Statement_of_Work.pdf

Statement of Work NWS Eureka Janitorial 1

STATEMENT OF WORK

Janitorial Service at Eureka, CA

1. Purpose and Location

The National Weather Service (NWS) Weather Forecast office (WFO) located in Eureka, CA requires regular janitorial services at the office in order to maintain a clean and safe work environment for the staff. This office operates 24/7, including holidays. There are up to 25 office employees, with up to 15 employees working during regular business hours, and up to 3 employees that work nights and weekends. This office also occasionally hosts visitors and conducts small group tours.

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

National Weather Service Weather Forecast Office 300 Startare Drive Eureka, CA 95501

2. Government Points of Contact:

On-site Contacts:

Meteorologist-in-Charge (MIC) – (707) 443-5610 x222 Administrative Support Assistant (ASA) – (707) 443-6484 x221

Prior to the onset of providing janitorial services, the Contractor MUST participate in an onsite meeting with one of the agency contact persons. The purpose of the meeting is to provide an opportunity for a designated government representative to identify the office’s unique security requirements (such as sign-in/out process), establish a working relationship, determine the fixed schedule for work on site, and address any lingering questions regarding expectations and requirements, within the scope of work.

Contracting Officer:

Jen Brown, 385-258-1061, jen.brown@noaa.gov

3. Square Footage/Site Conditions

The area covered by this contract is a single-story office building of approximately 4,700 square feet. The area to be cleaned consists of a men’s and women’s restroom, vestibule area, offices, conference room, electronics shop, and an operations area with a special perforated ventilation floor.

The Communications/Electronics and Equipment rooms are excluded from the area to be cleaned.

4. Period of Performance and Schedule

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The base period of performance for this requirement is 10 months, October 1, 2025 through July 31, 2026. There are no separately-price option periods. There is the option to extend services on the base period by up to 6 months.

Cleaning will take place Monday, Wednesday, and Friday, between 5:00 pm and 7:00 pm. If the contractor requires different work hours, this can be determined during the onsite meeting with the designated government representative referenced in Section 2. Contractor employees working on site shall arrive at the same time each day of work in order to maintain consistent operations at the office.

Observance of Legal Holidays and Site Closure Information

The Contractor shall observe any federal holidays set forth in the referenced Department of Labor Wage Determinations, if the holiday falls within the service period of this contract.

When any holiday falls on a Saturday, the preceding Friday is observed; when any holiday falls on a Sunday, the following Monday is observed. All personnel assigned to this contract shall limit their observation of holidays to those set forth above.

In each instance, the Contractor agrees to continue to provide sufficient personnel to perform requirements of any critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the Contracting Officer or the designated government representative. in the event of a site dismissal or closure due to weather, emergency or other circumstances, the contractor is instructed to contact the designated government representative or alternate designated government representative for guidance.

5. Government-Furnished Equipment, Materials, and Supplies

The Government will furnish to the Contractor the utilities necessary to perform the work, as well as the keys needed to open the paper towel and other dispensers.

6. Contractor-Furnished Equipment, Materials, and Supplies

The Contractor shall furnish and properly store in the areas designated by the designated government representative all equipment, materials, and supplies, with SDS for chemicals, necessary to perform the work, including, but not limited to, the following:

● Paper towels for kitchen and restrooms ● Paper toilet seat covers and dispenser

● Toilet paper ● Trash receptacle liners

● Hand soap ● Cleaning supplies/products

● Cleaning equipment

Recovered Materials and Biobased Products

The Contractor shall utilize products made from recovered materials and/or biobased products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards.

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Products that must be made from recovered materials are detailed in the EPA’s Comprehensive Procurement Guideline (CPG) Program at https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program#products. Sources of supply for recovered materials products can be found at https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program#directory

The following is an example list of products that may be used in this contract for which recovered materials products are available. The list is not all inclusive.

● Paper towels ● Bathroom tissue

● General purpose industrial wipes

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. Sources of supply for biobased products can be found in the USDA’s Biopreferred Catalog at https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml

The following is an example list of products that may be used in this contract for janitorial service for which biobased products are available. The list is not all inclusive.

● Adhesive and mastic removers ● Air fresheners and deodorizers

● Floor cleaners and protectors ● Multipurpose cleaners

● Cleaning tools ● Glass cleaners

● Sanitary tissues ● Disinfectants

If a product is available under both the EPA Recovered Materials requirement and the USDA Biobased/Biopreferred requirement, the contractor shall purchase the EPA-designated item.

A list of products and their Safety Data Sheets (SDS) shall be kept on file in accordance with applicable guidelines of the OSHA Hazard Communications Standard.

