Grand River Janitorial SOW.pdf

SECTION C – DESCRIPTION/SPECIFICATIONS

AND STATEMENT OF WORK

Janitorial Services Grand River Ranger District Office

1005 5•h Avenue West Lemmon, SD 57638

SCOPE

The purpose of this fixed price contract is to obtain Janitorial services for the property managed by the U.S.

Government at the Grand River Ranger District Office, 1005 5th Ave. West, Lemmon, South Dakota, the contractor shall perform janitorial services in all designated spaces including, but not limited to halls, offices, work areas, entrance ways, lobbies, storage areas, break room, conference room, and bathrooms. Services are to be provided in one building of approximately 2,460 square feet. The Contractor shall furnish all management and labor necessary to ensure that custodial services are performed in a manner that will maintain a satisfactory condition and present a clean, neat and professional appearance.

PERFORMANCE BASED SERVICE CONTACT

This work is being solicited as a performance-based contract. Performance based means the Contractor is responsible for a quality end product. If a quality end product is not provided, an adjustment to the payment shall be made in accordance with the Quality Assurance Surveillance Plan (QASP) and other specifications/requirements descriptions.

NOTE: This is a performance-based service contract. An invoice for services shall be submitted electronically monthly in IPP for approval. Automatic payments shall not be made.

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.

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

A description of the sites specific quality control inspection plan shall be provided at the pre-work meeting before work can begin. The plan shall include control procedures for security of Government-provided items such as lock combinations; location of the inspection documents; corrective or preventive action that will be taken to meet quality standard; and a customer comments feedback.

BUILDING SECURITY

The Contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured. The Contractor shall ensure all doors are locked and close all windows (unless otherwise stated) at the end of each service visit.

The Contactor shall not provide office keys issued by the Government to any persons other than the contract employees. The Contactor shall not duplicate any keys issued by the Government and shall immediately report to the Contacting Officer any occurrences of lost or duplicated keys. In the event keys are lost or duplicated, the Contractor may be required to re-key or replace the affected lock(s) or perform re-keying. Cost of such work shall be deducted for the Contactor’s payment.

SAFETY

The Contractor will be responsible for conducting appropriate safety measures. No one under the age of 18 is allowed on the worksite due to safety reasons.

SUPERVISION AND QUALIFICATIONS

A Tier 1 background Investigation check shall be required on Contactor and any employees (s) prior to award. The BI includes identity proofing and registration, a National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) community background investigation (BI) to Federally-controlled facilities and/or routine access to Federally-controlled information systems must have a successful Tier 1 BI to serve on a contract (example: cleaning crew that requires routine access but not access to information systems shall require a Tier 1 BI and LincPass).

Upon request, a social security number and fingerprints shall be provided to the Contracting Officer Representative (COR).

The Contactor must provide security sufficient to prevent illegal entry into or loitering on the premises, to prevent loss by pilferage or theft, and to admit to the space during off duty hours only those who are authorized to enter.

USDA Mandatory Training Procedures for Contractor Employees

As stated in the USDA Mandatory Training Procedures for Contractor Employees Memo signed by Donald Baker Director of Office of Contracting and Procurement (OCP) November 1, 2023, the following information will be included in all service contracts when a contractor employee has routine physical or network access.

The contractor must ensure their employees (including subcontractor personnel) complete the training courses(s) listed below in the frequency identified. The contractor must maintain records of course completion and provide them to the Contracting Officer or Contracting Officer Representative upon request. Trainings apply to contractor employees and subcontractor employees who have USDA systems or network access. access. Contractor employees who do not require to have USDA systems or network access are exempt. These exemptions, based on this contract type are in place.

GOVERNMENT-FURNISHED PROPERTY

-Keys, locks, or combinations necessary for access to areas requiring work under this contract

-Dumpster for refuse disposal

-Trash can liners

-Storage space for Contractor-furnished cleaning supplies and equipment

-Utilities

-Toilet paper

-Paper towels

CONTRACTOR-FURNISHED ITEMS

All supplies not listed above including cleaning detergents and supplies, brooms, vacuum cleaner, carpet shampoo equipment, and floor mops will be provided by the Contractor to complete the contract requirements.

TECHNICAL SPECIFICATIONS

Janitorial Services for the Grand River Ranger District shall be performed per the following guidelines:

Once weekly, between the hours of 5:00 p.m. to 10:00 p.m., Monday through Friday, or between the hours of 6:00 am to 10:00 p.m. on Saturday and Sunday.

Contractor will inform the COR of their cleaning schedule. On evenings when meetings are held in the building, cleaning will need to be accomplished before or after the meeting. Notification of scheduled meetings shall be furnished to the Contractor.

1. BASIC CLEANING SERVICES

a) All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, as needed, to ensure they have a uniform, glossy appearance and are free of dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

b) All trash containers shall be emptied and returned to their initial location. The trash shall be deposited in the outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

c) Clean all mirrors, front office doors and window glass. After glass cleaning, there shall be no trace of film, dirt, smudges, water, and other foreign matter.

d) Clean and disinfect all surfaces of drinking fountains.

e) Vacuum all carpeted areas. The carpeted area shall be free of all visible dirt and debris. Spots must be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government representative.

f) Vacuum all floor rugs. Rugs shall be free of all visible lint, litter, soil and other debris.

g) Perform general spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots and other evidence of soil. Dust bookcases, tables, and other bare surfaces (excluding employee office desktops). Clean tops of tables in conference room.

h) Clean and disinfect counter, sink, and faucet fixtures in breakroom.

