Custodial_Specifications.docx

DESCRIPTION/SPECIFICATIONS/SCOPE OF WORK

1 Scope of Contract

1.1 Description of Services

This contract is for janitorial services with a Performance-Based Statement of Objectives on the Shawnee National Forest, Hidden Springs Ranger District, Vienna, Illinois. As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards. The proposed contract if for a Base Period plus four Option Periods.

The Contractor shall furnish all personnel, labor, equipment, material, tools, supplies, supervision, management, and services, except as may be expressly set forth as Government furnished, and otherwise do all things necessary to or incident to, perform and provide the work efforts described in this performance work statement.

The Contractor shall determine how much labor is needed to perform the task, what methods will be used to complete the job and which supplies, materials and requirements are needed. The results of the work performed under this contract will conform to the Janitorial Work Quality Requirements and the Government expects that upon daily or periodic inspections that these performance standards will be met or exceeded. 98743 The janitorial work to be performed under this contract is on the Shawnee National Forest, Hidden Springs Ranger District, Vienna, Illinois. It is located at 602 North 1st Street, Vienna, Illinois. There is a total of approximately 9,500 square feet of floor area to be serviced of which approximately 3,444 square feet is carpeted and 6,056 Square feet is bamboo wood, vinyl and ceramic tile floors. These janitorial services will be performed outside of business hours, which are Monday through Friday 8:00 a.m. to 4:30 p.m.

In the event services are not provided by the Contractor, the Contracting Officer’s Representative shall either:

A. Forego the work and reduce payment due to the Contractor for work not performed.

B. Reschedule the work on day satisfactory to both parties.

1.2 Definitions

1.2.1 Administrative Terms

Acceptable Service. A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, and meet the standard, and meet the acceptable quality level before one can say that performance is acceptable for payment.

Acceptable Quality Level (AQL). The maximum allowable deviation from perfect performance that may occur before the Government will invoke payment deduction. An AQL does not allow a Contractor knowingly to offer defective service, but limits reduced payment to circumstances in which defective performance results in a measurable reduction in the value of services rendered.

Best Value. One criterion used for selecting a service contractor for award, based on comparison of the service price offered, with the quality of service offered.

Biobased. Products determined by the U.S. Secretary of Agriculture to be commercial or industrial product (other than food or feed) composed, in whole or in significant part, of biological products, including renewable domestic agricultural material (including plant, animal and marine materials, or forestry materials.

Biodegradable. Products that are non-toxic, non-petroleum, and have low VOC levels. Typically originating from plant or animal sources, which may be broken down by other living organisms.

BioPreferred. Biobased items the USDA has designated as "preferred" for purchase. It meets or exceeds USDA -established minimum biobased content requirements.

Calendar Days. Every day shown on the calendar, Saturdays, Sundays, and holidays included.

Change Order -An order issued to the Contractor by the Contracting Officer, pursuant to the "Changes" clause included in Section I of this contract, requiring work to be performed within the general scope of the contract.

Contract Item -A pay item designated on the bid schedule and described by a specification.

Contracting Officer (CO). -A Government employee 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.

Contracting Officer's Representative (COR). A Government person appointed by the Contracting Officer (CO) to help the CO with the contract administration and surveillance. The duties and responsibilities of a COR are defined in the letter of designation by the CO.

Crew Foreman -The individual responsible for ensuring the contract specifications are met on the ground and that the proper inspection plots have been taken.

Defective Service. A block of service that contains one or more defects, or nonconformance with specified requirements.

Federal Acquisition Regulations (FAR). The Federal Regulations that govern Forest Service acquisitions of property and services, also supplemented by the FSAR (Forest Service Acquisition Regulations).

General Provisions - Those provisions of an administrative nature applicable to the contract.

Government. Title used to represent the United States Federal Government and its designated employees acting within their delegated contract authority. Throughout this contract the titles United States, USDA- Forest Service, Forest Service, and USFS may be used interchangeably as synonymous with Government.

Government Inspector. A Government person appointed by the CO to help the COR with the contract administration and surveillance. The duties and responsibilities of a Government Inspector are defined in the letter of designation. The Inspector's authorities are strictly limited, not to exceed the authority to issue a Contractor a Notice of Non-compliance.

