(02) SOW.pdf

Mena Ranger District Janitorial Services SOW and PWS Page 1 of 6

Statement of Work

1.0 SERVICE HOURS/LOCATIONS

Janitorial Services for the Mena Ranger District are to be performed after Business hours: After 6:00 PM, Mon-Fri; or any time Saturday and/or Sunday

2 Service building locations: Location 1: Mena District Office – 1603 Highway 71 N, Mena, AR 71953 Location 2: Mena Work Center – 606 Hornbeck, Mena, AR 71953

2.0 SERVICE TASKS DESCRIPTION/STANDARDS/TASK FREQUENCY

The Forest Service will provide the following: N/A The following list of Tasks are the minimum Acceptable Cleaning Standards and their Task Frequency

Location 1: Mena District Office (2 Line-items/14 Tasks) / Service Area = approx. 5,522 square feet

Line-Item 0001 - Frequency is 4 times per month (Services are performed every 6-8 days)

1. Sweep, mop and/or vacuum carpeted, hardwood and linoleum floors.

2. Sweep and mop restrooms floors.

3. Thoroughly clean and restock all restrooms.

4. Kitchen Area: Clean countertop, sink, microwave, tables, and outside of refrigerator.

5. Collect all trash and place in location designated by COR (with exception of recyclables)

6. Sweep all debris from front and back porches.

7. Dust all surfaces, blinds, and windowsills.

8. Dust chair rails in hallways.

9. General spot cleaning.

10. Clean all surfaces in front reception area and clean interior windows and door.

11. Wipe down water fountains.

12. Dust high areas, vents, etc. (cobweb removal)

13. Clean and disinfect restrooms (sinks, toilets, counter tops, mirrors)

14. Change out air filters and light bulbs as needed.

Line-Item 0002 - Frequency is 4 times per year (Services are performed every 3-4 months)

1. Clean all windows inside and out

Location 2: Mena Work Center (2 Line-item/10 Tasks) / Service Area = approx. 3,600 square feet

Line-Item 0003 - Frequency is 4 times per month (Services are performed every 6-8 days)

1. Sweep, mop and/or vacuum carpeted, hardwood and linoleum floors.

2. Sweep and mop restroom

3. Thoroughly clean and restock all restrooms.

4. Collect all trash and place in location designated by COR (with exception of recyclables)

5. Dust all surfaces, blinds, and windowsills.

6. General spot cleaning.

7. Wipe down water fountains.

8. Dust high areas, vents, etc. (cobweb removal)

9. Clean and disinfect restrooms (sinks, toilets, counter tops, mirrors)

10. Change out air filters and light bulbs as needed.

Line-Item 0004 - Frequency is 4 times per year (Services are performed every 3-4 months)

1. Clean all windows inside and out

3.0 INVOICING

Invoices will be submitted to IPP.gov on a monthly basis for all applicable line-items within 30 days of completed services. The Awardee will need to be coordinate submitting their invoices with the COR/IPP approvers. These POCs will

Mena Ranger District Janitorial Services SOW and PWS Page 2 of 6 be designated at the time of Award. Finally, all invoices must include the services dates, and the line-items that they are submitting the invoices for in order for them to be approved.

4.0 CONTRACTOR REQUIREMENTS

The Contractor shall furnish all labor, materials, tools, equipment, transportation, permits, insurance, and supervision to ensure that custodial services are performed at an acceptable level.

4.1 All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. The contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied or, as might be the case for such items as paper or soap products, unsatisfactory for use by occupants. For example, watered-down liquid hand soap would not be acceptable and would be required to be replaced.

4.2 The contractor shall utilize products and material made from bio-based materials (e.g., bio-based cleaners) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. For the biobased content products evaluation, all non-chemical proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Bio-based Products List (DBPL) whenever practicable.

Contractors should provide data for their bio-based solvents and cleaners to document bio-based content, and source of bio-based material (i.e. particular crop or livestock). Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor's expense by an independent testing laboratory qualified to perform such tests.

