FEDERAL EMERGENCY MANAGEMENT AGENCY USA Tender

Fema Reqires Jantorial Services To Support Operations In Oklahoma City, Ok 73119 questions Are Due By 12:00 Noon - 21 May 2024 Eastern Time see Attached Statement Of Work 1 janitorial Services For Dhs / Fema region Vi Jfo Oklahoma 1.0 Scope Of Work 1.1 General a.the Work Described In This Performance Work Statement (pws) Provides Formanagement, Supervision, Labor, Transportation, Supplies, Material, And Equipmentrequired To Perform The Janitorial Services And Miscellaneous Utility Work Effectively,economically, And Satisfactorily At Dhs / Fema Region Vi Joint Field Office 5300south Meridian Avenue Oklahoma City, Ok 73119 b.the Work Shall Be Conducted In Strict Accordance With The Contract And All Applicablefederal, State, And Local Laws, Regulations, And Codes. Contractor Shall Ensure That Allwork Provided Meets Or Exceeds Performance Standards Specified. Contractor Shallperform All Related Contractor Administrative Services Necessary To Perform The Work. c.the Contractor Or His Representative Having Authority To Bind The Contractor, Shall Berequired To Visit The Site Quarterly And Meet With The Contracting Officer (co) Or Thecontracting Officer’s Representative (cor) To Discuss And Develop Mutualunderstanding Relative To Safety Precautions, Labor Provisions, And Other Contractualrequirements. The Quarterly Site Visit Requirement Can Be Cancelled Only At Thediscretion Of The Co Or The Cor. The Government Also Reserves The Right To Schedulespecial Meetings To Discuss Or Resolve Issues/problems It Deems To Be Critical. 1.2 Location: dhs / Fema Region Vi Joint Field Office 5300 South Meridian Avenue oklahoma City, Ok 73119 1.3 Worksite Description: dhs / Fema Region Vi Joint Field Office Is Staffed With Approximately 200 Employees. The Facility Serves As Disaster Recovery Office. When The Jfo Becomes Fully Operational, Increased Staffing Levels Can Reach Up To 250 Employees, With 24-hour Operations. These Staffing Levels May Continue For 3 Weeks Or Longer. 1.4 Personnel: the Contractor Or Designated Representative Shall Conduct Overall Management Coordination And Shall Be The Central Point Of Contact Region Vi Jfo With The Cor For Performance Of All Work Under The Contract. The Contractor Shall Designate, In Advance, Another Individual Or Individuals, Who Are Available On Short Notice, Authorized And Approved As An Alternate Regarding Providing Janitorial Services. The Individual(s) Must Have The Same Abilities And 5/19/2024 2 familiarity With Janitorial Services Maintenance Services, As The Primary Janitorial Services Personnel. Advance Notice Of Any Change Or Availability Of Primary Or Alternate Janitorial Services Personnel Shall Be Provided To And Reviewed By The Co And Cor. The Contractor And Any Individual Designated To Act For Them, Shall Have Full Authority To Contractually Commit The Contractor For Prompt Action On Matters Pertaining To Contractor Administration Of The Contract. The Contractor And Any Individual Designated To Act For Him/her, And The Janitorial Services Personnel Or Alternate(s) Shall Be Able To Fluently Understand, Speak, Read And Correspond In The English Language. a. Contractors Shall Provide All Necessary Personnel To Accomplish All Contract Work Or Service Within Specified Time Frames. b. All Matters Pertaining To The Employment, Supervision, Compensation, Promotion And Discharge Of Such Employees Are The Responsibility Of The Contractor That Is In All Respects The Employer Of Employees. c. The Contractor Shall Conform And Require Contractor Personnel To Conform To Similar Standards Of Conduct As Government Personnel (5 Cfr 731). Personnel Conditions (such As Being Under The Influence Of Intoxicating Beverages, Drugs, Etc.), Which May Interfere With The Performance Of Contract Services, Will Not Be Permitted. Misconduct Of The Kind Set Forth In This Paragraph Shall Cause The Contractor To Take Disciplinary Action Against Contractor Employee(s), Which Could Result In Removal Of Contractor Employee(s) From Government Property And Work Under The Contract. When It Is Necessary To Remove Personnel, Contractor Shall Be Responsible For Fulfilling Levels Designated In The Staffing Plan. d. The Co May Require Dismissal From The Site Any Contractor Employee Who Is Deemed Incompetent Or Is Identified As A Potential Threat To The Health, Safety, Security, General Well-being Or Operational Mission Of The Facility And Its Population. e. Each Employee Of The Contractor Shall Be A Citizen Of The United States And Undergo A Background Check. f. Labor Strikes Shall Not Constitute An Excuse For Nonperformance Under The Contract. g. The Contractor Shall Ensure That All Contract Work Is Satisfactorily Supervised, And Carried Out, Either By His/her Personal Presence, Or By Remote Means. During The Course Of Duty Hours For The Janitorial Services Supervisor/manager, The Contractor Or His/her Representative, Shall Be Available On Short Notice, For Questions Relating To Contract Services. h. The Absence Of An On-site Supervisor Does Not Relieve The Contractor From The Responsibility Of This Contract. i. Space For Storage Of Supplies, Materials And Equipment Will Be Provided. It Is The Contractor’s Responsibility To Maintain His/her Assigned Area And Own Materials To Professional Standards. Personal Items Shall Not Be Brought Into The Cpc Without Prior Permission Of Cor. Items Belonging To The Government Will Not Be Removed From The Facility Without Prior Permission From The Cor. 1.5 Roles Of Government Personnel: 3 the Contracting Officer (co) Has The Overall Responsibility For Administration Of This Contract. That Official Is Authorized To Take Actions On Behalf Of The Government To: (1) Amend, Modify, Or Deviate From The Contract Terms, Conditions, Requirements, Specifications, Details, And/or Delivery Schedules. (2) Make Final Decisions On Disputed Deductions From Contract Payments For Nonperformance Or Unsatisfactory Performance. (3) Terminate The Contract For Convenience Or Cause. (4) Issue Final Decisions Regarding Contract Questions Or Matters Under Dispute. the Contracting Officer’s Representatives (cor) Is Designated As The Cor To Assist The Co In The Discharge Of That Official’s Responsibilities. The Responsibilities Of The Cor Include, But Are Not Limited To: (1) Determining The Adequacy Of Performance By The Contractor In Accordance With The Terms And Conditions Of This Contract. (2) Acting As The Government’s Representative In Charge Of Work At The Site; Ensuring Compliance With Contract Requirements Insofar As The Work Is Concerned. (3) Advising The Contractor Of Proposed Deductions For Nonperformance Or Unsatisfactory Performance. (4) Advising The Co Of Any Factors Which May Cause Delay In Performance Of The Work. 1.6 Quality Control: the Contractor Shall Establish A Complete Quality Control Program (qcp) To Assure That The Requirements Of The Contract Are Provided As Specified. Within Seven (7) Calendar Days Prior To The Start Date Of The Contract, The Contractor Shall Submit A Copy Of The Qc Program To The Cor For Approval. The Qcp Shall Be A System For Identifying And Correcting Deficiencies Before Services Or Performance Become Unacceptable And/or The Government Inspectors Point Out The Deficiencies. The Program Shall Include, But Not Be Limited To The Following: a. The Contractor Shall Devise A Checklist For Use During The Regularly Scheduled And Unscheduled Qcp Inspections Tailored To The Specific Building. The Checklist Used Must Be Signed And Dated By The Inspector At The Time That The Inspection Is Completed. b. The Contractor Shall Identify All Personnel Who Will Be Performing Qcp Inspections By Name, Title, And Type Of Inspection Each Is Authorized To Perform. Quality Control (qc) Inspections Shall Be Performed By A Qualified Individual Who Is Not Directly Performing The Work To Be Inspected. c. A Checklist System To Ensure That The Contractor’s Employees Are Notified Of Deficiencies Found In Their Areas Of Responsibility; That The Noted Deficiencies Are Corrected (if Possible); And That These Employees Are Counseled/retrained As Necessary To Ensure That Deficiencies Do Not Recur. d. A Local File Of All Inspections Conducted By The Contractor, Including The Corrective Actions Taken, Will Be Maintained By The Contractor. This Documentation Shall Be Made Available To The Government During The Term Of The Contract. A Copy Of All Qc Inspection Reports Shall Be Submitted To The Cor Monthly By Cob Of The First Monday (or First Official Workday) Of The Following Month. 4 e. The Cor May Compare Inspections Performed By The Contractor’s Inspectors Against The Actual Conditions That Exist At That Point In Time. Failure To Submit A Qcp To The Cor For Approval In Accordance With The Terms Of These Specifications Will Result In The Withholding Of All Payments Due The Contractor Until The Plan Is Received, Reviewed And Approved. f. Quality Assurance Surveillance Plan (qasp). The Performance Of Quality Control Inspections In Accordance With The Approved Qcp Is An Essential Part Of This Contract. All Aspects Of The Approved Plan Will Be Actively Enforced By The Government. - The Minimum Number Of Qc Inspections Of Janitorial Services Are Monthly By Qualified Corporate/regional (contractor) Personnel Not Performing On-site Services At Any Of The Facilities Covered Under This Contract. - This Function May Be Substituted By A Qualified Subcontractor, Approved By The Co. - Qualified Is Defined As Being Sufficiently Knowledgeable Of All Technical Aspects Covered Under This Contract Which Would Allow Identification / Discovery Of Improperly Performed Services And Authorized To Ensure Performance Of Any Corrective Measures That May Be Required. 1.7 Qcp Acceptibility: the Qcp And Any Services Performed Shall Be Accepted Only When In Full Compliance With Far 52.246-4 Inspection Of Services – Fixed Price Contained In This Contract. The Contractor Shall Notify The Co In Writing Of Any Proposed Change To The Contractor Quality Control Program; No Such Change Shall Be Implemented Prior To Approval In Writing By The Co. 1.8 Hours Of Operation And Federal Holidays: operating Hours: Typical Duty Hours At Region 6 Jfo Are 7:00 Am - 4:00 Pm, Monday Through Friday, Excluding Federal Holidays. Under Typical Work Conditions, Work Will Be Performed During Those Hours. However, If Required To Meet The Government’s Needs, These Hours May Be Modified By The Co By Giving A Minimum Of 24-hour Notice To The Contractor. Changes In Hours Or Additional Work Hours Shall Only Be Authorized By A Warranted Contracting Officer. 1.9 Security: physical Security: The Contractor Shall Comply With Fema Security Requirements; See Section 1.13-part B. For Specifics. The Purpose Of These Requirements Is To Achieve Adequate Protection Of Employees And Government Property. A Fema Contractor Identification Badge Will Be Provided To All Contract Employees. The Badge Shall Be Prominently Displayed Whenever Employees Are On Fema Region Ii Premises. 1.10 Conservation Of Utilities: the Contractor Shall Instruct His/her Employees In Conservation Practices And Make Suggestions To The Co Or Their Designated Representatives During Performance Evaluation Meetings On Activities And Improvements To Promote Efficient Use Of All Energy And Water. The 5 contractor Shall Operate Under Conditions, Which Preclude Utility Waste, That Shall Include As A Minimum: a. Use Of Lights Only In Areas Where Work Is Being Performed. b. Turn Off Water Faucets, Valves, And Equipment After Required Usage Has Been Performed. c. Only Authorized Contractor Employees Approved By The Cor Or Co Shall Operate Mechanical Equipment Controls For Heating, Ventilation, And Air Conditioning Systems. 1.11 Environmental Program: a. Regulations/laws: Contractor Shall Comply With Federal, State, And Local Laws, Regulations, And Standards Regarding Environmental Pollution. This Includes The Use Of All Environmental Protection Matters Shall Be Coordinated With The Co And/or Cor. b. Compliance Requirements: Any Of The Areas Maintained By The Contractor May Be Inspected By The Co Or Cor. Access For Inspection Shall Be Granted During Normal Working Hours, Upon Notice From The Co Or Cor. c. Equipment And Manpower: Contractor Shall Provide All Necessary Manpower, Equipment, And Material To Implement All Spill Response, Containment, And Clean-up When A Spill Occurs As A Direct Result Of Their Actions. Reporting Shall Be Done As Specified By Federal, State, And Local Laws, Regulations, Standards, And Plans. 1.12 Interface: a. Administrative Office Areas: Government Personnel Will Be Working In Office Areas During Working Hours. Contractor Shall Cooperate With The Personnel In The Immediate Area Where Any Janitorial Service Work Is Being Performed. In Event Such Government Office Personnel So Requests, Contractor Shall Temporarily Cease Work In These Areas And Notify The Cor. 1.13 Safety / Security Requirements And Reporting: a. Safety: All Work Shall Be Conducted In A Safe Manner And Shall Comply With Osha Requirements. If The Contractor Fails Or Refuses To Promptly Comply With Safety Requirements, The Co May Issue An Order Stopping All Or Part Of The Work Until Satisfactory Corrective Action Has Been Taken. No Part Of The Time Lost Due To Any Such Stop Order Shall Be Made The Subject Of Claim For Extension Of Time Or For Excess Costs Or Damages To The Contractor. The Contracted Work Area Is A Federal Property, And Rules And Regulations Issued By Fema, Regional Administrator Or Their Appointed Representatives Exercising Authority Covering Fire, Safety, Sanitation, Severe Weather Requirements, Admission To The Jfo, Conduct Of Operations, Etc. Shall Be Observed By The Contractor And His/her Employees. The Regulations Include: 6 (1) Fire Prevention: Contractor And His/her Employees Shall Be Cognizant Of And Observe All Requirements For Handling And Storage Of Combustible Supplies And Materials, Daily Disposal Of Combustible Waste, Trash, Etc., In Accordance With National Fire Code And National Board Of Fire Underwriters. The Contractor Shall Familiarize Him/herself And His/her Employees With Methods Of Turning On A Fire Alarm And Operating The Fire Alarm System. (2) Safety: All Rules Of Safety Which Are Or May Be Imposed Upon The Contractor By Federal, State, Or Local Code Shall Be Effectively Carried Out In The Performance Of The Services Set Forth Herein. Contractor Shall Take Proper Safety And Health Precautions To Protect The Work, The Employees, The Public And The Property Of Others. Prior To Start Of Work, Contractor Shall Be Required To Discuss And Develop A Mutual Understanding Relative To Administration Of The Safety Program. (3) O&m Safety: The Contractor Shall Formulate And Furnish To The Co Ten (10) Days Prior To Contract Start Date, In Writing, A Comprehensive Program To Implement The General Policies And Procedures For Safe Janitorial Services Operations At Fema Jfo Ok. The Program Shall Include Provisions For Employee Responsibility For Working Safely, Indoctrination And Training Of Employees, Public Safety Activities And Responsibilities For Implementation Of Regulations Pertaining To Fire Prevention, And Maintenance Of An Adequate Fire Protection Plan. The Contractor Safety Program Shall Ensure That Hazards To The Public Are Not Permitted Within Contractor Work Areas. The Contractor Shall Coordinate With The Co In Making Periodic Inspections Of The Contractor Activities To Ensure That Hazards To The Public Do Not Exist. (4) Clothing And Personnel Safety Equipment: Contractor Personnel Shall Wear Clothing Suitable For The Weather And Working Conditions. The Minimum Shall Be Short Sleeve Shirt, Long Trousers, And Closed Toe Shoes. All Personal Protective Equipment Must Be Provided By The Contractor. (5) Damage Reports: In All Instances Where Government Property And/or equipment Is Damaged By Contractor Employees, A Full Written Report Of The Fact And Extent Of Such Damage Shall Be Submitted To The Co Within Twenty-four (24) Hours Of The Occurrence. (6) Accident Reports: The Contractor Shall Comply With Osha And Other Regulatory Requirements For Record Keeping And Reporting Of All Accidents Resulting In Death, Trauma, Occupational Disease, Or Environmental Damage. The Contractor Shall Provide A Verbal Report To The Co Within Four (4) Hours Of Occurrence And A Written Follow-up Report Within Three (3) Working Days Of Occurrence (in The Matter And On The Forms Prescribed By The Co) Whenever An Accident Involving Personal Injury Occurs. (7) Employee Awareness: Contractor Shall Inform His/her Employees Of Hazards That May Be Encountered In Their Working Environment And Those Connected With The Performance Of Tasks. b. Security: (1) Security Clearance Requirements: Non-classified Contract Shall Be Conducted In Accordance With Homeland Security Presidential Directive (hspd 12). The Contractor Shall Submit To The Cor As Soon As Possible After Contract Award, But Not Later Than Fourteen (14) Calendar Days Before Contract Start Date, List Of Employees Requiring Access To The Site And Completed Naval Background Forms For 7 each Employee. Forms Will Be Supplied By Fema To Be Screened By The Navy. All Prospective Employees Require A Favorable Screening To Receive Access To The Base. (2) Unacceptable Employee: If The Co Receives An Unsuitable Report On Any Employee After Processing Of These Forms, Or If The Cor Finds A Prospective Employee To Be Unacceptable Or Unfit For His/her Assigned Duties, The Contractor Shall Be Advised That Such Employee Cannot Continue To Work Or Be Assigned To Work Under This Contract. The Contractor Shall Immediately Relieve That Employee Of All Duties And Responsibilities Related To This Contract. 