Richmond National Cemetery Complex Janitorial SOW FY22-26 revised.docx

SUPPLIES OR SERVICES & PRICES / COSTS

Scope: The Richmond Cemetery Complex is comprised of six (6) National Cemeteries: Fort Harrison, Glendale, Richmond, Cold Harbor, City Point and Seven Pines in Richmond, VA. The Contractor shall furnish all supervision, labor, transportation, equipment, supplies and materials to complete Janitorial Services at the six National Cemeteries located within the Richmond National Cemetery Complex.

All work shall be performed in accordance the Description/Specifications/Statement of Work, contained in this contract and in accordance with the NCA Environmental Management System (EMS). Copies of these documents may be obtained from the cemetery director, Michael Faust (email: michael.faust@va.gov); or online at: http://vaww.nca.va.gov/leg_reg/leg_reg_dirhand.asp

SITE VISIT: Offerors / quoters are required to inspect all sites where services are to be performed to verify the work involved and satisfy them regarding all general and local conditions that may affect the cost of contract performance. Failure to inspect the sites does not constitute grounds for a claim after contract award. Visits to the site by bidders may be made only by appointment with the Director of the Richmond Cemetery Complex.

Michael Faust, Cemetery Director….................................................. (757) 395-9441

Term: The contract period will consist of one base period from Date of Award through One Year, and four (4) one-year options.

Estimated Quantities: The quantities of services specified in the Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Government's requirements do not result in orders in the quantities described as "estimated" in the Schedule - that fact shall not constitute the basis for an equitable price adjustment.

POST AWARD CONFERENCE: Prior to commencement of work, contract awardee is required to make an appointment for a conference with the Director, COR and Contracting Officer. This meeting will assure that all parties understand all contractual obligations and the role that each party serves.

PRICE SCHEDULE: Contractor shall furnish all personnel, supervision, transportation, equipment, supplies and materials necessary to perform Janitorial Services at the Richmond area National Cemeteries.

City Point National Cemetery 10th Avenue and Davis St.

Hopewell, VA 23860 2 Public restrooms 1 waste receptacle

Mechanicsville, VA 23111 1 waste receptacle

Richmond, VA 23231 2 Public restrooms

Glendale National Cemetery 8301 Willis Church Rd.

Richmond, VA 23231 2 Public restrooms

Richmond

1701 Williamsburg Rd.

Richmond, VA 23231 2 Public restrooms

Sandston, VA 23150 1 Public restroom

Note: Each public restroom has waste receptacles separate from restroom receptacles in each National Cemetery.

Base Year: October 1, 2021 through September 30, 2022

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

SCOPE

Performance consists of twice weekly (Tuesday and Friday) of all National Cemeteries in the Richmond area and semi-annual cleaning of Fort Harrison Lodge, All Richmond area public restrooms and trash receptacles at each National Cemetery. This includes visitor, office, kitchen and conference room areas; restroom, lobby and stairway areas; and cleaning of twenty-four (24) windows and ten (10) sets of window draperies. All work shall be accomplished during normal cemetery hours of operation (8:00am – 4:30pm).

Contracting Officer: Administration of this contract will be by the Contracting Officer (CO), Centralized Contracting Division, National Cemetery Administration, 75 Barret Heights Road, Suite 309, Stafford, Va. 22556.

COR: The VA Contracting Officer will delegate one or more representatives to serve as the Contracting Officer’s Representative (COR).

The COR is responsible for providing contract oversight and technical guidance to Contractor, placing orders for services, certification of invoices, and overseeing technical aspects of the contract. The COR is not authorized to add, modify, delete, relax or otherwise change any of the costs, specifications, provisions, requirements, terms or conditions of the contract and delivery orders issued under the contract. All administrative functions remain with the VA Contracting Officer.

Site Manager: The Contractor shall provide a “Site Manager” for directing, overseeing and coordinating the work involved. Communication by the Site Manager with the COR (or designee) is required. The Contractor shall furnish a copy of the contract specifications to the Site Manager and each employee performing work under the contract to ensure their complete familiarity with the requirements stated herein. Any damage to cemetery property, structures or grounds caused by the Contractor and/or its personnel shall be repaired or replaced at the Contractor’s expense, as directed by the COR.

A.1 CLEANING FT. HARRISON LODGE, MAINTENANCE BLDG & EMPLOYEE RESTROOM

SCOPE

The contractor shall furnish all personnel, supervision, transportation, equipment and supplies necessary to perform janitorial services at the FT. Harrison National Cemetery, 8620 Varina road, Richmond, VA, in strict accordance with contract specifications.

GENERAL REQUIREMENTS

Performance consists of daily and semi-annual deep cleaning cemetery lodge, maintenance building that includes office space, kitchen, conference room, secure room, 1 employee restroom and stairway areas, and porch area. Contractor will provide general housekeeping & cleaning services Tuesday and Friday (8:00am –4:30pm) and semi- annual cleaning services in early Spring & Fall as specified herein. There may be instances where the contractor shall be required to perform janitorial services on weekends and/or holidays and outside the regular hours.

