Janitorial_SOW _El_Reno _9-21-16.docx

SPECIFICATIONS: JANITORIAL SERVICES

USDA-ARS Grazinglands Research Laboratory 7207 W. Cheyenne St., El Reno, OK 73036

The Contractor shall perform the all services identified in the Matrix of Services, including supervision of services. The Government-provided square footages are estimates and shall be verified by the offeror at the site visit. The site visit is strongly recommended and is an evaluation factor for award. Offerors are also responsible to understand the areas to be cleaned and the working conditions under which the contract shall be performed.

The site visit was scheduled for 9/20/2016 at 1:30 p.m. Central Time at the USDA, ARS Grazinglands Research Laboratory. The directions to the site:

I-40 exit 119 takes you to the east on I-40 business.

Within .5 mile, turn left onto old Rte 66. You will see our entrance with a large Grazinglands Research Laboratory sign and a large Fort Reno sign on either side. The entrance road is 1.5 miles long. You will see signs for USDA Headquarters.

Turn left (takes you in front of the Visitor’s Center), turn quick right and quick left again. Brings you to the front of our Headquarters building (blonde, two–story brick with flag pole in front). All visitors should check in with the receptionist.

Wendy Leimbach is Location Site Manager (LSM) at (405) 262-5291 or wendy.leimbach@ars.usda.gov

Period of Performance:

Exercise of option years is at the discretion of the Government

Supervision:

The On-Site Manager’s shall:

· Supervise of all contractor employees.

· Report damage to Government property, personal injuries, and/or hazardous conditions, to the LSM within 24 hours after occurrence;

· Report facility maintenance issues to the LSM, by close of business, including any leaks, plumbing problems in the restrooms, etc.

Background checks for on-site employees Prior to contract performance, Contractor shall furnish to the Contracting Officer (CO) and Location Site Manager (LSM), a list of intended employees for on-site contract performance, including the designation of an On-Site Manager. Contractor shall complete background checks on all on-site employees, including criminal and financial checks. These can be obtained by a third party at a fee-per-person rate.

Safety Contractor shall ensure a safe working environment for contractor personnel as well as safe working techniques. Such techniques include, but is not limited to:

· Safety-warning devices, such as wet floor signs

· Personal protective equipment, as needed

· Explanation of various safety hazards through the facility

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

· Ensure all machinery brought on-site is routinely inspected and is in safe working order and meets all Occupational Safety & Health Administration (OSHA) regulations. This includes removal of any machinery deemed unsafe by the LSM must be promptly removed from service.

Quality Control: As the Contractor is responsible for work performance, a quality control system is required. On-site supervisor or his/her designee shall:

· Inspection work at the end of each workday

· Note deficiencies and provide to LSM

· Correct deficiencies within one Contractor work day

Utilities and Storage Areas:

· Lights shall be “on” only when work is performed in the area. Lights shall be “off” upon completion of work in the area.

· Janitorial personnel shall 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 shall be kept in the area designated by the LSM.

Security:

· Keys for the building and gate will be provided to the contractor daily.

· Authorized contractor personnel must sign the visitor log-in sheet upon arrival and departure.

Conduct of Contractor Employees:

· Contractor personnel shall comply with the Grazinglands Research Laboratory’s traffic regulations and other policies pertaining to the conduct of persons on Government facilities.

· Do not disturb papers on desks, open desks or cabinets, or use office equipment.

· Use of the telephone is provided only for emergency calls.

· Contractor personnel shall utilize energy conservation policies, i.e. do not adjusting heating/cooling devices, and do turn off lights in unoccupied areas, unless otherwise directed.

· Contractor personnel shall not enter any area where janitorial services are not provided.

· Children are not allowed on site and workers will be sent home if children are brought to the worksite.

· If an employee loses their position, the Contractor shall promptly report that to the LSM.

WORK TIMES AND DESCRIPTIONS:

The contractor shall provide services, as follows:

· Between the hours of 8:00 a.m. – 4:30 p.m., on Tuesday and Friday (except as otherwise arranged). For example: Federal holidays, if falling on a workday, shall be rescheduled to the day prior or the non-weekend day following.

