Attachment 1 - Performance Work Statement.pdf

US Department of Agriculture (USDA)

Performance Work Statement

Contents Project Title General Information

1.0 Background and Purpose

Contractor Requirements

2.0 Technical Requirements / Tasks

3.0 Deliverable / Schedule

4.0 Government Furnished

5.0 Contractor’s Key Personnel

6.0 Security Requirements

7.0 Performance Requirement Measures

Attachment

Project Title Flagstaff Lab and Greenhouse Janitorial Contract

General Information

1.0 Background and Purpose

Rocky Mountain Research Station (RMRS) researchers work in a range of biological, physical and social science fields to promote sustainable management of the Nation's diverse forests and rangelands. The Station develops and delivers scientific knowledge and innovative technologies with a focus on informing policy and land-management decisions. Our researchers work in collaboration with a range of partners, including other agencies, academia, nonprofit groups, and industry. The Rocky Mountain Research Station serves the Forest Service as well as other federal and state agencies, international organizations, Tribes, academia, non-profit groups and the public.

The Flagstaff Forestry Sciences Lab (FSL) is co-located with the Northern Arizona University’s (NAU) School of Forestry, on south campus. Additionally, the FSL also oversees a greenhouse and shop facility located just off campus, approximately one mile east of the FSL.

Custodial services are needed for the two sites with one building at each location. The contractor shall provide all management, supervision, labor, personnel, transportation, materials, equipment, and supplies, except as otherwise specified, necessary to provide janitorial services at the Flagstaff Forestry Sciences Laboratory, Southwest Forest Science Complex, and the Greenhouse and Shop Facility. All work shall be performed in accordance with this performance work statement and all federal, state and local laws and regulations.

The Contractor shall perform the required custodial services of this contract between the hours of Monday -Friday 5:00 p.m. to 6:00 a.m. and, between Saturday morning at 6:00 a.m. and Sunday night at midnight, in accordance with the terms of this Performance Work Statement (PWS).

Facilities Descriptions and Locations

Flagstaff Forestry Sciences Lab, Southwest Forest Science Complex 2500 South Pine Knoll Drive Flagstaff, Arizona 86001-6381

This site is co-located with the Northern Arizona University’s (NAU) School of Forestry, on south campus. Although co-located, the FSL is a Federal facility and managed according to Federal laws and regulations. Regular office hours are Monday through Friday, 9:00AM – 3:00PM. The building is approximately 29,006 sf including all infrastructure and laboratories. There are three floors, the basement, main level and upper level. The “penthouse” level is strictly infrastructure and not included in this contract. There are approximately 60 tenants located within the building with representation from the US Forest Service, US Fish & Wildlife Service, and on occasion NAU.

Building Information, room and flooring types, etc. can be found in Appendix C.

Greenhouse and Shop Facility 1800 South Lone Tree Road Flagstaff, Arizona 86001

Commonly referred to as the greenhouse, the facility is located just off of NAU campus, approximately one mile east of the FSL. The building is located on several acres of undeveloped land belonging to the Forest Service. Access to the building is restricted by a fence surrounding the site with a locking gate. The greenhouse is not open to the general public and does not maintain regular hours. The facility has four greenhouses that are currently used for research by employees from the US Geological Survey, NAU and other Forest Service tenants. Other tenants include the US Fish & Wildlife Service. The site includes a metal/auto shop, wood shop, cold storage, two labs, an office and other infrastructure and flammable/hazardous chemical storage areas. The building is approximately 18,995 sf with only 8,987 sf eligible for cleaning under this contract. Few, if any, tenants actually maintain an office-type space at this location. The site is visited by approximately 6-10 individuals daily including weekends.

Building Information, room and flooring types, etc. can be found in Appendix C.

Contractor Requirements

2.0 Technical Requirements / Tasks

The Contractor shall furnish all cleaning supplies, materials and equipment necessary for satisfactory contract performance. Materials and equipment shall be of suitable size and type for the work or service being performed or, as identified in this contract.

C.1.5.1. The Contractor shall furnish hand soap, recycled paper hand towels, 2-ply toilet paper, and other necessary products and cleaning supplies necessary to adequately meet the contract specifications. Products provided by the Contractor shall be nontoxic, no fragrance cleaning products, vacuums, carpet cleaner, shampoo, rags, and any other cleaning supplies and equipment necessary to adequately meet the cleaning specifications.

C.1.5.2. No flammable or explosive liquids will be stored on the property.

C.1.5.3. Contractor shall use products made with recycled materials to the greatest extent possible. Preference shall be given to concentrated cleaning chemicals that use ecologically sound packaging and are phosphate-free, non-corrosive, non-flammable and fully biodegradable (reference C.5. Environmentally Sound Products and Practices.)

C.1.5.4. The Government reserves the right to require samples of supplies to be used by the Contractor to determine suitability and standards compliance. Items failing to meet required standards will be replaced at the Contractor’s expense.

