C04_Attch 1_127EAY26Q0094_PWS 7 July 26.pdf

127EAY26Q0094 PALOMAR JANITORIAL SERVICES

ATTCH 1

US Department of Agriculture (USDA)

Performance Work Statement Palomar Janitorial Services

30 June 2026

SECTION C. DESCRIPTION/ SPECIFICATIONS/ PERFORMANCE WORK STATEMENT

C.1 Scope of Work

Description of Work & Requirements:

The intent of this contract is to secure janitorial services for the Palomar Ranger District Office, Cleveland National Forest. Services required include but are not limited to cleaning of floors, restrooms, offices, break rooms, kitchenettes, and trash/recycle bins emptied with content disposed.

Contractor Responsibility:

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

C.2 Project Location & Description This office is in Ramona, CA. Business hours are Monday through Friday 8:00am to 4:30pm and closed on all Federal and State holidays. This Forest Service compound is surrounded by a security gate and is closed during non-business hours. Gate code will be provided to the contractor at the start of the contract.

Palomar Ranger District 1634 Black Canyon Road Ramona, CA 92065

Exclusions (non-work areas): any area that the contractor is not granted access to. Two offices will have restricted access. These areas will be cleaned when occupants are present.

C.2-1 TIME & DAYS:

District office building is 3572 square feet and includes two (2) total restrooms, a kitchenette area, three (3) entrances and one (1) main entrance with small lobby, one

(1) conference room, (1) mail room, ten (1) offices, and 11-12 desk areas. Conference room building is 1708 square feet and includes two (2) single-person restrooms, one

(1) small office, and a large [conference] room. The small office consists of two LEO offices that will have restricted access; these areas will be cleaned only when occupants are present. Additionally, there is one (1) restroom requiring service in the Warehouse/Radio Shop.

Work shall be performed between the hours of 5pm to 9pm two (2) days per week on Wednesdays and Saturdays or Sundays.

C.3 Restrictions on Work

Work may be performed at any time during the period of the contract, except as outlined here.

Nothing in this part shall be construed to take away any of the Government's rights under the Suspension of Work Clause (52.242-14). Restrictions are as follows:

1. When the Contracting Officer (or designated representative) determines that adverse weather has made access too dangerous or that continued vehicular travel would cause unacceptable road damage.

2. No work should be performed between the hours of 10pm and 4:59 p.m. during normal federal workdays.

3. Federal Holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

C.4 Licenses and Insurance

The contractor shall obtain the insurance and licenses listed here.

Worker’s Compensation Insurance: The Contractor shall provide evidence of Worker’s Compensation Insurance or a valid reason that exempts the Contractor from the requirement. NOTE: The Contractor working alone is not required to carry the insurance.

The contractor shall provide proof of insurance on an annual basis, and/or any changes in policy or insurance provider.

If the Contractor fails to provide the documentation within 10 calendar days after contract time begins, the contract may be terminated for cause in accordance with FAR 52.212-4.

C.5 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, frequency, resource allocations, and performance methods to achieve a work product that meets the standards. See General Task in Table 1 below.

Table 1 General Tasks:

General/All Areas

Estimated Frequency

Performance Objective Required Results

Every service day

Service waste receptacles Waste receptacles throughout the premises are emptied, clean, and disinfected. Plastic liners are not torn, worn, or contain residue.

Replace liners as necessary to maintain a clean appearance.

Place trash from all receptacles in dumpster.

Every service day

Clean all carpeted floors

Clean all rugs and mats

All carpeted floors are free of obvious dirt and other debris, including around and under furniture.

Chairs are neatly arranged around desks and tables after vacuuming.

Every service day

Clean all non-carpet floors Floors are clean and free of dirt and debris, streaks, mop strand marks, gum, grease, tar, dark scuff marks and skipping areas. Walls, baseboards, corners, and other surfaces are free of splashing and markings from the equipment. The finished surface is dry with a uniform luster.

Every service day

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.

Vents on doors shall appear to be free of dust, debris, and stains.

