Attachment_02_Statement_of_Work.docx

12045319Q0002 PNW Olympia Forestry Sciences Lab Janitorial Services Statement of Work/Specifications Attachment 02 General Specifications

A. Scope of Contract The purpose of this contract is to provide janitorial service for the Olympia Forestry Sciences Lab in accordance with the specifications and commercial practices in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. Contractor shall perform the required janitorial services at the designated Government building in accordance with the requirements, provisions, and clauses herein. See Technical Specifications for the Statement of Work (SOW).

B. Location, Directions, and Description

Location: Olympia Forestry Sciences Laboratory (OFSL) is located at 3625 93rd Ave SW, Olympia, WA 98512-1101. The OFSL is part of the USDA Forest Service Pacific Northwest Research Station.

Directions: From Interstate 5 (I-5) southbound, exit at Exit 99. Turn right at traffic light and proceed one mile west. Lab facility is located on the left-hand side of the road.

From I-5 northbound, exit at Exit 99: Turn left at stop sign, proceed over freeway and one mile west. Lab facility is located on the left-hand side of the road.

Description: The work area consists of the Olympia Forestry Sciences Laboratory, which is approximately 15,400 square feet. It is occupied by both office and field personnel and includes tile, carpeted, and linoleum floor spaces, a public reception area, conference room, two (2) libraries, supply room, seven (7) public bathrooms, five (5) wet chemistry laboratories, a growth chamber room, and a washer/dryer and locker room. The seven bathrooms include a total of eleven (11) toilets, one (1) urinal, ten (10) sinks and seven (7) stall structures. The carpeted area of the OFSL lab complex totals approximately 3,550 square feet. This figure is a gross total based on measurement of the carpeted rooms. This total does not account for office furniture or cabinetry footprint. Using the previously-supplied figure of approximately 15,400 square feet for the lab complex gross total floor area –

a) Non-carpeted floor area is approximately 11,850 square feet (including two (2) smaller subsets of concrete flooring and ceramic tile flooring);

b) Carpeted floor area is approximately 3,550 square feet.

C. Work Schedule

Work under this contract shall be accomplished outside of regular office hours. Regular office hours are from 6:00 AM to 6:00 PM Monday through Friday, except federal holidays and any other day(s) designated by federal statute, executive order, or presidential proclamation. Exceptions to these normal duty hours are shown below.

The Contractor will not be required to perform work on a national holiday, or the day the holiday is observed. In the event that a schedule coincides with a national holiday, the services normally scheduled for that day shall be performed either the day before or the day after the holiday. Government personnel observe the listed dates as holidays:

New Year's Day – 1st day of January;

Martin Luther King, Jr's. birthday – 3rd Monday of January;

President's Day – 3rd Monday of February;

Memorial Day - last Monday of May;

Independence Day – 4th of July;

Labor Day – 1st Monday of September;

Veteran's Day – 11th day of November;

Thanksgiving Day – 4th Thursday of November;

Christmas Day - 25th of December; and any other day designated by federal statute, executive order, or presidential proclamation.

When a holiday falls on a Saturday, the preceding Friday is observed. When a holiday falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not by itself be cause for an additional period of performance or entitlement to compensation except as set forth within the contract.

The Government reserves the right to close its facilities due to weather conditions or medical emergencies as necessary. If the office is closed due to inclement weather or for any other reason, the Contracting Officer’s Representative (COR) will notify the Contractor as soon as closure is known.

For services performed two times per week, the service days are Tuesday and Friday. Services performed once per week are normally completed on Friday. Semi-annual services are performed two times per contract year in April and October. Annual service items are performed one time per contract year, either in May or November – see Technical Specifications below.

D. Government-Furnished Property

The following supplies will be furnished by the Government and provided to the Contractor as needed:

1. Keys (standard) and/or card lock key to building. These items shall be returned to the COR immediately upon termination of the contact for any reason. Access to building’s alarm system will be furnished with a pass code.

