Attachment 2 Peformance Work Statement.docx

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

Ninemile Ranger District

Janitorial Services –Ninemile Ranger District

Contents General Information

General Information

1.0 Purpose and Background

1.1 Purpose

This contract is to provide custodial/janitorial services within Government-owned facilities for a base plus four-year option period. These specifications listed herein are intended to describe the requirements for janitorial services during this period.

1.2 Background

Location and Description: The Ninemile Ranger District is located approximately 30 miles west of Missoula, MT. Follow Interstate 90 west from Missoula to Exit 81. Follow the signs to the “Historic Ninemile Ranger District” approximately three miles from the exit. The physical address is: 20325 Remount Road, Huson, MT 59846.

Main Office – Floor area is approximately 2,800 square feet. This includes main floor offices, hallways, stairs, one bathroom and supply and computer rooms downstairs. This office has 18 windows and 2 single doors with panels.

Timber Office – The timber office is 2,980 square feet. First floor offices, hallways, stairs; 2 upstairs offices and hallway; basement stairs, two bathrooms and conference/break room. This office has 14 windows and 2 single doors with panels.

Visitor Center – The visitor center is approximately 2,046 square feet. Conference room, main visitor center and two bathrooms. This office has 20 windows and 1 single door with panels.

Fire Office – The fire office is approximately 2,968 square feet. Main floor offices, 1 bathroom, kitchen area, conference room; upstairs offices, hallway, stairs; basement supply/storage rooms and 1 bathroom. This office has 11 windows, and 2 single doors with panels that have upper windows.

Site Visit. Offerors or quoters are urged and expected to conduct a site visit where services are to be performed. This helps adequately familiarize themselves with any general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Interested parties desiring to conduct a site visit should contact joanne.meiers@usda.gov.

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

Contractor Requirements

2.0 Scope

The Contractor shall provide all personnel, equipment, materials, facilities, supervision, management, and transportation necessary to fulfill the requirement of this Performance Work Statement (PWS) in accordance with the regulatory, references, and information sources provided within this PWS and any subsequent regulatory or policy changes. Contractor shall ensure building is free of dirt, grime, and other foreign matter so that the facility presents a pleasant, healthy, and safe work environment for employees.

2.1 Schedule of Services

Work hours are between the hours of 1800 to 0600, excluding Federal Holidays. A weekend may be substituted for the last workday.

Periodic cleaning shall occur monthly and semiannually, as outlined in Section 5.2. Basic cleaning services for the Main Office, Timber Office, Visitor Center, and Fire Office Buildings shall occur each year at the following frequency:

September 15 to March 31 - Once per week April 1 to September 14 - Twice per week

The Contractor is not required to provide service on Federal Holidays except in emergency situations (e.g., broken water pipes, commode, or urinal overflow, etc.). Services interrupted due to Federal holidays shall be rescheduled for the following day.

The holidays are as follows:

· New Year’s Day, January 1*

· Birthday of Martin Luther King, Jr., third Monday in January

· Washington’s Birthday, third Monday in February

· Memorial Day, last Monday in May

· Juneteenth National Independence Day, June 19*

· Independence Day, July 4*

· Labor Day, first Monday in September

· Columbus Day, second Monday in October

· Veteran’s Day, November 11*

· Thanksgiving Day, Fourth Thursday in November

· Christmas Day, December 25*

*First Monday after holiday if holiday falls on Sunday or Friday before if holiday falls on Saturday.

3.0 Tasks

3.1 Basic Cleaning:

· Maintain Floors. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and are free of dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards and furniture. Trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

· Remove Trash. All trash containers shall be emptied and returned to their initial location. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

· Clean interior glass/Mirrors. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc.

· Clean Drinking Fountains and Water Dispensing Machines. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil. Water dispensing machines, found in the Timber Office and Fire Offices, shall be wiped down and disinfected.

· Clean Stairways. All floor surfaces shall be cleaned in accordance with standard commercial practices. Grease and grime shall be removed from stair guards, handrails, and baseboards.

· Vacuum Carpets. Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. Any spots shall be removed by carpet manufacturers’ approved methods as soon as noticed.

