Attachment 1 SOW San Bernardino Janitorial Service.pdf

US Department of Agriculture (USDA)

Statement of Work (SOW)

San Bernardino National Forest Janitorial Services

Locations:

Supervisor’s Office

Front Country Ranger Station Big Bear Discovery Center & Mountain Top Ranger Station

Contents Project Title General Information

1.0 Background and Purpose

Contractor Requirements

2.0 Technical Requirements / Tasks

3.0 Deliverable / Schedule

4.0 Government Furnished

5.0 Contractor’s Key Personnel

6.0 Security Requirements

Attachment

Project Title Janitorial Services

San Bernardino National Forest – Supervisors Office San Bernardino National Forest – Front Country Ranger Station

San Bernardino National Forest – Big Bear Discovery Center & Mountain Top Ranger Station

General Information

1.0 Background and Purpose

Satisfactorily perform custodial services consisting of routine and periodic janitorial work for both the public access areas and the private workspace areas as described below:

San Bernardino National Forest, Headquarters Office: 602 S. Tippecanoe Avenue, San Bernardino, CA 92408

Main building is a three story facility which totals 54,932 square feet with enclosed offices and cubicle space, 4 restrooms, 3 kitchen (breakrooms), multiple conference/training rooms, 24 hour Dispatch, 1 visitor center, concrete/mechanical basement. This site also includes a single story warehouse with 2 restrooms, lab space and open storage.

The site may suddenly and sporadically receive a large number of temporary visitors who will occupy areas of the facility performing various duties in relation to fire and other emergency events. The main building also hosts a 24-hour/day, 365-day/year interagency Dispatch center, also known as the Federal Interagency Communications Center (FICC). Special considerations are to be exercised when performing janitorial work in the dispatch center, for both basic and periodic services.

Front Country Ranger Station: 1209 Lytle Creek Road, Lytle Creek, CA 92358

The facility is a single-story building which totals 5,000 square feet. There are 12 individual offices, 3 restrooms, 1 kitchen (breakroom), 1 conference room, 1 mail room, 1 visiting area, 4 hallways, and 2 storage rooms, one of which contains paper and soap supplies.

Big Bear Discovery Center & Mountain Top Ranger Station: 40170 Highway 38, Fawnskin, CA 92333.

The facility is a single-story building which totals 13,500 square feet. There are 2 individual offices and __ cubicle spaces, 2 entry ways and foyer, 4 restrooms, drinking fountains, 1 large conference/education center room, an interpretation area, front desk area, and gift shop.

Contractor Requirements

2.0 Technical Requirements / Tasks

The Contractor shall accomplish all cleaning tasks to meet the requirements of this Performance Work Statement (PWS). The minimum cleaning frequencies are established in Section 4.0 Deliverable/Schedule.

1.1 Basic Cleaning Services (Weekly):

A. Maintain Floors. All floors (including stairwells, entryways, and elevators) shall be swept, dust mopped, damp mopped, wet mopped, as needed, to ensure they have a uniform, glossy appearance and are free of dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. Contractor shall ensure that all moved items should be returned to their original and proper position.

B. Remove Trash, Recycling, & Compost. All trash containers shall be emptied and returned to their initial location. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash, recycling, and compost shall be deposited in the designated outside trash collection container. All receptacles shall be left clean, free of foreign matter, and free of odors

C. Entrances. The Contractor shall clean the outside and inside interior entrances of the buildings, the lobbies, corridors, and hallways. Glass should be free of debris, dirt or fingerprints. Areas shall be clear of trash, debris, dust, cobwebs, etc. Polish and clean both sides of entrance glass in buildings.

D. Clean Drinking Fountains. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil. The Contractor shall clean the walls adjacent to drinking fountains. Areas shall have a clean appearance free from dirt, stains, streaks, lint, cleaning marks and cobwebs; hard finished wainscot and glazed ceramic tile surfaces shall be free of cleaning film.

