Janitorial_Tahoe_SOLICITATION_20141.doc

SOLICITATION/CONTRACT/ORDER COMMERCIAL ITEMS

DATE

1/3/2014

INFORMATION CALL:

January 22 2014/1430

FOB DESTINATION

UNRESTRICTED

SET ASIDE: 100 % FOR

MARKED

631 COYOTE ST.

NEVADA CITY, CA 95959

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SMALL BUSINESS

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SEE SCHEDULE

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HUBZONE SMALL

13a. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 700)

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8(A) 13b. RATING

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RFQ FORMCHECKBOX

IFB FORMCHECKBOX

RFP

15. DELIVER TO CODE

TAHOE NATIONAL FOREST

631 COYOTE ST.

NEVADA CITY, CA 95959

16. ADMINISTERED BY CODE

17a. CONTRACTOR/ CODE FACILITY

OFFEROR CODE

18a. PAYMENT WILL BE MADE BY CODE

SAME AS BLOCK #9

TELEPHONE N0.

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17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

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SEE ADDENDUM

Tahoe National Forest, Supervisor’s Office

DUNS #:__________________________

TIN#____________________________

CONTRACTOR MUST BE REGISTERED AND ACTIVE IN:

www.SAM.gov (Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

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ARE NOT ATTACHED

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ARE NOT ATTACHED

29. AWARD OF CONTRACT: REF. OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

PART 1, SCHEDULE OF ITEMS

SECTION B

SUPPLIES OR SERVICES, AND PRICES/COSTS

February 1, 2014 through Feb 28, 2015

DAILY

HOUR

2. Responses without prices for each item and sub-item may be rejected.

3. Additional Services may be requested at the hourly rate for each period. Additional services will be requested by the COR/ CO and must be completed within 24 Hours of request.

4. The daily rate will be calculated by the monthly rate divided by 30. This rate will be used for deductions if daily service is not conducted and/or is unacceptable.

PRICE SUBMITTED BY:

Signature

Phone

Vendor Name

FAX

Address

Email

SECTION C--DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 SCOPE OF CONTRACT

Description of Work: The intent of this contract is to secure services for janitorial services at the Tahoe National Forest Supervisor’s Office located at 631 Coyote St., Nevada City, CA 95959. A Firm Fixed Price contract will be awarded to the contractor that provides the best value approach to the Government requirements.

Contractor Responsibility: The Contractor shall provide everything--including, but not limited to, all equipment, supplies, transportation, labor, and supervision--necessary to complete the project, except for that which the contract clearly states is to be furnished by the Government.

The Contractor, through innovation, technology, or other means, shall perform the required cleaning services at frequencies determined by the Contractor. The Contractor shall be fully responsible for providing customer service, custodial cleaning, quality control and related services. The Contractor will determine how often the work is to be performed, how much labor is needed to perform the tasks, what methods will be used to complete the job and which supplies, materials and equipment are needed. The service provider shall be in continuous communication with the CO or COR, updating them on schedules and progress.

The frequencies and method of performance will be determined by the Contractor based on the needs of the Government. Performance measurements will be based on the Government’s evaluation of results, not the frequency or method of performance. The evaluation of results will be based on tenant satisfaction, surveys, inspections, quality control review, and best trade practices.

** Some items required under these specifications were not provided previously, and may need additional work initially to bring the building up to the expected and current specification levels. These costs shall be spread over the length of the base period.

CONTRACT EFFORT REQUIRED

(1) The majority of custodial services shall be performed beginning during Official Building Hours, Monday through Friday, Federal holidays excluded. Official Building hours are between 8:00 AM and 4:30 PM local time. The services are requested to begin in the afternoon and go into the evening.

(2) Services that may interfere with business functions (e.g. extensive vacuuming, carpet cleaning, window cleaning, blind cleaning) shall be coordinated in advance with the COR and performed at other than Official Building Hours, unless specifically approved or requested by the COR.

INTERIOR BASIC SERVICES

The basic services for all applicable areas are described below. Following each task is the Government’s quality standards, which define the expectation of performance. Additionally, each task is to be performed utilizing best industry practices. Throughout the course of the regular services the Contractor and their representatives should take note of building maintenance and security issues and report them to the Contracting Officer or COR. If cleaning will affect office workers(window cleaning, blind cleaning extensive vacuuming) signs shall be posted on tack boards notifying tenants of cleaning schedule, so they can accommodate easier access to areas.

UNCARPETED FLOORS

Floors are to be slip resistant, clean and free of debris, foreign matter, water streaks, mop marks, and present an overall appearance of cleanliness. All surfaces, baseboards, and corners are to be clean and dry. The finished area should have a uniform high luster.

Walls, baseboards, and other surface shall be free of splashing and markings from the equipment. Floors are to be slip resistant, clean and free of debris, dust, dirt, foreign matter, and present an overall appearance of cleanliness.

Finishing: Walls, baseboards and other surfaces shall be free of finish residue and equipment marks. Floors shall be free of streaks, mop marks, and skipped areas. The finished area shall have a high uniform luster.

CARPETED FLOORS

Vacuuming: Rug and carpet surfaces are to be free of dirt, dust, and other debris. A water pickup vacuum will be utilized to extract water when necessary.

Spot Cleaning: Rugs and carpets shall be maintained clean and free of smudges, odors, stains, spillages, or other substance buildup. There will be no evidence of fuzzing due to harsh brushing, and carpet pile shall be restored to its original form.

Carpets shall be Steam/Deep cleaned no less than once per year.

Area Rugs: Area rugs and entrance mats shall be maintained to be free of dirt, debris and stains. There also should be no debris, dirt located under the rugs or mats.

SURFACES

Metal: Surfaces shall be clean, bright and polished to a uniform high luster.

Wood: Surfaces shall be clean and free of soil substances, dust, streaks, smudges, and spots. Periodic polishing shall be performed to maintain a high luster.

Glass, Mirrors, and Pictures: All glass is to be clean, disinfected and free of dirt, grime, dust, streaks, watermarks, and spots. Surface shall not be cloudy. Surfaces shall be cleaned on both sides of all interior and plate glass, including spandrel glass, lobby glass, atrium glass entrances and vestibule doors.

Walls, Windowsills, and Thresholds: Surfaces shall be clean and free of dirt, smudges, dust, spots, stains, and discolorations.

Venetian/Vertical Blinds: Both sides of blind slats, cord tapes, and valances shall be free of dust and cobwebs.

Ceilings: Ceilings shall be free of cobwebs and removable dust and dirt. Ventilation diffusers shall be free of accumulated dirt, dust or other debris. Light lens covers shall be free of cobwebs, stains, insects, and other debris.

ENTRANCES, LOBBIES, MAIN CORRIDORS

Policing: These are areas of high visibility and special attention should be given to these areas. These areas shall be policed at a frequency to maintain a clean appearance at all times using the aforementioned guidelines. Commonly touched areas (Counters, door knobs, and railings) shall be disinfected regularly to prevent spread of disease

ELEVATORS

Surfaces: Interior and exterior surfaces are to be clean and free of smudges and present a uniform high luster. Interior cab lights shall be cleaned.

Floors: Floors shall be maintained clean and free of debris. Carpets shall be cleaned regularly, including periodic shampooing.

Floor Tracks: Floor tracks are to be clean and free of dirt, grime, grease, and debris.

RESTROOMS, LOCKER ROOMS, SHOWERS, WATER FOUNTAINS, UTILITY

ROOMS

Wet Mop: Floors shall be disinfected and shall be slip resistant and free of dirt, water streaks, mop marks, debris, and shall have a uniform high luster. There shall be no obvious sign of dirt or build up in corners or crevices.

Fixtures: All fixtures and surfaces (washbasins, urinals, toilets, shower stalls, fountains, handles railings, etc.) shall be clean, disinfected, and bright with no obvious dust, stains, streaks, soil, rust, mold, hard water deposits, encrustation or excess moisture.

Dispensers: Supply dispensers including soap, towels, toilet tissue, toilet seat covers, etc. with a frequency necessary to meet the needs of the occupants for the time until the next service period.

Receptacles: Wastebaskets and sanitary napkin receptacles shall be emptied, cleaned, disinfected, and new bags inserted.