4.3 Bio-based Products to be provided by the Contractor.

The following is a list of products to be provided by the Contractor: The following is a list of products that may be required for custodial purposes. Each product submitted must be identified with one of these categories. The contractor will use cleaners that are from the USDA Bio-Based Products List and provide the cleaner list with a corresponding SDS at the beginning of each contract year. The Contractor will provide the cleaner listing and SDS via email to the COR and the CO before the start of each contract year. Labeling will be printed on all containers.

1. All-purpose cleaner 1. Tile floor cleaner 9. Brass polish/cleaner

2. Disinfectant sanitizer 2. Toilet bowl cleaner 10. Glass cleaner

3. Bathroom cleaner 3. Heavy duty cleaner 11. Lime scale remover

4. Chrome polish/cleaner 4. Spot and stain remover 12. Stainless steel polish

5.0 PERFORMANCE REQUIREMENTS SUMMARY:

Performance threshold standards are described in the Quality Assurance Plans for daily, weekly, monthly, semi-annually, and yearly.

5.1 Customer 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 and in writing and give the Contractor additional time to correct the defect if additional time is available. The COR will determine how much time is available.

5.2 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. If it determined that Contractor has not corrected the deficiency satisfactorily, the COR must report the incident to the Contracting Officer in writing within 3 business days of re-examining the complaint.

5.3 The Contracting Officer will contact the Contractor after receipt of the COR written findings that work was not in compliance after a reinspection within 3 business days to ensure that the Contractor understand what needs to be done to mitigate complaints and/or adhere to minimum acceptable cleaning standards.

6.0 QUALITY CONTROL

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6.1 CONTRACTOR QUALITY CONTROL

6.1.1 The Contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices, which may include service checklists or reports. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

6.1.2 As a minimum the Contractor shall develop quality control procedures addressing the areas identified in the SDS.

6.1.3 The Contractor will complete the Service Checklist (Appendix A) each workday and will provide a copy to the COR for review.

6.2 GOVERNMENT QUALITY ASSURANCE / INSPECTION / ACCEPTANCE

6.2.1 The COR will perform 2 Monthly inspections to evaluate the quality of work being performed.

6.2.2 At any time when work is performed and is not in compliance with specifications, the Contractor will be informed and required to correct the deficiencies. Acceptance of work will be determined by inspection of the entire job and will be based on adherences to the specifications. The COR will record the results of these inspections on a Quality Assurance Checklist, see Appendix A. The COR must report the incident to the Contracting Officer in writing and within 3 business days of re-examining the complaint.

6.2.3 The Contracting Officer will contact the Contractor after receipt of the COR’s written finding that work was not in compliance after a reinspection within 3 business days to ensure that the Contractor understand what needs to be done to adhere to minimum acceptable cleaning standards.

6.2.4 If any service is documented to have been non-conforming after repeated instruction by the COR to make corrections, that service when invoice may be rejected providing there is documentation on file. Additionally, if any service is missed for whatever reason, and still invoiced as if it were in fact completed, that invoice will be rejected by the

COR/CO.

6.3 GOVERNMENT REMEDIES

6.3.1 After more than one failure to comply with the standards, the Contracting Officer may issue a cure notice to notify the contractor that they must comply with the standards detailed within this SOW to correct repeat issues IAW FAR

49.607 Delinquency notices.

6.3.2 The Contracting Officer may choose to terminate the contract for repeated unsatisfactory contractor’s performance by using FAR 52.249-1 Termination for Convenience of the Government (Fixed-Price) (Short Form) (Apr 1984) or FAR 52.249-8 Default (Fixed-Price Supply and Service) (Apr 1984) depending on the circumstances.

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Mena Ranger District Office (Location 1) and Work Center (Location 2) – Site Map

Mena Ranger District Office Layout

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Mena Work Center Layout (admin building only)

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SECTION 1.0 STATEMENT OF WORK (SOW)

1.1 GENERAL

For purposes of simplicity, the Contracting Officer and Contracting Officer’s Representative will hereafter be referred to as the CO and COR, respectively.