2. Utilities (electricity and water service) necessary to perform the work.

3. Dumpster for refuse.

4. Consumables such as toilet paper, paper towels, garbage bags, seat covers, sanitary paper bags, and hand soap. Supplies will be stored in the janitor’s closet in the south wing. The Contractor shall inform the COR when supplies are low and need to be ordered.

The total value of Government-furnished property in the prior year’s contract was approximately $1,000.00.

E. Contractor-Furnished Property and Services

Contractor shall provide all labor, supervision, transportation, equipment, supplies (except those designated above as Government-furnished property), and incidentals necessary to perform the described work. Contractor shall use an industrial commercial-style vacuum cleaner.

If Contractor-furnished supplies are stored at the Government facility, those supplies shall be maintained in a neat and orderly manner by the Contractor, and within the designated area.

F. Work Standards

The Contractor shall exercise care in work methods to prevent damage to any office equipment, windows, building structures, shrubs and plants, etc.

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

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for taking such disciplinary action with respect to their employees as may be necessary.

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

G. General Policies and Procedures

1. The Contractor’s staff shall sign in and sign out each day or work period at the designated area identified by the COR. The Contractor will be responsible for their employees providing all required information on the form. The Contractor will be responsible for employees recording their time accurately.

2. Office key(s) will be provided to the Contractor. Keys shall be promptly returned upon termination of the contract for any reason. The key(s) shall not be duplicated.

3. Only the Contractor's staff will be permitted in the buildings. Guests or children of staff are not allowed in the facilities.

4. The Contractor shall require all employees to report for work wearing neat, clean, and appropriate clothing. Uniforms are not required.

5. The Contractor shall prohibit employees from disturbing papers on desks, drawers or cabinets, or using telephone or office equipment for personal use.

6. The Contractor and Contractor's employees are required to comply with the policies, procedures, and all federal regulations pertaining to conduct and building regulations as provided by the COR.

7. The Contractor shall provide a list of names for all employees assigned to this contract at least five days before the start date. If or when the Contractor has a change in employees, the Contractor shall furnish an updated list of employees to the COR and Contracting Officer before the new employee begins work.

8. The Contractor shall not deviate from the requirements of the contract statement of work or Schedule of Items without approval from the Contracting Officer.

H. Miscellaneous Work Requirements

1. Lights shall be used only in areas where and at the time when work is actually being performed.

2. Mechanical equipment controls for heating, ventilation, and air-conditioning systems shall not be adjusted by the workers.

3. Water faucets or valves shall be turned off after the required use.

4. Windows shall be closed and locked and lights and fans turned off when not in use.

5. Report hazardous conditions and items in need of repair to the Contracting Officer's Representative (COR).

6. Close doors in all areas after cleaning.

7. Turn in lost and found articles to the COR.

8. Assign sufficient staff to be responsive to cleaning-related complaints. There is no requirement to clean countertops in any laboratory.

I. Security and Drug-free Requirements

The federal research facility described in this solicitation contains a variety of highly specialized laboratory and field-research equipment and supplies. The research data collected and stored on-site is unique and irreplaceable. Due to the critical need to maintain the safety and security of the equipment, supplies, and research data, the Contractor awardee shall develop and maintain certification of completed National Crime Information Center (NCIC) background checks and drug test results for employees who engage in work activities at this work site. Each employee shall be subjected to a drug test prior to beginning work under the contract. Documentation of these efforts shall be made available to the Contracting Officer’s Representative (COR) or Contracting Officer upon request.

Additionally, the Contractor shall maintain a current set of identification photographs of the Contractor’s personnel who could be expected to work at this government site and provide that set/list to the COR.

J. Safety Plans

The Contractor shall conduct activities in compliance with all federal, state, and local safety regulations and standards and shall maintain a current file/binder of Material Safety Data Sheets (MSDS)/Safety Data Sheets (SDS) for all products used by the Contractor. The MSDS/SDS shall be submitted to the COR to approve or obtain approval by the Government. In the event of disagreement about the safety of any product, the burden shall be on the Contractor to demonstrate safe and appropriate use of the product.

