Attachment B- Statement of Work (SOW).pdf

NCA MWD PERFORMANCE WORK STATEMENT (SOW)

Janitorial Services

JEFFERSON BARRACKS NATIONAL CEMETERY 2900 Sheridan Rd Saint Louis, MO 63125

October 9, 2024

NCA MISSION

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.

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 for those interned there. For this reason, the Contractor’s strict adherence to the specifications shall be required and shall be essential.

PRODUCT/SERVICES

Janitorial/custodial services for Jefferson Barracks National Cemetery

A. GENERAL REQUIREMENTS

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 Jefferson Barracks National Cemetery, 2900 Sheridan Rd. St. Louis, MO 63125.

Work consists of janitorial and custodial services that include cleaning, sanitizing, and maintaining all restrooms, break rooms, Administrative/Public Information Building, Maintenance Building, Chapel, East Restrooms and Old Maintenance Building (OMB) at Jefferson Barracks National Cemetery and the Gardener office within the OMB. Total square foot of space: 14,440.

A.1. Areas to be served are the Chapel, Maintenance Building, Administration Building, East Restroom, Old Maintenance Building (OMB), and the Gardener office within the OMB:

I. All janitorial services shall be performed Monday through Friday during the regular business hours of 8am and 4:30pm. Janitorial services shall provide full service at the Maintenance and Administrative buildings twice daily, once in the morning and once in the afternoon, Monday thru Friday.

II. The Administrative Building public restrooms shall receive janitorial services on Saturday and Sunday from 12 pm to 2:00 pm (including Federal Holidays).

III. The Administrative/Public Information Building restrooms are to be cleaned twice daily, once in the morning and once in the afternoon Monday through Friday, during normal working hours.

IV. Janitorial services are also required during the entire Memorial Day weekend (Saturday, Sunday, and Monday – the last Monday in May).

V. On designated burial weekends, the dates will be provided in advance based on the NCA Standardized Holiday Burial Schedule, the Administration Building, Chapel public restrooms and Maintenance Building need complete janitorial services.

VI. Contractor is required to remain on site from 8am to 4:30pm Monday through Friday for any emergency janitorial needs.

VII. The Compound breakroom will be cleaned twice daily, once in the morning and once in the afternoon Monday through Friday, during normal working hours.

VIII. Twice annually, as annotated in CLIN 0004, removal of glass tabletops on desks in Administrative building office (a total of 3 offices), and clean underneath glass table top as well as clean the glass.

IX. The Old Maintenance Building (OMB) also includes the gardeners’ offices, which will require general cleaning such as trash pickup and vacuuming once weekly.

B. SPECIFICATIONS

1. Floors:

a) Sweep and mop all floor surfaces (moving tables, chairs, waste cans, mats, and floor items as needed) and remove stains as needed.

b) Floors will be mopped daily with a disinfecting cleaning solution. Strip and wax floors, if appropriate, twice a year.

c) Vacuum all carpet and rug areas (including mats/carpet runners); ensuring the removal of debris; moving light furniture and floor items as needed.

d) All carpet and rug areas will be vacuumed and shampooed annually, at least one week (5 days) prior to Memorial Day Services on the last Monday in May.

e) Used mop heads should show no accumulation of dirt or debris and should be fully cleaned after each use.

2. Restrooms/Locker Rooms/Lunchrooms

a) Sweep outside entrance of Administrative Building, East Restroom and any other area leading to a restroom, ensuring space is free of debris.

b) Clean restrooms and locker rooms with germicide disinfectant to include toilets/urinals, sinks, partitions, floors, and walls in maintenance building twice daily, once in the morning and once in the afternoon.

c) Clean 2 employee shower floors, walls and fixtures Monday, Wednesday & Friday, with exception to Federal Holidays.

d) Clean and polish all glass, mirrored and stainless-steel areas with appropriate cleansers ensuring no streaks.

e) All glass surfaces will be cleaned with an appropriate glass cleaner, so the surface is free of grease, dirt and smudge marks daily.

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

g) Furnish and fill all soap dispensers, paper towels and toilet paper. Adequate supply of toilet paper, paper towels and soap will be maintained so that there is always a roll on the dispensers and one back-up roll available for all restrooms.

h) Pour all mop and/or cleaning water down the designated floor drains. Sinks will not be used as a drain. Clean and seal floor drains.

