02_SPECIFICATIONS_INYO_JANITORIAL.pdf

Solicitation 127EAS22Q0046

Inyo National Forest South Zone Trailhead Janitorial

Specifications

Any prospective contractor desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing from the Contracting Officer soon enough to allow a reply to reach all prospective contractors before the solicitation closing date. Oral explanations or instructions given before the award of a contract will not be binding.

SECTION C. DESCRIPTION/ SPECIFICATIONS/ STATEMENT OF WORK

C.1 Scope of Work

Description of Work: This contract provides for Janitorial services-toilet cleaning and trash removal to be performed on recreation facilities located on the Inyo National Forest. 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.

The contractor shall furnish a work schedule to show approximately what time of day each of the recreation areas would be cleaned. The work schedule shall be given to the Contracting Officer Representative.

Contractor Responsibility: 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.

Restrictions on Work:

A. Work cannot start before 7 A.M. and must finish by 4 P.M.

B. Dates of service are limited to dates on Schedule B (Attachment 1).

C. In accordance with the fire plan D. When the Contracting Officer (or designated representative) determines that adverse weather has made access too dangerous of that continued vehicular travel would cause unacceptable road damage.

NOTE: The government assumes no responsibilities for any conclusions for interpretations made by the Contractor based on information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of a contract based on this solicitation, unless that understanding or representation in expressly stated in the contract.

C.2 Project Location & Description

Location: Service locations are near CA Highway 395 between Mammoth, CA and Lone Pine, CA. Several locations are remote, see attached maps.

Map 1 Shows location of toilet units in the White Mountain Road area.

Map 2 Shows location of additional toilet units in the White Mountain Road area.

Map 3 Shows location of toilet units in Big Pine, Rock and McGee Creek areas.

Map 4 Shows location of toilet units in Big Pine Creek.

Map 5 Shows location of toilet units in the Rock Creek and McGee Creek areas.

Map 6 Shows location of toilet units in the Onion Valley area.

Map 7 Shows location of toilet units in the Whitney Portal area.

Maps showing the general vicinity and/or specific work areas are attached. Maps are general in nature and are not to be considered as definitively identifying locations.

C.3 Estimated Start Date & Contract Time

Estimated Start: July 1, 2022

1. Orders will be issued by FAX to the Contractor's office.

2. The Contractor will provide date and time when work will start

3. The Contractor will meet a government inspector at a specified location and time.

4. All invoices must be submitted through IPP (Invoice Processing Platform) at www.ipp.gov

5. Work under this contract shall be performed between the hours of 7:00a.m. and 6:00 p.m.

6. Toilets shall be serviced within 5 calendar days following request.

7. Services shall be performed as directed by the Contracting Officer's Representative as needed.

C.5 Licenses and Insurance

Worker’s Compensation Insurance: The Contractor shall provide evidence of Worker’s Compensation Insurance or a valid reason that exempts the Contractor from the requirement. NOTE: The Contractor working alone is not required to carry the insurance.

If the contractor fails to provide the documentation within 10 calendar days after contract time begins, the contract may be terminated for cause in accordance with FAR 52.212-4.

C.6 Technical Requirements

This is a performance-based contract that expresses the Government’s requirements in the form of minimum quality standards to be met.

The Contractor must determine the optimal work schedule, resource allocations, and performance methods to achieve a work product that meets the standards set forth in the attached Statement of Work.

Contractor is responsible for proper disposal of garbage off site of National Forest lands.

Contractor must meet all state and local requirements for garbage removal and disposal services, including but not limited to state, local and federal requirements for recycling throughout contract period.

C.6-1 Contractor-Furnished Equipment and Supplies

Unless otherwise specified herein, the Contractor shall furnish all supplies, materials, and equipment necessary for the performance of work under this contract. All supplies and materials shall be of a type and quality that conform to applicable State and Federal specifications and standards and, to the highest extent feasible and reasonable, include the exclusive use of bio based products. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the COR.

The Contractor shall submit with their quote a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials proposed for use in the performance of its work.

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.

Items furnished by the Contractor will include, but are not limited to the following:

A. Vehicle large enough to carry supplies, equipment and adequate supply of water B. Brooms C. Mops - string type

C.4 Workdays and Hours of Work

D. Sponges E. Rags F. Buckets G. Cleanser (Bio-Based product) H. Detergent/disinfectant (Bio-Based Product) I. Toilet brushes J. Plastic trash can liners (Containing at least 25% recycled post-consumer content) K. Toilet Paper

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. The Contractor will place hazard cones when working in the toilets and impeding vehicular traffic.

C.6-1-1 Bio Based Requirements

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

The following is a list of products USDA requires to be bio based for custodial purposes. Each product submitted for use under this contract must be identified with one of these categories. Labeling should be printed on all containers.

All-purpose cleaner Degreaser/cleaner Heavy duty cleaner Deodorizer Carpet shampoo Floor finish Floor finish restorer Grout sealer Disinfectant sanitizer Floor sealer Neutral cleaner (liquid) Gum Remover Extraction fluid Furniture polish Bathroom cleaner Floor stripper Glass cleaner Stainless steel polish Brass polish/cleaner Toilet Paper Toilet bowl cleaner Toilet seat covers Chrome polish/cleaner Cream cleaner White board cleaner Laundry detergent Liquid Hand Soap Paper Towels Wood floor cleaner Solvent spotter Toilet urinal deodorant cakes Spot and stain remover Lime and scale remover (tub and tile cleaner)

Trash bags must contain at least 25% recycled post-consumer content and be biodegradable material.

C.6-2 Government-Furnished Equipment

None

C.6-3 Cleaning Services

A. Cleaning toilets - stainless steel or plastic toilet riser interiors shall be cleaned with a toilet brush and appropriate cleanser. Toilet exteriors shall be cleaned with a toilet brush and appropriate cleanser.

Toilet exteriors shall be cleaned using a detergent/disinfectant /odor eliminator. Excess solution and cleanser residue shall be wiped dry from seats and risers.

B. Cleaning Walls - All interior and exterior walls shall be wiped clean of dirt, debris and writings. Spider webs and debris on ceilings and porch roof beams shall be removed whenever present.

C. Cleaning floors - All floors and entry walk shall be kept clean of dirt, debris, writing stains, and heel marks. Sweep and mop the floors with a clean chemical solution of disinfectant and bleach. The debris obtained from the floor shall be deposited in a trash container or hauled off by the Contractor. Excess water/solution shall be removed from floors and exterior entry walk.

D. Cleaning Doors - Doors shall be cleaned inside and out, of any dirt, debris, or writing. Doors shall not be propped open with rocks. Metal door stops with rubber tips or other approved devices may be used.

E. Trash Containers - Trash from the plastic bags inside the trash containers located outside/inside the toilet room shall be emptied every service day and disposed of off-site. Plastic bags shall be replaced every service day.

F. Toilet Paper - Check all toilet paper holders every service day to ensure that each roller has at least 1/4 roll on it and will move freely. No extra toilet paper rolls shall be left. All glued ends of new toilet paper rolls shall be loosened prior to installing in dispensers. Leave no loose ends showing from top of dispenser.

G. Garbage Removal - Trash from the plastic bags inside the trash containers located in the Trailhead parking lots shall be emptied every service day and disposed of offsite. Plastic bags shall be replaced every service day. (Schedule of Items 4B & 5B)

H. Trash Pickup - All trash and debris within a radius of ten feet of the toilet unit shall be picked up and deposited in the metal trash container located in the parking lot/recreation area or hauled off by the contractor. Trash and debris include, but are not limited to, bottles paper bags, bottle caps, or tabs, or other foreign matter more than one inch in diameter.

C.6-4 Notification of Damage to Toilets

The contractor shall notify the Contracting Officer Representative of any leaks, damage or breakage to any of the units being serviced. Notification shall be given as soon as possible and in no cases longer than 12 hours after discovery so that repair arrangements can be made. If damage poses a hazardous or unsafe condition, the Contractor shall lock the unit.

C.6-5 Contractor's Vehicle

The Contractor's vehicle shall be pulled off the road enough to allow traffic to pass. Parking spaces shall not be used by the contractor nor his equipment. Maximum speed limit in parking lots/recreation areas is TEN (10) miles per hour and is to be observed by the Contractor and his employees. See Fire plan for additional requirements.

C.6-6 Government Quality Assurance Plan

1. Removal of all materials including human waste, trash, and debris.

2. Toilet building floors shall be cleaned of all spilled material using a ten percent disinfectant approved by the Government. Floors and surrounding areas shall be free of standing water.

3. Ceilings and other surfaces are free of cobwebs.

4. Toilet risers, seats and lids shall be free of spilled materials and deposits. Toilet, riser, seats shall be Cleaned using disinfecting solution approved by the government.

5. Walls shall be cleaned by hand (pressure washer is not to be used) as needed to remove deposits.

6. Trucks shall not be rinsed or cleaned on National Forest land.

7. Should any release of septic material occur, the contractor is responsible for immediately notifying the contracting officer's representative and the contracting officer. Should any release of septic materials of 5 gallons occur, it is the contractors' responsibility to immediately contact the appropriate Hazardous Materials officials for remediation and immediately contact Owens Valley Interagency Dispatch (760) 873-2488, for required actions.

8. Complete the field operations invoice stating how many gallons and trash bags were removed from the corresponding location.

Also see USDA "Cleaning Recreation sites" manual #2300 - Recreation, December 1995, 9523 1206-

SDTDC.

SECTION E. INSPECTIONS AND ACCEPTANCE

E.1 Government Inspections

Government inspections are for the purpose of satisfying the Government that the services are acceptable and do not relieve the Contractor of the responsibility for maintaining quality control.

Visual inspections will be made on a periodic basis by the Contracting Officer's Representative or designated inspectors. Such inspections do not constitute acceptance by the Government.

E.2 Specific Inspection Procedures

The contractor’s performance will be evaluated based upon the Required Results for each task listed in the statement of work. Methods and documentation may include written inspections or COR daily diaries with accompanying photos when deemed necessary, customer surveys, and/or records of customer complaints such as emails.

E.3 Determination of Acceptability and Payment Deductions

Work on this contract will be deemed acceptable when the Government’s visual inspections show acceptable performance.

Payment will be made for fully acceptable work at the prices bid in the schedule of items. Payment will be made monthly upon receipt of a proper invoice in the IPP system (see Section G.3-1).

E.3-1 Performance Thresholds for Acceptability of Work

All services are performed to Required Results performance measures outlined in the tables in Section C, and no more than five customer complaints are received and substantiated by the COR per month.

Major deficiencies, such as tasks not done at all, more than 30% of tasks are of unacceptable quality, or repeat occurrences (3 or more times) of the same issues, will trigger the deduction schedule as if the customer complaint threshold had been reached.

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 and give the Contractor reasonable time to correct the defect, if it is possible to do so without disrupting government operations at the affected site. The COR will determine how much time is reasonable based on the individual situation.

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

E.3-2 Deduction Schedule

Should the threshold of valid customer complaints exceed the acceptable threshold per month, or if the Contractor does not correct the deficient work on time, a deduction of five (5) percent may be made from the applicable monthly invoice. Multiple instances of below standard work may be further deducted going up in five (5) percent increments, maxing in an amount of fifteen (15) percent per month.

F. DELIVERIES OR PERFORMANCE

F.1 Work Timing

The Contractor shall begin work on the dates specified in the Schedule of Items, Section B.

Failure to begin work on schedule will make the contract subject to immediate termination for cause.

SECTION G. CONTRACT ADMINISTRATION DATA

G.1 Pre-work

Pre-work conference. Before work begins on service contracts, a pre-work conference may be required to discuss the contract – especially the specifications, labor provisions, plan of work, and selected standard clauses. The pre-work meeting should be attended by an officer of the firm or someone designated in writing to act on behalf of the firm. The pre-work meeting may be waived at the discretion of the Contracting Officer.

G.3 Payment

Payments and Deductions. Payment will be made for fully acceptable work at the prices bid in the schedule of items. In accordance with the inspection clause, payment may be made for less than fully acceptable work at a reduced price (see Section E for deduction thresholds).

Contract Release. Before final payment will be made the Contractor shall sign a release of all claims against the Government arising by virtue of this contract, other than claims, in stated amounts, that the Contractor has specifically excepted from the operation of the release.

A Contract Release FS-6300-0016 must be submitted with request/invoice for final payment in IPP, before final payment will be approved.

A release may also be required of the assignee if the Contractor's claim to amounts payable under this contract has been assigned under the Assignment of Claims Act of 1940 (31 U.S.C. 3727 and 41 U.S.C.

15).

G.3-1 Invoice Processing Platform (IPP)

All payment requests must be submitted electronically through the US Department of the Treasury’s Invoice Processing Platform System (IPP). “Payment request” means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in FAR clause 52.212-4 Contract Terms and Conditions – Commercial Items. The IPP website address is: https://www.ipp.gov.

Each invoice shall be submitted on the Contractor’s letterhead or invoice form with the following:

1. Invoice date and Government Contract Number.

2. Billing period specified with beginning and ending dates. The beginning date must not be later than the completion date or within any previous billing dates.

3. An accounting (bulleted list, for example) of charges claimed and amounts due, identified by work task and contract line item number.

4. Total amount due for the billing period.

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor’s Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank or Bureau of the Fiscal Service within 5 business days of award. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

SECTION H. SPECIAL CONTRACT REQUIREMENTS

H.1 Conduct

All work under this contract shall be performed in a skillful and professional manner. The Contracting Officer may require the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft or unauthorized possession or removal of materials, supplies, equipment, or property.

The Contractor shall provide personnel qualified to use the Contractor's equipment and who's appearance is clean and orderly. Personnel not acceptable to the Government shall, upon written notice by the Contracting Officer, be replaced with satisfactory personnel within 48 hours after such written notice.

The Contractor shall prohibit their employees from disturbing papers on desks, opening desk drawers or cabinets, or using Government telephones or office equipment.

The Contractor will be notified of non-compliance and will be requested to correct the condition at the Contractor’s expense.

The contractor will not be allowed to have any pets or persons not employed under the contract on the premises.

The Contractor and his employees shall make every reasonable effort to prevent interference with the normal use and occupancy of parking lots/recreation areas while engaged in the performance of the contract.

Due to the nature of the duties under the contract, the Contractor and his employees are always expected to keep themselves and equipment presentable. The Contracting Officer may, in writing, require the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless, and otherwise objectionable or for theft, possession and or removal of materials, supplies, equipment or any Government-owned property.

The following restrictions apply to the Contractor and employees:

a. Smoking: All Government facilities are non-smoking. The Contractor shall not smoke on the premises.

b. Gambling: The Contractor shall not participate in games for money or personal property while on the premises.

c. Alcoholic Beverages and Narcotics: The Contractor shall not be under the influence of, use, or be in possession of any narcotic drug, hallucinogenic, marijuana, barbiturate, amphetamine or alcohol while entering on or on the premises. This prohibition shall not apply in cases where the drug is being used as prescribed for a patient by a licensed physician.

d. Soliciting or Vending: The Contractor shall not solicit or sell any items while on the premises.

e. Firearms: The Contractor shall not be in possession of any firearms while on the premises.

f. Driving: Use caution in populated areas and comply with speed limits while driving on forest service roads.

H.2 Security

The contractor shall be responsible for securing the premises upon completion of each service.

The contractor or his/her employees shall not leave exterior doors or windows open upon entry, during performance of services, or upon exiting from the building.

The contractor shall check to see that all exterior doors and windows are locked and that exterior lights are turned on before departing.

The contractor shall promptly report to the Contracting Officer’s Representative any instance (by specific date, time, and location) of having to perform lockup, to turn on exterior lights, or to shut windows.

Interior lights shall be turned off after each room or area has been serviced.

The contractor shall place an "out of order'' sign on any plugged or otherwise inoperable toilets, sinks, drains, or drinking fountains and report it to the Contracting Officer’s Representative.

Security code or door card provided by the Forest Service to the Contractor shall not be shared with any outside parties. If the security code or door card has been compromised, by sharing or a termination of contractor’s employee, the Contractor shall inform the Contracting Officer’s Representative immediately.

H.3 Contractor Employee Identification

All Contractor employees shall wear a standardized company uniform, company t-shirt, or company identification badge clearly displayed, while performing work under this contract.

H.4 Quality Control Plan

The contractor shall implement a quality control program to assure performance standards in the contract are being consistently met or exceeded. A written quality control plan addressing all aspects of the contractor's custodial operations and procedures will be provided to the Contracting Officer within 10 days after start of contract. The plan shall also describe how the contractor will utilize its quality control to foster optimum customer service.

H.5 Public Officials not Personally Liable

There shall be no personal liability upon the Contracting Officer or officer in charge, their agents or employees, for any act performed in the discharge of any duty imposed or the exercise of any power or authority conferred upon them by, or within the scope of the contract, it being understood that in all such matters they act solely as agents and representatives of the Government.

H.6 Designation of Contracting Officer’s Representative (COR)

The Contracting Officer designates the Contracting Officer's Representative (COR). The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

On all matters that pertain to the contract terms, the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment for the work in question.

H.7 Approval of Subcontracting

The Contractor shall request approval from the Contracting Officer prior to entering into any subcontract arrangement. The written notification shall include as a minimum:

1. The name, address and telephone number of the subcontractor;

2. The date upon which the subcontract was entered into and its duration;

3. A detailed description of the work being subcontracted including a listing of contract items, units, etc., as appropriate;

4. Documentation of the subcontractor's representative authority.

Subcontracting any portion of the contract shall not relieve the Prime Contractor of any responsibility under this contract. Any subcontract agreement shall contain all terms and conditions of the prime contract.