140L4324Q0123_-_RFQ_-__Vale_Janitoiral_Services.pdf

Vale District Office Janitorial Services SOLICITATION NO. 140L4324Q0123

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

Solicitation no. 140L4324Q0123 has been issued as a Request For Quotation, for a firm fixed price commercial items services contract for Janitorial Services at one lump sum price. For services, The scope of work includes the description of all work contained below. The performance period is from 10/1/24 to 9/30/2029 . The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05 effective May 22nd, 2024. The provision at 52.212-1, Instructions to Offerors - Commercial, applies to this acquisition and additional provision below. The provision at 52.212-2, Evaluation - Commercial Items, applies to this acquisition. The following factors shall be used to evaluate offers: 1. Price 2. Past Performance (Comparative Evaluation). Vendors are advised to submit a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items, with its offer. The clause at 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition, see additional applicable clauses below. The clause at 52.212-5 Contract Terms and Conditions Required to Implement Statutes Or Executive Orders - Commercial Items applies to this acquisition, see below for applicable clauses. This requirement is set-aside for SMALL BUSINESS. The NAICS code is 561720 and the small business size standard is $22.0 Million. The basis of award is the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Award will be made to the responsible respondent pursuant to FAR subpart 9.1. Responses shall be received via email at blm_or_so_952_mail@blm.gov and dfobbs@blm.gov by the response due date and time of August 6, 2024 @ 1000 PDT.

Business Information:

Point of Contact:_________________________

Business Name: ___________________________

SAM UEI Number: _________________________ mailto:blm_or_so_952_mail@blm.gov mailto:dfobbs@blm.gov

SECTION B – SERVICES AND PRICES

This requirement is for one(1) Firm Fixed Price Commercial Services Purchase Order for Janitorial Serivce for the Vale District Office. The purchase order contains a one-year Base plus and additional four (4) one-year options.

BASE: 10/1/2024 to 9/30/2025

CLIN:00010

Item No. Item Description Quantity Unit of

Measure Unit Price Total

1 Administrative Building Cleaning

12 MO $ $

2 ESI Building Cleaning 12 MO $ $ 3 SRV Building Cleaning 12 MO $ $ 4 Fire Dispatch Cleaning 12 MO $ $ 5 Warehouse Cleaning 12 MO $ $ 6 Shop Cleaning 12 MO $ $

TOTAL $

OPTION PERIOD 1: 10/1/2025 to 9/30/2026

CLIN:00020

Measure Unit Price Total

1 Administrative Building Cleaning

12 MO $ $

2 ESI Building Cleaning 12 MO $ $ 3 SRV Building Cleaning 12 MO $ $ 4 Fire Dispatch Cleaning 12 MO $ $

OPTION PERIOD 2: 10/1/2026 to 9/30/2027

CLIN:00030

Measure Unit Price Total

1 Administrative Building Cleaning

12 MO $ $

2 ESI Building Cleaning 12 MO $ $ 3 SRV Building Cleaning 12 MO $ $ 4 Fire Dispatch Cleaning 12 MO $ $

OPTION PERIOD 3: 10/1/2027 to 9/30/2028

CLIN:00040

Measure Unit Price Total

1 Administrative Building Cleaning

12 MO $ $

2 ESI Building Cleaning 12 MO $ $ 3 SRV Building Cleaning 12 MO $ $ 4 Fire Dispatch Cleaning 12 MO $ $

OPTION PERIOD 4: 10/1/2028 to 9/30/2029

CLIN:00040

Measure Unit Price Total

1 Administrative Building Cleaning

12 MO $ $

2 ESI Building Cleaning 12 MO $ $ 3 SRV Building Cleaning 12 MO $ $ 4 Fire Dispatch Cleaning 12 MO $ $

6 Month Extended Price : In accordance with 52.217-8 Option to Extend Services

Measure Unit Price Total

1 Administrative Building Cleaning

6 MO $ $

2 ESI Building Cleaning 6 MO $ $ 3 SRV Building Cleaning 6 MO $ $ 4 Fire Dispatch Cleaning 6 MO $ $ 5 Warehouse Cleaning 6 MO $ $ 6 Shop Cleaning 6 MO $ $

BASE & ALL OPTIONS TOTAL VALUE:_______________________

PERIOD OF PERFORMANCE: See Section F.

(End of Section B)

SECTION C – STATEMENT OF WORK

C.1.0 GENERAL

C.1.1 Description of Work The Contractor shall provide janitorial services for the Vale Bureau of Land Management District

Office compound.

Contractor shall provide the necessary equipment, incidentals, labor, supervision, supplies, and transportation to perform in accordance with the terms, conditions, and specifications herein.

C.1.2 Location Work shall be performed at the Vale Bureau of Land Management District Office Compound located at 100 Oregon Street, Vale, Oregon. Services shall be performed at the following buildings:

Administrative, Environmental Soil Inventory (ESI), Dispatch, the Shop (office spaces, break room, and restroom), Snake River Valley (SRV), and the Warehouse (office spaces, hallways, restrooms, Ranger’s office, and conference room).

