Attachment 1 SOW Nacogdoches Janitorial Services.pdf

SRS Nacogdoches Janitorial Services

Statement of Work, August 2024

ATTACHMENT 01

SPECIFICATIONS/SCOPE OF WORK

JANITORIAL SERVICES

USDA FOREST SERVICE

WILDLIFE RESEARCH LAB

Nacogdoches, Texas

GENERAL

The purpose of this contract is to obtain janitorial services for the USDA Forest Service, Southern Research Station, Wildlife Research Lab, 506 Hayter Street, Nacogdoches Texas 75965. There is 1 building with approximately 10,285 total square feet.

The Contractor shall provide all labor, cleaning supplies (with the exception of Government furnished items specified in this SOW), supervision, tools, materials, equipment, and transportation necessary to provide custodial services in accordance with this specification.

Custodial service applies to all designated spaces including the office and administrative spaces/offices, halls, restrooms, work areas, entrance ways, lobbies, and storage areas.

Janitorial services shall be performed in the Main Office Building (10,285 gross square footage – GSF) at the USDA Forest Service, Southern Research Station, Wildlife Research Lab, in accordance with the requirements and specifications listed below.

All work shall be accomplished outside of the Government's regular working hours of 7:30 a.m. – 4:00 p.m., Monday through Friday (except Holidays) on a schedule mutually acceptable to contractor and the COR. If the Friday is a holiday, weekly tasks must be performed on Thursday. The building is accessible to the Contractor between the hours of 4:00 p.m. Friday through 6:00 a.m. Monday.

DEFINITIONS

As used throughout this contract, the following terms shall have the meaning set forth below.

Clean – Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris, and other residue.

Contracting Officer (CO) – The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contractor – The term Contractor as used herein refers to both the prime contractor and any sub- contractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contracting Office Representative (COR) – A Government Employee that is the Contracting Officer’s representative designated by the Contracting Officer.

Contractor Representative– A foreman or superintendent assigned in writing to represent the Contractor.

Disinfect – Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

Waste Containers – Waste containers are defined as trash receptacles, waste baskets, trash cans, wastepaper baskets, or any container holding trash, paper, or refuse of any type.

Weekly(W) – Services performed 52 times during each 12-month period of the contract intervals of six to eight calendar days.

Quality Assurance (QA) A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Regular Working Hours Contractor will perform the required Custodial services after the Government's regular (normal) working hours of (7:30 a.m. – 4:00 p.m., Friday through Mondays, except Holidays) on a schedule mutually acceptable to contractor and the contractor officer’s technical representative (COR).

Response Time Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site, with appropriate tools, equipment, and materials, ready to perform the work required.

Recyclables Any plastic, paper, metal or other materials that may be recycled locally free of charge at the local recycling centers, the Wildlife Research Laboratory is responsible for removing these items from the premise.

Space A space is an area to receive custodial services which may or may not be considered a room by common definition. Examples of spaces are definable sections of hallways, stairwells, lobbies, offices, entrances, and deck areas.

TASK DESCRIPTIONS

The Contractor shall provide the custodial services at the USDA Forest Service, Wildlife Research Lab as described herein:

Empty all trash cans and dispose of trash at designated place once weekly. Only material in trash cans shall be disposed of.

Clean porcelain sinks, counter tops and bowls in restrooms that includes the toilet seat, lid and tank outside area, including the urinals using scouring and disinfectant materials once weekly. Clean mirrors. Replenish soap, paper towels and toilet tissue as needed. Mop restrooms with disinfectant floor cleaner each week on regular visit.

Clean kitchen sinks and counter tops with a disinfectant cleaner.

Drinking fountains shall be cleaned with disinfectant cleaner. All surfaces of drinking fountain shall be free of stains, smudges and scale.

Mop restrooms and kitchen floors with floor cleaner each week on regular visit with a disinfectant cleaner.

Dusting: All furniture, the top surface of equipment, counters, panel walls, venetian blinds and windowsills shall be dusted.

Lobby doors shall be cleaned free from smudges.

Ceilings (7’ - 0” but not higher than 12’ – 0”) are to be free of cobwebs.

Sweep outside of exterior doors at the front entrance.

Sweep deck outside of rear exterior doors.

Sweep and then mop floors in offices and labs. For hallways that have laminate flooring, use cleaner specifically designed for such flooring. Sweep/vacuum underneath all furniture. Vacuum/Dust all exposed window sills.

