RFQ_Attachment1_PWS_Final.pdf

Janitorial Services Attachment 1: Statement of Work Republic Ranger District Page 1

STATEMENT OF WORK

SECTION 1

1.1 GENERAL.

The Contractor shall provide any and all labor, equipment, supplies (except government-furnished), services, permits, and license necessary to perform janitorial services for the Republic Ranger Station. The Contractor shall at all times provide adequate supervision of employees ensuring all work is accomplished in accordance with the terms and conditions of the contract in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. This work statement consists of completing the tasks to the standards in Section 3 and 4.

The contract will commence approximately January 3, 2017 and continue through December 31, 2017 with four additional option years.

1.2 LOCATION DESCRIPTION.

Services are to be performed for the following facilities:

Republic Ranger Station, 650 East Delaware Ave, Republic WA. 99166

1.3 HOURS OF OPERATION

Services shall be performed two times a week as follows:

1. Between the hours of 4:30 PM Wednesday and 6:00 AM Thursday

2. Between the hours of 4:30 PM Friday and 6:00 AM Monday

Performance outside the above hours requires approval by the Contracting Officer.

Closures and Holidays No work will be performed on Federal holidays without prior approval of the Contracting Officer (CO). In the event services are not provided or required because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of the Congress to appropriate funds, etc., the CO shall either:

1) Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

Building Description Floor Type Season Occupancy and Use

Building No. 2019

Main Office

8-Offices, 1-Conference Room, 3-Hallways, 1-Janitorial Closet, 1-Kitchen, 2-Entryways, 4-Restrooms

4,600 FT2

Front Office – Tile Restrooms - Tile Kitchen - Linoleum All other - Carpet

Fall/Winter: 10-20 Employees Spring/Summer: 40-50 Employees Minimal Public Use

Building No. 2305

Stockade

About 342 FT from Main Office 2-Restrooms with Showers Services provided to Restrooms only

95 FT2

Linoleum

Fall/Winter: 5-10 Employees Spring/Summer: 20-30 Employees No Public Use

Building No. 2315

Shop

About 392 FT from Main Office 1-Restroom Services provided to Restrooms only

23 FT2

Cement

Fall/Winter: 0-5 Employees Spring/Summer: 5-10 Employees No Public Use

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2) Forego the work and reduce payment due to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the “per month” fixed price divided by 9 days per month and then multiplied by the number of days services were not provided. Appropriate adjustments will be made by the CO in the event services are provided for portions of days, or

3) Reschedule the work on day(s) satisfactory to both parties.

Work shall not be required on the following holidays:

1. New Year’s Day

2. Martin Luther King, Jr. Birthday

3. Presidents’ Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veteran’s Day

9. Thanksgiving Day

10. Christmas Day

1.4 CONTRACTOR REPRESENTATIVE.

The Contractor shall provide a Contract Representative for the performance of the work.

The name of this person and an alternate(s) who shall act for the Contractor when the Contractor is absent shall be designated in writing to the Contracting Officer. The Contractor Representative or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contractor Representative and alternate(s) must be able to read, write, speak, and understand English.

1.5 CONTRACTOR PERSONNEL.

Contractor shall provide the Government with names of employees that will be performing this service. If changes to employees are made, the Government Representative shall be informed of these changes.

Only the Contractor and the Contractor’s employees are authorized to be in the building and areas surrounding the building, such as the parking lot. Children and pets are not allowed in the building or surrounding area. Exceptions must be approved by Government Representative. Any equipment in the building, such as but not limited to, radios, typewriters, computers, telephones or copy machines shall not be used by the Contractor or the Contractor’s employees.

The Contractor is responsible for the key and security code to the building, which will be issued by the Government.

1.6 SECURITY

a. Keys. The contractor shall be provided keys or allowed access to all areas and rooms requiring cleaning. Keys provided to the contractor shall not be duplicated. In the event a key is lost or duplicated, all locks and keys on that system shall be replaced by the Government. The contractor shall be responsible for the total cost involved in replacing keys and cores. The contractor shall be responsible for immediately reporting the occurrence of a lost key to the Contracting Officer Representative (COR).

