Attachment_I_-_Statement_of_Work_(REVISED_8-21-15).pdf

Attachment I

Specifications/Statement of Work Janitorial Services

USDA, ARS, PA

Grazinglands Research Laboratory El Reno, Oklahoma

BASE Year - Oct. 1, 2015 through Sept. 30, 2016

OPTION Year 1 - Oct. 1, 2016 through Sept. 30, 2017 OPTION Year 2 - Oct. 1, 2017 through Sept. 30, 2018 OPTION Year 3 - Oct. 1, 2018 through Sept. 30, 2019 OPTION Year 4 - Oct. 1, 2019 through Sept. 30, 2020

RFQ No.: AG-32SD-RFQ-15-MD20

(REVISED 8/21/2015)

THIS PAGE IS BLANK

Page 1 of 12 (REVISED 8/21/2015)

JANITORIAL SERVICE SPECIFICATIONS

USDA-ARS Grazinglands Research Laboratory 7207 W. Cheyenne St.

El Reno, OK 73036

A. Period of Performance:

Base Year October 1, 2015- September 30, 2016 Option Year 1 October 1, 2016- September 30, 2017 Option Year 2 October 1, 2017- September 30, 2018 Option Year 3 October 1, 2018- September 30, 2019 Option Year 4 October 1, 2019- September 30, 2020

Either party may terminate this contract by providing the other with a written 30 days’ notice.

Only the actual services performed up to the termination date will be considered for payment.

B. CONTRACT SPECIFICATIONS

The USDA, ARS, PA, Grazinglands Research Laboratory is located at 7207 W. Cheyenne Street, El Reno, Oklahoma 73036. 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 the providing of all labor and supervision necessary for performance of the work specified herein. The Government has made an effort to provide an estimated square footages. It is the responsibility of all prospective quoters to visit the site and make appropriate determinations of size of areas and services required within each area.

A site visit is scheduled for 8/19/2015 at 1:00 p.m. Central Time at the site where services shall be provided, USDA, ARS Grazinglands Research Laboratory.

Quoters 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 Wendy Leimbach, Location Site Manager (LSM) at (405) 262- 5291 or e-mail at Wendy.Leimbach@ars.usda.gov.

C. Supervision:

Prior to commencement of services, the contractor shall furnish to the Contracting Officer (CO) and Location Site Manager (LSM), 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. report damage to Government property, personal injuries, and/or hazardous conditions, mailto:Wendy.Leimbach@ars.usda.gov

Page 2 of 12 (REVISED 8/21/2015) to the LSM within 24 hours after occurrence;

C. report any facility maintenance issues to the LSM, in writing within 24 hours, to include leaks, plumbing problems in the restrooms, etc.

D. SAFETY

Contractor will provide a safe working environment for contractor personnel and will ensure all personnel practice safe working techniques. The contractor shall follow, but is not limited to, the following safety precautions:

1. Providing safety-warning devices and ensuring they are used as necessary (e.g., wet floor signs).

2. Providing all Contractor personnel with proper personal protective equipment as necessary.

3. Ensuring all Contractor personnel are aware of the various hazards located throughout the facility. The Government, upon request by the Contractor through the LSM, will provide site-hazard awareness training for Contractor personnel once per year (not to exceed one hour and to be scheduled at the convenience of the Government).

4. Ensuring that all Contractor personnel are familiar with the hazards of cleaning supplies used.

5. Providing the Government with copies of MSDS for any hazardous material brought or used on-site.

6. Ensuring all machinery brought on-site is routinely inspected and is in safe working order and meets all Occupational Safety & Health Administration (OSHA) regulations.

7. Removing from service any machinery found to be unsafe. Any equipment deemed unsafe will be removed from the site or disabled from service to prevent inadvertent use. Additionally, any equipment deemed to be unsafe by the LSM must be promptly removed from service.

E. 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, should they be required.

F. 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 limited to the following:

a. An inspection system covering all services being performed;

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

c. A means of correcting deficiencies in a prompt and efficient manner.

A bi-monthly check list will be provided by LSM. It is to be completed and returned to the LSM following each cleaning.

G. Utilities and Storage Areas:

Lights are to be on only when in the area you are cleaning and off upon completion of that area.

Janitorial personnel will not adjust or reset heat/air controls. Burned out or malfunctioning lights and other equipment shall be reported to the LSM as soon as possible.

Janitorial equipment will be kept in the area designated by the LSM.

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H. Security:

Keys for the building and gate will be provided to the contractor as needed. Authorized contractor personnel must sign the visitor log-in sheet upon arrival and departure.

I. Conduct of Contractor Employees:

Contractor personnel shall comply with the Southern Plains Range Research Station’s traffic regulations and other policies pertaining to the conduct of persons on Government facilities. They shall not disturb papers on desks, open desks or cabinets, or use office equipment. Laboratories are not to be entered due to sensitivity of delicate instruments located therein. Use of the telephone is provided only for emergency calls. Contractor personnel shall utilize energy conservation policies by not adjusting heating/cooling devices, and by turning off lights in unoccupied areas, unless, otherwise directed. Contractor personnel shall not enter any area where janitorial services are not rendered. Children are not allowed on site. Presence of minors accompanying any contractor employee will be cause for immediate termination of the contract by the U.S. Government. The contractor must promptly inform the LSM when one of their employees (who works at the Grazinglands location) has been fired/terminated.

J. 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, Grazinglands Research Laboratory in El Reno, Oklahoma.

Such services shall be performed as specified between the hours of 8:00 a.m. – 4:30 p.m., on Tuesday and Friday (except as needed), excluding Federal holidays. Services falling on a federal holiday will be made up the following week unless other arrangements are made.

MATRIX OF SERVICES

Services to be performed under this contract will be inspected and approved by government representatives. Failure to properly perform services under this contract may result in contract cancellation.

Buildings include the Administrative Building and Labs (BD01) approx. 33,000 sq. ft.; East Campus Administrative Building (BDEC01) approx. 6,000 sq. ft.; East Campus West Lab (BDEC02) approx.

2,400 sq. ft.; Greenhouse Headhouse (BDEC04) approx. 250 sq. ft. and Main Lab approx. 354 sq. ft.

These are approximate 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.

Administrative Building (BD01), East Campus Administration (BDEC01) and Greenhouse Headhouse (BDEC04)

TWICE WEEKLY

1. Remove fingerprints and smudges from entrance glass doors and interior partitions. Clean glass entry doors and reception’s office sliding glass doors with window cleaner.

2. Clean and sanitize break room area counters, sinks, tables, refrigerators, microwaves, and

Page 4 of 12 (REVISED 8/21/2015) empty trash.

3. Dust and/or vacuum vestibule and mop vestibule and lobby tile floors.

4. Empty all trash containers and dispose of designated boxes or containers.

5. Replace all liners as needed (provided by the customer).

6. Carry trash to dumpster located in the parking lot of each building.

WEEKLY

1. Wash trash containers when soiled.

2. Dust all horizontal surfaces including office fixtures and furniture, filing cabinets, window ledges and exposed surfaces of desks and credenzas (do not move or touch paperwork on desks), copy machine, mail table, and any other surfaces at eye level or below.

3. Detail vacuum all carpeted areas, including hallways, offices and mats, as well as rugs and entryways.

4. Sweep exterior front entrance area and mats – removing all mud.

5. Clean and disinfect water fountains, including handles.

6. Clean all conference room tables.

7. Clean and disinfect outside refrigerator doors, including handles.

8. Clean and disinfect microwaves – inside and out.

9. Empty all outside trash/cigarette receptacles (front and back of all buildings) and replace the liners. Wash receptacles as needed.

10. Mop all hard surface floors.

11. Clean and sanitize elevator buttons (inside and out) and surrounding area as well as inside/outside of elevator doors, both sides.

12. Sweep Administration Building (BD01) front porch and wipe picnic table top clean (moved from page 5 and added to this section)

MONTHLY

1. Dust all surfaces over five (5) feet high, including corners, ledges, all furniture, photo frames, clocks, etc.

2. Vacuum upholstered chairs.

3. Spot clean door frames and door jams.

4. Buff tile floors to restore shine – except in restrooms.

5. Clean all baseboards and corners – including restroom baseboards.

*****Spot clean carpet as necessary or as requested by the Location Site Monitor (LSM).

Restrooms (all) (Estimated Size: 1,061 sq. ft.)

TWICE WEEKLY

1. Replace towels, tissue and hand soap (provided by the customer).

2. Empty trash receptacles and wipe clean with a disinfectant.

3. Clean and disinfect toilets, urinals, handles, all stall doors and restroom entry door handles

4. Thoroughly clean and disinfect toilet bowls, seats (both sides) and surrounding areas.

5. Thoroughly clean and disinfect sinks, faucets and countertops.

6. Clean and polish all mirrors and bright work.

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7. Clean and disinfect paper towel dispensers.

8. Sweep entire floor – including corners.

9. Mop floors with cleaner.

Administration Building Laboratories (BD01), East Campus West Laboratory (BDEC02) and

Greenhouse Main Laboratory (BDEC04)

TWICE WEEKLY

1. Empty all trash containers and dispose of designated boxes or containers.

2. Replace all liners as needed (provided by the customer).

3. Carry trash to dumpster located in the parking lot of each building.

4. Wash trash containers when soiled.

WEEKLY

1. Mop all hard surfaces

2. Sweep Administration Building front porch and wipe picnic table top clean (moved to page

4, WEEKLY, item 12).

MONTHLY (DELETE THIS SECTION)

1. Buff tile floors to restore shine – except in restrooms.

2. Clean all baseboards and corners – including restroom baseboards.

NOTE: No items on laboratory counters should be moved.

TECHNICAL REQUIREMENTS

Sweeping:

After sweeping, all floors shall be clean and free of dirt streaks; no dirt in corners, under furniture, and behind doors (under furniture means chairs, desks, or tables having airspace, between desk legs, and mats).

Mopping:

Mopping requires the mop to be WET. After mopping the floor shall have a uniform appearance with no streaks, swirl, or detergent marks, or any evidence of soil, stains, film, or standing water.

There shall not be any splash marks or mop streaks on furniture, walls, baseboards, or mop strands remaining in the area.

Cleaning Glass (Windows) & Mirrors:

After glass/mirrors have been cleaned, all traces of film, dust or dirt, smudges, or other foreign matter shall have been removed from the glass/mirror itself as well as frames and casings.

Scrub Clean:

The using of a device such as a brush to hand clean all wash basins, stools, urinals, and tile floors.

Trash Removal:

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All waste trash containers and other trash containers shall be emptied and returned to their original location. The trash shall be secured (tied) in plastic bags and deposited in the nearest outside trash dumpster to the building. New plastic liners are to be placed in trash containers bi-weekly/monthly as stated in the SOW.

Vacuuming:

After vacuuming, the carpeted floor shall be free of all visible litter and/or soil.

Drinking Fountains/Eye Wash Basins:

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

Cleaning Toilet Bowls, Wash Basins, Urinals:

Cleaning, disinfecting, and descaling the entire surface, inside and outside, shall leave the fixture free from stains, streaks, scum, scale, or rust weekly.

Floor Maintenance:

ALL concrete/tile floor covered under this contract shall receive floor maintenance. Corners and other areas unreachable by vacuum and/or mop shall be cleaned by hand. After maintenance, the floor shall have a uniform, glossy appearance, free of scuff marks, heel marks, and other stains or discolorations.

Dusting:

All bookcases, shelves, picture frames, decorative items, etc. should be free of dust and cobwebs.

K. GOVERNMENT FURNISHED EQUIPMENT AND SUPPLIES:

The government shall furnish, without cost to the Contractor:

• Plastic trash bags

• Waste receptacle liners

• Toilet tissue for bathrooms

• Soap

• Paper towels

• Utilities

• Custodial Cart (2 ea)

• Storage Closets

The Contractor will notify the LSM 30 days in advance when supplies are required, to allow for delivery time. The Contractor shall account for the Government-furnished supplies and use them only in the performance of the contract.

No Government furnished supplies or equipment are to leave the premises.

L. CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

The contractor shall furnish the following equipment and supplies:

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1. High Speed waxing and buffing machine with 2000 rpm minimum.

2. Vacuum cleaning Machine (for carpet areas).

3. Ladder or step stools.

4. Brushes for scrubbing wash basins, stools, urinals and tile floors.

5. Mops and mop buckets.

6. All Cleaning materials (Glass cleaner, soaps, disinfectants, floor stripper, wax, etc.)(All supplies will be (Biobased).

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

8. 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.

M. Biobased Products Requirements:

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 Location Site Manager (LSM).

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

Page 8 of 12 (REVISED 8/21/2015) 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, 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 LSM in writing. The Contractor shall not commence work until this submittal is approved by the LSM in writing.

The Plan must be reviewed and updated annually, and as required by the LSM. 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.

http://www.biopreferred.gov/

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• 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 LSM 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.

N. Deficiency Reports:

Deficiency reports showing areas not cleaned and the reason, damage to equipment, damage to building, broken dispensers, broken floor tile, stopped-up plumbing, etc., shall be furnished to the LSM within 24 hours of work time.

O. Inspections:

To assure compliance with specifications, terms and conditions, the LSM will make random inspections of parts of the buildings for which service are provided. The LSM will receive, check and verify complaints related to non-compliance, and re-inspect those areas to assure corrective action has taken place.

The results of the LSM's inspection shall be recorded on the form entitled "Janitorial Services Inspection Report" and submitted to the Contractor for corrective action. This document shall be used to determine whether the provision of the Deduction Clause will apply. This determination will be made by the CO.

P. Insurance:

The Contractor’s Workers’ Compensation Insurance shall cover all Contractor personnel. All contractor personnel work related injuries shall be handled by the Contractor’s Workers’ Compensation Insurance.

Additionally, the Contractor shall maintain insurance to cover any site damages caused as a direct or indirect result of the janitorial services provided under the terms of this contract.

Q. Liability & Bonding:

Proof of bonding and liability insurance of a minimum of $10,000.00 will be required after award of contract and before commencement of work.

R. Payment:

Payment will be made monthly in arrears on total services rendered each month upon electronic submission of invoices by the contractor through the Invoice Processing Platform (www.ipp.gov).

Payment for periods of less than one month will be computed on a daily basis.

The Service Contract Age wage determination by the Department of Labor applies. A copy of the wage schedule is attached for your use in making a quote.

S. Deductions:

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Clean and maintained buildings are the Governments goal. 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 normal processes. It is designed only to assure that the Government pays only for the services rendered.

The Deduction Table will be used by the Government in determining deductions for nonperformance of work or for deficiencies in the work performed.

The following deductions will be made from the Contractor’s monthly invoice for instance of less than satisfactory performance or nonperformance of services required under the contract, after one warning. The Contractor is advised that the Government’s application of deductions specified below in no way limit the Government’s right under the termination provision of this contract or any other provisions or rights to which the Government is entitled under 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 CO 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 CO decides any or all of the proposed deductions are not warranted, the Contractor will be notified and paid accordingly.

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DEDUCTION TABLE

TASK DEDUCTION UNIT

Room Cleaning – Sweeping, Mopping, Vacuuming Offices, Break room, Mail room…………………… $5.00 EA Conference room, Laboratories……………………. $10.00 EA Restrooms………………………………………….. $10.00 EA

Restrooms Cleaning fixtures…………………………………… $5.00 EA Servicing…………………………………………… $5.00 EA Scrubbing wall/floors………………………………. $10.00 EA

Floor Maintenance Buffing – halls……………………………………… $25.00 EA

Foyers Mats…………………………………………. $5.00 EA Glass………………………………………… $5.00 EA

For each weekly cleaning (not performed or not performed to customer’s satisfaction), a deduction of ¼ of the monthly rate will be withheld from payment.

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Inspection Report of Deficiencies

Date of Inspection: _______________________

Date deficiencies reported to Contractor:

Contractor Name Date

Location and Description of Deficiency:

Corrective Action Taken by Contractor:

Contractor Signature Date

Date Correction Accepted by U.S. Government: __________________