Attachment 1 Statement of Work FY25.pdf

US Department of Agriculture (USDA)

Statement of Work – El Rito Ranger District

Table of Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Special Cleaning Requirements

6.0 Contracting Officer’s Representative (COR)

7.0 Quality Assurance

8.0 Inspection and Acceptance

9.0 Conduct of Work

10.0 Defective Work, Damage, and Protection

11.0 Payment

12.0 Government Furnished

13.0 Inclement Weather

14.0 Pre-Work Conference

15.0 Mandatory Training………………………………………………………………………………………..………………………………………….10

16.0 Deliverables/Schedules………………………………………………………………………………………………………….………………….10

Project El Rito Ranger District Janitorial with four (4) option years.

General Information

1.0 Scope of Work

The contractor shall provide all management, tools, equipment, and labor necessary to ensure that janitorial services are performed at El Rito Ranger District, El Rito, NM, in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. The contractor shall accomplish all cleaning tasks and be required to provide all personnel, equipment, labor, supervision, transportation, supplies, and materials (including safety), and all other incidentals necessary to provide janitorial and related services as described herein.

2.0 Background

Janitorial services will commence estimated April 15, 2025, to April 14, 2026, with four (4) option years. The government reserves the right not to exercise the option year(s).

The janitorial services will be performed at the El Rito Ranger District at Building 1221 State Road 554, El Rito, NM 87530.

The area under contract will include approximately 5700 square feet of office space and all related areas such as entrance ways, corridors, lobbies, two (2) restrooms, and kitchen.

• Workout Room, and Engine Bay bathroom, approximately 537 square feet. Bathroom incudes a sink, commode, shower, and appurtenant fixtures.

Contractor Requirements 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 sub-contractors comply with the provisions of the contract. The term in this contract refers to the prime.

3.0 Technical Requirements / Tasks

The contractor shall furnish supplies and equipment listed below:

• Vacuum cleaner

• Carpet shampooer

• Deodorant cakes

• All detergents/cleaners

• Hand soap – correct soap and containers for dispensers

• Hand sanitizer – correct hand sanitizer for dispensers

• Disinfectant, germicides& deodorants

• Toilet tissue -correct size for dispensers

• Paper hand towels – correct size for dispensers

• Furniture polish/wax

• Push brooms

• Mops

• Mop Buckets

• Floor buffer

• Wax remover and floor wax

• Carpet Shampoo

• Window cleaner

• Dusters

• Rags

• Trash Bags – correct sizes

FACILITY CLEANING SERVICES -Includes Main Office Building, Conference room, Restrooms, Kitchen, and Engine Bay.

There will be services performed: three (3) times a week [Tuesday, Thursday, and Saturday's after 5 p.m. except on holidays] Cleaning days that fall on a holiday will be made up. The schedule will be agreed upon the COR and Contractor.

Three Times a Week - (Tuesdays, Thursdays, and Saturdays after 5 p.m.)

1. Trash Collection/removal-The contractor shall collect and dispose of ALL trash from ALL trash receptacles in the building, which includes offices, restrooms; and common areas (break room, conference rooms, front greeting are, etc.), workout room, engine bay bathroom. All trash receptacles shall be emptied, trash disposed, and containers returned to original locations. The contractor shall provide and replace any obviously soiled, worn or tom plastic can liners. The trash receptacles shall be left clean, free of foreign matter and free of odors.

2. NON-CARPETED FLOORS - (Hard Floors: vinyl tile, ceramic tile, wood, concrete, etc.) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) with cleaning solutions if applicable, for the specific floor type. After cleaning floor surfaces, they should have a clean appearance without streaks, swirl marks, detergent residue, nor any evidence of soil, stain, film or standing water. Baseboards, corners, and wall/floor edges shall also be cleaned. Charis, trash receptacles and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

3. Carpeted Floors - Carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matter to be effective routine cleaning. Any spots and/or spills shall be removed by the carpets manufacturer's approved methods or other commercially accepted practices as soon as noticed. All tears, bums, and raveling shall be brought to the attention of the COR. Area and throw rugs shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. The contractor shall maintain all carpet areas free from visible soil and vacuumed. Soiled areas should be cleaned as necessary.