General Requirements: There shall be no sign of obvious dust, soil substances, stains, marks, drips or dirt on floors, walls, mirrors, stalls, fixtures, countertops, and metal surfaces. These areas shall present a clean and sanitized appearance and shall be maintained odor free. The Contractor shall comply with Occupational Safety and Health Administration (OSHA) 29 CFR.

NOTE: The Contractor shall service all restrooms to maximum capacity during the afternoon of the last day of the contract period. Dispenser stock of paper supplies and hand soap remaining at the termination of the last official workday shall not be removed and shall become the property of the Government.

STAIRWELLS AND LANDINGS

Policing: All surfaces and floors shall be free of dust, dirt, spillage, and other removable soil substances.

VENDING AND BREAK AREAS, SEATING AREAS

General Requirements: These areas shall be kept clean and show no signs of obvious trash or debris. The floors and surfaces shall be maintained and disinfected in accordance with the aforementioned performance requirements. Due to heavy trafficking, these areas shall be policed with a frequency to maintain clean and sanitary conditions. The vending machines surfaces shall be disinfected and wiped down completely. The tops of machines shall be dusted regularly. The interior of microwaves shall be wiped clean, the exterior shall be wiped clean and disinfected. The counters, chairs and tables shall be wiped clean and disinfected regularly.

ALL OTHER INTERIOR SPACE (NOT SPECIFICALLY IDENTIFIED ELSEWHERE

General Requirements: All space within the building shall be clean in accordance with the performance requirements specified herein and show no signs of negligent custodial practices. Room furnishings and walls shall be free of obvious dirt, dust, cobwebs, and stains. Floor surfaces shall be maintained clean and free of dirt, soil substances, and debris. All hard finished surfaces shall present a uniform high luster, free of spots, scuffmarks, and spillages. In dusting of horizontal spaces, desk type items shall not be disturbed, but dust shall be removed from the surrounding area. Tenants requesting thorough desk cleaning will be required to clear all items from the desk.

Fluorescent and Incandescent Tubes that are burnt out shall be replaced from stock placed in the Utility closet.

For the safety of the employee and visitors safety signs shall be provided by the contractor for areas that may be slipping hazards due to wet floors.

EXTERIOR BASIC SERVICES

RAMPS, ENTRANCES, PARKING LOTS, SIDEWALKS,

GROUNDS

Policing: These areas shall be maintained to ensure that trash, debris, and other discarded materials do not accumulate. Frequent policing may be required.

Sidewalks and Paved Areas: Sidewalks shall be free of dirt, gum, grease, cigarettes, and debris. There shall be no obvious signs of liquid spillages, stains, or foreign matter on concrete, brick or other hard surfaces. Previous long-standing oil stains are not to be considered for removal under this paragraph. Hosing down exterior areas surrounding the building may be required.

Designated Smoking Areas: Police designated areas as needed during the day to maintain a clean appearance. Grounds and surrounding area shall be free of discarded waste. Discarded material shall be removed from the waste and ash receptacles.

NOTE: When exterior cleaning or policing is being performed, persons shall use all safety equipment and procedures required in Occupational Safety and Health Administration (OSHA) 29 CFR 1910.1030. The Contractor shall fully train all employees designated to perform these services using OSHA standards.

TRASH/SOLID WASTE DISPOSAL/REMOVAL

Extent of Work: The Contractor shall furnish all necessary labor, equipment and supervision to provide solid waste disposal services. Bags of trash, debris or recyclable material shall not be left in the public areas. Overflow of trash from containers shall be picked up from the area surrounding the collection area. The Contractor shall comply with OSHA 29 CFR 1910.41. The Government is responsible for providing the dumpster services, to be used as the collection point by the janitorial contractor.

RECYCLING

Materials: The Contractor shall handle, transport, and ensure the recycling of paper, newspaper, cardboard, and plastic or glass. The Recycling will be located a designated points throughout the building to be coordinated with the Contractor. The Contractor will ensure all materials in containers designated for recycling shall be transferred from the collection containers to the pick-up point in front of the building for the Collection time (currently Tuesday approximately between 7:30- 9:00AM- however times may vary). Some Recycling may have to be removed completely off-site by the contractor and taken tone of the recycling centers. There are usually 7-9 containers scattered throughout the building. The Contractor shall return the Blue recycle carts to their original location after the bins are empty, if not done by FS employees. The Contractor shall maintain them free of residue, holes, odor, vermin or foreign matter that may cause personal injury or damage to the building. This includes the Recycling Container on the sidewalk in the fleet parking lot.

