Attachment_I_-_Statement_of_Work.pdf

Attachment I

Specifications/Statement of Work Janitorial Services

USDA, ARS

Conservation and Production Research Laboratory Bushland, Texas

Period of Performance

BASE Year – DATE OF AWARD through One Year

OPTION Year 1 – Based on the original award date OPTION Year 2 – Based on the original award date

RFQ No.: AG-32SD-RFQ-14-MD07

RFQ No. AG-32SD-RFQ-15-MD07

JANITORIAL SERVICE SPECIFICATIONS

USDA-ARS Conservation and Production Research Laboratory 2300 Experiment Station Road

Bushland, TX 79012

Period of Performance:

Base Year Date of award through 12 months Option Year 1 12 months (Date to be adjusted based on award date) Option Year 2 12 months (Date to be adjusted based on award date)

CONTRACT SPECIFICATIONS

The USDA, ARS, Conservation and Production Research Laboratory is located at 2300 Experiment Station Rd, Bushland, TX. The Contractor in accordance with the requirements of this Statement of Work (SOW) shall perform the services identified in the Matrix of Services. Such services shall include providing all labor, supervision, equipment, tools, and other items or services necessary for the performance of the work unless otherwise stated herein. The Government has made an effort to provide an estimated square footages. It is the responsibility of all prospective bidders to visit the site and make appropriate determinations of size of areas and services required within each area.

A site visit is scheduled for March 3, 2015 at 10:00 a.m. Central Time at the site where services shall be provided.

Bidders are advised to visit the site and fully inform themselves as to the location of the work, verify areas to be cleaned and the conditions under which the work is to be performed prior to submitting a quotation.

Failure to do so will not relieve the successful quote of their responsibility under the resulting contract.

For Directions to the Site please contact Lloyd Banghart, Contracting Officer’s Representative (COR) at (806) 683- 5716 or Email at Lloyd.Banghart@ars.usda.gov.

Supervision:

Prior to commencement of services, the contractor shall furnish to the Contracting Officer Representative (COR) Lloyd Banghart, a list of employees they propose to use in the performance of the on-site work required and designate the On-Site Manager who will be responsible for supervision of such employees. The Manager shall:

a. be the Contractor's primary on-site representative, having the Contractor's full authority to act on matters pertaining to the performance of services under this contract;

b. notify the COR of any work scheduled to be performed on Saturday or Sunday;

c. report damage to Government property, loss of keys, personal injuries, and/or hazardous conditions, to the COR within 24 hours after occurrence;

d. report any facility maintenance issues to the COR, in writing within 24 hours, to include leaks, plumbing problems in restrooms, exterior locks not working, etc.;

Responsibility for Performance:

The Contractor shall be directly responsible for work performance specified in the contract. The Contractor shall provide adequate supervision at all times.

mailto:Lloyd.Banghart@ars.usda.gov

Contractor shall be responsible for background checks on any employees on site. The contractor will provide a police report on each employee to the COR prior to bringing that employee on site.

Quality Control:

The Contractor shall establish a quality control program to assure the requirements of the contract are provided as specified. The program shall include, but not be limited to the following:

a. An inspection system covering all services being performed.

b. Method of identifying deficiencies in the quality of services.

PERIOD OF PERFORMANCE AND LOCATION:

The contractor shall, in accordance with the frequencies delineated in the Matrix of Service, perform Janitorial Services for the USDA, ARS, Conservation and Production Research Laboratory, Bushland, Texas.

Such services shall be performed AFTER 5:00 PM, MONDAY THRU FRIDAY, Excluding Weekends and Holidays.

THE ONLY WORK ALLOWED ON WEEKENDS SHALL BE MAJOR WORK (Striping and re-waxing floors in Laboratories, and cleaning inside and outside of windows).

MATRIX OF SERVICE

BUILDING NUMBER 1 – OFFICE /LABORATORY

Estimated Square Footage: 13,100

WORK AREAS: Halls, Offices, Laboratories, Conference Room, Library, Restrooms; Mailroom; Employee Room;

Airlocks (2) at the South and West wing entrances; and Entry-Foyers (2) at the front and North doors.

DAILY:

1. Sweep and Wet Mop Floors – Halls, Entry-Foyer, Restrooms, and Employees room, Offices, Conference rooms, Mailroom, Library, Laboratories, and Air Locks.

