1305M2-19-Q-NFFM0250_Janitorial_Milford_CT.pdf

1305M2-19-Q-NFFM-0250 Janitorial Services- Milford, CT

U.S. Department of Commerce

National Oceanic and Atmospheric Administration Eastern Acquisition Division 200 Granby Street, Suite 815

Norfolk, VA 23510

REQUEST FOR QUOTATION

Janitorial Services- Milford, CT

1305M2-19-Q-NFFM-0250

July 2019

NOTICE DATE: July 18, 2019

Response Due: Thursday, August 1, 2019 at 12:00 PM EST

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format at FAR Subpart 12.6, as supplemented with additional information included in this notice, and is being conducted pursuant to FAR Part 12- Acquisition of Commercial Items and Subpart 13.5-Simplified Procedures for Certain Commercial Items. The synopsis/solicitation constitutes a RFQ and incorporates provisions and clauses in effect through Federal Acquisition Circular No. 2019-3 dated 06/12/2019. Should the Government issue an order resulting from this RFQ, it will be in the form of a written offer to the supplier and shall require the supplier’s acceptance by notification to the Government, in writing, as defined at FAR 2.101. THIS ANNOUNCEMENT

CONSTITUTES THE ONLY SOLICITATION; QUOTES ARE BEING REQUESTED AND A

WRITTEN SOLICITATION WILL NOT BE ISSUED.

The National Oceanic and Atmospheric Administration (NOAA), Eastern Region Acquisition Division, 200 Granby Street, Suite 815, Norfolk, Virginia 23510, on behalf of the National Marine Fisheries Service (NMFS), Northeast Fisheries Science Center (NEFSC) is soliciting quotes for Janitorial Services in Milford, CT.

This RFQ is Total Small Business Set-Aside. The associated North American Industry Classification System (NAICS) code is 561720- Janitorial Services, which has a corresponding size standard of $18M.

The Government anticipates awarding a Firm-Fixed Price (FFP) contract with a four (4) year period of performance from September 21, 2019 through September 20, 2024.

The Contractor shall supply all necessary personnel, supervision, services, materials, travel and other items as required in accordance with this RFQ.

Attachment 1-Pricing Schedule shall be completed by the Contractor for pricing purposes.

U.S. DEPARTMENT OF COMMERCE

NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION (NOAA)

NATIONAL MARINE FISHERIES SERVICE (NMFS)

JANITORIAL SERVICE- MILFORD, CT

PERFORMANCE WORK STATEMENT (PWS)

The Contractor shall provide all personnel, management, supervision, materials, supplies, equipment, tools, transportation and other items or services (except as stated herein) necessary to provide janitorial services at the NOAA National Marine Fisheries Service facilities located in Milford, CT. The Contractor shall ensure that these services are performed in a manner that ensures the health and safety of Federal employees and members of the public; and, both the sanitary conditions and esthetic appearance of Federal buildings. Superior customer service and well maintained facilities that present a clean, neat and professional appearance shall be furnished in accordance with all the terms and conditions of the contract. The Contractor shall be required to maintain a quality control program to ensure that the requirements of this contract are met.

This program shall be created for identifying and correcting deficiencies in the quality before performance becomes unacceptable.

I. Scope of Work

a. Place of performance will be as follows: National Marine Fisheries Service, 212 Rogers Avenue Milford, CT 06460. Janitorial services for approximately 29,496 square feet of buildings and offices occupied by approximately 51 staff and visitors. Total cleanable square footage is approximately 21,656 square feet. This measurement shall be confirmed by the contractor during a mandatory site visit. See appendix B for building layout details.

b. All cleaning under this contract is required to meet the quality and performance standards as identified. The majority of the cleaning for this requirement shall be accomplished between the hours of 4:00 pm and 12:00 am in Main Building Number 1, Annex Building Number 2 and Cottage Building Number 10. These services shall be provided Monday through Friday, Federal holidays excluded, unless otherwise specifically approved by the Contracting

Officer’s Representative (COR). The Federal Holiday home page can be found at www.opm.gov/fedhol.

c. All cleaning shall be accomplished utilizing the latest technology, products, equipment, industry practices, and specifications in order to achieve the quality and performance standards.

