12445025Q0006_ Attach_ 1 PWS Knoxville Office Janitorial.docx

US Department of Agriculture (USDA)

Performance Work Statement

Contents

Project Title Knoxville Office Janitorial

General Information

1.0 Background and Purpose

The Southern Research Station Forest Inventory and Analysis (FIA) in Knoxville, TN is located at the University of Tennessee Research Park. The 13,000 SF office is located on the first floor of the building and contains space for up to 64 employees. The building space was constructed in late Fall of 2024 and there is a new need for janitorial services as described below.

1.1 Facilities

Main Office Building:

56 Workstations, 8 Private Offices, (1) 36-person conference room, (2) 8-person conference rooms, (4) 4 person conference rooms, 2 phone booth rooms, 1 mother's room, 1 break room, 1 collaboration room, 1 in suite bathroom/shower, and a reception area.

2.0 Definitions

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

Disinfect – Cleaning to destroy any harmful microorganisms by application of an approved chemical agent.

FIA- Forest Inventory and Analysis

Regular Working Hours – Contractor will perform the required Custodial services after the Government's regular (normal) working hours of (7:00 a.m. – 5:30 p.m., Monday through Friday, except Holidays) on a schedule that is mutually acceptable to contractor and the contractor officer’s technical representative (COR).

Recyclables –Any plastic, paper, metal, or other materials that may be recycled.

Space –A space is an area to receive custodial services which may or may not be considered a room by common definition. Examples of spaces are definable sections of hallways, stairwells, lobbies, offices, entrances, and deck areas.

Quality Assurance Surveillance Plan - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 Standard of Cleanliness

Provide janitorial services using the best commercial standards and practices that result in the removal of dirt, grime and other foreign matter so the facility is healthy and safe work environment for employees. The interior of the facility is clean to touch and sight, disinfected and all visible foreign material is removed. All work must be performed in accordance with the best commercial janitorial standards for cleanliness and the requirements of this performance work statement. Work is subject to inspection and acceptance by the COR. Any failures in performance shall be corrected immediately upon notification. Deficient work that cannot be corrected may be subject to an equitable adjustment in contract price.

3.2 Frequency of Service

Regular cleaning must be done three times a week. Two of the days must be Monday thru Thursday outside of regular business hours. Workdays must be agreed upon and approved by the Contracting Officer’s Representative (COR). Contractor will inform COR of their cleaning schedule before cleaning is accomplished on Federal holidays, Saturdays, or Sundays. Quarterly services must be performed when such cleaning is most beneficial. Each quarterly cleaning must be separated by at least two to three months and a schedule provided to the COR beforehand.

3.3 Three Times a Week Tasks

3.3.1 Empty, then re-line all community waste and recycling containers every scheduled service. Recyclables left in designated area. Clean/disinfect container as needed. Leaving clean spare bags in bottom on container.

3.3.2 Sweep, mop, and disinfect all hard floors.

3.3.3 In Office Bathroom Suite: Clean and disinfect toilet, clean mirror, sink, and bathroom fixtures. This includes the outside areas of the toilet in addition to the handle, seat, tank, and lid. Restock soap, paper towels, toilet paper, shower curtain as needed.

3.3.4 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.

3.3.5 Coffee Bars: Clean and disinfect all surfaces and appliances to include coffee makers and beverage coolers.

3.3.6 Kitchen areas: Clean disinfect/scour on all features including sink, counter tops, and refrigerator handles/doors.

3.3.7 Sweep outside doorway entrances, removing cobwebs, trash, dirt, or any other objects.

3.4 Weekly Tasks

3.4.1 Dust all horizontal surfaces of furniture and partitions in offices and lobby areas.

3.4.2 Vacuum all carpeted floors to including offices and conference rooms.

3.4.3 Remove cobwebs in offices and hallways.

3.4.4 Clean all entryway glass double doors.

3.5 Monthly Tasks

3.5.1 Kitchen areas: Clean and disinfect refrigerators, small kitchen appliances, and fronts of cabinets in break room.

3.6 Quarterly Tasks

3.6.1 Clean all interior windowpanes of dust or debris.

3.6.2 Clean all baseboards.

3.6.3 Clean all glass walls and doors.

3.7 Yearly

3.7.1 Clean all interior windows yearly ridding them of debris, dust, streaks, or smudges.

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

3.8 Increased Service Frequency

Optional Line Item- If there should be an increased need to increase cleaning services due to increased office staff presence.

3.8.1 Weekly cleaning four times a week for tasks in section 3.3.

3.8.2 Weekly cleaning five times a week for tasks in section 3.3.

3.9 On Call Emergency Cleaning Service

Optional Line Item-Up to three hours of cleaning service by two janitors to provide emergency cleaning services with 24hr notice by the direction of the COR.

