Attachment 2 - Statement of Work_26Q0041.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents

Project

General Information

1.0 Summary

2.0 Contractor Requirements

3.0 Government Furnished

4.0 Contractor furnished property/supplies

5.0 Duties and Tasks

6.0 Travel

7.0 Quality Control

8.0 BI Information, Safety and Security Information

9.0 Additional Requirements for Contractor Personnel

10.0 Bio-Preferred

11.0 Selection of Cleaning and Paper Products

Project Janitorial Services, Hilo International Airport

General Information

1.0 Summary

The USDA-APHIS-PPQ intends to award firm fixed price commercial services contract for janitorial services for the PPQ areas located within the Hilo International Airport

The contractor shall provide all management, supervision, personnel, labor, tools and equipment necessary and shall plan, schedule and coordinate the effective performance of all janitorial services for the USDA APHIS, PPQ facility located at:

Hilo International Airport 2450 Kekuanaoa Street Hilo, HI 96720

1.1 Period of Performance

The contract shall be for a base period of one year with four (4) 12-month options to renew. The Contractor shall be notified by written notice (within 30 days of the contract anniversary date) of the USDA’s intent to renew the contract. If the option periods are exercised by the USDA, the contract will expire five years from date of award.

The janitorial services will meet with all standards of cleanliness, which will reflect good housekeeping, as determined by the on-site USDA representative. The Statement of Work will be incorporated into the contract

2.0 Contractor Requirements

Upon award of this contract, it is required that the contractor adheres to the Statement of Work and all tasks shall be done expeditiously and on schedule. The tasks required in the Statement of Work (SOW) are as follows:

The weekly cleaning services must take place when there is USDA staff present at the office; therefore, the cleaning services generally takes place between the hours of 9:00 a.m. – 5:00 p.m. on Monday – Friday. The contractor shall be responsible for coordinating and scheduling services to ensure services are performed while USDA personnel are on site (Hours and days are subject to change with mission requirements).

No work shall be performed on weekends unless specifically indicated on this document and written approval from the USDA Contracting Officer is obtained; or in the case of government operational changes and work scheduling to service the industry and agency customers. When a holiday falls on Saturday or Sunday, it is observed on the adjacent Friday or Monday, respectively.

When a Government facility is closed by the government during periods of inclement weather or for other reasons, such as administrative leave as a result of potentially hazardous conditions, such as fires, explosions, or other security level alerts, the Contractor shall not be allowed access. Payment of the Contractor shall be made for work stoppage due to inclement weather, and/or temporary closing of the Government facility during periods of inclement direction and provide that the contractor pays the employees for those days.

The vendor shall create a sign-in sheet for the cleaning crew to use to document the minimum standards of service for work performed weekly, monthly, and/or as needed. A copy of the completed monthly sign-in sheet must be uploaded as an attachment when submitting the monthly invoice in IPP.

Contractor employees shall ensure exterior doors are kept closed at all times while employees are working in the buildings and shall comply with facility security policies.

Contractor employees shall not allow any unauthorized person in the building. The Contractor shall not disturb or use equipment, office machines or Government supplies. Contractor employees shall not disturb papers on desks, open desk drawers or cabinets or use telephones or equipment provided for official government use. Employees will remove everything on their work desks, workstations, benches, near or behind microscopes, computers, computer screens, and printers to facilitate the janitorial employees to complete daily dusting on any work desk, workstations, cabinets, inspection tables and counters. If items are not removed from the desk, it will not be cleaned.

Company responsible for:

• Monthly parking fees

• Supplying and storing of cleaning tools, equipment, and cleaning materials

• Collection and disposal of trash

• AOA/ SIDA badge (Clearance and fee); possible requirement to credential/ verify ID

• Provide information of local Point of contact/ person(s) cleaning

3.0 Government Furnished

The Government will furnish hand waste basket liners.

4.0 Contractor furnished property/supplies

The Contractor will furnish all necessary supplies to perform cleaning service to include, but not limited to: disinfectant, cleanser, floor wax, floor stripping solution, furniture polish, floor cleaner, glass cleaner, cleaning towels, feminine product for dispensers, disposal bags and urinal cakes) and equipment required to perform services stated in the statement of work for the cleanliness of the building: floor buffers, buffer heads, wax striping heads, carpet cleaning machines and supplies, mops, brooms, dusters, and cleaning cloths.

No onsite storage; all equipment must be mobilized and removed during each service visit.

5.0 Duties and Tasks

AREAS

1) Airport Office

a. 24’ x 24’ (vinyl flooring)

b. 2 windows require exterior cleaning; ground floor, elevated access not required.