1.14 Insurance Requirements / Worker’s Compensation And Employer’s Liability: a. Worker’s Compensation: The Contractor Is Required To Comply With Applicable Federal And State Worker’s Compensation And Occupational Disease Statutes; However, Notwithstanding The Permissibility Of Deductibles Under Those Statutes, Worker’s Compensation Shall Be Obtained. If Occupational Diseases Are Not Compensable Under Those Statutes, They Shall Be Covered Under The Employer’s Liability Section Of The Insurance Policy. Employer’s Liability Coverage Of At Least The Following Limits Shall Be Provided: bodily Injury By Accident - $100,000 Each Accident bodily Injury By Disease - $500,000 Policy Limit bodily Injury By Diseases - $100,000 Each Employee Except In States With Exclusive Or Monopolistic Funds That Do Not Permit Worker’s Compensation To Be Written By Private Carriers. even Though The Laws Of The State Of Oklahoma Might Allow A Contractor To Be A Non-subscriber To Worker’s Compensation, Contractor Is Required To Carry And Maintain Worker’s Compensation Insurance And Employer’s Liability Insurance. If Occupational Diseases Are Not Covered Under The Worker’s Compensation Policy, It Shall Be Covered Under The Employer’s Liability Section Of The Insurance Policy. b. General Liability Insurance: General Liability Insurance Coverage Written On The Comprehensive Form Of Policy, Is Required In The Amount Of $500,000 Per Occurrence For Bodily Injury, And $50,000 Per Occurrence For Property Damage. The Deductibles Under Such Policy Shall Not Be Greater Than (a) $10,000 Per Person Or $25,000 Per Occurrence For Bodily Injury Or (b) $10,000 For Property Damage. c. Automobile Liability Insurance: A Minimum Of $200,000 Per Person And $500,000 Per Occurrence For Bodily Injury And $20,000 Per Occurrence For Property Damage Provided For Automobile Liability Insurance Coverage Written On The Comprehensive Form Of Policy, Covering The Operation Of All Automobiles Used In Connection With Performing The Contract Is Required. The Deductibles Under Such Policy Shall Not Be Greater Than (a) $10,000 Per Person Or $25,000 Per Occurrence For Bodily Injury Or (b) $2,000 For Property Damage. 8 1.15 Government Quality Assurance: The Government Will Evaluate The Contractor Performance Under The Contract Using The Quality Assurance Procedures Specified Below. all Surveillance Observations Will Be Recorded By The Government. When An Observation Indicates Defective Performance, The Government Cor Will Require The Contractor To Initial The Observation. a. Performance Evaluation during Performance Of This Contract, The Contractor Shall Be Evaluated By The Cor, Or Other Designated Personnel, In Accordance With The Overall Level Of Compliance With The Contract And The Demonstrated Quality And Timeliness Of The Services Provided. The Qasp Lists The Performance Requirements By Selected Service Performance Areas (sspa) For Which Contractor Performance Will Be Measured When Performing Under This Contract. This Does Not Replace The Performance Requirements Stated In Far 52.246-4 Inspection Of Services – Fixed-price. The Contractor’s Approved Qasp Will Be Incorporated Into The Contract Upon Award. The Government And The Contractor May Mutually Adjust The Standards And/or Identify Additional Performance Elements As May Be Necessary To Ensure That The Performance Standards For Work Specified In The Contract Reflect The Requirements. 1.16 Subcontracting: The Contractor May Obtain Certain Requirements Of The Contract From Other Sources That The Contractor May Choose At No Additional Cost To The Government, Provided Subcontracting Is Entered Into In Accordance With The Limitations Of Subcontracting Clause, 52.219-14. The Performance Standards Of Such Services Obtained From Other Sources Shall Meet Those Standards Specified In The Contract. 1.17 Service And Maintenance Management: The Contractor Shall Provide All Janitorial Services Required To Perform The Work And Meet All Performance Standards As Specified. 1.18 Start-up Deficiency Report: The Contractor, In The Presence Of The Cor, Shall Make A Comprehensive Inspection Of All Areas And Submit A Deficiency Report Seven (7) Calendar Days Prior To The Start Date Of The Contract. The Deficiency Report Shall List All Discrepancies Found And All Work Anticipated. The Co/cor Shall Review And Discuss All Deficiencies. A Final Deficiency List Shall Be Agreed Upon By All Parties Prior To Contract Start Date. 1.19 Contractor Contact With Government Personnel, Caution To Contractor: The Contractor Is Advised That Any Work At The Direction Of Unauthorized Government Personnel Will Not Be Credited As Work Accomplished Under The Contract. Authorized Government Officials Are The Contracting Officer And Cor. the Contractor Shall Provide A Local Telephone Number(s) Within Ten (10) Days Of Contract Award Which Is Answered 24 Hours Per Day, 7 Days Per Week, Each Day Of The Year, At Which Contractor Can Be Notified Of Emergency Work. The Government Shall Not Be Expected To Call A Series Of Phone Numbers To Locate The Contractor Or Contractor Designated Representative. Failure To Maintain Acceptable Communication Channels Shall Be Deemed “unsatisfactory Service”. 