HBB JANITORIAL SERVICES SPECIFICATIONS FY202125.pdf

JANITORIAL SERVICES SPECIFICATIONS

USDA, ARS, HONEY BEE BREEDING, GENETICS &

PHYSIOLOGY RESEARCH UNIT

1157 BEN HUR ROAD

BATON ROUGE, LOUISIANA

May 1, 2023

Scope of Work

SPECIFIC REQUIREMENTS

The Contractor shall provide non-personnel services in accordance with the frequencies indicated on the “Matrix of Services”, perform Janitorial Service for the USDA, ARS, Honey Bee Breeding, Genetics & Physiology Research Unit, Baton Rouge, Louisiana. Such services will be performed during the hours of 8:00 a.m. to 4:00 p.m. Monday through Friday for the period of July 17, 2023- July 16, 2024 excluding weekends and holidays. Periodic cleaning requirements which can be accomplished more efficiently during periods of extended site availability may, subject to pre-coordination with the COR, be performed on weekends and holidays. Approximate square footage of building is 9000 square feet.

The Janitorial Service contract covers the base year and 4 option years as follows:

Year Period of Performance

Base Year July 17, 2023- July 16, 2024 1st Option Year July 17, 2024- July 16, 2025 2nd Option Year July 17, 2025- July 16, 2026 3rd Option Year July 17, 2026- July 16, 2027 4th Option Year July 17, 2027- July 16, 2028

A. The Contractor shall be responsible for its own transportation.

B. The Government will provide items for the restrooms such as toilet paper and hand towels. The contractor shall supply the necessary equipment, supplies and materials to perform the required duties as outlined to clean the Main Building (Building 11): Offices, Bathrooms, Laboratories and Hallways; the Bee Manipulation Building (Building 006): the Bathroom; the Barn (Building 13): Offices, Bathrooms, Kitchen, Hallway and Laboratories. Limited exposure to “Bees” will occur at this location.

C. In order to comply with the Service Contract Act, please incorporate into your quote, the following minimum wage and fringe benefits as detailed on the Wage Determination attached.

GENERAL REQUIREMENTS

A. SUPERVISION OF EMPLOYEES:

Prior to commencement of services under this contract, the Contractor shall furnish to the Contracting Officer the name of the individual who will be working at the Baton Rouge facilities.

B. RESPONSIBILITY FOR PERFORMANCE

The Contractor shall be directly responsible for all work performance specified in the contract. The Contractor shall provide adequate supervision at all times of the work which his/her employees are performing to ensure its complete and satisfactory performance in accordance with the terms of the contract.

C. EMERGENCY AND UNSCHEDULED JANITORIAL SERVICES

D. LOST AND FOUND PROPERTY

The Contractor shall ensure that all articles of possible personal or monetary value found by the Contractor’s employees on the premises of this installation are turned over to the Contracting Officer. At the time of their discovery, such items shall be tagged to identify the location at which they were found.

E. CONDUCT OF CONTRACTOR EMPLOYEES

They shall not disturb papers on desks, open desks or cabinets. Contractor personnel shall utilize conservation policies by not adjusting any heating or cooling devices and by turning off lights in unoccupied areas unless otherwise directed. Contactor personnel shall, in no event, enter any area to which access is restricted.

1. TECHNICAL REQUIREMENTS

Services performed under this contract shall be subject to inspection and approval of the Contracting Officer or his/her representative. This section outlines the minimum acceptable standards of performance.

A. SWEEPING AND MOPPING

After sweeping and mopping operations, all floors shall be clean and free of dirt streaks;

no dirt shall be left in corners, under furniture, behind doors. No dirt shall be left where sweepings were picked up. There shall be no dirt, trash or foreign matter under desk, tables or chairs. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil, stains, film, debris or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area.

B. CLEANING WINDOWS

After the window has been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills and glass.

C. TRASH REMOVAL

All waste basket and other trash containers within the area shall be emptied and returned to their initial location. Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners in such receptacles shall be replaced. The Contractor shall pick up any trash that may fall onto the facility or grounds during the removal of such collected trash.

The trash shall be deposited in the nearest outside trash collection point.

D. FLOOR MAINTENANCE

All areas accessible to the floor machines shall receive floor maintenance. Chairs, trash receptacles, and easily movable items shall be titled or moved to maintain floors underneath. After receiving floor maintenance, the entire floor shall have a uniform, glossy appearance, free of scuff marks, heel marks, and other stains and discolorations.

Floors shall be allowed to dry thoroughly after rinsing. All floors unless otherwise designated shall have a uniform coating of nonskid floor finish. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. After cleaning operations have been completed, all office furniture or other items moved shall be placed in their proper position and the building shall be left in an orderly condition.

Floor maintenance includes dry buffing, spray buffing, stripping and waxing. Extremely stubborn spots - - gum, rust, burns, etc. - - shall be removed by hand. Corners and other areas that the floor machines cannot reach shall also be cleaned by hand.

E. VACUUMING CARPET

After being vacuumed, the carpeted floor shall be free of all visible litter and soil. Any spots shall be removed as soon as noticed. All tears, burns and raveling shall be brought to the attention of the COR.

F. CLEANING DRINKING FOUNTAINS

Disinfect all polished metal surfaces, including the orifices and drain. After cleaning, the entire drinking fountain shall be free from streaks, stains, spots, smudges, scale, and other obvious soil.

G. CLEANING LIGHT FIXTURES

H. CLEANING GLASS

Includes all glass partitions, interior and exterior glass doors, display cases, directory boards, draft shields on windows, mirrors and adjacent trim. After glass cleaning, all traces of film, dirt, smudges, water and other foreign matter shall be removed.

I. CLEANING WALK-OFF MATS

Entrance mats shall be vacuumed to remove soil and grit and to restore resiliency of the mat. Rubber or polyester entrance mats shall be swept, vacuumed, or hosed-down outside to remove soil and grit. Soil and moisture underneath entrance mats shall be removed and mats returned to their normal location.

J. LOW DUSTING

After low dusting, all dust, lint, litter, and dry soil shall be removed from the horizontal surfaces of desks, chairs, file cabinets, and other types of office furniture and equipment and from horizontal ledges, window sills, hand rails, etc. to a line 7’ 0” above floor level.

There shall be no dust streaks or marks left by dusting tools.

K. HIGH DUSTING

After high dusting, all dust, lint, litter, and dry soils shall be removed from all surfaces above 7’ 0” from the top of the floor surface. Venetian blinds, where installed, are included in high dusting. There shall be no dust streaks or marks left by dusting tools.

L. SPOT CLEANING

Remove smudges, fingerprints, marks, streaks, etc. from washable surfaces of walls, partitions, doors, and fixtures. Germicidal detergent shall be used in all restrooms, locker rooms, break areas, and drinking fountains. After spot cleaning, the surface shall have a clean, uniform appearance free of streaks, spots and other evidence of removed soil.

M. DE-SCALING TOILET BOWLS AND URINALS

After de-scaling, the entire surface shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

N. RESUPPLYING REST ROOMS

Rest rooms shall be stocked so that supplies do not run out.

O. BIOBASED PRODUCTS REQUIREMENT

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 to provide biobased products.

The Contractor shall utilize products and material made from biobased materials (e.g.

biobased greases; biobased hydraulic fluids, biobased absorbents) 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 an example 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.

It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

All-purpose cleaner Heavy duty cleaner Carpet shampoo Gum remover Degreaser/cleaner Deodorizer Floor finish Floor finish restorer Disinfectant sanitizer Extraction fluid Floor stripper Floor sealer Furniture polish Glass cleaner Neutral cleaner (liquid) Stain remover Air freshener including dispenser Bathroom cleaner Brass polish/cleaner Chrome polish/cleaner Liquid hand soap including dispenser Lime and scale remover (tub and tile cleaner) Grout sealer Stainless steel polish

Toilet bowl cleaner White board cleaner Wood floor cleaner Laundry detergent Cream cleaner Solvent

Biobased products that are designated for preferred procurement under USDA's' BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at 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 proposal a complete list of biobased products, indicating the name of the manufacturer, cost of each material, 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.

