ATT 1- SOW-Upper Lake CA Janitorial 2025.pdf

STATEMENT OF WORK

Janitorial Services-Upper Lake Ranger District

1. SCOPE OF WORK

The Contractor shall perform janitorial duties on the Mendocino National Forest Upper Lake Ranger Station offices, located at 10025 Elk Mountain Road in Upper Lake, California. The county of performance is Lake. The Upper Lake compound is approximately 8,836 square feet. This area includes one (1) office building with one (1) front office, three (3) restrooms (two with showers); one (1) conference room (which can be separated into two rooms); one

(1) lobby area; one (1) kitchen area; hallways; and one (1) janitor closet. Additionally, one

(1) outside bathroom that is attached to a different building that encompasses the shop and the storage units.

The Contractor is responsible for maintaining the building interior(s), and indicated exterior portions, at a level of cleanliness standard for commercial administrative buildings. The quantity of office furniture or utilization of floor space is subject to change during the contract period. In cases where utilization of floor space is significantly altered, adjustment of contract price may occur through mutual agreement. Performance shall be based upon the Government's evaluation of the results of the Contractor's efforts, not upon the performance methodology itself.

2. PERIOD OF PERFORMANCE

Estimated Starting Date (Base Year): July 15, 2025-July 14, 2026 and four (4) Option years:

July 15, 2026 – July 14, 2027 July 15, 2027-July 14, 2028 July 15, 2028-July 14, 2029 July 15, 2029-July 14, 2030

3. PERFORMANCE SCHEDULE

Interior services shall be provided two (2) times per week ( Friday and Tuesday) between the hours of 6:00 p.m. and 6:00 a.m. weekdays so as not to conflict with Forest Service work, or anytime weekends, unless otherwise agreed. Some flexibility with the days of the week and may be negotiated, however, there must be a minimum of two (2) days between cleanings.

Should a Federal holiday occur on a scheduled cleaning day, the Contractor shall work either the night immediately prior to the holiday or the night immediately following the holiday. It is the Contractor's responsibility to notify the COR of inability to perform duties on any particular day, and notification is required prior to 3:00 p.m. on the day of the service (or on Friday, if the day of service is a weekend).

In the event services are not provided or required because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of the Congress to appropriate funds, etc., the CO or COR shall either:

a. Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

b. Forego the work and reduce payment due to the Contractor for work not performed.

The deduction rate in dollars per day shall be pro-rated. Appropriate adjustments will be made by the CO in the event services are provided for portions of days, or

c. Reschedule the work on day(s) satisfactory to both parties. Work shall not be required on the following Federal Observed Holidays:

New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Independence Day Juneteenth

Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

4. CLEANING SPECIFICATIONS

Cleaning services described here shall be performed each service day with the exception of Interior/Exterior windows, which will be cleaned quarterly and the outside areas once per week.

4.1 LOBBY

• Sweep and mop floor

• Baseboards, corners, kick plates, and wall/floor edges shall also be clean

• Clean all interior glass including glass in doors, windows, display cases, and directory boards

• All traces of film, dirt, smudges, water, and other foreign matter should be removed from frames, casings, sills, and glass

• Empty all trash containers, replace liners and remove to dumpster

• Vaccuum rugs

• Wipe down and disinfect all vertical and horizontal surfaces

4.2 OFFICE, CONFERENCE ROOMS, COMMON AREAS

• Empty all trash containers, replace liners and remove to dumpster

• Wipe down and disinfect exposed desktops, tables, switch plates, telephones

• Clean and disinfect drinking fountains

• Sweep and mop all hard surface floors

• Empty paper shredder and replace liner

4.3 KITCHEN AREA

• Clean disinfect/scour sink

• Clean out and/or wipe down small appliances such as coffeemaker and toaster

• Wipe down and disinfect breakroom tables

• Wipe out and disinfect microwaves

• Wipe down and disinfect exterior of refrigerator to include handles

• Wipe down and disinfect countertops and cabinetry

• Sweep and mop floor

• Empty all trash containers, replace liners and remove to dumpster

4.4 RESTROOMS

• Sweep, mop, and disinfect all floors

• Clean and disinfect all toilets, urinals, patricians, clean mirrors, sinks, and bathroom fixtures. This includes the outside areas of the toilet or urinals in addition to the handle, seat, tank, and lid.

