C04_Statement of Work_12444126Q0032.pdf

US Department of Agriculture (USDA)

Statement of Work

Tusquitee Ranger District Complex Janitorial Services

Nantahala National Forest

North Carolina

Table of Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Emergencies

Project Tusquitee complex Janitorial Services at Tusquitee Ranger District at Nantahala National Forest, NC

General Information

1.0 Scope of Work

The Contractor shall provide all labor, transportation, and management necessary to provide custodial services described herein. All work is to be done in accordance with the terms, specifications, and provisions of this contract. All work performed by the Contractor shall be performed in accordance with all applicable laws, regulations, instructions, and commercial best practices where possible. The Tusquitee complex consists of the Main Office, Work Center, the Orchard Building Office, a Workout Room, and an outside Restroom Building with two restrooms.

2.0 Background

This is a services contract for janitorial services at Tusquitee Ranger District complex at Nantahala National Forest, North Carolina.

2.1 Place of Performance:

Tusquitee Ranger District 123 Woodland Drive Murphy, NC 289056

2.1.1 Main Office:

Single-story structure with two entrances that staffs approximately 10 personnel. The building has one kitchen, two small employee restrooms, two public restrooms, ten offices, a break area, and a reception area. It has an average of 10 visitors per day and is approximately 2300 sq ft.

2.1.2 Work Center:

Single-story structure with three entrances that staffs approximately 10 personnel. The Work Center has one kitchen, one shared office “bull pen”, 3 single offices, one restroom, and a shower. The garage/engine bay at the Work Center is not included in this contract, except for the water fountain. It is approximately 1800 sq ft.

2.1.3 Orchard Building Office:

Single-story structure with two entrances that staffs approximately 3 personnel. The building has a conference room, two offices, and one employee restroom. It is approximately 1200 sq ft.

2.1.4 Workout Room:

546 sq ft

2.1.5 Outside Restroom Building with two restrooms:

128 sq ft

2.2 Government Regular Working Hours:

The Government's regular working hours are Monday through Friday from 0800-1630 except federally observed holidays (see 2.4).

2.3 Contractor Hours of Performance:

Unless negotiated with the Contracting Officer, janitorial services shall be performed after normal office hours after 4:30 PM Eastern Standard Time or on weekends:

2.4 Federal Observed Holidays:

In the event services are not provided because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of Congress to appropriate funds, etc., the Contracting Officer shall either:

a) Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

b) Forego the work and reduce payment due to the Contractor’s work not performed. The deduction rate shall be calculated on a daily basis. Appropriate adjustments will be made by the CO in the event services are provided for portions of week, or

c) Reschedule the work on day(s) satisfactory to both parties. Except as noted in the schedule of work, work shall not be required on the following holidays:

• New Year's Day - 1 January

• Martin Luther King Day - 3rd Monday in January

• Washington's Birthday - 3rd Monday in February

• Memorial Day - last Monday in May

• Juneteenth (Freedom Day) – 19 June

• Independence Day - 4 July

• Labor Day - 1st Monday in September

• Columbus Day - 2nd Monday in October

• Veteran's Day - 11 November

• Thanksgiving Day - 4th Thursday in November

• Christmas Day - 25 December

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday.

When a legal holiday falls on a Saturday, the proceeding Friday will be observed as a legal holiday. If a holiday falls on a scheduled Contractor workday, the following or proceeding workday will be used to schedule the work to be accomplished.

2.5 Service Interruptions:

If any services must be interrupted (even temporarily) due to maintenance of contract work, the Contractor shall notify the CO and COR at least three working days in advance. If the service is due to an emergency the Contractor shall notify the CO and COR as soon as practicable.

2.6 Type of Contract:

The Government will award a firm fixed price contract.

2.7 Period of Performance:

The period of performance shall be for one (1) Base Period of twelve (12) months, and four (4) ordering periods of twelve

(12) Months. The Periods of Performance read as follows:

Base Period: 07/06/2026 - 07/05/2027 Ordering Period One: 07/06/2027 - 07/05/2028 Ordering Period Two: 07/06/2028 - 07/05/2029 Ordering Period Three: 07/06/2029 - 07/05/2030 Ordering Period Four: 07/06/2030 - 07/05/2031

Blanket Purchase Agreement (BPA) is a standing agreement that establishes terms and pricing but does not obligate funds by itself. BPA Call is the actual order placed under the BPA—this is the action that obligates funding and authorizes the vendor to perform work. Even when a BPA is active, no work can begin until a BPA Call is issued and funded. Each individual Ordering Period would require a BPA Call and no work can begin until fully executed BPA Call on SF1449 is issued.

2.8 Post Award Conference/Periodic Progress Meetings:

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and/or COR shall meet periodically with the Contractor to review the Contractor's performance.

2.9 Government Representatives:

2.9.1 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

2.9.2 Contracting Officer's Representative (COR):

The COR may be authorized to perform the following functions: ensure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

2.10 Contractor’s Personnel:

2.10.1 Quality Control Representative: Determined by Contractor.

2.10.2 Special Qualifications:

The Contractor shall ensure bio-hazard cleaning and disposal of bio-hazard materials is performed by qualified and certified personnel, as per OSHA Code of Federal Regulations, 29 CFR 1910.1030.

2.10.3 Conduct of Personnel:

The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or if they are found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents.

2.10.4 Contractor Personnel Identification:

Contractor personnel shall be easily identifiable through the display of badges or uniform. Contractor employees shall identify themselves by name and company affiliation when answering the telephone and attending meetings. All Contractor correspondence (written, facsimile, and email display) shall include their company name.

2.10.5 Security Requirements:

Contractor personnel or any representative of the Contractor entering the Government facilities shall abide by all security regulations. At the close of each work period, Government facilities, equipment, and materials shall be secured.

The Contractor shall announce their arrival and departure to employees who may be occupying the building. Doors shall be left locked unless otherwise instructed. If employees are working during cleaning hours, contractor shall still perform cleaning operations. Request approval of employee to vacuum in the area.

Only the Contractor's employees are allowed in the building or on the job site. The Contractor is prohibited from opening locked areas to permit entrance of persons other than the Contractor's employees.

2.11 Safety:

The Contractor shall instruct employees in appropriate measures as specified by applicable provisions of the Occupational Safety and Health Act, 1970, PL 91-596 (84 Stat 1590). The Government shall provide a copy of the Safety Data Sheet (SDS) for each of the products used to perform services to the Contractor within ten (10) days from the date of award. The Government shall furnish a copy of the SDS at each location where products are stored.

2.11.1 Accidents:

Report any accident within 24 hours from occurrence to the COR.

2.12 Fire Protection and Prevention:

All sweeping compounds, dust cloths and mop treating materials, floor oils and floor treatment materials (exclusive of waxes) shall be products which are free of any spontaneous heating capability. Listings of these products as free of this capability by the Underwriters' Laboratory Inc. or other qualified nationally recognized testing organization shall be considered as meeting these requirements. The Contractor shall not store combustible supplies including rags, paper, and other like items near possible sources of combustion such as steam pipes, high wattage lamp bulbs, and other like items.

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall accomplish all cleaning tasks to meet the requirements of this Statement of Work (SOW). The minimum cleaning frequencies are established in Section 5.0 Deliverable/Schedule.

3.1 Office Areas and Conference Room

A. Sweep Floor – 2x weekly Remove all mud, dirt, dust, and debris; no dirt left in corners or behind doors.

B. Mop Floor – 2x weekly Mop to remove all mud, dirt, streaks, mop marks; walls/baseboards must be free of splashes; floor must have a uniform luster.

C. Vacuum Carpets and Rugs – 2x weekly Vacuum all visible dirt, dust, and debris; include cleaning around and under furniture.

D. Empty Trash Cans in Restrooms and Break Rooms – 2x weekly Replace liners and place bagged trash in dumpster on site. Visually ensure trash cans are clean before installing new liner.

Clean if necessary.

E. Empty Trash Can in other areas – 2x weekly Replace liners and place bagged trash in dumpster on site. Visually ensure trash cans are clean before installing new liner.

Clean if necessary

3.2 Clean Restrooms

A. Sweep and Mop Floors and Scrub Floors – 2x weekly Restroom floors must be clean, free of water streaks, mop marks, gum, grease, etc.

B. Clean Fixtures – 2x weekly Clean porcelain and metal fixtures (toilets, urinals, sinks); surfaces must be bright, stain-free, and dry.

C. Clean Mirrors – 2x weekly Use streak-free glass cleaner; remove all fingerprints and smudges.

D. Replenish Supplies and Clean Containers – 2x weekly Refill paper, soap, feminine hygiene supplies; clean dispensers and waste containers.

3.3 Dusting/Cleaning

A. Dust all horizontal Surfaces of furniture & partitions - Monthly Dust furniture, partitions, ledges, equipment, baseboards, and similar surfaces.

B. Clean all glass in/on office doors (inside/outside) - Monthly Use streak-free cleaner; remove fingerprints and smudges.

C. Damp Wipe all interior office doors & bookcases - Quarterly Remove grime using mild cleaner; wipe clean to 7 feet height.

D. Vacuum office and visitor’s centers chairs - Quarterly Remove dust and debris from surfaces

E. Dust/Damp wipe light fixtures - Quarterly Remove accumulated dust and dirt from fixtures.

F. Vacuum/Damp wipe exposed beams & pipes - Quarterly Clean beams/rails so they are free of dust and grime.

3.4 Clean Kitchens

A. Disinfect Countertops – 2x weekly Clean and disinfect with no noticeable dirt, dust, or residue.

B. Damp wipe table and chairs – 2x weekly Remove visible dirt; leave surfaces clean.

C. Fill Paper towel holder – 2x weekly Restock towels as needed.

3.5 Drinking Fountains

A. Clean Drinking Fountains (inside and outside building) – 2x weekly Clean stainless steel; remove dust, stains, streaks, debris, and nozzle encrustation.

3.6 Outside Areas

A. Clean Porch - weekly Remove trash, debris, dirt, and foreign matter.

B. Clean concrete surfaces, walkways and ramps - weekly Air-blow surfaces with provided blower; remove dirt and debris.

C. Clean ash receptacles - weekly Empty and clean outdoor waste units.

D. Damp wipe enclosed information boards - weekly Wipe clean all exposed surfaces.

3.7 Work Center

A. Sweep Floor in Main Areas – 2x weekly.

Sweep floors so they are free of mud, dirt, dust, or debris, including corners and areas behind doors. No accumulation of dirt should remain.

B. Mop Floor in Main Areas – 2x weekly Mop floors so there is no visible mud, dirt, dust, streaks, mop-strand marks, or skipped areas. Walls, baseboards, and other adjacent surfaces must remain free of splashing or markings, and the finished floor must show a uniform luster.

C. Clean Bathrooms – 2x weekly Clean and sanitize restrooms including all fixtures, metal/chrome surfaces, toilets, urinals, washbasins, mirrors, waste receptacles, floor baseboards, dispensers, and wall surfaces using a germicidal cleaner. Sweep and wet mop floors with disinfectant. Empty waste containers, refill paper towels, soap, and toilet paper, and damp wipe stall partitions, doors, and waste receptacles with disinfectant-deodorizer.

D. Clean Shower - Weekly Sanitize surfaces, remove residue

E. Clean Kitchen - – 2x weekly Clean and disinfect all kitchen countertops so no dirt, dust, or residue remains. Damp wipe tables and chairs, and refill the paper towel holder.

F. Take out trash & replace liners – 2x weekly Empty all waste receptacles, replace liners, and place all bagged trash in the outdoor dumpster. Ensure trash cans are clean before inserting new liners and clean them when needed

3.8 Fitness Room

A. Sweep and Mop Floor - Monthly Sweep floors to remove all mud, dirt, dust, and debris with no dirt left in corners or behind doors, leaving the area clean and presentable

B. Mop Floor - Monthly Mop floors so that no mud, dirt, dust, streaks, mop marks, or skipped sections remain. Maintain clean baseboards and surrounding surfaces, and produce a uniform floor luster

C. Empty Trash Can - Monthly Remove trash from all waste receptacles, replace liners, and ensure containers are clean before installing a new liner.

Transport all bagged trash to the dumpster.

D. Clean Mirror and Door Glass - Monthly Clean mirrors and glass on office doors using streak-free glass cleaner; remove all fingerprints, smudges, and visible marks to leave surfaces clear and free of streaks.

E. Disinfect Equipment and High Touch Areas - Monthly Use gym-safe disinfectant. Includes handles & screens, dumbbells, barbells, kettlebells, benches, seats, remotes, doorknob, and light switch.

F. Dust & Wipe Surfaces – Quarterly Dust TV, shelves, storage racks, and less-frequently cleaned equipment.

G. Deep Clean – Annually Steam clean floors with low-moisture steam mop. Avoid high heat settings to prevent warping. Clean under movable equipment and perform deep disinfect and wipe down of machines.

3.9 Option

A. Clean Windows (inside and outside) - Annually Forty (40) total with an average size of 4’ X 4’. All single-story and easily accessible with small step ladder. Use streak-free glass cleaner. Remove fingerprints and smudges. Also includes wiping down windowsills with an appropriate cleaner for the application.

4.0 Government Furnished

GOVT FURNISHED PROPERTY/SUPPLIES QUANTITY FURNISHED TO CONTRACTOR

Trash can liners, Large and Small 1 box each size As needed Rolled Paper Towels 1 box As needed Liquid Hand soap for sink areas 11 bottles As needed Toilet Paper (2-ply) non-compressed 1 case As needed Vacuum Cleaner 3 Upon award of contract Keys to Building and Janitor Closets 1 Upon award of contract at Ranger Station by COR

CLEANING SUPPLIES QUANTITY FURNISHED

Windex, Multi-surface Cleaner 1 As Needed Clorox, Mop N Glo, Etc. 1 As Needed Pine Sol, Fantastic Spray Cleaner 1 As Needed Toilet Cleaner 1 As Needed Scrubbing Powder 1 As Needed Bathroom Cleaner 1 As Needed Toilet Brushes 4 As Needed Mops and Mop Heads 4 As Needed Spray Disinfectant 4 As Needed Other Miscellaneous Cleaning Supplies 12 As Needed

5.0 Deliverables / Schedule

Site Item # / Task Frequency Method of

Inspection

3.1 Office Areas

& Conference Room

3.1.A Sweep Floor 2x weekly

Inspection of work shall be accomplished at regular intervals by the COR or designated project inspector. It is recommended that the Contractor or his/her representative attend inspections periodically but is not mandatory.

If the contractor would like to attend inspections, please schedule in advance with COR.

The inspection form will be used to assist in determining satisfactory performance in

3.1.B Mop Floor 2x weekly 3.1.C Vacuum Carpets & Rugs 2x weekly 3.1.D Empty Trash (Restrooms/Break Rooms) 2x weekly 3.1.E Empty Trash (Other Areas) 2x weekly

3.2 Clean

Restrooms

3.2.A Sweep, Mop & Scrub Floors 2x weekly 3.2.B Clean Fixtures 2x weekly 3.2.C Clean Mirrors 2x weekly 3.2.D Replenish Supplies & Clean Containers 2x weekly

3.3 Dusting /

Cleaning

3.3.A Dust Horizontal Surfaces Monthly 3.3.B Clean All Glass in Office Doors Monthly 3.3.C Damp Wipe Interior Doors & Bookcases Quarterly 3.3.D Vacuum/Damp Wipe Office & Visitor’s Center Chairs Quarterly 3.3.E Dust/Damp Wipe Light Fixtures Quarterly 3.3.F Vacuum/Damp Wipe Beams & Pipes Quarterly

3.4 Clean

Kitchens

3.4.A Disinfect Countertops 2x weekly 3.4.B Damp Wipe Tables & Chairs 2x weekly 3.4.C Fill Paper Towel Holder 2x weekly

3.5 Drinking

Fountains

3.5.A Clean Drinking Fountains 2x weekly

3.6 Outside

Areas

3.6.A Clean Porch Weekly 3.6.B Clean Concrete Surfaces, Walkways & Ramps Weekly 3.6.C Clean Ash Receptacles Weekly 3.6.D Damp Wipe Enclosed Information Boards Weekly

3.7 Work Center 3.7.A Sweep Floors in Main Areas 2x weekly

3.7.B Mop Floors in Main Areas 2x weekly 3.7.C Clean Bathrooms 2x weekly 3.7.D Clean Shower Weekly

3.7.E Clean Kitchen 2x weekly accordance with requirements of contract. A copy of inspection list and a list of discrepancies will be left for the Contractor to expedite remedial action if necessary.

3.7.F Take Out Trash & Replace Liners 2x weekly

3.8 Fitness

Room

3.8.A Sweep & Mop Floor Monthly 3.8.B Mop Floor Monthly 3.8.C Empty Trash Can Monthly 3.8.D Clean Mirror & Door Glass Monthly 3.8.E Disinfect Equipment & High Touch Areas Monthly 3.8.F Dust & Wipe Surfaces Quarterly 3.8.G Deep Clean Annually

3.9 Optional 3.9.A Clean Windows (Inside/Outside) Annually

6.0 Travel

It is the responsibility of the contractor to provide all transportation. All travel-related expenses are the responsibility of the contractor and should be reflected in the cost of services.

7.0 Contractor’s Key Personnel

The Contractor shall provide a list of qualified employee(s) authorized to work under this contract. The list shall be submitted 2 weeks before work to begin and must be approved prior to employee(s) working unescorted within Government facilities. Each employee shall have a minimum of one (1) year of experience in janitorial services.

The Contractor shall ensure adequate supervision of janitorial personnel to prevent employees from disturbing papers on desks, opening drawers or cabinets, or using Government telephones or computers. Children shall not be brought onto the premises while work is being performed. The Contractor must maintain sufficient personnel to provide backup coverage in cases of personal emergencies or inclement weather. The names of these backup personnel, along with confirmation of background checks, shall be provided to the Government.

8.0 Security Requirements

Background checks shall be conducted and should be Contractor’s responsibility, with results provided to the Government before staff begin work.

Keys are not personal property of the contractor, but are the property of the United States Forest Service. At the end of the contract all keys shall be relinquished to the COR. The Contractor is responsible for ensuring the security of all Government property, equipment, materials, records, and data against unauthorized access, loss, or damage during the performance of this contract. In the event the Contractor finds or witnesses any instances of accidents, vandalism, attempted break-ins, signs of attempted break-ins, or suspicious persons, the Contractor shall notify the CO/COR and law enforcement immediately.

Only the approved contractor personnel and/or employees are allowed on the premises during cleaning times, and they shall ensure all exit doors remain closed and locked when not in use. Office keys issued to the Contractor are to be kept in a secure location and duplication is prohibited.

The Contractor shall not attempt to reconnect any computer wiring that was disturbed or disconnected during cleaning activities. Rather leave a note on the desk making the person aware of what happened.

The Contractor shall not disturb papers on employees’ desks or equipment. The Contractor and/or employees are not to use Government telephones – except in emergencies to call 911.

9.0 Emergencies

In case an emergency arises during the Contractor’s employees’ normal working hours (such as flooding of a building), Contractor shall divert their force as directed by the COR/Alternate to meet the emergency.

Contractor shall immediately respond to an emergency such as a flood, excessive litter, or debris, etc. and notify the COR/Alternate as soon as possible. In the case of a COR notification of emergency, Contractor response time during regular work hours should be within 15-30 minutes of notification. Contractor shall not attempt to clean hazardous materials spill.

When employees are no longer needed, they shall return to normal duties. Contractor shall not be penalized for the portion of the normal daily work which would have been performed.