SOW DEEP CLEANING SERVICES.pdf

DEEP CLEANING SERVICES

For

Illinois Military Academy (Billeting Wings Only)

Statement of Work

1. PROJECT SUMMARY: Work shall be performed in billeting wings of the Illinois

Military Academy (IMA). These rooms consist of 2 VIP (430 SQ FT), 31 BOQ (Bachelor

Officer Quarters) (200 SQ FT) and 44 (BEQ Bachelor Enlisted Quarters: 220 SQ FT)

This includes (63) Bathrooms (27-40 SQ FT). The rooms will be leased to individuals for overnight billeting, requiring deep cleaning services. During this project, billeting rooms requiring a deep clean may be completely unoccupied which would provide a wide range of flexibility to the contracting agency for room access or partially occupied which would limit the contracting agency to perform deep cleaning services on specific rooms at specific times. References in this statement of work will assume both scenarios but upon request for proposal approval full details will be provided.

2. DESCRIPTION OF SERVICES:

2.1. The contractor shall provide all management and labor necessary to ensure deep cleaning, disinfection & sanitization services are performed at the IMA (B and C Wings) in a manner that will initially bring the facility to a standard level of cleanliness. The contractor shall accomplish all deep cleaning tasks to meet the requirements of this

Statement of Work (SOW). The description of services is included below in the Service

Delivery Summary later in this SOW.

2.2. Billeting rooms will require service (hereafter referred to as “Deep cleaning, Disinfection & Sanitization” with specific standards listed in the Service Delivery

Summary paragraph) on a “initial deep cleaning service”. The subsequent contract for

“Deep Cleaning” will be a one-time service, dependent on the schedule of the unoccupied rooms this may take several weeks to perform on each required room.

These rooms must be deep cleaned, disinfected & sanitized. Due to the various frequency of occupancy, this will require a flexible schedule for labor to complete the required deep cleaning. The IMA Supervisor will provide a total breakdown of all expected areas to the contractor, this will include dates of availability and times when rooms will be unoccupied.

3. DEEP CLEANING SERVICES: This work is to be performed in specified rooms in both B and C Wings. All services described in this section is dependent on product type, product material make up, and degree of contact with guest in which contamination is risked. Some or all the services described may be used to complete a Deep clean on the required Item. Method of cleaning will be provided and described by contracting company and verified through state and federal cleaning laws and regulations.

3.1. DEEP CLEANING DESCRIPTION: Clean tables, chairs, beds, headboards, Vacuum cloth mattresses, and vinyl mattresses (check for bed bugs, ticks, flea’s lice & rodents). Once aware of any infestation will notify the IMA staff. Clean baseboards, shower and shower curtains, Nightstand, and Desks, walls, doors, door handles, and knobs inside and out. Wipe down dressers, vacuum dressers, and drawers. Scrub, disinfect, and clean countertops and appliances such as refrigerators, and microwaves inside and out. Dust TVs and dry clean screen. Descale shower doors, tubs, and shower heads. Sweep and mist mop floors. Sweep and mop tiled floors. Remove all cobwebs, dust, scrub and degrease blinds and A/C Heating unit. Remove trash, clean receptacle inside and out, replace bags.

3.2. SANITIZATION DESCRIPTION: Sanitizing involves the use of heat or chemicals to reduce the number of microorganisms to safe levels depending on item type and makeup ensuring no item is damaged. This will require areas as specified on SOW to be sanitized to a standard level of cleanliness. Areas needed for sanitization will be tables, chairs, headboards, mattresses, dressers, sofa, lamps, countertops, TV, TV remote, doors, door handles, shower, shower heads, shower curtains, toilets, bathroom

& living area floors, table lamp. Sanitize clock, radio and phone, ice buckets, glass surfaces, interior and exterior glass on doors, wood hangers, and mirrors.

3.3. DISINFECTION DECRIPTION: Disinfection describes a process that eliminates many or all pathogenic microorganisms. Disinfection will include all areas stated in the deep cleaning & sanitization services.

4. HOURS OF OPERATION: The Contractor shall provide services as required (per occupancy for rooms, and weekly for other areas. One time service that may be conducted over a 4-week period. Services are to be completed on a flexible time schedule between 9:00 am & 10:00pm CST.

4.1. PRE-PERFORMANCE CONFERENCE: A Pre-performance conference may be held prior to any work beginning involving the Contractor, a representative from the

Lodging Fund Advisory Council (LFAC) voting members, IMA Supervisor, IMA Billeting

Manager. This is an optional conference and will be determined by IMA Leadership.

Areas to be covered will include a review of the scope of work and any instructions that need to be followed by all contractor employees.

4.2. DAMAGE TO STATE PROPERTY: Damage to state property, which occurs as a result of actions by the contractor, shall be the responsibility of the contractor. The contractor shall pay in full for the cost of repair or replacement of said property, and such payment may also be attained by contract deduction. The state shall not assume any responsibility or incur any expense in association with any damage to state property by the contractor.

5. CONTRACT MANAGER: The contractor shall provide a contract manager who shall be responsible for work performance. The name of this person and alternate(s) who shall act on behalf of the contractor when the manager is absent shall be designated in writing to the contracting officer prior to contract state date.

