Attachment 2 - Statement Of Work (SOW).pdf

STATEMENT OF WORK

CONTRACTOR RESPONSIBLITIES

The Contractor shall:

o Be responsible for the management and operational decisions to meet the quality standards required under this contract.

o Furnish all labor, supervision, materials, supplies, tools, equipment, transportation, insurance, and other items necessary to provide janitorial services o Contractor shall submit a Custodial Work Schedule Plan within 15 days of contract award and must be approved by the Contracting Officer’s Representative (COR). This schedule will show dates of all tasks and deliverables listed in the Performance Work Statement section detailing, daily, weekly, monthly, semi-annual and annual work that will be performed.

o Implement an effective Quality Control Plan (QCP).

o Establish a Project Leader/Manager who is empowered to act with complete authority for the Contractor and who is responsible for overall management and coordination of work under this contract. The Contractor shall furnish to the COR the Project Leader/Manager’s phone and e-mail contact information with the Custodial Work Schedule Plan.

o The Contractor shall prohibit employees from opening desk drawers or cabinets, or using telephones or office equipment provided for Official Government Use, including but not limited to computers and imaging equipment.

o The Contractor shall prohibit employees from cleaning or disturbing books or exposed documents on desks, tables, shelves, or file cabinets (will not move any documents to clean beneath).

o The Contractor shall prohibit employees from having children, other unapproved individuals or pets in the building during the performance of duties.

o The Contractor or Contractor’s designated Project Leader/Manager shall be available at all times when the contract work is in progress to receive notices, reports, or requests from the

COR.

Forest Service will provide trash bags, toilet paper, paper toweling, and hand soap for the soap dispensers.

Forest Service will provide cartridges and supplies for Waterless Urinals. Contractor shall notify COR when less than one month of supplies remain.

Forest Service employees are responsible for cleaning computers, printers, and other related communications and data equipment. These items are not to be moved by the contractor and will be identified and reviewed with the contractor prior to the start of work.

Periodic inspections will be done, and contractor will be called about any discrepancies found not to be in compliance with the contract. Any subcontractors hired by contractor will be approved by the agency prior to implementation. The payments, supervision, and liability for damage of the subcontractor are the responsibility of the contractor.

Within 15 days of contract award, the Contractor shall submit to the COR a list giving the name of the manufacturer, the brand name, and Safety Data Sheets (SDS) with the intended use of each of the materials the Contractor proposes to use in the performance of the work. Once approved for use, Contractor shall place a copy of the SDS sheets where products are located prior to start of contract. Contractor shall not use any materials which the COR determines to be unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized testing laboratory at the Contractor's expense. Any product change will require an accompanying SDS.

Contractor shall provide a written, job-specific Safety Plan identifying and addressing site specific hazards including mitigation measures for review and approval by the COR within 15 days of award.

See Safety for more information.

QUALITY CONTROL PLAN (QCP)

The Contractor shall provide a Quality Control Plan (QCP) as part of this Technical Proposal

The Plan must demonstrate how the Contractor shall assure that quality of performance meets the objectives and requirements of the contract. The QCP shall specify:

o How quality will be monitored to ensure performance standards are met;

o How the work will be supervised;

o Identify the personnel responsible for performing quality control;

o How results of the monitoring will result in quality performance;

o Create a checklist or plan for inspection of the building that covers all services stated in the Performance Work Statements;

o A system to ensure that the Contractor’s employees are notified of any deficiencies in their area of responsibility;

o A plan to monitor and correct customer complaints;

o A plan for immediately forwarding customer complaints that are not the responsibility of the Contractor to the COR;

o A procedure for key control or building access code control; and o Biobased cleaning policy.

Contractor Quality Control Inspection

The Contractor shall assure that performance meets contract specifications, in accordance with FAR 52.212-4, Contract Terms and Conditions -- Commercial Items, paragraph (a), prior to requesting the Government to inspect for payment or acceptance. The Contractor shall contact the Contracting Officer upon completion of a unit. The Contracting Officer may observe the Contractor’s inspection at any time and shall otherwise have unlimited access to the inspection data.

Failure by the Contractor to implement the approved plan and pursue it diligently from the commencement of the contract may be considered grounds for default.

TECHNICAL SPECIFICATIONS

The following shall be performed at the USFS Raco Work Center located at 9200 South Ranger Rd, Brimley, Michigan 49715. The items listed will be performed at the following frequency:

2. Twice Weekly Service: Tuesday and Thursday after 6pm

Twice Weekly Cleanings are to be performed in the main office and south warehouse (highlighted areas). Twice weekly services will be performed on Tuesday and Thursday of each week, unless other arrangements are agreed to by the Government and the Contractor in writing

• Sweep all floors in the office

• Empty trash receptacles.

• Hot-mop all exposed floors and scrub problem areas as needed.

• Clean restrooms; cleaning shall consist of scrubbing floors, sinks, toilets, wiping down surface of waterless urinal with mild disinfecting solution, polishing mirrors, wiping and filling dispensers. Trash receptacles in restroom are to be lined at all times.

Shower in south warehouse does not need to be cleaned.

• Clean front and rear vestibules; this includes vacuuming and shaking floor mats. Wipe down surfaces in kitchen and meeting room area with mild disinfecting solution.

• All garbage shall be collected and removed from the building, receptacles lined with bags, and trash taken out to dumpster located on site.

• Dust all flat surfaces (unless covered with business materials) such as desk and tabletops, chairs, file cabinets, and parts of building forming flat surfaces, i.e.: sills, ledges.

• Sweep sidewalks except when snow covered.

3. Monthly Clean all inside office windows and dust blinds.

4. Semi Annual Cleaning (April and September) Semi Annual cleaning must be completed all in one time period. It cannot be done throughout the year. This may be performed on a weekend. Schedule a date for the semi-annual cleaning with the COR at least 1 month prior.

• Remove and clean all floor mats and runner rugs.

• Clean all hard floor surfaces with floor buffer.

• Replace floor mats and runner rugs.

• Remove and clean light fixture panels.

• Dust/vacuum all ventilation grates.

• Damp wipe bathroom, hallway, and vestibule walls.

• Replace water-free cartridge in waterless urinal in Men's restroom.

• Clean all stained chair seat cushions with mild upholstery cleaner.

• Wash all interior and exterior windows. (A ladder may be needed for some windows and will be provided by the contractor)

• Wash exterior finish on all storage and file cabinets.

CLEANING SCHEDULE

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.

Weekly Services and Semi-Annual: See individual requirements for location

Holidays: Janitorial services will not be required on Federal holidays. The services may be performed on a Saturday in lieu of the holiday, or other day if agreed upon by the COR.

SECURITY REQUIREMENTS AND BUILDING ACCESS

Contractor’s employees will be provided with access keys or access codes after complying with the AGAR 452.204-71, Alternate I, PERSONAL IDENTITY VERICATION OF CONTRACTOR EMPLOYEES (Oct 2007) and FAR 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)

The contractor shall submit a list of names of all employees who will have access to the buildings in performance of the contract and will submit this list prior to or with the Custodial Work Schedule Plan. This list needs to be kept current and resubmitted to COR when employees are replaced or substituted in the performance of the work under the contract. If the COR finds an employee unsuitable or unfit for his assigned duties, the contractor shall be advised immediately that such an employee cannot continue to work or be assigned work under the contract.

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 to serve on the contract.

Key Control The contractor must establish and implement methods of ensuring that all keys that are issued by the Government are not lost, misplaced or used by unauthorized persons. No keys issued to the contractor by the Government shall be duplicated. If a key is lost, stolen or duplicated, the contractor shall report the occurrence immediately and all locks and keys for that system shall be replaced by the Government and the total cost shall be deducted from the monthly payment due.

The contractor shall develop procedures covering key and/or card control as well enforcement of relock procedures. This shall be incorporated in the Quality Control Plan.

MISCELLANEOUS REQUIREMENTS

The Contractor shall perform the following in conjunction with regular contract specifications:

• Report fires and hazardous conditions either in person, by phone, or by note, depending on severity.

• Lights shall be used only in areas where and at the time when work is actually being performed.

Insure that all lights are turned off upon completion of cleaning the area.

• Turn in lost items found to the reception desk or to the COR.

• Check all doors to be sure they are secure before leaving for the evening. Report any unusual traffic in parking lots to the COR.

• Water faucets or valves shall be turned off after the required usage has been accomplished.

