002_Performance Work Statement Cabin Cleaning 2026.docx

US Department of Agriculture (USDA)

Performance Work Statement

Contents

Project Title Olympic National Forest Cabin Cleaning Contract

General Information

1.0 General Information

1.1 Purpose: This is a non-personal services contract to provide custodial services at Olympic National Forest’s recreation cabins. The Government shall not exercise any supervision or control over the Contractor’s employees. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.2 Background: Services are to be performed for the following facilities: Louella, Interrorem and Hamma Hamma Cabin. These cabins are located on the eastern side of the Olympic National Forest.

1.2.1 Access: Sites are accessed by forest roads. Roads can include either paved or gravel roads depending on the site. Sites vary in distance from the nearest highway.

Driving distance between Louella cabin and Interrorem cabin is approximately 1 hour and 15 minutes. Driving distance between Interrorem cabin and Hamma Hamma Cabin is approximately 30 minutes. Facility descriptions are identified below in the Facility Description Table.

1.3 Description of Services: The Contractor shall provide cleaning services for recreation cabins on the Olympic National Forest. The Contractor shall provide all personnel, supplies, supervision, tools, materials, equipment, transportation and other items and non-personal services necessary to provide custodial services in accordance with this Performance Work Statement (PWS) except those items specified as Government furnished property and services. The Contractor shall perform to the standards in the contract as well as all local, state, and federal regulations.

1.4 Type of Contract: The Government will award a firm fixed price contract.

1.5 Place of Performance: Coordinates and site-specific information can be found below in the Facility Description Table. Locations are shown on attached map.

1.6 Period of Performance:

1.6.1 Government regular working hours:

The Government’s regular working hours are Monday through Friday from 0900-1700 except federal observed holidays.

1.6.2 Closures and Holidays

No work will be performed on Federal holidays without prior approval of the Contracting Officer (CO). In the event services are not provided or required because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of the Congress to appropriate funds, etc., the CO shall either:

1. Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

2. Forego the work and reduce payment to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the “per month” fixed price divided by 4 days per month and then multiplied by the number of days services were not provided. Appropriate adjustments will be made by the CO in the event services are provided for portions of days, or

3. Reschedule the work on day(s) satisfactory to both parties.

1.6.2.1 Federal Observed Holidays:

New Year’s Day MLK Jr.’s Birthday President’s Day Memorial Day Independence Day Juneteenth Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

A listing of Federal Holidays and dates can be found at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

1.6.3 Contractor Hours of Performance: Services shall be performed EVERY THURSDAY or FRIDAY for weekly and/or monthly performance-based services for all three (3) cabins schedule between the hours of 12:00 P.M. on THURSDAYS and 2:00 P.M on FRIDAY so as not to interfere with scheduled reservations for the cabins.

*Janitorial or maintenance date changes would have to be negotiated at the start of the contract and would be implemented 6 months out. This schedule should be included in the Contractor Work Plan.

1.7 Service Interruptions: If any services must be interrupted (even temporarily), the Contractor shall notify the CO, and COR at least three working days in advance. If the service interruption is due to an emergency the Contractor shall notify the CO and COR as soon as practicable.

1.8 Bio-based Materials: Contractor shall use products made from bio-based materials (e.g., bio-based cleaners, degreasers, and toilet bowl cleaners) to the maximum extent practical without jeopardizing the intended use or detracting from the overall quality delivered to the end user or potential harm to surfaces. The Contractor shall submit a list to the COR within fourteen (14) calendar days after contract award and any changes indicating the name of the manufacturer, brand name, Safety Data Sheets (SDS), and intended use of each product used in the performance of this contract in accordance with 29 CFR 1910.1200. Deliverable 01.

1.9 Conservation of Utilities: The Contractor shall instruct employees in utility conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, including but not limited to the following activities: lights shall be used only in areas where and at a time when work is being performed; heating, ventilation, and air conditioning controls shall not be adjusted by the Contractor’s employees; water faucets and valves shall be turned off after use.

1.10 Quality Control Program: The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with this PWS. The QCP document or plan must be forwarded to and accepted by the CO. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. The Contractor’s QCP is the means by which the Contractor ensures that work complies with the requirements of the contract. The QCP shall be delivered to the CO within fourteen (14) days from the date of award. After acceptance of the QCP the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to the QCP. Deliverable 02. The Contracting Officer may direct modification(s) to the contractor’s QCP to address performance issues.

