Statement of Work.pdf

SOW for Janitorial Services for the Monacan Health Center Page 1 of 9

Indian Health Service

Monacan Service Unit

Monacan Health Center Janitorial Services

Statement of Work for

Janitorial Services for the Monacan Health Center

05/20/2025

SOW for Janitorial Services for the Monacan Health Center Page 2 of 9

TABLE OF CONTENTS

1.0 General

2.0 Specific Requirements/Tasks

3.0 Delivery or Deliverables

SOW for Janitorial Services for the Monacan Health Center Page 3 of 9

Statement of Work (SOW) for

Janitorial Services for the Monacan Health Center

1.0 General

1.1 Background

The Monacan Service Unit’s mission is to raise the physical, mental, and spiritual health of the Native American population that lives in the geographic area. The mission is implemented by developing Direct Care Services and administering the Purchased/Referred Care (PRC) program. This acquisition will assist the MHC, who is moving to direct care services by establishing a comprehensive health care clinic for newly federally recognized tribes in Virginia. This contracting action is for janitorial services necessary to establish and conduct business in the Monacan Health Center.

1.2 Objective

The primary objective of this action is to procure janitorial services for the newly built Monacan Health Center. The facility is a comprehensive 14,000 square foot health care center, housing administrative, family practice, dental, behavioral health and pharmacy services.

1.3 Scope of Work

The Monacan Health Center is in need of a janitorial services contract to provide all labor associated with cleaning and sanitizing its medical facility. The facility will provide OSHA approved cleaning supplies and equipment.

Acceptance Criteria:

• The COR or designee will review and approve services provided under the terms and conditions of the contract.

• The COR or designee and the Contractor will evaluate the services quarterly during the term of contract. The evaluation will be objective and directed toward the progress made in meeting the contract objectives and statement of work, resolve problems encountered, clarify issues that may arise unexpectedly and to evaluate the accomplishments. The evaluation will be conducted on dates mutually agreed to by all parties.

1.4 Period of Performance

Base Year: September 1, 2025 - August 31, 2026 Option Year 1: September 1, 2026- August 31, 2027 Option Year 2: September 1, 2027- August 31, 2028 Option Year 3: September 1, 2028- August 31, 2029 Option Year 4: September 1, 2029- August 31, 2030

SOW for Janitorial Services for the Monacan Health Center Page 4 of 9

1.5 Place of Performance

Hours of Operation: Schedule of work (30 hours per week) to be completed Monday- Friday between the hours of 8:00AM and 4:30PM local time.

Indian Health Service MASU – Monacan Health Center 108 Dixie Airport Rd Madison Heights, VA 24572

2.0 Specific Requirements/Tasks

2.1 Task One- Restroom Cleaning: All patient restrooms shall be cleaned twice daily and staff restrooms cleaned daily.

• Floors shall be swept or dry vacuumed, wet mopped and/or scrubbed with disinfectant.

• Toilets, sinks and eyewash stations shall be cleaned and sanitized with disinfectant. No rust or encrustation shall remain. Traps shall be maintained and free from odor at all time.

• Mirrors, shelves, dispensers and fixtures damp wiped with disinfectant and polished.

• All other surfaces shall be spot cleaned and horizontal surfaces dusted.

• Waste receptacles shall be emptied. Soap, hand sanitizer, toilet paper and paper towel dispensers shall be refilled as necessary. Sanitary napkin receptacles shall be emptied, cleaned, disinfected and provided with a new liner daily.

2.2 Task Two- Office Space Cleaning: Daily cleaning

• Office areas, file rooms, conference rooms, multipurpose rooms shall receive the following daily cleaning:

o Wastebaskets shall be emptied and the contents removed to main disposal area.

Replace trash liners.

o The full floor area, if hard surface, shall be swept daily with a treated dust mop and in addition damp mopped once a week. Carpeted floors shall be vacuumed.

o Surfaces such as table, chairs, desks and counters shall be damped wiped with disinfectant.

o Damp wipe with disinfectant all areas including lampshades, windowsills, closet, desks, and chairs.

2.3 Task Three- Medical/Dental Patient Rooms, Laboratory, and Pharmacy: Daily cleaning

• Medical patient rooms, medical lab, dental patient rooms, dental lab, dental sterilization room, and the pharmacy shall receive the following daily cleaning:

SOW for Janitorial Services for the Monacan Health Center Page 5 of 9 o Floors shall be swept or dry vacuumed, wet mopped and/or scrubbed with disinfectant.

o Toilets, sinks and eyewash stations shall be cleaned and sanitized with disinfectant. No rust or encrustation shall remain. Traps shall be maintained and free from odor at all time.

o Mirrors, shelves, dispensers and fixtures damp wiped with disinfectant and polished.

o All other surfaces shall be spot cleaned and horizontal surfaces dusted and disinfected.

o Waste receptacles shall be emptied and liners replaced. Soap, hand sanitizer, toilet paper and paper towel dispensers shall be refilled as necessary.

o Spot clean walls/baseboards and clear cobwebs as needed from floor to ceiling.

2.4 Task Four- Lobbies and Corridors: Daily cleaning

• Hard surface floors shall be swept with a treated mop/ dry vacuumed and wet mopped/scrubbed with a disinfectant.

• Furniture and tables shall be dusted and damp wiped as needed.

• Door knobs and push bars shall be disinfected.

2.5 Task Five- Outside Entrances: Daily cleaning

• Main and secondary entrances shall be swept daily and mopped as needed during the week.

• Entrance doors shall be cleaned daily to include the glass (both sides), door handles, push bars and kick plates. Handles and push bars should be disinfected.

• Dust windowsills and spot clean windows as needed. Clean all cobwebs and spot clean walls from floor to ceiling.

• Sweep outside main entrance doors and scraper mats as needed.

• Outdoor wastebaskets shall be emptied and the contents removed to main disposal area and trash liners replaced weekly.

2.6 Cleaning Chemicals

• Mixes and uses chemicals as per directions and follows safety data sheet guidelines

• Clean various areas such as public restrooms, exam rooms, halls, walls, floors, furnishing, equipment, windows, offices, outside entrances, etc. wiping surfaces using proper cleaning techniques, universal precautions, and chemicals.

2.7 Heavy Equipment

• Vacuums, sweeps and mops floors, carpet (spotting and extracting), scrubbing of vinyl plank and tile flooring. Uses heavy equipment such as high-speed scrubbers. Duties will include moving of small to heavy furniture.

• Maintains, cleans and properly stores equipment and other departmental property.

• Reports to the COR or designee of needed repairs to equipment.

SOW for Janitorial Services for the Monacan Health Center Page 6 of 9

2.8 Physical Effort

• While performing the duties of this position, the contractor’s staff is regularly required to use their hands, handle or feel objects, use tools, or controls and reach with hands and arms. The contractor’s staff frequently is required to stand, walk, talk or hear. The contractor’s staff is occasionally required to sit, stoop, kneel, crouch, or crawl. The contractor’s staff must regularly lift and/or move up to 15 pounds frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds, frequently push up to 150 pounds. Specific vision abilities required by this job include close vision, color vision and depth perception.

2.9 Working Conditions

• While performing the duties of this position, the contractor frequently works near moving mechanical parts. The contractor occasionally works in outside weather conditions and is exposed to wet or humid conditions, exposure to contagious disease, fumes or airborne particles, and toxic or caustic chemicals. The contractor’s staff is required to follow standard precautions in the use of personal protective equipment (gloves, mask, scrub suits, shoe covers, caps) when a task warrants the use.

2.10 Schedule

• Services are required 30 hours per week (with a half an hour NON-PAID lunch break).

Scheduled shift may occasionally include weekends and holidays.