ADDITIONAL SERVICES

Definition- Additional services are requests from the Contracting Officer to complete tasks assisting with the health and cleanliness of the building that may not be specifically be covered under the contract. Tasks may include water extraction and carpet cleaning services in response to water leaks, or extra cleaning or services in response to a Forest Service need or unexpected circumstances. The work will be calculated based on the hourly price proposed in the schedule of items.

This is not work covered under the standards and tasks of the contract. It is not a valid request unless it comes from the contracting officer. If an employees asks for additional vacuuming of their office, that does not constitute the additional services.

C.2 Project Location & Description

Location: The project is located:

The Supervisor’s Office is located within the city limits of Nevada City, CA. Proceed on State Highway 49 to the junction with State Highway 20; turn west on Highway 49 for approximately one-eighth of a mile to the junction of Highway 49 and Coyote Street. Turn north on Coyote Street, and follow the signs indicating office location.

Description:

The office building contains approximately 30,149 gross square feet of space, including a reception area, 100 individual numbered office/work areas, nine restrooms, conference rooms, an elevator, a shower, and janitor storage areas/rooms on the first and second floors. The population for the building varies seasonally from 80-120 people.

Any prospective contractor desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing from the Contracting Officer soon enough to allow a reply to reach all prospective contractors before the solicitation closing date. Oral explanations or instructions given before the award of a contract will not be binding.

C.3 Estimated Start Date & Contract Time Start: February 1, 2014 through February 29, 2015, including (3) Optional 12 month periods running consecutively through February 2016, 2017, 2018 See also Section F

C.4 Cleaning Schedule

The cleaning schedule will be determined by the Contractor and submitted to the Contracting Officer for approval prior to commencement of work. The Government requests that work begin in the afternoon into evening to prevent as little disturbance to daily operations.

C.5 Licenses and Insurance

The contractor shall obtain the insurance and licenses listed here; (see also Section L, Notices to Offerors and Respondents). None.

C.6 Materials and Services

C.6-1 –Required expendable supplies to be furnished by the Contractor

a. Liquid hand soap- must be environmentally preferred products (See Below)

b. Paper hand towels- Must fit dispensers and must be equal to the following:

c. Toilet tissue- 2 Ply- Must fit dispensers and be equal to the following:

d. Solid cake toilet room deodorant- must not be able to fall into toilet and cause clogs (wire and or plastic pieces or free floating cakes).

e. Toilet urinal deodorant cakes- must not be able to fall into toilet and cause clogs(wire and or plastic pieces or free floating cakes).

f. Paper toilet seat covers

g. All Cleaning Supplies, disinfectants

h. Trash bags and can liners- various sizes

i. Restroom air freshening systems and refills

j. Standard Paper towels roll for Kitchen- estimated approximately one roll per day.

k. Any supplies not listed above necessary for the conduct of the regular janitorial services in the building.

The contractor, with approval by the Contracting Officer, may provide recommendations to change dispensers for cost savings to the government. Upon award of the contract the contractor shall provide a submittal sheet specifying all recommended supplies to ensure there is no conflict. If products are changed during the course of the contract the contractor is to notify the COR in writing.

Some General Services Administration (GSA) contractors will provide discount pricing to other Government contractors in support of a government contract, it is the janitorial services contractor’s responsibility to pursue those discounts and provide necessary documentation, and the Contracting officer may provide assistance if it is in the best interest of the government.

Environmentally Preferable Products

The Tahoe National Forest, Supervisor’s Office, of the US Forest Service requires the use of environmentally preferable products and services in order to comply with federally mandated programs and USDA’s Agriculture Acquisition Regulations (AGAR 423.703) that direct USDA agencies to actively promote a preference for Environmentally Preferable Products. This includes the use of: recovered material products; energy and water efficient products; alternative fuels and fuel efficiency, bio-based products; non-ozone depleting substances; priority chemicals; and environmentally preferable products. These products are described on the Office of the Federal Environment Executive website ( http://www.ofee.gov/gp/gp.asp ).

