1240LN24Q0063 Combined Synopsis Solicitation.pdf

Solicitation Number: 1240LN24Q0063 Beartooth Ranger District Office & Residences Janitorial Contract

Custer Gallatin National Forest

US Department of Agriculture (USDA)

Statement of Work

Janitorial Services

And

South and North Residential Buildings

& Residences Janitorial Contract

1240LN24Q0063

Beartooth Ranger District Office & Residences Janitorial Contract Custer Gallatin National Forest

Carbon County, MT Solicitation Issue Date July 23, 2024

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

Method of solicitation: Request for Quotation (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05.

Set Aside: 100% small business set-aside. The NAICS code is 561720 Janitorial ($22.0)

General Information: The intent of this solicitation is to obtain quotes for janitorial services. See below for complete project description.

Provide quote by: 5:00 PM, Mountain Standard Time on July 31, 2024

DOCUMENTS TO RETURN:

The following documents shall be submitted by the offeror for evaluation to be considered responsive:

� Schedule of Items � Experience Questionnaire or a document demonstrating recent and relevant experience in respect to the size and scope of this particular project.

� Quality Control Plan and Biobased Plan.

� Resume of Key Personnel (if other than a Sole Proprietor) � Acknowledge Amendments if applicable (per the instructions in Block 11 on the SF-30).

E-Mail quote to: Forest Service, Attn: Kimberly Hamil E-mail: kimberly.hamil@usda.gov

For solicitation questions email Kimberly Hamil at kimberly.hamil@usda.gov mailto:kimberly.hamil@usda.gov mailto:kimberly.hamil@usda.gov

& Residences Janitorial Contract

Custer Gallatin National Forest

Schedule of Items

General Information

1.0 Purpose and Background

2.0. Definitions and Acronyms

Contract Requirements

3.0 Scope

4.0 Tasks

5.0 Performance Requirement Measures

6.0 Deliverable / Schedule

7.0 Contractor Personnel Qualifications

8.0 Contractor Quality Control

9.0 Government Quality Assurance

10.0 Contracting Officer’s Representative (COR)

11.0 Government Property (Furnished Property and Materials)

12.0 Contractor Furnished Property and Responsibilities

13.0 Security Requirements

14.0 Invoicing and Payments

CONTRACT CLAUSES

52.204-13 System for Award Management Maintenance (OCT 2018)

52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020)

52.204-27 Prohibition on a ByteDance Covered Application. (Jun 2023)

52.217-8 Option to Extend Services (Nov 1999)

52.217-9 Option to Extend the Term of the Contract (Mar 2000)

52.223-2 Reporting of Biobased Products Under Service and Construction Contracts (May 2024)

52.252-2 Clauses Incorporated by Reference (FEB 1998)

52.252-6 Authorized Deviations in Clauses (NOV 2020)

452.204-70 Modification for Contract Closeout (OCT 2021)

452.211-74 Period of Performance (FEB 1988)

452.215-73 Post Award Conference (NOV 1996)

SOLICITATION PROVISIONS

52.204-7 System for Award Management (OCT 2018)

52.204-16 Commercial and Government Entity Code Reporting (AUG 2020)

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)

52.204-26 Covered Telecommunications Equipment or Services-Representation (Oct 2020)

52.212-2 Evaluation—Commercial Products and Commercial Services (NOV 2021)

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52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial Services (DEC 2022) (DEVIATION DEC 2022) (Provision)

52.223-1 Biobased Product Certification (MAY 2024)

52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)

52.252-5 Authorized Deviations in Provisions (NOV 2020)

Electronic Submissions of Quotes

LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

& Residences Janitorial Contract

Schedule of Items Janitorial Services

Beartooth Ranger District Office & Residences, Custer Gallatin National Forest

Base Year – August 15, 2024 to August 14, 2025 Item No.

Description Quantity Unit Unit Price Total

001 Beartooth Ranger District Office Cleanings (weekly October to May/biweekly June to September)

70 EA

002 Quarterly Deep Cleanings (RD Office) 4 EA 003 Residential Cleanings (once per year to include three buildings)

1 EA

TOTAL

Option Year 1 – August 15, 2025 to August 14, 2026

Item No.

Description Quantity Unit Unit Price Total

001 Beartooth Ranger District Office Cleanings (weekly October to May/biweekly June to September)

70 EA

002 Quarterly Deep Cleanings (RD Office) 4 EA 003 Residential Cleanings (once per year to include three buildings)

1 EA

TOTAL

Option Year 2 – August 15, 2026 to August 14, 2027

Item No.

Description Quantity Unit Unit Price Total

001 Beartooth Ranger District Office Cleanings (weekly October to May/biweekly June to September)

70 EA

002 Quarterly Deep Cleanings (RD Office) 4 EA 003 Residential Cleanings (once per year to include three buildings)

1 EA

TOTAL

Option Year 3 – August 15, 2027 to August 14, 2028

Item No.

Description Quantity Unit Unit Price Total

001 Beartooth Ranger District Office Cleanings (weekly October to May/biweekly June to September)

70 EA

002 Quarterly Deep Cleanings (RD Office) 4 EA 003 Residential Cleanings (once per year to include three buildings)

1 EA

TOTAL

& Residences Janitorial Contract

Option Year 4 – August 15, 2028 to August 14, 2029

Item No.

