Performance Work Statement - Janitorial Services for USDA AMS SCP SCI Division Fredericksburg VA Amendment 02.pdf

Solicitation 12639523Q0004 – Janitorial Services for USDA, AMS, Fredericksburg, VA

Solicitation

Performance Work Statement (PWS)

Janitorial Services for USDA, AMS, SCP, SCI Division

100 Riverside Parkway, Suite 101

Fredericksburg, VA 22406

General Information

Document Type: Solicitation

Solicitation Number: 12639523Q0004

Posted Dated October 21, 2022

Response Date November 14, 2022 at 12:00PM Central Time

NAICS 561720 - $19.5 Million

Product or Service Code

S201

Set Aside: 100% Service-Disabled Veteran-Owned small business set-aside in accordance with FAR 52.219-27

Introduction –Solicitation 1

A.1.1 Purpose: 3

B. SUPPLIES OR SERVICES AND PRICES/COSTS SUPPLIES AND SERVICES 8

C. CLAUSES AND PROVISIONS 26

D. CONTRACT DOCUMENTS 39

E. CONTRACT DOCUMENTS 49

A.1.1 Purpose:

This procurement is being conducted FAR Part 13 Simplified Acquisition Procedures;

therefore, competitive range determinations as provided for in FAR Part 15 Contracting by Negotiation, are not applicable under this FAR Part 13 acquisition.

A.1.2 Solicitation Number:

The solicitation number is 12639523Q0004 and is being issued as a request for quotes (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2022-08.

A.1.3 NAICS Code:

The associated North American Industrial Classification System (NAICS) code for this procurement is 561720 with a small business size standard of $19.5 Million. This procurement is a 100% Service-Disabled Veteran-Owned small business set-aside in accordance with FAR 52.219-27. Vendors must be registered in the System for Award Management (SAM) at http://www.sam.gov, in order to be considered for award.

A.1.4 Contract Overview and Period of Performance USDA anticipates awarding one (1) Firm-Fixed Price contract from this solicitation. USDA anticipates the resulting period of performance will be one (1) base year with four (4) one-year option periods from the effective date of the contract, a total of five (5) years if all options are exercised. The period of performance for the base year will be January 1, 2023 – December 31, 2023. This contract includes the clause FAR 52.217-8, which if exercised, may add up to an additional 6 months to the contract in addition to the total of five years. The anticipated maximum Period of Performance for this requirement is January 1, 2023 through December 31, 2027, and if the final option year is extended up to six (6) months in accordance with FAR 52.217-8, the final expiration date of this contract will be June 30, 2028, a total of five (5) years and six (6) months.

A.1.5 Places of Performance Area 1:

Administrative Offices & Common Areas (Approximately 14,953 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101 Fredericksburg, VA 22406

Area 2:

Training Branch Main Classroom, Lab Classroom, Dock, and Walk-In Cold Storage Area (Approximately 4,792 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101

A.1.6 Points of Contact Matthew Phillips Contract Specialist

USDA, APHIS, MRP

Acquisition and Asset Management Divison Direct: 479-301-8811 Matthew.Phillips3@usda.gov

Leah Schultz Acquisition Section Chief/Supervisory Contracting Officer

USDA-APHIS-MRPBS

Direct: 612-336-3625 Leah.h.schultz@usda.gov

Joanna Small Contracting Officer’s Representative (COR)

USDA-AMS

Direct: (540) 361-1150 Joanna.Small@usda.gov

A.1.7. Current Contracts Information Currently, the janitorial services for the USDA, Agricultural Marketing Service (AMS), Specialty Crops Program (SCP), Specialty Crops Inspection (SCI) Division located in Fredericksburg, VA are being provided under a purchase order at the price of $39,160.00 per year, with a period of performance of September 20, 2021 – December 31, 2022.

A.2 Submission Information

A.2.1 FAR Provisions and Clauses This requirement includes numerous provisions and clauses by reference. Vendors submitting a quote should review the full text located at www.acquisition.gov/FAR. This includes provision FAR 52.212-1 Instructions to Offerors–Commercial Items and clause FAR 52.212-4 Contract Terms And Conditions - Commercial Items. (See Section D). Some provisions that must be filled out and returned are attached, including FAR 52.204-24 and FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items (if not completed or updated in SAM.gov). (Section E)

A.2.2 Evaluation Key Factors

Evaluation - Commercial Services

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the mailto:Matthew.Phillips3@usda.gov mailto:Leah.h.schultz@usda.gov mailto:Joanna.Small@usda.gov http://www.acquisition.gov/FAR

Government, price and other factors considered. The following factors shall be used to evaluate offers:

● Cleaning Schedule: Vendors shall submit a cleaning schedule that provides services and coverages required for each location. The Cleaning Schedule shall not exceed 2 pages in length and must be specific to these specification requirements for the locations specified.

● Quality Control Plan (QCP): The vendor shall submit the proposed quality control plans for evaluation. The QCP shall not exceed 2 pages in length and must be specific to these specification requirements for the locations specified. The QCP shall also include a sample inspection checklist proposed for use within the Contractor’s QCP.

● Experience: The Vendor must submit a minimum of two (2) but no more than five (5) separate projects within the last 5 years of the closing date of this solicitation that details experience that is similar to the scope and magnitude of this requirement. Vendors shall complete Attachment 2 - Vendor Experience Sheet, and submit a completed sheet for each project referenced.

● Past Performance: Past Performance will be evaluated for the projects submitted for the experience factor. The Vendor shall include complete contact information for each customer for each project submitted within the Attachment 2 - Vendor Experience Sheet. The government reserves the right to contact references to verify any information provided.