2) Lobby 1 & 2 (downstairs)

a. Lobby 1 – 30’ x 35’ (concrete w/ rubber mats)

b. Lobby 2 – 15’ x 32’ (concrete w/ rubber mats)

3) Gate 5 & 3 (upstairs; AOA/SIDA credentials required)

a. Gate 3 – 35’ x 7’ (carpeted)

b. Gate 5 – 20’ x 8’ (carpeted)

c. Gates 3 & 5 windows located on 2nd floor and require interior cleaning only.

Frequency

Location Task Frequency

Office Trash Collection and Removal Weekly

Office Floor – Sweep and/or vacuum, wet-mop with disinfecting, non-toxic, fragrance-free cleaner Weekly

Office Windows (Interior/Exterior) including ledges and sills – Dust, clean, and wet-wipe with streak-free cleaner

Blinds - Dust

Quarterly

Lobby 1 & 2 Sliding Doors – Wipe and clean with streak-free cleaner Quarterly

Lobby 1 & 2 Acrylic panel doors- Wipe and clean with streak-free, non-corrosive cleaner Quarterly

Lobby 1 & 2 Stanchions – Wipe and clean with non-corrosive cleaner Weekly

Lobby 1 & 2 Tops of x-ray unit – Wipe and clean with stainless steel cleaner Weekly

Lobby 1 & 2 Floor – Sweep and/or vacuum Weekly

Lobby 1 Ceiling fans – Wipe, dust, and clean Weekly

Gates 3 & 5 Acrylic panels – Wipe and clean with streak-free, non-corrosive cleaner Quarterly

Gates 3 & 5 Stanchions – Wipe and clean with non-corrosive cleaner Weekly

Gates 3 & 5 Tops of x-ray unit – Wipe and clean with stainless steel cleaner Weekly

Gates 3 & 5 Floors – Vacuum work area Weekly

Gates 3 & 5 Windows (Interior) including leges and sills – Dust, clean, and wet-wipe with streak-free cleaner Quarterly

Floor care limited to sweeping, vacuuming and wet mopping.

The janitorial services shall be performed in such a manner that there will be minimal interruptions to or interfere with the normal operation of Government business on the premises.

Contractor employees shall not allow any unauthorized person in the building. The Contractor shall not disturb or use equipment, office machines or Government supplies. Contractor employees shall not disturb papers on desks, open desk drawers or cabinets or use telephones or equipment provided for official government use.

6.0 Travel

No Travel is anticipated in the performance of this contract.

7.0 Quality Control

The contractor shall have a system in place to make sure that services conform to the contract requirements and that the work done meets high standards of quality. The contractor shall submit a written quality assurance plan to the Contracting Officer prior to starting work.

The contractor shall appoint a competent, experienced, and knowledgeable point-of-contact (POC), Supervisor, who shall independently manage, supervise, and act as a representative of the contractor for coordination of all work assignments required under this contract. Upon award the contractor shall provide the Contractor Supervisory Point of Contact (POC), name, phone number, and email address to the COR. Any nonperformance or substandard task performance will be documented and the contractor POC will be notified. Contractor Supervisory POC shall be available such that if any meetings regarding quality are requested, they are available for an on-site meeting during facility hours at no additional cost to the government. Any performance issues shall be addressed by the contractor promptly.

The Contractor shall maintain an adequate inspection system and perform such inspections as will ensure that the work performed under the contract conforms to contract requirements. The Contractor shall maintain complete inspection records and make them available to the Government. See FAR clause 52.246-4 -Inspection of Services - Fixed-Price.

Should the contractor fail to successfully perform any of the cleaning deliverables outlined in this SOW, the contractor shall re-perform at no cost to the government. If failure to perform continues, and the contractor does not maintain a consistent corrective action, the Government may require the personnel to be removed from the site or termination of the contract.

8.0 BI Information, Safety and Security Information

The Homeland Security Presidential Directive-12 (HSPD-12), dated August 27, 2004, requires the development and agency implementation of a mandatory Government-wide standard for secure and reliable forms of identification for Federal employees and contractors, including contractor employees. As directed by HSPD-12, on February 25, 2005, the Department of Commerce issued FIPS PUB 201, which is a Federal standard for secure and reliable personal identity verification (PIV) for routine physical access to Federally controlled facilities or information systems. Office of Management and Budget (OMB) memorandum M-05-24 dated August 5, 2005, provides instructions for implementing HSPD-12 according to FIPS PUB 201, and M-08¬01, dated October 23, 2007, reminds all parties that a background investigation is required.

48 CFR 3052.204-71 requires each individual employed under a Federal contract shall be a citizen of the United States of America, or a non-U.S. citizen who has been lawfully admitted for permanent residence as evidence by a Permanent Resident Card (USCIS I-551).

Contractor’s shall identify in their quotes or proposals, the names and citizenship of all non-U.S. citizens proposed to work under the contract. Any additions of deletion of non-U.S. citizens after contract award shall also be reported to the CO or COTR.