Description Quantity Unit Unit Price Total

001 Beartooth Ranger District Office Cleanings (weekly October to May/biweekly June to September)

70 EA

002 Quarterly Deep Cleanings (RD Office) 4 EA 003 Residential Cleanings (once per year to include three buildings)

1 EA

TOTAL

Total of Base and Option Years $

NOTES TO QUOTER:

Quoter shall round to the nearest cent. Do NOT use fraction of cents in Unit Price.

Quotes must be provided on all items.

There is no scheduled site visit for this solicitation. Interested quoters who would like to tour the office building or need technical information may contact Larry Lee at (406)425-2141.

This is a Request for Quotation (RFQ); therefore, no public opening will be held. The results will not be made public prior to award. Quotes submitted in response to this RFQ will not be returned but will be retained by the U.S. Forest Service for official record purposes. The RFQ does not commit the Government to pay any costs incurred in the preparation or the submission of this quote, or to make any award.

Per FAR 4.1102 vendor shall be registered and ACTIVE in the System for Award Management (www.sam.gov) at the time the Contracting Officer receives quotation. If the vendor is not ACTIVE or registered, they shall be considered non-responsive.

The Forest Service utilizes an electronic invoice system called Invoice Processing Platform (IPP). Awardee is required to set-up an account at www.ipp.gov to submit invoices.

Price Quotation furnished by:

Name: _______________________________ Phone: ____________________________

Address: ______________________________ Cell: ____________________________

______________________________ FAX: ____________________________

E-Mail: ________________________________ DUNS # ___________________________ http://www.sam.gov/ http://www.ipp.gov/

& Residences Janitorial Contract

General Information

1.0 Purpose and Background

1.1. Purpose

The Beartooth Ranger District seeks Contractor support to perform janitorial services for the office and the two residential buildings located at 6811 U.S. Highway 212, Red Lodge, Montana, 59068. West Fork Rock Creek Residence is located at 255 West Fork Rd., Red Lodge, Montana, 59068.

1.2 Background

Provide weekly (October-May)/biweekly (June-September), quarterly deep cleanings for the office (March/June/September/December), yearly cleanings for the South, North and West Fork Rock Creek Residential buildings between November 1st and November15th.

District Office:

The Beartooth Ranger Districts office (office) building is a two-story structure approximately 6,500 ft2 in size. The office building contains the following: two stairwells; five bathrooms - four on the ground floor, and one in the basement; twelve offices – nine on the ground floor, three in the basement. The bulk of the janitorial services will be on the ground floor.

The ground floor consists of four bathrooms with vinyl roll flooring, nine office spaces with carpet tile flooring, a foyer, customer receiving area, printer area, mail room with built-in cabinets with countertop workspace, cupboards, filing cabinets, and some small equipment, an administrative desk, along with numerous windows and fluorescent light fixtures.

The basement is comprised of three office spaces, a large conference room, a janitorial storage closet, and a kitchen/break area. The kitchen/break area has various small appliances, a two-compartment stainless steel sink, built-in cabinets and cupboards, and a countertop. The bathroom in the basement has one toilet, one sink, and a shower stall. The conference room has moveable tables and chairs, and fixed filing cabinets. The three offices each have at least one window and two desks. The basement flooring is a mix of concrete, VCT and LVP. The basement has numerous light fixtures and windows.

All lighting is florescent tube, with the some of the bathrooms having light fixtures over the sinks.

Flooring is 70% carpet tile, 20% bare concrete, 3% vinyl roll, 5% vinyl composite tile (VCT), 2% luxury vinyl plank

(LVP).

Offices have desks, chairs, filing cabinets, and bookcases. The conference rooms have moveable tables with multiple chairs.

West Fork of Rock Creek Residence:

The West Fork of Rock Creek Residence building is single story log cabin style building with a partial basement.

The main floor is approximately 1200 ft2 in size. Only the main floor is to be cleaned. The residence consists of two bedrooms, one kitchen, and one bathroom with a shower unit and a sink/vanity. The kitchen area has various small appliances, a two-compartment stainless steel sink, with built in cabinets and cupboards, and a countertop. All rooms exclusive of the bathroom are hard wood flooring. The living room area has several pieces of small furniture.

The basement area and adjoining stairwell will not need to be cleaned. A Forest Service supplied key will be issued to the contractor upon award to gain access to this site.

Flooring is 90% hardwood, 10% vinyl roll.

Lighting is a mixture of florescent tube with some single and multi-bulb fixtures.

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South Residence:

The South Residence building is a two-story structure approximately 2,300ft2, with one bathroom upstairs and one downstairs. The upstairs bathroom has a shower/tub insert. The downstairs bathroom is toilet and sink only. There are three bedrooms upstairs and one downstairs. The main floor has a kitchen area with various small appliances, a two-compartment stainless steel sink, with built in cabinets and cupboards, and a countertop, one refrigerator, and a table with chairs. The upstairs flooring is a mixture of carpet and vinyl roll. All bedrooms are carpeted, and the living room area is also carpeted. The living room area has several pieces of small furniture.

