127EAY25Q0060 Attachment 1 - SOW Orleans Janitorial 2025.docx

Solicitation 127EAY25Q0060 Orleans Janitorial Services Six Rivers National Forest

US Department of Agriculture (USDA)

Statement of Work

Contents

Project Orleans Ranger Station Janitorial Services

General Information

1.0 Scope of Work

To secure janitorial services for government offices on the Orleans Ranger District of the Six Rivers National Forest. The contractor shall furnish all labor, equipment, supervision, transportation, supplies (except those listed under government furnished) and incidentals necessary to complete the work specified.

Regular cleaning services shall be performed after 4:30 pm and before 6:00 am. The quantity of office furniture or utilization of floor space is subject to change during the contract period.

Work shall be performed at the following location:

Orleans Ranger District Office; 1 Ishi Pishi Road, Orleans CA. 95556

1- Approximately 11,500 square feet of floor space in the main district office and the adjacent fire office building with 8 bathrooms.

2 -Approximately 1,300 square feet of floor space including 2 bathrooms with showers in the conference room located near the rear entrance to the Forest Service compound.

The Ranger Station Office employees generally work five days per week, except during fires and fire season. Personnel are engaged in office and field work. During a fire incident, the personnel count in the building may significantly increase. When this occurrence increases janitorial service demand beyond normal requirements, an 'Emergency' or 'Special Event' scenario may apply (See Emergency or Special Event Cleaning Services).

Flextime schedules and overtime requirements may cause occupancy of the buildings by Forest Service personnel during hours other than between 7:00 AM and 5:00 PM.

2.0 Background

The current janitorial services contract has expired. In the old contract the janitor was providing services three days per week. To provide a clean and healthy work environment the new request for Fiscal Year 25 janitorial services is requested to continue with three days per week.

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall provide all supervision, labor, materials, supplies, and equipment required to meet the terms of the contract except those listed as Government Furnished.

All applicable Contractor-furnished equipment shall include bumpers/ guards to prevent marking or scratching of fixtures or building surfaces.

The Contractor shall provide all and supplies needed including, but are not limited to, Toilet paper, - paper towels for hand drying, - toilet seat covers, - hand soap.

Cleaning products and Chemicals such as window/ glass cleaner, all-purpose cleaner, floor cleaner, floor wax, wax stripper, toilet cleaner, disinfectants, deodorants, carpet cleaning solution, paper towels and cloths for cleaning.

Brooms, dustpan, mop/bucket, rags, bottles, brushes, dusters, garbage bags, waste can liners, etcetera.

Power equipment as needed, such as motorized vacuum cleaner, commercial carpet cleaner, floor refinisher, - The Contractor shall purchase and/or use Energy Star or other energy-efficient items listed on the Department of Energy's Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list.

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.

Technical Requirements

The following items shall be performed three times per week outside of office hours (after 6:00 pm and before 6:00 am) Tuesday, Thursday and Saturday or on other agreed upon days. The building must be clean at the start of business on Mondays:

· Vacuum carpet and spot clean as necessary

· Uncarpeted floors shall be vacuumed or swept clean and damp mopped

· Waste baskets and sanitary napkin receptacles shall be emptied into designated container outside of the office. Damp wipe receptacles clean.

· Clean and sanitize drinking fountains.

· Clean coffee room sink and countertop, scrub and wet mop floors, dust horizontal surfaces of refrigerator, microwave, and cabinets.

· Dust all furniture and bookshelves and polish clean with treated cloth. Use untreated cloth on books, instruments, working and seating surfaces. Papers, keyboards, cups, etc. on desks are not to be disturbed.

· Wash and sanitize toilet fixtures, seats, urinals, and washbasins. Remove splashing around each basin and urinal. Damp wipe and polish dry: mirrors, shelves, dispensers, and piping.

· Replenish paper towels, toilet tissue, toilet seat covers, receptacle liners, hand soap and dispensers.

· Keep toilet fixtures and traps free of odors.

· Spot clean soiled wall surfaces promptly.

· Clean and sanitize phones.

The following items of work shall be performed by the 20th of each month:

· Sweep landings and steps to all outside entrances.

· Damp wipe both sides of entrance doors and remove smudges.

· Clean both sides of door glass and glass adjacent to entrance doors.

· Dust desks, all blinds, doors, baseboards, partition trim, windowsills, frames, ventilation and return grills.

· Mop and buff all uncarpeted floors.

· Vacuum all upholstered furniture.

· Remove waste and extraneous materials from uncarpeted floors and apply non-slip wax and buff.

· Wash all counter tops, doors, moldings, baseboards, restroom wall coverings and restroom partitions.

· Clean light fixtures.

· Clean picture glass, clocks and both sides of windowed bookcases.

· Clean partitions.

The following shall be accomplished twice yearly, once between October 15th and December 1st and again between April 1st and May 15th:

· Windows – remove outside screens and clean. Wash windows inside and out including frames, window tracks, windowsills and castings.