7. Supervisor and Labor

The Contractor shall promptly remove from the work site any supervisor or employee whose work or conduct is not satisfactory. The Contractor’s supervisor shall be in charge of the work on behalf of the Contractor. The Contractor shall enforce strict discipline and good order among the Contractor’s employees. The Contractor shall exercise the necessary supervision and control to prevent Contractor’s employees from violating any rules and regulations.

8. Conduct of Work

The Contractor is responsible for satisfactorily managing and performing cleaning as specified.

Services performed under this contract shall be performed during hours approved by the designated government representative. The contractor will adhere to the sign-in/out process that is identified by the designated government representative during the mandatory pre-work meeting (see section 2).

The Contractor must ensure employees are physically able to accomplish the work specified herein.

All such employees working on Government premises are subject to all applicable Federal rules and regulations with regard to entering and leaving the building(s).

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The Contractor must take precautions necessary for the protection against injury of all persons engaged at the site. Applicable Department of Labor and Occupational Safety and Health Standards will be taken into consideration in the performance of this contract. The Contractor will take all reasonable precautions to prevent the escape of fire and to suppress the same.

The contractor must maintain a secure environment while cleaning the facility. No one is allowed into the facility other than those individuals responsible for performing janitorial services and that have completed a security background investigation with favorable results.

The contractor is to provide all supervisory and general control over all day-to-day operations of his/her employees, including control over all workers’ duties, and these services must be satisfactory to the government.

The contractor shall bring any noted defect, disease or insect infestation of the premises to the attention of the designated government representative or designee. Services under this contract must be performed in such a way that there will be minimal interruption to or interference with the normal operation of Government business on the premises.

The required result is maintenance of the facility(s) in such a manner as to provide a clean, healthy and safe work environment for the occupants of the premises. All rules concerning safety, smoking and the security of the building must be observed.

9. Security Requirements

This requirement is designated as a low-risk non-IT service contract with personnel who will be affiliated with the Department of Commerce (DOC) for 180 days or more, that requires contractor personnel to be granted unsupervised official access to perform work at a federally-controlled facility. This designation requires a minimum of a Tier 1 Investigation with a minimum for Homeland Security Presidential Directive 12 (HSPD-12) credentialing.

The Contractor is required to designate and continuously maintain at least one, but no more than three, contractor personnel to work at the site. These personnel shall submit the required documents to initiate their security investigation within five business days of contract award. Investigations take approximately 30 to 60 days to complete. Contractor personnel with pending security investigation results may not commence work on site unless explicitly informed in writing by the Contracting Officer that they may proceed. Personnel that do not receive a favorable result will not be permitted to continue work on the site. Until such time, contractor personnel must be escorted during on-site performance.

See Addendum A – Contractor Security Investigation Processing for requirements and procedure.

10. Service Requirements

All sweeping of resilient floor covering must be by the dustless pickup method using either the laundered or the disposable type of treated cloths, as appropriate. All dusting must be done by the damp or treated cloth method.

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The raised tile floor in the operations and equipment rooms has a special, static-free lamination to protect the equipment in the area. The Contractor shall only use floor cleaners recommended by the manufacturer of the floor tiles. The Operations areas have many computer cords that extend from the floor; cleaning must be done within 12” of these cords. No tables, equipment, or cords will be moved to clean around or behind them.

All methods and materials used in all cleaning work must leave surfaces free of debris, film, streaks, spots, and stains. The Contractor must dispose of all waste in the proper recycle or trash receptacles out of the building.

The Contractor shall return all cleaning products and equipment to the designated storage location upon completing work each day.

a. Work to be performed three times per week on Mondays, Wednesdays and Fridays

i. All trash receptacles must be emptied and returned to their initial location. Empty and clean ash receptacles. Remove all trash to appropriate outside receptacles (Recycle or Trash receptacle). Wash or damp wipe inside and outside of all trash receptacles presenting a soiled or odorous condition, leaving the receptacle free of soil and odor.

Replace liners when torn or soiled with a fresh liner.

ii. Thoroughly vacuum all carpeted areas and rugs, leaving them free of dust balls, dirt, and other debris. This includes entrance ways at front and rear of building. Floor edges (around doorways and where flooring changes) will also be left free of debris. Move and vacuum under all easily movable objects (chairs, trash receptacles, tables on wheels, typing stands, boxes). Put all items that were moved back in place. Vacuum cleaner contents will be removed to a dumpster. Carpet spot cleaning is required on an as-needed basis for spots equal to or larger than the size of a dime.

iii. Thoroughly dust-mop all non-carpet areas, excluding the server room. Move a dust mop under all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes). Put all items that were moved back in place. Dust mops must be treated with water based dust control chemicals. The Contractor will contain the dust and dirt and remove it to a dumpster.

iv. In the break room/kitchen, clean and disinfect the floors, fixtures, sinks, walls around the sink, countertops, and table. Leave surfaces absent of film, streaks, and stains.

v. In the restrooms, sweep and damp mop floors with a germicidal solution, paying special attention around sinks, toilets, and urinals. Floors will be left absent of debris. Clean and disinfect fixtures, handicap rails, sinks and walls around sinks, countertops, mirrors, toilets, urinals, and walls around urinals. Empty and disinfect all sanitary napkin receptacles. Refill soap, towels, toilet paper, and seat cover dispensers. Maintain a one month supply of soap, towels, toilet paper and seat protectors in the janitorial closet.

vi. Clean and disinfect all drinking fountains including the drains and exterior surfaces of fountain. Drinking fountains must be free of streaks, stains, spots, smudges, scale, and other obvious soil.

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vii. Clean and polish glass entrance door inside and out, leaving the door free of film, streaks, and stains.

b. Work to be performed weekly, on Mondays

i. Wet-mop all uncarpeted floors, including hallways, using a detergent solution. Remove all oil, tar, and stubborn dirt.

ii. In the break room/kitchen, clean & mop the floor; wipe exterior of all appliances including recycle bins, trash receptacles, exterior of the refrigerator, counter tops, sink, and walls.

c. Work to be performed on the first Friday of every month

i. Damp-wipe all office fixtures, window sills, walls, doors, splash guards, baseboards, and ledges. Damp mop plastic chair mats. Leave window blinds free of dust. Remove cobwebs.

ii. Dust or polish, as appropriate to the surface, all high and low surfaces, ledges, cabinet tops, and ventilators on which dust gathers. Clean and polish all finished wood surfaces in the building, including but not limited to, the table and book cases in the conference room (excluding personal work stations).

iii. In the restrooms: clean pipes beneath all sinks; polish chrome; clean light switches;

doors; and kick plates; spot clean walls; clean screens on sink faucets.

11. Inspection and Acceptance

The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The role of the Government is to inspect work performed to ensure contract standards are met.

As evidence of work performed, the Contractor will submit a completed service report summarizing work performed on a weekly basis to the designated government representative. The Government representative will affirm the work was performed, sign the service report, and provide a signed copy back to the contractor within 5 business days.

The Government will perform inspections during the contract at regular intervals. Methods may include visual survey. If any of the services do not conform to the contract requirements as outlined, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount, or the Government may accept the service with price reduction. Repeated failure to meet contract requirements shall be considered for remedial action.

12. Deliverables

Deliverable Objective Due Deliver To

SDS

List any hazardous material that will be

At start of work, and as needed if products are

Contracting Officer and Designated

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FAR 52.223-3 and

FED-STD-313E

changed Government Representative

Security Requirements Package

To protect government facilities and occupants from harm.

Ref. CAR 1352.237-

Within 5 business days of contract award, and as needed for replacement personnel

Designated Government Representative

Schedule or Work Plan

Identify when services are to be performed throughout the period of performance

Within 5 business days of award of contract

Designated Government Representative

Service Report Identify which services were performed, or problems found during the service visit

Weekly, upon completion of service

Designated Government Representative

Biobased Report (copy)

Report purchases of Biobased products in System for Award Management (SAM).

Ref. FAR 52.223-2

By Oct. 30 for prior fiscal year (Oct. 1 – Sep. 30) ending the performance period of the contract base period, and for each option period, if exercised

Evidence of Sexual Assault and Sexual Harassment training completion

To maintain a work environment free from sexual assault and sexual harassment.

Ref. NAM 1330- 52.222-70

Within 40 business days of contract award

13. Invoicing

The Contractor will submit an invoice on a monthly basis, in arrears, through the Invoice Processing Platform at ipp.gov. Improper invoices will be returned and payment will not be made until receipt of a proper invoice. The invoice will be prorated for scheduled days not worked in the month.

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SAMPLE SERVICE REPORT

DATE: ________________ LOCATION:_________________________

SERVICES PERFORMED:

PROBLEMS NOTED:

COMMENTS & REMARKS:

I CERTIFY THAT THIS REPORT IS ACCURATE AND WORK PERFORMED

WAS COMPLETED IN ACCORDANCE WITH THE CONTRACT

SPECIFICATIONS

Name and Signature of Authorized Contractor Representative Date

Name and Signature of Authorized Government Representative Date