Attach 1 Performance Work Statement.pdf

White River National Forest Dillon Ranger District Janitorial Services

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

1. LOCATION AND DESCRIPTION OF THE INSTALLATION:

The site of work is the Dillon Ranger District office located at 680 Blue River Parkway, Silverthorne, CO 80498. The facility is approximately 8,000 sq. ft. of office space with mostly carpeted areas and some tile areas in the break room, bathrooms, and storage closets.

2. SCOPE OF WORK:

The purpose of this contract is to provide janitorial services. Services shall be provided in strict compliance with the terms, specifications, conditions, and provisions contained herein. The Contractor shall furnish all equipment, transportation, labor, supervision, and supplies (except as specified herein as Government furnished) necessary to maintain the designated building in a clean, sanitary, and acceptable condition. Performance will be according to the standards indicated herein. The contract will commence on May 1, 2024 - April 30, 2025, with two option years.

3. BIOBASED PRODUCTS:

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive

Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and material made from biobased materials 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 (CO).

The following are examples of products that may be used in this contract for which biobased products are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

All-purpose cleaner Degreaser/cleaner Heavy duty cleaner Deodorizer Carpet shampoo Disinfectant sanitizer Furniture polish Glass cleaner Neutral cleaner (liquid) Spot and stain remover Lime and scale remover (tub & tile cleaner) Bathroom cleaner Stainless steel polish Toilet bowl cleaner Chrome polish/cleaner

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content as stated at http://www.biopreferred.gov. The Contractor shall 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 comply with the provision at FAR 52.223-1, Biobased Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts.

A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

4. TECHNICAL SPECIFICATIONS:

The following specifications apply to the Dillon Ranger District office. Janitorial services shall be performed in accordance with the following specifications at the frequencies prescribed.

1. SERVICES REQUIRED TWICE PER WEEK:

The Contractor shall perform the following services throughout the office, two (2) times per week on Tuesdays and Fridays.

1a. Restrooms:

Clean and disinfect all restroom fixtures (toilets, urinals, sinks, vanity tops, etc.).

Refill paper towel in dispenser, toilet paper, seat protectors and soap dispensers as needed. An additional two rolls of toilet paper will be left on the back of each toilet tank at each cleaning.

Sweep restroom floors.

1b. Entryways:

Clean glass doors in entryways, inside and out.

1c. Drinking Fountains:

Clean and disinfect drinking fountain. No rust or encrustation shall remain.

1d. Trash Receptacles & Waste Baskets:

Empty wastebaskets in each office. Plastic liners shall be used in each wastebasket and changed when severely soiled or torn; or at a minimum of once per week Place trash in outside receptacle (Waste Management dumpster) Recycle all empty boxes marked “Trash” by breaking down and flattening and placing alongside the recycle dumpster in the printer room of the building.

1e. Front Lobby Dusting:

Dust front lobby furniture and counter, including bookstore Dusting shall be done without disturbing anything lying on top of a surface.

1f. Vacuuming and Spot Carpet Cleaning:

Vacuum and spot clean carpet in receptionist area, lobby, and all hallways.

Spot vacuum other carpeted areas to remove obvious surface dirt, as needed.

1g. Lunch Room:

Replace paper towels in the lunch room in the appropriate holder.

Clean table tops and counter tops Clean sink and microwave (interior and exterior).

Services required as needed on a 2X Weekly basis:

Report interior and/or exterior lighting outages to the COR.

2. SERVICES REQUIRED WEEKLY:

The Contractor shall perform the following services once a week:

2a. Vacuum all lobby, hallways, and offices, including under furniture and in corners.

2b. Lunch Room and Large Conference Room:

Clean all tables, leaving no streaks.

Clean/disinfect lunch room sink. Do not clean dishes.

Clean countertop in lunch room.

2c. Outside:

Empty trash receptacle and replace trash bag (located outside of front entrance).

