CMB_MOR_janitorial_new_contract.pdf

DANIEL BOONE NATIONAL FOREST

MOREHEAD OFFICE JANITORIAL SERVICES SPECIFICATIONS

SCOPE -The Contractor shall furnish all labor, supplies. materials, equipment, transportation, supervision and incidentals, except as listed under government-furnished property; to perform all work required to provide janitorial services for the Morehead Office of the Cumberland Ranger District on the Daniel Boone National Forest in accordance with the attached specifications, terms and conditions of this contract.

LOCATION AND DESCRIPTION - This project is located on the Cumberland Ranger District of the Daniel Boone National Forest in Rowan County, Kentucky and is located at 2375 KY Highway 801 South, Morehead, Kentucky.

The Morehead Office has approximately 4,000 square feet of net usable office, storage and related space.

GENERAL INFORMATION - The Contractor shall provide the Contracting Officer with a list of names addresses, driver's licenses, social security numbers and telephone numbers of all the Contractor's employees who will be working on this contract. The list shall be submitted prior to the first workday of the contract period, and any changes to the list shall be submitted within twenty-four (24) hours of such change.

Smoking will not be permitted in the building at any time by the Contractor or his/her employees. The office is a government facility and has been declared a smoke free facility.

BUILDING SECURITY -The contractor shall keep the building secured at all times while services are being performed. When the contractor unlocks any interior doors for cleaning, the doors shall be re-locked upon departure. The Contractor will be issued keys for the Morehead Office for which they will be held accountable. The Contractor shall receive instructions prior to the beginning of the contract period and shall adhere to alarm, security and lighting procedures at all times.

BUILDING CLEANING SCHEDULE

A regular building schedule is necessary to maintain the appearance and safety of the structure.

The schedule below will be a performance-based service contract. Cleaning shall be performed two times per week on Wednesdays and on Saturdays. The Morehead Office is open five days a week from Labor Day to Memorial Day with office hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. The office is open seven days a week from Memorial Day to Labor Day with office hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, 9:00 a.m. to 6:00 p.m. on Saturdays. Closed on Sundays.

THE PHYSICAL ENVIRONMENT

The main floor of the building is divided into a reception area, exhibit area, conference room, kitchen area, supply room, computer room, copy room, storage room, janitorial closet, and several offices. Two (2) men's and two (2) women's restrooms complete the layout.

SCHEDULE

TASK 2X PER WEEK WEEKLY MONTHLY

Clean and Stock Bathrooms X

Vacuum Floors X Clean & Mop Hardwood Floors X

Sweep/Mop Tile Floors X Pick-up Debris X

Dusting X Clean Exterior Doors X

Clean Refrigerator X Clean Microwave X

Clean Reception Area X Sweep front walkway/Porch/Deck X

Empty Trash Cans X Clean Water Fountains X

Empty Smoking Containers X Clean Windows X

Remove Trash Bags to Dumpster X Water any Plants X

Spot Clean Walls for Smudges of Dirt X

CLEANING MONTHS/DAYS OF THE WEEK

NOTE: Cleaning is expected to occur after the office closes on Wednesdays. The Saturday cleaning from Memorial Day to Labor Day is expected to occur after the office closes at 18:00;

Option: on Sundays when the office is closed.

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

SUN* O O O O O O O O O O O O

WED* X X X X X X X X X X X X

SAT* X X X X X X X X X X X X

SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

Government Furnished. The Government will provide no items to the Contractor for use in the performance of this contract.

Contractor Furnished. The contractor will furnish all necessary expendable supplies for performance such as paper towels, toilet paper, and soap for bathroom dispensers, plastic trash bags, cleaning supplies, floor cleaners and floor wax. In addition to a commercial vacuum cleaner. This property shall be used and maintained by the contractor in accordance with the provisions of FAR 52.245-1, Government Property.

Example of Cleaning Supplies needed:

Hand towels, paper towels, toilet paper, trash bags, hand soap, disinfectant, toilet cleaner, hardwood floor cleaner, glass cleaner

Note: 9-1/4"W x 3-1/8”D Folding towels for use with paper towel dispenser

Sample Equipment Needed: broom, mop, bucket, vacuum, duster, CLEANING WORK QUALITY REQUIREMENTS

OFFICE CLEANING

Trash Collection - Empty all waste containers & change liners as needed. Plastic liners shall not be torn or contain residue. All waste shall be dumped in outside disposal containers.

Cleaning Waste Receptacle - Exterior and interior surfaces of receptacles shall be free of dirt, dust, streaks, and spots. Waste containers shall be washed and disinfected as needed.

Dusting - Dust offices including furniture file cabinets, window sills, ledges, door jambs, pictures, baseboards, interpretive displays, and all other surfaces with a treated dust cloth.

Contractor shall not dust or clean computer equipment. Personal articles, papers or plants should not be moved in order to dust. Contractor should dust around them. Dust all empty areas, hallways, displays and doorways.

Glass Surface Cleaning - Glass surfaces shall be clean and free of dirt, dust, streaks, watermarks and grime and shall not be cloudy.

Floor Maintenance - Dust mop or sweep all uncarpeted areas. Care for hardwood floors as normally recommended. Wet mop uncarpeted areas and bathrooms.

Carpeted Floor Maintenance - Vacuum with electric vacuum cleaner all carpeted areas to remove dust, dirt and litter.

Refrigerator and Microwave Cleaning - Clean both the refrigerator and microwave oven inside and out with a soap and water solution to sanitize. Remove baked-on food particles from microwave.

Porch. Deck and Walk Areas to Offices - Sweep and remove any debris that may have collected in these areas.

Cigarette Disposal - Empty cigarette butts in an acceptable trash receptacle and clean cigarette disposal to include the one located in the gazebo with a warm soapy water solution to sanitize when needed.

Water Fountain Cleaning - Clean and wipe down with disinfectant all drinking fountains. A separate container and materials shall be used for this purpose.

RESTROOM CLEANING:

Wash and sanitize all water closets, seats, urinals, partitions, and changing station. No rust or encrustation shall remain.

Wash and disinfect all lavatory fixtures.

Floors shall be swept, mopped, and disinfected with cleaning materials that removes all dirt, debris, and stains from tile surface and grouted areas. Cleaners used shall not be abrasive and will not damage tile.

Fill hand towel and toilet paper dispensers.

INSPECTION OF CONTRACT

The Service Contract will be inspected and monitored by the designated office staff, who will inspect the job at frequent intervals. Special requests for cleaning above and beyond the contract may be negotiated.

OTHER CONSIDERATIONS

The cleaning schedule of afterhours dictates a key and or a code be issued to the contractor for building access.

An inspection tour of the facility with a complete explanation of duties will be scheduled for potential contractors upon request. To schedule an inspection tour of the facility or for additional information. If for any reason the contractor is unable to fulfill the obligations, the designated Contracting Officer's Representative (COR) or Forest Service Representative must be notified; call John Lysaught at 606-784-6428.

Contractor will not allow anyone into the building except for emergencies.

A list of telephone numbers will be provided to the contractor for emergency contacts.

CONTRACTOR QUALITY CONTROL PLAN (QCP)

The contractor shall develop and maintain a quality control plan to ensure janitorial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-occurrences of defective services. The contractor shall develop quality assurance control procedures addressing the areas identified to be cleaned twice a week, weekly and monthly.

An inspection plan tailored to the specific cleaning tasks required shall be developed. The inspection plan will detail how services at the work site will be inspected to ensure that the outcome of the work meets all the cleaning work quality requirements.

The Contractor shall develop a monitoring plan to identify any deficiencies of work output in relation to the performance standards in this contract, methods of informing employees of deficiencies in their area of responsibility, and a process to ensure that the deficiencies are corrected and do not recur.

The Contractor shall maintain a file of all inspections conducted and any corrective actions taken.

The QCP must be kept current at all times. The system must reflect all contract modifications, changes to the building(s), and physical updates to reflect those changes. A copy of the QCP shall be provided to the COR prior to starting work and a copy of any revisions to the QCP shall be provided to the COR within IO days of the changes.

The Contractor shall review the QCP with the COR and the Contractor's employees once annually so parties have agreement and understanding of what performance is expected under this contract.

The Contractor shall provide the CO and the COR with a copy of the most current QCP and updates.

Writing and monitoring the QCP is the responsibility of the Contractor. The Government will review the plan and related documents prior to starting work, but neither approves nor disapproves the plan. The Governments' interest in the plan is to ensure that the outcome and results of the work being accomplished meets all requirements in this contract. However, the Government must review and accept the QCP or return until acceptable.

CONTRACTOR EMERGENCY PLAN (CEP)

The government's Occupant Emergency Plan (OEP) is used by the COR during building emergencies. Designated contractor personnel, including the on-site supervisors, shall be thoroughly familiar with the government's OEP and shall be trained by the contractor to fully understand their responsibilities.

QUALITY ASSURANCE

The government will periodically evaluate the contractor's performance in accordance with the attached Quality Assurance Surveillance Plan (QASP).

QUALITY AND PERFORMANCE STANDARDS

The contractor through innovation, technology, or other means, shall perform the work tasks in this contract at frequencies necessary to meet the building cleaning schedule and the cleaning work quality requirements. Evaluations of the Contractors work will be based on the standards in the above Section combined with the overall appearance. In order to be affective, the evaluation should be conducted by the Contracting Officer's Representative as close to the time that the cleaning tasks were completed.

GOVERNMENT QUALITY ASSURANCE

The government will make visual inspections on a random basis using the Quality and Performance Standards listed above as an evaluation checklist for inspecting the quality of work performed by the contractor.

The Contracting Officer will provide the contractor with written notification of non-compliance or of customer complaints. The contractor will have one opportunity during the next scheduled service to correct the noted deficiencies.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

JANITORIAL SERVICES, CUMBERLAND RANGER DISTRICT OFFICE

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing the Building Cleaning Schedule and Cleaning Work Quality Requirements. It is designed to provide an effective surveillance method of monitoring contractor performance.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

In this contract the contractor's quality control plan is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensure that the quality control plan approved at the beginning of the contract provides measures needed to lead the contractor to success.

Once the QCP is approved, careful application of the process and standards presented in the remainder of this document will ensure a high quality control program.

The contractor's QCP must include all elements of the Building Cleaning Schedule and Cleaning Work Quality Requirements. The COR will inspect services using a checklist containing all elements of performance and are met in accordance with the QCP.

PERIODIC INSPECTIONS: The COR or designated Inspector will use the attached checklist to periodically check to see if services have been performed in accordance with the Building Cleaning Schedule and the Cleaning Work Quality Requirements and the contractors QCP. The contractor or on-site supervisor/supervisor will sign acknowledge of completed checklist and make any comments and corrections of deficiencies. A copy will be provided to the contractor through the CO or COR. Periodic inspections may be reduced or increased depending on the contractor's performance.

CUSTOMER COMPLAINTS: The COR will validate any customer complaint and document the complaint with the PWS reference. The contractor will be allowed to comment. Re-performance, if needed, shall be performed immediately. The validated complaint will be sent to the contractor to file with their QCP.

THE CONTRACTOR'S QUALITY CONTROL PLAN: The COR will periodically review contractor's approved QCP to ensure the contractor is meeting all requirements of QCP. Deficiencies will be reported to the CO for a review of the plan. Review of the QCP may be rare if level of performance is acceptable.