C04a Attachment 2 - Statement of Work.pdf

US Department of Agriculture (USDA)

Statement of Work

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 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards Attachment

Project Garden Valley Work Center Janitorial Services

General Information

1.0 Scope of Work

The contractor shall provide all management, tools, supplies, equipment, transportation, and labor necessary to ensure that janitorial services are performed at the Garden Valley Work Center, Emmett Ranger District Boise National Forest.

Garden Valley Work Center Office will be maintained to a satisfactory facility condition and present a clean, neat and professional appearance.

• Hours of operation: The contractor shall perform the services required under this contract during the following hours. Work is to be performed after 5pm and before Midnight. Services being performed outside the building may be accomplished anytime during the week. The contractor may find it necessary to deviate from the normal work hours of operation, to ensure timely completion of work under this SOW at no additional cost to the government. Prior to any deviations, coordinating with the COR is required.

• Federal Holidays: The contractor is not required to perform services on federal holidays and with approval from the COR should adjust the work week accordingly.

o New Years Day (January 1st) o Martin Luther King Jr Day (3rd Monday in January) o Washingtons Birthday (3rd Monday in February) o Memorial Day (Last Monday in May) o Juneteenth Day (June 19th) o Independence Day (July 4th) o Labor Day (1st Monday in September) o Columbus Day (2nd Monday in October) o Veterans Day (November 11th) o Thanksgiving Day (4th Thursday in November) o Christmas Day (December 25th)

2.0 Background

Building is located approximately 2.6 miles from downtown Garden Valley Idaho. The work center is approximately 54 miles from Boise Idaho. Services are to be performed after 5pm and before 12am unless requested for a call back.

The building address is 1219 Banks Lowman Rd in Garden Valley. There is approximately 3,000 square feet on two levels.

On the first floor there is approximately 1500 square feet of carpeted floor space with two restrooms with water closets and lavatories. There is one set of stairs that consists of 254 square feet of linoleum. On the lower level there is approximately 1500 square feet of tile floor space, with one restroom with a water closet and lavatory. All the restrooms are tile floors and painted walls. There are typically 25-40 employees that work out of this office.

Contractor Requirements

3.0 Technical Requirements / Tasks

Services will be provided as follows:

• Office: Twice per week-Tuesday and Thursday (52 wks./yr=104)

• Restrooms: May 1st- November 30th Twice per week Tuesday and Thursday (68), December 1st – April 30th Once per week completed on Thursday (18) Cleaning Services: The following services are to be performed upon each workday except for those determined to be periodic.

• Non-Carpeted Floors: (Vinyl tile, Ceramic tile, Wood, Concrete etc.) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust, mop, spot clean etc.) and with cleaning solution, if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be cleaned.

Chairs, trash cans, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

• Carpeted Floors: Carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matters by effective routine vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturers approved methods or other commercially acceptable methods as soon as noticed. All tears, burns and unraveling shall be brought to the attention of the Contracting Officer Representative (COR).

Area and throw rugs shall also receive this service. Chairs, trash cans, and other easily moveable items shall be moved to maintain floors underneath and returned to their proper place after cleaning.

• Breakroom: Clean countertops, coffee pot area, microwave inside and out, the top of the fridge, cabinets, in accordance with commercial standards for sanitization and dusting.

• Floor Mats: Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matters. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

• Dusting: Surfaces must be free of dust, lint, cobwebs, litter, soil and grease. Surfaces include items such as storage cabinets, file cabinets, light fixtures, tables, shelves, bookcases, storage lockers, windowsills, door frames, handrails, pictures, clocks, window blinds, ceiling fans, upper and lower vents, etc. EXCLUDED are desks, computer terminals, and keyboards.

• Interior Glass: All interior glass including glass within doors, in all entry ways, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, streaks, water, or other foreign matter.

• Drinking Fountains: Contractor shall clean all drinking fountains. Polished metal surfaces, including the orifices and drain, as well as exterior surfaces. They shall be disinfected, free of streaks, stains, spots, smudges, scale, hardwater deposits, and other obvious soil.

