(02) Updated SOW.pdf

PERFORMANCE WORK STATEMENT (PWS)

Janitorial Services

Wolf Pen Gap Trail Complex Mena-Oden Ranger District

Ouachita National Forest

Part 1

GENERAL INFORMATION

General: This is a non-personal services contract to provide janitorial services at the Wolf Pen Gap Off-Highway Vehicle Trail (OHV) Complex on the Mena-Oden Ranger District:

Recreation Site Nearest City County Wolf Pen Gap OHV Complex Mena, Arkansas Polk

The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform janitorial and solid waste removal with grounds policing services as defined in this Performance Work Statement (PWS). The contractor shall perform to the standards in this contract.

Scope: The Contractor shall provide all services for janitorial and solid waste removal with grounds policing as per the specifications, drawings, exhibits, and schedules at the Wolf Pen Gap OHV Trail Complex, at Trailheads North, South, East, West in the Ouachita National Forest.

Type of Contract: The government will award an Indefinite Delivery Indefinite Quantity (IDIQ) Contract to provide all management, labor, transportation, supplies, materials and equipment to perform janitorial services at Wolf Pen Gap OHV Trail Complex.

Period of Performance: The base period for this contract will be from date of award through March 31, 2025. Note: This solicitation contains an option clause to extend the awarded contract for up to three (3) additional one-year periods. The one-year option periods are as follows:

Option Year 1:April 1, 2025 through March 31, 2026 Option Year 2: April 1, 2026 through March 31, 2027 Option Year 3: April 1, 2027 through March 30, 2028

Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:00 a.m. to 1:00 p.m., according to schedule provided by Contracting Officer’s Representative (COR), including Federal holidays, unless directed otherwise due to facility closure by local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons.

The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

Recognized Holidays: Contractor will perform janitorial work according to schedule guidelines including Holidays.

Place of Performance: The work to be performed under this contract will be performed at Wolf Pen Gap Trail Complex. There are four trailheads.

West Trailhead: From Mena, take State Highway 8 east for 1 mile to Arkansas 375, then south 8 miles to the trailhead near County Road 277.

South Trailhead: From Mena, take State Highway 8 east for 1 mile to Arkansas 375, then south 10 miles to the trailhead.

North Trailhead: From Mena, take State Highway 8 east for 10 miles to Polk County Road 61, travel 3.5 miles, turn right at the sign, go .5 mile to the North Trailhead.

East Trailhead: From Mena, take State Highway 8 east about 20 miles (about 1 mile east if Big Fork), turn right on Polk County Road 83 (Forest Road 38), travel 5 miles to the East Trailhead.

Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this Performance Work Statement (PWS). The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which they assure themselves that the work complies with the requirement of the contract. The contractor will be required to submit a Quality Control Plan in writing within 30-days after contract award. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QC system prior to implementation.

Quality Assurance: The government shall 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).

Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

Key Control (If applicable): The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

Lock Combinations (If applicable): The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer (CO), COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting officer in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer (CO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel.

Key Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

Appearance of Contractor Employees: Contractor personnel shall present a neat appearance and be easily recognized by the public. This may be accomplished by wearing clothing items bearing the name of the company or by wearing an appropriate badge containing the company name and employee name. Employees shall always remain fully always dressed while performing work activities on Forest Service property.

Appearance of Contractor Vehicles: All vehicles, used by the Contractor or employees, to perform work under this contract shall be identified with the company name prominently displayed on the outside of both front doors of each vehicle. These signs are to provide an attractive and readily visible means of identification of the contractor performing the work. These signs are to be professionally made. Vinyl stick-on magnetic type signs. “Homemade” signs made on a computer, with magic marker or stick-on letters and numbers on cardboard, etc., are not acceptable. All vehicles used in performance of work must be marked and properly identified.

Invoicing Instructions: Invoice once per month, within 14-days after the end of each month through Invoice Processing Platform (IPP). In addition, submit a copy via email to the designated COR.

Other Direct Costs: Not Applicable

PART 2

DEFINITIONS & ACRONYMS

CAMPING EQUIPMENT. Privately owned items found on a campsite such as tents, camping trailers, vehicles, motorcycles, bicycles, boats, lawn chairs, coolers, firewood, extensions cords, toys, fishing gear, etc.

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

CONTRACTING OFFICER (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEBRIS. Stumps, rocks, street sweepings, grass clippings and trimmings, tree trimmings and sticks longer than 18 inches or 1 inch or greater in diameter. It shall also include dead animals and animal waste (regardless of size).

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

INCINERATOR. A furnace or a container for incinerating waste material, burn to ash.

JANITORIAL SERVICE. A service in which one performs tasks to keep the premises and offices, or buildings, clean and make minor repairs.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

GARBAGE/TRASH. Food waste, unwanted or useless material, something in a crumbled or broken condition, debris from pruning or processing plant material. Paper, plastic and rubber by-products.

GENERAL USE AREA. An area which is commonly used by the public as a whole within a defined set of lines or boundary.

GROUNDS POLICING. To make clean or put in order an area used for a particular purpose, the recreation area.

INVOICE PROCESSING PLATFORM (IPP). Accounting system utilized by the U.S. Department of Agriculture, U.S. Forest Service where contractors submit invoices for payment processing.

INTEGRATED ACQUISITION SYSTEM (IAS). Acquisition system utilized by the U.S. Department of Agriculture, U.S. Forest Service in budget planning and implementation.

MOWING. Mowing is defined as the cutting of grass, weeds, vines, or other vegetation, to a specific height, with reel and rotary lawn mowers or gang mowers.

MOWING CYCLE. A mowing cycle is defined as the performance of all mowing and trimming within all of the specified recreation area.

OCCUPIED CAMPSITE. A campsite having camping equipment placed upon it.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY CONTROL PLAN. An organized written document prepared by the contractor specifying how he intends to achieve quality control.

SOLID WASTE. Refuse from places of human and animal habitation as in garbage, rubbish, and excrement.

SANITARY LANDFILL. A system of trash and garbage disposal in which waste is buried between layers of earth for health purposes.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK. Monday through Friday, unless specified otherwise.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

GOVERNMENT FURNISHED ITEMS AND SERVICES:

Services: Not Applicable

Facilities: Not Applicable

Utilities: Not Applicable

Equipment: Not Applicable

Materials: Not Applicable

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

General: The Contractor shall furnish all labor, supervision, transportation, equipment, and cleaning supplies required to perform work under this contract.

Materials: The Contractor shall furnish all materials, supplies, and equipment necessary to meet the requirements under this PWS.

The Contractor will furnish biodegradable, environmentally friendly cleaning products and agents.

Equipment: The Contractor shall furnish all equipment used to perform work under this specification, all must be in good operating and mechanical condition and shall comply with safety requirements and equipment owner manual instructions.

All contract employees must wear proper personal protection equipment (PPE) while performing work tasks.

PART 5

SPECIFIC TASKS

Basic Services. The contractor shall provide janitorial services at the Wolf Pen Gap Trail Complex.

Items Scheduled for Janitorial Service:

West Trailhead – 1 Vault Toilet (1 stall, 1 riser).

South Trailhead – 1 Vault Toilet (1 stall, 1 riser).

North Trailhead – 1 Vault Toilet (1 stall, 1 riser).

East Trailhead – 1 Vault Toilet (1 stall, 1 riser).

All facilities listed above shall be serviced April 1 through March 31 according to schedule provided by COR. Additional services shall be requested as needed.

Cleaning of all facilities shall be performed between the hours of 7:00 a.m. and 1:00 p.m. only.

Janitorial service at the designated facilities shall be conducted in the least disruptive manner to forest visitors. Postpone cleaning actions, if necessary, when units are in use. Notify COR or Inspector of any malfunction or vandalism found.

Open doors and close facility with signs during cleaning operations. Facilities shall be cleaned between the hours of 7:00 a.m. and 1:00 p.m.

Services will be completed with biodegradable, environmentally friendly cleaning agents.

Clean all toilet bowls and risers, inside and out. Remove all fecal matter and stains.

Clean all associated exposed surfaces with the appropriate cleaning agent or disinfectant. Wipe down and dry all exposed surfaces.

Wash, wipe down and dry, all walls, doors, handrails, and benches with appropriate cleaning agent and disinfectant.

All chrome surfaces and mirrors shall be cleaned and free from stains and smears.

Sweep and mop floors. Clean with appropriate cleaning agent or disinfectant. Remove excess water with squeegee or other effective method.

Toilet paper dispensers are to be cleaned and inspected for function; refill as needed. Toilet paper will be a soft, two-ply brand of toilet paper.

Keep inside and outside of building free of spider webs and cobwebs. Wipe down screens, walls, alcoves, and exposed surfaces where they may gather.

Remove wasp nests, and dirt dauber nests, on the inside and outside of facilities.

Sweep and clean concrete walkways to, from, and around buildings. Remove trash and bugs as necessary.

Remove all debris and trash from the facility and dispose in a trash receptacle.

Remove toilet paper on the ground outside within a 30-foot radius of the facility and place in trash receptable.

PART 6

APPLICABLE PUBLICATIONS

APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures:

Forest Service Handbook 6709.11, Health and Safety Code Handbook.

BioPreferred website: https://www.biopreferred.gov/BioPreferred

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

Attachment/Technical Exhibit List:

Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

Attachment 2/Technical Exhibit 2 – Deliverables & Schedule

Attachment 3/Technical Exhibit 3 – Wolf Pen Gap Trail Complex General Map

Attachment 4/Technical Exhibit 4 – Quote Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Services not meeting the standard will be re-performed at no additional cost upon notification. Services that cannot be re-performed will be deducted from the invoice.

TECHNICAL EXHIBIT 2

Deliverables & Schedule

Performance Objective Standard Performance Threshold Method of Surveillance

Janitorial Services

All surfaces shall be clean and free of loose dirt, stains, and smears. Trash shall be emptied, and toilet paper refilled.

Inside and outside of buildings shall be free of spider webs, insect nests, and debris. Sidewalks shall be free of dirt and debris.

Zero 100 Percent Inspection

Deliverable Frequency # of Copies Medium/Format Submit To

Janitorial Services Invoice By the 14th of every month.

1 original and 1 copy within 14-days after the end of each month.

1 original attached in IPP for payment of services, 1 copy delivered by electronic format/email to designated COR.

Designated COR for contract as indicated in letter provided.

TECHNICAL EXHIBIT 3

Designated Area for Services Wolf Pen Gap OHV Trail Complex

TECHNICIAL EXHIBIT 4

QUOTE SCHEDULE

Janitorial Services

Wolf Pen Gap OHV Complex Mena-Oden Ranger District

Ouachita National Forest

Offeror must fill out all options to be considered.

CONTRACTOR__________________________________________________________

Item Task/Subtask Description Unit Est

Qty Base Year 2024-2025

Option Year 1

2025-2026

Option Year 2

2026-2027

Option Year 3

2027-2028

Wolf Pen Gap

Cleaning/Janitorial Weekly Service 80 $ $ $ $

2 Wolf Pen Gap Cleaning/Janitorial

Additional Service, if needed 1 $ $ $ $

Standard