In the case of a Vendor without a record of relevant past performance or for whom information on past performance is not available, the Vendor’s quotation will not be evaluated favorably or unfavorably on past performance.

Technical and past performance, when combined, are about equal when compared to price.

(b) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quotation is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award furnished to the successful quoter shall result in a binding contract without further action by either party.

A.2.3 Price Quotation The Vendor shall submit their price quotation by utilizing the Attachment 1 – Vendor Quotation Sheet attached to this solicitation. The Vendor shall only fill in the shaded areas of the pricing template for the initial Base Period and all option periods.

A.2.4 Pre-Quotation Conference, Question Submission & Site Visit A.2.4.1 Pre-Quotation Conference Information:

The Pre-Quotation Conference (Held Virtually) will be held on Monday, October 31, 2022 from 10:00am – 11:00am CENTRAL TIME. The purpose of the Pre-Quotation Conference is for the USDA to provide a brief overview of the requirement, and to allow Vendors to ask questions. Attendance at the pre-quote conference is not mandatory. Vendors who wish to attend must contact the Contract Specialist, Matthew Phillips via e-mail at Matthew.Phillips3@usda.gov and provide the name(s) of attendee(s), and the name of the company they’re affiliated with. A link to the virtual conference will be provided by the Contract Specialist.

Questions:

Questions are due November 4, 2022 at 5:00 p.m. CT. All questions/inquiries must be submitted via email to the Contract Specialist, Matthew Phillips, at Matthew.Phillips3@usda.gov. Inquiries submitted via telephone will be redirected to an e-mail submission. Submit quotations and/or any questions to the attention of Matthew Phillips at Matthew.Phillips3@USDA.gov. Questions will be answered by USDA and responses will be posted to the SAM.gov solicitation via amendment. Late questions will be answered at the discretion of the Contract Specialist.

A.2.4.2 Site Visit The site visit shall be held on Tuesday, November 1, 2022 from 2:00 p.m. through 4:00 p.m.

ET. Site Visit attendees shall send an e-mail to the Contract Specialist, Matthew Phillips (matthew.phillips3@usda.gov) prior to November 1, 2022 to reserve a spot. Vendors will be given site-specific directions from the Contract Specialist.

A.2.5 Submission Requirements and Quote Due Date Vendors shall submit the quotation package in its entirety to the Contract Specialist, Matthew Phillips, via e-mail at Matthew.Phillips3@usda.gov. Vendors who fail to complete and submit the requirements of this solicitation may be considered non-responsive. Quotations received prior to the RFQ closing date and time, November 14, 2022 at 12:00 p.m. Central Time will be considered by USDA.

The Vendor’s Quotation shall include the following:

- Attachment 1 – Vendor Quotation Sheet (completed)

- Attachment 2 - Vendor Experience Sheet (completed)

- Cleaning Schedule (shall not exceed 2 pages in length)

- Quality Control Plan (QCP) (shall not exceed 2 pages in length)

- Standard Form 1449 (Complete blocks 17a., 30a., 30b., and 30c.)

mailto:Matthew.Phillips3@usda.gov mailto:matthew.phillips3@usda.gov mailto:Matthew.Phillips3@usda.gov

A.2.6 Option for Increased Quantity – Separately Priced Line Items At the request of the Contracting Officer’s Representative, the contractor shall furnish detailed cleaning and disinfecting janitorial services (labor, equipment, supplies, and materials) in addition to those required herein, in accordance with Section B.2.4. Additional Janitorial Services.

This additional services provision is intended for use to satisfy the Government's short-term needs for service; if the additional services are not required by USDA, these line items (line items 0002, 1002, 2002, 3002, and 4002) may not be exercised. Should a continuing need for additional services arise, a contract modification will be negotiated.

A.2.7 Instructions for Submission

All questions/inquiries must be submitted to the contracting officer via electronic mail (e-mail) not later than 5:00 p.m. CT on Friday, November 4, 2022. Inquiries submitted via telephone will be re-directed to an e-mail submission. Submit quotations and/or any questions to the attention of Matthew Phillips at Matthew.Phillips3@USDA.gov. Quotations are due on November 14, 2022 at 12:00 p.m. Central Time.

You must submit one (1) copy via e-mail to Matthew Phillips prior to the closing date/time of the RFQ. The electronic files must be compatible with Microsoft Office (1 copy) and Adobe 10.0 (1 copy). Do not submit hard copies of your quotation.

mailto:Matthew.Phillips3@USDA.gov

B. SUPPLIES OR SERVICES AND PRICES/COSTS SUPPLIES AND SERVICES

B.1 Line Items

The following is the proposed Line Item structure.

