ATTACHMENT 1 - STATEMENT OF WORK - JANITORIAL SERVICES.docx

ATTACHMENT 1

SECTION C - Description/Specifications/Performance Work Statement USFS, PSW Forest Fire Laboratory Janitorial Services, Riverside, CA C.1. General Requirement

C.1.1. Scope of Work

The Contractor shall furnish all labor, transportation, supervision, equipment & supplies to complete required services, except for Government-furnished property specified below, to perform Janitorial Services in Riverside, California at the Forest Fire Laboratory. The work covers approximately 17,500 square feet of buildings with a various use from technical offices to laboratories. Services will be provided for (60 months) beginning Base Year February 1, 2023, ending January 31, 2028. Training and performance of this contract shall include and comply with all applicable OSHA, EPA, local, State and Federal codes, mandates, and standards.

The buildings and grounds are occupied by Government officials and employees and are visited daily by many persons who are required to conduct business with the Government. The intent of the service is to provide routine janitorial service. (Supplemental cleaning by others, such as stream cleaning carpets and upholstered furniture will be independently contracted.) It is the intent that the Contractor, by the quality of work shall furnish a clean, healthful, pleasant atmosphere within the building and adjacent areas, as described.

C.1.2. Personnel

C.1.2.1 Contract Manager. The Contractor shall designate, in writing to the Contracting Officer (CO) a Contract Manager which will be responsible for ensuring the performance of the work. The Contract Manager will have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The contract manager will 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 the pre-work meeting and within one (1) working day 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.

C.1.2.2. Personnel List. 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 Contractor shall, within ten (10) working days prior to the start of the contract, furnish the COR a complete list of the name, address, social security number, and date of birth of each employee engaged in the performance of this contract.

C.1.2.3. Background Checks. The Contractor shall furnish to the CO and COR, a Government background investigation for each employee performing work at, or having access to, the Government buildings or facilities prior to performance of the work. All background investigations include a minimum of a Federal Bureau of Investigation (FBI) National Criminal History Check (fingerprint check), and eligibility to perform work under this contract shall be contingent upon a favorable background investigation result. The Contractor shall be responsible for the cost of all background checks for its employees. In the event of a change in employees, the Contractor shall inform the CO, and the COR promptly of the change, normally within one (1) calendar day after new employee hire or employee dismissal.

C.1.2.4. Employee Identification. PSW Forest Fire Laboratory shall issue identification/electronic card-reader access site badges, with picture identification, employee’s name, and Contractor's company name. The identification/access badges shall be worn in a conspicuous place on the exterior clothing whenever work is being performed under this contract. The Contractor shall establish and implement method of ensuring that all keys, site badge & security code (alarm system) to the Contractor by the Government are not duplicated, loaned, shared, or allowed accessed by any person not necessary to completing work under this contract. All key and site badges must be returned to the Forest Service upon completion of the contract. Payment of final invoice will not be made until all keys and site badges are returned

The Contractor shall furnish employees with a uniform of the same color bearing the company name and logo, which shall be worn all the time when work is performed under this contract. At a minimum, the uniform shall consist of a shirt or vest.

C.1.2.5. Key Control. Keys and Contractor Security Access Cards will be provided by the Forest Service. No Contractor employee shall enter any FS building without first obtaining a card allowing access to Government property. CONTRACT EMPLOYEES ARE PROHIBITED FROM SHARING THEIR ELECTRONIC ACCESS KEY WITH ANOTHER CONTRACTED EMPLOYEE DURING THE PERFORMANCE OF THIS CONTRACT. The Contractor shall be liable for all loss or damage(s) 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 and Security Access Cards will be turned in to the COR by close of business on the last day of the contract. Any temporary employees shall turn in their Access Cards to the COR on the last day of their temporary duty.

C.1.3. Contractor Quality Controls

C.1.3.1. General Requirement. The Contractor is responsible for quality control and shall establish and maintain an effective quality control system. The quality control system shall consist of plans, procedures, and organization necessary to produce services that comply with the contract requirements and shall not just restate the Performance Work Statements (PWS). The system shall cover all janitorial operations. The Contractor shall be responsible for the quality of work on the job and is subject to termination for non-compliance with quality requirements specified in the contract.