II. Supplies, Materials, Equipment and Utilities

a. Government Furnished Property, Materials, Equipment and Services (GFP/M/E/S). The

Government will provide the facilities, equipment, materials, and/or services listed below:

1. The Government will furnish the necessary space in building, for the storage of supplies and equipment, for use in the performance of work under this contract. No flammable or explosive liquids such as gasoline will be stored in the building. The Government will not be responsible for damage or loss to the Contractor’s stored supplies or equipment.

2. Electrical power will be provided at existing outlets for the Contractor to operate such equipment, as necessary, in the performance of this contract.

3. Water will be made available, as necessary, for cleaning purposes.

4. Paper towel dispensers, toilet tissue dispensers, and hand sanitizer dispensers with batteries.

b. Provide dumpster for trash removal and shall be in accordance with the PWS (inclusive but not limited to the following sections of the PWS): Section VI, Paragraphs B.8, Section VI.

c. Contractor Furnished Property, Materials, Equipment and Services (GFP/M/E/S): The Contractor shall furnish all supplies, materials, and employee training necessary to achieve the quality performance standards of the work in this contract, unless otherwise specified herein. All equipment must meet all applicable Occupational Safety and Health Administration (OSHA) standards. Contractor shall not use any unsafe equipment or any equipment in need of repair. Contractor and contractor employees shall be supplied with all necessary protective and safety equipment.

1. Consumable Materials: The Contractor shall furnish all consumables in accordance with the “Sustainable Products and Practices Policy”, Appendix A. Consumable materials required for the execution of the contract as a minimum cleaning chemicals and solutions, rubber gloves, plastic liners for waste baskets, soap for soap dispensers, toilet tissue, paper hand towels and liquid hand sanitizer. Consumables in place, other than back-up supplies, remaining at the conclusion of the contract period will become the property of the Government.

2. Training and services provided shall include all applicable OSHA and other related standards, including the Federal Clean Air Act, requirements of the Environmental http://www.opm.gov/fedhol

Protection Agency (EPA), and all Federal, State and Local Codes, in addition to maintaining current licenses as required for the type of work provided.

3. The Contractor shall submit all Material Safety Data Sheets (MSDS) for any materials used under this contract containing “dangerous” or “warning” labels to the Contracting Officer’s Representative (COR) within 10 days after contract award date. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the required/applicable MSDS have been furnished to the Government and approved by the COR.

4. The use of caustics (acid-based cleaners) will not be approved. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable MSDS for all chemicals and hazardous materials (products containing ‘CAUTION’ or ‘WARNING’ labels) have been furnished to the Government and approved by the COR.

5. Equipment: Contractor shall furnish all cleaning equipment necessary to accomplish the work under this contract. All equipment must meet all applicable OSHA standards.

Contractor shall not use any unsafe equipment or any equipment in need of repair.

Contractor and Contractor personnel/employees and all associated subcontractors performing under this contract shall be supplied with all necessary protective and safety equipment.

6. The contractor is responsible for damage to any Government equipment, supplies, or facilities caused by contractor’s personnel. The contractor is cautioned that in many areas of the buildings delicate equipment is in operation. This equipment may be damaged by placing anything on top, bumping against controls, etc.

7. Newly introduced products during the life of this contract must be approved in writing by the COR prior to utilization under this contract. Under no circumstances will the use of caustics (acid-based cleaners) be used or approved by the COR. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable MSDS for all chemicals and hazardous materials (products containing CAUTION or WARNING labels) have been furnished to the Government and approved by the COR.

8. Contractor Equipment: The Government may inspect Contractor’s equipment at any time.

Contractor’s equipment shall be subject to approval by the COR. The Contractor shall service or replace at no cost to the Government any equipment found to be defective, unsafe, or unsuitable.

9. Sustainable Practices and Products Policy. Contractor shall adhere to prescribed

Sustainable Practices and Products Policy in accordance with the Federal Acquisition Regulation (FAR) Part 23. FAR Part 23 can be found Appendix A.

10. Contractor will maximize the utilization of environmentally preferable products (based on EPA-issued guidance); promote energy-efficiency and water conservation; eliminate or reduce the generation of hazardous waste and the need for special material processing (including special handling, storage, treatment, and disposal); promote the use of nonhazardous, bio-based, and recovered materials and products. The Contractor shall comply with the provision at FAR 52.223-1, Bio-based Product Certification, furthermore, in accordance with the reporting requirements of FAR 52.223-2, the Contractor shall be required to submit a complete list of bio-based products, including the make of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. The Contractor shall comply with the reporting requirements of FAR 52.223-2 and shall provide all deliverables/reports to the COR and Contracting Officer (CO).