Base Period: January 1, 2023 – December 31, 2023

LINE

ITEM

SERVICES QTY / UNIT UNIT PRICE EXTENDED

PRICE

0001 Sections B.2, B.2.1, B.2.2, B.2.2.1, and B.2.2.2 Janitorial Services – Areas 1 (14,953 square feet) & 2 (4,792 square feet)

12 Months $/month $/year

0002 OPTIONAL Section B.2.4

ADDITIONAL JANITORIAL

SERVICES (Detailed Cleaning and Disinfection)

$/Square Foot $/Square Foot

$/Square Foot

Option Period 1: January 1, 2024 – December 31, 2024

LINE

ITEM

SERVICES QTY / UNIT UNIT PRICE EXTENDED

PRICE

1001 Sections B.2, B.2.1, B.2.2, B.2.2.1, and B.2.2.2 Janitorial Services – Areas 1 (14,953

1002 OPTIONAL Section B.2.4

ADDITIONAL JANITORIAL

SERVICES (Detailed Cleaning and Disinfection)

$/Square Foot $/Square

Option Period 2: January 1, 2025 – December 31, 2025

ITEM

SERVICES QTY / UNIT UNIT PRICE EXTENDED

PRICE

2001 Sections B.2, B.2.1, B.2.2, B.2.2.1, and B.2.2.2 Janitorial

Services – Areas 1 (14,953

2002 OPTIONAL Section B.2.4

ADDITIONAL JANITORIAL

SERVICES (Detailed Cleaning and Disinfection)

$/Square Foot $/Square

Option Period 3: January 1, 2026 – December 31, 2026

ITEM

SERVICES QTY / UNIT UNIT PRICE EXTENDED

PRICE

3001 Sections B.2, B.2.1, B.2.2, B.2.2.1, and B.2.2.2 Janitorial Services – Areas 1 (14,953

3002 OPTIONAL Section B.2.4

ADDITIONAL JANITORIAL

SERVICES (Detailed Cleaning and Disinfection)

$/Square Foot $/Square

Option Period 4: January 1, 2027 – December 31, 2027

ITEM

SERVICES QTY / UNIT UNIT PRICE EXTENDED

PRICE

4001 Sections B.2, B.2.1, B.2.2, B.2.2.1, and B.2.2.2 Janitorial Services – Areas 1 (14,953

4002 OPTIONAL Section B.2.4

ADDITIONAL JANITORIAL

SERVICES (Detailed Cleaning and Disinfection)

$/Square Foot $/Square

Price Quotation Evaluation The Vendor shall submit their price quotation by utilizing the Attachment 1 – Vendor Quotation Sheet attached to this solicitation. The Vendor shall only fill in the blue-shaded areas of the pricing template for the initial base period and all option periods. The total evaluated price will be calculated by adding the total price for the base and option periods combined in accordance with the pricing template submitted by the Vendor.

The resulting award will be a Firm Fixed Price contract. Price reasonableness will be utilized in the valuation of the Firm Fixed Price effort. The Government may use various price analysis techniques and procedures to evaluate price. The quoted prices per square foot for Section B.2.4 Additional Janitorial Services will not be included within the calculation for the total evaluated price; however, the government will conduct a price realism analysis for the quoted prices per square foot for Section B.2.4 Additional Janitorial Services to determine price fair and reasonableness. The Government shall not be obligated to order any additional services during the effective period of this contract. The awarded option price(s) may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. A price adjustment for supplies, materials, equipment and labor other than prevailing labor rate revisions will not be considered.

Note: This contract includes FAR 52.217-8, which allows the Government to extend services up to six months. For evaluation purposes only, the price for services for the Option Year IV period will be divided by two (2) in order to evaluate the price for the up-to six month extension.

However, the clause may be utilized to extend any period of performance under the contract.

Section B.2. Services and Performance Work Statement

DESCRIPTION OF SERVICES: The Contractor shall provide all management, supervision, labor, materials, supplies, tools and equipment and shall plan, schedule, coordinate and assure effective performance of all janitorial services described herein.

Janitorial Services shall be rendered in Areas 1 and 2 three (3) days per week, usually Monday, Wednesday, and Friday, every week that class is not in session. When class is in session, Janitorial Services shall be rendered in Areas 1 and 2 five (5) days per week, Monday through Friday, excluding Federal holidays. Class will be in session approximately 20 weeks (Monday through Friday) Per Year. The USDA Fredericksburg Complex will provide three (3) weeks-notice prior to scheduled classes.

The Contractor shall provide the janitorial services between the hours detailed for each location below:

Area 1:

Administrative Offices & Common Areas (Approximately 14,953 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101

The operating hours for Area 1 are from 7:00 a.m. to 4:30 p.m. Eastern Time, Monday through Friday (5 days per week), excluding Federal holidays. Janitorial services shall be rendered as outlined within Section B.2.1 three days per week (usually Monday, Wednesday and Friday), every week, excluding Federal holidays, between the hours of 9:00 a.m. – 5:00 p.m. Eastern Time when class is not in session. Should a Federal holiday fall on a Monday, Wednesday, or Friday, the contractor shall coordinate with the COR to schedule cleaning on an alternate day (Tuesday or Thursday) so that services are continued to be provided three days per week.

When class is in session, Janitorial Services shall be rendered in Areas 1 and 2 five (5) days per week, Monday through Friday, excluding Federal holidays. Class will be in session approximately 20 weeks (Monday through Friday) Per Year. The USDA Fredericksburg Complex will provide three (3) weeks-notice prior to scheduled classes.

Area 2:

Training Branch Main Classroom, Lab Classroom, Dock, and Walk-In Cold Storage Area (Approximately 4,792 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101 Fredericksburg, VA 22406

The operating hours for Area 2 are from 7:00 a.m. to 4:30 p.m. Eastern Time, Monday through Friday (5 days per week), excluding Federal holidays. Janitorial services shall be rendered as outlined within Section B.2.2.1 three days per week (usually Monday, Wednesday and Friday), every week, excluding Federal holidays, between the hours of 9:00 a.m. – 5:00 p.m. Eastern Time. Should a Federal holiday fall on a Monday, Wednesday, or Friday, the contractor shall coordinate with the COR to schedule cleaning on an alternate day (Tuesday or Thursday) so that services are continued to be provided three days per week.

