D-1 PWS Amend 0002.docx

D-1 PERFORMANCE WORK STATEMENT

1. LOCATION AND DESCRIPTION OF WORK AREA

The buildings for which janitorial services will be provided are the Monterey Ranger District Office located at 406 South Mildred Ave., King City, CA 93930.

The District Office building is approximately 7,531 Square feet and includes (20) offices and/or desk spaces, (5) bathrooms, (2) showers (1) break room, (2) conference rooms, (1) copier room and (1) main lobby. EXCLUDES LAW ENFORCEMENT OFFICE.

2. SCOPE OF WORK

The purpose of this contract is to provide Janitorial Services for the Montrey Ranger District on the Las Padres National Forest. The Contractor shall furnish all equipment, transportation, labor, supervision, and supplies (except as specified herein as Government furnished) necessary to maintain the buildings in a clean, sanitary, and acceptable condition. Performance will be according to the standards indicated herein.

3. PERIOD OF PERFORMANCE

The period of performance for the base year will be for three (3) months beginning September 15, 2024 to December 14, 2024;

Plus, four (4) one-year option periods:

Option Year 1: December 15, 2024 – December 14, 2025 Option Year 2: December 15, 2025– December 14, 2026 Option Year 3: December 15, 2026– December 14, 2027 Option Year 4: December 15, 2027 – December 14, 2028

If all options are exercised, the period of performance end date will be December 14, 2028.

4. HOURS OF OPERATION

Janitorial services shall be performed outside of business hours, which are Monday through Friday from 8:00 a.m. to 4:30 p.m. Pacific Time. All janitorial services shall be performed during the week (Tuesday and Friday) between the hours of 5:00 p.m. to 9:00 p.m. Monday thru Friday, except legal holidays or as specified above for the District Office (DO). Some flexibility with the days of the week and times such as earlier start and end times may be negotiated.

5. BIOBASED PRODUCTS

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. All supplies and materials to be used in the performance of work under this contract are subject to the approval of the Contracting Officer (CO).

The following is a list of categories for products that may be required for performance of janitorial duties. Each product submitted for use under this contract must be identified with at least one of these categories (some products may be listed under more than one category). Labeling shall be printed on all containers.

For more information regarding the Department of Agriculture Biobased Affirmative Procurement Program go to BioPreferred|About.

6. PREWORK CONFERENCE

Prior to commencement of work, the Contractor shall arrange a meeting with the CO to discuss the contract terms and work performance requirements.

7. CONTRACTOR REPRESENTATIVE

The contractor shall provide to the CO, a written designation of a contract representative and at least one alternate representative who is responsible for the performance of the work specified in the contract and who shall act for the Contractor when the Contractor is absent. The Contractor’s representative or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The contractor representative and alternate(s) must be able to read, write, speak, and understand English.

8. KEY PERSONNEL

During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

9. PERSONNEL SECURITY

The Contractor shall employ personnel qualified and capable to perform janitorial work and will provide a list of personnel who will be on the premises and their work schedules.

Contractor employees requiring routine physical access to Federally-controlled facilities a must go through the identity proofing and registration process and have a successfully adjudicated National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) community background investigation (BI) to serve on the contract.

Contractor ID credentials will be issued after successful identity proofing of the contractor employee applicant and upon a successfully adjudicated NACI or OPM/NS BI. All contracts must specify periods of performance. If an option year is exercised, the contractors must renew their credentials at the end of their period of performance. If no option year is exercised, the contractor must turn in their ID credential at the end of the performance period or when service on the contract ends.

A site badge will be issued to contractors during the interim period between starting work with USDA and receiving an approved Background Investigation and/or Lincpass.

10. 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. 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 furnish the following items:

· Wastebaskets and Recyle Bins

· If keys are issued, they will be signed for and returned upon completion of termination of the contract. Lost keys are the responsibility of the Contractor. See PWS Para. 14: FIRE PREVENTION AND SECURITY.

· All utilities necessary for the Contractor to perform the required services as stated herein.

· A storage space for Government and Contractor furnished property.

11. CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all equipment, material, and supplies necessary, except as noted above under PWS Para.10 to perform the tasks specified in this contract. The Government will approve all cleaning materials and equipment utilized by the Contractor prior to their use to ensure that they do not harm or endanger the health and safety of the building users or cause permanent damage to Government property. This does not relieve the Contractor from any damages resulting from use of these materials. The Contractor shall utilize products and materials made from biobased materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

The Contractor shall not use any materials which the CO determines does not meet the requirements established by applicable Federal specifications and standards. Safety Data Sheets (SDS) are required for all cleaning compounds and products used to perform the tasks specified in this contract.

12. SAFETY PLAN

The Contractor shall provide a copy of their safety plan at the pre-work meeting.

A. The Safety Plan should be available to all employees and subcontractors working on the contract.

B. The Safety Plan should cover at a minimum:

1. Safety briefings covering the area working in, equipment being used, and any special considerations for the work under the contract.

2. Personal Protective Equipment required for the work under the contract.

3. Appropriate OSHA requirements for the type of work under the contract.

4. Weather considerations for the time of year of the contract.

5. Communication issues and locations of the nearest medical facilities to the job site.

6. Emergency numbers to contact if an accident happens.

Contractors are subject to all applicable State and Federal OSHA rules and regulations.

13. CONDUCT

All work under this contract shall be performed in a skillful and professional manner. The Contracting Officer may in writing require the contractor to remove from the contract/site any employee deemed incompetent and/or careless or found in unauthorized possession of materials, supplies, equipment, or any Government-owned property.

The contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity, and shall be responsible for taking such disciplinary action with respect to the employee(s) as may be necessary.

The contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official government use.

The contractor will be notified of non-compliance and will be requested to correct the condition at the contractor's expense.

The contractor will not be allowed to have any persons (family members or otherwise) under the age of 16 years on the premises to either work or accompany the contractor or his/her employees during performance of the contract.

The following restrictions apply to the contractor and his/her employees:

A. Smoking: The District office is a non-smoking building. The contractor shall not smoke inside the building.

B. Gambling. The contractor shall not participate in games for money or personal property while on government property.

C. Alcoholic beverages and narcotics. The contractor shall not be under the influence of, use, or be in possession of any narcotic drug, hallucinogenic, marijuana, barbiturate, amphetamine, or alcohol while entering on or on government property. This prohibition shall not apply in cases where the drug is being used as prescribed for a patient by a licensed physician.

D. Soliciting or vending. The contractor shall not solicit or sell any items while on government property.

E. Firearms. The contractor shall not be in possession of any firearms in the district office.

14. FIRE PREVENTION AND BUILDING SECURITY

The Contractor is responsible for ensuring security of Government property, buildings, equipment, materials, records and data against unauthorized access, loss, or damage during the performance of this contract.

A. Fire Prevention: The Contractor shall at all times keep janitor closet neat, clean, and free from odors and fumes. All chemical and combustible items shall be stored in proper containers and all recyclable material put in the proper holding containers. All trash shall be placed in the dumpsters and not stored in the janitor closet. There are no public areas designated as smoking areas. Smoking is prohibited inside all buildings.

B. Building Security: Performance of this contract is required to be done outside of normal business hours (0800-1630). If the Contractor has a current security clearance, office keys will be issued to allow performance of contract during the evenings. If this is the case the Contractor shall:

a. Announce their arrival and departure to the Government employees who may be occupying the building after normal work hours.

b. Ensure all exit doors remain closed and locked at all times during performance of services unless the Contractor is using the door and remains in sight of the door.

c. Only the Contractors’ employees (must have security clearance) are allowed in the building or on the job site during performance of services.

d. The Contractor must secure all equipment and supplies, in the storage area provided, prior to leaving the premises.