K. Accident Reports

The Contractor shall comply with the requirements of OSHA and other regulatory agencies for record keeping and reporting of all accidents resulting in death, trauma, occupational disease, environmental insult, or motor vehicle accidents. In all cases, the Contractor shall provide an oral report to the COR within twenty-four (24) hours and written follow-up within (3) workdays of the occurrence of the accident.

L. Parking For Contractor's And Contractor's Employee Vehicles

All employees of the Contractor will park their personal vehicles and Contractor's vehicles in areas and during times designated by the COR. On no occasion will vehicles be left during non-contract work hours. Under no circumstances will children, pets, or visitors be allowed to wait in vehicles or on Government property without the express consent of the COR.

M. Communication

E-mail will be the primary form of initial communication between the Contractor and the Government – and between the Government and the Contractor – concerning all aspects of the janitorial service contract. A communication log will also be available on-site in order to facilitate communication between Contractor employees and the Government. Contractor employees shall review the communication log prior to each cleaning and initial in the log to indicate that they reviewed it. The Contractor is responsible for correcting any deficiencies even if those deficiencies are not recorded in the log book. Contractor employees shall also sign in and sign out before and after each cleaning on the designated sign-in/sign-out sheet.

Technical Specifications

Services to be completed twice weekly (Tuesday and Friday)

A. Restrooms:

1. Floors shall be swept or dust mopped.

2. Toilets and urinals shall be washed and sanitized. No rust encrustation or rings shall remain. Iron levels in our well water are at threshold and does leave staining so extra attention may be required on toilets and urinals from time to time.

3. Washbasins and walls shall be cleaned and disinfected as necessary to maintain a clean condition.

4. Mirrors, shelving, dispensers, and chromium fixtures shall be damp wiped and polished.

5. All other surfaces shall be spot cleaned and horizontal surfaces dusted.

6. Waste receptacles shall be emptied. Towel, toilet paper, soap, and seat cover dispensers shall be filled. Sanitary napkin receptacles shall be emptied, disinfected and provided with a new paper bag liner.

7. On Friday the following additional items shall be completed:

a. Floors shall be swept and damp mopped. Baseboards, corners, and wall/floor edges shall also be cleaned.

b. Restroom walls, stall partitions, doors, and sills shall be damp wiped with a disinfectant.

c. Clean cobwebs from walls, ceilings, lights, air vents, etc.

d. The shower stall in room 308B shall be given a complete, professional cleaning.

B. Office Area Cleaning (office areas, lobby, conference room, and corridors):

1. Wastebaskets shall be emptied and trash removed to dumpster. Wastebaskets shall be lined with a plastic liner. Wash wastebaskets with water and a disinfectant as necessary.

2. Uncarpeted areas shall be swept or dust mopped.

3. Carpeted areas shall be vacuumed.

4. Vacuum and clean interior and exterior floor mats. Soil shall be removed from underneath mats. Moisture shall be removed from underneath interior floor mats.

5. Conference room and library tables shall be wiped down. There will always be one large table in each of these two rooms. Up to six (6) additional smaller tables may be set up in the conference room. All tables that are set up shall be wiped down.

6. Both sides of glass on main door and inner security door entrance shall be cleaned and door handles cleaned and polished.

7. Drinking fountains shall be damp wiped and polished dry.

8. Spot clean walls and woodwork to a height of six (6) feet.

9. On Friday the following additional items shall be completed:

a. Uncarpeted areas shall be swept and damp mopped. Baseboards, corners, and wall/floor edges shall also be cleaned.

b. All entrances, reception areas, conference rooms, and corridors shall be dusted including, but not limited to, counters, window sills, file cabinets, hand railings, fire extinguishers, ledges, and doors.

c. Drinking fountains shall be scoured to remove water deposits, cleaned with a disinfectant, and polished dry.

d. Cobwebs found on walls, ceilings, windows, lights, air vents, or anywhere else shall be removed.

e. Locker room (room 310) shall be swept and damp mopped.