Flooring is 70% carpet, 25% vinyl roll, 5% LVP.

Lighting is a mixture of florescent tube with some single and multi-bulb fixtures.

North Residence:

The North Residence building is a single-story building of approximately 2700 ft2 in size. There are 12 bedrooms.

Each bedroom has light fixtures, windows, and carpet. The building has three bathrooms, each with toilet and shower facilities, two of the bathrooms are approximately 100 ft2 while the third is approximately 75 ft2. The laundry room is approximately 75 ft2 with two washer/dryer sets, a countertop, and cabinets. The kitchen has three refrigerators, one oven, and a cook top set in a large island. Additionally, there is one two-compartment stainless steel sink, with numerous cupboards and drawers, and a large countertop space, and several small kitchen appliances. There is a carpeted living room with bookshelves and several furniture pieces.

Flooring is 60% carpet and 40% vinyl roll.

2.0. Definitions and Acronyms

Acronyms

ACO Administrative Contracting Officer CO Contracting Officer COR Contracting Officer’s Representative DUNS DUNS Number FAR Federal Acquisition Regulation FFP Firm-Fixed-Price GTM Government Technical Monitor IPP Invoice Processing Platform PBA Performance-Based Acquisition PRS Performance Requirements Summary PO Purchase Order QASP Quality Assurance Surveillance Plan QCP Quality Control Plan SAM System for Award Management SOW Statement of Work UEI Unique Entity Identifier

Contract Requirements

3.0 Scope

The Contractor shall provide all personnel, equipment, facilities, supervision, management, and transportation necessary to fulfill the requirement of this Statement of Work (SOW) in accordance with the regulatory, references, and information sources provided within this SOW and any subsequent regulatory or policy changes. Equipment must be of a commercial quality, able to maintain the quality and warranty of all surfaces being cleaned. Contractor will be required to perform work regardless of road conditions and must have 100% attendance during the scheduled work week.

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Consumable goods provide by the Government:

• Toilet paper

• Paper towels

• Hand soap

• Trash can liners

• Outside dumpster

• Light bulbs

• Key code to main office buildings and keys to the Janitor's storage area.

• Space for storage of Contractor and Government furnished equipment and supplies.

Hours of Work:

District office:

No work shall be performed after 7:00am or before 5:30pm, exclusive of federal holidays.

Residential buildings:

All residential buildings will be cleaned once a year between November 1st and 15Th, between the hours of 7:00am and 7:00pm.

FREQUENCY AND DESCRIPTION - RANGER DISTRICT OFFICE and RESIDENTIAL BUILDINGS

• The Contractor through innovation, technology, or other means, shall perform the work in this contract at frequencies necessary to meet the quality and performance standards. Evaluations of the Contractor's work will be based on these standards and shall be conducted by the Contracting Officers Representative (COR) close to the time that the cleaning tasks are completed.

• Listed below are the specific tasks the Contractor is required to perform on a weekly (October- May)/biweekly (June-September) basis to meet the terms of the contract. The office building will have one deep clean on a quarterly basis. The required tasks for each quarterly cleaning are highlighted in the tasks section below.

o 4.1 o 4.2 o 4.3: except 4.3.1 (i(a)) o 4.4: except 4.4.1(b) o 4.5 o 4.6: except 4.6.1(n)(o) o 4.7 o 4.8 o 4.9

North, South and West Fork Residential buildings will have a yearly deep clean performed between November 1st and November15th. All tasks outlined below will be performed, including those described as weekly/biweekly for the district office. All personal items in cupboards, fridges, closets and in each room will be removed by the district employees prior to the cleaning of the residential buildings.

4.0 Tasks

Task 4.1.: Contract Management Outcome: Contract Management ensures effective and efficient effort to successfully adhere to contract terms and conditions and complete the contract requirements.

The Contractor shall:

4.1.1. Provide contract management for, but not limited to:

a. Meeting performance standards and deadlines.

b. Managing personnel.

c. Ensuring all personnel have appropriate training and resources to provide the required performance of the work.

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4.1.2. Participate in a Pre-Work Meeting between the Contractor and the Government. The meeting can be in-person, via telephone, or by video by mutual agreement of the parties. The meeting will occur within 10 business days of award. The meeting will provide for discussions of:

a. Project needs.

b. Draft work plan.

c. Project risks.

d. Award management, communications, and invoicing.

4.1.3. Update and submit deliverables as required per the Deliverables Schedule (see 6. Deliverables).

4.1.4. Ensure that all deliverables for all tasks under this contract are complete, accurate, delivered according to established schedule to the Government for review, comment, and acceptance, and comply with all applicable federal regulations.

4.1.5. Maintain a day-to-day collaborative working relationship with the Contracting Officer (CO), Administrative Contracting Officer (ACO), Contracting Officer’s Representative (COR), and Government Technical Monitor (GTM).

4.1.6. Submit site-specific inspection checklists to the COR/GTM every day that work is performed.

Task 4.2.: Adhere to Manufacturer’s Maintenance Guidelines Outcome: Maintain product warranties on new materials such as, but not limited to, flooring and special wall features.

