1240BK24Q0036.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

40BK

PORTLAND OR 97204-2829

STE 310

1220 SW 3RD AVE

USDA-FS CSA NORTHWEST 1

046G CODE 16. ADMINISTERED BYCODE

X

X

X

561720

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED OR40BK

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

03/14/2024

458-212-6064JARED MACHGAN

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIME

03/28/2024 1700 PT

b. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

1240BK24Q0036

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 61 1120151OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

COTTAGE GROVE OR 97424

34963 SHOREVIEW ROAD

DORENA TREE IMPROVEMENT CENTER

USDA FOREST SERVICE

15. DELIVER TO

PORTLAND OR 97204-2829

STE 310

1220 SW 3RD AVE

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$22

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

USDA-FS CSA NORTHWEST 1

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Janitorial Contract for Dorena Genetic Resource Center and Cottage Grove Ranger District.

SEE SCHEDULE OF ITEMS

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED . YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

IPP

INVOICE PROCESSING PLATFORM IPP

ELECTRONICALLY THROUGH THE

ALL INVOICES MUST BE SUBMITTED

INVOICE PROCESSING PLATFORM IPP

VIA WWW IPP GOV

Solicitation Number: 1240BK24Q0036

SECTION B Schedule of Items/Price Schedule

Item Description Qty Unit Price Amount

Base Year – Performance period

April 1, 2024 through December 31, 2024

Janitorial Services for the Dorena Genetic Resource Center

Janitorial Services for the Cottage Grove Ranger District

BASE YEAR TOTAL

Month

Option Year 1 – Performance period

January 1, 2025 through December 31, 2025

Janitorial Services for the Dorena Genetic Resource Center

Janitorial Services for the Cottage Grove Ranger District

OPTION YEAR 1 TOTAL

Option Year 2 – Performance period

January 1, 2026 through December 31, 2026

Janitorial Services for the Dorena Genetic Resource Center

Janitorial Services for the Cottage Grove Ranger District.

OPTION YEAR 2 TOTAL

Option Year 3 – Performance period

January 1, 2027 through December 31, 2027

Janitorial Services for the Dorena Genetic Resource Center

Janitorial Services for the Cottage Grove Ranger

OPTION YEAR 3 TOTAL

Option Year 4 – Performance period

January 1, 2028 through December 31, 2028

Janitorial Services for the Dorena Genetic Resource Center

Janitorial Services for the Cottage Grove Ranger

OPTION YEAR 4 TOTAL

TOTAL QUOTE

(BASE YEAR & ALL OPTION YEARS

To schedule a site visit and technical questions of contact is Brock Mayo, phone: 541-767-5712, or

Lee Riley phone: 541-767-5723

1. Offers shall be submitted for the total item. Offers for less than the total item will not be considered.

All items are subject to Contractor Quality Control. Contractor should consider annual cost increases when submitting quote using the Schedule of Items above. Offeror must respond to the other factors as described under FAR 52.212-2 Evaluation – Commercial Items (Oct 2014). Award will be made on the best value for the Government. Evaluation of options shall not obligate the

Government to exercise the option. It’s the Governments’ intent to make one contract award.

2. Contractor MUST register online at www.sam.gov. System for Award Management (SAM).

See FAR 52.212-4 (t) and Online Representations and Certifications Applications (ORCA) –

See FAR clause 52.212-3.

**Contractors must have an “Active” registration in SAM when submitting quote.

Contractor with “Inactive” status will be considered non-responsive.The contract awardee must register at the https://www.ipp.gov/vendors/enrollment-vendors.htm in order to submit invoices for payment.

UEI # _________________________ Email Address: ___________________________________ http://www.sam.gov/ https://www.ipp.gov/vendors/enrollment-vendors.htm

SECTION C Description Specification and Statement of Work

This solicitation contains a work statement for a performance-based service, this means that the

Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether the finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the requirement unless there are safety, security or communication requirements.

It is the responsibility of the Contractor to ensure that the necessary hours that it will take to meet the performance standards specified are built into their pricing.

The Contractor will be required to maintain a quality control program to ensure that the requirements of this contract are met. This program shall be created to identify and correct deficiencies in the quality of services before performance becomes unacceptable.

It is the scope of this contract to secure janitorial services for Government Offices on the U.S. Forest

Administrative site in strict compliance with the terms, specifications, conditions, and provisions contained herein. The contractor shall provide all management, tools, equipment and labor necessary to accomplish janitorial services necessary to present an overall appearance of cleanliness.

The regular cleaning services shall be performed at frequencies determined by the Government. The quantity of office furniture or utilization of floor space is subject to change during the contract period.

