Attachment 1 Janitorial PWS FY24 5.09.24.pdf

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICE

I. REQUIREMENTS

A. Period of Performance:

Base Year September 16, 2024 - September 15, 2025

Option Year 1 September 16, 2025 - September 15, 2026

Option Year 2 September 16, 2026 - September 15, 2027

Option Year 3 September 16, 2027 - September 15, 2028

Option Year 4 September 16, 2028 - September 15, 2029

B. PERFORMANCE WORK STATEMENT and TERMS AND CONDITIONS OF PURCHASE

ORDER become part of this contract.

C. SUPPLIES AND MATERIALS FURNISHED BY THE GOVERNMENT:

Outdoor dumpsters for all waste from offices and laboratories. There are separate dumpsters for garbage and recycling. Removal of all wastes from the outdoor dumpsters is the responsibility of the Government. Recycling shall be placed in the correct dumpsters as identified by Location Site Manager (LSM).

Paper towels, toilet paper, liquid hand soap, hand disinfectant and wastebaskets. Soap dispensers, toilet paper dispensers and hand towel dispensers. Written notice of location and reason of replacement needs to be sent to the LSM.

Floor mats for entrances, break room, and hallways are provided by and cleaned by another vendor.

Contractor shall store and preserve all cleaning solvents in accordance with commercial instructions. All commercial markings shall remain on items for identification and medical instructions. If items should require transfer to another container, that container shall be clearly marked as to its content and its medical instructions. All USDA bio-based regulations must be followed (https://www.biopreferred.gov/BioPreferred).

The Contractor shall maintain an adequate inventory of Government-furnished supplies by giving the Contracting Officer’s Representative (COR) advance notice so that orders can be placed and received on a timely basis.

D. SUPPLIES AND MATERIALS FURNISHED BY THE CONTRACTOR:

All personnel, labor, and transportation.

All cleaning supplies and chemicals and equipment, including but not limited to trash bags, wax, window cleaner etc.

E. PREMISES TO BE SERVICED

All areas of the main office/laboratory building. The contractor must maintain every part of these premises in a clean and sanitary condition. Not all areas of Building 3 (the barn) will be serviced and separate cleaning instructions are shown in attachment 2. The size of the

Northern Crops Science Laboratory (NCSL), 1307 18th St N, Fargo, ND 58102, is approximately 60,000 square feet. The size of the Biosciences Research Laboratory (BRL), 1616 Albrecht Blvd N, Fargo, ND 58102, is approximately 65,000 square feet. These are approximate square footages.

F. SCHEDULE:

Cleaning and janitorial work will be carried out in accordance with a schedule approved by the

COR, LSM, and the contractor. Interference with personnel or Government business will be avoided. Work can be completed any time of day including any time in the evening/night, on weekends and national holidays; the schedule must be regular and consistent. Closures of rooms or hallways for heavy cleaning such as strip and wax floors should be performed outside normal business hours and must be coordinated with the LSM 72 hours in advance. Schedule change request must be made in writing 72 hours in advance.

The building is occupied by employees five days a week, Monday through Friday, except national holidays. Employees on the premises after normal working hours and on holidays will not interfere with the Contractor.

It is not expected that janitorial services will be required on Federal holidays. The contractor is still responsible to keep up with other scheduled cleaning such as weekly, monthly….

Holidays will be skipped in “Every Other Day” cleaning.

G. FLOOR MAINTENANCE (INCLUDES HALLWAYS AND ENTRANCES)

1. ALL VINYL/TILE, OR OTHER TREATED SURFACE(S) FLOOR(S) SHALL BE

MAINTAINED AS FOLLOWS:

DAILY:

Reception/Public Entrance Area: Dust mop with treated dust mop or push broom equipped with treated cloth leaving no dust or debris in corners, underneath or behind doors. Spot damp mop to remove all substances such as mud, sticky matter, etc. Vacuum, if any loose debris remains after mopping.

Halls and entrances: Sweep up any obvious dirt or debris. Typically, this would be dried mud which has fallen from shoes.

EVERY OTHER DAY (Alternating):

Hallways/entrances/stairwells/office and lab floors in the building:

Dust mop - with treated cloth leaving no dust or debris in corners, underneath or behind doors. Spot damp mop - to remove all substances such as mud, sticky matter, etc.

