JANITORIAL_SERVICES_SOW.pdf

Janitorial Services Specs/SOW USDA, ARS, CGPRS

JANITORIAL SERVICES

I. SPECIFICATIONS

The U.S. Department of Agriculture, Agriculture Research Service requires janitorial service for three (3) buildings at the Central Great Plains Research Station at Akron, Colorado. The Research Station is location 4 miles east of Akron on Highway 34.

A. Janitorial services to be performed in the main research and office structure

(Building 1), approximately 6,000 square feet open floor space to clean, which consists of: three (3) bathrooms, five (5) labs, fourteen (14) offices, a storage room, utility room, a mechanical room, a network room, and a dark room. All of the above-mentioned areas are to be service, except the mechanical room and network room. Sixty percent (60%) of the floor area is tiled and forty percent (40%) is carpeted (all of the offices have carpets). The services are all on one floor except for fourteen (14) windows which are located about 15 feet above the floor level.

1. Twice Weekly (Days to be set when contract is awarded)

a. Sweep and dust mop all floors.

b. Vacuum all carpeting including under desks.

c. Damp mop tile floors.

d. Empty all trash receptacles. Combine trash when able to save bags.

e. Damp wipe tables in conference room.

f. Clean entrance door glass sills, and sweep floors.

g. Clean sink/counter top in Conference Room, counter top in hall outside Conference Room and sink/counter top in Utility Room.

h. Put trash in dumpsters provided.

i. Dust furniture in lobby area.

j. Dust file cabinets, desk areas, and shelves in office spaces.

RESTROOMS

k. Damp mop entire floor with germicidal solution

l. Wash and sanitize toilet fixtures, seats, bowls, and urinals.

m. Clean lavatories thoroughly, sanitize and polish dry

n. Damp wipe and polish mirrors, shelves, dispensers, plated fixtures and piping.

o. Remove splashes on wall and partitions.

p. Empty used paper towel receptacles and replenish towel dispensers and toilet tissue.

q. Replace toilet bowl deodorants as required.

r. Maintain soap dispensers in operable condition and keep restroom hand soap dispensers full with supplied hand soap.

s. Maintain toilet fixtures and traps free from odor.

t. Empty sanitary napkin receptacles; clean, disinfect and dry.

2. Monthly

a. Dust, vacuum, and damp wipe horizontal surfaces within seven (7) feet of floor level, such as door sills, window sills, and book shelves as needed or as otherwise directed by the Contracting Officer’s Representative (COR).

b. Buff floors.

c. Clean Air Ventilation Louver in each room.

d. Vacuum bugs from conference room window sill

3. Quarterly

a. Clean skylights (inside and out), window shelf and recessed window bays.

b. Wash exterior lower windows.

4. Twice Yearly

a. Vacuum light fixtures.

b. Brush/wipe down walls.

c. Wash Exterior lower windows.

5. Yearly

a. Wash all interior windows and exterior upper windows: approximately 81 windows – 67 on the main floor and 14 up above. The upper level windows are approximately 1’W x 10’L and the ground floor range from 3’W x 3’L to 4’W x 8’L.

NOTE: The interior window washing should be done in the fall (Sept.- Nov.).

B. Janitorial service to be performed in Building #2 (2,240 square feet) consists of:

one (1) restroom, one (1) shower room, five (5) rooms used for sample preparation. The second or upstairs floor consists of one (1) bathroom, three (3) large rooms used for offices and storage areas, and two (2) small rooms used for storage. All of the above mentioned areas are to be serviced. All floor area is tiled

1. Monthly

a. Sweep, and dust mop all floors.

b. Vacuum all carpeting.

c. Damp mop tile floors.

d. Empty all trash receptacles. Combine trash when able to save bags.

e. Clean entrance door glass sills, and sweep floors.

f. Put trash in dumpsters provided.

g. Dust furniture.

h. Dust/vacuum file cabinets, desk areas, and shelves in office spaces.

i. Buff floors.

j. Damp mop stairs.

RESTROOMS

k. Damp mop entire floor with germicidal solution

l. Wash and sanitize toilet fixtures, seats, bowls, and urinals.

m. Clean lavatories thoroughly, sanitize and polish dry

n. Damp wipe and polish mirrors, shelves, dispensers, plated fixtures and piping.

o. Remove splashes on wall and partitions.

p. Empty used paper towel receptacles and replenish towel dispensers and toilet tissue.

q. Replace toilet bowl deodorants as required.

r. Maintain soap dispensers in operable condition and keep restroom hand soap dispensers full with supplied hand soap.

s. Maintain toilet fixtures and traps free from odor.

t. Empty sanitary napkin receptacles; clean, disinfect and dry.

