Statement_of_Work.pdf

STATEMENT OF WORK

JANITORIAL SERVICES FOR

GRAY, MAINE WEATHER FORECAST OFFICE

The Contractor shall be responsible for satisfactorily managing and providing janitorial cleaning services as specified herein at the following location:

National Weather Service (NWS) Gray/Portland Maine Weather Forecast Office (WFO)

1 Weather Lane Gray, ME 04039

Cumberland County

I. SCOPE

Cleanable Square Footage (See Attachment A – Site Map):

Approximate facility dimensions:

Total square footage = 5301 square feet (sq ft) Total occupied space = 5120 sq ft Tile Area = 4105 sq ft

● Raised Tile = 2363 sq ft

● Ceramic tile = 353 sq ft

● Resilient tile = 697 sq ft

● Luxury Vinyl Tile (LVT) = 692 sq ft

Carpeted area = 830 sq ft Carpet to tile ratio = 17% carpet and 83% tile Cement floor = 185 sq ft Exterior Glass doors = 2 Vestibules = 2 Exterior Windows = 16 Interior Windows = 3

Periods of Performance:

● Base Year: August 1, 2024 through July 31, 2025

● Option Year 1: August 1, 2025 through July 31, 2026

● Option Year 2: August 1, 2026 through July 31, 2027

● Option Year 3: August 1, 2027 through July 31, 2028

● Option Year 4: August 1, 2028 through July 31, 2029

Until a security clearance is obtained, Contractor employees shall perform work only Monday-Friday between the hours of 9 AM and 2 PM Local Time.

After security clearances have been obtained, cleaning for this facility shall be accomplished between the hours of 5:00 PM and 11:00 PM Local Time, Monday through Saturday, excluding Federal holidays, plus any other day off work designated by Federal Statute, by Executive Order, or by Presidential proclamation. Federal holidays are as follows:

New Year's Day

Martin Luther King’s Birthday President’s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

The Contractor shall perform cleaning in accordance with the Daily and Weekly cleaning lists and the specialized cleaning timeframes listed within this Statement of Work.

If services will not be performed, the Contractor shall notify Government Technical Point of Contact (TPOC) as soon as the Contractor becomes aware of this situation.

If communicated ahead of time with the Government TPOC, the Contractor may be given permission to make up missed days on Sundays.

The Contractor shall ensure that its employees/those conducting the work complete all operations in such a manner as to minimize any inconvenience to the occupants in their use of the facilities.

The Contractor shall complete all cleaning by utilizing the latest technology, products, equipment, industry practices, and specifications in order to achieve a clean, neat and professional appearance in accordance with all of the Statement of Work and terms and conditions of the contract.

II. SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

The Government will furnish the following:

● Space in the building, for the storage of supplies and equipment, will be provided for use in the performance of work under this contract. No flammable or explosive liquids such as gasoline will be stored in the building. The Government will not be responsible for damage or loss to the Contractor’s stored supplies or equipment.

● Electrical power will be provided at existing outlets for the Contractor to operate such equipment, as necessary, in the performance of this contract.

● Hot and cold water will be made available, as necessary, for cleaning purposes

● Waste Dumpster, Recycling Dumpster, Recycling bins

● Light bulbs shall be furnished and installed by the National Weather Service.

The Contractor shall furnish the following:

The Contractor shall furnish all personnel, management, supervision, supplies, materials, equipment, tools, and employee training necessary to achieve the quality performance standards of this Statement of Work, unless otherwise specified herein.

The Contractor shall ensure all equipment meets all applicable Occupational Safety and Health Administration (OSHA) standards. The Contractor shall not use any unsafe equipment or any equipment in need of repair. The Contractor shall use commercial grade equipment.

The Contractor and its employees/those conducting the work shall be supplied with all necessary protective and safety equipment.

The Contractor shall furnish all consumable materials required for the execution of the Statement of Work. Consumable materials include, but are not limited to, the following:

● Cleaning chemicals and solutions

● Rubber gloves

● Plastic liners and plastic bags for waste baskets

● Antibacterial liquid soap for the restrooms

● Antibacterial soap for soap dispensers and liquid hand sanitizer

● Two-ply or better toilet paper

● Two-ply white roll paper towels for the breakroom

● Disposable two-ply paper towels for the restrooms

● Air fresheners

● Carpet shampoo

The Contractor shall order and stock consumable materials and supplies in a timely fashion so that there are no incidences of lacking any item when it is needed.

