1204T019Q0021Solicitation.pdf

SOLICITATION/CONTRACT/ORDER AL ITEMS 1. REQUISITION NUMBER

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30 952950 Page 1 of 73

2. CONTRACT NO. 3. AWARD/EFFECTIVE 4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICIATION ISSUE

DATE

1204T019Q0021

DATE

3/26/2019

a. NAME b. TELEPHONE NUMBER(No collect calls)

8. OFFER DUE DATE/

7. FOR SOLICITATION Paula S. Winningham CO

541-750-7115

4/16/2019 4:00 p.m. PST

INFORMATION CALL: FAX: 541-750-7236

9. ISSUED BY CODE 10. THIS ACQUISITON IS

Siuslaw National Forest UNRESTRICTED OR SET ASIDE: 100 % FOR

ABILITY ONE

3200 SW Jefferson Way SMALL BUSINESS EMERGING SMALL BUSINESS

Corvallis, Oregon 97331 HUBZONE SMALL

NAICS: 561720 BUSINESS

SERVICE-DISABLED VETERAN- 8(A)

SIZE STANDARD: $18 Million OWNED SMALL BUSINESS

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY

See Block 9 CODE

17a. CONTRACTOR/ CODE FACILITY

OFFEROR CODE

FOR: Dorena Genetic Resource Center 34963 Shoreview Drive Cottage Grove, OR 97424

TELEPHONE No.___________________________ 17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM N0. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

JANITORIAL SERVICES

Dorena Genetic Resource Center and Cottage Grove Ranger District

UMPQUA NATIONAL FOREST

(Use Reverse and/or Attach Additional Sheets as Necessary)

See

Schedule Of Items

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4, FAR 52.212-3 AND 52.212-5 ARE

ATTACHED. ADDENDA

ARE ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4, FAR 52.212-5 IS ATTACHED.

ADDENDA

ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

29. AWARD OF CONTRACT: REF. your OFFER DATED

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

YOUR OFFER ON SOLICITATION

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF

CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE

SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE

SIGNED

Dorena Genetic Resource Center and Cottage Grove RD Janitorial Services

Continuation of SF1449--SUPPLIES OR SERVICES AND PRICES/COSTS

SCHEDULE OF ITEMS

JANITORIAL SERVICES

Dorena Genetic Resource Center / Cottage Grove Ranger District

UMPQUA NATIONAL FOREST

Item Description Qty Unit Price Amount

Base Year – Performance period April 1, 2019 through March 31, 2020

Janitorial Services for the Dorena Genetic Resource Center as listed in attached specifications.

Janitorial Services for the Cottage Grove Ranger District Office as listed in attached specifications.

Month

Option Year 1 – Performance period April 1, 2020 through March 31, 2021

Janitorial Services for the Dorena Genetic Resource Center as listed in attached specifications.

Janitorial Services for the Cottage Grove Ranger District as listed in attached

Option Year 2 – Performance period April 1, 2021 through March 31, 2022

Janitorial Services for the Dorena Genetic Resource Center as listed in attached specifications.

Janitorial Services for the Cottage Grove

Option Year 3 – Performance period April 1, 2022 through March 31, 2023

Janitorial Services for the Dorena Genetic Resource Center as listed in attached

Janitorial Services for the Cottage Grove

Option Year 4 – Performance period April 1, 2023 through March 31, 2024

Janitorial Services for the Dorena Genetic Resource Center as listed in attached specifications.

Janitorial Services for the Cottage Grove

This is an option year contract, reference FAR 52.217-9 contained in this request for quotation and resultant contract.

Total Quote (Base year & all option years)

The technical point of contact is Brock Mayo, phone 541-767-5712.

Offers shall be submitted for the total item. Offers for less than the total item will not be considered. All items are subject to Contractor Quality Control.

Quoter must respond to the other factors as described under FAR 52.212-2 Evaluation – Commercial Items (Jan 1999). Award will be made on the best value for the Government. Evaluation of options shall not obligate the Government to exercise the option. It’s the Governments’ intent to make one contract award.

Quoter MUST register online at www.sam.gov. System for Award Management (SAM). See FAR 52.212- 4 (t) and Online Representations and Certifications Applications (ORCA) – See FAR clause 52.212-3.

Contractors must have an “active” registration at the time of award for the Government to access electronically.

The contract awardee must register at the https://www.ipp.gov/vendors/enrollment-vendors.htm in order to submit invoices for payment. See page 21 for more information.

