Attachment_2-Appendix_A_Supplies_Materials_and_Equipment.docx

Appendix A - Supplies, Materials, and Equipment to be Provided by the Contractor

Unless otherwise specified herein, the contractor shall furnish all supplies, materials, and equipment necessary for the performance of work under this contract. All supplies and materials shall be of a type and quality that conform to applicable federal specifications and standards. All supplies, materials, and equipment to be used in the performance of work d escribed herein are subject to the approval of the Contracting Officer's Representative (COR).

The contractor must submit to the COR a list of products to be utilized in the performance of its work. The contractor shall not use any materials, chemicals, or compounds that the COR determines to be unsuitable to perform the required work. The contractor shall utilize products and material made from biobased materials (e.g., biobased cleaners, biobased degreasers) to the maximum extent possible. For the biobased content products evaluation, products proposed for use under this contract must conform to USDA’s Designated Biobased Products List (DBPL). If requested in the contract, contractors shall provide data for their biobased solvents and cleaners to document the level of biobased content. Any biobased product that the COR suspects does not meet HHS specifications or standards shall be tested at the Contractor's expense by an independent laboratory qualified to perform such tests. A copy of the laboratory report of findings shall be submitted to the COR. These products shall meet the requirements established by applicable federal specifications and standards or be considered unacceptable for use.

Biobased Products To Be Provided by the Contractor

The following is a list of products HHS requires for custodial purposes. Each product submitted must be identified with one of these categories. Vendors should be able to supply the greatest feasible number of biobased products meeting health and environmental specifications. Labeling should be printed on all containers.

ATTACHMENT TWO (2)

All-purpose cleaner Heavy duty cleaner Carpet shampoo Gum Remover Disinfectant sanitizer Extraction fluid Floor stripper Neutral cleaner (liquid) Spot and stain remover Air freshener including dispenser Bathroom cleaner Brass polish/cleaner Chrome polish/cleaner

Deodorizer Floor finish Floor finish restorer Floor sealer Furniture polish Glass cleaner Grout sealer Lime and scale Stainless steel polish Toilet bowl cleaner White board cleaner Wood floor cleaner Degreaser/cleaner

In addition, trash bags must contain at least 25% recycled post-consumer content and consist of biodegradable material. Products that do not meet the mandatory specifications or for which the appropriate information has not been submitted will be disqualified from consideration.

Required Submittals and Reports

All offerors shall submit with their initial proposal a complete list of products that are to be used in carrying out the requirements of the contract. Additionally, the winning contractor on each anniversary date of the contract shall submit a complete list of products purchased to carry out the contract requirements. The products list shall be organized into the following categories: Designated Biobased products, Non-designated Biobased products, and all other "Green" products (e.g. recycled content products, energy- and water-efficient products, products using renewable energy, and alternatives to hazardous or toxic chemical s). The offeror shall list volume to be used and total cost for each individual product in each category. This information will be used for reporting purposes and to determine the reasonableness of cost.

Once a biobased item is designated as part of the existing contract, the contractor may utilize the remainder of the biobased products that was originally purchased to carry out the requirements of the contract. Once the product has been completely consumed, the contractor shall replace that product with a product that meets the requirements and specifications of the designated item. The Contracting Officer shall inform the contractor and COR when an item has been designated. Additionally, the contractor will provide supporting documentation if there is an upward cost impact so that contract pricing can be adjusted accordingly. Likewise, the contract will be adjusted downward if so warranted. To the greatest extent feasible, the contractor shall also use biobased products.

Once this list of products has been approved by the Contracting Officer, the contractor is responsible for using only those approved cleaning chemical products in the building. If, for some reason, the product is found later to be ineffective, or the Contractor would otherwise like to propose an alternative product, either the Contractor or Contracting Officer may propose for consideration an "equal" product. The Contracting Officer is the final decision-maker for such substitutions and must approve each in writing.

Cleaning Operations and Stewardship Plan: "The plan" must be reviewed and updated annually, and as required by the Contracting Officer. The plan must contain and define the following elements:

1) The Contractor’s written policy stating its commitment to the use of biobased products, employee health and safety, and sound environmental management practices;

2) Proposed biobased cleaning-products that must be selected in accordance with the criteria included in this solicitation. At a minimum, the plan must identify products by brand name for each of the above product types;

3) Product Use and Cleaning Guides that define standard operating procedures for instructing staff in the following areas: the proper use, storage, and disposal of cleaning products; proper cleaning procedures; proper operation of equipment; and other procedures/instructions to accomplish work under this contract.

4) The contractor shall define proper procedures for the storage of hazardous materials in conformance with good housekeeping practices, the National Fire Prevention Association (NFPA) Code, and applicable federal and municipal regulations. The plan also must define proper procedures for the identification and disposal of hazardous wastes in accordance with federal RCRA regulations prior to use with personnel.

5) Affirmative Procurement Program: The contractor must implement the requirements of the agency's comprehensive Affirmative Procurement for the purchasing of biobased products to the maximum extent possible. The contractor shall detail how it intends to keep abreast of the development and increasing availability of biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

Product Demonstration, Employee Training and Technical Assistance

HHS believes that a demonstration of how to use the products, an effective training program for the products selected, and technical assistance are central to the selection and eventual success of purchasing and using designated biobased products. IHS will look for vendors who will: 1) Demonstrate their products; and 2) When selected, be available with technical assistance to trouble shoot problems.

Quality Control Program

The contractor shall institute a complete quality control program to ensure that the products required by this contract are supplied or used, as specified. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the COR and/or the building-management staff. As a minimum, the program shall include:

a. An inspection system covering all the services required with a comprehensive checklist to be used to inspect contract performance during scheduled and unscheduled inspections, and the name(s) of the individuals who will be performing the inspections.

b. A system for identifying and correcting deficiencies and/or a pattern of deficiencies in the quality or quantity of services provided before the level of performance becomes unacceptable and/or government inspectors point out the deficiencies.

c. A file of all inspections conducted by the contractor and corrective actions taken. This should include follow-up inspections to ensure that corrective action was appropriate, complete, and timely. This documentation shall be organized in a logical manner, kept current, and made available to the COR and the Contracting Officer during the term of the contract.