1240LS26Q0062 Teasdale Janitorial Attachment 2 - Statement of Work.pdf

Solicitation Number: 1240LS26Q0062 Fremont River Ranger District, Teasdale Office Janitorial Attachment 2 – Statement of Work

Description/Specifications/Statement of Work JANITORIAL SERVICES – (Fishlake National Forest, Teasdale Ranger District)

GENERAL SPECIFICATIONS

Scope of Contract - This project consists of performing janitorial and cleaning services for the Fremont River Ranger District-Teasdale Office, in Teasdale, Utah.

Description Of Work and Location - The contractor shall furnish all labor and supervision necessary to perform the work. The area to be cleaned or maintained consists of approximately 2,060 square feet of office and storage space at the Fremont River Ranger District – Teasdale Office, located at 138 East Center, Teasdale, UT 84773-9701.

A. CONDUCT OF WORK

Janitorial services shall be performed in accordance with the frequency schedule between the hours of 6:00 p.m. and 6:00 a.m., TWO (non-consecutive) days per week (Wednesday and Saturday), which may include over the weekend unless otherwise directed by the Contracting Officer’s Representative.

The Contractor shall prevent his/her employees from disturbing papers on desks, opening drawers or cabinets, or using telephones and office machines/equipment, provided for Official Government use, except as authorized, in writing, by the COR, and see that all articles found by contractor employees are turned into an official of the Forest Service.

B. CONTRACTOR’S RESPONSIBILITY

1. The Contractor shall be responsible for all damages to persons or property that occurs as a result of his/her negligence, as well as that resulting from acts of his/her employees, agents or subcontractors, and the contractor shall save and keep harmless the Government against any or all loss, cost, damage, claims, expense, or liability in connection with the performance of this contract.

The Contractor is responsible for loss, theft, damage, or destruction of any Government or personal items belonging or assigned to the occupant or user in any office or other rooms of the facilities when such acts can be proven, beyond a reasonable doubt, to be the fault of the Contractor or one of his/her employees.

The Contractor shall not employ persons for work on the contract if such employee is considered by the COR to be a potential threat to the health, safety, security, general well-being, or operation mission of the Agency.

Anyone employed by the Contractor must be 18 years of age or older. No one under the age of 18 shall be permitted to work in the building or on the premises. The Contractor shall ensure that no one but the Contractor and/or his/her employees have access to the premises.

The Contractor shall inform COR of any items in need of repair/replacement.

2. The Government will not be responsible in any way for damage, fire, theft, accident, or otherwise to the Contractor’s stored supplies, materials, equipment, or to the Contractor’s belongings brought into the building.

3. The contractor shall supply some type of identification that must be worn at all times while on the premises by the Contractor or his/her employees.

4. The Contractor shall inform the COR of any items in need of repair/replacement.

5. Key Control – The contractor will establish and implement methods of ensuring that all keys issued by the Government are kept secure in the Contractor’s possession and are not used by unauthorized persons.

a. Keys issued by the Government shall not be duplicated.

b. The Contractor will report the occurrence of a lost key to the Contracting Officer not later than the next duty day.

c. The Contractor will be required to reimburse the Government for replacement of the locks or re-keying as a result of the Contractor loss of keys. In the event a master key is lost or duplicated, all locks and keys for that system will be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

d. It is the responsibility of the Contractor to prohibit the use of keys issued by the Government to persons other than the Contractor’s employees. It is also the responsibility of the Contractor’s employees to prohibit the opening of locked areas by Contractor’s employees to permit entrance of persons other than Contractor’s employees engaged in the performance of assigned work in those areas.

6. Energy Conservation - Contractor shall turn on lights in rooms only during the time needed top perform the required work and shall ensure that all lights, except those required, remaining on, are turned off in each room as it is completed.

Quality A. Quality Assurance of Work – The Contractor and Contracting Officer’s Representative (COR) shall jointly prepare a work schedule, which will become a part of this contract. The schedule may be revised by obtaining written approval from the COR. Work will be completed in a professional manner and workmanship will be clean and neat so as to be appealing to the general public. Contractor will be responsible for filling in work schedule.