· FORT HARRISON CEMETERY-LODGE (TWO FLOORS AND BASEMENT) 1,479 SQ FT

· FORT HARRISON CEMETERY -LODGE 1 EMPLOYEE RESTROOM (2ND FLOOR)

· FORT HARRISON MAINTENANCE BUILDING – 300 SQ FT (INTERIOR EMPLOYEE WORK AREA AND BAY AREA)

· 24 WINDOWS

· 10 SETS OF WINDOW DRAPERIES

PROCEDURES

1. All interior trash cans shall be emptied daily and cleaned/sanitized on as need basis(at least weekly) or directed by COR. Contractor will leave 2 extra liners in each trash can. Cemetery will provide interior trash cans.

3. All sinks, mirrors, toilet, counter tops (bathroom and breakrooms), light switches and door handles shall be cleaned, sanitized and wiped to remove all excess standing water, spills, accumulation of objectionable material daily. Bleach solution shall be utilized for sanitary requirements.

4. All glass and brass surfaces to include but not limited to tabletops, door push plates, glass doorways, door windows and octagonal window at front entrance shall be cleaned with an appropriate glass cleaner so that the surface is free of grease, dirt and smudge marks daily. Other windows shall be cleaned with glass cleaner twice weekly.

5. All other stainless-steel surfaces will be inspected for grease, dirt and smudge marks and cleaned twice weekly.

6. Wood, tile and concrete floors shall be swept and wet mopped/ wet swiffer daily with a disinfecting cleaning solution and with a clean mop/wet pad according to type of flooring.

7. Contractor will provide, refill and maintain adequate supply of toilet paper, paper towels and soap in restroom dispensers and hand pump soap in employee breakroom and restroom on a daily basis. Contractor will ensure an additional back-up roll is available for the employee restroom.

10. Lodge and maintenance bldg. areas to include furniture, windowsills, ceilings will be dusted daily to ensure all areas are free of dirt, dust, cobwebs and debris daily. A disinfectant spray on duster will be used.

11. Carpeted areas will be vacuumed each cycle twice weekly.

12. Inside & outside front entrance doorways, patio, screen porch including screen, ceiling top and bottom corners, all windows of lodge will be swept free of bugs, cobwebs and debris on a twice weekly basis.

13. Disinfect and wet wipe cemetery gravesite locator inside and outside, plastic lift, under plastic daily.

14. Agency mandatory requirement - upon the completion of cleaning the restrooms the cemetery restroom daily checklist will be completed for all cemetery restrooms. Cemetery will provide clipboards, pens and checklists (Attachment A).

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

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

17. Semi-annual cleaning (early Spring and Fall) include: clean all lodge windows (inside and outside, 24 windows), upstairs and downstairs, utilizing the most conventual method to ensure maximum results. any state, local or federally approved solution may be used for a historical landmark; deep polish all brass or metal fixtures, vacuum air vents, clean and shampoo all carpet and area rugs, mop and glow hardwood floors, wax tile/concrete floors and use all CDC methods for deep cleaning and disinfecting cemetery lodge & maintenance bldg.

18. Contractor will provide COR daily janitorial checklist (ATTACHMENT A).

A.2 PUBLIC RESTROOMS AND CEMETERY TRASH RECEPTACLES

SCOPE

The contractor shall furnish all personnel, supervision, transportation, equipment and supplies necessary to perform janitorial services at all Richmond area National Cemeteries.

City Point National Cemetery 10th Avenue and Davis St.

Hopewell, VA 23860 2 Public restrooms

Mechanicsville, VA 23111 1 waste receptacle

Richmond, VA 23231 2 Public restrooms

Glendale

8301 Willis Church Rd.

Richmond, VA 23231 2 Public restrooms

Richmond

1701 Williamsburg Rd.

Richmond, VA 23231 2 Public restrooms

Sandston, VA 23150 1 Public restroom

GENERAL REQUIREMENTS

Performance consists of cleaning public restrooms and separate waste receptacle twice weekly. Contractor will provide general sanitary cleaning services Tuesday and Friday (8:00am-4:30pm). There may be instances where the contractor shall be required to perform janitorial services on weekends and/or holidays and outside the regular hours.

PROCEDURES

1. All public restroom interior trash cans shall be emptied and cleaned/sanitized twice weekly. Contractor will leave 2 extra liners in each trash can. Cemetery will provide interior trash cans.

3. All sinks, mirrors, toilet, counter tops, light switches and door handles shall be cleaned, sanitized and wiped to remove all excess standing water, spills, accumulation of objectionable material twice weekly.

4. All glass and brass surfaces to include but not limited to countertop vanities, door push plates & mirrors shall be cleaned with an appropriate glass cleaner so that the surface is free of grease, dirt and smudge marks twice weekly. Where windows exist; windows shall be cleaned with glass cleaner inside and outside.

