Attachment 1 Janitorial Services Statement of Work.pdf

STATEMENT OF WORK

Custodial Services

SBNF — San Jacinto Ranger District

PART I - GENERAL

1.01 Scope —The Contractor shall furnish all necessary labor, supervision, cleaning products and some specialized equipment to satisfactorily perform custodial services consisting of routine and periodic janitorial work for an office environment as described here in at the San Bernardino National Forest, San Jacinto Ranger District, 54270 Pine Crest Rd, Idyllwild CA 92549.

1.02 Building Areas — The Government occupied space consist of approximately:

A. Main Building -- 2400 Square Foot. Total Usable Space (excluding storage rooms).

NOTE: The Government will not be responsible for any error or variation in the square footage listed above nor will Contractor, because of an error or variation in footage listed, be relieved of his responsibility to carry out the contract in accordance with the true intent and meaning of the specifications without additional cost to the Government.

1.03 Submittals - Contractor shall submit to the COR for approval:

A. Work Schedule of work to be performed for basic services consisting of one work-day each 14 days.

(i.e. every other Tuesday).

1.04 Contractor's Responsibility -

A. Project Manager -The Contractor shall submit in writing to the COR, prior to start date of Contract, the name and qualifications of the person(s) designated to be the Project Manager. The Project Manager shall have full authority to act on behalf of the Contractor on all contract matters relating the daily operations, and performance of the work to meet contract standards. This individual shall be available to meet with COR to discuss immediate problem areas and should be able to accept Work Orders and Notices of Non-compliance.

B. Employees -The contractor shall provide personnel in adequate numbers and with qualifications, training, certification, license, to perform all requirements of this Contract. Contractor employees shall not pose an actual or potential threat or risk to security of mission of the San Bernardino National Forest, San Jacinto Ranger District or to the health and safety of their workforce.

The Contractor shall be responsible for maintaining satisfactory standards of employees’ safety, competency, conduct, appearance and integrity, and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Contractor employees shall comply with instructions pertaining to conduct, building, and security regulations issued by duly appointed officials, such as the Building Manager, contract inspector, and COR etc.

All work under this contract shall be performed in a skillful and competent manner. The Contractor shall prohibit employees from disturbing papers on the desks, opening desk drawers or cabinets, or using telephone or office equipment provided for official Government use. This includes using or disturbing personal items in office areas, such as desk accessories, radios, plants and food. The Contracting Officer may in writing, require the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or any Government owned/furnished property.

C. Lost and Found Property - The Contractor shall ensure that all items of personal or monetary value found by the Contractor's employees shall be turned in to the COR.

D. Protection of Facilities - The Contractor shall at all times exercise due diligence in the protection of the assigned facilities against damage or destruction by fire or other causes. Contractor shall maintain good housekeeping of area around the Government owned facility.

E. Circumstances to be Reported - Contractor shall assure that personnel report fires, hazardous conditions, and items in need of repair, i.e., flickering or non- operating lights, leaky faucets, toilet stoppage, damaged or unusual soiling of an area which may affect the performance of the work. This includes any unhealthful or hazardous conditions or any delay or interference with the work caused by Government employees. This also includes any supplies needed or Government equipment such as vacuums that need repairs. The Contractor shall make such reports immediately upon discovery to the

COR.

1.05 Utilities - Electrical power, water, refuse service and sanitary facilities will be available for Contractor to use for the purpose of performing work under this contract.

1. Conservation of Utilities - The Contactor shall instruct employees in utilities conservation practices.

The Contractor shall be responsible for operating under conditions, which preclude the waste of utilities, which shall include:

a. Lights - Shall be used only in areas where and at times when work is actually being performed. Upon completion of services, lights shall be turned OFF.

b. Mechanical - The Contractor's employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning system.

c. Water - Water faucets or valves shall be turned OFF after required usage has been accomplished.

1.06 Government Furnished Items

Government furnished materials and equipment is to be used for the performance of this Contract.

Contractor is prohibited from removing Government furnished materials from site.

A. Dispensers - The Government will furnish adequate towel, soap, toilet paper and toilet seat cover dispensers and provide the refills for the dispensers. Contractor shall notify COR if paper supplies are low or need to be reordered. COR will need approximately 30 days to reorder these products.

The Government reserves the right to change type of dispensers and/or install additional dispensers deemed necessary to assure adequate supply in all areas under this Contract. Contactor shall fill above dispensers at no additional cost to the Government.

D. Refuse and Recycling Services - The Contractor shall utilize the dumpster-type refuse bin located in the Government parking lot for disposing of refuse including boxes, shredded paper, kitchen trash, cubicle trash and bathroom trash etc. All newspapers in the blue box marked “recycled” in the kitchen can be recycled for personal use or at the local transfer station. Plastic bottles, aluminum cans, and glass bottles in the kitchen will be recycled by Forest Service staff.

1.07E. Janitor’s storage room

Storage space and a utility cart will be made available to the Contractor in the main building. Janitor’s storage room or cabinet furnished to the contractor may be used by the contractor during the term of the Contract, but shall be returned at the termination in the same condition as existed at the time of entering into this contract, reasonable wear and tear expected. Alteration of this area will not be allowed without written approval from the COR. All supplies and equipment shall be neatly orderly, and safely stored. Janitorial closet are included in cleaning services and will be inspected for performance by the COR.

1.08 Key /Badge Control

The Contractor shall establish and implement method of ensuring that all keys & badges issued to the Contactor by the Government are not lost or misplaced and are not used by unauthorized persons. No key issued to the Contractor by the Government shall be duplicated. The Contractor shall report the occurrences of a lost or duplicated key immediately to the COR but no later than the next regular work day.

Operational Hours — The work area will be available for Contract work between 4:30 PM and 10:00 PM, or 5:00AM 6:AM, Monday through Sunday, except for Federal Holidays. No vacuuming in work areas shall take place until after 5:30 PM unless that portion of the office is not occupied.

1.09 Recognized Holidays — When the contractor’s regularly scheduled cleaning day falls on a Federal Holiday, then the Contractor is not required to work on the holiday, but should provide a reasonable alternative to the COR, generally within 2 days before or after the regular date.

PART II - SUPPLIES, MATERIALS, TOOLS AND EQUIPMENT

2.01 Supplies, Materials, Tools and Equipment

The Government shall furnish all paper supplies, materials, tools and basic cleaning equipment necessary to perform the custodial services specified herein unless otherwise noted. Contractor shall notify COR if paper supplies are low or need to be reordered.

Materials provided by the Government shall meet or exceed the quality of the items indicated by the following Federal Specification:

A. Trash Can Liners —Shall be polyethylene, 3 mil minimum.

B. Toilet Tissue — Fed. Spec., UU-P-556

C. Paper Hand Towel — Fed. Spec., UU-T-591

D. Liquid Soap — Fed. Spec., P-S-62

E. Urinal Deodorant — Fed. Spec., P-D-215, with rubber/plastic stopper

2.02 Tools and Equipment

Government shall furnish all specialized equipment, with the exception of a carpet cleaner, and tools necessary for the performance of this contract. Equipment and tools shall have bumpers and guards to prevent making or scratching of fixtures, furnishings, or building surfaces. Power-driven heavy-duty industrial type equipment shall be mechanically sound, safe to operate, and in a condition so as not to harm or excessively wear existing finishes. All electrical equipment used for the performance of this work shall meet OSHA safety requirements and shall be UL approved. Contractor shall notify COR by phone, person or email if provided equipment is not fully operational and or needs repair.

Contractor may use their own equipment as long as all specifications above are met.

2.03 – BIO-BASED PRODUCTS

In the performance of this contract, the Contractor shall make maximum use of products containing bio-based or recovered materials that are EPA-designated items unless the product cannot be acquired either:

(1) Competitively within a timeframe providing for compliance with the contract performance schedule;

(2) Meeting contract performance requirements; or

(3) At a reasonable price.

See https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program

This shall include products such as bathroom cleaners, carpet cleaners, glass cleaner, general purpose / multi-purpose cleaners, disinfectants, and trash bags.

PART III — EXECUTION

3.01 Basic Cleaning Services

Basic Cleaning services consists of routine janitorial work as listed below and shall be performed in accordance with all the current Local Municipal, State and Federal Regulations.

For each task below the Contractor shall leave article or areas spotless, dry, and gleaming bright without stains, dirt, residue, streak or smears.

A. Floor Cleaning (Bi-Weekly). (Sweep, Vacuum, Mop) - All floor surfaces included in the contract shall receive cleaning and maintenance bi-weekly. Easily moved items weighing less than 40# and that may interfere with floor cleaning and maintenance maybe tipped or moved to gain access. After cleaning, all items shall be replaced to their original location.

https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program

1. Vacuum Floors – Carpets shall be vacuumed by commercial, electric vacuum cleaner incorporating brushing or beating action. Carpet shall be vacuumed sufficiently, and/or spot cleaned to leave a clean carpet, free of dirt, trash, litter, cobwebs, unspecified residue and stains, including the corners and edges, at the completion of each basic service, Contractor shall perform spot clean of carpet with a COR approved cleaning product. Spot cleaning shall be done to remove dirt, grease and other stains to maintain a uniform clean carpet. The Contractor shall perform spot cleaning of carpets on same day as spots or stains are observed. If after spot cleaning of carpet, stains that do not clean shall be brought to the attention of the COR.