DUNS # _________________________ Email Address: ___________________________________

1204T019Q0021 Dorena Genetic Resource Center and Cottage Grove RD Janitorial Services http://www.sam.gov/ https://www.ipp.gov/vendors/enrollment-vendors.htm

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

DORENA GENETIC RESOURCE CENTER / COTTAGE GROVE RANGER DISTRICT

1.1 GENERAL

This solicitation contains a work statement for a performance-based service, this means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether the finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the requirement unless there are safety, security or communication requirements.

It is the responsibility of the Contractor to ensure that the necessary hours that it will take to meet the performance standards specified are built into their pricing.

The Contractor will be required to maintain a quality control program to ensure that the requirements of this contract are met. This program shall be created to identify and correct deficiencies in the quality of services before performance becomes unacceptable.

It is the scope of this contract to secure janitorial services for Government Offices on the U.S. Forest Administrative site in strict compliance with the terms, specifications, conditions, and provisions contained herein. The contractor shall provide all management, tools, equipment and labor necessary to accomplish janitorial services necessary to present an overall appearance of cleanliness.

The regular cleaning services shall be performed at frequencies determined by the Government. The quantity of office furniture or utilization of floor space is subject to change during the contract period. Performance shall be based on the Government’s evaluation of the results. The Contractor MUST have established, experienced janitorial staff within 60 miles of project location as a requirement of performance. These same personnel shall be identified by name, along with their work history, in the quote evaluation criteria.

1.2 PROJECT LOCATION & DESCRIPTION

Dorena Genetic Resource Center Cottage Grove Ranger District U.S. Forest Service 34963 Shoreview Dr.

Cottage Grove, OR 97424 Business hours 0800-1630 Mon-Fri (Operation hours 0600-1700)

Cottage Grove Office Building (approximately 2800 square feet) Dorena Office Building (approximately 5000 sq. ft.)

Seed Extractory Building - restrooms, office laboratory areas, and lunch room (approximately 2000 square ft.)

Inoculation Chamber Building - office and restroom (approximately 400 square feet)

1.3 PRE-QUOTE SITE VISIT AND INSPECTION

Contact Juliana Sowell at 541-767-5002 to make an appointment for a site visit. Site visits must be completed by April 12, 2019, 3 p.m. PST.

1.4 ESTIMATED START DATE & CONTRACT TIME

May 1, 2019 is the estimated start date. Base year period will run from date of contract award through April 30, 2020. There are four Option Years and the total contract time will not exceed 5 years.

1.5 LICENSES AND INSURANCE

The Contractor shall obtain necessary licenses and insurance needed to perform this contract.

2.1 PERFORMANCE STANDARDS AND GUIDELINE REQUIREMENTS

Note: All cleaning under this contract is required to meet the quality and performance standards as identified.

The Contractor shall ensure that the building presents an overall appearance of cleanliness. The Contractor shall provide sufficient supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning that is consistent with comparable industry standards for this type of contract. The following guidelines describe what is considered to be the normal industry quality and performance standards for this type of contract.

The following guidelines are for reference only and final results will be the determining factor for the success or failure of this contract. The definition of clean is to remove dirt, water streaks, gum, grease, tar, or any other extraneous matter from all surfaces or objects to present an overall appearance of cleanliness. Performance will be based on the Contractor’s effort in meeting the performance and quality standards, not the method of performance.

1) Schedule of services required:

a. Once a week (Friday (after business hours), Saturday, or Sunday)

1. Empty all waste baskets, replace can liners, collect all waste paper and trash and dispose in dumpster located behind the Seed Plant building.

2. Thoroughly vacuum all carpeting, and spot clean any stains that may be present.

3. Sweep or vacuum all hard surface floors to the extent necessary to remove all litter, dust, and debris.

4. Damp mop all hard floors using a neutral cleanser in proper solution to remove dirt without disturbing the surface of the floor or the wax on any waxed flooring surfaces.

5. Dust all visible surfaces of furniture except desktops. Dust all other fixtures and equipment, light fixtures and trim around doors and windows. Remove all cobwebs from ceilings and other surfaces including doorways, light fixtures, corners, and baseboards. Use a dust cloth treated with attractants to ensure thorough dusting. Tables located in the conference rooms, and lunch room should be cleaned thoroughly with a multipurpose cleaner.

6. Clean and disinfect all toilets to include the bowl, handle, and all outside surfaces. Wipe and disinfect the toilet stall walls (inside and out) to include disinfecting the latch and handle of stall doors.

7. Clean sink and shower areas in restrooms to include wiping the faucets, fixtures and mirrors free of spots and fingerprints.

8. Damp wipe toilet paper, paper towel, and soap dispensers so as to remove dust, smudges, and fingerprints.

9. Polish all stainless steel surfaces.

10. Replenish toilet paper, towels, and dispenser soap when needed.

11. Thoroughly wash and wipe down restroom door handles, door surfaces, door jambs, and push-plates with a disinfecting cleaner so as to remove smudges and fingerprints.

12. Wipe down all drinking fountains and their push bars. Polish stainless steel surfaces as needed.

13. Clean the sink and counter area in the large conference room to the same standard as listed for the restrooms.

14. Sweep front covered entryways of Cottage Grove and Dorena main office buildings to the extent of the roofline. Shake or vacuum doormats clean and clean entrance area before replacing the doormats.

15. Laboratory areas and the seed plant office are to be swept and mopped, and have the waste baskets emptied. No cleaning of desktops or countertop areas in the seed plant laboratory or office should be done. It is important to ensure no cleaning products are sprayed on laboratory surfaces or equipment.

b. Quarterly (May, August, November, February)

1. Wash all windows inside and out so as to eliminate streaks.

2. Wipe away all water spots and excess window cleaner from sills and window frames.

3. Remove old wax from all linoleum floors with a wax soluble solution, rinse thoroughly and apply a slip-resistant water emulsion wax or polymer-based floor finish. Machine buff as necessary to a high shine.

4. Spot clean any stains or high traffic carpeted areas.

c. Bi-annually (June and December)

1. Steam clean all carpeted areas and doormats. This must be a thorough steam cleaning performed with a vehicle-mounted commercial steam cleaning unit, with as much time taken as needed to ensure a very thorough job. Contractor will notify the government two weeks prior to carpet cleaning to allow government employees to prepare work areas for the cleaning.

2.2 SERVICE CALLS

A service call is a report by building occupants, Forest Service personnel, or other interested parties, of a cleaning and/or related maintenance problems, and the Contractor’s subsequent response to, and correction of the problem. The Contractor shall develop and implement a system to receive, record, respond, and track all service calls, trouble calls, or other operational problems.

The Contractor shall be responsible for all service calls that pertain to this contract such as no paper towels, garbage overflowing, spot cleaning or vacuuming needed, water spills and flood, etc. The Contractor shall respond promptly to all service calls and complete the work required within four (4) hours. In those circumstances where a service call cannot be resolved within 4 hours due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

Service Call Log: The Contractor shall maintain a service call log in sufficient detail to enable the COR to determine whether services are completed in accordance with the terms of the contract. The service call log shall be available for inspection by the COR.

3.1 CONTRACTOR FURNISHED MATERIALS AND SERVICES

Contractor shall furnish all labor, equipment, materials, supervision, transportation, employee training and incidentals, except those listed under Government furnished, necessary to perform janitorial services in accordance with the terms, conditions and specifications herein.

These supplies and materials shall be of a quality and type customarily utilized by other Contractors engaged in the profession of providing janitorial services. The products utilized will comply with biobased and/or post-consumer/recycled content. As an example (not inclusive of all needs):

Multipurpose Cleaners - Minimum Biobased content: 56% Graffiti and Grease Removers - Minimum Biobased content: 34% Glass Cleaners - Minimum Biobased content: 49%

In the performance of this contract, the Contractor shall make maximum use of biobased products (see FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts), and see information on Sustainable Operations starting on page 24, unless the product cannot be acquired:

1. Competitively within a time frame providing for compliance with the contract performance schedule;

2. Meeting contract performance requirements; or

3. At a reasonable price.

The Contractor shall procure all cleaning supplies from Ability One per FAR 52.208-9 (see page 26).

A minimum two-week supply of restroom supplies must be kept on site. No flammable liquids shall be stored in the buildings.

The Contractor must be responsible for instructing company employees in appropriate safety measures. The Contractor shall provide, place and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing applications. Cloths, mops or brushes containing a residue of wax or other combustible material subject to spontaneous ignition shall not be stored inside the building.

Five (5) days prior to the starting date of the contract, the Contractor shall submit to the COR a list giving the name of the manufacturer, the brand name, and Material Safety Data Sheets with the intended use of each of the materials the Contractor proposes to use in the performance of the work. Contractor shall not use any materials which the COR determines to be unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized testing laboratory at the Contractor’s expense.

3.2 GOVERNMENT-FURNISHED MATERIALS AND SERVICES

The Forest Service will provide door keys and/or lock combinations as required for admittance of Contractor’s employees after office hours. The Contractor shall be responsible if unauthorized entry to the building is gained by the use of the keys or combination locks.

The Government will furnish secure areas for storage of Contractor-furnished materials, which shall be stored for a maximum of two weeks. The Contractor shall maintain such storage areas to the same standards as similar areas occupied by the Government.

The Government will furnish the following:

a. Paper towels - Postconsumer fiber content 40-60%, total recovered fiber content 40-100%

b. Hand soap refills- Biobased content minimum 64%

c. Toilet paper - Postconsumer Fiber content 20-60%, total recovered fiber content 20-100%

d. Dumpster for trash disposal (located outside the seed plant building).

e. Mats for exterior entrances and doorways, and mop buckets and wringers.

Note: Items furnished by the Government will be opened one box at a time.

Locked and/or Non-Serviced Rooms: Some rooms in the building are locked for administrative reasons. These rooms will not require services unless left unlocked or a key has been provided to the Contractor. For the rooms where a key is provided, the contractor will lock the door and turn off the lights prior to leaving.

3.3 SUBCONTRACTING:

The Government reserves the right to approve or disapprove any subcontractors selected. Therefore, the Contractor shall obtain approval from the Contracting Officer for all subcontractors prior to entering into any subcontracts for the performance of work under this contract. The 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.

1204T019Q0021

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

4.1 TASKS AND CRITICAL SUBTASKS

Cleaning Schedule

Work will be performed on Tuesday and Fridays any time between the office closure hours of 1630 to 0600 (the next morning) and then second cleaning any time after 1630 on Friday through the weekend.

While background check(s) proceed, Contractor staff will perform janitorial duties during business hours. This is not a routine schedule, but only meant to be temporary. A two day schedule will be determined and authorized on a work order at the time a background check is initiated. The days and time allotted for such a schedule will accommodate the government’s needs.

If any of the scheduled days fall on a holiday, service may be performed either that day, or the day prior to, or the day following the holiday at the Contractor’s option.

4.2 BEYOND CUSTOMARY CLEANING

Any situation requiring cleaning services beyond those normally encountered in routine cleaning work will be considered “beyond customary cleaning”. Situations requiring this type of cleaning will be referred to the Contracting Officer or COR prior to commencing work. If the Contracting Officer determines that the situation requires extra effort on the part of the Contractor, equitable reimbursement will be provided to the Contractor for the level of effort over and above that normally required, (e.g. fire or flood damage, construction work, etc.).

Residue from relocating furniture or litter left from meetings or routine gatherings are not considered beyond customary cleaning.

5.1 CONDUCT

5.2 General

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 the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment, or any Government-owned property.

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 the employee(s) as may be necessary.

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

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 persons (family members or otherwise) under the age of 16 years on the premises to either work or accompany the Contractor or his/her employees during performance of the contract.

5.3 Specific Conduct

The following restrictions apply to the Contractor and Contractor’s employees:

a. Smoking: All buildings are non-smoking buildings. The Contractor shall not smoke inside the building.

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

Government property.

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 Government property. This prohibition will 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 Government property.

e. Firearms: The Contractor shall not be in possession of any firearms in any of the buildings.

f. Pets: Contactor may not bring pets into the buildings.

5.4 Miscellaneous

a. Report fires and hazardous conditions either in person, by phone, or by note, depending on severity.

b. Turn in items found to the lost and found box located at reception desk or to the COR.

a. Report any unusual traffic in parking lots to the COR.

b. Mechanical equipment controls for heating, ventilation, and air-conditioning system are not be adjusted by the cleaning crew workers.

c. Cleaning of carpet, floors, and counter tops will be performed according to manufacturer’s instructions or industry standards.

d. Protect Government property, buildings, materials, equipment, supplies, records, and data against unauthorized access, loss, or damage.

e. Make a daily tour on each work-day to ensure that all appliances are shut off or disconnected; ensure that no smoldering, smoking, or burning materials are in trash receptacles or holding areas.

f. Establish a system for custodial workforce personnel to report potentially hazardous conditions and broken or slippery floor surfaces, etc.

g. Prepare reports of accidents and fires and submit to the COR; maintain and make available all records in connection with protection activities.

h. In the event of emergency or unusual occurrences adversely affecting the interest of the Government, summon appropriate assistance, such as the fire and/or police department, and immediately thereafter notify the COR.

6.1 SUPERVISION

The Contractor shall arrange for satisfactory supervision and inspection of the contract work. The Contractor or one of its supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports, or requests from the Contracting Officer or COR.

The Contractor shall provide in writing to the COR at least five (5) days prior to the contract starting date the names, telephone numbers, and addresses of on-site supervisors. The term “on-site supervisor” and “alternate on-site supervisor” means a person designated in writing by the Contractor who has the authority to act for the Contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the Contractor. The on-site supervisor is required to be fully conversant in English.

7.1 SECURITY OF PREMISES

SECURITY

The Contractor shall not enter desks or files, nor make her/himself familiar with the correspondence or other documents left in baskets or otherwise exposed to view, excluding such materials displayed for public information. All office equipment, including computers, copiers, fax machines, telephones and exercise equipment is not to be used by the Contractor or the Contractor’s employees.

The Contractor will close any open window, shut off lights, and lock all exterior doors that have been left unsecured. The building is considered closed for business between 4:30 p.m. and 8:00a.m daily, and all day on weekends and Federal Holidays.

The Contractor shall report to the COR any instance (by specific locations) of having to perform lockup, to turn on exterior lights or to shut windows beyond the routine 4:45 p.m. to 5:15 p.m. timeframe.

Offices with doors closed will be opened only during the period of cleaning services. They will not be left unattended and open unless found that way. Any room tagged “Do Not Enter” or “No Janitorial Service” will not be entered or serviced until further notice to proceed is given from the occupant.

While fulfilling the duties of this contract, only authorized Forest Service Personnel, the Contractor and the Contractor’s employees will be allowed in the building during closed office hours.

The Contractor shall place an “Out of Order” sign on any plugged toilets, sinks or drinking fountains and report it to the COR.

The Contractor shall ensure that all lights shall be turned off after each room or area has been serviced.

The Contractor shall comply with the requirements identified in pages 21-23 of this solicitation regarding Contract Personnel and Contractor Background Checks. Procedures for the background checks will begin upon contractor acceptance of contract.

8.1 PROPERTY AND PERSONAL DAMAGE

The Contractor shall assume all risk of loss or damage to his/her equipment and injury to himself/herself or his/her employees and shall hold and save the Government and its employees harmless from liability of any nature or kind resulting from performance of this contract, except for negligent acts of Government employees.

The Contractor shall be responsible for all damage to property and to persons, including third parties, that occur as a result of his/her agent's or employee's fault or negligence. The term "third parties" is construed to include employees of the government.

9.1 DEFINITIONS

SURVEILANCE: The Government COR or inspector will visually inspect to ensure accomplishment of each element under the statement of work.

STANDARD: The contractor shall perform the statement of work in a satisfactory manner maintaining a facility in a clean, neat, and professional appearance.

PROCEDURE: The COR or inspector will ensure contractor’s compliance with the appropriate element of the SOW when service is performed and will record results of inspections, noting date and time of inspection. If inspection indicates defective performance, the COR will issue a notice of noncompliance to the contractor.

Work will not be considered complete until all defects have been corrected. Anytime notices of noncompliance exceed the performance threshold, it will represent failure on the part of the Contractor to meet contract requirements, and support cause for a deduction in contract payment of termination of the contract.

CLEAN: to remove dirt, dust, debris, film, streaks, mop marks, mop strands, gum, grease, tar, or any other extraneous matter from all surfaces or objects in order to present an overall appearance of cleanliness.

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GOVERNMENT QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Objective Method of Surveillance

Performance Threshold

Once a Week Cleaning

Trash Trash is emptied; plastic liners are in good condition. Trash containers are free of odors and visible dirt.

Trash is removed to outdoor dumpsters.

Restrooms Restrooms are disinfected and free of trash, dirt, deposits, streaks and odors. Toilets, sinks, stalls, shower areas, doors, and all dispensers are disinfected and free of scale, stains, scum, and other deposits. Floors are free of litter, dirt, dust and debris.

Supplies are adequate until next service.

All Rooms Floors, carpets, baseboards, corners and wall edges are free of stains, dirt, dust, and debris. Flooring surfaces have a clean uniform appearance, free of streaks and spots. Stainless, glass, door plates, and mirrors have no traces of film, dirt, smudges, or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Dust is not visible.

Exterior Cobwebs, leaves, and other debris are not present providing a clean and neat appearance.

General Spot Cleaning No accumulations of cobwebs, dust smudges or marks on interior building surfaces.