4. Clean Floor (Walk - Off) Mats - Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their original locations.

5. Restrooms (main office, and Engine Bay)- Clean and disinfect all surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, door handles, walls, stalls, and stall doors, entry doors and entry door handle and other such surfaces shall be cleaned and disinfected using germicidal detergent. Restrooms shall have a clean scent or no odor at all. Toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge and stain free. Shower in engine bay must be cleaned, walls, floors and bench clean and free from stains.

6. Stock Restroom Supplies-Contractor shall ensure restrooms are stocked sufficiently and must provide supplies including toilet tissue, paper towels, hand soap, and ensure that these supplies do not run out.

Supplies shall be stored in designated area. Toilet paper and paper towels must be the correct size and replaced in the dispensers for main office. Hand soap dispensers need to have the correct soap.

Once a month- Workout Room and Engine Bay Restroom. Please let COR know when this is complete.

1. Restrooms (Engine Bay)- Clean and disinfect all surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, door handles, walls, stalls, and stall doors, entry doors and entry door handle and other such surfaces shall be cleaned and disinfected using germicidal detergent. Restrooms shall have a clean scent or no odor at all. Toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits.

Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge and stain free. Shower in engine bay must be cleaned, walls, floors and bench clean and free from stains.

2. Clean Floor (Walk - Off) Mats - Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their original locations.

3. NON-CARPETED FLOORS - (Hard Floors: vinyl tile, ceramic tile, wood, concrete, etc.) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) with cleaning solutions if applicable, for the specific floor type. After cleaning floor surfaces, they should have a clean appearance without streaks, swirl marks, detergent residue, nor any evidence of soil, stain, film or standing water. Baseboards, corners, and wall/floor edges shall also be cleaned.

Charis, trash receptacles and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

4. Trash Collection/removal-The contractor shall collect and dispose of ALL trash from ALL trash receptacles in the building, which includes offices, restrooms; and common areas (break room, conference rooms, front greeting are, etc.), workout room, engine bay bathroom. All trash receptacles shall be emptied, trash disposed, and containers returned to original locations. The contractor shall provide and replace any obviously soiled, worn or tom plastic can liners. The trash receptacles shall be left clean, free of foreign matter and free of odors.

5. Stock Restroom Supplies-Contractor shall ensure restrooms are stocked sufficiently and must provide supplies including toilet tissue, paper towels, hand soap, and ensure that these supplies do not run out. Supplies shall be stored in designated area. Toilet paper and paper towels must be the correct size and replaced in the dispensers for main office. Hand soap dispensers need to have the correct soap.

Every Two Months - From time of award the Contractor and COR will establish future dates. (Contractor must let COR know when tasks are complete.)

1. Dust Furniture/Remove Spider Webs - All office furniture i.e., shelves; cabinets, etc. shall be dusted within reach while standing on the floor. DO NOT dust areas which contain personal belongings. All spider webs need to be removed from the walls, window seals, doorways etc. Inside and outside.

2. Clean Windows Interior and Exterior - All windows will be cleaned with appropriate window cleaner and rags, and left free of dirt, dust, and streaks.

Every Six Months: From time of award the Contractor and COR will establish future dates. (Contractor must let COR know when tasks are complete.)

1. Periodic Carpet Restorative Cleaning (Shampooing) - Carpets shall be deep cleaned to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. 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 after the carpet has been dried.

4.0 Special Cleaning Requirements

Clean. “Clean” shall be defined as free of dirt, dust, odors, spots, streaks, stains, smudges, film, discoloration, litter, debris, foreign matter, and other residue or evidence of soil. Any maintenance solution or cleaning product residue that is not an air-dry product shall be removed.