· Uncarpeted floors shall have old wax and extraneous material removed and new non-slip wax applied and buffed.

The following shall be accomplished once per year:

· Cleaning of all carpet surfaces in main office, fire office and warehouse area.

3.1 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

- Paper towels for cleaning

- Trash bags

- Power Equipment as needed

- Cleaning compounds such as toilet cleaner, floor cleaner, glass cleaner, etc.

- Disinfectant

- Toilet tissue,

- Toilet seat covers

- Hand soap

- Hand towels

- Waste basket liners

The Contractor shall provide all supervision, labor, materials, supplies, and equipment required to meet the terms of the contract except those listed as Government Furnished.

All applicable Contractor-furnished equipment shall include bumpers/ guards to prevent marking or scratching of fixtures or building surfaces.

The Contractor shall provide all and supplies needed including, but are not limited to, Toilet paper, - paper towels for hand drying, - toilet seat covers, - hand soap.

Cleaning products and Chemicals such as window/ glass cleaner, all-purpose cleaner, floor cleaner, floor wax, wax stripper, toilet cleaner, disinfectants, deodorants, carpet cleaning solution, paper towels and cloths for cleaning.

Brooms, dustpan, mop/bucket, rags, bottles, brushes, dusters, garbage bags, waste can liners, etcetera.

Power equipment as needed, such as motorized vacuum cleaner, commercial carpet cleaner, floor refinisher, - The Contractor shall purchase and/or use Energy Star or other energy-efficient items listed on the Department of Energy's Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list.

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.

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.

4.0 Government Furnished

The Government will provide the following items of Government materials, supplies, or property (hereinafter referred to as "Government-furnished components") at the work site prior to work commencing. As supplies need replenishing, the Contractor shall notify the designated Contracting Officer's Representative no less than 2 weeks in advance so needed items can be ordered. - Keys, key cards and/or access codes for use by the Contractor in the performance of services under this contract. Keys/ keycards shall be signed for and returned at the completion of the contract. - Waste receptacles for refuse disposal. - Lockable storage space will be assigned, as available in the building, for the storage of an inventory of cleaning supplies and equipment used in the performance of work under this contract, accessible by COR and Contractor only. The Government will not be responsible in any way for damage or loss of parts or equipment. - Paper towel holders in the restrooms and break room. -Utilities necessary for the performance of work under this contract. - At the option of Government, any other items necessary to perform the services required under this contract. -Telephones will be available for Contractor use in making local calls for emergency purposes only.

5.0 Deliverables / Schedule

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 from the approved Quality Control Plan. 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, the Quality Assurance Plan and the Performance Objectives. Monthly payments to the Contractor will be reduced for logged deficiencies. Deductions for deficiencies may be calculated and applied if the Contractor fails to correct the deficiency.

6.0 Travel

Not Applicable

7.0 Contractor’s Key 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 perform background checks for all personnel appropriate to local industry standard.

Insurance Requirement: The Contractor shall provide to the Contracting Officer, within 14 days of contract award, 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 if applicable. Keys/ Keycards/ Site Badges: The Contractor will establish and implement methods to ensure that all keys/ keycards/ badges issued by the Government are kept secure in the Contractor's possession are not used by unauthorized persons. No keys/ keycards/ badges 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 payment due the Contractor for services rendered.

B. The Contractor will report the occurrence of a lost key/ keycard to the Contracting Officer or COR 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 the Contracting Officer.

Subcontracting: The Contractor shall alert the Contracting Officer in writing of intent to utilize a subcontractor for work under this contract, prior to entering any subcontract arrangement. The subcontractor shall have the experience and be equipped for such work. The written notification shall include as a minimum:

A. The name, address and telephone number of the subcontractor.

B. A detailed description of the work to be subcontracted.

C. Documentation of the subcontractor's representative authority.

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.

Safety: The Contractor shall be responsible for instructing company employees in appropriate safety measures. 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. Hazard communication training of its employees is the responsibility of the Contractor.

Smoking Restrictions: There are no public areas designated as smoking areas. Therefore, there is no interior space for the Contractor or his/her employees to smoke.

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

8.0 Security Requirements

Background Check Requirement for Personnel: The Contractor shall perform background checks for all personnel appropriate to local industry standard.

Keys/ Keycards/ Site Badges: The Contractor will establish and implement methods to ensure that all keys/ keycards/ badges issued by the Government are kept secure in the Contractor's possession are not used by unauthorized persons. No keys/ keycards/ badges 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 as a result 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 payment due the Contractor for services rendered.

B. The Contractor will report the occurrence of a lost key/ keycard to the Contracting Officer or COR 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.

INSPECTION (GOVERNMENT'S QUALITY ASSURANCE SURVEILLANCE PLAN:

The Government will visually inspect the Contractor's performance on a random basis soon after services are rendered, 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 on-site 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. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to reperform the service, the unsatisfactory service is logged as a deficiency. Deductions from payment may result from deficient services.

9.0 Data Rights

Not applicable

10.0 Section 508 – Electronic and Information Technology Standards Not applicable

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