Random inspections

For all 1x week objectives:

-Not to exceed 1 valid complaint of unsatisfactory per week

-No more than two Notices of Noncompliance per month

Quarterly

Contractor notification and scheduling, prior to cleaning, is given in a timely manner for:

Interior and exterior window coverings, sills, and casings are free of film, dirt, dust, and smudges.

Flooring shall have a uniform glossy appearance free of scuffmarks, splash marks, streaks, and stains.

Spot cleaning of carpets and high traffic areas to meet an appearance of cleanliness.

No more than one Notice of Noncompliance for all elements under this objective.

Bi-Annually Contractor notification and scheduling, prior to cleaning, is given in a timely manner for:

Professional carpet cleaning is thorough and complete.

elements under this objective.

Other

Background Investigations are processed timely. Contractor employees or subcontractors respond promptly to email notifications and request for information. Notification of employee or subcontractor replacement/hires/dismissals are in writing to Contracting Officer.

Random Inspections elements of this objective.

SECTION D- PACKAGING AND MARKING

{For this Solicitation, there are no clauses in this Section}

SECTION E- INSPECTION AND ACCEPTANCE

AGAR 452.246-70 INSPECTION AND ACCEPTANCE (FEB 1988)

(a) The Contracting Officer or the Contracting Officer’s duly authorized representative will inspect and accept the supplies and/or services to be provided under this contract.

(b) Inspection and acceptance will be performed at the USDA Forest Service, Dorena Genetic Center and Cottage Grove Ranger Station.

(End of Clause)

GOVERNMENT INSPECTION

The Government will visually inspect the Contractor’s performance on a random basis under this contract to ensure compliance with contract guidelines. When unacceptable performance is observed, the COR will notate the Janitorial Log located in the janitorial closet and when necessary, contact the Contractor’s on-site supervisor ensure the Contractor has an understanding of the unacceptable services. The preferred method to resolve deficiencies is to allow re-performance to correct the deficiencies. The Contractor shall be provided with the opportunity to correct substandard performance within one business day. For example, if bathrooms are not clean on a Monday inspection, the expectation will be the janitor returns Tuesday. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is then logged as a deficiency on a noncompliance memorandum.

PERFORMANCE OBJECTIVES

The Contractor service requirements are summarized into performance objectives that relate directly to the essential services provided. The stated performance thresholds are the minimum acceptable levels of service for each stated requirement. All aspects of Contractor performance are subject to Government Quality Assurvance Surveillance Plan, and absence of any contract requirements from the Performance objectives will not detract from the enforceability, nor limit the rights or remedies of the Government under other contract clauses.

CONTRACTOR QUALITY CONTROL PLAN

A. Quality Control Plan

The Contractor shall provide a Quality Control Plan (QCP) as part of this Technical Proposal. The Plan must demonstrate how the Contractor shall assure that quality of performance meets the objectives and requirements of the contract. The QCP shall specify:

- How quality will be monitored to ensure performance standards are met.

- How the work will be supervised.

- Identify the personnel responsible for performing quality control and inspection.

- How results of the monitoring will result in quality performance.

- Create a checklist for task tracking and inspection that covers all services stated in the “Performance Standards and Guidelines”.

- A system to ensure that the Contractor’s employees are notified of any deficiencies in their area of responsibility.

- A plan to monitor and correct customer complaints.

1204T019Q0021

- A plan for immediately forwarding customer complaints that are not the responsibility of the Contractor to the COR.

B. Contractor Quality Control Inspection

The Contractor shall assure themselves that performance meets contract specifications, in accordance with FAR 52.212-4, Contract Terms and Conditions -- Commercial Items, paragraph (a), prior to requesting the Government to inspect for payment or acceptance. The Contractor shall contact the Contracting Officer upon completion of a unit. The Contracting Officer may observe the Contractor’s inspection at any time and shall otherwise have unlimited access to the inspection data.

Failure by the Contractor to implement the approved plan and pursue it diligently from the commencement of the contract may be considered grounds for default.

SECTION F – DELIVERIES AND PERFORMANCE

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these addresses: www.arnet.gov/far/ www.usda.gov/procurement/policy/agar.html

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

52.242-15 Stop Work Order (AUG 1989) 52.242-17 Government Delay of Work (APR 1984)

AGAR 452-211-74 PERIOD OF PERFORMANCE (FEB 1988)

Base Period: May 1, 2019 to April 30, 2020 Optional Period 1: May 1, 2020 to April 30, 2021 Optional Period 2: May 1, 2021 to April 30, 2022 Optional Period 3: May 1, 2022 to April 30, 2023 Optional Period 4: May 1, 2023 to April 30, 2024

REPORTING REQUIREMENTS

The Contractor shall prepare and submit the following deliverables in accordance with the schedule below (documents should be submitted to Contracting Officer (CO):

Item No.

