STATEMENT OF WORK FOR SUPERVISOR’S OFFICE JANITORIAL SERVICES HUMBOLDT-

TOIYABE NATIONAL FOREST DESCRIPTION OF SERVICES

Section I, General Overview and Requirements:

1.0 LOCATION AND DESCRIPTION

The Contractor shall provide all management, personnel, tools, equipment, and labor necessary to ensure that janitorial services performed at the Forest Service office located Sparks, NV, are in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. All areas of work shall be achieved using accepted industry standards.

The Humboldt-Toiyabe National Forest Supervisor’s Office is located at 1200 Franklin Way, Sparks, NV 89431. The office is one building consisting of two levels, totaling approximately 18,000 square feet and two smaller offices approximately 500 square feet in area. This includes the warehouse, warehouse bathrooms, Radio Shop, and Fleet Offices.

The first floor contains 14 exterior windows, and six interior windows. The second-floor houses approximately 20 windows. Windows vary in size.

The restrooms and exterior entrances/staircases consist of approximately 1,400 square feet of un-carpeted flooring.

1.1 CONTRACTOR‘S KEY PERSONNEL

No more than ten days after contract award the contractor shall provide the following information:

• Complete list of all personnel employed under this contract with a designated on-site working supervisor. This list shall include individual tours of duty (such as 6:30pm – 9:30 pm Monday-Friday) and scheduled work assignments.

• Schedule for contracted services to be performed bi-monthly, quarterly, and semi-annually.

• Quality Control Plan ensuring contract compliance.

• Submittals as detailed under Contractor-Furnished Property, biobased products.

• Safety Data Sheets (SDS) and chemical lists in a notebook for chemicals stored in Government-Furnished storage spaces. SDS notebooks shall comply with GHS requirements and be kept up-to-date and stored in storage spaces with chemicals.

• Security Credential Schedule and list of all employees to be credentialed.

2.0 SAFEGUARDING PREMISES

All reasonable precautions shall be taken to prevent loss or damage to Government buildings or property. The Contractor is to ensure that the offices are inspected at the end of each cleaning period for fire hazards, turn off unnecessary lights, and ensure that all means of egress are securely locked. All employees of the janitorial company and any subcontractors will be required to obtain a government issued LincPass prior to entering the building and working. Exterior doors shall never be propped open for any reason. No unauthorized personnel may be allowed to enter the building.

3.0 SAFETY

The Contractor shall be responsible for instructing his/her employees in appropriate safety measures. Employees must not place mops, brooms, machines, garbage cans and other cleaning equipment at locations in such a manner as to create safety hazards or impede access. Cautionary signs shall be displayed in areas where cleaning operations are in progress that could cause a hazard to personnel (e.g. use of any equipment or supplies such as buckets, wires, ladders, water, wax, wet floors etc.). Contractors shall comply with all Federal, State, and Local regulations, laws, codes, and requirements relating to safety.

Fire prevention shall be exercised at all times by the Contractor’s employees. Chemicals stored in the Janitor’s closet shall be capped tightly and stored upright, eliminating the release of odors, fumes, and liquids. All combustible material shall be used and stored in a safe manner (above any liquids so not to be impacted by spillage). The Contractor shall report to the COTR any fire hazards, and if possible, correct them.

The Contractor shall be responsible for compiling a chemical inventory and maintaining an SDS notebook- for all chemicals used and stored on site.

4.0 CONTRACTOR-FURNISHED PROPERTY

The Contractor shall furnish all janitorial supplies, including cleaning equipment, soap, wax (shall be non- skid), mops, brooms, and floor machines, etc. The Contractor may also require other incidentals necessary to perform work and maintain a sanitary, clean work area. Additional items the Contractor shall furnish include:

• Vacuum cleaner equipped with a high efficiency particulate air filter (hepa filter) and a variety of attachments necessary for cleaning tight spaces: under furniture, tops of cabinets and shelves, windowsills and trim, screens, corners of rooms, and miscellaneous equipment.

• Rags, sponges, cloths, or any other materials needed for cleaning shelves, countertops, windows (inside and outside) and appliances.

• Carpet cleaning equipment and supplies.

• Any cleaning materials necessary for the completion of listed services in section II.

The Contractor shall furnish all paper towels, 2-ply toilet paper tissue, seat covers, trash can and sanitary container liners, trash bags, urinal cakes, hand sanitizer, and liquid soap for bathroom dispensers. Additional supplies shall be of suitable type and grade for purpose and are subject to approval by the COR.

The Contractor shall be responsible for new dispensers if they choose to refill with a product that is not compatible with the existing dispenser.

5.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

The Government shall have available certain furnishings for use to the Contractor (hereinafter referred to as "Government-furnished property"). The Contractor shall be liable for all loss or damage of such delivered Government-furnished property until completion and final acceptance of work required under this contract. If the Government fails to make timely delivery of such Government-furnished property suitable for its intended use and upon written request from the Contractor, the CO shall make an equitable adjustment of contract delivery or performance dates pursuant to FAR 52.212-4 (c) Changes Clause of the contract.

Any equipment or products not listed here shall be provided by the contractor.

The Government-furnished property includes the following:

• All necessary electricity and water needed for the Contractor's performance on the job.

• Paper product dispenser keys will also be furnished for the building (must be kept secured as described in section

II).

• Storage space for any cleaning supplies and materials kept on site (this shall be kept in a clean and orderly fashion as described in section II).

• Dumpster and Comingle Recycle Dumpster for office refuse

• Paper product dispensers

• All waste cans and permanent trash receptacles in offices, common spaces, and restrooms.

6.0 REFUSE COLLECTION AND DISPOSAL

The Contractor shall use existing bulk containers to dispose of trash or refuse generated from accomplishment of services detailed in this SOW.

All office trash containers shall be emptied and returned to their initial location as indicated. 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/dumpster. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

All blue recycling bins shall be emptied, including the individual blue recycling bins in every office/cubicle. They shall be emptied into the recycling dumpster outside that is for all types of recycling, they do not need to separate the different recycling items.

7.0 MINIMUM QUALITY REQUIREMENTS

Quality cleaning will be required, including full performance of all specified daily services on the first official working day of the contract. A fully qualified workforce shall be maintained throughout the contract period. It shall be the responsibility to furnish all equipment and products necessary to compete all required tasks.

The Contractor shall prohibit employees from disturbing papers, computers, and terminals on the desks, opening drawers or cabinets, or using the telephone, except for emergency calls to police or fire departments. The Contractor or employees shall not bring children to the premises while the work is being performed.

The Contractor shall keep the Government provided storage space for bulk supplies and equipment in a clean and orderly condition.

Failure to keep any of the storage areas in a clean condition may result in the withdrawal of the privilege of using them, or the CO may have them cleaned and deduct the cost from Contractor's payment. All cardboard boxes need to be knocked down and placed in the appropriate designated recycling dumpster.

The Government will not be responsible for damage to the Contractor's stored supplies, materials, equipment, or the Contractor's employees' personal belongings brought into the buildings.

The Contractor shall require employees to comply with instructions pertaining to conduct and building regulations issued by the COR. The Contractor shall have a working supervisor on site to ensure contract compliance.

The Contractor shall service all restrooms to maximum capacity during the last contract day. Dispenser stock of paper supplies and hand soap remaining at end of contract period shall not be removed.

All of the contractor’s employees that will be working at this location shall complete the required background testing and certifications required to obtain a USDA LinkPass Credential0 per the Federal Acquisition Regulations 52.204-9 Personal Identity Verification of Contractor Personnel and AGAR 452.204-71 Personal Identity Verification of Contractor Employees to access the building. The contractor shall begin this process within 5 days of contract award and shall have all employees credentialed no more than 60 days after contract award. If this is not possible, the contractor shall provide documentation of the progress and any related communication on Friday of each week until the process has been completed, and the credentials have been issued to each of the contractor’s on-site employees.

8.0 GENERAL INFORMATION

To facilitate contract administration and inspection by designated Representatives:

The contractor shall clean the Supervisor’s Office five days a week, on scheduled days of Monday through Friday. (Contractor option on Saturday and Sunday) All services shall be performed before 7:00 a.m. or after 6:00 p.m. Services performed outside the building may be accomplished anytime during the week.

Successful offeror may store supplies on site and may work with the COR to establish a storage location. It shall be the responsibility of the successful offeror to secure stored items.

Cleaning is not required on Federal holidays listed below. Any office that is locked with no key provided is exempt from cleaning listed below:

8.1 FEDERAL HOLIDAYS

• New Year’s Day - 1 January

• Martin Luther King Day - 3rd Monday in January

• Washington’s Birthday - 3rd Monday in February

• Memorial Day - last Monday in May

• Juneteenth – June 19th

• Independence Day - 4 July

• Labor Day - 1st Monday in September

• Columbus Day - 2nd Monday in October

• Veteran’s Day - 11 November

• Thanksgiving Day - 4th Thursday in November

• Christmas Day - 25 December

*Any of these that fall on a weekend on any given year will be observed on the nearest Monday or Friday to the date on which they occur.

Section II, cleaning requirements:

Item # A– Monthly Service

(i) Cleaning Services-DAILY CLEANING (defined above as 5 times per week ) I. Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.)- Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Floors shall be stripped and waxed a minimum of twice annually. If a substantial amount of staining occurs, more frequent waxing could be necessary. Contractor shall take precaution when applying wax to ensure it is not applied to bathroom fixtures, base, walls, partitions, or any other objects that are not “hard floors”.

II. Carpeted Floors- Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal.

Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Contracting Officer Representative (COR). Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. The carpeted stairs need to be vacuumed as well. Contractors need to provide a good vacuum that works.

III. Break rooms- Clean countertops, coffee pot area, top of refrigerator, microwave (inside and out), cabinets, in accordance with commercial standards for sanitization and dusting. Floors are to be cleaned as described under Carpeted Floors above. This includes the downstairs lunchroom and upstairs coffee area.

IV. Clean Floor (Walk-Off) Mats- Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matters. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

V. Dusting- Surfaces must be free of dust, lint, cobwebs, and litter. Surfaces could include items such as credenzas, file cabinets, light fixtures, tables, shelves, bookcases, storage lockers, windowsills, handrails, pictures, clocks, window blinds, upper and lower vents, etc. Thoroughly dust Front desk, mailroom, conference room, Executive Assistant’s office, Forest Supervisor’s office, and Deputy Forest Supervisor’s office furniture and counter tops daily. excluding computer terminals, keyboards and all employee desk spaces not listed here.

VI. Interior Glass and Entries- All interior glass, including glass in doors in all entry ways, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, streaks, water, or other foreign matters. Entry door glass (interior and exterior surface) shall be cleaned daily and kept free of smudges, film, dirt, water, or other foreign matters.

VII. Drinking Fountains- Contractor shall clean all drinking fountains. Polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, hard water deposits, and other obvious soil. Drinking fountains need to have the hard water spots cleaned as needed.

VIII. Office Paper Shredders- All paper shredders should be emptied and put in the recycling dumpster on a weekly basis, so they are never full or over-flowing.

IX. Hand Sanitizer Stations- Hand Sanitizer stations should be refilled as needed, so that they are not left empty.

X. Dusting of venetian blinds- Dust venetian blinds in the window frames daily.

XI. Office and Common Area Trash – All trash cans located withing the enclosed office area (i.e. all areas that are not warehouse) shall be emptied daily. Soiled liners or liners containing food shall be replaced daily.

XII. Restrooms and all sink cleaning services- DAILY CLEANING

1. Clean and Disinfect- All surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures, mirrors, partitions, dispensers, doors, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and disinfected using a germicidal detergent and shall be free of spots and streaks. All fixtures shall be expected to be cleaned daily on all surfaces. Occasional increased use or exceptionally dirty fixtures do not relieve the contractor from this responsibility.

2. Warehouse Restrooms: There are 2 restrooms that serve the offices near the warehouse. These are part of the contract. They each have one shower stall. The showers shall be cleaned once per week(minimum) and when they appear dirty. Clean shower basin, walls, bench, and soap trays/niches.

3. Odor - Restrooms shall have a clean scent or emit no odor at all. Toilets and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

4. Restroom Floor Care- All floor surfaces shall be maintained in accordance with methods described under Non-Carpeted Floors above.

Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

5. Maintain Urinals- Contractor shall provide and maintain the required chemicals and replace urinal cookies/eco-traps when they have disintegrated. Contractor shall service urinals at the same time and each time they are cleaning the restrooms. The urinals need to be cleaned out daily. Immediately after restrooms have been cleaned contractor shall replace eco-traps as needed and service with appropriate product. Treat each of the four urinals every other month with approximately one full gallon of chemical drain cleaner.

6. Stock Restroom Supplies- Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap does not run out. The paper towel need to be filled in dispenser, rather than a stack of paper towels being left next to the dispenser. Supplies shall be stored in designated areas.

(ii) Measurement and Payment: Duties shall be performed at the frequency described above and shall be considered complete on the last day of each month. The item shall be billed once monthly, no sooner than the last day of that month. All other contract requirements which are not outlined in ITEM B or ITEM C of these specifications shall also be considered part of the monthly regular service cost.

Item # B – Bi-Monthly Services

(i) Bi Monthly CLEANING SERVICES shall be documented in a manner to be determined by the successful offeror and approved by the government.

I. Periodic inside window cleaning and dusting of all ceiling vents- (every 2 months) Wash inside windows and remove dust, cobwebs and insects which have accumulated around sills and frames. After dusting of ceiling vents, dust particles which have fallen shall be cleaned up from any surfaces. Wash window sills and frames.

II. Periodic Shampoo heavy use areas of the carpet, ie: hallway and entryway (every 2 months). Include any areas which show heavy wear during the previous two months. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers.

Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. 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 after the carpet has dried.

III. Periodic Removal of Cobwebs in Difficult to Reach Areas – Corners and visible crevice’s shall be cleared of cobwebs every other month in all offices and common areas. Examples include, but are not limited to, doorway corners, ceiling corners, and stairwells.

(ii) Measurement and Payment – Payment for Item B shall be submitted every two months. Beginning two months after the first work is performed and billing shall be submitted no sooner than the final day of the second month. Payment will not be approved without documentation of completed services and appropriate coordination with the COR.

Item # C – Semi-annual Services

(i) Semi-Annual CLEANING SERVICES shall be coordinated with the COR at a minimum of two weeks prior to the month in which the service is to be performed.

I. Periodic outside window cleaning and cleaning light fixtures. All exterior windows shall be cleaned in April and

September of each year. Dust and clean light fixtures. Take light panel out and clean out dust, dead insects, etc. from the ceiling light fixtures. Using the appropriate cleaner wash and dry all windows on the outside. This includes cleaning and removing any tree sap from the exterior windows.

II. Periodic Floor Restorative Cleaning- (June/November) Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying.

After deep cleaning, the carpeted area shall show an improvement in visible appearance. 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 after the carpet has dried.

Waxing of non-carpeted floors- Deep cleaning/stripping and waxing of restroom and stairway floors shall be completed near the same time that the carpets are deep cleaned. All wax and cleaning solutions shall be removed from baseboards, furniture, walls, partitions, receptacles, handrails, tread strips, and fixtures.

(ii) Measurement and Payment – Payment for Item C(I) shall be considered complete only after all work described in item C(I) has been completed and Payment for Item C(II) shall be submitted after all work described in item C(II). Only completed line items may be submitted for payment.

SECTION III - SPECIAL CONTRACT REQUIREMENTS

(i) SUBCONTRACTING -The Contractor shall request permission to subcontract any portion of the contract in writing and furnish sufficient evidence that the subcontractor is experienced and equipped for such work. Work shall be 85% self-performed. Written consent to subcontract any portion of the contract shall not be construed to relieve the Contractor of any responsibility under the contract. All subcontractors will need a Government issued LincPass to enter the building. For the semi-annual services only, an uncredentialled subcontractor may be allowed by the COR, but must be accompanied by a credentialed contract employee or designated government representative 100% of the time.

(ii) PRIVACY BASICS COURSE MANDATORY FOR CERTAIN CONTRACTORS

United States Department of Agriculture (USDA) policy requires that all contractors and their personnel, including subcontractors and their employees, who will have access to, processing of, protection of, or maintenance of a Forest Service’s individual’s personal information shall successfully complete the USDA Privacy Basics training course. The contractors, their personnel and subcontractors, and their personnel shall complete the course and submit Certificates of Completion to the contracting officer prior to the performance start date and no later than 30 days after contract award or the notice to proceed.

The contractor shall ensure that after performance begins, no personnel or subcontractors or their personnel has access to, processing of, protection of, or maintenance of a Forest Service’s individual’s personal information until the course has been completed and a Certificate of Completion for the Privacy Basics course is delivered to the contracting officer or the contracting officer’s representative. The course is taken on-line through AgLearn.

Solicitation No.: 12026120Q0003

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SECTION V – HSPD-12 (USDA LINCPASS CREDENTIALS)

Notice of Non – Employee Identity System (NEIS) Requirement

In accordance with the Homeland Security Presidential Directive 12 (HSPD-12) contractors who meet one of three criteria may need a LincPass to access USDA systems and/or facilities. It has been determined performing services under this contract meets the terms of one of the criteria, which is:

“Applicant requires unescorted access in MC (Mission Critical) or NCR (National Capital Region) areas (or as determined by particular agency’s local risk assessment)”

More information on the HSPD-12 can be found at: http://hspd12.usda.gov/about.html

This following is standard protocol of the Homeland Security/USDA HSPD–12 Information specifications for all employees, Federal and Non-Federal, prior being authorized access and entrance of Federal buildings before and after business hours and access to Federal computers.

This contract requires the contractor to work unescorted in this agencies, U.S. Forest Service, buildings and/or other facilities. The normal work hours for this contract are designated in the Statement of Work.

Therefore the contractor and contractor personnel will have to comply with the following steps upon notification of award:

(a) The Contractor will contact the Contracting Officer (CO) or NEIS Sponsor, Gladys Hamilton at 208-373- 4289 to inform them of the city/address where the personnel who will perform on the contract are located to determine the closest PII station. This will give the contractor information for evaluation of costs involved obtaining access permission.

(b) The Contractor and all personnel shall be required to apply for and go through the NEIS LincPass interview and assignment of badge.

(c) The Contractor is required to fill out a PII Form (Personal Identification Information) for all employees’ assigned to this contract.

See attached sample of the PII Form is attached for informational purposes only, unless notified of award. The Contractor should consider contingencies during this process, as alternates who normally would not work in the facility might need a pass in case of an illness or other absence

(d) After PII Forms are forwarded to the NEIS Sponsor each individual will be prompted via email, for an interview appointment with the LincPass station personnel. It will be the Contractors responsibility to travel to the closest PII station from their work location for an interview. This could be anywhere from five miles to two hundred miles of travel and time.

(e) Once the interview is complete the employee will return without the LincPass. Within four (4) to six (6) weeks the employee will be notified through e-mail that their LincPass has been approved and ready for pick up. At that point the employee will have to return to the same PII Station.

(f) It is then the responsibility of the Contractor and all employees to keep this card safe.

http://hspd12.usda.gov/about.html

Solicitation No.: 12026120Q0003

(g) During the term of contract if any employee is suspended, laid off, or terminated it is the Contractor’s responsibility to inform the CO the same day actions is taken. Retrieval of LincPass card should also be the same day, but card shall be relinquished to the CO within two (2) weeks.

In the case of a suspension due to an illness which will last more than three (3) weeks, notify the CO, NEIS Sponsor, or CO Designee (COR, etc.) and retrieve the LincPass. When the employee returns to work, immediately notify the CO, NEIS Sponsor, or CO Designee (COR, etc.) for reinstatement in the system.

(h) Cards are not personal property, but are the property of the Federal Agency. At completion of the contract, through expiration or termination all cards issued will be relinquished to the CO, NEIS Sponsor, or CO Designee (COR, etc.).

(i) For return of LincPasses being relinquished they can be done in the following ways:

a. Through the mail, they are required to be accomplished through Certified Mail – Return Receipt Requested.

b. In person to the CO, NEIS Sponsor, or CO Designee (COR, etc.). When doing it in this manner, be sure to get a signed receipt.