The Contractor shall:

4.2.1. Use cleaners, methods, and equipment outlined in the manufacturer’s recommended maintenance guidelines. Refer to document D.4. Manufacturer’s Maintenance Guidelines

Task 4.3.: Fixtures Outcome: All fixtures shall be maintained at a high level of sanitation, cleanliness, and shine.

The Contractor shall:

4.3.1. Clean and disinfect all fixtures weekly/biweekly for the following items:

a. Cabinets

b. Countertops. Counters and tabletops shall be free of streaks, stains, spots, smudges, and obvious soil.

c. Display cases.

d. Door handles, push plates, and push bars.

e. Drinking fountains. Drinking fountains shall be maintained at a high level of sanitation and luster and be free of mineral build-up, encrustations, water marks, scale, stains, streaks, spots, smudges, or any other debris.

f. Flush levers

g. Handrails

h. Latching and locking hardware

i. Lights and coverings. Exterior and interior of light fixtures shall be free of all cobwebs, soil, stains, dead insects, deposits, and residues. Contractor shall replace lightbulbs on an as needed basis.

j. Mirrors. Mirrors shall be free of dirt, dust, film, streaks, smudges, water marks, and other foreign matter, and shall not be cloudy.

k. Showers. Showers shall be disinfected to maintain a high level of sanitation and be free of encrustations, mildew, mineral deposits, mold, odors, spots, stains, and streaks. Shower floor, ceiling, and walls, including grout lines and along edges, shall be maintained to ensure there is not a buildup of bacteria, debris, dirt, or water stains. Partitions and walls shall be free of obvious dirt, dust, and fluids.

l. Sinks and faucets. Sinks and faucets shall be disinfected to maintain a high level of luster and shall be free of encrustations, film, mildew, mineral deposits, mold, odor, spots, stains, and streaks.

m. Toilets and urinals: Toilets and urinals shall be disinfected to maintain a high level of sanitation and be free of encrustations, mineral deposits, odors, scum, spots, stains, and streaks. Brushes, sponges, cloths, and any other cleaning tools used to clean the toilets or urinals shall not be used to clean anything other than the toilets or urinals.

& Residences Janitorial Contract

Task 4.4.: Floors Outcome: Floors shall be maintained with a clean, uniform appearance and be free of all visible debris, dirt, dust, marks, refuse, soil, stains, standing water, and other foreign matter. Resilient and Non-Resilient floors shall be maintained to have a uniform appearance with a high level of luster and be free of all types of marks. Walls, baseboards, and other surfaces adjacent to the floor shall be free of splashes and marks from equipment and cleaners. There shall be no visible buildup in corners or crevices.

The Contractor shall:

4.4.1. Carpet

a. Vacuum Carpets: Carpeted areas (floors, carpet runners, rugs, walk-off mats) shall be vacuumed weekly/biweekly. Vacuuming shall include floor surface, floor edges to the base boards, all exposed inside and outside corners, accessible areas under items such as, but not limited to, bookcases, chairs, desks, equipment stands, and tables. Carpeted floors shall be vacuumed to the extent possible without moving or picking up items left on the floor. Exceptions are chairs, garbage cans, and recycle bins which shall be moved to clean carpet beneath these items. All moved items shall be returned to their original position. Contractor shall use cleaners, methods, and equipment recommended by the product’s manufacturer. Carpet stains shall be removed as needed. Any carpet damage or stains that cannot be removed shall be documented on the Contractor’s Inspection Checklist and brought to the attention of the COR.

b. Deep Clean Carpets. Deep clean carpets to remove dirt, debris, odors, and stains. Contractor shall use cleaners, methods, and equipment recommended by the product’s manufacturer. Unless prohibited by the product’s manufacturer, deep cleaning of carpets utilizing hot water extraction method shall be conducted twice annually in March and September. No bonnet cleaning allowed.

Items on the floor shall be moved by the Government prior to cleaning the carpets. The carpets shall be dry before customers occupy the building on the next business day. Times for carpet deep cleaning shall be coordinated with the COR four weeks in advance to provide notice to the Government personnel.

c. Wall to Wall

d. Walk-off Mats: Mats and runners shall be free of all visible lint, litter, soil, and other foreign matter.

Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

4.4.2. Resilient (linoleum, asphalt, vinyl (composition and solid), rubber, wood, and cork) and Non-Resilient

(ceramic tile, marble, slate, terrazzo, concrete, brick, wood, and cork): Resilient and Non-Resilient floors are to be cleaned and disinfected weekly/biweekly. Contractor shall use cleaners, methods, and equipment recommended by the product’s manufacturer. Resilient and Non-Resilient floors shall be cleaned to the extent possible without moving or picking up items left on the floor. Exceptions are chairs, garbage cans, and recycle bins which shall be moved to clean floors beneath these items. All moved items shall be returned to their original position.

4.4.3. All bathroom floors will have the floors stripped and rewaxed during the June and December quarterly cleanings. Floors shall be cleaned to the extent possible without moving or picking up items left on the floor. Exceptions are chairs, garbage cans, and recycle bins which shall be moved to clean floors beneath these items. All moved items shall be returned to their original position.

Task 4.5.: Waste Containers Outcome: The inside and outside of all waste containers shall be visibly clean, and free of foreign matter and odors. No debris shall be present on the ground or floor in the immediate vicinity of containers and bins. Waste containers shall be lined with serviceable, properly fitting plastic liners.

The Contractor shall:

4.5.1. Garbage Cans: Garbage cans shall be emptied weekly/biweekly and returned to their initial location. Any obviously soiled or torn plastic liners shall be replaced. Collected garbage shall be removed and placed in the outside garbage dumpster. All garbage cans shall be left clean and odor free.

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Task 4.6.: Walls Outcome: All horizontal and vertical surfaces from floor to ceiling, unless expressly exempted, shall present a clean appearance and be free of dust, dirt, fingerprints, cobwebs, smudges, streaks, spots, stains, marks, and other foreign matter.

The Contractor shall:

4.6.1. Clean and disinfect weekly/biweekly. Remove cobwebs, dirt, dust, fingerprints, lint, marks, smudges, spots, stains, and any other foreign debris.

a. Baseboards

b. Corners

c. Cover Plates

d. Crevices

e. Doors. Doors shall be free of cobwebs, dirt, dust, fingerprints, marks, smudges, spots, stains, streaks, and any other foreign matter. Door thresholds and sills shall be free of all visible grit, litter, soil, and other debris.

4.6.1.1. Frames

4.6.1.2. Glass

4.6.1.3. Handles

4.6.1.4. Hinges

4.6.1.5. Kick Plates

4.6.1.6. Knobs

4.6.1.7. Push Bars

4.6.1.8. Thresholds

4.6.1.9. Sills

f. Items attached to the wall

g. Ledges

h. Moldings

i. Paintings/Pictures/Posters

j. Partitions

k. Switches

l. Surfaces

m. Vents

n. Wash lavatory, stairwell and kitchen area walls using hot water and detergent, twice per year June and

December.

o. Windows. Exterior and interior windows shall be cleaned twice per year in March and September.

Items on windows and sills shall be moved by the Government prior to cleaning the windows. Times for window cleaning shall be coordinated with the COR four weeks in advance to provide notice to the Government personnel. Windows include the following items:

4.6.1.13. Blinds. Blinds shall be kept free from cobwebs, dirt, dust, spots, stains, and tears.

4.6.1.14. Casings

4.6.1.15. Curtains. Curtains shall be kept free from cobwebs, dirt, dust, spots, stains, and tears.

4.6.1.16. Frames

4.6.1.17. Glass

4.6.1.18. Screens. Screens shall be kept free from cobwebs, dirt, dust, holes, spots, stains, and tears.

4.6.1.19. Sills

Task 4.7.: Appliances Outcome: All appliances shall be maintained at a high level of sanitation to be free of baked on spills, cobwebs, dirt, dust, encrustations, fingerprints, grease, marks, mildew, mold, smudges, spots, stains, and any other foreign debris.

The Contractor shall:

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4.7.1. Clean and disinfect only the exterior surfaces of appliances weekly/biweekly. Appliances may include, but are not limited to:

a. Coffee Makers

b. Microwaves

c. Refrigerators

d. Toasters

e. Toaster Ovens

Task 4.8.: Furniture Outcome: All furniture shall be free of dirt, dust, spills, spots, and stains.

The Contractor shall:

4.8.1. Clean and disinfect furniture weekly/biweekly as needed unless expressly exempted.

a. Fabric

b. Leather

c. Metal

d. Plastic

e. Wood

Task 4.9.: Stairways Outcome: Stairway ceilings, landings, rails, risers, steps, and walls shall be free of cobwebs, debris, dirt, dust, heel marks, scuff marks, and other foreign matter.

The Contractor shall:

4.9.1. Clean and disinfect weekly/biweekly.

5.0 Performance Requirement Measures

The Performance Requirement Summary (PRS) table describes the acceptable quality level of performance expected by the Government and the means which the Government may use to validate acceptable services.

SOW

Objective Required Service Performance Standards Acceptable Quality

Level (AQL) Monitoring Method

4.2 thru 4.9

Provide Janitorial Services

Use best commercial standards and practices to accomplish Tasks 4.2.

thru 4.9

AND

Buildings are free of dirt, grime, and other foreign matter so that the facility presents a pleasant, healthy, and safe work environment for employees.

Not to exceed missing two tasks or activities per month.

5% deduction from established monthly rate when standards are not met.

COR or GTM will validate Contractor’s Inspection Checklists and work thru random inspections.

Any validated customer complaints.

4.1 Provide Contract

Management

Personnel are professional and adhere to contract standards.

Not to exceed two valid customer complaints per month.

COR will validate and verify any complaints.

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SOW

Objective Required Service Performance Standards Acceptable Quality

Level (AQL) Monitoring Method

All deliverables are submitted on time.

Deliverables are submitted within three business days of due date.

5% deduction from established monthly rate when standards are not met.

CO/COR Validation of Submissions.

6.0 Deliverable / Schedule

The following table summarizes the deliverables in the SOW. All days are listed as business days. If a conflict exists between the remainder of the SOW and this table, the specific due dates mentioned in the SOW prevail over this table.