C.1.5.5. The Contractor is responsible for ensuring all containers of cleaning chemicals, hazardous materials, and similar products are conspicuously marked with a factory label or permanently written label identifying contents. Hazardous materials shall be labeled with appropriate Globally Harmonized System (GHS) and the OSHA Hazard Communication Standard (HCS) hazard labels (flammable, corrosive, acid, etc.), as specified on the Material Safety Data Sheet (MSDS)/Safety Data Sheet (SDS). Visit OSHA’s Hazard Communication web page: https://www.osha.gov/dsg/hazcom/ for specifics on labeling standards (reference Section C.7. Health and Safety).

C.1.5.6. The Contractor shall ensure that tools and equipment necessary to clean the restrooms and shower facilities are clearly identified and utilized for cleaning only those areas (i.e. mop used to clean bathroom floor shall not be used to clean hallways, labs, or breakroom floor).

C.1.5.7. 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.1.5.8. If a piece of equipment needs repair or is determined unsafe by the CO, the contractor shall immediately stop using the equipment. Defective equipment shall be repaired or replaced within 72 hours. All supplies, unless otherwise specified, shall be of the highest quality and most suitable type or grade for the type of work specified.

C.1.5.9. Removal of Property Upon Expiration of the Contract. The contractor shall, within five (5) 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.

C.1.5.10. The contractor shall establish a communication paging and/or cell phone system whereby key personnel (Project Manager, Quality Control Inspector, Day and Night Supervisors, etc.) may be contacted by the CO/COR.

Provide janitorial services using the best commercial standards and practices that result in the removal of dirt, grime and other foreign matter so that the facility presents a pleasant, healthy and safe work environment for tenants. The interior and exterior of both facilities are clean to sight and touch, disinfected and, all visible foreign material is removed, according to the Task Frequency Schedule (Appendix B). All work shall be performed in accordance with the best commercial janitorial standards for cleanliness and the requirements of this performance work statement. Work is subject to inspection and acceptance by the COR. Any failures in performance shall be corrected immediately upon notification. Deficient work that cannot be corrected may be subject to an equitable adjustment in contract price.

The Contractor will provide the service of work scheduling. The Task Frequency Schedule (Appendix B) will be the basis for scheduling cleaning tasks in the specified buildings and areas. The Contractor shall provide adequate supervision of their employees to ensure complete and satisfactory performance of all work in accordance with the terms and conditions of the contract. The Contractor shall be responsible for the quality of work on the job and will not rely on the Government to identify non-compliant issues. Adequate supervision includes the Contractor requiring employees to physically sign in and out each workday.

The Contractor is not required to perform custodial duties in an area that is under repair or being remodeled. These areas will be clearly marked by the Government as not requiring services.

The Contractor is not required to perform custodial duties in any lab or other area marked “No Custodial Services Required”.

All cleaning tasks shall be accomplished as stated below and coincide with the Task Frequency Schedule (Appendix B).

Contractor will ensure the minimum cleaning and disinfecting standards are met. They include:

C.2.1.1. Trash, Refuse, Solid Waste and Recycling.

a. All trash receptacles shall be emptied and returned to their original location.

b. Trash and recycle receptacles shall be wiped clean and free of garbage, spills, wetness, or other sticky or grimy contents and, are odor free.

c. All trash cans will have a minimum of one replacement bag in addition to the current bag; bags must be of the appropriate weight and strength to handle waste.

d. When feasible, plastic trash bags will be reused rather than replaced. Reused bags must be clean and free of garbage, spills, wetness, or other sticky or grimy contents.

e. Trash cans will be returned to their original location after being emptied.

f. Boxes no larger than three (3) cubic feet, cans, and papers placed near trash receptacle shall be removed if clearly marked as trash or refuse.

g. Individual office/lab/other room recycling is the responsibility of the individual and not the Contractor.

h. Contractor will empty shared recycle bins located in the following areas: breakroom (2containers); mailroom #103 (3 containers); copy area on upper floor (1 container); and, computer room #242 (1 container).

i. The Contractor will dispose of trash and recycling in the outside dumpsters and will ensure that trash and recycling are not mixed but, placed in the appropriate container.

j. The Contractor shall be responsible for the placement of trash and recycling in the designated dumpsters.

C.2.1.2. Lunchroom Area. The floor in the break/lunchroom will be swept, damp mopped and sanitized as indicated in the Task and Frequency Chart. Floors shall have a uniform appearance free of streaks, swirls, marks, detergent residue and any evidence of soil, stain, film or standing water. Items on the floor shall be moved aside to sweep and damp mop under the items including tables and chairs. All vertical and horizontal surfaces shall be cleaned and disinfected. All surfaces, including but not limited to sinks, dispensers, counters, tabletops, cupboards, bookshelves, microwaves, refrigerators, etc., shall be clean of debris, fingerprints, streaks and stains. Microwave interiors shall be cleaned, disinfected and free of any debris. Dispensers will be kept full of supplies. All cupboard doors, interior & exterior;

exterior refrigerator doors, sides and tops; bookcases; tables including table supports; chair seats, backs, slats, legs and cross supports, shall be cleaned and disinfected and all grime, fingerprints and soil removed.

