1240BK24Q0037 Sweet Home Janitor Service.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

04R4 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

04/1/2024

458-212-6064JARED MACHGAN

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIME

04/17/2024 1700 PT

b. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

1240BK24Q0037

5. SOLICITATION NUMBER

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

1 69 1120332OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

SPRINGFIELD OR 97477

3106 PIERCE PARKWAY SUITE D

WILLAMETTE NATIONAL FOREST

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.

Sweet Home Janitorial Service

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

INVOICE PROCESSING PLATFORM IPP

ELECTRONICALLY THROUGH THE

ALL INVOICES MUST BE SUBMITTED

INVOICE PROCESSING PLATFORM IPP

VIA WWW IPP GOV

IPP

Solicitation Number: 1240BK24Q0037 Sweet Home Janitor Cleaning Services

SECTION B Schedule of Items/Price Schedule

Item Description Qty Unit Price Amount

001a

Base Year – Performance period

May 1, 2024 through December 31, 2024

Admin office and Warehouse cleaning Janitorial Services

Carpet Cleaning District Office, Warehouse

BASE YEAR TOTAL

Month

Semi

101a

Option Year 1 – Performance period

January 1, 2025 through December 31, 2025

Admin office and Warehouse cleaning Janitorial Services

Carpet Cleaning District Office, OPTION YEAR 1 TOTAL

Month

Semi

202a

Option Year 2 – Performance period

January 1, 2026 through December 31, 2026

Admin office and Warehouse cleaning Janitorial Services

Carpet Cleaning District Office

OPTION YEAR 2 TOTAL

Month

Semi

303a

Option Year 3 – Performance period

January 1, 2027 through December 31, 2027

Admin office and Warehouse cleaning Janitorial Services

Carpet Cleaning District Office

OPTION YEAR 3 TOTAL

Month

Semi

UEI # _________________________ Email Address: ___________________________________

Required Site Visit

Please contact Lance Gatchell at Lance.gatchell@usda.gov, and/or call Stefanie Gatchell at 541-393-

7459 to schedule a time and date for a site visit.

Site visits will not be conducted between April 11th through the 15th.

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.

http://www.sam.gov/ https://www.ipp.gov/vendors/enrollment-vendors.htm

SECTION C Description Specification and Statement of Work

C- 1 – GENERAL BACKGROUND

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 and number of Custodians it will take to meet the performance standards specified are built into their pricing.

The Government requires at a minimum two Custodians to ensure that services are not interrupted due to Custodial absences. One of the Custodians can also fill the role of the required

Supervisor. See Section C-4 Supervision.

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

Service 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 offer is submitted. These same personnel shall be identified by name, along with their work history, in the quote evaluation criteria.

C-2 Project Location & Description

Location: Sweet Home Ranger District, 4431 Hwy 20, Sweet Home, Oregon 97386.

Description: Sweet Home Ranger District is a one-story administration office with approximately 4,250 square feet of office space and related areas including a conference room, restrooms, breakroom, hallways, entry ways, outside porches, there is approximately 4,000 square feet of floor carpet surface.

The satellite offices in the warehouse have approximately eight cubicles, a total of 1,100 sqft. of office space with approximately 1,000 sqft of floor carpet space. The warehouse also includes one restroom, cleaning sink, a water fountain/ water filling station, a shower room, and locker room.

C-3 – GOVERNMENT FURNISHED PROPERTY AND SERVICES

Government Furnished Property:

• Vacuum Cleaner with a HEPA filter.

• Dumpster/trash container adjacent to the building. The contractor shall not dispose of oil, lubricants, and other flammable or hazardous material in the Government dumpster.

• A storage room for the Contractor supplied equipment and materials.

• Reasonable quantities of electricity, water, and sewage disposal necessary to perform the services.

C-4 – CONTRACTOR FURNISHED CRITICAL ITEMS/SERVICES

All cleaning under this contract is required to satisfactory meet or exceed the quality and performance standards as identified in the contract. The cleaning at these locations shall be accomplished between the hours of 5:00 p.m. and 6:00 am, preferably Monday and Thursday. Service days are negotiable, at the frequency designated for each location. Changes to cleaning schedules are to be negotiated with the

Contracting Officer’s Representative (COR).

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 Government will prior approve all cleaning materials and equipment utilized by the Contractor to ensure that they do not harm, cause permanent damage to Government property, endanger the health and safety of the building users and conforms to the biobased regulatory requirements. This does not relieve the Contractor from any damages resulting from use of these materials.

Contractor shall furnish all labor, equipment, materials, supervision, transportation, employee training and incidentals, except those listed under Government furnished (section C-2), necessary to perform janitorial services in accordance with the terms, conditions and specifications herein.