C. Other areas (deep sink room, lunch room, growth chamber room, etc.):

1. Deep sink room (room 316): washbasin shall be cleaned, and disinfected as necessary, to maintain a clean condition. The interior and exterior of the microwave shall be cleaned. The floor shall be swept or dust mopped to remove dirt, dust, and litter. The tops of the file cabinets shall be dusted. The paper towel dispenser shall be filled.

2. Lunch room area: the sink and countertops shall be cleaned, scoured, damp-wiped, and dried. There is no requirement to move dishes on the countertop. The front of the refrigerator unit and refrigerator handles shall be cleaned with a disinfectant. The interior and exterior of the microwaves shall be cleaned. The paper towel and soap dispensers shall be filled.

3. No cleaning is required in room 217 (computer room).

4. Laboratory rooms (201, 202, 206, 207, 211, and 311): floors shall be swept or dust mopped (including under mats). Wastebaskets shall be emptied and trash removed to dumpster. Wastebaskets shall be lined with a plastic liner.

5. On Friday the following additional items shall be completed:

a. Growth chamber room (room 404): the floor shall be swept and damp mopped. Wastebaskets shall be emptied and trash removed to dumpster. Wastebaskets shall be lined with a plastic liner.

b. Shop (room 400), greenhouse, and lath house: wastebaskets shall be emptied and trash removed to dumpster. Wastebaskets shall be lined with a plastic liner.

c. The concrete floor outside rooms 308B, 308C, and 308D shall be swept and damp mopped.

d. Deep sink room (room 316): the floor shall be swept and damp mopped.

e. Laboratory rooms (201, 202, 206, 207, 211, and 311): clean sinks. Floors shall be swept and damp mopped.

Services to be completed twice yearly (April and October)

NOTE: Coordinate with the COR at the beginning of the month to select a mutually acceptable date for these services.

1. Interior and exterior windows shall be washed. Lay drop clothes as required to protect adjacent surfaces, fixtures, and furniture. Wipe up water spots and cleaning residue from sills, frames, etc. afterward. The sky lights are not required to be cleaned.

2. All carpets shall be cleaned in accordance with standard commercial practices.

3. Ceiling fluorescent light fixtures’ perimeter framework (air inlet function) shall be cleaned of dust buildup. Fixture diffuser panels shall be removed (accessed) and cleaned. Lay drop cloths to protect adjacent surfaces, fixtures, and furniture from falling debris. The ceiling fluorescent light fixtures in the conference room and lunch room are not required to be cleaned.

4. Interior and exterior air vents shall be dusted.

5. Clean window treatments. Dust, damp wipe, or vacuum metal, wood, fabric, and plastic vertical and horizontal blinds.

Services to be completed yearly

NOTE: Coordinate with the COR at the beginning of the month to select a mutually acceptable date for these services. Rooms 205 and 310 shall not be stripped and waxed. Office occupants (government personnel) are responsible for picking up materials on the office floors. Materials not picked up shall be waxed around.

1. November: strip, scrub, seal, and apply two (2) coats of floor wax to all linoleum, tile, and bathroom floors including corridors and offices to maintain a uniform, glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuff marks, heel marks, mop marks, wax build-up, and other stains and discoloration.

2. May: top scrub and apply two (2) coats of floor wax to the corridors to maintain a uniform, glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuff marks, heel marks, mop marks, wax build-up, and other stains and discoloration.

Measurement and Payment

Invoices shall be submitted to the COR at the address below:

Sandra Maverick, Administrative Specialist Olympia Forestry Sciences Lab 3625 93rd Ave SW Olympia, WA 98512 Phone: 360-753-7658 E-mail Address: sandra.maverick@usda.gov

Invoices shall include the contract and/or purchase order number, a unique invoice number, an invoice date, the name and address of the contractor, the vendor identification code (to be provided to the contractor by the Contracting Officer), a description of the services being invoiced for, line item prices, and a total invoice amount for the just-completed monthly service period.

The Contractor may invoice after services have been accepted by the Government. Invoices will be processed via Invoice Processing Platform (IPP). A copy of the actual invoice must be attached to the electronic invoice in IPP in order to process payment. Invoices will be approved for all work completed, inspected and accepted by the COR.

Payment shall be made on a monthly basis at the unit quotation price per month, based on services performed during the previous month. If janitorial services begin or end mid-month, payment for that period shall be pro-rated based on the actual number of days in the month. The unit price per month will be used to compute the amount to be paid and shall constitute full and final compensation for that line item’s work. Work that has not been performed in accordance with the terms of this contract shall not be paid. The Contractor shall not include in the monthly invoice any work that has not been completed. Payment will be made only for work completed.

The Contractor will submit a monthly invoice through IPP at the end of each service month via www.IPP.gov Payments shall be made through IPP with approval of invoice on a calendar month (30 days) basis in arrears. Upon receipt of Contractor’s IPP invoice, payments will be made 30 calendar days from the acceptance date in accordance with the Prompt Payment Act.

Inspection and Acceptance

1. Government Quality Assurance Inspection. The Government will, at its convenience, make periodic inspections of the work to assure itself of contract compliance and to perform Quality Assurance Inspections to determine/confirm that the Contractor is performing quality control in accordance with its Quality Control Plan (QCP) and that Contractor monitoring results in quality performance of contract objectives.

2. Acceptance. Acceptance of the work under the contract will be made after steps in 1 above have been taken and the Contracting Officer has made the determination of satisfactory compliance with the specifications.

3. Rework and Re-inspection after Rework. When inspections indicate that the performance objectives were not met, the work will be deemed unsatisfactory and payment will not be made until the Contractor has assured the Government that its Quality Control measures have corrected the deficiencies. Inspections after rework will be made in the same manner as the first inspection.

4. The COR will function as the inspector for the term of this contract. The COR will notify the Contractor by e-mail and/or the communication log of any item not meeting contract requirements. If a deficiency is not corrected expeditiously, the Contractor may be considered to be in default of the contract.

Government inspections do not relieve the Contractor of responsibility for maintaining an adequate inspection system and performing such inspections as will ensure that the work performed under the contract conforms to contract requirements.

Period of Performance

The period of performance of this contract begins April 01, 2019, and shall continue until March 31, 2020, unless terminated in accordance with other provisions contained herein. Option years, if exercised, will commence on April 1st of the following year, with the following caveat:

If award of this contract is delayed to such an extent that it becomes infeasible to start work on April 01, 2019, the Contracting Officer reserves the right to shorten the length of the contract such that it will end on March 31, 2020. If this occurs, work will commence as soon as is practicable on the first day of a month. If option years are exercised, they will be for a full year starting on April 1st and ending the next year on the last day of March.

Permits and Responsibility

The Contractor shall be responsible for all damages to persons or property that occur as a result of the Contractor’s fault or negligence. The Contractor shall take proper safety and health precautions to protect the workplace, the workers, the public, and the property of others during the performance of the work.

After each period of cleaning or other services, the Contractor shall inspect the area for fire hazards and turn off electrical fans and all unnecessary lights. Outside doors and windows shall be closed and locked. The Contracting Officer will designate, through the COR, any lights which are to remain on for security.

Use of Premises

The Contractor shall comply with the regulations governing the operation of premises that are occupied and shall perform the contract in such a manner as not to interrupt or interfere with the conduct of Government business.

Only the Contractor or Contractor’s designated representative will be permitted on the premises during the performance of the services for this contract. No children or pets will be allowed to accompany custodians while in the performance of their work.

Pre-Quotation Site Visit Opportunity

One opportunity to visit the work site will be made available. The date and time will be TBD. This opportunity will be informal and will be the only opportunity to visit the facility prior to submittal of offers. The contact at the Olympia Forestry Sciences Laboratory is Sandra Maverick, who may be contacted at 360-753-7658 or smaverick@usda.gov.

Potential offerors are encouraged to tour the project site and personally evaluate work requirements and conditions. Often, the working conditions that would be encountered and requirements of the project are best determined by personal inspection of the work area.