A05_PWS_Missoula_Facility_Services.docx

Statement of Work Janitorial Services, Grounds Maintenance/Snow Removal, and Trash Management Missoula Field Office Facilities

DESCRIPTION OF WORK: The Contractor shall provide management, supervision, labor, supplies, materials, equipment and tools, except for specified Government-furnished property, required to effectively, efficiently, and satisfactorily perform the janitorial, trash management, and grounds maintenance services specified herein.

SUBCONTRACTING: Sub-Contracting is limited for this requirement per FAR Clause 52.219-14

LOCATION OF WORK: BLM, Missoula Field Office Facility, is located at 3255 Ft. Missoula Rd., Missoula, Montana. The work area complex consists of one building and associated grounds: 1) the Main Office building (10,364 sq. ft) and attached warehouse (4,573 sq. ft) and 2) the grounds, approximately 3 acres of lawn, shrubs and trees and 1.7 acres of paved parking/storage. The main office building includes 4 bathrooms and one kitchen.

WORK WEEK AND WORK SHIFT: Cleaning and snow removal will be accomplished after 5 pm or before 7am. Weekend working hours work can be approved by the government representative for certain tasks if the time and date is in the best interest of both the contractor and the government. Grounds maintenance and trash services may be performed during working hours. No services should be performed on the following Federal holidays, New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day.

SCHEDULING OF OPERATIONS:

Daily Services: Shall be performed five (5) times per week, Monday thru Friday.

Weekly Services: Shall be performed one (1) day per week on the pre-designated day unless the contractor notifies the COR (Contracting Officer Representative), in writing, at least three (3) working days in advance of the change.

Monthly Services: Shall be performed the first week of the month and the contractor shall notify the COR, in writing, at least three (3) working days in advance which day those services will be performed.

Quarterly Services: Shall be performed the first week of the months of April, July, October and January. The contractor shall notify the COR, in writing, at least three (3) working days in advance which day those services will be performed

Annual Services: Shall be performed by the end of the first week of the month of October. The contractor shall notify the COR, in writing, at least three (3) working days in advance which day those services will be performed

CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

SUPPLIES:

cleaning supplies disinfectants deodorizers trash bag liners paper towels toilet paper hand soap lawn or plant care products, sand or any approved ice melting product sprinkler heads for sprinkler system control valves for sprinkler system Herbicides and pesticides for lawn care shall be approved prior to use and stored offsite.

The government has the right to approve or reject any supply with a request for a substitute at any time. The BLM representative (PI) will designate storage for the supplies.

The use of “Green” or environmentally safe products is required. To find out more, please refer to “sftool.gov/greenprocurement”.

EQUIPMENT:

All necessary equipment, including but not exclusive to power-driven scrubbing, buffing and polishing machines, vacuum cleaners, lawn mowers, weed eaters, and other powered or non-powered landscape maintenance tools, shall be of the type and size customarily used in high quality work of this type.

All equipment shall be furnished and maintained by the Contractor at Contractor’s expense and shall meet the approval of the CO. Any maintenance of outdoor power equipment and cleaning of equipment intended to dispense herbicides, insecticides or the like, shall be cleaned offsite.

HAZARDOUS MATERIALS: Contractor shall keep SDS posted by the stored cleaning supplies and is responsible to inform his/her employees.

GOVERNMENT-FURNISHED ITEMS:

SUPPLIES: The Government will furnish the following supplies:

KEYS: Smart Cards, keys and/or lock combinations necessary to access the facilities will be provided by the Government. The Contractor shall sign a receipt of smart cards and keys issued and shall be responsible for their return at the end of the contract. The Contractor shall notify the Contracting Officer immediately if any smart cards and/or key(s) are lost or stolen. The Government may, at the Government’s option, hold the Contractor liable for all costs associated with replacing smart cards or keys, including the cost of re-keying or changing the locks affected, to include master keys and re-keying entire facilities.