B. The Contractor shall develop and maintain a quality program to ensure the required services are performed in accordance with commonly accepted commercial practices, which may include service checklists or reports.

The contractor shall implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in the SOW.

C. The COR (or their designated inspector) will perform bimonthly inspections to evaluate the quality of work being performed. At any time when work is performed and is not in compliance with specifications, the Contractor will be informed and required to correct the deficiencies. Acceptance of work will be determined by inspection of the entire job and will be based on adherence to the specifications. The COR will record the results of these inspections on the Quality Assurance Checklist (Customer Complaint Form) included as Attachment E. Inspection will be conducted more frequently as deemed necessary by the COR. Work shall be considered acceptable if the specifications described in this contract are complied with.

D. Government Remedies – The Contracting Officer shall follow FAR 52.249-8, Default (Fixed Price Supply and Service), for Contractor’s Failure to perform satisfactory services or failure to correct non-conforming services.

Government Furnished Property- The Government shall furnish to the contractor all equipment, materials, and supplies necessary to perform the janitorial services described herein.

Examples of Government-furnished property include, but are not limited to the following items:

Cleaning fluids Cleaning rags Dusters

Trash Cans Trash Can Liners Floor Brooms

Hand Soap Toilet Tissue Paper Towles

Light Bulbs Fluorescent Tubes Vacuum Cleaner

Contractor shall notify the Contracting Officer’s Representative when supplies are needed.

There will be no contractor furnished property.

Contractor Representative-The contractor shall provide a contract representative for the performance of the work. The name of this person and any alternate(s) who shall act for the contractor when the contractor is absent shall be designated in writing to the contracting officer. The contractor representative or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contractor representative and alternate(s) must be able to read, write, speak, and understand English.

Time of Performance-Cleaning services are to be performed two days per week (Wednesday and Saturday).

Cleaning is not to interfere with any Government business. Contractor will provide the Government with a work schedule for weekly, quarterly, and semi-annual work to be performed.

Frequency Schedule-

A. Two Days per Week (Wednesday and Saturday)

1. Restrooms

a. Floors shall be swept and wet mopped or scrubbed with a disinfectant as needed

b. Water Closets and urinals shall be washed and sanitized. No rust or encrustation shall remain. Traps shall be maintained free from odor at all times. Wash basins shall be cleaned.

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 receptacles shall be emptied, and towel, soap, and toilet paper dispensers serviced.

In addition, waste receptacles shall be emptied, and the rooms policed to remove paper, trash, or spillages on a schedule based on traffic.

f. Wipe off all soiled areas from walls.

2. General Office Cleaning

a. Vacuum all carpet traffic areas.

b. Wipe down drinking fountain.

c. Spot Clean any glass surfaces on doors.

d. Empty all trash receptacles.

e. Wipe down breakroom tables and cabinetry.

B. Weekly

1. Room Cleaning

a. Dust all furniture including tops of storage cabinets, bookcases, and other office equipment.

b. Dust all windowsills, wall pictures, and ledges throughout all offices, hallways, and restrooms, including window blinds.

c. Dust all door facings and wipe off all counter tops.

d. Clean all glass doors in all bookcase sections, inside and out to remove all fingerprints, dirt, and dust.

e. Remove mats from under desks, vacuum carpets under desks, clean and replace mats.

f. All carpeted areas are to be vacuumed to remove dirt, dust, and litter, including corners and edges adjacent to wall.

g. All tile floors are to be damp mopped using cleaning agent and all black marks are to be removed.

