Attachment 3 - Statement of Work.pdf

US Department of Agriculture (USDA)

Statement of Work

Enoree Ranger District Janitorial Services

Sumter National Forest, South Carolina

Contents Project

General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

Project Enoree Ranger District Janitorial Services

General Information

1.0 Scope of Work

The Contractor shall provide all labor, transportation, and management necessary to provide custodial services described herein. All work is to be done in accordance with the terms, specifications, and provisions of this contract. All work performed by the Contractor shall be performed in accordance with all applicable laws, regulations, instructions, and commercial best practices where possible.

1.1.1 Place of Performance:

Enoree Ranger District 20 Work Center Rd Whitmire, SC 29178.

1.1.2 Government Regular Working Hours: The Government's regular working hours are Monday through Friday from 0800-1700 except federally observed holidays.

1.1.3 Contractor Hours of Performance: Unless negotiated with the Contracting Officer, janitorial services shall be performed between the hours of 8:00 AM to 4:30 PM Eastern Standard Time:

a. Weekly cleaning shall be completed each week, on a Friday or TBD prior to Contract award, during working hours, between 8:00 AM and 04:30 PM.

b. Monthly janitorial services will be scheduled once per month, on the first Monday or TBD prior to Contract award of the month, during working hours, between 8:00 PM and 04:30 AM.

Interference with Government Personnel or Government Business will be avoided.

1.1.4 Federal Observed Holidays: In the event services are not provided because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of Congress to appropriate funds, etc., the Contracting Officer shall either: a) Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or b) Forego the work and reduce payment due to the Contractor for work not performed. The deduction rate shall be calculated on a weekly basis. Appropriate adjustments will be made by the CO in the event services are provided for portions of week, or c) Reschedule the work on day(s) satisfactory to both parties. Except as noted in the schedule of work, work shall not be required on the following holidays:

• New Year's Day - 1 January

• Martin Luther King Day - 3rd Monday in January

• Washington's Birthday - 3rd Monday in February

• Memorial Day - last Monday in May

• Juneteenth (Freedom Day) – 19 June

• Independence Day - 4 July

• Labor Day - 1st Monday in September

• Columbus Day - 2nd Monday in October

• Veteran's Day - 11 November

• Thanksgiving Day - 4th Thursday in November

• Christmas Day - 25 December

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.

1.1.5 Service Interruptions: If any services must be interrupted (even temporarily) due to maintenance of contract work, the Contractor shall notify the CO, and COR at least three working days in advance. If the service is due to an emergency the Contractor shall notify the CO and COR as soon as practicable.

1.1.6 Conservation of Utilities: The Contractor shall instruct employees in utility conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, including but not limited to the following activities:

lights shall be used only in areas where and at a time when work is being performed; heating, ventilation, and air conditioning controls shall not be adjusted by the Contractor's employees; water faucets and valves shall be turned off after use.

1.1.7 Quality Control Program (QCP): The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with this SOW. The QCP document or plan must be forwarded to and accepted by the CO. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. The Contractor's QCP is how the Contractor ensures that work complies with the requirements of the contract. The QCP shall be delivered to the CO within ten (10) days from the date of award. After acceptance of the QCP the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to the QCP.

At a minimum the quality control program should address:

1) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

2) A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

3) A method for ensuring all keys or security access codes issued to the contractor are not used by unauthorized persons.

4) A file of all inspections conducted by the contractor and/or corrective actions taken. This documentation shall be made available to the COR for review upon request

1.1.8 Contractor Work Plan: The Contractor shall develop and maintain an effective work plan to ensure services are performed in accordance with this Statement of Work. At a minimum the plan shall include the contractor's weekly work schedule and any planned sub-contracting. The work plan will be submitted to the COR within ten (10) days from the date of award.

1.1.9 Quality Assurance: The COR or Government Technical Monitor will perform inspections as necessary to evaluate the quality of work being performed. Inspections will occur on the same day, within an hour, that weekly cleaning services are completed, during business hours. 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 adherence to the specifications. The COR will record the results of these inspections. The Contractor shall correct all deficiencies prior to the end of the business day unless otherwise approved in writing by the Government.

Sweep Floors – Sweep floors so there is no evidence of mud, dirt, dust, etc.

Mop Floors – Mop floors with disinfectants so there is no evidence of mud, dirt, dust, etc. Remove water after mopping so there is no puddling in bathroom or vault toilet.