All applicable contractor employees requiring routine physical access to Federally-controlled facilities and/or routine access to Federally-controlled information systems must go through the identity proofing and registration process, must have been successfully identity proofed, 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 ID credentials will be issued after successful identity proofing of the contractor employee applicant and upon a successfully adjudicated NACI or OPM/NS BI. The contractor personnel will be required prior to starting work under this contract as well as maintaining it throughout the duration of the contract.

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.

The procedures to be followed by contractors and contractor employees are specified in DM 4620-002. The contractor must comply with the personal identity verification (PIV) policies and procedures established by the United States Department of Agriculture (USDA) Directives 4620-002 series which can be found at Common Identification Standard for U.S. Department of Agriculture | USDA

The contractor must appoint a representative to manage compliance with the PIV policies established by the USDA Directives 4620- 002 and to maintain a list of employees eligible for a USDA LincPass required for performance of the work. Should the USDA Directives 4620-002 require the exclusion of a contractor's employee, the Contracting Officer will notify the contractor in writing.

The responsibility of maintaining a sufficient workforce remains with the contractor.. Failure to maintain a sufficient workforce may be grounds for termination of the contract.

All personnel must have a valid driver’s license or identification. Each contractor personnel must have AOA clearance and have his/her AOA badge visible at all times in restricted areas.

The contractor shall, through their own internal background investigation protocol and pre-employment investigation, ensure that each contractor employee submitted for a federal background investigation is reasonably expected to receive a favorable adjudication of their respective investigation.

9.0 Additional Requirements for Contractor Personnel

The USDA personnel shall remain vigilant when openly communicating during meetings, being cautious not to discuss or share sensitive information and understand some topics aren’t suitable for contractor staff.

In all situations where contractor personnel status is not obvious, all contractor personnel are required to identify themselves to avoid creating an impression that such contractor personnel are Government officials. This can occur during meeting attendance, through written (letter or email) correspondence or verbal discussions (in person or telephonic), when making presentations, or in other situations where their contractor status is not obvious to third parties.

Contractor employee(s) must:

a. Not by word or deed give the impression or appearance of being a Government employee;

b. Wear appropriate badges visible above the waist that identify them as contractor employees when in Government spaces, at a Government-sponsored event, or an event outside normal workspaces in support of the contract/order;

c. Clearly identify themselves as contractor employees in telephone conversations and in all formal and informal written and electronic correspondence. Identification must include the name of the company for whom they work;

d. Identify themselves by name, their company name, if they are a subcontractor the name of the prime contractor their company is supporting, as well as the Government office they are supporting when participating in meetings, conferences, and other interactions in which all parties are not in daily contact with the individual contractor employee; and

e. Be able to provide, when asked, the full number of the contract/order under which they are performing, and the name of the Contracting Officer’s Representative or the designated program point of contact.

2) If wearing a badge is a risk to safety and/or security, then an alternative means of identification may be utilized if endorsed by the Contracting Officer’s Representative or the designated program point of contact and approved by the Contracting Officer.

3) The Contracting Officer will make final determination of compliance with regulations regarding proper identification of contractor employees.

(4) If wearing a badge is a risk to safety and/or security, then an alternative means of identification may be utilized if endorsed by the Contracting Officer’s Representative or the designated program point of contact and approved by the Contracting Officer.

(5) The following disclaimer is recommended to be stated by the Contracting Officer, Contract Specialist, or COR at the beginning of a meeting that vendors attend: “Anything said during meetings, visits, or telephone calls must not be construed as a change to the contract. Nothing said or done in the meetings, visits, or telephone calls by any government attendee must be construed as a change to the contract. Only the Contracting Officer can make changes to the contract and the changes will be done in writing. Contractors are reminded to promptly notify the Contracting Officer of any conduct that may be regarded as a change to the contract in accordance with FAR 52.243-7, Notification of Changes.”

9.1 Removal from Contract Work

The Contracting officer, the COR, designated program point of contact, or their designee may require the Contractor to remove any employee(s) from the USDA facility or other real property should it be determined that the individual(s) is either unsuitable for security reasons or otherwise unfit to work at the USDA facility or property where work shall be performed under this contract. This shall include, but not be limited to, instances where an employee is determined, in the Government's sole discretion, to be incompetent, careless, insubordinate, unsuitable, or otherwise objectionable.

When the Government deems the employee’s continued employment to be contrary to the public interest, inconsistent with the best interests of security, or when the employee is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population.

The CO may also request the Contractor to immediately remove any employee from the work site if it is determined that individuals are being assigned to duty who have been disqualified for either suitability or security reasons or who are found to be unfit for performing duties during their tour of duty.