STORAGE AREAS AND JANITORIAL CLOSETS: The Contractor shall share existing storage areas and janitor closets with building occupants. All Contractor stored materials, supplies, and equipment shall be conspicuously identified with the Contractor’s markings to indicate ownership and shall be stored in containers appropriate for the substance being stored. The Government shall not be responsible in any way for damage or theft or the Contractor’s employees’ belongings brought into the buildings.

PERSONNEL QUALIFICATIONS AND SECURITY REQUIREMENTS:

a) Performance of this contract requires contractor personnel to have a Federal government-issued personal identification card before being allowed unsupervised access to a DOI [facility and/or information system]. The Contracting Officer’s designated representative will be the sponsoring official, and will make the arrangements for personal identity verification and card issuance.

At least two weeks before start of contract performance, the Contractor will identify all contractor and subcontractor personnel who will require [physical and/or logical] access for performance of work under this contract. The Contractor must make their personnel available at the place and time specified by the designated representative in order to initiate screening and background investigations. The following forms or their online equivalent may be used to initiate the credentialing process:

• Release to Obtain Credit Information

• PIV card application (web-based)

b) During performance of the contract, the Contractor will keep the designated representative apprised of changes in personnel to ensure that performance is not delayed by compliance with credentialing processes. Cards that have been lost, damaged, or stolen must be reported to the designated representative and Issuing Office within 24 hours. Replacement will be at the contractor’s expense. If re-issuance of expired credentials is needed, it will be coordinated through the designated representative.

At the end of contract performance, or when a contractor employee is no longer working under this contract, the Contractor will ensure that all identification cards are returned to the designated representative.

Before starting work under this contract, a National Agency Check (NAC) will be conducted to verify the identity of the individual applying for clearance. Upon successful completion of the NAC process, an identification card will be issued, and access granted.

Simultaneously, a NAC with Inquiries (NACI) will be initiated to determine the individual’s suitability for the position. If the NACI adjudication is favorable, nothing more needs to be done. If the adjudication is unfavorable, the credentials will be revoked. In the event of a disagreement between the Contractor and the Government concerning the suitability of an individual to perform work under this contract, DOI shall have the right of final determination.

This requirement must be incorporated into any subcontracts that require subcontractor personnel to have routine and regular unsupervised access to a Federally controlled facility for more than 180 calendar days or unsupervised access to a Federally controlled Level 3 or 4 information system.

CONTRACTOR LIAISON: The Contractor or the designated representative shall contact the BLM Representative or PI at least once a month to participate in a walk through and discuss the conduct of the work and alleviate any minor misunderstandings that may arise during the performance of the work, and be available to take immediate action to have deficiencies corrected, if required.

SUPERVISION: The Contractor shall have a responsible, working employee of the contractor on duty during any and all operations inside the BLM Office or Warehouse under this contract. This employee shall be qualified to supervise all work under this contract. The Contractor shall give the COR the name and telephone number of the Project Supervisor assigned. This information shall be available at the onset of this contract and as changes are made.

SAFETY: The Contractor shall use all necessary precautions for the control and safety of the Contractor personnel physically working on this contract.

FIRE PROTECTION AND PREVENTION: Prior to commencing work, the Contractor shall be acquainted with the location of all fire protection equipment. The Contractor shall take necessary action to assure that all flammable materials, all cloths and cotton waste that might constitute a fire hazard are placed in metal containers and removed from the buildings at the end of each day. No flammables shall be stored in the buildings overnight.

SECURITY OF BUILDINGS: The Contractor shall be responsible for checking and securing all buildings being cleaned by the Contractor’s personnel. Responsibility includes checking and locking exterior doors and closing all interior fire doors.

PROTECTION AND DAMAGE: The Contractor shall, without additional expense to the Government, be responsible for all damage to persons and property that occurs as a result of contractor/contractor personnel negligence in connection with the performance of work under this contract, and shall be responsible for the proper care and caution of all work performed. Breakage or loss of office equipment or other property, including that of a Government employee, which may occur in or about a building as a result of the Contractor’s operations, or of the actions of his agents, subcontractors, or employees, shall be repaired or replaced by the Contractor at his expense.

