Attachment 01 - Fire Sciences Lab Janitorial SOW (Final).pdf

FiSL

Description/Specifications/Statement of Work

Rocky Mtn. Research Station

Fire Sciences Lab

Janitorial Services, Missoula, MT 59808 Revised 4/14/24

General Requirements

C.1.1 Scope of Work

The Contractor shall furnish all labor, transportation, supervision, equipment & supplies to complete required services, except those expressly put forth as Government-furnished to perform janitorial services for the Fire Sciences Lab (FiSL). Training and performance of this contract shall include and comply with all applicable OSHA, EPA, local, State and Federal codes, mandates, and standards. Supplies and materials shall be of a quality and type customarily utilized by current industry standards and equipment ratings and shall be subject to the approval of the or Contracting Officer’s Representative (COR) (industry standards only applicable where they do not violate any of the afore mentioned codes/mandates). The Contractor shall always provide adequate supervision of employees ensuring all work is accomplished in accordance with the terms and conditions of the contract in a manner that will maintain satisfactory facility condition and present a clean, neat and professional appearance throughout the year.

C.1.2 Personnel

C.1.2.1 Contract Manager. The Contractor shall designate, in writing to the Contracting Officer (CO) a Contract Manager which will be responsible for ensuring the performance of the work.

The Contract Manager will have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The name of this person shall be submitted to the Contracting Officer at the pre-work meeting and within one (1) working day of any change(s).

C.1.2.2 Personnel List. In accordance with Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201, the Contractor shall, within ten (10) working days prior to the start of the contract, furnish the COR a complete list of the name, address, social security number, and date of birth of each employee engaged in the performance of this contract.

C.1.2.3 Background Checks. The Contractor shall furnish a written documentation to the CO and COR that a valid background check was conducted on their end, a Government.

background investigation for each employee performing work at, or having access to, the Government buildings or facilities prior to performance of the work. All background investigations include a minimum of a Federal Bureau of Investigation (FBI) National Criminal History Check (fingerprint check), and eligibility to perform work under this contract shall be contingent upon a favorable background investigation result. The Contractor shall be responsible for the cost of all background checks for its employees. In the event of a change in employees, the Contractor shall inform the CO and COR promptly of the change, normally within one (1) calendar day after new employee hire or employee dismissal.

C.1.2.4 Employee Identification. RMRS COR will issue a temporary Key Card to access the entry ways to the FiSL facilities complex. The Contractor will make sure the employee has been entered into the Person Model system and apply for a LincPass. The Temp Key Card will be returned to the COR once the LincPass has been received. The Temp Key Card or LincPass must be returned to the Forest Service upon completion of the contract. The COR will delete the employee access from the system upon termination or end of contract term. Payment of final invoice will not be made until all Temp Key Cards and LincPass cards are returned to the

COR.

C.1.3.Safety. The Contractor shall conduct its operations in strict conformance with all United States Department of Agriculture, United States Forest Service, and all applicable provisions of termination or end of contract term. Payment of final invoice will not be made until all Temp Key cards/LincPass cards are returned.

C.1.4 29 CFR 1910 and 1926 of the Occupational Safety and Health Act. The Contractor shall implement a safety program for employees performing work under this contract that is in accordance with city, State, and OSHA guidelines. The Contractor safety guidance shall be in writing and a copy shall be furnished to the CO/COR within 30 calendar days after commencement of work under the contract. Safety plan, at a minimum, will consist of Company Contact if an employee were to become injured on site, contingency for coverage, and required reports. Immediately after a job-related injury, the Contractor shall prepare a report of the injury using its own accident report form or other documentation and within five (5) days send the report to the COR who will forward it to the Rocky Mountain Research Station Safety Manager and CO. Any technical advice and assistance necessary for reporting and investigating accidents may be requested from the Safety Officer through the COR.

C.1.5 Security. All outside doors shall remain locked while Contractor performs work, and the Contractor shall assure that all exterior doors in the main building and outlying buildings are locked prior to departure. Interior doors that are locked by their tenants shall not be entered and cleaning shall be skipped for that day. Unnecessary lights/faucets shall be turned off, and windows closed upon completion of duties. Do not adjust mechanical equipment controls.

Contractor shall immediately report fires by calling 911, and report any hazardous conditions to the COR, turn in lost and found articles to the COR, and notify the COR when an unauthorized or suspicious person is seen on the premises. Contractor shall report any items in need of repair to the COR. In the event that there is an onsite emergency, and the buildings need to be evacuated, the Contractor’s employees shall comply with the evacuation of the building(s) as directed by the competent authority, either RMRS Safety Manager or police and/or fire officials.

