ATTACHMENT 2.docx

US Department of Agriculture (USDA)

Performance Work Statement

Contents

Athens Janitorial Service Project Title

General Information

1.0 Background and Purpose

Provide an overview of the program or initiative, including goals and objectives, phases of the initiatives or requirement.

This contract is for janitorial services with a Performance-Based Statement of Objectives on the Wayne National Forest, Athens District, Nelsonville, Ohio.

The Contractor shall furnish all personnel, labor, equipment, material, tools, supplies, supervision, management, and services, except as may be expressly set forth as Government furnished, and otherwise do all things necessary to or incident to, perform and provide the work efforts described in this performance work statement. The Contractor shall determine how much labor is needed to perform the task, what methods will be used to complete the job and which supplies, materials and requirements are needed. The results of the work performed under this contract will conform to the Janitorial Work Quality Requirements and the Government expects that upon daily or periodic inspections that these performance standards will be met or exceeded.

2.0 Definitions

Define any acronyms being used; provide both the acronym and the words represented by the acronym. Explain any special terms or phrases used.

Administrative Terms Acceptable Service. A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, and meet the standard, and meet the acceptable quality level before one can say that performance is acceptable for payment.

Acceptable Quality Level (AQL). The maximum allowable deviation from perfect performance that may occur before the Government will invoke payment deduction. An AQL does not allow a Contractor knowingly to offer defective service, but limits reduced payment to circumstances in which defective performance results in a measurable reduction in the value of services rendered.

Best Value. One criterion used for selecting a service contractor for award, based on comparison of the service price offered, with the quality of service offered.

Biobased. Products determined by the U.S. Secretary of Agriculture to be commercial or industrial product (other than food or feed) composed, in whole or in significant part, of biological products, including renewable domestic agricultural material (including plant, animal and marine materials, or forestry materials.

Biodegradable. Products that are non-toxic, non-petroleum, and have low VOC levels. Typically originating from plant or animal sources, which may be broken down by other living organisms.

BioPreferred. Biobased items the USDA has designated as "preferred" for purchase. It meets or exceeds USDA -established minimum biobased content requirements.

Calendar Days. Every day shown on the calendar, Saturdays, Sundays, and holidays included.

Change Order -An order issued to the Contractor by the Contracting Officer, pursuant to the "Changes" clause included in Section 1 of this contract, requiring work to be performed within the general scope of the contract.

Contract Item -A pay item designated on the bid schedule and described by a specification.

Contracting Officer (CO). -A Government employee with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contracting Officer's Representative (COR). A Government person appointed by the Contracting Officer (CO) to help the CO with the contract administration and surveillance. The duties and responsibilities of a COR are defined in the letter of designation by the CO.

Crew Foreman -The individual responsible for ensuring the contract specifications are met on the ground and that the proper inspection plots have been taken.

Defective Service. A block of service that contains one or more defects, or nonconformance with specified requirements.

Federal Acquisition Regulations (FAR). The Federal Regulations that govern Forest Service acquisitions of property and services, also supplemented by the FSAR (Forest Service Acquisition Regulations).

General Provisions - Those provisions of an administrative nature applicable to the contract.

Government. Title used to represent the United States Federal Government and its designated employees acting within their delegated contract authority. Throughout this contract the titles United States, USDA- Forest Service, Forest Service, and USFS may be used interchangeably as synonymous with Government.

Government Inspector. A Government person appointed by the CO to help the COR with the contract administration and surveillance. The duties and responsibilities of a Government Inspector are defined in the letter of designation. The Inspector's authorities are strictly limited, not to exceed the authority to issue a Contractor a Notice of Non-compliance.

"Green" purchasing: Green Purchasing is the method wherein environmental and social considerations are taken with equal weight to the price, availability and performance criteria that are used to make purchasing decisions. Green Purchasing is also known as "environmentally preferred purchasing (EPP), green procurement, affirmative procurement, eco-procurement, and environmentally responsible purchasing" particularly within the US Federal government agencies. Green Purchasing minimizes negative environmental and social effects through the use of environmentally friendly products. Green purchasing attempts to identify and reduce environmental impact and to maximize resource efficiency. Examples include: Recycled content products, also known as Comprehensive Procurement Guideline (CPG) Items; Energy Star. And energy efficient products; standby power devices; Alternative fuel vehicles/alternative fuels; Biobased products; Nonozone depleting substances, as well as Environmentally preferable products (EPP), etc.

Labor Standards Provisions - Those statutory and regulatory requirements pertaining to the Contractor's employees and employment practices.

Performance Based Service Contract (PBSC). A service contract that (1) Describes requirements in terms of results required rather than the methods of performance of the work; (2) Use measurable performance standards (i.e., terms of quality, timeliness, quantity, etc.) and quality assurance surveillance plans; (3)Specifies procedures for reductions of fee or for reductions to the price of a fixed-price contract when services are not performed or do not meet contract requirements; (4) May include performance incentives where appropriate.

Performance Requirements Summary (PRS). Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the Contractor.

Period of Performance (also Performance Period or Contract Time). The number of calendar days allowed in this contract for completion of the contract work. Once begun on the official start date, the period of performance will be counted in consecutive calendar days, including Sundays and holidays. This time may be suspended by Government issuance of one or more written Suspend Work Order/s.

Quality Assurance. Those actions taken by the Government to assure services meet the requirements of the Performance Work Statement (PWS). Government inspection for quality assurance does not substitute for the Contractor's quality control.

Quality Assurance Surveillance Plan (QASP). An organized written document used for quality assurance surveillance. The document contains specific methods the Government will use to perform surveillance of the contractor.

Quality Control. Those actions taken by a Contractor to control the performance of services so that they meet the requirements of the PWS. The methods for inspecting for quality control are described in the Contractor's Quality Control Plan (QCP).

Random Sampling. A sampling method in which each service output in a unit has an equal chance of being selected. A method of inspecting a few individual items in a lot to determine the quality of that lot against the standard.

Specifications - That portion of the contract comprising a description of the general and technical requirements for materials, products or services to be furnished under the contract.

Standard. An acknowledged measure of comparison.

Work Order - An order written by the COR, which directs the Contractor to correct deficient performance. It may also be used to document satisfactory completion of units and give permission for the Contractor to begin work on additional work units.

Technical Terms Bare Floors: Vinyl, laminate, wood, tile and other similar hard/resilient-type floors.

Carpeted Floors: Wall to Wall carpeting and area rugs.

Dispensers: Paper towel, toilet paper, toilet seat cover, sanitary napkin, and soap dispensers.

Entirety: The whole or total amount of something.

Fixtures: Toilets, urinals, lavatories, sinks, drinking fountains, mop sinks, break-room microwaves, and shower stalls.

Glass Surfaces (Both Sides): Plate glass entrance doors to offices within the facility. Glass surrounding entrance doors to offices. Glass in doors and vestibule in interior of office building. Glass hanging over visitor center counter between customer area and employee area.

Occupational Exposure: means reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potential infectious body fluids that may result from the performance of an employee’s duty.

Room Cleaning: All interior areas of the building specified regardless of use. Specific areas requiring special leaning will be identified.

Toilet Rooms/Restrooms: Toilet rooms, shower rooms, and janitor closets Surfaces: Walls, ceilings, windowsills and frames, blinds, doors and door frames, light fixtures, radiators, perimeter units, vents, grilles, office furniture, break-room tables and chairs, and shower stalls.

Windows (Both Sides): Glass in external walls of buildings.

Waste Receptacles/Trash Service: Wastebaskets, trash cans, and sanitary napkin disposal units; tubs/bins or containers marked “Recycling”.

Contractor Requirements

3.0 Technical Requirements / Tasks

State each objective, task, or activity. Identify expected or desired outcome(s). Include provisions for the contractor to comply with all relevant quality standards. Identify any specific skill requirements needed to successfully complete the work.

The Contractor shall submit the following to the Contracting Officer as indicted in this document:

Information for FAR 52.204- 9 and AGAR 452.204- 71 Upon hiring a new employee and beginning of contract.

Written List of Personnel Working on the contract Ten Days after Contract is awarded and each time a new employee starts.

Written Notice of Designated Representative At post award meeting and revised when necessary.

throughout the contract.

4.0 Deliverable / Schedule

All written deliverables shall be phrased in layperson language.

· Where a written milestone deliverable is required draft format, indicate a completion time for review of the draft formatted deliverable, e.g. within ___ calendar days from date of receipt. The agency shall also indicate the number of business days the contractor has to deliver the final deliverable from date of receipt of the government’s comments.

