ID10180005_RFP_EPA_Custodial_Services.pdf

Request For Proposal ID10180005 PAGE 1

SECTION A – SOLICITATION/CONTRACT FORM

REQUEST FOR PROPOSAL (RFP)

ID10180005

Custodial Services in support of:

U.S. Environmental Protection Agency (EPA)

Located in Chapel Hill, North Carolina

Issued to:

8(a) Contractors

NAICS 561210

Conducted under FAR 12

Issued by:

The General Services Administration (GSA) Federal Acquisition Service (FAS)

Professional Services and Human Capital Categories (PSHC) Office of Contract Operations (CON)

400 15th Ave NW

Auburn, WA 9800

Request For Proposal ID10180005 PAGE 2

SECTION B – SERVICES AND PRICES/COSTS

B.1 GENERAL

The contractor shall perform the effort required by this contract for custodial maintenance services. The work shall be performed as set forth in this contract and all applicable laws and regulations.

B.2 SERVICES AND PRICES/COSTS

This contract will be structured as a base one-year period followed by four one-year option periods. The contractor shall perform the effort required by this contract on a Firm Fixed Price (FFP) basis for all Contract Line Item Numbers (CLIN) except CLINS for emergency and snow/ice removal which will be on a Time and Material (T&M) basis.

The following abbreviations are used in this price schedule:

Approx. Approximately NTE Not To Exceed CLIN Contract Line Item Number FFP Firm Fixed Price PWS Performance Work Statement QTY Quantity SF Square Feet T&M Time and Material

CLIN Period of Performance (POP) Price ___

CONTRACT BASE PERIOD - POP: June 1, 2018 - May 31, 2019

NOTE: ALL POP DATES ARE TENTATIVE, dependent upon the date of Contract award. The start date for the Base Period shall begin on the date of award and last for one 12 month period. Each 12 month Option Period shall correspond to the same POP dates (month and day) as established at time of Task Order award for the Base Period.

CLIN Description Qty Unit Unit Price Total Price

0001 General Cleaning

0001AA 30 Day Transition-in Period 1 Month $______ $________

0001AB General Cleaning for June xx, 2018 – May xx, 2019 11 Months $______ $________

TOTAL FFP CLIN PRICE $________

BASE PERIOD OPTIONAL CLINS

0002 Childcare Services

0002AA FFP EPA Childcare (FEELC)

*See Note #1

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0003 T&M Emergency Services Laborer: Outside

Normal Work Day

NTE

Hours $______ $________

0004 T&M Snow Removal/Ice Control Laborer:

Outside Normal Work Day Hours

NTE

0005 FFP Dumpster Services

0006 FFP Recyclables

0007 FFP Composting

NTE

1,000

Pounds $______ $________

0008 FFP Door Mat Service

0009 FFP Pavement Sweeping (after hours)

4 Quarters $______ $________

NOTE #1: This monthly optional service, which will begin upon award at any time during the current contract year, but no sooner than the completion of the 30 day Transition-in period, will continue through the remaining portion of the CLIN and applicable contract period. Upon initial exercise, it is the intent of the Government, although not guaranteed, that the following option year periods would be exercised as well. Optional services will not be exercised for a partial period. Services will begin at the beginning of the month.

Window Cleaning The following optional service Sub-CLINs will be exercised only as needed. Sub-CLIN Options may be individually exercised at any time during the period of July 1, 2018 – May

31, 2019.

EPA Human Studies Facility

0010AA Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 0010AB Exterior, 25 feet and above: approx 17,446 sf 1 Lot $______ $________

0010AC Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 0010AD Exterior, 25 feet and above: approx 17,446

EPA Main Facility

0011AA Interior, between 9 and 25 ft: approx 664,970 sf

1 Lot $______ $________

0011AB Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 0011AC Exterior, 25 feet and below: approx 105,697 sf

0011AD Exterior, 25 feet and above: approx 641,155 1 Lot $______ $________

Request For Proposal ID10180005 PAGE 4

0011AE Interior, between 9 and 25 ft: approx

664,970 sf 1 Lot $______ $________

0011AF Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 0011AG Exterior, 25 feet and below: approx 105,697 sf 1 Lot $______ $________

0011AH Exterior, 25 feet and above: approx 641,155

EPA NCC

0012AA Interior, between 9 and 25 ft: approx. 1,170

1 Lot $______ $________

0012AB Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 0012AC Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 0012AD Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

0012AE Interior, between 9 and 25 ft: approx. 1,170 sf 1 Lot $______ $________

0012AF Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 0012AG Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 0012AH Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

EPA Childcare Center

0013AA Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 0013AB Exterior, 25 feet and below: approx. 3,936

0013AC Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 0013AD Exterior, 25 feet and below: approx. 3,936

TOTAL BASE OPTION PERIOD CLINS $________

OPTION PERIOD ONE – POP: JUNE 1, 2019 – MAY 31, 2020

1001 General Cleaning for June 1, 2019 –May

31, 2020 12 Months $_______ $________

OY1-OPTIONAL CLINS

1002 Childcare Services

1002AA FFP EPA Childcare (FEELC)

12 Months $______ $________

1003 T&M Emergency Services Laborer: Outside

Request For Proposal ID10180005 PAGE 5

1004 T&M Snow Removal/Ice Control Laborer:

Outside Normal Work Day Hours

NTE

1005 FFP Dumpster Services

1006 FFP Recyclables

1007 FFP Composting

1008 FFP Door Mat Service

12 Month $______ $________

1009 FFP Pavement Sweeping (after hours) of the 30 day Transition-in period, will continue through the remaining portion of the CLIN and applicable contract period. Upon initial exercise, it is the intent of the Government, although not guaranteed, that the following option year periods would be exercised as well. Optional services will not be

The following optional service Sub-CLINs will be exercised only as needed. Sub-CLIN Options may be individually exercised at any time during the period of June 1, 2019 – May 31, 2020.