Products and Materials:

Custodial cleaning products required in the performance of this SOW shall meet as a minimum, Green Seal Product Standards ( http://www.greenseal.org/certification/environmental.cfm ). If it is determined that a product does not meet Government performance requirements, the contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance. {Follow this link to see a current list of cleaning products that currently meet the EPA requirements http://www.greenseal.org/findaproduct/index.cfm )

Products that fall under the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) ( http://www.epa.gov/cpg ) shall meet the minimum recovered (recycled) content.

Bio-based products shall be used upon issuance of the bio-based product listing from the United States Department of Agriculture (USDA) ( http://www.usda.gov ).

The contractor shall purchase and use Energy Star or other energy-efficient items listed on the Department of Energy’s Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list.

Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract

C.6-2 - Government Furnished Property- The Government will furnish the following:

A. Incandescent light bulbs- furnished by the Landlord

B. Fluorescent light tubes- furnished by the Landlord C. An electronic access card, standard Forest Service key and keys to rooms that are to remain locked after the completion of the cleaning. These items are to be returned to the Forest Service upon completion of the contract.

C.6-3 - Locked and/or Non-Serviced Rooms: Some rooms in the office building are locked for administrative reasons. These rooms will not require services unless left unlocked or a key has been provided to the contractor. For the rooms where a key is provided, the contractor will lock the door and turn off the lights prior to leaving.

C.7 Conduct

All work under this contract shall be performed in a skillful and workmanlike manner. The janitorial employees must be dressed in a clean and appropriate manner for a professional office environment. They must have a name tag identifying the employee by name and have the contractor’s name visible at all times.

The Contracting Officer may, in writing, require the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment, or any Government-owned property.

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 the employee(s) as may be necessary.

The Contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Government use.

The Contractor will be notified of non-compliance and will be requested to correct the condition at the Contractor’s expense.

The Contractor will not be allowed to have any persons (family members or otherwise) under the age of 16 years on the premises to either work or accompany the Contractor or his/her employees during performance of the contract.

C.7-1 Specific Conduct

The following restrictions apply to the Contractor and his/her employees:

a. Smoking: The Contractor shall not smoke inside any building on Government property.

b. Gambling: The Contractor shall not participate in games for money or personal property while on Government property.

c. Alcoholic Beverages and Narcotics: The Contractor shall not be under the influence of, use, or be in possession of any narcotic drug, hallucinogenic, marijuana, barbiturate, amphetamine, or alcohol while entering on or on Government property. This prohibition shall not apply in cases where the drug is being used as prescribed for a patient by a licensed physician.

d. Soliciting or Vending: The contractor shall not solicit or sell any items while on Government property.

e. Firearms: The Contractor shall not be in possession of any firearms inside any building on Government property.

C.8 Security of Premises

The Contractor shall check to see that all gates, exterior doors, and all exterior windows are locked and that exterior lights that illuminate the entrance/exits are turned on before departing the premises during hours of darkness.

The Contractor shall report to the Contracting Officer any instance (by specific locations) of having to perform lockup, to turn on exterior lights or to shut windows.

The Contractor shall place an “Out of Order” sign on any plugged toilets, sinks or drinking fountains and report it to the Contracting Officer.

The Contractor shall ensure that all lights shall be turned off after each room or area has been serviced.

C.9 Storage

A storage room for supplies will be available to the Contractor. This room is located on the first floor of the building. This room must be kept in a clean and orderly manner. No toxic or hazardous materials will be stored in this area.