E. Vacuum Carpets and Floor Mats. Vacuum carpeted areas including entryways. After vacuuming and cleaning interior and exterior floor mats, mats and rugs shall be free of all visible lint, soil, and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government representative.

F. General Spot Cleaning. Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning 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. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.2 Basic Restroom/Shower and Breakroom (3 Times Per Week):

A. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks; toilet bowls; base of toilet; urinals; lavatories; showers; plumbing fixtures, partitions, dispensers, doors, walls, mirrors, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. All floor and sink drain traps should be free of debris, residue, and odors. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drains.

B. Sweep and Mop Floor. After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath.

C. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, toilet tissues, & paper towels, do not run out.

Supplies shall be stored in designated areas.

1.3 Periodic Cleaning Services (6 Months):

A. Floors. All tile floors shall be stripped and re-waxed; stripper and wax shall not pool. Contractor shall ensure that chairs, wastepaper baskets or similar items are moved prior to cleaning and then replaced. Areas shall be free of pooled wax, swirl marks, footprints, etc.; floor maintenance solutions shall be removed from baseboards, and all moved items should be returned to their original and proper position. Contractor is responsible for any and all damages that occurred from waxing efforts. Waxing efforts must be scheduled with COR a minimum of 4 weeks prior to commencement.

B. Interior Windows. Clean glass surfaces. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter. After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

C. Dusting. High ledges, pipes, ducts, vents and baseboards and radiator covers, and fins shall be dusted. Areas shall be free from accumulated dust or other accumulated foreign matter.

D. Walls. Clean all painted walls; also, wood panels in the office building. Areas shall have a clean appearance free from dirt, stains, streaks, lint, cleaning marks and cobwebs; hard finished wainscot and glazed ceramic tile surfaces shall be free of cleaning film.

E. Window Coverings. Conference room drapes shall be vacuumed, and venetian blinds dusted.

Coverings shall be free of accumulated dust, free of all traces of film, smudges, or other accumulated foreign matter.

F. Clean/Shampoo Carpets. All carpets shall be cleaned in accordance with standard commercial practices. A heavy- duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location. Shampooing must be scheduled with COR a minimum of 4 weeks prior to commencement.

G. General Dusting. All horizontal surfaces (desks, window sills, countertops, bookshelves, file cabinets, chairs, tabletops etc.) must be dusted or cleaned to eliminate dust collection. All areas will be free of all visible dust, debris, litter, and other foreign matter.

1.4 Miscellaneous.

The Contractor shall:

1. Turn in lost and found articles to COR/GTM. In addition, the Contractor shall ensure that all articles found shall be tagged to identify where they are found.

2. Turn off lights when not in use (all motion light switches shall remain in initial position).

3. Immediately notify proper authorities when an unauthorized or suspicious person is seen on the premises or if items noticed are suspicious in nature.

4. The CO will give the contractor a written notice in advance stating rooms to be dropped/added from the contract and when to return to normal cleaning schedule, as applicable. The contractor shall submit a proposal for an increase/decrease of the contract price when there is additional space that requires cleaning or when a building is expected to remain unoccupied for 30 calendar days or longer. The increase/decrease will be made through a bilateral agreement and take effect the following month after service has ceased/increased.

3.0 Deliverable / Schedule

When the contracting officer (or designated representative) determines that adverse weather has made access too dangerous or that continued vehicular travel would cause unacceptable road damage.

Key Deliverables

Item No. Deliverable Objective Due 1 Basic Cleaning

Services Refer to section 3.1 Weekly

2 Basic Restroom/Shower and Breakroom

Refer to section 3.2 2 Times Weekly

3 Periodic Cleaning Services

Refer to Section 3.4 Every 6 Months, Schedule Disruptive Activities with COR/GTM a Minimum of 4 Weeks in Advance

Schedule

Item No. Location Acceptable service days and times 1 Supervisors Office Building is 24 hour/7 days a week 2 Front Country Ranger

Station Mondays & Wednesdays between 4:40 pm and 7:00 am

3 Big Bear Discovery & Mt Top Ranger Station

Mondays & Thursdays between 4:30 pm and 10:30 pm

4.0 Government Furnished

The Contractor shall furnish all supplies, materials, and equipment necessary including power driven floor-scrubbing machines, waxing, and polishing machines, industrial type vacuum cleaners, etc., customarily used in the performance of commercial cleaning.