1010AA Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 1010AB Exterior, 25 feet and above: approx 17,446

1010AC Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 1010AD Exterior, 25 feet and above: approx 17,446

1011AA Interior, between 9 and 25 ft: approx

1 Lot $______ $________

1011AB Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 1011AC Exterior, 25 feet and below: approx 105,697 sf 1 Lot $______ $________

1011AD Exterior, 25 feet and above: approx 641,155

1011AE Interior, between 9 and 25 ft: approx

Request For Proposal ID10180005 PAGE 6

1011AF Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 1011AG Exterior, 25 feet and below: approx 105,697 sf 1 Lot $______ $________

1011AH Exterior, 25 feet and above: approx 641,155 sf

1012AA Interior, between 9 and 25 ft: approx. 1,170

1 Lot $______ $________

1012AB Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 1012AC Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 1012AD Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

1012AE Interior, between 9 and 25 ft: approx. 1,170 sf 1 Lot $______ $________

1012AF Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 1012AG Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 1012AH Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

1013AA Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 1013AB Exterior, 25 feet and below: approx. 3,936

1013AC Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 1013AD Exterior, 25 feet and below: approx. 3,936

TOTAL FIRST OPTION PERIOD CLINS $________

OPTION PERIOD TWO – POP: JUNE 1, 2020 – MAY 31, 2021

2001 General Cleaning for June 1, 2020 – May

31, 2021

OY2-OPTIONAL CLINS

2002 Childcare Services

2002AA FFP EPA Childcare (FEELC)

2003 T&M Emergency Services Laborer: Outside

Hours $______ $________

2004 T&M Snow Removal/Ice Control Laborer:

Outside Normal Work Day Hours

NTE

2005 FFP Dumpster Services 12 Months $______ $________

Request For Proposal ID10180005 PAGE 7

2006 FFP Recyclables

2007 FFP Composting

2008 FFP Door Mat Service

2009 FFP Pavement Sweeping (after hours) of the 30 day Transition-in period, will continue through the remaining portion of the CLIN and applicable contract period. Upon initial exercise, it is the intent of the Government, although not guaranteed, that the following option year periods would be exercised as well. Optional services will not be

The following optional service Sub-CLINs will be exercised only as needed.

Sub-CLIN Options may be individually exercised at any time during the period of June 1, 2020 – May 31, 2021.

2010AA Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 2010AB Exterior, 25 feet and above: approx 17,446

2010AC Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 2010AD Exterior, 25 feet and above: approx 17,446

2011AA Interior, between 9 and 25 ft: approx

1 Lot $______ $________

2011AB Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 2011AC Exterior, 25 feet and below: approx 105,697 sf 1 Lot $______ $________

2011AD Exterior, 25 feet and above: approx 641,155

2011AE Interior, between 9 and 25 ft: approx

2011AF Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 2011AG Exterior, 25 feet and below: approx 105,697 sf

2011AH Exterior, 25 feet and above: approx 641,155 1 Lot $______ $________

Request For Proposal ID10180005 PAGE 8

2012AA Interior, between 9 and 25 ft: approx. 1,170

1 Lot $______ $________

2012AB Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 2012AC Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 2012AD Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

2012AE Interior, between 9 and 25 ft: approx. 1,170 sf 1 Lot $______ $________

2012AF Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 2012AG Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 2012AH Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

2013AA Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 2013AB Exterior, 25 feet and below: approx. 3,936

2013AC Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 2013AD Exterior, 25 feet and below: approx. 3,936

TOTAL SECOND OPTION PERIOD CLINS $________

OPTION PERIOD THREE – POP: JUNE 1, 2021 – MAY 31, 2022

3001 General Cleaning for June 1, 2021 – May

31, 2022

OY3-OPTIONAL CLINS

3002 Childcare Services

3002AA FFP EPA Childcare (FEELC)

3003 T&M Emergency Services Laborer: Outside

Hours $______ $________

3004 T&M Snow Removal/Ice Control Laborer:

Outside Normal Work Day Hours

NTE

3005 FFP Dumpster Services

3006 FFP Recyclables

Request For Proposal ID10180005 PAGE 9

3007 FFP Composting

3008 FFP Door Mat Service

3009 FFP Pavement Sweeping (after hours) of the 30 day Transition-in period, will continue through the remaining portion of the CLIN and applicable contract period. Upon initial exercise, it is the intent of the Government, although not guaranteed, that the following option year periods would be exercised as well. Optional services will not be period of June 1, 2021 – May 31, 2022.

3010AA Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 3010AB Exterior, 25 feet and above: approx 17,446

3010AC Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 3010AD Exterior, 25 feet and above: approx 17,446

3011AA Interior, between 9 and 25 ft: approx

1 Lot $______ $________

3011AB Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 3011AC Exterior, 25 feet and below: approx 105,697 sf 1 Lot $______ $________

3011AD Exterior, 25 feet and above: approx 641,155

3011AE Interior, between 9 and 25 ft: approx

3011AF Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 3011AG Exterior, 25 feet and below: approx 105,697 sf 1 Lot $______ $________

3011AH Exterior, 25 feet and above: approx 641,155 sf

3012AA Interior, between 9 and 25 ft: approx. 1,170 1 Lot $______ $________

Request For Proposal ID10180005 PAGE 10

3012AB Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 3012AC Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 3012AD Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

3012AE Interior, between 9 and 25 ft: approx. 1,170 sf 1 Lot $______ $________

3012AF Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 3012AG Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 3012AH Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

3013AA Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 3013AB Exterior, 25 feet and below: approx. 3,936

3013AC Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 3013AD Exterior, 25 feet and below: approx. 3,936

TOTAL THIRD OPTION PERIOD CLINS $________

OPTION PERIOD FOUR: POP: JUNE 1, 2022 – MAY 31, 2023

4001 General Cleaning for June 1, 2022 – May

31, 2023

OY4-OPTIONAL CLINS

4002 Childcare Services

4002AA FFP EPA Childcare (FEELC)

4003 T&M Emergency Services Laborer: Outside

Hours $______ $________

4004 T&M Snow Removal/Ice Control Laborer:

Outside Normal Work Day Hours

NTE

4005 FFP Dumpster Services

4006 FFP Recyclables

4007 FFP Composting

Pounds $______ $________

4008 FFP Door Mat Service

Request For Proposal ID10180005 PAGE 11

4009 FFP Pavement Sweeping (after hours) of the 30 day Transition-in period, will continue through the remaining portion of the CLIN and applicable contract period. Upon initial exercise, it is the intent of the Government, although not guaranteed, that the following option year periods would be exercised as well. Optional services will not be period of June 1, 2022 – May 31, 2023.

4010AA Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 4010AB Exterior, 25 feet and above: approx 17,446

4010AC Exterior, 25 feet and below: approx 8,722 sf 1 Lot $______ $________ 4010AD Exterior, 25 feet and above: approx 17,446

4011AA Interior, between 9 and 25 ft: approx

1 Lot $______ $________

4011AB Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 4011AC Exterior, 25 feet and below: approx 105,697 sf 1 Lot $______ $________

4011AD Exterior, 25 feet and above: approx 641,155

4011AE Interior, between 9 and 25 ft: approx

4011AF Interior, 25 feet and above: approx 30,838 sf 1 Lot $______ $________ 4011AG Exterior, 25 feet and below: approx 105,697 sf 1 Lot $______ $________

4011AH Exterior, 25 feet and above: approx 641,155 sf

4012AA Interior, between 9 and 25 ft: approx. 1,170

1 Lot $______ $________

4012AB Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 4012AC Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 4012AD Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

4012AE Interior, between 9 and 25 ft: approx. 1,170 1 Lot $______ $________

Request For Proposal ID10180005 PAGE 12

4012AF Interior, 25 feet and above, approx. 540 sf 1 Lot $______ $________ 4012AG Exterior, 25 feet and below, approx. 6,088 sf 1 Lot $______ $________ 4012AH Exterior, 25 feet and above: approx. 306 sf 1 Lot $______ $________

4013AA Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 4013AB Exterior, 25 feet and below: approx. 3,936

4013AC Interior, between 9 and 25 ft: approx. 410 sf 1 Lot $______ $________ 4013AD Exterior, 25 feet and below: approx. 3,936

TOTAL FOURTH OPTION PERIOD CLINS $________

TOTAL PROPOSED PRICE (including base and all options): $___________________

B.4 TIME & MATERIAL (T&M)/LABOR HOUR (LH) LABOR MIX AND LEVEL

OF EFFORT

Any additional labor categories or increases to total hours or increases to ceilings required during performance must be approved by the Contracting Officer (CO) and added to the contract by modification. T&M applies to CLINS 0003 and 0004 for the base period and the following CLINS, if option periods are exercised:

Option Period 1: CLINS 1003 and 1004 Option Period 2: CLINS 2003 and 2004 Option Period 3: CLINS 3003 and 3004 Option Period 4: CLINS 4003 and 4004

B.5 INCREMENTAL FUNDING

B.5.1 INCREMENTAL FUNDING LIMITATION OF GOVERNMENT’S

OBLIGATION

Incremental funding in the amount of $____(to be filled in at award) for CLINs 0001 through 0001AB is currently allotted and available for payment by the Government.

Additional incremental funding for these CLINs will be allotted and available for payment by the Government as the funds become available. The estimated period of performance covered by the allotments for the mandatory CLINs is from award through ____ months (to be filled in at award). The contract will be modified to add funds incrementally up to the maximum of $____ (to be filled in at award) over the performance period of this contract.

These allotments constitute the estimated cost for the purpose of Federal Acquisition Regulation (FAR) Clause 52.232-22, Limitation of Funds, which applies to this contract on a CLIN-by-CLIN basis.

Request For Proposal ID10180005 PAGE 13

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 PURPOSE

The purpose of this Contract is to acquire nonpersonal, commercial custodial maintenance services to assist the Environmental Protection Agency (EPA) to support its facilities located in Research Triangle Park and Chapel Hill, North Carolina. The work to be completed is detailed in the PWS.

C.2 PROJECT BACKGROUND

The previous contract for janitorial services was procured as a sole source award under the SBA’s Certified 8(a) program. The award was made to an Alaska Native 8(a) corporation, Gana-a Yoo Services Corporation, Contract Number PR-OARM-13-00556. Gana-a Yoo Services Corporation graduated from the 8(a) program and will not be considered for this follow on contract. The current contract expires in April, 2018. In accordance with FAR 19.203, a contract that was previously set-aside for the Small Business Administration (SBA) 8(a) program must remain in the program unless the SBA agrees to release it from the program. A request has not been made to the SBA to remove it from the program; therefore, this procurement will be set-aside competitively for 8(a) firms.

C.3 AGENCY MISSION

EPA's campus in Research Triangle Park (RTP), North Carolina is the largest EPA owned facility. The campus houses approximately 2500 occupants, which includes scientists, engineers, policy makers, administrative professionals and contract employees. The EPA campus occupies 132 acres of a 512 acre federal campus and incorporates nearly 1.2 million square feet of office space and research laboratories in five facilities. The buildings include the main office and research building, the EPA National Computer Center (NCC), a High Bay research building and a child care center. The EPA-RTP Campus is the Agency’s flagship research center and houses 15 EPA offices and research organizations performing environmental research, regulatory development, and critical Agency administrative functions. In addition, the EPA leases a 66,000 square foot office and research building in Chapel Hill, NC that supports the study of the health effects of airborne pollutants. The purpose of this procurement is to provide comprehensive custodial services in the EPA-RTP campus facilities to maintain the appearance and ensure cleanliness of these critical assets required for EPA to execute its mission of protecting the environment and human health for the nation.

C.4 SCOPE

In support of the EPA’s mission, the contractor will provide custodial maintenance services, five days a week, Monday through Friday, and occasional weekend work as required, for three locations involving eight building locations to include the following types of space: office, cafeteria, classroom, computer room, fitness center, library, research lab, patient treatment area, utility, vending, washrooms, and an early learning center. Services will be both interior and exterior in nature. Exterior services will include snow/ice removal. Total estimated cleanable square feet (CSF) is up to 3,088,909, depending on options exercised.

Request For Proposal ID10180005 PAGE 14

The contractor shall provide all management, supervision, transportation, tools, equipment, labor and supplies (except those provided by the Government as described in Section H.4.2) necessary to ensure that custodial services are performed at the location(s) designated on the Schedule of Items and in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. This is a performance based service contract whereby the contractor is expected to perform the services according to commercial practices and APPA:

Leadership and Educational Facilities, Custodial guidelines. The Government will not instruct the contractor as to how to perform the service but rather inspect the performance of the contractor in meeting the requirements. The contractor will comply with environmental compliance as outlined in the PWS to include conservation of utilities, paper products, and green cleaning products.

This FFP contract also calls for optional services that, if exercised, will be pre-priced, and provided by the contractor on both an FFP and T&M basis as identified in this PWS. The Government intends to exercise optional services at the time and in conjunction with exercise of option periods of performance. The Government reserves the right to exercise option periods and optional CLIN items at its discretion. CLINs for optional services (see Section B.2) will not be exercised for a partial month. If an optional service is exercised, services will start at the beginning of the month. If optional CLINs for services are exercised during any year, the optional CLIN services will continue for the full period of the CLIN, unless otherwise noted.

C.5 GENERAL REQUIREMENTS

The contractor shall furnish the necessary personnel, transportation, equipment, materials, supplies (except as noted in the PWS), and supervision to provide Custodial Services as described in the PWS in a satisfactory manner for the EPA in Research Triangle Park and Chapel Hill, NC.

Attachment 1 to the RFP is the Space-Performance Matrix. The matrix is provided for reference and was established in accordance with the APPA guidelines to provides estimates for the minimum time to perform custodial tasks. The minimum cleaning frequencies for the EPA facilities are established in the Space-Performance Matrix. The matrix provides the levels of clean as outlined in the APPA guidelines (see also Section C.7 below). The matrix is an Excel spreadsheet with multiple tabs and there is a tab for each standard space category. The first tab of the spreadsheet provides guidance and a crosswalk on how to navigate amongst the tabs.

A. Conduct

i. The contractor shall perform all the services in a quiet, disciplined, orderly, and efficient manner so as not to disturb employees working in the respective areas, visitors, or the normal operation of the area being serviced.

ii. The contractor shall not use any practices which create unnecessary wear or damage to building structure, fixtures or finishes.

iii. Contactor personnel shall comply with traffic and safety rules and all other regulations and instructions pertaining to conduct of persons on Government facilities.

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iv. Contractor personnel shall not disturb papers on desks, open desks, or cabinets nor use telephones or office equipment that are not provided for official business transaction purposes.

v. Contractor personnel shall adhere to conservation policies, including turning off lights in unoccupied areas, closing all exterior doors, unless otherwise directed, and reporting water leaks.

vi. The contractor shall be responsible for such disciplinary action with respect to their employees as may be necessary.

vii. The contractor shall ensure employees who eat their meals in the building do so only in building designated eating areas.

viii. Contractor personnel shall, in no event, enter any area to which access is restricted, unless such an area has been specifically identified as an area in which services are to be rendered. The contractor shall place their employees on notice that infraction of any of the government’s rules, regulations, or prohibitions may be grounds for removal from Government property.

ix. The contractor's employees shall use Government identification cards upon arrival and departure. Contractor personnel shall prominently display their identification cards at all times while at any EPA facility. ID cards will be issued in accordance with Homeland Security Presidential Directive 12 (HSPD 12); see Attachment 5 Agency Security Requirements for Contractor Personnel.

B. Uniforms and Badges

i. Contractor employees shall present a neat appearance and be easily recognized.

This shall be accomplished by wearing distinctive clothing, fitted to the individual and bearing the name of the company, and by wearing appropriate badges, which contain the employee's name at all times while on Government property.

ii. Uniforms worn by the contractor’s employees shall be of the same style and color.

Each contractor employee shall be issued a Government identification badge by the Government (see A(ix) above) and shall be required to wear this identification badge at all times.

C. Licenses

The contractor shall procure, at the contractor’s own expense, all necessary licenses, and permits, and shall conform to all local, state, and federal laws, ordinances, and regulations applicable to the performance of this contract.

D. Deficiencies In accordance with the Quality Control Plan (QCP) developed by the contractor (See Section E.2 below), the contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor shall correct deficiencies and/or incomplete work within 48 hours after notification is received. All service call forms must be completed and returned within 1 working day from the day services are completed. Should a determination be made that the problem cannot be corrected by the custodial contractor; the status shall be reported to the Contracting Officer’s Representative (COR) or Alternate COR the same day.

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E. Damages The contractor shall be responsible for damages caused by use of improper cleaning products. The contractor shall be held accountable and liable to the Government for any damages to Government facilities, fixtures, furnishings, equipment, or grounds caused by negligence of the contractor or its employees. The contractor shall submit a full report of the facts and extent of any such damages. The report shall be submitted, in writing, to the COR no later than the next workday following the occurrence.

C.6 ENVIRONMENTAL, HEALTH AND SAFETY REQUIREMENTS:

a. Environmental Management System:

In accordance with FAR clause 52.223-19, the contractor’s work under this contract shall conform with all operational controls identified in the applicable agency or facility Environmental Management Systems and provide monitoring and measurement information necessary for the Government to address environmental performance relative to the goals of the Environmental Management Systems.

In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions immediately or based on a time schedule established by the Office of Administration and Resources Management (OARM) Environmental Management System (EMS) Coordinator and/or EPA-RTP EMS Team.

In addition, the contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

All on site contractor personnel must complete annual EMS awareness training specified for the type of work conducted on site. The Government will provide the one-hour training course onsite. The COR will verify, via classroom sign-in sheet, that all contractor personnel have acquired EMS Awareness Training at their appropriate site or location.

b. Environmental Compliance:

i. Conservation of Utilities

1. Energy. The contractor employees shall turn out lights in unoccupied rooms which are not in the immediate area of being cleaned.

2. Water. The contractor shall provide a water management plan, within 30 days of contract award, which describes the contractor’s role in minimizing the use of potable water. Water faucets or valves shall be turned off after the required usage has been accomplished. Any faucets with water leaks should be reported to the COR and the help desk (1-2174) to be fixed. No exterior washing shall be performed without prior approval of the COR.

A. Paper Products The contractor shall use sustainable sanitary paper products, to the extent possible without jeopardizing the intended end use or detracting from the overall quality

Request For Proposal ID10180005 PAGE 17 delivered to the end user. The contractor shall purchase Green Seal certified paper products for use throughout the campus (http://www.greenseal.org/Home.aspx). If this is not possible, the contractor will notify the COR and submit a different product to be approved for use. This product shall be processed chlorine free, may not contain any added fragrances or heavy metals and will meet the following criteria:

Product Category Minimum Post-Consumer Material Requirements

Paper Towels, General-Purpose Wipes, and Napkins

50%

Bathroom Tissue 25% Toilet Seat Covers 25%

B. Green Cleaning Products

In the performance of this contract, the contractor shall use environmentally preferable cleaning products. The contractor shall comply with sustainable acquisition criteria as detailed in Executive Order (EO) 13693, “Planning for Federal Sustainability in the Next Decade” and with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA).

The following criteria shall be met:

i. USDA BioPreferred. The contractor shall have purchase preference for USDA BioPreferred (https://www.biopreferred.gov/BioPreferred/faces/Welcome.xhtml) designated products, to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

Bio-based products that are designated for preferred procurement under USDA’s Bio preferred program must meet the required minimum bio-based content as stated in the USDA Final Rule. The contractor should provide data for their bio-based products such as bio-based content.

Bio-based Products Report. The contractor shall submit a complete list of bio-based products, annually to the COR, 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.

ii. EPA Safer Choice. The contractor shall have purchase preference for EPA Safer Choice (https://www.epa.gov/saferchoice), Fragrance-free designated products, to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

iii. If the above criteria cannot be met, the contractor will notify the COR (a written explanation to the COR is necessary) and submit a product that meets at a minimum the following:

• Biodegradability: The contractor shall obtain cleaning products that are readily biodegradable.

http://www.greenseal.org/Home.aspx https://www.biopreferred.gov/BioPreferred/faces/Welcome.xhtml https://www.epa.gov/saferchoice

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• Chemical Toxicity: The product shall not include any chemical that requires reporting as an acute or chronic health hazard as defined in OSHA’s Hazard Communication Regulations (29 CFR section 1910.1200). This requirement applies to all chemicals present in the product at greater than 1.0 percent or 0.1 percent if the chemical is a k n o w n carcinogen.

• Fragrance: The product shall not contain any added fragrance.

• Volatile Organic Chemicals (VOCs): Products purchased under this contract shall contain no more than 10 percent by weight VOCs.

• Reduced/Recycled Packaging: Product should have minimal packaging and be using 25% renewable or recycled materials in its primary packaging.

Additionally, product packaging shall not contain any heavy metals.

c. Health & Safety

The contractor shall conduct activities in compliance with all Federal, State and local safety regulations and standards, to include but is not limited to:

1. Safety Data Sheets

Contractors are responsible for providing a list of chemicals, and copies of Safety Data Sheets (SDS), to be used on-site to the COR, within 30 days after the date of award, for approval by the OARM Health and Safety Manager prior to use. The COR, after review of the inventory, may request that a product replacement be found. See the EPA-RTP OARM Chemical Inventory System Management Plan (Attachment 2) for all chemical inventory management requirements. These approved product SDS will be maintained in a file/binder of Safety Data Sheets (SDS) by the contractor. Contractor employees shall be familiar with these products, their possible hazards and how to safely use them. The contractor is responsible for ensuring all products brought on campus, through the life of this agreement, be approved through this same process.

2. Electrical Safety Electrical equipment used by the contractor shall meet all OSHA safety requirements and shall be UL approved. It shall be the responsibility of the contractor to prevent the operation or attempted operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of existing building circuits.

Use appropriate lockout and tagout devices when electrical equipment is out of service.

3. Universal Precautions The contractor shall train their employees in universal precautions/infection control guidelines to protect them from occupational exposure to bloodborne pathogens.

4. Hazard Communication The contractor shall have a Hazard Communication program in place to ensure employees are familiar with chemicals used in the workplace and ways in which to protect themselves.

5. Safety Hazards

Request For Proposal ID10180005 PAGE 19

Contractor employees shall notify their supervisor when encountering any questionable situations in performing custodial functions, i.e. safety hazards, inaccessible areas, unknown substances, etc. The contractor must report these to the COR as soon as practicable.

C.7 LEVELS OF CLEAN

The following are definitions and descriptions of the “Five Levels of Clean” as defined by the APPA Custodial guidelines. This information is used in the Space-Performance Matrix (Attachment 1; see also, Attachment 6 Cleaning Descriptions and Processes) and will be what the Government audits the contractor by. The Space-Performance Matrix provides estimates for the minimum time to perform a task in accordance with the APPA guidelines.

During the MANDATORY pre-award site visit, Offerors will walk the Main facility with the COR to review building spaces and its assigned level of cleanliness, as defined within the Space-Performance Matrix. If there are spaces in which the Offeror believes are not currently being maintained at the designated cleanliness Level defined within the Space-Performance Matrix, Offerors shall include the associated costs to bring the designated cleanliness Level up in its firm fixed-price proposal (i.e. no costs that are separate from its awarded FFP) and perform a one-time extra cleaning to bring it to the required level defined in the Space- Performance Matrix.

A. Level 1 – Orderly Spotlessness

• Floors and base moldings shine and/or are bright and clean; colors are fresh. There is no buildup in corners or along walls.

• All vertical and horizontal surfaces have a freshly cleaned or polished appearance and have accumulation of dust, dirt, marks, streaks, smudges, or fingerprints. Lights all work and fixtures are clean.

• Washroom and shower fixtures and tile gleam, and are odor-free. Supplies are adequate.

• Trash containers hold only daily waste, are clean and odor-free.

B. Level 2 – Ordinary Tidiness

• Floors and base moldings shine and/or are bright and clean. There is no buildup in corners or along walls, but there can be up to two days’ worth of dust, dirt, stains, or streaks.

• All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are noticeable upon close observation. Lights will work and fixtures are clean.

• Washroom and shower fixtures and tile gleam, and are odor-free. Supplies are adequate.

• Trash containers hold only daily waste, are clean and odor-free.

C. Level 3 - Casual Inattention

• Floors are swept or vacuumed clean, but upon close observation there can be stains.

A build-up of dirt and/or floor finish in corners and along walls can be seen.

• There are dull spots and/or matted carpet in walking lanes. There are streaks or splashes on base moldings.

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• All vertical and horizontal surfaces have obvious dust, dirt, marks, smudges, and fingerprints. Lamps all work and fixtures are clean.

• Trash containers hold only daily waste, are clean and odor-free.

D. Level 4 - Moderate Dinginess

• Floors are swept or vacuumed clean, but are dull, dingy, and stained. There is an obvious buildup of dirt and/or floor finish in corners and along walls.

