Statement of Work.pdf

Indian Health Service Lockport Service Unit

Statement of Work for Janitorial Services

Background

The Lockport Service Unit upholds the IHS Vision of creating healthy communities and quality healthcare systems through strong partnerships and culturally responsive practices. Maintaining a clean and sanitary environment supports this mission by promoting infection control and ensuring a safe, comfortable setting for patients and staff.

Objective

The objective of this procurement is to obtain janitorial services on a daily basis to ensure continuous facility cleanliness during staff absences, as well as quarterly deep cleaning of the entire facility every 3 months.

Scope of Work

The Contractor shall provide janitorial services for Lockport Service Unit from the hours of 4:30PM – 8:00PM Monday through Friday 5 days per week except for national holidays or any other day specifically declared by the President of the United States to be a national holiday.

The Government will furnish routine janitorial supplies for daily cleaning only.

The Contractor shall provide all equipment, materials, and supplies necessary for quarterly deep-cleaning services.

Work shall be performed at the Lockport Service Unit, which includes medical and dental facilities totaling approximately 8,640 square feet.

All work shall be performed in accordance with standard commercial cleaning practices and IHS infection control protocols, OSHA and CDC infection control guidelines.

The Contractor shall report any maintenance issues, damage, or safety hazards observed during cleaning.

The Contractor shall Ensure all personnel have undergone background checks and health clearances per IHS standards.

Areas to be serviced include, but are not limited to, those listed below.

1. Daily Tasks A. Floors

1. All tile floors will be swept and mopped daily.

2. All carpeting and runner mats will be vacuumed daily.

3. Give special attention to edges and corners of all floor surfaces.

4.Shampooing carpets as needed.

B. Dusting

1. All tops of cleared desk, tables and file cabinets will be dusted each day.

2. All other horizontally flat surfaces such as mini blinds, window ledges, bookshelves, etc will be dusted weekly.

3. All high dusting such as door sashes, ledges, and moldings will be dusted monthly.

4. Remove smudges, marks, etc. from walls and doors as needed.

C. Restroom Care

1. All toilets and urinals will be cleaned and disinfected each day.

2. All sinks and mirrors will be washed each day.

3. Floors will be swept and mopped with a germicidal cleaner each day.

4. Stalls, walls and baseboards will be spot cleaned each day and washed monthly.

5. Soap dispensers will be filled as required.

6. Toilet tissue and paper towel dispensers will be filled as required.

D. Exam and Operatory & Lab Rooms

1. Sanitize all clinical areas daily using hospital-grade disinfectants.

2. Ensure all high-touch surfaces, including dental chairs, counters, and sinks, are wiped with disinfectants after each cleaning session.

3. Refill soap dispensers as required.

4. Refill paper towel dispensers as required

E. Glass

1. Entrance glass doors will be cleaned inside and outside each day.

2. All interior glass and partitions will be spot cleaned as needed.

F. Kitchen Area

1. Floors will be swept and damp mopped each day.

2. All counters, tables and chairs will be wiped down and cleaned each day.

3. Sinks will be cleaned and sanitized each day.

4. Damp wipe interior of microwave each day.

5. Soap dispensers will be filled as required.

6. Paper towel dispensers will be filled as required.

G. Waste Material

1. All waste material will be collected and placed in a dumpster each day.

2. All trash cans will be emptied each day and liners will be replaced.

H. Miscellaneous

1. Water fountains will be cleaned and disinfected each day.

2. All telephones will be cleaned and disinfected weekly

3. Air conditioning/heater vents will be cleaned and dusted monthly

4. Training room w/ Kitchen will be cleaned as needed.

5. Exercise room and equipment will be cleaned and wiped down as needed.

I. Lobby and Waiting Rooms

1. All equipment and chairs will be wiped down each day with a disinfectant cleaner.

2. All High touch areas will be wiped down hourly each day with a disinfectant cleaner.

(Door handles, front desk reception, knobs, light switches)

2. Quarterly Tasks

1. Floors and Carpets: Deep cleaning of carpets to remove embedded dirt and allergens; and stripping, cleaning and polishing of hard floors.

2. Restroom Deep Sanitization: Scrubbing tile grout, descaling toilets/urinals, disinfecting partitions, and cleaning baseboards.

3. Material Safety Data Sheets (MSDS): For all chemicals used during deep cleaning.

4. High-Level & Detailed Dusting: Cleaning vents, air returns, ceiling fans, light fixtures, and the tops of partitions, cabinets, and shelves.

5. High-Touch & Specialized Cleaning: Electrostatic spraying for maximum disinfection, cleaning blinds, washing windows/glass doors, and cleaning baseboards.

6. Kitchen/Breakroom Degreasing: Deep cleaning of refrigerator interiors, appliance surfaces, cabinets, and coffee machines.

Period of Performance

Base Year: October 1, 2026 - September 30, 2027 Option Year 1: October 1, 2027 – September 30, 2028 Option Year 2: October 1, 2028 – September 30, 2029 Option Year 3: October 1, 2029 – September 30, 2030 Option Year 4: October 1, 2030 – September 30, 2031

Place of Performance

Lockport IHS Health Center 150 Professional Parkway Lockport, NY 14094

Travel to and from the facility/office site are not included.

Delivery or Deliverables

• Maintain detailed service logs for each cleaning visit signed by Lockport IHS staff.

• Service Reports: Daily cleaning checklists and quarterly deep cleaning documentation.

• Personnel List: Names and contact information for all assigned staff.

• Material Safety Data Sheets (MSDS): For all chemicals used during deep cleaning.

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.

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 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.

Delivery or Deliverables