AttachmentD1_Statement_of_Work.pdf

Janitorial Services Attachment D1: Statement of Work Chelan Ranger District Page 1

STATEMENT OF WORK

SECTION 1

1.1 GENERAL.

Except as noted under Government-furnished Property, the Contractor shall provide all management, tools, equipment, labor, supplies, incidentals, permits and license necessary to ensure custodial services are performed at the locations identified in Section 1.2, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.

The contract will commence approximately 11/01/2019 and continue through 10/31/2020 with 4 additional Option Years.

1.2 LOCATION DESCRIPTION.

Services are to be performed for the following facilities:

Chelan Ranger District, 428 West Woodin Avenue, Chelan, WA, 98816, consisting of the following:

1.3 HOURS OF OPERATION

Services shall be performed 2 times a week between the hours of 6:00 PM and 6:00 AM, so as not to interfere with regular Government business hours;

1. One cleaning either Friday evening, over the weekend or early Monday morning;

2. A second cleaning on Wednesday.

Performance outside the above hours requires approval by the Contracting Officer.

If the contractor’s employees have not completed background investigation and PIV (Personal Identity Verification), the contract cleaning days are Tuesday, Thursday during regular business hours from 8:00 A.M.

to 4:30 P.M. and the reception area shall be cleaned between 11:30 A.M. and 12:30 P.M.

Building Description Estimated Use / Occupancy

MAIN OFFICE

(SEE SITE MAP FOR

PROXIMITY TO OTHER

BUILDINGS)

Square feet: Approximately 2,350 Floor covering: Carpet, Wood, Linoleum Enclosed office spaces: 6 Cubicle style work spaces: 5 Restrooms: 2 (2 toilets, 2 sinks) Kitchen: 1 (1 sink) Reception Area: 1

Fall/Winter: 13 employees Spring/Summer: 14 employees High Public Use in Reception Area

ANNEX OFFICE

Square feet: Approximately 1,750 Floor covering: Carpet, Linoleum Enclosed office spaces: 1 Cubicle style work spaces: 5 Conference rooms: 1 Restrooms: 2 (2 toilets, 2 sinks)

Fall/Winter: 7 employees Spring/Summer: 15 employees

WAREHOUSE

Square feet: Approximately 250 Floor covering: Linoleum, Rubber Fitness center: 1 (rubber floor) Restrooms: 1 (1 toilet, 1 shower, 1 sink)

Fall/Winter: Light use Spring/Summer: High use

Janitorial Services Attachment D1: Statement of Work Chelan Ranger District Page 2

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

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

2) Forego the work and reduce payment to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the “per month” fixed price divided by 8 days per month and then multiplied by the number of days services were not provided. Appropriate adjustments will be made by the CO in the event services are provided for portions of days, or

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

Federal Holidays:

1. New Year’s Day

2. Martin Luther King, Jr. Birthday

3. Presidents’ Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veteran’s Day

9. Thanksgiving Day

10. Christmas Day

1.4 CONTRACTOR REPRESENTATIVE.

The Contractor shall provide a Contract Representative for the performance of the work. The name of this person and an alternate(s) who shall act for the Contractor when the Contractor is absent shall be designated in writing to the Contracting Officer. The Contractor Representative or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contractor Representative and alternate(s) must be able to read, write, speak, and understand English.

1.5 CONTRACTOR PERSONNEL.

Contractor shall provide the Government with names of employees that will be performing this service.

If changes to employees are made, the Government Representative shall be informed of these changes.

Only the Contractor and the Contractor’s employees are authorized to be in the building and areas surrounding the building, such as the parking lot. Children and pets are not allowed in the building or surrounding area.

Exceptions must be approved by Government Representative. Any equipment in the building, such as but not limited to, radios, typewriters, computers, telephones or copy machines shall not be used by the Contractor or the Contractor’s employees.