Wax and buff all tile floors (except the restroom) in the building once yearly. It is critical the cleaning personnel understand how to properly clean laminate floors. Floors shall be damp mopped and spray cleaned and buffed to remove traffic marks and heavy soil. The material used for spray cleaning and buffing shall contain a blend of detergents and polymers to emulsify surface soil and repair traffic areas. If buffing produces loose residue, it shall be removed in a manner that will leave the floor clean without destroying the high gloss produced by buffing. When completed, a spray cleaned and buffed floor shall have a uniform, high-gloss finish, free of scuff and heel marks. The floor finish shall be uniform from wall to wall, including corners.

In the event that spray cleaning and buffing is not sufficient to maintain a uniform high-gloss finish, tile floors shall be completely waxed and buffed. The Contractor shall use a liquid wax system containing not less than 18% solids.

The floors shall be damp mopped immediately prior to application of wax.

Floors shall be buffed, if required, to a uniform gloss finish free from dirt, traffic marks, stains, and free of dust or wax residue.

FREQUENCY OF SERVICE

Task/Service

Frequency

Sweep entry outside of exterior doors entrance (front and back)

Sweep all floors

Sweep and mop laminate floors with laminate floor cleaning supplies

Mop all tile floors in the building (Offices, Bathroom, Kitchen)

Remove cobwebs (7’ – 0” but not higher than 12’ – 0”)

Wax and buff all tile floors in building (except restroom)

Vacuum carpets and rugs

Empty trash cans and carry trash to outside dumpster

Empty recycling containers in kitchen, mailroom, and copy room and carry to recycling area in the Holding Room

Clean restrooms:

Sweep floors

Mop floors with disinfectant cleaner

Clean toilets which include outside areas (Seat, Tank and Lid)

Clean urinals and urinal partitions

Clean and disinfect sinks, counters, and shower stalls

Weekly

Weekly

Weekly

Weekly

4 times per year:

March, June, September, and December

Yearly

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

Clean mirrors

Replenish supplies and clean containers

Low dusting/cleaning:

Dust all horizontal surfaces of furniture and partitions

Dust wood paneled walls as necessary

Damp wipe all glass in interior office doors

Clean and disinfect kitchens:

Scour and disinfect sink

Disinfect counter tops

Clean appliances

Clean and disinfect drinking fountains

Lobby doors - clean glass

4 times per year:

March, June, September, and December

Weekly

Weekly

Weekly

Weekly

Weekly

Contractor shall report any maintenance concerns to the COR.

CLEANING QUALITY REQUIREMENTS:

Services performed under this contract shall be subject to inspection and approval by the contracting officer's representative. For the protection of the building and its equipment and the facilitation of the business to be conducted therein, first quality cleaning will be required. Unsatisfactory work will be called to the attention of the contractor, and contractor will be required to correct the work deficiencies, and improve the overall work results.

GOVERNMENT FURNISHED ITEMS

The Government will have available to the Contractor a space where custodial supplies and equipment will be stored. The Contractor shall be responsible and accountable for taking adequate precautions to prevent fire hazards, odors, and vermin in this space. The Contractor shall be held responsible for the cost of any repairs caused by negligence or abuse on their part, or on the part of their employees. The Contractor is responsible for maintaining their supply storage areas in a clean, organized and accessible manner for their use and for Forest Service employees who will access these areas for inspection of

Contractor supplies and equipment. These areas will also have to be accessible for repairs and maintenance.

The following items will be furnished by the Government for use under this contract:

Trash Can Liners

46 each weekly

Paper Towels

16 packs

Liquid soap for sink areas

16 bottles

Toilet paper

32 rolls

Laminate Floor Cleaner

As Needed

Availability of Utilities. The Government will furnish utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. Utilities specified will be furnished at no cost to the Contractor.

CONTRACTOR FURNISHED ITEMS

The Contractor will provide the following:

All power-driven equipment for vacuuming, floor scrubbing, waxing and polishing Mops/Buckets/Brooms/Dustpan/Gloves/Rags Disinfectant Germicidal Tile Floor cleaner Tile Polish cleaner Window/mirror cleaner Tile Stripper Tile Floor wax

Bio-Based Product Requirements

Contractor is required to purchase Bio-Based Products in accordance with 7 U.S.C.8102(c) (3) and FAR 52.223-1 Bio-based Product Certification submitted by the Contractor.

Contractor is required to purchase supplies in accordance with 48 CFR 52.208-9 and FAR 52.208-9 Contractor Use of Mandatory Sources of Supply or Services. Materials and equipment shall be of the type and quality used in large-scale commercial cleaning operations, shall meet the requirements specified herein, and shall be approved by the Contracting Officer before use.

Bio-Preferred

The Contractor must comply with Sections 9002 of the Farm Security and Rural Investment Act of 2002 to give preference to the purchase and use of biobased products.