Every service day

Clean drinking fountains Stainless steel surfaces are free of dust, spots, stains, and streaks, and nozzles free from mineral deposits or other debris.

Every service day

Sweep storage rooms or vacuum carpeted storage rooms

Floors are free of obvious dirt and debris. No dirt in corners, crevices.

Every service day

Maintain lighting both inside and outside of the facility

All light fixtures and lights for the facility are maintained clear of dust and debris to provide adequate lighting.

Every service day

Clean outside entrance areas Entrance areas around outside doors are swept free of dirt, cobwebs, leaves, and debris.

Monthly Polish Flooring Evenly spread, free of obvious buildup, free of debris, dirt, and scratches; no bubbles; slip resistant; free of scuff marks. Use appropriate polish for concrete flooring and laminate tiles

2 times per month

Remove cobwebs Interior walls, doorways, desk areas, ceilings, corners, behind doors, and anywhere cobwebs collect on the interior of the building are free of cobwebs. Exterior entrances are free of cobwebs.

Every service day

Clean reception desk countertop

Countertop is disinfected and has a clean shine.

To avoid damage, do not spray directly on glass covering map and other materials.

Restrooms Frequency Performance Objective Required Results Every service day

Clean all restroom fixtures

Includes handrails, toilets, urinals, and hardware, sinks, mirrors, counters, waste receptacles, soap and paper product dispensers, and the walls of toilet stalls.

This includes:

All listed restrooms in the location information.

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.

Remove calcium-mineral buildup in sinks, toilets, and water fountains.

Every service day

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

This includes:

All listed restrooms in the location information.

Dispensers are fully filled.

Every service day

Clean all restroom floors

This includes:

All listed restrooms in the location information

Floors are clean and free of dirt and debris, streaks, mop strand marks, gum, grease, tar, dark scuff marks and skipping areas.

Walls, baseboards, corners, and other surfaces are free of splashing and markings from the equipment.

The finished surface is dry with a uniform luster.

Conference Rooms and Break Rooms

Frequency Performance Objective Required Results Every service day

Clean breakroom/kitchenettes Includes counter tops and tables, sinks, microwaves, vending machines, refrigerators, and glass surfaces.

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

Breakroom/Kitchenette areas are free of all trash.

Sink, counter, tabletops, and microwaves are disinfected and free of dust, spots, stains, and streaks.

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

Every service day

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

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

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

Vents on doors shall appear clean and free of dust and cobwebs.

Quarterly Services

Quarterly Clean all windows inside and out.

All outside windows shall be free of water spots and dirt.

Window casings, both inside and out will be free of dirt, dust , and other debris

Semi Annual Services

Twice Per Year Clean all door frames Clean all baseboards Clean all inside window glass Steam clean all carpet areas with extraction method.

Door Fames will appear clean and polished

Baseboards, molding, and other surfaces where vertical surfaces meet the floor shall be free of visible dirt and wax buildup.

All inside window glass shall be cleaned and have a polished appearance with no dust, dirt, grime, or other debris detectable around the window casings.

All carpets shall be spot-treated then steam cleaned or shampooed.

Annual Services Frequency Performance Objective Required Results Annually Steam clean all carpet areas with extraction method.

All carpets will be clean of dirt, spots, and stains and will be left with a uniformly clean and sanitary look and smell.

Annually Deep cleaning of non-carpet floors; strip and re-wax

All floors shall be free of wax buildup, to include edges and corners. Baseboards free of dirt, smears, spatters, scuff marks, and wax.

Finished floors will have a uniform clean luster.

Annually Deep cleaning of windows All windows, seals and ledges will be wiped clean of dirt and dust.

All blinds on windows will be wiped clean and free of dust

Annually Clean restrooms walls and grout Restroom walls and grout shall be cleaned and wiped down

C.6 Government-Furnished Equipment and Supplies

The Government shall furnish all secure areas for storage of supplies and materials. The Government will furnish the following:

• Cleaning solutions and products

• Cleaning supplies and materials

• Bathroom paper hand towels

• Toilet paper

• Toilet seat covers

• Hygiene waste dispenser bags

• Trash bags for interior trash containers

• Cleaning supplies

• Cleaning products

• Keys for access into the buildings, storage areas, and locked items such as paper towel dispensers. Keys are not to be duplicated, loaned, or allowed to be accessed or used by any person, not necessary to complete work under this contract. All keys must be returned to the Forest Service upon completion of the contract. Payment of final invoice will not be made until all keys are returned.

C.7 Contractor-Furnished Equipment and Supplies

The contractor shall furnish all other equipment and supplies required to ensure the services are completed. Examples include mops, rags, brushes, brooms, vacuums, carpet cleaners, etc.

The contractor shall purchase and use Energy Star or other energy-efficient items listed on the

Department of Energy’s Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list.

SECTION E. INSPECTIONS AND ACCEPTANCE

D.1 Government Inspections

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 Representative or designated inspectors. Such inspections do not constitute acceptance by the Government.

The Contractor (or designated representative) is encouraged to be present to observe inspections.

D.2 Specific Inspection Procedures

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, frequency, resource allocations, and performance methods to achieve a work product that meets the standards.

The contractor’s performance will be evaluated based upon the Required Results for each task listed in Table 1 in Section C.5. Methods and documentation may include check-off sheets of tasks, written inspections or COR diaries with accompanying photos when deemed necessary, customer surveys, and/or records of customer complaints such as emails.

The service schedule in Section C.5 Table 1 is for estimating purposes and assisting in Government inspections of the work. In some cases, the frequency of required cleaning may be more or less based on use and other factors. The estimated frequencies do not relieve the contractor of the responsibility for additional cleaning if necessary to meet Required Results standards.

E.1 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 quoted in the schedule of items. Payment will be made monthly upon receipt of a proper invoice in the IPP system (see Section G).

E.1-1 Performance Thresholds for Acceptability of Work

Major deficiencies, such as tasks not completed, more than 30% of tasks of unacceptable quality, or repeat occurrences (3 or more) of the same issues, will immediately trigger the deduction schedule.

Customer complaints will be substantiated by the COR for validity. The COR will inform the Contractor of valid complaints and give the Contractor 24 hours to correct the defect, if it is possible to do so without disrupting government operations at the affected site.

All weekly services are performed to Required Results - performance measures outlined in the table 1 in Section C, and no more than (5) customer complaints are received and substantiated by the COR per calendar month.

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 determine the validity of the complaint.

E.1-2 Deduction Schedule If the number of valid customer complaints exceeds the acceptable threshold per month, or if the Contractor does not correct deficient work on time, a deduction of five (5) percent may be made from the applicable invoice. Multiple instances of unacceptable work may be further deducted in five (5) percent increments, maxing in an amount of fifteen (15) percent per month or annual task.

SECTION F. DELIVERIES OR PERFORMANCE

F.1 Work Timing

The Contractor shall begin work within seven (7) calendar days after the effective date of the Notice to Proceed.

Failure to begin work on schedule will make the contract subject to immediate termination for cause.

SECTION G. CONTRACT ADMINISTRATION DATA

G.1 Pre-work

Pre-work conference. Before work begins on service contracts, a pre-work conference is normally held to discuss the contract – especially the specifications, labor provisions, plan of work, and selected standard clauses. The pre-work meeting should be attended by an officer of the firm or someone designated in writing to act on behalf of the firm. The pre-work meeting may be waived at the discretion of the Contracting Officer.

No work may begin on this contract until the Contracting Officer has issued a Notice to Proceed.

G.2 Payment

Payments and Deductions. Payment will be made for fully acceptable work at the prices quoted in the schedule of items. In accordance with the inspection clause, payment may be made for less than fully acceptable work at a reduced price (see Section E.1-1-E.1-2 for deduction thresholds).

G.3 Invoice Processing Platform (IPP)

All payment requests must be submitted electronically through the US Department of the Treasury’s Invoice Processing Platform System (IPP) at www.ipp.gov.

SECTION H. SPECIAL CONTRACT REQUIREMENTS

H.1 Conduct

All work under this contract shall be performed in a skillful and professional manner. The Contracting Officer may require the Contractor to remove 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 necessary.

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 be notified of non-compliance and will be requested to correct the condition at the Contractor’s expense.

The following restrictions apply to the Contractor and employees:

a. Smoking Tabacco and/or E Cigarettes: All Government facilities are non-smoking/ non Vaping.

The Contractor and/ or employees shall not smoke or Vape on Government property.

b. Gambling: The Contractor shall not participate in games for money or personal property while on Government property.

c. Alcoholic Beverages and Narcotics: 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 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.

d. Soliciting or Vending: The Contractor shall not solicit or sell any items while on Government property.

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

H.2 Security

The contractor shall be responsible for securing the premises upon completion of each service.

The contractor shall take the necessary precautions to ensure that their employees do not leave exterior doors or windows open upon entry, during performance of services, or upon exiting from the http://www.ipp.gov/ building.

The contractor shall check to see that all exterior doors and windows are locked and that exterior lights are turned on before departing the premises.

The contractor shall promptly report to the Contracting Officer’s Representative any instance (by specific date, time, and location) of having to perform lockup, to turn on exterior lights, or to shut windows.

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.

Interior lights shall be turned off after each room or area has been serviced.

H.3 Contractor Employee Identification All Contractor employees shall wear a standardized company uniform, company t-shirt, or company identification badge clearly displayed, while on Government property performing work under this contract.

H.4 Background Check Requirement for personnel The Contractor shall ensure that all required personnel/employees respond within one week of each prompt for action or information (initial or additional) as part of the HSPD-12 Background Investigation requirement and its associated maintenance. For each member of the Contractor’s personnel/ employee(s) to access the Government facility unaccompanied by the Government (i.e., for overnight cleaning), submittal to the mandatory background investigation includes the provision of pertinent information to the Government, fingerprinting, and response to any queries from the Person Model point of contact. Maintenance activities may include but may not be limited to mandatory annual completion of a short information security training exam, materials for which will be available online or provided via email or in hard copy by the CO or COR.

Failure of the Contractor’s personnel/ employee(s) to respond within one week of receiving any prompt in the background investigation process may result in the issuance of Cure Notices, requirement of removal of the Contractor’s personnel/ employee(s) from the premises, or termination of the contract.

As required through mandate or policy changes, additional requirements to those listed may be added to the contract. Alerts regarding requirements needing attention are generally sent to the Contractor via email to the address(es) provided during the HSPD-12 Background Investigation application. The CO is always available to confirm the validity of any such email communication sent to the Contractor.

H.5 Quality Control Plan

The contractor shall provide a method of self-inspection to ensure 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 applicable to this solicitation. The plan is to be provided with the quote.

H.6 Public officials not personally liable

There shall be no personal liability upon the Contracting Officer or officer in charge, their agents or employees, for any act performed in the discharge of any duty imposed or the exercise of any power or authority conferred upon them by, or within the scope of the contract, it being understood that in all such matters they act solely as agents and representatives of the Government.

H.7 Designation of Contracting Officer’s Representative (COR)

The Contracting Officer designates the Contracting Officer's Representative (COR). The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

On all matters that pertain to the contract terms, the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

H.8 Approval of Subcontracting The Contractor shall request approval from the Contracting Officer prior to entering into any subcontract arrangement. The written notification shall include as a minimum:

1. The name, address and telephone number of the subcontractor;

2. The date upon which the subcontract was entered into and its duration;

3. A detailed description of the work being subcontracted including a listing of contract items, units, etc., as appropriate;

4. Documentation of the subcontractor's representative authority.

Subcontracting any portion of the contract shall not relieve the Prime Contractor of any responsibility under this contract. Any subcontract agreement shall contain all terms and conditions of the prime contract.