Attachment 1 Statement of Work.doc

Lincoln Ranger District Janitorial

Helena-Lewis & Clark National Forest

Statement of Work Lincoln Ranger District Janitorial Helena-Lewis and Clark National Forest Lewis & Clark County, Lincoln, MT

A. General Information

SCOPE

The Contractor shall provide all management, tools, equipment, incidentals, and labor necessary to ensure that custodial services are performed at Government offices located at the Lincoln Ranger District, Lincoln, Montana, in a manner that will maintain a satisfactory condition and present a clean, neat and professional appearance.

The Contractor shall be responsible for the orderliness and cleanliness in areas used for offices and storage including the lunchroom and coffee break areas. All areas shall be kept clean, neat and free of fire and safety hazards and unsanitary conditions.

PLACE OF PERFORMANCE

The Lincoln Ranger District is located on 1569 Highway 200, Lincoln, Montana.

SITE VISIT

There is no scheduled site visit for this project. Quoters are encouraged and expected to visit the site on their own. Please contact Stevie Fehrs at stevie.fehrs@usda.gov to coordinate any site visit requests.

PERFORMANCE BASED SERVICE CONTRACT

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

QUALITY CONTROL

The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met.

Records of quality inspections shall be kept and made available to the Government throughout the performance period and for the period after contract completion until final settlement of any claims under this contract.

A description of the site specific quality control inspection plan shall be provided with the initial proposal. The plan shall include control procedures for security of Government-provided items such as keys, lock combinations; location of the inspection documents; corrective or preventive actions that will be taken to meet quality standards; and a customer comments feedback system.

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. The Contractor shall double check all doors and close all windows (unless otherwise stated) at the end of each service visit. Fans in bathrooms, air conditioners, and other like conveniences shall be turned off.

The Contractor shall prohibit the use of keys 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 Contracting Officer 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) or perform re-keying. Cost of such work shall be deducted from the Contractor’s payment.

SAFETY

The Contractor will be responsible for conducting appropriate safety measures. No one under the age of 18 is allowed on the worksite due to safety reasons.

SUPERVISION AND QUALIFICATIONS

A background check will be required on Contractor and any employee(s) prior to award. Contractor will submit background checks for all employees assigned to the site prior to the start of work.

The Contractor must provide security sufficient to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft; and to admit to the space during off-duty hours only those who are authorized to enter.

GOVERNMENT FURNISHED PROPERTY/ITEMS

-Keys, or locks necessary for access to areas requiring work under this contract

-Government provided dumpsters for trash and refuse disposal

-Storage space for Contractor-furnished cleaning supplies and equipment

-Toilet paper and paper towels

-Light bulbs

-Utilities

CONTRACTOR FURNISHED ITEMS

-All supplies not listed above including cleaning supplies, regular commercial vacuums, shampooers to clean carpets and mops will be needed by the Contractor to complete the job.

-Plastic garbage bags

-Antibacterial soap

-Air freshners

-Possibly an Electric floor scrubber maybe needed for stripping the floors if stated in manufacturer’s warranty (clean according to manufacturer’s warranty)

-Contractor will replace burned-out light bulbs.

Note: The Contractor shall notify the Government when Government furnished supplies are within two weeks of depletion.

B. TECHNICAL SPECIFICATONS

The buildings are as follows:

· Main district office (4,389 Square feet)

· Main Fire office (364 Square feet, no bathroom)

· Small Fire office (195 Square feet, no bathroom)

· Fire Warehouse (1,683 Square feet)

· Gym/Recreation room (635 square feet)

· 4 separate Bunkhouse (1,071 square feet each)

Main District Office, Fire Offices and Fire Warehouse

Janitorial Services for the Lincoln Ranger District (main office, fire offices and fire warehouse) shall be performed, per the following guidelines:

May 1st through April 30th – three times per week, between the hours of 5:00 p.m. to 6:30 a.m.

Contractor will inform COR of their cleaning schedule before cleaning is accomplished on Federal holidays, Saturdays and Sundays. On evenings when meetings are held in the building, cleaning will need to be accomplished before or after the meeting. Notification of schedule of meetings will be furnished to the Contractor.

Twice per year services shall be performed when such cleaning is most beneficial. Each cleaning shall be separated by at least three months and a schedule shall be provided to the COR beforehand. *For example, twice per year services include, and is not an all-inclusive list: re-waxing and buffing floors, shampooing carpets and washing interior and exterior windows.

1) Floors:

a. All carpeted floors (including inside doormats) shall be vacuumed frequently enough to be kept free of dirt, paper and other debris.

b. Sweep and mop all uncarpeted floors and stairs so as to keep free of marks, dirt, mud and other debris.

c. *Uncarpeted floors shall be cleaned according to the manufacturer’s specifications that may include strip, re-wax and buff a minimum of twice per year.

d. All carpets shall be spot cleaned between shampoos, as needed.

e. *All carpets shall be shampooed a minimum of twice per year. Stationary furniture shall not be moved to facilitate shampooing. Two day notice is required from Contractor.

f. All entryway rugs shall be shampooed as needed.

