Attachment 2- Statement of work FINAL.pdf

Ozark-St. Francis NF Pleasant Hill Ranger District

Solicitation 12444225Q0005

STATEMENT OF WORK

JANITORIAL SERVICES

1. DESCRIPTION OF SERVICES

The contractor shall plan, program, administer, manage, and execute the work necessary to provide janitorial services for the Pleasant Hill Ranger District office, located in Clarksville, AR, in accordance with all federal, state, and local laws and regulations, commercial standards and practices, and this Statement of Work (SOW).

The contractor shall maintain each facility to ensure a healthy, clean, and professional working environment. The contractor shall perform required cleaning services through innovation, technology, manufacturer’s recommendations, or any other means at frequencies determined by the contractor. Quality assurance will be based on the performance outcome, not on frequency or method.

• Work location #1 – includes 23 room district office which is approximately 7,250 sq. ft.

and adjoining sidewalks and porches a minimum of twice weekly.

• Work location #2 – includes 3 bedrooms, 2 bath 1,400 sq. ft. single family dwelling with work out center. This location will be cleaned in January, April, July, and October.

• Work location #3 – Helibase office which is approximately 800 sq. ft. with adjoining sidewalks and porches. This location will be cleaned in January, March, and October.

2. HOURS OF OPERATION

Janitorial services shall be performed outside of business hours, which are Monday through Friday from 8:00 a.m. to 4:30 p.m. Pacific Time. For Work Location 1, services shall be performed two (2) times per week between the hours of 6:00 p.m. to 6:00 a.m. Monday thru Friday, except legal holidays or as specified above for the District Office (DO). Some flexibility with the days of the week and times such as earlier start and end times may be negotiated. For Work Locations 2 and 3, the days and times will be coordinated with the

COR.

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. 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.

5. 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.

6. KEY PERSONNEL

Key Personnel: Onsite Project Manager.

The Key Personnel must be an employee of the prime contractor; no subcontractors will be accepted. The Onsite Project Manager can also serve as the cleaning person/janitor.

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.

7. 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 a 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.

8. 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.

9. 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.

10. GOVERNMENT FURNISHED PROPERTY

The Government will provide all equipment and supplies to the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the "Government Property" FAR clause contained elsewhere in the contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the "Government Property" FAR clause contained elsewhere in the contract.

The Government will furnish the following items:

• Cleaning equipment to include a vacuum, mop, mop bucket, cleaning rags, sponges

• Cleaning supplies to include glass cleaner, dusting spray/polish, all-purpose cleaner, scouring powder, disinfectant

• Toilet paper, hand soap, deodorant cakes, paper towels for restrooms and kitchen areas

• Trash receptables and trash can liners

• Trash disposal site

• All utilities necessary for the Contractor to perform the required services as stated herein.

• Recycle Bins

• If keys are issued, they will be signed for and returned upon completion of termination of the contract. Lost keys are the responsibility of the Contractor.

• A storage space for Government furnished property.

11. CLEANING SPECIFICATIONS:

11.1 WORK LOCATION #1- PLEASANT HILL RANGER DISTRICT OFICE

11.1.1 CUSTOMER SERVICE AREA

• All floors in Customer Service, Administration, and Clinical areas shall have a clean, uniform appearance free from dirt, debris, dust, scuffmarks, heel marks, stains, and other foreign matter

• Hard floors shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed to ensure they have a uniform, glossy appearance.

• Baseboards, corners, kick plates, and wall/floor edges shall also be clean

• Chairs, trash receptacles, and movable items shall be moved to maintain floors underneath those items. All moved items shall be returned to their original and proper position

• Clean all interior glass including glass in doors, windows, display cases, and directory boards

• All traces of film, dirt, smudges, water, and other foreign matter should be removed from frames, casings, sills, and glass

• Clean and disinfect drinking fountains

• Empty all trash containers, replace liners and remove to dumpster

• Vacuum and spot clean all carpeting

• Clean and polish all counter surfaces in customer area to be free of dirt, grease, smudges, sticky spots and streaks

• Dust all vertical and horizontal surfaces

11.1.2 OFFICE, CONFERENCE ROOMS, COMMON AREAS

• Empty all trash containers, replace liners and remove to dumpster

• Vacuum all carpeting, including under desks and around each cubical, paper shredders and conference room

• Wipe down and disinfect exposed desktops, tables, switch plates, telephones

• Clean and disinfect drinking fountains

• Sweep and mop all hard surface floors

• Empty paper shredder and replace liner

11.1.3 BREAKROOM

• Clean disinfect/scour sink

• Clean out and/or wipe down small appliances such as coffeemaker and toaster

• Wipe down and disinfect breakroom tables

• Wipe out and disinfect microwaves

• Wipe down and disinfect exterior of refrigerator to include handles

• Wipe down and disinfect countertops and cabinetry

• Sweep and mop floor

11.1.4 RESTROOMS

• Sweep, mop, and disinfect all floors

• Clean and disinfect all toilets, urinals, patricians, clean mirrors, sinks, and bathroom fixtures. This includes the outside areas of the toilet or urinals in addition to the handle, seat, tank, and lid.

