DRAFT Oxford Janitorial Statement of Work 6 Jan 22.docx

Contract # xxxxxx SRS Oxford MS Janitorial Service

US Department of Agriculture (USDA)

Statement of Work SRS Oxford, MS Janitorial Services 6 January 2022

Contents

General Information

1.0 Scope of Work.

Provide Janitorial Services as defined in this Statement of Work (SOW) at the frequencies identified in the Task/Frequency List. The contractor shall perform in accordance with the standards defined in this contract. The contractor shall provide all personnel, equipment, labor, supervision, transportation, supplies and materials (including safety), and all other incidentals necessary to provide janitorial and related services as described herein. The contract will be awarded for one base year with 4 option years.

The contractor shall provide all labor, equipment, supplies, services, necessary to perform janitorial services at the Southern Research Station, Forest Hydrology Laboratory at 1000 Front Street, Oxford, MS 38655.

2.0 Background.

The USDA Forest Service is a federal agency. The Forest Service is a land management agency that protects and manages 154 national forests and 20 grasslands in the mainland and in Puerto Rico, encompassing 193 million acres of land, in addition to numerous wilderness, recreation, scenic and other areas. The agency’s mission is to sustain the health, diversity, and productivity of the nation’s forests and grasslands to meet the needs of present and future generations.

The Southern Research Station’s Forest Hydrology Laboratory is a Research Station within the Center for Forest Restoration and Management under the USDA Forest Service.

Custodial services is essential for to Facility Management. Forest Hydrology Laboratory is composed of one office/lab building, a shop building, and a boat shed. Only the office/lab building is included in the janitorial contract. Square footage per building, asset inventory and other pertinent information may be found in Appendixes.

3.0 Definitions

3.1 As used throughout this contract, the following terms shall have the meaning set forth below.

a. Where "as shown", "as indicated", "as detailed", or words of similar import are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

b. Where "as directed", "as required", "as permitted", "approval", "acceptance", or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the Contracting Officer is intended unless stated otherwise.

c. Assigned Office. An enclosed work area designated for one to two persons and their work; not typically intended for use by the general public or multiple persons.

d. Clean. "Clean" shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris, and other residue or foreign matter.

e. Common Area. An interior space which is not designated for any one individual’s use and which is commonly shared or traversed by multiple persons or available to the general public. Examples include, but are not limited to: break room, kitchen, and lobby.

f. Contracting Officer. The Contracting Officer is 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.

g. Contracting Officer Representative (COR). Representative of the Contracting Officer who performs quality assurance evaluations of the Contractor's performance.

h. Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

i. Contractor Representative. A foreman or superintendent assigned in accordance with the "CONTRACTOR EMPLOYEES" clause, Section H.

j. Disinfect. Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

k. Facility. An establishment, structure, or assembly of units of equipment designated for a specific function.

l. Fixture. All installed items attached to building plumbing system including restrooms and drinking fountains.

m. Inspector. The Government employee designated by the Contracting Officer’s Representative to be responsible for monitoring of Contractor performance.

n. Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

o. Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.

p. Regular Working Hours. The Contractor will perform the required Custodial services during the Government's regular (normal) working hours of 07:00 am to 5:00 pm Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer.

q. Response Time. Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site, with appropriate tools, equipment, and materials, ready to perform the work required. Response times are designated in the appropriate technical clauses in Section C.

r. Shredder Containers. Shredder Containers are defined as a receptacle that is attached to a shredding machine and contains shredded paper.

s. Space. A space is an area to receive custodial services which may or may not be considered a room by common definition. Examples of spaces are definable sections of hallways, stairwells, lobbies, offices, entrances, and elevators.

t. Waste Containers. Waste containers are defined as trash receptacles, waste baskets, trash cans, wastepaper baskets, ash receptacles, or any container holding trash, waste paper, or refuse of any type that is labeled as such.

