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Combined Synopsis/Solicitation

Wayne NF, Ironton RD Custodial Services

Solicitation Number 1252B120Q0010

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

This solicitation is issued as an RFQ. The documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-05.

This procurement is set aside for 100% Small Business. The NAICS code is 561720 and the Small Business Size Standard is $18m.

Schedule of Items:

BASE PERIOD (365 days from contract award)

Item

No.

Description Estimated Quantity

Unit

Unit Price

Total Price

01 Monthly Service 12 Mo. $ $

OPTION PERIOD ONE (365 days from Base Period)

No.

OPTION PERIOD TWO (365 days from Option 1)

OPTION PERIOD THREE (365 days from Option 2)

OPTION PERIOD FOUR (365 days from Option 3)

Total Base and all Options $

Notice to Offeror(s)/Supplier(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the solicitation’s closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs incurred.

Scope of Contract This contract is for janitorial services with a Performance-Based Statement of Objectives on the Wayne National Forest, Ironton Ranger District, Pedro, OH. As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards.

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 need 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.

Attachment 1 Performance - Based Statement of Objectives

Scope of Contract This contract is for janitorial services with a Performance-Based Statement of Objectives on the Wayne National Forest, Ironton District, Pedro, Ohio. As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards.

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 need 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.

Location and Description

The janitorial work to be performed under this contract is at the Ironton Ranger District office and Vesuvius Recreation Area Work Center Warehouse #1. The office is located at 6518 State Route 93, Pedro, OH, 45659.

Warehouse #1 is located off County Road 29 approximately 1 mile from the office.

The office has a total of approximately 5,700 square feet of floor area to be serviced of which approximately 4,900 square feet is carpeted, and the remainder is bare floor areas. The warehouse has a total of approx .

700 square feet of floor area t o b e serviced all of which is bare floor area. The location, size, and other pertinent information are described in the attached plan.

Frequency of Service and Cleaning Hours

Frequency of Service (Daily Basis)

The contractor will provide services five times a week (Monday through Friday, unless otherwise agreed to by the Contractor and the Contracting Officer’s Representative).

No work shall be performed outside of the above listed days.

Quarterly carpet cleaning service will be scheduled to be performed on Friday after the regular scheduled cleaning service or on Saturday to allow the maximum time possible for the carpet to dry outside of regular office business hours which are Monday through Friday 8:00 a.m. to 4:30 p.m. This service will be conducted the first Friday or Saturday of the following months: October, January, April, and July.

Hours of Work

Unless otherwise agreed to by the Contractor and the Contracting Officer’s Representative, work shall be performed between the hours of 5:00 p.m. and 12:00 a.m. on regular office business days which are Monday through Friday.

No work will be performed on the following Government Holidays: Columbus Day, Veteran's Day, Thanksgiving Day, Christmas, New Year's, Martin Luther King's Birthday, Washington's Birthday, Memorial Day, Independence Day and Labor Day.

In the event services are not provided or required because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of the Congress to appropriate funds, etc., the Contracting Officer shall either:

Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

Forego the work and reduce payment due to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the "per month” fixed price divided by 20 days per month and then multiplied by the number of days services were not provided. Appropriate adjustments will be made by the Contracting Officer in the event services are provided for portions of days, or

Reschedule the work on day(s) satisfactory to both parties. Except as noted in the schedule of work, work shall not be required on federal holidays.

Definitions

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.

Technical Terms

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

Carpeted Floors: Wall to Wall carpeting and area rugs.

Dispensers: Paper towel, toilet paper, toilet seat cover, sanitary napkin, and soap dispensers.

Entirety: The whole or total amount of something.

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

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.

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, grilles, office furniture, break-room tables and chairs, and shower stalls.

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

Waste Receptacles: Wastebaskets, trash cans, and sanitary napkin disposal units.

Government-Furnished 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 and maintained by the Contractor in accordance with the provisions of the "Government Property" FAR clause contained elsewhere in the contract.

The Government will provide:

Water and electricity to perform the contract requirements.

Wastebaskets and recycling bins.

Space in the facility for the storage of an 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, or equipment.