C.1.6 Meetings. The Contractor and COR shall meet monthly (this can be done virtually or via telephone) during the first six (6) months of the base year. Meetings shall be conducted quarterly thereafter. Mutual effort will be made by both parties to resolve any problems identified during the performance of the contract requirements. Written minutes of the meetings will be prepared by the COR and provided to the contractor within 1 business day and signed by the Contractor. Should the Contractor not concur with the minutes, the Contractor shall notify the COR, in writing, of any areas of disagreement.

C.2 Government-Furnished Property, Materials, and Services

C.2.1 Property. The Government will furnish the Contractor a Janitor’s equipment and storage room on the first floor across from the reception desk, and inside Room 220B, to use for storage of equipment and supplies. (Note: the rooms do not have a number, but the location and key will be supplied during the contractor initial walk thru.) The Contractor shall maintain this space in a neat and orderly condition. The area occupied by the Contractor may change at any time at the Government's discretion. The Contractor shall not construct any new building facilities or structures on Government property nor make any structural changes without written approval through the CO. Structural repairs required during the term of the contract shall be reported to the COR for appropriate action. The Contractor shall reimburse the Government for repairs not attributable to fair wear and tear. Sinks and buckets shall be kept clean and free of standing water. The provided space and equipment must be kept neat, clean and odor free and returned to the Government at the expiration of the contract in reasonably the same condition as at the time of entering the contract. Contractor shall not change the locks or make copies of any Government-furnished keys.

C.2.1.1 Within five (5) working days after contract start date, the Contractor and COR will conduct a joint building condition and installed equipment condition/repair inventory inspection.

Building and installed equipment condition, damage, and repair requirements will be recorded, and the record signed by the Contractor and the COR.

C.2.1.2 Within 15 working days prior to the end of the contract the Contractor and the COR shall conduct a joint building and condition inventory of all building facilities and installed equipment furnished to the Contractor. All damage (other than fair wear and tear) which was nonexistent at the time of contract start date will be documented and signed by the Contractor and the COR.

Any damage noted at this time, which resulted through other than fair wear and tear, shall be corrected or repaired at the Contractor's expense.

C.2.2 Materials. The Rocky Mtn Research Station (RMRS) will furnish adequate liquid hand soap, paper towels, toilet paper, trash can liners and wastebasket liners. These supplies will be found in the FiSL first floor janitorial closet by the reception desk. The Contractor is responsible for notifying the COR 30 days in advance of delivery of toilet paper, paper towels, liners and liquid hand soap needing to be ordered by the COR. Items to be furnished by RMRS include:

Item NO. Property Description QTY LOCATION DATE AVAILABLE

1 Door Key Card 1 FiSL Pre- Work Meeting

White Multi Fold

Paper Hand Towel

Stocked to meet needs

FiSL Janitorial Closet

Pre- Work Meeting

Brown Single Fold Paper

Towels Stocked to meet needs FiSL Janitorial

Closet Pre- Work Meeting

Toilet Paper Single

Wrapped Stocked to Meet

Needs FiSL Janitorial

Closet Pre- Work Meeting

5 Liquid hand Soap Stocked to Meet

Need FiSL Janitorial

Closet Pre- Work Meeting

C.2.3 Utilities. The Government will furnish electrical power, sewer service, and water at no cost to the Contractor during performance of this contract. The Contractor shall conserve all furnished utilities. Hot and cold water as necessary, limited to the normal supply will be provided in the building. No special heating or cooling of the water will be provided. The Government will not furnish telephone service.

C.2.4 Waste or Trash Disposal. The Government will furnish pick up and disposal of trash generated in or associated with the performance of this contract. The Contractor shall be responsible for the placement of trash in the nearest dumpster. Trash shall not be placed in dumpsters/roll-a-ways belonging to other contractors. If such an event occurs and results in a claim against the Government for disposal of the trash, the Contractor will be charged for the amount of the negotiated claim.

C.2.5 Key Control. A Temporary Key Card will be issued, and the Contractor and employee(s) are expected to get a LincPass after background clearance. No Contractor employee shall enter any FS building without first obtaining a Temporary Key Card allowing access to Government property.

CONTRACT EMPLOYEES ARE PROHIBITED FROM SHARING THEIR ACCESS KEYS WITH

ANOTHER CONTRACTED EMPLOYEE DURING THE PERFORMANCE OF THIS

CONTRACT. The Contractor shall be liable for all loss or damage(s) of such delivered Government-furnished property until completion of and final acceptance of work required under this contract. The Government, at the Contractor's expense, shall replace any keys lost by the Contractor's employees. If a standard key is lost, the lock for that key will be replaced by the Government and the cost deducted from the monthly payment due the Contractor. Lost keys shall be reported to the COR immediately. If the COR is not available, the loss shall be reported to the CO. Keys will be turned into the COR by close of business on the last day of the contract.

Any employees shall turn in their KEY CARDS and KEYS to the COR on the last day of their temporary duty.

C.3 Contractor-Furnished Items

C.3.1Supplies. The Contractor shall provide all cleaning products, vacuums, rags, and any other supplies (except for those Government-furnish) and equipment necessary to adequately meet the cleaning specifications. No flammable or explosive liquids such as gasoline will be stored on the premises.

C.3.1.1 All containers of cleaning chemicals, hazardous materials (products containing CAUTION or WARNING labels), and similar products shall be conspicuously marked with a factory label to identify contents. Hazardous materials shall be labeled with appropriate Department of Transportation (DOT) or Interstate Commerce Commission (ICC) hazard labels (flammable, corrosive, acid, etc.), as specified on the Safety Data Sheet.

C 3.1.2 Safety Data Sheets (SDS). The Contractor shall submit SDS sheets obtained from the manufacturer or dealer concerning all hazardous materials (products containing CAUTION or WARNING labels) to be used under this contract through the COR to the Research Station Safety Manager at pre-work meeting. Reference: 29 CFR 1910-1200. SDS sheets shall be submitted, prior to the use of any products.

C.3.1.3 For protection of walls and doors, all wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.

C.3.1.4 Personal protective equipment (PPE), includes PPE for eyes, face, head, and extremities shall be provided, used, and maintained in a sanitary and reliable condition wherever it is necessary by reason of hazards or processes encountered in a manner capable of causing injury or impairment in the function of any part of the body. Defective or damaged PPE shall not be used. The Contractor shall provide, at no cost to the employee, eye protection where there is potential for eye injury due to flying objects. This eye protection must meet the minimum requirements of ANSI standard Z87.1-2003.The Contractor shall provide, at no cost to the employee, hearing protection where there is a potential for hearing loss due to high intensity noise, if necessary.

C.3.2 Removal of Property upon Expiration of the Contract. The Contractor shall, within five days after the expiration of this contract, remove from Government premises all Contractor owned vehicles, equipment, tools, supplies, materials, or other items. If the Contractor does not remove said items within the stated period, the items will be delivered to the designated property office and disposition will be made in accordance with Government regulations.

C3.3 Schedules. The Contractor shall submit an annual schedule for services described in this SOW for acceptance at the pre-work meeting, identifying facilities by title and approximate time cleaning will occur. The Contractor shall be allowed 30 days to adjust work schedules based on inspections. If necessary, this second work schedule shall be submitted to the CO/COR for acceptance within 14 days after the first contract month period. The Contractor shall not deviate from the accepted schedule without prior written approval from the CO/COR. Any permanent changes must be submitted 14 days before implementation and receive CO/COR written acceptance before the Government will allow the proposed changes.

C.4 SERVICES

C.4.1 Floors. Floor surfaces and baseboards shall be maintained clean and free of scuff marks, dirt, gum, dust, and other foreign matter. Floors and thresholds shall be cleaned and disinfected as necessary. Every November during the annual service of resilient and hard floor areas shall be stripped, waxed, and buffed without unsightly finish buildup on floor, baseboard, or walls.

Hard floor surfaces and grout shall be kept free of dirt buildup and shall be machine scrubbed to maintain cleanliness. This process includes prepping the area, removing existing finish, rinsing and neutralizing the floor, sweeping away any debris and applying finishes. Carpeted surfaces shall be vacuumed as necessary to be maintained free of obvious dirt, dust, other debris, and residual matter, all carpets should be vacuumed at least once a week to prevent dirt build up.

Carpets shall be spot cleaned as necessary to avoid spots, streaks, spills, and other unsightly areas.

C.4.2 Landings, Stairways, Risers, Stringers. Surfaces (horizontal and vertical) shall be swept, mopped, and scrubbed. Surfaces shall be free of dirt, dust, debris, and other foreign substances. Surfaces shall present an overall appearance of cleanliness.

C.4.3 Dusting. There shall be no obvious signs of dust on any surface (i.e., walls, tops of partitions, tissue and towel dispensers, etc.). All horizontal, vertical, and under surface areas shall be free of dust, smudges, and spots. These areas include Corners, crevices, moldings, and ledges shall be free of dust. This excludes Laboratories and Work desks (In no case shall papers be disturbed or viewed.)

