Attachment 2 -SOW Janitorial Svcs.pdf

Janitorial Services San Bernardino National Forest – Supervisor’s Office

Front Country Ranger Station, and Bear Discovery Center and Mountain Top Ranger Station

1. BACKGROUND AND PURPOSE

Satisfactorily perform custodial services consisting of routine and periodic janitorial work for both the public access areas and the private workspace areas as described below:

A. Supervisor’s Office : 602 S. Tippecanoe Avenue, San Bernardino, CA 92408 Main building is a three-story facility which totals 54,932 square feet with enclosed offices and cubicle space, four (4) restrooms, three (3) kitchen (breakrooms), multiple conference/training rooms, 24 hour Dispatch, one (1) visitor center, concrete/mechanical basement. This site also includes a single story warehouse with two (2) restrooms, lab space and open storage. The site may suddenly and sporadically receive a large number of temporary visitors who will occupy areas of the facility performing various duties in relation to fire and other emergency events. The main building also hosts a 24-hour/day, 365-day/year interagency Dispatch center, also known as the Federal Interagency Communications Center (FICC). Special considerations are to be exercised when performing janitorial work in the dispatch center, for both basic and periodic services.

B. Front Country Ranger Station: 1209 Lytle Creek Road, Lytle Creek, CA 92358

The facility is a single-story building which totals 5,000 square feet. There are 12 individual offices, three (3) restrooms, one (1) kitchen (breakroom), one (1) conference room, one (1)mail room, one (1) visiting area, four (4) hallways, and two (2) storage rooms, one of which contains paper and soap supplies.

C. Big Bear Discovery Center & Mountain Top Ranger Station: 40170 Highway 38, Fawnskin, CA 92333.

The facility is a single-story building which totals 13,500 square feet. There are two (2) individual offices and 52 cubicle spaces, two (2) entry ways and foyer, four (4) restrooms, drinking fountains, one (1) large conference/education center room, an interpretation area, front desk area, and gift shop.

2. HOURS OF OPERATION

Janitorial services shall be performed two (2) times per week outside of business hours, which are Monday through Friday from 8:00 a.m. to 4:30 p.m. Pacific Time with the exception of the Supervisor’s Office which is open 24 hours a day. Work shall not be performed during legal holidays. Some flexibility with the days of the week and times such as earlier start and end times may be negotiated. In addition to bi-weekly services, the contractor shall perform bi-annual cleaning per PWS Para.15.3. The cleaning dates and times will be coordinated with the COR following contract award.

3. FEDERAL OBSERVED HOLIDAYS

New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Independence Day Juneteenth

Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the proceeding Friday will be observed as a legal holiday. If a holiday falls on a scheduled Contractor workday, the following or proceeding workday will be used to schedule the work to be accomplished.

4. BIOBASED PRODUCTS

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. All supplies and materials to be used in the performance of work under this contract are subject to the approval of the Contracting Officer (CO).

The following is a list of categories for products that may be required for performance of janitorial duties. Each product submitted for use under this contract must be identified with at least one of these categories (some products may be listed under more than one category). Labeling shall be printed on all containers.

All-purpose cleaner Degreaser/cleaner Heavy duty cleaner Deodorizer Carpet shampoo Floor finish Gum Remover Floor finish restorer Disinfectant sanitizer Floor sealer Extraction Fluid Furniture polish Floor stripper Glass cleaner Neutral cleaner (liquid) Grout Sealer Spot and stain remover Lime and scale remover (tub & tile cleaner) Air freshener including dispenser Liquid hand soap including dispenser Bathroom cleaner Stainless-steel polish Brass polish/cleaner Toilet bowl cleaner Chrome polish/cleaner White board cleaner Cream cleaner Wood floor cleaner Solvent spotter Laundry detergent

For more information regarding the Department of Agriculture Biobased Affirmative Procurement Program go to BioPreferred|About.

