STATEMENT_OF_WORK.pdf

United States Department of Agriculture Research, Education, and Economics

Agricultural Research Service

Location Support Staff 2150 Centre Ave, Bldg. D, Ste. 330 • Fort Collins, CO 80526

Voice: (970) 492-7704 • Fax: (970) 492-7719 • E-mail: Molly.Jackson@ars.usda.gov An Equal Opportunity Employer

STATEMENT OF WORK

Title: Janitorial Services

Overview: The U.S. Department of Agriculture, Agriculture Research Service requires janitorial services at the Crops Research Laboratory at 1701 Centre Avenue, Fort Collins, Colorado.

Description of Services

The Contractor shall furnish all labor, supervision, equipment, tools, transportation, and service necessary (unless otherwise specified herein) to perform the services required.

A. PERIOD OF PERFORMANCE: Performance period will be for a one year period, with the option for four one-year extensions. See the schedule below:

Base Year: December 1, 2015 through November 30, 2016 Option Year 1: December 1, 2016 through November 30, 2017 Option Year 2: December 1, 2017 through November 30, 2018 Option Year 3: December 1, 2018 through November 30, 2019 Option Year 4: December 1, 2019 through November 30, 2020

B. PREMISES TO BE SERVICED: Janitorial services to be performed in the main research office and Headhouse area which consists of:

• Twenty-one (21) carpeted offices

• Five (5) tiled bathrooms

• Seven (7) laboratories

• One (1) carpeted conference room

• One (1) kitchen/breakroom.

All of the above-mentioned areas are to be service, except the mechanical room. Forty percent (40%) of the floor area is linoleum/tiled and sixty percent (60%) is carpeted (all of the offices have carpet). The services are all on one floor. See CRL Floorplans.

C. SCHEDULE: All work shall be carried out in accordance with the below schedule:

1. Weekly cleaning days: Monday, Wednesday, and Thursday

2. Until appropriate clearances are granted, work must be performed between the hours of 8am and 4pm MST

3. After clearances are received, work can be performed outside of the above mentioned time frame after approval from the COR of the requested schedule.

4. COR approval is needed for any work performed outside of the established schedule, including any work performed over a weekend.

5. Buildings will be closed on Federal Holidays, so in the event that a scheduled work day falls on a holiday, no work will be performed that day. The COR and Contractor will determine if it is necessary to reschedule the work for a different day (in the same week).

D. CLEANING TASKS: The contractor shall accomplish all cleaning tasks to meet the completeness, quality, and frequency requirements set forth in this SOW. Papers, books, or apparatus on desks, table tops or counters shall NOT be moved. The specific tasks and frequencies are outlined below:

1. GENERAL (completed daily):

a. Empty all waste containers. Empty all trash receptacles and trash in the dumpsters provided (Dumpsters are emptied on Monday’s & Thursdays)

b. Empty all recycling receptacles (one day per week - Monday) and put into recycling dumpsters.

(Recycling dumpsters are emptied every other Wednesday).

c. Kitchen/Breakroom:

i. Dispose of waste and composting receptacles into outdoor trash receptacles. Composting receptacles will be emptied on a minimum schedule on Tuesday’s & Friday’s to coincide with the pickup/emptying of the outdoor composting bins.

ii. Clean tabletops, microwave (interior and exterior), stove top, and counters.

d. Clean tabletop in the Conference Rooms

e. Empty all laboratory waste containers into the outdoor trash receptacles daily. Do not reuse laboratory plastic trash bags. All waste containers in the laboratories must have a clean plastic trash bag daily.

f. Bags of trash shall not be left in passageways. Outdoor trash receptacles shall be kept closed and areas around them shall be kept neat and clean.

g. Clean and polishing drinking fountains daily.

h. Spot clean glass in entrance doors (Exterior lobby entrance doors and lobby entrance going into the interior building aisles daily.

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

2. RESTROOMS (completed daily):

a. Damp mop entire floor with germicidal solution

b. Replace waterless urinal cartridge as needed in men’s restroom in main building

c. Wash and sanitize toilet fixtures, seats, bowls, and urinals

d. Clean lavatories thoroughly, sanitize and polish dry

e. Damp wipe and polish mirrors, shelves, plated fixtures and piping

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

g. Remove splashes on wall and partitions.

h. Empty used paper towel receptacles and replenish towel dispenses and toilet tissue

i. Maintain soap dispensers in operable condition and supplied with soap

j. Maintain toilet fixtures and traps free from odor

k. Empty sanitary napkin receptacles; clean, disinfect and dry

l. Wash stall partitions and doors and walls near sinks

3. WINDOWS

a. Wash all windows, interior and exterior, removing all film, dirt, and smudges. Cleanings shall occur Semi-Annually (April and October). The COR should be notified 2 weeks in advance of the scheduled cleanings.

4. FLOOR MAINTENANCE (includes hallways and entrances):

a. All vinyl/tile floors shall be maintained as follows:

i. DAILY

1. Reception/Public Entrance Area:

a. Dust mop with dust mop or push broom equipped with treated cloth leaving no dust or debris in corners, underneath or behind doors.

b. Spot damp mop to remove all substances such as mud, sticky matter, etc.

c. Vacuum lobby mats and also vacuum if any loose debris remains after mopping.

2. Hallways/entrances/Office and lab floors:

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

b. Dust mop with treated dust mop or push broom equipped with treated cloth leaving no dust or debris in corners, underneath or behind doors.

c. Spot damp mop to remove all substances such as mud, sticky matter, etc.

d. Vacuum if any loose debris remains after mopping.

ii. WEEKLY

1. Damp mop floors. Floors should have a uniform appearance with no streaks, detergent residue, standing water, or evidence of soil. There shall be no splash marks on the walls, and soil shall not be permitted to accumulate along edges of baseboards.

iii. MONTHLY

1. Buff all tiled floors at the beginning of the month to maintain high gloss

a. This item is to be taken care of during a scheduled evening or weekend.

iv. ANNUAL (in the month of May)

1. Completely strip old wax and re-wax with a glossy, no-slip wax and buff.

a. This item is to be taken care of during scheduled evenings or a weekend.

b. Notify the COR two weeks in advanced of proposed waxing schedule.

b. All carpeted areas shall be maintained as follows:

i. DAILY

1. Vacuum all carpeted areas in the front entrance.

2. Check conference room and the photocopier office, vacuum as needed.

ii. WEEKLY

1. Vacuum employee offices. Clean with electric vacuum cleaner using hand tools to thoroughly clean corner, edges, behind doors and under furniture as much as possible to assure all dirt is thoroughly removed from the carpet.

iii. ANNUAL (in the month of October)

1. Steam clean all carpeted areas including conference rooms, photocopier room, and employee offices.

a. This item is to be taken care of during a scheduled weekend.

b. Notify the COR two weeks in advanced of proposed carpet cleaning schedule.

E. SUPPLIES AND MATERIALS FURNISHED BY THE GOVERNMENT: The Contractor shall maintain an adequate inventory of Government furnished supplies by giving the Contractor Officer’s Representative advance notice so that orders can be placed and received on a timely basis. The following are supplied by the Government:

1. Outdoor receptacles for all waste from office and laboratories. Removal of all wastes from the outdoor dumpsters, recyclables, and composting bins are the responsibility of the Government

2. Floor mats for entrances

3. Paper towels

4. Toilet paper

5. Liquid hand soap

6. Wastebaskets

7. Light bulbs

8. Plastic and composting trash bags (small and large)

F. SUPPLIES AND MATERIALS FURNISHED BY THE CONTRACTOR: The Contractor shall utilize products and material made from biobased materials (e.g., biobased greases, biobased hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR).

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their biobased products such as biobased content. In addition to the biobased products designated by the U.S. Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other biobased products.

The Contractor shall submit with the initial proposal a complete list of biobased products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. The following shall be provided by the contractor:

1. Supplies

a. Mechanical cleaner machines

b. Soaps/detergents

c. Disinfectants

d. Chemicals for cleaning purposes

e. Toilet bowl deodorant

f. Wax

g. Polish

2. Cleaning Equipment

a. Cloths

b. Sponges

c. Squeegees

d. Mops

e. Brushes

f. Brooms

g. Pails

3. All other supplies/or equipment required by the contractor not mentioned herein

All materials used shall be without ammonia, and shall not release ammonia fumes in or adjacent to any laboratory in which delicate chemical analyses are conducted.

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

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

NOTE: There is a small storage closet available for the Contractor’s use to store supplies and equipment.

Responsibilities

A. SUPERVISION OF EMPLOYEES. Contractor shall provide for supervision of employees. Prior to commencement of services under this contract, the Contractor shall furnish to the COR a list of employees who will work on-site performing the services, and the name of the individual who will be responsible for supervision of such employees and who will function as the Project Manager. The Project Manager shall:

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

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

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

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

C. PERSONS. The Contractor will be responsible for any negligent or wrongful acts or omissions of the Contractor, his employees or agent’s incident to the performance of this contract. The Contractor will hold and save the Government harmless from all liability for any death or damage to all persons (other than the liability of the contract as provided under the Federal Employees Compensation Act) or to real or personal property, which results from the operation of, or incident to, equipment furnished by the Contractor. The Contractor will not be responsible for any negligent or wrongful acts or omissions of the U.S. Department of Agriculture; its employees, the U.S. Department of Agriculture’s Cooperators or their employees.

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

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

F. SECURITY: Only authorized Agricultural Research Service, Agricultural Research Service Cooperator employees, the Contractor and Contractor’s employees shall be allowed in the building during performance of this contract. The Contractor will close any open windows, turn off lights (except those left on for security), and lock designated interior and all exterior doors. The building is considered closed for business from 4:30pm to 7:30am daily, all weekend hours, and Federal Holidays. Doors to laboratories and offices will be unlocked only during the period of cleaning services. They will not be left unattended and open.

G. SECURITY CLEARANCES: Upon contract award, all contractor personnel who will be working in the building will be required to complete a background investigation. Upon clearance, contractor personnel will work with the designated USDA, Agricultural Research Services employees to obtain a Linc Pass, which will serve as a permanent ID and authorize building access after normal business hours.

H. CONDUCTION OF CONTRACTOR AND EMPLOYEES: Contractor personnel shall not smoke in the building, as this is an non-smoking building. Contractor personnel shall comply with the installation traffic laws and other regulations and instructions pertaining to conduct of persons on Government facilities.

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

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

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

Inspections

A. Definition: “Services” includes services performed, workmanship and materials furnished or utilized in the performance of services.

B. All work shall be performed in a skillful manner. The COR may require the Contractor to remove from work any employee the COR deems incompetent, careless or otherwise objectionable.

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

Deficiencies

A. Any deficiencies in performance found will be brought to the Contractor’s attention. The Contractor is required to correct the deficiencies during the next scheduled cleaning. Should the same deficiencies be found during future inspections, a meeting will be held with the Contracting Officer, COR, and Contractor to determine a course of action. Contract deductions may be discussed at this point.

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

Payments

Payments shall be made on a monthly basis, in arrears, upon electronic submission of invoices to the Invoice Processing Platform (IPP).