Attachment_6_Statement_of_Work.docx

Truckee Janitorial Tahoe National Forest

DESCRIPTION/ SPECIFICATIONS/ STATEMENT OF WORK

Scope of Work Description of Work: This contract is to furnish janitorial services for the Truckee Ranger District.

Contractor Responsibility: The Contractor shall provide everything – including, but not limited to, all equipment, supplies, transportation, labor, and supervision – necessary to complete the project, except for that which the contract clearly states is to be furnished by the Government.

Project Location & Description Truckee Ranger District, located 10811 Stockrest Springs Rd, Truckee, CA 96161.

The Truckee Ranger Station consists of 1 building and includes carpeted rooms, 3 restrooms (1 with a shower), reception area, conference room/break room/kitchen, hallways, 2 stair wells (4 stair sections: stairs/landing/stairs), one elevator, and one janitor closet.

Estimated square footage is 9,889. Approximate square footage breakdown in building is as follows:

· Carpet: 6942 sq ft

· Slate tile: 1122.25 sq ft

· Visitors center downstairs bathroom tile: 290.25 sq ft

· Downstairs and upstairs employee bathroom tile, combined 343.5 sq ft

· Kitchen linoleum: 262.5 sq ft.

Exclusions (non-work areas): Locked and/or Non-Serviced Rooms. Some rooms in the building are equipped with privacy locks for administrative reasons. These rooms will not require services unless left unlocked.

Accessibility: Typically, 2-wheel drive vehicles can access the office; however, in winter a 4-wheel drive vehicle may be necessary depending on weather and road conditions, at the contractor’s discretion.

Start Date & Contract Time Start: May 01, 2024 Time: 12 months Optional: four (4) additional, consecutive twelve-month periods Work Days and Hours of Work The janitorial work hours will coincide with Forest Service staff working in the building, so a consistent schedule of times for arrival and operations must be maintained to avoid disruption to Forest Service operations. Vacuuming and any other noisy or disruptive tasks should be scheduled to occur in the same areas at approximately the same time on each day of service so that office employees can plan their work around the noise. The contractor may occasionally need to skip areas and come back to them out of courtesy to office worker activities. Interruption to the established and approved contractor schedule should be the rare exception. Any consistent issue with this shall be reported to the COR for resolution.

All weekly scheduled work is to be performed during the hours of 8:00 a.m. and 4:00 p.m Monday, Wednesday, and Friday. In the case of 3 day holiday weekends, alternate cleaning dates and times may be negotiated with the COR.

Inclement weather will typically NOT be an excuse for missed services. There is normally at least one Forest Service employee at the office during major storms. Office closures are very rare. If an office closure is determined necessary, it will be communicated to the contractor with as much advance notice as possible and a make-up day will be rescheduled.

Designated work days and times within these parameters will be agreed on by the Contractor and Contracting Officer prior to work starting under the contract. Changes in schedule other than emergency circumstances (e.g. snow storm/fire/power outage preventing access) must be by bilateral agreement.

Technical Requirements This is a performance-based contract that expresses the Government’s requirements in the form of minimum quality standards to be met.

The Contractor must determine the optimal work schedule, resource allocations, and performance methods to achieve a work product that meets the standards set forth in the following pages.

ROUTINE JANITORIAL SERVICE REQUIREMENTS

Front Desk and Main Entrance Areas

Clean inside and outside surfaces of all entry glass doors, vestibule windows and frames

Hand-touch surfaces are disinfected and all surfaces are free of fingerprints, smudges, streaks, and dirt to include sills and frames.

Clean reception desk countertop

Countertop is disinfected and has a clean shine.

Police trash from landscaped areas at front entry (front path)

Areas are free of trash or debris larger than a nickel.

Conference Rooms, Break Rooms, and Kitchens

Clean break rooms and kitchens.

Includes counter tops and tables, sinks, glass surfaces, and the exterior of microwaves, vending machines, refrigerators.

Break rooms and kitchen areas are free of all trash. Sink, counter, and tabletops are disinfected and free of dust, spots, stains, and streaks.

Exteriors of refrigerators, microwaves, and vending machines are free of dust, spots, stains, and streaks.

Contractor is not expected to wash dishes. If sink is filled with dishes, contractor is excused from that cleaning task for the day.

Wipe down conference room tables; arrange chairs against the walls or around tables

Tables are free of dust, dirt, smudges, and streaks and have a uniform shine.

Furniture is arranged so that the room has an orderly appearance.

General/All Areas

Place trash from all receptacles in dumpsters.

Chairs are neatly arranged around desks and tables after vacuuming.

This task should be scheduled to occur in the same areas at approximately the same time on each day of service so that office employees can plan phone calls and meetings around the noise. The contractor may occasionally need to skip areas and come back to them out of courtesy to office worker activities.

Clean all interior and exterior doors and light switch plates Includes door surface, handles, push bars, kick plates and trim.

Surfaces are free of smears, stains, debris, and finger marks. Hand-touch surfaces are disinfected.

Solar Area (along south hallway downstairs) cleaning

Stone/cinder brick walls are free of dust and cobwebs.

Restrooms

Clean all restroom fixtures Includes hand rails, toilets, urinals, and hardware, sinks, mirrors, counters, waste receptacles, feminine waste receptacles, soap and paper product dispensers, and the walls of toilet stalls.

Porcelain and metal surfaces and fixtures are disinfected and clear of dust, spots, water spots, stains, rust, mold, mineral deposits, soap residue, excess moisture or other deposits and free of debris. Fixtures such as sinks toilets, and urinals are cleaned on inside and outside surfaces. Mirrors have a clean shine, clear of streaks.

Service all product dispensers including, paper towels, soap, toilet paper, and seat covers.

Dispensers are fully filled.

Do not leave extra supplies sitting out in visitor center toilets. Front desk staff will fill on days there is no janitorial service.

ANNUAL JANITORIAL SERVICE REQUIREMENTS

Strip and wax linoleum and white tile flooring (kitchen and bathrooms)

Kitchen and bathroom floors (linoleum and white tile) are stripped and treated with a non-yellowing wax to maintain a clean luster and protection of the flooring material.

The contractor will need to schedule treatments so that an “out of order” or similar sign may be posted during curing time to protect the floor, while ensuring there is still always access to at least one restroom. Treatment of the kitchen floor should be scheduled for a Friday afternoon whenever possible to minimize impact to office employees.

Carpet Shampooing

Perform commercial cleaning of carpets.

Contractor is responsible for moving mobile furniture such as chairs and waste baskets and replacing items to original position when cleaning is accomplished.

The contractor is not expected to move boxes, piles of papers, backpacks, or miscellaneous non-furniture items.

The contractor shall place an "out of order'' sign on any plugged or otherwise inoperable toilets, sinks, drains, or drinking fountains and report it to the Contracting Officer’s Representative.

Bio Based Requirements The Contractor shall utilize products and materials made from bio based materials 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 products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Bio based Products List (DBPL) whenever practicable.

The Department of Agriculture (USDA) Designated Bio based Products List (DBPL) is posted here: https://www.biopreferred.gov/BioPreferred/faces/Welcome.xhtml. The list includes potential product brands that are optional; purchase of the listed brands is not mandatory. The contractor may compare labelling on products they already use to determine if their bio based content meets the standards posted on the biopreferred.gov website.

The following products are required to be bio based. Each product submitted for use under this contract must be identified with one of these categories. Labeling must be printed on all containers.

Government-Furnished Equipment The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract.

· Liquid hand soap

· Paper hand towels

· Toilet tissue

· Waterless urinal replacement cartridges

· Toilet urinal deodorant cakes

· Fluorescent light tubes and incandescent light bulbs

· Toilet seat covers

· Plastic garbage bags for individual garbage cans and contractor’s trash barrel.

· Secure areas for storage of Contractor-furnished materials

· Keys for storage areas and locked product dispensers. Keys are not to be duplicated, loaned, or allowed to be accessed or used by any persons not necessary to completing work under this contract. All keys must be returned to the Forest Service prior to payment of final invoice.

Contractor-Furnished Equipment and Supplies Unless otherwise specified herein, the Contractor shall furnish all supplies, materials, and equipment necessary for the performance of work under this contract. All supplies and materials shall conform to applicable State and Federal specifications and standards and, to the highest extent feasible and reasonable, include the exclusive use of bio based products. All supplies, materials, and equipment to be used in the performance of work described herein are subject to approval of the COR.

The Contractor shall submit with their quote 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 its 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.

INSPECTIONS AND ACCEPTANCE

Government inspections are for the purpose of satisfying the Government that the services are acceptable and do not relieve the Contractor of the responsibility for maintaining quality control.

Visual inspections will be made on a periodic basis by the Contracting Officer's Representative or designated inspectors. Such inspections do not constitute acceptance by the Government.

Specific Inspection Procedures The contractor’s performance will be evaluated based upon the Required Results for each task listed in the tables under Technical Requirements in this document. Methods and documentation may include written inspections or COR daily diaries with accompanying photos when deemed necessary, customer surveys, and/or records of customer complaints such as emails.

Determination of Acceptability and Payment Deductions Work on this contract will be deemed acceptable when the Government’s visual inspections show acceptable performance.

Payment will be made for fully acceptable work at the prices bid in the schedule of items. Payment will be made monthly upon receipt of a proper invoice in the IPP system.

Performance Thresholds for Acceptability of Work All services are performed to Required Results performance measures outlined in the tables under Technical Requirements, and no more than five customer complaints are received and substantiated by the COR per month.

Major deficiencies, such as tasks not done at all, more than 30% of tasks are of unacceptable quality, or repeat occurrences (3 or more times) of the same issues, will trigger the deduction schedule as if the customer complaint threshold had been reached.

Customer complaints will be substantiated by the COR for validity. Should the COR determine that the complaint is valid, the COR will inform the Contractor and give the Contractor reasonable time to correct the defect, if it is possible to do so without disrupting government operations at the affected site. The COR will determine how much time is reasonable based on the individual situation.

Should the Contractor disagree with the complaint after investigation of the site, the Contractor shall notify the Contracting Officer. The Contracting Officer will review the matter with the COR to re-examine the validity of the complaint.

Deduction Schedule Should the threshold of valid customer complaints exceed the acceptable threshold per month, or if the Contractor does not correct the deficient work on time, a deduction of five (5) percent may be made from the applicable monthly invoice. Multiple instances of below standard work may be further deducted going up in five (5) percent increments, maxing in an amount of fifteen (15) percent per month.

CONTRACT PAYMENTS

Payment will be made for fully acceptable work at the prices bid in the schedule of items. Payment may be made for less than fully acceptable work at a reduced price (see Performance Thresholds for Acceptability of Work, above, for deduction thresholds).

Invoice Processing Platform (IPP) All invoices must be submitted electronically through the US Department of the Treasury’s Invoice Processing Platform System (IPP). To constitute a proper invoice, the payment request must comply with the requirements identified in FAR clause 52.212-4 Contract Terms and Conditions – Commercial Items. The IPP website address is: https://www.ipp.gov.

Each invoice shall be submitted on the Contractor’s letterhead or invoice form with the following:

1. Invoice date and Government Contract Number.

1. Billing period specified with beginning and ending dates. The beginning date must not be later than the completion date or within any previous billing dates.

1. An accounting (bulleted list, for example) of charges claimed and amounts due, identified by work task and contract line item number.

1. Total amount due for the billing period.

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor’s Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank or Bureau of the Fiscal Service within 5 business days of award. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

SPECIAL CONTRACT REQUIREMENTS

Conduct All work under this contract shall be performed in a skillful and professional manner. The Contracting Officer may require the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft or unauthorized possession or removal of materials, supplies, equipment, or property.

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for taking such disciplinary action with respect to the employee(s) as may be necessary.

All Contractor employees shall wear a standardized company uniform, company t-shirt, or company identification badge clearly displayed, while performing work under this contract.

The Contractor shall prohibit their employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Government use.

The contractor will not be allowed to have any pets or persons not employed under the contract on the premises.

All Government facilities are non-smoking. The Contractor shall not smoke on Government property.

The Contractor shall not participate in games for money or property while on Government property.

The Contractor shall not be under the influence of, use, or be in possession of any narcotic drug, hallucinogenic, marijuana, barbiturate, amphetamine or alcohol while entering on or on Government property. This prohibition shall not apply in cases where the drug is being used as prescribed for a patient by a licensed physician.

The Contractor shall not solicit or sell any items while on Government property.

The Contractor shall not be in possession of any firearms while on Government property.

Security The contractor will not be allowed unaccompanied access to the building and work must be performed during regular office hours (see Work Days and Hours of Work). Contractor employees will check in at the front desk upon entering the building and be issued a site badge. The site badge must be worn in plain view while working in the building and returned to the front desk upon completion of the day’s work and exiting the building.

The contractor shall not prop open exterior doors or windows during performance of services. The contractor shall promptly report to the Contracting Officer’s Representative doors or windows found propped open and unattended.

Quality Control Plan The contractor shall provide a method of self-inspection to assure that the quality of performance meets or exceeds those specified in this solicitation. This plan is to be easy to use, maintain, understand and be tailored to this project. A draft of the plan is to be provided with the quote.