2. Vacuum all walk in mats.

3. Clean and Disinfect water fountains.

4. Empty ALL Trash Containers.

5. Clean and Disinfect Restrooms (Lavatories, Stools, Urinals, Mirrors, light switch, and wipe down towel dispensers).

6. Service Restrooms (Towels (18), Tissue, Soap (17), Toilet Paper (9), make sure dispenser is full and there is one on back of toilet).

7. Clean janitors work room.

TWICE A WEEK:

LOBBY

1. Dust chairs (front, and back), tables, and clean glass table.

WEEKLY:

1. Clean all Glass windows in Entry-Foyers.

2. Dust Corners Ceiling to Floor – Airlocks, Entry-Foyers.

3. Wash Table Tops – Conference Rooms, Library.

4. Sweep Equipment Room (one behind janitor room and one behind kitchen).

5. Spray Wax, Buff/Polish Labs, and West Wing. (White Tile area)

MONTHLY:

1. Wet Wash Hall Walls, Including Door Frames.

2. Scrub Floors and Walls in all the restrooms.

3. Clean inside and out of the display case (Lobby).

QUARTERLY

1. Clean all interior glass in Hallways (on both sides).

SEMI-ANNUAL:

1. Strip and Wax Labs and office addition west wing area (White Tiles) (This will be done in May and October). (Advise the Contracting Officers Representative (COR) seven (7) days in advance, so as much as possible can be removed from floor area).

YEARLY:

1. Wash interior windows and clean window sills above the offices and laboratories.

ALL ODD YEAR OF CONTRACT (2015, 2017 ETC.)

1. Remove storm windows, wash and clean windows (Inside & Out).

BUILDING NO.4 – HEADHOUSE

RESTROOM

Estimated Square Footage: 96

Daily:

1. Empty ALL Trash Containers.

2. Clean and Disinfect Sinks, Stools, and Urinals.

3. Service towel dispensers, toilet paper (leave one on back of toilet) and soap dispenser.

4. Sweep and Wet Mop Floor.

Weekly:

No Weekly at this time.

Monthly:

1. Scrub floors and Walls in the Restroom.

BUILDING NO. 6 – MAINTENANCE SHOP

Estimated Square Footage: 336

1. Sweep and Wet Mop Offices (3), Hall, Restroom (All Tile Areas).

2. Empty ALL Trash Containers.

3. Clean and Disinfect Sinks (2) and Stools.

4. Service towels dispenser (2), toilet paper and soap dispenser (2).

5. Clean and Disinfect Restrooms (Lavatories, Stools, Urinals, Mirrors, light switch, and wipe down towel dispensers).

6. Vacuum all walk-in Mats.

MONTHLY:

1. Scrub floors and walls in restroom.

2. Spray Wax, Buff/Polish ALL Floors.

ANNUAL:

1. Strip and Wax all floors (All Tile Areas)

BUILDING NO. 21 – ANNEX BUILDING

Restroom

Estimated Square Footage: 24

1. Empty ALL trash containers.

2. Service towels dispenser, toilet paper and soap dispenser.

3. Sweep and Wet Mop Restroom.

4. Clean and Disinfect Restroom (Stools, Urinals, Mirrors, light switch, Sinks – and wipe down towel dispensers).

MONTHLY

1. Scrub Floors and Walls in the Restroom.

BUILDING NO. 24 – MICROBIOLOGY LAB

Estimated Square Footage: 1,500

1. Sweep and Wet Mop all floors (ALL Tile Areas).

2. Empty ALL Trash Containers.

3. Clean and Disinfect Sinks and Stools (In Bathroom).

4. Service towel dispenser (6), soap dispenser (6), and toilet paper (Make sure one is on the back of toilet).

WEEKLY:

1. Clean Glass and Sweep Walls in Entry-Foyers.

2. Disinfect Shower Stall

Monthly:

1. Scrub Floors and Walls in the restrooms (this includes scrubbing walls and floors in shower).

ANNUAL

1. Strip and Wax all the Laboratory floors

Technical Requirements

SWEEPING:

After sweeping all floors shall be clean and free of dirt streaks; no dirt in corners under furniture (including chairs, desks or tables with airspace and behind doors).

WET MOPPING:

After being wet mopped, the floor shall have a uniform appearance with no streaks, swirls, or detergent marks, or any evidence of soil stains, film, or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, or mop strands remaining in the area.

Therefore all cleaning equipment must be properly put away so no damp mop problems occur.

SCRUBBING:

Walls and floors in restrooms require cleaning of all dirt along the walls and in tile crevices with disinfectant.

CLEANING GLASSES (WINDOWS AND DOORS):

After glass has been cleaned, all traces of film, dust or dirt, smudges and other foreign matter shall have been removed from frames and casings.

TRASH REMOVAL:

All trash containers shall be emptied and returned to their original location. Boxes or papers placed near a trash container and marked TRASH shall be removed. The trash shall be deposited DAILY in the nearest outside trash dumpster TO THE BUILDING. Do not leave trash overnight in the building, except for hazardous weather.

DRINKING FOUNTAINS:

Disinfect all polished metal surfaces. After cleaning, the fountain shall be free of streaks, stains, spots, smudges, scale or other obvious contamination.

CLEANING WALK-IN MATS:

Carpet type entrance mats shall be vacuumed to remove soil and grit. SOIL AND MOISTURE UNDERNEATH THE

MATS SHALL BE REMOVED AND MATS RETURNED TO THEIR ORIGINAL LOCATIONS.

CLEANING TOILET BOWELS, WASH BASINS, URINALS:

Cleaning and disinfecting the entire surface, inside and outside, shall leave the fixture free from STAINS, STREAKS, SCUM, SCALE, and OR RUST.

FLOOR MAINTENANCE FOR VCT TILES:

Hallways, Conference Room, and Library shall receive floor maintenance. Extremely stubborn spots (gum, rust, burns) shall be removed by hand. Corners and other areas along the walls that floor machines cannot reach shall also be removed by hand. After maintenance, floors shall have a uniform glossy appearance, free of scuff marks, heel marks, and other stains or discolorations.

STRIPPING FLOORS:

Stripping floors means removal of all wax, wall to wall, before applying new wax.

CONTRACTOR FURNISHED EQUIPMENT:

The contractor shall furnish the following equipment:

1. One High Speed buffing and polishing machine with 2000 rpm minimum.

2. One Vacuum cleaning Machine (for carpet areas).

3. One Carpet Shampoo Machine.

4. Mops and mop buckets.

5. All Cleaning materials (Glass cleaner, soap, wax, etc.)(All supplies will be (Biobased).

6. All equipment shall have bumpers and guards to prevent marking or scratching fixtures, furniture, or building surfaces.

7. All equipment shall have the necessary safety protection and be UL approved. Equipment must be operated using existing circuits.

Equipment deemed to be inadequate or unsafe for the purpose intended shall be ordered removed by the Contracting Officer and replaced with safe and satisfactory equipment.

GOVERNMENT FURNISHED PROPERTY:

The Government shall furnish, without cost, to the Contractor:

1. Utilities.

2. Equipment Storage Area.

3. Supplies: Plastic trash bags, toilet paper for bathrooms, hand soap and paper towels.

The Contractor will notify the Contracting Officers Representative at least 30 days in advance when additional supplies are needed.

KEY CONTROL:

The Contractor shall establish and implement methods of insuring that all keys issued to the Contractor by the Government are not lost, misplaced, or used by unauthorized personnel. NO KEYS SHALL BE DUPLICATED. If a building key is lost, all locks and keys for that system will be REPLACED by the Government and the total cost deducted from the monthly payment due.

RESPONSIBILITY FOR PERFORMANCE:

The Contractor shall be directly responsible for work performance specified in the contract. The Contractor shall provide adequate supervision at all times.

Contractor shall be responsible for background checks on any employees on site. The contractor will provide a police report on each employee to the COR prior to bringing that employee on site.

BIOBASED PRODUCTS REQUIREMENT:

This procurement requires the use of biobased products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced. Where available, these products should first be acquired from among qualified products that fall under the umbrella of items designated through the USDA BioPreferred SM Program

The Contractor must comply with the Agricultural Act of 2014; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Farm Security and Rural Investment Act of 2002 (FSRIA), 7 U.S.C. 8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance,” dated October 5, 2009; EO 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products.

The Contractor shall utilize products and material made from biobased materials (e.g. biobased greases;

biobased hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to 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 Representative (COR).

The following is an example list of products that may be used in this contract for custodial services for which biobased products 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.

All-purpose cleaner, Heavy duty cleaner, Carpet shampoo, Gum remover, Degreaser/cleaner, Deodorizer, Floor finish, Floor finish restorer, Disinfectant sanitizer, Extraction fluid, Floor stripper, Floor sealer, Furniture polish, Glass cleaner, Neutral cleaner (liquid), Stain remover, Air freshener including dispenser, Bathroom cleaner, Brass polish/cleaner, Chrome polish/cleaner, Liquid hand soap including dispenser, Lime and scale remover (tub and tile cleaner), Grout sealer, Stainless steel polish, Toilet bowl cleaner, White board cleaner, Wood floor cleaner, Laundry detergent, Cream cleaner, Solvent.

Biobased products that are designated for preferred procurement under USDA's' BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their biobased products such as biobased content.

In addition to the biobased products designated by the U.S. Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other biobased products.

The Contractor shall submit with the initial proposal a complete list of biobased products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials 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 compile a complete list of biobased products, including the information above, http://www.biopreferred.gov/ purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes.

The Contractor shall comply with tile provision at FAR 52.223-1, Biobased Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts.

Within thirty (30) days of contract award, the Contractor shall submit an Operations and Maintenance Plan. This submittal shall be approved by the COR in writing. The Contractor shall not commence work until this submittal is approved by the COR in writing.

The Plan must be reviewed and updated annually, and as required by the COR. The Plan must contain and define the following elements:

The Contractor's written policy stating its commitment to the use of biobased products, employee health and safety, and sound environmental management practices.

Detail on how the Contractor 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.

Proposed biobased custodial products which must be selected in accordance with the criteria included above. At a minimum, the Plan must identify products by brand name for each of the product types.

NOTE: A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

The product guides which define standard operating procedures for instructing staff in the proper use, storage, and disposal of biobased products; proper maintenance of equipment; and other procedures/instructions to accomplish work under this contract.

The Contractor shall provide data on the quantity and dollar values of biobased products used in this contract.

The data will be submitted to the COR quarterly. A demonstration of proper use, an effective training program, and technical assistance are essential to the success of the purchase and use of some biobased products that may function differently than a conventional product. Therefore we will look for a Contractor who will 1) demonstrate products, and 2) when selected, offer any necessary training to all of the construction staff and 3) be available with technical assistance to trouble shoot problems.

INSPECTIONS:

To assure compliance with specifications, terms and conditions, the COR will make random inspections of parts of the buildings for which services are provided. The Contracting Officer will receive, check, and verify complaints related to non-compliance.

The results of the Contracting Officer’s inspection shall be recorded on the form entitled “Janitorial Service Inspection Report” and submitted to the Contractor for corrective action. This document shall be used to determine whether the provisions of the Deduction Clause will apply. This determination shall be made by the Contracting Officer.

DEDUCTIONS:

Clean and well-maintained buildings is the Government’s goal, and while the deduction provision for work omitted or improperly performed is designed to protect the Government’s interest, it is NOT a desirable substitute for accomplishing the job through processes. It is designed to ensure only that the Government pays for the actual services rendered.

The following deductions will be made from the Contractor’s monthly invoice for non-performance and unsatisfactory performance under this contract.

The Contractor is advised that the Government’s application of deductions specified below in no way limit the Government’s rights under the Termination Provision of this contract or any other provisions or rights to which the Government is entitled under the law.

Payment for the first month will be made at the amount stated without deductions. If deductions are proposed to be made from payments, the Contracting Officer will inform the Contractor in writing of the proposed deductions. The Contractor must present their reasons why the deductions are not warranted within ten (10) days therefore after. If the Contracting Officer decides any or all of the proposed deductions are not warranted, the Contractor will be notified and paid accordingly.

DEDUCTION TABLE

TASK DEDUCITON UNIT

Sweeping, Wet Mopping:

Offices, Employee room, Mailroom, Airlocks Entry-Foyers $6.00 EA Room Conference Room, Library, Laboratories $17.50 EA Unit Restrooms $7.50 EA Hallways $20.00 EA

Vacuuming: $6.00 EA

Restrooms:

Cleaning Fixtures $3.50 EA Fixture Servicing $0.50 EA Rack Scrubbing Wall/Floors $35.00 EA RR

Floor Maintenance:

Buffing – Halls $25.00 EA Hall Stripping/Waxing – Halls $125.00 EA Hall Waxing – Offices, Labs (15-18) $12.00 EA Room

Walls:

Cleaning Hall Walls $35.00 EA Hall

Airlocks – Entry-Foyers:

Mats/Beneath Mats $11.00 EA Unit Glass $9.00 EA Units

Windows:

Inside $5.00 EA Pane Trash Containers – All $0.50 EA Table – Wash Tops $1.25 Each Table

For non-performance of an entire day, a deduction of 1/22nd of the monthly billing will be taken. (This will happen when work not performed on Fridays at the end of the week).