2d. Restrooms:

Clean/disinfect all restroom fixtures (toilets, urinals, sinks, [mirrors and vanity tops, as needed]).

Refill paper towel in appropriate dispenser, toilet paper, seat protectors and soap dispensers as needed. An additional two rolls of toilet paper will be left on the back of each toilet tank at each cleaning.

Sweep and damp mop (disinfect) restroom floors with a cleaning solution compatible with the flooring.

Clean/disinfect both showers.

2e. Entryways:

Clean all glass in entryways, inside and out, floor to ceiling, with cleaning solution for glass.

Sweep and damp mop all non-carpeted flooring in the entryways with a cleaning solution compatible with the flooring.

2f. Trash receptacles & waste baskets:

Empty wastebaskets in each office. Plastic liners shall be used in each wastebasket and changed when severely soiled or torn; or at a minimum of once per week

Place trash in outside receptacle (Waste Management dumpster)

Recycle all empty boxes marked “Trash” by breaking down and flattening and placing alongside the recycle dumpster in the printer room of the building.

3. SERVICES REQUIRED MONTHLY:

3a. Dusting:

Dust all desks and furniture without disturbing anything lying on surfaces.

Dust all window sills, tops of doors and door frames, all surfaces in the building over 72” from the floor.

Remove all cobwebs from ceilings, walls, etc. in all areas, except furnace rooms.

Clean cobwebs from outside eave lights.

3b. Spot clean all wall surfaces to remove scuff marks.

3c. Clean/disinfect all restroom stalls

4. SERVICES REQUIRED SEMI-ANNUALLY:

The Contractor shall perform (or sub-contract to have performed) the following services once every six months (in May and November):

4a.Wash and clean all building windows, inside and out, including windowsills. Remove cobwebs outside. Replace screens (if applicable) when finished.

4b.Clean Refrigerator; empty out all items from refrigerator and scrub clean the interior and exterior of the refrigerator making sure to remove any and all spilled liquids. Put items back in the refrigerator once cleaned.

5. SERVICES REQUIRED ANNUALLY:

The Contractor shall perform the following services once each year:

4a.Wash and clean all overhead interior light fixture covers inside and out.

4b. Deep clean all carpeted areas. Must be done on a Friday, with at least 48 hours for carpet to dry before the next business day. Provide COR with cleaning date at least one week in advance, so that office personnel can remove items from the floor in their offices.

5. CONTRACTOR REPRESENTATIVE: The Contractor shall designate, in writing, the name and phone number of

Contractor’s on-site representative/supervisor and alternate(s) and their responsibilities. The Contractor’s representative and alternate(s) must be able to read, write, speak, and understand English.

6. PERSONNEL: The Contractor shall employ personnel qualified and capable to perform janitorial work. The Contractor shall provide a list of personnel who will be on the premises to perform work, their work schedules, and their contact information. All personnel must be legally eligible to perform work in the United States.

7. CONDUCT: The Contractor or his/her employees are prohibited from disturbing papers on desks, opening desk drawers or cabinets, or using telephones, computers, or other office equipment. A telephone may be used in the case of an emergency. (Dial 9 to get an outside line).

The Contractor is prohibited from smoking in the buildings. Smoking is allowed only in designated smoking areas (located at the back of the building).

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

8. HOURS OF OPERATION:

All janitorial services shall be performed between the hours of 5:00 PM and 6:00 AM Monday through Friday per the schedule, except legal holidays and days when the office is closed due to weather or other unforeseen circumstances. Work may be performed anytime on weekends and Federal holidays. The contractor will be responsible for maintaining building security during the hours the building is occupied due to Contractor operations.

9. GOVERNMENT FURNISHED MATERIALS:

The Government shall deliver to the Contractor equipment, materials, supplies, property, and/or services (hereinafter referred to as "Government-Furnished- Property") listed below at the work site prior to work commencing. As supplies need replenishing, the Contractor shall notify the Contracting Officer's Representative (COR) no less than two (2) weeks in advance so needed items can be ordered. The Government will furnish the following items:

Dumpster/trash container adjacent to the building.