C.4.4 High Dusting/Cleaning. High cleaning shall be done quarterly and includes cleaning horizontal and vertical surfaces under 6 feet high. All dust litter and soil shall be removed from all surfaces. Walls shall be free of dirt, smudges, and markings. Ceilings are to be free of cobwebs and loose dirt.

C.4.5 Window Blinds. Blinds, tapes, cords, and valances shall be free of dust and maintained in a clean manner.

C.4.6 Walls, Partitions, Dividers. Wall surfaces shall be free of smudges, marks, dirt, dust, and spots. This shall be completed without obvious discoloration to the wall finish. If stain cannot be removed from wall without harming the finish, immediately notify the COR. In restrooms all signs of water stains, streaks, film, and smudges shall be removed from all surfaces including partitions, walls, window frames, sills, etc. This shall be completed by using a cleaner disinfectant deodorizer to ensure sanitary conditions.

C.4.7 Wood. Vertical and horizontal wood surfaces shall be cleaned with a treated dust cloth.

Wood shall be free of soil, dirt, dust, streaks, spots, and film. Wood paneling must be treated in accordance with industry standards and best practices to maintain a uniform appearance.

C.4.8 Fixtures and Bright Metal Surfaces. Fixtures, including overhead light units, shall be clean and bright. Fixtures and bright metal surfaces shall be free of streaks and matter. There shall be no obvious dust, trash, dirt, nor encrustation on fixtures and bright metal surfaces.

Water fountains shall be kept free of trash, ink, encrustation, etc.

C.4.9 Glass/Mirrors. Glass and Mirrors shall be clean and free of dust, smudges, soil substances, and spots. This includes, but is not limited to, transoms, partitions, and entrance glass. Wash and wipe glass around entrances, lobbies, and vestibules. There shall be no water spots or streaks on glass or adjacent fixtures or furniture when job is done.

C.4.10 Supplies. All supply dispensers (i.e., towel dispensers, soap dispensers, toilet paper dispensers, toilet seat covers, garbage bags, sanitary product dispensers, etc.) shall be fully stocked and maintained to meet the needs of the buildings’ normal occupancy on Saturdays. All supply dispensers shall be clean and dry. In addition, all dispensers shall be free of spots, dirt, streaks, rust, mildew, and excess moisture. Vanity shelves shall be clean and dry.

C.4.11 Solid Waste Collection. All waste, recyclable generated in the building shall be collected, removed, and placed in Government-furnished dumpsters and recycling receptacles on all service days (Monday – Friday). There shall be no overflow around containers. Waste should be place in the commercial business dumpster in the rear of the building.

C.4.12 Waste or Trash. Waste receptacles shall be free of residue and food scraps. Liners shall be changed if they contain food or moisture residue. Waste receptacles shall be cleaned, as required, to maintain sanitary conditions. Recycling containers for paper, cans or plastics are not the responsibility of the Contractor to empty.

C.4.13 Carpet Cleaning. The Contractor shall clean/shampoo/extraction all carpeted areas on an annual basis and all hallways. During the pre-work meeting, the Contractor shall provide a carpet cleaning/shampooing/extraction schedule to the CO/COR for the base year and on the anniversary date for each option year. For any deviations from the established schedule, the Contractor must schedule, in advance, changes with the COR. All carpet cleaning shall be complete within 48 hours of commencement and be accomplished on the weekends (Saturdays).

C.4.14 Floor Stripping, Waxing, and Buffing. The Contractor shall strip, wax and buff flooring and in all laboratories annually. Resilient flooring shall prep the flooring, remove existing finish, rinse and neutralize the floor, sweep away any debris. After application of wax, areas shall be buffed as needed for a uniform sheen from wall to wall, including corners. The waxed floor shall present a clean appearance free from scuff marks and dirt smears. Furniture (tables, chairs) moved during floor stripping, waxing and buffing by the contractor shall be returned to their original positions. It is not expected of the Contractor to move desks, bookshelves and other non-moveable furniture for this process.

C.4.15 Restroom and Shower Cleaning. This standard covers all toilets, washbasins, shower and other aspects pertaining to the restrooms and their contents. Toilets and urinals shall be free of all matter, human waste, and grime. All toilets shall be disinfected, washbasins and showers shall be free of soap scum build up, grime, water deposits, and any other matter. All surfaces, including door handles, shall be clean of debris, streaks and stains.

C.4.16 Laboratory Cleaning. The three Laboratory rooms (GC Lab, Electronics Lab and Eco Phys Lab) at the FiSL will be cleaned on the same schedule as office and common spaces including stripping buffing and waxing of GC Lab and Electronics Lab (not the Eco Physics Lab) and trash removal from all three labs. Any deviation from this requirement will be signed on the door “no janitorial service required”.

