Attachment 1 Peformance Work Statement.docx

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

Plains Thomspon Falls Ranger District Lolo National Forest Sanders County, Montana

Janitorial Services –Plains Thompson Falls Ranger District

Contents

General Information

1.0 Purpose and Background

1.1 Purpose

The Forest Service Plains Thomspon Falls Ranger District on the Lolo National Forest requires contractor support to perform janitorial services at its administrative building. Seasonal Bunkhouse cleaning of the bunkhouse bathrooms shall be performed twice a week from April 1 through October 31, along with a onetime annual cleaning of the bunkhouse between November 1 and December 31.

1.2 Background

Location. The Plains Thompson Falls Ranger District administration building is located at 408 Clayton St, Plains, MT. Plains, Montana is located approximately 77 miles northwest of Missoula, MT.

Description. Weekly janitorial services are required on both the first floor and basement of the administration building. The main office has 4,873 square feet upstairs and 2,629 downstairs. Approximately 1,500 square feet is laminate flooring; the remainder is carpet, minus the bathrooms. Periodic cleaning in the bunkhouse is required as outlined in Task 3.4 (p. 6 of this document). Please see Task 3.4 for specific details.

Site Visit. A site visit is not planned for this project, but you can set up and individual walk through by calling Tiffany Ayers (406) 826-3821 or email at tiffany.ayers@usda.gov. However, during the solicitation/pre-award phase, address any technical questions to the Contracting Officer. All questions and answers must go through the Contracting Officer so they can be provided to all offerors.

Performance Based Service Contract. This work is being solicited as a performance based, commercial item contract. Performance based means the Contractor is responsible for an end-product. If an end-product is not provided, and adjustment to the payment will be made. A commercial item contract streamlines the terms and conditions to resemble those already used in the everyday marketplace.

Contractor Requirements

2.0 Scope

The Contractor shall provide all personnel, equipment, materials, facilities, supervision, management, and transportation necessary to fulfill the requirement of this Performance Work Statement (PWS) in accordance with the regulatory, references, and information sources provided within this PWS and any subsequent regulatory or policy changes. Contractor shall ensure building is free of dirt, grime, and other foreign matter so that the facility presents a pleasant, healthy, and safe work environment for employees.

2.1 Schedule of Services

Services shall be performed in the main office five days per week from March 1 through February 28. Weekday services shall be performed between the hours of 1800 and 0600 MT.

Cleaning which interferes with Government day-to-day business shall be avoided.

A onetime annual cleaning of the bunkhouse shall be performed between the dates of November 1-December 31.

Seasonal Bunkhouse cleaning of the bunkhouse bathrooms shall be performed twice a week from April 1 through October 31. Bunkhouse bathroom cleaning services shall be performed between the hours of 1500 and 1900 MT.

Other hours may be scheduled if required and approved by the Contracting Officer’s Representative (COR). Tasks designated by the specifications to be done on a specific schedule shall be completed by 6:00 a.m. of the following workday.

The Contractor is not required to provide service on Federal Holidays except in emergency situations (e.g., broken water pipes, commode, or urinal overflow, etc.). Services interrupted due to Federal holidays shall be rescheduled for the following day.

The holidays are as follows:

· New Year’s Day, January 1*

· Birthday of Martin Luther King, Jr., third Monday in January

· Washington’s Birthday, third Monday in February

· Memorial Day, last Monday in May

· Juneteenth National Independence Day, June 19*

· Independence Day, July 4*

· Labor Day, first Monday in September

· Columbus Day, second Monday in October

· Veteran’s Day, November 11*

· Thanksgiving Day, Fourth Thursday in November

· Christmas Day, December 25*

*First Monday after holiday if holiday falls on Sunday or Friday before if holiday falls on Saturday.

3.0 Tasks

Task 3.1 Offices Reception & Storage Areas and Conference Rooms

DO NOT CLEAN ANY COMPUTER, PHONE, OR AUDIO-VISUAL EQUIPMENT

A. Waste baskets and any other trash identified is disposed of in outside dumpster. Replace liners with new liners. Return receptacles to original and proper position End-result is emptied clean wastebaskets and properly disposed trash.

B. Ensure all trashcans are clean from food, liquids, gunk, etc. Wash trans cans to remove any debris, food, or grime inside or out as you see it.

C. Carpeted areas are vacuumed, including edges and corners. Chairs, desks, and tables are vacuumed under including rolling or pulling chairs out to vacuum, then returned. Spots on carpets are removed with effective spot remover. End appearance shall be visually dirt-free carpeted areas without spots or spills.