Vacuum or sweep, if any loose debris remains after mopping. Utilize walk behind floor cleaner or damp mop to remove all substances such as mud, sticky matter, etc.

WEEKLY:

Sweep and damp mop the headhouse floors at the NCSL and BRL. Use sweeping compound to collect dust and debris. Vacuum the corners of the room. Sweep and damp mop the tare lab per instructions shown in attachment 2. Sweep and damp mop the assigned barn rooms (besides A104) per instructions shown in attachment 3.

EVERY TWO WEEKS (All Floors):

Damp mop. Clean and buff to maintain high gloss. Floors should have a uniform appearance with no streaks, detergent residue, standing water, or evidence of soil. There shall be no splash marks on the walls, and soil shall not be permitted to accumulate along edges of baseboards.

SEMI-ANNUALLY (All Floors): In May and October.

Clean the floors, then completely strip old wax and re-wax with glossy, non-slip wax and buff.

NOTE: Notify the Location Site Manager (LSM) two weeks in advance of proposed waxing schedule. Government employees will be responsible for moving items in their lab spaces to accommodate the stripping and waxing.

2. ALL CARPETED AREAS SHALL BE MAINTAINED AS FOLLOWS:

EVERY OTHER DAY: Vacuum all carpeted areas in the front entrance. Check conference room, vacuum as needed. Conference room is typically used 10 days per month

(typically two (2) times a week). Vacuum carpeted offices.

EVERY TWO WEEKS (All): Clean with electric vacuum cleaner using hand tools to thoroughly clean corners, edges, behind doors and under furniture as much as possible to assure all dirt is thoroughly removed from the carpet.

MONTHLY: Spot clean carpets at doorways and wherever else is required to maintain clean appearance.

H. GENERAL CLEANING:

1. To be performed in all rooms, offices, laboratories, and corridors, unless explicitly marked otherwise.

2. Papers, books or apparatuses on desks, tabletops or counters shall not be moved.

3. DAILY:

Empty all waste containers in all offices, conference rooms, work areas, the reception/public entrance area, break room, rest rooms, and dispose of waste into outdoor trash dumpsters. Tie the replacement garbage bags so they stay in place in the cans.

Empty all laboratory waste containers into outdoor dumpsters. Do not reuse laboratory plastic trash bags. All waste containers in the laboratories must have a clean plastic trash bag daily. Bags of trash shall not be left in passageways. Outdoor dumpsters shall be kept closed and areas around them shall be kept neat and clean.

NOTE: Biological, chemical, and radiological waste containers need to be disposed in a special manner and will be handled by Government employees only. The contractor, under no circumstances, will be allowed to handle or dispose of this material. Our hazardous waste shall be marked. Should contractor need additional information as to what they may or may not handle, contact the LSM.

4. EVERY OTHER DAY (Alternating):

Clean and polish drinking fountains.

Clean tabletops, microwave (inside and outside), stove top, and counters in breakroom.

Spot clean glass in entrance doors.

Remove recycled items from all bins and boxes in facility: offices, break rooms, labs, copy room, conference rooms and place in the recycle bins behind building.

5. WEEKLY:

Dust and wipe all furniture surfaces including desks, tables, inside windowsills, telephone counters, ledges, bookshelves, literature racks, heat radiators, and chairs with a treated dust cloth. Dust under items such as file trays and phones.

Clean and polish all glass in the main front entrances and glass windows in the hallways.

Remove cobwebs and accumulation of other litter.

Wipe down all handrails in the BRL and NCSL.

Spot clean walls, interior doors, and file cabinets to remove fingerprints and spots.

The Government will furnish all recycling containers that are usually blue in color with appropriate markings. The contractor will not be responsible to and will not empty any hazardous containers that are red and marked as hazardous or “For Shredding Only”.

6. MONTHLY:

Dust and clean baseboards, door frames, furniture legs, Venetian blinds and between the inside storm window and the outer window.

7. SEMI-ANNUALLY: Oct & April - Every six months

Wash and clean light fixtures disposing of dead insects.

Dust and clean woodwork, window ledges, high ledges. Remove cobwebs.

Vacuum and wash all air vents.

8. ANNUALLY:

In building 1 of the Biosciences Research Laboratory, wash hallway walls.