DELIVERABLES TABLE

SOW

Reference Deliverable Media Delivery

To Due Date

7.2 Designation of

Contractor’s Representative

Microsoft Word or Adobe pdf

CO Prior to Pre-Work Meeting, prior to commencement of work

7.3 and 13.1 Roster of Employees and Background Investigations

Microsoft Word or Adobe pdf

CO Prior to Pre-Work Meeting, prior to commencement of work

AND

Any time that a proposed change to personnel occurs

8.0 Quality Control Plan

specific to site

Microsoft Word or Adobe pdf

CO/COR Prior to Pre-Work Meeting, prior to commencement of work

AND

Any time a change to the Quality Control Plan is made.

8.1 and 8.2 Contractor’s Inspection Checklist specific to site

Microsoft Word or Adobe pdf

AND

Hardcopy

CO

COR

Prior to Pre-Work Meeting, prior to commencement of work then

Every day that services are provided

8.5 Safety Plan Microsoft Word or

Adobe pdf

AND

CO

commencement of work

AND

Any time a change to the Safety Plan is made.

12.3 Safety Data Sheets Microsoft Word or

Adobe pdf

CO/COR

commencement of work

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AND

Any time a change to a cleaning product is made

12.5 Biobased Product List Microsoft Word or

Adobe pdf

SAM &

CO

Prior to Pre-Work Meeting, prior to commencement of work

AND

Annually October 31 of each year during contract performance

At the end of contract performance

7.0 Contractor Personnel Qualifications

7.1. Experience. The Contractor and Contractor’s employees shall be capable and experienced in janitorial work to perform the services under this contract.

7.2. Contractor Representative. The Contractor shall name a Contractor Representative who is authorized to act on behalf of the Contractor for the purposes of the Contract.

7.3. Key Personnel.

a. The Contractor shall assign to this contract the following key personnel: Contractor Representative and Janitors.

b. During the first 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.

7.4. Roster of Employees. A roster of Contractor employees working under this contract shall be submitted to the Government. Subsequent changes to the roster shall be submitted to the CO and COR, in writing, at least 7 days prior to any change and shall include a copy of that employee’s security background check that has been performed by the Contractor.

a. Contractor employees shall be free from communicable disease.

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b. The CO may require dismissal from the workplace of the Contractor employees who the CO deems incompetent, insubordinate, objectionable, or whose continued employment is deemed contrary to the public interest as well an any employee who does not pass the Government Background Investigation.

8.0 Contractor Quality Control

The Contractor is responsible for management and quality control to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met. The Contractor shall provide a site-specific Quality Control Plan (QCP) including an inspection system that will be used in the performance of the contract. A QCP tailored to this project site shall be submitted for review and approval by the CO.

The Contractor shall ensure all requirements of the contract are addressed in the QCP. The QCP shall be a system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable or is brought to the Contractor’s attention by the COR. The importance of a QCP that covers all services is critical to the successful performance of this contract. The QCP shall include, but is not limited to the following:

8.1. Inspection System. An inspection system tailored to the specific building(s) which covers all services/tasks stated in the Performance Standards of this contract. The Contractor shall devise a checklist for use during inspections and provide the name of the individual who will perform the inspections. The inspection checklist must be signed and dated by the inspector at the time the inspection is completed.

Inspection shall be conducted at the end of each work shift.

8.2. On-site File. An on-site file of all inspections conducted by the Contractor and the corrective action required and subsequently taken shall be in an area agreed to by the COR and shall be always available to the Government in order that the COR may compare inspections performed by the Contractor’s inspector against the actual conditions which exist at the time of the inspection by the COR.

8.3. Performance of Tasks. A description of how tasks will be performed to achieve the identified quality standards shall be included in the QCP.

8.4. Updates to QCP. The QCP shall be kept current and shall reflect pertinent contract modifications and any changes. The Contractor shall maintain a current copy of the QCP and the janitorial contract at the worksite.

8.5. Safety Plan. A copy of the Contractor’s Safety Plan shall be maintained and included with the on-site files. The Contractor shall include in the Safety Plan descriptions of operations for maintaining safety of Contractor’s employees as well as building safety. It shall also include the Contractor’s Emergency Response Plan for their employees.

The Contractor shall comply with all Occupational Safety and Health Administration (OSHA) standards for employee safety. It is the Contractor’s responsibility to ensure its employees are properly trained and equipped with personal protective equipment (PPE) for potential hazards.

9.0 Government Quality Assurance

Any inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Government shall be resolved in accordance with clause 52.212-4(a) Inspection/Acceptance.

9.1. Government Acceptance Period. Unless otherwise specified, the CO/COR will have five business days to review draft deliverables and make comments. The Contractor will have five business days to make

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Custer Gallatin National Forest corrections. Upon receipt of the final deliverables, the CO/COR will have five business days for final review prior to acceptance or providing documented reasons for non-acceptance. Should the Government fail to complete the review within the review period, unless the Government requests an extension, the deliverable will become accepted by default.

The CO/COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in this contract. In the event of a rejected deliverable, the Contractor will be notified in writing by the CO/COR of the specific reasons for rejection. The Contractor will have five business days to correct the rejected deliverable and return it per delivery instructions.

10.0 Contracting Officer’s Representative (COR)

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: 1) assure that the Contractor performs the technical requirements of the contract; 2) performs inspections; 3) maintains written and oral communications with the Contractor concerning technical aspects of the contract; 4) issues written interpretations of technical requirements to the CO, including Government drawings, designs, and specifications; 5) monitors Contractor’s performance and notifies both the CO and Contractor of any deficiencies; 6) coordinates availability of Government Furnished Property and Materials; 7) provides site entry of Contractor personnel; and 8) is the PIV Sponsor for Contractor personnel’s required Government Background Investigations. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

11.0 Government Property (Furnished Property and Materials)

The Government shall provide the following property and materials to the Contractor for use in the performance of this contract in accordance with FAR clause 52.245-1 Government Property, incorporated by reference in this contract.

Property Approximate Value Provided Via Electrical Power N/A Beartooth RD site – all buildings Hot and Cold Water N/A Beartooth RD site – all buildings Garbage Dumpster N/A Beartooth RD site –

One located behind District office, one located between North and South residential buildings

Janitorial Storage N/A Beartooth RD basement, Beartooth Residence first floor, North Residence mud room, South Residence coat closet

Building Access Keys (key cards, key codes, or locks)

$5.00 each COR

Materials Approximate Value Provided Via All consumable goods will be provided by the Government

N/A

COR or GTM

11.1. Utilities

11.1.1. Floor outlets shall be left in a condition that will not constitute a tripping hazard, i.e., lids tightly closed when no longer in use. Contractor’s employees shall not unplug Government equipment to access electrical power.

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11.2. Janitorial Storage Area

11.2.1. The Government shall provide designated storage space for janitorial equipment and materials to be used in the performance of the work.

11.3. Materials

11.3.1. The Contractor shall notify the COR in writing, at least four weeks before needed materials will be depleted to ensure materials are always stocked. The COR will have the requested items delivered within three weeks.

11.3.2. The Contractor must return the Government-furnished property at the end of the period of performance of this contract in accordance with instructions provided by the COR.

12.0 Contractor Furnished Property and Responsibilities

12.1. Equipment. The Contractor’s equipment shall be of commercial quality, size, and type suitable for accomplishing the various phases of work specified and be capable of operating from existing sources of electrical power. The Contractor’s equipment shall be in good repair and able to operate efficiently and safely. The CO or COR may inspect the Contractor’s equipment, tools, or supplies at any time and direct the removal of any objectionable, improper, inadequate, or unsafe items. These items shall be removed from the job by the Contractor and replaced with satisfactory equipment.

12.2. Materials. All needed materials must fit existing installed dispensers/receptacles.

12.3. Safety Data Sheets (SDS). The Contractor shall submit Safety Data Sheets to the COR which shall be kept in an area adjacent to storage areas where cleaning chemicals are kept. Generally, chemicals are to be stored in safe areas as designated by the COR and in a manner consistent with Manufacturers’ recommended practices.

Contractor must ensure that all SDSs are readily accessible to all employees for all hazardous chemicals in the workplace.

12.4. Damage to Contractor’s Property. The Government will not be responsible in any way for damage to the Contractor’s equipment or the Contractor’s employees’ personal belongings brought onto the Government premises during the performance of work under this contract.

12.5. BioPreferred Products

Federal law, the Federal Acquisition Regulation (FAR), and Presidential Executive Orders direct that all federal agencies purchase biobased products in categories identified by the Department of Agriculture (USDA). Federal Agencies and their Contractors must comply with the requirements for the procurement of biobased products as set forth in Section 9002 of the Farm Security and Rural Investment Act of 2002, Section 9002 of the Food, Conservation and Energy Act of 2008, Section 9002 of the Agriculture Act of 2014, and Section 9002 of the Agriculture Improvement Act of 2018. These four Acts are collectively referred to as the “Farm Bills”. The Contractor shall also comply with FAR clause 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts incorporated by reference in this contract.

The Contractor shall utilize products and materials made from biobased materials (e.g., biobased cleaners, biobased sorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All products and materials shall be of a type and quality that conform to applicable

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Federal specifications and standards. All products and materials to be used in the performance of work described herein are subject to the approval of the CO.

The following are examples of products that may be used in this contract for which biobased products are available.

The list is not all inclusive. It is desirable that the Contractor be able to supply the greatest number of biobased products listed as practicable.

Adhesive and Mastic Removers Air Fresheners and Deodorizers Bathroom and Spa Cleaners Carpet and Upholstery Cleaners Cleaning Tools Disinfectants Floor Cleaners Floor Strippers Furniture Cleaners and Protectors General Purpose Cleaners Glass Cleaners Graffiti, Grease, and Paint Removers Hand Soaps and Cleaners Industrial Cleaners Industrial Solvents Ink Removers and Cleaners Leather, Vinyl, and Rubber Care Products Metal Cleaners and Corrosion Removers Microbial Cleaning Products Multipurpose Cleaners Sanitary Tissues Sorbents Stone and Granite Cleaners

Biobased products that are designated for preferred procurement under the USDA’s BioPreferred Program must meet the required minimum biobased content as stated at www.biopreferred.gov. Percentages for products listed above can be found at the following site: https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml#.