C.1.3.2. Quality Control System. The Contractor shall implement and maintain a documented quality control system, including a Quality Control Plan (QCP), that identifies and results in correction of potential and actual problem areas throughout the entire scope of the contract. An electronic copy of the QCP shall be provided to the CO/COR at the pre-work meeting. The Government will consider an interim plan for the first 30 days of operation. The QCP or interim plan shall be implemented on the first day of contract performance. When the plan is acceptable to all parties, it shall be signed by the Contractor, CO, and COR. The Contractor's Quality Control system shall include, as a minimum, the following to cover all janitorial operations, including work by subcontractors:

C.1.3.2.1. Structure the system to assure the individual(s) responsible for Quality Control is independent from any other parts of the Contractor's organization.

C.1.3.2.2. Assure the Quality Control Manager has direct accountability to the Contractor's top management.

C.1.3.2.3. Procedures for written and verbal communication with the Government regarding performance of the contract.

C.1.3.2.4. Procedures for handling corrective action without dependence upon Government direction.

C.1.3.2.5. Specific surveillance procedures for each contract service identified in the Performance Requirements Summary. These surveillance procedures shall identify who shall perform the surveillance, the frequency, the method, listing of items under surveillance, and corrective action that will be taken to correct Contractor identified deficiencies.

C.1.3.2.6. Maintain records of all Contractor quality control checks and corrective action.

C.1.3.3. Acceptance of Plan. Government acceptance of the QCP is conditional and will be predicated on satisfactory performance during the janitorial services. The Government reserves the right to require the Contractor to make changes in its QCP and operations including removal of personnel, as necessary, to obtain the quality specified. After acceptance of the QCP, the Contractor shall notify the CO in writing of any proposed change. Proposed changes are subject to acceptance by the CO/COR.

C.1.4. 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 safety program for employees performing work under this contract that is in accordance with City, State, and OSHA guidelines. The safety program shall be in writing and a copy shall be furnished to the CO/COR within 30 calendar days after commencement of work under the contract. Immediately after a job-related injury, the Contractor shall prepare a report of the injury using its own accident report form or other documentation and within five (5) days send the report to the COR who will forward it to the Pacific Southwest Research Station Safety Manager and CO. Any technical advice and assistance necessary for reporting and investigating accidents may be requested from the Safety Officer through the COR.

C.1.5. 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. Interior doors that are locked by their tenants shall not be entered and cleaning shall be skipped for that day. Unnecessary lights/faucets shall be turned off, and windows closed upon completion of duties. Do not adjust mechanical equipment controls. Contractor shall immediately report fires by calling 911, and report any hazardous conditions to the COR, turn in lost and found articles 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 competent authority, either PSW Forest Fire Laboratory Safety Manager or police and/or fire officials.

C.2. Government-Furnished Property, Materials, and Services

C.2.1. Property. The Government will furnish the Contractor with an area to use for storage of equipment and supplies. The Contractor shall maintain this space in a neat and orderly condition. The area occupied by the Contractor may change at any time at the Government's discretion. The Contractor shall not construct any new building facilities or structures on Government property nor make any structural changes without written approval through the CO. Structural repairs required during the term of the contract shall be reported to the COR for appropriate action. The Contractor shall reimburse the Government for repairs not attributable to fair wear and tear. Sinks and buckets shall be kept clean and free of standing water. The provided space and equipment must be kept neat, clean and odor free and returned to the Government at the expiration of the contract in reasonably the same condition as at the time of entering into the contract.

The Forest Service will provide the following:

Electric power and water will be furnished by the Government at existing outlets for the Contractor’s use to operate such equipment and perform such services as is necessary in the conduct of his/her work.

Keys to various buildings and rounds will be issued to the Contractor to perform semi annual services on weekends. All other work shall be performed during business hours between 8:00 a.m. and 3:30 p.m. The Contractor shall be responsible for the security of the building. Any lost or stolen keys and visitor cards shall be reported immediately to the COR.

The Government will furnish the following materials, supplies and storage at the Forest Fire Laboratory in Riverside, California, prior to commencement of work, or on an “as needed” basis.

C.2.2. Materials. The Government will furnish adequate liquid hand soap, paper towels, toilet paper, toilet cover seat dispensers, trash can liners, and wastebasket liners. Contractor shall notify COR if paper supplies, and materials are low or need to be reordered with at least a (two week) notice.

C.2.3 Storage Areas.

The following rooms will be made available to the Contractor for storage of supplies and equipment:

Building 1 – Janitor Closet (Room next to the water fountain).

Building 2 – Room next to Room 38, (an area three feet directly in front of the telephone equipment shall be kept clear at all times).