D. All visible surfaces such as storage cabinets, doorknobs and surrounding area, wall switch and plate areas are dusted, and damp wiped to remove dust, dirt, grime, fingerprints, black marks, scuffs, and smudges. The end-result is a clean, dust, dirt and smudge-free office appearance.

E. Drinking fountain is scrubbed, disinfected, and polished dry with no dirt, grime, stains, or mineral deposits visible.

F. Conference room tables is clean; sink will be cleaned and polished removing all hard water stains. Counter wiped clean.

G. Storage room is swept clean of dirt and debris.

H. Copy room is vacuumed. Spots on carpets are removed with effective spot remover. End appearance shall be visually dirt-free carpeted areas without spots or spills.

Task 3.2 All Restrooms

Restrooms: Shall have a sanitary, clean, shiny appearance with no visible or tactile residue, dirt, or mineral build-up and be well stocked.

A. Toilets, urinals, sinks and sink tops shall be stain, rust, calcium, and mineral deposit free, disinfected, with visual and tactile spot-free sinks and counters. No water rings should be present.

B. Floors- no visible black marks, grime, sports, or dirt. Restroom floors ecologically remove stubborn dirt, germs and bacteria resulting in a clean, sanitary bathroom environment which is a desired end-result.

C. Bathroom walls and partitions including walls around sink and paper towel area, front of cabinets and walls around the garbage can are clean with no visible water marks, debris, or streaks. Areas should be visually clean and clean to the touch when they meet our specifications.

D. There should not be visible fingerprints, smudges or dirt on the light switches, locks, doorknobs and surrounding the doorknobs, or doorframes, after you have cleaned the restrooms.

E. Trash cans are empty after each scheduled cleaning and liners are replaced regularly. Wash inside and outside of trash cans when there is any gun or food debris inside or outside the receptacles. The desired end-result is empty, clean trash cans.

F. All mirrors, dispensers, chrome fixtures, shelving, etc. have been wiped clean with no scuff marks or streaks remaining, leaving shiny polished finish with no tactile or visible dirt or marks remaining.

G. There is an appropriate re-supply of toilet paper, paper towels, and hand soap after the cleaning has been completed. Overstocking is not permitted. Communicate with COR throughout the year: fire/field season requires more supply than the non-field winter season.

H. Sanitary napkin disposal containers have their interior bags changed on each scheduled cleaning day to promote a safe and sanitary restroom.

Task 3.3 All Spaces

A. Cobwebs are safely removed from corners, ceilings, and windows.

B. Dust high and low surface areas.

C. Lids on dumpsters must be kept closed. When garbage lids do not close due to being above capacity, notify the COR.

D. Check and turn off all portable personal heaters and fans in the building.

E. Porch/Entryway: sweep porch to remove any dust, cobwebs, litter, and soil. Sweep underneath walk mats to remove litter and soil. Vacuum all mats and carpets in warehouse entryway.

F. Clean the splash/sneeze guards if present in the front liner area for sanitary reasons and being able to see customers.

Task 3.4 Periodic Cleaning

A. Clean/Shampoo Carpets in main office. All carpets shall be cleaned in accordance with standard commercial practices. Stationary furniture shall not be moved to facilitate shampooing. Shampoo carpets once a year.

B. Clean Bunkhouse Residence. This area consists of seven (7) carpeted bedrooms, three communal bathrooms, and a residential kitchen and common area with vinyl flooring, it will be cleaned once a year when there is no one residing in the rooms. This is approximately 2,200 square feet. All floors will be cleaned and waxed. Clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, mirrors and other such surfaces, using a germicidal detergent. All carpet will be thoroughly vacuumed and shampooed. Perform spot cleaning to include cleaning of major smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. Clean all appliances including refrigerators, microwaves, and ovens. Remove dust and cobwebs from ceilings, walls, and window trim as needed. All trash will be removed.

C. Clean Bunkhouse Bathrooms. There are three bathrooms located in the bunkhouse (5 showers, 5 toilets, and 5 sinks), two on the main floor and one in the basement. These will be cleaned twice a week (Mondays and Thursdays). Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, floors, mirrors and other such surfaces, using a germicidal detergent. All trash will be removed. Replenish supplies but do not overstock.

4.0 Performance Requirement Measures

The Performance Requirements Summary (PRS) table describes the acceptable quality level of performance expected by the Government and the means which the Government may use to validate acceptable services.

