CCRD Janitorial SOW 2025.pdf

Tonto NF Chris Wissen Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

PERFORMANCE WORK STATEMENT

TONTO NATIONAL FOREST

CAVE CREEK RANGER DISTRICT (ARIZONA)

Janitorial Services

Background The Cave Creek Ranger District within the Tonto National Forests has a need for janitorial services as described below.

GENERAL REQUIREMENTS

1.0 Description of Services: The contractor shall provide all management, supervision, labor, personnel, transportation, materials, equipment, and supplies, except as otherwise specified, necessary to provide janitorial services for two (2) buildings totaling approximately 6,744 square feet at the Cave Creek Ranger District located approximately 40 miles north of central Phoenix.

All work shall be performed in accordance with this performance work state and all federal, state and local laws and regulations.

1.1 Facilities

Administrative Office (lower office) Fire Office (upper office)

1.2 Location And Description

40202 N. Cave Creek Rd.

Scottsdale, AZ 85262

The Cave Creek Ranger District Office can be accessed via the 101 North to Pima Road, then east on Cave Creek Road and right on Bartlett Dam Rd. The entrance gate is 1/4 mile in on the north side of Bartlett Dam Rd. Drive time is approximately 1 hour from central Phoenix.

1.3 Prework Conference:

Prior to commencement of work, the Contracting Officer (CO) will schedule a meeting with the contractor and COR to discuss the contract terms, work requirements and schedule. At the conference, the Contractor shall designate, in writing, the name and phone number of the Contractor’s on-site representative and their contract responsibilities and authority.

1-4 Contractor Representative Provide an onsite contract representative who will oversee the performance of the work specified in this contract. Designate in writing to the CO, the name of the contract representative and an alternate(s) who shall have the authority to act for the Contractor when the Contractor is absent.

The Contractor’s representative or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contractor’s representative and alternate(s) must have a minimum of mid level janitorial management, supervision and operational experience as well as be able to read, write, speak, and understand English. Notify

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov the CO/COR at least 10 work days in advance of any subsequent change of personnel in this position. Replacement personnel shall have the same level or better experience as the person being replaced.

1-5 Government Furnished Property (GFP)

The Government will provide the following facility access hardware and supplies the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the “Government Furnished Property”, Contract Clause, 52.245-4.

b. Coordinate with the COR for access to the supplies and for replenishment when the GFP stock needs replenishing. Provide a two week notice to the COR for replenishment of stock. The Contractor is responsible for any loss or damage to GFP once the Contractor takes possession of the property until the property is incorporated into the work.

c. The Government will provide door keys and alarm codes as required for facility access for the Contractor after office hours. The contractor shall be responsible for the facility security if unauthorized entry to the building is gained by the use of the keys or codes. Keys shall be returned to the Contracting Officer's Representative (COR) prior to final payment.

d. Dumpsters located around the facilites are available for the contractor to dispose of PRD waste excluding biochemical.

e. List of Government Furnished Property and Resources

Description Location Door Keys Coordinate pick up with COR Alarm Codes Coordinate pick up with COR Toilet Paper Coordinate pick up with COR Paper Towels Coordinate pick up with COR Hand Soap Coordinate pick up with COR Light Bulbs Coordinate pick up with COR Garbage Bags Coordinate pick up with COR Shower Curtains Coordinate pick up with COR Facility Dumpsters Various Locations

1-6 Contractor Furnished Items

The Contractor furnishes all cleaning supplies, materials and equipment (except for the items identified in Paragraph 1-5 as GFP) necessary for satisfactory contract performance. Materials and equipment shall be of the most suitable type and grade for the purpose. Cleaning supplies may be stored on site. Cleaning supplies stored on site must be labeled with Contractor’s name and the ingredients in the container. The COR will designate a storage location for the supplies.

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

1-7 Hours of Operation

Cave Creek Ranger Station and Fire Office Perform janitorial service during the off season for the months of October through March.

Services shall be performed at the Ranger Station Building and Fire Office between the hours of 5:00 pm and 7:30 am Tuesdays and Saturdays excluding holidays.

Perform janitorial service during fire season for the months of April through September.

Services shall be performed at the Ranger Station Building and Fire Office between the hours of 5:00 pm and 7:30 am Tuesday, Thursday and Saturday excluding holidays.

1-8 Bio-Based Cleaning 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 specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer or COR.

The following is a list of products that may be used in this contract for custodial services for which biobased products are available.

All purpose cleaner Floor finish Degreaser/cleaner Floor stripper Glass cleaner Carpet shampoo Disinfectant sanitizer Gum Remover Heavy duty cleaner Floor finish restorer Spot and stain remover Floor sealer Deodorizer Extraction Fluid Air freshener including dispenser Neutral cleaner (liquid Furniture polish Extraction Fluid Stainless steel polish Grout Sealer Bathroom cleaner Lime and scale remover (tub & tile cleaner) Toilet bowl cleaner Brass polish/cleaner Chrome polish/cleaner White board cleaner Cream cleaner Wood floor cleaner Laundry detergent Solvent spotter

For more information regarding the Department of Agriculture Biobased Affirmative Procurement Program go to http://www.biopreferred.gov http://www.biopreferred.gov/

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

Submit a list of the products to be used in the performance of work to the COR within 30 calendar days after award. The list of materials should include the name of the manufacturer, the brand name, the bio-based content, and the intended purpose or use of each of the materials listed.

1-9 Standard of Cleanliness Provide janitorial services using the best commercial standards and practices that result in the removal of dirt, grime and other foreighn matter so that the facility presents a pleasant, healthy and safe work environment for employees. The interior and exterior of facility is clean to touch and site, disinfected and all visible foreign material is removed. All work shall be performed in accordance with the best commercial janitorial standards for cleanliness and the requirements of this performance work statement. Work is subject to inspection and acceptance by the COR.

Any failures in performance shall be corrected immediately upon notification. Deficient work that cannot be corrected may be subject to an equitable adjustment in contract price.

1-9.1 Facility Cleaning Standards

a. Cleaned floors, baseboards, corners, kick plates result in a uniform appearance free from dirt, debris, dust, scuff marks, heel marks, stains and other foreign matter. Underneath chairs, trash receptacles, and moveable items are free from dirt, debris, stains and other foreigh matter. If items are moved during cleaning they are returned to their original and proper position. Cleaning methods include vacuuming, mopping (dust, damp or wet), and sweeping. This includes facility entryways (interior and exterior).

b. Trash receptacles are empty, odor free, new bags inserted and returned to their initial location. This includes trash receptacles inside and directly outside the facility. Trash may be deposited in the nearest outside trash collection container.

c. Drinking fountains are clean and disinfected eliminating germs, streaks, stains, spots, smudges, scale, mineral build-up and other obvious debris.

d. Interior/exterior windows and screens have all film, dirt, smudges, water and other foreign matter removed from frames, casings, sills and glass.

e. Wash walls have a uniformed appearance with no streaks, detergent residue, smudges, fingerprints, marks, streaks, spills or other debris.

f. Bathrooms and showers are completely cleaned and disinfected to include sinks, toilets, urinals, showers, shwer mats, plumbing fixtures, benches, partitions, dispensers, doors, walls and other surfaces. Surfaces are free of deposits, dirt, streaks and odors.

g. Light coverings have all dirt, debris, bugs and dust removed.

h. Kitchen surfaces and appliances have all dirt, grime, grease, food and other debris removed. Surfaces and appliances are disinfected and wiped clean resulting in no streaks, grease, fingerprints, other debris or odor.

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

1-10 TASKS

Administrative Office and Fire Office

Daily Requirements

1. Empty all wastebaskets and replace garbage bags as needed.

2. Vacuum high traffic carpet areas.

3. Sweep and/or dust mop all non-carpeted floors.

4. Clean bathrooms thoroughly including counters, toilets, mirrors, and sinks using disinfectant. Restock soap, paper towels and toilet paper as needed.

5. Clean breakrooms thoroughly including counters, and sinks. Restock soap, paper towels as needed

6. Sweep all outdoor landings and stairs.

7. Clean drinking fountains.

8. Clean walk-off floor mats.

Weekly Requirements

1. Vacuum all carpet areas (including floor mats).

2. Low dusting/cleaning.

3. Damp mopping of tile floors.

4. Spray cleaning and buffing of tile floors.

5. Clean drinking fountains.

Monthly Requirements

1. Wax and Buff tile floors 1st Saturday of each month.

Quarterly Requirements

1. Clean light fixtures 2nd Tuesday of each quarter.

2. High dusting/cleaning 2nd Saturday of quarter.

3. Clean exterior glass 3rd Tuesday of quarter.

4. Clean interior glass 3rd Saturday of quarter.

5. Clean venetian blinds 4th Tuesday of quarter.

Annual Requirements

1. Shampoo carpets and rugs 2nd Saturday of September.

2. Strip and re-wax tile floors 4th Saturday of September.

1-11 Quality Control Program

The Contractor shall ensure that all of the requirements of the contract are addressed in a Quality Control Plan (QCP). Submit the QCP to the COR at the Prework Conference (Para 1.3). The

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

QCP shall be a system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable or the COR points out the deficiencies. The importance of a QCP that covers all services is critical to the successful performance of the custodial program. The QCP shall include, but is not limited to the following:

(a) An inspection system tailored to the specific building(s) which covers all services stated in the Performance Standards and Guideline Requirements of this contract. The Contractor shall devise a checklist for use during inspections and provide the name of each management individual who will perform the inspections. The checklist must be signed and dated by the inspector at the time the inspection is completed. This inspection shall be conducted at the end of each work shift. Unless the Contractor is the sole contract employee, it is not permissible for the person who performs the work to inspect and accept the work. The Contractor or his/her employees who will complete inspections shall be identified by name.

(b) An on-site file of all inspections conducted by the Contractor and the corrective action required and subsequently taken. This file shall be located in an area agreed upon with the COR and shall be available to the Government at all times. The COR may compare inspections performed by the Contractor’s inspector against the actual conditions of the facilities.

1-12 Government Quality Control and Assurance

The Forest Service relies on the Contractor’s existing quality assurance system for commercial services as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial service being acquired include in-process inspection. Any in-process inspection by the Forest Service shall be conducted in a manner consistent with commercial practice. The Forest Service may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Forest Service shall be resolved under Contract Clause FAR 52.212-4(a), “Contract Terms and Conditions-Commercial Items”.

1-12.1 PERFORMANCE REQUIREMENT SUMMARY: The below table describes the quality level of performance expected by the Forest Service and the means by which the Forest Service may use to validate acceptable services. Acceptance by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the terms and conditions of the contract. The following inspection and acceptance criteria are to be used to determine acceptance of work under this contract.

Performance Requirement Summary

PWS

Para # Required Services

Performance Standards Acceptable Quality Level

(AQL)

Monitoring Method

1-5 GFP Supply Stock

Two week notice is given to the COR to replenish GFP Stock

Facilities are 100% stocked with supplies.

COR observation Valid customer complaint

1-9.1 Facility Cleaning See Para 1-9 No more than 2 valid Valid customer

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

PWS

Para # Required Services

Performance Standards Acceptable Quality Level

(AQL)

Monitoring Method

1-10 customer complaints per month complaint COR observations

1-9, 1-11 Scheduling Services

Services are coordinated with COR and delivered as scheduled

No more than 1 occurence per month where services are not delivered on schedule.

Services are rescheduled and completed within the week originally scheduled.

COR Observations Valid customer

1.11 Quality Control

Program Contractor effectively manages personnel, delivery of services, and quality control and assurance is evident.

Communication and coordination is timely and effective with the COR

Notifications are timely to the COR, no more than 2 late notification per year.

QCP processes are effective with no negative trends noted in delivery of service

COR visual observations and review of Contractor inspection reports

1.11 Quality Control

Program

Communication and coordination is timely and effective with the COR

No more than 1 missed communications or timely coordination with COR per Month

COR visual observations

Valid FS customer

OTHER REQUIREMENTS

1-13 Qualifications Of Contractor Or Employees

The Contractor and his/her employees shall be capable and experienced in janitorial work. The on-site supervisor shall have experience and demonstrated ability in both supervision and custodial work. The Contractor shall provide a list of employees authorized to work under this contract, and will also provide copies of full background checks on these employees, as well as any replacement employees to the Contracting Officer prior to work proceeding, and in accordance FAR 52.204-9 Personal Identity Verification of Contractor Employees.

1-14 Subcontracting The Government reserves the right to approve or disapprove any subcontractors selected. The Contractor shall obtain approval from the CO for all subcontractors prior to entering into any subcontracts. The Contractor's request for approval shall be in writing and include the specific work to be accomplished by the subcontractor.

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

1-15 Standards of Conduct The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and itegrity and shall be responsible for taking such displinary action with respect to its employees as may be necessary.

1-16 Removal From Contract Work The contracting officer or a designated representative may require the Contractor to remove any employee(s) from Forest Service controlled buildings or other real property should it be determined that the individual(s) is either unsuitable for security reasons or otherwise unfit to work on Forest Service controlled property. This shall include, but not limited to, instances where an employee is determined, in the Government’s sole discretion, to be incompetent, careless, insubordinate, unsuitable or otherwise objectionable.

(a) A contractor employee may also be removed where the continued employment of the contractor employee in connection with the Forest Service work is deemed, in the Government’s sole discretion, contrary to the public interest, inconsistent with the best interests of security, or a potential threat to the health, safety, security, general well being or operational mission of the facility and its population.

(b) Where a contractor employee is granted a temporary suitability determination, and an unfavorable final suitability determination is later rendered, the Forest Service may insist on the employee’s removal from the work site and from other work in connection with the Contract.

(c) The Contractor shall be responsible for providing replacement employees in cases where contract employees are removed at no additional cost to the Government.

1-17 Security Of Building The Contractor shall be responsible for locking outside doors and windows and turning off all lights when night cleaning is finished in all areas, unless otherwise directed by Forest Service personnel then in attendance. During the time the cleaning is being done, lights shall be on only in the portion of the building where the work is being done.

The Contractor shall be responsible for seeing that Contractor’s employees do not disturb papers on desks, tamper with computer terminals, open drawers or cabinets, or use telephones except for emergency calls to the police or fire department. Use of Government photocopiers, fax machines, computers, and other Government office equipment by Contractor’s personnel is strictly prohibited. Government office equipment shall not be unplugged, bumped, or disturbed in any manner unless specifically authorized by Government personnel.

Ensure the premises are locked and secure prior to leaving after cleaning services have been completed.

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

1-18 Safety

In order to help keep the buildings safe and secure, report hazardous and safety conditions and any items in need of repair to the COR.

Keep doors closed/locked when in the buildings.

Do not allow ANYONE other than cleaning person(s) access to the buildings or allow anyone to borrow or use door keys or give anyone the entry code.

Do not open doors to anyone you do not recognize. All Forest Service personnel have entrance codes or keys.

The Contractor shall be responsible for instructing his/her employees in appropriate safety measures.

Employees must not place mops, brooms, machines, and other cleaning equipment at locations in such a manner as to create sarety hazards. Cautionary signs shall be displayed in areas where cleaning operations arc in progress which necessitate the use or any equipment or supplies such as buckets, wires, ladders, water, wax, wet floors etc., which could causc a personal hazard.

Contractors shall comply wilh all Federal, State, and Local regulations, laws, codes, and requirements relating to safety.

Fire prevention shall be exercised at all times by the Contractor's employees. Janitor's 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 Contnclor shall report the COR any fire hazards, and if possible, correct them.

The Contractor shall be responsible for maintenance: and upkeep of the MSDS forms and chemical list for all chemicals used and stored on site.

Due to the rural nature of the offices caution should be exercised in the parking areas and outdoor walkways as venomous snakes, spiders, scorpions or other wildlife may be present in the area.

1-19 Deliverables

Deliverable Media Due Date Submit to Biobased Products List

Electronic Word or

PDF

30 calendar days after award

COR

Contractor Onsite Representative

Electronic copy 2 hard copy PDF

At Prework Conference CO and COR

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

List of Contract Employees

Electronic copy 2 hard copy PDF

At Prework Conference CO and COR

Quality Control Plan Electronic copy PDF At Prework Conference CO and COR

1-20 FACILITY MAPS

Cave Creek Ranger District Janitorial Map (1) Phoenix Metro Area Map (1)

Cave Creek Ranger District Sol 127EAU25Q0052 Janitorial Service christopher.wissen@usda.gov

Background