5. All other stainless-steel surfaces will be inspected for grease, dirt and smudge marks and cleaned twice weekly.

6. Tile and concrete floors shall be swept and wet mopped (heavy bleach solution) twice weekly.

7. Contractor will provide, refill and maintain adequate supply of toilet paper, paper towels and soap in restroom dispensers and hand pump soap in restrooms on a twice weekly basis. Contractor will ensure an additional back-up roll is available for each restroom.

8. All inside & outside entrance doorways and bottom corners will be swept free of bugs, cobwebs and debris on a twice weekly basis. Restroom doors will be wet wiped with a bleach solution inside/outside and top to bottom to include top horizontal surface.

9. Agency mandatory requirement - upon the completion of cleaning the restrooms the cemetery restroom daily checklist will be completed for all cemetery restrooms. Cemetery will provide clipboards, pens and checklists (Attachment A).

10. One waste receptacle per cemetery will be emptied twice weekly. A new liner shall be placed in each receptacle twice weekly upon removal of trash. The external and internal components of the trash receptacle shall be cleaned of debris, spider webs and any foreign materials on the Friday cleaning cycle. A bleach solution shall be utilized while wiping internal and external components of waste receptacle.

11. Government reserves right to update towel dispensers (manual or automated) at government’s cost for operational purposes. COR will notify contractor if this occurs. Where soap dispensers are not installed, contractor shall provide disposable soap dispensers. These disposable soap dispensers shall not be refilled, diluted with water or re-purposed in any manner.

12. Contractor will provide COR daily janitorial checklist (ATTACHMENT A).

A.3 SEMI-ANNUAL CLEANING (Early Spring & Fall)

1. Windows. Contractor shall clean all lodge windows (inside / outside) upstairs and downstairs utilizing the most conventional method to ensure maximum results. Any state, local or federally approved solution may be used. Each window will be scrubbed free of debris and wiped dry upon completion inside and outside. Window seals will be scrubbed free of any stains or debris.

2. Polish any metal handles.

3. Vacuum air vents and remove from sockets when possible to clean/brush any dust/webs or other debris.

4. Clean and shampoo all carpet and rug areas twice annually utilizing the wet vacuum cleaning method.

5. Mop & Glow all wood floors. Carpets must be placed on the wood floors only when completely dry to avoid damage to wood floors.

A.4 STANDARDS OF CONDUCT

The Contractor is responsible for the ethical conduct of its employees. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

Contractor personnel shall adhere to the following standards of dress and conduct while performing work in all Richmond area National Cemeteries:

1. Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary. It will be at the discretion of the COR to initiate immediate removal of contractor personnel from cemetery grounds if conduct standards are not adhered to during contract performance.

2. Contractor shall remove his/her employee from the cemetery for cause to include but not limited to willful misconduct and/or unacceptable performance of the work required under the contract. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery.

3. Contractor-furnished personnel, supplies, services, equipment and materials, including personnel provided and necessary for contract performance shall be consistent and fully compliant with applicable OSHA, Federal, State, County and local ordinance laws & regulations. The contractor is responsible for training its personnel regarding safety precautions and procedures prescribed by OSHA Standards.

4. Contractor personnel appearance and conduct shall be professional and unobtrusive at all times. Contractor employees will dress in an appropriate organizational clothing with a Name and/or emblem of the company’s name on their clothing. No other clothing with advertisements or lettering shall be utilized. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

5. Shirts, T-shirts, long pants, neat jeans or walking shorts are permissible. Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from waist to neck. Tank tops as an outer garment are prohibited, as well as many garments which have a message or slogan affixed thereon. This contract is conducted at National Cemeteries and the utmost respect is required during these duties.

6. It is expected that personnel will conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive or otherwise inappropriate language. Radios and/or video or otherwise electronic games / devices are not permitted while performing work on the grounds of the cemetery.

7. Consume food and beverages only within areas designated by the COR(s). Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area. The use of intoxicating beverages and/or drugs on cemetery premises is strictly prohibited and a violation of Federal Law, and will not be tolerated.

8. Contractor personnel shall take all necessary precautions to prevent damage to cemetery property, structures and grounds during performance of this contract. The Contractor shall be liable for replacement costs for property damaged as a result of actions by contractor personnel. There is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from any or all damages and expenses of any kind for harm incurred by the Contractor, or from any and all damages, expenses, or claims, which may arise from third party claims.

A.5 USE OF CEMETERY FACILITIES

1. The Government shall not be responsible for any loss, damage, or theft of contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of cemetery facilities used by contractor's employees.

2. Parking is not a condition or term of this contract. However, when local conditions are such that parking is permitted, Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

3. The contractor will be responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals and cleaning solutions used in performance of this contract.

4. Electricity and water will be furnished by the Government.

A.6 SAFETY & SECURITY

1. The contractor shall, at all times, exercise care and caution in performing the duties describes in the statement of work so as not cause injury to themselves or other persons

2. The contractor shall perform the assigned task and duties in a safe manner in accordance with VA, NCS, and OSHA regulations and policies.

3. The contractor shall indemnify to protect itself, and render the United States Government, its employees, agents, and representatives, harmless from any liability resulting from personal injury arising out of performance of the work contained herein.

4. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

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