12444724Q0003_Attach1_ SOW_16Jan24.pdf

US Department of Agriculture (USDA)

Statement of Work

Janitorial Services

USDA US Forest Service

Research Triangle Park, North Carolina 27709

16 January 2024

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Contractor’s Key Personnel

7.0 Security Requirements

Project Janitorial Services for SRS-RTP Lab

General Information The SRS-RTP Lab is part of the USDA Forest Service Southern Research Station (SRS) was established in 1962 and is located on the 28-acre between Durham, Raleigh, and Chapel Hill (the “Triangle”). The Triangle is a large, rapidly growing metropolitan center with more than 2 million residents. The region often ranks among the best places to live in the US. It hosts several major leading universities, including Duke University, North Carolina Central University, North Carolina State University, and the University of North Carolina at Chapel Hill. It is also home to large R&D facilities of several federal agencies and private sector firms in tech, pharmaceuticals, biotechnology, ag biotech, and several major medical centers.

1.0 Scope of Work

Provide janitorial cleaning for three separate buildings totaling approximately 15,528 square feet. The contractor shall furnish all labor, supplies, materials, equipment, transportation, incidentals, and supervision necessary to perform janitorial services at the USDA Forest Service, Southern Research Station, 3041 East Cornwallis Road, Research Triangle Park, NC 27709 in accordance with the terms, specifications, and provisions of this contract. All cleaning supplies used for this contract will be in accordance with the Sustainable Acquisition Policy (FAR 23.1).

2.0 Background

The main office building is a two-story structure with five (5) entrances, one (1) stairwell, and three (3) restrooms. The “Head- House” building is a two-story structure with nine (9) entrances, one (1) stairwell, and two (2) restrooms. The Forest Science & Assessment building is a one-story with two (2) entrances and two (2) bathrooms. Approximately 50 individuals work in all three buildings.

2.1 Definitions

As used throughout this contract, the following terms shall have the meaning set forth below.

Clean – Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris, and another residue.

Contracting Officer (CO) – The Contracting Officer is a person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contractor – The term Contractor as used herein refers to both the prime contractor and any sub- contractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contracting Officer Representative (COR) – A Government Employee that is the Contracting Officer’s representative designated by the Contracting Officer.

Contractor Representative– A foreman or superintendent assigned in writing to represent the Contractor.

Waste Containers – Waste containers are defined as trash receptacles, waste baskets, trash cans, wastepaper baskets, or any container holding trash, paper, or refuse of any type.

Sustainable Acquisitions Products that are energy-efficient, water-efficient biobased, environmentally preferable, non-ozone depleting, and products made with recovered material.

Quality Assurance (QA) A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Regular Working Hours Contractor will perform the required Custodial services after the Government's regular (normal) working hours of (7:30 a.m. – 4:00 p.m., Monday through Friday, except Holidays) on a schedule that is mutually acceptable to contractor and the COR.

Recyclables. Any plastic, paper, metal, or other materials that may be recycled locally free of charge at the local recycling centers, SRS-RTP Lab is responsible for removing these items from the premise.

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall provide all labor, cleaning supplies, supervision, tools, materials, equipment, and transportation necessary to provide custodial services in accordance with this specification.

Custodial service applies to all designated spaces including, but not limited to, office and administrative spaces/offices, halls, stairways, restrooms, work areas, entrance ways, lobbies, storage areas. Contractor is to furnish their own cleaning materials, machines, to perform a full range of janitorial services in the:

Main Building (7,228 gross square footage – GSF)

FSAC Building (5,700 gross square footage – GSF) Head House Building (2,600 square footage – GSF) Note* Head House basement square footage is not included in this computation.

In accordance with the requirements and specifications listed below. All work shall be accomplished outside normal working hours (7:30 a.m. – 4:00 p.m., Monday through Friday, except Holidays) on a mutually acceptable schedule to the Contractor and the COR.

The following requirements shall be performed in accordance with commercial cleaning standards. Services are broken down into 1.

daily, weekly, and monthly. 2. Quarterly 3. Semi-annual 4. Annual. Acceptance will be based on the performance standards listed in section 4.0.

3.1 Daily, weekly, and monthly tasks.

3.1.1 Empty, then re-line all waste containers every scheduled service. Clean/disinfect container as needed. (Recycle containers are not included) Leaving clean spare bags in bottom on container. (Daily)

3.1.2 Replace and replenish all paper products and soap/disinfectant dispensers. (Weekly)

3.1.3 Vacuum, sweep, mop, and disinfect all floors and carpets which includes stairways every scheduled service. (Daily)

3.1.4 Clean and disinfect all toilets, urinals, patricians, clean mirrors, sinks, and bathroom fixtures. This includes the outside areas of the toilet or urinals in addition to the handle, seat, tank, and lid. (Daily)

3.1.5 Clean and disinfect all counters and work surfaces, inclusive of all items and areas that are routinely touched such as door handles, door plates, light switches, etc. (Daily)

3.1.6 Kitchen areas: Clean disinfect/scour on all features including sink, microwave, coffee maker, toaster, counter tops, and refrigerator handles/doors. (Daily)

3.1.7 Dust all horizontal surfaces of furniture and partitions in offices and lobby areas (Weekly)

3.1.8 Clean all glass interior office doors in all buildings. (Weekly)

3.1.9 Remove cobwebs in offices and hallways up to 12’0 (Monthly)

3.1.10 Clean and disinfect all drinking fountains. (Daily)

3.1.11 Sweep outside mats and doorway entrances. Remove all cobwebs, trash, dirt, or any other objects. (Weekly)

3.2 Quarterly Tasks (April, July, October, and January)

The following tasks shall be completed quarterly throughout each of the building.