"Green" purchasing: Green Purchasing is the method wherein environmental and social considerations are taken with equal weight to the price, availability and performance criteria that are used to make purchasing decisions. Green Purchasing is also known as "environmentally preferred purchasing (EPP), green procurement, affirmative procurement, eco-procurement, and environmentally responsible purchasing" particularly within the US Federal government agencies. Green Purchasing minimizes negative environmental and social effects through the use of environmentally friendly products. Green purchasing attempts to identify and reduce environmental impact and to maximize resource efficiency. Examples include: Recycled content products, also known as Comprehensive Procurement Guideline (CPG) Items; Energy Star. And energy efficient products; standby power devices; Alternative fuel vehicles/alternative fuels; Biobased products; Non ozone depleting substances, as well as Environmentally preferable products (EPP), etc.

Labor Standards Provisions - Those statutory and regulatory requirements pertaining to the Contractor's employees and employment practices.

Performance Based Service Contract (PBSC). A service contract that (1) Describes requirements in terms of results required rather than the methods of performance of the work; (2) Use measurable performance standards (i.e., terms of quality, timeliness, quantity, etc.) and quality assurance surveillance plans; (3) Specifies procedures for reductions of fee or for reductions to the price of a fixed-price contract when services are not performed or do not meet contract requirements; (4) May include performance incentives where appropriate.

Performance Requirements Summary (PRS). Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the Contractor.

Period of Performance (also Performance Period or Contract Time). The number of calendar days allowed in this contract for completion of the contract work. Once begun on the official start date, the period of performance will be counted in consecutive calendar days, including Sundays and holidays. This time may be suspended by Government issuance of one or more written Suspend Work Order/s.

Quality Assurance. Those actions taken by the Government to assure services meet the requirements of the Performance Work Statement (PWS). Government inspection for quality assurance does not substitute for the Contractor's quality control.

Quality Assurance Surveillance Plan (QASP). An organized written document used for quality assurance surveillance. The document contains specific methods the Government will use to perform surveillance of the contractor.

Quality Control. Those actions taken by a Contractor to control the performance of services so that they meet the requirements of the PWS. The methods for inspecting for quality control are described in the Contractor's Quality Control Plan (QCP).

Random Sampling. A sampling method in which each service output in a unit has an equal chance of being selected. A method of inspecting a few individual items in a lot to determine the quality of that lot against the standard.

Specifications - That portion of the contract comprising a description of the general and technical requirements for materials, products or services to be furnished under the contract.

Standard. An acknowledged measure of comparison.

Work Order - An order written by the COR, which directs the Contractor to correct deficient performance. It may also be used to document satisfactory completion of units and give permission for the Contractor to begin work on additional work units.

1.2.2 Technical Terms

Bare Floors: Vinyl, wood, ceramic tile and other similar hard/resilient-type floors.

Carpeted Floors: Wall to Wall carpeting and area rugs.

Dispensers: Paper towel and toilet paper.

Entirety: The whole or total amount of something.

Fixtures: Toilets, urinals, lavatories, sinks, drinking fountains, mop sinks, break-room microwave, and shower stall.

Glass Surfaces (Both Sides): Plate glass entrance doors to offices within the facility. Glass surrounding entrance doors to offices. Glass in doors and vestibule in interior of office building. Mirrors in bathroom and display case.

Occupational Exposure - means reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potential infections body fluids that may result from the performance of an employee’s duty.

Room Cleaning: All interior areas of the building specified regardless of use. Specific areas requiring special cleaning will be identified

Toilet Rooms: Toilet rooms, shower rooms, and janitor closets.

Surfaces: Walls, ceilings, window sills and frames, blinds, doors and door frames, light fixtures, radiators, perimeter units, vents, grills, office furniture, break-room tables and chairs, and shower stalls.

Windows (Both Sides): Glass in external walls of buildings.

Waste Receptacles: Wastebaskets and trash cans.

2 Supplies

2.1 Government Furnished Supplies/Property

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract. This property shall be used to maintain by the Contractor in accordance with the provision of the “Government Property” FAR clause contained elsewhere in the contract.

