127EAY25Q0059 Attachment 1 - Statement of Work.doc

STATEMENT OF WORK

SCOPE OF THE CONTRACT

It is the scope of this contract to secure Janitorial Services for Government Offices on the Grindstone Ranger District of the Mendocino National Forest in strict compliance with the terms, specifications, conditions, and provisions contained herein. The contractor shall furnish all labor, equipment, supervision, transportation, supplies (except those listed under Government furnished), and incidentals necessary to complete the work as specified. It is the responsibility of the Contractor to ensure that the necessary hours that it will take to meet the contract requirements are built into their price quote.

LOCATION AND DESCRIPTION

All referenced locations are Work Centers containing multiple Forest Service and other buildings. However, for all locations, only the three (3) Forest Service Main Offices are included under this contract and no other buildings.

· Paskenta Work Center is located at 13280 Paskenta Road, Paskenta, CA 96074 in Tehama County. The Main Office is approximately 2,511 square feet.

· Stonyford Work Center is located at 5171 Elk Creek / Stonyford Road, Stonyford, CA 95979 in Glenn County. The Main Office is approximately 3,069 square feet.

· Elk Creek Work Center is located at 3286 County Road 308, Elk Creek, CA 95939 in Glenn County. The Main Office is approximately 2,150 square feet.

GOVERNMENT FURNISHED COMPONENTS

The Government will provide the following items of Government materials, supplies, or property at the work site prior to work commencing. As supplies need replenishing, the Contractor shall notify the designated Contracting Officer’s Representative (COR) not less than two (2) weeks in advance so that items can be reordered. If there are any issues with the components provided by the Government, the Contractor shall bring the concern to the attention of the COR.

· Cleaning compounds such as toilet bowl cleaner, floor cleaner, glass cleaner, wax stripper, etc.

· Floor wax (non-skid), if appropriate

· Disinfectant

· Toilet tissue, hand soap, hand towels, and toilet seat covers

· Light bulbs, wastebasket liners and trash receptacles

· All utilities necessary for the Contractor to perform the required services

· All keys, keycards and/or security access codes to the gates and building(s) that are required for contract performance (keys shall be signed for and returned at completion of the contract) Space will be assigned, as available in the buildings, for the storage of an inventory of supplies and equipment, which will be used in the performance of work under the contract. The Government will not be responsible in any way for damage or loss of parts or equipment. Telephones will be available for the Contractor’s use in making local calls for business purposes only.

The Government shall pay the fee to obtain an HSPD-12 background investigation on up to two (2) occasions for Contractor’s personnel/ employees designated to perform services in the Government facility without Government accompaniment.

CONTRACTOR FURNISHED COMPONENTS

The Contractor shall provide all supervision, labor, materials, and supplies except those indicated as Government Furnished. Equipment required needs to meet the terms of the contract. All applicable Contractor-furnished equipment shall include bumpers/guards to prevent marking or scratching of fixtures or building surfaces. Such incidentals necessary for the required performance of this contract include, but are not limited to:

· Mops, rags, brushes, brooms, etc.

· Paper towels for cleaning

· Power Equipment as needed, such as motorized vacuum cleaner, commercial carpet cleaner

All electrical equipment used by the Contractor shall meet all safety requirements of this contract and shall be UL approved. This equipment shall operate using existing building circuits. It shall be the responsibility of the Contractor to prevent the operation or attempted operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of existing building circuits. Inoperable equipment is not cause for cleaning work not to be performed. The Contractor shall furnish and use beater bar type vacuums for carpeted floors.

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

The Contractor is responsible to pay the HSPD-12 background investigation fee(s) for any necessary applications, after the two (2) occasions furnished by the Government, at the amount of the fee at the time it is due.

GOVERNMENT PERSONNEL AND AUTHORITIES

The Contracting Officer (CO) and Contracting Officer’s Representative (COR) are the main points of contact under this contract. In addition, Inspectors may be designated at or after contract award. The names and contact information of all government personnel designated under this contract will be provided to the Contractor after award.

The CO designates the COR, who is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the CO prior to completion of the contract.

No person other than the Contracting Officer is authorized to change any clause or provision of this contract, except as provided in writing by the Contracting Officer. Changes to contracts for commercial items and services must be by mutual agreement between the Contractor and the Contracting Officer only.

The Contractor is responsible to take direction only from Government officials indicated in the contract. The Government is not responsible for costs incurred during the performance of work not covered under this contract or directed by non-authorized persons.

