Attachment 1 - Saucier Janitorial SOW.pdf

STATEMENT OF WORK

Saucier, MS Janitorial Services

110 – SCOPE

Except for items listed under the Government Furnished Property, the contractor shall furnish all labor, supplies, materials, equipment, transportation, incidentals, and supervision necessary to perform janitorial services at the Southern Research Station, Harrison Experimental Forest, 23332 Success Rd, Saucier, MS, 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). Contractors interested in this project must have a business office within a 100 mile radius of the work site.

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

a. Clean. "Clean" shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris, and other residue.

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

c. Contracting Officer (CO). The Contracting Officer is the person with the authority to enter into, 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.

d. Contracting Officer's Representative (COR). A foreman or superintendent assigned by the Contracting Officer to oversee adherence and completion of the requirements within the contract.

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

f. Disinfect. Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

g. Frequency of Service

Weekly. Services performed once each standard calendar week during business hours (i.e. 52 weeks of service).

130 – GOVERNMENT-FURNISHED PROPERTY

The government shall make available to the contractor the Government-furnished property described in this contract. The contractor shall be liable for all loss or damage of such delivered Government-Furnished Property until completion and final acceptance of work required under this contract. If the Government fails to make timely delivery of such Government-Furnished Property suitable for its intended use and upon written request from the contractor, the Contracting Officer shall make an equitable adjustment of contract delivery of performance dates or contract price, or both, pursuant to the “changes” clause of the FAR 52.212-4.

The Forest Service shall furnish the following:

1) All restroom paper products

2) Hand soap for all washrooms

3) Trashcan liners

4) Building keys

140 – DESCRIPTION AND LOCATION

C-3 – GENERAL: This contract covers only the Southern Institute of Forest Genetics, Harrison Experimental Forest, Saucier, MS. It includes janitorial services to four buildings on the Harrison Experimental Forest. The rooms, hallways, and other areas in the following buildings will be included in this janitorial contract:

• Admin Office Building (3,012 square feet – 666 carpeted area/2,346 non-carpeted area)

• Technicians Building (1460 sq ft)

• Genetics Lab/Office Building (2,164 square feet)

• Head House – hallway and new bathroom/shower area only (247 square feet)

See Attachment – Site map

NOTE: This contract does not include cleaning and dusting of laboratory benches, tables, and does include cleaning the floors, cleaning windows, and dusting windowsills in these areas.

The remaining buildings will not be cleaned.

200 – TECHNICAL SPECIFICATIONS

210 – BIOBASED/BIOPREFERRED PRODUCTS

The biobased 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 biobased products may be used in this contract (this list is not all inclusive): all-purpose cleaners, degreasers/cleaners, deodorizers, floor finishers, disinfectant sanitizers, glass cleaners, and bathroom cleaners. USDA’s BioPreferred program can be found at www.biopreferred.gov.

Products purchased for use under this contract in the following categories must meet minimum bio-based content as noted below:

Adhesive and Mastic Removers (58%) Air Fresheners and Deodorizers (97%) Bathroom and Spa Cleaners (74%) General Purpose Carpet/Upholstery Cleaners (54%) Carpet and Upholstery Spot Removers (7%) Cleaning Tools (22%) Floor Cleaners and Protectors (77%) Furniture Cleaners and Protectors (71%) Glass Cleaners (49%) Graffiti and Grease Removers (34%) Leather, Vinyl, and Rubber Care Products (55%) Microbial Drain Maintenance Products (45%) General Microbial Cleaning Products (50%) Microbial Wastewater Maintenance Products (44%) Multipurpose Cleaners (56%) Shopping and Trash Bags (22%)

215 - MANDATORY SOURCES OF SUPPLY OR SERVICE REQUIRMENT

Certain supplies to be provided under this contract must use mandatory sources (FAR 52.208-9).

One of the mandatory sources for Bio-Based and Bio-Preferred products can be found at the GSA Bio-Preferred website: www.gsa.gov/portal/content/105368.

220 – WORK SCHEDULE

All work will be done during normal working hours (8:00 A.M. – 4:00 P.M.). Federal buildings will be closed during federal holidays.

Federal holidays:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Juneteenth-19 June Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

http://www.biopreferred.gov/ http://www.gsa.gov/portal/content/105368

Facility Closures. Work scheduled but not accomplished because of facility closure due to weather, or actual alert, will be accomplished as soon as possible after reopening the facility.

Schedules. The contractor shall submit an annual schedule for services to the Contract Officer (CO) for approval at the pre-performance conference, identifying areas number in numerical order, and approximate time cleaning will occur. The contractor shall be allowed 30 days to adjust work schedules based on inspections, use, traffic, special requirements identified in SOW and minimum frequencies of changes as discussed in writing with the COR, as appropriate. This second work schedule shall be submitted to the CO for approval within 10 days after the first contract month period and shall be known as the Daily Cleaning Frequency Schedule (DCFS).

The contractor shall provide the DCFS to the CO and not deviate from the approved schedule without prior approval from the CO or COR. Any permanent changes to the DCFS must be submitted 10 days before implementation and receive CO approval before the Government will allow the proposed changes. The COR’s contact information will be provided to the Contractor at the pre-performance meeting.

Cleaning Schedule. See Appendix A for cleaning schedule. Appendix A takes precedence if there appears to be a conflict.

1) Weekly Cleaning Schedule. As per Appendix A, weekly cleaning schedule will apply to all entrances, reception area, hallways, offices, conference room, restrooms, kitchen, and common areas. Dust horizontal surfaces of desks, credenzas, tables, filing cabinets, etc.

225 – FLOOR MAINTENANCE

General: For all operations where furniture and equipment must be moved, no chairs, wastepaper baskets or other similar items shall be stacked on desks, tables or windowsills. Upon completion of work, all furniture and equipment must be returned to its original position.

Baseboards, walls, stair risers, furniture and equipment shall not be splashed, disfigured or damaged during these operations.

All tools and equipment shall be neatly stored in the assigned storage areas.

Sweeping and Damp Mopping: After sweeping and damp mopping operations, all floors shall be clean and free of dirt streaks; no dirt shall be left in corners, behind doors, or stair landing treads. Entrances and other assigned areas shall be swept clean of all dirt and trash. No dirt shall be left where sweepings were picked up. There shall be no dirt, trash or foreign matter under desks, tables, or chairs.

Wet Mopping and Scrubbing: The floors shall be thoroughly swept to remove visible dirt and debris; remove wads of gum, tar and similar substances from the floor surface. On completion of the mopping and scrubbing, the floors shall be clean and free of dirt, water streaks, mop marks, string, etc.; properly rinsed, and dry-mopped to present an overall appearance of cleanliness. All surfaces shall be dry and corners and cracks clean after the wet mopping or scrubbing. When scrubbing is designated, it shall be performed by machine or by hand with a brush.

Miscellaneous (as applicable):

Carpet: After each thorough vacuuming, all carpet shall be clean, free from dust balls, dirt and other debris.

Parquet Floors: Two-step process – (1) Dust with treated mop. (2) Wet mop as per contract.

Ceramic Tile Flooring: (Foyer): Two-step process – (1) vacuum total floor area. (2) Mop with solution approved by COR.

Toilets: Special attention shall be given to floors around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance throughout.

230 - DUSTING

Dust shall be removed directly from the areas on which it lays by the most effective means – appropriately treated dusting cloths, vacuum tools, etc. The following conditions shall exist after the completion of each dusting task:

There shall be no dust streaks.

Corners, crevices, molding, and ledges shall be free of all dust.

There shall be no oils, spots, or smudges on dusted surfaces caused by dusting tools.

235 – DAMP WASHING

This task consists of using a clean damp cloth or sponge to remove all dirt, spots, streaks, and smudges from walls, glass, and other specified surfaces and then drying to provide a polished appearance. The wetting solution shall contain an appropriate cleaning agent. When damp wiping in toilet areas, a multi-purpose (disinfectant-deodorizer) cleaner shall be used.

240 – BRIGHT METAL POLISHING

Bright metal polishing may be performed by damp-wiping with a suitable cloth if a polished appearance is obtained. However, if a polished appearance cannot be produced, the Contracting Officer’s Representative shall be contacted for direction as to the use of an appropriate metal polish.

245 – GLASS CLEANING

After each washing operation, all glass shall be clean and free of dirt, grime, streaks, excessive moisture and cloudiness.

Window sashes, sills, woodwork about interior glass and other surroundings shall be thoroughly wiped free of drippings and other watermarks.

Cleaners shall use pads to protect windowsills when standing on or placing cleaning materials on them. All such pads and/or cloths necessary to protect Government property shall be furnished by the contractor.

Windows which require cleaning on both sides will have the inside and outside cleaning performed on the same day.

250 – PORCELAIN WARE CLEANING

Porcelain fixtures (drinking fountains, washbasins, urinals, toilets, etc.) shall be clean and bright;

with no dust, spots, stains, rust, green mold, encrustation, or excess moisture.

Walls and floors adjacent to fixtures shall be free of spots, drippings, and watermarks.

255 – SPOT CLEANING

Following this cleaning operation, smudges, marks, or spots shall have been removed from the designated areas without causing unsightly discoloration.

260 – TOILET CLEANING AND SERVICING

Toilet cleaning shall consist of emptying trash receptacles and replace with plastic liner, sweeping floors, damp wiping towel dispensers, towel trash receptacles, mirrors, and doors, cleaning washbasins, water closets, showers and urinals; and mop entire floor area with a pine oil type disinfectant. It also shall include checking and replenishing towels, toilet tissue, and soap dispensers. Wall surfaces and stall partitions are to be spot wiped daily. Toilet servicing is defined as checking and filling dispenser for towels, toilet tissues and soap with Contractor-furnished towels, toilet tissues and soap. Wash toilet seats, check under lips of bowls and urinals and shower stalls for scale deposits, and clean thoroughly. Dilution of liquid hand soap product is not allowed.