3.2.1 Clean interior windowpanes of dust or debris in all office buildings and in the front office and entry of the FSAC Bldg.

3.2.2 Clean baseboards in all office buildings.

3.3 Bi-Annually (April, October)

The following tasks shall be completed twice yearly throughout the specific buildings indicated below. Preplanning and coordination with COR are essential.

3.3.1 Clean, Strip, Wax and buff all floors required by their specific commercial floor type.

3.3.2 Deep clean/shampoo all rugs and carpeted walking areas using the specific commercial cleaning requirement for them.

3.4 Yearly (May)

The following tasks shall be completed yearly throughout each of the buildings. Preplanning and coordination with COR are essential for this task.

Clean all interior and exterior windows yearly ridding them of debris, dust, streaks, or smudges in all three buildings.

3.5 Identification of Employees

The Contractor and all employees shall wear badges or monograms providing ready identification. Employees shall be required to dress neatly, commensurate with the tasks being performed. At no time will anyone visiting the janitorial staff be permitted in the building unless they are providing contractual services and the COR is notified.

3.6 Bio-Preferred

The Contractor must comply with Sections 9002 of the Farm Security and Rural Investment Act of 2002 to give preference to the purchase and use of biobased products. The Contractor shall also comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts. The Contractor shall also comply with the provision at FAR 52.223- 1, Biobased Product Certification. The Contractor shall utilize products and material made from biobased materials. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR).

The following table is an example of USDA designated categories of products that should be used in this contract and the minimum biobased content for a product to qualify for purchase. The table shows the minimum biobased content percentage for products within the category to qualify for purchasing under the federal procurement preference. See the complete list of categories designated by USDA.

Within thirty (30) calendar days of contract award, the Contractor shall provide a complete list of biobased products that it intends to use or supply during performance of this contract, including products used or supplied by subcontractors. This list should include the product manufacturer and estimated quantities to be used. Subject to COR verification that all products meet bio-based requirements.

The table below shows the minimum biobased content percentage for products within the category to qualify for purchasing under the federal procurement preference. See this website for additional information:

https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml .

Biobased Product Category Minimum Biobased Content Bathroom and Spa Cleaners 74% Carpet and Upholstery Cleaners - General Purpose 54% Carpet and Upholstery Cleaners - Spot Removers 7% Countertops 89% Floor Cleaners and Protectors 77% Floor Finishes and Waxes 25% Floor Strippers 78% General Purpose Household Cleaners 39% Glass Cleaners 49%

4.0 Government Furnished

The government will provide a closet for storage of supplies and equipment. The Contractor shall be responsible and accountable for taking adequate precautions to prevent fire hazards, odors, and vermin. The Contractor shall be held responsible. The contractor shall maintain this space in a neat and orderly condition. No trash or recycling will be stored in the closet. No flammable or explosive liquids will be stored in the building. The Government will not be responsible for damage or loss to the Contractor’s property while in storage on Government premises.

4.1 Utilities

The Government will supply all utilities to support the assigned work area.

4.2 Trash

The Government will supply a dumpster in a designated exterior location.

4.3. Storage Closet.

The Government will furnish an unsecured area for storage of Contractor furnished supplies and equipment. The Contractor shall maintain this closet to ensure it is safe, clean, and organized. No hazardous materials are to be stored in these facilities.

5.0 Deliverables / Schedule

Deliverable Objective Due Deliver-To Complete list of biobased products that it intends to use or supply during performance of this contract, including products used or supplied by subcontractors.

Ensure compliance with USDA bio-based requirements.

Within 30 calendar days of contract award.

Copy to COR and Contracting Officer (CO). Approved by COR within 7 calendar days of receipt.

https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml

Complete list of the name, address, social security number, date of birth and work phone of each employee involved in the performance of this contract.

Process USDA background checks for all on-site contractor personnel.

Within ten calendar days of contract award or a new employee being selected for work on this contract

Designated Government PIV Sponsor

Biobased Report (copy)

Report purchases of Biobased products in the System for Award Management (SAM)

By Oct 30 for the prior fiscal year (Oct. 1 - Sep. 30) ending the performance period of the contract base period and for each option year, if exercised

Copy to COR and CO

6.0 Contractor’s Key Personnel

Not Applicable

7.0 Security Requirements

The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, the government facilities, equipment, and materials shall be secured in a manner designated by the government.

7.1 Key Control. 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. 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.

7.1.1 Lost keys shall be reported to the COR and the CO. 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. In the event a master key is lost or duplicated, the contractor will be responsible for replacement of all locks and keys for that system/facility.

7.1.2 Keys and Building Access Codes

Keys and building access codes will be provided by the COR. It is the Contractor’s responsibility to keep keys in a safe location and return keys as required by the COR. If the Contractor fails to return keys within two weeks of end of contract or upon determination that keys have been lost, the Government reserves the rights to change all door locks and withhold said expenses from the Contractor’s pay. Contractor shall control keys and not allow duplication of facility keys. Duplication of keys issued may result in termination for cause of contract if CO determines facility security has been compromised.

7.2 Contractor Background Checks

Background checks are required to comply with Presidential Directive HSPD-12 that requires “for unescorted entry into a federal facility, the individual will have a background investigation on file.” Within ten calendar days of contract award or a new employee being selected for work on this contract, provide a complete list of the name, address, social security number, date of birth and work phone of each employee involved in the performance of this contract. Information shall be submitted only to the identified Government PIV Sponsor.

7.3 Contractor Mandatory Training

Training requirement for contractor personnel with unescorted access. 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