All consumable materials in place at the location where services are performed at the conclusion of the contract period will become the property of the Government.

The Contractor shall use products and materials that are non-toxic, biodegradable, and bio based to the maximum extent practicable without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All products and materials shall be of a type and quality that conform to applicable Federal specifications and standards and are subject to the approval of the Government

TPOC.

Bio based products, designated under the U.S. Department of Agriculture’s (USDA’s) Biopreferred Program, must meet the required minimum bio-based content as stated in the USDA Final Rule available at www.biopreferred.gov

The Contractor shall provide data for their bio-based products such as bio-based content. In addition to the bio-based products designated by the USDA in the Biopreferred Program, the Contractor is encouraged to use other bio-based products. The Contractor shall comply with the provision at FAR 52.223-1, Bio based Product Certification and reporting requirements of FAR 52.223-2 Affirmative Procurement of Bio based Products under Services and Construction Contracts.

The following is an example list, not an all-inclusive list, of products that may be used in this contract for providing janitorial services for which bio-based products are available:

● Multipurpose cleaners

● Degreaser/Cleaner

● Heavy duty cleaner

● Deodorizer http://www.biopreferred.gov/

● Carpet shampoo

● Sanitizer

● Gum remover

● Floor strip

● Floor finish restorer

● Floor finish

● Floor sealer

● Extraction fluid

● Furniture polish

Training:

The Contractor shall provide training to its employees/those conducting the work and the training shall include all applicable OSHA and other related standards, including the Federal Clean Air Act, requirements of the Environmental Protection Agency (EPA), and all Federal, State and Local Codes.

In addition, the Contractor and its employees/those conducting the work shall maintain current licenses as required for the type of work provided.

The Contractor is required to provide necessary and on-going tenant relations or customer service training for its employees.

Damage to Government Equipment:

The Contractor is responsible for damage to any Government equipment, supplies, or facilities caused by the Contractor or its employees/those conducting the work. The Contractor is cautioned that in many areas of the building delicate equipment is in operation and this equipment may be damaged by placing anything on top, bumping against it or its controls, etc.

Safety and Environmental Requirements:

The Contractor shall comply with all applicable Federal, State, and Local law and regulations pertaining to safety and environmental requirements.

For operations and activities at the site where the Contractor is working to complete this Statement of Work, the Contractor shall provide and maintain work environments and procedures that safeguard the public and Government personnel, property, materials, supplies, and equipment.

For all chemical products, the Contractor shall submit a Safety and Data Sheet (SDS) to the Government TPOC at least forty-eight (48) hours prior to the products being brought on-site, including at the beginning of the contract. If the Contractor substitutes any materials during the contract performance period, a new SDS for the substitute shall be provided to the Government TPOC at least forty-eight (48) hours prior to the product being brought on-site.

The Contractor shall comply with the following:

● All products shall be kept in their original containers and have a legible label. If the product is placed in a smaller container for use, the smaller container shall be marked legibly stating the product it contains.

● There shall not be any chemical product mixed together unless a mixture of the ingredients is intended by the chemical manufacturer.

Whenever the Government TPOC becomes aware of any noncompliance with these requirements or any condition which poses a serious or imminent danger to the health or safety of the public or Government personnel, the Government TPOC will notify the Contracting Officer. The Contracting Officer will take appropriate corrective action.

III. CONTRACTOR PERSONNEL

No later than two (2) business days prior to the contract start date, the Contractor shall provide the name of the primary cleaner and an alternate cleaner to the local office For the duration of the contract, the Contractor shall maintain an alternate cleaner assigned to the office to minimize missed days and disruption of services. The alternate cleaner shall have completed all required Government security clearance paperwork and received the applicable security clearance before can be considered the alternate cleaner. The Contractor shall supply contact information including telephone/cell phone number of the primary cleaner, the alternate cleaner and the Site Manager, to the Government TPOC.

The Contractor shall ensure that the Government TPOC has an accurate and current list of all Contractor employees/those conducting the work and their contact information at all times.

The Contractor shall ensure its the primary cleaner, alternate cleaner and any other employees that will be conducting the work obtain Department of Commerce (DOC)/NOAA security clearances in accordance with current DOC security requirements in a timely manner. Within 30 days of starting, Contractor employees shall have completed all required Government security clearance paperwork. This includes the National Background Investigations Bureau (NBIS) e-APP (online questionnaire), any corrections the security office asks to be made, and submission of any additional documentation or information requested by the security office. The employee security clearance shall be in accordance with Commerce Acquisition Regulation (CAR) 1352.237-72.