Tile grout (floors and walls) are to be scrubbed, mechanical or hand, in order to clean grout.

Solution will be provided by contractor and approved by Contracting Officer’s Representative.

Door handles, partition handles, and light switches are to be cleaned and disinfected daily. Walls and partitions are to be spot cleaned daily to remove smudges and graffiti.

Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas provided by COR. Extra paper supplies may only be left out at the discretion of the COR.

270 – MISCELLANEOUS

Other tasks shall be performed as indicated:

Contractor will ensure that their vacuum cleaner and buffers are in working order at all times.

Wet mop head will be replaced every three months. Wet mop head will be washed out and hung up to dry daily on outside facilities provided by contractor.

Contractor will insure adequately trained personnel are available to take over for periods of absence due to vacation and sick leave.

Waste baskets will be emptied and wiped clean daily.

Outside trash dumpster doors shall be closed after use. Any debris dropped between building and dumpsters shall be picked up by Contractor Personnel.

Report fire hazards, conditions, and items in need of repair to the Facility Manager.

Turn in lost and found articles to the COR noting where and when found.

The Contractor shall notify the COR of any conditions that may interrupt or delay performance under this PWS such as locked offices/facilities, occupied rooms, adverse weather condition, and/or any other conditions. Refusal of entry by tenant shall be documented and excuses Contractor from servicing that area for that cleaning cycle only. Repeated refusal should be brought to the attention of Facility Manager.

The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

No smoking by Service Personnel.

Service personnel are not to use any telephone in offices or laboratories. Contact RSS for authorized telephone use.

280 – INSURANCE

Contractor will be required to obtain liability insurance in minimum amount of $20,000.00.

300 – INSPECTION AND ACCEPTANCE

Inspection of work performed under this contract will be made by the Contracting Officer’s Representative or the designated inspector as the work progresses at such intervals as are necessary to ensure compliance with the contract specifications and provisions. Upon completion of the work, the COR shall make an overall inspection of the work completed. If the work is not accepted by the COR, the contractor shall complete any remedial work required for acceptance.

310 – MONTHLY REPORTS

The Contractor shall provide a monthly report to the COR outlining the biobased product used.

This information will be used for reporting purposes and are to be used in carrying out the requirements of the contract. These reports will be attached and submitted with their invoice for payment via the Invoice Processing Platform or given to the COR within the first 10 days of the month, whichever occurs first. See Appendix C for a sample monthly report.

400 – PAYMENT

Payment will be made monthly in arrears for work satisfactorily completed upon receipt of an invoice via the Invoice Processing Platform (IPP) located at www.ipp.gov. If you have an existing IPP username and password from any federal agency that uses IPP, you may use them to invoice for this contract; log on and search for this contract number. If you have never had an IPP username or password, upon signing this contract, USDA will email your username and the Dept. of Treasury will email your password.

Failure to provide the monthly report or use the percentage of biobased material as proposed by the Contractor will result in a one percent (1%) payment penalty for that month. Four failures in a 12-month period will result in this contract going into default.

Final payment will be withheld until contractor removes equipment and returns all Forest Service provided equipment and material. All payments are NET 30 days; invoices will be paid to the contractor’s financial institution the 30th day after the designated billing office received a proper invoice.

APPENDIX A - Custodial Service Workload Standards

CUSTODIAL SERVICES WORKLOAD STANDARDS

Southern Research Station

All Building listed 104.

Admin, Genetics, Head House, Technician

SWEEP FLOORS Weekly http://www.ipp.gov/

MOP FLOORS Weekly VACUUM CARPET Weekly SHAMPOO CARPET Annual CLEAN WALK-OFF MATS Weekly

TRASH/RECYCLING

COLLECTION/REMOVAL (Centralized Locations)

Weekly

REST ROOMS (All tasks/services) Weekly

- RESUPPLY REST ROOMS Weekly

- CLEAN DRINKING FOUNTAIN Weekly

- CLEAN WALLS/PARTITIONS Weekly

- SWEEP/DAMP MOP FLOORS Weekly

- CLEAN/DISINFECT REST ROOMS Weekly

- DESCALE TOILETS & URINALS Weekly

- REMOVE TRASH Weekly CLEAN INTERIOR WINDOWS Weekly

DUST SURFACES, DISPLAYS, AND

COUNTERS Weekly

KITCHEN AREA (FLOORS,

APPLIANCES, AND ALL SURFACES) Weekly

APPENDIX C – Monthly Report

PRODUCT BIOBASED (Y/N)

**EXAMPLE** Floor Cleaner – BioRight Floor Cleaner Yes