5.1. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of the contract.

5.2. The contract manager or alternate shall be available during normal duty hours (of contractor workdays) within 60 minutes to meet on the installation with Agency personnel designated by the Contracting Officer to discuss problem areas.

6. APPEARANCE, HEALTH AND SAFETY: All employees working for the Contractor shall maintain a neat appearance during working hours (i.e. nails trimmed, hair cut neatly or pulled back out of the face, pants without holes, no tank top shirts and/or cut offs or shorts). Employees must maintain a professional and polite demeanor, with their attitude focusing on providing excellent customer service. The employees must also be easily recognized. This may be accomplished by the employees wearing clothing bearing the name of the company; this method is optional to the contractor; however, each employee will be required to wear an identification badge which contains the company name and the name of the employee.

6.1. The Agency reserves the right to restrict the employment under the contract of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, and general well-being or operational mission of the installation and its population. The contractor shall promptly remove any such employee from the premises.

6.2. The contractor shall not employ any person who is an employee of the State of

Illinois if the employment of that person would create a conflict of interest.

7. GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT: The Contractor will provide the equipment and cleaning products and chemicals necessary to properly perform the work as defined in this contract.

8. FACILITIES AND SECURITY:

8.1. The Agency will provide facilities for equipment and supplies storage needed to perform the contract.

8.1.1. The IMA Facility Manager or his/her representative shall issue, such keys necessary to complete the contract requirements, and establish appropriate key control measures to maintain security, to include prevention of misuse, unauthorized entry, or lost keys. Loss or misplacement of any keys or sensitive items shall be immediately reported to the Facility Manager.

8.1.2. In the event keys are lost or duplicated at the fault of the contractor, the contractor will be required, upon direction of the Contracting Officer, to rekey or replace the affected lock or locks; however, the Agency at its option, may replace the affected lock or locks or perform rekeying. When the replacement of locks or rekeying is performed by the Agency, the total cost of rekeying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor.

8.1.3. It is the responsibility of the contractor to prohibit the use of keys issued by the

Agency by any persons other than the contractor’s employees. It is also the responsibility of the contractor to prohibit the opening of locked areas by the contractor’s employees to permit entrance of persons other than the contractor’s employees engaged in the performance of assigned work in those areas.

8.1.4. The contractor will ensure that employees take all reasonable measures to protect any personal information of occupants or facility employees. No materials or equipment which might contain any such personal information will be removed from any room. In the event any such information is discovered, employees will notify the

Reservation Manager.

9. CONSERVATION OF UTILITIES: The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include:

9.1. Lights shall be used in areas where and when work is being performed.

9.2. Mechanical equipment controls on heating, ventilation and air-conditioning.

Workers shall adjust air-conditioning systems.

9.3. Water faucets or valves shall be turned completely off after the required usage has been accomplished.

10. LOST AND FOUND PROPERTY: It is the responsibility of the contractor to ensure that all items of possible personal or monetary value found by the contractor’s employees are turned into the Reservation Manager

11. DEFINITIONS

11.1. Quality Assurance: Those actions taken by the Agency to assure services meet the requirements of the Statement of Work.

11.2. Contracting Officer’s Technical Representative (COTR): An Agency person responsible for surveillance of contractor performance.

11.3. Contracting Officer: A warranted Agency employee responsible for administration of the contract. Only a Contracting Officer has authority to make changes to the contract or obligate funds for the Agency. These changes will be verified through IMA Leadership channels including DMA State Procurement and State

Purchasing Officer.

SERVICE DELIVERY SUMMARY

BOQ/BEQ – Bachelor Office Quarters / Bachelor Enlisted Quarters

Quarters, Showers, Restroom

Description of Services

a. DEEP CLEANING SERVICES (Paragraph 3)

b. DEEP CLEANING DESCRIPTION (Paragraph 3.1)

c. SANITIZATION DESCRIPTION (Paragraph 3.2)

d. DISINFECTION DESCRIPTION (Paragraph 3.3)

Performance Objective Performance Threshold

Housekeeping Services of single and double occupancy rooms.

Floors, baseboards, corners and wall edges are free of dirt, dust and debris; Glass and mirrors have no traces of film, dirt, smudges, or water;

Dust is not visible. No signs of Mold or mildew. No stains on furniture or walls or wall fixtures.

Cleaning Latrine Latrines are disinfected and free of dirt, deposits, streaks and odors; Showers are disinfected and free of soap films, scum and other deposits such as mold and mildew; Toilets are disinfected and free of scale, stains, scum and other deposits;

Floors are free of litter, dirt, dust and debris.

12. CONTRACTOR – FURNISHED ITEMS AND SERVICES: General – The contractor shall furnish all personnel, labor, cleaning products, chemicals, and equipment necessary to properly perform the work defined in this contract.

13. GENERAL INFORMATION - QUALITY ASSURANCE: The Agency will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The Agency representative will evaluate the contractor’s performance through intermittent on-site inspections and receipt of complaints from occupying personnel. The Agency may inspect a task as completed or increase the number of tasks inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. The Agency will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the Agency contracting office representative will make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).