C.2.1.3. Restrooms and Shower Rooms. All restrooms and shower rooms, in all buildings, shall be thoroughly scrubbed and disinfected as required in the Task and Frequency Chart. Completely clean and disinfect all surfaces of sinks; wash bowls; toilet bowls and seats; urinals; lavatories; showers; shower mats; dispensers; plumbing fixtures; kick plates;

lavatory partitions; doors; walls; grates; entry doors; mirrors; and, all wall areas adjacent to wall mounted lavatories, urinals and toilets. A disinfecting and/or germicidal cleaning agent will be used to clean the previously noted surfaces.

After cleaning, all surfaces shall be free of deposits; dirt; spots; smudges and streaks; soap film; dust; soils; graffiti; scum;

and, odors. All bright metal finishes such as faucets, pipes, fittings and hardware shall be kept in a bright and clean condition. All dispensers shall be monitored and restocked as needed to ensure they have adequate supplies.

Sweep, mop and disinfect restroom and shower room floors ensuring the entire surface is free from litter, dust, debris, spots and areas appearing unclean. Grout on wall and floor tiles shall be free from dirt, scum, mildew, residue, etc.

Floors shall have a uniform appearance free of streaks, swirls, marks, detergent residue and any evidence of soil, stain, film or standing water. Easily removable items shall be moved aside to sweep and damp mop under the item. Restroom floors shall, according to the Task and Frequency Chart, be stripped, scrubbed and waxed to maintain sanitary conditions and a clean, uniform appearance. Every time the restrooms and showers are cleaned the floors will be swept, damp mopped and disinfected.

After cleaning restrooms and shower rooms, all lavatory/toilet seats will be left in an upright position and the entry door shall be left open.

4.1 C.2.1.4. Building Entrance/Exit Areas. Clean and disinfect both the interior and exterior glass doors, door jambs, side windows, windowsills and door fixtures for the main building entrances. Both the interior and exterior set of doors, windows and fixtures at each location shall be cleaned and disinfected. All smudges, fingerprints, marks and grime shall be removed, and metal fixtures polished.

4.2

4.3 Main building entrances for the FSL are the (1) main entrance (south side); (2) side entrance (west side) (3) employee entrance (north side); and, the (3) shipping/receiving area entrance.

4.4 Other entry/exits for the FSL are the glass doors on the main and second floor, dividing RMRS from the NAU atrium and, the doors leading to balconies and patio areas.

4.5 At the greenhouse only the main entry will be cleaned. Clean and disinfect both the interior and exterior doors, door windows, door jambs, side windows, windowsills and door fixtures.

C.2.1.5. Landings, Stairways, Risers, Loading Areas, Garage, and Ramps. Surfaces (horizontal and vertical) shall be dusted, swept, mopped, scrubbed and disinfected. Surfaces shall be free of dirt, dust, debris, and other foreign substances. Surfaces shall present an overall appearance of cleanliness. Stairway handrails will be cleaned and disinfected with all grime, grease, dirt, spills, fingerprints removed. Limited exterior areas are covered under this contract. Exterior areas include the space from the doorways to the bottom or ending of any and all building stairways, ramps, loading areas, and landings; cement walkways within 10 feet of entrances; and, the balconies and patio areas.

C.2.1.6. Patio and Balcony Areas. Patio and balcony areas (two (2) patios and three (3) balconies) will be addressed by wiping clean tabletops and seats with a damp towel and sweeping and disposing of any debris littering the cement areas. Balcony and patio railing will be cleaned and disinfected with all grime, grease, dirt, spills, fingerprints removed.

(NOTE: Cleaning of patio areas to take place May 1st through September 30th. Cleaning of balconies will take place throughout the year.)

4.6 C.2.1.7. Elevator. Interior shall be free of dust, dirt, and any other foreign matter. All bright metal surfaces shall be cleaned, disinfected and polished to a uniform appearance. Elevator buttons on the inside of the elevator and on the exterior at each stop shall be cleaned and disinfected. Elevator floors shall be cleaned in the same manner and on the same schedule as other comparable flooring types.

C.2.1.8. Drinking Fountains. Clean and disinfect all porcelain and polished metal surfaces, including the cabinet, percolator orifices and drains. Wipe wall areas around fountains as needed to ensure a clean and smudge free appearance. After cleaning, the entire drinking fountain shall be free from streaks, stains, spots, smudges, scale, and other obvious soil.

