PERFORMANCE WORK STATEMENT.pdf

PERFORMANCE WORK

STATEMENT

JANITORIAL SERVICE

I. REQUIREMENTS: Provide complete janitorial service

Quotes must list total contract price with a breakdown of all costs, labor, equipment, supplies.

Price base year and each option following the above format.

A. Period of Performance:

Base Year July 3, 2020 – July 2, 2021 Option Year 1 July 3, 2021 - July 2, 2022 Option Year 2 July 3, 2022- July 2, 2023 Option Year 3 July 3, 2023 – July 2, 2024

B. STATEMENT OF WORK and TERMS AND CONDITIONS OFPURCHASE ORDER become part of this contract.

1. Mask(s) are required while in Center until further notice and answer the below questions via email.

Have you, someone living in your household, someone with you have been in close or frequent contact with, or someone you are caring for been diagnosed with COVID-19 (Coronavirus) or had any contact with a confirmed case of COVID-19?

In the last 14 days, have you or someone living in your household, or someone with you have been in close or frequent contact with, or someone you are caring for returned from, or made a travel connection through a CDC Level 3 or Level 2 country or State Department Level 3 or Level 4 country?

Do you currently have, or have you had within the last 24 hours, any cold or flu symptoms with a fever greater than 100.4 or acute respiratory distress (e.g., shortness of breath and coughing)?

USDA, ARS Edward T. Schafer Agricultural Research Center, Fargo, ND Northern Crops Science Laboratory (NCSL) – 1307 18th St N, Fargo, ND 58102 Biosciences Research Laboratory (BRL) - 1616 Albrecht Blvd N, Fargo, ND 58102

For directions to the site please contact Connie Faulkner, Contracting officer at 701-239- 1213.

C. SUPPLIES AND MATERIALS FURNISHED BY THE GOVERNMENT:

Outdoor dumpsters for all waste from offices and laboratories. Removal of all wastes from the outdoor dumpsters is the responsibility of the Government. Recycling shall be placed in the correct dumpsters as identified by LSM.

Paper towels, toilet paper, liquid hand soap, hand disinfectant and wastebaskets. Soap dispensers, toilet paper dispensers and hand towel dispensers. Written notice of location and reason of replacement needs to be sent to the LSM.

Floor mats for entrances, and break room are provided by and cleaned by another vender.

Contractor shall store and preserve all cleaning solvents in accordance with commercial instructions. All commercial markings shall remain on items for identification and medical instructions. If items should require transfer to another container, that container shall be clearly marked as to its content and its medical instructions. All USDA bio-based regulations must be adhered to.

The Contractor shall maintain an adequate inventory of Government furnished supplies by giving the LSM advance notice so that orders can be placed and received on a timely basis.

D. SUPPLIES AND MATERIALS FURNISHED BY THE CONTRACTOR:

All personnel, labor, and transportation.

All cleaning supplies and chemicals and equipment, including but not limited to trash bags, wax, window cleaner etc. The contractor must follow the USDA bio-based rules regarding chemicals.

FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (Sep 2013).

The contractor shall provide a copy of the biobased products report, on the product types and dollar value of any USDA-designated biobased products purchased by the contractor during the previous fiscal year, to the USDA environmental point of contact:

Karen Zhang Karen.Zhang@dm.usda.gov Phone: 202-401-4747

52.223-1 Biobased Product Certification (May 2012)

E. PREMISES TO BE SERVICED

All areas of the main office/laboratory building(s). The contractor must maintain every part of these premises in a clean and sanitary condition. Not all areas of the barn will be serviced, this will be shown during the site visit.

mailto:Karen.Zhang@dm.usda.gov

The size of the Northern Crops Research Laboratory (NSCL) is approximately 60,000 square feet.

The size of the Biosciences Research Laboratory (BRL) is approximately 63,000 square feet.

These are approximate square footages. The Government has made an effort to provide an estimate of square footages. It is the responsibility of all prospective quoters to visit the site and make appropriate determinations of size of areas and services required within each area.

F. SCHEDULE:

Cleaning and janitorial work will be carried out in accordance with a schedule approved by the CO, Location Site Manager and the contractor. Interference with personnel or Government business will be avoided. Work can be completed any time of day to include any time in the evening/night, on weekends and national holidays; the schedule must be consistent and on a regular schedule Closures of rooms or hallways for heavy cleaning such as strip and wax floors should be performed outside normal business hours and must be coordinated with the LSM 72 hours in advance. Schedule change request must be made in writing 72 hours in advance.

The building is occupied by employees five days a week, Monday through Friday, except national holidays. Employees on the premises after normal working hours and on holidays will not interfere with the Contractor.

It is not expected that janitorial services will be required on Federal holidays. The contractor is still responsible to keep up with other scheduled cleaning such as weekly, monthly….

Holidays will be skipped in “Every Other Day” cleaning.

G. FLOOR MAINTENANCE (INCLUDES HALLWAYS AND ENTRANCES)

1. ALL VINYL/TILE, CARPETED OR OTHER TREATED SURFACE(S) FLOOR(S)

SHALL BE MAINTAINED AS FOLLOWS:

DAILY (Reception/Public Entrance Area): Dust mop with treated dust mop or push broom equipped with treated cloth leaving no dust or debris in corners, underneath or behind doors. Spot damp mop to remove all substances such as mud, sticky matter, etc.

Vacuum if any loose debris remains after mopping.

Halls and entrances. Sweep up any obvious dirt or debris. Most often this would be dried mud which has fallen from shoes/boots.

EVERY OTHER DAY (Alternating):

Hallways/entrances/office and lab floors in the building.

Dust mop - with treated cloth leaving no dust or debris in corners, underneath or behind doors.

Spot damp mop - to remove all substances such as mud, sticky matter, etc.

Vacuum if any loose debris remains after mopping.

Hallways/entrances/office and lab floors in the building.

Dust mop-with treated cloth leaving no dust or debris in corners, underneath or behind doors.

Utilize walk behind floor cleaner or damp mop to remove all substances such as mud, sticky matter, etc.

Sweep if any loose debris remains after mopping.

WEEKLY: Sweep the headhouse floors at the NCSL and BRL. These floors do not require mopping or polishing.

EVERY TWO WEEKLS (All): Damp mop. Wax and buff to maintain high gloss. Floors should have a uniform appearance with no streaks, detergent residue, standing water, or evidence of soil. There shall be no splash marks on the walls, and soil shall not be permitted to accumulate along edges of baseboards.

SEMI-ANNUALLY (All): In March and August. Completely strip old wax and re-wax with glossy, non slip wax and buff.

NOTE: Notify the Location Site Manager (LSM) a week in advance of proposed waxing schedule.

2. ALL CARPETED AREAS SHALL BE MAINTAINED AS FOLLOWS:

EVERY OTHER DAY: Vacuum all carpeted areas in the front entrance. Check conference room, vacuum as needed. Conference room is typically used 10 days per month (typically two (2) times a week)

EVERY TWO WEEKLS (All): Clean with electric vacuum cleaner using hand tools to thoroughly clean corners, edges, behind doors and under furniture as much as possible to assure all dirt is thoroughly removed from the carpet.

MONTHLY: Spot clean carpets at doorways and wherever else required to maintain clean appearance.

H. GENERAL CLEANING:

1. To be performed in all rooms, offices, laboratories and corridors.

2. Papers, books or apparatus on desks, tabletops or counters shall not be moved.

3. DAILY:

Empty all waste containers in all offices, conference rooms, work areas, the reception/public entrance area, includes rest rooms and dispose of waste into outdoor trash dumpsters.

Empty waste container in the employee break room and dispose of waste into outdoor dumpsters.

Empty all laboratory waste containers into outdoor dumpsters. Do not reuse laboratory plastic trash bags. All waste containers in the laboratories must have a cleanplastic trash bag daily. Bags of trash shall not be left in passageways. Outdoor dumpsters shall be kept closed and areas around them shall be kept neat and clean.

NOTE: Biological, chemical and radiological waste containers need to be disposed of in a special manner and will be handled by Government employees only. The contractor, under no circumstances, will be allowed to handle or dispose ofthis material. Our hazardous waste shall be marked. Should contractor need additional information as to what they may or may not handle, contact the LSM.

4. EVERY OTHER DAY (Alternating):

Clean and polish drinking fountains.

Clean tabletops, microwave, stove top, and counters in breakroom.

Spot clean glass in entrance doors.

5. WEEKLY:

Dust and wipe all furniture surfaces including desks, tables, inside windowsills, telephone counters, ledges, bookshelves, literature racks, heat radiators, and chairs with a treated dust cloth. Dust under items such as file trays and phones.

Clean and polish all glass in the main front entrances and glass windows in the hallways.

Remove cobwebs and accumulation of other litter.

Spot clean walls, interior doors and file cabinets to remove fingerprints and spots.

Remove recycle from bins and boxes in offices, break rooms, labs, copy room, conference rooms and place in the recycle bins behind building.