When class is in session, Janitorial Services shall be rendered in Areas 1 and 2 five (5) days per week, Monday through Friday, excluding Federal holidays. Class will be in session approximately 20 weeks (Monday through Friday) Per Year. The USDA Fredericksburg Complex will provide three (3) weeks-notice prior to scheduled classes.

In addition to the tasks and frequencies outlined in Section B.2.2.1, when class is in session, janitorial services shall also include the tasks and frequencies identified within Section B.2.2.2, five (5) days per week, Monday through Friday, excluding Federal holidays.

Selection of Cleaning Products:

The contractor shall make careful selection of janitorial cleaning products and equipment to:

(1) use products that are packaged ecologically; (2) use products and equipment considered environmentally beneficial and/or recycled products that are phosphate-free, non-corrosive, non-flammable, and fully biodegradable; and (3) minimize the use of harsh chemicals and the release of irritating fumes. In accordance with USDA’s BioPerferred guidelines, the minimum biobased content for janitorial cleaning products as of July 2022 are as follows (minimum biobased content within parenthesis):

- Adhesive and Mastic Removers (58%)

- Air Fresheners and Deodorizers (97%)

- Bathroom and Spa Cleaners (74%)

- General Purpose Carpet/Upholstery Cleaners (54%)

- Carpet and Upholstery Spot Removers (7%)

- Cleaning Tools (22%)

- Floor Cleaners and Protectors (77%)

- Floor Strippers (78%)

- Furniture Cleaners and Protectors (71%)

- Glass Cleaners (49%)

- Graffiti and Grease Removers (49%)

- Leather, Vinyl, and Rubber Care Products (55%)

- Microbial Drain Maintenance Products (45%)

- General Microbial Cleaning Products (50%)

- Microbial Wastewater Maintenance Products Multipurpose Cleaners (56%)

- Shopping and Trash Bags (22%)

For more information, go to www.biopreferred.gov.

Selection of Paper Products:

The contractor shall select paper and paper products (i.e., bathroom tissue and paper towels) with recycled content conforming to EPA’s CPG.

The contractor is responsible for providing all management, supervision, labor, supplies, materials, tools, and equipment necessary for effective performance of the requirements within this specification. This includes but is not limited to: break room paper towels and hand washing soap.

B.2.1 Area 1: Administrative Offices & Common Areas (Approximately 14,953 square feet)

TASKS AND FREQUENCIES REQUIREMENTS:

Administrative Offices: All offices, conference rooms, cubical workstations, storage rooms or http://www.biopreferred.gov/ similar areas for daily routine maintenance.

Three (3) Days Per Week (usually Monday, Wednesday & Friday) or Five (5) Days Per Week (when class is in session):

• Empty, clean, all trash receptacles and replace liners;

• Empty and clean the ashtrays in the outdoor employee break areas;

• Clean front and backdoor glass;

• Clean and disinfect entryway doors and door handles;

• Clean and disinfect all bathrooms. Replenish bathroom supplies;

• Clean and disinfect break room to include all tables, chairs, sinks, vending machines, and cabinets;

• Clean and disinfect all water fountains;

• Spot clean entryway windows;

• Take trash left by the receiving room (dock) door to the dumpster.

• Dust level surfaces of all furniture;

• Vacuum offices and common areas;

• Damp mop all floors in common areas - lab, dock, break room, and restrooms;

• Spot clean carpets as needed.

Monthly:

• Pour water down all seldom used drains – Two (2) bathroom drains, One (1) lab drain, One

(1) janitor closet drain, and One (1) drain adjacent to the cooler;

• Clean and dust all window sills;

• Mop floor and organize cleaning supplies in supply closet;

• Mop floor and clean sink in janitor closet.

Quarterly:

• Deep clean tile areas;

• Perform high dusting including door casings, ceiling vents;

• Wipe down all baseboards.

Bi-Annually:

• Dust all mini blinds;

• Strip and wax all vinyl composition tile in the common areas.

• Common Areas (Bi-annually): Strip clean (to include extremely stubborn spots, gum, rust, etc., shall be removed) and wax floor in its entirety to include; underneath vending machines, underneath kitchen appliances, table, and corners etc., with appropriate product. Care shall be exercised so that baseboards, walls, carpet, upholstery, and wallpaper are not damaged and/or discolored. Any excess stripping solution will be removed using a mop and/or water extraction equipment. The floor will be properly rinsed (a minimum of two times) with clean warm water to remove all traces of the solution and finish. Apply new wax and/or appropriate floor finish. A minimum of two thin coats of wax shall be applied allowing sufficient time (approximately thirty minutes) for drying between each coat. After the application of four coats, review the finish. If it is shiny and uniform, no other coats are necessary. If not, apply additional coats as necessary to achieve the desired gloss.

Annually:

Entire carpeted areas shall be shampooed with a rotating buffer and extracted with truck mount hot water steaming system. All furniture that can be easily moved shall be moved and returned after cleaning.

B.2.2 Area 2: Training Branch Main Classroom (carpeted), Lab Classroom (linoleum), Dock, and Walk-In Cold Storage Area (Approximately 4,792 square feet)

B.2.2.1 TASKS AND FREQUENCIES REQUIREMENTS

Three (3) Days Per Week (usually Monday, Wednesday & Friday) or Five (5) Days Per Week (when class is in session):

• Empty, clean, all trash receptacles and replace liners;

• Empty and clean the ashtrays in the outdoor employee break areas;

• Clean front and backdoor glass;

• Clean and disinfect entryway doors and door handles;

• Clean and disinfect all bathrooms. Replenish bathroom supplies;

• Clean and disinfect all water fountains;

• Clean and disinfect break room to include all tables, chairs, sinks, vending machines, and cabinets;

• Clean and disinfect all water fountains;

• Spot clean entryway windows;

• Take trash left by the receiving room (dock) door to the dumpster.

• Dust level surfaces of all furniture;

• Vacuum offices and common areas;

• Damp mop all floors in common areas - lab, dock, break room, and restrooms;

• Spot clean carpets as needed.

Monthly:

• Pour water down all seldom used drains – Two (2) bathroom drains, One (1) lab drain, One

(1) janitor closet drain, and One (1) drain adjacent to the cooler;

• Clean and dust all windows sills;

• Mop floor and organize cleaning supplies in supply closet;

• Mop floor and clean sink in janitor closet.

Quarterly:

• Deep clean tile areas;

• Perform high dusting monthly including door casings, ceiling vents;

• Wipe down all baseboards.

Bi-Annually:

• Dust all mini blinds;

• Strip and wax all vinyl composition tile in the common area.

• Common Areas (Bi-annually): Strip clean (to include extremely stubborn spots, gum, rust, bums, etc., shall be removed) and wax floor in its entirety to include; underneath vending machines, table, and corners etc., with appropriate product. Care shall be exercised so that baseboards, walls, carpet, upholstery, and wallpaper are not damaged and/or discolored. Any excess stripping solution will be removed using a mop and/or water extraction equipment. The floor will be properly rinsed (a minimum of two times) with clean warm water to remove all traces of the solution and finish. Apply new wax and/or appropriate floor finish. A minimum of two thin coats of wax shall be applied allowing sufficient time (approximately thirty minutes) for drying between each coat. After the application of four coats, review the finish. If it is shiny and uniform, no other coats are necessary. If not, apply additional coats as necessary to achieve the desired gloss.

Annually:

Entire carpeted areas shall be shampooed with a rotating buffer and extracted with truck mount hot water steaming system. All furniture that can be easily moved will be moved and replaced.

B.2.2.2 TASKS AND FREQUENCIES REQUIREMENTS: The following tasks shall be performed during weeks that class is in session, in addition to the tasks and frequencies identified in Section B.2.2.1. As stated in Section B.2, class will be in session approximately 20 weeks (Monday through Friday) Per Year. The USDA Fredericksburg Complex will provide advanced notice prior to scheduled classes.

(Monday through Friday, 5 days per week) Daily:

• Monitor, empty and clean classroom trash receptacles when full up to multiple times per day (as needed);

• Clean all sinks in training lab;

• Vacuum or mop classroom and training lab floors;

• Clean and disinfect white worktables and/or metal grading tables in training lab;

• Pick up and disposal of trash (bottles, cups, wrappers, etc.) on desks in main classroom.

1 Day Per Week:

• Damp mop receiving room (dock) and walk-in cooler.

B.2.3 RECORDING PRESENCE: Each contract employee and subcontractor must sign-in when reporting for duty and sign out when leaving at the end of the workday. A sign-in sheet located in the front lobby of the facility shall be used for this purpose.

B.2.4 ADDITIONAL JANITORIAL SERVICES (Detailed Cleaning and Disinfection):

At the request of the Contracting Officer’s Representative, the contractor shall furnish detailed cleaning and disinfecting janitorial services (labor, equipment, supplies, and materials) in addition to those required herein. The additional services shall be requested 24 hours in advance, except for emergencies. Payment for detailed cleaning and disinfection services shall be calculated by multiplying the awarded price per square foot for Detailed Cleaning and Disinfection, multiplied by the total square footage that is to receive a detailed cleaning and disinfection.

Individual orders of additional services shall not exceed $2,500. Additional services in the amount of $ 2,500 or less may be processed via USDA Purchase Card (credit card) by USDA.

Payments may be made by any USDA Purchase Card cardholder with prior approval by the COR. The contractor shall establish the capability to accept credit card payments to facilitate this process. The order may be placed orally (in emergency situations) or via e-mail through an authorized USDA Purchase Card cardholder.

This additional services provision is intended for use to satisfy the Government's short-term needs for service. Should a continuing need for additional services arise, a contract modification will be negotiated.

B.2.4.1 SCOPE OF WORK:

PURPOSE: The contractor shall provide detailed cleaning and disinfecting in the facility or portions of the facility, as needed, or requested during the Novel Coronavirus SARS-CoV-2 pandemic (to be performed by a contractor with the required training and experience, not typically the existing custodial contractor). All current custodial terms and conditions in the contract remain the same.

REQUIREMENT

This procedure is to be followed whenever a Novel Coronavirus (“COVID-19”) event (defined below) occurs in a federally owned or leased facility. A COVID-19 event is defined as an instance when someone who is confirmed or suspected to have COVID-19 enters or occupies a building. According to CDC guidelines people with these symptoms may have COVID-19:

cough, shortness of breath or difficulty breathing fatigue, fever or chills, muscle or body aches, Nausea or vomiting, headache, congestion or runny nose, sore throat, diarrhea, or new loss of taste or smell. If the facility or affected area(s) have been completely unoccupied for seven (7) days or more, it will only need normal routine cleaning to reopen the area, and this detailed cleaning and disinfection procedure is not necessary.

