STATEMENT OF WORK FORT VALLEY.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project

General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards

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Project

JANITORIAL SERVICES, FORT VALLEY EXPERIMENTAL FOREST, FLAGSTAFF, ARIZONA

General Information

1.0 Scope of Work

The Fort Valley Experimental Forest (FVEF) requires janitorial services to keep the buildings in a satisfactory facility condition and present a clean, neat, and professional appearance. The Contractor shall furnish all labor, materials, tools, equipment, permits, transportation, employee training, and insurance as specified herein. Training and performance of this contract shall include and comply with all applicable OSHA, EPA, local, State and Federal codes, mandates, and standards. Supplies and materials shall be of a quality and type customarily utilized by current industry standards and equipment ratings and shall be subject to the approval of the Contracting Officer (CO) or Contracting Officer’s Representative (COR) (industry standards only applicable where they do not violate any of the afore mentioned codes/mandates). The Contractor shall at all times provide adequate supervision of employees ensuring all work is accomplished in accordance with the terms and conditions of the contract in a manner that will maintain satisfactory facility condition and present a clean, neat, and professional appearance throughout the year.

The following 8 buildings shall be cleaned at each janitorial cleaning session:

Building 6 "The Schoolhouse" Building 20 Men's and Women's restroom Building 14 "Cabin/Residence" Building 16 "Cabin/Residence" Building 17 "Cabin/Residence" - Currently occupied, so this building will be included on the task list only when unoccupied.

Building 18 "Archives/Cottage" Building 19 "Office/HQ" Building 22 "Cabin/Main Residence"

1. Sweep and damp mop all tile and hardwood floors.

2. Sweep all entrance areas.

3. Dust all horizontal surfaces such as tops of partitions, window ledgers, cabinet tops, etc.

4. Remove cobwebs from interior areas from within 8ft of floor.

5. Empty wastebaskets and remove all trash collected from wastebaskets from site.

6. Clean and disinfect all restrooms in each building including toilets, sinks, stalls, and floors.

7. Clean kitchen counter tops and sinks. Contractor is not responsible for cleaning dishes.

8. Dust and clean desks, chairs, cabinets, and all other fixtures in all buildings listed for cleaning.

Reporting Item No. Deliverable Objective Due 1 Report of intent to access property Contractor will inform the Managing Forester and/or the Scientist-in-charge of the intent to access the property and perform the cleaning functions. Phone call, email, or text messaging is acceptable, with the provision of contact information in case further discussion is necessary.

Week before planned access

2 Report of completion Contractor will inform the Managing Forester and/or the Scientist-in-charge of completion of the cleaning functions.

No later than the week after the cleaning was performed.

2.0 Background

To provide janitorial services to the Fort Valley Experimental Forest located at 5735 W Fort Valley Road, Flagstaff, AZ 86601. This area is remote and mountainous, please be familiar with area prior to sending in any offer.

Contractor Requirements

3.0 Technical Requirements / Tasks

C.1.2.1 Contract Manager. The Contractor shall designate, in writing to the Contracting Officer’s Representative (COR) and the Scientist-in-Charge or his designate a Contract Manager which will be responsible for the performance of the work. The Contract Manager will have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The contract manager will be available by means of a communication system so the Contractor may respond in person or by phone within 15 minutes during normal duty hours or within one (1) hour after normal duty hours. The name of this person shall be submitted to the Contracting Officer at pre-work meeting and within one (1) workday of any change(s). The contract manager shall have two full years of housekeeping experience within the last six years and demonstrate an active knowledge of aseptic requirements and cleaning techniques.

C.1.2.2. Personnel List. In accordance with 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, the Contractor shall, within ten (10) working days prior to the start of the contract, furnish the CO a complete list of the name, address, social security number, and date of birth of each employee engaged in the performance of this contract.