The Contractor shall also comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts. The Contractor shall also comply with the provision at FAR 52.223-1, Biobased Product Certification. The Contractor shall utilize products and material made from biobased materials. 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 Contracting Officer Representative (COR). The following table is an example of USDA designated categories of products that should be used in this contract and the minimum biobased content for a product to qualify for purchase. The table shows the minimum biobased content percentage for products within the category to qualify for purchasing under the federal procurement preference. See the complete list of categories designated by USDA.

Within thirty (30) days of contract award, the Contractor shall provide a complete list of biobased products that it intends to use or supply during performance of this contract, including products used or supplied by subcontractors. This list should include the product manufacturer and estimated quantities to be used

The table below shows the minimum biobased content percentage for products within the category to qualify for purchasing under the federal procurement preference. See this website for additional information:

https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml.

Biobased Product Category Minimum Biobased Content

Bathroom and Spa Cleaners 74%

Carpet and Upholstery Cleaners - General Purpose

54%

Carpet and Upholstery Cleaners - Spot Removers

7%

Countertops 89%

Floor Cleaners and Protectors 77%

Except for items listed government furnished items above, the Contractor shall provide all supervision, labor, equipment, materials, supplies, and services to perform the requirements of this contract. Materials, equipment, and supplies provided shall meet the requirements specified. Items not listed or in the technical specifications shall be of an acceptable commercial grade and quality.

Hours of Operation: The building is accessible to the Contractor between the hours of 4:00 p.m. Friday and 6:00 a.m. Monday. Work delayed by causes beyond the Contractor’s control and performed beyond normal duty hours and/or non-scheduled days shall be performed at no additional cost to the Government.

Protective Measures: During execution of the work, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces from materials/cleaners not intended to be used on that surface. Accidental splashes shall be removed immediately. The Contractor shall repair and return areas damaged, as a result of work under this contract, to their original condition, to include painting, refinishing, or replacement, if necessary, at no cost to the Government. The Contractor is prohibited from using Government telephones, facilities, or office equipment provided for official Government use. Smoking is not permitted in the building at any time.

PERSONNEL REQUIREMENTS

Contract Manager: The Contractor shall designate, in writing to the Contracting Officer (CO) a Contract/Project Manager which will be responsible for the performance of the work. The Contract Manager shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The Contract Manager shall be available by means of a communication system so the Contractor may respond in person or by phone within 15 minutes during normal duty hours or within one (1) hour after normal duty hours. The name of this person shall be submitted to the Contracting Officer at pre-work meeting and within one (1) workday of any change(s). The Contract Manager shall have two full years of housekeeping experience within the last six years and demonstrate an active knowledge of aseptic requirements and cleaning techniques.

Staffing: In accordance with Homeland Security Presidential Directive-12 (HSPD- 12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201, the

Floor Finishes and Waxes 25%

Floor Strippers 78%

General Purpose Household Cleaners 39%

Glass Cleaners 49%

Contractor shall, within ten (10) working days prior to the start of the contract, furnish the CO a complete list of the name, address, social security number, and date of birth of each employee engaged in the performance of this contract. Employees shall not use any tobacco products, including vapes, while on SRS property.

Stephen F. Austin State University is a smoke-free campus.

Background Checks: All applicable contractor employees requiring routine physical access to Federally-controlled facilities and/or routine access to Federally-controlled information systems must go through the identity proofing and registration process, must have been successfully identity proofed, and have a successfully adjudicated National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) community background investigation to serve on the contract. In the event of a change in employees, the Contractor shall inform the CO promptly of the change, normally within one (1) calendar day after new employee hire or employee dismissal. At no time will anyone visiting the janitorial staff be permitted in the building unless they are providing contractual services and the COR is notified.

Employee Identification: Southern Research Station shall issue access keys to the building and office spaces and PIN for entrance through the secure door. The Contractor shall furnish employees with a uniform of the same color bearing the company name and logo, which shall be worn at all times when work is performed under this contract. At a minimum, the uniform shall consist of a shirt or vest.

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.

Course Name Frequency (Once, Quarterly, Annually, etc.)

Metho d of Traini ng

Lengt h of Train ing

Completion Date

Understanding and Interrupting

Unconscious Bias

Annually AgLearn 90 minutes 90 days after assignment in AgLearn

Anti-Harassment

Training:

Identifying and

Preventing

Workplace

Harassment

Annually AgLearn 60 minutes 90 days after assignment in AgLearn

Information Security Awareness

Annually AgLearn 60 minutes 1 year since last completion date

USDA

Records Manage ment

Annually AgLe arn Or

Paper-based

60 minutes 60 days after assignment

Section 508 Annually AgLearn 60 minutes 45 days after assignment

If needed, add other courses as approved by the

Contracting

Officer

SAFETY AND SECURITY

Safety: The Contractor shall conduct its operations in strict conformance with all United States Department of Agriculture, United States Forest Service, and all applicable provisions of 29 CFR 1910 and 1926 of the Occupational Safety and Health Act. The Contractor shall implement a suitable safety program for employees performing work under this contract. No firearms will be permitted on SRS property, including the federal parking lot surrounding the building.

