STATEMENT_OF_WORK_Cleaning_Contract.docx

STATEMENT OF WORK

National Elk Refuge Janitorial Services May 1020, 2021

1. GENERAL

a. The U.S. Fish and Wildlife Service, National Elk Refuge, 675 E Broadway, Jackson, WY 83001 has a requirement for performance-based janitorial services. The Contractor is responsible for planning, scheduling, coordinating, and assuring performance and effective completion of all work under this contract to maintain acceptable appearance and cleanliness. The Visitor Center staff consists of 20 individuals from FWS, NPS, USFS, Chamber of Commerce, GTA, and volunteers and the center receives over 300,000 visitors annually. Comment by DeBerry, Cathleen: Comment by Fath, Natalie: Does this statement need to factor in the employees that work at the JHGYVC or the visitation of that facility specifically?

b. Buildings to be cleaned:

i. Administrative Office: (6900 s/f) all carpeted areas, all non-carpeted areas, kitchen/break room, restrooms, common areas.

ii. Visitor Center: (7500 s/f) all carpeted areas, all non-carpeted areas, glass entrance doors, kitchen/break rooms and public restrooms.

c. Conduct: At a minimum, the Contractor is required to take all steps and measures that would be taken by a prudent building owner to maximize the life expectancy of the building and property.

d. Security of the Premises: The Contractor shall turn off all lights and secure all doors as appropriate for all areas pertinent to Contractor’s access. The Visitor Center has emergency lights that remain on outside of operational hours. The Contractor shall report to the COR or Technical Coordinator any instance (by specific location) of problems encountered while on-site. Comment by Fath, Natalie: FYI: The JHGYVC has emergency lights that remain on outside of operational hours.

e. Safety Measures: Contractor will put in place safety measures to reduce the risk of injuries in the performance of work.

f. Accident Reporting: The Contractor shall immediately report all accidents/injuries of person or property to the COR or technical Coordinator and cooperate fully in any investigation as necessary.

2. SCOPE/DELIVERABLES

a. The contractor shall provide all supervision, personnel, materials, tools, supplies, and equipment (except as noted below in Section 5) and shall coordinate, schedule, and assure completion of all services described herein. Within 5 days of contract award, contractor will provide a schedule indicating days of the week and tasks performed. Schedule will include approximate dates that annual tasks will be performed. The tasks listed will be performed in each building per the cleaning frequency and performance standard.

b. CLEANING FREQUENCY. Each building has a different cleaning frequency due to varied patterns and volume of use.

i. Administrative Office—Once weekly

ii. Visitor Center, including Public Restrooms—Daily May-October and December-February. Four times weekly November, March, & April. Work shall be performed after business hours. Work is not required on Christmas or Thanksgiving.

c. FLOOR MAINTENANCE:

i. Bare or Wood Floors: Floors shall be maintained to be slip resistant, provide the appearance of free from dust, water streaks, mop marks, string, chewing gum, grease, tar, blood, etc; and present an overall appearance of cleanliness. Easily moved items, including floor stands and rugs, shall be moved to facilitate cleaning and then returned to their original position. Additionally, the restroom floors will be wet-mopped with a germicidal/disinfectant agent. All surfaces shall be dry and the corners clean, walls, baseboards and other surfaces free of splash and/or markings from equipment.

To maintain the integrity of the hard wood floors, no chemical will be used to clean or disinfect this surface. Only water and/or vinegar are permissible. Any hard wood floor stripping and refinishing is not included in this Agreement. It will be conducted by an outside source on an as-needed basis.

ii. Carpeted Floors: Carpeted floors in public areas shall be vacuumed to have the appearance of free from dirt, dust, lint, paper clips and other debris. Easily moved items, including floor stands, shall be moved to facilitate cleaning and then returned to their original position. Carpet spot cleaning will be required to remove spots, smears, stains, buildup, spillage or crusted material, including chewing gum and tar. There shall be no evidence of fuzzing caused by harsh rubbing or brushing of carpet. Cleaned areas shall blend with adjacent areas. Offices with a closed door are excluded as identified by staff at inspection. The Federal Government will provide an industrial vacuum for use by the Contractor.

To maintain the integrity of the carpeted floors, commercial carpet cleaning will be conducted by an outside source on an as-needed basis and is not included in this Agreement.

iii. Stairways & Front Entry Way: Stairways and front entry ways at each facility requires sweeping or vacuuming to keep the appearance of landings and treads free of dirt, dust and other loose foreign matter, including stains, spots, spillage, crusted material, or chewing gum.

d. RESTROOMS

i. Cleaning and sanitizing of restrooms, sink areas, toilets, urinals, stall dividers and mirrors, hand dryers and walls under hand dryers, doorknobs, and light switches using suitable non-abrasive eco-friendly cleaners and disinfectants. All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall replace paper towels, toilet paper, toilet seat covers, urinal blocks or deodorizers, and soap as needed. Grills and exhaust fan covers will be clean and free from dirt and dust.

