Attachment_2_Statement_of_Work_and_Specifications.docx

AG-4568-S-17-0041

Attachment 2 SOW and Specs Nantahala RD Admin Site Janitorial Services

Nantahala Specification for Janitorial Contract

SCOPE OF CONTRACT

The contractor shall provide all necessary management, labor, supervision, and other items necessary (except as specified under Government-furnished property) to satisfactorily perform janitorial services at the Nantahala Ranger District Office Admin Site, National Forests in North Carolina. The base contract period would be October 01, 2017 through, September 30, 2018 with 4 Option Periods.

LOCATION AND DESCRIPTION

The work is located at the Nantahala Ranger District Office, 90 Sloan Road. Franklin, N.C. 28734. The building consists of approximately 8320 square feet, located on two levels. There is also a Work Center on the same site that contains 3 restrooms.

All work shall be accomplished outside of normal working hours and shall be performed two (2) days per week. One of the following work schedules will be agreed upon during the pre-work conference:

1. Tuesday and Thursday between the hours of 6:00 pm and midnight or

2. Wednesday between the hours of 6:00pm and midnight and Saturday or Sunday anytime during the day.

If the scheduled day for cleaning is on a Federal Holiday the Contractor may clean any time during that day. The proposed work schedule must be mutually acceptable to contractor and the COR.

It is the Contractor’s responsibility to notify the COR of inability to perform duties on any particular day. The COR is to be notified prior to 3:00 P.M. on that day. This situation should not occur over two times per quarter. Anything in excess of this is grounds for default of contract.

The Contractor is required to use Bio Based cleaning products in the performance of this contract.

Space Information

Main /Office Building (gross square footage – 8,320 SF) (2 levels)

Computer/Telephone Equipment Room located within the Main Building.

7 Restrooms Main Building and 3 Restrooms Work Center 1 Break area 2 Conference Rooms

1 picture window

Trash cans - 40 small cans and

· 1 10-gallon trashcan that has wheels at back door.

DEFINITIONS

Clean - Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris, and other residue.

Contracting Officer - The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contractor - The term Contractor as used herein refers to both the prime contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contracting Officer Technical Representative – A Government Employee that is the Contracting Officer’s representative designed by the Contracting Officer.

Contractor Representative - A foreman or superintendent assigned in writing to represent the Contractor.

Sanitize- Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

Waste Containers - Waste container are defined as trash receptacles, waste baskets, trash cans, wastepaper baskets, ash trays, or any container holding trash, paper, or refuse of any type.

Annual (A) - Services performed once during each 12 month period of the contract at intervals of 345 to 385 calendar days.

Weekly(W)- Services performed 52 times during each 12 month period of the contract intervals of six to eight calendar days.

Twice Weekly (TW) - Services performed twice during the a 7 day period, such as Monday and Thursday or Tuesday and Friday.

Weekly (W) - Services performed 52 times during each 12 month period of the contract at intervals of 2 to 31 calendar days.

Monthly (M) - Services performed 12 times during each 12 month period of the contract at intervals of 6 to 8 calendar days.

Quarterly (Q) - Services performed 4 times during each 12 month period of the contract at intervals of 80 to 100 calendar days.

GOVERNMENT-FURNISHED PROPERTY

The contractor shall provide all cleaning equipment and supplies required in the performance of this contract with the exception of the following:

· Toilet Paper

· Paper Towels

· Hand soap to refill containers in bathrooms, showers, break areas, and conference room.

· Trash can liners

· Mop buckets.

Vacuums and a carpet cleaner should be provided by the contractor.

The contractor shall notify the Contracting Officer’s Representative (COR) 30 days in advance of need for replenishment of Government-furnished supplies.

CONTRACTOR FURNISHED ITEMS/PROPERTY

The Contractor will furnish all Bio-based cleaning solutions, a Vacuum cleaner, Mops, Brooms, a carpet cleaning machine and all incidental items, not listed above, as needed to perform the requirements of this contract.

PRE-WORK CONFERENCE

This contract will be administered by the Contracting Officer (CO). The CO may designate a Contracting Officer’s Representative (COR) for the purpose of ensuring compliance with the specifications and provisions of this contract.

Prior to commencement of work, the COR will arrange a pre-work conference with the Contractor to discuss the contract terms and work performance requirements.

Before work starts, preferably at the pre-work conference, the Contractor shall designate in writing a person to act for him in his absence. The Contractor or his/her designated representative shall be on the contract area whenever the work begins. There shall be no subcontracting. Contractor and any trained employees are to be named at prework for security purposes.

In the absence of the Contractor, his authorized representative will take such action as is required to keep the job in progress under terms of the contract. The presence of the Contractor’s Representative and/or COR on the job will, in no case, relieve the Contractor of any responsibility for satisfactory performance.

TECHNICAL SPECIFICATIONS

GENERAL

The Contractor shall personally, or through a competent foreman, supervise the work of his employees to insure that the provisions of these specification and the terms and conditions of this contract are being carried out. The Contractor, or a foreman, shall inspect daily all areas covered under this contract to insure that all services are being provided.

For the protection of the building and its equipment and the facilitation of the business to be conducted therein, first quality cleaning will be required. Careless performance of work will not be tolerated. Unsatisfactory work will be called to the attention of the Contractor, and he will be required to correct the work deficiencies and improve the overall work results. Failure by the Contractor to comply with such requests will result either in the corrective work being performed by the Government, or others, and the cost charged to the Contractor and/or in the termination of the contract.

The Contractor shall provide as many trained employees as necessary to perform the services herein specified and/or scheduled.

PROTECTION OF THE BUILDING AND EQUIPMENT

· Contractor shall be responsible for one office key issued to them and shall be responsible for any costs incurred as a result of loss or misuse.

· All doors and other openings permitting access to the building shall be kept locked as directed by the Contracting Officer or the Contracting Officer’s Representative.

· Only the Contractor or designated employees (names at pre-work) shall be permitted in the building during the working period specified.

· After completion of work each day, the Contractor shall secure the building, checking to make sure each door is locked, all windows are closed, and all lights are turned off, except the 24-hour security lights.

· In the interest of energy conservation, lights shall be turned on only in those areas where work is being performed and shall immediately be turned off upon completion of the work. Designated lights shall be left on at all times.

· Telephones in the building may be used in case of emergency only.

· Care shall be taken not to damage any equipment located in the building. Repair of any damage which occurs during cleaning shall be the Contractor’s responsibility. To protect the Contractor, all equipment shall be inspected jointly at the beginning of the contract period by the Contractor and the Contracting Officers Representative or his designated representative.

SPECIFIC TASKS

C.1. GENERAL CLEANING

· Empty all waste containers daily. Wipe or wash and change liners as needed. Waste containers shall be washed and disinfected as needed, but no less than once every three (3) months.

· All waste shall be dumped in outside disposal containers daily.

· Dust all areas including furniture, chairs and legs, display cabinets, window sills, tops of bathroom partitions, ledges, door jambs, pictures, blinds, and all other surfaces at least once a week with a treated dust cloth or feather duster. Contractor should not clean computer screens or keyboards but will dust around them with feather duster or cloth. Tops of printers, copiers and other obvious pieces may be gently dusted. Gently dust around personal articles and plants, do not move papers.

· Clean all glass doors at least twice monthly. Clean both sides of all glass doors. Doors shall be free of all cleaner, dirt, lint, and streaks.

· Sweep (or dust mop) and damp mop all uncarpeted areas daily. Hardwood floors shall be damp mopped with manufacturer-approved cleaners for hardwood flooring.

· Clean, disinfect and polish all drinking fountains. (A separate container and materials shall be used for this purpose).

· Vacuum with electric vacuum cleaner all carpeted areas daily to remove dust, dirt, and litter. Spot clean carpet to remove stains.

· Fill paper towel dispensers, toilet paper dispensers, and replenish soap supplies as needed.

· Sweep off front entrance, back entrance, and lower entrance.

C.2. RESTROOM CLEANING

· Wash and sanitize all water closets, seats, and urinals. All surfaces shall be free of stains, rust or encrustation.

· Wash and disinfect all sinks, bowls and fixtures. All surfaces shall be free of stains, dirt, and streaks.

· Floors will be swept, mopped, and disinfected with appropriate cleaner to remove all dirt, debris, and stains from tile surface and grouted areas. Cleaners used will not be abrasive to ensure floors are not damaged.

· All tile surfaces (baseboards and walls) will be cleaned with appropriate cleaner to remove all dirt and stains from surfaces and grouted areas.

· Mirrors, shelving, dispensers, and chromium fixtures shall be damp-wiped and polished.

· Replenish paper towel and toilet paper dispensers, and soap as needed.

· Wash partitions as needed, but no less than once a month.

CLEANING MATERIALS USED IN RESTROOMS WILL NOT BE USED IN ANY OTHER AREA.

C.3. FLOOR CARE

• Uncarpeted areas shall be swept then damp mopped.

• Hardwood floors shall be swept then damp mopped with a manufacturer approved cleaner.

• Carpeted areas shall be vacuumed to removed dust, dirt, and litter. Carpets are to be spot cleaned as needed to remove stains.

• Uncarpeted areas shall be swept then damp mopped.

C.4. WINDOW AND BLIND CLEANING

· Clean all accessible exterior and interior windows once annually at a time agreed upon by the COR and the Contractor. Windows, window tracks and sills shall be free of water, dirt and streaks. Note: Any windows over 12’ off floor are not included in the contract.

· All blinds shall be dusted once annually. Blinds shall be free of dust, dirt and streaks.

COMPUTER/TELEPHONE EQUIPMENT ROOM CLEANING – ONCE MONTHLY

· Empty waste containers.

· Clean floor surfaces by first removing dust and debris with dust mop, followed by damp mopping.

DO NOT WAX, BUFF, OR POLISH! BUCKETS OF WATER ARE NOT TO BE TAKEN INTO THE COMPUTER/TELEPHONE EQUIPMENT ROOM!