C.4.17 Laboratory tabletops and sinks. The table/lab benches in the three labs in the FiSL SHALL NOT be cleaned or disturbed in any manner. Only dust mop or sweeping and damp mopping of lab floors. Any deviation from this floor cleaning requirement will be signed “no janitorial service required” on the office door.

C.4.18 All common areas and office areas: In the building will be cleaned per the applicable contract specification sections.

C.4.19 Break Room and Kitchen Cleaning. Break room and kitchen shall be maintained free of discarded materials, trash and shall present an overall appearance of cleanliness. Sinks, counters, tabletops, and all horizontal surfaces shall be clean of debris, streaks and stains.

Floors shall be swept and mopped or carpeted vacuum.

C.5 Performance Requirements:

Work to be Performed Performance Requirement Monitoring Method

5x per week Cleaning

(Monday thru Friday)

Restrooms

Floors shall be swept, and damp mopped. Baseboards, corners, and wall/floor edges shall also be cleaned

Toilets and urinals shall be washed and sanitized. No rust encrustation or rings shall remain. Iron levels in our well water are at threshold and does leave staining so extra attention may be required on toilets and urinals from time to time.

All daily 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.

Restroom walls, stall partitions, doors, and sills shall be damp wiped with a disinfectant.

Washbasins and walls shall be cleaned and disinfected as necessary to maintain a clean condition.

Mirrors, shelving, dispensers, and chrome fixtures shall be damp wiped and streak free.

All other surfaces shall be spot cleaned and horizontal surfaces dusted

Clean cobwebs from walls, ceilings, lights, air vents, etc.

Waste receptacles shall be emptied. Towel, toilet paper, soap, and seat cover dispensers shall be filled.

Sanitary napkin receptacles shall be emptied, disinfected and provided with a new paper bag liner.

The shower stalls at the FiSL shall be given a complete, professional cleaning and cleaned with a disinfectant.

Work to be Performed Performance Requirement Monitoring Method

(Monday thru Friday)

Office Area Cleaning (office areas, lobby, conference room, and corridors):

Wastebaskets shall be emptied and trash removed to dumpster. Wastebaskets shall be lined with a plastic liner.

Wash wastebaskets, as necessary, with water and a disinfectant when food and liquid items has leaked out of the liners into the wastebasket.

Uncarpeted areas shall be swept and damp mopped.

Baseboards, corners, and

All daily services will be subject to visual checks by the COR.

wall/floor edges shall also be cleaned.

Carpeted areas shall be vacuumed.

Vacuum and clean interior and exterior floor mats. Soil shall be removed from underneath mats. Moisture shall be removed from underneath interior floor mats.

Conference room and library tables shall be wiped down.

The smaller conference room has one large table and the larger conference room has 12 tables set up “classroom style”. All tables that are set up shall be wiped down.

Entry way: Both sides of glass on the two main entry ways and inner security door reception entrance shall be cleaned and door handles cleaned.

All entrances, reception areas, conference rooms, and corridors shall be dusted including, but not limited to, counters, coffee table, windowsills, file cabinets, hand railings, fire extinguishers, ledges, and doors.

Drinking fountains shall be scoured to remove water deposits, cleaned with a disinfectant.

Spot clean walls and woodwork to a height of six (6) feet.

Cobwebs found on walls, ceilings, windows, lights, air vents, or anywhere else shall be removed.

(Monday thru Friday)

Other areas and kitchens:

If a lab room door is locked and/or signed “no janitorial service” cleaning is not required on that day.

Kitchen areas: the sink and countertops shall be cleaned, scoured, damp- wiped, and dried. There is no requirement to move dishes on the countertop or clean the inside of the microwave. The front of the refrigerator unit and refrigerator handles shall be cleaned. The paper towel and soap dispensers shall be filled

Laboratory rooms in the FiSL first floor A Wing - lab floor shall be swept and damp mopped.

Wastebaskets shall be emptied and trash removed to dumpster.

Wastebaskets shall be lined with a plastic liner. The counter tops will NOT require any services.

2x yearly

(April and October)

NOTE: Coordinate with the COR prior to the performance month to select a mutually acceptable date for these services.

Interior and exterior entry way windows shall be washed.

Contractor is required take precautionary measures to protect adjacent surfaces, fixtures, and furniture. Wipe up water spots and cleaning residue from sills, frames, etc.

afterward.

Ceiling fluorescent light fixtures’ perimeter framework (air inlet function 4 feet tall) shall be cleaned of dust buildup. (If paper, plants are in the way of cleaning, Contractor is not expected to clean).