C.10 Prevention of Common Cold and Diseases

The purpose of “prevention” mode cleaning is to reduce the risk of the spread and transmission of flu viruses which may be present on surfaces in the building. To be effective, special attention is to be given to highly touched environmental surfaces such as hand rails, tables and counters in lunch rooms and common areas, the employee showers in the 1st Floor restrooms, sink fixtures and counter tops, light fixtures, doorknobs, door panels, restroom dispensers (soap, towel, tissue, sanitary-napkins, hand, etc.), phones, elevator buttons, counter tops of public areas, to just name a few. When notified by the Contract Officer, the Contractor shall implement the following additional “prevention mode” cleaning procedures:

1. Use EPA-registered disinfectants or cleaning/disinfectant products with demonstrated (proven) veridical claims against flu viruses, check the manufacturer’s instructions on “spectrum of action” and method of use (dilution, contact time, etc.). A lists of all EPA registered disinfectants can be found at http://www.epa.gov/oppad001/chemregindex.htm. If using a product labeled only for use only as a disinfectant, those surfaces will require being cleaned first. Bleach solutions are not to be used because of the potential for harm to surfaces and finishes and for employee exposure.

2. Launder or replace potentially contaminated cleaning cloths and sponges between cleanings.

3. Wear appropriate protective equipment that includes gloves and splash protection (a face mask to prevent droplets containing flu virus from entering the eyes, nose or mouth while cleaning).

4. Renew bathroom and lunch/common room supplies frequently: soap, paper towels.

5. At a minimum once a day thoroughly clean/disinfect all surfaces that are touched by the hands these include:

· Doorknobs, light switches, elevator buttons, remote controls, and handrails, telephones in common areas (conference rooms, break area, lobby, etc. )

· Lunch/common area tables, chairs, counters, sinks microwaves, refrigerator doors and handles and vending machines

· Conference Room/s tables and chairs

· Restroom surfaces (counters, sinks, dispensers, etc.) and fixtures

· Lobby area desk, tables and chairs

· Drinking water fountains

· All hard surface floors must be mopped with neutral disinfectant cleaner.

Note: Do not spray any liquid cleaning solution directly into/onto any electronic items, key pads, such as phones, elevator key pads, light switches, etc. as it could cause damage. For the electronic items spray aerosol disinfectant sprayer on a clean towel and wipe the electronic item thoroughly.

C.11Quality Assurance Plan

This is a performance-based contract that expresses the Government’s requirements in the form of the minimum quality standards to be met. The Contractor must determine the optimal work schedule, frequency, resource allocations and performance methods. The Contractor’s performance will be evaluated based upon the Government’s Quality Assurance Plan (QAP), which includes written inspections, customer surveys, service call logs, contractor/tenant meetings, and review of reports and logs. The QAP will serve as a guide for all parties involved to ensure that tenants and the Government receive the services paid for and specified in this contract.

This schedule is for estimating purposes based on past history of what has occurred and assist in Government inspections of the contract work. In some cases the frequency of required cleaning may be more or less based on use and other factors. This is for Government inspection purposes to guide the quality assurance program. The frequencies do not relieve the contractor of the responsibility from additional cleaning if necessary.

Recommended schedule

Restrooms Shower Room

(Including Restroom located in Parking lot for public/visitors).

X

X

X

X

X

SWEEPING: Non-carpeted areas shall be swept and shall be free of obvious dirt debris or spillage.

Extend the sweep or vacuum to remove obvious dirt from around and under furniture.

X

At least One annual cleaning of all accessible carpeted surface area including the stairwells, and elevator (if carpeted)

X

X

X

(Locations to be determined) The contractor’s responsibility is to collect all recycle bins in the building and place them in the front of the building, prior to the regularly scheduled Waste Management Recycle pick-up day. (currently Tuesday mornings approximately 8AM-9AM)

X

SWEEPING: The entire alcove area shall be swept of dirt, leaves, etc.

METAL POLISHING: Metal surfaces shall be free of smears, stains, and finger marks. They shall be clean, bright and polished to a uniform luster.

X

COBWEBS: All cobwebs within the alcove shall be removed.

X

All outside trash cans shall be emptied and kept in a clean and

X

X

Empty trash containers next to the pump house in Green Fleet Parking lot.

SOLID WASTE COLLECTION: All material shall be removed to the trash bin when at least ½ full. Liners shall be in place at all times.

X

X

X

X

X

DISINFECTANT CLEANING: A disinfectant cleaning solution shall be used to disinfect sink, counter tops and the tabletop.

X

X

X

NOTE: Light bulbs will be provided by the Landlord, but the contractor is responsible for the replacement of the bulbs as needed. Lights that need replacing will have flagging hanging from them.