A storage room for both Contractor and Government supplied equipment and materials.

Liquid hand soap, toilet paper, sanitary napkin receptacle liners, plastic trash can liners, trash bags, paper towels and light tubes.

Keys will be signed for and returned upon completion or termination of the contract. Lost keys are the responsibility of the

Contractor. See SECTION 12: FIRE PREVENTION AND SECURITY.

10. CONTRACTOR-FURNISHED ITEMS:

A. Equipment: The Contractor shall furnish all equipment and materials necessary, except as noted in SECTION 9:

GOVERNMENT FURNISHED MATERIALS, to perform the tasks specified in this contract. Equipment furnished by the Contractor shall be commercial grade and of the size and type customarily used in high quality work of this kind. All equipment brought on to the premises is subject to the approval of the COR. Equipment deemed, by the COR, to be of improper type, design, or hazardous shall be removed from the premises and replaced with satisfactory equipment. All equipment shall have bumpers and guards to prevent marking or scratching of fixtures, furnishings, and/or building surfaces.

All electrical equipment used by the Contractor shall meet all safety requirements of this contract and must operate using existing building circuits.

B. Supplies: The Contractor shall furnish all products and materials necessary, except as noted in SECTION 9:

GOVERNMENT FURNISHED MATERIALS, to perform the tasks specified in this contract.

The Contractor shall not use any materials which the COR determines to be unsuitable for the work or harmful to the surfaces it is intended to be applied. This does not relieve the Contractor of any damages resulting from the application of such materials. The Contractor shall not use any materials which the COR determines does not meet the requirements established by applicable Federal specifications and standards. Material Safety Data Sheets (MSDS) are required for all cleaning compounds and products used to perform the tasks specified in this contract.

11. SAFETY:

Contractors are subject to all applicable State and Federal OSHA rules and regulations.

Prior to the start of the contract, the Contractor shall submit to the CO a written Accident Prevention Program. See SECTION 20:

CONTRACTOR SUBMITTALS.

12. FIRE PREVENTION AND SECURITY:

The Contractor is responsible for ensuring security of Government property, buildings, equipment, materials, records, and data against unauthorized access, loss, or damage during the performance of this contract.

A. Fire Prevention: The Contractor shall, at all times, keep janitor closets neat, clean, and free from odors and fumes. All chemical and combustible items shall be stored in proper containers. All trash shall be placed in the dumpsters. Trash shall not be stored in the janitor closets.

Smoking is prohibited inside the building. Smoking is allowed in designated area only.

B. Building Security: The Contractor and his/her employees shall check all windows and doors to make sure they are locked prior to leaving the premises. Doors shall not be propped open during contract operations.

The Contractor shall announce their arrival and departure to employees who may be occupying the building. Doors shall be left locked unless otherwise instructed. If employees are working during cleaning hours, contractor will still perform cleaning operations. Request approval of employee to vacuum in the occupied area.

The Contractor shall ensure that all keys issued by the Government are kept secure and not used by unauthorized persons.

Government-issued keys shall not be duplicated. The Contractor shall reimburse the Government for replacement of locks or re-keying as a result of Contractor loss or negligence.

Only the Contractor’s employees are allowed in the building or on the job site. The Contractor is prohibited from opening locked areas to permit entrance of persons other than the Contractor’s employees.

The Contractor shall not attempt to reconnect or re-plug any computer wiring disconnected or disturbed during the performance of this contract. The Contractor shall leave written notification on the COR’s desk of any computer equipment accidentally disconnected.

The Contractor shall not disturb papers or equipment on desks or bulletin boards, open drawers, or cabinets, use computers or faxes, or use telephones provided for Government use, except in the case of an emergency.