3.9.1 Clean carpet of residue due to accidents or spills.

4.0 Deliverable / Schedule

Designated Government Sponsor

Within 10 calendar days of contract award or a new employee being selected for work on this contract.

Report purchases of Biobased products in the System for Award Management (SAM). Ref Section 6.1.1

5.0 Government Furnished

The Government will provide the following facility access hardware and supplies the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the “Government Furnished Property”, Contract Clause, 52.245-4.

a. Coordinate with the COR for access to the supplies and for replenishment when the GFP stock needs replenishing. Provide a two week notice to the COR for replenishment of stock. The Contractor is responsible for any loss or damage to GFP once the Contractor takes possession of the property until the property is incorporated into the work.

b. The Government will provide key cards as required for facility access for the Contractor after office hours. The contractor shall be responsible for the facility security if unauthorized entry to the building is gained by using the key cards. Key cards must be returned to the Contracting Officer's Representative (COR) prior to final payment.

c. 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.

d. Dumpsters are located onsite and are available for the contractor to dispose of waste excluding biochemical.

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

f. List of Government Furnished Property and Resources

6.0 Contractor’s Furnished Property, Supplies, and Information The Contractor furnishes all supplies, materials, equipment, and employee training necessary for the performance of work under this contract unless otherwise specified herein. The Contractor must meet OSHA Standards. Equipment must be used and maintained in accordance with the manufacturers’ directions and meet all applicable OSHA standards. The Contractor must furnish and keep on site all Material Safety Data Sheets (MSDS) for any materials used in the performance of this contract.

6.1 Cleaning Supplies

The Contractor must use environmentally friendly products. All chemicals will be those commercially available which meet Federal, State, and local codes. Preference shall be given to concentrated cleaning chemicals that are fully biodegradable, use ecologically sound packaging, are phosphate-free, noncorrosive, and non-flammable.

The Contractor will take every precaution to ensure that only safe products and approved environmentally safe products without fragrance are used. Personal Protective Equipment (PPE) must be worn to ensure the safety of all employees. Information can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials. The Contractor will not use any material which the COR and the designated site supervisor determines would be unsuitable for the purpose or harmful to the surfaces and environment to which applied and the clinic environment indoor and outside walls, doors, and window. Costs for correcting damage caused by misused materials will be borne by the Contractor.

6.1.1 Bio-Based Cleaning Products

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).

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

6.2 Equipment

The Contractor shall furnish all equipment needed for the performance of the work of this contract. All equipment must be properly guarded and meet all applicable OSHA standards. If a piece of equipment needs repair and is determined to be unsafe by the COR and the designated site supervisor, the Contractor shall immediately stop using the equipment. Repair or replacement of damaged equipment must be made within 72 hours.

6.3 Notification

The contractor shall notify the Government of any circumstances of needed repair to the facility or of any area that may affect performance of contract work, present hazardous, unsafe, or unhealthy conditions, or cause any delays or interference of work by employees of the contractor. In addition, the contractor shall notify the Government when the facility is under unsafe conditions such as flood or fire. Contractor will turn in lost and found articles to the COR and the designated site supervisor.

Contractor will notify the COR and the designated site supervisor if an unauthorized or suspicious person(s) is seen on the premises. The Contractor shall not allow access to any person(s) to the building.

6.4 Key Personnel

6.4.1 The Contractor must designate a Project Manager (PM) as the single onsite Point of Contact (POC) for award management. The PM must have the authority to make decisions for the Contractor and must be the single onsite Contractor representative responsible for all issues, concerns, or problems for this award instrument. The PM must readily respond to questions, concerns, and comments, and must proactively alert the Government to potential contractual issues.

6.4.2 The Project Manager must meet the following technical and experience requirement. The PM must have at least 5 years working in the facility custodial and janitorial field in supervision. The PM conduct must conduct themselves in a respectful and cordial manner at all times.

6.4.3 The contractor must inform in writing to the CO and COR any personnel change of the Project Manager or Contractor Authorized Representative positions.

6.4.4 Contractor must provide a resume for the Contracting Officer for approval for the Project Manager at the Key Personnel deliverable.

6.4.5 In case of substitutions to the PM, 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 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 award instrument will be modified to reflect any approved changes of key personnel.

6.5 Quality Control

The contractor must maintain an approved Quality Control Plan. The contractor will develop and maintain an effective quality control program to ensure services are performed in accordance with the project requirements. Also, the contractor will 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 their work complies with the requirement of the contract.