1.20 Vehicle Registration And Access Pass: 9 a. All Vehicles Operated In Support Of The Contract, Including Contractor And contractor Employees’ Privately Owned Vehicles Or Subcontractor Vehicles, Shall Be Properly Registered, Insured, Licensed And Safety Inspected In Accordance With Applicable Federal, State And Local Government Requirements. The Contractor Shall Comply And Shall Require All Contractor Employees Or Subcontractors To Comply. b. The Government Agrees To Provide The Contractor And Its Employees With Id Badges, As Required, Permitting Access To The Area Of Operation And To And From Other Parts Of The Facility As May Be Required For The Performance Of Service Described Herein. The Government Reserves The Right, Without Provision Of Notice Or Reason, To Revoke Passes Issued To Any Employee Of The Contractor At Any Time. Further, The Issuance Of Such Passes To The Contractor And His/her Employees Are Subject To The Contractor And His/her Employees Meeting Security Standards, Which Are Satisfactory To The Government. 1.21 Reporting Requirement: a. The Contractor Shall Report Any Circumstances Of Needed Repair Or Unusual Soiling Of An Area, Which May Affect Performance Of Contractor Work, Unhealthful Or Hazardous Conditions, Or Any Delays Or Interference Of Work By Government Employees. Such Reports Shall Be Made To The Co Or Cor No Later Than Close Of Business (cob) On The Same Day Of Occurrence. b. The Contractor Shall Report To The Co All Personal Articles Found By The Contractor Or His/her Employees. Found Articles Shall Be Turned Into The Cor On The Same Day Found. 1.22 Coordination With Other Contractors: The Government May Undertake Or Award Other Contracts For Additional Work, And The Contractor Shall Fully Cooperate With Such Other Contractors And Government Employees And Carefully Fit His/her Own Work To Such Additional Work As May Be Directed By The Co. The Contractor Shall Not Commit Or Permit Any Act, Which Will Interfere With The Performance Of Work By Any Other Contractor Or By Government Employees. 1.23 Transition Period: a. Phase-in Transition (1) Prior To Contract Start Date, The Cor Will Provide The Contractor With An Orientation To Properly Explain The Work And Familiarize The Contractor With Facilities And Regulations. The Contractor Is Responsible For Orientation Of Personnel At The Contractor’s Expense. (2) The Contractor Shall Not Be Reimbursed By The Government For Any Cost Incurred During This Phase-in Transition Period. 2.0 Government Furnished Property: 2.1 : Gfp Will Not Be Provided To The Contractor 2.2 Facility Information: 10 a. Facility Specifications: Building C-54 Consists Of Approximately 40,000 Square Feet Of Office Space Between The Ground Floor And Mezzanine Area (1) Office Spaces And Large Open Office Spaces (2) There Are Approximately: 40,000 Sq Ft Of Space Between The Open Office And Mezzanine Floors That Require Service. (3) Alterations Made By The Government To Existing Facilities And Systems During This Contract Performance Period Will Be Maintained Under This Contract At No Additional Expense To The Government. 2.3 Standard Operating Procedures: The Government Reserves The Right To Establish And/or Change Standard Operating Procedures For Building C-54 Which Are Binding On The Contractor And His Employees With Regards To, But Not Limited To, The Following: a. Day-to-day Working Relationships With Facility Occupants. b. Work Order Procedures. c. Emergency Operations. d. Fire Procedures. e. Power Failures. f. Bomb Threats. g. Visit And Tours. h. Security Pass Procedure. i. Security Procedures 3.0 Contractor-furnished Property: 3.1 The Contractor Shall Furnish All Consumables, Supplies, Materials, Tools, Equipment, And Labor Necessary To Efficiently And Satisfactorily Perform Work On This Contract, Including But Not Limited To The Following: Brooms, Buckets, Carts, Buffer(s), Brushes, Wiping, Polishing, Treated And Untreated Dust Clothes, Wet Mops, Treated Sweep Mops, Sponges And Squeegees, Paper Towels, Toilet Tissue, Antibacterial Hand Soap, Porcelain Ware Receptacles, Plastic Liners For Sanitary Napkin Disposal Receptacles, Plastic Liners For Trash Receptacles, Liquid And Powder Detergents, Glass Cleaner, Floor Finish, Floor Stripper, Metal Polish, Furniture Polish, Scouring Powder, Drain Cleaners, And Chemical Additives Related To The Septic System/leaching Field, Ice Melt, When Required. All Cleaners, Chemicals, Carpet Cleaners, Sprays And All Soaps (including Antibacterial Hand Soaps) Shall Be Odorless (unscented) And Non-allergenic And Meet The Standard Set By The “green Seal Standards” For Janitorial Supplies And Materials, Including: • Come In Concentrated Form • Biodegradable • Not In Aerosol Cans • No Toxic Ingredients (no Carcinogens Or Hazardous Wastes)/non-toxic To Human Or Aquatic Life • Packaged In Recyclable/reusable Container (minimal Waste) • Are Not Petroleum Based Or Petrochemical Compounds 11 • Produce Minimal Or No Irritation To Skin, Eyes, Respiratory System (voc Levels Less Than 10 % By Weight When Diluted For Use) • Avoid Unnecessary Dyes And Fragrances • Are Not Corrosive Or Highly Flammable • Have A Ph Level Between 2.5 And 12 • Work Optimally In Room Temperature Water • Contain None Of The Chemicals Listed In Table 1.0 • Do Not Use De-inking Solvents Containing Chlorine Or Other Chemicals Listed In The Emergency Preparedness And Community Right-to-know Act; Do Not Use (chlorine) Bleach (such As For Paper And Tissue Products) • Contain Highest Post-consumer Recycled Content Possible table 1.0 product Type hazardous ingredients how These Can Harm You glass Cleaner General Purpose Cleaner Carpet Spot Remover a Solvent Called "butoxyethanol" butoxyethanol Absorbs Through Your Skin And Poisons Your Blood, Liver, & Kidneys. Wear Gloves When You Use Cleaners With This Ingredient. toilet Cleaner hydrochloric Acid Phosphoric Acid these Acids Are Very Good For Removing Hard Water Rings, But They Can Also Blind You In Seconds. Wear Your Gloves And Goggles, Or Better Yet Change To A Milder Product (one With Citric Acid - Strong Lemon Juice). oven Cleaner Heavy Duty Degreaser sodium Hydroxide oven Cleaner In A Spray Can - Very Convenient, But Also Very Dangerous. Sodium Hydroxide Can Blind You, And The Vapors Can Harm Your Lungs. Use It With Care - Wear Gloves & Goggles, And Provide Lots Of Fresh Air. vacuums Shall Have Two Stages Of Hepa Filtering And Have Them In Place At All Times. 