1. Qualifications. The Contractor performing the work must have the required supplies and the Contractor staff shall be trained in current blood-borne pathogens requirements, as defined by OSHA (29 C.F.R. 1910.1030). The minimum supplies required are detergents and/or soaps compatible with the surfaces being cleaned, and disinfectant products either registered by the Environmental Protection Agency (EPA) as effective against emerging infectious agents (list) or equivalent products containing the same active ingredient(s) in similar or greater concentration levels as those listed by EPA.

2. Procedures.

1. The Contractor must submit any proposed disinfectants to the Contracting

Officer’s Representative (“COR”) or the COR’s designee for review and approval prior to use.

2. Once approved, the Contractor shall use all cleaning and disinfectant products in accordance with the manufacturer’s directions.

3. Prior to entering the area to be cleaned and disinfected, the Contractor must don the appropriate personal protective equipment required for the specific cleaners and disinfectants to be used. At a minimum, the Contractor must wear nitrile, latex or similar non-cloth disposable gloves and facemasks.

4. The Contractor must clean all frequently touched surfaces in the affected area(s) free of any visible dirt or grime using the approved cleaning products. The Contractor must also clean any porous surfaces that contain visible contamination to the extent feasible using products compatible with those surfaces. Visible contamination is defined as surfaces soiled with phlegm, saliva, vomit, or a similar bodily fluid. Dirt and grime are not considered contamination for purposes of this procedure.

5. The Contractor must disinfect all frequently touched surfaces in the affected area(s) using the approved disinfectant. The disinfectant must be applied in such a manner as to ensure solid surfaces are visibly moist. The Contractor must also take extreme care to avoid damage to telecommunications and electronic equipment, historic materials and finishes, cloth surfaces, carpeting, and wood furnishings during the application of any disinfectant.

6. Frequently touched surfaces include, but are not limited, to handrails, door knobs, key cards, keyboards, computer mouse devices, touch screens, light switches, countertops, table tops, water faucets and handles, work surfaces, elevator buttons, sinks, toilets and control handles, restroom stall handles, toilet https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2 paper and other paper dispensers, door handles and push plates, and water cooler and drinking fountain controls.

7. The Contractor shall allow disinfectant to remain on surfaces until air dry.

8. The Contractor must place used supplies, including gloves, rags and containers, in sealed plastic trash bags. Bags must be tied shut and disposed of as ordinary waste.

9. Once the affected area(s) have been cleaned, disinfected and dried, they can be opened back up to regular occupancy and use.

If the additional services are ordered, the contractor shall submit overall work plan of how work will be completed and how staffing under basic services will not be diverted. The plan shall also address PPE, disposal, application of chemical and steps of the job.

B.2.4.2 PERIOD OF PERFORMANCE:

If ordered by the COR, all Detailed Cleaning and Disinfection shall commence immediately upon receipt of either written or verbal Notice to Proceed from the COR. All work shall be completed within 5 days of Notice to Proceed.

B.2.4.3 DELIVERABLE SCHEDULE:

Deliverable: Frequency: Medium/Format: Submit to:

Certifications of required training for each employee performing the work.

Prior to work beginning for USDA review and approval.

Electronic, Certificates

COR

SDS for all products and disinfectants to be used.

Prior to work beginning for USDA review and approval.

Electronic COR

Work Plan Prior to work beginning for USDA review and approval.

Electronic COR

B.2.4.4 RECORDING KEEPING:

Each contract employee and subcontractor must sign-in when reporting for duty and sign out when leaving at the end of the workday; the sign-in sheet located within the lobby of the facility shall be used for this purpose.

B.2.5 DESCRIPTION OF AREAS TO BE CLEANED COVERED BY THIS CONTRACT: This contract will provide janitorial services for Area 1, Administrative Offices & Common Areas (Approximately 14,953 square feet) and Area 2, Training Branch Main Classroom, Lab Classroom, Dock, and Walk-In Cold Storage Area (Approximately 4,792 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101 Fredericksburg, VA 22406.

Note: There is on-site storage for the contractor to store minimal cleaning and/or equipment.

B.2.6 HOURS OF OPERATION:

Area 1:

Administrative Offices & Common Areas (Approximately 14,953 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101 Fredericksburg, VA 22406

The operating hours for Area 1 are from 7:00 a.m. to 4:30 p.m. Eastern Time, Monday through Friday (5 days per week), excluding Federal holidays. Janitorial services shall be rendered as outlined within Section B.2.1 between the hours of 9:00 a.m. – 5:00 p.m. Eastern Time.

Area 2:

Training Branch Main Classroom, Lab Classroom, Dock, and Walk-In Cold Storage Area (Approximately 4,792 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101 Fredericksburg, VA 22406

The operating hours for Area 2 are from 7:00 a.m. to 4:30 p.m. Eastern Time, Monday through Friday (5 days per week), excluding Federal holidays. Janitorial services shall be rendered as outlined within Section B.2.2.1 and B.2.2.2., between the hours of 9:00 a.m. – 5:00 p.m. Eastern Time.

B.2.7 SUSPENSION OF WORK:

(a) Definitions—

Essential employees may be essential for conducting regular operations, and may even be required to report to work during hazardous weather conditions, but they are not necessarily excepted when those regular operations cease under a funding lapse. Excepted employees must be performing specific functions allowed by law and defined in Government-leased property, and supporting, providing services to, or otherwise enabling others to perform excepted functions.

(b) In the event services are not provided or required by the Government because the building(s) is/are closed due to inclement weather (not including essential personnel), under construction, unanticipated holidays declared by the President (see note), failure of the Congress to appropriate funds (not including excepted personnel or services) etc., reductions will be computed as follows:

(1) The reduction rate in dollars per day will be equal to the per month contract price for the building(s), divided by the number of working days per month.