The Government will provide:

a. Water and electricity to perform the contract requirements

b. Space in the facility for the storage of inventory of supplies and equipment which will be used in the performance of work under the contract. The Contractor shall maintain this space in a clean, neat and orderly condition. Equipment (i.e., mops, pails, cleaning cloths, etc.) shall be disinfected to prevent odors and stored out of sight. The Contractor will not store any flammable or explosive liquids such as gasoline in the facility. The Government will not be responsible in any way for damage or loss to the Contractor’s stored supplies, materials, replacement parts and equipment.

c. Keys to the building. Keys will be signed out and given to the Contractor Representative and shall be given back to the Government when the contract ends.

d. The Government will make available to the contractor toilet paper, paper towels, trash can liners, hand soap, hand sanitizer and air freshener. Contractor is to notify the COR two weeks in advance of when supplies will need restocked so they can be ordered.

2.2 Contractor Furnished Critical Items (Supplies, Materials, Equipment, Etc.) and Services

a. The Contractor shall provide necessary labor, materials, tools, supplies, equipment, transportation, employee training and sufficient workforce to comply with the requirements of this contract. These materials, supplies and equipment shall reduce the environmental impact when compared to other products used for the same purpose.

b. All supplies and materials shall be of a quality and type customarily utilized by other Contractors engaged in profession of providing janitorial services and that conforms to applicable Federal specifications and standards, and to the extent feasible and reasonable, include the exclusive use of Biobased products. The Contractor shall utilize the greatest number of BioPreferred and Biobased products available that meet applicable health and environmental specifications.

c. The Contractor must submit to the Contracting Officer’s Representative a list indicating the name of the manufacturer, the brand name and the intended use of each of the materials, proposed for use in the performance of its work. The listing shall be updated and kept current.

d. The Contractor shall use recycled products and environmentally friendly materials.

e. The use of caustics (acid based cleansers) will not be approved. The Contractor shall not use any material which would be unsuitable for the purpose or harmful to the surfaces to which applied.

f. Reference Attachments 2 (Biobased) along with Examples of Bio-Preferred Program Product Categories located in the Attachments, Attachment 3 (Chemicals) and Attachment4 (Green Purchasing).

g. The Contractor shall submit a copy of all Material Safety Data Sheets (MSDS) Sheets on the products they are using within 10 calendar days from contract award for all products used in the performance of this contract. The MSDS sheets shall be retained at the work site and updated as often as necessary to keep them current.

2.2.1 Cleaning Equipment

All cleaning equipment needed for the performance of the work of this contract shall be furnished by the Contractor. All equipment must be in safe and effective working condition. All equipment shall be properly guarded and meet all applicable OSHA standards.

The Contractor shall furnish all necessary cleaning equipment including: power-driven floor-scrubbing machines, waxing/acid scrub and polishing machines, and vacuum cleaners. If available, equipment utilized under this contract shall be Energy Star qualified or meet the Department of Energy's Federal Energy Management Program (FEMP) Energy-Efficient product requirements.

All equipment shall be of the size, type, and condition customarily used in this work, shall conform to all applicable safety codes, and shall meet the approval of the Contracting Officer. All vacuum cleaners shall be equipped with High Efficiency Particulate Air (HEPA) filters able to trap at least 99.97 percent of an all particles 0.3 microns in size and larger that are collected by the vacuum cleaner. All vacuum cleaners used during normal office hours (7 a.m. to 6 p.m.) shall be rated to produce noise levels no greater than 65 dB (average) at a distance of 6' 6" from the unit.

The Contractor is responsible for maintaining all equipment in good working order, in accordance with manufacturer recommendations. HEPA filters in vacuum cleaners will be changed on a regular basis in accordance manufacturer specifications so as to maintain optimal performance.

Any defective equipment shall be repaired or replaced at the Contractor's expense before the next scheduled cleaning service.

The Contractor shall provide protective gloves, safety glasses, and any other safety equipment needed to execute the contract.

The applicable Occupational Safety and Health Administration (OSHA) Standards specified under 29 CFR Part 1910 and other Federal, State, and local regulations for the purpose of providing safety precautions to all of his employees who are subject to occupational exposure to The Contractor shall provide all submittals listed in this section.

The Contractor will place hazard cones and signs when working in the restrooms and when any floors are not dry.

The Contractor shall use green cleaning products and processes and shall demonstrate such capability. Reference Attachment 4.

The Contractor shall provide personnel who are qualified to use the Contractor's equipment in a safe manner.

The Contractor must comply with potentially infections blood, body fluids and/or materials as a result of the custodial work performed under this contract.