C.2.0 DEFINITIONS

Biannual Services Shall be completed each April and October

Contracting Officer’s Representative (COR) The on-the-ground administrator for the Contracting Officer

Description of Work A description of each individual task, as stated on Table 1 – Schedule of Work

Federal Holidays New Year’s Day, Birthday of Martin Luther King Jr., Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day

IPP

Internet Payment Platform System

Monthly Services Shall be completed once each calendar month

MSDS

Materials Safety Data Seat

OSHA

Occupation Safety and Health Administration

Performance Measurement Details how work will be evaluated

Performance Plan A plan describing the specific approach the Contractor will take to accomplish the objectives of the contract as specified herein

Project Inspector (PI)

The person designated by the COR to perform, as needed, on-the-job Government inspection of work accomplished by the Contractor

QAIR

Quality Assurance Inspection Report (Table 1)

Quarterly Services Shall be completed each March, June, September, and December.

Weekly Services Shall be completed once during the Sunday through Saturday cycle

C.3.0 CONTRACTOR FURNISHED SUPPLIES AND SERVICES

C.3.1 The Contractor shall provide all cleaning supplies, equipment, labor, and supervision necessary to perform the requirements of this contract.

C.3.2 The Contractor shall hold the appropriate valid License(s), bond(s), and insurance as required by

Malheur County, Oregon.

C.3.4 Contractor Employees

C.3.4.1 Appearance Employees shall dress and perform their work to be commensurate with the tasks identified in these specifications and the office setting worked in.

C.3.4.2 Supervision Contractor shall arrange for supervision of services performed. The Contractor or Contractor-

Designated Supervisor shall be available to receive notices, reports, or requests from the COR at all times that services are in progress.

C.3.4.3 The Contractor shall prohibit its employees from the following:

1) Opening drawers, shelves, cabinets, lockers, access panels, and doors not identified herein as within the scope of work

2) Disturbing or reading materials left in an individual’s cubical or personal office space

3) Using equipment including but not limited to telephones, computers, radios, or the equipment in the BLM employee exercise room of the SRV.

4) Disturbing portable objects that impede work in areas identified in this Contract, hereafter referred to as obstructed areas.

A) Contractor shall make a reasonable effort to clean around obstructions in all areas identified for services under contract. Densely obstructed areas may be skipped if the Contractor does not have reasonable access to the cleaning surface.

B) Contractor is prohibited from moving, re-arranging, or relocating obstructing items unless specifically approved herein or by the COR. Exceptions include office chairs, floor mats, tables, waste receptables, and similar to provide access to cleaning areas and surfaces.

C) Contractor shall notify the COR of all areas that remain obstructed for more than 5 consecutive calendar days.

C.3.5 Security Clearance The Federal Government requires that a security clearance be conducted for each Contractor and/or

Contractor’s employees that shall access the Vale District Compound to perform the requirements of this contract.

C.3.5.1 Background Check The Government will conduct a background check on each employee and shall absorb associated costs. A negative outcome to an employee background check may be grounds for the immediate discontinuance of that employee’s on-site authorization and of future availability to perform the work under this contract.

Contractor and contractor’s employees shall receive background clearance before employment begins.

All required forms for the background check will be provided to the contractor upon contract award.

To initiate a background investigation, the following steps must be taken by the Contractor:

1. Complete the OF-306, Declaration for Federal Employment

2. Complete the OF-612, Application for Federal Employment

3. Have their fingerprints taken at a DOI Enrollment

4. Complete the SF-85, Questionnaire for Non-Sensitive Positions through e-QIP

5. Complete the DOI Access Card Request Form

C.3.5.2 Personal Identity Verification (PIV) Cards The Contractor and its employees shall be issued individual Government PIV cards authorizing access to specific buildings within the Vale BLM District Compound identified in this Contract.

Upon the loss or removal of an employee, whether permanent or temporary, the Contractor shall retain that employee’s Government PIV card and submit it to the COR within seven (7) calendar days of the personnel action.

For temporary changes in force, Government PIV cards submitted to the COR will remain on file with the COR until the Contractor submits to the COR a written notice of employee reinstatement and the employee roster revision.

C.3.5.3 Employee Roster Contractor shall submit to the COR a roster of all employees performing the work under this

Contract. Within seven (7) calendar days of any change to the Contractor’s work force (temporary or permanent), the contractor shall submit to the COR a legible revised version of the employee roster. The original and all submitted revisions shall remain on file with the COR.

C.3.5.4 Only employees named on the most current roster that the COR has on file and who are carrying valid Government PIV cards are allowed inside the Vale BLM District Compound to perform services.

C.3.5.5 The Contractor and its employees shall solely occupy the grounds and facilities necessary to perform the requirements of this contract.

C.3.6 Quality Control Plan The Quality Control Plan shall include the following information as a minimum:

C.3.6.1 Methodology The hiring and screening methods used; the training methods used for hires; the supervisory methodology; communication methodology, and equipment maintenance program.