· To the maximum extent possible, state requirements in terms of (a) functions to be performed; (b) performance required; or (c) essential physical characteristics. Define in terms that encourage Offerors to supply commercial items, or, to the extent that commercial items suitable to meet the agency’s need are not available, non-developmental items. Allow the contractor to devise and propose one or more solutions to satisfy the requirements.

· Sample Text - Tasks and Associated Deliverables: Timely submission of deliverables is essential to successful completing this requirement. Schedules for deliverables are specified in Exhibit B. All deliverables shall be prepared and submitted according to format, content, and schedule described in the SOW. All “hard copy” deliverables will be submitted on recycled content paper and printed double-sided.

· Sample Text - Reporting Requirements: The contractor is required to provide written progress reports {insert frequency, e.g. monthly} for the period {specify contract period or project duration}. The original and {specify number} copies are required. The progress report shall cover all work completed during the specified period and shall present the work to be accomplished during the subsequent period. This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation.

Example 1 Key Deliverables

Example 2 Key Deliverables

The janitorial work to be performed under this contract is at the Athens Ranger District office and Fire Operations office. The office is located at 13700 US HWY 33, Nelsonville, OH, 45764. The Fire Operations office is adjacent. The office has a total of approximately 14,775 square feet (1st floor 8593, 2nd floor 3960, 3rd floor 2,222) of floor area to be serviced of which approximately 10,878 square feet is carpeted, and the remainder are bare floor areas. There are 6 restrooms (4-1st floor and 2-2nd floor), 1 kitchen (1st floor) and 2 kitchenettes (1-1st floor conference room, 1-2nd floor hall). The Fire Operations Office has a total of approximately 800 square feet of floor area to be serviced all of which is bare/ tile floor area and includes 2 bathrooms and a kitchenette. The location, size, and other pertinent information are described in the attached plan.

Frequency of Service and Cleaning Hours A. Frequency of Service (Daily Basis) The contractor will provide services five times a week (Monday through Friday, unless otherwise agreed to by the Contractor and the Contracting Officer’s Representative).

No work shall be performed outside of the above listed days.

Quarterly carpet cleaning service will be scheduled to be performed on Friday after the regular scheduled cleaning service or on Saturday to allow the maximum time possible for the carpet to dry outside of regular office business hours which are Monday through Friday 8:00 a.m. to 4:30 p.m. This service will be conducted the first Friday or Saturday of the following months: October, January, April, and July.

B. Hours of Work Unless otherwise agreed to by the Contractor and the Contracting Officer’s Representative, work shall be performed between the hours of 5:00 p.m. and 12:00 a.m. on regular office business days which are Monday through Friday.

No work will be performed on the following Government Holidays: Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Independence Day, and Labor Day.

In the event services are not provided or required because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of the Congress to appropriate funds, etc., the Contracting Officer shall either:

1. Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

2. Forego the work and reduce payment due to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the "per month" fixed price divided by 20 days per month and then multiplied by the number of days services were not provided. Appropriate adjustments will be made by the Contracting Officer in the event services are provided for portions of days, or

3. Reschedule the work on day(s) satisfactory to both parties. Except as noted in the schedule of work, work shall not be required on federal holidays.

BioBased Products and Certification Background Congress passed a law to encourage the purchase of biobased products: the Farm Security and Rural Investment Act, Section 9002. Federal agencies must purchase designated biobased products and will establish agency preferential procurement programs for such products. Benefits of biobased products are to: enhance the nation's energy security by substituting domestically produced biobased products for fossil fuel based products derived from imported oil and natural gas; improve demands for biobased products to increase demand for agricultural commodities, which are the feedstock of biobased products; spur the development of value added agricultural processing and manufacturing in rural communities, which would create new jobs and income in rural regions; and establish an healthier environment for users.

Supplies, Materials, and Equipment to be Provided by the Contractor Unless otherwise specified herein, the Contractor shall furnish all supplies, materials, and equipment necessary for the performance of work under this contract. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the Contracting Officer.