1.2 SCOPE OF WORK

The contractor shall furnish all labor, transportation, supervision necessary to complete the work. The contractor shall at all times provide adequate supervision of employees, ensuring all work is accomplished in accordance with the terms and conditions of the contract in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. Careless performance of work will not be tolerated.

1.3 LOCATION

The location of the services to be provided is in Polk County, at the Mena Ranger District office, 1603 Highway 71 N, Mena, AR 71953 at a total of 5,522 square feet, and the Mena Work Center, located on 606 Hornbeck, Mena, AR 71953 at a total of 3,600 square feet.

1.4 CONTRACT EFFORT REQUIRED

The determination of the total productive man-hour requirements for the performance of all services herein specified is the sole responsibility of the contractor. Nothing in this provision should be construed as being contrary to contractor responsibility.

1.5 HOURS OF OPERATION

Normal duty hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding federal holidays. Offices will be closed on federal holidays. Offices may be closed for other reasons, such as inclement weather and no janitorial services will be performed if offices are closed because of a holiday or other reasons. If a scheduled workday falls on a federal holiday or a day that the office is closed, janitorial services are to be performed either the first duty day before or the first duty day after the closure. In no event will a scheduled cleaning be cancelled. The contractor shall notify the COR of when make-up services will be performed.

Custodial services for both buildings shall be performed any weekday after 6:00 p.m. or on weekends any time. The Forest Service reserves the right to delay the cleaning in the case of an emergency. In this event, the cleaning shall be done as soon as possible.

It is the Contractor’s responsibility to notify the COR or the CO of their inability to perform duties on any particular day. Inability to perform should not be a recurring situation or it could result in grounds for termination for default.

1.6 SECURITY AND PROTECTION OF EQUIPMENT

Only the Contractor and the contractor’s employees shall be permitted in the building. For example, minor children of the Contractor or the Contractor’s employees shall not be permitted in the building during work performance. Upon exiting the facility, contractor shall ensure the physical security of the building.

Telephones in the building may be used in case of emergencies only.

Care shall be taken not to damage any equipment located in the building. Repair of any damage which occurs as a result of the contractor’s cleaning operation shall be the contractor’s responsibility.

1.7 SCHEDULES

The contractor shall adhere to the cleaning schedule as stated previously in this document.

1.8 SUPERVISION, APPEARANCE AND CONDUCT OF CONTRACTOR AND CONTRACTOR’S EMPLOYEES

PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES FOR MENA RANGER DISTRICT OFFICE AND WORK CENTER

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The contractor shall personally, or through a competent foreman, supervise the work of his/her employees to ensure that the provisions of these specifications and the terms and conditions of this contract are being carried out. No government employees are authorized to exercise either direct or indirect supervision over, or provide direction to, the contractor’s employees.

The contractor and the contractor’s employees shall conduct themselves in a manner so as not to disrupt the office and the work being conducted therein. Any situations that develop that disrupt office work will be brought to the attention of the contractor and the contractor shall remedy the situation.

1.9 SAFETY HEALTH ALERT

The contractor must comply with the applicable Occupational Safety and Health Administration (OSHA) Standards specified under 29 CFR Part 1910 and other Federal, State, and local regulations for the purpose of providing safety precautions to all of his employees who are subject to occupational exposure to potentially infectious blood, body fluids and/or materials as a result of the custodial work performed under this contract.

The contractor is responsible for providing the necessary training and education to his employees affected by the OSHA standards and ensuring safe and sanitary work conditions for his employees. The contractor is also responsible for providing, at no cost to his employees, appropriate personal protective equipment such as, but not limited to, gloves, masks, and eye protection (reference section 1910.1030, Bloodborne Pathogens). Personal Protective Equipment is specialized clothing or equipment worn by an employee for protection against a hazard. General work clothes, (e.g., uniforms, pants, shirts, or blouses) not intended to function as protection against a hazard, are not considered to be personal protective equipment.

Occupational exposure means reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potential infectious body fluids that may result from the performance of an employee’s duty.

1.10 CONTRACTOR QUALITY CONTROL PLAN (QCP)

The contractor shall develop and maintain a quality control plan to ensure janitorial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-occurrences of defective services. The contractor shall develop quality assurance control procedures addressing the areas identified in the Performance Task Section below.