Contractor furnished supplies and equipment shall include but may not be limited to:

• Cleaning equipment shall be equipped to prevent marking/denting of Government property.

• Cleaning supplies (for glass, ceramic tile, carpet, vinyl floors, wood, bathroom fixtures, and metal surfaces, etc.)

• Cleaning equipment (buckets, brooms, mops, brushes, sponges, cloths, etc.)

• Window washing capabilities for all window surfaces in the building inside and out.

• The Contractor will coordinate the effective use of the storage area and will monitor the level of supplies to ensure adequate amounts are on hand.

• All safety equipment and materials to ensure compliance with State and Federal OSHA regulations.

• Liquid hand soap, toilet paper, toilet seat protectors, urinal screens, receptacle liners, plastic trash can liners, trash bags, paper for towel dispensers.

• Submit a list of employees that will be working on the contract.

SAFETY

The Contractor shall 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.

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 at the time their offer is submitted name(s) 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.

CLEANING SCHEDULE

Janitorial services shall be performed outside of normal business hours between 5:00pm and 6:00am.

The Government may schedule events after normal business hours or on weekends. In such cases, the

COR will notify the Contractor within 24 hours of the event.

Monthly and Semi-annual services shall be scheduled and prior approved by the COR. The Contractor shall notify the COR two weeks prior to beginning these scheduled services. Once started, these services shall be carried through to completion without interruption, weather conditions for outside work allowing. Should the services require more than one day of work, the Contractor shall document the extent and location of the work for each day.

C-5 – PERFORMANCE WORK STATEMENT TASKS AND CRITICAL SUBTASKS

WEEKLY CLEANING

Offices, Porches, Doorways

1. Sweep/vacuum/damp-mop carpeted and non-carpeted floors in high traffic areas.

2. Spot vacuum/sweep and pickup obvious dirt and debris on low traffic areas of carpeted and non-carpeted floors.

3. Spot clean, walls, furniture, banisters and other horizontal and vertical surfaces throughout the building where evident.

4. Wipe clean all door surfaces and door handles.

5. Front desk area touchpoints shall be cleaned and disinfected, including plexiglass partitions, door handles, main visitor counter, and table surfaces, every cleaning day.

6. Clean and disinfect break room area, sink, countertops, tables and floors.

7. Clean and wipe down water fountain/ water filling stations located in the main building and warehouse.

8. Empty solid waste in and adjacent to trash cans. (SHRD personnel will be responsible for managing/emptying recycled paper and aluminum can receptacles.)

9. Remove all cobwebs from walls, corners, windows, etc.

Restrooms

1. Restock all restroom supplies.

2. Clean and disinfect all restroom floors, surfaces, stall doors and fixtures.

3. Empty all restroom trash receptacles.

4. Ensure paper towel dispensers are working (functional battery and paper towels)

MONTHLY SERVICES

Day(s) scheduled with COR at least 2 weeks between services.

Entire Office

1. Damp wipe windowsills and ledges, doors, and baseboards

2. Clean all interior windowpanes.

3. Damp wipe all Venetian blinds.

4. Vacuum and spot clean all upholstered chairs.

5. Thorough vacuuming/sweeping of all carpeted and non-carpeted floor areas in both low and high traffic areas.

6. Damp wipe and spot clean all non-upholstered chairs.

Semi Annual (two times per years) Services Entire Office

1. Clean the tops of all doors, partitions, exit signs, window and doorframes, wood molding ledges.

2. Clean all exterior windows

3. Clean all carpeted floors using a standard commercial practice cleaning service (shampoo) in

December and June with a minimum written two weeks’ notice for carpet shampooing given to the COR.

Performance Standards, Thresholds and Incentives

Performance threshold standards are described in the Quality Assurance Plans for daily, weekly, monthly, and semi-annual work.

Customer complaints will be substantiated by the COR for validity. Should the COR determine that the complaint is valid, the COR will inform the Contractor orally and in writing and give the Contractor additional time to correct the defect, if additional time is available. The COR will determine how much time is available.

Should the Contractor disagree with the complaint after investigation of the site, the Contractor shall notify the CO. The CO will review the matter with the COR to re-examine the validity of the complaint.

Should the threshold of valid customer complaints exceed the threshold for a calendar month or job and the Contractor is not able to correct the work on time, a deduction of up to twenty-five percent may be taken off the appropriate pay item for that month or job. No payment will be made for work not completed.

Cleaning Guidelines

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 the 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.

Subcontracting

The Government is to be notified at the time of the Contractor submits their offer in response to the Solicitation. Failure to do so will be an automatic disqualification for award consideration.

The Government reserves the right to approve or disapprove any subcontractors selected.