• Clean/wipe down shower curtain and shower mat

• Clean and sanitize shower

• Empty all trash, change liners and remove to dumpster

• Wipe down and sanitize all handles, sinks, light switches, toilets, splash areas

• Deodorize the restroom

• Clean and polish all glass, bright work, stainless and chrome fixtures

• Clean sanitary cans

• Restock all paper goods when less than one quarter. Leave rolls on back of toilet when not completely empty

• Refill soap when needed

4.5 WINDOWS (Quarterly)

Windows (includes all interior and exterior surfaces of building windows) shall be clean, free of obvious dirt, grime, streaks, cloudiness and water spots.

4.6 RECYCLING

Recycling paper shall be collected from each office and deposited at the on-site location designated by the COR.

4.7 FLOOR MATS/RUGS

• Clean all interior and exterior entrance/floor mats

• Soil and moisture underneath mats shall be removed and mats returned to their normal location

4.8 EXTERIOR AREAS (Once per week)

• Sweep and pick up trash/debris as needed. Outside area shall be kept free of trash, obvious dust, dirt, grime and any other extraneous matter.

5. CONSTRAINTS AND EXCEPTED AREAS

• Items on desks and other working surfaces or storage areas shall not be disturbed

• The Contractor shall not expose electronic equipment, including computer monitors, to liquids of any kind

• Any offices locked or designated off-limits could permanently or periodically be exempt from performance tasks, with the exception of emptying trash containers left outside the door of an excepted area

6.EMERGENCY OR SPECIAL EVENT CLEANING

Any situation requiring cleaning services beyond those normally encountered in routine cleaning work will be considered "emergency". Situations requiring emergency cleaning will be referred to the Contracting Officer or COR prior to commencing work. If the Contracting Officer determines that the situation requires extra effort on the part of the Contractor, equitable reimbursement will be provided to the Contractor for the level of effort over and above that normally required, (e.g. fire or flood damage, construction work, etc.). Residue from relocating furniture or litter left from meetings or routine gatherings are not considered emergency cleaning.

7. CONTRACTOR PERSONNEL

All work performed under this contract shall be in a skillful and professional manner. The Contractor shall employ personnel qualified and capable to perform janitorial work and shall provide a list of Contractor personnel who will be on the premises. Persons under the age of 18 are not permitted on the premises while work is performed. Only the Contractor and Contractor's employees shall be permitted in the building during the working period. The Contractor shall prohibit employees from disturbing papers on desks, opening desk drawers or cabinets, using government telephones or other office equipment, leaving the Government building unlocked or using any Government employee's property. 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 property.

8. PERSONNEL SECURITY

The Contractor shall employ personnel qualified and capable to perform janitorial work and will provide a list of personnel who will be on the premises and their work schedules.

Contractor employees requiring routine physical access to Federally controlled facilities a must go through the identity proofing and registration process and have a successfully adjudicated National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) community background investigation (BI) to serve on the contract.

Contractor employees will be required to submit the following forms for a background investigation: 1)the SF-85 and, 2) two (2) Fingerprint Cards using the FD-258.

Contractor identification card may be issued after successful identity proofing of the contractor employee applicant and upon a successfully adjudicated NACI or OPM/NS BI.

A site badge will be issued to contractors during the interim period between starting work with

USDA and receiving an approved Background Investigation and/or Lincpass.

9. SUBCONTRACTING

The Contractor shall alert the Contracting Officer in writing of intent to utilize a subcontractor for work under this contract, prior to entering into any subcontract arrangement. The subcontractor shall have the experience and be equipped for such work.

The written notification shall include as a minimum:

a. The name, address and telephone number of the subcontractor.

b. A detailed description of the work to be subcontracted.

c. Documentation of the subcontractor's representative authority.

Subcontracting any portion of the contract shall not relieve the Prime Contractor of any responsibility under this contract. Any subcontract agreement shall contain all terms and conditions of the prime contract.

10. CONSERVATION OF UTILITIES AND BUILDING SECURITY

The Contractor shall be directly responsible for instructing employees in utility conservation practices. Upon completion of the work at each site, the contractor personnel shall ensure that (unless otherwise instructed by the Contracting Officer or COR) all lights are off, all wall windows and entrance doors are locked and the alarm system armed. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by Contractor employees. Lights shall be used only in areas at the time when work is being performed. Water faucets or valves shall be turned off after the required usage is complete. Windows shall be closed and lights and fans turned off when not in use.

