Statement_of_Work_(SOW)_Janitorial_for_WFO_in_Jackson__MS_Redacted.pdf

Statement of Work (SOW)

National Oceanic and Atmospheric Administration (NOAA) National Weather Service (NWS)

Janitorial Services for the NWS Weather Forecast Office (WFO) Jackson, MS

1.0 Purpose and Facility Scope

The purpose of this contract is to obtain professional, high-quality, and environmentally sustainable janitorial services for the National Weather Service (NWS) Weather Forecast Office (WFO) located in Jackson, MS.

The primary location of performance is:

National Weather Service Office 234 Weather Service Drive Jackson, MS 39232

The total area covered by this contract consists of approximately 5,300 square feet in two buildings. All rooms in the Weather Service Office buildings will be cleaned as per the scope of work (SOW) listed below except for the Comm/Elec Room and the Equipment Room. All trash and waste generated within these two excluded technical rooms must be deposited by NWS staff directly into common area trash bins for daily contractor removal.

1.1 Floor Composition Breakdown

A listing of the flooring type and size of the various rooms to be cleaned as per the SOW are:

● 148 sq. ft. of bare concrete in the Front Entry Vestibule and Stairwell/Storage Room.

Glass windows and doors to be cleaned as per SOW.

● 2,330 sq. ft. of carpeted area including the Reception/Waiting area, MIC Office, Warning Coordination Meteorologist (WCM) Office, Science and Operations Officer (SOO) Office, Conference Room, Training Room, and Main and Side Corridors.

● 1,012 sq. ft. of computer tile flooring including the Primary Operations Area.

● 360 sq. ft. of ceramic tile flooring including the Men’s Bathroom and the Women’s

Bathroom.

● 1,524 sq. ft. of linoleum tile flooring in the Kitchen/Ready Room and Electronic

Technician building.

2.0 Contractor-Furnished Property and Materials

All equipment, materials, and supplies (e.g., Safety Data Sheets (SDS) for chemicals) shall be furnished by the Contractor and properly stored in the areas designated by the Meteorologist in Charge (MIC), including but not limited to trash bags, paper towels, bathroom tissue, facial tissue, hand soap, cleaning supplies, and cleaning equipment.

2.1 Brand Name and Environmental Standards

● 2.1.1 Product Approvals: All products used are to be environmentally friendly, and a list and MSDS of these products will be supplied to the MIC for written approval within five

(5) business days after contract award, and prior to bringing any chemicals onto federal property. The products are to be non-toxic, biodegradable, and made from renewable sources (not petroleum) to promote a healthy and green cleaning environment.

● 2.1.2 Commercial Quality Baselines: Bathroom tissue brands will be Charmin, Northern, Cottonelle, White Cloud, or equal; facial tissue brands will be Kleenex, Puffs, or equal; hand soap brands will be SoftSoap or equal.

● 2.1.3 EPA Recycled Content Mandate: All paper products shall be made of recovered materials as per EPA guidelines at the following website:

https://www.epa.gov/smm/comprehensive-procurement-guidelines-paper-and-paper-pro ducts.

3.0 Frequencies of Cleaning

3.1 Daily Requirements (5 Days Per Week)

● Empty and damp-wipe all waste baskets. If plastic bags are inserted in trash cans, damp wiping may be unnecessary.

● Remove all trash and dispose of it in proper containers.

● Clean and disinfect fixtures, floors, sinks, and walls around sinks in the restrooms and break room.

● Check paper towels and toilet tissue supply in break room and restrooms and refill if necessary. Refill soap dispensers. Provide extra paper towels and toilet tissue in the event dispensers run empty.

● Dust-mop all tile (linoleum) floors, concrete, and computer floors. (Note: Never use a wet mop or allow standing liquids on the computer floor).

● Deodorize spray restrooms.

● Wipe/disinfect all door handles.

3.2 Weekly Requirements (Twice Every Week)

● Dust all flat surfaces which include table tops, chairs, file cabinets, shelf surfaces, window sills, window ledges in the vestibules, etc.; clean glass tops on wood furniture.

● Wet-mop all tile, linoleum, and concrete floors.

● Vacuum all carpeting and door mats.

● Shake dirt out of entry floor mats.

● Sweep outside entryway and remove any wind-blown debris from both entrances.

3.3 Monthly Requirements (Once Every Month)

● Spot-clean doors, walls, and painted surfaces. Wipe/disinfect restroom walls.

● Dust high ledges, cabinet tops, ventilators, light fixtures, and other high areas. Clean bugs/dust from overhead light fixture covers.

● Buff/wax all tile floors.

3.4 Quarterly Requirements (Once every 3 months during December, March, June, and September)

● Strip old wax, re-wax, and buff all tile (linoleum) floors.

3.5 Semi-Annual Requirements (March and September)

● Shampoo all carpeting (confer with MIC or designated official).

● Spray building to remove mildew build-up.

● Shampoo/clean chairs.

● Clean vinyl baseboards.

● Wash all windows inside and out, including entrance windows (vestibule windows and doors).