1.11 Contractor Work Plan: The Contractor shall develop and maintain a work plan to ensure services are performed in accordance with this PWS. At a minimum the plan shall include the contractor’s work schedule and any planned sub-contracting. The plan shall name the cleaner and provide contact information. The work plan will be submitted to the COR within fourteen (14) days from the date of award. Deliverable 03. The Contracting Officer may direct modification(s) to the contractor’s work plan to address performance issues.

1.12 Quality Assurance: The Contractor shall comply with the quality assurance program as defined in the Performance Requirement Measures. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum Acceptable Quality Level(s) (AQL). Government surveillance of Contractor performance is not limited to the Performance Objectives as outlined in this PWS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

1.13 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and/or COR shall meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.14 Contracting Officer’s Representative (COR): A COR may be assigned to this contract to monitor all technical aspects and assist in contract administration. The COR may be authorized to perform the following functions: ensure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

1.15 Contractor Personnel: Contractor shall provide the Government with names of employees that will be performing this service. If changes to employees are made, the Government Representative shall be informed of these changes.

Only the Contractor and the Contractor’s employees are authorized to be in the building and areas surrounding the building, such as the parking lot. Children and pets are not allowed in the building or surrounding area. Exceptions must be approved by Government Representative. Any equipment in the building, such as but not limited to, radios, typewriters, computers, telephones or copy machines shall not be used by the Contractor or the Contractor’s employees.

All contracted employees must go through the identity proofing and registration process, and must have been successfully identity proofed, and have a successfully adjudicated NACI or OPM/NS BI to serve on the contract.

1.15.1 Contract Manager: The Contractor shall provide a Contract Manager and designated alternate, as applicable, who has full authority to act for the Contractor on all contract matters relating to this contract. The Contract Manager or alternate shall be available during the Government's regular working hours and shall be available on site within one hour after the Government's regular working hours. The Contractor shall submit the name and contact information of the contract manager in writing to the COR within 14 calendar days of award. Deliverable 04.

1.15.2 Conduct of Personnel: The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or if they are found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents.

1.16 Key Control: Contractor should ensure any keys provided by the government are not lost or misplaced and are not used by unauthorized personnel. The Contractor shall not duplicate keys. All keys that are provided to the Contractor will require a logged entry, signed signature, and date. Keys shall be retained in possession of the janitorial staff while performing services and returned to the COR prior to contract end date. All keys lost by Contractor’s personnel shall be reported to the COR immediately and shall be replaced at the Contractor’s expense.

1.17 Safety: Contractor personnel shall comply with all Olympic National Forest directives and policies. Report any accident within 24 hours from occurrence to the COR.

1.17.1 Fire Protection and Prevention: All sweeping compounds, dust cloths and mop treating materials, floor oils and floor treatment materials (exclusive of waxes) shall be products which are free of any spontaneous heating capability. Listings of these products as free of this capability by the Underwriters’ Laboratory Inc. or other qualified nationally recognized testing organization shall be considered as meeting these requirements. The Contractor shall not store combustible supplies including rags, paper, and other like items near possible sources of combustion such as steam pipes, high wattage lamp bulbs, and other like items.

2.0 Definitions

2.1 Acceptable Quality Level (AQL). The allowable leeway or variance from a standard before the Government will reject the specific service. An AQL does not say that the Contractor may knowingly offer defective service. It implies that the Government recognizes that defective performance sometimes happens unintentionally. As long as the percent of defective performance does not exceed the AQL, the service will not be rejected by the Government. The Contractor, however, must re-perform the defective service when possible.

2.2 Clean. “Clean” shall be defined as free of dirt, dust, odors, spots, streaks, stains, smudges, film, discoloration, litter, debris, foreign matter, and other residue or evidence of soil. Any maintenance solution or cleaning product residue that is not an air-dry product shall be removed.

2.3 Contracting Officer (CO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer. "Administrative Contracting Officer (ACO)" refers to a Contracting Officer who is administering contracts. A single Contracting Officer may be responsible for duties in any or all of these areas. In accordance with 48 CFR chapter 1, Administrative Contracting Officer does not-Require that a duty be performed at a particular office or activity; or Restrict in any way a contracting officer in the performance of any duty properly assigned.

2.4 Contractor. The term Contractor as used herein refers to both the prime Contractor and any sub-contractors. The prime Contractor shall ensure that his/her sub-contractors comply with the provisions of the contract. The term in this contract refers to the prime.

2.5 Contracting Officer’s Representative (COR). The Government employee designated by the Contracting Officer to be responsible for monitoring of Contractor performance.

