Attachment 3 - Statement of Work.docx

Statement of Work

Janitorial Services Alexandria Forestry Center 2500 Shreveport Highway Pineville, LA 71360

I. General:

Kisatchie National Forest wishes to enter into a contract (or issue a Task Order under an existing MATOC) for janitorial services at the Alexandria Forestry Center (AFC), 2500 Shreveport Highway, Pineville, Louisiana 71360. A site map is attached to this document showing the AFC building layout. Our purpose is to obtain continuous professional janitorial services for 11 buildings that house the Kisatchie National Forest Supervisor’s Office, Southern Research Station employees, and Louisiana Department of Wildlife and Fisheries offices.

To be considered for an award, your company must attend the Pre-Bid / Pre-Proposal Conference. It will be held at 10:00 a.m. on Tuesday, March 29, 2022 in the 3rd-floor Engineering Conference Room, Kisatchie National Forest Supervisor’s Office, 2500 Shreveport Highway, Pineville, Louisiana 71360.

Bidders will be required to conform to the following Federal Acquisition Regulations:

A. 452.237-74 Key Personnel (FEB 1988)

List of personnel who will actually be doing the hands-on work must be included in proposal. Change of 2 or more staff may result in termination with no advance notice.

B. 452.237-71 Pre-Bid/Pre-Proposal Conference (FEB 1988)

1. The Government is planning a pre-bid/pre-proposal conference, during which potential offerors may obtain a better understanding of the work required.

2. Offerors are encouraged to submit all questions in writing at least five (5) days prior to the conference. Questions will be considered at any time prior to or during the conference; however, offerors will be asked to confirm verbal questions in writing. Subsequent to the conference, an amendment to the solicitation containing an abstract of the questions and answers, and a list of attendees, will be disseminated.

3. In order to facilitate conference preparations, potential bidders must contact the COR designated by the Contracting Officer three working days in advance and provide the number of attendees from their company.

4. Bidders must submit a proposed work schedule with their bid.

5. The Government assumes no responsibility for any expense incurred by an offeror prior to contract award.

6. Offerors are cautioned that, notwithstanding any remarks or clarifications given at the conference, all terms and conditions of the solicitation remain unchanged unless they are changed by amendment to the solicitation. If the answers to conference questions, or any solicitation amendment, create ambiguities, it is the responsibility of the offeror to seek clarification prior to submitting an offer.

7. Pre-Proposal or Pre-Bid Conference:

Date: Tuesday, March 29, 2022 Time: 10:00 a.m.

Location: Kisatchie National Forest Supervisor’s Office, 3rd-floor Conference Room, 2500 Shreveport Highway, Pineville, LA 71301.

Your Company must attend to be considered for an award.

II. Contractor Requirements:

A. The Contractor selected for award will be required to designate in writing the Contractor’s Representative and any alternative Contractor’s Representative for this work. This person shall be onsite at all times that the work involved with this contract is being performed.

B. The contractor is responsible for verifying building square footages and quantity of work involved to provide a professional level of service.

C. The contractor will be required to work closely with the Contracting Officer’s Representative to schedule work during AFC work hours while minimizing work interruptions for AFC employees.

D. The following schedule is an example from a previous contract, to be adjusted and agreed upon by all parties upon issuance of Notice to Proceed.

Mondays 8:30 am - 2:30 pm Administration, Research, Engineering, Forest Health, Maintenance, Motor Pool, Insectory, Work Shop and Warehouse, Head House, Clear Span, Fire Building.

Tuesdays 8:30 am – 12:30 pm Administration Building.

Wednesdays 8:30 am – 2:30 pm Administration (1st floor restrooms only), Engineering, Forest Health, Maintenance, Motor Pool, Insectory, Work Shop and Warehouse, Head House, Clear Span, Fire Building

Thursdays 8:30 am – 2:30 pm Administration, Research, Engineering, Forest Health, Maintenance, Motor Pool, Fire Building

E. The Contractor shall provide all supervision, labor, OSHA safety measures, supplies, equipment, materials, tools, and incidentals to complete the work unless specified in this document.

