1240LS24Q0031 Ogden Ranger District Janitorial RFQ.pdf

Solicitation Number: 1240LS24Q0031 Ogden Ranger District Janitorial

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6 of the Federal Acquisition Regulation, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) This solicitation is issued as a Request for Quotation (RFQ).

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular 2024-02.

(iv) This procurement is set aside for 100% Total Small Business. The NAICS code is 561720 and the Small

Business Size Standard is $22.0 Million.

(v) Schedule of Items/Price Schedule

Item 0001 – Base Year - May 1, 2024 – April 30, 2025

Item Supplies/Services Qty Unit of Issue Unit Price Total Price

1a. Janitorial Services – Ogden Ranger District 12 Month $ $

Total Quote: $

Item 0002 – Option Year 1 – May 1, 2025 – April 30, 2026

Item Supplies/Services Qty Unit of Issue Unit Price Total Price

2a. Janitorial Services – Ogden Ranger District 12 Month $ $

Item 0003 – Option Year 2 – May 1, 2026 – April 30, 2027

3a. Janitorial Services – Ogden Ranger District 12 Month $ $

Item 0004 – Option Year 3 – May 1, 2027 – April 30, 2028

4a. Janitorial Services – Ogden Ranger District 12 Month $ $

Item 0005 – Option Year 4 – May 1, 2028 – April 30, 2029

5a. Janitorial Services – Ogden Ranger District 12 Month $ $

Total Quote, BASE YEAR – OPTION YEAR 4 $

Indicate Ability to Perform Service Per the Schedule Outlined in the

Performance Work Statement Y or N:

Quoter’s Company Information

Name of Company (Please Print):

UEI NUMBER from SAM.gov:

Printed Name of Company Representative:

Signature of Company Representative:

Date:

Phone Number:

Email Address:

Schedule Notes:

a) Items labeled as optional are not required to be exercised by the government. If exercised, the contractor will be required to perform the optional work in accordance with the terms and conditions of this contract.

b) One award will be made from this solicitation, contractors must submit pricing for all items.

(vi) Description of Requirement

This contract is to provide janitorial services in accordance with the specifications and best commercial practices in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. Contractor shall furnish labor, transportation, supervision, and some equipment necessary to perform required janitorial services at designated Forest Service building(s) in accordance with clauses and provisions herein.

2.0 Definitions & Location Description

2.1 Definitions

USFS – U.S. Forest Service

UWC – Uinta-Wasatch-Cache National Forest

ORD – Ogden Ranger District

CO – Contracting Officer

COR - Contracting Officer Representative

2.2 Location Description

The janitorial work to be performed is at the Uinta-Wasatch-Cache National Forest, Ogden Ranger

District office. Location, description, number of buildings, and size are as follows:

2.2.1 Address: The Uinta-Wasatch-Cache, Ogden Ranger District complex is located 6620 E 100 S, in the

City of Huntsville, Weber County, in the state of Utah. The zip code is 84317.

2.2.2 Description: The ORD complex is comprised of two buildings. The main office and bunkhouse. The office contains approximately 2,288 square feet of floor area. Approximately 1,988 square feet are carpeted and approximately 300 square feet are tile or linoleum. The bunkhouse contains approximately 2,463 square feet of floor area. Approximately 2,063 square feet are carpeted and approximately 400 square feet are tile or linoleum.

Contractor Requirements

3.0 Technical Requirements / Tasks

Tasks will be broken into 4 schedules:

Two times per week, one time per week, quarterly (4 times per year), and biannually (two times per year) and are as follows (see 11.0 Appendix for complete task breakdown):

3.1 Biweekly Services – Two times per week

3.1.1 Restrooms – 3 in Office, 3 in Bunkhouse

Water closets and urinals shall be washed and sanitized. No rust encrustations shall remain. Traps shall be maintained free from odor at all times.

a. Areas around and on door handles, stall latches, light switches, and other surfaces that are frequently touched, shall be washed and disinfected.

b. Washbasins and countertops shall be cleaned and mirrors damp-wiped and dried as necessary to keep them in a clean condition. Paper towels shall be replenished as needed in towel boxes/dispensers.

c. Mirrors, shelving, dispensers, and chromium fixtures shall be damp-wiped and polished.

d. All other surfaces shall be spot-cleaned and horizontal surfaces dusted.

e. Paper towel waste receptacles shall be emptied and towel, soap, seat covers, and toilet paper dispensers serviced prior to occupants’ (employees) official starting time. Sanitary napkin receptacles shall be emptied, cleaned, disinfected, and provided with a new paper bag liner.

f. Sweep and damp mop restroom floors. After damp mopping, all floors shall be clean and free of dirt, grime, and marks.