In addition to the biobased products designated by the USDA in the BioPreferred Program, the Contractor is encouraged to use other commercially available biobased products such as biobased products certified with a label.

After award but prior to the scheduled Pre-Work Meeting, the Contractor shall provide a complete list of USDA-designated biobased products that it intends to use or supply during performance of this janitorial services contract, including products used or supplied by subcontractors. For each biobased product listed, the Contractor shall identify: 1) name of product; 2) product’s intended use; 3) product’s manufacturer; 4) percentage of biobased content; and 5) cost of the product. The list shall be approved by the COR in writing. The Contractor shall not commence work until this list is approved by the COR in writing.

The Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

The Contractor shall also provide details on how the Contractor intends to keep abreast of the development and increasing availability of designated and non-designated biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

http://www.biopreferred.gov/ https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml

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In accordance with FAR 52.223-2, the Contractor is required to submit a BioPreferred Report annually via their SAM account. The Contractor will list all product types and the dollar value of any USDA-designated biobased products purchased by the Contractor, for use on this contract, during the previous Government fiscal year, between October 1 and September 30. The BioPreferred Report shall be submitted no later than October 31st each year and at the end of the contract and a copy provided to the CO.

The Contractor should also note that USDA-designated biobased products are available for purchase through the AbilityOne Program (formerly known as the Javits- Wagner-O’Day (JWOD) Program). Under this program, members of organizations including the National Industries for the Blind (NIB) and the National Institute for the Severely Disabled (SourceAmerica) offer products and services that are mandatory by Federal agencies. A search of the AbilityOne Programs’ online catalog within the Cleaning & Janitorial category for SKILCRAFT products indicated biobased products. Information regarding AbilityOne can be found here:

https://www.abilityone.gov/procurement_list/product_contractors.html. The SKILCRAFT product catalog for Cleaning and Janitorial Supplies can be found here: https://www.abilityonecatalog.com/cleaning-janitorial-supplies/category/aoc_cat03.

NOTE: This procurement requires the use of biobased products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced.

The products should first be acquired from the USDA-designated products categories.

13.0 Security Requirements

13.1. Government Background Investigation

All Contractor employees working on the site must undergo a security background investigation before allowed access to any federally controlled facility. Background investigations for all Contractor employees working under this contract shall be submitted to the CO and COR, in writing, at least 7 days prior to any change and shall include a copy of that employee’s security background check that has been performed by the Contractor prior to the Contractor employee starting work under this contract.

The Government may require additional screening for security measures of the Contractor and any employee of the Contractor’s firm. Screening and record searches may require additional information be provided to the Government upon request. Failure to provide the information requested by the Government within a reasonable timeframe may result in termination of the Contractor’s right to proceed.

There is a cost for each background investigation. The Government will not cover the cost of these background investigations.

13.2. Building Security

The Contractor shall be responsible for locking outside doors and windows and turning off fans and lights when night cleaning is finished in all areas, unless otherwise occupied by Government personnel. During the scheduled cleaning time, lights shall be on only in the portion of the building where the work is being conducted.

Under no circumstances shall the Contractor or Contractor’s employees allow outside doors to be propped open and/or left unattended while cleaning is being performed. The Contractor and Contractor’s employees shall exercise care when entering and exiting the building by making sure that the outside doors used are securely closed when not in immediate use.

The Contractor or Contractor’s employees shall not allow anyone other than approved cleaning staff access to the building(s) or share building entry code(s). Noncompliance with this will be considered an act of negligence by the Contractor.

The Contractor or Contractor’s employees shall not disturb papers on desks, tamper with computer terminals, open cabinets, or drawers, or use telephones except for emergency calls to the police or fire department. Use of https://www.abilityone.gov/procurement_list/product_contractors.html https://www.abilityonecatalog.com/cleaning-janitorial-supplies/category/aoc_cat03 https://www.abilityonecatalog.com/cleaning-janitorial-supplies/category/aoc_cat03

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Government photocopiers, fax machines, typewriters, and other Government office equipment by Contractor’s employees is strictly prohibited. Government office equipment shall not be unplugged, bumped, or disturbed.

The Contractor or Contractor’s employees shall report in writing any hazardous conditions and items in need of repair to the COR.

14.0 Invoicing and Payments

All payments are processed using The Invoice Processing Platform (IPP). 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.

The IPP Customer Support Desk is available to assist users Monday through Friday (excluding Federal holidays) from 8 a.m. to 6 p.m. ET, to answer questions related to accessing IPP or completing the registration process.

Their toll-free number is 1-866-973-3131 or they can be reached at IPPCustomerSupport@fms.treas.gov. If you have any additional questions or concerns, please contact the Controller Operations Division Help Desk at 1- 877-243-3072 or cod.help@usda.gov.

https://www.ipp.gov/index.htm https://www.ipp.gov/vendors/enrollment-vendors.htm mailto:IPPCustomerSupport@fms.treas.gov mailto:cod.help@usda.gov

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CONTRACT CLAUSES

52.204-13…