Contractor Requirements

4.0 Technical Requirements / Tasks

4.1 The Contractor shall:

Provide project management for, but not limited to:

a. Meeting performance standards and deadlines.

b. Managing personnel.

c. Ensuring all personnel have appropriate training and resources to provide the required support.

d. The Contractor shall manage the total work effort associated with the custodial services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control.

e. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

f. The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

4.2 Submit a final work plan no later than five business days after the Notice to Proceed.

4.3 Submit a basic Recycling Plan that can be easily implemented by all employees.

4.4 Update the work plan as needed throughout the project.

4.5 The Contractor shall provide the COR with a list of names, copy of identification and telephone numbers of all the Contractor's employees who will be working at this facility. The list shall be submitted prior to the first workday of the contract period, and any changes to the list shall be provided within twenty-four (24) hours of such change.

4.6 The Contractor and all employees shall wear badges or monograms providing ready identification. Employees shall be required to dress neatly, commensurate with the tasks being performed. At no time will anyone visiting the custodial service staff is permitted in the building unless they are providing contractual services and the COR is notified.

4.7 Ensure that all deliverables for all tasks under this award instrument are complete, accurate, delivered according to established schedules to the Government for review, comment, and acceptance, and comply with all applicable federal regulations (i.e., Privacy Act, 508, etc.).

4.8 Maintain a day-to-day collaborative working relationship with the COR/designee.

4.9 Follow all applicable OSHA General Industry Standards, USDA and EPA policies, Rules and Regulations. The use of EPA and USDA biobased products and other eco-friendly products, methods and practices is required. The following is a 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; all-purpose cleaner, degreaser/cleaner, deodorizer, floor finish, disinfectant sanitizer, Glass cleaner, bathroom cleaner. Biobased products that are designated for preferred procurement under USDA's Bio-Preferred program must meet the required minimum biobased content as stated in the USDA final Rule available at www.biopreferred.gov. Additionally, due to allergy considerations, cleaning products without added fragrances should be used whenever possible.

4.10 Custodial services requirements are divided into two groups: Basic services and Other Services.

a. Basic Services. Basic services shall consist of the services listed for the specified spaces. Furniture or other equipment (including waste containers) moved while performing basic services shall be returned to their original position.

b. Other Services. Other service work shall consist of additional services to be performed as part of this contract such as policing grounds, buffing floors, high dusting, cleaning of light fixtures, and interior glass cleaning.

4.11 A COVID19 Safety Best Management Practices is also included.

a. COVID19 Safety. Contractors should comply with COVID-19 safety guidelines as established by the Center for Disease Control (CDC) and local government. Use appropriate combinations of controls to prevent and limit the spread of COVID-19, including the use of personal protective equipment (PPE) to protect workers from any identified hazards. The Contracting Officer Representative (COR), shall be notified immediately of any known COVID-19 cases among contracting workforce.

b. PERSONAL PROTECTIVE EQUIPMENT (PPE) 1.The contractor shall wear all required Personal Protective Equipment (PPE) to ensure the safety of all employees. Examples of required PPE would be: Latex or nitrile gloves, Face shield, Face mask. Note: Additional PPE may be required as recommended by the cleaning and disinfectant product manufacturer.

c. CLEANING AND DISINFECTING: The contractor shall clean all visible dirty surfaces using general detergents or cleaning products compatible with the surface materials being cleaned and in accordance with directions provided by the product manufacturer. The contractor shall wipe down all solid, high contact surfaces using a disinfectant from the EPA-registered list of products identified as effective against Novel Coronavirus SARS_CoV-2 (https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2), or other product containing the same active ingredient(s) at the same or greater concentration than those on the list. Contactor shall use the product in accordance with directions provided by the manufacturer. Examples of solid, high contact surfaces include but are not limited to” handrails, door knobs, light switches, countertops, water faucets and handles, work surfaces, sinks, toilets and shower control handles or buttons, restroom stalls, toilet paper and other paper dispensers, door handles and push plates, water cooler and drinking fountain controls. Disinfected surfaces should be allowed to air dry. All Restroom(s)(toilets, partition, handles, rails and showers if applicable), Waterfountain(s), Kitchen(s) countertops, cabinet handles, Touchpoints (bannisters, exit door handles, office door handles)