3.1.2 Office/Bunkhouse Area Cleaning - Office/bunkhouse areas, lobbies, conference rooms and corridor space adjacent to these areas shall received the following daily cleaning:

a. Wastebaskets shall be emptied, and wastepaper and trash removed to main disposal area (dumpster).

Wastebaskets shall be lined with a plastic liner.

b. The carpeted floor area shall be spot cleaned with a carpet sweeper to remove all obvious surface dirt from traffic areas and from under furniture. Exposed floor areas in partially carpeted offices shall be swept on the same schedule.

c. The rug area shall be spot vacuumed to remove all obvious surface dirt from traffic areas and from under furniture.

d. Washbasins and countertops in the conference area shall be cleaned, damp-wiped and dried, to keep them in a clean condition. Paper towels shall be supplied where towel boxes are provided.

e. Both sides of entrance glass and foyer glass at main entrance shall be cleaned and kick plates and push bars cleaned and polished.

f. Spot clean walls, woodwork, window, and glass as necessary to maintain clean conditions.

g. Clean all exposed areas of drinking fountain.

Notify COR of all maintenance problems or needed building repairs that are observed.

3.2 Weekly Services – One time per week – All resilient floors shall be swept and damp-mopped with a disinfectant and/or high shine cleaner. Clean floors shall be streak free.

3.2.1 Restrooms

a. Restroom surface areas of walls/stall partitions, doors, window frames, and sills shall be damp wiped with a disinfectant.

b. Showers in bunkhouse should be spot cleaned and monitored for cleanliness following previous restroom procedures.

3.2.2 Office/Bunkhouse

a. The full rug area shall be vacuumed completely once weekly to remove all dirt, dust, and litter as well as spot cleaned to remove obvious stains (including lobbies and corridors).

b. Clean wastebaskets as needed.

c. Collect and recycle materials left in recycling bins and remove to main disposal area (recycling bin).

3.3 Quarterly Services – Four times per year (December, March, June, September)

3.3.1 Office/Bunkhouse

a. Maintain interior light fixtures to remove any insects and cobweb buildup.

b. Dust venetian blinds and air vents registers throughout the buildings.

c. All entrances, reception areas, conference rooms, and corridors shall be dusted including windowsills, hand railings, fire extinguishers, ledges, corners, and doors.

3.4 Biannual Services – Every six months (April, October) *Inside Only*

3.4.1 Office/Bunkhouse

a. Wash windows.

b. Resilient floors shall be stripped, waxed, and buffed. Use non-slip, high shine floor wax. Wipe water spots from sills and frames. Lay drop cloths as required to protect adjacent surfaces, fixtures, and furniture. The one exception is the front door which shall be cleaned on both sides.

c. Machine-clean carpet in heavily used areas (defined and entire hallways, stairways, and lobby areas).

d. Vacuum all upholstered chairs and furniture. Clean all other chairs, including chair legs, with a mild detergent.

4.0 Schedule

Work under this contract shall be accomplished outside of regular office working hours. Regular office working hours are from 6:00 AM to 5:30 PM Monday through Friday. The Contractor will not be required to perform work on a National Holiday, or the day the Holiday is observed. If a work schedule falls on a National Holiday

(or the day the Holiday is observed) the services normally scheduled for that day shall be performed either the day before or the day after the holiday. National Holidays are:

New Year’s Day

Martin Luther King Jr. Day

President’s Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

Cleaning will occur two times per week (i.e., Monday & Thursday, Tuesday & Friday, etc.) and will be determined at the prework meeting.

5.0 Government Furnished Property

The following supplies will be furnished by the Government and provided to the Contractor as needed:

a. Keys and/or card lock to building. Keys and/or card lock furnished to the Contractor shall be returned upon termination of the contract. Keys shall not be duplicated.

b. Utilities necessary to perform the work.

c. Dumpster for refuse.

d. Toilet paper.

e. Paper towels.

f. Hand soap.

g. Plastic trash bags for wastebaskets and trash cans.

h. Vacuums, vacuum bags, and other equipment to be determined at prework meeting.

i. Basic cleaning supplies (floor cleaner, disinfectant, etc.)

The contractor shall be responsible for keeping an up-to-date list of stock and shall inform the COR no less than one month prior to supplies running out.

6.0 Contractor Furnished Property

Provide all labor, supervision, transportation, equipment, supplies (except those provided by the Government), and incidentals necessary to perform the described work. Storage space for Contractor furnished property and for Government furnished materials is limited. Contractor's equipment and supplies that cannot be placed in the available space shall be removed from Government property after completion of each service trip. (Exceptions may be allowed by the Contracting Officer Representative). Contractor shall not use government furnished storage, equipment, or premises for any purposes outside of this contract. The storage areas shall be kept clean, and materials stacked neatly and in proper location. Contractor shall provide Material Data Sheets for chemicals in cleaning compounds. Contractor shall meet all OSHA requirements for storing cleaning compounds/chemicals if stored on Government premises.

7.0 Work Standards

The contractor shall exercise care in work methods to prevent damage to any office equipment, windows, materials on desks, etc. All work under this contract shall be performed in skillful and professional manner. The

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

Officer Representative deems incompetent, careless, or otherwise objectionable for theft, possession and/or removal of materials, supplies, equipment, or any government-owned property, or for unsatisfactory performance. 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 their employees as may be necessary. The Contractor shall prohibit their employees from disturbing papers/items on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Government use. During execution of the work, the Contractor must take special care to protect Government property including furniture, walls, baseboards, and other surfaces from materials not intended. Accidental splashes must be removed immediately. The Contractor must return areas damaged as a result of work under this contract to their original condition, to include painting, refinishing, or replacement, if necessary and notify the COR the next business day that damage has occurred and has been repaired or schedule of repair time.

8.0 Quality Assurance

The government must evaluate the contractor's performance under this contract in accordance with the Quality

Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

9.0 Environmental Management

In order to comply with Executive Order 13834, and the USDA/USFS green procurement procedures, the

Contractor must use environmentally preferable products and services. These program elements include but are not limited to products and services that are energy-efficient, water-efficient, biobased, non-ozone depleting, contain recycled-content, and non-toxic or less-toxic alternatives. The Contractor must also ensure the use of integrated pest management principles; responsible chemical use/storage practices; and diversion of non-hazardous waste from landfills. These program elements are described on the Office of Federal Sustainability website (http://www.sustainability.gov).

10.0 Appendix – Tasks List/Supplies

Main Office

• Front Desk/Kitchen Area

- Garbage Bins: 2

- Floor: Carpet. Vacuum: Yes

- Lights: 6. Clean bugs quarterly http://www.sustainability.gov/

- Door Handles: 1. Wipe and Sanitize

- Windows: 3+door window. Clean quarterly

- Wipe down/Sanitize kitchen counters, sink, and microwave

• Front Desk Restroom

- Garbage Bins: 1

- Floor: Tile. Sweep and Mop

- Door Handles: 1. Clean and Sanitize

- Windows: 1. Clean quarterly

- Lights: 1. Clean bugs quarterly

- Mirrors: 1. Windex

- Toilets: 1. Clean and Sanitize

- Sinks: 1. Clean and Sanitize

• Admin Room

- Garbage Bins: 1

- Recycle Bins: 1

- Floor: Carpet. Vacuum: Yes

- Windows: 1 Door Window. Clean quarterly

- Door Handles: 1. Clean and Sanitize

- Lights: 3. Clean bugs quarterly

• Ranger Office

- Garbage Bins: 1

- Floor: Carpet. Vacuum: Yes

- Windows: 2. Clean Quarterly

- Door Handles: 1. Clean and Sanitize

- Lights: 6. Clean bugs quarterly

• Main Hallway

- Garbage Bins: 2

- Floor: Carpet. Vacuum: Yes

- Door Handles: 1. Clean and Sanitize

- Windows: 1+Door Window. Clean quarterly

- Lights: 5. Clean bugs quarterly

• Women’s Restroom

- Garbage Bins: 1

- Floor: Tile. Sweep and Mop

- Door Handles: 1. Clean and Sanitize

- Windows: 1. Clean quarterly

- Lights: 1. Clean bugs quarterly

- Mirrors: 2. Windex

- Toilets: 2. Clean and Sanitize

- Sinks: 2. Clean and Sanitize

• Men’s Restroom

- Garbage Bins: 1

- Floor: Tile. Sweep and Mop

- Door Handles: 1. Clean and Sanitize

- Windows: 1. Clean quarterly

- Lights: 1. Clean bugs quarterly

- Toilets: 1. Clean and Sanitize

- Urinals: 1. Clean and Sanitize

- Sinks: 2. Clean and Sanitize

• Recreation Room

- Garbage Bins: 5

- Floor: Carpet. Vacuum: Yes

- Door Handles: 2. Clean and Sanitize

- Windows: 2. Clean quarterly

- Lights: 3. Clean bugs quarterly

Bunk House

• Main Area

- Garbage Bins: 7

- Recycle Bins:1

- Floor: Carpet. Vacuum: Yes

- Windows: 5. Clean quarterly

- Door Handles: 2. Clean and Sanitize

- Lights: 6. Clean bugs quarterly

• Main Area Restroom

- Garbage Bins: 1

- Floor: Plywood; sweep and mop

- Door Handles: 2; clean and sanitize

- Mirrors: 2

- Toilets: 1

- Sinks: 2

- Windows: 1; Clean bugs quarterly

• Kitchen

- Garbage Bins: 1

- Recycle Bins: 1

- Floor: Plywood; sweep/mop

- Lights: 2. Clean bugs quarterly

- Wipe down/Sanitize counters, sink, and microwave

• Hallways (2)