MATRIX OF SERVICES: Janitorial services are required in the following buildings:

· Administrative Building and Labs (BD01) approx. 33,000 sq. ft.

· East Campus Admin Building (BDEC01) approx. 6,000 sq. ft.

· East Campus West Lab (BDEC02) approx. 400 sq. ft.

· Greenhouse Headhouse (BDEC04) approx. 250 sq. ft. and Main Lab approx. 354 sq. ft.

Dimension estimates shall be verified by the offeror.

Administrative Building (BD01), East Campus Admin Building (BDEC01) and Greenhouse Headhouse (BDEC04) Recommended TWICE WEEKLY:

· Entrance glass doors and interior panels shall be free of fingerprints and smudges. Recommend: window cleaner.

· Breakroom counters, sinks, tables, refrigerators, and microwaves shall be clean with disinfectant. Trash receptacles shall be emptied.

· Vestibule and lobby tiled floors shall be free of dust and debris. Recommend: Dusting and vacuuming

· Trash emptied into respective dumpsters at parking lot of each building. Boxes removed to same.

· Trash container liners replaced as needed. (Government-provided liners).

Recommended WEEKLY:

· Trash containers washed of soil.

· Horizontal surfaces (office fixtures, furniture, filing cabinets, window ledges, empty desk and credenza areas, copy machine, mail table) free of dust.

· Carpeted areas (hallways and offices), entryways, mats, and rugs free of dust and debris. (Recommend: vacuuming)

· Hard surface floors mop-clean

· Exterior front entrances, including mats free of debris, including Admin Bldg BD-01 front porch (recommend sweeping and removing mud). Wipe clean adjacent picnic tables

· Cleaned with disinfectant: water fountains – including handles; microwaves – inside & out; elevator buttons and surrounding faceplate, without streaks – inside & outside of elevator;

Recommended MONTHLY

· Surfaces over 5 feet high, including corners, ledges, furniture, photo frames, clocks, dust-free

· Upholstered chairs vacuum-clean

· Door frames and jams spot-cleaned

· Vinyl composite tile (VCT) floors buffed to shine, excluding restrooms

· Baseboard and corners, including restroom baseboards, clean

· Spots on carpets cleaned, as requested by LSM.

Recommended ANNUALLY – VCT floors stripped and waxed, between Nov 1 and Dec 31, unless other times are arranged with LSM.

Administration Building Lab (BD01), East Campus West Lab (BDEC02) and Greenhouse Main Lab (BDEC04) Recommended TWICE WEEKLY

· Trash emptied into respective dumpsters at parking lot of each building. Boxes removed to same.

· Trash container liners replaced as needed. (Government-provided liners).

· Trash containers washed of soil.

NOTE: Do not move items on laboratory counters

Recommended WEEKLY – Hard surfaces (floors) swept and mopped clean, or as directed by the LSM.

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

Recommended TWICE WEEKLY

· Sinks, faucets, countertops, toilet bowls, seats (both sides) urinals, all handles, including stalls & restroom door, cleaned with disinfectant

· Towels, tissue and liquid hand-soap dispensers filled (Government-provided supplies)

· Mirrors and ‘bright’ work all cleaned and polished

· Trash containers emptied and wiped clean with disinfectant

· Toilets, urinals, stall doors and restroom entry door handles cleaned with disinfectant

· Floors swept and mopped cleaned, including corners

DEFINITIONS:

Swept: Clean and free of dirt, streaks, including corners, under all furniture, behind doors and under mats.

Mopped: Using a wet mop, surfaces are uniform in appearance within streaks, swirls, detergent marks, soil, stain, film or standing water. Also, no splash or mop marks on furniture, wall or baseboard and no mop strands left behind.

Cleaned Glass (Windows) & Mirrors: All traces of film, dust or dirt, smudges, or other foreign matter removed from designated surfaces and their frames and casings.

Cleaned Stainless Steel Elevator Exterior and Interior: No streaks or residue left behind.

Scrubbed Clean: Using a brush to hand clean wash basins, stools, urinals and tile floors.

Trash Removed:

· Waste trash containers and other trash containers emptied and returned to their original location.

· Trash secured (tied) in plastic bags and deposited in the nearest outside trash dumpster to the building

· New plastic liners installed trash containers, as specified above

· Cardboard boxes deposited in the designated recycling bin outside the Administration Building (BD01).

Vacuumed: Carpeted floor free of all visible debris or dirt.

Drinking Fountains/Eye Wash Basins cleaned: Free of streaks, stains, spots, smudges, scale, or other obvious soils.

Toilet Bowls, Wash Basins, Urinals cleaned: Entire surface, inside and outside, cleaned with disinfectant and free of stains, streaks, scum, scale, or rust

Floor Maintenance: Hard floors (concrete or tile) are swept and mopped, including areas requiring hand cleaning. Floor are uniformly glossy appearance, free of scuff marks, heel marks, and other stains or discolorations.

Dusting: Bookcases, shelves, picture frames, decorative items, etc. dust and cobweb-free, without disturbing employee’s work materials.

GOVERNMENT-PROVIDED EQUIPMENT AND SUPPLIES:

RFQ No. AG-32SD-S-16-0063, amended 9/21/16 Janitorial Services, El Reno, OK

· Plastic trash bags

· Waste receptacle liners

· Toilet tissue for bathrooms

· Soap, for dispensers

· Paper towels

· Utilities

· Custodial Cart (2 ea)

· Storage Closets

The Contractor shall the LSM 30 days in advance of supplies’ depletion. No supplies may be used for other than this contracts’ performance.

CONTRACTOR-PROVIDED EQUIPMENT AND SUPPLIES:

· High-speed waxing and buffing machine with 2000 rpm minimum

· Vacuum cleaner with hose attachment

· Ladder or stepstools

· Brushes for scrubbing wash basins, stools, urinals and tile floors

· Mops and buckets

· Cleaning supplies: glass cleaner, soaps, disinfectants, urinal mats, floor stripper, wax, etc.)

These shall be Biobased to the greatest extent possible – see www.biopreferred.gov

Equipment shall have:

· bumpers and guards to prevent marking or scratching fixtures, furniture, or building surfaces.

· necessary safety protection and be UL approved

Equipment must operate using existing circuits.

Inadequate or unsafe equipment will identified by the LSM and shall be removed and replaced by the Contractor with safe and adequately powerful equipment.

Quality Assurance / Deficiency Reports: QA / Deficiency reports by the Contractor shall indicate substandard performance as well as damage to equipment, building, fixtures or plumbing apparatus. Provide reports same day as work schedule or by email the following workday

Quality Control / Inspection Reports: QC / Inspections by the LSM, will document random review of work performance as well as field and verify comments from employees. Re-inspection upon corrective action by Contractor will also be reported. See "Janitorial Services Inspection Report" below for documenting “Deductions”

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.

Liability: Liability insurance of a minimum of $10,000.00 will be required after award of contract and before commencement of work.

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.

Deduction Table Room Cleaning – Sweeping, Mopping, Vacuuming

Restrooms

Floor Maintenance Buffing – halls……………………………………… $75.00 EA

Foyers

In the event of deficiencies:

· The LSM will inform the on-site supervisor and the CO.

· The on-site supervisor will have one workday to correct the deficiency.

· If not corrected, a deduction will be placed on the monthly charge.

· CO will inform the Contractor in writing of Contractor failure to correct deficiency and implementation of deduction.

· The Contractor may appeal the decision, but the corrections must be made and accepted prior to cancellation of the deduction.

Quality Assurance – Deficiency Report Date of Inspection: _______________________

Date deficiencies reported to Government:

Location and Description of Deficiency:____________________________________________________________

Corrective Action Taken by Contractor:

Correction Accepted by U.S. Government: __________________date

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 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 manufacturer, price, quantity and intended use of each product for contract performance. For exercised option years, the Contractor shall compile an updated list of biobased products, with the same information.

The Contractor shall comply with tile provision at FAR 52.223-1, Biobased Product Certification and FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts.