Attachment 01 SOW_GrovelandJanitorial.doc

Groveland Ranger District Janitorial

Stanislaus National Forest

CONTRACT DOCUMENTS, EXHIBITS OR ATTACHMENTS

1.

Scope of Contract Janitorial services shall be performed, as indicated, at the Groveland Ranger District Office of the Stanislaus National Forest.

2.

Location and Inspection of Work The Groveland Ranger District Office is located 9 miles east of the town of Groveland, California on State Highway 120 (24545 Highway 120, telephone: 209 962-7825). The buildings to be maintained may be inspected by appointment with the District Administrative Liaison at the Groveland office.

Work shall be performed in three (3) buildings, and two (2) outside restrooms:

A.

Main office building. The computer room is excluded. Estimate 11,000 Sq.Ft.

B.

Old Office building and trailer office annex (this includes walkway between old office building and trailer annex). Estimate 3,460 Sq.Ft.

3.

Pre-work Conference Prior to commencement of work, a meeting may be requested by the Contracting Officer to be attended by the Contractor, the Contracting Officer, and/or his/her authorized representative and other Forest Service representatives who may be involved in the administration of this contract. The meeting will be held at a time and place mutually agreeable to the Contractor and the Forest Service to discuss the work schedule and to familiarize both parties with the responsibilities of each under this contract.

4.

Supplies and Equipment

A.

Government Furnished Property:

In accordance with FAR Clause 52.245-4 the following property will be furnished at the Groveland District Office.

1.

Hand soap

2.

Paper towels

3.

Toilet tissue

4.

Toilet and urinal deodorant

5.

Paper toilet seat covers

6.

Plastic trash bags

B. Contractor Furnished Property:

1.

All cleaning products such as floor wax, wax stripper, disinfectants, cleaners, toilet bowl cleaner, soap (except hand soap), etc. necessary for the successful performance of this contract.

2.

All tools such as mops, floor brushes, vacuum cleaners, waxing machines, brooms, ladders, etc. necessary for the successful performance of this contract.

5.

Personal Conduct Due to the nature of the duties under this contract, the Contractor will to some extent represent the

Forest Service to the public. He/she will be expected to keep himself/herself neat at all times and to conduct himself/herself in a manner which will not bring discredit to the Forest Service. Failure to conduct himself/herself or those in his/her employ to conduct themselves in a satisfactory manner shall be grounds for default of this contract.

All work under this contract shall be performed in a skillful and workmanlike manner. The Contracting Officer may, in writing, require the Contractor to remove from the work any employee the CO deems incompetent, careless, or otherwise objectionable, or for theft, possession and/or removal of material, supplies, equipment or any Government-owned property.

6.

Time for Performance of Work Biweekly work shall be after 5:00p.m. Tuesdays and before 7:00a.m. Wednesdays. Weekly and monthly work shall be performed after 4:00p.m. Friday and before 7:00a.m. Monday. Changes to the scheduled work days can be negotiated with the COR.

7.

Schedule of Duties

A.

All Schedules

Turn off lights in all rooms upon exiting.

Before leaving buildings, check all exterior entrance/exit doors. If doors are not locked, the Contractor shall lock them.

3.

Once a week (as determined by the COR) turn into the COR a signed checklist of duties performed.

B.

Weekly Duties, to be performed on Friday (or other day as determined by the COR):

General

Vacuum carpet and carpet doormats in all buildings including the entryway in the main building.

Sweep and wet mop all vinyl/tile floors (including kitchens and restrooms in all buildings, Rooms 2 and 3 on the second floor of the main building, the stairwell at the end of the two story section of the main building and the quarry tile in the lobby of the main building).

Remove black heel marks on all vinyl and tile floors.

4.

Sweep porches and all entrance walkways for the main building and the old office building next door for a minimum of 15’ from the front of each building.

5.

Empty all wastebaskets and replace plastic trashcan liners.

Empty the trashcan located outside of the main entrance doorway. All trash shall be disposed of in dumpsters located on the compound.

7.

Clean, disinfect and polish water fountains located in the lobby and between bathrooms on first and second floors in the main office.

8.

Clean kitchen sinks thoroughly (assuring that lime and other mineral deposits do not occur) and wipe off kitchen counters in all buildings.

9.

Perform high and low dusting and cobweb removal in the lobby, front desk area and entryway. Such as, but not limited to, desks, tops of cabinets, counters, window sills, around windows, blinds, building trim (including baseboards and molding), ceiling, corners of rooms and light fixtures. Do not disturb materials on desks or cabinets.

10.

Spot clean carpets in high traffic areas such as lobby, hallways and conference room.

Restrooms

Clean, disinfect and polish all chrome fittings and fixtures.

Clean and disinfect washbasins, urinals and toilets with particular attention to prevention of buildup of lime and other mineral deposits.

Remove chemical deposits in toilets, urinals and washbasins using appropriate cleaning method.

Clean, disinfect and polish waste receptacles and handicap bars.

Thoroughly wash splashboards, partitions, light fixtures, light switches, walls and doors.

Wet mop floors in restrooms in all buildings with soap and water paying particular attention to edges at baseboards and corners.

Clean and polish mirrors.

C.

Midweek Duties, to be performed on Tuesdays, in addition to all other schedule items.

Thoroughly vacuum carpeted areas of main office building in front desk area, administrative office and hallways between fire doors and backdoor, including under desks, partitions and behind doors.

In all buildings, empty all wastebaskets and replace plastic trashcan liners. Empty trashcan outside main entrance doorway. Trash shall be disposed of in dumpsters located on the compound.

In all buildings, clean, disinfect and polish chrome fittings and fixtures in bathrooms and kitchens.

In all buildings, disinfect toilets, urinals, counters, waste receptacles and handicap bars.

Spot wash baseboards, partitions, walls and doors in all restrooms.

In all buildings, replenish paper towels in kitchens and restrooms and toilet paper in restrooms.

In all buildings, wet mop floors in restrooms with soap and water.

In all buildings, clean and polish mirrors.

D.

Monthly Duties

To be performed once monthly, on the first weekend of the month. Time will be determined by mutual agreement between the Contracting Officer’s Representative and the Contractor.

Thoroughly vacuum all carpeted areas in the buildings. This includes under desks, in corners, around edges of carpets, stairs and in the stairwells.

Clean all glass on map cases, counters and display cases in the lobby.

Wipe finger smudges from doors, doorframes and light switches.

Clean all main office building lobby and entry room glass inside and outside with glass cleaner. This does not include the upper glass panels in the entryway.

Clean handles and bar openers on both sets of entrance doors.

Clean handrails and wall adjacent to handrails of dirt and smudge marks in both main building stairways.

Strip and wax all vinyl floors, excluding the computer room located on the second floor of the main building.

Scrub and wash ceramic tile in restroom and entryway floors in the main office building with attention to cleaning the grout.

9.

In all buildings, perform high and low dusting and cobweb removal throughout all work areas and non-work areas. Such as, but not limited to, desks, tops of cabinets, counters, window sills, around windows, blinds, building trim (including baseboards and molding), ceiling, corners of rooms and light fixtures. Do not disturb materials on desks or cabinets.

10.

Dust and damp wipe return air grills on heater/air conditioner vents.

E.

Bi-annual Duties

To be performed two (2) times during the year. Time will be determined by mutual agreement between the Contracting Officer’s Representative and the Contractor.

1. Thoroughly clean grout and apply grout sealer to tile floors in the bathrooms and lobby of the main building.

F. Annual Duties

Perform commercial cleaning of carpets. Contractor is responsible for preparing carpet (i.e., moving mobile furniture and miscellaneous items from carpet and replacing items to original position when cleaning accomplished).

8.

Basis of Payment Payment will be made monthly after completion of the month’s work upon receipt of a properly prepared invoice. Invoices will need to be entered into www.ipp.gov.

Service is not required on federally observed holidays, and payments will not be deducted, provided janitorial work is properly completed so as to present a clean office on the first workday following the holiday.

9. Bio Based Requirements

The Contractor shall utilize products and materials made from bio based materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. For the bio based content products evaluation, all non-chemical products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Bio based Products List (DBPL) whenever practicable.

The following is a list of products USDA requires to be bio based for custodial purposes. Each product submitted for use under this contract must be identified with one of these categories. Labeling should be printed on all containers.

All-purpose cleaner Degreaser/cleaner

Heavy duty cleaner

Deodorizer

Carpet shampoo Floor finish

Floor finish restorer

Grout sealer

Disinfectant sanitizer Floor sealer

Neutral cleaner (liquid) Gum Remover

Extraction fluid Furniture polish

Bathroom cleaner

Floor stripper

Glass cleaner

Stainless steel polish

Brass polish/cleaner

Toilet Paper

Toilet bowl cleaner Toilet seat covers

Chrome polish/cleaner Cream cleaner

White board cleaner laundry detergent

Liquid Hand Soap

Paper Towels

Wood floor cleaner Solvent spotter

Toilet urinal deodorant cakes

Spot and stain remover Lime and scale remover (tub and tile cleaner)

Trash bags must contain at least 25% recycled post-consumer content and also be biodegradable material.

10.

Inspections

Government inspections are for the purpose of satisfying the Government that the services are acceptable and do not relieve the Contractor of the responsibility for maintaining quality control.

Visual inspections will be made on a periodic basis by the Contracting Officer's Representative or designated inspectors. Such inspections do not constitute acceptance by the Government.

1. Specific Inspection Procedures The contractor’s performance will be evaluated based upon the Required Results for each task listed in the statement of work. Methods and documentation may include written inspections or COR daily diaries with accompanying photos when deemed necessary, customer surveys, and/or records of customer complaints such as emails.

2. Determination of Acceptability and Payment Deductions Work on this contract will be deemed acceptable when the Government’s visual inspections show acceptable performance. Payment will be made for fully acceptable work at the prices bid in the schedule of items. Payment will be made monthly upon receipt of a proper invoice in the IPP system.

3. Performance Thresholds for Acceptability of Work All services are performed to Required Results performance measures outlined in the statement of work, and no more than five customer complaints are received and substantiated by the COR per month.

Major deficiencies, such as tasks not done at all, more than 30% of tasks are of unacceptable quality, or repeat occurrences (3 or more times) of the same issues, will trigger the deduction schedule as if the customer complaint threshold had been reached.

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 and give the Contractor reasonable time to correct the defect, if it is possible to do so without disrupting government operations at the affected site. The COR will determine how much time is reasonable based on the individual situation.

Should the Contractor disagree with the complaint after investigation of the site, the Contractor shall notify the Contracting Officer. The Contracting Officer will review the matter with the COR to re-examine the validity of the complaint.

4. Deduction Schedule Should the threshold of valid customer complaints exceed the acceptable threshold per month, or if the Contractor does not correct the deficient work on time, a deduction of five (5) percent may be made from the applicable monthly invoice. Multiple instances of below standard work may be further deducted going up in five (5) percent increments, maxing in an amount of fifteen (15) percent per month.

11. Conduct

1. All work under this contract shall be performed in a skillful and professional manner. The Contracting Officer may require the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft or unauthorized possession or removal of materials, supplies, equipment, or property.

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for taking such disciplinary action with respect to the employee(s) as may be necessary.

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

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

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

The following restrictions apply to the Contractor and employees:

a. Smoking: All Government facilities are non-smoking. The Contractor shall not smoke on Government property.

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

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

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

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

2. Security

The contractor shall be responsible for securing the premises upon completion of each service.

The contractor or his/her employees shall not leave exterior doors or windows open upon entry, during performance of services, or upon exiting from the building.

The contractor shall check to see that all exterior doors and windows are locked and that exterior lights are turned on before departing the premises.

The contractor shall promptly report to the Contracting Officer’s Representative any instance (by specific date, time, and location) of having to perform lockup, to turn on exterior lights, or to shut windows.

The contractor shall place an "out of order'' sign on any plugged or otherwise inoperable toilets, sinks, drains, or drinking fountains and report it to the Contracting Officer’s Representative.

Interior lights shall be turned off after each room or area has been serviced.

Security code provided by the Forest Service to the Contractor shall not be shared with any outside parties. If this security code has been compromised, by sharing or a termination of contractor’s employee, the Contractor shall inform the Contracting Officer’s Representative immediately so the security code can be updated.

3. Contractor Employee Identification

All Contractor employees shall wear a standardized company uniform, company t-shirt, or company identification badge clearly displayed, while on Government property performing work under this contract.

4. Quality Control Plan

The contractor shall provide a method of self-inspection to assure that the quality of performance meets or exceeds those specified in this solicitation. This plan is to be easy to use, maintain, understand and be applicable to this solicitation. The plan is to be provided with the quote.

5. Public Officials Not Personally Liable

There shall be no personal liability upon the Contracting Officer or officer in charge, their agents or employees, for any act performed in the discharge of any duty imposed or the exercise of any power or authority conferred upon them by, or within the scope of the contract, it being understood that in all such matters they act solely as agents and representatives of the Government.

6. COR Designation

The Contracting Officer designates the Contracting Officer's Representative (COR). The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

On all matters that pertain to the contract terms, the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment for the work in question.

7. Approval of Subcontracting

The Contractor shall request approval from the Contracting Officer prior to entering into any subcontract arrangement. The written notification shall include as a minimum:

1. The name, address and telephone number of the subcontractor;

2. The date upon which the subcontract was entered into and its duration;

3. A detailed description of the work being subcontracted including a listing of contract items, units, etc., as appropriate;

4. Documentation of the subcontractor's representative authority.

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