C.1.2.3. Background Checks. The Contractor shall furnish to the CO, a Government background investigation for each employee performing work at, or having access to, the Government buildings or facilities prior to performance of the work. All background investigations include a minimum of a Federal Bureau of Investigation (FBI) National Criminal History Check (fingerprint check), and eligibility to perform work under this contract shall be contingent upon a favorable background investigation result. The Contractor shall be responsible for the cost of all background checks for its employees. In the event of a change in employees, the Contractor shall inform the CO promptly of the change, normally within one (1) calendar day after new employee hire or employee dismissal.

C.1.2.4. Employee Identification. Rocky Mountain Research Station shall issue a key for the gate to Fort Valley Experimental Forest and a master key to the buildings for cleaning access. The Contractor shall furnish employees with a uniform bearing the company name and logo, which shall be worn at all times when work is performed under this contract. At a minimum, the uniform shall consist of a shirt or vest.

C.5.2. Contractor Responsibilities. The Contractor is responsible for loss, theft, damage, or destruction of any Government or personal items belonging or assigned to the occupant or user in any office or other rooms of the facility when such acts can be proven, beyond a reasonable doubt, to be the fault of the Contractor or one of their employees.

No one under the age of 16 shall be permitted in the building or on the premises. The Contractor shall ensure that no one but their employees have knowledge of the fire alarm security code to the main building alarm system. The Contractor shall be responsible for ensuring their employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones or equipment. Contractor must establish and implement methods of ensuring that all keys issued by the Government are not lost, misplaced, or used by unauthorized persons.

C.5.3. Energy Conservation. Contractor shall turn on lights in rooms only during the time needed to perform the required work and ensure that all lights are turned off in each room as work in that room is completed, except those required to remain on.

C.5.4. Federal, State, and Local Codes and Laws. All chemicals used will be those commercially available which meet Federal, State, and local codes and which have been approved by the COR. Information can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials. The Contractor shall use products made with recycled materials to the greatest extent possible. Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging and are phosphate free, non-corrosive, non-flammable, and fully biodegradable. The use of caustics (acid based cleansers) will not be approved. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable Material Safety Data Sheets have been furnished to the COR/CO. No item containing a CAUTION or WARNING label will be added to the Contractor's products list until the COR/CO has given verbal approval for its addition. The Contractor shall not use any material which the COR/CO determines would be unsuitable for the purpose or harmful to the surfaces to which applied. Costs for correcting damage caused by misused materials will be borne by the Contractor. The COR/CO reserves the right for final approval on all materials and supplies utilized by the Contractor.

C.5.5. Occupational Safety and Health Act (OSHA). Full compliance with Federal Law and USDA Regulations requiring safety is applicable.

C.5.6. Environmental Protection Agency (EPA). Full compliance with environmental and hazardous waste management laws, rules, and regulations is applicable.

C.5.7. Fire Prevention. Fire prevention shall always be exercised by the Contractor and employees. All combustible material shall be used and stored in a safe manner. Contractor shall report to the COR/CO any fire hazards.

C.5.8. Tobacco Control. The Contractor and its employees shall observe the Tobacco Control requirements contained in DR4400-006, 5 U.S.C. 301; 5 U.S.C. 7901; 29 U.S.C. 666; 41 CFR 101-20.105-3; and 41 CFR 101-39.300(d) whenever performing services in or visiting Government facilities/buildings.

C.5.9. Biobased Products. The Contractor shall comply with the Farm Security and Rural Investment Act of 2002 and the Energy Policy Act of 2005 (7 U.S.C. 8102(c)(3)) as required under the clause - 52.223-1 Biobased Product Certification and 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (see Section I).

4.0 Government Furnished

C.2.1. Facilities. The Government will furnish the Contractor with an area to use for storage of equipment and supplies in the Headquarters Building (Building 19). The Contractor shall maintain this space in a neat and orderly condition. The area occupied by the Contractor may change at any time at the Government's discretion. The Contractor shall not construct any new building facilities or structures on Government property nor make any structural changes without written approval through the CO. Structural repairs required during the term of the contract shall be reported to the COR for appropriate action. The Contractor shall reimburse the Government for repairs not attributable to fair wear and tear. Sinks and buckets shall be kept clean and free of standing water. Hoses, which are connected to faucets, will not be left in standing water. The provided space and equipment must be kept neat, clean and odor free and returned to the Government at the expiration of the contract in reasonably the same condition as at the time of entering into the contract.

C.2.1.1. Contractor shall not change the locks or make copies of any Government-furnished keys.

C.2.1.2. Within ten (10) working days after contract start date, the Contractor and Scientist-in-Charge or his designate will conduct a joint building assessment and expectations for the cleaning.

C.2.1.3. Within 15 working days prior to the end of a contract period, the Contractor and the COR shall conduct a joint building and condition inventory of all building facilities and installed equipment furnished to the Contractor. All damage (other than fair wear and tear) which was nonexistent at the time of contract start date will be documented and signed by the Contractor and the COR. Any damage noted at this time, which resulted through other than fair wear and tear, shall be corrected or repaired at the Contractor's expense.

C.2.2. Utilities. The Government will furnish electrical power, sewer service, and water at no cost to the Contractor during performance of this contract. The Contractor shall conserve all furnished utilities. Hot water is not available in all buildings. Use cold water as necessary, limited to the normal supply will be provided in the building. No special heating or cooling of the water will be provided. The Government will not furnish telephone service.

C.2.3. Waste or Trash Disposal. There are no on-site dumpsters on Fort Valley Experimental Forest. The contractor will need to take the waste to the Dumpsters behind the USFS RMRS Southwest Forest Sciences laboratory in Flagstaff.

Dumpster at 2500 S Pine Knoll Drive Flagstaff, AZ 86001. Behind the lab. It’s an NAU dumpster. Trash shall not be placed in dumpsters/roll-a-ways belonging to other contractors. If such an event occurs and results in a claim against the Government for disposal of the trash, the Contractor will be charged for the amount of the negotiated claim.

C.2.4. Key Control. Keys will be provided by the Forest Service. No Contractor employee shall enter any FS building without first obtaining a key allowing access to Government property. CONTRACT EMPLOYEES ARE PROHIBITED TO SHARE THEIR KEY WITH ANOTHER CONTRACTED EMPLOYEE DURING THE PERFORMANCE OF THIS CONTRACT. RANDOM POINT OF ENTRY CHECKS VIA VIDEO CAMERA MAY OCCUR. The Contractor shall be liable for all loss or damage of such delivered Government-furnished property until completion of and final acceptance of work required under this contract.

The Government, at the Contractor's expense, shall replace any keys lost by the Contractor's employees. If a standard key is lost, the lock for that key will be replaced by the Government and the cost deducted from the monthly payment due the Contractor. Lost keys shall be reported to the COR immediately. If the COR is not available, the loss shall be reported to the CO. Keys and Security Access Cards will be turned in to the COR by close of business on the last day of the contract. Any temporary employees shall turn in their Access Cards to the COR on the last day of their temporary duty.

C.5.1. Government Responsibilities. The Government will not be responsible for damage occasioned by fire, theft, accident, or otherwise to the Contractor's supplies, materials, or equipment in storage, or the Contractor's and their employee's personal belongings brought into the building.

5.0 Deliverables / Schedule

C.4. Specific Tasks

C.4.1. Schedules. The Contractor shall submit an annual schedule for services described in this SOW for acceptance at the pre-work meeting, identifying facilities by title and approximate time cleaning will occur. The Contractor shall not deviate from the accepted schedule without prior written approval from the CO/COR. Any permanent changes must be submitted 10 days before implementation and receive CO/COR written acceptance before the Government will allow the proposed changes. Cleanings shall be completed on the 15th of each month stated: September - November – February – April – June. If the 15th does not fall on a weekday – the next possible workday shall be the cleaning day.

C.4.2. Floors. Floor surfaces and baseboards shall be maintained clean and free of scuff marks, dirt, gum, dust, and other foreign matter. Floors and thresholds shall be cleaned and disinfected as necessary. This shall be completed by sweeping, vacuuming, and moping.

C.4.3. Landings, Stairways, Risers, Stringers. Surfaces (horizontal and vertical) shall be swept, mopped, and scrubbed.

Surfaces shall be free of dirt, dust, debris, and other foreign substances. Surfaces shall present an overall appearance of cleanliness.

C.4.4. Wood. Vertical and horizontal wood surfaces shall be cleaned with a treated dust cloth. Wood shall be free of soil, dirt, dust, streaks, spots, and film. Wood paneling must be treated in accordance with industry standards and best practices to maintain a uniform appearance.

C.4.5. Glass/Mirrors. Glass and Mirrors shall be clean and free of dust, smudges, soil substances, and spots. This includes, but is not limited to, transoms, partitions, entrance glass, desktop glass, full height glass walls, and bookcases.

Wash and wipe glass around entrances, lobbies, and vestibules. There shall be no water spots or streaks on glass or adjacent fixtures or furniture when job is done.

C.4.6. Supplies. All supply dispensers (i.e. towel dispensers, soap dispensers, toilet paper dispensers, toilet seat covers, garbage bags, sanitary product dispensers, etc.) shall be fully stocked and maintained to meet the needs of the buildings’ normal occupancy. All supply dispensers shall be clean and dry. In addition, all dispensers shall be free of spots, dirt, streaks, rust, mildew, and excess moisture. Vanity shelves shall be clean and dry.

C.4.7. Solid Waste Collection. All waste, recyclable and compostable materials generated in the building shall be collected, removed, and placed in Dumpsters behind the USFS RMRS Southwest Forest Sciences laboratory in Flagstaff., and recycle or compost containers. Dumpster at 2500 S Pine Knoll Drive Flagstaff, AZ 86001. Behind the lab. It’s an NAU dumpster. There shall be no overflow around containers.

C.4.8 Waste or Trash. Waste receptacles shall be free of residue and food scraps. Waste receptacles shall be cleaned, as required, to maintain sanitary conditions.

C.4.8.2 Recyclable Materials. Recyclable materials shall be collected from designated, Government-furnished, recycle receptacles and placed in dumpsters behind the USFS RMRS Southwest Forest Sciences laboratory in Flagstaff.

Dumpster at 2500 S Pine Knoll Drive Flagstaff, AZ 86001. Behind the lab. It’s an NAU dumpster. Designated recycle receptacles will be in primary collection areas, such as business centers and break rooms. All containers marked “recycle” at desk areas in workspaces will be emptied by Forest Service employees. Recycle receptacles shall be cleaned, as required, to maintain sanitary conditions. Materials shall be kept segregated as required by local recycling guidelines.

C.4.9. Restroom and Shower Cleaning. This standard covers all toilets, sinks, and bathtubs (with attached showers) and other aspects pertaining to the restrooms and their contents. The two standalone showers are not operational and need not be cleaned regularly. Toilets shall be free of all matter, human waste, and grime. All toilets shall be disinfected. Sinks and tubs shall be free of soap scum build up, grime, water deposits, and any other matter. All surfaces, including door handles, shall be clean of debris, streaks, and stains.

C.3. Contractor-Furnished Items

C.3.1. Supplies. The Contractor shall furnish soap, hand sanitizer, paper hand towels, 2-ply toilet paper, and any other necessary supplies. The Contractor shall provide all cleaning products, vacuums, rags, and any other cleaning supplies and equipment necessary to adequately meet the cleaning specifications. No flammable or explosive liquids such as gasoline will be stored on the premises. The Contractor shall submit a list of cleaning products to be used to the CO/COR for approval during the pre-work meeting. Materials and equipment shall be of suitable size and type for the work or service being performed. See paragraph C.5.09 for additional information.

C.3.1.1. All containers of cleaning chemicals, hazardous materials (products containing CAUTION or WARNING labels), and similar products shall be conspicuously marked with a factory label to identify contents. Hazardous materials shall be labeled with appropriate Department of Transportation (DOT) or Interstate Commerce Commission (ICC) hazard labels (flammable, corrosive, acid, etc.), as specified on the Safety Data Sheet.

C.3.1.2. The Government reserves the right to require samples of supplies to be used by the Contractor to determine suitability and standards compliance. The Contractor, at their own expense, shall replace item(s) failing to meet required standards.

C.3.1.3. The use of caustics (acid-based cleansers) will not be approved. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable Safety Data Sheets (SDS) for all chemicals and hazardous materials (products containing CAUTION or WARNING labels) have been furnished to the Government and approval has been received from the COR.

C.3.2. Safety Data Sheets (SDS). The Contractor shall submit SDS sheets obtained from the manufacturer or dealer concerning all hazardous materials (products containing CAUTION or WARNING labels) to be used under this contract through the COR to the Rocky Mountain Research Station Safety Manager at pre-work meeting. Reference: 29 CFR 1910-1200. SDS sheets shall be submitted, and products approved prior to the use of any products.

C.3.3. Contractor’s Equipment. The Government will not provide any equipment for this contract. The Government may inspect Contractor's equipment at any time. If a piece of equipment needs repair or is determined unsafe by the COR, the Contractor shall immediately stop using the equipment. Defective equipment shall be repaired or replaced within 72 hours. Contractor's equipment shall be subject to approval by the COR/CO. The Contractor shall service or replace at no cost to the Government any equipment found to be defective, unsafe, or unsuitable.

C.3.3.1. For protection of walls and doors, all wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.

C.3.4. Trash Receptacle Liners. The Contractor shall provide 1.0 Mil minimum thickness liners in trash receptacles.

C.3.5. Removal of Property upon Expiration of the Contract. The Contractor shall, within five days after the expiration of this contract, remove from Government premises all Contractor owned vehicles, equipment, tools, supplies, materials, or other items. If the Contractor does not remove said items within the stated period, the items will be delivered to the designated property office and disposition will be made in accordance with Government regulations.

F.1. Hours of Operation. The buildings are accessible by appointment during the daylight hours, seven days per week.

The contract will have keys. Any building that is currently a residence will be excluded from Contractor cleaning so long as that building is occupied The Contractor will work out the schedule with the Fort Valley Experimental Forest Scientist-in-Charge and/or the Managing Forester. Work delayed by causes beyond the Contractor’s control and performed beyond normal duty hours and/or non-scheduled days shall be performed at no additional cost to the Government.

Offices will be closed on days that fall on Federal Government Holidays and no Janitorial services will be required.

F.2. Schedules. The Contractor shall submit an annual schedule for services described in this PWS to the Scientist-in- Charge or his designate for their acceptance at the pre-work meeting, identifying facilities by title and approximate time basic and specialized cleaning will occur. The Contractor shall be allowed 30 days to adjust work schedules based on inspections. If necessary, this second work schedule shall be submitted to the CO/COR for acceptance. The Contractor shall not deviate from the accepted schedule without prior written approval from the CO/COR. Any permanent changes must be submitted 10 days before implementation and receive CO/COR written acceptance before the Government will allow the proposed changes.

Cleaning Frequency- The contractor shall complete one cleaning on (or near) the 15th of each month stated below:

September November February April June

F.3. Location:

5735 W. Fort Valley Road Flagstaff, AZ 86001

F.4. Federal Holidays:

New Year's Day Labor Day Martin Luther King Jr's Birthday Columbus Day Washington's Birthday Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth National Independence Day

Official information on federal holidays: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

Contractor Quality Control

C.1.3.1. General Requirement. The Contractor is responsible for quality control and shall establish and maintain an effective quality control system. The quality control system shall consist of plans, procedures, and organization necessary to produce services that comply with the contract requirements and shall not just restate the SOW. The system shall cover all Janitorial operations. The Contractor shall be responsible for the quality of work on the job and is subject to termination for non-compliance with quality requirements specified in the contract.

