RINC Janitorial PWS FY25 (AutoRecovered).docx

NCA MWD PERFORMANCE WORK STATEMENT (PWS)

Janitorial Services ROCK ISLAND NATIONAL CEMETERY, Bldg, 118, Rodman Ave, Rock Island, IL 61299

January 28, 2026

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 Rock Island National Cemetery, Rock Island Arsenal Bldg. 118 Rock Island, IL 61299

PRICING

Pricing includes all required services.

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 ROCK ISLAND NATIONAL CEMETERY Work consists of janitorial and custodial services that include cleaning and sanitizing of office space, visitor areas, employee areas & Public Restrooms & Locker Rooms areas at Rock Island National Cemetery. Approximate size of areas to be cleaned are as follows:

A. Contractor Furnished Supplies: The Contractor shall furnish Restroom & Break areas with sufficient supplies to ensure they do not run out. Extra backup supplies shall be stored in the Janitor's closet which is in the Women’s Restroom at Shelter 2. The Contractor is responsible for furnishing the following supply items:

· Hand Soap for Restrooms and Break Area – Anti Bacterial products

· Toilet Paper (2 ply or better) for Restrooms – Recycled products only

· Paper Hand Towels (2 ply or better) for Restrooms AND Break Area – Recycled products only

· Sanitary Bags for Women’s Restrooms.

· Wastebasket Liners for all Building Waste Receptacles

· 20" x 18" Black Disposable Urinal Mats for men’s Restrooms.

· Bio–based “green” products PER USDA Standards & NCA Directive 0058 Cleaning Solutions (Bio-degradable/Non-toxic) Germicides & Disinfectants

B. Cleaning Requirements - Administration & Public Restrooms

(a) Floors

(i) Sweep and wet mop all hard floor areas (moving tables, chairs, waste containers cans, etc.) and remove stains as needed.

(ii) Vacuum all carpet and rug areas to ensure that each is clean of debris, moving light furniture and floor items as needed.

(iii) When requested, strip and seal (wax and buff) all tile and other vinyl floor areas (moving tables, chairs, waste containers, etc.) and remove stains as needed. This service shall be performed semi-annually.

(iv) When requested, carpet area shall be steam cleaned.

(b) Doors / Walls / Partitions

(i) Clean (with glass cleaner) inside and outside entrance and lobby glass doors at the Administration Building.

(ii) Clean (with glass cleaner) interior of all windows and glass surfaces of all doors.

(iii) Dust and spot clean all doors, door frames, and walls ensuring all interior corners are free of dust and cobwebs.

(iv) Dust and clean all window ledges and windowsills free of debris.

(v) Dust all baseboards.

C. Cleaning Requirements – Administration Building

(a) General

(i) Empty, clean, and line all waste cans.

(ii) Clean and damp wipe all chairs, wall pictures and wall clocks.

(iii) Clean and polish the light switches, door handles and push plates throughout the facility.

(iv) Clean (vacuum or dust) vents, louvers, fans, and Window Treatment (shades). A treated cloth should be used when necessary.

(v) Vacuum all upholstered furniture.

(vi) Dust and polish all employee areas to include wood surfaces, such as counter tops and desks (not moving papers, items, etc. and being extremely careful around computer equipment), telephones, chairs, tables, etc.

(vii) Dust the building's common areas (All flat surfaces).

(b) Prior to departing each evening/night, the contractor shall ensure that all lights in the building are turned off, and all doors are locked.

D Cleaning Requirements – Public Restrooms & Administration Buildings Restrooms/Locker Room

(a) Restrooms

(i) Sweep the entrance area. This area should be free of all waste and debris.

(ii) Clean restrooms to include walls, partitions, floors, sinks and toilets/urinals with germicide disinfectants.

(iii) Clean and polish all glass; mirrored, and stainless-steel areas with appropriate cleansers.

(iv) Fill soap dispenser, toilet paper.

(v) Empty, clean, sanitize, and line all waste cans.

(vi) Pour all mop and/or cleaning water down the designated floor drains. The sink shall not be used as a drain.

(vii) Clean and seal the floor drains.

(viii) Install/Replace 20" x 18" Black Disposable Urinal Mat (as needed) in the men’s restrooms.

E. FREQUENCY / SCHEDULE OF SERVICES

(a) Daily Cleaning Services: The following services shall be performed daily (Monday – Friday):

(i) Sweep and wet mop all ceramic/vinyl floor areas (moving tables, chairs, water cooler, trash cans, etc.) and remove stains as needed.

(ii) Vacuum all carpeted areas to ensure that each area is vacuumed daily, moving furniture and floor items as needed.