On all matters that pertain to the contract terms, the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

CONTRACTOR REQUIREMENTS

Personnel: All work under this contract shall be performed in a skillful and professional manner. The Contractor shall employ personnel qualified and capable to perform janitorial work and will provide a list of Contractor personnel who will be on the premises. Persons under the age of 18 are not permitted on the premises while work is performed.

The Contractor shall prohibit employees from disturbing papers on desks, opening desk drawers or cabinets, using government telephones or other office equipment, leaving the Government building unlocked or using any Government employee’s property. The Contracting Officer may, in writing, require the Contractor to remove from the premises any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment, or any Government property.

Background Check Requirement for Personnel:

The contractor shall ensure that all required personnel/employees respond within one week of each prompt for action or information as part of the HSPD-12 Background Investigation requirement and its associated maintenance. For each member of the Contractor’s personnel/ employee(s) to access the Government facility unaccompanied by the Government (i.e. for overnight cleaning), submittal to the mandatory background investigation includes the provision of pertinent information to the Government, fingerprinting, and response to any queries from the Person Model point of contact. Maintenance activities may include but may not be limited to mandatory annual completion of a short information security training exam, materials for which will be available online or provided via email or in hard copy by the Contracting Officer or COR.

When the premises covered under the contract require or utilize LincPass keycards for building entry, the Contractor’s personnel/ employees must also visit a USDA Activation Center to obtain a physical LincPass keycard. Visitation of an Activation Center is not required for any Contractor’s personnel/ employees whose worksite buildings utilize traditional keys or non-LincPass keycards.

Failure of the Contractor’s personnel/ employee(s) to respond within one week of receiving any prompt in the background investigation process may result in the issuance of Cure Notices, requirement of removal of the Contractor’s personnel/ employee(s) from the premises, or termination of the contract.

As required through mandate or policy changes, additional requirements to those listed may be added to the contract. Alerts regarding requirements needing attention are generally sent to the Contractor via email to the address(es) provided during the HSPD-12 Background Investigation application. The Contracting Officer is always available to confirm the validity of any such email communication sent to the Contractor.

Insurance Requirement: The Contractor shall provide to the Contracting Officer the following documentation within 10 calendar days of the start work date, or the contract may be terminated for default in accordance with the clause governing default (termination for cause). Offerors may include the following documentation as a part of an Offer if desired.

Worker’s Compensation Insurance: The Contractor shall provide evidence of Worker's Compensation Insurance or a written explanation as to why the Contractor is exempt from the requirement. NOTE: The Contractor working alone is not required to carry the insurance.

Conservation of Utilities and Building Security: Upon completion of the work at each site the contractor personnel shall ensure that (unless otherwise instructed by the Contracting Officer or COR) all lights are off, all wall windows and entrance doors are locked and the alarm system armed. If the building is occupied by the Government after normal working hours, Contractor’s personnel shall notify the Government personnel of their departure and leave the exterior doors locked. The Contractor shall not disturb papers on desks, or bulletin boards, open drawers or cabinets, or use telephones or any office equipment provided for official Government use, except for emergency calls to the Contracting Officer, police or fire department. It is the responsibility of the Contractor to secure the building upon completion of work and close and lock entry gates.

Keys/Keycards: The Contractor will establish and implement methods to ensure that all keys/ keycards issued by the Government are kept secure in the Contractor’s possession are not used by unauthorized persons. No keys/ keycards issued by the Government are to be duplicated. It is the Contractor’s responsibility to ensure any security access codes are secured in the contractor’s possession and not to be used by unauthorized persons.

A.

The Contractor will be required to reimburse the Government for replacement of locks or re-keying because of Contractor loss of keys. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system and the total cost will be deducted from the monthly payment due the Contractor.

B.

The Contractor will report the occurrence of a lost key/ keycard to the Contracting Officer no later than the next duty day.

C.

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

Lost and Found Property: The Contractor shall ensure all articles of possible personal or monetary value found by the Contractor’s employees are turned into the COR or customer service personnel.

Subcontracting: Therefore, the Contractor shall notify the Contracting Officer of the intent to enter into a subcontracting agreement, prior to entry, for the performance of work under this contract. The Contractor’s notification shall be in writing and include the specific work to be accomplished by the subcontractor.

The subcontractor shall have the experience and be equipped for such work. Subcontracting any portion of the contract shall not relieve the Prime Contractor of any responsibility under this contract. Any subcontract agreement shall contain all terms and conditions of the prime contract. The Government will document, in writing, those instances where the supervisor or subcontractor have not responded to calls or are not available to meet.

Safety: The Contractor shall be responsible for instructing company employees in appropriate safety measures and providing hazard communication training including the appropriate handling of chemicals. The Contractor shall provide, place, and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing applications. Cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition shall not be stored inside the building. Contractor shall provide copies of Material Safety Data Sheets (MSDS) for any cleaning chemicals provided by the Contractor.

Smoking Restrictions:

Smoking is prohibited in buildings. Smoking allowed only in designated areas.

Circumstances to Be Reported:

The Contractor or the Contractor’s employees shall report to the Contracting Officer or COR any circumstances of needed repairs of the facility or unusual soiling of an area that may affect the performance of the work and unhealthy or hazardous conditions. The Contractor or the Contractor’s employees will report any vandalism, attempted break-ins, or signs of attempted break-ins.

Communication Procedures:

While a line of communication is always open to the CO, most communication is directed to the COR.

Contracting Officers and CORs are available via phone, email, or direct communication. Formal requests, reports and invoices must be submitted in writing. Communication by email is a good practice for the purposes of documentation. At times communication will occur as meetings between the Contractor and the Government.

PERFORMANCE OBJECTIVES AND STANDARDS

The Contractor shall ensure that the building presents an overall appearance of cleanliness. The Contractor shall provide sufficient supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning that is consistent with comparable industry standards for this type of contract. The definition of clean is for all areas, objects, and surfaces to be free of dirt, water streaks, gum, grease, tar, or any other extraneous matter in order to present an overall appearance of cleanliness. Performance will be based on the Contractor’s success in meeting the performance and quality standards, not the method of performance.

The contractor service requirements are summarized into performance objectives that relate directly to the essential services provided. The stated performance thresholds are the minimum acceptable levels of service for each stated requirement. All aspects of the contractor performance are subject to Government surveillance, and absence of any contract requirements from the Performance Objectives identified below will not detract from the enforceability, nor limit the rights or remedies of the Government under other contract clauses.

SERVICE AREAS, RESULTS, FREQUENCY AND SCHEDULES

Regular cleaning shall occur on a frequency of one (1) time per week at each location. Actual service day(s) and hours may be decided by the Contractor if occurring between Friday at 6:00 PM and Monday at 6:00 AM. Performance during any other time of week must be approved in advance by the COR. Should the Contractor be unable to perform services as scheduled, the Contractor shall notify the COR prior to 3:00 PM on Friday if services would occur over the weekend or, elsewise, on the scheduled weekday. If scheduled work falls upon a Federal holiday, the Contractor shall instead perform services the day before or after. Prior approval from the CO is required before work may be performed on a Federal holiday.

Routine tasks are those which are expected to be performed at each visit. Periodic tasks are those which are performed on other than a per-visit basis. The Contractor shall submit to the COR a Schedule addressing all Periodic Tasks within 5 business days of the contract start date. The Schedule is subject to COR approval.

Service areas, expected results and expected service frequencies are as follows, and apply to each contract location as appropriate:

Glass Windows, Doors and Counters at the Front Lobby

Carpeted Flooring

Vacuumed (free of obvious dirt, dust, and other debris) and spot cleaned as necessary using carpet manufacturer’s approved methods

(Tears, burns and reveling shall be brought to the attention of the COR)

Non-Carpeted Flooring

Drinking Fountains

Clean, free of water marks and build-up, and sanitized

Office Waste Bins

All trash collected from work areas and disposed in designated on-site locations

Restrooms

-Fixtures cleaned, disinfected, and maintained at a high level of shine

-Floors sanitized and maintained to ensure there is no buildup of dirt, debris, or bacteria

-Partitions and walls free of obvious dirt, dust, cobwebs, marks, or debris

-Paper products replenished as needed to maintain adequate supply

Food Service, Break Areas and Hallways

Windows and Glass Throughout Building (Interior Surfaces)

Interior sides of windows (including framing and sills), building lights and glass clean and free of obvious dirt, grime, streaks, cloudiness, and water spots

Walls and High Cleaning Surfaces Throughout Interior

Free of obvious dust, cobwebs, and debris from floor to ceiling

All Other Spaces and Surfaces Free of obvious dust, dirt, and debris, and presenting an overall appearance of cleanliness

Service Frequency of Twice Yearly:

Contractor shall coordinate and schedule with COR in advance

Windows:

Outside clean window glass washed

Carpeted Flooring:

Deep cleaned

CONSTRAINTS AND EXEMPTED TASKS

· Items on desks and other working surfaces or Forest Service employee storage areas shall not be disturbed.

· The Contractor shall not expose electronic equipment, including computer monitors, to liquids of any kind.

· The Contractor is not responsible to empty or handle office recycling bins.

· Any locked offices for which the Contractor has no key or areas otherwise designated as off limits are exempt from routine services except for emptying any trash bins placed within the Contractor’s access.

IN THE EVENT SERVICES ARE NOT PERFORMED OR REQUIRED

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

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

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

c. Reschedule the work on day(s) satisfactory to both parties.

EMERGENCY OR SPECIAL EVENT CLEANING SERVICES

Any situation requiring cleaning services beyond those normally encountered in routine cleaning work will be considered “emergency”. Situations requiring emergency cleaning will be referred to the Contracting Officer or COR prior to commencing work. If the Contracting Officer determines that the situation requires extra effort on the part of the Contractor, equitable reimbursement will be provided to the Contractor for the level of effort over and above that normally required, (e.g. fire or flood damage, construction work, etc.). Residue from relocating furniture or litter left from meetings or routine gatherings are not considered emergency cleaning.

PREWORK CONFERENCE AND OTHER MEETINGS

Prior to commencement of work, a pre-work meeting may be arranged between the Contractor and the Contracting Officer Representative to discuss the contract terms and work performance requirements. At this time, the Contracting officer will designate a Contracting Officer Representative (COR) and the Contractor shall designate, in writing, the name and phone number of the Contractor’s on-site representative/ supervisor and their responsibilities.

At any time during contract performance, a meeting may be requested by the Government or the Contractor and may be scheduled at a time and place agreeable to both parties. The purpose of the meeting shall be to address any issues preventing or endangering the successful completion of the contract requirements and to identify methods of improvement.

QUALITY CONTROL PROGRAM

The Contractor shall establish a complete, written Quality Control Program to ensure the requirements of the contract are provided as specified in the guidelines. The Contractor’s Quality Control Program is incorporated into this contract as accepted by the Government. The Program need not be elaborate, but shall address in writing at least the following information:

1. A checklist or plan for inspection of the building that addresses all contract performance areas.

2. A system to record inspection results and corrective actions and to ensure that the Contractor’s employees are notified of any deficiencies in their area of responsibility as applicable.

3. A plan to ensure that all issued keys, access cards or identification items are not lost, misplaced, or used by unauthorized persons.

INSPECTION (GOVERNMENT’S QUALITY ASSURANCE SURVEILLANCE PLAN)

The Government will visually inspect the Contractor’s performance on a random basis shortly after the scheduled cleaning time or after receipt of complaint from building employee(s) under this contract to ensure compliance with contract guidelines. The COR will record inspection observations, deficiencies will be documented with a written inspection report provided to the Contractor. When unacceptable performance is observed, the COR will meet with the Contractor’s supervisor to review the inspection report and ensure that the Contractor understands the unacceptable services. The preferred method to resolve deficiencies is to allow re-performance to correct the deficiencies. The Contractor shall be provided with the opportunity to correct substandard performance within one business day or another timeframe as determined by the COR. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is logged as a deficiency. Deductions from payment may result from deficient services.

INVOICING AND PAYMENT

Payment will be made in arrears for janitorial services that have been satisfactorily provided. Payment will be made by Electronic Funds Transfer (EFT) to the bank account designated in the Contractor’s SAM Entity at www.sam.gov. A SAM Entity of any status other than Active may delay payment processing.

The Contractor shall submit an invoice monthly or at another frequency as agreed between the COR and the Contractor. Use of the Invoice Processing Platform (IPP) at www.ipp.gov is required for all invoices under this contract. The Contractor shall also submit the completed inspection checklist for the invoiced time period listing completed Routine and Periodic Tasks. The Contractor may attach this checklist to the invoice in IPP (recommended) or may email, fax, or otherwise deliver the checklist to the COR. The Government will review the performance as compared to contract standards.

BIOBASED PRODUCT USE AND BIOBASED PROGRAM REPORTING REQUIREMENT

The Contractor is not required to perform biobased reporting for any components provided by the Government.

Should the Contractor provide and utilize expendable (chemical or material) products in the performance of this contract, the Contractor shall follow Biobased Program requirements regarding the procurement and reporting of such products. See FAR Clause 52.223-2 and www.biopreferred.gov.

WAGE DETERMINATION

Wage Determination No. 2015-5675, Revision 12, dated 12/21/2020, is applicable to this contract and is incorporated by reference. The full text of the Wage Determination may be accessed electronically at www.wdol.gov or a copy may be requested from the Contracting Officer. The rate for Janitor is $15.18 plus health and welfare benefits of $4.54 per hour.