No trash, equipment or furniture shall be removed from the trash cans or dumpster for personal use.

13. WORK REQUIREMENTS:

Items of work as listed on the Scheduled Cleaning shall be considered as separate operations and shall not be accomplished concurrently.

All furniture and furnishings shall be stored in their proper place after operations of each shift have been performed. All locked spaces shall be properly secured and relocked immediately upon completion of service.

14. CIRCUMSTANCES TO BE REPORTED:

The Contractor shall report to the COR any circumstances of needed repairs of the facility or unusual soiling of an area which may affect the performance of work and/or create unhealthy or hazardous conditions. The Contractor shall report to the COR, police, and/or fire department any instances of fire, accidents, vandalism, attempted break-ins, signs of attempted break-ins, and suspicious persons.

15. CONSERVATION OF UTILITIES:

Upon completion of work in each building, the Contractor shall ensure that all lights are off (except emergency lighting), no smoldering, smoking, or burning materials are left in ash containers or trash receptacles, and all windows and entrance doors are closed and locked.

16. LOST AND FOUND PROPERTY:

It is the responsibility of the Contractor to ensure all articles of possible personal or monetary value found by the Contractor are turned in to the COR.

17. UNFORESEEN BUILDING CLOSURES:

When an unforeseen building closure occurs on a regularly scheduled day of work, the contractor can perform the work the following day after the office opens, unless that day is a normal work day, in which case, the payment will be reduced for work not performed during office closure.

18. SUBCONTRACTING:

The Government reserves the right to approve or disapprove any subcontractors selected. The Contractor shall obtain approval from the CO for all subcontractors prior to entering into any subcontracts. The Contractor's request for approval shall be in writing (form SF-1413) and include the specific work to be accomplished by the subcontractor.

19. CONTRACTOR SUBMITTALS:

The following plans shall be submitted to the CO at least 5 days prior to commencement of work and will be incorporated into the resultant contract:

A. Safety and Accident Prevention Plan – The written Plan should be available to all employees and subcontractors working on the contract. The Plan, at a minimum, should include the following:

1. The name of the responsible supervisor or contact and pertinent phone number(s), including after-hours contact numbers);

2. A list of chemicals and/or products, including manufacturer names or the brand names, to be used during the performance of work under this contract, the intended use of each of these materials or products, any potential hazards that may be associated with the use each product, and Material Safety Data Sheets (MSDS) for each of these products;

3. A description of work to be performed and any potential hazards that may be associated with the performance of that work;

4. Personal Protective Equipment required for the work under the contract

5. Training schedule;

6. Safety briefings covering the area working in, equipment being used, and any special considerations for the work under the contract

7. Emergency Response Plan: Communication issues and locations of the nearest medical facilities to the job site. Include accident reporting procedures, first aid procedures, emergency phone numbers, and reporting instructions for ambulance, hospital, physician, fire, and/or police response.

8. Product Use and Cleaning Guides defining standard operating procedures and/or instructions for the proper use, storage, and disposal of the cleaning products, and proper operation of equipment.

9. Proper procedures for the storage of hazardous materials in conformance with good housekeeping practices, the National Fire Prevention Association (NFPA) Code, and applicable federal and municipal regulations. Must also define proper procedures for the identification and disposal of hazardous wastes in accordance with Federal RCRA regulations and the District of Columbia Municipal Regulations (DCMR), Title 20, Subpart E prior to use with personnel.

10. Appropriate OSHA requirements for the type of work under the contract

B. Quality Control Plan – A written Quality Control Plan (QCP) ensures the requirements of the contract are provided as specified. The goal of the QCP should be to identify and correct any problems that may arise before they are identified by the COR or his/her representative. At minimum the QCP should include:

1. An inspection system, covering all services required, utilizing a comprehensive checklist to monitor contract performance.

2. A system for identifying and correcting deficiencies and/or a pattern of deficiencies in the quality or quantity of services provided.

3. A file system to maintain record/documentation of inspections conducted and corrective actions taken. Documentation of inspections conducted, deficiencies identified, and corrective actions taken must be kept current and made available to the CO upon request.

C. Biobased Product and Environmental Plan - The Contractor shall develop and institute a complete Biobased Product and Environmental Plan establishing a commitment to the use of biobased products, employee health and safety, and sound environmental practices. At minimum, the Plan should include:

1. A list of biobased products proposed to be used in the performance of services provided under this contract (at minimum proposed products must be identified by brand name), including a summary of product attributes.

2. Plan for employee health and safety and sound environmental practices.

D. Personnel List– Provide and keep current a written list of the names of all Contractors’ employees performing services under this contract and their work schedules.

20. DEFINITIONS

ACCEPTABLE QUALITY LEVEL (AQL). The maximum allowable deviation from perfect performance that may occur before the Government will invoke payment deduction. An AQL does not allow a contractor knowingly to offer defective service, but limits reduced payment to circumstances in which defective performance results in a measurable reduction in the value of services rendered.

2 X WEEKLY SERVICE – Service is performed two (2) times per week.

DEFECTIVE SERVICE. A unit of service which contains one or more defects, or nonconformance with specified requirements.

CONTRACTING OFFICER (CO) – A Government personnel with the authority to bind the government in a contract.

CONTRACTING OFFICER’S REPRESENTATIVE (COR). A Government person appointed by the contracting officer to help the contracting officer with contract administration and surveillance.

CUSTOMER FEEDBACK – Customer feedback is firsthand information from the actual users of the service.

GOVERNMENT INSPECTOR. A Government person responsible for surveillance of contractor performance.

PERFORMANCE REQUIREMENTS SUMMARY (PRS). Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the contractor.

QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of the Performance Work Statement (PWS).

QUALITY CONTROL. Those actions taken by a contractor to control the performance of services so that they meet the requirements of the Statement of Work (SOW).

QUALITY CONTROL PLAN (QCP) – A quality control plan is a plan developed by the contractor for its internal use to ensure that it performs and delivers high-quality service.

RANDOM SAMPLING. A sampling method in which each service output in a unit has an equal chance of being selected.

21. PERFORMANCE REQUIREMENTS STANDARDS:

Performance requirement standards are described in the Performance Requirements Standards Summary Tables (see pages 13 thru 17) for (as applicable) daily, weekly, monthly, quarterly, semi-annual and/or annual. The Contractor is expected to ensure services are provided or performed to the appropriate standards through the Contractor’s Quality Control Plan.

22. INSPECTION PROCEDURE:

Inspection of the office and wellness room 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. Correction 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 complete a cleaning inspection checklist, which includes other frequency services, for each day of cleaning to ensure quality standards are being met. These checklists will be utilized by the COR to substantiate work completed during Government inspections.

Any Government personnel or visiting public may observe unacceptable services, incomplete work, and/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 for remedy for non-conforming services.

Unresolved disputes will be forwarded to the CO for determination.

Inspection/acceptance are further covered in 52.212-4 Contract Terms and Conditions—Commercial Items (MAY 2015) under (a) Inspection/Acceptance.

23. 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 the Performance Requirements Standard Summary Tables.

24. PAYMENT:

Payment will be made monthly for work meeting or exceeding the AQL completed and accepted by the Government covering the previous months' 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: January has 9 daily services, 4 weekly services, and 1 monthly service to be performed 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 reduced to the appropriate level of acceptable performance for service provided for that month.

For example: The daily rate to clean one restroom is $50.00 and there are 12 days in the month that services are to be provided.

The total owed for that particular service for the month is $600.00. If the AQL is 95% and the performance level drops to 80% (the quality of service provided was unacceptable, or the service was not performed, more than two times during the month), the total due the Contactor for the month less the deductions is $480.00.