S01 - ATTACHMENT 2 - SOW Mayaguez Janitorial Contract.pdf

STATEMENT OF WORK

FOR

JANITORIAL SERVICES FOR

MAYAGUEZ FIELD OFFICE

Revision 0

01/16/2026

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

2 REQUIREMENTS/TASKS

3.1 Requirement/Task 1 (Daily unless otherwise indicated)

3.3 Requirement/Task 3 Monthly

3.4 Requirement/Task 4 Twice a Year

3.5 Requirement/Task 4 Annually

4 DELIVERABLES/SCHEDULE

5 SPECIAL REQUIREMENTS

5.1 Security

5.5 Organizational Conflicts of Interest

5.6 Insurance

1 INTRODUCTION

The United States Department of Agriculture (USDA) – Natural Resources Conservation Service (NRCS)

– Caribbean Area, located at 2200 Ave Pedro Albizu Campo, Mayaguez, PR 00680 5470, requires janitorial services to maintain cleanliness supporting productivity and health. The site consists of three separate small buildings converted to offices: Apartment 22 (Building A), Apartment 23 (Building B), and Apartment 24 (Building C).

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

The buildings located at 2200 Ave Pedro Albizu Campo, Mayaguez, PR are leased under an Interagency Agreement between the NRCS Caribbean Area and the Agricultural Research Station, along with a revocable permit that specifies NRCS is responsible for all maintenance. Janitorial services are required to ensure cleanliness and a healthy environment for employees across the three buildings. Services include floor sweep and mop, trash removal, dusting, restroom cleaning, breakroom cleaning, responsive cleanup after minor water intrusion, and disinfection due to high humidity. Services are required five days per week. Current staffing: 22 employees.

1.3 Scope

The Contractor shall maintain all areas to which the Government has routine access across Apartment 22 (Building A), Apartment 23 (Building B), and Apartment 24 (Building C) in a clean condition and shall provide supplies and equipment for the term of the contract. Areas to be cleaned include office spaces (cubicles, desks, shelves, storage space, trash removal, office lighting, AC units, desk lamps, windows and windows covers, doors, surfaces and floors), kitchen areas (shelves, trash removal, storage space, AC units, kitchen appliances, water fountain, windows, doors, surfaces and floors), bathrooms (trash removal, toilets, mirrors, stalls, surfaces, washbasins, showers, shower glasses, and floors), and common corridors/entrances, storages and walkways, including AC units.

Total approximate square footage: 6,871 sqft.

2 GENERAL REQUIREMENTS

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.

The Contractor shall select janitorial cleaning products and equipment that are environmentally responsible and shall provide paper products with recycled content conforming to EPA’s Comprehensive Procurement Guidelines (CPG). Products should be packaged ecologically; be phosphate free, non corrosive, non flammable, and biodegradable; and minimize harsh chemicals and irritating fumes.

The Government will furnish utility services at existing outlets: electricity, fresh water, sewage service, and refuse collection (from existing collection points). Utilities are furnished at no cost to the Contractor.

The Contractor shall provide and maintain at their expense any necessary services from Government outlets to the work site(s).

Personnel changes and continuity: The Contractor shall notify the Contracting Officer (CO) in writing of any personnel changes that affect performance and shall provide a qualified substitute immediately to avoid service interruptions.

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method of task performance. The Contractor is responsible for managing its employees and avoiding actions that constitute or appear to constitute personal services. Any concerns shall be reported to the CO in writing.

2.4 Location and Hours of Work

Work is performed at the NRCS Caribbean Area offices in Mayagüez, PR, specifically at the three building campus located at 2200 Ave. Pedro Albizu Campos, Mayagüez, PR 00680 5470:

Apartment 22 (Building A), Apartment 23 (Building B), and Apartment 24 (Building C).

Normal agency workdays are Monday through Friday, except U.S. Federal Holidays. Core hours are 9:00 AM to 3:00 PM. The Contractor shall establish work hours under this contract and is expected to accomplish work during core hours.

Cleaning services shall be performed within 6:00 a.m.–6:00 p.m., as agreed with the Government site lead. Routine interior tasks should be scheduled to minimize interruption of employee core hours.

Weather or security closures may occur without advance notice; the Government will notify the Contractor as soon as possible. Federal holidays observed include:

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 through the Invoice Processing Platform (IPP) system and in accordance with the payment clause(s) in the contract.

2.7 Identification of Contractor Personnel

Contractor employees, including subcontractors, who attend meetings, send emails, answer Government telephones or place calls, or work in situations where their actions could be construed as acts of Government officials, must clearly identify themselves as Contractor employees.

2 REQUIREMENTS/TASKS

The Contractor shall provide all management, tools, cleaning solutions, supplies, equipment, and labor necessary to ensure janitorial services are performed across Apartment 22 (Building A), Apartment 23 (Building B), and Apartment 24 (Building C) to maintain a healthy, clean, neat, and professional appearance. Cleaning shall improve the total environment of the facilities. Services are required daily, five times per week.