Therefore, the Contractor shall obtain approval from the Contracting Officer for all subcontractors prior to entering into any subcontracts for the performance of work under this contract. The Contractor’s request for approval shall be in writing and include the specific work to be accomplished by the subcontractor.

GENERAL CONDUCT

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 form 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, or anywhere on the compound (including in vehicles).

SECURITY

The Contractor shall protect Government property, buildings, equipment, materials, records, and data against unauthorized access, loss, or damage.

The Contractor shall announce their arrival and departure to employees who may be occupying the building. Doors shall be left locked unless otherwise instructed.

The Contractor shall ensure that all keys issued by the Government are kept secure and not used by unauthorized persons. Government-issued keys shall not be duplicated. The Contractor shall reimburse the Government for replacement of locks or re-keying as a result of Contractor loss negligence.

Only the Contractor’s employees are allowed in the building or on the job site. The Contractor is prohibited from opening locked areas to permit entrance of persons other than the Contractor’s employees.

The Contractor shall not attempt to reconnect or re-plug any computer wiring disconnected or disturbed during the performance of this contract. The Contractor shall leave written notification on the COR’s desk of any computer equipment accidentally disconnected.

The Contractor shall not disturb papers on desks, equipment or bulletin boards nor shall the Contractor use Government telephones or other equipment except for emergency use.

C-6 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.

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

(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.

**See Government Quality Assurance and Surveillance Plan attachment

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

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 crated to identify and correct deficiencies in the quality of services before performance becomes unacceptable.

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: May 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 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 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 Monthly, Semi 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

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 http://www.sam.gov/ 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.

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 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.

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.

https://www.ipp.gov/index.htm https://www.ipp.gov/vendors/enrollment-vendors.htm https://www.usda.gov/sites/default/files/documents/agar-class-deviation-contract-closeout-clause.pdf

(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 require work on a Government installation and shall require subcontractors to provide and maintain the insurance required in the Schedule or elsewhere in the contract. The Contractor shall maintain a copy of all subcontractors’ proofs of required insurance and shall make copies available to the Contracting Officer upon request.

(End of clause)

AGAR 452.228-71 INSURANCE COVERAGE (NOV 1996)

Pursuant to FAR clause 52.228-5, Insurance-Work on a Government Installation, the Contractor will be required to present evidence to show, as a minimum, the amounts of insurance coverage indicated below:

(a) Workers Compensation and Employer's Liability. The Contractor is required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers.

(b) Automobile Liability. The Contractor shall have automobile liability insurance written on a comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and 500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage or loss.

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

(JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of

Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards

Publication (FIPS PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the

Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a

Federally-controlled facility and/or routine access to a Federally-controlled information system.

It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

H-3 KEY PERSONNEL

AGAR 452.237-74 KEY PERSONNEL (FEB 1988)

(a) The Contractor shall assign to this contract their following key personnel:

1-Contractor’s Employee responsible for overseeing background investigations of on-site personnel

2-Contractor’s on-site Inspector of janitorial work

3-Janitorial person(s)

(b) During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The

Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

(c) The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

Contracting Officer. The Contractor agrees to insert the substance of this clause in any consultant agreement or subcontract hereunder. (End of Clause)

H-4 Personal Identity Verification of Contractor Employees

(a) The contractor shall comply with the personal identity verification (PIV) policies and procedures established by the Department of Agriculture (USDA) Directives 4620-002 series.

(b) Should the results of the PIV process require the exclusion of a contractor's employee; the

Contracting Officer will notify the contractor in writing.

(c) The contractor must appoint a representative to manage compliance with the PIV policies established by the USDA Directives 4620-002 series.

(d) The contractor shall insert this clause in all subcontracts when the subcontractor is required to have routine unaccompanied physical access to a Federally-controlled facility and/or routine unaccompanied access to a Federally-controlled information system.

(e) The PIV Sponsor for this contract is a designated program point of contact, which in most cases is the COR, unless otherwise specified. The PIV Sponsor will be available to receive contractor identity information after contract award. The contact name and email will be provided by CO or COR. The

Government will notify the contractor if there is a change in the PIV Sponsor. It is the contractor's responsibility to meet all aspects of paragraphs (c), (d), and (e).

Contractor Employees are required by law to go through a background check as part of their on boarding process. Contractor is to factor in the cost of background check process into their offer.

H-5 Background Check Requirement for Personnel:

The contractor shall ensure that all required personnel/employees respond within one week of each prompt for action or information (initial or additional) as part of the HSPD-12 Background Investigation requirement and its associated maintenance. For each member of the Contractor's personnel/ employee(s) to access the Government facility unaccompanied by the Government (i.e. for overnight cleaning), submittal to the mandatory background investigation includes the provision of pertinent information to the Government, fingerprinting, and response to any queries from the Person Model point of contact. Maintenance activities may include but may not be limited to mandatory annual completion of a short information security training exam, materials for which will be available online or provided via email or in hard copy by the CO or COR.

