1205G120Q0007_D1_Statement of Work.pdf

Janitorial Services Attachment 1: Statement of Work Newport and Sullivan Lake Ranger Stations Page 1

STATEMENT OF WORK

SECTION 1

1.1 GENERAL.

This contract is for janitorial services with a Performance-Based Statement of Work at the Newport and Sullivan Lake Ranger District offices of the Colville National Forest. As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards.

The Contractor shall furnish all personnel, labor, equipment, material, tools, supplies, supervision, management, and services, except as may be expressly set forth as Government furnished, and otherwise do all things necessary to or incident to, perform and provide the work efforts described in this performance work statement.

The Contractor shall determine how much labor is need to perform the task, what methods will be used to complete the job and which supplies, materials and requirements are needed. The results of the work performed under this contract will conform to the Janitorial Work Quality Requirements and the Government expects that upon daily or periodic inspections that these performance standards will be met or exceeded.

1.2 LOCATION DESCRIPTION

Services are to be performed at the following two (2) locations:

A. Newport Ranger District office: 315 N. Warren Ave., Newport, WA. 99156 There is a total of approximately 6,767 square feet of floor area of which approximately 6,550 square feet is carpeted. The location, size, and other information pertinent to the Item is described as follows:

i. Main Office Building – The floor area consists of approximately 5,068 square feet.

The area is divided into fourteen (14) office-type rooms, one (1) conference room, two (2) small utility rooms and four (4) bathrooms. All rooms except utility rooms and bathrooms are carpeted.

ii. Timber Office Building – The floor area consists of approximately 1,431 square feet.

The area is divided into three (3) office type rooms, and two (2) restrooms. All floors except restrooms are carpeted.

B. Sullivan Lake Ranger District office: 12641 Sullivan Lake Rd., Metaline Falls, WA. 99153 The work area is approximately 6,300 square feet and consists of one (1) single story building divided into three

(3) wings. There are approximately eleven (11) office-type rooms, two (2) restrooms, one (1) conference/lunch room with a small kitchen, three (3) utility rooms for water, mechanical and network utilities and one (1) 25 square foot janitorial room. All floors except vestibule, janitor, bathrooms, utility rooms and 1/2 of the conference room are carpeted.

Note: A separate fourth wing of the building of approximately 1,800 square feet is not included in the “work area” under this contract.

1.3 FREQUENCY OF SERVICE AND CLEANING HOURS

A. Frequency of Service (Daily Basis) for Newport Ranger Station buildings:

• May through October - Wednesday and *Friday

• November through April - *Friday.

Frequency of Service (Daily Basis) for Sullivan Lake Ranger Station buildings:

• January through December - *Friday

*Friday work may be performed either Friday night, Saturday or Sunday at the Contractor’s option.

B. Hours of Work:

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Unless otherwise agreed to by the Contractor and the Contracting Officer, all work shall be performed between the hours of 6:00 PM and 6:00 AM.

C. 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

Newport and Sullivan Lake Ranger Stations Page 3 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.

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.

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 may be deducted up to 5% of the total monthly amount for each substantiated occurrence.

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 Newport Buildings First day of work 1 Building Key(s) 2 Sullivan Lake Buildings 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. Electrical light bulbs

Space will be assigned, in the main building at each location, 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 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 Environmental, Energy, and Transportation Management,” EO 13514, “Federal Leadership in Environmental, Energy, and Economic Performance;” and the Federal Acquisition Regulation to provide biobased products.

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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

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.

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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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 STATEMENTS AND STANDARDS

The Contractor through innovation, technology, or other means, shall perform the work in this contract at frequencies necessary to meet the quality and performance standards in this Section. Evaluations of the Contractors work will be based on the standards in this Section combined with the overall appearance of other comparable buildings. In order to be effective, the evaluation should be conducted by the Contracting Officer as close to the time that the cleaning tasks were completed. Listed below are the performance standards the Contractor is required to meet in this contract.

A. “Daily” Janitorial Services performed each week and applicable to all locations and buildings

1. All other space – shall be generally free of obvious dirt, debris, dust and present an overall appearance of cleanliness.

2. All dispensers – shall be disinfected and filled with Government-provided supplies; including all toilet paper, paper towel and soap dispensers. An adequate supply of toilet paper and paper towels will be made available for single roll dispensers to allow for usage between cleaning days.

3. Bare Floor Maintenance –shall be maintained in accordance with manufacturer’s recommendations.

Floors shall be free of dirt, streaks, marks, and smudges including under area rugs.

4. Carpets and Rugs – shall be free of obvious removable spots, stains, soiled traffic patterns, dirt, debris, gum and crusted material. Vacuuming will be done at a frequency that will protect the integrity of the carpet and prolong wear. There are to be no areas of deterioration or fuzzing to the carpet and rug as a result of harsh brushing or scrubbing. Spot cleaning is routine maintenance and shall be included under the basic cleaning requirements (Base Items). Cleaned area of carpets and rugs should reasonably blend with surrounding carpet. Carpets shall be dried within 24 hours to prevent mold growth.

