Attachment 001 Performance Work Statement Janitorial Services.pdf

SPECIFICATIONS: JANITORIAL SERVICES

USDA-ARS Peanut and Small Grains Research Laboratory

1301 N. Western Rd., Stillwater, OK 74075

The Contractor shall perform all services identified in the Matrix of Services, including supervision of services. The Government-provided square footages are estimates and shall be verified by the offeror at the site visit. The site visit is strongly recommended and is an evaluation factor for the award. Offerors are also responsible for understanding the areas to be cleaned and the working conditions under which the contract shall be performed.

Location Site Managers (LSM) are:

• Cedric Starks at (405)385-5401 or cedric.starks@usda.gov

• Daniel Hover at (405)385-5405 or daniel.hover@usda.gov

Period of Performance:

Base Year December 15, 2023 – December 14, 2024 Option Year 1 December 15, 2024 – December 14, 2025 Option Year 2 December 15, 2025 – December 14, 2026 Option Year 3 December 15, 2026 – December 14, 2027 Option Year 4 December 15, 2027 – December 14, 2028

Exercise of option years is per FAR 52.217-9 Option to Extend the Term of the Contract.

Contractor Personnel FAR 52.204-9 Personal Identity Verification of Contractor Personnel is included as a contract clause. Prior to contract performance, Contractor shall furnish to the Contracting Officer (CO), COR, and Location Site Manager (LSM), a list of intended employees for on-site contract performance, including the designation of an On-Site Manager.

Supervision:

The On-Site Manager shall:

• Be able to communicate verbally and effectively in English.

• Supervise all contractor employees.

• Report damage to Government property, personal injuries, and/or hazardous conditions, to the LSM within 24 hours after occurrence.

• Report facility maintenance issues to the LSM, by close of business, including any leaks, plumbing problems in the restrooms, etc.

Physical Security

• The service provider must comply with all USDA-ARS Peanut and Small Grains Research Laboratory security policies and procedures and any other security measures or directives implemented for the protection of personnel, animals, facilities, research materials, and other government assets. While on or off duty at the work site, the service provider's staff shall comply with the legal instructions of the work site security personnel.

• Operators under the contract shall complete appropriate background investigations and submit the pass only results by employee name only to the COR (Contracting Officer’s Representative) to comply with USDA- ARS Peanut and Small Grains Research Laboratory security policies. Confirmation must be provided within 10 days of contract award and immediately upon personnel changes. At minimum, this means all service provider personnel shall successfully pass a National Agency Check with Inquiries. The service provider is responsible for all costs associated with background investigations.

• The service provider shall ensure sensitive information (i.e., Privacy Act information) is properly marked and mailto:cedric.starks@usda.gov mailto:daniel.hover@usda.gov protected from unauthorized access, disclosure, or manipulation.

• The service provider shall immediately report, to an appropriate federal authority, any information, or circumstances of which they are aware that may pose a threat to the security of USDA or service provider personnel, federal resources, and classified, sensitive, or unclassified information. The service provider shall ensure employees are briefed of security requirements and procedures upon initial assignment and as required thereafter.

• The service provider shall safeguard all Government-furnished property, in their possession or provided for use in daily performance, from theft, loss, or damage.

Safety Contractor shall ensure a safe working environment for contractor personnel as well as safe working techniques.

Such techniques include, but is not limited to:

• Safety-warning devices, such as wet floor signs.

• Personal protective equipment, as needed.

• Explanation of various safety hazards through the facility.

• Providing the Government with copies of MSDS for any hazardous material brought or used on-site.

• Ensure all machinery brought on-site is routinely inspected and is in safe working order and meets all Occupational Safety & Health Administration (OSHA) regulations. This includes removal of any machinery deemed unsafe by the LSM must be promptly removed from service.

Quality Control: As the Contractor is responsible for work performance, a quality control system is required. On-site supervisor or his/her designee shall:

• Inspect work at the end of each workday.

• Note deficiencies and provide LSMs.

• Correct deficiencies within one Contractor workday.

A bi-weekly check list will be provided by LSM. It is to be completed and returned to the LSM following each cleaning.

Utilities and Storage Areas:

• Lights shall be “on” only when work is performed in the area. Lights shall be “off” upon completion of work in the area.

• Janitorial personnel shall not adjust or reset heat/air controls.

• Burned out or malfunctioning lights and other equipment shall be reported to the LSM as soon as possible.

• Janitorial equipment shall be kept in the area designated by the LSM.

Security:

• Keys for the buildings and gates will be provided to the contractor upon arrival for work.

• Authorized contractor personnel must sign the visitor log-in sheet upon arrival and departure.

• Authorized contractor personnel must wear unform indicating the name of business.

Conduct of Contractor Employees:

• Contractor personnel shall comply with the location’s traffic regulations and other policies pertaining to the conduct of persons on Government facilities.

• Do not disturb papers on desks, open desks, or cabinets, or use office equipment.

• Use of the telephone is provided only for emergency calls.

• Contractor personnel shall utilize energy conservation policies, i.e., do not adjust heating/cooling devices, and do turn off lights in unoccupied areas, unless otherwise directed.

• Contractor personnel shall not enter any area where janitorial services are not provided.

• Children are not allowed on site and workers will be sent home if children are brought to the worksite.

o If an employee loses their position, the Contractor shall promptly report that to the LSM.

WORK TIMES AND DESCRIPTIONS:

The contractor shall provide services, as follows:

• Between the hours of 8:00 a.m. – 4:30 p.m., on Tuesday and Friday (except as otherwise arranged). For example: Federal holidays, if falling on a workday, shall be rescheduled to the day prior or the non-weekend day following.

MATRIX OF SERVICES: Services to be performed under this contract will be inspected and approved by Government representatives. Failure to properly perform services under this contract may result in contract cancellation.

Janitorial services are required in the following buildings:

• Administrative Building and Labs (ARS-17) approx. 15,500 sq. ft.

• Bio-Control Building (ARS-28) approx. 1,800 sq. ft.

• East Campus West Lab (ARS-18) approx. 300 sq. ft.

These are dimension estimates. The Government has made an effort to provide an estimate of square footages. It is the responsibility of all prospective offerors to visit the site and make appropriate determinations of size of areas and services required within each area.

SPECIFICATIONS:

The services are to be performed as follows:

1) Supplies:

a) Paper towels, toilet paper, trash bags, and hand soap will be provided by USDA.

b) Supplies will be kept in Building 17, room 5, overflow will be kept in room 18.

c) Reorders will be sent to the Administrative Officer when supplies reach a two-week minimum.

2) Building ARS-17:

a) Entries and breezeway (weekly):

i) Sweep and mop area between outer and inner doors.

ii) Clean door glass and breezeway glass inside and out.

iii) Sweep floor mats.

b) Restrooms (twice a week) (4 single toilet and 2 with 2 toilets and a shower):

i) Sweep and mop floors.

ii) Clean and disinfect toilets and lavatories.

iii) Clean mirrors.

iv) Fill paper towel holders, if less than one-half full.

v) Fill toilet paper and tissues.

vi) Refill and wipe down soap dispensers.

vii) Clean toilet partitions, showers, and benches.

viii) Empty trash and change trash can liners.

c) Hallways (weekly):

i) Sweep exterior front entrance area.

ii) Sweep and mop floors.

iii) Vacuum rugs and mats.

iv) Clean baseboards.

v) Clean fingerprints and dirt from doors and door frames.

vi) Clean windows in lab doors.

vii) Clean air vents and radiators.

viii) Dust pictures and fire extinguishers.

ix) Clean and disinfect drinking fountains.

x) Wipe down ice machine and replace drip cloth for scoop.

d) Hallways, Entries, Breezeways, and Laboratories (other timing):

i) Buff floors (quarterly).

ii) Strip and wax floors (twice a year).

iii) Dust light covers (twice a year).

e) Break room #3 (weekly):

i) Vacuum floors.

ii) Dust blinds and all horizontal surfaces.

iii) Clean and sanitize countertop, ice machine, sink, tables, refrigerators, and microwave.

iv) Refill paper towel holder.

v) Refill and wipe down soap dispensers.

vi) Empty trash and change trash can liners.

f) Administrative offices rooms #1 & #2 (weekly during business hours):

i) Do not move items on the desks or tables.

ii) Vacuum floors.

iii) Empty trash and change trash can liners.

iv) Dust blinds and bookshelves.

g) Conference room #11C (weekly):

ii) Empty trash and change trash can liners.

iii) Clean and sanitize tables and chairs.

iv) Clean white board.

v) Dust shelves.

h) Laboratories (weekly) (chemicals and biohazards may be present):

i) Do not clean or rearrange the tables or items on benches.

ii) Sweep and mop floors.

iii) Empty trash and change trash can liners.

(a) Do Not empty trash that contains hazardous waste (bright yellow bags) or broken glass boxes, these items will be taken care of by lab personnel.

i) Soil room #18 (weekly):

i) Sweep floors.

ii) Empty trash as needed.

iii) Dust off the washer and RO tank equipment.

iv) Clean sink.

v) Fill paper towel holder.

j) Mechanical room #20

i) No cleaning; maintenance personnel will maintain this room.

k) Annex Office area rooms #101 -110 (weekly):

ii) Empty trash and change trash can liners.

iii) Sweep and mop floors.

iv) Clean kitchenette area:

(a) Clean the sink.

(b) Empty trash under sink.

(c) Clean microwaves.

(d) Wipe down countertop.

(e) Refill and wipe down paper towel and soap dispensers.

3) Building ARS-28:

a) Restroom (twice a week) (1 single toilet):

i) Sweep and mop floors.

ii) Clean and disinfect toilets and lavatories.

iii) Clean mirrors.

iv) Fill paper towel holders, if less than one-half full.

v) Fill toilet paper.

vi) Refill and wipe down soap dispensers.

vii) Empty trash and change trash can liners.

b) Hallway (weekly):

ii) Clean baseboards.

iii) Clean fingerprints and dirt from doors and door frames.

iv) Clean windows in office doors.

v) Wipe and polish tables.

vi) Empty trash and change trash can liners.

vii) Dust pictures and fire extinguishers.

viii) Clean and disinfect drinking fountain.

c) Bay Area (weekly):

i) Sweep and mop floors.

ii) Empty trash as needed.

iii) Clean sink.

iv) Fill paper towel holder.

d) Hallway, Restroom, and Bay Area (other timing):

i) Dust light covers (twice a year).

ii) Strip and wax floors (twice a year).

e) Offices (weekly):

ii) Vacuum floors.

iii) Empty trash and change trash can liners.

iv)

4) Building ARS‐18:

a) Restrooms (once a week) (Each restroom has a single toilet, single sink, and a shower):

i) Sweep and mop floors.

ii) Clean and disinfect toilets and lavatories.

iii) Clean mirrors.

iv) Fill paper towel holders, if less than one-half full.

v) Fill toilet paper and tissues.

vi) Refill and wipe down soap dispensers.

vii) Clean toilet partitions, showers, and benches.

viii) Empty trash and change trash can liners.

DEFINITIONS:

Sweeping:

After sweeping, all floors shall be clean and free of dirt streaks; no dirt in corners, under furniture, and behind doors (under furniture means chairs, desks, or tables having airspace, between desk legs, and mats).

Mopping:

Mopping requires the mop to be wet. After mopping the floor shall have a uniform appearance with no streaks, swirl, or detergent marks, or any evidence of soil, stains, film, or standing water. There shall not be any splash marks or mop streaks on furniture, walls, baseboards, or mop strands remaining in the area.

Cleaning Glass (Windows) & Mirrors:

After glass/mirrors have been cleaned, all traces of film, dust, dirt, smudges, or other foreign matter shall have been removed from the glass/mirror itself as well as frames and casings.