(iii) All trash containers shall be emptied and returned to their initial location. Boxes, cans, papers, and other items placed near a trash receptacle and marked "TRASH" shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

(iv) Clean (with glass cleaner) inside and outside entrances of glass doors, to include the front and back doors of the Administration Building. Also, the grave locators located outside both public restrooms.

(v) Clean restrooms to include walls, partitions, floors, sinks and toilets/urinals with germicide disinfectants. Pour water down the floor drains. Clean all mirrors with glass cleaner. Clean all metal surfaces with the appropriate cleaner. Furnish and fill soap dispenser, toilet paper and paper towels, check and clean the sanitary napkin containers.

(vi) Clean all kitchen tabletops, chairs, counter tops and sink, microwave and refrigerator and water coolers.

(vii) Prior to departing each evening/night, the contractor shall ensure that all window blinds are closed, all lights in the building are turned-off, all outside entrance and exit doors are locked.

(b) Weekly Cleaning Services: The following services shall be performed Weekly (once per week).

(i) Dust all employee areas to include desks, chairs, tables, etc. Special care shall be taken to not move or disturb papers, items, etc. and extreme care shall be taken when cleaning around computer equipment.

(ii) Dust the building's common areas (All flat surfaces).

(iii) Clean and dust all window blinds and windowsills with treated dust cloth.

(iv) Check all interior corners of the walls and ceiling and cleaning out cobwebs.

(c) Monthly Cleaning Services: The following services shall be performed Weekly (once per week).

(i) Cleaning of air registers, diffusers, and grilles.

(ii) Clean/wipe down baseboards.

(iii) Clean/wipe down walls and partitions in all restrooms.

(iv) Replace urinal mats.

(d) Quarterly Cleaning Services: The following services shall be performed on a Quarterly basis: (i.e., October/January/April/July)

(i) Clean All Windows at Admin Bldg., inside and outside.

(ii) Clean all windows at Public Restrooms, inside and out.

(e) Semi-Annual Cleaning Services (i.e., November & May)

(ii) Clean carpeted area with a professional steam cleaning application.

(iii) Upon request, wax and buff hard floor surfaces.

F. Damages: 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.

G. Contractor Personnel Security Requirements G.1 This is a military base, contractor personnel performing services must be granted access by the installation and may be required to pass their background check.

H. Performance & Work Hours: Janitorial Services shall be provided in accordance with the following schedules:

(a) Administration Building: Janitorial services shall be performed and completed Monday thru Friday (excluding Federal Holidays), between the hours of 4:30 p.m. and 9:30 p.m.

(b) Restrooms: Janitorial services shall be performed and completed Monday thru Friday (excluding most Federal Holidays), between the hours of 4:30 p.m. and 9:30 p.m.

I. SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contractor requirements. The Contractor through innovation, technology, or other means, shall perform the required janitorial services at frequencies agreed upon by the Contractor, and coordination as appropriate. Performance shall be based on the Government’s evaluation of results, and the frequency or methods of the Contractor's performance of the required/agreed upon descriptions of services.

J. 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.

K. Federal Holidays observed by the Federal Government

If a holiday falls on Sunday, the following Monday shall 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.

L. PERFORMANCE OF WORK ON CEMETERY GROUNDS

Conduct:

ROCK ISLAND 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 employees must always look professional and neat in appearance; and be fully clothed to include upper garments to cover the body from the waist to neck and long pants or slacks. The Contractor shall require its employees, including subcontractors, to always wear distinctive visible identification 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 shall be clean each day. Any soiled clothing should be Cemetery work-related that day. Tank tops as outer garments are prohibited. Tee-shirts shall have the company logo visibly displayed. Shoes/boots shall 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 shall 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 shall 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.

M. 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 at Rock Island National Cemetery:

(a) Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary.

(b) 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.

(c) Contractor-furnished personnel, supplies, services, equipment, and materials, including personnel provided and necessary for contract performance shall be 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. “Only bio-bases (green) or certified environmentally friendly cleaning agents shall be used.”

(d) Contractor personnel appearance and conduct shall be always professional and unobtrusive. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

(e) 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 any garments which display a message or slogan affixed thereon.

(f) It is expected that personnel shall 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.

(g) 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 shall not be tolerated.

(h) 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.

(i) Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor shall notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This shall be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

N. USE OF CEMETERY FACILITIES

(a) 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.

(b) 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.

(c) The Contractor shall 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. A copy of each MSDS shall be furnished to the COR.

(d) Electricity and water shall be furnished by the Government.

O. SAFETY & SECURITY

(a) 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.

(b) The Contractor shall perform the assigned task and duties in a safe manner in accordance with VA, NCS, and OSHA regulations and policies.

(c) 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.

(d) 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.