Disinfect. Cleaning to destroy any harmful micro-organisms by application of an approved chemical agent.

Bio-based Materials: Contractor shall utilize products made from bio-based materials (e.g., bio-based cleaners, degreasers and toilet bowl cleaners) to the maximum extent practical without jeopardizing the intended use or detracting from the overall quality delivered to the end user or potential harm to surfaces. The Contractor shall submit a list indicating the name of the manufacturer, brand name, Safety Data Sheets (SDS), and intended use of each product used in the performance of this contract in accordance with 29 CFR 1910.1200. The Contractor shall also comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts. 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) calendar 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. Subject to COR verification that all products meet bio-based requirements.

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% Floor Finishes and Waxes 25% Floor Strippers 78% General Purpose Household- Cleaners

39%

Glass Cleaners 49%

Cleaning Equipment/Materials -The contractor shall furnish all supplies and proper equipment required to perform the janitorial services. The equipment shall be safe and operable. All equipment cords shall be free of tears and cannot be frayed; cords must be free of electrical or any other tape. Mops and rags used for cleaning may be segregated: One set used for bathrooms, counter tops, hallways, offices, and lobby. The contractor shall clean and disinfect the mops and rags prior to each use with detergent and hot water, rinsed in warm water and sanitized in a bleach solution, wrung out and hung to dry. Mop heads and rags must be changed out when dirty. Sponges can NOT be used.

Sweeping/Mopping Non-carpeted Floors - All non-carpeted floors shall be swept, mopped with hot water, and sanitized with the bleach water solution.

Conservation of Utilities: The Contractor shall instruct employees in utility conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, including but not limited to the following activities: lights shall be used only in areas where and at a time when work is being performed; heating, ventilation, and air conditioning controls shall not be adjusted by the Contractor’s employees; water faucets and valves shall be turned off after use.

Janitorial Space - The contractor will be required to maintain odorless and clean space. Space will be free of clutter and debris.

6.0 Contracting Officer’s Representative (COR)

The contracting officer will designate a representative herein referred to as the Contracting Officer's Representative (COR). The COR will provide on-the-ground administration of the contract. Prior to the start of work, the Contracting Officer will provide the Name, Address, and Telephone number of the COR to the contractor.

7.0 Quality Assurance

The Government may inspect contract services using a variety of methods, however, the primary means of inspecting all types of work is the periodic method. The Government shall inspect and evaluate the Contractor's performance to ensure services are received in accordance with the requirements set forth in the contract. The COR may inspect by watching actual task performance, physically checking a completed task, checking a management information report; investigating customer complaints, conferring with building occupants/managers; or any combination of the above; or otherwise inspecting the task or its results to determine whether or not performance meets. the standards contained in this PWS.

1. Government Surveillance. The Government will monitor the Contractor's performance under this contracting using the method(s) of surveillance specified in the Performance Requirements Summary.

The Government, through the COR, will be monitoring the Contractor's performance on a continuous basis. All monitoring observations will be recorded by the Government. When an observation indicates defective performance, the COR will request the Contractor's representative to confirm defective work and perform corrective work as needed. The Government will also perform a visual inspection of the Contractor's inspection results. The contractor shall be required to rework the effort until the performance standard is achieved, or a payment deduction could be taken.

2. Surveillance Methods. 100% Surveillance: This method requires the COR to inspect the service each time it occurs. Any deficiency shall be documented, and the Contractor shall re-perform the service, is appropriate, at no increase in the contract amount.

8.0 Inspection and Acceptance

The Contracting Officer’s Representative (COR) shall perform periodic inspections. The Contractor shall return to any area that does not meet specifications and bring the work up to specifications within two (2) days of written notification.

Performance Standard

Customer complaints will be substantiated by the COR for validity. Should the COR determine that the complaint is valid, the COR will inform the Contractor orally or in writing and give the Contractor additional time to correct the defect, if additional time is available.

Should the Contractor disagree with the complaint after investigation of the site, the Contractor shall notify the COR. The COR will review the matter to re-examine the validity of the complaint.