Fixture diffuser panels shall be removed (accessed) and cleaned. Lay drop cloths to protect adjacent surfaces, fixtures, and furniture from falling debris.

Interior air vents accessible from the ground shall be dusted.

Clean window treatments (not windows). Dust, damp wipe, or vacuum metal, wood, fabric and plastic vertical and horizontal blinds.

Annually

NOTE: Coordinate with the COR before October 31 of each performance year to select a mutually acceptable date for these services.

Office occupants (government personnel) are responsible for picking up paper piles, containers, plants, on the office floors. Desks and bookshelves refrigerators and other heavy items can be cleaned around.

November: Strip, wax and buff all linoleum, tile, and bathroom floors including corridors and offices to maintain a uniform, glossy appearance. A non-skid wax is required. A uniform appearance is free of scuff marks, heel marks, mop marks, wax build-up, and other stains and discoloration.

May: All carpets shall be vacuumed and shampooed and water extracted.

Customer Complaints: All

C.6 General Information

C.6.1 Government Responsibilities. The Government will not be responsible for damage occasioned by fire, theft, accident, or otherwise to the Contractor's supplies, materials, or equipment in storage, or the Contractor's and their employee's personal belongings brought into the building.

C.6.2 Contractor Responsibilities. The Contractor is responsible for loss, theft, damage, or destruction of any Government or personal items belonging or assigned to the occupant or user in any office or other rooms of the facility when such acts can be proven, beyond a reasonable doubt, to be the fault of the Contractor or one of their employees. No one under the age of 18 shall be permitted in the building or on the premises. The Contractor shall ensure that no one but their employees have knowledge of the building alarm security code system. The Contractor shall be responsible for ensuring their employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones or equipment. Contractor must establish and implement methods of ensuring that all keys issued by the Government are not lost, misplaced, or used by unauthorized persons.

C.6.3 Energy Conservation. Contractor shall turn on lights in rooms only during the time needed to perform the required work and ensure that all lights are turned off in each room as work in that room is completed, except those required to remain on, or for those rooms that has occupancy motion sensors should not be disturbed. Hallways lights should be turned off prior to exiting the building, except for hallways that has occupancy motion sensors should not be disturbed.

C.6.4 Federal, State, and Local Codes and Laws. All chemicals used will be those commercially available which meet Federal, State, and local codes and which have been approved by the COR/CO. Information can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials. The Contractor shall use products made with recycled materials to the greatest extent possible. Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging and are phosphate-free, non-corrosive, non-flammable, and fully biodegradable. The use of caustics (acid-based cleansers) will not be approved. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable Safety Data Sheets have been furnished to the COR. No item containing a CAUTION or WARNING label will be added to the Contractor's products list until the COR has given verbal approval for its addition. The Contractor shall not use any material which the COR determines would be unsuitable for the purpose or harmful to the surfaces to which applied. Costs for correcting damage caused by misused materials will be borne by the Contractor. The CO and therefore the COR reserves the right for final approval on all materials and supplies utilized by the Contractor.

C.6.5 Occupational Safety and Health Act (OSHA). Full compliance with Federal Law and USDA Regulations requiring safety is applicable.

C.6.6 Environmental Protection Agency (EPA). Full compliance with environmental and hazardous waste management laws, rules, and regulations is applicable.

C.6.7 Fire Prevention. Fire prevention shall be exercised at all times by the Contractor and employees. All combustible material shall be used and stored in the designated locker that is provide by the facility manager. Contractor shall report to the COR/CO any fire hazards.

C.6.8 Tobacco Control. The Contractor and its employees shall observe the Tobacco Control requirements contained in DR4400-006, 5 U.S.C. 301; 5 U.S.C. 7901; 29 U.S.C. 666; 41 CFR 101- 20.105-3; and 41 CFR 101-39.300(d) whenever performing services in or visiting Government facilities/buildings. (No smoking in any buildings).

C.6.9 Biobased Products. The Contractor shall comply with the Farm Security and Rural Investment Act of 2002 and the Energy Policy Act of 2005 (7 U.S.C. 8102(c)(3)) as required under the clause - 52.223-1 Biobased Product Certification and 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (see Section I).

C.6.9.1 Use of biobased products by prospective offerors will be used in the proposal evaluation criteria (see Sections M).

C.6.9.2 Examples of acceptable Biobased products can be found at:

http://www.biopreferred.gov http://www.biopreferred.gov/

SECTION D Location, Directions, and Description

D.1.1 Location: Location: The Fire Sciences Lab is located at 5775 Hwy 10 West, Missoula MT, Description: The work area consists of two stories, and 3 single story modular office buildings as well as a single story warehouse office area for an approximately 26,027 total square feet to be cleaned.

