Attachment 1 Statement of Work.docx

Statement of Work Project Name: Janitorial Services for Regional Field Service Facility (Catlin Shop)

A. SCOPE OF CONTRACT

The Contractor shall provide all management, tools, materials, equipment, and labor necessary to ensure the janitorial services are performed at Government offices at the Regional Field Service Facility (RFSF), located in Missoula, Montana, in a manner that will maintain a satisfactory facility condition and present a clean, neat, safe, and professional appearance. The Contractor's workforce shall perform all services associated with general custodial duties listed in the performance work statement (PWS). All areas shall be kept clean, neat, and free of fire and safety hazards or unsanitary conditions.

This requirement is for performance-based services. Performance based means the Contractor is responsible for an end product. If an end product is not provided in compliance with the contract, a price reduction to the Contractor's monthly payment may be made for nonconforming supplies or services. The Contractor shall be responsible for the orderliness and cleanliness of all areas.

The Government is not responsible for any error or variation in the square footage listed, nor will the Contractor, because of any error or variation in the square footage listed, be relieved of their responsibility to carry out the contract in accordance with the true intent and meaning of the specifications and there shall be no additional cost to the Government based solely on an error or variation in the square footage or other similar miscalculations listed. The descriptions below are the areas that are intended to be covered by the resultant contract.

B. LOCATION/DESCRIPTION

The Government facilities for the services listed in this requirement are located at the following address:

USDA Forest Service Regional Field Service Facility 1615 South Catlin Street Missoula, MT 59804

The area to be cleaned is listed below:

· 840 square feet of office space to be vacuumed.

· 530 square feet of office space to be swept.

· 350 square feet of restrooms and showers to be cleaned.

· Trash cans to be emptied in two offices.

Note that several shop and work areas occupy the rest of the Facility. Items, materials, tools, equipment, and vehicles in these areas are not to be disturbed or moved by the Contractor. The Contractor may have to work around these items, materials, tools, equipment, and vehicles in order to complete work.

C. SCHEDULE

The Government-facility office hours are from 7:30 a.m. to 5:30 p.m. Mountain Time, Monday through Friday, except Federal Holidays. The Contractor work hours shall be between the hours of 6:00 p.m. and 5:00 a.m. except on weekends. Weekend cleaning may be performed at any time during the weekend.

The Contractor shall perform custodial cleaning in accordance with the Schedule for the RFSF as follows:

· Two (2) days per week.

· Maintain floors.

· Concrete office floors shall be swept of dirt and debris.

· Carpeted office floors shall be vacuumed.

· Remove trash. All trash containers shall be emptied and returned to their original location.

· Clean and disinfect sinks.

· Clean restrooms and showers. Restrooms and showers shall be cleaned and disinfected including floors, sinks, toilets, mirrors, fixtures, and walls.

· Stock restroom supplies. Ensure restrooms are stocked sufficiently so that supplies including soap, toilet paper, and paper towels do not run out.

D. GOVERNMENT FURNISHED PROPERTY

The following will be furnished by the government:

· Necessary keys for access.

E. CONTRACTOR FURNISHED PROPERTY

The following will be furnished by the contractor:

· All necessary supplies and materials for achieving the janitorial intent of this contract (cleaning supplies, garbage bags, lightbulbs, etc.).

· All necessary equipment for achieving the janitorial intent of this contract (commercial vacuum cleaners, floor mops, brooms, etc.).

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

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. The Contractor’s equipment shall be in good repair and able to operate efficiently and safely.

The CO may inspect the Contractor’s equipment, tools, and/or supplies at any time and direct the removal of any objectionable, improper, inadequate, or unsafe items. These items shall be removed from the job by the Contractor and replaced with satisfactory equipment.

The Contractor shall provide and maintain a file with copies of Safety Data Sheets for all chemical products used under this contract. This file shall be kept in the building and accessible to FS at all times.

F. BASIC CLEANING SERVICES

The contractor shall accomplish all cleaning tasks to meet the requirements of this Statement of Work (SOW).

1. Maintain Floors: All tile and linoleum floors shall be swept and wet mopped until 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 within office and restrooms to maintain floors underneath these items. All moved items shall be returned to their original position.

2. Remove Trash. All trash containers shall be emptied and returned to their initial location. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and fee of odors.

3. Vacuum Carpets. Carpeted areas in offices shall be vacuumed. Any spots shall be removed by carpet manufacturer's approved methods as soon as noticed or directed by COR. After vacuuming, the area shall be free of all visible dirt, debris, litter and other foreign matter. All tears, burns, and raveling shall be brought to the attention of the COR.

4. Clean and Disinfect Restrooms. Completely clean and disinfect all surfaces of sinks, toilet bowls, lavatories, dispensers, plumbing fixtures, dispensers, doors, and walls in restrooms using a germicidal detergent. Work shall be done in accordance with standard commercial practices. Clean all mirrors so that there are no visible streaks.

5. Descale Toilet Bowls. Descaling shall be performed monthly at a minimum and as often as needed to keep areas fee of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

6. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers do not run out. Extra toilet paper may be left on toilet tank or nearby. If supplies run out prior to the next service date, contractor shall refill within one (1) day of notification.

7. Tile Grout. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc.

G. SAFETY PLAN

A written and approved safety plan in accordance with applicable regulations such as FAR Clauses, OSHA (1926, 1910), etc. is required prior to commencement of project work. Contractor shall provide adequate safety briefings and ensure safe practices are followed from all personnel involved in the project. Emergency contact numbers shall be readily available on site. The safety plan shall be site specific and address concerns and risks specific to the work to be undertaken. The Contracting Officer or his/her representative shall review and approve the Safety Plan. The Safety Plan must be approved before physical work may commence.