Clean Mirrors – Clean mirrors either with glass cleaner or hot water to remove streaks, toothpaste, water drops, etc.

Clean Toilets – Clean toilets with a disinfectant bowl cleaner. Scrub and clean and disinfect toilet seats, toilets, and clean underside of toilets. Dry off toilet seats before leaving.

Clean Urinals – Clean urinal with a disinfectant bowl cleaner. Scrub and clean urinals and clean underside of urinals. Clean and scrub the inside and outside of the urinals and the chrome fixtures.

Clean Toilet and Urinal Partitions – Clean and scrub partitions with disinfectant cleaner.

Clean Sinks and Shower Stalls – Clean and scrub individual sinks, faucets, and shower fixtures and shower stalls with disinfectant cleaner. Scrub and clean and dry faucets and sinks before leaving.

Clean Counter Tops – Clean and scrub counter tops with disinfectant cleaner and dry off counter tops before leaving.

Clean Walls and Partitions – Clean and disinfect walls with mop taking care not to get the toilet paper and toilets all wet.

Replenish Toilet Paper and Paper Towels – Replace toilet paper as needed, when there is less than ½ roll remaining in the dispenser.

Take care when cleaning not to get toilet paper wet.

Empty Trash Receptacles & Replace Trash Bags – Empty all trash receptacles and replace with new liners. Pick up and remove any trash inside the bathrooms and in the immediate area around these facilities. Trash receptacles include trash cans, sanitary waste containers, and wall mounted trash containers.

Trash to be disposed of in dumpsters

2.0 Background

This is services contract for janitorial services at Enoree Ranger District, Whitmire, South Carolina

2.1 Type of Contract: The Government will award a firm fixed price contract.

2.2 Period of Performance: The period of performance shall be for one (1) Base Period of twelve (12) months, and four (4) ordering periods of twelve (12) Months. The Periods of Performance read as follows:

Base Period: 06/01/2026 - 05/31/2027 Ordering Period One: 06/01/2027 - 05/31/2028 Ordering Period Two: 06/01/2028 - 05/31/2029 Ordering Period Three: 06/01/2029 - 05/31/2030 Ordering Period Four: 06/01/2030 - 05/31/2031

2.3 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the COR. The CO and/or COR shall meet periodically with the Contractor to review the Contractor's performance.

2.4 Contracting Officer's Representative (COR): GTM may be assigned to this contract to monitor all technical aspects. The COR may be authorized to perform the following functions: ensure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

2.5 Contractor Personnel:

2.5.1 Quality Control Representative: Determined by Contractor.

2.5.2 Special Qualifications: The Contractor shall ensure bio-hazard cleaning and disposal of bio-hazard materials is performed by qualified and certified personnel, as per OSHA Code of Federal Regulations, 29 CFR 1910.1030 .

2.5.3 Conduct of Personnel: The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or if they are found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents.

2.5.4 Contractor Personnel Identification: Contractor personnel shall be easily identifiable through the display of badges or uniform. Contractor employees shall identify themselves by name and company affiliation when answering the telephone and attending meetings. All Contractor correspondence (written, facsimile, and email display) shall include their company name.

2.5.5 Security Requirements: Contractor personnel or any representative of the Contractor entering the Government facilities shall abide by all security regulations. At the close of each work period, Government facilities, equipment, and materials shall be secured.

The Contractor shall announce their arrival and departure to employees who may be occupying the building. Doors shall be left locked unless otherwise instructed. If employees are working during cleaning hours, contractor shall still perform cleaning operations.

Request approval of employee to vacuum in the area.

Only the Contractor's employees are allowed in the building or on the job site. The Contractor is prohibited from opening locked areas to permit entrance of persons other than the Contractor's employees.

2.6 Key Control:. If the Contractor is provided with keys or a door access code to allow access to buildings and rooms requiring cleaning, they shall ensure they are not lost or misplaced and are not used by unauthorized personnel. The Contractor shall not duplicate keys. All keys that are provided to the Contractor will require a logged entry, signed signature, and date. Keys shall be retained in possession of the janitorial staff while performing services and returned to the COR prior to contract end date. All keys lost by Contractor's personnel shall be reported to the COR immediately and shall be replaced at the Contractor's expense this includes costs associated with re-keying of facility if justified.

2.7 Safety: The Contractor shall instruct employees in appropriate measures as specified by applicable provisions of the Occupational Safety and Health Act, 1970, PL 91-596 (84 Stat 1590). The Government shall provide a copy of the Safety Data Sheet (SDS) for each of the products used to perform services to the Contractor within ten (10) days from the date of award. The Government shall furnish a copy of the SDS at each location where products are stored.

2.7.1 Accidents: Report any accident within 24 hours from occurrence to the COR.

2.8 Fire Protection and Prevention: All sweeping compounds, dust cloths and mop treating materials, floor oils and floor treatment materials (exclusive of waxes) shall be products which are free of any spontaneous heating capability. Listings of these products as free of this capability by the Underwriters' Laboratory Inc. or other qualified nationally recognized testing organization shall be considered as meeting these requirements. The Contractor shall not store combustible supplies including rags, paper, and other like items near possible sources of combustion such as steam pipes, high wattage lamp bulbs, and other like items.

2.9 Definitions

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

Clean. "Clean" shall be defined as free of dirt, dust, odors, spots, streaks, stains, smudges, film, discoloration, litter, debris, foreign matter, and other residue or evidence of soil. Any maintenance solution or cleaning product residue that is not an air-dry product shall be removed.

Contracting Officer (CO). 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 sub-contractors comply with the provisions of this BPA.

Contracting Officer's Representative (COR). The Government employee designated by the Contracting Officer to be responsible for monitoring of Contractor performance.

Disinfect(ed). Cleaning to destroy any harmful micro-organisms by application of an approved chemical agent.

Facility. An establishment, structure, or assembly of equipment designated for a specific function.

Frequency of Service. The number of times a service is provided during a specific time period.

Monthly. Services performed at intervals of 28 to 31 calendar days.

Weekly. Services performed every week.

As Needed Emergency Cleaning. May be used a maximum of 4 times per BPA ordering period and would be invoiced separately from the monthly invoice if contractor is called in to do an emergency cleaning and paid by Government Purchase Card (GPC)

Performance Requirements Summary (PRS). Identifies the key performance indicators of the contract that will be evaluated by the Government to ensure the Contractor meets standards.

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

Quality Control (QC). A method used by the Contractor to control the quality of goods and services provided.

Response Time. Response time is defined as the time allowed 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

Space. An area to receive custodial services, which may or may not be considered a room by common definition. Examples of space are definable sections of hallways, stairwells, lobbies, offices, entrances, and elevators.

Trash Receptacles/Cans. Trash receptacles are defined as waste receptacles, waste baskets, trash cans, wastepaper baskets, dumpsters, ash trays, or any container holding trash, paper, or refuse of any type.

Waste Containers. Waste containers are defined as trash receptacles, waste baskets, trash cans, wastepaper baskets, ash receptacles, sanitary napkin bins, or any container holding trash, waste paper, or refuse of any type that is labeled as such.

2.10 Roles and Responsibilities

The Contracting Officer (CO) has the overall responsibility for administration of this contract. The Contracting Officer alone, without delegation, is authorized to amend, modify, or deviate from the contract.

Contracting Officer's Representatives (COR) will be designated in writing at the time of award.

The COR assists the Contracting Officer in the administration of the contract requirements. The COR's responsibilities include, but are not limited to the following:

a. Determining the adequacy of performance by the contractor in accordance with the terms and conditions of this contract.

b. Acting as the Government's representative in charge of work at the site.

c. Ensuring compliance with contract work requirements.

d. Advising the Contracting Officer of any factors that may cause delay in performance of the work.

e. At a mutually determined time, the COR will meet with a contractor's representative to review performance, share information, or discuss future requirements.

No Government employees are authorized to exercise either direct or indirect supervision over, or provide direction to the Contractor's employees.

The contractor shall have sufficient staffing to be responsive to cleaning requirements. The determination of the total weekly productive labor-hour requirements for the performance of all services herein specified is the sole responsibility of the contractor.

Nothing in this provision should be construed as being contrary to the contractor's responsibility. It is of utmost importance that the contractor satisfies the required level of services specified in this contract. Failure on the part of the contractor to produce satisfactory results may cause the Government to require the contractor perform rework or terminate the contract in the event of no resolution of on-going problems.