2. Lobbies and Corridors- Clean all inside and outside entrances.

3. Toilets- Replace toilet paper, hand towels, and hand soap as needed.

4. Storage Space- Keep storage room clean and free of clutter.

5. Room Cleaning- The office areas and the corridor adjacent to these areas shall receive the following:

a. All wastebaskets will have a trash can liner. Wastebaskets shall be emptied, and the wastepaper and trash removed to the main disposal area. All trash will be placed in the tied garbage bag and placed in the trash dumpster outside the building.

b. The floor areas not covered are to be vacuumed to remove all dirt, dust, and litter.

c. The carpet areas are to be vacuumed to remove all obvious surface dirt from traffic areas and from under furniture.

d. Horizontal surfaces of desks shall be dusted with a treated dust cloth. Glass desktops shall be cleaned with an untreated cloth. Government employees shall be responsible for clearing off desk tops. Desks not prepared shall be dusted on cleared areas only.

e. Wipe off all soiled area from walls.

f. Inspect and install needed light bulbs and fluorescent tubes.

6. Lobbies and Corridors

a. Floors shall be vacuumed.

b. Receptionist counter shall be damp wiped and free from any dust, dirt, and fingerprints.

c. Wipe off all soiled areas from walls.

d. Drinking fountains shall be cleaned with suitable scale removers, germicide, and deodorants.

7. Outside Entrances

a. Sweep building approaches to remove dust, dirt, or snow.

b. The main and secondary entrances including foyer shall be swept or vacuumed.

c. Glass and kick plates on both sides of entrance and foyer doors shall be cleaned and polished.

C. Monthly

1. All wastepaper receptacles shall be damp wiped inside and out. If plastic bag liners are used, the liners will be replaced and needed.

2. Remove spots from carpeted areas.

D. Other Services to be Performed

1. Every four months wash all windows both inside and outside and clean window tracks and window coverings.

2. Clean all venetian blinds during the months of March and September or at other times agreeable to the COR.

Contractor Personnel/Qualifications-The contractor shall provide qualified personnel. Contract personnel shall refrain from familiarizing themselves with or disturbing any books, papers, or other materials in any of the offices. Only the Contractor or employees of the Contractor will be allowed in the building or on the grounds of the Mountain View Ranger District covered in this contract. The Contractor shall notify the Government, by email or telephone, immediately when employees quit, or new employees are hired before they start working in any facility. Children and pets are not allowed in the building or surrounding area. Exceptions must be approved by the Contracting Officer/Purchasing Agent. Any equipment in the building, including but not limited to, radios, typewriters, computers, faxes or copy machines shall not be used by the contractor or the contractor’s employees. The Contractor is responsible for the door code to the building, which will be issued by the Government. The code shall not be shared with anyone.

Security- All outside doors shall remain locked while contractor performs work and contractor shall assure that all entrance gates, doors, and windows are locked after services are performed and the security of the building is maintained.

Turn off all unnecessary lights.

Ensure that the coolers and heaters are turned off or turned down as designated.

Ensure that all entrance doors and windows are closed and locked after services are performed and that the security of the building is maintained.

Ensure that any cleanser or cleaning solution used in the performance of janitorial services does not cause damage to government property.

Janitor closet areas shall be kept clean, neat, and odor free, remove all trash and soiled mop water.

The Government will not be responsible for damage to the Contractor’s and his/her employee’s personal belongings brought into the building.

Appendix A – Quality Assurance Checklist

Location: Month: Year: Checked Date

Cleaning Schedule

Twice Weekly Services

Restrooms:

Floors shall be swept and wet mopped or scrubbed with a disinfectant as needed

Toilets and Urinals Washed and Sanitized, No Rust or encrustations shall remain.

Traps shall be maintained free from odor at all times

Washbasins shall be cleaned

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

All other surfaces shall be spot cleaned and horizontal surfaces dusted

Dispensers and waste receptacles shall be emptied

Towel, soap, and toilet paper dispensers serviced prior to occupant’s official starting time

The rooms policed to remove paper, trash, or spillages on a schedule based on traffic

Wipe off all soiled areas from walls

General Office Cleaning:

Vacuum all carpet traffic areas

Wipe down drinking fountain

Spot clean any glass surfaces on doors

Empty all trash receptacles

Wipe down breakroom tables and cabinetry

Weekly Services

Room Cleaning:

Dust all furniture including tops of storage cabinets, bookcases, and other office equipment

Dust all windowsills, wall pictures, and ledges throughout all offices, hallways, and restrooms, including window blinds

Dust all door facings and wipe off all counter tops

Clean all glass doors in all bookcase sections, inside and out to remove all fingerprints, dirt, and dust

Remove mats from under desks, vacuum carpets under desks, clean and replace mats

All carpeted areas are to be vacuumed to remove dirt, dust, and litter, including corners and edges adjacent to wall

All tile floors are to be damp mopped using cleaning agent and all black marks are to be removed

Lobbies and Corridors- Clean all inside and outside entrances

Toilets- Replace toilet paper, hand towels, and hand soap as needed

Storage Space- Keep storage room clean and free of clutter

Room Cleaning- The office areas and the corridor adjacent to these areas shall receive the following

a. All wastebaskets will have a trash can liner. Wastebaskets shall be emptied, and the wastepaper and trash removed to the main disposal area. All trash will be placed in the tied garbage bag and placed in the trash dumpster outside the building

b. The floor areas not covered are to be vacuumed to remove all dirt, dust, and litter.

c. The carpet areas are to be vacuumed to remove all obvious surface dirt from traffic areas and from under furniture

d. Horizontal surfaces of desks shall be dusted with a treated dust cloth. Glass desktops shall be cleaned with an untreated cloth. Government employees shall be responsible for clearing off desktops. Desks not prepared shall be dusted on cleared areas only

e. Wipe off all soiled area from walls

f. Inspect and install needed light bulbs and fluorescent tubes

Lobbies and Corridors

Floors shall be vacuumed.

Receptionist counter shall be damp wiped and free from any dust, dirt, and fingerprints.

Wipe off all soiled areas from walls.

Drinking fountains shall be cleaned with suitable scale removers, germicide, and deodorants.

Outside Entrances

Sweep building approaches to remove dust, dirt, or snow.

The main and secondary entrances including foyer shall be swept or vacuumed.

Glass and kick plates on both sides of entrance and foyer doors shall be cleaned and polished.

Monthly Services

All wastepaper receptacles shall be damp wiped inside and out. If plastic bag liners are used, the liners will be replaced and needed.

Remove spots from carpeted areas.

Other Services to be Performed

Every four months wash all windows both inside and outside and clean window tracks and window coverings.

Clean all venetian blinds during the months of March and September or at other times agreeable to the COR.

Comments: (Note additional comments on back of form)

Unless noted, services performed were satisfactory.

COR Signature:__________________________________ Date:_______________

Appendix B – Quality Assurance Checklist – Customer Complaint Form

Fishlake National Forest Fremont River Ranger District-Teasdale Office Janitorial Services Contract

Quality Assurance - Customer Complaint Form

Twice Weekly-Restrooms: Floors shall be swept and wet mopped or scrubbed with a disinfectant as needed.

Water Closets and urinals shall be washed and sanitized. No rust or encrustation shall remain. Traps shall be maintained free from odor at all times. Wash basins shall be cleaned. Mirrors, shelving, dispensers, and chromium fixtures shall be damp wiped and polished. All other surfaces shall be spot-cleaned and horizontal surfaces dusted. Paper towel receptacles shall be emptied, and towel, soap, and toilet paper dispensers serviced. In addition, waste receptacles shall be emptied, and the rooms policed to remove paper, trash, or spillages on a schedule based on traffic. Wipe off all soiled areas from walls.

Twice Weekly General Office Cleaning: Vacuum all carpet traffic areas. Wipe down drinking fountain. Spot Clean any glass surfaces on doors. Empty all trash receptacles. Wipe down breakroom tables and cabinetry.