The Contractor is responsible for providing the necessary training and education to his employees affected by the OSHA standards and ensuring safe and sanitary work conditions for his employees. The Contractor is also responsible for providing, at no cost to his employees, appropriate personal protective equipment such as, but not limited to, gloves, masks, and eye protections (reference section 1910.1030, Bloodborne Pathogens).

Personal Protective Equipment is specialized clothing or equipment worn by an employee for protection against a hazard. General work clothes (e.g., uniforms, pants, shirts, or blouses) not intended to function as protection against a hazard are not considered to be personal protective equipment.

Costs for correcting damage caused by the Contractor will be borne by the Contractor. The Contractor shall be responsible for all damage to property and to persons, including third parties that occur as a result of his or her agent's or employee's fault or negligence. The term "third party" is constructed to include employees of the Government.

2.3 Biobased Products to be Provided by the Contractor

All supplies and materials shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased products. The Contractor shall utilize the greatest number of biobased products available that meet applicable health and environment specifications. For more information, reference Attachment 2.

2.4 Green Cleaning Standards

Green cleaning is a planned and organized approach to cleaning that is designed to protect the occupants and worker health and reduce the impact on our human health and our environment. Unlike a traditional cleaning program, a green janitorial program takes a holistic approach to facility cleaning. It goes beyond simple appearances to focus on health and the environmental impacts. Green Cleaning incorporates stewardship, communication, selection of cleaning chemicals, janitorial equipment, paper, supplies, and procedures and methods in which the cleaning is accomplished. Reference Attachment 4.

2.5 Energy Conservation

Energy Conservation is a planned and organized approach designed to conserve energy in our buildings and reduce our dependency on non-renewable sources of energy. Contractors shall have a responsibility to ensure that work under this contract is performed in a manner that conserves energy and other Government resources. Contractors shall take the necessary steps through training, communication, and implementing appropriate procedures to ensure that their employees are assisting the Forest Service with that goal.

The Contractor shall ensure that their employees support the Forest Services to comply with Energy Conservations. These procedures should dictate that the lights are only turned on in the area that they are working in and immediately turned off when they have finished their work in that area.

The Contractor shall strive to use their equipment in an efficient manner by turning it off during times it is not in use. When replacing existing equipment, you should strive to acquire replacement equipment in the top 25% of efficiency as per the Energy Star guidelines.

The Contractor shall never tum off or unplug equipment in the space they are cleaning without prior written approval by the Contracting Officer’s Representative.

The contractor will make sure all required lights are turned off before leaving the building. The Contracting Officer’s Representative will show the contractor how the override switch works for the office lights.

2.6 Authorized Personnel

The Contractor, during the course of work, shall not permit entry into the buildings by other than the Contractor, his/her employees, and Government employees. The Contractor shall be responsible for insuring that his/her subcontractors comply with the provisions of this contract.

Key Control: The Contractor must establish and implement methods of ensuring that all keys that are issued by the Government are not lost, misplaced or used by unauthorized persons. No keys issued to the Contractor by the Government shall be duplicated. In the event that a key is lost, stolen or duplicated, the Contractor shall report the occurrence immediately, and all locks and keys for the system shall be replaced by the Government and a total cost shall be deducted from the monthly payment due. The Contractor shall develop procedures covering key and/or card control as well as enforcement of relock procedures.

Only contractor’s staff will be permitted in the building during designated cleaning hours. Guest, children, pets or children of the staff will not be permitted in the facilities.

The contractor shall prohibit employees from distributing papers on desks, drawers, cabinets, or using the telephone or office equipment for Government use.

The contractor shall provide a list of all employee(s) name(s) and telephone number(s) ten day prior to the starting date for this contract. If or when the contractor has a change in employee(s) the contractor shall furnish and updated list of the new employee(s) to the Contracting Officer’s Representative.

2.7 Safety Procedures

Accepted safe practices shall be followed in performance of the work. After each period of cleaning or other service, the area shall be inspected for fire hazards. All unnecessary lights shall be turned off, unless otherwise designated. All outside doors and windows shall be closed and locked.

The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk of injury for any personnel that are present. Any fire hazards, conditions, and items in need of repair shall be reported to the COR.

The Contractor will be responsible for damage done to Government equipment and/or fixtures by his/her employees.

The Contractor will supply Material Safety Data Sheets (MSDS) for any cleaning supplies (classed as hazardous chemicals) stored in the building. Containers shall be labeled as to content and MSDS number.