If the number of defects, or instances of unacceptable performance, observed during a month-long period is equal to or less than 1, then there will be no deduction in payments to the Contractor for that task. However, if the number of defects observed during a month-long period is greater than 1, then there will be a deduction in payment in 2% from the established monthly rate for the item being serviced when standards are not met.

* Definition of Item: Main Office Building.

For example, failure to clean the facility more than one time will result in a 2% deduction in payment for the item cleaned (i.e., Main Office, Bunkhouse). If the monthly payment for the main office is $300.00 and the maximum error rate has been exceeded, the following will be applied: $300 x .02 = $6.00. There will be a $6.00 deduction for each failure.

5.0 Deliverables

The following table summarizes deliverables. All days are listed as business days.

DELIVERABLES TABLE

CO/COR

At Pre-Work Meeting prior to commencement of work then each day that services are provided

CO/COR

At Pre-Work Meeting prior to commencement of work and any time a change to the Safety Plan is made.

6.0 Contractor Personnel Qualifications

6.1. Experience. The Contractor and Contractor’s employees shall be capable and experienced in janitorial work to perform the services under this contract.

6.2. Contractor Representative. The Contractor shall name a Contractor Representative who is authorized to act on behalf of the Contractor for the purposes of the Contract.

6.3. Roster of Employees. A roster of Contractor employees working under this contract shall be submitted to the Government. Subsequent changes to the roster shall be submitted to the CO and COR, in writing, at least 7 days prior to any change and shall include a copy of that employee’s security background check that has been performed by the Contractor.

a. Contractor employees shall be free from communicable disease.

b. The CO may require dismissal from the workplace of Contractor employees who the CO deems incompetent, insubordinate, objectionable, or whose continued employment is deemed contrary to the public interest as well as any employee who does not pass the Government Background Investigation.

7.0 Contractor Quality Control

The Contractor is responsible for management and quality control to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met. The Contractor shall provide a site-specific Quality Control Plan (QCP) including an inspection system that will be used in the performance of the contract. A QCP tailored to this project site shall be submitted for review and approval by the CO.

The Contractor shall ensure all requirements of the contract are addressed in the QCP. The QCP shall be a system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable or is brought to the Contractor’s attention by the COR. The importance of a QCP that covers all services is critical to the successful performance of this contract. The QCP shall include, but is not limited to the following:

7.1. Inspection System. An inspection system tailored to the specific building(s) which covers all services/tasks stated in the Performance Standards of this contract. The Contractor shall devise a checklist for use during inspections and provide the name of the individual who will perform the inspections. The inspection checklist must be signed and dated by the inspector at the time the inspection is completed. Inspection shall be conducted at the end of each work shift.

7.2. On-site File. An on-site file of all inspections conducted by the Contractor and the corrective action required and subsequently taken shall be located in an area agreed to by the COR and shall be available to the Government at all times in order that the COR may compare inspections performed by the Contractor’s inspector against the actual conditions which exist at the time of the inspection by the COR.

7.3. Performance of Tasks. A description of how tasks will be performed to achieve the identified quality standards shall be included in the QCP.

7.4. Updates to QCP. The QCP shall be kept current and shall reflect pertinent contract modifications and building changes. The Contractor shall maintain a current copy of the QCP and the janitorial contract at the worksite.

7.5. Safety Plan. Contractor shall submit a safety plan to the Contracting Officer, in compliance with the Occupational Safety and Health Administration (OSHA). The Contractor may submit the site-specific safety plan with their quote package. A safety plan shall be submitted at the time of the post award meeting. The Contractor shall follow all OSHA and Federal and State safety requirements.

8.0 Government Quality Assurance

Any inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Government shall be resolved in accordance with clause 52.212-4(a) Inspection/Acceptance.

The CO/COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in this contract. In the event of a rejected deliverable, the Contractor will be notified in writing by the CO/COR of the specific reasons for rejection. The Contractor will have five business days to correct the rejected deliverable and return it per delivery instructions.

