A04_RFQ_SOW.pdf

Statement of Work

Janitorial Services for

Fergus Falls Wetland Management District

April 2026-March 2027 with up to four option years to follow

TABLE OF CONTENTS

1. GENERAL INFORMATION……………………………………………………………..3

2. DESCRIPTION OF SERVICES………………………….………………………………5

3. SERVICE DELIVERY SUMMARY……………………………………………………..6

4. OTHER CONDITIONS…………………………………………………………………..7

5. GOVERNMENT FURNISHED PROPERTY…………………………………………..7

6. OTHER REQUIREMENTS……………………………………………………………...8

1. GENERAL INFORMATION The purpose of this contract is to provide janitorial services at the Fergus Falls Wetland Management District (FF WMD) Headquarters located at 18965

County Highway 82, Fergus Falls, MN 56537-7726 AND at the nearby Prairie Wetlands

Learning Center located at 602 State Highway 210 E., Fergus Falls, MN 56537.

The service provider shall assume all responsibilities associated with the cleaning of the office buildings. This Performance Work Statement (PWS) describes a performance-based work environment in terms of “what” the required service output is rather than task-based or “how” the work is to be performed. The goal of the service provider shall be to ensure that the aforementioned facilities are maintained and cleaned to meet the needs of the U.S. Fish and

Wildlife Service customer and to present a clean, neat, and professional appearance. Quoting vendors shall be an established business specializing in professional cleaning of commercial and government facilities.

1.1. Performance Work Statement (PWS) Organization The sections of the PWS are as follows: General Information contains foundational information; Description of Services provides a narrative of services to be accomplished; Service Delivery Summary (SDS) identifies the performance measurements; Other Conditions, Government Furnished Property, and Other

Requirements defines the Government and service provider requirements.

1.2. SOW Implementation The service provider shall be responsible for the hiring, training, and supervision of personnel. Other than those provided by the Government, the service provider/personnel will also be responsible for equipment, tools, materials, vehicles, transportation, cleaning supplies, and other items necessary to provide janitorial services to the aforementioned facilities. The service provider is encouraged to use innovative processes and continuous quality improvement in the performance of the PWS.

1.3 There must be an approved schedule submitted prior to work beginning The basic contract period should begin as of April 1, 2026, and run through March 31, 2027. The service provider shall work with office personnel to establish a reasonable cleaning schedule.

Four option years shall follow resulting in a final delivery date of March 31, 2031. Annual execution of option years is contingent upon service provider performance and available funding.

1.4 Work Hours and Special Conditions Normal office hours are 7:00 am to 4:30 pm, Central

Standard Time, Monday through Friday, except Federal Holidays. All cleaning services shall be performed outside of normal office hours unless otherwise scheduled/approved. PLEASE

NOTE: An alternate work schedule may need to be worked out during the months of December through March, due to inclement weather conditions. The attached PWS addendum shall be verified as complete by USFWS personnel weekly. USFWS personnel shall include verified copies of the attached PWS addendum with all receiving reports. Invoicing shall take place monthly.

1.5 Federal Holidays The following Federal Holidays are observed by the FF WMD:

New Year’s Day, January 1st or the Friday preceding or Monday following

Martin Luther King’s Birthday, 3rd Monday in January

President’s Day, 3rd Monday in February

Memorial Day, Last Monday in May

Juneteenth, June 19th or the Friday preceding or Monday following

Independence Day, July 4th or the Friday preceding or Monday following

Labor Day, 1st Monday in September

Columbus Day, 2nd Monday in October

Veteran’s Day, November 11th or the Friday preceding or Monday following

Thanksgiving Day, 4th Thursday in November

Christmas Day, December 25th or the Friday preceding or Monday following

1.6 Character of Work The work shall be executed in the best and most effective manner by qualified, careful and efficient personnel skilled in the trade, and in strict accordance with the contract documents and standards of the industry.

1.7. Key Personnel The service provider shall not employ people for work on this contract if such employee is considered by the contracting officer or FF WMD (District) management to be a potential threat to the health, safety, general well-being or operational mission of the District and its population. The service provider shall exercise due diligence in assuring that only trustworthy and reliable persons are allowed to enter the building and that each such person shall have had the District’s rules and regulations reviewed with them regarding the security of Refuge property. The service provider shall furnish in writing to the Contracting Officer (CO) the names and phone numbers of all management and supervisory personnel no later than the start of contract performance. The CO shall be notified immediately whenever changes are made to these key personnel.