Building 3 – Janitor Closet (directly outside restrooms).

Storage Room and Supplies

The contractor is responsible for the neat and clean appearance of all janitorial storage areas and shop sinks. Also, spare toilet paper and paper towels should be kept in all storage closets in each building.

C.2.4 Security of Premises.

The contractor shall be responsible for locking rooms, closing, and locking all windows, exterior doors, turning off lights, and arming the security system when cleaning services are finished in the building.

The contractor shall be responsible for seeing that all outside doors on all buildings are locked before leaving the premises at the completion of each cleaning operation.

C.2.5 Work performance and personal Conduct.

All work under this Contract shall be performed in a skillful and professional manner. The Contracting Officer may, in writing, require the Contractor to remove from this project any employee the Contracting Officer deems incompetent, careless or, otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment, or any Government-owned property.

The contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct appearance and integrity, and shall be responsible for taking such disciplinary action with respect to employees as may be necessary.

The Contractor shall be responsible for ensuring that his employees do not electrically unplug operating laboratory apparatus or otherwise disturb laboratory experiments in progress or erase blackboards, and that they do not disturb papers on desks, open drawers, or cabinets, or use the telephones except for emergency calls to police or fire departments. There shall be no smoking inside any of the buildings or on the facility.

The contractor shall ensure their employees do not bring children under the age of 16 or pets onto the facility.

C.2.6 Additional Services.

During the period of this contract, it may be necessary to request additional services because of leaks, fires, accidents, and the like. Payment for these requested services will be negotiated at the time of need. Price will be agreed upon prior to the start of any work.

C.3 Technical Specification (Work Schedule) (2Pages)

C.3.1 Daily Services

a. Daily Services shall be performed MONDAY through FRIDAY

b. Empty all wastebaskets, and disposal receptacles in the lunchroom, all bathrooms and mail room only. Dispose of trash in site dumpster located inside service road gate on the property.

c. Remove to dumpster ONLY boxes marked “THROW AWAY”

d. Clean and disinfect all drinking fountains in Building 1, Building2, Building 3 and Headhouse. (7 total).

e. Restrooms: Scour and wipe clean all sinks, toilet bowls and urinals in restrooms to remove all scales, stains, and soil. Wash top and underside of toilet seats with disinfectant solution and flush toilets and urinals with disinfectant solution. Damp wipe, all dispensers and stall partitions with disinfectant. Refill toilet paper, paper towel, and soap dispensers with supplies furnished by the Government. Clean mirrors with glass cleaner. Sweep and wet mop all restroom floors with disinfectant. (08 restrooms) approximately 1,600 sq. ft. (13 Toilets, 13 Sinks, 3 urinals).

f. Kitchen: Clean and disinfect sink and counter tops in kitchen. Check paper towels and replace as required. Straighten and return lunchroom chairs and tables to proper place. Sweep and wet mop floor.

g. Restrooms in Building 3, and Head houses, require special cleaning due to grease, dirt, and oil brought in from the field, shop, and laboratories.

h. Administrative building #1, thoroughly vacuum reception area, and hallway.

i. Technical Offices building #2, thoroughly vacuum waiting area and hallways.

j. Laboratory building #3, thoroughly vacuum second floor hallways.

k. Collect trash in head house 2 daily and sweep floor weekly due to BLM renting that space.

C.3.2 Weekly Services

a. Services shall be performed FRIDAY of each week.

b. Vacuum all office carpeted floors, including under and behind all moveable furniture in Bldg. 1, Bldg. 2, Bldg. 3, 2nd floor, (Total 6,500 sq. ft.).

c. Empty all wastebaskets, and disposal receptacles in all offices, conference room, and open bay work areas located in Building # 1, 2, & 3, and lab areas, dispose of trash in site dumpster located inside service road gate on the property.

d. Dust windowsills, ledges, door casings, pictures & plaque frames, in Bldg. 1 Reception Area, Hallway, Bldg. 2 Entrance Area, and Hallway.

e. Dust all bookshelves, cabinets, tabletops, window shades, in Bldg. 1 Hallway, Reception Area, Bldg. 2 Entrance Area, and Hallway.

f. Clean and disinfect walls and floors of showers in Bldg. 3, and Head house 2 restroom (3 total).

g. Clean glass interior and exterior surfaces of all entrance doors, their sills and casings in all Buildings and Elevator Cab.

h. Clean glass interior and exterior surfaces of all windows of glass front, at Bldg. 1 and Bldg. 2 breezeways.

i. Replace waste basket liners in all wastebaskets.

