Attachment 3_12445023Q0046 Nacogdoches Janitorial SOW 27 July 2023 v1.pdf

SRS Nacogdoches Janitorial Services

Statement of Work

ATTACHMENT 01

SPECIFICATIONS/SCOPE OF WORK

JANITORIAL SERVICES

USDA FOREST SERVICE

WILDLIFE RESEARCH LAB

24 MAY 2023

GENERAL

The intention of this solicitation/resultant contract is to obtain janitorial services for the USDA Forest Service, Southern Research Station, Wildlife Research Lab, 506 Hayter Street, Nacogdoches Texas 75965. The contract will be awarded for a Service Base Period of 12 months and 4–12-month option periods. There is 1 building with approximately 10,285 total square feet.

The Contractor shall provide all labor, cleaning supplies except Government-furnished items specified in this SOW), supervision, tools, materials, equipment, and transportation necessary to provide custodial services by this specification.

Custodial service applies to all designated spaces including the office and administrative spaces/offices, halls, restrooms, work areas, entranceways, lobbies, and storage areas.

Janitorial services shall be performed in the Main Office Building (10,285 gross square footage – GSF) at the USDA Forest Service, Southern Research Station, Wildlife Research Lab, according to the requirements and specifications listed below.

DEFINITIONS

As used throughout this contract, the following terms shall have the meaning set forth below.

Clean – Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris, and other residue.

Contracting Officer (CO) – The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contractor – The term Contractor as used herein refers to both the prime contractor and any sub-contractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contracting Office Representative (COR) – A Government Employee who is the Contracting Officer’s representative designated by the Contracting Officer.

Contractor Representative– A foreman or superintendent assigned in writing to represent the Contractor.

Disinfect – Cleaning to destroy any harmful microorganisms by application of an approved chemical agent.

Waste Containers – Waste containers are defined as trash receptacles, waste baskets, trash cans, wastepaper baskets, or any container holding trash, paper, or refuse of any type.

Weekly(W) – Services performed 52 times during each 12-month contract intervals of six to eight calendar days.

Quality Assurance (QA) A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Regular Working Hours The Contractor will perform the required Custodial services after the Government's regular (normal) working hours of (7:30 a.m. – 4:00 p.m., Monday through Friday, except Holidays) on a schedule mutually acceptable to the contractor and the contractor officer’s technical representative (COR).

Response Time Response time is defined as the time allowed by the Contractor after initial notification of a work requirement to be physically on the premises at the work site, with appropriate tools, equipment, and materials, ready to perform the work required.

Recyclables. For any plastic, paper, metal, or other materials that may be recycled locally free of charge at the local recycling centers, the Wildlife Research Laboratory is responsible for removing these items from the premises.

Space A space is an area to receive custodial services which may or may not be considered a room by common definition. Examples of spaces are definable sections of hallways, stairwells, lobbies, offices, entrances, and deck areas.

TASK DESCRIPTIONS

The Contractor shall provide the custodial services at the USDA Forest Service, Wildlife Research Lab as described herein.

• Empty all trash cans and dispose of trash at designated places once weekly.

Only material in trash cans shall be disposed of.

• Clean porcelain sinks, countertops, and bowls in restrooms that include the toilet seat, lid, and tank outside area, including the urinals using scouring and disinfectant materials once weekly. Clean mirrors. Replenish soap, paper towels, and toilet tissue as needed. Mop restrooms with disinfectant floor cleaner each week on regular visits.

• Clean kitchen sinks and countertops with a disinfectant cleaner.

• Drinking fountains shall be cleaned with disinfectant cleaner. All surfaces of the drinking fountain shall be free of stains, smudges, and scale.

• Mop restrooms and kitchen floors with floor cleaner each week on regular visits with a disinfectant cleaner.

• Dusting: All furniture, the top surface of equipment, counters, panel walls, Venetian blinds, and windowsills shall be dusted.

• Lobby doors shall be cleaned free from smudges.

• Ceilings (7’ - 0” but not higher than 12’ – 0”) are to be free of cobwebs.

• Sweep outside of exterior doors at the front entrance.

• Sweep the deck outside of the rear exterior doors.

• Sweep and then mop floors in offices and labs. For hallways that have laminate flooring, use a cleaner specifically designed for such flooring. Sweep/vacuum underneath all furniture. Vacuum/Dust all exposed windowsills.

• Wax and buff all tile floors (except the restroom) in the building once yearly.

The cleaning personnel must understand how to properly clean laminate floors.

Floors shall be damp mopped, spray cleaned, and buffed to remove traffic marks and heavy soil. The material used for spray cleaning and buffing shall contain a blend of detergents and polymers to emulsify surface soil and repair traffic areas. If buffing produces loose residue, it shall be removed in a manner that will leave the floor clean without destroying the high gloss produced by buffing. When completed, a spray-cleaned and buffed floor shall have a uniform, high-gloss finish, free of scuff and heel marks. The floor finish shall be uniform from wall to wall, including corners.

• If spray cleaning and buffing are not sufficient to maintain a uniform high-gloss finish, tile floors shall be completely waxed and buffed. The Contractor shall use a liquid wax system containing not less than 18% solids. The floors shall be damp mopped immediately before the application of wax. Floors shall be buffed, if required, to a uniform gloss finish free from dirt, traffic marks, and stains, and free of dust or waxy residue.

FREQUENCY OF SERVICE

Task/Service

Frequency

Sweep entry outside of exterior doors entrance (front and back)

Sweep all floors.

Sweep and mop laminate floors with laminate floor cleaning supplies.

Mop all tile floors in the building (Offices, Bathroom, Kitchen)

Remove cobwebs (7’ – 0” but not higher than 12’ – 0”)

Wax and buff all tile floors in the building (except the restroom)

Vacuum carpets and rugs

Empty trash cans and carry trash to outside dumpster.

Empty recycling containers in the kitchen, mailroom, and copy room and carry them to the recycling area in the Holding Room

Clean restrooms:

Sweep floors.

Mop floors with disinfectant cleaner

Clean toilets which include outside areas (Seat, Tank, and Lid)

Clean urinals and urinal partitions

Weekly

Weekly

Weekly

Weekly

4 times per year:

March, June, September, and December

Yearly

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

Weekly

Clean and disinfect sinks, counters, and shower stalls.

Clean mirrors

Replenish supplies and clean containers.

Low dusting/cleaning:

Dust all horizontal surfaces of furniture and partitions.

Dust wood-paneled walls as necessary

Damp wipes all glass in interior office doors.

Clean and disinfect kitchens:

Scour and disinfect the sink.

Disinfect countertops.

Clean appliances

Clean and disinfect drinking fountains.

Lobby doors - clean glass

Weekly

Weekly

4 times per year:

March, June, September, and December

Weekly

Weekly

Weekly

Weekly

Weekly

Report maintenance concerns (to the COR, Cory Adams) Telephone: 936-569-7981 x 4011 Email: cory.k.adams@usda.gov

CLEANING QUALITY REQUIREMENTS:

Services performed under this contract shall be subject to inspection and approval by the contracting officer's representative. To protect the building and its equipment and facilitate the business to be conducted therein, first quality cleaning will be required.

Unsatisfactory work will be called to the attention of the contractor, and he/she will be required to correct the work deficiencies and improve the overall work results.

GOVERNMENT-FURNISHED ITEMS

Government Furnished Facilities. The Government will have a designated space in the building (Room 134) where their custodial supplies and equipment are stored and secured. The Contractor shall be responsible and accountable for taking adequate precautions to prevent fire hazards, odors, and vermin. The Contractor shall be held responsible for the cost of any repairs caused by negligence or abuse on his/her part, or the part of his/her employees. The Contractor is responsible for maintaining their supply mailto:cory.k.adams@usda.gov storage areas in a clean, organized, and accessible manner for their use and for Forest Service employees who will access these areas for inspection of Contractor supplies and equipment. These areas will also have to be accessible for repairs and maintenance.

The following items will be furnished by the Government for use under this contract:

Trash Can Liners

46 each weekly

Paper Towels

16 packs

Liquid soap for sink areas

16 bottles

Toilet paper

32 rolls

Laminate Floor Cleaner

As Needed

Availability of Utilities. The Government will furnish utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. Utilities specified will be furnished at no cost to the Contractor.

CONTRACTOR FURNISHED ITEMS

The Contractor will provide the following:

All power-driven equipment for vacuuming, floor scrubbing, waxing, and polishing.

Mops/Buckets/Brooms/Dustpan/Gloves/Rags Disinfectant Germicidal Tile Floor Cleaner Tile Polish cleaner Window/mirror cleaner Tile Stripper Tile Floor wax

Bio-Based Product Requirements

The contractor is required to purchase Bio-Based Products by 7 U.S.C.8102(c) (3) and FAR 52.223-1 Bio-based Product Certification submitted by the Contractor.

Commented [FKFN1]: Be more specific

The contractor is required to purchase supplies by 48 CFR 52.208-9 and FAR 52.208-9 Contractor Use of Mandatory Sources of Supply or Services. Materials and equipment shall be of the type and quality used in large-scale commercial cleaning operations, shall meet the requirements specified herein, and shall be approved by the Contracting Officer before use.

Bio-Preferred

The Contractor must comply with Sections 9002 of the Farm Security and Rural Investment Act of 2002 to give preference to the purchase and use of biobased products.

The Contractor shall also comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts. The Contractor shall also comply with the provision at FAR 52.223-1, Biobased Product Certification. The Contractor shall utilize products and materials made from biobased materials. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR). The following table is an example of USDA-designated categories of products that should be used in this contract and the minimum biobased content for a product to qualify for purchase. The table shows the minimum biobased content percentage for products within the category to qualify for purchase under the federal procurement preference. See the complete list of categories designated by USDA.

Within thirty (30) days of contract award, the Contractor shall provide a complete list of biobased products that it intends to use or supply during the performance of this contract, including products used or supplied by subcontractors. This list should include the product manufacturer and estimated quantities to be used

The table below shows the minimum biobased content percentage for products within the category to qualify for purchase under the federal procurement preference. See this website for additional information:

https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml.

Biobased Product Category Minimum Biobased Content

Bathroom and Spa Cleaners 74%

Carpet and Upholstery Cleaners - General Purpose

54%

Carpet and Upholstery Cleaners - Spot Removers

7%

Countertops 89%

Floor Cleaners and Protectors 77%

Floor Finishes and Waxes 25%

Floor Strippers 78%

General Purpose Household Cleaners 39%

Glass Cleaners 49%

Except for items listed government furnished items above, the Contractor shall provide all supervision, labor, equipment, materials, supplies, and services to perform the requirements of this contract. Materials, equipment, and supplies provided shall meet the requirements specified. Items not listed or in the technical specifications shall be of an acceptable commercial grade and quality.

Hours of Operation: The building is accessible to the Contractor between the hours of 4:00 p.m. Friday and 6:00 a.m. Monday. Work delayed by causes beyond the Contractor’s control and performed beyond normal duty hours and/or non-scheduled days shall be performed at no additional cost to the Government.

Protective Measures: During the execution of the work, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces from materials/cleaners not intended to be used on that surface. Accidental splashes shall be removed immediately. The Contractor shall repair and return areas damaged, as a result of work under this contract, to their original condition, including painting, refinishing, or replacement, if necessary, at no cost to the Government. The Contractor is prohibited from using Government telephones, facilities, or office equipment provided for official Government use. Smoking is not permitted in the building at any time.

PERSONNEL REQUIREMENTS

Contract Manager: The Contractor shall designate, in writing to the Contracting Officer (CO) a Contract Manager who will be responsible for the performance of the work. The Contract Manager will have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The Contract Manager will be available using a communication system so the Contractor may respond in person or by phone within 15 minutes during normal duty hours or within one (1) hour after normal duty hours. The name of this person shall be submitted to the Contracting Officer at the pre-work meeting and within one (1) workday of any change(s). The Contract Manager shall have two full years of housekeeping experience within the last six years and demonstrate an active knowledge of aseptic requirements and cleaning techniques.

Staffing: By Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201, the Contractor shall, within ten (10) working days before the start of the contract, furnish the PIV Sponsor a complete list of the name, address, social security number, and date of birth of each employee engaged in the performance of this contract. Employees shall not use any tobacco products, including vapes, while on SRS property. Stephen F. Austin State University is a smoke-free campus.

Background Checks: 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. In the event of a change in employees, the Contractor shall inform the CO promptly of the change, normally within one (1) calendar day after new employee hire or employee dismissal. At no time will anyone visiting the janitorial staff be permitted in the building unless they are providing contractual services and the COR is notified.

Employee Identification: Southern Research Station shall issue access keys to the building and office spaces and a PIN for entrance through the secure door. The Contractor shall furnish employees with a uniform of the same color bearing the company name and logo, which shall be worn at all times when work is performed under this contract. At a minimum, the uniform shall consist of a shirt or vest.

SAFETY AND SECURITY

Safety: The Contractor shall conduct its operations in strict conformance with all United States Department of Agriculture, United States Forest Service, and all applicable provisions of 29 CFR 1910 and 1926 of the Occupational Safety and Health Act. The Contractor shall implement a suitable safety program for employees performing work under this contract. No firearms will be permitted on SRS property, including the federal parking lot surrounding the building.

Emergencies: The contractor shall immediately report fires by calling 911, report any hazardous conditions to the COR, and notify the COR when an unauthorized or suspicious person is seen on the premises. The contractor shall report any items in need of repair to the COR. The contractor shall immediately notify the COR if any problems are encountered either with the alarm or if any keys are lost. If there is an onsite emergency and the buildings need to be evacuated, the Contractor’s employees shall comply with the evacuation of the building(s) as directed by the police and/or fire officials.

Security: All outside doors shall remain locked while the Contractor performs work, and the Contractor shall ensure that all exterior doors in the main building and outlying buildings are locked before departure. Unnecessary lights/faucets shall be turned off, and windows closed upon completion of duties. Do not adjust mechanical equipment controls.

The Contractor is responsible for preventing entry of unauthorized non--Forest Service employees into the building during their work time.

Key Control: Keys and Contractor Security Access PINs will be provided by the Forest Service. Employees shall not share their PINs with other employees. The Contractor shall be liable for all loss or damage of such delivered Government-furnished property until completion of and final acceptance of work required under this contract. The Government, at the Contractor's expense, shall replace any keys lost by the Contractor's employees. If a standard key is lost, the lock for that key will be replaced by the Government and the cost deducted from the monthly payment due to the Contractor.

Lost keys shall be reported to the COR immediately. If the COR is not available, the loss shall be reported to the CO. Keys will be turned in to the COR by close of business on the last day of the contract.

CONTRACT AUTHORITY

Except as specified herein, no order, statement, or conduct of Government personnel who visit the Contractor’s facilities or in any other manner communicate with Contractor personnel during the performance of this contract shall constitute a change under the “Changes” clause of this contract. The Contractor shall not comply with any order, direction, or request of Government personnel unless it is issued in writing and signed by the Contracting Officer or is under specific authority otherwise included as part of this contract. The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract and notwithstanding provisions elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the Contractor effects any change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in charges incurred as a result thereof. In the event the contract administration is transferred to a new Contracting Officer, notification to all parties concerned shall be provided within 30 days of the change.

Post Award Submittals

Unless otherwise specified, the COR/designee will have fifteen (15) business days to review draft deliverables and make comments. The Contractor will have five (5) business days to make corrections. Upon receipt of the final deliverables, the COR/designee will have five (5) business days for final review before acceptance or providing documented reasons for non-acceptance.

Should the Government fail to complete the review within the review period, unless the Government requests an extension, the deliverable will become acceptable by default.

The COR/designee will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the award instrument. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR/designee of the specific reasons for rejection. The Contractor shall have five (5) business days to correct the rejected deliverable and return it per delivery instructions.

Key Deliverables

Item No. Deliverable Objective Due

1 Work Schedule Provide a work proposed schedule for activities.

No later than five (5) business days after the contract award

2 List of Onsite Personnel

Provide a list of onsite personnel along with the required documentation

No later than five (5) business days after the contract award

3 Material and Product Submittal

List of contractor-provided materials used at the facilities, Please include Soap, Paper Towels, Bathroom tissues, trash bags, cleaning supplies, etc.

No later than five (5) business days after the contract award

4 Quality Control Plan

Contractor’s Quality Control Plan and policy to guarantee compliance with PWS

No later than five (5) business days after the contract award

Recurring Communications & Reports

Key Deliverables

1 Bio-based Reporting

Report purchases of bio-based products in the System for Award Management (SAM)

Annually with section 6.1.1

Copy via email to CO and COR

By Oct 30 for the prior fiscal year (Oct. 1 - Sep. 30) ending the performance period of the contract base period and for each option year, if exercised

POLICY ON PREVENTION OF WORKPLACE VIOLENCE

The Forest Service is committed to creating and maintaining a work environment in which all people are treated with dignity, fairness, and respect, and are free from harassment. This commitment extends to all Forest Service employees, contractors, and anyone who does business with us. We will hold any employee who engages in harassing behavior accountable. We can only take action when we are aware of the behavior, and encourage anyone who experiences or witnesses harassment by a Forest Service employee to immediately report it. Reports can be made to any Forest Service management official or by calling our Harassment Reporting Center toll-free at (844) 815-8943. For more information, read the full Anti-Harassment Policy.

The Harassment Reporting Center was established in November 2017 to provide a dedicated resource to report harassment within the Forest Service. The Harassment Reporting Center is available 7 days a week from 7:00 a.m. to 11:00 p.m. Eastern by calling their toll-free number – (844) 815-8943.