The Contractor’s Site Manager shall conduct overall management coordination and perform as the central point of contact with the Government for performance of all work under this contract. The Contractor’s Site Manager shall be authorized to receive any notices of deficiency in contract performance. The notices may include, but not be limited to, the following: non- performance of work, deficiencies in work performed, and/or notices of proposed payment deductions due to non-performance or deficiencies. The Contractor’s Site Manager shall be available weekdays, between the hours of 8:00 AM and 3:00 PM Local Time, and available to meet via telephone conference call within two (2) hours to discuss any problem areas, issues or concerns. The Contractor shall notify the Government TPOC in writing of any substitution in Contractor’s Site Manager at least ten (10) business days prior to making any substitutions.

If the Government has the need to make changes to the itemized services, specific rooms to receive services, areas requiring a different cleaning schedule, or services to be completed, the Government TPOC will contact the Contractor’s Site Manager.

The Contractor shall ensure its employees/those conducting the work have a badge that identifies the Contractor’s company.

The Contractor shall introduce its current and future employees/those to be conducting the work to the Government’s Facility Management.

The Contractor and its employees/those conducting the work shall be experienced in providing janitorial cleaning services and shall be familiar with the specifications of this contract.

Except as otherwise provided by law, the Government will not be responsible for the loss of, or damage to, the Contractor’s equipment, or death of or injury to the Contractor’s personnel, or for the death of, or injury to, persons or for damages to property resulting from the Contractor’s negligent performance under this contract. The Contractor shall be responsible for all damages to persons or property that occur as a result of the fault or negligence of the Contractor or its employees/those conducting the work while on-site or performing the requirements of this contract.

IV. SCHEDULING WORK AND REPORTING REQUIREMENTS

At the beginning of each month, the Contractor shall discuss the schedule and plans for all periodic cleanings to the Government TPOC. Periodic cleanings are specific services to be provided monthly, quarterly, and semi-annually and are listed in Section VI. The Contractor should be aware that some tasks, such as washing exterior windows, is dependent on weather conditions and shall plan such tasks accordingly so that they are completed in the required timeframe.

V. PERFORMANCE STANDARDS AND REQUIREMENTS

The Contractor shall ensure that the janitorial cleaning services are performed in a manner that ensures the health and safety of federal employees and members of the public; and, both the sanitary conditions and esthetic appearance of federal buildings. Superior customer service and well- maintained facilities that present a clean, neat and professional appearance shall be furnished in accordance with all the terms and conditions of the contract.

NOTE: All cleaning under this contract is required to meet the quality and performance standards as identified. The majority of the cleaning at this location shall be accomplished once per business day, Saturday and Sunday, as applicable. Federal holidays excluded.

The Contractor shall ensure that it meets all quality and performance standards under this contract and the site presents an overall appearance of cleanliness. The Contractor shall provide sufficient personnel, supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning stated within this Statement of Work.

The Contractor shall clean to the following standards:

● The Contractor, through innovation, technology, or other means, shall perform the required cleaning services in order to meet the quality and performance standards.

● The Contractor shall keep the facility clean. The definition of clean is to remove dirt, water streaks, gum, grease, tar or any other extraneous matter from all surfaces or objects in order to present an overall appearance of cleanliness.

● Glass/mirror surfaces and coverings shall be clean and free of obvious dirt, dust streaks and smudges.

● Furniture and all surfaces that are below 70 inches in height shall be free of obvious dust and dirt.

● All carpets shall be clean and free of dirt and debris and obvious spots and stains. Carpet spot-cleaning shall be accomplished as needed to meet the quality standard.

Note: A bonnet type shampoo cleaner, hot water extraction or other acceptable carpet cleaning methods shall be used to accomplish performance standards.

● Resilient flooring (Electronic Workshop): shall be maintained at a high level of luster, free of all types of marks. The Contractor shall perform buffing, stripping, and waxing as required and shall include this work in the cost in this contract.

● Access flooring (Operations Floor and Equipment Room): Damp mop complete floor, mop should be damp but NOT WET, to assure that no water seeps down through floor seams.

Remove marks or stains on the flooring by using an all- purpose spray cleaner.

Note:

Under no circumstances shall wax, oil, or other coatings be applied to this floor as the anti-static properties of this floor will be lost.

