Attachment B Statement of Work.docx

US Department of Agriculture (USDA)

Statement of Work

Contents

Project RHSO Cleaning Services

General Information

1.0 Scope of Work

Description of Work - The Contractor shall provide janitorial services for the Chequamegon-Nicolet National Forest, Rhinelander Administrative Office.

Office Building – The building is a one-story structure with 6 entrances. There are 4 restrooms. The building has approximate 18, 694 square feet.

Location - The work shall be performed at the Supervisor’s Office located at 500 Hanson Lake Road, Rhinelander, WI 54501.

2.0 Background

Contractor Requirements Contractor shall furnish all cleaning supplies, labor, supervision, transportation to perform janitorial services in accordance with the terms and conditions specified herein.

3.0 Technical Requirements / Tasks

CLEANING SCHEDULE

Holidays: Holidays are excluded unless prior approval has been secured from the COR, Penny McLaughlin at 715-362-1381.

Daily Services: Daily services to be completed between 5:00 p.m. and 12:00 a.m. on Tuesday and Friday.

Weekly and Monthly Services: To be completed between 5:00 p.m. and 12:00 a.m. Tuesday and Friday.

Quarterly Services: To be completed by the 3rd Friday of October, January, April, and July. Hours of work shall be scheduled with the COR.

Semi-Annual, Annual and As Needed Services: All Semi-Annual, Annual and As Needed Services cleaning shall be scheduled with the COR.

Quarterly, Semi-Annual, Annual, and As Needed Services

4.0 Government Furnished

The Government will furnish secure areas for the storage of furnished materials. Contractor shall maintain such storage areas to the same standards as similar areas occupied by the Government. All supplies shall stay within the Administrative site office. The Government will also furnish the following:

a. Plastic trash can liners.

b. Multi-fold paper towels for towel dispensers.

c. Liquid soap for all sinks and countertops.

d. 2-ply toilet paper.

e. Toilet seat covers.

f. Disposable bags (for sanitary napkin containers).

g. Urinal screens with deodorizer.

BUILDING INFORMATION

Official working hours: 7:30 a.m. to 4:00 p.m. (year round) EXCEPTIONS: Federal holidays and weekends

BUILDING STATISTICS:

· Gross Occupied Area……………………………………18,694 sq ft

· Main Entrance (Carpet)

· Lobby (Carpet)

· Conference Room (Carpet)

· Office Rooms (Carpet)

· Corridors (Carpet)

· Rest Rooms, (Ceramic Tile)

· Kitchen/Break Room (Ceramic Tile)

· Storage Rooms (Carpet)

· Mechanical Room and Telephone Equipment Room (Concrete)

· Exterior windows

· Window Blinds

· Light Fixtures

· Toilet Fixtures, including urinals

· Restrooms – 4 main floor

5.0 Deliverables / Schedule

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· Performance Rating may be rated as “Exceptional” for future work with Government.

· Work that needs to be re-performed shall be at no additional cost to the Government.

· All tears, burns and raveling shall be reported to the Contracting Officer’s Representative.

· Full carpet cleaning shall be scheduled by the COR once per year, in spring

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· All waste containers in offices and/or cubicle areas shall be emptied and free of waste and odors once a week on Friday’s cleaning days.

· All waste containers and tops shall be wiped down once a week.

· Boxes, cans, bottles, and other items placed adjacent to waste containers and marked “TRASH” shall also be removed and disposed of in accordance with recycling procedures once a week.

· All waste collected shall be disposed of in the nearest outside trash collection point. Waste that falls on the floor and outside grounds during the waste removal shall be picked up and disposed of by the Contractor.

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· If present, chalkboards, chalk trays, and erasers shall be cleaned.

· Drinking fountains shall be cleaned and disinfected. All surfaces of drinking fountains shall be free of stains, smudges, and scale.

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· The mats shall be returned to their original locations afterwards.

· The Contractor shall report, in writing to the Contracting Officer Representative, all walkoff mats that are worn out to the point of being ineffective.

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· Performance Rating may be rated as “Exceptional” for future work with Government.

· Work that needs to be re-performed shall be at no additional cost to the Government.

· A toilet bowl cleaner shall be used to remove stains from urinals and toilets.

· Cleaning utensils used to clean restroom toilets, urinals, walls, floors, and partitions shall not be used to clean any other part of the facility.

· Floor drains shall be cleaned and flushed with a disinfectant.

· Once a week walls near waste containers and hand dryers shall be cleaned.

· Validated customer complaints.

· Completion within 98 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· The Contractor shall stock restrooms with sufficient supplies to insure that the supplies will last until the next scheduled service.

· Random monthly inspections by the COR.

· Validated customer complaints.

· Completion within 98 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· Validated customer complaints

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· Performance Rating may be rated as “Exceptional” for future work with Government.

· Work that needs to be re-performed shall be at no additional cost to the Government.

· The Contractor shall provide adequate procedures for receiving and responding to service calls made during regular working hours.

· No more than 10 percent of all calls are missed.

· 11+ Occurrences will be considered Unsatisfactory Contract Performance.

· The Government will receive service call requests from employees and notify the Contractor of the work required.

· Random monthly inspections by the COR.

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· The area around the bin is to be kept free of loose paper.

· No more than 10 percent of the time is the recycled paper improperly handled.

· 11+ Occurrences will be considered Unsatisfactory Contract Performance.

· Random monthly inspections by the COR.

· Validated customer complaints.

· Completion within 90 percent of allowed contract time (with no defects), contractor will be considered eligible for additional option periods, if options are exercised.

· Window sashes, sills, woodwork, and other surroundings of interior glass shall be wiped clean.

· Both sides of all windows will be washed during the same inspection period.

· Schedule will be approved by the COR.

· Performance Rating may be rated as “Exceptional” for future work with Government.

· Work that needs to be re-performed shall be at no additional cost to the Government.

6.0 Travel

Contractor employees are responsible for their individual travel to the work location.

7.0 Contractor’s Key Personnel

The Contractor and all employees shall wear badges or monograms providing ready identification. Employees shall be required to dress neatly, commensurate with the tasks being performed.

The Contractor shall prohibit his employees from opening desk drawers or cabinets, or using telephones or office equipment provided for Official Government Use.

The Contractor shall arrange for supervision of the work at all times. The Contractor or Contractor designated supervisor shall be available at all times when the contract work is in progress to receive notices, reports, or requests from the COR.

8.0 Security Requirements

At least five days prior to start of the contract the contractor shall submit a list of names and background information of all employees who will have access to the buildings in performance of the contract work. If the Contracting Officers Representative finds an employee unsuitable or unfit for his assigned duties, the contractor shall be advised immediately that such an employee cannot continue to work or be assigned work under the contract.

a. Key Control The contractor must establish and implement methods of ensuring that the key issued by the Government is not lost, misplaced or used by unauthorized persons. No key issued to the contractor by the Government shall be duplicated. In the event that a key is lost, stolen or duplicated, the contractor shall report the occurrence immediately and all locks and keys for that system shall be replaced by the Government and the total cost shall be deducted from the monthly payment due. The contractor shall develop procedures covering key control as well enforcement of relock procedures this shall be incorporated in his/her quality control plan.

b. Contractor Employee Vehicle Parking Contractor employees shall park their personal vehicles in available parking spaces in parking area. Vehicles shall only be parked during an employee’s working shift.

9.0 Additional Information

INSPECTION/ACCEPTANCE/PAYMENT

INSPECTION

Inspection of work performed will be accomplished once a quarter by the COR or designated project inspector. It is recommended that the Contractor or his representative attend inspections periodically, but is not mandatory.

The inspection will begin at approximately 8:00 -9:00 a.m. on Monday through Friday. Actual time and day may be changed with advanced notice to Contractor.

The inspection form, (See Example A in Section J), will be used to assist in determining satisfactory performance in accordance with the requirements of this contract. A copy of the inspection and list of discrepancies will be left for Contractor in order for expedient remedial action.

ACCEPTANCE

Minimum Acceptable Standards - Contractor shall meet the following minimum inspection standards for Government acceptance: ALL SANITATION REQUIREMENTS MUST BE MET. SERVICES MISSED ON INSPECTION SHEET MUST BE RECTIFIED ON NEXT SCHEDULED CLEANING DATE.

PAYMENT

Payments shall be made on a calendar month (30 day) basis in arrears. Payments will be made by the National Finance Center on the 25th of each month.

DELIVERIES OR PERFORMANCE

CONTRACT TIME

The Contractor shall begin work on the effective date of the Notice to Proceed. If funds are available, the government reserves the right to exercise Option 1 period – June 1, 2024 – May 31, 2025. The Contractor shall continue performance of the work under the contract without delay or interruption except by causes beyond his control as defined by contract clauses, or by the receipt of a “Suspend Work Order” issued by the Government. Failure to do so may be cause for action under the “Default” clause.

SPECIAL CONTRACT REQUIREMENTS

PROSECUTION OF THE WORK

The capacity of the Contractor’s method of operation and forces employed shall, at all times during the continuance of the contract, be subject to the approval of the Contracting Officer.

The Contracting Officer may, in writing, require the Contractor to remove from the work any employee found to be working in an unsafe manner.

SUPERINTENDENCE BY CONTRACTOR

The Contractor shall give his personal superintendence to the work or have a competent foreman or superintendent satisfactory to the Contracting Officer on the work at all times, with authority to act for the Contractor.

Government Roles and Responsibilities:

The “technical” Government personnel who will use this Scheme is the Contracting Officer Representative (COR). The COR has main technical responsibility for overall performance management of the contract. He or she has the lead in monitoring, assessing, recording and reporting the technical performance of the Contractor. The COR will be the main interface with the Contractor about performance and work closely with the Contractor’s Project Manager. On the other hand, the Contracting Officer makes all the key contractual decisions in obligating the Government. Thus, the COR also will keep the Contracting Officer (CO) informed about the emerging performance and seek the CO’s advice and input for non-technical issues that arise.

In carrying out performance monitoring, the following responsibilities are to be noted:

A. Inspection can be done at all times and places so long as not to disrupt the Contractor’s effort.

B. If the COR discovers performance deficiencies, the Contractor is given the first right to make the corrections.

C. If the Contractor is not able to make corrections, either:

D. Acceptance acknowledges that the performance conforms to the requirements and that the Government will take title and ownership of the outputs.

E. The ultimate determinant of performance is what is in the contract.

NOTE: The Contractor has a key responsibility here as well: namely, to have a quality control scheme in place and be using it to assure the proper performance by correcting deficiencies as performance emerges. The COR (through the CO) can request a copy of the Quality Control Scheme at any time.

K.5.0 Performance Evaluation Methods:

A. The primary functions that the COR will carry out are: doing inspection, handling nonconformance and acceptance. These functions will be done to the tasking and deliverable facets of the effort. Specifically, such duties will entail the following:

1. Carry out periodic inspections by establishing an Inspection Schedule using the Quality checklists from the contractor’s Quality Control Plan (as appropriate) and/or the set of Government Performance Requirements Summaries.

2. Random Inspections will be done on a monthly basis by the COR or evaluator not to exceed four (4) times per month. Report findings obtained from the periodic inspections to the Contracting Officer.

3. Use the Contract Discrepancy Report Form (see below), which will be provided to the vendor, to: 1) communicate discrepancies discovered during the periodic inspections, 2) note the impacts of what was not completed, and any recommendation for rework or re-performance, and 3) follow up to ensure non-conformances are corrected.

4. Hold weekly review meetings. Follow through to ensure agreed to actions are taken by the vendor.

5. Provide timely feedback on submitted deliverables. Get feedback to the vendor in time to incorporate comments for resubmittal.

6. Review changes to the Quality Control Plan before having the Contracting Officer sign off.

7. Perform annual and final Performance Evaluations using the Performance Criteria and Their Ratings form (see below).

B. When an observation indicates defective performance, the COR will require the contract manager or representative to initial the observation made. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance.

C. The Contractor shall perform or re-perform any work, which was not performed in a satisfactory manner, at the Contractors expense. In the event the contractor fails to provide the manpower necessary to accomplish the work requested, the Government reserves the right to assign and place a sufficient number of federal employees on the job to accomplish the work. The cost of such federal employee so used shall be charged against the contractor and the amount of all costs to the Government incurred as a result of such action shall be deducted from any payment due the contractor. Also, if federal employees are not available, the amount due the contractor for the month in which the failure occurs will be adjusted.

Performance Requirement Summaries:

In general, the Tasking and Deliverables done by the Contractor will be evaluated in terms of how well the requirements of the contract are satisfied. The COR will periodically perform Inspection on the Tasking and Deliverables to ensure there is a match between actual and expected performance. If there are discrepancies, the Contract Discrepancy Report (see below) will be used to communicate these performance concerns to the Contractor and follow through to ensure performance gaps are closed. The Contracting Officer will be kept in the loop often in terms of the Inspection findings and means to resolve identified performance concerns. Note: the periodic performance feedback given to the Contractor by the COR doing Inspection can be “golden” in terms of providing timely and insightful feedback about any “mid-course corrections” the Contractor may need to make to ultimately achieve the contract requirements. In addition, the information obtained from such incremental surveillance activities will form the basis for the COR completing the Performance Criteria and Their Ratings form (see below).

The actual Inspection that is done by the COR includes using Performance Requirement Summaries (PRSs).

Then, over time, use of these AQL’s can, where needed, improve the expected versus actual performance “fit.”

C. Monitoring Method: This is the means by which the COR will verify that the AQL’s are providing effective performance feedback information.

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