3.2 The Contractor Shall Use Supplies And Equipment Required Herein That Comply With Federal, State, Municipal, Or Industry Specifications. Standards Shall Be Certified For Specification Compliance Upon Request Of The Cor. Such Certification May Be Obtained From The Manufacturer By The Contractor. Contractor-furnished Items Found Not Meeting Acceptable Standards Shall Be Replaced By Contractor At Contractor’s Expense. 4.0 Documents, Directives, Regulations And Publications: 4.1 Applicable Documents: All Referenced Federal Laws, Codes, Directives, And Instructions In Force At Time Of Solicitation, Unless Coded Otherwise, Shall Be Considered Mandatory As Applicable To The Service Or Function To Be Performed. All Current And Applicable Trade Publications Such As Nec, Osha, Ucb Are To Be Adhered To. In The Case Of Conflict Between Codes/publications The Stricter Requirement Will Be Followed. 12 publication Title Date Portion general Technical 29 Cfr 1910 Occupational Safety & Health Standards Current All ashrae Industry Codes Current All nec Industry Codes Current All general Management 41 Cfr 101-20 Federal Property Management Regulations Current All 41 Cfr 101-21.3 Standard Levels Of Service Current All 41 Cfr 101-203 Rules & Regulations Governing Buildings Current All and Grounds safety, Fire & Accident epa Publication Managing Asbestos In Place: Current All 745k93013 Guide To O&m Programs For Asbestos Current All containing Materials osha General Industry Current All 4.2 Contractor-furnished Document: Publications Not Provided To The Contractor, May Be Obtained By Contractor At Own Expense And Will Remain Contractor Property At Completion Or Termination Of The Contract. 5.0 Janitorial Services: 5.1 General: a. The Contractor Shall Furnish All Management, Supervision, Labor, And Transportation And Shall Plan, Schedule, Coordinate, And Ensure Effective And Economical Completion Of Actions Required To Perform The Janitorial Services And Miscellaneous Utility Work. All Workers Must Report To The Main Entrance And Sign Into The Building. Register When First Arriving At Work, And Upon Completion Of Their Workday. The Register Is Federal Property And Is Considered An Official Record Of Contractor Attendance. Incomplete Entries Or Improper Entries May Compromise Security And Will Be Reported To The Contracting Officer’s Representative (cor), Contracting Officer And Contractor. b. These Specifications Are A Statement Of The Minimum Level Of Work Required And of Services That Are To Be Provided In Certain Areas Under This Contract. They Are Not Intended To Be, Nor Shall They Be Construed As, Limiting The Contractor’s Responsibilities. At A Minimum 13 the Contractor Will Be Required To Take All Steps And Measures Necessary To Ensure A Clean And Safe Environment That At Minimum Meets Standard Health Codes. c. Contractor And Employees Are Expected To Dress And Present Themselves In A Manner That Is Conducive To Work Where Us Government Executives Are Present. The Contractor Shall Provide Employee(s) With An Adequate Number Of Shirts With The Contractor’s Name Clearly Visible. The Contractor Is Expected To Ensure That Employee(s), Have Available And Use Appropriate Protective Clothing And Gear, I.e.: Safety Shoes, Safety Gloves And Eye Wear, As Applicable For The Work Being Accomplished. No Shorts, Tee Shirts, Tattered Clothing, Or Inappropriate Slogans (including Work Wear With Company Names Or Logos Other Than Subject Contractor) Or Stereo Headsets Shall Be Worn. Janitorial Workers Will Be Expected To Work Around, Within Reason, Special Circumstances While Performing All Duties. These Circumstances May Include But Are Not Limited To Having To Return To An Area At A Later Time Because The Room(s) Is Unavailable Because Of Unscheduled Meetings Or Events. c. The Contractor Shall Ensure That Employee(s) Do Not Disturb Any Items On Desktops, Nor Shall They Open Desk Drawers Or File Cabinets. The Contractor’s Employee(s) Shall Not Use The Telephones Or Disturb Personal Items Belong To Government Employees While Performing Their Janitorial Duties. Contractor Employee(s) Shall Make A Reasonable Effort To Prevent Unnecessary Distractions. 