• There is a dull path and/or obviously matted carpet in the walking lanes. Base molding is dull and dingy with streaks or splashes.

• All vertical and horizontal surfaces have conspicuous dust, dirt, smudges, fingerprints and marks.

• Lamp fixtures are dirty and some (up to 5 percent) lamps are burned out.

• Trash containers have old trash. They are stained and marked.

• Trash containers smell sour.

E. Level 5 - Unkempt Neglect

• Floors and carpets are dull, dirty, dingy, scuffed and/or matted. There is a conspicuous buildup of old dirt and/or floor finish in corners and along walls. Base molding is dirty, stained, and streaked. Gum, stains, dirt, dust balls, and trash are broadcast.

• All vertical and horizontal surfaces have major accumulations of dust, dirt, smudges, and fingerprints, all of which will be difficult to remove. Lack of attention is obvious.

• Light fixtures are dirty with dust balls and flies. Many lamps (more than 5 percent) are burned out.

• Trash containers overflow. They are stained and marked. Trash containers smell sour.

NOTES:

• Baseboards, walls, stair risers, furniture and equipment shall not be splashed, disfigured or damaged during these operations.

• Proper precautions shall be taken to advise building occupants of wet and/or slippery floor conditions; this applies during inclement weather as well as during cleaning operations. Cautions signs shall be removed when condition is safe. Tools and equipment shall be maintained in clean condition at all times and neatly stored each night in the assigned storage areas.

• Trash will not be picked up from individual offices, labs and/or shops. Personnel are responsible for emptying their trash into hallway receptacles. The contractor shall notify the Government if there is a recurring issue in a particular area due to personnel not emptying their own trash.

• It is the contractor’s responsibility to attempt to unclog toilets, as necessary. If the toilet cannot be unclogged through normal means, a service call can be placed with the O&M Contractor for resolution.

C.8 MISCELLANEOUS FFP SERVICES TASKS

A. Exterior Building Services

i. Police Grounds

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Grounds shall be inspected per Attachment 6 Cleaning Descriptions and Processes, “Police Grounds.” Sidewalks and steps shall be inspected and swept, per Attachment 6, “Sweep outside steps, ramp and landing.” Monthly, the sidewalks and entrance steps will be washed/sprayed down, when the temperature is above freezing, to maintain them in a clean condition (i.e. free of goose feces or other debris). Quarterly, the parking garage steps will be washed/sprayed down with a disinfectant. Cobwebs and other debris will be swept away from the surroundings of all entrance doors.

ii. Smoking Shelters

There are four smoking shelters on the EPA campus (3 with glass partitions). Daily, the area shall be swept with a yard broom, swept into a pile and disposed of in an appropriate container. Daily, the ash receptacles shall be cleaned per Attachment 6, “Empty ash receptacles.” Weekly, the area shall be hosed down in order to free the area of loose dirt, ground in soil, loose foliage, cigarette ashes and other natural debris. Quarterly, the glass (on both sides) shall be cleaned per Attachment 6, ‘Clean windows, interior within 9-feet.’

iii. Outdoor Patio Tables and Chairs

Daily, wipe down the exterior patio tables and chairs. Annually, project clean the outdoor patio tables and chairs per “Project-clean tables and seating” in Attachment 6.

B. Female Hygiene Dispenser Restocking

Female hygiene dispensers shall be serviced at a frequency to ensure products are available at all times. Products used shall be of the type to fit existing dispensers. The cost of the item to the customer shall be determined by the existing coin mechanism.

Money collected from the dispensers shall be the property of the contractor. The dispensers are located in women’s restrooms, locker rooms and shower areas. The contractor shall ensure all units are maintained in good operating condition and replace units should they become damaged or broken. The quantity of dispensers at each location is detailed below.

i. EPA HSF: 9 women’s restrooms.

ii. EPA Main Facility: 40 women’s restrooms.

iii. EPA NCC: 4 women’s restrooms

C.9 FFP SERVICE CALLS & EMERGENCY CUSTODIAL SERVICES

(1) Routine Service Calls

Any building occupant may contact the Facility Trouble Desk to request additional custodial services, such as special cleaning necessitated by the vacating of space by a building occupant, special conferences, office clean-outs and miscellaneous services.

The contractor should anticipate responding to these calls as needed within the general cleaning hours. It is estimated the contractor may spend approximately 120 hours per

Request For Proposal ID10180005 PAGE 22 month on such service calls performed during the normal working day. A maximum amount of 500 hours per year may be necessary for service calls, performed during the normal working day, specific to room layout changes in the classrooms and auditorium in the C building, first floor. The contractor shall furnish these services, supplies and equipment as part of the FFP base general cleaning hours.

The contractor will be notified of the service call orally or in writing and must respond within 8 hours. Oral notification will be followed up in writing by the Government. The contractor shall coordinate with the COR, via email or phone, before responding to service calls. The COR will provide guidance to the contractor as to the most efficient timeline for the service to be performed and to ensure the service call work is within scope. The contractor’s response time after notification will be a maximum of 8 hours.

Service call man-hours shall be performed during the normal working day and not exceed two-hours without preapproval by the COR.

For room layout changes, notice will be given to the contractor by 1:00 pm the day of the request is to be carried out. Layouts can be changed after the last event of the day with notice from the A/V COR and/or their designee.

The contractor will submit a Service-Call Report monthly to the COR detailing service calls received, if work was completed, any special notes about the work, and the amount of time it took to complete the work.

B. Emergency Custodial Services

Within the scope of the general cleaning hours, a maximum amount of 100 hours per year may be necessary to perform emergency custodial services of any type (e.g.

cleaning/removal of water within a facility after a roof leak, broken pipe, etc.) The contractor shall be able to provide emergency custodial services as needed, and must be able to respond within 30 minutes. All other assigned tasks required for general cleaning must still be provided as usual. Services, supplies, equipment and personnel will be furnished by the contractor to accomplish the required work, during the normal working day, as quickly as possible to reduce the damage as much as possible. In the event the emergency custodial services cannot be adequately addressed within normal work hours or without interfering with the contractor’s other assigned general cleaning tasks, the contractor shall promptly notify the COR. When the work is beyond the scope of emergency custodial services or requires hours worked beyond the normal work day, the COR may determine that the work should be performed as part of another CLIN, such as T&M Emergency Services. . See Section C10.A. FFP and Time & Material (T&M) Optional Services.

i. Snow Removal/Ice Control (normal work day) Snow removal required during normal hours (6:00 am – 6:00 pm) will also be handled as an emergency custodial service included in the monthly firm fixed pricing. Sidewalk snow removal shall be from the areas indicated in blue in Attachment 3, Snow Removal/Ice Control Locations Map. Roads and parking lot snow removal are not contemplated as part of this contract. All stairs and entrance

Request For Proposal ID10180005 PAGE 23 areas shall be cleared of snow and ice by the contractor, down to the pavement. Stairs and entrance areas shall be cleared to their full width, except for the C-building main entrance in which a pathway will be cordoned off. Sidewalks and stairs shall be treated by the contractor with an appropriate ice melt (provided by the Government) when they are hazardous or have the potential to become hazardous due to frozen precipitation or runoff. Treatment of sidewalks/stairs by the contractor shall occur as frequently as necessary to avoid hazardous conditions. After snow removal operations are completed by the contractor, all areas shall be cleared adequately to ensure a secure footing for pedestrians (i.e. sweep up ice melt, etc.)

During periods of inclement weather, the contractor’s service shall include maintaining entranceways, lobbies and hallways by removing foreign material sand, mud, dirt, water, etc., carried into the building by personnel traffic. These areas are to be maintained throughout the day as needed by the contractor.

C.10 FFP and T&M OPTIONAL SERVICES

The Optional Services listed in this section, if exercised, will be provided by the contractor either on a FFP or T&M basis as identified below.

A. T&M Emergency Services (outside of normal work day)

As necessary, the COR may require the contractor to perform emergency services on a T&M basis outside of the normal work day. The COR will issue a written Emergency Service Request to the Program Manager, which may include a written follow-up of a verbal request. These services may be used for inclement weather, severe water leaks, etc. It is estimated the contractor will spend no more than approximately 100-hours per year on emergency service calls.

B. T&M Snow Removal/Ice Control (outside of normal work day)

As necessary, the COR may require the contractor to perform snow removal/ice control services on a T&M basis after normal work hours, as described in this section. The COR will issue a written Emergency Service Request to the Program Manager, which may include a written follow up of a verbal request. A maximum amount of 100-hours per year is estimated for snow removal/ ice control outside of normal work hour services.

Snow and ice removal shall be accomplished each morning (weekdays only) no later than 6:00 am. Coordination by the contractor with the COR, Security and O&M Contractor will be necessary the day before a known snow/ice event. Sidewalk snow removal shall be from the areas indicated in blue in Attachment 3, Snow Removal/Ice Control Locations Map. Roads and parking lot snow removal is not contemplated as part of this contract. All stairs and entrance areas shall be cleared of snow and ice, down to the pavement. Stairs and entrance areas shall be cleared to their full width, except for the C-building main entrance in which a pathway will be cordoned off. Sidewalks and stairs shall be treated with an appropriate ice melt (provided by the Government) when they are hazardous or have the potential to become hazardous due to frozen precipitation or runoff. Treatment of sidewalks/stairs shall occur as frequently as necessary to avoid

Request For Proposal ID10180005 PAGE 24 hazardous conditions. After snow removal operations are completed, all areas shall be cleared adequately to ensure a secure footing for pedestrians (i.e. sweep up ice melt, etc.)

C. FFP Dumpster Services

The contractor shall furnish "dumpster" type containers, compactors, slotted cardboard containers and open top roll off containers of the sizes required to contain garbage, trash and cardboard at each specified location and shall empty the containers in accordance with the regularity as described in each item set forth below. Cardboard units must be recycled and all revenues shall be credited to the contract via the following month’s invoice. The contractor will provide a monthly report to the COR documenting revenue credited. The hours of service shall be between 6:00 a.m. and 5:00 p.m., Monday through Friday, except when the scheduled day for servicing occurs on an official holiday. In this case, the servicing shall be the day preceding the holiday, when possible.

The containers and immediate surroundings shall be left in a clean and sanitary condition after each servicing.