WV-CAV_Cleaning_Contract_SOW_20220620_for_PPR.pdf

Statement of Work Performance Based Acquisition

Janitorial Services

1. GENERAL:

The U.S. Fish and Wildlife Service (Service), West Virginia Fish and Wildlife Office, Office of Law Enforcement, and Canaan Valley National Wildlife Refuge at 6263 Appalachian Hwy Davis, WV 26260 has a requirement for performance-based janitorial services from September 1, 2022 to August 31, 2023. This is a government-owned facility. The Contractor will be responsible for planning, scheduling, coordinating and assuring performance and effective completion of all work under this contract. The staff consists of between 15-25 employees. The areas to be cleaned are:

All areas of the multi-use facility which include offices, work spaces, kitchenette area, conference room, visitor services common area, bathrooms, and Crew Room twice weekly, with a minimum of 1 day in between. Maintenance area once a week. These areas include both public and government used areas. See the attached floor plan.

1.1 Conduct: At a minimum, the Contractor is required to take all steps and measures that would be taken by a prudent building owner to maximize the life expectancy of the building and property. This includes Contractors passing a background check to be able to access building.

1.2 Security of the Premises: The Contractor shall turn off all lights, and secure doors, and windows as appropriate for all areas pertinent to the Contractor’s access. The Contractor shall immediately report to the COR or Technical Coordinator any instance (by specific location) of problems encountered while on-site. The Contractor shall immediately notify law enforcement personnel if buildings appear to be intruded or vandalized. Names and numbers of law enforcement officers shall be given to the Contractor at the beginning of the contract.

1.3 Safety Measures: Contractor will put in place safety measures to reduce the risk of injuries in the performance of work. Additionally the Service will provide any and all Job Hazard Analyses that may apply to the Contractor’s work.

1.4 Accident Reporting: The Contractor shall immediately report all accidents/injuries of person or property to the COR or Technical Coordinator and cooperate fully in any investigation as necessary.

2. SCOPE/DELIVERABLES:

2.1 Removal of trash in all trash bins to include in offices and common spaces should occur each time. Changing of plastic liners if soiled and necessary.

2.2 Cleaning and sanitation of bathrooms, sink areas, toilets, mirrors, and water faucets using suitable green non-abrasive cleaners and disinfectants will occur each time.

All surfaces shall be free of grime, soap scum, mold, and smudges. The Contractor shall replace paper towels, toilet paper, sanitary napkin bags, and soap in all dispensers, as needed.

2.3 Cleaning all floors should occur weekly and includes vacuuming carpeted areas and mopping tiled areas, this can be done over two days at the facility (a portion at a time to have the entire facility vacuumed over the week). Floors should be maintained so that they are free from dust, dirt, mud, etc.

2.4 Wipe down mesh backing and arm rails on all chairs.

2.5 Dusting of all horizontal surfaces including furniture, and counter-tops will occur each time. If items are laying on these surfaces they are not to be moved.

2.6 As needed, cobwebs throughout the building.

2.7 Carpets shall be professionally cleaned once a year. The area shall be free of all litter, lint, loose soil and debris. The Contractor shall move any chairs, trash receptacles, and easily moveable items to vacuum underneath, and then replace them in the original position. Time when this should occur will be determined and coordinated with Field Supervisor and Refuge Manager.

2.8 All office areas (office rooms, conference rooms, halls, office cubicle spaces, etc.)

will be included in cleaning, however should an office be locked, that space will not be included in cleaning.

2.9 Windows and window sills shall be cleaned once a month to remove smudges, streaks, or fingerprints.

3. PLACE/DELIVERY AND PERIOD OF PERFORMANCE:

3.1 The U.S. Fish and Wildlife Service, West Virginia Fish and Wildlife Office, Office of Law Enforcement, and Canaan Valley National Wildlife Refuge at 6263 Appalachian Hwy Davis, WV 26260.

3.2 Contractor service will commence from Monday through Friday after 4.00 pm. 3.3 Non-duty hours include Government holidays (New Year’s Day, Dr. Martin Luther

King, Jr. Day, Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day).

3.4 Emergency/Miscellaneous maintenance functions may be scheduled. Emergency work is required when immediate action to correct or prevent loss or damage of Government property, or to eliminate hazards to personnel or equipment.

4. EVALUATION AND ACCEPTANCE/QUALITY SURVEILLANCE PLAN (QSP):

4.1 Contractor’s interested in submitting a proposal/quote are required to complete the

QSP or submit their own approach performance plan for each task (How will you measure your performance?). A simple table can be used to detail your plan and quality checks for successful completion of each task. This is a critical step in managing and monitoring of expected performance for evaluation, timely invoicing, and payments.

4.2 To evaluate Contractor’s work performance, the quality and performance standards sample can be used or an approved performance plan used by the Contractor. The results/outcome of all work efforts by the Contractor will be that all surfaces present a visual overall appearance of cleanliness and germ removed as necessary when the work/task is completed.

4.3 Quality Level (third column on QSP) will be measured by colors RED (Unacceptable), Yellow (Marginal), Green, (Acceptable), and Blue (Exceeds

Quality Standard).

4.4 Contractor’s interested in submitting a proposal/quote are required to visit the sites, further questions can be answered by the technical POCs listed below.

mbanks Highlight

QUALITY SURVEILLANCE PLAN

TASK DELIVERABLES

STANDARD

FREQUENCY ACCEPTABLE

QUALITY

LEVEL

METHOD OF

SURVEILANCE

(i.e. random checks, customer comments +/-

CORRECTIVE

ACTIONS (i.e.

timeliness, quality professionalism

Clean Rooms/Offices Rooms shall be free of obvious dust and dirt, food waste, debris, carpet stains, trash, streaks and cobwebs

Clean and dust furniture, Ceiling Registers, Partitions Furniture and areas shall be free of obvious dust, dirt, smudges, excessive water marks or spots Clean and Disinfect Restroom and sink area surfaces and fixtures:

Wash basins, countertops, urinals, toilets, toilet seats, shower stalls, sinks, mirrors, corners/crevices Surfaces and fixtures shall maintain a high level of luster and shall be free of obvious dust spots, stains, rust, mold, incrustations, and excess moisture. Floors shall be free of obvious dirt, water streaks, and mop marks.

Clean Water Fountain Fountains shall maintain a high luster and shall be kept free of obvious dust, spots, smudges, dirt, stains, streaks, watermarks, trash, incrustation and other debris.

Water Dispensers shall be free of visible mineral and/or calcium accumulation Replenish supplies to include toilet paper, Sanitary Napkin and urinal screens, liquid hand soap Supplies shall be replenished such that Dispensers are not empty during work week (avoid over filling).

Clean entrance and floor mats/clean cobwebs throughout buildings Mats should be clean and odor free.

Remove all cobwebs throughout buildings.

STANDARD

FREQUENCY ACCEPTABLE

QUALITY

LEVEL

METHOD OF

SURVEILANCE

(i.e. random checks, customer comments +/-

CORRECTIVE

ACTIONS (i.e.

timeliness, quality professionalism

Sweep and damp mop floors Areas shall be free of obvious trash, debris and foreign matter such as paper clips, staples, paper and mud. Corners and crevices shall be free of obvious dirt.

Floors shall also be free from streaks, mop marks and skipped areas.

Clean Windows Clean/wash 45 interior/exterior windows in Headquarters. Remove window screens and clean inner and outer ledges.

Clean Carpets Carpets shall be free of obvious dirt, dust balls, debris, spots, grime, and stains with no evidence of discoloration. Carpets shall Be vacuumed each week and professionally steam cleaned once a year.

Collect and remove trash from work areas Line trash containers. Empty trash receptacles each cleaning day. Trash containers shall be free of obvious dirt, food, stains, debris, mold, moisture and odors.

Dust and/or vacuum all blinds throughout buildings as needed Blinds shall be free of obvious dust and dirt, and cobwebs Clean Walls, Baseboards, Grouting and Stall Partitions Walls and partitions shall be free of obvious dirt. Grouting shall be free of buildup of mold and mildew.

Clean Visitor Center Viewing Windows and Main Entrance Doors, Vestibule, Glass outer wall of Bookstore Windows shall be clean inside and out, free from cobwebs, bugs, dirt, etc.

Spot Clean Carpets of Stains and Spills The results of carpet spotting shall blend in with surrounding carpet.

STANDARD

FREQUENCY

ACCEPTABLE

QUALITY

LEVEL

METHOD OF

SURVEILANCE

(i.e. random checks, customer comments +/-

CORRECTIVE

ACTIONS (i.e.

timeliness, quality professionalism

Maintenance Building Bathroom, crew room hard surfaces, and office area same as above

General Requirements (Conduct, Security, Safety, and Accident Reporting) Exercise preventative measures for minimum incidents

5. GOVERNMENT FURNISHED EQUIPMENT, SUPPLIES AND MATERIALS:

5.1 Government property shall be used only in direct operations of providing Contractor services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor.

5.2 The Government will furnish all utilities, materials, and supplies however see below Section 7.

6. AVAILABILITY: We request that cleaning be done after 4 pm, to limit disturbance to workers in building. Normal building hours are Monday thru Friday 8:00 a.m. – 4:00 p.m. In the event of emergencies, the contractor shall provide contact information.

7. CONTRACTOR FURNISHED EQUIPMENT, SUPPLIES, MATERIALS:

7.1 The Contractor shall furnish all equipment.

7.2 Equipment shall be used and maintained in accordance with the manufacturer’s directions, and meet all applicable OSHA standards. The Contractor is responsible for using green products whenever possible. The contractor shall provide MSDS sheets for all supplies.

7.3 The contractor shall provide all management, tools, equipment, and labor necessary to ensure that janitorial services are performed at the USFWS Headquarters and Maintenance buildings on an as-needed basis.

8. CONTRACTOR PERSONNEL SECURITY AND SUITABILITY

REQUIREMENTS

8.1 Performance of this contract requires contractor personnel to have a Federal government-issued Personal Identity Verification (PIV) credential before being allowed unsupervised access to a DOI (facility and/or information system). The Contracting Officer’s Representative (COR) or Contracting Officer’s Technical Representative (COTR) will be the requesting official, and will make arrangements through a DOI Access Card Sponsor for personal identity verification and DOI Access Card issuance,

8.2 At least two weeks before start of contract performance, the Contractor must identify all contractor and subcontractor personnel who will require (physical and/or logical) access to unmonitored access to non-public areas of a Federally-controlled facility.

Logical Access means routine, unsupervised access to a Level 3 or 4 Federally controlled information system. The Contractor must make their personnel available at the place and time specified by the COR/COTR or DOI Access Card Sponsor in order to initiate screening and background investigations. The following forms and inquiries, or their equivalent, will be used to initiate the credentialing process:

OPM Standard Form 85 or 85P

OF 306

National Criminal History Check (NCHC) (local procedures may require the fingerprinting to be done at a police station; in this case, any charges are to be borne by the contractor)

Release to Obtain Credit Information PIV card application (web-based)

8.3 Before starting work under this contract, a National Criminal History Check (NCHC) will be initiated to verify the identity of the individual applying for clearance and to determine the individual’s suitability for the position. If the NCHC adjudication is favorable, a DOI Access Card and keys will be issued for that individual(s). If the adjudication is unfavorable, the credentials will not be issued and the contractor must make other arrangements for performance of work.

9. QUALITY SURVEILLANCE PLAN/ASSURANCE;

9.1 As defined in the QSP in Line Item 4 (1) above.

9.2 FAR clause 52.212.4 Contract Terms and Conditions for Commercial Items

9.3 FAR clause 52.246.4 Inspection of Services-Fixed Price

9.4 Incentives/Disincentives of Satisfactory/Unsatisfactory performance may result in continued or discontinued service respectively.

10. CONTRACTING OFFICER REPRESENTATIVE (COR) OR TECHNICAL

COORDINATOR:

10.1 Technical coordinators: Sheila Davis (WVFO Administrative Assistant) and

Stephanie Roy (Refuges Administrative Assistant)

10.2 Address: 6263 Appalachian Hwy Davis, WV 26260

Phone: (304) 679-1624 or 304-679-1601 Email Shelia_Davis@fws.gov, Stephanie_roy@fws.gov

RE: Enclosure: Floor Plan