Performance shall be based on the Government’s evaluation of the results. The Contractor MUST have established, experienced janitorial staff within 60 miles of project location as a requirement of performance at the time of offer submission. These same personnel shall be identified by name, along with their work history, in the quote evaluation criteria.

C-2 Location and description

Dorena Genetic Resource Center

Cottage Grove Ranger District

U.S. Forest Service

34963 Shoreview Dr.

Cottage Grove, OR 97424

Business hours 0800-1630 Mon-Fri (Operation hours 0600-1700)

Cottage Grove Office Building (approximately 2800 square feet)

Dorena Office Building (approximately 5000 sq. ft.)

Seed Extractory Building - restrooms, office laboratory areas, and lunch room (approximately 2000 square ft.)

Inoculation Chamber Building - office and restroom (approximately 400 square feet)

C- 3 Obligation of the contractor

1. The Contractor shall obtain necessary licenses and insurance needed to perform this contract.

2. Furnish all labor, supplies (except as specified in C-5), materials, equipment, supervision, and transportation to perform the required work. All work shall be performed before or after normal

Government business hours (from 7:00am to 5:30pm) unless mutually agreed arrangements are made in writing.

3. Contractor must provide the names of their employees that will be working onsite at the time of submitting their offer for award consideration. Employees must be actively employed with company.

4. TWO Custodians are required to provide the contracted services. ONE Supervisor is required to perform spot inspection separate for the Government inspections.

NOTE: The Supervisor and also be one of the two Custodians.

C-4 Government Furnished supplies/property

The Forest Service will provide door keys and/or lock combinations as required for admittance of

Contractor’s employees after office hours. The Contractor shall be responsible if unauthorized entry to the building is gained by the use of the keys or combination locks.

The Government will furnish secure areas for storage of Contractor-furnished materials, which shall be stored for a maximum of two weeks. The Contractor shall maintain such storage areas to the same standards as similar areas occupied by the Government.

The Government will furnish the following:

a. Paper towels - Postconsumer fiber content 40-60%, total recovered fiber content 40-100%

b. Hand soap refills- Biobased content minimum 64%

c. Toilet paper - Postconsumer Fiber content 20-60%, total recovered fiber content 20-100%

d. Dumpster for trash disposal (located outside the seed plant building).

e. Mats for exterior entrances and doorways, and mop buckets and wringers.

Note: Items furnished by the Government will be opened one box at a time.

Locked and/or Non-Serviced Rooms: Some rooms in the building are locked for administrative reasons.

These rooms will not require services unless left unlocked or a key has been provided to the Contractor.

For the rooms where a key is provided, the contractor will lock the door and turn off the lights prior to leaving.

C-5 PERFORMANCE STANDARDS AND GUIDELINE REQUIREMENTS

Note: All cleaning under this contract is required to meet the quality and performance standards as identified.

The Contractor shall ensure that the building presents an overall appearance of cleanliness. The

Contractor shall provide sufficient supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning that is consistent with comparable industry standards for this type of contract. The following guidelines describe what is considered to be the normal industry quality and performance standards for this type of contract.

The following guidelines are for reference only and final results will be the determining factor for the success or failure of this contract. The definition of clean is to remove dirt, water streaks, gum, grease, tar, or any other extraneous matter from all surfaces or objects to present an overall appearance of cleanliness. Performance will be based on the Contractor’s effort in meeting the performance and quality standards, not the method of performance.

DEFINITIONS

STANDARD: The contractor shall perform the statement of work in a satisfactory manner maintaining a facility in a clean, neat, and professional appearance.

CLEAN: to remove dirt, dust, debris, film, streaks, mop marks, mop strands, gum, grease, tar, or any other extraneous matter from all surfaces or objects in order to present an overall appearance of cleanliness.

1) Schedule of services required:

a. Once a week (Friday (after business hours), Saturday, or Sunday)

1. Empty all waste baskets, replace can liners, collect all wastepaper and trash and dispose in dumpster located behind the Seed Plant building.

2. Thoroughly vacuum all carpeting, and spot clean any stains that may be present.

3. Sweep or vacuum all hard surface floors to the extent necessary to remove all litter, dust, and debris.

4. Damp mop all hard floors using a neutral cleanser in proper solution to remove dirt without disturbing the surface of the floor or the wax on any waxed flooring surfaces.

5. Dust all visible surfaces of furniture except desktops. Dust all other fixtures and equipment, light fixtures and trim around doors and windows. Remove all cobwebs from ceilings and other surfaces including doorways, light fixtures, corners, and baseboards.

Use a dust cloth treated with attractants to ensure thorough dusting. Tables located in the conference rooms, and lunchroom should be cleaned thoroughly with a multipurpose cleaner.