All recycling containers in the areas to be cleaned to include but not limited to offices, labs, work areas, break rooms, conference rooms will be emptied weekly and materials placed in the recycling containers at the facility. The Government will furnish all recycling containers that are usually blue in color with appropriate markings. The contractor will not be responsible to and will not empty any hazardous containers that are red and marked as hazardous or “For Shredding Only”.

6. MONTHLY:

Dust and clean baseboards, door frames, furniture legs, Venetian blinds and between the inside storm window and the outer window.

7. SEMI-ANNUALLY: Oct & April - Every six months

Wash and clean light fixtures disposing of dead insects.

Dust and clean woodwork, window ledges, high ledges. Remove cobwebs.

Vacuum and wash all air vents.

8. ANNUALLY:

In building 1 of the Biosciences Research Laboratory, wash hallway walls.

I. REST ROOMS

1. To be performed in all rest rooms

DAILY:

Clean and disinfect all urinals, stools and sinks removing all spots, stains, rust, mildew.

Clean and polish all chrome and mirrors.

Soap mop and disinfect all floors. Floors shall have a uniform appearance with no streaks, swirl marks, detergent residue, or evidence of soil, stains, film, or standing water. There shall be no splash marks or mop streaks on walls, and soil shall not be permitted to accumulate along edges of baseboards.

Empty and disinfect all waste receptacles including feminine hygiene bags

2. WEEKLY:

Wash stall partitions and doors and walls near sinks.

Damp wipe all dispensers (towel, soap, toilet tissue, etc.).

Fill all dispensers.

3. MONTHLY:

Apply wax and buff floors to maintain glossy appearance.

J. WINDOWS

ANNUALLY

Wash all windows, interior and exterior. All film, dirt, smudges shall be removed. 2nd floor exterior windows can be cleaned using a chemical spray or using a ground delivered extension tool.

K. MEETINGS

The Location Site Manager (LSM) and CO (if needed) and the Contractor will meet semi annually to discuss work performance or any other time deemed necessary by either party.

II. RESPONSIBILITIES:

A. SUPERVISION OF EMPLOYEES. The Contractor shall be directly responsible for work performance specified in the contract. Contractor shall provide for supervision of employees.

A Background Check is required prior to the beginning of work. The Contractor shall coordinate with the LSM to schedule fingerprints and background paperwork for all employees prior to start of work. Convicted felons are not allowed on USDA - ARS property. The government will take the fingerprints and pay for the background check for individuals working at the center. Prior to commencement of services under this contract, the Contractor shall furnish to the Location Site Manager (LSM) a list of employees who will work on-site performing the services, and the name of the individual who will be responsible for supervision of such employees and who will function as the Project Manager.

The Project Manager shall:

1. Have the Contractor's full authority to act on matters pertaining to the performance of services.

2. Be on-site or on-call whenever work is being performed.

3. Report damage to Government property, loss of keys, personal injuries and/or hazardous conditions to the LSM within two (2) work hours after occurrence. This must be done in writing (email is acceptable).

B. SAFETY:

The Contractor will provide a safe working environment for Contractor personnel and will ensure all personnel practice safe working techniques. The Contractor shall follow, but is not limited to, the following safety precautions:

A. Providing safety-warning devices and ensuring they are used as necessary (e.g., wet floor signs).

B. Providing all Contractor personnel with proper personal protective equipment as necessary. UNTIL FUTHER NOTICE A MASK WILL BE REQUIRED FOR ALL

EMPLOYEES AND ALL CDC GUIDELINES WILL BE ADHERED TO AS WELL AS

ALL USDA GUIDELINES FOR DEALING WITH COVID-19. All employees must answer the below questions.

Have you, someone living in your household, someone with you have been in close or frequent contact with, or someone you are caring for been diagnosed with COVID-19 (Coronavirus) or had any contact with a confirmed case of COVID-19?

In the last 14 days, have you or someone living in your household, or someone with you have been in close or frequent contact with, or someone you are caring for returned from, or made a travel connection through a CDC Level 3 or Level 2 country or State Department Level 3 or Level 4 country?

Do you currently have, or have you had within the last 24 hours, any cold or flu symptoms with a fever greater than 100.4 or acute respiratory distress (e.g., shortness of breath and coughing)?

C. Ensuring all Contractor personnel are aware of the various hazards located throughout the facility. The Government, upon request by the Contractor through the LSM, will provide site-hazard awareness training for Contractor personnel once per year (not to exceed one hour and to be scheduled at the convenience of theGovernment).