I. REST ROOMS

1. To be performed in all rest rooms:

DAILY:

Clean and disinfect all urinals, stools, and sinks removing all spots, stains, rust, mildew.

Clean and polish all chrome and mirrors.

Soap mop and disinfect all floors. Floors shall have a uniform appearance with no streaks, swirl marks, detergent residue, or evidence of soil, stains, film, or standing water. There shall be no splash marks or mop streaks on walls, and soil shall not be permitted to accumulate along edges of baseboards.

Empty and disinfect all waste receptacles including feminine hygiene bags.

2. EVERY OTHER DAY:

Clean the tare lab bathroom according to the daily chore list.

3. WEEKLY:

Wash stall partitions and doors and walls near sinks. Damp wipe all dispensers (towel, soap, toilet tissue, etc.). Fill all dispensers. Clean the barn restroom (A119), as shown in attachment 2.

4. MONTHLY:

Apply wax and buff floors to maintain glossy appearance.

J. WINDOWS

ANNUALLY

Wash all windows, interior and exterior. All film, dirt, smudges shall be removed. 2nd floor exterior windows can be cleaned using a chemical spray or using a ground delivered extension tool.

K. MEETINGS

The COR, LSM, CO (if needed) and the Contractor will meet semi-annually to discuss work performance or any other time deemed necessary by either party.

II. RESPONSIBILITIES:

A. SUPERVISION OF EMPLOYEES. The Contractor shall be directly responsible for work performance specified in the contract. Contractor shall provide for supervision of employees.

All employees must be a citizen or have proof of a valid permanent resident card (green card). A background check is required prior to the beginning of work. The Contractor shall coordinate with the LSM to line up background checks for all employees working under this contract. Convicted felons are not allowed on USDA - ARS property.

Fingerprints will be needed for every individual that works at the center and at the expense of the contractor. Fieldprint fingerprinting will be used to collect the fingerprints. The contractor will be responsible for scheduling that service for their employees in a timely manner upon award approval. The government will receive the fingerprints from Fieldprint and ensure that the background check for individuals is complete and approved prior to the first day of work. As part of this process, a resume and optional form 306 will be required from each employee. This form is included in attachment 6. After contract award, the Government will work with the contractor to schedule a time to complete the optional form 306 as needed. AS PART OF THIS

PROCESS, A RESUME AND OPTIONAL FORM 306 WILL BE REQUIRED FROM

EACH EMPLOYEE. THIS FORM IS INCLUDED IN ATTACHMENT 6. AFTER

CONTRACT AWARD, USDA WILL WORK WITH THE CONTRACTOR TO

SCHEDULE TIME TO COMPLETE THE OPTIONAL FORM 306 AS NEEDED.

B. Prior to commencement of services under this contract, the Contractor shall furnish to the

LSM a list of employees who will work on-site performing the services, and the name of the individual who will be responsible for supervision of such employees and who will function as the Project Manager. The Project Manager shall:

1. Have the Contractor's full authority to act on matters pertaining to the performance of services.

2. Be on-site or on-call whenever work is being performed.

3. Report damage to Government property, loss of keys, personal injuries and/or hazardous conditions to the LSM within two (2) work hours after occurrence. This must be done in writing (email is acceptable).

C. SAFETY. The Contractor will provide a safe working environment for Contractor personnel and will ensure all personnel practice safe working techniques. The Contractor shall follow, but is not limited to, the following safety precautions:

A. Providing safety-warning devices and ensuring they are used as necessary (e.g., wet floor signs).

B. Providing all Contractor personnel with proper personal protective equipment as necessary.

C. Ensuring all Contractor personnel are aware of the various hazards located throughout the facility. The Government, upon request by the Contractor through the LSM, will provide site-hazard awareness training for Contractor personnel once per year (not to exceed one hour and to be scheduled at the convenience of the Government).

D. Ensuring that all Contractor personnel are familiar with the hazards of cleaning supplies used.

E. Provide the Government via the LSM with copies of SDS for any hazardous material brought or used on site.

C. PROPERTY. Except for reasonable wear and tear, the Contractor assumes full responsibility for and shall indemnify the Government for any and all loss or damage of whatsoever kind and nature to any and all Government property including any equipment, supplies, accessories, or parts furnished while in the Contractor's custody and care for storage, repairs or services to be performed under the terms of this Contract, resulting in whole or in part from the negligent acts or omissions of Contractor, any subcontractor, or any employee, agent or representative of Contractor or subcontractor.

D. PERSONS. The Contractor will be responsible for any negligent or wrongful acts or omissions of the Contractor, his employees or agent’s incident to the performance of this contract. The

Contractor will hold and save the Government harmless from all liability for any death or damage to all persons (other than the liability of the contract as provided under the Federal

Employees Compensation Act) or to real or personal property, which results from the operation of, or incident to, equipment furnished by the Contractor. The Contractor will not be responsible for any negligent or wrongful acts or omissions of the U.S. Department of

Agriculture; its employees, the U.S. Department of Agriculture's Cooperators, or their employees.

E. LIABILITY INSURANCE. The Contractor shall maintain such insurance as will protect him/her from claims under Workers’ Compensation, General Liability, Property Damage and from any other claims for damages for personal injury including death which may arise from operations under this Contract, whether such operation by themselves or by any subcontractor or anyone directly or indirectly employed by either of them.

F. LOST AND FOUND PROPERTY. The Contractor shall ensure that all articles of possible personal or monetary value found by the Contractor's employees on the premises of this facility are turned over to the LSM. At the time of their discovery, such items shall be tagged to identify the location at which they were found.

G. SECURITY. The Contractor will close any open windows, turn off lights, except those left on for security, and lock designated interior and all exterior doors. The building is considered closed for business from 4:30pm to 07:30am daily, all hours on weekends, and legal holidays.

Entry cards and keys for the building and gate will be provided to the Contractor as needed.

H. CONDUCT OF CONTRACTOR AND EMPLOYEES. Contractor personnel shall not smoke in the building, as this is a non-smoking building. Must be 20 feet away from any entrance to smoke outside.

They shall not disturb papers on desks, open desks, or cabinets, or use telephones or office equipment that is provided for official Government use.

Contractor personnel shall utilize conservation policies by not adjusting any heating or cooling devices and by turning off lights in unoccupied areas unless otherwise directed.

Contractor personnel shall in no event, enter any area to which access is restricted, unless such an area has been specifically identified as an area in which janitorial services are to be rendered.

Use of the telephone is provided only for emergency calls.

Children are not allowed on site. Under NO CIRCUMSTANCES shall minors accompany any Contractor employee.

The Contractor must promptly inform the LSM when one of their employees has been fired/terminated.

Contractor shall place his/her employees on notice that infraction of any of the above rules, regulations or prohibitions may be grounds for removal from Federal Property at the discretion of the LSM and or CO.

III. INSPECTIONS AND DEFICIENCIES:

A. INSPECTIONS:

1. Definition: "Services" includes services performed, workmanship and materials furnished or utilized in the performance of services.

2. All work shall be performed in a skillful manner. The CO may require the Contractor to remove from work any employee the LSM deems incompetent, careless or otherwise objectionable.

3. The LSM will review the performance of services and receive complaints related to non-performance. The LSM, or other designated representative, will make random inspections of parts of the building where services are to be performed. Inspections will not interfere with or delay the Contractor's work.

B. DEFICIENCIES:

1. If any service performed does not conform to the contract, the Government may require the Contractor to perform the services again to conform to requirements, at no increase in contract amount. When defects in performances cannot be corrected by re- performance, ARS may (1) require the Contractor to take necessary action to ensure that future performance conforms to requirements, and (2) terminate the contract for default. (Ref:

52.246-4) - See attachment 4

2. The Contractor shall submit to the LSM a written report showing areas not cleaned and the reason for not cleaning them; deficiencies or damage in the building or equipment such as broken soap dispensers, stopped up urinals or commodes, missing floor and ceiling tile, broken doors, and windows, etc.

See attachment 5

IV. CONTRACT ADMINISTRATION:

A. CONTRACTING OFFICER (CO) has the overall responsibility for administration of the contract. Only a warranted CO can make administrative contract changes. The LSM can make and arrange schedule changes, building assistance, but no contract administration.

INVOICES: This contract is based on a monthly fixed price. Submission of monthly invoices is required through IPP. No other invoice arrangements will be accepted.