Statement of Work Janitorial Services Contract..pdf

Federal Emergency Management Agency (FEMA) Statement of Work (SOW)

New Mexico Joint Recovery Office (NMJRO) March 13, 2026

A. Background:

FEMA is authorized to provide disaster assistance, for emergencies, major disasters, and Incidents of National Significance under the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288), as amended. Hermit’s Peak/Calf Canyon/Federal Emergency Management Agency (HPCC/FEMA) are authorized to provide relief to the survivors of the Hermits Peak, Calf Canyon Fires. Per that authorization, this Statement of Work applies to the New Mexico Joint Recovery Office (NMJRO), located at 1712 St. Michael’s Drive, Santa Fe, NM 87505. The NMJRO is a 94,829 square foot (sq. ft.) facility that is currently staffed by 100 – 250 persons.

Due to the size of the facility, FEMA reserves the right to include multiple contractors.

B. Scope:

The contractor shall furnish all personnel, labor, tools, equipment, materials, consumable items, and supervision to perform janitorial services at the NMJRO. The contractor will stock and order supplies, including but not limited to:

Paper towels for all bathrooms within the NMJRO.

Soap for all bathroom dispensers, including the breakroom and kitchen areas.

Toilet paper for all bathroom dispensers.

Batteries for soap and paper towel dispensers.

All necessary tools for janitorial staff to maintain cleanliness and a professional appearance. The equipment must be able to handle the demands of a facility of this size.

The contractor must always maintain an operational stock level of supplies. The contractor shall provide daily and weekly janitorial services in accordance with the specifications and best commercial practices to maintain satisfactory facility condition and present a clean, neat, and professional appearance.

It should be noted that this location does not have working water fountains, nor does it have a recycling program.

The following schedule describes the level of services intended:

Mondays through Fridays: Two (2) staff from 8:00am to 5:00pm.

1. Daily (Twice a Day)

1. Empty trash receptacles and replace trash liners in all receptacles in NMJRO

Workspace, hallways, bathrooms, and cafeteria/breakroom areas. Dispose of bags of trash in dumpster provided in back of facility.

2. Sweep floors in building, paying particular attention to bathroom floors.

3. Spot Vacuum carpet throughout the NMJRO

4. Clean bathrooms and replenish supplies, toilet paper, paper towels, and soap dispensers.

5. Clean breakroom areas and refrigerator/microwave stables stations after lunch.

6. Remove stains in the carpet throughout the NMJRO areas, bathrooms, entrances, lobbies, and hallways.

2. Daily (Once a Day)

1. Mop/sanitize all bathroom floors.

3. Weekly (Once a week, preferably on Fridays)

1. Deep clean stains in the carpet throughout the NMJRO areas, bathrooms, entrances, lobbies and hallways.

C. Place of Performance:

The Contractor shall provide janitorial services at the New Mexico Joint Recovery Office (NMJRO) Building located at 1712 St. Michaels Drive, Santa FE, New Mexico 87505. The services shall cover an estimated 94,829 square feet (SQFT) to include the main workplace, breakrooms/kitchen, bathrooms and warehouse areas.

D. Period of Performance:

The period of performance shall consist of:

Base Period: One (1) three-month period.

Option Periods: One (1) three-month option period, followed by one (1) two-month option period.

E. Government-furnished Equipment and Information:

No Government furnished property or equipment will be provided.

F. Contractor Personnel:

It is the responsibility of the Contractor to propose qualified contractor personnel to perform all requirements specified in the SOW. FEMA will not specify education, experience or other qualifications for contractor personnel and will rely on the Contractor to propose and provide qualified personnel to perform all requirements specified in this SOW. Said personnel should be able to work independently of supervision.

The Government will conduct weekly inspections to review the services provided to identify any risks, issues, or concerns, and provide feedback on the Contractor’s performance. If sufficient risks, issues, or concerns warrant, the Government will request a meeting with the Contractor to discuss them. The Contractor shall then provide a written response for any identified risks, issues, or concerns, and their mitigation or its plans for their mitigation. Such response should be submitted within seven (7) days after the meeting.