III. CONTRACTOR PERSONNEL

a. Five (5) calendar days prior to the contract start date, the Contractor shall submit, in writing, the name of the Site Manager and an alternate to the Contracting Officer.

The Contractor shall supply telephone and cell phone numbers, to the COR for use in contacting the Site Manager. The Site Manager shall conduct overall management coordination and shall be the central point of contact with the Government for performance of all work under this contract. The Site Manager shall be authorized to receive any notices of deficiency in contract performance. The notices may include, but not be limited to, the following: non- performance of work, deficiencies in work performed and notices of proposed payment deductions due to the above. The Site Manager shall be available weekdays, between the hours of 8:00 am and 3:00 pm, and available to meet at the facility within 24 hours notification, to discuss any problem areas, issues or concerns. The Contractor shall notify the Contracting Officer in writing of any substitution in Site Manager ten working days prior to making the any substitutions.

b. Security requirements: all Contractor personnel/employees and all associated subcontractors performing under this contract must be a citizen of the United States or must have established and maintain legal residence in U.S, and be authorized by the US Government to work in the United States (e.g. Green card, worker authorizations, etc.) All Contractor personnel/employees and all associated subcontractors performing under this contract must have at least one (1) form of US Government issued photo identification (driver’s license, US passport, US work visa, etc.) for entry to the Government facility/property.

c. Contractor shall provide a list of all personnel performing under this contract to the CO and COR within fifteen (15) calendar days prior to the commencement of services. Contractor shall maintain this list throughout the life of the contract to keep it current and up to date reflecting all terminations and additions of personnel performing under this contract.

d. Prior to the commencement of services, and prior to new personnel performing on this contract after contract start, the Contractor will be required to submit all forms and fingerprint cards to the NOAA Trusted Agent. All personnel performing on this contract MUST have passed a National Agency Check with Inquires (NACI) prior to entering the premises to provide services under this this contract.

e. The Contractor shall provide backup employees with NACI clearances to ensure that there will be no disruption of services when employees call out sick, quit etc.

f. The Contractor shall supply an adequate number of employees to ensure all required tasks are completed as stated in the performance work statement.

g. The Contractor is responsible for ensuring personnel performing under this contract obtain a Department of Commerce (DOC) identification badge after the proper background check in accordance with current DOC security requirements.

Contractor personnel/employees and all associated subcontractors must have a badge to identify the company they work for. Facility Management should be introduced to all current and future contract personnel who will be performing under this contract.

Contractor shall coordinate with the COR on all security issues and to gain access to the Government facility y/property and all areas necessary to execute this service.

Delays and/or costs associated with not adhering to these requirements shall be at the Contractor’s own expense.

h. All personnel, the vehicles and property under their control are subject to search upon entering or exiting the installation, or at any point while on the installation. Any vehicles or personnel found in possession of prohibited items will be removed, and/or barred, from the installation and released to the appropriate civil authorities.

i. All Contractors and their subcontractors who are issued passes to gain access for the Government facility/property will return all local access credentials to the Contracting Officer Representative (COR) when the contract is completed or when a Contractor employee no longer requires access (e.g., quits or the contract is terminated).

j. The Contractors employees shall not share building pass codes or access cards with anyone at any time with no exceptions.

k. Physical Security. The Contractor is responsible for safeguarding all Government property provided for Contractor use. At the end of each work shift all Government facilities, equipment and materials shall be secured. The Contractor shall ensure that all parts of the facility where work is being performed or Contractor supplies are authorized to be stored are adequately protected against vandalism and theft.

IV. Quality Control Plan (QCP)

a. The Contractor’s QCP is incorporated to ensure that the terms and conditions of the contract are provided as specified. The QCP will be approved by the CO prior to commencing work under this contract.

b. The QCP’s purpose is to provide a plan for meeting all requirements of this contract. The QCP is intended to identify and correct deficiencies before contract performance becomes unacceptable. The QCP should include, but not be limited to, the following:

1. An inspection of the building which covers all services defined in the “Performance

Standards and Requirements”, and the “Itemized Services Requirements List”.