REQUIRED CONTRACTOR SUBMISSIONS

This section is provided as a courtesy to repeat submission requirements described elsewhere in the contract. Any omission of a requirement in this section does not exempt the Contractor from responsibility to respond to the requirement.

· The Contractor shall submit to the COR a Schedule addressing all Periodic Tasks within 5 business days of the contract start date. The Schedule is subject to COR approval.

· Checklists of work completed, and quality control performed shall be provided to the COR at the time of invoice submission as part of the Contractor’s Quality Control Program and as described in the Invoicing and Payment section of this contract.

· The Contractor shall maintain a file of all inspections conducted by the Contractor and any corrective actions taken. This documentation is a part of the Contractor’s Quality Control Program but does not need to be made available for review unless requested by the Government.

· The Contractor shall complete Biobased Program Reporting for any Biobased Products provided by the Contractor in the performance of contract requirements. (Not for those furnished by the Government.)

· The Contractor shall ensure timely responses to all prompts and inquiries as part of the HSPD-12 Background Investigation process required for the Contractor’s personnel.

· The Contractor shall provide the documentation described in the Insurance Requirement section of this contract.

· The Contractor shall alert the Contracting Officer in writing of intent to utilize a subcontractor for work under this contract, prior to entering into any subcontract arrangement.

SOLICITATION PROVISIONS

GOVERNMENT POINTS OF CONTACT

If you have questions about the Request for Quote contact: Tod Gohl; tod.gohl@usda.gov; 530-685-0765 To schedule a site visit, contact: Paige Makowski; paige.makowski@usda.gov; 530-963-1328

EVALUATION FACTORS

(a) The Government will award a contract resulting from this solicitation to the responsible Quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:

Relevant Experience: Relevant Experience is the measure of the janitorial service provider’s experience providing the same or similar services as those desired under the current solicitation. Quoters shall submit a description that the experience of the person(s) to perform service has/have with performing relevant tasks.

Past Performance: Past Performance is a measure of the degree to which a Quoter has satisfied its customers, complied with contract terms and conditions in addition to applicable laws and regulations. The Government may contact references to evaluate a Quoter’s experience and past performance record, inquiring about elements such as the quality of the work, customer satisfaction, timeliness of performance and overall business relations. Quoters shall submit the following information for up to 3 current or past similar contracts/ projects performed with a preference for recent projects and for Government contracts if possible.

1. Type of project/ contract.

2. Type of facility, with approx. square footage.

3. Description of services performed.

Quality Control Plan: The Awarded Contractor shall establish a complete, written Quality Control Program to ensure the requirements of the contract are provided as specified in the guidelines. All Quoters shall submit at minimum a brief Quality Control Program Overview with their proposal including the following information:

1. A checklist or plan for inspection of the building that addresses all contract performance areas.

2. A system to record inspection results and corrective actions and to ensure that the Contractor’s employees are notified of any deficiencies in their area of responsibility as applicable.

3. A plan to ensure that all issued keys, access cards or identification items are not lost, misplaced, or used by unauthorized persons.

Non-price factors when combined are equal in importance to price.

NOTE: Optional Response Forms are provided as a part of this solicitation. Quoters shall submit sufficient information for the Contracting Officer to evaluate the Quoter’s qualifications in accordance with evaluation criteria listed above. Quoters are not limited to use of the Optional Response Forms and are expected to supplement with additional information if necessary, to respond sufficiently.

Should the Offeror intend to utilize subcontract(s) for more than 25% of the work under this contract, the Offeror shall also submit responses to the technical evaluation factors for the subcontractor(s).

RESPONSE TO EVALUATION FACTORS

Name of the firm:

Experience of the Firm

What contracts has your firm performed which are similar in scope, magnitude, and complexity to this project? (You need not list more than 3.)

Name of Project

Type of Project

Scope/magnitude

Work performed for

Completion Date

If yours is a new firm or has no directly relevant experience, how do you propose to acquire the expertise to perform the contract? (e.g., subcontracting arrangements [list subcontractors and their experience], hiring experts [list key personnel and their experience])

Subcontractor

Expertise

Experience

Key Person

Expertise Experience Past Performance Information

Whom may we contact concerning your performance on the projects listed above? (If reference is for a subcontractor or key person, identify which subcontractor/key person is referenced.)

Name

Address

Phone

FAX

e-mail

Project(s)