6. Clean and disinfect all toilets to include the bowl, handle, and all outside surfaces. Wipe and disinfect the toilet stall walls (inside and out) to include disinfecting the latch and handle of stall doors.

7. Clean sink and shower areas in restrooms to include wiping the faucets, fixtures and mirrors free of spots and fingerprints.

8. Damp wipe toilet paper, paper towel, and soap dispensers so as to remove dust, smudges, and fingerprints.

9. Polish all stainless-steel surfaces.

10. Replenish toilet paper, towels, and dispenser soap when needed.

11. Thoroughly wash and wipe down restroom door handles, door surfaces, door jambs, and push-plates with a disinfecting cleaner so as to remove smudges and fingerprints.

12. Wipe down all drinking fountains and their push bars. Polish stainless-steel surfaces as needed.

13. Clean the sink and counter area in the large conference room to the same standard as listed for the restrooms.

14. Sweep front covered entryways of Cottage Grove and Dorena main office buildings to the extent of the roofline. Shake or vacuum doormats clean and clean entrance area before replacing the doormats.

15. Laboratory areas and the seed plant office are to be swept, mopped, and have the waste baskets emptied. No cleaning of desktops or countertop areas in the seed plant laboratory or office should be done. It is important to ensure no cleaning products are sprayed on laboratory surfaces or equipment.

b. Quarterly (May, August, November, February)

1. Wash all windows inside and out so as to eliminate streaks.

2. Wipe away all water spots and excess window cleaner from sills and window frames.

3. Remove old wax from all linoleum floors with a wax soluble solution, rinse thoroughly and apply a slip-resistant water emulsion wax or polymer-based floor finish. Machine buff as necessary to a high shine.

4. Spot clean any stains or high traffic carpeted areas.

c. Bi-annually (June and December)

1. Steam clean all carpeted areas and doormats. This must be a thorough steam cleaning performed with a vehicle-mounted commercial steam cleaning unit, with as much time taken as needed to ensure a very thorough job. Contractor will notify the government two weeks prior to carpet cleaning to allow government employees to prepare work areas for the cleaning.

C-6 CONTRACTOR FURNISHED MATERIALS AND SERVICES

Contractor shall furnish all labor, equipment, materials, supervision, transportation, employee training and incidentals, except those listed under Government furnished, necessary to perform janitorial services in accordance with the terms, conditions and specifications herein.

These supplies and materials shall be of a quality and type customarily utilized by other Contractors engaged in the profession of providing janitorial services. The products utilized will comply with biobased and/or post-consumer/recycled content. As an example (not inclusive of all needs):

Multipurpose Cleaners - Minimum Biobased content: 56%

Graffiti and Grease Removers - Minimum Biobased content: 34%

Glass Cleaners - Minimum Biobased content: 49%

Website for more information:

https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml

In the performance of this contract, the Contractor shall make maximum use of biobased products (see

FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction

Contracts), unless the product cannot be acquired:

1. Competitively within a time frame providing for compliance with the contract performance schedule;

2. Meeting contract performance requirements; or

3. At a reasonable price.

Contractor must utilize cleaning and sanitary supplies from Ability One per FAR 52.208-9.

A minimum one-month supply of restroom supplies must be kept on site. No flammable liquids shall be stored in the buildings.

The Contractor must be responsible for instructing company employees in appropriate safety measures.

The Contractor shall provide, place and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing applications. Cloths, mops or brushes containing a residue of wax or other combustible material subject to spontaneous ignition shall not be stored inside the building.

Five (5) days prior to the starting date of the contract, the Contractor shall submit to the COR a list giving the name of the manufacturer, the brand name, and Material Safety Data Sheets with the intended use of each of the materials the Contractor proposes to use in the performance of the work. Contractor shall not use any materials which the COR determines to be unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized testing laboratory at the Contractor’s expense.

FAR 52.208-9 Contractor Use of Mandatory Sources of Supply or Services (May 2014)

(a) Certain supplies or services to be provided under this contract for use by the Government are required by law to be obtained from nonprofit agencies participating in the program operated by the

Committee for Purchase From People Who Are Blind or Severely Disabled (the Committee) under 41

U.S.C.8504. Additionally, certain of these supplies are available from the Defense Logistics Agency

(DLA), the General Services Administration (GSA), or the Department FAR 52.208-9

CONTRACTOR USE OF MANDATORY SOURCES OF SUPPLY OR SERVICES (MAY 2014)

(a) Certain supplies or services to be provided under this contract for use by the Government are required by law to be obtained from nonprofit agencies participating in the program operated by the

Committee for Purchase From People Who Are Blind or Severely Disabled (the Committee) under 41

U.S.C.8504. Additionally, certain of these supplies are available from the Defense Logistics Agency

(DLA), the General Services Administration (GSA), or the Department of Veterans Affairs (VA). The

Contractor shall obtain mandatory supplies or services to be provided for Government use under this contract from the specific sources indicated in the contract schedule.

https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

(b) The Contractor shall immediately notify the Contracting Officer if a mandatory source is unable to provide the supplies or services by the time required, or if the quality of supplies or services provided by the mandatory source is unsatisfactory. The Contractor shall not purchase the supplies or services from other sources until the Contracting Officer has notified the Contractor that the Committee or an

AbilityOne central nonprofit agency has authorized purchase from other sources.