If the building is occupied by the Government after normal working hours, the Contractor's personnel shall notify the Government personnel of their departure and leave the exterior doors locked. The Contractor shall not disturb papers on desks or bulletin boards, open drawers or cabinets, or use telephones or any office equipment provided for official Government use except for emergency calls to the Contracting Officer, police or fire department.

11. SAFETY AND LIABILITY

The Contractor shall be responsible for his or her own safety and the safety of the Contractor's employees or Subcontractors.

• Safety: The Contractor shall be responsible for instructing company employees in appropriate safety measures. The Contractor must comply with the applicable Occupational Safety and Health Administration (OSHA) Standards specified under 29 CFR part 1910 and other Federal, State, and local regulations for the purpose of providing safety precautions to all of employees subject to exposure as a result of custodial work performed under this contract. The Contractor shall provide, place and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing applications.

Cloths, mops or brushes containing a residue of wax or other combustible material subject to spontaneous ignition shall not be stored inside the building.

• Lost and Found Property: The Contractor shall ensure all articles of possible personal or monetary value found by the Contractor's employees are turned into the COR or the Contracting Officer.

• Property and Personal Damage: The Contractor shall be responsible for all damage to property and to persons, including third parties that occur as a result of his or his agent's or employee's fault or negligence. The term "third parties" is constructed to include employees of the Government.

• Smoking Restrictions: There are no public areas designated as smoking areas. Therefore, there is no interior space for the Contractor or his/her employees to smoke.

• Circumstances to Be Reported: The Contractor or the Contractor's employees will report to the Contracting Officer or COR any circumstances of needed repairs of the facility or unusual soiling of an area that may affect the performance of the work and unhealthy or hazardous conditions. The Contractor or the Contractor's employees will report any vandalism, attempted break-ins, or signs of attempted break-ins.

• Hazard Communication Training: The Contractor shall provide employees with Hazard Communication training within one month after award of the contract or within one month after hiring a new employee. Per OSHA 29 CFR 1910.1200 Hazard Communication Standard, this training also includes instruction on the appropriate handling of chemicals requiring a Material Safety Data Sheet.

• Facility Security: It is the responsibility of the Contractor to secure the building upon completion of work and close and lock entry gates if applicable.

• Key Control: The Contractor shall establish and implement methods to ensure that all keys issued by the Government are kept secure in the Contractor's possession and are not used by unauthorized persons. No keys issued by the Government are to be duplicated. It is the Contractor's responsibility to ensure any security access codes are secured and not provided to unauthorized persons.

The Contractor will be required to reimburse the Government for replacement of locks or re-keying as a result of Contractor loss of keys. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system and the total cost will be deducted from a payment due the Contractor.

The Contractor will report the occurrence of a lost key to the Contracting Officer or COR no later than the next duty day. It is the responsibility of the Contractor to prohibit the use of Government keys or access codes to allow access to any person other than Contractor or his or her employees.

12. INSURANCE REQUIREMENTS

Before work may begin on this project, the Contractor shall provide the documentation required in this section. Failure to provide the information will not change the date for starting work, and contract time may begin before the contractor is actually permitted to work. Once contract time begins, the contractor shall provide the documentation within ten

(10) calendar days or the contract may be terminated in accordance with the clause governing termination for cause.

The Contractor shall provide evidence of Worker's Compensation Insurance or a written explanation as to why the Contractor is exempt from the requirement. NOTE: The cleaner/janitor working alone is not required to carry the insurance.

13. CONTRACTOR FURNISHED EQUIPMENT

The Contractor shall provide all supervision, labor, materials, supplies, and equipment required to meet the terms of the contract except those listed under Government Furnished Components. Contractor-furnished equipment shall include:

• Protective equipment such as gloves, safety eyeglasses, and any other safety equipment needed to execute the contract.

14. GOVERNMENT-FURNISHED EQUIPMENT

The Government shall supply the following components for the performance of work under this contract. As supplies need replenishing, the Contractor shall notify the designated Contracting Officer's Representative (COR) no less than two (2) weeks in advance so needed items can be ordered.