The access floor in the Equipment Room shall only be mopped when a member of the electronics shop is present.

● Ceramic tile flooring (breakroom, restrooms, and entryways): Sweep as required removing loose dust and dirt. Mop area, removing foot marks and small spills.

● Cement Flooring (Interior Storage Room): Sweep or vacuum as required removing loose dust and dirt. Mop area, removing foot marks and small spills.

● LVT: Clean removing loose dust, dirt, scum, and scuff marks using commercial LVT cleaner. In wintertime, special attention shall be made to remove salt and sand that is tracked in from the outside.

● Drinking fountains shall be cleaned and free of water marks and any other debris or encrustation. Drinking fountains shall be maintained at a high level of sanitation.

● All trash shall be collected from work areas and removed to the outside dumpster. Trash containers in the work areas shall be lined and kept relatively free of dirt, stains, and debris.

Periodic collection of litter outside, adjacent to the building shall also be accomplished.

Recycling including cardboard, mixed paper, and magazine/ newspaper/shiny paper shall be collected. Recycling is done via the Government-furnished recycling dumpster.

● Restrooms shall be cleaned and disinfected to maintain all fixtures at a high level of shine and cleanliness, including kitchen countertops and table.

● Floors shall be sanitized and maintained to ensure that there is not a buildup of dirt, debris, or bacteria. Partitions and walls shall be free of obvious dirt, graffiti, dust or any other extraneous matter. Toilet supplies shall be replenished as needed to maintain an adequate supply at all times. Trash and sanitary napkins shall be collected and disposed of at a location designated by the Government TPOC.

NOTE: Due to health implications, no cleaning items used to clean in the restrooms shall be used to clean other areas of the facility. Cleaning items include, but are not limited to, mops, mop bucket water, brooms, sponges, wipes, etc. Mop heads used in the restroom are not to come in contact with other mop heads used in the facility, even when stored. This applies to wet and dry mopping as well as sweeping.

● Sanitary napkin dispensers shall be filled with Contractor-furnished supplies and shall be tested regularly to ensure proper working condition at all times. The Government is responsible for repair and replacement of dispensers.

● Metal and wood surfaces shall be cleaned to protect the wood or metal.

● Ceiling Lighting (includes all interior office and hallway building lights, glass) shall be clean, free of obvious dirt, bugs, grime, streaks, cloudiness and watermarks.

● Surfaces above 70 inches shall be free of obvious dust, cobwebs, or any other extraneous matter (interior only).

● Paper products shall be replaced/replenished to the following minimum standards: Toilet paper rolls next to each commode shall be kept at least half full, and each commode shall have a least one full back-up roll on the appropriate type of holder. All paper towel dispensers shall be replenished at least three quarters full with appropriately sized paper towels.

● Food service and break areas shall be cleaned and sanitized, including microwave, sink area and tables.

● Stove/Oven interior shall be cleaned and sanitized free of stains and other extraneous matter.

● Railings, risers, ledges, air grills, doors, radiators and surrounding areas, shall be free of obvious dirt, dust, stains, debris and other extraneous matter.

● Venetian blinds or any other window coverings shall have cords and both sides of blind slats free of obvious dirt, dust, grime and water spots.

● Janitor’s closets and sinks shall be kept clean and free of standing water. The sink in the janitor’s closet needs to be cleaned at least weekly to prevent mold and mildew.

● The Contractor shall use a ladder as needed to ensure thorough cleaning of surfaces above 70 inches. This includes cleaning out the bugs in the light fixtures, high cleaning and dusting, washing windows, dusting blinds, etc.

VI. ITEMIZED SERVICES REQUIREMENT LIST

The Contractor shall provide the following cleaning services and schedules:

ITEMS TO BE CLEANED/CLEANING SERVICES

● Blinds

● Carpet cleaning

● Carpet spotting

● Drinking fountains and Water Dispensers

● Entrance, lobbies and corridors

● Floor maintenance

● Floor mats and entrance rugs

● Furniture

● Glass windows and mirrors

● High cleaning - Surfaces above 70 inches

● Horizontal surfaces

● Kitchen area including appliance surfaces

● Lighting fixtures

● Restrooms

● Trash collection and disposal

● Recycling collection

● Buffing hard tile floor

DAILY

● Sign in and out on the Janitorial Log (to be provided by the Government) located at the front entrance upon starting and completing cleaning

● Sweep or dust mop all uncarpeted floors (including hallways and foyers)

● Vacuum all carpeted floors

● Vacuum or clean indoor and outdoor entrance mats

● Empty all wastebaskets and sanitary napkins containers

● Remove all refuse to outside dumpster

● Replace plastic liners (with the correct size liners) when soiled or torn. In case of leakage, damp wipe receptacle clean. Clean receptacle exterior as needed.

● Mop restroom floors using a disinfectant solution.

● Mop break room twice per week and more often as needed

● Clean and disinfect toilets and urinals using an approved disinfectant

● Electric hand dryers shall be sanitized and cleaned

● Refill all dispensers and containers in restrooms and break room

● Clean countertops, mirrors, and sinks in restrooms

● Clean breakroom countertop, Interior and exterior of microwave, sink, table and exterior surfaces of appliances. Scour sink

● Clean drinking fountain

● Accurately fill out and initial/sign the Janitorial Log provided by the technical contact as tasks are completed

● Clean commercial LVT flooring by mopping flooring using a commercial LVT cleaner

● Damp mop access floor in operations room

WEEKLY: To be completed no later than Saturday of each week

● Damp mop all remaining uncarpeted floors (except the access floor in the operations and equipment rooms) using appropriate detergent solution for floor type

• Wash glass entrance doors and vestibule windows, interior and exterior

• Dust horizontal surfaces throughout facility that are readily accessible and visibly require dusting

• Sweep/vacuum the cement floor of the interior storage room

• Clean glass/plexiglass partitions in the operations center

• Empty and clean outside cigarette receptacles

BIWEEKLY

• Empty recycling bins

PERIODIC CLEANINGS

MONTHLY: To be completed no later than the last day of each month

● Spot clean toilet enclosures

● Remove spots and stains from carpet as necessary

● Buff and spot polish high traffic areas to protect finish

● Vacuum all carpeted areas including moving chairs to clean underneath

● Vacuum light fixtures to remove dead bugs, dust and dirt (a ladder may be required)

● Mop cement flooring

● Provide documentation to the Government TPOC to show when the Monthly cleaning tasks were completed.

QUARTERLY: To be completed no later than the last day of the following months: January, April, July, and October

• At least three (3) business days ahead of time, coordinate with the Government TPOC to schedule when the Quarterly cleaning will take place

• Dust Venetian blinds

• Wash interior windows and window sills (a ladder may be required)

• Strip/Wax/Buff Resilient floor (Electronic Shop)

• Mop Access floor (Equipment Area)

• Clean the return air grills throughout the building (a ladder may be required)

• Provide documentation to the Government TPOC to show when the Quarterly cleaning tasks were completed.

SEMI-ANNUAL: To be completed no later than the last day of the following months: April and

October

• At least three (3) business days ahead of time, coordinate with the Government TPOC to schedule when the Semi-Annual cleaning will take place

• Wash all exterior windows

• Vacuum/clean chairs

• Vacuum all accessible carpeted walls. (Modular furniture not included)

• Clean stove/oven interior

• Shampoo Carpeted floors using a low moisture cleaning process

• Ceramic tile floors (breakroom, restrooms, and entryways)

• Provide documentation to the Government TPOC to show when the Semi-Annual cleaning tasks were completed.

Notes:

● Do not use hot water extraction or so-called "Steam Cleaning" except as when and where approved by technical contact

● Do not use the Spin-Bonnet method

VII. INVOICING

The Contractor shall invoice only for days worked, any days missed shall not be invoiced. The Contractor shall invoice on a monthly basis in arrears, and submit the invoice via the Invoice Processing Platform (IPP) at www.ipp.gov

If Contractor employees have not obtained a security clearance and are performing work only Monday-http://www.ipp.gov/

Friday, the missed Saturdays shall be deducted from the invoice at the prorated daily rate.

If the Contractor fails to report to work any given day of the year, the invoiced monthly price shall be reduced by the daily rate for each day of missed services.

If all tasks listed under a Periodic Cleaning (Monthly, Quarterly, or Semi-Annual) are not fully completed by the last day of the applicable month for the Periodic Cleaning, the Contractor shall not invoice for the Periodic Cleaning. The Contractor shall contact the Government TPOC to discuss when the missed task(s) will be completed. The Contractor shall complete all tasks for each Periodic Cleaning, even if the applicable month for the Periodic Cleaning has passed.