5. PREWORK CONFERENCE

Prior to commencement of work, the Contractor shall arrange a meeting with the CO to discuss the contract terms and work performance requirements.

https://www.biopreferred.gov/BioPreferred/faces/pages/AboutBioPreferred.xhtml

6. CONTRACTOR REPRESENTATIVE

The contractor shall provide to the CO, a written designation of a contract representative and at least one alternate representative who is responsible for the performance of the work specified in the contract and who shall act for the Contractor when the Contractor is absent. The Contractor’s representative or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The contractor representative and alternate(s) must be able to read, write, speak, and understand English.

7. KEY PERSONNEL

During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

8. SUBCONTRACTING

The Government reserves the right to approve or disapprove any subcontractors selected. The Contractor shall obtain approval from the CO for all subcontractors prior to entering into any subcontracts. The Contractor’s required for approval shall be in writing and include the specific work to be accomplished by the subcontractor.

9. CONTRACTOR FURNISHED EQUIPMENT

The Contractor shall provide all supervision, labor, materials, supplies, and equipment required to meet the terms of the contract except those listed under Government Furnished Components. Contractor-furnished equipment shall include:

• Vacuum, Mops, brooms, paper towels, cleaning compounds, disinfectant, floor cleaner

• Protective equipment such as gloves, safety eyeglasses, and any other safety equipment needed to execute the contract.

10. GOVERNMENT-FURNISHED EQUIPMENT

The Government shall supply the following components for the performance of work under this contract. As supplies need replenishing, the Contractor shall notify the designated Contracting Officer's Representative (COR) no less than two (2) weeks in advance so needed items can be ordered.

• All utilities necessary for the performance of work under this contract

• Keys, key cards and/or access codes for use by the Contractor in the performance of services under this contract

• Janitor closet

• Telephones will be available for the Contractor's use in making local calls for emergency purposes only

• Toilet tissue, hand soap, hand towels, splatter guards for urinals and toilet seat covers.

• Waste basket liners and trash receptacles

• Replacement light bulbs

11. SAFETY PLAN

The Contractor shall provide a copy of their safety plan at the pre-work meeting.

A. The Safety Plan should be available to all employees and subcontractors working on the contract.

B. The Safety Plan should cover at a minimum:

1. Safety briefings covering the area working in, equipment being used, and any special considerations for the work under the contract.

2. Personal Protective Equipment required for the work under the contract.

3. Appropriate OSHA requirements for the type of work under the contract.

4. Weather considerations for the time of year of the contract.

5. Communication issues and locations of the nearest medical facilities to the job site.

6. Emergency numbers to contact if an accident happens.

Contractors are subject to all applicable State and Federal OSHA rules and regulations.

12. BUILDING SECURITY

The contractor shall be responsible for securing premises upon completion of each service. The contractor shall take the necessary precautions to assure that his/her employees do not leave exterior doors open during performance of services and/or exiting from the building. Only the contractor and the contractor's employees are allowed in the building outside of normal business hours.

The contractor shall check to see that the gates and exterior doors are locked and that interior lights that illuminate the desks, hallways and offices are turned to their regular evening off position before departing the premises. The contractor shall ensure that all lights are turned off after each room or area has been serviced windows are closed.

The contractor shall place an "out of order'' sign on any plugged or otherwise inoperable toilets, sinks and report it to the contracting officer.

13. PERSONNEL SECURITY

The Contractor shall employ personnel qualified and capable to perform janitorial work and will provide a list of personnel who will be on the premises and their work schedules.

Contractor employees requiring routine physical access to Federally controlled facilities must go through the identity proofing and registration process and have a successfully adjudicated National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) community background investigation (BI) to serve on the contract.

Contractor employees will be required to submit the following forms for a background investigation: 1)the SF-85 and, 2) two (2) Fingerprint Cards using the FD-258.

Contractor ID credentials will be issued after successful identity proofing of the contractor employee applicant and upon a successfully adjudicated NACI or OPM/NS BI. All contracts must specify periods of performance. If an option year is exercised, the contractors must renew their credentials at the end of their period of performance. If no option year is exercised, the contractor must turn in their ID credential at the end of the performance period or when service on the contract ends.

A site badge will be issued to contractors during the interim period between starting work with USDA and receiving an approved Background Investigation and/or Lincpass.