Heating and air conditioning (if available) of space to be cleaned is provided only during official working hours of facility occupants.

Key to the buildings. The key will be signed out and given to the Contractor Representative and shall be given back to the Government when the contract ends. If the key is not returned at the end of service or is lost. The contract will pay to have (2) office door locks changed and (10) numbered keys made.

Government Furnished Property/Supplies.

The Government will make available to the contractor a 6’aluminum ladder.

The Contractor shall furnish all other labor, tools, equipment, materials, supplies, and incidentals necessary for the satisfactory accomplishment of janitorial work.

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

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.

All supplies and materials shall be of a quality and type customarily utilized by other Contractors engaged in profession of providing custodial 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.

The Contractor must submit to the Contracting Officer 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.

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

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.

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

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.

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 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 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 Contractor shall also have at all times of contract performance, a properly designated representative that understands and speaks fluent English.

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 and who's appearance is clean and orderly. Personnel not acceptable to the Government shall, upon written notice by the Contracting Officer, be replaced with satisfactory personnel within 48 hours after such written notice.

The Contractor must comply with 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 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 not cost to his employees, appropriate personal protective equipment such as, but not limited to, gloves, masks, and eye protections (reference section 1910.1030, Blood borne 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.

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.

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.

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.

Contractor Supervision and Listing of Employees

The Contractor shall have adequate supervision during contract performance to ensure that all cleaning functions are performed.

The on-site supervisors and/or alternatives shall be available at all times when the contract work is in progress. No Government employees are authorized to exercise either direct or indirect supervision over, or provide directions to, the Contractor's employees.

The Contractor shall provide in writing to the Contracting Officer at least ten work days after contract award and updated as employees change the name(s) and telephone number(s) of on-site supervisors. This information is for the Government's use in contacting a supervisor should the need occur when a supervisor is not on-site.

When Contractor employees leave, the Contractor shall makes sure all keys are returned. In addition, the Contractor shall notify the change in employees in writing.

Qualifications of Supervisory Employees

The Contractor shall only assign fully trained personnel capable of accomplishing all of the requirements in this contract. Personnel shall be trained in customer service, customer relations, and proper response to building alarms, building fires and security procedures. The Contractor shall employ experience, competent supervisory personnel capable of providing ongoing training to employees' accomplishing the work and quality requirements under this contract. The on-site supervisor shall understand and speaks fluent English and able to communicate effectively with their staff and Contracting Officer.

The supervisor shall have in-depth knowledge of effective methods of cleaning, managing a contract staffing, quality control, products, supplies and equipment.

The supervisor shall be completed a supervisory training course and have prior custodial experience in project management of similar size and type building as covered by this contract.

Qualifications of Other Contractor Personnel

The Contractor shall only assign fully trained personnel capable of accomplishing all of the requirements in this contract. Personnel shall be trained in custodial type of work, customer service, customer relations and proper response to building alarms, building fires and other security measures.

The personnel employed by the Contractor shall be capable employees, trained and qualified in custodial type work.

Personnel Training

All Contractor employees are required to attend an orientation conducted by the C.O.R. The orientation will include an explanation of the occupant agency's function and a tour of the building/facility. It will also familiarize Contractor employees with key client agency personnel and areas of the building/facility requiring special attention.

The Contractor is required to provide necessary and on-going client relations training for their employees. This training will stress the importance of conflict avoidance and problem resolutions. Emphasis will be placed on grooming, proper attire, and the importance of professionalism and courtesy in day-to-day contacts with building occupants and visitors.

The Contractor's employees shall be familiar with the facility fire alarm and security system. All employees shall be trained on the procedures to follow in the event of fire or other emergency.

The Contractor shall make arrangements with the C.O.R. to review the on-site building safety measures and the facility fire alarm and security system within two weeks from award.

The C.O.R will notify the Contractor if any system has been revised, and if applicable, will request another meeting with the Contractor to go over new procedures.

Contractor Required Submittals

The Contractor shall submit the following to the Contracting Officer as indicted in this document:

DOCUMENT PERIODICITY

Schedule of Work Plan See clause titled Scheduling of Work Information for FAR 52.204- 9 and AGAR 452.204- 71

Upon hiring a new employee and beginning of contract.

Written List of Personnel Working on the contract

Ten Days after Contract is awarded and each time a new employee starts.

Written Notice of Designated Representative

At post award meeting and revised when necessary.

List of all products used on the Contract. List of Biobased Products

With Quote and Two weeks after Contract is awarded and each time a new product is used.

Also in accordance with FAR 52.223-

Cleaning Product Information and Material Safety Data Sheets

(MSDS)

Two weeks after Contract is awarded and each time a new product is used.

Two Copies of the Performance Plan (Operation & Quality Control Plan)

Ten days after award and updated annually.

Depending on Contractor's plan a customer survey and progress reports may be required throughout the contract.

Contractor's Emergency Plan With-in 10 days of award and annually thereafter Safety Plan With Quote and annually thereafter.

Report of hazardous conditions As required Invoice of monthly services Beginning of each month for previous month Evidence of Insurance Within 10 days of award and updated as needed.

Scheduling Work.

The Contractor shall provide the C.O.R a schedule for any cleaning including weekly, semi-annual, and annual duties.

Itemized Work Requirements

A. Major Work Items include, but not limited to:

Carpet and Walk-Off Mats Service.

Bare Floors Service.

Remove Trash Service.

Indoor window cleaning

Weekly (10’ and below) Clean, Dust, Sanitize Service.

Restrooms Service.

Monthly (10’ and above) Clean, Dust, Sanitize Service.

Quarterly Hot Water Extraction Carpet Cleaning Service.

Security and Safety.

Contractor Effort Required

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

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.

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.

Quality and Performance Standards

The Contractor through innovation, technology, or other means, shall perform the work tasks in this 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 other comparable building. In order to be effective, the evaluation should be conducted by the Contracting Officer 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.

Carpet and Walk-Off Mats Service. After servicing all designated carpeted areas and mats in their entirety (edge to edge of rooms, corners and crevices), will be free of all visible dirt, debris, litter, and foreign matter. Carpet will be spot cleaned to remove spills/soilage as needed. Chairs, trash receptacles, flag bases, benches, small tables, planters, and easily movable items will be relocated to maintain floors underneath. Once completed, items shall be returned to their original position. No personnel items on carpeted areas are to be moved and are to be worked around.

Stacks of chairs and tables in large conference room are not expected to be moved. All tears, burns, and raveling will be brought to the attention of the Contracting Officer’s Representative (COR).

Bare Floors Service. After servicing all designated bare floor areas in their entirety (edge to edge of rooms, corners and crevices), will be free of visible litter, dust, and foreign matter. Once the floor has been serviced, it will be free of streaks, swirl marks, detergent residue, and any evidence of soil, stains, film, debris, or standing water. This includes the removal of all splash marks or mop streaks on furniture, walls, and baseboards. Chairs, trash receptacles, plungers, and easily movable items will be relocated to maintain floors underneath. Once completed, items shall be returned to their original position.

Remove Trash Service. All waste containers will be emptied and free of waste and odors including waste container located in kitchen cabinets. Trash containers shall be lined and kept relatively free of trash, dirt, stains and debris.

Place a new plastic trashcan liner in each emptied trashcan. All waste collected will be disposed of in the dumpster.

Waste that falls on the floor and outside grounds during the waste removal will be picked up and disposed of by the Contractor. The government will be responsible for removing recyclable paper, cardboard, and glass located in the blue recycle bins from the premises.

Clean, Dust, Sanitize Service. All glass doors, frames, adjacent glass windows, and frames including: front entrance, lobby and rear entrance doors in their entirety (inside and out, top to bottom, side to side, corners and crevices) shall be free of dust, dirt, streaks, stains, smears, smudges, and prints. All mirrors in their entirety (top to bottom, side to side, corners and crevices shall be free of dust, dirt, streaks, stains, smears, smudges, and prints. All break room countertops, table tops, and outside of refrigerator and microwave doors in their entirety (edge to edge, top to bottom, side to side, corners and crevices) shall be free of dust, dirt, streaks, stains, smears, smudges, spots, prints, and food. Drinking fountain and stainless steel sinks shall be cleaned and disinfected in their entirety (edge to edge, top to bottom, side to side, corners and crevices) shall be free of dust, dirt, streaks, stains, smears, smudges, spots, prints, and food.

Dishes are to be moved out of the sinks to clean the sinks and then replaced. Dishes are not the responsibility of the contractor.

Restrooms Service. Clean and disinfect in their entirety (edge to edge, top to bottom, side to side, corners, crevices, inside, outside, undersides, and bases), all surfaces of sinks, toilet, urinals, plumbing fixtures, pipes, floor drains, dispensers, doors, walls, and all other washable surfaces with a germicidal detergent. All surfaces will be free from streaks, stains, scale, soap film, scum, mineral deposits, and rust stains and will be the original color of the fixture.

Cleaning of fixtures will not mar, mark, scape, or destroy the original finish of the fixture. Restroom floors and splash guard will be serviced in their entirety (edge to edge of rooms, corners and crevices), using a disinfectant and cleaned according to Bare Floors section above. Equipment used to clean and disinfect restrooms shall not be used elsewhere in providing services to the rest of the office. Inspect and replenish supply dispensers. Supplies include, but are not limited to, paper towels, toilet paper, deodorizers, and soap and will be provided contractor.

Monthly (10’ and above) Clean, Dust, Sanitize Service in addition to the regular scheduled weekly service (10’ and below); all window sills, horizontal ledges, door knobs and handles, baseboards, light switches, window blinds (edge to edge, top to bottom, side to side, corners, crevices, inside, outside, front and back), shall be free of dust, dirt, streaks, stains, smears and smudges (Contractor is not responsible for cleaning lobby desk, modular office partitions, desks or drawers, or office equipment, printers, copiers, and plotters.) All windows in the building in their entirety (inside and out, top to bottom, side to side, corners and crevices) shall be free of dust, dirt, streaks, stains, smears, smudges, and prints. All air registers, supply and return, in their entirety (edge to edge, side to side, corners, crevices, inside, outside, bases and louvers), shall be free from dust, dirt, streaks, stains, smears, smudges scale, deposits, and rust stains and will be the original color of the fixture. Office chairs in their entirety (edge to edge, top to bottom, side to side, corners, crevices, top to bottom, front and back) shall be free of dust, dirt, streaks, stains, smears and smudges. Exercise room walls clean and disinfect in their entirety (edge to edge, top to bottom, side to side, corners, and crevices), shall be free of dust, dirt, streaks, stains, smears and smudges.

Quarterly Hot Water Extraction Carpet Cleaning Service in addition to the regular scheduled weekly service. All carpeted areas and mats in their entirety (edge to edge of rooms, corners and crevices), will be free of all visible dirt, debris, litter, foreign matter and moisture. Chairs, trash receptacles, flag bases, benches, small tables, and easily movable items will be relocated to maintain floors underneath. Once completed, items shall be returned to their original position. No personnel items on carpeted areas are to be moved and are to be worked around. This service is to be conducted the first Friday or Saturday of the following months: October, January, April, and July.

Security and Safety. The contractor will be furnished one key to an entrance door and must ensure that all doors are locked at all times. No non-government personnel other than authorized contractor personnel will be allowed in the building during the performance of this contract. If contractor brings into the building any non-authorized personnel it will be immediate grounds for termination of the contractor. All lights will be turned off and security alarm set before leaving the building if no government personnel are in the building. Contractor will notify the COR in writing of all personnel providing services, before they begin working in the office including name and contact information.

Miscellaneous Requirements.

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.

Shall not leave a secured space unattended or open during cleaning

Notify the Contracting Officer’s Representative when an authorized or suspicious person is seen on the

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

Report fire to appropriate resources for rapid response.

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

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

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

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

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.

Federal Requirements.

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

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

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

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.

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 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.

Payment

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

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

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

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 vendors 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 if there 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.

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:

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

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

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;

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

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.

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.

Affirmative Procurement Program The Contractor must implement the requirements of the agency's comprehensive Affirmative Procurement Program for the purchasing of biobased products…