· Clean Carpets. Spot clean or shampoo dirty carpets over an area of 2 square feet or less. Spots must be removed immediately.

· Vacuum and Clean Floor Mats. Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

· General Dusting. Perform in accordance with standard commercial practices.

· Clean and Disinfect Restrooms. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. Work shall be done in accordance with standard commercial practices.

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

· Stock Restroom Supplies. The contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, the contractor shall refill within one (1) day of notification.

3.2 Periodic Cleaning Services:

· Strip, Scrub, Seal, and Wax Floors. Strip, scrub, seal, and wax floors as necessary to maintain a uniform flossy appearance, non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.

· Clean Interior Windows. Clean all glass surfaces in accordance with standard commercial practices.

· Clean Exterior Windows. Clean all glass surfaces in accordance with standard commercial practices.

4.0 Performance Requirement Measures

The Performance Requirements Summary (PRS) table threshold briefly describes the minimum acceptable levels of service required for each requirement.

2% deduction from established monthly rate for the entire room or area being serviced when standards are not met.

5.0 Deliverables/Schedule

5.1 Frequency of Basic Services

Main Office, Timber Office, Visitor Center, Fire Office September 15 - March 31

Main Office, Timber Office, Visitor Center, Fire Office April 1 and September 14

5.2 Minimum Required Standards

6.0 Contractor Personnel Qualifications

6.1. Experience. The Contractor and Contractor’s employees shall be capable and experienced in janitorial work to perform the services under this contract.

6.2. Contractor Representative. The Contractor shall name a Contractor Representative who is authorized to act on behalf of the Contractor for the purposes of the Contract.

6.3. Roster of Employees. A roster of Contractor employees working under this contract shall be submitted to the Government. Subsequent changes to the roster shall be submitted to the CO and COR, in writing, at least 7 days prior to any change and shall include a copy of that employee’s security background check that has been performed by the Contractor.

a. Contractor employees shall be free from communicable disease.

b. The CO may require dismissal from the workplace of Contractor employees who the CO deems incompetent, insubordinate, objectionable, or whose continued employment is deemed contrary to the public interest as well as any employee who does not pass the Government Background Investigation.

7.0 Contractor Quality Control

The Contractor is responsible for management and quality control to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met. The Contractor shall provide a site-specific Quality Control Plan (QCP) including an inspection system that will be used in the performance of the contract. A QCP tailored to this project site shall be submitted for review and approval by the CO.

The Contractor shall ensure all requirements of the contract are addressed in the QCP. The QCP shall be a system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable or is brought to the Contractor’s attention by the COR. The importance of a QCP that covers all services is critical to the successful performance of this contract. The QCP shall include, but is not limited to the following:

7.1. Inspection System. An inspection system tailored to the specific building(s) which covers all services/tasks stated in the Performance Standards of this contract. The Contractor shall devise a checklist for use during inspections and provide the name of the individual who will perform the inspections. The inspection checklist must be signed and dated by the inspector at the time the inspection is completed. Inspection shall be conducted at the end of each work shift.

7.2. On-site File. An on-site file of all inspections conducted by the Contractor and the corrective action required and subsequently taken shall be located in an area agreed to by the COR and shall be available to the Government at all times in order that the COR may compare inspections performed by the Contractor’s inspector against the actual conditions which exist at the time of the inspection by the COR.

7.3. Performance of Tasks. A description of how tasks will be performed to achieve the identified quality standards shall be included in the QCP.

7.4. Updates to QCP. The QCP shall be kept current and shall reflect pertinent contract modifications and building changes. The Contractor shall maintain a current copy of the QCP and the janitorial contract at the worksite.

7.5. Safety Plan. Contractor shall submit a safety plan to the Contracting Officer, in compliance with the Occupational Safety and Health Administration (OSHA). The Contractor may submit the site-specific safety plan with their quote package. A safety plan shall be submitted at the time of the post award meeting. The Contractor shall follow all OSHA and Federal and State safety requirements.

8.0 Government Quality Assurance

Any inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Government shall be resolved in accordance with clause 52.212-4(a) Inspection/Acceptance.

The CO/COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in this contract. In the event of a rejected deliverable, the Contractor will be notified in writing by the CO/COR of the specific reasons for rejection. The Contractor will have five business days to correct the rejected deliverable and return it per delivery instructions.

Work that does not meet the contract requirements will be brought to the Contractor’s attention. Repetitive or continuous failure to meet contract requirements may result in a quality adjustment to payment of the Contractor’s right to proceed may be terminated

9.0 Contracting Officer’s Representative (COR)

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: 1) assure that the Contractor performs the technical requirements of the contract; 2) performs inspections necessary with performance; 3) maintains written and oral communications with the Contractor concerning technical aspects of the contract; 4) issues written interpretations of technical requirements to the CO, including Government drawings, designs, and specifications; 5) monitors Contractor’s performance and notifies both the CO and Contractor of any deficiencies; 6) coordinates availability of Government Furnished Property and Materials; 7) provides site entry of Contractor personnel; and 8) is the PIV Sponsor for Contractor personnel’s required Government Background Investigations. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

10.0 Government Furnished Materials

The Government will provide the Contractor with the following listed materials:

10.1. Utilities

10.1.1. Floor outlets shall be left in a condition that will not constitute a tripping hazard, i.e., lids tightly closed when no longer in use. Contractor’s employees shall not unplug Government equipment to access electrical power.

10.2. Supplies

10.2.1. The following is a list of supplies provided by the Government:

· Keys or locks necessary for access to areas requiring work under the contract

· Fluorescent tubes and light bulbs

· All personal hygiene restroom supplies (hand soap, paper towels, 2-ply toilet tissue and plastic garbage bags.)

The contractor shall notify the Government when the government furnished supplies are low. The government requires a two-week advance notice to allow for adequate time for ordering and receipt of necessary supplies. The supplies listed above are the responsibility of the Government to order, not the contractor.

10.2.2. The Government shall provide designated storage space for supplies and equipment to be used in the performance of the work.

10.2.3. The Contractor must return Government furnished cards or keys at the end of the period of performance of this contract in accordance with instructions provided by the COR.

11.0 Contractor Furnished Property and Responsibilities

11.1. Equipment. All necessary cleaning equipment including but not limited to: scrubbing machine, floor polishing machine, vacuum cleaner and steam mop. Equipment shall be commercial size and type customarily used by the janitorial profession and capable of handling sand and gravel brought in by boots. Equipment designed for home use will not meet these specifications. Energy Star rated is recommended.

11.2. Supplies. All necessary supplies and materials (including biobased cleaning supplies, kitchen sponges, biobased cleaning solutions, biobased floor polish, biobased carpet shampoo for spot cleaning, biobased spot remover) except those items specified as Government-furnished.

11.3. Safety Data Sheets All Material Safety Data Sheets (MSDS) for all solutions and chemicals used in the cleaning of these buildings. MSDS’s shall be provided to the Contracting Officer’s Representative (COR) before work commences.

11.4. Damage to Contractor’s Property. The Government will not be responsible in any way for damage to the Contractor’s equipment or the Contractor’s employees’ personal belongings brought onto the Government premises during the performance of work under this contract.

11.5 Bio-Preferred

The Contractor shall utilize products and materials made from biobased materials (e.g., biobased greases, biobased hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the CO.

The following are examples of products that may be used in this contract for which biobased products are available. The list is not all inclusive. It is desirable that the Contractor be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Biobased products that are designated for preferred procurement under the USDA’s Bio-preferred Program must meet the required minimum biobased content as stated at www.biopreferred.gov. Percentages for products listed above can be found at the following site: https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml#. The Contractor should provide data for biobased products such as biobased content.

In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio-preferred Program, the Contractor is encouraged to use other commercially available biobased products such as biobased products certified with a label.

The Contractor shall comply with FAR clause 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

The Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

NOTE: This procurement requires the use of Biobased products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced. The products should first be acquired from the USDA designated products categories.

The Contractor shall submit a complete list of biobased products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of this contract.

The Contractor should also note that USDA-designated biobased products are available for purchase through the AbilityOne Program (formerly known as the Javits- Wagner-O’Day (JWOD) Program). Under this program, members of organizations including the National Industries for the Blind (NIB) and the National Institute for the Severely Disabled (SourceAmerica) offer products and services that are mandatory by Federal agencies. A search of the AbilityOne Program’s online catalog (https://www.abilityone.gov/procurement_list/product_contractors.html) indicated biobased products that fall within the operations and maintenance area. These include but are not limited to cleaners (glass, hand, and multipurpose), graffiti removers, and sorbents.

12.0 Security and Training Requirements

12.1. Government Background Investigation

All Contractor employees working on the site must undergo a security background investigation before allowed access to any Federally controlled facility. Background investigations for all Contractor employees working under this contract shall be submitted to the CO and COR, in writing, at least 7 days prior to any change and shall include a copy of that employee’s security background check that has been performed by the Contractor prior to the Contractor employee starting work under this contract. Please refer to Personnel Identity Verification of Contractor Employees in the clauses section of the solicitation for additional details.

The Government may require additional screening for security measures of the Contractor and any employee of the Contractor’s firm. Screening and record searches may require additional information be provided to the Government upon request. Failure to provide the information requested by the Government within a reasonable timeframe may result in termination of the Contractor’s right to proceed.

There is a cost for each background investigation. The Government will cover the cost of these background investigations for each initial employee of the Contractor. Subsequent required background investigations, regardless of the reason (i.e., new employee, Government requests removal of an employee, etc.) shall be billed to the Contractor.

12.2. Building Security

The Contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured. All buildings will be locked and unlocked by the Government. However, the Contractor shall double check all doors nightly. Fans in bathrooms, portable air conditioners, and other like conveniences shall be turned off. Night lighting as designated by COR shall be left on.

The Government will allow the Contractor access to the areas to be cleaned. If the access is limited for any reason the Contractor will not be responsible for cleaning that area. The Contractor shall let the COR know immediately or the next day when access is denied.

The Contractor shall prohibit the use of keys or door codes issued by the Government by any persons other than the contract employees. The Contractor shall not duplicate any keys issued by the Government and shall immediately report to the CO any occurrences of lost or duplicated keys. In the event keys are lost or duplicated, the Contractor may be required to re-key or replace the affected lock(s) without cost to the Government. The Government may, at its option, replace the affected lock(s) or perform re-keying. Cost of such work shall be deducted from the Contractor's payment.

The Contractor must provide security comparable to the type of protection given by commercial or business enterprises to prevent illegal entry into or loitering on the premises; to prevent the loss by pilferage or theft; and to admit to the space during off-duty hours only those who are authorized to enter. The use of Government property or services such as telephones, plotters, computers, office supplies, etc. for other than official Government business is strictly prohibited.

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

12.2 Mandatory Contractor Training

The contractor must ensure their employees (including subcontractor personnel) complete the training course(s) listed below in the frequency identified. The contractor must maintain records of course completion and provide them to the Contracting Officer or Contracting Officer Representative upon request.

For the USDA Records Management Training, contractor personnel with USDA IT systems access will complete the USDA Records Management training in AgLearn. Contractors with no USDA IT systems access will inform their COR or USDA point of contact who will do the following:

· Email Beatriz.Collazo@usda.gov requesting a paper-based version of the training.

· Ensure that the Program Manager/Project Lead for the contractor receives the training material and completes the Records Management class.

· Start the 60-day clock for course completion.

· Submit quizzes and acknowledgements to Agency AgLearn Lead for grading.

· Wait to learn if contractor passed or did not pass the training.

· If contractor received less than 80%, advise the contractor to re-take the training.

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

· The AgLearn Lead will provide the course completion certificate to the contractor’s COR or USDA point of contact.

· Thereafter, it is the responsibility of the contractor to convey to his/her employees USDA’s requirements for Records Management. Thereafter, if a contractor employee has a record that must be submitted to USDA, it will be submitted through the contractor. After this internal training is completed, the contractor is expected to notify the COR.

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