14. 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 the contract/site any employee deemed incompetent and/or careless or found in unauthorized possession 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 the employee(s) as may be necessary.

The contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official government use.

The contractor will be notified of non-compliance and will be requested to correct the condition at the contractor's expense.

The contractor will not be allowed to have any persons (family members or otherwise) under the age of 16 years on the premises to either work or accompany the contractor or his/her employees during performance of the contract.

The following restrictions apply to the contractor and his/her employees:

A. Smoking: The District office is a non-smoking building. The contractor shall not smoke inside the building.

B. Gambling. The contractor shall not participate in games for money or personal property while on government property.

C. Alcoholic beverages and narcotics. The contractor shall not be under the influence of, use, or be in possession of any narcotic drug, hallucinogenic, marijuana, barbiturate, amphetamine, or alcohol while entering on or on government property. This prohibition shall not apply in cases where the drug is being used as prescribed for a patient by a licensed physician.

D. Soliciting or vending. The contractor shall not solicit or sell any items while on government property.

E. Firearms. The contractor shall not be in possession of any firearms in the district office.

15. TECHNICAL REQUIREMENTS/TASKS

The Contractor shall accomplish all cleaning tasks to meet the requirements of this Performance Work Statement (PWS). The minimum cleaning frequencies are established in Section 17.0 Deliverable/Schedule.

15.1 Basic Cleaning Services (Bi-weekly):

A. Maintain Floors. All floors (including stairwells, entryways, and elevators) shall be swept, dust mopped, damp mopped, wet mopped, 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, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. Contractor shall ensure that all moved items should be returned to their original and proper position.

B. Remove Trash, Recycling, & Compost. 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, recycling, and compost shall be deposited in the designated outside trash collection container. All receptacles shall be left clean, free of foreign matter, and free of odors

C. Entrances. The Contractor shall clean the outside and inside interior entrances of the buildings, the lobbies, corridors, and hallways. Glass should be free of debris, dirt or fingerprints. Areas shall be clear of trash, debris, dust, cobwebs, etc. Polish and clean both sides of entrance glass in buildings.

D. Clean Drinking Fountains. 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. The Contractor shall clean the walls adjacent to drinking fountains.

Areas shall have a clean appearance free from dirt, stains, streaks, lint, cleaning marks and cobwebs; hard finished wainscot and glazed ceramic tile surfaces shall be free of cleaning film.

E. Vacuum Carpets and Floor Mats. Vacuum carpeted areas including entryways.

After vacuuming and cleaning interior and exterior floor mats, mats and rugs shall be free of all visible lint, soil, and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government representative.

F. General Spot Cleaning. Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

15.2 Basic Restroom and Breakroom (Bi-Weekly):

A. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks; toilet bowls; base of toilet; urinals; lavatories; showers; plumbing fixtures, partitions, dispensers, doors, walls, mirrors, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors.

Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. All floor and sink drain traps should be free of debris, residue, and odors. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drains.

B. Sweep and Mop Floor. After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath.

C. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, toilet tissues, and paper towels, do not run out. Supplies shall be stored in designated areas.

15.3 Periodic Cleaning Services (Bi-Annually):

A. Floors. All tile floors shall be stripped and re-waxed; stripper and wax shall not pool. Contractor shall ensure that chairs, wastebaskets or similar items are moved prior to cleaning and then replaced. Areas shall be free of pooled wax, swirl marks, footprints, etc.; floor maintenance solutions shall be removed from baseboards, and all moved items should be returned to their original and proper position. Contractor is responsible for any and all damages that occurred from waxing efforts. Waxing efforts must be scheduled with COR a minimum of four (4) weeks prior to commencement.

B. Interior Windows. Clean glass surfaces. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter. After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

C. Dusting. High ledges, pipes, ducts, vents and baseboards and radiator covers, and fins shall be dusted. Areas shall be free from accumulated dust or other accumulated foreign matter.

D. Walls. Clean all painted walls; also, wood panels in the office building. Areas shall have a clean appearance free from dirt, stains, streaks, lint, cleaning marks and cobwebs; hard finished wainscot and glazed ceramic tile surfaces shall be free of cleaning film.

E. Window Coverings. Conference room drapes shall be vacuumed, and venetian blinds dusted. Coverings shall be free of accumulated dust, free of all traces of film, smudges, or other accumulated foreign matter.

F. Clean/Shampoo Carpets. All carpets shall be cleaned in accordance with standard commercial practices. A heavy- duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location. Shampooing must be scheduled with COR a minimum of 4 weeks prior to commencement.

G. General Dusting. All horizontal surfaces (desks, window sills, countertops, bookshelves, file cabinets, chairs, tabletops etc.) must be dusted or cleaned to eliminate dust collection. All areas will be free of all visible dust, debris, litter, and other foreign matter.

16. MISCELLANEOUS

The Contractor shall:

A. Turn in lost and found articles to COR/GTM. In addition, the Contractor shall ensure that all articles found shall be tagged to identify where they are found.

B. Turn off lights when not in use (all motion light switches shall remain in initial position).

C. Immediately notify proper authorities when an unauthorized or suspicious person is seen on the premises or if items noticed are suspicious in nature.

D. The CO will give the contractor a written notice in advance stating rooms to be dropped/added from the contract and when to return to normal cleaning schedule, as applicable. The contractor shall submit a proposal for an increase/decrease of the contract price when there is additional space that requires cleaning or when a building is expected to remain unoccupied for 30 calendar days or longer. The increase/decrease will be made through a bilateral agreement and take effect the following month after service has ceased/increased.

17. DELIVERABLE/SCHEDULE

Cleaning Schedule

Item No. Deliverable Objective Due 1 Basic Cleaning

Services Refer to section 15.1 BiWeekly

2 Basic Restroom and Breakroom

Refer to section 15.2 BiWeekly

3 Periodic Cleaning Services

Refer to Section 15.3 Bi-Annual Schedule Disruptive Activities with COR/GTM a minimum of four (4) weeks in advance

Days and Time

17. INSPECTION/ACCEPTANCE

17.1 Quality Control Plan

The Contractor shall conduct inspections on all units in accordance with contractor Quality Control Plan (QCP). The contractor’s QCP shall be submitted and accepted by the Government prior to any work starting.

17.2 Government Inspections

Item No. Location Acceptable service days and times 1 Supervisors Office Building is 24 hour/7 days a week – Two (2) days a week – any two (2) days provided there is at least one day in between, and hours can be negotiated after award.

2 Front Country Ranger Station

Two (2) days provided there is at least one day in between Monday-Friday between the hours of 1630 – 2230.

3 Big Bear Discovery & Mt Top Ranger Station

Saturday and then either Tues or Thurs 1630-2230

Government inspections are for the purpose of satisfying the Government that the services are acceptable and do not relieve the Contractor of the responsibility for maintaining quality control.

The Contracting Officer's Representative or designated inspector will conduct all inspections. The Contractor (or designated representative) is encouraged to be present to observe inspections. Summary results will be made available on request.

17.3 Specific Procedures

Inspections will be conducted daily, weekly, monthly, quarterly, and semiannually. The inspections will be conducted by inspectors visually inspecting as well as physically checking dispensers. Tenant participation in performance evaluation includes compliments or complaints of service or lack of service. These compliments or complaints will result in an unscheduled inspection. Unscheduled visual inspections will also occur in any area at least twice monthly.

Acceptance will be for fully completed work in accordance with performance requirements.

Deductions may occur for work not performed or due to unacceptable service.

The COR may recommend to the Contracting Officer deductions based on poor or unacceptable performance or no service provided by the contract. If possible, the Contracting Officer will ask the contractor to re-work the deficient areas. The inspection forms will be provided along with the notice of non-compliance to the contractor for response within two (2) days.

18. PAYMENT

All invoices are to be submitted via the electronic Invoice Processing Platform (IPP) at www.ipp.gov. This is a mandatory requirement initiated by the U.S. Department of Treasury; there is no pre-award registration.

http://www.ipp.gov/

18. PAYMENT