C.3.3 Monthly Services

a. Monthly services shall be performed during the third (3rd) FRIDAY of each month.

b. Thoroughly sweep and mop, including under and around furniture, and moveable objects. All linoleum and concrete floors in all offices, hallways laboratories, except or Main Chem Lab and stairways. Included but not exclusive.

Building 1, Lunchroom, Conference room, janitor closet, supply room.

Building 2, Offices, Janitor Closet.

Building 3, Concrete floors, labs, stairways interior and exterior.

c. Remove all scuff marks and stains from all tiles, linoleum, and concrete floors, in all Bldgs., Restrooms.

d. Remove all cobwebs from walls and ceilings in Bldg. 1 Reception Area, Hallway, Bldg., 2 Entrance Area, and Hallway. In addition, Bldg. 3 Chem. Lab Entrance, Hallway, and corridor up to Bldg. 3 restrooms.

e. Clean all lunchroom chairs and appliances with appropriate cleaner.

f. Wipe and clean interior and exterior of all metal doors, in all Main Bldgs. And Elevator Cab.

g. Wipe down rest room (tile walls), partitions, and lockers with disinfectant detergent.

C.3.4 Semi-Annual Services #1

a. Contractor shall perform the following services by January 30, 2023

b. Sweep, mop thoroughly, polish all tile floors with buffing machine, excluding ceramic tiled restrooms. Polish under and behind all moveable furniture and behind all doors approximately, 5000 sq. ft.

c. Wash the EXTERIOR surfaces of all windows and windowsills in all (3) buildings, total number of panes Bldg. 1 (48), Bldg. 2 (110), Bldg. 3 (24), (10) on 2nd floor and (14) on first floor.

d. Wipe and clean handrails for (1) interior, and (1) exterior stairways at Bldg. 3.

C.3.5 Semi-Annual Services #2

a. Contractor shall perform the following services by July 30, 2023

b. Strip old wax and apply new wax to al tile floors, behind all doors and all moveable furniture with buffing machine, excluding ceramic tiled restrooms. Approximately 5,000 sq. ft.

c. Wash the INTERIOR & EXTERIOR surfaces of windows and, windowsills in all (3) buildings, special care shall be taken around employees’ desks so as not to disturb work or belongings.

d. Wipe and clean handrails for the (2) stairways at Bldg. 3.

C.4. Performance Work Summary

Required

Performance Standards

Monitoring Method

--5x per week cleaning

a. Restrooms

· Clean and sanitize all surfaces with a germicidal disinfectant, including floors, water closets, toilets, urinals, washbasins, shower and shower curtains, mirrors, soap dispensers, paper towel dispensers, waste receptacles, door handles, surfaces, toilet/urinal partitions, and walls within the splash area of the washbasin.

· Remove trash from bathrooms, mailroom & lunchroom.

· Polish mirrors and mirror surfaces.

· Spots clean all other surfaces. Spot clean walls and other surfaces.

· Collect and remove trash and replace waste receptacle liners and sanitary napkin receptacle liners.

· Fill toilet tissue, paper towel, and soap dispensers. Each toilet shall be supplied with two spare rolls at a location designated by the Government.

· Clean and disinfect all drinking fountains (7) total

· Clean & disinfect lunchroom countertop and sink, straighten chairs stock paper towels, sweep, and wet mop floor.

· Collect trash in head house 2.

b. General Office and Common Areas

· Vacuum hallways and reception area of Bldg. 1,2&3 All daily services will be subject to visual checks by the COR.

Random Sampling of Check Lists turned in.

Customer Complaints: All complaints will be substantiated for validity.

Poor performance will result in a more stringent and additional inspections.

Required

Performance Standards

Monitoring Method

Weekly Cleaning on Friday of each week

· Services shall be performed on Fridays

· Vacuum all carpeted area of all 3-building including under and behind all movable furniture.

· Empty wastebaskets in all offices conference rooms and lab areas.

· Dust windowsills, ledges and door casings in bldg..1 reception area and bldg. 2 entrance.

· Clean interior and exterior glass doors their sills and casing of all building and elevator cab.

· Clean interior and exterior of store front glass in bldg. 1&2.

All daily services will be subject to visual checks by the COR.

Random sampling of Check Lists turned in.

Customer Complaints: All complaints will be substantiated for validity.

Poor performance will result in a more stringent and additional inspections.