C.2.1.9. General Dusting/Cleaning. There shall be no obvious signs of dust on any surface (i.e. walls, tops of partitions, tissue and towel dispensers, tables, chairs, etc.). All horizontal, vertical, and under surface areas shall be free of dust, smudges, and spots. These areas include desk knee wells, chair rungs, table legs, and the like. Corners, crevices, moldings, and ledges shall be free of dust. When dusting horizontal surfaces, particularly desktops, desk items (i.e.

telephones, pencil sharpeners, calendars, staplers, etc.) may be moved to dust under. In no case shall papers be disturbed or viewed.

High cleaning includes dusting and cleaning horizontal and vertical surfaces over 7 feet above floor level including all overhead piping, lights and ceiling areas. All dust litter and soil shall be removed from all surfaces. Walls shall be free of dirt, smudges, and markings. Ceilings are to be free of cobwebs and loose dirt.

Window blinds, tapes, cords, and valances shall be free of dust and maintained in a clean manner.

Wall, divider and partition surfaces shall be free of smudges, marks, dirt, dust, and spots. This shall be completed without obvious discoloration to the wall finish. If stains cannot be removed from wall without harming the finish, immediately notify the COR/CO. In restrooms all signs of water stains, streaks, film, and smudges shall be removed from all surfaces including partitions, walls, window frames, sills, etc. This shall be completed by using a disinfectant cleaner to ensure sanitary conditions.

Vertical and horizontal wood surfaces (e.g., tables) 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 clean and uniform appearance.

Counters and countertops in all common areas shall be cleaned, disinfected and polished. Items on the countertops shall be moved so cleaning can take place under the items. Objects will be replaced in their original location after cleaning. Surfaces shall have grime, grease and other dirt removed.

C.2.1.10. Fixtures and Bright Metal Surfaces. Fixtures, including overhead light units, shall be clean and bright. Fixtures and bright metal surfaces shall be free of streaks and matter. In addition, surfaces shall be disinfected and dried. There shall be no obvious dust, trash, dirt, stains, nor encrustation on fixtures and bright metal surfaces. Light coverings shall be removed and cleaned so that all dirt, debris, bugs and dust are removed. There should not be any streaks on light coverings after cleaning.

C.2.1.11. Supply Dispensers. 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. All dispensers shall be disinfected.

C.2.1.12. Glass and Mirrors. Glass and mirror surfaces 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. Glass windows and surfaces around entrances, lobbies, and vestibules shall be free of smudges, spots, streaks and other dirt. Glass covering hanging pictures/photos shall be cleaned and free of fingerprints and grime. There shall be no water spots or streaks on glass or adjacent fixtures or furniture when job is done.

C.2.1.13. Floors. Cleaned floors, baseboards, corners, kick plates result in a uniform appearance free from dirt, debris, dust, scuff marks, heel marks, stains and other foreign matter. Underneath chairs, trash receptacles, and moveable items are free from dirt, debris, stains and other foreigh matter. If items are moved during cleaning they are returned to their original and proper position. Cleaning methods include vacuuming, mopping (dust, damp or wet), and sweeping.

This includes facility entryways (interior and exterior) and all hallways/corridors.

Sweep/Dust Mop Floors. All accessible resilient and hard floor areas shall be swept, or dust mopped. After the floor has been swept or dust mopped, the entire floor surface, including corners and abutments shall be free of litter, dust, and debris. Chairs, trash receptacles, and easily movable items shall be moved to maintain floors underneath these items.

Damp/Wet Mop Floors. All accessible resilient and hard floor areas shall be damp and/or wet mopped. Chairs, trash receptacles, and easily movable items shall be moved to maintain floors underneath these items. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil, stains, film debris, or standing water. There shall be no splash marks or mop streaks on furniture, equipment, walls, baseboards, etc., or mop stands remaining in the area. Do not wet mop wood or carpeted floors. All floors shall be free of all grime, soils, perspiration marks, water spots, scuffmarks, and lotion residue and free of odor. Floors will be disinfected. Mop bucket shall be emptied and rinsed at the end of each day. The Contractor shall ensure that tools and equipment necessary to clean the restrooms and shower facilities are clearly identified and utilized for cleaning only those areas (i.e. mop used to clean bathroom floor shall not be used to clean hallways, labs, or breakroom floor).

Floors and Thresholds Maintenance. All floors accessible to floor machines, unless otherwise shown in Task and Frequency Chart as having carpet, shall receive floor maintenance. After receiving floor maintenance, the entire floor shall have a uniform, glossy appearance, and be free of scuffmarks, heel marks, and other stains and discolorations. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, comers, wall abutments, doors, and areas behind radiators and pipes, etc. Chairs, trash receptacles, and easily removable items shall be moved to maintain floors underneath these items. Floor maintenance includes sweeping, dust mopping, damp mopping, wet mopping, stripping, buffing and polishing as required to achieve the above stated results.

Stripping and Re-waxing of Durable/Resilient (non-wood) Flooring. Resilient flooring shall be swept/dust mopped and stripped to remove all built up wax and imbedded dirt prior to re-waxing. After application of wax, areas shall be buffed sufficiently for maximum gloss and uniform sheen from wall to wall, including corners. The re-waxed floor shall present a clean appearance free from scuff marks and dirt smears. Furniture and other equipment moved during floor stripping and re-waxing shall be returned to their original positions.