H. CONTRACT PERSONNEL

Contractor Employee Qualifications. The Contractor shall employ competent and skilled personnel. The offeror is required to submit a list of personnel who will do the work and the extent of their experience for approval by the CO prior to the Notice to Proceed. Prior to a change of personnel, a list shall be submitted with names and their experience to the Contracting Officer for approval.

The Contractor shall supply the Contracting Officer with the personal information of the employee in order to input the employee into the Person Model for vetting.

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

Contractor must have personnel available to back up the regular janitor in case of personal emergencies or inclement weather.

I. QUALITY CONTROL

The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The Contractor shall prepare, submit, and implement a written quality control plan (QCP) as described below. The Contractor shall ensure that the required services specified in this contract, meet the quality standards outlined in this contract and ensure that the custodial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing their areas identified in the performance requirements summary. The Quality Control Plan shall include, but not be limited to:

Staffing Plan: A plan which includes work schedules for the facility including daily, weekly, monthly, and periodic tasks. The Staffing Plan shall also include the Contractor's staffing levels depicting various job classifications. Individual responsibilities for oversight of the QCP and functions associated with such oversight as well as authority in dealing with Government contracts shall be identified.

Inspection System: An inspection system, which shall include all requirements listed in the statement of work and inspections procedures. Specify areas to be inspected, when inspections shall occur, and titles of individuals performing inspections. The QCP shall identify how the Contractor will correct noted deficiencies immediately and shall include control procedures for any Government-provided keys or lock combinations, location of the documented inspections and corrective or preventive actions taken, and a customer comments feedback system. The Contractor's management will be available to physically inspect the quality of work if requested by the Contracting Officer.

Any changes to the inspection systems during the life of the Contract shall be acceptable to the COR.

Records of 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.

J. CONTRACTOR QUALITY CONTROL PLAN (QCP)

The Contractor shall institute and maintain a complete quality-control program to ensure that the requirements of this contract are provided, as specified. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the COR and/or the building-management staff. As a minimum, the program shall include:

· An inspection system covering all the services required with a comprehensive checklist to be used to inspect contract performance during scheduled and unscheduled inspections, and the name(s) of the individuals who will be performing the inspections.

· A system for identifying and correcting deficiencies and/or a pattern of deficiencies in the quality or quantity of services provided before the level of performance becomes unacceptable and/or Government inspectors point out the deficiencies.

· A file of all inspections conducted by the Contractor and corrective actions taken.

This should include follow-up inspections to ensure that corrective action was appropriate, complete, and timely manner, kept current, and made available to the COR and the Contracting Officer during the term of the contract.

· Not later than 30 days prior to contract start date, the contractor shall establish procedures to ensure on call personnel shall report for duty within 60 minutes of notification. The Contractor shall furnish the COTR an on-call contact listing. This listing shall be updated to ensure personnel are available continuously throughout the contract period. For locations outside of the 60-minute window, there shall be a mutually agreed upon exception.

K. GOVERNMENT QUALITY ASSURANCE SURVEILLANCE PLAN

· The Government shall evaluate the contractor's performance under this contract. All surveillance observations shall be recorded by the Government. When an observation indicates defective performance, the COR shall request the contractor's representative initial the observation.

· Government verification inspections of services shall not constitute acceptance, nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered.

· The contractor may be required to meet at least weekly with the COR during the first month of the contract. Meetings shall be as often as necessary thereafter as determined by the COR.

· The contractor shall maintain a current listing of employees. The list shall include employee’s name, social security number, and level of security clearance. The list shall be validated and signed by the Contractor and provided to the COR. Updated listings shall be provided when an employee’s status or information changes.

L. 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 by the government at the end of all work shifts/days. 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 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 rekeying. Cost of such work shall be deducted from the Contractor's payment.

M. MEASUREMENT AND PAYMENT

Submit your original invoice at the end of the month into the IPP System for work performed.

Payments shall be made for janitorial services which have been satisfactorily provided during the month. An Inspection Checklist will be completed at the end of the month and will be signed by the COR and the vendor or vendor's employee. The invoice will be reviewed and approved or rejected by the COR within 1 days of receipt of the invoice. Rejected invoices must be corrected and resubmitted. COR will forward the approved invoice to the Contracting Officer who will submit it for payment. Payment will be made within 30 days from date of acceptance of the invoice and will be made by Electronic Funds Transfer.

N. QUALITY ASSURANCE SURVEILLANCE PLAN FOR JANITORIAL WORK

4. Surveillance Methods: The Government will evaluate the Contractor's performance under this contract. Examples of Government surveillance may include:

5. Deduction Methods: The Government will record performance noting any substandard performance. For substandard performance, the Government's preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. The Government may also take the following actions:

For example, failure to clean the facility more than one time will result in a 2% deduction in payment for the particular Item being cleaned (i.e. Main Office). If the monthly payment for the main office is $300.00 and 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.

Biobased Product Utilization

The Contractor shall utilize products and material made from biobased materials 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 Contracting Officer's Representative (COR).

The following is an example list 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 Contractors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Lime & Scale Remover (Tub/Tile Cleaner)

Biobased products that are designated for preferred procurement under USDA's Biopreferred Program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their biobased products such as biobased content and source of biobased material.

In addition to the biobased products designated by the U.S. Department of Agriculture in the Biopreferred Program, the Contractor is encouraged to use other commercially available biobased products.

A demonstration of proper use, an effective training program, and technical assistance are essential to the success of the purchase and use of some biobased products that may function differently than a conventional product.

O. 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

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.