3 Contractor Required Submittals The Contractor shall submit the following to the Contracting Officer’s Representative as indicted in this document:

3.1 Contractor Effort Required

A. The determination of the total daily productive man-hour requirements for the performance of all services herein specified is the sole responsibility of the quoter. Nothing in this provision should be construed as being contrary to this quoter's responsibility.

B. All cleaning shall be accomplished utilizing the latest technology, products, equipment, and industry practices, specifications, and recommendations in order to achieve the quality standards. The services shall also be done in accordance all federal, state, county and local codes.

C. In the event of an emergency during the Contractor employee's normal working hours, the Contractor shall divert their forces to meet the emergency (example: A water leak from a sink and the water supply needs shutoff). When employees are no longer need, they will return to their normal duties. If the Contractor cannot perform and finish the services, the Contractor will notify the Contracting Officer’s Representative.

4 Quality and Performance Standards The Contractor through innovation, technology, or other means, shall perform the work tastks in the contract at frequencies necessary to meet the quality and performance standards in this Section. Evaluations of the Contractors work will be based on the standards in this Section combined with the overall appearance of the office building. In order to be effective, the evaluation should be conducted by the Contracting Officer’s Representative as close to the time that the cleaning tasks were completed. Listed below are the performance standards the Contractor is required to meet in this contract.

4.1 - Weekly Janitorial Services – The Contractor shall accomplish all cleaning tasks to meet the requirements of this cleaning contract. The Contractor expressly agrees that it shall be solely responsible for supervising its employees that it shall comply with all rules, regulations, orders, standards, and interpretations pursuant to the Occupational Safety and Health act of 1970.

4.2 - Maintain Floors All floors, except carpeted areas, shall be swept, dust mopped, or wet mopped, as needed to ensure they have a uniform glossy appearance free from dirt, debris, dust, and scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be cleaned. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

4.3 - Remove Trash All trash containers shall be emptied and returned to their initial location. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the outside dumpster, located in the lower parking lot. Trash receptacles shall be left clean, free of foreign matter and free of odors.

4.4 - Vacuum Carpets – Vacuum carpeted areas, to include corners and edges. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the COR. Interior and exterior floor mats, and chair mats are included to receive this service.

4.5 - Clean Carpets Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately.

4.6 - General Spot Cleaning Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, or other evidence of soil.

4.7 - General Dusting All horizontal surfaces, to include but not limited to counters, tabletops, computers, monitors, phones, conference and team room tables, shelves, file cabinets, visible baseboards, door facings around hanging objects, ledges in stairwells, desk lights, chairs, chair pedestals, and desks in individual work areas and offices must be cleaned to eliminate dust collection. Office equipment that includes, but is not limited to, fax machines, printers, copiers, postage meters, paper shredders, plotter, DVD/VCR, and television in conference room must be dusted or cleaned to eliminate dust collection. CLARIFICATION: Contractor shall not move papers on individual desks or move displays to dust. Only dust around individual desks and displays as needed.

4.8 - Clean Interior Glass/Mirrors Clean all interior glass in doors, walls and display case, and exterior doors. After glass cleaning, there shall be no traces of film, dirt, smudges, water or other foreign matter.

4.9 - Clean Drinking Fountains Clean and disinfect all metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountain shall be free of streaks, stains, spots, smudges, scale, and obvious soil.

4.10 - Clean Stairways Floors shall be maintained as described in floor maintenance above. Additionally, grease and grime shall be removed from stair guards, handrails and baseboards.

4.11 - Restroom Cleaning Service Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, walls and other such surfaces using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. Clean mirrors above sinks to be free of streaks or film.

4.12 -Sweep and Mop Floor After sweeping and mopping restroom floors, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Floors shall be cleaned as necessary to maintain sanitary conditions and a clean, uniform appearance.

4.13 - Stock Restroom Supplies Contractor shall ensure restrooms are stocked sufficiently with soap, hand sanitizer, trash can liners, paper towels, and toilet paper.

4.14 - Clean Kitchen Clean and disinfect sink, faucet, drain and stopper. Sink and surrounding areas shall be free of streaks, stains, spots, smudges, and other obvious soil. Clean and disinfect microwave oven inside and out, wipe down the outside of the coffee pot and refrigerator, and the exterior of the trash receptacles, as well as the walls near the trash receptacles.

5 - MONTHLY

5.1 - Monthly Service Second week of each month: Throughout the building, dust all windowsills and picture frames, fire extinguisher boxes, and remove cob webs from ceilings and light fixtures.

5.2 - Monthly - Clean Exterior of Entrance Areas Sweep down and remove cob webs and debris from the exterior walls, beams, railings and doors at all five entrances to the building. Sweep porches and sidewalks clear of debris, and scrub soiled areas if needed. Remove dust and grime from all benches, chairs, and tables on porches. This completed in a manner that will present a clean, neat and professional appearance at each entrance.

5.3 – Monthly – De-Scale shower, toilet bowls and urinals De-scaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films and other deposits. After De-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits and rust stains 6 - Semi-Annual –

6.1 - Clean Interior and exterior Windows Clean interior and exterior of all office windows. Clean as many exterior windows as possible without using a ladder. After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

Prior to this service, the Contractor and the Government will coordinate the time of the service, so the Government can ensure desks are cleaned off to provide clear access to the windows.

7 - Annual –

7.1 - Steam Clean Carpets All carpeted areas shall be steam cleaned, deodorized, and Scotch Guarded. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, and adjoining vinyl, wood or tile floor surfaces.

Prior to this service, the Contractor and the Government will coordinate the time of the service, and the Government will ensure that all necessary furniture is removed from the carpeted areas. Likewise, the Government will replace the furniture once carpets are dry.

Annual carpet cleaning service will be scheduled to be performed on Friday after the regular office hours or on Saturday to allow the maximum time possible for the carpet to dry out side of regular office business hours which are Monday through Friday 8:00 a.m. to 4:30 p.m.

7.2 - Annual – Vinyl and Wood Floors Vinyl and wood floors will be stripped, mopped and waxed to provide a high gloss appearance. All cleaning and waxing solutions shall be removed from baseboards, furniture and adjoining tile or carpeted floor surfaces.

Prior to this service, the Contractor and the Government will coordinate the time of the service, and the Government will ensure that all necessary furniture is removed from the vinyl, wood floors. Likewise, the Government will replace the furniture once the floors are dry.

Annual vinyl and wood floor cleaning service will be scheduled to be performed on Friday after the regular office hours or on Saturday to allow the maximum time possible for the floors to dry out side of regular office business hours which are Monday through Friday 8:00 a.m. to 4:30 p.m.

7.2 - Annual – Ceramic Tile floors Ceramic and tile floors will be acid scrubbed or by some other method, and the grout sealed to provide a clean satin finish. Wax cannot be applied on the ceramic tile floors. All cleaning solutions shall be removed from baseboards, furniture and adjoining vinyl, carpet, and wood floor surfaces.

Prior to this service, the Contractor and the Government will coordinate the time of the service, and the Government will ensure that all necessary furniture is removed from the ceramic tile floors. The Government will replace the furniture once the tile floors are dry.

Annual ceramic tile floor cleaning service will be scheduled to be performed on Friday after the regular office hours or on Saturday to allow the maximum time possible for the floors to dry out side of regular office business hours which are Monday through Friday 8:00 a.m. to 4:30 p.m.

8 - Miscellaneous Requirements.

A. Report hazardous conditions, and items in need of repair (inoperative lights, blinds not working, broken windows or doors, tom carpets, leaking faucets, urinals, or toilets, etc.) to the Contracting Officer’s Representative.

B. Shall not leave a secured space unattended or open during cleaning

C. Notify the Contracting Officer’s Representative when an unauthorized or suspicious person is seen on the site.

E. Contractor shall conserve energy by only using lights in areas being cleaned and turning off all unnecessary lights.

F. Report fire to appropriate resources for rapid response.

G. The Contractor shall not disconnect equipment in the building from electrical outlets without prior approval by the Contracting Officer.

H. Make a daily tour at the end of each cleaning to ensure that all contractors equipment is shut off or disconnected; that there is no smoldering, smoking or burning materials.

I. Report all accidents to the Contracting Officer’s Representative immediately.

J. Assign sufficient staffing to be responsive to deficiencies or complaints related to cleaning.

K. The Contractor is responsible for securing the buildings and checking all exterior doors prior to departing each evening. If the Contractor opens any doors, they are responsible to close them.

9 - Federal Requirements.

