ATCH-1_1240BE25Q0016_DES_PWS.pdf

Attachment 1, Performance Work Statement Page 1 of 8

1240BE25Q0016_DES_PWS

US Department of Agriculture (USDA)

Performance Work Statement

Janitorial Services for Deschutes National Forest Supervisor’s Office

Bend, Oregon Solicitation: 1240BE25Q0016 Purchase Order: TBA

Contents

Project Title General Information

1.0 Background and Purpose

2.0 Definitions

3.0 Specific Tasks and Quality Performance Standards

4.0 Key Deliverables

5.0 Property

6.0 Performance Requirement Measures

7.0 Attachments

Attachment 1, Performance Work Statement Page 2 of 8

Project Title:

Janitorial services for Umatilla National Forest Supervisor’s Office Pendleton, Oregon.

1.0 GENERAL INFORMATION

1.1 Purpose: This is a non-personal services contract. Providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. The Contractor shall provide all transportation, labor, equipment, supervision, materials, and supplies except those listed as Government Furnished Property, for the performance of this contract. As such the Government shall not exercise any supervision or control over the Contractor’s employees.

1.1.1 Description of Services: The Contractor shall provide janitorial services for the Supervisor’s Office, Deschutes

National Forest, Bend, OR. The scope of the work includes the year-around cleaning of approximately 47,600 square feet of office space, and five restrooms. This estimate does not include areas that will not be cleaned such as IT rooms, and storage areas. Semi-annual scheduled services include carpet cleaning, floor strip and wax, and exterior and interior window cleaning.

1.1.2 Place of Performance:

USDA FOREST SERVICE

Supervisor's Office

Deschutes National Forest 63095 Deschutes Market Road Bend, OR 97701 POC: Steven Oxford, steven.oxford@usda.gov, O: 541-383-5628, M: 541-316-3273

1.1.3 Period of Performance:

Base: 1 May 2025 to 30 April 2026 Option Year One: 1 May 2026 to 30 April 2027 Option Year Two: 1 May 2027 to 30 April 2028 Option Year Tree: 1 May 2028 to 30 April 2029

Option Year Four: 1 May 2029 to 30 April 2030

1.1.4 Government Regular Working Hours: The Government’s regular working hours are Monday through Friday from 0600-1700 except federal observed holidays.

1.1.5 Contractor Hours of Performance: Janitorial services shall be provided daily. All offices and common areas shall be cleaned once weekly. Restrooms will be cleaned daily, during government regular hours at a schedule approved by the COR. Window washing, carpet cleaning, and floor strip and wax shall be scheduled on weekends when directed by the COR. Seasonal, periodic and short-notice janitorial services shall be provided on a schedule approved by the COR.

1.1.6 Federal Observed Holidays:

New Year’s Day MLK Jr.’s Birthday President’s Day Memorial Day

Independence Day Juneteenth Labor Day

Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

Attachment 1, Performance Work Statement Page 3 of 8

1.1.7 Service Interruptions: If any services must be interrupted (even temporarily), the Contractor shall notify the CO, and COR at least three working days in advance. If the service is due to an emergency the Contractor shall notify the CO and COR as soon as practicable.

1.1.8 Bio-based Materials: Contractor shall use products made from bio-based materials (e.g., bio-based cleaners, degreasers, and toilet bowl cleaners) to the maximum extent practical without jeopardizing the intended use or detracting from the overall quality delivered to the end user or potential harm to surfaces. The Contractor shall submit a list to the COR within ten (10) calendar days after contract award and any changes indicating the name of the manufacturer, brand name, Safety Data Sheets (SDS), and intended use of each product used in the performance of this contract in accordance with 29 CFR 1910.1200. Deliverable 01

1.1.9 Conservation of Utilities: The Contractor shall instruct employees in utility conservation practices. The

Contractor shall be responsible for operating under conditions which preclude the waste of utilities, including but not limited to the following activities: lights shall be used only in areas where and at a time when work is being performed; heating, ventilation, and air conditioning controls shall not be adjusted by the Contractor’s employees;

water faucets and valves shall be turned off after use.

1.1.10 Quality Control Program (QCP): The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with this PWS. The QCP document or plan must be forwarded to and accepted by the CO. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. The Contractor’s QCP is the means by which the Contractor ensures that work complies with the requirements of the contract. The QCP shall be delivered to the CO within fourteen (14) days from the date of award. After acceptance of the QCP the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to the QCP. Deliverable 02. The Contracting Officer may direct modification(s) to the contractor’s QCP to address performance issues.

