AG-435H-S-13-0022.pdf

Janitorial Services for

Chattahoochee-Oconee National Forests

Supervisor’s Office, Gainesville GA

Solicitation Number AG-435H-S-13-0021

Form SF1449 Solicitation/Contract/Order is a separate attachment

Contents Price Schedule

Quote Preparation, Submission and Evaluation

Site Visit

Quote Proposal Format

Submission Requirements

Evaluation and Award Determination

Attachments

Statement of Work

General Requirements

Contractor Responsibilities

Work Hours

Building Access

Measurement and Payment

Task Descriptions and Performance Standards

Restrooms

Drinking Fountains

Breakroom

Floors

Surfaces

Entry Vestibule and Receptionist Area

Exterior

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Trash and Recycling

Government-Furnished Property

Contractor-Furnished Supplies and Equipment

Products with Recovered-Material Content

Bio-Based Products

Environmentally-Preferable Products

Safety

Personnel

Quality Control

Contractor Quality Control Plan (QCP)

Government Quality Assurance Surveillance Plan (QASP)

Contract Clauses

Representations and Certifications

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Price Schedule The Government intends to award a fixed price contract for a base year and four option years as indicated below. Please indicate the fixed price for each year of the contract in the schedule below.

Price should be inclusive of all supplies and services as outlined in the Statement of Work. All labor costs must be in compliance with the attached Federal Wage Determination.

Offeror’s Name:

DESCRIPTION UNIT UNIT

PRICE

QTY TOTAL PRICE

Base Year:

September 1, 2013 through August 30, 2014 Month 1 – only quarterly, 3x, semi-annual and annual tasks; Months 2 through 12 - all services (average costs across all 12 months) Month $______ 12 $__________

Option Period 1 September 1, 2014 – August 30, 2015 Month $______ 12 $__________

Option Period 2 September 1, 2015 – August 30, 2016 Month $______ 12 $__________

Option Period 3 September 1, 2016 – August 30, 2017 Month $______ 12 $__________

Option Period 4 September 1, 2017 – August 30, 2018 Month $______ 12 $__________

Total Base and all Options $__________

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Quote Preparation, Submission and Evaluation

Site Visit

A site visit is schedule for August 1, 2013 at 10:00 a.m. at 1755 Cleveland Highway, Gainesville, GA

30501.

Contractors are advised to attend the site visit and fully inform themselves as to the location of the work, verify measurements of 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 offeror of their responsibility under the resultant contract.

Quote Proposal Format

Quote proposals may be submitted by hardcopy or e-mail, however fax copies are not acceptable. It is the contractor’s responsibility to ensure proposals are received on time.

E-mail proposals: Submit to lbuffington@fs.fed.us. Consolidate proposal into one PDF document. If submitting via e-mail please note that file size limitations, formatting, or other problems may hamper receipt so please verify that the contracting officer has received your quote.

Hardcopy proposals: Proposals can be mailed by postal service or sent by courier service such as UPS or

FedEx to the office street address. Proposals can also be delivered by hand. Be aware the office is open to the public only Tuesday through Friday 9:00am to 12:00pm and 1:00pm to 4:00pm.

Submission Requirements

To be submitted with offer:

Signed SF1449 form with Contractor name, address, phone number, DUNS number

Price schedule, fully completed for all five years

Representations and Certifications –

Contractors registered in SAM – return pages 32 and 35 clause (b)(1)

Contractors not registered in SAM – return pages 32 and 35 through 40

Bio-based Products Information. Identify the bio-based products to be purchased and used under this contract. Document under Relevant Experience contractor’s prior experience, if any, in purchasing, using, and reporting biobased products used in Federal contracts.

Offeror’s Relevant Experience. Provide a Relevant Experience Input Form for at least four of the contractor’s relevant contracts performed over the past three years. The most relevant contracts would be those performed for governmental agencies in similar-sized or larger buildings.

Copy of Contractor’s Quality Control Plan from a similar contract currently in performance;

include name and phone number of customer’s contact person.

Copy of Contractor’s Annual Custodial Work Schedule Plan from a similar contract currently in performance; include name and phone number of customer’s contact person.

mailto:lbuffington@fs.fed.us

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Evaluation and Award Determination

Quote proposals will be evaluated in accordance with FAR 13.106-2, evaluation under simplified acquisition threshold.

The Government reserves the right to award to the offeror providing the best value to the Government.

Award may not necessarily be made to the offeror submitting the lowest quote. Award will be made to the offeror (1) whose proposal is technically acceptable and (2) whose technical/cost relationship are most advantageous to the Government. Evaluation factors other than cost or price, when combined, are approximately equal to cost or price in the award decision.

Technical Evaluation Factors

The following factors will be used in the technical evaluation process, listed in descending order of importance. Information should be provided for the general contractor and major subcontractors.