5.2 Cleaning Area And Schedule For Building: twice Per Week All Carpeted Areas Shall Be Vacuumed Thoroughly. all Non-carpeted Areas Shall Be Swept And Remove Obvious Surface Dirt From Traffic Areas, Exposed Areas, And From Under Furniture. Obvious Surface Dirt Is Any Visible Foreign Matter Found On The Floor, And Includes But Is Not Limited To: Paper Clips, Staples, Metal Fasteners, Pencil Shavings, Erasers, Paper Pieces, Fragments, Clippings, Ashes, Mud, Sand, Rubber Bands, Etc. all Lavatories Shall Be Swept, And Damp Mopped With An Antibacterial And Detergent Solution. Corners And Areas In And Around Fixtures Shall Be Equally Addressed. floor Maintenance area A1 14 entrance Area twice Per Month All Non-carpeted Floors Shall Be Swept, And Damp Mopped With An Odorless, Non-allergenic Detergent Solution. all Non-carpeted Floors Shall Be Spray Waxed And Buffed To A High Luster. Areas Behind Doors, And In Corners, First Shall Be Worked As Necessary To Provide Similar High Luster As Open Spaces. Storage Area Shall Be Vacuumed, Swept And Damp Mopped With An Odorless, Non-allergenic Detergent Solution. Condensation Or Water Build Up On Floors Shall Be Mopped Up, As Necessary. twice Per Year Sweep, Damp Mop, Strip, And Damp Mop Rinse All Tiled Floor Areas. Floor Must Be Prepared So That No Dirt, Sand, Hair, Contaminants Or Wax Remain On The Surface Prior To The Application Of Floor Finish. Apply Floor Finish To All Tiled Floor Areas. steam Clean, Shampoo And Provide Accelerated Drying Of All Damp Carpets Utilizing Room Fans And/or Any Acceptable Industry Equipment. note: “twice Per Year” Floor Finishing And Carpet Cleaning Shall Be Coordinated At Least Two Weeks In Advance With The Cor Prior To Performance Of Work. A Member Of The Prime Contract Must Accompany And Supervise The Process To Ensure That The Work Is Carried Out As Required And Is On Schedule. Scheduling Of Work Shall Be Required By The Government To Only Be Permitted On A Saturday. the First “twice Per Year” Floor Finishing And Carpet Cleaning Processes Shall Be Scheduled To Take Place No Later Than 30 Days Following The Contract Award Date. From That Point, Each “twice Per Year” Process Shall Be Performed No Later Than One Hundred-eighty (180) Days Following The Prior Completion Date. annual Requirements Shall Be Performed Not Less Than Once Every 360 Calendar Days And Can Only Be Scheduled On A Saturday. twice Per Week Outside Walkways And Inside Areas Shall Be Swept And Debris Removed. spills And Stains Shall Be Spot Cleaned With A Damp Mop Or Cloth. weekly Rugs Shall Be Cleaned. All Glass In Doors, Shall Be Wiped Down/cleaned With Glass Cleaner (not Furniture Polish). area A2 15 twice Per Week Wastepaper Baskets Containing Any Trash Shall Be Emptied And Liner Replaced Recycling Processes Shall Be Observed And All Trash Removed To The Proper Dumpster. Baskets Shall Be Emptied Twice Per Week Unless Otherwise Directed By The Cor. loose Debris On Worktables In Conference Rooms Shall Be Cleared. Table Surfaces Shall Be Cleaned With A Damp Cloth. weekly All Glass In Doors, Partitions, Pictures, And Bookcases Shall Be Wiped-down/cleaned With Glass Cleaner (not Furniture Polish). no Electronic Equipment Shall Be Cleaned Or Dusted. Telephone Equipment Shall Be Gently Wiped With A Damp Cloth. Buttons Shall Not Be Depressed. monthly All Surfaces And Objects, Including Lighting Fixtures, Exit Signs, Warning Signal Boxes, Air Handling Vents, Speaker Grills, Etc., That Are Approximately Seventy (70) Inches Or More From The Floor Shall Be Cleaned By Dusting And/or Vacuuming. Methods Shall Preclude Dust From Becoming Spread Or Airborne. the Entire Surface (inside And Outside) Of All Wastepaper Receptacles Shall Be Damp Wiped To Remove Visible Grime. They Shall Be Washed Outdoors, As Weather Permits. all Wall Surfaces Within Approximately Seventy (70) Inches Off The Floor Shall Be Spot Cleaned. horizontal Surfaces Of All Furniture Within Approximately Seventy (70) Inches Off The Floor Shall Be Dusted. Glass Tops Shall Be Cleaned (using Class Cleaner). vertical Surfaces And Under Surfaces (i.e. Knee Wells, Chair Rungs, Table Legs, Etc.) Shall Be Thoroughly Dusted And All Glass (indoors), Partitions, Pictures And Bookcases Shall Be Damp Wiped. twice Per Year All Windows Shall Be Washed Both Inside And Outside In April And October. all Wood Surfaces Shall Be Thoroughly Cleaned. general And Office Space And Conference Rooms area A3 16 daily Wastepaper Baskets Containing Any Trash Shall Be Emptied And Liner Replaced Recycling Processes Shall Be Observed And All Trash Removed To The Proper Dumpster. Baskets Shall Be Emptied Twice Per Week Unless Otherwise Directed By The Cor. twice A Week Clean Deep Sink, Mops, Buckets, And Floors In Utility Closets At The End Of Each Workday. No Standing Water, Wet Or Dirty Mops Shall Be Left Overnight. Store All Materials Neatly Prior To Departure. weekly Drinking Fountains Shall Be Wiped Free Of Dirt And Water Spots. Water Cooler Catch Trays Shall Be Emptied And Cleaned Thoroughly. monthly All Surfaces And Objects, Including Lighting Fixtures, Exit Signs, Warning Signal Boxes, Air Handling Vents, Speaker Grills, Etc., That Are Approximately Seventy (70) Inches Or More From The Floor Shall Be Cleaned By Dusting And/or Vacuuming. Methods Shall Preclude Dust From Becoming Spread Or Airborne. the Entire Surface (inside And Outside) Of All Wastepaper Receptacles Shall Be Damp Wiped To Remove Visible Grime. They Shall Be Washed Outdoors, As Weather Permits. scrub Sinks, Fixtures And Floors In Utility Closets. all Wall Surfaces Within Approximately Seventy (70) Inches Off The Floor Shall Be Spot Cleaned. horizontal Surfaces Of All Furniture Within Approximately Seventy (70) Inches Off The Floor Shall Be Dusted. Glass Tops Shall Be Cleaned (using Class Cleaner). vertical Surfaces And Under Surfaces (i.e. Knee Wells, Chair Rungs, Table Legs, Etc.) Shall Be Thoroughly Dusted And All Glass (indoors), Partitions, Pictures And Bookcases Shall Be Damp Wiped. all Walls And Doors Shall Be Cleaned. storage Rooms, Entry Ways, Foyers, Exits, Stairwells, Corridors, Common Areas, Closets, Copy Rooms, Utility Closets, Mechanical Rooms, Electrical Rooms, Including All Finished Space That Has Painted Walls And Tile, Carpet Or Other Finished Floor On Both Floors. (only The Warehouse Is Excluded) area A2 17 twice Per Year All Windows Shall Be Washed Both Inside And Outside In April And October. all Wood