The Contractor must submit to the Contracting Officer a list of product to be utilized in the performance of its work. The Contractor shall not use any materials, chemicals, or compounds that the Contracting Officer, determines to be unsuitable to perform the required work. The Contractor shall utilize products and material made from biobased materials (e.g., biobased cleaners, biobased degreasers, biobased laundry detergent) to the maximum extent possible. For the biobased content products evaluation, products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Biobased Products List (DBPL). If requested in the contract, Contractors shall provide data for their biobased solvents and cleaners to document the level of biobased content. Any biobased product that the Contracting Officer suspects does not meet USDA specifications or standards shall be tested at the Contractor's expense by an independent laboratory qualified to perform such tests. A copy of the laboratory report of findings shall be submitted to the Contracting Officer.

These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

Biobased Products to Be Provided by the Contractor 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 products. The Contractor shall utilize the greatest number of biobased products available that meet applicable health and environment specifications.

It is desirable that the Contractor be able to supply the greatest number of biobased products listed meeting the health and environmental specifications. Labeling should be printed on all containers.

Also reference the BioPreferred Program Product Categories located in the Exhibits.

The offered products must meet the required content levels as stated in the USDA Final Rule for that designated item. Products which do not meet the mandatory specifications or for which the appropriate information has not been submitted will be disqualified from further consideration.

Required Submittals and Reports All vendors shall submit with their initial proposal a complete list of products that are to be used in carrying out the requirements of the contract along with an estimated price. Additionally, the winning Contractor shall report all products in accordance with FAR 52.223-2. A copy shall be also submitted to the Contracting Officer. The products list shall be organized into the following categories: Designated Biobased products, Non-designated Biobased products, and all other "Green" products (e.g. recycled content products, energy- and water-efficient products, products using renewable energy, and alternatives to hazardous or toxic chemicals). The Contractor shall list volume to be used and total cost for each individual product in each category. This information will be used for reporting purposes and to determine the reasonableness of cost.

Once USDA designates a biobased item that is part of the existing contract, the Contractor may utilize the remainder of the biobased products that was originally purchased to carry out the requirements of the contract. Once the product has been completely consumed, the Contractor shall replace that product with a product that meets the requirements and specifications of the designated Item. The Contracting Officer shall inform the Contractor when an item has been designated. Additionally, the Contractor will provide supporting documentation if there is an upward cost impact so that contract pricing can be adjusted accordingly. Likewise, the contract will be adjusted downward if so warranted. To the greatest extent feasible, the Contractor shall also use biobased products.

A. Operations Plan. The Plan must be reviewed and updated annually, and as required by the Contracting Officer. The Plan must contain and define the following elements and be submitted within thirty (30) days of contract award:

1. The Contractor's written policy stating its commitment to the use of biobased products, employee health and safety, and sound environmental management practices;

2. Proposed biobased cleaning-products that must be selected in accordance with the criteria included in this Solicitation. At a minimum, the Plan must identify products by brand name for each of the above product types;

NOTE: Contractors may propose more than one product within a designated item and/or propose a product or products addressing more than one designated item

3. If for some reason the product is found later to be ineffective, or the Contractor would otherwise like to propose an alternative product, either the Contractor or Contracting Officer may propose for consideration an "equal" product. The Contracting Officer is the final decision-maker for such substitutions and must approve each in writing;

4. Product Use and Cleaning Guides which define standard operating procedures for instructing staff in the following areas: the proper use, storage, and disposal of cleaning products; proper cleaning procedures; proper operation of equipment; and other procedures/instructions to accomplish work under this contract; and

5. The Contractor shall define proper procedures for the storage of hazardous materials in conformance with good housekeeping practices, the National Fire Prevention Association (NFPA) Code, and applicable Federal and municipal regulations. The Plan also must define proper procedures for the identification and disposal of hazardous wastes in accordance with Federal RCRA regulations prior to use with personnel.

6. The Contractor shall provide data on the quantity and dollar value of biobased products used in the contract. This shall be reported in accordance with FAR 52.223-2.

B. Affirmative Procurement Program: The Contractor must implement the requirements of the agency's comprehensive Affirmative Procurement Program for the purchasing of biobased products to the maximum extent possible. The Contractor shall detail how it intends to keep abreast of the development and increasing availability of biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (SEPT 2013)

(a) In the performance of this contract, the contractor shall make maximum use of biobased products that are United States Department of Agriculture (USDA)-designated items unless-

(1) The product cannot be acquired-

(i) Competitively within a time frame providing for compliance with the contract performance schedule;

(ii) Meeting contract performance requirements; or

(iii) At a reasonable price.