2. BASIC RESTROOM CLEANING SERVICES

a) Clean and disinfect all surfaces of sinks, toilet bowls, lavatories, dispensers, plumbing fixtures, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors.

b) Sweep and mop floors in each restroom. After sweeping and mopping, the entire floor surface shall be free from litter, dirt, dust and debris.

3. PERIODIC CLEANING SERVICES

The frequencies listed with each item are the minimum. The contractor may perform more frequently, if required to maintain level of service.

a) Strip and wax floors as necessary, but no less than once per year, to maintain a uniform glossy appearance. A uniform glossy appearance is free of scuff marks, heel marks, wax buildup, and other stains and discoloration.

b) All carpet shall be shampooed with commercial type equipment at least once per year.

Stationary furniture shall not be moved to facilitate shampooing. Chairs, trash receptacles, and other moveable items shall be moved to shampoo carpet underneath these items. One weeks’ notice is required from Contractor.

c) Clean all interior and exterior windows, screens, casings, and sills at least twice per year

(fall and spring). After windows have been cleaned, they shall be free of all traces of film, dirt, smudges, water and foreign matter.

d) Clean and polish all interior doors including around the door jams. Clean baseboards in all rooms. These services shall be performed at least quarterly.

e) Vacuum and clean light fixtures at least once per year.

4. QUALITY ASSURANCE SURVEILLANCE PLAN – JANITORIAL SERVICES

1. Purpose: This Quality Assurance Surveillance Plan (QASP) describes methods that will be used to monitor the Contractor’s performance. The QASP is not part of the Contract. It is provided to the Contractor solely for informational purposes and is subject to change by the Government during the life of the contract. The Government reserves the right to perform assessments more or less often than outlined in this QASP.

2. Introduction: The QASP establishes methods to assess or evaluate performance of the Contractor under the contract. It is designed to provide an effective method of monitoring Contractor Performance for each objective on the Performance Requirements Summary (PRS) in the contract. The Government is concer-ned with the quality of the services provided, and not with the method that the Contractor uses to pro-vide the services.

3. Responsibility for Quality Control: The Contractor is responsible for quality control and management actions to meet the performance requirements and terms of the Contract. The Government performs quality assurance to assess the quality of services rendered, if the services meet the contract requirements, and if the contract standards are achieved. Quality Control for Commercial Items is in accordance with accepted industry practices.

4. Surveillance Methods: The Government will evaluate the Contractor’s performance under this contract.

Examples of Government surveillance may include:

a. Government Inspections.

b. Customer complaints with verification by the CO.

5. Deduction Methods: The Government will record performance noting any substandard performance.

For substandard performance, the Government’s preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. The Government may also take the following actions:

a. Presentation of a Contract Discrepancy Report requiring a written explanation for substandard performance.

b. Payment deductions in accordance with the PRS.

c. Payment deductions in accordance with the applicable FAR clause(s).

d. Require correction or re-performance of the service.

QUALITY ASSURANCE SURVEILLANCE SUMMARY

Performance Objective Maximum

Allowable Defect Rate

Surveillance Method AQL/Deductions

Overall Cleaning:

Meeting acceptable level of cleanliness as described in PWS for services.

3 defects per month

COR Inspections

Customer Feedback

5% deduction from established monthly rate for the entire room or area being serviced when standards are not met.

Perform Work Within

Schedule Requirements:

Daily, Quarterly, Biannual, and Annual cleaning services performed on time.

2 defects per

2% deduction from established monthly rate for the entire room or area being serviced when standards are not met.

Maintain Security of

Building and Compound Access

1 defect per

2% deduction from established monthly rate for the entire room or area being serviced when standards are not met.

Deduction Threshold. For example, failure to clean the facility two or more times in a one month will result in 5% deduction in payment for the particular Item being Cleaned (i.e. Main Office) for that month.

If the monthly payment is $300.00 and maximum error has been exceeded, the following will be applied:

$300 x .05 = $15.00 deduction for each failure.

5. BIOBASED PRODUCTS

The contractor must comply with the Agriculture Act of 2014; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Farm Security and Rural Investment Act of 2002 9FSRIA), 7 U.S.C.

8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance”, dated October 2, 2009; EO 13423, “Strengthening Federal Environmental, Energy and Transportation Management”, dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products.

All supplies and materials shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased and recycled products.

The following is a list of categories for bio-preferred products that are required for performance of this contract:

Floor Strippers Adhesive and Mastic Removers Air Fresheners and

Deodorizers Furniture Cleaner Bathroom Cleaners Carpet Cleaners

Glass Cleaners Multipurpose Cleaners Microbial Cleaners

Disinfectants Cleaning Tools Metal Cleaners

Corrosion Removers Disposable Containers

For more information regarding the Department of Agriculture Biobased Program go to:

http://www.biopreferred.gov http://www.biopreferred.gov/