G. Employee Identification:

Visiting contractor employees shall comply with all government escort rules and requirements. All contractor employees shall:

1. Identify themselves as contractors when their status is not readily apparent.

2. Always display identification and visitor badges in plain view above the waist.

3. Establish and provide a methodology for how employees can be readily identified if questioned by FEMA personnel.

H. Employee Conduct:

Contractor employees shall comply with all applicable government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off-limits” areas) when visiting or working at government facilities. The contractor shall ensure that employees:

1. Always present a professional appearance.

2. Conduct themselves in a manner that does not reflect discredit on the United States or the

Department of Homeland Security.

I. Removing Employees for Misconduct or Security Reasons:

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

J. Security Requirements:

Contractor employees shall pass the FEMA background/vetting process. Individual contractors and contractor employees must be:

U.S. Citizens or Legal Permanent Residents (LPRs).

Contractor employees must bring proof of LPR status.

All personnel require access to unclassified information only. Contractor must ensure contractor employees receive a favorably background investigation prior to entry on duty (EOD). All individuals will be U.S. citizens. The contractor shall follow the standards established within DHS and FEMA policy.

OPSEC Training:

Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness Brief.

Access to the briefing can be obtained at OPSEC Awareness for Military Members, DOD Employees and Contractors Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Insider Threat Training:

Insider Threat training for Contractors can be found at: Insider Threat Awareness Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Background Investigations All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract. (also reference Facility Access).

Low Risk with Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Background Investigation Process To initiate the request to process contractor personnel, the Contractor shall provide the FEMA Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

the investigation was completed within the last five years, it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract, the contractor personnel have not had a break in employment since the prior favorable adjudication, and, FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the National Background Investigation Services (NBIS) e-Application (eAPP) online system and instructions for submitting the necessary information:

Standard Form 85P, “Questionnaire for Public Trust Positions” Optional Form 306, “Declaration for Federal Employment” SF 87, “Fingerprint Card” (2 copies) DHS Form 11000-6, “Non-Disclosure Agreement” DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports

Pursuant to the Fair Credit Reporting Act” FEMA PSD will only accept complete packages consisting of all of the above document and

Standard Form 85P, which must be completed electronically through the National Background Investigation Services (NBIS) e-Application (eAPP) online system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract.

Neither the Prime Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action.

In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel Security Division has renewed their eligibility to perform work under this contract.

Exclusion by Contracting Officer The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

Foreign Travel and Government-Issued Equipment Per DHS and FEMA IT policy, FEMA employees and contractors are not authorized to take government-issued equipment, including cell phones, computers, or tablets such as iPads, outside of the United States regardless of the reason for travel. If government-issued equipment is required for official foreign travel, FEMA government employees may request having their equipment configured for international travel or a temporary loaner device by completing FEMA Form 122-1-1-1, through the ServiceNow portal. FEMA contractors must contact their contracting officer’s representative (COR) for further guidance.

If your device is detected as operating outside of the United States and its territories it will be disabled, and your information will be forwarded to the Office of Professional Responsibility for review.

Facility Access The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification Guidance,” FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121-3-1 “FEMA Credentialing Access Manual,” to arrange for contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or FEMA IT systems and do not qualify for a PIV Card may be issued a Facility Access Card (FAC). FACs cannot exceed 180 days; all contractors requiring access greater than 180 days will need to qualify for and receive a PIV card before being allowed facility access beyond 180 days.

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint Card,” and an OF306, Declaration for Federal Employment, and receive approval from FEMA PSD. Contractor personnel using a FAC for access to FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.) at all times.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief Security Officer has determined to be a potential security threat.

Separation of Contract The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification to FEMA as soon as any of the following occurs:

• When no longer needed for contract performance.

• Upon completion of a contractor employee’s employment.

• Upon contract completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the contractor personnel and the Contractor to civil and criminal liability.