(c) Price and delivery information for the mandatory supplies is available from the Contracting

Officer for the supplies obtained through the DLA/GSA/VA distribution facilities. For mandatory supplies or services that are not available from DLA/GSA/VA, price and delivery information is available from the appropriate central nonprofit agency. Payments shall be made directly to the source making delivery. Points of contact for AbilityOne central nonprofit agencies are:

(1) National Industries for the Blind 1310 Braddock Place Alexandria, VA 22314-1691 (703) 310-0500;

(2) NISH 8401 Old Courthouse Road Vienna, VA 22182 (571) 226-4660.

of Veterans Affairs (VA). The Contractor shall obtain mandatory supplies or services to be provided for

Government use under this contract from the specific sources indicated in the contract schedule.

(b) The Contractor shall immediately notify the Contracting Officer if a mandatory source is unable to provide the supplies or services by the time required, or if the quality of supplies or services provided by the mandatory source is unsatisfactory. The Contractor shall not purchase the supplies or services from other sources until the Contracting Officer has notified the Contractor that the Committee or an

AbilityOne central nonprofit agency has authorized purchase from other sources.

(c) Price and delivery information for the mandatory supplies is available from the Contracting

Officer for the supplies obtained through the DLA/GSA/VA distribution facilities. For mandatory supplies or services that are not available from DLA/GSA/VA, price and delivery information is available from the appropriate central nonprofit agency. Payments shall be made directly to the source making delivery. Points of contact for AbilityOne central nonprofit agencies are:

(1) National Industries for the Blind 1310 Braddock Place Alexandria, VA 22314-1691 (703) 310-0500;

(2) NISH 8401 Old Courthouse Road Vienna, VA 22182 (571) 226-4660.

C- 7 TASKS AND CRITICAL SUBTASKS

Cleaning Schedule

Work will be performed Friday after business hours, Saturday, or Sunday.

While background check(s) proceed, Contractor staff will perform janitorial duties during business hours. This is not a routine schedule, but meant to be temporary. A two-day schedule will be determined and authorized on a work order at the time a background check is initiated. The days and time allotted for such a schedule will accommodate the government’s needs.

If any of the scheduled days fall on a holiday, service may be performed either that day, or the day prior to, or the day following the holiday at the Contractor’s option.

C-8 BEYOND CUSTOMARY CLEANING

Any situation requiring cleaning services beyond those normally encountered in routine cleaning work will be considered “beyond customary cleaning”. Situations requiring this type of cleaning will be referred to the Contracting Officer or COR prior to commencing work. If the Contracting Officer determines that the situation requires extra effort on the part of the Contractor, equitable reimbursement will be provided to the Contractor for the level of effort over and above that normally required, (e.g. fire or flood damage, construction work, etc.). Residue from relocating furniture or litter left from meetings or routine gatherings are not considered beyond customary cleaning.

C-9 CONDUCT

General

All work under this contract shall be performed in a skillful and workmanlike manner. The Contracting

Officer may, in writing, require the Contractor to remove from the work any employee the Contracting

Officer deems incompetent, careless, or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment, or any Government-owned property.

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity, and shall be responsible for taking such disciplinary action with respect to the employee(s) as may be necessary.

The Contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Government use.

The Contractor will be notified of non-compliance and will be requested to correct the condition at the

Contractor’s expense.

The Contractor will not be allowed to have any persons (family members or otherwise) under the age of

16 years on the premises to either work or accompany the Contractor or his/her employees during performance of the contract.

Specific Conduct

The following restrictions apply to the Contractor and Contractor’s employees:

a. Smoking: All buildings are non-smoking buildings. The Contractor shall not smoke inside the building.

b. Gambling: The Contractor shall not participate in games for money or personal property while on Government property.

c. Alcoholic Beverages and Narcotics: The Contractor shall not be under the influence of, use, or be in possession of any narcotic drug, hallucinogenic, marijuana, barbiturate, amphetamine, or alcohol while entering on or on Government property. This prohibition will not apply in cases where the drug is being used as prescribed for a patient by a licensed physician.

d. Soliciting or Vending: The Contractor shall not solicit or sell any items while on Government property.

e. Firearms: The Contractor shall not be in possession of any firearms in any of the buildings.

f. Pets: Contactor may not bring pets into the buildings.

Miscellaneous

a. Report fires and hazardous conditions either in person, by phone, or by note, depending on severity.

b. Turn in items found to the lost and found box located at reception desk or to the COR.

a. Report any unusual traffic in parking lots to the COR.

b. Mechanical equipment controls for heating, ventilation, and air-conditioning system are not to be adjusted by the cleaning crew workers.

c. Cleaning of carpet, floors, and counter tops will be performed according to manufacturer’s instructions or industry standards.

d. Protect Government property, buildings, materials, equipment, supplies, records, and data against unauthorized access, loss, or damage.

e. Make a daily tour on each workday to ensure that all appliances are shut off or disconnected;

ensure that no smoldering, smoking, or burning materials are in trash receptacles or holding areas.

f. Establish a system for custodial workforce personnel to report potentially hazardous conditions and broken or slippery floor surfaces, etc.

g. Prepare reports of accidents and fires and submit to the COR; maintain and make available all records in connection with protection activities.

h. In the event of emergency or unusual occurrences adversely affecting the interest of the

Government, summon appropriate assistance, such as the fire and/or police department, and immediately thereafter notify the COR.

C- 10 SUPERVISION

The Contractor shall arrange for satisfactory supervision and inspection of the contract work. The

Contractor or one of its supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports, or requests from the Contracting Officer or COR.

The Contractor shall provide in writing to the COR at least five (5) days prior to the contract starting date the names, telephone numbers, and addresses of on-site supervisors. The term “on-site supervisor” and “alternate on-site supervisor” means a person designated in writing by the Contractor who has the authority to act for the Contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the Contractor. The on-site supervisor is required to be fully conversant in English.

C-11 SECURITY OF PREMISES

SECURITY

The Contractor shall not enter desks or files, nor make her/himself familiar with the correspondence or other documents left in baskets or otherwise exposed to view, excluding such materials displayed for public information. All office equipment, including computers, copiers, fax machines, telephones and exercise equipment is not to be used by the Contractor or the Contractor’s employees.

The Contractor will close any open window, shut off lights, and lock all exterior doors that have been left unsecured. The building is considered closed for business between 4:30 p.m. and 8:00a.m daily, and all day on weekends and Federal Holidays.

The Contractor shall report to the COR any instance (by specific locations) of having to perform lockup, to turn on exterior lights or to shut windows beyond the routine 4:45 p.m. to 5:15 p.m. timeframe.

Offices with doors closed will be opened only during the period of cleaning services. They will not be left unattended and open unless found that way. Any room tagged “Do Not Enter” or “No Janitorial

Service” will not be entered or serviced until further notice to proceed is given from the occupant.

While fulfilling the duties of this contract, only authorized Forest Service Personnel, the Contractor and the Contractor’s employees will be allowed in the building during closed office hours.

The Contractor shall place an “Out of Order” sign on any plugged toilets, sinks or drinking fountains and report it to the COR.

The Contractor shall ensure that all lights shall be turned off after each room or area has been serviced.

The Contractor shall comply with the requirements identified in pages 21-23 of this solicitation regarding Contract Personnel and Contractor Background Checks. Procedures for the background checks will begin upon contractor acceptance of contract.

C-12 PROPERTY AND PERSONAL DAMAGE

The Contractor shall assume all risk of loss or damage to his/her equipment and injury to himself/herself or his/her employees and shall hold and save the Government and its employees harmless from liability of any nature or kind resulting from performance of this contract, except for negligent acts of

Government employees.

The Contractor shall be responsible for all damage to property and to persons, including third parties, that occur as a result of his/her agent's or employee's fault or negligence. The term "third parties" is construed to include employees of the government.

AGAR 452.246-70 INSPECTION AND ACCEPTANCE (FEB 1988)

a) The contracting officer or the contracting officer's duly authorized representative (the

Contracting Officer’s Representative or Government Technical Monitor/Inspector) will inspect and accept the supplies and/or services to be provided under this contract.

b) Inspection will be performed at the sites of work.

PROCEDURE: The COR or inspector will ensure contractor’s compliance with the appropriate element of the PWS when service is performed and will record results of inspections, noting date and time of inspection. If inspection indicates defective performance, the COR will issue a notice of noncompliance to the contractor. Work will not be considered complete until all defects have been corrected. Anytime notices of noncompliance exceed the performance threshold, it will represent failure on the part of the

Contractor to meet contract requirements, and support cause for a deduction in contract payment of termination of the contract.

GOVERNMENT QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Objective Method of Surveillance Performance Threshold

Once a Week Cleaning

Trash

Trash is emptied; plastic liners are in good condition. Trash containers are free of odors and visible dirt. Trash is removed to outdoor dumpsters.

Restrooms

Restrooms are disinfected and free of trash, dirt, deposits, streaks and odors. Toilets, sinks, stalls, shower areas, doors, and all dispensers are disinfected and free of scale, stains, scum, and other deposits. Floors are free of litter, dirt, dust and debris. Supplies are adequate until next service.

All Rooms

Floors, carpets, baseboards, corners and wall edges are free of stains, dirt, dust, and debris.

Flooring surfaces have a clean uniform appearance, free of streaks and spots.

Stainless, glass, door plates, and mirrors have no traces of film, dirt, smudges, or water.

Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Dust is not visible.

Exterior

Cobwebs, leaves, and other debris are not present providing a clean and neat appearance.

General Spot Cleaning

No accumulations of cobwebs, dust smudges or marks on interior building surfaces.

Random inspections

For all 1x week objectives:

-Not to exceed 1 valid complaint of unsatisfactory per week

-No more than two Notices of

Noncompliance per month

Quarterly

Contractor notification and scheduling, prior to cleaning, is given in a timely manner for:

Interior and exterior window coverings, sills, and casings are free of film, dirt, dust, and smudges.

Flooring shall have a uniform glossy appearance free of scuffmarks, splash marks, streaks, and stains.

Spot cleaning of carpets and high traffic areas to meet an appearance of cleanliness.

No more than one Notice of

Noncompliance for all elements under this objective.

Bi-Annually

Contractor notification and scheduling, prior to cleaning, is given in a timely manner for:

Professional carpet cleaning is thorough and complete.

elements under this objective.

Other

Background Investigations are processed timely. Contractor employees or subcontractors respond promptly to email notifications and request for information.

Notification of employee or subcontractor replacement/hires/dismissals are in writing to Contracting Officer.

Random Inspections elements of this objective.

Section D Packaging and Marking

Intentionally Left Blank

Section E Inspection and Acceptance

E-1 AGAR 452.246-70 INSPECTION AND ACCEPTANCE (FEB 1988)

(a) The Contracting Officer or the Contracting Officer’s duly authorized representative will inspect and accept the supplies and/or services to be provided under this contract.

(b) Inspection and acceptance will be performed at the USDA Forest Service, Dorena Genetic

Center and Cottage Grove Ranger Station.

(c) Only Contracting Officer or the Contracting Officer’s duly authorized representative may request cleaning of areas that have been missed. All other Forest Service Personnel have no authority to administer or to make changes to the contract.

(End of Clause)

E-2 GOVERNMENT INSPECTION

The Government will visually inspect the Contractor’s performance on a random basis under this contract to ensure compliance with contract guidelines. When unacceptable performance is observed, the COR will notate the Janitorial Log located in the janitorial closet and when necessary, contact the

Contractor’s on-site supervisor to ensure the Contractor understands the unacceptable services. The preferred method to resolve deficiencies is to allow re-performance to correct the deficiencies. The

Contractor shall be provided with the opportunity to correct substandard performance within one business day. For example, if bathrooms are not clean on a Monday inspection, the expectation will be the janitor returns Tuesday. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is then logged as a deficiency on a noncompliance memorandum.

E-3 PERFORMANCE OBJECTIVES

The Contractor service requirements are summarized into performance objectives that relate directly to the essential services provided. The stated performance thresholds are the minimum acceptable levels of service for each stated requirement. All aspects of Contractor performance are subject to Government

Quality Assurance Surveillance Plan, and absence of any contract requirements from the Performance objectives will not detract from the enforceability, nor limit the rights or remedies of the Government under other contract clauses.

E-4 CONTRACTOR QUALITY CONTROL PLAN

A. Quality Control Plan

The Contractor shall provide a Quality Control Plan (QCP) as part of this Technical Proposal. The Plan must SPECIFCALLY demonstrate how the Contractor shall assure that quality of performance meets the objectives and requirements of the contract. The QCP shall specify:

- How quality will be monitored to ensure performance standards are met.

- How the work will be supervised.

- Contract must identify the personnel responsible (Name, years of experience, how long the employee has been with the company) for performing quality control and inspection

- How results of the monitoring will result in quality performance.

- Create a checklist for task tracking and inspection that covers all services stated in the

“Performance Standards and Guidelines”.

- A system to ensure that the Contractor’s employees are notified of any deficiencies in their area of responsibility.

- A plan to monitor and correct customer complaints.

- A plan for immediately forwarding customer complaints that are not the responsibility of the Contractor to the COR.

B. Contractor Quality Control Inspection

The Contractor shall assure themselves that performance meets contract specifications, in accordance with FAR 52.212-4, Contract Terms and Conditions -- Commercial Items, paragraph (a), prior to requesting the Government to inspect for payment or acceptance. The Contractor shall contact the

Contracting Officer upon completion of a unit. The Contracting Officer may observe the Contractor’s inspection at any time and shall otherwise have unlimited access to the inspection data.

Failure by the Contractor to implement the approved plan and pursue it diligently from the commencement of the contract may be considered grounds for default.

SECTION F Deliveries and performance

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these addresses:

www.arnet.gov/far/ www.usda.gov/procurement/policy/agar.html

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

AGAR 452-211-74 PERIOD OF PERFORMANCE (FEB 1988)

Base Period: April 1, 2024 to December 31, 2024

Optional Period 1: January 1, 2025 to December 31, 2025

Optional Period 2: January 1, 2026 to December 31, 2026

Optional Period 3: January 1, 2027 to December 31, 2027

Optional Period 4: January 1, 2028 to December 31, 2028 http://www.arnet.gov/far/ http://www.usda.gov/procurement/policy/agar.html

REPORTING REQUIREMENTS

The Contractor shall prepare and submit the following deliverables in accordance with the schedule below (documents should be submitted to Contracting Officer (CO):

Item

No.

Description Copies To Due Date

01 Contractor Quality Control Plan

CO, COR Submitted with quote. When noncompliance is noted, the Plan will be assessed to ensure the contractor has safeguards and inspections in place to identify and remedy problem cleanings prior to Government inspections.

02 Contractor Inspection

Checklist COR Daily/Weekly: Janitorial Closet

03 Service Call Log COR – in Janitorial Closet Daily, As deficiency occurs

04 Background Investigations are processed timely.

Contractor employees shall respond promptly to email and the investigation process. Notification of any employment changes shall be made in writing to Contracting Officer.

CO and Human Resources Investigation Team

Within 48 hours of contractor janitorial employment changes, notify CO. Provide employee name, start and end dates as a part of the response to the CO.

05 SDS Sheets COR With product use, MSDS’s in janitor closet organized/secured in a binder (or similar) 06 Biobased Report Report electronically in www.sam.gov, Notify CO when complete

By Oct. 30th for prior government fiscal year (Oct 1 – Sept 30th)

07 Quarterly Cleaning COR Notify/schedule 2 weeks prior to cleaning so staff can be prepared for cleaning and have materials moved out of the way 08 Bi-Annual Cleaning COR Notify/schedule 2 weeks prior to cleaning so staff can be prepared for cleaning and have materials moved out of the way

Inspection Reporting

The contractor shall utilize the Inspection Checklist, as specified above. The checklist should show the status of all work completed daily, weekly, and monthly, and initialed at completion. Quarterly and Bi-

Annual cleanings should be identified on the Checklist to ensure planning and timely attention is given to these tasks.

http://www.sam.gov/

SERVICE CALLS

A service call is a report by building occupants, Forest Service personnel, or other interested parties, of a cleaning and/or related maintenance problems, and the Contractor’s subsequent response to, and correction of the problem. The Contractor shall develop and implement a system to receive, record, respond, and track all service calls, trouble calls, or other operational problems.

The Contractor shall be responsible for all service calls that pertain to this contract such as no paper towels, garbage overflowing, spot cleaning or vacuuming needed, water spills and flood, etc. The

Contractor shall respond promptly to all service calls and complete the work required within four (4) hours. In those circumstances where a service call cannot be resolved within 4 hours due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

Service Call Log: The Contractor shall maintain a service call log in sufficient detail to enable the COR to determine whether services are completed in accordance with the terms of the contract. The service call log shall be available for inspection by the COR.

Service Call Log - Deficiency Reports

The contractor shall identify deficiencies to the Service call log daily, as the deficiency occurs, or reported. Deficiency reports should be addressing those areas not cleaned and the reason for not cleaning them. Deficiencies can include but are not limited to: deficiencies in building equipment or damage to the building such as defective ballast; missing/broken/inoperable soap dispensers; stopped-up urinals or commodes; in adequate government provided supplies. Likewise, the government will use the log to report concerns to the janitorial staff.

SECTION G Contract Administration Data.

AGAR 452.215-73 POST AWARD CONFERENCE (NOV 1996)

A post award conference with the successful offeror is required. The date, time and location is TBD.

DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE

The Contracting Officer designates the Contracting Officer's Representative (COR).

The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer should be informed as soon as possible of any actions or inactions by the

Contractor or the Government, which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly. (This does not apply to individual task assignments which were issued by the COR provided they do not affect the delivery schedule or performance period stated in the contract.)

On all matters that pertain to the contract terms the Contractor must communicate with the Contracting

Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

CONTRACTOR'S REPRESENTATIVE

The Government may, at its option, suspend work with full count of contract time continuing, if the

Contractor fails to provide a Contractor's Representative (1) conversant in the English language and (2) able to read and understand the contract.

SUPERVISION

The Contractor shall arrange for satisfactory supervision of the contract work, which includes inspecting janitorial cleaning prior to government inspection. The Contractor or one of its supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports, or requests from the Contracting Officer or COR. The Contractor shall provide in writing to the COR at least five (5) days prior to the contract starting date the names, telephone numbers, and addresses of on-site supervisors. The term “on-site supervisor”, “alternate on-site supervisor”, “superintendent”, or

“Contractor Representative” means a person designated in writing by the Contractor who has the authority to act for the Contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the Contractor.

TRASH AND REFUSE MATERIAL

Contractor shall remove all of his/her own trash and refuse from the contract area.

STORAGE OF MATERIALS AND EQUIPMENT

Materials shall be stored to assure the preservation of their quality and fitness for work. All storage areas approved by the Government shall be restored to a satisfactory condition at the Contractor's expense.

PROPERTY AND PERSONAL DAMAGE

(a) The Contractor shall use every precaution necessary to prevent damage to public and private property. Land monuments and property markers shall not be disturbed until the Contracting

Officer, or his/her representative, has witnessed or otherwise referenced their location and directed their removal.

(b) The Contractor shall be responsible for all damage to property and to persons, including third parties, that occur as a result of his/her agent's or employee's fault or negligence. The term "third parties" is construed to include employees of the government.

PUBLIC OFFICIALS NOT PERSONALLY LIABLE

There shall be no personal liability upon the Contracting Officer or officer in charge, their agents or employees, for any act performed in the discharge of any duty imposed or the exercise of any power or authority conferred upon them, by, or with the scope of the contract, it being understood that in all such matters they act solely as agents and representatives of the Government.

PAYMENT

Payment will be made on a monthly basis for janitorial services that have been satisfactorily provided.

The Contractor will submit an invoice each month along with the completed inspection checklist from the Quality Control Plan. The Government will review the performance as compared to contract standards, the Quality Assurance Plan and the Performance Objectives. Monthly payments to the

Contractor will be reduced for logged deficiencies, as described in the Inspection clause. Deductions for deficiencies shall be calculated as 1/30th of the unit price for each day the Contractor fails to correct the deficiency.

INVOICE PROCESSING PLATFORM

NOTE: The paragraph below replaces the paper invoice copies requirement referenced on FAR 52.212-

4 (g) invoices.

The "Submit Invoice-to" address for USDA orders is the Department of Treasury's Invoice Processing

Platform (IPP). The contractor must follow the instructions on how to register and submit invoices via

IPP as prescribed in the previous communications from USDA and Treasury. All invoices are to be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm. Please make sure that your company has registered at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish your account.

GOVERNMENT FURNISHED PROPERTY

See Section C-4 of the Statement of Work https://www.ipp.gov/index.htm https://www.ipp.gov/vendors/enrollment-vendors.htm

SECTION H Special Contract Requirements

H-1 Close Out

AGAR 452.204-70 MODIFICATION FOR CONTRACT CLOSEOUT (DEVIATION JUL 2022)

Upon contract closeout for contracts utilizing Simplified Acquisition Procedures (SAP) according to

FAR 13:

(a) If unobligated funds in the amount of $1000 or less remain on the contract, the Contracting Officer

(CO) shall issue a unilateral modification for deobligation. The contractor will receive a copy of the modification but will not be required to provide a signature. The CO shall immediately proceed with contract closeout upon completion of the period of performance, receipt and acceptance of supplies or services, and final payment.

(b) If unobligated funds of more than $1000 remain on the contract, the CO shall issue a bilateral modification for deobligation. The contractor will receive a copy of the modification and will be required to provide a signature. (The CO may also request a Release of Claims be completed by the contractor, although not required for contract and orders using SAP procedures.) If the bilateral modification and Release of Claims are not returned to the CO within 60 days, the CO shall release the modification as unilateral and proceed with contract closeout upon completion of the period of performance, receipt and acceptance of supplies or services, and final payment.

H-2 Required Insurance

FAR 52.228-5 INSURANCE – WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

(a) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

(b) Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government’s interest shall not be effective-

(1) For such period as the laws of the State in which this contract is to be performed prescribe; or

(2) Until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer.

(c) The Contractor shall insert the substance of this clause, including this paragraph (c), in subcontracts under this contract that…