1.1.11 Contractor Work Plan: The Contractor shall develop and maintain a work plan to ensure services are performed in accordance with this PWS. In accordance with PWS Para 3.2 the contractor’s plan shall include the cleaning of all restrooms daily. All remaning office areas shall be scheduled once weekly. The plan shall include the contractor’s daily work schedule and any planned sub-contracting. The work plan will be submitted to the COR within fourteen (14) days from the date of award. Deliverable 03. The Contracting Officer may direct modification(s) to the contractor’s work plan to address performance issues.

1.1.12 Quality Assurance: The Contractor shall comply with the quality assurance program as defined in the Quality

Assurance Surveillance Plan (QASP). It defines how the performance standards will be applied, the frequency of surveillance, and the minimum Acceptable Quality Level(s) (AQL). Government surveillance of Contractor performance is not limited to the Performance Objectives as outlined in this PWS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

1.2 Type of Contract: The Government will award a firm fixed price contract.

1.3 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and/or COR shall meet periodically with the Contractor to review the Contractor's performance.

1.4 Contracting Officer’s Representative (COR): A COR may be assigned to this contract to monitor all technical aspects and assist in contract administration. The COR may be authorized to perform the following functions:

ensure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

Attachment 1, Performance Work Statement Page 4 of 8

1.5 Contractor Personnel:

1.5.1 Contract Manager: The Contractor shall provide a Contract Manager and designated alternate, as applicable, who has full authority to act for the Contractor on all contract matters relating to this contract. The Contract Manager or alternate shall be available during the Government's regular working hours and shall be available on site within one hour after the Government's regular working hours. The Contractor shall submit the name and contact information of the contract manager in writing to the COR within 14 calendar days of award.

Deliverable 04.

1.5.2 Quality Control Representative: Not used.

1.5.3 Special Qualifications: The Contractor shall ensure bio-hazard cleaning and disposal of bio-hazard materials is performed by qualified and certified personnel, as per OSHA Code of Federal Regulations, 29 CFR 1910.1030 (A thru I and Appendix A).

1.5.4 Conduct of Personnel: The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or if they are found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents.

1.5.5 Contractor Personnel Identification: Contractor personnel shall be easily identifiable through the display of badges or uniform. Contractor employees shall identify themselves by name and company affiliation when answering the telephone and attending meetings. All Contractor correspondence (written, facsimile, and email display) shall include their company name.

1.6 Security Requirements: Contractor personnel or any representative of the Contractor entering the Government facilities shall abide by all security regulations. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.6.1 Background Checks: Background checks are required to comply with Presidential Directive HSPD-12 that requires “for unescorted entry into a federal facility, the individual will have a background investigation on file.”

Within fourteen (14) calendar days of contract award and a new employee being selected for work on this contract, provide a complete list of the name, address, social security number, date of birth, and work phone of each employee engaged in the performance of this contract. Deliverable 05

1.7 Key Control: If the Contractor is provided with keys or a door access code to allow access to buildings and rooms requiring cleaning, they shall ensure they are not lost or misplaced and are not used by unauthorized personnel. The Contractor shall not duplicate keys. All keys that are provided to the Contractor will require a logged entry, signed signature, and date. Keys shall be retained in possession of the janitorial staff while performing services and returned to the COR prior to contract end date. All keys lost by Contractor’s personnel shall be reported to the COR immediately and shall be replaced at the Contractor’s expense.

1.8 Safety: Contractor personnel shall comply with all Umatilla National Forest directives and policies.

1.8.1 Accidents: Report any accident within 24 hours from occurrence to the COR. Deliverable 06

1.9 Fire Protection and Prevention: All sweeping compounds, dust cloths and mop treating materials, floor oils and floor treatment materials (exclusive of waxes) shall be products which are free of any spontaneous heating capability. Listings of these products as free of this capability by the Underwriters’ Laboratory Inc. or other qualified nationally recognized testing organization shall be considered as meeting these requirements. The Contractor shall not store combustible supplies including rags, paper, and other like items near possible sources of combustion such as steam pipes, high wattage lamp bulbs, and other like items.

2.0 DEFINITIONS,

2.1 Acceptable Quality Level (AQL). The allowable leeway or variance from a standard before the Government will reject the specific service. An AQL does not say that the Contractor may knowingly offer defective service. It implies that the Government recognizes that defective performance sometimes happens unintentionally. As long

Attachment 1, Performance Work Statement Page 5 of 8 as the percent of defective performance does not exceed the AQL, the service will not be rejected by the Government. The Contractor, however, must re-perform the defective service when possible.

2.2 Clean. “Clean” shall be defined as free of dirt, dust, odors, spots, streaks, stains, smudges, film, discoloration, litter, debris, foreign matter, and other residue or evidence of soil. Any maintenance solution or cleaning product residue that is not an air-dry product shall be removed.