2.6 Disinfect. Cleaning in order to destroy any harmful micro-organisms by application of an approved chemical agent.

2.7 Facility. An establishment, structure, or assembly of equipment designated for a specific function.

2.8 Annual. Services performed once during each 12-month period of the contract. These services are to be conducted in accordance with the specified schedule unless change is scheduled in writing.

2.8.1 Monthly. Services performed at intervals of 28 to 31 calendar days.

2.8.2 Weekly. Services performed up to 52 times during each 12-month period of the contract.

2.9 Moveable Item. Items that are fifty (50) pounds or less such as chairs, trash receptacles, and any easily movable item.

2.10 Non-Personal Services. The person rendering services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

2.11 Performance Requirements Summary (PRS). Identifies the key performance indicators of the contract that will be evaluated by the Government to ensure the Contractor meets standards.

2.12 Quality Assurance Surveillance Plan (QASP). An organized written document used for quality assurance surveillance. The document contains specific methods to perform surveillance of the Contractor for each item of the Performance Requirements Summary.

2.13 Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

2.14 Quality Control (QC). A method used by the Contractor to control the quality of goods and services provided.

2.15 Random Sampling. A method of looking at a few individual items in a lot to determine the quality of that lot against a standard.

2.16 Space. An area to receive custodial services, which may or may not be considered a room by common definition. Examples of space are definable sections of hallways, stairs, porches, and entrances.

2.17 Sub-Contractor: One that enters into a contract with a prime Contractor. The Government does not have privy of contract with the sub-contractor.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 Facility Information: Facility Description Table:

Facility Description

Hours

Louella Cabin (47.995105, -123.08486) Located off Palo Alto Road south of Sequim Square Feet: 700' + porches Floor Covering: Wood Total # of Rooms: 5 Bathrooms: 1 Kitchens: 1 Outside Area: Lawn & 2 porches 12:00 pm Thursday To 2:00 pm Friday

Interrorem Cabin (47.681334, -122.99432) Located off Duckabush Road south of Brinnon Square Feet: 400' + porches Floor Covering: Wood Total # of Rooms: 3 Restrooms: 0 Kitchens: 1 Outside Area: Small lawn + 2 porches 12:00 pm Thursday To 2:00 pm Friday

Hamma Hamma Cabin (47.59248, -123.11509) Located off Forest Service Road 25 near Eldon Square Feet: 1000' + entry Floor Covering: Wood Total # of Rooms: 7 Restrooms: 1 Kitchens: 1 small Outside Area: Lawn & covered entry 12:00 pm Thursday To 2:00 pm Friday

3.2 Technical Requirements: During each site cleaning, the contractor shall adhere to the provided Minimum Acceptable Cleaning Levels.

The intent of the regular cleanings is to maintain a livable and user enjoyable condition. The historic cabin cleaning is very similar to cleaning one’s home, with some added complexity due to remote locations. At this time, there is no water available at Interrorem Cabin. Water at Hamma Hamma Cabin is only accessible through an outdoor faucet, which is not usable when freezing temperatures are present. Water systems at Louella and Hamma Hamma may become inaccessible during the contract period; Contractor should assume it may be needed to transport water to site for cleanings. With the exception of Louella Cabin, all cabin utilities are propane, including lights, heat stove, oven and range, and refrigerator.

Any issues observed at cabin must be report any issues to agency contact as soon as possible.

3.2.1 Minimum Acceptable Cleaning Levels:

Weekly:

Cleaning:

· Kitchen/ dining area

· Sinks, kitchen countertops, tabletops, and appliances will be disinfected and clean. Fixtures, metal chrome surfaces, doorplates, doorknobs/handles, shelving, appliances and dispensers, if applicable, shall be free of dust, mold, mildew, streaks, rust, and encrustation.

· Cabin-wide surfaces

· Walls, doors, vents, and sills shall be free of dust, dirt, soap and other foreign matter. The full surface area of doors shall be damp wiped utilizing a multipurpose (disinfectant- deodorizer) cleaner.

· Floors will be swept clear of all dirt and other debris. Flooring, base molding, and walls shall be free of dirt, debris, all types of marks, and foreign matter.

· All cobwebs and dust will be removed from cabin interior.

· Entryway

· Entryway door mats are to be shaken outside of debris. Entryway exteriors will be swept clear of dirt and debris.

· Drawers, cupboards, cabinets, and closets

· Drawer, cupboard, cabinet, and closet exteriors will be disinfected and free of dust, mold, grime and other foreign matter. Drawers, cupboards, and cabinets will be inspected for rodent or insect infestation; Any signs of infestation will be cleaned and immediately reported to COR.

