S01 Attachment 1- Statement of Work Corozal PR Janitorial FY23-24.pdf

STATEMENT OF WORK

FOR

JANITORIAL SERVICES FOR COROZAL FIELD OFFICE

Revision 0

7/26/2023

Table of Contents

1 INTRODUCTION

1.1 Mission

1.2 Background

1.3 Scope

2 GENERAL REQUIREMENTS

2.1 Non-Personal Services

2.4 Location and Hours of Work

2.6 Invoicing

2.7 Identification of Contractor Personnel

3 REQUIREMENTS/TASKs

4 DELIVERABLES/SCHEDULE

5 SPECIAL REQUIREMENTS

5.1 Insurance

1 INTRODUCTION

The United State Department of Agriculture (USDA) - Natural Resources Conservation Service (NRCS) - Caribbean Area, Corozal Field Office space located at the 180 State Road 159, Ramal 821 Interior, 29 San Ramon St. Suite 2, Corozal, Puerto Rico, requires janitorial services for continued office cleanliness that is a vital role in productivity and health conditions.

1.1 Mission

The USDA-NRCS mission is to deliver conservation solutions so agricultural producers can protect natural resources and feed a growing world.

1.2 Background

Janitorial Services need to be provided to the Corozal Field Office space to ensure cleanliness and a healthy environment for the employees. Professional cleaning services includes floor sweep and mop, empty trash, dusting, restroom cleaning, breakroom cleaning, removal of water from flooding floors, and disinfection due to high humidity. Corozal Field Office has a filtration problem that requires more cleaning activities than usual. Services are required five days per week. The office currently has 6 employees.

1.3 Scope

The contractor shall maintain the approximate 1,968 square foot premises and all areas of the property for USDA-NRCS to which the Government has routine access in a clean condition and shall provide supplies and equipment for the term of the contract. Areas to be maintained include office space (cubicles, desks, shelfs, trash removal, surfaces and floors), kitchen area (shelfs, trash removal, surfaces and floors), bathroom (trash removal, toilets, mirrors, cubicles, surfaces, washbasins and floors) and common corridors.

2 GENERAL REQUIREMENTS

The contractor shall furnish all labor, supervision, equipment, transportation, quality control, and supplies necessary to satisfactorily perform the services to acceptable standards. It is intended that the services will include, whether specifically listed, all functions normally considered part of a commercial janitorial work. Employees must wear company identification at all times.

The contractor shall make careful selection of janitorial cleaning products and equipment to ensure products are comparable to the acceptable products list that may be found at www.gsa/gov/p2products.

The contractor shall provide and select paper and paper products (ex. Bathroom tissues and paper towels) with recycled content conforming to EPA’s CPG.

The Contractor shall make careful selection of janitorial cleaning products and equipment to:

1. Use products that are packaged ecologically;

2. Use products and equipment considered environmentally beneficial and/or recycled products that are phosphate free, non-corrosive, non-flammable, and fully biodegradable; and

3. Minimize the use of harsh chemicals and the release of irritating fumes.

The Government will furnish utility services at existing outlets for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the Technical Point of Contact. Utilities specified above will be furnished at no cost to the Contractor. The contractor shall provide and maintain at his/her expenses, the necessary services from existing http://www.gsa/gov/p2products

Government outlets to the site of the work.

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees, except for the site lead. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer, in writing, immediately.

2.4 Location and Hours of Work

Work under this contract is performed at Government facilities at Corozal Service Center 180 State Road 159, Ramal 821 Interior, 29 San Ramon St. Suite 2, Corozal, Puerto Rico, 00783-1905.

Normal agency workdays are Monday through Friday, except U.S. Federal Holidays. Agency employees typically work eight hours per day, 40 hours per week. Federal employee core hours of work are from 9:00 AM to 3:00 PM daily.

The Contractor shall be responsible for establishing their work hours under this contract. It is expected that work will be accomplished during core hours.

Weather and security closures by their nature usually arise without advance notice. As such, the Government will notify the Contractor as soon as possible once any closures have been announced. The Government observes the following Federal Holidays, as such, the Government Facilities will be closed.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

2.6 Invoicing

Invoices must be submitted electronically, on a monthly basis, through the Invoice Processing Platform (IPP) system and in accordance with the payment clause(s) in the contract after services are provided.