The Government will visually inspect the services for compliance prior to acceptance and issuing any payments.

Inspections will consist of direct observations.

Any Government personnel or visiting public may observe unacceptable services, incomplete work, or required services not performed and they may contact the COR to communicate a complaint.

9.0 Conduct of Work

The work will be performed in accordance with time or frequency schedules prescribed in the specifications. It shall be carried on without interference with the proper performance of government business. The successful bidder and their employees shall:

a. Shall not disturb papers on desks, drawers, or cabinets; use telephones or radios provided for official government facility during work performance.

b. Refrain from having minor children under age 16 present on the Government facility during work performance.

c. Turn off lights, close and lock windows, and doors, ensuring that the building is safe and secure upon completion of work.

10.0 Defective Work, Damage, and Protection

The successful quoter shall, at their own expense, remedy and correct any defect in risk. They shall, without additional cost to the Government, be fully responsible for all damage to property or injury to persons, which results from their employee's fault or negligence in connection with this contract.

11.0 Payment

Payment will be made monthly in arrears at the Contract Unit Price. The Contractor shall submit an invoice every month to the address provided by the Contracting Officer. The Contract number, remittance address and duns’ number, and invoice number must be referenced on the invoice, to insure payment.

Payment will be made in accordance with the Prompt Payment Act. Payment will be due 30 days from the date the invoice is received by the payment office or acceptance or services, whichever is the later.

If, after the acceptance of this contract, the Contractor is unable to perform the janitorial services according to the specifications (either by nonperformance or unacceptable work), a deduction will be made for each day the services are not done or accepted. This determination will be made by the COR. The Contractor will have two

(2) days to bring work up to specifications.

12.0 Government Furnished

Key Control: If the Contractor is provided with keys or a door access code to allow access to buildings and rooms requiring cleaning, they shall ensure they are not lost or misplaced and are not used by unauthorized personnel. The Contractor shall not duplicate keys. All keys that are provided to the Contractor will require a logged entry, signed signature, and date. Keys shall be retained in possession of the janitorial staff while performing services and returned to the COR prior to contract end date. All keys lost by Contractor’s personnel shall be reported to the COR immediately and shall be replaced at the Contractor’s expense. In the event that keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or replacement of the lock or locks shall be deducted from the monthly payment due to the Contractor. In the event that a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and total costs deducted from the monthly payment due to the Contractor.

13.0 Inclement Weather

When inclement weather sets in, and the work is impractical, upon written request by the Contractor, the Contracting Officer may authorize a total suspension until such weather has passed, and work can proceed.

During period of total suspension, the calendar days elapsed will not be charged against the contract time specified.

14.0 Pre-Work Conference

Prior to the beginning of work, a meeting will be held with the successful contractor.

15.0 Mandatory Training

All contractor employees who will access USDA's IT systems/network will automatically have AgLearn access and must complete the following training courses in AgLearn:

o Information Security Awareness o Section 508 Compliance o Records Management

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.

16.0 Deliverables/Schedules

Deliverable Objective Due Deliver -To Complete list of biobased products that it intends to use or supply during performance of this contract, including products used or supplied by subcontractors.

Ensure compliance with USDA bio-based requirements.

Within 30 calendar days of contract award.

Copy to COR and Contracting Officer (CO). Approved by COR within 7 calendar days of receipt.

Complete list of the name, address, social security number, date of birth and work phone of each employee involved in the performance of this contract.

Process USDA background checks for all on-site contractor personnel.

Within 10 calendar days of contract award or a new employee being selected for work on this contract

Designated Government PIV Sponsor

Mandatory Training Ensure compliance with USDA mandatory training for service contracts

Within 60 days of contract award

Once the contractor PM / deputy earns an 80% or higher score, email the signed Acknowledgement to USDADepartmentalRecords@usda.gov;

Copy to COR and CO mailto:USDADepartmentalRecords@usda.gov