All light fixtures and lights for the facility will be maintained to provide adequate lighting. This will include replacing light bulbs that are burned out or blinking.

If the after replacing with new bulb the light still does not work, notify COR of lighting problem.

X

SECTION E--INSPECTION AND ACCEPTANCE

FAR 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): www.acquisition.gov/far/

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

E.1 Inspection (General). Government inspections are for the purpose of satisfying the Government that the services are acceptable and do not relieve the Contractor of the responsibility for maintaining quality control.

E.1.1 Government Inspections. The Contracting Officer's Representative or designated inspector will conduct all inspections of the Contractor’s inspection procedure. The Contractor (or designated representative) is encouraged to be present to observe inspections. Summary results will be made available on request.

E.2. Specific Procedures. Inspections will be conducted for daily, weekly, and monthly work.

E.3. Acceptance. The following clauses which affect acceptance are incorporated by reference in Section I:

Responsibility for Supplies, Clause 52.246-16 Use and Possession, Clause 52.236-11 E.3.1 Acceptance Standard for this Project. Work will be deemed acceptable for full payment when the Government has sampled the Contractor’s inspection procedure.

E.4 Deductions due to unacceptable service.

The COR may recommend to the Contracting Officer deductions based on poor, unacceptable or no service provided by the contractor. If possible, the Contracting Officer will ask the contractor to re-work the defiecient areas. The failing Inspection forms will be provided along with the notice of non-compliance to the contractor for response within 2 calendar days.

1. THE ROLE OF GOVERNMENT PERSONNEL AND RESPONSIBILITY FOR CONTRACT ADMINISTRATION

A. Contracting Officer: The Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to:

1) Amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules.

2) Make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance.

3) Terminate the contract for convenience or default.

4) Resolve and issue final decisions on actions taken under the “Disputes” clause of the contract.

5) Process assignment of claims (assignment of contract payments to another organization).

6) Process novation agreements.

The Contracting Officer may delegate certain other responsibilities to authorized representatives.

B. Contracting Officer’s Representative: The Contracting Officer’s Representative (COR) assists in the administration of the contract. The responsibilities of the COR include, but are not limited to:

1) Acting as the Government’s representative in charge of work at the site.

2) Determining the adequacy of performance and ensuring compliance by the Contractor in accordance with the terms and conditions of this contract.

3) Conferring with the Contractor regarding any problems encountered in the performance of the work.

4) Documenting deficiencies through written inspection reports.

5) Advising the CO of any factors which may cause delay in performance of the work.

The Contracting Officer’s Representatives and their responsibilities shall be delegated in writing upon award of the contract, with a copy of such delegation to the Contractor.

2. QUALITY ASSURANCE PLAN

A. General This is a performance-based contract that expresses the Government’s requirements in the form of the minimum quality standards to be met. The Contractor must determine the optimal work schedule, frequency, resource allocations and performance methods. The Contractor’s performance will be evaluated based upon the Government’s Quality Assurance Plan (QAP), which includes written inspections, customer surveys, service call logs, contractor/tenant meetings, and review of reports and logs. The QAP will serve as a guide for all parties involved to ensure that tenants and the Government receive the services paid for and specified in this contract.

B. Occupant Feedback Program Tenant satisfaction is one of the key controls to ensure that the building is maintained in a clean and sanitary manner.

1) The Government will institute an occupant feedback program as a means of assisting in documenting service problems. This occupant feedback program will be considered in evaluating the Contractor’s performance.

2) The Government may also conduct surveys of the building tenants to ascertain the satisfaction level of the Contractor’s performance. The Contractor will be given survey results to assist in maintaining acceptable levels of service.

3) In the event a tenant requests work not covered by the contract, the Contractor shall refer tenant to the COR.

C. Performance Evaluation

The terms of the contract have been agreed upon by the Contractor and the Government at the time of contract award. During the life of the contract, Contractor performance will be documented by means of written inspection reports, minutes of meetings, GSA/customer surveys, customer comments, service call logs, and records which will be retained as part of the official contract file.

