Final Janitorial solicitation.pdf

United States Department of Agriculture

Forest Service

Forest Products Laboratory

Section C Description/Specification/Work Statement Custodial Services Performance Work Statement

C.1. SCOPE OF WORK

The Contractor shall provide the management, supervision, labor, equipment; materials and supplies necessary to provide custodial services described herein at the USDA Forest Service, Forest Products

Laboratory (FPL). The contractor shall perform in accordance with the standards set forth in the contract

(Exhibit 2).

The Contractor is responsible to plan, schedule coordinate and assure performance and effective completion of all work under this contract. The Contractor shall be responsible to assure all work is performed in accordance with all Federal, State and City laws, applicable regulations and codes, manufactures recommendations, and industry standards and practices.

At minimum, the Contractor is required to take all steps and measures that would be taken by a prudent building owner to maximize the life expectancy of the building and property. All work must be scheduled and performed with minimum disturbance to the tenants of FPL.

Contract custodial services stated herein focus on the use of green cleaning products and processes.

Green cleaning is a planned and organized approach to cleaning that is designed to protect the occupants’ and workers’ health, while at the same time reduces the impact on our environment. Please refer to the following web sites for more information, www.carpet-rug.org and www.greenseal.org

Green Cleaning effects all aspects of cleaning, including, supplies, selection of chemicals, equipment and methods of which the cleaning is accomplished. Green cleaning processes and products include, but are not limited to, products containing recycled content, environmental preferable and bio-based products and services that minimize the use of water, energy and other resources.

C.2. PERSONNEL REQUIREMENTS

The Contractor shall furnish all personnel to accomplish the work required by this contract. The

Contractor shall provide an on-site Project Manager and one Assistant Project Manager who are empowered to act with complete authority for the contractor and shall be responsible for overall management and coordination of work under this contract. The Project Manager and Assistant Project

Manager shall be the central point of contact for this contract (C4.1.) The Contractor shall provide the necessary supervisory personnel to accomplish the terms of the contract. The Contractor shall also provide/appoint at least one Quality Control Supervisor; this Quality Control Supervisor may be either the

Project Manager or the Assistant Project Manager. The Contractors Project Manager, Assistant Project

Manager and all subordinate personnel shall read, write, speak and understand English. Qualified personnel shall be used and staffing should be sufficient to cover any absences (i.e. sick, annual leave etc.).

C.3. QUALIFICATIONS AND TRAINING OF CONTRACTOR PERSONNEL

C.3.1. Qualifications of Management and Supervisory Personnel http://www.carpet-rug.org/ http://www.greenseal.org/

1) The Contractor shall employ competent supervisory personnel capable of training employees on how to accomplish all work and quality requirements under this contract.

2) The supervisor shall have in-depth knowledge and experience of methods of performance-based cleaning and quality control review, cleaning products, supplies and equipment.

3) The supervisor shall have a minimum of three (3) years prior management experience in project management of similar size and type of building (s) covered by this contract.

4) The onsite supervisor is required to be fully conversant in English and able to communicate effectively with their staff.

5) All onsite supervisory staff shall attend a Safety and Health Orientation conducted by the Safety and

Health manager so that he/she may confidently provide employees with the proper safety precautions and practices.

C.3.2. CONTRACTORS TRAINING RESPONSIBILITIES

1) The Contractor shall assign fully trained personnel collectively capable of performing all the requirements of this contract. The contractor is responsible for ensuring that a safe working environment is maintained

(C9.1-4.)

2) The Contractor will have an ongoing training program for all personnel to ensure that the most current, effective and efficient methods and practices are being used to accomplish the work under this contract.

Personnel shall be fully trained in those practices before they are left with out supervision. The most desirable personnel for this contract are personnel with experience in working on projects of similar type to this contract particularly working in laboratory settings.

3) The Contractor shall coordinate training of all employees on building fire alarm system and procedures to follow in the event of a fire or other emergency, including the pulling of fire alarms when necessary and other emergency procedures such as how to contact building security.

a) The Contractor is required to keep current with effective industry practices and incorporate them into the performance of the contract.

b) The Contractor will provide employee training on those practices in order to meet the work and performance standards under this contract.

4) The Contractor will provide ongoing tenant relations, customer service and green stewardship training for their employees assigned to this contract.

C.4. KEY PERSONNEL

The Government has identified the following on site key personnel positions: Project Manager, Assistant

Project Manager and Quality Control Manager. Minimum key personnel positions identified may not reflect actual key personnel/positions needed. The Contractor shall be responsible for identifying and assigning sufficient additional key personnel as necessary to accomplish timely completion of all aspects of the contract. Key personnel shall not only be available via phone and email to the Contracting Officers

Representative but must be on-site and available at all times when the contract work is in progress to receive notices, reports or requests from the Contracting Officer or the Contracting Officers

Representative. Supervisor(s) must be present at any time during the day or night that the work is being performed.