(2) The product is to be used in an application covered by a USDA categorical exemption (see 7 CFR 3201.3(e)). For example, all USDA-designated items are exempt from the preferred procurement requirement for the following:

(i) Spacecraft system and launch support equipment.

(ii) Military equipment, i.e., a product or system designed or procured for combat or combat-related missions

(b) Information about this requirement and these products is available at http://www.biopreferred.gov.

(c) In the performance of this contract, the Contractor shall-

(1) Report to http://www.sam.gov, with a copy to the Contracting Officer, on the product types and dollar value of any USDA-designated biobased products purchased by the Contractor during the previous Government fiscal year, between October 1 and September 30; and

(2) Submit this report no later than-

(i) October 31 of each year during contract performance; and

(ii) At the end of contract performance.

Certification For certification reference clause FAR 52.223-1, Biobased Products Certification, located in this solicitation

Chemical Products

A. CHEMICAL PRODUCTS

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA); Food, Conservation, and Energy Act of 2008; Executive Order (EO) 13423, "Strengthening Federal Environmental, Energy, and Transportation Management;, " EO 13514, "Federal Leadership in Environmental, Energy, and Economic Performance;" and the Federal Acquisition Regulation to provide biobased products. All custodial cleaning products required in the performance of this SOW shall be biobased and meet as a minimum, Green Seal Product Standards (http://www.greenseal.orgl). Biobased products that are designated for preferred procurement under USDA's BioPreferred program must meet the required minimum biobased content standards as listed below:

Adhesive and Mastic Removers (BP) 58% - Minimum Biobased Content Graffiti and Grease Removers (BP) 34% - Minimum Biobased Content Sorbents (BP) 89% - Minimum Biobased Content Carpet and Upholstery Cleaners - 54% - Minimum Biobased Content General Purpose (BP) Carpet and Upholstery Cleaners - 7% - Minimum Biobased Content Spot Removers (BP) Glass Cleaners (BP) 49% - Minimum Biobased Content Bathroom Cleaners (BP) 74% - Minimum Biobased Content Floor Strippers (BP) 78% - Minimum Biobased Content Dust Suppressants (BP) 85% - Minimum Biobased Content The Contractor shall provide a list of all chemical products proposed for use under this contract to the COR for review and approval. If it is determined that a product does not meet Government performance requirements, the Contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance. Any products currently in use that do not meet minimum biobased standards shall be replaced once the current supply is exhausted. The Contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied or, as might be the case for such items as paper or soap products, unsatisfactory for use by occupants.

The Contractor shall maintain the smallest possible inventory of chemical products as necessary to meet immediate needs. All chemical containers will have the appropriate label, tag or marking prominently displayed that indicates the identity, safety and health hazards. The label used to identify the product must be identical to the product name on the material safety data sheets (MSDS).

Portable containers which contain a small amount of chemical need not be labeled if they are used immediately during that shift but must be under the strict control of the contractor employee using the product.

At the start of the contract, the contractor shall provide the Contract Officer an inventory of all cleaning products and chemicals to be used and stored on the premises. The inventory shall include the following information:

The inventory shall be updated whenever products are added or removed from use.

B. NON-CHEMICAL PRODUCTS

All non-chemical products proposed for use under this contract must conform to the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) (http://www.epa.gov/cpg) for recovered (recycled) content if the products are CPG-designated items. Requirements for bathroom tissue, paper towels, and trash bags are explicitly stated below:

1. Bathroom tissue -The bathroom tissue must contain at least 20-100% recovered fiber, including at least 20- 60% post-consumer fiber.

2. Paper Towels -The paper towels must contain at least 40-100% recovered fiber, including at least 40-60% post-consumer fiber.

3. Plastic trash bags -The plastic trash bags must contain at least 10-100% post-consumer content.

For non-chemical products that are not CPG-designated, it is desirable for those products to meet the desired objective (e.g., ability to clean effectively) and contain the highest-possible amounts (by percentage) of recovered material(s) and post-'consumer content, unless specific content requirements are set by the Forest Service. Additional information on recycled content products is available at the California Integrated Waste Management Board's Recycled-Content Product Directory webpage (http://www.ciwmb.ca.gov/rcp/).