The government shall provide storage areas.

5.0 Contractor’s Key Personnel

The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or their designated supervisor shall be available at all times: while work is in progress, to receive notices, reports, or requests from the Contracting Officer or the COR/GTM. Government direction or supervision of Contractor's employees, directly or indirectly, shall not be exercised.

Contract Manager: The Contractor shall provide the name, telephone number and address of the contract manager, in writing, to the Contracting Officer within five (5) days of award. The term "contract manager" is a person, designated in writing by the Contractor, who has complete authority to act for the Contractor during the term of the contract. The contract manager shall have the authority to accept notices of deductions, Inspection Reports, and all other correspondence on behalf of the Contractor.

Qualifications of Personnel:

A. Qualifications of the Contract Manager. The contract manager is responsible for the management and scheduling of work to be performed under this contract and shall possess at least two (2) years of recent (within the past three (3) years) experience in the management of custodial type operations of the approximate size of the building(s) to be cleaned under this contract.

A detailed resume containing the information specified below must be submitted to the Contracting Officer for approval prior to assignment of the contract manager to the contract.

Both new and replacement contract managers must meet these qualification standards.

1. The full name of the proposed contract manager.

2. A detailed description of the previous three (3) years employment history of the proposed contract manager.

3. The name(s) and address(s) of the companies for whom the proposed manager worked for the past three (3) years along with the name(s) and telephone number(s) of their immediate supervisor.

B. Qualification of Other Contractor Personnel. Personnel employed by the Contractor shall be capable employees, qualified in custodial type work. All personnel will receive close and continuing first-line supervision (On-Site Representative) by the Contractor. The Contractor will provide the name and phone number of any personnel (or subcontractor) that will be working in either facility. The contractor will provide this information within 2 days start or change of personnel.

C. All Contractor personnel must be able to complete an USDA background check and obtain a Lincpass via Person Model. The contractor must ensure their employees (including subcontractor personnel) complete the training course(s) listed below in the frequency identified. (See USDA HSPD-12 Non-Employee and Person Model Frequently Asked Questions (FAQs) https://hspd12.usda.gov/docs/FAQ_NonEmployeeLincPass_PersonModel_v2.0.pdf The contractor must maintain records of course completion and provide them to the CO or COR upon request.

D. In the event of 3 or more unmanned shifts of officers, a Cure Notice will be sent to the Contractor. If the proper measures are not taken to satisfy the Cure Notice by the Contractor, the COR will notify the CO. At that time, the Contractor will be responsible to maintain officers for the maximum of six (6) months until a new Contractor can be put into place.

6.0 Security Requirements

The contractor shall be responsible for securing premises upon completion of each service. The contractor shall take the necessary precautions to assure that his/her employees do not leave exterior doors open during performance of services and/or exiting from the building. Only the contractor and the contractor's employees are allowed in the building outside of normal business hours. The contractor shall exit the building before 9 pm each night.

The contractor shall check to see that the gates and exterior doors are locked and that interior lights that illuminate the desks, hallways and offices are turned to their regular evening off position before departing the premises. The contractor shall ensure that all lights are turned off after each room or area has been serviced windows are closed.

The contractor shall place an "out of order'' sign on any plugged or otherwise inoperable toilets, sinks and report it to the contracting officer.

https://hspd12.usda.gov/docs/FAQ_NonEmployeeLincPass_PersonModel_v2.0.pdf

Attachment San Bernardino National Forest – Supervisors Office

Front Country Ranger Station Floor plan

Big Bear Discovery Center & Mt Top Ranger Station

CPT6 DIRECTION