The contractor shall arrange for satisfactory supervision of the contract work. The personnel employed by the contractor shall be capable employees, trained, and qualified in custodial type work. The building shall be fully staffed beginning the first day of work under the contract. The employees shall be trained and experienced cleaning personnel who will exhibit the capability of operating with a minimum of supervision. All personnel will receive close and continuing first line supervision by the contractor.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.0 Description of Services: There are two (2) buildings at the above location. Both buildings have a total of 7,413 square footage. The first building is the Enoree Ranger Station, which has a total of 7,223 square feet. Most areas are carpeted except the restrooms, which are ceramic tile, and the kitchen area, which has vinyl flooring. The second building is the Enoree Work District Center, which is approximately 190 square feet. Building two includes two separate bathrooms, about 20 square feet each for 40 square feet.

3.1 Floor Care – Sweep, Mop and Vacuum floors with no evidence of mud, dirt, dust, or other debris. No dirt shall be left in corners or behind doors. Mop floors with no evidence of mud, dirt, dust, streaks; mop strands, marks or skipped areas. Walls, baseboards, and other surfaces shall be free of splashing and markings from the equipment. Floors should be cleaned, deodorized and disinfected.

3.2 Clean Walk-Off Mats - Carpet-type entrance mats shall be vacuumed to remove soil and grit. Other mat types will be cleaned using an appropriate method. All soil and moisture underneath the mats shall be removed before the mats are returned to their normal location.

3.3 Interior Trash Removal - The Contractor shall remove refuse and replace bags inside of the buildings. The area shall be free of trash and debris around the container. Contractor may dispose of trash in Government dumpsters.

3.3.1 Exterior Trash Removal - Empty solid waste/trash receptacles outside the building. Pick up incidental trash that is around the ground around the external trash receptacles and dumpsters. Contractor may dispose of trash in Government dumpsters.

3.4 Clean Restrooms – Tile floors shall be vacuumed/swept and then mopped clean using a disinfectant detergent. Empty wastebaskets and dispose of waste in receptacles provided. Plastic bags shall be changed at least weekly. Fill toilet paper holders, paper towel holders, and soap dispensers. Report any problems with these dispensers to the Contracting Officer's Representative. Wash and rinse completely with a disinfectant, including toilet stools, seat assembly, urinals, washbasins, dividers, and modesty screens. Treat washbasins, toilets, and urinals with a suitable scale remover, germicide, and deodorant.

Mirrors will be wiped clean, and free of watermarks, streaks, and smudges. Weekly, contractor shall ensure that bathroom walls are wiped clean with a suitable disinfectant to be free of debris, smudges, smears, water stains, mineral build-up, and splashes. Damp wipe the full surface area of all stall partitions, and doors utilizing a multipurpose (disinfectant-deodorizer) cleaner. This task includes all of the more detailed descriptions below from #3.4.1 to 3.4.5 if applicable.

3.4.1 Clean Fixtures - Porcelain and metal fixtures and surfaces (washbasins, urinals, toilets, faucets, shower heads, door handles, etc.) shall be clean and bright, there shall be no dust, spots, stains, rust, mold or mildew, encrustation, or excess moisture.

3.4.2 Clean Mirrors - Leave mirrors cleaned and streak free where applicable.

3.4.3 Restocking - Replenish Supplies and Clean Containers (toilet paper, TP dispensers, waste receptacles, trash bags, and sanitary napkin bags and bins – where applicable) should all be cleaned and restocked. Replenish toilet paper when there is less than ½ roll remaining in dispenser.

3.4.4 High Area Dusting/Cleaning - All partitions, equipment, horizontal ledges, baseboards, and sills shall be dusted. Light fixtures shall be free of dust and dirt and cobwebs.

3.4.5 Dust/damp/wipe light fixtures – Dust the light fixtures to keep their brightness at an optimum level where applicable.

If there is dried on dirt and grime wipe light fixtures off with a cloth, damp cloth if needed.

3.5 Interior Window Washing. Performed monthly, the COR direct the Contractor to clean interior windows will be wiped clean, and free of watermarks, streaks, and smudges. The contractor shall identify all window deficiencies including staining, cracking, and windowsill damage and notify the COR in writing.

3.6 Clean Kitchen - Clean and disinfect kitchen counter tops, sink and microwave, wipe appliances and all horizontal surfaces so there is no noticeable dirt, dust, or other residue. Damp wipe table and chairs. Fill paper towel holder.

3.7 Drinking Fountains - All drinking fountains shall be cleaned. The stainless-steel surfaces shall be clean and bright, and they shall be free of dust, spots, stains, and streaks. Drinking fountains shall be kept free of trash, ink, coffee grounds, and other debris, and nozzles free from encrustation.