2) Walls & Doors:

a. All wall surfaces, door knobs, door handles, and light switch plates shall be kept clean and free of marks.

b. All baseboards and door frames shall be kept clean and free of marks

c. The window panes on each door shall be kept clean and free of streaks.

d. All exterior doors shall be kept clean and free of marks.

3) Dusting and Cobweb Removal:

a. All railing, counters, ledges, door sills, frames, wall clocks, and wall corners shall be kept clean, free of dust and cobwebs.

b. All front office book cases, desks, conference tables, front office nonfiling cabinets and filing cabinets shall be kept clean and free of dust. Items on these surfaces shall not be disturbed to facilitate cleaning.

4) Bathroom:

a. Bathroom floor shall be kept clean, free of marks, and disinfected.

b. The inside and outside of all toilet shall be kept clean and disinfected.

c. The sink shall be kept clean, disinfected, and free of rust, residue and water deposits.

d. The mirror shall be kept clean, dry, and free of streaks and residue.

e. All other fixtures, surfaces, walls shall be kept clean, disinfected, and free of water spots, marks and residue.

f. All supplies for the toilet paper, paper towel and soap dispensers shall be filled, or replaced, so as to maintain a continuous, inexhaustible supply. Air fresheners shall be replaced when the scent of the air freshener in no longer apparent.

5) Windows:

a. *Office window panes shall be washed, dried and have a clean, streak free appearance, minimum twice per year.

b. Entry way windows shall be washed, dried and have a clean, streak free appearance.

c. Window sills shall be kept clean and free of dust.

d. *Window blinds shall be cleaned a minimum twice per year.

6) Trash Disposal and Wastebasket Maintenance:

a. All trash cans shall be emptied into an outside receptacle anytime trash is present.

b. All trash can liners shall be kept free of paper, food, liquids, and unsightly materials.

c. *All trash cans shall be cleaned inside and out with a disinfectant, minimum twice per year.

7) Furniture:

a. All fabric type furniture shall be vacuumed frequently enough to be kept free of dust and other debris.

8) Periodic Additional Cleaning:

a. From time to time, additional cleaning may be requested: for example, fire season may need seven times per week; or construction a one-time extra cleaning.

b. Price for additional cleaning services will be negotiated at time of service.

9) Other:

a. *All light fixtures and panels shall be cleaned so as to be free of dust, dirt and debris a minimum twice per year.

b. Each light fixture light bulb shall be replaced after the bulb is no longer illuminating light.

c. *All vents, fans and air intakes shall be cleaned and vacuumed so as to be free of dust, dirt and debris a minimum twice per year.

d. All entries shall be swept and kept free of dirt, cobwebs and other debris.

e. Outside doormats shall be kept clean and free of dirt and other debris.

f. Drinking fountains shall be cleaned and disinfected.

g. All sidewalks and landings shall be swept and kept free of debris.

Additional vacuuming/sweeping will be required for fly removal especially in fall months.

Workout/Recreation Room Cleaning of the workout/recreation room shall be done two times per week May – October and one time per week November through April.

1) Duties:

a. All exercise equipment shall be kept clean, free of marks, and disinfected

b. Sweep/vacuum and mop all uncarpeted floors/mats removing all marks, dirt, mud and other debris.

c. All trash cans shall be emptied into an outside receptacle anytime trash is present

d. Window panes shall be washed, dried and have a clean, streak free appearance, minimum twice per year.

e. Window sills shall be clean and free of dust.

Bunkhouses Cleaning of Bunkhouses shall be done annually. Work days shall be agreed upon and approved by the Contracting Officer’s Representative (COR).

1) Floors:

a. All carpeted floors shall be vacuumed removing dirt and other debris.

b. Sweep and mop all uncarpeted floors removing all marks, dirt, mud and other debris.

2) Walls & Doors:

a. All wall surfaces, door knobs, door handles, and light switch plates shall be clean and free of marks.

b. All baseboards and door frames shall be clean and free of marks

c. All exterior doors shall be clean and free of marks.

3) Dusting and Cobweb Removal:

a. All wooden surfaces, counters, ledges, door sills, frames, and wall corners shall be clean, free of dust and cobwebs.

4) Restrooms

a. All Restroom floors in all buildings shall be clean, free of marks, and disinfected.

b. The inside and outside of all toilets and bathtubs/showers shall be clean and disinfected.

c. All sinks shall be clean, disinfected, and free of rust, residue and water deposits.

d. All mirrors shall be clean, dry, and free of streaks and residue.

e. All other fixtures, surfaces, walls shall be clean, disinfected, and free of water spots, marks and residue.