1.6 SECURITY

a. Keys and codes. The contractor will be provided keys and codes or allowed access to all areas and rooms requiring cleaning. Keys provided to the contractor shall not be duplicated. In the event a key is lost or duplicated, all locks and keys on that system shall be replaced by the Government. The contractor shall be responsible for the total cost involved in replacing keys and cores. The contractor shall be responsible for immediately reporting the occurrence of a lost key to the Contracting Officer Representative (COR).

b. Contractor employees shall not allow any unauthorized person the use of any key or code in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.

Janitorial Services Attachment 1: Statement of Work Chelan Ranger District Page 3

c. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Ensure areas are secured, windows are closed and locked and the alarm is set. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.

d. Any person requiring unescorted access in a government facility must undergo a background investigation and PIV (Personal Identity Verification) by the agency. The Forest Service will encumber the expense of this investigation for the first two (2) contractor employees. The contractor will be billed for each subsequent hire whether it is a replacement, subcontractor or fill-in janitor. There will be no refund for a contractor employee who does not pass the investigation. The current amount for a background investigation is $182.00 but is subject to change. Any government ID issued in conjunction with this contract will be returned with 24 hours of the completion or otherwise conclusion of this contract.

1.7. QUALITY CONTROL.

The Contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The quality control plan shall, at a minimum, include:

a. An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled and unscheduled basis and the title of the individual(s) who will do the inspection.

b. A method of identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c. A method for ensuring all keys and/or security access codes issued to the Contractor by the Government are not lost, misplaced, and are not used by unauthorized persons.

d. A file of all inspections conducted by the Contractor and the corrective actions taken. This documentation shall be made available to the Contracting Officer Representative for review upon request.

1.8. QUALITY ASSURANCE.

All work shall meet the standards specified herein. The Government will receive and investigate complaints from various building occupants. All information received will be provided either verbally and/or in writing to the contractor for appropriate action. All incentives and penalties will be judged according to the below Quality Assurance Surveillance Plan (QASP).

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1.9. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance Requirement AQL Monitoring Method Deductions for Not Meeting AQL

Contractor adheres to approved cleaning schedule

Minimum Acceptable

Quality Level:

100%

Unannounced inspection, direct observation or substantiated reports.

No payment for missed service day and 2% of monthly invoice deducted from payment per calendar day service is not completed.

Contractor performs all periodic cleaning tasks identified in Section 4:

Performance Work Statements and Tasks

Minimum Acceptable

Quality Level: 95%

Unannounced inspection, direct observation or substantiated complaints by building occupants.

Invoice shall be deducted 1% of the total monthly amount for each occurrence above one per month.

Chemicals are to be utilized per manufacturer’s instruction.

No improper mixing of chemicals.

No unlabeled containers or chemicals.

No improper storage of chemicals or chemicals left unattended by contractor in compliance with all applicable laws and regulations.

Only utilize chemicals that have been preapproved by COR.

Minimum Acceptable

Quality Level:

100%

Unannounced inspection, direct observation and COR review of submitted reports or substantiated complaints by building occupants.

Invoice shall be deducted 10% of the total monthly amount for each substantiated discrepancy.

Building occupant and contractor safety are of paramount importance.

Contractor adheres to all requirements identified in Section5: Other Requirements

Minimum Acceptable

Quality Level:

100%

Review of submitted reports or substantiated complaints by building occupants.

1% of monthly invoice deducted from payment for each occurrence.

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SECTION 2

GOVERNMENT FURNISHED PROPERTY, MATERIALS, SERVICES

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the “Government Property” FAR clause contained elsewhere in the contract.

Item No. Property Description Quantity Location Date Available

1 Building Key(s) 2 Work Site First day of work

Government Furnished Materials:

1. Toilet Paper

2. Paper Towels

3. Toilet Seat Covers

4. Trash Can Liners – Large

5. Waste Basket Liners

6. Hand Soap

7. Dish Soap for Kitchen

8. Bathroom deodorizers

9. Shower Curtain

Space will be assigned, as available in the building, for the storage of inventory of supplies and equipment, which will be used in the performance of work under the contract.