Wooden Floors. Wooden floors shall be swept and dust mopped and free of debris, litter and marks. Only cleaning supplies for specific use with wooden floors are to be used. Damp mopping will occur as directed by instructions found on cleaning solutions or, as needed based on the condition of the wood floor.

Carpeted Surfaces. All carpeted surfaces shall be vacuumed and free of all visible lint, litter, soil, and imbedded grit.

Area and throw rugs are to receive service also. Remove any stains or spots found on carpets using a spot carpet cleaner. Chairs, tables, trash receptacles, and other movable articles shall be moved to maintain floors underneath these items.

Carpet Extraction/Cleaning. The Contractor shall extract/clean all carpeted areas including offices, cubicles, hallways, common areas and conference rooms. Each cleaning/extraction shall be spaced in equal proportion apart from the last and the next. Carpet cleaning/extraction shall be done to present a clean walking surface with no stains, streaks, dirt, skids, nor marks of any kind. After cleaning, any wastebaskets that have been placed on a desk or table must be removed and the area where the wastebasket was sitting shall be sanitized.

C.2.1.14. Spot Cleaning. Contractor personnel shall perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to the removing of, or cleaning of smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, and fixtures.

Germicidal detergent shall be used in restrooms, locker rooms, break areas, and drinking fountains. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of removed soil.

C.4.2. C.2.1.15. Laboratory Cleaning. In most cases laboratories will not be cleaned. Rarely, the CO/COR may request that specific lab floors be swept, damp mopped, disinfected and/or stripped and waxed. Requests to enter labs and sweep, damp mop and disinfect floors will not exceed more than two (2) times monthly, if that frequently. Floor maintenance will follow the semi-annual schedule and not more often. Lab tabletops and sinks SHALL NOT be cleaned or disturbed in any manner. Damp mopping and disinfection will be done only with pre-approved cleaners.

C.4.3. C.2.1.16. Standards of cleanliness and sanitation shall be conducted, at a minimum, as directed in Appendix B.

3.0 Deliverable / Schedule

APPENDIX E

DELIVERABLES SUMMARY TABLE

Deliverable Media Frequency Submission Date(s) Deliver To PWS Citation

Beginning of contract walk-through and documentation of facility conditions with

COR

Physically walk-through; hard copy of checklist.

Once

Complete walk-through and documentation within five (5) working days after start of contract.

COR C.1.2.

Designate Contractor’s Project Manager

Designation letter

– electronic media Once Before or at the time of the pre-work conference.

CO

(copy to

COR)

C.1.3.

Interim Quality Control Plan (QCP) Electronic media Once

No later than five working (5) days prior to commencement of work.

CO

(copy to

COR)

C.3.

Final Quality Control Plan Electronic media

Once (subject to approval)

No later than 30 calendar days after start of contract.

CO

(copy to

COR)

C.3.

Copies of employee sign-in/sign-out sheets. Electronic media Quarterly

Copies to be submitted on or before the 15th of the month following the quarter end.

COR C.3.1.10.

Response to non-compliance report. Electronic media As required

Respond to CO within five (5) working days of receipt of non-compliance report.

CO

(copy to

COR)

C.4.1.3.

Personnel list Electronic media

(PII)

Once and as required

Provide complete personnel listing within five (5) working days of start of contract.

CO C.6.3.

Change in personnel notification

Electronic media (PII) As required

Notification to take place within five (5) working days of personnel change.

CO C.6.3.1.

Subcontracting Electronic media As required (subject to approval)

Notification of subcontracting request ten (10) working days prior to requested start date.

CO

(copy to

COR)

C.6.4.

Contractor identification cards Electronic media As required

Notification that all employees have received Contractor provided ID cards within ten

(10) working days after start of contract or, as employee changes take place.

CO

(copy to

COR)

C.6.7.

Employee Safety Program Electronic media

Once (subject to approval)

Submission of Employee Safety Program within thirty

(30) calendar days of commencement of work.

CO

(copy to

COR)

C.7.1.

Employee Safety Program, resubmission Electronic media As required

If required, resubmission of edited Employee Safety Program within ten (10) working days of receiving rejection notice.

CO

(copy to

COR)

C.7.1.

Establishment of Right-to-Know stations

Hard copy Safety Data Sheets

Once and as required

Current Right-to-Know stations in place within ten

(10) working days of start of contract.

COR

Observation C.7.1.5.

APPENDIX E

DELIVERABLES SUMMARY TABLE

Deliverable Media Frequency Submission Date(s) Deliver To PWS Citation

Corrections/updates to Right-to-Know stations

Hard copy Safety Data Sheets and follow-up email

As required

Correct/update Right-to-Know stations, and notify COR, within three (3) working days of Government notification and/or Contractor observation.

COR C.7.1.5.

Report of unsafe conditions Electronic media As required

Notification of unsafe conditions to be made as soon as possible after observation.

CO

(copy to

COR)

C.7.2.

On the job injuries Electronic media As required Notification of on the job injuries reported within five

(5) calendar days of incident.

CO

(copy to

COR)

C.7.3.

Report of lost, stolen or misused Government Personal Identity Verification/access card

By phone and email As required

Immediately upon discovery of the loss, stolen or misuse of PIV/access card.

COR C.8.2.4.

End of contract walk-through and documentation of conditions with COR

Physically walk-through; hard copy of checklist

Once

Within fifteen (15) working days prior to the end of the contract, conduct walk-through and document facility conditions.

COR C.10.

5.0 Government Furnished

Facilities will be closed on all federal holidays and during any inclement weather event that closes lab.

C.1.4.1. 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 and 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.1.4.2. The Government will furnish the Contractor with janitorial closets to use for storage of equipment and supplies.

These closets are located on the first and second floors of the FSL and on the main floor of the greenhouse/shop. The Contractor shall not change the locks at any time and shall notify the CO immediately if items are missing from the closet.

C.1.4.3. 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 of the CO. Structural repairs required during the term of the contract shall be reported to the CO for appropriate action. The contractor shall reimburse the Government for repairs not attributable to fair wear and tear.

C.1.4.4. The janitorial closets must be kept neat, clean, and odor free at all times. Loose rags (clean or dirty) will be stored in an appropriate container. The areas will be returned to the Government at the expiration of the contract in reasonably the same condition as at the time of entering into the contract. Shelving may be supplied for cleaning supplies.

C.1.4.5. In the hallway near each janitorial closet, the government will provide a “Right-to-Know” station with a notebook available for the Contractor to file the SDS/MSDS sheets for all of the chemicals stored in each closet (reference Section C.7. Health and Safety.)

C.1.4.6. The Government will provide door keys, cards and codes required for facility access for the Contractor after office hours. The Contractor shall be responsible for facility security if unauthorized entry to the building is gained by the use of Contractor’s personnel keys, cards or codes.

C.1.4.7. Access key cards will be issued - on a temporary basis - for entrance to the lab and greenhouse facilities. A master key will be issued for access to internal areas. The temporary access cards will be returned when the Contractor and/or employee receive their Personal Identity Verification (PIV) card, following a successfully completed background check, or; at any time the CO/COR call for the cards to be returned. Refer to Section C.8.3. Personal Identity Verification of Contractor Personnel.

C.1.4.8. All access cards, temporary and PIV, are the property of the Government and shall be protected from loss, destruction and misuse. As Government property, the cards are subject to recall at any time for any reason and with no explanation. The Contractor shall review with employees and sub-contractors the importance of handling access/PIV cards carefully, as one would manage a driver’s license or credit card; immediately reporting the loss, destruction or misuse of the card; and, safeguarding the integrity of the card by not altering the card in any manner. Should an the Contractor or employee lose an access/PIV card, it is to be reported within 24 hours to the COR.

C.1.4.9. Contractor shall not change the locks or make copies of any Government furnished keys.

C.1.4.10. Keys shall be returned to the Contracting Officer's Representative (COR) prior to final payment.

C.1.4.11. The Government will furnish City of Flagstaff pick-up and disposal of trash generated in or associated with the performance of this contract. The Contractor shall be responsible for the placement of trash in the designated outdoors dumpsters. Trash shall not be placed in dumpsters/roll-a-ways belonging to other buildings or 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.1.4.12. Additionally, the Government will also furnish City of Flagstaff pick-up of recyclable materials in association with the performance of this contract. The Contractor shall be responsible for the placement of acceptable recyclable material in the designated outdoors containers at each location. Contractor will make a reasonable effort to distinguish recyclable materials from trash by identifying the recyclable receptacles in the buildings either by color (blue) or by designation written on the receptacle.

C.1.4.13. Dumpsters for trash and recycling are located behind the FSL and in the parking lot of the greenhouse. They are available for the contractor to dispose of waste/recycling excluding biochemical and/or flammable and/or hazardous waste.

C.1.4.14. 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.

7.0 Contractor’s Key Personnel

Definition of Contractor Employee

Any individual who works for, volunteers, assists in any way, or who sub-contracts to the Contractor, shall be referred to as an employee. The Contractor shall assume all responsibilities as an employer of any individual who works for, volunteers, or assists with the completion of work and/or who is on site during work being conducted by the Contractor.

Contractor Employee Qualifications

The Contractor and his/her employees shall be capable and experienced in janitorial work. The on-site supervisor shall have experience and demonstrated ability in both supervision and custodial work. The Contractor will be, at all times, responsible for the actions of his/her employees and sub-contractors.