5. Cleaning Waste Receptacles –exterior and interior surfaces of receptacles shall be free of dirt, dust, streaks, and spots. Plastic liners shall not be torn or contain residue.

6. Drinking fountains –shall be free of dirt, stains, watermarks and all other debris or encrustation.

Drinking fountains will be sanitized and present a luster appearance.

7. Exteriors – exterior entries, sidewalks, benches, mats, including underneath mud grates, etc., shall be kept free of dirt, mud, debris and trash. Cobwebs shall be swept down from eves and soffits.

8. Flooring – shall be free of dirt, debris and foreign matter and damp mopped as the only method of wet cleaning. Bare floors shall be slip resistant, free of streaks, marks, cloudy film, skipped areas, buildup, and present an overall appearance of cleanliness. Bare floors including corners and bases shall be free of dirt, debris, and foreign material and backup and shall have a uniform luster including under area rugs. Doors, baseboards, walls, and other surfaces shall be free of reside and marks from cleaning equipment.

9. Other flooring and base moldings and grout – shall be free of dirt, debris and foreign material and maintain a luster.

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10. Floor Mat Placement and Cleaning – during inclement weather, Government-furnished floor mats shall be placed at entrances prior to the building occupants reporting for work. Mats shall be clean and free of dirt, grime, stains, and any buildup or crusted material. Mats shall be removed, cleaned, and stored when no longer required and/or where used.

11. Food service and break areas – shall be free of obvious dirt debris and extraneous matter. All receptacles used for food debris will be emptied, cleaned and disinfected. Tables and chairs shall be wiped down.

12. Glass, clear partitions, stainless steel, doors, mirror surfaces and coverings – shall be clean and free of obvious dirt, dust, streaks, smudges, soil substances, discoloration, rust and encrustation. There shall be no water spots on the glass or adjacent fixtures and furniture. Stainless steel shall be bright.

13. Horizontal surfaces under 70 inches shall be free of obvious dust, dirt, oil spots or smudged surfaces.

Desks with papers, computers and keyboards will not be dusted.

14. Light bulbs – Check all light fixtures and replace all burned out or defective bulbs (bulbs will be furnished by the Government).

15. Metal and wood surfaces – shall be free of obvious dirt, stains and streaks.

16. Resilient flooring and base moldings shall maintain a luster, free of all types of marks.

17. Restrooms and locker room areas – shall be cleaned with a disinfectant cleaner. Fixtures shall maintain a high level of luster and be free of dust, mold, mildew, streaks, and encrustation. Partitions, doors, vents, sills, and walls shall be free of dust, dirt and graffiti. Restroom supplies shall be replenished as needed to maintain an adequate supply at all times. Sanitary napkin disposal containers shall be lined and emptied daily. Restrooms shall be free of discarded material and trash shall be emptied daily to prevent them from overflowing. Floors shall be swept and damped mopped.

18. Rooms – shall be free of obvious surface dust, dirt, food waste, debris, carpet stains, trash, streaks and smudges.

19. Sweeping and Picking up trash, cigarette butts, debris, and extraneous matter – from the entry ways, sidewalks, grounds, and landscaped areas and disposed of properly.

20. Stairways, entrances, landings, railings, risers, ledges, grills, doors, radiators and surrounding areas

– shall be free of obvious dirt, dust, stains, litter, weeds, debris and other extraneous matter.

21. Trash – shall be collected from work areas and transported to an area designated by the Contracting Officer. Trash containers shall be lined and kept relatively free of trash, dirt, stains and debris.

B. “Biannual” Janitorial Services performed every 6 months and applicable to all locations and buildings

1. Fabric Chairs –Fabric chairs shall be vacuumed to remove dust, dirt and loose debris.

2. Windows Washing including Storm Windows. Both internal and external sides of windows shall be free of dirt, grime, dust, streaks, and excessive moisture and shall not be cloudy. Window sills, sashes, Newport and Sullivan Lake Ranger Stations Page 10 woodwork, and other surfaces surrounding glass shall be wiped free of drippings and other watermarks.

Storm Windows shall be removed and washed and put back up.

C. “Annual” Janitorial Services performed every 12 months and applicable to all locations and buildings

1. Carpet Cleaning - carpets shall be cleaned in accordance with the manufacturer’s recommendations.

This requirement shall entail the movement of some furniture (i.e. chairs, rolling file cabinets, etc.), where accessible, but does not include fixed furniture (i.e. modular-type furniture, 4 drawer filing cabinets, etc.). Cleaning shall be done at such a time as to allow carpets to dry out side of office hours.

The Contractor shall replace furniture and equipment to original positions. Wash with damp cloth and dry mopboards of all carpeted areas. Mechanical equipment controls for heating, ventilation, and air-conditioning systems will not be adjusted by contract employees.

2. High cleaning surfaces above 70 inches shall be cleaned free of obvious dust and cobwebs. This does not include removal of blinds, vents, tiles, or fixtures for accomplishing high cleaning. The Contractor shall notify the Contracting Officer five days prior to the high cleaning.

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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