C.1.3.2. Quality Control System. The Contractor shall implement and maintain a documented quality control system, including a Quality Control Plan (QCP), that identifies and results in correction of potential and actual problem areas throughout the entire scope of the contract. An electronic copy of the QCP shall be provided to the to the Scientist-in- Charge or his designate at pre-work meeting. The Government will consider an interim plan for the first 30 days of operation. The QCP or interim plan shall be implemented on the first day of contract performance. When the plan is acceptable to all parties, it shall be signed by the Contractor, CO, and COR. The Contractor's Quality Control system shall include, as a minimum, the following to cover all Janitorial operations, including work by subcontractors:

C.1.3.2.1. Structure the system to assure the individual(s) responsible for Quality Control is independent from any other parts of the Contractor's organization.

C.1.3.2.2. Assure the Quality Control Manager has direct accountability to the Contractor's top management.

C.1.3.2.3. Procedures for written and verbal communication with the Government regarding performance of the contract.

C.1.3.2.4. Procedures for handling corrective action without dependence upon Government direction.

C.1.3.2.5. Specific surveillance procedures for each contract service identified in the Performance Requirements Summary. These surveillance procedures shall identify who shall perform the surveillance, the frequency, the method, listing of items under surveillance, and corrective action that will be taken to correct Contractor identified deficiencies.

C.1.3.2.6. Maintain records of all Contractor quality control checks and corrective action. These files shall be maintained by the Contractor throughout the term of this contract and shall be made available to the Contracting Officer or designated representative during the term of this contract. The Contractor shall retain its quality control files for not less than one year after the completion or termination of the contract.

C.1.3.3. Acceptance of Plan. Government acceptance of the QCP is conditional and will be predicated on satisfactory performance during the Janitorial services. The Government reserves the right to require the Contractor to make changes in its QCP and operations including removal of personnel, as necessary, to obtain the quality specified. After acceptance of the QCP, the Contractor shall notify the CO in writing of any proposed change. Proposed changes are subject to acceptance by the CO/COR.

C.1.4. Safety. The Contractor shall conduct its operations in strict conformance with all United States Department of Agriculture, United States Forest Service, and all applicable provisions of 29 CFR 1910 and 1926 of the Occupational Safety and Health Act. The Contractor shall implement a suitable safety program for employees performing work under this contract. The safety program shall be in writing and a copy shall be furnished to the CO/COR within 30 calendar days after commencement of work under the contract. Immediately after a job-related injury, the Contractor shall prepare a report of the injury using its own accident report form or other documentation and within five (5) days send the report to the CO who will forward it to the Rocky Mountain Research Station Safety Manager and COR. Any technical advice and assistance necessary for reporting and investigating accidents may be requested from the Safety Officer through the CO.

6.0 Travel

Travel to and from the Fort Valley Experimental Forest will be the responsibility of the contractor

7.0 Contractor’s Key Personnel

Assuming background checks performed as per above, no LincPass is necessary to access Fort Valley Experimental Forest Buildings. Contractor's key personnel will have the required knowledge, skills, and abilities to perform the cleaning functions listed in the Scope of Work.

8.0 Security Requirements

All outside doors shall remain locked while Contractor performs work, and the Contractor shall assure that all exterior doors in the main building and outlying buildings are locked prior to departure. Interior doors that are locked by their tenants shall not be entered and cleaning shall be skipped for that day. Unnecessary lights/faucets shall be turned off, and windows closed upon completion of duties. Do not adjust mechanical equipment controls. Contractor shall immediately report fires by calling 911, and report any hazardous conditions to the COR, turn in lost and found articles to the COR, and notify the COR when an unauthorized or suspicious person is seen on the premises. Contractor shall report any items in need of repair to the COR. Contractor shall immediately notify the COR if any problems are encountered either with the alarm or if any keys are lost. In the event that there is an onsite emergency and the buildings need to be evacuated, the Contractor’s employees shall comply with the evacuation of the building(s) as directed by the competent authority, either RMRS Safety Manager or police and/or fire officials

9.0 Data Rights

N/A

10.0 Section 508 – Electronic and Information Technology Standards N/A