Personnel Information

Personnel Information. In accordance with FAR 52.204-9 Personal Identity Verification of Contractor Employees Homeland Security Presidential Directive-12 (HSPD-12); the Office of Management and Budget (OMB) guidance M-05-24; and, the Federal Information Processing Standards Publication (FIPS PUB) Number 201, the Contractor shall:

Furnish the Contracting Officer a complete list of each employee/sub-contractor/volunteer/other (hereafter referred to as “employee”) engaged in the performance of this contract, within five (5) working days after the start of the contract. Additionally, prior to any new or replacement employee beginning work, the Contractor will provide to the CO the same information required of all employees.

The employee information shall include the following:

Name Current Address Social Security Number and, Date of Birth

The Government may require additional information to establish the identity and legal employment status of each employee having access to Government buildings or facilities. This information shall be treated as Personally Identifiable Information (PII) and is subject to the laws and restrictions pertinent to this type of information.

C.6.3.1. Contractor shall notify the CO of any change in personnel within five (5) workdays, to include the addition and/or separation (dismissal, voluntary departure) of any employee. Notification shall be by written correspondence (email or letter). Contractor will provide the reason for an employee’s departure and will include the information stated above, for any new employee.

C.6.3.2. Other Personnel. The Contractor shall furnish supervisory, administrative, and direct labor personnel to accomplish all work required. The Contractor shall not hire off-duty COR's or any other person whose employment would result in a conflict with the USDA Standards of Ethical Conduct located in 5 CFR Part 2635.

Personnel employed to provide the services described herein shall be competent in the performance of such services.

Subcontracting

The Government reserves the right to approve or disapprove any subcontractors selected. The Contractor shall obtain approval from the CO for all subcontractors prior to entering into any subcontracts. The Contractor's request for approval shall be in writing and include the specific work to be accomplished by the subcontractor.

Request for approval to subcontract shall be submitted to the CO ten (10) workdays prior to the requested start date. The subcontractor shall provide the same information on employees as required of the Contractor. No work shall be conducted by the subcontractor without written authority from the CO.

Standards of Conduct

Standards of Conduct. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such displinary action with respect to its employees as may be necessary.

Removal from Contract Work

The CO, or a designated representative, may require the Contractor to remove any employee(s) from Forest Service controlled buildings or other real property should it be determined that the individual(s) is/are unsuitable for security reasons or otherwise unfit to work on Forest Service controlled property. This shall include, but not limited to, instances where an employee is determined, in the Government’s sole discretion, to be incompetent, careless, insubordinate, unsuitable or otherwise objectionable.

C.6.6.1. A contractor employee may also be removed where the continued employment of the contractor employee in connection with the Forest Service work is deemed, in the Government’s sole discretion, contrary to the public interest, inconsistent with the best interests of security, or a potential threat to the health, safety, security, general wellbeing or operational mission of the facility and its population.

C.6.6.2. Where a contractor employee is granted a temporary suitability determination, and an unfavorable final suitability determination is later rendered, the Forest Service may require the employee’s removal from the work site and from other work in connection with the contract.

C.6.6.3. The Contractor shall be responsible for providing, at no additional cost to the Government, replacement employees in cases where contract employees are removed.

Employee Identification

The Contractor shall issue at their own expense and within ten (10) workdays of the beginning of the contract, picture identification badges for each employee. The ID badge will contain the Contractor's legal company name and employee's first and last names with a current employee photograph. The identification badges shall be worn at all times, in a conspicuous place on the exterior clothing, whenever the Contractor and/or employee(s) are on site at either location. Contractor shall notify the COR, in writing and within the same time frame, that all employees have received their identification badges.

Reference Section C.8. Security, for additional Personal Identity Verification (PIV) requirements.

8.0 Security Requirements

Physical security is a vital part of any safety and security plan and, is fundamental to all security efforts. Security refers to the protection of building sites, equipment and the people in the building. Protecting people from assaults, theft and other criminal activities; keeping buildings and equipment save from vandalism, natural disaster, manmade catastrophes, theft and accidental damage, is the goal. Truly effective prevention requires everyone’s efforts to reduce opportunities for these activities to take place.

Physical Security

C.8.1.1. 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.

C.8.1.2. The Contractor shall be responsible for locking outside doors and windows; turning off all lights; and, ensuring all faucets are turned off, when night cleaning is finished.

C.8.1.3. In emergency situations, Contractor shall leave the area and find a safe location, if feasible. From there, Contractor shall call 911 and report the situation. After notifying 911, the Contractor shall refer to the Government Emergency Contact Information (Appendix A) and notify the first contact. If unable to connect, the Contractor shall begin working through the contacts until communication is completed. Contract employee shall also notify the Point of Contact (POC) for the Contractor.

C.8.1.4. Contractor will not adjust any mechanical equipment controls in either facility.

C.8.1.5. Use of Government photocopiers, fax machines, computers, and other Government office equipment by Contractor’s personnel is strictly prohibited. Government office equipment shall not be unplugged, bumped, or disturbed in any manner unless specifically authorized by Government personnel.