III. Execution:

1. CONTRACTOR FURNISHED SUPPLIES, MATERIALS AND EQUIPMENT: The contractor shall provide plastic trash bags, paper bags, soap, paper hand towels, and toilet paper, all nontoxic cleaning products, vacuum carpet cleaner, mops, dust mops, rags and any other cleaning supplies and equipment necessary to adequately meet the cleaning specifications and to perform this contract according to all its terms. No flammable or explosive liquids such as gasoline will be stored. The contractor shall submit a list of cleaning products to be used to the Contracting Officer’s Representative (COR) for approval at the pre-work conference. The contractor shall furnish all Material Safety Data sheets (MSDS) for any materials with dangerous or warning labels. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards and, to the extend feasible and reasonable, include the exclusive use of biobased products. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the COR. If a piece of equipment needs repair or is determined unsafe by the COR, the Contractor shall immediately stop using the equipment. Defective equipment shall be repaired or replaced within 72 hours.

The contractor shall submit to the COR a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials proposed for use in the performance of their work. The contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied or, as might be the case for such items as paper or soap products, unsatisfactory for use by occupants. For example, watered-down liquid hand soap would not be acceptable and would be required to be replaced immediately by the contractor.

The contractor shall utilize products and material made from bio-based materials (e.g., bio-based cleaners) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. For the bio-based content products evaluation, all non-chemical proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Bio-based Products List (DBPL) whenever practicable. Contractors should provide data for their bio-based solvents and cleaners to document bio-based content, and source of bio-based 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.

Bio-based Products to be provided by the Contractor: The following is a list of products that may be required for custodial purposes. Each product submitted must be identified with one of these categories. It is desirable that contractors be able to supply the greatest number of bio-based products listed meeting health and environmental specifications. Labeling should be printed on all containers.

2. GENERAL INFORMATION

2.1 GOVERNMENT RESPONSIBILITIES – The Government will not be responsible for damage occasioned by fire, theft, accident, or otherwise, to the Contractor’s supplies, materials, or equipment in storage. In addition, the Government will not be responsible for damage to the Contractor’s and his/her employee’s personal belongings brought into the building.

2.2 CONTRACTOR RESPONSIBILITIES/ SUPERVISION, APPEARANCE AND CONDUCT OF CONTRACTOR AND CONTRACTOR’S EMPLOYEES – The Contractor shall not employ persons for work on the contract if such employee is considered by the COR to be a potential threat to the health, safety, security, general well-being, or operational mission of the work site.

The Contractor is responsible for loss, theft, damage, or destruction of any Government or personal items belonging or assigned to the occupant or user in any office or other rooms of the facilities when such acts can be proven, beyond a reasonable doubt, to be the fault of the Contractor or one of his/her employees.

The Contractor shall ensure that no one but the Contractor and/or his/her employees have knowledge of the security code to the alarm system.

The Contractor is also responsible for ensuring that his/her employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephone or equipment, except as authorized in writing by the COR.

The Contractor shall supply some type of identification that shall be worn at all times while in the building by Contractor and his/her employees.

Contractor shall establish and implement methods of ensuring that all keys issued by the Government are not lost, misplaced or used by unauthorized persons. The Contractor shall inform COR of any items in need of repair.

The contractor shall personally, or through a competent foreman, supervise the work of his employees to ensure that the provisions of these specifications and the terms and conditions of this contract are being carried out. No government employees are authorized to exercise either direct or indirect supervision over, or provide direction to, the contractor’s employees.

The appearance of the contractor and the contractor’s employees shall be clean and neat. Attire should be modest and appropriate for the services being performed and present a clean, neat and professional appearance.

The contractor and the contractor’s employees shall conduct themselves in a manner so as not to disrupt the office and the work being conducted therein. Any situations that develop that disrupt office work will be brought to the attention of the contractor and the contractor shall remedy the situation.

2.3 ENERGY CONSERVATION – Contractor shall turn on lights in rooms only during the time needed to perform the required work and shall ensure that all lights, except those required remaining on, are turned off in each room as it is completed.

2.4 MEASUREMENT AND PAYMENT – Payment will be processed monthly, upon submission of a monthly invoice by the Contractor and upon verification of acceptance of work performed for that period by the COR.