3. Doors/Walls/Partitions

a) Clean glass doors (with glass cleaner), inside and outside surfaces (glass inserts within doorframes in Maintenance and Admin Bldgs.).

b) All glass surfaces will be cleaned with an appropriate glass cleaner, so the surface is free of grease, dirt, and smudge marks daily.

c) Dust and spot clean doors, doorframes, walls, and partitions, ensuring all corners are free of dust and cobwebs.

d) Dust and spot clean all window ledges, windowsills, and baseboards.

4. General Cleaning requirements

a) Empty, clean, and line all waste cans, including trash receptacles inside the buildings and outside at building entrances.

b) Clean, polish, and sanitize drinking fountains.

c) All sinks and countertops will be cleaned, sanitized, and wiped to remove all excess standing water daily.

d) Empty and damp wipe ashtrays at entrances and exits of buildings. The receptacle should be free of liter associated with cigarette smoking, as well as gum, wrappers, etc.

e) Clean and damp wipe chairs, wall clocks, wall pictures, top of file cabinets, and counter tops.

f) Clean and polish light switches, door handles, and push plates through the facility.

g) Clean (vacuum or dust) vents, louvers, light fixtures (inside & outside of the facilities), blinds, and windowsills. A treated cloth should be used when necessary.

h) Dust and polish all wood surfaces and countertops.

i) Clean and wipe down exterior benches.

j) Exterior power washing and squeegeed clean of all exterior windows.

k) Clean, organize, and maintain the janitor’s closet. All supplies, materials, and equipment will be kept in an organized manner in the janitorial closets.

l) The Contractor and Contractor’s employees will follow the cemetery smoking policy.

m) All debris resulting from the cemetery janitorial services will be disposed of in Government provided dumpster.

n) The Contractor shall be responsible for any damage to Government and/or personal property. All damage by the Contractor shall be repaired or replaced by the Contractor at no additional cost to the Government.

F. OPERATIONAL IMPACT

The contractor agrees to phase all work in such a manner as not to impact on or interfere with cemetery operations. The contractor shall not operate equipment, machinery, or otherwise perform contract work within 250 feet of any ongoing interment service. The Cemetery Director may coordinate with contractor's performance in specific areas of the cemetery to ensure smooth cemetery operations.

FEDERAL HOLIDAYS (Holidays observed by the Federal Government)

New Year's Day 1st day of January

Martin Luther King's Birthday President's Day Third Monday in January

Presidents’ Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Day 19th day of June

Independence Day 4th day in July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day 11th day in November

Thanksgiving Day Fourth Thursday in November

Christmas Day 25th day of December

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.

H. PERFORMANCE OF WORK ON CEMETERY GROUNDS

Conduct:

JEFFERSON BARRACKS 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.

As the work being performed is at a National Cemetery all Contractor’s employee must always look professional and neat in appearance; and be fully clothed to include upper garment to cover the body from the waist to neck and long pants or slacks. 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 Contractor’s 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.

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 service.

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. All other areas are designated as NO

SMOKING.

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 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 Contracting Officer 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 Contracting Officer may communicate the removal of an employee from the premises. 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 communicated by the Contracting Officer.

J. CONTRACT MANAGEMENT

(a) 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 assist him/her in furnishing technical guidance and advice or providing general guidance 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.

(b) The COR may communicate and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Placing orders for services.

(iii) Verification / certification of payments to the Contractor for services rendered.

(iv) 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 provided in writing by the Government Contracting Officer.

(c) Site Manager: The Contractor shall provide a “Site Manager” who will be always on-site during contract performance. The Site Manager shall be responsible for the following:

(i) Communicating, overseeing and coordinating the work involved.

(ii) Staying abreast of all upcoming cemetery functions including special holiday events and interment activities.

(iii) Ensuring that contract work does not cause any committal service, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(d) The Site Manager shall reassign work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided.

(a) 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.

(b) 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 to act as COR.

K. PERIOD OF PERFORMANCE

Performance Period: The term of this contract shall be for a period from Date of contract award through 364 calendar days, along with 4 option years (BASE + 4 OPTION YEARS). Contractor shall submit an invoice at the end of each month.