e. KITCHEN/BREAKROOM

i. Cleaning of kitchen/break rooms: sink areas, counter tops using suitable eco-friendly cleaners. All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall replace paper towels and soap as needed. Comment by Fath, Natalie: There are two break rooms at the JHGYVC (kitchen area and “pond room”).

f. JANITORIAL CLOSETS

i. Floors shall be free of trash and foreign matter after Contractor use. No dirt shall be left in corners under items and behind doors. All supplies will remain in their designated areas. Contractor shall maintain a safe workspace.

g. MISCELLANEOUS

i. Clean and sanitize drinking fountain.

ii. Dust surfaces to a height of 72 inches above the floor in common and public areas (counter tops, file cabinet tops, exhibits, bookshelves, windowsills, etc). Offices with a closed door are excluded as identified by staff at inspection. Do not dust taxidermy specimens or artwork.

iii. Empty all trash receptacles.

iv. Downstairs laboratory in administrative office is excluded from this agreement.

v. Clean glass along the interior ramp of visitor center. To maintain the integrity of the glass windows, commercial window cleaning will be conducted by an outside source on an as-needed basis and is not included in this Agreement.

vi. Clean and sanitize touchable exhibit pieces (phones, interactive exhibits, push buttons, antlers, etc.).

3. PLACE/DELIVERY AND PERIOD OF PERFORMANCE

a. The U.S. Fish & Wildlife Service, National Elk Refuge, 675 E Broadway Ave, Jackson, WY 83001 and Jackson Hole and Greater Yellowstone Visitor Center, 532 N. Cache St, Jackson, WY 83001.

b. Base Year: July 1, 2021 thru June 30, 2022. (Note: dates will be determined when contract is awarded) The anticipated performance period is Base Year – 08/01/2021 through 07/30/2022 with 4 Option Years

i. Option Period 1: August 1, 2022—July 30, 2023

ii. Option Period 2: August 1, 2023—July 30, 2024

iii. Option Period 3: August 1, 2024—July 30, 2025

iv. Option Period 4: August 1, 2025—July 30, 2026

c. Contractor services at the visitor center will be accomplished between the hours of 7pm and 7am. Contractor services at the administrative office will be accomplished between the hours of 8am and 4pm. Comment by Fath, Natalie: This timeframe assumes that hours of operation will remain 9am-5pm and not change to 8am-7pm or any other time during the summer season in the future.

4. EVALUATION AND ACCEPTANCE/ QUALITY SURVEILLANCE PLAN (QSP):

a. Contractors interested in submitting a proposal/quote are required to complete the below QSP or submit their own approach performance plan for each task (How will you measure your performance?). A simple table can be used to detail your plan and quality checks for successful completion of each task. This is a critical step in managing and monitoring of expected performance for evaluation, timely invoicing, and payments.

b. To evaluate Contractor’s work performance, the attached QSP and performance standards sample can be usedused, or an approved performance plan used by the Contractor. The results/outcome of all work efforts by the Contractor will be that all surfaces present a visual overall appearance of cleanliness and sanitation as necessary when the work/task is completed.

c. Quality Level (third column on QSP) will be measured by colors: Red (Unacceptable), Yellow (Marginal), Green (Acceptable), and Blue (Exceeds Quality Standard).

d. A checklist of duties and areas to be cleaned will be provided for the janitorial staff in the janitorial storage room. This will be dated each visit and duties marked off accordingly.

Performance Objectives Admin Office

TASK/DELIVERABLES PERFORMANCE STANDARD

Visitor Center

TASK/DELIVERABLES PERFORMANCE STANDARD

Visitor Center Public Restrooms

TASK/DELIVERABLES PERFORMANCE STANDARD

5.

6. GOVERNMENT FURNISHED EQUIPMENT, SUPPLIES, AND MATERIALS:

a. The Government will provide all paper products to include toilet paper, and paper towels. Government will also provide hand soap, urinal blocks, and trash can liners.

b. Government property shall be used only in direct operations of providing Contractor services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor.

c. The Government will furnish all utilities.

7. CONTRACTOR FURNISHED EQUIPMENT, SUPPLIES, AND MATERIALS:

a. The Contractor shall furnish all equipment and eco-friendly cleaning supplies.

b. Equipment shall be used and maintained in accordance with the manufacturer’s directions, and meet all applicable OSHA standards.

c. The Contractor is responsible for using products and equipment as recommended by the manufacturer.

8. INSPECTION AND ACCEPTANCE:

a. Government POC will inspect bimonthly janitorial services for compliance. Acceptance of delivered service contingent on satisfactory level of cleaning per contracted scope of work.

9. SECURITY REQUIREMENTS:

a. Security requirements exist associated with this janitorial service requirement. They will be addressed during the initial meeting between the contractor, the Contracting Officer (CO), and the onsite Contracting Officer's Technical Representative (COTR). Contractor shall promptly report fires or hazardous conditions. Only the Contractor and Contractor's employees are authorized in the buildings. Note: The Contractor shall not bring children and/or pets to the project location. The project location includes all areas within and surrounding the building. (i.e. parking lots).