(2) The reduction rate in dollars per day multiplied by the number of days services were not provided or required. In the event services are provided for portions of day(s), appropriate adjustments will be made by the CO to assure the Contractor is compensated for services provided.

Note: Deductions will not be assessed for service requirements on those days in which services are not required by the Government because the building(s) is/are closed IF contractor employees are paid for such day(s) off in accordance with the applicable wage determination and/or collective bargaining agreement. In the event services are not provided or required by the Government because the building(s) is/are closed due to inclement weather, under construction, failure of the Congress to appropriate funds, etc., reductions will be computed as follows:

A. The reduction rate in dollars per day will be equal to the per month contract price for the building(s), divided by the number of working days per month.

B. The reduction rate in dollars per day multiplied by the number of days services were not provided or required. In the event services are provided for portions of days, appropriate adjustments will be made by the CO to assure the Contractor is compensated for services provided.

B.2.8 OTHER CONSIDERATIONS: Free parking is provided at this location for Contractor employees.

B.2.9 QUALIFICATIONS OF JANITORIAL STAFF:

Supervisory Employees:

A supervisor is a person designated in writing by the Contractor who has authority to act for the contractor on a daily basis. The contractor shall designate an alternate supervisor to act in the absence of the designated supervisor. This alternate will have the same responsibilities and authorities. Janitorial personnel may be used as an alternate supervisor for a period not to exceed five (5) consecutive working days.

The Contracting Officer’s Representative (COR) must approve any proposed supervisor and alternate, to include the janitorial staff before the person(s) undertake any duties or responsibilities related to this contract.

Janitorial Employees:

The Contractor’s janitorial employees shall be capable employees, trained and qualified in janitorial services.

Licenses, permits, bonding and/or certification:

The contractor and subcontractors and ALL contractor and subcontractor personnel engaged in the activities specified by this contract shall be required to have certificates of training, licenses, certifications, permits, and bonding as required by the state, county, parish, city, and other local jurisdictions, all entities of the Federal Government and/or as specified in this contract for each activity they will be directly engaged in or supervise.

Uniforms:

All contractor employees, including supervisors, shall present a clean and neat appearance and wear distinctive uniform clothing for ready identification. The contractor shall ensure that every employee is in uniform prior to performing work under the terms of this contract.

B.2.10 EMPLOYEE CONDUCT:

The Contractor shall:

A. Ensure that his employees are knowledgeable about, and comply with, the rules and regulations governing conduct on property, which are posted at the building(s) covered by this contract.

B. Maintain standards of competency, conduct, appearance, and integrity in his employees which are satisfactory to the COR.

C. Take appropriate disciplinary action with respect to his employees.

D. Ensure that his employees do not enter Government offices or use Government telephones, except as any of these actions may be authorized by the COR.

E. Relieve an employee of all duties and responsibilities related to this contract if either the CO or the COR deem that person to be:

(1) Unqualified or unfit to perform his/her assigned duties.

(2) Careless or incompetent.

(3) Unsuitable or otherwise objectionable, or whose continuing employment on the work is contrary to the public interest or inconsistent with requirements for national security.

B.2.11 SAFETY AND SECURITY REQUIREMENTS:

A. Contractors shall comply with the personal identity verification (PIV) policies and procedures established by the AGAR Advisory No. 81, Revision 03 dated July 19, 2010 – Common Identification Standard for Contractors.

https://www.dm.usda.gov/procurement/policy/advisories.htm

In addition, procedures to be followed by contractors and contractor employees are specified in the Departmental Regulation and Departmental Manual (DM) 4620-002. Copies can be downloaded from the website at http://hspd12.usda.gov

B. In accordance with the USDA policy and directives, a Background Investigation of the janitorial personnel is required prior to starting work under this contract as well as maintaining it throughout the duration of the contract. The contractor shall, through their own internal background investigation protocol and pre-employment investigation, ensure that each contractor employee submitted for a federal background investigation is reasonably expected to receive a favorable adjudication of their respective investigation.

C. The USDA will pay for the required federal background investigation. The government shall have and exercise full and complete control over granting, denying, withholding, or termination the background investigation clearance for employees.

D. All contractor personnel that will have access to the USDA facility will be required to have, a Tier 1, Low Risk – Non-Sensitive background investigation with no less than favorably adjudicated results. Once approved and working at the facility, the contractor personnel shall not be removed or diverted from the site without prior notification to the Contracting Officer, Contracting Officer Representative or the agency designated point of contact.

E. The contractor shall not employ persons for work on this contract if such employee is considered by the USDA to be a potential threat to health, safety, general well-being or operational mission of USDA and its employees and property. If the USDA finds a prospective employee to be unsuitable for his or her assigned duties, the contractor will be Attachment A – Sample Language Page 2 of 2 2/18/2020 advised immediately that such employee cannot continue to work or be assigned to work under the contract.

F. The Contracting Officer Representative or other agency designated point of contact will assist the contractor, where practical, with the background investigation process and the associated paperwork.