2.3 Contracting Officer (CO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer. "Administrative Contracting Officer (ACO)" refers to a Contracting Officer who is administering contracts. A single Contracting Officer may be responsible for duties in any or all of these areas. In accordance with 48 CFR chapter 1, Administrative Contracting Officer does not-Require that a duty be performed at a particular office or activity; or Restrict in any way a contracting officer in the performance of any duty properly assigned.

2.4 Contractor. The term Contractor as used herein refers to both the prime Contractor and any sub-contractors. The prime Contractor shall ensure that his/her sub-contractors comply with the provisions of the contract. The term in this contract refers to the prime.

2.5 Contracting Officer’s Representative (COR). The Government employee designated by the Contracting Officer to be responsible for monitoring of Contractor performance.

2.6 Disinfect. Cleaning in order to destroy any harmful micro-organisms by application of an approved chemical agent.

2.8 Facility. An establishment, structure, or assembly of equipment designated for a specific function.

2.9 Frequency of Service.

2.9.1 Annual. Services performed once during each 12-month period of the contract. These services are to be conducted in accordance with the specified schedule unless change is scheduled in writing.

2.9.2 Semi-Annual. Services performed twice during each 12-month period of the contract. These services are to be conducted in accordance with the specified schedule unless change is scheduled in writing.

2.9.3 Monthly. Services performed at intervals of 28 to 31 calendar days.

2.9.4 Bi-Weekly. Services performed up to 26 times during each 12-month period of the contract.

2.9.5 Daily. Services to be performed in intervals in accordance with the PWS.

2.9.6 Man-Day. A unit of one day’s work by one person using an eight-hour day.

2.10 Moveable Item. Items that are fifty (50) pounds or less such as chairs, trash receptacles, and any easily movable item.

2.11 Non-Personal Services. The person rendering services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

2.11 Performance Requirements Summary (PRS). Identifies the key performance indicators of the contract that will be evaluated by the Government to ensure the Contractor meets standards.

2.12 Quality Assurance Surveillance Plan (QASP). An organized written document used for quality assurance surveillance. The document contains specific methods to perform surveillance of the Contractor for each item of the Performance Requirements Summary.

Attachment 1, Performance Work Statement Page 6 of 8

2.13 Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

2.14 Quality Control (QC). A method used by the Contractor to control the quality of goods and services provided.

2.15 Random Sampling. A method of looking at a few individual items in a lot to determine the quality of that lot against a standard.

2.16 Space. An area to receive custodial services, which may or may not be considered a room by common definition.

Examples of space are definable sections of hallways, stairwells, lobbies, offices, entrances, and elevators.

2.17 Sub-Contractor: One that enters into a contract with a prime Contractor. The Government does not have privy of contract with the sub-contractor.

Contractor Requirements

3.0 SPECIFIC TASKS AND QUALITY PERFORMANCE STANDARDS

3.1 Basic Services: The contractor shall provide: a) The year-around cleaning of the Supervisor’s Office including an axillary room in the seed building commonly called the shed. Total square footage is approximately 47,600 sq ft. b) Semi-annual scheduled services include carpet cleaning, floor strip and wax, and exterior and interior window cleaning. c) Short-Notice janitorial services may be required on a Man-Day basis to augment regular cleaning.

The Supervisor’s Office can be described as a typical two-story, Government office building of approximately 46,290 sq ft. with a public lobby, offices, a large conference room, a small meeting room, two sets of employee restrooms, and a public restroom. Within the complex is the seed building seed building commonly called a shed, is a general-use room of approximately 1,100 sq ft. consisting of a 33'x33' room and two small single-toilet and sink bathrooms. See PWS ANNEX B, DES NF Supervisor’s Office Diagram.

3.2 Janitorial Services: The Contractor shall clean restrooms, breakrooms, elevator, lobby, and conference rooms daily. Remaining office spaces will be cleaned weekly. Named areas shall be free of dust, dirt, debris, carpet stains, (with the exception of current/existing stains, to be documented at time of award), trash, streaks, and smudges, and present an overall appearance of cleanliness. Desks and IT equipment shall not be cleaned.

Horizontal and vertical surfaces including tables, furniture, counters, railings, grilles, fire apparatus, doors, corners, crevices, moldings, and ledges less than 80 inches will be free of obvious dust, dirt, oil spots, or smudged surfaces. Trash shall be collected and put into government provided dumpster. Floors to include stairwells shall be clean and shall be vacuumed on each scheduled cleaning day. Sinks and water fountains will be clean with no residue. All areas are to be cleaned daily except office areas are to be cleaned weekly in accordance with the work schedule accepted by the COR as specified in PWS para 1.1.11.

Standard: Named areas shall be clean, and free of dust. Trash shall be removed. Sinks and water fountains will be clean with no residue. Surveillance will be random, but no area will be observed more than once daily.

