Scope_of_Work__Maid_Services_-_SMR_Lodging FE2.pdf

Maid-Services Department Of Military Affairs

Lodging Programs State Military Reserva�on (SMR) Headquarters Drive- Building # 13

Virginia Beach, VA 23451

SMALL BUSINESS SET-ASIDE AWARD PRIORITY

Statement of Needs for Maid Services Period of contract:

From date of a fully approved eVA purchase order through June 30th, 2025, with 1 one-year renewal op�on available.

1. Purpose:

To establish a fixed HOURLY RATE contract for maid services with a qualified eVA cer�fied business to provide service to 29 units (see Attachment #1) belonging to the Lodging Programs, at State Military Reserva�on, Virginia Beach, VA 23451.

2. Scope of Work.

A. Administra�on:

- Provide a POC for all contract and opera�on’s needs.

- POC to attend weekly mee�ngs for the first 2 months of the contract; monthly mee�ngs during the 3rd through the 6th months, and as need mee�ngs a�er the month 6th of the contract.

- Verify work schedule requirements bi-weekly. (See Atachment #2)

- Weekly �me sheets verifica�on. (See Atachment #3)

- Submission of Bi-Weekly Invoice for payment.

- Provide all required training.

- Resolve all employee issues that arise in a �mely manner.

B. Cleaning Requirements:

- Billet Building Common Areas and Single Rooms (See Atachment # 4).

- Apartments (See Atachment # 5)

- Cotages (See Atachment # 6).

- Follow cleaning �meline standards (See Atachment #7).

- Removal trash from all common areas and deposit in trash receptacles onsite.

- Clean equipment a�er each use.

C. Bedding and Linen Requirements:

- Remove all soiled bedding / towels / face cloths / etc.

- Make beds.

- Return soiled bedding to laundry drop at Bldg. #13.

- Store returned bedding from laundry contractor.

D. Other Maid-Service Requirements:

- Pack and transport needed cleaning supplies.

- Pack and re-stock paper supplies for all units.

- Clean lodging office (front of the house) and other opera�onal buildings (See

Atachment #1).

- Clean interior and exterior windows (to include window frame) as needed or as directed by the supervisor of housekeeping.

- Follow semi-annual deep cleaning requirement. (See Attachment #8, #9, and #10).

E. Maid Service Staffing: For pricing purposes only and hours are not guaranteed.

- 1 to 2 individual(s) over a 5-day day work week, or as needed (see background memo).

- Normal work week will be Friday – Tuesday.

- Daily hours are 0830 – 1430 (6-hour shi�s).

- Ability to provide addi�onal employees with 48 hours’ no�ce.

F. Maid Service Work Schedule: For informa�on only, needed hours stated may increase or decrease and are not guaranteed.

- 60 hours per week (mid-April through mid-October)

- 30 hours per week (mid-October to mid-April).

- Work schedule (See Atachment #2).

- Work schedule requirements will be provided two weeks in advance on Mondays to the vendor.

G. Atachments:

- Atachment #1 – Map of SMR (to include pre-bid mee�ng loca�on)

- Atachment #2 – Work Schedule Sample

- Atachment #3 – Weekly Time Sheet Sample

- Atachment #4 – Common Areas and Single Rooms Cleaning Standards

- Atachment #5 – Apartments Cleaning Standards

- Atachment #6 – Cotages Cleaning Standards

- Atachment #7 – Timeline for Cleaning Standard

- Atachment #8 – Deep Cleaning Standards (Common Areas & Single Rooms)

- Atachment #9 – Deep Cleaning Standards (Apartments)

- Atachment #10 – Deep Cleaning Standards (Cotages)

- Atachment #11 – Lodging Programs Maid Service Hours Es�mate

- Atachment #12 - Bid Pricing Worksheet

3. General:

H. Cleaning and Paper Supplies / Equipment.

- Lodging programs will provide all cleaning supplies, cleaning equipment, and paper supplies required to complete all assigned task.

- All cleaning/equipment/paper supplies will be issued and returned at the lodging office daily.

I. Transporta�on:

- Transporta�on vehicle(s) to and from SMR is/are required.

- Transporta�on vehicle(s) to and from work assignments on SMR is/are required.

- All vehicles used to service contract will be fully insured with up-to-date tags and inspec�on s�ckers. The vehicle will be iden�fied as a company vehicle.

J. Insurance:

- Company is required to hold in force all required insurance for vehicles, employees, personal property, workers compensa�on, and personal liability, etc.

- The company assumes all liability for their employees and employees’ ac�ons.

- Cer�ficates of Insurance documents shall be submited to SMR’s POC before the start date of a valid contact.

K. Required Training:

- All individuals assigned to this contract are required to have been trained on proper opera�on of and cleaning of equipment (vacuum/carpet cleaner/etc.).

- All individuals assigned to this contract are required to have been trained on proper handling, use of, and disposal of chemicals used for cleaning.

- All individuals assigned to this contract are required to have a working knowledge of MSDS. Vendor must keep completed training documentation on file.

L. Dress Code:

- Employees must be dressed appropriately. Vendor provided uniforms are not required; however, employee clothing must be in good repair. No short pants, tank tops, sandals, flip-flops, clothing with offensive language, or open toed shoes are allowed.

M. Contract Pricing:

-Vendor is to provide a bid for the following contracted hourly rates (in USD). (See atachments #11 and #12).

Weekday Hourly Rate (Monday – Friday): $ ____________

Weekend Hourly Rate (Saturday - Sunday): $____________

Holiday Hourly Rate (State): $____________

-The grand total will be calculated by mul�plying each rate by a projected es�ma�on of hours for each category. (See atachments #11 and #12).

N. Pre-Bid Site Mee�ng:

OPTIONAL pre-bid mee�ng will be held on May 16, 2024, at 1:00PM at:

State Military Reserva�on HQ Building, Bldg. 448, Headquarters Ave.

Virginia Beach, VA 23451 To enter SMR, you must have a valid driver’s license and allow �me to find the building. Security Guard at entrance will be made aware of mee�ng in advance.