Emergencies: Contractor shall immediately report fires by calling 911, and report any hazardous conditions to the COR, and notify the COR when an unauthorized or suspicious person is seen on the premises. Contractor shall report any items in need of repair to the COR. Contractor shall immediately notify the COR if any problems are encountered either with the alarm or if any keys are lost. In the event that there is an onsite emergency and the buildings need to be evacuated, the Contractor’s employees shall comply with the evacuation of the building(s) as directed by the police and/or fire officials.

Security: All outside doors shall remain locked while Contractor performs work, and the Contractor shall assure that all exterior doors in the main building and outlying buildings are locked prior to departure. Unnecessary lights/faucets shall be turned off, and windows closed upon completion of duties. Do not adjust mechanical equipment controls.

The Contractor is responsible for preventing entry of unauthorized non Forest Service employees into building during their work time.

Key Control: Keys and Contractor Security Access PINs will be provided by the Forest Service. Employees shall not share their PIN with other employees. The Contractor shall be liable for all loss or damage of such delivered Government-furnished property until completion of and final acceptance of work required under this contract. The Government, at the Contractor's expense, shall replace any keys lost by the Contractor's employees. If a standard key is lost, the lock for that key will be replaced by the Government and the cost deducted from the monthly payment due the Contractor. Lost keys shall be reported to the COR immediately. If the COR is not available, the loss shall be reported to the CO. Keys will be turned in to the COR by close of business on the last day of the contract.

CONTRACT AUTHORITY

Except as specified herein, no order, statement, or conduct of Government personnel who visit the Contractor’s facilities or in any other manner communicate with Contractor personnel during the performance of this contract shall constitute a change under the “Changes” clause of this contract. The Contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the Contracting Officer, or is pursuant to specific authority otherwise included as part of this contract. The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract and notwithstanding provisions elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the Contractor effects any change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in charges incurred as a result thereof. In the event the contract administration is transferred to a new Contracting Officer, notification to all parties concerned shall be provided within 30 days of the change.

Post Award Submittals

Unless otherwise specified, the COR/designee will have fifteen (15) business days to review draft deliverables and make comments. The Contractor will have five (5) business days to make corrections. Upon receipt of the final deliverables, the COR/designee will have five (5) business days for final review prior to acceptance or providing documented reasons for non-acceptance.

Should the Government fail to complete the review within the review period, unless the Government requests an extension, the deliverable will become acceptable by default.

The COR/designee will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the award instrument. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR/designee of the specific reasons for rejection. The Contractor shall have five (5) business days to correct the rejected deliverable and return it per delivery instruction.

Key Deliverables

Item No. Deliverable Objective Due

1 Work Schedule Provide a work proposed schedule for activities.

No later than five (5) business days after contract award

2 Name of Contract/Project manager and list of Onsite Personnel

Provide a list of onsite personnel along with required documentation

No later than five (5) business days after contract award

3 Material and Product Submittal

List of contractor provided material used at the facilities, please include Soap, Paper Towel, Bathroom tissues, trash bags and cleaning supplies, etc.

No later than five (5) business days after contract award

4 Quality Control Plan

Contractor’s Quality Control Plan and policy to guarantee compliance with scope

No later than five (5) business days after contract award

Recurring Communications & Reports

Key Deliverables

1 Bio-based Reporting

Report purchases of bio-based products in the System for Award Management (SAM)

Annually In accordance with section 6.1.1

Copy via email to CO and COR

By Oct 30 for prior fiscal year (Oct. 1 - Sep. 30) ending the performance period of the contract base period and for each option year, if exercised

POLICY ON PREVENTION OF WORKPLACE VIOLENCE

The Forest Service is committed to creating and maintaining a work environment in which all people are treated with dignity, fairness, and respect, and are free from harassment. This commitment extends to all Forest Service employees, contractors, and anyone who does business with us. We will hold any employee who engages in harassing behavior accountable. We can only take action when we are aware of the behavior, and encourage anyone who experiences or witnesses harassment by a Forest Service employee to immediately report it. Reports can be made to any Forest Service management official or by calling our Harassment Reporting Center toll free at (844) 815-8943. For more information, read the full Anti-Harassment Policy.

The Harassment Reporting Center was established in November 2017 to provide a dedicated resource to report harassment within the Forest Service. The Harassment Reporting Center is available 7 days a week from 7:00 a.m. to 11:00 p.m. Eastern by calling their toll-free number – (844) 815-8943.