C.3.6.2 Employee information Categorize the on-site work force by crew supervisors or crew members; list the first and last names of the dedicated personnel; and categorize the personnel’s status by permanent employee, temporary employee, or an intended hire.

Contractor shall include a project spreadsheet showing employee scheduling and the equipment or supply purchase(s) made to meet work specifications.

C.3.6.3 Safety and Compliance Contractor shall include current MSDS/SDS sheets on all supplies used. This information shall be readily available in all janitor’s closets.

OSHA Compliance

C.3.7 Safety

C.3.7.1 Contractor’s equipment shall be rated for commercial application, listed with Underwriter

Laboratories (UL) where applicable, and acceptable for use by industry standards for public and commercial settings. Electrical equipment shall operate without requiring or causing any changes or disruptions to existing building(s) electrical service. It shall be the responsibility of the Contractor to prevent such occurrences while performing work under this Contract.

C.3.7.2 Any Government device mistakenly unplugged or disconnected while cleaning shall not be reconnected by the Contractor personnel. Contractor personnel shall notify the COR in writing immediately following any such occurrence. The written notification shall include the date of the incident and a legible signature.

C.3.7.3 No flammable liquids shall be stored anywhere in the building

C.3.8 Equipment

C.3.8.1 Contractor shall provide, maintain, and operate commercial/industrial grade equipment specific to and designed for performing the services identified herein at the level of acceptance.

C.3.8.2 All applicable equipment shall be factory-equipped with appropriate shielding and/or bumper guards to avoid marking, scarring, chipping, or scratching fixtures, furnishings, wall surfaces, or any other surface type encountered during operation.

C.3.9 Supplies

C.3.9.1 The Contractor shall be solely responsible for accepting supply orders to the Vale Compound.

C.3.9.2 Restrooms

• Non-perfumed liquid soap

• Neutral-Scented Sprays

• Roller or multi-fold paper towels

• 2-ply toilet paper

• Plastic Trashcan Liners

• Sealer for Ceramic Tiled Surfaces

• Toilet Seat Covers (Paper)

• Urinal Screens

• Urinal Deodorant Blocks

• Disposable Bags for Sanitary Napkin

Containers

• Sanitary Napkin Receptacle Liners

C.3.9.3 Contractor shall maintain a minimum of a two (2) week supply for all restrooms.

C.3.9.4 Plastic bags shall be used in all trash receptacles. A Scotch Guard or equal solution shall be applied after carpeting is cleaned. Floor wax shall be applied to vinyl and concrete flooring using techniques that result in an acceptable finish.

C.4.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

C.4.1 Storage

C.4.1.1 The Government shall provide secure areas for the storage of Contractor-furnished supplies and materials. These areas will be identified by the COR upon award of Contract.

C.4.1.2 Storage areas provided shall be kept clean. Supplies and equipment will be stored in a manner to avoid blocking access to electrical service panels, fire extinguishers, heating and cooling components and control panels, points of ingress and egress, and any government property stored in these areas.

C.4.1.3 The storage of gasoline or gasoline-powered equipment is prohibited in these areas.

C.4.1.4 Government keys shall be issued to allow access to storage areas, gates, and buildings where applicable.

C.4.2 Utilities

C.4.2.1 The Government shall provide access to water and electric for the Contractor to perform the requirements of this contract.

C.4.2.2 Dumpsters for waste and recyclables are located at the following locations: the northwest corner of the Administrative Building’s employee parking lot; in front of the warehouse loading dock area;

and on the north side of the Shop building. These dumpsters shall be used to appropriately dispose of all waste collected by janitorial staff.

C.4.3 Pests The Government shall provide any control devices. If ants, rodents, or other pests are noticed while performing janitorial services, notify the COR or PI for control devices.

C.4.4 Cleaning Supplies The Government shall provide a multi-Blend mixing and dispensing travel station for cleaning and sanitizing showers with foaming acid shower treatment. This may also be utilized for cleaning the outdoor restrooms of the SRV.

C.5.0 SPECIFIC TASKS

C.5.1 Building Area Descriptions

C.5.1.1 Administrative Office Building The Administrative Office is a single-story building approximately 15,500 sqft with seven (7) entrances, twenty-eight (28) windows, and standard height ceilings. There are four (4) restrooms totaling about 315 sqft for a total of nine (9) sanitary fixtures, eight (8) sinks, and counter spaces.

The office space is primarily composed of freestanding partitioned offices with nine (9) walled office spaces. Additionally, there is a break room, storage room, and two (2) water fountains. For flooring, there is about 14,300 sqft of carpet, 400 sqft of ceramic tile, and 750 sqft of vinyl.

C.5.1.2 ESI Building The ESI building is a single-story building approximately 1,400 sqft with two (2) entrances, eight

(8) windows, and standard height ceilings. There are two (2) restrooms totaling about 100 sqft for a total of two (2) sanitary fixtures, two (2) sinks, and no counter spaces. The office space is composed of four (4) freestanding partitioned offices. Additionally, there are two (2) storage rooms. For flooring, there is 1,400 sqft of vinyl tiles.

C.5.1.3 SRV Building The SRV building is a single-story building approximately 4,500 sqft with twelve (12) entrances, thirty-seven (37) windows, twenty-three (23) high windows & skylights, and variable ceiling height throughout the building. There are four (4) restrooms (two (2) of which are outdoor restrooms) totaling about 500 sqft for a total of six (6) sanitary fixtures, six (6) sinks, four (4) shower stalls, and counter spaces. The outdoor restrooms are open May through September. The office space is primarily composed of freestanding partitioned walls and two (2) walled office spaces.

Additionally, there is a break room, storage room, exercise room, and three (3) water fountains. For flooring, there is about 2,100 sqft of carpet, 150 sqft of vinyl, 2,000 sqft of painted/stained concrete, and 300 sqft of rubber mat flooring.

C.5.1.4 Fire Dispatch Building Fire Dispatch is a single-story building approximately 3,800 sqft with five (5) entrances, thirty-eight (38) windows, and standard height ceilings. There are two (2) restrooms totaling about 150 sqft for a total of four (4) sanitary fixtures, four (4) sinks, and counter spaces. The office space is primarily composed of freestanding partitioned offices and three (3) walled office spaces.

Additionally, there is a break room, storage room, and two (2) water fountains. For flooring, there is 1,300 sqft of carpet and 2,500 sqft of vinyl.

C.5.1.5 Warehouse The Warehouse building is approximately 1,900 sqft with stairs leading to an attic that does not need to be serviced. There are two (2) entrances, twenty (20) windows, and variable ceiling heights.

There are two (2) restrooms totaling about 50 sqft for a total of two (2) sanitary fixtures, two (2) sinks, and counter spaces. There are five (5) walled office spaces. For flooring, there is 200 sqft of carpet (Ranger’s Office), 200 sqft of ceramic tile, 1,100 sqft of vinyl, and 360 sqft of painted/stained concrete.

The Ranger’s office shall be cleaned when requested by the Ranger. When the work is being performed, the Ranger will provide access and constant supervision.

C.5.1.6 Shop The Shop is approximately 1,700 sqft with five (5) entrances, eight (8) windows, and standard height ceilings for the areas to be serviced. There is one (1) restroom with one (1) sanitary fixture and one (1) sink. There is one (1) walled office space. Additionally, there is a break room, storage room, and one (1) water fountain. For flooring, there is 500 sqft of vinyl and 1,200 sqft of painted/stained concrete.

C.5.2 Service Frequency and Hours of Service Services under this contract shall be scheduled as follows:

C.5.2.1 Administrative Building

Daily Services: Shall be performed between 6:00 p.m. and 6:00 a.m., Monday through Friday, five

(5) days per week. Friday services may be completed between 8:00 a.m. and 12:00 a.m. on Saturday or Sunday.

Weekly Services: Shall be performed between 6:00 p.m. and 6:00 a.m., Monday through Friday; or between 8:00 a.m. and 12:00 a.m. on Saturday and Sunday.

Monthly Services: Shall be performed during any day of the week between 6:00 p.m. and 6:00 a.m., Monday through Friday; or between 8:00 a.m. and 12:00 a.m. on Saturday or Sunday.

C.5.2.2 ESI Building – Friday Service only (1 service day/week)

Services: The ESI building shall receive daily and weekly services any one day of the week between 6:00 p.m. and 6:00 a.m., Monday through Friday; or between 8:00 a.m. and 12:00 a.m. on Saturday or Sunday.

C.5.2.3 Dispatch and SRV Buildings – For the period of June 1st through September 15th

Daily Services: Shall be performed between 6:00 p.m. and 6:00 a.m. seven (7) days per week.

Weekly Services: Shall be performed between 6:00 p.m. and 6:00 a.m., Monday through Sunday.

Monthly Services: None.

C.5.2.4 Dispatch and SRV Buildings – For the period of October 1st through April 30th

Daily Services: Shall be performed between 6:00 p.m. and 6:00 a.m., Monday through Friday, five

(5) days a week. Friday services may be completed between 8:00 a.m. and 12:00 a.m. on Saturday or Sunday.

Weekly Services: Shall be performed between 6:00 p.m. and 6:00 a.m., Monday through Friday; or between 8:00 a.m. and 12:00 a.m. on Saturday and Sunday.

Monthly Services: None.

C.5.2.5 Warehouse & Shop Building – Shall be performed Wednesday (1 service day/week)

Services: The Shop and Warehouse buildings shall receive Daily and Weekly services every

Wednesday between 8:00 a.m. and 4:30 p.m. Services shall be performed during hours of operation for these buildings.

C.5.3 Service Interval Information

C.5.3.1 Quarterly services shall be completed by the third (3rd) Friday of December, March, June, and

September.

C.5.3.2 Biannual services shall be completed by the last calendar day of April and October

C.5.3.3 Contractor shall provide a schedule identifying the sequence in which these services are to be performed including the task, service date, and buildings. This schedule shall be submitted to the COR in writing no less than seven (7) days prior to the beginning of service.

C.5.3.4 Deviations to the schedule of service shall be submitted for approval by the COR no less than one week prior to the start date of the respective service.

C.5.4 Government Employee’s Work Hours

C.5.4.1 The Contractor can expect to encounter Government employees working during the hours designated for work under this contract. During fire season (April through October), the area around Fire Dispatch can experience heavy traffic.

C.5.4.2 The Contractor shall complete these services at designated schedule and frequencies for each type of service without interrupting Government operations.

C.5.4.3 Under circumstances where C.5.4.2 is infeasible, the Contractor is expected to return to that area to complete the service prior to leaving for the day. If that is impossible, the contractor shall report the specific area and reason for uncompleted work to the COR.

C.5.5 Daily Services

C.5.5.1 Trash A) Empty all interior trash containers/receptables and exterior trash barrels as needed if they are full, contain food, or other odorous materials.

B) Wipe down receptacles and replace liners when necessary.

C.5.5.2 Wipe clean and sanitize all exercise equipment in the SRV building including benches, seats, and handgrips.

C.5.5.3 Flooring A) Vacuum and spot-clean interior fabric entryway mats. Sweep and wet mop all exterior rubber entryway mats.

B) Stain and spot removal shall be performed as soon as Contractor becomes aware.

Contractor shall use stain removers, solvents, and/or cleaners that are approved for this application and surface type. Damage or discoloration to flooring shall be avoided.

C) Non-removable stains shall be brought to the attention of the COR or PI.

C.5.5.4 Restrooms A) Clean and disinfect all surfaces of all toilet bowls, urinals, lavatories, dispensers, receptacles, and similar.

B) Damp-wipe and polish-dry all glass, shelving, dispensers, and chromium fixtures.

C) Damp-wipe and disinfect all surfaces of partitions, stalls, stall doors, and wall areas adjacent to wall mounted lavatories, urinals, and toilets as needed.

D) Clean and disinfect all sinks so that fixtures are clean, spot free, and have no residual film or streaks. There shall be no hard water stains, green encrustation, or excess moisture.

Acid wash safe for chrome surfaces may be used as needed on chrome surfaces to remove and prevent mineral deposits.

E) Restock all restroom supplies as needed so that a minimum two-day supply is maintained where applicable. Buildings designated to receive daily services on a weekly basis shall be restocked so that supplies are sufficient until the next servicing.

F) Replace all trash and sanitary napkin receptacle liners daily and wipe down receptable as needed. Clean trash bags shall be placed in restroom trash containers daily and soiled bags shall not be reused.

G) Sweep, mop, and disinfect all restroom floors. Floors shall be free of visible scuff marks, foreign substances, streaking, and dirt accumulation in corners.

H) All horizontal surfaces less than ninety (90) inches above the floor shall be dusted with a treated cloth.

I) Clean all mirrors making sure to leave no streaking.

J) Sanitize SRV showers daily using a multi-purpose cleaner to disinfect, sanitize, and deodorize showers and changing areas daily including days acid washing is performed.

The floor mats in the SRV shower rooms shall be left on benches to dry and will be replaced by BLM personnel the following morning.

C.5.6 Weekly Services

C.5.6.1 Empty all interior trash receptables and exterior trash barrels. Replace their liners and wipe down the receptacles.

C.5.6.2 Flooring A) Vacuum and spot-clean all carpets and rugs.

a) The Contractor shall use a heavy-duty commercial upright vacuum for exposed carpeting.

A vacuum of sufficient power and with the proper hose attachments shall be used to vacuum under furniture, in tight corners, and along edges.

b) All torn or unraveling carpet, mats, or rugs shall be brought to the attention of the COR.

B) Sweep and wet mop all non-carpeted flooring. Floors shall be free of skips, dirt, streaking, scum, mop strands, and edge-trim damage.

C.5.6.3 Clean and disinfect all drinking fountains and wash/service sinks so that fixtures are clean, spot free, and have no residual film or streaks. There shall be no hard water stains, green encrustation, or excess moisture. Acid wash safe for chrome surfaces may be used as needed on chrome surfaces to remove and prevent mineral deposits.

C.5.6.4 Wipe clean and sanitize countertops, tabletops, display cases, glass doors, and cabinets in the breakrooms, lunchrooms, and conference rooms.

C.5.6.5 Wipe clean general office equipment including copiers and fax machines. (Excluding computer monitors, laptops, etc.).

C.5.6.6 Acid wash showers and adjacent change rooms including their walls and floors with a foaming acid shower treatment to remove and prevent buildup of hard water scale.

C.5.7 Monthly Services

C.5.7.1 Dust with treated cloth all horizontal surfaces 90 inches and lower. This includes picture frames, partition wall-tops, windowsills, book and filing cabinets, vending machines, and similar.

C.5.7.2 Upholstered furniture shall be vacuumed, and bases dusted with a treated cloth

C.5.8 Quarterly Services

C.5.8.1 Clean all restroom and entryway door surfaces.