DEFINITION OF CLEAN: Clean, cleaning, or cleanup, as used in this contract, is the removal of any foreign material or matter, including but not limited to, candy and gum spots; dirt, mud or dust, scuff marks; oil or grease spots; and pencil, pen, or crayon marks in order to leave the surface free from dirt or impurities, unsoiled and unstained.

CONDUCT OF WORK: All persons employed by the Contractor shall either be experienced in this type of work or shall work with an experienced person. Conduct of work shall indicate deliberate effort to produce first quality results. Hasty or careless work is not acceptable.

1) This is a performance-based service contract where the requirements are written with results in mind.

2) Examples of unacceptable work: Dirt in corners; mop splashes on baseboards and walls; dust build-up on surfaces including window sills and base boards; wax build-up on floor perimeter; dirt, debris, etc. under waste baskets, garbage cans and chairs; accumulated filth in cracks, joints, stair treads, etc.; failure to remove trash such as cups, paper clips, staples from floor; failure to clean mop sinks after use; mop strings on floor; mopping or sweeping tracks on floors; unsanitary restrooms; failure to lock doors and turn off lights when leaving the buildings; failure to concentrate on high use areas and other manifestations of lack of concern or capability of producing first quality work.

3) Repetitive notices of failure to perform shall be considered evidence of noncompliance of the contract and shall be grounds for removal of Contractor Personnel, monthly invoice deduction and/or termination of the contract.

QUALITY ASSURANCE: This contract is a performance-based contract where the monthly payment is dependent on the satisfactory completion of all work requirements. If some work requirements are unsatisfactory or incomplete, then a percentage of or the entire monthly payment will be withheld.

INSPECTION PROCESS:

Number of Inspections: BLM COR or PI will complete all inspections. The minimum level of inspections will be one inspection per month, more may be done.

Inspection Results: When deficiencies are noted, the government representative will issue a notice of failure to perform. The contractor will be required to reperform any non-daily tasks. Daily tasks will be monitored for future performance meeting standards.

For Daily/Weekly/ As Needed tasks: If the BLM issues more than 3 notice of failures to perform in any month a 10% reduction will be taken from the total monthly payment.

For Monthly, Quarterly, and Annual Tasks: Monthly payment will be withheld until those tasks are performed according to work requirements.

Evaluation Procedures: Each of the areas under contract will be inspected separately and an EVALUATION WORKSHEET will be completed for all areas. A pre-printed EVALUATION WORKSHEET will be completed for each inspection at the time of the inspection. The contractor will complete all duties within the timeframes/dates in the Schedule of Operations.

JANITORIAL SERVICES REQUIREMENTS:

No chemical or cleaning compound shall be used that will damage the item being cleaned or surrounding items. Objects moved while performing basic services shall be returned to their original position and location. Performance requirements for these services include the following:

GENERAL OFFICE AREA

CARPETED FLOORS AND MATS: Daily The carpeted floors to be free of litter, soil, stains, and embedded foreign matter and grit. Chairs and trash receptacles shall be moved to clean underneath desks. Entrance rug shall be clean and free of litter, soil, stains and embedded foreign matter and grit. Matts that are temporarily placed in the hallway near the kitchen will be free of litter, soil, stains and embedded matter and grit. (winter time)

NON-CARPETED FLOORS AND CHAIR MATS: Daily Offices (main building and warehouse) All non-carpeted floors, chair mats and carpet type, rubber or polyester entrance mats shall be free of dirt, debris and encrustations. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area.

GLASS DOORS: Daily Glass on doors at the entrance shall be cleaned both inside and out so it is free of any streaks, lint, or otherwise unwashed areas of glass.

TRASH REMOVAL: Daily The buildings shall be free of obvious garbage and all waste baskets shall be free of dirt, spots, debris, and other encrustations. Receptacle plastic liners shall be unsoiled and free from holes. All boxes, cans, papers, etc., placed near a trash receptacle and marked “TRASH” or similar shall be removed. Both the interiors and exteriors of wastebaskets and garbage containers shall be free of debris, encrustations and wet spots. The Contractor shall police any spillage of trash, debris, refuse, etc., which is a result of this operation.

DESK, CUSTOMER COUNTER, TABLES: Daily Desks, tables, conference room tables and customer counter shall be sanitized and wiped down. Free of dust, germs and finger prints, spots, and encrustations. Working papers shall not be disturbed but clear areas will be cleaned to the above specifications.

FURNITURE, FIXTURES, WINDOWSILLS ETC: Weekly Filing and storage cabinets, glass display cases, chairs, fixtures, windowsills, window trim and doors shall be free of dust, dirt, cobwebs, spots, and encrustations. Working papers shall not be disturbed. When dusting horizontal and vertical surfaces of computer equipment, do not dust any controls or computer screens. The cleaning process shall be safe and harmless to the surfaces cleaned and shall not adversely affect appearance or durability.

RESTROOMS / SHOWER FACILITIES

No chemicals, materials, or combination of chemicals or materials shall be used that will damage walls, floors, or fixtures in the process of cleaning. Cloth or any other linen material or paper towels used for cleaning purposes shall not be disposed of by flushing down the toilet.

DESCALE TOILET BOWLS AND URINALS: Daily Toilet bowls and urinals shall be disinfected and free of scale, scum, mineral deposits, rust stains, streaks, other stains, and all foreign matter.

TOILET STALLS (ENCLOSURES), HANDRAILS AND TOILET PAPER HOLDERS: Daily All surfaces shall be disinfected and free of watermarks, scum, mold, and any other foreign material.

SINK AREA: Daily All porcelain, metal and chrome fixtures, wash basins, backsplashes, countertops, paper towel holders, exposed piping and mirrors shall be disinfected and be clean and bright; there shall be no dust, spots, stains, rust, mold, encrustations or excess moisture.

SHOWER STALLS: Daily All surfaces shall be free of watermarks, body or soap film, scum, mold, and any other foreign material.

FLOORS: Daily Floors shall be free of soil, debris, scum, mold, or encrustations and shall have a uniform appearance with no streaks, swirl marks, detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. Trash receptacles and other moveable objects shall be moved when necessary to clean underneath. Floor drains shall be maintained free from dirt, rust or encrustations.

TRASH REMOVAL: Daily The buildings shall be free of obvious garbage and all waste baskets shall be free of dirt, spots, debris, and other encrustations. Receptacle plastic liners shall be unsoiled and free from holes. All boxes, cans, papers, etc., placed near a trash receptacle and marked “TRASH” or similar shall have been removed. Both the interiors and exteriors of wastebaskets and garbage containers shall be free of debris, encrustations and wet spots. In addition, restrooms, conference room and food service area garbage containers shall be disinfected. The Contractor shall police any spillage of trash, debris, refuse, etc., which is a result of this operation.

SERVICING: Daily Paper towel dispensers, toilet paper, and hand soap dispensers shall be filled and available to employees.

BREAKROOMS / KITCHENETTES / WATER FOUNTAINS

WASH BASINS AND SINKS: Daily All porcelain, metal and chrome fixtures, wash basins, backsplashes, countertops, paper towel holders, exposed piping and mirrors shall be disinfected and be clean and bright; there shall be no dust, spots, stains, rust, mold, encrustations or excess moisture.

TABLES, COUNTERTOPS, CABINETS, REFRIGERATOR, MICROWAVE: Daily Tables, countertops, cabinets, and countertop appliances shall be free of streaks, stains, spots, smudges, and other encrustations.

FLOORS: Daily Floors shall be free of soil, debris, scum, mold, or encrustations and shall have a uniform appearance with no streaks, swirl marks, detergent residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. Trash receptacles and other moveable objects shall be moved when necessary to clean underneath. Floor drains shall be maintained free from dirt, rust or encrustations.

TRASH REMOVAL: Daily The buildings shall be free of obvious garbage and all waste baskets shall be free of dirt, spots, debris, and other encrustations. Receptacle plastic liners shall be unsoiled and free from holes. All boxes, cans, papers, etc., placed near a trash receptacle and marked “TRASH” or similar shall have been removed. Both the interiors and exteriors of wastebaskets and garbage containers shall be free of debris, encrustations and wet spots. The Contractor shall police any spillage of trash, debris, refuse, etc., which is a result of this operation.

DRINKING FOUNTAINS: Daily The entire drinking fountain shall be disinfected and free from streaks, stains, spots, smudges, scale, and other obvious removable materials.

SERVICING: Daily Paper towel dispensers shall be filled and available for employees.

WAREHOUSE

WAREHOUSE FLOORS: Monthly Sweep out all accessible warehouse floors.

WAREHOUSE GARBAGE: Weekly Garbage cans shall be emptied and have a new liner in place. The oily rag can shall be emptied.

JANITORIAL CLOSETS / FURNACE ROOM

FLOOR: Daily The floor shall be free of debris and encrustations.

WASHBASIN: Daily The washbasin shall be free of debris and encrustations.

DOOR: Daily The inside and outside of the door shall be free of smudges, water spots, scuff marks, etc.

CLEANUP: Daily All cleaning materials and equipment must be removed upon completion of work in order to prevent hazards. Rags, brushes, mops, and other combustible materials used in cleaning that contain or retain a residue of animal, vegetable, or mineral oils are considered to be subject to spontaneous combustion and must be properly disposed of outside the buildings.

GENERAL OFFFICE DEEP CLEANING

WALLS, CEILINGS and PARTITIONS: Monthly Walls, base boards, door framing, and ceilings shall be cleaned so that they are free of dust, cobwebs, spots, and encrustations. Partition ledges shall be cleaned and dust free.

STRIP AND SEAL FLOORS: Quarterly Floors shall be made free of scuff marks, scratches, stains and encrustations by using a stripping and sealing process. Stripping shall be defined as the complete removal, without damage to the floor surface or sub-floor, of all finish and/or sealer from all visible floor surfaces and from those floor surfaces that can be exposed by the removal of non-fixed furnishings. The stripping chemicals used shall be used according to the manufacturer’s instructions for the type of finish and/or sealer being stripped. Application of the new floor finish seal shall be in accordance with the manufacturer’s application instructions for the product and type of floor material. After the finish has dried, the gloss shall be uniform and no streaks, swirls, etc., shall be visible. No stripping solution or finish shall remain on baseboards, doors, or other non-floor surfaces.

CARPETED FLOORS – SHAMPOO: Quarterly Compatible professional grade solutions and equipment shall be used according to manufacturer specifications to thoroughly clean all carpeted floors. All moveable objects, such as chairs, boxes, wastebaskets, etc. shall be moved to ensure broad spectrum cleaning. A thoroughly clean floor shall be free of litter, soil, stains, embedded foreign matter and grit and have a like new appearance.

WINDOWS: Quarterly Glass panes shall be cleaned so that they are free of any streaks, lint, or otherwise unwashed areas of glass. This includes all interior and exterior windows. The cleaning solution shall not be spilled on sills, sashes, floor or furnishings.

FURNACE FILTERS: Quarterly All furnace filters shall be replaced quarterly.

WINDOW BLINDS: Annually All blinds shall be dusted or otherwise cleaned so that they are free of all insects, dirt, spots, and lint.

CONVECTORS: Annually Convectors, including ventilation registers and bathroom fans shall be cleaned so that they are free of all dirt, dust, and lint.

LIGHT FIXTURES: Annually Interior and exterior incandescent light fixtures with glass globes, fluorescent lenses, and fluorescent tubes shall be cleaned so that they are free of all dirt, dust, insects, and smears.

BURNED OUT BULBS: As needed Burned out bulbs shall be replaced within 2 working days.

GROUNDS MAINTENANCE/SNOW REMOVAL

WALKWAYS: Weekly Sidewalks and designated walkways shall be kept clear of debris including leaves and grass clippings. Grass and weeds growing up through cracks shall be removed manually or with nonselective, general use weed killer as necessary.

PARKING LOT / WAREYARD: Quarterly Grass and weeds growing up through cracks and along fence line shall be removed manually or with nonselective, general use weed killer as necessary. Parking lot, wareyard and carport shall be free of leaves, trash and dirt.

LAWN CARE: As Needed Contractor shall use industry practices required to provide disease and pest-free grass having a well-groomed, weed-free appearance. Cutting height shall be generally maintained between 2 and 3 inches. This work includes, but is not limited to, mowing, edging, fertilizing, irrigation, reporting of insects and disease, aerating, edging, trimming, raking, policing, sweeping, eliminating weeds and removal of debris caused by wind and storm damage. Lawn and mulched areas shall be treated with appropriate chemicals to control weeds. At a minimum, the lawn shall be fertilized twice per year in the spring and summer.

HEDGES, BUSHES, FLOWERING TREES: Annually All hedges bushes and flowering trees shall be pruned one time per year. Remove weeds and dead branches.

LITTER: Daily Litter shall be removed from around buildings and on grounds, including debris that accumulates along curbing, gutters, carports and fence line.

AUTOMATIC SPRINKLER SYSTEM: As Needed On a continuing basis, the Contractor shall clean, adjust, and maintain the irrigation system. The contractor is responsible for turning on the sprinkler system in the spring, aiming and maintaining good even watering coverage throughout the season. The contractor is responsible for winterizing the sprinkler system in the fall. The contractor is responsible for replacing or repairing broken sprinkler heads and control valves. The contractor will notify the BLM of the need for any other necessary repairs or of any malfunctions to the sprinkler system. The BLM is responsible for those repairs, other than the sprinkler heads and control valves.

BUILDING EXTERIOR: Quarterly Remove all spiderwebs, bird droppings, and dirt from the exterior of the stucco building.

SNOW AND ICE REMOVAL: As Needed Shoveling and ice melting of walkways shall be done M-F in the morning before 7am whenever there is new accumulation greater than two inches or severe ice. Parking lot and ware yard will be plowed and sanded when accumulations of snow are over 2 inches. Plowing and sanding shall be done prior to 7am.

TRASH MANAGEMENT

The contractor shall furnish all labor, supervision, materials, licenses, permits, tools, insurance, transportation, equipment, containers, and container maintenance for commercial refuse (solid waste and recycling) collections at the Missoula Field Office. The contractor shall perform to the contract standards along with adhering to local, state, and federal regulations.

The contractor will be required to supply and maintain containers for both solid waste and recycling service. All containers shall have lids with the capability to close all openings to prevent refuse from blowing or falling out and be resistant to animal intrusion. Contractor supplied containers are to be the type used for commercial businesses, must be in good repair, and appropriately labeled to distinguish between solid waste collections and recycle collections.

Currently recycling availability in Missoula includes Aluminum Cans, Aluminum Foil, Cardboard, Cereal Boxes, Household Plastic 1-7, Magazines, Mail, Paper, Paperboard, Phonebooks, and Steel Cans. Because of volatility in recycling, the contractor will only be required to recycle what is commercially available and if recycling becomes unavailable to the Missoula area, the contractor will no longer be required to provide this service and an appropriate price reduction will be made.

Trash Schedule The contractor shall provide one 3 yd dumpster to the BLM ware yard.

The dumpster will be emptied 2 times per week from approximately May 15th through October 15th. The dumpster shall be emptied 1 time per week from approximately Oct 15th through May 15th.

Recycling Schedule The contractor shall provide two outdoor mixed recycling bins of approximately 95 gals for the materials listed above. Those bins shall be emptied once every two weeks.