(e) The contractor and all contractor personnel must take the "Security Awareness Training" course prior to gaining access to any of the buildings at the Rock Island National Cemetery. This course may be obtained from the COR and may be taken off the premises. Upon completion of the course, the COR shall provide a signed certificate to indicate that the individual has taken and passed the required course. A copy of the certificate shall be maintained by the COR. The Security Awareness course is normally taken annually in January / February.

(f) Contractor shall be responsible for security of keys provided by the COR. Duplication is prohibited. Lost keys shall result in cemetery replacing affected locks at contractor’s expense. Contractor and employees are prohibited from accessing any file material or information contained within the cemetery offices.

P. MONITORING PROCEDURES:

The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor’s basic Quality Control Program shall be provided to the COR 15 days after contract award effective date. An updated copy shall be provided to the COR as changes occur. The quality control program shall include, but are not limited to the following:

(a) An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

(b) The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable.

(c) On-site records of all inspections conducted by the Contractor and necessary corrective action taken.

(d) In addition to any other documentation required in this solicitation, the Contractor shall complete and maintain the following documents:

· Daily Restroom Checklist

· Sample document of the Daily Restroom Checklist is included as APPENDIX A to this solicitation but subject to change during the life of the contract. Post-award, the COR shall advise the Contractor on the method of completing and maintaining the document.

A.9.1 A record-keeping system of Contractor work performance shall be established and implemented by the COR for the services involved. Based on the “Daily Cleaning Log” - the COR shall validate and verify that cleaning services are performed in accordance with contract requirements and specifications.

A.9.2 Discrepancies shall be noted in the cleaning log for rectification by the contractor. If required daily, within two days, if weekly, within one week.

A.9.3 Payment: The Contractor shall submit an invoice in arrears for services rendered. Prior to certification of payment, invoices shall be verified for accuracy by the COR. The COR shall verify the services provided and authorize payment as indicated in the Price Schedule. VA reserves the right to reject any work that does not meet contract specifications.

Q. CONTRACT MANAGEMENT

(a) Representatives of the Contracting Officer: The VA Contracting Officer shall 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 on the work to be performed under the contract. Such designation shall be in writing and shall 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:

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.

(iv) 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.

(e) 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.

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

R. PERIOD OF PERFORMANCE

Performance Period: The term of this contract shall be for a period from Date of contract award through 365 calendar days, along with 4 option years (BASE + 4 OPTION YEARS). Contractor shall submit an invoice at the end of each month.

BASE PERIOD: Date of Award thru 365 calendar days

OPTION YEAR 1: Date of Award thru 365 calendar days

OPTION YEAR 2: Date of Award thru 365 calendar days

OPTION YEAR 3: Date of Award thru 365 calendar days

OPTION YEAR 4: Date of Award thru 365 calendar days

END OF SOW

ATTACHMENT A

SERVICES SUMMARY

1. The purpose of this exhibit is to:

a. List the contract requirements considered most critical to acceptable contract performance.

b. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory.

c. Define the procedure the Government shall use in reducing the Contractor’s monthly payment if satisfactory performance is not rendered.

2. The Government's quality assurance procedures are based on actual performance of the contract and all areas will be reviewed periodically, (e.g., daily, weekly, monthly, and biannually).

3. The criteria for acceptable and unacceptable performance are as follows:

a. Contract requirements. The criteria for requirements are the level of performance deemed acceptable to the Government.

b. If the quality of work does not comply with the contract requirements the COR will initiate, and the Contractor shall be required to complete a Contract Discrepancy Report (CDR).

c. The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

d. If the level of performance is deemed unacceptable to the Government, payment may be reduced for unsatisfactory performance by the percentage as shown in the chart below:

SERVICES SUMMARY (Continued)

Performance Objective

Threshold

SS-1

Facility Cleaning Service

i. Non-Carpeted Floors

ii. Carpeted Floors

iii. Trash Removal

iv. Dusting

v. Windows and Glass

vi. Tables/Surfaces Clean

vii. Trash Removal

viii. Sinks Cleaned

ix. Microwaves Cleaned

Within 2 hours of notification Periodic Validation, customer complaint

SS-2

Restrooms/Locker Rooms Cleaning Services

i. Sinks Cleaned

ii. Floors

iii. Supplies

iv. Toilets/Urinals

v. Trash Removal

Within 2 hours of notification Periodic Validation, customer complaint

SS-3

Periodic Cleaning Services

i. Hard Floor Maintenance

ii. Carpet Cleaning

iii. Air Registers/Grills

iv. Baseboards, Walls and Partitions

v. Windows

Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and contractor.

Periodic Validation, customer complaint

SS-4

Quality Control Inspection procedures are followed and documented in accordance with Contractor’s Quality Control Plan (incorporated into contract after award).

ATTACHMENT B

DAILY RESROOM CHECKLIST

ATTACHMENT C

JANITORIAL CHECKLIST

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