of litter, dust, debris and all supplies and equipment shall be kept in an organized manner.

m. Upon the completion of cleaning the restrooms the Cemetery Restroom Daily Checklist will be completed for all cemetery restrooms. NOTE: There is a laminated sheet in all the restrooms and its updated daily.

n. All supplies and equipment will be kept in an organized manner in a designated area within the building.

o. The use of a power blower inside any building is unauthorized.

p. Liquid hand soap bottles and soft paper towels will be replenished in both break rooms located in the Administration and Maintenance Buildings weekly or when needed.

q. All Safety Data Sheets (SDS) for all chemicals used will be provided to the COR.

3) SERVICE LOCATION:

Jacksonville National Cemetery 4083 Lannie Road Jacksonville, FL 32218

4) PROJECT INFORMATION:

a. Period of Performance: Contract shall be for a base, from June 1, 2024 through May 31, 2025, and up to four option periods, if exercised.

ANTICIPATED PERIOD OF PERFORMANCE:

Base Year: June 1, 2024 – May 31, 2025 Option Year One: June 1, 2025 – May 31, 2026 Option Year Two: June 1, 2026 – May 31, 2027 Option Year Three: June 1, 2027 – May 31, 2028 Option Year Four: June 1, 2028 – May 31, 2029

b. Normal Work Hours: All work shall be performed during normal business hours of 08:00am to

4:30pm EST, Monday thru Friday, excluding Federal Legal Holidays. Work may be performed on weekends as approved by the COR, provided arrangements are made in advance with the

COR.

The Federal Holidays observed by the Federal Government are:

New Year’s Day 1 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

When one (1) of the holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal 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 Federal Holiday.

**Service will be provided during the duration of the following ceremonies: during Wreaths Across America Ceremony (WAA), typically held on the 2nd or 3rd Saturday of December and during the Memorial Day Ceremony, typically held on Memorial Day. Additional services may be required on a case-by-case basis for the Saturdays of Memorial Day Weekend, Mother’s Day, Father’s Day, and Veteran’s Day.

**There may be an occasion where the Janitorial Service will need to be provided at a different time than that it is being completed (Example, Janitor cleans from 5:30pm to 8:00pm and we need them to come from 0500am to 0800 instead) within the cleaning times 4:30pm-08:00am.

The Cemetery has the capability to change the times a Janitor cleans based on the needs of the cemetery.

5) STANDARDS OF CONDUCT AND CONTRACTOR SECURITY:

The National Cemetery Administration honors veterans with final resting place and lasting memorials that commemorate their service to our Nation. National Cemeteries are national shrines. The standards of work, appearance, and procedures performed by the contractor at the cemetery shall reflect this national concern for those interred there. Due to the sensitive mission of the cemetery, contractor personnel must exercise and exhibit absolute decorum, composure, and stability always.

a. The burial activities at a National Cemetery shall take precedence over contract activities. The contractor shall cooperate and coordinate with the COR and/or Cemetery Director in arranging scheduled activities to cause the least possible interference with cemetery activities. Noise during the interment services shall not disturb the service. Trucks and workmen/workwomen shall not pass through the service area during this period.

b. The contractor shall cease work operations, if necessary, to ensure that no contract work causes any funeral ceremony, procession or visitation be delayed, altered, or otherwise impacted in such a way that the dignity, serenity, or security of that event is compromised. The contractor shall coordinate with the COR daily to schedule work around interment services.

c. Workmen/Workwomen are subject to rules of the Cemetery applicable to their conduct. While on site at the National Cemetery, contractor personnel shall be required to adhere to the following standards of dress and conduct while performing work in the national cemetery. These standards and regulations are enforceable under the Title 38, U.S.C., Section 218

d. Contractor personnel appearance and conduct shall be always professional and unobtrusive. Shirts and full-length pants must be always worn.

e. Smoking is not allowed in any building or section at the National Cemetery.

f. The playing of radios, cassette recorders, etc., is prohibited on site or in buildings (unless otherwise instructed). The contractor’s work force is governed by the same rules governing cemetery employees. All individuals failing to comply will be removed from the site.

g. Sexual harassment will not be tolerated, and the offending individual(s) will be removed from the site immediately.

h. Contractor personnel shall not sleep on cemetery grounds, sit, or stand on installed grave markers, or put, place or lean equipment or material on grave markers.

i. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

j. The contractor shall ensure that all employees behave with appropriate decorum, courtesy, and respect while within the cemetery or at its perimeter or entrances. Shouting, cursing, angry outbursts, sleeping, intoxication, drug use, unsafe driving of private or company vehicles, and/or violence or criminal acts of any kind will not be tolerated and is cause for immediate removal from the cemetery. At no time will any weapons be allowed on Federal Property.

k. No keys will be provided to the Contractor unless approved by the Cemetery Director and necessary for closing procedures.

l. Employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

m. The Contractor shall notify the COR when unauthorized or Suspicious persons are seen on the premises.

6) CONTRACTOR FURNISH EQUIPMENT AND SUPPLIES:

a. 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.

b. 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.

c. 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.

d. 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.

e. 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.

f. All electrically operated equipment shall be equipped with hospital quiet-type motor, be third wire grounded, and equipped with an appropriate length of UL approved three-conductor cord.

Extension cords are prohibited.

g. 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.

h. When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage.

i. Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. All material not immediately used shall be properly stored.

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

k. Floor Polishing Liquid – The liquid shall be synthetic polymer floor finish (not a wax), water emulsion with at least 16 percent solids content (i.e., medium-gloss), removable by detergent scrubbing, and safe for use on all synthetic, resist scuffing, and water penetration.

l. 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.

m. Mops – Non-disposable mop heads shall be neutral colored and made of rayon yam. Cotton yam may be used only if the disinfectant-detergent is not a quat (since cotton neutralized quats. Mop heads shall be washed in janitorial closet sinks.

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

o. 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 and shall be equipped with hospital quiet-type motor.

p. Other Items

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

ii. Mop Buckets – The double bucket mopping system shall be used. Buckets shall be constructed of nonporous, acid resistant, seamless material.

iii. Signs – Signs shall contain easily understood directions, in both English and Spanish.

iv. 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.

7) 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. The Contractor shall provide spill containers for all liquids and ALL CONTAINERS shall be clearly markers as to content. The Contractor shall contain, clean up, and report all spills on Government property in a manner that complies with all applicable Federal, State, and Local laws and regulations or otherwise stated herein, and the Cemetery Sill Control Plan at no cost to the Government.