1.8. Employment of Government Employees The service provider shall not employ any person who is an employee of the United States (US) Government if the employment of that person would create a conflict of interest, or the appearance of a conflict of interest. Furthermore, the service provider shall not employ any person who is an employee of the Department of the

Interior unless such person seeks and receives proper approval. The service provider is prohibited from employing off-duty Government Quality Assurance Personnel (QAP) who are managing any contracts or subcontracts awarded to the service provider.

1.9. Building/Facility Access Control The service provider will be provided with keys to the buildings. In addition, service provider employees will be required to complete a background security check and obtain a DOI Access Card. Only employee(s) with completed background checks (active DOI Access Cards) will be allowed to be in office unsupervised. The government will pay for a maximum of two employees to have their background checks done. It shall be noted that service provider employees subject to the background check will be required to travel up to five hours (one direction) to an approved credentialing site on at least two separate occasions at the service provider’s expense.

The service provider shall establish and implement methods of making sure all keys/badges to allow access provided by the Government to the service provider are not lost or misplaced and are not used by unauthorized persons. Keys/badges issued to the service provider by the

Government shall not be duplicated. The Contract manager shall ensure that all keys/badges are returned upon termination of employment or at contract end. The service provider shall include procedures for immediate reporting to FF WMD Management and the CO any occurrences of lost, unauthorized uses, or unauthorized duplication of keys.

In addition, the service provider shall take all reasonable precautions to guard the secrecy of the

FF WMD records and information. Access shall be limited to records and information of the

District to authorized employees or agents of the service provider only. The service provider shall inform all such authorized personnel of the confidential nature of records and information of the Refuge and of the applicable laws regarding security of communication.

Background check documentation shall be submitted 10 calendar days of award. Failure to produce documentation will result in removal of personnel from the job site(s) and/or termination of award.

1.10 Corrective Action(s) In the event keys/badges are lost or duplicated, the service provider may be required, upon written direction of the CO to re-key or replace the affected lock(s) or badges. Coordination for any combination changes shall be made through the facility manager.

The Government may, at its option, replace the affected lock(s), badges, or perform re-keying and deduct the cost of such from the monthly payment due to the service provider.

1.11 Environmental, Health, and Safety Training The service provider shall provide their personnel with environmental, health, and safety training to ensure compliance with all federal, state, and local laws or regulations. The service provider is responsible for ensuring that cleaning materials are used properly and according to instruction.

1.12 Compliance with Laws and Directives The service provider shall have and maintain current licenses, bonds, and insurance as required by Minnesota State Law. The service provider shall ensure custodial services are performed in accordance with commonly accepted commercial practices. In addition, the service provider shall comply with all applicable federal, state, and local laws and regulations including, but not limited to, Occupational Safety and

Health Administration (OSHA) and National Fire Protection Association (NFPA). Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the service provider.

1.13 Quality Control Quality control will be a combined effort of the service provider and the

Government based on service provider performance, metrics, and customer complaints.

2. DESCRIPTION OF SERVICES

2.1 Work to be accomplished The service provider will perform a full range of cleaning duties on a weekly basis as well as a few duties on a monthly basis or as needed per the attached PWS addendums (HQ and PWLC). The work to be performed under this contract and in accordance with these contract documents shall consist of furnishing all necessary labor, materials, and performance of all work shown and described in the contract documents, all of which are made a part thereof. All work will be accomplished according to work hours and special conditions described in 1.4 above.

Only the service provider and employees are authorized in the building. The service provider shall turn off all designated lights, close/lock all designated doors, and set building alarm (if applicable) upon vacating the premises.

2.2a Location #1 The HQ facility is located at 18965 County Highway 82, Fergus Falls, MN

56537-7726. The facility to be cleaned consists of one administration building.

The building is approximately 12,332 square feet, consists of two levels, and includes the following:

Entrances/Stairways

5 Entrances/3 Stairways

Drinking Fountains

2 Upstairs/2 Downstairs

Office Areas

1 reception desk/33 cubicles/3 general work/file/storage areas

Conference Rooms

1 conference room on ground floor

Kitchen Break Area/Sink Areas

1 Upstairs/1 Downstairs

Break Rooms/Coffee Stations to include numbers of sinks

2 break rooms, 2 sinks

Restrooms by male/female/family to include numbers of sinks, toilets, and urinals

3 male restrooms, 3 female restrooms, total of 10 toilets, 4 urinals, and 12 sinks

There are an additional 4,100 square feet of unfinished cement floor rooms that shall be swept at least once a month unless the doors are locked.