C.4.1. PROJECT MANAGER (ON-SITE KEY PERSONNEL POSITION)

The Contractor shall provide a full time on-site Project Manager who shall be able to act for the

Contractor to oversee and coordinate the work described in this contract, including possessing the authority to accept notices, reports and all other correspondence on behalf of the contractor. The Project

Manager shall possess at least two (2) years recent in the assisted management of facilities-type operations equal in complexity to the operation of the Forest Products Laboratory buildings to be serviced under this contract.

The Project Manager shall be onsite during performance of contract work. The Project Manager shall be reachable at all times during FPL’s regular business hours and contract working hours in person, via phone and through an active email address. There must be either a Project Manager, Assistant manager, or both onsite providing contract oversight during contract working hours. The Project Manager shall have the authority to make purchases in order to accomplish the performance work. The Project Manager shall have the authority to hire and terminate employees. However, if a Contractor employee displays any manor of misconduct, the USDA reserves the right to have the employee removed.

C.4.2. ASSISTANT MANAGER (ON-SITE KEY PERSONNEL POSITION)

The Contractor shall provide a full time on-site Assistant Manager capable of the management and scheduling of work to be performed under the contract in the absence of the Project Manager. There must be either a Project Manager, Assistant manager, or both onsite providing contract oversight during contract working hours. In the absence of the Project Manager the Assistant Manager shall be reachable at all times during regular business hours and contract working hours in person, via phone and have an active email address. The Assistant Manager shall have the authority to make purchases in order to accomplish the performance work. The Assistant Manager shall possess at least two (2) years recent experience (within the last 4 years) in the assisted management of facilities-type operations equal in complexity to the operation of the Forest Products Laboratory buildings to be serviced under this contract

C.4.3. QUALITY CONTROL SUPERVISOR(s) (ON-SITE KEY PERSONNEL POSITION)

The Contractor shall provide a full time Quality Control Supervisor(s) who shall be available to oversee and coordinate the quality control functions of this contract. The Quality Control Supervisor(s) shall be on site during all contract work hours. The Quality Control Supervisor shall be responsible for performing quality control functions of this contract, and shall possess at least two (2) years recent experience (within the last 5 years) in performing quality control inspections for buildings of the approximate complexity of the Forest Products Laboratory buildings to be serviced under this contract

C.5. RESPONSIBILITIES OF THE CONTRACTOR

The Contractor shall furnish all employees with supplies and materials necessary to perform and comply with the requirements of this contract, unless otherwise specified herein.

1) All work shall comply with the requirements of the Occupational Safety & Health Administration

(OSHA) general industry standards and all Health and Safety Requirements for Local, State and

Municipalities. Where a conflict in regulations exists, the most stringent will apply.

2) Within ten (10) days of contract effective date, the Contractor shall submit copies of Material Safety Data

Sheets (MSDS) for all products and materials used in the performance of this contract to the COR for approval.

3) The Contractor shall submit the locations(s) where all products and materials use in the performance of this contract will be stored for approval by the COR and the facilities Safety and Health Manager (8.1.3).

The product lists and MDS sheets at these locations must be kept current.

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

C.5.1. EQUIPMENT

1) The Contractor shall furnish all equipment necessary to accomplish the work under this contract.

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

(www.carpet-rug.org). Floor machines should be equipped with active vacuum attachments to capture fine particles. Filters shall be replaced as necessary and in accordance with the 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.

3) Contract shall not use any equipment that has not been approved for use first by the COR, this includes replacement equipment. Contractor shall use all equipment only for its intended purpose.

C.5.2. EMPLOYEE UNIFORMS

The Contractor shall furnish uniforms and shall require all employees wear the Contractor furnished uniform that are easily identifiable. The uniforms shall be kept in good repair and replaced by the

Contractor when worn. The Contractor shall ensure that all employees are in uniforms no later than ten

(10) working days from the contract start date and no more than ten (10) days from the employee(s) duty start date. The uniform shall have the Contractors name easily identifiable, affixed thereon in a permanent or semi-permanent manner such as in a badge or monogram. Management, office and administrative support positions are not required to wear uniforms. However, all employees shall wear

USDA, FS, FPL identification badges (ID). The ID badges shall be visibly displayed at all times.

C.6. USE OF DRUGS AND ALCOHOL AND TESTING

The use of Alcohol or illegal drugs by Contractor personnel, while on duty is strictly forbidden. The

Contractor shall immediately remove and replace employees who are found to be under the influence of drugs or alcohol. The Contractor shall provide a full detailed report of the illegal use of drugs or alcohol to include the personnel involved the date time and place of infraction and the personnel replacement to the Contracting Officers Representative as soon as practical. Please refer to FAR 23.503 for definitions of

―Employee Conviction‖ and ―Controlled Substance‖. The use of a controlled substance in accordance with terms of a valid prescription or other uses authorized by law shall not be considered as abusing a controlled substance and not subject to the requirements of this paragraph under this section. The contractor shall establish and maintain a drug and alcohol testing program within 30 days of contract award that provides for pre employment, reasonable suspicion, and post accident testing of all employees.

C.7. SECURITY REQUIREMENTS

The contractor shall establish and maintain a background check system/program within 30 days of contract award that provides for pre employment screening of all employees prior to their start date. The

USDA Forest Service will in the future require finger printing and a background check to obtain a access badge to work at this facility. This contract shall be modified at this time to meet these Government qualifications and standards. If the Contracting Officer and or the Contracting Officers Representative should find an employee to be unsuitable or unfit for assigned duties on site, the Contractor shall be advised immediately that such an employee cannot continue to work or be assigned under the contract.

C.7.1. CARD KEY ENTRY CONTROL

The Contractor shall obtain a security card building access card key for each of his employees from the

Contracting Officers Technical Representative by filling out the proper request forms. Each employee shall use the same access card during their term of employment. Access cards become the Contractors responsibility for the term of the contract. These cards are to be collected at the shifts end and shall be locked in a secure place on site. Each employee shall sign in and out upon entering and leaving FPL grounds

C.7.2. KEY CONTROL

The Contractor must establish and implement methods of ensuring that all keys that are issued by the

Government are not lost, misplaced or used by unauthorized persons. No keys given to the Contractor by the Government shall be duplicated. In the event that a key is lost or stolen the contractor shall report the occurrence immediately and all locks and keys to that system shall be replaced by the Government and the total cost shall be the responsibility of the Contractor. The Contractor shall develop procedures covering the key and access card control as well as enforcement of securing procedures this shall be incorporated into his/her Quality Control Plan. It is the responsibility of the contractor to ensure that all buildings are secure upon departure of their employees.

C.7.3. CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR)

The COTR is the individual named by the Contracting Officer (CO) to provide oversight of the

Contractor’s daily performance by inspection and monitoring of the contract performance. Whenever the term ―COTR‖ is used in this document it refers to an individual appointed by the Contracting Officer to oversee areas of the contract. The responsibility of the COTR include but are not limited to: determining the adequacy of performance by the Contractor in accordance with the terms and conditions of the contract; acting as the Government’s representative in charge of work at the site; ensuring compliance with the contract work requirements; advising the Contractor of any rework requirements and of proposed deductions for non-performance or unsatisfactory work; advising the Contracting Officer of any factors which may cause delay in the performance of the work; inspecting and documenting reviews and inspections conducted.

C.8. SUPPLIES, MATERIALS, EQUIPMENT, AND UTILITIES

C.8.1. GOVERNMENT FURNISHED ITEMS

1) 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/her representative, the Contractor shall render an accounting of all Government property. This accounting shall be resubmitted upon termination or expiration of the contract.

2) The Government will furnish space within building(s). The Contractor may use existing cabinet’s tables and desks and chairs. This furniture shall be kept neat and clean and be returned to the Government at the expiration or termination of the contract in reasonably the same condition as at the time of entering the contract. The Contractor is responsible for any and all repairs or replacements to this furniture or equipment that is used by the Contractor and furnished by the Government.

3) Space in the building(s) will be assigned to the Contractor for office use and storage of an inventory of his/her bulk supplies, equipment, and replacement equipment that he/she will use under the performance of this contract. The Contractor shall maintain this space in a neat and orderly condition. The

Government will not be responsible for any loss or damage to the Contractors stored supplies or equipment.

4) The Contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect Government property.

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

6) The following expendable supplies will be furnished by the Government:

NONE.

7) The Government will furnish all utilities and one phone line. Cell phone service at the Contractor’s expense is acceptable.

8) The Contractor shall have access to a means of making copies of documentation for operational and reporting requirements only.

C. 8.2. CONTRACTOR FURNISHED ITEMS

1) The Contractor shall provide all necessary equipment and supplies needed for the performance work of this contract. All equipment used in the performance of this contract should meet Federal, state and local safety standards. Lack of Contractor furnished equipment, supplies and/or materials shall 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 use Environmentally Preferable products such as ―Green Label‖ or Green Label

Plus Program products listed under the indoor air quality testing program for the Carpet and Rug

Institute (www.carpet-rug.org) or manufactured under the Green Cleaning products program found within the ―Green Seal Standard GS-37 for commercial and Institutional Cleaners

(www.greenseal.org). This meaning that products are environmentally responsible, as defined by reduced impact on the environment and human health when compared with competing products or services that serve the same purpose. The USDA is committed to becoming a ―green‖ building and working toward sustainable development. In an effort to broaden the environmental-preferred perspective for all products and services. To the greatest extent feasible, the Contractor shall also use bio-based products.

a) The Contractor shall use concentrated cleaning chemicals that use ecologically sound packaging, are phosphate-free, non-corrosive, non-combustible, non-poisonous, non-reactive, bio-based, and fully biodegradable.

b) The Contractor shall use every precaution to ensure that only safe and environmentally preferable products are used. If products do not have the ―Green Seal‖ label they must have a third-party certification that shows their product meets the ―Green Seal‖ criteria.

c) The Contractor shall also use floor finishes and floor maintenance products that are free of heavy metals, such as zinc.

d) A list of hazardous materials shall be approved by the COTR and the Facility Safety & Health

Manager and their location shall be kept current and given to the COTR.

2) Uniforms. Uniforms shall be provided as specified, (C.5.2).

3) Equipment. All equipment shall be provided to meet the requirements of this contract. Defective equipment shall be immediately repaired or replaced, as specified (C.5.1).

4) Email/Intranet Service. The contractor shall make arrangements with an outside source for internet services, at the Contractor’s expense.

5) Office Supplies and Materials. The Contractor shall provide all supplies and materials, such as paper products and writing materials.

C.9. 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. Likewise the Contractor must perform the following in accordance with contract requirements.

C.9.1. SAFETY MEETING AND ACCIDENT REPORTING

1) Safety & Health Orientation: All Contractor personnel must attend a Safety and Health Orientation with the Site Safety and Health Manager with in five (5) days of the contract start date and/or hire date. This will be arranged by the COTR. The Contractor will provide the COTR with the names of all personnel to attend.

2) Safety Meetings with All Personnel: The Contractor shall conduct monthly safety meetings for all levels of personnel (minimum of 15 minutes each). These meetings shall be conducted by a supervisor and attended by all subordinate personnel at the work site. Relevant safety topics must be covered to address work situations encountered, resolve current health and safety problems, provide a forum for planning safe operations and activities.

3) Accident Reporting: A reportable accident is defined as death, occupational disease, traumatic injury to employees or the public, property damage by accident, and fires. An accident shall be reported immediately to the Security Officer on site. Within two (2) days of a reportable accident, the Contractor shall fill out and forward to the COTR a full accident report. Fatalities must be reported to the COTR and Security Officer on site immediately and to OSHA within eight (8) hours.

4) All Other Accidents/Injuries: The Contractor shall report all other accidents/injuries to the COTR and other officials, as required, in the event of an investigation of the accident.

C.9.2. EMERGENCY INSTRUCTIONS

In appropriate areas, the Contractor shall conspicuously post Forest Products Laboratory Emergency

Procedures Card. The Contractor shall instruct all personnel where this information is posted in offices and laboratories.

C.9.3. 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 all safety requirements applicable by industry standards.

C.9.4. PREVENTION OF PERSONAL INJURY/PROPERTY DAMAGE

The Contractor shall implement all reasonable actions to prevent 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. ―Danger‖, ―Wet Floor‖) and/or restricting or limiting the flow of pedestrian traffic within certain areas while work is in progress.

C.10. TRAINING

The Contractor shall provide new personnel with initial site-specific training that address all relevant topics to the employee’s assigned duties and provide an over view of all emergency contacts, outside

Officials, their phone numbers, and where this information can be found posted.

1) New personnel will also be required to complete a Safety and Health Orientation with the site Safety and Health Manager with in five (5) days of starting their duties. It is the Contractors responsibility to coordinate this scheduled orientation with the COTR on or before the employees start date.

2) The Contractor shall train and instruct all personnel in safe and approved methods for use, handling, and storage of hazardous materials.

3) The Contractor shall provide training and instruction on the correct usage, storage, and disposal of products and equipment.

C.11. QUALITY CONTROL PLAN

1) The Contractor shall submit a detailed Quality Control Plan (QCP) with its proposal. The plan will be site specific and will inform FPL how the work, oversight, project management, frequency of tasks and how follow-up will be performed under this contract to ensure compliance with all requirements.

2) The Contractor will be required to submit a final version of the QCP within fifteen (15) business days after the contract award.

3) The QCP is intended to provide a structured process and detailed operations plan that will help the

Contractor manage the project and identify any deficiencies before the performance becomes unacceptable.

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

a. A detailed operations plan that demonstrates methods of meeting the standards frequencies of tasks to be performed and responsibilities of individuals for project management, inspections, plan implementation, process improvement changes, correction of deficiencies and green cleaning compliance.

b. An inspection plain tailored to the specific building(s)/area being cleaned under this contract.

The inspection plan will detail how services will be inspected to ensure that the outcome of the work will be of the best quality.

c. A system to monitor deficiencies of work output in relation to performance standards, methods of informing employees of their 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.

The corrective action taken that must be kept on file at the site for review by the Contracting

Officer or his/her representative, at any time.

e. A plan for immediately forwarding of customer complaints that are not the responsibility of the

Contractor to the COTR or their designated representative.

5) The QCP must be kept current at all times to reflect all contract modifications and changes to the building(s), and changes in the plan it’s self. The changes are to be reported to the COTR.

6) The Contractor shall review the QCP with the COTR annually so that all parties agree and understand what is expected. The COTR shall receive a copy of the most current QCP and all updates when they are made. The Contractor must keep a current copy at the work site at all times.

7) Anytime the Contractor is not meeting contract 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 COTR of the projected timeline for the changes.

C.12. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) REQUIREMENTS

C.12.1. OBJECTIVE

The objective of the Quality Assurance Surveillance Plan (QASP) is to reduce the risk of non contract performance to the Contractor when problems arise, and to provide a disciplined process for evaluating the Contractors performance in order to determine conformity with the requirements of the contract and resolving problems with performance.

C.12.2. ROLES AND RESPONSIBILITIES OF THE FOREST PRODUCTS LABORATORY

1) The Contracting Officer’s Technical Representative (COTR) or his/her representative serves as the

Contracting Officer’s (CO) on site representative to ensure that the Contractor is meeting the quality expectations of the contract.

2) The CO has overall responsibility of overseeing the Contractors performance in the areas of the contract compliance, contract administration, reviewing the COTR assessment of the Contractors performance; and resolving all issues between the Contractor and the COTR. The CO has the final authority for approval, disputes, negotiations, modifications, compliance and enforcement of the contract.

C.12.3. THE QUALITY ASSURANCE PROCESS

The quality assurance process:

a) Cannot interfere with the Contractors process;

b) Evaluates the results against the standard, not the processes;

c) Focuses on quality, quantity, and timeliness.

C.12.4. METHOD OF SURVEILLANCE

The QASP specifies the method(s) of surveillance for each task such as:

1) 100% Inspection. This is usually the most appropriate method for infrequent tasks or tasks with stringent performance requirements, i.e. where safety or health is a concern.

2) Random Sampling. This is the most appropriate method for recurring tasks. While 100 percent inspection may be too time consuming and expensive to use in most cases, with random sampling, services are sampled to determine if the level of performance is acceptable.

3) Periodic Inspection. Planned Sampling consists of the evaluation of tasks selected on other than

100% or random basis. A predetermined plan for inspecting part of the work is established using subjective judgment and analysis to decide what work to inspect and how frequent to inspect it. These inspections can be performed with or without the Contractors Site Manager or Supervisor and will not be a scheduled inspection.

4) Customer Complaints. Although usually not a primary method, it is a valuable supplement to more systematic methods. For example, in a case where random sampling indicates unsatisfactory service, customer complaints can be used as substantiating evidence.

C.12.5. CORRECTIVE ACTION

1) When performance is deficient, the Contractor shall be promptly notified by the COTR and a system should be established to track corrective action.

2) If the desired results are not achieved, the COTR shall notify the Contracting Officer to assist in corrective action.

3) The Contracting Officer will set up a time frame for corrective action and re-inspection.

4) Should Contractor performance fail to meet performance standards in the Quality Assurance Plan it is at that time that deductions shall be discussed and made.

C.12.6.CONSEQUENCE FOR UNSATISFACTORY PERFORMANCE

Unsatisfactory contract performance may result in rejection of work by the Contracting

Officer/Contracting Officer’s Technical Representative, under the terms of FAR clause 52.246-4, ―Inspection of Services – Fixed Price ―, including reductions in contract payments, where warranted as specified in the QASP. However the Government reserves the right to exercise other remedies stipulated in the clause, where reductions in payment in the QASP either do not apply or are otherwise insufficient to correct failure(s) to perform to standard. Performance Objective in Determining Unsatisfactory

Performance Deductions

Performance Objective PWS paragraph Performance Threshold

Basic Cleaning Services Exhibit 2 - II.C, II.D. Not to exceed 3 customer complaints per month.

Restrooms/Locker Rooms Cleaning

Services

Exhibit 2 – II.M. Not to exceed 2 customer complaints per month

Periodic Cleaning Services C.11. Contractors

Quality Control Plan

(QCP)

Not to exceed 3 customer complaints per year

Floor Cleaning/Maintenance Exhibit 2 – II.J and

Contractors Quality

Control Plan (QCP

Not to exceed 2 customer complaints per month

C.13. EMERGENCY CONDITIONS

In the case of an emergency situation or condition (such as flooding, various construction or renovations of a particular section of a building(s) the Contractor shall be diverted from their normal assigned duties in the area as deemed necessary by the COR in order to maintain safe working conditions. The

Contractor shall not be penalized because the normal daily work, which otherwise would have been performed in the area, was not completed.

C.14. EXCLUDED AREAS

The following areas are not required to be serviced by the Contractor as part of the contract: all mezzanine, storage areas, mechanical spaces and rooms, machine shop work floor area, various locked rooms and or restricted areas that house sensitive equipment and sensitive research. These areas are all identifiably marked see Exhibit 1.

C.15. ADDITIONAL SERVICES

Additional services are defined as any work requested and authorized by the Government that is not covered elsewhere in this SOW, or included in the firm-fixed price of this contract. This work generally will be for additional support of scheduled events that may occur during or after working hours. Work shall be performed immediately, if necessary, e.g. an exigency or emergency.

1) Advance Notification. The Government will attempt to schedule requests for additional services at least forty eight (48) hours in advance, but reserves the right to request additional services for emergency purposes with no advance notice to the Contractor.

2) Price. The Contractor shall, as soon as reasonably possible provide the requesting Government official a written price quote including the actual number of hours and applicable rates for the additional services requested.

C.16. ENERGY AND WATER USE REDUCTION

Recognizing the significant environmental and economic benefits accompanying energy and water use reduction, the Federal Government is actively promoting reduced energy and water consumption and increased energy efficiency at all Federal facilities. It shall be the responsibility of the Contractor to assist in the conservation of water and energy usage at the Forest Product Laboratory.

C.17. CONTRACT DAYS OF OPERATION AND HOURS OF OPERATION

The regular (normal) working hours for the Contractor are from 15:30 to 2400, Monday through Friday except the following:

a. Federal Holidays:

New Years Day Labor Day

Martin Luther King Day Columbus Day

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

b. Inclement Weather Closure. In the event of an inclement weather closure the Forest Products

Laboratory will be closed for business as well as Janitorial operations. Facility closure is dictated by the

Director. Upon closure there will be a notice posted on FPL’s web site www.fpl.fs.fed.us by 6:00 a.m. of the day of closure. A recorded message will also be placed on FPL’s main phone number 608-231-9200 by 6:00 a.m.

End of Section C http://www.fpl.fs.fed.us/

Section E Inspection and Acceptance

FEDERAL ACQUISITION REGULATIONS

52.246-2 Inspection of Supplies (AUG 1996)

52.246-4 Inspection of Services – Fixed-Price (AUG 1996)

52.246-16 Responsibility for Supplies (APR 1984)

End of Section E

Section F Delivery and Performance

F.1 CONTRACT PERIOD

Contract period shall commence October 1, 2011 and shall remain in effect until September 30, 2012 unless an option to extend is exercised by the Contracting Officer. Any option year exercised shall commence on the same month and day as the original contract award. The contract has the potential to be extended a total of four (4) option years.

52.211.11 Liquidated Damages – Supplies, Services or Research and Development (SEP 2000)

52.242-15 Stop-Work Order (AUG 1989)

End of Section F

Section G Contract Administration Data

G.1 CERTIFIED PAYROLL

In addition to the payment requests being processed as noted above, a copy of the Contractor’s certified weekly payroll reports and contract daily reports must accompany the invoice. Both reports are to be dated no later than one week prior to the date of the request for payment).

G.2. CONTRACT ADMINISTRATION

1. Contracting Officer (CO) means a person with the authority to enter into, administer and/or terminate contracts and make related determinations and findings. The Contracting Officer signs all contractual documents, approves and signs all modifications to contracts, processes and approves payment requests, reviews and makes final decisions on contractual discrepancies, and administers the contract. The

Contracting Officer is the only individual authorized to make changes to a contract.

2. This contract will be administered by the Contracting Officer located at the Forest Products Laboratory, One Gifford Pinchot Dr., Madison, Wisconsin 53726-2398, telephone number 608-231-9285. All matters related to the performance of this contract shall be coordinated through the Contracting Officer.

3. At the FPL CO’s discretion, and with written FPL CO authorization, within the established delivery order limits of Section F.5, other Government agencies may execute delivery order(s) and administer same delivery order(s) against this contract. In such cases, any amounts awarded as delivery orders by other agencies are counted against the $10,000,000 maximum contract amount of Section F.5, thereby reducing the amount of delivery order capacity available to the Forest Products Laboratory.

G.3 ADDRESS OF CORRESPONDENCE

All correspondence, unless otherwise specified, shall be directed to the address above. DUE TO INCREASED

SECURITY CONCERNS ALL CORRESPONDENCE MUST INCLUDE THE SENDER’S RETURN

ADDRESS AND THE CONTRACT NUMBER ON THE FRONT OF ALL CORRESPONDENCE.

G.4 VEHICLE PARKING AND PASSES

A vehicle parking pass may be required.

Contractor employees who have a vehicle on FPL property must have in his/her possession at all times, a current vehicle registration card for that vehicle, a current valid driver’s, and proof of insurance covering each vehicle.

Security passes and security clearances may be required at a future date and will be coordinated with the COR and/or FPL security personnel.

End of Section G

Section I Contract Clauses

52.202-1 Definitions (JUL 2004)

52.203-3 Gratuities (APR 1984)

52.203-5 Covenant Against Contingent Fees (APR 1984)

52.203-6 Restrictions on Subcontractor Sales to the Government (SEP 2006)

52.203-7 Anti-Kickback Procedures (OCT 2010)

52.203-8 Cancellation, Rescission, and Recovery of Funds for Illegal or Improper Activity (JAN 1997)

52.203-12 Limitation on Payments to Influence Certain Federal Transactions (OCT 2010)

52.204-2 Security Requirements (AUG 1996)

52.204-4 Printed or Copied Double-Sided on Recycled Paper (AUG 2000)

52.204-7 Central Contractor Registration (APR 2008)

52.209-6 Protecting the Government’s Interest when Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (DEC 2010)

52.215-2 Audit and Records – Negotiations (OCT 2010)

52.215-8 Order of Precedence – Uniform Contract Format (OCT 1997)

52.217-8 Option to Extend Services (NOV 1999)

52.217-9 Option to Extend the Term of the Contract (MAR 2000)

52.219-6 Notice of Total Small Business Set-Aside (JUN 2003)

52.219-8 Utilization of Small Business Concerns (JAN 2011)

52.222-1 Notice to the Government of Labor Disputes (FEB 1997)

52.222-3 Convict Labor (JUN 2003)

52.222-26 Equal Opportunity (MR 2007)

52.222-35 Equal Opportunity for Veterans (SEP 2010)

52.222-36 Affirmative Action for Workers with Disabilities (OCT 2010)

52.222-37 Employment Reports on Veterans (SEP 2010)

52.222-41 Service Contract Act of 1965 (NOV 2007)

52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and

Option Contracts) (SEP 2009)

52.222-44 Fair Labor Standards Act and Service Contract Act – Price Adjustment (SEP 2009)

52.223-5 Pollution Prevention and Right-to-Know Information (AUG 2003)

52.223-6 Drug-Free Workplace (MAY 2001)

52.228-3 Worker’s Compensation Insurance (Defense Base Act) (APR 1984)

52.228-5 Insurance – Work on a Government Installation (JAN 1997)

52.229-3 Federal, State, and Local Taxes (APR 2003)

52.232-1 Payments (APR 1984)

52.232-8 Discounts for Prompt Payment (FEB 2002)

52.232-9 Limitation on Withholding of Payments (APR 1984)

52.232-11 Extra (APR 1984)

52.232-16 Progress Payment (AUG 2010)

52.232-16 Progress Payment – Alt I (MAR 2000)

52.232-17 Interest (OCT 2010)

52.232-18 Availability of Funds (APR 1984)

52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)

52.232-23 Assignment of Claims (JAN 1986)

52.232-25 Prompt Payment (OCT 2008)

52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration (OCT 2003)

52.233-1 Disputes (JUL 2002)

52.233-1 Disputes – Alt I (DEC 1991)

52.233-3 Protest After Award (AUG 1996)

52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004)

52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984)

52.242-13 Bankruptcy (JUL 1995)

52.243-1 Changes – Fixed-Price (AUG 1987)

52.243-1 Changes – Fixed-Price – Alt II (APR 1984)

52.244-6 Subcontracts for Commercial Items (DEC 2010)

52.245-1 Government Property (AUG 2010)

52.246-25 Limitation of Liability – Services (FEB 1997)

52.249-4 Termination for Convenience of the Government (Service) (Short Form) (APR 1984)

52.249-7 Termination for Convenience of the Government (Service) (Short Form) (APR 1984)

52.249-8 Default (Fixed-Price Supply and Service) (APR 1984)

52.204-1 – Approval of Contract (Dec 1989)

This contract is subject to the written approval of the Contracting Officer and shall not be binding until so approved.

52.222-40 Notification of Employee Rights Under the National Labor Relations Act. (Dec 2010)

(a) During the term of this contract, the Contractor shall post an employee notice, of such size and in such form, and containing such content as prescribed by the Secretary of Labor, in conspicuous places in and about its plants and offices where employees covered by the National Labor Relations Act engage in activities relating to the performance of the contract, including all places where notices to employees are customarily posted both physically and electronically, in the languages employees speak, in accordance with 29 CFR 471.2 (d) and (f).

(1) Physical posting of the employee notice shall be in conspicuous places in and about the Contractor’s plants and offices so that the notice is prominent and readily seen by employees who are covered by the National

Labor Relations Act and engage in activities related to the performance of the contract.

(2) If the Contractor customarily posts notices to employees electronically, then the Contractor shall also post the required notice electronically by displaying prominently, on any website that is maintained by the

Contractor and is customarily used for notices to employees about terms and conditions of employment, a link to the Department of Labor’s website that contains the full text of the poster. The link to the Department’s website, as referenced in (b)(3) of this section, must read, ―Important Notice about Employee Rights to Organize and Bargain

Collectively with Their Employers.‖

(b) This required employee notice, printed by the Department of Labor, may be—

(1) Obtained from the Division of Interpretations and Standards, Office of Labor-Management Standards, U.S. Department of Labor, 200 Constitution Avenue, NW., Room N-5609, Washington, DC 20210, (202) 693-

0123, or from any field office of the Office of Labor–Management Standards or Office of Federal Contract

Compliance Programs;

(2) Provided by the Federal contracting agency if requested;

(3) Downloaded from the Office of Labor–Management Standards Web site at www.dol.gov/olms/regs/compliance/EO13496.htm; or

(4) Reproduced and used as exact duplicate copies of the Department of Labor’s official poster.

© The required text of the employee notice referred to in this clause is located at Appendix A, Subpart A, 29

CFR Part 471.

(d) The Contractor shall comply with all provisions of the employee notice and related rules, regulations, and orders of the Secretary of Labor.

(e) In the event that the Contractor does not comply with the requirements set forth in paragraphs (a) through

(d) of this clause, this contract may be terminated or suspended in whole or in part, and the Contractor may be suspended or debarred in accordance with 29 CFR 471.14 and subpart 9.4. Such other sanctions or remedies may be imposed as are provided by 29 CFR part 471, which implements Executive Order 13496 or as otherwise provided by law.

(f) Subcontracts.

(1) The Contractor shall include the substance of this clause, including this paragraph (f), in every subcontract that exceeds $10,000 and will be performed wholly or partially in the United States, unless exempted by the rules, regulations, or orders of the Secretary of Labor issued pursuant to section 3 of Executive Order 13496 of January 30, 2009, so that such provisions will be binding upon each subcontractor.

https://www.acquisition.gov/far/current/html/www.dol.gov/olms/regs/compliance/EO13496.htm https://www.acquisition.gov/far/current/html/Subpart%209_4.html#wp1083280

(2) The Contractor shall not procure supplies or services in a way designed to avoid the applicability of

Executive Order 13496 or this clause.

(3) The Contractor shall take such action with respect to any such subcontract as may be directed by the

Secretary of Labor as a means of enforcing such provisions, including the imposition of sanctions for noncompliance.

(4) However, if the Contractor becomes involved in litigation with a subcontractor, or is threatened with such involvement, as a result of such direction, the Contractor may request the United States, through the Secretary of

Labor, to enter into such litigation to protect the interests of the United States.

52.222-42 – Statement of Equivalent Rates for Federal Hires (May 1989)

In compliance with the Service Contract Act of 1965, as amended, and the regulations of the Secretary of Labor

(29 CFR Part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332.

This Statement is for Information Only: It is not a Wage Determination

Employee Class Monetary Wage – Fringe Benefits

52.252-2 – Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://farsite.hill.af.mil/

52.252-4 – Alterations in Contract (Apr 1984)

Portions of this contract are altered as follows:

NONE

52.252-6 – Authorized Deviations in Clauses (Apr 1984)

(a) The use in this solicitation or contract of any FEDERAL ACQUISITION REGULATION (48 CFR Chapter 10) clause with an authorized deviation is indicated by the addition of ―(DEVIATION)‖ after the date of the clause.

(b) The use in this solicitation or contract of any FEDERAL ACQUISITION REGULATION (48 CFR Chapter 10) clause with an authorized deviation is indicated by the addition of ―(DEVIATION)‖ after the name of the regulation.

End of Section I http://farsite/

Section J - Documents, Exhibits, and Other Attachments

JANITORIAL SERVICES—FOREST PRODUCTS LABORATORY

PRESENT/PAST PERFORMANCE QUESTIONNAIRE (PPQ)

SECTION A: CONTRACTOR INFORMATION

A. Contractor’s Name and Address: ___________________________________________________

B. Point of Contact: _________________________________________________________________

C. Phone #: _______________________________________________________________________

D. Contract Number: _____________________ Contract Type: ____________________________

E. Project Title and Location: ________________________________________________________

F. Period of Performance: ____________________________________________________________

G. Description/Scope of Services (i.e. Facility type, number of buildings, testing floors, laboratories etc)

Square footage number of personnel on site: _____________________________________________

Signature of Authorized Contractor Representative Date

Printed Name and Title of Authorized Contractor Representative

RESPONDENT INFORMATION:

A. Name:_________________________________________________________

B. Position:_______________________________________________________

C. Telephone Number:_____________________ Fax Number: ______________

D. Address:________________________________________________________

E. Relationship and Time Involved with Contractor:_______________________

F. Date Questionnaire Completed:_____________________________________

E VG S M U

Excellent Very Good Satisfactory Marginal Unsatisfactory

1. Working relationship with your Company E VG S M U

2. Did the contractor provide experienced managers and supervisors with the technical and administrative abilities needed to meet contract requirements? If no, please explain.

Yes No N/A

3. Exhibited current knowledge of cleaning standards, products and compliance with contract specifications? If no, please explain.

4. Did the contractor properly use updated and well maintained equipment throughout the term of the contract? If no, please explain.

5. Did the contractor demonstrate the ability to hire, train, maintain, and replace, if necessary qualified personnel during the contract? If no, please explain.

6. Does the contractor provide timely and accurate service? If no, please explain. Yes No N/A

7. Did the contractor perform the necessary drug testing and screening? If no, please explain.

8. Would you award similar contracts to this contractor (If no, Please explain in remarks)

9. Contractor’s Overall Performance E VG S M U

10. Contractor’s accomplishment in meeting the quality standards E VG S M U

11. Did the contractor provide an effective quality control plan or inspection procedures to meet contract requirements? If no, please explain.

12. Were there any issues with the contractor’s oversight or quality control? If yes, please explain.

13. Overall Quality of Service/Control E VG S M U

REMARKS: If additional remarks are necessary, please attach an additional sheet.

Offerors Proposal for FPL’s Site

1. Organization that will be…