1) Effectiveness of Quality Control: The COR shall assess the effectiveness of the Contractor’s Quality Control Program through review of reports required of the Contractor, service delivery information, customer interaction, documented customer comments, service call logs, and by means of inspections.

2) Inspections: A Government representative will make periodic inspections (Exhibit 9), with the Contractor’s representative when available, to document the level of services being performed. The Contractor will be notified in writing of any deficiencies noted.

3) Service Delivery: The quality and timeliness of the Contractor’s (including subcontractor) performance, as well as service call responses, will be used to assess the overall service delivery.

Additionally, the Contractor’s service call program will document requests for service and responses. The Contractor will make the service call records available for inspection by the COR at all times.

E. Contract Closeout Inspection

On a date not later than 60 calendar days prior to the expiration of the contract, the Contractor and the COR, or a designee, will make a complete inspection of the locations covered by this contract. The Contractor shall coordinate and schedule the inspection with the COR.

The COR will then, not later than ten (10) working days following the inspection, furnish the Contractor with an Existing Deficiency Report listing all deficiencies noted during the inspection.

The Contractor will, before the expiration of the contract, correct all deficiencies noted in the Existing Deficiency Report.

SECTION F--DELIVERIES OR PERFORMANCE

FAR 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): www.acquisition.gov/far/

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

52.242-14 Suspension of Work (APR 1984)

AGAR 452.211-74 Period of Performance (FEB 1988) The period of performance of this contract is from 02/01/2014 through 02/28/2015. The contract also has three one year option periods that can be exercised at the option of the Government through 02/2018.

52.232-19 -- Availability of Funds for the Next Fiscal Year. (Apr 1984) Funds are not presently available for performance under this contract beyond __Feb 2015______. The Government’s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond _Feb 2015___, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

SECTION G--CONTRACT ADMINISTRATION DATA

Pre-work Pre-work conference. Before work begins on service contracts, a pre-work conference is normally held to discuss the contract--especially the specifications, labor provisions, plan of work, and selected standard clauses. The pre-work meeting should be attended by an officer of the firm or someone designated in writing to act on behalf of the firm. The pre-work meeting may be waived at the discretion of the Contracting Officer.

Notice to Proceed.

A. [ ] No work may begin on this contract until the Contracting Officer has issued a Notice to Proceed.

B. [X] Work on this contract may proceed and contract time will begin upon receipt of the awarded contract. Any adjustments to the anticipated completion date will be noted in the award letter.

Payment

Payments. Payment will be made for fully acceptable work at the prices bid in the schedule of items. Payment will be made monthly or at the milestones specified below:

Deductions In accordance with the inspection clause, payment may be made for less than fully acceptable work at a reduced price. Deductions will be made for non-satisfactory work under each of the following sections where work is to be completed:

1. Standards of clean: Daily rate deficiencies: Categories-

Restrooms/Shower (30% of daily value)

Offices (35% of daily value)

General (35% of daily value)

Front Desk/Entrances (10% of daily value)

These standards of clean deficiencies are for major daily deficiencies where the contractor is clearly not in compliance with the specifications. Contractor after being notified of deficiencies may have the opportunity to re-work the areas, if the problems are recurring (more than three times in a month) the deductions will be made without the opportunity to rework the areas and daily deductions will be made until the deficiencies are resolved.

2. 10 documented minor standards of clean deficiencies in a category in a week will result in a deduction at daily rate for that category as stated in #1 above. 30 documented minor deficiencies in a 30 day period will result in deduction equal to 3 times the full daily rate.

Major Deficiencies -are defined as the large percentage (20%+) of the work in the category was not acceptable. The contractor clearly did not adhere to the specifications and standards in the contract. Examples are- 3 of the bathrooms do not pass the standard of clean, 10 or more general offices are unsatisfactory. After being notified of leaves and dirt in entry hallway the problem persists.

Minor Deficiencies- are defined as a small percentage of the work required but items do not meet the standard. Examples are- a trash can is forgotten and not emptied, a valid compliant by a tenant that the floor has not been vacuumed and has debris, dust buildup on horizontal surfaces, restroom runs out of supplies.

The contractor will be informed if specific work is not up to the established standard, and he/she will have an opportunity to…