2. A system to ensure that the Contractor’s employees, or subcontractor’s employees, are notified of all deficiencies in their area of responsibility. A system and plan to retrain employees to ensure that deficiencies do not reoccur.

3. A plan for monitoring and correcting customer complaints. A record of customer complaints and the corrective action taken must be kept on file at the site and available for review by the CO or his/her representative, at any time.

4. The contractor shall provide and maintain a cleaning request log book that shall be viewed at the beginning of each workday. This log book will provide information from staff and the COR when cleaning issues may arise.

d. The QCP must be kept current, reflecting the pertinent contract modifications and building changes or conditions. The Contractor shall review the plan with its onsite personnel to ensure complete understanding. A copy of the most current QCP must be kept on file at the worksite where the tasks are being accomplished.

e. Acceptance of Contractors QCP: Government acceptance of the QCP is conditional and will be predicated on satisfactory performance during the janitorial services. The Government reserves the right to require the Contractor to make changes in its QCP and operations including the removal of personnel, as necessary, to ensure the required result is maintenance of the facility/property in such a manner as to provide a clean, healthy and safe work environment for the occupants of the premises. All rules concerning safety, smoking and the security of the building shall be observed at all times.

f. Quality Assurance (QA). The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (Attachment 4-QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s).

g. If performance or quality measures are not being met by the Contractor, the

Government retains the right to review the QCP and related documents. Upon review of the plan and related documents, the Government will take appropriate action to ensure that all quality and performance measures are met as specified in this contract.

V. Safety, Security, Fire Protection, Environmental Controls, Conservation of

Utilities, and Compliance with Laws and Regulations

a. Safety Requirements: The Contractor shall take all necessary precautions to meet proper safety standards and regulations of all local, state and federal codes and regulations. In performing work under this contract, the Contractor shall:

1. Contractor shall conduct its operations in strict conformance with all applicable provisions of 29 CFR 1910 and 1926 of the Occupational Safety and Health Act (OSHA). The Contractor shall implement a suitable safety program for employees performing work under this contract. The Contractor shall submit the Contractor’s Safety Program thirty (30) days after commencement of work under the awarded contract.

2. Conform to any additional restrictions outlined by the Government Safety and

Environmental Compliance Officer during the course of the contract to insure the safety of their employees, government employees and the general public.

3. Record and report promptly (as soon as possible but no later than, one hour of incident) to the CO and COR, all available facts relating to each instance of damage to Government property or injury to either Contractor or government personnel.

4. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the authorized Government representative (i.e. COR, CO).

5. If the Government elects to conduct an investigation of the accident/mishap, the

Contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

6. While on Government property, use of a cell phone while operating a vehicle or other motorized equipment is prohibited by Federal regulations unless the operator is utilizing a hands-free device.

7. Motor vehicle regulations are strictly enforced and excessive violations may result in the loss of driving privileges on the Government facility.

b. Security

1. All outside doors shall remain locked (after Government personnel have left the premises) while Contractor performs work and the Contractor shall assure that all interior and exterior doors in the main building and outlying buildings are locked prior to departure. Unnecessary lights and faucets shall be turned off and, windows closed upon completion of duties. Do not adjust mechanical equipment controls. Contractor shall immediately report fires and hazardous conditions to the COR or designated government representative, turn in lost and found articles to the POC or designated representative, and notify the COR or designated Government representative when an unauthorized or suspicious person is seen on the premises. Report any items in need of repair to the POC or designated representative. The Contractor shall immediately notify the COR or designated Government representative if any problems are encountered either with the alarm or if any keys are lost. Notifications should be made as soon as possible but no later than, within one (1) hour of incident.

c. Fire Protection Requirements: The emergency telephone number for NEFSC, Milford

Facility is 9-911.

d. Environmental Controls: This section covers the responsibility of the Contractor while performing under this contract.

e. Conservation of Utilities: The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

f. Compliance with Laws and Regulations: The Contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State, and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the Contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the Contractor shall inform the CO pursuant to notice requirements and negotiate a modification to the contract. Notification must be in writing to the CO and COR upon identification of new requirement that affects the cost of the contract, but no later than three (3) days of identification. Notification to Government must include an itemized proposal of cost increase/decrease.