● Vacuum draperies and/or dust blinds.

4.0 Critical Operational Constraints

● Computer Floor Constraints: COMPUTER FLOOR - USE ONLY DAMP MOP, DAMP

MOP WITH MILD DETERGENT WHEN NECESSARY.

○ Never wax, buff, polish, or rinse with water containing wax. The floor surface is designed to cause a “flake-off” and any build-up of foreign substances can affect the static decay rate of the floor surface.

○ Never use strong abrasives, scrapers, steel wool, or power scrubbers to clean the floor.

○ Never use excessive amounts of liquid or flood the surface with water.

● Dustless Methods: All sweeping of resilient floor covering shall be done by the dustless pickup method using either the laundered or the disposable type of treated cloths as appropriate. All dusting shall be done by the damp or treated cloth method.

● On-Site Safety and Rules: All rules concerning safety, smoking, and the security of the building shall be observed.

● Waste Disposal: The contractor shall remove all waste from the premises, and plastic bags used for disposal of wastepaper and put them in the trash dumpster provided.

5.0 Security Background Investigations

Personnel security investigations are required for all contractors entering the site. Upon “Notice of Contract Award”, all contractors, sub-contractors, their supervisors in charge, and all working personnel requiring access to the site shall be required to submit to a background security investigation in accordance with the Department of Commerce Security Regulations.

Upon award, the employing weather service office will send a Security Background Investigation packet to the contractor. This will include the Boulder Security Office website address and instructions on forms to fill out. The contractor will need to fill out the Security Coversheet, Optional Form 306, and two fingerprint cards per person. Fingerprint cards are completed at a local police or sheriff station. Any fees charged are the contractor’s responsibility. This will need to be completed before the start date.

6.0 Contract Administration and Roles

● Primary Responsibility: Primary responsibility for representing the Contracting Officer (CO) and inspection of the contract work will be assigned to:

Meteorologist in Charge (MIC)

● Authority Limits: The MIC is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, terms, and conditions. Any Contractor request for changes shall be referred to the CO directly or through the MIC. No such changes shall be made without the expressed prior authorization of the CO.

● Designated Assistants: The MIC may designate an assistant (A/MIC(s)) to act for him by naming such assistant(s) in writing and transmitting a copy of such designation through the CO to the Contractor.

● Performance Standards: Inspection and acceptance of work will be done by the MIC or his designated representative. If any of the services do not conform to the contract requirements, the government may require the contractor to perform the services again in conformity with contract requirements, at no increase in contract amount.

7.0 Period of Performance and Hours

The contract structure consists of a Firm Fixed Price contract with a 12-month Base Period and four (4) subsequent 12-month Option Periods, to be exercised at the sole discretion of the Government.

● Base Period: July 1, 2026 – June 30, 2027

● Option Period 1: July 1, 2027 – June 30, 2028

● Option Period 2: July 1, 2028 – June 30, 2029

● Option Period 3: July 1, 2029 – June 30, 2030

● Option Period 4: July 1, 2030 – June 30, 2031

7.1 Hours of Operations

Services performed under this contract shall be performed during hours approved by the MIC or designated representative. Typically, hours are daily between 3:00 pm and 7:00pm and cleaning schedule is performed Monday through Thursday, plus one weekend day (either Saturday or Sunday) at the vendor's discretion.

7.2 Coordination of Periodic (Quarterly and Semi-Annual) Services

To minimize disruption to 24/7 National Weather Service forecasting operations, the scheduling and execution of all Quarterly (3.4) and Semi-Annual (3.5) services shall be managed under the following constraints:

● Advance Scheduling: The Contractor shall coordinate and submit a proposed schedule for all Quarterly and Semi-Annual tasks to the MIC for written approval at least ten (10) business days prior to the planned start date.

● Performance Hours: High-disruption services, including but not limited to floor stripping, waxing, carpet extraction/shampooing, window washing, and building exterior spraying, shall be performed outside of normal business hours (e.g., evenings after 17:00, or weekends) at times specifically approved in writing by the MIC. The Government will not authorize any increase in contract price for after-hours work.

● Completion and Inspection Notification: The Contractor shall notify the MIC or designated representative immediately upon the completion of any Quarterly or Semi-Annual task to facilitate a joint inspection and ensure formal acceptance of the work.

7.3 Federal Holidays

The Contractor is not required to perform routine daily or weekly services on the official Federal Holidays listed below. If a scheduled cleaning day falls on an observed holiday, services shall be coordinated and adjusted to the preceding or following business day, as approved by the MIC, at no change to the monthly contract price.

● New Year’s Day

● Martin Luther King Jr.’s Birthday

● Washington’s Birthday (Presidents' Day)

● Memorial Day

● Juneteenth National Independence Day

● Independence Day

● Labor Day

● Columbus Day

● Veterans Day

● Thanksgiving Day

● Christmas Day

In addition to the days designated above, the Government observes any other day designated by Federal Statute, Executive Order, or President’s Proclamation.