AQL: 95% Compliance

3.3 Carpet Cleaning and Floor Strip and Wax. Twice annually the COR may direct the Contractor to commercially clean the carpets and to strip and wax the floor. Notice will be 21 calendar days. Carpet cleaning and floor strip and wax shall occur on weekend days in coordination with the COR.

Standard: Carpets shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material. There shall be no areas of deterioration or fuzzing. Floors shall be clean, free of dirt and stains with no wax build-up. Floors will have a high sheen appearance. Surveillance will follow performance within 3 days. Services shall be complete within 21 days of notification.

Attachment 1, Performance Work Statement Page 7 of 8

3.4 Exterior and Interior Window washing. Twice annually the COR may direct the Contractor to clean exterior and interior windows. Notice will be 21 calendar days. The Contractor shall identify all window deficiencies including staining, cracking, and windowsill damage and notify the COR in writing.

Standard: Windows shall be clean, with no streaks. Surveillance will follow performance within 3 days.

Services shall be complete within 21 days of notification.

3.5 High Area, Interior Lights and HVAC Cleaning. Twice annually the Contractor shall clean areas above 80” (tops of cubical walls, shelves, cabinets, and door frames). Vacuuming and dusting of all interior light fixtures and HVAC registers. Notice will be 21 calendar days.

Standard: Named areas shall be clean, and free of dust. Services shall be complete within 21 days of notification.

3.6 Short-Notice Janitorial Services. Periodically the office’s seasonal workload may exceed planned janitorial service capacity and additional services will be required. Services shall be consistent with services specified in Paragraphs 3.2 thru 3.4. With 5 days of notification the COR may direct the Contractor to provide short-notice janitorial service. The COR will initiate the short-notice service by specifying service objectives in writing to the Contractor. Upon receipt of the objectives the contractor will determine the number of man-days to accomplish the objectives in writing to the COR. No service will be provided under this paragraph without written approval of the COR. The contractor shall not exceed the number of man-days directed by the COR. Estimated at 10 man-days total annually, with 2 man-days minimum order.

Standard: Specified services shall be complete. Surveillance will follow performance within 3 days.

3.7 Calculating Acceptable Quality Level, AQL: Acceptable quality levels AQL will be calculated by dividing the number of acceptable occurrences observed by the number of possible occurrences observed. For example: Paragraph

3.2 in month one the COR observed 20 janitorial services. Of the 20 observed services, 18 were satisfactory. 18 satisfactory observations divided by 20 possible observation equals 0.9 or 90%.

4.0 DELIVERABLES

4.1 Deliverables Schedule

DELIVERABLE

REFERENCE

FREQUENCY

SUBMIT TO

01 – Bio-based Materials

In accordance with paragraph 1.1.8

Within fourteen (14) calendar days after contract award and any changes.

To the Contracting Officer via the

Contracting Officers’ Representative (COR)

02 - Quality Control Plan

(QCP)

paragraph 1.1.10

Within fourteen (14) calendar days after contract award.

To the Contracting Officer via the

Contracting Officers’ Representative (COR)

03 – Contractor Work

Plan paragraph 1.1.11

Within fourteen (14) calendar days after contract award.

To the Contracting Officer’s Representative

(COR) and/or Contracting Officer.

Attachment 1, Performance Work Statement Page 8 of 8

04– Contract Manager paragraph 1.6.1

Within fourteen (14) calendar days after contract award.

To the Contracting Officer via the Contracting

Officers’ Representative

(COR)

05 – Background Checks paragraph 1.7.1

Within fourteen (14) calendar days after contract award.

And any changes.

To the Contracting Officer via the Contracting

Officers’ Representative

(COR)

06 – Reporting Accidents paragraph 1.9.1

Report any accident within 24 hours from occurrence.

To the Contracting Officer’s Representative

(COR) and/or Contracting Officer.

5.0 PROPERTY

5.1 Government Furnished Property:

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract:

o Telephone.

o Janitor storage closet with sink.

o Dumpster.

o Water and Electrical Power.

o Parking

5.2 Contractor Furnished Property:

The Contractor shall supply ALL supplies, equipment (ex. steam cleaner, vacuum cleaner, cleaning supplies, etc.), o Bags for trash removal and line trash receptacles o Restroom supplies to include liquid soap, toilet paper, toilet seat covers, paper towels.

o Cleaning equipment to include brooms, brushes, buckets, and vacuums.

o Cleaning supplies.

6.0 PERFORMANCE REQUIREMENT MEASURES: Not used, See para 3, Specific tasks and performance standards.

7.0 ATTACHMENTS

PWS ANNEX A, DES NF Supervisor’s Office Map PWS ANNEX B, DES NF Supervisor’s Office Diagram