VI. Performance Standards and Guideline Requirements NOTE: All cleaning under this contract is required to meet the quality and performance standards as identified. Common Areas are defined as: Entrances, Lobbies, Corridors, Stairwells, Restrooms, Mailrooms, Breakrooms, and Conference Rooms.

a. The Contractor shall ensure that the buildings listed herein meet all quality and performance standards under this contract and 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 which is consistent with comparable industry standards for this type of contract.

b. The Contractor shall submit five (5) calendar days prior to each contract option renewal period the annual schedule and plan for all periodic cleaning services.

c. The Contractor shall keep the facility clean. The definition of clean will be to remove dirt, water streaks, gum, grease, tar or any other extraneous matter from all surfaces or objects in order to the following standards:

(1) Daily Cleaning Service:

a. Floors, baseboards, corners and wall edges are free of dirt, dust and debris.

Carpets are free of dirt, debris, litter and other foreign matter. Stairs and Hallway are free of dirt, debris, marks, smudges, scuffs and other foreign matter. Trash is empty. Trash and Recycling containers are free of odors and visible dirt. Trash is emptied into trash disposal carts or dumpster. Recycling is emptied into recycling disposal carts. Glass and mirrors have no traces of film, dirt, smudges, or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Stairs and Hallway are free of dirt, debris, marks, smudges, scuffs and other foreign matter.

b. Restrooms are disinfected and free of dirt, deposits, streaks and odors. Shower is disinfected and free of soap films, scum and other deposits. Toilets, urinals and toilet stalls are disinfected and free of scale, stains, scum and other deposits.

Supplies are adequate until next service. Floors shall be clean and free of dirt, dust, debris, water streaks, mop marks, etc.

c. Touch Points are disinfected and free of dirt, and other deposits.

d. Replenishing of Supplies-Supplies are adequately stocked and replenished.

e. Removal of Larger Trash Items-Properly placed and marked larger trash items are removed daily (as needed).

f. Carpets Carpeted area uniform in appearance and free of debris, stains and discoloration.

g. Food Service and Break Areas-disinfected and free of streaks, stains, spots, smudges, scale and other deposits.

h. Elevator surfaces and tracks shall be clean and free of obvious finger marks, dirt, dust, smudges, grime and other extraneous matter.

(2) Weekly Cleaning Service:

a. Clean stairways, landings, railing, risers, ledges, grills, doors, radiators and surrounding areas free of dirt, dust, stains, debris and other extraneous matter.

b. Vacuum carpet in offices. Carpets are free of dirt, debris, litter and other foreign matter.

(3) Monthly Cleaning Service:

a. Window Coverings- both sides free of dirt, dust, grime, stains, and other extraneous matter

(4) Quarterly Cleaning Services:

a. Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.

b. Internal windows sills, heating vents, air exchangers, ceiling/Vents/Levers are free of film, dirt, smudges, water, and other foreign matter.

c. High Cleaning over 70” from floor is free of dirt, dust, and other foreign matter

(interior only).

d. Trash Receptacles are free of odor and visible dirt.

e. Property adjacent to building is free of litter.

f. Deep clean Step-in mats.

(5) Bi-Annual Cleaning Services:

a. Windows (Interior and Exterior) are free of film, dirt, smudges, water, and other foreign matter.

(6) Annual Cleaning Services:

a. Light fixtures (Ceiling lighting) shall be clean, free of dirt, debris, grime, streaks, cloudiness and watermarks.

b. Carpet Cleaned - professionally shampoo all carpet.

c. Strip resilient floors of wax and apply new, self-polishing high-quality wax.

d. Itemized Services Requirement List-the Contractor shall be responsible for the following cleaning services and schedules:

See Appendix B for building floor plans

Item Requirement Frequency

Drinking Fountain(s) • Clean and disinfect

• Clean/shine stainless steel

Daily

Restrooms Building one Four (4) Building two three (3) Cottage Two (2)

• Scrub/clean/disinfect and sanitize all fixtures.

• Sanitize floors

• Clean partitions, walls, and doors (remove extraneous matter – eg. writing)

• Clean mirrors.

• Empty trash and feminine hygiene receptacles (location designated by COR); replace liners

• AS NEEDED: Replenish/stock restroom supplies (EX:

toilet paper, hand soap, paper towels, feminine hygiene products, etc.)

