Attachment 1 - Performance Work Statement.docx

ATTACHMENT 1:

JANITORIAL SERVICE SPECIFICATIONS

USDA-ARS Grassland, Soil and Water Research Laboratory 808 East Blackland Road Temple, TX 76502

PERFORMANCE WORK STATEMENT

The services specified in Matrix of Services shall be performed by the Contractor in accordance with the requirements of this specification. Such services shall include the providing of all labor and supervision necessary for performance of the work specified herein.

A. Period of Performance

B. Contract Specifications The USDA-ARS, Grassland, Soil & Water Research Laboratory is located at 808 East Blackland Road, Temple, TX 76502. The Contractor, in accordance with the requirements of this Statement of Work (SOW), shall perform the services identified in the Matrix of Services. Such services shall include the providing of all labor and supervision necessary for performance of the work specified herein. The Government has made an effort to provide estimated square footages. It is the responsibility of all prospective quoters to visit the site and make appropriate determinations of size of areas and services required within each area. All consumables used in this contract will be furnished by the U.S. Government, to include paper towels, toilet paper, soap, plastic can liners, some floor care products, and any other consumables needed to complete this scope of work.

SITE VISIT IS SCHEUDLED FOR THURSDAY, NOVEMBER 14, 2024 AT 10:00AM. Quoters are advised to visit the site and fully inform themselves as to the location of the work, verify areas to be cleaned and the conditions under which the work is to be performed prior to submitting a quotation. Failure to do so will not relieve the successful quote of their responsibility under the resulting contract.

For Directions to the Site please contact Janice Brown, Location Site Manager (LSM) at (254) 266-7684 or email at Janice.brown@usda.gov.

C. Supervision:

Prior to commencement of services, the contractor shall furnish to the Contracting Officer Representative (COR), a list of employees they propose to use in the performance of the on-site work required and designate the On-Site Manager who will be responsible for supervision of such employees. The Manager shall:

a. be the Contractor's primary on-site representative, having the Contractor's full authority to act on matters pertaining to the performance of services under this contract;

b. notify the LSM of any work scheduled to be performed on Saturday or Sunday;

c. report damage to Government property, loss of keys, personal injuries, and/or hazardous conditions, to the LSM within 24 hours after occurrence.

d. report any facility maintenance issues to the LSM within 24 hours, to include leaks, plumbing problems in restrooms, exterior locks not working, etc.

D. Responsibility for Performance:

The Contractor shall be directly responsible for work performance specified in the contract. The Contractor shall provide adequate supervision at all times.

Contractor shall be responsible for background checks on any employees on site. The contractor will provide a police report on each employee to the LSM prior to bringing that employee on site.

E. Quality Control:

The Contractor shall establish a quality control program to assure the requirements of the contract are provided as specified. The program shall include, but not be limited to the following:

F. Key Control:

The Contractor shall establish and implement methods of insuring that all keys issued to the Contractor by the U.S. Government are not lost, misplaced, or used by unauthorized personnel. NO KEYS SHALL BE DUPLICATED, and such action would be cause for immediate termination of the contract by the U.S. Government.

If a building key or a master key is lost, all locks and keys for that system will be replaced by the Government and the total cost deducted from any payment due the Contractor. Estimated cost is in excess of $12,000.00.

G. Conduct of Contractor Employees:

Contractor personnel shall comply with the Laboratory's traffic regulations and other policies pertaining to the conduct of persons on Government facilities. They shall not disturb papers on desks, open desks or cabinets, or use office equipment. Extreme care must be exercised while cleaning in laboratories due to sensitivity of delicate instruments located therein. Use of the telephone is provided only for emergency calls. Contractor personnel shall utilize energy conservation policies by not adjusting heating/cooling devices, and by turning off lights in unoccupied areas, unless, otherwise directed. Contractor personnel shall not enter any area where janitorial services are not rendered.

All outside doors will be secured while janitorial work is being performed in the buildings.

All Government facilities are "Smoke and Drug-Free." Smoking is not permitted inside any Government building. Use designated smoking areas.

Pets are not allowed on site.

Children under age 18 are not allowed on site. Presence of minors accompanying any contractor employee will be cause for immediate termination of the contract by the U.S. Government.