Green Cleaning and Maintenance Policy Green cleaning is a planned and organized approach to cleaning that is designed to protect the occupants and worker health and reduce the impact on our human health and our environment. Unlike a traditional cleaning program, a green janitorial program takes a holistic approach to facility cleaning. It goes beyond simple appearances to focus on health and the environmental impacts. Green Cleaning incorporates stewardship, communication, selection of cleaning chemicals, janitorial equipment, paper, supplies, and procedures and methods in which the cleaning is accomplished.

The Contractor shall take every precaution to ensure that if available only safe and environmentally preferable products are used. Preference shall be given to cleaning products that are biopreferred or biobased, then to products meeting the criteria under Green Seal's Standard GS-37 for Commercial and Institutional Cleaners, RCRA Section 6002, Comprehensive Procurement Guidelines (CBG) and Executive Order 13101.

Preference shall also be given to concentrate cleaning chemicals that use ecologically sound packaging, are phosphate-free, non-corrosive, non-combustible, non-poisonous, non-reactive, bio-based and fully biodegradable. In addition, floor finishes and floor maintenance products that are free of heavy metals, such as zinc are preferred.

The intent of this Green Cleaning and Maintenance Policy is to improve the health and well-being of building occupants and maintenance personnel by reducing their exposure to potentially hazardous chemical, biological, and particulate contaminants that are common with standard cleaning products and practices. The Contractor shall adhere to all guidelines listed below.

Sustainable Cleaning Products and Materials:

Sustainable purchasing methods shall be implemented for all cleaning materials and products, disposable janitorial paper products, and trash bags used in the certified building. A log shall be kept of all cleaning products and materials to document that they meet the following requirements.

(see www.greenseal.org,www.environmentalchoice.com, and www.ecologo.com for descriptions of green cleaning standards):

General cleaning products:

• general-purpose, bathroom, glass, and carpet cleaners : Green Seal GS-37

• cleaning and degreasing compounds: Environmental Choice CCD-110

• hard-surface cleaners: Environmental Choice CCD-146

• carpet and upholstery care: Environmental Choice CCD-148

Disinfectants, metal polish, floor finishes, and strippers:

• floor care products: Green Seal GS-40

• digestion additives for cleaning and odor control: Environmental Choice CCD-112

• drain or grease traps additives: Environmental Choice CCD-113

• odor control additives: Environmental Choice CCD-115

• hard floor care: Environmental Choice CCD-147

• disinfectants, metal polish, and floor finishes not to exceed maximum allowable voc levels

Disposable janitorial paper products and trash bags:

• Comprehensive Procurement Guidelines for Janitorial Paper and Plastic Trash Can Liners

• paper towels and napkins: Green Seal GS-09

• janitorial paper products to be derived from rapidly renewable resources or made from tree-free fibers

Hand soaps:

• no anti-microbial agents (other than as a preservative) except where required by health codes and other regulations

• industrial and institutional hand cleaners: Green Seal GS-41

• hand cleaners and hand soaps: Environmental Choice CCD-104 Sustainable Green Cleaning Equipment:

All janitorial equipment used in the certified building shall be selected according to the guidelines listed below, and shall serve to reduce building contaminants and minimize environmental impacts with each use. A log shall be kept for all powered cleaning equipment to document the date of equipment purchase and all repair and maintenance activities, and shall include vendor specification sheets for each type of equipment used in the certified building. Cleaning equipment shall meet the following requirements:

• Vacuum cleaners shall be certified by the Carpet and Rug Institute "Green Label" Testing Program (www.carpet-rug.org) for vacuum cleaners and operate with a sound level of less than 70dBA.

• Carpet extraction equipment used for restorative deep cleaning shall be certified by the Carpet and Rug Institute's "Seal of Approval" Testing Program for deep-cleaning extractors.

• Powered floor maintenance equipment (including electric and battery-powered floor buffers and burnishers) shall be equipped with vacuums, guards, and/or other devices for capturing fine particulates and operate with a sound level of less than 70dBA.

• Automated scrubbing machines shall be equipped with variable-speed feed pumps and onboard chemical metering to optimize the use of cleaning fluids or shall use only tap water with no added cleaning products.

• Battery-powered equipment shall be equipped with environmentally preferable gel batteries.

• Powered equipment shall be ergonomically designed to minimize vibration, noise, and user fatigue.

• Equipment shall be designed with safeguards, such as rollers or rubber bumpers, to reduce potential damage to building surfaces.