A. All chemicals will be those commercially available, which meet Federal, State, and local codes.

B. The Contractor is required to use biobased or biopreferred products first than green and then other environmentally friendly materials, which have demonstrated their effectiveness.

C. Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging, and are phosphate-free, non-corrosive, non-flammable, and fully biodegradable.

D. The Contractor will take every precaution to ensure that only safe products are used. Information can be obtained from Federal, State, and local agencies concerning the safe chemical cleaning materials.

10 - Government Quality Assurance: Inspection, Incentives and Deductions The Government will make visual inspections on a random basis using the Quality and Performance Standards listed above as an evaluation checklist for inspecting the quality of work performed by the contractor.

The Contracting Officer’s Representative will provide the Contractor with written notification of non-compliance or of customer complaints. The Contractor will have one opportunity during the next scheduled service to correct the noted deficiencies. If the correction does not achieve compliance with the Contract requirements; a deduction equal to the value of the non-conforming service will be made from that month's invoice.

The Contractor will receive full payment for acceptable work along with a good evaluation for good performance. For unacceptable work, the Contractor will receive a deduction of payment and a poor evaluation.

11 - Payment Monthly payments will be based on all work satisfactorily completed in accordance with contract performance statement of work.

A. A payment invoice will be processed once a month. Payment will be processed at unit prices quoted for work satisfactorily performed.

B. Deductions may be made for unsatisfactory work. The amount will be negotiated between the Contractor and Contracting Officer’s Representative.

Attachment No. 2 BioBased Products and Certification Background Congress passed a law to encourage the purchase of biobased products: the Farm Security and Rural Investment Act, Section 9002. Federal agencies must purchase designated biobased products and will establish agency preferential procurement programs for such products. Benefits of biobased products are to: enhance the nation's energy security by substituting domestically produced biobased products for fossil fuel based products derived from imported oil and natural gas; improve demands for biobased products to increase demand for agricultural commodities, which are the feedstock of biobased products; spur the development of value added agricultural processing and manufacturing in rural communities, which would create new jobs and income in rural regions; and establish an healthier environment for users.

Supplies, Materials, and Equipment to be Provided by the Contractor Unless otherwise specified herein, the Contractor shall furnish all supplies, materials, and equipment necessary for the performance of work under this contract. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the Contracting Officer.

The Contractor must submit to the Contracting Officer a list of product to be utilized in the performance of its work. The Contractor shall not use any materials, chemicals, or compounds that the Contracting Officer, determines to be unsuitable to perform the required work. The Contractor shall utilize products and material made from biobased materials (e.g., biobased cleaners, biobased degreasers, biobased laundry detergent) to the maximum extent possible. For the biobased content products evaluation, products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Biobased Products List (DBPL). Ifrequested in the contract, Contractors shall provide data for their biobased solvents and cleaners to document the level of biobased content. Any biobased product that the Contracting Officer suspects does not meet USDA specifications or standards shall be tested at the Contractor's expense by an independent laboratory qualified to perform such tests. A copy of the laboratory report of findings shall be submitted to the Contracting Officer.

These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

Biobased Products to Be Provided by the Contractor All supplies and materials shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased products. The Contractor shall utilize the greatest number of biobased products available that meet applicable health and environment specifications.

It is desirable that the Contractor be able to supply the greatest number of biobased products listed meeting the health and environmental specifications. Labeling should be printed on all containers.

Also reference the BioPreferred Program Product Categories located in the Exhibits.

The offered products must meet the required content levels as stated in the USDA Final Rule for that designated item. Products which do not meet the mandatory specifications or for which the appropriate information has not been submitted will be disqualified from further consideration.

Required Submittals and Reports All quoters shall submit with their initial proposal a complete list of products that are to be used in carrying out the requirements of the contract along with an estimated price. Additionally, the winning Contractor shall report all products in accordance with FAR 52.223-2. A copy shall be also submitted to the Contracting Officer. The products list shall be organized into the following categories: Designated Biobased products, Non-designated Biobased products, and all other "Green" products (e.g. recycled content products, energy- and water-efficient products, products using renewable energy, and alternatives to hazardous or toxic chemicals). The Contractor shall list volume to be used and total cost for each individual product in each category. This information will be used for reporting purposes and to determine the reasonableness of cost.