An inspection plan tailored to the specific cleaning tasks required shall be developed. The inspection plan will detail how services at the work site will be inspected to ensure that the outcome of the work meets all the quality standards of the PWS.

The contractor shall develop a monitoring plan to identify any deficiencies of work output in relation to the performance standards in this contract, methods of informing employees of deficiencies in their area of responsibility, and a process to ensure that the deficiencies are corrected and do not recur.

The contractor shall maintain a file of all inspections conducted and any corrective actions taken.

The QCP must be kept current at all times. The system must reflect all contract modifications, changes to the building(s), and physical updates to reflect those changes. A copy of the revised QCP shall be provided to the COR within 10 days of the changes.

The Contractor shall review the QCP with the COR and the Contractor’s employees once within 30 days of the Award and each Option Year renewal, so parties have agreement and understanding of what performance is expected under this contract.

The Contractor shall provide the CO and the COR with a copy of the most current QCP and updates.

Writing and monitoring the QCP is the responsibility of the Contractor. The Government will review the plan and related documents, but neither approves nor disapproves the plan. The Governments’ interest in the plan is to ensure that the outcome and results of the work being accomplished meets all requirements in this contract. However, the Government must review and accept the QCP or return until acceptable.

1.11 CONTRACTOR’S EMERGENCY PLAN (CEP)

The government’s Occupant Emergency Plan (OEP) is used by the COR during building emergencies. Designated contractor personnel, including the on-site supervisors, shall be thoroughly familiar with the government’s OEP and shall be trained by the contractor to fully understand their responsibilities.

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The contractor shall be required to perform the services required by the contract as identified by the COR to the extent allowed during all emergency situations, including but not limited to fires, strikes, civil disturbances, natural disasters, and utility service outages.

The CEP shall be submitted to the COR not later than five days after award and updated annually. The CEP shall include, at a minimum, the contractor’s communication procedures to be used in providing communication to the COR during emergencies.

1.12 CUSTODIAL/JANITORIAL DEFINITIONS

A. RESTROOMS: All public and private restrooms, shower rooms and janitorial closets.

B. SURFACES: Walls, ceilings, windowsills and frames, chair rails, blinds, doors and door frames, light fixtures, radiators, vents, grills, office furniture and office equipment.

C. FIXTURES: Toilets, urinals, lavatories, sinks, drinking fountains, and mop sinks.

D. DISPENSERS: Paper towel, toilet paper, and soap.

E. GLASS SURFACES (BOTH SIDES): All glass doors and glass surrounding doors, windows, display cases, signs, etc.

F. WASTE CONTIANERS: Wastebaskets and trash cans.

G. CARPETED FLOORS: Wall to wall carpeting, room-size rugs and area rugs.

H. BARE FLOORS: Ceramic, wood, linoleum, or any other non-carpeted areas.

1.13 QUALITY ASSURANCE

The government will periodically evaluate the contractor’s performance in accordance with the attached Quality Assurance Surveillance Plan (QASP).

PERFORMANCE TASKS

SECTION 1.1A.10 BASIC CLEANING SERVICES

1.1A.11 Cleaning Services: The contractor shall accomplish all necessary cleaning tasks each day that work is performed (unless otherwise specified) to meet the requirements of this PWS. Perform basic cleaning services in such a way that when the contractor personnel enter the room, they shall not vacate the room until all custodial tasks for that room are complete. Dust offices including furniture, windowsills, chair rails, ledges, door jams and all other surfaces weekly with a treated dust cloth. Contractor does not dust or clean computer equipment. Personal articles, papers, or plants shall not be moved in order to dust. Contractor should dust around them. The contractor personnel shall remove all cleaning supplies, equipment and turn off the lights before vacating the room.

1.1A.12 Maintain Tiled and Linoleum Floors: All floors shall be swept, dust mopped, damp mopped and wet mopped as needed.

The floors shall be free from dirt, debris, dust, scuffmarks, heel marks, stains, discoloration, and other foreign matter. The baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, and trash receptacles. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall return to their original position.

