Attachment A - Performance Work Statement.pdf

Attachment A – Performance Work Statement 1

USFS - Mio Administration Complex Performance Work Statement

Mio Ranger District Buildings and Janitorial Service Descriptions:

Except as noted under Government-furnished Property, the Contractor shall provide all management, tools, equipment, labor, supplies, incidentals, permits and license necessary to ensure custodial services are performed at the Mio Administration Complex in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.

1. Main Office Building:

The main office building is two story. Each floor is approximately 10,000 sq. feet. Office interior contains six multi-stall bathrooms, three private offices, five enclosed multiple larger open spaces rooms that contain multiple workstations.

Building flooring components vary from tile, laminate and carpet floors. This building’s janitorial services would need to be accomplished as outlined below. Do not clean any employees’ desks or any locked door rooms unless approved by COR and negotiated upon.

Daily (Monday – Friday):

All bathrooms:

• Wash and sanitize all hard surfaces, including toilet fixtures, seats and urinals.

• Clean and polish wash basins.

• Clean mirrors, paper towel holders, dispensers and fixtures.

• Remove splatters around wash basins and urinals.

• Empty trash receptacles. All trash will be placed in plastic bags and placed in trash dumpster. Replace with new plastic liners.

• Treat wash basins, toilets, urinals and sinks with suitable scale removers, germicide and deodorant.

• Fill soap, toilet paper, hand towel and toilet seat cover dispensers.

• Damp mop and sanitize floors in rest rooms.

Lower level break room, upper level break area, large conference room:

• Clean, sanitize and polish drinking fountains.

• Thoroughly clean break room tables, countertops and floors.

• Wash and sanitize all sinks and counter areas.

• Wipe down tables, chairs and bar area.

• Sweep and damp mop floors

• Empty trash receptacles. All trash will be placed in plastic bags and placed in trash dumpster. Replace with new plastic liners.

• Clean sink area in large conference room.

Three times a week (Monday/Wednesday/Friday):

• Clean all conference tables with CDC approved cleaners.

• Vacuum exposed carpet area in carpeted office rooms and carpet runners at the entry doors. This includes offices, lobby, main conference rooms, mailroom and library.

• Dust counter tops and display cabinet tops.

• Sweep and mop vinyl and tile floors (hallways), including the front visitor area.

Attachment A – Performance Work Statement 2

Once a week:

• Spot clean walls throughout the main office when needed.

• Clean all glass in entry doors and windows.

• Empty trash receptacle in front of main building, when needed.

• Clean stair railings and stairs.

• Clean all interior doors.

• Scrub mop sink and clean janitor closet.

• Wash and sanitize trash receptacle in break room area.

• Sanitize and disinfect all mops and rags.

Once a year:

• Clean windows inside and out. Clean window blinds.

2. Additional Building #1 (heated warehouse):

The building janitorial work would encompass cleaning two bathrooms, one office lab area, entrance doorway, hallway and locker room. Shop and Engine Bay are not included in the custodial service work. Do not clean any employees’ desks, lockers, locker doors, or any locked door rooms unless approved by COR and negotiated upon.

Daily (Monday – Friday):

Bathrooms:

• Wash and sanitize all hard surfaces, including toilet fixtures, seats and urinals.

• Clean and polish wash basins.

• Clean mirrors, paper towel holders, dispensers and fixtures.

• Remove splatters around wash basins and urinals.

• Empty trash receptacles. All trash will be placed in plastic bags and placed in trash dumpster. Replace with new plastic liners.

• Treat wash basins, toilets, urinals and sinks with suitable scale removers, germicide and deodorant.

• Fill soap, toilet paper, hand towel and toilet seat cover dispensers.

• Damp mop and sanitize floors in rest rooms.

Rest of the building:

• Clean, sanitize and polish drinking fountains.

• Wash and sanitize all sinks and counter areas.

• Wipe down tables and chairs and benches in locker area.

• Empty trash receptacles. All trash will be placed in plastic bags and placed in trash dumpster. Replace with new plastic liners.

• Clean sink area in lab area.

Three times a week (Monday, Wednesday and Friday)

• Vacuum entry rug runners.

• Sweep and damp mop vinyl tile floors.

• Clean all conference tables with CDC approved cleaners.

• Wash and sanitize shower area in both restrooms, in Fire warehouse.

Once a week:

• Spot clean walls throughout the warehouse when needed.

Attachment A – Performance Work Statement 3

• Clean all glass in entry doors and windows.

• Clean all interior doors.

• Check exterior of cabinets in lab area in warehouse and wipe if needed.

Once per year:

• Clean windows – inside/outside. Clean window blinds.

All above listed and approved janitorial work would be overseen by the designated Forest Service Contracting Officer Representative (COR).

Any additional (optional) building janitorial work request would be initiated through or by the Forest Service. Prices for additional (optional) work would first need to be agreed upon between both parties.

Approval to proceed would only be given, in writing, by the Forest Service Contracting Officer (CO) before work commences.

3. Building Security:

The Contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured. The Contractor shall double check all doors at the end of each service visit. Lights and fans in bathrooms shall be turned off.

4. Government Furnished Property:

Dumpster for trash and refuse disposal. Water from existing sources. Electricity from existing sources.

5. Emergency or Special Event Cleaning Services:

Upon notification of the COR, the contractor shall perform emergency or special event cleaning required in any building, area, or room covered under this contract or area as designated by the COR. These services will be based on a daily rate and will be billed separate from this contract. Submit invoice to COR for other form of payment. (credit card or check).

Should services not be required for an entire day, the contractor will be guaranteed a prorated payment of a minimum of 3 hours (unless the work was not performed in a satisfactory manner). The contracting officer shall order cleaning services through the issuance of a statement of required services per the line item on the contract at which time the contractor will provide a total price for that service which efficiently uses the bid price per day on the original contract for the appropriate and required work task(s). Most services will not require more than 1 day of additional work. The COR (contracting officer representative) will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. For emergency services, the contractor shall begin emergency work, at such time as determined by the COR (but no later than 24 hours after notification). Notification may be verbal.

A completion schedule shall be determined for each requested special or emergency work. Should the contractor be unable to provide the service, he/she must notify the COR immediately and may refuse the work. In addition, this line item does not guarantee the work to the contractor and does not preclude Government from seeking the same service from another contractor.

6. Miscellaneous Requirements:

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

B. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the workers.

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

D. Windows shall be closed, and lights and fans turned off when not in use.

E. Organize and train employees to participate in building fire drills. Training shall include all emergency procedures as identified by the Contracting Officer’s Representative.

F. Report hazardous conditions and items in need of repair to the COR.

Attachment A – Performance Work Statement 4

G. Lock rooms in security areas after cleaning. These areas will be identified by the COR. Do NOT unlock any rooms to clean if they are locked.

H. Close doors and lock rooms as required in all areas after cleaning.

I. Turn in lost and found articles to the COR.

J. A copy of the Mio Ranger District Safety and Security Management Direction will be provided to the contractor.

7. General Policies and Procedures:

A. Contractor’s vetted staff shall sign in each day or work period at the designated area identified and approved by the COR. The contractor will be responsible for the employees providing all information required on each form. There will be a sign in sheet at the east entrance to the building (parking lot entry door).

B. Only contractor’s staff will be permitted in the buildings during designated cleaning hours. Guests, children, pets, or children of the staff will not be permitted in the facilities.

C. The contractor shall require all employees to report for work wearing professional standards: neat, clean, and appropriate uniform clothing.

D. The contractor shall prohibit employees from distributing papers on desks, drawers, cabinets, or using the telephone or office equipment for Government use.

The contractor and contractor’s employees are required to comply with the policies, procedures, and all federal regulations pertaining to conduct and building regulations as provided by the COR.

