Janitorial Service - Military - Memphis - UPDATED

State of Tennessee

Sourcing Event 13978

Statement Of Work for Custodial Services

DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, equipment, supplies, and labor necessary to ensure that custodial services are performed at 164th AW Memphis TN, Air National Guard Base located in Memphis in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. All Contractors working in performance of this contract shall be qualified to perform all tasks required for the statement of work (SOW).

PUBLIC AREA CLEANING SERVICES (WEEKLY SERVICES).

The Contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the Service Delivery Summary (SDS).

Maintain Floors. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

Waste Receptacles. All trash containers (indoor and outdoor) shall be emptied and returned to their initial location. Boxes, cans, and paper placed near a trash receptacle shall be removed. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors. Install in each trash receptacle two new liners free from foreign substance.

Clean Interior Glass/Mirrors. Clean all interior glass, including glass indoors, partitions, walls, display cases, directory boards, mirrors etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

Clean Drinking Fountains. Clean and disinfect all polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

Clean Stairways. All floor surfaces shall be cleaned in accordance with paragraph 1.1.1 Maintain Floors or 1.1.6 Vacuum Carpets, as appropriate for floor covering. Grease and grime shall be removed from stair guards, handrails and baseboards. Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide or maintain a clean, uniform appearance.

Vacuum Carpets. Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. Any spots shall be removed by carpet manufacturer's approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the government representative. Area and throw rugs are included to receive this service.

Clean Carpets. Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately.

Vacuum and Clean Floor Mats. Vacuum and clean interior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

General Spot Cleaning. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

General Dusting. Dust all horizontal/flat surfaces. Dust all horizontal surfaces and vertical objects including fire equipment and exit lights, light fixtures, windowsills, blinds, walls, air diffusers vents, air intake vents. light fixtures to provide or maintain a clean, uniform appearance.

Elevators. All floor surfaces shall be cleaned in accordance with paragraph 1.1.1 Maintain Floors or 1.1.6 Vacuum Carpets, as appropriate for floor covering. Damp wipe and dry shine metal railing on sides and back of elevator.

Elevators. Clean and polish door tracks on the cars.

Handrails. Clean and polish.

Clean Janitor Closets. Clean sink in accordance with section 1.2.1. Clean and Disinfect.

RESTROOMS/LOCKER ROOMS CLEANING SERVICES (WEEKLY SERVICES).

The Contractor shall accomplish all cleaning tasks to meet the requirements of this SOW and the Service Delivery Summary (SDS).

Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, glass, mirrors and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

Descale Showers, Toilet Bowls and Urinals. Descaling shall be performed weekly to keep areas free of scale, soap films, and other deposits. After descaling, all surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

Sweep and Mop Floor. After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath.

Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers do not run out. Supplies shall be stored in designated areas.

BREAKROOM CLEANING SERVICES WEEKLY SERVICES. The Contractor shall

accomplish all cleaning tasks to meet the requirements of this SOW and the Service Delivery Summary (SDS).

Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, counter tops and tables using a germicidal detergent. After cleaning, all areas will be free of deposits, dirt, streaks, and odors.

DETAILED HARD SURFACE FLOOR CLEANING

Strip, Scrub, Seal, and Wax Floors. Strip, scrub, seal, and wax floors as necessary to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuff marks, heel marks, wax build-up, and other stains and discoloration.

WINDOW CLEANING

Clean Interior Windows. Clean all glass surfaces from all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass.

Clean Exterior Windows. Windows are the glass surfaces that are an integral part of the outer wall of the building. Window screens shall be removed, cleaned, and replaced as needed. After window has been cleaned, exterior frames, casings, sills, and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter.

DETAILED CARPET CLEANING

Clean/Shampoo Carpets. All carpets shall be cleaned in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location. The Contractor shall shampoo carpet in each facility as needed per the quoted price. The Contractor shall coordinate with the facility managers to determine when the shampooing will be accomplished.

SERVICE DELIVERY SUMMARY ("SDS"). The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

6.. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government shall

provide, without cost, the facilities, equipment, materials and/or services listed below:

Use of Janitors closets within each facility.

All utilities required to support the assigned area.

All refuse removal, entomology services and police and fire protection.

The Contractor shall maintain this space to the same standards as similar area as occupied by the Government and use space only in connection with performance under this contract. The Contractor shall not make any alterations to the space except with the prior written permission of the State Contracting Representative. Any approved Contractor required alterations shall be made at no additional cost to the Government. The Contractor, at his/her own expense shall restore the space to the condition in which it was received, fair wear and tear expected, at the time of contract completion or termination, except as otherwise approved in writing by the State Contracting Representative. In the case of damaged facilities, the amount of compensation due to the Government by the Contractor shall be the actual cost of the repair.