Scrub Clean:

The using of a device such as a brush to hand clean all wash basins, stools, urinals, and tile floors.

Trash Removal:

All waste trash containers and other trash containers shall be emptied and returned to their original location. The trash shall be secured (tied) in plastic bags and deposited in the nearest outside trash dumpster to the building.

New plastic liners are to be placed in trash containers bi-weekly/monthly as stated in the SOW.

Vacuuming:

After vacuuming, the carpeted floor shall be free of all visible litter and/or soil.

Drinking Fountains/Eye Wash Basins:

Disinfect all polished metal surfaces. After cleaning, the fountain shall be free of streaks, stains, spots, smudges, scale, or other obvious soils.

Cleaning Toilet Bowls, Wash Basins, Urinals:

Cleaning, disinfecting, and descaling the entire surface, inside and outside, shall leave the fixture free from stains, streaks, scum, scale, or rust.

Floor Maintenance:

ALL concrete/tile floor covered under this contract shall receive floor maintenance. Corners and other areas unreachable by vacuum and/or mop shall be cleaned by hand. After maintenance, the floor shall have a uniform, glossy appearance, free of scuff marks, heel marks, and other stains or discolorations.

Dusting:

All bookcases, shelves, picture frames, decorative items, etc. should be free of dust and cobwebs.

Services indicated other than weekly or twice a week shall be scheduled with the LSM within 30 days from the beginning of the period of performance. If options are exercised, 30 days from the beginning of the period of performance.

GOVERNMENT-PROVIDED EQUIPMENT AND SUPPLIES:

• Plastic trash bags

• Waste receptacle liners

• Toilet tissue for bathrooms

• Soap, for dispensers

• Paper towels

• Utilities

• Storage Closets

The Contractor will notify the LSM 14 days in advance when supplies are required, to allow for delivery time. The Contractor shall account for the Government-furnished supplies and use them only in the performance of the contract.

No Government furnished supplies or equipment are to leave the premises.

CONTRACTOR-PROVIDED EQUIPMENT AND SUPPLIES:

The Contractor shall furnish the following equipment and supplies:

1. High speed waxing and buffing machine with 2000 rpm minimum.

2. Vacuum cleaning machine (for carpet areas).

3. Ladder or step stools.

4. Brushes for scrubbing wash basins, stools, urinals, and tile floors.

5. Mops and mop buckets.

6. All cleaning materials (glass cleaner, soaps, disinfectants, floor stripper, wax, etc.) (All supplies will be bio-based).

7. All equipment shall have bumpers and guards to prevent marking or scratching fixtures, furniture, or building surfaces.

8. All equipment shall have the necessary safety protection and be UL approved. Equipment must be operated using existing circuits.

Equipment deemed to be inadequate or unsafe for the purpose intended shall be ordered removed by the LSM and replaced with safe and satisfactory equipment.

A. Bio-based Products Requirements:

This procurement requires the use of bio-based products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced. Where available, these products should first be acquired from among qualified products that fall under the umbrella of items designated through the USDA Bio-Preferred SM Program.

The Contractor must comply with the Agricultural Act of 2014; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Farm Security and Rural Investment Act of 2002 (FSRIA), 7 U.S.C. 8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance,” dated October 5, 2009; EO 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Bio-based and Sustainable Product Procurement,” dated February, 2012 to provide bio-based products.

The Contractor shall utilize products and material made from bio-based materials (e.g., bio-based greases; bio-based hydraulic fluids, bio-based absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Location Site Manager (LSM).

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

All-purpose cleaner, heavy duty cleaner, carpet shampoo, gum remover, degreaser/cleaner, deodorizer, floor finish, floor finish restorer, disinfectant sanitizer, extraction fluid, floor stripper, floor sealer, furniture polish, glass cleaner, neutral cleaner (liquid), stain remover, air freshener including dispenser, bathroom cleaner, brass polish/cleaner, chrome polish/cleaner, liquid hand soap including dispenser, lime and scale remover (tub and tile cleaner), grout sealer, stainless steel polish, toilet bowl cleaner, white board cleaner, wood floor cleaner, laundry detergent, cream cleaner, and solvent.