2.7 Identification of Contractor Personnel

Contractor employees must clearly identify themselves as Contractor employees and must have a company ID at all times.

3 REQUIREMENTS/TASKs The contractor shall provide all management, tools, cleaning solutions, supplies, equipment and labor necessary to ensure that janitorial services are performed at the Corozal Office in a manner that will maintain a satisfactory facility condition and present a healthy, clean, neat and professional appearance.

The contractor shall ensure cleaning is performed to improve the total environment of the facilities. It is intended that the services will include, whether or not specifically listed, all functions normally considered part of a commercial janitorial work.

Contractor shall accomplish all cleaning tasks to meet the requirements in this document. The contractor shall perform tasks in accordance with the minimum cleaning tasks, standards and procedures which are detailed below. Contractor shall supply all cleaning solutions to complete cleaning and maintenance tasks. Services are required to be provided daily, five times per week. A storage area is not available to keep the cleaning supplies.

Required Tasks:

The following are the activities required to be completed on a daily basis unless otherwise indicated:

• Garbage: all trash cans should be emptied daily, and new bags replaced; all garbage deposited in outside garbage can.

• Bathrooms: clean and disinfect all surfaces, including toilets, scrubbing toilet bowl, wiping counter tops, faucets, doorknobs, cleans mirrors, and restock paper and soap supplies as needed.

• Dusting and wiping down hard surfaces: printers, copiers, windowsills, and bookshelves should be every week.

• All tabletops should be wiped down with disinfectant or cleaning solution.

• Windows: inside and outside of windows every 6 months (6 windows near the ceiling)

• Thoroughly sweep and mop floors in entrances, lobbies, office, corridors, kitchen, and restrooms.

• Clean drinking fountains (3) weekly.

• Sweep sidewalks, and entrance, clean glass entry doors.

• Replenish paper products and supplies as needed.

• Kitchen: clean and disinfect all surfaces including high areas, sink, tables, chairs, refrigerator, and microwave.

• Remove excess water due to roof leaks flooding floors; water may not be higher than 2 inches, as needed

• Clean windows after raining event as needed

• Maintain areas disinfected due to high humidity (to avoid mold in the office area), monthly

Supplies

• Vendor will supply own cleaning products (e.g., floor cleaner, window cleaner, toilet cleaner, disinfecting wipes)

• Vendor will supply own cleaning equipment (e.g. vacuum, brooms, mops, bucket, dusters etc.)

• Vendor will supply trash can liners, toilet paper, bathroom soap w/dispenser, kitchen paper towels among others.

In addition to the work specified above, the contractor shall perform the following duties in conjunction with the cleaning operation:

1) Turn off lights in rooms when not in use;

2) Report fires, hazardous conditions and items need of repair;

3) Report any signs of insects/rodents;

4) Report any open or unlocked entrance doors;

5) Report any harassment that occurred while on site;

6) Report any packages left at the front door without disturbing it;

7) Report and close and window left open.

4 DELIVERABLES/SCHEDULE

Timely completion of deliverables is essential to a successful outcome. Services are required daily, five times per week Monday to Friday, except Federal holidays.

The contractor shall be entitled to assume that the frequencies of cleaning tasks shall be enough. If the contractor elects to perform any cleaning tasks less frequent, and the level of cleanliness does not meet the government’s approval, the Government may direct the Contractor to increase the frequency that such tasks are performed up to the frequency set forth below without incurring liability of an adjustment.

5 SPECIAL REQUIREMENTS

Corozal Filed Office has a filtration problem that requires removal of water from the floor, clean and dry damp areas, including shelfs, desks, file cabinets, and chairs. Once per month, the office needs to be disinfected due to high humidity. Anti-humidity dives could be needed.

The contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the areas identified above. The contractor quality control procedures shall be available at all times for review.

The Government reserves the right to notify the contractor when services are not satisfactorily accomplished and expects the contractor will promptly respond and rework at no additional cost to the Government.