• All dispensers shall be tested regularly to ensure proper working condition at all times. The GOVERNMENT is responsible for repair/replacement if required.

Daily

Carpet Cleaning - Common Areas

• Vacuum Daily

Carpet Cleaning - Offices

• Vacuum Weekly

Carpet Spot Treating • Shampoo - Industry Standard(s) As needed

Common Area Walls (excluding restrooms)

• Spot clean - Industry Standard(s) As needed

All common area Touch Points (EX: door handles, switches, etc.)

• Disinfect Daily

Janitor’s closets • Maintain cleanliness, odor-free, free of standing water Daily

Floor Maintenance Note: This task includes all covered baseboard.

• Sweep and damp mop all non-carpeted flooring, using only clean water and a mild, multipurpose floor cleaner.

• Remove all scuff marks from the flooring.

Daily

Furniture – Common Areas

Metal and Wood Surfaces shall be cleaned with products that will protect the wood or metal.

• Dust all furniture, including desk, table tops, and artwork.

• Dust horizontal surfaces less than 70” from floor.

• Clean glass and hardware on lobby exterior doors in/out

• Dust/wipe clean video monitors

Quarterly

Trash Collection and Disposal

• Empty/remove dispose of trash from all receptacles throughout the building(s).

• Replace trash bags as needed.

• Clean exterior of containers as needed

Daily

Removal of Larger Trash Items (EX:

Cardboard, etc.)

• Personnel will leave these items in the hallway; items will be marked “TRASH’ or “RECYCLE”.

• DO NOT REMOVE PROPERTY NOT LABELED.

Daily

Empty Recycle Collection Receptacles

• * Clean exterior of containers as needed Daily

Glass Windows and Mirrors

• Common Areas Daily

Food Service and Break Areas

• Cleaned, Disinfected, and Sanitized Daily

Stairways, landings, railing, risers, ledges, grills, doors, radiators and surrounding areas

• Free of dirt, dust, stains, debris and other extraneous matter

Weekly

Window Coverings (blinds, etc.)

• Vacuum, dust, clean both sides Monthly (first, mid, or last – must be standard for each month)

Interior Window Sills and Heating Vents, Air Exchangers, Ceiling/Vents /Louvers

• Dust and wash clean Quarterly

OCT – JAN –

APR – JUL

(first, mid, or last

– must establish standard time)

Trash Receptacles • Wash/clean interior and exterior Quarterly OCT

– JAN –

APR – JUL

(first, mid, or last

– must establish standard time)

Step-in Mats • Deep clean Quarterly OCT

– JAN –

APR – JUL

(first, mid, or last

– must establish standard time)

Grounds Maintenance • Pick up outside litter adjacent to building(s) Quarterly OCT

– JAN –

APR – JUL

(first, mid, or last

– must establish standard time)

High Cleaning – Surfaces over 70” from the floor (Interior only)

• Vacuum, Dust and Clean Quarterly OCT

– JAN –

APR – JUL

(first, mid, or last

– must establish standard time)

Clean Windows - Interior and Exterior -

• Industry Standard(s) Bi-Annually

OCT - MAY

Lighting Fixtures (Ceiling lighting)

• Dust, clean Annually during the month of April

Deep Clean Carpet and Step Mats

• Industry Standard(s) Annually during the month of May

Strip, Deep Clean and Re-wax non-carpet floors

• Industry Standard(s) Annually during the month of April

Additional work, not covered in these specifications, may be required upon request by the COR. The contractor shall be compensated for the additional work at an hourly rate.

APPENDIX A

Sustainable Products and Practices Policy

In accordance with the requirements of the Federal Acquisition Regulation (FAR) Part 23 the purpose of this policy is to reduce the exposure of building occupants and maintenance personnel to potentially hazardous chemical, biological and particulate contaminants, which adversely affect air quality, human health, building finishes, building systems, and the environment.

Custodial service providers must commit to the use of sustainable cleaning, hard floor, sanitary paper, and carpet care products. The cleaning products must meet one or more of the following standards for the appropriate category:

• Green Seal GS-37, for general purpose, bathroom, glass and carpet cleaners used for industrial and institutional purposes.