2. Sweep Floors - Floor surfaces shall be swept, and/or dust mopped so as to present a clean and orderly appearance with no loose dirt, including corners, edges and places inaccessible to the mop.

Surface accumulation of hardened dirt that cannot be loosened by other means including washing, shall be scraped,

3. Mop Floors - Floors shall be swept before mopping. There shall be no splash marks or mop streaks on furniture, walls baseboards, or mop strands remaining in the area. All restroom and lunch/break room floors shall be germicide mopped with water containing a germicide. Mop used for restroom floor shall be kept separate and shall never be used to mop other work areas.

B. Removal of Trash – (Bi-weekly) - All waste containers shall be emptied and returned to their initial location. All waste containers will be lined with plastic bag. Whenever the liner is torn or soiled, it shall be replaced as needed. Soiled waste containers shall be cleaned. Miscellaneous trash such as shipping boxes, supply wrappings, packing, and etc., may be too large to fit in to the waste baskets, but should be carried to the trash dumpster in the paved parking lot. All boxes or other larger items shall be collapsed to reduce its size before being placed into the trash dumpster.

C. Recycle Paper Removal (Bi-Weekly) - Recycling services for white paper will be provided by the Government under an existing contract, other than box marked “recycled newspapers” in the kitchen area. Contractor is not responsible to move whitepaper recycling.

D. Clean Glass/Mirrors (Bi-Weekly) — Includes all translucent portions of partitions, walls, interior and exterior doors, display cases, directory boards, draft shield on windows, mirrors and adjacent trim. After cleaning, there shall be no traces of film, dirt smudges, water, or other foreign matter. When this task is performed in the Restroom & Lunch/Break room areas, then the Contractor shall use a disinfectant/germicide detergent.

E. Bottle Fill Station (Bi-Weekly)— Disinfect and polish metal surfaces including the orifices and drains.

The bottle fill station’s sides and adjacent wall surfaces shall be wiped clean each service. Descaling of drinking fountains shall be done in accordance with Task RS10.e

F. Clean & Disinfect Fixtures (Bi-Weekly)— Water closets and seats, urinals receptacles, lavatories, and all exposed plumbing and restroom accessories including chrome and metal surfaces shall be cleaned with a disinfectant & germicide detergent. Water closets and urinals shall be scrubbed clean as far into the trap as possible and under the inside rim. Urinal with water table below the bowl shall be supplied with a screen and a deodorant cake. Work also includes the disinfecting and germicide detergent cleaning of kitchen sinks and all exposed plumbing of lunchrooms. To include, kitchen sinks, chrome and metal surfaces and lunchroom counter tops.

G. Restock Dispensers, Paper & Soap (Bi-Weekly) — Restrooms shall be stocked with toilet paper, paper towels, and toilet seat covers, sanitary napkin bags, liquid soap and deodorizers, that will be provided by the Government. Additional toilet paper and paper towels shall be placed in the area to ensure an adequate supply. Lunch/break rooms shall be stocked with paper towels and liquid soap.

H. Spot Cleaning (Bi-Weekly)— Remove smudges, fingerprints, marks, and streaks from washable surfaces of walls, partitions, interior and exterior full and partial glass doors, tables, system furniture, floors, trim woodwork furniture, waste receptacles, restroom accessories, restroom stall dividers, hand rails stair rails, and fixtures. Germicidal detergent shall be used in restrooms, lunch/break rooms, drinking fountains and entrance lobby areas. Stainless steel hardware, aluminum bars, and other metal on doors or other fixtures shall be polished with a polishing compound.

I. Descale Restrooms & Lunch/Break Rooms (Monthly or as needed) - All porcelain, ceramic tile, chrome and metal plumbing fixtures, floors, and walls in restrooms, kitchen, janitor’s closet, staff breakroom and the bottle fill station shall be cleaned and removed of hard water spots, scale, streaks, scum, urine deposits, mildew, excess moisture and rust stains through use of a Calcium, Lime and Rust (CLR) or similar product.

J. Low Dusting (Monthly or as Needed) — After low dusting, all dust lint litter, and dry soil shall be removed from the horizontal surfaces of desk lamps, chairs, book shelves, stools, file cabinets, system furniture shelving (cubicles), tops of system furniture walls panels, all types of art work and other types of office furniture and equipment. Low dusting includes horizontal ledges, window sills, hand rails, counter tops, all surface tops of vending machines, refrigerators, microwaves, etc., to a line of 78” above floor level.

The contractor shall not dust, business machines, computer systems and components, personal computers (PC) systems, computer printers and plotters, and equipment of similar nature.