All Contractor personnel shall comply with all applicable Federal, State and local laws while engaged in the performance of this contract to include safety policies and regulations established by the NRCS. All hard copy publications are available via the referenced websites below. Supplements or amendments to listed publications may be issued during the life of the contract.

1. Occupational Safety and Health. The Contractor shall comply with all provisions of the William- Steiger Occupational Safety and Health Act of 1970, all applicable safety and health regulations that have been promulgated by the Secretary of Labor under the Williams-Steiger Occupational Safety and Health Act of 1970, to include 29 Code of Federal Regulation (CFR) Part 1910 (Occupational Safety and Health Standards), and all applicable safety and health codes and standards of the state and local jurisdictions where the work is to be performed. Periodic inspections will be made by the Government to ensure safe and healthy working conditions. Provisions of the William-Steiger Occupational Safety and Health Act of 1970 and the Occupational Safety and Health Standards can be found at the following links:

a. William-Steiger Occupational Safety and Health Act of 1970 http://www.osha.gov/pls/oshaweb/owasrch.search_form?p_doc_type=OSHACT

b. 29 (CFR) Part 1910 Occupational Safety & Health Standards http://www.osha.gov/pls/oshaweb/owastand.display_standard_group?p_toc_level=1&p_part_number =1910

2. Safety, Health and Environmental Requirements. The Contractor shall ensure that personnel comply with all NRCS safety, health, fire protection, and security policies, guidelines, and directives. The Contractor shall ensure safety in the assigned work areas, and shall identify safety hazards to the designated office representative. Before any work is performed, the Contractor shall advise people performing the work of any hazards involved.

3. Energy Conservation. The Contractor shall participate in Government utility conservation and resource recycling programs. The Contractor shall instruct all personnel in energy and resource conservation practices and shall require them to operate utilities under conditions that preclude wasteful use of energy.

Current recycling programs include aluminum cans, paper, and printer ink cartridges. Federal guidelines concerning recycling can be found at http://www.ofee.gov

5.1 Insurance

The table below lists the kinds and minimum amounts of insurance required, as referenced in contract clause 52.228-5 (Insurance–Work on a Government Installation).

Minimum Insurance Requirements

1 Workers' compensation and employer's liability

$100,000 or per statute

2 General liability:

Bodily injury $500,000 per occurrence Property damage $100,000 per occurrence 3 Automobile liability:

Bodily injury $200,000 per person /

$500,000 per occurrence Property damage $20,000 per occurrence.

In addition, the contractor must provide coverage for any other risks as deemed appropriate, since the Government is not indemnifying the Contractor against any risks under the contract. A current duplicate (not machine reproduced) certificate of insurance must be submitted to the Contracting Officer (CO) for approval before the Contractor begins work under this contract duplicates of renewal certificates (not machine reproduced) obtained by the CONTRACTOR during the life of this contract must immediately be provided to the CO. Also, see the cause, "Insurance Additional Named Insured" below.

The insurance policy must contain an endorsement that any cancellations or material decreases in the coverage’s shall not be effective, unless the insurer or the Contractor gives advance written notices of cancellations or changes in accordance with the CO's instructions.

All premiums or costs incurred to comply with these insurance requirements will be paid by the Contractor. If the Contractor already has an organizational policy in effect, the CO requires evidence that it satisfies all the above stated requirements. The Contractor is required to provide such evidence as deemed necessary by the Contracting Officer before a notice to proceed with contract performance issued.

The Government reserves the right to disapprove the purchase of any insurance coverage not in the Government's interest.

This contract requires that all insurance coverages be kept in full force and effect until all contract work is completed; the insurance requirements also apply to subcontractors.

The Government will not be responsible for any losses, damages, or liabilities beyond the amounts, limits, and conditions of the above-required insurance.

The requirement of contract clause 52.228-5 is hereby supplemented to provide that the general liability policy shall name "The United States of America, acting by and through USDA-NRCS," as an additional insured with respect to operations performed under this contract.

Areas to clean

1. Men's Room

2. Lobby

3. Kitchen

4. NRCS Office

5. Women's Room

Exhibit 1