Once USDA designates a biobased item that is part of the existing contract, the Contractor may utilize the remainder of the biobased products that was originally purchased to carry out the requirements of the contract. Once the product has been completely consumed, the Contractor shall replace that product with a product that meets the requirements and specifications of the designated Item. The Contracting Officer shall inform the Contractor when an item has been designated. Additionally, the Contractor will provide supporting documentation ifthere is an upward cost impact so that contract pricing can be adjusted accordingly. Likewise, the contract will be adjusted downward if so warranted. To the greatest extent feasible, the Contractor shall also use biobased products.

A. Operations Plan. The Plan must be reviewed and updated annually, and as required by the Contracting Officer. The Plan must contain and define the following elements and be submitted within thirty (30) days of contract award:

1. The Contractor's written policy stating its commitment to the use of biobased products, employee health and safety, and sound environmental management practices;

2. Proposed biobased cleaning-products that must be selected in accordance with the criteria included in this Solicitation. At a minimum, the Plan must identify products by brand name for each of the above product types;

NOTE: Contractors may propose more than one product within a designated item and/or propose a product or products addressing more than one designated item

3. If for some reason the product is found later to be ineffective, or the Contractor would otherwise like to propose an alternative product, either the Contractor or Contracting Officer may propose for consideration an "equal" product. The Contracting Officer is the final decision-maker for such substitutions and must approve each in writing;

4. Product Use and Cleaning Guides which define standard operating procedures for instructing staff in the following areas: the proper use, storage, and disposal of cleaning products; proper cleaning procedures; proper operation of equipment; and other procedures/instructions to accomplish work under this contract; and

5. The Contractor shall define proper procedures for the storage of hazardous materials in conformance with good housekeeping practices, the National Fire Prevention Association (NFPA) Code, and applicable Federal and municipal regulations. The Plan also must define proper procedures for the identification and disposal of hazardous wastes in accordance with Federal RCRA regulations prior to use with personnel.

6. The Contractor shall provide data on the quantity and dollar value of biobased products used in the contract. This shall be reported in accordance with FAR 52.223-2.

B. Affirmative Procurement Program The Contractor must implement the requirements of the agency's comprehensive Affirmative Procurement Program for the purchasing of biobased products to the maximum extent possible. The Contractor shall detail how it intends to keep abreast of the development and increasing availability of biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (SEPT 2013) A In the performance of this contract, the contractor shall make maximum use of biobased products that are United States Department of Agriculture (USDA)-designated items unless-

(1) The product cannot be acquired-

(i) Competitively within a time frame providing for compliance with the contract performance schedule;

(ii) Meeting contract performance requirements; or

(iii) At a reasonable price.

(2) The product is to be used in an application covered by a USDA categorical exemption (see 7 CFR 3201.3(e)). For example, all USDA-designated items are exempt from the preferred procurement requirement for the following:

(i) Spacecraft system and launch support equipment.

(ii) Military equipment, i.e., a product or system designed or procured for combat or combat-related missions

(b) Information about this requirement and these products is available at http://www.biopreferred.gov.

(c) In the performance of this contract, the Contractor shall-

(1) Report to http://www.sam.gov, with a copy to the Contracting Officer, on the product types and dollar value of any USDA-designated biobased products purchased by the Contractor during the previous Government fiscal year, between October 1 and September 30; and

(2) Submit this report no later than-

(i) October 31 of each year during contract performance; and

(ii) At the end of contract performance.

Certification For certification reference clause FAR 52.223-1, Biobased Products Certification, located in this solicitation.

Attachment No. 3 Chemical Products

CHEMICAL PRODUCTS

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA); Food, Conservation, and Energy Act of 2008; Executive Order (EO) 13423, "Strengthening Federal Environmental, Energy, and Transportation Management;, " EO 13514, "Federal Leadership in Environmental, Energy, and Economic Performance;" and the Federal Acquisition Regulation to provide biobased products. All custodial cleaning products required in the performance of this SOW shall be biobased and meet as a minimum, Green Seal Product Standards (http://www.greenseal.orgl). Biobased products that are designated for preferred procurement under USDA's BioPreferred program must meet the required minimum biobased content standards as listed below:

General Purpose (BP)

The Contractor shall provide a list of all chemical products proposed for use under this contract to the COR for review and approval. Ifit is determined that a product does not meet Government performance requirements, the Contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance.