Flathead SO Tally Lake RD Janitorial Contract-PWS.pdf

PERFORMANCE WORK STATEMENT

GENERAL SPECIFICATIONS

SCOPE OF CONTRACT

The scope of this contract is to provide janitorial services for the Administration Building at the Flathead National Forest Supervisor’s Office and Tally Lake Ranger Station, Kalispell, Montana, in strict compliance with the terms, specifications, conditions and provisions contained herein. The Contractor shall furnish all labor, supplies (except Government-furnished property listed below), equipment, transportation, and supervision necessary to ensure that the building will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The Contractor’s workforce shall perform all services associated with general custodial and cleaning duties listed in the technical requirements.

PLACE OF PERFORMANCE

The Flathead National Forest Supervisor’s Office and Tally Lake Ranger Station is located at 650 Wolfpack Way in Kalispell, Montana.

Floor area is approximately 22,150 square feet of floor area. There is approximately 19,750 square feet of carpet area.

SITE VISIT (FAR 52.237-1) (APR 1984)

Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

The following is added:

Interested parties desiring to inspect the work area are asked to make an appointment with Sergio De Leon at the Flathead National Forest Supervisor’s Office, telephone (406) 758-5288.

CONTRACT TIME

The contract time is for a base plus 3-to-4-year option periods. The base contract period shall be from November 1, 2023, through October 31, 2024. However, at the option of the Government, the contract may be renewed yearly for an additional 4-year period. Option Period 1 contract time shall run from November 1, 2024, through October 31, 2025. Option Period 2 contract time shall run from November 1, 2025, through October 31, 2026. Option Period 3 contract time shall run from November 1, 2026, through October 31, 2027. Option Period 4 contract time shall run from November 1, 2027, through October 31, 2028.

SAFETY

Cloths, mops, or brushes containing a residue of wax or other combustible material, subject to spontaneous ignition shall not be stored in the building. The Contractor shall conduct all operations in compliance with the normal safety standards for this type of work.

The contractor shall comply with all OSHA standards for employee safety. It is the Contractor’s responsibility to ensure its employees are properly trained and equipped with personal protective equipment (PPE) for potential hazards.

FNF SO & Tally LK RD Janitorial Services

BUILDING SECURITY AND ENERGY CONSERVATION

A Smart-Card/Entry Card will be signed out to the Contractor. The Card will open the east side door of the Administration Building. The Card shall be returned upon completion or termination of the contract.

Upon completing the scheduled work in the building, the Contractor shall ensure that the entrance/exit doors and windows are locked, even if there are Forest Service employees in the building. Lights shall not be left on or windows open in areas where the Contractor has completed the work.

The Contractor or Contractor's personnel shall not disturb papers or equipment on desks, computers and terminals, open drawers or cabinets, or use the telephones except for emergency calls to police or fire departments.

The Contractor shall prohibit the use of keys or electronic access fobs issued by the Government by any persons other than the Contractor employees. The Contractor shall not duplicate any keys issued by the Government and shall immediately report to the CO any occurrences of lost or duplicated keys or fobs. In the event keys are lost or duplicated, the Contractor may be required to re-key or replace the affected lock(s) without cost to the Government. The Government may, at its option, replace the affected lock(s) or perform re-keying. Cost of such work shall be deducted from the Contractor's payment.

SCHEDULE OF WORK

Cleaning shall be performed Monday through Friday between the hours of 6:00 pm and 5:00 am before the next regular working day for Government employees. Friday’s cleanings may be performed at any time during the weekend.

Provide 48 hour notice to the COR for carpet and window cleaning.

The Contractor is not required to provide service on Federal Holidays except in emergency situations (e.g., broken water pipes, commode or urinal overflow, etc.). The holidays are:

New Year’s Day, January 1* Birthday of Martin Luther King, Jr., third Monday in January Washington’s Birthday, third Monday in February Memorial Day, last Monday in May Juneteenth National Independence Day, June 19 Independence Day, July 4* Labor Day, first Monday in September Columbus Day, second Monday in October Veteran’s Day, November 11* Thanksgiving Day, Fourth Thursday in November Christmas Day, December 25* *(First Monday after holiday if holiday falls on Sunday or Friday before if holiday falls on Saturday.)

SERVICE CONTRACT ACT

See Wage Determination attached.

MEASUREMENT AND PAYMENT

Work will be performed and invoiced on a monthly basis in arrears. The awarded contract value will be expressed as an amount not to be exceeded.

Monthly payments will be made for janitorial services which have been satisfactorily provided during that month. Submit invoices for payment through Invoice Processing Platform (IPP) www.ipp.gov.

Invoice will be reviewed and approved or rejected by the COR within 7 days of receipt of the invoice.

Rejected invoices must be corrected and resubmitted. IPP will advance the approved invoice to the Contracting Officer for payment processing.

GOVERNMENT-FURNISHED PROPERTY

The Government will supply to the Contractor materials, supplies, property or services (hereinafter referred to as "Government-furnished property") as listed below. As supplies need replenishing, the Contractor shall notify the Contracting Officer's Representative (COR) in writing on a monthly basis. Supplies listed below shall be supplied by the Government.

The Government will furnish the following items:

Building access cards. Keys, key cards, or locks necessary for access to areas requiring work under this contract.

Hand soap, toilet paper, paper towels, urinal cakes, room deodorant and garbage can bags.

Dumpster and refuse disposal of all debris, administrative refuse and trash.

Storage space in Government–owned buildings for storage of the supplies and equipment to be used in the performance of the work.

The Government will furnish electrical and water utilities for the Contractor’s use during contract period so long as the Contractor uses these efficiently and economically. The use of Government furnished telephone utility and fax machines shall be limited to local and credit card calls.

Incoming calls will not be accepted on Government telephones.

DAMAGE TO GOVERNMENT BUILDINGS AND EQUIPMENT

Building finishes and equipment soiled or damaged due to the Contractor's operations shall be cleaned, repaired, replaced, or restored to a condition not less than that existing immediately prior to the damage.

CONTRACTOR FURNISHED PROPERTY AND RESPONSIBILITIES

Equipment shall be of commercial quality, size, and type suitable for accomplishing the various phases of work specified and be capable of operating from existing sources of electrical power. The Contractor's equipment shall be in good repair and able to operate efficiently and safely.

The CO may inspect the Contractor's equipment, tools, or supplies at any time and direct the removal of any objectionable, improper, inadequate, or unsafe items. These items shall be removed from the job by the Contractor and replaced with satisfactory equipment.

http://www.ipp.gov/

The Contractor shall provide and maintain a file with copies of Material Safety Data Sheets (MSDS) for all chemical products used under this contract. This file shall be kept in the building and accessible to the CO at all times.

The Government will not be responsible in any way for damage to the Contractor’s equipment or the Contractor’s employees’ personal belongings brought onto the Government premises during the performance of work and this contract.

BIOBASED PRODUCTS

This procurement requires the use of biobased products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced. Where available, these products should first be acquired from among qualified products that fall under the umbrella of items designated through the Federal Biobased Products Preferred Procurement Program

(FB4P).

In compliance of the United States Department of Agriculture's (USDA) Green Purchasing Affirmative Procurement Program (GPAPP), the Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, "Strengthening Federal Environmental, Energy and Transportation Management," and the Federal Acquisition Regulation (FAR) to provide bio-based products.

The Contractor shall utilize products and material made from biobased materials (e.g.,biobased polishes, biobased cleaning fluids, biobased sanitizers) 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 Representative (COR).

The following is a list of categories for products that may be required for performance of custodial/janitorial duties. This list is not all inclusive. Each product submitted for use under this contract must be identified with at least one of these categories (some products may be listed under more than one category). Labeling shall be printed on all containers.

Janitorial Products

All-purpose cleaner Degreaser/cleaner Heavy duty cleaner Deodorizer Carpet shampoo Floor finish Gum Remover Floor finish restorer Disinfectant sanitizer Floor sealer Extraction Fluid Furniture polishes Floor stripper Glass cleaner Neutral cleaner (liquid) Grout sealer Spot and stain remover Lime and scale remover (tub & tile cleaner) Air freshener including dispenser Liquid hand soap including dispenser.

Bathroom cleaner Stainless-steel polish Brass polish/cleaner Toilet bowl cleaner Chrome polish/cleaner White board cleaner Cream cleaner Wood floor cleaner.

Solvent spotter Laundry detergent

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.

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

The Contractor should provide data for their biobased products such as biobased content. In addition to the biobased products designated by the U.S. Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other biobased products. The Contractor shall submit with the initial offer as a part of the Site-Specific Quality Control Plan a list of biobased products to be acquired, used, installed, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the winning Contractor on each anniversary date of the contract shall compile a complete list of biobased products, including the information above, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes. 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.

Within thirty (30) days of contract award, the Contractor shall submit a Biobased Products Operations and Maintenance Plan. This submittal shall be approved by the COR in writing.

The Plan must be reviewed and updated annually, and as required by the COR. The Plan must contain and define the following elements:

The Contractor’s written policy stating its commitment to the use of biobased products, employee health and safety, and sound environmental management practices.

Detail on how the Contractor intends to keep abreast of the development and increasing availability of biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

Proposed biobased custodial products which must be selected in accordance with the criteria included above. At a minimum, the Plan must identify products by brand name for each of the product types.

NOTE: A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

The product guides which define standard operating procedures for instructing staff in the proper use, storage, and disposal of biobased products; proper maintenance of equipment; and other procedures/instructions to accomplish work under this contract.

The Contractor shall provide data on the quantity and dollar values of biobased products used in this contract. The data will be submitted to the COR quarterly.

A demonstration of proper use, an effective training program, and technical assistance are essential to the success of the purchase and use of some biobased products that may function differently than a conventional product.

http://www.biopreferred.gov/

QUALIFICATIONS OF CONTRACTOR’S PERSONNEL

Only personnel trained in custodial and maintenance services shall be allowed to perform work under this contract. Contractor personnel shall be easily recognized as contractor employees. A roster of Contractor personnel employed under this contract shall be provided to the Contracting Officer (CO) 5 days after the notice to proceed is issued. This roster shall list employee names, duties assigned, and the shift/hours and days each employee is scheduled to work. The roster shall also show telephone numbers of the contract manager and/or alternates.

Prior to a change of personnel, a list shall be submitted with names and their experience to the Contracting Officer for approval.

The Government reserves the right to perform a security check on any employee working under this contract. In the performance of a security check, the Government may request additional information such as full names, social security numbers, addresses, and telephone numbers. Failure to comply with this provision may be deemed a breach of this contract.

CONTRACT MANAGEMENT

The Contractor shall provide a contract manager responsible for oversight of work. This individual shall be available to meet with the CO during normal working hours. The name of this person, and any alternate, shall be designated in writing to the CO 5days after the notice to proceed is issued.

QUALITY CONTROL

The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met.

The Contractor shall provide a Site-Specific Quality Control Plan with initial offer.

The Site-Specific Quality Control Plan must contain the following in regards to the purchasing and use of bioprefererd products to be considered Complete:

(a) Identification of all biobased products to be acquired, used, and installed in the performance of custodial/janitorial services and grounds maintenance.

(b) Proposed past performance experience with the use of biobased products in custodial/janitorial services and grounds maintenance; and

(c) Identification of past biobased project management experience in the following areas: Contracts performed using biobased products and dollar amount.

Records of inspections shall be kept and made available to the Government throughout the performance period and for the period after contract completion until final settlement of any claims under this contract.

A description of the inspection system shall include control procedures for any Government provided keys or lock combinations, location of the documented inspections and corrective or preventive actions taken, and a customer comments feedback system.

The Government will evaluate the Contractor's performance under this contract. A variety of surveillance methods may be used (i.e., random sampling, an entire inspection, or customer feedback). When validating customer comments, the possible cause of unacceptable performance will be determined. If any

Government action or lack of action was the cause, the complaint is not valid and deficiencies shall not be counted against the Contractor.

GENERAL DAILY CLEANING SERVICES:

FLOOR CLEANING (EXECPT BATHROOMS)- All carpeted floor aisle ways (including inside doormats) shall be vacuumed daily to be kept free of all visible dirt, paper, litter, and other foreign debris.

All dirt and dust deposits underneath entrance mats and at wall / floor edges shall be removed. All carpeted flooring in conference rooms, dispatch, and individual office spaces (this includes areas under desks and near partitions) shall be vacuumed to be kept free of all visible dirt, paper, litter, and other foreign debris.

Chairs, trash receptacles, and other moveable items shall be moved to maintain flooring underneath these items. All moved items shall be returned to their original position. All carpeted flooring shall be spot cleaned as needed. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tile and linoleum in the break room, and both east entrances shall be swept daily and damp-mopped to keep free of scuff marks, dirt, debris, and other foreign matter. All tile and linoleum in conference rooms, storage rooms, washrooms, and other areas shall be swept daily and damp-mopped to keep free of scuff marks, dirt, debris, and other foreign matter.

BATHROOMS AND SHOWERS- All tile flooring in bathrooms and showers shall be swept and damp-wiped daily to keep free of scuff marks, dirt, debris, ad disinfected. pH neutral cleaners must be used to maintain grout sealant. The inside and outside of all toilets and urinals shall be thoroughly cleaned and disinfected. Surfaces shall be kept free of rust, stains, streaks, scale, scum, urine, and hard water deposits. Urinal Cakes shall be replaced when needed. All showers shall be kept clean, disinfected, and free of rust, residue and water deposits. Chrome plated hardware shall be damp-wiped, polished dry, and free of streaks. Only cleaners designed for chromium shall be used. All sinks shall be kept clean, disinfected, and free of rust, residue, and water deposits. Chrome plated hardware shall be damp-wiped, polished dry, and free of streaks. Only cleaners designed for chromium shall be used. All mirrors shall be kept clean, dry, and free from streaks and residue. All other fixtures (including paper towel and toilet paper dispensers), counter tops, walls, stall dividers, and other surfaces shall be kept clean, disinfected, and free of water deposits, marks, and residue. All supplies for restrooms are stocked sufficiently so that supplies including soap, paper towels, and toilet tissue maintain a continuous supply.

FRONT LOBBY- All tile and linoleum in the front lobby shall be swept and damp-mopped daily to keep free of scuff marks, dirt, debris, and other foreign matter. All carpeted flooring in the front lobby office space shall be vacuumed daily to be kept free of all visible dirt, paper, litter, and other foreign debris.

Chairs, trash receptacles, and other moveable items shall be moved to maintain flooring underneath these items. All moved items shall be returned to their original position. Lobby accent lighting shall be clean and free of dust and cobwebs. Lobby counter shall be damp wiped, disinfected, polished dry and free of streaks.

Lobby windowpanes and sills shall be kept clean. Windows shall be washed, dried, and have a clean, streak free appearance daily. Windowsills shall be kept clean and free of dust daily.

WALLS, DOORS, WINDOWS, AND FIXTURES- All washable surfaces of walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls and fixtures shall be clean and free of smudges, fingerprints, marks, streaks, spills, etc. All baseboard and doorframes shall be kept clean and free of scuff marks. All entryway doors (front, side, rear) window panes and all interior doorway windows shall be washed, dried, and have a clean, streak free appearance.

DUSTING AND COBWEB REMOVAL- DAILY-All counters, ledges, file cabinets, display surfaces, picture frames, and wall corners shall be clean and free of dust and cobwebs. (Cubicle desktops, typewriters, business machines, terminals, consoles, plotting boards and equipment of similar nature shall not be dusted). Cobwebs at all levels shall be removed with each general cleaning.

MONTHLY-All windowsills shall be clean and free of dust and cobwebs.

TRASH DISPOSAL AND WATEBASKET MAINTENANCE - All trash cans shall be emptied and free of paper, food, liquids, and unsightly materials. Trash liners shall be replaced when soiled or torn.

All trash collected must be removed from the building and placed in the proper receptacle. Trash collected shall not be permitted to sit overnight in the Janitor’s closet or collection cart. All BLUE recycling containers shall be emptied, and all recycled paper removed from the facility and taken to a recycling center.

FURNITURE- All fabric furniture in conference rooms and in Library shall be cleaned and vacuumed. All stains shall be removed as needed. All Tables and counters in common areas and conference rooms shall be damp wiped.

OTHER-All drinking fountains shall be cleaned and disinfected. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain shall be free of streaks, stains, spots, smudges, scale and other obvious soil. Concrete sidewalk leading from the front entry to the Visitor Parking Lot and the sidewalk in front of the conference rooms shall be swept. Loose paper and other debris on sidewalk shall be picked up and deposited in trash containers. The fronts, tops, and exposed sides of filing and storage cabinets in the central files room shall be damp wiped.

QUARTELY CLEANING SERVICES:

LIGHT FIXTURES AND VENTILATION DUCTS- All light fixtures, diffusers, vents, fans, and air ducts at ceiling height shall be washed, cleaned and kept free of dust and cobwebs.

WINDOW BLINDS- All blinds shall be dusted and damp-wiped. If blinds are removed for cleaning, blinds shall be reinstalled within 1 working day.

FLOOR CLEANING- All vinyl flooring shall be buffed and sealed in accordance with standard commercial practices. Stationary furniture need not be moved. Outdoor entrance mats shall be cleaned, rinsed, dried and replaced.

BIANNUAL CLEANING SERVICES:

PARTITION CLEANING- All partition walls in conference rooms shall be cleaned in accordance with manufacture recommended practices. (Modernfold Paired Panel 912, 932 & 942) WINDOW CLEANING- All interior windowpanes washed, dried, and have a clean, streak free appearance.

CARPET FLOOR CLEANING- All carpeted flooring (including entrance mats) shall be vacuumed and shampooed in accordance with standard commercial practices. Stationary furniture need not be moved.

ANNUAL CLEANING SERVICES:

TILE FLOOR CLEANING- All tile and grout flooring shall be fully stripped, cleaned using a surfactant, rinsed, dried, and re-sealed in in accordance with standard commercial practices.

VINYL FLOOR CLEANING- All vinyl flooring shall be stripped, waxed (minimum of 3 coats), buffed and sealed in accordance with standard commercial practices. Stationary furniture need not be moved.