2. Twice Yearly

a. Brush/wipe down walls.

b. Wash widows inside and outside by May 1st and September 15th.

3. Yearly

a. Wash all interior windows and exterior upper windows: approximately 16 windows – 8 on the main floor and 8 on the second floor. The windows are approximately 2’W x 3’L to 2’W x 5’L.

C. Janitorial service to be performed in Building #16 (1,440 square feet) consists of:

two (2) restrooms, five (5) offices, and one (1) main lobby area, one (1) area used for sample preparation and analysis, and one (1) small room used for storage. All of the above mentioned areas are to be serviced. All floor area is carpeted with the exception of the two restrooms which are tiled.

1. Twice Weekly (Days to be set when contract is awarded)

a. Sweep, and dust mop all floors.

b. Vacuum all carpeting.

c. Damp mop tile floors.

d. Empty all trash receptacles. Combine trash when able.

e. Put trash in dumpsters provided.

f. Clean counter top and sink in main lobby area.

g. Clean table and desk in main lobby area.

RESTROOMS

h. Damp mop entire floor with germicidal solution

i. Wash and sanitize toilet fixtures, seats, bowls, and urinals.

j. Clean lavatories thoroughly, sanitize and polish dry

k. Damp wipe and polish mirrors, shelves, dispensers, plated fixtures and piping.

l. Remove splashes on wall and partitions.

m. Empty used paper towel receptacles and replenish towel dispensers and toilet tissue.

n. Replace toilet bowl deodorants as required.

o. Maintain soap dispensers in operable condition and keep restroom hand soap dispensers full with supplied hand soap.

p. Maintain toilet fixtures and traps free from odor.

q. Empty sanitary napkin receptacles; clean, disinfect and dry.

2. Monthly

a. Dust all wall hung ornaments and fixtures.

b. Vacuum all window sills and vacuum chairs in main lobby area.

3. Twice Yearly

a. Brush/wipe down walls.

b. Wash windows inside and outside by May 1st and September 15th.

4. Yearly

a. Wash all interior windows and exterior windows: Approximately 13 windows.

II. SERVICE REQUIREMENTS

The awarded Contractor shall provide to the Contracting Officer’s Representative (COR) the names of employers who will be handling the cleaning.

All employees must complete an AD-1197 & submit Identifying Documents, FD-258 Finger print cards, OF 306, PII Sheet, and a Resume stating they are a US Citizen for unaccompanied access to the buildings.

The Contractor shall furnish all labor, supervision, equipment, tools, transportation, and service necessary (unless otherwise specified herein) to perform the services required.

Bids shall be quoted with and without the chemicals and supplies needed in cleaning of the buildings.

Services shall be performed as provided below:

Specify choice – either on a Tuesday-Thursday or Wednesday-Weekend basis.

Weekly Cleaning Days – After close of business (6:00 PM) and before beginning of business on Monday (6:00 AM).

Monthly – Service shall be performed the first week of each month.

Twice Yearly – Service shall be performed during months of October and April.

Yearly – Services shall be performed during months of October and November.

The Government shall provide the following equipment and supplies: mop bucket, vacuum sweeper, wet and dry mops, brooms and dustpans, toilet paper and paper towels for rest rooms (not for cleaning), hand soap for restrooms, and plastic bags for trash containers.

All other supplies necessary to do the job (such as soaps, disinfectants, toilet bowl deodorant, chemicals, cleaning cloths, paper towels for cleaning, sponges, wax, squeegees, etc.) shall be furnished by the Contractor. The Contractor is also required to provide all other equipment. Space shall not be provided to store contractor supplies at the location.

Contractor shall schedule work in such a way as not to interfere with Government personnel and activities.

The Government shall not assume any responsibility whatsoever for the loss or damage of equipment owned or operated by the Contractor, his or her agents or employees.

III. CONTRACT ADMINISTRATION

A. Responsibilities of Contracting Officer (CO) AND Contracting Officer’s

Representative (COR)

Contracting Officer or a Contracting Officer’s Representative (COR) shall administer this contract at the site.

The contracting officer has the overall responsibility for the administration of this contract. She alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, she may delegate certain other responsibilities to an authorized representative.

The COR shall be designated by the contraction officer upon award of the contract. The COR shall assist the contracting officer in the discharge of her responsibilities when she is unable to be directly in touch with the contract work.

The responsibilities of the COR include, but are not limited to: assuring compliance with the contract requirements; reviewing and determining adequacy of performance to assure that cleaning is carried out in accordance with the specification requirements; receiving, checking and verifying compliance of alleged non-compliance with the specification requirements; re-inspecting those areas reportedly failing to comply with the specifications to whether deductions should be made for nonperformance.