• Clean and Disinfect: All surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, walls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Toilets and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

• Restroom and Floor Care: All floor surfaces shall be maintained by effective routine cleaning. Moveable items shall be tilted or moved to sweep and mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew and residue.

• Maintain Waterless Urinals: Contractor will provide and maintain the required chemicals and replace the eco-traps for the waterless brand urinals. The contractor will service urinals at the same time they are cleaning the restrooms. The contractor will replace eco-traps as needed and service with appropriate products.

• Stock Restroom Supplies: Contractors will ensure restrooms are stocked sufficiently so supplies including toilet tissue, paper towels, and hand soap do not run out between cleanings. Supplies will be stored in designated areas.

• Periodic Cleaning Services: (Services performed on a weekly, monthly, bi-monthly, semi-annual, annual basis) Dates for performing periodic cleaning services shall be coordinated with the COR at a minimum of two weeks prior to the month in which the service is to be performed.

o Inside/Outside Window Cleaning: Annually, expected between November and January, Windows are to be cleaned once per year No-Jan time frame. Wash inside/outside windows, remove dust, cobwebs and insects. Wash windowsills and frames. Remove insect nests within three feet of windows.

o Dusting of all Ceiling Vents: Annually, expected between November and January, vents are to be cleared of dust, debris and cobwebs.

o Dusting of Venetian Blinds and Clean Light Fixtures: (May/Sept) Dust venetian blinds, the window frames and sills to remove all dust, debris, cobwebs. Remove cobwebs, dust, bugs, and debris from light fixtures.

o Carpet Cleaning: (Once per year, expected between November and January) Carpets shall be deep cleaned to remove embedded soil from carpet fibers. Shampoo heavy use areas of the carpet. Include any other areas which may have shown heavy wear during the previous months. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying.

After deep cleaning, the area shall show an improvement in the visible appearance. All cleaning solutions shall be removed from the baseboard, furniture, trash cans, chairs and other similar items.

Chairs, trash cans and other items shall be moved to clean carpets underneath and returned to their original location after the carpet had dried.

• Miscellaneous Requirements:

o Turn off unnecessary lights.

o If unlocked doors or windows are found, close and lock them and report that to the COR during office hours.

o Report fire hazards, conditions, and items in need of repair to the COR.

o Turn in lost/found items to the COR.

o Notify the COR when unauthorized or suspicious people are seen on the premises.

o Employees entering any building or area after it has been secured shall enter through one door and lock the door behind them. These buildings or areas shall not be left unsecured at any time, including the period when cleaning is being done. Upon completing work in a building or area, Contractor employees shall ensure all doors and windows are secure when they leave.

o The contractor should display the appropriate signs when cleaning floors or any other surface that might pose a risk of injury for any personnel that are present.

• Technical Specifications: Quality cleaning will be required, including full performance of all specified daily services on the first official working day of the contract. A fully qualified workforce shall be maintained throughout the contract period.

o The contractor shall prohibit employees from disturbing papers, computers, and terminals on desks, opening drawers or cabinets, or using the phone except in an emergency to dial 911.

o The contractors shall not bring their children or pets to perform the work.

o The contractor shall keep the government provided storage space for bulk supplies and equipment in a clean orderly condition. Failure to keep any of the storage areas clean will result in the withdrawal of use. If it becomes necessary, the CO may have them cleaned at the contractor’s expense.

o All cardboard boxes need to be broken down and placed in the appropriate designated container.

o The government will not be responsible for damage to the contractors stored supplies, materials or equipment, or the contractors’ employees’ personal belongings.

o The contractor shall require employees to comply with instructions pertaining to conduct and building regulations issued by the duly appointed officials. The contractor shall have a working supervisor on site to ensure compliance.

4.0 Government Furnished

• Janitorial Closets: Janitorial closets will be available for use by the contractor, without cost. The contractor will be required to maintain odorless and clean closets. Closets will be free from cutter and debris. Cleaning supplies will be stored and organized in such a manner as to all easy access and movement in the closet. The government will not be responsible for contractors stored supplies kept in the building or contractor’s employees personal belongings.

o One building key and paper product dispenser key will also be furnished

• Furnished Utilities and Utility Conservation: The government will furnish electricity, water, trash and sewer services as necessary for accomplishment of work in accordance with this contract. The contractor shall adhere to all utility conservation practices or requirements. The contractor shall be responsible for operating under conditions that prevent waste of utilities.

• Trash Collection and Disposal: The contractor shall use the existing bulk containers to dispose of trash or refuse generated from accomplishment of services detailed in the SOW. All trash containers shall be emptied and returned to their proper location. Boxes, cans and papers placed near a trash receptacle marked “trash” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash cans shall be left clean, free of foreign matter and free of odors.

5.0 Deliverables / Schedule

Contractor Provided Equipment and Supplies:

• The contractor shall provide and maintain all equipment necessary to fulfil the requirements of this contract.

The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site.

• Supplies and Equipment:

o Paper towels o Toilet Paper o Hand soap for restrooms o Plastic bag liners for trash cans o Vacuum cleaner equipped with a high efficiency particulate air filter (HEPA filter) including a variety of attachments necessary for, but not limited to, cleaning tight spaces, under furniture, tops of cabinets and shelves, countertops, windowsills, trim, screens, corners of rooms, and miscellaneous equipment.

o Rags, sponges, cloths, or any other materials required for cleaning shelves, countertops, windows (inside and outside), etc.

o Carpet cleaning supplies as required o Any cleaning materials necessary for the completion of the listed cleaning services listed under section

3.0.

• All equipment used in the performance of this contract shall be in good operable condition and carry a U/L

(underwriters laboratory) listing. Equipment found to be unsafe and unable to function as designed should not be used in performance of this contract. The contracting officer or designated representative may inspect the contractor’s equipment and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

• The contractor shall provide adequate numbers of equipment items to effectively fulfill the scope of this contract. In addition, the contractor shall maintain or have a backup capability to provide continued service in the event the primary equipment is down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from fulfilling any requirement contained in the contract.

• The contractor must comply with section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423 “Strengthening the Federal Environmental, Energy, and Transportation Management” and the Federal Acquisition Regulation to provide biobased products.

• The contractor shall utilize products and material made from biobased materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable federal specification and standards. All supplies and materials to be used in the performance of work described herein are subject to approval of the COR.

• The following is an example list of products that may be used in this contract for custodial services for which biobased products are available. The list is not all inclusive. It is desirable that contractors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

o All-purpose cleaner o Degreaser/cleaner heavy duty o Cleaner deodorizer o Carpet Shampoo o Floor finish o Gum remover o Floor finish restorer o Disinfectant sanitizer o Floor sealer o Extraction fluid o Furniture polish o Floor stripper o Glass cleaner o Neutral cleaner (liquid) o Grout sealer o Stain remover o Stainless steel polish o Air freshener (including toilet bowl cleaner) o Bathroom cleaner o White board cleaner o Brass polish/cleaner o Wood floor cleaner o Chrome polish/cleaner o Laundry detergent o Liquid hand soap o Cream cleaner o Lime and scale remover (tub and tile cleaner) o Solvent

• The contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification. The contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts.

• Safety: The contractor shall be responsible for instructing his/her employees in appropriate safety measures.

Employees must not place mops, brooms, machines or any other cleaning equipment in any way that may create a safety hazard. Cautionary signs shall be displayed in areas where cleaning operations are in progress which necessitate the use of any equipment or supplies such as buckets, wires, ladders, water, wax, wet floors etc., which could cause a personal hazard. Contractors shall comply with all federal, state and local regulations, laws, codes, and requirements relating to safety.

• Fire Prevention: This shall be always exercised by the contractors’ employees. Janitors closet etc. shall be kept clean and free from odors and fumes. All combustible material shall be used and stored in a safe manner. The contractor shall report any fire hazards to the COR. The MSDS shall be the contractor’s responsibility to keep it up to date.

• Materials and Workmanship: Unless otherwise provided in the contract specifications, the contractor shall furnish all materials and equipment needed for satisfactory contract performance. When not specifically identified in the specifications, such as materials and equipment shall be one of the suitable type and grade for the purpose. Each item or article shall be subject to inspection and/or test and approved by the CO or the COR.

All workmanship shall be first class and shall be subject to the inspection and approval of the COR. The contractor or the employee shall be in sufficient physical condition to be able to climb ladders etc.

6.0 Travel

All travel will be the responsibility of the contractor and/or the contractors’ employees.

7.0 Contractor’s Key Personnel

• Seven days prior to an employee starting work, the contractor shall submit for each employee working on government premises for this contract:

o I-9, employee eligibility verification form, with a copy of the documents that establish employment eligibility and identity. This information may be used for an initial background check.

o Full name of employee with a valid email address and telephone number. This information will be submitted to the Department of Agriculture’s Human Capital Management (HCM) department who may then contact the employee and require the employee to provide their full name, date of birth, place of birth, social security number, working contact phone number, and working email address. The employee may then be required to complete a background investigation package as requested by HCM.

o The government reserves the right to remove any contractor employee that is, in the government’s opinion, found to be unsuitable or deemed a security risk for the government. If such a finding occurs, either by the government or the contractor, the employee shall be immediately dismissed from duty and shall not be permitted to enter the building (s). The contractor shall immediately inform the CO of any issues.

• Prior to the start of this contract the contractor must submit the following items to the CO and COR for approval:

o A complete list of all personnel employed under this contract with a designated-on site working supervisor. This list shall include individual tours of duty (such as 630pm-Midnight) and scheduled work assignments.

o Schedule for contracted services to be performed bi-monthly, quarterly, annually and semi-annually.

o Quality control plan ensuring contract compliance.

o Submittals as detailed under contractor furnished equipment, biobased products.

o Material Safety Data Sheets (MSDS) and chemical lists in a notebook for chemicals stored in government furnished storage spaces. MSDS notebooks shall be kept up to date and stored in spaces with chemicals.

8.0 Security Requirements

The contractor will be given a key to the office and will be responsible for keeping it secure. The contractor or the contractor’s employee is not allowed to make any copies of the building keys. If the key is lost it will be the responsibility of the contractor or their employee to replace the key.

Background Checks: Background checks are required to comply with Presidential Directive HSPD-12 that requires “for unescorted entry into a Federally controlled facility, the individual will have a background investigation on file.” Within ten calendar days of contract award and a new employee being selected for work on this contract, provide a complete list of the name, address, social security number, date of birth, and work phone of each employee engaged in the performance of this contract. It shall be the responsibility of the contractor to complete the background check and obtain a USDA Lincpass credential for each employee who will access the building. The contractor shall provide proof that the process has been started within 10 calendar days of contract award.

Excessive personnel turnover means more than 3 occurrences within a rolling 12-month performance period. No more than three background investigations will be conducted within a 12-month period at the Governments expense. Additional background investigations, if necessary, will be at the contractor’s expense, and will be deducted from final invoice of the current line-item period of performance.

Key Control: If the Contractor is provided with keys or a door access code to allow access to buildings and rooms requiring cleaning, they shall ensure they are not lost or misplaced and are not used by unauthorized personnel. The Contractor shall not duplicate keys. All keys that are provided to the Contractor will require a logged entry, signed signature, and date. Keys shall be retained in possession of the janitorial staff while performing services and returned to the COR prior to contract end date. All keys lost by Contractor’s personnel shall be reported to the COR immediately and shall be replaced at Contractor’s expense this includes costs associated with re-keying of facility if justified.

9.0 Data Rights

N/A

10.0 Section 508 – Electronic and Information Technology Standards N/A

Attachment N/A