The Contractor shall notify the Government of any circumstances of needed repair of assigned space or of any area that may affect performance of contract work, present unsafe or unhealthy condition, or cause any delays or interference of work by employees of the Contractor. Such notification shall be made immediately by the Contractor to the State Contracting Representative ("SCR").

Some buildings have janitors' closets wherein there may be room to store cleaning supplies and equipment.

Except for those items or services specifically stated above, the Contractor shall furnish everything required to perform this statement of work.

GENERAL INFORMATION.

Quality Control. The Contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the Contractor shall develop quality control procedures addressing the areas identified in section 2. SERVICE DELIVERY SUMMARY. The Contractor's quality control program will be a written submission and will be included as part of the overall bid submission.

Quality Assurance. The government will periodically evaluate the Contractor's performance in accordance with the Quality Assurance Surveillance Plan in meeting the requirements outlined in section 1. DESCRIPTION OF SERVICES.

7.3 Hours of Operation. The Contractor shall maintain customer service hours Monday through Friday 7:00 a.m. to 3:30 p.m. Except on Federal Holidays.

7.4 Contractor's Personnel. Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing clothing bearing the name of the company or by wearing an appropriate badge containing the company name and employee name. The military uniform, or any part thereof, may not be worn by Contractor's employees while performing work under this contract. All employees shall be fully attired.

Security Requirements. The 164th SFS, Security Forces, requires all contract personnel to satisfactory pass the base given, detailed, security background check to obtain a security issued ID card. Contractor will submit the provided Contractor's Badge Worksheet for all employees to work and gain entry to the installation. Those that do not satisfactorily pass the test will not be allowed, access on the base. All contract vehicles are inspected before accessing the base. All contract personnel driving on base are required to possess a valid driver's license with valid vehicle registration and insurance. Contract personnel are required to show this information to base security personnel when requested to do so. Failure to meet these guidelines will result in denial of base access resulting in loss of security issued ID card and denial of base access. All contract vehicles are inspected before accessing the base.

Physical Security. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

Key Control. The Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control.

Service Schedules. The Contractor shall develop and maintain a service schedule for each building listed in the square footage document. The service schedule should indicate the days of the week, task, and frequency of service to be performed. The service schedule shall be submitted as part of the initial bid proposal before contract award. The Contractor shall coordinate with the SCR to agree upon a day and time that cleaning shall be done, that is convenient both to the Contractor and the occupants of the building. Contractor shall provide written notification to the SCR informing him/her of the day cleaning will be accomplished in their building. The SCR will be advised of changes as they occur. The Contractor shall comply with the submitted schedule as approved by the State Contracting Representative.

Revised service schedules shall be submitted two weeks prior to the end of the month, and the new schedule shall begin no sooner than the beginning of the month following submittal.

Workload Estimate. The Government's estimate of square footage represents the Government's best estimate of the actual square footage of designated areas. The Contractor shall notify the SCR in writing when actual conditions or actual measurements differ from those provided by the government. If the Contractor does not inform the SCR of differing conditions, the government shall not be responsible for any additional cost that may be incurred by the Contractor. The Contractor shall also notify the SCR if a facility undergoes renovations, which prevents the Contractor from performing cleaning duties.

Environmental. All proposed chemicals for usage during the contract shall first be approved by the base Environmental, Safety, and Occupational Health Management Information System (ESOH MIS), and Hazardous Materials Management (HMMP) Team. The Contractor will provide the SCR with a list of all proposed chemicals for approval. If the Contractor plans on storing chemicals on base, the base ESOH MIS HMMP Team needs to approve the location, and record the quantities.

Performance of services during crisis declared by the national command authority: IAW DoDI 3020.37 (Continuation of Essential DOD Contractor Services during a Crisis), and aforementioned Air Force implementation, unless otherwise directed by an authorized Government representative, it is determined that services to any contingency areas identified by the State Contracting Representative are essential for performance during a crisis.

Continuing Spending Resolution (CSR). Explanation of how CSR could affect services and payment during this time. This contract will be subject to the availability of State and Federal funds. A Federal Continuing Spending Resolution could result in a lack of funding, delaying or pausing the requests for work under the contract

Grounds for non-payment or Contract Termination. If the Contractor fails to preform to the requirements of this Statement of Work will be grounds for non-payment and possible contract termination due to unsatisfactory service to the government. If contract personnel lose access to the base the Contractor is still responsible for this contract and failure to honor, it as a result of contract personnel loosing base access is ground for contract termination. If the Contractor fails to honor the contract, for any reason then contract termination will occur due to unsatisfactory service to the government.

See State of Tennessee Special Terms and Conditions Section #20, Termination for Convenience and Section 21, Termination for Cause.