Contractor employees who are removed from Contract work shall be required to leave the work site immediately.

The Contractor shall comply with any removal request. For clarification, a determination to remove an employee will be made for, but is not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below:

a. Failure to receive a suitability determination, temporary clearance, or clearance from the Agency or OPM as applicable.

b. Violation of Federal, State, or Local law.

c. Violation of the Rules and Regulations Governing Public Buildings and Grounds, 41 CFR 101-20.3. This includes the carrying or possession of explosives or items intended to be used to fabricate an explosive or incendiary device.

d. Neglect of duty, including sleeping while on duty, unreasonable delays, or failure to carry out assigned tasks, conducting personal affairs during official time or refusing to render assistance, or to cooperate in upholding the integrity of the security program at the work site.

e. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records.

f. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, fighting, or participation in disruptive activities that interfere with the normal efficient operations of the Government.

g. Theft, vandalism, immoral conduct, or any other criminal actions.

h. Selling, consuming, or being under the influence of intoxicants, drugs, or substances that produce similar effects while in or on federally controlled property.

i. Improper use of Government identification.

j. Unauthorized use of communication equipment on Government property.

k. Violation of security procedures or regulations.

l. Violation of Title 18,U.S.C.,Section 930, which prohibits the knowing possession or the causing to be present of firearms or other dangerous weapons in Federal facilities and Court facilities.

Either the COR, designated program point of contact, or their designee will make all determinations regarding the removal of any employee from the work site, except under certain conditions. When the COR, designated program point of contact, or their designee is not available, either during the day or after hours, or in situations where a delay would not be in the best interest of the Government or is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population, the COR, designated program point of contact, or their designee will have the authority to immediately remove the Contract employee from the work site.

Law enforcement officers of the Department of Homeland Security/Immigration and Customs Enforcement/Federal Protective Service (DHS/ICE/FPS) will have the authority to immediately remove any Contract employee from the work site who is found to be in violation of any of the items mentioned above and where a delay in removal would not be in the best interest of the Government or security or is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population. The COR, designated program point of contact, or their designee will be notified as soon after the incident as practical or at the beginning of the next business day if an action happened after hours. The COR, designated program point of contact, or their designee will make all official notifications to the Contractor. In the event of a dispute, COR, designated program point of contact, or their designee will make a final determination. Specific reasons for removal of an employee will be provided to the Contractor in writing by the COR, designated program point of contact, or their designee.

The Contractor is responsible for providing replacement employees in cases where Contract employees are removed from working at the work site or on the Contract.

The Contractor is responsible for ensuring the collection of badges and any government issued property from all contract employees and their subcontractors.

10.0 Bio-Preferred

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of2002 (FSRIA), Executive Order (EO) 13423, ‘Strengthening Federal Environmental, Energy, and Transportation Management," and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and material 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 Contracting Officer (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 vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Hydraulic fluids Diesel fuel additives 2-cycle engine oil Cleaner Lube chain lubricants Penetrating lubricants Greases Degreasers Multipurpose Lubricants Chain bar lubricants

Biobased products that are designated for preferred procurement under USDA's BioPreferred program must meet the required minimum biobased content as stated at www.biopreferred.gov. The Contractor shall provide data for their biobased products such as biobased content.

In addition to the biobased products designated by the U.S. Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other biobased products.

The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Bio based Products Under Service and Construction Contracts.

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

11.0 Selection of Cleaning and Paper Products

The Contractor shall ensure that all cleaning solutions shall be used in strict conformance with the product's Environmental Protection Agency (EPA) and state requirements. All manufacturers' instructions and recommendations for the use of cleaning solutions shall be strictly followed. In addition, the contractor shall comply with all federal, state, or local laws and regulations concerning the use, storage, and disposal of hazardous materials. The contractor shall minimize the use of harsh chemicals and the release of irritating fumes.

The USDA is mandated by legislation and executive order to purchase products that are good for the environment. Below are minimum requirements for paper products, industrial wipes and trash liners that must be used by Contractors in a USDA service contract. The successful Contractor will be required to meet or exceed the below-listed mandatory environmental preferability criteria. The offered products must meet requirements as stated below:

a. Disposable paper products: The disposable paper products must contain at least 100% recovered materials and 30% post-consumer product and manufactured without the additional use of elemental chlorine or chlorine compounds.

b. Plastic trash bags: Plastic trash bags and other liners with a minimum of 30%·post-consumer recycled content.

c. General purpose industrial wipes: The general purpose industrial wipes must contain at least 100% recovered materials and 40% post-consumer content.

d. Cleaning fluids: Cleaning products shall have highest percentage of bio-based products practicable. The cleaning fluids must be in accordance with Colorado Code of Regulations low VOC cleaning products OR Green Seal Standard GS-37 approved.