• Empty all trash, change liners and remove to dumpster

• Wipe down and sanitize all handles, sinks, light switches, toilets, splash areas

• Deodorize the restroom

• Clean and polish all glass, bright work, stainless and chrome fixtures

• Clean sanitary cans

• Restock all paper goods when less than one quarter. Leave rolls on back of toilet when not completely empty

• Refill soap when needed

11.1.5 FLOOR MATS

• Clean all interior and exterior entrance/floor mats, mat wells, grates, and pits

• Soil and moisture underneath mats shall be removed and mats returned to their normal location

11.1.6 EXTERIOR AREAS

• Sidewalks, decks, porches, and steps if any, are to be kept clean and free of debris by sweeping and/or washing down as needed

11.2 WORK LOCATION #2- Three (3) Bedroom House/Government

Quarters

• Clean and disinfect the interior and exterior of all appliances

• Hard floors shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed to ensure they have a uniform, glossy appearance

• Clean all interior glass including glass in doors, windows, display cases, and directory boards

• Empty all trash containers, replace liners and remove to dumpster

• Clean and disinfect all toilets, urinals, patricians, clean mirrors, sinks, and bathroom fixtures. This includes the outside areas of the toilet or urinals in addition to the handle, seat, tank, and lid

11.3 WORK LOCATION # 3 - HELIBASE (January, March, and October)

• Refrigerator wiped down and disinfected

• Empty all trash containers, replace liners and remove to dumpster

• Clean all interior glass including glass in doors, windows

• Wipe down and disinfect exposed desktops, tables, counters, switch plates, telephones

• Wipe down conference room tables

• Clean and disinfect drinking fountains

• Sweep and mop all hard surface floors

• Clean and disinfect all toilets, urinals, patricians, clean mirrors, sinks, and bathroom fixtures. This includes the outside areas of the toilet or urinals in addition to the handle, seat, tank, and lid

12. INSPECTION PROCEDURE:

Inspection of the office buildings to determine the acceptability of the workmanship will be made by the Government, and any deficiencies encountered will be called to the attention of the Contractor. Corrective of all deficiencies will be made prior to re-inspection and acceptance of work by the Government in conformance with the performance standards.

Contractor shall turn in a daily checklist, which includes other frequency services, to ensure quality standard are being met. These checklists will be utilized by the COR to substantiate work completed and to perform government inspections.

Any Government personnel or visiting public may observe unacceptable services, incomplete work or required services not performed and may contact the CO or the COR to communicate a complaint. Customer complaints will be substantiated by the COR for validity. Should the COR determine that the complaint is valid, the COR will inform the Contractor orally and in writing. Refer to the Performance Requirements Standards

Summary Tables for remedy for non-conforming services. Unresolved disputes will be forwarded to the CO for determinations.

13. ACCEPTANCE

Workmanship shall be of an acceptable quality such as would be found in a business office visited by the general public and meet the acceptable quality level (AQL) listed in summary.

14. PAYMENT

Payment will be made monthly for work meeting or exceeding the AQL completed and accepted by the Government covering the previous month’s service. Upon acceptance, the Government will pay monthly the appropriate amount determined by the occurrence of the services as stated in the Schedule of Items. For example, if: January has 7 weekly services and 5 monthly services for the month. The cost for these services would be added together for the amount due for fully acceptable service. Payment will be determined on the services and frequencies, less any deductions for any non-conforming or unacceptable performance.

Deductions – anytime the performance of services falls below the AQL, a deduction for services that cannot be re-performed or are performed late will be made based on the level of service provided for that month. If the performance AQL is 95% for a particular deliverable item and that item is missed or the acceptable performance level drops below the AQL, the amount due for that pay item will be deducted to the appropriate level of acceptable performance for service provided for that month.

For example: If the weekly rate to clean restrooms is $20.00 and there are 4 weeks in the month that services are to be provided. The total owned for that particular service for the month is $80.00. If the AQL is 95% and the performance level drops to 75% (the quality of service provided was unacceptable, or the service was not performed, more than once during the month), the total due to Contractor for the month less the deductions is $60.00.

15. PERFORMANCE STANDARDS:

WORK LOCATION # 1 – PLEASANT HILL RANGER DISTRICT

Required Services

Performance Standards Monitoring Method

Performance Standards & AQL & Incentives

Customer Service Area (11.1.1)

All counter surfaces in customer area to be free of dirt, grease, smudges, sticky spots and streaks.

Floors shall be clean and free of dirt, dust, other debris, water streaks, mop marks, string, gum, grease, tar, dark scuff marks.

Wastebaskets are empty of trash, free of dust, debris, and residue. Plastic liners shall not be torn, worn, or contain residue.

Drinking fountains shall be polished and free of streaks, stains, spots, smudges, scale, mineral build-up, and other obvious soil.

Glass door/windows free of smudges, streaks or water marks.