2.2b Location #2. The facility is located at 602 State Highway 210 E, Fergus Falls, MN 56537.

The facility to be cleaned consists of one Visitor Service Building.

The building area that will be cleaned is approximately 5,360 square feet, consisting of two levels, and includes the following:

Vestibule/Lobby/Stairway

1 Vestibule/1 Lobby/1 Stairway (with landing)

Drinking Fountains

2 Upstairs/2 Downstairs

Exhibit Room

1 Exhibit Hall on main floor

Dining Hall

1 Dining Hall downstairs

Restrooms by male/female/family to include numbers of sinks, toilets, and urinals

2 male restrooms, 2 female restrooms, total of 9 toilets, 2 urinals, 2 baby changing station and 7 sinks

2.3 Frequency of Work The service provider will perform a full range of cleaning duties on a weekly basis as well as a few duties on a monthly basis or as needed per the attached PWS addendum.

3. SERVICE DELIVERY SUMMARY

The service provider requirements are summarized into performance objectives that directly relate to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success. *Complaints will be researched by the Government to determine their validity.

Performance Objectives PWS

Para

Performance Measure

1 Ensure all tasks listed in are performed at the required frequency.

2.3 No more than 1 discrepancy noted during

Quality Assurance Evaluator (QAE) monthly periodic surveillance.

2 All buildings all facilities are fully secured upon completion of work and prior to departure. .

1.9, 2.1 Zero (0) discrepancies noted by the QAE

4. OTHER CONDITIONS

4.1 Use of Government Equipment Only the service provider and employees are authorized onsite. Equipment such as radios, fax machines, typewriters, televisions, computers etc. shall not be used by the Service provider or their employees. Use of government telephones will be restricted to official business concerning this contract. All persons employed in the work, while on the premises, shall comply with all building regulations.

4.2 Green Cleaning

The Contractor must comply with Executive Order (EO) 13834, “Efficient Federal Operations” which retains the requirements of EO 13423, “Strengthening Federal Environmental, Energy, and Transportation Management” and EO 13514, “Federal Leadership in Environmental, Energy, and Economic Performance”, and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and material made from biobased materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered of the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal Specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting

Officer.

The following is an example list of products that may be used in this contract for which biobased products or recovered materials are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Janitorial cleaning products and supplies.

The Contractor shall comply with the provision of FAR 52.223-1, Biobased Product

Certification, FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and

Construction Contracts, and FAR 52.223-4 Recovered Material Certification.

The guide to the minimum biobased content can be found at:

http://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml

5. GOVERNMENT FURNISHED PROPERTY

The government will furnish all liquid hand soap, toilet paper, sanitary receptacle liners, urinal deodorant blocks, paper towels and plastic trash bags. A trash dumpster is located on the south side of the headquarters building. A storage area for Contractor-furnished items and equipment will be provided.

The service provider and personnel are responsible for safeguarding all government property provided for use. The service provider shall report the occurrence of any lost or stolen

Government property immediately to the designated Government contact person.

6. OTHER REQUIREMENTS

Bidders are highly encouraged to schedule a site visit (walk-through) of the facilities by contacting the point of contact listed below:

HQ POC:

Neil Powers

Project Leader

218-736-0627 neil_powers@fws.gov

PWLC POC:

Naomi Baucom

Supervisory Park Ranger

218-998-4483

Naomi_baucom@fws.gov mailto:neil_powers@fws.gov

The service provider will perform a full range of cleaning duties on a weekly basis; and on a monthly basis per the attached addendum to the SOW. Quoting service providers shall provide per month pricing for a base year and four option years individually for each facility.

LINE ITEM 10 – BASE YEAR: 04/01/2026 – 03/31/2027 Unit Price/Month:

BASE YEAR TOTAL:

LINE ITEM 20 – OPTION YEAR 1: 04/01/2027 – 03/31/2028 Unit Price/Month:

OPTION YEAR 1 TOTAL:

LINE ITEM 30 – OPTION YEAR 2: 04/01/2028 – 03/31/2029 Unit Price/Month:

OPTION YEAR 2 TOTAL:

LINE ITEM 40 – OPTION YEAR 3: 04/01/2029 – 03/31/2030 Unit Price/Month:

OPTION YEAR 3 TOTAL:

LINE ITEM 50 – OPTION YEAR 4: 04/01/2030 – 03/31/2031 Unit Price/Month:

OPTION YEAR 4 TOTAL: