C04_Kenton Janitorial Statement of Work_9-3-26.pdf

STATEMENT OF WORK

FOR

Janitorial Services

Hardin County

Kenton, OH

9/3/2026

Table of Contents

1 INTRODUCTION

1.1 Mission

1.2 Background

2 GENERAL REQUIREMENTS

2.1 Non-Personal Services

2.2 Supplies, Materials and Equipment Requirements……………………………………………...….4

2.3 Contractor Personnel Qualifications

2.4 Location and Hours of Work

2.5 Travel

2.6 Invoicing

2.7 Identification of Contractor Personnel

3 REQUIREMENTS/TASKS

3.1 Requirement/Task 1

3.2 Requirement/Task 2

3.3 Requirement/Task 3

4 DELIVERABLES/SCHEDULE

5 SPECIAL REQUIREMENTS

5.1 Security

5.2 Government Furnished Property (GFP), Equipment (GFE), Information (GFI), and/or Services

5.3 Organizational Conflicts of Interest

5.4 Mandatory Contractor Training Requirements

1 INTRODUCTION

The United States Department of Agriculture (USDA), Natural Resources Conservation Service (NRCS) Kenton Service Center in Hardin County, Ohio requires janitorial services for the Kenton Service Center.

1.1 Mission

The U.S. Department of Agriculture (USDA) aims to provide economic opportunity through innovation, support agricultural production that nourishes Americans and feeds others globally, and preserve natural resources through conservation efforts. The USDA is committed to leadership in food, agriculture, natural resources, rural development, nutrition, and related issues based on sound public policy and the best available science

1.2 Background

The Kenton Service Center in Kenton, Ohio has a requirement for routine janitorial services. The service is to be provided at 12756 State Route 309 West. Kenton, OH 43326. The areas to be cleaned consist of primary office space, two restrooms and a breakroom totaling approximately 1,300 square feet. Services will commence on or after September 28, 2026, to provide services once weekly at the end of the workweek. This will be a Service Contract and the wage determination applicable to Kenton, Hardin County, OH will be incorporated. The initial base contract period will be for twelve (12) months and the government may, at its discretion, extend the contract a maximum of five years by exercising each of the additional four, twelve (12) month option periods which are subject to availability of funds.

2 GENERAL REQUIREMENTS

The contractor shall furnish all necessary labor, transportation, supervision, material, equipment, quality control and supplies to satisfactorily perform janitorial services described herein in the State of Work (SOW). It is intended that the services will include, whether specifically listed or not, all functions normally considered part of commercial janitorial work. The janitorial services shall be performed in such a manner that there will be minimal interruptions to or interfere with the normal operation of Government business on the premises.

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees, except for the site lead. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer, in writing, immediately.

2.2 Supplies, Materials, and Equipment Requirements

The Contractor shall make careful selection of janitorial cleaning products and equipment to:

1. Use products that are packaged ecologically;

2. Use products and equipment considered environmentally beneficial and/or recycled products that are phosphate free, non-corrosive, nonflammable, and fully biodegradable; and

3. Minimize the use of harsh chemicals and the release of irritating fumes.

(Examples of acceptable products may be found www.gsa.gov/p2products)

4. Select paper and paper products (i.e. bathroom tissue and paper towels) with recycled content conforming to EPA’s CPG.

The Contractor shall provide all necessary supplies needed for the performance of the work of this contract in a timely manner. This may include, but not limited to, brooms, brushes, treated and untreated dusting cloths, wet mops, sponges, squeegees, glass cleaner, wax strippers, floor finish, metal polish and scouring powder. Lack of Contractor furnished supplies or materials shall not be considered an acceptable cause for non-performance of this contract. The Contractor shall be responsible for ordering, determining inventory levels, processing receipts, storing materials, etc.

The Contractor shall furnish all necessary cleaning equipment including: floor scrubbing machines or equipment; waxing and polishing machines or equipment; vacuum cleaners equipped with High Efficiency Particulate Air (HEPA) filters; and all other equipment that may be needed for the performance of work under this contract. Such 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 equipment must be properly guarded and meet all applicable OSHA standards. Floor machines should be equipped with active vacuum attachments to capture fine particles. Filters should be replaced as necessary and in accordance with manufacturer’s directions.

The Contractor shall immediately stop using equipment that needs repair. Repair or replacement of damaged equipment must be made within 48 hours. Equipment will be used only for its intended purpose.

Contractor shall never use any equipment that has not been approved by the COR, in need of repair, or unsafe.

Contractor shall furnish all materials, supplies, and incidentals necessary to perform janitorial services in accordance with the terms, conditions, and specifications herein, including the following:

a. Plastic trash can liners.

b. Multi-fold paper towels for towel dispensers.

c. Liquid soap for all sink areas in bathrooms and kitchen

d. 2-ply toilet paper.

e. Toilet seat covers.

f. Disposable bags (for sanitary napkin containers).

g. Urinal screens with deodorizer.

All provided supplies shall be compatible with existing fixtures (i.e. trash cans, paper towel dispensers, toilet paper dispensers, etc.) A minimum two-week supply of restroom supplies shall be kept on site. No flammable liquids shall be stored in the buildings.

http://www.gsa.gov/p2products

Approximately 20 square feet of space in the building will be assigned to the Contractor for use and storage of inventoried bulk supplies, equipment, and replacement equipment that will be used in the performance of work under this contract. The Contractor shall maintain this space in neat and orderly condition. The Government will not be responsible in any way for damage or loss to the Contractor’s stored supplies, materials, or replacement parts or equipment. No reactive, flammable, or explosives such as aerosol cans with flammable propellants or gasoline will be stored in the building. Government property shall remain the property of the Government in all respects. Government property shall be used only in direct operations of providing Contractor services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor of the Contractor’s employees. The Contractor is responsible for all repairs or replacement of equipment that is used by the Contractor and furnished by the Government.

The Government will provide utility services at existing outlets for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the Contracting Officer. Utilities specified above will be furnished at no cost to the Contractor. The Contractor shall provide and maintain at his/her expense, the necessary services from existing Government outlets to the site of the work.

2.3 Contractor Personnel Qualifications

The Contractor shall select personnel with appropriate experience and provide personnel with appropriate training to complete the requirements of this contract. During performance of the contract, the Contractor shall keep the Contracting Officer apprised of changes in personnel to ensure that performance of this contract is not delayed. If a contract employee is no longer working under this contract, the Contractor will notify immediately the Contracting Officer and will provide a substitute to continue with the services required.

2.4 Location and Hours of Work

The location of work for this contract is located at 12756 State Route 309 West, Kenton OH 43326.

Cleaning services will be provided once per week in coordination with the NRCS District Conservationist or Acting District Conservationist, in Kenton, OH. Work under this contract is performed at a Government facility. Normal agency workdays are Monday through Friday, except U.S. Federal Holidays. Agency employees typically work eight hours per day, 40 hours per week. Federal employee core hours of work are from 9:00 AM to 3:00 PM daily. The normal workdays of the facility are Monday through Friday, 8 a.m. to 4 p.m. Cleaning services will be done in the afternoon and will conclude by 4:00 PM. Cleaning services will be conducted during normal operating hours while the building is occupied.

Weather and security closures by their nature usually arise without advance notice. As such, the Government will notify the Contractor as soon as possible once any closures have been announced.

2.5 Travel

Local commuting costs are the responsibility of the Contractor.

2.6 Invoicing

Payment will be made upon completion of proper invoicing in arrears. Monthly payment will be disbursed once satisfactory performance has been rendered per Government’s representative.

The United States Department of Agriculture (USDA) partnered with the US Department of the

Treasury’s Bureau of the Fiscal Service to implement the Invoice Processing Platform (IPP). The Invoice Processing Platform (IPP) is a secure, Web-based service that more efficiently manages government invoicing from purchase order (PO) through payment notification, at no charge to Federal agencies and their vendors.

Invoices must be submitted electronically through the Invoice Processing Platform (IPP) system and in accordance with the payment clause(s) in the contract. Invoices submitted by means other than IPP will not be accepted unless the Contracting Officer authorizes alternate procedures in writing.

2.7 Identification of Contractor Personnel

The contractor shall submit a list of names and background information of all employees who will perform work under this contract. This list needs to be kept current when employees are replaced or substituted in the performance of the work under the contract. If the COR 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. Contractor employees who work in situations where their actions could be construed as acts of Government officials, must clearly identify themselves as Contractor employees.

3 REQUIREMENTS/TASKS

The Contractor shall maintain the premises and all areas of the property to which the Government has routine access in a clean condition and shall provide supplies and equipment to provide these services.

The Contractor shall be entitled to assume that the following frequencies of cleaning tasks shall be sufficient. If the Contractor elects to perform any cleaning tasks less frequently, and the level of cleanliness does not meet the Government's approval, the Government may direct the Contractor to increase the frequency that such tasks are performed up to the frequency set forth below without incurring liability for an adjustment.

The Contractor shall perform:

3.1 Entrance Doors/Windows:

Weekly Tasks:

• Sweep/Vacuum all floors at entrance.

• Clean Entrance glass inside and outside.

3.2 Restrooms:

• Scrub toilet rooms, clean all toilet fixtures, replenish toilet supplies, as needed.

• Clean sink and sink fixtures.

• Clean mirrors.

• Empty all containers, damp wipe wastepaper receptacles, replace liners.

• Replace any required supplies such as toilet paper, paper towels and hand soap.

3.3 Office Areas:

• Sweep/Vacuum Floors including lobby and corridors throughout the office space.

• Empty trash receptacles and replace liners, damp wipe wastepaper receptacles as needed.

• Wipe/dust flat surfaces, tabletops (including in the DC, CED offices), open office space, cubicles and guest area spaces.

• Dust office furniture

• Clean and wipe down drinking fountain.

• Clean sink and sink fixtures, clean outside of the refrigerator.

• Clean counters and tables in the break room.

• Wipe down kitchen appliances (e.g. microwaves, coffee makers, etc)

• Secure trash in the bins located outside, making sure to secure the lids to prevent damage from nuisance animals.

Monthly Task:

• Buff resilient floors in office space.

• Spot clean all wall surfaces (up to 60”).

Quarterly Tasks:

• Wipe/dust flat surfaces, tabletops (including in the DC, CED offices), guest area spaces.

• Wipe off guest chairs. Spot clean any marks on walls (up to 60”) or on carpet.

• Dust off blinds.

• Deep clean sink in men’s restroom.

Twice Yearly Tasks:

• Clean all outside windows. There are approximately 13 windows including the 3 windows above entrance.

4 DELIVERABLES/SCHEDULE

Cleaning will be done once a week. The vendor will provide the above specified janitorial service on a regular schedule, on days mutually agreed upon, excluding unscheduled Government closures such as adverse weather conditions (Snow days) security risk, and unscheduled holidays for the funeral of a former president. Also excluded work days are the following holidays: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, and Christmas Day. If a scheduled cleaning day falls on a holiday, cleaning will be rescheduled for the next business day. Any regularly scheduled cleaning visits that are missed will be made up the following work day if possible. Quarterly and yearly items will be done on regularly scheduled days if possible.

5 SPECIAL REQUIREMENTS

This section describes the special requirements that apply to this contract. The following sub-sections provide additional detail for each requirement.

5.1 Security

Contractor will perform cleaning during business hours, will not be given any Government provided equipment such as a computer or CAC card. The Contractor will not have keys or be in the building except during office hours when a USDA employee is onsite.

FAR Subpart 4.13, Personal Identification Verification of Contractor Personnel, establishes the policy and use requirements for FAR Clause 52.204.9, Personal Identification Verification of Contractor Personnel, which is hereby incorporated into this order by reference. It requires Contractor compliance with Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

USDA policy implementing referred to in paragraph (a) of the clause is at USDA Department Manual 4620-002, USDA Departmental Regulation 4620-002. This policy applies to Contractor employees, including subcontractor employees, who require routine access to federally controlled facilities and information systems. All such employees must have been successfully identity proofed (FBI fingerprint check), and have at minimum a successfully adjudicated Tier 1 (T1) or Department of Defense/Defense Counterintelligence Security Agency (DCSA)/National Security (NS) community background investigation to serve on the contract. USDA agencies may grant access to USDA information systems after successful adjudication of the FBI fingerprint check. Completion and successful adjudication of the final T1 (or higher) results or DCSA/NS BI are still required to continue work under this contract. If the fingerprint or background investigation result is unsatisfactory the employee shall be removed from the contract immediately and replaced immediately. Unless an employee already has successfully completed these requirements and the investigation is current, the employee will be required to complete an electronic Questionnaire for Investigations Processing (eQIP), fingerprint check (instructions to be provided by the Farm Production and Conservation, Homeland Security Division, Personnel Security Branch), and other required forms. The Contractor is responsible for any cost of obtaining the fingerprints. The Government is responsible for the cost of the FBI fingerprint check and background investigation. The agency does not have any control over the timeliness of the background investigation or that it will be completed within the performance period of this contract, but it is estimated to be completed approximately 30-120 calendar days (depending on the level of the background investigation), once the Contractor provides all of the required documentation and the agency submits it to DCSA.

Fingerprint check results are estimated to be received within 10 calendar days once the Contractor provides all of the required documentation and the agency submits it to DCSA. Upon award of the contract, and once the agency has provided the Contractor with the required documentation and instructions, the Contractor must complete and submit the required documentation promptly to prevent delays in granting access.

If employees will be provided access to USDA information technology equipment and systems, they will be required to take information security awareness training and pass a test prior to be granted access.

The Contractor shall establish and implement methods of making sure all keys/badges issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

The Contractor shall not duplicate any keys issued by the Government.

The Contractor shall prohibit the use of keys, issued by the Government, by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each workday, all Government facilities, equipment and materials shall be secured.

The Contractor shall maintain a current listing of all employees, including subcontractor employees that have access to Government facilities and information technology systems. The list shall be made available to the Government upon request.

5.2 Government Furnished Property (GFP), Equipment (GFE), Information (GFI), and/or Services

There is no GFP, GFE or GFI. The Contractor is responsible for providing all equipment and supplies required for the contract.

5.3 Organizational Conflicts of Interest

The Contractor acknowledges that it is familiar with Federal Acquisition Regulation (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance would require the Contractor, including subcontractors, to provide services related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, that would cause an organizational conflict of interest, the Contractor shall immediately notify the Contracting Officer, in writing, and not perform the work until direction is provided by the Contacting Officer.

5.4 Mandatory Contractor Training Requirements

The Contractor shall be responsible for providing training to appropriate personnel as required by Federal and local regulations including but not limited to OSHA Safety Regulations, Clean Air Act, Resource Conservation and Recovery Act, Clean Water Act and Safe Drinking Water Act, at no additional cost to the Government.