C.5.8.2 Vacuum and spot removal on all office space wall partitions using only cleaning compounds specific to the woven fabric wall covering.

C.5.8.3 Dust and remove cobwebs using a method for removing dust from these surfaces that inhibits airborne dust particles. This applies to the following:

A) All surfaces over ninety (90) inches including air vents, light fixtures, locker tops, display cases, appliances, and similar.

B) Wall corners and corner trim C) Floor molding D) Venetian blinds

C.5.9 Biannual Services

C.5.9.1 Windows and glass A) Clean all windows, plate glass at entrances, lobbies, and vestibules, glass in interior partitions, doors, transoms, and glazed surfaces.

B) Lay drop cloth as required to protect adjacent surfaces, fixtures, and furniture.

C) Both inside and exterior window surfaces should be cleaned on the same day. No work on the exterior surfaces of glass shall be performed on days of rain, sleet, or snow.

D) Glass shall be clean and completely free of streaks, dirt, dust, oxidation, buildup, and spots. Glass shall be completely clean along edges and in corners. Special chemicals may be needed. Water spots from sills and frames shall be removed.

E) The three (3) sun-tint-film windows at the front entry shall be cleaned with a mild window cleaning solution specific to that surface type. These surfaces will scratch or mar if abrasive techniques are used. Contractor shall not use a brush, squeegee, or harsh cleaning solution on this film or glass.

C.5.9.2 Sweep, blow, and/or pressure wash building exteriors up to the eave height to remove dust and cobwebs. The surface is predominately T1-11 siding.

C.5.9.3 Chair cleaning applicable to the Main Office Building only. Upholstered chairs (approximately

110) and couch (1) are to be cleaned by steam extraction and/or vacuuming.

C.5.9.4 Foam/steam extraction cleaning of all carpeted areas throughout the Administrative Building, SRV, and Fire Dispatch. After cleaning, a Scotch Guard or equivalent shall be applied.

C.5.9.5 Strip, wax, and buff applicable flooring using non-slip floor wax appropriate for surface and use type. The floors shall be free of streaks, mop strands, and skipper areas and here shall be no build up in corners or crevices. Walls, baseboards, and other surfaces shall be free of reside and marks from equipment.

C.5.9.6 Apply tile and grout sealer to all ceramic tile walls and flooring. All old sealer shall be completely cleaned so that there be no gum, rust stains, burns, scuff marks; nor build up in corners or crevices.

Walls, baseboard, and similar shall be free of sealer residue and marks from equipment. Grout shall be cleaned using appropriate special cleaners and tools.

C.5.10 On-Call Services

C.5.10.1 This is a per-request service to provide any combination of the aforementioned daily or weekly tasks to an area specified herein that is in need of additional cleaning, or to an area not specified in section C.5.5 or C.5.6. Each request that is performed shall be paid at a 2-hour minimum following by 30-minute intervals thereafter.

C.5.11 Misc. Duties

C.5.11.1 The Contractor shall perform the following in conjunction with contract specifications daily:

A) Report fires, alarms, and hazardous conditions in person, writing, or by phone depending on severity.

B) Turn in items found to the Lost and Found box located at reception.

C) Check all gates and doors to ensure they are secure before leaving the Compound or any building within its perimeter.

D) Report any unusual pedestrian or vehicle traffic in parking lots to the COR.

E) Contractor shall not prop open exterior doors.

(End of Section C)

SECTION E – INSPECTION AND ACCEPTANCE

QUALITY ASSURANCE SURVEILLANCE PLAN

1. Purpose: This Quality Assurance Surveillance Plan (QASP) describes methods that will be used to monitor the Contractor’s performance. The QASP is not part of the Contract. It is provided to the Contractor solely for informational purposes and is subject to change by the Government during the life of the contract. The Government reserves the right to perform assessments more or less often than outlined in this QASP.

2. Introduction: The QASP establishes methods to assess or evaluate performance of the Contractor under the contract. It is designed to provide an effective method of monitoring Contractor Performance for each objective on the Performance Requirements Summary (PRS) in the contract. The Government is concerned with the quality of the services provided, and not with the method that the Contractor uses to provide the services.

3. Responsibility for Quality Control: The Contractor is responsible for quality control and management actions to meet the performance requirements and terms of the Contract. The Government performs quality assurance to assess the quality of services rendered, if the services meet the contract requirements, and if the contract standards are achieved.

4. Surveillance Methods: The Government will evaluate the Contractor’s performance under this contract.

Examples of Government surveillance may include: a. Government Inspections. b. Customer complaints with verification by the CO. c. Review of Contractor’s Quality Control documentation.

5. Deduction Methods: The Government will record performance noting any substandard performance. For substandard performance, the Government’s preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance.

The Government may also take the following actions: a. Presentation of a Contract Discrepancy Report requiring a written explanation for substandard performance. b. Payment deductions in accordance with the PRS; c. Payment deductions in accordance with the applicable FAR clause(s). d. Require correction or re-performance of the service.

Deduction Threshold. If the number of defects, or instances of unacceptable performance, observed during a month-long period is equal to or less than the maximum allowable defect rate (MADR), then there will be no deduction in payments to the Contractor for that task. However, if the number of defects observed during a month-long period is greater than the MADR, then there will be a deduction in payments to the Contractor for that task.

Example of Deduction Amount to Contractor Payments. The MADR for janitorial work is three (3) defects per month based on the performance objective. A verified customer complaint regarding any maintenance work that falls below the standards set forth in the PWS will be considered a defect as will any inspected work that falls below the same standards. If one or more complaint is received regarding the same item, this will only be considered one complaint. Upon notice of the defect(s), the contractor will be given 24 hours to correct prior to a deduction being taken. Assume that there is four verified customer complaints regarding untimely refuse collection during the month: Four defect exceeds the MADR of three, a deduction in the payment to the Contractor for this month will be made;

The deduction amount will be as follows:

(i) Assume the maximum possible contract payment for all items is $1,000.00 per month.

(ii) Timely refuse collection is weighted at 70% of the monthly total payment, which equals $700.00.

(iii) A deduction of 1/30 of $700.00 will be taken for every day the defect remains uncorrected, starting from the date the defect was first reported to the contractor.

(iv) Therefore, if the defect was reported to the contractor on July 1 and it was not corrected until July 6 this would equal five defective days. Thus the deduction would be 5 X 1/30 X $700.00 = $105.00

(v) The Contractor will receive a monthly payment of $895.00 which is the maximum possible monthly payment of $1,000.00 minus the deduction amount of $105.00.

Surveillance Guide and Evaluation Procedure. The CO may use an inspection checklist to evaluate Contractor performance. At the end of each month, the CO may summarize their findings, calculate the deduction amount, and notify the Contractor of any deduction being made. Notice to the Contractor will not be made if there is no deduction.

PAYMENT

(a) Payment will be made monthly at the contract price per month. Contract price and payment shall be full compensation for all contract work.

(b) Quality adjustments shall be made when work has not been performed according to contract and the Contractor did not or could not correct the situation. An example of work that could not be corrected is failure to perform work that is required on a daily basis, such as cleaning bathrooms or emptying trash cans. The adjustment will be determined by totalling work not performed during the payment period and comparing it to the total work scheduled to be performed. If this comparison results in greater than 10% of the work not performed, an equal adjustment will be made.

(End of Section E)

SECTION F – DELIVERIES OR PERFORMANCE

F.1.0 PERIOD OF PERFORMANCE

The contract shall commence from 10/1/2024 for a period up to five years if options are exercised.

F.2.0 PROGRESS PLAN

At the prework conference, the Contractor shall provide to the COR a written "work progress plan" that details its proposed work force and schedule to provide for orderly completion of the work within the contract performance time. This work schedule must be acceptable to the Government. At a minimum, the schedule must reflect a work progress rate equal to the available amount of contract performance time.

The following clause is incorporated by reference:

Clause Title Date

52.242-15 STOP WORK ORDER AUG 1989

(End of clause)

(End of Section F)

SECTION G – CONTRACT ADMINISTRATION DATA

The following local clauses are provided in full text:

CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (JULY 2010)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Interior (DOI) has implemented the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available for Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, systems requirements, and training information for CPARS is available at https://www.cpars.gov/. The CPARS User Manual, registration for On Line Training for Contractor Representatives, and a practice application may be found at this site.

(e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation, and the report will be accessible at https://www.cpars.gov/. Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official's narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1 - 17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection actions. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating ''No comment" in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: "The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment." Your response is due within 30 calendar days after receipt of the CPAR.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as "source selection information." After review, transmit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

https://www.cpars.gov/ https://www.cpars.gov/ https://www.cpars.gov/ https://www.cpars.gov/

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, preaward surveys, responsibility determinations, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30- day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been finalized.

ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP)

(APR 2013)

Payment requests must be submitted electronically through the U.S. Department of the Treasury’s Invoice Processing Platform System (IPP).

“Payment request” means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions – Commercial Products or Commercial Services included in commercial products or commercial services contracts.

The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice

1. Invoice billed according to contract line items and rates.

2. Ensure Purchase Order Number and Date for Each Monthly invoices is include (One Invoice Per Month)

3. If final payment is billed, the last invoice shall state “FINAL”.

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contract (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) prior to the contract award date, but no more than 3 – 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

(End of Local Clause)

(End of Section G) https://www.ipp.gov/ mailto:ippgroup@bos.frb.org

SECTION H – SPECIAL CONTRACT REQUIREMENTS

The following clause is provided in full text:

SECURITY REQUIREMENTS: FACILITY ACCESS and INFORMATION TECHNOLOGY (August 2016)

(a) All Contractor employees must have an "Enter on Duty" (EOD) approval issued by the Bureau Personnel Security Office (PSO) before they begin performing work on any Bureau contract. The Contractor must ensure that all employees requesting an EOD are citizens of the United States of America, or an alien who has been lawfully admitted for permanent residence or employment (indicated by immigration status) as evidenced by Immigration and Naturalization Service documentation and the employee must have resided in the United States for a minimum of 3 years. The EOD may be issued in advance of a completed Background Investigation and may be rescinded by the PSO at any time. However, all contractors who require network access are required to complete the identity proofing process, and must be able to obtain a successfully adjudicated National Criminal History Check (NCHC) and National Agency Check with Inquiries (NACI) or higher to stay on the contract.

