Belt Creek Ranger District Statement of Work.pdf

Janitorial Services

Belt Creek Ranger District Office Helena-Lewis & Clark National Forest

Cascade County, Montana

STATEMENT OF WORK

SCOPE

The Contractor shall provide all management, incidentals, and labor necessary to ensure that custodial services are performed at the Government office located at the Belt Creek Ranger District in Neihart, Montana, in a manner that will maintain a satisfactory condition and present a clean, neat and professional appearance.

The Contractor shall be responsible for the orderliness and cleanliness in areas used for offices and storage including the lunchroom, bathrooms, conference rooms and coffee break areas. All areas shall be kept clean, neat and free of fire and safety hazards and unsanitary conditions.

PLACE OF PERFORMANCE

1. The janitorial services are required for the Belt Creek Ranger District Office, 6 miles North of Neihart, Montana on the Lewis & Clark National Forest. The area to be maintained consists of approximately 1,940 square feet, which is divided into eleven (11) rooms and two (2) hallways. Floor surfaces are 60 square feet of linoleum and 1,880 square feet of carpet. One additional bathroom in recreation room on compound consisting of shower, toilet, and sink.

2. Annual cleaning of bunkhouse (1,786 square FT) located by the District Office, consisting of three (3) Living Areas three (3) bathrooms, three (3) kitchens, five (5) sleeping rooms, and three (3) hallways.

3. Annual cleaning of Ranger house (2612 square FT) located by the District Office, consisting of one (1) Living Area one (1) bathroom, one (1) kitchen, three (1) sleeping rooms, and two (2) hallways.

PERFORMANCE BASED SERVICE CONTRACT

This work is being solicited as performance based, commercial item contract. Performance based means the Contractor is responsible for an end product. If an end product is not provided, an adjustment to the payment will be made. A commercial item contract streamlines the terms and conditions to resemble those already used in the everyday marketplace.

QUALITY CONTROL

The Contractor, not the Government, is responsible for the management and quality control actions to meet the terms of this contract. The role of the government is quality assurance to ensure contract standards are met.

Records of quality inspections shall be kept and made available to the Government throughout the performance period and for the period after contract completion until final settlement of any claims under this contract.

A description of the site specific quality control inspection plan shall be provided with the quote. The plan shall include:

Control procedures for security of Government-provided items such as keys, lock combinations, Location of the inspection documents, Corrective or preventive actions that will be taken to meet quality standards, Customer comments feedback system.

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.

All site facilities have a key code entry system. Codes will be provided for contract employees and will be updated immediately when codes change.

The Contract shall prohibit the use of keys issued by the Government by any persons other than the contract employees. The Contractor shall not duplicate any keys issued by the Government and shall immediately report to the Contracting Officer any occurrences of lost or duplicated keys. In the event keys are lost or duplicated, the Contractor may be required to re-key or replace the affected locks or perform re-keying. Cost of such work shall be deducted from the Contractor’s payment.

SAFETY

The Contractor will be responsible for conducting appropriate safety measures. No one under the age of 18 is allowed on the worksite due to safety reasons.

SUPERVISION AND QUALIFICATIONS

• All contractors that will have routine physical access for more than six months will require a Tier 1 BI background check and link pass. A Person Model Sponsor will be assigned to conduct this process. Contractor will be supervised while in the facility until the process is complete

• HSPD-12 Requirements: All employees and contractors working for USDA must be issued a

Personal Identity Verification (PIV) card, known as LincPass. HSPD-12 was issued on August 12,2004 and calls for a mandatory, government-wide standard for secure and reliable ID for all its employees and employees of federal contractors to access federally controlled facilities.

• The Contractor must provide security sufficient to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft; and to admit to the space during off-duty hours only those who are authorized to enter.

• Mandatory Contractor Training: The contractor must ensure their employees (including subcontractor personnel) complete the training course(s) listed below in the frequency identified. The contractor must maintain records of course completion and provide them to the Contracting Officer or Contracting Officer Representative upon request. Contractor employees who do not require to have USDA systems or network access are exempt. These exemptions, based on this contract type are in place.

GOVERNMENT FURNISHED PROPERTY

-Keys, or locks necessary for access to areas requiring work under this contract -Trash can for refuse disposal and plastic garbage bags -Storage space for Contractor-furnished cleaning supplies and equipment -Vacuum -Carpet shampooing machine and cleaning solution -Brooms, mops, rags and mop bucket -Air fresheners -Light bulbs -Utilities -at the option of Government, any other items necessary to perform the services required under this contract

Note: The Contractor shall notify the Government when Government furnished supplies are within two weeks of depletion.

CONTRACTOR FURNISHED ITEMS

-Antibacterial soap -Toilet paper and paper towels -Wax, floor cleaner, disinfecting cleaner and window cleaner -Possibly an Electric floor scrubber maybe needed for stripping the floors if stated in manufacturer’s warranty (clean according to manufacturer’s warranty)

-As well as any other tools or items needed that are not listed above.

TECHNICAL SPECIFICATIONS

Janitorial Services for the Belt Creek Ranger District shall be performed, per the following guidelines:

June 1 – May 31 – between the hours of 5:00 P.M.. to 6:30 A.M.

From March 1st - October 31st cleanings shall be performed twice a week. From November 1st to February 28th cleaning shall be performed once a week. The annual Bunkhouse/ Ranger House cleaning will take place in the fall each year and shall be scheduled with the COR.

On evenings when meetings are held in the building, cleaning will need to be accomplished before or after the meeting. A Schedule of meetings will be furnished to the Contractor.

FREQUENCY OF SERVICE

Cleaning shall be done once and twice per week per the dates above and shall meet industry standard.

Work day shall be agreed upon and approved by the Contracting Officer’s Representative (COR). Bi- Annual services shall be performed when such cleaning is most beneficial. Bi-Annual and Annual cleaning shall be scheduled with the COR and will be performed separated by at least five to seven months

1) Floors:

a. All carpeted floors (including inside doormats) shall be vacuumed frequently enough to be kept free of dirt, paper and other debris.

b. Sweep and mop all uncarpeted floors and stairs so as to keep free of marks, dirt, mud and other debris.

c. Uncarpeted floors shall be cleaned according to the manufacturer’s specifications that may include strip, re-wax and buff.

d. All carpets shall be spot cleaned between shampoo, as needed.

e. All carpets shall be shampooed annually. Stationary furniture shall not be moved to facilitate shampooing. Two day notice is required from Contractor.

2) Walls & Doors:

a. All wall surfaces, door knobs, door handles, and light switch plates shall be kept clean and free of marks.

b. Annually all paneled walls shall be treated with a paneling cleaner and preservative

c. All baseboards and door frames shall be kept clean and free of marks

d. All exterior doors shall be kept clean and free of marks.

3) Dusting and Cobweb Removal:

a. All railing, counters, ledges, door sills, frames, display surfaces and wall corners shall be kept clean, free of dust and cobwebs.

b. All book cases, desks, conference tables, and filing cabinets shall be kept clean and free of dust. Items on these surfaces shall not be disturbed to facilitate cleaning.

4) Restrooms and Break room area:

a. All Restroom(main office/ rec. room) floors in all buildings shall be kept clean, free of marks, and disinfected.

b. The inside and outside of all toilets shall be kept clean and disinfected.

c. All sinks shall be kept clean, disinfected, and free of rust, residue and water deposits.

d. All mirrors shall be kept clean, dry, and free of streaks and residue.

e. All other fixtures, surfaces, walls shall be kept clean, disinfected, and free of water spots, marks and residue.

f. All supplies for the toilet paper, paper towel and soap dispensers shall be filled, or replaced, so as to maintain a continuous, inexhaustible supply.

g. Microwave (conference room) shall be kept clean, inside and outside

5) Windows:

a. Window panes shall be washed, dried and have a clean, streak free appearance, minimum bi-annually. (inside and outside)

b. Window sills shall be kept clean and free of dust.

c. Window blinds shall be cleaned bi-annually.

6) Trash Disposal and Wastebasket Maintenance:.

a. All wastebaskets and receptacles shall be emptied and trash left in warehouse secured with bag ties (government will be responsible for taking it to the outside recepticle).

All trash can liners shall be kept free of paper, food, liquids and unsighlty materials.

b. Soiled wastebaskets and receptacles shall be cleaned with disifectant and new liners installed as needed.

7) Furniture:

a. All fabric type furniture shall be vacuumed frequently enough to be kept free of dust and other debris.

8) Other:

a. All light fixtures and panels shall be cleaned so as to be free of dust, dirt and debris a minimum bi-annually.

b. Each light fixture light bulb shall be replaced after the bulb is no longer illuminating light.

c. All vents, fans and air intakes shall be cleaned and vacuumed so as to be free of dust, dirt and debris bi-annually.

d. All entries shall be swept and kept free of dirt, cobwebs and other debris.

e. Outside doormats shall be kept clean and free of dirt and other debris.

f. Front and back steps shall be swept and kept free of debris.

Frequency of Service – Bunkhouse/ Ranger House

Cleaning of Bunkhouse/ Ranger House shall be done annually. Work days shall be agreed upon and approved by the Contracting Officer’s Representative (COR).

1) Floors:

a. All carpeted floors shall be vacuumed removing dirt and other debris.

b. Sweep and mop all uncarpeted floors removing all marks, dirt, mud and other debris.

c. Uncarpeted floors shall be cleaned according to the manufacturer’s specifications that may include strip, re-wax and buff.

d. All carpets shall be shampooed. (Two day notice is required from Contractor.)

2) Walls & Doors:

a. All wall surfaces, door knobs, door handles, and light switch plates shall be clean and free of marks.

b. All baseboards and door frames shall be clean and free of marks

c. All exterior doors shall be clean and free of marks.

3) Dusting and Cobweb Removal:

a. All wooden surfaces, counters, ledges, door sills, frames, and wall corners shall be clean, free of dust and cobwebs.

4) Restrooms

a. All Restroom floors in all buildings shall be clean, free of marks, and disinfected.

b. The inside and outside of all toilets and bathtubs/showers shall be clean and disinfected.

c. All sinks shall be clean, disinfected, and free of rust, residue and water deposits.

d. All mirrors shall be clean, dry, and free of streaks and residue.

e. All other fixtures, surfaces, walls shall be clean, disinfected, and free of water spots, marks and residue.

f. Toilet paper, paper towel and hand soap shall be restocked in each restroom.

5) Kitchens, Sleeping Rooms, and Recreation Room

a. All counter tops, bunks, door knobs, door handles, and light switch plates shall be clean and free of marks.

b. All walls, cupboards and cabinets shall be clean and free of marks.

c. All sinks shall be clean, disinfected, and free of rust, residue and water deposits

d. All stoves/ovens (self cleaning) shall be clean and free of marks.

e. All appliances (dishwashers, microwaves, washer dryer) shall be clean and sanitized.

f. All refrigerators shall be clean and sanitized.

6) Windows:

a. Window panes shall be washed, dried and have a clean, streak free appearance (inside and outside)

b. Window sills shall be clean and free of dust.

7) Trash Disposal and Wastebasket Maintenance:

a. All wastebaskets and receptacles shall be emptied. Soiled wastebaskets and receptacles shall be cleaned and disinfected inside and out. New liners shall be installed.

Dispose of trash in plastic bags secured with bag ties in the warehouse for the government to dispose of.

8) Furniture:

a. All fabric type furniture shall be vacuumed to be kept free of dust and other debris.

9) Other:

a. All light fixtures and panels shall be cleaned so as to be free of dust, dirt and debris.

b. All vents, fans and air intakes shall be cleaned and vacuumed so as to be free of dust, dirt and debris.

GOVERNMENT QUALITY ASSURANCE PLAN

FOR CUSTODIAL SERVICES

1.Purpose: This Quality Assurance Surveillance Plan (QASP) describes methods that will be used to monitor the Contractor’s performance. The QASP is not part of the Contract. It is provided to the Contractor solely for informational purposes and is subject to change by the Government during the life of the contract. The Government reserves the right to perform assessments more or less often than outlined in this QASP.

2.Introduction: The QASP establishes methods to assess or evaluate performance of the Contractor under the contract. It is designed to provide an effective method of monitoring Contractor Performance for each objective on the Performance Requirements Summary (PRS) in the contract. The Government is concerned with the quality of the services provided, and not with the method that the Contractor uses to provide the services.

3.Responsibility for Quality Control: The Contractor is responsible for quality control and management actions to meet the performance requirements and terms of the Contract. The Government performs quality assurance to assess the quality of services rendered, if the services meet the contract requirements, and if the contract standards are achieved. Quality Control for Commercial Items is in accordance with accepted industry practices.

4.Surveillance Methods: The Government will evaluate the Contractor’s performance under this contract. Examples of Government surveillance may include:

a. Government Inspections.

b. Customer complaints with verification by the CO.

5.Deduction Methods: The Government will record performance noting any substandard performance.

For substandard performance, the Government’s preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. The Government may also take the following actions:

a. Presentation of a Contract Discrepancy Report requiring a written explanation for substandard performance.

b. Payment deductions in accordance with the PRS.

c. Payment deductions in accordance with the applicable FAR clause(s).

d. Require correction or re-performance of the service.

Deduction Threshold. For example, failure to clean the facility two or more times in a one month will result in 5% deduction in payment for the particular item being Cleaned (i.e. Main Office) for that month. If the monthly payment is $300.00 and maximum error has been exceeded, the following will be applied: $300 x .05 = $15.00 deduction for each failure.

INVOICING & PAYMENTS

All payments are processed using The Invoice Processing Platform (IPP). This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm. Please make sure that your company has registered at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish your account.

The IPP Customer Support Desk is available to assist users Monday through Friday (excluding Federal holidays) from 8 a.m. to 6 p.m. ET, to answer questions related to accessing IPP or completing the registration process. Their toll-free number is 1-866-973-3131 or they can be reached at IPPCustomerSupport@fms.treas.gov. If you have any additional questions or concerns, please contact the Controller Operations Division Help Desk at 1-877-243-3072 or cod.help@usda.gov.

BIOBASED PRODUCTS

The contractor must comply with the Agriculture Act of 2014; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Farm Security and Rural Investment Act of 2002 9FSRIA), 7 U.S.C.

8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance”, dated October 2, 2009; EO 13423, “Strengthening Federal Environmental, Energy and Transportation Management”, dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products.

All supplies and materials shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased and recycled products.

The following is a list of categories for bio-preferred products that are required for performance of this contract:

Floor Strippers Adhesive and Mastic Removers Air Fresheners and Deodorizers Furniture Cleaner Bathroom Cleaners Carpet Cleaners Glass Cleaners Multipurpose Cleaners Microbial Cleaners Disinfectants Cleaning Tools Metal Cleaners Corrosion Removers Disposable Containers

For more information regarding the Department of Agriculture Biobased Program go to:

http://www.biopreferred.gov.

https://www.ipp.gov/index.htm https://www.ipp.gov/vendors/enrollment-vendors.htm http://www.biopreferred.gov/