Payment for any services rendered will be due in accordance with the Prompt Payment clause. In the event the contract begins or ends during the month, payments will be prorated based on the number of workdays in the respective month.

2.5 PAYMENT FOR ADDITIONAL EMERGENCY OR SPECIAL EVENT CLEANING SERVICES – Payment for additional services shall be made on the basis of an invoice from the Contractor. Contracting Officer will negotiate price with Contractor each time additional work is needed. A separate invoice for these services will be submitted to the Contracting Officer.

2.6 CONTRACTOR QUALITY CONTROL – The Contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices, which may include service checklists or reports. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the Contractor shall develop quality control procedures addressing the areas identified in the SDS. The Contractor will complete the janitorial checklist after every visit and will provide a copy to the COR for review.

2.7 GOVERNMENT QUALITY ASSURANCE/INSPECTION/ACCEPTANCE – The COR will perform bi-monthly inspections to evaluate the quality of work being performed. At any time when work is performed and is not in compliance with specifications, the Contractor will be informed and required to correct the deficiencies in accordance with Clause FAR 52.246-4, Inspection of services – Fixed price. Acceptance of work will be determined by inspection of the entire job and will be based on adherences to the specifications. The COR will record the results of these inspections on a Quality Assurance Checklist included as Appendix D.

2.8 GOVERNMENT REMEDIES – The Contracting Officer will follow FAR 52.249-8, Default (Fixed-Price Supply and Services) (APR 1984), for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

3. MISCELLANEOUS REQUIREMENTS

3.1 SECURITY – The Contractor shall not adjust any mechanical equipment controls, shall report and fires and hazardous conditions, shall turn in lost and found articles, and shall notify the COR when an authorized or suspicious person is seen on the premises.

The Contractor shall immediately notify the COR if any problems are encountered with the alarm or if any keys are lost.

3.2 FEDERAL COMPLIANCE – All chemicals used will be those commercially available which meet Federal, State, and local codes and which have been approved by the COR. Information can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials. Contractor shall use products made with recycled materials to the greatest extent possible. Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging and are phosphate free, non-corrosive, non-flammable, and fully biodegradable.

The use of caustics (acid-based cleansers) will not be approved. Materials or supplies shall not be used in performance under this contact (or placed or stored on Government property) until the applicable Material Safety Data Sheets for all chemicals and hazardous materials (products containing CAUTION or WARNING labels) have been furnished to the CO and COR. No item containing a CAUTION or WARNING label will be added to the Contractor’s products list until the COR has given verbal approval for its addition.

The Contractor shall not use any material which the COR determines would be unsuitable for the purpose or harmful to the surfaces to which applied. Costs for correcting damage caused by misused materials will be borne by the Contractor.

The COR reserves the right for final approval on all materials and supplies utilized by the Contractor.

3.3 FIRE PREVENTION – Fire prevention shall be exercised at all times by Contractor and his/her employees. All combustible material shall be used and stored in a safe manner. The Contractor shall report to the COR any fire hazards, and if possible, correct them.

3.4 Safety – Contractors are subject to all applicable State and Federal OSHA rules and regulations.

Sample Schedule with Building Information

Included Buildings or Square Portion thereof to be Cleaned: Footage Carpet Halls Restrooms Special Areas

1. Administration Building 21,936

Basement 0 523 110 32 (Kitchen)

First Floor 3885 1058 291 240 (Lobby)

252 (Porches)

Second Floor 1941 864 326 252 (Porches)

Third Floor 2595 600 218 252 (Porches)

Elevator 64

Inside Stairwell 304

Total: 8725 3109 945 1028

2. Research Bldg 30,614

Basement 1390 2275 196 791 (Loading)