When the premises covered under the contract require or utilize Linc Pass keycards for building entry, the Contractor's personnel/ employees must also visit a USDA Activation Center to obtain a physical

LincPass keycard. Visitation of an Activation Center is not required for any Contractor's personnel employees whose worksite buildings utilize traditional keys or non-Linc Pass keycards.

Failure of the Contractor's personnel/ employee(s) to respond within one week of receiving any prompt in the background investigation process may result in the issuance of Cure Notices, requirement of removal of the Contractor's personnel/ employee(s) from the premises, or termination of the contract.

As required through mandate or policy changes, additional requirements to those listed may be added to the contract. Alerts regarding requirements needing attention are generally sent to the Contractor via email to the address(es) provided during the HSPD-12 Background Investigation application.

H-6 On Boarding and Background check process

USDA FOREST SERVICE REQUIREMENTS

All Contractor employees working inside a federal building will be required to complete computer based online training courses. Once the new contractor employee’s information has successfully been entered into the onboarding tracking software, they will be contacted by email. The emails will contain links to the websites where the employee can complete the courses. Each course should take 45 to 60 minutes to complete. Contractor employees will need to have access to a computer to complete the trainings online.

Course Name Frequency Method of

Training

Length of

Training

Completion Date

*Information Security

Awareness

Annually AgLearn 60 minutes 1 year since last completion date

Understanding and

Interrupting

Unconscious Bias

Annually AgLearn 90 minutes 90 days after assignment in AgLearn

Anti-Harassment

Training: Identifying and Preventing

Workplace

Harassment

Annually AgLearn 60 minutes 90 days after assignment in AgLearn

USDA Records

Management

Annually AgLearn

Or

Paper-based

60 minutes 60 days after assignment

Section 508 Annually AgLearn 60 minutes 45 days after assignment

* This course needs to be completed within 7 days of receipt of the email notification. The course must be completed first. Failure to complete this course in the time allotted will result in a termination of the onboarding process. Once the course is complete the background check process may start.

ALL FEDERAL AGENCIES REQUIREMENTS

Tier 1 Background Investigation Requirements for Awarded Contracts

• Declaration of Federal Employment (OF306)

• National Background Investigation Services (NBIS) security questionnaire

• Fingerprinting (if you have not already enrolled for a LincPass or completed Field Print).

These actions must be completed within 14 days. Extensions will be granted on a case-by-case basis.OF306

The OF306 is an encrypted (password-protect) PDF, with instructions, to be sent to the government email provided. The PDF should have password-protect for viewing, not just editing, otherwise data is just as open as not password-protecting it.

NBIS Security Questionaire

The Background investigation will be initiated through the following internet browser address: https://myinvestigation.nbis.mil/subjectportal/ A user ID and temporary password are issued through separate emails from the NBIS system.

Fingerprinting

Depending on the location of the Contractor employee the fingerprint location maybe multiple hours driving distance away. Total travel time and finger process may take 4 to 8 hours total.

Fingerprinting will be done in one of these ways.

• Enrollment within USAccess for a credential (LincPass)

Notify PIV Sponsor if you have already been fingerprinted for your credential or if you plan to have an enrollment appointment within the next 14 days.

• Field Print

If this method is used, you are required to schedule an appointment within 7 days.

Depending on the location of the Contractor employee the fingerprint location maybe multiple hour driving distance away. Total travel time and finger process may take 4 to 8 hours total.

The Government will not reimburse the Contractor for the annual trainings, or the time required to complete the background check process. The time and expense are to be factored into the

Contractor’s offer.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmyinvestigation.nbis.mil%2Fsubjectportal%2F&data=05%7C01%7Cjared.machgan%40usda.gov%7Cd06086c60cf247027fa908dbd665a7e4%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C1%7C0%7C638339504320855284%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=MEAUSwCKE%2Bs4%2BseVm3MdoQx0Zb4nzzwR04emhQxN2Lk%3D&reserved=0

Part II- Contract Clauses

SECTION I Contract Clauses

FAR 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR

SERVICES- REPRESENTATION (DEC 2019)

(a) Definitions. As used in this provision, “covered telecommunications equipment or services” has the meaning provided in the clause 52.204-25, Prohibition on Contracting for

Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Procedures. The Offeror shall review the list of excluded parties in the System for Award

Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for “covered telecommunications equipment or services”.

(c) Representation. The Offeror represents that it □ does, □ does not provide covered telecommunications equipment or services as a part of its offered products or services to the

Government in the performance of any contract, subcontract, or other contractual instrument.

(End of provision)

FAR 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2023)

a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the

Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights-

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act ( 31 U.S.C. 3727).

However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by…