D. Ensuring that all Contractor personnel are familiar with the hazards of cleaning supplies used.

E. Provide the Government via the LSM with copies of MSDS for any hazardous material brought or used on site.

B. PROPERTY. Except for reasonable wear and tear, the Contractor assumes full responsibility for and shall indemnify the Government for any and all loss or damage of whatsoever kind and nature to any and all Government property including any equipment, supplies, accessories, or parts furnished while in the Contractor's custody and care for storage, repairs or services to be performed under the terms of this Contract, resulting in whole or in part from the negligent acts or omissions of Contractor, any subcontractor, or any employee, agent or representative of Contractor or subcontractor.

C. PERSONS. The Contractor will be responsible for any negligent or wrongful acts or omissions of the Contractor, his employees or agent’s incident to the performance of this contract. The Contractor will hold and save the Government harmless from all liability for any death or damage to all persons (other than the liability of the contract as provided under the Federal Employees Compensation Act) or to real or personal property, which results from the operation of, or incident to, equipment furnished by the Contractor. The Contractor will not be responsible for any negligent or wrongful acts or omissions of the U.S. Department of Agriculture; its employees, the U.S. Department of Agriculture's Cooperators or their employees.

D. LIABILITY INSURANCE. The Contractor shall maintain such insurance as will protect him/her from claims under Workmen's Compensation, General Liability, Property Damage and from any other claims for damages for personal injury including death which may arise from operations under this Contract, whether such operation by themselves or by any subcontractor or anyone directly or indirectly employed by either of them.

E. LOST AND FOUND PROPERTY. The Contractor shall ensure that all articles of possible personal or monetary value found by the Contractor's employees on the premises of this installation are turned over to the LSM. At the time of their discovery, such items shall be tagged to identify the location at which they were found.

F. SECURITY. The Contractor will close any open windows, turn off lights except those left on for security, and lock designated interior and all exterior doors. The building is considered closed for business from 4:30pm to 07:30am daily, all hours on weekends, and legal holidays.

Entry cards and keys for the building and gate will be provided to the Contractor as needed.

G. CONDUCT OF CONTRACTOR AND EMPLOYEES. Contractor personnel shall not smoke in the building, as this is a non-smoking building. Must be 20 feet away from any entrance to smoke outside.

They shall not disturb papers on desks, open desks or cabinets, or use telephones or office equipment that is provided for official Government use.

Contractor personnel shall utilize conservation policies by not adjusting any heating or cooling devices and by turning off lights in unoccupied areas unless otherwise directed.

Contractor personnel shall in no event, enter any area to which access is restricted, unless such an area has been specifically identified as an area in which janitorial services are to be rendered.

Use of the telephone is provided only for emergency calls. Contractor personnel shall utilize energy conservation policies by not adjusting heating/cooling devices, and by turning off lights in unoccupied areas, unless, otherwise directed.

Children are not allowed on site. Presence of minors accompanying any Contractor employee under NO CIRCUMSTANCES.

The Contractor must promptly inform the LSM when one of their employees has been fired/terminated.

Contractor shall place his/her employees on notice that infraction of any of the above rules, regulations or prohibitions may be grounds for removal from Federal Property at the discretion of the LSM and or CO.

III. INSPECTIONS:

A. INSPECTIONS

1. Definition: "Services" includes services performed, workmanship and materials furnished or utilized in the performance of services.

2. All work shall be performed in a skillful manner. The Location Site Manager may require the Contractor to remove from work any employee the LSM deems incompetent, careless or otherwise objectionable.

3. The LSM will review the performance of services and receive complaints related to non-performance. The LSM, or other designated representative, will make random inspections of parts of the building where services are to be performed. Inspections will not interfere with or delay the Contractor's work.

B. DEFICIENCIES:

1. If any service performed does not conform to the contract, the Government may require the Contractor to perform the services again to conform to requirements, at no increase in contract amount. When defects in performances cannot be corrected by re-performance, ARS may (1) require the Contractor to take necessary action to ensure that future performance conforms to requirements, and (2) terminate the contract for default. (Ref: 52.246-4)

- See attachment 3

2. The Contractor shall submit to the LSM a written report showing areas not cleaned and the reason for not cleaning them; deficiencies or damage in the building or equipment such as broken soap dispensers, stopped up urinals or commodes, missing floor and ceiling tile, broken doors and windows, etc.

See attachment 4

IV. CONTRACT ADMINISTRATION:

A. CONTRACTING OFFICER (CO) has the overall responsibility for administration of the contract. Only a warranted Contracting Officer can make administrative contract changes. The LSM can make and arrange schedule changes, building assistance, but no contract administration.

INVOICES: This contract is based on a monthly fixed price. Submission of monthly invoices is required through IPP. No other invoice arrangements will be accepted.