Weekly Room Cleaning: Dust all furniture including tops of storage cabinets, bookcases, and other office equipment. Dust all windowsills, wall pictures, and ledges throughout all offices, hallways, and restrooms, including window blinds. Dust all door facings and wipe off all counter tops. Clean all glass doors in all bookcase sections, inside and out to remove all fingerprints, dirt, and dust. Remove mats from under desks, vacuum carpets under desks, clean and replace mats. All carpeted areas are to be vacuumed to remove dirt, dust, and litter, including corners and edges adjacent to wall. All tile floors are to be damp mopped using cleaning agent and all black marks are to be removed. Lobbies and Corridors- Clean all inside and outside entrances.

Toilets - Replace toilet paper, hand towels, and hand soap as needed. Storage Space- Keep storage room clean and free of clutter. Room Cleaning- The office areas and the corridor adjacent to these areas shall receive the following: All wastebaskets will have a trash can liner. Wastebaskets shall be emptied, and the wastepaper and trash removed to the main disposal area. All trash will be placed in the tied garbage bag and placed in the trash dumpster outside the building. The floor areas not covered are to be vacuumed to remove all dirt, dust, and litter.

The carpet areas are to be vacuumed to remove all obvious surface dirt from traffic areas and from under furniture. Horizontal surfaces of desks shall be dusted with a treated dust cloth.

Glass desktops shall be cleaned with an untreated cloth. Government employees shall be responsible for clearing off desk tops. Desks not prepared shall be dusted on cleared areas only.

Wipe off all soiled area from walls. Inspect and install needed light bulbs and fluorescent tubes.

Weekly Lobbies and Corridors: Floors shall be vacuumed. Receptionist counter shall be damp wiped and free from any dust, dirt, and fingerprints.

Wipe off all soiled areas from walls. Drinking fountains shall be cleaned with suitable scale removers, germicide, and deodorants.

Weekly Outside Entrances: Sweep building approaches to remove dust, dirt, or snow. The main and secondary entrances including foyer shall be swept or vacuumed. Glass and kick plates on both sides of entrance and foyer doors shall be cleaned and polished.

Monthly: All wastepaper receptacles shall be damp wiped inside and out. If plastic bag liners are used, the liners will be replaced and needed. Remove spots from carpeted areas.

Other Services to be Performed: Every four months wash all windows both inside and outside and clean window tracks and window coverings. Clean all venetian blinds during the months of March and September or at other times agreeable to the COR.

Date Name Location Description Cleaning Crew Initials

Date Resolved

Appendix C – Performance Requirements Summary

Required Service Standard (Referencing SOW) Allowable Deviation

Performance Threshold Method of Quality Assurance

Disincentive

Twice Weekly Cleaning Restrooms and Reception/Office Areas

Clean area of service to meet standards specified in the

SOW.

5% from standard

100% adherence to performance requirements is required.

Not to exceed three reported occurrences with less than 100% compliance as reported by the COR on the Quality Assurance Checklist – Appendix A

Monthly Inspections

Quality Assurance Checklist – Appendix A

Rework at no cost to the Government.

Weekly Cleaning Services

Clean area of service to meet standards specified in the

SOW.

5% from standard

100% adherence to performance requirements is required.

Not to exceed three reported occurrences with less than 100% compliance as reported by the COR on the Quality Assurance Checklist – Appendix A

Monthly Inspections

Quality Assurance Checklist – Appendix A

Rework at no cost to the Government.

Monthly Cleaning Services

Clean area of service to meet standards specified in the

SOW.

5% from standard

100% adherence to performance requirements is required.

Not to exceed three reported occurrences with less than 100% compliance as reported by the COR on the Quality Assurance Checklist – Appendix A

Monthly Inspections

Quality Assurance Checklist – Appendix A

Rework at no cost to the Government.

Other Cleaning Services to be Performed

Clean area of service to meet standards specified in the

SOW.

5% from standard

100% adherence to performance requirements is required.

Not to exceed three reported occurrences with less than 100% compliance as reported by the COR on the Quality Assurance Checklist – Appendix A

Monthly Inspections

Quality Assurance Checklist – Appendix A

Rework at no cost to the Government.