The Government will furnish electricity, water and dumpster/garbage removal service for required activities related to the contract only.

SECTION 3

3.1. CONTRACTOR FURNISHED ITEMS/SERVICES

Contractor shall furnish all labor, equipment, materials, supplies (including consumable items), 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 and comply with federal or state Occupational Safety and Health Standards and fire regulations.

The government shall not be held responsible for any item of Contractor’s equipment which may be lost, damaged or stolen. The Contractor shall tag or otherwise clearly mark all contractor owned equipment for identification.

3.2. ABILITYONE PRODUCTS

Contractor shall utilize cleaning/sanitary supplies from AbilityOne per FAR 52.208-9.

3.3 BIOBASED PRODUCTS

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 (SEP 2013), unless the product cannot be acquired – Competitively within a time frame providing for compliance with the contract performance schedule; Meeting contract performance requirements; or At a reasonable price.

A. Chemical Products The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA); Food, Conservation, and Energy Act of 2008; Executive Order (EO) 13423, “Strengthening Federal

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Environmental, Energy, and Transportation Management,” EO 13514, “Federal Leadership in Environmental, Energy, and Economic Performance;” and the Federal Acquisition Regulation to provide biobased products.

All custodial cleaning products used shall be biobased and meet as a minimum, Green Seal Product Standards (http://www.greenseal.orgl). Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content standards as listed below:

Contractor shall provide a list of all chemical products proposed for use under this contract to the COR for review and approval prior to use. If it is determined that a product does not meet Government performance requirements, the Contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance. Any products currently in use that do not meet minimum biobased standards shall be replaced once the current supply is exhausted. 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.

The Contractor shall maintain the smallest possible inventory of chemical products as necessary to meet immediate needs. All chemical containers will have the appropriate label, tag or marking prominently displayed that indicates the identity, safety and health hazards. The label used to identify the product must be identical to the product name on the safety data sheets (SDS).

NO UNLABELED CHEMICALS ARE PERMITTED FOR USE ANYWHERE WITHIN THE FACILITY.

NO UNLABELED CONTAINERS ARE PERMITTED.

USE OF PORTABLE CONTAINERS IS PERMITTED BUT MUST BE PROPERLY LABELED.

At the start of the contract, the Contractor shall provide the COR of an inventory of all cleaning products and chemicals to be used and stored on the premises. The inventory shall include the following information and shall be updated when product(s) are added or removed from use:

1. Name of manufacturer

2. Brand Name

3. Intended Use

4. Chemical Trade Name

5. Quantities stored on-site and location of storage area

6. Copies of the product(s) (SDS) Safety Data Sheets

Adhesive and Mastic Removers (BP) 58% - Minimum Biobased Content Graffiti and Grease Removers (BP) 34% - Minimum Biobased Content Hand Cleaners(BP) 64% - Minimum Biobased Content Hand Sanitizers (BP) 73% - Minimum Biobased Content Sorbents (BP) 89% - Minimum Biobased Content Carpet, Upholstery Cleaners General Purpose (BP) 54% - Minimum Biobased Content Carpet, Upholstery Cleaners Spot Removers (BP) 7% - Minimum Biobased Content Glass Cleaners (BP) 49% - Minimum Biobased Content Bathroom Cleaners (BP) 74% - Minimum Biobased Content Floor Strippers (BP) 78% - Minimum Biobased Content Dust Suppressants (BP) 85% - Minimum Biobased Content Toilet Cleaner, Rust and Lime Remover 74% - Minimum Biobased Content

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B. Non-Chemical Products The Contractor shall maintain an inventory of non-chemical products necessary to meet the needs for at least two (2) weeks.