B. Inspection of Basic Cleaning/Periodic Cleaning

The COR or other designated monitor(s) shall make random inspections of the parts of the buildings where services are to be performed. Any deficiencies found shall be brought to the Contractor’s immediate attention. Should the same deficiency be found, reported and determined to be in nonperformance shall apply.

In the event deficiencies are found, the Contractor shall be advised and shall be required to correct the deficiencies as follows:

1. Twice Weekly Requirements: Correct during the next day’s regularly scheduled cleaning.

2. Other Periodic Requirements: Correct within five (5) work days after being notified in writing of the deficiency.

C. Contract Deductions

The contractor is expected to complete each cleaning job in accordance with the specifications and good cleaning practice. In the event that deficiencies are not corrected, or services not performed, deductions shall be made at a percentage of the daily rate. The daily rate will be determined by dividing the yearly rate by ninety-eight (98), which would be the total number of estimated twice weekly cleaning days in this contract year.

For each twice weekly task not performed, the COR shall determine what percentage of the work was not performed and shall deduct that percentage from the twice weekly rate for that day.

For other periodic cleaning tasks not performed, the Contractor shall be required to return and performed the task to the satisfaction of the COR, or, at the option of the Government, the services may be accomplished by other means, and the cost thereof shall be deducted from any monies due the Contractor.

D. Payments

Payments shall be made on a monthly basis, in arrears, upon submission of proper invoice.

Our agency has moved to the Department of Treasury's electronic invoicing system: Invoice Processing Platform (IPP. Invoices will only be accepted when submitted to IPP upon completion, in arrears, as stated in the PO. This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm.

https://www.ipp.gov/index.htm

Payment for the first month shall be made at the amount stated, without any deductions. If deductions are proposed to be made from subsequent payments, the COR shall inform the Contractor in writing of all proposed deductions on or before the 10th working day of the month succeeding the one for which deductions are to be made. The Contractor must present his/her reasons why any or all of the proposed deductions are not warranted, within ten (10) working days thereafter.

IV. GENERAL REQUIREMENTS

A. Supervision of Employees

Prior to commencement of services under this contract, the Contractor shall furnish to the COR, a list of employees he or she proposes to use in the performance of the on-site work required under this contract and designate the on-site Project Manager who shall be responsible for supervision of such employees.

The Project Manager shall:

1. Be the Contractor’s primary on-site representative having the Contractor’s full authority to act on matter pertaining to the performance of services required under this contract;

2. Be on-site or on-call whenever work is being performed by the Contractor’s work forces on the site;

3. Notify the COR of any major work scheduled to be performed during the upcoming work shift or work week. (For purposes of this paragraph, major work is defined as work not twice weekly scheduled, but that performed on a monthly, semi-annual or annual basis).

4. Report damage to Government property, loss of keys, personal injuries, and/or hazardous conditions to the COR within twelve (12) work hours after occurrence;

5. Not allow any other persons on the premises or in the building other than those employees listed as employees (absolutely no children).

B. Responsibilities

The Government shall not assume any responsibility whatsoever for the loss or damage of equipment owned or operated by the Contractor, his/her agents, or employees. The Contractor shall hold and save the Government, its offerors, agents, servants, and employees harmless from liability of any nature or kind for or on the account of the use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, articles or appliances used in the performance of the contract, including their use by the Government unless otherwise specifically stipulated in the Contract.

The Contractor shall be responsible for any negligent or wrongful acts or omission of the Contractor, his employees or agents incident to the performance of this contract. The Contractor shall 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 shall not be responsible for any negligent or wrongful acts or describes in section III-C of Contract Administration.

C. Reports

The Contractor shall submit to the COR the following reports, including reports of services performed on Saturdays, Sundays, and Holidays.

The Contractor shall notify the COR when monthly, twice yearly, and yearly cleaning service jobs have been completed. Twice weekly services shall be spot checked by the COR.

Deficiency Reports showing areas not cleaned and the reason for not cleaning them: deficiencies in building equipment or damage to the building such as defective ballast; missing, broken, or inoperable soap dispensers; stopped up urinals or commodes; missing floor and ceiling tile; broken doors or windows;

etc.

Failure on the part of the Contractor to inspect the premises during the site visit will not relieve the Contractor from any responsibilities for satisfactory and proper completion and execution of the contract.

V. PERIOD OF PERFORMANCE

A. Base Year: 10/1/2017 to 9/30/2018 B. Option Year #1: 10/1/2018 to 9/30/2019 C. Option Year #2: 10/1/2019 to 9/30/2020 D. Option Year #3: 10/1/2020 to 9/30/2021 E. Option Year #4: 10/1/2021 to 9/30/2022 F. Total Contract POP: 10/1/2017 to 9/30/2022