Attachment_I_Statement_of_Work.pdf

Attachment I

Specifications/Statement of Work Janitorial Services

USDA, ARS, Fort Keogh

Livestock and Range Research Laboratory Miles City, MT

BASE Year – Date of Award 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-16-JC14

RFQ-AG-32SD-RFQ-16-JC14

STATEMENT OF WORK

JANITORIAL SERVICE

I. REQUIREMENTS

A. Period of Performance:

Base Year Date of Award - 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. STATEMENT OF WORK and TERMS AND CONDITIONS OF PURCHASE ORDER become part of this contract.

A site visit is scheduled for 05/24/2016 at 10:00 A.M. Mountain Time at the site where services shall be provided, at the USDA, ARS Fort Keogh Livestock and Range 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 quoter of their responsibility under the resulting contract.

For directions to the site please contact Amy Bontrager, Location Site Manager (LSM) at (406) 874- 8239 or e-mail at amy.bontrager@ars.usda.gov.

C. SUPPLIES AND MATERIALS FURNISHED BY THE GOVERNMENT:

Outdoor receptacles for all waste from offices and laboratories. Removal of all wastes from the outdoor receptacles is the responsibility of the Government.

Floor mats for entrances, paper towels, toilet paper, liquid hand soap, wastebaskets, all light bulbs and plastic trash bags (large and small).

The Contractor shall maintain an adequate inventory of Government furnished supplies by giving the Contracting Officer’s Representative advance notice so that orders can be placed and received on a timely basis.

D. SUPPLIES AND MATERIALS FURNISHED BY THE CONTRACTOR:

mailto:amy.bontrager@ars.usda.gov

Mechanical cleaning machines, soaps, detergents, chemicals for cleaning purposes, wax, polish, cloths, sponges, squeegees, mops, brushes, brooms, pails and all other supplies/or equipment not mentioned herein, as well as all personnel, labor, and transportation.

Materials shall not be used which the Location Site Manager (LSM) determines would be unsuitable for the purpose or harmful to the surfaces to which applied.

Unless otherwise authorized by the LSM, all materials used shall be without ammonia, and shall not release ammonia fumes in or adjacent to any laboratory in which delicate chemical analyses are conducted.

All equipment shall have bumpers and guards to prevent marking or scratching fixtures, furnishings, or building surfaces. Equipment deemed by the LSM of improper type or design, or inadequate for the purposes intended, shall be removed from the premises and replaced with satisfactory equipment.

Contractor shall store and preserve all cleaning solvents in accordance with commercial instructions. All commercial markings shall remain on items for identification and medical instructions. If items should require transfer to another container, that container shall be clearly marked as to its content and its medical instructions.

E. PREMISES TO BE SERVICED

All areas of the main office/laboratory building. The contractor must maintain every part of these premises in a clean and sanitary condition. The size of the building is approximately

24,000 square feet. These are approximate square footages. The Government has made an effort to provide an estimate of 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.

F. SCHEDULE:

Cleaning and janitorial work will be carried out in accordance with a schedule approved by the

Location Site Manager and the contractor. Interference with personnel or Government business will be avoided. Work will be completed before 7:00 a.m. and/or commence after 5:00 p.m. on business days, or at any time on weekends and national holidays. Notify the LSM of any schedule changes.

The building is occupied by employees five days a week, Monday through Friday, except national holidays. Employees on the premises after normal working hours and on holidays will not interfere with the Contractor.

G. FLOOR MAINTENANCE (INCLUDES HALLWAYS AND ENTRANCES)

1. ALL VINYL/TILE FLOORS SHALL BE MAINTAINED AS FOLLOWS:

DAILY (Reception/Public Entrance Area): Dust mop with treated dust mop or push broom equipped with treated cloth leaving no dust or debris in corners, underneath or behind doors. Spot damp mop to remove all substances such as mud, sticky matter, etc.

Vacuum if any loose debris remains after mopping.

Halls and entrances. Sweep up any obvious dirt or debris. Most often this would be dried mud which has fallen from shoes/boots.