d. WASTE REMOVAL FROM FACILITY: All waste collected on the day of performance must be removed and disposed of in the approved dumpster as stated in the contract. PPE such as gloves, face masks (with the exception of a face shield, which must be disinfected prior to use) in the performance of the contract must be disposed of after each performance to reduce the risk of cross contamination

e. DEFINITIONS TECHNICAL. As used throughout this contract, the following terms shall have the meaning set forth below. Clean. "Clean" shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris, and other residue. Disinfect. Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

5.0 Government Furnished.

5.1 Dumpster: The contractor will dispose of the trash and refuse in the dumpster located in the immediate vicinity. Dumpster doors shall be closed after each use.

5.2 Utilities: The Forest Service will provide utilities to operate equipment and water necessary to complete the work and a storage closet for supplies.

5.3 Storage: The Government will furnish an unsecured area for storage of contractor furnished materials. The Contractor shall maintain such storage areas to the same standards as similar areas occupied by the Government. No hazardous materials are to be stored in the facility.

5.4 Supplies:

6.0 Contractor Furnished

6.1 Except for items listed in Section 5 above, the Contractor shall provide all supervision, labor, equipment, materials, supplies, and services to perform the requirements of this contract.

6.2 The Contractor shall manage the total work effort associated with the custodial services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

a. Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and reports on the status of Service Call and Other Services work shall be provided when requested by the Contracting Officer.

b. Work Schedule. In addition to the requirements stated in the "WORK SCHEDULE" clause in Section F, the Contractor's initial work schedule shall indicate the hours of the day and the day of the week services will be performed. The schedule shall list the type of work to be performed and the areas to be worked. When scheduled services performed twice weekly or less frequently fall on a holiday, alternate dates shall be specified. The initial work schedule shall be submitted to the COR for approval within 15 days after award. Once approved, all work shall be performed in strict compliance with the work schedule to facilitate the Government's inspection of the work. Changes to the work schedule shall be submitted for the COR’s approval at least three working days prior to performance. In preparing the work schedule, the Contractor shall comply with the following general requirements:

(1) Except as may otherwise be specified, all work shall be performed during the Government's regular working hours, as specified in the "DEFINITIONSTECHNICAL" clause.

c. Safety Data Sheet (SDS). The Contractor shall comply with all State and Federal laws pertaining to hazardous material use, handling and storage. The Contractor shall supply and maintain on site an SDS for each cleaning solution used under this contract.

d. Training Certifications. The Contractor shall ensure their employees complete any required Federal training. The Contractor must provide proof of completion within 10 business days after assignment by the COR and CO.

6.3 Interference with Government Business. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall be responsible to make every effort to minimize the impact of the interference, inconvenience, customer discomfort, etc.

6.4 Protection of Government Property. During execution of the work, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces from materials/cleaners not intended to be used on that surface. Accidental splashes shall be removed immediately. The Contractor shall repair and return areas damaged, as a result of work under this contract, to their original condition, to include painting, refinishing, or replacement, if necessary, at no cost to the Government. The Contractor is prohibited from using Government telephones, facilities, or office equipment provided for official Government use. Smoking is not be permitted in the building at any time.

6.4 Locked Areas The Contractor is required to re-lock areas after completion of work, even if area is found to be unlocked when he arrives to perform services. The Contractor shall be provided a key(s) to gain access to areas requiring service. The COR should be immediately notified if a key is lost.

6.5 Security. The Contractor shall provide the COR with a list of names, addresses, and telephone numbers of all the Contractor's employees who will be working at this facility. No employee will be permitted in the building prior to completing and submitting the required PII sheet and two fingerprint cards issued by the contracting agency. This list and completed forms shall be submitted prior to the first workday of the contract period, and any changes to the list shall be provided within twenty-four (24) hours of such change. Once contacted by the Forest Service, Personnel Security staff, each contract employee must complete and submit the eQuip application and form OF-306 within 14 business days. Contract employees are to respond to any follow up requests from Personnel Security staff for missing application data within 2 business days. Contract employees must respond within 2 business days of notification that their LincPass ID is ready to be scheduled. Failure to comply with these timelines will result in blocked access to the building.

7.0 Deliverables / Schedule

Task Frequency Table

8.0 Performance Requirements

8.1 Performance requirements for the custodial service contract for the Oxford Site in Oxford, MS, include the following and shall be performed in accordance with the Custodial Services, Frequency of Services.

8.2 All buildings can be serviced any day Monday – Friday during normal business hours.

8.3 Space Cleaning. Space cleaning shall consist of the following services each time a space is cleaned.

a. Emptying Waste Containers/Trash Collection. All waste containers in the buildings shall be emptied in accordance with the schedule above and any plastic liner soiled with food wastes or if soiled or leaking shall be replaced with a new plastic liner. If waste containers are soiled or have odor, they shall be washed inside and outside utilizing a disinfectant and shall be made free of odors. After washing, containers shall be wiped dry and new plastic liners installed. All items placed adjacent to waste containers and marked "TRASH or WASTE" shall also be removed and properly disposed of. All waste collected shall be disposed of in the appropriate dumpster. Waste that falls on the floor and on outside grounds during the waste removal shall be picked up and disposed of by the Contractor.

b. Low Dusting/Cleaning. All furniture, the top surface of all partitions, equipment, handrails in stairways, ventilation grills, horizontal surfaces, and windowsills shall be dusted. Walls, and doors shall be wiped clean (including glass in partitions and doors) to a height of 7 0" above the floor level. Corridor, lobby, and entrance walls and doors shall be dusted and cleaned if necessary. Miscellaneous hardware and bright metal work shall be wiped clean. Drinking fountains shall be cleaned and disinfected. All surfaces of drinking fountains shall be free of stains, smudges, and scale. All personal items on desks, shelves, window sills shall not be moved by the Contractor to perform dusting.

c. Kitchen/Break Rooms. All counters surfaces shall be wiped clean with a disinfecting cleaner. All tables and chairs shall be wiped cleaned. The floors shall be sweep and mopped. Floors shall be mopped with an approved cleaning solution to remove dirt, streaks, smears, and stains. All waste containers shall be emptied and the liner replaced. Soiled waste containers shall be washed inside and outside utilizing a disinfectant and shall be free of odors. After washing, containers shall be wiped dry and new plastic liners installed. Walls shall be wiped clean. The outside and inside surface areas of the microwave, vending machines shall be wiped clean. The outside surface areas of the refrigerators, countertops, sink and sink areas shall be wiped clean utilizing a disinfectant. The Contractor shall replenish the soap and paper towel dispensers. If the dispensers are emptied before the next scheduled servicing, the Contractor shall replenish them at no additional cost to the Government. The Contractor shall provide all required supplies.

d. Emptying Recycling Containers. All recycling containers in the buildings shall be emptied into the appropriate recycling bins on site (Cardboard, Paper, and Plastic/Tin/Aluminum). If recycling containers are soiled or have odor, they shall be washed inside and outside utilizing a disinfectant and shall be made free of odors. After washing, containers shall be wiped dry.

8.4 Floor Care. Floor care shall consist of the following each time services are performed.

a. Sweeping/Dust Mopping. Concrete/quarry tile, terrazzo, wood, and resilient flooring shall be swept or dust mopped so as to remove all loose dirt, dust, and debris.

b. Vacuuming Carpets and Rugs. Prior to vacuuming carpets and rugs all debris such as staples, paper clips, etc shall be removed and properly disposed of. Carpeted areas and rugs shall be vacuumed free of all loose soil and debris.

c. Damp Mopping. Prior to damp mopping, floors shall be swept/dust mopped. Floors shall be damp mopped with an approved cleaning solution to remove dirt, streaks, smears, and stains. The Contractor is required to remove all scuffmarks.

d. Walkoff Mats. Prior to vacuuming of walk-off mats (by building entrances/exits) loose debris shall be removed and properly disposed of. Each time floors are swept/dust mopped or vacuumed, walkoff mats in that area shall be cleaned. Soil and moisture underneath mats shall be removed and the floor shall be cleaned as appropriate along with the rest of the floor. The mats shall be returned to their original locations afterwards. The Contractor shall report, in writing to the COR, all walkoff mats that are worn out to the point of being ineffective.

8.5 Restroom Services. Restroom services shall consist of the following each time services are performed.

a. Cleaning Restrooms. Restroom fixtures, including water closets, urinals, lavatories, sinks, light switches, and door handles shall be washed inside and outside utilizing a disinfectant, and shall be free of stains and odors. Pumice sticks and an approved toilet bowl cleaner shall be used to remove stains from urinals and water closets. Brushes, sponges, and cloths that have been used to clean any other part of the restroom (including water closets, urinals, walls, floors, and partitions) shall not be used to clean lavatories or sinks. Floors shall be swept free of dirt and mopped with a disinfectant. Floor drains shall be cleaned and flushed with a disinfectant. Partitions, walls, and doors shall be cleaned free of dirt, stains, and graffiti. Stainless steel partitions should be cleaned and polished free of streaks, smudges and oily residue. Mirrors shall be cleaned and polished. All fixtures and hardware shall be cleaned. Waste containers shall be emptied, disinfected, and plastic liners replaced when soiled. If present, shower stall rooms and locker/dressing rooms shall be considered part of the restrooms, and cleaned accordingly. All sanitary waste containers in the women’s restrooms are to be emptied.

b. Servicing Restrooms. Servicing restrooms shall include inspecting, replenishing, and cleaning dispensers. Restroom supplies shall include, but are not limited to, paper towels, toilet tissue, urinal screens/deodorizers, disposal seat covers, sanitary disposal bags and soap. The Contractor shall stock restrooms with sufficient supplies to insure that the supplies will last until the next scheduled service. If dispensers become empty before the next scheduled servicing, the Contractor shall replenish them at no additional cost to the Government. The Government shall provide all required restroom supplies.

8.6 OTHER SERVICES Other Services shall consist of providing miscellaneous cleaning tasks within the scope of the contract.

a. Exterior Cleaning. Paper, bottles, cans, and all other trash and refuse shall be removed from sidewalks, porches, and other areas within 30 feet on each side of the specified facilities. All ash trays and ash receptacles shall be emptied and cleaned free of tobacco residue. All removed items shall be bagged and deposited in the proper dumpster. All adjacent walls, door/window frames near entrances to the building, shall be cleaned free of cobwebs, insects, nests and debris up to 12 ft.

b. Cleaning Exterior Glass. The Contractor shall thoroughly clean all exterior glass surfaces, window frames, sills, and sashes, from the ground line up. All glass surfaces shall be cleaned and left free of streaks and stains, and shall be wiped dry. All paint, putty, film, and foreign matter found on glass surfaces shall be removed. Where storm windows exist, exterior window cleaning shall include both sides of the storm window and the outside of the inner glass, and shall be counted as three separate surfaces for reimbursement purposes.

c. Cleaning Interior Glass. The Contractor shall thoroughly clean all interior glass surfaces and associated window frames, sills, and sashes up to 12’ – 0” from floor level. All glass surfaces shall be cleaned and left free of streaks and stains, and all adjacent surfaces wiped dry. All paint, putty, film, and foreign matter found on glass surfaces shall be removed.

d. Cleaning Chairs in Public Spaces. Chairs shall be cleaned free of all loose soil, hair, stains, spots and other debris and placed for drying. After drying, chairs shall be returned to their original positions.

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