Dusting shall be performed with type of cloth that shall retain dust, be anti-static, and shall not spread dust over the work areas.

K. High Dusting (Monthly or as needed) - High dust shall remove all dust, cobwebs, lint, oils, and soil from all surfaces above the Low Dusting Criteria, 78 inches above floor by hand dusting or machine vacuuming. This includes windows, walls, light fixtures, ceilings and air & heating supply and air return grills.

L. Clean Window Covering (Monthly, or as needed) - Clean Venetian blinds in place where installed with lukewarm water and all-purpose detergent solution, rinse with lukewarm water and wipe with a dry clean cloth.

M. Clean Interior & Exterior Windows/Glass (Monthly) - Includes all translucent portions of partitions, windows, walls, interior and exterior doors. After cleaning, there shall be no traces of film, hard water stains, dirt smudges or fingerprints, water, or other foreign matter.

3.02 Option items 1 and 2 – Bi-Annual Services

This consist of cleaning and maintenance needs on a less frequent basis.

These services are optionally funded items based on funding availability; and will be bid as two separate optional items. A “Spring Cleaning” in April, and a “Fall Cleaning” in October. Both of these services include the tile floor maintenance and carpet cleaning as described below.

N. Resilient Tile Floor Maintenance (Bi-Annual) - All floors surfaced with a resilient tile shall be maintained with a 25%, or higher, concentrate of non-skid floor wax. For the purpose of identifying type of floor surface, the term "resilient tile" shall include resilient tile, vinyl asbestos tile, linoleum tile, and sheet vinyl. Concrete floor and texture concrete floors are not considered resilient tile floors.

Resilient tile floors shall be maintained clean with a glossy shine, free of scuffmarks or dirt smears.

Proper steps per manufacturer's instruction shall be taken to strip, refinish, spray-buff and wax floor surfaces. The waxed floors shall be non-skid with a glossy shine. Reflectance shall be uniform and no streaks or swirls shall be visible. No stripping solution or finish shall remain on baseboards, doors, or other non- floor surfaces, Spray-buff of floor surfaces is allowed provided that floor surfaces to receive this application have sufficient wax. On floor surfaces where wax has been worn off by wear, a coat of wax shall be applied prior to spray buffing.

Stripping of floor surfaces shall be done at frequent intervals, so as to prevent wax build up, yellowing, and staining of floor surface. Stripping shall also include the complete removal of all marks, scuffs, and stains, except in cases in which there is damage to the floor surface. Once floor is stripped and wax is reapplied, Contractor shall apply at least three (3) coats of 25% concentrate non-skid floor wax to all areas. After the finish has dried, floors will be machine buffed. Reflectance shall be uniform, and no streaks or swirls shall be visible. No stripping solution or finish shall be remaining on baseboards, doors, or other non-floor surfaces.

O. Shampoo Carpet (Bi-Annual) - Carpet shall be vacuumed to remove soil prior to shampooing. Spots of ink, oil and other stains shall be spot cleaned before shampoo service. Corners and areas under fixed equipment shall be shampooed with a hand brush. Shampooing method must vary to meet material requirements. After the entire carpet is shampooed, remove as much water as possible by use of a vacuum type extractor. Aluminum or plastic disks or stiff heavy paperboard shall be placed under all legs of furniture and other equipment until the carpet is dry to avoid stains from rust or dye. Wet shampooing shall be scheduled on the weekend so that carpet has at least 12 hours to thoroughly dry before being subject to traffic.

3.03 Custodial Service Signs – If the office is occupied by Forest Service staff, the Contractor shall furnish, and place portable signs in the doorways of restrooms indicating that restroom is being serviced and cannot be used.

3.04 QUALITY ASSURANCE PLAN

The Contractor or Project Manager shall establish a quality control plan that will ensure performance of work is to standards meeting contract requirements. Random inspections performed by the COR or Inspector do not release Contractor from obligation under this contract to manage and establish a quality control plan.

The COR or Inspector will inspect all performance objectives on an unannounced random basis at least a month to ensure Contractor compliance with the performance standards. If the COR/Inspector finds a task that does not meet the Performance Standard it will be written up and the Contractor's Representative will be notified of the need to correct the defect and sign a Non-Compliance Notification.

In addition to the COR/Inspector inspections, Comment Sheets will be made available for users of the building to provide input, both positive and negative.

3.05 EVALUATION CRITERIA

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Technical Capability. Provide a Capability Statement of how the quoter plans to fulfill the requirement. Specifically, identify key personnel by capability and experience in providing janitorial services.

2. Past Performance. Complete Past Performance Experience Questionnaire including 2-3 relevant past performance references of similar projects in scope and size.

3. Price.

Technical and past performance, when combined, are equal to price.