EVERY OTHER DAY (Alternating):

Hallways/entrances/office and lab floors in old portion of building. Dust mop with treated dust mop or push broom equipped with treated cloth leaving no dust or debris in corners, underneath or behind doors. Spot damp mop to remove all substances such as mud, sticky matter, etc. Vacuum if any loose debris remains after mopping.

Hallways/entrances/office and lab floors in new portion of building. Dust mop with treated dust mop or push broom equipped with treated cloth leaving no dust or debris in corners, underneath or behind doors. Spot damp mop to remove all substances such as mud, sticky matter, etc. Vacuum if any loose debris remains after mopping.

WEEKLY (All): Damp mop. Wax and buff to maintain high gloss. Floors should have a uniform appearance with no streaks, detergent residue, standing water, or evidence of soil.

There shall be no splash marks on the walls, and soil shall not be permitted to accumulate along edges of baseboards.

SEMI-ANNUALLY (All): In March and August. Completely strip old wax and re-wax with glossy, non slip wax and buff.

NOTE: Notify the Location Site Manager (LSM) a week in advance of proposed waxing schedule.

2. ALL CARPETED AREAS SHALL BE MAINTAINED AS FOLLOWS:

DAILY: Vacuum all carpeted areas in the front entrance. Check conference room, vacuum as needed. Conference room is typically used 5-7 days per month.

EVERY OTHER DAY (Alternating):

Old offices (approximately 15) and Library.

New offices (11).

WEEKLY: Clean with electric vacuum cleaner using hand tools to thoroughly clean corners, edges, behind doors and under furniture as much as possible to assure all dirt is thoroughly removed from the carpet.

MONTHLY: Spot clean carpets at doorways and wherever else required to maintain clean appearance.

H. GENERAL CLEANING:

1. To be performed in all rooms, offices, laboratories and corridors.

2. Papers, books or apparatus on desks, table tops or counters shall not be moved.

3. DAILY:

Empty all waste containers in the reception/public entrance area (includes two rest rooms) and dispose of waste into outdoor trash receptacles. Mats in foyer areas swept and/or vacuumed to remove debris.

Empty waste container in the employee break room and dispose of waste into outdoor trash receptacle.

Empty all laboratory waste containers into outdoor trash receptacles. Do not reuse laboratory plastic trash bags. All waste containers in the laboratories must have a clean plastic trash bag daily. Bags of trash shall not be left in passageways. Outdoor trash receptacles shall be kept closed and areas around them shall be kept neat and clean.

NOTE: Biological, chemical and radiological waste containers need to be disposed of in a special manner and will be handled by Government employees only. The contractor, under no circumstances, will be allowed to handle or dispose of this material. Our hazardous waste shall be marked. Should contractor need additional information as to what they may or may not handle, contact the

Contracting Officer’s Representative.

Clean and polish drinking fountains.

Spot clean glass in entrance doors.

4. EVERY OTHER DAY (Alternating):

Latest remodel section of building – front of building - offices (23). Empty all waste containers and dispose of waste into outdoor trash receptacles.

Back of building – offices (11). Empty all waste containers and dispose of waste into outdoor trash receptacles.

5. WEEKLY:

Dust and wipe all furniture surfaces including desks, tables, inside window sills, telephone counters, ledges, bookshelves, literature racks, heat radiators, and chairs with a treated dust cloth. Dust under items such as file trays and phones.

Clean and polish all glass in the two main front entrances and remove cobwebs and accumulation of other litter.

Spot clean walls, interior doors and file cabinets to remove fingerprints and spots.

Remove recycle from bins and boxes in copy room and place in the recycle trailer behind building.

Clean tabletops, microwave, stove top, and counters in breakroom.

6. MONTHLY:

Dust and clean baseboards, door frames, furniture legs, Venetian blinds and between the inside storm window and the outer window.

7. SEMI-ANNUALLY: September and May

Wash and clean light fixtures disposing of dead insects.

Dust and clean woodwork, high ledges. Remove cobwebs.

Vacuum and wash all air vents.

I. REST ROOMS

1. To be performed in all seven (7) rest rooms

DAILY:

Clean and disinfect all urinals, stools and sinks removing all spots, stains, rust, mildew.

Clean and polish all chrome and mirrors.

Soap mop and disinfect all floors. Floors shall have a uniform appearance with no streaks, swirl marks, detergent residue, or evidence of soil, stains, film, or standing water. There shall be no splash marks or mop streaks on walls, and soil shall not be permitted to accumulate along edges of baseboards.

Empty and disinfect all waste receptacles

2. WEEKLY:

Wash stall partitions and doors and walls near sinks.

Damp wipe all dispensers (towel, soap, toilet tissue, etc.).

Fill all dispensers.

3. MONTHLY:

Apply wax and buff floors to maintain glossy appearance.

J. WINDOWS

SEMI-ANNUALLY (April and October)

Wash all windows, interior and exterior. All film, dirt, smudges shall be removed. Storm windows are included.

K. MEETINGS

The Location Site Manager (LSM) and the Contractor will meet semi annually to discuss work performance or any other time deemed necessary by either party.

II. RESPONSIBILITIES:

A. SUPERVISION OF EMPLOYEES. The Contractor shall be directly responsible for work performance specified in the contract. Contractor shall provide for supervision of employees.

A Police Report or Background Check is required prior to the beginning of work. The

Contractor shall be responsible for background checks on any employees on site.

Convicted felons are not allowed on USDA, ARS property. Prior to commencement of services under this contract, the Contractor shall furnish to the Location Site Manager (LSM) a list of employees who will work on-site performing the services, and the name of the individual who will be responsible for supervision of such employees and who will function as the Project

Manager. The Project Manager shall:

1. Have the Contractor's full authority to act on matters pertaining to the performance of services.

2. Be on-site or on-call whenever work is being performed.

3. Report damage to Government property, loss of keys, personal injuries and/or hazardous conditions to the LSM within twelve work hours after occurrence.

B. PROPERTY. Except for reasonable wear and tear, the Contractor assumes full responsibility for and shall indemnify the Government for any and all loss or damage of whatsoever kind and nature to any and all Government property including any equipment, supplies, accessories, or parts furnished while in the Contractor's custody and care for storage, repairs or services to be performed under the terms of this Contract, resulting in whole or in part from the negligent acts or omissions of Contractor, any subcontractor, or any employee, agent or representative of

Contractor or subcontractor.

C. PERSONS. The Contractor will be responsible for any negligent or wrongful acts or omissions of the Contractor, his employees or agents incident to the performance of this contract. The

Contractor will hold and save the Government harmless from all liability for any death or damage to all persons (other than the liability of the contract as provided under the Federal

Employees Compensation Act) or to real or personal property, which results from the operation of, or incident to, equipment furnished by the Contractor. The Contractor will not be responsible for any negligent or wrongful acts or omissions of the U.S. Department of

Agriculture; its employees, the U.S. Department of Agriculture's Cooperators or their employees.

D. LIABILITY INSURANCE. The Contractor shall maintain such insurance as will protect him/her from claims under Workmen's Compensation, General Liability, Property Damage and from any other claims for damages for personal injury including death which may arise from operations under this Contract, whether such operation by themselves or by any subcontractor or anyone directly or indirectly employed by either of them.

E. LOST AND FOUND PROPERTY. The Contractor shall ensure that all articles of possible personal or monetary value found by the Contractor's employees on the premises of this installation are turned over to the LSM. At the time of their discovery, such items shall be tagged to identify the location at which they were found.

F. SECURITY. The Contractor will close any open windows, turn off lights except those left on for security, and lock designated interior and all exterior doors. The building is considered closed for business from 4:30pm to 07:30am daily, all hours on weekends, and legal holidays.

Doors to laboratories and offices will be unlocked only during the period of cleaning services.

They will not be left unattended and open.

Only authorized Agricultural Research Service, Montana Agricultural Experiment Station

Personnel, Agricultural Research Service Cooperator employees, the Contractor and

Contractor's employees shall be allowed in the building during performance of this contract.

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.

G. CONDUCT OF CONTRACTOR AND EMPLOYEES. Contractor personnel shall not smoke in the building, as this is a non-smoking building.

Contractor personnel shall comply with the installation traffic laws and other regulations and instructions pertaining to conduct of persons on Government facilities.

They shall not disturb papers on desks, open desks or cabinets, or use telephones or office equipment that is provided for official Government use.

Contractor personnel shall utilize conservation policies by not adjusting any heating or cooling devices and by turning off lights in unoccupied areas unless otherwise directed.

Contractor personnel shall in no event, enter any area to which access is restricted, unless such an area has been specifically identified as an area in which janitorial services are to be rendered.

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.

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 Livestock and Range Research Laboratory location) has been fired/terminated.

Contractor shall place his/her employees on notice that infraction of any of the above rules, regulations or prohibitions may be grounds for removal from Federal Property.

III. INSPECTIONS:

A. INSPECTIONS

1. Definition: "Services" includes services performed, workmanship and materials furnished or utilized in the performance of services.

2. All work shall be performed in a skillful manner. The Location Site Manager may require the Contractor to remove from work any employee the LSM deems incompetent, careless or otherwise objectionable.

3. The LSM will review the performance of services and receive complaints related to non-performance. The LSM, or other designated representative, will make random inspections of parts of the building where services are to be performed. Inspections will not interfere with or delay the Contractor's work.

B. DEFICIENCIES:

1. The Contractor shall submit to the LSM a written report showing areas not cleaned and the reason for not cleaning them; deficiencies or damage in the building or equipment such as broken soap dispensers, stopped up urinals or commodes, missing floor and ceiling tile, broken doors and windows, etc.

2. Any deficiencies in performance found will be brought to the Contractor's attention. The

Contractor is required to correct the deficiencies during the next scheduled cleaning.

Should the same deficiency be found, the provisions of the contract deduction for non-performance of work will apply.

3. If any service performed does not conform to the contract, the Government may require the

Contractor to perform the services again to conform to requirements, at no increase in contract amount. When defects in performances cannot be corrected by re-performance, ARS may (1) require the Contractor to take necessary action to ensure that future performance conforms to requirements, and (2) terminate the contract for default. (Ref:

52.246-4)

IV. CONTRACT DEDUCTION:

A. Clean and maintained buildings are the Government's 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.

B. 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.

C. For weekly or other periodic cleaning tasks not performed the Government may accomplish the services by other means, and the cost thereof will be deducted from any monies due the

Contractor.

D. Payment for the first month will be made at the amount stated without deductions. If deductions are proposed to be made from subsequent payments, the LSM will inform the

Contractor in writing of all proposed deductions on or before the 10th working day of the month succeeding the one for which deductions are to be made. The Contractor must present their reasons why any or all of the proposed deductions are not warranted, within 10 working days thereafter.

If the LSM determines that any or all of the proposed deductions are not warranted, the

Contractor shall be paid accordingly.

V. BIO-BASED PRODUCTS REQUIREMENTS:

A. This procurement requires the use of bio-based 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 Bio-

Preferred SM Program.

B. 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 Bio-based and Sustainable

Product Procurement,” dated February, 2012 to provide bio-based products.

C. The Contractor shall utilize products and material made from bio-based materials (e.g. bio-based greases; bio-based hydraulic fluids, bio-based 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).

D. The following is an example list of products that may be used in this contract for custodial services for which bio-based products are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of bio-based 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, and solvent.

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

F. In addition to the bio-based products designated by the U.S. Department of Agriculture in the http://www.biopreferred.gov/

Bio-Preferred Program, the Contractor is encouraged to use other bio-based products.

1. The Contractor shall submit with the initial proposal a complete list of bio-based 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 bio-based 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, Bio-based Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Bio-based

Products under Service and Construction Contracts.

V. CONTRACT ADMINISTRATION:

A. CONTRACTING OFFICER (CO) & LOCATION SITE MANAGER (LSM) has the overall responsibility for administration of the contract; in the event of absence of the (LSM) the (CO) will oversee the contract; both individuals are authorized to take action on behalf of the

Government to amend, modify or deviate from the contract terms, conditions and requirements.

INVOICES: This contract is based on a monthly fixed price. There will be no dollar variation for each month's performance. Submission of monthly invoices is required.

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.

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: __________________