C.8.1.6. The Contractor shall be responsible for seeing that Contractor’s employees do not disturb papers on desks, tamper with computer terminals, open drawers or cabinets, or use telephones except for emergency calls to the police or fire department.

C.8.1.7. Lost and found items shall be left on the front reception area counter with a note explaining where the item was found.

Facility Access

C.8.2.1. No Contractor employee shall enter any FS building without first obtaining authorization from the Contractor.

C.8.2.2. All employees will manually sign in and out each shift (reference C.3.1.10.)

C.8.2.3. Contract employees are prohibited from sharing their PIV/access cards and keys with other contracted employees or persons with the following exception: Contractor employees working as a team may utilize one access/PIV card and share keys as needed during that shift only. The individual responsible for the access/PIV card shall maintain ownership and ensure the card is not misused. Contractor is responsible for all costs associated with the misuse of any access/PIV card.

C.8.2.4. Lost, stolen or misused PIV/access cards and keys shall be reported to the COR immediately upon discovery of the loss. If the COR is not available, the loss shall be reported to the CO.

C.8.2.5. The Government, at the Contractor's expense, shall replace any PIV/access and/or keys lost by the Contractor's employees. The cost of replacement will be deducted from the monthly payment.

C.8.2.6. PIV/access cards and keys are accountable Government property and will be returned to the COR by close of business on the last day of the contract.

C.8.2.7. Government provided PIV/access cards do NOT replace the Contractor provided identification cards (reference C.6.7 Employee Identification).

C.8.2.8. The CO/COR will conduct random points of entry checks via electronic records and/or video camera. Concerns over inappropriate entry/exit or activities will be reported to the CO and the Contractor.

C.8.2.9. Do not open doors to anyone you do not recognize. All Forest Service personnel have entrance codes or keys.

C.8.2.10. Do not allow ANYONE other than co-workers, access to the buildings or allow anyone to borrow or use door keys or give anyone the entry code.

11.0 Performance Requirement Measures

The Contractor shall ensure that the requirements of the contract are addressed in a Quality Control Plan (QCP).

The QCP shall be a system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable or the COR points out the deficiencies. The importance of a QCP that covers all services is critical to the successful performance of the custodial program.

The QCP shall consist of plans, procedures, and organization necessary to produce services that comply with the contract requirements. The plan shall cover all custodial operations including work by subcontractors. 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.

The Contractor shall retain the quality control files for not less than one year after the completion or termination of the contract.

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.

Contractor will submit, no later than five (5) working days prior to commencement of contract work, an interim QCP. A final QCP shall be delivered no later than 30 calendar days after commencement of contract work.

Submissions shall be in electronic format.

Quality Control Requirements

The QCP shall include but is not limited to, the following requirements.

C.3.1.1. The contractor shall implement and maintain a documented quality control system, including a QCP, that identifies and results in correction of potential and actual problem areas throughout the entire scope of the contract. The Contractor shall be responsible for the quality of work on the job and will not rely on the Government to identify non-compliant issues.

C.3.1.2. The QCP shall be structured to assure the individual(s) responsible for quality control is/are independent from any other parts of the contractor's organization.

C.3.1.3. Contractor shall assure the Quality Control Manager has direct accountability to the contractor's top management.

C.3.1.4. The QCP shall contain procedures for written and verbal communication with the Government regarding performance of the contract.

C.3.1.5. The QCP shall contain procedures for identifying and handling corrective action without dependence upon Government direction.

C.3.1.6. The plan shall contain, as a minimum, specific surveillance procedures for each contract service identified in the Performance Requirements Summary. These surveillance procedures shall identify who will 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.3.1.7. The Contractor shall devise a checklist for use during inspections and provide the name of each management individual who will perform the inspections. The checklist must be signed and dated by the inspector at the time the inspection is completed. This inspection shall be conducted at the end of each work shift. Unless the Contractor is the sole contract employee, it is not permissible for the person who performs the work to inspect and accept the work. The Contractor or his/her employees who will complete inspections shall be identified by name on the checklist.

C.3.1.8. The QCP will include a customer complaint system. At a minimum, the customer complaint system shall contain procedures for the customer to file complaints with the COR/CO, form to be used by customers, procedures for investigation of complaint, and feedback to the customer and the Government on the results and actions, if any, taken on the complaint.

C.3.1.9. The Contractor shall maintain records of all contractor quality control checks and corrective actions.

These files, or clear and readable copies of the files, shall be maintained on-site and located in an area agreed upon with the CO/COR. The quality control checklists and records shall be available to the Government at all times. The COR may compare inspections performed by the Contractor against the actual conditions of the facilities. The contractor shall retain its quality control files throughout the term of the contract and for not less than one year after the completion or termination of the contract.

C.3.1.10. The Quality Control Plan will include a sign-in and sign-out process that documents the arrival and exit time of each employee on a daily basis at each location. Electronic, readable copies of these files will be emailed to the COR on a quarterly basis by the 15th of each month following a quarter.