H. U.S. Government-Furnished Equipment and Supplies:

a. Supplies to include plastic trash bags, toilet tissue, soap, wax, stripper, window cleaner, bowl cleaner, liquid cleaner, mops (wet or dry), brooms, mop buckets, paper towels.

I. Period of Performance and Location:

The Contractor shall, in accordance with the frequencies delineated in the Matrix of Services, perform Janitorial Services for the USDA-ARS Grassland, Soil and Water Research Laboratory, Temple, Texas, in the buildings depicted on the sketch attached to the Matrix of Services.

Such services shall be performed during the period of 5:00 p.m. through 9:30 p.m. Monday through Friday, excluding weekends and Federal Holidays. THE ONLY WORK ALLOWED ON WEEKENDS SHALL BE MAJOR WORK (stripping and re-waxing halls and labs).

No services required on Federal Holidays (or on the day of observance if the holiday falls on a weekend): New Year’s Day, Martin Luther King Birthday, President’s Day, Memorial Day, Juneteenth, July 4th, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving, and Christmas.

J. Payment:

Payment will be made in arrears on a monthly basis. Invoices shall be submitted to:

All invoices should be submitted electronically through the Invoice Processing Platform (IPP) at http://www.ipp.gov/. The IPP Customer Support Desk is available to assist users Monday through Friday (excluding bank holidays) from 8 a.m. - 6 p.m. ET, including answering any questions related to accessing IPP or completing the registration process. Their toll-free number is 1-866-973-3131 or they can be reached at IPPCustomerSupport@fms.treas.gov. If you have any questions or concerns, please contact the Controller Operations Division Help Desk at 1-877-243-3072 or cod.help@usda.gov.

NOTE-Please email a copy of the invoice for reference to:

Janice Brown, Administrative Officer

K. MATRIX OF SERVICES

Contractor shall be responsible for locking exterior doors and gates as marked on the attached building layout (daily). Contractor shall be responsible for arming the security systems and for overall security when their employees are on the job (daily).

Building 4/4A – Office/Laboratory (Approx. 26,000 sf) Daily:

Entry-Foyer, Halls, Restrooms, Conference Rooms, Offices, Lunchroom, Meeting Room

1. Sweep and dust mop floors – halls and lunchroom

2. Clean disinfect fountains (3)

3. Empty ALL trash containers; install new plastic liners as required

4. Clean and disinfect restrooms -- wash basins, stools, urinals, mirrors, mop floors

5. Service restrooms -- paper towels, toilet paper, and soap

6. All trash will be in plastic bags, tied as to prevent trash from spilling in the process of dumping.

7. Table tops and countertops in lunch room to be washed and wiped down daily.

Twice a Week:

1. Sweep/dust mop floors – laboratories

2. Wet mop floors – halls, lunchroom (more frequently as required to maintain appearance)

Weekly:

Conference Rooms, Meeting Room, Offices, Lunchroom

1. Clean all glass

2. Spray buff/polish floors in main corridor hall ways

3. Vacuum walk-in mats -- all carpeted areas

4. Vacuum ALL carpeted floors

5. Dust end table and display cabinet in Lobby

Monthly:

1. Dust corners, ceiling to floor in Meeting Room, Conference Rooms, and Lunchroom

2. Machine scrub/wet mop laboratory floors (as required to maintain appearance)

3. Scrub floors and walls of restrooms

Quarterly:

1. Scrub and recoat composite floors – halls, lunchroom

2. Dust/damp wipe all door frames

Semi-Annually:

1. Scrub and recoat as required all composite floors – laboratories (March and September)

Building 5 – Headhouse Daily:

Restrooms (x3):

1. Sweep and spot wet mop floors

2. Clean and disinfect wash basin, stool, urinal, shower stall

3. Service paper towels, toilet paper, soap

4. Empty all trash containers

Labs:

Empty all trash in Labs at such time as they become occupied.

Building 12 – Multi-Purpose Daily:

1. Lower overhead doors and lock all entry doors no later than 5:30 p.m.

Twice a Week:

1. Clean and disinfect restrooms -- wash basins, stools, urinals, mirrors

2. Empty restroom trash containers; install plastic liners

3. Service restrooms -- paper towels, toilet paper and soap

L. TECHNICAL REQUIREMENTS

Sweeping and Wet Mopping:

After sweeping and mopping operations, all floors shall be clean and free of dirt streaks; no dirt in corners, under furniture, and behind doors (under furniture means chairs, desks, or tables having airspace). After being mopped, the floor shall have a uniform appearance with no streaks, swirl, or detergent marks, or any evidence of soil, stains, film, or standing water. There shall not be any splash marks or mop streaks on furniture, walls, baseboards, or mop strands remaining in the area.