All non-chemical products proposed for use under this contract must conform to the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) (http://www.epa.gov/cpg) for recovered (recycled) content, if the products are CPG-designated items.

For non-chemical products that are not CPG-designated, it is desirable for those products to meet the desired objective (e.g., ability to clean effectively) and contain the highest-possible amounts (by percentage) of recovered material(s) and post-consumer content, unless specific content requirements are set by the Forest Service. Additional information on recycled content products is available at the California Integrated Waste Management Board's Recycled-Content Product Directory webpage (http://www.ciwmb.ca.gov/rcp/).

C. Equipment The Contractor shall furnish all necessary cleaning equipment including: power-driven floor-scrubbing machines, waxing and polishing machines, vacuum cleaners, protective gloves, safety glasses, and any other safety equipment needed to execute the contract. If available, equipment utilized under this contract shall be Energy Star qualified or meet the Department of Energy's Federal Energy Management Program (FEMP) Energy-Efficient product requirements.

All equipment shall be of the size, type, and condition customarily used in this work, shall conform to all applicable safety codes, and shall meet the approval of the COR. All vacuum cleaners shall be equipped with High Efficiency Particulate Air (HEPA) filters able to trap at least 99.97 percent of all particles 0.3 microns in size and larger that are collected by the vacuum cleaner. All vacuum cleaners used during normal office hours (7 a.m. to 6 p.m.) shall be rated to produce noise levels no greater than 65 dB (average) at a distance of 6' 6" from the unit.

The Contractor is responsible for maintaining all equipment in good working order, in accordance with manufacturer recommendations. HEPA filters in vacuum cleaners will be changed on a regular basis in accordance manufacturer specifications so as to maintain optimal performance. Any defective equipment shall be brought to the attention of the COR within 12 hours of knowledge by the Contractor, and repaired or replaced at the Contractor's expense within 72 hours.

D. Reporting Requirement In accordance with FAR 52.223-2, Contractors are required to report their purchases of biobased products for each contract using the reporting portal within the System for Award Management (SAM) at http://www.sam.gov.

- Reporting must be completed by the end of October for the previous entire fiscal year (October 1 - September 30).

http://www.ciwmb.ca.gov/rcp/

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SECTION 4

PERFORMANCE WORK STATEMENT AND STANDARDS

The janitorial services shall be performed in accordance with the following specifications at the frequencies prescribed.

4.1 Restroom Services Performed (2) days a week for Main Office and Annex buildings and (1) day a week for Warehouse:

The Contractor shall accomplish all cleaning tasks to meet the requirement of this Performance Work Statement.

a. Fixtures, metal chrome surfaces, doorplates, door knobs/handles, mirrors, shelving, and dispensers shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust, and encrustation.

Disinfectant cleaner shall be used on door knobs/handles and light switch plates.

b. Toilets, washbasins/sinks, shower stalls, shower doors, interior, exterior, top and underneath side of seats, rims, bowls, flush valves, drains, and connecting pipes shall be cleaned and sanitized to maintain a high level of luster, and be free of odor dust, mold, mildew, streaks, rust and encrustations.

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

d. Restroom supplies, including paper towels, toilet paper, and liquid hand soap, toilet seat covers shall be replenished as needed to maintain an adequate supply at all times. Each toilet shall be supplied with two spare rolls of toilet paper at a location designated by the Government.

e. Trash shall be collected and put into government provided dumpster. Waste receptacles shall be lined and kept free of trash, dirt, stains, and debris.

f. Flooring, base molding, and walls shall be free of dirt, debris, all types of marks, and foreign matter, damp mopped, and washed as the only method of wet cleaning, using disinfectant cleaner.

g. Lighting and outlets; Malfunctioning fixtures shall be reported to the COR immediately.

4.2 General Services Performed (2) days a week for Main Office and Annex buildings and (1) day a week for Warehouse Fitness Room:

The Contractor shall accomplish all cleaning tasks to meet the requirement of this Performance Work Statement.

a. All Surfaces, vertical or horizontal, will be free of obvious dust, dirt, oil spots, smudged surfaces and cob webs.

Assure that walls, baseboards, air vents, counters, desks, tables, crevices, moldings, ledges and other surfaces remain free of spots, residue, and marks.

b. Wood doors and other wood surfaces shall be free of obvious dirt, stains, and streaks.

c. Door knobs, light switch plates, railings and push bars shall be cleaned and sanitized to be free of dirt, stains and streaks.

d. Door thresholds and kick plates shall be cleaned to be free of obvious dirt, stains, and streaks.

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e. Trash shall be collected and put into government provided dumpster. Recycle bins shall be emptied and put into outside recycling container. Trash and recycle containers shall be lined and free of trash, dirt, stains, and debris.

f. Carpeted floors, including areas under desks and chairs, shall be spot cleaned as needed and vacuumed clean, free of dust, visible dirt, and other debris and removable stains.

g. Non carpeted floors: sweep and damp mop floors to ensure they are free of debris, spills, grime, grease, and scuff marks. This includes under chairs and tables.

h. Kitchen area: Counter and sink surfaces shall be cleaned with a disinfectant cleaner. Counter and stainless steel sink surfaces shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust, and encrustation. Molding shall be free of dirt, debris, all types of marks, and foreign matter.

i. Kitchen supplies, including paper towels and liquid hand soap shall be replenished as needed to maintain an adequate supply at all times.

j. Ledges and sills shall be cleaned free of dust, debris and cobwebs.

k. Fitness room mirrors shall be cleaned to remove fingerprints, smudges and streaks.

l. Building entry way doors shall have interior side cleaned to remove fingerprints, smudges, grease, and streaks.

m. Entryway mats and carpet runners are to be vacuumed.

n. Drinking fountains shall be cleaned with a disinfectant cleaner. All surfaces shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust, and encrustation.

4.3 Services Performed (2) times a year for Main Office and Annex buildings:

The Contractor shall accomplish all cleaning tasks to meet the requirement of this Performance Work Statement.

Scheduling Requirement:

Initial service performed during the month of May.

Second service performed during the month of September.

Performance outside the above months requires approval by the Contracting Officer.

a. Exterior and Interior Window Cleaning: windows shall be cleaned in a manner keeping them clear from streaks, film, stains, and mineral deposits. Window sills and surrounding woodwork shall be left clear of obvious drippings or water marks.

b. Blinds and draperies: vacuum or dust draperies and blinds in place. Damp wipe blinds to remove all residual dust and film from blinds.

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SECTION 5

OTHER REQUIREMENTS:

All items are contained in this subsection are required to be provided by the contractor by the listed deadline and are subject to penalties for delinquency.

Deliverable Description of Requirement

Cleaning Inventory Supply list

A full list of chemicals to be utilized in execution of contract and all associated (SDS) Safety Data Sheets provided to COR No later than post award conference

Biobased Product Report

Contractors are required to report their purchases of biobased products for each contract using the reporting portal within the System for Award Management (SAM) at http://www.sam.gov by October each year for the prior Government Fiscal Year.

Contractor Quality Control program Written submission of program

No later than 5 days prior to starting date of contract. Revisions may be made at any time, subject to the approval of the Contracting Officer.

Provide Reports / Job related data upon request

Contractor is required to provide reports and job related data within 3 business days of request. Reports may include but are not limited to: hours worked, supplies consumed, accident reports, summary of quality assurance program results, summary of complaints, etc.

List of Employees / Proof of Training / Background Checks / Security Clearance

Contractor shall provide comprehensive list of employees, by contract location, prior to the start of the contract. The employee list must include good contact phone numbers for each employee as well as all completed training as proof of compliance with all applicable laws and requirements.

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

-END OF STATEMENT OF WORK-

http://www.sam.gov/

SECTION 5