Standard Operating Procedures:

It shall be standard operating policy for the janitorial company to encourage all employees and staff to become familiar with the approved cleaning products and procedures, whether or not all staff will be involved in the cleaning of the certified building. A log shall be kept of all cleaning products and materials, indicating the date of purchase and quantity purchased, and including manufacturer's instructions for use and documentation that the product's sustainable features meet the requirements set forth in the "Sustainable Cleaning Products and Materials" section of this policy.

All employees that will be involved in the cleaning and maintenance of the certified building shall be thoroughly trained in the hazards, use, maintenance, disposal, and recycling of cleaning chemicals, dispensing equipment, and packaging for all cleaning products, materials, and equipment used in the building.

If a new item is introduced to the cleaning palette at any point, it shall be added to the log and a training seminar shall be held for all that may potentially use the product. All required and recommended manufacturer’s instructions shall be discussed in these seminars and shall be followed at all times. It shall be standard policy that all product packaging be recycled whenever possible.

Hand Hygiene Strategies:

Each restroom in the certified building is equipped with easily accessible soap dispensers to encourage the regular washing of hands. Building tenants will be encouraged to incorporate a standard for washing hands and/or using waterless hand sanitizer to avoid the spread of germs.

Handling and Storage of Cleaning Products and Materials:

All cleaning supplies and products shall be stored in designated areas (i.e., janitor's closets) only. At no time should the janitorial company leave any product unattended in any other location in the building. Should a product require mixing or preparation prior to its use, such preparation shall occur in a designated area only, and the product shall be ready for use before being moved out of such area. Cleaning and maintenance staff shall be familiar with the manufacturer's handling and storage requirements and shall follow them at all times. Should a product be spilled or mishandled at any point, manufacturer's recommended instructions shall be strictly followed during cleanup and removal, and all traces of the product shall be thoroughly removed from the location where the incident occurred. Such situations shall be documented in the log, including documentation of the cleanup procedure.

Building-Specific Staff Training:

Cleaning and maintenance staff shall be familiar with the requirements and limitations of all surfaces and building finishes that they will be cleaning in the certified building, so as not to damage the building in any way. All required and recommended manufacturer's cleaning instructions for building finishes shall be adhered to at all times. Packaging shall be properly disposed of, recycled when possible, and placed directly in the exterior trash/recycling area rather than left in the building for tenants to deal with. All chemicals shall be properly disposed of, recycled when possible, following the strictest environmental and manufacturers' requirements.

Feedback and Evaluation Procedures:

It is recommended that the janitorial company perform an annual "building appearance audit" in accordance with APPA Leadership in Educational Facilities' "Custodial Staffing Guidelines" to determine the appearance level of the facility. Any feedback on the cleaning quality given by building occupants shall be taken into consideration, and adjustments shall be made to improve the quality of cleanliness whenever necessary. The building owner's representative shall make an annual evaluation of the cleaning program's effectiveness and bring any problem areas to the attention of the janitorial company's representative.

Note: This ID Credit Green Cleaning and Maintenance Policy was influenced by LEEDEBOM IEQp3, IEQc3.1, IEQc3.2, IEQc3.3, and IEQc3.4, dated November 2008.

5.0 Government Furnished

List any government-furnished support, data, property or facilities. Describe government responsibility for reviewing and approving reports and final products generated under the contract. If the contractor will require access to government facilities, identify the facility location and specific area. Identify any federal holidays or other times when access may be restricted.

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the "Government Property" FAR clause contained elsewhere in the contract.

The Government will provide:

a. Water and electricity to perform the contract requirements.

b. Wastebaskets and recycling bins.

c. Space in the facility for the storage of an inventory of supplies and equipment which will be used in the performance of work under the contract. The Contractor shall maintain this space in a clean, neat and orderly condition. Equipment (i.e., mops, pails, cleaning cloths, etc.,) shall be disinfected to prevent odors and stored out of sight. The Contractor will not store any flammable or explosive liquids such as gasoline in the facility. The Government will not be responsible in any way for damage or loss to the Contractor's stored supplies, materials, replacement parts, or equipment.

d. Heating and air conditioning (if available) of space to be cleaned is provided only during official working hours of facility occupants.