Cleaning Glass (Windows & Mirrors):

After glass has been cleaned, all traces of film, dust or dirt, smudges, or other foreign matter shall have been removed from frames and casings.

Trash Removal:

All waste trash containers and other trash containers shall be emptied and returned to their original location. The trash shall be secured (tied) in plastic bags and deposited in the nearest outside trash dumpster to the building, DAILY.

Vacuuming:

After vacuuming, the carpeted floor shall be free of all visible litter and/or soil.

Drinking Fountains:

Disinfect all polished metal surfaces. After cleaning, the fountain shall be free of streaks, stains, spots, smudges, scale, or other obvious soils.

Cleaning Walk-In Mats:

Carpet-type entrance mats shall be vacuumed to remove soil and grit. Soil and moisture underneath the mats shall be removed and mats returned to their normal location.

Cleaning Toilet Bowls, Wash Basins, Urinals:

Cleaning, disinfecting, and descaling the entire surface, inside and outside, shall leave the fixture free from stains, streaks, scum, scale, or rust, DAILY.

Floor Maintenance:

ALL tile floor covered under this contract shall receive floor maintenance. This includes dry buffing, spray buffing, stripping, and waxing. Extremely stubborn spots -- gum, rust, burns -- shall be removed by hand. Corners and other areas that floor machines cannot reach shall also be cleaned by hand. After maintenance, the floor shall have a uniform, glossy appearance, free of scuff marks, heel marks, and other stains or discolorations. All equipment shall have bumpers and guards to prevent marking or scratching fixtures, furniture, or building surfaces. All equipment used shall have the necessary safety protection and be UL approved. Equipment must operate using existing building circuits.

M. Deficiency Reports:

Deficiency reports showing areas not cleaned and the reason, damage to equipment, damage to building, broken dispensers, broken floor tile, stopped-up plumbing, etc., shall be furnished to the LSM within 24 hours of work time.

N. Inspections:

To assure compliance with specifications, terms and conditions, the LSM will make random inspections of parts of the buildings for which service are provided. The LSM will receive, check and verify complaints related to non-compliance, and re-inspect those areas to assure corrective action has taken place.

The results of the LSM's inspection shall be recorded on the form entitled "Janitorial Services Inspection Report" and submitted to the Contractor for corrective action. This document shall be used to determine whether the provision of the Deduction Clause will apply. This determination will be made by the CO.

O. Insurance:

The Contractor’s Workers’ Compensation Insurance shall cover all Contractor personnel. All contractor personnel work related injuries shall be handled by the Contractor’s Workers’ Compensation Insurance. Additionally, the Contractor shall maintain insurance to cover any site damages caused as a direct or indirect result of the janitorial services provided under the terms of this contract.

P. Liability & Bonding:

Proof of bonding and liability insurance of a minimum of $10,000.00 will be required after award of contract and before commencement of work.

Q. Deductions:

Clean and maintained buildings are the Governments goal. While the deduction provision for work omitted or improperly performed is designed to protect the Government’s interest, it is not a desirable substitute for accomplishing the job through normal processes. It is designed only to assure that the Government pays only for the services rendered.

The Deduction Table will be used by the Government in determining deductions for nonperformance of work or for deficiencies in the work performed.

The following deductions will be made from the Contractor’s monthly invoice for instance of less than satisfactory performance or nonperformance of services required under the contract, after one warning. The Contractor is advised that the Government’s application of deductions specified below in no way limit the Government’s right under the termination provision of this contract or any other provisions or rights to which the Government is entitled under law.

Payment for the first month will be made at the amount stated without deductions. If deductions are proposed to be made from payments, the CO will inform the Contractor in writing of the proposed deductions. The Contractor must present their reasons why the deductions are not warranted within ten (10) days therefore after. If the CO decides any or all of the proposed deductions are not warranted, the Contractor will be notified and paid accordingly.

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