1.1A.13 Vacuum Carpets & Floor Mats: Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. All spots shall be removed by carpet manufacturer’s approved methods as soon as possible.

The contractor shall vacuum and clean interior and exterior floor mats (regardless of type). 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 original location.

1.1A.14 Remove Trash: All trash to include large trash bags and identified boxes shall be collected and removed to a location designated by the COR. All trash containers shall be returned to their original location. Any soiled or torn plastic trash receptacle liners shall be replaced. Trash containers shall be left clean, free of foreign matter, and free of odors.

1.1A.15 General Spot Cleaning: Perform spot cleaning on a continual basis. 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.

1.1A.16 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 soil.

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1.1A.17 Clean Interior Glass/Mirrors: Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards and any other items composed of glass. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

1.1A.18 Dusting and Removal of Cobwebs (As needed): Dust empty areas, hallways, display cabinets, tops of partitions and file cabinets and doorways as needed. Remove all cobwebs around windows, ceilings, and baseboards.

SECTION 1.1A.20 RESTROOM CLEANING SERVICES

1.1A.21 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, and other such surfaces, using a germicidal detergent. Clean all furniture to include chairs, tables and any other items placed in the restroom. After cleaning, receptacles shall be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

1.1A.22 Sweep, Mop & Wax 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, or any other foreign matter. 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 moved to sweep and damp mop underneath. Floors shall be scrubbed and waxed as necessary to maintain sanitary conditions and a clean, uniform appearance.

1.1A.23 De-scale Sinks and Toilet Fixtures: De-scaling shall be performed as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

1.1A.24 Trash Cans: Empty trash cans and replace liners. The trash cans shall be washed and disinfected as needed.

1.1A.25 Stock Restroom Supplies: The contractor shall ensure restrooms are stocked sufficiently so that supplies, including soap, do not run out. Supplies shall be stored in designated areas. Two rolls of toilet paper are required to be available at all times for each toilet. Paper towel dispensers shall be filled at all times.

SECTION 1.1A.30 BREAK ROOM/CONFERENCE ROOM CLEANING SERVICES

1.1A.31 Floors: Floors shall be vacuumed.

1.1A.32 Trash Cans: Empty trash cans and replace liners. The trash cans shall be washed and disinfected as needed.

1.1A.33 Paper Towel Dispenser: The paper towel dispenser shall be filled each service as needed.

1.1A.34 Kitchen Area: Clean countertop, sink, microwave, tables, and outside of refrigerator

SECTION 1.1A.40 PERIODIC SERVICES

1.1A.41 Trash containers: Trash cans shall be washed and disinfected as required.

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SECTION 2.0 QUALITY OF WORK PERFORMANCE

Describes the minimum acceptable levels of service required for each task as referenced.

Performance Work Statement Task Section Performance Thresholds Basic Cleaning Services

1.1A.10

No more than three periodic inspection defects or 2 validated customer complaints per month

Restroom Cleaning Services 1.1A.20

No more than two periodic inspection defects or 2

Lunchroom Cleaning Services 1.1A.30

No more than two periodic inspection defects or 2

Periodic Cleaning Services 1.1A.40 No more than one periodic inspection defect or 2 validated customer complaints per month

Scheduling 1.7 Schedules are followed and updated as required.

Major deficiencies may result in termination.

Contractors Quality Control Plan 1.10 Checklists are completed. Contractor has properly documented inspections, deficiencies, and corrective actions. Contractor has complied with all aspects of their Quality Control Plan. Major deficiencies may result in termination.

SECTION 3.0 GOVERNMENT-FURNISHED PROPERTY

The Government shall not provide any cleaning supplies.

SECTION 4.0 SECURING THE FACILITY

The contractor shall be responsible if unauthorized entry into the building is gained by the use of the keys issued to the contractor.

Keys shall be returned to the COR prior to final payment.

This solicitation will be awarded as a Purchase Order to one vendor as a Base Year + 4 Option Years. Each Option Year is not guaranteed and will be subject to: (1) funds availability and (2) sustained satisfactory contractor performance. Option Years will be exercised near the end of each Period of Performance.