· Bathroom

· Toilet and bathroom sink will be sanitized and cleaned. Toilets, urinals, sinks, shower stalls, shower doors, interior, exterior, top and underneath side of seats, rims, bowls, flush valves, drains, and connecting pipes shall maintain a high level of luster, and be free of odor, dust, mold, mildew, streaks, rust and encrustations. Mirrors shall be free of dust, streaks, and other grime.

· Windows

· Windows interior surface will be clean and free of smudges. Blinds and draperies shall be dusted. Damp wipe blinds to remove all residual dust and film from blinds.

Housekeeping/groundskeeping:

· Interior

· All food or garbage left by renters inside the cabin and its spaces will be removed. Any waste receptacles shall be lined and kept free of trash, dirt, stains, and debris. All bedding left by users (pillows, blankets, sheets, etc.) will be removed. All dishes that have been left out will be cleaned and put away.

· Exterior

· All litter and other trash left in yard (including pet waste) will be removed. Porch areas will be swept and all items left on them by visitors removed.

Restocking:

· Mantles

· Mantles on propane lights will be inspected and replaced when missing or damaged. Mantles are considered damaged when holes, dark spots, or crumbling are present on mantle. All propane lights must have an undamaged mantle in place.

· Toilet Paper

· Restock Toilet Paper. Toilet paper rolls with less than 50% remaining will be replaced with new rolls, all holders will be stocked to maximum capacity. 2 additional toilet paper rolls will be stocked nearby on shelf or other enclosure.

· Hand Soap

· Liquid hand soap shall be replenished as needed to maintain an adequate supply at all times.

· Mouse Traps

· Mouse traps will be emptied and left baited. Mice must be thrown in trash, not outdoors. Non-functioning mouse traps will be replaced.

· Waste receptacles

· Liners will be replaced on any waste receptacles

Monthly:

Cleaning:

· Cabin-wide surfaces

· Interior floors shall be swept and damp mopped to ensure they are free of debris, spills, grime, grease, and scuff marks. This includes under chairs and tables.

· Windows

· Windows exterior surface will be clean and free of smudges.

· Drawers, cupboards, and cabinets

· Drawer, cupboard, and cabinet interiors will be disinfected and free of dust, mold, grime and other foreign matter.

Housekeeping/Groundskeeping:

· Interior

· ALL mattress covers will be changed and laundered. Futon cover will be laundered. Floor rugs will be vacuumed. Curtains will be laundered. Smoke alarms and carbon monoxide detectors will be inspected and left in working order. Fire extinguishers will be inspected, COR will be notified if refill is needed.

· Exterior

· Lawn will be well maintained and mowed. All vegetation will be kept brushed back at least 5 feet from any fence and cabin structure surface (excluding garden beds) Cabin’s garden beds will be kept brushed back at least 1 feet from cabin. Coals and ash will be removed from fire pit and scattered in nearby vegetation.

The contractor shall furnish the necessary personnel, supplies, and transportation to perform the services and ensure that the designated areas present a clean, orderly, and well-kept appearance.

4.0 Deliverable / Schedule

Insert Deliverables / Schedule Here

5.0 Government Furnished

5.1 Government Furnished Property:

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract:

· Keys to access cabin areas

· Lawnmower supplied at Louella and Hamma Hamma cabins ONLY.

5.2 Contractor Furnished Property:

The contractor shall provide everything-including, but not limited to, all equipment, supplies, transportation, labor, and supervision necessary to complete the project, except for that which the contract clearly states will be furnished by the Government. All Contractor supplied equipment will be safe for use in public areas and will not leak any oil or other vehicle fluids or any effluent from hoses, fittings, or tank. All equipment used by contractor will be maintained by contractor and contractor will incur all equipment maintenance costs.

6.0 Performance Requirement Measures

-All

-All

Meet the minimum acceptable quality levels listed for Housekeeping/ Groundskeeping TASK 3 – All

6.2 Performance Standard

Complaints will be substantiated by the COR for validity. Should the COR determine that the complaint is valid, the COR will inform the Contractor orally or in writing and give the Contractor additional time to correct the defect, if additional time is available.

Should the Contractor disagree with the complaint after investigation of the site, the Contractor shall notify the COR. The COR will review the matter to re-examine the validity of the complaint.

The Government will visually inspect the services for compliance prior to acceptance and issuing any payments. Inspections will consist of direct observations.

Any Government personnel or visiting public may observe unacceptable services, incomplete work, or required services not performed and they may contact the COR to communicate a complaint.

Attachments -Facility Location Map image1.png