• Disinfectants, metal polish, floor finishes, strippers, or other products not addressed by the above standards meet one or more of the following standards for the appropriate category:

o Green Seal GS-40, for industrial and institutional floor care products.

o Disposable janitorial paper products and trash bags meet the minimum requirements of one or more of the following programs for the applicable product category:

o U.S. EPA Comprehensive Procurement Guidelines for Janitorial paper and Plastic Trash Can Liners.

o Green Seal GS-09, for paper towels and napkins.

o Green Seal GS-01, for tissue-paper.

• Hand soaps meet one or more of the following standards:

o No antimicrobial agents (other than as a preservative) except where required by health codes and other regulations (i.e., food service and health care requirements) o Green Seal GS-41, for industrial and institutional hand cleaners The cleaning equipment program must require the following:

• Vacuum cleaners are certified by the Carpet and Rug Institute “Green Label” Testing program for vacuum cleaners and operate with a sound level of less than 70dBA.

• Carpet extraction methods and materials are Green Certified

• Carpet extraction equipment used for restorative deep cleaning is certified by the

Carpet and Rug Institute’s “Seal of Approval” Testing Program for deep-cleaning extractors.

• Automated scrubbing machines are equipped with variable-speed feed pumps and on-board chemical metering to optimize the use of cleaning fluids.

• Equipment is designed with safeguards, such as rollers or rubber bumpers, to reduce potential damage to building surfaces.

The Contractor must also commit to the training of their personnel/employees, and all subcontractors performing under this contract in the hazards of use, disposal and recycling of cleaning chemicals, dispensing equipment, and packaging.

APPENDIX B

Building Layout Drawings: Main building 2400 SF office space

DARK ROOM

Building # 2 1769 SF of office space.

Floor Plan Building #2 First Floor

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Building #10 (Cottage) 1400 SF of office space.

Building #10 Second Floor

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STORAGE STORAGE STORAGE

PROFESSIONAL AGENCIES, ASSOCIATIONS, CODES, COUNCILS, INSTITUTES, AND

STANDARDS

Air-Condition and Refrigerator ARI Air Movement and Control Association International, Inc. AMCA American Bearing Manufactures Association ABMA American Concrete Institute ACI American Ladder Institute ALI American Institute of Steel Construction AISC American National Standards Institute ANSI American Plywood Association APA American Society of Civil Engineers ASCE American Society for Testing and Materials ASTM American Society of Mechanical Engineers ASME American Welding Society AWS American Wood Preserve Bureau AWPB American Wood Protection Association AWPA Building Officials and Code Administrators BOCA California Roof Rating Council CRRC Clean Air Act CAA Clean Water Act CWA Chain Link Fence Manufacturing Institute CLFMI Code of Federal Regulation CFR Concrete Reinforcing Steel Instituter CRSI Construction Specification Institute CSI Department of Environmental Protection DEP Electronic Industries Alliance EIA Environmental Protection Agency EPA Gypsum Association GA International Organization for Standardization ISO Institute of Electrical and Electronic Engineers IEEE Leadership in Energy and Environmental Design LEED Metal Lath/Steel Framing Association ML/SFA National Asphalt Pavement Association NAPA National Association of Corrosion Engineers NACE National Electric Code NEC National Fire Protection Association NFPA National Institute of Standards and Technology NIST National Sanitation Foundation NSF National Society of Professional Engineers NSPE National Electric Manufactures Association NEMA Occupational Safety and Health Act OSHA Plastic Pipe Institute NEMA Portland Cement Association PPI Precast/Prestressed Concrete Institute PCA Resource Conservation and Recovery Act RCRA Steel Door Institute SDI Telecommunication Industry Association TIA Uniform Construction Code UCC Underwriters Laboratories UL United States Army Corps of Engineers USACE United States Coast Guard USCG United States Green Building Council USGBC Western Wood Products Association WWPA Western Wood Preservation Institute WWPI

Federal Acquisition Regulation (FAR), Commerce Acquisition Regulation (CAR) and NOAA Acquisition Manual (NAM) provisions and clauses that are included in this solicitation are denoted by the applicable acronyms.

CONTRACT CLAUSES

FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS

(OCT 2018) with ADDENDA

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights --

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C.3727). However, when a third party makes payment (e.g., use of the Government wide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include --

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer— System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C.

3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt Payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR Part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the

Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period at fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by

33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the

Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the

Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government’s convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor’s records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the

Contractor shall be liable to the Government for any and all rights and remedies provided by law.

If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with

Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause.

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form…