Description Copies To Due Date

01 Contractor Quality Control Plan CO, COR Submitted with quote. When noncompliance is noted, the Plan will be assessed to ensure the contractor has safeguards and inspections in place to identify and remedy problem cleanings prior to Government inspections.

02 Contractor Inspection Checklist COR Daily/Weekly: Janitorial Closet 03 Service Call Log COR – in Janitorial Closet Daily, As deficiency occurs 04 Background Investigations are processed timely. Contractor employees shall respond promptly to email and the investigation process.

Notification of any employment changes shall be made in writing to Contracting Officer.

CO and Human Resources Investigation Team

Within 48 hours of contractor janitorial employment changes, notify CO. Provide employee name, start and end dates as a part of the response to the CO.

05 MSDS Sheets COR With product use, MSDS’s in janitor closet organized/secured in a binder (or similar)

1204T019Q0021 Dorena Genetic Resource Center and Cottage Grove RD Janitorial Services http://www.arnet.gov/far/ http://www.usda.gov/procurement/policy/agar.html

06 Biobased Report Report electronically in www.sam.gov, Notify CO when complete

By Oct. 30th for prior government fiscal year (Oct 1 – Sept 30th)

07 Quarterly Cleaning COR Notify/schedule 2 weeks prior to cleaning so staff can be prepared for cleaning and have materials moved out of the way

08 Bi-Annual Cleaning COR Notify/schedule 2 weeks prior to cleaning so staff can be prepared for cleaning and have materials moved out of the way

Inspection Reporting The contractor shall utilize the Inspection Checklist, as specified above. The checklist should show the status of all work completed daily, weekly, and monthly, and initialed at completion. Quarterly and Bi-Annual cleanings should be identified on the Checklist to ensure planning and timely attention is given to these tasks.

Service Call Log - Deficiency Reports The contractor shall identify deficiencies to the Service call log daily, as the deficiency occurs, or reported.

Deficiency reports should be addressing those areas not cleaned and the reason for not cleaning them.

Deficiencies can include, but are not limited to: deficiencies in building equipment or damage to the building such as defective ballast; missing/broken/inoperable soap dispensers; stopped-up urinals or commodes; in adequate government provided supplies. Likewise, the government will use the log to report concerns to the janitorial staff.

1204T019Q0021 Dorena Genetic Resource Center and Cottage Grove RD Janitorial Services

SECTION G – CONTRACT ADMINISTRATION DATA

AGAR 452.215-73 POST AWARD CONFERENCE (NOV 1996)

A post award conference with the successful offeror is required. It will be scheduled and held within 15 days after the date of contract award. The conference will be held at the Dorena Genetic Resource Center or by conference call.

DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE

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.

The Contracting Officer should be informed as soon as possible of any actions or inactions by the Contractor or the Government, which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly. (This does not apply to individual task assignments which were issued by the COR provided they do not affect the delivery schedule or performance period stated in 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 or necessitate submittal of a contract claim.

CONTRACTOR'S REPRESENTATIVE

The Government may, at its option, suspend work with full count of contract time continuing, if the Contractor fails to provide a Contractor's Representative (1) conversant in the English language and (2) able to read and understand the contract.

SUPERVISION

The Contractor shall arrange for satisfactory supervision of the contract work, which includes inspecting janitorial cleaning prior to government inspection. The Contractor or one of its supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports, or requests from the Contracting Officer or COR. The Contractor shall provide in writing to the COR at least five (5) days prior to the contract starting date the names, telephone numbers, and addresses of on-site supervisors. The term “on-site supervisor”, “alternate on-site supervisor”, “superintendent”, or “Contractor Representative” means a person designated in writing by the Contractor who has the authority to act for the Contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the Contractor.

PAYMENT

Payment will be made on a monthly basis for janitorial services that have been satisfactorily provided. The Contractor will submit an invoice each month along with the completed inspection checklist from the Quality Control Plan. The Government will review the performance as compared to contract standards, the Quality Assurance Plan and the Performance Objectives. Monthly payments to the Contractor will be reduced for logged deficiencies, as described in the Inspection clause. Deductions for deficiencies shall be calculated as 1/30th of the unit price for each day the Contractor fails to correct the deficiency.