The Contractor must maintain an adequate inspection system and perform inspections to ensure the work performed conforms to contract requirements. The Contractor must maintain complete inspection records and make them available to the Government. Every 5th of each month a Program Manager must submit a Monthly Task report detailing the work completed and any outstanding tasks will need to be submitted to the COR. All work is subject to Government inspection before acceptance to ensure strict compliance with the terms of the contract.

6.6 Staffing

Contractor personnel must consistently present a neat appearance and be easily recognized. Employees must be fully attired and wear appropriate footwear (i.e., open-toed shoes are not permitted). The Contractor will notify the COR of any changes to Contractor personnel assigned to the Contract. Additionally, Contractor personnel will not allow anyone besides FIA staff and other Contractor personnel in the building. 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.

The Contractor must train any new or temporary staff to adhere to the same level of quality of services, and completeness for this contract. All new or temporary staff names must be presented in writing to the COR prior to entering the facilities.

Continuity of personnel is critical to successful performance and keeping administration and/or oversight to a minimum. Personnel turnover must not exceed more than two individuals within any 12-month period.

6.7 Work Schedule

The Contractor's initial work schedule must indicate the hours of the day and the day of the week services will be performed. The schedule must list the type of work to be performed and the areas to be worked. When scheduled services performed fall on a holiday, alternate dates shall be specified. The initial work schedule shall be submitted to the COR for approval within five days after award.

Once approved, all work shall be performed in strict compliance with the work schedule to facilitate the Government's inspection of the work. Changes to the work schedule shall be submitted for the COR's approval at least three working days prior to performance. In preparing the work schedule, the Contractor shall comply with the following general requirements:

Federal Holidays

New Year’s Day Labor Day Martin Luther King Jr’s Birthday Columbus Day Washington’s Birthday Veterans Day Memorial Day Thanksgiving Day Juneteenth National Independence Day Christmas Day Independence Day

7.0 Security Requirements

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

7.1 Building Security

The Contractor must be responsible for seeing that Contractor’s employees do not disturb papers on desks, tamper with computer terminals, open drawers or cabinets, or use telephones except for emergency calls to the police or fire department. Use of Government photocopiers, fax machines, computers, and other Government office equipment by Contractor’s personnel is strictly prohibited. Government office equipment must not be unplugged, bumped, or disturbed in any manner unless specifically authorized by Government personnel. At all times main entrance doors must be secured and not propped open. Prior to leaving, Contractor’s personnel must ensure the premises are locked and secure prior to leaving after cleaning services have been completed. Additionally, all lights will be switched off in the office suite.

7.2 Key Control

The Contractor must establish and implement methods of making sure all key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys cards issued to the Contractor by the Government will be duplicated. The Contractor will develop procedures covering key control and include procedures in the Quality Control Plan. The Contractor must immediately report any occurrences of lost or duplicate key cards to the Contracting Officer. Contractor must prohibit the use of Government issued key cards by any persons other than the Contractor’s employees. The Contractor must 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.

7.2.1 Lost keys cards

Must be reported to the COR and the CO. In the event key cards are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, have the key card deactivated. The COR will contact the building manager to have the key card deactivated.

7.2.2 Key Card Access

Keys cards will be provided by the COR. It is the Contractor’s responsibility to keep key cards in a safe location and return key cards as required by the COR. If the Contractor fails to return key cards within two weeks of end of contract or upon determination that key cards have been lost, the Government reserves the rights to deactivate cards and withhold said expenses from the Contractor’s pay.

7.3 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.

7.4 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.

8.0 Performance Requirement Measures

The below table describes the quality level of performance expected by the Forest Service and the means by which the Forest Service may use to validate acceptable services. Acceptance by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the terms and conditions of the contract. The following inspection and acceptance criteria are to be used:

% for NOT meeting the Task

No more than 2 defects

Rework of line items at no cost to the government.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Supply levels are to be full and prepared for the daily business operation.

Positive/Negative performance rating.

Exercise Option Years.

PWS Item 3.3.4 – Three Times a Week Tasks

Positive/Negative performance rating.

Exercise Option Years.

PWS Item 3.3.5 – Three Times a Week Tasks

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

PWS Item 3.6.1- Quarterly Tasks

Zero defects

Rework of line items at no cost to the government.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

PWS Item 3.6.3 – Quarterly Tasks

Positive/Negative performance rating.

PWS Item 3.7.1 – Yearly Tasks

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Exercise Option Years.

Offset of invoice charges to recoup costs for additional background checks.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Exercise Option Years.

Positive/Negative performance rating.

Attachment Diagram of Office Space image1.png image2.png image3.png image4.png