5) Kitchens, Sleeping Rooms, and Recreation Room

g. All counter tops, bunks, door knobs, door handles, and light switch plates shall be clean and free of marks.

h. All walls, cupboards and cabinets shall be clean and free of marks.

i. All sinks shall be clean, disinfected, and free of rust, residue and water deposits

j. All stoves/ovens (self-cleaning) shall be clean and free of marks. Microwave shall be cleaned inside and outside.

k. All appliances (dishwashers, microwaves, washer dryer) shall be clean and sanitized.

l. All refrigerators shall be clean and sanitized.

6) Windows:

a.

Window panes shall be washed, dried and have a clean, streak free appearance (inside and outside).

b.

Window sills shall be clean and free of dust.

7) Trash Disposal and Wastebasket Maintenance:

a.

All wastebaskets and receptacles shall be emptied. Soiled wastebaskets and receptacles shall be cleaned and disinfected inside and out. New liners shall be installed. Dispose of trash in plastic bags secured with bag ties and deposit in the warehouse. The Government will be responsible for taking the trash to the dumpster site.

8) Other:

a.

All light fixtures and panels shall be cleaned so as to be free of dust, dirt and debris.

b.

All vents, fans and air intakes shall be cleaned and vacuumed so as to be free of dust, dirt and debris.

C. GOVERNMENT QUALITY ASSURANCE PLAN

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this Statement of Work. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS) in the maintenance contract.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

This QASP is based on the premise the government desires to maintain a quality standard in the custodial functions needed for their facilities and that a janitorial service contract to provide these services is the best means of achieving that objective.

The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

In this contract the quality control program is the driver for service quality. The contractor is required to develop a QUALITY CONTROL PLAN for inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success.

Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a high quality assurance program.

Basic Cleaning Services.

Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash is empty. Plastic liners are in good condition. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Ash containers are emptied and free of ashes, odors and stains. Glass and mirrors have no traces of film, dirt, smudges, or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Hallways are free of dirt, debris, marks, smudges, scuffs and other foreign matter. Carpets are free of dirt, debris, litter and other foreign matter. Dust is not visible.

95% of all facilities are without customer complaints for the month.

Random sampling of inspection reports by COR.

Periodic Cleaning Services.

Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Windows are free of film, dirt, smudges, water, and other foreign matter. Carpets are free of stains and discoloration. Heating and return vents are free of dust.

95% of all facilities receiving periodic services are without customer complaints for the reporting period.

Random sampling of inspection reports by COR.

SURVEILLANCE: The government quality assurance (QA) person will receive complaints from station personnel and pass them to the contractor's quality control inspector (QCI) for correction.

STANDARD: 95% of all facilities are without customer complaints for the month or service period. For example, the QA should receive no more than 5 customer complaints during the service period. The QA shall notify the contracting officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed five customer complaints.

PROCEDURES: Any station employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the QA and the QA will complete appropriate documentation to record the complaint. The QA will consider the customer complaint valid upon receipt from the customer. The QA should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the QA if not corrected. The QA will consider customer complaints as resolved unless notified otherwise by the customer. The QA shall verbally notify the Contractor’s Quality Control Inspector (QCI) to pick up the written customer complaint. The QCI will be given 24 hours after verbal notification to correct the unacceptable performance. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI will notify the QA. The QA will conduct an investigation to determine the validity of the complaint. If the QA determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The QA will retain the annotated copy of the written complaint for his/her files. If after investigation the QA determines the complaint as valid, the QA will inform the QCI and the QCI will be given an additional hour to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The QCI shall return the written customer complaint document, properly completed with actions taken, to the QA, who will file the complaint for monitoring future recurring performance. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the QA should contact the Contracting Officer for appropriate action.

D. BIOBASED PRODUCTS

The contractor must comply with the Agriculture Act of 2014; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Farm Security and Rural Investment Act of 2002 9FSRIA), 7 U.S.C. 8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance”, dated October 2, 2009; EO 13423, “Strengthening Federal Environmental, Energy and Transportation Management”, dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products.

All supplies and materials shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased and recycled products.

The following is a list of categories for bio-preferred products that are required for performance of this contract:

Floor Strippers

Adhesive and Mastic Removers

Air Fresheners and Deodorizers

Furniture Cleaner

Bathroom Cleaners

Carpet Cleaners

Glass Cleaners

Multipurpose Cleaners

Microbial Cleaners

Disinfectants

Cleaning Tools

Metal Cleaners

Corrosion Removers

Disposable Containers

For more information regarding the Department of Agriculture Biobased Program go to: http://www.biopreferred.gov

E. INVOICING/PAYMENTS

All payments are processed using The Invoice Processing Platform (IPP). This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm.

F. 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.