INVOICE PROCESSING PLATFORM

NOTE: The paragraph below replaces the paper invoice copies requirement referenced on FAR 52.212-4 (g) invoices.

The "Submit Invoice-to" address for USDA orders is the Department of Treasury's Invoice Processing Platform (IPP). The contractor must follow the instructions on how to register and submit invoices via IPP as prescribed in the previous communications from USDA and Treasury. All invoices are to be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm. Please make sure that your company has registered at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish your account.

GOVERNMENT FURNISHED PROPERTY

See Section 3.2 of the Statement of Work

1204T019Q0021 Dorena Genetic Resource Center and Cottage Grove RD Janitorial Services https://www.ipp.gov/index.htm https://www.ipp.gov/vendors/enrollment-vendors.htm

SECTION H – SPECIAL CONTRACT REQUIREMENTS

AGAR 452.228-71 INSURANCE COVERAGE(NOV 1996)

Pursuant to FAR clause 52.228-5, Insurance-Work on a Government Installation, the Contractor will be required to present evidence to show, as a minimum, the amounts of insurance coverage indicated below:

(a) Workers Compensation and Employer's Liability. The Contractor is required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers.

(b) General Liability. The Contractor shall have bodily injury liability insurance coverage written on a comprehensive form of policy of at least $500,000 per occurrence

(c) Automobile Liability. The Contractor shall have automobile liability insurance written on a comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and 500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage or loss.

(d) Aircraft Public and Passenger Liability. When aircraft are used in connection with performing the contract, the Contractor shall have aircraft public and passenger liability insurance. Coverage shall be at least $200,000 per person and $500,000 per occurrence for bodily injury, other than passenger injury. Coverage for passenger injury shall be at least $200,000 multiplied by the number of seats or passengers, whichever is greater.

AGAR 452.237-74 KEY PERSONNEL (FEB 1988)

(a) The Contractor shall assign to this contract the following key personnel, at minimum:

• On-Site Supervisor

• Janitor

(b) During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

(c) The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of

1204T019Q0021 all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (JAN

2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

CONTRACTOR EMPLOYEE AND SUBCONTRACTOR BACKGROUND INVESTIGATIONS

The Government will pay for the initial background investigations of Contractor employees or subcontractors as the contract gets underway in the base year. This number will not exceed three investigations. It will be the Contractor’s responsibility to pay for subsequent background checks due to turnover or dismissal due to failed background investigation. The cost will be the going rate of the OPM investigation cost at the time the background investigation is needed. This cost will be deducted from the contractor invoice. The current cost as of March 2019 is $176.00.

AGAR 452.204-71 PERSONAL IDENTITY VERICATION OF CONTRACTOR EMPLOYEES (OCT

2007)

(a) The contractor shall comply with the personal identity verification (PIV) policies and procedures established by the Department of Agriculture (USDA) Directives 4620-002 series.

(b) Should the results of the PIV process require the exclusion of a contractor's employee; the contracting officer will notify the contractor in writing.

(c) The contractor must appoint a representative to manage compliance with the PIV policies established by the USDA Directives 4620-002 series and to maintain a list of employees eligible for a USDA LincPass required for performance of the work.

(d) The responsibility of maintaining a sufficient workforce remains with the contractor. Contractor employees may be barred by the Government from performance of work should they be found ineligible or to have lost eligibility for a USDA LincPass. Failure to maintain a sufficient workforce of employees eligible for a USDA LincPass may be grounds for termination of the contract.

(e) The contractor shall insert this clause in all subcontracts when the subcontractor is required to have routine unaccompanied physical access to a Federally-controlled facility and/or routine unaccompanied access to a Federally-controlled information system.

(f) The PIV Sponsor for this contract is a designated program point of contact, which in most cases is the COR\COTR, unless otherwise specified in this contract. The PIV Sponsor will be available to receive contractor identity information from 8 a.m. to 4 p.m., Monday through Friday. The Government will notify the contractor if there is a change in the PIV Sponsor, the office address, or the office hours for registration; however, it is the contractor's responsibility to meet all aspects of paragraphs (c), (d), and (e).

PERSONAL PROTECTIVE EQUIPMENT

1. The contractor will train in the safe operation and use of equipment to all workers using such equipment.

2. Personal protective equipment, including personal protective equipment for eyes, face, head, and extremities shall be provided, used, and maintained in a…