The Contractor will establish and implement methods of ensuring that all keys issued by the Government are kept secure in the Contractor’s possession and are not used by unauthorized persons.

1. The Contractor will be required to reimburse the Government for replacement of lock system as a result of Contractor loss of Office/Shop keys. In the event that the office security is compromised, the Government will replace all compromised locks at the Contractor’s expense.

2. The Contractor will report the occurrence of a lost keys/compromised security system to the Contracting Officer Representative immediately.

3. It is the responsibility of the Contractor to prohibit the use of the keys issued by the Government by any persons other than the Contractor’s employees. It is also the responsibility of the Contractor to prohibit the opening of locked areas by the Contractor to permit entrance of persons other than Contractor’s employees engaged in the performance of assigned work in those areas.

The Contractor shall not attempt to reconnect or re-plug any computer wiring disconnected or disturbed during the performance of this contract. The Contractor shall leave written notification on the COR’s desk and the desk of the person’s computer of any computer equipment accidentally disconnected.

The Contractor shall not disturb papers on desks, other equipment or bulletin boards nor shall the Contractor use Government telephones or other equipment except for emergency use.

15. CIRCUMSTANCES TO BE REPORTED

The Contractor will report to the COR any circumstances of needed repairs of the facility or unusual soiling of an area which may affect the performance of the work and/or create unhealthy or hazardous conditions. The Contractor will report to the COR, police, and/or fire department any instances of fire, accidents, vandalism, attempted break-ins, signs of attempted break-ins, or suspicious persons.

16. CONSERVATION OF UTILITIES

Upon completion of work the Contractor shall ensure that all lights are off, all machines and appliances are shut off or disconnected, no smoldering, smoking, or burning materials are left in ash containers or trash receptacles and all windows and entrance doors are closed and locked.

17. FEDERAL HOLIDAYS

Except as noted in the Schedule of Work or Hours of Operation, work will not be required on the following federal government holidays, nor on holidays observed in lieu thereof:

Christmas Day

18. UNFORESEEN BUILDING CLOSURES

When an unforeseen building closure occurs on a regular scheduled day of work, the Government shall have the following options:

A. To require the Contractor to preform work necessary to sustain operations on the following normal duty day.

B. To forego the work and reduce payment due to the Contactor accordingly for work not performed.

19. SUBCONTRACTING

The Government reserves the right to approve or disapprove any subcontractors selected. The Contractor shall obtain approval from the COR for all subcontractors prior to entering into any subcontracts. The Contractor’s requirement for approval shall be in writing and include the specific work to be accomplished by the subcontractor.

20. CONTRACTOR SUBMITTALS

The following shall be submitted to the CO for approval after award and prior to the commencement of work to be performed under this contract:

A. Quality Control Plan (QCP) – A quality control plan is a plan developed by the contractor for its internal use to ensure that it performs and delivers high-quality service. The QCP will be incorporated into the resultant contract.

B. Schedule – Submit a schedule for services to be performed. Inform the Government of schedule changes at least one (1) week in advance.

C. Material Safety Data Sheets (MSDS) – Provide the Government with a copy of Material Safety Data Sheets for all chemicals being used for cleaning.

D. Cleaning Product Information – Manufacture’s or supplier’s information describing the contents and recommended uses for each cleaning product used.

1. A list of proposed biobased products to be used in the performance of services provided under this contract (at minimum proposed products must be identified by brand name), including a summary of product attributes.

2. Product Use and Cleaning Guides defining standard operating procedures and/or instructions for the proper use, storage, and disposal of the cleaning products, proper operation of equipment, and proper procedures to accomplish work under this contract.

3. 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” must also define proper procedures for the identification and disposal of hazardous wastes in accordance with Federal RCRA regulations and the District of Columbia Municipal Regulations (DCMR), Title 20, Subpart E prior to use with personnel.

E. Personnel - Provide and keep current a written list of the names of all contractors’ employees performing duties under this contract.