• Contractor's staff work hours will be arranged accordingly by the COR or designee, and/or depending on the need of the Monacan Health Center. Travel to/from the facility site is not included in the schedule hours and contractor's employee cannot invoice that as part of the scheduled shift.

• The Contractor's staff shall be responsible for notifying COR or designee in advance of any situation that would prevent them from their scheduled shift.

• Contractor’s staff is expected to work at minimum 90% of contracted hours.

• Sick leave or unplanned “emergencies” will be adjudicated on a case-by-case basis either via text (before work) or verbal (during working hours).

• The unit price paid to the Contractor shall be considered as payment in full for services provided under this contract and shall be inclusive of all travel, taxes, and associated fees.

• In no way shall the contractor or contractor’s staff bill or collect from any IHS patient, or from any alternate resource for which the patient may be eligible, any monies for services provided under this contract.

3.0 Delivery or Deliverables

Work to be completed at the Monacan Health Center located at 108 Dixie Airport Rd, Madison Heights, VA 24572.

Quality Assurance Review:

SOW for Janitorial Services for the Monacan Health Center Page 7 of 9

• Overall evaluation of the Contractor's performance in meeting the terms of the contract will be reviewed and monitored according to the applicable Service Unit Quality Assurance and Infection Control Standards. Reviews shall consist of visual inspections of work documented by the COR or designee and thru the use of check sheets completed by the Contractor’s staff.

• The Contractor will be informed of any quality of service problems by the COR or designee and the Contractor shall take appropriate corrective action within appropriate timeframes specified by the Government.

Payment will be made monthly in accordance with the Prompt Payment. The contractor shall submit an invoice(s) for the janitorial services on a monthly basis. The invoice shall include all service dates. Payment must be submitted electronically through the federal Invoice Processing Platform (IPP). The contractor must use the IPP website to register and use IPP for submitting request for payment.

Security Requirements and Personal Identity Verification Procedures (Non-Classified Contract)

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

a. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement 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.

b. The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

c. (c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

d. (d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

SOW for Janitorial Services for the Monacan Health Center Page 8 of 9

Qualifications of Employees

a. The Contracting officer or a designated representative may require the Contractor to remove any employee(s) from IHS controlled buildings or other real property should it be determined that the individual(s) are either unsuitable for security reasons or otherwise unfit to work on IHS controlled property.

b. The Contractor shall fill out and cause each of its employees performing work on the Contract work to fill out, for submission to the Government, such forms as may be necessary for security or other reasons. These forms shall be completed electronically. Upon request of the Contracting Officer, the Contractor and its employees shall be fingerprinted.

c. Each employee of the Contractor shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form I-151, or, who presents other evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

Suitability Determinations

a. All Contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination before a facility identification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than 6 months (Temporary Employees) may, at the Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badge, and escorted entry, as applicable.

d. Temporary Employees who have not received a favorable suitability determination shall be escorted government at all times while in non-public space, as directed by the CO or designee. The CO or their designee shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

e. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination will follow.

f. The Contracting Officer or his/her designated representative shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall

SOW for Janitorial Services for the Monacan Health Center Page 9 of 9 be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

g. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any Contractor performance under the Contract.

Compliance with Security Requirements

a. The Contractor shall comply with all IHS security requirements in the building(s) where work is being performed. Contractor personnel requiring access to IHS’s Network shall comply with all Federal Information Technology (IT) regulations regarding Trusted Internet Connection (TIC) in conjunction with IHS Division Information Resource Management (DIRM) IT policies, i.e., all IHS IT systems needing network connectivity must reside on the IHS network.

b. When a controlled personnel identification access system is used at a site where work is performed, the Agency will be responsible for providing any required access credentials. Credentials shall be displayed at all times or as otherwise required by the Agency.

c. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

Notice to contractors:

All information and data related to this project that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the contracting officer.]