All weekly services will be subject to visual checks by the COR.

Random Sampling of Check Lists turned in.

Customer Complaints:

All complaints will be substantiated for validity.

Poor performance will result in a more stringent and additional inspections

All required services are performed and no more than three (3) customer complaints are received and substantiated by the COR per calendar month. 95% AQL

Full payment will be received for acceptable work. Rework of unacceptable work will be permitted if the schedule allows for this.

If the unacceptable work is not reworked, a deduction will be made.

Incentives/Disincentives:

+ full payment for acceptable work + less stringent inspections for good performance + good evaluation for good performance

- Rework of unacceptable work

Office, Conference Rooms, Common Areas (11.1.2)

Same as above See above See above

Breakroom (11.1.3)

Area shall be free of all paper, trash, empty bottles and cans, and other discarded materials.

See above See above

The sink, counter, and tabletops, microwaves, refrigerator will be disinfected in addition to free of dust, spots, stains, food, and streaks.

Refrigerator handles/outside shall free of dust, spots, stains, and streaks.

Restrooms (11.1.4)

Toilet paper and paper towels are stocked and available for use by employees or customers.

Soap dispensers are always filled and able to be used by employees or customers.

All surfaces, including sinks, water closets, urinals, partitions use by employees or customers. Soap dispensers are always filled and able to be used by employees or customers.

All surfaces, including sinks, water closets, urinals, partitions etc., are cleaned and disinfected.

All surfaces appear clean and shiny, free of scale, soap scum, rust and other deposits.

All porcelain fixtures and metal surfaces are clean and bright.

Doors, partitions, mirrors, and walls shall be free of obvious streaks, spots, dirt and dust.

Corners, crevices, and seams shall be clean and free of dirt and/or debris.

Glass surfaces are bright and clean without smudges, streaks or have a cloudy appearance.

Restrooms have an overall pleasant odor.

Tile floors and baseboards are clean and disinfected, free of dust, dirt, smudges, stains, debris and mopping residue.

All wastepaper receptacles and sanitary napkin receptacles are emptied, clean, disinfected, and deodorized. Wastebasket liners are replaced with new ones.

Floor Mats (11.1.5)

Floor mats shall be clean and free of all litter, soil, and grit.

Clean floor mats shall be free of all visible lint, litter, soil, and other foreign matter.

There shall be no standing water.

Exterior Areas (11.1.6)

Free of dirt and debris See above See above

WORK LOCATION #2 – THREE(3) BEDROOM HOUSE (QUARTERS)

Required Services

Performance Standards Monitoring Method

Performance Standards & AQL & Incentives

Three (3) Bedroom House (11.2)

Kitchen appliances shall be maintained at a high level of sanitation to be free of dirt, dust, cobwebs, fingerprints, streaks, marks, smudges, spots, stains, mold, mildew, encrustations, baked on spills and grease, and any other foreign debris.

Floors shall be clean and free of dirt, dust, other debris, water streaks, mop marks, string, gum, grease, tar, dark scuff marks.

Glass surfaces are bright and clean without smudges, streaks or have a cloudy appearance.

All waste paper receptacles are emptied, clean, disinfected, and deodorized.

Wastebasket liners are replaced with new ones.

All surfaces, including sinks, water closets, urinals, partitions etc., are cleaned and disinfected.

All surfaces appear clean and shiny, free of scale, soap scum, rust and other deposits.

Counter surfaces in kitchen and bathroom are free of dirt, grease, smudges, sticky spots and streaks.

Monthly services will be subject to visual checks by the COR.

Random Sampling of Check Lists turned in.

Customer Complaints:

All complaints will be substantiated for validity.

Poor performance will result in a more stringent and additional inspections

All required services are performed and no more than two (2) customer complaints are received and substantiated by the COR per calendar month. 95% AQL

Full payment will be received for acceptable work. Rework of unacceptable work will be permitted if the schedule allows for this.

If the unacceptable work is not reworked, a deduction will be made.

Incentives/Disincentives:

+ full payment for acceptable work + less stringent inspections for good performance + good evaluation for good performance

- Rework of unacceptable work

WORK LOCATION #3– HELIBASE

Required Services

Performance Standards Monitoring Method

Performance Standards & AQL & Incentives

Work Location # 3- Helibase (11.3)

The sink, counter, and tabletops, microwaves, refrigerator will be disinfected in addition to free of dust, spots, stains, food, and streaks.

Refrigerator handles/outside shall free of dust, spots, stains, and streaks.

Wastebaskets are empty of trash, free of dust, debris, and residue. Plastic liners shall not be torn, worn, or contain residue.

All counters and table surfaces are free of dirt, grease, smudges, sticky spots and streaks.

Glass door/windows free of smudges, streaks or water marks.

Floors shall be clean and free of dirt, dust, other debris, water streaks, mop marks, string, gum, grease, tar, dark scuff marks.

Drinking fountains shall be polished and free of streaks, stains, spots, smudges, scale, mineral build-up, and other obvious soil.

Same as above.

Same as above.