Work that does not meet the contract requirements will be brought to the Contractor’s attention. Repetitive or continuous failure to meet contract requirements may result in a quality adjustment to payment of the Contractor’s right to proceed may be terminated

9.0 Contracting Officer’s Representative (COR)

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: 1) assure that the Contractor performs the technical requirements of the contract; 2) performs inspections necessary with performance; 3) maintains written and oral communications with the Contractor concerning technical aspects of the contract; 4) issues written interpretations of technical requirements to the CO, including Government drawings, designs, and specifications; 5) monitors Contractor’s performance and notifies both the CO and Contractor of any deficiencies; 6) coordinates availability of Government Furnished Property and Materials; 7) provides site entry of Contractor personnel; and 8) is the PIV Sponsor for Contractor personnel’s required Government Background Investigations. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

10.0 Government Furnished Materials

The Government will provide the Contractor with the following listed materials:

10.1. Utilities

10.1.1. Floor outlets shall be left in a condition that will not constitute a tripping hazard, i.e., lids tightly closed when no longer in use. Contractor’s employees shall not unplug Government equipment to access electrical power.

10.2. Supplies

10.2.1. The following are a list of supplies provided by the Government:

a. Keys or locks necessary for access to areas requiring work under this contract.

b. Dumpsters for trash and refuse disposal.

c. Utilities to operate equipment and water necessary to complete the work.

d. All personal hygiene restroom supplies (hand soap, paper towels, 2-ply bath tissue, sanitary napkin receptacle liners, room deodorants and trash can liners).

The Contractor shall notify the COR in writing, at least four weeks before needed supplies will be depleted to ensure materials are adequately stocked. The COR will have the requested items delivered within three weeks.

10.2.2. The Government shall provide designated storage space for supplies and equipment to be used in the performance of the work.

10.2.3. The Contractor must return Government furnished cards or keys at the end of the period of performance of this contract in accordance with instructions provided by the COR.

11.0 Contractor Furnished Property and Responsibilities

11.1. Equipment. All necessary cleaning equipment including but not limited to: scrubbing machine, floor polishing machine, and vacuum cleaner and steam mop. Equipment shall be commercial size and type customarily used by the janitorial profession and capable of handling sand and gravel brought in by boots. Equipment designed for home use will not meet these specifications. Energy Star rated is recommended.

11.2. Supplies. All necessary supplies and materials (including biobased cleaning supplies, kitchen sponges, biobased cleaning solutions, biobased floor polish, biobased carpet shampoo for spot cleaning, biobased spot remover) except those items specified as Government-furnished.

11.3. Safety Data Sheets All Material Safety Data Sheets (MSDS) for all solutions and chemicals used in the cleaning of these buildings. MSDS’s shall be given to the Contracting Officer (CO) during the pre-work meeting.

11.4. Damage to Contractor’s Property. The Government will not be responsible in any way for damage to the Contractor’s equipment or the Contractor’s employees’ personal belongings brought onto the Government premises during the performance of work under this contract.

11.5 Bio-Preferred

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA); the Food Conservation and Energy Act of 2008; the Agricultural Act of 2014; and the Federal Acquisition Regulation to provide biobased products. The Contractor shall also comply with FAR clause 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts incorporated by reference in this contract.

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

The following are examples of products that may be used in this contract for which biobased products are available. The list is not all inclusive. It is desirable that the Contractor be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Biobased products that are designated for preferred procurement under the USDA’s Bio-preferred Program must meet the required minimum biobased content as stated at www.biopreferred.gov. Percentages for products listed above can be found at the following site: https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml#. The Contractor should provide data for biobased products such as biobased content.

In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio-preferred Program, the Contractor is encouraged to use other commercially available biobased products such as biobased products certified with a label.

The Contractor shall comply with FAR clause 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

The Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

NOTE: This procurement requires the use of Biobased products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced. The products should first be acquired from the USDA designated products categories.

The Contractor shall submit a complete list of biobased products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of this contract.

At the scheduled Pre-Work Meeting, prior to commencement of work, the Contractor shall provide a complete list of USDA designated biobased products that it intends to use or supply during performance of this janitorial services contract, including products used or supplied by subcontractors. For each product, the Contractor shall identify the product and brand/manufacturer. For each designated product, the Contractor shall also identify the biobased content. The Contractor shall provide detail on how the Contractor intends to keep abreast of the development and increasing availability of designated and non-designated biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance. The list shall be approved by the COR in writing. The Contractor shall not commence work until this list is approved by the COR in writing. The list must be reviewed and updated annually, and as required by the COR.

Reporting is required by Sections 9002 of the Food Conservation and Energy Act of 2008 and the Agricultural Act of 2014. The Contractor shall provide quantities, product types and dollar value of any USDA-designated biobased product purchased by the Contractor. This important data shall be submitted to the COR for the current quarter and current contract year. A brief explanation shall include the methodology used to calculate the dollar value of USDA-designated products used or supplied.