As Needed Task – The task listed below as 3.8 is an on-call and paid separately from the BPA Call by Contractor pre-approved estimate and paid via Government Purchase Card (GPC)

3.8 As Needed Emergency Cleaning and Disinfection. The building hosts will contact the COR for this contract and the COR will call the Contractor or their janitorial staff to clean and disinfect the facilities in case of the situations where immediate sanitation is required due to unsanitary conditions . The hosts will close down the building or stall where the issue is until the janitorial staff can complete the cleaning and disinfection. The Contractor will invoice for these separately from the monthly invoice and only when these services are requested by the COR and this will be limited to a maximum of four (4) times total during a BPA ordering period, no more than 4 hours per incident.

4.0 Government Furnished

4.1 The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract:

GOVT FURNISHED

PROPERTY/SUPPLIES

QUANTITY FURNISHED TO

CONTRACTOR

Trash can liners, Large and Small 1 box each size As needed Liquid Hand soap for sink areas 6 bottles As needed Toilet Paper (2-ply) non- compressed 1 case As needed Paper Towels, rolled and multifold 1 box each type As needed Vacuum Cleaner 1 Upon award of contract Keys to building 1 Upon award of contract at Ranger Station by COR

Must be returned at the end of each BPA Ordering Period Dumpster NA The Contractor will dispose building trash and refuse into the dumpster located in the immediate vicinity or as directed by the COR. Dumpster doors shall be closed after each use.

Storage area for both Contractor and Government supplied equipment and materials.

NA The Contractor shall maintain this closet to ensure it is safe, clean, and organized. No hazardous materials are to be stored in these facilities.

4.2 The Government shall supply ALL cleaning supplies and equipment not included in section 4.1 above.

Cleaning Supplies Quantity Furnished to Contractor Windex or comparable Glass Cleaner 1 As needed Clorox or other bleach 1 As needed Pine Sol, Fabuloso, or comparable floor cleaner 1 As needed Toilet Bowl Cleaner 1 As needed Scrubbing Powder (i.e., Barkeeper’s Friend) 1 As needed Bathroom Cleaner 1 As needed Toilet Brushes 6 As needed Mops and Mop Heads and Mop Bucket TBD As needed Multi-Surface Cleaner, Spray Disinfectant, and/or Disinfecting Wipes 4 As needed Other Miscellaneous Cleaning Supplies TBD As needed

5.0 Deliverables / Schedule

Item No Task/Service Frequency

Enoree Ranger Station

3.1 Floor Care Weekly

3.2 Clean Walk-Off Mats Weekly

3.3 Interior Trash Removal Weekly

3.3.1 Exterior Trash Removal Weekly

3.4 Clean Restrooms Weekly

3.4.1 Clean Fixtures Weekly

3.4.2 Clean Mirrors Weekly

3.4.3 Restocking Weekly

3.4.4 High Area Dusting/Cleaning Weekly

3.4.5 Dust/damp/wipe light fixtures Weekly

3.5 Interior Window Washing Monthly

3.6 Clean Kitchen Weekly

3.7 Drinking Fountains Weekly

Enoree Work Center

3.1 Floor Care Weekly

3.3 Interior Trash Removal Weekly

3.4 Clean Restrooms Weekly

6.0 Travel

It is the responsibility of the contractor to provide all transportation. All travel related expenses are the responsibility of the contractor and should be reflected in the cost of services.

7.0 Contractor’s Key Personnel

7.1 On Site Quality Contract Manager: The Contractor shall provide On Site Quality Contract Manager and designated alternate, as applicable, who has full authority to act for the Contractor on all contract matters relating to this contract. The On Site Quality Contract Manager or alternate shall be available during the Government's regular working hours by a phone call. The Contractor shall submit the name and contact information of the On Site Quality Contract Manager.

7.1 Janitor: The Contractor shall provide a list of qualified employee(s) authorized to work under this contract at the time of a BPA Call issue.

Contractor must have personnel available to back up the regular employees in case of personal emergencies or inclement weather.

The On Site Quality Control Manager shall provide adequate supervision of crew to prevent employees from disturbing papers on desks, opening drawers or cabinets, using telephones, or computers provided for official Government use. The Contractor or employees shall not bring children to the premises while work is being performed.