A. Past Performance: the degree to which an offeror satisfied its customers in terms of adherence to specifications, quality control, timely performance, effectiveness of management, compliance with labor standards and compliance with safety standards. The Government may also obtain performance information from other contracts not referenced by the offeror.

B. Experience: the contractor’s experience will be evaluated on the basis of its breadth, depth, and relevance to the work required under the prospective contract.

C. Use of Bio-Based Products: the contractor’s demonstrated commitment to the use of bio-based products.

Attachments

SF1449 Form

Task Frequency List / Quality Assurance Inspection Report

Building Layout / Floor Maintenance Plan

Offeror’s Relevant Experience Input Form

Wage Determination 205-2133 Rev. 12 (6/19/2013)

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Statement of Work

General Requirements

The contractor shall furnish all labor, supervision, transportation, equipment, supplies and incidentals necessary to complete the required janitorial services, in accordance with the attached specifications, for the Chattahoochee-Oconee National Forest Supervisor’s Office located at 1755 Cleveland Hwy, Gainesville GA 30501 for the initial period of (September 1, 2013 through August 31, 2014) with the option for four additional annual periods. During the first month (September 2013) the contractor will perform only the quarterly, three-times-per-year, semi-annual and annual tasks. The current incumbent contractor is under contract through the end of September to perform regular daily and weekly tasks.

Estimated building usable space is approximately 21,824 square feet. These square feet estimates include some space that will not require janitorial services such as Secure Rooms for Law Enforcement, IT and other storage. Excluded areas as shown on the Floor Plan Drawing. There are approximately 55 full time employees working in the building.

Contractor Responsibilities

The Contractor shall:

Be responsible for the management and operational decisions to meet the quality standards required under this contract.

Use innovation, technology and other means and methods to develop and perform the most efficient cleaning services for the building.

Implement an effective Quality Control Plan (QCP).

Submit an Annual Custodial Work Schedule Plan outlining frequencies, methods, and areas of work. Final schedules must be submitted within 15 days of contract award and must be approved by the COR.

Establish a Project Leader who is empowered to act with complete authority for the Contractor and who is responsible for overall management and coordination of work under this contract.

The Project Leader shall read, write, speak, and understand English. The Contractor shall furnish to the COR the Project Leader’s phone and e-mail contact information.

Work Hours

The performance of daily cleaning activities shall take place between the hours of 5:00 p.m. and 11:00 p.m. each day Monday through Friday. The hours shall not be changed unless authorized by the

Contracting Officer. Annual and semi-annual Heavy Cleaning activities shall be scheduled and performed only with prior written approval from COR.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

The janitorial services shall be performed in such a manner that there will be minimal interruptions to or interfere with the normal operation of Government business on the premises.

No work shall be performed on weekends unless specifically indicated on this document and written approval from the COR is obtained.

Holidays observed by the Government employees are as follows: New Year’s Day, Martin Luther King

Day, Presidents Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day and Christmas Day. When a holiday falls on Saturday or Sunday it is observed on the adjacent Friday or Monday, respectively.

Building Access

Contractor’s employees will be provided with access keys or access codes after complying with the identification credential requirements described later in this statement of work. If contractor employee enters the building before close of business (4:00 p.m.) they shall enter the building at the front entrance and sign the visitor register. Contractor employees shall not allow any unauthorized person into the building.

Measurement and Payment

Measurement of Work is based upon time unit of a MONTH. Unit cost should be the total monthly cost to perform daily, weekly, annual and semi-annual cleaning tasks as required for the building.

Payment will be made monthly in arrears for janitorial services satisfactorily provided. Payment may be withheld at the Government’s discretion, until all performance standards have been met or for services that have not been provided.

When the building is closed by the government during periods of inclement weather or for other reasons, such as administrative leave as a result of potentially hazardous conditions, the Contractor shall not be allowed access. Payment of the Contractor shall be made for work stoppage due to inclement weather and /or temporary closing of the Government facility during hazardous conditions, provided the contractor pays the employees for those days.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Task Descriptions and Performance Standards

Restrooms

All tasks to be performed daily.

Floors. Sweep and wet-mop floors. The Contractor shall sweep and scrub all accessible floor areas utilizing a cleaner/disinfectant. All surfaces shall be dry and the corners clean. The finished area should have a uniform luster. The quality standard is the same as that described in the Floor task description.

Fixtures. The Contractor shall clean and disinfect all fixtures and surfaces of washbasins, urinals, toilets, toilet seats, shower stalls, sinks, entrance door hardware etc., including metal, chrome, composite, or tile surfaces with a cleaner/disinfectant. Fixtures and metal surfaces (washbasins, urinals, toilets, shower stalls, etc.) shall be clean and bright. In addition, this task also includes the dusting of ledges, grilles, and stall partitions, and doors. There should be no oils, spots, or smudges on dusted surfaces caused by dusting tools or techniques.

Sanitary Napkin Receptacles. The Contractor shall empty, clean, and disinfect sanitary napkin receptacles and insert new bags. The receptacles shall be properly dried and new liners shall be provided daily. The Contractor shall be responsible for supplying the liners (bags.)

Mirror cleaning. The Contractor shall clean all mirrors and adjacent trim.

Restroom Dispensers. The Contractor shall ensure all restroom dispensers (paper towel, hand soap, toilet paper, seat cover dispensers, air freshener dispenser, etc.) are stocked so that supplies do not run out. The Contractor shall not overstock restrooms. Extra stock shall not be kept in the restrooms. The re-supplying of restrooms shall be completed during the stated hours (after 6:00pm daily, Monday through Friday).

Operational Check. All wash basins, urinals, toilets, soap dispensers, and shower stalls shall be checked daily for proper operations of fixtures and drains. All malfunctions shall be reported to the COR.

Drinking Fountains

Clean and Sanitize: Drinking fountains shall be sanitized and present a lustrous appearance. All fountains shall be shall be free of dirt, watermarks, encrustation or mineral deposits, and all other debris. This includes the orifices and drains as well as the exterior surface.

Breakroom

All tasks to be performed daily.

Cleaning. All areas (counters, sink, tables, seating areas, wall behind trash receptacles) shall be clean, sanitized, and free of spillages, food crumbs, spots, smudges, marks, and soil.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Floors. Sweep and wet-mop floors. The Contractor shall sweep and scrub all accessible floor areas utilizing a cleaner/disinfectant. All surfaces shall be dry and the corners clean. The finished area should have a uniform luster. The quality standard is the same as that described in the Floor task description.

Sink and Refrigerator. Sink and refrigerator exterior shall be clean and sanitized. Fixtures shall maintain a high level of luster and be free of dust, mold, mildew, streaks, stains, and encrustation or mineral deposits.

Paper Towels. The Contractor shall supply paper towels for the breakroom. Contractor shall replenish supplies and fill towel holders as a standard service.

Trash Receptacles. See standard under Trash and Recycling.

Floors

Carpet

Vacuuming: Carpet surfaces are to be free of dirt, dust, and other debris. Vacuuming shall be done at a frequency that will protect the integrity of the carpet and prevent wear. For example, high use areas may need to be vacuumed daily while low use areas may need to be vacuumed only 2-3 times per week.

See the frequency schedule.

Around desks, carpeted floor space shall be vacuumed to extent possible without moving or picking up items left on floor. Exception to moving/picking up is the trash can.

Spot Cleaning: Carpet surfaces shall be free of removable spots, soiled traffic patterns, dirt, dust, debris, gum, and crusted material. Build-up, spills, or crusted material shall be removed along with spots and smears. There shall be no areas of deterioration or fuzzing to the carpets and rugs as a result of harsh brushing or scrubbing. Cleaned areas of carpets and rugs shall be reasonably blended with surrounding carpets. Spot cleaning involves all carpeted areas including offices, corridors,etc.

Heavy Cleaning. The Contractor shall coordinate with the COR about the date and time for carpet cleaning (shampooing). Moving of copier equipment, computer equipment, and similar type electric and electronic equipment is to be coordinated with the COR prior to cleaning of the carpet. In no event shall the contractor move equipment without government consent. The carpet shall be dry before customers occupy the building on the next business day. The Contractor shall take measures to prevent the growth of mold.

Vinyl Tile

Standard of Performance. Floors and base moldings shall be clean and free of debris including but not limited to dirt, water streaks, mop marks, string, gum, tar, and other foreign matter. The floors shall maintain their natural luster and not have a dull appearance.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Wet mopped floors are to be cleaned using disinfectant cleaner(s) with additional scrubbing, if necessary. These floors shall be slip resistant. Surfaces, baseboards, and corners shall be clean and dry.

Walls, baseboards, and other surfaces shall be free of splashing and markings from the equipment.

There shall be no visible buildup of finish in corners or crevices.

Stripping and Finishing: The old finish or wax shall be removed and new sealant applied in accordance with standard commercial practices. Spots shall be eliminated. There shall be no evidence of gum, burns, scuffmarks, or wax build-up in corners or crevices. Burnishing, High speed buffing, or dry-stripping methods shall not be used. Walls, baseboards, and other surfaces shall be free of finish residue and marks from equipment. Floors shall be free of streaks, mop strand marks, and skipped areas. The finished area shall have a uniform luster.

Sealing: Sealant must adhere to the floor. Floor areas must be evenly coated with a slip resistant seal.

Ceramic Tile

Follow standards under restroom.

Entrance Floor Mats

These floor mats shall be kept clean and odor free. During inclement weather, floor mats shall be replaced when they become so wet and dirty that they fail to prevent water or dirt from being tracked onto the floor surface.

Surfaces

Standards of Performance

Horizontal surfaces: All surfaces shall be free of dust, dirt, coffee-rings, oil spots, or smudges. This includes desk worksurfaces, meeting tables, tops of partitions, bookcases, file cabinets and credenzas.

Cabinets and desks with papers, computers, and keyboards shall not be disturbed. Employees who desire their desk area to be cleaned will remove everything from that space. If items are not removed from the desk, it will not be cleaned.

Metal, Brass and Woodwork: Surfaces (including corners, crevices, moldings, ledges, grills, doors, door knobs, door frames, kick plates, etc.) shall be free of dust, streaks, spots, hand marks, oil, smudges, dirt, soil substances, encrustation, and streaks.

Glass Cleaning: All glass, clear partitions, and mirror surfaces (within approximately 70 inches off the floor) shall be clean and free of dirt, dust, streaks, smudges, watermarks, spots and grime, and shall not be cloudy. There shall be no water spots on the glass or adjacent fixtures and furniture.

Vertical surfaces: All surfaces shall be free of dust, dirt, oil spots, or smudges. Posted items shall not be disturbed.

Wall surfaces: shall be free of smudges, marks, dirt, spots and cobwebs. Cleaning should not cause discoloration.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Conference Room Tables

All horizontal table surfaces shall be free of dust, dirt, coffee-rings, or smudges. Tables that have been stacked and stored do not need to be cleaned.

Window Coverings

Window blinds shall be free of obvious dust and stains.

Entry Vestibule and Receptionist Area

Glass: All glass shall be clean and free of dirt, grime, streaks, and moisture and shall not be cloudy. This includes glass over and in exterior and vestibule doors, all glass at receptionist area including on the counter, and glass openings in interior doors.

Door Hardware: Push bars, handles, kick plates, and other door hardware shall be clean and polished.

This includes both sides of interior doors to the conference room and hallways.

Exterior

Contractor shall police (pick up paper and trash) and sweep entrances outside building stairs/landings, sidewalks, parking areas, and driveway. All hard-surfaced areas (sidewalks) shall be clean and free of dirt, debris, gum, litter, gravel and weeds.

Trash containers and ash receptacles shall be emptied and kept clean, odor-free, and free of dirt, dust, ash, cigarette butts, debris, residue and spilled material.

Trash and Recycling

Trash: All trash (including restroom and break rooms) shall be collected and removed to the dumpster.

Trash containers shall be emptied and kept clean, odor-free, and free of dirt, dust, debris, residue, and spilled material.

Plastic liners for all trash containers shall not be torn, worn, or contain residue. Liner shall be fixed in trash container not to fall when objects are placed within. If trash receptacles are soiled, the receptacles shall be cleaned and washed with a mild soap and water solution. Any loose trash around trash receptacles shall be picked-up.

The Contractor shall notify the COR of any prohibited or unauthorized items observed in the trash receptacles, including the utility-provided dumpster(s) on site. Typical prohibited wastes include but are not limited to fluorescent light bulbs, thermostats, thermometers, most chemicals, batteries (nickel-cadmium and small, sealed lead acid batteries in electronic equipment, mobile phones, portable computers, and emergency lighting). In addition, electronic equipment such as computers and printers shall not be discarded in the trash containers. Unauthorized items include the use of the utility-provided dumpster for garbage or trash generated at other work sites or personal residences.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Recycling: It is the intent of the Government that recycling programs shall be used to keep the maximum amount of material from the landfill through aggressive recycling. The Government participates in recycling paper, plastic, glass and metal products.

All recycle collection containers will be clearly marked. All recycle products will be removed from the building and stored in the large recycle bin outside. Material collected in shredder machine bags will also be handled as recycled material.

Contractor is responsible for emptying the office recycle collection containers whenever the container is filled to the point that another day’s collection cannot be put into the container. (That is, each container should always have enough room to accommodate at least one more day of material.) The frequency of emptying the collection containers in the building is up to the contractor. More frequent emptying may be necessary to keep the weight manageable for placing in the outside container.

Dumpsters: All solid waste, trash, and debris shall be emptied into the appropriate containers with no overflow of these materials in the area around the container. Any overflow of materials from containers and dumpsters to ground shall be picked up by the Contractor.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Government-Furnished Property The Government will furnish space within the building for the Contractor’s operational requirements.

The Contractor may use any existing equipment such as tables, benches, and chairs placed within the designated Contractor’s space during the term of the contract. This equipment must be kept neat and clean and be returned to the Government at the expiration of the contract in reasonably the same condition as at the time of entering into the contract. The Contractor is responsible for any and all repairs or replacement of equipment that is used by the Contractor and furnished by the Government.

Space in the building will be assigned to the Contractor for use and storage of inventoried bulk supplies, equipment, and replacement equipment that will be used in the performance of work under this contract. The Contractor shall maintain this space in neat and orderly condition. The Government will not be responsible in any way for damage or loss to the Contractor’s stored supplies, materials, or replacement parts or equipment.

No reactive, flammable, or explosives such as aerosol cans with flammable propellants or gasoline will be stored in the building.

Government property shall remain the property of the Government in all respects. At any time during the term of this contract, within ten (10) work days upon request of the Contracting Officer, or his or her representative, the Contractor shall render an accounting of all Government property. An accounting shall also be submitted in writing at the termination or expiration of the contract period of performance.

Government property shall be used only in direct operations of providing Contractor services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the

Contractor of the Contractor’s employees.

The Government will furnish all utilities.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Contractor-Furnished Supplies and Equipment The Contractor shall provide all necessary supplies needed for the performance of the work of this contract in a timely manner. Lack of Contractor furnished supplies or materials shall not be considered an acceptable cause for non-performance of this contract. The Contractor shall be responsible for ordering, determining inventory levels, processing receipts, storing materials, etc.

The Contractor shall furnish all necessary cleaning equipment including: floor scrubbing machines or equipment; waxing and polishing machines or equipment; vacuum cleaners equipped with High

Efficiency Particulate Air (HEPA) filters able to trap at least 99.97 percent of all airborne particles that are collected by the vacuum cleaners; at least 1 small (i.e., approximately 30 gallons capacity) vacuums capable of vacuuming liquids; and all other equipment that may be needed for the performance of work under this contract. Such 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. Defective equipment shall be brought immediately or as soon as feasibly possible, to the attention of the COR, and repaired or replaced at the Contractor’s expense within 48 hours.

All equipment must be properly guarded and meet all applicable OSHA standards. HEPA vacuum cleaners should meet the minimum requirements of the Carpet and Rug Institute’s Green Label

Program. Floor machines should be equipped with active vacuum attachments to capture fine particles.

Filters should be replaced as necessary and in accordance with manufacturer’s directions. The

Contractor shall immediately stop using equipment that needs repair. Repair or replacement of damaged equipment must be made within 48 hours.

Equipment will be used only for its intended purpose. Contractor shall never use any equipment that has not been approved by the COR, in need of repair, or unsafe.

Products with Recovered-Material Content

In performance of this contract, the Contractor shall make maximum use of products containing recovered materials. At the completion of the contract, contractor shall estimate the percentage of total recovered material content and submit the estimate to the Contracting Officer. (See Clause

52.223-17, 52.223-4 and 52.223-9)

(1) The offered products must meet requirements as stated below:

a. Disposable paper products: The disposable paper products must contain 100% recovered materials with at least 30% post-consumer material.

b. Plastic trash bags: Plastic trash bags and other liners with a minimum of 30% post-consumer recycled content.

c. General purpose industrial wipes: The general purpose industrial wipes must contain 100% recovered materials with at least 40% post-consumer content.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Bio-Based Products

In performing this contract, the contractor shall make maximum use of biobased products designated by

USDA. The USDA BioPreferred Catalog is available on-line. (See clause 52.223-2 Affirmative

Procurement of Biobased Products for exceptions to using biobased products.)

Contractor shall prepare a list of bio-based products proposed for use and submit the list with the original solicitation proposal.

At the end of each fiscal year, Contractor shall submit a report of the product types and dollar value of any USDA designated biobased products purchased by the Contractor during the year.

The following is a list of categories for products that may be required for performance of custodial duties. Each product submitted for use under this contract must be identified with at least one of these categories (some products may be listed under more than one category). Labeling shall be printed on all containers.

All purpose cleaner Degreaser/cleaner

Heavy duty cleaner Deodorizer

Carpet shampoo Floor finish

Gum Remover Floor finish restorer

Disinfectant sanitizer Floor sealer

Extraction Fluid Furniture polish

Floor stripper Glass cleaner

Neutral cleaner (liquid) Grout Sealer

Spot and stain remover Lime and scale remover (tub & tile cleaner)

Air freshener including dispenser Liquid hand soap including dispenser

Bathroom cleaner Stainless steel polish

Brass polish/cleaner Toilet bowl cleaner

Chrome polish/cleaner White board cleaner

Cream cleaner Wood floor cleaner

Solvent spotter Laundry detergent http://www.biopreferred.gov/bioPreferredCatalog/faces/jsp/catalogLanding.jsp

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Environmentally-Preferable Products

The Contractor shall use Environmentally Preferable Products and Services. “Environmentally preferable” means that a product or service has a lesser or reduced detrimental effect on human health and the environment when compared with competing products or services that serve the same purpose.

USDA is committed to occupying “green” facilities and working toward sustainable development.

The Contractor will take every precaution to ensure that only safe and environmentally preferable products are used. Information can be obtained from Federal, state, and local agencies concerning safe chemical cleaning materials. Preference will be given to cleaning products meeting the criteria under

Green Seal’s Standard GS-37 for Commercial and Institutional Cleaners (www.greenseal.org). If products do not have the “Green Seal” label, they may have a third party certification that shows their product meets the “Green Seal” criteria.

(1) The Contractor shall not use 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.

(2) The Contractor shall, as part of their Quality Control Plan, develop and maintain a low impact environmental cleaning fluid and housekeeping policy that addresses sustainable cleaning and hard flooring coating systems products and the utilization of concentrated cleaning products.

Safety Safety Hazards inherent to Janitorial work includes but is not limited to slips and falls, exposure to cleaning chemicals and solvents, hand or eye injuries, and electrical hazards from use of electrical-powered equipment that could lead to minor and even serious injury or loss of life for the contractor and contractor employees. Contractor or contractor employees shall follow standard Safety and

Security requirement such as notify law enforcement/Dial 911 when unauthorized or suspicious person(s) are seen on premises or break in suspected. If Fire Alarm goes off, exit building; call 911, and then call COR. For other alarms, call COR. Contractor is responsible for awareness of and compliance with all safety requirements of cleaning products proposed for use.

Contractor shall provide a written, job-specific Safety Plan identifying and addressing site specific hazards including mitigation measures for review and approval at the pre-work meeting.

Safe Working Environment: The Contractor must maintain a safe working environment for its employees and customers. The Contractor must maintain a stock of safety equipment and hazard signs to meet all safety regulations such as, but not limited to, “wet floor”, “danger”, etc., and other items as applicable to the task/work being performed and as required by OSHA regulations.

The Contractor shall provide adequate first-aid supplies and equipment for the number of personnel and the type of operations at the site.

http://www.greenseal.org/

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Accident Reporting: The Contractor shall report all accidents/injuries to the COR as soon as possible and assist and cooperate fully with the COR and other officials, as required, in the investigation of the accident.

Emergency Instructions: The Contractor shall post telephone numbers and reporting instructions for ambulance, physician, hospital, fire department, police, and hazardous spill-response agencies in a designated location and in a manner easily understood by contract personnel. This may include instructions in a language other than English.

Personnel Protective Equipment (PPE): The Contractor shall provide its personnel with PPE as required by the nature of the assigned activities. The PPE given for use must meet requirements of NIOSH, MSHA, and ANSI where applicable. The Contractor shall inspect and maintain PPE before use and on a periodic basis to ensure safe operation. As appropriate, personal items must be cleaned, sanitized, and repaired, before being issued to another individual.

Prevention of Personal Injury/Property Damage: The Contractor shall implement all reasonable actions to prevent personal injury to its employees, occupants, or visitors and or damage to property. This includes, but is not limited to, the posting of sufficient and adequate signs to warn occupants of possible hazards (e.g., floor maintenance in progress) and or restricting or limiting the flow of pedestrian traffic within certain areas while work is in progress.

Environmental compliance and hazardous materials: After ten (10) days from contract effective date, the Contractor shall submit copies of Material Safety Data Sheets (MSDS) for all products used in the performance of this contract to the COR for approval.

The Contractor shall never store or use a product or material which the COR has not approved.

The Contractor will be responsible for ensuring that the products or materials are used for their intended purpose and cause no harm to humans, building materials, or landscape.

The Contractor shall assume responsibility for compliance with all applicable Federal, sate, and local laws, regulations and requirements regarding environmental protection and hazardous materials, including preparing all appropriate compliance documentation, submitting required reports, and obtaining all necessary permits. The Contractor shall be held liable for all fines and penalties imposed by environmental regulators for their non-compliance of applicable Federal, state, and local laws, regulations, requirements, and permits.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Personnel Each contract employee must sign-in when reporting for duty and sign out when leaving at the end of the workday on form designated by COR.

Access to a Government facility shall be limited to only those individuals employed by the Contractor.

While cleaning, no building shall be left unlocked. Contractor shall not admit others to the buildings.

The Government reserves the right to remove any Contractor employee or awardee that is, in the

Government’s estimation, a security risk for the Government.

The personnel employed by the Contractor shall be trained and qualified in the services required under this contract.

STANDARDS OF CONDUCT

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary. The Contractor is responsible for ensuring that his employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones. Each employee is expected to adhere to standards of behavior that reflect favorably on his/her employer, and the Federal Government.

No smoking is allowed in the building.

The Contractor is strictly prohibited from having any non-employee persons on the premises (including the parking areas) to either work or accompany the contract-employees during the performance of this contract. The Contractor or employees shall not bring children to the premises while the work is being performed.

The Contracting Officer or his/her representative may request the Contractor to immediately remove any employee(s) from the work site. The Contractor must comply with any removal request. The

Contractor is responsible for providing replacement employee(s) in cases where contract employee(s) are removed from working at the work site or on the contract.

For clarification, a determination to remove an employee will be made for, but is not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below:

Failure to receive a suitability determination, temporary clearance, or clearance from Government or a tenant agency.

Violation of Federal, State, or local law.

Violation of the Rules and Regulations Governing Public Buildings and Grounds, 41 CFR 101-

20.3. This includes the carrying or possession of explosives, or items intended to be used to fabricate an explosive or incendiary device.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Neglect of duty, including sleeping while on duty, unreasonable delays, or failure to carry out assigned tasks, conducting personal affairs during official time, refusing to render assistance, or cooperate in upholding the integrity of the security program at the work site.

Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records.

Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, fighting, or participation in disruptive activities, which interferes with the normal efficient operations of the Government.

Theft, vandalism, immoral conduct, or any other criminal actions.

Selling, consuming, or being under the influence of intoxicants, drugs, or substances which produce similar effects while in or on Federally-controlled property.

Improper use of Government identification.

Unauthorized use of communication equipment on Government property.

Violation of security procedures or regulations.

Violation of Title 18, U.S.C., Section 930, which prohibits the knowing possession or the causing to be present of firearms or other dangerous weapons in Federal facilities and Court facilities.

MISCELLANEOUS REQUIREMENTS FOR CONTRACTOR

The Contractor or the Contractor’s employees shall not use government property in any manner for any personal advantage, business gain, or other personal endeavor.

Contractor shall not use telecommunications equipment except with written approval of the Contracting

Officer.

Contractor or contractor employees shall not adjust mechanical equipment controls for heating, ventilation and air conditioning systems.

Contractor or contractor employees shall not turn off, or unplug, Government equipment without prior approval by COR.

Contractor or contractor employees shall report any noted hazardous conditions or items in need of repair such as inoperative lights, broken windows or doors, torn carpets, leaking sinks, urinals or commodes, etc, Any observed hazardous material, or Universal Waste materials, in trash or recycling receptacles shall be reported to COR.

Contractor or contractor employees shall turn in lost and found articles to the COR.

IDENTIFICATION CREDENTIALS

The Government may require Contractor and his employees to obtain Government Identification

Credentials. All Contractor or subcontractor employees possessing Credentials or entry cards shall visibly display their cards at all times while in the building where work is being performed. The

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Contractor shall be responsible for ensuring that all identification credentials or key cards are returned to the Government when a particular Contractor or subcontractor employee will no longer be providing service under the Contract at the building. The Contractor shall immediately notify the Government when Credential or Key Cards are lost. In that event, the Contractor will be responsible for reimbursing the Government for its cost in issuing a replacement Credential or Key Card.

PERSONAL IDENTITY VERIFICATION OF CONTRACTOR EMPLOYEES, CLAUSE AGAR 452.204-71 (MAR

2006)

(a) The contractor shall comply with the personal identity verification (PIV) policies and procedures established by the Department of Agriculture (USDA) Directives 3800 series. AGAR Advisory No. 81, Page

(b) Should the results of the PIV process require the exclusion of a contractor’s employee, the

Contracting Officer will notify the contractor in writing.

(c) The contractor must appoint a representative to manage this activity and to maintain a list of employees eligible for a USDA PIV ID Badge required for performance of the work.

(d) The responsibility of maintaining a sufficient workforce remains with the contractor. Employees may be barred by the Government from performance of work should they be found ineligible or to have lost eligibility for a USDA PIV ID Badge. Failure to maintain a sufficient workforce of employees eligible for a

USDA PIV ID Badge may be grounds for termination of the contract.

(e) The contractor shall insert this clause in all subcontracts when the subcontractor is required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system.

(f) The PIV Sponsor for this contract is the Contracting Officer representative (COR), unless otherwise specified in this contract. The PIV Sponsor will be available to receive contractor identity information from Monday through Friday, 8:00 a.m. to 4:30 p.m. at the Chattahoochee-Oconee National Forest

Supervisor’s Office. The Government shall notify the contractor if there is a change in the PIV Sponsor, the office address, or the office hours for registration.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Quality Control

Contractor Quality Control Plan (QCP)

The Contractor shall establish and implement a complete Quality Control Plan (QCP) to assure the requirements of the Contract are met. The QCP shall be prepared by the Contractor and provided to the

CO for review and acceptance as part of post award meeting. The plan will be site specific and will inform the Forest Service how the work, oversight, project management, and follow-up will be performed in this contract to ensure compliance with all requirements.

When elements of the QCP change – such as scheduled daily times of performance or personnel performing work, Contractor shall provide an updated addendum to QCP to the Contracting Officer for review and approval. This update shall not change the performance requirements of this Contract.

The QCP should include, but not be limited to, the following:

a. Detailed operations control plan that demonstrates methods of meeting the standards and responsibilities of individuals for project management, inspections, plan implementation, process improvement changes, and correction of deficiencies.

b. A site-specific inspection plan. The inspection plan will detail how services will be inspected to ensure that the outcome of the work meets all the performance standards.

c. A system to monitor work output in relation to the performance standards in this contract, methods of informing employees of deficiencies in their area of responsibility, and a process to ensure that the deficiencies are corrected and do not reoccur.

d. A plan for responding to, monitoring, and correcting customer complaints in a timely manner.

e. A plan to record customer complaints and the corrective action taken that must be kept on file at the site and available for review by the Contracting Officer or his/her representative, at any time.

f. A plan for how the Contractor will respond to situations when the emergency occurs outside of the contract normal operating hours. (Emergency situations are defined as items such as spills, toilet overflows, acts of nature, etc.)

The Contractor shall review the QCP with the COR and the Contractor’s employees annually so that all parties agree and understand what is expected.

The CO and the COR will receive a copy of the most current quality control plan and all updates when they are made. The Contractor must keep a copy on file at the work site location at all times.

Anytime the Contractor is not meeting contracting requirements, it must correct the deficiencies immediately in a manner that is likely to prevent reoccurrences. If changes cannot be made immediately, the Contractor must inform the COR of the projected timeline for the changes.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

COMMUNICATION PLAN -- The Contractor shall provide Communication Plan as part of Quality Control

Plan submittal. The plan shall include Contractor and Contractor’s designated representative contact information and method(s) of contact between the Government and Contractor.

Government Quality Assurance Surveillance Plan (QASP)

The objective of a quality assurance surveillance plan is to reduce the risk to both the Government and the Contractor when problems arise, and to provide a disciplined process for evaluating the Contractor’s performance in order to determine conformity with the requirements of the contract and resolve problems with performance.

Government inspections and tests are for the sole benefit of the Government and do not relieve the

Contractor of responsibility for providing adequate quality control measures; constitute or imply acceptance; or affect the continuing rights of the Government after acceptance of the completed work.

Quality Assurance Surveillance Plan consists of two parts:

Visual inspections for compliance with included Performance Standards and other contract requirements. The Government will perform random visual inspections the day after services are rendered. Inspections will be documented in a written inspection report or daily diary.

Tenant satisfaction with Contractor performance: COR shall investigate validity of Tenant complaints regarding Contractor performance under this contract. Complaints - valid or not - will be documented in a written inspection report or daily diary.

When Not-to-Standard Performance is observed or valid complaints received, the Contractor and/or

Contractor’s Designated Representative shall be notified of the first occurrence either verbally or via an agreed upon method. Contractor shall be notified in writing regarding future occurrences.

Method of Surveillance

The government, through the COR, will be monitoring the contractor’s performance on a continuous basis. The method(s) of surveillance for each task, will be a combination of—

(1) 100% Inspection

(2) Customer Complaints.

Corrective Action

When performance is deficient, the Contractor shall be promptly notified by the COR and a system should be established to track corrective action. The contractor shall correct unsatisfactory performance within the next cleaning cycle at no cost to the government. If the desired results are not achieved, the COR shall notify the Contracting Officer to assist in a corrective action. The Contracting

Officer will set up a time frame for corrective action and re-inspection.

Consequences of Unsatisfactory Performance

When the contractor’s performance does not meet contract requirements, or is not performed in accordance with the approved work plan, or is not performed in accordance with the standards of

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022 performance, or is not performed within the allowed time frame, or is not completed in its entirety – it will be considered to be defective and shall be reperformed at no additional cost to the Government.

When the defects in services cannot be corrected due to circumstances, the Government may 1) require the contractor to take necessary action to ensure that future performance conforms to contract requirements, and 2) reduce the payment to reflect the reduced value of the services performed. The

Government may exercise appropriate contractual remedy (termination) should the contractor fail to promptly take the necessary action to ensure future performance is in conformance with contract requirements.

Janitorial Services - Chattahoochee-Oconee Supervisor’s Office AG-435H-S-13-0022

Contract Clauses

52.204-9 Personal Identity Verification of Contractor Personnel. (JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS

PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the

Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee's employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the…