Surfaces Shall Be Thoroughly Cleaned. daily Tables And Chairs Shall Be Arranged And Cleaned. The Lunchroom Shall Remain Set Up According To The Cor. trash Receptacles Shall Be Emptied, And Their Plastic Liners Replaced. sinks, Countertops, Appliances (i.e., Stoves, Microwave Ovens, Coffee Makers, Electric Kettles Etc.) And Piping Shall Be Wiped With An Odorless, Non-allergenic Disinfectant Solution Using A Non-abrasive Cloth. Microwave Oven(s) Must Also Be Cleaned On The Inside. Bright Metal Appliances Shall Be Polished. All Counter Surfaces, Glass, Shelving, Equipment, And Piping Shall Be Damp Wiped And Polished Dry. weekly All Smudges, Spots, And Fingerprints Shall Be Removed From All Walls And Doors. the Entire Cafeteria, Kitchen And Lounge Room Floor Shall Be Swept Clean Of Trash/debris And Damp Mopped. No Water Spots Shall Remain Visible. refrigerators Shall Be Cleaned Inside And Outside With A Non-abrasive Cleaner And Deodorized. Users Are Responsible For Removing And Properly Disposing Of The Contents (old Food) In The Refrigerator(s). Refrigerator(s) Shall Be Defrosted. Drip Pans Shall Be Cleaned. twice Per Year Refrigerator Condenser Coils Shall Be Cleaned. kitchen/ Lunchroom /snack Preparation Areas area A3 18 toilet Rooms daily The Floors In Toilet Rooms Shall Be Swept, Wet Mopped, And Scrubbed With A Germicidal Disinfectant (i.e., Ammonia, Pine Oil, Etc.), And Rinsed With Clean Water. the Water Closets, Seats, And Urinals Shall Be Washed And Sanitized. washbasins Shall Be Thoroughly Cleaned. mirrors, Shelving, Dispensers, Chromium Fixtures, And Piping Shall Be Damp Moped And Polished Dry. wall Surfaces, Partitions, Doors, And Waste Receptacles Shall Be Spot Cleaned. paper Towel Waste Receptacles And Wastepaper Baskets Shall Be Emptied, And The Bags Shall Be Replaced. The Wastepaper/trash Shall Be Removed To The Main Disposal Area. all Wall Surfaces Shall Be Spot Cleaned. toilet Tissue, Paper Towels, Soap, Etc. Shall Be Refilled. twice Per Month The Full Surface Areas Of All Partitions And Doors Shall Be Thoroughly Damp Wiped. air Vents And Louvers, Ledges, And Stall Partitions Shall Be Dusted. monthly All Wastepaper Receptacles Shall Be Washed With A Disinfectant And Then Rinsed, Inside And Outside. all Traps And Floor Drains Shall Be Treated With Bacterial, Organic Based Type Chemical(s) Until The Traps Are Completely Odor Free. addendum: in Addition To The Initial Specifications, We Are Requesting The Following Initial Enhanced Cleaning: : (1) Vacuum Carpets, Mop Floors Damp, And Dust Floors. (2) Clean All Exterior And Interior Windows, Including Chrome Applications And Mirrors. (3) Power-wash And Sanitize Concrete Tables And Chairs From The Exterior Patio. area A4 19 during Rrcc Activations All Twice Weekly Requirements Will Become Daily Requirements. 5.3 Operational Requirements: the Contractor Shall Be Responsible For Developing And Executing Detailed Operating Plans And Procedures For All Areas Of Responsibility Thirty (30) Days After Start Of Work. These Work Plans Must Provide The Highest Possible Operational Efficiency Compatible With Cleaning Requirements And Energy Conservation. The Contractor Shall Maintain Monthly Quality Control (qc) Reports. Forms And/or Formats For Qc Reports Will Be Provided By The Contractor. These Must Be Approved By The Cor. The Contractor Shall Make The Qc Reports Available For Inspection By The Co Or The Cor. 5.4 Emergency Call-back Services: a. During Other Than Official Working Hours The Contractor Shall Respond, By Phone, Promptly (within 4 Hours) To Requests For Emergency Call Back Services. b. The Contractor Shall Perform Emergency Call-backs As Requested. Requests For Service Shall Be Made By The Co Or The Designated Contracting Officers Represenative By Telephone Or Other Means. 5.5 Contractor Records: a. The Contractor Shall Maintain, As A Minimum, Records As Defined Below. At The End Of The Contract, All Such Records Shall Become Property Of The Government. The Government Will Have Access To All Such Records At Any Time During The Contract Period And May Make Copies Available To Any Party At Its Discretion. b. The Records To Be Maintained And To Become Government Property Are: (1) Property Plans & Drawings (2) Contingency Plan In The Event Of Strike (work Stoppage) (3) Emergency Call Back Services Records (4) Records Of Reimbursable Services (5) Equipment/tools Inventory (6) Quality Control Plan/reports (7) Monthly Inventory Sheet Of Cleaning Supplies And Paper Product Usage (8) Quarterly Payroll Reports 20 5.6 Required Schedule Of Services: a. Clin 0001 - Base Services daily Cleaning Monday Through Friday (operating Hours 7am – 4pm) base Cleaning Services Will Be Five Days Per Week, Monday Through Friday, One Time Per Day Cleaning Using The Above Sow For Reference. b. Clin 0002 – Base Services Plus Weekends daily Cleaning Monday Through Sunday (operating Hours 7am – 4pm) services Are Required Seven Days Per Week, Monday Through Sunday, One Time Per Day Cleaning Using The Above Sow For Reference. c. Clin 0003 – Base Services Plus Weekends, Cleaning Twice A Day cleaning Monday Through Sunday (operating 24 Hours A Day) services Are Required Seven Days Per Week, Monday Through Sunday, Twice Per Day Cleaning Using The Above Sow For Reference. d. Clin 0004 – Initial Deep Cleaning For The First Week To Address Issues Due To The Long Term Closure Of The Facility (see Addendum e. Clin 1004 - Covid Enhanced Cleaning (as Needed, Priced Separately Per Instance) service Is Provided At The Request Of The Co, In Response To A Possible Exposure Or Confirmation Of A Covid-19 Positive Case. The Contractor To Provide Disinfecting Of The Entire Office Using Cdc Approved Chemicals And Procedures .