6.0 Travel

Identify any travel requirements, locations involved, number of trips (if known), and duration of anticipated travel. Specify responsibility for travel reimbursement, e.g., the contractor or the Government. If the travel will be reimbursed by the Government, discuss the method of reimbursement, e.g., in accordance with Federal/agency travel regulations. State the Government official authorized to approve contractor travel, e.g., the Contracting Officer or Contracting Officer Representative.

No travel requirements exist.

7.0 Contractor’s Key Personnel

Describe positions which are considered key to successful performance of the contract and the information required to support key personnel qualifications, e.g., experience which correlates to SOW requirements, education, and past performance on similar projects. Specify if resumes are required and provide resume format if appropriate.

Contractor Supervision and Listing of Employees The Contractor shall have adequate supervision during contract performance to ensure that all cleaning functions are performed. The on-site supervisors and/or alternatives shall be available at all times when the contract work is in progress. No Government employees are authorized to exercise either direct or indirect supervision over, or provide directions to, the Contractor's employees.

The Contractor shall provide in writing to the Contracting Officer at least ten work days after contract award and updated as employees change the name(s) and telephone number(s) of on-site supervisors.

This information is for the Government's use in contacting a supervisor should the need occur when a supervisor is not on-site.

When Contractor employees leave, the Contractor shall makes sure all keys are returned. In addition, the Contractor shall notify the change in employees in writing.

Qualifications of Supervisory Employees The Contractor shall only assign fully trained personnel capable of accomplishing all of the requirements in this contract. Personnel shall be trained in customer service, customer relations, and proper response to building alarms, building fires and security procedures. The Contractor shall employ experience, competent supervisory personnel capable of providing ongoing training to employees' accomplishing the work and quality requirements under this contract. The on-site supervisor shall understand and speaks fluent English and able to communicate effectively with their staff and Contracting Officer.

a. The supervisor shall have in-depth knowledge of effective methods of cleaning, managing a contract staffing, quality control, products, supplies and equipment.

b. The supervisor shall be completed a supervisory training course and have prior custodial experience in project management of similar size and type building as covered by this contract.

Qualifications of Other Contractor Personnel The Contractor shall only assign fully trained personnel capable of accomplishing all of the requirements in this contract. Personnel shall be trained in custodial type of work, customer service, customer relations and proper response to building alarms, building fires and other security measures.

The personnel employed by the Contractor shall be capable employees, trained and qualified in custodial type work.

Personnel Training All Contractor employees are required to attend an orientation conducted by the C.O.R. The orientation will include an explanation of the occupant agency's function and a tour of the building/facility. It will also familiarize Contractor employees with key client agency personnel and areas of the building/facility requiring special attention.

The Contractor is required to provide necessary and on-going client relations training for their employees. This training will stress the importance of conflict avoidance and problem resolutions. Emphasis will be placed on grooming, proper attire, and the importance of professionalism and courtesy in day-to-day contacts with building occupants and visitors.

The Contractor's employees shall be familiar with the facility fire alarm and security system. All employees shall be trained on the procedures to follow in the event of fire or other emergency.

The Contractor shall make arrangements with the C.O.R. to review the on-site building safety measures and the facility fire alarm and security system within two weeks from award.

The C.O.R will notify the Contractor if any system has been revised, and if applicable, will request another meeting with the Contractor to go over new procedures.

8.0 Security Requirements

Specify security requirements that apply to the contract performance. Specify the level of clearances required and identify positions that are applicable.

No security requirements apply; however, it is expected all contractor and contractor employee’s will maintain confidentiality of any work seen, heard, or come across in their cleaning service work.

9.0 Data Rights

If data is to be produced, furnished, acquired, or used in meeting contract requirements, delineate the respective rights and obligations of the government and the contractor regarding the use, production, and disclosure of that data.

Insert Data Rights Here

10.0 Section 508 - Electronic and Information Technology Standards If information technology is to be acquired, include language describing Section 508 requirements.

Insert Section 508 Here

11.0 Performance Requirement Measures

Indicate how the government will measure the contractor's performance for specific tasks or work critical to the mission essential items).

· Payment deduction is generally a remedy for non-performance, not as an incentive. Non-Monetary incentives may include award term contract arrangement (contractor is awarded periods of performance) or Past Performance for quality level of performance.

· Below is an example of Performance Requirement Measure and Surveillance:

% for NOT meeting the Task

Example