(b) Starting Work - Contractor employees with an approved EOD may begin performing unsupervised work on Bureau contracts. To remain on the contract, the Contractor employees will need a completed favorable Background Investigation.

(c) Rescission of EOD - The PSO may rescind the EOD at any time. This may occur as the result of additional information obtained or the final results of the background investigation.

(d) Background Investigation - Contractor employees who will have unsupervised access to Bureau facilities, access to the Department of the Interior (DOI) information technology (IT) systems or DOI data, or will develop custom applications, must have a favorably adjudicated background investigation from the Office of Personnel Management (OPM). Existing clearances at the same or higher level are acceptable upon the PSO’s review and approval. If the employee does not already have a complete investigation, they must apply for one. The employee may begin work with an EOD, but must receive a favorable background investigation to continue working on the contract. The background investigation includes obtaining fingerprints through a USAccess Credentialing Center for an FBI criminal history and a credit report. Once the investigation has been scheduled by OPM, the Bureau will receive advance reports. If those reports are favorable, the Bureau PSO will issue the EOD. The type of background investigation required is based on the risk/sensitivity level designation. Citizenship requirements and guidance for determining the appropriate type of background investigation required for the designated risk/sensitivity level are contained in DOI Departmental Manual (DM) Part 441. The DM is available on the Internet at http://elips.doi.gov/app_home/index.cfm?fuseaction=home.

(e) Electronic Questionnaire for Investigations Processing (e-QIP) – The Bureau uses the e-QIP for all background investigations or reinvestigations. To initiate an investigation, the Contractor, in collaboration with the COR, will complete an e-QIP Request Form. This request form is available through the COR. The COR will submit the completed request form to the Bureau PSO. The PSO will enter the information into e-QIP to either establish a new applicant profile or determine if an existing investigation that meets Bureau requirements is on file. The PSO will then contact the applicant to provide additional information and instructions. Generally, the Contractor is required to complete the following forms:

▪ e-QIP application (on-line)

▪ Fair Credit Release

▪ OF-306

▪ Fingerprints via USAccess Credentialing Centers

The Contractor shall complete the required background investigation forms and submit them to the PSO. The PSO shall determine if individuals meet the required background investigation standards and citizenship requirements, and then make a suitability determination. Minimum standards used in suitability determinations are contained in the DOI Departmental Manual Part 441. The Government will pay for any background investigations required for contractor employees. If the Contractor employee’s background investigation is returned as unfavorable, the Government reserves the right to request reimbursement of the actual costs for the investigation from the Contractor.

(f) Reinvestigation - Contractor employees occupying high risk public trust positions must be reinvestigated every 5 years. A reinvestigation may be initiated prior to the normal periodic reinvestigation schedule when an individual’s continued ability to meet the minimum background investigation standards is in question. The electronic fingerprints on file in the USAccess system will be electronically submitted to OPM for the reinvestigation. The PSO shall review the records and documentation and make the suitability determination.

(g) Disputes - In the event of a disagreement between the Contractor and the Government concerning the suitability of a particular employee to perform work under this contract, the Government has the right of final determination. Determinations under this requirement are subject to the Disputes Clause, FAR 52.233-1. Failure of the Contractor to comply with the requirements of this clause could constitute grounds for termination for default.

(h) Physical Security Requirements - DOI Access Cards.

(1) Contractor employees must have a DOI Access Card before being given unsupervised access to a Government facility.

(2) To gain unsupervised access to Government facilities, Contractor employees must present their

DOI Access Card for examination by the security guard or electronically authenticate their DOI Access Card, as required. Contractor employees must keep their DOI Access Card in a shielded card holder, and visually display the card at all times while in the facility. Refusal or repeated neglect to display the DOI Access Card may result in limiting Contractor employee’s access to Government facilities or revoking of authorized access.

(3) When a Contractor employee is no longer working under this award, the Contractor is responsible for returning all DOI Access Cards, keys, and other Government property issued to that employee. The Contactor shall coordinate all returns with the COR. The COR is responsible for ensuring the Contractor complies with these requirements. However, failure by the Contractor to comply with these requirements may result in the Contractor’s liability for all costs associated with correcting any resultant breech in building security.

(i) Issuance & Maintenance - DOI Access Cards

(1) Process: To obtain a DOI Access Card the COR will use the online DOIAccess System to initiate the access request. Contractor employees will receive email notificat ions to enroll at a USAccess Credentialing Center with two forms of identification, and after adjudication, a second email notification to pick up…