SPECIFIC TASKS

A. BASIC CLEANING

The contractor must provide cleaning for the areas at the frequencies listed under task frequency in the “Matrix of Services”. The contractor shall provide a schedule of specific dates to perform monthly and quarterly tasks to the contracting officer 10 days prior to performing the task.

B. CLEAN AND SUPPLY REST ROOMS

The Contractor shall perform the following work:

1. Remove trash

2. Sweep and mop floors

3. Low dusting

4. Spot cleaning (removing bee wax from floors)

5. Restocking restroom supplies

6. Completely damp clean and disinfect all surfaces of toilet bowls, urinals, lavatories, showers, dispensers, and other such surfaces, partitions, stalls, stall doors, and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

7. De-scaling toilet bowls and urinals

C. PERIODIC CLEANING

http://www.biopreferred.gov/

The Contractor is responsible for performing the following cleaning items:

1. High dusting

2. Window cleaning

3. Light fixtures

4. Stripping and refinishing of floors

5. Low dusting

6. Cleaning Venetian Blinds

INSPECTION BY THE GOVERNMENT

To insure compliance with all contract specifications, terms and conditions, and to perform those services as provided of under the “Inspection and Acceptance” clause of the General Provisions, the Government has assigned to this contract a Contracting Officer’s Representative (COR). The COR will review the performance of services required under the contract; check and report to the Contracting Officer in accordance with the work received, check and verify complaints related to alleged Contractor non-compliance with specification requirements; and re-inspect those areas reportedly failing to comply with specification requirements to assure the Contractor took corrective action.

A. INSPECTION OF BASIC CLEANING

The COR or other designated monitors will make random inspection of the parts of buildings for which contractual services are to be provided. Deficiencies found by or reported to the COR will be brought to the attention of the Contractor’s Project Manager.

Any and all deficiencies so identified must be corrected by the Contractor on the same day.

B. INSPECTION OF PERIODIC CLEANING

In accordance with the requirements stipulated under paragraph A.3 of General requirements, the Contractor shall notify the COR of any major work scheduled to be performed in order that the COR may inspect the performance of the task. In the event the Purchasing Agent identifies deficiencies while inspecting the task the COR will advise the Contractor’s Project Manager and require corrective action be taken. Any and all such deficiencies must be corrected within five (5) working days after having been identified.

C. REPORT TO CONTRACTING OFFICER

Should any disputes arise over any inspection report the contractor should communicate directly with the Contracting Officer. The Contractor is reminded that only the Contracting Officer can make any changes to the contract and therefore the Contractor should direct all correspondence to the Contracting Officer.

TASK FREQUENCY CODES

D - DAILY

D2 - TWICE DAILY

W - WEEKLY

2W - TWICE WEEKLY

3W - 3 TIMES WEEKLY

4W - 4 TIMES WEEKLY

5W - 5 TIMES WEEKLY

6W - 6 TIMES WEEKLY

7W - 7 TIMES WEEKLY

M1 - MONTHLY

M2 - EVERY OTHER MONTH

M3 - QUARTERLY

M4 - EVERY FOUR MONTHS

M6 - SEMI-ANNUALLY

Y - ANNUALLY

AR - AS REQUIRED

WV - WHEN VACANT

MF - MON – FRI

FM - FRI – MON

IV - ONCE EACH VACATION PERIOD

Pertains to Honey Bee Lab Research Unit

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SWEEP/VACUUM

FLOORS

1W 1W 1W 1W 1W 1W 1W 1W 1W

MOP FLOORS

LOW DUSTING

HIGH DUSTING

M1 M1 M1 M1 M1 M1 M1 M1 M1

CLEAN AND SUPPLY

REST ROOM

SPOT CLEANING

GLASS CLEANING

INTERIOR WINDOWS

DRINKING

FOUNTAINS

WALK-OFF MATS

PREFERRED CLEANING SCHEDULE IS SET UP FOR: MONDAY, TUESDAY, THURSDAY and

FRIDAY

The contractor must provide cleaning for the areas at the frequencies listed under task frequency in the “Matrix of Services”. The contractor shall perform those task that are required on a weekly and monthly basis..