G. The Contractor shall provide to the USDA Personal Identity Verification Sponsor and the Personnel Security Specialist the information required to initiate the background investigation, including information on previous Office of Personnel Management background investigations or clearances conducted by the contractor. The Contractor shall ensure that prime and subcontractor employees requiring background investigations complete and submit the proper paperwork and forms. You can obtain further guidance from the Personnel Security Specialist who oversees the investigation process for contractors:

https://www.dm.usda.gov/procurement/policy/advisories.htm http://hspd12.usda.gov/

USDA, APHIS, MRPBS, HRD

Attn: Personnel Security Section – Program Service Provider (Tiana Richardson) 250 Marquette Avenue, Suite 410 Minneapolis, MN 55401-2329 (612-336-3294)

H. For further information and reference on the USDA personnel security requirements please see the document entitled AGAR Advisory 81 entitled “Common Identification Standard for Contractors” at https://www.dm.usda.gov/procurement/policy/docs/Proc%20Adv%20081%20C.pdf

B.2.12 POINTS OF CONTACT:

• Contracting Officer: Leah Schultz, (612) 336-3625, Leah.h.Schultz@USDA.gov

• Contract Specialist: Matthew Phillips, (479) 301-8811, Matthew.Phillips3@USDA.gov

• Contracting Officer’s Representative: Joanna Small, (540) 361-1150, Joanna.Small@USDA.gov

B.2.13 QUALITY CONTROL PLAN:

The Contractor shall utilize their accepted Quality Control Program (QCP) to assure that the requirements of the contract are provided as specified. The QCP shall be a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies. This QCP is the paramount importance. The program shall include, but not be limited to the following.

An inspection system that is tailored to the specific building(s) covered under the terms of the contract and which covers all services contained in the contract specifications. The Contractor will devise a checklist for use during the regularly scheduled and unscheduled QCP inspections. The checklist used must be signed and dated by the inspector at the time that the inspection is completed.

A system to ensure that the Contractor’s employees are notified of deficiencies found in their areas of responsibility; that the noted deficiencies are corrected (if possible); and that these employees are counseled/retrained as necessary to ensure that deficiencies do not recur.

The Contractor will maintain a file of all inspections conducted by the Contractor or his/her employees, including the corrective actions taken. This documentation shall be made available to the Government during the term of the contract. A copy of these inspection reports for each month shall be submitted to the COR or his/her representative no later than 5 business days of the subsequent month. The COR may compare inspections performed by the Contractor’s inspectors against the actual conditions which exist at that point in time.

The performance of Quality Control Inspections in accordance with the approved Quality mailto:Leah.h.Schultz@USDA.gov mailto:Matthew.Phillips3@USDA.gov mailto:Joanna.Small@USDA.gov

Control Program is an essential part of this contract. The Government will actively enforce all aspects of the approved plan. All inspections conducted by the contractor shall be documented in writing and submitted to the COR.

B.2.14 QUALITY ASSURANCE:

USDA may use minutes of meetings and customer surveys and records to assess effectiveness of the contractor’s performance.

USDA will make tours and inspection through the building and other areas covered by this contract to ascertain that services are being performed in accordance with contract requirements. The contractor will be informed of unsatisfactory performance. These inspections will be performed periodically.

Government inspections shall be performed by or under the direction or supervision of Government personnel. The COR or his representative will be performing the quality assurance inspections for this contract.

Although a formal Quality Assurance Surveillance Plan (QASP) will not be incorporated into this contract at the time of award, the Government reserves the right to incorporate a formal QASP at any time during the period of performance of this contract.

B.2.15 DEDUCTIONS:

It is the objective of the Government to obtain complete and satisfactory performance in accordance with the terms of the specifications and requirements in this contract. To this end, the Government is contracting for the complete performance of each task identified in the specifications, and deductions may therefore be made as stipulated in this Section. Deductions for work performed improperly may be made as though the work has not been performed. As it relates to this contract, the term "deduction" is being used to refer to any reduction in contract price (regardless of the methodology invoked to determine the monetary figure) that is being assessed due to performance related matters.

Deductions may be assessed for nonperformance, deficiencies in the performance of work, or failure to comply with any other contract requirements. The deduction amount may include the actual cost to the Government for having the work performed by other means and/or administrative costs if the government incurs administrative costs relating to the deduction.

Administrative costs are those time and material costs incurred by Government personnel to correct or respond to the unsatisfactory event/performance. For this contract, the administrative cost will be calculated by administrative time (hours) multiplied by the current rate of a GS-12, Step 5, as stated within the applicable General Schedule Pay Table in effect during the applicable period, as published by the U.S. Office of Personnel Management (OPM). Deficient performance is just as undesirable as nonperformance, and the cost of correcting deficient performance may equal or exceed the cost of initial performance; thus, deduction criteria in this Section shall control in all cases, as distinguished from the Contractor's estimated cost to perform the work.

In the event that inadequate performance or nonperformance of a task occurs, the Government will make the determination to either:

1. Withhold payment in the amount of 15% of the monthly contract price until performance is acceptable,

2. Perform a deduction for work that cannot be performed after the fact, or

3. Have the work performed by other means.

Should the Government take a deduction for tasks that are not performed and cannot be performed after the date, the per-month firm fixed-price will be divided by the number of work days per month to calculate a daily firm fixed-price to be used to perform the deduction.

Should the Government have the work performed by other means; a deduction will be taken in the amount of the actual cost to the Government for having the work performed by other means. A monetary reduction to the contract price for nonperformance of work under this contract, or for deficiencies in the performance of work, and administrative costs for time and material costs incurred by Government personnel to correct or respond to the unsatisfactory event, will be taken. Inadequate performance is just as undesirable as nonperformance, and the cost of correcting inadequate performance may equal or exceed the cost of initial performance.

C. CLAUSES AND PROVISIONS

C.1 Clauses Incorporated by Reference

FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998) This…