• All utilities necessary for the performance of work under this contract

• Keys, key cards and/or access codes for use by the Contractor in the performance of services under this contract

• Janitor closet

• Telephones will be available for the Contractor's use in making local calls for emergency purposes only

• Toilet tissue, hand soap, hand towels, splatter guards for urinals and toilet seat covers.

• Waste basket liners and trash receptacles

• Replacement light bulbs

• Vacuum, Mops, brooms, paper towels, cleaning compounds, disinfectant, floor cleaner

15. GOVERNMENT PERSONNEL AND AUTHORITIES

a. Contracting Officer (CO) - The Contracting Officer has full authority for the administration of the contract and will personally handle all matters beyond the authority of the COR. No other person is authorized to make changes to clauses, provisions, terms or requirements of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the work. Mutual agreement between the CO and Contractor is required for changes of time or cost to commercial services contracts.

b.Contracting Officer's Representative (COR) - The COR is the on-site contract administrator for the Contracting Officer, whose duties and responsibilities include full authority for the day-to-day administration of the contract, except for matters pertaining to changes in contract price and time. Potential COR duties and authorities are listed on the COR Designation Form.

c. Inspector(s) - Inspectors may be designated by the CO or COR who are responsible for checking the Contractor's compliance with the contract requirements. No persons other than the CO, COR and other government officials as designated under this contract have authority to give direction or make clarifications for work to be performed by the Contractor. The Government is not responsible for costs incurred during the performance of work not covered under this contract or resulting from direction by non-authorized persons. If the Contractor is given direction or clarification that is considered to be outside of the scope of the contract, the Contractor should advise the Contracting Officer.

16. INSPECTION PROCEDURE

Inspection of the office buildings to determine the acceptability of the workmanship will be made by the Government, and any deficiencies encountered will be called to the attention of the Contractor. Corrective of all deficiencies will be made prior to re-inspection and acceptance of work by the Government in conformance with the performance standards.

Contractor shall turn in a daily checklist, which includes other frequency services, to ensure quality standard are being met. These checklists will be utilized by the COR to substantiate work completed and to perform government inspections.

Any Government personnel or visiting public may observe unacceptable services, incomplete work or required services not performed and may contact the CO or the COR to communicate a complaint. Customer complaints will be substantiated by the COR for validity. Should the COR determine that the complaint is valid, the COR will inform the Contractor orally and in writing.

Refer to the Performance Requirements Standards Summary Tables located under Para. 21 for remedy for non-conforming services. Unresolved disputes will be forwarded to the CO for determinations.

17. ACCEPTANCE

Workmanship shall be of an acceptable quality such as would be found in a business office visited by the general public and meet the acceptable quality level (AQL) listed in summary.

18. PAYMENT

Payment will be made monthly for work meeting or exceeding the AQL completed and accepted by the Government covering the previous month’s service. Upon acceptance, the Government will pay monthly the appropriate amount determined by the occurrence of the services as stated in the Schedule of Items. For example, if: January has 7 weekly services and 5 monthly services for the month. The cost for these services would be added together for the amount due for fully acceptable service. Payment will be determined on the services and frequencies, less any deductions for any non-conforming or unacceptable performance.

Deductions – anytime the performance of services falls below the AQL, a deduction for services that cannot be re-performed or are performed late will be made based on the level of service provided for that month. If the performance AQL is 95% for a particular deliverable item and that item is missed or the acceptable performance level drops below the AQL, the amount due for that pay item will be deducted to the appropriate level of acceptable performance for service provided for that month.

For example: If the weekly rate to clean restrooms is $20.00 and there are 4 weeks in the month that services are to be provided. The total owned for that particular service for the month is $80.00. If the AQL is 95% and the performance level drops to 75% (the quality of service provided was unacceptable, or the service was not performed, more than once during the month), the total due to Contractor for the month less the deductions is $60.00.

19. COMMUNICATION PROCEDURES AND MEETINGS

19.1 Communication Procedures

While a line of communication is always open to the CO, most communication is directed to the COR. Contracting Officers and CORs are available via phone, email or direct communication. Formal requests, reports and invoices must be submitted in writing. Communication by email is a good practice for the purposes of real-time documentation. At times communication will occur as meetings between the Contractor and the Government.

19.2 Prework Conference

Prior to commencement of work, a pre work meeting may be arranged between the Contractor and the Contracting Officer to discuss the contract terms and work performance requirements. At this time, the Contracting Officer shall designate the Contracting Officer Representative (COR) and the Contractor shall designate, in writing, the name and phone number of the Contractor's on-site representative/ supervisor, if any, and their responsibilities.

19.3 Other Meetings

Other meetings may be required at the Contracting Officer's discretion, or agreed between the Contractor and Government, to discuss work quality or performance.

20. CONTRACTOR QUALITY CONTROL

The Contractor shall establish a Quality Control Program (QCP) to ensure the requirements of the contract are met. The QCP shall, at a minimum, include:

a. A system by which the Contractor will perform self-inspection to assure high-quality services are performed. Documentation of the inspections performed and any follow-up action taken by the Contractor shall be maintained in a file to be made available to the COR upon request.

b. A method for responding to deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c. A method for ensuring that all keys, identification and security access cards issued to the Contractor by the Government are not lost, misplaced, or used by unauthorized persons.

21. PERFORMANCE STANDARDS:

Required Services

Performance Standards Monitoring Method

Performance Standards & AQL & Incentives

Lobby (4.1) All counter surfaces in customer area to be free of dirt, grease, smudges, sticky spots and streaks.

Floors shall be clean and free of dirt, dust, other debris, water streaks, mop marks, string, gum, grease, tar, dark scuff marks.

Wastebaskets are empty of trash, free of dust, debris, and residue.

Plastic liners shall not be torn, worn, or contain residue.

Drinking fountains shall be polished and free of streaks, stains, spots, smudges, scale, mineral build-up, and other obvious soil.

Glass door/windows free of smudges, streaks or water marks.

All weekly services will be subject to visual checks by the

COR.

Random Sampling of Check Lists turned in.

Customer Complaints: All complaints will be substantiated for validity.

All required services are performed and no more than three (3) customer complaints are received and substantiated by the COR per calendar month. 95% AQL

Full payment will be received for acceptable work. Rework of unacceptable work will be permitted if the schedule allows for this.

If the unacceptable work is not reworked, a deduction will be made.

Incentives/Disincentives:

+ full payment for acceptable work + less stringent inspections for good performance + good evaluation for good performance

- Rework of unacceptable work

Office, Conference Rooms, Common Areas (4.2)

Same as above See above See above

Kitchen Area (4.3)

Area shall be free of all paper, trash, empty bottles and cans, and other discarded materials.

See above See above

The sink, counter, and tabletops, microwaves (inside and outside), refrigerator will be disinfected in addition to free of dust, spots, stains, food, and streaks.

Refrigerator handles/outside shall free of dust, spots, stains, and streaks.

Restrooms (4.4)

Toilet paper and paper towels are stocked and available for use by employees or customers. Soap dispensers are always filled and able to be used by employees or customers.

All surfaces, including sinks, water closets, urinals, partitions use by employees or customers.

Soap dispensers are always filled and able to be used by employees or customers.

All surfaces, including sinks, water closets, urinals, partitions etc., are cleaned and disinfected.

All surfaces appear clean and shiny, free of scale, soap scum, rust and other deposits.

All porcelain fixtures and metal surfaces are clean and bright.

Doors, partitions, mirrors, and walls shall be free of obvious streaks, spots, dirt and dust.

Corners, crevices, and seams shall be clean and free of dirt and/or debris.

Glass surfaces are bright and clean without smudges, streaks or have a cloudy appearance.

Restrooms have an overall pleasant odor.

Tile floors and baseboards are clean and disinfected, free of dust, dirt, smudges, stains, debris and mopping residue.

All wastepaper receptacles and sanitary napkin receptacles are emptied, clean, disinfected, and

See above See above deodorized. Wastebasket liners are replaced with new ones.

Windows (4.5)

Free of smudges, streaks, water spots, fingerprints

Recyling (4.6)

Recycling bins are not overflowing, have new bags for use every day.

Full bags are moved to outside recycling bin.

Floor Mats (4.7)

Floor mats shall be clean and free of all litter, soil, and grit.

Clean floor mats shall be free of all visible lint, litter, soil, and other foreign matter.

There shall be no standing water.

See above See above

Outside Areas (4.8)

Free of dirt and debris See above See above