F. Contractor shall turn in a daily checklist, which include other frequency services, to ensure quality standards are being met. These checklists will be utilized by the COR to substantiate work completed and to perform government inspections.

21. PREWORK CONFERENCE

Prior to work commencement, a pre-work meeting shall be arranged between the Contractor and the CO to discuss contract terms and work performance requirements. The Contractor shall designate an on-site representative/supervisor and outline that individual’s responsibilities in writing at this time; if such individual is necessary.

22. TECHNICAL SPECIFICATIONS

22.1 Specifications

Storage room for a limited amount of supplies will be provided to the contractor. There is one (1) small room available.

22.2 The specifications and performance objectives are described below including the schedule for work. Cleaning tasks have been scheduled either daily, weekly, monthly, quarterly or semiannually. Also see PWS Para. 23 Inspection/Acceptance.

22.3 Daily Service

At the completion of each daily service, all areas:

a. Carpets shall be free of dirt, dust, debris, and spots and stains.

b. Hard surfaced floors shall appear polished, and shall be free of dirt, dust, debris and spots and stains.

c. All surfaces shall be free of dirt, dust, cobwebs, spots and stains, including, but not limited to:

1) Furniture

2) File Cabinets

3) Window and other exposed ledges

4) Computer equipment, including areas around and behind display monitors and all office equipment.

d. Front door glass shall appear free of dust, dirt, streaks, smudges, and spots both inside and out.

e. Display cases and all counter tops, tabletops shall appear clean and polished, free from dust, smudges, and debris.

f. Doors, door handles, and door casings shall be free of handprints, dirt, and other marks.

g. Chairs shall appear to be free of dust, debris, and stains.

h. Vents on doors shall appear clean and free of dust and cobwebs.

i. All wastebaskets, chairs, tables, and like objects shall be returned to the location where found after cleaning.

22.4 Rest rooms:

a. Floors, as the result of mopping, shall appear be clean and be disinfected with no water left standing.

b. Mirrors, containers, and fixtures will be clean, and polished.

c. Replenish toilet tissue, paper towels, hand soap, and deodorant blocks such that adequate supplies exist sufficient to last until the next service. Ensure that dispensers function properly and that dispensers are not overfilled.

d. Wash basins, toilet bowls and urinals shall be sanitized, free of hair, dirt, debris, and otherwise have a clean and polished appearance.

e. Toilet seats, bowls, and urinals shall be sanitized and free of fecal matter, hair and have a clean and polished appearance on both the top and undersides.

f. Toilet and urinal stalls will be free of dirt, scuff-marks, and cobwebs.

g. Showers will be clean and disinfect all surfaces of showers, shower mats, shower curtains. To keep areas free of scale, soap films, and other deposits.

22.5 Meeting/Conference Rooms and Mailroom:

a. Whiteboards shall appear clean of marks and marker dust including any writing that is not marked “SAVE”. Tabletop and counters free of streaks, dirt and with a polished appearance.

22.6 Kitchenette:

a. Microwave, refrigerators, and other appliances shall be free of dirt, marks and have a polished appearance.

b. Counter tops, cabinet faces shall be free of dust, dirt, marks, handprints, and cobwebs.

22.7 Trash Removal

a. All wastebaskets/trashcans shall be emptied and free of odors. Liners shall be in place and appear free of liquids, stains or debris.

b. Empty inside office recycle containers to larger outside pickup containers.

Note: Do not remove items on desks, batteries, and bottle and can containers.

22.8 Quarterly Services

This period will be used to conduct the heavy work necessary to achieve and maintain the clean and spotless appearance of those areas including but not limited to the lobby and rest rooms.

a) Remove all cobwebs on walls, desk areas, entrances, ceilings, corners, behind door and anywhere cobwebs collect on the interior of building and entrances and on the exterior.

b) Remove dust on bookshelves, desks, storage cabinets and computers, tables and window treatments.

c) Clean all surfaces/horizontal (Desk, tables, benches, railings, work partitions, doors, etc.) And vertical walls/doors, etc., partitions/cubicle and bathroom).

d) All outside windows shall be free of water spots, dirt, and the glass shall have a polished look. Window casings, both inside and out will be free of dirt, dust and other debris.

22.9 Semi-annual Services

Upon the completion of the Semi-annual service, area conditions shall be as follows:

· Door Frames will appear clean and polished.

· Baseboards, molding, and other surfaces where vertical surfaces meet the floors shall be free of visible dirt and wax buildup.

· All inside window glass shall be cleaned and have a polished appearance with no dust, dirt, grime, or other debris detectable around the window casings.

· All carpets shall be first spot-treated, then completely steam cleaned, or shampooed.

22.10 Annual Services

Annual services shall be performed on weekends (Saturday and Sunday) only and completed within seven (7) days of the commencement of this contract – base year and any exercised option years. An initial “Annual Service” will be performed as a base-line cleaning. This period will be used to conduct the heavy work necessary to achieve and maintain the clean and spotless appearance of those areas including, but not limited to the lobby and rest rooms.

All outside windows shall be free of water spots, dirt, and the glass shall have a polished look. Window casings, both inside and out will be free of dirt, dust and other debris.

Upon completion of the annual service, area conditions shall be as follows:

· All carpets shall be first spot treated, then completely steam cleaned, or shampooed. After carpet has dried, it shall be treated with a stain prevention chemical equivalent to Scotch Guard in its protective characteristics such that spilled liquids do not soak in. Upon completion, carpet shall appear clean, fresh, without visible stains. Office staff will be notified one (1) week prior to carpet cleaning. Upon completion of the Annual Service, carpets shall appear clean, fresh, without visible stains.

· All baseboards will be wiped clean, free of dust, dirt and stains.

· All windows seals and ledges will be wiped clean of dust and dirt.

· All blinds on windows will be wiped clean and free of dust.

· Restroom walls and grout shall be cleaned and wiped down.

23. INSPECTION/ACCEPTANCE

23.1 Quality Control Plan

The Contractor shall conduct inspections on all units in accordance with contractor Quality Control Plan (QCP). The contractor’s QCP shall be submitted and accepted by the Government prior to any work starting.

23.2 Government Inspections

Government inspections are for the purpose of satisfying the Government that the services are acceptable and do not relieve the Contractor of the responsibility for maintaining quality control.

The Contracting Officer's Representative or designated inspector will conduct all inspections. The Contractor (or designated representative) is encouraged to be present to observe inspections. Summary results will be made available on request.

23.3 Specific Procedures

Inspections will be conducted daily, weekly, monthly, quarterly, and semiannually. The inspections will be conducted by inspectors visually inspecting as well as physically checking dispensers. Tenant participation in performance evaluation includes compliments or complaints of service or lack of service. These compliments or complaints will result in an unscheduled inspection. Unscheduled visual inspections will also occur in any area at least twice monthly.

23.4 Acceptance will be for fully completed work in accordance performance requirements.

23.5 Deductions due to unacceptable service.

23.6 The COR may recommend to the Contracting Officer deductions based on poor or unacceptable performance or no service provided by the contract. If possible, the Contracting Officer will ask the contractor to re-work the deficient areas. The inspection forms will be provided along with the notice of non-compliance to the contractor for response within two days.

23.7 Performance Evaluation

The terms of the contract have been agreed upon by the Contractor and the government at the time of contract award. During the life of the contract, Contractor performance will be documented by means of written inspection reports, minutes of meetings, GSA/customer surveys, customer comments, service call logs, and records which will be retained as part of the official contract file.

1) Effectiveness of Quality Control (QC): The COR shall assess the effectiveness of the contractor’s QC Program through review of reports required of the contractor, service delivery information reports, and all those previously listed.

2) Inspections: A Government representative will make periodic inspections, with the contractor’s representative when available, to document the level of services being performed. The contractor will be notified in writing of any deficiencies. The contractor will be called/emailed or notified and writing of any deficiencies noted.

3) Service delivery: The quality and timeliness of the Contractor’s (including subcontractor) performance, as well as service call responses, will be used to assess the overall service delivery. Record of service calls and responses is required by the contractor and is will be available for inspection by the COR at all times.

4) Final inspection.

5) No later than 60 days prior to last date of contract a final inspection will be completed. Contractor will contact the COR to schedule inspection. Any deficiencies identified will be corrected prior to expiration of contract.

24. PERFORMANCE REQUIREMENTS STANDARDS

Performance requirement standards are described in the Performance Requirements Standards Summary Tables (see Attachment D-2 QASP) for daily, bi-weekly, weekly, monthly, semi-annual, and annual work. The Contractor is expected to ensure services are provided or performed to the appropriate standards through the Contractor’s Quality Control Plan. Except as stated in the summary tables, services required by this contract are generally of such a nature that nonconforming or incomplete performance disclosed by Government inspection is not subject to correction by re-performance or late performance and will result in a deduction being made to the contract price for the month.

25. ACCEPTANCE

Workmanship shall be of an acceptable quality such as would be found in a business office visited by the general public and meet the Acceptable Quality Level (AQL) listed in summary.

26. PAYMENT

Payment will be made for fully acceptable work at the prices bid in the schedule of items. Payment will be made monthly.

Deductions. In accordance with the inspection clause, payment may be made for less than fully acceptable work at a reduced price. Other exceptions are noted below:

1. Standards of clean / Daily rate deficiencies by category:

The standards of clean deficiencies are for major daily deficiencies where the contractor is clearly not in compliance with the specifications. Contractor after being notified of deficiencies may have the opportunity to rework the areas. If the problem is reoccurring (more than three times in a month) the deductions will be made without opportunity to rework the areas and daily deductions will be made until the deficiencies are resolved.

2. Ten (10) documented minor standards of clean deficiencies in a category in a week a will result in a deduction at daily rate for that category as stated in #1 above. Thirty (30) documented minor deficiencies in a 30 day period will result in deduction equal to the full daily rate.

3. Major deficiencies are defined as the large percentage (20 %+) of the work in the category was not acceptable. The contractor clearly did not adhere to the specifications and results of completing the objective/task listed. Examples are bathrooms have several deficiencies Floors not mopped, towels and soap not refilled, mirrors dirty. Five (5) or more offices did not have trash emptied or were vacuumed. After being notified of leaves in the entry hallway the problem persists.

4. Minor Deficiencies are defined as a small % of work required but items do not meet the standard. Examples are a couple of trash cans not emptied or overlooked. Restroom runs out of supplies. A window missed (not in entrance).

Contract Release.

Before final payment will be made the Contractor shall sign a release of all claims against the Government arising by virtue of this contract, other than claims, in stated amounts, that the Contractor has specifically accepted from the operation of the release. A release may also be required of the assignee if the Contractor's claim to amounts payable under this contract has been assigned under the Assignment of Claims Act of 1940 (31 U.S.C. 3727 and 41 U.S.C. 15).

Invoices.

All invoices are to be submitted via the electronic Invoice Processing Platform (IPP) at www.ipp.gov. This is a mandatory requirement initiated by the U.S. Department of Treasury; there is no pre-award registration.

After award of a contract, please make sure that your company registers promptly at ipp.gov/vendors to establish your account. PRIOR to starting the IPP enrollment process, please verify that the point of contact’s (POC’s) email address is up to date in your company’s System for Award Management (SAM) account at www.sam.gov and that any recent update(s) have been allowed time to process resulting in an “Active” status on the SAM account. The one-time enrollment in IPP means a series of emails will be sent to the SAM POC. If you have questions on the IPP enrollment process, the help desk phone number is 1-866-973-3131.