Bio-based products that are designated for preferred procurement under USDA's' Bio-Preferred program must meet the required minimum bio-based content as stated in the USDA Final Rule available at www.biopreferred.gov.

The Contractor should provide data for their bio-based products such as bio-based content.

In addition to the bio-based products designated by the U.S. Department of Agriculture in the Bio-Preferred Program, the Contractor is encouraged to use other bio-based products.

The Contractor shall submit with the initial proposal a complete list of bio-based products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the winning Contractor on each anniversary date of the contract shall compile a complete list of bio-based products, including the information above, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes.

The Contractor shall comply with the provision at FAR 52.223-1, Bio-based Product Certification.

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

Within thirty (30) days of the contract award, the Contractor shall submit an Operations and Maintenance Plan. This submittal shall be approved by the LSM in writing.

The Plan must be reviewed and updated annually, and as required by the LSM. The Plan must contain and define the following elements:

• The Contractor's written policy stating its commitment to the use of bio-based products, employee health and safety, and sound environmental management practices.

• Detail on how the Contractor intends to keep abreast of the development and increasing availability of bio-based products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

• Proposed bio-based custodial products which must be selected in accordance with the criteria included above. At a minimum, the Plan must identify products by brand name for each of the product types.

• NOTE: 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.

• The product guides define standard operating procedures for instructing staff in the proper use, storage, and disposal of bio-based products; proper maintenance of equipment; and other procedures/instructions to accomplish work under this contract.

http://www.biopreferred.gov/

The Contractor shall provide data on the quantity and dollar values of bio-based products used in this contract. The data will be submitted to the LSM quarterly. A demonstration of proper use, an effective training program, and technical assistance are essential to the success of the purchase and use of some bio-based products that may function differently than a conventional product. Therefore, we will look for a Contractor who will 1) demonstrate products, 2) when selected, offer any necessary training to all of the janitorial staff, and 3) be available with technical assistance to trouble shoot problems.

B. Deficiency Reports:

Deficiency reports showing areas not cleaned and the reason, damage to equipment, damage to building, broken dispensers, broken floor tile, stopped-up plumbing, etc., shall be furnished to the LSM within 24 hours of work time.

C. Inspections:

To assure compliance with specifications, terms, and conditions, the LSM will make random inspections of parts of the buildings for which service is provided. The LSM will receive, check, and verify complaints related to non-compliance, and re-inspect those areas to assure corrective action has taken place.

The results of the LSM's inspection shall be recorded on the form entitled "Janitorial Services Inspection Report" and submitted to the Contractor for corrective action. This document shall be used to determine whether the provision of the Deduction Clause will apply. This determination will be made by the CO.

D. Payment:

IAW clauses at FAR 52.212-4 and 52.231-1, payment will be made monthly in arrears on total services rendered each month upon electronic submission of invoices by the Contractor through the Invoice Processing Platform (www.ipp.gov). Payment for periods of less than one month will be computed on a daily basis.

E. PERFORMANCE REQUIREMENTS SUMMARY

In the event of deficiencies:

• The LSM will inform the on-site supervisor, the COR and the CO.

• The on-site supervisor will have one workday to correct the deficiency.

• If not corrected, a deduction will be placed on the monthly charge.

• CO will inform the Contractor in writing of Contractor failure to correct deficiency and implementation of deduction.

• The Contractor may appeal the decision, but the corrections must be made and accepted prior to cancellation of the deduction.

Addendum 01 Janitorial Services USDA Stillwater OK Quality Assurance – Deficiency Report

Date of Inspection: _______________________

Date deficiencies reported to Government:

Contractor Name Date

Location and Description of Deficiency: ____________________________________________________________

Corrective Action Taken by Contractor:

Contractor Signature Date

Correction Accepted by U.S. Government: __________________date.