Note: Storage space may be limited across the three buildings; the Contractor must plan to transport and secure supplies and equipment daily.

The Contractor shall:

3.1 Requirement/Task 1 (Daily unless otherwise indicated)

• Garbage (interior): Empty all trash cans; replace liners; deposit garbage at designated outside collection points.

• Bathrooms: Clean and disinfect all surfaces, including toilets (scrub bowls), wipe countertops, faucets, doorknobs, clean mirrors, shower, shower glasses and restock paper/soap supplies as needed, using products that fit the available dispensers. Verify soap and toilet tissue dispensers are functioning; report malfunctions to the Government site lead.

• Dusting & wiping hard surfaces: Printers, copiers, windowsills, and bookshelves weekly.

• Tabletops: Wipe with disinfectants or cleaning solution.

• Windows: Clean inside and outside every 6 months across all buildings.

• Window screens/covers: Clean every 6 months, coordinated to coincide with the semi-annual window cleaning.

• Floors (interior): Thoroughly sweep and mop floors in entrances, lobbies, offices, corridors, kitchens, and restrooms.

• Drinking fountains: Clean weekly.

• Exterior entrances/walkways: Sweep sidewalks and building entrances; clean glass entry doors.

• Exterior (daily): Sweep parking areas and driveways; remove litter/debris from planting areas adjacent to the buildings.

• Immediate exterior of apartment (22, 23, 24): Daily litter pickup and removal of loose debris from porches, steps, landings, and adjacent walkways and building perimeters.

• Washing of exterior concrete surfaces: quarterly washing/rinsing of exterior concrete areas (walkways, porches, landings) to remove dirt buildup, algae, and stains; method may include scrub/rinse or low-pressure washing, ensuring no damage or water intrusion into the buildings.

• Supplies: Replenish paper products and other supplies as needed, using items that fit the available dispensers. This includes paper products for both the kitchen and the bathrooms.

• Kitchen(s): Clean and disinfect all surfaces including high areas, sinks, tables, chairs, and kitchen appliances (e.g. refrigerator, microwave, water fountain, etc.).

• Storm/Leak response: Remove excess water from floors due to minor roof leaks or infiltration;

water not higher than 2 inches; as needed.

• Post-rain windows: Clean windows and floors after significant rain events, as needed.

• Humidity control: Disinfect areas impacted by high humidity (to avoid mold in office areas) monthly.

3.2 Requirement/ Task 2 Weekly (as applicable)

• Wash inside/out trash cans used for food remnants.

• Wet mop/scrub garage.

• Sweep storage/garage space.

• Clean shower/tub.

3.3 Requirement/Task 3 Monthly

• High dusting of ceiling fans, A/C supply/return vents, and upper door/window frames to prevent dust and cobweb buildup.

• Spot-clean walls within 70 inches of the floor.

• Damp-wipe restroom waste receptacles, doors, window sills, and frames.

• Dust office chairs and surrounding equipment.

3.4 Requirement/Task 4 Twice a Year

• High dusting of ceiling fans, A/C supply/return vents, and upper door/window frames to prevent dust and cobweb buildup.

• Spot-clean walls within 70 inches of the floor.

• Damp-wipe restroom waste receptacles, doors, window sills, and frames.

• Dust office chairs and surrounding equipment.

3.5 Requirement/Task 4 Annually

• Wash all interior blinds.

3.6 Requirement/Task 5 Semi-Annual Mini-Split Air Conditioning Cleaning (Professional

Service; No Repairs)

• The Contractor shall ensure the professional cleaning of all mini split air conditioning units in Apartment 22 (Building A), Apartment 23 (Building B), and Apartment 24 (Building C) every six (6) months. Cleaning may be performed directly by the Contractor or by a qualified subcontractor. Each unit must receive a deep cleaning, including the cleaning or washing of the air filters, evaporator coil, condenser coil, drain pan and drain line, blower wheel, fan assembly, and interior housing. All components must be thoroughly cleaned, sanitized, and properly reassembled to ensure safe and efficient operation.

• This requirement covers cleaning only; repairs, diagnostics, parts replacement, electrical work, and refrigerant services are not authorized under this SOW.

• The Contractor shall coordinate scheduling with the Government site lead to minimize disruption and shall provide a service confirmation (date, buildings serviced, and provider name) after each semi-annual cleaning.

• Any observed deficiencies (e.g., leaks, abnormal noise, error codes) shall be reported to the Government POC within 24 hours for handling outside this SOW.

Supplies (Contractor-furnished)

• Cleaning products (e.g., floor cleaner, window cleaner, toilet cleaner, disinfecting wipes).

• Cleaning equipment (e.g., vacuum, brooms, mops, buckets, dusters, pressure washer).

• Consumables: trash liners, toilet paper, bathroom soap with dispenser, kitchen paper towels, among others.

• Compatibility with existing dispensers/equipment: The Contractor shall purchase and provide supplies that fit the specific equipment already installed in the buildings (paper towel format/core, toilet tissue core/format, soap cartridge/refill type, trash liner sizes/gauge, and other site-specific consumables).

• Initial verification: Within five (5) business days of contract start, the Contractor shall survey installed dispensers/equipment, document required supply specifications (brand/model or equivalent specs), and provide a supply compatibility list to the Government POC/CO.

• Substitutions: Equivalent supplies that fit installed equipment and meet performance/environmental requirements require written CO approval before substitution.

• No equipment changes: Do not replace or modify Government-installed dispensers/equipment without prior written CO approval.

• Floor care machines: The Contractor shall furnish floor care machines (stripping/waxing/polishing), carpet shampooers, and appropriate vacuums as needed to meet facility appearance standards.

Additional Duties

1. Turn off lights in rooms when not in use.

2. Report fires, hazardous conditions, and items needing repair.

3. Report any signs of insects/rodents.

4. Report any open or unlocked entrance doors.

5. Report any harassment encountered while on site.

6. Report any packages left at the front door without disturbing them.

7. Report and close any window left open.

3 DELIVERABLES/SCHEDULE

• Daily Janitorial Services: Per Section 3, across all three buildings (Monday–Friday, except Federal holidays).

• Semi-Annual AC Cleaning Confirmation: Two times per year (e.g., January and July), submit a brief confirmation of completion within two (2) business days of service.

• Incident/Issue Reports: As needed (e.g., leaks, safety hazards, pest signs).

The Government may direct the Contractor to increase task frequency if cleanliness falls below acceptable levels, up to the levels set forth herein, without price adjustment.

5 SPECIAL REQUIREMENTS

This section describes the special requirements that apply to this contract. The following sub-sections provide additional detail for each requirement.

5.1 Security

FAR Subpart 4.13, Personal Identification Verification of Contractor Personnel, establishes the policy and use requirements for FAR Clause 52.204.9, Personal Identification Verification of Contractor Personnel, which is hereby incorporated into this order by reference. It requires Contractor compliance with Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

USDA policy implementing referred to in paragraph (a) of the clause is at USDA Department Manual 4620-002, USDA Departmental Regulation 4620-002. This policy applies to Contractor employees, including subcontractor employees, who require routine access to federally controlled facilities and information systems. All such employees must have been successfully identity proofed (FBI fingerprint check), and have at minimum a successfully adjudicated Tier 1 (T1) or Department of Defense/Defense Counterintelligence Security Agency (DCSA)/National Security (NS) community background investigation to serve on the contract. USDA agencies may grant access to USDA information systems after successful adjudication of the FBI fingerprint check. Completion and successful adjudication of the final T1 (or higher) results or DCSA/NS BI are still required to continue work under this contract. If the fingerprint or background investigation result is unsatisfactory the employee shall be removed from the contract immediately and replaced immediately. Unless an employee already has successfully completed these requirements and the investigation is current, the employee will be required to complete an electronic Questionnaire for Investigations Processing (eQIP), fingerprint check (instructions to be provided by the Farm Production and Conservation, Homeland Security Division, Personnel Security Branch), and other required forms. The Contractor is responsible for any cost of obtaining the fingerprints. The Government is responsible for the cost of the FBI fingerprint check and background investigation. The agency does not have any control over the timeliness of the background investigation or that it will be completed within the performance period of this contract, but it is estimated to be completed approximately 30-120 calendar days (depending on the level of the background investigation), once the Contractor provides all of the required documentation and the agency submits it to DCSA.

Fingerprint check results are estimated to be received within 10 calendar days once the Contractor provides all of the required documentation and the agency submits it to DCSA. Upon award of the contract, and once the agency has provided the Contractor with the required documentation and instructions, the Contractor must complete and submit the required documentation promptly to prevent delays in granting access.

If employees will be provided access to USDA information technology equipment and systems, they will be required to take information security awareness training and pass a test prior to be granted access.

The Contractor shall establish and implement methods of making sure all keys/badges issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

The Contractor shall not duplicate any keys issued by the Government.

The Contractor shall prohibit the use of keys, issued by the Government, by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each workday, all Government facilities, equipment and materials shall be secured.

The Contractor shall maintain a current listing of all employees, including subcontractor employees that have access to Government facilities and information technology systems. The list shall be made available to the Government upon request.

5.5 Organizational Conflicts of Interest

The Contractor acknowledges that it is familiar with Federal Acquisition Regulation (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance would require the Contractor, including subcontractors, to provide services related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, that would cause an organizational conflict of interest, the Contractor shall immediately notify the

Contracting Officer, in writing, and not perform the work until direction is provided by the Contacting Officer.

5.6 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 NRCS," as an additional insured with respect to operations performed under this contract.