The Contractor should also note that USDA-designated biobased products are available for purchase through the AbilityOne Program (formerly known as the Javits- Wagner-O’Day (JWOD) Program). Under this program, members of organizations including the National Industries for the Blind (NIB) and the National Institute for the Severely Disabled (SourceAmerica) offer products and services that are mandatory by Federal agencies. A search of the AbilityOne Program’s online catalog (https://www.abilityone.gov/procurement_list/product_contractors.html) indicated biobased products that fall within the operations and maintenance area. These include but are not limited to cleaners (glass, hand, and multipurpose), graffiti removers, and sorbents.

12.0 Security and Training Requirements

12.1. Government Background Investigation

All Contractor employees working on the site must undergo a security background investigation before allowed access to any Federally controlled facility. Background investigations for all Contractor employees working under this contract shall be submitted to the CO and COR, in writing, at least 7 days prior to any change and shall include a copy of that employee’s security background check that has been performed by the Contractor prior to the Contractor employee starting work under this contract. Please refer to Personnel Identity Verification of Contractor Employees in the clauses section of the solicitation for additional details.

The Government may require additional screening for security measures of the Contractor and any employee of the Contractor’s firm. Screening and record searches may require additional information be provided to the Government upon request. Failure to provide the information requested by the Government within a reasonable timeframe may result in termination of the Contractor’s right to proceed.

There is a cost for each background investigation. The Government will cover the cost of these background investigations for each initial employee of the Contractor. Subsequent required background investigations, regardless of the reason (i.e., new employee, Government requests removal of an employee, etc.) shall be billed to the Contractor.

12.2. Building Security

The Contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured. All buildings will be locked and unlocked by the Government. However, the Contractor shall double check all doors nightly. Fans in bathrooms, portable air conditioners, and other like conveniences shall be turned off. Night lighting as designated by COR shall be left on.

The Government will allow the Contractor access to the areas to be cleaned. If the access is limited for any reason the Contractor will not be responsible for cleaning that area. The Contractor shall let the COR know immediately or the next day when access is denied.

The Contractor shall prohibit the use of keys or door codes issued by the Government by any persons other than the contract employees. The Contractor shall not duplicate any keys issued by the Government and shall immediately report to the CO any occurrences of lost or duplicated keys. In the event keys are lost or duplicated, the Contractor may be required to re-key or replace the affected lock(s) without cost to the Government. The Government may, at its option, replace the affected lock(s) or perform re-keying. Cost of such work shall be deducted from the Contractor's payment.

The Contractor must provide security comparable to the type of protection given by commercial or business enterprises to prevent illegal entry into or loitering on the premises; to prevent the loss by pilferage or theft; and to admit to the space during off-duty hours only those who are authorized to enter. The use of Government property or services such as telephones, plotters, computers, office supplies, etc. for other than official Government business is strictly prohibited.

The Contractor shall provide adequate supervision of crew to prevent employees from disturbing papers on desks, opening drawers or cabinets, or using telephones provided for official Government use. The Contractor or employee shall not bring children to the premises while the work is being performed.

12.2 Mandatory Contractor Training

The contractor must ensure their employees (including subcontractor personnel) complete the training course(s) listed below in the frequency identified. The contractor must maintain records of course completion and provide them to the Contracting Officer or Contracting Officer Representative upon request.

For the USDA Records Management Training, contractor personnel with USDA IT systems access will complete the USDA Records Management training in AgLearn. Contractors with no USDA IT systems access will inform their COR or USDA point of contact who will do the following:

· Email Beatriz.Collazo@usda.gov requesting a paper-based version of the training.

· Ensure that the Program Manager/Project Lead for the contractor receives the training material and completes the Records Management class.

· Start the 60-day clock for course completion.

· Submit quizzes and acknowledgements to Agency AgLearn Lead for grading.

· Wait to learn if contractor passed or did not pass the training.

· If contractor received less than 80%, advise the contractor to re-take the training.

· Once the contractor earns an 80% or higher score, email the signed Acknowledgement to USDADepartmentalRecords@usda.gov.

· The AgLearn Lead will provide the course completion certificate to the contractor’s COR or USDA point of contact.

· Thereafter, it is the responsibility of the contractor to convey to his/her employees USDA’s requirements for Records Management. Thereafter, if a contractor employee has a record that must be submitted to USDA, it will be submitted through the contractor. After this internal training is completed, the contractor is expected to notify the COR.

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