- Floor: Carpet. Vacuum: Yes

- Garbage Bins: 2

- Lights: 3. Clean bugs quarterly

• Botany Room

- Garbage Bins: 2

- Floor: Carpet. Vacuum: Yes

- Door Handles: 1. Sanitize

- Windows: 1. Clean quarterly

- Lights: 1. Clean bugs quarterly

• NEPA Room

- Garbage Bins: 2

- Floor: Carpet. Vacuum: Yes

- Door Handles: 1. Sanitize

- Windows: 1. Clean quarterly

• Restroom 2 (Botany and NEPA room)

- Garbage Bins: 1

- Floor: Plywood; sweep and mop

- Door Handles: 1; clean and sanitize

- Mirrors: 1

- Toilets: 1

- Sinks: 1

• Fire Room

- Garbage Bins: 2

- Floor: Carpet. Vacuum: Yes

- Lights: 1; clean bugs quarterly

- Windows: 1; clean quarterly

- Door Handles: 1; sanitize

• Restroom 3 (Fire)

- Garbage Bins: 1

- Floor: Plywood; sweep and mop

- Door Handles: 1; clean and sanitize

- Windows: 1; clean bugs quarterly

- Mirrors: 1

- Toilets: 1

- Sinks: 1

Supplies Provided by Forest Service:

- Vacuums

- Brooms

- Mop/Mop bucket

- Windex

- Multi-Surface Cleaner

- Bathroom Cleaner

- Gloves

- Trash Bags

- Paper towels

- Toilet Brushes

- Toilet Cleaner (Bleach)

- Toilet Paper

- Soap

Contractor Credentialing Requirements

Questions regarding the training needs for your requirement may be addressed to the Office of the Assistant

Secretary for Civil Rights (OASCR), Office of Contracting and Procurement (OCP), Office of Human

Resources Management (OHRM), or Office of Information Affairs (OIA) as applicable.

Mandatory Contractor Training

(Applies to new service contracts awarded after November 1, 2023) (Applies to modified service contracts as applicable)

The contractor must ensure their employees (including subcontractor personnel) complete the training course(s) listed below in the frequency identified. The contractor must maintain records of course completion and provide them to the Contracting Officer or Contracting Officer Representative upon request.

Course Name Frequency

(Once, Quarterly, Annually, etc.)

Method of Training Length of

Training

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

Information Security

Awareness

Annually AgLearn 60 minutes 1 year since last completion date

USDA Records

Management

Annually AgLearn Or Paper-based

60 minutes 60 days after assignment

Section 508 Annually AgLearn 60 minutes 45 days after assignment

If needed, add other courses as approved by the Contracting

Officer

(vii) Date(s) and Place(s) of Delivery and Acceptance/Location

Ogden Ranger District complex is located 6620 E 100 S, Huntsville, Utah. The zip code is 84317.

(viii) Points of Contact (POC):

Contracting Officer’s Representative (COR):

Joseph Fisch

Contracting Officer’s Representative

Uinta-Wasatch-Cache National Forest USDA-FS

6620 E. 100 S.

Huntsville, UT 84317

Phone: (435) 654-7237

Email: joseph.fisch@usda.gov

Contracting Officer (CO):

Whit Fausett

Contract Specialist

Procurement and Property Services – CSA #7

1749 W. 500 S.

Salt Lake City, UT 84104

Phone: 385-270-7112

Email: arlen.fausett@usda.gov

Technical Point of Contact (POC):

Elizabeth Allen

Customer Service Representative

Uinta-Wasatch-Cache National Forest USDA-FS

6620 E. 100 S.

Huntsville, UT 84317

Phone: 385-405-7100

Email: Elizabeth.Allen3@usda.gov

CLAUSES:

(ix) 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 address(es):

Federal Acquisition Regulation (FAR) Clauses:

https://www.acquisition.gov/browse/index/far (FAR clauses begin with 52)

Department of Agriculture Acquisition Regulation (AGAR) Clauses: https://www.acquisition.gov/agar

(AGAR clauses begin with 452)

FAR and AGAR Deviations to clauses may be viewed at: Policies & Regulations | USDA

Clauses Incorporated by Reference:

(x) 52.212-4 Contract Terms and Conditions – Commercial Products and Commercial Services (NOV

2023)

Addenda to 52.212-4:

52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)

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

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

52.204-19 Incorporation by Reference of Representations and Certifications (DEC 2014)

52.223-5 Pollution Prevention and Right-to-Know Information (MAY 2011)

52.232-9 Limitation on Withholding of Payments (APR 1984)

52.232-11 Extras (APR 1984)

52.232-39 Unenforceability of Unauthorized Obligations (JUN 2013)

52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984)

52.245-1 Government Property (SEP 2021)

52.245-9 Use and Charges (APR 2012)

52.249-8 Default (Fixed-Price Supply and Service)(APR 1984) mailto:joseph.fisch@usda.gov mailto:arlen.fausett@usda.gov mailto:Elizabeth.Allen3@usda.gov https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/agar https://www.usda.gov/da/ocp/ppd/policies-regulations

(xi) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders–

Commercial Products and Commercial Services (DEC 2023) [DEVIATION JAN 2024]

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or

Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further

Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or

Provided by Kaspersky Lab Covered Entities (Dec 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015)

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023)

(31 U.S.C.3903 and 10 U.S.C. 3801)

(6) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and

108-78 (19 U.S.C. 3805note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or

Executive orders applicable to acquisitions of commercial products and commercial services:

☒ (4) 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) (Whistleblower

Guidance to Contractor Employees)

☒ (5) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun

2020) (Pub. L. 109-282) (31 U.S.C. 6101 note).

☐ (6) [Reserved].

☒ (9) 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of

Division R of Pub. L. 117-328).

☒ (12) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors

Debarred, Suspended, or Proposed for Debarment. (Nov 2021) (31 U.S.C. 6101note).

☐ (14) [Reserved].

☐ (17) [Reserved]

☒ (18) (i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) (15 U.S.C.644).

☒ (26) (i) 52.219-28, Post Award Small Business Program Re-representation (Sep 2023) (15

U.S.C. 632(a)(2)).

☒ (31) 52.222-3, Convict Labor (Jun 2003) (E.O.11755).

☒ (33) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

☒ (34) (i) 52.222-26, Equal Opportunity (Sep 2016) (E.O.11246).

☒ (36) (i) 52.222-36, Equal Opportunity for Workers with Disabilities (Jun 2020) (29

U.S.C.793).

☒ (39) (i) 52.222-50, Combating Trafficking in Persons (Nov 2021) (22 U.S.C. chapter 78 and

E.O. 13627).

☒ (40) 52.222-54, Employment Eligibility Verification (May 2022). (Executive Order 12989).

(Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial products or commercial services as prescribed in FAR 22.1803.)

https://www.usda.gov/sites/default/files/documents/far-class-deviation-regarding-new-trade-agreements-thresholds.pdf https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fcontent.govdelivery.com%2Fattachments%2FUSDAPSD%2F2023%2F04%2F04%2Ffile_attachments%2F2456937%2FWhistleblower%2520Guidance.docx&wdOrigin=BROWSELINK https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fcontent.govdelivery.com%2Fattachments%2FUSDAPSD%2F2023%2F04%2F04%2Ffile_attachments%2F2456937%2FWhistleblower%2520Guidance.docx&wdOrigin=BROWSELINK

☒ (48) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Jun

2020) (E.O. 13513).

☒ (55) 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the

Department of the Treasury).

☒ (62) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct

2018) (31 U.S.C. 3332).

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

☒ (1) 52.222-41, Service Contract Labor Standards (Aug 2018) (41 U.S.C. chapter 67).

☒ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C. 206 and 41

U.S.C. chapter 67).

In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor

(29 CFR Part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C.5341 or 5 332.

This Statement is for Information Only: It is not a Wage Determination

Employee Class Monetary Wage/Fringe Benefits

GS-3 Step-5 $17.20/$4.98

☒ (7) 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (Jan 2022).

☒ (8) 52.222-62, Paid Sick Leave Under Executive Order 13706 (Jan 2022) (E.O. 13706).

(d) (1) –(3)

(e) (1), (2)

Clauses Incorporated by Full Text:

(xii) 52.217-8 Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 3 days of expiration of the contract.

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

(a)The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the

Government to an extension.

(b)If the Government exercises this option, the extended contract shall be considered to include this option clause.

http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

(c)The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years and 6 months.

(xiv) 52.252-6 Authorized Deviations in Clauses (NOV 2020)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of “(DEVIATION)” after the date of the clause.

(b) The use in this solicitation or contract of any Agriculture Acquisition Regulation (48 CFR 4) clause with an authorized deviation is indicated by the addition of “(DEVIATION)” after the name of the regulation.

(xv) 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 de-obligation. 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 de-obligation. 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.

(xvi) 452.211-74 Period of Performance (FEB 1988)

The period of performance of this contract is from May 1, 2024 through April 30, 2025. Plus Option

Years if exercised.

(xvii) 452.215-73 Post Award Conference (NOV 1996)

A post award conference with the successful quoter is required. It will be scheduled within 10 days after the date of contract award. The conference will be held by phone.

(xviii) 452.237-74 Key Personnel (FEB 1988)

(a) The Contractor shall assign to this contract the following key personnel: Project Manager.

(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 https://www.usda.gov/sites/default/files/documents/agar-class-deviation-contract-closeout-clause.pdf 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.

(xviiii) 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 and to maintain a list of employees eligible for a USDA

LincPass required for performance of the work.

(d) The responsibility of maintaining a sufficient workforce remains with the contractor. Contractor employees may be barred by the Government from performance of work should they be found ineligible or to have lost eligibility for a USDA LincPass. Failure to maintain a sufficient workforce of employees eligible for a USDA LincPass may be grounds for termination of the contract.

(e) 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.

(f) The PIV Sponsor for this contract is a designated program point of contact, which in most cases is the

COR, unless otherwise specified in this contract. The PIV Sponsor will be available to receive contractor identity information during regular business hours at a location to be determined after award.

The Government will notify the contractor if there is a change in the PIV Sponsor, the office address, or the office hours for registration; however, it is the contractor's responsibility to meet all aspects of paragraphs (c), (d), and (e).

List of Documents, Attachments, and Exhibits

Attachment Description Pages

A Quality Assurance Surveillance Plan 7

B Wage Determination – WD 2015-5483 (Rev. 22) 12/26/2023 11

C Quality Assurance Checklist 2

D Quality Assurance Checklist – Customer Complaint Form 1

E Performance Requirements Summary 2

F Building Layout 14

Exhibits

1 Experience and Equipment Questionnaire (Contractor required to fill out and return) with any quote submitted)

2 Subcontractor Form SF-1413 1

Attachment A – Quality Assurance Surveillance Plan

US Department of Agriculture (USDA)

Quality Assurance Surveillance Plan

Contents

Project Name

Solicitation / Contract Number

Section 1: Introduction

1.1 Purpose

1.2 QASP Relation to the Contract

1.2.1 QASP Revisions

1.2.2 Surveillance of Performance Progression

1.3 QASP Relation to the Quality Control Plan (QCP)

Section 2: Performance Description

2.1 Performance Standards and Acceptable Quality Levels (AQLs)

2.1.1 Allowable Deviation

2.1.2 Substantially Complete

2.2 Non-Performance

2.2.1 Documentation

2.2.2 Remedial Actions

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

3.2.2 Contracting Officer Representative (COR)

3.2.3 Customers

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

4.2 Analysis and Results

Appendix A: Example Performance Requirement Summaries ............................. Error! Bookmark not defined.

Appendix B: Example Discrepancy Report ........................................................... Error! Bookmark not defined.

Appendix C: Customer Feedback Record .............................................................. Error! Bookmark not defined.

Appendix D: Example Guide / Inspection List ...................................................... Error! Bookmark not defined.

Appendix E: Example Quality Assurance Monitoring .......................................... Error! Bookmark not defined.

Appendix F: Example Customer Complaint Investigation .................................... Error! Bookmark not defined.

Appendix G: Example Surveillance Activity Checklist ........................................ Error! Bookmark not defined.

Project Name

0419 SERV D6 Janitorial Services

Solicitation

1240LS24Q0031

Section 1: Introduction

This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled Uinta-Wasatch-Cache NF Ogden Ranger District Janitorial Services. This plan sets forth the procedures and guidelines that the USDA, Ogden Ranger District will use in ensuring the required performance standards or services levels are achieved by the contractor.

1.1 Purpose

The purpose of the QASP is to describe the systematic methods used to measure performance and to identify the reports required and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards identified in the PWS. This QASP is designed to define roles and responsibilities, identify the performance objectives, define the methodologies used to monitor and evaluate the contractor’s performance, describe quality assurance reporting, and describe the analysis of quality assurance monitoring results.

1.2 QASP Relation to the Contract

1.2.1 QASP Revisions

The Contracting Officer Representative (COR) may make revisions or changes to the QASP procedures and surveillance methods or increase or decrease the degree of surveillance methods at any time during the contract performance period. Changes to the Metric must be incorporated into the PWS, Performance Requirement

Summary (PRS) and QASP by a bilateral modification to contract that is issued by the Contracting Officer

(CO). A copy of the QASP is provided to the contractor to enable the contractor to enhance its Quality Control

(QC) program to perform in accordance with its Quality Control Plan (QCP).

1.2.2 Surveillance of Performance Progression

As the performance period progresses, the levels of surveillance may be altered for service areas where performance is either consistently excellent or unsatisfactory. If consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

1.3 QASP Relation to the Quality Control Plan (QCP)

The QCP is a required element of the contract and the Contractor shall adhere to its established quality control processes and procedures in managing and performing work as described in the contract. While the QCP represents the way in which the Contractor will ensure its quality and timeliness of services, as defined in the

PWS, the QASP represents the way in which the Government personnel specified in Section (viii) will evaluate the contractor’s performance. The contractor’s QC program and the residual organization’s QASP should be complementary programs that ensure successful contractor performance.

Section 2: Performance Description

2.1 Performance Standards and Acceptable Quality Levels (AQLs)

For selected activities in the PWS, the PRS provides a performance standard and an AQL. A performance standard is the expected level of contractor performance. An AQL defines the level of performance that is satisfactory. Depending on the service evaluated and the evaluation method selected, performance standards and AQLs may be stated as a number of occurrences or as a percentage. Performance standards and AQLs for random sampling and 100 percent inspection are generally stated as percentages. For periodic inspections, performance standards may be stated as either percentages or as absolute numbers.

The contract requires the Contractor to perform all work as specified. Any inaccuracies or omissions in services or products are referred to as “defects” on the part of the Contractor. The Contractor shall be responsible for all identified defects and may be required to perform the work at no cost to the government. The AQLs take into account that in some instances an allowable level of deficiencies (deviations) is possible while overall performance continues to meet the government’s desired level of service.

2.1.1 Allowable Deviation

The AQLs define the level or number of performance deficiencies the Contractor is permitted to reach under this contract. AQLs take into account the difference between an occasional defect and a gross number of defects. AQLs can be expressed as a percentage of or as an absolute number (e.g., three per month). There may be instances where 100 percent compliance is required, and no deviation is acceptable (e.g., where safety is involved).

2.1.2 Substantially Complete

In some cases, service outputs are evaluated using subjective values (e.g., excellent, satisfactory, unsatisfactory). The criteria for acceptable performance and for defects must be defined for these service outputs. The concept of “substantially complete” should be the basis for inspections based on subjective scales.

Work is considered “substantially complete” where there has been no significant departure from the terms of the contract and no omission of essential work. In addition, the Contractor has performed the work required to the best of its ability and the only variance consists of minor omissions or deficiencies.

2.2 Non-Performance

Non-performance occurs when the contractor’s performance does not meet the AQL for a given requirement.

Requirements may contain multiple performance elements, and therefore, deficiencies may occur in one or more aspects of performance (e.g., timeliness, accuracy, completeness, etc.) or subject areas of effort.

When surveillance indicates that the contractor's service output is not in compliance with the contract requirements, the Contracting Officer’s Representative (COR) must determine whether the Contractor or the

Government caused the deficiency. If the cause of the defect rests with the Government, corrective action must be taken through Government channels. If the cause of the defect is due to action or inaction by the contractor, the contractor is responsible for correction of the problem at no additional expense to the Government.

2.2.1 Documentation

Documentation of work non-performed or unacceptable work is essential for tracking Contractor performance.

The COR will document deficient work by compiling facts describing the inspection methods and results and to substantiate nonconformance with the contract. A sample documentation reporting form is provided in

Attachment C and Attachment D. The documentation, with any recommendations, will be forwarded to the CO.

In the case of the Contractor, the COR will decide whether to elevate the problem to the CO for corrective action.

2.2.2 Remedial Actions

The Federal Acquisition Regulation allows for penalties in the event that the Contractor fails to perform the required services. Penalties are defined as those actions taken under the direction of the CO against the contractor within the general provisions of the contract for nonconformance to the PWS and PRS.

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

The Contractor is responsible for delivering products or services in accordance with the contract. Implementing its QCP, which describes the Contractor’s methods for ensuring all products and services under the contract meet established performance standards and AQLs. Maintaining, and providing for audit, quality control records and reports and all records associated with the investigation and complaint resolutions. Appointing a single quality control point-of-contact to act as a central recipient of communication from the COR or CO.

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

The CO is responsible for administering and monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by COR and the contractor’s performance. The CO may delegate various day-to-day contract administration duties to an Administering

ACO (ACO) and/or the COR for performance management and administrative actions such as invoice approval and issuance of Contract Discrepancy Reports may be, and normally are, delegated by the CO to the COR. The

CO shall approve any revisions to the QASP processes or standards.

3.2.2 Contracting Officer Representative (COR)

The COR, is designated in writing, by the CO. The COR will ensure that the QA function is properly executed, plays a key role in contract administration and performs the contract surveillance and monitoring. Some key contract administration duties include, but are not limited to, performs surveillance as required by this QASP;

make recommendations to the CO for issuance of Contract Discrepancy Reports or letters of commendation and acceptance or rejection of completed work and for administrative actions based on unsatisfactory or non-performed work, and revisions or changes to the QASP; and assists the CO in identifying necessary contract modifications and preparing reports of Contractor performance and cost. The COR may use the form(s) included in the Attachments to perform the inspection or other forms as approved by the CO. The Contractor overall guidance is also provided by FAR clause 52.212-4(a) in Section (x) of the solicitation.

3.2.3 Customers

Customers or organizations/offices that the Contractor provided support may be requested to assist the COR in conducting QA to provide information relating to the Contractor’s performance through Customer Feedback.

Information gained from the Customer Feedback may be used in conjunction with other methods of observation to rate the performance of the Contractor.

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

The surveillance methods used in the QA process are the Government’s tools to monitor the Contractor’s products and services. The best means of determining whether the Contractor has met all contract requirements is to inspect the Contractor’s service products and analyze the results. Further, documented inspection results are an effective tool in contract administration that can confirm the successful achievement of all performance requirements or highlight areas where defects exist and improvements are necessary.

4.1.1 Simplified Surveillance

To minimize the performance management burden, simplified surveillance methods shall be used by the

Government to evaluate Contractor performance when appropriate. The primary methods of surveillance are:

Customer Feedback-Customer feedback may be obtained either from the results of formal customer satisfaction surveys of from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the COR.

The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a file. The COR shall also keep the tabulated results of all customer satisfaction surveys on file and shall enter the summary results into the Quality Assurance Checklist. Random Checks/ Inspections on

Completion of Workload taskings-Random checks will be conducted to ensure compliance with the intent of the

Statement of Work and common commercial practices. The COR will conduct the random monitoring.

4.1.1.1 Performance Standards and AQLs

Customer Feedback

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Customer complaints to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate using the Quality Assurance Checklist.

Customer feedback may also be obtained from the results of formal customer surveys.

4.1.1.2 Evaluation Procedures

Standard

The facility may never have more than two valid customer complaints. The Contracting Officer’s

Representative shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items (NOV 2023) or the appropriate Inspection of Services clause, if any of the above service areas exceed two customer complaints.

Procedures

The COR will inspect all work tasks, once monthly. The inspection is required to ensure Contractor compliance with the appropriate paragraphs of the SOW each time the service(s) is/are performed and record results of inspection, noting the date and time of the inspection. If an inspection indicates unacceptable performance, the

COR will notify the contract manager of Quality Control Inspector of the deficiencies. The Contractor shall be given 24 hours, after notification to correct the unacceptable performance.

Quality Assurance File

The COR will, in addition to providing documentation to the Contracting Officer, maintain a complete quality

Assurance File. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function, including the originals of all

Surveillance Activity Checklists. All such records will be retained for the life of this contract. The COR shall forward these records to the Contracting Officer monthly, unless otherwise requested.

Contractor Performance Assessment Report System (CPARS)

An evaluation will be submitted through CPARS at the end of each year of performance. This evaluation will be on determinant in exercising an option. The COR will address the quality of the service, schedule, cost control, customer service and other important areas. As this information may affect future source selections throughout the Government, the annual evaluation will be used as an additional performance oversight and communication tool with the QASP.

4.2 Analysis and Results

When the inspections and customer feedback validations have been completed, the COR will perform an analysis of the Contractor’s performance. The purpose of the analysis is to ensure Government is receiving high-quality products and services from the Contractor. The COR will review the results, rate the Contractor’s compliance with the performance standards and AQLs, and characterize the Contractor’s overall performance.

Analysis of all types of contract monitoring will result in one of the following outcomes:

4.2.1 Resolving Performance Issues

Actions to Remedy Unacceptable Performance

When performance is deemed unacceptable, the COR will so inform the Contractor’s on-site representative.

Disputes should be referred to the CO for resolution. If any services do not conform to contract requirements, the Government may require the Contractor to re-perform the services to conform with contract requirements at no additional cost to the government.