First Floor 2380 4086

Elevator 64

Total: 3770 6425 196 791

3. LDWF Building A 3,468 2516 396 165 96 (Kitchen)

4. LDWF Building B 2,995 2000 830 128

5. Chemical Storage Building 720 Not in Contract

6. Maintenance Building 2,072 384 192 64

7. Motor Pool Building 196 180 16

8. Insectory Building 1,963 150 60

9. Workshop and Warehouse 2,208 48

10. Head House 2,000 104

11. Clear Span 6,725 170

12. Fire Building 1,970 932 309 154 88 (Kitchen)

13. Metal Storage Building 2,750 Not in Contract

IV. Work Included in Buildings:

A. Administration Building:

Third Floor: Office Cleaning, Conference Room, Lab Cleaning, Halls and Restrooms Second Floor: Office Cleaning, Copy Room, Conference Room, Halls, and Restrooms First Floor: Front Lobby, Office Cleaning, Conference Room, Halls and Restrooms Basement: Halls, Restrooms, Kitchen/Break Area Elevator Front Porch End Porches Stairs B. Research Building

First Floor: Office Cleaning, Conference Rooms, Labs Cleaning, Halls and Restrooms Basement: Office Cleaning, Conference Rooms, Labs Cleaning, Halls and Restrooms Elevator Loading Dock Exterior Steps End Porches C. Engineering Building

Office Cleaning, Conference Room, Halls, Kitchen and Restrooms D. Forest Health Building

Office Cleaning, Halls and Restrooms E. Maintenance Building

Office Cleaning, Restroom F. Motor Pool Building

Office Cleaning, Restroom G. Insectory Building

Office Cleaning, Labs Cleaning, Halls and Restroom H. Work Shop and Warehouse

Office Cleaning, Labs Cleaning and Restroom I. Head House

Lab Cleaning and Restroom J. Clear Span

Restroom, Floors K. Fire Building

Office Cleaning, Halls, Kitchen and Restrooms

V. Trash:

A. Bag trash in polyethylene trash bags and place the bags in the dumpster located as shown on the attached Site Plan.

B. Close the dumpster lid after each use.

VI. Other tasks:

1. Office Cleaning (includes Conference Room and Copy Room) - Empty trash containers, vacuum carpeted areas and dust mop uncarpeted areas.

2. Lab Cleaning - “NO ENTRY into Research Building ROOM 190”. Empty trash containers, dust mop the tile floors in following rooms “only”: Administration Building third floor room 315 one day per week; Research Building rooms 174, 180, 182, 186 all two days per week. No other Building labs need to be dust mopped.

3. Halls – Replenish the hand cleaning dispensers when empty. Dust horizontal surfaces that are readily available one day per week. Dust Mop the floor of the hall. Damp mop the halls one day per week.

4. Restrooms – Dust mop and damp mop the floor. Scrub toilet bowl. Care must be taken to get the bowl, rims, sides, seats and under the seats. Clean the remaining toilet fixtures including the operational shower areas and replenish the toilet supplies. Two new toilet paper rolls shall be left on top of each paper towel roll dispenser in each restroom, except for the Administration Building first floor which shall have four.

5. Special Areas -

i. In the front lobby of the Administration Building: dust horizontal surfaces that are readily available one day per week, clean the glass located in the lobby one day per week and vacuum carpeted/rugged areas and dust mop uncarpeted areas.

ii. Elevators shall be dust mopped. Dust horizontal surfaces that are readily available one day per week.

iii. Kitchen counter tops and sinks are to be cleaned two days per week; kitchen floors are to be dust mopped 2 days per week and damp mopped 1 day per week.

iv. Loading dock and uncarpeted steps leading to it should be swept once per week.

v. Sweep the main building front porch, steps, handrails and guardrails, five foot length in front of the steps and accessible entrance route including handrails and guardrails three days per week.

vi. Sweep the main building end porches, entrance areas of five foot length by five foot width and all other outside or covered steps and stairs connected to the buildings including handrails, guardrails and window sills once per week.

vii. Sweep the rear of main building covered outside stairs, handrails, guards and window sills located by the loading dock once per month.

viii. Building inside carpeted stairs should be vacuumed three days per week. Building inside uncarpeted stairs should be dust mopped and scrubbed as needed three days per week. All building inside stairs handrails and guards should be cleaned once per month. Clean window sills in the stairs area once per month.

ix. Where water fountains exist in a building to be cleaned, all surfaces shall be cleaned three days per week and replenish drinking cups as needed.