E. The contractor shall provide a list of all employee names five days prior to the starting date for this contract. If or when the contractor has a change in employees, the contractor shall furnish an updated list of the new employees to the COR and Contracting Officer.

F. The contractor shall not make a change in requirement of the contract SOW or Matrix without discussing with the Contracting Officer and the COR. All changes shall require approval from the COR and the Contracting Officer.

G. Route all changes and modification requests for pertinent details within these special instructions to and through the COR to the Contracting Officer.

8. Hours of Operation:

The contractor shall perform most of the work between the hours of 6:00 pm and 6:00 am, on the days provided in the Schedule Table and on the days agreed upon between the Contractor and the COR, Monday through Sunday. The only exclusion to these days will include all Federal Holidays or days designated by Federal Statute, Executive Order, or Presidential Proclamation.

Exceptions to these normal duty hours are Government personnel observant listed holidays:

• New Year’s Day – 1st Day of January

• Martin Luther King, Jr. Day – 3rd Monday of January

• President’s Day - Last Monday of May

• Independence Day – 4th of July

• Labor Day – 1st Monday of October

• Veteran’s Day – 11th Day of November

• Thanksgiving Day – 4th Thursday of November

• Christmas Day – 25th of December

• Any other day designated by Federal Statute, Executive Order, or Presidential Proclamation.

When a holiday falls on a Saturday, the preceding Friday is observed. When a holiday falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not by itself be cause for an additional period of performance or for entitlement of compensation, except as set forth within this contract.

The Government reserves the right to close its facilities due to weather conditions or medical emergencies as necessary.

If the office is closed due to inclement weather or for any other reason, the COR will notify the contractor as soon as the closure is known.

Attachment A – Performance Work Statement 5

9. Contractor Representative:

The Contractor shall provide a Contract Representative for the performance of the work. The name of this person and an alternate(s) who shall act for the Contractor when the Contractor is absent shall be designated in writing to the Contracting Officer. The Contractor Representative or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contractor Representative and alternate(s) must be able to read, write, speak, and understand English.

10. Conduct of Contractor Employees:

Each employee is expected to adhere to standards of competency, conduct, appearance, and integrity that reflect credit to the employee, the contractor, and the Government. The contractor shall be responsible for such disciplinary action with respect to their employees as may be necessary.

The contractor shall report in writing to the COR the following workday any termination of contract personnel and the cause of such termination.

Contactor personnel shall comply with safety rules and all other regulations and instructions pertaining to conduct of persons on Government facilities. Contractor personnel shall not disturb papers on desks, open desks, or cabinets nor use telephones or office equipment that are not provided for official business transaction purposes. Contractor personnel shall adhere to conservation policies and turn off lights in unoccupied areas, close all exterior doors, unless otherwise directed.

Contractor personnel shall, in no event, enter any area to which access is restricted, unless such an area has been specifically identified as an area in which services are to be rendered. The contractor shall place their employees on notice that infraction of any of the above rules, regulations, or prohibitions may be grounds for removal from Government property.

11. Quality Control Plan (QCP):

The contractor shall develop and maintain a quality program to ensure services are performed in accordance with commonly accepted commercial practices, manufacturers’ recommendations, this contract, and all federal, state, and local laws and regulations. The contractor shall develop and implement procedures to identify, prevent, correct, and ensure no recurrence of defective services. The contractor shall provide a copy of the quality control plan to the contracting officer no later than the pre-work conference and updated copies as changes occur. Records of all inspections conducted by the contractor and corrective action taken shall be made available to the government upon request.

11. Quality Assurance (QA):

-Inspection:

The Government may inspect contract services using a variety of methods however, the primary means of inspecting all types of work is the periodic method. The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with the requirements set forth in the contract. The COR may inspect by watching actual task performance, physically checking a completed task, checking a management information report;

investigating customer complaints; conferring with building occupants/managers; or any combination of the above; or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The government may increase or decrease the number of quality assurance inspections as performance dictates. The government will also receive and investigate complaints from various customers. Performance meetings may be held regularly or as requested by the contracting officer, the COR, or contractor. Services can be terminated for poor performance.

--Government Surveillance: The Government will monitor the Contractor's performance under this contract using the method(s) of surveillance specified in this PWS. The COR will monitor the Contractor’s performance on behalf of the Government. All monitoring observations will be recorded by the Government. When an observation indicates defective performance, the COR will request the Contractor's representative to confirm defective work and perform corrective work as needed. The Government may also perform a visual inspection of the Contractor’s

Attachment A – Performance Work Statement 6 inspection results. The Contractor shall be required to rework the effort until the performance standard is achieved, or a payment deduction could be taken.

---Surveillance Methods ----Periodic Surveillance: This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s cleaning schedule. Any deficiency shall be documented, and the Contractor shall re-perform the service, if appropriate, at no increase in contract amount.

----Customer Complaints: The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaint. The Contracting Officer shall make the final determination of the validity of customer complaint’(s) in cases of disagreement with the COR and the Contractor. Any validated customer complaint shall be documented, and the Contractor shall re-perform the service, if appropriate, at no increase in contract amount.

12. Biobased Products:

In the performance of this contract, the Contractor shall make maximum use of biobased products (see FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (SEP 2013), unless the product cannot be acquired – Competitively within a time frame providing for compliance with the contract performance schedule; Meeting contract performance requirements; or At a reasonable price.

A. Chemical Products- The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA); Food, Conservation, and Energy Act of 2008; Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” EO 13514, “Federal Leadership in Environmental, Energy, and Economic Performance;” and the Federal Acquisition Regulation to provide biobased products.

All custodial cleaning products used shall be biobased and meet as a minimum, Green Seal Product Standards (http://www.greenseal.orgl). Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content standards as listed below:

Adhesive and Mastic Removers (BP) 58% - Minimum Biobased Content

Graffiti and Grease Removers (BP) 34% - Minimum Biobased Content

Hand Cleaners(BP) 64% - Minimum Biobased Content

Hand Sanitizers (BP) 73% - Minimum Biobased Content

Sorbents (BP) 89% - Minimum Biobased Content

Carpet, Upholstery Cleaners General Purpose (BP) 54% - Minimum Biobased Content

Carpet, Upholstery Cleaners Spot Removers (BP) 7% - Minimum Biobased Content

Glass Cleaners (BP) 49% - Minimum Biobased Content

Bathroom Cleaners (BP) 74% - Minimum Biobased Content Floor Strippers (BP) 78% - Minimum Biobased Content

Dust Suppressants (BP) 85% - Minimum Biobased Content

Contractor shall provide a list of all chemical products proposed for use under this contract to the COR for review and approval prior to use. If it is determined that a product does not meet Government performance requirements, the Contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance. Any products currently in use that do not meet minimum biobased standards shall be replaced once the current supply is exhausted. 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.

The Contractor shall maintain the smallest possible inventory of chemical products as necessary to meet immediate needs. All chemical containers will have the appropriate label, tag or marking prominently displayed that indicates the

Attachment A – Performance Work Statement 7 identity, safety and health hazards. The label used to identify the product must be identical to the product name on the safety data sheets (SDS).

NO UNLABELED CHEMICALS ARE PERMITTED FOR USE ANYWHERE WITHIN THE FACILITY. NO UNLABELED

CONTAINERS ARE PERMITTED.

USE OF PORTABLE CONTAINERS IS PERMITTED BUT MUST BE PROPERLY LABELED.

At the start of the contract, the Contractor shall provide the COR of an inventory of all cleaning products and chemicals to be used and stored on the premises. The inventory shall include the following information and shall be updated when product(s) are added or removed from use:

1. Name of manufacturer

2. Brand Name

3. Intended Use

4. Chemical Trade Name

5. Quantities stored on-site and location of storage area

6. Copies of the product(s) (SDS) Safety Data Sheets

B. Non-Chemical Products- The Contractor shall maintain an inventory of non-chemical products necessary to meet the needs for at least two

(2) weeks. All non-chemical products proposed for use under this contract must conform to the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) (http://www.epa.gov/cpg) for recovered (Recycled) content, if the products are CPG-designated items. Requirements for bathroom tissue, paper towels, and trash bags are explicitly stated below:

NON-CHEMICAL PRODUCT MINIMUM STANDARD

Bathroom Tissue 20-100% recovered fiber, including at least 20-60% post- consumer fiber

Paper Towels 40-100% recovered fiber, including at least 40-60% post-consumer fiber

Plastic trash bags 10-100% post-consumer content

For non-chemical products that are not CPG-designated, it is desirable for those products to meet the desired objective (e.g., ability to clean effectively) and contain the highest-possible amounts (by percentage) of recovered material(s) and post-consumer content, unless specific content requirements are set by the Forest Service.

Additional information on recycled content products is available at the California Integrated Waste Management Board's Recycled-Content Product Directory webpage (http://www.ciwmb.ca.gov/rcp/).

C. Equipment- The Contractor shall furnish all necessary cleaning equipment including: power-driven floor-scrubbing machines, waxing and polishing machines, vacuum cleaners, protective gloves, safety glasses, and any other safety equipment needed to execute the contract. If available, equipment utilized under this contract shall be Energy Star qualified or meet the Department of Energy's Federal Energy Management Program (FEMP) Energy-Efficient product requirements.

All 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 vacuum cleaners shall be equipped with High Efficiency Particulate Air (HEPA) filters able to trap at least 99.97 percent of all particles 0.3 microns in size and larger that are collected by the vacuum cleaner. All vacuum cleaners used during normal office hours (7 a.m. to 6 p.m.) shall be rated to produce noise levels no greater than 65 dB (average) at a distance of 6' 6" from the unit.

The Contractor is responsible for maintaining all equipment in good working order, in accordance with manufacturer recommendations. HEPA filters in vacuum cleaners will be changed on a regular basis in accordance manufacturer http://www.epa.gov/cpg) http://www.ciwmb.ca.gov/rcp/

Attachment A – Performance Work Statement 8 specifications so as to maintain optimal performance. Any defective equipment shall be brought to the attention of the COR within two hours of knowledge by the Contractor and repaired or replaced at the Contractor's expense within 72 hours.

D. Reporting Requirement- In accordance with FAR 52.223-2, Contractors are required to report their purchases of biobased products for each contract using the reporting portal within the System for Award Management (SAM) at http://www.sam.gov.

- Reporting must be completed by the end of October for the previous entire fiscal year (October 1 - September 30).

13. Other Requirements:

All items are contained in this subsection are required to be provided by the contractor by the listed deadline and are subject to penalties for delinquency:

Deliverable Description of Requirement

Cleaning Inventory

Supply list

A full list of chemicals to be utilized in execution of contract and all associated (SDS) Safety Data Sheets provided to COR No later than post award conference

Biobased Product Report Contractors are required to report their purchases of biobased products for each contract using the reporting portal within the System for Award Management (SAM) at https://www.sam.gov by October each year for the prior Government Fiscal Year.

Contractor Quality Control program Written submission of program

No later than 5 days prior to starting date of contract

Provide Reports / Job related data upon request

Contractor is required to provide reports and job related data within 3 business days of request. Reports may include but are not limited to: hours worked, supplies consumed, accident reports, summary of quality assurance program results, summary of complaints, etc.

List of Employees / Proof of Training / Background Checks /

Security Clearance

Contractor shall provide comprehensive list of employees, by contract location, prior to the start of the contract. The employee list must include good contact phone numbers for each employee as well as all completed training as proof of compliance with all applicable laws and requirements.

All contracted employees must go through the identity proofing and registration process, and must have been successfully identity proofed, and have a successfully adjudicated NACI or OPM/NS BI to serve on the contract.

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