Monthly Cleaning 3rd Friday of each month

· Thoroughly sweep and mop all tile, linoleum, and concrete floors except for laboratory rooms/

· Remove cobwebs from reception and entrance areas of bldgs. 1,2 &3.

All daily services will be subject to visual checks by the COR.

Random Sampling of Check Lists turned in

Customer Complaints: All complaints will be substantiated for validity.

Poor performance will result in a more stringent and additional inspections

Semi-annual #1 completed in January

Thoroughly sweep, mop and polish/buff all tile or linoleum floor behind and around movable furniture excluding ceramic tile restrooms, approximately 5000 sq. ft.

Clean exterior of all windows on all 3 bldgs. Total # of panes Bldg. 1 (48) bldg. 2 (110) bldg. 3 (24) 10 on 2nd floor,14 on 1st floor

Customer Complaints: All complaints will be substantiated for validity.

Semi-annual #2 completed in July

· Strip old wax an apply new wax to all tile floor excluding restrooms.

· Wash interior and exterior of all windows through all 3 bldgs. Special care shall be taken around employee desks so as not to disturb anything Customer Complaints: All complaints will be substantiated for validity.

C.5. General Information

C.5.1. Government Responsibilities. The Government will not be responsible for damage occasioned by fire, theft, accident, or otherwise to the Contractor's supplies, materials, or equipment in storage, or the Contractor's and their employee's personal belongings brought into the building.

C.5.2. Federal, State, and Local Codes and Laws. All chemicals used will be those commercially available which meet Federal, State, and local codes and which have been approved by the COR/CO. Information can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials. The Contractor shall use products made with recycled materials to the greatest extent possible. Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging and are phosphatefree, noncorrosive, nonflammable, and fully biodegradable. The use of caustics (acidbased cleansers) will not be approved. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable Safety Data Sheets have been furnished to the COR. No item containing a CAUTION or WARNING label will be added to the Contractor's products list until the COR has given verbal approval for its addition. The Contractor shall not use any material which the COR determines would be unsuitable for the purpose or harmful to the surfaces to which applied. Costs for correcting damage caused by misused materials will be borne by the Contractor. The CO and therefore the COR reserves the right for final approval on all materials and supplies utilized by the Contractor.

C.5.3. Occupational Safety and Health Act (OSHA). Full compliance with Federal Law and USDA Regulations requiring safety is applicable.

C.5.4. Environmental Protection Agency (EPA). Full compliance with environmental and hazardous waste management laws, rules, and regulations is applicable.

C.5.5. Fire Prevention. Fire prevention shall be exercised at all times by the Contractor and employees. All combustible material shall be used and stored in a safe manner. Contractor shall report to the COR/CO any fire hazards.

C.5.6. Tobacco Control. The Contractor and its employees shall observe the Tobacco Control requirements contained in DR4400-006, 5 U.S.C. 301; 5 U.S.C. 7901; 29 U.S.C. 666; 41 CFR 101-20.105-3; and 41 CFR 101-39.300(d) whenever performing services in or visiting Government facilities/buildings.

C.5.7. Biobased Products. The Contractor shall comply with the Farm Security and Rural Investment Act of 2002 and the Energy Policy Act of 2005 (7 U.S.C. 8102(c)(3)) as required under the clause - 52.223-1 Biobased Product Certification and 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (see Section I).

C.5.8 Use of biobased products by prospective offerors will be used in the proposal evaluation criteria.

C.5.9 Examples of acceptable Biobased products can be found at: http://www.biopreferred.gov

C.5.10 Federal Holidays

1. The Contractor will not be required to perform work on a national holiday, or the day the holiday is observed. In the event that a schedule coincides with a national holiday, the services normally scheduled for that day shall be performed either the day before or the day after the holiday. Government personnel observe the listed dates as holidays:

1) New Year's Day – 1st day of January.

2) Martin Luther King, Jr's. Birthday – 3rd Monday of January.

3) President's Day – 3rd Monday of February.

4) Memorial Day - last Monday of May.

5) Juneteenth Day- 19th of June

6) Independence Day – 4th of July.

7) Labor Day – 1st Monday of September.

8) Columbus Day – 2nd Monday of October.

9) Veteran's Day – 11th day of November.

10) Any other day designated by federal statute, executive order, or presidential proclamation.

1. When a holiday falls on a Saturday, the preceding Friday is observed. When a holiday falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not by itself be cause for an additional period of performance or entitlement to compensation except as set forth within the contract.