Facilities consist of office and field personnel and the complex includes: tile and linoleum flooring: 5157 square feet, carpeted: 20,870 square feet, and one (1) public reception area, two

(2) conference rooms, one (1) library, one (1) office supply room seventeen (17) restrooms, three (3) dry laboratories and three (3) showers. The seventeen (17) restrooms include a total of eleven (17) toilets, two (2) urinals, seventeen (17) sinks and four (4) stall structures.

D.1.2 Work Schedule

Work under this contract shall be accomplished outside of regular office hours. Regular office hours are from 8:30 AM to 4:30 PM Monday through Saturday, except federal holidays and any other day(s) designated by federal statute, executive order, or presidential proclamation.

Exceptions to these normal duty hours are shown below. (Work should be performed and completed between the hours of 5:00 PM to 7:30 AM.

The Contractor shall not perform work on a national holiday, or the day the holiday is observed.

In the event that a schedule coincides with a national holiday, the services normally scheduled for that day shall be performed either the day before or the day after the holiday. Government personnel observe the listed dates as holidays:

• New Year's Day – 1st day of January;

• Martin Luther King, Jr's. Birthday – 3rd Monday of January;

• President's Day – 3rd Monday of February;

• Memorial Day - last Monday of May;

• Juneteenth Independence Day – 19th Day of June

• Independence Day – 4th of July;

• Labor Day – 1st Monday of September;

• Columbus Day – 14th day of October

• Veteran's Day – 11th day of November;

• Thanksgiving Day – 4th Thursday of November;

• Christmas Day - 25th of December;

• and any other day designated by federal statute, executive order, or presidential proclamation.

When a holiday falls on a Saturday, the preceding Friday is observed. When a holiday falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not by itself be cause for an additional period of performance or entitlement to compensation except as set forth within the contract.

The Government reserves the right to close its facilities due to weather conditions or medical emergencies as necessary. If the office is closed due to inclement weather or for any other reason, the Contracting Officer’s Representative (COR) will notify the Contractor as soon as closure is known.

D.1.2.1 Services performed once per week are normally completed on Friday. Semi-annual services are performed two times per contract year in April and October. Annual service items are performed one time per contract year, either in May or November.

D.1.3 Work Standards

The Contractor shall exercise care in work methods to prevent damage to any office equipment, windows, building structures, shrubs and plants, etc.

All work under this contract shall be performed in a skillful and professional like manner.

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 their employees as may be necessary.

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

SECTION E General Policies and Procedures

E.1 General Policy and Procedures

E.1.1 Office key(s) will be provided to the Contractor. Keys shall be promptly returned upon termination of the contract for any reason. The key(s) shall not be duplicated.

E.1.2 Only the Contractor's staff will be permitted in the buildings. Guests or children of staff are not allowed in the facilities.

E.1.3 The Contractor shall require all employees to report for work wearing neat, clean, and appropriate clothing.

E.1.4 The Contractor shall prohibit employees from disturbing papers on desks, drawers or cabinets, or using telephone or office equipment for personal use.

E.1.5 The Contractor and Contractor's employees are required to comply with the policies, procedures, and all federal regulations pertaining to conduct and building regulations as provided by the COR.

E.1.6 The Contractor shall provide a list of names for all employees assigned to this contract at least five days before the start date. If or when the Contractor has a change in employees, the Contractor shall furnish an updated list of employees to the COR and Contracting Officer before the new employee begins work.

E.1.7 The Contractor shall not deviate from the requirements of the contract statement of work or Schedule of Items without approval from the Contracting Officer.

E.2 Miscellaneous Work Requirements

E.2.1 Lights shall be used only in areas where and at the time when work is actually being performed.

E.2.2 Mechanical equipment controls for heating, ventilation, and air-conditioning systems shall not be adjusted by the workers.

E.2.3 Water faucets or valves shall be turned off after the required use.

E.2.4 Any windows opened by the Contractor shall be closed and locked and lights and fans turned off when not in use. If a window is found open or unlocked, please report to the COR.

E.2.5 Report hazardous conditions and items in need of repair to the Contracting Officer's Representative (COR).

E.2.6 Close doors in all areas after cleaning.

E.2.7 Turn in lost and found articles to the COR.

E.2.8 Assign sufficient staff to be responsive to cleaning-related complaints.

E.2.9 There is no requirement to clean countertops in any laboratory.

E.3 Security and Drug-free Requirements

E.3.1 The federal research facility described in this solicitation contains a variety of highly specialized laboratory and field-research equipment and supplies. The research data collected and stored on-site is unique and irreplaceable. Due to the critical need to maintain the safety and security of the equipment, supplies, and research data, the Contractor awardee shall develop and maintain certification of completed National Crime Information Center (NCIC) background checks and drug test results for employees who engage in work activities at this work site. Each employee shall be subjected to a drug test prior to beginning work under the contract.

E.3.2 Documentation of these efforts shall be made available to the Contracting Officer’s Representative (COR) or Contracting Officer upon request.

E.3.3 Additionally, the Contractor shall maintain a current set of identification photographs of the Contractor’s personnel who could be expected to work at this government site and provide that set/list to the COR.

E.4 Safety Plans

E.4.1 The Contractor shall conduct activities in compliance with all federal, state, and local safety regulations and standards and shall maintain a current file/binder of Material Safety Data Sheets (MSDS)/Safety Data Sheets (SDS) for all products used by the Contractor. The MSDS/SDS shall be submitted to the COR to approve or obtain approval by the Government. In the event of disagreement about the safety of any product, the burden shall be on the Contractor to demonstrate safe and appropriate use of the product.

E.5 Accident Reports

E.5.1 The Contractor shall comply with the requirements of OSHA and other regulatory agencies for record keeping and reporting of all accidents resulting in death, trauma, occupational disease, environmental insult, or motor vehicle accidents. In all cases, the

E.5.2 Contractor shall provide an oral report to the COR within twenty-four (24) hours and written follow-up within (3) workdays of the occurrence of the accident.

E.6 Parking for Contractor's and Contractor's Employee Vehicles

E.6.1 All employees of the Contractor will park their personal vehicles and Contractor's vehicles in areas and during times designated by the COR. On no occasion will vehicles be left during non- contract work hours

E.7 Communication

E.7.1 E-mail will be the primary form of initial communication between the Contractor and the Government – and between the Government and the Contractor – concerning all aspects of the janitorial service contract. A communication log/clipboard will also be available on-site in the janitorial supply and equipment room across from the front desk to facilitate communication between Contractor employees and the Government. Contractor employees shall review the communication log prior to each cleaning and initial in the log to indicate that they reviewed it.

The Contractor is responsible for correcting any deficiencies even if those deficiencies are not recorded in the logbook. Contractor employees shall also sign in and sign out before and after each cleaning on the designated sign-in/sign-out sheet.

Contact Information

Contracting Officer:

Ricky McLellan 3200 SW Jefferson Way Corvallis, OR 97331 email: ricky.mclellan@usda.gov

SECTION F - Special Contract Requirements

F.1 Contract Management. Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government points of contact during the performance of the contract:

F.2 Contracting Officer. All contract administration for this contract will be affected by the CO.

Communications pertaining to contractual administrative matters will be addressed to the CO.

The word “Government” as used throughout this contract or its attachments refers specifically to the CO. The CO is the only person authorized to approve changes in any of the requirements under this contract, and notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the CO. No changes in or deviation from the scope of work shall be affected without a written modification to the contract executed by the CO authorizing such changes. Should the CO designate individuals to act as the Contracting Officer’s Representative (COR) under any resultant contract, such representative will be designated by letter of appointment but will not be authorized to change any terms and conditions of the contract.

mailto:ricky.mclellan@usda.gov mailto:ricky.mclellan@usda.gov

F.3 COR. The COR will be designated in writing on authority of the CO after contract award to monitor and coordinate all technical aspects and assist in the administration of the overall contract. The Contractor will receive a copy of any designation letter stating the responsibilities and limitations of the COR. All contacts with all agencies of the Government and interfacing with other contractors required in the performance of this contract will be accomplished only through the direction and with the coordination of the COR.

F.4 Technical Coordination. Performance of work under this contract shall be in compliance with the SOW and any other work assignments under the general scope of work. All technical coordination shall be within the scope of the contract. No oral statements of any person will in any manner or degree modify or otherwise affects the terms of the contract. Technical coordination shall not result in any action that:

F.4.1 Constitutes an assignment of additional work outside of the Statement of Work.

F.4.2 Constitutes a change as defined in the contract clause entitled, “Changes”.

F.4.3 Causes an increase in the total contract ceiling or the time required for contract performance.

F.4.4 Changes in any of the expressed terms, conditions or specifications of the contract.

F.4.5 Interfere with the Contractor’s right to perform the terms and conditions of the contract.

F.5 Use of Premises

The Contractor shall comply with the regulations governing the operation of premises that are occupied and shall perform the contract in such a manner as not to interrupt or interfere with the conduct of Government business.

Only the Contractor or Contractor’s designated representative will be permitted on the premises during the performance of the services for this contract. No children or pets will be allowed to accompany custodians while in the performance of their work.