Attachment 2_Statement of Work.pdf

STATEMENT OF WORK

GENERAL REQUIREMENTS

The intent and purpose of this contract is to provide janitorial service in accordance with standard industry practices and the specifications contained herein. Buildings for which janitorial service will be provided are occupied by both office and field personnel, and includes both carpeted and linoleum floor spaces. Building for which janitorial services will be provided consisting of the offices listed below, is located on the Paisley Ranger District compound, 303 Highway 31, Paisley, Oregon.

Note: the Government will not be responsible for any error or variation in the square footage listed, nor will the Contractor, because of any error or variation in the square footage listed, be relieved of their responsibility to carry out the contract in accordance with the true intent and meaning of the specifications without additional cost to the Government

1. Paisley Ranger District Office: The main office consists of offices, hallways, and restrooms. Total floor area is approximately 6,000 square feet.

2. District Fire Office: Consists of four (4) rooms, one (1) bathroom. Total floor area is approximately 1,034 square feet.

3. Warehouse Restroom: Estimated floor area is 64 square feet

The Contractor shall furnish all supplies, material, tools, equipment, (except those designated as Government-furnished), labor, transportation and supervision necessary to perform required janitorial services at designated Forest Service building in accordance with provisions herein.

1. Hours of Operation. Services shall be provided twice weekly on Saturday or Sunday and Wednesday, after working hours, between 4:30pm to 6:00 am. No work will be preformed on Federal holidays without prior approval of the Contracting Officer (CO). 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 CO shall either:

a) 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

b) 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 9 days per month and then multiplied by the number of days services were not provided. Appropriate adjustments will be made by the CO in the event services are provided for portions of days, or

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

New Year’s Day Martin Luther King, Jr. Birthday Presidents’ Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

In the event of occupants working overtime, it will be the responsibility of the Contractor to arrange the cleaning schedule so as to cover the occupied area. Any proposed cleaning preformed prior to 4:30 shall be approved or denied by the COR. Times of performance can be negotiated with the COR during fire season, provided that the Contractor provides written request to the COR no less than 24 hours in advance.

2. Supervisory Personnel. The Contractor shall designate an on-site supervisor who shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for performance of work. An equally qualified alternate supervisor shall be provided to act on behalf of the supervisor during his/her absence. The supervisor and alternate shall be designated as key personnel and be able to read, write, speak, and understand English, and have full authority to act for the Contractor. The Contractor shall provide the telephone number of the supervisor and alternate to the CO within ten calendar days after award of the contract. The Contractor shall immediately notify the Contracting Officer’s Representative (COR) and CO in writing when a decision to terminate an employee has been made. The Contracting Officer may, in writing, require the Contractor to remove from the work any employee who the Contracting Officer deems incompetent, careless or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or Government owned property. No persons, not employed by the contractor will be allowed on the premises during the performance of duties. No subcontracting to be authorized. The Forest Service Office is a non-smoking building. The Contractor shall insure his/her employees do not smoke inside the building.

Performance Standard: The supervisor or alternate shall be on-site and accessible during (times of performance) working hours 4:30pm to 6 am.

Performance Measurement: The Government will document, in writing, those instances where the supervisor or alternate have not responded to calls or are not available to meet.

3. Quality Control Program. The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are met. It shall be submitted to the CO as part of the technical portion of the bid package prior to award of the contract. Any amendments shall be submitted to the CO for approval at least ten days prior to their proposed implementation. The quality control program shall, at a minimum, include:

a) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

b) A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c) A method for ensuring all keys and/or security access codes issued to the Contractor by the Government are not lost, misplaced, and are not used by unauthorized persons.

d) A file of all inspections conducted by the Contractor and the corrective actions taken. This documentation shall be made available to the Contracting Officer Representative for review upon request.

4. Operating Plan. As part of the Technical portion of the bid package prior to award of the contract, and annually thereafter, the Contractor shall submit to the CO an Operating Plan with a schedule of all services to be performed. The Schedule shall indicate the time of day, the type of work to be performed and its frequency of performance (daily, weekly, monthly, quarterly, semi-annually, annually), the areas to be worked, and the estimated time to complete the work in each area. The Operating Plan shall also include a list of all cleaning supplies to be used, subject to the COR approval. The Contractor shall notify the COR in writing at least 14 calendar days prior to the intended use of any chemicals which include a Material Safety Data Sheet (MSDS), all of which are subject to the approval by the COR.

Once a month, when the invoice is submitted, the Contractor will provide to the COR a listing that identifies all scheduled work that was completed during this time period. The format of this document shall be approved by the COR.

At the beginning of the contract, and annually thereafter, a survey will be conducted by the COR to confirm that the figures provided are accurate. Agreement will be noted in the Operating Plan. Any changes to these figures shall be brought to the attention of the CO and, if necessary, an appropriate contract modification will be considered.

The Contractor shall be directly responsible for instructing employees in utility conservation practices. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by Contractor employees. Lights shall be used only in areas at the time when work is being performed. Water faucets or valves shall be turned off after the required usage is complete. Windows shall be closed and lights and fans turned off when not in use. Government telephones shall not be used for personal reason, or for any toll or long distance calls. The Contractor shall notify the COR whenever a building deficiency is identified (e.g., chemical spill, leaking pipe, stopped up sink, power outage, doors or other equipment that appear to be working improperly) and post as out of order.

It is the responsibility of the Contractor to ensure that the janitor closet is kept clean, free of unpleasant smells, and neat and orderly at all times.

It is the responsibility of the Contractor to ensure that all articles of possible personal or monetary value found by the Contractor’s employees are turned into the COR.

It is the responsibility of the Contractor to secure the building upon completion of work and close and lock entry gates.

The contractor shall be liable for any damage to Government property other than normal wear and tear which occurs during time on the job.

5. Key Control. The Contractor will be issued keys and/or security access codes by the

Government for office access at the time of contract award. No keys shall be duplicated unless authorized in writing by the COR. The supervisor shall issue keys to Contractor employees and be responsible for their return.

The Contractor shall report the occurrence of a lost key immediately to the COR. The Contractor shall be required to replace or to reimburse the Government for replacement as a result of the Contractor losing keys.

The Contractor shall prohibit the use of keys and access codes issued by the Government by any persons other than the Contractor’s employees. The Contractor’s employees shall prohibit entrance to the building by other than Contract employees engaged in the performance of contract related work.

6. Hazard Communication Training. The Contractor shall provide employees with Hazard Communication training within one month after award of the contract or within one month after hiring a new employee. Per OSHA 29 CFR 1910.1200 Hazard Communication Standard, this training also includes instruction on the appropriate handling of chemicals requiring a Material Safety Data Sheet. Risk of loss of life or risk of injury to the Contractor or to his/her employees shall be assumed by the Contractor.

7. Workers Compensation Insurance. The Contractor shall provide evidence of Worker’s

Compensation Insurance or a letter from the State Department of Industrial Relations exempting the Contractor from the requirement. NOTE: A contractor working alone is not required to carry the insurance.

8. Property and Personal Damage.

The Contractor shall be responsible for all damage to property and to persons, including third parties that occur as a result of his or his agent’s or employee’s fault or negligence.

The term “third parties” is constructed to include employees of the Government.

SPECIFIC TASKS AND QUALITY AND PERFORMANCE STANDARDS

The Contractor through innovation, technology, or other means, shall perform the work in this contract at frequencies necessary to meet the quality and performance standards. Evaluations of the Contractor’s work will be based on these standards, and shall be conducted by the COR as close to the time that the cleaning tasks are completed.

Listed below are the specific tasks and the performance standards the Contractor is required to meet in this contract:

1. Restrooms: Shall be cleaned twice weekly, Saturday or Sunday and Wednesday with a disinfectant cleaner. Fixtures, metal chrome surfaces, doorplates, water closets, urinals, washbasins, shower stalls, mirrors, shelving, and dispensers shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust, and encrustation.

Urinals/bowls shall be cleaned as far into the trap as possible and under the inside rim.

Removal of stains with soap grit or grit cake is allowed; however, the use of toilet bowl cleaners, acids, or strong alkalis which tend to damage glaze shall not be allowed. Cleaning shall include the seat, interior/exterior of bowl/urinal, flush valve, and polishing pipe.

Maintain traps free from odor. Partitions, doors, vents, sills, and walls shall be free of dust, dirt, and graffiti. The full surface area of all stall partitions, doors, and waste receptacles shall be damp wiped utilizing a multipurpose (disinfectant-deodorizer) cleaner. Restroom supplies, including paper towels, toilet paper, and liquid hand soap, shall be replenished as needed to maintain an adequate supply at all times. Restrooms shall be free of discarded material and waste receptacles shall be emptied. Trash shall be collected and put into government provided dumpster. Waste receptacles shall be lined and kept free of trash, dirt, stains, and debris. Flooring, base molding, and walls shall be free of dirt, debris, all types of marks, and foreign matter, damp mopped, and washed as the only method of wet cleaning, using disinfectant cleaner. .

Performance Standard: Fixtures shall be free of smudges, marks, spots, or unsightly discoloration. Toilet bowls and urinals shall be de-scaled and the entire surface shall be free from streaks, stains, scale, scum, urine deposits, and rust stains. Floors shall be free of visible loose dirt or streaks, scuff marks, heel marks, other stains and discoloration, and mop strings.

Corners, crevices, moldings, and ledges shall be free of all dust and dirt. The least amount of water, soap solution, or water cleaner solution required to remove dirt and rinse floors shall be used. Flooding of floors shall be avoided at all times. Surfaces shall be left dry.

Sufficient supplies shall be provided to meet usage.

Performance Measurement: The Government will inspect restrooms on a random basis. The Contractor shall correct any performance deficiency within one day of notification by the

COR.

Office space (including main office, and District Fire Office): Shall be free of obvious surface dust, dirt, debris, carpet stains, (with the exception of current/existing stains), trash, streaks, and smudges, and present an overall appearance of cleanliness. Horizontal surfaces less than 70 inches high will be free of obvious dust, dirt, oil spots, or smudged surfaces. Desks with papers, computers and keyboards will not be dusted.( The Contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using office equipment provided for official Government use). Trash shall be collected from work areas and put into government provided dumpster. Trash containers shall be lined and kept relatively free of trash, dirt, stains, and debris. Molding shall be free of dirt, debris, all types of marks, and foreign matter. Carpets and rugs shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material. Vacuuming and spot cleaning will be done at a frequency that will protect the integrity of the carpet and prolong wear, typically two times a week. There are to be no areas of deterioration or fuzzing to the carpet and rug as a result of harsh brushing or scrubbing. Cleaned area of carpets and rugs should reasonably blend with surrounding carpet.

Carpets shall be dried within 24 hours to prevent mold growth. All floors without carpet will be free of debris, grime and grease from the floor surface. Mop and mop bucket will be clean and stored appropriately for reuse. (Office space includes mini blinds and vertical blinds)

Performance Standard: Furniture and blinds shall be free of visible dust and trash cans shall be emptied twice weekly. Carpeted areas and molding shall be clean and free of dust balls, visible dirt, and other debris. Non carpeted area shall be free of debris, grime, and grease.

Performance Measurement: The Government will inspect office space on a random basis.

The Contractor shall correct any performance deficiency within one day of notification by the COR.

2. Main lobby, entrance ways, porches, access walks, and hallways: shall be free of obvious surface dust, dirt, debris, carpet stains, trash, streaks, and smudges, and present an overall appearance of cleanliness. Horizontal surfaces less than 70 inches will be free of obvious dust, dirt, oil spots, or smudged surfaces. Assure that walls, baseboards, and other surfaces remain free of spots, residue, and marks. Wood doors and other wood surfaces shall be free of obvious dirt, stains, and streaks. Metal door knobs, push bars, thresholds, kick plates, railings, and other metal surfaces shall be free of obvious dirt, stains, and streaks. Counters, railings, grilles, fire apparatus, doors, corners, crevices, moldings, and ledges within approximately 70 inches from the floor shall be dusted. Carpets and rugs shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material.

Molding shall be free of dirt, debris, all types of marks, and foreign matter. Vacuuming will be done at a frequency that will protect the integrity of the carpet and prolong wear, typically two times a week. There are to be no areas of deterioration of fuzzing to the carpet and rug as a result of harsh brushing or scrubbing. Cleaned area of carpets and rugs should reasonably blend with surrounding carpet. Carpets shall be dried within 24 hours to prevent mold growth. Trash shall be collected and put into government provided dumpster. Trash containers shall be lined and kept relatively free of trash, dirt, stains, debris, and odors.

Interior and exterior windows/glass will be clean and free of obvious dirt, dust, grime, streaks, cloudiness, and smudges. Surrounding and adjacent areas shall be free of standing water, drips, or watermarks. Outside ashtrays and walkway shall be free of accumulated butts

Performance Standard: Furniture shall be free of visible dust and smudges and trash cans shall be emptied twice weekly. Corners, crevices, moldings, and ledges shall be free of all dust. Carpets shall be vacuum cleaned and free of dust balls, dirt, and other debris. All glass shall be clean and free of dirt, grime, dust, streaks, watermarks, and spots and shall not be cloudy. Thresholds shall be clean and free of oils, grease, dirt, and grime. Washed glass shall be clean and free of dirt, grime, streaks, and excessive moisture and shall not be cloudy.

Window sashes, sills, woodwork, and other surrounding interior glass shall be wiped free of drippings and other watermarks.

Performance Measurement: The Government will inspect the main lobby, hallways, and entrance ways on a random basis. The Contractor shall correct any performance deficiency within one day of notification by the COR.

3. Drinking fountain: Shall be free of dirt, stains, watermarks, and all other debris or encrustation. Drinking fountain will be sanitized and present a luster appearance.

Performance Standard: The stainless steel surface shall be clean and bright, and free of dust spots, stains, and streaks. Drinking fountain shall be kept free of trash, ink, coffee grounds, etc., and nozzles free from encrustation. There shall be no mineral or calcium buildup on bubbler.

Performance Measurement: The Government will inspect the drinking fountain on a random basis. The Contractor shall correct any performance deficiency within one day of notification by the COR.

4. High cleaning surfaces above 70 inches: Shall be cleaned free of obvious dust and cobwebs monthly. This does not include removal of vents, tiles, or fixtures for accomplish high cleaning.

Performance Standard: Surfaces shall be clean and free of dust.

Performance Measurement: The Government will inspect these high cleaning surfaces on a random basis. The Contractor shall correct any performance deficiency within one day of notification by the COR.

5. “Kitchen” area in the main office building, and Utility Sink: Shall be free of obvious dirt debris and extraneous matter. Trash shall be collected twice weekly and put into government provided dumpster. Trash containers shall be lined and kept relatively free of trash, dirt, stains, and debris. Counter and sink surfaces shall be cleaned twice a week with a disinfectant cleaner. Surfaces shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust, and encrustation. Molding shall be free of dirt, debris, all types of marks, and foreign matter. Flooring shall be free of dirt, debris, and foreign matter, damp mopped as the only method of wet cleaning, using disinfectant cleaner.

Performance Standard: Floors shall be clean and free of trash and foreign matter with no dust or dirt left in corners, crevices, molding, and ledges, and be free of streaks, mop strand marks, and skipped areas.

Performance Measurement: The Government will inspect the kitchen area on a random basis. The Contractor shall correct any performance deficiency within one day of notification by the COR.

6. Carpet Cleaning and Floor Surfaces: Shall be performed at a frequency that will protect the integrity of the carpet and prolong wear, typically twice yearly once in the spring, and once in the fall. All carpet areas shall be shampooed with a commercial machine leaving them free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material. There are to be no areas of deterioration or fuzzing to the carpet and rug as a result of harsh brushing or scrubbing. Cleaned area of carpets and rugs should reasonably blend with surrounding carpet. Carpets shall be dried within 24 hours to prevent mold growth.

Non carpet areas shall be completely removed of old finish, taking care to not splash or mar furniture, baseboards or walls during process. Application of self polish finish shall be applied to non carpeted floors per common industrial standards. Cement floors are not to be waxed. This service is typically performed quarterly.

Performance Standard: Carpets shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material. Non carpet areas shall be free of old wax and application of self polish finish applied per industrial standards.

Performance Measurement: The Government will inspect carpets and floor surfaces on a random basis. The Contractor shall correct any performance deficiency within one day of notification by the COR.

7. Exterior and Interior Window Cleaning: Shall be performed at a frequency that will maintain windows clear form steaks, film, stains, and mineral deposits, typically three times yearly for exterior and three time yearly for interior. To include storm doors, glass doors, and storm windows. Windows sashes, sills, and surrounding woodwork shall be left clear of oblivious drippings or water marks.

Performance Standard: Windows shall be free of obvious spots, film, stains, and watermarks. Window sashes, sills, and surrounding woodwork shall be left clear of obvious drippings and water marks.

Performance Measurement: The Government will inspect windows on a random basis. The Contractor shall correct any performance deficiency within one day of notification by the

COR.

GOVERNMENT-FURNISHED PROPERTY

The Government shall provide: Keys and security access codes to the gates and building.

Space will be assigned, as available in the building, for the storage of an inventory of supplies and equipment, which will be used in the performance of work under the contract. The Government will supply containers outside the building for disposal of trash and refuse. The Government will furnish electricity and water for required activities related to the contract only. The Government will not be responsible in any way for damage or loss of parts or equipment. Telephones will be available for the Contractor’s use in making local calls for business purposes only.

CONTRACTOR-FURNISHED PROPERTY

The Contractor shall provide all supervision, labor, materials, supplies, and equipment required (to include ladder) to meet the terms of the contract. Supplies include not only cleaning supplies, but also toilet paper (2 ply, soft), paper towels (Bi-fold, industrial), hand soap (individual liquid hand soap for pumps), toilet seat covers, Restroom deodorizers (Airwick or equivalent, not plug-ins) and plastic trash bags for the various trash cans/bins. All applicable Contractor-furnished equipment shall include bumper/guards to prevent marking or scratching of fixtures or building surfaces.

The Paisley Ranger District, of the US Forest Service requires the use of environmentally preferable products and services in order to comply with federally mandated programs and USDA’s Agriculture Acquisition Regulations (GAAR 423.703) that direct USDA agencies to actively promote a preference for Environmentally Preferable Products. This includes the use of:

recovered material products; energy and water efficient products; alternative fuels and fuel efficiency, bio-based products; non-ozone depleting substances; priority chemicals; and environmentally preferable products. These products are described on the Office of Federal Environment Executive website. (http://ofee.goc/gp/gp.htm).

PRODUCTS and MATERIALS Custodial cleaning products required in the performance of the SOW shall meet as a minimum, GreenSeal Product Standards (http://www/greemseal.org/certification/environmentmental.cfm). 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.

Products that fall under the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) (http://www.epa.gov/cpg) shall meet the minimum recovered (recycled) content. Bio-based products shall be used upon issuance of the bio-based product listing from the United States Department of Agriculture (USDA) (http://www.usda.gov) .

Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract.

Before implementing any change that will result in a change to the contract price, the contractor shall submit the Contracting Officer a price proposal within 30 calendar days following receipt of the change. An equitable adjustment (increase or decrease) will be negotiated, if applicable, under the “Changes” clause of the contract.

All electrical equipment used by the Contractor shall meet all safety requirements of this contract and shall be UL approved. This equipment shall operate using existing building circuits. It shall be the responsibility of the Contractor to prevent the operation or attempted operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of existing building circuits. Inoperable equipment is not cause for cleaning work not to be performed.

http://ofee.goc/gp/gp.htm http://www/greemseal.org/certification/environmentmental.cfm http://www.epa.gov/cpg http://www.usda.gov/

The Contractor shall provide protective gloves, safety eyeglasses, and any other safety equipment needed to execute the contract.

PRE-WORK CONFERENCE

Prior to commencement of work, a meeting to discuss work schedules and responsibilities of both the Forest Service and the Contractor will be directed by the Contracting Officer to be attended by the Contractor, the Contracting Officer, the Contracting Officer Representative, and any other involved Forest Service personnel. The meeting will be held at a time and place determined by the Contracting Officer.

PERIOD OF PERFORMANCE

The estimated start work date is 01 October 2025, with the contract running through 30 September 2026. There are four one-year options provided to secure services for more than one year at a time.

PERIOD OF PERFORMANCE (AGAR 452.211-74) ( FEB 1988)

The periods of performance for this contract are as follows:

Base Year: 01 October 2025 to September 30, 2026

Option Year 1, if exercised: 01 October 2026 to 30 September 2027.

Option Year 2, if exercised: 01 October 2027 to 30 September 2028.

Option Year 3, if exercised: 01 October 2028 to 30 September 2029.

Option Year 4, if exercised: 01 October 2029 to 30 September 2030.