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b. Contractor employees shall not allow any unauthorized person the use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas required to be locked shall not be left unattended during the cleaning process and shall be relocked by contractor personnel after completing cleaning duties.

c. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Ensure areas are secured, windows are secured and applicable alarms are set. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.

d. Contractor is responsible for ensuring all contracted personnel have required background investigation completed and have PIV authentication process and badge issued prior to beginning work at any location. Contractor may be required to procure background checks at their own expense if they fail to comply with instructions provided by the government.

1.7 QUALITY CONTROL.

The Contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices.

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The quality control plan shall, at a minimum, include:

a. An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled and unscheduled basis and the title of the individual(s) who will do the inspection.

b. A method of identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c. A method for ensuring all keys and/or security access codes issued to the Contractor by the Government are not lost, misplaced, and are not used by unauthorized persons.

d. A file of all inspections conducted by the Contractor and the corrective actions taken.

This documentation shall be made available to the Contracting Officer Representative for review upon request.

1.8 QUALITY ASSURANCE.

All work shall meet the standards specified herein and according to the attached Standards of Cleanliness spreadsheet. The Government will receive and investigate complaints from various building occupants. All information received will be provided either verbally and/or in writing to the contractor for appropriate action. All incentives and penalties will be judged according to the below Quality Assurance Surveillance Plan

(QASP).

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QUALITY ASSURANCE SURVEILANCE PLAN (QASP)

Required Service Performance Standard Monitoring

Method Incentives/Disincentives for meeting or not meeting performance standards

All elements of Section 4:

Performance Work Statements and Standards

Complete the cleaning of the buildings and contents as specified in the statement of work and according to their frequency.

Unannounced inspection, direct observation and COR review of submitted reports or substantiated complaints by building occupants.

Invoice shall be deducted 1% of the total monthly amount for each occurrence above one per month that doesn’t meet the performance standard.

Chemical Safety Chemicals are to be utilized per manufacturer’s instruction. No improper mixing of chemicals. No unlabeled containers or chemicals.

No improper storage of chemicals or chemicals left unattended by contractor in compliance with all applicable laws and regulations.

Only utilize chemicals that have been preapproved by COR.

Unannounced inspection, direct observation and COR review of submitted reports or substantiated complaints by building occupants.

Invoice shall be deducted 1% of the total monthly amount for each substantiated discrepancy.

Building occupant and contractor safety are of paramount importance.

All elements of Section 5:

Other Requirements

Properly complete, respond and submit timely, required reports, requests and ensure the seamlessness of service.

Unannounced inspection, direct observation and COR review of submitted reports or substantiated complaints by building occupants.

A penalty of 1% of the total monthly invoice, per day per line item may be administered for any deadline not being met.

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SECTION 2

GOVERNMENT FURNISHED PROPERTY, MATERIALS, SERVICES

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the “Government Property” FAR clause contained elsewhere in the contract.

Item No.

Property Description Qty Location Date Available

1 Building Key(s) TBD Work Site Prior to Starting Work 2 Building Access/Security Code(s) TBD Work Site Prior to Starting Work 3 Toilet Paper Rolls TBD Janitor’s Closet as needed 4 Paper Hand Towels TBD Janitor’s Closet as needed 5 Hand Soap TBD Janitor’s Closet as needed 6 Room Deodorizers TBD Janitor’s Closet as needed 7 Trash bags TBD Janitor’s Closet as needed 8 Trash Container Liners (bags) TBD Janitor’s Closet as needed 9 Paper Toilet Seat Covers TBD Janitor’s Closet as needed

Space will be assigned, as available in the building, for the storage of inventory of supplies and equipment, which will be used in the performance of work under the contract.

The Government will furnish electricity, water and dumpster/garbage removal service for required activities related to the contract only.

SECTION 3

CONTRACTOR FURNISHED ITEMS/SERVICES

Contractor shall furnish all labor, equipment, materials, supervision, transportation, employee training and incidentals, except those listed under Government furnished, necessary to perform janitorial services in accordance with the terms, conditions and specifications herein and comply with federal or state Occupational Safety and Health Standards and fire regulations.

The government shall not be held responsible for any item of Contractor’s equipment which may be lost, damaged or stolen. The Contractor shall tag or otherwise clearly mark all contractor owned equipment for identification.

ABILITYONE PRODUCTS

Contractor shall utilize cleaning/sanitary supplies from AbilityOne per FAR 52.208-9.

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BIOBASED PRODUCTS

In the performance of this contract, the Contractor shall make maximum use of biobased products (see FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (SEP 2013), unless the product cannot be acquired – Competitively within a time frame providing for compliance with the contract performance schedule; Meeting contract performance requirements; or At a reasonable price.

A. Chemical Products The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA); Food, Conservation, and Energy Act of 2008;

Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” EO 13514, “Federal Leadership in Environmental, Energy, and Economic Performance;” and the Federal Acquisition Regulation to provide biobased products.

All custodial cleaning products required in the performance of this SOW shall be biobased and meet as a minimum, Green Seal Product Standards (http://www.greenseal.orgl).

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content standards as listed below:

Contractor shall provide a list of all chemical products proposed for use under this contract to the COR for review and approval prior to use. If it is determined that a product does not meet Government performance requirements, the Contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance. Any products currently in use that do not meet minimum biobased standards shall be replaced once the current supply is exhausted. The Contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied or, as might be the case for such items as paper or soap products, unsatisfactory for use by occupants.

The Contractor shall maintain the smallest possible inventory of chemical products as necessary to meet immediate needs. All chemical containers will have the appropriate

Adhesive and Mastic Removers (BP) 58% - Minimum Biobased Content Graffiti and Grease Removers (BP) 34% - Minimum Biobased Content Hand Cleaners(BP) 64% - Minimum Biobased Content Hand Sanitizers (BP) 73% - Minimum Biobased Content Sorbents (BP) 89% - Minimum Biobased Content Carpet, Upholstery Cleaners General Purpose (BP) 54% - Minimum Biobased Content Carpet, Upholstery Cleaners Spot Removers (BP) 7% - Minimum Biobased Content Glass Cleaners (BP) 49% - Minimum Biobased Content Bathroom Cleaners (BP) 74% - Minimum Biobased Content Floor Strippers (BP) 78% - Minimum Biobased Content Dust Suppressants (BP) 85% - Minimum Biobased Content

Republic Ranger District Page 7 label, tag or marking prominently displayed that indicates the identity, safety and health hazards. The label used to identify the product must be identical to the product name on the material safety data sheets (MSDS).

NO UNLABELED CHEMICALS ARE PERMITTED FOR USE ANYWHERE WITHIN THE FACILITY.

NO UNLABELED CONTAINERS ARE PERMITTED.

Exception:

Portable containers which contain a small amount of chemical need not be labeled if they are used immediately during that shift, but must be under the strict control of the contractor employee using the product.

At the start of the contract, the Contractor shall provide the COR of an inventory of all cleaning products and chemicals to be used and stored on the premises. The inventory shall include the following information and shall be updated when product(s) are added or removed from use:

1. Name of manufacturer

2. Brand Name

3. Intended Use

4. Chemical Trade Name

5. Quantities stored on-site and location of storage area

6. Copies of the product(s) MSDS

B. Non-Chemical Products All non-chemical products proposed for use under this contract must conform to the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) (http://www.epa.gov/cpg) for recovered (recycled) content, if the products are CPG-designated items.

For non-chemical products that are not CPG-designated, it is desirable for those products to meet the desired objective (e.g., ability to clean effectively) and contain the highest-possible amounts (by percentage) of recovered material(s) and post-consumer content, unless specific content requirements are set by the Forest Service. Additional information on recycled content products is available at the California Integrated Waste Management Board's Recycled-Content Product Directory webpage (http://www.ciwmb.ca.gov/rcp/).

C. Equipment The Contractor shall furnish all necessary cleaning equipment including: power-driven floor-scrubbing machines, waxing and polishing machines, vacuum cleaners, protective gloves, safety glasses, and any other safety equipment needed to execute the contract.

If available, equipment utilized under this contract shall be Energy Star qualified or meet the Department of Energy's Federal Energy Management Program (FEMP) Energy- Efficient product requirements.

All equipment shall be of the size, type, and condition customarily used in this work, shall conform to all applicable safety codes, and shall meet the approval of the COR.

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All vacuum cleaners shall be equipped with High Efficiency Particulate Air (HEPA) filters able to trap at least 99.97 percent of all particles 0.3 microns in size and larger that are collected by the vacuum cleaner. All vacuum cleaners used during normal office hours (7 a.m. to 6 p.m.) shall be rated to produce noise levels no greater than 65 dB(average) at a distance of 6' 6" from the unit.

The Contractor is responsible for maintaining all equipment in good working order, in accordance with manufacturer recommendations. HEPA filters in vacuum cleaners will be changed on a regular basis in accordance manufacturer specifications so as to maintain optimal performance. Any defective equipment shall be brought to the attention of the COR within two hours of knowledge by the Contractor, and repaired or replaced at the Contractor's expense within 72 hours.

D. Reporting Requirement In accordance with FAR 52.223-2, Contractors are required to report their purchases of biobased products for each contract using the reporting portal within the System for Award Management (SAM) at http://www.sam.gov.

- Reporting must be completed by the end of October for the previous entire fiscal year (October 1 - September 30).

SECTION 4

PERFORMANCE WORK STATEMENT AND STANDARDS

The janitorial services shall be performed in accordance with the following specifications at the frequencies prescribed.

5.1 Restroom Services Performed two (2) days a week for each building including, the Main Office, Stockade and Shop:

a. Fixtures, metal chrome surfaces, doorplates, door knobs/handles, water closets, urinals, washbasins, shower stalls, shower doors, mirrors, shelving, and dispensers shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust, and encrustation.

b. Urinals/bowls shall be cleaned as far into the trap as possible and under the inside rim. Removal of stains with soap grit or grit cake is allowed; however, the use of toilet bowl cleaners, acids, or strong alkalis which tend to damage glaze shall not be allowed. Cleaning shall include the top and underneath side of seat, interior/exterior of bowl/urinal, flush valve, and polishing pipe. Maintain traps free from odor.

c. Partitions, doors, vents, sills, and walls shall be free of dust, dirt, and graffiti. The full surface area of all stall partitions, doors, and waste receptacles shall be damp wiped utilizing a multipurpose (disinfectant-deodorizer) cleaner.

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d. Restroom supplies, including paper towels, toilet paper, and liquid hand soap, shall be replenished as needed to maintain an adequate supply at all times.

e. Trash shall be collected and put into government provided dumpster. Waste receptacles shall be lined and kept free of trash, dirt, stains, and debris.

f. Flooring, base molding, and walls shall be free of dirt, debris, all types of marks, and foreign matter, damp mopped, and washed as the only method of wet cleaning, using disinfectant cleaner.

5.2 Services Performed two (2) days a week for Main Office Building:

a. Surfaces, less than 70 inches, will be free of obvious dust, dirt, oil spots, or smudged surfaces. Assure that walls, baseboards, work surfaces, crevices, moldings, ledges and other surfaces remain free of spots, residue, and marks.

b. Surfaces, greater than 70 inches, free of obvious dust and cobwebs. This does not include removal of vents, tiles, or fixtures to accomplish high cleaning.

Cobwebs shall be removed from all walls and ceilings with special pole to extend to height of sky light. Cobwebs and dust shall be removed from all wall return air vents.

c. Wood doors and other wood surfaces shall be free of obvious dirt, stains, and streaks.

d. Metal door knobs, push bars, thresholds, kick plates, railings, and other metal surfaces shall be free of obvious dirt, stains, and streaks.

e. Trash shall be collected from work areas and put into government provided dumpster. Trash containers shall be lined and free of trash, dirt, stains, and debris.

f. Carpeted floors, including areas under desks and chairs, shall be spot cleaned as needed and vacuumed clean, free of dust, dirt, and other debris and removable stains.

g. Non carpeted floors shall be swept and cleaned free of debris, grime, and grease and removable stains.

h. Drinking fountains shall be polished, cleaned and disinfected free of streaks, stains, spots, smudges, scale, and bacteria.

i. Kitchen area Counter(s), table(s) and sink surfaces shall be cleaned with a disinfectant cleaner. Counter and stainless steel sink surfaces shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust, Republic Ranger District Page 10 and encrustation. Molding shall be free of dirt, debris, all types of marks, and foreign matter.

j. Lobby internal windows and sills shall be cleaned free of dust, smudges, streaks and watermarks.

k. Lobby doors shall be cleaned internally and externally to present a clean, streak free appearance.

l. All trash receptacles located externally at building entrances shall be emptied, cleaned free of odor and liners replaced.

5.3 Services Performed two (2) times a year for Main Office Building:

a. Carpet Cleaning: Shall be performed twice yearly, once in the spring and once in the fall. All carpet areas shall be shampooed with a commercial machine leaving them free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material. There are to be no areas of deterioration or fuzzing to the carpet and rug as a result of harsh brushing or scrubbing. Cleaned area of carpets and rugs should reasonably blend with surrounding carpet. Carpets shall be dried within 24 hours.

b. Non carpet areas shall be completely removed of old finish, taking care to not splash or mar furniture, baseboards or walls during process. Wash and apply slip-resistant, non-buffing emulsion wax or other comparable floor finish to all tiled or linoleum covered floor surfaces. This will require the movement of furniture and the removal of floor vents by the Contractor. Wax and cleanser to be supplied by Contractor. Ceramic floor tiles and cement floors are not to be waxed.

c. Exterior and Interior Window Cleaning: Shall be performed twice yearly, once in the spring and once in the fall, to keep windows clear from steaks, film, stains, and mineral deposits. Window sills and surrounding woodwork shall be left clear of oblivious drippings or water marks.

d. Window blinds, will be washed free of obvious dust, dirt, oil spots, or smudged surfaces.

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SECTION 5

OTHER REQUIREMENTS:

All items are contained in this subsection are required to be provided by the contractor by the listed deadline and are subject to penalties for delinquency. A penalty of 1% of the total monthly invoice, per day per line item shall be administered for any deadline not being met as outlined in the following table:

Requirement Timeline/Deadline/ Specification Cleaning Inventory Supply list

A full list of chemicals to be utilized in execution of contract and all associated MSDS sheets provided to COR No later than post award conference

Biobased Product Report

Contractors are required to report their purchases of biobased products for each contract using the reporting portal within the System for Award Management (SAM) at http://www.sam.gov by October each year for the prior Government Fiscal Year.

Contractor Quality Control program Written submission of program no later than 5 days prior to starting date of contract

Provide Reports / Job related data upon request

Contractor is required to provide reports and job related data within 3 business days of request. Reports may include but are not limited to: hours worked, supplies consumed, accident reports, summary of quality assurance program results, summary of complaints, etc.

List of Employees / Proof of Training / Background Checks / Security Clearance

Contractor shall provide comprehensive list of employees, by contract location, prior to the start of the contract. The employee list must include good contact phone numbers for each employee as well as all completed training as proof of compliance with all applicable laws and requirements.

All contracted employees must go through the identity proofing and registration process, and must have been successfully identity proofed, and have a successfully adjudicated NACI or OPM/NS BI to serve on the contract.

Seamlessness of Service

Contractor is responsible to provide replacement personnel immediately in the event that any in their employ cannot complete the work assigned. There shall be no instances where work is not performed as required and in accordance with Work Hours (section 1.3).

-END OF STATEMENT OF WORK-

http://www.sam.gov/

SECTION 5