• Mechanical equipment controls for heating, ventilation, and air-conditioning system will not be adjusted by the cleaning crew workers.

• Cleaning of carpet, floors, and counter tops will be performed according to manufacturer’s instructions or industry standards.

• The Contractor shall perform the following services to provide for the safety and protection of building personnel and property against injury, molestation, loss and/or damage from any preventable cause, including, but not limited to: fire, theft, espionage, and sabotage.

• Protect Government property, buildings, materials, equipment, supplies, records, and data against unauthorized access, loss, or damage.

• Make a tour on each work-day to ensure that no smoldering, smoking, or burning materials are in trash receptacles or in trash handling room, or holding areas.

• Establish a system for custodial force personnel to report potentially hazardous conditions and broken or slippery floor surfaces, etc.

• Prepare reports of accidents and fires and submit to the COR; maintain and make available all records in connection with protection activities.

• In the event of emergency or unusual occurrences adversely affecting the interest of the Government, summon appropriate assistance, such as the fire and/or police department, and immediately thereafter notify the COR.

• Keys to the gate and door code to the outside entrance doors will be issued only to the contractor.

• Contractor shall not use telecommunications equipment except with written approval of the COR. Contractor or contractor employees shall not adjust mechanical equipment controls for heating, ventilation and air conditioning systems.

• Contractor or contractor employees shall not turn off, or unplug, Government equipment without prior approval by COR. Contractor or contractor employees shall report any noted hazardous conditions or items in need of repair such as inoperative lights, broken windows or doors, torn carpets, leaking sinks, urinals or commodes, etc.

• Any observed hazardous material, or Universal Waste materials, in trash or recycling receptacles shall be reported to COR. Contractor or contractor employees shall turn in lost and found articles to the COR.

• The contractor shall perform the following in conjunction with regular contract specifications on a daily basis:

• Lights shall be used only in areas where and at the time when work is actually being performed. Insure that all lights are turned off upon completion of cleaning the area.

• Check all windows and doors to be sure they are secure before leaving. Report any unusual traffic in parking lots to the COR.

• Water faucets or valves shall be turned off after the required usage has been accomplished.

• Cleaning of all flooring and countertops will be performed according to manufacturer’s instructions or industry standards.

TRASH AND RECYCLING

Trash: The Contractor shall notify the COR of any prohibited or unauthorized items observed in the trash receptacles, including the utility-provided dumpster(s) on site. Typical prohibited wastes include but are not limited to fluorescent light bulbs, thermostats, thermometers, most chemicals, batteries (nickel-cadmium and small, sealed lead acid batteries in electronic equipment, mobile phones, portable computers, and emergency lighting). In addition, electronic equipment such as computers and printers shall not be discarded in the trash containers.

Recycling: It is the intent of the Government that recycling programs shall be used to keep the maximum amount of material from the landfill through aggressive recycling. The Government participates in recycling paper, plastic, glass and metal products. All recycle collection containers will be clearly marked and not mixed with trash.

Dumpsters: All solid waste, trash and debris shall be emptied into the appropriate containers with no overflow of these materials in the area around the container. Any overflow of materials from containers and dumpsters to ground shall be picked up by the Contractor.

GOVERNMENT FURNISHED PROPERTY

The Government will furnish space within the building for the Contractor’s operational requirements.

This space must be kept neat and clean and at expiration of the contract it will be in the same condition as at the time of entering into the contract. The Contractor is responsible for any and all repairs or replacement of equipment that is used by the Contractor and furnished by the Government. Space in the building will be assigned to the Contractor for use and storage of inventoried bulk supplies, equipment, and replacement equipment that will be used in the performance of work under this contract. The Contractor shall maintain this space in neat and orderly condition. The Government will not be responsible in any way for damage or loss to the Contractor’s stored supplies, materials, or replacement parts or equipment. No reactive, flammable, or explosives such as aerosol cans with flammable propellants or gasoline will be stored in the building.

Government property shall remain the property of the Government in all respects. Government property shall be used only in direct operations of providing Contractor services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor of the Contractor’s employees. The Government will furnish all utilities.

CONTRACTOR FURNISHED SUPPLIES AND EQUIPMENT

The Contractor shall provide all necessary supplies needed for the performance of the work of this contract in a timely manner. Lack of Contractor furnished supplies or materials shall not be considered an acceptable use for non-performance of this contract. The Contractor shall be responsible for ordering, determining inventory levels, processing receipts, storing materials, etc.

The Contractor shall furnish all necessary cleaning equipment including: floor scrubbing machines or equipment; waxing and polishing machines or equipment; vacuum cleaners equipped with High Efficiency Particulate Air (HEPA) filters; and all other equipment that may be needed for the performance of work under this contract. Such equipment shall be of the size, type, and condition customarily used in this work, shall conform to all applicable safety codes, and shall meet the approval of the COR. All equipment must be properly guarded and meet all applicable OSHA standards. Floor machines should be equipped with active vacuum attachments to capture fine particles. Filters should be replaced as necessary and in accordance with manufacturer’s directions.

The Contractor shall immediately stop using equipment that needs repair. Repair or replacement of damaged equipment must be made within 48 hours. Equipment will be used only for its intended purpose. Contractor shall never use any equipment that has not been approved by the COR, in need of repair, or unsafe.

It is the responsibility of the Contractor to remove all supplies and equipment on the last day of contract.

All items remaining at the office after the last day of the contract will be considered Government property.

If at any time during the contract supplies are depleted or running low creating safety and health concerns the contractor will be liable for any cost to the Government for purchasing required supplies.

PRODUCTS WITH RECOVERED-MATERIAL CONTENT

The offered products must meet requirements as stated below:

o Disposable paper products: The disposable paper products must contain 100% recovered materials with at least 30% post-consumer material.

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

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

BIOBASED PRODUCTS

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002

(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 materials made from biobased materials (e.g. biobased cleaners, biobased degreasers, floor wax, etc.) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

For the biobased content products evaluation, all non-chemical products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Biobased Products List (DBPL) whenever practicable. Contractors should provide data for their biobased solvents and cleaners to document biobased content, and source of biobased material (i.e. particular crop or livestock). Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor's expense by an independent testing laboratory qualified to perform such tests as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR. These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

Within 15 days of contract award, the Contractor shall submit to the COR a list giving the name of the manufacturer, the brand name, and Material Safety Data Sheets with the intended use of each of the materials the Contractor proposes to use in the performance of the work. Contractor shall not use any materials which the COR determines to be unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized testing laboratory at the Contractor's expense.

The Contractor shall, as part of their Quality Control Plan, develop and maintain a low impact environmental cleaning fluid and housekeeping policy that addresses sustainable cleaning and hard flooring coating systems products and the utilization of concentrated cleaning products.

The following is an example list of products that may be used in this contract for custodial services 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.

All-purpose cleaner Degreaser/cleaner Heavy duty cleaner Deodorizer Carpet shampoo Floor finish Gum remover Floor finish restorer Disinfectant sanitizer Floor sealer Extraction fluid Furniture polish Floor stripper Glass cleaner Neutral cleaner (liquid) Grout sealer Stain remover Stainless steel polish Air freshener including dispenser Toilet bowl cleaner

Bathroom cleaner White board cleaner Brass polish/cleaner Wood floor cleaner Chrome polish/cleaner Laundry detergent Liquid hand soap including dispenser Cream cleaner Lime and scale remover (tub and tile cleaner) Solvent

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should 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 Biobased Products under Service and Construction Contracts.

SAFETY

The Contractor shall provide for the safety and protection of building personnel and property against injury, molestation, loss and/or damage from any preventable cause, including, but not limited to: fire, theft, espionage, and sabotage.

The Contractor shall protect Government property, buildings, materials, equipment, supplies, records, and data against unauthorized access, loss, or damage.

Safety Hazards inherent to Janitorial work includes but is not limited to slips and falls, exposure to cleaning chemicals and solvents, hand or eye injuries, and electrical hazards from use of electrical-powered equipment that could lead to minor and even serious injury or loss of life for the contractor and contractor employees. Contractor or contractor employees shall follow standard Safety and Security requirement such as notify law enforcement/Dial 911 when unauthorized or suspicious http://www.biopreferred.gov/ person(s) are seen on premises or break in suspected. If Fire Alarm goes off, exit building; call 911, and then call COR. For other alarms, call COR. Contractor is responsible for awareness of and compliance with all safety requirements of cleaning products proposed for use.

Contractor must monitor observance of "Rules and Regulations Governing Public Buildings and Grounds," which are posted in the building. Problems in this regard should be reported to the COR.

Safe Working Environment: The Contractor must maintain a safe working environment for its employees and customers. The Contractor must establish a system for custodial force personnel to report potentially hazardous conditions and broken or slippery floor surfaces, etc. The Contractor must maintain a stock of safety equipment and hazard signs to meet all safety regulations such as, but not limited to, “wet floor”, “danger”, etc., and other items as applicable to the task/work being performed and as required by OSHA regulations.

The Contractor shall provide adequate first-aid supplies and equipment for the number of personnel and the type of operations at the site.

Accident Reporting: The Contractor shall report all accidents/injuries to the COR as soon as possible and assist and cooperate fully with the COR and other officials, as required, in the investigation of the accident. The contractor must maintain and make available all records in connection with protection activities.

Emergency Instructions: The Contractor shall post telephone numbers and reporting instructions for ambulance, physician, hospital, fire department, police, and hazardous spill-response agencies in a designated location and in a manner easily understood by contract personnel. In the event of emergency or unusual occurrences adversely affecting the interest of the Government, summon appropriate assistance, such as the fire and/or police department, and immediately thereafter notify the COR.

Personnel Protective Equipment (PPE): The Contractor shall provide its personnel with PPE as required by the nature of the assigned activities. The Contractor shall inspect and maintain PPE before use and on a periodic basis to ensure safe operation. As appropriate, personal items must be cleaned, sanitized, and repaired, before being issued to another individual.

Prevention of Personal Injury/Property Damage: The Contractor shall implement all reasonable actions to prevent personal injury to its employees, occupants, or visitors and or damage to property. This includes, but is not limited to, the posting of sufficient and adequate signs to warn occupants of possible hazards (e.g., floor maintenance in progress) and or restricting or limiting the flow of pedestrian traffic within certain areas while work is in progress.

Environmental compliance and hazardous materials: After ten (10) days from contract effective date, the Contractor shall submit copies of Material Safety Data Sheets (MSDS) for all products used in the performance of this contract to the COR for approval.

The Contractor shall never store or use a product or material which the COR has not approved.

The Contractor will be responsible for ensuring that the products or materials are used for their intended purpose and cause no harm to humans, building materials, or landscape. The Contractor shall assume responsibility for compliance with all applicable Federal, State, and local laws, regulations and requirements regarding environmental protection and hazardous materials, including preparing all appropriate compliance documentation, submitting required reports, and obtaining all necessary permits. The Contractor shall be held liable for all fines and penalties imposed by environmental regulators for their non-compliance of applicable Federal, state, and local laws, regulations, requirements, and permits.

Personnel: Access to a Government facility shall be limited to only those individuals employed by the Contractor. While cleaning, no building shall be left unlocked. Contractor shall not admit others to the buildings. The Government reserves the right to remove any Contractor employee or awardee that is, in the Government’s estimation, a security risk for the Government. The personnel employed by the Contractor shall be trained and qualified in the services required under this contract.

STANDARDS OF CONDUCT

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 his employees as may be necessary. The Contractor is responsible for ensuring that his employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones. Each employee is expected to adhere to standards of behavior that reflect favorably on his/her employer, and the Federal Government. No smoking is allowed in the building. The Contractor is strictly prohibited from having any non-employee persons on the premises (including the parking areas) to either work or accompany the contract-employees during the performance of this contract.

The Contractor or employees shall not bring children to the premises while the work is being performed. The Contracting Officer or representative may request the Contractor to immediately remove any employee(s) from the work site. The Contractor must comply with any removal request.

The Contractor is responsible for providing replacement employee(s) in cases where contract employee(s) are removed from working at the work site or on the contract.

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:

o Failure to receive a suitability determination, temporary clearance, or clearance from Government or a tenant agency.

o Violation of Federal, State, or local law.

o 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.

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

o 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.

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

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

o Selling, consuming, or being under the influence of intoxicants, drugs, or substances which produce similar effects while in or on Federally-controlled property.

o Improper use of Government identification.

o Unauthorized use of communication equipment on Government property.

o Violation of security procedures or regulations.

o 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.